HomeMy WebLinkAbout03-05-2019 Item 11 - Budget reappropriation for PD and Tennis Court lighting Department Name: Public Works
Cost Center: 8001, 7002
For Agenda of: March 5, 2019
Placement: Consent
Estimated Time: N/A
FROM: Daryl Grigsby, Director of Public Works
Prepared By: Brian Nelson, Supervising Civil Engineer
SUBJECT: BUDGET REALLOCATION FOR THE PD REPLACEMENT PROJECT AND
SINSHEIMER TENNIS COURT LIGHTING PROJECT
RECOMMENDATION
Citizens’ Revenue Enhancement Oversight Commission Recommendations (REOC):
1. Authorize the reallocation of Local Revenue Measure funds for the Police Station
Replacement Project ; and
2. Approve the following budget transfer s:
a. $104,000 to the Police Station Replacement Project , Specification No. 91365, from
Police Department Space Improvements & Carpet Replacement Project, Specification
No. 91557; and
b. $20,000 to the Major Facilities Replacement Account, Specification No. 91250, from the
Police Department Space Improvements & Carpet Replacement Project , Specification
No. 91557; and
Staff Recommendation:
1. Authorize Staff to implement the above REOC recommendations; a nd,
2. Authorize the deferment and return $165,000 of unspent funds of the Parkland Funded 2017-
19 Sinsheimer Park Tennis Court Lighting Project and direct staff to include discussions of
this project concurrent with the update of the Parks and Recreation Ele ment and Master Plan
Update.
DISCUSSION
Background – Police Station Replacement Project
As part of the 2017-19 Financial Plan, several Capital Improvement Plan Projects received Local
Revenue Measure funds to address the aging Police station. Those pro jects include addressing:
1. The PD parking lot maintenance project ;
2. The PD Space Improvements and Carpet Replacement interior remodeling;
3. The PD evidence storage building roof rehabilitation;
4. Exterior painting of the Police Department;
5. The PD HVAC boiler replacement; and,
6. A study and conceptual design of the eventual replacement of the Police Station.
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The preliminary design work and delivery timeframe development that was completed as part of
the Police station conceptual design work allowed staff better in formation to prioritize what
maintenance and improvements should be completed before the eventual Police station
replacement. With the goal of maintaining a safe and operational Police Department yet
reducing the resources committed to a facility that is planned for replacement, staff is
recommending the cancellation of the Operational space needs work and reallocation of those
project funds to the existing Police Department replacement project.
After balancing the cost, benefit and risks associated with not completing the operational space
needs work, all project team members were of the opinion these resources would be better served
funding the Police station replacement work except for some expanded maintenance painting that
must be completed to encapsu late lead paint on the existing Police Department Annex Structure.
Preliminary estimates for t he Police Station Replacement project are approximately $50 million
for construction; this estimate will be further refined as the design progresses. The project will
take approximately 10 years to develop, design, fund, and construct. The additional funds being
requested will allow continued development of the planning and preliminary project assessment
phase of design development. This will include site plan pre paration and development of the
planning package and building renderings necessary for future architectural design, engineering,
and cost estimating elements. The FY19-21 Financial Plan budget will include funding requests
to further continue the design wo rk.
Background – Sinsheimer Tennis Court Lighting Project
As part of the Council’s major city goal process associated with the 2017-19 Financial Plan, the
Parks and Recreation Commission (PRC) discussed community unmet recreational needs. There
were mult iple meetings where tennis players identified the need to play at night as a way to
maximize existing facilities and to provide evening recreation to people who can’t play during
the day. The lighting of the Sinsheimer Tennis Courts was one of several major city
goals/projects submitted to Council by the PRC for consideration in the 2017 -19 budget.
The Council adopted 2017-19 Financial Plan includes funding for the Sinsheimer Tennis Court
Lighting Project . The project scope outlined in the CIP includes the design, public outreach, and
construction to install lighting at the six existing tennis courts at Sinsheimer Park. The tennis
courts receive play throughout the day, however, the lack of lighting at the courts creat ed an
underserved population of working adults and children who are unable to use the facility during
daytime hours, especially during winter months. The Financial Plan CIP identified the need for
community outreach during the project development to ensure that the neighborhood adjacent to
t he courts was engaged in this process.
Beginning in Summer 2018, Public Works staff worked with an engineering consultant to
develop lighting design plans for the courts, which are currently at the 90% completion stage. In
order to achieve sufficient court lighting, the design identified two lights per court, for a total of
12 lights. The light design is compliant with night sky ordinances, and each set of two courts
were designed with a separate light control switch to prevent unnecessary illumination of unused
courts. The light control switches could be configured to limit the lighting between a designated
timeframe agreeable with the community.
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In addition to the project design, the consultant provided a cost estimate to construct the project
amounting to $425,000. The project budget (design and construction) identified in the 2017-19
Financial Plan was $179,000, resulting in a budget shortfall of $2 46,000.
On February 5, 2019 the Parks and Recreation Department held a neighborhood meeting at the
SLO Swim Center at Sinsheimer Park to inform the public about the project with focus on how
the project became a CIP, the current design, and the current budget. The meeting was very well
attended by community members and neighbors of Sinsheimer Park. Staff and the attendees were
able to have a conversation about many aspects of the project with neighbors identifying areas of
further study, concerns, and possible modification. This meeting was intended to do just that;
have a conversation with neighbors and user s before the project design was completed. Areas of
concern from neighbors included noise concerns, light spillage and glare, and the potential for
more activity in the park. Staff also received support for the project from several tennis player
neighbors who were unhappy with the limited options for playing tennis at night.
Given the project is more than double what was previously estimated, and the multitude of new
development -related Parkland Fund dependent projects associated with new development , staff
recommends this project be evaluated in a larger context. The update to the Parks and
Recreation Element and Master Plan will conclude with Council’s adoption of a community-
based priority list for future parks and recreational projects. This project will be evaluated within
that larger context.
Previous Council or Advisory Body Action
Both the Police Station Replacement Project and the Sinsheimer Tennis Court Lighting project
were identified and funded in the 2017-19 Financial Plan. The Police Station replacement
project was originally funded in the 2015-17 Financial Plan.
At the December 6, 2018 meeting, REOC approved Staff’s recommendation to reallocate Local
Revenue Measure funds to the Police Station Replacement project and maintenance painting
project of the Police Department Annex Structure. (See Attachment A)
Policy Context
Per the October 2018 Financial Management Manual Exhibit 201 -A the Council must approve
the additional allocation of funding outside the original budget. The original funding for the PD
Replacement Project is not sufficient to continue design efforts. Additionally, per Article VIII,
Section 804 of the City Charter, Council may amend or supplement the adopted budget.
Per Section 2.14.040 of the San Luis Obispo Municipal Code, the REOC shall make
recommendations to the Council regarding the uses of revenue generated by the Local Revenue
Measure.
All of the recommendations of this report adhere to the above policies.
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Public Engagement
Public engagement for both projects was done during the initial identification of this project to
be included in the 2017-19 Financial Plan.
On February 5, 2019 the Parks and Recreation Department held a neighborhood meeting at the
SLO Swim Center at Sinsheimer Park to inform the public abou t the current status of the
Sinsheimer Tennis Court Lighting project which included detailed information about the current
lighting design.
CONCURRENCE
The recommended actions are supported by both the Police Department and the Parks and
Recreation Department.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in this
report, because the action does not constitute a “Project” under CEQA Guidelines Sec. 15378.
The designs for both Police Station Replacement Project and the Sinsheimer Tennis Court
Lighting Project will be evaluated for environmental review per CEQA guidelines.
FISCAL IMPACT – Police Station Replacement Project
Budgeted: Yes Budget Year: 2017
Funding Identified: N/A
Fiscal Analysis:
Funding Sources Current FY Cost
Annualized
On-going Cost
Total Project
Cost
General Fund $124,000 $124,000
State
Federal
Fees
Other:
Total $124,000 $124,000
The following table shows the Local Revenue Measure funding for the projects recommended
for cancelation and funding reallocation to the Police Station Replacement Project.
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Approved Funding – Local Revenue Measure
Project FY 2017-18 FY 2018-19 Total
Operational Space Needs (Space
Improvements & Carpet Replacement)
$35,000 $89,000 $124,000
Recommended Reallocation
Operational Space Needs (Space
Improvements & Carpet Replacement)
- - -
Police Department Replacement $15,000 $89,000 $104,000
Maintenance Painting $20,000 $20,000
Total Change $0 $0 $0
The Police Station Replacement Project was first identified in the 2015-17 Financial Plan as the
Police Facility Site Assessment Project, page 3-7. Additional funding was appropriated in the
2017-19 Financial Plan, page E2-16, to continue the project.
The Police Station painting project was identified on page E2-58 of the 2017-19 Financial Plan,
and the Police Department Space Improvements and Carpet Replacement Project was identified
on page E2-14 of the 2017-19 Financial Plan.
FISCAL IMPACT – Sinsheimer Tennis Court Lighting Project
Budgeted: Yes Budget Year: 2017
Funding Identified: N/A
Fiscal Analysis:
Funding Sources Current FY Cost
Annualized
On-going Cost
Total Project
Cost
General Fund
State
Federal
Fees
Other:
Total
Approved Funding – Parkland Development Fund
Project FY 2017-18 FY 2018-19 Total
Sinsheimer Tennis Court Lighting $165,000 $165,000
Recommended Reallocation
Sinsheimer Tennis Court Lighting - - -
Parkland Development Fund - $165,000 $165,000
Total Change - $0 $0
The Sinsheimer Tennis Court Lighting Project is identified in the 2017-19 Financial Plan, page
E2-33. The total project budget identified was $204,000, of which $23,410 is being utilized for
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consultant design services. The project currently has an available balance of $178,090. The
budget reallocation request of $165,000 would leave approximately $13,000 available in the
project account to fund future work related to this project, with the anticipation that this funding
could be used to design alternatives based upon future community input, if this project receives
priority.
ALTERNATIVES
1. Council could choose to deny the reallocation of Local Revenue Measure funds for the Police
Station Replacement Project. Staff recommends the Council not choose this alternative
because staff has analyzed cost, benefit and risk associated with not completing the
operational space needs and determined the funding would be better used towards the Police
Station Replacement project.
2. Council could choose to deny the reallocation of Parkland Development funds. Staff
recommends Council not choose this alternative because staff has determined that the project
is currently underfunded, and that further development and community outreach is needed as
part of the Parks and Recreation master plan to fully determine the need for the project . As
such, the available construction funds could be better utilized in other new park projects.
Attachments:
a - ROEC - PD Budget Reallocation Staff Report
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May 22, 2018
Revenue Enhancement Oversight Commission
Agenda Report Meeting Date: 12/6/18
Item Number: 5
DATE: December 6, 2018
FROM: Matt Horn, City Engineer
SUBJECT: BUDGET REALLOCATION FOR THE POLICE DEPARTMENT STATION
REPLACEMENT PROJECT
RECOMMENDATION
Review and recommend to the City Council the reallocation of Local Revenue Measure funds for
the Police Station Replacement Project.
DISCUSSION
Background
As part of the 2017-19 Financial Plan, several Capital Improvement Plan Projects received local
revenue measure funds to address the aging Police Department station. Those projects include
addressing:
1. The parking lot;
2. Operational space needs;
3. The evidence storage building;
4. Exterior painting of the Police Department;
5. The boiler; and,
6. A study and conceptual design of the eventual replacement of the Police Station.
The preliminary design work and delivery timeframe development that was completed as part of
the Police station conceptual design work, allowed staff better information to prioritize what
maintenance and improvements should be completed before the eventual Police Department
station replacement. With the goal of maintaining a safe and operational Police Department yet
reducing the resources committed to a facility that is planned for replacement, staff is
recommending the cancellation of the Operational space needs work and reallocation of those
project funds to the existing Police Department station replacement project.
After balancing the cost, benefit and risks associated with not completing the operational space
needs work, all project team members were of the opinion these resources would be better served
funding the Police station replacement work except for some expanded maintenance painting that
must be completed to encapsulate lead paint on the existing Police Department Annex Structure.
The Police Station Replacement project is currently estimated to cost in the $50 to 60 million
dollar range and will take approximately 10 years to develop, design, fund, and construct. The
additional funds being requested will allow completion of the planning and preliminary project
assessment phase of design development. This will include site plan preparation and
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Staff Report – Budget Allocation for Police Department Station Replacement Project Page 2
development of the planning package and building renderings necessary for future architectural
design, engineering, and cost estimating elements.
FISCAL IMPACT
The following table shows the Local Revenue Measure funding for the projects recommended for
cancelation and funding reallocation to the Police Station Replacement Project.
Approved Funding
Project FY 2017-18 FY 2018-19 Total
Operational Space Needs $35,000 $89,000 $ 124,000
Recommended Reallocation
Operational Space Needs - - -
Police Department Replacement $15,000 $ 89,000 $ 104,000
Maintenance Painting $20,000 $20,000
Total Change $0 $0 $0
CONCERENCES
This recommendation has the concurrence of the Police Department.
ALTERNATIVES
The Commission could choose to deny the reallocation of Local Revenue Measure funds for the
PoliceStation Replacement Project. Staff recommends the Commission not choose this alternative
because staff has analyzed cost, benefit and risk associated with not completing the operational
space needs and determined the funding would be better used towards the Police Station
Replacement project.
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