Agenda packet — San Marino City Council, March 31, 2023

CITY OF SAN MARINO
CITY COUNCIL AGENDA
Steve Talt, Mayor
Steven W. Huang, DDS, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Gretchen Shepherd Romey, Council Member
Mario Rueda, Acting City Manager
www.CityofSanMarino.org
(626) 3000700 Phone
City Hall Council Chamber
2200 Huntington Drive
San Marino, CA 91108
ADJOURNED REGULAR MEETING OF THE
SAN MARINO CITY COUNCIL
FRIDAY, MARCH 31, 2023 AT 8:30 AM
BARTH ROOM CROWELL PUBLIC LIBRARY
1890 HUNTINGTON DRIVE
SAN MARINO, CA 91108
The City of San Marino appreciates your attendance. Citizens’ interest provides the Council with valuable information regarding issues of the community.

Regular meetings are held on the 2nd Wednesday of every month at 6:00 p.m. Typically, adjourned meetings are held on the last Friday of every month at 8:30 a.m.

In compliance with the Americans with Disabilities Act, any person with a disability who requires a reasonable modification or accommodation in order to participate in a meeting should contact the City Clerk via email at [email protected] or by phone at (626) 3000705 prior to the meeting for assistance.

The public is welcome to attend the meeting in person or remotely via Zoom, however, the meeting will proceed as normal even if there are technical difficulties with Zoom. The City will do it’s best to resolve any technical issues as quickly as possible.

How to view or listen to the meeting from home:

1. Via Computer for Video Streaming:

Website: https://us02web.zoom.us/j/83331448957
Meeting ID: 833 3144 8957

2. Via Phone for Audio Only:

Phone Number: (669) 9009128
Meeting ID: 833 3144 8957
How to offer public comment from home:

1. Public comment will be accepted by email to [email protected] until 3:00 p.m. the day before the meeting, to be read by the City Clerk during public comment.

Lengthy public comment may be summarized in the interest of time, and previously distributed public comment will be noted. Any comments received after 3:00 p.m. will be included in the public comment record but will not be read at the meeting.

PAGE 1 of 65
Meeting ID: 833 3144 8957

2. Via Phone for Audio Only:

Phone Number: (669) 9009128
Meeting ID: 833 3144 8957
How to offer public comment from home:

1. Public comment will be accepted by email to [email protected] until 3:00 p.m. the day before the meeting, to be read by the City Clerk during public comment.

2. Public comment will be accepted electronically via the zoom.us teleconference module during the meeting. Zoom comments will be taken after the inperson comments.

CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
Council Member Chou, Council Member Lo, Council Member Shepherd Romey, Vice Mayor Huang, and Mayor Talt
POSTING OF AGENDA
The agenda is posted 72 hours prior to each meeting at the following locations: City Hall, 2200 Huntington Drive, the Crowell Public Library, 1890 Huntington Drive, and the Stoneman Building, 1560 Pasqualito Drive. The agenda is also posted on the City’s website:
http://www.cityofsanmarino.org.

PUBLIC COMMENTS
The City welcomes public input. Members of the public may address the City Council by completing a public comment card and giving it to the City Clerk prior to the meeting. At this time, the public may address the City Council on items that are not on the agenda.

Pursuant to state law, the City Council may not discuss or take action on issues not on the meeting agenda (Government Code Section 54954.2). The Mayor reserves the right to place limits on duration of comments. Staff may be asked to follow up on such items.

NEW BUSINESS

1. REVIEW OF DRAFT FY 202324 CAPITAL IMPROVEMENT PLAN AND 5YEAR FORECAST
Recommendation: Staff recommends the City Council review the draft FY 202324 capital construction budget and 5year capital improvement plan and provide direction and guidance on two matters: 1) approve or reject the proposed FY 2023 24 expenditures; and 2) offer guidance on any FY 202425 or beyond projects that should be moved up into FY 202324. Staff will incorporate the Council’s direction into the proposed budget.

WRITTEN COMMUNICATIONS OR PUBLIC WRITINGS DISTRIBUTION
This is an opportunity to announce any written communications pertaining to the City received by members of the City Council. All public writings distributed by the City of San Marino to at least a majority of the City Council regarding any item on this agenda will be made available at the Public Counter at City Hall located at 2200 Huntington Drive, San Marino, California 91108, and will also be included in the public agenda packet that will availableforreviewattheCityCouncilmeeting
PAGE 2 of 65
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direction and guidance on two matters: 1) approve or reject the proposed FY 2023 24 expenditures; and 2) offer guidance on any FY 202425 or beyond projects that should be moved up into FY 202324. Staff will incorporate the Council’s direction into the proposed budget.

PUBLIC COMMENTS
FUTURE AGENDA ITEMS

ADJOURNMENT
Posted: March 24, 2023 CHRISTINA BAKER
CITY CLERK
PAGE 3 of 65
TO: Mayor and City Council
FROM: Mario Rueda, Acting City Manager
BY: Amber Shah, Parks & Public Works Director
DATE: March 31, 2023
SUBJECT: REVIEW OF DRAFT FY 2023-24 CAPITAL IMPROVEMENT PLAN AND 5-YEAR FORECAST

STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Attractive, Complementary Business District
Beautiful, Preserved, Single-Family Neighborhoods
Efficient, Responsive, and Effective City Services
Engaged and Connected Residents
Fiscally Responsible and Transparent City Government
Inviting and Relevant City Facilities
Safe Community
Well-Maintained Infrastructure

BACKGROUND
At the January 27, 2023 City Council meeting, staff presented the Fiscal Year 2023-24 budget calendar (Attachment 6), gave a FY 2023-24 budget overview, and presented proposed priority initiatives. At the February 8, 2023 City Council meeting staff presented the FY 2022-23 midyear review, fiveyear financial forecast, and FY 2023-24 projections. Staff also hosted a Town Hall on February 6, 2023 and conducted a community engagement survey (open January 27 through February 14) in order to receive feedback from the community on the proposed priority initiatives. At the February 24, 2023 City Council meeting staff presented more detailed information (including costs) on the FY 2023-24 proposed priority initiatives and received feedback from Council on which items to include in the proposed operating budget. At the March 24, 2023 City Council meeting staff presented the proposed Capital Improvement Program (CIP) equipment requests and received feedback from Council on which items to include in the proposed CIP budget.

Steve Talt, Mayor
Steven W. Huang, DDS, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Gretchen Shepherd Romey, Council Member
PAGE 4 of 65
Today represents the next step of the budget process as staff will present the proposed capital construction budget. The next stage of the budget process will be in April when staff will present each department’s Fiscal Year 2023-24 work plans and budgets. Staff will continue to work with the Budget Liaison to ensure that our presentations meet the Council’s needs.

Please note that there will still be opportunities for adjustments and additions/removals as the budget process continues, but today’s discussion and decisions will give staff the direction needed to prepare the proposed Fiscal Year 2023-24 capital improvement budget.

DISCUSSION
Each year as part of the adoption of the City’s municipal budget, new and planned capital expenditures are compiled and presented to the City Council for review and deliberation. Afterward, those projects and programs that are approved for an appropriation in the coming fiscal year are incorporated into the City’s capital budget.

This budget workshop will include a review and discussion of the draft FY 2023-24 capital construction budget and an update to the 5-year capital improvement forecast.

This year’s format is identical to the one presented to the City Council the last three fiscal years. The following information is provided in the attached draft capital improvement plan:
• The current status of all FY 2022-23 capital construction projects and programs;
• A summary table of the recommended capital construction projects and program expenditures for FY 2023-24; and
• A detailed description and cost estimate for each proposed capital improvement expenditure by infrastructure category (right-of-way, park and grounds, civic facilities, wastewater collection and stormwater).

The recommended items presented to the City Council today have gone through several rounds of prioritization. The requests for new projects were first generated by each department head as a summary of items for next fiscal year and items they sought to include in the plan in future years based on their insight on items needed to be built or otherwise improved. The Parks and Public Works Department then analyzed the departments’ requests, taking the other requests and consistency with the current 5-year CIP into account.

PAGE 5 of 65
Directors Shah and Chung then presented the projects to the Acting City Manager, who prioritized the requests based on City Council priorities.

The following projects below have already been approved for funding by City Council during prior budget processes, but have not yet been completed.

These projects are listed in the tabulation spreadsheet (Attachment 2) under the category “Re-Appropriations/Re-Budget.” However, as these projects were all previously approved by City Council and no new funding is requested for these projects for FY 2023-24 or future years, they are not included in the individual request forms. Attachment 1 provides further detail on the status of each of these projects:
• Traffic Control Devices Program
• Bridge Maintenance Program
• Measure R 710 North Projects
• Huntington Drive/Mission Street Beautification
• Neighborhood Traffic Calming Program
• Police Department Space Utilization Study
• City Hall Emergency Generator Connection
• Citywide HVAC Upgrades
• San Marino Center Renovation
• Holiday House Restoration
• Public Compost Station
• Barth Community Room Lighting Upgrades
• Library Computer Room Renovation
• Public Works Facilities Upgrades
• Rio Hondo Load Reduction Strategy
• Park and Landscaping Condition Assessment
Currently, $22,436,351 of projects and programs are underway. Projects and programs not completed by the end of this fiscal year will be re-budgeted or re-appropriated to next fiscal year through the annual yearend cleanup process.

FISCAL IMPACT & PROCUREMENT REVIEW
As of July 1, 2022, $18,860,521 of funding was available in the Capital Projects Fund (Fund 394). At the February 8, 2023 City Council meeting, Council approved a transfer $3,500,000 to the Capital Projects Fund reserves from the General Fund reserves for future capital improvement projects.

The table on the following page shows the funding sources for the 16 new funding requests for the FY 2023-24 capital improvement budget.

PAGE 6 of 65
The Parks and Public Works Department will be embarking on three financiallysignificant projects this coming fiscal year: another year of street rehabilitation ($3,500,000), the Lacy Park Playground Replacement ($750,000), and the completion of Lift Station upgrades ($1,100,000). The renovation of the San Marino Center is also anticipated to be completed during the upcoming fiscal year.

Procurement review is not applicable to this report.

LEGAL REVIEW
None.

RECOMMENDATION
Staff recommends the City Council review the draft FY 2023-24 capital construction budget and 5-year capital improvement plan and provide direction and guidance on two matters: 1) approve or reject the proposed FY 2023-24 expenditures; and 2) offer guidance on any FY 2024-25 or beyond projects that should be moved up into FY 2023-24. Staff will incorporate the Council’s direction into the proposed budget.

ATTACHMENTS

1. Status Update on approved FY 2022-23 CIP Construction Programs and Projects
Funding Source
FY 2023-24
Proposed Budget
Capital Improvement Fund $ 3,488,610
Gas Tax Fund 675,000
TDA Metro Fund 19,000
Prop A Metro Fund 87,500
Prop C Metro Fund 400,000
Measure R Metro Fund 220,000
Measure M Metro Fund 1,000,000
Rubberized Pavement Grant Fund 91,000
Measure W Safewater Fund 100,000
Donations Fund 6,100
$ 6,087,210
PAGE 7 of 65

2. Table of recommended FY 2023-24 Capital Construction Projects/Programs and 5-Year Plan

3. List of Annual/Recurring Capital Construction Projects

4. Proposed New FY 2023-24 Capital Construction Projects

5. Proposed Future (FY 2024-25 and beyond) Capital Construction Projects

6. FY 2023-24 Budget Calendar
PAGE 8 of 65
TO: Mayor Talt and Members of the City Council
FROM: Amber Shah, PE, Director of Parks & Public Works/City Engineer DATE: March 31, 2023
SUBJECT: FY 2022-23 CAPITAL IMPROVEMENT PLAN STATUS UPDATE

BACKGROUND
The Department is moving forward with the implementation of the FY 2022-23 capital expenditure program that includes equipment replacement and capital construction. This report lists the status of the FY 2022-23 capital construction projects and programs to ensure the City Council is sufficiently informed.

DISCUSSION
The following is a summary of the progress being made on the FY 2022-23 CIP construction items.

CAPITAL CONSTRUCTION
Right-of-Way

1. FY 2021-22 Street Rehabilitation Program Project
• Construction in progress. Scheduled to be completed in April 2023.

2. FY 2022-23 Street Rehabilitation Program Project
• Project in design; planned for advertisement for bids with construction commencing in Summer 2023.

3. Sidewalk Replacement Program
• Identification of sidewalk replacement locations in progress. Construction scheduled to commence in May 2023, and be completed in Summer 2023.

4. Biennial Pavement Condition Assessment
• Assessment complete; final report in progress. Scheduled to be completed by June 30, 2023.

5. Alley and Parking Lot Improvement Program
• Re-budgeted design to FY 2023-24 with construction to be completed during FY 2023-24 also.

6. Street Tree Management Plan
Planting is underway; scheduled to be completed by June 30, 2023.

7. Traffic Control Devices Program
PAGE 9 of 65
• Replacement of traffic signal controller at Huntington and West/Cambridge scheduled to be completed by June 30, 2023. Assessment of other locations is underway to determine if replacement is necessary at this time.

8. Streetlight Management Plan
• Re-budgeted to FY 2023-24.

9. Neighborhood Traffic Calming Program
• Implementation pending completion of Citywide Traffic Circulation Study.

10. Huntington Drive/Mission Street Beautification Program • Re-budgeted to FY 2023-24.

11. Measure R 710 North Projects
• Re-budgeted to FY 2023-24. Staff to work with consultant to develop scope of work for funding agreement and commence design work upon approval.

Parks

1. Lacy Park Playground Management Program
• Staff has met with the Subcommittee comprised of members of the Public Safety Commission and Recreation Commission to evaluate the scope of the project after receiving only one proposal from the RFP issued in December 2022. The Committee has looked at comparable projects in other municipalities and determined that replacement of the playground equipment with a communitytailored design and the replacement of wood chips with a rubberized surface for improved safety and accessibility would be significantly more expensive than the original budgeted amount. Based on those discussions, staff will be requesting additional appropriation from City Council for the project in the FY 2023-24 budget in order to complete the project.

2. Lacy Park Admissions Booth
• Completed in March 2023.

3. Park and Street Tree Condition Assessment
• After further evaluation, staff determined this assessment is not necessary at this time.

4. Lacy Park Compost Station
• After further evaluation, staff could not identify a suitable, publicly accessible location in Lacy Park for a compost station. Project not recommended to move forward.

Civic Facilities

1. San Marino Center Renovation
• Construction in progress. Completion expected in summer/fall 2023.

2. PD Utilization Study
• Development of conceptual design alternatives complete. Police and Public Works are working with consultant to refine and identify preferred design alternative to move forward. The initial report from the consultant is expected to be presented to the Public Safety Commission in the coming months.

PAGE 10 of 65

3. FD Bathroom Remodel
• Conceptual design complete. Consultant is currently developing plans and specifications for the construction phase of the project. Construction is currently proposed for FY 2024-25.

4. Crowell Library Barth Community Room Lighting
• Re-budgeted to FY 2023-24.

5. PD Evidence Awning Cover
• Completed in February 2023.

6. Old Mill Lighting
• Completed in October 2022.

7. Emergency Generator Connection
• Re-budgeted to FY 2023-24. Scope of work in development.

8. Facility Condition Assessments
• Completed August 2022.

9. Library Computer Room Renovation
• Re-budgeted to FY 2023-24. Scope of work in development.

10. Citywide HVAC Upgrades
• Chiller compressor replaced at Crowell Public Library in Fall 2022. Scope of work being developed for additional upgrades. Project is funded by money received through the American Rescue Plan Act (ARPA).

11. Holiday House Restoration
• Completed re-painting. Remaining budget will be used to provide material for Old Guard to make upgrades in FY 2023-24.

12. PW Facility Upgrades
• Re-budgeted to FY 2023-24. Scope of work in development to complete electrical upgrades at Lacy Park facilities in order to accommodate the upcoming transition to electric vehicles and equipment.

Wastewater Collection System

1. Sewer Main Rehabilitation Program
• Staff is working with the City’s sewer contractor to identify high priority locations and develop a scope of work for the project based upon video and data collected during latest sewer cleaning cycle. Design to be completed in FY 2023-24 with construction beginning in FY 2024-25.

2. Lift Station Improvement Program
• Final engineering and constructability review of 100% design plans in progress.

Planned for advertisement for bids with construction commencing in Summer 2023.

Stormwater System

1. Culvert Replacement Program
• Design of culvert replacement in Lacy Park ongoing. Consultant is preparing scope of work to determine feasibility of design alternatives requested by Staff to PAGE 11 of 65
minimize the special design box culvert and disruption to the park. Design to be completed in FY 2023-24 with construction beginning in FY 2024-25.

2. Drainage Inlet Replacement Program
• Re-budgeted to FY 2023-24. Evaluation of inlets to identify high priority locations for replacement in progress.

3. Drainage Wash Replacement Program-
• Re-budgeted to FY 2023-24. Evaluation of drainage washes to identify high priority locations for replacement in progress.

4. Rio Hondo Load Reduction Strategy
• County-led project currently in design. The City has not received an updated construction timeline for the project. Staff has determined the City’s remaining obligation for the project is eligible to utilize Measure W funds.

The annual capital expenditures are part of a five-year rolling plan for capital projects. New project requests for FY 2023-24 as well as requests for FY 2024-25 and beyond will also be provided at the March 31st City Council meeting. Five-year expenditure estimates will also be provided at that meeting.

PAGE 12 of 65
PAGE 13 of 65

ANNUAL/RECURRING CAPITAL

CONSTRUCTION PROJECTS/

PROGRAMS
PAGE 14 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Annual Striping, Marking, and Signing Program
Each year the City refreshes pavement markings, legends, lane striping, and signage at various locations throughout the City.

Citywide
Parks and Public Works Amber Shah Right-of-Way
$ 45,000 Ongoing Project/Program
Contractor
$ 45,000 $ 45,000 $ 45,000 $ 45,000 $ 45,000 $ 225,000
CC $ 45,000 CC $ 45,000 CC $ 45,000 CC $ 45,000 CC $ 45,000 CC $ 225,000 $ 0
$ 0
$ 0
$ 0
PAGE 15 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Request Description and Justification
(Provide a description of your request that includes a justification describing the benefit of the expenditure to the department/City) Financial Summary Section
Estimated Costs Amount Funding Source(s) Amount
Acquisition Capital Construction (394)
Plans/Specs/Engineering Capital Equipment (591)
Construction Donations (281)
Contingencies General Fund (101)
General Fund Costs* Other:

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
In 2019, the City Council approved a program to refresh pavement markings, legends and lane striping, and replace faded street signs at various locations throughout the City. This enables streets not scheduled for rehabilitation to have refreshed striping and signage. Existing painted striping, legends, and marking will be replaced with thermoplastic material, which is longer lasting and more visible in low light and wet conditions.

Refreshed striping and markings help improve both traffic safety and overall public safety. Staff is proposing to continue this program into FY 2023-24 and beyond. A total of $45,000 in new funds are requested and will be supplemented with a re-appropriation of any unused funds from FY 23-24. $ 45,000
$ 45,000
$ 45,000
$ 45,000
FY 23-24
TDA
PAGE 16 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Street Tree Management Plan
Each year the City plants up to fifty 24" to 36" box trees throughout the City either as replacement trees or to fill vacant planting locations.

Citywide
Parks and Public Works Amber Shah Right-of-Way
$ 50,000 Ongoing Project/Program
Contractor
$ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 250,000
CC $ 50,000 CC $ 50,000 CC $ 50,000 CC $ 50,000 CC $ 50,000 CC $ 250,000 $ 0
$ 0
$ 0
$ 0
PAGE 17 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
As part of the City's existing contract with Mariposa Landscaping for tree maintenance, up to 50 trees are planted at various locations at Lacy Park and/or the public right-of-way each year. These trees either replace trees that have fallen or been removed, or fill vacant planting locations where there are currently no trees.

As the City currently has the Tree City USA distinction, these funds will be used to proactively plant trees in appropriate locations and replenish the City's urban forest. $ 50,000 $ 50,000
$ 50,000
$ 50,000
FY 23-24
TDA
PAGE 18 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Citywide
Parks and Public Works Amber Shah Right-of-Way
$ 75,000 Ongoing Project/Program
Contractor
$ 75,000 $ 75,000 $ 0 $ 0 $ 0 $ 150,000
CC $ 75,000 CC $ 75,000 CC CC CC CC $ 150,000
$ 0
$ 0
$ 0
$ 0
PAGE 19 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
In 2019, the City Council approved a program to replace 46 fluted metal light standards at various locations throughout the City. These light standards are failing due to base corrosion and age. A total of 13 streetlights have been replaced to date, and 33 streetlights still require replacement and are planned to be replaced by FY 24-25: Bradbury Rd (8), Lorain Rd (10), Sycamore Dr (10), and Orlando Rd/Avondale Rd (5). For FY 23-24, staff is proposing to re-budget the $75,000 from FY 22-23 along with $75,000 in new funding in order to complete two years worth of streetlight replacements in a single project. $ 75,000
$ 75,000
$ 75,000
$ 75,000
FY 23-24
TDA
PAGE 20 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Sidewalk Replacement Program
Each year the City replaces sidewalks, curb and gutter, and driveway approaches at various locations throughout the City.

Citywide
Parks and Public Works Amber Shah Right-of-Way
$ 439,250 Ongoing Program
Contractor
$ 439,250 $ 461,175 $ 484,235 $ 508,445 $ 533,870 $ 2,426,975 CC $ 420,250 CC $ 276,775 CC $ 465,235 CC $ 489,445 CC $ 514,870 CC $ 2,166,575 $ 0
TDA $ 19,000 TDA $ 19,000 TDA $ 19,000 TDA $ 19,000 TDA $ 19,000 TDA $ 95,000 $ 0
CDBG CDBG $ 165,400 CDBG CDBG CDBG CDBG $ 165,400
PAGE 21 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
In 2022, the City Council approved a 5-year contract to replace sidewalk, curb and gutter, and driveway approaches on an annual basis. The current sidewalk replacement program has been in place for 5 years, and all previous projects have been completed on-time and within the budget. The annual sidewalk replacement program ensures resident and pedestrian safety by fixing issues such as lifted and/or cracked sidewalks, and also enhances the aesthetic appeal of the City by replacing sidewalks that are aging and in poor condition.

The existing contract provides for a maximum 5% cost increase each fiscal year, which has been budgeted accordingly. The City has received an allocation of $165,400 in CDBG funds that will be budgeted for the FY 24-25 project.
$ 420,250
$ 418,300
$ 20,950
$ 19,000
$ 439,250
$ 439,250
FY 23-24
TDA
PAGE 22 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Street Rehabilitation Program
Each year the City rehabilitates City streets with the goal of moving to a maintenance-only program by 2032.

Citywide
Parks and Public Works Amber Shah Right-of-Way
$ 3,500,000 Ongoing Project/Program
Contractor
$ 3,500,000 $ 3,675,000 $ 3,860,000 $ 4,050,000 $ 4,250,000 $ 19,335,000 CC $ 1,114,000 CC $ 2,575,000 CC $ 2,760,000 CC $ 2,950,000 CC $ 3,150,000 CC $ 12,549,000 GT $ 675,000 GT $ 675,000 GT $ 675,000 GT $ 675,000 GT $ 675,000 GT $ 3,375,000 PC $ 400,000 PC $ 250,000 PC $ 250,000 PC $ 250,000 PC $ 250,000 PC $ 1,400,000 MR $ 220,000 MR $ 175,000 MR $ 175,000 MR $ 175,000 MR $ 175,000 MR $ 920,000 O $ 1,091,000 O O O O O $ 1,091,000
PAGE 23 of 65

Construction 3URSRVLWLRQ& (2)
Contingencies 0HDVXUH5()
General Fund Costs* Other:

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
Since 2018 the City has completed an annual street rehabilitation project as part of its overall Street Rehabilitation Program. The goal of the Council-adopted Pavement Management Plan is to move the City to a maintenance-only footing by 2032. The annual project helps improve resident and pedestrian safety by improving the condition of the streets. Staff projects that material costs (and therefore project costs) will increase over the course of the current 5-year cycle. The City has received a $91,000 Rubberized Pavement Grant from CalRecycle that will help fund the FY 23-24 project. The approximate cost for the next project cycle can be broken down as such:

Design/Engineering: $97,850
Construction : $3,155,150
Project Contingency: $167,000
Construction Management: $80,000
$ 1,114,000
$ 97,850 $ 675,000
$ 3,155,150 $ 400,000
$ 167,000 $ 220,000
$ 1,091,000
$ 80,000 $ 3,500,000
$ 3,500,000
FY 23-24
Construction Management
Pavement Grant & Measure M
PAGE 24 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Alley and Parking Lot Improvement Program
Reconstruction of alleys and parking lots located in the City per the adopted Pavement Management Plan.

Citywide
Parks and Public Works Amber Shah Right-of-Way
$ 500,000 Ongoing Project/Program
Contractor
$ 500,000 $ 50,000 $ 500,000 $ 50,000 $ 500,000 $ 1,600,000 CC $ 412,500 CC $ 50,000 CC $ 412,500 CC $ 50,000 CC $ 412,500 CC $ 1,337,500 $ 0
PA $ 87,500 PA PA $ 87,500 PA PA $ 87,500 PA $ 262,500
$ 0
$ 0
PAGE 25 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The 2021 Pavement Condition report identified a total of twenty (20) alleys and seven (7) parking lots in the City. Of these, the vast majority were classified as "poor" or "very poor" quality, according to Pavement Condition Index (PCI) standards. These alleys and parking lots will require full reconstruction, which will be a process that lasts several years. The City will plan to replace alleys and parking lots on a biennial basis, years alternating between design and construction. The City is working with the engineering consultant for the annual street rehabilitation project to incorporate the resurfacing/reconstruction of one or more alleys/parking lots into the FY 23-24 project.
$ 412,500
$ 25,000
$ 475,000
$ 87,500
$ 500,000
$ 500,000
FY 23-24
Proposition A
PAGE 26 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Sewer Main Rehabilitation Program
Repair or rehabilitation of unplanned sewer main collapses or impenetrable blockages at various locations
Citywide
Parks and Public Works Amber Shah Wastewater
$ 60,000 Ongoing Program
Contractor
$ 60,000 $ 600,000 $ 815,000 $ 812,000 $ 1,154,000 $ 3,441,000 CC $ 60,000 CC $ 600,000 CC $ 815,000 CC $ 812,000 CC $ 1,154,000 CC $ 3,441,000 $ 0
$ 0
$ 0
$ 0
PAGE 27 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
In 2019, the City Council approved a program for sewer main replacements and rehabilitations, based on the findings and recommendations of the 2019 wastewater collection system condition assessment. The FY 23-24 includes the commencement of project-level rehabilitation, which will include open trench sewer repairs at various locations. The City is working with its existing sewer maintenance contractor to identify potential trouble spots that need to be rehabilitated. Once identified, a project will need to be designed in FY 23-24 prior to construction in FY 24-25. Costs for FY 23-24 are for design only. $ 60,000
$ 60,000
$ 60,000
$ 60,000
FY 23-24
PAGE 28 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Sewer System Management Plan Update 5-Year Update
Update of the City's Sewer System Management Plan consistent with State 5-year requirements Citywide
Parks and Public Works Amber Shah Wastewater
$ 15,000 Ongoing Program
Contractor
$ 15,000 $ 0 $ 0 $ 0 $ 0 $ 15,000
CC $ 15,000 CC CC CC CC CC $ 15,000
$ 0
$ 0
$ 0
$ 0
PAGE 29 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The San Marino Sewer System Management Plan (SSMP) is a state-required operations and maintenance manual for the City's wastewater collection system. State regulations necessitate a review and update of the polices and procedures every 5 years. This work is best performed by an outside engineering expert. As the most recent update was completed in 2019, an update of the SSMP will need to be completed during FY 23-24.
$ 15,000
$ 15,000
$ 15,000
$ 15,000
FY 23-24
TDA
PAGE 30 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Lift Station Improvement Program
Operational and functional upgrades to the City's three (3) sewage lift stations, to ensure continued operational safety.

Various Locations
Parks and Public Works Amber Shah Wastewater
$ 292,960 Ongoing Project/Program
Contractor
$ 292,960 $ 0 $ 0 $ 0 $ 0 $ 292,960
CC $ 292,960 CC CC CC CC CC $ 292,960
$ 0
$ 0
$ 0
$ 0
PAGE 31 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
In 2019, the City Council approved the lift station improvement program to implement the recommendations of the 2019 wastewater collection system condition assessment. This program will provide operational and functional upgrades to the City's 3 sewage lift stations (located on Avondale Rd, Orlando Rd, and Monterey Rd). The City is planning to advertise the project for bids and begin construction prior to the end of the fiscal year. It is anticipated that construction will conclude during the 2023-24 fiscal year. Additional funds will also have to be appropriated, as costs have escalated since 2019 when the original estimate was received. A total of $292,960 in new funding is recommended for the project, bringing the total cost for FY 23-24 to $1.1 million, when combined with a re-appropriation of $807,040. As design work is now complete, the remaining costs for the project are estimated to be:

Construction: $1,050,000
Construction Management: $50,000
$ 1,100,000
$ 1,050,000
$ 50,000 $ 1,100,000
$ 1,100,000
FY 23-24
Construction Management
PAGE 32 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Citywide
Parks and Public Works Amber Shah Capital Construction
$ 30,000 Ongoing Program/Rebudget
Contractor
$ 30,000 $ 30,000 $ 0 $ 0 $ 0 $ 60,000
CC $ 30,000 CC $ 30,000 CC CC CC CC $ 60,000
$ 0
$ 0
$ 0
$ 0
PAGE 33 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Drainage Wash Improvement Program
Repairing damaged and missing lining for City-owned drainage washes Citywide
Parks and Public Works Amber Shah Stormwater
$ 50,000 Ongoing Program/Re-Budget
Contractor
$ 50,000 $ 50,000 $ 0 $ 0 $ 0 $ 100,000
CC $ 50,000 CC $ 50,000 CC CC CC CC $ 100,000
$ 0
$ 0
$ 0
$ 0
PAGE 35 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
In 2019, the City Council approved the drainage wash improvement program to implement the recommendations of the stormwater system condition assessment for lined and unlined channels and washes. The budget entails a continuation of fence and lining spot-repairs that commenced in 2019. Work in FY 23-24 includes repairing damaged and missing lining that will over time cause the structural failure of concrete-lined channels. This project is being re-budgeted from FY 22-23, as staff anticipates using $50,000 for repairs each of the next two fiscal years. As this is a re-budget, no new funding is requested for FY 23-24. $ 50,000
$ 50,000
$ 50,000
$ 50,000
FY 23-24
PAGE 36 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Trash Capture Filter Program
Installation of trash capture filters in City catch basins to improve stormwater quality Citywide
Parks and Public Works Amber Shah Stormwater
$ 100,000 Ongoing Program
Contractor
$ 100,000 $ 100,000 $ 100,000 $ 0 $ 0 $ 300,000
MW $ 100,000 MW $ 100,000 MW $ 100,000 MW MW MW $ 300,000 $ 0
$ 0
$ 0
$ 0
PAGE 37 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
This is the coninuation of a program for the installation of trash capture filters in drainage inlets citywide.

This program helps to improve stormwater quality to ensure compliance with regulations from the State Water Board. The City has approximately 180 catch basins that require the installation of a screen to prevent trash and other objects from entering into the storm drain system and polluting the stormwater.

These installations would be phased in over a multi-year period, and would be funded entirely using money from Measure W.
$ 100,000
$ 100,000
$ 100,000
$ 100,000
FY 23-24
Measure W
PAGE 38 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Culvert Replacement Program
Replacement of the drainage culvert at Lacy Park
Lacy Park
Parks and Public Works Amber Shah Stormwater
$ 220,810 Ongoing Program
Contractor
$ 220,810 $ 1,606,000 $ 424,810 $ 4,065,000 $ 432,000 $ 6,748,620 CC $ 220,810 CC $ 1,606,000 CC $ 424,810 CC $ 4,065,000 CC $ 432,000 CC $ 6,748,620 $ 0
$ 0
$ 0
$ 0
PAGE 39 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
This program was approved in 2021 by the City Council and seeks to implement the recommendations of the 2021 stormwater system condition assessment for drainage culverts. The first project is the Lacy Park Culvert, which is being recommended for replacement to to the age of the existing system. Design work for the project will continue through FY 23-24, with construction anticipated to begin during FY 24-25. Design work will be funded using re-appropriations from FY 22-23. As such, no new funding for FY 23-24 is requested.
$ 220,810
$ 220,810
$ 220,810
$ 220,810
FY 23-24
Construction Management
PAGE 40 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Lacy Park Playground Replacement
Replacement of the existing play structures at Lacy Park and construction of an inclusive play area for improved long-term safety and increased accessibility.

Lacy Park
Parks and Public Works Amber Shah Parks and Grounds
$ 750,000 Ongoing Project/Program
Contractor
$ 600,000 $ 0 $ 0 $ 0 $ 0 $ 600,000
CC $ 593,900 CC CC CC CC CC $ 593,900
$ 0
D $ 6,100 D D D D D $ 6,100
$ 0
$ 0
PAGE 41 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The existing play structures at the Lacy Park playground are over 10 years old and showing signs of age. Replacement parts are no longer available from the manufacturer. It is recommended that all structures be replaced with more modern equipment. Many municipalities have begun incorporating "inclusive play" designs into new playgrounds and playground replacements. For Lacy Park this would include community-tailored design and installation of new playground equipment, replacement of approximately 10,000 square feet of existing wood chips with a rubberized surface for improved safety, and accessible walking paths to ensure the playground is inclusive of the needs of all users.

The City recently formed a subcommittee comprised of members of both the Public Safety and Recreation Commissions. The group has expressed an interest in pursuing the inclusive play design/build option. Based on similar projects in other municipalities in Southern California, the project cost is estimated to be approximately $750,000.

Staff is recommending re-budgeting the $150,000 budgeted for the project for FY 22-23 and supplementing it with $600,000 of additional funds to reach the $750,000 that will be required for the project. Staff has discussed the costs with the subcommittee, and they are comfortable moving forward with the recommendation. A small amount of the project can be funded by park donations.
$ 300,000 $ 743,900
$ 150,000
$ 300,000 $ 6,100
$ 750,000
$ 750,000
FY 23-24
TDA
PAGE 42 of 65
NEW FY 23-24 CAPITAL

CONSTRUCTION PROJECTS/

PROGRAMS
PAGE 43 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Citywide Traffic Improvements Priority Initiative
Implement Citywide Traffic Improvements in keeping with the Traffic Improvements Priority Initiative
Citywide
Parks and Public Works Amber Shah Right-of-Way
$ 150,000 New Project
Contractor
$ 150,000 $ 0 $ 0 $ 0 $ 0 $ 150,000
CC $ 150,000 CC CC CC CC CC $ 150,000
$ 0
$ 0
$ 0
$ 0
PAGE 44 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
Earlier in the FY 23-24 budget process, the City Council expressed its support for a Traffic Improvements Priority Initiative to help improve traffic and pedestrian safety throughout the City. The scope of this initiative would include:
1) Development of a Residential Streets Traffic Management Policy 2) Additional signs/striping in school zones
3) Solar-powered radar speed signs on arterial and collector streets to replace existing message boards.

These improvements would help implement the Council's Priority Initiative as well as assist in improving the public safety of the community.
$ 100,000 $ 150,000
$ 50,000
$ 150,000
$ 150,000
FY 23-24
PAGE 45 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Citywide
Parks and Public Works Amber Shah Parks and Grounds
$ 50,000 New Project
Contractor
$ 50,000 $ 0 $ 0 $ 0 $ 0 $ 50,000
CC $ 50,000 CC CC CC CC CC $ 50,000
$ 0
$ 0
$ 0
$ 0
PAGE 46 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The City is responsible for irrigating approximately 60 acres of landscaping between Lacy Park and the center medians on Huntington Drive, Sierra Madre Boulevard, and Old Mill Road. The existing irrigation systems are several decades old, and therefore are outdated and require frequent, expensive repairs. The first step of upgrading the irrigation systems would be to hire a consultant to perform a condition assessment of the existing systems and engineering design for upgrades. This would help identify urgent repairs and also assist the City in developing a phased approach to the improvements over multiple years to avoid incurring significant costs in a single fiscal year. Once complete, these irrigation improvements will help save staff time and money on repairs, and will also improve the efficiency of water usage in the City. Construction costs to be determined upon completion of the condition assessment/design work. $ 50,000
$ 50,000
$ 50,000
$ 50,000
FY 23-24
PAGE 47 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Stoneman Path Forward Priority Initiative
Hiring of a consultant to prepare options for the future use of Stoneman Stoneman Recreation Center
Parks and Public Works Amber Shah Civic Facilities
$ 130,000 New Request
Contractor
$ 130,000 $ 0 $ 0 $ 0 $ 0 $ 130,000
CC $ 130,000 CC CC CC CC CC $ 130,000
$ 0
$ 0
$ 0
$ 0
PAGE 48 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Stoneman building was originally constructed in the 1930's and the facility has grown outdated and is in need of significant improvements. The building is currently utilized by Community Services staff as office space, but with the re-opening of the San Marino Center in FY 23-24 it will no longer be used to the extent it currently is. Given the size of the property and the age of the building, the City Council has made developing a path forward for Stoneman one of its Priority Initiatives.

Staff is proposing a multi-step approach to addressing the issues. The first step is the development of a survey that will be mailed to residents (cost of approximately $5,000) as well as available on social media and the City website. Once input has been received from the community, the results will then be provided to the City Council at a City Council meeting, with the Council providing their input. After Council has made a determination on their preferred path forward for the building, a consultant can be retained to develop conceptual plans for the selected option.
$ 130,000
$ 125,000
$ 5,000 $ 130,000
$ 130,000
FY 23-24
Community Survey
PAGE 49 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Public Works Vehicle and Equipment Awning Cover
Installation of an awning cover in the Public Works yard to provide coverage to vehicles, materials, and equipment.
2200 Huntington Drive
Parks and Public Works Amber Shah Civic Facilities
$ 15,000 New Request
Contractor
$ 15,000 $ 0 $ 0 $ 0 $ 0 $ 15,000
CC $ 15,000 CC CC CC CC CC $ 15,000
$ 0
$ 0
$ 0
$ 0
PAGE 50 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The current storage area for Public Works equipment and vehicles such as the dump truck, boom truck, larger backhoe, and other pieces of equipment is open-air and not covered by a roof or awning of any sort.

This area also stores materials such as sand and aggregate base for maintenance work, as well as sandbags that are distributed to the public during rain events. The lack of existing coverage means the vehicles, equipment, and material are not sufficiently protected during inclement weather and extreme heat events.

The installation of an awning will help protect the City's vehicles and equipment, which will help extend their service life. This project would be completed by an awning contractor, and would include installation of a drainage system with the awning.
$ 15,000 $ 15,000
$ 15,000
$ 15,000
FY 23-24
TDA
PAGE 51 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
City Hall Campus Roof Repairs
Completion of roof repairs of the City Hall building and a portion of the Police Department building.
2200 Huntington Drive
Parks and Public Works Amber Shah Civic Facilities
$ 50,000 New Request
Contractor
$ 50,000 $ 0 $ 0 $ 0 $ 0 $ 50,000
CC $ 50,000 CC CC CC CC CC $ 50,000
$ 0
$ 0
$ 0
$ 0
PAGE 52 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The roofing at City Hall is several decades old and in poor condition, as it has leaked multiple times in the past year. The portion of the Police Department roof located near the women's restroom on the second floor has also experienced leaks. In order to ensure safety of staff, residents, and other visitors at City Hall, it is recommended that the entire City Hall roof and the aforementioned portion of the Police Department roof be repaired. Based on bids obtained for the work, these repairs would cost approximately $50,000. $ 50,000
$ 10,000
$ 40,000
$ 50,000
$ 50,000
FY 23-24
There should not be any additional general fund costs for this project in FY 23-24.

PAGE 53 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Old Mill Facility Repairs
Completion of faciliity repairs at the Old Mill including installation of an ADA ramp and roof repairs to address leaks.
2200 Huntington Drive
Parks and Public Works Amber Shah Civic Facilities
$ 75,000 New Request
Contractor
$ 75,000 $ 0 $ 0 $ 0 $ 0 $ 75,000
CC $ 75,000 CC CC CC CC CC $ 75,000
$ 0
$ 0
$ 0
$ 0
PAGE 54 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
Completion of facility improvements at the Old Mill building, working in conjunction with the Old Mill Foundation. As part of the overall facility improvements, roof repairs and waterproofing of exterior walls will be completed to help resolve issues with leaks at the cottage and seepage issues at various parts of the building. These improvements will also include improvements installation of an ADA access ramp, which will provide more access to patrons, and will help improve the overall safety of the facility, its staff, and its visitors.
$ 75,000
$ 10,000
$ 65,000
$ 75,000
$ 75,000
FY 23-24
PAGE 55 of 65
FUTURE (FY 24-25 AND

BEYOND) CAPITAL

CONSTRUCTION

PROJECTS/PROGRAMS
PAGE 56 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Original Lacy Park Restroom Renovation
Hire an architect to prepare renovation alternatives for the original 1920's restroom located at Lacy Park that is no longer in use.

Lacy Park
Parks and Public Works Amber Shah Civic Facilities
$ 20,000 Future Request
Contractor
$ 0 $ 20,000 $ 0 $ 0 $ 0 $ 20,000
CC CC $ 20,000 CC CC CC CC $ 20,000
$ 0
$ 0
$ 0
$ 0
PAGE 57 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The original 1920's brick restroom at Lacy Park is now functionally obsolete due to the completion of a new restroom in 2020. The building superstructure (roof, walls, floors) is in serviceable condition and can be re-purposed for other uses that could be beneficial to on-site recreation. It is recommended that an architect prepare renovation alternatives to provide the City flexibility in determining the best option for reuse. Construction costs would be estimated at the completion of architectural work and selection of a re-use option.
$ 20,000
$ 20,000
$ 20,000
$ 20,000
FY 24-25
PAGE 58 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Electric Vehicle Charging Stations
Provision of electric vehicle charging stations throughout the City for the use of residents, patrons of City facilities, and City staff.

Citywide
Parks and Public Works Amber Shah Civic Facilities
$ 70,000 Future Request
Contractor
$ 0 $ 70,000 $ 0 $ 0 $ 0 $ 70,000
AQMD AQMD $ 70,000 AQMD AQMD AQMD AQMD $ 70,000
$ 0
$ 0
$ 0
$ 0
PAGE 59 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
With the increase in availability of plug-in hybrid and pure electric passenger vehicles, as well as upcoming legislation pertaining to these vehicles, providing charging stations would provide benefit to patrons visiting Lacy Park, the Crowell Public Library, San Marino Center, and City Hall. If the City were to purchase electric or plug-in hybrid vehicles in the future (very likely given upcoming state mandates), having the infrastructure already in place to charge the vehicles would be advantageous. This expenditure is eligible to be paid for by funds from the Air Quality Management District (AQMD), depending on their availability. $ 10,000
$ 60,000
$ 70,000
$ 70,000
$ 70,000
FY 24-25
There should not be any additional general fund costs to for this project AQMD
PAGE 60 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Fire Station Bathroom Remodel
Construction phase of the fire station bathroom renovation to ensure the facilities meet the needs of the Department.
2200 Huntington Drive
Parks and Public Works Amber Shah Civic Facilities
$ 500,000 Future Request
Contractor
$ 0 $ 500,000 $ 0 $ 0 $ 0 $ 500,000
CC CC $ 500,000 CC CC CC CC $ 500,000
$ 0
$ 0
$ 0
$ 0
PAGE 61 of 65

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
Both restrooms in the City's fire station require a remodel. The current facility is 25 years old, has water damage, and is not designed or built for 24/7 use by multiple on-duty personnel. The architectural firm hired to complete the project design is working to develop plans and specifications for construction. The project designer estimates the construction cost to be approximately $350,000. Given potential contingencies as well as costs associated with temporary facilities for Fire Department personnel during construction, the total project cost is estimated to be $500,000. Construction would occur during FY 24-25. $ 500,000
$ 100,000
$ 350,000
$ 50,000
$ 500,000
$ 500,000
FY 24-25
TDA
PAGE 62 of 65

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Biennial Pavement Condition Assessment
Update of the City's pavement management plan that assesses the condition of all City streets, alleys, and parking lots.

Citywide
Parks and Public Works Amber Shah Right-of-Way
$ 20,000 Future Request
Contractor
$ 0 $ 10,000 $ 0 $ 10,000 $ 0 $ 20,000
PC PC $ 10,000 PC PC $ 10,000 PC PC $ 20,000
$ 0
$ 0
$ 0
$ 0
PAGE 63 of 65

This assessment is performed every other year and produces and updated rehabilitation schedule for all City streets, alleys, and parking lots, as well as pavement treatment recommendations. The assessment forms the foundation of the street rehabilitation program and the orderly improvement of all City streets. Based on the biennial schedule of the assessment, the next assessment will be performed during the 2024-25 fiscal year. $ 20,000
$ 10,000
$ 10,000
$ 20,000
FY 24-25
There should not be any additional general fund costs for this project.

Prop C
PAGE 64 of 65
BUDGET CALENDAR: FY 2023-24
Potential FY 2023-24 Priority Initiatives January 27 (F) • Council will offer feedback on which future CIP items are most desirable, adding any new suggestions • Department Head will present to Council new Operational Priority Initiatives • Community engagement between January 21 and February 11 to gain input on additional potential priority initiatives
FY 2022-23 Midyear Review, Five Year Financial Forecast, and February 8 (W) FY 2023-24 Projections
• Presentation of the FY 2022-23 midyear report, Five Year Financial Forecast (General Fund and CIP), revenue and expenditure projections for FY 2023-24, and updated long term financial projection(s) Selection of FY 2022-23 Priority Initiatives February 24 (F) • Council will receive brief (1-2 sentences) summaries of all proposed items • Council will select priority initiatives for the next year • (CIP Presented to Public Safety Commission and Other Commissions/Boards, as appropriate) Capital Improvement Plan (CIP) Presentation March 24 & 31 (F) • Detailed discussion with Council related to CIP (equipment and infrastructure at different meetings) • (Draft operational budgets shared with appropriate Commissions/Boards for feedback) Preliminary Operating Budget Study Session April 21 & 28 (F) • Departments will present Programs, Goals, and Metrics • Council will offer comment and adjustments
City Manager’s Proposed Budget and Capital Improvement Plan May 26 (F) • Presentation of the proposed budget and CIP
• Adoption of budget by Council
Final Budget & CIP Adoption - Only If Needed June 14 or 30 (TBD) PAGE 65 of 65

San Marino City CouncilMarch 31, 2023

San Marino City Council
March 31, 2023