Item 14A Staff Report Quaterly Report on Capital Improvement Program{
MEETING DATE: 12/6/04
ITEM NO. r y 4_
COUNCIL/AGENCY AGENDA REPORT
DATE: NOVEMBER 29, 2004
TO: MAYOR AND TOWN COUNCIL
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
FROM: DEBRA J. FIGONE, TOWN MANAGER/EXECUTIVE DIRECTO�
SUBJECT: QUARTERLY REPORT ON CAPITAL IMPROVEMENT PROGRAM
A. ACCEPT THE CAPITAL IMPROVEMENT PROGRAM REPORT
FOR FIRST QUARTER FY 2004-05
B. ADOPT RESOLUTION TO AUTHORIZE A MID -YEAR BUDGET
ADJUSTMENT OF $350,000 FROM THE BUILDING
MAINTENANCE FUND TO REPLACE THE CIVIC CENTER HVAC
SYSTEM RENOVATION DURING FY2004-05 AND A MID -YEAR
BUDGET ADJUSTMENT OF $30,000 FOR THE OAK MEADOW
PARK TRELLIS PROJECT
RECOMMENDATION:
1. Accept the Capital Improvement Program report for first quarter 2004-05.
2. Adopt resolution to authorize a mid -year budget adjustment of $350,000 from the Building
Maintenance fund to replace the Civic Center HVAC System Renovation during FY 2004-
05 and a mid -year budget adjustment of $30,000 for the Oak Meadow Park Trellis Project.
BACKGROUND:
This report summarizes the status of the various projects in the Capital Improvement Program at
the end of the first quarter of FY 2004/2005 and details the reasons to replace the Civic Center's
forty -year old air conditioning chiller, cooling tower and various air handling equipment before
next summer due to their deficiencies.
PREPARED BY: OHN CU' T S
irector of Parks & Public Works
N:1B&EICOUNCIL REPORTS\CIPFY04-05.QuarterReport.firstquarter.12604.revised 2.wpd
Reviewed by:
IIN. Finance
Assistant Town Manager
Town Attorney Clerk Administrator
Community Development Revised: 12/2/04 5:22 pm
Reformatted: 5/30/02
n
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MAYOR AND TOWN COUNCIL
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: QUARTERLY REPORT ON CAPITAL IMPROVEMENT PROGRAM
NOVEMBER 29, 2004
DISCUSSION:
The Town's Capital Improvement Program (CIP) projects are at various stages of processing and
completion. During the first quarter of FY 2004/05, progress was made on a number of these
projects and many were completed. Staff has prepared "CIP Project Tracking" list for Council's
review. (Attachment 1).
The following highlights the CIP projects' progress:
1. Ross Creek Bridge ADA Improvements - Project # 04-08
Project completion scheduled by December 2004
Budget: $61,834
Funding Source: CDBG Grant
This project includes construction of ADA ramps at each end of this pedestrian and bicycle
bridge at Camino Del Cerro and Ross Creek. We will also replace the wooden deck and
railing -for this bridge which has been in poor condition and needed -to be replaced.
2. Civic Center Master Plan - Project # 02-02
Underway
Budget: $85,013
Funding Source: GFAR
The Service Assessment, representing the first phase of the Master Plan process was
completed in October, 2002. The review of Phase II, comprised of the Operational Plan
and Space Program, and Phase III, which includes site options, cost models, financing and
funding strategies, and a phasing plan, were put on hold in 2003 to focus on budget issues.
Staff will recommend that the Town proceed with the review of Phase II and the
implementation of Phase III when this item is discussed at the January 2005 Council
retreat.
3. Building Health and Safety Improvements - Project # 04-05
Completed
Budget: $40,000
Funding Source: GFAR
This project installed a permanent generator for the Service Yard. The portable generator,
which is currently located at the Service Yard, will be used to provide emergency power to
the Civic Center and Neighborhood Center at times of power failure.
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MAYOR AND TOWN COUNCIL
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: QUARTERLY REPORT ON CAPITAL IMPROVEMENT PROGRAM
NOVEMBER 29, 2004
4. Grant Funded Park Improvements - Project # 03-40
Budget: $722,167
Fund Source: Proposition 12 and Proposition 40 Allocations, Per Capita Grant and
Robert Z. Berg -Harris Grants
Two Acts were enacted by the voters of California to provide funds for specific parks and
trails facilities projects: Proposition 12, the California Safe Neighborhood Parks, Clean
Water Clean Air and Coastal Protection Act of 2000, and Proposition 40, the California
Clean Water, Clean Air, Safe Neighborhood Parks and Protection Act of 2002.
Both Propositions have designated funding under Per Capita and Roberti Z-Berg Harris
Grant Programs, of which the Town has secured its portion. These are not "competitive
grants," but have allocated amounts to each municipality based upon population size. A
detailed report about these grants will be presented to the Council at a future meeting.
5. Blossom Hill Park Bathroom Roof Replacement - Project # 04-50
To be completed in Spring 2005
Budget: $10,000
Funding Source: GFAR
This project will replace the roof of the bathroom at Blossom Hill Park. The roof is very
old and has been in need of replacement. Further patch work repairs would be ineffective.
6. FY 04-05 Curb, Gutter, and Sidewalk Replacement - Project # 04-17
Completed
Budget: $75,000
Funding Source: GFAR
This is ongoing work necessitated by the over growth of tree roots under curbs, gutters, and
sidewalks. This causes uplift of concrete, creating tripping hazards and preventing storm
water flow in the gutters. Over the past three years, the Town has spent over
$1 million dollars on replacement of damaged concrete. A detailed report on this program
will be presented to the Council on 12-6-04.
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MAYOR AND TOWN COUNCIL
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: QUARTERLY REPORT ON CAPITAL IMPROVEMENT PROGRAM
NOVEMBER 29, 2004
7. Town -Wide Infrastructure Needs Assessment - Project # 02-07
Underway, with implementation of the project by February 2005
Budget: $97,919
Funding Source: GFAR
The project is to inventory Town assets and to provide a system for managing the assets,
including providing information needed to prioritize future capital expenditures. Initial
work on this project is also intended to meet the obligation of the Town to satisfy new
Federal financial reporting requirements contained in GASB34. We will implement the use
of the following software modules: work order, citizen call center, fleet program, and GIS
map connection by early 2005.
8. Quito Road Bridge Replacement - Project # 01-12
On hold pending design and environmental review by Caltrans
Budget: $45,505
Funding Source: GFAR for Los Gatos portion of project
This project funds the replacement of two functionally obsolete bridges that span San
Tomas Aquino Creek along Quito Road.
The project is a joint effort between the Town of Los Gatos, the City of Saratoga, and the
Santa Clara Valley Water District with the City of Saratoga serving as the lead agency for
the project.
80% of the funding for the project is provided through the Federal Highway Bridge
Replacement and Rehabilitation (HBRR) Program, with the remaining 20% shared equally
between the three participating local agencies.
The City of Saratoga is the lead agency on this project and has informed the Town that the
project is currently going through its design and environmental review by Caltrans. There
are also right-of-way acquisitions that need to be secured for the project. For the time being
the project is still on hold pending the resolution of all these above issues.
9. Retaining Wall Repair and Replacements - Project # 04-26
Design underway with the construction anticipated in summer 2005
Budget: $225,000
Funding Source: GFAR
This project will repair and reconstruct failed retaining wall along Oak Hill Way near the
intersection of Grove Street. At this location we will also repair a failed roadway section
and improve the drainage system at this wall.
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MAYOR AND TOWN COUNCIL
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: QUARTERLY REPORT ON CAPITAL IMPROVEMENT PROGRAM
NOVEMBER 29, 2004
10. FY 2004-05 Street Repair and Resurfacing - Project # 04-16
Design underway with construction in summer 2005
Budget: $900,000
Funding Source: GFAR, Gas Tax
For the past three years the Town has allocated funds for improving the condition of all
roads in Los Gatos. The amount of work done includes 18 centerline miles of asphalt
overlay, 25 centerline miles of slurry, and 4 centerline miles of reconstruction. In total, this
work represents 46% of all the streets in the Town. The rehabilitation work that has gone
into the streets is reflected in achieving an overall Pavement Condition Index (PCI) of 72
from the rating of 64 in 2000. A detailed report regarding the annual street resurfacing will
be presented to the Council on 12-6-04.
11. Town Beautification Improvements - Project # 02-23
Ongoing
Budget: $25,000
Funding Source: GFAR
This fund is supporting the banner program, funded by Redevelopment Agency funds.
Other beautification projects, including a Gateway Project, are being discussed by staff and
the community. As these projects are readied for discussion, they will be brought to the
Council for recommended action.
12. Traffic Calming - Project # 02-08
Ongoing
Budget: $58,512
Funding Source: GFAR
There are currently three active projects:
Chirco/Placer Oaks - permanent project completion FY 2004-05 (install traffic circle).
WraightAvenue - permanent project completion FY 2004-05; recent vote and Council
approval (two-phase installation, center median at Highway 9 triangle, and permanent "No
Northbound Entry" at a later date, once Woodland Park Homes inhabited).
Longridge Road - permanent project completion FY 2004-05 (neighborhood vote
underway regarding combination center medians at each end of Longridge and one speed
hump mid -block).
Other project areas on project waiting list:
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MAYOR AND TOWN COUNCIL
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: QUARTERLY REPORT ON CAPITAL IMPROVEMENT PROGRAM
NOVEMBER 29, 2004
Massol Avenue - Almond Grove speeding and volumes
Kennedy Road - speeding
Several other neighborhoods have requested traffic calming and are awaiting review and
collection of traffic data by the Town Traffic Engineer before a determination can be made
if they qualify to be on the traffic calming project waiting list.
13. Safe Routes to School - Sidewalks - Project # 04-36
Grant Awarded and Project Completed
Budget: $300,000 - sidewalks (10% funded by Town)
Funding Source: Safe Routes To Schools Grant
The Town received a federal grant to install sidewalks at four locations around Town near
schools. The locations are Winchester Boulevard, north of Farley Road, Roberts Road,
between Fisher and George Streets, and Los Gatos Boulevard, two sites, one south of
Shannon Road and one south of Louise Van Meter School. This project has been well
received by the community and school district.
14. La Rinconada Park Trail Reconstruction - Project # 04-61
Construction to take place in summer 2005
Budget: $45,000
Funding Source: Grant, GFAR
The trail behind La Rinconada Park was damaged severely a few years ago due to winter
storms. A part of the washed out area has been fenced to protect the public and trail users.
The Town applied for and received grant funding from MTC for the repairs and
reconstruction of this trail which will take place in summer 2005.
15. Shannon Road Trail Construction - Project # 04-66
Construction to take place in summer 2005
Budget: $50,000
Funding Source: GFAR
The Town's trail and bikeway plan reflect placement of a trail along Shannon Road
connecting Hicks Road to Santa Rosa Drive. Staff has been working with several parties in
that area to secure proper easements to construct that trail. We anticipate that by early next
year, proper easements will be secured and work to begin by summer 2005.
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MAYOR AND TOWN COUNCIL
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: QUARTERLY REPORT ON CAPITAL IMPROVEMENT PROGRAM
NOVEMBER 29, 2004
16. Alley Improvements - Project # 04-65
Design is underway and the project will go out to bid in Early 2005.
Budget: $150,000
Funding Source: RDA
This project reconstructs five (5) alleys in the Johnson Avenue/Loma Alta Drive vicinity.
These alleys have been in bad condition for a long time due to poor surface, base, and lack
of proper storm drainage system. Since the new drainage system has to cross private
properties, staff has been working with residents to come up with a system that meets the
needs of the project and accommodates neighborhood issues. Depending on the outcome of
the final design, there may be the need for a budget adjustment on this project. Staff will
bring an update to the Council in the mid year budget adjustment if necessary.
17. Skateboard Park - Project # 04-53
Preliminary Design completed
Budget: $225,000 (increased due to additional donation)
Funding Source: Grant, Private donations
A site for the proposed Los Gatos skate park has been selected by the Council. This
location is the parking lot along Miles Avenue adjacent to Balzer Field. A preliminary plan
for the new skate park has been developed through a collaborative efforts of many
individuals and interested parties. The estimated cost for this skate park is $1,000,000. A
source of funds for a skateboard park include the Park Bond funds available through the
Proposition 12 Per Capita State Grant or the Robert Z. Berg -Harris Grant, of which
Town Council has allocated $125,000 for this project.
Additional funding from the City of Monte Sereno in the amount of $100,000 from
Proposition 40 Per Capita brings the project funding to date at $225,000. A pending
competitive grant from Proposition 40 Healthy Communities and Safe Parks funds will
cover the remaining cost to construct the skate park. The awards for that funding will be
announced by June, 2005. Additionally, private donations are anticipated for materials.
18. Wedgewood Avenue Storm Drain Improvements - Project # 04-21
Construction to start in Summer 2005
Budget: $100,000
Funding Source: GFAR
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MAYOR AND TOWN COUNCIL
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: QUARTERLY REPORT ON CAPITAL IMPROVEMENT PROGRAM
NOVEMBER 29, 2004
The project will install a storm drain system along Wedgewood Avenue from Mulberry
Drive to Wimbledon Drive. Currently, the area along the frontage of La Rinconada Golf
Course floods during the rainy season each year. The water flows down and through
Wedgewood Avenue and the adjacent streets. The project will also install curb, gutter and
sidewalk, in addition to the storm drain system. This project is funded jointly by the Town
and La Rinconada Country Club.
19. Mariposa Avenue/Santa Cruz Avenue Storm Drain Improvements -
Project # 04-20
Construction to take place in Spring 2005
Budget: $25,000
Funding Source: Storm Drain Basin Funds
The project will improve storm drain catch basins at the intersection of Mariposa Avenue
and Santa Cruz Avenue. The existing storm drain system constantly fails every year during
the rainy season and causes flooding at that intersection. The project will also install
underground storm drain pipes and repair areas around the intersection.
20. West Valley Cities Dog Park - Town Contribution -Project # 04-67
Ongoing
Budget: $25,000
Funding Source: Grant
This project funds the construction of a dog park on Campbell Avenue close to the border
of Los Gatos and Campbell near the percolation ponds. Los Gatos has budgeted $25,000
of its Proposition 12/40 funds to support the project. Staff is currently working with the
lead state agency to complete the Proposition 12/40 funding agreement for the project.
21. Neighborhood Center Fresh Air Exchange -Project # 04-31
Construction to begin by Spring 2005
Budget: $50,000
Funding Source: GFAR
This project is necessary because currently there is no fresh air exchange serving the
second floor of the Neighborhood Center. Full and complete fresh air is necessary to
eliminate current issues with odor and potential health problems. This project will
provide a comfortable and safe environment for the public and the staff.
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MAYOR AND TOWN COUNCIL
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: QUARTERLY REPORT ON CAPITAL IMPROVEMENT PROGRAM
NOVEMBER 29, 2004
22. Safe Routes to School Speed Radar Board -Project # 04-46
The Town was not awarded the 2004 grant.
Budget: $ 155,000
Funding Source: Grant
This project is to install eight radar speed display boards in the vicinity of schools. These
radar boards would inform oncoming traffic of their speed as well as post the speed limit.
These visual aids have proved effective in slowing traffic and creating a safer
environment for school children. The Town did not make the final list to receive this
grant for FY 04-05. However, staff will pursue future grant funding opportunities for this
important safety project.
23. Roberts Road Bridge Replacement -Project # 04-68
Future design pending.
Budget: $ 45,000
Funding Source: GFAR
This project would replace a functionally obsolete and structurally unsound bridge at
Roberts Road. Because of the narrowness of the bridge, it can allow one lane traffic with
no pedestrian access. As part of their bridge review report, Caltrans has listed this bridge
as structurally deficient including the foundation. Council approved closure of the
bridge, which will take place in January 2005. If directed by the Council, staff will
pursue grant funding for replacement of this bridge.
24. Santa Cruz Avenue Resurfacing -Project # 04-13
Design underway with construction planned for Summer 2005
Budget: $ 1,140,000
Funding Source: RDA
This project will repair and resurface Santa Cruz Avenue from Main Street to Highway 9.
Over the past year, staff has been working with merchants, residents, and other interested
parties to explain the project and receive input regarding details such as traffic handling
during the construction period. It has been decided by the Council that the project would
be done in the most expeditious manner, in a 4 to 5 week time frame in summer of 2005.
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MAYOR AND TOWN COUNCIL
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: QUARTERLY REPORT ON CAPITAL IMPROVEMENT PROGRAM
NOVEMBER 29, 2004
25. Santa Cruz Avenue / Wood Road Gateway -Project # 04-42
Design to begin in early 2005
Budget: $ 50,000
Funding Source: RDA
This project will construct a gateway at the intersection of Santa Cruz Avenue and Wood
Road. The concept plan for this project was approved by the Council last year and
authorization given for the design of the project. The construction costs will be
programmed in upcoming years. Grant funding has been applied for from MTC in their
Transportation for Livable Communities (TLC) program.
26. Oak Meadow Park Trellis Construction -Project # 04-27
Design underway with construction in spring 2005Budget: $ 75,000 (increased from
$45, 000)
Funding Source: Grant
This project will build a trellis at the old bandstand location in Oak Meadow Park. The
project also includes installing park benches and picnic tables in the area and a sidewalk
to access the site (a requirement of Proposition 12/40 funding). The Town is pursuing
additional private funding and other contributions for this project. A portion of the
Proposition 12/40 grant funding was designated for the Oak Meadow Park Trellis
Construction ($45,000), however, in order to make the new trellis site ADA compliance,
additional work and materials are needed which have increased this project cost to an
estimated $75,000. Staff recommends utilizing the Proposition 12 Roberti Z Berg -Harris
Matching grant as donated services have been received for design and are expected
during installation.
27. Civic Center HVAC System Renovation
Construction to begin by Spring 2005
Budget: $ 350,000 (new)
Funding Source: Building Maintenance Fund
This project will replace the Civic Center air conditioning chiller cooling tower and
repair/upgrade various air handling equipment. These essential components comprise the
"heart" of the system used to provide heated, conditioned and fresh air to the entire Civic
Center. All of these components are between twenty and forty years old, well beyond their
useful life span. In order to address imminent system failure, replacement should be
accomplished before outside temperatures increase.
PAGE 11
MAYOR AND TOWN COUNCIL
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: QUARTERLY REPORT ON CAPITAL IMPROVEMENT PROGRAM
NOVEMBER 29, 2004
Over the years, this system has been repaired. The installation of a new boiler in FY 2002-
03 has greatly improved the heating capacity. However, the older components are working
below capacity, and are not in "sync" with the new boiler. It is not prudent or cost
effective to continue patching and repairing this failing system. These proposed upgrades
will bring the HVAC system into an efficient working order and will reduce ongoing
operations energy costs. The Building Maintenance Fund (6690) has a balance of
$493,000. This project is estimated to cost $350,000 including design, procurement and
installation. If approved by Council, a budget adjustment would transfer funds from the
Building Maintenance Fund for this project.
FISCAL IMPACT:
Each project listed in this report has a budgeted source of funds which has been approved
by Council. These sources include grants, GFAR, gas tax, and other special use funds. Two
budget adjustments would be required as reflected in the attached resolution. One is for the
HVAC improvements at Civic Center to be funded by transferring $350,000 from the Building
Maintenance Fund (6690) and for the Oak Meadow Park trellis construction to be funded by a
grant for $30,000 from Proposition 12 Roberti Z Berg -Harris funds.
Attachments:
1. CIP Project Tracking Schedule
2. Resolution to authorize mid -year budget adjustments
RESOLUTION 2004-147
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS AUTHORIZING A MID -YEAR ADJUSTMENT OF
$350,000 FROM THE BUILDING MAINTENANCE FUND (6690) TO REPLACE THE CIVIC
CENTER HVAC SYSTEM DURING FY2004-05 AND A MID -YEAR ADJUSTMENT OF
$30,000 FROM THE PROPOSITION 12 ROBERTI Z BERG-HARRIS FUND FOR THE OAK
MEADOW TRELLIS PROJECT
WHEREAS, the Town Council has considered and reviewed the first quarterly report
of 2004-05 Capital Improvement Report; and
WHEREAS, a mid -year budget adjustment in the amount of $350,000 is needed from
the Building Maintenance Fund (6690) to replace the Civic Center HVAC System and to
repair/upgrade various air handling equipment; and
WHEREAS, the proposed upgrades will bring the HVAC system in an efficient
working order and reduce ongoing energy costs.
WHEREAS, a second mid -year budget adjustment in the amount of $30,000 is needed
for the Oak Meadow Park Trellis Project to be funded by a grant.
NOW THEREFORE BE IT RESOLVED, that the Town Council of the Town of Los
Gatos authorize a mid -year budget adjustment in the amount of $350,000 from the Building
Maintenance Fund (6690) to include design, procurement, and installation of the HVAC
cooling system, and a second mid -year budget adjustment in the amount of $30,000 for the
Oak Meadow Park Trellis Project to be funded by a grant from Proposition 12 Roberti Z Berg -
Harris funds.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 6th day of December, 2004 by the following vote.
COUNCIL MEMBERS:
AYES: Steve Glickman, Diane McNutt, Joe Pirzynski, Barbara Spector,
Mayor Mike Wasserman
NAYS:
ABSENT:
ABSTAIN:
None
None
None
SIGNED: /s/ Mike Wasserman
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST: /s/ MarLyn J. Rasmussen
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA