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AGENDA ITEM
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: JULIE A. GUTIERREZ, DEPUTY CITY MANAGER
VIA: RICK COLE, CITY MANAGER "
DATE: OCTOBER 20, 2003
SUBJECT: REVISED FISCAL YEARS 2004-2008 CAPITAL IMPROVEMENT
PROGRAM BUDGET
RECOMMENDATION:
It is recommended that the City Council:
1. Adopt the fiscal year 2004 - 2008 Capital Improvement Program
(CIP) Budget. This will increase appropriations for projects in the
amount of $3,982,512 as identified in Attachment A. This does not
include the Light and Water projects that were previously approved
by the Azusa Utility Board on September 22, 2003; and
2. Approve a budget amendment decreasing $87,500 in Proposition 12
funds and $32,500 in Mountain Cove CFD funds in the Memorial Park
Improvements project (42003B)
3. Approve a transfer of $350,000 from the General Fund
unappropriated fund balance to the Capital Improvement Program
(CIP) fund.
BACKGROUND:
On October 6, 2003, staff presented to the City Council the Recommended
Fiscal Years 2004-2008 Capital Improvement Program (CIP) Budget. At that
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time, the City Council chose to hold off adoption until some additional
information could be provided to them. Specifically the following was
requested:
1 . How much of the dollars appropriated through fiscal year 2003 has
been spent for projects that are in this budget? (Attachment B)
2. Identify the projects that were in last year's budget but no longer
appear in this year's budget. (Attachment C)
Additionally, staff noted that several projects were inadvertently missing from
the CIP document and have now been added to the budget being
recommended (see Attachment D). These projects are:
1. Zacatecas Park Improvements (new project): Staff is recommending
that $113,500 from the Jobs Housing Grant be appropriated to this
project for fiscal year 2004. This project includes various
improvements to the park.
2. US Forestry Service Gateway Station &Gardens (72103C): Staff is
recommending $75,000 from the MWD Makeup Grant. With this
appropriation the project is now fully funded. This project is
scheduled to break ground in late fall of 2004.
3. Capital Projects Beatification Enhancements (new project): Staff is
recommending $150,000 of Endowment Funds be appropriated.
These funds became available when the City Council chose to defund
the 210 Freeway Sound wall project. The intent was that the funds
should be redirected to fund miscellaneous city beatification projects.
As discussed in the staff presentation, we are also recommending a change to
the prior year's appropriations. The budgetary changes listed below must be
recognized through the budget amendment process so that they can be
incorporated and reflected in the fiscal year 2004 CIP budget. The Memorial
Park Improvements (42003B) project includes appropriations that are also
accounted for in the Memorial Park Restroom (41OO2G). Therefore staff is
recommending decreasing $87,500 in Proposition 12 funds and $32,500 in
Mountain Cove CFD funds. This will still leave a total of $14,000 in Mountain
Cove CFD funds, which are sufficient to fund the tennis court resurfacing phase.
Finally, as part of the discussion for the adoption of the fiscal year 2004
operating budget, a total of $1 .0 million in General Fund balance was set aside
to be appropriated as part of the fiscal year 2004 CIP. These funds would be
used to off-set a short fall in the CIP Fund in the amount of $350,000 as well
as funding some much needed capital park projects. At this time staff is
recommending to transfer from the General Fund to the CIP Fund the short fall
amount. A total of $509,400 of General Funds are being recommended for the
park projects and are included in Attachment A. It should be noted that the
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City Council -3- September 15, 2003
final amount of General Funds being allocated to the capital budget is
$859,400.
FISCAL IMPACT:
The appropriations recommended in the fiscal year 2004 Capital Improvement
Program budget total $3,982,512 from various funding sources.
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Attachment A
City Manager's Recommended Appropriation for Fiscal Year 2004
Total Est. FY 2004
Project # Project Title Project Cost Appropriation Funding Source
Municipal Buildings & Facilities
51100A New Azusa City Library 27,640,557 384,700 General Fund
66101 B New Trucks for Public Works 125,000 50,000 Endowment Fund
new project Capital Projects Beatification Enhancements 150,000 150,000 Endowment Fund
Total Appropriations: 584,700
Streets, Sidewalks & Sewers
66203A City Wide — New Sidewalks 1,200,000 200,000 Endowment Fund
66103A Pavement Management Plan 13,784,876 1,593,264 Gas Tax Fund
66503A Sewer Master Plan 5,000,000 800,000 Sewer Fund
Total Appropriations: 2,593,264
Parks & Landscaping
42003D Pioneer Park Improvements 536,000 60,000 Mountain Cove CFD
55,000 General Fund
115,000 Total
41002G Memorial Park Restroom 220,000 48,000 Quimby
12,500 Mountain Cove CFD
69,700 General Fund
130,200 Total
41002B Memorial Park Field Turf 40,000 18,000 Mountain Cove CFD
7,000 Prop 40 RZH
25,000 Total
Attachment A
Total Est. FY 2004
Project # Project Title Project Cost Appropriation _Funding Source
42003C Northside Park Improvements 380,848 54,848 Prop 12
220,000 Prop 40 Per Capita
50,000 Prop 40 RZH
324,848 Total
42003A Veteran's Freedom Park Improvements 26,000 21,000 Prop 40 RZH
new project Zacatecas Park Improvement 2,200,000 113,500 Job Housing Grant
new project US Forestry Sry Gateway Station 1,125,000 75,000 MWD Makeover Grant
Total Appropriations: 804,548
TOTAL APPROPRIATIONS FOR FISCAL YEAR 2004 3,982,512
Attachment B
FY 2003-2008 Capital Improvement Program - Project YTD Expenses as of 9/30/03
Total Total FY 2005
Estimated Prior Year Actual Recommended to 2008
Priority Description Cost Appropriations as of 9/30/03 FY 2004 Estimated Cost
Municipal Buildings& Facilities
1 New Azusa City Library (51100A) 27,640,557 1,076,000 1,038,188 384,700 26,179,857
2 Memorial Park Recreation Building Improvement(66603C 335,000 335,000 7,979 0 0
3 Remodel of Light Building at the City Yard (66603A) 180,000 180,000 0 0 0
4 Women's Club Building Improvements (66603B) 400,000 400,000 22,530 0 0
5 West Wing Remodel (61102A) 90,000 90,000 0 0 0
6 New Trucks for Public Works (66101 B) 125,000 75,000 360,280 50,000 0
7 Major Building Maintenance (new project) 1,965,500 0 0 1,965,500
8 Azusa Health Clinic(new project) 750,000 0 0 750,000
Sub Total 31,486,057 2,156,000 1,428,977 434,700 28,895,357
Streets, Sidewalks &Sewers
1 City Wide- New Sidewalks (66203A) 1,200,000 200,000 0 200,000 800,000
2 Pavement Management Plan (66103A) 9,719,731 2,139,000 786,891 1,593,264 5,987,467
3 Sewer Master Plan Construction (66503A) 5,000,000 800,000 128,805 800,000 3,400,000
4 San Gabriel Avenue Beautification (66100C) 1,838,125 1,838,125 1,734,107 0 0
Sub Total 25,384,784 4,977,125 2,649,803 2,593,264 10,187,467
Parks & Landscaping
1 Pioneer Park Improvement(42003D) 424,000 309,000 55,901 115,000 0
2 Memorial Park Restroom (41002G) 229,000 98,800 9,802 130,200 0
3 Memorial Park Field Turf(41002B) 40,000 15,000 0 25,000 0
4 Memorial Park Fencing Project(16003A) 155,000 155,000 0 0 0
5 Memorial Park Improvements (42003B) 14,000 14,000 3,121 0 0
6 Northside Park Improvements (42003C) 380,848 33,000 15,000 324,848 23,000
7 Veteran's Freedom Park Improvement(42003A) 26,000 5,000 44,615 21,000 0
8 Public Trash Receptacles (42001 B) 15,000 15,000 12,816 0 0
9 San Gabriel River Bike Path (41002A) 450,000 450,000 36,772 0 0
10 Park System Master Plan (42001 E) 90,000 90,000 81,541 0 0
Page 1 of 5
Attachment B
FY 2003-2008 Capital Improvement Program -Project YTD Expenses as of 9/30/03
Total Total FY 2005
Estimated Prior Year Actual Recommended to 2008
Priority Description Cost Appropriations as of 9/30/03 FY 2004 Estimated Cost
Grandview Park Improvement(Formally Angeleno Park)
11 (42003H) 50,000 50,000 0 0 0
12 Zacatecas Park (new) 2,200,000 113,500 2,086,500
13 Consultants & Design (420031) 51,000 51,000 14,375 0 0
14 Wilderness Park(42003G) 7,000,000 1,000,000 107,250 0 6,000,000
15 US Forest Service Gateway Station &Gardens (new) 1,125,000 1,050,000 119,297 75,000 0
16 Spreading Basin Beautification (new project acct.) 2,000,000 0 0 0 2,000,000
Sub Total 14,249,848 3,335,800 500,490 804,548 10,109,500
Technology Projects
1 Library Systems Migration (93002D) . 100,000 100,000 51,809 0 0
2 Computer Equipment Replacement(93002B) 40,000 40,000 13,734 0 0
3 Document Imaging and Workflow(93002C) 100,000 100,000 86,144 0 0
4 Geographical Information System (93000C) 50,000 50,000 21,758 0 0
Emergency Power Backup System for City Hall Phones
5 (93002H) 10,000 10,000 0 0 0
6 Migration of Q&A Data (93002J) 50,000 50,000 0 0 0
7 Firewall (93002A) 15,000 15,000 0 0 0
8 Server Replacement(93001 B) 14,000 14,000 14,265 0 0
0
Sub Total 379,000 379,000 187,710 0 0
Downtown Improvement Projects
1 Downtown Concept Implementation (D97049) 2,528,566 2,528,566 1,250,537 0 0
2 General Plan & Development Code Update (902801) 1,837,243 1,837,243 1,630,686 0 0
Sub Total 4,365,809 4,365,809 2,881,223 0 0
Page 2 of 5
Attachment B
FY 2003-2008 Capital Improvement Program - Project YTD Expenses as of 9/30/03
Total Total FY 2005
Estimated Prior Year Actual Recommended to 2008
Priority Description Cost Appropriations as of 9/30/03 FY 2004 Estimated Cost
Page 3 of 5
Attachment B
FY 2003-2008 Capital Improvement Program -Project YTD Expenses as of 9/30/03
Total Total FY 2005
Estimated Prior Year Actual Recommended to 2008
Priority Description Cost Appropriations as of 9/30/03 FY 2004 Estimated Cost
Electric Division
1 Substation Construction & Distribution (82000B) 10,260,000 10,260,000 5,807,310 0 0
2 Owl Distribution Circuit Line Extention (84000A) 334,277 334,277 272,819 0 0
3 City Yard Design & Construction (73001G) 2,200,000 1,750,000 1,368,658 450,000 0
Street Light System Replacement Eleventy Street
4 (73001 F) 560,000 560,000 0 0 0
5 Distribution Monitor and Automation Phase 1 (73002B) 751,000 251,000 20,395 0 500,000
6 City Wide Undergroed Line Extension (73001 E) 600,000 600,000 254,301 0 0
7 Capital Projects Be ticiation Enhancements 150,000 0 0 150,000 0
7 Electric&Water Utility Data Conversion (new project) 250,000 0 0 250,000 0
8 Refurbish Existing Electric Utility Service-Civic Center(ne% 150,000 0 0 150,000 0
Sub Total 15,255,277 13,755,277 7,723,483 1,000,000 500,000
Water Division
1 Replacement of Waterlines (72101L) 473,000 473,000 0 0 0
2 Upsize Discharges Wells#2  (72101N) 960,000 960,000 0 0 0
Well No. 10 Treatment Plant Design and Construction
3 (new project) 2,000,000 0 0 2,000,000 0
4 Well No. 10 Treatment Plant Structure (new project) 200,000 0 0 200,000 0
5 Azusa Spreading Grounds Wells (72101P) 4,199,243 4,199,243 3,772,879 0 0
5,550 LF 12" Pipeline-6th St.-from Virginia to Cerritos
6 (72102D) 578,000 578,000 32,853 0 0
7 Rehabilitation of Sierra Madre Reservoir(72102C) 300,000 300,000 0 0 0
8 Install radio controls for SCADA(72101G) 300,000 300,000 75,975 0 0
9 WTP Landscape, Design and Installation (new project) 75,000 0 0 75,000 0
10 Water Main Replacement(new project) 2,000,000 0 0 2,000,000 0
11 Emergency backup power generator(72103D) 100,000 100,000 0 0 0
Page 4 of 5
Attachment B
FY 2003-2008 Capital Improvement Program - Project YTD Expenses as of 9/30/03
Total Total FY 2005
Estimated Prior Year Actual Recommended to 2008
Priority Description Cost Appropriations as of 9/30/03 FY 2004 Estimated Cost
12 12 inch waterline crossing of Big Dalton Wash (72103B) 200,000 200,000 0 0 0
13 Upgrade to the Canyon Filtration Plant(72103E) 21,000,000 1,000,000 0 0 20,000,000
6300 LF 30" pipeline- Dalton-from Sierra Madre to Fifth
14 St. (72102B) 1,005,000 1,005,000 44,000 0 0
15 Distribution Main upgrades (72102G) 3,625,710 3,625,710 1,864,735 0 0
12" Pipe- Citrus and Foothill to Barranca and Alosta
16 (72101B) 557,000 557,000 213,158 0 0
17 Ph I Heck Pump Station (72101M) 375,000 375,000 0 0 0
Build 1 MG steel reservoir- Mt. Cove development
18 (72101E) 1,000,000 1,000,000 0 0 0
19 Northern Transmission Main (72103F) 5,000,000 5,000,000 120,366 0 0
20 Purchase Pasadena property (72103A) 55,000 55,000 0 0 0
Sub Total 44,002,953 19,727,953 6,123,966 4,275,000 20,000,000
Grand Total 135,123,728 48,696,964 21,495,652 9,107,512 69,692,324
Page 5 of 5
Attachment C
List of CIP Projects not rolled over into FY 2004.
Acct No. Project Description Total Budget Total expenditures Status
31002A PATROL CARS INCLUDING EQUIPM 140,990.00 140,836.00 Project completed.
31002B LIGHT BARS FOR PATROL CARS 6,800.00 6,684.00 Project completed.
31102D 4 PC'S & MONITORS 9,133.00 9,133.00 Project completed.
31102E HIGH VOLUME PRINTERS 1,950.00 1,938.00 Project completed.
De-funded. Funding included in
41002C MEMORIAL PARK FENCING 120,000.00 0.00 42003B
Project completed. Council notified
41002D ZACATECAS PARK PICNIC SHELTE 45,000.00 44,695.00 on 9/3/02
Project completed. Council notified
41002E CITY PARK PICNIC SHELTERS 45,000.00 44,695.00 on 9/3/02
Closed. $100,000 funding included in
41002G MEMORIAL PARK RESTROOM 109,800.00 9,802.00 42003B.
41002H MEM PARK SKATE PARK AMENITIE 20,000.00 0.00 De-funded. No award letter.
410021 RUBBER PLAY SURFACE\MEM &VE 66,615.00 38,420.00 Project completed
-- -- - - -------------------- Project completed. Council notified
42001A SKATEBOARD PARK 465,543.00 464,788.00 on 9/3/02.
42001B RECEPTACLES 15,000.00 12,816.00 Project completed
42001D VEHICLE REPLACEMENT- PRJ #7 75,000.00 13,131.00 Project completed
42003F ZACATECAS PARK IMPROVEMENTS 500,000.00 0.00 Project Defunded
65100B COMM ID/GATEWAYS & SIGNS 103,000.00 103,000.00 Project completed.
Project completed. Council notified
65101C 1ST STREET REHAB/AZUSA-WESTE 436,000.00 402,341.00 on 4/1/02.
Project completed. Council notified
65101D 11TH ST REHAB/OLD MILL-AZUSA 408,548.00 372,540.00 on 4/1/02.
66100A REPLACE 1982 DUMP TRUCK 78,000.00 77,394.00 Project completed
Project completed. Council notified
66102A ALLEY-MCKEEVER/ENID-11TH-10T 55,200.00 35,843.00 on 12/2/02
66102C ALLEY-EN ID/ORANGE-11TH-10TH 54,365.00 36,401.00 Project completed
66102D ALLEY-ENID/ORANGE-10TH-CRESC _ 43,200.00 36,393.00 Project completed
66102E ST IMP-VINCENT/GLADSTONE/NEW 290,000.00 290,000.00 Project completed
Project completed. Council notified
66102F STREET IMPROV AZUSA/EAST END 58,000.00 58,000.00 on 12/2/02
Project completed. Council notified
66102G ST IMP KIRKWALL-VINCENT-EAST 17,768.00 17,768.00 on 12/2/02
Page 1 of 2
Attachment C
List of CIP Projects not rolled over into FY 2004.
Acct No. Project Description _ I_ Total Budget Total expenditures Status
Project completed. Council notified
66102H ST IMPROV-9THNERNON/EAST EN 398,000.00 252,451.00 on 12/2/02
661021 ST IMPROV-3RD/PASADENA/CONEY 336,191.00 13,609.00 Project completed
66103B 210 FREEWAY SOUNDWALL 150,000.00 0.00 Project Defunded
66103C TRAFFIC SIGNAL @ GLADSTN & P 67,495.00 73,606.00 Project completed
66203A NEW SIDEWALKS &CONCRETE REPA 200,000.00 0.00 Project Defunded
66501A WOODCROFT STORM DRAIN PROJEC _ 275,800.00 203,753.00 Project completed
66501B CITWIDE SEWER MASTER PLAN 78,088.00 75,690.00 Project completed
66503B NEW SIGNS 100,000.00 0.00 Project Defunded
66504A SEWER& STORM DRAIN UPGRADES 1,238,000.00 0.00 Project completed
66600B AUDITORIUM UPGRADES 330,041.00 369,525.00 Project completed
66603D AUDITORIUM A/V UPGRADES 25,000.00 0.00 Project Defunded
66701A 6TH CIP AMENDMENT-GARAGE 36,000.00 27,885.00 Project completed
72101H REPLACEMENT VEHICLES 105,000.00 104,978.00 Project completed
72102A RIVER&MOUNTAIN GATEWAY CENTE 100,000.00 123,020.00 Project completed
72102E 2000 LF BASELINE-ROCKVALE-CI 330,000.00 21,464.00 Project completed
72102F REPLACEMENT VEHICLES 140,000.00 139,372.00 Project completed
72102H 4300LF LAKEVW TER-10TH-ROCK _ 923,000.00 613.00 Project completed
73001A LANDFILL GAS ELECTRIC PLAN/I 275,000.00 9,872.00 Project completed
73001C ELECTRICAL CONSTR OFFICE REM _ 80,000.00 0.00 Project Defunded
73002A LINE TRUCK WITH 60' DERRICK 290,000.00 184,990.00 Project completed
73002C SEDAN-ALTERNATE FUEL 25,000.00 0.00 Project Defunded
73002D REEL TRUCK/TRAILER 75,000.00 20,986.00 Project completed
82000A SUBSTATION SITE 850,001.00 847,545.00 Project completed
93000C GIS- CITY WIRE 50,000.00 21,758.00 Project completed _
93001A SOFTWARE UPGRADES & LICENSES 36,000.00 34,225.00 Project completed
93001B SERVER REPLACEMENT __ 14,000.00 14,265.00 Project completed
93002D LIBRARY SYSTEM MIGRATION 100,000.00 51,809.00 Project completed
93002F BITECH WORKORDER MODULE 2,305.00 183.00 Project completed
93002G WEB BASED TIME CARD-BITECH 5,000.00 1,040.00 Project completed
930021 HR BITECH IMPLEMENTATION 5,000.00 4,800.00 Project completed
93002J WEST WING MIGRATION 50,000.00 0.00 Project Defunded
------------ -
9,854,833.00 4,814,057.00
• Page 2 of 2
ATTACHMENT D
FY 2004-2008 Capital Improvement Program
Parks & Landscaping
Zacatecas Park Improvements
Total Appropriated FY 2005
Estimated Through Adopted Recomnd To 2008
Priority Description Cost FY 2002 FY 2003 FY 2004 Estimated Cost
12 Zacatecas Park Improvements (new project)
Job Housing Grant 113,500 113,500
Unfunded 2,086,500 2,086,500
TOTAL 2,200,000 113,500 2,086,500
DESCRIPTION: This project consists of expanding the existing 3.8-acre park by an additional 3.5 acres. The park shall be
redesigned to include one new little league sized baseball field, a Jr. size soccer field, new play structure and picnic shelters, park sign
and walking/hiking trail, native planting area, new irrigation and athletic field fencing.
JUSTIFICATION: The City of Azusa is lacking developed neighborhood park space. The addition of 3.5 acres of parkland is a
substantial acquisition of new parkland.
SCHEDULING: Phase 1-Conduct a Zacatecas Park Community Park design workshop.
Phase 2-September 2004. Grading and installation of irrigation and athletic turf in the major portion of new
park area.
Phase 3=Upon funding, completed community vision plan for a redesigned Zacatecas Park.
RELATIONSHIP TO GENERAL PLAN: This project continues the General Plan vision to acquire and develop more neighborhood
park space. This project provides new parkland in a section of town that lacks park space.
SPECIAL CONSIDERATIONS: This project is currently funded by$113,500 from a Job Housing Grant. It is anticipated that the
remaining funds will come form future State Proposition 12 and 40 Grant opportunities.
OPERATING BUDGET IMPACT: The addition of 3.5 acres of new parkland will impact the Parks Maintenance Division. An
additional .25 staff person will be required to maintain the expanded parkland.
FY 2004-2008 Capital Improvement Program
Parks & Landscaping
US Forest Service Gateway Station and Gardens
Total Appropriated FY 2005
Estimated Through Adopted Recomnd To 2008
Priority Description Cost FY 2002 FY 2003 FY 2004 Estimated Cost
15 US Forest Service Gateway Station and Gardens
(72103C)
Proposition A(Parks) 350,000 350,000
Water Fund 700,000 700,000
MWD Makeover Grant 75,000 75,000
TOTAL 1,125,000 350,000 700,000 75,000
DESCRIPTION: This project provides for the construction of a 1,500 sq. ft. facility to replace the current US Forest Service shack
located on Highway 39. The facility would be surrounded by a native plant interpretative garden. •
JUSTIFICATION: The current trailer is no longer a viable place for the employees to work and requires replacement
SCHEDULING: This project is currently in plan check for zoning and CEQA issues. Groundbreaking is expected to occur in late
fall of 2004.
RELATIONSHIP TO GENERAL PLAN: Beautification of open space.
SPECIAL CONSIDERATION: None
OPERATING BUDGET IMPACT: There is no general fund impact. The lease with the US Forest Service will repay the
Water Fund investment of$700,000 over a twenty year lease. All operating expenses will be the responsibility of the US Forest
Service.
FY 2004-2008 Capital Improvement Program
Municipal Buildings &Facilities
Capital Projects Beatification Enhancements
Total Appropriated FY 2005
Estimated Through Adopted Recomnd To 2008
Priority Description Cost FY 2002 FY 2003 FY 2004 Estimated Cost
7 Capital Projects Beatification Enhancements (new
10/
project)
Endowment Funds 150,000 150,000
DESCRIPTION: This project provides a lump sum funding for existing project to utilize for artistic and beatification enhancements
for approved capital projects. For example, a decorative gate may be used to enhance a fencing project; a mural may be added to a
wall that faces a residential neighborhood; and/or decorative tile may be used to enhance a new restroom.
JUSTIFICATION: The City Council has supported projects that enhance the beatification of a project or incorporate an artistic
element. This program will allow for staff to upgrade an approved project without jeopardizing their existing budget.
SCHEDULING: Funds will be used as needed for existing projects.
RELATIONSHIP TO GENERAL PLAN: This project is consistent with the Draft General Plan in that it lends to beautification of
city facilities.
SPECIAL CONSIDERATION: These funds were made available after the City Council defunded the 210 Freeway Soundwall
project.
OPERATING BUDGET IMPACT: None