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HomeMy WebLinkAbout05/12/1992, 1 - BUDGET STUDY SESSION 1991-93 FINANCIAL PLAN SUPPLEMENT 1992-1993 BUDGET Appendix A 1991-93 FINANCIAL PLAN SUPPLEMENT '1992-93 BUDGET 0 Requests for_Operating Program & Capital Improvement .Plan P-roject.Changes J _CITY_'O.F SAN.:L-UIS_.OBISPO State of California TABLE OF CONTENTS Section 1 SUMMARY OF 1991-93 FINANCIAL PLAN CHANGES A-1 Section 2 OPERATING PROGRAM REQUESTS Public Safety (Police) Police Lieutenant Overstaffing B-1 Public Utilities (Wastewater) Hardware Retrofit Rebate Program B-2 Legal Services for Water Reclamation B-3 Operations & Maintenance Staffing for Upgraded Plant B-5 Transportation Landfill Tipping Fee Increases B-10 Transit Operations & Maintenance Contract Increases B-11 Transit Bus Yard - Water Separator B-12 Section 3 CAPITAL IMPROVEMENT PLAN REQUESTS Public Utilities Water Reclamation Distribution System (Preliminary Engineering) C-1 Transportation Short-Range Transit Plan Implementation C-3 Section 1 SUMMARY OF CHANGES TO THE 1991=93. FINANCIAL PLAN s; Section 2 OPERATING PROGRAM REQUESTS Summary of Changes to the 1991 -93 Financial Plan Regular 1992-93 Positions Amount OPERATING PROGRAMS Public Safety(Police) • Administrative Lieutenant Overstaffing $829400 Public Utilities Water Services • Hardware Retrofit Rebate Program 137,500 (Water conservation staffing offset) (999100) Wastewater Services • Water Reclamation Legal Services 10,000 • Operations& Maintenance Staffing for Upgraded Plant 4 150,000 Transportation Streets • Landfill Tipping Fee Increases 45,000 Transit • Operations&Maintenance Contract Increases 124,000 • Water Separator 9,000 Total Operating Program Changes 4 458,800 CAPITAL IMPROVEMENT PLAN (CIP) PROJECTS Public Utilities(Water Reclamation) • Reclaimed Water Distribution System (Design Assistance) 85,000 Transportation (Transit) Short—Range Transit Plan Improvements • Multi—Modal Transit Transfer Center (Preliminary Engineeering) 40,000 • Bus Stop Improvements 25,000 • Comprehensive Bus Rehabilitation 210,000 • Used Bus Purchase 180,000 Total CIP Projects 540,000 TOTAL $998,800 A-1 1992-93 Budget Request SIGNIFICANT OPERATING PROGRAM CHANGE PROGRAM: Police Administration REQUEST TITLE Administrative Lieutenant overstaffing Request Summary In 1989 the Council authorized the overstaffing of one Lieutenants position for fiscal year 1991-1992 The Police Department again requests that authorization be granted to continue overstaffing this position for fiscal year 1992- 1993. The Administrative lieutenants position was created in order to handle the numerous administrative functions that had grown beyond what current staffing could handle. Administrative tasks had required the increased use of field supervisors thereby depleting direct supervision and immediate response capabilities. Since first approved, additional administrative tasks of alarm program administration,cost recovery programs,and nuisance abatement coordinationhave been added to the job responsibilities. Primary objectives ■ Enable efficient handling of permit and license requests,alarm program administration,nuisance abatement responsibilities,DUI and other cost recovery programs. ■ Effectively administer projects and analysis,personnel recruitment and testing,crime prevention program coordination,emergency preparedness,background investigations,policy development and review,and administrative investigations. ■ Allow lime supervisors to spend more time in the field rather than helping with administrative functions. Primary Factors Driving the Request for Change ■ The need to ensure that the duties and responsibilities currently being handled by the Administrative lieutenant position continue to be completed in an efficient and timely manner. ■ Significant increases in the current workload due to the advent of additional cost recovery programs and ordinances,as well as the planning and development of future crime prevention services. ■ This position has proven to be an essential element needed to accomplish City and Department goals and objectives. Alternatives ■ Approve regular position. Based on the City's current financial condition,consideration of approving an additional position is not recommended until 1993 at the earliest. ■ Deny request. Staffing levels and functions would be reassessed to determine which position and/or programs would be eliminated or modified. Cast Summary Current Projected 1991-92 1992-93 Administrative Lieutenant $76,900.00 $82,400.00 (salary and benefits) As the continuation of this position has been anticipated as part of the two-year plan,funds are available in the 1992- 1993 budget and no new funds will be needed. Implementation Authorize and approve funding for the continued overstaffing of one lieutenant position through fiscal year 1.992- 1993. B-1 1992-93 Budget Requ.ost SIGNIFICANT OPERATING PROGRAM CHANGE PROGRAM: Water Conservation (5066) REQUEST TTTLE: Hardware Retrofit Rebate Program Request Summary At the February 4, 1992, City Council meeting, Council directed staff to develop a water hardware retrofit program. A component of that program will be a monetary incentive in the form of a rebate. It will be necessary to create a funding mechanism for this program. An estimated 27,500 toilets need to be retrofitted in the City. Staff projects that a five percent (5%) change-out rate is reasonable. This equates to approximately 1,375 rebates per year to be disbursed The rebate amount has not been set. The City currently offers a $70 rebate. To enhance participation in the program, staff will be recommending to Council that a higher rebate, such as $100, be instituted. If approved, this means $137,500 will be required annually to fulfill the needs of this program. Primary Objectives ■ Incentive to retrofit water hardware to achieve long term water efficiency. Primary Factors Driving the Request for Change ■ Need to achieve long term water savings through use of water efficient hardware. ■ Council direction at meetings of February 4, 1992 and April 21, 1992. Cost Summary Approval of a rebate in the hardware retrofit program is contingent upon Council approval. The level of rebate is also contingent upon Council direction. For budgeting purposes, a $100 rebate program has been assumed in the funding requested below: Amount of Request 1992/93 Hardware Retrofit Program Rebate Funding* $137,500 Implementation Implementation of this program is contingent upon Council approval. Based on Council direction on February 4, 1992, staff will be returning shortly to present a recommended retrofit program. B-2 1992-93 Budget RegV_st SIGNIFICANT OPERATING PROGRAM CHANGE PROGRAM: Wastewater Administration (5072) REQUEST TITLE: Legal Services Request Summary An additional$10,000 is being requested to provide funding needed for legal services in the Wastewater Administration program. This request is being made in anticipation of legal issues arising from the development of the City's Water Reclamation Program and the Water Reclamation Facility Improvements. The City's Water Reclamation Program is currently in the environmental review process. Based on comments received to date on the Notice of Preparation of the EIR, it appears that there may be need for legal consultation regarding water rights and environmental consideration beyond that previously anticipated. Also, as the improvements to the Water Reclamation Facility proceed it appears that additional funding for legal services may be required pertaining to either the construction project or possible violation of the Consent Decree as a result of construction. Primary Objectives ■ Insure sufficient funding is available for specialized legal services should issues regarding water rights evolve as a result of the City's Water Reclamation Program. ■ Insure sufficient funding is available for specialized legal services should legal assistance be required in negotiating required stream release of reclaimed water with the California Department of Fish and Game and other environmental interests. ■ Insure sufficient funding is available for specialized legal services should complications arise with the construction of the Water Reclamation Facilities improvements project. Primary Factors Driving the Request for Change ■ Comments received on the City/s Notice of Preparation of the EIR for the Water Reclamation Program have indicated that there may be some legal challenge to the City's right to reclaim and use the wastewater effluent currently being discharged to San Luis Obispo Creek. Although staff does not feel that there is any question in regards to the City's right to reclaim the effluent, legal assistance may be necessary in the event of a suit or challenge. ■ Negotiations to date with the Department of Fish and Game and other interested environmental organizations have not proceeded as well as Staff had hoped. Staff is hopeful that no legal services will be required in these negotiations. However, staff also feels the City should be prepared in the event that a required stream release can not be agreed upon. ■ Some problems have been encountered with the construction contractors for the Water Reclamation Facility Improvements projects. Although, all problems to date have been resolved without the need for outside legal assistance, Staff again would recommend being prepared. ■ Should problems arise with the construction of the Water Reclamation Facilities Improvements which might affect the facility's ability to meet interim discharge requirements or key milestones contained in the Consent Decree, staff recommends additional funds be available for legal services for negotiation with the Regional Water Quality Control Board. Alternatives ■ Deny the request. This action may be acceptable assuming none of the previously mentioned problems arise. At this time there are no legal actions or requirements pending, however, should legal services be required, recommended funding should be available. This alternative is not recommended. ■ Delay approval of funding until legal services are required. Although this action may be acceptable, it would require staff to return to Council with a request to approve funding for even small contract services. In addition,prior approval of funding is desirable in order to assure adequate funds are available if the need arises. This alternative is not recommended. B-3 Legal Services (continued) Cost Summary A summary of proposed expenditures is included below. The actual amount of expenditures for each category will likely vary. Water Reclamation Program, Water Rights Issues - $5,000 Water Reclamation Program, Environmental - $5,000 Water Reclamation Facility, Construction Issues - $5,000 Water Reclamation Facility. Consent Decree - $5.000 TOTAL LEGAL SERVICES $20,000 Previous approved budget amount - $10,000 TOTAL ADDMONAL REQUESTED - $10,000 Implementation Contracting for legal services will be completed following the requirements of the City Purchasing Control Guidelines when the need arises. It should be noted that the City currently has retained legal services in the areas of water rights, environmental litigation, and contract law. Staff may draw upon these existing agreements with prior appropriate approval as needed. B-4 1992-93 Budget Req%fat SIGNIFICANT OPERATING PROGRAM CHANGE - PROGRAM! Water Reclamation (5071) REQUEST TITLE: Upgraded Plant Staffing Requirements Request Summary The addition of four(4) new personnel at the Water Reclamation Facility(new Wastewater Treatment Plant) is being requested. The additional personnel are being requested in order to provide required coverage for extended hours operations and significant increases in the operations, maintenance and laboratory program activities due to the $25 million upgrade. New and additional treatment processes are being brought on line, ahead of the anticipated schedule, as early as August 1992. Previous documentation, such as the Wastewater Management Plan, has identified that additional personnel would be needed for the operation of the facility. Additionally, the 1989-91 Fianacial Plan Capital Improvement Plan Request which identified the capital cost associated with the treatment plant improvements also identified that 3 additional personnel would.be required when construction was.completed. One of those operations positions has already been filled to assist in operation of the wastewater pilot study and plant operations during construction. Staff has reviewed the operational requirements and organizational structure of the facility in developing this recommendation. As a result of the complexity.and increased operational requirements of the new processes it will become necessary to provide extended coverage of the facility from 12 to 20 hours per day minimum, a 66% increase in coverage of the facility. Two additional facility operatorswill be required to provide the extended coverage, a 22% increase in operations staff. The new activated sludge process is a finely tuned process requiring nearly continuous . monitoring and adjustment. This process can become upset and cause discharge violation in a matter of hours. Additionally, other-processes at the facility such as the-dual media filters, will require operations activities at irregular intervals during a 24 hour period which can not always be performed during normal working hours. Most facilities operating these processes provide for 24 hour coverage. Staff feels that at this time a 20 hour coverage and monitoring of the facility will be. adequate to insure for proper process operation since the flows to the facility are relatively stable during the late night and early morning hours.. It may be necessary in the future to extend the hours of coverage to 24 hours per day. The additional operations coverage is necessary to provide for additional process control analysis, operation and adjustment to insure proper plant operation and compliance with discharge requirements 24 hours per day. Operational process control and laboratory analysis requirements will be .increased in order to maintain the new processes operating at required levels. Based on minimum sampling requirements, the number of laboratory analyses performed by City laboratory personnell will increase from 73 analyses per week to 157 analyses per week. An additional 42 samples per week requiring-analysis beyond the capability of the laboratory equipment owned by the City will be taken to an outside contract laboratory for analysis. This is.greater than 100% increase in the number of laboratory analyses to be run each week. This significant increase in the amount of required lab work has prompted staff to request one additional laboratory technician. Theaddition of this position will provide for 7 day per week laboratory.analysis and provide the required consistency and quality assurance. Plant operations staff will still be required to perform some of the required analyses for process.control during off hours. The requirements for general and technical equipment maintenance will be increased greatly with the addition of the new sophisticated equipment and a doubling of the .amount of equipment to be maintained. Because of the sophistication of the equipment involved and the significant amount of staff time and knowledge required to perform preventive maintenance, calibration and repair of the new equipment, staff is recommending a specialized maintenance position be created with a primary responsibility of technical maintenance. Currently operations staff spends an average of 110 hours per week performing preventive maintenance activities. With the amount of equipment to be maintained increasing by 100%, the amount of required.preventive maintenance will at least double. This coupled with an increase of staff time required for operations, has prompted staff to recommend separation and specialization of the maintenance duties at the facility. Plant operations staff will still be required to perform some of the required maintenance and calibration duties and assist the maintenance technician as required. In summary,the positions being requested include two(2) facility operators, one(1) electrical/mechanical maintenance technician, and one laboratory assistant. An additional$150,000 will be required in 1992-93 to fund the new positions. Wastewater rates have been previously approved anticipating these increased costs. Primary Objectives ® Insure compliance with regulatory requirements for discharge of wastewater effluent to San Luis Obispo Creek ■ Insure proper and continuous operation of the Water Reclamation Facility to insure protection of the public health and the environment. B_5 Upgraded Plant Staffing Requirc__.nts ■ Provide necessaryresources to provide extended hours coverage of the Water Reclamation Facility and maintain control over process operations: ■ Provide necessary resources to deal with the increased workloads in operations, maintenance and laboratory. ■ Provide consistent and accurate laboratory analysis seven days per week, 365 days per year. ■ Provide appropriate, specialized, technical expertise necessary to properly operate and maintain the Water Reclamation Facility. Primary Factors Driving the Request for Change ■ New processes requiring extended hours operations and a significant shift in primary responsibilities and duties of plant operations personnel. Current staffing levels are inadequate to provide for coverage of the extended hours and perform the additional operational tasks associated with the new processes. ■ Specialized maintenance requirements of the additional unit processes. ■ Significant increase in laboratory testing requirements for process control. ■ Significant increase in equipment types and numbers to be operated and maintained. ■ Consent Decree requirements for meeting minimum interim discharge limits during the remainder of construction and full compliance with all discharge limitations upon completion of construction. ■ Upon completion of construction, the number of unit processes to be operated will double, the amount of equipment requiring maintenance and operation will more than double, and the amount of process control laboratory analysis will more than double. With the City's capital investment of nearly $25 million in the treatment plant upgrade it is essential that sufficient staffing resources be dedicated to operating and maintaining this investment. Failure to meet applicable discharge requirements as a result of inadequate operations and/or maintenance will result in fines and stipulated penalties by the State Regional Water Quality Control Board. Additionally, use of the wastewater effluent, via a reclamation program currently being developed by the City, requires sufficient resources be dedicated to insure a safe and reliable source of supply. Alternatives ■ Deny the request. While this action will avoid fiscal impacts associated with a staffing increase, staff believes the consequences of failure to provide the necessary resources to adequately staff the facility would have greater long term fiscal impacts and is not in the best interest of the City. This alternative would also result in a substantial increase in the required funding for overtime as a result of inadequate coverage. This alternative is not recommended. ■ Postpone or delay the addition of the required personnel. This alternative would delay the fiscal impact of the staffing increase. Existing staffing is insufficient to provide for the extended coverage required with the operation of the activated sludge process coming on line in August 1992, provide the necessary process control laboratory analysis, and provide the required additional technical maintenance. This alternative is not recommended. ■ Approve the request at a lower level. This alternative would reduce the fiscal impacts of the staffing increase. Staff has given careful consideration of the level of staffing being requested. Staff has reviewed various operational scenarios and the operations, laboratory and maintenance characteristics of the facility. The additional staff being requested is minimal to insure proper operation and maintenance of the City's facility. If staffing is aproved at a lower level, staff recommends a minimum approval of the two requested operator positions. The operator position provides the most flexibility in job duties and would thence provide the greatest utility. It should be recognized however, that elimination of either the laboratory technician or maintenance technician positions will place a significant burden on the operation and will not provide for the degree of specialization necessary to meet the efficiency,performance and consistency goals of the facility. This alternative is not recommended. ■ Approve the request at a higher level. This alternative would result in an increased fiscal impact. Staff believes that the additional staffing is minimal to insure proper operation and maintenance of the facility and that additional personnel beyond those currently being requested are not necessary at this time. Following completion of construction and operation of the facility for a period of time, Staff will again review the requirements and the organizational structure of the facility and make appropriate recommendations to Council. This alternative is not recommended. B-6 Upgraded Plant Staffing Require_ its Cost Summary The cost of the additional personnel are shown below: Water Reclamation Facility Operators - 2 @ $36,600/yr = $73,200 Maintenance Technician - 1 @ $39,300/yr = $39,300 Laboratory Assistant - 1 Cad $37.500[yr = $37.500 REQUEST TOTAL $150,000 Implementation Upon Council approval, recruitment will begin for the operator positions immediately. Recruitment of these positions will receive priority as the new activated sludge treatment process is anticipated to go on line in August 1992 and extended hours operation will then be initiated. Recruitment of the lab and maintenance positions will follow immediately thereafter. Summary After careful consideration of the operational requirements and organizational structure of the City's Water Reclamation Facility, staff is recommending addition of four (4) full time positions to the Water Reclamation operating program budget. Significant increases in number and complexity of unit processes and equipment have created a need to move towards specialization of personnel at the facility and significantly extend the hours of operation. Unless additional staff is provided, the City will be unable to insure continuous proper operation of the facility and may violate discharge standards set by the State Regional Water Quality Control Board. Attached is Table 1. which provides a comparison with other municipalities showing discharge requirements, unit processes, flows and staffing levels. B-7 Table 1. Narrative Table 1. provides a comparison of the San Luis Obispo Water Reclamation Facility and other comparable facilities located on the Central Coast of California. First and foremost is a comparison of the discharge requirements for the facilities included in the comparison. Only four (4) constituents were presented for comparison sake, Biochemical Oxygen Demand (BOD), Total Suspended Solids (TSS), Turbidity and Ammonia (NH3). These constituents are those typically used when discussing a facility's basic discharge requirements. It can be noted that the City of San Luis Obispo's requirements are significantly more stringent than those of similar facilities. This is primarily because of the sensitive nature of the City's discharge point, San Luis Obispo Creek. It should also be noted that San Luis Obispo's facility would have met the requirements for BOD, suspended solids and turbidity listed for the comparison cities prior to the plant upgrade. The sensitivity of the treatment processes needed to remove the final fractions of the pollutants as required for the City's discharge requires a much higher degree of monitoring, maintenance and operation. These stringent limits allow for little or no errors in operation of the facility. A simple comparison of the treatment unit processes is also provided. This comparison again exemplifies the complexity of the City's facility when compared to other comparable facilities. Each of the unit processes requires careful monitoring and operation. Those unit processes related to nitrification and activated sludge require monitoring around the clock as they are easily upset. A comparison of design flow and average dry weather flow for each of the facilities is also provided. The City's flows are generally equal to or less than those of the comparison facilities, however, it should be noted that additional flows alone do not necessarily require additional operations, etc.. This is specially true in the range of flows being considered here. Finally, a comparison of the hours of coverage and staffing for the facilities is provided. This comparison clearly demonstrates that staff is recommending a very conservative level of staffing and coverage of the facility which is by no means extravagant. Note: Those unit processes which are in bold type are new processes to the City of San Luis Obispo's treatment facility. B-8 Table 1. TREATMENT PLANT COMPARISONS CITY OF GOLETA EL ESTERO LOMPOC MONTEREY SLO SAN DIST S.BARB. WWTP REGIONAL Discharge BOD(mg/1) 10 98 25 30 30 Limits TSS(mg/l) 10 63 30 30 30 Turb.(ntu) 1 88 75 10 10 NH3(mg/I) .025 120 88 .025 .025 Unit Processes Flow Eq. — — — — Screening Screening Screening Screening Screening Aerated Grit Aerated Grit Aerated Grit Aerated Grit Aerated Grit Primary Sed. Primary Sed. Primary Sed. Primary Sed Primary Sed DAFT — DAFT — DAFT Anaerobic Dig. Anaerobic Dig. Anaerobic Dig. Anaerobic Dig. Anaerobic Dig. — Belt Press — Biofiltration Biofiltration — Biofiltration Biofiltration Solids Contact AS — Solids Contact Secondary Sed. Secondary Sed Secondary Sed. Secondary Sed Secondary Sed. Nitrifying AS — — Nitrifying AS — Final Sed. — — Final Sed. — Cooling — — — Filtration — Filtration — — Chlorination Chlorination Chlorination Chlorination Chlorination Dechlorination — Dechlorination Dechlorination Design Flow 5.1 73 11.0 5.0 30 mgd) WF 33 4.3 7.5 33 19.5 m d Hours f 20 15 24 24 24 Coverage taffmg Current 9 15 32 20 56 Proposed 13 Terminology. MG/L-milligrams per litre or parts per million BOD-Biochemical Oxygen Demand,TSS-Total Suspended Solids,Turb.-Turbidity NH3-Ammonia, AS-Activated Sludge Treatment,AD WF-Average Dry Weather Flow, MGD-Million Gallons per Day, B-9 1992-93 Budget RequeS. SIGNIFICANT OPERATING PROGRAM CHANGE PROGRAM: Streets - Pavement REQUEST TITLE: Landfill Tipping Fee Increases Request Summary Increase the annual budget for trash removal from $30,000 to $75,000 for 1992/93. Primary Objective ■ Cover substantial and unavoidable tipping fee costs at Cold Canyon Landfill. Primary Factors Driving the Request for Change ■ The 1991/93 financial plan increased the annual trash removal budget from $10,000 to $90,000. This increase was to cover projected tipping fees at Cold Canyon Landfill,which had risen sharply in three years from $5.00 per ton to as much as $30.00 per ton. During budget review, the budget review team arranged for utilities program budgets to pay one third ($30,000) of the amount approved. Final appropriations for 1991/92 ended up at$60,000 for the streets/pavement program,$15,000 for the water administration program,and$15,000 for the wastewater administration program. At budget review time, SP Milling Company in Santa Margarita was trying to develop facilities to recycle pavement and concrete spoils. Also, the County of San Luis Obispo was planning to accept clean fill dirt needed to raise the elevation of a parcel at the airport. It appeared that if these dumping destinations became available,the city would be able to avoid a substantial portion of tipping fees paid to Cold Canyon Landfill. For these reasons, the budget review team recommended halving the annual trash removal budgets for 1992/93 (from $60,000 to$30,000 for the streets/pavement program and from $15,000 to $7,500 each for the water and wastewater administration programs) By diligently using the alternative dumping sites available, public works crews have been able to divert almost 1,100 tons asphalt, concrete and dirt spoils, from the landfill. At the same time,they have been able to reduce tipping fees paid for these spoils from$30.00 per ton to about $10.00 per ton, a savings of about $21,000 a year. Despite these savings, tipping fees charged to the affected programs are projected to total $90,000 for 1991/92. ■ A recent audit of tipping fee tickets showed that the utilities programs were actually responsible for only a sixth, rather than a third, of the loads dumped. The $90,000 needed for trash removal in 1992/93 should be split among streets/pavement($75,000),water administration($7,500) and wastewater administration ($7,500). The streets/pavement program will need an additional $45,000 while the utilities programs need no adjustments. Cost Summary Approved Requested 1992/93 1992/93 Costs: Contract Services 30,000 75,000 Implementation Not applicable Lane Item Detail Account 1992/93 Trash Service 001-5048-005-103 75,000 B-10 1992-93 BUDGET REQUEST SIGNIFICANT OPERATING PROGRAM CHANGE PROGRAM: Transit REQUEST TITLE: Transit Operations and Maintenance Funding Project Description An addition of$124,000 is needed to fully fund the new Transit Operator's contract ($108,000) and to provide funding for transit marketing services at levels consistent with the Short Range Transit Plan ($16,000). Primary Objectives ■ To fully fund the new Transit Operator's contract. ■ To provide funding for transit marketing services at levels consistent with the Short Range Transit Plan(2 1/2% of the total operating contract). Primary Factors Driving the Request for Change ■ Council will be asked at their May 5, 1992 meeting to approve an agreement with a new Transit Operator for services beginning July 1, 1992. The total cost of the new contract is $639,600. To fully fund this contract,it will require a budget augmentation of$108,000. It is important to note that the Transit Operator recommended by staff submitted the least costly proposal for service. ■ As set out in the Short Range Transit Plan, it is Council policy to set aside the equivalent of 2 1/2%of the total Transit operating contract for marketing of the City's transit system. To carry out this policy,a budget addition of$16,000 is needed Cost Summary 1992-93 Costs Contract Services $108,000 Marketing Services 16.000 Total $124,000 dh\trans4 B-11 1992-93 Budget Request SIGNIFICANT OPERATING PROGRAM CHANGE PROGRAM: Transit REQUEST TITLE: Bus Yard Water Separator Installation Project Description An addition of$9,000 to the Transit Budget(Non-Vehicle Transit- 1076) is needed to install a water separator at the Bus Yard to comply with State Clean Water laws. Installation of a water separator will eliminate contaminated water run off created by washing the bus fleet at the Bus Yard. Primary Objectives ■ To comply with State Clean Water laws. ■ To allow City buses to be washed at the Bus Yard as opposed to an off-site commercial operation. Primary Factors Driving the Request for Change ■ In October of 1990, the City's existing Transit Operator was advised that their current practice of washing the bus fleet at the Bus yard was creating water run off that was contaminated. At that time, the Transit Operator opted to wash the bus fleet (at their own expense) at an off-site commercial ' operation as opposed to installing a water separator that would eliminate the problem. With the City's recent selection of a new Transit Operator, however, it is now the City's obligation to install the water separator so that the bus fleet can be washed at the Bus Yard. Alternatives ■ Continue to wash the bus fleet at a commercial operation. Staff does not recommend this alternative as it would be more costly and less convenient that installing a water separator at the Bus Yard. Cost Summary Current Costs Additional Costs 1992-93 Contract Services -0- $9,000 Implementation With approval of this request,preparations will begin to purchase and install a water separator at the Bus Yard as soon as possible. dh\transitl B-12 Section 3 CAPITALAMPROVEMENT PLAN PROJECT REQUESTS 1992-93 Budget ReqL_st CAPITAL IMPROVEMENT PLAN PROGRAM: Wastewater Administration and Engineering REQUEST TITLE: Reclaimed Water Distribution System - Drafting and Survey Services Project(s) Description The design of the reclaimed water distribution system is scheduled to be completed by August 1993, to coincide with the completion of the treatment facility improvements and the availability of tertiary-treated wastewater. To meet this milestone date, an additional $85,000 in engineering services is requested to provide funding for contracting for the drafting and surveying work necessary in the design phase of this project. Actual design of the project will be performed by city staff. Project Objectives To develop an approved plan for the increased use of reclaimed wastewater to offset non-potable demand on potable water supplies. Exacting Situation Existing City resources are inadequate to complete the amount of survey and drafting work necessary to complete the design phase of this project according to the desired schedule. Preliminary design of the distribution system indicates there will be approximately eight miles of distribution piping, one pump station and a storage reservoir. Additionally, a project of this scope would best be surveyed by air to provide topographical information. Goal and Policy Links Development of an approved wastewater reclamation program was identified as an A+ Council goal at the 1991-93 Council Goal setting. Project Work Completed On May 9, 1991, the City hired a wastewater reclamation coordinator. At the meeting of August 20, 1991, Council approved a program schedule and priority uses for the reclaimed water. That report noted that the program would take three years to actual implementation. Activities in year one included developing policy for the use of reclaimed water, determination of the City's water rights, identification of the users and their quality/quantity needs, performing economic and financial analysis for the proposed project alternatives, preparation of the required environmental documents and the conceptual system design. These activities culminate in the preparation of a feasibility report to be submitted to the State Water Resources Control Board, Division of Clean Water Programs, for gaining eligibility flow low interest water reclamation loan funding for the City's program. Schedule and Project Costs Staff estimates that the drafting and surveying costs in the design phase of this project will cost $85,000. Prior Budget(s) 1991-92 1992-93 1993-94 199495 Phasing: Study/Design 0 0 $ 85,000 ►***sss rsssssr Recommended Funding Sources: Sewer Fund 0 0 $ 85,000 Alternatives ■ Deny the request. This action would place a significant increased workload on engineering and survey staff, and would result in not meeting key project milestone dates for the project. This alternative is not recommended. ■ Direct staff to seek contract services for all phases of design of the reclamation distribution system. Staff estimates the costs of design for this alternative would run approximately $380,000. Staff has the in-house expertise and capabilities required to complete the design of the facilities and only requires contract services C-1 Reclaimed Water Distribution Sy. n - Drafting and Survey Services (continu for drafting and survey work as recommended. Contract services for all phases of design would not be cost- effective, and, as such, this alternative is not recommended. Project Effect on the Operating Budget Approval of this request will have no effect on the current operating budget. N C-L 1992-93 BUDGET REQUEST CAPITAL IMPROVEMENT PLAN PROGRAM: Transit REQUEST TITLE: Short Range Transit Plan Implementation Project Description A total of$320,000 is needed to begin implementation of the Council adopted Short Range Transit Plan. This includes the following projects: ■ $10,000 to pursue a Transit Capital Improvement (TCI) grant that will be used to complete a prelminary engineering study for the Multi-Modal Transit Transfer Center site. With the City Council's recent adoption of the Short Range Transit Plan,staff has been pursuing direction to establish a Multi-Modal Transit Center on a site identified in the Plan (property bordered by Higuera, Santa Rosa, Monterey and Toro Streets). The total cost of the project is preliminarily estimated at $2,240,000 and will include four phases; study, design,land acquisition and construction. Assuming.adequate monies are available through Proposition 116, staff anticipates completion of the facility by 1997. In order to carry out the next step in the project,$10,000 is needed to pursue a Transit Capital Improvement (TCI) grant that will be used to complete a preliminary engineering study for the Transfer Center site identified in the Short Range Transit Plan. The total cost of this study is$40,000- $20,000 will come from a TCI grant (which was approved by the State in March 1992), $10,000 will come from the City and$10,000 will come from San Luis Obispo Regional Transit Authority (SLORTA - action to approve the $10,000 contribution is scheduled for their May 1992 meeting). ■ $25,000 to carry out the Bus Stop Improvement Plan. The monies will be used for various bus stop improvement projects throughout the City (e.g., new benches, signs, trash receptacles, etc.) ■ $105,000 to rebuild three existing buses. The Short Range Transit Plan initially called for replacing three of the City's 10 year old buses. However,due to financial constraints, staff is recommending that the buses be rebuilt instead at a cost of$210,000. A TCI grant will be used to fund 50% of the costs to rebuild the buses. The City will be responsible for the remaining 50% balance of the rebuild costs, $105,000. The rebuild will extend the life of each bus by ten years. ■ $180,000 to purchase three used back up buses;one will be needed for back up purposes while the buses are being rebuilt(tentatively one at a time);one will be used to replace the single back up bus the City currently leases from our current transit operator (as this contract is scheduled to expire on June 30, 1992); and one will serve as the second back up bus (given the size of the City's fleet, a minimum of two back up buses is needed). Goals and Policy Links ■ Council adoption of the Short Range Transit Plan. ■ Council acceptance of the Transit Center Site Selection Study. ■ California Transportation Commission and San Luis Obispo Area Coordinating Council approval of the TCI grant. C-3 Schedule and Project Costs Proiects 1992-93 1993-94 199495 Total ■Multi-Modal Transit Transfer Center S40,000 $200,000 52,000,000 52,240,000 ■Rebuilt 3 buses 210,000 210,000 ■Acquire 3 backup buses 180,000 180,000 ■Bus Stop Improvements 25,000 25.000 Total $455,000 M,500 000,000 52,655,00 Fundin ■Section 9 Grant 2205,000 $205,000 ■Transportation Development Act 115,000 115,000 ■SL.ORTA Contribution 10,000 10,000 ■TCI Grant 125,000 125,000 ■Proposition 116 -0- 200.000 2,000.000 2,200.000 Total $455,000 $200,000 $2,000,000 52,655,000 Project Effect on Operating Budget None at this time. Location Map A location map with affected area is attached. dh\transit5 C-4 CAL POLY 7 b° ✓�J I '!' 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