HomeMy WebLinkAbout07-19-2008 City Council Agenda Staff ReportSARATOGA CITY COUNCIL MEETING DATE: July 19, 2008 AGENDA ITEM: ______ ORIGINATING DEPT: Public Works CITY MANAGER: PREPARED BY: John Cherbone DEPT HEAD: John Cherbone SUBJECT: Capital
Improvement Plan (CIP) – 4th Study Session ______________________________________________________________________________ RECOMMENDED ACTION(S): Accept report regarding the CIP and provide
direction to staff. REPORT SUMMARY: CIP Project Prioritization The annual amount of funding available for the CIP is limited so it becomes necessary to prioritize projects. The following
items are aimed at assisting the City Council in deciding which projects have funding priority: 1. Discuss Park Development funded projects. As directed by City Council at the June 3
rd CIP Study Session, unfunded park/trail projects were added to the list of new projects previously prioritized by the Parks and Recreation Commission (PRC) and Pedestrian Equestrian
Bicycle Advisory Committee (PEBTAC). The expanded list of park/trail projects were prioritized b?y the PRC at their July Meeting (Attachment 1). The PEBTAC was not able to prioritize
the expanded project list at their most recent meeting because it was not yet available. Park and trail projects are traditionally funded from Park Development Fees as they are collected.
Currently there are no available funds to allocate towards new project funding, therefore projects will be placed on a waiting list until funding is available. 2. Conduct an exercise
aimed at prioritizing all other CIP projects (Attachment 2), which includes new projects for FY 08/09 and unfunded projects approved in previous fiscal years. Summary information on
each project can be found in Attachment 3.
2 of 4 As directed by City Council, the project prioritization list has been combined to include both general CIP projects and projects aimed at increasing operational efficiencies.
It is recommended that City Council choose up to 10 projects from the list of projects (Attachment 2). The projects chosen will then be prioritized from 1 to 10 with 10 being the highest
priority at 10 points. After prioritization by City Council the project totals will be added and averaged. The resulting priority list will include a funding cutoff line based on the
available funding of $1,063,000 (See CIP Funding Below). Council can write in a different funding amount for projects without set cost estimates such as projects with sinking funds,
efficiency projects for City buildings, and projects which can be constructed in phases. 3. If the priority list of projects resulting from the priority exercise meets Council’s approval
then it is recommended that Council direct staff to begin the Public Hearing process for final adoption of the CIP. If the resulting priority list does not meet Council’s approval then
it is recommended that Council either negotiate an amended priority list or conduct a subsequent priority exercise for projects that do not have consensus. CIP Funding: At the June 2008
hearing connected to the approval of the FY 08/09 Budget, Council directed $1.2 million in funds from unallocated end of year savings be set aside for the CIP. Projects eligible for
this funding now include projects aimed at improving operational efficiencies. Project Funding Summary (CIP Fund) – Approved at the May 7 th CIP Study Session & City Council Meeting
CIP Fund: $1,200,000 Community Development Document Imaging Project: (60,000) City Website Upgrade Project: (50,000) Highway 9 Safety Project – Phase 3 Local Funds (Prop 116 Grant $462k)
(27,000) CIP Funds Available: $1,063,000 Project Funding Summary (Other Funds) The following two projects were introduced at the June 3 rd CIP Study Session and were subsequently approved
for funding at at the June 4 th and July 2 nd City Council Meetings, respectively. Hakone Gardens Well and Koi Pond Repairs (Undesignated Fund): $50,000
3 of 4 Comer Drive Retaining Wall Replacement (Hillside Repair Fund): $200,000** ** Note: City Council has directed that these funds be repaid to the Economic Uncertainty/Hillside Reserve
Fund within 2 fiscal years. CIP Process: The scheduling over time of public improvements is an essential task of a CIP and is based on a series of priorities according to need, desire,
importance, and of the City’s ability to fund the various projects. A comprehensive CIP can provide many benefits to the City. The following are a few examples of these benefits: 1.
Ensures that public facilities and circulation portions of the general plan are carried out. 2. Remedies deficiencies in the City’s infrastructure. 3. Ensures projects built when they
are needed. 4. Ensures that funds can be provided from a variety of sources in a logical manner over a multiyear period. Recommended criteria to consider when making choices on project
priorities: o Importance relative to community needs. o Resources available. o Operation and Maintenance Costs. Some projects may be fully funded over a multiyear period. Other projects
may be included but unfunded, awaiting grants and special funding sources not available at the time of the CIP development. In other cases Council may wish to fund design and engineering
costs only for projects likely to be submitted for competitive grant applications requiring projects that are preapproved and for which designs have been completed. Once direction from
City Council on the draft changes to the CIP is received, staff will schedule a hearing for public input. The next step in the process will be to submit new projects to the Planning
Commission for review of general plan conformance and environmental approvals. The process will conclude with public hearings and final adoption of the new CIP projects by City Council.
FISCAL IMPACTS: Unknown at this time. Depends on the final CIP project list.
4 of 4 CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): Not Applicable. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): Subsequent Public Hearings will
be held with both the Planning Commission and City Council. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: 1. Parks and Trails Priority List 2. Priority Exercise
Sheet 3. Project Summary Information 4. CIP Spreadsheet