Agenda Packet 03-15-16

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CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL AGENDA

Mayor Jason Burnett All meetings are held in the City Council ChambersMayor Pro Tem Ken Talmage East Side of Monte Verde Street

Council Members Victoria Beach, Steve Dallas, Between Ocean and 7th Avenues

and Carrie TheisContact: 831.620.2000 www.ci.carmel.ca.us/carmel

SPECIAL MEETINGTUESDAY, MARCH 15, 2016

4:30 P.M.Council Chambers, City Hall

East side of Monte Verde StreetBetween Ocean and Seventh Avenues

CALL TO ORDER, ROLL CALL, & PLEDGE OF ALLEGIANCE

PUBLIC APPEARANCESMatters not appearing on the City Council’s agenda will not receive action at this meeting butmay be referred to staff for a future meeting. Presentations will be limited to three (3) minutes,or as otherwise established by the City Council. Persons are not required to give their names,

but it is helpful for speakers to state their names in order that the City Clerk may identify them inthe minutes of the meeting. Always speak into the microphone, as the meeting is recorded.

ORDERSOrders of Council are agenda items that require City Council discussion, debate and/ordirection.

1. Annual presentation of the City of Carmel-by-the-Sea’s Fiscal Year 2016/17 draftCapital Improvement Plan.

ADJOURNMENT

http://www.ci.carmel.ca.us/carmelhttp://www.ci.carmel.ca.us/carmelhttp://www.ci.carmel.ca.us/carmelhttp://www.ci.carmel.ca.us/carmel

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SPECIAL NOTICES TO PUBLIC

The City Council of Carmel-by-the-Sea meets in Regular Session on the First Tuesday of each month at4:30 p.m., unless otherwise noticed. The City Council may also meet on the First Monday of each month ina Special Meeting and/or a Workstudy Session at 4:30 p.m., unless otherwise noticed. City Council agendapackets are available for public review on the City website at www.ci.carmel.ca.us and in the Clerk’s Officeon the Friday prior to the scheduled meeting. Any writings or documents provided to a majority of the CityCouncil regarding any item on the agenda will be made available for public inspection. Interested membersof the public may subscribe to the Council Agenda by submitting a request to the City Clerk. Meetings areopen to the public and the City Council welcomes your participation. Any member of the public maycomment on any item on the agenda. Testimony is limited to three (3) minutes per speaker, or asotherwise established by the City Council. Meetings are streamed live on-line and archived for easy accessanytime day or night. Visit the City’s website at www.ci.carmel.ca.us to view the meetings or watch atelevision rebroadcast on the first Sunday after the City Council meeting at 8:00 a.m. on MCAET Channel26. In compliance with the Americans with Disabilities Act, if you need special assistance to participate inthis meeting, please contact the City Clerk’s Office at 831-620-2007 at least 48 hours prior to the meeting toensure that reasonable arrangements can be made to provide accessibility to the meeting (28CFR 35.102-35.104 ADA Title II).

http://www.ci.carmel.ca.us/http://www.ci.carmel.ca.us/http://www.ci.carmel.ca.us/http://www.ci.carmel.ca.us/http://www.ci.carmel.ca.us/http://www.ci.carmel.ca.us/http://www.ci.carmel.ca.us/http://www.ci.carmel.ca.us/

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Page 1

CITY OF CARMEL-BY-THE-SEA

AGENDA BILL

RECOMMENDATION

Receive and review the City of Carmel-by-the-Sea draft Capital Improvement Plan for Fiscal Year

2016/17 and refer it to the Planning Commission to review for General Plan Consistency.

SUMMARY

This agenda item is to present to the City Council the Capital Improvement Plan (CIP) for the City ofCarmel-by-the-Sea for the period of July 1, 2016 through June 30, 2017. The CIP is a budgeting andstrategic planning tool intended to address the City’s capital needs. The Planning Commission ischarged with reviewing the projects contained in the CIP and will advise the City Council on itsrecommendations regarding the proposed capital projects (Carmel Municipal Code 3.06.020) andreview it as to determine its consistency with the City’s General Plan (California Government Code65403).

The City of Carmel-by-the-Sea's FY 2016/17 Capital Improvement Plan is an instrument for thecreation, expansion, rehabilitation, or replacement of existing City owned assets; a guide toward theefficient and effective provision of public infrastructure; and protection, conservation and enhancementos the unique natural beauty and resources of the Village. The proposed capital improvements for FY2016/17 support one or more of the objectives adopted by Council at its January 5, 2015 meeting. TheCIP does not appropriate funds; rather, it serves as a budgeting tool, proposing Capital Budgetappropriations to be recommended for adoption within the City’s fiscal year 2016-2017 Operating Planand Budget.

ATTACHMENTS

1. FY 2016/17 Capital Improvement Plan

AB 1105

March 15, 2016

Orders

TO: Honorable Mayor and Members of the City Council

FROM: Chip Rerig, City Administrator and Paul Wood, Finance Manager

SUBJECT: Annual presentation of the City of Carmel-by-the-Sea’s Fiscal Year 2016/17 draft CapitalImprovement Plan.

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City

o

Carmel by the Sea

iscal Year

2016 2017

PROPOSE

~ ~ t ~ ~ t i m ~ r @ l ~ m ~ n t P ~ ~ n

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Mayor Burnett and

Members of the City Council

Carmel by the Sea, CA 93921

ity

o

Carmel by the Sea

POST OFFICE

BOX CC

CARMEL-BY-THE-SEA, CA 93 92 1

(831) 620-2000

Re:

Fiscal

Year 2016/17 Capital Improvement Plan

Mayor Burnett and Members of the City Council,

I

am

pleased to present the City s Fiscal Year 2016/17 draf t Capital Improvement Plan CIP)

to

the

City Council to utilize in reviewing and prioritizing capital projects . The City s CIP is a

budgeting and strategic planning tool intended to address the City s capital needs and is based

on public benefit, available funding, and funding restrictions. It

is

guided primarily by the City s

mission statement,

as

enunciated in Ordinance

No.

96, as well as a series of contemporary

policy documents.

This year, the list of specific capital projects

is

intended

to

rebuild the foundation ofthe

organization enterprise-wide

to

address: 1) deferred infrastructure and natural asset

maintenance and improvement, 2) deferred structural facilities maintenance and improvement,

and 3) deferred investment in overdue technological systems.

Focusing on the foundational aspects in these areas will help

to

ensure

that

future

improvements and investments are

built

on the most contemporary systems, and

that

unnecessary future expenses will not be incurred. For example, staff proposes employing

foresight and empirical analysis to overlay certain street segments now, instead of having to re

build the same in the future. Staff also proposes to update

our

computer systems to add

efficiency and transparency

to

our work, instead of continuing to patch together disparate

systems that have lost

their

usefulness and or are challenging

to

maintain.

The fiscal value drivers overlaying each of the specific project recommendations are intended

to

provide: 1) efficiency throughout the organization and support for processes that provide

effective service utilizing taxpayer money, and 2) appropriate spending of Measure D funds

consistent

with

the voter-approved initiative.

The list of proposed capital improvements support one

or

more of the following community

objectives established by the City Council at its January

5,

2015 Special Meeting: 1) Character

Preservation,

2)

Organizational Effectiveness, and or

3)

Long-Term Economic Vitality and

Sustainability. Below are listed the three objectives with brief key initiative descriptions for

each, as well as examples of the capital projects that are planned

to

achieve

the

objectives.

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Community Character

In order to support the objective of preserving community character, Council adopted an

initiative th t includes preservation and enhancement of

the

beach, parks, public space, and

forest assets through thoughtful policies, public dialogue, and active partnerships

with

community groups and strategic partners. The Council directed

st ff

to

work

to

preserve and

maintain the Village character and promote sustainability of the City through clear land

use

policies, appropriate zoning regulations, detailed design guidelines, and equitable and

consistent code compliance efforts.

Specific projects th t are proposed

to

support meeting this objective are necessary

improvements at Sunset Center and both library buildings. Also included are

the

implementation of the Mission Trails Nature Preserve Master Plan, dune habitat restoration,

and Scenic Road landscaping and pathway improvements. These projects

will

preserve and

enhance both the bui lt and natural assets of the Village and enhance and

promote

the social

and economic well-being of

the

community.

Organizational Effectiveness

The second object ive ident ified by Council was a focus on organizational effectiveness achieved

through building an institution th t enhances performance, delivers high-quality customer

service, and meets internal operational objectives. Staff has undertaken meeting this objective

through the use of policy planning and management systems

to

continue

to

drive the

organization to meet adopted Council goals by the most effective means possible.

Projects

th t

staff proposes

to

meet this objective include:

the

implementation of an agenda

and records management system

to

automate and reduce agenda packet preparation

time

and

distribution, as well

as

increase transparency and access

to

government work; several

information systems upgrades, a

p rt

of the key rebui lding projects, which will provide the

City

with

a more secure and stable information infrastructure on which to build in future years;

and

new

City of Carmel-by-the-Sea website, which will represents a hallmark project under this

organizational goal. Importantly, st ff also proposes a replacement audio-visual system in

the

Council Chamber

to

provide better accessibility of public meetings to

the

viewing public.

Long Term Vitality and Sustainability

The third key goal adopted by

the

Council was

to

support the long-term vit lity and

sustainability of the organization. Although this goal is wide ranging in its scope, the focus is

retaining a sustainable and regionally vital community. It directs the City

to

effectively manage

revenue sources

to support services to

the

community, focusing on 1) enhancing

the

quality

of

life for residents, 2 marketing

the

community as a destination for the arts and ecotourism, 3

maintaining a regional community leadership

role

and 4) promoting the City for the social and

economic well-being of current and future generations.

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The

projects undertaken

to

meet this objective are those that enhance the natural beauty

of

our built environment, ensure the safety ofthe City's assets, and repair and maintain

infrastructure including: a significant investment in pavement

814,000,

which is supported by

empirical data from the City's pavement management system, as well as more subjective

measures

such as

roadway appearance and traffic volumes, installation and utilization

of

an

irrigation

meter

on

4th

Avenue

for

landscape watering, rebuilding

of

beach stairs and

repair/replace shoreline landscape barriers, and

the

design for significant repairs and

renovation

that

are long overdue at

the

Police Department facility.

apital Improvement Program Summary

The

City will have completed 13 projects by June

30,

2016 including:

•

Sunset Center Roof Repairs

•

Carmel Youth Center Repairs

•

Parking Management Study

•

Sunset Center Planter Reconstruction

•

Sunset Center Parking lot Wall

•

Streets and Road Projects

•

Sidewalk Repair

•

Dolores Street Sidewalk

•

Carpenter Street Drainage Paving

•

North Dunes Restoration

•

Streets

Roads

(PG E Related)

•

Sunset Center Master Plan

•

Forest Theater Renovation

In addition

to

14 [new] proposed projects,

staff

recommends

that

we carry over 10 previously-

approved projects. None

of

these projects require any additional funding. The list includes:

•

ADA

Study

• Facilities Safety Maintenance

• Vista Lobos Roof

• t Murphy

House Painting

• Ocean Avenue Median

• Small

Water

Projects

• Shoreline Assessment and Implementation

• Fire Beach Baskets

• Forest Beach Centennial Marshall Plan

• Park Branch Basement Restoration (isolate and abate hazard)

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Staff is proposing

to

carry-over eight (8) projects which require additional funding to complete.

The projects include:

• Police Dept./Public Works Roof/Patio Replacement

• Sunset Center Railing Replacement

• Sunset Center Ramp Construction (design only)

• Sunset Center Door Replacement

• Bikeway Projects (Larson/Rio Park Trai l-permitting only)

• Mission Trail Entrance (Mountain View entrance)

• Mission Trail Nature Preserve Invasive Species Removal

51,438

33,350

10,000

25,000

5,000

55

,000

Study 50,000

• Waterfront Area Signs (Design only) 12,000

241,788

Many

of

the proposed and existing projects will be funded with MeasureD, and supplemented

by the General Fund,

PEG

funds, Traffic Safety Fund, and

Road

Impact

Fees

. Council will

see

general building maintenance funding

for

several facilities, including Sunset Center, as

programs in the upcoming operating budget. Staff will also identify

the

Pacific Gas and Electric

re

stitution for the street

work we

completed as a result of their maintenance negligence as a

rece ivable

in

the forthcoming operating budget.

In 2014,

the

City established a separate fund (the Vehicle and Equipment Sinking Fund)

to

depreciate certain assets such as vehicles and equipment. This methodology permits the CIP to

be used

for

larger projects that are fixed assets that also have a greater direct benefit

for

community members.

Each project is prioritized in accordance with the following priority label categories:

Priority 1: The project

is

urgent and or mandated, and must be completed as quickly as

possible. These projects potent ially impact the health, safety, or welfare of

the

community.

These projects could also have impacts on the financial well-being of the City.

Priority

:

The project

is

very important and addressing it is necessary.

Priority 3: The project is important and would and would provide benefits.

Priority 4: The

timing

of

the

project

is

less

important but

completion

of

the

project would

improve the

community

by providing cultural, recreational, and or aesthetic effects.

Priority 5: The project would be an improvement

to

the community, but need not be

completed within a five-year time frame.

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The

City has been apprised

of

one

donor

opportunity

to

fund

the

west pathway at

the

Forest

Theater, and staff

has

not budgeted for this project based on prior Council direction. Likewise,

staff has not currently budgeted

for

supplementary improvement phas

es

for

the

Forest Theater

or the th Avenue north side) pathway between Mission Street and Junipero Avenue based on

Council direction.

Although I will be asking Council

to

approve only

Y

2016/17, a multi-year vision for our capital

improvement investment is included

to

both provide perspective

as

well

as

highlight the need

for

on-going capital reinvestment. We very much look forward

to

discussing

our

recommendations with you on March 15, 2016.

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CARRYOVER

PROJECTS FROM F Y l S 1 6

FUND

OBJT

FUND Name

3

70915

ADA

STUDY

3

70916

FACILITIES

SAFETY

MAINTENANCE

3

70918

VISTA

LOBOS ROOF

3

70913

1ST MURPHY HOUSE PAINTING

3

76906 OCEAN AVE MEDIAN

3

76911

SMALL WATER PROJECTS

13

78907

SHORELINE

ASSESS AND

IMPLEMENT

3

78910 BEACH FIRE BASKETS

3

78918

F&B CENTENNIAL MARSHALL PLAN

3

8490

3 PARK BRANCH BASEMENT RESTORE (iso late and abate hazard)

3

70901

PD/PW ROOF/PATIO REPLACEMENT

3

7090S SUNSET

CTR

RAILING REPLACEMENT

3

70911 SUNSET CTR RAMP CONSTRUCTION (design only)

3

70909

SUNSET

CENTER

DOOR REPLACEMENT

13

76904

BIKEWAY PROJECTS (larson Field/Rio Park Trail-permitt ing only)

3

78908

MISSION TRAIL

ENTRANCE

(Mountain

iew

entranco)

13

78915 MTNP INVASIVE SPECIES REMOVAL STUDY

3

78913 WATERFRONT AREA SIGNS Design only)

FUND TOTAL

NE W C APITAL IMPROVEMENT PROJECTS

3

3

13

3

3

3

13

3

3

13

3

3

3

3

Police Department Renovations

Park Branch Lib rary

Painting- Interior

Park Branch Library Carpeting

Park Branch Library HV C System

Main

Library

Heating

System

Sunset

Center-

Awning

Sidewalk Repair

Scenic Road Landscaping Priority Areas

Streets & Road Projects

Beach Stair

Maintenance

Mission

Trail

Nature

Preserve -

Improvements

4th Avenue Irrigation Meter

Dunes Habitat Restoration

Shoreline Landscape Barriers

Page 1

Fundins

Source

easure

Measure D

General

und

General

Fund

General

u

nd

General

fund

General Fund

General und

Gener

al Fund

Measure D/GenF

Measure

General Fund

Measu re D

General und

Measure D

Measure

Measure

Measure

D

General

und

Measure

Measure

Measure

Measure

Measure

MeasureD

General Fund

Meas 0/RIF/TS

Measure

General Fund

General Fund

Measure

General und

Fund Ba lance

Carryover

to

Unused

FY15- FY15-16 CIP

16 u d ~ e t

Fundin

100,000

100,000

50,000

so ooo

70

,000

70,000

9,275 9,275

30,000

30,000

42,SOO

42

,SOO

70,628 70,628

30,000 30,000

201,274

20

1,

274

38,550 38,SSO

28,S62 28,S62

6,6SO

6,650

10,000 10,000

1S,OOO 15,000

49,968

49,968

28,750 28

750

24,804

24,804

1,460,620 805,961

Carry-over

General

Fund 475,327

MeasureD 330

,63

4

805,961

Addit

ion

al Budget

Requested

for

FY16-

17

51,438

33,3SO

10,000

25,000

5,000

5S,OOO

50,000

12,000

241,788

Additional

Reg

33,350

208,438

241,788

Total

FY16-17

Bud et

100,000

50

,

000

70,000

9,27S

30,000

42,SOO

70,628

30,000

201,274

38,550

80,000

40,000

20,

000

40,

000

S4,968

55,000

78,7SO

36,804

1

,047,749

Ttl

frm

FYlS-

16

508,677

539,072

1,04

7,749

75,000

23,

100

46,000

12,000

9,000

180,000

92,000

66,000

814,000

216,450

50,000

20

,

000

25,750

10,000

1,639,300

TOTAL CAPITAL PROJECTS BUDGET FOR FY16·17

..ii ;; 68;; ;7.:.; 04;.;.;.9

CARRYOVER FUNDS 805,961

NEW

FUNDING FOR CARRYOVER

PROJECTS

241,788

NEW PROJECTS FUNDING

- - - : 1 ~ 6 = = 3 - = 9

2,687,049

NEW

PROJECT

FUNDING SOURCES:

GENERAL FUND 221,000

MEASURE D

1,068,300

ROAD IMPACT FEES 200,000

TRAFFIC SAFETY _;1;;..;:5- 0 ;.00:..::_

TOTAL 1,639,300

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QUI PM NT REPLACEMENT

40

CA - Agenda and Records Management System

40 Sunset Cen

ter

- Theatrical

Ligh

t ing and Power

40 PO- Training Vehicle

40 PO - Investigations Vehicle

40

PO - Body Cameras

40 IT - Council Chambers AV Upgrade

40 IT - Police Data Room and Main Library Disaster Recovery

40 IT - Citywide Managed Security

40

IT -

Network

Security

40 IT - Citywide Network Upgrade

40

IT -

Citywide Phone System Rep lacement

40 IT - Annual Desktop Computer Replacement

40 IT- City Website

Page 2

Equipment Repl

Equipment Repl

Equipment Repl

Equipment Repl

Equipment Repl

Equipment Repl

Equipment Repl

Equipment Repl

Equipment Repl

Equipment Repl

Equipment Repl

Equipment Repl

Equipm

ent

Repl

Total FY 6-17

Budget

70 00

30 50

35 00

25 00

20 00

176 50

40 00

13 00

40 00

16 50

110 00

30 00

44 00

TOTAL EQUIPMENT

BUDGET

FOR FY16-17

. . . . ; 6 ; ; ; 5 , - . 5 0 0 ;

VEHICLE/EQUIPMENT FUNDING SOURCES:

GENERAL FUND

PEG

TOTAL PROJECTS

618 500

32 000

650 500

CARRYOVER PROJECTS 1 047 749

NEW

PROJECTS

1 639 300

EQU

IPMENT VEHICLES ; 5: 0; 5: 0.

3 337

5

49

TOTAL PROJECT FUNDI

NG

MEASURE D 1 607 372

GENERAL FUND 1 348 177

ROAD IMPACT FEES 200 000

TRAFFIC SAFETY 150 000

PEG - - - : : - : : - 3 : , : 2 : c : , O : , : O , ; .

3 337 549

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City ofCarmel-by-the-Sea, CA

Y

2016 201 7 Projects

'16/'17

thru

'20/'21

PROJECTS

Y

DEP RTMENT

Department

Project# Priority

'16/'17 '17/'18 '18/'19 '19/'20

'20/'21

Total

Administrative Services

I

Council

Cham

be

rs

AV Upgrade

A 0-1516-01

2

176

,500

176,500

Police Data Room and Main

Library

Disaster

Recover

A 0-

1516-02

40 000

40,000

Citywide

Managed Security

AS0-1516-04 13,000

13,000

Network Security

AS0-1516-05

40 000

40,

000

Citywide

Network Upgrade

AS0 -

1516-06

16

,500

16,500

Citywide Phone

System

Replacement

AS0-1516-07

110 000

110,000

Annual

Desktop Computer Replacement

AS0-1516-11

30

,000 30 000 30 000 30 000

120,000

City

Website

A 0

1617

-01 44 000

44

,0

00

Administrative Services Total

470 000

30 000

30 000

30 000 560 000

City Administration

Agenda andRecords

Management

System

AOM-01-16

-

17

70,000

70,000

City Administration Total

70 ,000

70 000

Library Community Activities

J

ParkBranch

Library

Painting -

Interior

LIB 1617-02 23 100

23

,

100

Park Branch Library

Carpeting

LIB 1617-03

46 000

46

,

000

Main Library Heating System

L/B-

1617

g,

ooo

9,000

Park

Branch

Library

HVAC

System

LIB1617-01

12 000 12

,

000

ibrary

Community Activities Total

90 100 90 100

Jsafety: Police

I

Police

Department Renovations

POL-1617-01

75

0

00

750

,000

825,000

Training Vehicle

POL-1617-02

2 35 000

35,000

Investigation Vehicle

POL 1617-03

1

25 000

25,000

Body Cameras

POL1617-04

20 000

20,000

Safety: Police Total

155 ,

000 750 000

905 000

Jservices:

Public Works

I

Streets

and Road

Projects

PW-1112-01

814

,

000

814

,

000 814

,

000

814 000

3,

256,000

Sidewalk Repair

PW-1415-01

92 ,000

92 ,000 92 ,000 92 ,000

368

,

000

Services:

Public Works Total

906 000

906,000

906 000

906 000

3 624 000

Jservices: Facilities

I

Sunset

Center

Awning

FAC

1415-06

4 180 000

180,000

Sunset

Center

- Theatrical Lighting and Power

FAC

-

1617-15

3

30

,

500

18

,

500

49

,

000

Services: Facilities Total

210 500 18,

500 229 000

Page 3

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Depa

rtment

Project Priority '16/'17 '17/' 8 '18/'19 '19/ 20 '20/'21 Total

Forest, Parks, & Beach

Beach

Stair

Mantenance

FPB-

1213-01

1 21

6 450

300 000 100,000 10

0

00

62

6 4

50

4th Avenue

Irri

g

atio

n Meter FPB-1314-01 3

20,000

20 000

Dunes Habitat Restoration

FPB

-131

4-02

3 25.750

17 500

8 500

8 500 60 250

Scenic

Road Landscaping

Prio

ty Areas

FPB-1617-10 2

66 000

66 000

MTNP

In

vasiv

e

Spec

i

es Removal

Study FPB-1617-11

2

50 000

4

0 000

10,

000 100

000

Shoreline

Landscape

Barriers FPB-

1617-12

2 10 000 45 000 55 000

Srvs: orest, Parks, Beach Total

38

8

200 402 500

118,500

18 500

927 7

00

GRAND

TOTAL

2

2

8

9 800

2,107,000 1 0

54 5

00 9

54

,500

6

405

800

Pa

ge

4

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'

City of Cannel-by-the-Sea, CA

Y 2016-2017 Projects

'16/'17 thru 20/'21

PROJECTS

BY

FUNDING SOURCE

Source Project#

Priority

'16/'17 '17/'18 '18/'19 '19/'20 '20/'21 Total

jGF Capital lm£rovements

-J

4th Avenue Irrigation Meter

FPB

1

314-01

3

20 000

20 000

Scenic Road Landscap ingPriori

ty Areas

FPB-

1617-10

2

66 000

66 000

MTNP Invasive Species Removal

Study FPB-1617

-11 2 50 000 40 000 10 000 100 000

Shoreline

Landscape Barriers

FPB-1617-12

2

10 000

45 000

55 000

Police Department

Renovations

POL

-1617-01

75 000 750

000

825 000

GF

Capital Improvements Total

221 000 835 000

10 000

1 066 000

jMeasureD

I

Sunset Center

·

Awning FAC 1415

-06 4 180

000 180

000

Mission

Trail Nature Preserve·

Improvements FPB 1415-08 2

50 000

50 000

Beach

Stair Maintenance

FPB-1213-01

216

450

300 000 100 000

10 000

626 450

Dunes

Hab

i

tat Restoration

FPB-1314-02

3

25 750

17 500

8 500

8

500

60 250

Park

Branch

Library Painting · Interior

LIB 1617-02 23

100

23 100

Park Branch Library Carpeting

LIB 1617-03 46

000

46 000

Main

Library

Heating System L/B-1617 9 000 9 000

Park

Branch Library HVAC System

L/81617-01

12 000

12 000

Streets

andRoad

Projects

PW-1112-01 464 000 464 000 464 000 464

0

00

1 856 000

Sidewalk Repair

PW-1415

-01 92 000 92 000 92 000 92 000 368 000

Measure D Total

1 118 300 873 500

664 500

574 500

3 230 800

jPEG

I

Council Chambers AV Upgrade

ASD-1516-01

2

32 000

32 000

PEG Total

32 000

32 000

Road Imeact Fund

I

Streets and Road Projects

PW-1112-01

200 000 200 000 200 000 200 000

800 000

Road Impact Fund Total

200 000 200 000

200 000 200 000

800 000

Traffic Safety

I

Streets

and Road

Projects

PW-1112-01

150 000 150 000 150 000 150 000

600 000

Traffic Safety Total

150 000

150 000

150 000 150 000

600 000

jVehicle/Equipment Reelacement FundI

Agenda and Records

Management

System

ADM-01-16-17 70 000

70 000

Council Chambers AV Upgrade

ASD-1516-01 2 144 500

144 500

PoliceData Roomand Ma

in Library

Disaster Recover

ASD-1516-02 1 40 000

40 000

Citywide Managed Security

ASD-1516-04

13

000

13 000

Page 5

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15/43

Source ProJect

Priority

'16/'17 '17/'18 '18/'19 '19/'20 '20/'21

Total

Network

Security ASD 1516-05

4

0 000

40 000

Cityw

ide

Network Upgrade

ASD

1516-06

16

500

16

500

Citywide Phone System Replacement ASD-1516-07

110 000

110 000

nnual

Desktop

Com

puter

Replacement

ASD-1516-11

30

00

0

30

,000 30

000

30 000

120 000

Ci

ty

Website ASD

1617-01

44

,

000 44 000

Sunset

Center

Theat

rical Lighting and

Power

FAC-1

617-15

3

30 500

18 500

49 000

Tra

i

ning

Vehicle

POL

1617-02

2

35 000

35 000

Investigation

Veh

icle POL1617-03

25 ,000

25

000

Body

Came

ras POL1617-04

20

,

000

20 000

Vehicle/Equipment Replacement Fund

618 500

48 500 30 000 30 000 727 000

Total

GRAND TOTAL

2,339 800 2 107 000

1,

054 500

954 500

6 455 800

Page 6

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FY

2016-2017 Projects

City ofCannel-by-the-Sea, CA

Proj

ect

ASD-1516-01

Projec t Name Council Chambers A V Upgrade

Account :

Policy Plan:

Description

I

'16/ '17

t ru

'20/'21

Depa rtment Administrative Services

C

ont

act

Type Equipment

Useful Life 10 years

Ca

tegory Equipment: Computers

Priority 2 Very lmpmtant

Total Project Cost :

176,500

Replace the 20+ year old

N

system. Includes, cameras, audio components, video and audio mixing components, and integration with Granicus

system.

Justification

I

Current system is extremely outdated with several major components having completely failed.

Expenditures '16/'17 '17/'18 '18/'19 '19/'20 '20/'21

Total

Comput r Software Hardware

150,000

150,000

Cons

tr

uction Pro

j

t

26

,500

26,500

Management

Total

176,500

17

6

,500

F

und

ing Sources

'16/'17 '17/'18 '18/'19 '19/'20 '20 /'21 Total

PEG

32,

000

32,000

Vehicle Equipment

144,500

144,500

Replacement Fund

Total

176,

500

176,500

Budget Impact/Other

I

Page 7

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FY 2016-2017 Projects

'16/ '17 t ru '20/ 21

City ofCannel-by-the-Sea,

CA

Project

ASD-1516-02

Project Name Police

Data

Room

and

Main Library Disaster Recover

Account :

Policy Pla n:

Department Administrative Services

Contact

Type Equipment

Useful Li fe 5 years

Ca tegory Equipment: Computers

Pr i

or ity I Critical

Description

I

To tal Project Cost :

$40,000

Purchase and install software and hardware used for recovery

of

IT systems in the event of disaster.

Justification

I

Current disaster recovery plans and capabilities are incomplete and provide for very limited set

of di

saster protections.

Expenditures '16/'17

'17/' 18 '18

/

19 '19/'20 '20/'21 Total

Computer Software Hardware 40,000

40 ,000

Total

40

,

000

40

,

00

0

Funding Sources

'16/' 17

'17/'18

'18/'19

'19/'20 '20/'21 Total

Vehicle Equipment

40,000

40,000

Replacement Fund

Total

40,000 40,000

Budget Impact/Other

I

Page 8

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FY

2016-2017 Projects

City

of

Carmel-by-the-Sea, CA

Project ASD-1516-04

Project Name

Citywide Managed Security

Account :

Policy Plan:

Description

'16/'17

thru

'20/ '21

Department

Admi

nistrative Services

Contact

Type Software or Subscription

Useful Life years

Category Software: Subscriptio

ns

Priority 1 Critical

Tot

al Project Cost: $13,000

This project would consist

of

a vendor selection process where the city wou ld choose a managed security product to protect both client machines

and city servers.

Justification

Currently

the

city is not covered by a managed security product. A mix of free

or

unlicensed products are currently in use that do not protect the

city adequately.

Expenditures '16/'17 '17/'18

'18/'19

'19/'20

'20/'21 Total

Computer Software/Hardware 13 000

13 000

Total

13 000

13

,000

Funding Sources

'16/'17 '17/'18 '18

/'

19 '19/'20 '20/'21 Total

Vehicle/Equipment

13 000

13 000

Replacement Fund

Total

13 000

13

,000

Budget Impact/Other

Page 9

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City of Carmel-by-the-Sea, CA

Project

ASD-1516-05

Proj

ect

Na

me

Network Security

Acco

unt

:

Policy Plan :

Description

J

'16/ '17

thru

'20/ '21

Dep

ar

tme

nt

Administrative Servic

es

Contact

T ype Equipment

Us

eful

Lif

e

yea

rs

Ca tego

ry

Equipment: Computers

Priorit

y I Critical

Total Pr oject Cost: 40 ,

000

This project would replace the two separate police and city firewalls with a pair offirewalls operating in a hardware redundant fashion .

Justifica

ti

on

J

The current firewalls are more than five years old and will soon be listed as end of life by the manufacturer. Because of their age support for their

update capability is increasingly expensive and their features to protect the city from current and future threats is limi ted.

Expenditures

16/ 17 17/ '18 '18/'19 '19/'20 '20

/ 21

Tota

l

Computer So ftware/Hardware

30,000

30,000

Construction/Project 10,000

10,000

Management

Total

40 ,000 40,000

Funding Sources

16/ 17 '17/ '18 '18/'19 '19/ '20 '20

/

21

Total

Vehicle/Equipment 40,000 40,000

Replacement Fund

Total

40,000

40

,

000

Budget hnpact/Other

Page tO

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Project ASD-1516-06

Project Name Citywide etwork Upgrade

Account :

Policy Plan:

Description

I

'16/'17

thru

'20/'21


Contact

Type Equipment

Useful Life years

Category Equipment: Computers

Priority 1 Critical

Total Project Cost:

$16,500

Replace the network switches in the city with switches capable with power over ethemet capability and integration with network security features

of future firewalls.

Justification

I

Current switches do not have ability to support power over ethemet which will be necessary to move city to a

VO P

phone system and avoid costly

wiring costs associated with new phone system. New switches will also allow for an expansion of our wireless capabilities at a future date.

Expenditures '16/'17 '17/'18 '18/'19 '19/'20 '20/'21 Total

Planning Design

1 500

1,500

Computer Software Hardware

15 000 15 000

Total

16 500

16 500

Funding Sources '16/'17 '17/'18 '18/'19

'19/'20 '20/'21

Total

Vehicle Equipment

16 500 16 500

Replacement Fund

Total

16 500

16 500

Budget Impact/Other

I

Page II

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City

of

Cannel-by-the-Sea, CA

Projec

t ASD-1516-07

Project Na me Citywide

Phone

System Replacement

Acco unt :

Policy Plan :

Description

I

'16/'17 t ru '20/'21

Departm

e

nt

Administrative Services

Contact

Type Equipment

Useful Life I 0 years

Category Equipment: Computers

Pr iori ty I Critical

Tota

l

Project

Cost:

1

10,000

Replace mix

of

centrex and avaya partner systems with one integrated, modem system.

Ju

stification

I

Current phone systems are beyond their normal useful operating periods and have various problems associated with making changes and replacing

faulty equipment.

Expenditures '16/'17 '17/'18 '18/'19

'19/'20 '20/'21

Total

Planning Design

10,000 10,000

Computer Software Hardware 100,000

100,000

Total

110,000

110,000

Funding Sources '16/'17 '17

/ 18

'18/'19

'19/'20 '20/ 21

Total

Vehicle Equipment

110,000

110,000

Replacement Fund

Total

110,000 110,000

Budget Impact/Other

I

Page 12

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'16/'17

thru

'20/'21


Co

nt

act


Project

ASD-1516-11

Project Name nnual

Desktop Computer Replacement

Account :

Policy Plan :

Description

l

Provide a source

of

funding to provide for ongoing replacement of older computers.

Justification

l

Ty

pe Equipment

Usef

ul Life 5 years

Ca tegor y Equipment: Computers

Priority

I

Critical

Tota

l Project Cost: $150,000

Computers have a useful life somewhere between four and five years in order to keep up with changes in the IT industry with regard to operating

systems, computer security and network speeds. This

fu

nd would allow for the replacement

of

all city computers over a period of five to six years.

We still have comput

ers

that are ten years old.

Prior


'17/' 18

18

19

'19/'20

'20/'21

Total

3o

.ooo

1

Computer Software

ardware

30 000 30 000

30 000

3

0 000

120 000

Total

Total

30,000

30

,000

30

,000

30

,000

120

,000

Prior

Funding Sources

'16/'17 '17/'18 '18/'19 '19/'20 '20/'

21 To

tal

3o.

ooo 1

Vehicle Equipment

30 000

30

,

000

30 000

30 000

120 000

Replacement Fund

Total

30 000

30 000 30 000

30

000

To

tal

120,000

Budget hnpact/Other

I

Page 13

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Project ASD-1617-01

Pro

ject

Nam e City Website

Accoun t : 13-67050

Policy Pl

an

: IT Strategic Plan

Description

I

'16/ 17 thru '20/ 21

Department Administrative Sen

8/19/2019 Agenda Packet 03-15-16

24/43

FY

2016-2017 Projects

City

of Cannel-by-the-Sea,

CA

Project

ADM-01-16-17

'16/ '17

t ru

'20/'21

Department City Administration

Contact City Clerk

Typ e Equipment

Useful

Li f

e I 0 years

Project Name

Agenda

and

Records

Management

System

Category Equipment: Miscellaneous

Priority I Critical

ccount :

Policy Plan:

IT

Strategic Plan

Description

I

Tota

l Project Cost: $70,000

This pro ject would fund

an

agenda management system to help streamline the agenda process for the Clerk and support staff for Boards and

Commissions, as well as improve public access. This project would also fund a records management system to ensure that records are indexed,

being retained for the appropraite length of time, and accessible for the staff and the public.

Justification

I

Currently, there is neither an agenda management system nor a records management system

in

place.

Ha

ving these both of hese systems in place

would significantly improve workflow for sta ff and greatly improve citizen access to public documents.

Expenditures

EquipNehicles Furnishings

Funding Sources

Vehicle Equipment

Replacement Fund

Budget Impact/Other

Total

Total

J

'16/'17

70 000

70 000

'16/'17

70 000

70 000

'17/'18 '18/'19

'19/'20 '20

/'

21

Total

70 000

70,000

'17/'18 '18/'19 '19/'20 '20/'21 Total

70 000

70 000

t is anticipated that there will be implementation costs of approximately $50,000 and an annual cost of approximately $20,000 per year going

forward.

Page

15

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'16/ '17 t ru '20/ 21

Department Library Community Activit

Contact

City

of

Carmel-by-the-Sea, CA

Project

LIB 1617-02

Project Name

Park Branch Library

Painting -

Interior

Account :

Policy Plan:

Description

I

This project involves painting the interior of the Park Branch Library.

Justification

I

The interior

of

the Park Branch library has not been painted since the building opened in

chipped. The paint has worn off, especially in comers.

Expenditures '

16

/'

17

'17/'18 '18/'19

Other

23,100

Total

23,100

Funding Sources '16/'17 '17/' 18 '18/'19

MeasureD 23,100

Total

23,100

Budget Impact/Other

I

The project is expected to cost 23 ,100 if completed in Fiscal Year 2016/17.

Budget Items

'16/'17 '17/'18 '18

/'

19

Ma intenance

23,100

Total

23 ,100

Pa

ge

16

Type

Unassigned

Useful Life

Category

Unassigned

Prior

ity I Critical

Total

Project

Cost

:

23,100

1989, 27 years ago. The walls are scuffed, marked and

'19/'20 '20/'21 Total

23,100

23,100

'19/'20 '20/'21 Total

23,100

23,100

'19/'20

'20/'21 Total

23,100

23,100

8/19/2019 Agenda Packet 03-15-16

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FY

2016-2017 Projects

City

of


Proj ect LIB 1617-03

Project Name Park

Branch Library

Carpeting

Account :

Policy

Plan

:

Description

J

This project involves recarpeting the Park Branch Library.

Justification

I

'16/'17 t ru '20/'21

Dep

ar

tment Library Community Activi

Contact

Typ e Unassigned

Useful Li fe

Ca

tegory Unassigned

Pri

ori ty I C1itical

Total

Pr

oject Cost:

$46,000

Existing

ca

rpeting was installed when the building opened, and is 27 years old.

t

is frayed and stained. There are threadbare areas in the Local

History and Youth Services departments.

Expenditures '16/'17 '17/'18 '18/'19 '19/'20 '20/'21

Total

Other

46,

000

46

,000

Total

46 000

46

,000

Funding Sources '16/'17 '17/'18 '18/'19 '19/'20 '20/'21

Total

MeasureD 46

,

000

46,000

Total

46 000

46

,

000

Budget Impact/Other

I

If

the project is completed in Fiscal Year 20

16

/17,

it

is expected to cost $46,000.

Budget Items

'16/'17 '17/'18 '18/'19 '19

/'

20 '20/'21 Total

Maintenance

46 000

46 000

Total

46

,

000

46 000

Page 7

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FY

2016-2017 Projects


Proje

ct

LIB-1617

Project Name

Main Library Heating System

Accou

nt

;

Po

licy Plan :

Description

I

Replacement

of

the Main Library heating system.

Justification

I

'16/ 17 u '20/ '21

Departmen t Library Community Activit

Contact

Type

Unassigned

Useful

Life

Categor

y Unassigned

Priority I Critical

Tota

l

Project Cost

: $9,000

The Main Library furnace, which was installed March 1998, is

18

years old and near the end of its expected life.

t

does n

ot

heat the building

adequately; som e public areas receive almost no heat. The

staff

office area is not heated at all. Staff relies on space heaters in the office area and at

public service desks, which pose a

po

tential safety hazard and add to cost

of

electric bills.

Expenditures

'16/' 17 '17/' 18

'18/'19

'19/'20 '20/'21

Total

Equip/Vehicles/Fu

rni

shin

gs

9,000

9,000

Total

9,000 9

,0

00

Funding Sources

'16/ '17 '17/'18 '18/'19 '19/ '20 '20/'21

Total

MeasureD

9,000

9,000

Total

9,000

9,000

Budget Impact/Other

I

This project, if completed in Fiscal Year 20 161l7, is expected to cost $9,000.

Budget Items

'16/'17

'17

/ '18 '18/'19 '19

/'

20 '20/'21

Total

Equipment 9

,000

9,000

Total

9,000 9,

000

Page

18

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'16/'17 t ru '20/'21

Dep ar tment Library Community Activi

Co

ntact

City

of


Project # LIB1617-01

Proj ect Name Park

Branch Library HV

AC System

Accou nt #:

Po

licy Plan :

Description

I

Rep

lacement ofPark

Bran

ch Library H

V C

system.

Ju

stification

I

Type Unassigned

Useful Life

Cat

eg

ory Unassigned

Priori ty 1 Critical

Total Project Cost: $12,000

The Park Branch Library

HV C

sys tem does not work and is at the end

of

ts useful life. Heating and air conditioning work in

one

area

of

he

library only: the middle zone which comprises the Youth Services and Technical Services departments. The front and rear

of

the building are

not

heated or cooled. Staff and departments in these areas use space heaters during cold months, posing a potential fire hazard and increasing the City's

electrical costs.

Expenditures '16/'17 '17/'18 '18/'19 '19/'20 '20/'21

Tot

al

EquipNehicles/Furnishi

ngs

12,000

12 000

Total

12,000 12,000

Funding Sources

'16/'17 '17/'18 '18/'19 '19/'20 '20/'21

Total

MeasureD

12 000

12 000

Total

12 000

12,000

Budget Impact/Other

I

This project,

if

funded

and co

mpleted in Fiscal Year

2016117,

is expected to cost

$12 ,000.

Budget Items '16/'17 '17/'18 '18/'19 '19/'20 '20/'21 Total

Equipment

12,000

12 000

Total

12,000

12,000

Page 19

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'16/

1

7 t ru

2

0/'21

Depar

t

ment

Safety: Police

City of

Cannel-by-

th

e-Sea,

CA

Contact Public Safety Director

Pr ojec

t

POL-1617-01

T yp e Improvement

Useful Li fe

25 years

P

roject Na

me Police Departm

ent

Renovations

Category Buildings

Account : Priori

ty

Critical

Policy Plan:

Description

Total Pr oject

Co

st : $825,000

This is a two part project designed to improve working conditions, safety and space in the Carmel Police Departmen

t. If

approved the project will

be broken down into two fiscal years, FY16/17 will be the planning phase

of

the project and FY

17 18

wi ll be the construction phase

of

the project.

This project involves three significant areas that should be addressed to ensure both safety to employees and services to the public are not

jeopardized.

Phase

I

FYI6/17- the hiring of an architect to develop plans fo r the construction of all three projects within the proposal.

Phase 2 FYI7/l 8- The construction phase

of

the project, which incorporates all three identified projects.

Project I The development

of

a kenneling area

for

dog, cats

an

d other animals.

Project 2 An upgrade

of

the Dispatch un it to include expanding the area and modernizing the equipment.

Project 3 The building

of

an evidence room, which is adequate in size, security and ventalation.

Justification

The Cannel Police Department is over 50 years old. In that time, technology, services and policing have changed considerably. There are three

areas which

are

no longer suitable for the type

of

technology and services we provide;

The

Evidence Room, Dispatch Center and Animal

Kenneling.

The Evidence Room was developed inside a small office within the Pol ice Department. In 2011 an audit

of

our police department property room

indicated the venti lation was inadeqaute. The result is the constant odor of narcotics and other property and evidence stored in the room. In

addition, the amount of evidence being stored in the property room is more than we can properly store. As evidecne gathering techniques have

changed, so have the requireemnts for properly storing evidence. The Carmel Police Department does not have the room or the equipment needed

to adequately store evidence. Building the front

of

the police department outward on the pre-existing foundation will provide adequate room,

ventalation and technology to serve t

he

department for many years.

The Dispatch Center is also over 50 years old. Although technology has kept up, the infrastructure has not. An area that was originally designed to

hold a single swtichboard and radio device not must sustain multiple computer stystems, monotors and our 9 11 phone system. With the increase in

need for equipment the center has become ineffective and unsafe fo r staff. The police department has had multiple ergonomic studies completed on

the center as a result of multiple injury claims over the past few years due to innadequate equipment and set up of the center.

The kenneling station used for housing animals was recently removed when repairs were made to the foundation

of

the building. The kenneling

system is very old and consists of chain ink fence and wood.

The

kennels were rebuilt in a temporary location south

of

he police department out

of

the old materials. This system is not adequate for housing animals and is limited to dogs only. A new system should be built which properly allows

us to care for animals for short periods

of

time while the owners are located.

To save costs it is anticipated all three of these projects could be completed at the same time. Pushing the fron t of the department outward on t

he

existing foundation would provide necessary room for all three areas

of

need for the police department. These changes would better serve our staff

and our community for many years, extending

the

expected life

of

the police department.

E

xp

enditures

'16/'17

Planning/Design

75,000

Construction

Total

75,0

00

Funding

So

urces '16/'17

GF: Capital Improvements 75,000

Total

75,

00

0

'17/ '18 '18/'19 '19/'20

750,000

750,000

'17/ '18 '18/' 19 1 9/'20

750,000

750,000

Page 20

'20/'21

'20/'21

Total

75,000

750,000

825,000

T

ot

al

825

,000

825,000

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'16/'17 t ru '20/'21

Department

Safety: Police


Contact

Public Safety Director

Project

POL-1617-02

Type

Eq

uipment


Category

Vehicles

roject

Name Training Vehicle

Account :

Priority 2 Very Important

Policy Plan : Vehicle Replacement

Description

I

Total Project Co

st

: 35,000

Purchase of a vehicle used for training. The Carmel Police Department has traditionally had the City training vehicle as a part

of

he fleet of

vehicles.

Jn

2012, the training vehicle reached an age where it was no longer reliable. The vehicle has not

been

replaced

as

other projects took

priority. Replacing the training vehicle would put us ba

ck

on track with the vehicle replacement schedule.

The

City is looking for ways to reduce it

carbon footprint and purchasing a Hybrid vehicle for training would help the City with this goal.

Justification

I

The purchase of a new training vehicle is cost effective considering the amount of training which requires travel. Currently

we

are paying officers

for mileage and with the amount of required training in the police department the costs justify the purchase of a dedicated vehicle.


'17/'18 '18/'19 '19/'20 '

20

/'21

Total


35 000

35 000

Total

35 000

35 000

Funding Sources

'16/'17

'17/'18 '18/'19 '19/'20 '20/'21 Total

Vehicle Equipment

35 000

35 000

Replacement Fund

Total

35 000

35 000

Budget Impact/Other

I

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'16/'17 t ru '20/ '21

Department

Safety: Police



Project

POL1617-03

Type Equipment

Useful Life

10

years

Project

Name Investigation Vehicle

Category

Vehicles

Account #: Priority

I

Critical

Policy Plan: Vehicle Replacement

Description

I

Tot

al Project Cost : 25 ,000

Purchase

of

a replacement vehicl

e.

The current detective vehicle is I 0 years old and was orginally purchased

as

an emergency replacement for the

original detective vehicle which suffered a failure which was higher than the cost of a replacement vehicle.

Justification

I

The detective needs an unmarked vehicle for a

va

riety

of

reasons, surveillance, meetings,

in

terview, response to crime scene, etc. The police

department has had a detective vehicl e as a part

of

the fleet and the current vehicle is getting to an age where it should be replaced.

Expenditures


Funding Sources

Veh

l

e Equipment

Replacement Fund

I

udget lmpacVOth

Total

Total

'16/'17 '17/'18

25,000

25,000

'16

/'

17 '17/'18

25,000

25,000

Page 22

'18/' 19 '19/'20 '20/'21 Total

25,000

25,000

'18/'19 '19/'20 '20

/'21

Total

25,000

25,000

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City

of


Project

POL1617-04

Project Name ody Cameras

Account :

Policy Plan:

Description

I

'16/'17 thru '20/'21

De

par

tm ent

Safety:

Police


Type Equipment

Useful Life years


Priority I Cri

tical

Total Project Cost:

$20,000

The

purchase ofbody camera systems for patrol officers, along with the storagdevice, charging stations and warranties associated with the system.

The system we would purchase would be an L3 model body camera. This system would be compatible with the L3 in-car systems we currently us

eand would reduce costs. The purchase

of

he equipment would involve:

I3

body worn camera systems, a server, professional services software.

Justification

I

The use of police worn body cameras is becoming the norm in policing. Numerous incidents throughtout the nation have brough the issue of body

worn cameras to the front. The use ofca

mer

as is a way for the police department to ha

ve

closer oversight of operations, activities and responses to

the publics needs. District Attorney Offices are increasingly requesting officers camera footage in criminal cases. The technology better helps

monitor and regulate police activities as well as building trust in community through more transparent policing.

Expenditures '16/'17 '17/'18 '18/'19 '19/'20 '20/'21

Total

EquipNehicles/Furnishings

20

,000

20 000

Total

20

,000

20 000

Funding Sources '16/'17

'17/'18

'18/'1 9 '19/'20

'20/'21

Total

Vehicle/Equipment 20 000

20 000

Replacement Fund

Total

20 000 20 000

Budget Impact/Other

I

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Project

PW-1112-01

Project Name Streets and Road Projects

ccount II:

13-76901

Policy Pl

an

: Pavement Management Plan

Description

I

'16/'17

t ru

'20/'21

Dep

artm ent

e ~ v i e s

Public Works

Contact Public Works Director

Type Improvement


Categor y Street Reconstruction

Priori ty I Critical

Total

Project Co

s t:

$6,225,400

This project involves the patching and overlay ofvarious streets identified within the Nichols Pavement Management Study (2013) based on a

street's condition, as determined by its Pavement Condition Index (PCI). This assumes $814,000 annually for maintenance to maintain an average

PC of 63 . FY 15-I 6 Roads are split into two phases: ( 1) July- December 2015 for $400,000 for road impacted by PG&E work and (2) an

additional $419,000 for spring 2016 cycle work.

Justification

I

The street improvement priorities represent data from the Nichols Pavement Study, analysis and observation from Neill Engineers and

recommendations from Public Works staff. Cost estimates range from 3 .00 per square foot for a two-inch thick asphalt overlay to $22.00 per

square foot for a seven-inch thick concrete pavement repair section plus 20% for engineering and contingencie

s.

Prior

Expenditures

'16/'17 '17/'18 '18/'19 '19/'20 '20/'21 Total

I

2,969,4oo

1

Planning/Design

162,800 162,800 162,800 162,800 651,200

Total

Construction 651,200

651 ,

200 651,200 651,200 2,604,800

Total

814,000 814,000 814,000 814

,0

00

3,256,0

00

Prior Funding Sources '16/'17 '17/'18 '18/'19 '19/'20 '20/ '21

Total

I

2,969,400

1

MeasureD 464 ,

000

464 ,

000 464

,

000 464

,000 1,856,000

Total

Road Impact Fund 200

,

000

20

0,00

0

200

,

000

200,000

800

,000

Traffic Safety 150,0

00 150

,000 150,

000 150

,000

600

,

000

Total

814,000 814,000 814,000 814

,

000

3,

256,000

Budget hnpact/Other

J

FY 15-16 assumes funding from utility company for costs to restore road pavement condition to status prior to commencement of PG&E projects.

It costs less to maintain a street

in

good condition than to repair a street that has failed. Funding for preventative maintenance helps reduce the costs

associated with deferred maintenance

of

roads.

Prior Budget Items '16/'17 '17/'18 '18/'19 '19/'20 '20/'21 Total

4o.ooo

Staff Cost

15

,

000

15,000

15,000 15

,

000 60,000

Total

Supplies/Materials

5,

000 5,000 5,000

5,

000

20,000

Total

20,000 20,000 20

,

000 20,000 80,000

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'16/'17

t ru

'20/ '21

Department

Services: Facilities


Contact

Public Srvs Dir.

Project

FAC 1415-06

Type

Improvement

Useful

Li f

e 15 years

Project Name Sunset Cent

er-

Awning

Category

Buildings

Account :

Priority 4 Less Important

Policy Plan : Facilities Use Plan

Description

Total

Project Cost

: $180,000

Construct an awning to cover the outdo or space near the concession area. This

22'

x

44'

structure would be designed and built to connect to the

Promenade Lobby roof and supported by the existing arbor columns. This project would provide outdoor event space and an expanded concession

service area year-round.

Planning Review and HRB Review required .

Justification

The proposed area has an arbor with climbing plants, and is not functional to support theater or lobby events. Thi s project proposal is in response to

feedback from theater patrons as well as event organizers seeking more space and increased capacity for events in the lobby. The new

ou

tdoor

space would greatly enhance Su nset Center's ability to service our current user groups, attract new business, and reach goals to upgrade

concessions service. Additionally, the awning would help protect the part of the building proven to be most vulnerable to harsh weather conditions,

especially wind and driving rain that has already

be

g

un

to deteriorate the structure. Recommendation in 2013 Facility Assessment Report.

Expenditures '16/'17 ' 17/'

18

'18/'19 '19/'20 '

20/' 21

Total

Planning/Design

30 000

30

,000

Construction 150 000

150,

000

Total

180 000

180 000

Fun

ding Sources '16/'17 '17/ '18 '18/'19

'19/'20 '20/'21

Tota

l

MeasureD

180 000 180 000

Total

180 000

180 000

Budget Impact/Other

P

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Project

FAC-1617-15

'16/'17 t ru '20/'21

Department Services: Facilities

Contact Public Works Director

Type Equipment


Project Name Sunset

Center-

Theatrical Lighting

and

Power

Category

Eq

uipment: Miscellaneous

Priority 3 Importantccount :

Policy Plan:

Description

I

Total Project Cost:

$49,000

This project involves the upgrade of the lighting systems for the theater, as well as the power distribution system. The lighting systems upgrade

would be conducted in two phases.

Justification

I

This project would cover scheduled lifespan replacement needs for these lighting and power facilities. This would reduce rental and labor costs

during productions.


Equip ehi l es Furn hings

30 500

18 500

49 000

Total

30 500

18 500 49 000

Funding Sources '16/'17 '17/'18 '18/'19 '19/'20 '20/'21 Total

Vehicle Equipment

30 500 18 500

49 000

Replacement Fund

Total

30 500

18 500

49

,000

Budget Impact/Other

I

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City

of


Project FPB

1415-08

'16/'17 t ru '20/'21

Department Srvs: Forest, Parks, Beach

Contact City Forester

Type Maintenance

Useful Life n/a

Project Name Mission Trail Nature Preserve - Improvements

Category Park: Mission Trail

Priority 2 Very Importantccount

:

Policy Plan: Mission Trail Nature Preserve

Description

I

Total Project Cost:

$95,000

Removal

of

invasive species, including English Ivy,

Cape

Ivy and invasive trees, primarily eucalyptus and acacias, and

ot

her large

non na

tive trees

within Mission

Tra

il

Nature

Preserve. This has been identified

as

an implementation item

of

the Mission Trail Nat ure Preserve Master Plan.

Justification

I

English ivy,

cape

ivy, ecucalyptus

and

acaia tr

ees are

in landscape ar

ea

ofMTNP. These

plants

and trees

are

not native

and

considered invasive

species that need

to be

eradicated from the Preserve

as

directed in the

MTNP

Master Plan. Some

of

the trees

are

quite large

and

such large trees

will

require significant

labor and equipment

to

remove.

Prior

95 ooo

1

Total

Prior Funding Sources

45 ,000 I

Measure

D

Total

Budget Impact/Other

Total

I

'16 /'17

50,000

50,000

'17/ '18 '18/ '19

Page

28

'19/'20 '20/'21 Tot

al

50,000

50,000

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Project

FPB-1213-01

Project Name

Beach Stair

Maintenance

Account :

13

-89627

Policy Plan: Shoreline Management Plan

Description

I

'16/ 17 t ru '20/ 21

Department Srvs: Fo rest, Parks, Beach

Contact Public Srvs Dir.

Type Maintenance

Useful Life I0 years

Category Beach

Pr iority I Critical


Many of the hardware and wood elements

of

he stairs along the waterfront are showing significant degradation due to salt exposure, oxidation and

age. An assessment

of

the condition

of

he stairways was conducted by Graebe and Associates in 2015. The assessment recommended several

repairs and maintenance actions. Follow-up inspections

by

a structural engineer will also

be

included to assure the soundness and safety of he

beach stairs.

Justification

I

Replacement is necessary to maintain safe public access to

Canne

l Beach. Continued degradation

of

the hardware and stair materials will lead to

the increased risk of failure to key components resulting in closure of beach access and possible injury to the public.

Prior


48,ooo

1

Construction

216,450 300,000 100,000 10,000 626,450

Total Total

216,450 300,000 100,000

10,000

626,450

Prior

Funding Sources

'16/'17

'17/'18

'18/'19

'19/'20 '20/'21 Total

48.ooo 1

Measure

216.450

300,000 100,000

10,000

626,450

Total

Total

216

,450

300,000

100,000

10,000

626 ,450

u d g e t h n p a c ~ C H h e r

I

Minor repairs to stairs are performed as needed and absorbed as part

of

he operational budget with repairs made by staff

or

outside labor as

warranted. An analysis of he condition

of

the stairs was performed

by

a structural engineer in 2015.

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FY 20 16-201 7 Projects


Pr

oject

FPB-1314-01

Project Na me 4th Avenue Irrigation

Meter

Account : I3-89636

Policy

Pl

an:

Description

I

'16/'17 thru '20/'21

Department Srvs: Forest, Parks, Beach

Contact Public Srvs Dir.

Type Equipment

Us

eful Life 25

years


Priority 3 Important

Total Project Cos t:

$20,000

This project involves installing a water meter and other equipment costs necessary to utilize the water line on Carmela Avenue to irrigate the

landscaping

on

the

th

A venue Walkway with non-potable surplus recycled water.

The

scope

of

work includes approximately 70 linear feet

ofnew

water service, meter, backtlow, pressure reducer, connections at the vault and to th e

inig

ation main, and repaving the pavement area adjacent to the

vault box.

Justification

I

The project will allow the City to use an irrigation system and recycled water rather than hand watering the walkway, thereby increasing water

conservation and efficiency in maintaining the landscaping.

Expenditures '16/'17 '17/'18 181 19

'19/'20 '20/'21

Total

EquipNehicles/Furnishings

20 000 20 000

Total

20 000 20 000

Funding Sources '16/'17 '17/'18 '18/'19 '19/'20 '20/'21 Total

GF: Capital Improvements 20 000 20 000

Total

20 000 20 000

Budget Impact/Other

I

There will be a one-time cost

of

install ing the meter and an ongoing operational cost associated with purchasing the recycled water, estimated to be

$2,000 annually.

Budget Items '16/'17 '17/'18 '18/'19 '19/'20 '20/'21

Total

Maintenance 11 865

11 865

Total

11 865

11 865

Page 30

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City

of


Project FPB-1314-02

Project Name Dunes Habitat Restoration

Account : 13-87602

Policy Plan: Del Mar Master Plan

Description

I

'16/'17 thru '20/'21

Department Srvs: Forest, Parks,

Beach

Contact Pub lic Works

Direc

tor

Type Maintenance

Useful Life years

Category Park Impro

vements

Priority 3 Important

Total Project Cost:

$129,250

This project involves

the

removal of non-native species at

the

Dunes including ice plant, acacia and invasive grasses and the planting of

nat

ive

species, including I00 Tidestrom lupine plants at ten locations within in the North Dunes. The North Dunes restoration plan outlines a phased

approach to the restoration process. The City has entered into a five year consulting agreement to ensure the required surveying, monitoring, and

seed collection and propagation are performed as outlined within

the

Plan.

Planning Review required .

Justification

I

The Del

Mar

Master Plan and the North Dunes and Del

Mar

Dunes Habitat Restoration Plan addresses management policies and practices related

to the

Dune

s including ensuring that long-term management activities maintain the natural dune ecology of Carmel Beach in a manner consistent

with public safety; protection and enhancement of the fragile plants and fauna in the Dunes against any significant disruption of habitat values; and

identify, protect and manage Environmentally Sensitive Habitat Areas to ensure their long-term integrity and the biological productivity of hese

habitat

s.

Prior Expenditures '16/'17 '17/'18 1 8/'19

'19/'20 '20/'21

Total

69 ,ooo 1

Planning/Des ign

25,750

17

,500 8,500

8,500

60,250

Total

Total

25,750 17,

500

8,500 8,

500

60,250

Prior

Funding Sources '16/'17 '17/'18 '18/'19 '19/'20 20/'21 Total

69.ooo 1

MeasureD

25,750 17,500 8,500 8,500

60

,250

Total Total

25 ,

750

17 ,

500

8,500

8,500

60,250

Budget Impact/Other

J

Minor maintenance costs are currently included within the operating budget. Volunteer efforts also contribu te to the removal of invasive plants.

Page

31

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Project FPB-1617-10

Project Name Scenic Road Landscaping riority Areas

Account :

Policy Pl

an

: Shoreline Management Plan

'16/'17

t ru

'20/'21

Depar tment Srvs: Forest, Parks, Beach

Contact City Forester

Type Improvement


Category Beach

r

iority 2 Very Important

Description

I


Implementation of landscaping redesign for 5 or 6 priority areas along the Scenic Road Path.

Planning Review required .

Justification

I

This would be the implementation of the currently budgeted landscaping redesign of select, high-use areas along the pathway. The need for this

project was identified in

the

2015 Shoreline Assessment Report.

Expenditures '16/'17 '17/'18 '18/'19 '19/'20 '20/'21

Total

Construction 66 000

66

,000

Total

66 000

66 000

Funding Sources

'16/'17 '17/'18 '18/'19 '19/'20 '20/'21 Total

GF:

Capital Improvements 66 000

66

,

000

Total

66 000

66 000

Budget Impact/Oth

er

I

This project would result in savings for maintenance work on the landscaping areas along the pathway.

Budget Items

'16/'17

'17/'18 '18/'19 '19/'20 '20/'21 Total

Supplies/Materials 0

0

Total

0

0

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Project

FPB-1617- 11

Project Name

MTNP

Invasive Species Removal Study

Account :

Policy

Plan

Description

I

'16/'17

t ru

'20/'21

Dep artment Srvs: Forest, Park s, Beach

Contact

City

Forester

Type Main tenance

Useful Life

Category Park Improvements

Priority 2 Very Important

Total Project Cost:

SJOO OOO

This project would fund various efforts in Mission

Tr

ail Nature Preserve, including but not limited t additional invasive species removal, trail

mruntenance and repairs, drainage improvements, and signage.

Planning Review required.

Justification

I

The

Mission Trail Nature Preserve has not had adequate upkeep and maintenance over the last several years. While the City

ha

s a master plan for

maintenance activities and improvement projects for t

he

preserve, a Coastal Development Permit for routine maintenance activies was last active in

the mid-2000s. In 2015, the City recently retained a biologist to develop a Biological Assessment and management recommendations for the

pre

se

rve , and

staff

is usi

ng

this assessment as the basis for a new multi-year Coastal De velopment Permit for a range

of

maintenance ac

ti

vites and

improvement projects, which would

be

carried out under this project.

Expenditures '16/'17 '17/'18 '18/'19 1 9/' 20 '20/'21

Total

Construction

50,000 40 ,000 10,000 100,000

Total

50,000 40,000 10,000

100,000

Funding Sources

'16/'17 '17/'18 '18/'19 '19/'20 '20/'21 Total

GF:

Capita l Improvements

50,000

40,000 10,000

100,000

Total

50

,

000

40,000

10

,

000 100,000

Budget Impact/Other

I

This project would augement ongoing maintenance and safety projects that

ar

e periodically carried out in the preserve.

Pag

e 33

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Project FPB-1617-12

Project Name

Shoreline

La

ndscape

Barriers

Account :

Poli

cy

Plan : Shoreline Management Plan

Description

I

'16/'17 u '20/'21

Department Srvs: Forest , Parks, Beach

Conta ct

City

Forester

Type Maintenance

Useful

Lif

e

15

years

Ca tegory Beach

Pr iority 2 Very Important

To

tal Project Cost: $55,000

Replacement

of

the shoreline landscape

barr

iers along the Scenic Road Pathway and rerouting

of

selected segments.

Justification

I

The landscape barriers are in unsatisfactory shape, resu lting in both safety issues and aesthetic issues. The City's 2015 Shoreline Assessment

recommend

ed

replacement

of

the

ent

ire length

of

single-rail barriers and also recommended minor relocation

of

certain segments.

Expenditures

'16/'17 '17/'18 '18/ 19 '19/'20 '20/'21 Total

Planning/Design

10,000

10,000

Construction 45 000

45,000

Total

10

,

000

45,000

55 000

Funding Sources '16/'17 '17/' 18 '18/ 19 '19/'20 '20/ 21

Total

GF: Capi

tal Improvements 10

,

000

45,

000

55 ,

000

Total

10 000

45 000 55,000

Budget Impact/Other

I

Implementation of this project will result in cos t savings for annual maintenance costs.

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