PISMO BEACH COUNCIL AGENDA REPORT
Agenda Item #12.B
SUBJECT/TITLE:
DIRECTION ON JAMES WAY BEAUTIFICATION PROJECT
RECOMMENDATION:
Adopt a Resolution approving the components of the James Way Beautification Project and appropriating related budget adjustments in Fiscal Year 2022.
BACKGROUND:
One of the City Council’s top goals is to “build on the strength of our local community to preserve the City’s ‘Classic California’ charm and ensure an exceptional quality of life for residents.” The priorities for this goal over the next two years are to:
Invest in neighborhoods, including road, sidewalk, and park improvements Relocate tennis courts located at the site of the future public safety center and add basketball courts/pickleball courts to offer improved recreational opportunities for residents at the new site
Complete updates to the Local Coastal Plan, General Plan and Zoning Ordinance, emphasizing issues important to the community, such as managed growth, appropriate design, and neighborhood preservation
Engage the community and communicate the benefits of a visitor economy to quality of life for residents (e.g., tourism, hospitality)
Evaluate the locations and potential expansion of recreation programs to meet community needs (i.e., mobile home community centers)
Implement community beautification strategies (e.g., James Way Beautification Plan), and establishing City policy about tree planting programs Evaluate the option of assessment districts to address major infrastructure improvements (e.g., Shell Beach drainage, undergrounding utilities) Deliver exceptional services to the public
On November 16, 2021, staff presented results from the James Way Beautification Public Workshop, which was held on October 21, 2021, to the City Council.
The ideas that were generated during the public workshop from both the public and staff included the following items:
More trash cans
Better care of vegetation
Removal of tree wells
Installation of art
Keep tree wells with healthy trees
and remove all others
Install one or two benches per
stretch
Covered bus stops
Enhance the area between
James Way and the freeway
Contact the Toucan Terrace HOA
to request the beautification of
the open space
Better separation (fence or wall)
between James Way and the
freeway near the medical plaza
Council Agenda 1-18-2022 12.B-1
Install “Mutt Mitt” stations
Wayfinding Signs to downtown
Extend the utility art box program
to James Way
Install a railroad crossing (a way
to walk to downtown)
Keep in mind that trees block
views
Remove tree wells
Rehabilitate tree wells
Sidewalk art
Intersection art
Water fountains with bottle fillers
Bike repair stands (already
budgeted)
Statues in some tree wells
Adopt-a-Well program
Arch
The City Council directed staff to install more trash cans, benches, and Mutt Mitt Stations and to return with a “menu” of options including approximate costs for the following items:
Installation of planter boxes at intersections
Removing the existing concrete tree wells and replacing with flush tree grates Removing concrete tree wells and filling with concrete Repairing concrete tree wells
Planting new trees in empty tree wells
Staff walked the James Way corridor to determine where trash cans, benches and Mutt Mitt Stations should be located, and tried to situate two benches per long block, and one bench on shorter blocks. This could not always be achieved as there are exiting conditions that prevent the placement of benches in some locations. These conditions include, but are not limited to, inadequate sidewalk width, too steep of a slope in the area behind the sidewalk, and utility vaults. The trash cans were sited next to existing bus stops, proposed bench locations, Mutt Mitt Stations and on corners leading to residential neighborhoods.
Ultimately it was determined that a good starting point for this project would be to install 10 trash cans, 7 benches and 4 Mutt Mitt Stations. Once installed, the number and locations of these amenities can be adjusted based on public use and demand.
The City has benches in storage and prior to ordering new benches at a cost of $1,500 each, staff sent one of these benches to be refurbished to see if the refurbished benches could be used. The cost of refurbishing the bench is only $300, a total savings of $8,400 for all seven benches. The test bench was received at the Corporation Yard during the first week of the new year and proved to be of equal quality and aesthetics as a new bench. The rest of the benches have been sent to be refurbished, with the first four benches expected to be completed and installed the week of January 10, 2022. The remaining 3 benches will be completed and installed by the first week of February.
Staff has been working with our trash can vendor to purchase 10 new trash cans. An order for the cans was placed the week of January 10, 2022, however a delivery date was not established due to supply chain issues.
The new Mutt Mitt Stations have been ordered; however, they will not be installed until the trash cans are installed to prevent the tree wells from being used for Mutt Mitt disposal.
Council Agenda 1-18-2022 12.B-2
In addition to these improvements, bike repair stands have already been approved in the adopted budget and will be installed next fiscal year when the funding becomes available.
Figures 1–6 below show the locations of the existing tree wells, as well as the 10 trash cans, 7 benches and 4 mutt mitt stations that staff will be installing as soon as they arrive, as well as proposed locations for “end of block” planters.
Figure 1. James Way, Shamrock to Vista Pacifica
Figure 2. James Way, Vista Pacifica to South of Oakwood
Council Agenda 1-18-2022 12.B-3
Figure 3. James Way, South of Oakwood to South of Ridge
Figure 4. James way, South of Ridge to North of Frances
Council Agenda 1-18-2022 12.B-4
Figure 5. James Way, North of Frances to North of Summit
Figure 6. James Way, North of Summit to Crest
Should the City Council wish to install raised planter boxes at each intersection connecting the first two tree wells, there would be a total of 16 planter boxes. In addition to the planter boxes, there are 114 tree wells, 50 of which do not have trees in them. The distance between the first two tree wells on each block is approximately 50 feet. Due to the estimated cost of installation and maintenance, staff also provided a cost to construct end of block planters utilizing only one tree well and making the planter box 15 feet long instead of 50 feet. If 15-foot planter boxes are utilized there are two additional locations Council Agenda 1-18-2022 12.B-5
that could accommodate planter boxes, on each side of the intersection of James Way and Frances Way, at the entrance to Toucan Terrace. These locations are shown in orange in .
Table 1 below shows the costs of the various options proposed for James Way.
Table 1. Estimated Costs for Various Improvement Options
Item Total
Number
Cost Per
Item Cost for All
Maintenance
Cost Per
Year
Connect adjacent planter
boxes (50’ long) 16 $26,000 $416,600 $1,000 (each)
Turn end tree wells into
15’ planter boxes 18 $19,200 $345,600 $500 (each)
Remove existing tree
wells and replace with
flush tree grates
114 $7,500 $855,000 $200 per tree
(first 2 years)
Remove tree wells 114 $3,500 $399,000 -
Repair tree wells 91 $1,500 $136,500 -
*Plant Trees in
abandoned tree wells 50 $800 $40,000 $200 per tree
(first 2 years)
*Some tree wells have cement under them, which would need to be broken out to allow for trees to grow. The number of tree wells in this condition is unknown, however staff estimates that it would cost approximately $500 per tree well to remove the concrete if it is present.
Table 2 below shows the cost of the items which staff has already moved forward with.
Table 2. Cost for In-Progress
Item Total
Number
Cost Per
Item Total Cost
Install trash cans 10 $1,800 $18,000
Install re-purposed Benches 7 $300 $2,100
Install new benches 7 $1,500 $10,500
Install Mutt Mitt Stations ($900/year to restock) 4 $250 $1,000 Total $31,600
Recommendation
The FY 2022 General Fund Adopted Budget includes $300,000 appropriated for the James Way beautification project. Taking into account the $31,600 spent on trash cans, mutt mitt stations and benches, as well as the $1,230 spent to send postcards notifying residents of the public workshop, there is a project balance of $267,170. In order to accomplish the goals laid out by the City Council at the November 16, 2021, City Council Council Agenda 1-18-2022 12.B-6
meeting, staff recommends the following improvements be installed, which would require the appropriation of an additional $244,116.
Installation of all 18, 15-foot end of block planter boxes Installation of all 50 missing trees (staff estimates that 20% of the tree wells may have concrete under them that would have to removed
Repair 20 of the most damaged tree wells
A Resolution effectuating the above recommendation is provided as Attachment 1.
An alternative more affordable project could be achieved by only constructing 8 of the 16 end of block planters. This project would only require an additional $13,716. Further information is provided in the Fiscal Impact section below.
FISCAL IMPACT:
The fiscal impact of the attached Resolution is $498,036 supported by the General Fund in fiscal year (FY) 2022, using staff’s recommended components of the project. The FY 2022 General Fund Adopted Budget includes $300,000 for the James Way Beautification project.
Recommended Project
Staff estimates that the recommended project could cost $544,116 based on the estimated costs for the recommended project components, leaving a $244,116 budget shortfall. To cover the projected budget shortfall, staff recommends transferring $244,116 from the General Fund general contingency budget account to the James Way Beautification project in FY 2022.
If Council approves these components, then staff will move forward with the bid process.
Once bids are received, staff will come back to Council to award the agreement(s) and, if necessary, adjust the budget accordingly. The following table lists the various recommended project costs.
Recommended Project Budget $300,000
Postcard mailers for public workshop $1,230
Trash cans, benches and Mutt Mitt Stations $31,600
Install 18, 15-foot-long end-of-block planters $345,600 Plant 50 missing trees $40,000
Remove concrete from under 20% of tree wells $5,000
Repair 20 tree wells $30,000
Estimated Project Subtotal $453,430
Project administration (10%) $45,343
Contingency (10%) $45,343
Estimated Project Total $544,116
Projected Budget Short Fall ($244,116)
Council Agenda 1-18-2022 12.B-7
In addition to the $244,116 needed to complete the project, there would be an additional financial obligation of $10,000 per year for the first two years to establish and maintain the trees and $9,000 per year to maintain the end of block planters. Staff proposes to cover these costs out of existing operations and maintenance budgets and to adjust those budgets in the next budget cycle.
Alternative Project
An alternative to the recommended project is a more affordable project that could be achieved by only constructing 8 of the 18 15-foot end of block planters. This project would only require a projected additional $13,716. Should the Council wish to move forward with the alternative project, staff recommends transferring $13,716 from the General Fund general contingency budget account to the James Way Beautification project in FY 2022.
If Council approves the alternative project components, then staff will move forward with the bid process. Once bids are received, staff will come back to Council to award the agreement(s) and, if necessary, adjust the budget accordingly. The following table lists the various alternative project costs.
Alternative Project Budget $300,000
Postcard mailers for public workshop $1,230
Trash cans, benches and Mutt Mitt Stations $31,600
Install 8, 15 foot long end of block planters $153,600
Plant 50 missing trees $40,000
Remove concrete from under 20% of tree wells $5,000
Repair 20 tree wells $30,000
Estimated Project Subtotal $261,430
Project administration (10%) $26,143
Contingency (10%) $26,143
Estimated Project Total $313,716
Projected Budget Short Fall ($13,716)
The alternative project would include an additional financial obligation of $10,000 per year for the first two years to establish and maintain the trees and $4,000 per year to maintain the end of block planters. Staff proposes to cover these costs out of existing operations and maintenance budgets and to adjust those budgets in the next budget cycle.
ALTERNATIVES:
1. Direct staff to move forward with the alternative project.
2. Provide staff direction on a different project.
ATTACHMENTS:
1. Resolution
Council Agenda 1-18-2022 12.B-8
Submitted by: Meeting Date: January 18, 2022
Benjamin A. Fine, P.E., Director of Public Works/City Engineer
City Manager Approval:
Council Agenda 1-18-2022 12.B-9
RESOLUTION NO. R-2022-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,
CALIFORNIA APPROVING THE COMPONENTS OF THE JAMES WAY
BEAUTIFICATION PROJECT AND APPROPRIATING RELATED BUDGET ADJUSTMENTS IN FISCAL YEAR 2022
WHEREAS, one of the City Council’s top goals is to “build on the strength of our local community to preserve the City’s ‘Classic California’ charm and ensure an exceptional quality of life for residents”; and
WHEREAS, staff held a public workshop on October 21, 2021 to solicit public input on the project and reported the finding from the workshop to the City Council on November 16, 2021; and
WHEREAS, the City Council directed staff to install more trash cans, benches, and Mutt Mitt Stations and to return with a “menu” of options including approximate costs for the following items:
Installation of planter boxes at intersections
Removing the existing concrete tree wells and replacing with flush tree grates Removing concrete tree wells and filling with concrete Repairing concrete tree wells
Planting new trees in empty tree wells; and
WHEREAS, staff walked the James Way corridor to determine where trash cans, benches and Mutt Mitt Stations should be located, and tried to situate two benches per long block, and one bench on shorter blocks; and
WHEREAS, ultimately it was determined that a good starting point for this project would be to install 10 trash cans, 7 benches and 4 Mutt Mitt Stations. Once installed, the number and locations of these amenities can be adjusted based on public use and demand; and
WHEREAS, the FY 2022 General Fund Adopted Budget includes $300,000 for the James Way beautification project; taking into account the $31,600 spent on trash cans, mutt mitt stations and benches, as well as the $1,230 spent to send postcards notifying residents of the public workshop, there is a project balance of $267,170; in order to accomplish the goals laid out by the City Council at the November 16, 2021, City Council meeting, staff recommends the following improvements be installed, which would require the appropriation of an additional $244,116.
Installation of all 18, 15-foot end-of-block planter boxes Installation of all 50 missing trees (staff estimates that 20% of the tree wells may have concrete under them that would have to removed)
Repair 20 of the most damaged tree wells
Council Agenda 1-18-2022 12.B-10
Attachment 1
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby approves the following components of the James Way Beautification project:
Install 18, 15-foot-long end-of-block planters
Plant 50 missing trees
Remove concrete from under 20% of tree wells
Repair 20 tree wells
NOW, THEREFORE, BE IT FURTHER RESOLVED that the City Council of the City of Pismo Beach hereby appropriates $244,116 in the Capital Projects Fund James Way Beautification project expenditure account, transfers $244,116 from the General Fund general contingency budget account to the James Way Beautification project, and appropriates related transfers between funds, all in fiscal year 2022.
UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 18th day of January 2022, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
RECUSED:
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
Council Agenda 1-18-2022 12.B-11
Attachment 1