Staff Report FY 2025-2026 Proposed Manager Capital Improvement Budget Page 1 of 3
S TAFF REPORT
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O: Mayor and Members of the City Council
FROM: Stuart Schillinger
VIA: Dan Barros, City Manager
MEETING DATE: May 28, 2025
SUBJECT: FY 2025-2026 Proposed Manager Capital Improvement Budget
RECOMMENDATION
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his item is a study session for informational purposes only. No City Council action is required; however, staff seeks City Council direction in preparing the FY 2025-26 Capital Budget for adoption in June 2025.
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XECUTIVE SUMMARY
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t tonight’s City Council Meeting, the Council will receive a report that reviews the Town’s overall Capital Project Plan for FY 2025/26 – FY 2028/29 Capital Projects are funded through Grants, Special Revenues and General Fund. The projected cost of the Capital Project Plan for each fiscal year is:
F
Y 2025/26 –$1,887,000 - General Fund Funded
FY 2026/27 - $1,080,000 – General Fund Funded
FY 2027/28 - $2,150,000 – General Fund Funded
FY 2028/29 - $680,000 – General Fund Funded
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ISCAL IMPACT
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eviewing and providing direction on the Capital Project Plan does not impact the current FY 2024/25 Budget. Only projects listed in the FY 2025/26 budget will be included in the FY 2025/26 budget. Projects listed for future years will be reviewed during that year’s budget process. Moving projects between fiscal years will have an impact on the year they are moved from and moved to.
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f Council decides to approve all the projects proposed there will still be $8,707,000 in Unassigned Reserves which could be used for future projects, reducing the unfunded PERS liability, or other uses determined necessary by the City Council and City Manager.
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CKGROUND
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he Budget is an annual planning tool that communicates priorities and sets the Town’s operating and spending policy for the year. The City Manager is responsible for presenting a AGENDA ITEM #5
Staff Report FY 2025-2026 Proposed Manager Capital Improvement Budget Page 2 of 3 budget to the City Council according to Colma Administrative Code Section 4.01 Division 2. The financial objective of the budget is to ensure that there are sufficient funds to meet ongoing spending. Special projects and capital programs, where spending is generally one-time in nature, typically can use reserves.
AN
ALYSIS
Ca
pital Projects Proposed
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Y 2025-26
• Storm Drain Assessment Phase II/III $
70,000
• Town’s IT Infrastructure Upgrades $55,000
• Phone System Upgrade $250,000
• Electronic Sign Board $150,000
• Police Drone Program $100,000
• Urban Tree Management Program $200,000
• Facility Security Phase II $100,000
• Branding and Marketing $100,000
• Community Center Floor Refinishing $100,000
• Cost of Service Study $70,000
• Title VI Program and Implementation Plan $75,000
• Annual Roadway Rehab $275,000
• Lawndale mid-block Crosswalk $188,000
• Hillside Improvement Project Phase II $154,000
FY 2026-27
• Town IT Infrastructure Upgrades $55,000
• Community Center Painting $100,000
• Solar Panel Backup Battery Install at CCC $300,000
• Police Drone Program $100,000
• Urban Tree Management Program $200,000
• Branding and Marketing $100,000
• Annual Roadway Rehab $225,000
FY 2027-28
• Town IT Infrastructure Upgrades $55,000
• Corp Yard Car Wash Upgrade $220,000
• HVAC System Replacement at PD $1,250,000
• Police Drone Program $100,000
• Urban Tree Management Program $200,000
• Branding and Marketing $100,000
• Annual Roadway Rehab $225,000
FY 2028-29
• Town IT Infrastructure Upgrades $55,000
Staff Report FY 2025-2026 Proposed Manager Capital Improvement Budget Page 3 of 3 • Police Drone Program $100,000
• Urban Tree Management Program $200,000
• Branding and Marketing $100,000
• Annual Roadway Rehab $225,000
Reasons For the Recommended Action/Findings
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eceive feedback from the City Council regarding the proposed FY 2025-26 Capital Project Plan.
Council Adopted Values
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he Staff recommendation is consistent with the Council adopted values of:
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Responsibility: Making decisions after prudent consideration of their financial impact, considering the long-term financial needs of the agency, especially its financial stability.
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Fairness: Support the public’s right to know and promote meaningful public involvement.
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TTACHMENTS
A.
Capital Project Plan FY 2025/26 – FY 2028/29.
Capital Project Funds to be included in Budget
Capital Improvement
FY 2023-24
Adopted Budget
FY 2024-25
Adopted Budget
FY 2025-26
Proposed
Budget
FY 2026-27
Forecast
FY 2027-28
Forecast
FY 2028-29
Forecast
Revenues
Intergovernmental 7,040,000$
Transfer in General Fund 970,000$ 1,270,000$ 855,000$ 1,925,000$ 455,000$ Total Revenues 8,010,000$ 1,270,000$ 855,000$ 1,925,000$ 455,000$ Expenditure
CIP - Storm Drain System Assessment Phase II/III 70,000$ 70,000$ CIP - Town's IT Infrastructure Upgrades 100,000$ 55,000$ 55,000$ 55,000$ 55,000$ CIP - Community Center Painting 100,000$
CIP - Corp Yard Car Wash Upgrade 220,000$
CIP - HVAC System Replacement at PD 1,250,000$
CIP - Solar Panel Backup Battery Install at CCC 300,000$ CIP - Phone System Upgrade 250,000$
CIP - Sign Board 150,000$
CIP - Police Drone Program 100,000$ 100,000$ 100,000$ 100,000$ CIP - Urban Tree Management Program 200,000$ 200,000$ 200,000$ 200,000$ CIP - Facility Security Phase II 100,000$
CIP - Branding and Marketing 100,000$ 100,000$ 100,000$ 100,000$ CIP - Hardwood Floor Install and Refinishing 100,000$
CIP - Cost of Service Study 70,000$
CIP - Title VI Program and Implementation Plan 75,000$
Total Expenditures 569,000$ 8,010,000$ 1,270,000$ 855,000$ 1,925,000$ 455,000$ Surplus/(Deficit) -$ -$ -$ -$ -$
Street Capital
FY 2023-24
Adopted Budget
FY 2024-25
Adopted Budget
FY 2025-26
Proposed
Budget
FY 2026-27
Forecast
FY 2027-28
Forecast
FY 2028-29
Forecast
Revenues
Transfer in General Fund 750,000$ 617,000$ 225,000$ 225,000$ 225,000$ Total Revenues 750,000$ 617,000$ 225,000$ 225,000$ 225,000$ Expenditure
CIP - Annual Roadway Rehab 225,000$ 250,000$ 275,000$ 225,000$ 225,000$ 225,000$ CIP - Lawndale mid-block Crosswalk 188,000$
CIP - Hillside Boulevard Improvement Project Phase II 154,000$ Total Expenditures 375,000$ 750,000$ 617,000$ 225,000$ 225,000$ 225,000$ Surplus/(Deficit) -$ -$ -$ -$ -$
ATTACHMENT A
Description of Capital Projects
St
orm Drain System Assessment and Mapping Phase III
The project will review and analyze the Town's 11 mile Storm Drain System. The process will begin with starting to assess the current Storm Drainage system by way of internally videotaping the system in its current State. The video will provide several insights; it will unveil any needed repairs and unrecorded blind or illegal connections. The videotaping equipment used to view the interior of the storm drain lines will also have the capabilities of recording the data and allowing the data to be mapped in the Town’s Geographical Information System (GIS). The findings that come through the videotaping process will allow staff to budget for repairs or enhancements to the storm drain system. The project is broken down into three phases. The 2025-26 annual CIP will be focused on Phase Three of the three phases.
Budget: $70,000 FY 2025-26 – General Fund
T
own IT Infrastructure Upgrades
The ongoing maintenance of computers, as well as the Town’s backbone network, requires periodic upgrades to ensure that operations continue. The project includes:
• Replacement of desktop computers and other equipment. • Technology needs in the Town Hall facility and other Town-owned facilities • Update software
• Update and upgrade servers, switches and routers
Budget: $ 55,000 FY 2025-26 - General Fund
$ 55,0000 FY 2026-27 - General Fund
$ 55,000 FY 2027-28 - General Fund
$ 55,000 FY 2028-29 - General Fund
C
ommunity Center Painting
The work will include minor repairs and stucco crack sealing, painting of the exterior, re-staining of the back deck, painting of miscellaneous iron work, guard and handrails.
Budget: $100,000 FY 2026-27 – General Fund
Corp yard Car Wash
Under the Town of Colma's Municipal Regional Permit (a State permit to discharge Storm Water), it is required that municipalities provide washdown facilities for various pieces of equipment.
Currently, the Public Works department follows the State Stormwater mandates but the effort to stay in compliance is a tedious and time-consuming effort. A washdown station will be constructed on site in the Corporation yard, the drive-in wash area would have a roof over the washdown area and floor drains that are connected to a clarifier (prevents oil and grease to flow into the sanitary system), allowing the gray water from the washdown area to enter the sanitary sewer system. The estimated cost of this project has increased $50,000 since presented in the previous CIP due to increase costs in labor and materials.
Budget: $220,000, FY 2027-28 - General Fund.
H
VAC System Replacement at PD
The HVAC system at the Colma Police Station is showing signs of failure due to exposure from the weather, quality of the equipment and everyday normal use, (because the Department is open 24 hours, some of the units are used continuously). The other issue that will face the Department is the current HVAC system uses R-22 refrigerant. Production of R-22 refrigerant will not be manufactured after 2020 due to its harmful effects to the environment. The project will be broken into two phases, phase one plan and specification, phase two construction.
Budget: $1,250,000 FY 2027-28 – General Fund
S
olar Panel Backup Battery Install at CCC
The construction of carport solar to help augment power at the Colma Community Center was completed this past fiscal year. To gain full advantage of capturing solar power, a battery backup system is essential in providing power to the Colma Community Center Facility 24/7 and during power outages. The project would include preliminary engineering, building modifications to harbor the bank of batteries and equipment purchase and installation.
Budget: $300,000 FY 2026-27 – General Fund
Phone System Upgrade
Currently the Town operates through what is called an On Premises System using Voice over Interconnect Protocol technology. The Town of Colma will be seeking proposals to migrate it’s on premise phone system to a cloud hosted solution. The Town envisions this project as central in our efforts to adapt to and accommodate evolving working environments. This project will also allow the Town to leverage the flexibility and resiliency of a cloud-based infrastructure to better deliver services to our community.
A cloud base system can be scaled to meet the Town’s needs, lower upfront and annual maintenance costs and can be used with multiple electronic devices. A cloud base communication system can adapt to changing work environments, allows for upgrades without changing out systems and has 24/7 service. Annual costs are based on a subscription.
Budget to design system, make needed modifications and instruction $250,000 - FY 2025-26 - General Fund
El
ectronic Sign Boards
The programmed area to install an electronic message sign board at the Colma Police Department and the Colma Community Center. The purpose of the electronic signs is to promote Town sponsored events or celebrations. The proposed signage would replace the current plywood signage and allow the sponsor to be creative in how they would like to advertise or promote their event. The programming of the sign could also be done remotely and like most of the newer electronic signage you can program the sign to promote several events at the same time. The approximate size of the sign would be 5’ foot by 10’ foot in size.
Budget to design, and install $150,000 FY 2025-26 - General Fund Police Drone Program – New Program
The use of drone technology has become prevalent in current law enforcement practices. Drones add extra security for police officers, assist in de-escalation, provide overwatch, and have become essential in locating both wanted suspects and lost individuals. The use of drone technology would enhance law enforcement’s ability to protect both its residents and visitors.
B
udget $100,000 FY 2025-26 – General Fund
$100,000 FY 2026-27 – General Fund
$100,000 FY 2027-28 - General Fund
$100,000 FY 2028-29 - General Fund
U
rban Tree Management
The Town’s Urban Tree Management Plan outlines the objectives and actions needed to sustain, protect, and enhance trees along streets, parks, and open space area. Phase one of the Urban Tree program, which is complete, was to identify, tag and assess Town-owned trees and record into a database. The next phase is to identify the work as recommended in the Town’s Urban Tree Inventory, Risk Assessment and maintenance Management Program. It was estimated that the next phase of this project would be in the dollar range of $200,000 to adhere to the Plans recommendation. Further estimates indicate that the budget for the Urban Tree Management program should be increased by $200,000 due to street hardscape modifications, irrigation enhancements and outside consultant services. This project is anticipated to be phased in over a four-year period.
B
udget $200,000 FY 2025-26 - General Fund
$200,000 FY 2026-27 - General Fund
$200,000 FY 2027-28 - General Fund
$200,000 FY 2028-29 - General Fund
F
acility Security Enhancements Phase II – New Program
Security enhancements throughout Town facilities are necessary and will not only aid in overall security but provide better functionality and operation for staff. The back entry/exit gate (Serramonte Boulevard) at Colma Police Department is approximately 20 years old and has become unreliable. The benefit of installing a comprehensive gate access system will give the Police Department complete control of which is able to enter the premises at any time through the Town’s Access Control System. The system would also be equipped with vehicle detection, a more user-friendly system for our Police Department vehicles.
Budget $100,000 FY 2025-26 - General Fund
B
randing and Marketing – New Program
Launch an expanded image and branding campaign highlighting Colma’s brand through logo, marketing brochures, letterhead, wayfaring signage, streetlight banners, promotional campaigns, advertisements and tag lines. Utilize all forms of media including commercial television and all social media platforms to promote the Town’s brand and initiatives.
B
udget $100,000 FY 2025-26 – General Fund
$100,000 FY 2026-27 – General Fund
$100,000 FY 2027-28 – General Fund
$100,000 FY 2028-29 - General Fund
C
ommunity Center Floor Refinishing and Install (Hardwood Floor)– New Program Every five to seven years the hardwood floor at the Colma Community Center are in need of a deep sanding and refinishing. Because the main auditorium has expanded its use to host pickle ball activities, a pickle ball court will be painted on the floor prior to the floor finish is applied. The project will also include removing the carpet in the conference room (room adjacent to the main auditorium) and installing hardwood in lieu of carpet in kind with the main auditorium. The floor upgrade will allow for more facility flexibility when using or leasing out the Community Center Facility.
Budget to refinish and install $100,000 FY 2025-26 - General Fund C
ost of Service Study – New Program
The purpose of this study is to describe the findings and recommendations, which intend to defensibly defend user and regulatory fees for service for the Town of Colma. The last time Colma updated it’s master fee schedule was in 2019. Department costs, State imposed mandates, regulatory fees and cost of living increases have put the Town in a place where they have not been able to recover costs for rendering services throughout our departments.
The Town’s chief purpose in conducting this Study is to ensure that existing fees do not exceed the costs of service and to provide an opportunity for the Town Council to re-align fee amounts with the adopted cost recovery policies.
B
udget $70,000 FY 2025-26 - General Fund
Title VI Program and Implementation Plan _ New Program
Title VI of the Civil Rights Act of 1964 is a federal statute and provides that no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance. The Town of Colma, who applies for and receives federal funding, is or will be required to adopt a plan that encompasses all the programs within Title VI policies and procedures. By having the plan in place, it will assist the Town in future federal funding opportunities present themselves. The project is anticipated to take four to six months to perform community outreach and plan preparation. The project will be broken down into phases. Phase one would be the development of the plan, phase two would be optional staff training and ongoing support if needed.
Budget $ 75,000 FY 2025-26 - General Fund
Annual Roadway Rehabilitation
Will start assembling plans and specifications for Colma Boulevard and the 400 Block of Serramonte Boulevard for minor roadway repairs and surface treatment. The major construction aspects of the project will include repairs (dig out and repair) to degraded areas of asphalt roadways on Colma Blvd., Hillside Blvd., and Junipero Serra Blvd. Asphalt slurry treatment on Colma Blvd. and Serramonte Blvd. (East of El Camino Real) and roadway stripping on roadways that were effected by the slurry surface treatment.
Budget: $275,000 FY 2025-26 - General Fund
$225,000 FY 2026-27 - General Fund
$225,000 FY 2027-28 - General Fund
$225,000 FY 2028-29 - General Fund
Lawndale Boulevard RRFB Mid-Block Crosswalk and Bike Lane Improvement Project – New Program
The Town of Colma’s Systemic Safety Analysis Report (SSAR, 2018) identified the Lawndale Boulevard RRFB Mid-Block Crosswalk and Bike Lane Improvement Project as a high priority for enhancing pedestrian and cyclist safety on Lawndale Blvd. The project proposes several improvements, including a mid-block crosswalk with Rectangular Rapid Flashing Beacons (RRFBs), a continuous bike lane, removal of the free-right-turn lane, and curb and gutter extensions aligning the El Camino High School driveway entrance along with sidewalk and parking enhancements to provide safe drop off on the north side of Lawndale Boulevard. The Town received funding from MTC’s Transportation Development Act (TDA) Articles 3 Pedestrian and Bicycle Project funding. The City/County Association of Governments of San Mateo County (C/CAG) C/CAG is the designated Congestion Management Agency responsible for the development and implementation of the Transportation Development Act (TDA) Article 3 Program in San Mateo County. Grant funding $252,000 and general fund/local match $188,000.
Budget $4 30,000 FY 2025-26 -Grant Funding & General Fund H
illside Boulevard Improvement Project (Phase II)-Design only – New Program The Town of Colma was awarded $1,246,000 in Cycle 7 for FY 2025-26 Pedestrian and Bicycle Program Funding. To develop a comprehensive plan for Hillside Boulevard between Serramonte Boulevard and Lawndale Boulevard. The town would also be committed to contributing $154,000 in local match. The Hillside Boulevard Improvement Project would promote micromobility transportation options, it will also center on enhanced safety improvements for pedestrians, bicyclists, and vehicles. The planned design includes adding a continuous sidewalk on both sides of the roadway, designated Class IV bike lanes on both sides, ADA-compliant ramps and walkways, high visibility crosswalks with rectangular rapid flashing beacons, street lighting, signage, utility improvements and green streets infrastructure, (stormwater treatment and landscaping features).
Budget $1,400,00 FY 2025-26 - Grant funding and General Fund