HomeMy WebLinkAboutE- 4 Sixth Amendment to the Capital Improvement Project (CIP) Budget Nibs
AZUS
AGENDA ITEM
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROBERT K. PERSON, ASSISTANT CITY MANAGER
VIA: RICK COLE, CITY MANAGERg_,G
SUBJECT: SIXTH AMENDMENT TO THE CAPITAL IMPROVEMENT PROJECTS (CIP)
BUDGET
RECOMMENDATION
It is recommended the City Council approve the sixth amendment to the Capital
Improvement Projects (CIP) budget by:
1. Approving an appropriation of $1,018,000 from the Light Fund to the Public Works
Reorganization account for the purpose of purchasing needed equipment. The specific
purchases are included in an accompanying agenda report entitled "Amended Public
Works Department Budget".
2. Approving an amendment to the Skate Park Project by increasing the cost of the project
from $250,000 to $400,000. The project will be funded by $150,000 in Quimby funds,
$135,000 in Proposition 12 funds and $115,000 in fund raising and donations.
3. Approving an appropriation of$100,000 from the Water Reserve Fund to the River and
Mountains Gateway Center project for the purpose of funding a contract with Northeast
Trees for design and architectural services.
4. Approving an appropriation of $400,000 from the Light Reserve Fund to the General
Plan project to carry out FY2002 activities.
5. Approving an appropriation of$1,750,000 from the Light Reserve Fund to the City Yards
Design and Construction project to carry out design, architectural and construction of a
new facility for Light and Water crews.
BACKGROUND
Staff is recommending this series of amendments to the Capital Improvement Projects
(CIP) budget to recognize new projects, appropriate the needed funding to begin work
ao,,,id //g /d/
okt,.
t,z
x
**41:171444%,,
,ipsths,
on those projects and in the case of the Skate Park project, to raise the anticipated cost
of the project. Each project is described further below:
Public Works Department Budget Enhancement Project
As part of a separate agenda report in your packet tonight entitled"Amended Public
Works Department Budget", staff is recommending the transfer of$1,018,000 into the
CIP for the purpose of purchasing much needed and deferred equipment for the Public
Works Department.
Skate Park Project
In January, 2001 the City Council adopted the 2001-2005 CIP which included a
$250,000 price tag for a new skate park to be constructed at Memorial Park. This figure
represented an estimated 10,000-12,000 square foot facility similar to those constructed
most recently in the San Gabriel Valley. The cost of construction is approximately
$22.00 per square foot as quoted by skate design team Purkiss-Rose RSI of Fullerton,
California.
As suggested by Mayor Madrid, a skate park task force was assembled composed of
adults and young adults in the community in addition to Councilmembers Rocha and
Hardison, and, Gateway Committee member Bob Donnelson. The task force
overwhelmingly voiced their concern that they wanted their Azusa facility to stand apart
from other parks. Their desire was to put their own stamp on the facility and make it
one the City could be proud of. Hence, the increase from 10,000 square feet to 16,000
square feet. Additional amenities include colored concrete, ornamental fencing, state of
art"street trick"facility, brick accented benches as well as a brick donor wall which will
be used to highlight those that have contributed to the successful construction of the
skate park. The combination of all of these factors have led to the recommendation
before you.
This action will increase the project cost from $250,000 to $400,000 and will be funded
through a combination of: $150,000 in Quimby funds, $135,000 in Proposition 12 funds
and $115,000 in donations.
River and Mountains Gateway Center Project
At its meeting of July 16, 2001, staff presented City Council with a briefing on river
related projects. One of the projects reviewed was on this specific budget. The City
would like to partner with the US Forest Service in creating a River and Mountains
Gateway Center in which visitors to the forest and watershed could learn about the
natural resources and history of the area.
The project has been "piece-mealed" in that the US Forest Service has funding in the
amount of$135,000 to replace the current ranger station at the entrance to the forest
and $65,000 for minor site improvements. There is also a request for funding by the
Upper San Gabriel Valley Municipal Water District for the construction of an information
kiosk that will educate forest visitors about the inherent connection between the forest
habitat and local water supply as well as promote upcoming volunteer restoration
events. The City will be submitting a $500,000 grant application to Supervisor Molina's
office for the construction of the River and Mountains Gateway Center this fall and has
received favorable consideration of the project.
The City has now taken a leadership position in regard to this project and is working
with the US Forest Service and the Upper San Gabriel Valley Municipal Water District to
coordinate the design, construction and funding of the project. Because of legislative
strings tied to the existing funding and grants not yet received, staff is proposing that
City Council appropriate $100,000 of Water Reserve funds to retain Northeast Trees,
Inc. for the purpose of creating a master plan for this and other river related projects
and to retain landscaping and architectural services to design the center.
General Plan Project
Previously, the City Council had approved a budget for the General Plan Update,
Development Code Update and the associated environmental impact analysis. $400,000
is being recommended for transfer from the Light Reserve Fund to pay for the utility's
share of the General Plan process.
City Yards Office Construction Project
Staff is recommending that City Council appropriate $1,750,000 for the design and
construction of a new 10,000 square foot office facility for use by utility staff who reside
at the City Yards. Staff has issued a Request for Qualifications for design and
architectural services and intends to make its selection recommendation to City Council
sometime in September of this year.
AZUSA
AGENDA ITEM
TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: JOSEPH HSU, DIRECTOR OF UTILITIES
VIA: RICK COLE, CITY MANAGER
DATE: AUGUST 20, 2001
SUBJECT: AMENDED PUBLIC WORKS DEPARTMENT BUDGET
RECOMMENDATION
It is recommended that the City Council approve the following:
1. Amended operating budget, and provisions for hiring full- and part-time positions,
in the amount of $351,917. And,
2. CIP budget, in the amount of $1,018,000.
BACKGROUND
As part of the new fiscal year budget, the City Council approved formation of the Public Work
Department along with a $5,000,000 investment from the Light Fund to inject much needed
capital and operating funds into the new Department.
In the past three months, the interim management team has been assessing the effectiveness
as well as limitations of the Department. This request for additional funding is to invest in the
future of the Department. The needs of each Division is discussed individually below and spread
sheets are also attached to detail out budgetary deficiencies.
Departmental Deficiencies
The deficiencies are divided into two categories: Operational and capital.
1
Operational
The Public Works share of the City's general fund budget has been shrinking over the years. Each
year, the City had to cut its budget by a few percentage points, while soaring energy costs have
escalated materials cost. For example, asphalt concrete price has increased by 30%over the last
two years.
The combination of higher prices and smaller budgets has placed a tremendous strain on the
ability of the Department to provide needed services. Budgets for materials are usually expended
within the first few months of each new fiscal year and each Division has to scramble to make
the necessary purchases. Early Depletion of funds destroy the ability of the Department to
provide the services the community expects from the City.
Personnel vacancies have not been filled for years. Proposed hiring in the following positions are
listed below with vacancy terms:
• Streets Crew Supervisor, four years.
• Facilities Crew Supervisor, over two years.
• Parks Supervisor, one year in October 2001.
The amended budget request covers four general areas:
Salaries &benefits for new hires $201,000
(Four positions: Director, two crew and one division supervisors)
Tools and small equipments $ 3,835
Training/staff development/meetings $ 3,026
Supplies/essential purchases like asphalt, concrete, fertilizer, etc. $144,056
Grand Total $351,917
Division by Division Analysis
Administration
The new Department administration will include the Director's position as well as the
Administrative Secretary. The salary and benefits for the new Director's position is estimated at
$150,000. A portion of the Director's salary is offset by the retired Superintendent 's position;
an additional $45,000 is requested for the new position.
Facilities
Hiring a Crew Supervisor and restoring funding for essential purchases require an increased
budget of $99,454.
Garage
An increase of $5,140 in supplies account is requested.
Parks
2
It is requested that the vacancy created by the resignation of one Crew Supervisor be filled by
two part-time employees. The City will realize salary savings in hiring two part time employees,
about $32,000 in savings ($40,000 cost versus $72,000). We are also negotiating with the
employee bargaining group to reclassify the Tree Trimmer positions as regular Maintenance
Workers:
Senior Tree Trimmer to become a Crew Supervisor, and
Tree Trimmer to become a Maintenance Ill Worker.
The Division is requesting $56,829 in additional funds to enhance purchasing power and tree
trimming contract. The additional funding will be for staff development, outside services, repair
account, supplies, small tools, and phone service.
Streets
Required salary and benefits to hire one Crew Supervisor is estimated to be$78,000. The other,
large increases are in the "supplies" accounts to enable the Division to acquire materials
necessary to start and complete maintenance work. The total increase,without personnel costs,
is $67,434.
Capital
Most of the heavy equipment and trucks used by the Department are obsolete as they have gone
past their useful lives. The Street Division loader is broken currently beyond repair. The Parks
Division backhoe is 18 years old and it should have been replaced 5 years ago. Certain pieces
of equipment, such as sewer video van or a sewer vacuum truck, have been on the wish list for
a long time. The CIP list prepared for the FY01-02 is utilized to request additional funding for
items required. The total request adds up to $1,018,000 and each specific item is shaded for
the ease of reference.
Division by Division Analysis
Facilities
One item is requested; $110,000 are necessary to install a security gate and cameras to enhance
the City Yard security.
Garage
Miscellaneous tools, as shown, are requested to enable the mechanics to work on vehicles. The
total amount requested is $42,860.
Parks
Funds are required to replace an 18 year backhoe; purchase a hot water pressure to wash down
park picnic areas; and replace three existing trucks that date back to 1985 and 1986. The total
request is for $166,000.
3
Streets
The Streets Division requests the following pieces of equipment:
• New asphalt patch truck with a roller (items 1 and 2 from CIP spread sheet)
• New sewer video van (item 3)
• New sewer jeter and vactor truck (to be shared with the Water Division, item 4)
• New pick-up for Crew Supervisor (item 15)
• New bob cat (item 7)
• Replace existing 1985 front loader (item 5)
• Replace existing 1982 backhoe (item 8)
• Replace existing truck (item 9)
• Replace existing painting stencils (pavement marking and legends, item 6)
• Replace exiting dump truck (item 10), and
• Re-paint 15 trucks (including minimal body-work, item 16).
The total for the above heavy equipment and trucks is $699,000.
FISCAL IMPACT
The total amended budget of $1,369,917 will be drawn from the one-time $5,000,000
endowment with no impact on the General Fund.
Attachment: Spread Sheets
4
PUBLIC WORKS CIP LIST FOR FY01-02
DIVISION PRIORITY CIP DESCRIPTION $AMOUNT FUND JUSTIFICATION
Facilities 1 Security gate,fencing, camera 110,000 General Increase yard security.
Facilities 2 Auditorium upgrades 250,000 General Interior upgrades for the auditorium
Facilities 3 Caret West Win• of Cit Hall 70,000 General Existin• caret is 20 rs old and in need of re•lacement.
Facilities 4 Car•et Cit Hall 40,000 General Existin• caret is 20 •lus rs old and in need of re•lacement.
Facilities 5 Ford F-150 pick up truck-CNG 30,000 General Trans. for Facilities Supervisor to check on job sites
Facilities 6 Office furniture and equipment 25,000 General Chairs,computers, fax...to eliminate back, nec, wrist injuries.
Facilities 7 Boy Scout Hourse interior upgrades to include rest 60,000 General Poor lighting, out dated restrooms, non ADA compliance
Parks 1 John Deere backhoe 90,000 General Replace 1983 John Deere backhoe
Parks 2 Hotsy hot water pressure Model#1065 6,000 General Wash down picnic areas and sidewalks
Parks 3 Ford F-250 pick up truck 35,000 General Replace 1985 pick up truck,#102
Parks .4 Ford F-250 pick up truck wth utility boxes 35,000 General Replace 1985 pick up truck,#103
Parks 5 Arrow Board Trailer 15,000 General Replace existing 20 + year old arrow board trailer
Parks 6 Vermeer strum cotter, model#630B 22,000 General Replace 20 year old Vermeer stump cotter, model#630A
Streets 1 Asphalt patch truck 120,000 General To,repair,and patch potholes and asphalt streets
Streets 2 Small walk behind asphalt roller 4,000 General To use along with asphalt truck
Streets 3 Sewer video van with video equipment 80,000 Sewer To inspect the sewer lines for root blockage&for damaged lir
Streets 4 Sewer Jeter and Tactor truck 100,000 Sewer' To replace existing sewer truck. Capability to clean all storm e
Streets 5 Front end loader 105,000 General Replace 1985 Kobelco loader which has blown engine
Streets 6 Complete set of metric stencils 8,000 General Street Div. is presently using "home made"stencils,which do
Streets 7 Small bobcat type backhoe vv/attachments/attachments 62,000 General To remove concrete si
dewalks, grinding asphalt&for breakin
Streets 8 New 310G backhoe loader 90,000 General Replace 1982 Case backhoe which is'in poor working conditir
Streets 9 Small stake bed truck w/lift gate 40,000 General Replace existing 1986 lift pick up. Truck will be shared by Str
Streets 10 Small dump truck 35,000 General Replace'94 large 5-ton dump truck, has broken springs&a n
Streets 11 Large 5-ton dump truck 45,000 General To replace existing truck, which is over 10 years old
Streets 12 Covert existing arrow board on traffic control truck 4,000 General Change out present glass bulbs w/LED lenses. Will save on
Streets 13 Air compressor 16,500 General Present air compressor is in much need of proper repairs. Pr
Streets 14 Base table saw, drill press, and grinder 35,000 General 3 pieces of equipment are used by all 3 div's. &are presently
Streets 15 Ford F-250 pick up truck 35,000 General New truck required for the to be hired Crew Supervisor
Streets 16 Re-painting 15 trucks 20,000 General Existing trucks need to be re-painted
Garage 1 Charging/starting/battery analyzer 2,200 General Tools necessary to respond adequately to vehicles in need of
Garage 2 Tack&spark analyzer 250 General Tools necessary to respond adequately to vehicles in need of
Garage 3 Fuel injection kit 400 General Tools necessary to respond adequately to vehicles in need of
Garage 4 Drum mounted part washer 600 General Tools necessary to respond adequately to vehicles in need of
Garage 5 Mic welder 1,700 General Tools necessary to respond adequately to vehicles in need of
Garage 6 Drill bit sharpener 160 General Tools necessary to respond adequately to vehicles in need of
Garage 7 Heavy duty charger 550 General Tools necessary to respond adequately to vehicles in need of
Garage 8 Computers 5,000 General Tools necessary to respond adequately to vehicles in need of '
Garage 9 Fleet software program 4,000 General Tools necessary to respond adequately to vehicles in need of
Garage 10 Engine analyzer oscilloscope 14,000 General Tools necessary to respond adequately to vehicles in need of
Garage 11 Wheel balancer 3,500 General Tools necessary to respond adequately to vehicles in need of
Garage 12 Drum/disc lathe&accessory package 9,500 General Tools necessary to respond adequately to vehicles in need of
Garage 13 Ground rack/lift in 3rd stall 5,000 General _Tools necessary to respond adequately to vehicles in need of
Total 1,634,000
PUBLIC WORKS OPERATING BUDGET AMEND. REQUESTS FOR FY01-02
DIVISION NUMBER ACCOUNT DESCRIP. FY99-00 FY01-02 AMEN. REQ. Addition JUSTIFICATION "
Admn. 661 6003 Salaries NA NA 45,000 45,000 New Director
Facilities 666 6003 Salaries NA 142,547 220,547 78,000 Hire Crew Supervisor
Facilities 666 6563 Supplies NA 40,740 60,000 19,260 Essential account for purchases
Facilities 666 6566 Small tools NA 970 2,000 1,030 Inflation costs
Facilities 666 6569 Small Equip. NA 776 2,000 1224 Inflation costs
Garage 667 6563 Supplies 7,547 3,860 9,000 5140 Misc. supplies needed/inflation
Parks 420 6235 Meetings 1,166 728 3,000 2272 Training and education
Parks 420 6493 Outside ser. 113,256 119,628 140,000 20372 An upgrade in the Tree Contract
Parks 420 6560 Repair parts 3,306 2,910 5,000 2090 Inflation costs
Parks 420 6563 Supplies 32,210 33,950 60,000 26050 Essential account for purchases
Parks 420 6566 Small tools 1,544 1,455 2,500 1045 Inflation costs
Parks 420 6915 Utilities/phon 4,484 N.B. 5,000 5000 Two new phones needed
Streets 661 6003 Salaries 263,532 376,844 454,844 78000 Hire Crew Supervisor
Streets 661 6235 Meetings 2003, 1,746 2,500 754 Training and education
Streets 661 6563 Supplies 56,086 41,700 80,000 38300 Essential account for purchases
Streets 661 6566 Small tools NA 364 500 136 Inflation costs
Streets 661 6830 Rent 610 291 500 209 Inflation costs
Streets 661 6915 Utilities/phon 2,757 2,677 4,000 1323 Three additional phones needed
Streets 662 6560 Repair parts 512 849 1,200 351 Inflation costs
Streets 662 6563 Supplies 14,912 11,446 20,000 8554 Concrete costs have increased
Streets 662 6566 Small tools 37 97 500 403 Inflation costs
Streets 664 6493 Outside ser. NA 291 1,000 709 Water-blaster repairs
Streets 664 6563 Supplies 4,443 6,305 7,000 695 Extra cost of paint
Streets 665 6493 Outside ser. 14,609 10,000 22,000 12000 Manhole treatment for pests
Streets 665 6835 Repair equip 10 1,000 5,000 4000 For repairing equipment