14a Staff Report - Quarterly Report on Capital Improvement Program
DATE: TO: FROM: SUBJECT: MEETING DATE: 12/6/04 ITEM NO. I 'f 4-COUNCIL/AGENCY AGENDA REPORT NOVEMBER 29,2004 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 200405 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 ofFY 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. a&L PREPARED BY: OHNCUrnS"'<.J . . irector ofParks & Public Works N:\B&E\COUNCIL REPORTS\CIPFY04-05.QuarterReport.firstquarter.126
04.revised 2.wpd Reviewed by: D Assistant Town Manager -) UTown Attorney Clerk Administrator __Community Development Revised: 12/2/04 5:22 pm Reformatted: 5/30/02
PAGE 2 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 ofFY 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 I). 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 ofADA ramps at each end ofthis 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 proj ect
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.
PAGE 3 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
of2000, and Proposition 40, the California Clean Water, Clean Air, Safe Neighborhood Parks and Protection Act of2002. Both Propositions have designated funding 1;lllder 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. 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
patchwork 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.
PAGE 4 MAYOR AND TOWN COUNCIL CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY SUBJECT: OUARTERLY REPORT ON CAPITAL IMPROVEMENT PROGRAM NOVEMBER 29,2004 7. Town-Wide Infrastructure Needs
Assessment -rroject # 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 oftwo 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 proj ect. 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 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.
PAGE 5 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 ofwork 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) of72 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 proj ects, including
a Gateway Proj ect, 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: ChircolPlacer Oaks -permanent project completion FY 2004-05 (install
traffic circle). Wraight Avenue -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:
PAGE 6 MAYOR AND TOWN COUNCIL CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY SUBJECT: QUARTERLY REPORT ON CAPITAL IMPROVEMENT PROGRAM NOVEMBER 29, 2004 MassolAvenue -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 ifthey 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 (l0% 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 ofFarley 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 ofa 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.
PAGE 7 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/Lorna
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, staffhas 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 budgetadjustment on this project. Staffwill 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 lotalong 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 ofMonte 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 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
PAGE 8 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 ImprovementsProject # 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 at that intersection. The proj ect 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.
PAGE 9 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 can allow one lane traffic with no pedestrian access. As part oftheir 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, staffwill 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 of2005.
PAGE 10 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 (increasedfrom $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 ofthe 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. 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 200203 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) a balance of $493,000. This project is estimated to cost $350,000 including
design, procurement and installation. If approved by COlffiCil, 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 fimded 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. Attaclunents: 1. CIP Project Tracking Schedule 2.
Resolution to authorize mid-year budget adjustments
RESOLUTION RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS AUTHORIZING AMID-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 of2004-05 Capital Improvement Report; and WHEREAS, amid-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 ofthe Town of Los Gatos authorize 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 BergHarris funds. PASSED AND ADOPTED at a regular meeting of the Town Council ofthe Town of Los
Gatos, California, held on the day of , 2004 by the following vote. COUNCIL MEMBERS: AYES: NAYS: ABSENT: ABSTAIN: SIGNED: MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA