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HomeMy WebLinkAboutFinal-Infrastructure-Retreat-MemoMEMORANDUM Date: June 8, 2012 To: Mayor and Council Members From: City Manager Subject: Preparation for 4Th City Council Infrastructure Retreat The fourth and final Council retreat on infrastructure will be held on June 13th. There are two primary items for discussion: 1) the public safety building, and 2) potential projects for further analysis for a 2014 measure(s). The first item will be presented by Chief Burns and will be in tandem with the consultant brought on in March 2012. The second item is to provide staff with the Council Members’ preliminary thinking on project priorities. You will recall you have directed us to start planning for bond or other revenue measures for a 2014 election and to develop a plan and timeline for Council consideration by September 1, 2012. The identification of potential projects and their estimated costs are the first tasks to be accomplished under this timeline. The Mayor suggested some "homework" as a way for some advance reflection and prep work by the City Council for the retreat. So here's the idea. . . Worksheet Each Councilmember will review and adjust a worksheet to begin to structure and prioritize how we will tackle the infrastructure backlog and needs for the City. To do so, the same worksheet is being provided to each Councilmember that will assist your individual review of the many infrastructure projects identified in the IBRC report, staff reports, and Council discussions. Once you open up the worksheet, you will see three tabs at the bottom of the worksheet: 1) Worksheet 2) CIP 3) Project Descriptions The first (and main) page, “Worksheet” has an open area labeled “Potential 2014 Measures” on the left you can fill with blocks of infrastructure spending and projects. You draw the blocks from the colored piles in the middle of the worksheet. The first pile has blue items from the IBRC—the “Catch-up” proposal. The second group (Green) in that pile is our current CIP Budget. These are projects that are funded each year and the groupings you see are fairly typical and representative of a typical year’s funding level. We have included the $2.2 million IBRC “Keep-up” proposal there, since the Finance Committee has already voted to add that to our CIP this year (FY 2013). You probably will not want to place these in the possible 2014 ballot measures stack but Council asked us to include them, and there could be some exceptions you may wish to move and include. The next group in the pile is (Red) New or replacement projects suggested by the IBRC. The next two piles (Yellow) include New or replacement projects that were not included in the IBRC recommendations but are important known infrastructure needs for the City. The IBRC was aware of these and understood that Council would want to discuss these too. Please note that several projects have asterisks after the name, which signifies they are enterprise funded and presumably would not need a ballot measure for funding. (We would do revenue stream analyses and Council could ultimately issue revenue bonds for such projects). We also included another open area labeled “Other Action by 2014” you could fill on the right, for projects that you don’t include for a 2014 potential ballot measure but which you think some other action may be required or desirable by November 2014. You do not need to put any blocks into the Other Action open area on the right. You do not need to move all the blocks into one or the other open areas. You do need to move blocks into the 2014 Potential Ballot Measures open area on the left, unless you think there should be no potential ballot measure for infrastructure funding. Just drag and drop each block into the open area, with your highest priority on the bottom, and so on. If you can’t drag the block, you may be grabbing it “on” the text box, so grab a corner of the block instead to move it. You will quickly see the cumulative costs of projects as you stack them. You may choose to keep adding them in decreasing priority, with one consideration the dollar amount of a bond measure being a feasibility consideration with voters. The exercise just helps us begin to focus on what can be done. The purpose of this exercise is to provide a quick and easy-to-use visual representation of your early “what if?” thinking that will help staff develop subsequent polling questions and other research tasks. You should approach this with a “scenario-type” attitude. We all acknowledge that your stacks don’t represent recommendations and that what we do here at the retreat will surely be changed as we move through research and testing phases. We did think it allows us to capture some initial perspectives; helps us identify any patterns, and provides a visual picture that can facilitate follow-up questions and discussion more easily. The Mayor and I discussed having each Council Member being able to provide each Councilmember time to talk through their own results of the exercise when discussing alternatives and options at the retreat. I would like to get your worksheets back by mid-day Tuesday. It will help staff align the nine different sheets and be prepared with some summaries of patterns, etc. when we start the retreat, so we make more effective use of our time. Again, Council Members may each want to speak about your thinking and how it informed the worksheet you fill out. CIP The second page in this excel file has the CIP projects broken out into groups and funding, provided for your reference. Project Descriptions The last page in the file includes short descriptions of the different infrastructure blocks for your reference and information. Conclusion If you have any questions, please don’t hesitate to call me over the weekend. Thanks for your willingness to work through this exercise to maximize use of our limited time during next week’s Council retreat. cc: Donna Grider, City Clerk Molly Stump, City Attorney Preliminary Infrasture Funding Prioritization $$$$$$$$$$ 350 350 325 325 300 300 275 275 250 250 225 225 200 200 175 175 150 150 125 125 100 100 75 75 50 50 25 25 Other Action by 2014??? IBRC New ProjectsFY2013 CIP IBRC Catch Up New Projects Beyond IBRC Potential 2014 Measures Surface $2.6M Public Safety Building $(50)-$65M BikeBridge $10M Byxbee Park $3.6M Civic Center $16M Animal Services $6.9M Municipal Services Center$93M*** Fire Stations $14.2M Keep Up $2.2M Parks $14.5M Buildings$4.5M Surface $8.8M Charleston/Arastra. $6.1M Cubberley $6.9M LA Treatment Plant $2 M Dragand arrange the blocks on the potential2014 measures stack to the left with your highest priority on the bottom of each stack and ascending upward towards the lowest priority.Projects you don'twant to include there but which you think some action should take place before Nov 2014 (pay-as-you-go) or enterpise projects, whcih won't need a ballot bond or tax measure, can be stacked as blocks in the Other Action stack on the right. You may choose to not place every project/need into a stack Regional Water Quality  Control Plant  $250M*** Post Office$10-20M Bike/Ped.Plan$35M Compost Facility $100M*** Airport $5M*** Cubberley "Replacement/Expand" $200M Sidewalks $1.7M Streets $5.7M Parks $3.6M Buildings $6.1M FY 2013 Proposed Budget Capital Budget - FY 2013 $ Amount % Building & Facilities $6,113,200 31% Major renovation & repairs to City Buildings Parks & Open Space $3,586,200 18% New playground, irrigations and pathways Street Maintenance (includes an additional 900K grant)$5,683,200 29% Resurfacing of City Streets Sidewalk - $1,754,200 9% Repair of tripping hazard and broken sidewalks Surface $2,654,200 13% Repair of uplifted and broken curb & gutters, resurfacing of parking lots & intersection improvements Subtotal $19,791,000 100% Keep Up Gap Proposed 2013 CIP Budget includes $2.2 for Keep Up $2,200,000 Total $21,991,000 Item Descriptions Charleston/Arastradero Buildings Parks Item Descriptions Bike Bridge Byxbee Park  Los Altos Treatment Plant Civic Center Animal Services Municipal Services Center Fire Station Public Safety Building Item Descriptions Airport Post Office Bike/Ped Plan Regional Water Quality Control Plant Compost Facility  Cubberley Enterprise Fund Projects also coded green (astericks on stacks chart worksheet). Presume these don’t need a as they would be revenue bond funded. Energy & Compost creation from food, yard  and wastewater residuals. Full renovation of the Cubberley Community Center Potential New Projects Beyond IBRC Resurfacing of runway and taxiways and construction of 12,000 SF terminal building. Acquisition of Post Office property and renovation of existing building Implement New Bicycle & Pedestrian Plan including bike routes, blvds, pathways & intersection  improvements Renovation & Facility Improvements at Sewage Treatment Plant IBRC New Projects Civic Center Plaza deck replacement. MSC Replacement. Fire Stations #3 & #4 Replacement. Construction of new Public Safety Building. Clean‐up of city‐owned treatment plant; formerly the LA Treatment Plant. Construction of new Animal Shelter. Construction of new park at old landfill site. Construction of a new Hwy 101 Pedestrian/Bicycle Bridge at Adobe Creek.  All maintenance required for City buildings & associated parking lots.  All maintenance of Parks & Open Space including turf & irrigation replacement & playground replacement. Surface Sidewalk repairs, resurfacing of parking lots, trail repairs, traffic signals, transportation & parking  improvements (does not include street maintenance‐assumes Streets funding through CIP). All maintenance required for Cubberley Community Center including HVAC, electrical & plumbing  replacements, parking lot resurfacing, tennis courts & field repairs. IBRC Catch-up 10 years Cubberley Permanent landscaped median for Charleston/Arastradero corridor.