HomeMy WebLinkAbout09/16/2008, C7 - REALLOCATION OF COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) FUNDS council
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C I T Y OF S AN L U IS O B I S P O
FROM: John Mandeville, Community Development Direct
Prepared By: Michael Codron, Housing Programs Manager
SUBJECT: REALLOCATION OF COMMUNITY DEVELOPMENT BLOCK
GRANT PROGRAM (CDBG) FUNDS
CAO RECOMMENDATION
As recommended by the Human Relations Commission:
1. Authorize the reallocation of$182,693 in 2007 CDBG funds from the Santa Rosa Park
restroom replacement project to the Laguna Lake Park restroom replacement project.
2. Forward the Council's funding recommendations for amending the 2007 CDBG Action
Plan to the County Board of Supervisors.
DISCUSSION
Background
In December 2004, the City entered into an agreement with the Department of Justice to bring
various city facilities into compliance with federal Americans with Disabilities Act (ADA)
regulations. The majority of the improvements have to do with proper signage, accessible
parking stalls, accessible bathrooms and accessible paths of travel from parking lots into the
various facilities. The Laguna Lake Park restroom and the Santa Rosa Park restroom projects
were identified as facilities that needed upgrades as part of that agreement. The projects will
result in compliant access to City-owned recreation facilities for persons with disabilities.
At this time, the City of San Luis Obispo Public Works Department is requesting reallocation of
2007 CDBG funds awarded to the Santa Rosa restroom replacement project(Attachment 1). The
project was awarded $222,693 in 2007 and approximately$40,000 of this award is being used for
the design of the new facility. However, Public Works has determined that the Laguna Lake
restroom project represents a more immediate need and the project design is 95% complete.
Council authorization for the construction bid package will immediately be pursued by Public
Works upon reallocation of CDBG funds as requested. The reallocation of CDBG funds for use
on the Laguna Lake restroom project is consistent with CDBG program goals to spend these
funds in a timely fashion.
Overall Funding Picture for Laguna Lake Park Restroom Project
As shown in Table 1, below, the reallocation of$182,693 to the Laguna Lake restroom project
will nearly complete the funding picture for the project. An additional $44,227 will need to be
07 - r
2007 Community Developmei,_ dock Grant Program Reallocation Page 2
allocated from the City's General Fund, which would be requested from the Council when the
bid package is authorized. The Laguna Lake Park restroom project is intended to improve
accessibility for disabled and elderly members of the community by removing architectural
barriers and providing new facilities that comply with the latest standards.
Table 1: 2007 CDBG Program Year Amendments
Grantee Activity Existing Fundis Pro osed Funding-
-City Funding-of SLO Santa Rosa Park Restrooms $222,693 $40,000
-City of SLO Laguna Lake Park Restrooms $42,978 $225,671
Table 2 outlines the overall funding picture for the Laguna Lake Park restroom replacement
project. Attachment 2 includes a summary of the costs associated with the Laguna Lake
restroom replacement project. The project will result in two new restroom facilities, one by the
playground and the other adjacent to the dog park.
Table 2: Overall Funding for Laguna Lake Restrooms
Source Amount
State Grant $58,057
2005 CDBG $183,845
2007 CDBG roved $42,978
2007 CDBG(proposed) $182,693
General Fund(approved) $173,200
General Fund(proposed) $44,227
Total 1 $6889000
Overall Funding Picture for Santa Rosa Park Restroom Project
The Public Works Department would retain $40,000 from the 2007 CDBG program awards for
design of the Santa Rosa restroom project. It is expected that additional CDBG funding will be
requested by Public Works during 2009 to complete the funding picture for this facility.
However, because the Santa Rosa restrooms are in relatively better condition the upgrade project
is being deferred for an additional year.
HRC Recommendation
On September 3, 2008, the Human Relations Commission met to consider the proposed
reallocation (Attachment 3). The Commission decided unanimously to approve the proposal
because they viewed it as an apples to apples reallocation and they recognize the importance of
accessible facilities. Commissioners expressed some concern regarding the cost of the facility
and asked for additional information regarding the scope of the project so they could better
understand project costs.
i
2007 Community DeveloomeL-Plock Grant Program Reallocation Page 3
CONCURRENCES
The City of San Luis Obispo participates in the Urban County CDBG program that is
administered through the County of San Luis Obispo. County staff concurs with the proposed
reallocation because it would allow the City to expend its allocated CDBG funds in a more
timely manner. In order to meet the Department of Housing and Urban Development's timely
expenditure requirements, the Urban County must spend $1,456,315.70 before April 30, 2009.
The proposed reallocation must be approved by the Board of Supervisors before it will take
effect.
FISCAL IMPACT
By reallocating CDBG funds from the Santa Rosa Park restroom project to the Laguna Lake Park
restroom project, the City insures timely use of CDBG funds and prevents potential loss of
unexpended funds. In addition, the use of CDBG funds for the project relieves potential General
Fund obligations towards the project.
ALTERNATIVES
1. The City Council may approve a different reallocation than the amount requested. This
alternative is not recommended because the proposed reallocation would nearly complete
the funding picture for the Laguna Lake Park restroom project and allow for timely
expenditure of CDBG funds.
2. The Council may direct staff to return at a later date with an evaluation of different
funding recommendations. This alternative is not recommended because the proposal
shifts CDBG funding from a project that is not ready for construction to a project that has
95% of its design completed.
ATTACHMENTS
1. Public Works Department request for reallocation of CDBG funds
2. Laguna Lake Park restroom replacement project, estimate of costs
3. HRC Draft Meeting Minutes, 9-3-08 (to be provided by memo prior to Council hearing)
4. Final 2007 CDBG Project Allocations as adopted by the City Council on March 6, 2007.
G:\CD-PLAN\MCODRON\lousing\CDBG\CARS\Laguna_rpllocabon(07CDBG).DOC
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Attachment 1
T MEMORANDUM
I • -
August 28, 2008
To: Michael Codron, Housing Programs Manager/Community Development
From: Bridget Fraser, Project Manager/Public Works
Via: Barbara Lynch, City Engineer
Subject: Request for Reallocation of CDBG funds
Santa Rosa Restroom Replacement Project to Laguna Lake Restroom
Replacement Project
The Public Works Department requests reallocation of a portion of 2007 CDBG funds ($182,693)
currently programmed for the Santa Rosa restroom replacement project to the Laguna Lake
restrooms replacement project to help with a budget shortfall and allow a more timely use of CDBG
funds.
The Laguna Lake project design is 95% completed and will be ready to go out to bid within 3-4
months, however current project costs estimates indicated a budget short fall of approximately
$227,000. Design on the Santa Rosa restroom is just getting started and construction has been
deferred for about 1 year so that the project can be coordinated and constructed along with a
proposed playground improvement project adjacent to the site. Given this deferral, the Santa Rosa
CDBG funds would not be drawn down, except for design, for 1 to 1 '/years. Reallocating the funds
from Santa Rosa to Laguna Lake projects would fulfill a more immediate need and allow a more
timely use and drawdown of the of CDBG funds.
The original Laguna Lake restroom project budget of $400,000 created in 2006 — which includes
costs for design, construction and construction management-was based on estimated costs known
to the city at that time and does not reflect significant increases in fuel and building materials seen
over the past few years. The current project budget of$685,000 is a better estimation of true costs.
City of San Luis Obispo, CA Bridget O. Fraser.......(805)781-7192 Fax: (805)781-7198
Attachment 2
Laguna Lake Restrooms Replacement Project
Project No 90775A
Proposed Budget—Estimate of Costs
Funding Sources: Amount Total
CDBG-Current Allocations-2005 &2007 $226,823
CDBG-Reallocation of Santa Rosa.Restroom (proposed) $182,693
General Fund-Current Allocations $173,200
General Fund-Additional Allocations(proposed) $44,227
State Workforce Housing Reward Program Grant $58,057 $685,000
Proposed Budget/Estimated Project Costs:
Design Costs:
Laguna Lake Schematic Design Phase (completed) $22,440
Laguna Lake Construction Document Phase(in progress) $36,280
Adv/Printing/Misc $1,280
$60,000
Construction Costs:
Laguna Lake Plyaground Restoom $290,000
Laguna Lake Dog Park Restroom $210,000
Contingencies @ 10% $50,000
Construction Management/Administration @ 15% $75,000
$625,000 $6859000
1, � _5
- ' Attachment 3
HRC Draft Minutes—9-3-08
To be provided to the Council via memo prior to the 9-16-08 meeting.
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Attachment 4
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Page 1 of 3
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Hampian, Ken
From: Kiser, Betsy RED FILE
Sent: Tuesday, September 16, 2008 2:13 PM --- MEETING AGENDA
To: Hampian, Ken;Carter, Andrew Dq /2 ITEM # e�-? _
Cc: Walter, Jay; Fraser, Bridget; Lynch, Barbara; Hooper, Audrey
Subject: RE: Laguna Lake Bathrooms
Andrew,
Ken forwarded your email to me and I wanted to respond to your two questions regarding the need for two
restrooms at Laguna Lake Park and whether we really need a dog park restroom.
While I agree that the cost of restrooms is high (I think I used the word "outrageous" in the New Times article),
reducing the restroom facilities to one would have a significant impact on the usability of the park for the following
reasons:
1. Most importantly, Laguna Lake Park is very large and the two sections served by the existing restrooms serve
large numbers of people in their own right. The restroom by the lake handles the children's tot lot, lake activity,
event users, small and large group picnic areas and disc golf users. The restroom by the dog park serves the
very well-used dog park, the nature trails,walkers and joggers, drop-in parking, the pavilion, special events and
the disc golf users. It is Park Maintenance's contention (and experience)that the location of the lake restroom
is far enough removed from the dog park and parking area that people using that section of the park will use the
park for relieving themselves, rather than walk the distance to the restroom.
2. The Laguna Lake Master Plan calls for a total of three restrooms in the park to accommodate the size of the
park and build out. (The third restroom is recommended for the back of the park, where the boat launch, parking
lot and picnic areas are intended.) If the dog park restroom is eliminated at this time, it means that in order to
implement the Master Plan, the City will need to construct two restrooms in the future at future costs (most likely,
even more expensive).
3. Because of the Department of Justice agreement, which targets the two restrooms for compliance upgrades, if
we don't replace the dog park restroom at this time, we will need to demolish it because not only does it not meet
compliance standards, it is too deteriorated after 35 years of use to retrofit. That leaves us with one restroom and
for reasons indicated above in #1, insufficient facilities for the current uses at the Park.
I hope I addressed your concerns. If additional information is needed, please feel free to contact.me.
Betsy Kiser
Parks and Recreation Director j L'h?fi
1341 Nipomo Street
San Luis Obispo, CA 93401 P 0 OUNCIL CDD DIR
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From: Hampian, Ken �? uNCiL
Sent: Tuesday, September 16, 2008 12:51 PM CAV
To: Carter, Andrew
Cc: Kiser, Betsy; Walter, Jay; Fraser, Bridget; Lynch, Barbara; Hooper, Audrey `
Subject:RE: Laguna Lake Bathrooms RECEIVE
Importance: High
SEP 16 2008
9/16/2008 SLO CITY CLERK
Page 2 of 3
Andrew, outlined below is added information about the Laguna Restrooms. Later today,
Betsy will weigh in with information about the need for at least two restrooms at the Park. We
will also be ready to discuss all of this, this evening. Betsy, after you have added your
thoughts, I am asking Audrey to Redfile this email string in order to provide this information to
other Council members as well.
From: Fraser, Bridget
Sent: Tuesday, September 16, 2008 9:30 AM
To: Walter, Jay; Lynch, Barbara
Cc: Kiser, Betsy; Fitzgerald, Linda; Beights,Todd
Subject: RE: Laguna Lake Bathrooms
1. The costs are considered conservative. We make them conservative when setting up budgets. Bids
have been coming in lower than expected. If these trends continue then we would expect to see
much lower prices.
2. The $685,000 is total project cost—design through construction management. Construction is
estimated at 500,000 for two restrooms. 10% contingency is an additional $50,000 and CM is
15% or an additional $75,000.
3. The question regarding the number of bathrooms and whether or not we can do with less will need
to come from Parks and Recreation. Direction was given to not reduce the number of toilets in this
park. (Master plan shows 3 restrooms for this park). If we eliminate the dog park it would save
$200—$220.
4. The specs and design are set up to allow contractors to bid using a prefab restroom or site built
restroom to allow which ever option is cheapest.
5. We could trim a little if we don't comply with master plan and not use the rock veneer. We might
save 18-20 K on each building. There is some extra cost in stainless steel fixtures requested by
park maintenance. Maybe Todd can shed light on what the effects would be on his maintenance
budget if we do not use the ss fixtures. We can trim the rolling fence and save $1,500 on each
restroom.
6. There are two restrooms at Santa Rosa. One newer one at the ballfield. And the old one that is to
be rebuilt next to playground. We were budgeting about 300k for construction (about the same
cost as the larger Laguna Lake bathroom). Not much to trim on Santa Rosa. We can use plain
block instead of split face and save a little cost.
7. My recommendation would be to let us go out to bid and get real costs. Markets are in such
fluctuation that we really don't know how our budgets compare to the actual market. If they come
in higher we can eliminate one of the restrooms. If they come in lower we use the left over funds
to help fund Santa Rosa restroom.
Bridget
From: Carter, Andrew
Sent: Monday, September.15, 2008 8:10 PM
To: Hampian, Ken
Cc: Mandeville, John; Codron, Michael; Walter, Jay
Subject: Laguna Lake Bathrooms
Ken,
As a heads up, I plan to pull Item C-7, Laguna Lake Park bathrooms, for discussion tomorrow night.
9/16/2008
Page 3 of 3
I would like to know what if anything can be done now to reduce the estimated$685K in costs. One specific
question I have is whether we really need two bathrooms at Laguna Lake Park. Do we really need the dog park
bathroom? Can we simply close it? Another question is what can be done to make sure the future Santa Rosa
bathroom renovations don't cost so much? (Are there two bathrooms at Santa Rosa? I know there is one at the
playground. Is there also one down at the ball field?)
Andrew Carter
Council Member
City of San Luis Obispo
9/16/2008