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HomeMy WebLinkAboutStaff Report 356-05, . 1. Milestones The Top 5 Priorities Apr -Jun 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 Impact Fee Nexus Study 2005 City Council's Top 5 Priorities - 1 - Q1: Nexus study underway with assistance from Nelson-Nygaard 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 Corridor. 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. Q4: The Nexus Study was completed based on a revised methodology. The Charleston-Arastradero Bicycle and Pedestrian Safety Impact Fee was reviewed by the Finance Committee in July 2005. Q1 = Jul-Sep Q2 = Oct-Dec Q3 = Jan -Mar Q4 = Apr-Jun I ! b. Develop Impact Fee Report and Charleston-Arastradero Corridor February Streetscape Development Impact Fee findings and recommendations to 2005 Finance Committee c. Develop Impact Fee Report and Charleston-Arastradero Corridor March 2005 Streetscape Development Impact Fee findings and recommendations to Council, along with proposed new Citywide Transportation Impact Fee and Charleston-Arastradero Corridor Streetscape Development Impact Fee Nexus Study findings and recommendations. City Council's Top 5 Priorities -2- ATTACHMENT 1 01: Tentatively scheduled for the Council Finance Committee on February 15,2005. 02: Rescheduled for Council Finance Committee in March 2005. 03: Rescheduled for Council Finance Committee for June 2005. 04: The Charleston-Arastradero Bicycle and Pedestrian Safety Impact Fee was reviewed by the Finance Committee in July. 01: Work underway on the Charleston-Arastradero Streetscape Development Impact Fee Nexus Study. Work is also underway by Planning and"ASD on a report regarding the overall levels of Palo Alto impacts fees. 02: Work proceeding on the Charleston-Arastradero Streetscape Development Impact Fee Nexus Study and a report regarding the overall levels of Palo Alto impacts fees. 03: 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. 04: The Nexus Study was completed based on a revised methodology. Recommendations to Council are being delayed pending further review of the information on the cumulative impact fees. The CharJeston-Arastradero Bicycle and Pedestrian Safety Impact Fee was reviewed by the Finance Committee in July. 01 = Jul-Sep 02 = Oct-Dec 03 = Jan -Mar 04 =Apr-Jun 2. Follow up. to recommendations from the Mayor's Ad Hoc Retail June 2005 Committee -_._------------ City Council's Top 5 Priorities -3- ATTACHMENT 1 Q1: The Mayor's Retail Committee held its final meeting in August 2004 and created an action plan to present to the City Council and the Planning and Transportation Commission (PTC). The action plan 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 Red~velopment project areas (West Bayshore, EI Camino Real, and the Fry's area) and will be focusing on a recommended project area for a project area study in order to determine feasibility. 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 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. Q1 = Jul-Sep Q2 = Oct-Dec Q3 =Jan -Mar Q4 = Apr-Jun 3. Structural budget reduction to bring budget iAto 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 new GASB guidelines for AI:I§l:Istl post retirement benefits November 2004- Completed ii. Develop and distribute RFP for actuarial services to calculate Winter expected retiree medical liability 2005 .. iii. Report to Council on GASB guidelines, actuarial findings, and Summer provide a plan with options to manage retiree health costs 2005 "--- City Council's Top 5 Priorities -4- ATTACHMENT 1 03: 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. 04: Directional parking signs were replaced with the standard and visible green and white directional signs. Signs have been installed in the garages. The Chamber's Economic Development Committee (EDC), working with the City, presented Recipe for Retail to receive input from the Palo Alto business and residential communities in the development of its action plan. Building on actions from the Retail Committee, the action plan will be presented to City Council in Fall 2005. 01: ASD staff has attended a GFOA conference and a seminar on the new GASB benefit guidelines. In addition, discussions with the City's outside aU.ditor on the new GASB pronouncement occurred. 01: ASD currently is in process of writing a RFP for actuarial services. 02: 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. 03: The RFP for actuarial services was sent out in April 2005 and responses are required in May . 04: RFP process completed and actuarial firm selected. 04: Report prepared for July 19, 2005, Council meeting providing information GASB 43 and 45 requirements. Staff is targeting early part of calendar year 2006 to discuss results of actuarial study and options to reduce retiree medical liability costs. 01 = Jul-Sep 02 = Oct-Dec .03 = Jan -Mar 04 = Apr-Jun I 4. ATTACHMENT 1 b. Incorporate goal of funding the Infrastructure Reserve (IR) in future ,hIRe 2QQ4 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. 04: The Adopted Budget for 2005-06 is essentially a "break-even" budget with no forecasted surplus to meet the $1.0 million savings target. Should there be a surplus at end of 2005-06, it will be directed to the Infrastructure Reserve. INFRASTRUCTURE 2005-06 Capital hnprovement Program a. Provide City Council with quarterly updates on CIP project progress June 2005 b. Coordinate CIP projects with Utilities Department Ongoing - " City Council's Top 5 Priorities -5- 01: Attached is the 1st quarter CIP project update 02: Attached is the 2nd quarter CIP project update 03: Attached is the 3rd quarter CIP project update 04: Attached is the 4th quarter CIP project update 01: A quarterly coordination meeting attended by members of the Utilities, 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. 04: A quarterly coordination meeting attended by members of the Utilities, Public Works, Community Services and Transportation Departments was held June 23, 2005. 01 = Jul-Sep 03 = Jan -Mar 02 = Oct -Dec 04 = Apr -Jun I c. Streamline professional services and construction contracting June 2005 procurement processes d. Incorporate sustainability goals into CIP projects Ongoing " 5. Library Program City Council's Top 5 Priorities -6- ATTACHMENT 1 Q1: Representatives from the Attorney's Office, Purchasing, Utilities and 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. Q2: 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 (Q3). Q3: 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. Q4: Two more RFP process training sessions are being planned for this Fall. The Contract Streamlining Committee's next task will be looking at the construction procurement process and developing standardized general and special provisions for future construction contracts that will reduce the time needed to prepare these contracts. Q1: 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. Q2: 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. Q3: 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. Q4: Staff continues to include Green Building design elements into all infrastructure projects. This quarter sustainability goals have been incorporated into the design of the Animal Shelter Expansion, Children's Library and the Briones Park renovation projects. Q1 = Jul-Sep Q2 = Oct-Dec Q3 =Jan -Mar Q4= Apr-Jun a. Complete Children's Library renovation and expansion February 2007 b. Complete Mitchell Park Library and Community Center improvements September 2007 -, 6. Parks and Open Space Program -City Council's Top 5 Priorities -7- ATTACHMENT 1 01: A contract with the Architectural Resources Group for design services 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-Board (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. 04: The State Office of Historic Preservation approved the 65 percent design plans stating that the renovation and expansion meets with the Secretary of Interior's Standards for historic structure renovation and expansion. The 65 percent plans for the project will be brought to the Historic Resources Board and the City Council for approval in July 2005. Construction is targeted to begin in late fall 2005. 01: Proposals were submitted and interviews conducted in September 2004 with design architects interested in providing design services needed for the Mitchell. Park and Community Center improvements. Staffwill bring a recommendation for selecting the most qualified firm to Council by the end ofthis 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. 04: The KPA Group has begun the preliminary design phase of the project this quarter. The Mitchell Park Library and Community Center project construction will not begin until the Children's Library project is completed. 01;:: Jul-Sep 02;:: Oct-Dec ------------- 03;:: Jan -Mar 04;:: Apr-Jun b. Complete Fire Station 1 and 2 renovations September 2005 c. Complete Fire Station 3 and 4 replacement study February 2005 8. Storm Drain Program a. Blue Ribbon Committee and staff recommendations on priority projects September and funding to Council 2004 " b. If Council approves, prepare ballot measure on Storm Drain Fee March 2005 - City Council's Top 5 Priorities -9- ATTACHMENT 1 01: The City Council awarded a construction contract to Kuehne 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 2005. 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. 04: Work on renovation of Fire Station 1 and 2 is complete. The parking lots associated with these stations was included in the Street Maintenance Phase 2 construction contract that was awarded by the City Council on June 20, 2005, and work on the parking lots will be completed this summer. 01: The RRM Design Group is working on this study and is about 50 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. 04: The Fire Station 3 and 4 Feasibility Study was completed in April 2005. Funding has not been identified at this time for replacement of these two stations. 01 : Staff and the Blue Ribbon Committee presented a recommendation for 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. 03: Quring 03, staff prepared the ballot materials for the storm drain fee increase election process so they would be ready for mailing April 4, 2005. 01 = Jul-Sep 02 = Oct-Dec 03 = Jan -Mar 04 =Apr-Jun ATTACHMENT 1 c. Upon voter approval, begin implementation of storm drain capital June 2005 04: On May 9, 2005, the City Council approved a resolution amending program storm drain utility rate schedules to reflect the fee increase approved by a majority of property owners as votes were tallied April 26. The resulting storm drain capital program is now underway with the storm drain fee increase becoming effective June 1, 2005. 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. Staff 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 end of 04. 04: Public Works Engineering staff completed a comparison of Palo Alto's street maintenance program with those of other near by cities. This comparison has been provided to the City Auditor for use in her audit of the City's street maintenance program. AFFORDABLE HOUSING 10. Below Market Rate (BMR) Program Update a. Contract with consultant AI:I§ust ~ Completed b. Update BMR inventory AI:I§ust 2004 Completed c. Survey BMR owners Ne>JemeeF 2004 MaffiA 2QQ5 Completed 1 ___________ City Council's Top 5 Priorities -10- 01: Approved by Council-August 2004. 01: Intern expanded and updated complete inventory. 01: Survey instrument undergoing final review; survey to be disseminated to owners in late November/early December. 02: Survey mailed out to BMR owners in early December. Follow-up on non-responses is underway. Tabulation and summary report of responses to be completed in March 2005. 03: Survey completed with summary report under preparation. ------ 01 = Jul-Sep 02 = Oct-Dec 03 = Jan -Mar 04 = Apr-Jun ATTACHMENT 1 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. 04: Consultant continuing report preparation. e. BMR ordinance adoption June 2005 01: Date change reflects consultant contract. GeteeeF 200a March 2006 11. Alma Street Substation Affordable Housing a. Complete Phase I environmental assessment of site QesemeeF 01: Phase 1 assessment underway. 2004-02: Phase 1 assessment completed in November. Completed 03: Phase 2 assessment underway. 04: Phase 2 assessment complete. b. Finalize draft proforma analysis of differing housing types and Janua!'7' 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 ApFil2005 comments. December 04: This item is delayed due to renegotiation of lease agreement between 2005 Stanford and City regarding utility sites. c. Council direction to staff on an affordable housing type and MaFSA 2005 04: This item is delayed due to renegotiation of lease agreement between funding plan May 2005 Stanford and City regarding utility sites. December 2005 d. Prepare schematic plans for selected housing type and prepare June 2005 04: This item is delayed due to renegotiation of lease agreement between detailed cost estimates SeptemeeF Stanford and City regarding utility sites. " 200& February 2006 LAND USE PLANNING 12. Stanford/Mayfield Development Agreement I '/ ------------ City Council's Top 5 Priorities -11 -01 = Jul -Sep 03 = Jan -Mar Q2 = Oct -Dec Q4 = Apr -Jun