HomeMy WebLinkAbout2001-09-19 City Council (3)TO:
FROM:
City of Palo Alto
City Manager’s Report
HONO~LE CITY COU~’~C~cITY MANAGER DEPARTMENT: PUBLIC WORKSI 0
DATE:SEPTEMBER 19, 2001 CMR:354:01
SUBJECT:REQUEST APPROVAL OF A BUDGET AMENDMENT
ORDINANCE FOR FISCAL YEAR 2001-02 IN THE AMOUNT OF
$200,000 FOR CAPITAL IMPROVEMENT PROJECT NUMBER
10204, LIBRARY MASTER PLAN; AMENDING THE BUDGET FOR
FISCAL YEAR 2001-02 IN THE AMOUNT OF $105,444 IN
ASSOCIATED OPERATING EXPENSES; ADDING ONE FULL-
TIME POSITION IN THE PUBLIC WORKS DEPARTMENT; AND
THE PROCESS AND SCHEDULE TO ACCELERATE THE NEW
LIBRARY PLAN
REPORT IN BRIEF
The Library Advisory Commission produced the New Library Plan, which was
conceptually approved by Council in October 2000. That Plan recommends substantial
expansion of Main, Children’s and Mitchell Park Libraries. CIP 10204 for Fiscal Year
2001-2002 in the amount of $200,000 provides funding for conceptual designs of the
three library projects, with additional funding expected from the Friends of the Palo Alto
Library and a State Grant.
The City is currently studying the expansion of the Art Center and the Mitchell Park
Community Center. Since the Art Center shares a site with the Main Library, and the
Mitchell Park Library and Community Center share a site, consultants will conduct
feasibility studies to plan the projects at each site in a coordinated manner.
Staff recommends that Council approve a Budget Amendment Ordinance to provide
funding to retain consultants to prepare conceptual designs for the Art Center and the
Mitchell Park Community Center. Also, staff recommends adding a full-time Project
Engineer in Public Works to assist in managing the Art Center, Mitchell Park Community
Center and New Library Plan projects. Furthermore, staff recommends Council approve
the process to fast-track the New Library Plan, including an accelerated schedule for
review of all of the projects by the full Architectural Review Board, Historical Resources
Board, Library Advisory Commission, Planning and Transportation Commission and the
Parks and Recreation Commission.
CMR:354:01 Page 1 of 8
Staff recommends accelerating the above projects in an effort to have conceptual designs
produced and approved by Council in June 2002 in anticipation of placing a tax measure
on the November 2002 ballot to fund these projects.
CMR:354:01 Page 2 of 8
RECOMMENDATION
Staff requests that the City Council:
1.Approve a Budget Amendment Ordinance (BAO) to:
a.Provide an additional appropriation to Capital Improvement Program Project
10204, Library Master Plan, in the amount of $200,000, to retain architects for
the initial conceptual designs of the Mitchell Park Community Center and Art
Center.
bo Provide an additional appropriation of $60,444 to add one full-time Project
Engineer position in the Public Works Department and $45,000 in the Planning
and Community Environment Department to hire a temporary contract planner
to assist in managing the capital work.
Review and approve a revised process and schedule to fast track the New Library
Plan which involves review of the individual projects by the full boards and
commissions in an accelerated schedule.
BACKGROUND
In May 2000, the City’s Library Advisory Commission (LAC) produced the "New
Library Plan." This document lists the LAC’s recommendations for upgrading the City’s
library system. Specifically, the LAC recommends expanding and creating two resource
libraries at the City’s Main and Mitchell Park Libraries, renovating and expanding the
Children’s Library, and renovating the three neighborhood libraries (Terman Park,
Downtown and College Terrace). The City Council conceptually approved the New
Library Plan in October 2000.
In January 2001, the City retained Phillips Swager Associates (PSA) to prepare programs
for the Main, Mitchell Park and Children’s Libraries, quantifying the various space needs
to provide complete and modem libraries at these locations. PSA has completed these
programs, recommending approximately 54,400 square feet (st) at Mitchell Park Library
(currently 9,500 sf), 63,000 sf at Main Library (currently 26,800 st), and 11,900 sf at
Children’s Library (currently 3,400 st).
In June 2001, the City and the Art Center Foundation contracted with Mark Cavagnero
Associates to prepare a site feasibility study of the Main Library and the Art Center, since
these facilities share the same site. This study will explore options for expanding both
facilities while investigating opportunities to share building spaces, parking and site
amenities. The study is scheduled to be completed in December 2001.
The City is currently soliciting a consultant to prepare a site feasibility study for the
Mitchell Park Library and Community Center, since these facilities also share a site. The
CMR:354:01 Page 3 of 8
City intends that this consultant will develop options for expanding and potentially
combining both of these facilities. The consultant will also explore parking and
landscape options. This study is scheduled to be completed in February 2002.
Members of the community and the City Council have expressed concern that the normal
process to plan, budget, design and construct the New Library Plan would take too long.
They feel that delayed maintenance and overcrowding of the libraries has reached a point
where library work should be a high priority and done as soon as possible. Accordingly,
in June 2001, the City Council requested that the City Manager develop recommendations
to accelerate the New Library Plan.
On July 23, 2001, the City Manager presented recommendations to the City Council to
accelerate the planning and design of the New Library Plan. In addition to the Main,
Mitchell Park and Children’s Library projects, the City Manager recommended that
Mitchell Park Community Center and the Art Center be included in the accelerated
process so that those projects are planned and coordinated with the libraries they share
sites with. The City Council unanimously approved all five of the City Manager’s
recommendations as follows:
1)Provide budget to produce initial conceptual designs for the Art Center and the
Mitchell Park Community Center;
2)Create a review group comprised of representatives from the LAC, Architectural
Review Board (ARB), Historical Resources Board (HRB), Planning and
Transportation Commission, Parks and Recreation Commission, and the Arts
Commission to review the feasibility studies and make recommendations to City
Council on various site options and policy issues;
3)Add staffto help manage the accelerated process;
4)Provide budget in FY 2002-03 to continue with the design of the Children’s Library
Expansion; and
5) Assign the LAC the task ofprioritizing the programs in order to control costs.
On August 16, 2001, in a Special Meeting of the City Council, staff presented additional
information on the proposed public process and schedule for accelerating the New
Library Plan. Staff also requested and received Council review and approval for the
scope of services for two Request for Proposals (RFP’s): Children’s Library Expansion
conceptual designs and Mitchell Park Library and Community Center Site Feasibility
Study. The City Council directed staffto issue an addendum for each of the two RFP’s to
better clarify the qualifications and the scope of work.
CMR:354:01 Page 4 of 8
DISCUSSION
"Fast Track" Committee
Given input from both the Council and the Community at the June, July and August 2001
Council meetings, staff has reconsidered the formation of a "fast track" committee to
make policy and site option recommendations to City Council. Staff now feels that the
logistics and timing of creating and conducting such a committee may not benefit the
project. Instead, staff now proposes to meet with the full boards and commissions in an
accelerated time frame in order to receive complete input and recommendations. Staff
believes that the overall time frame for making recommendations to City Council can be
accelerated by involving the boards and commissions during the development of the
feasibility studies rather than after they are completed. Please see Attachment A for the
proposed schedule of public, Board, Commission and Council meetings.
Children’s Library
The current schedule for the Children’s Library expansion is for initial conceptual designs
to be completed around November 2001. These designs will be presented to and
reviewed by the public, LAC, ARB, HRB, Parks and Recreation Commission, and
Planning and Transportation Commission. After review of the initial designs, the
consultant will produce final conceptual designs. Final conceptual designs will be
presented to all of the above groups for review, discussion and recommendations in
January 2002. Finally, in February 2002, the final conceptual designs will be presented
for approval to the City Council. If the final conceptual designs are approved by Council
in February, staff will initiate the California Environmental Quality Act (CEQA) process.
Main Library/Art Center Site Feasibility Study
The LAC will review the current program for the Main Library in an effort to develop a
range for the total square footage that the architect will then use to develop a range of site
options. The public and boards and commissions will review the site feasibility options
for the Main Library/Art Center in the September to December 2001 time frame (see
Attachment A). The full boards and commissions will meet twice. The first meeting will
be a presentation and discussion of the feasibility options and policy decisions. The
second meeting will be to evaluate policy decisions and select a preferred site option for
recommendation to Council in January 2002.
Mitchell Park Library/Community Center Site Feasibility Study
The LAC will review the current program for the Mitchell Park Library in an effort to
develop a range for the total square footage that the architect will then use to develop a
range of site options. The public and boards and commissions will review the site
feasibility options for the Mitchell Park Library/Community Center in the October 2001
to February 2002 time frame (see Attachment A). The full boards and commissions will
meet twice. The first meeting will be a presentation and discussion of the feasibility
options and policy decisions. The second meeting will be to evaluate policy decisions
and select a preferred site option for recommendation to City Council in February 2002.
CMR:354:01 Page 5 of 8
Main Library/Art Center and Mitchell Park Library/Community Center Conceptual
Designs
Concurrent with the review of the site feasibility options, staff will select architects to do
the conceptual designs. It is staff’s intent that the architects will be under contract with
the City at the time Council is presented with the site feasibility recommendations in
January/February 2002. If Council approves the site recommendations, staff will direct
the consultants to immediately commence with the initial conceptual design work. The
initial conceptual designs will be prepared through June 2002. During this time, there
will be public and board and commission meetings to review each of the designs.
In June 2002, staff intends to present to the City Council the initial conceptual designs
and conceptual level cost estimates for each project. With approved conceptual designs
and associated estimates, the Council will be able to determine what it may choose to
place on the ballot for voter approval in November 2002.
A staff report on the Proposition 14, State Library Bond Act, application calendar and
requirements is being prepared as an information report for the September 19 Council
packet.
NEXT STEPS
If the City is successful in approving conceptual designs for all of the projects in June
2002, the next steps will be:
1)Provide the necessary documentation and have Council pass a resolution to place the
tax measure on the November 2002 ballot.
2)Initiate the CEQA review process for the Main Library, Art Center, Mitchell Park
Library and Mitchell Park Community Center projects.
3)Continue with the design of the Children’s Library Expansion. A BAO will be
requested to provide funding for this work. Additional work on the Main Library,
Art Center, Mitchell Park Library and Mitchell Park Community Center will be on
hold until after the November election, or until after a response is received on the
City’s Proposition 14 grant proposal.
RESOURCE IMPACT
For Fiscal Year (FY) 2001-2002, the City Council approved a $200,000 budget for
Capital Improvement Program Project 10204, Library Master Plan (New Library Plan), to
prepare initial conceptual designs for the expansion of the Main and Mitchell Park
Libraries and to prepare preliminary designs for the expansion of the Children’s Library.
This budget is expected to be supplemented by $92,500 from the Friends of the Palo Alto
Library and $100,000 from a State of California grant.
The attached BAO requests a total increase in expenditures of $305,444 from the General
Budget Stabilization Reserve, including $200,000 in capital expenses and $105,444
CMR:354:01 Page 6 of 8
($50,000 one-time) in operating budget expenses. This BAO will result future year
ongoing expenses of approximately $111,722 in salary and benefits for the new full-time
position.
The adopted 2001-02 Budget did not include resources for the implementation of an
accelerated Library Master Plan. Staff has been able to accomplish the work to date
though a combination of extraordinary efforts and temporary utilization of resources from
other programs such as the Infrastructure Management Program. While no permanent
impact on those programs is foreseen at this point, the effort cannot be sustained without
delaying other projects. Additional resources are required to achieve the accelerated
schedule. Current and future-year resource needs are summarized below.
Capital Project 10204 ($200,000)
1) $125,000 to retain an architect to prepare the initial conceptual designs for the Art
Center. The new architect will be selected in early 2002.
2)$75,000 to retain an architect to prepare initial conceptual designs for the Mitchell
Park Community Center. Staff may recommend that this work will be done by the
architect selected to do the feasibility study, particularly if that work is done well
and that firm is qualified for the design work.
Operating Budget ($105,444)
1) $55,444 for one full-time Project Engineer in the Public Works Department to assist
in managing the New Library Plan, Art Center and Mitchell Park Community Center
projects. This position will remain as a permanent addition under either of two
scenarios - to manage New Library Plan projects if a ballot measure is successful, or
to work on infrastructure projects in the event such a measure does not pass. In the
event of a successful bond measure, additional staffing will be required beyond this
position alone and will be key. in managing the projects involved. Should the
measure not be successful, the position will be reassigned to work on the recently
approved final increment of funding for the Infrastructure Maintenance Program (the
$22 million dollar solution) which requires additional staffing beyond that which
was previously approved in FY 2000-01 for the initial level of $78 million in
funding. In either case, the new position is justified as a permanent addition. This
position is intended to continue through subsequent fiscal years and be a permanent
position at an annual budget of approximately $111,722 for salary and benefits.
2)$45,000 to retain a contract planner for six months to assist the City in preparing,
reviewing, analyzing and seeking approval of the environmental, zoning and
planning impacts created by the New Library Plan projects.
3)$5,000 to provide a computer and a workstation for the new Project Engineer.
CMR:354:01 Page 7 of 8
POLICY IMPLICATIONS
This recommendation does not represent any change to existing City policies. Approval
of funding for the new infrastructure proposed in Capital Project 10204 would diminish
the City’s ability to implement the Infrastructure Management Plan and would represent a
change in current Council policy.
TIMELINE
Detailed schedules have been prepared for all of the New Library Plan projects.
Attachment A is a bar chart schedule indicating the time lines for each project as well as
some of the important meetings.
ENVIRONMENTAL REVIEW
The preliminary design phase for each of the New Library Plan projects is statutorily
exempt from CEQA. Later phases of the projects will adhere to the requirements of
CEQA. It is too early to ascertain if the projects will require Negative Declarations,
Mitigated Negative Declarations, or Environmental Impact Reports (EIR). CEQA
requirements for each project will be determined by the City’s Planning Department upon
approval of the conceptual designs. In preliminary discussions with the City’s Planning
Department, it is believed a Mitigated Negative Declaration will be required for the
Children’s Library Expansion project and EIR’s for Main and Mitchell Park Library
Expansion projects.
A’I’TACHMENTS
Attachment A:Bar Chart Schedule for New Library Plan Projects
Attachment B:Budget Amendment Ordinance
Exhibit A: Public Works Department Table of Organization
Attachment C:Budget Amendment Ordinances Impacting the Budget Stabilization
Reserve Approved to Date in 2001-2002
PREPARED BY:
BOB MORRIS
Senior Project Manager
DEPARTMENT HEAD:
GLENN S. ROBERTS
CITY MANAGER APPROVAL:
Director of Public Works
EMILY HARRISON
Assistant City Manager
CMR:354:01 Page 8 of 8
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Attachment A
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ORDINANCE NO.
ATTACHMENT B
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET AND TABLE OF ORGANIZATION FOR THE
FISCAL YEAR 2001-02 TO PROVIDE AN ADDITIONAL
APPROPRIATION OF $55,444 TO ADD A PROJECT ENGINEER,
$50,000 FOR ASSOCIATED OPERATING EXPENSES, AND $200,000
FOR CAPITAL IMPROVEMENT PROJECT 10204, LIBRARY MASTER
PLAN
WHEREAS, pursuant to the provisions of Section 12 of Article
III of the Charter of the City of Palo Alto, the Council on June ii,
2001 did adopt a budget for fisca! year 2001-02; and
WHEREAS, the City Council approved a $200,000 budget for
Capital Improvement Program Project 10204, Library Master Plan, to
prepare initial conceptual designs for the expansion of Main and
Mitchell Park Libraries and to prepare preliminary designs for the
expansion of the Children’s Library; and
WHEREAS, members of the community and the City Council
expressed concern that the normal process to plan, budget, design,
and implement the Library Master Plan would take too long; and
WHEREAS, on July 23, 2001, the City Council unanimously
approved the City Manager’s fast-track proposal to expedite the New
Library Plan process; and
WHEREAS, the Mitchell Park Community Center and the Arts
Center is included in the fast-track proposal so that their redesign
is planned and coordinated with the libraries they share sites with;
and
WHEREAS, an additional appropriation of $200,000 for capital
improvement project 10204 is needed for the initial conceptual
designs for the Arts Center and the Mitchell Park Community Center;
and
WHEREAS, an additional appropriation of $60,444 is needed to
hire, and provide a computer and workstation for, a regular full-
time Project Engineer; and
WHEREAS, an additional appropriation of $45,000 for non-salary
expenses is needed to retain a contract planner; and
WHEREAS, the additional appropriation of funds from the
General Fund Budget Stabilization Reserve will result in future year
ongoing expenses of approximately $111,722; and
WHEREAS, City Council authorization is needed to amend the
2001-02 Table of Organization to add one full-time Project Engineer
as hereinafter set forth.
WHEREAS, City Council authorization is needed to amend the
2001-02 budget as hereinafter set forth.
NOW, THEREFORE, the Council of the City of Palo Alto does
ORDAIN as follows:
~. The sum of Two Hundred Thousand Dollars ($200,000)
is hereby appropriated to Capital Improvement Project No. 10204, and
the Budget Stabilization Reserve is correspondingly reduced.
~LT_I_Q]~_~. The sum of Fifty Five Thousand Four Hundred Forty
Four Dollars ($55,444) is hereby appropriated to the Public Works
Department to hire and provide benefits for one full-time Project
Engineer, and the Budget Stabilization Reserve is correspondingly
reduced.
S]~/L~DII_!. The sum of Five Thousand Dollars ($5,000) is hereby
appropriated to non-salary expenses in the Structures and Grounds
Functional Area of the Public Works Department for a new computer
and workstation, and the Budget Stabilization Reserve is
correspondingly reduced.
~. The sum of Forty Five Thousand Dollars ($45,000) is
hereby appropriated to the Development Review Functional Area of the
Planning and Community Environment Department to retain a temporary
contract planner, and the Budget Stabilization Reserve is
correspondingly reduced.
~F~&T_I!~hi_~. The transactions in sections !, 2, 3, and 4 above
will reduce the Budget Stabilization Reserve from $23,002,000 to
$22,696,556.
~. The Table of Organization as amended to reflect
changes shown in the attached Exhibit A is hereby approved.
E~2_I!~i_~. As specified in Section 2.28.080(a) of the Palo
Alto Municipa! Code, a two-thirds vote of the City Council is
required to adopt this ordinance.
~EE_T_~gAL__~. This project has been
categorically exempt under Section 15302
Environmental Quality Act.
determined to be
of the California
~. 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:
City Clerk
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
Mayor
City Manager
Director of
Services
Administrative
Director of Public Works
Director of Planning
Community Environment
and
Exhibit A
TABLE OF ORGANIZATION - GENERAL FUND
2000-01 2001-02 2001-02
Adjusted Adopted 2001-O2 Adjusted
Budget Budget Changes Budget
Public Works Department
Accounting Specialist
Administrator, Public Works
Administrative Assistant
Assistant Engineer
Associate Engineer
Assistant Director Public Works
Building Serviceperson
Building Serviceperson-Lead
Cement Finisher
Cement Finisher- Lead
Control Account Specialist
Coordinator, Public Works Projects
Deputy Director, Public Works Operations
Director, Public Works/City Engineer
Electrician
Engineer
Engineering Technician III
Equipment Operator
Executive Secretary
Facilities Carpenter
Facilities Maintenance-Lead
Facilities Mechanic
Facilities Painter
Heavy Equipment Operator-Lead
Heavy Equipment Operator
Inspector, Field Services
Manager, Facilities Maintenance and Project
Managing Arborist
Manager, Maintenance Operations
Office Assistant
Office Specialist
Program Assistant
Project Engineer
Project Manager
Senior Project Manager
Senior Engineer
Staff Secretary
Superintendent, Public Works Operations
Supervisor, Building Services
Supervisor, Facilities Management
Supervisor, Facilities Project
Supervisor, Inspection/Surveying, P.W.
Supervisor, Public Works
Surveying Assistant
Surveyor, Public Works
Traffic Control Maintenance 1
Traffic Control Maintenance II
Traffic Control Maintainer- Lead
Tree Maintenance Person
Tree Trimmer/Line Clearer
Tree Trimmer/Line Clearer-Lead
Truck Driver
1.00 1.00 1.00
1.00 1.00 1.00
1.00 1.00 1.00
1.50 1.50 1.50
0.00 0.00 0.00
0.75 0.75 0.75
5.00 5.00 5.00
2.00 2.00 2.00
2.00 2.00 2.00
1.00 1.00 ! .00
0.00 0.00 0.00
3.00 1.00 1.00
0.40 0.40 0.40
1.00 1.00 1.00
1.00 1.00 1.00
6.90 2.90 2.90
4.53 4.60 4.60
2.55 2.55 2.55
0.00 0.00 0.00
1.00 1.00 1.00
2.00 2.00 2.00
5.00 6.00 6.00
2.00 2.00 2.00
1.05 1.05 1.05
1.90 1.90 1.90
1.00 1.00 1.00
1.00 1.00 1.00
1.00 1.00 1.00
0.50 0.50 0.50
1.00 0.00 0.00
2.50 3.50 3.50
1.00 1.00 1.00
0.00 4.00 1.00 5.00
1.00 2.00 2.00
1.00 1.00 1.00
3.55 3.55 3.55
2.00 2.00 2.00
0.80 0.80 0.80
1.00 1.00 1.00
0.00 1.00 1.00
1.00 1.00 1.00
0.90 0.90 0.90
1.00 1.00 1.00
0.80 0.80 0.80
0.80 0.80 0.80
1.70 1.70 1.70
2.00 2.00 2.00
1.00 1.00 1.00
1.00 1.00 1.00
9.00 9.00 9.00
1.00 1.00 1.00
0.85 0.85 0.85
Totals 85.98 87.05 1.00 88,05
ATTACHMENT C
c~y o,~p~o A~o
Balance
Adopted Budget Addition to BSR
Municipal Fee Schedule Correction
Library Master Plan - CIP 10204, and Miscellaneous Operating Expenses
$21,756,000
$1~7A6,000
$0 $0 $0 $0
($305,444)($305,444)
BSR Balance After BAOs [$22,696,556
9/11/01