Agenda Report
September 12, 2022
TO: Honorable Mayor and City Council
THROUGH: Finance Committee (September 12, 2022)
FROM: Department of Public Works
SUBJECT: AMENDMENTS TO FISCAL YEAR 2023 CAPITAL IMPROVEMENT
PROGRAM BUDGET
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed actions are not "projects" as defined in the California Environmental Quality Act (CEQA), Public Resources Code Section 21065 and Section 15378(b)(4) and (5) of the State CEQA Guidelines and, as such, are not subject to environmental review; and
2. Amend the Fiscal Year 2023 Capital Improvement Program (CIP) Budget as detailed in Attachment A of this report.
BACKGROUND:
Throughout the Fiscal Year (FY), the Department of Public Works in conjunction with other impacted departments review active CIP projects to determine if budgetary changes are needed. Staff has completed this report detailing needed budget adjustments. The budgetary changes to the projects are listed below.
1. Building Maintenance FY 2021-2025 (71903) - The Department of Public Works recommends appropriating $6,442 in Private Capital from Crown Castle to this project and increasing the budget by a like amount. This funding will be used to continue security upgrades at the City Yards.
2. Parking Lot Improvements at City Facilities FY 2019-2023 (71909) - The Department of Public Works recommends appropriating $100,000 in Safe, Clean Water Program (Measure W) - Local Return Fund to this project and increasing the budget by a like amount. This appropriation will fund improvements to the Public Health Center parking lot to alleviate flooding due to heavy rain. The improvements will MEETING OF __ 0_9_/_l_2_/_2_2_ AGENDA ITEM NO. _ 1_2 ___ _ Amendments to FY 2023 CIP Budget
September 12, 2022
3. Playhouse District Park and Parking Lot (78083) - The Department of Public Works recommends appropriating $5,000 in Private Capital from Pasadena 4 Van Halen and increasing the budget by a like amount. These funds were donated to the City for any related plaque, signage and/or decorations to highlight the new "Van Halen Stage" at the Playhouse Village Park.
4. Annandale Canyon Open Space (78240) - The Department of Public Works recommends appropriating $4,157 in Residential Impact Fee and increasing the budget by a like amount. Due to the weather and rain during construction, ruts on the trails and erosion on the project site occurred. Additional work was required to repair the ruts and prevent further erosion which required additional construction management than originally planned. This appropriation will allow for this project to be closed.
5. Playground Surface Replacement - Villa Parke and Brookside Park (78090) - The Department of Public Works recommends appropriating $25,000 in Residential Impact Fees to this project and increasing the budget by a like amount. When project went out to bid, bids exceeded the Engineer's estimate by 36 percent. This appropriation will allow staff to award this contract and the funds will be used for project contract contingency and staff construction administration and inspection.
6. Hamilton Park Field Improvements - Design Phase (78070) - The Department of Public Works recommends appropriating $50,000 in Residential Impact Fees to this project and increasing the budget by a like amount. As part of the FY 2023 CIP budget, $300,000 in Measure A was appropriated to this project for the design phase.
This appropriation will be used as a local match to cover ineligible expenditures such as indirect costs related to this project.
7. Jackie Robinson Field Foul Ball Netting (77902) - The Department of Public Works recommends appropriating $6,500 in Residential Impact Fees and increasing the budget by a like amount. Several unforeseen site conditions and incorrect as-built drawings caused a slight overage. The most costly unforeseen condition was the replacement of the field lighting conduit feeds which were damaged during the pole netting excavation. The conduits were incorrectly placed in the footings of the backstop poles, which required removal for the new system. As a result, the existing lighting conduits and wiring were damaged beyond repair. This project was completed in FY 2022 and this appropriation will allow this project to be closed.
8. Curb Ramp ADA Improvements Program - FY 2022 - 2026 (73937) - The Departments of Public Works and Transportation recommend transferring $23,050 in General Fund (Reserve for Key Projects) from Pedestrian Crossing Enhancements Program FY 2021-2025 (75112) and increasing the budget by a like amount. This funding will be used to install ADA ramps with truncated domes, remove and replace curb and gutter, and install curb extensions at El Molino Ave and Fillmore St. This work was identified through the Pedestrian Crossing Enhancement Program but constructed through the Curb Ramp ADA Improvements Program. This appropriation will correct the project budgets.
Amendments to FY 2023 CIP Budget
September 12, 2022
constructed through the Curb Ramp ADA Improvements Program. This appropriation will correct the project budgets.
9. ITS Phase I - Video Detection System and Fiber Optic Communication (75913) - The Department of Transportation recommends appropriating $73,615 in Traffic Reduction Fee funds and closing the project. The funding will cover expenses that were ineligible for grant reimbursement such as costs associated with repackaging and rebidding the project.
10. Complete Streets Project - N. Hill Ave from North City Limits to Villa St (75093) - The Department of Transportation recommends appropriating $364,980 in MTA Multi Year Sub-regional Program funds. The City was awarded this grant and this action will fully fund the project.
11. Installation of Pedestrian Hybrid Beacon at Washington Blvd and Hudson Ave (75512) - The Department of Transportation recommends appropriating $500,000 in Measure M MSP funds to this project and increasing the budget by a like amount. The City was awarded this grant and this action will fully fund the project.
12. Public Health Building Restrooms - ADA Improvements - The Department of Public Health recommends appropriating $75,000 in Community Development Block Grant and $25,000 in Health Administration Funds to this unfunded project. This appropriation will fully fund this project and allow the ADA upgrades in the public restroom to begin in FY 2023.
Rose Bowl Operating Company Amendments
On August 2, 2022, the Rose Bowl Operating Company (RBOC) approved the amendment to the following GIP projects:
13. Brookside Golf Course & Clubhouse Preventative Maintenance - The RBOC recommends appropriating $500,000 in RBOC Restricted Capital Fund and $27,000 in Green Fee Fund to this project and increasing the budget by a like amount. The funding will be used on the golf course bunker repairs, cantilever netting project, Brookside needs assessment, and the clubhouse plumbing.
14. Rose Bowl Stadium Major Capital Improvement Projects - The RBOC recommends appropriating $300,000 in RBOC Restricted Capital Fund and increasing the budget by a like amount. These funds will be used towards the California High School Hall of Fame.
COUNCIL POLICY CONSIDERATION:
All of the above projects and actions address City Council's goals to maintain fiscal responsibility and stability and improve, maintain, and enhance public facilities and infrastructure.
Amendments to FY 2023 CIP Budget
September 12, 2022
ENVIRONMENTAL ANALYSIS:
CEQA excludes from environmental analysis those actions that are not "projects" as defined by State CEQA Guidelines Section 15378. That section excludes from the definition of "project" the creation of government funding mechanisms and fiscal activities which do not yet commit the lead agency to any specific project, and also excludes organizational or administrative governmental activities that do not result in physical changes to the environment. The actions proposed herein are budgetary and part of the City's normal administrative process as it takes early steps to prepare for the possibility of undertaking a project, and therefore they are not yet "projects" as defined by CEQA. As the City becomes more certain it will undertake one of the projects, and before it commits itself to the project, the appropriate environmental analysis will be conducted and brought to the appropriate City body for approval.
FISCAL IMPACT:
The cumulative result of these recommendations will increase the FY 2023 CIP budget by $2,062,694. The specific funding sources for the budget amendments are listed on Attachment A.
Phylli Hallowell
Management Analyst V
Approved by:
City Manager
Respectfully submitted,
~-TNYOLosY.E.
Director of Public Works
Attachment A-Amendments to the FY 2023 - 2027 CIP Budget