Capitola City Council
April 25, 2024

REVISED 4/23/2024 4:20 PM
City of Capitola
City Council Meeting Agenda
Thursday, April 25, 2024 – 6:00 PM
City Council Chambers
420 Capitola Avenue, Capitola, CA 95010
Mayor: Kristen Brown
Vice Mayor: Yvette Brooks
Council Members: Joe Clarke, Margaux Morgan, Alexander Pedersen Closed Session – 5:30 PM
Closed Sessions are not open to the public and held only on specific topics allowed by State Law (noticed below). An announcement regarding the items to be discussed in Closed Session will be made in the City Hall Council Chambers prior to the Closed Session. Members of the public may, at this time, address the City Council on closed session items only. There will be a report of any final decisions in City Council Chambers during the Open Session Meeting.
i. CONFERENCE WITH LABOR NEGOTIATORS (Gov. Code § 54957.6) Negotiator: Mark Wilson, Labor and Employment Practice, Burke, Williams, & Sorensen, LLP Employee Organizations: Association of Capitola Employees, Police Officers Association, MidManagement Employees, Confidential Employees, Police Captains, and Management ii. CONFERENCE WITH LEGAL COUNSEL—LIABILITY CLAIMS (Gov. Code § 54956.95) 1) Mark and Nancy Nicholson
Claim against the City of Capitola
iii. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Gov’t Code § 54956.8) Property: Capitola Wharf Buildings, 1400 Wharf Road (APN: 034-072-01) City Negotiator: Jamie Goldstein, City Manager
Negotiating Parties: JFS Incorporated (dba Capitola Boat and Bait) Under Negotiation: Price and terms of payment
Regular Meeting of the Capitola City Council – 6 PM
All correspondence received prior to 5:00 p.m. on the Wednesday preceding a Council Meeting will be distributed to Councilmembers to review prior to the meeting. Information submitted after 5 p.m. on that Wednesday may not have time to reach Councilmembers, nor be read by them prior to consideration of an item.

1. Roll Call and Pledge of Allegiance
Council Members Joe Clarke, Margaux Morgan, Alexander Pedersen, Yvette Brooks, and Mayor Kristen Brown.

2. Additions and Deletions to the Agenda

3. Presentations
Presentations are limited to eight minutes.

A. Presentations of Certificates of Recognition to Capitola Local Government Academy Participants
B. Introduction of Finance Department Account Clerk Kathryn Haney 1 City Council Meeting Agenda – April 25, 2024
City of Capitola Page 2

4. Report on Closed Session

5. Additional Materials
Additional information submitted to the City after distribution of the agenda packet.

A. Item 9A - Correspondence Received

6. Oral Communications by Members of the Public
Oral Communications allows time for members of the Public to address the City Council on any “Consent Item” on tonight’s agenda, or on any topic within the jurisdiction of the City that is not on the “General Government/Public Hearings” section of the Agenda. Members of the public may speak for up to three minutes, unless otherwise specified by the Mayor. Individuals may not speak more than once during Oral Communications. All speakers must address the entire legislative body and will not be permitted to engage in dialogue. A maximum of 30 minutes is set aside for Oral Communications.

7. Staff / City Council Comments
Comments are limited to three minutes.

8. Consent Items
All items listed as “Consent Items” will be enacted by one motion in the form listed below. There will be no separate discussion on these items prior to the time the Council votes on the action unless members of the City Council request specific items to be discussed for separate review. Items pulled for separate discussion will be considered following General Government. Note that all Ordinances which appear on the public agenda shall be determined to have been read by title and further reading waived.

A. City Council Meeting Minutes
Recommended Action: Approve minutes from the regular meeting on April 11, 2024.

B. City Check Registers
Recommended Action: Approve check registers dated March 22, 2024, March 29, 2024, April 5, 2024, and April 12, 2024.

C. Liability Claims Against the City of Capitola
Recommended Action: Deny liability claim submitted by Mark and Nancy Nicholson.

D. Setting Mobile Home Park Rent Stabilization Anniversary Date Recommended Action: Adopt a resolution establishing July 1 as the anniversary date for rent increases for mobile home parks pursuant to Capitola Municipal Code Chapter 2.18 Mobile Home Park Rent Stabilization.

E. Agreement for Auditing Services
Recommended Action: Authorize the City Manager to execute a five-year agreement for professional auditing services with Chavan & Associates, LLP, certified public accountants, to conduct the 2023-24 through 2027-28 fiscal year audits and required reports in an amount not to exceed $51,000 annually, for a total contract amount not to exceed $255,000.

F. Opposition to the California Taxpayer Protection and Government Accountability Act Recommended Action: Adopt a resolution opposing Initiative #21-0042A1, the California Taxpayer Protection and Government Accountability Act.

G. Surplus Land Declaration
Recommended Action: Adopt a resolution declaring a portion of Monterey Park, comprising approximately 4,284 square feet, to be exchanged for a portion of New Brighton Middle School, 2 City Council Meeting Agenda – April 25, 2024
City of Capitola Page 3
comprising approximately 5,592 square feet, by and between the City of Capitola and the Soquel Union Elementary School District, as exempt surplus land pursuant to California Government Code §§ 54221 (f)(1)(C) and 54221 (f)(1)(D).

Environmental Determination: Categorically exempt pursuant to State CEQA Guideline §15312.

9. General Government / Public Hearings
All items listed in “General Government / Public Hearings” are intended to provide an opportunity for public discussion of each item listed. The following procedure pertains to each General Government item: 1) Staff explanation; 2) Council questions; 3) Public comment; 4) Council deliberation; 5) Decision.

A. City Hall Needs Assessment
Recommended Action: Receive presentation from Group 4 Architecture on the findings of Phase 1 of the City Hall Needs Assessment and Alternatives Analysis.

B. Jade Street Park UA Playground Project
Recommended Action: Authorize the City Manager to execute Amendment 1 to the Professional Services Agreement with Verde Design in the amount of $107,030 for final Plans, Specifications, and Estimates for the Jade Street Park Universally Accessible Playground Project.

10. Adjournment - The next regularly scheduled City Council meeting is on May 9, 2024, at 6:00 PM.
_____________________________________________________
How to View the Meeting
Meetings are open to the public for in-person attendance at the Capitola City Council Chambers located at 420 Capitola Avenue, Capitola, California, 95010.

Other ways to Watch:

Spectrum Cable Television channel 8
City of Capitola, California YouTube Channel
To Join Zoom Application or Call in to Zoom:

Meeting
link: https://us02web.zoom.us/j/83328173113?pwd=aVRwcWN3RU03Zzc2dkNpQzRWVXAydz09 Or dial one of these phone numbers: 1 (669) 900 6833, 1 (408) 638 0968, 1 (346) 248 7799 Meeting ID: 833 2817 3113
Meeting Passcode: 678550
How to Provide Comments to the City Council
Members of the public may provide public comments to the City Council in-person during the meeting.

If you are unable to attend in-person, please email your comments to [email protected] and they will be included as a part of the record for the meeting. Please be aware that the City Council will not accept comments via Zoom.

Notice regarding City Council: The City Council meets on the 2nd and 4th Thursday of each month at 6:00 p.m. in the City Hall Council Chambers located at 420 Capitola Avenue, Capitola.

Agenda and Agenda Packet Materials: The City Council Agenda and the complete Agenda Packet are available for review on the City’s website: and at Capitola City Hall prior to the meeting. Need more information? Contact the City Clerk’s office at 831-475-7300. 3 City Council Meeting Agenda – April 25, 2024
City of Capitola Page 4
Agenda Materials Distributed after Distribution of the Agenda Packet: Pursuant to Government Code §54957.5, materials related to an agenda item submitted after distribution of the agenda packet are available for public inspection at the Reception Office at City Hall, 420 Capitola Avenue, Capitola, California, during normal business hours.

Americans with Disabilities Act: Disability-related aids or services are available to enable persons with a disability to participate in this meeting consistent with the Federal Americans with Disabilities Act of 1990. Assisted listening devices are available for individuals with hearing impairments at the meeting in the City Council Chambers. Should you require special accommodations to participate in the meeting due to a disability, please contact the City Clerk’s office at least 24 hours in advance of the meeting at 831-475-7300. In an effort to accommodate individuals with environmental sensitivities, attendees are requested to refrain from wearing perfumes and other scented products.

Si desea asistir a esta reunión pública y necesita ayuda - como un intérprete de lenguaje de señas americano, español u otro equipo especial - favor de llamar al Departamento de la Secretaría de la Ciudad al 831-475-7300 al menos tres días antes para que podamos coordinar dicha asistencia especial o envié un correo electrónico a [email protected].

Televised Meetings: City Council meetings are cablecast “Live” on Charter Communications Cable TV Channel 8 and are recorded to be rebroadcasted at 8:00 a.m. on the Wednesday following the meetings and at 1:00 p.m. on Saturday following the first rebroadcast on Community Television of Santa Cruz County (Charter Channel 71 and Comcast Channel 25). Meetings are streamed “Live” on the City’s website at by clicking on the Home Page link “Meeting Agendas/Videos.” Archived meetings can be viewed from the website at any time. 4 1
Gautho, Julia
From: Mick <[email protected]>
Sent: Friday, April 19, 2024 5:48 PM
To: City Council
Subject: Agenda item - City hall needs assessment
Follow Up Flag: Follow up
Flag Status: Flagged
City Hall needs assessment
Mayor and Council Members,
Prior to determining the possible expansion of city hall facilities, please authorize a management audit to determine if staffing levels are appropriate. To my knowledge, no management audit has been undertaken since Jamie was appointed city manager. Determining if staffing levels are appropriate through a management audit seems to be a logical step prior to determining what the needs of city hall might be.

Mick Routh
Capitola
Sent from my iPhone
5 Item 5 A.
1 Gautho, Julia
From: Janet Edwards <[email protected]>
Sent: Tuesday, April 23, 2024 3:31 PM
To: City Council
Subject: City council meeting 4-25-24
Attachments: Sidewalk project.docx
Please include my report on parking in and around the city building for handicap people in reference to adding a sidewalk in the parking lot on the end away from City Hall. It also includes some comments about finding and using the elevator.

Thank you
Janet Edwards
part of the E&D TAC (Elderly & Disabled Transportation Advisory Committee) part of the county Regional Transportation Commission
6 Item 5 A.

Adding a Sidewalk to the Upper Lot Parking Area behind the City Hall Building December 2023

1. The proposed sidewalk is on a secƟon of land that is very steep. It would be helpful if the sidewalk would have less slope than the current driveway. I was able to get up the driveway in my electric wheelchair but I am not sure if a person in a manual wheelchair would be able to get up the driveway without assistance.

2. The upper lot has no handicapped parking at all. There currently are two spaces for electric vehicle charging. How did this happen, NO handicap parking at all. Just so you know when a person uses their own car they have to choose which side of the car to get in and out of. There is no switching between driver or passenger sides, I use a ramp, but when I had my two door car, it was almost impossible to change sides and then only if someone came with me. What this means is that I have to find a parking space where I can get out of the correct side. I can only use about one-half of all handicap parking spaces. You must have handicap parking spaces in pairs giving people the opƟon of which way they can get out of their vehicle. Backing a large van or other vehicle into a space is difficult, think about how a regular person backs up, you put one arm across the seat and one hand on the wheel. I cannot do that, I must have one hand on the wheel and one hand on the hand controls that control the gas and brake. I rely mostly on my mirrors to see behind me. Also if I want to get into my “trunk” there has to be space for my chair to get between the trunk and any obstrucƟon to the back, like a pole or a wall. Parking backwards is not a good thing for me.

3. Driving up the lot entrance from behind the city hall building is very steep and a wheelchair would have a difficult Ɵme going up that even in an electric wheelchair. I did go up the sidewalk on the right side but it was difficult. When I got there, no curb cut was at the top and only a very small space was available to turn around. A person in a manual chair would have a difficult Ɵme going up or down that sidewalk as it is very steep. With my electric chair it was fairly easy but sƟll scary as it is narrow. I suggest that you put up a sign near that sidewalk on the lower end telling people in a wheelchair where to go to get to the upper lot.

If I parked in the upper lot and wanted to go down to city hall building for the first Ɵme choosing the driveway is bad and the sidewalk is also inaccessible. There are no signs that point to the ramp that goes down to the back of the city hall building. When I was there several cars covered the entrance and I could not find the way down, except for the help of a great city staffer who showed me the way. She had come out of a meeƟng for a break so one could not expect a person to be on duty all the Ɵme to direct people. A sign needs to be there to show the way down to the base of the city hall building. (Maybe two signs, one by the ramp and one near the roadway entrance.)

4. If a person wanted to go to the upper lot from the city hall building there are no signs telling anyone that you need to take the elevator or a map direcƟng them to go that way. A map would be a good idea for everyone as it might help people who pull into the parking area in front of city hall and get direcƟons for more parking if that lot was full. It should include Parking this way and walking and handicap this way with an arrow.

5. The elevator is also a problem, it is easy to get into it, but I cannot turn around in it. So that means that I might have a problem reaching the buƩons to press. The elevator might go to the next floor automaƟcally but maybe not. I am fairly able to reach buƩons but someƟmes not. I did not go in the elevator by myself so I do not know. If I was a person with more limited mobility, like a quadriplegic 7 Item 5 A.
person went in they would almost definitely not be able to reach the buƩons. Oh so I should go in backwards into the elevator, that may or may not work, it depends on how fast the door closes. The night I was there it tried to close on me when I was geƫng out of the elevator so that I got hit by the door. In addiƟon I might not be able to reach the buƩons facing forward and a quadriplegic person might night as well.

6. Just so you know the lower lot does have 5 handicap spaces and they are all on asphalt but someƟmes if I can find the right spot I might park in regular space if the handicap spaces are full. But almost all the parking spaces in that lot are on some sort of metal with plant debris in them, I would not park in one of these spaces for fear of geƫng stuck and/or tearing up my wheels.

Thank you so much for asking and receiving this informaƟon, it is so much beƩer to do some handicap changes when you are doing another project. I am always willing to come out and see any project and show you my special issues when it comes to a wheelchair.

Janet Edwards
From E&D TAC(Elderly & Disabled TransportaƟon Advisory CommiƩee of the Santa Cruz Country Regional TransportaƟon Commission)
8 Item 5 A.

Capitola City Council
Agenda Report
Meeting: April 25, 2024
From: City Manager Department
Subject: City Council Meeting Minutes
Recommended Action: Approve minutes from the regular meeting on April 11, 2024.

Background: Attached for City Council review and approval are the draft minutes from the regular City Council meeting on April 11, 2024.

Attachments:

1. Regular Meeting Minutes
Report Prepared By: Julia Gautho, City Clerk
Approved By: Jamie Goldstein, City Manager
9 Item 8 A.

City of Capitola
City Council Meeting Minutes
Thursday, April 11, 2024 – 6:00 PM
City Council Chambers
420 Capitola Avenue, Capitola, CA 95010
Mayor: Kristen Brown
Vice Mayor: Yvette Brooks
Council Members: Joe Clarke, Margaux Morgan, Alexander Pedersen Closed Session – 5:15 PM
i. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Gov’t Code § 54956.8) Property: Capitola Wharf Buildings, 1400 Wharf Road (APN: 034-072-01) City Negotiator: Jamie Goldstein, City Manager
Negotiating Parties: JFS Incorporated (dba Capitola Boat and Bait) Under Negotiation: Price and terms of payment
Regular Meeting of the Capitola City Council – 6 PM

1. Roll Call and Pledge of Allegiance – The meeting was called to order at 6:00 PM. In attendance: Council Members Clarke, Morgan, Pedersen, Brooks, and Mayor Brown.

2. Additions and Deletions to the Agenda – None

3. Presentations
A. Robert Seals performed an original song, “Capitola Village Sunday.” The Mayor declared that “Capitola Village Sunday” shall be the City of Capitola’s official song.

4. Report on Closed Session – The City Council met and discussed one item on the Closed Session Agenda. No reportable action was taken.

5. Additional Materials
A. One email was received relating to Item 9B.

6. Oral Communications by Members of the Public
 Alex Fowler
 Goran Klepic
 Nick Hart
 Kory Asfour
 Kyle Josephson
 Marilyn Garrett
 Kyle

7. Staff / City Council Comments
 Council Member Morgan congratulated staff on the Bcycle Docking Station ribbon cutting event and encouraged the public to use this new service.  Vice Mayor Brooks requested that staff ensure that feminine hygiene dispensers are filled regularly; that staff respond to public comments about the Pump Track; that staff provide 10 Item 8 A.

City Council Meeting Minutes – April 11, 2024
City of Capitola Page 2
information to the City Council about receiving a Sister City designation; that staff affirm that the City Council can use City Council Training funds to buy branded gear; and recognized the Mayor for her contributions to the RTC at the RTC Groundbreaking Event on April 11th.  The City Manager addressed the Pump Track requests by informing the City Council that it will be brought back during the Budget process.
 Mayor Brown congratulated Recreation staff on the CSLSA Event that is being held in Capitola.

8. Consent Items
A. City Council Meeting Minutes
Recommended Action: Approved minutes from the regular meeting on March 28, 2024.

B. COE Bylaws & FY 2023-25 Goals
Recommended Action: Adopt a resolution adopting amended Commission on the Environment Bylaws and approved the list of Commission on the Environment Goals for FY 2023-25.

C. Pedestrian Pathway from the Upper Beach and Village Parking Lot to Monterey Avenue Recommended Action: Approved the plans, specifications, and construction budget of $370,000 for a Pedestrian Pathway from the Upper Beach and Village Parking Lot to Monterey Avenue; approved the Coastal Development Permit; and authorized the Department of Public Works to advertise for construction bids.

Vice Mayor Brooks pulled Item 8B and requested that the Commission on the Environment provide a City Council presentation at a future meeting.

Motion to approve Items 8A and 8C: Vice Mayor Brooks
Second: Council Member Morgan
Voting Yea: Council Members Clarke, Morgan, Pedersen, Brooks, and Mayor Brown

9. General Government / Public Hearings
A. Potential Ballot Measures
Recommended Action: Provided staff direction regarding potential tax measure(s) for placement on the November 5, 2024, General Election Ballot.

Chloe Woodmansee, Assistant to the City Manager, presented the staff report.

Public Comments:
 Marilyn Garrett
The City Council provided direction to staff to prepare a ballot measure replacing Measure F with a half-cent sales tax for the length of 10 years beginning in January 2025, and requested staff to research and refer to other agency measure language to ensure Capitola’s measure is competitive to voters.

B. Wharf Resiliency and Public Access Project Update
Recommended Action: Adopted Resolution No. 4361 amending the FY 2023-24 Adopted Budget to allocate an amount not to exceed $430,000 in funding for the Wharf Project for additional project expenditures.

Public Works Director Kahn presented the staff report.

Public Comments:
 Gerry Jensen
 Carin Hanna
11 Item 8 A.

City Council Meeting Minutes – April 11, 2024
City of Capitola Page 3
 Marilyn Garrett
The City Council directed staff to reduce utility hookups to two, remove vehicle runners from the current project scope, add wood cladding to the restroom, and add $50,000 to the project budget to cover contingency costs from the Facilities Reserve Fund.

Motion to amend the FY 2023-24 Budget to increase the Wharf Project budget by $480,000: Vice Mayor Brooks
Second: Mayor Brown
Voting Yea: Council Members Clarke, Morgan, Brooks, and Mayor Brown Voting Nay: Council Member Pedersen

10. Adjournment – Adjourned at 8:00 PM. The next regularly scheduled City Council meeting is on April 25, 2024, at 6:00 PM.
____________________________
ATTEST: Kristen Brown, Mayor
____________________________
Julia Gautho, City Clerk
12 Item 8 A.

Capitola City Council
Agenda Report
Meeting: April 25, 2024
From: Finance Department
Subject: City Check Registers
Recommended Action: Approve check registers dated March 22, 2024, March 29, 2024, April 5, 2024, and April 12, 2024.

Account: City Main
Date Starting Check # Ending Check # Payment
Count Amount
03/22/2024 105736 105789 54 $ 1,188,296.26
03/29/2024 105790 105846 65 $ 343,294.69
04/05/2024 105847 105907 62 $ 288,670.46
04/12/2024 105908 105961 59 $ 233,277.59
The main account check register dated March 15, 2024, ended with check #105735.

Account: Payroll
Date Starting
Check/EFT #
Ending
Check/EFT #
Payment
Count Amount
03/22/2024 24557 24668 112 $ 198,658.81
03/29/2024 5859 5859 1 $ 2,411.28
04/05/2024 24669 24783 115 $ 195,630.32
04/12/2024 - - - -
The payroll account check register dated March 08, 2024, ended with EFT #24556.

Following is a list of payments issued for more than $10,000 and descriptions of the expenditures:

Check/
EFT Issued to Dept Description Amount
105743 Cushman Contracting Corp
Escrow PW February Wharf Project Retainer $ 48,763.50
105744 Cushman Contracting
Corporation PW February Wharf Resiliency and Public Access Project $ 926,506.47 105745 EMC Research Inc CM Quantitative Research –
Polling for Tax Measure $ 12,000.00
105756 Kimley Horn And
Associates Inc PW Bay Ave / Hill St Intersection Analysis Services $ 15,530.00 105763 Pacific Gas & Electric PW March Utilities $ 20,390.73 105768 Santa Cruz Regional 911 PD
FY23/24 Q4 Operating
Contribution & Capital/Debt
Service
$ 123,680.95
13 Item 8 B.
105802 Burke Williams & Sorensen
LLP CM February Legal Services $ 51,760.42
105812 Kimley Horn And
Associates Inc PW
Upper Pac Cove Sidewalk
Project Design Services
through 2/29/24
$ 41,366.30
105828 Second Harvest Food
Bank CDD 21-CDBG-NH-20010 July -December $ 42,743.99
1688 Wells Fargo Bank Fin February Credit Card Charges $ 10,306.77 1690 CalPERS Member
Services Division CM PERS Contributions PPE 3/16/24 $ 65,115.92 1691 Employment Development
Department CM State Taxes PPE 3/16/24 $ 11,332.31
1692 Internal Revenue Service CM Federal Taxes & Medicare PPE 3/16/24 $ 37,586.66
105859 Clean Building
Maintenance Co. PW Janitorial Services $ 19,349.84
105880 McKim Corporation PW
Capitola Road Pavement
Rehabilitation Project
Retention Release
$ 80,060.04
105891 Santa Cruz County Dept of
Public Works PW
FY23/24 Household
Hazardous Waste Program
Cost Sharing
$ 32,961.00
1689 CalPERS Health Insurance CM April Health Insurance $ 80,993.28 105915 Boone Low Ratliff
Architects Inc PW March Community Center Design Services $ 13,903.04 105922 Earthworks Paving
Contractors Inc PW 2012 CAT 304 E Excavator $ 32,800.00 1697 CalPERS Member
Services Division CM PERS Contributions PPE 3/30/24 $ 64,786.63 1698 Employment Development
Department CM State Taxes PPE 3/30/24 $ 10,214.14
1699 Internal Revenue Service CM Federal Taxes & Medicare PPE 3/30/24 $ 34,341.72
Attachments:

1. 03-22-24 Check Register

2. 03-29-24 Check Register

3. 04-05-24 Check Register

4. 04-12-24 Check Register
Report Prepared By: Luis Ruiz, Accountant I
Reviewed By: Julia Gautho, City Clerk and Jim Malberg, Finance Director Approved By: Jamie Goldstein, City Manager
14 Item 8 B.
15 Item 8 B.
16 Item 8 B.
17 Item 8 B.
18 Item 8 B.
19 Item 8 B.
20 Item 8 B.
21 Item 8 B.
22 Item 8 B.
23 Item 8 B.
24 Item 8 B.
25 Item 8 B.
26 Item 8 B.
27 Item 8 B.
28 Item 8 B.
29 Item 8 B.
30 Item 8 B.
31 Item 8 B.
32 Item 8 B.
33 Item 8 B.
34 Item 8 B.
35 Item 8 B.
36 Item 8 B.
37 Item 8 B.
38 Item 8 B.
39 Item 8 B.
40 Item 8 B.
41 Item 8 B.
42 Item 8 B.
43 Item 8 B.
44 Item 8 B.
45 Item 8 B.
46 Item 8 B.
47 Item 8 B.
48 Item 8 B.
49 Item 8 B.

Capitola City Council
Agenda Report
Meeting: April 25, 2024
From: Community Development Department
Subject: Setting Mobile Home Park Rent Stabilization Anniversary Date Recommended Action: Adopt a resolution establishing July 1 as the anniversary date for rent increases for mobile home parks pursuant to Capitola Municipal Code Chapter 2.18 Mobile Home Park Rent Stabilization.

Background: On May 25, 2023, the City Council established mobile home rent stabilization regulations through Ordinance Nos. 1059 and 1060, codified in the Capitola Municipal Code as Chapter 2.18.

Discussion: Capitola Municipal Code Chapter 2.18: Mobile Home Rent Stabilization sets parameters for rent control regulations. CMC Section 2.18.060 specifies that the City Council shall establish an anniversary date for all rent increases unless the space or park is exempt by law. Mobile home park owners are required to post the anniversary date in the park office or areas where it can easily be seen by homeowners.

To ensure Chapter 2.18 is uniformly applied, the City should establish a specific anniversary date of rent increases within the City. The rent stabilization ordinance went into effect in June of 2023. The resolution in Attachment 1 establishes a July 1 anniversary date for rent increases. Mobile home park owners must continue to comply with provisions of California’s Mobile Home Residency Law for instituting rent increases, including Civil Code section 798.30, which requires at least 90 days’ notice prior to imposing a rent increase.

Fiscal Impact: N/A
Attachments:

1. Resolution
Report Prepared By: Katie Herlihy, Community Development Director Reviewed By: Julia Gautho, City Clerk; Samantha Zutler, City Attorney Approved By: Jamie Goldstein, City Manager
50 Item 8 D.

RESOLUTION NO. _____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAPITOLA

SETTING FORTH THE ANNIVERSARY DATE FOR RENT INCREASES FOR MOBILE HOME PARKS PURSUANT TO CAPITOLA MUNICIPAL CODE SECTION 2.18.060 WHEREAS, on May 25, 2023, the City of Capitola City Council established mobile home rent stabilization regulations through Ordinance Nos. 1059 and 1060, codified in the Capitola Municipal Code as Chapter 2.18.

WHEREAS, Section 2.18.060 specifies that the City Council shall establish an anniversary date for all rent increases, unless the space or park is exempt by law.

WHEREAS, mobile home park owners are required to post the anniversary date in the park office or areas where it can easily be seen by homeowners.

WHEREAS, in order to ensure Chapter 2.18 is uniformly applied, the City Council is setting forth July 1 as the anniversary date of rent increases within the City.

WHEREAS, as required Civil Code section 798.30, mobile home park owners are required to provide at least 90 days’ notice before the date of the increase.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Capitola that the forgoing recitals are true and correct.

BE IT FURTHER RESOLVED that the City Council does hereby find and adopt as follows:

1. The anniversary date for all rent increases in a mobile home park or space under Chapter 2.18 of the Capitola Municipal Code shall be July 1 of each year.

2. Park Owners subject to Chapter 2.18 shall post the anniversary date in the park office or areas where it can easily be seen by homeowners.

Section 1. Effective Date. This resolution shall take effect immediately upon its adoption.

Section 2. The City Clerk shall certify the adoption of this Resolution and shall cause a certified Resolution to be filed in the Office of the City Clerk.

I HEREBY CERTIFY that the above and foregoing resolution was passed and adopted by the City Council of the City of Capitola at its regular meeting held on the __ day of April 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
51 Item 8 D.
________________________
Kristen Brown, Mayor
ATTEST: ________________________
Julia Gautho, City Clerk
52 Item 8 D.

Capitola City Council
Agenda Report
Meeting: April 25, 2024
From: Finance Department
Subject: Agreement for Auditing Services
Recommended Action: Authorize the City Manager to execute a five-year agreement for professional auditing services with Chavan & Associates, LLP, certified public accountants, to conduct the 2023-24 through 2027-28 fiscal year audits and required reports in an amount not to exceed $51,000 annually, for a total contract amount not to exceed $255,000.

Background: After six years of partnership with Eide Bailly, the City of Capitola concluded its contract with the firm upon the completion of FY 2022-23 financial statements and reports.

Generally Accepted Accounting Principles (GAAP) regarding auditor objectivity and rotation recommend a change of auditors periodically as a best management practice. The impact of the Sarbanes-Oxley Act (SOA) of 2002 has led many local government agencies to change financial audit services every 5 to 7 years. Section 203 of the SOA requires a five-year rotation cycle for the external lead and reviewing audit partners. Similarly, a California Society of Municipal Financial Officers survey of cities revealed that most rotate their audit firm on average every 5 years.

Discussion: On February 7, 2024, the Finance Department issued a Request for Proposals (RFP) for Professional Auditing Services. The RFP was sent electronically to 12 audit firms, with 5 highly qualified firms submitting proposals for consideration. The proposals were evaluated by Finance Department staff, who considered services offered, audit team experience, level of support, and cost. The top two ranked firms were invited to participate in an interview. Reference checks were utilized for gathering further information regarding the top firm.

Both of the top firms are highly regarded within the governmental audit industry. After reviewing the proposal, conducting an interview, and taking into account the overall cost of services, staff agreed that Chavan & Associates, LLP offered the best value to the City. The following table summarizes the Audit and Comprehensive Annual Financial Report costs as well as the cost for all optional services quoted by each of the firms:

Firm Avg. Annual Cost Total Cost
Badawi & Associates, LLP $ 50,861 $ 254,307
Chavan & Associates, LLP $ 51,000 $ 255,000
Eide Bailly $ 73,918 $ 369,588
Lance, Soll & Lunghard, LLP $ 78,628 $ 393,141
Rodgers, Anderson, Malody, & Scott, LLP $ 58,063 $ 290,315 53 Item 8 E.

Based on an analysis of the proposals and associated costs, staff recommends contracting with Chavan & Associates, LLP as our new auditors for the City financial audits beginning in FY 2023- 24 and continuing through FY2027-28.

Fiscal Impact: The adopted 2023-24 fiscal year budget for auditing services is $54,000. The total new contract cost for auditing and all optional services is $ 51,000 annually which includes $2,000 of services that staff does not anticipate will be needed. The costs associated with the audits in subsequent years under this agreement will be included in the proposed annual budgets subject to City Council approval each year.

Attachments:

1. Professional Services Agreement
Report Prepared By: Jim Malberg, Finance Director
Reviewed By: Julia Gautho, City Clerk, Samatha Zutler, City Attorney Approved By: Jamie Goldstein, City Manager
54 Item 8 E.

Attachment A

CITY OF CAPITOLA

PROFESSIONAL SERVICES AGREEMENT
For Professional Auditing Services with
Chavan & Associates, LLP
THIS AGREEMENT is entered into on April 25, 2024, by and between the City of Capitola, a Municipal Corporation, hereinafter called "City" and Chavan & Associates, LLP, hereinafter called "Consultant".

WHEREAS, City desires certain services described in Appendix One and Consultant is capable of providing and desires to provide these services;
NOW, THEREFORE, City and Consultant for the consideration and upon the terms and conditions hereinafter specified agree as follows:

SECTION 1
Scope of Services
The services to be performed under this Agreement are for annual professional auditing and financial reporting services for fiscal years ending June 30, 2024, through June 30, 2028, as further detailed in Appendix One.

SECTION 2
Duties of Consultant
All work performed by Consultant, or under its direction, shall be sufficient to satisfy the City's objectives for entering into this Agreement and shall be rendered in accordance with the generally accepted practices, and to the standards of, Consultant's profession.

Consultant shall not undertake any work beyond the scope of work set forth in Appendix One unless such additional work is approved in advance and in writing by City. The cost of such additional work shall be reimbursed to Consultant by City on the same basis as provided for in Section 4.

If, in the prosecution of the work, it is necessary to conduct field operations, security and safety of the job site will be the Consultant's responsibility excluding, nevertheless, the security and safety of any facility of City within the job site which is not under the Consultant's control.

Consultant shall meet with the Finance Director, called “Director," or other City personnel, or third parties as necessary, on all matters connected with carrying out of Consultant's services described in Appendix One. Such meetings shall be held at the request of either party hereto. Review and City approval of completed work shall be obtained monthly, or at such intervals as may be mutually agreed upon, during the course of this work.

SECTION 3
Duties of the City
City shall make available to Consultant all data and information in the City's possession which City deems necessary to the preparation and execution of the work, and City shall actively aid and assist Consultant in obtaining such information from other agencies and individuals as necessary.

The Director may authorize a staff person to serve as his or her representative for conferring with Consultant relative to Consultant's services. The work in progress hereunder shall be reviewed from time to time by City at the discretion of City or upon the request of Consultant. If the work is satisfactory, it will be approved. If the work is not satisfactory, City will inform Consultant of the changes or revisions necessary to secure approval.

DocuSign Envelope ID: 6A2F6251-C64B-49EA-A322-1B33AA968A2E 55 Item 8 E.

Professional Services Agreement April 25, 2024
Professional Auditing Services
Chavan & Associates, LLP

SECTION 4
Fees and Payment
Payment for the Consultant's services shall be made upon a schedule and within the limit, or limits shown, upon Appendix Two. Such payment shall be considered the full compensation for all personnel, materials, supplies, and equipment used by Consultant in carrying out the work. If Consultant is compensated on an hourly basis, Consultant shall track the number of hours Consultant, and each of Consultant’s employees, has worked under this Agreement during each fiscal year (July 1 through June 30) and Consultant shall immediately notify City if the number of hours worked during any fiscal year by any of Consultant’s employees reaches 900 hours. In addition, each invoice submitted by the Consultant to City shall specify the number of hours to date Consultant, and each of Consultant’s employees, has worked under this Agreement during the current fiscal year.

SECTION 5
Changes in Work
City may order major changes in scope or character of the work, either decreasing or increasing the scope of Consultant's services. No changes in the Scope of Work as described in Appendix One shall be made without the City's written approval. Any change requiring compensation in excess of the sum specified in Appendix Two shall be approved in advance in writing by the City.

SECTION 6
Time of Beginning and Schedule for Completion
This Agreement will become effective when signed by both parties and will terminate on the earlier of:
 The date Consultant completes the services required by this Agreement, as agreed by the City; or  The date either party terminates the Agreement as provided below.

Work shall begin on or about April 25, 2024.

In the event that major changes are ordered, or Consultant is delayed in performance of its services by circumstances beyond its control, the City will grant Consultant a reasonable adjustment in the schedule for completion provided that to do so would not frustrate the City's objective for entering into this Agreement.

Consultant must submit all claims for adjustments to City within thirty calendar days of the time of occurrence of circumstances necessitating the adjustment.

SECTION 7
Termination
City shall have the right to terminate this Agreement at any time upon giving ten days written notice to Consultant. Consultant may terminate this Agreement upon written notice to City should the City fail to fulfill its duties as set forth in this Agreement. In the event of termination, City shall pay the Consultant for all services performed and accepted under this Agreement up to the date of termination.

DocuSign Envelope ID: 6A2F6251-C64B-49EA-A322-1B33AA968A2E 56 Item 8 E.

Professional Services Agreement April 25, 2024
Professional Auditing Services
Chavan & Associates, LLP

SECTION 8
Insurance
Consultant shall procure and maintain for the duration of the contract, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, his agents, representatives, or employees.

Minimum Scope of Insurance
Coverage shall be at least as broad as:

1. Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 0001).

2. Insurance Services office Form Number CA 0001 covering Automobile Liability, Code 1 (any auto).

3. Workers’ Compensation insurance as required by the State of California, and Employer’s Liability Insurance.

4. Professional (Errors and Omissions) Liability insurance appropriate to the consultant’s profession. Architects’ and engineers’ coverage shall include contractual liability.

Minimum Limits of Insurance
Consultant shall maintain limits no less than:

1. General Liability:
(including operations,
products and completed
operations)
$1,000,000 per occurrence and $2,000,000 in
aggregate (including operations, for bodily injury,
personal and property damage.

2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.

3. 4.

Employer’s Liability Insurance
Errors and Omissions
Liability:

Limits
$1,000,000 per accident for bodily injury and
property damage.
$1,000,000 per claim and $2,000,000 in the
aggregate.

DocuSign Envelope ID: 6A2F6251-C64B-49EA-A322-1B33AA968A2E 57 Item 8 E.

Professional Services Agreement April 25, 2024
Professional Auditing Services
Chavan & Associates, LLP

Other Insurance Provisions
The commercial general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:

1. The City of Capitola, its officers, officials, employees and volunteers are to be covered as additional insured’s as respects: liability arising out of work or operations performed by or on behalf of the Consultant or automobiles owned, leased, hired or borrowed by the Consultant.

2. For any claims related to this project, the Consultant’s insurance coverage shall be primary insurance as respects the City, its officers, officials, employees and volunteers.

Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.

3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled except after prior written notice has been given to the City.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.

Waiver of Subrogation
Contractor hereby agrees to waive rights of subrogation which any insurer of Contractor may acquire from Contractor by virtue of the payment of any loss. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City of Capitola for all work performed by the Contractor, its employees, agents and subcontractors.

Verification of Coverage
Consultant shall furnish the City with original certificates and amendatory endorsements affecting coverage by this clause. The endorsements should be on forms provided by the City or on other than the City’s forms provided those endorsements conform to City requirements. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time.

SECTION 9
Indemnification
For General Services: To the fullest extent permitted by law, Consultant agrees to indemnify, defend, and hold harmless the City, its directors, officers, employees from and against any and all claims, demands, actions, liabilities, damages, judgments, or expenses (including attorneys’ fees and costs) arising from the acts or omissions of Consultant’s employees or agents in any way related to the obligations or in the performance of services under this Agreement, except for design professional services as defined in Civil Code § 2782.8, and except where caused by the sole or active negligence, or willful misconduct of the City.

For Design Professional Services under Civil Code §2782.8: To the fullest extent permitted by law, Consultant agrees to indemnify, defend, and hold harmless the City, its directors, officers, and employees DocuSign Envelope ID: 6A2F6251-C64B-49EA-A322-1B33AA968A2E 58 Item 8 E.

Professional Services Agreement April 25, 2024
Professional Auditing Services
Chavan & Associates, LLP

from and against any and all claims, demands, actions, liabilities, damages, or expenses (including attorneys’ fees and costs) arising from the negligence, recklessness, or willful misconduct of the Consultant, Consultant’s employees, or agents in any way related to the obligations or in the performance of design professional services under this Agreement as defined in Civil Code §2782.8, except where caused by the sole or active negligence, or willful misconduct of the City. The costs to defend charged to the Consultant relating to design professional services shall not exceed the Consultant’s proportionate percentage of fault per Civil Code §2782.8.and against all claims, damages, losses, and expenses including attorney fees arising out of the performance of the work described herein, caused in whole or in part by any negligent act or omission of the Consultant, Consultant’s employees, agents or subcontractors, except where caused by the active negligence, sole negligence, or willful misconduct of the City.

SECTION 10
Civil Rights Compliance/Equal Opportunity Assurance
Every supplier of materials and services and all consultants doing business with the City of Capitola shall be in compliance with the applicable provisions of the Americans with Disabilities Act of 1990 and shall be an equal opportunity employer as defined by Title VII of the Civil Rights Act of 1964 and including the California Fair Employment and Housing Act of 1980. As such, consultant shall not discriminate against any person on the basis of race, religious creed, color, national origin, ancestry, disability, medical condition, marital status, age, or sex with respect to hiring, application for employment, tenure or terms and conditions of employment. Consultant agrees to abide by all of the foregoing statutes and regulations.

SECTION 11
Legal Action/Attorneys' Fees
If any action at law or in equity is brought to enforce or interpret the provisions of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees in addition to any other relief to which he or she may be entitled. The laws of the State of California shall govern all matters relating to the validity, interpretation, and effect of this Agreement and any authorized or alleged changes, the performance of any of its terms, as well as the rights and obligations of Consultant and the City.

SECTION 12
Assignment
This Agreement shall not be assigned without first obtaining the express written consent of the Director after approval of the City Council.

SECTION 13
Amendments
This Agreement may not be amended in any respect except by way of a written instrument which expressly references and identifies this particular Agreement, which expressly states that its purpose is to amend this particular Agreement, and which is duly executed by the City and Consultant. Consultant acknowledges that no such amendment shall be effective until approved and authorized by the City Council, or an officer of the City when the City Council may from time to time empower an officer of the City to approve and authorize such amendments. No representative of the City is authorized to obligate the City to pay the cost or value of services beyond the scope of services set forth in Appendix Two. Such authority is retained solely by the City Council. Unless expressly authorized by the City Council, Consultant's compensation shall be limited to that set forth in Appendix Two.

DocuSign Envelope ID: 6A2F6251-C64B-49EA-A322-1B33AA968A2E 59 Item 8 E.

Professional Services Agreement April 25, 2024
Professional Auditing Services
Chavan & Associates, LLP

SECTION 14
Miscellaneous Provisions

1. Project Manager. Director reserves the right to approve the project manager assigned by Consultant to said work. No change in assignment may occur without prior written approval of the City.

2. Consultant Service. Consultant is employed to render professional services only and any payments made to Consultant are compensation solely for such professional services.

3. Licensure. Consultant warrants that he or she has complied with any and all applicable governmental licensing requirements.

4. Other Agreements. This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the subject matter, and no other agreement, statement or promise related to the subject matter of this Agreement which is not contained in this Agreement shall be valid or binding.

5. City Property. Upon payment for the work performed, or portion thereof, all drawings, specifications, records, or other documents generated by Consultant pursuant to this Agreement are, and shall remain, the property of the City whether the project for which they are made is executed or not. The Consultant shall be permitted to retain copies, including reproducible copies, of drawings and specifications for information and reference in connection with the City's use and/or occupancy of the project. The drawings, specifications, records, documents, and Consultant's other work product shall not be used by the Consultant on other projects, except by agreement in writing and with appropriate compensation to the City.

6. Consultant's Records. Consultant shall maintain accurate accounting records and other written documentation pertaining to the costs incurred for this project. Such records and documentation shall be kept available at Consultant's office during the period of this Agreement, and after the term of this Agreement for a period of three years from the date of the final City payment for Consultant's services.

7. Independent Contractor. In the performance of its work, it is expressly understood that Consultant, including Consultant's agents, servants, employees, and subcontractors, is an independent contractor solely responsible for its acts and omissions, and Consultant shall not be considered an employee of the City for any purpose.

8. Conflicts of Interest. Consultant stipulates that corporately or individually, its firm, its employees and subcontractors have no financial interest in either the success or failure of any project which is, or may be, dependent on the results of the Consultant's work product prepared pursuant to this Agreement.

9. Notices. All notices herein provided to be given, or which may be given by either party to the other, shall be deemed to have been fully given and fully received when made in writing and deposited in the United States mail, certified and postage prepaid, and addressed to the respective parties as follows:

DocuSign Envelope ID: 6A2F6251-C64B-49EA-A322-1B33AA968A2E 60 Item 8 E.

Professional Services Agreement April 25, 2024
Professional Auditing Services
Chavan & Associates, LLP

CITY CONSULTANT

CITY OF CAPITOLA
420 Capitola Avenue
Capitola, CA 95010
831-475-7300
Name
Address
Phone
By:__________________________________
Benjamin Goldstein, City Manager
By:__________________________________

Dated:________________________________ Dated:_______________________________ Approved as to Form:
_______________________________
Samantha Zutler, City Attorney
DocuSign Envelope ID: 6A2F6251-C64B-49EA-A322-1B33AA968A2E 4/12/2024
61 Item 8 E.

Professional Services Agreement April 25, 2024
Professional Auditing Services
Chavan & Associates, LLP

APPENDIX ONE
Scope of Services
A. Independent Auditor’s Reports for the City on the fair presentation of the financial statements in conformity with generally accepted accounting principles based upon audits of the Basic Financial Statements of the City. The other supplementary information listed in the Table of Contents in the City's ACFR, including combining schedules and additional budgetary comparison schedules, are not a required part of the basic financial statements, however, C&A is to provide a report on the combining and individual fund financial statements and supporting schedules. The information presented shall be based on the auditing procedures applied during the audits of these basic financial statements.

B. Management and Statements on Auditing Standards (SAS) 114 Letters, which include findings, statements, observations, opinions, comments, or recommendations, related to:

1. Systems of internal control based upon C&As’ understanding of the control structure and assessment of control risk.

2. Compliance with applicable laws and regulations.

3. Accounting systems, functions, procedures and processes, especially with regard to cost effectiveness.

C. GANN Appropriations Limit Agreed Upon Procedures.

D. Single Audit Report of Federal Financial Assistance (if required).

E. City’s Financial Transactions Report to the State Controller (optional).

F. State Compensation Report (optional).

G. Reports on other audits or agreed-upon procedures may be agreed to in writing and as stated in a supplemental audit agreement. Prior to beginning work, the scope of the study and associated costs shall be approved by the City.

H. ACFR - 10 bound copies and 1 pdf file.

I. Management and SAS 114 Letters - 10 bound copies and 1 pdf file.

J. Single Audit, if applicable, - 10 bound reports and 1 pdf file.

K. To meet the requirements of this request for proposal, these audits are to be performed in accordance with all applicable and generally accepted auditing standards including, but not limited to: the standards set forth for financial audits by the Governmental Accounting Standards Board (GASB), in the General Accounting Office’s (GAO) Government Auditing Standards, and in the U.S. Office of Management and Budget (OMB) Circular A-133, Audits of State, Local Governments, and Non-Profit Organizations.

L. The schedule of federal financial assistance and related auditor’s report, as well as the reports on the internal controls and compliance, are not to be included in the ACFR, but are to be issued separately.

M. The City has received awards from the Government Finance Officers Association (GFOA) for the “Certificate of Achievement for Excellence in Financial Reporting” since Fiscal Year 2012. Prior to receiving the GFOA Award, the City received the Certificate for Outstanding Financial Reporting for its ACFR by the California Society of Municipal Finance Officers (CSMFO). This award was received consistently since FY 2000.

The City anticipates that it will continue to send its comprehensive annual financial report to the GFOA for review in their Certificate of Achievement for Excellence in Financial Reporting program. The format of reports shall allow the City to meet the requirements of that program. This also requires that C&A ensure that the audit report and financial statements are complete in time for submission to GFOA. C&A shall also assist with developing responses to any comments or deficiencies noted by GFOA.

DocuSign Envelope ID: 6A2F6251-C64B-49EA-A322-1B33AA968A2E 62 Item 8 E.

Professional Services Agreement April 25, 2024
Professional Auditing Services
Chavan & Associates, LLP

N. All working papers and reports must be retained, at C&A’s expense, for a minimum of five (5) years following completion of the audit, unless the firm is notified in writing by the City of the need to extend the retention period. C&A will be required to make working papers available, upon request, to the following parties or their designees:

1. Parties designated by the federal or state governments or by the City as part of an audit quality review process.

2. Auditors of entities of which the City of Capitola is a sub-recipient of grant funds.

3. State of California, Office of the State Controller.

O. In addition, C&A shall respond to the inquiries of successor auditors and allow successor auditors to review working papers relating to matters of accounting significance.

DocuSign Envelope ID: 6A2F6251-C64B-49EA-A322-1B33AA968A2E 63 Item 8 E.

Professional Services Agreement April 25, 2024
Professional Auditing Services
Chavan & Associates, LLP

APPENDIX TWO
Fees and Payments
For the services performed, City will pay consultant on a not-to-exceed, lump sum basis upon satisfactory completion of the services and delivery of work products. Payments will be issued monthly as charges accrue, the sum of consultant’s salary expenses and non-salary expenses.

Consultant hereby represents and warrants, based upon Consultant’s independent determination of the time and labor, including overtime, which will be required to perform said services, that Consultant will provide all said services at a cost which will not exceed the maximum price set forth in this agreement for Consultant’s services. Consultant hereby assumes the risk that Consultant will perform said services within this maximum price constraint and Consultant acknowledges that its inability to do so shall not excuse completion of the services and shall not provide a basis for additional compensation.

Salary expenses include the actual direct pay of personnel assigned to the project (except for routine secretarial and account services) plus payroll taxes, insurance, sick leave, holidays, vacation, and other fringe benefits. The percentage of compensation attributable to salary expenses includes all of Consultant’s indirect overhead costs and fees. For purposes of this Agreement, Consultant’s salary expenses and non-salary expenses will be compensated at the rates set forth in the fee schedule attached to this appendix and in accordance with the terms set forth therein. Non-salary expenses include travel, meals and lodging while traveling, materials other than normal office supplies, reproduction and printing costs, equipment rental, computer services, service of subconsultants or subcontractors, and other identifiable job expenses. The use of Consultant’s vehicles for travel shall be paid at the current Internal Revenue Service published mileage rate.

Salary payment for personnel time will be made at the rates set forth in the attached fee schedule for all time charged to the project. Normal payroll rates are for 40 hours per week. Consultant shall not charge the City for personnel overtime salary at rates higher than those set forth in the attached fee schedule without the City’s prior written authorization.

In no event shall the total fee charged for the scope of work set forth in Appendix One exceed the annual budget of $51,000 (Fifty-One Thousand Dollars and Zero Cents) or total budget of $255,000 (Two Hundred Fifty-Five Thousand Dollars and Zero Cents) as detailed below, without specific, written advance authorization from the City.

Payments shall be made monthly by the City, based on itemized invoices from the Consultant which list actual costs and expenses. Such payments shall be for the invoice amount. The monthly statements shall contain the following affidavit signed by a principal of the Consultant’s firm:
"I hereby certify as principal of the firm of Chavan & Associates, LLP, that the annual charge of $51,000 (Fifty-One Thousand Dollars and Zero Cents) and total charge of $255,000 (Two Hundred FiftyFive Thousand Dollars and Zero Cents) for auditing services for fiscal years ending June 30, 2024, through June 30, 2028, as summarized above and shown in detail on the attachments is fair and reasonable, is in accordance with the terms of the Agreement dated April 25, 2024, and has not been previously paid."
DocuSign Envelope ID: 6A2F6251-C64B-49EA-A322-1B33AA968A2E 64 Item 8 E.

Capitola City Council
Agenda Report
Meeting: April 25, 2024
From: City Manager Department
Subject: Opposition to the California Taxpayer Protection and Government Accountability Act
Recommended Action: Adopt a resolution opposing Initiative #21-0042A1, the California Taxpayer Protection and Government Accountability Act.

Background: On February 27th, the League of California Cities requested support from the City of Capitola in opposing Initiative #21-0042A1, a measure appearing on the November 2024 ballot. The Taxpayer Protection and Government Accountability Act would revise the California Constitution with provisions that limit voters’ authority and input, adopt new and stricter rules for raising taxes and fees, and may make it more difficult to impose fines and penalties for violation of state and local laws.

The measure puts billions of local government tax and fee revenues at risk statewide with related core public service impacts.

The measure could have significant negative impacts on the City’s operations and core service delivery.

The proposed constitutional initiative is sponsored by the California Business Roundtable.

Discussion: On Jan. 4, 2022, the California Business Roundtable filed the “Taxpayer Protection and Government Accountability Act” or AG# 21-0042A1. On Feb. 1, 2023, the measure qualified for the November 2024 ballot.

The League of California Cities, along with a broad coalition of local governments, labor and public safety leaders, infrastructure advocates, and businesses, strongly opposes this initiative.

Local government revenue-raising authority is currently substantially restricted by state statute and constitutional provisions, including the voter-approved provisions of Proposition 13 of 1978, Proposition 218 of 1996, and Proposition 26 of 2010. The Taxpayer Protection and Government Accountability Act adds and expands restrictions on voters and local government tax and fee authority.

Fiscal Impact: Potential severe negative impacts on future revenues, amount undetermined.

Attachments:

1. Resolution

2. Link to full text of ballot initiative: https://oag.ca.gov/system/files/initiatives/pdfs/21- 0042A1%20%28Taxes%29.pdf
Report Prepared By: Julia Gautho, City Clerk Report
Approved By: Jamie Goldstein, City Manager
65 Item 8 F.

RESOLUTION NO. XXXX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAPITOLA
OPPOSING INITIATIVE #21-0042A1
WHEREAS, an association representing California’s wealthiest corporations is spending tens of millions of dollars to promote a deceptive ballot measure currently eligible for the November 2024 statewide ballot; and
WHEREAS, the measure creates constitutional loopholes that allow corporations to pay far less than their fair share for the impacts they have on our communities, which could force residents and taxpayers to pay more to maintain services; and
WHEREAS, the measure threatens billions of dollars every year in local government funding for services like fire and emergency response, law enforcement, affordable housing, services to support homeless residents, mental health services, and more; and WHEREAS, the measure, if passed, would have substantial negative impacts on the City’s future revenues in an amount yet to be determined; and
WHEREAS, the measure is an attack on voters’ rights, containing undemocratic provisions that would make it more difficult for local voters to pass measures to fund services, provisions that retroactively cancel measures recently passed by voters, and provisions that prevent voters from passing advisory measures that provide direction on how they want their local tax dollars spent; and WHEREAS, the measure contains intentionally restrictive language that will encourage hundreds of frivolous lawsuits against cities and local governments – costing taxpayers many millions and stopping investments in vital local services; and
WHEREAS, the measure would make it much more difficult for state and local regulators to issue fines and levies on corporations that violate laws intended to protect our environment, public health and safety, and our neighborhoods; and
WHEREAS, the measure is opposed by hundreds of local governments, teachers, firefighters, working families and local elected officials.

NOW, THEREFORE, BE IT HEREBY RESOLVED by the City Council of the City of Capitola that the City of Capitola opposes Initiative #21-0042A1; BE IT FURTHER RESOLVED that the City of Capitola will join the “Stop the Taxpayer Deception Act” coalition, a growing coalition of public safety, education, labor, local government, and infrastructure groups throughout the state. We direct staff to email a copy of this adopted resolution to the League of California Cities at [email protected]. 66 Item 8 F.

I HEREBY CERTIFY that the foregoing Resolution was passed and adopted by the City Council of the City of Capitola on the 25th day of April, 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________
Kristen Brown, Mayor
ATTEST:
____________________ ___
Julia Gautho, City Clerk
67 Item 8 F.

Capitola City Council
Agenda Report
Meeting: April 25, 2024
From: Community Development Department
Subject: Surplus Land Declaration
Recommended Action: Adopt a resolution declaring a portion of Monterey Park, comprising approximately 4,284 square feet, to be exchanged for a portion of New Brighton Middle School, comprising approximately 5,592 square feet, by and between the City of Capitola and the Soquel Union Elementary School District, as exempt surplus land pursuant to California Government Code §§ 54221 (f)(1)(C) and 54221 (f)(1)(D)1.

Environmental Determination: Categorically exempt pursuant to State CEQA Guideline §15312.

Background: The Soquel Union Elementary School District (“District”) owns 4.9 acres of property located at 700 Monterey Avenue which is home to New Brighton Middle School (“District Parcel”). The City of Capitola (“City”) is the owner of 3.9 acres of property known as Monterey Park, located adjacent to the District Parcel on Monterey Avenue (“City Parcel”). The District Parcel and City Parcel are more particularly identified on the assessor parcel map attached to this report as Attachment 1.

The District and the City have been discussing the exchange of a portion of the District Parcel, consisting of approximately 5,592 square feet, as more particularly identified as the two (2) sections highlighted in orange in the Aerial View Map attached to this report as Attachment 2 (“District Exchange Parcel”), for an approximately 4,284 square foot portion of the City Parcel, as more particularly identified as the section highlighted in blue in Attachment 2 (“City Exchange Parcel”). A futureagreement governing the exchange of these portions of real property will require the approval of the City Council of the City of Capitola and the School Board of the Soquel Union Elementary School District which will be presented to the City Council at a later meeting.

The District has undertaken master planning of its educational facilities and enclosed as Attachment 3 to this report is the most recent plan for New Brighton Middle School. However, the contemplated exchange of the City Exchange Parcel and District Exchange Parcel as depicted in Attachment 2 would significantly improve the layout of the recreational facilities. Thus, the City Exchange Parcel to be disposed of by the City and acquired by the District would be used and developed by the District to enhance the recreational facilities at the New Brighton Middle School as part of a larger redevelopment of the District Parcel as depicted on Attachment 2.

As depicted on Attachment 2, the District Exchange Parcel to be acquired by the City is made up of 2 separate areas, Area A and Area C. The larger of the 2 areas, Area C, can be used and developed by the City to enhance the recreational facilities at Monterey Park, whereas the long and narrow area, Area A, will serve to ensure and enhance pedestrian access to the Park from the Cliffwood Heights neighborhood.

California Government Code § 65402(a) provides that if a general plan has been adopted, no real property shall be acquired or disposed of by the City until the location, purpose, and extent of such disposal has been submitted to and reported upon by the planning agency as to the conformity the adopted general plan. On April 4, 2024, the City of Capitola Planning Commission considered the

1 54221. As used in this article, the following definitions shall apply:
(f) (1) Except as provided in paragraph (2), “exempt surplus land” means any of the following:
(C) Surplus land that a local agency is exchanging for another property necessary for the agency’s use. “Property” may include easements necessary for the agency’s use.
(D) Surplus land that a local agency is transferring to another local, state, or federal agency, or to a third-party intermediary for future dedication for the receiving agency’s use, or to a federally recognized California Indian tribe. 68 Item 8 G.
proposed disposal of the City Exchange Parcel and acquisition of the District Exchange Parcel by the City of Capitola and determined that said actions were consistent with and conform with the Capitola General Plan.

During the meeting, the Planning Commission recommended the fence for the extended pathway between Orchid Avenue and Monterey Park be composed of material like chainlink or similar to ensure visibility and safety. The staff report and supporting documentation presented to and considered by the Planning Commission can be found at:
https://meetings.municode.com/adaHtmlDocument/index?cc=CAPITOLACA&me=7a1699cfde7f4d0f8d 2bce5df22a5e22&ip=True.

Discussion: The Surplus Land Act, California Government Code §§54220 et.seq., establishes procedures for the disposition of “surplus land” owned by a “local agency” which generally requires said “surplus land” to be made available for affordable housing purposes, park and recreation purposes or open-space purposes before disposition. However, as provided by Section 54222.3, these procedures do not apply to the disposal of “exempt surplus land” as defined in Section 54221 (f)(1)(A) through 54221 (f)(1)(S).

With respect to the District’s proposed disposition of the District Exchange Parcel, on February 7, 2024, the District adopted Resolution No. 6-2023-24, determining the District Exchange Parcel to be “exempt surplus land” pursuant to Section 54221 (f)(1)(C) because the property (i.e. the District Exchange Parcel) is being exchanged for another property (i.e. the City Exchange Parcel) necessary for the District’s use.

With respect to the City’s proposed disposition of the City Exchange Parcel, it too is “exempt surplus land” pursuant to Section 54221 (f)(1)(C) because the property (i.e. the City Exchange Parcel) is being exchanged for another property (i.e. the District Exchange Parcel) necessary for the City’s use. In addition, it also qualifies as “exempt surplus land” pursuant to Section 54221 (f)(1)(D) because the property (i.e. the City Exchange Parcel) is being transferred to another local agency.

CEQA: The adoption of the attached Resolution is categorically exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to the Class 12 exemption set forth in State CEQA Guideline §15312. While the action before the City Council does not involve the approval of the agreement governing the proposed exchange of property, the finding regarding exemption from the Surplus Land Act nevertheless relates to the City’s proposed acquisition of the District Exchange Parcel and disposition of the City Exchange Parcel.

The Class 12 exemption from CEQA set forth in State CEQA Guideline §15312 exempts the sale of surplus government property. While the District Exchange Parcel and City Exchange Parcel are defined as “exempt surplus land” for purposes of the Surplus Land Act, both parcels are nevertheless surplus government property for purposes of State CEQA Guideline §15312. However, §15312 goes on to provide that there is an exception to the exemption with respect to parcels located within an area of statewide, regional or areawide concern per Section 15206(b)(4), including parcels within the California Coastal Zone defined in and mapped pursuant to Public Resources Code §30103. The City Exchange Parcel and District Exchange Parcel are both located within the mapped California Coastal Zone applicable to Capitola (See Attachment 4).

Nevertheless, the exemption from CEQA is still applicable if (i) the property does not have significant value for wildlife habitat or other environmental purposes and (ii) the property is of such size, shape or inaccessibility that it is incapable of independent development, or the property sold would qualify for other categorical exemptions, or the use of the property and adjacent property has not changed since the time of purchase by the public agency.

In this instance, neither the City Exchange Parcel nor District Exchange Parcel have significant value for wildlife habitat or other environmental purposes, as one parcel is currently a portion of an urban city park and the other a portion of an operational school sports field. In addition, given the size and shape of the parcels, as well as their inaccessibility due to their interior location within larger parcels, the parcels are incapable of independent development. Accordingly, the Class 12 exemption set forth in State CEQA Guideline §15312 applies to the adoption of the enclosed Resolution. 69 Item 8 G.

Recommendation: Staff recommends that the City Council adopt the attached Resolution which includes the following findings:

1. The adoption of the Resolution, which relates to the City’s determination that the City Exchange Parcel is “exempt surplus land” pursuant to California Government Code §§ 54221 (f)(1)(C) and 54221 (f)(1)(D), is exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines §15312; and

2. The City Exchange Parcel to be disposed of by the City and acquired by the District is “exempt surplus land” pursuant to California Government Code §§ 54221 (f)(1)(C) and 54221 (f)(1)(D).

Public Noticing: The meeting agenda, City Council staff report, resolution, and attachments were posted on the City website.

Fiscal Impact: There is no fiscal impact associated with the recommended action.

Attachments:

1. Assessor Parcel Map

2. Map of City Exchange Parcel (blue) and District Exchange Parcels (orange)

3. New Brighton Middle School Master Plan

4. Capitola Coastal Zone Map

5. Resolution and Exhibit A to Resolution
Report Prepared By: Katie Herlihy, Community Development Director Reviewed By: Julia Gautho, City Clerk; Michael Biddle, Assistant City Attorney Approved By: Jamie Goldstein, City Manager
70 Item 8 G.
71 Item 8 G.
72 Item 8 G.
73 Item 8 G.
74 Item 8 G.

RESOLUTION NO. _____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAPITOLA DECLARING

PORTION OF CITY OWNED PROPERTY KNOWN AS MONTEREY AVENUE PARK AS EXEMPT SURPLUS LAND PURSUANT TO CALIFORNIA GOVERNMENT CODE §§ 54221 (f)(1)(C) AND 54221 (f)(1)(D)
WHEREAS, the Soquel Union Elementary School District (“District”) is the fee owner of

4.9 acres of real property located at 700 Monterey Avenue, Capitola, Santa Cruz County, California, Assessor’s Parcel Number 036-151-01, which real property is the site of the New Brighton Middle School and related playing fields (“District Parcel”); and WHEREAS, the City of Capitola (“City”) is the fee owner of 3.9 acres of real property known as Monterey Avenue Park, located adjacent to the District Parcel on Monterey Avenue in the City of Capitola, Santa Cruz County, California, Assessors’ parcel Number 036-151-02 (“City Parcel”); and
WHEREAS, the District and the City have been discussing the exchange of a portion of the District Parcel, consisting of approximately 5,592 square feet, as more particularly identified as the two (2) sections highlighted in orange (Areas A and C) in the Aerial View Map attached hereto as Exhibit A (“District Exchange Parcel”), for an approximately 4,284 square foot portion of the City Parcel, as more particularly identified as the section highlighted in blue (Area B) in the Aerial View Map attached hereto as Exhibit A (“City Exchange Parcel”); and WHEREAS, California Government Code section 65402(a) requires that if a general plan has been adopted, no real property shall be acquired or disposed of until the location, purpose, and extent of such acquisition or disposal has been submitted to and reported upon by the planning agency as to the conformity with said adopted general plan; and WHEREAS, on April 4, 2024, the City of Capitola Planning Commission considered the proposed disposal of the City Exchange Parcel and acquisition of the District Exchange Parcel by the City of Capitola and determined that said actions were consistent with and conform with the Capitola General Plan; and
WHEREAS, the Surplus Land Act, California Government Code §§54220 et.seq., establishes procedures for the disposition of “surplus land” owned by a “local agency” which generally requires said “surplus land” to be made available for affordable housing purposes, park and recreation purposes or open-space purposes before disposition; however, as provided by Section 54222.3, these procedures do not apply to the disposal of “exempt surplus land” as defined in Section 54221 (f)(1)(A) through 54221 (f)(1)(S); and WHEREAS, on February 7, 2024, the District adopted Resolution No. 6-2023-24, determining the District Exchange Parcel to be “exempt surplus land” pursuant to Section 54221 (f)(1)(C) because the property (i.e. the District Exchange Parcel) is being exchanged for another property (i.e. the City Exchange Parcel) necessary for the District’s use for redevelopment of New Brighton Middle School; and
WHEREAS, the City Exchange Parcel is likewise “exempt surplus land” pursuant to Section 54221 (f)(1)(C) because the property (i.e. the City Exchange Parcel) is being exchanged for another property (i.e. the District Exchange Parcel) necessary for the City’s use at Monterey Avenue Park; and
75 Item 8 G.

WHEREAS, the City Exchange Parcel also qualifies as “exempt surplus land” pursuant to Section 54221 (f)(1)(D) because the property (i.e. the City Exchange Parcel) is being transferred to another local agency, namely the District;

NOW, THEREFORE, THE CITY OF CAPITOLA CITY COUNCIL DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The City Council hereby finds that all the facts set forth in the recitals above of this Resolution are true, correct, and incorporated herein.

SECTION 2. The City Exchange Parcel to be disposed of by the City and acquired by the District is to be used and developed by the District to enhance the recreational facilities at the New Brighton Middle School as part of a larger redevelopment of the District Parcel.

SECTION 3. The District Exchange Parcel to be acquired by the City is to be used and developed by the City to enhance the recreational facilities at Monterey Avenue Park, as well as to enhance pedestrian access to the Park from within the Cliffwood Heights neighborhood.

SECTION 4. The Planning Commission has reviewed and considered the proposed exchange of the District Exchange Parcel and City Exchange Parcel by and between the District and the City and determined the City’s proposed acquisition of the District Exchange Parcel and disposition of the City Exchange Parcel is consistent with the Capitola General Plan.

SECTION 5. The adoption of this Resolution, which relates to the City’s determination that the City Exchange Parcel is “exempt surplus land” pursuant to California Government Code §§ 54221 (f)(1)(C) and 54221 (f)(1)(D), is categorically exempt from the requirements of the California Environmental Quality Act pursuant to State CEQA Guidelines §15312.

SECTION 6. The City Exchange Parcel is exempt surplus land pursuant to California Government Code § 54221 (f)(1)(C), because the property (i.e. the City Exchange Parcel) is being exchanged for another property (i.e. the District Exchange Parcel) necessary for the City’s use at Monterey Avenue Park, and pursuant to California Government Code § 54221 (f)(1)(D), because the property (i.e. the City Exchange Parcel) is being transferred to another local agency, namely the District, and therefore as provided by California Government Code § 54222.3 the provisions of the Surplus Land Act do not apply to the disposition of the City Exchange Parcel.
76 Item 8 G.

I HEREBY CERTIFY that the foregoing Resolution was passed and adopted by the City Council of the City of Capitola on the 28th day of March, 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________
Kristen Brown, Mayor
ATTEST:
____________________
Julia Gautho, City Clerk
77 Item 8 G.
78 Item 8 G.

Capitola City Council
Agenda Report
Meeting: April 25, 2024
From: Community Development Department
Subject: City Hall Needs Assessment
Recommended Action: Receive presentation from Group 4 Architecture on the findings of Phase 1 of the City Hall Needs Assessment and Alternatives Analysis.

Background: Capitola’s City Hall and Police Station are located at 420 and 421 Capitola Avenue, respectively. The greater City Hall site includes the Capitola History Museum, City Hall, Police Station, Police storage facility, and the adjacent Upper and Lower Village parking lots. The entire site is approximately seven acres. City Hall and the Police Station were expanded into the current configuration in 1976 and are nearing a stage where they will require significant investment to maintain current functionality.

All structures on the seven-acre site are located in the floodplain. In 2011, the Police Station and portions of the lower level of City Hall flooded due to a culvert failure at the east end of the Lower Village parking lot near Monterey Avenue.

In 2010, a study was completed using funding from the State of California Community Development Block Grant (CDBG) Program to assess reuse options for the Capitola City Hall site and adjacent City-owned parking lots. The study addressed potential redevelopment alternatives, market analysis at the time for possible alternative uses, alternative sites for the location of City Hall, and future ownership alternatives for the site. At the time, there was some concern the study had been developed without a high level of public input. The current study is structured to help the City better understand current circumstances on the site and provide multiple opportunities for public input prior to drafting alternatives.

During the FY 2022-23 Budget and Goal Setting Workshop held on March 1, 2022, the City Council designated $50,000 to study long-term City Hall options. On September 14, 2023, the City Council authorized a contract in the amount of $49,950 with Group 4 Architecture for Phase 1 of the City Hall Needs Assessment and Alternatives Analysis.

Discussion: The project is comprised of two phases with separate deliverables. The first phase is the City Hall Site Needs Assessment which includes an existing conditions report, an analysis of existing operations, a staff survey, 20-year population projections, and identified needs. The existing conditions report for the site was completed by City staff with an overview of the existing site and structures, a visual assessment of the buildings, and an evaluation of the environmental constraints and hazards. Group 4 Architecture completed the rest of the assessment, including two surveys, the evaluation of the space relative to industry standards, twenty-year population projections, and identifying existing and future needs.

Group 4 Architecture will present the findings of the City Hall Needs Assessment during the April 25, 2024, meeting. The assessment concluded the following:

Building Conditions
• City Hall and Police Stations are built in a flood plain. • Staff survey results show inadequacy with the City Hall staff workspaces; examples include overall lack of space, poor building conditions, and inadequate space to assist the public with daily requests.
• Based on the existing conditions report, the building is nearing its end of life and plans should be made for either an extensive full building renovation or new construction. 79 Item 9 A.

Space Standards
• City Hall should feature a modern community space and Council Chambers to meet community needs.
• To enhance the customer service experience for the community at City Hall and the Police Station, Group 4 Architects recommends that the lobby areas are improved. • The existing offices do not meet accepted industry standards relative to current and historic staff levels.
o City Hall - 1,000 sf below industry standards
o Police Department 1,840 sf below industry standard
• Current facilities do not provide the right balance of meeting rooms and amenities for City and Police staff.

Projections
• City Hall FTE history shows that current staffing numbers have reached pre-recession levels, the City Hall space is currently at capacity.
• Growth projections for Capitola range from 11% to 36% over the next 20 years based on four different development senarios.
• Best practice would be to plan for future growth to accommodate changes in staff, services, and operations.
• Based on current space standards, and limited projected growth, a combined City Hall and Police Station would range from 16,500 to 17,900 SF.

The next phase of the project would involve identifying goals for the future of City Hall through a robust public outreach process, including a community meeting, City Council meetings, and stakeholder meetings. Following the establishment of goals, the consultant would draft alternatives for the future of City Hall that align with the identified goals. A final report would provide the City Council with recommendations regarding various alternatives.

During the Goal Setting session in March 2024, City Council deferred Phase II of this study due to other high-priority needs.

Fiscal Impact: The estimated cost for Phase 2 is $67,150 which is currently unfunded.

Attachments:

1. City Hall Needs Assessment Findings
Report Prepared By: Katie Herlihy, Community Development Director Reviewed By: Julia Gautho, City Clerk; Samantha Zutler, City Attorney Approved By: Jamie Goldstein, City Manager
80 Item 9 A.

City of Capitola
City Hall Facility Needs Assessment
DRAFT REPORT | 18 APRIL 2024
81 Item 9 A.
82 Item 9 A.
i CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT
PMT REVIEW DRAFT - 18 APRIL 2024

CONTENTS

CONTENTS
INTRODUCTION .............................................................................. 3 Executive Summary................................................................................................................4 Project Goals + Purpose........................................................................................................5 Project Participation...............................................................................................................7 EXISTING CONDITIONS ANALYSIS ...................................................... 9 Existing Conditions Report .................................................................................................10 Work Plan and Participation Plan .......................................................................................22 Analysis of Existing Operations .........................................................................................23 Staff Survey Summary ..........................................................................................................30 PROJECTIONS + NEEDS .................................................................. 35 City Hall Staff + Space Needs.............................................................................................36 Projection Metrics ...............................................................................................................40 Draft Space Needs...............................................................................................................42 Department Adjacencies ....................................................................................................44 SUMMARY + NEXT STEPS ................................................................. 45 Key Points .............................................................................................................................46 Next Steps ............................................................................................................................48 83 Item 9 A.
ii CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

CONTENTS
84 Item 9 A.

INTRODUCTION
85 Item 9 A.
4 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT
PMT REVIEW DRAFT - 18 APRIL 2024

INTRODUCTION

EXECUT I VE SUMMARY
Located just five miles south of Santa Cruz, the City of Capitola sits on the Northern coast of the Monterey Bay. The Capitola community has held a presence here for over a century, evolving to welcome shipping and fishing industries, building up an economy and a community, to become the popular beach town that is today.

Today, the City of Capitola has nearly 10,000 residents and is served by small City Hall and Police Station buildings located in Capitola Village. Because Capitola is a tight-knit community with strong roots in Santa Cruz County, it’s important that the city’s facilities be maintained and can serve the needs of city employees. The investments that Capitola makes in their City Hall facilities will work to propel the city into a new era of service.

The City of Capitola began a Facility Needs Assessment project for City Hall and the Police Station in 2023 with Group 4 Architecture in order to account for the city’s future growth and continually evolving needs. The objectives of this project included an implementation plan for the near future (1-3 years), and long term (5-10+ years). Throughout this process, the city staff of Capitola have been involved every step of the way to ensure that these findings reflect the current state of the building and accurately depict staff needs.

The thorough documentation of existing conditions helped to form a plan tailored to specific Capitola needs. The project process included site visits and tours of the City Hall and Capitola Police spaces as well as department head interviews with city staff. Over several months, both the Project Management Team (PMT) and Group 4 met to go over the findings and draft space needs to create a snap shot of Capitola City Hall today.

Located at 420 and 422 Capitola Ave, Capitola, CA 95010 with around 12,500 square feet, the two-story City Hall was built in 1976 and houses the following city departments: City Administration, Public Works, Community Development, Finance, and Police. 86 Item 9 A.
5 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT
PMT REVIEW DRAFT - 18 APRIL 2024

INTRODUCTION
City Hall’s staff conference room on the building’s
second floor
PROJECT GOALS + PURPOSE
The goals for this planning process align with the City of Capitola’s original vision for the project and created a detailed and focused framework for the planning approach.
▪ Existing conditions report: City Staff completed an existing conditions report of the City Hall site
▪ Evaluation of the existing City Hall functionality in alignment with accepted architectural standards for workspaces and community meeting needs
▪ Develop projections for future staffing and facility needs over a 20-year period
▪ Compile and summarize findings in a comprehensive City Hall Facilities Needs Assessment report
87 Item 9 A.
6 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT
PMT REVIEW DRAFT - 18 APRIL 2024

INTRODUCTION
STEP 1: EXISTING CONDITIONS REPORT
The first step in the Facility Needs Assessment for the Capitola City Hall was completed by the City of Capitola; an Existing Conditions Report that details the site information of City Hall, Capitola Museum, Police Station, accessory structures, and lower and upper parking lots. Additionally, the report includes the history, number of current staff, square footage of each workspace and office, and details about each structure’s integrity. This report was used by Group 4 to inform the subsequent analysis of City Hall’s existing conditions.

The Existing Conditions Report created by the City of Capitola content can be found in the “Existing Conditions” chapter on page 9.

STEP 2: EXISTING CONDITIONS ANALYSIS
The Existing Conditions Analysis focused on the functionality of the buildings and workstations on the City Hall site and whether they are adequate for the purpose they serve and whether they adhere to architectural standards for workspaces.

Additionally, Group 4 performed a qualitative analysis of the current City Hall’s site advantages and disadvantages.

STEP 3: 20-YEAR PROJECTIONS
The 20-Year Projections focused on future staffing and facility needs for the City of Capitola’s office space and workstations.

The staffing and space needs projections look out to the next 20 years and are based on several sources provided by the City of Capitola.

To consolidate all findings and analyses from the three project steps, this summary of findings report was written.
88 Item 9 A.
7 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT
PMT REVIEW DRAFT - 18 APRIL 2024

INTRODUCTION

PROJECT PART I C I PAT I ON

PROJECT MANAGEMENT TEAM (PMT), CITY OF CAPITOLA
Katie Herlihy, Community Development Director
Jamie Goldstein, Capitola City Manager
Jessica Kahn, Director of Public Works

CONSULTANT TEAM
Group 4 Architecture, Research + Planning, Inc.
211 Linden Avenue
South San Francisco, CA 94080
Andrea Gifford, Principal
Grace Tilghman, Planner
650.871.0709 | www.g4arch.com
Public Works staff area
89 Item 9 A.
8 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT
PMT REVIEW DRAFT - 18 APRIL 2024

INTRODUCTION
90 Item 9 A.
9 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT
PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
91 EXISTING CONDITIONSItem 9 A.
10 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS

EX I ST I NG COND I T I ONS REPORT

THE SITE
The City Hall Existing Conditions Report offers a comprehensive overview of the Cityowned property situated at 420 and 422 Capitola Avenue. This property is bordered by Capitola Avenue to the east, residential areas to the north, Monterey Avenue to the west, and the rail corridor to the south. Spanning seven acres, the site encompasses two parcels: the Capitola City Hall site covering 0.93 acres, and the adjacent Pacific Cove parking lots spanning 6 acres. Presently, the City Hall site accommodates the City’s administrative offices, the police department, council chambers, a community room, the Capitola History Museum, as well as a historic cottage and changing room/ outhouse.

The current configuration of City Hall and the Police Department was constructed in 1976. Prior to 1976, the site housed a smaller City Hall and a maintenance building. The 1976 expansion resulted in the current 10,500 square feet, two-story structure, shared between City Hall (420 Capitola Avenue) and the Police Department (422 Capitola Avenue). While there is a shared wall between City Hall and the Police, there is no shared access. The City Hall and Police Department structure was constructed using concrete masonry units (CMU) on the ground level and wood frame construction on the second story. The museum, cottage, and changing room/outhouse are separate wood frame structures.
92 Item 9 A.
11 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS

CITY HALL
First Story: City Hall’s first story comprises Council Chambers, two public bathrooms with two stalls each, a public lobby, an information technology (IT) room, and a community room. One employee’s office is located within the IT room.

Second Story: The second story houses individual and shared administrative offices for 20 employees, a main lobby, a staff conference room, two gender-neutral bathrooms, a storage room for records and supplies, a copy room, and a lounge/break room. 9City of Capitola City Hall Space Planning
10City of Capitola City Hall Space Planning
SPACE ANALYSIS & UTILIZATION CITY HALL 2ND FLOOR

DRAFT FOR INTERNAL USE ONLY
93 Item 9 A.
12 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS

CITY HALL AREA CALCULATIONS BY DEPARTMENTS AND FUNCTION City Hall Area Calculations by Departments and Func The following tables break down the area within City Hall by department and functions. tion The following tables break down the area within City Hall by department and functions.

City Manager Department # of
Employees
Area of
Space
City Manager Office 1 280 sf
Assistant to City Manager 1 160 sf
Human Resources 1 120 sf
City Clerk Office 2 190 sf
Front Lobby 1 217 sf
IT 1 205 sf
AV 0 56 sf
Total 7 1,228 sf
Public Works Department # of
Employees
Area of
Space
Public Works Director 1 110 sf
Public Works Shared Office 4 304 sf
Total 5 414 sf
Community Development
Department
# of
Employees
Area of
Space
Community Dev. Director 1 110 sf
Planning Office 2 168 sf
Building Office 3 196 sf
Total 6 474 sf
Finance Department # of
Employees
Area of
Space
Finance Director 1 120 sf
Finance Shared Office 3 153 sf
Total 4 253 sf
Shared Staff Space Area of
Space
Staff Conference Room 210 sf
2nd story Staff Restrooms 120 sf
Copy Room 100 sf
Staff Break Room 154 sf
Storage/Records Room 172 sf
Mechanical Room 172 sf
Total 928 sf
Community Space Area of
Space
Community Room 550 sf
Council Chambers 1,660 sf
Public Restrooms 220 sf
1st story Lobby 217 sf
Total 2,647 sf
City Hall Area Calculations by Departments and Function The following tables break down the area within City Hall by department and functions.

City Manager Department # of
Employees
Area of
Space
City Manager Office 1 280 sf
Assistant to City Manager 1 160 sf
Human Resources 1 120 sf
City Clerk Office 2 190 sf
Front Lobby 1 217 sf
IT 1 205 sf
AV 0 56 sf
Total 7 1,228 sf
Public Works Department # of
Employees
Area of
Space
Public Works Director 1 110 sf
Public Works Shared Office 4 304 sf
Total 5 414 sf
Community Development
Department
# of
Employees
Area of
Space
Community Dev. Director 1 110 sf
Planning Office 2 168 sf
Building Office 3 196 sf
Total 6 474 sf
Finance Department # of
Employees
Area of
Space
Finance Director 1 120 sf
Finance Shared Office 3 153 sf
Total 4 253 sf
Shared Staff Space Area of
Space
Staff Conference Room 210 sf
2nd story Staff Restrooms 120 sf
Copy Room 100 sf
Staff Break Room 154 sf
Storage/Records Room 172 sf
Mechanical Room 172 sf
Total 928 sf
Community Space Area of
Space
Community Room 550 sf
Council Chambers 1,660 sf
Public Restrooms 220 sf
1st story Lobby 217 sf
Total 2,647 sf
94 Item 9 A.
13 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS

POLICE DEPARTMENT
The Police Department is situated at 422 Capitola Avenue, directly attached to the City Hall structure via a shared wall.

This section of the structure consists of a single-story layout.

It encompasses a front lobby, office space, an interview room, two locker rooms, and storage facilities. Within the patrol office, four desks are arranged around the periphery, with a larger table positioned in the center for use as a staff meeting space. The Police Department currently does not have a break room and staff use the patrol office in place of one.
13City of Capitola City Hall Space Planning

SPACE ANALYSIS & UTILIZATION POLICE

DRAFT FOR INTERNAL USE ONLY

POLICE STORAGE POLICE OFFICES AT CITY HALL
structure through a shared wall. This portion of
the structure is a single story. The layout
includes a front lobby, break room, office space,
an interview room, two locker rooms, and
storage. The patrol office has four desks
around the periphery with a larger table in the
center utilized as a staff meeting space.

Police Department # of
Emp
Area of
Space
Chief Office 1 176 sf
Captains Office 1 1 130 sf
Captain Office 2 1 130 sf
Lobby 0 60 sf
Front Office 2 133 sf
Back Office 1 115 sf
Break Room 0 49 sf
Men's Locker Room 0 380 sf
Women’s Locker Room 0 236 sf
Patrol Office 4 390 sf
Traffic & Parking 3 200 sf
Detective Office 2 203 sf
Interview Room 0 100 sf
Storage 0 124 sf
Total 15 2,426 sf

95 Item 9 A.
14 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS

CAPITOLA MUSEUM AND HISTORIC COTTAGE
The Capitola History Museum is a separate 900-square-foot building and includes a historic cottage and changing room/outhouse. The museum, cottage, and changing room/outhouse are located along the frontage of Capitola Avenue and occupy approximately one-quarter of the City Hall property. The museum and cottage are wood-framed buildings with an accessory beach/changing cabin of the same construction.

STORAGE BUILDING
This building is a manufactured mobile home that was moved to its current location after the demolition of the Lower Pac Cove mobile home park around 2012.

PARKING
There are 28 parking spaces located in front of the City Hall site along Capitola Avenue. These parking spaces are used mainly for ADA parking, the Capitola History Museum, and Police patrol vehicles.

The Upper and Low Village Parking Lots are just over 6 acres in area and include 454 parking spaces, a police storage trailer, a generator, and parking fee kiosks. The lots can be accessed from three entrances, two on Bay Avenue and one on Capitola Avenue. A ramp is located from the upper parking lot to the City Hall building that contains an elevator to the first floor.
96 Item 9 A.
15 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS

VISUAL ASSESSMENT OF INTEGRITY OF BUILDING STRUCTURES
The following is a visual assessment conducted in 2023 by the Capitola Building Official of various areas within each building.

Upper Storage Room
▪ The upper storage room is significantly filled with boxes obstructing access to the mop sink and electric panel, as well as roof access.

Staff Break Room
▪ The upper floor breakroom appears to be in acceptable condition, although the cabinets are showing signs of aging and may warrant replacement. A new refrigerator was installed in 2023. Heating is provided by an aging and inefficient electric resistance heater, the status of which remains unknown regarding maintenance or replacement, but it seems to have surpassed its serviceable life.

Council Chambers:
▪ The furniture in the council chambers is outdated and worn, contributing to a generally dark and unwelcoming atmosphere.
▪ It is unclear whether the wood interior finish meets fire-resistant requirements for public buildings, and the outdated wood finishes exacerbate the dim environment. ▪ Lighting fixtures do not comply with current Electrical and Energy Code requirements for efficiency, potentially leading to increased operational costs. Replacement of incandescent and fluorescent fixtures with more efficient LED lighting is recommended. Some of the lights have been replaced over the past decade.
▪ The public restrooms do not meet accessibility requirements, necessitating significant construction to achieve compliance.
▪ The furnace serving the Community Room, Council Chambers, IT office, and restrooms is outdated and likely fails to meet Energy Code requirements for efficiency. The IT office lacks proper heating, relying on an electric space heater due to the inefficient furnace. Air balancing is necessary for the system to ensure proper heating, cooling, and airflow volumes. ▪ The carpet is approximately five years old.

Community Room:
▪ The Community Room features Wi-Fi and modern technology capabilities. ▪ The carpet and furniture is approximately five years old.

IT Office
▪ HVAC does not service the IT office. Refer to the section on the furnace for details.

The Lower-Level Electrical room
▪ The room contains computer equipment, racks, and several electric panels. ▪ An outdated air conditioning unit mounted above the door is non-functional. Currently, a portable AC room floor unit is utilized during hot weather, necessitating leaving the door open for cooling purposes. This arrangement may pose security risks and is inefficient, leading to excessive energy consumption.
97 Item 9 A.
16 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
Upstairs Offices
▪ The carpet is outdated and exhibits water damage. New carpet has been installed in the staff meeting room and copy room.
▪ Ceilings show signs of water damage from a leaking roof. ▪ Recent termite damage has been identified near the staff restrooms.

Roof
▪ Despite patching in 2023, the roof requires replacement, having last been replaced in 1996. The aging concrete tiles on the mansard walls are no longer manufactured and are deteriorating, necessitating consideration for replacement with alternative materials.

The galvanized sheet metal cap on the mansard wall is failing in multiple areas, allowing water infiltration. Due to these leaks, the base layer of plywood may be compromised, necessitating further investigation.
▪ Roof tiles from the mansard roof hang down into the undersized gutters, facilitating leaf accumulation and blockage. The drainage system, utilizing scuppers, has caused dry rot in the wood trim surrounding the gutters.
▪ Trees on the south and east ends drop leaves, contributing to gutter blockage. ▪ Vents in the roof overhangs or soffits, intended to prevent dry rot, have been painted over in many areas, reducing required ventilation and potentially leading to dry rot.

Replacement of these vents is recommended, and painting should be avoided in venting areas.

Drainage
▪ Short or disconnected downspouts can lead to water pooling on the roof and around the building, potentially causing damage and undermining walkways and the building’s foundation.

Lighting
▪ Lighting does not meet current energy efficiency standards.

HVAC
▪ The heating system, installed in 1994, is inefficient and requires frequent repairs and part replacements due to aging. The rooftop units’ ducting displays signs of degradation and rust, potentially leading to leaks. The system lacks proper balancing, necessitating modifications to accommodate the current building layout.

Fire
▪ Fire sprinklers and an automatic fire alarm system are not installed in the building. Smoke alarms are present but not in every room. A bluetooth notification system, activated by staff, is used to alert occupants in case of fire. Additional lighted EXIT signs need to be installed.
▪ A fire extinguisher is located behind the reception area in the hallway. ▪ In 2023, staff is collaborating with Central Fire to update emergency maps and identify safe meeting places during fire emergencies.
98 Item 9 A.
17 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
Water Heater
▪ The water heater in City Hall was replaced with an on-demand water heater in recent years. Compliance with flood zone requirements should be verified for systems located on the ground floor, given the building’s location in a floodplain.

Electric
▪ The condition of the electrical system cannot be fully assessed through visual inspection.

However, the panels are well marked and appear to be in reasonable condition despite their age. No issues with electric breakers have been reported to date. ▪ A new generator, installed in 2023 and located in the upper parking lot, is tied into the main panel in the electrical room.

Plumbing
▪ The sewer lateral was replaced in 2023.
▪ The staff restrooms on the upper floor were recently updated but require further modifications to comply with current accessibility requirements.

Exterior Walkway and Stairs
▪ The exterior walkway deck requires replacement of the waterproof finish. The guardrail spacing does not meet current code requirements, with intermediate pickets spaced 8” apart instead of the mandated less than 4”. Guards should be 42” in height, a standard not met by the current guardrail, posing potential liability issues for the City. Consideration should be given to upgrading for safety concerns. The stairway guardrails exhibit the same issues regarding height requirements. Additionally, the surface treatment on the second-floor exterior walkway is aging and heavily stained.

Windows
▪ Single-pane windows are installed throughout the building. Replacing them with dualpane windows would result in energy savings by reducing heat loss or gain.

Building Exterior
▪ Stucco extends below the grade line. Not compliant with California Building Code.

Weep Screed for Stucco should be minimum 2 inches above concrete or 6 inches above grade.
▪ The exterior stucco has several cracks as a result of moisture intrusion and seismic activity.
▪ Evidence of termite damage in restrooms area. May exist building wide.

Parking Areas
▪ The parking lot in front of City Hall is in poor condition with crazed and spalled asphalt.

Water collects in low spots throughout the parking lot. ▪ Lower Capitola Village parking lot was built as a temporary parking facility in 2013.

Lifespan is limited.
▪ Accessible parking needs to be updated. The parking lot in front of building needs to be repaved and re-marked with accessible spaces being marked according to current standards. The access aisle for the accessible space nearest to the museum ramp is not 99 Item 9 A.
18 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
compliant with the code for accessibility. The top landing of the accessible ramp does not meet current accessibility requirements.

Elevator
▪ Substandard size
▪ The elevator is near or at it’s useful lifespan. Breaks down often. ▪ The location of the elevator on the lower floor is difficult to find do to the location at the end of a hallway.

Police Department
▪ The Police Department Building shares roofing issues with the main City Hall Building. Records indicate that the roof was last replaced in 1982, suggesting it has exceeded its useful life.
▪ The HVAC system, installed in 2008, exhibits inefficiencies in heating and cooling due to unbalanced zones. Evaluation for proper air flow requirements is recommended. All rooms currently feature both supply and return air outlets in the ceiling.
▪ Previous flooding incidents have occurred in the building, located within a flood zone. Recent termite damage has been identified, and spot treatments have been administered. Vermin infiltration remains a concern.
▪ At the time of inspecting the structure, active repairs in the women’s locker and restroom were underway due to a chronic sewer backup. A new sewer line was installed following the original observations. Other existing drain lines appear to be cast iron and are degrading. Lockers have been placed on a permanent platform to mitigate water intrusion during backups. The attic access in the women’s restroom does not meet code requirements.
▪ A 150 Amp electric panel in the PD, while serviceable, is aged. Breakers appear to be appropriately sized.
▪ An attic access panel in the patrol room is undersized and does not meet code requirements for ease of access. Attic areas were not observed during the walkthrough.
▪ The men’s locker and restroom features a water heater closet with a solid core door and full weather stripping as per current codes. Combustion air ventilation is provided, meeting installation requirements.
▪ Additional exit signs are recommended to align with the current office layout. ▪ The previously unreliable generator was decommissioned in 2023.

Police Storage Building/Parking Office
▪ This manufactured mobile home was relocated to its current position in 2012 following the demolition of a mobile home park. It is supported by a Stateapproved standard foundation consisting of jack stands attached to steel beams with clips. Concrete pier footings support specific areas. ▪ The floor in the room containing an explosive-proof safe has been reinforced with 1 ½” plywood. The underfloor access panel is secured to prevent unauthorized access. 100
Item 9 A.
19 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
▪ The building appears inadequately designed to support the weight of stored files, leading to floor reinforcement in certain areas. The full extent of reinforcement remains unknown due to a lack of comprehensive assessment.
▪ Lighting does not meet current Electrical and Energy Code requirements for efficiency, potentially increasing operating costs. Upgrading to LED lighting is recommended. ▪ An accessible restroom in the building meets clearance requirements, though part of it is utilized for storage, reducing required clearances.
▪ The water closet does not comply with code requirements for the location of the flush mechanism.
▪ The larger storage trailer features exterior T1-11 Plywood finish, which is not fireresistant. According to current codes, a fire-resistant surface such as drywall would be required for storage areas.
▪ While smoke detectors are present, a fire sprinkler system is absent. Installation of a fire sprinkler system is advisable to protect stored files, as per current codes. ▪ An outdoor storage area for recovered bicycles is enclosed by chain link and slat fencing, in reasonable condition.

Museum & Cottage
▪ The museum, cottage, and changing room/outhouse are of historic significance and were relocated to the City Hall site.
▪ The Public Works Maintenance Division plans to tent the museum due to the discovery of termites.
▪ The museum lacks both a fire sprinkler system and an alarm system. ▪ Moss growth on the museum’s roof is attributed to limited sun exposure, posing a threat to the shingles’ integrity. Removal of the moss could further damage the shingles. There is no available information regarding past roofing work. ▪ Documentation regarding the placement of the cottage is unavailable in building records.
▪ The roofs of the museum, cottage, and changing room/outhouse are shaded by a redwood tree, leading to debris accumulation. Regular removal of debris is necessary to maintain the roofs, as debris buildup can lead to dry rot and attract vermin or insects around the buildings’ bases.

Structural Considerations
▪ The buildings were originally build for different purposes and prior to current building code, so while an inspection of the existing foundation/structural building elements was beyond scope of this study it is likely that there are structural components that do not meet the level of structural strength that is needed to withstand a high water level flood or certain seismic events.
▪ The existing roof structure was not originally designed to support the HVAC equipment that has been placed on it. The weight of the equipment creates a deflection in the roof deck that holds water and prevents it from draining properly 101
Item 9 A.
20 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
▪ The current roof design does not allow for easy removal of debris from the surrounding trees, the debris collects and plugs the drains , and water will collect until the roof either structurally fails or starts to leak into the offices below. ▪ The building was built to its current configuration at different times. There are different building materials and styles that have been used that may create issues on how the building withstands a high seismic event. The Police Department area was built with CMU walls as is the first floor below City Hall. The second floor is wood framed and does not posses the strength that CMU walls have. Seismic review should be completed.

Floodplain
One critical concern facing the City is the location of its first responders, including the City’s Police Department, within the floodway. In the event of a flood emergency, Capitola may be unable to respond at full capacity if City Hall and the Police Department are affected by flooding.

Any redevelopment within the floodplain must adhere to federal floodplain regulations and Chapter 15.20 of the Capitola Municipal Code. Essentially, new development must be designed to avoid altering the floodplain. A no-rise study would be mandatory for any future development plans. Residential usage is prohibited within the floodplain.

Certification from a registered civil engineer or architect is required to ensure that any nonresidential structure meets the floodproofing criteria outlined in CMC Section 15.20.160(C) (2). Additions to existing structures would be permitted in accordance with floodplain management standards.

The following information is from the 2005 City of Capitola Parking Garage and Housing Feasibility Study by RBF Consulting.

ENVIRONMENTAL SETTING
Vegetation and Hydrology
Because the site is largely covered with asphalt, there are no environmental features within the current surface parking lot. Surrounding the parking lot is relatively dense vegetation consisting of tall trees and an under story native and non-native vegetation. Trees include Eucalyptus, Coastal Live Oaks and Alders that surround virtually the entire property, providing a visual buffer between adjacent uses.

The northern edge of the lower parking lot is across the street from the Noble Gulch riparian corridor. Noble Gulch extends east to west through the lower parking lot. It is located underground in a 72-inch corrugated metal pipe. Storm water collected east of Monterey Avenue travels through this pipe, eventually discharging into Soquel Creek. Given the presence of Noble Gulch, most of the lower parking lot is located within a designated floodplain. The upper parking lot is not located within the floodplain.

Topography
Most of the lower parking lot is generally flat, with a gentle slope from east to west. The elevation of the main portion of the parking lot generally ranges from between 40 and 43 ½ feet above sea level (ASL) At the east entrance off Monterey Avenue, the roadway declines into property from elevation ~64.3 ASL to elevation ~50.0 ASL (nearly 15 feet) 102
Item 9 A.
21 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
before flattening out. Topography is also steeper along the western driveway to Capitola Road where the elevation drops by nearly 20 feet.

The slope between the upper parking lot and lower level (mobile home park) ranges from 50 to 60+ percent with an average change in elevation of about 20 feet. There is evidence of past instability, however, this instability is surficial involving the loose surface mantle and tree root area. To protect this instability, vegetation and retaining walls have been used.

Several small retaining structures are present, particularly along the northern slope of the narrow roadway that provides access to Monterey Avenue
Soils
Three shallow exploratory boreholes were dug to a depth of 10 feet prior to construction of the parking lot (Haro, Kasunich & Associates, May 1984). The subsurface soil generally consists of dark brown silt to file silty sand to approximately minus three feet. These materials are underlain by silty sand and/or clayey sand to the depths bored. No other soils reports are known to exist for the parking lot site. However, two nearby soil investigations are described below which provide a context for possible soil conditions on site.

James Reynolds analyzed subsurface soil conditions on the adjacent City Hall site in 1975 prior to redevelopment of the City Hall facilities. Underlying native soil stratum consists of medium dense clayey sands, which vary in thickness from six to eight feet. Below nine feet, a loose to medium dense stratum of blue-gray sand with clay binder material was encountered. At a depth of ~20 feet, a greenish-gray very dense clayey gravel with sand was encountered. The soil investigate determined that with the exception of an upper 12 to 18 inches of loose fill soils, the subsurface soils possessed adequate parameters to support the two-story city hall structures, assuming an adequate foundation, such as conventional spread footing structurally integrated with a thickened structural concrete slab-on-grade, was incorporated. The report also indicated that given the presence of loose subsoil materials located between depths of nine to 21 feet, there is a potential for liquefaction during period of strong seismic activity. Due to the depth and relatively thin interbedding of the loose soils, it was suggested that any resulting liquefaction would cause only vertical displacement or settlement and not rotational or shear failure.

A geotechnical investigation for a new single-family residence at 408 Pilgrim Drive (north of the lower parking lot) was prepared by Redwood Geotechnical Engineering in July 2002.

Borings encountered about six to 12 inches of unconsolidated surficial topsoil; up to five feet of firm native clayey soil underlain by well-consolidated silty clay and silty sand. Ground water was encountered at depths of about 11 ½ and 18 feet below surface (corresponding to approximate topographic elevation EL = +1.0) and localized seepage was observed between 7 ½ and 8 ½ feet. According to the report, seasonal seepage is common in the site vicinity and may have a significant impact on site work and foundation excavation during or following winter storms.

The Santa Cruz County geologic hazard maps indicate that the site is located within a potential liquefaction hazard zone. For future planning and design of structures for this site, obtaining a site-specific geotechnical report is recommended. Foundation type will be dependent on soil conditions as well as structure type. Conventional spread footings may be appropriate for one or two level parking structures. Structures taller than two stories will likely require pile foundations. Piles would either be drilled or driven depending upon geotechnical engineer’s recommendations.
103
Item 9 A.
22 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS

WORK PLAN AND PART I C I PAT I O N P L A N
Capitola’s City Hall building currently includes workstations and offices for five departments: City Administration, Public Works, Community Development, Finance, and Police. The current layout and size of the City Hall does not adequately house current employees, and cannot accommodate staff growth.

As part of the assessment process, Group 4 toured the City Hall building to confirm the City-provided floorplans and facility documents. Group 4 additionally examined the current utilization of each space and created bubble diagrams that were verified and confirmed by the Project Management Team to ensure that any completed analysis was based off of accurate department locations and needs.

In order for Group 4 to gather more detailed information, an online survey was distributed to the City’s department heads and staff. Department head interviews were then conducted to confirm survey responses and to give City employees an opportunity to elaborate on their personal workspace needs as well as overall department workspace needs.
5City of Capitola City Hall Space Planning

CAPITOLA CITY HALL SITE MAP

DRAFT FOR INTERNAL USE ONLY
Size: ~ 7 acres total
City Hall site map including the piece of land
that extends back to include public parking for
downtown Capitola. This site also encompasses
police storage and the Capitola Museum.
104
Item 9 A.
23 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS

ANALYS I S OF EX I ST I NG OPERAT I O N S
The City Hall building has two stories and around 12,500 square feet. Presently, City Hall includes workstations for its 20 full-time employees and 1 part-time staff on the second floor as well as one staff office, a Community Room, Council Chambers, a lobby, a public restroom, and a mechanical room on its first floor.

The second floor of the City Hall building has a second public lobby that serves the Public Works, Finance, and Community Development departments. Additionally, there is a small conference room, copy room, storage room, and break room.

The first and second floors are accessible to each other by an exterior staircase and the break room and general storage rooms can be accessed by an exterior circulation path.

Ci
f C
i
l
Ci
ll S
l
i
Police
Storage
Capitola
Museum
City Hall
(2 story)
Police
Department
City Hall breakroom.
105
Item 9 A.
24 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
9City of Capitola City Hall Space Planning
SPACE ANALYSIS & UTILIZATION CITY HALL 1ST FLOOR

DRAFT FOR INTERNAL USE ONLY

PUBLIC SERVICE DESK/ LOBBY SPACE
The public service desk is on the second floor of City Hall and serves the Finance, Community Development, and Public Works departments. The service point is in the City Hall office lobby where the Customer Service Office Coordinator has a workspace.

The service desk is small. The space can only accommodate one customer at a time and lacks technology such as a public computer for visitors to use. It is important that the service desk is nearby to the offices of the departments that it serves.

SHARED SPACES (MEETING, AMENITIES):

Conference Room: The staff conference room is located next to the public lobby and across from the Public Works Director’s private office. It is on the smaller side with 210 square feet but includes updated furniture and a large monitor for meeting use.

BREAK ROOM:

City Hall staff’s break room is on the second floor, but separated from the rest of the offices. To access the break room, staff leave through the public lobby to go outside and down the exterior circulation path. The break room is located next to the exterior stairs that connect the first and second floors.

The room itself is small with only 155 square feet. The layout is awkward, and the room has a non-standard shape. It currently fits a small table, couch, and kitchenette.

The breakroom has some maintenance needs, one of the most prominent being that a piece of glass from a slatted window is missing, which lets air flow freely into the space, creating a sometimes cold and unpleasant environment. 106
Item 9 A.
25 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
10City of Capitola City Hall Space Planning
SPACE ANALYSIS & UTILIZATION CITY HALL 2ND FLOOR

DRAFT FOR INTERNAL USE ONLY
CITY ADMINISTRATION DEPARTMENT:

The City Administration Department has seven employees that include the City Manager, Assistant to the City Manager, Human Resources, IT, Customer Service Office Coordinator, City Clerk, and Deputy City Clerk. All the workspaces except for IT are on the second floor; IT workspace for one employee is located on the first floor adjacent to the Community Room.

The City Manager has a large corner office that has a conference table and monitor as well as a large storage closet that is shared. This office is located next to the Assistant to the City Manager (ACM) and HR. In order to access the ACM office, staff must walk through the HR office, resulting in limited privacy and awkward circulation. The City Clerk and Deputy City Clerk have cubicles outside of the City Manager’s office.

PUBLIC WORKS DEPARTMENT:

Public Works administrative staff consists of one Public Works Director and four Public Works staff members, one of whom is part time. The director has an individual office and the staff cubicle workspaces. This department is situated in adjacency to the City Administration workstations and across from the conference room. Public Works does not currently have a space to gather for a semi-private conversation or the abatement of noise from the rest of the staff.

It is important that Public Works workspaces remain close to the public service counters due to heavy daily interaction with the public. 107
Item 9 A.
26 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
11City of Capitola City Hall Space Planning

CITY HALL UTILIZATION

DRAFT FOR INTERNAL USE ONLY
30% 32% 6% 10% 23%
Office Space 30%
Community Space 32%
Meeting & Staff Amenities 6%
Storage & Building Support 10%
Circulation 23%
COMMUNITY DEVELOPMENT DEPARTMENT:

At the opposite end of the second floor workspaces, the Community Development Department has three offices.

The Community Development Director has individual space, two Planning staff share an office, and three Building staff share another. These offices are located on either side of the Director’s office.

Currently the Planners’ office has one shared workspace to layout physical plans. The Building office, which is typically occupied by three employees, is also challenged with area to review full sized plans. Shared workspace located in the planning and building offices is beneficial for collaboration between team members. Additionally, the department offices lack storage space that meets the needs of the staff.

FINANCE
The Finance Department has two offices. One office is used solely by the Finance Director and is in the back corner of the building. The three Finance staff have workstations in the office next door. The space is too small for the three staff, but most importantly was not designed to be a closed-off space and therefore does not have a door, making sound mitigation and confidential payroll-related conversations difficult.

The above chart shows the utilization of space in
the City Hall building; the percentage of Office
Space, Community Space, shared staff amenities,
storage, and circulation.
108
Item 9 A.
27 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
12City of Capitola City Hall Space Planning

CITY HALL UTILIZATION

DRAFT FOR INTERNAL USE ONLY
14% 6% 7% 4% 6% 10% 32% 23%
City Administration 14%
Public Works 6%
Community Development 7%
Finance 4%
Meeting & Staff Amenities 6%
Storage & Building Support 10%
Community Space 32%
Circulation 23%
Similar to the chart on the previous page, this
chart shows the utilization of space in City Hall,
but breaks the “office space” down even further,
showing the percentage of space that is currently
dedicated to each department.
109
Item 9 A.
28 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
13City of Capitola City Hall Space Planning

SPACE ANALYSIS & UTILIZATION POLICE

DRAFT FOR INTERNAL USE ONLY

POLICE STORAGE POLICE OFFICES AT CITY HALL
POLICE BUILDING :

The Police Department building is connected to City Hall and has one floor of office space, administration and public service desk areas, locker rooms, and interview spaces.

There are currently 32 Police Department staff that work out of the building, but due to the nature of Police work, many of the officers do not occupy an office or workspace in the building during the day and are out in the field. When they do come back to the station for breaks, they congregate in the Patrol Office. The Patrol Office is small and inadequate for the number of patrol officers that use it. The building is overcrowded and outdated. The building does not have secure parking for the squad cars, therefore they are accessible to the public.

The Police Department employees have outgrown the current facility both with number of staff and amount of storage. Police storage is located in a separate building that is separated by a public parking lot from the Station. The storage building is a small, portable unit that is mostly dedicated to police storage, but holds workstations for the Parking Enforcement staff members.

What works well for the Department is the proximity to City Hall and a staging area outside for press conferences and other announcements to the public. 110
Item 9 A.
29 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
ANALYSIS FINDINGS: CURRENT CITY HALL BUILDING ISSUES
The analysis of the City Hall’s existing conditions resulted in a list of major building improvements and issues that should be addressed. See this list below:
▪ Lack of space and modern accommodations for all staff ▪ Staff breakroom is uncomfortable and small
▪ Public service counter and lobby size is too small and not welcoming ▪ Located within the flood plain
▪ Roof leaks for entire building
▪ Inadequate air circulation & HVAC for entire building ANALYSIS FINDINGS: CURRENT POLICE DEPARTMENT BUILDING ISSUES The analysis of the Capitola’s Police Station existing conditions resulted in a list of major building improvements and issues that should be addressed. See this list below:
▪ Inadequate locker rooms with lack of privacy; not meeting requiremenets ▪ No staff break room
▪ Public service counter and lobby size is too small and not welcoming ▪ Lacking dedicated meeting rooms that are separate from staff workspace ▪ Emergency responders’ facility located within floor plain ANALYSIS FINDINGS: CITY HALL AND POLICE STAFF EFFICIENCY The City Hall and Police Station analysis additionally helped to determine which aspects of the building should be improved to better staff efficiency. The list is detailed below:
▪ Physical layout of departments and staff could be improved ▪ Lack of department collaboration spaces and conference space ▪ Separated police storage
▪ Police cars parked in public lot
▪ Office for museum curator could be moved to City Hall 111
Item 9 A.
30 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
17Capitola City Hall Space Needs Assessment

STAFF SURVEY SUMMARY
68% have a shared
office workspace
50% are at their
workstations for 6-8
hours a day
49% interact with
the public frequently
daily
68% describe their
workspace as
outdated
75% are on a video
conference call for
1-2 hours each
70% Interact with
the public at the
service counter

DRAFT FOR INTERNAL USE ONLY
18Capitola City Hall Space Needs Assessment
5%
7%
12%
27%
49%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Monthly
Other
Weekly
Light daily
Heavy daily

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
How frequent is your in-office interaction with the public?

STAFF SURVEY SUMMARY
Staff surveys were distributed to City Hall and Police staff to provide their opinions about their current workspaces. The survey asked questions about adjacencies to other departments, the type and condition of their work and shared spaces, and information about their work days in order to determine needs of the staff. 112
Item 9 A.
31 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
19Capitola City Hall Space Needs Assessment
15%
15%
18%
68%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Cubicle
Other
Private office
Shared office

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
Please describe your workspace:

OTHER
• Fleet shop space
• Front desk
• Private but directly connected
to another office
• Shared office- no door
20Capitola City Hall Space Needs Assessment
3%
5%
6%
3%
0%
3%
0%
0%
0%
21%
16%
22%
19%
28%
8%
15%
5%
5%
15%
36%
32%
30%
36%
54%
21%
44%
49%
41%
26%
13%
49%
43%
39%
15%
71%
38%
46%
54%
59%
31%
Staff workspace
Meeting space
Adjacencies with other
departments/ divisions
Technology
(print/ copy station)
Storage
Entry/ public
service counter
Circulation
(corridors, aisles,
stairs, exiting)
Breakroom
Restroom
Parking
Insufficient Okay Good/ Sufficient Great

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
Please indicate the condition of each area within City Hall as applicable:

OTHER
• Curator’s office is very small in
the museum. Can not
accommodate more than one
person. Office overcrowded
with work materials and there is
no curatorial workspace.
113
Item 9 A.
32 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
18Capitola City Hall Space Needs Assessment
0%
0%
0%
0%
3%
3%
3%
5%
6%
21%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Storage
Circulation
(corridors, aisles,…
Breakroom
Restroom
Technology
(print/ copy station)
Entry/ public
service counter
Staff workspace
Meeting space
Adjacencies with other
departments/ divisions
Parking
Great

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
Please indicate the condition of each area within City Hall as applicable: Great 19Capitola City Hall Space Needs Assessment
5%
5%
8%
15%
15%
16%
19%
22%
28%
36%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Circulation
(corridors, aisles,…
Breakroom
Storage
Entry/ public
service counter
Restroom
Staff workspace
Adjacencies with other
departments/ divisions
Meeting space
Technology
(print/ copy station)
Parking
Good/ Sufficient

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
Please indicate the condition of each area within City Hall as applicable: Good/ Sufficient 114
Item 9 A.
33 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
20Capitola City Hall Space Needs Assessment
44%
69%
73%
75%
81%
82%
85%
92%
95%
95%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Parking
Technology
(print/ copy station)
Meeting space
Adjacencies with other
departments/ divisions
Staff workspace
Entry/ public
service counter
Restroom
Storage
Circulation
(corridors, aisles,…
Breakroom
Insufficient/ Okay

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
Please indicate the condition of each area within City Hall as applicable: Insufficient/ Okay 21Capitola City Hall Space Needs Assessment
3%
3%
3%
5%
5%
10%
10%
13%
18%
20%
23%
23%
25%
28%
35%
35%
38%
43%
43%
50%
68%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Flexible
Modern
Spacious
Attractive
Inviting
Inclusive
Natural light-filled
Comfortable during warm weather
Comfortable during cool weather
Inflexible
Dark/ limited natural light
Generally in good condition
Adequate for staff needs
Hard for staff to navigate
Uncomfortable during cool weather
Uncomfortable during warm weather
Unpleasant
Crowded
Noisy
Has significant maintenance needs
Outdated
% of Capitola City Hall Respondents

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
How would you describe your current workspace?
115
Item 9 A.
34 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
21Capitola City Hall Space Needs Assessment
0%
3%
10%
18%
20%
50%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
None
1-2 hours
2-4 hours
Other
4-6 hours
6-8 hours

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
On average, how many hours do you work at your workstation per day? OTHER
• 10+
• 20 hours per week
22Capitola City Hall Space Needs Assessment
0%
3%
10%
18%
20%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
6-8 hours
None
4-6 hours
2-4 hours
1-2 hours

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
On average, how many hours do you spend per day on the phone or on video conference meetings at your workstation?
116
Item 9 A.
117 PROJECTIONS + NEEDSItem 9 A.
36 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS
C I TY HALL STAFF + SPACE NEEDS
After reviewing existing layouts, staff and department head surveys, and interview responses, Group 4 along with the PMT, developed a space needs program. These spreadsheets show City Hall’s current and future full-time employees (FTEs), amount of square footage for each employee. These numbers were presented to the City of Capitola and adjusted as necessary throughout the duration of this project step.

METHODOLOGY AND PLANNING STANDARDS
The “Current Space Use” number is determined by using usable square feet and dividing that by the amount of staff occupying a space (square feet per capita).

This number is used as a metric to determine whether enough square feet are being provided to each staff member for an adequate workspace. The standard for workplace planning is 150 square feet per staff member. As seen in the green circle above, Capitola’s City Hall currently has 111 sf/ staff. This means that the current workspaces are too small for the amount of staff in the building.

CITY HALL STAFF & SPACE NEEDS
C
Sp
1 S
Current
Space Use
111
SF/Staff
Industry
Standard
150
SF/Staff
118
Item 9 A.
37 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS

CITY HALL STAFF & SPACE NEEDS

DRAFT FOR INT

CITY HALL STAFF & SPACE NEEDS

DRAFT FOR IN
Current
Space Use
64 SF/Staff
Industry
Standard
100
SF/Staff
119
Item 9 A.
38 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS
16City of Capitola City Hall Space Planning
50% 15% 10% 25%
42% 9% 14% 35%
CITY HALL CURRENT VS NEW SPACE UTILIZATION*
Office Space Storage &
Bldg. Support
Lobby & Circulation
Current Space Utilization

I/OWNED WE/
SHARED

NON-OCCUPIABLE
Future Space Utilization

I/OWNED WE/SHARED NON-OCCUPIABLE
Meeting
Room &
Amenities
Office Space Storage &
Bldg.

Support
Meeting Room Lobby & Circulation
& Amenities
* Excluding Community Room and Council Chambers
Current Vs. New Space Utilization
In the above diagram, both the “current” and “future” space utilizations for the City Hall building are shown.

Currently, 42% of square footage is dedicated to office space, 9% to meeting rooms and staff amenities, 14% to storage and building support, and 35% to the lobby and circulation. These percentages show that the existing layout is slightly inefficient.

Typically, a lobby and building circulation will ideally only occupy 25% of space based on office space planning standards. Shown in the future space utilization, circulation will reflect this, and also increase the percentages of office space as well as meeting room and amenities. Storage and building support will decrease slightly to give square footage to occupiable spaces.

Industry Planning Standards
Industry planning standards help to identify ideal staff density in an office layout. There are several variables that dictate staff density such as remote work, desk sharing, and number of private offices needed. Because the Capitola Police work in shifts, share desks, and have work that brings them out in the field, less square footage is needed per staff member. The City Hall offices require a lower average density due to the fact that most employees are in the office every day and several staff require individual offices. Please see page 39 for further information.

Best Practices for Workplaces
Shown on page 39 are some best practices for modern workplaces. Collaborative workspace, lockers, group conference space, break hubs, efficient public service lobbies, and workplace mobility are just a few that can be implemented in the City Hall and Police Station to improve work environments. 120
Item 9 A.
39 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS
27Capitola City Hall Space Needs Assessment

INDUSTRY PLANNING STANDARDS
Mix of open cube or
desk space and
private offices.
50 100 150 200 250 300 350 400 450 500
Majority open
seating with
shared desks
and few private
offices.

Majority of the space consists of large private offices.

HIGH DENSITY AVERAGE DENSITY LOW DENSITY
Police:
• Work in shifts
• Share desks
• High amount
of field work
• Few private
offices
City Hall:
• Limited desk
sharing and
remote work
potential
• Traditional mix
of open
workstation
and private
offices
• The average office space per employee was as high as
225-325 SF/person at the beginning of the 21st Century, due to the amount of physical paper storage at the desk and size of technology.
• The amount has decrease to a range of 150-175
SF/person with the reliance of digital filing and smaller more mobile technology.
• It is predicted that square foot per person will hold and perhaps slightly reduce to 125-175 SF/person with the
increase of remote work capability.
28Capitola City Hall Space Needs Assessment

BEST PRACTICES FOR WORKPLACES

COLLABORATIVE LOCKER ROOM

WORKPLACE

GROUP CONFERENCE COMMUNITY SPACE
THE HUB (BREAK ROOM) LOBBY SMALL FOOTPRINT WORKPLACE MOBILITY 121 Item 9 A.
40 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS
29Capitola City Hall Space Needs Assessment
40 60
00-01 12-13 13-14 14-15 15-16 16-17 17-18 18-19 19-20 20-21 21-22 22-23 23-24 # OF FTE
*Projection represents early preliminary projection and is subject to significant volatility.

DRAFT FOR INTERNAL USE ONLY
~17%
Growth over the
past 10 years

METRICS CITY HALL FTE STAFF
2000-2001:

Benchmark Year
0%
Growth over the
past 23 years
Recession
staff levels
31Capitola City Hall Space Needs Assessment
10,066 10,048 9,918 9,938
10,794
10,965 11,049
12,153
10,224 10,752
12,945 13,510
1,000
3,000
5,000
7,000
9,000
11,000
13,000
15,000
1990 2000 2010 ACTUAL 2020 ACTUAL 2030

PROJECTED
2040

PROJECTED
Historic Population
AMBAG 2024 Projections
Trending Growth and Mall Redevelopment
Trending Growth (no mall redevelopment)
Capitola Housing Element Projections

POPULATION
*City of Capitola 2023-2031 AMBAG Housing Element population projections

DRAFT FOR INTERNAL USE ONLY
AMBAG
Housing Element:
~36%*
Growth next
15 years
Trending Growth +
Mall Redev.:
~23% ***
Growth next
15 years
AMBAG Metro
Transport. 2040
~11%**
Growth next
15 years
Trending Growth:
(No Mall Redev.)
~16% ****
Growth next
15 years
**AMBAG Metropolitan Transportation Plan population projections. ***City calculations based on trending growth plus mall redevelopment:
2030: 467 new units X 2.2 people per unit = +1,027 people 2040: 540 new units X 2.2 people per unit = +1,188 people **** City calculation based on trending growth with no mall redevelopment:
2030: 130 new units X 2.2 people per unit = +286 people 2040: 240 new units X 2.2 people per unit = +528 people

METRICS CAPITOLA POPULATION
122
Item 9 A.
41 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS

PROJECT I ON METR I CS
As part of the project projections for the City Hall, three metrics for Capitola were projected out 10-15 years; full-time (equivalent) City employees, Capitola’s population, and the City’s general fund/ revenue. These three metrics help the City’s administrative team determine future staffing and City needs. These projections were determined through close work between the PMT and Group 4 during project meetings.
32Capitola City Hall Space Needs Assessment
-
5,000,000
10,000,000
15,000,000
20,000,000
25,000,000
City Revenue
2006 Inflation Adjusted
Linear (2006 Inflation Adjusted)
*Projection represents early preliminary projection and is subject to significant volatility.

Projections from City of Capitola

DOLLARS

DRAFT FOR INTERNAL USE ONLY
~53%
Increase over
the past 18
years
~13%
Future
Growth over
the next 10
years
~2.6%
Average
annual
growth over
the past 18
years

METRICS REVENUE/GENERAL FUND
123
Item 9 A.
42 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS
33City of Capitola City Hall Space Planning
DRAFT SPACE NEEDS – CITY HALL

DRAFT FOR INTERNAL USE ONLY

TOTAL CITY HALL

SPACE NEEDS
Mtg Rm,
Amenities,
Support, Lobby
& Circulation
Office Needs
Community
Space & Council
Chambers
Growth
3,060 SF 7,800 SF 2,340 SF
(at 111 SF/Staff) Existing 2,400 SF
3,150 SF* 8,800 SF 3,150 SF
(at 150 SF/Staff) Right Sized 2,500 SF*
2,600 SF 3,450 SF 3,450 SF 9,500 SF 10%
Growth
2,700 SF 3,600 SF 3,600 SF 9,900 SF 15%
Growth
2,800 SF 3,750 SF 3,750 SF 10,300 SF 20%
Growth
TA
R
G
E
T
* Improve efficiency with a more flexible layout to accommodate a higher occupancy in lobby, meeting rooms and amenities

DRAFT SPACE NEEDS
The following three charts show the draft space needs for the City Hall and Police individually on page 38, and then together above. These needs were determined using office space planning standards to determine target growth. With 10%, 15%, and 20% growth, the needed square footage is shown and then divided by office space, community space, and shared staff amenity space.

Additionally, the first row in the space needs charts show the existing usable square feet per staff, and the second rows show the calculation for the “right size”, the correct amount of office space if City Hall and Police maintained the number of staff they have now. 124
Item 9 A.
43 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS
34City of Capitola City Hall Space Planning

DRAFT SPACE NEEDS - POLICE

DRAFT FOR INTERNAL USE ONLY

TOTAL POLICE

SPACE NEEDS
Mtg Rm,
Amenities,
Support, Lobby &
Circulation
Office Needs Community
Space Growth
2,520 SF 4,560 SF 2,040 SF
(at 64 SF/Staff) Existing 0 SF
3,200 SF* 6,400 SF 3,200 SF
(at 100 SF/ Staff) Right Sized 0 SF
0 SF 3,500 SF 3,500 SF 7,000 SF 10%
Growth
0 SF 3,650 SF 3,650 SF 7,300 SF 15%
Growth
0 SF 3,800 SF 3,800 SF 7,600 SF 20%
Growth
TA
R
G
E
T
* Additional space for lobby, meeting rooms, break room and locker rooms. 35City of Capitola City Hall Space Planning

DRAFT SPACE NEEDS - TOTAL

DRAFT FOR INTERNAL USE ONLY

TOTAL CITY HALL
+ POLICE SPACE
NEEDS
Mtg Rm,
Amenities,
Support, Lobby &
Circulation
Office Needs
Community
Space &
Council
Chambers
Growth
Existing 2,400 SF 4,380 SF 5,580 SF 12,360 SF
Right Size 2,500 SF 6,350 SF 6,350 SF 15,200 SF
10% Growth 2,600 SF 6,950 SF 6,950 SF 16,500 SF
15% Growth 2,700 SF 7,250 SF 7,250 SF 17,200 SF
20% Growth 2,800 SF 7,550 SF 7,550 SF 17,900 SF
TA
R
G
E
T
125
Item 9 A.
44 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS
36Capitola City Hall Space Needs Assessment

DEPARTMENT ADJACENCIES

DRAFT FOR INTERNAL USE ONLY
CITY

ADMINISTRATION

FINANCE
PUBLIC
WORKS

COMMUNITY

DEVELOPMENT
POLICE
ENTRY

COUNCIL CHAMBERS
& MEETING ROOMS

CIRCULATION &

BUILDING SUPPORT

CIRCULATION &

BUILDING SUPPORT

MEETING &
STAFF

AMENITIES
PUBLIC

SERVICE

COUNTER
PUBLIC

SERVICE

COUNTER

ESSENTIAL

IMPORTANT

MEETING &
STAFF

AMENITIES
ENTRY
PUBLIC

SERVICE

COUNTER

DEPARTMENT ADJACENC I E S
Departments function best when they are within close proximity to other departments that they work closely with to complete their work. Above, the ideal department adjacencies are shown.

Ideally, City Hall and Police would have several public service counters. Some departments have essential adjacencies, and some are labeled as important, meaning that they should be closeby, but it’s not imperative that they are placed next to eachother. Each area needs to have circulation and building support space as well as meeting and staff amenities in addition to staff workspaces. 126
Item 9 A.
127 SUMMARY + NEXT STEPSItem 9 A.
46 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT SUMMARY + NEXT STEPS PMT REVIEW DRAFT - 18 APRIL 2024

KEY POINTS
Looking to the future growth and evolution for the City of Capitola, its civic infrastructure continues to be a high priority as the City Hall and Police Department prepare for the next 20 years of community service and governance. This facility space needs assessment serves an important function and addresses the City’s various space needs and current conditions.

Alongside the Project Management Team comprised of Capitola city department heads, Group 4 took a deep dive into examining City Hall and Police Station existing conditions, population and staff projections, industry space standards, and staff survey findings. These findings paint a picture of the issues that face these existing buildings and create understanding that informs future decision-making and planning.

This report’s findings show several areas in need of improvement: the inadequacies of current City Hall and Police Department staff workspaces as well as the poor condition of these buildings and environmental concerns. Because City Hall has functionality and resilience issues currently, it’s important to look to the future and plan for growth and modern office needs.

The key findings from this assessment are detailed on the following page. 128
Item 9 A.
47 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT SUMMARY + NEXT STEPS PMT REVIEW DRAFT - 18 APRIL 2024

BUILDING CONDITIONS
▪ City Hall and Police Stations are built in a flood plain. ▪ Staff survey results show inadequacy with the City Hall staff workspaces; examples include lack of space, poor building conditions, and inadequate space to assist the public with daily requests.
▪ Based on the existing conditions report, the building is nearing its end of life and plans should be made for either an extensive full building renovation or new construction.

SPACE STANDARDS
▪ To enhance the customer service experience for the
community at City Hall and the Police Station, it is
recommended that the lobby areas are improved.
▪ Existing conditions do not meet accepted industry standards relative to current staff levels:
▪ City Hall - 1,000 square feet below industry
standards
▪ Police Department - 1,840 square feed below
industry standards
▪ Current facilities do not provide the right balance of meeting rooms and amenities for City and Police staff.

PROJECTIONS
▪ City Hall FTE history shows that current staffing numbers have reached re-recession levels and the City Hall space is currently at capacity.
▪ Capitola’s population projections range from 11% to 36% growth in the next 20 years based on four development
models.
▪ Best practice would be to plan for future growth to
accommodate changes in staff, services, and operations. ▪ Combined City Hall and Police Station would range from 16,500 to 17,900 square feet.
129
Item 9 A.
48 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT SUMMARY + NEXT STEPS PMT REVIEW DRAFT - 18 APRIL 2024

NEXT STEPS
Upon adoption of this report, the City of Capitola should… ▪ Identify future goals and vision for the Capitola City Hall and Police Station through community engagement.
▪ Create scenarios to meet space planning needs; future growth projections; and vision and goals through either a:
▪ Major renovation and addition of the existing City Hall and Police Station ▪ New City Hall and Police Station, either on the existing or another Cityowned site ▪ Establish conceptual budget for scenarios.
▪ Engage community to gather feedback on proposed scenarios. ▪ Identify preferred scenario for a proposed City Hall and Police Station. 130
Item 9 A.

CITY OF CAPITOLA
City Hall Space PlanningApril 25, 2024
131
Item 9 A.

AGENDA
2 1. Project Schedule2. Existing Conditions Analysis3. Projections4. Next Steps 132
Item 9 A.
3 City of Capitola City Hall Space Planning

DRAFT FOR INTERNAL USE ONLY

CITY COUNCIL

PRESENTATION

SURVEY INTERVIEWS
STEP 1: PROJECT SETUP/ EXISTING CONDITIONS ANALYSIS
STEP 2: PROJECTIONS
STEP 3: SUMMARY OF FINDINGS/ PROJECT WRAPUP
133
Item 9 A.

AGENDA
4 1. Project Schedule2. Existing Conditions Analysis3. Projections4. Next Steps 134
Item 9 A.
5 City of Capitola City Hall Space Planning

CAPITOLA CITY HALL SITE MAP
Size: ~ 7 acres total
135
Item 9 A.
6 City of Capitola City Hall Space Planning

CAPITOLA CITY HALL SITE MAP
Police Storage
Capitola Museum
City Hall(2 story)
Police Department
136
Item 9 A.
7 Capitola City Hall Space Needs Assessment

CURRENT CITY HALL
2020 Population9,938Year Built1976Current Building Size (inc. police storage)~ 12,300 sf 2023/24 CITY HALL FTE52.5 staff
137
Item 9 A.
8 Capitola City Hall Space Needs Assessment

CURRENT CITY HALL
Major building improvements/issues that need to be addressed:
– Lack of space and modern
accommodations for all staff
– Staff breakroom is uncomfortable and
small
– Public service counter and lobby size is
too small and not welcoming
– Located within the flood plain– Roof leaks for entire building– In adequate air circulation & HVAC for entire building

BUILDING ISSUES
138
Item 9 A.
9 Capitola City Hall Space Needs Assessment

CURRENT POLICE STATION
Major building improvements/issues that need to be addressed:
– Inadequate locker rooms with lack of
privacy and not meeting requirements.
– No staff breakroom
– Public service counter and lobby size is
too small and not welcoming
– Lacking dedicated meeting rooms that
are separate from staff workspace
– Emergency responders facility located
within flood plain

BUILDING ISSUES
139
Item 9 A.
10 Capitola City Hall Space Needs Assessment
CURRENT CITY HALL AND POLICE STATIONThe following areas need improvement for better staff efficiency:
– Physical layout of departments
and staff
– Lack of department
collaboration spaces and conference space
– Separated police storage– Police cars parked in public lot– Office for museum curator in City Hall

STAFF EFFICIENCY
140
Item 9 A.
11 City of Capitola City Hall Space Planning 50% 15% 10% 25% 42% 9% 14% 35%
CITY HALL CURRENT VS NEW SPACE UTILIZATION*
Office Space Storage &
Bldg. Support
Lobby & Circulation
Current Space Utilization

I/OWNED WE/
SHARED

NON-OCCUPIABLE
Future Space Utilization

I/OWNED WE/SHARED NON-OCCUPIABLE
Meeting
Room &
Amenities
Office Space Storage &
Bldg.

Support
Meeting Room Lobby & Circulation
& Amenities
* Excluding Community Room and Council Chambers
141
Item 9 A.
12 Capitola City Hall Space Needs Assessment

STAFF SURVEY SUMMARY
68% have a shared
office workspace
50% are at their
workstations for 6-8 hours a day
49% interact with
the public frequentlydaily
68% describe their
workspace as outdated
75% are on a video
conference call for 1-2 hours each
70% Interact with
the public at the service counter
40 responses
142
Item 9 A.
13 Capitola City Hall Space Needs Assessment 0%0%0%0%3%3% 3%
5%
6%
21%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Storage
Circulation(corridors, aisles,…
Breakroom
Restroom
Technology(print/ copy station)
Entry/ publicservice counter
Staff workspace
Meeting space
Adjacencies with other departments/ divisions
Parking
Great

STAFF SURVEY SUMMARY
Please indicate the condition of each area within City Hall as applicable: Great 143
Item 9 A.
14 Capitola City Hall Space Needs Assessment 5%5%8% 15% 15%16% 19%
22%
28%
36%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Circulation
(corridors, aisles,…
Breakroom
Storage
Entry/ public
service counter
Restroom
Staff workspace
Adjacencies with other
departments/ divisions
Meeting space
Technology
(print/ copy station)
Parking
Good/ Sufficient

STAFF SURVEY SUMMARY
Please indicate the condition of each area within City Hall as applicable: Good/ Sufficient 144
Item 9 A.
15 Capitola City Hall Space Needs Assessment 44% 69%73%75% 81%82% 85%
92%
95%95%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Parking
Technology
(print/ copy station)
Meeting space
Adjacencies with other
departments/ divisions
Staff workspace
Entry/ public
service counter
Restroom
Storage
Circulation
(corridors, aisles,…
Breakroom
Insufficient/ Okay

STAFF SURVEY SUMMARY
Please indicate the condition of each area within City Hall as applicable: Insufficient/ Okay 145
Item 9 A.
16 Capitola City Hall Space Needs Assessment 3%3%3%5%5% 10% 10%13%18%20%23% 23% 25%
28%
35%35%
38%
43%43%
50%
68%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Flexible
Modern
Spacious
Attractive
Inviting
Inclusive
Natural light-filled
Comfortable during warm weather
Comfortable during cool weather
Inflexible
Dark/ limited natural light
Generally in good condition
Adequate for staff needs
Hard for staff to navigate
Uncomfortable during cool weather
Uncomfortable during warm weather
Unpleasant
Crowded
Noisy
Has significant maintenance needs
Outdated
% of Capitola City Hall Respondents

STAFF SURVEY SUMMARY
How would you describe your current workspace?
146
Item 9 A.

AGENDA
17 1. Project Schedule2. Existing Conditions Analysis3. Projections4. Next Steps 147
Item 9 A.
18 Capitola City Hall Space Needs Assessment

INDUSTRY PLANNING STANDARDS
Mix of open cube or
desk space and
private offices.
50 100 150 200 250 300 350 400 450 500
Majority open
seating with
shared desks
and few private
offices.

Majority of the space consists of large private offices.

HIGH DENSITY AVERAGE DENSITY LOW DENSITY
Police:• Work in shifts• Share desks• High amount
of field work
• Few private
offices
City Hall:• Limited desk
sharing and remote work potential
• Traditional mix
of open workstation and private offices
• The average office space per employee was as high as
225-325 SF/person at the beginning of the 21st Century, due to the amount of physical paper storage at the desk and size of technology. • The amount has decrease to a range of 150-175
SF/person with the reliance of digital filing and smaller more mobile technology. • It is predicted that square foot per person will hold and perhaps slightly reduce to 125-175 SF/person with the increase of remote work capability. 148
Item 9 A.
19 City of Capitola City Hall Space Planning

CITY HALL STAFF & SPACE NEEDS
Current
Space Use
111
SF/ Staff
Industry
Standard
150
SF/ Staff
149
Item 9 A.
20 City of Capitola City Hall Space Planning

POLICE STAFF & SPACE NEEDS
Current
Space Use
64 SF/ Staff
Industry
Standard
100
SF/ Staff
150
Item 9 A.
21 Capitola City Hall Space Needs Assessment

BEST PRACTICES FOR WORKPLACES

COLLABORATIVE LOCKER ROOMWORKPLACE

GROUP CONFERENCE COMMUNITY SPACE

THE HUB (BREAK ROOM) LOBBY SMALL FOOTPRINT WORKPLACE MOBILITY 151
Item 9 A.
22 Capitola City Hall Space Needs Assessment 40
60 00-01 12-13 13-14 14-15 15-16 16-17 17-18 18-19 19-20 20-21 21-22 22-23 23-24 # OF FTE
*Projection represents early preliminary projection and is subject to significant volatility. ~17%
Growth over the
past 10 years

METRICS CITY HALL FTE STAFF
2000-2001:

Benchmark Year
0%
Growth over the
past 23 years
Recession
staff levels
152
Item 9 A.
23 Capitola City Hall Space Needs Assessment
10,066 10,048 9,918 9,938
10,794
10,965 11,049
12,153
10,224 10,75212,945 13,510
1,0003,0005,0007,0009,000
11,00013,00015,000
1990 2000 2010 ACTUAL 2020 ACTUAL 2030

PROJECTED
2040

PROJECTED
Historic PopulationAMBAG 2024 ProjectionsTrending Growth and Mall RedevelopmentTrending Growth (no mall redevelopment)Capitola Housing Element Projections

POPULATION
*City of Capitola 2023-2031 AMBAG Housing Element population projections AMBAG
Housing Element:
~36%*
Growth next
15 years
Trending Growth +
Mall Redev.:
~23% ***
Growth next
15 years
AMBAG Metro
Transport. 2040
~11%**
Growth next
15 years
Trending Growth:
(No Mall Redev.)
~16% ****
Growth next
15 years
**AMBAG Metropolitan Transportation Plan population projections. ***City calculations based on trending growth plus mall redevelopment:
2030: 467 new units X 2.2 people per unit = +1,027 people2040: 540 new units X 2.2 people per unit = +1,188 people **** City calculation based on trending growth with no mall redevelopment:
2030: 130 new units X 2.2 people per unit = +286 people2040: 240 new units X 2.2 people per unit = +528 people

METRICS CAPITOLA POPULATION
153
Item 9 A.
24 Capitola City Hall Space Needs Assessment - 5,000,000 10,000,000 15,000,000 20,000,000 25,000,000
City Revenue2006 Inflation AdjustedLinear (2006 Inflation Adjusted) *Projection represents early preliminary projection and is subject to significant volatility.

Projections from City of Capitola

DOLLARS
~53%
Increase over
the past 18
years
~13%
Future
Growth over
the next 10
years
~2.6%
Average
annual
growth over
the past 18
years

METRICS REVENUE/GENERAL FUND
154
Item 9 A.
25 City of Capitola City Hall Space Planning
DRAFT SPACE NEEDS – CITY HALL

TOTAL CITY HALL

SPACE NEEDS
Mtg Rm,
Amenities,
Support, Lobby
& Circulation
Office Needs
Community
Space & Council
Chambers
Growth
3,060 SF 7,800 SF 2,340 SF (at 111 SF/Staff) Existing 2,400 SF 3,150 SF* 8,800 SF 3,150 SF (at 150 SF/Staff) Right Sized 2,500 SF* 2,600 SF 3,450 SF 3,450 SF 9,500 SF 10% Growth
2,700 SF 3,600 SF 3,600 SF 9,900 SF 15% Growth2,800 SF 3,750 SF 3,750 SF 10,300 SF 20% Growth TARGET
* Improve efficiency with a more flexible layout to accommodate a higher occupancy in lobby, meeting rooms and amenities 155
Item 9 A.
26 City of Capitola City Hall Space Planning

DRAFT SPACE NEEDS - POLICE

TOTAL POLICE

SPACE NEEDS
Mtg Rm,
Amenities,
Support, Lobby &
Circulation
Office Needs Community Space Growth
2,520 SF 4,560 SF 2,040 SF (at 64 SF/Staff) Existing 0 SF 3,200 SF* 6,400 SF 3,200 SF (at 100 SF/ Staff) Right Sized 0 SF 0 SF 3,500 SF 3,500 SF 7,000 SF 10% Growth0 SF 3,650 SF 3,650 SF 7,300 SF 15% Growth0 SF 3,800 SF 3,800 SF 7,600 SF 20% Growth TARGET
* Additional space for lobby, meeting rooms, break room and locker rooms. 156
Item 9 A.
27 City of Capitola City Hall Space Planning

DRAFT SPACE NEEDS - TOTAL

TOTAL CITY HALL
+ POLICE SPACE
NEEDS
Mtg Rm,
Amenities,
Support, Lobby &
Circulation
Office Needs
Community
Space &
Council
Chambers
Growth
Existing 2,400 SF 4,380 SF 5,580 SF 12,360 SFRight Size 2,500 SF 6,350 SF 6,350 SF 15,200 SF10% Growth 2,600 SF 6,950 SF 6,950 SF 16,500 SF15% Growth 2,700 SF 7,250 SF 7,250 SF 17,200 SF20% Growth 2,800 SF 7,550 SF 7,550 SF 17,900 SF TARGET
157
Item 9 A.

AGENDA
28 1. Project Schedule2. Existing Conditions Analysis3. Projections4. Next Steps 158
Item 9 A.
29 City of Capitola City Hall Space Planning
KEY POINTSBUILDING CONDITIONS• City Hall and Police Stations are built in a flood plain.
• Staff survey results show inadequacy with
the City Hall staff workspaces; examples include lack of space, poor building conditions, and inadequate space to assist the public with daily requests. • Based on the existing conditions report, the
building is nearing its end of life and plans should be made for either an extensive full building renovation or new construction. 159
Item 9 A.
30 City of Capitola City Hall Space Planning
KEY POINTSSPACE STANDARDS • City Hall should feature a modern community space and Council Chambers to meet community needs.
• To enhance the customer service experience for
the community at City Hall and the Police Station, it is recommended that the lobby areas are improved. • Existing conditions do not meet accepted
industry standards relative to current staff levels.
o City Hall - 1,000 sf below industry standardso Police Department 1,840 sf under industry standard
• Current facilities do not provide the right
balance of meeting rooms and amenities for City and Police staff. 160
Item 9 A.
31 City of Capitola City Hall Space Planning
KEY POINTSPROJECTIONS• City Hall FTE history shows that current staffing numbers have reached pre-recession levels, the City Hall space is currently at capacity. • Capitola’s population projections range from
11% to 36% growth in the next 20 years based on 4 development models. • Best practice would be to plan for future
growth to accommodate changes in staff, services, and operations. • Combined City Hall and Police Station would
range from 16,500 to 17,900 SF.
161
Item 9 A.
32 City of Capitola City Hall Space Planning
NEXT STEPSUpon adoption of this report, the City of Capitola should… • Identify future goals and vision for the Capitola City Hall and Police Station through community engagement.
• Create scenarios to meet space planning needs; future growth projections; and vision and goals through either a:
• Major renovation and addition of the existing City Hall and Police Station
• New City Hall and Police Station, either on the existing or another City-owned site.
• Establish conceptual budget for scenarios.• Engage community to gather feedback on proposed scenarios.• Identify preferred scenario for a proposed City Hall and Police Station. 162
Item 9 A.

THANK YOU!
163
Item 9 A.

Capitola City Council
Agenda Report
Meeting: April 25, 2024
From: Public Works Department
Subject: Jade Street Park UA Playground Project
Recommended Action: Authorize the City Manager to execute Amendment 1 to the Professional Services Agreement with Verde Design in the amount of $107,030 for final Plans, Specifications, and Estimates (PS&E) for the Jade Street Park Universally Accessible (UA) Playground Project.

Background: The Jade Street Park UA Playground Project (Project) will replace an existing playground that was installed in 1999 and updated in 2007 with an all-inclusive play area. This renovation, estimated at $1.67 million, is part of the City's Capital Improvement Plan (CIP), with $475,000 already allocated ($275,000 in FY 22-23 and $200,000 in FY 23-24). The Friends of County Parks (Friends) have agreed to help support this project and established a goal of raising $1 million of additional funding.

On February 9, 2023, the City Council authorized an agreement with Verde Design for the conceptual design of the playground, including community outreach and analysis. On June 8, 2023, the City Council was presented with a conceptual plan that incorporated feedback from community engagement activities like online surveys, pop-up events, and meetings. The final conceptual design was approved by the City Council on July 27, 2023. This design not only aligns with the projected budget but also allows for enhancements if additional funds are secured. Friends have notified staff that they have met 50% of their fundraising goal and continue to receive significant interest from potential supporters.

Discussion: Apart from fundraising efforts, staff is currently preparing an application for Community Development Block Grant (CDBG) funding, seeking a maximum of $3.5 million. Securing additional funds would enable the implementation of further site enhancements, including upgrades to restroom facilities.

Anticipated Notices of Funding Availability are expected to be issued this summer. In the event of an unsuccessful bid in the current round, the City may reapply in the winter. Grant awards, typically requiring a "shovel-ready project," may occur as late as late 2024 or mid-2025, contingent upon application success. As mandated by the CDBG program, a public hearing on the CDBG application will be conducted, and a resolution will be presented to the City Council for approval.

Given the potential for additional funding, staff recommends finalizing construction documents based on the conceptual plan approved during the July 27, 2023, City Council meeting. An amendment to the current Verde contract is necessary to complete final Plans, Specifications, and Estimates (PS&E).

Additional design requirements have emerged since the contract's inception, including the design of an accessible path from the playground to the restroom. The proposed contract amendment of $107,030 (Attachment 2) reflects these expanded scopes of work, bringing the total design fee to $194,083, approximately 11% of the estimated $1.7M total project cost.

Fiscal Impact: A total of $87,000 has been expended on the design phase of the Project. Presently, $475k is allocated in the FY 23-24 budget for the completion of both design and construction. Anticipated fundraising efforts with the County Park Friends are expected to yield $850k by the end of 2024.

Additionally, CDBG grant awards are projected for late 2024 or mid-2025.

Amending the Verde Design contract for an additional $107,030 will facilitate the production of construction documents. These documents will offer flexibility for implementing improvements under various funding scenarios, as outlined in Table 1.
164
Item 9 B.

Table 1. Estimate Project Costs
Allocations
FY 22-23 $275,000
FY 23-24 $200,000
Fundraising $850,000
Total Allocation $1,325,000
Estimated Project Cost
Final Conceptual Design Enhanced Design
Design Costs $194,000 $194,000
Construction Costs $1,157,000 $1,257,000
Soft Costs $209,000 $227,000
Contingencies $127,000 $138,000
Total Costs $1,687,000 $1,816,000
California Environmental Quality Act (CEQA): CEQA for the Jade Street Park UA Park Project has not yet been completed, pending final PS&E. A Categorical Exemption is anticipated on this project. The project area is an existing playground and no substantial use change is proposed with this project. Upon completion of the CEQA review and if the City determines the project is exempt from CEQA requirements, the next step for the City on this project will be to file a Notice of Exemption finding that the park renovation is categorically exempt from CEQA per Section 15301 ("Class 1") of the CEQA Guidelines, which exempts repair and maintenance of existing structures and facilities, involving negligible or no expansion of use.

Attachments:

1. Final and Enhanced Conceptual Design Plans and Estimates

2. Verde Design Contract Amendment No. 1

3. Verde Design Scope of Work
Report Prepared By: Jessica Kahn, Public Works Director Reviewed By: Julia Gautho, City Clerk; Samantha Zutler, City Attorney Approved By: Jamie Goldstein, City Manager
165
Item 9 B.
166
Item 9 B.

Jade Street Playground Project - Preferred Plan July 18, 2023 City of Capitola Verde Design Inc.

Preliminary Construction Cost Estimate Completed by: DL VERDE DESIGN PROJECT NO. 2300300 Reviewed by: TY
Cost Estimate: Play Area $1,157,089
Cost Estimate: Play Area with Construction Contingencies $1,492,644

ITEM DESCRIPTION QUANTITY UNIT UNIT PRICE EXTENDED PRICE 1 Site Clearing and Demolition $54,538.60
Tree Protection 5 ea. $500.00 $2,500.00
Spray, Clear, Grub and Strip existing landscape areas 16,425 sf $0.50 $8,212.50 Demolish DG Paving 1,224 sf $2.50 $3,060.00
Demolish and Remove Existing Play Equipment 1 allow $20,000.00 $20,000.00 Demolish Hardscape 896 sf $1.60 $1,433.60
Demolish 24'' Concrete Curb at Play Area 405 lf $10.00 $4,050.00 Demolish Concrete Edgeband 51 sf $15.00 $765.00
Remove and Reused at Dog Walkway 9,235 sf $0.50 $4,617.50 Remove and Salvage Bench 6 ea. $200.00 $1,200.00
Remove and Salvage Trash Receptcle 3 ea. $200.00 $600.00 Remove Drinking Fountain 1 ea. $1,000.00 $1,000.00
Remove Signage 1 ea. $500.00 $500.00
Remove Irrigation Pipe, Valves, and Heads, and Cap Main and Lateral Lines 1 ls $1,500.00 $1,500.00 Demolish and Remove Existing Tree 3 ea. $1,200.00 $3,600.00 Miscellaneous Demolition 1 ls $1,500.00 $1,500.00
2 Site Grading and Earthwork $60,201.93
Rough Grading 31,049 sf $1.40 $43,468.60
Off-haul and Disposal (allowance 6'') 279 cy $60.00 $16,733.33 3 Drainage / Utilities $56,277.83
Drainage 14,122 sf $2.50 $35,305.00
Drainage Point of Connection 1 ls $1,500.00 $1,500.00
C3 Area (Hardscape)
Biofiltration Soil -24'' 69 cy $85.00 $5,899.63
Biofiltration Drain Rock Base - 24'' depth 937 sf $3.60 $3,373.20 6" Perforated Underdrain 80 lf $60.00 $4,800.00
Cleanouts 2 ea $500.00 $1,000.00
Rasied Catch Basin -18'' 2 ea $2,200.00 $4,400.00
4 Hardscape $352,768.00
Std. Concrete Paving - Pedestrian 3,621 sf $14.00 $50,694.00 Concrete Paving with Thickened Edge 487 lf $50.00 $24,350.00 Resilient Surfacing with Aggregate Base 7,814 sf $25.00 $195,350.00 Resilient Surfacing at Sloped Concrete Slab at Toddler Play Area 451 sf $40.00 $18,040.00 Resilient Wood Walkway on Grade w/ recycled Existing Wood Fiber 0 sf $1.75 $0.00 Wood Header at Resilient Wood Walkway 633 lf $8.00 $5,064.00 Concrete Seating Pad 1 ea $2,000.00 $2,000.00
Concrete Trike Track 1,520 sf $14.00 $21,280.00
Sloped Walkway at Toddler Area - Concrete Paving 515 sf $25.00 $12,875.00 Edgeband / Curb
12'' Wide Concrete Edgeband 46 lf $75.00 $3,450.00
6'' Wide Concrete Curb 81 lf $65.00 $5,265.00
12'' Wide Concrete Curb 92 lf $100.00 $9,200.00
Footing for Sloped Concrete at Resilient Surfacing 80 lf $65.00 $5,200.00 5 Gatway & Fencing $89,675.00
Entry Monument 1 ls $50,000.00 $50,000.00
48'' Tall Metal Fence 405 lf $95.00 $38,475.00
Handrail at Climbing Slope 10 lf $120.00 $1,200.00
6 Site Furnishings $20,528.00
Group Picnic Table - 4 Seat w/ 1 ADA 3 ea. $3,528.00 $10,584.00 Reinstall Existing Bench 6 ea $200.00 $1,200.00
Game Table 1 ea. $2,344.00 $2,344.00
Reinstall Existing Trash Receptcle 2 ea. $200.00 $400.00 Banner Pole 1 ea. $2,500.00 $2,500.00
Communication Board 1 ea. $3,500.00 $3,500.00
167
Item 9 B.
7 Playground Equipment $399,786.04
5-12 Years PlayArea
Climber and Slide Zone
5-12 Composite play Struture (simplified) 1 ea. $145,000.00 $145,000.00 Burke 4 Seat Orb Rocker 1 ea. $8,550.00 $8,550.00
Swing and Sway Zone
3-Bay Swing w/ (2) Belt, (2) Full Bucket & (1) Molded Bucket seats 1 ea. $12,000.00 $12,000.00 Volta Spinner 1 ea. $8,000.00 $8,000.00
Inclusive Whirl (Gametime) 1 ea. $18,000.00 $18,000.00
Tot Play
Climber and Slide Zone
Small Embankment Slide 2 ea. $3,000.00 $6,000.00
Cozy Dome 1 ea. $5,680.00 $5,680.00
Novo Teardrop Counter Climber 1 ea. $3,000.00 $3,000.00 Imagination Play Ship 1 ea. $17,995.00 $17,995.00
Whimsy Rider Dolphin w/ Coil Spring 2 ea. $1,840.00 $3,680.00 Hillside Loop Climber 2 ea. $180.00 $360.00
Rock Climber 1 ls $1,250.00 $1,250.00
Rubber Ball Climber 4 ea. $180.00 $720.00
Sensory Play Zone
Percussion Cajon Box 2 ea. $2,500.00 $5,000.00
Sansa Rimba 1 ea. $3,800.00 $3,800.00
Play Equipment Subtotal Estimate: $239,035.00
Tax, 9.25% $22,110.74
Freight, approx. 10% $23,903.50
Installation, approx. 35% $83,662.25
Contractor mark-up, at 10% $23,903.50
Manufacturer's schedule surcharge 3% $7,171.05
8 Irrigation and Planting $123,313.10
Planting (Shrubs, Ground Covers, Mulch, Fine Grading) 2138 sf $2.50 $5,345.00 Sod Grass 6102 sf $2.30 $14,034.60
Native Hydroseed 6726 sf $0.50 $3,363.00
Tree 15 gallon 36 ea. $800.00 $28,800.00
Bark Mulch 8,864 sf $0.75 $6,648.00
Landscape - 90 day Maintenance Period 14,966 sf $0.25 $3,741.50 Irrigation (Main/Lateral Line, Drip & Bubbler) 14,966 sf $3.50 $52,381.00 Remote Control Valves 3 ea. $1,000.00 $3,000.00
Quick Coupler Valves 3 ea. $500.00 $1,500.00
Gate Valves 4 ea. $500.00 $2,000.00
Wiring 1 ls $1,000.00 $1,000.00
Retrofit Existing Irrigation 1 ls $1,500.00 $1,500.00
Estimated Construction Subtotal $1,157,088.50
Survey, Permits, Traffic, SWPPP, etc. - 3% $34,713.00
Mobilization, Bonding & Project Management -10% $115,709.00 Bidding & Inflation Contingency 5% (First Year) $57,854.00 Construction Contingency 6% $69,425.00
Design Contingency 5% $57,854.00
Total Estimated Project Field Construction Costs: $1,492,643.50 168
Item 9 B.
169
Item 9 B.

Jade Street Playground Project - Enhanced Plan July 18, 2023 City of Capitola Verde Design Inc.

Preliminary Construction Cost Estimate Completed by: DL VERDE DESIGN PROJECT NO. 2300300 Reviewed by: TY
Cost Estimate: Play Area $1,257,385
Cost Estimate: Play Area with Construction Contingencies $1,622,027

ITEM DESCRIPTION QUANTITY UNIT UNIT PRICE EXTENDED PRICE 1 Site Clearing and Demolition $54,538.60
Tree Protection 5 ea. $500.00 $2,500.00
Spray, Clear, Grub and Strip existing landscape areas 16,425 sf $0.50 $8,212.50 Demolish DG Paving 1,224 sf $2.50 $3,060.00
Demolish and Remove Existing Play Equipment 1 allow $20,000.00 $20,000.00 Demolish Hardscape 896 sf $1.60 $1,433.60
Demolish 24'' Concrete Curb at Play Area 405 lf $10.00 $4,050.00 Demolish Concrete Edgeband 51 sf $15.00 $765.00
Remove and Reused at Dog Walkway 9,235 sf $0.50 $4,617.50 Remove and Salvage Bench 6 ea. $200.00 $1,200.00
Remove and Salvage Trash Receptcle 3 ea. $200.00 $600.00 Remove Drinking Fountain 1 ea. $1,000.00 $1,000.00
Remove Signage 1 ea. $500.00 $500.00
Remove Irrigation Pipe, Valves, and Heads, and Cap Main and Lateral Lines 1 ls $1,500.00 $1,500.00 Demolish and Remove Existing Tree 3 ea. $1,200.00 $3,600.00 Miscellaneous Demolition 1 ls $1,500.00 $1,500.00
2 Site Grading and Earthwork $60,201.93
Rough Grading 31,049 sf $1.40 $43,468.60
Off-haul and Disposal (allowance 6'') 279 cy $60.00 $16,733.33 3 Drainage / Utilities $56,287.73
Drainage 14,122 sf $2.50 $35,305.00
Drainage Point of Connection 1 ls $1,500.00 $1,500.00
C3 Area (Hardscape)
Biofiltration Soil -24'' 69 cy $85.00 $5,905.93
Biofiltration Drain Rock Base - 24'' depth 938 sf $3.60 $3,376.80 6" Perforated Underdrain 80 lf $60.00 $4,800.00
Cleanouts 2 ea $500.00 $1,000.00
Rasied Catch Basin -18'' 2 ea $2,200.00 $4,400.00
4 Hardscape $363,436.00
Std. Concrete Paving - Pedestrian 4,383 sf $14.00 $61,362.00 Concrete Paving with Thickened Edge 487 lf $50.00 $24,350.00 Resilient Surfacing with Aggregate Base 7,814 sf $25.00 $195,350.00 Resilient Surfacing at Sloped Concrete Slab at Toddler Play Area 451 sf $40.00 $18,040.00 Resilient Wood Walkway on Grade with recycled Existing Wood Fiber 0 sf $1.75 $0.00 Wood Header at Resilient Wood Walkway 633 lf $8.00 $5,064.00 Concrete Seating Pad 1 ea $2,000.00 $2,000.00
Concrete Trike Track 1,520 sf $14.00 $21,280.00
Sloped Walkway at Toddler Area - Concrete Paving 515 sf $25.00 $12,875.00 Edgeband / Curb
12'' Wide Concrete Edgeband 46 lf $75.00 $3,450.00
6'' Wide Concrete Curb 81 lf $65.00 $5,265.00
12'' Wide Concrete Curb 92 lf $100.00 $9,200.00
Footing for Sloped Concrete at Resilient Surfacing 80 lf $65.00 $5,200.00 5 Gatway & Fencing $92,810.00
Entry Monument 1 ls $50,000.00 $50,000.00
48'' Tall Metal Fence 438 lf $95.00 $41,610.00
Handrail at Climbing Slope 10 lf $120.00 $1,200.00
6 Site Furnishings $38,586.00
Group Picnic Table 3 ea. $3,528.00 $10,584.00
Reinstall Existing Bench 6 ea $200.00 $1,200.00
Game Table 3 ea. $2,344.00 $7,032.00
Picnic Table - 4 Seats 3 ea $2,790.00 $8,370.00
Reinstall Existing Trash Receptcle 2 ea. $200.00 $400.00 Banner Pole 3 ea. $2,500.00 $7,500.00
Communication Board 1 ea. $3,500.00 $3,500.00
170
Item 9 B.
7 Playground Equipment $468,851.93
5-12 Years PlayArea
Climber and Slide Zone
5-12 Composite play Struture 1 ea. $145,000.00 $145,000.00 Burke 4 Seat Orb Rocker 1 ea. $8,550.00 $8,550.00
Swing and Sway Zone
3-Bay Swing w/ (2) Belt, (2) Full Bucket & (2) Molded Bucket seats 1 ea. $13,500.00 $13,500.00 ADA Cyclone Spinner 1 ea. $22,500.00 $22,500.00
Inclusive Whirl (Gametime) 1 ea. $18,000.00 $18,000.00
Swift Twist Spinner 1 ea. $1,800.00 $1,800.00
Tot Play
Climber and Slide Zone
Small Embankment Slide 1 ea. $3,000.00 $3,000.00
Roller Slide 1 ea. $9,195.00 $9,195.00
Cozy Dome 1 ea. $5,680.00 $5,680.00
Novo Teardrop Counter Climber 1 ea. $3,000.00 $3,000.00 Imagination Play Ship 1 ea. $17,995.00 $17,995.00
Whimsy Rider Dolphin w/ Coil Spring 2 ea. $1,840.00 $3,680.00 KidForce Spinner 2 ea. $1,000.00 $2,000.00
ReviRock Bouncer 1 ea. $5,300.00 $5,300.00
Hillside Loop Climber 2 ea. $180.00 $360.00
Rock Climber 1 ls $1,250.00 $1,250.00
Rubber Ball Climber 4 ea. $180.00 $720.00
Sensory Play Zone
Percussion Cajon Box 2 ea. $2,500.00 $5,000.00
Sansa Rimba 1 ea. $3,800.00 $3,800.00
Kinderbells 1 ea. $10,000.00 $10,000.00
Play Equipment Subtotal Estimate: $280,330.00
Tax, 9.25% $25,930.53
Freight, approx. 10% $28,033.00
Installation, approx. 35% $98,115.50
Contractor mark-up, at 10% $28,033.00
Manufacturer's schedule surcharge 3% $8,409.90
8 Irrigation and Planting $122,673.10
Planting (Shrubs, Ground Covers, Mulch, Fine Grading) 1734 sf $2.50 $4,335.00 Sod Grass 6262 sf $2.30 $14,402.60
Native Hydroseed 6970 sf $0.50 $3,485.00
Tree 15 gallon 36 ea. $800.00 $28,800.00
Bark Mulch 8,704 sf $0.75 $6,528.00
Landscape - 90 day Maintenance Period 14,966 sf $0.25 $3,741.50 Irrigation (Main/Lateral Line, Drip & Bubbler) 14,966 sf $3.50 $52,381.00 Remote Control Valves 3 ea. $1,000.00 $3,000.00
Quick Coupler Valves 3 ea. $500.00 $1,500.00
Gate Valves 4 ea. $500.00 $2,000.00
Wiring 1 ls $1,000.00 $1,000.00
Retrofit Existing Irrigation 1 ls $1,500.00 $1,500.00
Estimated Construction Subtotal $1,257,385.28
Survey, Permits, Traffic, SWPPP, etc. - 3% $37,722.00
Mobilization, Bonding & Project Management -10% $125,739.00 Bidding & Inflation Contingency 5% (First Year) $62,869.00 Construction Contingency 6% $75,443.00
Design Contingency 5% $62,869.00
Total Estimated Project Field Construction Costs: $1,622,027.28 171
Item 9 B.
1ST AMENDMENT TO THE
PROFESSIONAL SERVICES AGREEMENT WITH VERDE DESIGN, INC. FOR JADE STREET

PARK UNIVERSALLY ACCESSIBLE PLAYGROUND PROJECT
between
CITY OF CAPITOLA AND VERDE DESIGN, INC.

The City of Capitola and Verde Design, Inc., hereby agree to the following Amendment(s) to the Contract dated February 9, 2023:
1) Increase the budget amount by $107,030 for final Plans, Specifications, and Estimates.

All other terms and conditions of the Professional Services Agreement remain in full force and effect.

CONTRACTOR: VERDE DESIGN, INC.
__________________________________ Date: ___________________ By:

CITY OF CAPITOLA
___________________________________ Date: ___________________ By: Benjamin Goldstein, City Manager
172
Item 9 B.
173
Item 9 B.
174
Item 9 B.
175
Item 9 B.

Treasure Cove at Jade Street Park City Council
April 25, 2024
176
Item 9 B.
• Project Purpose: Replacement of
existing playground with universally
accessible play area
177
Item 9 B.

Feb. 2023
Agreement with
Verde Design
MOU with
Friends of SCC
Parks
June 2023
Conceptual
plan,
incorporating
community
feedback
July 2023
Approval of final
conceptual
design
Apr. 2024
Friends achieve
50% of
fundraising goal
Winter 2024
Approval of
PS&E
Winter 2024–
2025
Identify
additional
funding
Bid Project
Spring 2025
Construction
begins
Project Timeline
Jade Street Park UA Playground
178
Item 9 B.

Potential Additional Funding
Jade Street Park UA Playground
Community Development Block Grant
Statewide Park Development and Community
Revitalization Program
179
Item 9 B.

Final Plans, Specifications, and Estimates
Jade Street Park UA Playground
180
Item 9 B.
181
Item 9 B.

Allocations
FY22/23 $275,000
FY23/24 $200,000
Fundraising $850,000
Total Allocation $1,325,000
Estimated Project Costs
Final Conceptual Design Enhanced Design
Design Costs $194,000 $194,000
Construction Costs $1,157,000 $1,257,000
Soft Costs $209,000 $227,000
Contingencies $127,000 $138,000
Total Costs $1,687,000 $1,816,000
Shortfall $362,000 $491,000
Fiscal Impact
Jade Street Park UA Playground
182
Item 9 B.

Recommended
Action
Authorize the City Manager to execute
Amendment 1 to the Professional Services
Agreement with Verde Design in the amount of
$107,030 for final Plans, Specifications, and
Estimates (PS&E) for the Jade Street Park
Universally Accessible (UA) Playground Project.
183
Item 9 B.