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HomeMy WebLinkAbout01-30-2024 City Council Agenda Packet, amended 01-30-2024Saratoga City council Agenda – Page 1 of 2 SARATOGA CITY COUNCIL SPECIAL MEETING JANUARY 30, 2024 9:00 AM CITY COUNCIL SPECIAL MEETING Saratoga City Hall | 13777 Fruitvale Avenue, Saratoga Ca 95070 ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this Agenda. The law generally prohibits the Council from discussing or taking action on such items. However, the Council may instruct Staff accordingly. AGENDA ITEMS Mid-Year Update and Three-Year Forecast Recommended Action: Receive a Mid-Year Update on the Three-Year Forecast. Staff Report Attachment A - 2024 Council Retreat Presentation Attachment B - Draft Budget Calendar Supplemental Memo - Written Communications (added 01-30-2024) Service Level Exercise Recommended Action: Receive report on service levels. Staff Report Attachment A - Contract and Professional Services by Department & Program Attachment B - Authorized Personnel by Department & Program City Service Level Exercise Handout (added 01-30-2024) Presentation Slides (added 01-30-2024) 2023 Legislative Update Recommended Action: Accept staff report and provide direction to staff. Staff Report Attachment A - 2023 Legislative Update Presentation Slides (added 01-30-2024) Capital Improvement Program Preview Recommended Action: Receive a preview of the fiscal year 2024-25 Capital Improvement Program (CIP). Staff Report Attachment A - CIP Project Process Policy Attachment B - CIP Review Package 1 Saratoga City council Agenda – Page 2 of 2 Attachment C - Written Communications Presentation Slides (added 01-30-2024) Presentation Slides,2 (added 01-30-2024) ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Nora Pimentel, 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 MONTH 00, 0000 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and on the City's website at www.saratoga.ca.us. Signed this 00th day of MONTH 0000 at Saratoga, California. Nora Pimentel, MMC, City Clerk 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 are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Clerk at the time they are distributed to the City Council. These materials are also posted on the City website. In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at 408/868-1269. Notification 24 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102- 35.104 ADA title II] 2 SARATOGA CITY COUNCIL MEETING DATE:January 30, 2024 DEPARTMENT:Administrative Services PREPARED BY:Ryan Hinchman, Administrative Services Director SUBJECT:Mid-Year Update and Three-Year Forecast RECOMMENDED ACTION: Receive a Mid-Year Update on the Three-Year Forecast. BACKGROUND: The Mid-year Update estimates fiscal year 2023-24 revenue and expenditures based on actuals through December 2023 and projected trends for the remaining six months of the fiscal year.The Mid-Year Update changes from budget include: Franchise and Surcharge Revenue (+$1.0M)-The increase reflects current outlook that solid waste franchise revenue will continue in 2023-24. Previously, $800K was removed from budget in anticipation that the revenue was at risk because of the Zolly vs. Oakland case. Charges for Services (+$0.5M)–reflects increased activity in permits and inspections. Property Taxes (+$0.2M)–increase in property tax based on year-to-date actuals. Salaries and Benefits (-$0.6M)–savings from vacancies and lower temporary staff. The total impact of these changes improved the 2023-24 budget by $2.2M by increasing revenue and decreasing expenditures. DISCUSSION: The Mid-Year Update serves as the foundation and base year for the Three-Year Forecast. Trends and historical changes are then used to project future growth of revenue and expenditures. These estimates help identify potential future risk and opportunities. 3 The table below outlines key assumptions for 2024-25 – 2026-27 Three-Year Forecast: Category Forecast Growth Property Tax 4% Total Revenue 3.6% Public Safety 8% Contract Services 10% Total Expenditures 4.9% The increase in franchise revenue significantly improved the Three-Year Forecast compared to last year’s forecast. However, total expenditure growth is forecast to outpace total revenue growth, creating a structural deficit. This structural challenge poses a risk to the City’s financial position, and proactive monitoring will help identify opportunities to improve the future financial outlook. The forecast initiates the budget-building process for the upcoming fiscal year. The Three-Year Forecast assumes the City will maintain status quo services levels, and that revenue and expendituresgrow at historical rates. The forecast is preliminary and dynamic, subject to ongoing refinement based on new information and changing circumstances. 204-25 Budget Process The annual budget process starts with the City Council retreat and progresses through several months, culminating in budget adoption in June. Attachment A outlines key meetings and decision points for the 2024-25 budget preparation process. ATTACHMENT: Attachment A – Council Retreat PowerPoint Presentation Attachment B – 2024-25 Draft Budget Calendar 4 9:00 – Call to Order Presentations •Mid-Year Update and Financial Forecast •Service Level Exercise 12:00 - Lunch •Housing & Legislative Updates •Capital Improvement Program (CIP) Preview After each presentation •City Council questions •Public comment •City Council discussion City Council Annual Retreat January 30, 2024 5 Mid-Year update and financial forecast 2 6 Mid-Year Update - Solid Waste Revenue Fiscal Year 2023-24 budget reduced franchise revenue by $800K •Current outlook is that revenue will continue with no anticipated reductions ($1.4M/year) •Franchise fee will change to encroachment fee •Updates should be finalized in May 7 Mid-Year Update Preliminary forecast update +$2.2M Revenues Expenditures Franchises & Surcharges +$1.0M Salaries & Benefits -$0.6M Charges for Services +$0.5M Property Taxes +$0.2M Year to date $30K of FEMA reimbursement have been received, additional potential reimbursements are still being pursued Mid-year general fund update based on actuals through December 2024 8 •Saratoga receives about 6% of the City’s property tax revenue •Property tax is about 67% of general fund revenue Property Tax Overview 9 0.0% 2.0% 4.0% 6.0% 8.0% 2021 2022 2023 2024 2025 2026 2027 Property Tax Trends 2024-25 – 2026-27 assumes 4% growth from prior year Sensitivity - tax growth of 5% from 2024-25 – 2026-27 would increase cumulative revenue by $1.2M Slowing property tax growthSlowing property tax growth 10 $0.0 $5.0 $10.0 $15.0 $20.0 $25.0 $30.0 2021 2022 2023 2024 2025 2026 2027 Other Revenue Franchise & Surcharges Other Tax Charges for Service Property Tax Total Revenue Forecast *New fees annualize in 2024-25 (+$400K) Total revenue growth 3.6% Total revenue growth 3.6% 11 Expenditure Overview •Most expenditures fund public safety and program salary and benefits Internal Services – overhead costs, primarily insurance and workers compensation 12 •Public Safety costs increasing by 8% •Contract Services cost increasing by 10% 0.0% 2.0% 4.0% 6.0% 8.0% 10.0% 12.0% 2022 2023 2024 2025 2026 2027 Public Safety Contract Services Expenditure Trends *2021 removed for scale - public safety +6%, contract services +23% ForecastForecast 13 $0.0 $5.0 $10.0 $15.0 $20.0 $25.0 $30.0 $35.0 2019 2020 2021 2022 2023 2024 2025 2026 2027 Other Expense Contract Services Internal Services Public Safety Salaries & Benefits Total Expenditure Forecast *Insurance premiums increased 90% from 2019 to 2023 Total expenditure growth 4.9% Total expenditure growth 4.9% 14 Transfers to Capital Historically general funds have been transferred to fund capital projects - 0.5 1.0 1.5 2.0 2.5 3.0 3.5 4.0 2021 2022 2023 2024 2025 2026 2027 Transfers from general fund to capital include: •$900K priority & dedicated projects •New & Existing projects •Nominated projects *Transferring funds to capital reduces funding available for operations 15 Structural Deficit Expenditure growth outpaces revenue growth in normal economy •Preliminary forecast shows revenue growth of 3.6% and expenditure growth of 4.9% •Without additional funding, the City will need to make strategic decisions to balance the budget in future years •Solutions to structural deficits call for permanent changes to revenue or expenses 16 $0.8 $0.2 -$0.2 -$1.2 -$0.5 -$1.0 -$1.6-$5.0 $0.0 $5.0 $10.0 $15.0 $20.0 $25.0 $30.0 $35.0 2021 2022 2023 2024 2025 2026 2027 Revenues Expenditures Surplus/(Deficit) 3-Year Preliminary Forecast 17 Potential Impact of Excess ERAF •Excess funds from Educational Revenue Augmentation Fund (ERAF) are allocated to Cities •The State has attempted to claw back excess ERAF. SC County has filed a suit as a result. •Approx. $1M/year is at risk for Saratoga *Preliminary forecast is intended to be organic, changing and evolving over time, as circumstances change, and foreseen and unforeseen events unfold 18 Strategic Financial Decisions •Increased cost recovery with fees starting January 2024 (+$0.8M/year) •Contracted facility rentals (+$0.14M/year) •Proactive additional pension payments toward the unfunded accrued liability (UAL) 19 Saratoga Pension Compared to Nearby Cities •Saratoga has a high funded ratio and low UAL City of Saratoga, 81% Town of Los Gatos, 76% City of Los Altos, 70% City of Campbell, 70% City of Cupertino, 66% 0.0 10.0 20.0 30.0 40.0 50.0 60.0 70.0 60%65%70%75%80%85%90%95%100%Funded Ratio UAL in ($ millions) 20 Future Forecast Refinements Revenues •Budget balancing measures (ongoing) •Interest earnings (May) •Property tax growth (May) Expenditures •Budget balancing measures (ongoing) •Personnel costs(tbd) •Liability insurance premiums (June) 21 Questions 22 City of Saratoga Attachment B 2024-25 Budget Calendar (Subject to Change) 1/23/24 Finance Committee 2024-25 Meeting Schedule and Budget Calendar Agenda Topics 2024-25 Council Retreat Budget Preview 01/30/24 City Council Retreat Mid-year update and financial forecast Service Level Exercise Capital Improvement Program Preview 2/21/24 City Council CIP Prioritization Meeting February 2024 Finance Committee City Council financial polices review General financial operating policies review March 2024 Finance Committee Financial Policies – Proposed draft with updates 4/3/24 City Council Capital improvement program (CIP) projects and funding, final review April 2024 Finance Committee Final draft financial policy updates 2024-25 preliminary budget 5/1/24 City Council 2024-25 budget and financial policies review May 2024 Finance Committee Review enabling 2024-25 Resolutions: Gann Limit, General Obligation (GO) Bond Rate, and Arrowhead Assessment review 5/15/24 City Council 2024-25 draft proposed budget, requests clarification, and consensus direction for proposed budget public hearing 6/5/24 City Council 2024-25 Proposed Budget Public Hearing 6/19/24 City Council Adopt 2023-24 budget and enabling resolutions 23 City of Saratoga Attachment B 2024-25 Budget Calendar (Subject to Change) 7/1/24 Beginning of fiscal year 2024-25 24 CITY OF SARATOGA Memorandum To: Members of the Saratoga City Council From: Britt Avrit, City Clerk Meeting Date: January 30, 2024 Subject: Supplemental Material, Item 1 Following publication of the agenda packet for the January 30, 2024 City Council Meeting, written communications were submitted for Item 1; the communications are attached to this memo. 25 From:James Lindsay To:Leslie Arroyo; Britt Avrit Subject:FW: Some Data for Today"s Council Retreat Date:Tuesday, January 30, 2024 8:17:37 AM Attachments:saratoga trends 2024-01-28.png -----Original Message----- From: Darrell Miller Sent: Tuesday, January 30, 2024 8:15 AM To: Yan Zhao <yzhao@saratoga.ca.us>; Belal Aftab <baftab@saratoga.ca.us>; Chuck Page <cpage@saratoga.ca.us>; Tina Walia <twalia@saratoga.ca.us>; Kookie Fitzsimmons <kookie@saratoga.ca.us> Cc: James Lindsay <jlindsay@saratoga.ca.us>; Ryan Hinchman <rhinchman@saratoga.ca.us> Subject: Some Data for Today's Council Retreat CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. The attached data shows some long-term trends in several important Saratoga metrics. 26 27 SARATOGA CITY COUNCIL MEETING DATE:January 30, 2024 DEPARTMENT:Administrative Services PREPARED BY:Ryan Hinchman, Administrative Services Director SUBJECT:Service Level Exercise RECOMMENDED ACTION: Receive report on service levels. SUMMARY: Based on the current Three-Year Forecast, Saratoga is facing a looming structural deficit, necessitating future actions. In the absence of additional funding, the City will need to make strategic decisions to reduce expenditures to balance the budget. As an academic exercise, the City Council will review service levels not required of a general law city in California and identify potential savings. This exercise is conceptual and intended to prompt thoughtful consideration. BACKGROUND: Saratoga faces a structural deficit, requiring strategic decisions for budget balancing. In fiscal year 2026-27,a forecast structural deficit of $1.6 million is due to expenditures outpacing revenues to support the current service levels provided to the community. The defining characteristic of a structural deficit is that it remains even during economic growth, unlike a cyclical deficit caused by economic fluctuations such as a recession. Solutions to a structural deficit must be long-term, as the underlying conditions causing the deficit will not improve through economic upswings. Saratoga has experienced several cyclical deficits in the past 20 years. To address past cyclical deficits, City Councils have implemented 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. 28 Closing the structural deficit necessitates service level reductions at the programmatic level, allowing for permanent expenditure reductions. For expenditure policies, cities have control over the quality and types of services provided to the community. As a general law city, Saratoga must provide certain mandated services. While the city is not strictly required to provide other services, they significantly contribute to residents' and businesses' quality of life. Reducing service levels in these programs may have significant impacts, including economic, quality, and community experience effects. ATTACHMENT: Attachment A – Contract and Professional Services by Department & Program Attachment B – Authorized Personnel by Department & Program 29 City of Saratoga January 10, 2024 General Fund 2019‐20 2020‐21 2021‐22 2022‐23 2023‐24 Department  & Program Actual Actual Actual Actual Budget Administrative Services Finance 39,642           38,630           59,866           97,361           90,000           Human Resources 60,723           19,512           13,553           59,522           38,350           Administrative Services 7,673             440                 18,074           4,056             20,000           Total 108,038         58,582           91,493           160,938         148,350         City Manager's Department City Manager's Office ‐                  ‐                  ‐                  114,511         80,000           City Clerk 21,839           28,207           29,943           28,786           33,500           Public Information Office 61,206           88,936           68,519           63,903           84,000           Total 83,044           117,143         98,462           207,201         197,500         Community Development ‐                  ‐                  ‐                  ‐                  ‐                  Development Review 6,331             30,492           44,204           48,720           58,750           Advanced Planning ‐                  ‐                  ‐                  ‐                  105,000         Code Compliance 30,429           16,566           ‐                  ‐                  7,000             Building Inspection 36,277           127,697         88,649           126,733         98,500           Total 73,037           174,755         132,854         175,453         269,250         Community Services  Facility Rentals 5,559             5,725             5,897             7,874             ‐                  Community Engagement 660                 ‐                  ‐                  ‐                  ‐                  Total 6,219             5,725             5,897             7,874             ‐                  Council & Commissions City Council 6,400             ‐                  8,700             3,944             8,000             Total 6,400             ‐                  8,700             3,944             8,000             Non‐Departmental ‐                  ‐                  ‐                  ‐                  ‐                  Non‐Departmental 14,968           978                 1,890             ‐                  5,000             Legal Services 445,478         312,643         257,490         399,672         429,500         Federal Grants 3,908             27,041           22,401           ‐                  ‐                  Total 464,354         340,662         281,781         399,672         434,500         Public Safety ‐                  ‐                  ‐                  ‐                  ‐                  Public Safety 6,277,351     6,640,019     7,063,303     7,601,748     8,087,000     Emergency Preparedness ‐                  ‐                  34,965           49,014           105,000         Total 6,277,351     6,640,019     7,098,268     7,650,762     8,192,000     Public Works ‐                  ‐                  ‐                  ‐                  ‐                  General Engineering 119,132         129,164         104,211         135,805         165,950         Engineering Development 2,500             2,390             2,959             2,048             2,750             Environmental Services 274,306         262,065         239,825         265,630         235,000         Streets & Storm drains 126,860         156,517         248,052         318,446         283,000         Parks & Landscape Services 711,859         818,033         820,487         773,389         1,003,600     Total 1,234,657     1,368,169     1,415,535     1,495,319     1,690,300     All Programs Total 8,253,099     8,705,055     9,132,989     10,101,163   10,939,900   CONTRACT & PROFESSIONAL SERVICES 30 AUTHORIZED PERSONNEL Department/ Program 2019-20 2020-21 2021-22 2022-23 2023-24 City Manager's Department City Manager's Office 2.30 2.30 2.30 2.30 2.35 City Clerk 1.10 1.10 1.10 1.10 1.10 Public Information Office 1.10 1.10 1.10 1.10 1.10 Total 4.50 4.50 4.50 4.50 4.55 Administrative Services Administrative Services 1.00 1.00 1.10 1.10 1.10 Finance 4.95 4.95 5.25 5.25 5.25 Human Resources 1.65 1.65 1.65 1.65 1.65 Information Technology 2.30 2.30 2.25 2.25 2.25 Risk Management 0.30 0.30 0.30 0.30 0.30 Workers' Compensation 0.20 0.20 0.20 0.20 0.20 Total 10.40 10.40 10.75 10.75 10.75 Commuinity Development Development Services 4.65 4.65 4.65 4.65 4.65 Advanced Planning 0.80 0.80 0.80 0.80 0.80 Code Compliance 1.55 1.55 1.55 1.55 1.55 Building Inspection 6.00 6.00 6.00 6.00 6.00 Facilities Maintenance 2.50 2.50 2.50 2.50 3.25 Total 15.50 15.50 15.50 15.50 16.25 Public Works General Engineering 4.35 4.20 4.75 5.00 5.00 Development Engineering 1.25 0.95 0.40 0.40 0.40 Environmental Services 1.25 1.70 1.70 1.70 1.70 Streets 7.55 7.55 7.55 7.30 7.30 Parks 8.35 8.35 8.35 8.35 8.35 Vehicle & Equipment Maint 0.75 0.75 0.75 0.75 0.75 Total 23.50 23.50 23.50 23.50 23.50 Community Services Recreation 0.05 0.05 0.05 0.05 0.05 Facility Rentals 1.55 1.55 1.55 1.55 - Community Engagement 1.15 1.15 1.15 1.15 1.15 Total 2.75 2.75 2.75 2.75 1.20 Public Safety Emergency Preparedness 0.25 0.25 0.25 0.25 0.25 Total 0.25 0.25 0.25 0.25 0.25 All Programs Total 56.90 56.90 57.25 57.25 56.50 1.0 FTE = 2,080 hours per year 31 Service Level Exercise 1 Background Local government 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 to satisfy state laws regarding municipal operations. These required programmatic services are listed below: TABLE 1  Advanced Planning  Finance, Human Resources, Information Technology  Building Permits & Inspection  General Engineering  City Clerk, Records, Elections  Legal Services  City Council / Manager  Parks & Landscape Maintenance  Emergency Preparedness  Public Safety  Environmental Services  Streets & Storm Drain Maintenance Table 2 shows the remaining services the City provides that have a net cost exceeding $100K. While not strictly legally required, these services significantly contribute to the quality of life for Saratoga residents and businesses. TABLE 2  Development Review  Community Engagement Services  Public Information  Landscaping (50% reduction)  Code Compliance  Community Support Services  Tree Regulation  Traffic Enforcement Officer (0.5 FTE)  School Resource Officer (1 FTE) Exercise The aim of the Service Level Exercise is to explore potential cost savings in future years by considering reductions in City services that are not required for a general law city in California. Program costs are presented net of revenue (charges for services) and are high level estimates for fiscal year 2026-27. This exercise is academic and designed to encourage thoughtful consideration. Direc�ons 1. Each council member will receive post-its to be used as "votes" and placed on services to eliminate and achieve budget savings. 2. Council members need to save $1.5 million each. 3. A large sheet of paper displaying programs and their net costs will be presented. In your designated column, place post-its on programs to achieve $1.5 million of savings. 4. Post-its will then be tallied to identify the services that have the highest probability of elimination in the future. 32 Service Level Exercise 2 Reference: Program Descrip�ons Community Engagement Services - The Community Engagement Program seeks to enhance community bonds, foster civic pride, and cultivate inclusivity within the City. The program encompasses initiatives such as youth and school engagement, support for individuals with disabilities, outreach to older adults for Age-Friendly Community goals, and collaboration with community partners serving residents. Community Support Services - The Community Grants program consolidates the City’s grant support to outside agencies into one program, thereby retaining historical funding information. The City allocates grant funding to local organizations to support the services these groups provide to the Saratoga community including Chamber of Commerce, West Valley Community Services, and Saratoga Area Senior Coordinating Council (SASCC). Code Compliance - The City's Code Compliance Program upholds community health, safety, and welfare by overseeing zoning, planning, business licensing, and other regulations outlined in the City's Municipal Code. Compliance is ensured through education, voluntary adherence, or direct enforcement of laws and municipal codes. The Code Compliance Officer investigates reported violations, conducts field inspections, gathers supporting evidence, and maintains case files. When necessary, the officer also prepares reports regarding violations. Development Review - Applicants for building and other development permits are required to comply with City codes, plans, and policies, in order to obtain the Planning Division’s approval of their projects.  To help facilitate development projects, Development Services assists applicants by reviewing, analyzing, and processing their applications.  Landscaping Reduction – The estimated savings result from a 50% reduction in services for Medians, Parks, and Downtown Maintenance. This reduction would lower the quality of Landscape Maintenance services. Public Informa�on - Public Information is responsible for community outreach to ensure that residents have access to timely, useful, and important information. The program oversees and maintains many of the City’s lines of communication with residents, including maintaining the City’s website, Median Banner Program, social media accounts, weekly Saratoga Source and Council e-newsletter, monthly Saratoga Spotlight, Saratoga News, and Outlook articles, videos, surveys, event tabling, flyers, postcards, and press releases. In addition, this office supports Mayor communications to residents, provides talking points and speeches. Maintains relationships with reporters and local media, modifies the crisis communication plan, and serves as PIO for the City. This office is trained to issue communication via AlertSCC. 33 Service Level Exercise 3 Traffic Officer & School Resource Officer – Law enforcement services are required by a general law city in California, however certain supplemental services such as traffic law enforcement above basic service levels and a school resource officer position could be considered as not legally required. Tree Regula�on – The City’s Tree Regulations provide a sustainable urban forest and balance the rights of property owners with basic standards for the maintenance, removal, and replacement of trees. The program assists planners with project reviews for trees and provides information to the public on tree care, protection, and removal. 34 City Landscape Maintenance Enhanced Landscape Maintenance Parks Budget Reduction 35 Current Landscape Maintenance Contract •Includes Landscape Maintenance service for Library, Museum, Prospect Center, Civic Center, Recreation, Landscaping at City Parks, City Parking lots, Medians, Landscape and Lighting Districts, and Poop Bag Stations on Trails. 2 36 •A 25 % reduction of services to Medians, Parks, and Downtown Maintenance would reduce the score from 7.5 to 5.6 = $76,494.31 2023-24 Budget Reduction •A 50 % reduction of services to Medians, Parks, and Downtown Maintenance would reduce the score from 7.5 to 3.75 = $152,988.62 2023-24 Budget Reduction 2023-24 Landscape Maintenance Contract 3 37 Park Quality Comparison 4 Saratoga Creek Park / City of San Jose Park •Structures and walkways are maintained •Turf and plants are dead •Turf and landscape are not maintained Warren Hutton House / City of Saratoga Park •Structures are maintained nicely •Turf and plants are healthy •Plants and turf are maintained at a high standard Score 3.7Score 7.5 * Current level Landscape Maintenance of service: SCALE of 1-10 38 Landscape Median Quality Comparison 5 Median on Saratoga Ave. Median on Saratoga Ave @ Payne If Landscape Maintenance Services were cut by 50% plants on medians, in parks and downtown may be lost, similar to medians in San Jose. 39 40 2023-24 Landscape Maintenance Contract & Potential Savings 7 2023-24 Budget 25% Service Reduction 50% Service Reduction MEDIANS 96,113 72,085 48,057 LL&A DISTRICTS 110,752 110,752 110,752 PARKS MAINTENANCE 148,943 111,708 74,472 DOWNTOWN MAINTENANCE 31,826 23,869 15,913 DOG BAG STATIONS 19,095 14,321 9,548 EXTRA WORK 10,000 7,500 5,000 TOTAL ANNUAL 416,729 340,235 263,741 Potential Savings 76,494 152,989 (no change) 41 SARATOGA CITY COUNCIL MEETING DATE:January 30, 2024 DEPARTMENT:City Attorney PREPARED BY:Richard Taylor, City Attorney SUBJECT:2023 Legislative Update RECOMMENDED ACTION: Accept staff report and provide direction to staff. BACKGROUND: Attached is a summary of legislation adopted in 2023 that will affect City operations. During the retreat staff will make a brief presentation on the housing-related legislation and be available to answer questions. ATTACHMENT: Attachment A – 2023 Legislative Update 1736742.1 42 2023 Legislative Update1 (January 23, 2024) Administrative Services AB 516 (Ramos) Mitigation Fee Act. Fees for Improvements. Reports and Audits. Amends the Mitigation Fee Act by requiring local agencies to provide annual reports on development fees, including details on public improvement projects, any delays, and refund recipients. This measure also expands the scope of fee audits to assess fee reasonableness, revenue expenditure timing, and project completion schedules. It mandates that local agencies inform fee payers of their audit rights and provide easy access to fee-related information online. SB 748 (Roth) Disability Access and Information. Local Government. Notice. Requires a city or county to provide a business license or permit applicant with a statement about the applicant's legal obligations under state and federal disability access laws and information on obtaining a Certified Access Specialist inspection. AB 783 (Ting) Business Licenses. Single-user Restrooms. Requires a city, county, or city and county that issues business licenses or permits within its jurisdiction to provide written notice to each applicant for a new or renewed business license, permit, or equivalent instrument, of the requirement that all single-user toilet facilities in any business establishment, place of public accommodation, or government agency be identified as all-gender toilet facilities. AB 1637 (Irwin) Local Government. Internet Websites and Email Addresses. Beginning January 1, 2029. requires local agencies to secure and utilize a “.gov” top-level domain or a “.ca.gov” second-level domain and ensure that each email address provided to its employees utilizes a “.gov” domain name or a “.ca.gov” domain name. City Clerk SB 386 (Newman) Elections. Extends the signature verification periods within which the election officials must determine the number of qualified signatures on various state and local petitions and imposes various election notice requirements. AB 63 (Cervantes) Canvass of the vote: reporting results Requires elections officials to post updated information regarding the election on their internet website at least once per week. AB 626 (Pellerin) Voting: returning vote by mail ballots in person. Allows a vote by mail ballot to be returned without the identification envelope if the voter returns the ballot in person at 1 This document presents a high level summary of state legislation relevant to Saratoga. To understand how the legislation would apply in a particular circumstance please refer to the text of the legislation. 43 2 the polling place designated for the voter’s home precinct or a vote center, if specified conditions are met. AB 421 (Bryan) Elections. Referendum Measures. Requires for a state referendum that voters be asked to choose between the options "Keep the law" or "Overturn the law" rather than being asked to vote "Yes" or "No." SB 678 (Umberg) Elections. Disclosures. Requires a person who is paid by a committee to support or oppose a candidate or ballot measure on an internet website, web application, or digital application, to include a disclaimer stating that they were paid by the committee in connection with the post. AB 1227 (Low) Elections. County of Santa Clara. Authorizes the Santa Clara County Board of Supervisors to adopt, and a voter of that county to propose by initiative, an ordinance to elect county officers by ranked choice voting. SB 790 (Padilla) Public Records. Contracts for Goods and Services. Clarifies that a government contract for goods or services is a public record subject to disclosure under the Public Records Act unless the contract is exempt from disclosure under state or federal law. A provision in a written agreement that states that a government contract is exempt from public disclosure is void and unenforceable. AB 587 (Rivas, Robert) Public Works. Payroll Records. This measure would require any copy of records requested by, and made available for inspection by or furnished to, a multi- employer Taft-Hartley trust fund or joint labor- management committee to be provided on forms provided by the Division of Labor Standards Enforcement or contain the same information as the forms provided by the division. City Manager AB 338 (Aguiar-Curry) Fuel Reduction Work. Beginning July 1, 2026, requires that fuel reduction work, done under contract and paid for in whole or in part out of public funds to meet several standards, including that all workers performing work within an apprenticeable occupation in the building and construction trades be paid at least the general prevailing rate of per diem wages. AB 1638 (Fong, Mike) Local Government. Emergency Response Services. Use of Languages Other than English. Beginning January 1, 2025, that local agencies provide information related to an emergency in English and in all languages spoken jointly by the 5% or more of the population that speaks English less than “very well.” This applies when the emergency is within the jurisdiction of a local agency, that provides emergency response services and that serves a population within which 5% or more of the people speak English less than “very well” according to American Community Survey data and jointly speak a language other than English. 44 3 SB 329 (Dodd) Cities. City Council Members. Compensation. This measure allows general law cities to adjust council member salaries for inflation. AB 935 (Connolly) Tobacco Sales. Flavored Tobacco Ban. This measure authorizes the Department of Public Health to enforce the State of California’s flavored tobacco ban through civil penalties. Community Development – Project Review SB 423 (Wiener) Land Use. Streamlined Housing Approvals. Multifamily Housing Developments. Expands SB 35 provisions that allow certain multifamily housing developments to take advantage of a streamlined, ministerial approval process. Specifically, it (1) extends the sunset date by ten years to January 1, 2036; (2) applies SB 35 provisions to the Coastal Zone; (3) applies SB 35 to jurisdictions without a certified Housing Element; (4) allows the State to approve housing developments on property they own or lease; (5) changes standards for when a skilled and trained workforce is require; and (6) prohibits a city from enforcing its inclusionary housing ordinance if the income limits are higher than those in SB 35. SB 684 (Caballero) Land Use. Streamlined Approval Processes. Requires a local agency to ministerially approve a parcel map or a tentative and final map for a housing development project that meets the following requirements: (1) the project consists of 10 or fewer single- family residential units; (2) the development meets certain minimum density requirements and (3) the development is located on a lot zoned for multifamily or single-family residential development that is no larger than five acres and is substantially surrounded by qualified urban uses. AB 1287 (Alvarez) Land Use. Density Bonus. Amends the State Density Bonus Law to provide an additional density bonus and incentive/concession for projects providing moderate- income units or very low-income units. AB 1332 (Carrillo, Juan) Accessory Dwelling Units. Preapproved Plans. Requires every local agency to establish a program for the preapproval of ADU plans by January 1, 2025. Local agencies must accept plan submissions for preapproval, and they must base their approval or denial on established standards. They are allowed to charge fees for preapproval and are required to post preapproved plans on their website along with the contact information of the plan applicant except where the applicant declines. Agencies must expedite the approval process for detached ADUs using preapproved plans or plans identical to those previously approved within a specific building standards code cycle. AB 894 (Friedman) Parking Requirements. Shared Parking. Requires agencies to allow property owners to share underutilized parking and to count such shared parking toward meeting local parking requirements. AB 1633 (Ting) Housing Accountability Act. Disapprovals. California Environmental Quality Act. Provides that if a local agency is unable to decide on whether a housing project is exempt from CEQA or makes certain other CEQA determinations, it will be considered a project denial under the Housing Accountability Act subject to the remedies in that law. It will also consider a local agency's failure to adopt or certify certain environmental documents as a project 45 4 denial. These changes are in effect until January 1, 2031, and apply to qualifying housing projects in urbanized areas meeting specified criteria. SB 439 (Skinner) Special Motions to Strike. Priority Housing Development Projects. Allows defendants in civil actions challenging the approval of priority housing development projects to file a special motion to strike all or part of a plaintiff's pleading, with the court denying the motion only if it finds that the plaintiff is likely to succeed in their claim. The special motion to strike must be filed within 60 days of serving the complaint, and if the administrative record is needed, it can be filed within 60 days of serving the administrative record. Successful defendants are entitled to recover attorney's fees and costs. AB 356 (Mathis) California Environmental Quality Act. Aesthetic Impacts. Extends to January 1, 2029 the provision that a lead agency under the California Environmental Quality Act (CEQA) is not required to evaluate the aesthetic effects of a project that involves the refurbishment, conversion, repurposing, or replacement of an existing building. AB 1307 (Wicks) California Environmental Quality Act. Noise Impact. Residential Projects. Specifies that the effects of noise generated by project occupants and their guests on human beings is not a significant effect on the environment for residential projects for purposes of CEQA. SB 69 (Cortese) California Environmental Quality Act. Local Agencies. Filing of Notices of Determination or Exemption. Requires additional CEQA public notices including submitting documentation to the State Clearinghouse website of the Office of Planning and Research (OPR). AB 281 (Grayson) Planning and Zoning. Housing. Post-entitlement Phase Permits. Following on earlier legislation regulating the timing of city and county building and other “post- entitlement” permits, this measure requires special districts to provide written notice to housing development applicants, indicating the next steps in the review process, including any additional information necessary for service or approval of housing development projects. This measure does not mandate special districts to approve applications within a specific time frame. Community Development – General AB 434 (Grayson) Housing Element. Notice of Violation. Requires HCD to report its findings on adopted housing elements or amendments within 60 days instead of 90 days. Grants HCD the authority to notify local governments and the Attorney General of violations related to various housing regulations and standards. This measure also outlines a process for addressing non- compliance, which may include fines and court-ordered remedies. AB 1485 (Haney) Housing Element.Enforcement.Attorney General. Grants HCD and the office of the Attorney General the unconditional right to intervene in legal actions addressing violations of specified housing laws, including the Housing Accountability Act, the Density Bonus Law, and the Housing Crisis Act of 2019. AB 976 (Ting) Accessory Dwelling Units. Owner-occupancy Requirements. Eliminates the ability of local agencies to impose owner-occupancy requirements on accessory dwelling units (ADUs). 46 5 AB 1033 (Ting) Accessory Dwelling Units. Local Ordinances. Separate Sale Or Conveyance. Allows cities and counties to permit the separate sale or conveyance of primary dwelling units and ADUs as condominiums. AB 812 (Boerner) Housing Development Approvals. Reserving Affordable Units in or Near a Cultural District For Artists. This measure allows local agencies to reserve up to 10% of required affordable housing units for artists, provided that these units are located within or near state-designated or locally designated cultural districts. AB 821 (Grayson) Planning And Zoning. General Plan. Zoning Ordinance. Conflicts. This measure requires that if a zoning ordinance in a county or city becomes inconsistent with the general plan due to an amendment to the general plan, the local agency must either amend the zoning ordinance to align with the general plan within 180 days of receiving an application affected by the general plan amendment. If the local agency fails to amend the zoning ordinance within the specified time, it must process the development application. AB 1308 (Quirk-Silva) Planning and Zoning Law. Single-family Residences. Parking Requirements. Prohibits public agencies from increasing the minimum parking requirements for single-family residences during the approval of remodeling, renovation, or additions to such residences, as long as the project does not cause the residence to exceed any maximum size limits set by applicable zoning regulations. SB 4 (Wiener) Planning and Zoning. Housing Development. Higher Education Institutions and Religious Institutions. Provides that a housing development of 100% affordable housing is a use by right on any land owned by an independent institution of higher education or religious institution if the development satisfies specified criteria. AB 965 (Carrillo, Juan) Local Government: Broadband Permit Applications.Requires cities and counties to undertake batch processing broadband permit applications that are substantially similar broadband project sites and that are submitted at the same time by the same applicant (up to 25 sites per applicant in Saratoga). The measure would require that those batched permits be deemed approved if a local agency does not approve or reject the applications and notify the applicants, within the presumptively reasonable time or longer period permitted under applicable law. SB 676 (Allen) Local Ordinances and Regulations. Drought-tolerant Landscaping. Prohibits cities and counties from enacting or enforcing any ordinance or regulation that prohibits the installation of drought-tolerant landscaping using living plant material on residential property. This measure specifies that drought-tolerant landscaping does not include the installation of synthetic grass or artificial turf. AB 1280 (Maienschein) Fire Hazard Severity Zones. Disclosures. Requires sellers of single- family residential properties located within fire hazard severity zones to specify whether the property is in a high or very high fire hazard severity zone in their natural hazard disclosure statement. AB 968 (Grayson) Single-family Residential Property. Disclosures. Requires sellers of single-family residential properties who accept an offer within 18 months of obtaining the 47 6 property's title to disclose information regarding any room additions, structural modifications, alterations, or repairs made to the property by a contractor and the names of those contractors. Alternatively, sellers can fulfill this requirement by providing a list of these modifications and repairs. Sellers must also provide a copy of any permits for these alterations, or if they contracted with a third party who holds the permits, they should inform the buyer of how to obtain permit information from that third party. AB 50 (Wood) Public Utilities. Timely Service. Customer Energization. Seeks to establish clear expectations for how quickly utilities are expected to deliver service to new customers, fulfill requests for increased load from existing customers, and to improve utility planning and information sharing to facilitate systematic reductions in the time it takes to meet requests for new or increased levels of service from customers. AB 1132 (Friedman) Solar Energy Systems. Permit Fees.Extends to January 1, 2034 the repeal date of the law that prescribes and limits permit fees that a city or county may charge for a residential or commercial solar energy system. Public Works AB 334 (Rubio, Blanca) Public Contracts. Conflicts of Interest. Provides that an independent contractor is not an officer for purposes of being subject to the prohibition on being financially interested in a contract or a public works project. AB 480 (Ting) Surplus Land. Redefines surplus land disposal procedures to include the sale or lease of surplus property for more than 15 years, establishes exemptions for certain types of surplus land, and requires that certain land transfers meet specific conditions. It also requires the maintenance of lists of interested entities on HCD's website, updates affordability requirements for housing developments, and outlines penalties for violations of surplus land disposal procedures. SB 806 (Archuleta) Trash Receptacles and Storage Containers.Reflective Markings. Enforcement. Requires any trash receptacle or storage container placed on a roadway or curb to be emptied or picked up to include reflectors on each side. This measure reduces the size of the required reflectors, changes the required placement of the reflectors, and expands the types of reflectors that meet the requirement. AB 1572 (Friedman) Potable Water. Nonfunctional Turf. Prohibits the use of potable water to irrigate nonfunctional turf on commercial, municipal, institutional, and multifamily residential properties. 1732262.2 48 2023 Legislative Update City Council Retreat –January 31, 2024 49 •SB 423 (Wiener) –Extends SB 35 (requiring ministerial approval of qualifying development projects) to 2036 and applies it to jurisdictions without a housing element as well as jurisdictions that are behind in meeting their RHNA. •SB 684 (Caballero) –Requires ministerial approval of subdivisions (and homes in the subdivision) of 10 or fewer single family homes on lots under 5 acres and zoned for residential use. Housing Legislation 50 •AB 1287 (Alvarez) –Provides applicants greater flexibility in meeting affordability requirements to qualify for a density bonus, waiver, or concessions. •AB 1332 (J. Carrillo) –Requires a program for pre- approval of ADU plans. Housing Legislation –Cont. 51 •AB 1633 (Ting) –Makes certain CEQA determinations by a city subject to challenge by project applicants under the Housing Accountability Act. •AB 356 (Mathis) and AB 1307 (Wicks) –Reduce CEQA requirements for consideration of aesthetic and noise impacts. Housing Legislation –still more 52 •AB 434 (Grayson) –Shortens from 90 to 60 the number of days HCD has to review Housing Elements. •AB 976 and 1033 (Ting) –Prohibits cities and counties from imposing owner occupancy requirements on ADUs and permits cities and counties to allow ADUs to be sold separately from the primary dwelling. Other Planning/Building Legislation 53 •AB 965 –Requires cities and counties to process cell tower applications in bulk (up to 25 sites per application in Saratoga). •AB 1280 (Maienschein) and AB 968 (Grayson) –Require sellers to disclose if the property being sold is in very high or high fire hazard severity zone and, for “flippers” to make disclosures about the work done on the home and the permits obtained for that work. Other Planning/Building Legislation – Cont. 54 55 SARATOGA CITY COUNCIL MEETING DATE:January 30, 2024 DEPARTMENT:Administrative Services PREPARED BY:Ryan Hinchman, Administrative Services Director SUBJECT:Capital Improvement Program Preview RECOMMENDED ACTION: Receive a preview of the fiscal year 2024-25 Capital Improvement Program (CIP). BACKGROUND: The City Council’s CIP Project Process Policy, Attachment A, outlines the process for City Council consideration of the CIP component of the City’s annual budget including the following: CIP Project Review Package, provided in Attachment B.The document is preliminary and subject to change. Capital Project Review Meeting scheduled in February. 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 Session. CIP Prioritization final review, tentatively scheduled for April 3rd. This year, in a departure from previous budgeting practices, staff assembled an extensive list encompassing all known potential capital projects. Although many of these projects are not likely to be prioritized and secure funding, this comprehensive list serves to accurately portray the City's unrestricted capital needs. ATTACHMENT: Attachment A –City Council adopted CIP Project Process Policy Attachment B –CIP Review Package Attachment C –Written Communication 56 CAPITAL IMPROVEMENT PROGRAM (CIP) PROJECT PROCESS POLICY This procedural policy defines how a project moves through the CIP Budget Funding process: from the initial project idea, through project development, to the Council's CIP Project Review and CIP Budget Study Session meetings, and if successful, into the Capital Budget as a funded project. The CIP project development stage of the policy takes different tracks, depending upon whether the project idea is staff driven or Council nominated. These two paths are discussed separately below, until the tracks converge for CIP Project Review Meeting. STAFF PROJECT DEVELOPMENT 1.CIP Project Initiation As a function of staff's day-to-day work, infrastructure improvements, large-scale repairs, and ongoing maintenance and replacement projects are identified as potential capital improvements. These are often highly-visible and tangible public assets such as street repaving, retaining walls, or park and trail improvements. However, many essential CIP projects are less noticeable, including storm drain repairs, electrical or irrigation upgrades, or ADA enhancements. Other projects are intangible administrative or technology improvements and, in most cases, invisible to the general public, such as code updates/revisions, software and process improvements, or economic vitality programs. Staff discusses CIP project ideas with the appropriate Director or City Manager for feedback and refinement. Ultimately, projects need clearly defined boundaries to identify project requirements, specifications, and resources. While this is not always feasible in the initial stages of project development, the understanding that a project will eventually require a clear and specific scope will encourage better preparation for discussing the project idea and moving it through the approval process. After receiving initial approval, staff moves into the idea development stage. 2.Idea Development To move the idea forward, staff will analyze and articulate the project's scope, political impacts, priority factors, resource requirements, and any other relevant considerations. a.Project Scope -Scope may include the description, project size and location parameters, project purpose, and goals or deliverables, such as products, services or results. Project justifications and assumptions should support the project's purpose and definition, and may include cost-benefit analysis, risk assessments, funding availability, or even community desirability factors. The scope should clearly state if a project is to be funded and/or completed in phases rather than as a singular body of work. If a phased project, information regarding future phases and total costs should be included. For instance, a design project should include information on the intended project's construction phases and total estimated cost. If the project is ongoing infrastructure maintenance such as a roof replacement, or a program project such as a General Plan element update, this too should also be clearly noted. In the scope description, constraints or restrictions may help to identify project limitations. And in some cases, project scope may be clarified by exclusions -statements 57 about what the project will not accomplish or produce. Project Scope defines a commitment to produce a body of work or end-product with the resources provided under the stated assumptions. The written scope helps to manage expectations and provide clarity to the involved parties, reduce confusion and failure, prevent scope creep, and provide transparency to the community. b.Political Considerations -Knowledge of historical information, which attests to the necessity of Council/staff communication is of vital importance in project development. Determine whether this project has come up for consideration before, or why was it not completed previously. Have circumstances changed? Or are there lessons to be learned from a past project proposal? Another consideration includes knowing whether a project might be controversial. Is there a segment of the community strongly opposed to, or strongly supportive of this specific project? Will this project prompt demand for further funding or resources? Have similar projects been completed in another part of the city? Determine why this project should be considered a priority over others, and whether the project's cost or benefits would be supported by the community. c.Priority Factors -Project priority is an important consideration in the CIP approval decision. Ultimately, Council wants to support those projects that are of higher priority than others since there will never be enough money or resources to do every project. Decision criteria may include factors such as: •Health and Safety Issues •Imminent failure of structure/system •Short-term cost of repair vs. long­ term cost of replacement •Availability of external or dedicated funding •Efficiencies •Federal or State mandates •Business or community support •Impacts if project not undertaken The severity of priority criteria is considered in the decision-making process. For instance, a project that falls under the "Imminent Failure of Structure/System" criteria is assessed to determine whether there are safety issues, or if immediate repairs would provide significant replacement or maintenance savings. Another consideration would occur with Federal or State mandated projects. There may be little impact as to whether the mandate is met, or there may be severe fines or risk of lawsuits for lack of timely completion. As a result, project priority is based on the overall assessment of the collective circumstances; many factors contribute to priority decisions and Council cannot rely upon a clear hierarchical order upon which to base their decisions. d.Project Resources -In the City's project development discussions, resources typically refer to financial funding. However, resources may also refer to staff time, equipment and materials, community/stakeholder participation or support, space requirements, information technology services, or some other type of support or contribution needed for a project to be successful. Funding plays a critical role in project development. In many cases, lower priority projects are approved ahead of higher priority projects simply because there is designated funding available for the lower priority projects. The ability to leverage designated funding with grant funding for a project proposal greatly 58 increases the likelihood a proposed project will be approved. Overall, a project funded solely by Capital Project Reserve money needs to be more competitive due to funding limitations and the number of projects competing for the same pot of funds. An additional component of project resource considerations are the unstated resources (identified above) required in project construction or implementation. For instance, staff time is limited, and time spent working on one project prevents staff time being spent on another project. Project timing and staff time requirements are therefore an important component of the number and types of projects brought to Council for review. Other Considerations -Numerous other factors, not mentioned above, are also taken into consideration when assessing a project idea. For example: a.Can the City afford the ongoing operating budget increases to maintain or implement the project? b.Does the project provide operational efficiencies or cost savings? c.Are there environmental concerns? d.Does it enhance the community's art, education, or cultural resources? e.What impacts are there if the project requires development be staged in phases? f.Are there risk management concerns, or legal liability issues? g.Is there strong community interest in this project? h.Does the project contribute toward economic vitality? Each project will differ, meaning analysis is specific to the circumstances, and diligent research and thought should be put into developing project scope and justification. In summary, the goal of idea development is to identify, quantify, and assess a project comprehensively. This effort is intended to ensure that a proposed project is well thought-out, developed, and articulated thereby enabling the City Manager and Council to make educated and rational decisions. 3.City Manager Approval Staff's proposed projects ultimately go to the City Manager. If approved for consideration, staff will prepare written narratives with project scope, justification, fiscal impacts, cost estimates, timelines, etc. as necessary for Council Retreat assessment package and Finance Staff will add the project to the Proposed CIP Project List. CITY COUNCIL PROJECT DEVELOPMENT Council Members are often the recipients of residents' suggestions and requests for capital improvements. Depending on the topic, Council Members can take these opportunities to: 1) educate the residents on why a project may not be feasible; or 2) provide residents with information on how to contact City staff with their requests to determine feasibility; or 3) Council may support the project suggestion and decide to act as a proponent for the project by guiding it through the Capital Project Nomination process: 1.Nomination To move a project idea onto the CIP Candidate List, a Council Member is to propose the idea to fellow Council Members at the end of a City Council Meeting during the Council Items session and request that it be put on the CIP Candidate List for review during the next upcoming CIP budget cycle. 2.Idea Concurrence A second Council Member must concur with the request to move the project idea onto the Capital Project Candidate List. 3.Follow-up A nomination to the Proposed Capital Project List is to be recorded in the City Council 59 minutes and acted upon as a follow-up item. City Manager will clarify/verify understanding of project scope and then assign staff to complete Proposed Cl P Project requirements, including preparation of project scope narrative and justification, fiscal impacts, cost estimates, timelines, etc. Council nominated projects are automatically included as a proposed CIP project in the CIP Project Review package. CIP PROJECT REVIEW AND APPROVAL 1.CIP Project Review Package In preparation for the annual Capital Project Review, Finance Staff will consolidate Proposed CIP projects information, along with proposed changes to current CIP projects, and the current year's CIP Unfunded Project List into a presentation and CIP Project Review package for Council. The CIP Project Review meeting provides Council with a forum to have an in-depth discussion on funding availability, assess project scopes, evaluate priority criteria and resources, and examine impacts of other considerations for CIP projects at one time. The CIP Review package will include: •Available funding •Current year CIP projects •Proposed changes to existing projects •The current CIP Unfunded List •Proposed changes to projects on the CIP Unfunded List •Proposed new Cl P projects •Proposed additions to the CIP Unfunded List 2.Capital Project Review Meeting The City Council's review of current and proposed funded and unfunded Capital Projects is held annually, typically at the Council Retreat as part of the budget development cycle initiation. In addition to reviewing the Capital Project Review package, the Council may request a currently funded capital project be reviewed to determine if the project should continue in the following fiscal year. If consensus direction is given, staff will add the currently funded project into the Review package for discussion at the follow-up CIP Budget Prioritization Meeting. In reviewing Capital Projects, Council may request revisions to a project's scope, funding, or other component. However, changes that redefine a proposed project must be Council's consensus direction. At the conclusion of the CIP Project Review meeting, Council may retain the CIP Project Review Binder although the documents will also be available on the City's website. 3.CIP Budget Study Session The CIP Budget Study Session agenda is to: •Remind Council of the upcoming fiscal year's Capital Project funding availability. •Recap the Proposed CIP Projects Review Meeting proposals and associated priority issues. •Inform Council of any changes or modifications since the CIP Project Review Meeting. •Answer questions Council may have on proposed projects. •Reach consensus on the Proposed CIP Funding Scenario and CIP Unfunded List. Council will conduct a final assessment and provide consensus direction to staff for CIP Project funding to be included in the upcoming Proposed Budget Hearing to be held in May, and modifications to the CIP Unfunded Project List, if any. NOTE: Rejected project ideas may be brought back in following years for another attempt to become an approved project, but must go through the project development process again. 60 CIP PROJECT FUNDING 1.Proposed Budget Hearing Staff will incorporate Council's direction from the CIP Budget Study Session into the Proposed Capital Budget brought to the City Council Budget Public Hearing that occurs in late May or early June. Council to provide any final comments or direction for budget adoption. 2.Budget Adoption The Operating and Capital Budgets are brought to Council in June with all final direction incorporated into the final summaries. Council is asked to adopt the budget at this time, with budget funding effective on July 1 st , the start of the next fiscal year. 3.Funding Process Follow-up Approved Cl P projects that do not receive funding allocations are assigned to the CIP Unfunded List. The CIP Unfunded List has a life span of one budget cycle meaning the budget adoption keeps the Unfunded CIP Project for consideration as a potential project in the following fiscal year CIP project discussions. 61 Capital Improvement Program (CIP) Project Review Package January 30, 2024 62 Page 1 63 Page 2 64 Page 3 65 2024-25 Funding Request: Priority & Dedicated Projects Page 4 66 2024-25 Preliminary Proposed Budget Capital Improvement Program Budget Update Pavement Management Program (PMP) Project No. 9111-003 Project Manager – Emma Burkhalter, Associate Civil Engineer 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: In the most recent assessment in 20192022, the City’s overall PCI was calculated to be 6769. 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. According to a 2021the Coty’s 2022/23 assessment study, an annual PMP project of $4.4 million would maintain the current measured PCI of 6769, and a project of $7 8 million increases the PCI by 5 points over 5 years. Saratoga does not have a structural funding source to fill the gap of $1.42.6 to $4.4 million necessary to maintain or improve the current PCI. Project Milestones Identified/proposed Approved/funded 2016-17 Design/Construction ongoing Completion n/a Excellent Very good Good Poor Very Poor 90 to 100 70 to 89 50 to 69 25 to 49 0 to 24 Page 5 67 Pavement Management Program (PMP) (continued) Project No. 9111-003 Each year, approximately $200,000 is used for improvements such as signage installations, engineering studies, roadway striping, curb and gutter repair, materials purchases, and other miscellaneous repairs within the City rights-of-way. Funding Source: 20243-244 revenue dedicated to the PMP totals an estimated $2.6 million, 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. The 2023-242024-25 budget includes $1.34 million in additional project fund from the General Fund’s Future Capital Reserve. Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 2,950,818 2,950,818 0 481 Gas Tax 1,612,299 1,612,299 0 Total 4,563,117 4,563,117 0 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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: Note: - need the Gas Tax revenue estimates for FY2024-25 Note: Measure B Allocations FY2023-24 765,494.16 FY2024-25 795728.85 Page 6 68 2024-25 Preliminary Proposed Budget Capital Improvement Program Budget Update Annual Roadway Safety & Traffic Calming Project No. 9121-001 Project Manager – Emma Burkhalter, Associate Civil Engineer 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. Occasionally, more costly remediation is warranted, and Roadway Safety and Traffic Calming funds are used. Examples include speed humps, radar signs, medians chockers, bulb-outs, and enhanced crosswalks. Additionally, the TSC reviews the Unfunded CIP traffic projects each year and prioritizes according to safety and proximity to schools. Funding Source: General Fund Expenditure Budget: 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 362,586 210,000 152,586 150,000 302,586 Total 362,586 210,000 152,586 150,000 302,586 Operating Budget Impact (if any): None Mid-year adjustment $ amount and explanation: None Project Milestones Identified/proposed 2008 Approved/funded 2020-21 Design/Construction ongoing Completion n/a Page 7 69 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 Page 8 70 2024-25 Preliminary Proposed Budget  Capital Improvement Program Budget Update  Annual Sidewalks, Curbs & Gutters, Storm drains, Bridges Maintenance and Repair Project No. 9141-005 Project Manager - Rick Torres, Public Works Manager 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. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 322,915 322,900 15 250,000 250,015 Total 322,915 322,900 15 250,000 250,015 Operating Budget Impact (if any): None Mid-year adjustment $ amount and explanation: None Project Milestones Identified/proposed Approved/funded 2016-17 Design/Construction ongoing Completion n/a Page 9 71 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: Page 10 72 2024-25 Preliminary Proposed Budget   Capital Improvement Program Budget Update  Annual Retaining Wall Maintenance & Repairs Project No. 9153-003 Project Manager - Poh Yee, Civil Engineer 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, winterWinter 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. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 532,401 132,401 400,000 200,000 600,000 Total 532,401 132,401 400,000 200,000 600,000 Operating Budget Impact (if any): None Mid-year budget adjustment $ amount and explanation: None Project Milestones Identified/proposed 2016-17 Approved/funded 2017-18 Design/Construction ongoing Completion n/a Page 11 73 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 12 74 2024-25 Preliminary Proposed Budget   Capital Improvement Program Budget Update  Annual Parks, Trails, Grounds, & Medians Infrastructure Project No. 9211-001 Project Manager – Shawn Gardner, Public Works Manager 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. In 2021-22, the City Council increased the priority project funding goal from $125,000 to $250,000. • 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 & 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. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 412 CIP Park & Trails 400,755 150,000 250,755 250,000 500,755 Total 400,755 150,000 250,755 250,000 500,755 Operating Budget Impact (if any): None Mid-year adjustment $ amount and explanation: None Project Milestones Identified/proposed 2011-12 Approved/funded 2011-12 Design/Construction ongoing Completion n/a Page 13 75 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: Page 14 76 2024-25 Preliminary Proposed Budget    Capital Improvement Program Budget Update  Annual Hakone Gardens Infrastructure Improvements Project No. 9222-004 Project Manager - Poh Yee, Civil Engineer 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 May 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. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 412 CIP Park & Trails 12,990 0 12,990 25,000 37,990 422 Park-in-Lieu 82,011 0 82,011 0 82,011 Total 95,001 0 95,001 25,000 120,001 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none Project Milestones Identified/proposed Approved/funded 2008-09 Design/Construction ongoing Completion n/a Page 15 77 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: Page 16 78 2024-25 Preliminary Proposed Budget     Capital Improvement Program Budget Update  Annual Public Art Infrastructure Project No. 9443-003 Project Manager - – Leslie Arroyo, Assistant City ManagerJames Lindsay, City Manager This priority capital project would fund various public art projects in the City. In 2016, the City Council established a public art committee to make recommendations related to the City’s public art efforts. Since then, 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. In December 2023, the City Council voted to disband the Public Art Commission and merge it with the Library and Community Engagement Commission to now be called the Library and Public Art Commission. 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. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 414 CIP Admin & Tech 103,669 0 103,669 25,000 128,669 Total 103,669 103,669 25,000 128,669 Operating Budget Impact (if any): Mid-year adjustment $ amount and explanation: 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: Project Milestones Identified/proposed 2019 Approved/funded 2019-20 Design/Construction Ongoing Completion n/a Page 17 79 2024-25 Preliminary Proposed Budget     Capital Improvement Program Budget Update  Civic Theater Annual Improvements Project No. 9322-001 Project Manager – Thomas Scott, Facilities Manager 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 visit Saratoga restaurants and shops before or after attending shows. Most Theater improvements are performed by contractors and supervised by staff. Funding Source: Fee revenue Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 413 CIP Facility 66,385 10,975 55,410 35,000 90,410 Total 66,385 10,975 55,410 35,000 90,410 Operating Budget Impact (if any): Mid-year adjustment $ amount and explanation: Project Milestones Identified/proposed Approved/funded 2008-09 Design/Construction ongoing Completion n/a Page 18 80 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: Page 19 81 Page 20 82 2024-25 Funding Request: Exis�ng Projects Page 21 83 2024-25 Preliminary Proposed Budget    Capital Improvement Program Budget Update  Saratoga Village to Quarry Park Walkway Project No. 9277-004 Project Manager - John Cherbone, Public Works Director This 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 willis 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 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. Recent Federal legislation awarded $1.52 million to support this project. Funding Source: General Fund & Grant Funds Project Milestones Identified/proposed Approved/funded 2017-18 Design/Construction tbd2024-25 Completion tbd2026-27 Page 22 84 Saratoga Village to Quarry Park Walkway (continued) Project No. 9277-004 Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 412 CIP Park & Trails 228,989 0 228,989 1,011 230,000 422 Park-in-Lieu 223,811 73,811 150,000 0 150,000 432 Grant 1,520,000 0 1,520,000 0 1,520,000 Total 1,972,800 452,800 73,811 1,898,989 1,011 1,900,000 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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 X Community Engagement Federal or State mandate Environmental Sustainability Other: NOTE: need to increase the total available CIP fund budget to 380,000 which is the required local match for the grant.. Need to add the grant award to the budget Page 23 85 2024-25 Preliminary Proposed Budget    Capital Improvement Program Budget Update  Park and Trail Fire Mitigation Project No. 9281-005 Project Manager - Shawn Gardner, Public Works Manager Drought conditions have created high fire danger within the City Wildland Urban Interface (WUI) area. The project removes brush and dead trees to create defensible space between City land and private property. Creating this defensible space will improve safety. If not completed residential areas adjacent to City properties will be subject to increased fire danger. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 412 CIP Park & Trails 100,000 100000 0 100000 100000 422 Park-in-Lieu 100,000 100000 0 0 0 Total 200,000 200000 0 100000 100000 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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 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 X Other: Project Milestones Identified/proposed Approved/funded 2022-23 Design/Construction ongoing Completion n/a Page 24 86 2024-25 Preliminary Proposed Budget    Capital Improvement Program Budget Update  Blue Hills Elementary Pedestrian Crossing at Union Pacific Railroad Project No. 9274-002 Project Manager - Mainini Cabute, Environmental Programs Manager This project (formally named Guava/Fredericksburg Entrance & Railroad Crossing) funds the removal of the Guava Court barrier allowing access from Guava Ct. to Fredericksburg Dr. (Access) near Joe’s Trail. In 2007, the pedestrian crossings connecting Fredericksburg Drive and Guava Court were declared unsafe by the California Public Utilities Commission (CPUC) and were closed. Since that time, the City of Saratoga has developed Joe’s Trail at Saratoga De Anza. In September 2012, residents living near the Fredericksburg and Guava Court access points expressed interest in reopening the crossing. After making improvements to resolve safety issues cited by the CPUC, the City reopened the Fredericksburg entrance to connect to Joe’s Trail. The Guava Court entrance on the other side of the railroad tracks was not reopened, as it requires an easement as well as pathway and safety improvements. Neighbors believe that reopening the access point at Guava Court would eliminate the need to travel along an arterial street and thereby provide a safer option for pedestrians and bicyclists. The City reached out to Union Pacific Railroad (UPRR) and the CPUC to start the process of reopening the Guava Court access. After working with UPRR and CPUC, the City submitted a formal application in April 2017 to CPUC to open a pedestrian/ bicycle crossing. In June, the City received a response that our application met CPUC requirements and would be reviewed by an Administrative Law Judge within an 18-month review period, which was subsequently extended for an additional four months. The CPUC approved the application in February 2019 for project completion by March 2022, and now extended to January 31, 2025. The estimated project cost is $1.5 million including design ($227,000), construction ($1,190,000) and citywide railroad crossing mitigation improvements required by Union Pacific Railroad ($262,000). The City Council approved $50,000 in 2019-20 and $250,000 in 2020-21 to augment grant application scoring. Funding may be allocated as the matching funds for the Saratoga Village to Quarry Park Walkway project if such a grant is awarded. The Blue Hills Pedestrian Crossing at UPRR project (formally named Guava/Fredericksburg Entrance & Railroad Crossing) will construct an at-grade pedestrian crossing connecting Fredericksburg Drive and Guava Court, which will enhance pedestrian connectivity to Blue Hills Elementary School. As part of the process of reopening a crossing, UPRR requires that cities Project Milestones Identified/proposed Approved/funded 2013-14 Design/Construction 2023-24 & 2024-25 Completion 2024-25 Page 25 87 close three existing railroad crossings. Due to the City’s inability to close three crossings, UPRR instead requires the City to upgrade pedestrian and bicycle facilities at the following four railroad crossings citywide: Glen Brae Drive, Cox Avenue, Saratoga-Sunnyvale Road, and Arroyo de Arguello. The specific upgrades at these four locations have been identified by the California Public Utilities Commission and focuses on improving pedestrian and bicycle access and safety. The proposed pedestrian crossing and the four railroad crossing upgrades are all part of this project. The scope of this original contract, which began in 2016 focused mostly on the pedestrian crossing at Fredericksburg Drive and Guava Court and the four railroad crossing upgrades. Subsequently, the design work for the contract was amended to include drainage repairs and bioswales along the southside of Guava Court. However, in 2021, the City received funding from the American Rescue Plan Act (ARPA) and the stormwater improvements at Guava Court was an eligible project for funding and was therefore removed from the Blue Hills Pedestrian Crossing project. To date, the City has paid approximately $383,000 for this project, which includes design work with BKF Engineering and consulting with UPRR. To pay for the upcoming costs, such as final design work for the project and construction, the City will use two grants it recently received totaling $3 million. On June 23, 2021, the MTC Board approved the Blue Hills project to receive $1.8 million in Safe and Seamless Mobility Quick Strike Program funding. The grant requires a local match in the amount of $234,000. The grant approved projects that emphasized bicycle and pedestrian safety and mobility, connections to transit and projects that advance equitable mobility. The Blue Hills Pedestrian Crossing at UPRR project will connect two neighborhoods in Saratoga and allow community members, especially the Greenbrier neighborhood, to easily access Joe’s trail and various destinations by bike and on foot. A resolution receiving this grant was approved by the City Council in November 2021. In early 2023, Caltrans notified Saratoga public works staff that Saratoga had a $1.2 million allocation from the state’s Priority Legislative Budget Projects (PLBP) process. The $1.2 million funding is earmarked for pedestrian safety improvements at railroad crossings. City staff worked with Caltrans to develop a Fund Transfer Agreement and resolution, which City Council approved at its July 5, 2023 Council meeting. Staff submitted an invoice to Caltrans at the end of October 2023 and the City received the funds on November 15, 2023. Total available funding of $3,234,000 million will allow Saratoga to construct many, if not all, of the pedestrian safety improvements required by both the California Public Utilities Commission (CPUC) and UPRR. City staff is waiting on cost estimates from UPRR with hopes that this total funding will be sufficient to construct all of the improvements and complete the project. Funding Source: General Fund and Grant Funds, GRANT? Page 26 88 Blue Hills Elementary Pedestrian Crossing at Union Pacific Railroad (continued) Project No. 9274-002 Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 412 CIP Park & Trails 87,034 57,005.99 30,028.33 252,514 282,542.33 432 Park & Trails CIP Grant 13,0,200,000 0 3,000,000 0 3,000,000 Total 3,01,287,034 57,005.99 3,030,028.33 0 3,282,542.33 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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 Community Heritage Availability of external funding source X Community Engagement X Federal or State mandate X Environmental Sustainability Other: Note: RE Proposed Budget - Need to transfer over the balance from the close out of the Guava Court CIP (9141-007) this will provide the Local match for the MTC grant plus some extra funds for costs not covered by the grants. Page 27 89 2024-25 Preliminary Proposed Budget    Capital Improvement Program Budget Update  El Quito Park Pickleball Courts Project No. 9252-003 Project Manager - Shawn Gardner, Public Works Manager This project creates two pickleball courts in El Quito Park in light of the high demand communicated to the Parks and Recreation Commission. The existing tennis courts were considered for dual use but were removed from consideration following resident feedback. Funding Source: Park In-Lieu Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 422 Park-in-Lieu 1,515 0 1,515 6,830 8,345 Total 1,515 0 1,515 6,830 8,345 Operating Budget Impact (if any): None Mid-year adjustment $ amount and explanation: None 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 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 Environmental Sustainability Other: Project Milestones Identified/proposed 2022-23 Approved/funded 2022-23 Design/Construction 2022-23 Completion 20232024- 25 Page 28 90 2024-25 Preliminary Proposed Budget     Capital Improvement Program Budget Update  ADA Transition Plan Implementation Project No. 9443-002 Project Manager - John Cherbone, Public Works Director This project (formally named Citywide Accessibility Needs Assessment) would assess compliance with accessibility requirements for City parking areas and traffic signals. There are a number of regulations that help ensure people with disabilities can access buildings, parks, parking, and other facilities. For example, there are specifications establishing minimum ratios of accessible parking spaces in parking lots and requirements for minimum width for parking spaces and access aisles to provide individuals in wheelchairs or with mobility limitations with sufficient room to exit or enter vehicles. This project would assess the City’s compliance with accessibility requirements across City parking lots, including those owned or leased by the City, and traffic signals. Additionally, the project would outline implementation strategies to bring the City into compliance with accessibility requirements, if necessary. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 414 CIP Admin & Tech 126,117 28,717 97,401 100,000 197,401 Total 126,117 28,717 97,401 100,000 197,401 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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 Community Heritage Availability of external funding source Community Engagement Federal or State mandate Environmental Sustainability Other: Project Milestones Identified/proposed Approved/funded 2018-19 Design/Construction 2022-23 & 2023-24 Completion 2023- 242024-25 Page 29 91 2024-25 Preliminary Proposed Budget      Capital Improvement Program Budget Update  General Plan & Advance Planning Update Project No. 9451-002 Project Manager – Bryan Swanson, Community Development Director Although the General Plan 2040, which includes the Housing Element, the Circulation Element, Open Space Element, Land Use Element, and Safety Element will be completed by June 30, 2024, fees are still being collected for the next General Plan Update. The General Plan and Advanced Planning policy document contains approved long-range policies of acceptable land uses for the city. Each city adopts and periodically updates its General Plan and Advanced Planning policy documents to guide the long-term growth and land development of the community. The General Plan and Advanced Planning policy documents are the foundation for establishing goals, purpose, zoning and activities to ensure compatibility and continuity throughout the city. As the legislature requires a city’s zoning and subdivision approvals be consistent with their adopted General Plan, updates to the General Plan must be made in conjunction with development related code changes. Development fees are collected to provide the funding needed to meet this requirement as a result of changing land uses in the community. Government code dictates that the General Plan contain seven mandatory elements: land use, circulation, housing, conservation, open space, noise, and safety. As each of these elements require technical expertise, consultants and attorneys are retained to assist with the updates. Additionally, the State Planning Law also allows for specific plans to serve as “mini-General Plans” for predesignated and defined planning areas such as the City’s Hillsides or The Village. Most communities update their Specific Plans overtime in conjunction with periodic updates of their General Plan and sub-elements. Updates to the Circulation, Open Space/Conservation, and Land Use Elements are scheduled to be completed by 2019. On December 20, 2017, The City Council allocated an additional $57,909 to the project to fund the costs associated with these updates. The update to the Housing Element is scheduled to be completed in 2023. On December 21, 2022, City Council allocated an additional $65,000 to complete the Housing Element Update project and General Plan Amendment Environmental Impact Report. On November 15, 2023, the City Council allocated an additional $218,794 to complete the Housing Element Update project and General Plan Amendment Environmental Impact Report. These funds included a transfer of $76,000 from the General Plan Update Capital Improvement Project. Funding Source: Fee revenue Project Milestones Identified/proposed Approved/funded 2014-15 Design/Construction Completion Page 30 92 General Plan & Advance Planning Update (continued) Project No. 9451-002 Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 414 CIP Admin & Tech 232,385 119,303 113,082 0 113,082 434 Admin & Tech CIP Grant -76,723 193,000 -269,723 200,000 -69,723 Total 155,663 312,303 -156,640 200,000 43,359 Operating Budget Impact (if any): Mid-year adjustment $ amount and explanation: 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 x Environmental Sustainability Other: Page 31 93 2024-25 Preliminary Proposed Budget    Capital Improvement Program Budget Update  Open Work Space/ Office Conversion Feasibility, Design & Build & Design Project No. 9321-017 Project Manager – Thomas Scott, Facilities Manager This project would convert cubicles to offices at the City Hall buildings. These conversions would include offices for the Public Works Environmental Programs Manager, the Code Enforcement Officer, and the 2 Building Inspectors. Also in the Corporation Yard, an existing office would be converted to two officers for the two Streets Lead Workers. 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 input from the staff to ensure that all upgrades will benefit the work areas. A cost study will be completed based on the final scope of work. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 413 CIP Facility 78,100 4,000 74,100 25,900 100,000 Total 78,100 4,000 74,100 25,900 100,000 Operating budget Impact (if any): Project Milestones Identified/proposed Approved/funded 2021-22 Design/Construction Completion Page 32 94 Mid-year adjustment $ amount and explanation: 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 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 95 2024-25 Preliminary Proposed Budget      Capital Improvement Program Budget Update  Landscape & Lighting District Initiation Match Program Project No. 9442-001 Project Manager - John Cherbone, Public Works Director This project provides matching funds for initial landscaping improvements to encourage neighborhood associations to enter into a Landscape and Lighting District arrangement with the City. The LLD Initiation Match Program is available for new districts formed within the City of Saratoga. This project provides matching funds for initial landscaping improvements to encourage neighborhood associations to enter into a Landscape and Lighting District arrangement with the City. It also funds the initial assessment engineering and public noticing costs incurred in the formation of new LLDs. Improvements are typically made along City arterials leading into a neighborhood, thereby providing a beautiful gateway entrance. New LLDs have also be formed to fund the installation of automa�c license plate readers (ALPR) in the public right of way. District assessments will fund the subsequent upkeep of the improvements, including water, lighting, and landscape maintenance costs as well as the ALPRs. This project represents a $50,000 contribution of City funds to be provided to new Landscape and Lighting Districts (LLD) on a 50 percent match basis, up to $25,000, toward initial improvements to be completed at the onset of the new LLD. The program is intended to encourage residents to form a neighborhood assessment district by matching the district’s initial assessment with funds from the City, thereby enabling the quick implementation of landscape and/or lighting improvements within a newly formed district. Grant funding matches of up to a maximum of $25,000 per district initiation will be transferred to a new LLD upon district agreement and receipt of initial assessments. LLD expenditures will not be accounted for directly in this project. To date, the program has supported the development of the following new districts; Allendale, Covina, and Brookglen,. With iImprovements includinded entryway beautification, landscaping, signage, lighting, and irrigation. It has also supported the initiation of several new LLDs formed for the purpose of funding installation and annual costs of ALPRs in neighborhoods including Saratoga Wood, Gardiner Park, Lower Pierce, Burgundy, Golden Triangle and Austin-Bainter. Funding Source: General Fund Project Milestones Identified/proposed Approved/funded 2016-17 Design/Construction ongoing Completion n/a Page 34 96 Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 414 CIP Admin & Tech -7,344 0 7344 25000 17656 Total -7,344 0 7344 25000 17656 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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: Page 35 97 2024-25 Preliminary Proposed Budget     Capital Improvement Program Budget Update Community Development Software Technology Management Project No. 9415-004 Project Manager – Bryan Swanson, Community Development Director This project accounts for technology fee revenues and expenditures in support of community development software technology. The current fee and expenditure structure shifted from the operating budget to the capital budget to isolate the functions, clarify the nexus, and track dedicated revenues for multi-year operational expenses. In 2020-21, a separate technology fee was implemented and accounted for in the Software Technology Management project. This project remains for document management related revenues and expenditures. The previous Community Development Document Management CIP project has been closed and the 2023/24 Fee Schedule updated. Although many documents now come into Community Development in electronic form, there are still previous documents that need to be converted into a digitized format. This project remains for document management related revenues and expenditures. In 2022-2023, 75 boxes of older documents were sent to an outside company for conversion. Funding Source: Fee revenue Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 414 CIP Admin & Tech 108,138 47,657 60,481 140,500 200,981 Total 108,138 47,657 60,481 140,500 200,981 Operating Budget Impact (if any): Mid-year adjustment $ amount and explanation: Project Milestones Identified/proposed 2008 Approved/funded 2020-21 Design/Construction ongoing Completion n/a Page 36 98 City Council Adopted Strategic Goals & Prio rities 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: Page 37 99 Safe Routes to School Needs Assessment and Outreach Project No. 9443-004 Project Manager - Mainini Cabute, Environmental Programs Manager 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: • Conceptual plan drawings of traffic safety improvements near schools, prioritize based on safety, to promote pedestrian and bike travel. • School maps, developed for each school, to show the distribution of students around the community, identifying corridors that should be improved. • An enforcement evaluation that reviews and improves signage and/or markings to allow for effective enforcement. *In addition, the project includes efforts in outreach and education aimed to inform residents of safe pedestrian and bicycle rider practices and routes. The City receives a community outreach grant from the VTA for educa�on and encouragement of bicycle and pedestrian ac�vi�es and projects. The grant alloca�on varies from year to year. To date, the City has expended $33,436 of the alloca�ons received and has an available balance of $184,567.55 including the alloca�on for FY 2024-25. Funding Source: General Fund Expenditure Budget 2022-232023-24 2023-242024-25 Fund Budget Est. Actual Est. Carryover Adopted Additions Est. Total Budget 8116 -–– 414 ConstructionGeneral Fund 78,31215747.99 - 78,31215747.99 - 78,31215747.99 434 - Grant funds 155260.76 155260.76 29306.79 184567.55 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 Project Milestones Identified/proposed 2021-22 Approved/funded 2021-22 Design/Construction 2022-23 Education and Outreach 2023-24 Completion 2022- 232025-26 Page 38 100 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 Environmental Sustainability Other: Note: need the fund balances to be moved to the Implementa�on CIP, then this can be closed out. .* The VTA Grant for outreach and educa�on is currently recorded under the Safe Routes To School Assessment CIP. Beginning FY2024-25 this grant will be recorded as part of the Safe Routes to School Implementa�on Project. Therefore, we need to transfer balances from 9443-004 to this CIP. We can then Close out 9443-004. FYI RE the VTA Outreach Grant: These are the alloca�ons we have for Saratoga: FY 18: $24,048.00 FY 19: $24,048.00 FY 20: $24,404.19 FY 21: $24,404.19 FY 18 – 21 Clean Up: $3,103.78 FY 22: $36,112.77 FY 23: $28,129.25 FY 24: $24,447.00 Total thru FY 24: $188,697.18 FY 25 (avail in FY25): $29,306.79 Expended: $33,436.42 Total thru FY24/Available now: $155,260.76 Page 39 101 2024-25 Preliminary Proposed Budget     Capital Improvement Program Budget Update  PEG Projects Project No. 9322-013 Project Manager - – Public Information OfficerThomas Scott, Facilities Manager Pursuant to Section 611 of the Communications Act, The City of Saratoga requires cable operators to set aside channels for public, educational, or governmental ("PEG") use and provide funds for equipment for local studios for these channels and operating funds to cover the expenses of operating the studios. The City receives approximately $80,000 each year in PEG funds from various cable operators. As of the end of FY 2018/19, the balance of PEG fees is estimated to be $260,800. The City has partnered with the local Saratoga Community Access Television station (KSAR) to use the funds for improvement of the local television equipment. However, the funds have accumulated to a position which may allow the City to move forward on a major project that will augment the City’s local broadcasting abilities. This project will account for the PEG funds and subsequent use if the Council identifies and approves an appropriate project at a future time. Funding Source: Fee revenue from cable operators Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 413 CIP Facility 195,915 5,000 6,000 190,915 1 89,915 189,915 80,000 270,915269,915 Total 195,915 6,000 189,915 80,000 269,915 Operating budget Impact (if any): Mid-year adjustment $ amount and explanation: 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 X 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: Project Milestones Identified/proposed Approved/funded 2019-20 Design/Construction ongoing Completion n/a Page 40 102 Page 41 103 Page 42 104 2024-25 Funding Request: Council-Staff Nominated Projects Page 43 105 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Prospect Center Parking Lot Improvements CIP Category Streets Project No. 411.9xxx-xxx Description Construction of the ARPA funded Green Infrastructure Improvements Project at Prospect Center in 2023, resulted in the loss of 10 existing parking spaces from the frontage of the Center. This CIP will replace the lost parking spaces by adding 11 new parking spaces to the Prospect Center Lot. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 75,000 Transfers from General Fund 75,000 Preliminary 2024-25 budget request 75,000 5-year projected requirements, unfunded 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 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/Timeline Project Manager Macedonio Nunez, City Engineer Project identified and proposed 2023-24 Project Team Macedonio Nunez, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2024-25 Completion 2024-25 Page 44 106 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Emergency Power for EOC – Remote Location, Warner Hutton House CIP Category Facilities Project No. Description This project will fund a generator system for the Warner Hutton House. The Warner Hutton House has been designated as an adjunct for the City of Saratoga Emergency Operations Center (EOC), specifically as an area for the City Council and Press representatives to meet during an emergency to the City or County. Currently the building cannot be connected to a backup generator and is without power during outages, which would impact the smooth running of the EOC. This project would including engineering designs for the system, a natural gas backup generator system with a transfer switch and all of the specialized conduits and wiring for connecting the generator to the building. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Transfers from General Fund $50,000 Grant Funds from Defunded Project Preliminary 2024-25 budget request $50,000 5-year projected requirements, unfunded City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship Health and safety issue x 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 Environmental Sustainability Other: Additional Resource Requirements Project Milestones/Timeline Project Manager Thomas Scott Project identified and proposed Project Team City Council approved and funded Operating budget impacts Design Construction Completion Page 45 107 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Bohlman Road Stabilization CIP Category Streets Project No. 411.9xxx-xxx Description This project would fund stabilization of Bohlman Road to prevent further damage from landslides. This project is located on Bohlman Road. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 3,000,000 Transfers from General Fund 3,000,000 Preliminary 2024-25 budget request 3,000,000 5-year projected requirements, unfunded 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: Additional Resource Requirements Project Milestones/Timeline Project Manager Emma Burkhalter, Associate Engineer Project identified and proposed 2023-24 Project Team Emma Burkhalter, Macedonio Nunez, Poh Yee, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2025-26 Completion 2026-27 Page 46 108 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Diamond Oaks Court Stabilization CIP Category Streets Project No. 411.9xxx-xxx Description This project would fund stabilization of Diamond Oaks Court to prevent further damage from landslides. This project is located on Diamond Oaks Court near 21329 Diamond Oaks Court. In September 2021, City staff was made aware of potential ground movement on Diamond Oaks Court. The failed section of roadway was repaired in early 2022, and it was determined that the existing retaining walls would need replacement. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 1,000,000 Transfers from General Fund 1,000,000 Preliminary 2024-25 budget request 1,000,000 5-year projected requirements, unfunded 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: Additional Resource Requirements Project Milestones/Timeline Project Manager Emma Burkhalter, Associate Engineer Project identified and proposed 2023-24 Project Team Emma Burkhalter, Macedonio Nunez, Poh Yee, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2025-26 Completion 2026-27 Page 47 109 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Mt Eden Road Stabilization 1 CIP Category Streets Project No. 411.9xxx-xxx Description This project would fund stabilization of Mt Eden Road at Location 1 (Garrod Road) to prevent further damage from landslides. This project is located on Mt Eden Road, just north of Garrod Road. Cotton Shires and Associates installed an inclinometer at this location in 2018 and have been monitoring it since. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 2,000,000 Transfers from General Fund 2,000,000 Preliminary 2024-25 budget request 2,000,000 5-year projected requirements, unfunded 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: Additional Resource Requirements Project Milestones/Timeline Project Manager Emma Burkhalter, Associate Engineer Project identified and proposed 2023-24 Project Team Emma Burkhalter, Macedonio Nunez, Poh Yee, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2025-26 Completion 2026-27 Page 48 110 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Mt Eden Road Stabilization 2 CIP Category Streets Project No. 411.9xxx-xxx Description This project would fund stabilization of Mt Eden Road at Location 2 (Eden Valley Ct) to prevent further damage from landslides. This project is located on Mt Eden Road, at approximately Eden Valley Court. City staff was made aware of potential ground movement in October 2021, and the City’s geotechnical consultants, Cotton Shires and Associates, installed three inclinometers in early 2022 to track the ground movement. Approximately $100,000 in emergency road repairs were made in November/December 2021, but cracks continue to form and present hazards, so permanent stabilization is required. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 2,000,000 Transfers from General Fund 2,000,000 Preliminary 2024-25 budget request 2,000,000 5-year projected requirements, unfunded 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: Additional Resource Requirements Project Milestones/Timeline Project Manager Emma Burkhalter, Associate Engineer Project identified and proposed 2023-24 Project Team Emma Burkhalter, Macedonio Nunez, Poh Yee, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2025-26 Completion 2026-27 Page 49 111 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Old Oak Way Stabilization CIP Category Streets Project No. 411.9xxx-xxx Description This project would fund stabilization of Old Oak Way to prevent further damage from landslides. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 1,000,000 Transfers from General Fund 1,000,000 Preliminary 2024-25 budget request 1,000,000 5-year projected requirements, unfunded 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: Additional Resource Requirements Project Milestones/Timeline Project Manager Emma Burkhalter, Associate Engineer Project identified and proposed 2023-24 Project Team Emma Burkhalter, Macedonio Nunez, Poh Yee, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2025-26 Completion 2026-27 Page 50 112 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Orchard Asphalt Pathway Replacement CIP Category Streets Project No. 411.xxxx Description Remove and replace existing asphalt pathway adjacent to the Orchard along Saratoga Avenue and Fruitvale Avenue to mitigate tripping hazards and increase pedestrian safety. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Project labor and materials 210,000 Transfers from General Fund 210,000 Preliminary 2024-25 budget request 210,000 5-year projected requirements, unfunded 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/Timeline Project Manager Rick Torres, Streets Manager Project identified and proposed December 2023 Project Team City Council approved and funded 2023-24 Operating budget impacts Design na Construction 2024-25 Completion 2024-25 Page 51 113 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Palomino Way Stabilization CIP Category Streets Project No. 411.9xxx-xxx Description This project would fund stabilization of Palomino Way to prevent further damage from landslides. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 500,000 Transfers from General Fund 500,000 Preliminary 2024-25 budget request 500,000 5-year projected requirements, unfunded 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: Additional Resource Requirements Project Milestones/Timeline Project Manager Emma Burkhalter, Associate Engineer Project identified and proposed 2023-24 Project Team Emma Burkhalter, Macedonio Nunez, Poh Yee, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2025-26 Completion 2026-27 Page 52 114 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Parker Ranch Outfall and Culvert Repairs CIP Category Streets Project No. NEW FEMA FUND? Description During the January 2023 storms, a culvert and outfall at Parker Ranch, adjacent to a City Trail failed, causing severe erosion. The trail segment has been temporarily closed until repairs are completed. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 149,600 Reimbursements From FEMA 149,600 Preliminary 2024-25 budget request 149,600 5-year projected requirements, unfunded 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 x Community Engagement Federal or State mandate Environmental Sustainability x Other: Additional Resource Requirements Project Milestones/Timeline Project Manager Macedonio Nunez Project identified and proposed 2023-24 Project Team Macedonio Nunez, Poh Yee, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2024-25 Completion 2024-25 Page 53 115 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Pedestrian Streetlights CIP Category Streets Project No. 411.9xxx-xxx Description This project would fund the installation of streetlights at crosswalks identified by the Traffic Safety Commission. The crosswalk locations are as follows: Saratoga Avenue at Crestbrook Drive, Fruitvale Avenue at Douglass Lane, Fruitvale Avenue at Farwell Avenue, Fruitvale Avenue at Three Oaks Way, Cox Avenue at Glen Brae Drive, Cox Avenue at Sea Gull Way, and Cox Avenue at Cumberland Drive and Cox Avenue at DeHavilland Drive. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Labor and materials 400,000 Transfers from General Fund 400,000 Preliminary 2024-25 budget request 400,000 5-year projected requirements, unfunded 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 Environmental Sustainability Other: Additional Resource Requirements Project Milestones/Timeline Project Manager Emma Burkhalter, Associate Engineer Project identified and proposed 2023-24 Project Team Emma Burkhalter, Poh Yee City Council approved and funded Operating budget impacts Operating budget costs for the electricity usage of the new streetlights would need to be budgeted in the years following installation. Design na Construction 2024-25 Completion 2024-25 Page 54 116 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Pierce Road Culvert Repairs CIP Category Streets Project No. NEW FEMA FUND? Description This project will replace a culvert at Pirce Road that failed during the January 2023 storms. The failed culvert caused severe erosion to the roadway embankment. Emergency roadway repairs prevented complete failure of the roadway at the time. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 255,200 FEMA Reimbursement 255,200 Preliminary 2024-25 budget request 255,200 5-year projected requirements, unfunded 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 x Community Engagement Federal or State mandate Environmental Sustainability x Other: Additional Resource Requirements Project Milestones/Timeline Project Manager Macedonio Nunez Project identified and proposed 2023-24 Project Team Macedonio Nunez, Poh Yee, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2024-25 Completion 2024-25 Page 55 117 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Pierce Road Stabilization 1 CIP Category Streets Project No. 411.9xxx-xxx Description This project would fund stabilization of Pierce Road at Location 1 (Masson Court) to prevent further damage from landslides. This project is located on Pierce Road at approximately Masson Court. Cotton Shires and Associates installed two inclinometers at this location in 2018 and have been monitoring the movement since. In 2018, City staff spent approximately $300,000 leveling and repaving the heavily damaged roadway. By late 2019, cracks had already opened up, indicating a need for permanent stabilization. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 3,000,000 Transfers from General Fund 3,000,000 Preliminary 2024-25 budget request 3,000,000 5-year projected requirements, unfunded 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: Additional Resource Requirements Project Milestones/Timeline Project Manager Emma Burkhalter, Associate Engineer Project identified and proposed 2023-24 Project Team Emma Burkhalter, Macedonio Nunez, Poh Yee, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2025-26 Completion 2026-27 Page 56 118 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Pierce Road Stabilization 2 CIP Category Streets Project No. 411.9xxx-xxx Description This project would fund stabilization of Pierce Road at Location 2 (Palomino Way) to prevent further damage from landslides. This project is located on Pierce Road at approximately Palomino Way. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 500,000 Transfers from General Fund 500,000 Preliminary 2024-25 budget request 500,000 5-year projected requirements, unfunded 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: Additional Resource Requirements Project Milestones/Timeline Project Manager Emma Burkhalter, Associate Engineer Project identified and proposed 2023-24 Project Team Emma Burkhalter, Macedonio Nunez, Poh Yee, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2025-26 Completion 2026-27 Page 57 119 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Sarahills Drive Stabilization CIP Category Streets Project No. 411.9xxx-xxx Description This project would fund stabilization of Sarahills Drive to prevent further damage from landslides. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 1,000,000 Transfers from General Fund 1,000,000 Preliminary 2024-25 budget request 1,000,000 5-year projected requirements, unfunded 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: Additional Resource Requirements Project Milestones/Timeline Project Manager Emma Burkhalter, Associate Engineer Project identified and proposed 2023-24 Project Team City Council approved and funded Operating budget impacts Design 2024-25 Construction 2025-26 Completion 2026-27 Page 58 120 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Saraview Drive at Saraview Court Intersection Regrade CIP Category Streets Project No. 411.9xxx-xxx Description Roadway improvements to regrade the intersection of Saraview Drive and Saraview Court to conform with current standards. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 200,000 Transfers from General Fund 200,000 Preliminary 2024-25 budget request 200,000 5-year projected requirements, unfunded City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship Health and safety issue Public Safety 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: Additional Resource Requirements Project Milestones/Timeline Project Manager Macedonio Nunez, City Engineer Project identified and proposed 2023-24 Project Team Macedonio Nunez, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2024-25 Completion 2024-25 Page 59 121 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Saratoga-Sunnyvale Road and Kirkmont Drive Signalization CIP Category Streets Project No. 411 Description This project would fund the design and installation of traffic signals at the Saratoga-Sunnyvale Road/Kirkmont Drive intersection. This intersection is currently unsignalized and has an existing crosswalk. The estimated cost of this project is $750,000. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Transfers from General Fund 750,000 Grant Funds from Defunded Project Preliminary 2024-25 budget request 5-year projected requirements, unfunded 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/Timeline Project Manager Project identified and proposed Project Team City Council approved and funded Operating budget impacts Design Construction Completion Page 60 122 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Chiquita Way Stabilization CIP Category Streets Project No. 411.9xxx-xxx Description This project would fund stabilization of Chiquita Way to prevent further damage from landslides. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 1,000,000 Transfers from General Fund 1,000,000 Preliminary 2024-25 budget request 1,000,000 5-year projected requirements, unfunded 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: Additional Resource Requirements Project Milestones/Timeline Project Manager Emma Burkhalter, Associate Engineer Project identified and proposed 2023-24 Project Team Emma Burkhalter, Macedonio Nunez, Poh Yee, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2025-26 Completion 2026-27 Page 61 123 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Bellgrove Park Playground Replacement CIP Category Parks and Trails Project No. 422.9252-00x / 272.5302.64549 Description Remove and replace the playground structure at Bellgrove Park to upgrade to one that is more compliant to the current standards. The existing play structure was installed in the 1990s. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Sources Amount Design, Labor and Materials 200,000 Tranfers from Park Development Fund 150,000 LLA Funds 50,000 Preliminary 2024-25 budget request $200,000 5-year projected requirements, unfunded 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 Environmental Sustainability Other: Additional Resource Requirements Project Milestones/Timeline Project Manager Shawn Gardner Project identified and proposed December 2023 Project Team Shawn Gardner, Martin Barajas City Council approved and funded 2023-24 Operating budget impacts Design na Construction 2024-25 Completion 2024-25 Page 62 124 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Citywide Parks ADA Concrete Pads at Picnic Tables CIP Category Parks and Trails Project No. 422.xxxx Description Install concrete pads for picnic tables at Wildwood Park(18), Quito Park(9) and Kevin Moran Park(8) for accessibility. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Project labor and materials 157,000 Transfers from Park Development Fund 157,000 Preliminary 2024-25 budget request 157,000 5-year projected requirements, unfunded 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: Additional Resource Requirements Project Milestones/Timeline Project Manager Shawn Gardner, Parks Manager Project identified and proposed December 2023 Project Team Shawn Gardner, Martin Barajas City Council approved and funded 2023-24 Operating budget impacts Design na Construction 2024-25 Completion 2024-25 Page 63 125 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Congress Springs Park Concrete Repairs CIP Category Parks and Trails Project No. 422.xxxx Description Remove and replace concrete square, slabs in turf area and paver lips at Congress Springs Park to mitigate tripping hazards. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Project labor and materials 85,000 Transfers from Park Development Fund 85,000 Preliminary 2024-25 budget request 85,000 5-year projected requirements, unfunded 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: Additional Resource Requirements Project Milestones/Timeline Project Manager Shawn Gardner Project identified and proposed December 2023 Project Team Shawn Gardner, Martin Barajas City Council approved and funded 2023-24 Operating budget impacts Design na Construction 2024-25 Completion 2024-25 Page 64 126 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Heritage Orchard Sign Replacement CIP Category Parks and Trails Project No. 422.xxxx Description Heritage Preservation Commission and the Parks and Recs Commission will form a joint task force to develop a design proposal for a new sign at the Heritage Orchard. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design, Labor and Materials 50,000 Transfers from Park Development Fund 50,000 Preliminary 2024-25 budget request 50,000 5-year projected requirements, unfunded 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 x Short-term cost of repair vs. long-term cost of replacement Community Heritage x Availability of external funding source Community Engagement x Federal or State mandate Environmental Sustainability x Other: Additional Resource Requirements Project Milestones/Timeline Project Manager Bridget Cash Project identified and proposed December 2023 Project Team Bridget Cash, Martin Barajas City Council approved and funded Operating budget impacts Design 2024-25 Construction/Installation 2024-25 Completion 2024-25 Page 65 127 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Historical Museum Landscaping CIP Category Parks and Trails Project No. 422.9xxx-xxx Description Landscape and irrigation improvements at the Historical Park to be done after the ongoing ADA improvements are completed. The design plans have been completed as part of the ADA improvements design. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Labor and materials 95000 Transfers from Park Development Funds 95000 Preliminary 2024-25 budget request 95000 5-year projected requirements, unfunded 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 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/Timeline Project Manager Shawn Gardener Project identified and proposed 2023-24 Project Team Shawn Gardner, Martin Barajas City Council approved and funded Operating budget impacts Design 2023-24 Construction 2025-26 Completion 2025-26 Page 66 128 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Annual Mechanical Weed Abatement CIP Category Parks and Trails Project No. 432 / 412.xxxx Description The City of Saratoga’s Integrated Pest management Policy and Standard Operating Procedures Stipulate the City aims to reduce or eliminate the use of chemicals to the maximum extent. Mechanical weed abatement on City Trails will reduce on-going dependence on chemical herbicides. Staff is currently working on a grant application to the Department of Pest Regulation (DPR) for this project. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Labor and Materials 125,000 Transfers from General Fund 50,000 Grant 75,000 Preliminary 2024-25 budget request 125,000 5-year projected requirements, unfunded 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 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 x Other: Additional Resource Requirements Project Milestones/Timeline Project Manager Bridget Cash Project identified and proposed December 2023 Project Team Bridget Cash, Martin Barajas City Council approved and funded Operating budget impacts Design na Construction 2024-25 Completion ongoing Page 67 129 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Residential Tree Planting Program CIP Category Parks and Trails Project No. 412.9xxx-xxx Description The City of Saratoga’s Climate Action Plan (CAP) 2030, adopted by the City Council in December 2020, recommends that the City continue to proactively increase carbon sequestration efforts to improve air quality and natural cooling through increasing tree cover in Saratoga. This Residential Tree Planting Program would be similar to the 2020 Trees by 2020 program that the City funded in 2016. This Program will require partnership with a tree supplier that will allow the City to subsidize trees purchased by private property owners in Saratoga for the purpose of planting in their front yards. If successful, this program will continue until 2030. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Cost-share for new residential tree planting 25,000 Transfers from General Fund 25,000 Preliminary 2024-25 budget request 25,000 5-year projected requirements, unfunded 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 x Other: Additional Resource Requirements Project Milestones/Timeline Project Manager Mainini Cabute Project identified and proposed December 2023 Project Team Mainini Cabute, Shawn Gardner, Martin Barajas City Council approved and funded Operating budget impacts Design na Construction na Completion Ongoing Page 68 130 Page 69 131 2024-25 Updates to Adopted Project Narra�ves Page 70 132 2024-25 Preliminary Proposed Budget   Capital Improvement Program Budget Update Prospect Road Improvements Project No. 9122-006 Project Manager - Macedonio Nunez, Engineering Services Manager 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: This phase 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: This phase 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 modification to 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. Funding Source: General Fund & Grant Funds Project Milestones Identified/proposed Approved/funded 2013-14 Design/Construction 2022- 232023-24 Completion 2023- 242025-26 Page 71 133 Prospect Road Improvements (continued) Project No. 9122-006 Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 309,379 0 309,379 0 309,379 431 Street CIP Grant 1,053,685 0 1,053,685 0 1,053,685 481 Gas Tax 48,278 0 48,278 0 48,278 Total 1,411,342 0 1,411,342 0 1,411,342 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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 X Community Engagement Federal or State mandate Environmental Sustainability Other: Page 72 134 2024-25 Preliminary Proposed Budget  Capital Improvement Program Budget Update Quito Road Sidewalk Improvements Design Project Nos. 9142-020, 9142-023, 9142-030, 9142-TBD Project Manager - Macedonio Nunez, Engineering Services Manager Quito Road travels from Lawrence Expressway to Highway 9. The road serves as a connection to several local schools in Saratoga and nearby cities. Currently, there are some sections of sidewalk along the east side of Quito. However, the street lacks a continuous stretch of sidewalk. The Traffic Safety Commission (TSC) received numerous complaints from residents who felt unsafe walking along Quito Road. Subsequently, the TSC assessed Quito Road and recommended filling sidewalk gaps. Design (Project No. 9142-020): The project will include the design of new segments of sidewalk on Quito Road and reconstruction of existing facilities to improve pedestrian safety and access in the area. This phase covered costs associated with initial planning, including topographical work of the stretch of Quito Road from State Route 85 to Allendale Avenue. Phase 1 (Project No. 9142-023): This phase funds the design and construction to upgrade existing walkways and fill in gaps on the Southbound side of Quito Road, from Allendale Avenue to Marshall Lane. Phase 2 and 3(Project No. 9142-030): This phasePhase 2 funds the sidewalk gap closure and handicap ramp installation along the northbound lane from Pollard Road to Allendale Avenue. Phase 3 includes both northbound and southbound sides of the road from Allendale Avenue to Highway 85. Phase 3 (Project No. 9142-030tbd): Phase 3 includes both northbound and southbound sides of the road from Allendale Avenue to Highway 85. Funding Source: General Fund Project Milestones Identified/proposed Approved/funded 2021-22 Design/Construction 2022-23 & 2023-24 Construction 2024-25 Completion 2025-263- 24 Page 73 135 Quito Road Sidewalk Improvements Design (continued) Project Nos. 9142-020, 9142-023, 9142-030, 9142-TBD Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 525,979 0 525,979 0 525,979 Total 525,979 0 525,979 0 525,979 Operating Budget Impact (if any): Md-year adjustment $ amount and explanation: 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: Page 74 136 2024-25 Preliminary Proposed Budget   Capital Improvement Program Budget Update  Quito Road Bridges – Preliminary Engineering, ROW Engineering Project Nos. 9152-002, 9152-004, 9152-TBD Project Manager - Macedonio Nunez, Engineering Services Manager Periodically, the California Department of Transportation (Caltrans) conducts assessments of bridges in Saratoga. Caltrans rated the two bridges on Quito Road between Sobey Road and Vessing Road as needing replacement. Additionally, the bridges are not wide enough to meet current CalTrans standards for roadway size. This project will rebuild the bridges, bringing the width of the Quito Road bridges in compliance with State roadway standards, which will ultimately increase safety for people using Quito Road. Both bridges pass over San Tomas Creek, which flows through Saratoga, Campbell, Los Gatos, Monte Sereno, San Jose, and Santa Clara. As these two bridges fall along the city limit lines of Saratoga and Los Gatos and along the San Tomas Creek, Los Gatos, Saratoga, and the Santa Clara Valley Water District all share in the boundaries and responsibilities. As Saratoga holds the primary share of allocated responsibility, the City agreed to manage this bridge replacement project. A cooperative agreement between the three agencies has been executed with Saratoga named as the lead agency. • Preliminary Engineering Phase (Project No. 9152-002): Preliminary design work for the bridge replacement was completed as part of this phase. Staff anticipates updates to the design will be required prior to start of construction in order to bring the designs up to current Caltrans standards. • Right of Way Acquisition, Environmental Review and Construction Phase (Project no. 9152-004): Replacement and widening of the two bridges requires the acquisition of 4,532 square feet of easements from three privately owned parcels adjoining the existing right of way. This Phase funds the right-of-way acquisition needed to build the bridges, Envornmental Review and reconstruction of the 2 bridges.s. • Construction Phase (Project No. tbd): This phase will fund the reconstruction of the 2 bridges. Funding Source: General Fund & Grant Funds Project Milestones Identified/proposed Approved/funded 2008-09 Design/Construction 2023- 242024-25 Completion 2024- 252025-26 Page 75 137 Quito Road Bridges – Preliminary Engineering, ROW Engineering (continued) Project Nos. 9152-002, 9152-004, 9152-TBD Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 131,139 0 131,139 0 131,139 431 Street CIP Grant 28,006 0 28,006 0 28,006 481 Gas Tax 7,085 0 7,085 0 7,085 Total 166,230 0 166,230 0 166,230 Operating Budget Impact (if any): None Mid-year adjustment $ amount and explanation: none 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 X Community Engagement Federal or State mandate X Environmental Sustainability Other: Page 76 138 2024-25 Preliminary Proposed Budget   Capital Improvement Program Budget Update Citywide Bikeways and Sidewalk Masterplan Project No.431/411.9121-009 Project Manager - Emma Burkhalter, Associate Civil Engineer This project will iden�fy and priori�ze loca�ons for new bikeways and sidewalks and opportuni�es for gap closures Citywide. Funding Source: OBAG grant $443,000 and required Local Match of $57,000 Expenditure Budget 2023-24 2024-25 Fund Budget Est. Actual Est. Carryover Proposed Additions Est. Total Budget 8114 - Engineering & Design411 General Fund 57,395 573950 500000 50000057395 8116 -–– Construction431 Grant Funds 443,000 443000 443000 Total 500,395 500,395 500.395 Project Milestones Identified/proposed July 2022 Approved/funded July 2023 Design/Construction 2023-24 Completion 2024-25 Page 77 139 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: Page 78 140 2024-25 Preliminary Proposed Budget  Capital Improvement Program Budget Update  Annual Corrugated Metal Pipe Rehabilitation Project No. 9141-009 Project Manager - Macedonio Nunez, Engineering Services Manager 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. In FY 2023-24, CMP rehabiliations will include the culvert at Pirece Road and Pike Road that failed in the January 2023 Storms and the culvert at the intersection of Pierce Road and Palomino Way. The rehabilitation of the culvert at Pierce Road and Pike Road is currently pending review for FEMA funding. If it gets approved, then the City funding will be available for additional CMP rehabilitation projects as prioritized by City Staff. 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. Funding Source: General Fund Project Milestones Identified/proposed 2023-24 Approved/funded 2023-244-25 Design/Construction 2024-25 Completion 2026-27 Page 79 141 Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 300,000 40,000 260,000 0 260,000 Total 300,000 40,000 260,000 0 260,000 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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 80 142 2024-25 Preliminary Proposed Budget Capital Improvement Program Budget Update Safe Routes to School Implementation Plan Project No. 9121-008 Project Manager - Mainini Cabute, Environmental Programs Manager This project implements the Safe Routes to School (SRTS) Masterplan and the SRTS Need Assessment CIP. Improves pedestrian and student safety around schools. In July 2023, the City received a Community Project Funding Grant from Congress member Anna Eshoo’s office of $500,000 towards this project. The required local match of $125,000 is already available in the project budget. Visit https://www.saratoga.ca.us/509/Safe-Routes-to-School for more information on the SRTS Masterplan. Funding Source: General Fund and Grant Funds Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 160,000 22,300 135,470 0 135,470 414 CIP Admin & Tech 158,755 0 158,755 0 158,755 434 Grants 500,000 0 500,000 0 500000 Total 318,755818755 22,300 794,225 0 794,225 Operating Budget Impact (if any): none Project Milestones Identified/proposed Approved/funded 2022-23 Design/Construction 2022-23 Completion 2023-242025-26 Page 81 143 Mid-year adjustment $ amount and explanation: none 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: Note: Please add the Community Funding Project grant of $500,000 to the budget Page 82 144 2024-25 Preliminary Proposed Budget     Capital Improvement Program Budget Update  Horseshoe Landscape & Lighting District Beautification Project Project No. 9442-002 Project Manager - John Cherbone, Public Works Director This project funds minor beautification projects within the Horseshoe Lighting and Landscaping District. During Fiscal Year 2014/15, the City received payment from a cellular service provider as a result of the installation of a cell phone tower within the Horseshoe Landscaping and Lighting District. The provider made initial improvements, including planting trees to screen the cellular site equipment, and agreed to pay the City for landscape maintenance. This project is funded by a contribution from a cellular service provider in the amount of $25,000. When the available funds are exhausted, the continued maintenance costs will be budgeted in the Parks Operating Budget. This will include water usage bills to SJWC for the irrigation Funding Source: One-time private funds Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 414 CIP Admin & Tech 8,237 1,650 6,587 0 6,587 Total 8,237 1,650 6,587 0 6,587 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none Project Milestones Identified/proposed Approved/funded 2015-16 Design/Construction ongoing Completion n/a Page 83 145 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 x 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: Page 84 146 Page 85 147 Unchanged Projects Page 86 148 2024-25 Preliminary Proposed Budget   Capital Improvement Program Budget Update  Bridge Rehabilitation Project Project Nos. 9152-005, 9152-TBD Project Manager - Poh Yee, Civil Engineer Caltrans issues annual bridge inspection reports to the City for bridges within the City’s jurisdiction, Recent reports have identified deficiencies in 6 City bridges the require repair work. This project will address those deficiencies by repairing 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. • Phase 1 (Project No. 9152-005):: This phase mitigates deficiencies at 3 of 6 bridge locations called out in the Caltrans inspection reports. • Phase 2 (Project No. 9152-xxx): :This phase mitigates deficiencies at the remaining 3 of 6 bridge locations called out in the Caltrans inspection reports which were not addressed in Phase 1. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 700,000 0 700,000 0 700,000 Total 700,000 0 700,000 0 700,000 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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: Project Milestones Identified/proposed 2023-24 Approved/funded 2023-24 Design/Construction 2024-25 Completion 2026-27 Page 87 149 2024-25 Preliminary Proposed Budget   Capital Improvement Program Budget Update  Fourth Street Bridge Widening Project No. 9152-001 Project Manager – Macedonio Nunez, Engineering Services Manager The 4th Street Bridge was constructed in 1939 and crosses Saratoga Creek near the entrance to Wildwood Park. This project will widen the bridge to accommodate a sidewalk for pedestrian traffic, as well as make structural improvements to bring the bridge in compliance with current standards. A California Department of Transportation review of Saratoga bridges in 2004 listed the 4th Street Bridge as being in “generally good condition.” There are 20 bridges located in the City with 9 of these bridges passing over Saratoga Creek. This project will be completed in three phases; • Phase 1: Preliminary engineering and environmental, right-of-way acquisition, and construction with a total estimated cost of $1.41 million. The Preliminary Engineering and Environmental phase will include survey work, constraint analysis, environmental review and design with an estimated cost of $455,000. • Phase 2: The Right-of-way acquisition phase will include the acquisition or obtaining rights to access property needed to widen the bridge, with an estimated cost of $10,000. • Phase 3: The construction phase will include work on widening the bridge with an estimated cost of $945,000. The project has sufficient funding for the preliminary engineering, environmental, and right-of-way acquisition. Additional funding will be needed to complete the construction phase of this project. Funding Source: General Fund & Grant Funds Project Milestones Identified/proposed Approved/funded 2008-09 Design/Construction 2023-4 & 2024-25 Completion 2025-26 Page 88 150 Fourth Street Bridge Widening (continued) Project No. 9152-001 Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 137,813 0 137,813 0 137,813 431 Street CIP Grant 432,131 0 432,131 0 432,131 Total 569,944 0 569,944 0 569,944 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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: Page 89 151 2024-25 Preliminary Proposed Budget   Capital Improvement Program Budget Update  Mt. Eden Erosion Repair Project No. 9153-005 Project Manager - Poh Yee, Civil Engineer This project 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 State permits, as it takes place along the edge of the creek. Construction began in 2021 and was completed in 2021-22. State permit requirements for 5-year follow-up monitoring will keep the project open through 2027-28. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 45,344 5,000 40,344 0 40,344 Total 45,344 5,000 40,344 0 40,344 Operating Budget Impact (if any): None Mid-year adjustment $ amount and explanation: None 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 X Other: Project Milestones Identified/proposed Approved/funded 2019-20 Design/Construction 2020-21 & 2021-22 Completion 2027-28 Page 90 152 2024-25 Preliminary Proposed Budget   Capital Improvement Program Budget Update  Pierce Road Retaining Wall Project No. 9153-007 Project Manager - Poh Yee, Civil Engineer Erosion of the steep embankment above Calabazas Creek is threating failure of the retaining wall that supports a section of Pierce Road near Chalet Clotilde. The retaining wall was inspected by the City Geologist who recommends repair as soon as possible. Pierce Road is very narrow at this location which means it will be necessary to temporarily close the road during construction. Notices will be mailed to residents near the work and message signs will be placed at strategic locations to notice drivers. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 36,881 0 36881 0 36881 Total 36,881 0 36881 0 36881 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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: Project Milestones Identified/proposed Approved/funded 2020-21 Design/Construction 2022-23 Completion 2022-232024-25 Page 91 153 2024-25 Preliminary Proposed Budget Capital Improvement Program Budget Update Saratoga Avenue Sidewalks Project No. 9142-005 Project Manager – Macedonio Nunez, Engineering Services Manager 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. To date, this CIP had completed Pedestrian Safety Improvements along Saratoga Ave at the following locations: • 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. Funding Source: General Fund & Grant Funds Project Milestones Identified/proposed 1992 Approved/funded 2008-09 Design/Construction ongoing Completion n/a Page 92 154 Saratoga Avenue Sidewalks (continued) Project No. 9142-005 Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 431 Street CIP Grant 25,147130,142 0 130,142 0 130,142 Total 25,147130,142 0 130,142 0 130,142 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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 X Community Engagement Federal or State mandate X Environmental Sustainability Other: Note: please update available budget – see email sent to Gina and Ann on 1/8/2024. TDA alloca�ons for FY21, FY22 and FY23 need to be added. Page 93 155 2024-25 Preliminary Proposed Budget  Capital Improvement Program Budget Update  Saratoga Village Crosswalk & Sidewalk Rehabilitation Project No. 9142-019 Project Manager - Macedonio Nunez, Engineering Services Manager This project is located on Big Basin Way between 5th Street and 6th Street. The Village, Saratoga’s historical downtown, offers shops, restaurants, salons, and office space. The City has been making a series of improvements to the Village to make it a more walkable destination, including installation of pedestrian bulb-outs and enhanced crosswalks to make pedestrians more visible, as well as installation of benches, bike racks, aesthetic improvements, and a renovation of Blaney Plaza to make the Village a more desirable place to gather. This project will improve the crosswalks at Big Basin Way and 5th Street, as well as the crosswalk in front of Rose’s Market. These improvements will include installation bulb-outs, enhanced crosswalks, decorative landscaping, and benches. This project has been delayed due to Caltrans scheduling. Funding Source: General Fund & Grant Funds Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 31,72449055.25 17,331.25 14,392.75 0 14,392.75 431 Street CIP Grant 336,104 0 336,104 0 336,104 Total 367,828 17,331.25 350,496.00 0 350,496.00 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none Project Milestones Identified/proposed Approved/funded 2020-21 Design/Construction 2024-25 Completion 2024-25 Page 94 156 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 X Community Engagement Federal or State mandate X Environmental Sustainability Other: Page 95 157 2024-25 Preliminary Proposed Budget    Capital Improvement Program Budget Update Saratoga Village Water Quality Improvement Plan Project No. 9142-029 Project Manager - Mainini Cabute, Environmental Programs Manager This project will repair, resize, remove, and replace storm sewers, and additional types of stormwater infrastructure improvements to the City’s stormwater collection and treatment systems in the Village to reduce parking district surface contaminants in stormwater runoff that discharges into Saratoga Creek. This project will improve water quality in Saratoga and will fulfill State mandates. If not completed, the City would be out of compliance with State Water permit requirements. Stormwater treatment in the Village Parking districts also benefit regional water quality for approximately 8 miles across the Santa Clara Valley, including through the cities of San Jose and Santa Clara, before entering the San Francisco Bay. Anticipated revenue sources include SLFRF/ARPA and the General Fund for City staff project management, as necessary. The funding required is $5,911,239. The Saratoga Village Water Quality Improvement Plan 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. Funding Source: American Rescue Plan Act’s State and Local Fiscal Relief Fund (ARPA/SLFRF) Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 435 ARPA 4,726,285 80,000 4,646,285 0 4,646,285 Total 4,726,285 80,000 4,646,285 0 4,646,285 Operating Budget Impact (If any): none Project Milestones Identified/proposed 2021-22 Approved/funded 2021-22 Design/Construction tbd2023-24 Completion Tbd2025-26 Page 96 158 Mid-year adjustment $ amount and explanation: none City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship Health and safety issue x Public Safety X 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 Federal or State mandate x Environmental Sustainability x Other: Page 97 159 2024-25 Preliminary Proposed Budget   Capital Improvement Program Budget Update  Saratoga - Sunnyvale Road Sidewalks Project No. 9142-021 Project Manager - Macedonio Nunez, Engineering Services Manager In April 2017, the City Council voted to allow a homeowner to purchase a 19-foot wide portion of Saratoga-Sunnyvale Road that lies along the property’s boundary, which the City was not using for roadway purposes, for $92,183. The proceeds from the sale were assigned to be used for pedestrian improvements along Saratoga-Sunnyvale Road. As part of the 2020-21 Capital Improvement Program, the City Council adopted the staff recommendation that the funds be used to design a walkway on Saratoga-Sunnyvale Road from Reid Lane to Big Basin Way. Funding Source: General Fund & Grant Funds Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 92,158 0 92,158 0 92,158 Total 92,158 0 92,158 0 92,158 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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 X Community Engagement Federal or State mandate X Environmental Sustainability Other: Project Milestones Identified/proposed 2017 Approved/funded 2019-20 Design/Construction 2023-24 Completion 2023- 242025-26 Page 98 160 2024-25 Preliminary Proposed Budget    Capital Improvement Program Budget Update Stormwater Pollution Prevention Program Compliance (SWPPP) Project No. 9142-028 Project Manager - Rick Torres, Public Works Manager This project will upgrade Corporation Yard facilities to meet National Pollution Discharge Elimination System (NPDES) standards for clean water objectives. Upgrades include a new tractor wash area, trash area improvements including shelters, and sewer connection. Improvements will keep contaminants from entering the watershed as mandated by the California Regional Water Quality Control for the San Francisco Bay Municipal Regional Stormwater NPDES Permit. Anticipated 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 $150,000. Funds may be reallocated between phases, as necessary, based on project design and bids. Funding Source: American Rescue Plan Act’s State and Local Fiscal Relief Fund (ARPA/SLFRF) Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 435 ARPA 204,337 100,000 104,337 0 104,337 Total 204,337 100,000 104,337 0 104,337 Operating Budget Impact (if any): None Mid-year adjustment $ amount and explanation: None Project Milestones Identified/proposed 2021-22 Approved/funded 2021-22 Design/Construction 2022-23 & 2023-24 Completion 2023-242024-25 Page 99 161 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 Federal or State mandate x Environmental Sustainability x Other: Page 100 162 2024-25 Preliminary Proposed Budget Capital Improvement Program Budget Update Traffic Signal Controller Upgrades Project No. 9121-007 Project Manager - Macedonio Nunez, Engineering Services Manager There are a total of 15 traffic signalized intersections in Saratoga. During the completed city-wide Citywide Signal Upgrade Project - Phase II upgraded traffic signal adaptive systems for the 6 signalized intersections on Saratoga Avenue, the City’s most traveled street. This completed project upgraded old traffic controllers with the required new controllers and software for coordination between traffic signalized intersections. This new project will upgrade the remaining 9 traffic signal intersection controllers. The City utilizes the Smart City Signals traffic management system to provide citywide traffic signal monitoring capabilities over cellular and cloud-based solutions. The system also serves as the network for traffic signal adaptive operations along the Saratoga Avenue-Fruitvale Avenue corridors. This proposed CIP will allow the City additional traffic surveillance opportunities. The new equipment will be viewable by City and Emergency Operations staff over the Smart City Signals cloud-based platform that in conjunction with recently installed battery-back up systems at traffic signals will allow for remote monitoring during power outages, incidents, and natural disaster events. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 80,000 0 80,000 0 80,000 Total 80,000 0 80,000 0 80,000 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none Project Milestones Identified/proposed 2022-23 Approved/funded 2022-23 Design/Construction 2022-23 Completion 2023- 242025-26 Page 101 163 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 Environmental Sustainability Other: Page 102 164 2024-25 Preliminary Proposed Budget   Capital Improvement Program Budget Update  Village Clock/ Saratoga Village Beautification Project No. 9132-006 Project Manager - John Cherbone, Public Works Director This project will add a clock in Saratoga Village and fund additional Village beautification projects with any remaining funds. The Village, Saratoga’s historic downtown, is located on Big Basin way off Saratoga-Los Gatos Road. The Village is a destination for those looking for unique shops, fine dining, wine tasting, spa experiences and more. The lovely downtown atmosphere with hanging flower baskets, floral displays meticulously maintained by volunteers, and the iconic Memorial Arch helped make Saratoga a top contender in the 2015, 2016, and 2017 America in Bloom competitions. This project added a clock in the Village near its entry at Saratoga-Los Gatos Road and Big Basin Way. The clock will serve to further enhance the aesthetics of Saratoga’s Village. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 2,560.40 0 2560 .40 0 2560.40 Total 2,560.40 0 2560.40 0 2564.40 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none Project Milestones Identified/proposed Approved/funded 2020-21 Design/Construction ongoing Completion n/a Page 103 165 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 X Short-term cost of repair vs. long-term cost of replacement Community Heritage X Availability of external funding source X Community Engagement X Federal or State mandate Environmental Sustainability Other: Page 104 166 2024-25 Preliminary Proposed Budget   Capital Improvement Program Budget Update  Citywide Tree Replanting Program Project No. 9211-002 Project Manager - Shawn Gardner, Public Works Manager This ongoing project provides for the upkeep of the City’s urban forest through the planting of City trees and shrubbery, installation of irrigation for new plantings, tree maintenance, and removal of damaged trees on City property. To mitigate the loss of the urban forest, the City assesses fines for unpermitted tree removal and related violations, and then uses these funds to reforest the City. Fines provide the funding for the cost to plant new trees and shrubbery and if needed, to install irrigation to sustain the new plantings on public property. Staff sometimes complete citywide tree replanting work; however, larger-scale projects may be contracted out to tree and landscape contractors. The Citywide Tree Replanting Program offsets tree planting and related maintenance expenses that are funded through the City’s operating budget. Additionally, maintaining the City’s urban tree canopy adds to Saratoga’s attractiveness and increases its desirability. To some degree, this helps to generate higher property values and consequently higher property tax revenues received by the City. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 421 Tree Fine 9,180 0 9,180 12470 21650 Total 9,180 0 9,180 12470 21650 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none Project Milestones Identified/proposed Approved/funded 2008-09 Design/Construction ongoing Completion n/a Page 105 167 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 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 Environmental Sustainability x Other: NOTE: should the Proposed Budget field be equal to the Tree Fines receipts for FY23-24? Page 106 168 2024-25 Preliminary Proposed Budget    Capital Improvement Program Budget Update  Hakone Gardens Pond Renovation – Phase I Project No. 9222-008 Project Manager - John Cherbone, Public Works Director This project would fund renovation of the Hakone Gardens Koi Pond. 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. The project would include site clearing and demolition, excavating and grading, shotcrete preparation work, shotcrete with fibers, sealing, boulder work, accent stone materials, ADA accessibility, plumbing, drainage, irrigation, planting, wood structures, survey staking, and geotechnical inspections. The total cost for the Koi Pond is estimated to be $4.25 million. Phase 1 is estimated to cost $2.12.5 million. The City will pursue grant funding from intergovernmental and private sources. Funding Source: Park In-Lieu Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 412 CIP Park & Trails 300,000 0 300,000 0 300,000 Total 300,000 0 300,000 0 300,000 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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: Project Milestones Identified/proposed Approved/funded 2022-23 Design/Construction 2022-23tbd Completion 2023-24tbd Page 107 169 2024-25 Preliminary Proposed Budget    Capital Improvement Program Budget Update  Hakone Gardens to Quarry Park Trail Gap Closure Phase 1 Design & Acquisition Project No. 9277-006 Project Manager - Emma Burkhalter, Associate Civil Engineer New trail segment in Hakone Gardens that will begin at the bottom of the Hakone Gardens driveway on Highway 9 and end at Quarry Park. See Segment 59 and 60 of the Trails and Walkways Master Plan, updated December 2021. Phase I of the project will complete design of the trail and acquisition of a required trail easement necessary to provide a pedestrian connection between two City parks, as requested by Saratoga’s Pedestrian, Equestrian and Bicycle Trails Advisory Committee. Funding Source: General Fund & Grant Funds Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 422 Park-in-Lieu 50,000 0 50,000 0 50,000 Total 50,000 0 50,000 0 50,000 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none Project Milestones Identified/proposed 2022-23 Approved/funded 2022-23 Design/Construction 2024-25 & 2025-26 Completion 2026-27 Page 108 170 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 X Short-term cost of repair vs. long-term cost of replacement Community Heritage X Availability of external funding source X Community Engagement X Federal or State mandate Environmental Sustainability Other: Page 109 171 2024-25 Preliminary Proposed Budget    Capital Improvement Program Budget Update  Joe’s Trail Phases 2 & 3 Project Nos. 9274-003, 9274-004 Project Manager – Macedonio Nunez, Engineering Services Manager Phase 2: (9274-003) 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. Phase 3: (9274-004) 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. Funding Source: General Fund & Grant Funds Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 422 Park-in-Lieu 394,755 0 394,755 0 394,755 Total 394,755 0 394,755 0 394,755 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none Project Milestones Identified/proposed 1992 Approved/funded 2008-09 Design/Construction ongoingtbd Completion n/atbd Page 110 172 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 X Community Engagement Federal or State mandate X Environmental Sustainability Other: Page 111 173 2024-25 Preliminary Proposed Budget       Capital Improvement Program Budget Update  Park Sewer Lateral Replacements and Upgrades Project No. 9142-024 Project Manager - Shawn Gardner, Public Works Manager This project will provide proper sewage treatment and water savings during a drought. 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 Park Sewer Later Replacements and Upgrades 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. Funding Source: American Rescue Plan Act’s State and Local Fiscal Relief Fund (ARPA/SLFRF) Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 0 435 ARPA 356,939 15,000 341,939 0 341,939 Total 356,939 15,000 341,939 0 341,939 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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: Note: Please remove the 411 budget line item. The project is fully funded by ARPA – 435 fund Note: Please remove the 411 budget line item. The project is fully funded by the ARPA – 435 fund Project Milestones Identified/proposed 2021-22 Approved/funded 2021-22 Construction 2021-22 & 2023-24 Completion 2023-242024- 25 Page 112 174 2023-252024-25 Preliminary Proposed Budget Capital Improvement Program Budget Update Quarry Park Maintenance Building Utility Project Project No. 9226-005 Project Manager - Shawn Gardner, Public Works Manager 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. Funding Source: Park In-Lieu Expenditure Budget 2023-24 2024-25 Fund Budget Est. Actual Est. Carryover Adopted Additions Est. Total Budget 8116 -– Construction422 Park In- Lieu 35,000 -0 35,000 -0 35,000 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 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: Project Milestones Identified/proposed 2022-23 Approved/funded 2022-23 Design/Construction 2023- 242024-25 Completion 2024-25 Page 113 175 2024-25 Preliminary Proposed Budget    Capital Improvement Program Budget Update  Village Oaks Pedestrian Bridge Reconstruction and Erosion Control Project Nos. 9277-005 Project Manager - Shawn Gardner, Public Works Manager Trail washes out each winter and is impassible and hazardous for trail users. The project will implement erosion control, construct a new pedestrian bridge and improve the trail. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 422 Park-in-Lieu 30,000 10,000 20,000 0 20,000 Total 30,000 10,000 20,000 0 20,000 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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 X Community Engagement Federal or State mandate Environmental Sustainability Other: Project Milestones Identified/proposed 2022-23 Approved/funded 2022-23 Design/Construction 2022-232023-24 Completion 2022-232024-25 Page 114 176 2024-25 Preliminary Proposed Budget     Capital Improvement Program Budget Update  Saratoga Library Building Exterior Maintenance Project No. 9372-001 Project Manager - Thomas Scott, Facilities Manager This project funds improvements to the exterior of the Saratoga Library. The Saratoga Library is a City owned property leased by the Santa Clara County Library Joint Powers Authority. Under the current 30- year lease (effective 2003), the County is responsible for maintaining the interior of the building. However, the County agreed to pay the City $5,000 on an annual basis to oversee and perform certain maintenance work to ensure the building’s exterior is maintained in accordance with City standards. Every year these funds are used to repair and re-paint the exterior walls of the Library building under the direction of the Facilities Department. The unexpended funds are capped at $25,000. The exterior maintenance work is primarily performed by contractors and managed by staff. Performing on-going maintenance to the exterior of the Saratoga Library keeps the building in good operating condition and prevents higher costs associated with deferred maintenance. Exterior maintenance projects range from siding repairs and re-painting. In 2010-11, the southern exposure of the library was re-painted, and in 2012-13, the entire exterior was re-painted. In 2017-18, repairs and re-painting of the north and east facing walls were completed. In 2023-2024, the exterior walls will be repaired and repainted. Funding Source: Outside agency Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 413 CIP Facility 15,000 15,000 5,000 5,000 Total 15,000 15,000 5,000 5,000 Operating Budget Impact (if any): Mid-year adjustment $ amount and explanation: Project Milestones Identified/proposed Approved/funded Design/Construction ongoing Completion Page 115 177 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 X Short-term cost of repair vs. long-term cost of replacement Community Heritage Availability of external funding source X Community Engagement Federal or State mandate Environmental Sustainability Other:   Page 116 178 2024-25 Preliminary Proposed Budget      Capital Improvement Program Budget Update  El Quito Neighborhood Improvements Project No. 9443-005 Project Manager - John Cherbone, Public Works Director This project will fund future projects within the El Quito Neighborhood in the City of Saratoga. In 2019-20, the City dissolved the El Quito Landscape & Lightning District and incorporated the neighborhood’s maintenance within the City’s normal operations. A portion of the funds in the district is set aside in this project for future projects within this area. Funding Source: One-time funds from the El Quito Landscape & Lightning District dissolution Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 414 CIP Admin & Tech 134,507 0 134,507 0 134,507 Total 134,507 0 134,507 0 134,507 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none Project Milestones Identified/proposed 2019-20 Approved/funded 2019-20 Design/Construction Ongoing Completion n/a Page 117 179 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 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 Environmental Sustainability Other: Page 118 180 Stormdrain Master Plan Project No. 9142-025 Project Manager - Emma Burkhalter, Associate Engineer 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. 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 $482,000. 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. Funding Source: American Rescue Plan Act’s State and Local Fiscal Relief Fund (ARPA/SLFRF) Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 435 ARPA 81,171 0 81,171 0 81,171 Total 81,171 0 81,171 0 81,171 Operating Budget Impact (if any): none Mid-year adjustment $ amount and explanation: none 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: Project Milestones Identified/proposed 2021-22 Approved/funded 2021-22 Design/Construction na Completion 2022-232024-25 Page 119 181 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name City Hall Green Stormwater Infrastructure City Hall Sustainable Landscape Beautification and Demonstration Project CIP Category ARPA Project No. 435.9142-031 Description This project will place sustainable landscaping on the rectangular front lawn area at the front of City Hall. The goal of the project is to beautify the front lawn with sustainable landscaping, create a welcoming space for all community members, and educate community members about sustainable practices. The landscape design will include drought-tolerant and pollinator-friendly plants, sustainable materials, and a demonstration area that shows water harvesting examples, how green storm water infrastructure functions, and strategies for pesticide-free pest management. The project will also include signage for each area to educate community members about the sustainable approach. Anticipated 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. Funds may be reallocated between phases, as necessary, based on project design and bids. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 100,000 Transfers from ARPA Fund 100,000 Preliminary 2024-25 budget request 100,000 5-year projected requirements, unfunded 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 Community Heritage Availability of external funding source Community Engagement x Federal or State mandate Environmental Sustainability x Other: Page 120 182 Additional Resource Requirements Project Milestones/Timeline Project Manager Mainini Cabute Project identified and proposed December 2023 Project Team Mainini Cabute, Shawn Gardner City Council approved and funded December 2023 Operating budget impacts An operating budget cost for the maintenance of the new landscaping will need to be budgeted in the fiscal years after completion of this project. Design 2023-24 Construction 2023-24 Completion 2024-25 Page 121 183 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Guava Court Improvements CIP Category ARPA Project No. 435.9142-032 Description This Project will fund Curb and Gutter Storm Drain improvements and the addition of Green Stormwater Infrastructure at Guava Court. It will remove and replace approximately 630 linear feet of vertical Curb. It also includes removal of approximately 5025 square feet of roadway and replacing it with a land strip for beautification. Anticipated 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. Funds may be reallocated between phases, as necessary, based on project design and bids. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 450,000 Transfers from ARPA Fund 450,000 Preliminary 2024-25 budget request 450,000 5-year projected requirements, unfunded 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 Community Engagement Federal or State mandate Environmental Sustainability x Other: x Additional Resource Requirements Project Milestones/Timeline Project Manager Mainini Cabute, Environmental Programs Manager Project identified and proposed 2022-23 Project Team Mainini Cabute, Macedonio Nunez, Martin Barajas City Council approved and funded 2022-23 Operating budget impacts Design 2023-24 Construction 2024-25 Completion 2024-25 Page 122 184 2024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Historical Park Storm Drainage Improvements CIP Category ARPA Project No. 435.9142-034 Description Stormwater improvements to mitigate an underground spring which is impacting adjacent property. The project scope will include subdrain installation, tree removal, and connection to the City storm drain system. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 120,000 Transfers from ARPA Fund 120,000 Preliminary 2024-25 budget request 120,000 5-year projected requirements, unfunded 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 Environmental Sustainability Other: Additional Resource Requirements Project Milestones/Timeline Project Manager Shawn Gardner, Parks Manager Project identified and proposed December 2023 Project Team Shawn Gardner, Martin Barajas, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2023-24 Completion 2024-25 Page 123 185 130062.792024-25 Preliminary Proposed Budget NEW - Capital Improvement Program Budget Request Project Name Monte Vista Drive and El Camino Grande Storm Drainage Improvements CIP Category ARPA Project No. 435.9142-033 Description Improve Storm Drainage along Monte Vista and El Camino Grande to prevent flooding during heavy rainfall. The project includes purchase and installation of additional pumps to divert the storm water flow along with culvert improvements. Anticipated 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. Funds may be reallocated between phases, as necessary, based on project design and bids. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 130,062.70 Transfers from ARPA Fund 130,062.70 Preliminary 2024-25 budget request 130,062.70 5-year projected requirements, unfunded 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 Environmental Sustainability Other: Additional Resource Requirements Project Milestones/Timeline Project Manager Poh Yee, Construction Engineer Project identified and proposed December 2023 Project Team City Council approved and funded December 2023 Operating budget impacts Design 2024-25 Construction 2024-25 Completion 2024-25 Page 124 186 Page 125 187 An�cipated Closed Projects as of 6/30/24 Page 126 188 2022-23 Budget Capital Improvement Program Budget Update CLOS Project Name Big Basin Way/Blaney Trash Can Replacement CIP Category Streets CIP – Landscape & Beautification Projects Project No. 9132-007 Adopted budget 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. Project financials Revenues Expenditures Actuals since project beginning 75,000 Actuals since project beginning 24,198 July 1, 2022 Carry forward 0 July 1, 2022 Carry forward 50,802 2022-23 Appropriations 0 2022-23 Appropriations 0 Proposed 2022-23 Mid-year adjustment Proposed 2022-23 Mid-year adjustment 2023-24 Proposed Budget 2023-24 Proposed Budget Total 75,000 Total 75,000 Funding Sources (check all that apply) General Fund transfer Federal grant Unassigned CIP fund balance Non-federal grant Park In Lieu Other: PMP dedicated revenues e.g., Gas Taxes, SB1, Roadway Impact Fee Other: Page 127 189 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: Efficiencies and Business or Community Support X 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 2021-22 Operating budget impacts Design na Construction FY21-22 and FY22-23 Completion FY22-23 Other Other: Proposed Mid-Year Changes Proposed Project Description Note additions in red text; deletions in strikethrough text Proposed mid-year budget adjustment Amount and justification Page 128 190 2024-25 Preliminary Proposed Budget Capital Improvement Program Budget Update Guava Court Curb & Gutter Replacement Project No. 9141-007 Project Manager - John Cherbone, Public Works Director This project will remove and replace approximately 630 linear feet of vertical curb. The project also includes removing approximately 5025 square feet of roadway and replacing it with a landscape strip for beautification. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 411 CIP Street 252,514 Total 252,514 Operating Budget Impact (if any): Mid-year adjustment $ amount and explanation: 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 Community Engagement Federal or State mandate Environmental Sustainability X Other: Business/Community Support X Project Milestones Identified/proposed Approved/funded 2022-23 Design/Construction 2022-23 Completion 2023-24 Page 129 191 Local Roadway Safety Plan Project No. 9121-006 Project Manager - Emma Burkhalter, Associate Civil Engineer 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 (LSRP) 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. Funding Source: General Fund Expenditure Budget 2022-23 2023-24 Category Budget Est. Actual Est. Carryover Adopted Additions Est. Total Budget 8114 - Engineering & Design - 3,626 (3,626) - (3,626) 8116 - Construction 9,861 - 9,861 - 9,861 Total 9,861 3,626 6,235 - 6,235 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 Community Heritage Availability of external funding source Community Engagement x Federal or State mandate Environmental Sustainability Other: Project Milestones Identified/proposed Approved/funded 2021-22 Design/Construction Completion 2022-23 Page 130 192 Saratoga-Sunnyvale Road Pathway Rehabilitation Cox Avenue to Railroad Crossing Project No. 9142-022 Project Manager - Rick Torres, Public Works Manager 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 Saratoga-Sunnyvale 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. Funding Source: General Fund Expenditure Budget 2022-23 2023-24 Category Budget Est. Actual Est. Carryover Adopted Additions Est. Total Budget 8116 – Construction 50,000 - 50,000 - 50,000 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 Environmental Sustainability Other: Project Milestones Identified/proposed Approved/funded 2020-21 Design/Construction 2022-23 Completion 2022-23 Page 131 193 2024-25 Preliminary Proposed Budget Closed as of 6/3024 Capital Improvement Program Budget Update  Community Center Improvement Program Project No. 9333-008 Project Manager - Thomas Scott, Facilities Manager 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 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 can also 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 usage. In addition to being used for classes, the Multipurpose Room is booked almost every Saturday for events, except when closed one week a year for maintenance and repairs. This project would fund several priority interior improvements to 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. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 413 CIP Facility 19,483 19,483 Total 19,483 19,483 Operating Budget Impact (if any): Mid-year adjustment $ amount and explanation: Project Milestones Identified/proposed Approved/funded 2019-20 Design/Construction Completion Page 132 194 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 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 Environmental Sustainability Other: Mid-year adjustment explanation: Page 133 195 2024-25 Preliminary Proposed Budget Closed as of 6/30/24 Capital Improvement Program Budget Update  Senior Center/ Community Center Generator & EV Charging Stations Project No. 9333-009 Project Manager - Thomas Scott, Facilities Manager This project will fund a generator for the Joan Pisani Community Center building and install the infrastructure for two dual-head 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 is 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. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 413 CIP Facility 163,200 163,200 Total 163,200 163,200 Operating Budget Impact (if any): Mid-year adjustment $ amount and explanation: Project Milestones Identified/proposed Approved/funded 2020-21 Design/Construction Completion Page 134 196 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 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 X Other: Page 135 197 2024-25 Preliminary Proposed Budget Capital Improvement Program Budget Update   Wildfire Mitigation Program Project No. 9461-002 Project Manager - James Lindsay, City Manager This project will be used as needed for any project or program that may arise that helps to reduce the risk of wildfire in the City of Saratoga. One of the strategies in the Wildfire Task Force’s work plan includes making funding available for fuel reduction. On April 6, 2020, the Wildfire Task Force discussed this strategy in the work plan and recommended that the City Council create a $50,000 Wildfire Risk Mitigation Program as part of the 2020- 21 budget with a fund balance that is carried over into future fiscal years. The Task Force proposed that the fund could be used as needed for any project or program that may arise that helps reduce the risk of a wildfire in Saratoga. Examples of how the fund could be used include a fuel break project or a defensible space incentive program. Once the funds from this program are exhausted, future related work will be funded from the operating budget. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 414 CIP Admin & Tech 4,067 Total 4,067 Operating Budget Impact (if any): Closed as of 6/30/24 No additional money spent Mid-year adjustment $ amount and explanation: Project Milestones Identified/proposed Approved/funded 2020-21 Design/Construction Completion Page 136 198 City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship Health and safety issue x Public Safety x 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 137 199 2024-25 Preliminary Proposed Budget      Capital Improvement Program Budget Update  ADA Self-assessment & Transition Plan Project No. 9443-008 Project Manager - James Lindsay, City Manager This project would provide funding for a consultant to prepare and update the ADA Self-Evaluation and Transition Plan for the City. This project applies to the Health and Safety Issues, Short-term Cost of Repair vs. Long-term Cost of Replacement, Federal or State Mandates and Business or Community Support Priority Factors. Under the 1990 Americans with Disabilities Act, all public entities subject to Title II must conduct a self-evaluation to identify accessibility barriers, and entities with 50 or more employees must also have a transition plan in place to address structural changes necessary to achieve program and service accessibility. The vehicle to implement this compliance is called an ADA Self-Evaluation and Transition Plan. The City prepared its first ADA Self-Evaluation and Transition Plan in 1993. An update was prepared in 2010. This project would allow the City to hire a consultant to prepare an updated ADA Self-Evaluation and Transition Plan. The Plan will identify barriers to accessibility, ways to improve access, establish costs and a timeline for how to remove these barriers. The ADA Self-Evaluation and Transition Plan will provide a strategic approach and tools for continued access improvements as the City implements its ADA Self-Evaluation and Transition Plan in the coming years. Funding Source: General Fund Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 414 CIP Admin & Tech 322,750 40,000 Total 322,750 282,750 Operating Budget Impact (if any): 40K to finish plan – closed as of 6/30/24 Mid-year adjustment $ amount and explanation: Project Milestones Identified/proposed Approved/funded 2021-22 Design/Construction Completion June 2024 282,750 Page 138 200 City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship Health and safety issue x Public Safety x 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 139 201 CLOSED – TAKEN OUT OF FEE SCHEDULE2024-25 Preliminary Proposed Budget Capital Improvement Program Budget Update  Community Development Document Management Project No. 9415-001 Project Manager – Bryan Swanson, Community Development Director This project (formally called Community Development Technology Management) accounts for technology fee revenues and expenditures in support of converting, managing, and maintaining development documents. The project is implemented primarily at City Hall. Some technology services are performed offsite at contract service locations. In 2008, the Community Development Department initiated a Document Scanning Fee to offset costs associated with converting development documents into a digitized format and maintaining them in perpetuity, with the assistance of software and document management systems. As this effort developed over time, it became clear that technology fees and expenses should be more clearly identified and tracked to ensure proper funding is assessed. For that purpose, the current fee and expenditure structure shifted from the operating budget to the capital budget to isolate the functions, clarify the nexus, and track dedicated revenues for multi-year operational expenses. In 2020-21, a separate technology fee was implemented and accounted for in the Software Technology Management project. This project remains for document management related revenues and expenditures. Funding Source: Fee revenue Expenditure Budget 2023-24 2024-25 Fund Available Budget Est. Full Year Actual Est. Carryover Proposed Budget Est. Total Budget 414 CIP Admin & Tech -2,496 Total -2,496 Operating Budget Impact (if any): Mid-year adjustment $ amount and explanation: Project Milestones Identified/proposed 2008 Approved/funded 2014-15 Design/Construction ongoing Completion ongoing Page 140 202 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: Page 141 203 2024-25 Preliminary Proposed Budget    Capital Improvement Program Budget Update Prospect Road Green Infrastructure Project No. 9142-027 Project Manager - Macedonio Nunez, City Engineer This project will install bioswale to filtrate runoff water from Prospect Road. The bioswale replaces existing stormwater infrastructure that drains into the watershed. This project will improve water quality in Saratoga and fulfill State mandates. If not completed, the City would be out of compliance with State Water permit requirements. Stormwater treatment through bioswale green infrastructure also benefits regional water quality for approximately 8 miles across the Santa Clara Valley, including through the cities of San Jose and Santa Clara, before entering the San Francisco Bay. 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 $370,000. Funds may be reallocated between phases, as necessary, based on project design and bids. Funding Source: American Rescue Plan Act’s State and Local Fiscal Relief Fund (ARPA/SLFRF) Expenditure Budget 2023-24 2024-25 Category Budget Est. Actual Est. Carryover Adopted Additions Est. Total Budget 8116 - Construction 365,200 - City Council Adopted Strategic Goals & Priorities CIP Priority Factors City Leadership & Fiscal Stewardship x Health and safety issue x 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 x Environmental Sustainability x Other: Project Milestones Identified/proposed 2021-22 Approved/funded 2021-22 Design/Construction 2022-23 & 2023-24 Completion 2023-24 Page 142 204 City of Saratoga 2024-25 CIP Budget -Unfunded Project Narratives January 30, 2024 Streets State Route/85 Saratoga Avenue Beautification Saratoga Avenue at Herriman Traffic Signal Installation Saratoga Avenue at Highway 85 Traffic Signal Adaptive Village Outdoor Dining Improvement Fruitvale Avenue Pedestrian and Bicyle Improvement Project Saratoga Heights Stabilization Parks & Trails ADA All-lncluside Playground Quarry Park ADA Access to Upper Terrace Parking Lot & Pond Page No. 145 146 147 148 150 152 153 154 Page 143 205 Unfunded Projects Page 144 206 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 Recommend No Change Page 145 207 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 Recommend No Change Page 146 208 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 Recommend No Change Page 147 209 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 (includes budget adjustments) 0 0 Since inception (Excludes carry forward appropriations) 0 2022-23 appropriations, amended (Includes carry forward appropriations) Amended 2022-23 budget (Includes carry forward appropriations) Preliminary 2023-24 budget request $220,000 $220,000 5-year projected requirements, unfunded TBD Page 148 210 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 149 211 2024-25 Preliminary Proposed Budget Capital Improvement Program Budget Request Project Name; Fruitvale Avenue and Allendale Avenue Street Improvements (formerly Fruitvale Avenue Pedestrian and Bicycle Improvement Project) CIP Category Streets Project No. 411.9xxx.xxx Description Street Improvements at Fruitvale Avenue and Allendale Avenue to improve Pedestrian and Bicycle Safety. At Fruitvale Ave between Saratoga Ave and Allendale Ave, This project will remove and replace the existing deteriorating AC pathway adjacent to the City’s Orchard and replace it with a concrete sidewalk in the southbound direction of Fruitvale Ave. The existing concrete swale gutter will be removed and replaced with a concrete curb and gutters in the southbound direction of Fruitvale Ave to add street shoulder width for the new buffered bike lanes. On both directions the street will be micro-surfaced and restriped to add new buffered bike lanes and green bike zones at areas where vehicle traffic crosses the bike lanes. The existing bike lane striping on the southbound direction has a 2 ft street width and 3 ft concrete swale for a total of a 5 ft bike lane. The existing lanes in both directions are 12 ft wide. The new travel lanes will be reduced from 12 ft to 10 ft to accommodate the new 6.5 ft bike lanes that includes a 2 ft safety buffer for the new bike lanes. At Allendale Ave between Fruitvale Ave to the City’s Corp Yard, The existing striping layout has only one lane for each direction (east and west). The westbound traffic backs-up during drop off and pick up hours for Redwood Middle School. This project will restripe the street to add a center double left turn lane which will allow vehicles to get to the Post Office and City vehicles to get to the Corp Yard during the school’s drop off and pick up hours. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design 60,000 Transfers from General Fund 600,000 Construction 540,000 Preliminary 2024-25 budget request 600000 5-year projected requirements, unfunded 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 Environmental Sustainability Other: Page 150 212 Additional Resource Requirements Project Milestones/Timeline Project Manager Macedonio Nunez, City Engineer Project identified and proposed December 2023 Project Team Macedonio Nunez, Poh Yee, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2025-26 Completion 2025-26 Page 151 213 2024-25 Preliminary Proposed Budget Capital Improvement Program Budget Request Project Name Saratoga Heights Stabilization (formerly Saratoga Heights Landslide Repair) CIP Category Streets Project No. 411.9xxx-xxx Description This project would fund stabilization of Saratoga Heights Drive to prevent further damage from landslides. This project is located on Saratoga Heights Drive. In 2014, Cotton Shires and Associates (CSA) installed three slope inclinometers along the southwestern side of Saratoga Heights Drive due to road distress for localized movement was indicated. After three and a half years of monitoring the inclinometers and observing the movement, CSA was able to confirm the presence of an active landslide. In 2019, a shear pin and tieback design was prepared for stabilizing the road from the cross- slope slide. Project financials Describe Revenue/Expenditure (Prelim Eng, Design, Construction, etc.) Revenues Expenditures Funding Sources Sources Amount Design and Construction 1,950,000 Transfers from General Fund 1,950,000 Preliminary 2024-25 budget request 1,950,000 5-year projected requirements, unfunded 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: Additional Resource Requirements Project Milestones/Timeline Project Manager Emma Burkhalter, Associate Engineer Project identified and proposed 2023-24 Project Team Emma Burkhalter, Macedonio Nunez, Poh Yee, Jesus Villalobos City Council approved and funded Operating budget impacts Design 2024-25 Construction 2025-26 Completion 2026-27 Page 152 214 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 Recommend No Change Page 153 215 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 Recommend No Change Page 154 216 From:Bill Dalton To:Belal Aftab; Chuck Page; Kookie Fitzsimmons; Tina Walia; Yan Zhao Cc:Britt Avrit; James Lindsay; Leslie Arroyo; Bill Dalton Subject:A proposed method of CIP fund allocation for discussion at the retreat Date:Friday, January 26, 2024 11:28:41 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Mayor and Council Members, I'd like to suggest the Council modify how funds are allocated to the various projects. But first let me describe my proposal in terms of personal finance. Let us supposed a family has 5 vacations they would like to take. Each vacation costs $2,000. However, the family budget only has $1,000 each year for vacations. So how should the family allocate the $1,000 each year? I see two methods. 1) Each year allocate $200 to each vacation and after 10 years go on 5 vacations. 2) Each year allocate the $1,000 to the vacation fund and every other year take a vacation. It is my opinion Saratoga uses method one in too many instances. I'd like to suggest Saratoga shift to a method similar to method two for many/most projects. As I see it Saratoga funds two kinds of projects The first I would call maintenance projects. The second kind would be "new" things. Maintenance Projects In most cases the funds would be spent each year. Exceptions might be transient market conditions such as a temporary shortage of materials or other market conditions.. Another might be funds set aside for a few years to fund a major repair such as a bridge replacement. Maintenance projects would always be funded first. If we can't maintain what we have we should not be building more. "New" Things The most recent examples of this nature would be Quarry Park and the $500,000 new generator installed for the senior center (9333-009 Community Center Generator & EV Stations). It is my suggestion that all new projects be ranked by the council and the top projects 217 be funded at 100%. If there are insufficient funds to fund the top project then no new projects are funded and the available funds are carried to the next year at which time the process repeats. Once allocated the funds should be spent as soon as practical; only in general funds are not allocated for a new project which does not start in the year funds are allocated. Funds should not be allocated to future who knows what projects such as 9274-003/4 - Joe’s Trail Phase 2 & Phase 3. The FY 23/24 budget shows almost $400,000 for these two projects yet who knows if or when either will be done. This is a poor use of Saratoga's funds. These funds should go to maintenance or some project which will happen in FY 24/25. I also suggest that funds for projects such as 9121-001 - Annual Roadway Safety & Traffic Calming ($320,282). Funding of this nature encourages spending needed or not. Have a great day, Bill Dalton 218 Roadway Conditions & Pavement Management Program (PMP) City of Saratoga Public Works Department 219 •City’s pavement system: •141 miles long or approximately 1 square mile •Replacement value of $126 million •Pavement conditions are tracked by: •Visual Inspection •Computer program titled MTC Pavement Management System (PMS) •PMS provides the following: •Pavement network inventory, current network conditions, and maintenance recommendations •PMS combined with engineering judgment and available budget determine the annual priorities of streets to be paved Pavement Management Program 220 Annual Roadway Improvements Funding Sources FY 2022-23 FY 2023-24 Gas Tax Fund $0.90 M $0.95 M Measure B Sales Tax $0.68 M $0.64 M Road Refuse Sales Tax $0.35 M $0.36 M Senate Bill 1 $0.70 M $0.76 M General Funds Roads (one-time funds) $1.00 M $1.34 M Total $3.63 M $4.05 M 221 •Grading system used to determine pavement’s condition is a numerical scale from zero to 100 (0-100) •Zero (0) = completely failed •One hundred (100) = new street •Scale is known as the Pavement Condition Index (PCI) Pavement Grading System 222 •Pavements which have little or no distress •Pavements in this category may be described as “excellent” or “very good” Pavement Condition Index 100-70 223 •Pavements which have a significant level of distress •Pavements in this category may be described as “good” or “fair” Pavement Condition Index 70-50 224 •Pavements which have a major distress •Pavements in this category may be described as “fair” or “poor” Pavement Condition Index 50-25 225 •Pavements which have extensive amounts of distress •Pavements in this category may be described as “very poor” or “failed” Pavement Condition Index 25-0 226 Pavement Condition IndexDeterioration Curve 20161284 60 227 PCI Average by Street Classification 83 67 67 7174 65 65 67 74 69 67 69 0 10 20 30 40 50 60 70 80 90 Arterial (21% of Network) Collector (15.5% of Network) Residential (63.5% of Network) Total/Average 2016 2019 2022 228 Pavement Condition –Centerline Miles 11.8 8.3 4.3 15.6 20.3 20.1 29.8 40.1 39.4 84.0 73.2 78.0 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 2016 2019 2022 Very Good (70<PCI) Good(50<PCI<=70) Poor(25<PCI<=50) Very Poor (PCI<=25) 229 PMS Funding Scenarios -PCI 65 69 74 60 65 70 75 80 85 2010 2016 2020 2022 2024 2026Pavement Condition Index (PCI)FY Current Funding Levels ($2.5M/year) Maintain Current PCI ($4.4M/year) Increase Current PCI by 5 Points ($8.0M/year) 230 Conclusions •Current goal is to maintain Saratoga city streets at an average 70 PCI rating. •Current funding levels are insufficient to meet goal •The additional $1 million allocated to the 22/23 paving project has slowed the descent predicted in 2020 and has already saved more than $1 million in future repairs •In FY2023-24 Council allocated additional $1.34 million from the Road and Facility Replacement Reserve Fund for the one-time funds to PMP (construction is planned for Spring 2024) 231 232 2024-25 CIP Project Review Package 233 Provide feedback to staff for the CIP Prioritization meeting scheduled February 21st Action Summary 234 Available Funds General Fund Other City Funds General Fund Future Capital Reserve $2,715,632 $0 Fee & Surcharge Revenue 455,500 Grants (dependent on grant acceptance)149,310 Dedicated Revenue 2,650,000 Total Available Funds $2,715,632 $3,254,810 CIP Available Funding Future Capital Reserve – estimated fiscal year 2024-25 reserve balance Fee & Surcharges – fee revenue for capital projects and $35K ticket surcharge Grants – grants available, includes PLAN JPA insurance grant Dedicated Revenue – VTA measure B, gas tax, impact fees ($50K LLA nominated project) 235 2024-25 Priority & Dedicated Projects General Fund Other City Funds Annual Pavement Management Program (PMP)*$2,600,000 Annual Roadway Safety & Traffic Calming 150,000 Annual Sidewalks, Curbs & Gutters, Storm Drains, Bridges Mtc & Repair 250,000 Annual Retaining Wall Maintenance & Repairs 200,000 Annual Parks, Trails, Grounds & Median Infrastructure 250,000 Annual Hakone Gardens Infrastructure Improvements 25,000 Annual Public Art Infrastructure 25,000 Annual Civic Theater Improvements *35,000 Subtotal $900,000 *$2,635,000 Priority and Dedicated Projects *Funded by dedicated revenue and ticket surcharge fee 236 2024-25 Existing Projects: Additional Funding General Fund Other City Funds Saratoga Village to Quarry Park Walkway $1,011 Park and Trail Fire Mitigation 100,000 Blue Hills Elementary Ped. Crossing at Union Pacific 252,514 El Quito Park Pickleball Courts 6,830 ADA Transition Plan Implementation 100,000 General Plan & Advance Planning Update *200,000 Open Workspace-Office Conversion Design and Build 25,900 Landscape & Lighting District Initiation Match Program 25,000 Software Technology Management *140,500 Safe Routes to School Needs Assessment & Outreach 0 *29,310 PEG Projects 0 *80,000 Subtotal $511,255 *$449,810 Existing Projects *Funded by grants and fees 237 CIP Summary Item General Fund Reserve Other City Funds Revenues and Resources $2,715,632 *$3,129,810 Priority & Dedicated Projects -900,000 -2,635,000 Existing Projects: Additional Funding -511,255 -449,810 Total Available/(Required)$1,304,377 $45,000 *Revenue doesn’t include $125K of funding for nominated projects. The available funding exceeds both the funding needs for priority projects and the additional funding for existing projects. 238 Nominated Projects To give a complete picture of the known capital need, this year all known capital projects were included in nominated projects totaling $17.8M. Major Projects for Stabilization $15.8M Locations: Bohlman, Pierce Mt Eden, Diamond Oaks, Sarahill, Chiquita, SSR- Kirkmont, and Palomino •The remaining $2.0M of nominated projects are included in the CIP Review Package starting on page 41 (primarily streetlights and culvert repairs). 239 Discussion & Direction 240