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Home My WebLink About2000-10-10 City Council (6)TO: City of Palo Alto Manager’s Report HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS DATE:OCTOBER 10, 2000 CMR:375:00 SUBJECT:APPROVAL OF BUDGET AMENDMENT ORDINANCE IN THE AMOUNT OF $142,000 TO CREATE NEW INFRASTRUCTURE CAPITAL IMPROVEMENT PROGRAM PROJECT 10120, CUBBERLEY CHILLER :REPLACEMENT PROJECT, AND TO REIMBURSE THE CUBBERLEY OPERATING ACCOUNT IN THE AMOUNT OF $22,000 FOR THE TEMPORARY LEASE EXPENSE OF A CHILLER 5 RECOMMENDATION Approve a new Capital Improvement Program (CIP project #10120) for the replacement of the chiller and related equipment at the Cubberley Community Theatre. Approve a Budget Amendment Ordinance (BAO) in the amount of $164,000. The amount of $142,000 will fund the Cubberley Chiller Replacement Project (CIP # 10120) from the General Fund Infrastructure Reserve. The remaining balance of $22,000, funded from the General Fund Stabilization Reserve, will reimburse the Cubberley operating account for the lease expense of a temporary chiller. DISCUSSION The existing air conditioning system for the Cubberley Theatre, which is original to the building, became inoperable in July and is not repairable due to its age and condition. This unit was scheduled for replacement under the Infrastructure Management Plan for fiscal year 2004-05 and is now scheduled for replacement in 2000-01. The unit will be replaced with a similar system that fits within the existing mechanical room. In addition to the chiller, pumps and controls require replacement for compatibility with the new system. A chiller was leased to air condition the space during the time the unit has been out of service, and through the remainder of the warm season. Due to the immediate nature of the need, Cubberley operating funds were used for the leased equipment. CMR:375:00 Page 1 of 2 RESOURCE IMPACT The attached BAO requests funds of $164,000, including $142,000 from the Infrastructure Reserve to fund CIP #10120 and $22,000 from the General Fund Stabilization Reserve to reimburse the Cubberley operating account for the lease of a temporary chiller. This is a one-time expense and there are no future year resource needs anticipated as a result of this BAO. Attachment B summarizes the BAO’s approved to- date in 2000-01 that impact reserves. POLICY IMPLICATIONS This report does not represent any change to existing City policies. ENVIRONMENTAL ASSESSMENT This project is categorically exempt from the California Environmental Quality Act and no further environmental review is necessary. ATTACHMENTS Attachment A:Budget Amendment Ordinance Attachment B:Budget Amendment Ordinances Impacting Reserves Approved to Date in 2000-01 Attachment C: CIP Project 10120, Cubberley Theatre Chiller Replacement Project PREPARED BY: Karen Smith, Manager of Facilities Maintenance and Projects DEPARTMENT HEAD: GLENN S. ROBERTS Director of Public Works CITY MANAGER APPROVAL: ]~MILY HARRISON----- Assistant City Manager CMR:375:00 Page 2 of 2 ORDINANCE NO. ATTACHMENT A ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET FOR THE FISCAL YEAR 2000-01 TO PROVIDE AN APPROPRIATION OF $142,000 FOR CUBBERLEY THEATRE CHILLER REPLACEMENT CAPITAL IMPROVEMENT PROJECT, NUMBER 10120 AND AN ADDITIONAL APPROPRIATION OF $22,000 FOR THE TEMPORARY LEASE EXPENSE OF A CHILLER WHEREAS, pursuant to the provisions of Section 12 of Article III of the Charter of the City of Palo Alto, the Council on June 19, 2000 did adopt a budget for fiscal year 2000-01; and WHEREAS, the existing, air conditioning system for the Cubberley The~ ~re became inoperable in July 2000 and is not repairable due to its age and condition; and WHEREAS,~the chiller unit was scheduled for replacement under the Infrastructure Management Plan for fiscal year 2004-05 and will now be replaced in 2000-01; and WHEREAS, with the use of Cubberley operating funds, a leased chiller has provided air conditioning to the theatre since July; and WHEREAS, the budget~needs tO be amended to create and fund a capital improvement project for the purchase of a new chiller at the Cubberley Theatre and to reimburse the Cubberley operating expense account for the lease of a temporary chiller; and WHEREAS, the additional appropriation of funds from the General Fund Budget Stabilization and Infrastructure Reserves is a one-time cost and no future year ongoing costs are anticipated~ and WHEREAS, City Council authorization is needed to amend the 2000-01 budget as hereinafter set forth. NOW, THEREFORE,~-the Council of the City of Palo Alto does ORDAIN as follows: ~ SECTION i. CapitaT: Improvement~Project (CIP) 10120, Cubberley Theatre Chiller Replacement, is hereby created. SECTION 2. The sum of One Hundred Forty Two Thousand Dollars ($142,000) is hereby appropriated to Capital Improvement Project No. 10120 and the Infrastructure Reserve is correspondingly reduced. SECTION 3. The sum of Twenty Two Thousand Dollars ($22,000) is hereby appropriated to’ non-salary expenses in the Structures and Grounds Functional Area in the Public Works Department, and the General Fund Stabilization Reserve is correspondingly reduced. SECTION 4. The transactions mentioned above will reduce the Infrastructure Reserve from $12,377,000 to $12,235,000 and the Budget Stabilization Reserve from $14,346,753 to $14,324,753. SECTION 5. As specified in Section’2.28.080(a) of the Palo Alto Municipal Code, a two-thirds vote of the City Council is required to adopt this ordinance. SECTION 6. This project has been determined to be categorically exempt under Section 15302 of the California Environmental Quality Act. SECTION 7. 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 City of pJo A to ATTACHMENT B Budget Amendment Ordinances Impacting General Fund Reserves Approved-To-Date ~000=01 Placeh~ ~ ~lmpactonthe AO Already ~ ~ae , General FundB Description ~ ~¯cost’~Revenue~ , 20004)1 Adopted BSR Estimated Future Year’ Ongoing Costs Estimated Beginning Budget Stabilization Reserve 0ISR) Balance Adopted Budget Addition to BSR Public Safety Building - CIP 19~820 Planning Transcription Services Office of Transportation Safety Grant Arts Council Silicon Valley Grant Cubberley Theatre Chiller Replacement - CIP 10120 $13,385,753 $1,075,000 ($74,000)($74,000) ($40,000)($40,000) $40,000 ($187,065)$187,065 $0 $17,000 ($5,192)$5,192 $0 ($22,000)($22,000) BSR Balance After BAO’s I$14,324’753 I Budget Amendment Ordinances Impacting Infrastructure Reserve Approved-To-Date in 2000-01 Placeholders , Impact on the: Estimated BAO Description Cost Revenue Alre~ly In the General Fund Future Year¯2(~]-~:~ Adopted BSR Ongoing Costs~Jdget Estimated Beginning Infrastructure Reserve Balance $12,377,000 Cubberley Theatre Chiller Replacement - CIP 10120 ($22,000)($142,,090,) BSR Balance After BAO’s [ $12,235,000 ATTACHMENT C PROJECT DESCRIPTION This project will replace the air conditioning system at the Cubberley Community Center Theatre. A new air conditioning system will be installed in the existing equipment room, and the controls will be replaced to optimize temperature control and energy efficiency. PROJECT JUSTIFICATION The Cubberley Community Center Theatre is a multi-use facility that is rented out to the public throughout the year. The existing air conditioning system, which is original to the building, no longer functions and is not repairable due to its age and condition. Without air conditioning, this facility would be unusable during the summer months. Restoring the air conditioning system will provide for continued year round use. FUTURE FINANCIAL REQUIREMENTS FISCAL YEAR AMOUNT "COMPONENTS PY Budget 2000-01 $142,000 2001-02 2002-03 2003 -04 2004-05 Sources of Funding: General Fund Infrastructure Reserve. IMPACT AND SUPPORT ANALYSIS Environmental: Design Elements: Operating: Telecommunications: Purchase and installation of chiller Categorically exempt from CEQA under Section 15301. None. None. None. COMPREHENSIVE PLAN This project furthers Policy C-24 of the Comprehensive Plan. 451