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Home My WebLink About02-10-2023 City Council Agenda Packet, amended 02-09-2023Saratoga City Council Agenda February 10, 2023 – Page 1 of 3 SARATOGA CITY COUNCIL SPECIAL MEETING FEBRUARY 10, 2023 AMENDED AGENDA • 02/06/2023 ITEM 5 SUPPLEMENTAL MEMO – ATTACHMENT B ADDED • 02/08/2023 ZOOM CALL IN INFORMATION ADDED • 02/09/2023 ITEMS 1, 2, 4 AND 5 PRESENTATION SLIDES ADDED Teleconference/Public Participation Information The Special Meeting will be held in-person and by teleconference pursuant to amendments to the teleconference rules required by the Ralph M. Brown Act allowing teleconferencing during a proclaimed state of emergency when a local official has recommended social distancing. Members of the City Council and the public may participate in person at the location listed below or via the Zoom call in option using the information below. Members of the public can participate in the 9:00 a.m. Special Meeting by: 1. Attending the meeting in person at the Lower House, Hakone Gardens located at 21000 Big Basin Way, Saratoga CA 95070. Attendees must check in with the Gift Shop prior to entering the facility; OR 2. Accessing the meeting through Zoom • Webinar URL: https://us02web.zoom.us/j/89201627048 (audio only, video will not be available) • Webinar ID: 892 0162 7048; OR • Call In: 1.408.638.0968 or 1.669.900.6833 Meeting Recording Information In accordance with the Saratoga City Council’s Meeting Recording Policy, City Council Study Sessions, Joint Meetings, Joint Sessions, Commission Interviews, Retreats, meetings with the Planning Commission, and Regular Session Meetings are recorded and made available following the meeting on the City website. 9:00 AM CITY COUNCIL ANNUAL RETREAT Lower House, Hakone Gardens | 21000 Big Basin Way, Saratoga CA 95070 ROLL CALL REPORT ON POSTING OF THE AGENDA The agenda for this meeting was properly posted on February 2, 2023. AGENDA ITEMS 1. 3-year Forecast Mid-Year Update Recommended Action: Receive a mid-year update on the 3-Year Forecast. Staff Report Attachment A - Updated 3-yr Forecast Saratoga City Council Agenda February 10, 2023 – Page 2 of 3 Attachment B - Promotions and Reclassifications Attachment C - 4-year Actual Contract Services - General Fund Attachment D - 4-year Actual Consulting Services - General Fund Presentation Slides (added 02-09-2023) 2. Budget Balancing Measures and Service Levels Recommended Action: Receive report on budget balancing measures and service levels and provide direction to City staff on preparation of a balanced 2023-24 proposed budget. Staff Report Attachment A - 2023-24 Budget Calendar Presentation Slides (added 02-09-2023) 3. 2022 Legislative Update Recommended Action: Accept staff report and provide direction to staff. Staff Report Attachment A - 2022 New Legislation of Interest to Saratoga 4. American Rescue Plan Act of 2021 (ARPA) funds – Update Recommended Action: Receive updates on the American Rescue Plan Act of 2021 (ARPA) funded projects. Staff Report Presentation Slides (added 02-09-2023) 5. Capital Improvement Program Review Package Recommended Action: Receive the Capital Improvement Program (CIP) Review Package and provide feedback to staff in preparation for the CIP Prioritization Study Session. Staff Report Attachment A - CIP Project Process Policy Supplemental Memo - Attachment B (added 02-06-2023) Presentation Slides (added 02-09-2023) ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Britt Avrit, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council was posted and available for review on February 2, 2023 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 2nd day of February 2023 at Saratoga, California. Britt Avrit, MMC, City Clerk Saratoga City Council Agenda February 10, 2023 – Page 3 of 3 In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda, copies of materials distributed to the City Council concurrently with the posting of the agenda, and materials distributed to the City Council by staff after the posting of the agenda are available on the City website at www.saratoga.ca.us and are available for review in the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, California. In compliance with the Americans with Disabilities Act and the Governor’s Executive Order, if you need assistance to participate in this meeting, please contact the City Clerk at bavrit@saratoga.ca.us or calling 408.868.1216 as soon as possible before the meeting. The City will use its best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety. [28 CFR 35.102-35.104 ADA title II] SARATOGA CITY COUNCIL MEETING DATE:February 10, 2023 DEPARTMENT:Administrative Services PREPARED BY:Nick Pegueros SUBJECT:3-year Forecast Mid-Year Update RECOMMENDED ACTION: Receive a mid-year update on the 3-Year Forecast. BACKGROUND: Saratoga's 3-year Forecast Mid-year Update is an early indicator of an impending structural deficit resulting from the confluence of several extraordinary factors: Near 40-year high inflation in 2022 and its impact on wages in the public and private sectors.The upward effects of inflation on salaries will increase labor costs and the cost of contract services such as law enforcement and maintenance services. Anticipated loss of $1.3 million in solid waste franchise fees due to the California Supreme Court ruling in Zolly v. City of Oakland.The solid waste franchise fee was previously considered a reliable revenue source, making up 5% of the 2022-23 adopted General Fund revenue. Impacts of extreme weather events on operating costs ranging from storm response to liability insurance premiums. Severe weather is unpredictable; however, experiences in the past twelve months demonstrate the expenses that can occur with strong winds or atmospheric rivers. Damage from recent atmospheric rivers is projected to total nearly $400,000 in unanticipated costs. While State and Federal agencies promise to offset the extraordinary one-time costs from the 2023 Storm emergency, the storm's effects on infrastructure are unfunded. Concurrently, extreme weather dangerous condition claims against cities similar to Saratoga have also increased liability insurance premiums. The pressure on City finances summarized above far outpaces forecast growth in property taxes which is the only revenue source sufficient to absorb the impacts of these structural changes. 3 DISCUSSION: The following summarizes updates to the preliminary 3-year forecast presented to City Council at their January 4th meeting. $300,000 higher property tax baseline. Property taxes are Saratoga’s largest revenue source, with an adopted 2023-24 budget of $17.5 million or 67% of budgeted revenue/expenditures. The property taxes category includes property taxes paid by Saratoga landowners, supplemental tax revenue arising from increased assessed values, the real property transfer tax, Excess ERAF, and property tax in-lieu of motor vehicle license fees. Updated reports from the Santa Clara County Assessor’s Office reflect higher than budgeted property tax in-lieu of vehicle license fees, $100,000, and higher than anticipated Excess ERAF, $200,000. The recommendation, therefore, is to increase the property tax baseline by $300,000. $100,000 higher user fees baseline.The 2022 Comprehensive User Fee Study results have returned and demonstrate that current building inspection fees are at 74% cost recovery. City staff recommends closing the gap between current and full cost recovery in the 2023 Fee Schedule update by at least $100,000. The ultimate cost recovery impact of the fee study, if any, is the sole discretion of the City Council. $125,000 Reimagining Park and facility rentals.The forecast baseline expenditures assumes the inclusion of an effort to reimagine the park and facility rentals service delivery model. The facilities rental program is one fee-based service currently subsidized by general tax dollars. City staff is exploring the opportunity for inclusion in the 2023-24 proposed budget with an estimated structural savings of $125,000. Attachment A depicts the cumulative impact of the above changes on the forecast. For discussion purposes, the table below demonstrates the value of a 1% assumption change in the City’s largest revenue and expenditure categories. Category Baseline 2023-24 Forecast Increase (%) 2023-24 Forecast Increase ($) Value of 1% change in assumptions Property taxes $12,800,000 4.5%$576,000 $128,000 Salaries & benefits 9,660,000 5.0%483,000 96,660 Public safety contracts 7,600,000 8.0%608,000 76,000 Service contracts 4,400,000 10.0%440,000 44,000 Request For Supplemental Information Attachments B, C, and D transmit the remaining information responsive to requests from a City Councilmember back in December. ATTACHMENTS: Attachment A – Updated 3-year Forecast Attachment B – Promotions and Reclassifications 2017-2022 Attachment C – 4-year Actual Contract Services – General Fund Attachment D – 4-year Actual Consulting Services – General Fund 4 2023-242024-252025-26 Prior year surplus/(deficit)-(1,186,000)(3,029,000) Revenues increase/(decrease) Property taxes576,000 536,000 557,000 Interest earnings100,000 -(300,000) Other revenues109,000 111,000 223,000 Franchise fees(650,000)(650,000)11,000 Expenditures decrease/(increase) Salaries & pension(483,000)(406,000)(317,000) Service contracts(440,000)(388,000)(314,000) Public safety contracts(608,000)(657,000)(710,000) Liability & W.C. insurance(275,000)(207,000)(198,000) Other expenditures(40,000)(202,000)(213,000) Total surplus/(deficit)(1,711,000)(3,574,000)(4,835,000) Mid-year update ($300k property tax, $100k fee revenue, $125k facilities rentals)525,000 20,000 21,000 Adjusted surplus/(deficit)(1,186,000)(3,029,000)(4,268,000) 5 Dept Current/Most Recent Job Class Current Start Prior Job Class 1st Prior Start 2nd Prior Job Class 2nd Prior Start ASD IT ANALYST 07/01/2020 IT Technician 07/01/2013 ASD ACCOUNTING TECH SR 11/16/2020 Accounting Technician 10/28/2019 ASD HUMAN RESOURCES ANALYST 07/01/2021 HR Technician 09/06/2016 ASD IT MANAGER 07/01/2020 IT Supervisor 07/30/2017 IT Administrator 08/13/2008 ASD ADMINISTRATIVE ANALYST II 07/29/2021 Administrative Analyst I 07/29/2019 Accounting Technician 07/02/2012 CDD PLANNER ASSOCIATE 05/14/2020 Planner I (Assistant)05/14/2018 CDD PLANNER SENIOR 04/18/2020 Planner II (Associate)04/18/2016 CDD ADMINISTRATIVE ANALYST I 07/01/2021 Administrative Technician 07/01/2020 Administrative Assistant 02/11/2019 CDD FACILITY MTC WORKER III 07/01/2019 Facility MTC Worker II 06/20/2002 CMO PUBLIC INFORMATION OFCR 11/09/2018 Administrative Analyst I 11/09/2016 CMO ASSISTANT CITY MANAGER 07/01/2019 Deputy City Manager 07/03/2017 City Clerk/Assisant to the CM 11/05/2011 CMO CITY CLERK 12/03/2018 Exec Assistant/Asst City Clerk 03/09/2009 CMO EXECUTIVE ASSISTANT 01/22/2019 Administrative Assistant (CDD) 07/01/2017 Office Specialist III (CDD)03/28/2016 CMO ADMINISTRATIVE ANALYST II 07/01/2022 Administrative Analyst I 07/01/2020 Comm Engage Coordinator 07/01/2019 CMO FACILITY ADMINISTRATOR 07/01/2020 Facility Coordinator 08/12/2008 PW STREET MTC LEADWORKER 07/20/2020 Street MTC III 07/01/2015 PW PARK MTC LEAD WORKER 05/09/2022 Park MTC III 07/01/2020 Park MTC II 07/01/2017 PW PARK MTC WORKER II 07/01/2019 Park MTC I 07/18/2016 PW ENGINEER ASSOCIATE CIVIL 08/08/2020 Assistant Engineer 08/08/2017 PW ENVIRONMENTAL PROGRAM MGR 07/01/2020 Environmental Program Administrator 02/13/2019 Administrative Analyst II 02/13/2012 PW STREET MTC WORKER III 07/01/2019 Street MTC II 08/12/2008 PW PARK MTC WORKER II 07/01/2022 Park MTC I 07/06/2020 PW STREET MTC WORKER III 07/01/2018 Street MTC II 08/12/2008 PW PW MANAGER-PARKS 05/09/2022 Park MTC Lead 01/20/2009 PW PARK MTC LEAD WORKER 06/01/2020 Park MTC III 07/01/2017 PW ADMINISTRATIVE TECHNICIAN 08/15/2022 Dev Svcs Assistant (CDD)07/01/2020 Office Specialist III (CDD)07/01/2013 PW ENG SERVICES MGR/CITY ENG 07/01/2022 Senior Civil Engineer 07/01/2018 Associate Civil Engineer 02/24/2009 PW ADMINISTRATIVE ANALYST II 08/26/2022 Administrative Analyst I 08/26/2019 Administrative Technician 07/01/2017 PW ADMINISTRATIVE TECHNICIAN 08/26/2019 Office Specialist III 07/21/2009 PW PARK MTC WORKER II 07/01/2020 Park MTC I 03/18/2019 PW PUBLIC WORKS INSPECTOR 07/01/2020 Street MTC Lead 08/12/2008 PW ENGINEER ASSOCIATE CIVIL 07/01/2017 Sr Building Inspector/Plan Check Egr 05/11/2015 32 17 4 Promotions & Reclassifications 2017-2022 Jan 9, 2023 6 City of Saratoga 4-year Actual Contract Services - General Fund February 10, 2023 Sum of EXPENDITURES YEAR ACCOUNT TITLE VENDOR 2018-19 2019-20 2020-21 2021-22 Grand Total DEVELOPMENT & BLDG STAFF 55,420 32,951 124,688 47,907 260,966 1422 4LEAF INC. 55,420 32,951 124,688 47,907 260,966 ELECTRICAL SERVICES 6,813 2,740 9,553 1039 SANCHEZ ELECTRIC 5,190 2,740 7,929 1679 CAMBRIAN ELECTRI 1,623 1,623 EMERGENCY BLDG REPAIRS 7,710 13,438 9,352 1,500 32,001 1039 SANCHEZ ELECTRIC 6,497 5,766 12,263 1356 PETERSON POWER S 1,605 1,605 14 HYDROTEC IRRIGAT 2,098 2,098 1524 VILLALOBOS & ASS 5,250 5,250 1720 RIVERVIEW SYSTEM 1,500 1,500 354 TONY LEM 1,395 1,395 378 EKIM PAINTING - 900 900 607 BUDGET FLOORING, 4,937 4,937 908 PRO DOOR & GLASS 1,168 297 588 2,053 EMERGENCY TREE SERVICES 30,750 82,895 130,785 244,430 1087 OSCAR URVIZO TEL 26,150 75,875 118,550 220,575 1750 MARIO TOPETE TRE 4,045 4,045 19 IAN GEDDES TREE 5,770 8,190 13,960 726 TREES 360 DEGREE 4,600 1,250 5,850 FIELD CONVERSIONS 25,232 21,795 23,815 23,484 94,326 1458 DELTA BLUEGRASS 5,865 5,706 5,893 6,581 24,045 160 SIERRA PACIFIC T 436 334 770 343 TMT ENTERPRISES 15,205 11,675 14,347 16,904 58,131 454 GACHINA LANDSCAP 3,726 4,080 3,575 11,381 FUEL REDUCTION SERVICES 34,965 34,965 1087 OSCAR URVIZO TEL 25,000 25,000 402 VISTA LANDSCAPE 9,965 9,965 JANITORIAL/CLEANING SERV 65,796 54,780 46,670 64,449 231,695 1317 NBBM/RONALD JOHN 20,664 20,664 1572 NBBM SERVICES, I 45,132 54,780 46,670 64,449 211,031 L&L MONTHLY LANDSCAPING 73,033 78,495 72,278 86,976 310,782 1717 DINSMORE LANDSCA 3,216 3,216 236 SOLECTRIC ELECTR 238 238 402 VISTA LANDSCAPE 58,035 58,035 51,818 56,280 224,168 454 GACHINA LANDSCAP 14,760 20,460 20,460 27,480 83,160 LANDSCAPE SERVICES 72,633 74,717 77,980 76,551 301,881 14 HYDROTEC IRRIGAT 7,241 2,097 9,338 1437 WESTFALL ENGINEE 550 550 1717 DINSMORE LANDSCA 18,267 18,267 354 TONY LEM 735 735 362 BOETHING TREELAN 172 172 377 UNITED SITE SERV 1,989 1,989 402 VISTA LANDSCAPE 46,165 42,025 54,893 30,703 173,786 416 EVANS WEST VALLE 600 600 454 GACHINA LANDSCAP 26,468 25,451 21,937 22,589 96,445 LAWN CARE SERVICES 9,999 7,865 5,985 23,849 402 VISTA LANDSCAPE 9,999 7,865 5,985 23,849 LIBRARY & CC LANDSCAPE 27,719 30,444 32,119 32,267 122,549 1223 SUMMERWINDS NURS 22 22 132 KEN FUSON PEST M 805 805 14 HYDROTEC IRRIGAT 2,244 2,014 364 4,622 19 IAN GEDDES TREE 620 620 343 TMT ENTERPRISES 551 551 402 VISTA LANDSCAPE 27,168 27,580 30,083 22,842 107,673 454 GACHINA LANDSCAP 8,256 8,256 MEDIAN LANDSCAPE SERV 113,283 118,109 110,429 106,135 447,955 4‐year actual contract services Page 1 of 5 7 Sum of EXPENDITURES YEAR ACCOUNT TITLE VENDOR 2018-19 2019-20 2020-21 2021-22 Grand Total MEDIAN LANDSCAPE SERV 14 HYDROTEC IRRIGAT 253 253 1717 DINSMORE LANDSCA 5,004 5,004 378 EKIM PAINTING - 900 900 402 VISTA LANDSCAPE 20,478 17,286 38,315 85,266 161,345 454 GACHINA LANDSCAP 92,805 100,823 72,115 14,712 280,454 MISC BLDG REPAIR SERVICES 10,668 7,557 10,279 12,319 40,823 1039 SANCHEZ ELECTRIC 2,751 1,519 4,270 137 SECURETECH FENCE 765 765 1381 ROXY GLASS INC. 3,776 3,776 1559 VINCENTE TORRES/ 3,026 3,026 1699 CLASSIC ACOUSTIC 9,989 9,989 378 EKIM PAINTING - 4,610 8,400 950 13,960 402 VISTA LANDSCAPE 1,130 1,130 908 PRO DOOR & GLASS 3,101 196 360 250 3,908 MISC LANDSCAPE REPAIRS 216,832 261,798 225,128 170,474 874,231 1006 SAVIANO COMPANY 2,500 2,500 5,000 1039 SANCHEZ ELECTRIC 90 90 1079 SIEMENS INDUSTRY 339 339 1087 OSCAR URVIZO TEL 6,900 2,150 1,075 7,725 17,850 1130 ABLE SEPTIC TANK 1,926 10,737 12,662 1137 BEAR ELECTRICAL 2,081 340 2,421 1182 ORCHARD CITY LOC 1,164 229 1,118 2,511 1249 BELKORP AG, LLC 581 581 127 KELLY MOORE PAIN 388 388 132 KEN FUSON PEST M 1,905 750 280 2,935 1338 ROBERT CHAVEZ FE 1,949 650 9,279 11,878 1394 ST. FRANCIS ELEC 4,243 3,795 8,038 14 HYDROTEC IRRIGAT 32,323 59,797 66,294 46,747 205,161 1428 CLEANSWEEP SERVI 875 660 1,535 149 SIERRA DISPLAY I 2,133 2,133 1519 CALVAC PAVING, I 3,030 3,030 1524 VILLALOBOS & ASS 3,800 15,250 19,050 1607 A.L.L. ROOFING M 3,555 3,555 1611 A&D AUTOMATIC GA 505 1,722 555 2,781 1717 DINSMORE LANDSCA 2,013 2,013 19 IAN GEDDES TREE 11,270 23,845 6,465 9,810 51,390 204 PENINSULA BLDG M 7,434 7,434 236 SOLECTRIC ELECTR 5,816 7,446 4,293 5,787 23,343 350 TOM'S PLUMBING 1,095 335 2,000 3,430 354 TONY LEM 1,114 355 722 2,192 370 ECONOMY LUMBER 1,036 1,036 377 UNITED SITE SERV 1,746 1,746 378 EKIM PAINTING - 6,075 7,475 14,125 14,575 42,250 402 VISTA LANDSCAPE 97,448 96,831 84,704 25,077 304,060 416 EVANS WEST VALLE 675 600 1,275 419 EVENT SERVICES 144 144 421 EWING IRRIGATION 1,020 6,265 4,512 11,797 432 WEST VALLEY COLL 445 445 454 GACHINA LANDSCAP 4,073 4,223 3,693 2,232 14,221 455 GARDENLAND POWER 235 509 91 835 55 ROSS RECREATION 1,498 4,161 5,659 563 HEID, W JEFFREY 14,894 4,025 5,250 24,169 610 PACIFIC DISPLAY, 10,880 10,880 641 BKF ENGINEERS 8,569 8,569 647 MAGGIORA BROTHER 4,406 4,406 726 TREES 360 DEGREE 12,470 14,700 4,720 31,890 774 R&S ERECTION 1,295 1,295 95 CAL-WEST LIGHTIN 4,269 3,723 3,232 6,592 17,815 MISC MAINTENANCE SERVICES 7,060 6,381 2,877 2,070 18,388 1039 SANCHEZ ELECTRIC 2,237 3,823 6,059 1356 PETERSON POWER S 3,200 2,558 2,877 2,070 10,705 1476 ZAMAR SOUND PRO 1,624 1,624 4‐year actual contract services Page 2 of 5 8 Sum of EXPENDITURES YEAR ACCOUNT TITLE VENDOR 2018-19 2019-20 2020-21 2021-22 Grand Total MISC STREET SERVICES 348 900 2,260 3,508 14 HYDROTEC IRRIGAT 360 360 1428 CLEANSWEEP SERVI 1,515 1,515 236 SOLECTRIC ELECTR 385 385 402 VISTA LANDSCAPE 348 348 416 EVANS WEST VALLE 900 900 N. CAMPUS LANDSCAPE SERV 9,942 7,601 7,774 8,160 33,477 1087 OSCAR URVIZO TEL 960 960 14 HYDROTEC IRRIGAT 623 883 1,506 402 VISTA LANDSCAPE 6,742 6,978 6,892 20,612 454 GACHINA LANDSCAP 7,200 7,200 726 TREES 360 DEGREE 3,200 3,200 PAINTING SERVICES 4,480 22,500 1,775 28,755 378 EKIM PAINTING - 4,480 22,500 1,775 28,755 PARK JANITORIAL SERVICES 37,304 43,668 41,334 46,766 169,072 1077 SUNNYVALE BUILDI 10,000 10,000 1572 NBBM SERVICES, I 27,304 43,668 40,956 46,252 158,180 419 EVENT SERVICES 378 514 892 PEST & WEED ABATEMENT 33,580 42,615 46,147 52,175 174,517 1235 GOPHER BUSTERS/J 1,990 1,990 132 KEN FUSON PEST M 6,090 8,895 9,410 13,580 37,975 1370 SAFETY KLEEN SYS 937 937 1539 ARTHUR HALL LLC 1,140 940 2,590 4,670 1662 ORKIN, LLC 4,080 4,080 1705 INSULATION GURU, 4,000 3,120 7,120 416 EVANS WEST VALLE 26,350 26,710 29,210 35,475 117,745 PLUMBING SERVICES 1,614 228 9,712 9,582 21,135 1130 ABLE SEPTIC TANK 718 9,582 10,299 14 HYDROTEC IRRIGAT 343 343 1513 CONSOLIDATED PLU 373 228 2,666 3,267 1604 SIGNA MECHANICAL 898 898 179 CIM AIR, INC 6,328 6,328 QUARRY PARK MAINTENANCE 25,728 23,901 15,446 30,213 95,289 1087 OSCAR URVIZO TEL 18,500 14,450 2,600 35,550 1130 ABLE SEPTIC TANK 5,049 5,049 1611 A&D AUTOMATIC GA 812 812 236 SOLECTRIC ELECTR 1,375 467 1,843 402 VISTA LANDSCAPE 1,408 3,116 1,034 19,865 25,423 416 EVANS WEST VALLE 5,820 4,960 5,300 7,000 23,080 419 EVENT SERVICES 2,784 177 2,962 63 INTERSTATE TRAFF 571 571 STREET & LOT LIGHT MAINT 17,964 15,749 15,206 14,549 63,468 1137 BEAR ELECTRICAL 1,817 1,817 149 SIERRA DISPLAY I 7,564 3,609 4,406 1,932 17,511 610 PACIFIC DISPLAY, 10,400 12,140 10,800 10,800 44,140 STREET LIGHT REPAIRS 1,384 8,493 9,877 1137 BEAR ELECTRICAL 1,384 7,250 8,634 1394 ST. FRANCIS ELEC 950 950 95 CAL-WEST LIGHTIN 293 293 STREET SWEEPING SERVICES 61,952 61,952 1746 SCA OF CA. LLC 61,952 61,952 TECHNOLOGY EQUIP.R&M 494 1,022 1,748 3,264 1636 PCB PIEZOTRONICS 1,022 1,022 1720 RIVERVIEW SYSTEM 1,748 1,748 559 PRINTER ASSIST 494 494 TELECOMMUNICATION SERV 1,515 113 547 2,174 1409 XTELESIS CORPORA 113 113 1741 TALISMAN NETWORK 547 547 314 BAY TELECOM 1,515 1,515 TRAFFIC SIGNAL MAINT SERV 14,365 15,750 10,730 40,000 80,845 1079 SIEMENS INDUSTRY 7,300 7,300 1137 BEAR ELECTRICAL 6,300 15,750 880 20,000 42,930 4‐year actual contract services Page 3 of 5 9 Sum of EXPENDITURES YEAR ACCOUNT TITLE VENDOR 2018-19 2019-20 2020-21 2021-22 Grand Total TRAFFIC SIGNAL MAINT SERV 1394 ST. FRANCIS ELEC 765 9,850 10,615 1587 TRAFFIC PATTERNS 9,422 9,422 1747 TRAFFIC PATTERNS 10,579 10,579 TRAFFIC SIGNAL REPAIRS 16,211 39,642 39,998 95,851 1137 BEAR ELECTRICAL 16,211 26,547 4,999 47,757 1394 ST. FRANCIS ELEC 7,200 24,999 32,199 1587 TRAFFIC PATTERNS 5,895 5,895 1747 TRAFFIC PATTERNS 10,000 10,000 TRAIL MAINT. SERVICES 33,044 30,726 34,365 39,260 137,395 1087 OSCAR URVIZO TEL 3,025 4,150 2,950 10,125 1717 DINSMORE LANDSCA 7,824 7,824 343 TMT ENTERPRISES 961 1,054 2,016 370 ECONOMY LUMBER 929 929 402 VISTA LANDSCAPE 15,168 16,817 15,455 13,759 61,199 416 EVANS WEST VALLE 13,890 12,980 9,490 13,190 49,550 63 INTERSTATE TRAFF 471 482 953 726 TREES 360 DEGREE 4,800 4,800 TREE MAINT/PRUNING/INV 222,035 140,753 125,280 127,191 615,258 1087 OSCAR URVIZO TEL 101,950 81,425 64,875 79,555 327,805 1658 ORCHARD KEEPERS, 963 955 1,918 1750 MARIO TOPETE TRE 3,170 3,170 19 IAN GEDDES TREE 53,990 27,915 35,365 29,735 147,005 402 VISTA LANDSCAPE 120 120 416 EVANS WEST VALLE 600 600 726 TREES 360 DEGREE 64,850 28,950 21,950 13,150 128,900 976 URBAN TREE MANAG 1,125 1,500 1,535 1,581 5,740 TURF TOP DRESSING SERV. 12,850 14,850 14,850 18,200 60,750 230 COLONY LANDSCAPE 12,850 14,850 14,850 18,200 60,750 VEHICLE REPAIR & MAINT 38,549 33,842 36,753 35,625 144,769 1063 PETERSON TRACTOR 1,407 1,407 1072 PAPE MACHINERY 2,841 2,841 1162 CAPITOL CHEVROLE 190 190 1186 ADVANCED FUEL SE 5,018 5,018 1240 MT TIRE SERVICE/ 1,129 1,087 (150) 2,066 1249 BELKORP AG, LLC 583 583 1356 PETERSON POWER S 5,467 3,433 7,381 16,281 136 SCOTTY'S AUTOMOT 7,404 11,560 10,466 4,992 34,421 1372 DICK'S AUTOMOTIV 180 381 65 626 1438 TIM JEW/CAT COMM 1,065 1,065 1624 CONFIDENCE UST S 650 1,330 2,105 4,085 1637 CUPERTINO BODY S 1,467 1,467 1669 ORLANDI TRAILER 1,187 1,410 2,597 1690 SOUTHERN COUNTIE 4,216 4,216 1740 MT TIRE SERVICE, 150 150 1748 RYLAND CUSTOM WE 1,701 1,701 228 CLASSIC CAR WASH 1,149 1,149 237 SPRAY MART II 507 786 1,293 277 T.A.K.'S EQUIPME 12,442 2,213 10,428 3,680 28,763 440 WESTERN TRUCK FA 3,333 3,405 6,738 455 GARDENLAND POWER 217 448 665 544 WHEEL WORKS 4,105 3,965 6,211 60 14,341 549 TURF STAR, INC 2,933 2,933 626 RIGEL PRODUCTS & 2,981 2,981 778 SILICON VALLEY A 347 347 933 TURF & INDUSTRIA 1,560 3,399 4,959 987 FJM TRUCK AND TR 781 1,103 1,884 VILLAGE REPAIRS 60,175 34,007 94,182 1087 OSCAR URVIZO TEL 7,700 5,225 12,925 1144 IMAGINEERING 5,396 5,396 1223 SUMMERWINDS NURS 45 45 1338 ROBERT CHAVEZ FE 650 650 1394 ST. FRANCIS ELEC 2,311 2,311 4‐year actual contract services Page 4 of 5 10 Sum of EXPENDITURES YEAR ACCOUNT TITLE VENDOR 2018-19 2019-20 2020-21 2021-22 Grand Total VILLAGE REPAIRS 14 HYDROTEC IRRIGAT 4,467 455 4,922 1428 CLEANSWEEP SERVI 945 945 149 SIERRA DISPLAY I 72 72 1661 THE VERDIN COMPA 720 720 19 IAN GEDDES TREE 4,750 4,750 236 SOLECTRIC ELECTR 1,544 440 1,984 378 EKIM PAINTING - 1,940 1,940 402 VISTA LANDSCAPE 9,569 7,620 17,189 454 GACHINA LANDSCAP 10,800 10,800 55 ROSS RECREATION 16,334 16,334 610 PACIFIC DISPLAY, 350 350 63 INTERSTATE TRAFF 394 394 726 TREES 360 DEGREE 12,455 12,455 Grand Total 1,139,194 1,148,485 1,293,389 1,362,862 4,943,930 4‐year actual contract services Page 5 of 5 11 City of Saratoga 4-year Actual Consulting Services - General Fund February 10, 2023 Sum of EXPENDITURES YEAR General Fund VENDOR '2018-19 '2019-20 '2020-21 '2021-22 Grand Total ASSESSMENT ENGINEERING 13,254 17,235 16,699 16,966 64,154 1568 FRANCISCO & ASSO 4,750 8,560 7,930 8,041 29,280 929 KOPPEL & GRUBER 8,504 8,675 8,770 8,926 34,875 CDD CONTRACT SERVICES 5,675 8,766 21,571 32,056 68,068 1060 CSG CONSULTANTS 5,500 7,866 13,366 1268 GIULIANI & KULL 70 70 1596 EVANS & DE SHAZO 5,622 5,622 1619 RICHARDSON CONSU 900 11,460 20,820 33,180 1681 DAVEY RESOURCE G 570 570 1704 ANDERSON'S TREE 1,125 1,125 328 METROPOLITAN PLA 8,416 5,544 13,960 66 ADVANCED LISTING 175 175 CLIMATE ACTION PLAN 33,406 17,344 50,750 1646 O'ROURKE & ASSOC 33,406 17,344 50,750 COUNCIL FACILITATION SVC 5,000 6,400 3,800 15,200 1131 MUNICIPAL RESOUR 5,000 5,000 1406 MANAGEMENT PARTN 6,400 6,400 1722 GREG LARSON 3,800 3,800 FINANCIAL AUDIT SERVICES 20,425 32,500 30,500 41,000 124,425 1159 CHAVAN & ASSOCIA 20,425 32,500 30,500 41,000 124,425 HEARING OFFICER 7,920 7,920 1060 CSG CONSULTANTS 7,920 7,920 HR CONSULTANT 5,561 47,719 2,085 55,365 1436 KOFF & ASSOCIATE 5,561 47,719 2,085 55,365 SCC - WEED ABATEMENT 17,368 14,643 16,566 48,577 1 SANTA CLARA COUN 17,368 14,643 16,566 48,577 TRAFFIC ENGINEERS 96,486 99,999 99,739 93,846 390,070 423 FEHR & PEERS 96,486 99,999 99,739 93,846 390,070 Grand Total 163,769 268,588 204,504 187,668 824,529 Page 1 of 1 12 City Council Annual Retreat February 10, 2023 9:00 –Call to Order Presentations •3-year forecast mid-year update •Budget Balancing Measures and Service Levels •2023-24 budget balancing measures •Beyond 2023-24 budget balancing measures •2022 Legislative Update •American Rescue Plan Act of 2021 (ARPA) funded projects •Capital Improvement Program Project Review Package After each presentation •City Council questions •Public comment •City Council discussion 12:15 –Lunch 13 3-year forecast Mid-year Update 14 Action Summary Receive presentation on the 3-year Forecast Mid-Year Update 15 1/4/23 Forecast Assumptions Recap •2022-23 structural revenues & expenditures remain unchanged •Revenues •Highly confident property tax growth •Loss of solid waste franchise revenue $1.3 million/ year •Expenditures •Personnel cost increases •Rollover of public safety contracts •Double digit service contract and liability premium increases 16 3-year Forecast Preliminary, 1/4/23 $19 $21 $23 $25 $27 $29 $31 2017-18 2018-19 2019-20 2020-21 2021-22 2022-23 2023-24 2024-25 2025-26 Revenues (1/4)Expenditures 17 2/10/23 Forecast Update +$525,000 •Revenue •2022-23 property tax baseline +$300,000 •User fee study results +$100,000 •Expenditures •Reimagining facility rentals $125,000 18 3-year Forecast Mid-year Update,2/10/23 $19 $21 $23 $25 $27 $29 $31 2017-18 2018-19 2019-20 2020-21 2021-22 2022-23 2023-24 2024-25 2025-26 Revenues (1/4)Revenues 2/10 Expenditures 19 Anticipated Forecast Inputs Revenues •Budget balancing measures (today) •Fee schedule update (April) •Interest earnings (May) •Property tax growth (May) Expenditures •Budget balancing measures (today) •Personnel costs (tbd) •Law enforcement contract (tbd) •Liability insurance premiums (June) 20 Questions 21 SARATOGA CITY COUNCIL MEETING DATE:February 10, 2023 DEPARTMENT:Administrative Services PREPARED BY:Nick Pegueros SUBJECT:Budget Balancing Measures and Service Levels RECOMMENDED ACTION: Receive report on budget balancing measures and service levels and provide direction to City staff on preparation of a balanced 2023-24 proposed budget. SUMMARY: 2023-24 budget balancing measures available to close the $1.7 million budget deficit forecast include: 1.Recommended structural changes totaling $525,000 a.$300,000 increase in baseline revenue from property taxes b.$100,000 increase in user fee revenue to reduce General Fund subsidy c.$125,000 decrease in expenditures from reimagining parks and facility rentals service delivery 2.Policy direction: Up to $2.0 million in one-time measures a.Up to $1.0 million reduction in extra unfunded pension liability payment b.Up to $1.0 million use of the Working Capital Reserve 3.Policy direction: Up to $2.0 million in structural service level reductions of discretionary services. 4.Policy direction: Placing a revenue measure on the ballot for the November 2024 election BACKGROUND: Saratoga is facing a budget deficit of $1.7 million for the 2023-24 fiscal year due to a structural deficit where expenditures are outpacing revenues to support the current programs provided to the community. A structural deficit is a budget deficit that remains even during economic growth, unlike a cyclical deficit caused by economic fluctuations such as a recession. Saratoga has experienced 22 several cyclical deficits in the past 20 years. City Councils addressed each through various budget balancing strategies, such as temporary reductions in capital improvement program funding, service level reductions, workforce or compensation reductions, and eliminating line items such as city staff professional development. However, the deficit forecast for the 2023-24 fiscal year is fundamentally different from past experiences, largely due to temporary reductions in revenue. In the next three years, Saratoga will simultaneously experience a shock in expenditures due to inflation and a loss of structural revenue that totals $1.3 million, or 5% of the General Fund budget, due to recent State Supreme Court rulings on solid waste franchise fees. At the same time, the largest and most stable structural revenue, property taxes, is forecast to grow by 4 to 4.5%. Santa Clara County Assessor’s February 1st report on assessed value growth in Saratoga for fiscal year 2023-24 is 4.96%. The report only includes information available to the Assessor as of January 2023. We expect the reported increase in assessed value to change through the end of August 2023, with potential downward adjustments. Experience suggests that the Assessor’s May report is more indicative of revenue growth in the upcoming fiscal year. Solutions to a structural deficit must be long-term, as the underlying conditions causing the deficit will not improve through economic upswings. Solutions include revenue and expenditure policy changes that modify baselines and persist into the future. For revenue policies, cities can improve cost recovery for city services, increase the tax base through new development, or increase taxes. For expenditure policies, cities have control over the quality and types of services provided to the community. City staff has provided a three-year forecast to help City Council plan for Saratoga's long-term fiscal sustainability. This memo outlines options for City Council consideration as they direct city staff on a proposed balanced budget for the 2023-24 fiscal year. DISCUSSION: The three-year structural deficit forecast totals $4.8 million and includes several assumptions. First, the forecast assumes the budget development process will maintain status quo revenue and expenditures. The forecast also contains considerable assumptions in 2024-25 and 2025-26 relating to the City’s two largest expenditure categories, personnel and public safety costs, which comprise approximately 75% percent of the operating budget. In the three-year forecast we will know with certainty the actual costs increase in both areas and will further refine the structural deficit analysis. Finally, the forecast assumes no budget balancing measures. The annual budget process provides the opportunity to explore mechanical options to modify the City’s past budget practices. Past budgets have introduced new reserve policies and infrastructure management programs that ensure the City’s ability to provide services to the community. In the 2023-24 budget, City staff will explore the benefits of modifying past budgeting practices of under- budgeting revenues and over-budgeting expenditures. A change in past practice exposes the City to the increased risk of a current year budget deficit, given that cities have substantial lead times to react to adverse information. For example, a 1% overestimate in property taxes results in a $100,000 deficit assuming no capacity to reduce expenditures. 23 Recommended Budget Balancing Measures City staff has identified three structural changes for inclusion in the 2023-24 proposed budget as follows: Property taxes. Property taxes are Saratoga’s largest revenue source, with an adopted 2023-24 budget of $17.5 million or 67% of budgeted revenue/expenditures. The property taxes category includes property taxes paid by Saratoga landowners, supplemental tax revenue arising from increased assessed values, the real property transfer tax, Excess ERAF, and property tax in-lieu of motor vehicle license fees. Updated reports from the Santa Clara County Assessor’s Office reflect higher than budgeted property tax in-lieu of vehicle license fees, $100,000, and higher than anticipated Excess ERAF, $200,000. The recommendation, therefore, is to increase the property tax baseline by $300,000. Cost recovery user fees. One of Saratoga’s most impactful revenue policy is the goal to establish user charges and fees at levels that fully recover the direct and indirect activity cost of providing a service or product, referred to as cost recovery user fees. The City recently completed a comprehensive user fee study which identifies that general tax revenues currently subsidize several city services, such as building inspection and planning services. City staff is currently working with the Finance Committee to prepare a cost recovery recommendation to City Council for adjustments to the City's fee schedule in April. City staff recommends consideration of fee updates that will reduce the General Fund subsidy of certain services by at least $100,000. Additional potential revenue may be available pending Finance Committee recommendations and City Council action. Reimagining park and facility rentals.Reimagining park and facility rentals. An option that City staff will explore in preparation for the 2023-24 budget is to reimagine the park and facility rentals service delivery model. The facilities rental program is one fee-based service currently subsidized by general tax dollars. The City currently manages the rental of all City parks and facilities for community benefit purposes, with one staff member who recently announced their retirement from Saratoga in 2023. The anticipated staff attrition presents an opportunity to reimagine how the facilities rental program is delivered. One option under consideration is an expanded relationship with community partners to manage the rental of City parks and facilities. The new partnerships have the potential to yield $125,000 in structural reduction to expenditures. 24 One-time Budget Balancing Measures City Council may explore using budget balancing measures that do not directly impact the services provided to the community but reflect substantive policy decisions embedded in the City’s financial management. Additional Unfunded (UAL) pension liability payment.The additional $1 million payment to CalPERS to retire the City’s unfunded pension liability strives to reduce the estimated $9.9 million liability faster than the CalPERS amortization schedule. The payment is optional and may be canceled in 2023-24 with future consideration as the three- year forecast is updated. Use of reserve.The Working Capital Reserve of $1 million is a hedge to ensure cash flow during periods where monthly expenditures exceed revenues which can occur in the first half of the fiscal year due to the timing of property tax disbursements. Other reserves are sufficient to meet the Working Capital Reserve's intended purpose. Once used, the Working Capital Reserve will be unavailable for future needs. On-going Budget Balancing Measures The funds needed to close the structural deficit must come from service level reductions at the programmatic level. In 2021, Council requested a summary of City program costs to evaluate what programs, if any, could be cut to fund street infrastructure in lieu of placing a revenue measure on the ballot. The following information updates the2021 presentation to reflect the 2023-24baseline. Service Level Reductions.Local government in its most basic form, enacts and enforces laws and delivers services to the community not typically provided by the private marketplace. As a general law city in California, there are many legally required services the City must perform for the community and to satisfy state laws regarding municipal operations. These required programmatic services are listed below. ▫Advanced Planning ▫Environmental Services ▫Building Permits & Inspection ▫Facility Maintenance ▫City Clerk, Records, Elections ▫Finance, Human Resources, Information Technology ▫City Council / Manager ▫Legal Services ▫Emergency Preparedness ▫Parks & Landscape Maintenance ▫Engineering ▫Streets & Storm Drain Maintenance The General Fund 2022-23 is balanced with revenue and expenditures each totaling approximately $26 million. Of this amount, the required services above represent 89% or $22.5 million of the total budgeted expenditures, offset by $3.1 million in non-tax revenue sources such as building permit fees. The City has some discretion over the level of service provided in each of these areas, but none can be eliminated entirely. The remaining services the City provides, while not strictly legally required, do significantly contribute to the quality of life for Saratoga residents and businesses. These services represent 11% or approximately $2.5 million of the City’s budgeted operating expenditures offset by $0.5 million in non-tax revenue sources such as user fees. Net of revenues collected from discretionary programs, service level reductions may generate up to $2.0 million in structural savings. 25 Taxes present the final opportunity to address a beginning as early as fiscal year 2025-26 and beyond. Revenue options are limited and, if any are pursued, may only move forward in a general election, the next of which is November 2024. Tax options available for consideration in the November 2024 election with City Council direction are noted below. Revenue potential Real property document transfer tax Currently $1.10 per $1,000 of sales price for General Law cities with revenue split equally between cities and counties. Any increase requires voter approval to become a Charter City. Estimated $2.4 million per year if tax equals the $3.30 per $1,000 tax in place in Palo Alto, Mountain View, or San Jose. San Jose’s tax escalates based on sales price up to $18.30 per $1,000 for transfers over $10 million. In addition to the rates listed above, the County collects $1.10 per $1,000. Parcel tax There are an estimated 10,000 taxable parcels in Saratoga and potential revenue depends on how the taxed is structured. Utility Users’ Tax Dependent on tax structure. Community Facilities District Dependent on district formation and services or infrastructure provided. Local sales tax add-on Existing sales tax is 9.13% and revenue is split between multiple jurisdictions. Saratoga receives 1% of taxable transactions. Estimated $20,000 per year with 0.02% local sales tax add-on. Transient Occupancy Tax 10% current rate Estimated $30,000 per year if increased to 11%. 2023-24 Budget Process The annual budget process kicks off with the City Council retreat and progresses through the next several months with multiple public meetings, policy direction from City Council, and ultimately budget adoption in June. Attachment A details multiple meetings and decision points anticipated as part of the 2023-24 budget preparation process. ATTACHMENT: Attachment A – 2023-24 Budget Calendar 26 2023-02-01 City of Saratoga 2023-24 Budget Calendar Legend Budget foundation Policies Capital Improvement Program (CIP) Revenue Budget decision 1/4/23 City Council 2023-24 Budget Considerations and 3-year Forecast Presentation Report on Existing Labor Agreements and Framework for Negotiations 1/10/23 Finance Committee 2023-24 budget calendar 2/7/23 Finance Committee City Council financial policies review General financial operating policies review Fee study results review 2/10/23 City Council Retreat 3-year forecast mid-year update CIP preview 2023-24 budget balancing measures Service levels 2/15/23 City Council Mid-year budget amendments 3/7/23 Finance Committee Proposed draft financial policy updates Draft fee schedule update 3/15/23 City Council 2023-24 CIP prioritization Fee study presentation and recommendations 4/5/23 City Council Capital improvement program (CIP) projects and funding, final review 4/11/23 Finance Committee Final draft financial policy updates 2023-24 preliminary budget and initiatives review 4/19/23 City Council July 1, 2023 Master Fee Schedule Public Hearing and resolution adoption 27 2023-02-01 City of Saratoga 2023-24 Budget Calendar 5/3/23 City Council 2023-24 budget and financial policies review 5/9/23 Finance Committee Review enabling 2023-24 Resolutions: Gann Limit, General Obligation (GO) Bond rate, Arrowhead assessment review, Investment Policy 5/17/23 City Council 2023-24 draft proposed budget, requests clarification, and consensus direction for proposed budget public hearing 6/7/23 City Council 2023-24 Proposed Budget Public Hearing 6/21/23 City Council Adopt 2023-24 budget and enabling resolutions 7/1/23 Beginning of fiscal year 2023-24 28 2023-24 Budget Balancing Measures 29 Action Summary Provide direction on 2023-24 budget balancing measures 30 2023-24 Deficit Reduction Options $1.7 million •Mid-year Forecast Update =$525,000 •2023-24 Revenue/ Resources •Use of reserves, up to $1 million •2023-24 Expenditures •Unfunded pension payment, up to $1 million •Service level reductions, up to $2 million 31 Policy Direction –Use of Reserves *2023 estimated year-end balances based on adopted budget 32 Policy Direction –Additional Unfunded Pension Liability Payment 33 Action Summary Provide direction on 2023-24 budget balancing measures *Up to $1 million of Working Capital Reserve *Up to $186,000 reduction in additional unfunded pension liability payment 34 Discussion & Direction 35 Beyond 2023-24 Budget Balancing Measures 36 Action Summary Provide direction to explore future year budget balancing measures 37 $4.3 million Structural Budget Deficit Options •Expenditures •Additional service level reductions, if any •Continued reduction to additional unfunded pension liability payment •Revenues •Local property & document transfer tax (Transfer Tax) •Transient Occupancy Tax (TOT) increase •Local sales tax add-on •Parcel tax •Community Facilities District (CFD) •Utility Users’ Tax (UUT) 38 $22,500,000 , 90% $2,500,000 , 10% 2022-23 Budget Required programs Discretionary programs Policy Direction –Service Levels Required Programs Advanced Planning Environmental Services Building Permits & Inspection Facility Maintenance City Clerk, Records, Elections Finance, Human Resources, Information Technology City Council/Manager Legal Services Emergency Preparedness Parks & Landscape Maintenance Engineering Streets & Storm Drain Maintenance 39 Policy Direction –Transfer Tax For Sale -20901 Michaels Drive $5,499,999 40 City Property & document transfer tax per $1,000 sales price Transfer Tax, $5.5 million General Law cities Campbell, Cupertino, Los Altos, Los Altos Hills, Los Gatos, Milpitas, Monte Sereno, Morgan Hill, Saratoga $0.55 $3,025 Chartered cities Gilroy, Santa Clara, Sunnyvale $0.55 $3,025 Mountain View & Palo Alto $3.30 $18,150 San Jose <$2M = $3.30 >$2<$5M = $10.80 >$5<10M = $13.30 >$10M = $18.30 $73,150 Transfer Tax Rates in Santa Clara County 41 Saratoga's Transfer Tax Collections & Hypothetical $3.30/$1,000 rate ($ millions) 42 Action Summary Provide direction to explore future year budget balancing measures *Service level reductions *Transfer tax ballot measure 43 Discussion & Direction 44 2023-24 Budget Process 2/10 Budget balancing measures CIP Project Review Package 3/15 CIP Prioritization Fee study recommendation 4/5 Capital Improvement Program (CIP) projects and funding, final review 4/19 2023-24 Master Fee Schedule Public Hearing and resolution adoption 5/3 2023-24 budget and financial policies review 5/17 2023-24 draft proposed budget, requests clarification, and consensus direction for proposed budget public hearing 6/7 2023-24 Proposed Budget Public Hearing 6/21 Adopt 2023-24 budget and enabling resolutions 45 Thank you 46 SARATOGA CITY COUNCIL MEETING DATE:February 10, 2023 DEPARTMENT:City Attorney’s Office PREPARED BY:Richard Taylor, City Attorney SUBJECT:2022 Legislative Update RECOMMENDED ACTION: Accept staff report and provide direction to staff. BACKGROUND: Attached is a summary of legislation adopted in 2022 that will affect City operations. During the Retreat Study Session we will focus on the planning and housing laws with greatest impact on Saratoga and allow time for questions from Council on those and other new laws. ATTACHMENTS: Attachment A –2022 Legislative Update 1612109.1 47 2022 Legislative Update (January 31, 2023) Administrative Services SB 1131 (Newman) Address Confidentiality: Public Entity Employees and Contractors. Establishes an address confidentiality (“Safe at Home”) program for public entity employees and contractors who face threats of violence, violence, or harassment from the public because of their work serving a public entity and their communities, and is fearful for their safety or the safety of their family because of their work for the public entity. City Clerk/City Manager AB 1416 (Santiago) Elections: Ballot Label. Allows the County to elect to include in the ballot title for local measures the names of specified supporters and opponents of the measure. Only nonprofit organizations or a businesses in existence for at least four years may be listed as a supporter or opponent on a ballot label for a ballot measure. AB 2449 (Rubio, Blanca) Open Meetings: Local Agencies: Teleconferences. Allows members of a legislative body to use teleconferencing without identifying each teleconference location in the notice and agenda of the meeting, and without making each teleconference location accessible to the public. This exception applies for only a limited number of meetings each year and is subject to a number of specified conditions. AB 2582 (Bennett) Recall Elections: Local Offices. Requires a recall election for a local officer to include only the question of whether the officer sought to be recalled shall be removed from office. If a local officer is removed from office in a recall election, the office is vacant until it is filled according to law. AB 2584 (Berman) Recall Elections. Amends recall election law by: (1) increasing the required number of signatures on a notice of intention to recall a state or local elected officer; (2) establishing a public display period for local recall petitions and a process for challenging the proponents’ statement of reasons for the recall or the officer’s answer to that statement; and (3) lengthening the timeframe for holding a local recall election in order to allow consolidation with a regularly scheduled election. AB 2647 (Levine) Local Government: Open Meetings. Codifies best practices used by Saratoga and other cities that supplementary materials distributed to the City Council or a Commission less than 72 hours before a meeting can be posted online to satisfy the Brown Act if physical copies are made available for public inspection the next business day (or at some other public location if the next regular business hours are less than 24 hours before that meeting. SB 1100 (Cortese) Open Meetings: Orderly Conduct. This measure specifically authorizes a new process similar to that in the City Council Norms and Procedures in which the presiding member of a legislative body conducting a meeting, or their designee, may remove an individual for disrupting the meeting. 48 2 City Council SB 1439 (Glazer) Campaign Contributions: Agency Officers. Extends to the City Council the campaign contribution rules of the “Levine Act,” which previously only applied to appointed officials (such as Commissioners and Council appointees to joint powers agencies). Elected officials are now required to recuse from any proceeding involving a license, permit, or other entitlement for use (including a contract award) if the official has received a campaign contribution of $250 or more from a person involved in the proceeding within the previous 12 months. It also prohibits, for 12 months following such proceedings, campaign contributions of $250 or more from donors involved in the proceeding. The FPPC has recently issued an opinion concluding that the law applies only to contributions made after January 1, 2023. AB 2528 (Bigelow) Political Reform Act of 1974: Campaign statements.Requires an elected local government officer or candidate who has campaign contributions of $15,000 or more and who is not currently required to file with the Secretary of State (SOS) to file through the SOS online filing and disclosure system, in addition to filing with the City Clerk. The requirement will apply beginning January 1 of the first year following the date that the SOS certifies that the necessary changes to the online filing system have been made to accommodate the new reports. SB 1360 (Umberg) Elections: disclosure of contributors. Changes to the disclosure requirements for certain political advertisements to identify the top contributors to the campaign committee paying for the advertisement, including changes to the required form, content, and presentation of the disclosures depending on the medium in which the advertisement appears. The bill also requires an initiative, referendum, or recall petition to instruct voters to sign the petition only after viewing certain disclosures regarding the top contributors to the initiative, referendum, or recall. Community Development - General AB 211 (Cmte. on Budget) Public Resources Trailer Bill. Requires a local agency to designate moderate and high fire hazard severity zones within 120 days of receiving recommendations from the state fire marshal and prohibits the local agency from decreasing the level of fire hazard severity zone as identified by the marshal. AB 1648 (Maienschein) Disaster Preparedness: Local Government: Animal Natural Disaster Evacuation Plan. Requires a city or county that requires a kennel license or permit to operate a kennel within its jurisdiction to require, as a condition for obtaining the license or permit, that the kennel owner create and submit to the city or county an animal natural disaster evacuation plan. AB 1743 (McKinnor), 2094 (Rivas, Robert), 2653 (Santiago), General Plan: Annual Report. Requires CDD to include in the annual report to HCD (1) whether each housing development is subject to a ministerial or discretionary approval process; (2) the City’s progress in meeting the housing needs of extremely low income households; and (3) the number of all new housing units, the number of housing units demolished, and data from all projects approved to receive a density bonus from the city or county. 49 3 AB 2234 (Rivas, Robert ) Planning and Zoning: Housing: Postentitlement Phase Permits. Sets a 15 day deadline for building departments to determine whether a grading, building or other “postentitlement phase” permit application is complete and a 30 day deadline for review of complete applications. Requires, by January 1, 2024, local agencies to compile a list of information needed to approve or deny a postentitlement phase permit and to post examples of complete, approved applications and an example of a complete set of postentitlement phase permits for at least five types of housing development projects. Also requires implementation of a digital permitting system by January 1, 2024 unless the City Council makes certain findings. AB 2339 (Bloom) Housing Element: Emergency Shelters: Regional Housing Need. Requires that the sites identified for emergency shelters must be in residential or otherwise appropriate areas and that emergency shelters be subject only to objective development standards. The bill also amends the “no net loss” rule to further constrain rezonings that reduce residential density. AB 2863 (Wilson) Green Building Standards: Bicycle Parking. Requires HCD and the California Building Standards Commission (Commission)to develop mandatory building standards for short-term and long-term bicycle parking in multifamily residential buildings, hotels, motels, and non-residential buildings. SB 379 (Wiener) Residential Solar Energy Systems: Permitting. Requires cities and counties to implement an online, automated permitting platform that verifies code compliance and issues permits in real-time or allows the local government to issue permits in real-time, for a residential solar energy system that is no larger than 38.4 kilowatts. Cities Saratoga’s size must have the system in place by September 30, 2024. (Twenty million dollars was appropriated in the 2021- 22 state budget to help local governments implement this measure.) SB 649 (Cortese) Local governments: affordable housing: local tenant preference. To allow affordable housing projects to take advantage of certain federal tax credits. Declares that it is the state’s policy that lower income individuals residing in neighborhoods and communities experiencing significant displacement need access to housing that is affordable and assists in avoiding displacement. Provides that low-income housing tax credit program and tax-exempt bonds for qualified residential rental property used for affordable housing may be used to support access to housing that would allow households facing or at risk of displacement to remain in the community. Requires that a local tenant preference affirmatively further fair housing and that the adopting agency create a webpage on its website containing the ordinance and its supporting materials, and to annually submit a link to its tenant preference webpage to the Department of Housing and Community Development. SB 932 (Portantino) General Plans: Circulation Element: Bicycle and Pedestrian Plans and Traffic Calming Plans. Requires circulation element updates after January 1, 2025, to (1) include policies that aim to eliminate fatal and serious injuries for all road users through a holistic view of the roadway system, including provisions that account for human error, recognize vulnerable road users, and promote redundant and proactive safety measures and (2) develop bicycle plans, pedestrian plans, and traffic calming plans that identify safety corridors, use evidence-based strategies, and set goals for initiation and completion within 25 years of the 50 4 date of adoption of the modified circulation within the scope of projected availability of revenues. SB 1214 (Jones) Architectural Plans. Prohibits cities and counites from posting most architectural plans online unless specifically authorized by the architect. It allows such plans to be reviewed (but not copied) in person at agency offices. Site plans and massing diagrams may be posted online and otherwise made available to the public. SB 1425 (Stern) Open-space Element: Updates. Requires every city and county to review and update its local open-space plan by January 1, 2026 to include plans and an action program that address specified issues, including climate resilience and other co-benefits of open space, correlated with the safety element. Community Development – Project Review AB 682 (Bloom) Planning and Zoning: Development Bonuses. Makes shared housing meeting certain affordability requirements eligible for a density bonus. Shared housing is a residential or mixed-use structure, with five or more shared housing units and one or more common kitchens and dining areas designed for permanent residence of more than 30 days by its tenants. AB 916 (Salas) Planning and Zoning: Development Bonuses. Prohibits requiring a public hearing as a condition of reconfiguring existing space to increase the bedroom count within an existing dwelling unit. Applies only to a permit application for no more than 2 additional bedrooms within an existing dwelling unit. AB 1551 (Santiago) Planning and Zoning: Development Bonuses: Mixed-use Projects. Requires approval of a density bonus or other incentives/concessions when an applicant for approval of a commercial development has entered into an agreement for partnered housing with an affordable housing developer to contribute affordable housing through a collaborative project. AB 2011 (Wicks) Affordable Housing and High Road Jobs Act of 2022. Starting July 1, 2023 requires ministerial approval (exempt from environmental review but subject to objective design standards) for multifamily housing developments (5 or more units) on sites within a zone where office, retail or parking are the principally permitted use. The law provides for slightly different qualifying criteria for (1)100-percent affordable projects (may be in any commercial/office zone) and (2) for mixed-income1 projects (must be in a commercial/office zone with at least 50 feet of frontage on a “commercial corridor”). (Vacant sites in a Very High Fire Hazard Severity Zone are not eligible.) AB 2011 projects must pay prevailing wages to construction workers, among other labor standards, and the City is responsible for monitoring compliance with those 1 Mixed income rental projects must set aside 15% of the units for lower income households or a combination of 8% very low income and 5% extremely low income; mixed income for-sale projects must set aside 30% of the units for moderate income households or 15 for low income households. The below market homes must have the same bedroom/bathroom count ratios, and the same quality appliances, fixtures and finish as market-rate units. 51 5 standards. SB 6 (discussed below) also seeks to streamline residential development in commercial/office zones; it does not require that housing be affordable but does require environmental review and use of a “skilled and trained workforce” in addition to payment of prevailing wage. AB 2097 (Friedman) Residential, Commercial, or Other Development Types: Parking Requirements. Prohibits a public agency from imposing parking requirement on any residential, commercial, or other development project that is located within one-half mile of a major transit stop. Major transit stops include the intersection of two major bus routes (with a service interval of 15 minutes or less during the morning and afternoon peak commute periods), rail/bus rapid transit stations, and major transit stops identified in the applicable regional transportation plan. According to a map prepared by the Metropolitan Transportation Commission there are no major transit stops within Saratoga. The Transit Center at West Valley College has met this standard in the past. The law does not apply to requirements for disabled parking or electric vehicle charging stations. It includes an exception process whereby agencies may impose parking requirements in limited circumstances except for projects providing affordable housing and meeting certain other requirements. AB 2295 (Bloom) Local Educational Agencies: Housing Development Projects.Beginning January 1, 2024 deems a housing development project an allowable use on any real property owned by a local educational agency. The project must satisfy certain conditions, including other local objective zoning standards, objective subdivision standards, and objective design review standards. A majority of the units must be below market rate units affordable to lower- or moderate-income households, and at least 30 percent of the units must be affordable to lower- income households. The bill authorizes the land to be jointly used or occupied by the local educational agency and any other party and exempts qualifying housing projects from various requirements regarding the disposal of surplus land. AB 2334 (Wicks) Density Bonus Law: Affordability: Incentives or Concessions In Very Low Vehicle Travel Areas: Parking Standards: Definitions. Allows a housing development project in Santa Clara and 16 other counties to receive added height and unlimited density if the project is located in an urbanized very low vehicle travel area, at least 80% of the units are restricted to lower income households, and no more than 20% are for moderate income households. (A “very low vehicle travel area” is census-based urbanized area where the existing residential development generates vehicle miles traveled per capita that is below 85 percent of either regional vehicle miles traveled per capita or city vehicle miles traveled per capita. Based on the analysis in the General Plan Update/Housing Element DEIR Saratoga is not in a very low vehicle travel area.) AB 2668 (Grayson) Planning and Zoning. Makes a number of changes to SB35 to further streamline those projects such as excluding density bonus units in calculating the percentage of affordable units, facilitating development on certain hazardous waste sites, and limiting the scope of local discretion in interpreting local design standards. SB 6 (Caballero) Local Planning: Housing: Commercial Zones. Starting July 1, 2023 requires local governments to process residential development projects in commercial/office zones under 52 6 the rules of the Housing Accountability Act or SB 35 notwithstanding their inconsistency with local zoning and General Plan. Projects are subject to CEQA (unless proceeding under SB 35) but need not provide any affordable housing. SB 6 projects are required to pay prevailing wages and utilize a “skilled and trained workforce” and the City is responsible for monitoring compliance with those standards. SB 886 (Wiener) California Environmental Quality Act: exemption: public universities. Exempts from CEQA housing development projects on property owned by a public university (including a community college) if the project meets certain requirements. SB 897 (Wieckowski) and AB 2221 (Quirk-Silva) Accessory Dwelling Units. These measures further amend the statewide standards regarding accessory dwelling units (ADUs) building on the amendments to this law what have been adopted almost every year since 2016. Most notably, the first measure increases the height maximum of ADUs from 16 to 18 feet for parcels with an existing or planned multifamily building; or 20 feet for a multifamily or single-family parcel located within one half mile of transit. It would also allow an ADU that is attached to a primary single-family residence to be constructed with a height of 25 feet or the maximum height allowance of the primary dwelling, whichever is lower. The second measure specifies that an accessory dwelling unit that is detached from the proposed or existing primary dwelling may include a detached garage Public Works ACR 199 (Bauer-Kahan) "Parks Make Life Better!" Month. This measure recognizes the importance of access to local parks, trails, open spaces, and facilities for the health, wellness, development, inspiration, and safety of all Californians and declares the month of July 2022 as "Parks Make Life Better!" month. AB 1851 (Rivas, Robert) Public Works: Prevailing Wage: Hauling. Requires public agencies to require payment of prevailing wage for the on-hauling of materials used for paving, grading, and filling onto a public works site if the individual driver’s work is integrated into the flow process of construction. AB 1909 (Friedman) Vehicles: Bicycle Omnibus Measure. Allows class 3 electric bicycles on a bicycle path or trail, bikeway, bicycle lane, equestrian trail, or hiking or recreational trails, but authorizes a local authority to prohibit the operation of any electric bicycle or any class of electric bicycle on an equestrian trail, hiking, or recreational trail. AB 1938 (Friedman) Traffic Safety: Speed Limits. Clarifies local jurisdictions’ flexibility in setting speed limits somewhat lower than what is otherwise determined by the mechanistic 85th- percentile methodology in state law, on a limited number of roads designated as safety corridors, in business activity districts, or near locations where vulnerable populations gather, such as bike lanes or near senior centers. Also requires that the California Uniform Manual on Traffic Control Devices to be updated to ensure that jurisdictions maintain the authority to lower speed limits outside an engineering and traffic survey. 53 7 AB 1985 (R. Rivas) and SB 45 (Portantino): Recovered Organic Waste Product Procurement Targets and Related Matters. The first bill assists local governments in implementing the state’s organic waste diversion targets by phasing in, over two years, organic waste diversion regulation’s procurement requirements set by CalRecycle last year. This measure requires local governments to meet 33% of total compliance with the procurement requirements by 2023, 66% by 2024, and 100% compliance by 2025. (Saratoga’s 2025 procurement target is 2,444 tons. The West Valley Solid Waste Management Authority is developing a program to handle each member agency’s procurement targets.) The second bill directs CalRecycle, in consultation with the Air Resources Board, to assist local jurisdictions in complying with organic waste diversion programs. AB 2048 (Santiago) Solid Waste: Franchise Agreements: Database. This measure requires CalRecycle to create and maintain a publicly accessible database of franchise agreements between contract solid waste and recycling haulers and jurisdictions or public agencies. This measure also requires a jurisdiction or public agency to post on its website all current franchise agreements between contract waste and recycling haulers and public agencies that are within the jurisdiction of the local jurisdiction and provide to CalRecycle the direct electronic link to those franchise agreements. AB 2173 (Petrie-Norris) Public Contracts: Payment.Makes permanent the previously temporary rule that public agencies cannot retain more than five percent of the contract price to ensure prompt and thorough completion of public contracts. There is a limited exception when the agency determines that a project is substantially complex during a properly noticed and regularly scheduled public meeting prior to bidding the project. AB 2264 (Bloom) Pedestrian Crossing Signals. Requires Caltrans, followed by cities and counties, to program traffic signals to promote pedestrian safety. AB 2463 (Lee) Public Works: Exemption. This measure extends the prevailing wage exception for specified "volunteers" and other related individuals until 2031. AB 2953 (Salas) Department of Transportation and Local Agencies: Streets and Highways: Recycled Materials. Requires Caltrans and cities and counties, to the extent feasible and cost effective, to use advanced technologies and material recycling techniques that reduce the cost of maintaining and rehabilitating streets and highways and that exhibit reduced levels of greenhouse gas emissions through material choice and construction method. Requires, beginning January 1, 2024, local agencies, to the extent feasible and cost effective, to apply standard specifications that allow for the use of recycled materials in streets and highways. SB 1111 (Archuleta) Trash Receptacles and Storage Containers: Reflective Markings. Requires larger curbside trash receptacles and storage containers (longer than 3 feet and taller than 4 feet) to have reflective markings and certain visible information concerning the receptacle’s owner. SB 1354 (Jones) Design-build Contracting: Cities, Counties, and Cities and Counties: Compliance With the Federal Americans With Disabilities Act of 1990. Authorizes use of 54 8 the design-build contracting process to award contracts for constructing projects that are necessary in order to comply with construction-related accessibility standards. 1601625.4 55 SARATOGA CITY COUNCIL MEETING DATE:February 10, 2023 DEPARTMENT:Public Works Department PREPARED BY:Macedonio Nunez, City Engineer SUBJECT:American Rescue Plan Act of 2021 (ARPA) funds -Update RECOMMENDED ACTION: 1.Receive updates on the American Rescue Plan Act of 2021 (ARPA) funded projects. BACKGROUND: The City will be receiving a total of $7,213,239 in American Rescue Plan Act of 2021 (ARPA)funds that will be used for five stormwater management projects to improve the City’s aging stormwater and sanitary sewer infrastructure. The largest portion of ARPA funds will be used to rehabilitate the Village parking districts. A series of Capital Improvement Projects were created that include the following: 1.Stormwater Pollution Prevention Program Compliance: $150,000 This project will fund installation of a new tractor wash area and improvements to the trash collection area, including new shelters and connections to the sanitary sewer system, at the City's Corporation Yard. The project began in December 2022, and it will be completed in April 2023. A total of $46,000 of the construction work has been contracted to date. 2.Prospect Road Green Infrastructure: $370,000 This project will fund replacement of the concrete curb and gutter with bioswale that will filtrate runoff water from Prospect Road in front of the Prospect Center. This project will begin in April 2023 and will be completed by March 2024.No funds have been expended on this project. 3.Park Sewer Lateral Replacements and Upgrades: $300,000 This project will fund upgrades to fixtures in the City's park restrooms. This will further increase City water conservation while also addressing the increasing cost of maintaining aging sewer laterals and 56 lines needing replacement. In May 2022, Congress Spring Park sewer upgrades were completed for a total of $47,000. Wildwood Park sewer upgrades have been contracted for a total of $32,000. The remaining City Parks will be upgraded before 2026. 4. Storm Drain Master Plan: $482,000 This project will fund updates to the Stormwater Infrastructure Master Plan by determining the condition, age, type, and accurate location of all storm drains, drain inlets, outfalls, and other storm drain facilities operated and maintained by the City. Most of the City’s stormwater infrastructure is between 50 and 100 years old. The Storm Drain Master Plan will provide a complete inventory of the City’s aging storm drainage infrastructure and a condition assessment. Design Services for the Master Plan began in June 2022 and will be completed in May 2023. A total of $398,000 has been spent to date. 5. Village Parking Districts Improvements: $5,911,239 This project will fund improvements to the City’s storm drain collection and treatment systems in all Village Parking Districts to improve the quality of water discharged to Saratoga Creek. Key elements include replacing existing trash enclosures with covered trash enclosures and relocating them to more central locations away from the creek edge; placing ADA parking stalls throughout the District to provide the shortest and most direct path to a pedestrian entrance of the parking lot; installing a stormwater collection and treatment system that will include flow through planters, bioswales, and separator units; adding a separator to capture sediment and retention while also removing trash and debris from stormwater runoff; upgrading the parking lot lights; and, installing 5 electric vehicle chargers. Design services for the improvements began in July 2022. The final Construction Plans will be completed in December 2023 and the construction to start in April 2024 and end in April 2025. A total of $146,000 has been spent to date. 57 American Rescue Plan Act of 2021 (ARPA) Funds -Update 58 •March 2021: the American Rescue Plan Act of 2021 (ARPA) was signed into law with $350 billion made available through the State and Local Fiscal Recovery Funds (SLFRF) •Saratoga’s ARPA/SLFRF funding allocation is $7,213,239 •The timeline established for ARPA/SLFRF funding and expenditure terms is: -obligations/encumbrances must be executed by December 31, 2024, -all payments must be released by December 31, 2026 Introduction 59 March 2nd, 2022: City Council approved five Capital Improvement Projects funded by ARPA/SLFRF 1.Stormwater Pollution Prevention Program Compliance 2.Prospect Road Green Infrastructure 3.Park Sewer Lateral Replacements and Upgrades 4.Storm Drain Master Plan 5.Village Parking Districts Improvements ARPA/SLFRF Funded Projects 60 1.Stormwater Pollution Prevention Program Compliance Installation of a new tractor wash area, improvements to the trash collection area including new shelters and connections to the sanitary sewer system at the Corporation Yard . •Budget Estimate:$150,000 •Current Status:Began construction in December 2022 and will be completed in April 2023 •Total of $46,000 of Construction work has been contracted to date 61 2.Prospect Road Green Infrastructure Remove concrete curb and gutter along the frontage of Prospect Center.The curb and gutter will be replaced with bioswale that will filtrate runoff water from Prospect Road. •Budget Estimate:$370,000 •Current Status:Begin construction in April 2023 and completed in March 2024 •No Funds have been expended on this project 62 3. Park Sewer Lateral Replacements and Upgrades This project will fund upgrades to fixtures in the City's park restrooms.This will further increase City water conservation while also addressing the increasing cost of maintaining aging sewer laterals and lines needing replacement. •Budget Estimate:$300,000 •Current Status:In May 2022,Congress Spring Park sewer upgrades were completed. Wildwood Park sewer upgrades will start in March 2023.The remaining City Parks will be upgraded before 2026 •Total of $79,000 of Construction work has been contracted to date 63 4.Storm Drain Master Plan This project updates the Stormwater Infrastructure Master Plan by determining the condition, age, type, and accurate location of all storm drains,drain inlets, outfalls,and other storm drain facilities operated and maintained by the City. Most of the City’s stormwater infrastructure is between 50 and 100 years old. The Storm Drain Master Plan will provide a complete inventory of the City’s aging storm drainage infrastructure and a condition assessment. •Budget Estimate: $482,000 •Current Status: Design services began in June 2022 and will be completed in May 2023 •Total of $398,000 has been spent to date 64 5.Village Parking Districts Improvements Improvements to the City’s storm drain collection and treatment systems in all Village Parking Districts to improve the quality of water discharged to Saratoga Creek. •Budget Estimate:$5,911 ,239 •Current Status:Design services began in July 2022 and will be completed in December 2023. Construction to start in April 2024 and end April 2025. •Total of $146,000 has been spent to date 65 Proposed Improvements 66 Village Parking Districts Improvements Project: Key Element Replace existing trash enclosures with covered trash enclosures and relocate them to more central locations away from the creek edge. Include a connection to sanitary sewer waste. 67 Village Parking Districts Improvements Project: Key Element The placement of ADA parking stalls throughout the District will be optimized to provide the shortest and most direct path to a pedestrian entrance of the parking lot. 68 Village Parking Districts Improvements Project: Key Element Stormwater Collection and Treatment that will include flow through planters, bioswales and separator units. A separator captures sediment and retention while also removing trash, and debris from stormwater runoff. Parking Lot Bioswale Separator Unit 69 Village Parking Districts Improvements Project: Key Element Install 5 Electric Vehicle Chargers and 2 Electrical Transformers at Parking District #3 Parking District 3 70 Questions 71 72 SARATOGA CITY COUNCIL MEETING DATE:February 10, 2023 DEPARTMENT:Administrative Services PREPARED BY:Nick Pegueros SUBJECT:Capital Improvement Program Review Package RECOMMENDED ACTION: Receive the Capital Improvement Program (CIP) Review Package and provide feedback to staff in preparation for the CIP Prioritization Study Session. BACKGROUND: The City Council’s CIP Project Process Policy, Attachment A, outlines a three-step process for City Council consideration of the CIP component of the City’s annual budget including the following: 1.CIP Project Review Package, provided in Attachment B. 2.Capital Project Review Meeting, typically at the City Council’s annual retreat. This initial review affords City Council the opportunity to discuss projects at their discretion, seek consensus for additions, deletions, or modifications to the CIP Project Review Package in preparation for the CIP Prioritization Study Session. 3.CIP Prioritization Study Session, tentatively scheduled for March 15th. ATTACHMENTS: Attachment A –CIP Project Process Policy Attachment B –CIP Review Package 73 74 75 76 77 78 CITY OF SARATOGA Memorandum To: Mayor Fitzsimmons & Members of the Saratoga City Council From: Britt Avrit, City Clerk Meeting Date: February 10, 2023 Subject: Item 5, Attachment B Attachment B - CIP Review Package for Item 5 on the February 10, 2023 City Council Special Meeting agenda is attached. 79 Capital Improvement Program (CIP) Project Review Package February 10, 2023 80 Page left blank intentionally 81 City of Saratoga 2023-24 Capital Improvement Program (CIP) Budget February 10, 2023 General Fund Other City Funds Total Available Funds General Fund Future Capital Reserve 3,509,000$ -$ 3,509,000$ Road & Facility Replacement Reserve 3,700,000 - 3,700,000 Projected Unallocated Streets CIP Fund Balance - 250,000 250,000 Dedicated revenue (PMP and Ticket Surcharge)- 2,635,000 2,635,000 Total Available Funds 7,209,000$ 2,885,000$ 10,094,000$ 2023-24 Funding Request: Priority & Dedicated Revenue Projects Annual Pavement Management Program (PMP)-$ 2,600,000$ 2,600,000$ Annual Roadway Safety & Traffic Calming 150,000 - 150,000 Annual Sidewalks, Curbs & Gutters, Storm Drains, Bridges Mtc & Repair 250,000 - 250,000 Annual Retaining Wall Maintenance & Repairs 200,000 - 200,000 Annual Parks, Trails, Grounds & Median Infrastructure 250,000 - 250,000 Annual Public Art Infrastructure 25,000 - 25,000 Annual Hakone Gardens Infrastructure Improvements 25,000 - 25,000 Annual Civic Theater Improvements - 35,000 35,000 Subtotal 900,000$ 2,635,000$ 3,535,000$ 2023-24 Funding Request: Existing Projects Safe Routes to School Phase 1 160,000$ -$ 160,000$ Fourth Street Bridge Widening 42,000 - 42,000 Park & Trail Fire Mitigation 100,000 - 100,000 ADA Transition Plan Implementation 100,000 - 100,000 Subtotal 402,000$ -$ 402,000$ 2023-24 Funding Request: Nominated Projects Village Outdoor Dining Improvements 220,000$ -$ 220,000$ Bridge Rehabilitation Project - Phase 2 350,000 - 350,000 Annual Corrugated Pipe Rehabilitation Project 300,000 - 300,000 Subtotal 870,000$ -$ 870,000$ Total Funding Requests 2,172,000$ 2,635,000$ 4,807,000$ 2023-24 CIP Funding & Requests Page 1 82 Page left blank intentionally Page 2 83 City of Saratoga 2023‐24 CIP Budget ‐ Anticipated Completion by June 30, 2023 February 10, 2023 Streets Local Roadway Safety Plan Big Basin Way/Blaney Trash Can Replacement Sara/SV Rd Pathway Rehab Cox Ave. to RR Crossing Parks & Trails Orchard Irrigation & Tree Planting Beauchamps Park& Playground Replacement Trail Pet Stations Hakone Gardens Neighbor Wood Fence Replacement Quarry Park Mtc Building Utility Project Administrative City Website & Intranet Redesign Project SB2 Community Development Software Grant Business Renewal & Beautification Grant Program Safe Routes to School Needs Assessment ARPA Storm Drain Master Plan Page 3 84 Page left blank intentionally Page 4 85 Streets Capital Improvement Program CITY OF SARATOGA, CALIFORNIA ADOPTED 2022-23 BUDGET FINAL 2022-11-30 144 Local Roadway Safety Plan Project No. 9121-006 Project Manager John Cherbone Location Citywide Department Public Works Project No.9121-006 Description & Background This project will develop a Local Roadway Safety Plan (LRSP). This project applies to the Health and Safety Issues, Efficiencies and Business or Community Support Priority Factors. The City of Saratoga's goal is to develop a Local Roadway Safety Plan (LRSP) to improve the safety conditions of its roadways for all modes of transportation. Given the City's suburban context and its unique roadway characteristics such as wide and winding residential roads with lack of adequate continuous sidewalks and biking facilities, it is important to develop a safety plan to enhance the safety conditions for all road users. To achieve this goal, the City will consider a safe system approach, prioritizing high collision areas. This proactive approach will identify the most critical safety risks based on the patterns in these areas and will highlight other areas of high risk that may not have yet experienced a high volume of collisions. City Staff and a consultant will undertake the following tasks in developing the Local Roadway Safety Plan. A comprehensive safety analysis on public roads in the City of Saratoga will be conducted to produce a Local Roadway Safety Plan consistent with Caltrans requirements and to position the City to be strategic and competitive for HSIP and other funding sources. Tasks include safety data analysis, selection of emphasis areas, community engagement, and drafting the LRSP Document. The $20,000 funding is the local match for a State planning grant in the amount of $41,000 which was awarded to the City. Page 5 86 Streets Capital Improvement Program CITY OF SARATOGA, CALIFORNIA ADOPTED 2022-23 BUDGET FINAL 2022-11-30 152 Big Basin Way/ Blaney Trash Can Replacement Project No. 9132-007 Project Manager John Cherbone Location Big Basin Wy & Blaney Ave Department Public Works Project No.9132-007 Description & Background This project applies to the Efficiencies and Business or Community Support Priority Factors. This project would replace existing DuMor steel trash cans (35) and DuMor recycling cans (16) that are in poor condition due to rust and deterioration. Page 6 87 Streets Capital Improvement Program CITY OF SARATOGA, CALIFORNIA ADOPTED 2022-23 BUDGET FINAL 2022-11-30 166 Saratoga/ Sunnyvale Road Pathway Rehabilitation Cox Avenue to Railroad Crossing Project No. 9142-022 Project Manager Rick Torres Location Saratoga Rd ( Cox to Railroad Crossing) Department Public Works Project No.9142-022 Description & Background This project will repair the uplifted section of pathway from Cox Avenue to the railroad crossing. Over time, the condition of the pathway along Saratoga Sunnyvale Road has deteriorated. Age and tree-root damage have broken up the pathway. This project will remove and replace uplifted sections of pathway on Sunnyvale-Saratoga Road from Cox Avenue to the Railroad Crossing. It also includes repair and adjustment to PG&E gas valves located along the pathway being replaced. Page 7 88 Parks & Trails Capital Improvement Program CITY OF SARATOGA, CALIFORNIA ADOPTED FISCAL YEAR 2022-23 BUDGET 198 Orchard Irrigation & Tree Planting Project No. 9221-002 Project Manager Shawn Gardner Location City Orchard on Fruitvale Ave. Department Public Works Project No.9221-002 Description & Background This project will fund the irrigation and tree replacement at the Orchard. This project applies to the Short-term Cost of Repair vs. Long-Term Cost of Replacement, Availability of External or Dedicated Funding, and Business or Community Support Priority Factors. The project will replace above ground components of the Orchard’s fixed irrigation system, primarily, the surface tubing and micro spray heads. Existing dirt mounds, which have built up on the rows along the irrigation lines, will be levelled allowing the Orchard trees to receive sufficient water. In addition, trees will be replaced, based on the City’s Orchard Master Plan. Funding for this project is from Park-in-Lieu Fees. Page 8 89 Parks & Trails Capital Improvement Program CITY OF SARATOGA, CALIFORNIA ADOPTED FISCAL YEAR 2022-23 BUDGET 204 Beauchamps Park Playground Replacement Project No. 9252-002 Project Manager Shawn Gardner Location Beauchamps Park Department Public Works Project No.9252-002 Description & Background The City parks are attractive, well-maintained, open space areas for all residents to enjoy. In the playground areas, sand surfaces have been converted to engineered wood fiber material which complies with the mandated “Fall Zone/Impact Attenuation Guidelines.” Parks with playground equipment are monitored to ensure safety and structural integrity. Playground equipment is replaced based on the City’s replacement schedule with guidelines that include monitoring the equipment for major equipment wear and tear and changes in safety regulations on outdated structures. This project funds the replacement of the existing playground structures incorporating upgrades consistent with the City Council’s Inclusive Playground Policy, where feasible. The City of Saratoga’s Youth Commissions over the years have identified inclusion as an opportunity to bring the Saratoga community closer together and have organized fundraising for an inclusive swing to be purchased and installed at one of the Saratoga parks. They are on track to raise a total of approximately $4,000 through events and online activities. The Youth Commission was presented with the opportunity to realize their goal as a component of the Beauchamps Park playground replacement and have expressed their support to apply their efforts to this project. Other funding for this project consists of $196,841 from the California Drought, Water, Parks, Climate, Coastal Protection and Outdoor Access for All Act of 2018 Per Capita Grant program. Park-in Lieu Fees and the General Fund contributed to the remainder of the grant match requirement. Page 9 90 Parks & Trails Capital Improvement Program CITY OF SARATOGA, CALIFORNIA ADOPTED FISCAL YEAR 2022-23 BUDGET 208 Trail Pet Stations Project No. 9275-002 Project Manager Shawn Gardner Location Citywide Department Public Works Project No.9275-002 Description & Background This project will fund the installation of additional pet stations along City trails. This project applies to the Health and Safety Issues, Availability of External or Dedicated Funding and Business or Community Support Priority Factors. Several years ago, the City installed pet stations to provide residents with a convenient option for cleaning up after their pets when visiting the City’s parks and trails. As residents spend more time enjoying these outdoor amenities with their pets, there has been an increase in requests from residents to have access to additional pet stations throughout the community parks and trails. Pet stations placed strategically in heavily traveled areas provide residents with the ability to easily keep the open areas clean. Page 10 91 Parks & Trails Capital Improvement Program CITY OF SARATOGA, CALIFORNIA ADOPTED FISCAL YEAR 2022-23 BUDGET 218 Hakone Gardens Neighbor Wood Fence Replacement Project No. 9222-009 Project Manager Shawn Gardner Location Hakone Gardens Department Public Works Project No.9222-008 Description & Background This project will replace the existing rotting wood fence with a safe fence along the parking lot. If not done it will result in sporadic costly repairs and present safety concerns. Work will commence in 2022-23. Funding Requirements 2022-23: $75,000 Park In-Lieu Fund Page 11 92 Parks & Trails Capital Improvement Program CITY OF SARATOGA, CALIFORNIA ADOPTED FISCAL YEAR 2022-23 BUDGET 220 Quarry Park Maintenance Building Utility Project Project No. 9226-005 Project Manager Shawn Gardner Location Quarry Park Department Public Works Project No.9226-05 Description & Background This project will fund the installation of electricity and water to the Quarry Park maintenance building. Provides for additional operational services as well as lighting for security and worker safety. Work will commence in 2022-23. Funding Requirements 2022-23: $35,000 Park In-Lieu Fund Page 12 93 Administrative & Technology Capital Improvement Program CITY OF SARATOGA, CALIFORNIA ADOPTED 2022-23 BUDGET FINAL 2022-11-30 252 City Website & Intranet Project Project No. 9413-002 Project Manager Crystal Bothelio Location City Hall Campus Department City Manager’s Office & Administrative Services Project No.9413-002 Description & Background This project would redesign and upgrade the current City website and develop an intranet to improve internal functions and communications. The project is implemented at City Hall with the assistance of a website design firm. In 2008, the City contracted with Civica Software to redesign the City’s website. The redesigned website was launched in 2009. Since that time, technology and design have evolved, and the City needs to make improvements for a more functional and up-to-date online presentation. The project includes improvements to the structure and navigation of the website, a new website appearance and department homepages, the option to translate website content to different languages, and introduction of a mobile-friendly design that allows the website to adapt to any device. This improved design, structure, and mobile access will make it easier for the public to navigate the City’s website and access important information. The project will improve the public-facing website through development of an internal intranet site. Currently, important documents, policies, templates, and basic information are placed on an internally shared drive for staff use. However, these documents are sometimes duplicated with different versions, outdated, or buried by the magnitude of departmental specific information in the internally shared drive. Along with a structural change to implement separate departmental drives for file sharing, the intranet will improve visibility and access to these vital, internal citywide documents through a formally administered and maintained platform. Additionally, the intranet will provide a one-stop access point to access web-based software, training courses, payroll and HR forms and updates, internal surveys, newsletters, and citywide staff communication, and possibly internal databases. An internal platform will help to ensure current information is available and utilized on forms and documents, and that information is both logically accessible and current, and disseminated in a consistent manner. Page 13 94 Administrative & Technology Capital Improvement Program CITY OF SARATOGA, CALIFORNIA ADOPTED 2022-23 BUDGET FINAL 2022-11-30 256 SB2 Community Development Software Grant Project No. 9415-003 Project Manager Debbie Pedro Location City Hall Campus Department Community Development Project No.9415-003 Description & Background On November 7th, 2019 the Department of Housing and Community Development (HCD) announced that the City of Saratoga has been awarded $160,000.00 in SB2 Planning Grants Program funds. The SB2 Grants Program provides a one-time grant to local governments in planning efforts that accelerate housing production and streamline the approvals of housing. To be eligible for the funds, cities and counties must have an HCD-approved Housing Element, have submitted annual progress reports in the past 2 years, and demonstrate that the grant will be used to work toward accelerated approvals and production. In August, the City Council authorized staff to submit the application for the SB2 grant. The funds will help offset the costs for the TRAKiT and GIS software upgrade and go towards the installation of new ADA counters and a public kiosk in the Permit Center. Page 14 95 Administrative & Technology Capital Improvement Program CITY OF SARATOGA, CALIFORNIA ADOPTED 2022-23 BUDGET FINAL 2022-11-30 264 Business Renewal & Beautification Grant Program Project No. 9442-003 Project Manager Debbie Pedro Location Citywide Department Community Development Project No.9442-003 Description & Background This project provides funds to reimburse business owners for minor beautification projects. On March 17, 2021, the City Council voted to fund the Saratoga Business Renewal and Beautification Grant Program with Council Discretionary Funds and created an ad hoc committee of Mayor Zhao and Councilmember Fitzsimmons to explore program details with staff, businesses, and the Chamber of Commerce. The ad hoc committee solicited input from the Chamber of Commerce and several local businesses before selecting the following key criteria to establish grant eligibility: 1. Grants are awarded on a first-come-first-serve basis. 2. Grantees can receive reimbursement of 50% of the project cost, up to a maximum of $1,500. 3. Applications must meet the stated goals of the program to be considered for approval. 4. Project must be completed within 1 year of project approval. 5. Grants shall be distributed for projects in commercially zoned districts throughout the City. 6. Property owners and/or businesses may apply for the Business Renewal and Beautification Program funds once a year, as long as program requirements are met. Eligible projects are those that make exterior improvements that are visible from public streets or from City owned parking lots and can include items such as new paint, signage, awnings, or landscaping. Page 15 96 Administrative & Technology Capital Improvement Program CITY OF SARATOGA, CALIFORNIA ADOPTED 2022-23 BUDGET FINAL 2022-11-30 270 Safe Routes to School Needs Assessment Project No. 9443-004 Project Manager Mainini Cabute Location Citywide Department Public Works Project No.9443-004 Description & Background This project will fund a traffic engineering plan which would include several elements aimed to promote bicycling and walking as the preferred travel modes to school. Project elements for this design plan include: x Conceptual plan drawings of traffic safety improvements near schools, prioritized based on safety, to promote pedestrian and bike travel. x School maps, developed for each school, to show the distribution of students around the community, identifying corridors that should be improved. x An enforcement evaluation that reviews and improves signage and/or markings to allow for effective enforcement. Page 16 97 ARPA SLFRF Capital Improvement Program CITY OF SARATOGA, CALIFORNIA ADOPTED 2022-23 BUDGET FINAL 2022-11-30 282 Storm Drain Master Plan Project No. 9142-025 Project Manager John Cherbone Location Citywide Department Public Works Project No.9142-025 Description Stormwater infrastructure is located throughout the City. This project updates the Stormwater Infrastructure Master Plan by determining the condition, age, type, and accurate location of all storm drains, drain inlets, outfalls, and other storm drain facilities operated and maintained by the City. Most of the City’s stormwater infrastructure is between 50 and 100 years old. Location The project is citywide. Project Background The Stormwater Master Plan provides accurate information to manage the system’s operational integrity through a proactive infrastructure program. Revenue sources include federal funds advanced by the Department of Treasury under the State and Local Fiscal Recovery Funds (SLFRF/ARPA) in 2021-22 and 2022-23 and the General Fund for City staff project management, as necessary. The funding required is $300,000. The Stormwater Master Plan Project is one of five phased and integrated stormwater infrastructure projects totaling $7.2 million. Funds may be reallocated between phases, as necessary, based on project design and bids. This project is expected to be completed during 2022-23. Page 17 98 Page left blank intentionally Page 18 99 City of Saratoga 2023‐24 CIP Budget ‐ Narrative Updates February 10, 2023 Streets Prospect Road Improvements Saratoga Avenue Sidewalks Quito Road Sidewalk GAP Closures ‐ Phase 1 Mt. Eden Erosion Repair Parks & Trails Saratoga Village to Quarry Park Walkway Joe's Trail Phases 2 & 3 Administrative Open work Space/Office Conversion Feasibility & Design Community Center Improvement Program Senior Center‐Com Ctr Gen & EV Charging Stations Page 19 100 Page left blank intentionally Page 20 101 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Prospect Road Improvements CIP Category Streets CIP – Roadway Safety Projects Project No. 9122-006 Description This project will improve the Prospect Avenue corridor through the addition of roadway medians and a variety of pedestrian and bicycle improvements. Project work will occur along a 1.9-mile section of Prospect Road between Saratoga-Sunnyvale Road and Lawrence Expressway. Phase 1 of this project was completed in July 2019, which installed roadway medians, sidewalks, bicycle loops, and accessible ramps to improve the safety of Prospect Road in Saratoga. This phase physically reduced the width of the road, channeling vehicles into defined turn lanes, reducing the threat of vehicles crossing the center lane, and creating safer pedestrian crossings. Improvements to existing pedestrian, bicycle and VTA bus stop facilities, will enhance pedestrian accessibility and provide a safe and convenient walking and bicycling experience. Phase 2 of this project consists of Prospect Center frontage sidewalk extension improvements that will include a new extended sidewalk bulb-out to the existing sidewalk to match layout section that was bulb-out during the current construction project. This will include concrete curb and gutters, landscape park strips between the new sidewalks and curb and gutter that will include new irrigation and landscaping. Phase 2 will also provide improvements such as new irrigation and landscaping to 3 existing medians on Prospect Rd between Titus Ave and English Dr that had not been worked on during the Phase 1 contract. Phase 2 of this project consists of improvements such as new irrigation and landscaping to 3 existing medians on Prospect Rd between Titus Ave and English Dr that had not been worked on during the Phase 1 contract. On Saratoga Ave & Cox Ave signalized intersection improvements will improve safety and the Level of Service. This will include installing new traffic signal light poles, adding a second westbound left turn lane from Cox Ave to southbound Saratoga Ave which will require to modify the existing eastbound Cox Ave number one lane from a combo through and left turn lane to an only left turn lane. The improvements will remove the pedestrian island on the south/west corner and install a bulb-out extension concrete corner. Also, at all the corners the improvements will include new ADA ramps. Project financials Revenues Expenditure Funding Sources Sources Amount July 1, 2022 carry forward $1,414,441 $1,414,441 2022-23 appropriations 0 0 Since inception (Excludes carry forward appropriations) $7,354,581 Proposed 2022-23 mid-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations) 0 Amended 2022-23 budget (Includes carry forward appropriations) $1,414,441 $1,414,441 Preliminary 2023-24 budget request 5-year projected requirements, unfunded TBD Page 21 102 20230210 City Council Adopted Strategic Goals & Priorities (check all that apply) CIP Priority Factors (check all that apply) City Leadership & Fiscal Stewardship Health and safety issue Public Safety × Imminent failure of structure/system Facilities & Infrastructure × Short-term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source × Community Engagement Federal or State mandate Environmental Sustainability Other: Additional Resource Requirements Project Milestones Project Manager Macedonio Nunez, Engineering Services Manager 408-868-1218 * mnunez@saratoga.ca.us Project identified and proposed Phase 1 completed July 2019 Project Team City Council approved and funded 2013-14 Operating budget impacts Design FY22-23 Construction FY22-23 Completion FY23-24 Other Other: Page 22 103 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Saratoga Avenue Sidewalks CIP Category Streets CIP – Sidewalk, Curbs & Storm Drain Projects Project No. 9142-005 Adopted budget project description Since 1992, the City has been adding new sections of sidewalk along Saratoga Avenue, using Transit Development Act (TDA) funds to create a continuous sidewalk between the Village and Quito Road. The City generally allows these funds to accumulate over several years and identifies the pathway sections to be completed along Saratoga Avenue. Sidewalks provide a safe path for pedestrians away from the roadway. The sidewalk also allows residents in wheelchairs or other wheeled devices to travel in the City. Furthermore, extension of the City’s sidewalk system increases the City’s walkability and adds to the recreational opportunities available to residents. This project has been ongoing since 1992 and will continue until all sidewalk gaps are closed. In FY 2019/20, this project completed a reconstruction of deteriorating existing asphalt concrete pathway on Saratoga Avenue between Shadow Oaks and Heritage Oak.This project has been ongoing since 1992 and will continue until all sidewalk gaps are closed. To date this CIP had completed Pedestrian Safety Improvements along Saratoga Ave at the following locations:  a reconstruction of deteriorating existing asphalt concrete pathway between Shadow Oaks and Heritage Oak.  Crestbrook Drive bulbout ramp/crosswalk improvement  Herriman Avenue bulbout ramp/crosswalk improvement  La Paloma Avenue intersections bulbout ramp/crosswalk improvement  Bus Stop locations near the intersection of Highway 9,  Sidewalk and ADA ramps at the frontage of the Old Post Office to Park Place  Handicap ramp between Juniper Lane and Douglass Ln (just south of Douglass Ln on the southbound direction).  Upgrade deteriorating handicap ramps along Saratoga Ave between Lutheria Way to Scotland Dr Project financials Revenues Expenditure Funding Sources Sources Amount July 1, 2022 carry forward $417 $417 Transfers from General Fund 2022-23 appropriations 0 0 Since inception (Excludes carry forward appropriations) $379,157 Proposed 2022-23 mid-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations) 0 Amended 2022-23 budget (Includes carry forward appropriations) $417 $417 Preliminary 2023-24 budget request 5-year projected requirements, unfunded TBD Page 23 104 20230210 City Council Adopted Strategic Goals & Priorities (check all that apply) CIP Priority Factors (check all that apply) City Leadership & Fiscal Stewardship Health and safety issue Public Safety × Imminent failure of structure/system Facilities & Infrastructure × Short-term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source × Community Engagement Federal or State mandate × Environmental Sustainability Other: Additional Resource Requirements Project Milestones Project Manager Macedonio Nunez, Engineering Services Manager 408-868-1218 * mnunez@saratoga.ca.us Project identified and proposed 1992 Project Team City Council approved and funded 2008-09 Operating budget impacts Improvements reduce the need for ad hoc repairs and reduces our exposure to property damage claims. Design n/a Construction ongoing Completion ongoing Other Other: Page 24 105 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Quito Road Sidewalk Gap Closure-Phase 1 CIP Category Streets CIP – Sidewalk, Curbs & Storm Drain Projects Project No. 9142-023 Description This project will fund the design and construction of a new 5 (five) foot 6 ft walkway. The project also includes upgrading existing walkways and will fill in gaps on both sides of Quito Road, from Allendale Avenue to Marshall Lane, to facilitate pedestrians and students walking to Marshall Lane Elementary School. Project financials Revenues Expenditure Funding Sources Sources Amount July 1, 2022 carry forward $182,609 $182,609 2022-23 appropriations 0 0 Since inception (Excludes carry forward appropriations) $325,000 Proposed 2022-23 mid-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations) 0 Amended 2022-23 budget (Includes carry forward appropriations) $182,609 $182,609 Preliminary 2023-24 budget request 5-year projected requirements, unfunded TBD City Council Adopted Strategic Goals & Priorities (check all that apply) CIP Priority Factors (check all that apply) City Leadership & Fiscal Stewardship Health and safety issue Public Safety × Imminent failure of structure/system Facilities & Infrastructure × Short-term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source Community Engagement Federal or State mandate × Environmental Sustainability Other: Business or Community Support Additional Resource Requirements Project Milestones Project Manager Emma Burkhalter, Associate Civil Engineer 408-868-1274 * eburkhalter@saratoga.ca.us Macedonio Nunez, City Engineer 408-686-1218 * mnunez@saratoga.ca.us Project identified and proposed Project Team City Council approved and funded 2021-22 Operating budget impacts Improvements reduce the need for ad hoc repairs and reduces our exposure to property damage claims. Design FY22-23 Construction FY23-24 Completion FY23-24 Other Other: Page 25 106 Page left blank intentionally Page 26 107 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Mt. Eden Erosion Repair CIP Category Streets CIP – Bridges and Retaining Walls Project No. 9153-005 Description This project will stabilized the portion of the Mt. Eden Rd shoulder where it had been eroded by Calabazas Creek. An external consultant evaluated the erosion and prepared a design to stabilize the roadway. The construction required the City to obtain some State permits, as it takes place along the edge of the creek. Assuming a standard permit application process timeline, Cconstruction began in 2021 and was completed in FY21-22. However, State permit requirements for 5 year follow-up monitoring will keep the project open through FY27-28 Project financials Revenues Expenditure Funding Sources Sources Amount July 1, 2022 carry forward $59,621 $59,621 Transfers from General Fund 2022-23 appropriations 0 0 Since inception (Excludes carry forward appropriations) $300,000 Proposed 2022-23 mid-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations) Amended 2022-23 budget (Includes carry forward appropriations) $59,621 $59,621 Preliminary 2023-24 budget request 5-year projected requirements, unfunded TBD City Council Adopted Strategic Goals & Priorities (check all that apply) CIP Priority Factors (check all that apply) City Leadership & Fiscal Stewardship Health and safety issue Public Safety × Imminent failure of structure/system × Facilities & Infrastructure × Short-term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source Community Engagement Federal or State mandate Environmental Sustainability × Other: Additional Resource Requirements Project Milestones Project Manager Emma Burkhalter, Associate Civil Engineer 408-868-1274 * eburkhalter@saratoga.ca.us Poh Yee, Associate Civil Engineer 408-868-1224 * pyee@saratoga.ca.us Project identified and proposed Project Team Emma Burkhalter, Associate Civil Engineer 408-868-1274 * eburkhalter@saratoga.ca.us City Council approved and funded 2019-20 Operating budget impacts Improvements reduce the need for ad hoc repairs and reduces our exposure to property damage claims. Design FY21-21 Construction FY21-22 Completion FY27-28 Other Other: Page 27 108 Page left blank intentionally Page 28 109 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Saratoga Village to Quarry Park Walkway CIP Category Parks & Trails CIP – Trails & Open Space Projects Project No. 9277-004 DescriptionThis project will fund the design, environmental review and construction of a walkway from Saratoga Village to Hakone Gardens and Quarry Park. When complete, this project will result in construction of a walkway from Saratoga Village, past Hakone Gardens, to Quarry Park. The project will be implemented over several phases. Phase I of the project will begin with a pathway between the Village and Hakone Gardens, phase II will extend the walkway to the Quarry Park East Entrance, and the third and final stage will continue the trail to the Quarry Park Main Entrance. Currently, only the design of phase 1 is funded. Developing a pedestrian connection from the Village to Hakone Gardens and Quarry Park will enhance and enliven Saratoga Village, as the project would help to bring foot traffic to the Village, Hakone Gardens and Quarry Park. Additionally, the project will provide a safer path of travel for pedestrians who are currently walking along the highway when the parking lot at Hakone Gardens is full. The path will also serve as a critical starting point for the Saratoga-to-Sea Trail that is part of the Santa Clara County Trail Master Plan. The Saratoga-to-Sea Trail is to begin in Saratoga Village, travel up to Hakone Gardens and Quarry Park, through the existing Sanborn-Skyline and Skyline-to-the-Sea trail systems to the Pacific Ocean. In 2016-17, $50,000 was allocated from the CIP reserve and 2017-18 Council authorized an additional allocation of $100,000 from Park Development fees to fund the design of phase I of this project. Construction costs for phase I are estimated at $1.9 million. The City Council allocated $175,000 in 2019-20, $25,000 in 2020-21, and $150,000 in Fiscal Year 2022-23, if approved, from the CIP reserve towards construction to serve as the City’s 20 percent local match should grant funding become available. Funding for this project was anticipated in the Federal Infrastructure Improvements and Jobs Act (IIJA) however the line item was deleted from the final bill. Funding may be allocated as the matching funds for the Guava/Fredricksburg Entrance project if such a grant is awarded. Recent Federal legislation awarded $1.52 million to support this project. Project financials Revenues Expenditure Funding Sources Sources Amount July 1, 2022 carry forward $302,800 $302,800 2022-23 appropriations 150,000 150,000 Since inception (Excludes carry forward appropriations)$350,000 Proposed 2022-23 mid-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations)$150,000 Amended 2022-23 budget (Includes carry forward appropriations)$452,800 $452,800 Preliminary 2023-24 budget request 5-year projected requirements, unfunded TBD Page 29 110 20230210 City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship Health and safety issue Public Safety × Imminent failure of structure/system Facilities & Infrastructure × Short-term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source × Community Engagement × Federal or State mandate Environmental Sustainability Other: Additional Resource Requirements Project Milestones Project Manager John Cherbone, Public Works Director 408-868-1241 * jcherbone@saratoga.ca.us Project identified and proposed Project Team City Council approved and funded 2017-18 Operating budget impacts Design Grant pending Construction Grant pending Completion Grant pending Other Other: Page 30 111 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Joe’s Trail Phases 2 & 3 CIP Category Parks & Trails CIP – Trails & Open Space Projects Project No. 9274-003 & 9274-004 DescriptionPhase 2 of Joe’s Trail extends the trail from Saratoga-Sunnyvale Road to Arroyo de Arguello. The project implements the Trails Master Plan and connectivity with the continuation of Joe’s Trail at Saratoga De Anza. The project requires PG&E review and PG&E right-of-way (ROW) acquisition. Work will commence in 2022-23 and complete in 2025 Phases of Joe’s Trail extends the trail from Saratoga Avenue to Quito Road. The project implements the Trails Master Plan and connectivity with the continuation of Joe’s Trail at Saratoga De Anza. The project requires CalTrans review and CalTrans Right of way (ROW) acquisition. Work will commence in 2022-23 and complete in 2025. Project financials Revenues Expenditure Funding Sources Sources Amount July 1, 2022 carry forward 0 0 2022-23 appropriations $396,000 $396,000 Since inception (Excludes carry forward appropriations)0 Proposed 2022-23 mid-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations)$396,000 Amended 2022-23 budget (Includes carry forward appropriations)$396,000 $396,000 Preliminary 2023-24 budget request 5-year projected requirements, unfunded TBD City Council Adopted Strategic Goals & Priorities (check all that apply) CIP Priority Factors (check all that apply) City Leadership & Fiscal Stewardship Health and safety issue Public Safety Imminent failure of structure/system Facilities & Infrastructure × Short-term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source × Community Engagement × Federal or State mandate Environmental Sustainability Other: Page 31 112 Additional Resource Requirements Project Milestones Project Manager Macedonio Nunez, Engineering Services Manager 408-868-1218 * mnunez@saratoga.ca.us Project identified and proposed Project Team City Council approved and funded 2022-23 Operating budget impacts Design Construction Grant pending Completion 2025 Other Other: Page 32 113 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Open Work Space/Office Conversion Feasibility & Design CIP Category Facilities CIP – Civic Center Improvements Project No. 9321-017 Description This project would convert cubicles to offices at the City Hall buildings. This project applies to the Health and Safety Issues, Efficiencies and Business or Community Support Priority Factors. Staff offices line the perimeters of the City Hall buildings leaving the areas in the middle of each building open. Cubicles have been constructed to help eliminate noise and provide suitable workstations for employees working in those areas. At times, impromptu meetings occur in the center of the room to collaborate on various projects making it difficult for others not included in the meeting to talk to residents on the phone or concentrate on other assignments. Individual offices will allow staff to work independently on projects and converse with residents over the phone or talk to staff, while still having a small open area for impromptu group discussions. Design work will be done with the input from the staff to insure that all upgrades will benefit the work areas. A cost study will be completed based on the final scopes of work. Project financials Revenues Expenditure Funding Sources Sources Amount July 1, 2022 carry forward $80,000 $80,000 2022-23 appropriations 0 0 Since inception (Excludes carry forward appropriations) $80,000 Proposed 2022-23 mid-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations) 0 Amended 2022-23 budget (Includes carry forward appropriations) $80,000 $80,000 Preliminary 2023-24 budget request 5-year projected requirements, unfunded TBD City Council Adopted Strategic Goals & Priorities (check all that apply) CIP Priority Factors (check all that apply) City Leadership & Fiscal Stewardship Health and safety issue Public Safety Imminent failure of structure/system Facilities & Infrastructure x Short-term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source Community Engagement Federal or State mandate Environmental Sustainability Other: Page 33 114 20230210 Additional Resource Requirements Project Milestones Project Manager Thomas Scott, Facilities Manager 408-868-1277 * tscott@saratoga.ca.us Project identified and proposed Project Team City Council approved and funded 2021-22 Operating budget impacts Design Construction Completion Other Other: Page 34 115 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Community Center Improvement Program CIP Category Facilities CIP – Community Center Project No. 9333-008 Description This project will fund priority interior improvements to the Joan Pisani Community Center, as well as a master plan to identify interior improvement needs. The Joan Pisani Community Center was originally constructed in 1968. For many years, the building has been used jointly by the Saratoga Facilities Recreation Division and the Saratoga Area Senior Coordinating Council (SASCC). The Recreation side of the building is 10,217 square feet and includes several rooms that are used for classes and programs now overseen by Los Gatos Saratoga Recreation and are also can be rented by the public. While routine maintenance is performed on the interior of the Community Center, the building has not had any major improvements in recent years and much of the interior has become dated and worn. The Multipurpose Room receives very high useage. In addition to being used for classes, the Multipurpose Room is booked almost every Saturday for events, except when closed for the one week a year for maintenance and repairs. This project would fund several priority interior improvements to the Recreation side of the Joan Pisani Community Center building to refresh the building and make it a more desirable location for both classes and rentals. Additionally, the project would fund development of a master plan to identify potential interior upgrades for the future, such as improvements to the Patio Room the Lobby and the Arts and Crafts Room. Project financials Revenues Expenditure Funding Sources Sources Amount July 1, 2022 carry forward $24,512 $24,512 2022-23 appropriations 0 0 Since inception (Excludes carry forward appropriations) $185,000 Proposed 2022-23 mid-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations) 0 Amended 2022-23 budget (Includes carry forward appropriations) $24,512 $24,512 Preliminary 2023-24 budget request 5-year projected requirements, unfunded TBD City Council Adopted Strategic Goals & Priorities (check all that apply) CIP Priority Factors (check all that apply) City Leadership & Fiscal Stewardship Health and safety issue Public Safety Imminent failure of structure/system Facilities & Infrastructure X Short-term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source Community Engagement Federal or State mandate Environmental Sustainability Other: Page 35 116 20230210 Additional Resource Requirements Project Milestones Project Manager Thomas Scott, Facilities Manager 408-868-1277 * tscott@saratoga.ca.us Project identified and proposed Project Team City Council approved and funded 2019-20 Operating budget impacts Design Construction Completion Other Other: Page 36 117 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Senior Center-Community Center Generator & EV Charging Stations CIP Category Facilities CIP – Civic Center Improvements Project No. 9333-009 Description This project will fund a generator for the Joan Pisani Community Center building and install the infrastructure for two dual-head standard Level 2 EV charging stations in the parking lot. The Saratoga Senior Center in the Joan Pisani Community Center building serves the community members that rely on power for medical purposes, such as powered wheelchairs and medication that must be kept refrigerated. The entire Joan Pisani Community Center also serves as a cooling and heating location during extreme weather events. During the recent PG&E Public Safety Power Shutoff events, the Community Center also served as a charging location for residents. Currently, the building cannot be connected to a backup generator and areis without power during outages, which impacts the services to the community. This project would add a backup generator that would automatically power the Senior Center, the Adult Care Center and the Recreation Center during an outage. This would enable the Community Center to continue operations and allow the Senior Center to provide their services to vulnerable community members. The conduits for the future EV Charging stations will be added under the parking lot when the parking lot is opened up for the conduits needed to install the generator. The Recreation and Senior portable building units obtain power from other buildings and will not be serviced by this project. For 2020-21, City Council appropriated $500,000 from the General Fund to fund this project. Project financials Revenues Expenditure Funding Sources Sources Amount July 1, 2022 carry forward $395,311 $395,311 2022-23 appropriations 0 0 Since inception (Excludes carry forward appropriations) $500,000 Proposed 2022-23 mid-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations) 0 Amended 2022-23 budget (Includes carry forward appropriations) $395,311 $395,311 Preliminary 2023-24 budget request 5-year projected requirements, unfunded TBD Page 37 118 20230210 City Council Adopted Strategic Goals & Priorities (check all that apply) CIP Priority Factors (check all that apply) City Leadership & Fiscal Stewardship Health and safety issue Public Safety Imminent failure of structure/system Facilities & Infrastructure X Short-term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source Community Engagement Federal or State mandate Environmental Sustainability Other: Additional Resource Requirements Project Milestones Project Manager Thomas Scott, Facilities Manager 408-868-1277 * tscott@saratoga.ca.us Project identified and proposed Project Team City Council approved and funded 2020-21 Operating budget impacts Design Construction Completion Other Other: Page 38 119 City of Saratoga 2023-24 Capital Improvement Program (CIP) Budget February 10, 2023 General Fund Other City Funds Total 2023-24 Funding Request: Priority & Dedicated Revenue Projects Annual Pavement Management Program (PMP)-$ 2,600,000$ 2,600,000$ Annual Roadway Safety & Traffic Calming 150,000 - 150,000 Annual Sidewalks, Curbs & Gutters, Storm Drains, Bridges Mtc & Repair 250,000 - 250,000 Annual Retaining Wall Maintenance & Repairs 200,000 - 200,000 Annual Parks, Trails, Grounds & Median Infrastructure 250,000 - 250,000 Annual Public Art Infrastructure 25,000 - 25,000 Annual Hakone Gardens Infrastructure Improvements 25,000 - 25,000 Annual Civic Theater Improvements - 35,000 35,000 Subtotal 900,000$ 2,635,000$ 3,535,000$ 2023-24 Funding Request: Existing Projects Safe Routes to School Phase 1 160,000$ -$ 160,000$ Fourth Street Bridge Widening 42,000 - 42,000 Park & Trail Fire Mitigation 100,000 - 100,000 ADA Transition Plan Implementation 100,000 - 100,000 Subtotal 402,000$ -$ 402,000$ Total Funding Requests 1,302,000$ 2,635,000$ 3,937,000$ 2023-24 CIP Funding & Requests Page 39 120 Page left blank intentionally Page 40 121 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Annual Pavement Management Program CIP Category Streets CIP – Street Repairs and Resurfacing Program Project No. 9111-003 Description The City has a comprehensive annual Pavement Management Program (PMP) that includes road resurfacing and maintenance to keep the City's single largest piece of infrastructure in good condition. The PMP combines regular maintenance of roadways to prevent road conditions from rapidly deteriorating and significant repairs for streets with the highest need. Resurfacing City streets regularly extends the lifetime of the roadways and minimizes the need for larger and more costly projects in the future. Keeping streets in good condition also reduces liability risks and staff time required for minor repair work. An engineering consultant assesses City roads using the Paving Condition Index (PCI) every two to three years. PCI measures average road conditions on a scale of 0 to 100, which, when combined, then provides an overall score of City roads. A zero (0) PCI indicates that a road has failed, and a PCI of 100 indicates that a road is in excellent condition. The following PCI brackets communicate the relative significance of a PCI score in ranges: Excellent Very good Good Poor Very Poor 90 to 100 70 to 89 50 to 69 25 to 49 0 to 24 In the most recent assessment in 2019, the City’s overall PCI was calculated to be 67. The annual PMP project scope identifies streets based on several factors, including PCI, maintenance recommendations, and budgetary constraints. This information, combined with the City Engineer's observations and residents' input, determines which streets to include in the annual PMP. The City's overall PCI is 67 based on a 2019 assessment. According to a 2021 study, an annual PMP project of $4 million maintains would maintain the current PCI of 67, and a project of $7 million increases the PCI. Saratoga does not have a structural funding source to fill the gap of $1.4 to $4.4 million necessary to maintain or improve the current PCI. Fiscal Year 2022-23 total revenue totals an estimated $2.6 million to support the PMP and originates from several sources, with 61 percent from the State and 26 percent from the County. Only 13 percent of the structural revenue for the PMP originates from a City source, the refuse impact fee. Page 41 122 20230210 Project financials Revenues Expenditures Funding Sources Sources Amount July 1, 2022 carry forward $0 $0 Transfers from General Fund 2022-23 appropriations 3,615,635 3,615,635 Since inception (Excludes carry forward appropriations) $605,648 Proposed 2022-23 mid-year amendment 0 0 2022-23 appropriations, amended (Includes carry forward appropriations) $1,000,000 Amended 2022-23 budget (Includes carry forward appropriations) $3,615,635 $3,615,635 Preliminary 2023-24 budget request $2,600,000 $2,600,000 Non-General Fund Sources (Since project inception) Gas Taxes $8,055,688 Measure B (VTA) 3,903,769 Refuse Vehicle Impact Fee 2,528,451 Reimbursements 215,360 5-year projected requirements, unfunded TBD City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship Health and safety issue Public Safety X Imminent failure of structure/system Facilities & Infrastructure X Short-term cost of repair vs. long-term cost of replacement X Community Heritage Availability of external funding source X Community Engagement Federal or State mandate Environmental Sustainability Other: Additional Resource Requirements Project Milestones Project Manager Emma Burkhalter, Associate Civil Engineer 408-868-1274 eburkhalter@saratoga.ca.us Project identified and proposed Project Team City Council approved and funded Operating budget impacts Design Ongoing Construction Ongoing Completion Ongoing Page 42 123 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Annual Roadway Safety & Traffic Calming CIP Category Streets CIP – Roadway Safety Projects Project No. 9121-001 Description In conjunction with the Traffic Safety Commission (TSC), this project funds safety and traffic calming improvements. The Traffic Safety Commission (TSC) and staff meet on a bi -monthly basis to review and assess traffic safety matters throughout the City. As part of this review, the TSC periodically recommends improvements to enhance safety and/or calm traffic. Most improvements are small and fall within the scope of the operating budget. Oc casionally, more costly remediation is warranted, and Roadway Safety and Traffic Calming funds are used. Examples include speed humps, radar signs, median chockers, bulb -outs, and enhanced crosswalks. Additionally, the TSC reviews the Unfunded CIP traffi c projects each year and prioritizes according to safety and proximity to schools. Project financials Revenues Expenditure Funding Sources Sources Amount July 1, 2022 c arry forward $147,119 $147,119 Transfers from General Fund 2022-23 appropriations 150,000 150,000 Since inception (Excludes carry forward appropriations ) $950,850 Proposed 2022-23 m id-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations ) 150,000 Amended 2022-23 budget (Includes carry forward appropriations ) $297,119 $297,119 Preliminary 2023-24 budget request $150,000 $150,000 5-year projected requirements, unfunded TBD City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship Health and safety issue Public Safety X Imminent failure of structure/system Facilities & Infrastructure X Short -term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source Community Engagement X Federal or State mandate X Environmental Sustainability Other: Additional Resource Requirements Project Milestones Project Manager Emma Burkhalter, Associate Civil Engineer 408-868-1274 eburkhalter@saratoga.ca.us Project identified and proposed Project Team City Council approved and funded 2008-09 Operating budget impacts Design ongoing Construction ongoing Completion ongoing Page 43 124 Page left blank intentionally Page 44 125 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Annual Sidewalks, Curbs & Gutters, Storm Drains, Bridges Maintenance & Repair CIP Category Streets CIP – Sidewalk, Curbs & Storm Drain Projects Project No. 9141-005 Description This project is one of the capital projects that the City council has designated as a priority for capital funding, as it helps preserve and maintain critical City infrastructure on an ongoing basis. Sidewalks: There are approximately 17 linear miles of sidewalk in Saratoga. Sidewalk repairs ensure that the City’s sidewalks are maintained in good condition, minimizing tripping hazards, reducing liability risk, and preventing larger and more costly improvement projects in the future. Approximately 35,000 square feet of sidewalk is repaired each year. Curbs and Gutters: Ongoing repairs to curbs and gutters prevent flooding through improved water runoff. Additionally, well maintained curbs and gutters improve pedestrian and bicycle safety by reducing tripping hazards. Damage to curbs and gutters is most frequently caused by tree roots or impact from a heavy vehicle. Storm drains: Storm drains are inspected to identify failures, or potential failures. Sections of storm drains that have failed, which often results in flooding, are either replaced or repaired. Bridges: Each year Caltrans inspects all bridges in the state, including locally owned bridges, provides repair recommendations, determines the safe load capacity of all bridges, and assists in specifications and estimates for bridge maintenance projects. Project financials Revenues Expenditure Funding Sources Sources Amount July 1, 2022 c arry forward 41,431 41,431 Transfers from General Fund 2022-23 appropriations 250,000 250,000 Since inception (Excludes carry forward appropriations ) $1,438,517 Proposed 2022-23 m id-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations ) 250,000 Amended 2022-23 budget (Includes carry forward appropriations ) $291,431 $291,431 Preliminary 2023-24 budget request $250,000 $250,000 5-year projected requirements, unfunded TBD Page 45 126 20230210 City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship Health and safety issue Public Safety X Imminent failure of structure/system Facilities & Infrastructure X Short -term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source Community Engagement Federal or State mandate X Environmental Sustainability Other: Additional Resource Requirements Project Milestones Project Manager Rick Torres, Public Works Manager 408-868-1244 rtorres@saratoga.ca.us Project identified and proposed Project Team City Council approved and funded 2016-17 Operating budget impacts Improvements reduce the need for ad hoc repairs and reduces our exposure to property damage claims Design ongoing Construction ongoing Completion ongoing Page 46 127 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Annual Retaining Wall Maintenance & Repairs CIP Category Streets CIP – Bridges and Retaining Walls Project No. 9153-003 Description The City is responsible for retaining walls throughout the City. These retaining walls help prevent soil erosion, provide stability for hillsides, and prevent surface runoff from obstructing roadways. In 2016/17, winter storms caused damage to retaining walls in various locations in the City. Rather than funding projects individually, the City Council created the Annual Retaining Wall Maintenance & Repairs capital project to maintain existing retaining walls, monitoring them for signs of failure, and make repairs as needed. This project is one of several capital projects identified as a priority by the City Council and receives $200,000 each year, depending on funding availability. Retaining walls with active failures on Pierce Road, Mount Eden Road, Palomino Way , Continental Circle, Bohlman and Prospect Road and Saratoga Heights will be monitored and prioritized during the 2022-23. Project financials Revenues Expenditures Funding Sources Sources Amount July 1, 2022 c arry forward $193,860 $193,860 Transfers from General Fund 2022-23 appropriations 200,000 200,000 Since inception (Excludes carry forward appropriations ) $1,190,000 Proposed 2022-23 m id-year amendment 0 0 2022-23 appropriations, amended (Includes carry forward appropriations ) 200,000 Amended 2022-23 budget (Includes carry forward appropriations ) $393,860 $393,860 Preliminary 2023-24 budget request $200,000 $200,000 5-year projected requirements, unfunded TBD City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship Health and safety issue Public Safety X Imminent failure of structure/system X Facilities & Infrastructure X Short -term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source Community Engagement Federal or State mandate Environmental Sustainability Other: Page 47 128 20230210 Additional Resource Requirements Project Milestones Project Manager Poh Yee, Associate Civil Engineer 408-868-1224 pyee@saratoga.ca.us Project identified and proposed 2016-17 Project Team Macedonio Nunez, City Engineer 408-868-1247 mnunez@saratoga.ca.us City Council approved and funded 2017-18 Operating budget impacts Improvements reduce the need for ad hoc repairs and reduces our exposure to property damage claims Design ongoing Construction ongoing Completion n/a Page 48 129 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Project Name Annual Parks, Trails, Grounds and Medians Infrastructure CIP Category Parks & Trails CIP – Citywid e Projects Project No. 9211-001 Description This project annually funds infrastructure maintenance and replacement related to parks, trails, grounds, and medians to keep them beautiful and functioning properly for the enjoyment of Saratoga residents. This project is one of the priority projects identified by the City Council and receives an annual transfer of $250,000 from the General Fund, as funding permits. Parks: Infrastructure at parks includes, but is not limited to, playground equipment, restroom and concessions buildings, fencing, tennis and basketball courts, playfields, drinking fountains, pathways, and parking lots. Trails: Trail infrastructure includes pathways, signage, irrigation systems, ramps and parking lots. Grounds: Grounds infrastructure is located at properties including the Civic Center, Saratoga- Prospect Center, Library, and Blaney Plaza. Medians: Median infrastructure includes irrigation systems located at medians throughout the City. In 2021-22, the City Council increased the priority project funding goal from $125,000 to $250,000. Project financials Revenues Expenditures Funding Sources Sources Amount July 1, 2022 c arry forward $32,872 $32,872 Transfers from General Fund 2022-23 appropriations 250,000 250,000 Since inception (Excludes carry forward appropriations ) 791,535 Proposed 2022-23 m id-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations ) 282,872 Amended 2022-23 budget (Includes carry forward appropriations ) $282,872 $282,872 Preliminary 2023-24 budget request $250,000 $250,000 5-year projected requirements , unfunded TBD Page 49 130 20230210 City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship X Health and safety issue Public Safety X Imminent failure of structure/system Facilities & Infrastructure X Short -term cost of repair vs. long-term cost of replacement X Community Heritage Availability of external funding source Community Engagement Federal or State mandate Environmental Sustainability Other: Additional Resource Requirements Project Milestones Project Manager Shawn Gardner, Public Works Manager 408-868-1247 sgardner@saratoga.ca.us Project identified and proposed 2011-12 Project Team City Council approved and funded 2011-12 Operating budget impacts Design n/a Construction n/a Completion ongoing Page 50 131 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Annual Public Art Infrastructure CIP Category Administrative & Technology CIP – Community Enhancement Projects Project No. 9443-003 Description This priority capital project would fund various public art projects in the City. In 2016, the City Council established a public art committee to consider and make recommendations related to the City’s public art efforts. Since then, the Committee has organized and provided funding a variety of public art programs and activities from #SaratogaROCKS to the Peck Blessing Bench in Blaney Plaza.the Committee was suspended and the Public Art Commission was formed to advise the City Council on public art policies, budgets, plans, procedures, and projects, including major efforts that could be funded through the Annual Public Art Infrastructure project. This capital project will fund a variety of public art initiatives and any public art proposals that may arise. The project receives an annual allocation of $25,000 as a priority project. Project financials Revenues Expenditures Funding Sources Sources Amount July 1, 2022 carry forward $53,669 $53,669 Transfers from General Fund 2022-23 appropriations 25,000 25,000 Since inception (Excludes carry forward appropriations) $75,000 Proposed 2022-23 mid-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations) 25,000 Amended 2022-23 budget (Includes carry forward appropriations) $78,669 $78,669 Preliminary 2023-24 budget request $25,000 $25,000 5-year projected requirements, unfunded TBD City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship Health and safety issue Public Safety Imminent failure of structure/system Facilities & Infrastructure Short-term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source Community Engagement X Federal or State mandate Environmental Sustainability Other: Additional Resource Requirements Project Milestones Project Manager James Lindsay, City Manager 408-868-1213 jlindsay@saratoga.ca.us Project identified and proposed 2019 Project Team City Council approved and funded 2019-20 Operating budget impacts Design Construction Completion Page 51 132 Page left blank intentionally Page 52 133 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Annual Hakone Gardens Infrastructure Improvements CIP Category Parks & Trails CIP – Park Projects Project No. 9222-004 Description This project will fund infrastructure improvements at Hakone Gardens. Hakone Gardens, a city -owned eighteen-acre park nestled in the foothills just outside of Saratoga Village, is maintained and operated by the Hakone Foundation, a non-profit organization that seeks to promote a deeper understanding of Japanese and general Asian culture through the preservation of the oldest Japanese-style residential garden in the Western Hemisphere. In M ay 2016, the City Council approved the Hakone Gardens Master Plan. During the development of the Plan a number of deferred maintenance projects that required more than simple maintenance or repairs were identified. Project examples include well pump replacement, wood damage mitigation, pest control, and garden, electrical, and lighting improvements. Initial funding for this project came from a $125,000 allocation from the CIP reserve. These funds have been used for the replacement of railings, lighting and fixtures, painting or public restrooms, and other repairs. Past improvements included the replacement of the Cultural Center deck railings. Planned improvements include the reconstruction of the Upper Wisteria Pavilion and maintenance projects identified in the master plan. An application to upgrade the power system in the Gardens was submitted and approved in November 2019, and a Master Plan was completed in December 2019. In 2020-21, the City Council designated this project as an annual priority project to receive $25,000 in CIP Reserve funding each fiscal year. Project financials Revenues Expenditures Funding Sources Sources Amount July 1, 2022 c arry forward 99,019 99,019 Transfers from General Fund 2022-23 appropriations 25,000 25,000 Since inception (Excludes carry forward appropriations ) $270,000 Proposed 2022-23 m id-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations ) 25,000 Amended 2022-23 budget (Includes carry forward appropriations ) $124,019 $124,019 Preliminary 2023-24 budget request $25,000 $25,000 5-year projected requirements, unfunded TBD Page 53 134 20230210 City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship Health and safety issue Public Safety X Imminent failure of structure/system Facilities & Infrastructure X Short -term cost of repair vs. long-term cost of replacement Community Heritage X Availability of external funding source Community Engagement Federal or State mandate Environmental Sustainability Other: Additional Resource Requirements Project Milestones Project Manager Poh Yee, Civil Engineer 408-868-1224 pyee@saratoga.ca.us Project identified and proposed Project Team City Council approved and funded 2008-09 Operating budget impacts Design n/a Construction n/a Completion ongoing Page 54 135 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Budget Update Project Name Civic Theater Annual Improvements CIP Category Facilities CIP – Civic Center Improvements Project No. 9322-001 Description This project funds various improvements to the Civic Theater. The Theater groups and other local groups lease the Civic Theater for rehearsals and performances. The main two Theater groups both have three productions per year that have shows lasting approximately six weeks each. The usage by other groups are for various amounts of days. To keep the Theater in optimal operating condition and offset maintenance expenses resulting from the usage of the Theater for performances, a $2.55 per ticket surcharge is collected on each ticket sold and is then subsequently remitted to the City to fund improvements . The surcharge totals approximately $30,000 to $40,000 per year. Each year, the two groups that primarily use the Civic Theater work with staff to identify improvement priorities. Improvements are made on an ongoing basis and in the past have included the installation of new LED lights throughout the Theater, a new lighting control system , fully accessible seating, new acoustic treatments , Lobby upgrades and stage flooring replacement. Regular improvements to the Civic Theater ensure that it remains an attractive venue for audiences and Theater groups. The productions of the Theater groups draw visitors to Saratoga, which helps to support the local economy, as audience members often visi t Saratoga restaurants and shops before or after attending shows. Most Theater improvements are performed by contractors and supervised by staff. Due to the restrictions imposed by the COVID -19 pandemic response, the Theater was closed for a portion of 2019-20 and all of 2020-21, and therefore no surcharge revenue was collected. Project financials Revenues Expenditure Funding Sources Sources Amount July 1, 2022 c arry forward $0 $0 Ticket Surcharge 2022-23 appropriations 35,000 35,000 Since inception (Excludes carry forward appropriations ) $471,645 Proposed 2022-23 m id-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations ) 35,000 Amended 2022-23 budget (Includes carry forward appropriations ) $35,000 $35,000 Preliminary 2023-24 budget request $35,000 $35,000 5-year projected requirements, unfunded TBD Page 55 136 20230220 City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship Health and safety issue Public Safety Imminent failure of structure/system Facilities & Infrastructure Short -term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source X Community Engagement X Federal or State mandate Environmental Sustainability Other: Additional Resource Requirements Project Milestones Project Manager Thomas Scott , Facilities Manager 408-868-1277 tscott@saratoga.ca.us Project identified and proposed Project Team City Council approved and funded 2008-09 Operating budget impacts Design Construction Completion Page 56 137 City of Saratoga 2023-24 Capital Improvement Program (CIP) Budget February 10, 2023 General Fund Other City Funds Total 2023-24 Funding Request: Nominated Projects Village Outdoor Dining Improvements 220,000$ -$ 220,000$ Bridge Rehabilitation Project - Phase 2 350,000 - 350,000 Annual Corrugated Pipe Rehabilitation Project 300,000 - 300,000 Subtotal 870,000$ -$ 870,000$ 2023-24 CIP Funding & Requests Page 57 138 Page left blank intentionally Page 58 139 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Project Nomination Project Name Village Outdoor Dining Improvements CIP Category Streets CIP – Sidewalks, Curbs & Gutters Project No. Description This Project will fund outdoor-dining experience improvements for restaurants in the Village by widening existing sidewalks in front of participating businesses. Back in July 2020, because of the COVID-19 pandemic, Staff applied for and received an encroachment permit from the Department of Transportation (Caltrans) to allow temporary parklets on Big Basin Way for outdoor dining. The outdoor dining became popular for both restaurants and patrons for more than two years. The plastic barricades the City purchased were not designed for long term use and created vehicle sight distance issues. This project will widen the sidewalks at the 11 parklet locations that were in place in December 2022. The widened sidewalks will provide an area for outdoor dining to increase vibrancy of the Village. The widened sidewalks will also allow dedicated dining space next to the restaurants while still allowing pedestrians to walk safely and comfortably along Big Basin Way. This project requires an encroachment permit from Caltrans. The minimum size of the widened sidewalk area for a single business is two parking spaces at a length of 40 feet. The width of the sidewalk will be a standard 6 feet. A 40-foot length of widened sidewalk will cost approximately $55,000. The previous parklets required 34 parking spaces. Therefore, the total City cost for the project can range from less than $55,000 to up to $935,000 depending on business participation. At a 35% participation rate, approximately 4 dining areas would be created at a cost of $220,000. Cost estimates include 10% for design. Alternatively, installing permanent parklets in the designated street parking areas requires a lease agreement with Caltrans. The lease agreement imposes limitations on the use of tables in the street parking areas and includes restrictions on serving alcoholic beverages. Project financials Revenues Expenditures Funding Sources Sources Amount July 1, 2022 carry forward 0 0 Transfers from General Fund 2022-23 appropriations 0 0 Since inception (Excludes carry forward appropriations) 0 Proposed 2022-23 mid-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations) Amended 2022-23 budget (Includes carry forward appropriations) General Fund Total Preliminary 2023-24 budget request $220,000 $220,000 5-year projected requirements, unfunded TBD Page 59 140 20230210 City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship X Health and safety issue Public Safety Imminent failure of structure/system Facilities & Infrastructure Short-term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source Community Engagement X Federal or State mandate Environmental Sustainability Other: Additional Resource Requirements Project Milestones Project Manager Macedonio Nunez, Engineering Services Manager 408-868-1258 mnunez@saratoga.ca.us Project identified and proposed 2023-24 Project Team City Council approved and funded Operating budget impacts Design Construction Completion Page 60 141 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Project Nomination Project Name: Bridge Rehabilitation Project Phase 2 CIP Category Streets CIP – Bridges and Retaining Walls Project No. 9152-00X Description This project mitigates deficiencies at 3 of 6 bridge locations called out in the CalTrans inspection reports. The project will repair bridge abutments, scouring, deck rehabilitation and railings. If not completed, bridges will continue to deteriorate and the costs to make the repairs will increase substantially. The project requires review and permits from Santa Clara Valley Water District, Regional Water Control Board, Fish & Wildlife, and Army Corps of Engineers.  Project financials Revenues Expenditures Funding Sources Sources Amount July 1, 2022 carry forward 0 0 Transfers from General Fund 2022-23 appropriations 0 0 Since inception (Excludes carry forward appropriations) 0 Proposed 2022-23 mid-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations) 0 Amended 2022-23 budget (Includes carry forward appropriations) 0 0 General Fund Total 0 Preliminary 2023-24 budget request $350,000 $350,000 5-year projected requirements, unfunded TBD City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship Health and safety issue Public Safety X Imminent failure of structure/system X Facilities & Infrastructure X Short-term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source Community Engagement Federal or State mandate X Environmental Sustainability Other: Additional Resource Requirements Project Milestones Project Manager Poh Yee, Civil Engineer 408-868-1224 pyee@saratoga.ca.us Project identified and proposed 2023-24 Project Team City Council approved and funded Operating budget impacts Improvements reduce the need for ad hoc repairs and reduces our exposure to property damage claims.   Design Construction Completion Page 61 142 Page left blank intentionally Page 62 143 20230210 2023-24 Preliminary Proposed Budget Capital Improvement Program Project Nomination Project Name: Annual Corrugated Metal Pipe Rehabilitation CIP Category Streets CIP – Bridges and Retaining Walls Project No. Description This Project will fund the ongoing rehabilitation of existing deteriorating corrugated metal pipe (CMP) that is used for the storm drain system throughout the City. The aging CMP, once it is deteriorated and compromised, will cause an underground cavity which can collapse and cause underground soil erosion that results in sinkhole incidents. In January 2023, two major storm drain failures occurred during the storms due to the failed CMP. The first occurred in Parker Ranch adjacent to a city trail. The storm drain CMP failed, causing severe erosion to the storm drain outfall and trail. The trail segment has been temporary closed until repairs are completed. Parker Ranch embankment is scheduled to be repaired late February. The second failure occurred to a culvert CMP underneath Pierce Road near Pike Road. The failure caused severe erosion to the roadway embankment. This incident was deemed an emergency repair to save Pierce Road from complete failure. Pierce Road roadway embankment repair work was completed on January 27th. Both these locations will require CMP replacement soon. The City Storm Drain Master Plan, which is currently under development by Sandis Engineering, calls out future repair work to CMPs. This will require expenditures in the hundreds of thousands of dollars. Project financials Revenues Expenditures Funding Sources Sources Amount July 1, 2022 carry forward 0 0 Transfers from General Fund 2022-23 appropriations 0 0 Since inception (Excludes carry forward appropriations) 0 Proposed 2022-23 mid-year amendment 2022-23 appropriations, amended (Includes carry forward appropriations) 0 Amended 2022-23 budget (Includes carry forward appropriations) 0 0 General Fund Total 0 Preliminary 2023-24 budget request $300,000 $300,000 5-year projected requirements, unfunded TBD City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship Health and safety issue Public Safety X Imminent failure of structure/system X Facilities & Infrastructure X Short-term cost of repair vs. long-term cost of replacement X Community Heritage Availability of external funding source Community Engagement Federal or State mandate Environmental Sustainability Other: Page 63 144 20230210 Additional Resource Requirements Project Milestones Project Manager Macedonio Nunez, City Engineer 408-868-1218 mnunez@saratoga.ca.us Project identified and proposed 2023-24 Project Team City Council approved and funded Operating budget impacts Design Page 64 145 Unfunded Projects State Route 85/Saratoga Avenue Beautification Saratoga Avenue at Herriman Traffic Signal Installation Saratoga Avenue at Highway 85 Traffic Signal Adaptive Saratoga Heights Landslide Repair ADA All-Inclusive Playground Quarry Park ADA Access to Upper Terrace Parking Lot and Pond Restroom & Shower Trailer Page 65 146 Page left blank intentionally Page 66 147 STATE ROUTE 85/SARATOGA AVENUE BEAUTIFICATION Project Name State Route 85/Saratoga Avenue Beautification Project Number Department Public Works Project Manager John Cherbone Description This project would beautify the entry and exit to State Route 85 at Saratoga Avenue. Location This project is located at State Route 85 and Saratoga Avenue. Priority Factors This project applies to the Business or Community Support Priority Factor. Project Background Currently, the California Department of Transportation (Caltrans) maintains the entry and exit to State Route 85 at Saratoga Avenue. This location is the only access to State Route 85 within the city limits of Saratoga and serves as the primary gateway to the community for residents and visitors. The landscaping at this location is somewhat sparse and includes a few small trees that line the on and off-ramps. This project would include installation of a new irrigation system and enhancement of landscaping within the Caltrans right-of-way to make the area more attractive and consistent with landscaping maintained by the City. Upon completion, regular, on-going litter removal will be required. This project was added to the Unfunded Capital Improvement Project list as part of the Fiscal Year 2017/18 budget. Estimated Cost $250,000 Page 67 148 ATTACHMENT D UNFUNDED CIP PROJECT NARRATIVES SARATOGA AVENUE AT HERRIMAN TRAFFIC SIGNAL INSTALLATION Project Name Saratoga Avenue at Herriman Traffic Signal Installation Project Number Department Public Works Project Manager John Cherbone Description This project would install a three-way traffic signal at the intersection of Saratoga and Herriman Avenues. Location The project is located at the intersection of Saratoga Avenue and Herriman Avenue. Priority Factors This project applies to the Health and Safety Issues and Business or Community Support Priority Factors. Project Background The Traffic Safety Commission (TSC) recommended installation of a traffic light at the intersection of Saratoga Avenue and Herriman Avenue. The TSC made their recommendation on the basis that a traffic signal at this location would allow vehicles a smoother transition onto Saratoga Avenue while alleviating traffic congestion on Herriman Avenue, especially during Saratoga High School’s peak morning and afternoon commuting periods. Traffic queues on westbound Herriman, due to vehicles attempting a left turn onto Saratoga Avenue, consistently spill back to the bridge and beyond. Because of this backup, drivers seek alternative routes through surrounding neighborhood streets to bypass this intersection. Data showed vehicles traveling from Herriman Avenue to Beaumont, then to Glen Brae heading either to Cox Avenue or Scotland Drive to access Saratoga Avenue via the signal at that intersection. Installing a traffic signal at Saratoga Avenue and Herriman Avenue would allow for better traffic flow at this intersection and reduce the impact of through traffic on the surrounding residential streets. This project was added to the Unfunded Capital Improvement Projects list as part of the Fiscal Year 2017/18 budget. Estimated Cost $375,000 Page 68 149 SARATOGA AVENUE AT HIGHWAY 85 TRAFFIC SIGNAL ADAPTIVE Project Name Saratoga Avenue at Highway 85 Traffic Signal Adaptive Project Number Department Public Works Project Manager John Cherbone Description This project would add equipment to the Saratoga Avenue and State Route 85 interchange. Location This project is located at State Route 85 and Saratoga Avenue. Priority Factors This project applies to the Efficiencies and Business or Community Support Priority Factors. Project Background This project would add traffic cameras, new controllers and conflict monitors with software to coordinate the signalized interchange timing to be more efficient. This would be similar to the systems recently installed at other intersections along Saratoga Avenue from Cox Avenue to Fruitvale Avenue. Estimated Cost $150,000 Page 69 150 SARATOGA HEIGHTS LANDSLIDE REPAIR Project Name Saratoga Heights Landslide Repair Project Number Department Public Works Department Project Manager Emma Burkhalter Description This project would fund stabilization of Saratoga Heights Drive to prevent further damage from landslides. Location The project is located on Saratoga Heights Drive. Priority Factors This project applies to the Health and Safety Issues, Imminent Failure of Structure/System, Short- term Cost of Repair vs. Long-Term Cost of Replacement, Business or Community Support, and Impacts if Project is Not Completed Priority Factors. Project Background The City is responsible for retaining walls throughout the City. These retaining walls help prevent soil erosion, provide stability for hillsides, and prevent surface runoff from obstructing roadways. In 2014, Cotton Shires and Associates (CSA) installed three slope inclinometers along the southwestern side of Saratoga Heights Road due to road distress where localized movement was indicated. After three and a half years of monitoring and observing the inclinometers, CSA was able to confirm the presence of an active landslide. In 2019, a shear pin and tieback design was used to stabilize the road from the cross-slope slide. Stabilization of Saratoga Heights Drive is needed to prevent further damage to the road from an active landside. Estimated Cost $1,950,000 Page 70 151 ADA ALL-INCLUSIVE PLAYGROUND Project Name ADA All-inclusive Playground Project Number Department Public Works - Parks Project Manager Kevin Meek Description This project would fund the addition of all-inclusive playground equipment in a City park playground. Location The project location is to be determined. Priority Factors This project applies to the Availability of External or Dedicated Funding and Business or Community Support Priority Factors. Project Background This project was recommended by the Youth Commission. This project would add all-inclusive playground equipment to an existing playground to make the playground accessible to children of all abilities. Since a playground is a social space, it is important to give children of all abilities similar experiences and the opportunity to play side by side. Estimated Cost $200,000 Page 71 152 QUARRY PARK ADA ACCESS TO UPPER TERRACE PARKING LOT AND POND Project Name Quarry Park ADA Access to Upper Terrace Parking Lot and Pond Project Number Department Public Works Project Manager John Cherbone Description This project will fund the design, construction and environmental review of ADA improvements and access to the upper terrace parking lot. Location The project is located at Quarry Park. Priority Factors This project applies to the Availability of External or Dedicated Funding and Business or Community Support Priority Factors. Project Background Quarry Park officially opened on October 31,2015. Before the park opened, the Quarry Park Master Plan was developed to help guide improvements to the park and to create a local and regional open space destination. All phase 1 improvements in the Master Plan were completed by opening day. Later phases of the Master Plan call for accessibility improvements in the Upper Terrance Parking Lot area and around the seasonal pond in the park. This project would fund the construction of the Upper Terrace Parking Lot, as well as accessibility improvements to the pond. Improvements would include widening of the access road to the upper parking lot, accessible parking, and accessible trails. In Fiscal Year 2016/17, City staff initiated preliminary work and obtained proposals for design work. Estimated Cost $250,000 Page 72 153 RESTROOM & SHOWER TRAILER Project Name Restroom & Shower Trailer Project Number Department Recreation & Facilities Project Manager Thomas Scott Description This project would purchase a fully accessible portable restroom trailer, including a shower. Location The trailer would be located at City Hall and equipped to be relocated to different locations as needed. Priority Factors This project applies to the Health and Safety Issues, Efficiencies and Business or Community Support Priority Factors. Project Background In the event of a disaster, running water and sewer infrastructure may not be operational. This project would allow for the purchase of a portable restroom/shower trailer that could be used if City infrastructure is impacted by an emergency or for other purposes, such as City events. The trailer would include two restroom units, one that would include a fully accessible shower and toilet. The trailer would have storage tanks for fresh water and waste water. Additionally, the trailer would be fully weather-proofed to sustain continued exposure to the elements, such as rain, wind, and sun exposure, to reduce ongoing maintenance costs. The trailer also includes storage for restroom supplies and other miscellaneous items. Funding for this project could come from the CIP Reserve. There may also be future grant opportunities to fund the full or part of the project cost. Estimated Cost $60,000 Page 73 154 Page left blank intentionally Page 74 155 2023-24 CIP Project Review Package 156 Action Summary Provide feedback to staff in preparation for the CIP Prioritization Study Session, 3/15/23 157 General Fund Other Funds Total Available Funds Future Capital Reserve $3,509,000 $-$3,509,000 Dedicated Revenue (PMP & Ticket Surcharge)2,635,000 2,635,000 Unallocated CIP Fund Balances 250,000 250,000 Total Available $3,509,000 $2,885,000 $6,394,000 Funding Requests Priority & Dedicated Funding Projects 900,000 2,635,000 3,535,000 Existing Projects $402,000 $-$402,000 Nominated Projects 870,000 0 870,000 Total Requests $2,172,000 $2,635,000 $4,807,000 Summary 158 Streets Local Roadway Safety Plan Big Basin Way/Blaney Trash Can Replacement Sara/SV Rd Pathway Rehab Cox Ave. To RR Crossing* Administrative City Website & Intranet Redesign Project SB2 Community Development Software Grant Business Renewal & Beautification Grant Program Safe Routes to School Needs Assessment Parks & Trails Orchard Irrigation & Tree Planting Beauchamps Park & Playground Replacement Trail Pet Stations Hakone Gardens Neighbor Wood Fence Replacement Quarry Park Mtc Building Utility Project ARPA Storm Drain Master Plan* Anticipated Completion *Project will likely close after year end 159 Item General CIP Fund Other City Funds Total Annual Pavement Management Program (PMP)-2,600,000 2,600,000 Annual Roadway Safety & Traffic Calming 150,000 -150,000 Annual Sidewalks, Curbs & Gutters, Storm Drains, Bridge Maintenance and Repairs 250,000 -250,000 Annual Retaining Wall Maintenance and Repairs 200,000 -200,000 Annual Parks, Trails, Grounds & Median Infrastructure 250,000 -250,000 Annual Public Art Infrastructure 25,000 -25,000 Annual Hakone Gardens Infrastructure Improvements 25,000 -25,000 Annual Civic Theater Improvements -35,000 35,000 Total 900,000 2,635,000 3,535,000 Priority & Dedicated Revenue Projects 160 Item General CIP Fund Other City Funds Total Safe Routes to School Phase 1 160,000 -160,000 Fourth Street Bridge Widening 42,000 -42,000 Park & Trail Fire Mitigation 100,000 -100,000 ADA Transition Plan Implementation 100,000 -100,000 Total 402,000 -402,000 Existing ProjectsAdditional Funding Requests 161 2023-24 Nominated Projects Council Nominated Project •Village Outdoor Dining Improvement •Estimated 4 restaurant participants •Approx. $220,000 City costs Staff Nominated Projects •Bridge Rehabilitation Project Phase 2 •3 bridge locations •$350,000 City costs •Annual Corrugated Metal Pipe Rehabilitation •Ongoing rehabilitation of deteriorating corrugated metal pipe used in storm drains throughout the City •$300,000 Annual City costs 162 Action Summary Provide feedback to staff in preparation for the CIP Prioritization Study Session, 3/15/23 163 Discussion & Direction 164 165