CITYOF CARMEL-BY-THE-SEA
CITY COUNCIL AGENDA
Mayor Dave Potter, Councilmembers Jeff Baron,
Alissandra Dramov, Karen Ferlito, and Bobby
Richards
Contact: 831.620.2000 www.ci.carmel.ca.us
All meetings are held in the City Council Chambers
East Side of Monte Verde Street
Between Ocean and 7th Avenues
CITY COUNCIL SPECIAL MEETING
Wednesday, April 5, 2023
4:00 PM
THIS MEETING WILL BE HELD IN PERSON IN THE COUNCIL CHAMBERS AND VIA TELECONFERENCE. This meeting will be held via teleconference and in-person in the City Council Chambers at City Hall located on Monte Verde Street between Ocean and Seventh Avenues. To participate via teleconference click the following link to attend via Zoom (or copy and paste link in your browser):
https://ci-carmel-ca-us.zoom.us/j/88184974718 Meeting ID: 881 8497 4718 Passcode:
166831 Dial in: (253) 215-8782
The COVID-19 Community Level for Monterey County as of the date of this agenda posting on 3/29/2023 is LOW. Per Urgency Ordinance 2022-006, wearing a face mask to attend a meeting of a legislative body inside a City facility is optional when the community level is low. Seating will be limited and available on a first come first served basis.
The public can also email comments to [email protected]. Comments must be received 2 hours before the meeting in order to be provided to the legislative body.
Comments received after that time and up to the beginning of the meeting will be added to the agenda and made part of the record.
CALL TO ORDER AND ROLL CALL
PUBLIC APPEARANCES
Members of the Public are invited to speak on any item that does not appear on the Agenda and that is within the subject matter jurisdiction of the City Council. The exception is a Closed Session agenda, where speakers may address the Council on those items before the Closed Session begins. Speakers are usually given three (3) minutes to speak on any item; the time limit is in the discretion of the Chair of the meeting and may be limited when appropriate. Applicants and appellants in land use matters are usually given more time to speak. If an individual wishes to submit written information, he or she may give it to the City Clerk. Speakers and any other members of the public will not approach the dais at any time without prior consent from the Chair of the meeting.
ORDERS OF BUSINESS
Orders of Business are agenda items that require City Council, Board or Commission discussion, debate, direction to staff, and/or action.
1. Receive a presentation on the proposed Fiscal Year 2023/24 Capital Improvement Program and Five-Year Capital Improvement Plan, and provide direction to staff
ADJOURNMENT
This agenda was posted at City Hall, Monte Verde Street between OceanAvenue and 7thAvenue, Harrison Memorial Library, located on the NE corner of Ocean Avenue and Lincoln Street, the Carmel-by-the-Sea Post Office, 5th Avenue between Dolores Street and San Carlos Street, and the City's webpage http://www.ci.carmel.ca.us in accordance with applicable legal requirements.
SUPPLEMENTAL MATERIAL RECEIVED AFTER THE POSTING OF THEAGENDA Any supplemental writings or documents distributed to a majority of the City Council regarding any item on this agenda, received after the posting of the agenda will be available for public review at City Hall located on Monte Verde Street between Ocean and Seventh Avenues during regular business hours.
SPECIAL NOTICES TO PUBLIC
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk's Office at 831-620-2000 at least 48 hours prior to the meeting to ensure that reasonable arrangements can be made to provide accessibility to the meeting (28CFR 35.102-35.104 ADA Title II).
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report
April 5, 2023
ORDERS OF BUSINESS
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Robert Harary, P.E, Director of Public Works APPROVED BY: Chip Rerig, City Administrator
SUBJECT:
Receive a presentation on the proposed Fiscal Year 2023/24 Capital Improvement Program and Five-Year Capital Improvement Plan, and provide direction to staff RECOMMENDATION:
Receive a report regarding:
Capital projects completed, or are scheduled to be completed, in FY 2022/23 Projects to be cancelled or deferred
Capital projects funded in FY 2021/22 and/or FY 2022/23 that are recommended to be carried over, with remaining funds, into FY 2023/24
Potential FY 2023/24 projects with external funding, donations, and by volunteers Potential new capital improvement projects for FY 2023/24 Introduction of the 5-year Capital Improvement Plan update Discussion on carry-over funding, capacity, and “Catching Up” on previously-funded projects Provide guidance regarding funding priorities for Capital Improvement Projects.
BACKGROUND/SUMMARY:
Capital Project Fiscal Summary
For Fiscal Year 2022/23, the City Council approved $5,029,000 for 25 CIP projects that were recommended. During last year’s presentation, 12 “carry-over” projects from FY 2021/22 were briefly presented and agreed upon by City Council; however, the budget appropriations were inadvertently not included in the FY 23/24 Budget. This discussion includes the following:
$3.067M for 8 carry -over projects from FY 2021/22
$3.609M for 17 carry-over projects from FY 2022/23
The five-year financial projection reflects $6.7M for capital improvement projects for both fiscal year carryover projects. All new capital improvement projects for FY 2023/24 will be incorporated into the financial forecast after the preliminary discussion.
Capital Project Definition
While reviewing capital projects, it is helpful to have a common understanding of what constitutes a “Capital Project.” The Government Accounting Standard Board uses the term “capital assets” to include “land, improvements to land, easements, buildings, building improvements, vehicles, machinery, equipment, historical treasures, infrastructure, and other tangible or intangible assets that are used in operations and that have initial useful lives extending beyond a single reporting period.” For the City of Carmel-by-the-Sea, staff recommends that we continue to define a Capital Project, or a Capital Outlay, as an asset with any single component or piece of equipment that costs more than $10,000 and has an expected useful life exceeding ten (10) years.
Note: Some of the projects listed below, such as reports and plans, may not fall under the true definition of a capital project. However, some of these reports may include recommendations for future capital projects. One example would be the Coastal Engineering Study which will identify physical improvements to be made along the shoreline over future years.
Other projects would not result in future capital improvements and are considered one-time special projects designed to meet regulatory requirements, address public safety needs, provide essential, specialized maintenance services, and/or enhance operational effectiveness. Staff seeks Council direction regarding these projects so that funding may be allocated within the operating budget of the respective department.
Strategy
A preliminary 5-year Capital Improvement Plan (CIP) is included in Attachment 1. This 5-year CIP provides information on the needs for necessary infrastructure for the upcoming fiscal year, as well as a forecast for the subsequent four years. Many of these needs have been identified through assessments and plans for City assets, including:
ADA Transition Plan (2018)
Carmel Facilities Assessment (2013) & Facility Condition Assessments (2023) City Council Strategic Priorities list
Climate Action and Climate Adaptation Plans (2022)
Mission Trail Nature Preserve (MTNP) Master Plan (2016) MTNP Stream Stability Study (2019)
North Dunes Habitat Restoration/Del Mar Master Plan (2009) Storm Drain Master Plan (2020) and Master Plan Update (2023) Street Saver Pavement Management Plan Update (2022)
Other sources of projects include:
City Departments
Library Master Plan (in progress, 2023)
Outside Entities
Vehicle Replacement Schedule
This CIP provides a framework for the Council to allocate funding for the most critical projects over time.
1. Projects Completed in Fiscal Year 2022/23
Fourteen (14) capital improvement projects were completed in Fiscal Year 2022/23, or are anticipated to be substantially completed by June 30, 2023:
ADA Upgrades, Year 5 (FY 2022/23, $15,000): As identified in the City’s 2018 Americans with Disabilities Act Transition Plan, the drinking fountain at the Park Branch Library was replaced, the emergency phone at Forest Hill Park was relocated, the disabled access notification system at the Harrison Memorial Library was rebuilt, and currently, railings are being fabricated for the Piccadilly Park restroom and in front of the Harrison Memorial Library. All of these upgrades meet ADA standards.
Electric Vehicles for Community Planning and Building (FY 2022/23, $30,000): Two electric vehicles were purchased for the Community Planning and Building Department for $50,000. The CIP allocated $30,000 from the Vehicle and Equipment Fund, and the balance was appropriated with the February 2023 Mid-Year Budget.
Facilities Component Inspections (FY 2022/23, $85,000): At the December 2022 meeting, Council awarded a $56,518 Professional Services Agreement with Bureau Veritas North America to provide facility condition assessment reports for four buildings: City Hall, Fire Station, Public Works, and Vista Lobos. Final reports are anticipated to be complete by the end of the Fiscal Year. Some of the more urgent recommendations for repairs will be included as Facility Renovation Projects over subsequent CIP cycles.
Fire Engine: In October 2022, Council appropriated $880,000 and added the fire engine into the FY 2022/23 CIP. The Pierce Manufacturer Enforcer diesel fire engine has been ordered with delivery anticipated in approximately two years.
Library Master Plan (FY 2021/22, $50,000): This project complements the Library’s Strategic Plan objective to develop facility plans for the Harrison Memorial and Park Branch library buildings. In January 2023, Council awarded a $55,000 Professional Services Agreement to Jayson Architecture to prepare the Master Plan. The Plan is anticipated to be substantially complete by the end of the Fiscal Year. Implementation of the Plan by designing the first set of improvements is proposed to begin in FY 2023/24.
Mission Trail Nature Preserve Drainage Improvements–Design (FY 2021/22, $90,000): Engineering and environmental work has been completed for the first three (3) of eight (8) stream restoration and drainage improvement projects, located near the Rio Road entrance of the Preserve, which were recommended in the 2019 MTNP Stream Stability Study. There are still two regulatory permits to be obtained before we can advertise this project for construction bids, and they are anticipated to be issued before the end of the Fiscal Year. This Project was split into two phases - Design, which is now complete, and the construction phase in which remaining funds need to be carried forward into Fiscal Year 2023/24 as listed below.
North Dunes Habitat Restoration Project, Year 7 (FY 2022/23, $10,000): This project continues the highly successful, multi-year effort to restore the native habitat of the North Dunes. Funding was utilized to continue restoration activities including weed removal and native planting, post and cable fencing installation, and biological monitoring and reporting. The project received a 5-year Coastal Development Permit extension in August 2021 to continue restoration activities.
Police Radios Lease, Year 2, (FY 2022/23, $30,000): Twenty-two (22) radios were purchased in 2021 for $30,000 per year payments for six years, with funding from the Vehicle and Equipment Fund.
Public Access Property Records, Phase II (FY 2022/23, $67,000): The Community Planning and Building Department retained a consultant to digitize the City’s vast property files, link those records to the City’s online GIS portal, and incorporate additional data layers into the GIS. This two-phased, $135,000 project is now substantially complete.
Scenic Pathway Renovation Barrier Rails (FY 2021/22, $50,000): This project was carried over into the current fiscal year. Carmel Cares prepared an improvement plan to repair the most heavilydamaged areas of the barrier rail, as well as several areas of missing rail. The plans were approved by staff, and Carmel Cares obtained quotes for lumber and materials to be purchased by the City. Award of the materials will be submitted to Council within the next two months. Carmel Cares will hire a contractor and pay for the costs for installation, under guidance of the Public Works and Community Planning and Building Departments.
Storm Water Ordinance: While previously discussed as a capital project, and as one of Council's strategic priorities, this project was not incorporated into the CIP because it was funded by the Public Works operating budget. An environmental consultant, the City Attorney's office, and Public Works staff significantly updated the City's ordinances Chapters 17.42 and 17.43 to remain in compliance with state storm water mandates. The California Water Quality Control Board provided minor comments; however, we are still awaiting final comments from the Coastal Commission. It is anticipated that comments will be received and the Ordinances will be adopted by Council by the end of the Fiscal Year.
Street Sweeper (FY 2022/23, $550,000): In July 2022, Council awarded a $563,814 purchase of a RAVO SE 5 electric street sweeper, offset by a $250,000 Central Coast Community Energy grant.
This was funded by the Vehicle and Equipment Fund. The sweeper is currently being manufactured overseas and is scheduled to be delivered by the end of the fiscal year.
Sunset Center HVAC Building Control Unit Replacement (FY 2021/22, $50,000): At the April 2022 City Council meeting, this project was added into the FY 2021/22 CIP. Due to unforeseen delays in obtaining parts, the project was not completed until late 2022.
Uninterrupted Power Supply System (FY 2022/23, $20,000): UPS systems were purchased and related electrical work is currently in progress. This IT project will be completed by the end of the Fiscal Year.
2. Prior Projects Recommended to be Cancelled or Deferred Three (3) projects should be cancelled or deferred as discussed below.
Ocean Avenue Medians Split Rail Fence: The Carmel Residents Association planned to donate $55,000 for installation of a split rail fence along all five Ocean Avenue raised median islands, possibly installed in a zig-zag pattern, along the center of each median island. The Forest and Beach Commission was receptive to a small, pilot test area in one of the median islands, but after all five median islands are complete with landscaping renovations. The CRA has since withdrawn its application for the project.
Vista Lobos Interior Remodel (FY 2022.23, $25,000): This project was intended to launch design work to provide additional modular offices for City staff in the Vista Lobos conference room. Since last year, the Community Planning and Building and Public Works (front) offices have been renovated, and there is now a reduced need for additional staff space at this time. Further, Vista Lobos is also being considered as possible "Swing Space" for the Police Department during renovation of the existing building. This project should be deferred until Council pursues specific direction on the Police Building project.
Wayfinding Signs (FY 2021/22, $18,500): As approved at the March 2021 Council meeting, TAMC would reimburse the City up to $18,500 for 15 wooden signs. Our initial understanding of the project was to install signs that provide directions for bicyclists, pedestrians, and visitors to various Carmel area points of interest, including Sunset Center, Devendorf Park, beach access, etc. Staff developed a layout plan for these signs; however, TAMC denied our layout and provided an entirely different configuration of signs, clustering all the signs near the Pebble Beach gate on San Antonio and Second Avenue, and in the vicinity of Carmel Mission. These clustered locations are not supported by staff. Furthermore, the cost of the signs, if made of wood as intended, will exceed the available funds.
Staff recommends canceling the project and the reimbursement agreement with TAMC.
3. Projects Funded in Fiscal Year 2021/2022 and/or 2022/23 that are recommended to be carried over to FY 2023/24
The following 25 capital improvement projects, funded in Fiscal Year 2021/22 and/or 2022/23 but not completed, should be carried over into FY 2023/24:
Ambulance (FY 2021/22, $200,000 + $50,000 donation) and Ambulance Equipment and AED (FY 2022/23, $75,000): These two projects are combined. A contract to build the new ambulance with equipment for $410,000 will be submitted for Council approval at an upcoming meeting. There is a long lead time for delivery of approximately three years. The total combined funding of $275,000 from the Vehicle and Equipment Fund, and a $50,000 donation, will need to be carried forward until the invoice is due. Staff recommends carrying the funding over each fiscal year until needed for payment, and placing the estimated $85,000 balance for the ambulance into the CIP for Fiscal Year 2025/2026.
Beautification Project (FY 2022/23, $25,000). Costs for the purchase of new trees, plants, and other aesthetic enhancements over most of the current Fiscal Year were funded by the Forestry Operating budget. Of note, the City purchased 60 new trees late last calendar year, and 40 have been planted to date. We do anticipate planting the remaining 20 trees within the next several months and purchasing landscaping and supplies from this CIP project account. Any remaining funds should be carried forward into Fiscal Year 2023/2024 and merged with additional funding for the proposed Beautification Project next year.
City Hall Retaining Wall Repair (FY 2022/23, $100,000): The redwood retaining wall in the south parking lot of City Hall failed due to the lateral loads from the historic City Hall building over to the under-designed wall. With project management services provided by Ausonio, Inc., structural and geotechnical engineers were retained to design a permanent fix. The fix includes removal of the redwood planter area, constructing a large, concrete wall and footing below the existing building footing, particularly below the office of the Planning and Building Director, and replacing the planter.
Award of the construction contract is scheduled for the April 4th Council meeting, contingent upon a transfer of $113,600 from the General Fund End Balance. Remaining funds need to be carried over into Fiscal Year 2023/24 to complete construction.
Coastal Engineering Study (FY 2022/23, $150,000) and the Beach Sand Survey Project (FY 2021/22, $25,000): These projects have been combined. This Study was identified in the Climate Adaptation Plan as a critical document for sea level rise resilience planning to ensure the City has the tools necessary to make decisions related to the long-term maintenance of coastal resources and infrastructure. At the November 2022 meeting, Council awarded a $175,000 Professional Services Agreement to EMC Planning Group, who teamed up with Integral Corporation and Haro Kashunich & Associates, to complete the four key tasks for Phase I of this Project. The results of Task 1, the Coastal Engineering Condition Evaluation, was presented to the Forest and Beach Commission on March 9th and is planned to be presented to the Climate Committee at an upcoming meeting.Remaining funds should be carried over into FY 2023/24 to finish Phase I. Phase II is listed as a potential project for Fiscal Year 2023/24.
Drainage System Repair Design (FY 2021/22, $100,000), and Drainage System Repair Design Phase II (FY 2022/23, $500,000): should now be considered one combined project. The City-wide Drainage Master Plan identified numerous spot repairs needed for our existing underground storm drain pipes, as well as significant "bottlenecks" in the drainage system. In October 2022, Council awarded a $50,000 Professional Services Agreement to Schaaf & Wheeler Consulting Engineers to update their 2020 Drainage Master Plan to reflect recommendations from the Climate Committee to evaluate 20-year storm event impacts to the drainage system, versus 10-year storm events as previously evaluated, and as much of the drainage infrastructure of the City was built. The Updated Master Plan is complete, and highlights will be presented to Council at an upcoming meeting. On a parallel track, Neill Engineers was issued a $24,999 Professional Services Agreement to design eight to ten specific drainage repairs and bottleneck elimination projects. The design of those improvements is in progress. Remaining funds should be carriedforward into Fiscal Year 2023/24 to complete the design. At least $4M will be needed to fix the most critical repairs and bottlenecks, and allocations for specific repairs will be recommended in future year CIP plans.
Electrical Panel Upgrades for City Hall, Public Works, Sunset Center, and Vista Lobos (FY 2022/23, $75,000): Electrical panel upgrades are necessary for these facilities to carry new electric vehicle charging stations, and to provide additional capacity for electric loads since these panels are near or potentially over capacity. Based on the Police Building Project, it is recommended that the Public Works facility of these four panels be incorporated into the Police Building, and that the Fire Station, which is also near capacity be substituted in its place. Note that the electrical switches in the Public Works Garage have been replaced with weatherproof panels. Also, in February 2023, $35,000 was added to the Public Works Operating Budget for Mid-Year Budget augmentation to support the active electrical work at the Vista Lobos parking lot. A contract was executed with PG&E to install the $200,000 transformer for 5 new charging stations at Vista Lobos at no cost to the City. Staff is currently negotiating a new Professional Services Agreement with an electrical/mechanical engineering consultant to provide design services for both the 4 Electrical Panel Upgrades and the Vista Lobos EV Charging Station projects.
Facility Renovation Projects (all FY 2022/23, combined $715,000): The following six (6) facility renovations have been bundled into one design and construction project for cost-effectiveness and efficiency. These projects are being managed by contract project managers with Ausonio, Inc. In February 2023, Council approved a $78,900 Amendment to the Professional Services Agreement with Ten Over Studio, for architectural and engineering design services for these projects. Preliminary design work is nearly complete, and final design and commencement of construction bidding is likely by the end of this Fiscal Year; however, remaining funds for these projects should be carried forward for construction into Fiscal Year 2023/24.
City Hall Roof Replacement: $100,000.
Harrison Memorial Library Backup Generator: $60,000.
Harrison Memorial Library Carpet Replacement: $100,000. This will be bid as an alternative and/or deferred if recommended in the Library Master Plan.
Harrison Memorial Library Renovations Exterior and Interior Painting: $200,000 Sunset Center Cottage Window Repairs: $105,000
Sunset Center Hazardous Materials Abatement and Exterior Painting: $150,000 FY 2022/23 Concrete Street Repairs (FY 2022/23, $1,005,000): At the January 2012 meeting, Council awarded a $189,667 Professional Services Agreement to BKF Engineers for design of this project. The project includes repairs and resurfacing of concrete intersections at Ocean/San Antonio, San Carlos/Fifth, San Carlos/Sixth, and along Ocean Avenue, between Monte Verde and San Antonio, and along San Carlos between Fifth and Sixth. An ADA ramp and bulb outs will also be included at the Junipero/Seventh intersection. The total project budget includes $441,300 in external funds (i.e. Measure X, SB-1) plus the Maintenance of Effort requirement of $563,700. The project is currently in preliminary design, and final design is anticipated to be substantially completed this summer. The remaining balance should be carried forward into the Fiscal Year 2023/24 CIP for construction.
FY 2019/20 Citywide Annual Paving Project (refunded in FY 2021/22 budget) and carried forward: This Project, which includes the bike route and recently-deleted median islands along San Carlos Street, was presented to the City Council at the March 7th meeting. This project is bundled with another prior carryover project called Mission Street Sidewalk Repairs (FY 2021/22). The City was allocated $15,311 from RSTP funding via TAMC to repair a significantly uneven brick sidewalk on the west side of Mission Street, between Fifth and Sixth Avenues.
MTNP Stream Stability Projects-Construction (FY 2022/23, $142,000): This project, which consists of the first three (3) of eight (8) stream restoration and erosion control measures recommended by the Mission Trail Nature Preserve Stream Stability Study, is largely funded by a California State Parks Per Capita Grant in the amount of $187,000. The design and environmental permits for the project were listed in the completed projects above. Construction must be substantially completed by December 2023. Remaining funding should be carried over in Fiscal Year 2023/24.
Police Building Renovation Project (FY 2021/22, $2.0M) and Police Renovation Additional Scope (FY 2022/23, $1.3M): These projects should now be considered one combined project. At the February 2023 meeting, the Ad Hoc Committee recommended, and Council approved, issuing a Request for Proposal to architects with expertise in police building design, to perform a detailed evaluation of the building, including elements shared with the Public Works Department. In brief, the evaluation will consider building code deficiencies, needed safety repairs, police operational deficiencies and best practices, and the useful life of the facility with such investments. The architect will also consider swing space during construction, develop a rough cost for complete reconstruction within the current building footprint, and a cost for an entirely new building. The RFP was issued, four proposals were received, and negotiations are underway with the highest-ranked firm. A Professional Services Agreement with the selected architect will be presented to Council for award at an upcoming meeting. The project is being managed by a 4 Leaf project manager.
Resilience Infrastructure Planning and Design (FY 2022/23, $85,000): As recommended in the Climate Adaptation Plan, this project involves developing plans for sustainable backup power to provide continued operations of critical facilities. Preliminary review to date suggests focusing the project on the Police, Public Works, Vista Lobos, and Youth Center in the event of an extended power outage. The project is currently on hold pending the outcome of the Police Building Evaluation (discussed above).
Urban Forest Master Plan (FY 2021/22, $170,000): The Urban Forest Master Plan (UFMP) is one of Council's high priority strategic initiatives. During FY 2021/22, the City was awarded a Cal Fire reimbursement grant of $150,000 for the UFMP. At the August 2022 meeting, Council awarded a $150,000 Professional Services Agreement with Davey Resources Group to prepare the Plan.
Contractual issues, which delayed the start of the project for several months, have all been resolved.
This is an 18-month duration project with the tree inventory and technical studies in progress. An Amendment to the Agreement with Davey is currently being negotiated for additional services that are prudent, and will be forthcoming to Council for approval utilizing the forestry operating budget funds.
The remaining CIP funds will need to be carried forward into Fiscal Year 2023/24 to complete the project.
Water Well and Tank Removal in MTNP (FY 2021/22, $150,000): Regulatory decommissioning of the water well, and physical removal of the elevated tank, stone pump house, and abandoned power pole are needed. Under contract to the City, a Wallace Group project manager completed the design of the project and environmental approvals, including the Coastal Development Permit, have been obtained. The Project is anticipated to be advertised for construction bids by the end of the Fiscal Year; however, remaining funds should be carried forward into Fiscal Year 2023/24 for construction.
Wildfire Risk Assessment Plan: This project is one of Council's high priority strategic initiatives. The current FY 2022/23 operating budget for the Fire Department included $20,000 for a Wildfire Risk Assessment Plan. The Plan is being implemented in conjunction with the cities of Monterey and Pacific Grove. The remaining balance of these funds will be submitted to be reallocated into the Fiscal Year 2023/24 operating budget to complete the Plan.
4. Recommended FY 2023/24 Projects with External Funding, Donations, and by Volunteers The following projects and initiatives do not appear to require any City funding at this time; however, like all City projects, project management oversight would be needed.
Carmel Cares Projects (Not CIP Projects): Facilitated and supported by Public Works, Carmel Cares has a number of ongoing community engagement programs and potential new projects under consideration for FY 2023/24. These projects are included in this CIP discussion for information only.
Potential projects include:
Forest Theater, Picnic tables and ADA
Ocean Avenue Median Islands Landscaping with modified design North Dunes Habitat Restoration Interpretive Signage and Split Rail Fencing (FY 2022/23, $25,000 donation): Several organizations, including the North Dunes volleyball players, Rotary Club, and Carmel Cares, have expressed interest in donating funds and/or volunteer support to design and install interpretive signage and/or install split rail fencing along the Ocean Avenue and San Antonio frontages of the North Dunes site. These projects are in line with the recreation goals of the North Dunes Restoration Plan. While no plans were solidified yet in FY 2022/23, this project should be carried over into Fiscal Year 2023/24.
Scout House Renovation (Not a CIP Project): This project is one of Council's strategic initiatives.
At the April meeting, Council will be requested to adopt findings pertaining to the Surplus Lands Act and authorize the release of a Request for Proposal for interested parties to renovate the Scout House, at an estimate cost of $400,000 to $500,000. Once renovated, the selected Proposer would then provide activities programming and facility management and maintenance. No City funds are proposed, and the selected Contractor will be required to pay fair market rent for use of the facility.
This project is included in this CIP discussion for information only.
5. Potential Capital Improvement Projects for FY 2023/24 Numerous projects were incorporated into the CIPs for FY 2021/22 and FY 2022/23 as funding became available as the COVID-19 Pandemic starting phasing out. While 17 projects were completed during Fiscal Year 2021/22, and an estimated 14 projects will be completed by the end of Fiscal Year 2022/23, there are still 25 active projects, or portions of projects, that should be carried over into Fiscal Year 2023/24. On a typical year, 25 capital projects alone would be considered a full slate of improvement projects and capital investment.
With this in mind, staff suggests that Fiscal Year 2023/24 be considered a year to “Catch Up” on the backlog, and update the carry-over funding from FY 2021/22 that was inadvertently not carried over last year.
That said, many new projects are still needed and worthwhile. The following is a list of the most pressing or urgent projects identified by staff. Many larger-scale or costly projects, such as additional drainage repairs, repaving parking lots, Police records management, or purchase of a dump truck, are suggested to be deferred. Therefore, the list below certainly does not identify all of the potential projects! However, the fiscal impact to the FY 2023/24 Budget for Capital Improvement Projects cannot yet be assessed until specific capital projects are tentatively selected by Council. In other words, screening the projects at the April 5
th Workshop and fine-tuning the list will allow us to focus on the highest priority projects and associated cost estimates for incorporation into the final CIP and Budget for FY 2023/24.
No. Project Description
Estimated
Cost
External
Funds
Comments
1 ADA Upgrades, Year 6 $20,000 $15k prior years
2 Annual Paving Project
(Overlay 5 Street
Segments, Slurry Seal 20
Segments, and Sidewalk
Repairs at 7 locations)
657,329 $438,570 Maintenance of Effort
3 Beautification Project 25,000
Suggest to include in
Forestry Operating
Budget
4 CIP Contingency Fund 500,000 Cover high bids for
multiple projects
5 Coastal Engineering Study,
Phase II
100,000 tbd Possible grant
6 IT Servers 50,000
7 Library Master Plan –
Project #1 Design
100,000
1 st Project based on
Master Plan
8 MTNP – Invasive
Removals
15,000
Suggest to include in
Forestry Operating
Budget
9 North Dunes Habitat 15,000
Suggest to include in
Forestry Operating
Budget
10 Police Radios 30,000 Year 3 of 6
11 Shoreline Infrastructure
Repairs - Design
250,000
Sea Walls, Beach Stairs,
Revetments per Coastal
Engineering Study
12 Sunset Center –
7 Bollards
20,000
13 Sunset Center – 45,000
Carpenter Hall Heater
14 Sunset Center –
North Lot Electrical Panel
100,000
15 Sunset Center –
Portico Design
40,000
16 Sunset Center – Retaining
Wall Repairs - Design
40,000
17 Vehicles:
2 Forestry (2000, 2002), 1
PD Admin (2006)
175,000 tbd
Electric Vehicles:
3CE grants
Total $2,182,329 $438,570
The forecasted available capital budget for FY 2023/24 is approximately $1,650,000 which is less than the total of all of these worthwhile projects. Regardless of the amount of Council’s allocation of funding for capital projects, infrastructure throughout the City will continue to deteriorate.
6. 5-Year Capital Improvement Plan
A preliminary 5-year Capital Improvement Plan is included as Attachment 1.
Although only the first fiscal year (2023/24) would be funded as part of the City Budget, the remaining years serve as a planning tool to identify, early on, anticipated future projects. A multi-year plan also accommodates scheduling larger projects into multiple years, to allow more projects to be underway concurrently, and to allocate construction funding only when those funds are needed. Note that the needs for infrastructure renewal and facility repairs far exceed the anticipated revenue over the subsequent four years as well.
7. Council Guidance
Staff is seeking Council's direction on the following issues. Note that this is just the first review and screening of potential FY 2023/24 projects, and Staff will return to refine the scope of work and budgets for potential projects based on Council comments received on April 5th. Staff will also update the proposed 5-Year CIP based on Council comments.
Review potential projects for the FY 2023/24 CIP in Section 5 and provide guidance Review the preliminary 5-Year CIP, Attachment #1, and delete, defer, and/or add projects (Section 6)
Incorporating any public comments and suggestions into the FY 2023/24 CIP and/or 5-Year CIP However, due to the significant storms and cancellation of the Special Meetings of March 14th and March 21st, staff is seeking Council confirmation of the following project categories. These issues will not be further reviewed at subsequent CIP review meetings, unless directed by Council.
Acceptance of the 14 projects completed in FY 2022/23 (Section 1 above) Confirmation to cancel or defer the 3 projects described in Section 2 Confirmation to carry over 25 projects from FY 2021/22 and FY 2022/23, including their remaining project funds, into FY 2023/24 (Section 3). Carry-over funding will be subject to adoption of the CIP and Operating Budget Resolution for FY 2023/24.
Confirmation to proceed with projects anticipated to be funded by others (Section 4).
Upon Council’s tentative approval in April, the CIP document will be presented to the Planning Commission in May for a General Plan consistency review as required by State law and the City’s Municipal Code.
FISCAL IMPACT:
If City Council approves $3.067M budget appropriation for the eight (8) FY 2021/22 carry-over projects and $3.609M for 17 carry-over projects from FY 2022/23, the total carryover, at a minimum, will be $6.7M into the FY 23/24 CIP Budget.
The additional fiscal impact for new projects cannot yet be assessed until specific projects are selected by Council.
PRIOR CITY COUNCIL ACTION:
The Special Council meetings of March 14, 2023 and March 21, 2023, at which this report was previously prepared, was cancelled due to the storms. This staff report has been updated for the April 5th Workshop.
ATTACHMENTS:
Attachment 1) Preliminary 5-Year Capital Improvement Plan Attachment 2) Presentation
EXTERNAL FUNDING 3/27/23 For April 5, 2023 Workshop
Category CARRY - OVERS Initial Year 1 Year 1 Year 2 Year 2 Year 3 Year 3 Year 4 Year 4 Year 5 Year 5 FY 2021/22 & FY 2022/23 Budget Status FY 2023/24 Estimate FY 2024/25 Estimate FY 2025/26 Estimate FY 2026/27 Estimate FY 2027/28 Estimate Contingency 0 CIP Contingency 500 CIP Contingency 200 0 0 0 $700 $ 500 $ 200 $ - $ - $ -
Design for Broken Pipes & Bypass Carry Over 100 Junipero (7th-9th) Bypass Pipe 500 Drainage Repairs Drainage Repairs 350 Drainage Repairs 350 500 Drainage Design Bottlenecks & Spot Repairs $500 Carry Over Reconst. 4th Ave Outfall - Design 50 Reconst. 4th Ave Outfall 200 4th Ave CDS - Design 4th Ave CDS - Construction 350 75 $2,975 $ 600 $ - $ 550 $ 700 $ 425 $ 700
FY 23 Concrete Street Repairs Carry Over FY 24 Paving, Bikes, S/W 657 564 FY 25 Paving, Bikes, S/W 610 FY 26 Paving, Bikes, S/W 620 FY 27 Paving, Bike, S/W 630 FY 28 Paving, Bike, S/W 640TAMC: SB1, X, RSTIP, HUTA Carry Over TAMC: SB1, X, RSTIP, HUTA 439 441 TAMC: SB1, X, RSTIP, HUTA 410 TAMC: SB1, X, RSTIP, HUTA 420 TAMC: SB1, X, RSTIP, HUTA 430 TAMC: SB1, X, RSTIP, HUTA 440FY 20 Paving Overlay/Micro Surf Carry Over 572 Sunset Ctr - 2 Parking Lot Walls 200 Resurface Parking Lots 250 Pavement Survey Update 30 Streets San Carlos Bike Route inc Carry Over Bicycle Master Plan 60 Mission St Sidewalk inc Carry OverTAMC: SB1, X, HUTA, RSTP Carry Over 364Wayfinding Signs Cancel 18 $7,795 $ 1,959 $ 1,096 $ 1,280 $ 1,290 $ 1,090 $ 1,080
PD Renovation + Additional Scope Carry Over 3,300 ADA Updates - Year 6 20 ADA Updates - Year 7 20 ADA Updates - Year 8 ADA Updates - Year 9 20 20 ADA Updates - Year 10 25Sunset Ctr HVAC Controller Done Sunset Center - 7 Bollards 20 50 Panel Upgrades (VL, PW, FS, CH) 75 Resilience Infrastructure 100 Resilience Infrastructure 100 Sunset Center Railings 150Sunset Center Ext Painting Carry Over SC - Carpenter Hall Heater 45 150 3CE Panel Upgrades for EV Charg 60 Vista Lobos Painting 60 Energy Upgrades 50 Energy Upgrade 50Sunset Ctr Cottage Windows Carry Over Sunset Center - N Lot Electrica 105 l 100 Fire Backflows (3 bldgs) 120 Fire Station Painting Construct Repairs - CH, FS, VL 300 60 Facilities City Hall Roof Replacement Carry Over Sunset Center - Portico - Desig 100 n 40 Facilities Assessments (FM, RR) 85 Sunset Ctr Painting, Widows 2 150 City Hall Retaining Wall Repair Amded C-O SC - Retaining Walls - Design 40 213 Flanders Structural Repairs 250 Vista Lobos Int. Remodel Design Cancel 25 Park Restroom Repairs 75 Panel Upgr. Design (VL,FS, SC,CH) Carry Over Scout House Renovation tbd 75 Design Repairs - CH, FS, VL 75Resilience Infr. Pilot Design Carry Over 85Facilities Inspections Done 85ADA Updates - Year 5 Done 15 $6,313 $ 4,203 $ 265 $ 360 $ 790 $ 470 $ 225
MTNP - Design 3 Stream Projects Done Beautification 25 20 Beautification 25 Beautification 25 Beautification 25 Beautification 25MTNP - Stream Projects Grant Done N Dunes Habitat Restoration 15 70 N Dunes Habitat Restoration 15 N Dunes Habitat Restoration 15 N Dunes Habitat Restoration 20 N Dunes Habitat Restoration 20MTNP - Stream 3 Projects Constr Carry Over MTNP Invasives Removal 15 25 MTNP Stream Projects 4-6 Design 125 MTNP - Stream 4-6 Const 275 MTNP-Stream Projects 7&8-Design 125 MTNP-Stream 7&8 - Const. 275MTNP Stream Projects Grant Carry Over Carmel Cares Projects tbd Carmel 117 Cares Projects tbd Carmel Cares Projects tbd Carmel Cares Projects tbd Carmel Cares Projects tbd Forestry, Urban Forest Master Plan Carry Over 20
Parks & Beach Urban Forest Master Plan - Grant Carry Over 150 MTNP Tank & Well Demo Carry Over 150Scenic Pathway, Ph 2 Barrier Rails Done Shoreline Infrastructure Repairs 50Beautification Project Carry Over Moved to Environmental 25N Dunes Split Rail + Signage Carry Over 25N Dunes Habitat Restoration Done 10CRA Zig Zag fence on Ocean 0 Cancel $1,687 $ 662 $ 55 $ 165 $ 315 $ 170 $ 320
Ambulance Carry Over Radios Lease, Year 3 30 Radios Le 200 ase, Year 4 30 Radios Lease, Year 5 30 Radios Lease, Year 6 30 PW Patch Truck (1999) 120Ambulance (donation) Carry Over Forestry Truck (2000) 65 50 PW Dump Truck (1995) 150 Forestry Bucket Truck (1995) 225 Admin Vehicle (2013) 45 PW Pickup Truck (2012) 50 Fleet & Ambulance Equip. + AED Carry Over Forestry Truck (2002) 65 75 PD Motorcycle (2008) 30 Fire Vehicle (2010) 50 Fire Vehicle (2012) 45 Forestry Water Truck (1994) 120 Equipment Street Sweeper (2010 Tymco) Done PD Admin Vehicle (2006) 45 PD Animal Co 550 ntrol (2009) 45 Ambulance Heart Monitor 30 PW Facilities Truck (2007) 70 EV Vehicles - 3CE Grants 25 (Vehicle & 3CE rebate if electric sweeper Done EV Vehicles - 3CE Grants tbd EV Vehicl 250 es - 3CE Grants 25 PD Radar Trailer (2000) 20 Forestry Truck (2000) 65 Equipment Fund) Radios Lease, Year 2 Done 30 EV Vehicles - 3CE Grants 25 EV Vehicles - 3CE Grants 50 2 Residential EVs (CP&B) Done 50 Ambulance - Balance of $410k 85Fire Engine 880 Done $3,655 $ 2,085 $ 205 $ 280 - $ - $ 46 $ 5 $ 305 $ 315
Beach Sand Survey Carry Over Coastal Eng Study, Ph 2 100 25 Coastal Eng Study, Ph 3 200 Shoreline Inf Repairs - Const 2 Climate Action Plan Projects 50 750 Climate Action Plan Projects 50 Environmental Coastal Engineering Study, Ph I Carry Over Shoreline Inf Repairs-Design 1 2 150 50 Shoreline Inf Repairs - Const 1 750 Shoreline Inf Repairs - Const 2 250 (Inc. Climate Change) Wildfire Risk Assessment 20 Carry Over Underground Utility Dist Rule 20A Shoreline Inf Repairs - Const 1 Climate Action Plan Projects 25 250 Stormwater Ordinance Done - Shoreline Inf Repairs - Design 2 150 $3,020 $ 195 $ 350 $ 1,350 - $ $ 1, - $ 025 $ 50 $ 50
HML Generator Carry Over IT Servers 60 50 PD Records Management 200 IT Network Refresh 50 IT Equipment 60 IT Equipment 70 IT UPS Systems Done 20 Network Firewalls 180 Wireless Access Point 45 Pub Access Pty Records Yr 2 Done 67 iPhones Updated 20 GIS Upgrades 25 $847 $ 147 $ 50 $ 400 - $ - $ 12 $ 0 $ 60 $ 70
Libraries Master Plan Done MP Project #1 - Design 100 MP Project 55 #1 - Construction 200 MP Project #2 - Design 250 MP Project #1 - Construction 300 MP Project #3 - Design 350 Library HML Ext. + Int. Paint Carry Over 200 MP Project #1 - Const - Donations 800 MP Project #1 - Const - Donations 1200 HML Carpet Carry Over 100
$3,555 $ 355 $ 100 $ 1,000 $ 250 $ 1,500 $ 350
Grand Totals $30,547 $10,206 $2,621 $5,585 $4,955 $4,070 $3,110 City Funding $24,125 $8,608 $2,182 $4,040 $4,260 $2,390 $2,645 External Funding $6,309 $1,485 $439 $1,545 $695 $1,680 $465 City of Carmel-by-the-Sea
5-Year Capital Improvement Plan
For Fiscal Years 2023/24 Through 2027/28
Attachment 1
Capital Improvement Program:
Review Completed and Carry-Over Projects
and
First Review of Fiscal Year 2023/24 Projects
City Council Special Meeting
April 5, 2023
CITY OF CARMEL-BY-THE-SEA
CITY OF CARMEL-BY-THE-SEA
FY 2023/24 Budget Summary
and 5-Yr Projections
CITY OF CARMEL-BY-THE-SEA
Fiscal Years
FY 18-19
Actual
FY 19-20
Actual
FY 2020-21
Actual
FY 2021-22
Projected
(Unaudited)
FY 22-23
Adopted
Budget
FY 22-23
Proposed
Budget
FY 23-24
Projection
FY 24-25
Projection
FY 25-26
Projection
FY 26-27
Projection
FY 27-28
Projection
Revenues
Property 6,496,558 6,663,614 6,822,304 7,419,963 8,299,100 8,299,100 8,465,082 8,719,034 8,937,010 9,160,436 9,343,644 Sales- Bradley Burns 2,639,607 2,143,020 1,896,796 1,977,994 3,190,300 3,638,223 3,770,186 3,807,888 3,845,967 3,884,426 3,923,271 Sales- Local 3,079,914 2,611,802 3,050,000 3,581,477 5,721,000 5,865,000 5,952,975 6,042,270 6,132,904 6,224,897 6,318,271 Transient Occupancy Tax (TOT ) 6,882,015 6,477,220 2,488,198 4,000,409 6,667,000 6,733,670 6,801,007 6,869,017 6,937,707 7,007,084 7,077,155 Charges for Services 2,521,960 2,139,035 2,080,159 1,651,460 2,169,500 2,169,500 2,536,635 2,587,368 2,639,115 2,691,898 2,745,736 Other Revenues 2,441,120 2,596,158 2,442,768 2,291,616 4,284,600 4,284,600 3,105,862 3,199,038 3,295,009 3,393,859 3,495,675 Revenue Total 24,061,174 22,630,849 18,780,225 20,922,919 30,331,500 30,990,093 30,631,747 31,224,615 31,787,712 32,362,600 32,903,751 Expenditures
Salaries/Benefits 9,718,662 10,156,434 9,595,869 9,188,163 13,488,692 14,399,115 14,528,127 14,963,970 15,712,169 16,497,777 17,322,666 3 Safety Police Positions (583,470) 630,148 649,052 668,524 CalPERS Unfunded Accrued Liability Payment 1,026,968 1,351,531 1,598,574 1,598,574 2,082,464 2,165,763 2,233,300 2,387,800 2,489,900 2,585,400 2,648,700 Pension Mitigation Total 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 Services/Supplies 8,657,484 8,304,641 7,366,461 7,269,328 9,800,223 9,800,223 10,290,234 10,804,746 11,344,983 11,912,232 12,507,844 General Fund Operating Total 19,403,114 19,812,606 18,560,904 18,056,065 26,371,379 26,781,631 28,051,661 29,156,516 31,177,200 32,644,462 34,147,734 Worker Compensation 148,160 148,160 151,123 154,146 157,229 160,373 163,581 Debt Service
Pension Bond 701,220 698,056 698,863 698,863 703,580 703,580 0 0 0 0 0 Sunset Center Bond 507,390 500,334 508,678 82,228 158,300 158,300 515,800 521,600 511,600 513,300 516,700 NGEN Radio 51,663 45,791 36,974 36,974 16,423 16,423 16,423 0 0 0 0 Debt Total 1,260,273 1,244,181 1,244,515 818,065 878,303 878,303 532,223 521,600 511,600 513,300 516,700 Capital Outlay Total 3,778,271 869,596 0 140,014 5,972,327 5,972,327 1,650,331 1,092,862 1,112,570 1,132,691 1,151,631 Expenses Total 24,441,658 21,926,383 19,805,419 19,014,144 33,370,169 33,780,421 30,385,338 30,925,123 32,958,598 34,450,826 35,979,646 Surplus/(Deficit) (380,484) 704,466 (1,025,194) 1,908,775 (3,038,669) (2,790,328) 246,409 299,491 (1,170,886) (2,088,226) (3,075,895)
CITY OF CARMEL-BY-THE-SEA
FY 2022/23 CIP Funding Starting Point
21/22 CIP Projects Carryover (8) to 23/24 $3,067,000
22/23 CIP Projects to Carryover (17) to 23/24 $3,609,000 $6,676,000
The 5 year financial projection reflects $6.7M for capital improvement projects for both fiscal year carry-over projects. All new capital improvement projects for FY 23/24 will be incorporated into the financial forecast after the preliminary discussion.
• Review CIP definition and sources of projects
• Review 14 projects completed in FY 2022/23
• Consider projects to cancel/defer, and projects funded by others • Review 25 carry-over projects from FY 2021/22 & FY 2022/23 (prior years reviewed twice, this year, once due to storms) • Review initial list of 17 CIP Projects for FY 2023/24 • FY 2021/22 carry-over funding issue
• Full CIP Overview, with 5-year CIP
• CIP implementation strategies
CITY OF CARMEL-BY-THE-SEA
FY 2022/23 CIP – Agenda
CIP Definition: • Over $10,000 and exceeds 10 years
• CIP Projects: Reports identifying future projects, public safety need, operational enhancement • Not CIP Projects: Ongoing maintenance – should be included in Operating Budget Sources of Projects: • ADA Transition Plan
• City Departments
• Climate Action/Adaptation Plans
• Council Strategic Priorities
• Facility Condition Assessments
• MTNP and North Dune Master Plans
• MTNP Stream Stability Study
• Outside Entities
• Storm Drain Master Plan & Update
• Street Saver Pavement Program
• Vehicle Replacement Schedule
CITY OF CARMEL-BY-THE-SEA
CIP Definition and Sources
14 Completed Projects in FY 23
No. FY Asset
Category Project CityFunds
External
Funds
1 23 Facilities ADA Upgrades, Year 5 $15,000
2 23 Fleet 2 EV Vehicles for CP&B 50,000
3 23 Facilities Facility Condition Inspections: CH, FS, PW, VL 85,000 4 23 Fleet Fire Engine (2 year delivery) 880,000
5 22 Library Library Master Plan 50,000
6 22 FP&B MTNP – 3 Drainage Improvements – Design/Env Permits 20,000 $70,000 7 23 FP&B North Dunes Habitat Restoration 10,000
8 23 Fleet Police Radios Lease, Year 2 30,000
9 23 IT Public Access Property Records, Ph II 67,000
10 22 FP&B Scenic Pathway Barrier Rails 50,000 CC Install 11 22 Environment Stormwater Ordinance (Strategic Priority, Not CIP) 0 12 23 Fleet Street Sweeper 313,000 250,000
13 22 Facilities Sunset Center HVAC Controller Replacement 50,000 14 23 IT Uninterrupted Power Supply 20,000
Projects to Cancel/Defer and By Others
No. FY Asset
Category Project CityFunds
External
Funds
1 23 FP&B Ocean Avenue Split Rail Fence -
Withdrawn $55,000
2 23 Facilities Vista Lobos Interior Remodel -
Defer $25,000
3 22 Streets Wayfinding Signs - Cancel 18,500
No. Asset
Category Project External Funds
1 FP&B
Carmel Cares:
• Forest Theater Picnic Tables
• Ocean Avenue Median Islands Landscaping
• Post Office Parking Lot Landscaping
tbd
2 FP&B North Dunes – Interpretive Signage and Split Rail Fencing $25,000 3 Facilities Scout House Renovation 500,000
CITY OF CARMEL-BY-THE-SEA
25 Carry-Over Projects (#1- 15)
No. FY Asset
Category Project CityFunds
External
Funds
1-2 22, 23 Fleet Ambulance and Equipment (2 projects) $275,000 $50,000 3 23 FP&B Beautification (Strategic Priority) 25,000
4 23 Facilities City Hall Retaining Wall Repair 100,000 5-6 22, 23 Environment Beach Sand Survey/Coastal Eng. Study (2 projects) (Strategic Priority) 175,000
7-8 22, 23 Drainage Drainage Repairs Design – Phases I and II (2 projects) Includes Drainage Master Plan Update for 20-year storms 600,000 9 23 Facilities Electrical Panel Upgrades: CH, SC, VL, PW->FS, Design 75,000 10-
15 23 Facilities
Facility Renovations: CH Roof, HML Carpet, HML
Generator, HML Exterior/I nterior Paint, Sunset Center:
Cottage Windows, Haz Mat/Exterior Paint (6 projects)
715,000
Carry-Over Projects into FY 24
CITY OF CARMEL-BY-THE-SEA
Drainage System Repairs
Ambulance
City Hall Retaining
Wall Repair
Budget: $100k
Cost: $213k
25 Carry-Over Projects (#16- 25)
No. FY Asset
Category Project CityFunds
External
Funds
16 23 Streets FY 23 Concrete Street Repairs 563,700
MOE 441,300
17-
18 22 Streets FY 20 Paving Project w/San Carlos Bike Route, and Mission Street Sidewalk Repair (2 projects) 572,000
MOE 364,000
19 22 FP&B MTNP 3 Drainage Projects – Construction 25,000 117,000 20-
21 22, 23 Facilities Police Building Renovation and Additional Scope (2 projects) (Strategic Priority) 3,300,000
22 23 Facilities Resilience Infrastructure Planning/Design 85,000 23 22 FP&B Urban Forest Master Plan (Strategic Priority) 20,000 150,000 24 22 FP&B MTNP Water Well, Tank & Pump House Removal 150,000 25 23 FP&B Wildfire Risk Assessment (Strategic Priority) – Not CIP 20,000 Carry-Over Projects into FY 24
CITY OF CARMEL-BY-THE-SEA
San Carlos Street/Fifth Avenue
Concrete Street Repairs
Police Building Renovation
MTNP – Well, Tank & Pump House
Carry-Over Funding into FY 24
CITY OF CARMEL-BY-THE-SEA
Total CIP Program No.
Projects
City Funds
(Balance of..)
External Funds
(Balance of…) Total
FY 2021/22 Carry-Over 8 $3,067,000* $564,000 $3,631,000 FY 2022/23 Carry-Over 17 $3,609,000 $558,000 $4,167,000 Carry-Over Total 25 $6,676,000 $1,122,000 $7,798,000
* $2.0M Police Building, $0.5M Paving
Will request Council to Carry-Over both Fiscal Year
Balances with adoption of the FY 2023/24 CIP & Budget
17 Potential Projects FY 23/24
No. Asset
Category Project CityFunds
External
Funds
1 Facilities ADA Upgrades, Year 6 $20,000
2 Streets
Annual Paving Project, FY 24: 6 Overlays incl. Santa Lucia & Upper Ocean, Slurry Seal 17 streets, 7 Sidewalk Repairs, bikes, landscaping/trees
657,329 $438,570
3 FP&B Beautification Project 25,000
4 All CIP Contingency Fund 500,000
5 Environment Coastal Engineering Study, Phase 2 100,000 6 IT IT Servers 50,000
VEF
7 Library Library Master Plan – Project #1 Design 100,000 8 FP&B MTNP – Invasive Removal $15,000
9 FP&B North Dunes Habitat Restoration 15,000
17 Potential Projects FY 23/24
No. Asset
Category Project CityFunds
External
Funds
10 Fleet Police Radios Lease, Year 3 30,000
VEF
11 Environment/
FP&B Shoreline Infrastructure Repairs - Design 250,000 tbd 12 Facilities Sunset Center – 7 Bollards 20,000
13 Facilities Sunset Center – Carpenter Hall Heater 45,000 14 Facilities Sunset Center - North Lot Electrical Panel 100,000 15 Facilities Sunset Center – Portico Design 40,000
16 Facilities Sunset Center – Retaining Wall Repairs – Design 40,000 17 Fleet
Vehicles: Forestry Truck (2000)
Forestry Truck (2002) VEF
PD Administration Vehicle (2006)
65,000
65,000
45,000
tbd
Totals $2,182,329 $438,570
Potential Project: Shoreline Repairs Design
CITY OF CARMEL-BY-THE-SEA
Potential Projects
CITY OF CARMEL-BY-THE-SEA
Sunset Center:
North Lot
Electrical Panel
Bollards
Library Master Plan:
Project #1
Potential Projects
CITY OF CARMEL-BY-THE-SEA
Forestry Vehicles
2000, 2002
Rule 20A Underground Utility District
(No funding needed at this time)
Total Funding for FY 24
CITY OF CARMEL-BY-THE-SEA
Total CIP Program City Funds External Funds Total
25 Carry-Over Projects $6,676,000 $1,122,000 $7,798,000 17 New CIP Projects FY 24 $2,182,329* $438,570 $2,525,000 42 Projects $8,858,329 $1,560,570 $10,323,000
* $1,650,331 Available
Full CIP: Carry-Overs, Years 1 – 5, Ext.
$30M
Drainage
$2,975,000
Streets
$7,795,000
Facilities
$6,313,000
Forest, Parks & Beach
$1,687,000
Fleet
$3,655,000
Environmental
$3,020,000
Libraries $3,555,000
Contingency
$700,000
Needs by
Asset Category
Drainage Streets Facilities
Forest, Parks, Beach Fleet Environmental
IT Libraries Contingency
IT, $847,000
CIP – Forecast Years 2-5
CITY OF CARMEL-BY-THE-SEA
Fiscal Year
Currently Identified
Needs
(City Funds)
Anticipated Available
Budget
FY 25 $4,040,000 $1,093,000
FY26 $4,260,000 $1,113,000
FY 27 $2,390,000 $1,133,000
FY 28 $2,645,000 $1,152,000
CIP Implementation Strategies
CITY OF CARMEL-BY-THE-SEA
• Continue to use Contract Project Management Consultants • New in-house Project Manager
• Continue to utilize Statements of Qualifications to streamline consultant selection process
• Continue to combine Similar Projects (management, design, construction) • Continue to have other departments manage their projects Recommendations/Council Direction
CITY OF CARMEL-BY-THE-SEA
Recommendations (“One and done” unless requested to return):
• Accept 14 FY 22 and FY 23 projects completed in FY 23 • Accept 3 projects to cancel/defer, and projects funded by others • Accept 25 FY 22 & FY 23 carry-over projects (pending Budget Reso) Council Direction (Will review in May):
• Tentatively approve carrying over funding from both FY 22 and FY 23 • Refine initial list of 17 CIP Projects for FY 24 to meet budget • Review draft 5-year CIP Update
Questions?