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HomeMy WebLinkAboutStaff Report 267-051. Milestones The Top 5 Priorities Jan -Mar 2005 Estimated Completion Date CITY FINANCES ATTACHMENT 1 Accomplishments Year-To-Date Development Impact Fees -Phase II (Citywide Transportation), March 2005 including development of a financial plan for traffic calming projects a. Complete Charleston-Arastradero Corridor Streetscape Development January Q 1: Nexus study underway with assistance from Nelson-Nygaard Impact Fee Nexus Study 2005 Associates; Transportation staff plans to meet with a Chamber of Commerce Government Affairs Subcommittee to discuss the Charleston- Arastradero Streetscape Development Impact Fee Nexus Study. Q2: Staff met with Chamber of Commerce Transportation Subcommittee as well as with representatives of several prospective developments on the Charleston-Arastradero Con-idor. Q3: The Nexus study first and second drafts were revised based on reviews by the City Attorney's Office and a consulting attorney specializing in AB 1600 matters. The draft Finance Committee CMR was completed. b. Develop Impact Fee Report and Charleston-Arastradero Corridor February Q I: Tentatively scheduled for the Council Finance Committee on February Streetscape Development Impact Fee findings and recommendations to 2005 15,2005. Finance Committee -- Q2: Rescheduled for Council Frnance Committee in March 2005. Q3: Rescheduled for Council Finance Committee for June 2005. c. Develop Impact Fee Report and Charleston-Arastradero Corridor March 2005 Q I: Work underway on the Charleston-Arastradero Streetscape Streetscape Development Impact Fee findings and recommendations to Development Impact Fee Nexus Study. Work is also underway by Planning Council, along with proposed new Citywide Transportation Impact Fee and ASD on a report regarding the overall levels of Palo Alto impacts fees. and Charleston-Arastradero Corridor Streetscape Development Impact Fee Nexus Study findings and recommendations. Q2: Work proceeding on the Charleston-Arastradero S treetscape Development Impact Fee Nexus Study and a report regarding the overall levels of Palo Alto impacts fees. Q3: The Nexus study fIrst and second drafts were revised based on reviews by the City Attorney's Office and a consulting attorney specializing in AB 1600 matters. ----------------- City Council's Top 5 Priorities - 1 -Q1 = Jul -Sep Q3 = Jan -Mar Q2 = Oct-Dec Milestones Estimated Completion Date 2. Follow up to recommendations from the Mayor's Ad Hoc Retail June 2005 Committee -------- City Council's Top 5 Priorities -2- ATTACHMENT 1 Accomplishments Year-To-Date Ql: The Mayor's Retail Committee held its fmal meeting in August 2004 and created an action plan to present to the City Council and the Planning and Transportation Commission (PTC). The action plal1 identified five areas of focus, including Addressing Land Use and Transportation Issues, Supporting Local Business and Merchant Associations, Better Promoting Parking in Business Districts, Initiating a Business Registry, and Supporting "Shop Palo Alto" Efforts. The action plan was discussed at a joint study session of the Council and PTC in October 2004. Q2: Staff conducted a preliminary analysis of three potential Redevelopment project areas (West Bayshore, El Camino Real, and the Fry's area) and recommended narrowing the focus to the Fry's area. Deeper analysis of the Fry's area will be conducted to determine the viability of establishing a Redevelopment project area at that site. Human Services and Police Department staff are continuing their participation with the Off the Streets Team, which focuses on securing housing for the 100 hardest to house homeless. They are also working with the Downtown Business Improvement District (BID) to educate businesses about unhoused issues and respond to the concerns expressed about the affect it has on the business environment. The update to the Downtown Parking brochure was completed. Staff is working with the Chamber's Parking Committee and the Downtown BID for mass distribution of the brochure. Staff recommended replacing the current coral directional parking signs with the more standard and visible green and white directional signs. Staff presented the prototype to the Chamber's parking committee and will be looking to install the signs by the end of the fiscal year. The Chamber's Economic Development Committee (EDC), in conjunction with each of Palo Alto's major business districts, presented "Shop Palo Alto I for the Holidays." The business districts, including California Avenue, Downtown Palo Alto, Midtown, Stanford Shopping Center, and Town & Country Village, hosted holiday activities and events throughout the month of December 2004. 01 = Jul-Sep 03 = Jan -Mar 02 = Oct-Dec ., ATTACHMENT 1 " Milestones Estimated Accomplishments Year-To-Date Completion Date Q3: The Chamber's Economic Development Committee (EDC), continues to meet to discuss strategies to retain Palo Alto businesses. Representatives from California Avenue, Downtown Palo Alto, Midtown, Stanford Shopping Center, and Town & Country Village participate in the committee. 3. Structural budget reduction to bring budget into long-term balance, including staffing, health and retirement benefits, salaries, and service levels a. Present a plan to significantly reduce the unfunded liability in retiree health care costs i. Participate in GFOA conferences on riew GASB guidelines for Al:J§l:Jstt Q1: ASD staff has attended a GFOA conference and a seminar on the new post retirement benefits November GASB benefit guidelines. In addition, discussions with the City's outside 2004-auditor on the new GASB pronouncement occurred. Completed ii. . Develop and distribute RFP for actuarial services to calculate Winter Q1: ASD currently is in process of writing a RFP for actuarial services . expected retiree medical liability 2005 Q2: ASD will send out a RFP for actuarial services in early Spring 2005. Compliance with the new GASB rules on post retirement benefits is not -required until fiscal year 2006-07. Staff will provide Council with the results of the actuarial study well before required implementation. Q3: The RFP for actuarial services was sent out in April 2005 and responses are required in May. ~ i iii. Report to Council on GASB guidelines, actuarial findings, and Summer , I ! provide a plan with options to manage retiree health costs 2005 ! ------ City Council's Top 5 Priorities -3-Q1 = Jul -Sep Q3 = Jan -Mar Q2 = Oct-Dec ATTACHMENT 1 Milestones Estimated Accomplishments Year-To-Date Completion Date b. Incorporate goal offunding the Infrastructure Reserve (IR) in future J~Ae 2GG4 01: The $1:0 million goal has been accomplished in 2004-05 through the years: $1.0 million in 2004-05 and $2.0 million in 2005-06 Completed transfer of the IR from the General Fund to the Capital Improvement Fund. $1.0 in interest income on the IR will now accrue to the Capital Fund. June 2005 The additional $1.0 million target will be discussed in the Long Range Financial Plan going to Council in December 2005. 02: Staff presented Long Range Financial Plan to the Finance Committee on December 14, 2004, and to Council on January 24,2005. Achieving the additional $1.0 million in savings in 2004-05 and 2005-06 is unlikely given projected deficits of $1.5 million and $5.2 million, respectively. 03: The Proposed Budget for 2005-06 included a $0.14 million surplus, insufficient to meet Council's target of an additional $1.0 million for infrastructure. INFRASTRUCTURE 4. 2005-06 Capital Improvement Program a. Provide City Council with quarterly updates on CIP project progress June 2005 01: Attached is the 1 st quarter CIP project update 02: Attached is the 2nd quarter CIP project update 03: Attached is the 3rd quarter CIP project update ! b. Coordinate CIP projects with Utilities Department Ongoing 01: A quarterly coordination meeting attended by members of the Utilities, I Public Works, Community Services and Transportation Departments was held September 27. -02: A quarterly coordination meeting attended by members of the Utilities, Public Works, Community Services and Transportation Departments was held December 15. 03: A quarterly coordination meeting attended by members of the Utilities, Public Works, Community Services and Transportation Departments was held March 15, 2005. ---- City Council's Top 5 Priorities -4-01 = Jul-Sep 03 = Jan -Mar 02 = Oct-Dec " ATTACHMENT 1 " Milestones Estimated Accomplishments Year-To-Date Completion Date C. Streamline professional services and construction contracting June 2005 01: Representatives from the Attorney's Office, Purchasing, Utilities and procurement' processes Public Works are meeting twice monthly to develop a standardized RFP package for procurement of engineering/architectural design services for CIP projects and expect to have, this work completed by the end of the year. Work on streamlining the construction contracting procurement process will begin next. 02: A standardized RFP package was completed in December. This will result in a streamlined process for issuance of RFP's to speed up the procurement process for professional services needed for IMP projects. Training of IMP project staff on the use of the new RFP package will occur this winter (03). 03: Two 2-hour training sessions led by members of the Purchasing Division, City Attorney and Public Works Engineering Division were held March 10 and April 14 to introduce Citywide project managers to the streamlined RFP process for procuring professional services related to IMP and CIP projects. d. Incorporate sustainability goals into CIP projects Ongoing 01: Proposals are being reviewed for design services to install photovoltaic panels at three City facilities as part of the Department of Energy's photovoltaic demonstration project grant project. 02: A consultant was selected (Timmons design engineers) to prepare plans and speCifications for the Photovoltaic Demonstration Project. They are experts in photovoltaics and staff plans to bring a contract with Timmons to the City Council for approval in February 2005. In addition, staff is including green building design requirements into all IMP building projects in accordance with the City's Green Building Policy. 03: Utilities and Public Works staff is preparing a grant application for a ground source heat pump HVAC system that is under design for the Children'S Library renovation and expansion project. This system will reduce energy consumption at the Children'S Library. 5. Library Program ----- City Council's Top 5 Priorities -5-01 = Jul-Sep 03 = Jan -Mar 02 = Oct-Dec ATTACHMENT 1 Milestones Estimated Accomplishments Year-To-Date Completion Date a. Complete Children's Library renovation and expansion February 01: A contract with the Architectural Resources Group for design services 2007 for the Children's Library Renovation and Expansion project was awarded by the City Council on June 28, 2004, and design work is underway. 02: On October 25, 2004, the City Council approved an amendment to the design contract with ARG to provide for a 610 square feet addition on the south side of the Children's Library-to go with the 1600 square foot addition already under design on the north side. ARG prepared a schematic (30%) design for the north and south additions that were reviewed by the Architectural review Board (ARB) and Historic Resources Boatd (HRB) on December 15, 2004. Staff and ARG are proceeding with further design based on the ARB and HRB comments. 03: Design plans will be 65 percent complete in May. After reviews are completed, construction documents will be prepared with bidding for construction targeted for late summer 2005. b. Complete Mitchell Park Library and Community Center improvements September 01: Proposals were submitted and interviews conducted in September 2004 2007 with design architects interested in providing design services needed for the Mitchell Park and Community Center improvements. Staff will bring a recommendation for selecting the most qualified firm to Council by the end of this year. 02: A consultant was selected (KPA Group) to prepare plans and specifications for the Mitchell Park Library and Community Center Improvement Project. Staff plans to bring a contract with the KPA Group to the City Council for approval in February 2005. This recommended action was delayed to allow work on the Children's Library to advance so work on the Children's Library will be completed before-work on Mitchell Park Library begins. 03: On March 7, 2005 Council approved a design contract with the KPA Group 'for the Mitchell Park Library and community Center. Design work has begun on the project. 6. Parks and Open Space Program a. Complete Mayfield Athletic Fields October 01: Staff has been meeting monthly with Stanford and the Guzzardo 2005 Partnership (Stanford's landscape architects) and the project is currently under ARB review with construction on schedule to begin in Spring 2005. 02: Work continued on this project during 02 as described above. 03: Due to ongoing development agreement negotiations between Stanford and the City, construction is scheduled to begin in Fall 2005. City Council's Top 5 Priorities -6-01 = Jul -Sep 03 = Jan -Mar 02 = Oct-Dec " ATTACHMENT 1 " Milestones Estimated Accomplishments Year-To-Date Completion Date b. Acquire Bressler property October 01: On July 12, 2004, staff presented a report to Council outlining the status 2005 of the POST Gateway parcel (Bressler Property) acquisition and to date the City has received about half of the funds needed to complete the $3.6M purchase of the property. 02: Fund raising and grant writing continue to secure the remaining balance of $967,790. To date, the City has received pledges for 73% of the funds needed to complete the purchase of the property. 7. Public Safety Programs a. Acquire conceptual approval for Police Building expansion solution and December 01: This item has been tentatively agendized for the December 6, 2004, initiate environmental work and zoning changes 2004 City Council meeting. 02: The City Council directed staff to proceed with conceptual (30%) design and initiate a combining zoning district (to allow the project to exceed the City's 50 foot height limit for the site) for the Police Building expansion on December 6, 2004. 03: On February 14, 2005, at the recommendation of Mayor Burch and Council Members Beecham and Cordell (Colleagues Memo) staff was directed to look once more at the potential of constructing a new police Building in the California Avenue area. b. Complete Fire Station 1 and 2 renovations September 01: The City Council awarded a construction contract to Kuehne 2005 Construction on July 12, 2004, and construction is underway. 02: Work on renovation of Fire Stations 1 and 2 is about 30% done with project completion scheduled for late spring 20.0.5. 03: Work on renovation of Fire Stations 1 and 2 is nearly complete. The parking lots associated with these facilities will be renovated this summer as the final phase of work at these two facilities. c. Complete Fire Station 3 and 4 replacement study February 01: The RRM Design Group is working on this study and is about 50 2005 percent done having completed space needs interviews with affected Fire Department staff, drafting potential site plans, and work nearing completion on identifying possible environmental impacts and green building options. 02: Preliminary concept plans and cost estimates for replacement of Fire Stations 3 and 4 were developed during 02 based on Fire Department input. These concepts and cost estimates will be further refined during 03. 03: The draft feasibility study with concept plans and cost estimates for . replacement of Fire Stations 3 and 4 was completed in March 2005 . -~---- City Council's Top 5 Priorities -7-01 = Jul -Sep 03 = Jan -Mar 02 = Oct-Dec ATTACHMENt 1 . Milestones Estimated Accomplishments Year-To-Date Completion Date 8. Storm Drain Program a. Blue Ribbon Committee and staff recommen.dations on priority projects September 01: Staff and the Blue Ribbon Committee presented a recommendation for and funding to Council 2004 a storm drain fee increase to $10/month to the City Council on September 13, 2004. Staff is currently seeking Council direction to poll Palo Alto property owners on whether they would be willing to pay a fee increase up to $11/month or $12/month and will bring this information back to the City Council in November. 02: On December 6, 2004, the City Council approved a resolution proposing an increase in the monthly storm drainage fee from $4.25 to $10.00 per equivalent residential unit and an accompanying resolution establishing procedures for a protest hearing and ballot measure for the proposed storm drainage fee increase. Staff is proceeding with the storm drain fee increase ballot process. b. If Council approves, prepare ballot measure on Storm Drain Fee March 2005 03: During 03, staff prepared the ballot materials for the storm drain fee increase election process so they would be ready for mailing April 4, 2005. c. Upon voter approval, begin implementation of storm drain capital June 2005 program 9. Report on the cost analysis of street maintenance and comparison of cost June 2005 01: Work has just begun on this activity with the updating of the priority list with neighboring cities (e.g. Santa Clara) of Palo Alto streets requiring street maintenance and the compilation of historical costs for various street maintenance activities. 02: During 03, staff will work with the City budget office to establish a suitable standard from which to compare Palo Alto's street maintenance efforts with other comparable nearby cities. Stiiff expects to report back to Council on this effort by the end of 04. . 03: Public Works Engineering and ASD Budget staff met to determine standards by which to compare Palo Alto's street maintenance program with that of nearby cities. Information from the nearby cities was obtained during 03 and staff is in the process of evaluating for presentation to Council at the 1 end of 04. AFFORDABLE HOUSING 10. Below Market Rate (BMR) Program Update a. Contract with consultant AI:I§ast 01: Approved by Council-August 2004. I ~ Completed City Council's Top 5 Priorities -8-01 = Jul -Sep 03 = Jan -Mar 02 = Oct-Dec ATTACHMENT 1 " Milestones Estimated Accomplishments Year-To-Date Completion Date b. Update BMR inventory ~ 01: Intern expanded and updated complete inventory. ;wQ4 Completed c. Survey BMR owners Nevemeer 01: Survey instrument undergoing final review; survey to be disseminated to 2004-owners in late November/early December. MaFGA ~QQa 02: Survey mailed out to BMR owners in early December. Follow-up on Completed non-responses is underway. Tabulation and summary report of responses to be completed in March 2005. 03: Survey completed with summary report under preparation. d. Draft study with recommendations April 2005 01: Date change reflects consultant contract. September 03: Five draft reports from the consultant were submitted to staff for internal 2005 review. e. BMR ordinance adoption June ~OOa 01: Date change reflects consultant contract. Gsteeer 200a March 2006 11. Alma Street Substation Affordable Housing a. Complete Phase I environmental assessment of site Qeeemeer 01: Phase 1 assessment underway. ;wQ4 02: Phase 1 assessment completed in Noveml:[er. Completed 03: Phase 2 assessment underway. b. Finalize draft proforma analysis of differing housing types and January 01: Initial pro forma discussed with City Council at study session in present to Council at Study session 200a September; consultant focusing additional analysis based on Council April 2005 comments. c. Council direction to staff on an affordable housing type and MaFGA 2QQa funding plan May 2005 d. Prepare schematic plans for selected housing type and prepare June ~OOa detailed cost estimates September 2005 -------------- City Council's Top 5 Priorities -9-01 = Jul-Sep 03 = Jan -Mar 02 = Oct-Dec