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HomeMy WebLinkAbout1998-12-14 City CouncilTO: FROM: City of Palo Alto City Manager’s Report HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT: PUBLIC WORKS 11 DATE:DECEMBER 1.4, 1998 CMR:423:98 SUBJECT:APPROVAL OF A BUDGET AMENDMENT ORDINANCE FOR $650,235 FOR EMERGENCY INFRASTRUCTURE REPAIRS RECOMMENDATION Staff recommends that Council approve a Budget Amendment Ordinance (BAO) for $650,235 to replace funds in the Public Works Department FY 1998-99 Operating Budget. These funds were expended for emergency basement repairs at the Main Library, Cultural Center, Children’s Theatre, and Lucie Stem Center as well as San Francisquito Creek/Middlefield Road and Arastradero Preserve culverts and bridges. BACKGROUND Heavy rainfall during the early part of February 1998 caused extensive infrastructure damage to culverts, roadways and utilities. In order to perform essential repairs, sole source contracts were established with two construction firms and a geotechnical engineering consultant, as first reported to Council February 23, 1998 (CMR:143:98), and later on April 6, 1998 (CMR: 185:98), July 20, 1998 (CMR:290:98), and October 26, 1998 (CMR:410:98). Projects which were completed include: Removal of fallen trees from San Francisquito Creek Repair of the embankment and roadway, on Palo Alto Avenue between Tasso and Webster. The roadway had been undermined by a tree failing into the San Francisquito creekbed which had resulted in one lane of Palo Alto Avenue being closed to traffic. Protected the Palo Alto Avenue/Waverly bicycle bridge abutment from further erosion damage. Reinforced several damaged drainage culverts and a service road in the Arastradero Preserve; constructed a small bridge to replace a culvert that had been destroyed during the storms. Added rock reinforcement to an eroded area of creek embankment on Los Trancos Road and repaired undermining damage at the roadway. Constructed a 100- foot retaining wall and replaced a segment of roadway along upper Page Mill Road after a slide had caused the downhill traffic lane to shift several feet downhill. Repaired a collapsed storm drain near the pedestrian tunnel at the University Avenue Caltrain station which had resulted from localized flooding. CMR:423:98 Page 1 of 4 Injected epoxy filler along the perimeter of the basements at the Main Library and Cultural Center in order to reduce the likelihood of water infiltration through small cracks. Repaired erosion of San Francisquito Creek/Middlefield Road. A pile of ½- ton boulders had been deposited at the downstream face of the Middlefield Road Bridge during the high winter flows. The boulder pile, which ranged from 6 to 10 feet high, spanned the entire width of the channel. This blockage resulted in erosion along the base of a retaining wall along the Menlo Park bank, for a distance of approximately 100 feet. The blockage has been cleared, and the scoured area repaired. Lucie Stem Center - Children’s Theatre Basement: The existing concrete slab in the Children’s Theatre basement had uplifted and cracked due to pressure from rising groundwater. The damaged slab and existing sump pump were removed and replaced with a thicker slab, improved underdrainage, and a larger pump. Exterior perimeter drainage was installed in order to move water away from the foundation of the building. DISCUSSION The majority of the repairs and costs to respond to the~emergency were funded through an allocation authorized by Council as part of the FY 1997-98 Mid-Year Report. At that time, $1.3 million was appropriated from the General Fund Reserve for Emergencies. This funding has been utilized to cover a variety of expenses incurred to date, including the emergency contract work already completed. It did not, however, include the Main Library, Lucie Stem and Children’s Theatre Cultural Center basements and San Francisquito Creek repairs. Past staff reports (CMR:290:98, 331:98 and 410:98) stated that additional funding would be required in order tocomplete all the projects (Attachment A). This report requests a BAO for~ $650,235 from the Reserve Fund for Emergencies to reimburse funds from the Public Works FY 1998-99 Operating Budget that were used for short term coverage of these expenses. Originally budgeted work has been postponed in orderto provide temporary funding. Some of the costs shown below are estimates, as final invoices have not yet been received from the contractor: Main Library and Cultural Center Basements Lucie Stem Basements - Design Fee Lucie Stern/Children’s Theatre Basement Lucie Stern/Community Center Basement San Francisquito Creek/Middlefield Road Arastradero Preserve Culverts & Bridge Subtotals: Final $37,340 $16,045 $53,385 Estimated $56,850 $230,000 $300,000 $10,000 $596,850 BAO TOTAL: $650,235 CMR:423:98 Page 2- of 4 FEMA Reimbursement While it is likely that $47,340 ($37,340 for the Main Library and Cultural Center Basements and $10,000 for the San Francisquito Creek!Middlefield Road) of the infrastructure repair costs will be paid by FEMA, it is less clear how much of the Lucie Stern basement costs will be reimbursed. In 1982, the two basement slabs had been considered for replacement. Due to other funding priorities, however, they had not been approved for constmctiom FEMA may therefore decide that the City knew that these two sites had "pre-existing conditions" which made them susceptible to flood damage. A determination of this kind by FEMA would disqualify the basements for repair reimbursement. It should also be noted that the estimated cost for the Lucie Stern Community Center basement includes costs for Americans with Disabilities Act (ADA) improvements immediately adjacent to the basement. IfADA improvements are required for other areas of the building, staffwill return with a request for additional funding. The San Francisquito Creek/Middlefield Road erosion repairs are in an area of joint jurisdiction with the City of Menlo Park, San Mateo County and the Santa Clara Valley Water District. Staff will work with participating agencies for sharing any costs not reimbursed by FEMA. Any funds remaining after the Lucie Stern Community Center basement is completed will be held in reserve to repair potential future damage along San Francisquito Creek. Some banks along the creek were weakened during the February 1998 storms, however, they did not require repair at that time. If the creek has above-normal water levels during the upcoming winter, these banks may need stabilization. These repairs are not expected to be extensive, and should cost less than $50,000. RESOURCE IMPACT The attached BAO requests total funds of $650,235 for emergency infrastructure repairs. Of that amount $142,895 comes from the General Fund Budget Stabilization Reserve, $47,340 from the Reserve for Emergencies and $460,000 from various CIP projects (Downtown Library Beam Replacement CIP (19515), Civic Center Chiller Replacement CIP (19602), and the Park Backflow Replacement and Irrigation CIP (19414). This request is a one-time expense and there are no future year resource needs anticipated as a result of this BAO. Attachment C summarizes the BAOs approved to date inFY 1998-99 that impact the General Fund Budget Stabilization Reserve. This attachment also estimates future year ongoing costs associated with BAOs approved to date to provide a projection for the future resource needs from the General Fund for those programs approved after the adoption of the FY 1998-99 Budget. POLICY IMPLICATIONS This recommendation is consistent with prior Council direction. TIMELINE All infrastructure work undertaken by the Public Works Department as a result of the February 1998 Storm has been completed with the exception of the Lucie Stem Community CMR:423:98 Page 3 of 4 Center basement. complete. ATTACHMENTS Attachment A: Attachment B: Attachment C: The remaining basement will require approximately four months to CMRs 290:98, 331:98 and 410:98 Budget Amendment Ordinance Budget Amendment Ordinance Impacting the General Fund Approved to Date in 1998-99 PREPARED BY: Karen Bengard, Senior Engineer GLENN S. ROBERTS Director of] ~lic Works CITY MANAGER APPROVAL: JUNE City Manager CMR:423:98 Page 4 of 4 ATTACHMENT A City of Palo Alto City Manager’s Report TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS DATE:JULY 20, 1998 CMR:290:98 SUBJECT: STATUS OF EMERGENCY INFRASTRUCTURE REPAIR This is an informational report and no Council action is required. DISCUSSION Heavy rainfall during the early part of February 1998 caused extensive infrastructure damage to culverts, roadways and utilities. In order to perform essential repairs, sole-source contracts were established with two construction firms and a geotechnical engineering consultant, as first reported to Council on February 23, 1998 (CMR:143:98) and later on April 6, 1998 (CMR: 185:98). The purpose of this report is to provide Council with the current status and cost of the emergency repairs supervised by the Public Works Department. The following projects have been completed: ¯Removal of fallen trees from San Francisquito Creek. ¯Repairs to damaged drainage culverts in the Arastradero Preserve. ¯iRepairs to the roadway and creek embankment on Los Trancos Road - Los Trancos Creek had eroded the road shoulder and was undermining the road. ¯Embankment and roadway repair on Palo Alto Avenue between Tasso and Webster Streets - The roadway was undermined when a large eucalyptus tree fell into San Francisquito Creek, resulting in a lane closure. ¯Construction of a retaining wall and repair of the roadway along 100 linear feet of Page Mill Road, approximately three miles above the entrance to Foothills Park - A slide had caused the downhill traffic lane to move several feet and the lane had to be closed to traffic. ¯Repair of a collapsed storm drain near the pedestrian tunnel at the University Avenue Caltrain station -localized flooding had occurred near the western Caltrain pedestrian tunnel. In addition to the above completed projects, work will begin on the following projects in the Arastradero Preserve in July 1998: ¯Repairs to two damaged drainage culverts and the adjoining roadway, CMR:290:98 Page 1 of 3 which provide access to a water storage tank used to supply fire trucks, if needed. While still serviceable, repairs should be made before the coming winter in order to prevent a potential road closure. Design and construction of a small bridge to replace a culvert that was destroyed during the February storms. The destroyed culvert had provided the only creek crossing from the main Preserve entrance toward the dam. A temporary pedestrian bridge has been installed that is not wide enough to accommodate service vehicles or equestrians. As a result, equestrians are crossing the creek at other locations, which presents safety concerns and has resulted in additional erosion along the creek banks. The bridge design is part of the Arastradero Dam Improvements Project, Capital Improvement Project No. 19102. The consultant’s preliminary report on the feasibility of this project is nearing completion, and the findings will be used in the bridge design, which will be evaluated for any necessary Architectural Review Board approvals. In addition to the above projects, Staff is reviewing alternatives to repair damaged basements at Lucie Stem Center, Children’s Theater, Main Library and Cultural Center. The concrete floors in the basements of Lucie Stem and Children’s Theatre were uplifted due to pressure from the rising groundwater. As a result, the floor slabs will probably need to be replaced, and larger sump pumps installed. The Main Library and Cultural Center had water infiltration through several large cracks in the basement floors. The recommended repair for these two sites is to pressure-seal the cracks with epoxy. The estimated fee for all four locations is $400,000 to $500,000, depending upon the amount of Uniform Building Code and Americans with Disabilities Act upgrades that will be required. RESOURCE IMPACT The majority of the repairs and costs to respond to the emergency were funded through an allocation authorized by the City Council as part of the FY 97-98 Mid-Year Report. At that time, $1.3 million was appropriated from the Reserve for Emergencies to the General Fund. This funding has been utilized to cover a variety of expenses incurred to date, including the emergency contract vvork already completed. Funds remain in this authorization to cover the remaining repairs at the Arastradero Preserve. These repairs are estimated to cost $110,000. Funding for the repair of the basements has not been appropriated. There is sufficient funding in the FY 98-99 Public Works Budget to front the contract expenses for any repairs in the short term. Staff intends to return to Council with the FY 98-99 Mid-Year Report to request additional funding needed as a result of the storm damage which cannot be Supported within the departments’ FY 98-99 budgets. The current estimates for the repairs of the damaged basements of the Main Library, Cultural Center, Lucie Stem and Children’s Theatre are between $400,000 to $500,000. CMR:290:98 Page 2 of 3 Staff is in the process of preparing an informational staff report regarding the costs incurred in responding to the storm, and an estimate of what portion of these costs appear to be eligible for reimbursement from FEMA. This report will be forwarded to Council in August. The costs for the emergency repair work at the Arastradero Preserve have been submitted for reimbursement from FEMA, and this request is currently under review. Staff believes the majority of the costs for these repairs will be reimbursed, and will also request reimbursement from FEMA for the repair of the basements. Power Engineering under an existing contract, has completed the infrastructure repairs discussed in this report, and will also be responsible for work required on the Arastradero Preserve. In addition to these repairs, Power Engineering has been retained to assist staff in the preparation of Federal Emergency Management Agency (FEMA) Damage Survey Reports (DSRs) for several smaller sites throughout the City, at an estimated cost of $10,000. The DSRs which are submitted by the City to FEMA, are a critical part of the cost- reimbursement process and outline the damage incurred and provide a detailed breakdown of repair methods and costs. POLICY ~LICATIONS Emergency infrastructure repairs are being accomplished through the use of emergency sole- source contracts authorized by the City Manager. TIMELINE The emergency construction projects in the Arastradero Preserve are expected to be complete by the end of November 1998. The timeline for the basements will not be established until the scope of work is developed. The goal, however, is to begin construction no later than October 1998. PREPARED BY: Karen Bengard, Senior Engineer DEPARTMENT HEAD: ~/’~. ~~~/~ GLENN S. CITY MANAGER APPROVAL: JUNE FLEMING City Manager CMR:290:98 Page 3 of 3 City of Palo Alto City Manager’s Reportl TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT:ADMINISTRATIVE SERVICES DATE:AUGUST 3, 1998 CMR: 331:98 SUBJECT:STATUS REPORT ON COSTS INCURRED AS A RESULT OF THE WINTER 1998 STORMS AND STATUS OF CLAIM FOR REIMBURSEMENT OF COSTS REPORT IN BRIEF This is an information report and no Council action is required. On February 2-3, 1998, a major storm hit Palo Alto, resulting in an unprecedented level of flooding. To date, the City has incurred $2.1 million in flood-related expenditures, including emergency response, damage to public property, storm-related assistance provided to the community, and emergency protective measures. The severity of the storm prompted a Presidential Declaration of Emergency. This allowed the City t° file a claim with the Federal Emergency Management Agency to seek reimbursement for the costs incurred and damages sustained. The City filed its claim in February 1998, and staff estimates that 58 percent, or $1.2 million of the flood-related expenditures, are eligible for reimbursement. This report outlines the overall costs incurred by the City as a result of the February 1998 and provides information regarding the status of the City’s claim for Federal disaster assistance. CMR:331:98 Page I of 5 BACKGROUND The City devoted significant resources towards responding to the flooding emergency that occurred on February 2 and 3, 1998, to the subsequent clean-up, and to the protective measures undertaken during and after the emergency. The February 1998 winter storms resulted in damage to City facilities and property, including public buildings, parks, open space, recreational facilities, roads, bridges, trails and City vehicles. In late February 1998, the City filed a claim with the State Office of Emergency Operations (OES) and the Federal Emergency Management Agency (FEMA) to seek reimbursement for the damages sustained and for the costs incurred responding to the storms. This claim is currently being processed by OES and FEMA. DISCUSSION The costs related to the 1998 storm fall into five distinct categories: emergency response costs; costs to repair damage to City facilities and property; costs for storm-related services provided to the community; costs to .implement emergency protective measures, and, emergency-related administrative costs. Within most of these categories, there are certain costs that are eligible for reimbursement from OES and FEMA. Based on feedback from FEMA, staff has developed an estimate of the costs eligible for reimbursement:-A table summarizing this information is provided below: Actual Costs OES/FEMA Reimbursable Percent Eligible for ReimbursementCosts Emergency Response $410,0000 $410,000 100.0 Damage to City Facilities and Property $1,015,000 $650,000 64.0 Storm-Related Services $260,000 $163,000 62.7 Emergency Protective Measures $438,000 0 0 Administrative Costs $25,000 23,000 92.0 Total $2,148,000 $1,246,000 58.0 CMR:331:98 Page 2 of 5 As discussed in CMR:232:98, "February 2-3, 1998 Flood Post-Incident Critique," the emergency response costs included: responding to emergency calls; patrolling neighbor- hoods and providing evacuation notification and assistance; establishing shelter; maintaining road safety; coordinating with other jurisdictions; and providing public information. In addition, in the days, weeks and months following the flood, the City provided a range of assistance to Palo Alto residents and the community-at-large. Public Works sent clean-up crews into neighborhoods to clear roadways and sidewalks, haul away mud and debris from flooded areas, and remove observable obstructions in creeks. The Public Works Department also assessed road conditions and identified areas needing emergency repairs. The City’s Building Inspection Division assessed homes for flood damage. It is important to note that the emergency response category only includes costs for employees on overtime duty, as regular duty costs are not eligible for reimbursement under FEMA guidelines. The storm was responsible for significant damage to City facilities and property. The damage included creek embankments, washed out trails, damaged drainage culverts, bridges, and extensive erosion to two City roadways. In addition, there was damage to police patrol vehicles, basements of several community facilities and to the materials stored in the basements; and equipment at the Golf Course that was destroyed. While some of these problems were repaired immediately, repairs to open space areas and City basement facilities are still underxvay and actual costs are yet to be determined. During and after the storms, the City provided a number of storm-related services to the community. As deicribed in CMR:232:98, these services included the provision of debris boxes; reimbursement for rental of debris boxes, the pumping of basements and crawl spaces of 203 homes; the provision of sand and sandbags; temporary suspension of landfill fees, temporary suspension of building permit fees for storm-related repairs, and credits on utility bills to residents who had increased use of electricity., gas, and xvater due to flood-related cleanup and repair. The City also hired a consultant to assist residents with the Federal disaster assistance claim process. In the emergency protective measures category,.there are a number of initiatives that have already been undertaken to assist the City in future emergencies. The installation of creek monitoring devices at San Francisquito, Madadero and Adobe Creeks was completed in April 1998. A weather monitoring system was installed at Foothills Park in May 1998. In June 1998, Council approved the provision of an emergency notification system, as well as upgades to the City’s Emergency Operations Center. This category does not include costs for improvements to the San Francisquito Creek, which may be accomplished through a potential joint effort with affected jurisdictions, as they are not known at this time. The administrative cost category primarily relates to a contract for a consultant to assist the City with preparing its FEMA claim. CMR:331:98 Page 3 of 5 While the majority of the costs incurred were attributed to the General Fund, the City also incurred costs in the Utility Funds. There was damage to facilities such as an access road maintained by the Water Fund which cost $60,000 to repair, and problems with the Regional Water Quality Control Plant, due to the excessive amount of material in the sewer system during the height of the emergency, costing $50,000. The.actual costs detailed above include both Utility and General Fund costs. Overall, the actual costs incurred as a result of the storm are approximately $2.1 million (includes actual costs and contractual commitments). In addition to the costs incurred, there are costs related to damage that remains to be addressed that cannot be fully estimated at this time. This includes the damage to the basements at Lucie Stern, the Children’s Theatre, Main Library and Cultural Center, with repair costs that could reach $500,000 (it is likely that a large portion of the costs to repair the basement damage will not be eligible for reimbursement from FEMA because some of the damage was preexisting). In Foothills Park, there has been significant erosion to the creek banks. A rough estimate of the cost for these repairs is $185,000. In addition, it is possible that there is damage to roadways that, while not immediately evident, may appear in the future or may result in a shorter useful life for certain roads. Finally, as Palo Alto works with Menlo Park and other associated jurisdictions to develop a long-term plan for San Francisquito Creek, there could be a substantial outlay of resources. As needed repairs are further defined and cost information is available, staff will return to Council for direction regarding how to proceed with the remaining repairs. As part of the 1997-98 Midyear Financial Report, the Council approved an allocation of $1.3 million from the Reserve for Emergencies to support these storm-related costs. In June 1998, Council approved $,4 million from the Reserve for Emergencies tO fund the emergency notification system and upgrades to the City’s Emergency Operations Center (EOC). City departments absorbed the remaining $.4 million in emer.gency-related costs during 1997-98. Additional appropriations from the Reserve for Emergencies will likely be needed during 1998-99 to allow staff to address the remaining storm-related repairs. RESOURCE ..IMPACT Of the $2.1 million in costs resulting from the 1998 winter storms, Staff anticipates that approximately 58 percent or $1.2 million will be eligible for reimbursement from FEMA and OES. At this point in time, the majority of the City’s claim is in stage two of a three-stage FEMA review process. After completing all three stages of review, the City will be able to submit requests for reimbursement to FEMA. Staff anticipates this will occur in the first half of 1998-99. As reimbursement is received, it will be utilized to replenish the Reserve for Emergencies. CMR:331:98 Page 4 of 5 PREPARED BY:Gigi Harrington, Budget Manager Robin Spencer, Staff Accountant APPROVED BY: C~-Y~ATS Director, Administrative Services CITY MANAGER APPROVAL: ElegY ~S~N Assistant City Manager cc:n/a CMR:331:98 Page 5 of 5 City of Palo Alto City Manager’s Report TO:HONORABLE CITY COUNCIL FROM: CITY MANAGER DEPARTMENT: PUBLIC WORKS DATE:OCTOBER 26, 1998 CMR:410:98 SUBJECT: STATUS OF EMERGENCY INFRASTRUCTURE REPAIRS This is an informational report and no Council action is required. BACKGROUND Heavy rainfall during the early part of February i 998 caused extensive infrastructure damage to culverts, roadways and utilities. In order to perform essential repairs, sole-source contracts were established with two construction firms and a geotechnical engineering consultant, as first reported to Council on February 23, 1998 (CMR:143:98), and later on April 6, 1998 (CMR:185:98) and July 20, 1998 (CMR:290:98). Power Engineering was retained under an existing contract to complete the infrastructure repairs discussed in this report. Emergency infrastructure repairs are being accomplished through the use of emergency sole- source contracts authorized by the City Manager. The Municipal Code requires these repairs to be reported at the next Public Meeting. Municipal Code 2.30.090 Purchasing Section. The following projects have been completed since the last report to Council on July 20, 1998: Arastradero Preserve: ¯Repaired two damaged drainage culverts and the adjoining roadway. ¯Constructed a bridge to replace a culvert that was destroyed during the February storms. The culvert had provided the only creek crossing from the main Preserve entrance toward the dam. Main Library, and Cultural Center Basements: ¯ Injected epoxy filler along the perimeter of the basement to reduce the likelihood of water infiltration through small cracks. In addition to the above projects, heavy rains have required specific repairs to San Francisquito Creek. These repairs were identified after the annual creek walk was conducted. A State Department ofFish and Game permit has been applied for, and repairs CMR:410:98 Page 1 of 3 to San Francisquito Creek at Middlefield Road are anticipated to begin in late October 1998. A pile of ½-ton boulders had been deposited at the downstream face of the Middlefield Road Bridge during the high winter flowsl The boulder pile, which ranges from 6 to 10-feet high, spans the entire width of the channel. This blockage has resulted in a erosion along the base of a retaining wall on the Menlo Park bank for a distance of approximately 100 feet. This boulder pile area was under water for a long period and was only observable recently after the water level in the creek had receded. The blockage will be cleared and the scoured area repaired at an estimated cost of $45,000. The heavy rainfall also impacted two basements in the Lucie Stem Center, which are to be removed and replaced. Ttie existing concrete slabs in the Children’s Theatre and Recreation Center basements have uplifted and cracked due to pressure from rising groundwater. The damaged slabs and existing sump pumps are to be removed and replaced with thicker slabs, improved underdrainage, and larger pumps. Exterior perimeter drainage systems are to be installed in order to move water away from the foundation of the building. Power Engineering assisted staff as well in the preparation of Federal Emergency Management Agency (FEMA) Damage Survey Reports (DSRs) for several small-project sites (under $40,000 in damage) throughout the City. The DSRs, which have been submitted by the City to FEMA, are a critical part of the cost-reimbursement process. They outline the damage incurred and provide a detailed breakdown of repair methods and costs. Staff believes the majority of the costs for these repairs will be reimbursed by FEMA. RESOURCE IMPACT The majority of the emergency repairs and costs were funded through an allocation authorized by Council as part of the 1997-98 Mid-Year Report. At that time, $1.3 million was appropriated from the General Fund Reserve for Emergencies. This funding has been used to cover a variety of expenses incurred to date including the emergency contract work already completed, except for the Main Library, Cultural Center and Lucie Stem basements. In August 1998 (CMR:331:98), staff informed Council that additional appropriations from the Reserve for Emergencies would probably be needed in 1998-99 to address the remaining storm-related repairs. Funding for the basements repairs has not been appropriated. Funds from the 1998-99 Public Works Operating Budget have been used for short term coverage of the emergency contract repairs expenses. The current estimates for the repairs of the damaged basements of the Main Library, Cultural Center, Lucie Stem and Children’s Theatre are approximately $500,000. Staff will retum at a later date to request a Budget Amendment Ordinance (BAO) for the basement repairs (approximately $500,000), and the San Francisquito Creek/ Middlefield Road erosion repairs(S45,000). The BAO funds are needed to replenish the 1998-99 Public Works Operating Budget in order to complete originally budgeted work that was postponed to allow for the emergency repairs. CMR:410:98 Page 2 of 3 TIMELINE Repairs to San Francisquito Creek at Middlefield Road should be completed in November 1998.Thetwo Lucie Stem Center basements could be completed by January 1999: PREPARED BY: DEPARTMENT HEAD: Karen Bengard, Senior Engineer GLENN S. ROBERTS Director of Public Works CITY MANAGER APPROVAL: EMILY HARRISON Assistant City Manager CMR:410:98 Page 3 of 3 ATTACHMENT B ORDINANCE NO. ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET FOR THE FISCAL Y~AR 1998-99 TO RETURN FUNDING FROM SEVERAL CAPITAL IMPROVEMENT PROJECTSTO THE GENERAL FUND AND TO PROVIDE AN ADDITIONAL APPROPRIATION OF $142,895, TO FUND A TOTAL OF $650,235 FOR EMERGENCY INFRASTRUCTURE REPAIRS WHEREAS, pursuant to the provisions of Section 12 of Article III of the Charter of the City of Palo Alto, the Counci! on June 22, 1998 did.adopt a budget, for fiscal year 1998-99; and WHEREAS, during the Winter of 1998 the Lucie Stern Recreation Center and Children’s Theatre, and the Main Library and Cultura! Center incurred storm related damage to their basements, which required emergency repairs; and WHEREAS, during the Winter of 1998 the San Francisquito Creek and Arastradero Preserve culverts and bridge incurred storm related damage,~which also required emergency repairs; and WHEREAS, the total cost of the emergency repairs is $650,235,. $460,000 will be provided by existing CIP balances and $47,340 will be reimbursed by the Federal Emergency Management~ Association (FEMA); and WHEREAS, the remaining $142,895 must be provided by the General Fund Budget Stabilization Reserve; and WHEREAS, this additional appropriation of funds from the General Fund Budget Stabilization Reserve is for a one-time cost, and no future year General Fundongoing costs are anticipated from the emergency repairs referred to above; and WHEREAS, City Council authorization is needed to amend the 1998-99 budget as hereinafter set forth. NOW, THEREFORE, the Council of the City of Palo Alto does ORDAIN as follows: SECTION i. The sum of Six Hundred Fifty Thousand, Two hundred and Thirty-Five dollars ($650,235) is hereby appropriated to the Trees Functional Area and the Structure and Grounds Functional Area in the Public Works Department, which appropriation is hereby funded from the various sources described below: (a) The Downtown Library Beam Replacement CIP (19515) is hereby reduced by Ten Thousand Dollars ($i0,000), resulting in a remaining project appropriation of Two Thousand Two Hundred and Sixteen Dollars ($2,216). (b) The Civic Center Chiller Replacement CIP (19602) is hererby reduced by Two Hundred and Twenty Five Thousand Dollars ($225,000), resulting ~n a remaining project appropriation of Ninety Eight Thousand Eight Hundred and Twenty Six dollars ($98,826). (c) The Park Backflow Replacement and Irrigation CIP (19414) is hereby reduced by Two Hundred and Twenty Five Thousand Dollars ($225,000), resulting in a remaining project appropriation of Five Hundred Twenty Seven Thousand Eight Hundred and Fifty Eight dollars ($527,858). (d) The Reserve For Emergencies is hereby reduced by Forty Seven Thousand Three Hundred and Forty dollars ($47,340) to reflect the portion of the work that is eligible for reimbursement by FEMA. (e) The Budget Stabilization Reserve is hereby reduced by One Hundred Forty Two Thousand Eight Hundred and Ninety Five Dollars ($142,895). SECTION 2. These transactions described in Section 1 will reduce~ thm Reserve for Emergencies from $5,875,000 to $5,827,660. . . SECTION 3. These transactions described in Sectionilwill reduce the Budget Stabilization Reserve from $16,435,974 to $16,293,079. SECTION 4. As specified in Section 2.28.080(c) (I) of the Palo Alto Municipal Code, a two thirds vote of the City Council is required to adopt this ordinance. SECTION 5. The Council of the City of Palo Alto hereby finds that this project is exempt from the provisions of the California Environmental Quality Act and, therefore, no environmental impact assessment is necessary. SECTION 6. As provided in Section 2.04.350 of the Palo Alto Municipal Code, this ordinance shall become effective upon adoption. INTRODUCED AND PASSED: AYES: NOES: ABSTENTIONS: ABSENT : ATTEST:APPROVED: City Clerk Mayor APPROVED AS TO FORM:City Manager Senior Asst. City Attorney Director of Services Administrative Director of Public Works Attachment C Budget Amendment Ordinances Impacting General Fund Reserves Approved To Date in 1998-99 Estimated Beginning Budget Stablization Reserve (BSR) Balance Net Cost Placeholders " Already in the Impact on the General Fund1998-99 Adopted BSRBudget $19,050,000 Estimated Future Year Ongoing Costs Reduction in Rental Income from Utilities Due to Relocation of Utilities En~neering and Creation of Capital Improvement Project 19921, Relocation / Consolidation of Level A Storage Increase in the City’s Annual Rental Payment to the Palo Alto Unified School District for Lease and Covenant Not to Develop for an Extended Day Care Center at the New Hoover School Site Salary and Benefit Increases Retroactive to May 1, 1998 for Classified Personnel (SEIU) ~ Salary and Benefit Increase Retroactive to July 1, 1998 for Police Personnel Addition of Fi~,e Full-Time Positions and Associated Resources to the Planning and Community Environment Department Interim Historic Inventory Consultant Interim Historic Regulations Administration Phase 1 - San Francisquito Creek Bank Stabilization and Revegitation Study Reclassification of CDBG Position to Senior Planner Position Acquire Leased Space and Cover Associated Support Costs for a One-Stop Development Center at 285 Hamilton Avenue Recruitment Assistance Formation of Library Advisory Commission Golf Course Clubhouse and Related Improvements Salary and Benefit Increases Retroactive to July l, 1998 for Management and Confidential Employees Emergency Repairs (Basements, Creek, Arastradero Pres.) Council Chambers Refurbishing Capital Project Number 19625 ($23 t ,700) ($34.792) ($260,000) ($182,200) ($488,364) ($437,400) ($269,600) ($112,500) $300,000 ($23 t ,700)($221,000) ($34,792)($36,000) ($260,000)(5702.000) ($182,200)(5265,000) ($188,364) ($410,743) ($437,400) ~ ..... ¯ ($269;600)..~ ($112,500) ($7,400)($7,400) ($507,000)($507,000) ($60,000)($60,000) ($22,500)($22,500) $33,430 $33,430 ($334,000)($334,000) ($142,895)($142,895) ($238,000)(S238,000) (5370,000) ($ 14,280) ($624,900) Total ($3,294,921) $300,000 ($2,994,921)($2,643,923) BSR Balance After BAO’s $16,055,079 * The estimated increase for the SEIU a~eement in1999-2000 is the cumulative increase beyond the 1998-99 Adopted Budget. 12/09/98