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HomeMy WebLinkAbout06/02/1998, 1A - 1998 WATER FUND REVIEW council WaigD�4-2 .5g j acenaa uepont "®N �q CITY OF SAN LU IS O B I S P O FROM: John Moss,Utilities Director Prepared By: Sue Baasch,Administrative SUBJECT: 1998 WATER FUND REVIEW CAO RECOMMENDATION 1. Receive and file the 1998 annual water fund financial review; 2. Conceptually approve the proposed operating program change request($74,900)and capital improvement plan requests($848,100),pending the June 16, 1998, budget review. DISCUSSION Overview This report presents the annual review of the water fund. The 1998 analysis confirms the water fund meets the fiscal policies established by the City and can support the recommended operating budgets and capital improvement plan contained in the proposed 1998-99 Budget, including those changes described further in this report. No change is recommended to the adopted water rates. Last year,the water fund analysis showed how the fund could support,with modest rate increases over a five year period,the full amount of additional water supply required by the City's General Plan. This was based on a number of assumptions about the water supply projects and their timing and costs; an increasing level of capital improvement charges;and increasing water use. Generally,the assumptions about capital improvement charges and water use have been confirmed; however,the assumptions about the timing for the water supply projects have been revised,based on changes in the projects. The water reuse project has been delayed one year and the.Nacimiento project has been delayed at least two years. The effect of these delays has been to lengthen the amount of time the water fund has to prepare to pay the for the full amount of water established in the City's General Plan. Therefore,staff s recommendation is to maintain our current course this year and to approve the recommended 1998-99 operating and capital improvement plan changes. Staff will perform a more detailed analysis of the timing of water supply projects and the related costs,within the context of the 1999-2001 Financial Plan. Information about long range system improvements currently being developed as a component of the Airport Area Specific Plan,may also be available by that time. Council Agenda Report - 1998 Water Fund Rate Review Page 2 Staff also recommends that the Council conceptually approve the proposed changes to the 1997- 99 Financial Plan for 1998-99 as summarized by the following: Operating Program Change Request Water Administration Y Convert the Water Projects Manager contract position to $ 74,900 a regular position Capital Improvement Plan Requests Y Fund Nacimiento Project- EIR Phase Additional Studies $100,000 Y Obtain alternate sources of water for individuals 70,000 still connected to the Hansen-Gularte water line Y Convert database and link Water systems to GIS 17,500 Y Acquire office space for Utilities Administration(water fund share) 660.600 $848,100 Background One year ago, Council approved rate increases of 0%for 1997-98; 1.5%for 1998-99; and 2.5% for 1999-00. The 1997 fund review showed projected increases of 2.5%in 2000-01 and 4.0%in 2001-02. This report has eliminated those projected rate increases,pending more information about water supply project timing. With these assumptions,the water working capital remains significantly higher than fiscal requirements. However,modest increases over time allows the water fimd to position itself to pay for the Nacimiento project or the Salinas Reservoir Expansion Project,and for system improvements identified in the long-range planning currently underway with the least amount of hardship on the community. This review of the Water Fund is based on actual revenues and expenses for three years(1994-95 to 1996-97)and projected for five years(1997-98 to 2001-02);the preliminary 1998-99 Budget recommendations including both operating programs and capital improvement plan;and identified assumptions for future City growth, inflation and water demand patterns. Rate Review Exhibits Financial schedules providing detail for the water fund analysis are provided in Exhibits A.1 through A.3. The significant operating program change request is Exhibit B.1. The capital improvement project requests are provided in Exhibits C.1 through CA. Rate Setting Methodology In determining water revenue requirements and setting recommended rates,the following general /4 ' Council Agenda Report - 1998 Water Fund Rate Review Page 3 methodology is used: Step 1: Determine Water Fund revenue requirements for: Y Operations and maintenance Y Capital improvements and replacements Y Debt service obligations (existing and projected) Step 2: Subtract from this amount "non-rate revenues" such as: Y Interest earnings Y Connection fees and meter sales Y Revenues from other agencies (Cal Poly) Y Other service charges (service start-up fees, late charges,etc.) Step 3: Identify water rate requirements: Y Revenue needed to be generated from water rates is the difference between water revenue requirements (Step 1)and "non-rate" revenues (Step 2). Step 4: Determine new rates: Y Model the rate base(consumption and customer account assumptions) against the existing rate structure and rate requirements identified in Step 3. Because this analysis is performed over a multi-year period, other factors are considered,such as working capital available to support capital projects, debt service requirements, and minimum working capital policy. Operating Program Change Request Y Convert contract Water Projects Manager to regular employee status Converting the eight-year Water Projects Manger contract position to a regular staffing position in Utilities Administration will allow the City to continue to develop and manage the complex issues and variety of projects related to water supply,most specifically,the Water Reuse project. The 1998-99 cost of this position is estimated at$74,900. Capital Improvement Plan Budget Requests Y Complete the EIR phase of the Nacimiento Pipeline Project Responding to public comments on the Draft Environmental Impact Report(DEIR)will require certain changes to be made to the project and a revised DER at an estimated cost of $100,000. The City's share of the costs to complete the EIR are estimated at$83,300. The requested amount will pay for these as well as cover any additional unforeseen costs. Y Alternate sources for water for individuals connected to Hansen-Gularte water line Completing this project by finding alternate sources of water for those properties and individuals connected to the Hansen-Gularte water line will cost an additional $70,000. Of 4-3 Council Agenda Report - 1998 Water Fund Rate Review Page 4 the eight original properties connected to Hansen-Gularte, previous funding has provided alternate water sources for six. This additional funding will allow the completion of agreements with the remaining two properties. Y Convert database and link water systems to GIS Completing the conversion of the water mapping information to correspond to the new City map standards will cost an additional $17,500. In addition,the existing data bases will be linked to the City's GIS computer system. Y Acquire Office Space for Utilities Administration and Water Conservation Staff Funding the water fund's 68% share of the cost for acquiring and rehabilitating office space for the Utilities Administrative staff will cost$660,000. Debt Service Requirements Debt service for the Water Fund is currently at$1,433,400. Over the five year period,this amount is modified by increases from debt-financing the water reuse project and decreases from the maturing of Whale Rock Series A and B bonds. By 2001-02,total debt service is $1,970,000. The year to year changes are detailed in Exhibit A.2-Assumptions. Related to debt service is the 125%revenue coverage requirement. The water bonds carry the legal requirement that annual water revenues,excluding development impact revenue and less annual operating and maintenance expenditures,must exceed debt service expenditures by 125°/x. The year to year percentage for compliance is shown on the Assumptions page. Working Capital Recommendations Projected working capital exceeds the 20%of operating expense requirement. Using this working capital to reduce projected rate increases would be premature at this time until more is certain about the timing and implementation of the next major water supply project, and before the results and recommendations from the Water Facilities Master Plan have been reviewed and approved. Surplus working capital is appropriately used to pay for one-time capital expenditures, such as the major transmission main being replaced($3.5 million), and to buffer fluctuations in revenue due to demand and weather variability. The Water Facilities Master Plan is being developed in conjunction with Airport Area Specific Plan. It will identify system improvements necessary to meet full General Plan build-out projections. The Plan will also identify other water system deficiencies and provide recommendations,cost estimates, and a phasing strategy for city-wide system improvements. The Plan is expected to take another year to complete and should recommend'a number of improvements which are likely to be costly to implement. Following the completion of the Water Facilities Master Plan, staff will return to Council with a thorough discussion of appropriate levels of working capital for the Water Fund. 14-4 Council Agenda Report - 1998 Water Fund Rate Review Page 5 Summary of Key Assumptions The following is a summary of key assumptions for expenditures and revenues: ■ Operations and maintenance costs are based on the 1997-99 budget with an inflation rate of 3%thereafter. ■ Debt-financing and repayment costs reflect issuing bonds in 1999-00 for the Water Reuse project($9250,000). Debt service for the 1999-00 debt financing ($832,500)begins in 2000-01. ■ Sales to Cal Poly are increased by 14%in 1998-99 because of the updated water and sewer agreement with the University. Thereafter, Cal Poly's rates are fixed at a proportion of the commercial rate, and will increase proportionately as other customers. ■ Water customer growth rate is projected at 0.5%in 1998-99; 0.7%in 1999-00; 1.0%in 2000-01; and 1.0%in 2001-02. ■ Debt service existing in 1998-99 is reduced by approximately $155,000 in 1999-00,when the 1959 Whale Rock Series A bonds mature. Debt service is further reduced by an additional $50,000 in 2000-01 when the 1960 Whale Rock Series B bonds mature. ■ Connection and meter charges, and account set-up fees are projected to increase according to the rate of inflation. FISCAL IlWPACT There are no recommended changes to the approved rate schedule. In July 1998,there is an adopted 1.5%rate increase which establishes water service charges as follows: Commodity Charges Per CCF Inside City Outside City 1-5 ccf $2.79 $5.58 More than 5 ccf $3.50 $7.00 This is an increase from 1997-98 rates of$.04 per ccf at the 1-5 ccf tier and$.05 per ccf at the more than 5 ccf tier. CONCLUSION Although the water fiord shows a working capital in excess of the 20%of operating expense requirement, staff s recommendation is to maintain our current course this year. More information is necessary about the timing of water supply options and costs,as well as long range system improvements. A more detailed analysis with appropriate recommendations will Council Agenda Report - 1998 Water Fund Rate Review Page 6 be coming to Council as part of the 1999 water fund analysis. EXHIBITS A. Water Fund Review 1. Changes in financial position 2. Assumptions for fund projections 3. Capital improvement plan B. Significant Operating Program Change Request 1.. Convert contract Water Projects manager to regular employee status C. Capital Improvement Plan Requests 1. Fund Nacimiento Project- EIR Phase Additional Studies 2. Obtain Alternate Sources of Water for Hansen-Gularte 3. Convert database and link water systems to GIS (water fund share) 4. Acquire office space for Utilities Administration(water fund share) EM IT A.1 0 o O o 0 0 0 0 0 o O e O O O O O e a O O e 0 0 0 0 0 0 0 0 0 0 o O O o O O o ' : g N Q F v c N W m CN 00 O a\ F F W O y O N1 \O \O Nm N %r O\ W O O \ b F vi N p O Nm \0 F Q v1 F \0 \0 O\ \0 C 7 vOi Q N Q t� O ao ON O' Q It 0\ L' 00 O M F N Q \O 04 g c o 0 0 0 00 0 0 O e g 0 0 0 0 e o O O e O 0 0 0 0 O O O O O OCTri O Q V1 N 00 C C C •+ NV \0 O\ \0 v1 N to- in %n 0oo 00 V) N O OW\ N S $ O n N OF\ . 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Um ma m . m7O >,J ° J~Qa �mRamccEff2c�n8 2cLa �m Rw � m :2 > MM —o 0" m m cc c H 6 ccU o � L� =m rmm. w Cm Y ms0C V u3z � 20 � � 2 > Hti00w !A'-9 EMT IT B_1 1997-99 Financial Plan�upplement: 1998-99 Budget SIGNIFICANT OPERATING PROGRAM CHANGE PROGRAM: Utilities Administration REQUEST TITLE: Regular Staffing Increase- Water Projects Manager Request Summary Conversion of the eight-year Water Projects Manager contract position to a regular staffing position in Utilities Administration will allow the City to continue to develop and manage the complex issues and variety of projects related to water supply, including the water reuse project. The 1998-99 cost of this position is estimated at $74,900,to increase annually according to approved changes in compensation. Key Objectives ■ Developing additional water resources to meet current and future City demand. ■ Managing water supply study and construction contracts. ■ Managing water reuse project regulatory compliance requirements. ■ Managing water supply project mitigation and monitoring program requirements. ■ Managing water reuse project end user agreements, providing technical assistance and monitoring. ■ Providing adequate staffing to manage water supply project development requirements without impacting other critical departmental activities relative to operating and CIP program management. ■ Achieving our Major City Goal for development of additional long range water supplies. ■ Maintaining quality Utilities programs and services. Factors Driving the Request for Change ■ Development of additional water supplies to meet the City's needs for water and achieve our General Plan goals has long been the number one Major City Goal. As we have worked on the development of several water supply project options including; Water Reuse, the Salinas Reservoir Expansion and the Nacimiento Pipeline project, it has become increasingly clear that these projects require multi-year efforts to complete, and will require ongoing management for some time thereafter. Currently these projects are being managed by a contract employee (Water Reuse and miscellaneous projects related to mitigation and water rights),the Water Division Manager(Salinas Reservoir Expansion)and the Utilities Engineer(Nacimiento Pipeline). The Utilities Director maintains a high level of oversight of all of these projects. As these projects develop and move toward construction and operation, they will continue to require a high level of management and coordination. The Water Projects Manager position will be able to provide this management and coordination. ■ City Human Resource Management policy identify that "regular" employees shall be used to staff on- going year round program activities and that the use of contract employees is generally for medium term assignments ranging from six months to two years. The current Water Projects Manager position was originally filled in September 1992,as a contract position along with the Water Reclamation Coordinator contract position. In July 1993,these two positions were combined in response to the City's fiscal crisis and the duties and responsibilities of the remaining contract position were redefined. Since this position has been serving as a contract position for nearly eight years, and it is readily apparent that the need for this position will continue into the foreseeable future, it is appropriate and consistent with our Human Resource policies that this position be converted from contract to regular staffing. /A'-TU Regular Staffing Increase-Water Projects Manager Alternatives ■ Extend the contract term of the current Water Projects Manager- The current contract for this position expires in July 1998. The contact for this position has been extended twice previously. In as much as the requirements for this position appear to be ongoing and the position is serving to achieve what has been for some time the City's number one Major City Goal this, alternative is not recommended. There is no fiscal advantage to continuing the position as a contract employee while organizationally it may be perceived as a negative. ■ Deny the request and do not extend the current contract-This alternative is not recommended. Failure to maintain this position in the Department will result in the shifting of a significant workload to other staff. All departmental personnel are currently fully utilized. Shifting the workload of the Water Projects Manager to other administrative staff would negatively impact their ability to effectively achieve the goals of the City and Department and these impacts would ripple down through the rest of the organization. ■ Seek consultant services to meet this or other departmental program needs - A significant amount of the work associated with this position involves representation of the City in regulatory negotiations, public meetings and hearings and management of consultant contracts. It would be difficult if not impossible to find a local consultant capable of providing the broad range of representation, services, coordination and management required of this position at a cost equivalent to or less than that required to fill this regular staffing request. Additionally, representation of the City's interests through complex negotiations with regulatory agencies, customer contact relative to water use agreements, and management of numerous consultant contracts all require City staff representation. If consultant services were used to provide for some or all of the functions of this position, a great degree of management by existing Utilities administrative staff of the consultant contract would still be required. Cost Summary Proposed Cost Changes Operating Costs Current Costs 1998-99 1999-00 Staffing(Regular employee expenses) 253,100 74,900 77,200 Total Operating Costs 253,100 74,900 77,200 Implementation Upon approval by Council, an open recruitment will be immediately initiated for the position of Water Projects Manager. The current water projects manager will be invited to apply and compete for this position. Additionally, it is recommended that the contract for the current water projects manager be extended on a month by month basis until the regular position is filled to ensure continuity is maintained on current water project programs and efforts. Task Date 1998-99 Budget Adoption June 16, 1998 Initiate Recruitment-Advertise June 20, 1998 Close Application Period July 17,1998 Complete Selection Process August 7, 1998 Successful implementation of this request will result in the staffing of a regular position of Water Projects Manager within the Utilities Department without disruption to the continuity of the projects and programs lk- tl Regular Staffing Increase-Water Projects Manager currently served by the contract position. Successful implementation will allow the Department to continue to aggressively pursue the development of additional water supplies and the provision of high quality Utilities programs and services to the Citizens of San Luis Obispo. Line Item Detail Line Item Description Account No. 1998-99 1999-00 Water Administration Salaries-regular employees 500.5510.100.001 61,480 63,324 Retirement contributions 500.5510.100.025 5,721 5,893 Health At Disability insurance 500.5510.100.026 5,624 5,793 Medicare 500.5510.100.027 123 127 Unemployment insurance 500.5510.100.028 246 253 Worker's compensation insurance 500.5510.100.029 1,734 1,786 Total Operating Costs 74.900 77,200 I:Budget 98 Templates/Significant Operating Program Change 1'.>IffiBIT C.1 1997-99 Financial Plan Supplement: 1998-99 Budge CAPITAL IMPROVEMENT PLAN PROGRAM: Water Source of Supply REQUEST TITLE: Nacimiento Water Supply Project- EIR Phase Additional Studies Project Summary The Nacimiento Water Supply Project is a County project with the purpose of designing and constructing conveyance facilities to bring water from Lake Nacimiento to several project participants from Paso Robles to south of the City of San Luis Obispo. Public comments to the Draft Environmental Impact Report (DEIR)will require certain changes to be made to the project and a revised DEIR will need to be prepared. The City's share of the costs to complete the EIR are estimated to be$83,325. This request is to add an additional $100,000 to the project budget to complete the EIR phase and to cover any additional unforeseen costs. Project Objectives ■ Manage the efforts of project consultants ■ Perform engineering support for development of certifiable EIR ■ Perform additional environmental studies in response to public comments ■ Prepare final EIR for certification by the Board of Supervisors Existing Situation The original funding amount identified in the 1994-95 Budget(page 23 of the Capital Improvement Plan) was $439,862. That amount was based on an allocation request of 5,115 acre-feet per year(afy). Since that time,the City has reduced its allocation request to 3,380 afy. Since the City's share of the project costs is proportional to our requested allocation,the actual cost to the City for the EIR phase was less,and a portion of the project budget was returned to Fund Balance. To date,the City has actually contributed a total of$318,758 towards the project's preliminary studies, preliminary engineering, and preparation of the EIR. All of the project participants are being asked to provide their share of the additional costs to perform the supplemental studies and to complete the EIR Goal and Policy Links ■ The acquisition of a long term supplemental water supply is the primary Major City Goal ■ This project is necessary to meet the water supply needs identified in the General Plan for build-out ■ Several previous Council actions approving participation in the project ■ San Luis Obispo County Master Water Plan Update, March 1986 ■ Urban Water Management Plan Project Work Completed The project consultant team has performed numerous studies and prepared several reports, including; the initial Feasibility Study, the Reliability Assessment, the Preliminary Engineering Evaluation and. Environmental Assessment, the EIR Phase Engineering Report, a financial alternatives study, and the Draft Environmental Impact Report. There has also been a debt capacity review performed for the County, and a revision to State law was passed in the State Legislature (AB1460) which allows for the simultaneous use of the reservoir for both recreational and domestic purposes. ��, 1.3 Nacimiento Water Supply Project-EIR Phase Additional Studies Environmental Review This request is to fund completion of the environmental review process for this project. Other Special Review Considerations The impacts and benefits of this project are extremely far reaching. The City of San Luis Obispo is one of three major participants. All participants are dependent on each other for continued participation in the project if successful completion is to be achieved. Project Phasing and Funding Sources The project is proceeding in three major phases. Phase I was completed in February of 1994, and included various preliminary analyses and assessments. Phase II, the current phase associated with this request, includes the preparation of the EIR. A substantial amount of engineering is included in Phase II in order to define the project with sufficient detail to yield an adequate and legally defensible EIR. The last phase will include final engineering design and construction. Ongoing operations and maintenance of the project, along with the costs for final design and construction,will all be combined into the unit cost.for the water. The expected cost for raw Nacimiento water delivered to the City is approximately $800 per acre-foot. The costs shown below reflect only the City's proportionate share of the total project cost in each category: Project Costs by Type Project Costs To-Date 1998-99 1999-00 2000-01 2001-02 Total Preliminary Studies(Phase I) $55,900 $55,900 EIR Preparation(Phase II) $262,900 $100,000 $362,900 Final Design/Construction(Phase III) ` Total $318,800 $100,000 $418,800 Phase III costs for final design, construction, and other associated costs will be combined into the per acre-foot cost for Nacimiento water. The annual cost for Nacimiento water will be the City's proportionate share of the debt service required to fund the actual costsfor Phase III. At present, staffs best guess at these annual costs would be 8800/af multiplied by our current allocation request of 3380af, or 82.704,000. The funding for Phases I and II of the Nacimiento Water Supply Project has come entirely from the Water Fund. Phase III is likely to be entirely debt financed, with the debt service being a component of the unit cost for Nacimiento water. As most of this cost is fixed (each agency must pay whether they take the water or not), the City staff intends to use all of our entitlement to Nacimiento water first, leaving as much water as possible in Salinas and Whale Rock Reservoirs to maximize reliability. Current estimates indicate the annual cost for Nacimiento water to be around $2,704,000. This cost for Nacimiento water will be paid for out of the Water Fund,and has been included in the Utilities Department water rate analysis and projections. Nacimiento Water Supply Project-EIR Phase Additional Studies Implementation Task Date Certification of Final Project EIR by County Board of Supervisors Winter, 1999-00 Execute Final Participation Agreements with County Summer,2000 Begin Construction Fall,2001 Receive Nacimiento Water Winter,2002-03 Project Manager The policy aspects of the Nacimiento Water Supply Project are being managed by John Moss, Utilities Director. The technical components of the project are being managed by Dan Gilmore,Utilities Engineer. Public Art Policy Not applicable. Though the City will be part-owner of the water conveyance facilities, the above-ground structures fall outside of City limits and are not subject to the Public Art Policy. Alternatives ■ Deny the project If the City does not participate in the completion of Phase II,the project would likely not move forward and the EIR will not get certified. The money invested by the City and all purveyors participating in the project would be lost. ■ Defer or re-phase the request If the City completes Phase II, but elects not to participate in Phase III, the project would likely fail. Certification of the EIR, however, would be useful if the project is resurrected at a later date. ■ Change the scope of the project Many alternatives to the current project description have been discussed and analyzed. Due to the number of agencies participating in the project, changing the scope at this point is infeasible. Project Effect on the Operating Budget This request would allow the completion of the EIR phase of the Nacimiento Water Supply Project. It involves additional environmental review and associated engineering by project consultants. As such, it will have no effect on the Operating Budget. Location Map/Schematic Design The attached map indicates the currently anticipated alignment of the pipeline. 1ABadget 98 Sampleswaehniento CIP Project Requests E%HIBIT C.2 1997-99 Financial Plan Supplement: 1998-99 Budget CAPITAL IMPROVEMENT PLAN PROGRAM: Water Supply REQUEST TITLE: Hansen-Gularte Water Line Abandonment Project Summary Fund alternate sources of water for those individuals still connected to the Hansen-Gularte water line with the addition of$70,000 to the ongoing Hansen-Gularte capital improvement project. Project Objectives Eliminate the City's responsibility to provide water to properties along the Hansen-Gularte creeks. Eliminate any liability for quality of the water being provided to these locations. Existing Situation About 1910 the City purchased rights to water from the landowners along the Hansen and Gularte Creeks. The City provided cash and guaranteed to provide water in perpetuity for specified uses from the pipeline that it was going to build. In the 1970's the City quit using the water from this pipeline because it was not economical to install the necessary treatment facilities or to pipe this water to the existing treatment plant. The City has lost its rights to the water it did not use. However,the City still has an obligation to provide the water specified in the old deeds. To meet these contractual requirements and meet the Health Departments standards for domestic use of surface waters would require the installation of a treatment plant and the replacement of the pipeline. The cost could be in excess of$1,000,000. Project Work Completed Property owners have been contacted. Agreements have been completed with two of the eight concerned properties; a water line to Reservoir Canyon has been installed to meet the commitment to the other four properties where local water supplies could not be developed.The additional funding is required to allow the completion of agreements with the remaining two properties. This will provide the pumps and tank to develop one well and the replacement of approximately 500 feet of steel water main at one location,plus a cash settlement to cover the cost of maintenance at the other. Environmental Review The Community Development Director has issued a negative declaration. Project Phasing and Funding Sources Project Costs by Type Project Costs To-Date 1998-99 1999-00 2000-01 2000-02 1 Total Land acquisition Construction 210,000 70,000 280,000 Total 210,000 70,000 280,000 All funding will be from the Water Fund. Hansen-Gularte Water Line Abandonment Implementation Task Date Develop existing cased well 6/98 Replace existing damaged steel pipe 8/98 Project Manager David Pierce, Water Projects Manager. Public Art Policy Not applicable. Work is underground utility and most is on private lands. Project Effect on the Operating Budget This will allow the abandonment of the Hansen-Gularte Water Line and eliminate the need to clean spring boxes and the sand separator. It will eliminate the need to make major repairs to the water line. EM IT C.3 1997-99 Financial Plan Supplement: 1998-99 Budget CAPITAL IMPROVEMENT PLAN PROGRAM: Wastewater Collection and Water Distribution REQUEST TITLE: Database Conversion and Addition of Water and Wastewater Systems to GIS Project Summary A number of years ago separate city base maps were consolidated into a single uniform map to provide better communications between departments. Currently, the departments of Fire, Police and Public Works are using the new map. Community Development is nearing completion of its conversion and the Utilities Department has completed all mapping conversion to the new map. However, Utilities data which is "map based" is still referenced to the old map and likewise needs conversion in order to-fully implement the new map. Two sets of data will be converted as a part of this project: a)map referenced data will be converted to the new map, and b) Utilities base attribute data(pipe size,depth, etc.)will be converted to metric units. Currently, as mentioned above,the Utilities map of its facilities has been converted to the new map in an Auto- Cad format. This allows multiple paper maps to be reproduced but does not allow any GIS functionality. A third aspect of this project would convert the AutoCad files into ArcInfo files that would allow Utilities Staff to develop GIS applications identified which would, in turn, allow Utilities personnel to access water and sewer system and maintenance information, simplify map reproduction and updating, and, most importantly, allow more efficient planning and scheduling of work. In order to achieve full functionality, this project will, as a fourth task, link the data about the facilities to the ArcInfo map. The requested amount to complete this project is$60,000. Of this amount,the water fund's share is$17,500;and the sewer fund's share is$42,500. Project Objectives ■ Convert Database to new grid system and renumber manholes,valves,hydrants,etc. ■ Convert database structures(pipe lengths&sizes and other attributes)to metric. ■ Increase productivity of maintenance work,CIP planning and emergency response. ■ Simplify updating water and sewer system of maps. ■ Link existing water and sewer system maintenance databases to GIS mapping. ■ Improve coordination of Utilities and Public Works CIP programs. Existing Situation Currently water and sewer crews are using maps with the original grid system to perform preventative maintenance activities because manholes, valves, hydrants and other"assets" do not correspond to the new map grids. Accurate information and maps are essential to the maintenance and operation of the water and wastewater systems. Linking the water and sewer systems maintenance database with the ArcInfo mapping will significantly improve maintenance, information access and planning activities. Goal and Policy Links ■ Urban Water Management and Wastewater Management Plans. ■ Uninterrupted water and wastewater service are primary goals for the water distribution and wastewater collection programs. ■ Consolidation and standardization of one map grid system for both public safety and community development grid systems. Aq -�8' Database Conversion and Addition of Water and Wastewater Systems to GIS ■ Adopted Geodata Services Program goal: accurate,comprehensive and up-to-date City maps. ■ Allow City Utilities to develop GIS applications. Other Special Review Considerations The recommended conversion and upgrade has been coordinated with the Information Systems, Geodata Services and Engineering managers with their concurrence. Project Phasing and Funding Sources Project Costs by Type Project Costs To-Date 1998-99 1999-00 2000-01 2000-02 Total Contract Services $25,000 $23,000 $0 $0 $0 $48,000 Training $o $4,000 $0 $0 $0 $4,000 Equipment $0 $9,000 $0 $0 $0 $9,000 Software $0 $24,000 $0 $0 $0 $24,000 Total $25,000 $60,000 $0 $0 $0 $85,000 Project Funding by Source Project Funding Sources ;S25,000 Date 1998-99 1999-00 2000-01 2000-01 Total Water Fund ,000 $17,500 $0 $0 $0 $42,500 Sewer Fund $42,500 $42,500 Total $60,000 $0 Implementation Task Date Conversion of Databases August 1998 Purchase New Equipment August 1998 Linking of Water and Sewer System information to GIS mapping September 1998 Training September 1998 Project Manager Utilities staff will manage the conversion of the databases, and the linkage of water and sewer system information to GIS will be managed by Geodata Services. Public Art Policy Public art requirements do not apply to equipment acquisitions. Alternatives ■ Deny the project Denial will make water and sewer maintenance activities increasingly more difficult because of the problems of working on a non-standard map and the extra staff time updating and maintaining another map system. Exclusion of the water and sewer systems to the GIS program would further inhibit more productive maintenance, information access,coordination and planning activities. l Database Conversion and Addition of Water.and Wastewater Systems to GIS Project Effedt on the Operating Budget. This program will not have an appreciable effect on the operating budget: RBudget98/CIPGIS.ww /14. A. 0 1?�IT C.4 1997-99 Financial Plan Supplement: 1998-99 Budge CAPITAL IMPROVEMENT PLAN PROGRAM: Water and Sewer Administration REQUEST TITLE: Acquire Office Space for Utilities Administration and Conservation Staff Project Summary Acquisition of cost-effective, professional office space to accommodate the Utilities Administration and Conservation staff is increasingly a high priority. Two years ago, staff reviewed the options for additional space and determined that the option meeting the majority of the goals for the department and the City would be the acquisition of an adequately-sized building downtown, located as close as possible to City Hall and the parking structure. The need for more office space has become even more critical with the anticipated need for additional space for the Public Works Department. Recently, a building meeting the Utilities Department requirements has become available, and staff is requesting $971,400 in budget to meet the estimated costs of this project. Of this amount,the water fund's share is$660,600;and the sewer fund's share is$310,800. Project Objectives ■ Obtain cost-effective office space geographically adjacent to City Hall, allowing the consolidation of the Utilities administrative and conservation staff. ■ Creates, in turn, additional office space in the 955 Mono building, to meet Public Works' needs for proposed staffing additions/work task group consolidation. Existing Situation The Utilities Department has examined options for additional office space (estimated at up to 3,000 square feet) to consolidate staff for the last two years. The administrative staff works in 955 Mono, separate from the Conservation staff who currently work out of the old library building. Originally, the conservation staff was temporary and was temporarily working out of the old library. The regular staff of three have continued to work in the temporary surroundings, and this situation needs to be corrected. In addition, the tight conditions in 955 Morro allow no flexibility for the Public Works Department's plans for work group consolidation or any staffing additions. Goal and Policy Links ■ Consolidation of the Utilities administrative and conservation staff is highly desirable for improved work flow and customer service. ■ Conservation is no longer a temporary program and needs to have professional office surroundings, consistent with City standards for all other City offices. Project Work Completed ■ A Likely building has been identified and Council has approved pursuing the feasibility of the acquisition and rehabilitation of this building. ■ Appraisal secured,following Council authorization to pursue the feasibility of this project. ■ Phase 1 assessment completed, identifying no Recognizable Environmental Conditions. ■ General Plan Conformance being sought(May 27, 1998-Planning Commission Meeting). ■ Estimated date to return to Council for purchase approval-June 2, 1998. lJ0C{ -cu Acquisition and Rehabilitation of Utilities Office Space Other Special Review Considerations This project will be reviewed for General Plan Conformance by the Planning Commission on May 27, 1998. Project Phasing and Funding Sources Project Costs by Type Project Costs To-Date 1998-99 1999-00 2000-01 2000-02 Total Studies(Appraisal,Phase 1 assessment, study of construction costs) 9,500 9,500 Design 63,600 63,600 Construction and furnishings 397,800 397,800 Construction Management 30,000 30,000 Acquisition 480,000 480,000 Tota! 1 9,500 971,400 980,900 Project Funding by Source Project Funding Sources To-Dare 1998-99 1999-00 1 2000-01 2000-02 Total Water Fund 9,500 660,600 670,100 Sewer Fund 310,800 310,800 Total 9,500 971,400 980,900 Implementation Task Completion Date Complete property purchase June 1998 Prepare RFP for Architectural Design Services July 1998 Award Contract for Architectural Services September 1998 Prepare Plans and Specifications November 1998 Solicit Construction Bids January 1999 Award Construction Contract February 1999 Construction May 1999 Occupancy June 1999 Project Manager The project manager will be the Department Administrative Analyst. Public Art Policy Not applicable. Project Effect on the Operating Budget There will be additional building maintenance expenses, but this will be partially offset by the savings from the contributions($6,000 annually)to the General Fund for lease of building space in 955 Morro. IA- -OIL Z A4 ct O Cld 0 Cid Q 4-j o Ct � � � 00 C> 0 0 0 0 0 0 0 0 0 a3 p.., ,0 b � . 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