Agenda packet — San Marino City Council, March 29, 2024

AGENDA – MARCH 29, 2024 PAGE 1 of 120

CITY OF SAN MARINO

CITY COUNCIL AGENDA
Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
Philippe Eskandar, City Manager
www.SanMarinoCA.gov
(626) 300-0700 Phone
City Hall Council Chamber
2200 Huntington Drive
San Marino, CA 91108

ADJOURNED REGULAR MEETING OF THE

SAN MARINO CITY COUNCIL
FRIDAY, MARCH 29, 2024 AT 8:30 AM

CITY HALL COUNCIL CHAMBERS
2200 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) 300-0705 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:

Visit www.SanMarinoCA.gov/Zoom
How to offer public comment from home:

Public comment will be accepted by email to [email protected] until 3:00 p.m. the day before the meeting. Written public comment received by 3:00 p.m. will be distributed to City Council during the meeting. Any comments received after 3:00 AGENDA – MARCH 29, 2024 PAGE 2 of 120
p.m. will be included in the public comment record but not provided to City Council at the meeting.

Written public comment will be accepted electronically via the zoom.us teleconference module during the meeting. Written Zoom comments will be accepted after the in-person comments.

CALL TO ORDER

PLEDGE OF ALLEGIANCE

ROLL CALL
Council Member Chou, Council Member Lo, Council Member Talt, Vice Mayor Shepherd Romey, and Mayor Huang

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.SanMarinoCA.gov.

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 FISCAL YEAR 2024-25 CAPITAL EQUIPMENT AND CONSTRUCTION PLANS AND 5-YEAR FORECAST
Recommendation: Staff recommends that the City Council review the draft FY 2024- 25 capital equipment budget and 5-year plan and provide direction and guidance on two matters: 1) approve or reject the proposed FY 2024-25 expenditures, and 2) offer guidance on any FY 2025-26 or beyond projects that should be moved up into FY 2024-25. Staff will include the Council’s direction in the proposed budget.

2. APPROVAL OF RESOLUTION TO ESTABLISH FISCAL YEAR 2024-25

PUBLIC SAFETY SPECIAL TAX LEVIES
AGENDA – MARCH 29, 2024 PAGE 3 of 120
Recommendation: Staff recommends that the City Council approve a public safety parcel tax levy of $3,528,294. No increase to the levy is being proposed for this fiscal year. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve Resolution No. R-24-02 establishing the Public Safety Special Tax Levies for Fiscal Year 2024-25.”

CONSENT CALENDAR

3. ACCEPTANCE OF $22,000 IN MEMBER AGENCY ADMINISTERED

INCENTIVE PROGRAM FUNDS FROM THE METROPOLITAN WATER

DISTRICT OF SOUTHERN CALIFORNIA TO BE USED TOWARDS THE

PROCUREMENT AND INSTALLATION OF IRRIGATION UPGRADES ON

CITY LANDSCAPED MEDIANS
Recommendation: Staff recommends the City Council accept Member Agency Public Agency Project funds from the Metropolitan Water District of Southern California to be used towards the procurement and installation of two irrigation controllers and appurtenant devices as described in the staff report.
“I move to accept $22,000 in Member Agency Administered Incentive Program funds from the Metropolitan Water District of Southern California to be used towards the procurement and installation of irrigation upgrades on City landscaped medians, as described in the staff report.”

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 available for review at the City Council meeting.

FUTURE AGENDA ITEMS

ADJOURNMENT
Posted: 3/22/2024 ALISON WALKER

CITY CLERK
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director
Terry Shea, Interim Finance Director
DATE: March 29, 2024
SUBJECT: REVIEW OF DRAFT FISCAL YEAR 2024-25 CAPITAL
EQUIPMENT AND CONSTRUCTION PLANS AND 5-YEAR

FORECAST

STRATEGIC PLAN CRITICAL SUCCESS FACTORS
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
Overall Budget Process
During the Fiscal Year 2019-20 budget process, staff worked together with the then City Council Budget Liaisons to develop an innovative and streamlined budget process that ultimately led to a successful adoption of the budget on June 26, 2020. Staff has continued to use the same budget process each fiscal year since Fiscal Year 2019-20.

At the January 26th City Council meeting, staff presented the Fiscal Year 2024-25 budget calendar, gave a Fiscal Year 2024-25 budget overview, and presented proposed priority initiatives. A town hall was also hosted on February 15, 2024, with a community engagement survey that was open until March 3, 2024. At the March 13, 2024, City Council meeting, staff presented more detailed information on the Fiscal Year 2024-25 proposed priority Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
PAGE 4 of 120
initiatives and received feedback from Council on which items to include in the proposed budget.

Today represents the next stage of the budget process. Staff will present both the capital equipment and capital construction budgets. On April 26, 2024, we will present each department’s Fiscal Year 2024-25 work plans and budgets.

Staff will continue to work with the Budget Liaisons 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 2024-25 capital equipment and construction budgets.

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 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 Fiscal Year 2024-25 capital equipment and construction budgets and an update to the 5-year forecast.

Capital Equipment
This year’s format is identical to the one presented to the City Council the last five fiscal years. The following information is provided for you in the attached draft capital equipment plans:
● Attachment 1- The current status of all Fiscal Year 2023-24 capital equipment expenditures.
● Attachment 2 - A summary table of the recommended capital expenditures for Fiscal Year 2024-25.
● Attachment 3 - A detailed description and cost estimate for each proposed capital expenditure.

The recommended items presented to the City Council today have gone through several rounds of prioritization. The requests for equipment purchases 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 individual work plans and operational needs.

PAGE 5 of 120
Director Shah and Interim Finance Director Shea then presented the submitted requests to the City Manager, who reviewed the requests based on City Council priorities. In summary, the proposed capital equipment list (Attachment 2) was reviewed and sorted into upcoming Fiscal Year 2024-25 purchases, and future purchases (Attachment 3).

Capital Construction
Concurrently, the following information is provided to you in the attached draft capital construction plans:
● Attachment 4 - The current status of all Fiscal Year 2023-24 capital construction projects and programs.
● Attachment 5 - A summary table of the recommended capital construction projects and program expenditures for Fiscal Year 2024-25. ● Attachments 6, 7, and 8 - A detailed description and cost estimate for each proposed capital improvement expenditure (right-of-way, park and grounds, civic facilities, wastewater collection, and stormwater).

The capital construction requests were generated by the Parks and Public Works Department based on the five-year CIP plan and operational needs.

The capital construction requests are sorted into 1) Annual/Recurring Capital Construction Projects, 2) Proposed New (Fiscal Year 2024-25) Capital Construction Projects, and 3) Proposed Future (Fiscal Year 2025-26 and beyond) Capital Construction Projects.

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

These projects are listed in the tabulation spreadsheet (Attachment 5) under the category, “Re-Appropriations/Re-Budgets.” However, as these projects were all previously approved by City Council and no new funding is requested at this time for Fiscal Year 2024-25 or future years, they are not included in the individual request forms for this meeting. Attachment 4 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
● City Hall Campus – Emergency Generator Connection
● Citywide HVAC Upgrades
● Public Compost Station
● Library – Barth Community Room Lighting
● Stoneman Path Forward
● Stoneman Facility Improvements
PAGE 6 of 120
● Fire Station Bathroom Remodel
● Sewer Master Plan
● Rio Hondo Load Reduction Strategy
● Park and Landscaping Condition Assessment

FISCAL IMPACT & PROCUREMENT REVIEW
All Fiscal Year 2023-24 City Council-approved equipment has been either purchased or is expected to be purchased by June 30, 2024, as detailed in Attachment 1. Attachment 2 provides the budgeted capital equipment expenditures that are completed (highlighted in yellow), new capital equipment requests for Fiscal Year 2024-25, and the 5-year equipment expenditure plan. In total, staff is proposing 12 new capital equipment purchases to be considered for the next fiscal year. The table below provides the proposed budget by funding sources for the next fiscal year.

All capital equipment expenditures are made following the City’s purchasing ordinance.

As of July 1, 2023, $15,787,572 of funding was available in the Capital Projects Fund (Fund 394). At the February 23, 2024, City Council meeting, Council approved a transfer of $2,000,000 to the Capital Projects Fund reserves from the General Fund reserves for future capital improvement projects.

Of the $15,062,171 of new funding requests for the Fiscal Year 2024-25 capital improvement budget, $12,943,063 is funding allocated from the Capital Projects Fund (Fund 394). The remaining $2,119,108 is from the Gasoline Tax Fund (Fund 202), Proposition A Fund (Fund 207) TDA Article 3 Fund (Fund 214), Proposition C Fund (Fund 215), Measure R Fund (Fund 243), Measure M Fund (Fund 247), Measure W Fund (Fund 246), CDBG Fund (Fund 204), and the Donations Fund (Fund 281) (precise amounts are shown on Attachment 5). Projects and programs underway and not completed this fiscal year will be re-budgeted or re-appropriated into the next fiscal year.

F unding S ources
FY 2024-25
P roposed Budget
Capital Equipment $ 656,000
COPS 60,198
Air District 43,000
$ 759,198
PAGE 7 of 120
The Parks and Public Works Department will be embarking on four financially significant construction projects this coming fiscal year: another year of street rehabilitation ($3,675,000), the completion of Lift Station upgrades ($2,551,500), the Culvert Replacement Program ($2,390,000) and two sidewalk-related projects – the Annual Sidewalk Improvements and CDBG Sidewalk Ramps ($678,175 total).

LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.

PUBLIC SAFETY COMMISSION REVIEW
The proposed capital equipment plan and proposed new capital construction projects were presented to the Public Safety Commission on March 18, 2024, as part of their regular meeting agenda. The Public Safety Commission voted unanimously to receive and file the report and forward to the City Council their recommendation to approve the proposed capital equipment plan and proposed new capital construction projects along with the following recommendations:
1) Limit the installation of electric vehicle charging stations to City Hall and the Lacy Park Maintenance Yards for city fleet vehicles only. They did not support the installation of any publicly accessible stations.

Staff fully supports the installation of electric vehicle charging stations should be prioritized for city fleet vehicles. However, to the extent that publicly accessible stations would help support the City’s business community and further economic development as an amenity that is not currently available within the City, staff believes it would add value to the project to include these stations, particularly in locations where they can be installed in conjunction with fleet vehicle stations at a more economical cost.
2) Appropriate additional funds for the full renovation of the Lacy Park Playground.

Staff also recommends additional funding be appropriated for the Lacy Park Playground Management Program in order to complete a full renovation of the playground through a phased approach. Following the playground safety audit completed last spring, a full replacement of all playground equipment was recommended in the near future as the PAGE 8 of 120
manufacturer of the existing equipment is no longer in business, and ccccccreplacement parts are no longer available.

RECOMMENDATION
Staff recommends that the City Council review the draft Fiscal Year 2024-25 capital equipment and capital construction budgets and 5-year plans and provide direction and guidance on the following two matters: 1) approve or reject the proposed Fiscal Year 2024-25 expenditures, and 2) offer guidance on any Fiscal Year 2025-26 or beyond projects that should be moved up into Fiscal Year 2024-25. Staff will include the Council’s direction in the proposed budget.

ATTACHMENTS

1. Status Update on the Fiscal Year 2023-24 Capital Equipment Plan

2. Summary table of recommended Fiscal Year 2024-25 capital equipment purchases and 5-year plan

3. Capital Equipment Request Forms - All Departments (Fiscal Year 2024-25 and future years)

4. Status Update on the Fiscal Year 2023-24 capital construction programs and projects

5. Summary table of all recommended Fiscal Year 2024-25 capital construction projects and 5-year plan

6. Capital Construction Request Forms - Annual/Recurring Projects/Programs

7. Capital Construction Request Forms - Proposed New Fiscal Year 2024-25 Capital Construction Projects

8. Capital Construction Request Forms - Future Projects (Fiscal Year 2025-26 and beyond)
PAGE 9 of 120
STATUS OF FY 2023-24 CAPITAL EQUIPMENT PURCHASES
FIRE
Category/Item Current Status Budget
Self-Contained Breathing
Apparatus Complete $306,925
Battalion Vehicle
Replacment Complete $90,063
TOTAL FIRE $396,988
POLICE
Category/Item Current Status Budget
Ballistic Protection Package Complete $39,891
Unmanned Aircraft System
(UAS) On schedule to be completed by June 30,
2024 $34,119
Tasers Complete $7,329
Detective Car Complete $8,428
PD Records System Complete $8,000
Patrol Fleet Vehicle
Replacement Complete $64,811
Staff Vehicle
Replacement Complete
$64,811
TOTAL POLICE $227,389
PAGE 10 of 120
STATUS OF FY 2023-24 CAPITAL EQUIPMENT PURCHASES

ADMINISTRATION
Category/Item Current Status Budget
Computer Replacements
Fund 591 On schedule to be completed by June 30,
2024
$26.450
Microsoft
365 Upgrade Completed January 2024 $29,003
Citywide WiFi
Upgrades On schedule to be completed by June 30,
2024
$30,858
PD Host
Server
Upgrade
On schedule to be completed by June 30,
2024
$32,255
TOTAL ADMINISTRATION $118,566

PARKS AND PUBLIC WORKS
Category/Item Current Status Budget
Electric Riding Mower Complete $58,790
Skid-Steer Loader Complete $55,743
Backhoe Complete $71,317
Small Engine Replacement
Program
Complete $2,279
TOTAL PARKS AND PUBLIC WORKS $188,129

TOTAL CAPITAL EQUIPMENT PURCHASES
– ALL DEPARTMENTS $931,072
PAGE 11 of 120
FY 2024/25 CAPITAL EQUIPMENT BUDGET AND 5-YEAR EQUIPMENT EXPENDITURE PLAN 1 2
3 4
5 6
7 8
9 10
11 12
13 14
15 16
17 18
19 20
21 22
23 24
25 26
27 28
29 30
31 32
33 34
35 36
37 38
39 40
41 42
43 44
45 B C D E F G H I J K L M N O P Q R S T U V W

ADMINISTRATION/FINANCE/IT
11-NEW Critical IT Infrastructure & Security Maintenance Software - - - - - - 75,000 75,000 75,000 - - - - 75,000 240,000 315,000 11-NEW Council Meeting Broadcast Equipment Other 150,000 150,000 150,000 150,000 150,000 11-0550 Annual PC Replacement Program Other 26,450 - 26,450 26,450 - - 40,000 40,000 40,000 - - - - 40,000 41,200 42,500 43,800 45,100 212,600 11-0561 Microsoft 365 Upgrade Software 47,398 (18,395) 29,003 29,003 - - - - - - - - - - - - - - - 11-0562 Citywide WiFi Upgrades Other 30,858 - 30,858 30,858 - - - - - - - - - - - - - - - 11-0563 PD Host Server Upgrade Software 32,255 - 32,255 32,255 - - - - - - - - - - - - - - - Total Administration 136,961 (18,395) 118,566 118,566 - - 265,000 265,000 265,000 - - - - 265,000 281,200 42,500 43,800 45,100 677,600

COMMUNITY DEVELOPMENT
- - - - - -
Total Community Development - - - - - - - - - - - - - - - - - - Police
30-NEW Mobile Radios Other - - - - - - 116,000 116,000 116,000 - - - - 116,000 116,000 - - - 232,000 30-NEW Body Worn Camera Pilot Program Other - - - - - - 60,198 60,198 - - 60,198 - 60,198 56,348 56,348 56,348 56,346 285,588 30-NEW Ballistic Protection Package Other 29,960 9,931 39,891 39,891 - - - - - - - - - - - - - - - 30-4613 Unmanned Aircraft System (UAS) Other 34,119 - 34,119 34,119 - - - - - - - - - - - - - - - 30-0555 Tasers Other - 7,329 7,329 7,329 - - - - - - - - - - - - - - - 30-0594 Detective Car Other - 8,428 8,428 8,428 - - - - - - - - - - - - - - - 30-0596 PD Records Other - 8,000 8,000 8,000 - - - - - - - - - - - - - - - 30-0595 Patrol Fleet Vehicle Replacement Other 115,000 - 115,000 64,811 - - - - - - - - - - - - - - - 30-0597 Staff Vehicle Replacement Other 90,000 - 90,000 64,811 - - - - - - - - - - - - - - - Total Police 269,079 33,688 302,767 227,389 - - 176,198 176,198 116,000 - - 60,198 - 176,198 172,348 56,348 56,348 56,346 517,588 FIRE
34-NEW Thermal Imaging Cameras Other - - - - - - 10,000 10,000 10,000 - - - - 10,000 - - - - 10,000 34-0563 Self-Contained Breathing Apparatus (SCBA) Other 310,000 - 310,000 306,925 - - - - - - - - - - - - - - - 34-9300 Battalion Vehicle Replacement Other 200,000 - 200,000 90,063 - - - - - - - - - - - - - - - Total Fire 510,000 - 510,000 396,988 - - 10,000 10,000 10,000 - - - 10,000 - - - - 10,000

PARKS AND PUBLIC WORKS
40-0450 Small Engine Replacement Program Other - 2,279 2,279 2,279 - - 10,000 10,000 10,000 - - - - 10,000 - 10,000 - 15,000 35,000 50-4613 Electric Riding Mower Other 47,500 11,290 58,790 58,790 - - 50,000 50,000 7,000 - - - 43,000 50,000 - 55,000 - - 105,000 48-NEW Multi-Year Fleet Leasing Program Vehicle - - - - - - 165,000 165,000 165,000 - - - - 165,000 217,940 376,670 440,092 457,665 1,657,367 42-NEW Fleet Vehicle Lift Other - - - - - - 15,000 15,000 15,000 - - - - 15,000 - - - - 15,000 48-NEW Trailered Construction Traffic Message Board Other - - - - - - 25,000 25,000 25,000 - - - - 25,000 25,000 - - - 50,000 48-4613 Backhoe Other 70,000 1,317 71,317 71,317 - - - - - - - - - - 155,000 155,000 48-NEW Skip Loader Other - - - - - - - - - - - - - - 120,000 - - 120,000 48-4613 Skid-Steer Loader Other - 55,743 55,743 55,743 - - - - - - - - - - - - - - - Total Parks and Public Works 117,500 70,629 188,129 188,129 - - 265,000 265,000 222,000 - - 43,000 265,000 397,940 561,670 440,092 472,665 2,137,367

COMMUNITY SERVICES
90-NEW Library Furniture Replacement Other 43,000 43,000 43,000 - - - - 43,000 43,000 - - - 86,000 90-0555 Barth Rm AV Upgrades Other - - - - - - - - - - - - - - - - - - - Total Community Services - - - - - - 43,000 43,000 43,000 - - - - 43,000 43,000 - - - 86,000 TOTALS-ALL FUNDS 1,033,540 85,922 1,119,462 931,072 - - 759,198 759,198 656,000 - - 60,198 43,000 759,198 894,488 660,518 540,240 574,111 3,428,555 FY 24-25 FY 25-26 Donations
(281) Air District (212) Re-budget from FY 23-24
Re-appropriation
from FY 23-24
NEW FY 24-
25 Funding
Total FY 24-
25 Budget
Capital
Equipment
SB 1383
Grant
COPS
(233)
FY 24-25 Capital Equipment Budget FY 24-25 Capital Equipment Funding Sources 5-yr Capital Equipment Expenditure Plan Description
FY 23-24 Capital Equipment Budget
Original FY 23-24
Budget Modifications Total FY 23-24 Budget
FY 23-24
Estimated
Actual
Capital
Expense
Type
Reference
Code FY 26-27 FY 27-28 FY 28-29 5-yr Totals
Printed: 3/19/2024
PAGE 12 of 120

FINANCE/IT

REQUESTS
PAGE 13 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
Critical IT Infrastructure & Security Maintenance
Procurement of critical IT Firewall and Server Configuration Maintenance to protect the City's IT infrastructure and continuity of services,
Citywide
City Manager's Office Nicole Tibbet Capital Equipment
$ 75,000 New Project or Ongoing
SDI - Contracted IT Managed Services
$ 75,000 $ 240,000 $ 0 $ 0 $ 0 $ 315,000
CE $ 75,000 CE $ 240,000 CE CE CE CE $ 315,000
$ 0
$ 0
$ 0
$ 0
PAGE 14 of 120

CITY OF SAN MARINO
FY 202-202 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
2024-2025
$50,000 - 2 Palo Alto firewalls for City Hall, Fire, and Police. Palo Alto firewalls are next generation providing advanced protection from threats like ransomware, URL filtering, and real time threat analysis. Having 2 will provide redundancy and minimize downtime for upgrades. Will utilize SD-WAN to provide faster speeds and higher reliability for remote locations. $20,000 - Network Switches for Police and City Hall. Replace main City Hall/PD network switch with 2. This will provide proper segmentation for security and increase the backend speed and put us in proper network compliance for PD operations. 2025-2026
Currently the City's virtual hosts are not providing any redundancy or data protection. We will consolidate all hosts to City Hall and provide failover in case an entire host crashes. This will also provide quick recovery in case of ransomware infection. $165,000 - Virtual Host Server, small back up server, and back-up appliance purchase $70,000 - Licenses for operation of backup server configuration.

IT will use the existing servers to the extent possible to save costs on this project. While some hardware purchase will be necessary, staff will be looking to leverage more modern technology (cloud based services) where appropriate to better position the organization for future years.
$ 70,000
$ 75,000
$ 0
$ 5,000 $ 75,000
$ 75,000
$ 0
FY 24-25
Professional Services
PAGE 15 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
Council Meeting Broadcast Equipment
Completion of upgrades to the audio and visual equipment in the City Council Chambers Citywide
City Manager's Office Nicole Tibbet Capital Equipment
$ 150,000 New Project
Contractor
$ 150,000 $ 0 $ 0 $ 0 $ 0 $ 150,000
CE $ 150,000 CE CE CE CE CE $ 150,000
$ 0
$ 0
$ 0
$ 0
PAGE 16 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
In order to support effective public meetings and the transparency of City proceedings, it is necessary for the City to make certain upgrades to the audio and visual equipment within the City Council Chambers. Having experienced several years of technical issues with the current level of broadcast equipment within the Council Chambers, staff will explore the procurement of additional equipment in order to facilitate the successful recording and broadcasting of various City meetings. The procurement of new equipment will also aim to reduce the staff overtime currently incurred by various City personnel to operate the existing equipment within the Council Chambers.
$ 150,000
$ 150,000
$ 0
$ 150,000
$ 150,000
$ 0
FY 24-25
PAGE 17 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
PC Replacement cycle
Replacement of aging PC's according to PC replacement schedule All City facilitiies
Finance Mark Siegfried Capital Equipment
$ 40,000 Ongoing
Consultant
$ 40,000 $ 41,200 $ 42,500 $ 43,800 $ 45,100 $ 212,600
CE $ 40,000 CE $ 41,200 CE $ 42,500 CE $ 43,800 CE $ 45,100 CE $ 212,600 $ 0
$ 0
$ 0
$ 0
PAGE 18 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
This request is to replace PC's for various City staff. The City is currently on a 5 year PC replacement schedule, next year will be the first year of the new cycle. Upgrading and replacing PC's are crucial for the day to day operations of the City. Furthermore, it is a critical element in cyber security. A total of 17 PC's are requested for replacement in FY 24-25. See below for a breakdown by Department:

Police: 4 computers
Fire: 1 computer
Community Development: 3 computers
Public Works: 1 computer
Community Services: 3 computers
Finance/Administration: 5 computer
A total of $40,000 is requested for these purchases for FY 24-25. There is an anticipated cost escalation each year of the program to account for general inflation.
$ 40,000
$ 40,000
$ 40,000
$ 40,000
FY 24-25
None. Fully funded by Capital Equipment Fund (Fund 591) PAGE 19 of 120

POLICE DEPARTMENT

REQUESTS
PAGE 20 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
San Marino Police Department John Incontro Capital Equipment $ 116,000 New Request
City Employees / Foothill Communication
$ 116,000 $ 116,000 $ 0 $ 0 $ 0 $ 232,000
CE $ 116,000 CE $ 116,000 CE CE CE CE $ 232,000
$ 0
$ 0
$ 0
$ 0
PAGE 21 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Department is requesting the purchase of eight new Motorola APX500 radios each of the next two fiscal years to increase officer safety, reliability, and internal and external communication. The existing Motorola mobile radios are currently over 15 years old and are no longer supported by Motorola for parts or software.

Our radio service provider advises there is no way to put future software updates on these radios, which may make them inoperable in the next 18-24 months, Interagency Communications Interoperability (ICI), is in the process of upgrading their infrastructure, which also requires the City to upgrade equipment software. The departments current radios are UHF and 700 band frequency radios. When ICI goes from phase one to phase two of their infrastructure upgrade frequencies will split, requiring a software upgrade to our current radios.

The City's radio service provider does not believe the current radios will support this new software. In addition, LA County's communication center, Los Angeles Regional Interoperable Communications System (LARICS), is making changes to their infrastructure that will also require a software upgrade in order to have channels available for mutual aid. Having the ability to communicate with surrounding agencies, the airship, and agencies within the City'sCal OES mutual aid area is critical for operations. $ 100,000
$ 116,000
$ 16,000 $ 116,000
$ 116,000
FY 24-25
The Department will purchase 8 new Motorola APX8500 radios in both FY 24-25 and FY 25-26 for staff and detective vehicles. The new radios will require routine maintenance to ensure proper function. The new radios will need to be programmed and installed in the vehicles designated to be replaced. This maintenance is not expected to exceed $500 per year, for all radios, and can be sufficiently covered by the Department's operating budget.

Programming and Installation
PAGE 22 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Police Department
San Marino Police Department John Incontro Capital Equipment $ 60,198 New Request
Contractor/City Employees
$ 60,198 $ 56,348 $ 56,348 $ 56,348 $ 56,348 $ 285,588
COPS $ 60,198 COPS $ 56,348 COPS $ 56,348 COPS $ 56,348 COPS $ 56,348 COPS $ 285,588 $ 0
$ 0
$ 0
$ 0
PAGE 23 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Police Department is requesting body worn cameras for its officers to increase officer safety, decrease liability to the City, increase evidence collection, and management by capturing video evidence. Overall, this request will help further the City Council's Continued Public Safety Excellence Priority Initiative. The Police Department currently only has in-car video, which collects limited video evidence. It does not capture video evidence when the officer is not directly in front or inside of the vehicle, or inside a residence, which is where most contacts occur. This new body worn camera system will include a body worn camera for each officer and cadet, to be used when interacting with the public, new in-car video for each patrol vehicle, unlimited Cloud storage, unlimited Cloud storage for the drone program, redaction software to assist Records with Public Records Act requests, and video evidence requests by the District Attorneys Office.

The estimated cost includes body worn cameras, all new in-car cameras, 5 year warranty with free replacement of body worn cameras after 30 months, redaction software for the Records Manager for PRA requests, unlimited Cloud storage, and training. The first year includes installation cost and training. This request is eligible to be paid for by COPS funds.
$ 56,348
$ 60,198
$ 3,850 $ 60,198
$ 60,198
FY 24-25
Installation and Training
COPS
PAGE 24 of 120

FIRE DEPARTMENT

REQUESTS
PAGE 25 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
Thermal Imaging Cameras
Procure personal thermal imaging cameras for Fire Department sworn personnel Fire
Fire M. D. Rueda Capital Equipment
$ 10,000 New Request
Fire Personnel
$ 10,000 $ 0 $ 0 $ 0 $ 0 $ 10,000
CE $ 10,000 CE CE CE CE CE $ 10,000
$ 0
$ 0
$ 0
$ 0
PAGE 26 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Fire Department provides personal thermal imaging cameras (TIC) for all sworn personnel as part of their standard equipment. TICs increase firefighter safety and enable firefighters to perform rapid search and rescues; assisting firefighters in locating trapped victims; execute self-rescues if needed; and locate smoldering hot spots. The department currently has 20 TIC units. Six of the current units are no longer functional and require replacement. By purchasing 10 units the department will be able to replace the malfunctioning units and have additional backups.
$ 10,000
$ 10,000
$ 10,000
$ 10,000
FY 24-25
PAGE 27 of 120

PARKS AND PUBLIC

WORKS DEPARTMENT

REQUESTS
PAGE 28 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
Small Engine Replacement Program
Continuation of biennial program to replace small engine equipment Citywide
Public Works Amber Shah Capital Equipment
$ 10,000 Ongoing
City Employees
$ 10,000 $ 0 $ 10,000 $ 0 $ 15,000 $ 35,000
CE $ 10,000 CE CE $ 10,000 CE CE $ 15,000 CE $ 35,000
$ 0
$ 0
$ 0
$ 0
PAGE 29 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
In FY 18-19, the City Council approved a biennial program to replace small engine equipment such as concrete and chain saws, blowers, and hedge trimmers used by the Streets, Parks, and Grounds divisions.

The Department owns several dozen small engine tools under 50 hp used for trimming, blowing, trenching, sweeping, concrete cutting, pressure washing, compacting, limb sawing and concrete mixing. This program budgets for several small engines to be replaced every two years as they wear out. In October 2023, the State of California passed AB 1346, which barred the sale of gas-powered lawn and landscape equipment beginning in 2024. In order to ensure compliance with the new State mandate, Public Works will begin transitioning its small engine tools to electric. This transition will provide the added benefit of noise and pollution reduction as gas-powered equipment is phased out. $ 10,000
$ 10,000
$ 500
$ 10,000
$ 10,500
$ 500
FY 24-25
The small engines on the various tools may require routine maintenance over the course of a fiscal year. This should generally not amount to more than $500
PAGE 30 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
Public Works Amber Shah Capital Equipment
$ 60,000 New Request
City Employees
$ 60,000 $ 0 $ 55,000 $ 0 $ 0 $ 115,000
AQMD $ 43,000 AQMD AQMD $ 55,000 AQMD AQMD AQMD $ 98,000 $ 0
CE $ 17,000 CE CE CE CE CE $ 17,000
$ 0
$ 0
PAGE 31 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Department owns five riding mowers for maintenance activities involving mowing the 35 acres of Lacy Park, as well as the landscaped medians on Huntington Drive and Sierra Madre Boulevard. Two of the mowers are electric-powered (purchased in FY 23-24), with the remaining three being gas-powered. A new electric mower will help improve the frequency of the City's maintenance activities at Lacy Park as well as medians and other landscaped areas of the public right-of-way. Additionally, the purchase of an electric mower will help the City meet new State requirements regarding the usage of electric vehicles and equipment. Beginning in 2024, manufacturers will begin phasing out gas-powered mowers, making it more difficult to find replacement parts for the City's existing equipment. The Department recommends purchasing a mower every other year beginning until the mower fleet is completely electric. As this is an electric mower, AQMD funds may be used to assist with the purchase. The estimated price based on quotes obtained from qualified vendors is $60,000, although this amount may be able to cover the purchase of two mowers depending on potential AQMD exchange rebates. Staff will explore potential funding opportunities to lessen the overall financial impact to the City. A new mower has an expected useful life of 20 years, and would improve maintenance staff efficiency. $ 60,000
$ 17,000
$ 500 $ 43,000
$ 60,000
$ 60,500
$ 500
FY 24-25
The new mower will require routine maintenance to ensure proper function. This maintenance is not expected to exceed $500 per year and can be sufficiently covered by the Department's operating budget.

AQMD
PAGE 32 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
Multi-Year Fleet Leasing Program
Transitioning of the City's fleet to a leasing model that will enable more frequent vehicle replacement at a lower cost
Citywide
Public Works Amber Shah Capital Equipment
$ 165,000 New Request
City Employees
$ 165,000 $ 217,940 $ 376,670 $ 440,092 $ 457,665 $ 1,657,367 CE $ 165,000 CE $ 217,940 CE $ 376,670 CE $ 440,092 CE $ 457,665 CE $ 1,657,367 $ 0
$ 0
$ 0
$ 0
PAGE 33 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
Currently, the Department manages a fleet of 37 passenger vehicles (does not include specialized heavy trucks/equipment, ambulances, etc.) Traditionally, the City has purchased these vehicles and outfitted them before introducing them into the fleet. Given fluctuating vehicle costs and extended lead times, this process can be somewhat expensive, lengthy, and requires excessive staff time to manage. Additionally, the City has several vehicles that are over a decade old and require frequent repairs.

As such, the City is proposing a transition to a fleet leasing system through Enterprise that will help enhance service delivery, helping meet one the City Council's Priority Initiatives. Enterprise has developed a plan to replace several vehicles each year with leased vehicles. These vehicles will typically be switched out every few years to ensure functionality and avoid costly breakdowns, and the City will receive proceeds for the re-sale of any vehicle by Enterprise. Although potential for revenue from the re-sale exists, the revenue is not budgeted for due to the variability of potential re-sale value. City staff will continue to perform maintenance on all vehicles and equipment. Ultimately, the benefits of the vehicle leasing system would be 1) reduced wear and tear on vehicles and more efficient replacement of vehicles, 2) long-term cost savings. Per conversations with Enterprise, the first year of the program would introduce seventeen (17) leased vehicles for a total cost of $165,000. $ 165,000
$ 165,000
$ 165,000
$ 165,000
FY 24-25
PAGE 34 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
Fleet Vehicle Lift
Purchase of vehicle lift to assist Fleet Division in vehicle repair and maintenance Citywide
Public Works Amber Shah Capital Equipment
$ 15,000 New Request
City Employees
$ 15,000 $ 0 $ 0 $ 0 $ 0 $ 15,000
CE $ 15,000 CE CE CE CE CE $ 15,000
$ 0
$ 0
$ 0
$ 0
PAGE 35 of 120

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's Fleet Division performs maintenance and repairs on all City-owned vehicles and equipment. As part of their routine, day-to-day work, a vehicle lift is used to perform repairs. The Department's existing lift is multiple decades old and near the end of its service life. In addition, newer vehicles are larger and cannot be lifted into the garage. As such, the Department is requesting a new vehicle lift to enable the Fleet Division to continue efficiently performing repairs. The new lift would also be mobile, which would allow Fleet staff to move the lifts into the wash bay (higher clearance area), which would allow them to services the larger vehicles more easily.
$ 15,000
$ 15,000
$ 15,000
$ 15,000
FY 24-25
PAGE 36 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
Public Works Amber Shah Capital Equipment
$ 25,000 New Request
City Employees
$ 25,000 $ 0 $ 0 $ 0 $ 0 $ 25,000
CE $ 25,000 CE CE CE CE CE $ 25,000
$ 0
$ 0
$ 0
$ 0
PAGE 37 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Department owns a single changeable message sign that can advise residents of construction, traffic delays, lane closures, or any other safety related messaging while driving. It is recommended that an additional sign be procured in order to provide messaging on both sides of closures and at multiple locations throughout the City. These signs are typically deployed at large special events, such as the 4th of July and the Homecoming Parade, and can also be deployed in the event of significant construction or an accident that requires lane closure. As the sign can relay traffic and public safety related messaging, it will benefit multiple City departments, including Parks and Public Works, Police, and Fire. $ 25,000
$ 25,000
$ 1,000
$ 1,000
$ 26,000
$ 26,000
$ 1,000
FY 24-25
The new trailered message board will require routine maintenance to ensure proper function. This maintenance is not expected to exceed $1,000 per year and can be sufficiently covered by the Department's operating budget.

PAGE 38 of 120

COMMUNITY SERVICES

DEPARTMENT REQUESTS
PAGE 39 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
Furniture Replacement at the Crowell Public Library
Replacement / Re-upholstery of public seating
Crowell Public Library
CSD Cathi Johnson Capital Equipment
$ 43,000 New Request
Contractor
$ 43,000 $ 43,000 $ 0 $ 0 $ 0 $ 86,000
CE $ 43,000 CE $ 43,000 CE CE CE CE $ 86,000
$ 0
$ 0
$ 0
$ 0
PAGE 40 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
Public seating in the Library consists of 282 pieces, including 116 mesh and 166 upholstered pieces of furniture purchased in 2008.

The Library is open seven days a week, 52 weeks a year and logs more than 100,000 visits a year. Fabric cleaning has occurred, but given the fact that the furniture is 16 years old and is subject to heavy use, a phased replacement of 180 chairs and re-upholstery of 18 chairs is recommended.

Of the 180 chairs to be replaced, 64 are desk chairs. These desk chairs are structurally unsound; the back is constructed of a series of thin lateral slats that break when the chair is pulled away from a table to allow a patron to sit. Due to this design the chairs are not able to withstand constant use. Staff would like to replace these with traditional, armless wood chairs. The remaining 116 chairs to be replaced would be swapped for vinyl seating, which can withstand high use.

Vinyl seat re-upholstery is recommended for the 18 pieces that are structurally sound, but have fabric that is in poor condition.

Moving away from fabric to easy to care for seating surfaces will allow staff to maintain an attractive and welcoming environment for the community we serve, while ensuring that the funds spent will stretch further than replacement with fabric. $ 43,000
$ 43,000
$ 43,000
$ 43,000
PAGE 41 of 120

FUTURE REQUESTS

ALL DEPARTMENTS
PAGE 42 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
Public Works Amber Shah Capital Equipment
$ 155,000 New Request
City Employees
$ 0 $ 155,000 $ 0 $ 0 $ 0 $ 0
CE CE $ 155,000 CE CE CE CE $ 155,000
$ 0
$ 0
$ 0
$ 0
PAGE 43 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Department owns two backhoes for maintenance activities involving digging, excavation, and loading of material. The smaller of the two backhoes was replaced during FY 23-24. The Department is now requesting replacement of the larger of the two backhoes in FY 25-26, as the existing piece of equipment is nearing the end of its useful life. The larger backhoe is essential to the City's maintenance activities related to loading of larger quantities of material and excavation at Lacy Park or the City's medians. Notably, this piece of equipment is used to help install street light poles, or remove fallen/damaged ones. This can greatly assist with resident safety. Without this piece of equipment, maintenance activities that require significant loading and excavation are significantly more difficult and inefficient. A new backhoe has an expected useful life of 20 years, and would improve maintenance staff efficiency. Additionally, a purchase would be more financially viable than a rental, as rental rates for large equipment are very expensive, with recent quotes being shown at roughly $500/day.
$ 155,000
$ 155,000
$ 155,000
$ 155,000
FY 24-25
The new backhoe will require routine maintenance to ensure proper function. This maintenance is not expected to exceed $1,000 per year and can be sufficiently covered by the Department's operating budget.

PAGE 44 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
Public Works Amber Shah Capital Equipment
$ 120,000 Future Request
City Employees
$ 0 $ 0 $ 120,000 $ 0 $ 0 $ 0
CE CE CE $ 120,000 CE CE CE $ 120,000
$ 0
$ 0
$ 0
$ 0
PAGE 45 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Department is in need of a new skip loader as the existing equipment has recently had issues that required significant repair and is nearing the end of its useful life. A skip loader is helpful to street, parks, and grounds maintenance staff as it allows for the loading and moving of materials such as debris, rock, sand, and soil. Without a skip loader routine maintenance activities that require loading transport of material, are significantly more difficult and inefficient. A new skip loader has an expected useful life of 20 years, and would improve maintenance staff efficiency.
$ 120,000
$ 120,000
$ 1,000
$ 1,000
$ 121,000
$ 121,000
$ 1,000
FY 25-26
The new skip loader will require routine maintenance to ensure proper function. This maintenance is not expected to exceed $1,000 per year and can be sufficiently covered by the Department's operating budget.

PAGE 46 of 120
TO: Mayor Huang and Members of the City Council
FROM: Amber Shah, PE, Director of Parks & Public Works/City Engineer DATE: March 29, 2024
SUBJECT: FY 2023-24 CAPITAL IMPROVEMENT PLAN STATUS
UPDATE

BACKGROUND
The Parks and Public Works Department is moving forward with the implementation of the FY 2023-24 capital improvement program that includes equipment replacement and capital construction. This report lists the status of the FY 2023-24 capital construction projects and programs to ensure the City Council is sufficiently informed

CAPITAL CONSTRUCTION
The following is a summary of the progress being made on the FY 2023-24 capital construction items:

Right-of-Way

1. FY 2022-23 and FY 2023-24 Street Rehabilitation Program Projects • Project design has been completed; planned for advertisement for bids in March/April 2024 with construction commencing in late spring/summer 2024.

2. Traffic Control Devices Program
• Replacement of traffic signal controller at Huntington and West/Cambridge completed in Fall 2023. Assessment of other locations is underway to determine if any additional replacements are necessary at this time.

3. Annual Striping, Signing, and Marking Program
• Re-striping of Los Robles Avenue from Huntington Drive to Marengo Avenue completed in March 2024. Staff is working to prioritize additional locations under this program to be completed by June 30, 2024.

4. Streetlight Management Plan
PAGE 47 of 120
2 • Bid opening was held for the next phase of the project in January 2024 however, all bids exceeded the project budget and were rejected. Revision of the scope of work and/or other alternatives to complete the project are currently under consideration by staff.

5. Sidewalk Replacement Program
• FY 22-23 cycle completed in August 2023. Construction activities for FY 23-24 cycle commenced in March 2024, with completion estimated in May 2024.

6. Street Tree Management Plan
Planting is underway; scheduled to be completed by June 30, 2024.

7. Huntington Drive/Mission Street Beautification Program • Staff have met with the business owners on Mission Street, and scheduled a community meeting for the Mission District on April 2, 2024 to review the conceptual plans that were previously prepared and obtain input to help prioritize the proposed improvements. Project completion will be re-budgeted to FY 24-

25. 8. Neighborhood Traffic Calming Program
• The Citywide Traffic Circulation Study was received and filed by City Council on February 14, 2024, and gave authorization to staff to begin implementation of “quick fix” considerations identified in the report. New signal timing to include all-red phase at all signalized locations anticipated to be complete by June 30, 2024.

9. Bridge Maintenance Program
• Re-budgeted to FY 2024-25. Scope of work in development.

10. Alley and Parking Lot Improvement Program
• RFP for design services was issued and consultants interviews have been completed with contract award scheduled in April 2024 and construction anticipated to occur in Summer 2024.

11. Citywide Traffic Improvements
• Evaluation of all signing and pavement markings within the school zones of Carver Elementary, Valentine Elementary, Huntington Middle School and San Marino High School is currently underway.

All updates required in order to be in compliance with the California Manual on Uniform Traffic Control Devices (CAMUTCD), along with replacement of the existing digital message boards with radar speed signs, anticipated to be complete by June 30, 2024.

12. Measure R 710 North Projects
• Staff is working with City’s on-call traffic engineer to develop scope of work for funding agreement with Metro in order to commence design work upon approval of City Council to proceed.

PAGE 48 of 120
3 Parks

1. Lacy Park Playground Management Program
• Following the playground safety audit completed last spring, a full replacement of all playground equipment was recommended in the near future as the manufacturer of the existing equipment is no longer in business and replacement parts are no longer available. Staff has met with multiple playground vendors to obtain potential design concepts and cost estimates for a complete renovation. Staff also recently met with the playground committee to discuss a complete vs. phased approach, and additional funding that would need to be requested for the project.

2. Holiday House Restoration
• Completed in December 2023.

3. Citywide Irrigation Upgrades
• Upgrades to Lacy Park irrigation controllers completed in January 2024. Staff has been notified of eligibility to receive additional funding through Metropolitan Water District of Southern California for completion of additional controller upgrades on City-owned center landscaped medians prior to end of FY 23-24.

Civic Facilities

1. San Marino Center Renovation
• Project substantially completed in September 2023. Remaining punch list items expected to be complete in April 2024.

2. City Hall Campus Roof Repair
• Completion expected by June 30, 2024

3. Old Mill Facility Repairs
• Completion of roof repairs expected by June 30, 2024. Staff is working with Old Mill to prioritize other repairs/improvements.

4. Emergency Generator Connection
• Re-budgeted to FY 2024-25. Scope of work in development.

5. Library Computer Room Renovation
• After re-assessment by library staff, project is no longer recommended due to project scope and cost being outdated.

6. Public Works Vehicle Awning Cover
• Completion expected by June 30, 2024.

7. PD Utilization Study
• Final report from consultant expected by June 30, 2024.

8. PW Facility Upgrades
PAGE 49 of 120
4 • Electrical upgrades at Lacy Park facilities completed in September 2023. Completion of some interior improvements at City Hall facilities expected by June 30, 2024. Additional appropriation needed for design of improvements at Lacy Park facilities.

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 and construction activities to begin in FY 2024-25.

2. Lift Station Improvement Program
• Contract awarded in January 2024. Administrative Notice to Proceed issued to contractor in February 2024. Construction activities expected to begin in late 2024 due to long lead times associated with some electrical components for the project.

3. Sewer System Management Plan Updated
• Completion expected by June 30, 2024.

Stormwater System

1. Drainage Wash Replacement Program
• Re-budgeted to FY 2024-25. Scope of work in development.

2. Culvert Replacement Program
• Design of culvert replacement in Lacy Park ongoing. Consultant is evaluating feasibility of design alternatives requested by Staff to minimize the special design box culvert and disruption to the park.

3. Drainage Inlet Replacement Program
• Catch basin cleanings completed by Los Angeles County Public Works in summer 2023. Scope of work for inlet
repairs/replacement re-budgeted to FY 2024-25.

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.

5. Trash Capture Filters
• Installation of 30 catch basin trash capture devices completed in March 2024.

The annual capital expenditures are part of a five-year rolling plan for capital projects. New equipment and project requests for FY 2024-25 as well as PAGE 50 of 120
5 requests for FY 2025-26 and beyond are also provided at today’s meeting, along with five-year estimates.

PAGE 51 of 120
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71 72
73 74
75 B D E G H I J K L M N O P X AB AC AD AE AF AG AH AJ AK AL AM AN AO AP AQ AR FY 28-29
Number Project Type Prop A (207) Prop C (215) CDBG
Annual/Ongoing Programs
1 Annual Striping, Marking, and Signing Program Right-of-Way 75,000 34,027 109,027 90,000 - - 45,000 45,000 45,000 90,000 45,000 50,000 50,000 55,000 55,000 255,000 2 Street Tree Management Plan Right-of-Way 70,000 2,559 72,559 70,000 - - 50,000 50,000 50,000 70,000 50,000 50,000 50,000 50,000 50,000 250,000 3 Streetlight Replacement Program Right-of-Way 150,000 15,821 165,821 - 150,000 - 150,000 150,000 - 150,000 150,000 - - - 300,000 4 Sidewalk Replacement Program Right-of-Way 439,250 582,310 1,021,560 439,250 - 132,310 328,865 461,175 442,175 19,000 439,250 461,175 484,235 508,445 533,870 559,620 2,547,345 5 Street Rehabilitation Program Right-of-Way 7,033,234 385,444 7,418,678 7,000,000 - 3,675,000 3,675,000 2,400,000 600,000 250,000 200,000 225,000 - 7,000,000 3,675,000 3,860,000 4,050,000 4,250,000 4,500,000 20,335,000 6 Alley and Parking Lot Improvement Program Right-of-Way 500,000 36,297 536,297 100,000 - 420,000 200,000 620,000 532,500 87,500 100,000 620,000 100,000 550,000 120,000 600,000 1,990,000 7 Sewer Main Rehabilitation Program Wastewater 60,000 60,000 60,000 1,402,000 1,402,000 1,402,000 60,000 1,402,000 1,694,000 151,000 1,311,000 181,000 4,739,000 8 Lift Station Improvement Program Wastewater 1,147,100 1,504,400 2,651,500 100,000 - 2,551,500 - 2,551,500 2,551,500 100,000 2,551,500 - - - - 2,551,500 9 Drainage Inlet Replacement Program Stormwater 30,000 (3,910) 26,090 15,000 11,090 18,910 30,000 30,000 15,000 30,000 30,000 - - - 60,000 10 Drainage Wash Improvement Program Stormwater 50,000 - 50,000 - 50,000 - - 50,000 50,000 50,000 50,000 - - - 100,000 11 Trash Capture Filter Program Stormwater 100,000 25,000 125,000 100,000 - - 100,000 100,000 - 100,000 100,000 100,000 100,000 - - 200,000 12 Culvert Replacement Program Stormwater 220,810 80,400 301,210 220,810 2,390,000 2,390,000 2,365,490 24,510 220,810 2,390,000 551,860 5,565,140 601,000 2,162,000 11,270,000 13 Lacy Park Playground Management Program Parks and Grounds 150,000 - 150,000 - 150,000 100,000 250,000 243,900 6,100 - 250,000 250,000 350,000 150,000 - 1,000,000 14 Citywide Irrigation Upgrades Parks and Grounds 50,000 50,000 50,000 75,000 75,000 75,000 50,000 75,000 50,000 50,000 175,000 15 Public Works Facilities Upgrades Civic Facilities 50,000 50,000 30,000 20,000 130,000 150,000 150,000 30,000 150,000 150,000 16 Old Mill Facility Repairs Civic Facilities 75,000 - 75,000 25,000 - 50,000 - 50,000 50,000 25,000 50,000 30,000 30,000 - - 110,000 Total - Annual/Ongoing Programs 10,200,394 2,662,348 12,862,742 8,300,060 200,000 3,334,900 8,514,775 12,049,675 10,537,565 600,000 19,000 87,500 250,000 200,000 225,000 - - 124,510 6,100 8,300,060 12,049,675 7,450,095 11,354,585 7,070,870 8,107,620 46,032,845 New Projects and Programs
17 CDBG Sidewalk Ramp Project Right-of-Way 217,000 217,000 217,000 217,000 217,000 18 EV Charging Stations Civic Facilities - - - - - - 150,000 150,000 150,000 - 150,000 100,000 - 100,000 350,000 19 Fuel Station Awning Cover Civic Facilities - - - - - - 60,000 60,000 60,000 60,000 - - - - 60,000 20 City Hall Re-Carpeting Civic Facilities 60,000 60,000 60,000 60,000 60,000 Total - New Projects and Programs - - - - - - 487,000 487,000 270,000 - - - - - - - - - 217,000 - - 487,000 - 100,000 - 100,000 687,000 Future Projects
21 EOC Electrical Improvements Civic Facilities - - - - - - 50,000 50,000 22 Library Flooring Repairs and Replacement Civic Facilities 175,000 175,000 350,000 Total - Future Projects - - - - - - - - - - - - - - - - - - - - - - 50,000 175,000 175,000 400,000 Re-Appropriations/Re-Budget - PREVIOUSLY APPROVED NO NEW FUNDING 23 Traffic Control Devices Program Right-of-Way 141,510 28,295 169,805 28,295 - 113,215 - 113,215 113,215 113,215 - - - - 113,215 24 Bridge Maintenance Program Right-of-Way 20,000 - 20,000 - 20,000 - - 20,000 20,000 20,000 - - - - 20,000 25 Measure R 710 North projects Right-of-Way 335,000 - 335,000 35,000 300,000 - 300,000 - 300,000 35,000 300,000 2,170,000 - 11,530,000 - 14,000,000 26 Huntington Drive/Mission St Beautification Right-of-Way 1,000,000 - 1,000,000 - 1,000,000 - - 1,000,000 1,000,000 - 1,000,000 - - - - 1,000,000 27 City Hall Campus - Emergency Gen Connection Civic Facilities 31,850 38 31,888 - - 31,850 - 31,850 31,850 - 31,850 - - - - 31,850 28 Citywide HVAC Upgrades Civic Facilities 380,000 21,783 401,783 6,300 - 373,700 - 373,700 373,700 - 373,700 - - - - 373,700 29 Public Compost Station Civic Facilities - 20,000 20,000 - 20,000 - - 20,000 20,000 20,000 - - - - 20,000 30 Library - Barth Community Room Lighting Civic Facilities 10,000 - 10,000 - 10,000 - - 10,000 10,000 10,000 - - - - 10,000 31 Stoneman Path Forward Civic Facilities 130,000 130,000 5,000 125,000 125,000 125,000 125,000 125,000 32 Stoneman Facility Improvements Civic Facilities - 319,900 319,900 319,900 319,900 319,900 319,900 319,900 33 FS Bathroom Remodel Civic Facilities - 18,250 18,250 18,250 18,250 18,250 18,250 18,250 34 Sewer Master Plan Wastewater 53,583 53,583 53,583 53,583 53,583 53,583 53,583 35 Rio Hondo LRS Stormwater 92,855 (7) 92,848 2,857 - 89,998 - 89,998 - 89,998 89,998 - - - - 89,998 36 Park and Landscaping Condition Assessment Parks and Grounds - 50,000 50,000 - 50,000 - - 50,000 50,000 50,000 - - - - 50,000 Total- Re-Appropriations/Re-Budget 2,141,215 511,842 2,653,057 77,452 1,491,733 1,033,763 - 2,525,496 2,135,498 - - - - 300,000 - - - 89,998 - - 35,000 2,525,496 2,170,000 - 11,530,000 - 16,225,496 Completed Projects
37 Citywide Traffic Improvements Right-of-Way 150,000 - 150,000 150,000 - - - - - 150,000 - - - - - - 38 Public Works Vehicle Awning Cover Civic Facilities 15,000 - 15,000 15,000 - - - - - 15,000 - - - - - - 39 Biennial Pavement Condition Assessment Right-of-Way . 9,613 9,613 10,000 10,000 - - - - - - 40 Citywide Traffic Circulation Study Right-of-Way - 46,466 46,466 63,884 63,884 - - - - - - 41 Neighborhood Traffic Calming Program Right-of-Way 75,000 - 75,000 75,000 - - - - - 75,000 - - - - - - 42 Sewer System Management Plan Update Wastewater 15,000 - 15,000 15,000 15,000 43 San Marino Center Renovation Civic Facilities 1,500,000 1,023,507 2,523,507 2,523,507 - - - - - 2,523,507 - - - - - - 44 Holiday House Restoration Civic Facilities 19,425 5 19,430 4,350 - - - - - - 4,350 - - - - - - 45 City Hall Campus Roof Repair Civic Facilities 50,000 - 50,000 55,000 - - - - - 55,000 - - - - - - 46 City Hall Campus - PD Utilization Study Civic Facilities 55,000 (40,693) 14,307 14,307 - - - - - 14,307 - - - - - - 47 Library Computer Room Renovation Civic Facilities 25,000 25,000 48 EOC Improvements Civic Facilities - 11,394 11,394
49 PD Cameras, Intercom & Gate Civic Facilities - - - - - - - - - - 0 Total - Completed Projects 1,904,425 1,050,292 2,954,717 2,926,048 - - - - - - - - - - - - - - - - 2,926,048 - - - - - -

TOTALS BY PROJECT TYPE

RIGHT OF WAY
Right-of-Way 9,988,994 1,140,832 11,129,826 8,061,429 1,020,000 1,115,525 4,515,865 6,651,390 4,752,890 600,000 19,000 87,500 250,000 500,000 225,000 - - - 217,000 - 8,033,134 6,651,390 6,864,235 5,208,445 16,538,870 5,764,620 41,027,560

PARKS AND GROUNDS
Parks System 200,000 50,000 250,000 50,000 200,000 - 175,000 375,000 368,900 - - - - - - - - - - 6,100 50,000 375,000 300,000 400,000 150,000 - 1,225,000

CIVIC FACILITIES
Civic Facilities System 2,341,275 1,374,184 3,715,459 2,678,464 368,150 600,550 400,000 1,368,700 1,368,700 - - - - - - - - - - - 2,667,164 1,368,700 30,000 180,000 175,000 275,000 2,028,700

WASTEWATER COLLECTION SYSTEM
Total Wastewater Collection System 1,222,100 1,557,983 2,780,083 175,000 53,583 2,551,500 1,402,000 4,007,083 4,007,083 - - - - - - - - - - - 175,000 4,007,083 1,694,000 151,000 1,311,000 181,000 7,344,083

STORMWATER SYSTEM
Stormwater System 493,665 101,483 595,148 338,667 50,000 101,088 2,508,910 2,659,998 2,445,490 - - - - - - - - 214,508 - - 335,810 2,659,998 731,860 5,565,140 601,000 2,162,000 11,719,998 TOTALS - ALL GOVERNMENTAL FUNDS 14,246,034 4,224,482 18,470,516 11,303,560 1,691,733 4,368,663 9,001,775 15,062,171 12,943,063 600,000 19,000 87,500 250,000 500,000 225,000 - - 214,508 217,000 6,100 11,261,108 15,062,171 9,620,095 11,504,585 18,775,870 8,382,620 63,345,341 5-yr Totals
5-yr Capital Improvement Expenditure Plan
Donations
(281)
Measure M
(247) FY 23-24 TDA Article 3
(214) FY 24-25 FY 25-26 Measure R (243)
FY 24-25 Capital Budget Funding Sources
Capital Improv
Fund (394) FY 26-27 FY 27-28 HUTA
(202)
American
Rescue Plan
(245)
Measure W
Funding AQMD
Reappropriation
from FY23-24
Program Category/Project Name Total FY 24-25
Budget
FY 23-24 Capital Budget FY 24-25 Capital Budget
Original FY
23-24 Budget Modifications Total FY 23-24 Budget
Estimated
Expenditure by
June 30, 2024
Re-budget
from FY23-24
New FY 24-25
Funding
Printed: 3/20/2024
FY 2024-25 Capital Construction Projects and 5-Year Plan PAGE 52 of 120

ANNUAL/RECURRING PROJECTS/PROGRAMS
PAGE 53 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
Public Works Amber Shah Right-of-Way
$ 45,000 Ongoing Project/Program
Contractor
$ 45,000 $ 50,000 $ 50,000 $ 55,000 $ 55,000 $ 255,000
CE $ 45,000 CE $ 50,000 CE $ 50,000 CE $ 55,000 CE $ 55,000 CE $ 255,000 $ 0
$ 0
$ 0
$ 0
PAGE 54 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
A total of $45,000 in new funds are requested for this project and will be supplemented with a re-appropriation of any unused funds from FY 23-24. 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 2024-25 and beyond. A cost escalation has been projected for future years given general inflationary trends. $ 45,000
$ 45,000
$ 45,000
$ 45,000
FY 24-25
PAGE 55 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
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
CE $ 50,000 CE $ 50,000 CE $ 50,000 CE $ 50,000 CE $ 50,000 CE $ 250,000 $ 0
$ 0
$ 0
$ 0
PAGE 56 of 120

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. Staff is requesting $50,000 for this program for FY 24-25 to help maintain the City's robust urban forest. $ 50,000 $ 50,000
$ 50,000
$ 50,000
FY 24-25
PAGE 57 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
Public Works Amber Shah Right-of-Way
$ 150,000 Ongoing Project/Program
Contractor
$ 150,000 $ 150,000 $ 0 $ 0 $ 0 $ 300,000
CE $ 150,000 CE $ 150,000 CE CE CE CE $ 300,000
$ 0
$ 0
$ 0
$ 0
PAGE 58 of 120

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. Streetlights on Bradbury Road, Sycamore Drive, and Lorain Road are due for replacement in the upcoming two cycles. Staff had originally proposed budgeting $75,000 for these replacements. However, drastic escalation in construction costs has has resulted in the project being more expensive to complete than originally anticipated. As such, staff is proposing to budget $150,000 for each of the next two years to complete the project by FY 25-26. A re-appropriation of unused FY 23-24 funds will be rolled into FY 24-25 for the project. $ 150,000 $ 150,000
$ 150,000
$ 150,000
FY 24-25
PAGE 59 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
Public Works Amber Shah Right-of-Way
$ 461,175 Ongoing Project/Program
Contractor
$ 461,175 $ 484,235 $ 508,445 $ 533,870 $ 559,620 $ 2,547,345 CE $ 442,175 CE $ 465,235 CE $ 489,445 CE $ 514,870 CE $ 540,620 CE $ 2,452,345 $ 0
TDA $ 19,000 TDA $ 19,000 TDA $ 19,000 TDA $ 19,000 TDA $ 19,000 TDA $ 95,000 $ 0
$ 0
PAGE 60 of 120

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.
$ 442,175
$ 438,175
$ 23,000
$ 19,000
$ 461,175
$ 461,175
FY 24-25
TDA
PAGE 61 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
Public Works Amber Shah Right-of-Way
$ 3,675,000 Ongoing Project/Program
Contractor
$ 3,675,000 $ 3,860,000 $ 4,050,000 $ 4,250,000 $ 4,500,000 $ 20,335,000 CC $ 2,400,000 CC $ 2,760,000 CC $ 2,950,000 CC $ 3,150,000 CC $ 3,400,000 CC $ 14,660,000 GT $ 600,000 GT $ 675,000 GT $ 675,000 GT $ 675,000 GT $ 675,000 GT $ 3,300,000 PC $ 250,000 PC $ 250,000 PC $ 250,000 PC $ 250,000 PC $ 250,000 PC $ 1,250,000 MR $ 200,000 MR $ 175,000 MR $ 175,000 MR $ 175,000 MR $ 175,000 MR $ 900,000 MM $ 225,000 MM MM MM MM MM $ 225,000
PAGE 62 of 120

Construction 3URSRVLWLRQ&

)
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 approximate cost for the next project cycle can be broken down as such:

Design/Engineering: $100,000
Construction : $3,250,000
Project Contingency: $175,000
Construction Management: $150,000
$ 2,400,000
$ 100,000 $ 600,000
$ 3,250,000 $ 250,000
$ 175,000 $ 200,000
$ 225,000
$ 150,000 $ 3,675,000
$ 3,675,000
FY 24-25
Construction Management
Measure M (247)
PAGE 63 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
Public Works Amber Shah Right-of-Way
$ 620,000 Ongoing Project/Program
Contractor
$ 620,000 $ 100,000 $ 550,000 $ 120,000 $ 600,000 $ 1,990,000 CC $ 532,500 CC $ 100,000 CC $ 462,500 CC $ 120,000 CC $ 512,500 CC $ 1,727,500 $ 0
PA $ 87,500 PA PA $ 87,500 PA PA $ 87,500 PA $ 262,500
$ 0
$ 0
PAGE 64 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
Costs for this project for FY 24-25 include the re appropriation of unused funds from FY 23-24, along with $200,000 in new funding, for a total of $620,000 for the project in FY 24-25. 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 an engineering consultant for the design of a project to resurface/reconstruct multiple alleys and parking lots in FY 24-25, including the alley near San Marino High School and the two City-owned parking lots on Huntington Drive and Sierra Madre Blvd. Cost increases for the project reflect a general significant inflation in prices across the construction sector over the past few years.
$ 532,500
$ 70,000
$ 500,000
$ 87,500
$ 50,000 $ 620,000
$ 620,000
FY 24-25
Construction Management
Proposition A
PAGE 65 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
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
Public Works Amber Shah Wastewater
$ 1,402,000 Ongoing Project/Program
Contractor
$ 1,402,000 $ 1,694,000 $ 151,000 $ 1,311,000 $ 181,000 $ 4,739,000 CC $ 1,402,000 CC $ 1,694,000 CC $ 151,000 CC $ 1,311,000 CC $ 181,000 CC $ 4,739,000 $ 0
$ 0
$ 0
$ 0
PAGE 66 of 120

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 assessment identified that the majority of the City's sewer system is over 50 years old, with some pipe being up to 100 years old. As such, rehabilitation is needed to help mitigate the risks associated with an aging system, including pipe collapses and/or overflows. The FY 24-25 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.

Costs were previously estimated to be around $600,000 based on the 2019 wastewater system assessment. However, staff recently had its wastewater consultant update the cost estimates to account for the large price increases across the construction sector over the past 5 years. Based on their assessment of the project, it is now estimated to cost $1,402,000. Costs are broken down as follows:

Construction : $1,005,000
Engineering: $145,000
Contingencies: $51,000
Construction Management: $201,000
$ 1,402,000
$ 145,000
$ 1,005,000
$ 51,000
$ 201,000 $ 1,402,000
$ 1,402,000
FY 24-25
Construction Management
Proposition A
PAGE 67 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
Public Works Amber Shah Wastewater
$ 2,551,500 Ongoing Project/Program
Contractor
$ 2,551,500 $ 0 $ 0 $ 0 $ 0 $ 2,551,500
CC $ 2,551,500 CC CC CC CC CC $ 2,551,500
$ 0
$ 0
$ 0
$ 0
PAGE 68 of 120

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). In January 2024, the City Council approved awards of contract for construction, construction management, and an amendment with the project's design engineer. Due to long lead times, construction is not expected to commence until late 2024. A total of $1,571,181 in new funding was adopted by the City Council for the project, bringing the total cost for FY 24-25 to 2,651,500. Approximately $100,000 of the overall project budget is anticipated to be spent in FY 23-24. The remaining costs for the project are estimated to be:

Remaining Construction + Contingency: $2,306,000
Construction Management: $200,000
Design Amendment: $45,500
$ 2,551,500
$ 45,500
$ 2,206,000
$ 100,000
$ 200,000 $ 2,551,500
$ 2,551,500
FY 24-25
Construction Management
PAGE 69 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
Public Works Amber Shah Stormwater
$ 30,000 Ongoing Project/Program
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 70 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
Staff is recommending re-appropriating the unused funds for drainage inlet improvements along with $18,910 in new funding for FY 24-25. In 2019, the City Council approved the drainage inlet improvement program to implement the recommendations of the stormwater system condition assessment for drainage inlets.

Approximately $15,000 was used in FY 23-24 for repairs/cleanings of catch basins throughout the City. Staff intends to use the FY 24-25 funds provides to assist with the repair and replacement approximately 4 inlets. $ 30,000
$ 30,000
$ 30,000
$ 30,000
FY 24-25
PAGE 71 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
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
Public Works Amber Shah Stormwater
$ 50,000 Ongoing Project/Program
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 72 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
This project is being re-budgeted from FY 23-24, as staff anticipates using $50,000 for repairs each of the next two fiscal years. 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 24-25 includes repairing damaged and missing lining that will over time cause the structural failure of concrete-lined channels. As this is a re-budget, no new funding is requested for FY 24-25. $ 50,000
$ 50,000
$ 50,000
$ 50,000
FY 24-25
PAGE 73 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
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
Public Works Amber Shah Stormwater
$ 100,000 Ongoing Project/Program
Contractor
$ 100,000 $ 100,000 $ 0 $ 0 $ 0 $ 200,000
MW $ 100,000 MW $ 100,000 MW MW MW MW $ 200,000
$ 0
$ 0
$ 0
$ 0
PAGE 74 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The installation of storm drain trash capture filters will be phased in over a multi-year period, and is proposed to be funded entirely using money from Measure W Safe Clean Water Funds, with no impact to the General Fund. This is the continuation 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 78 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.
$ 100,000
$ 100,000
$ 100,000
$ 100,000
FY 24-25
Measure W
PAGE 75 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
Culvert Replacement Program
Replacement of the drainage culvert at Lacy Park
Citywide
Public Works Amber Shah Stormwater
$ 2,390,000 Ongoing Project/Program
Contractor
$ 2,390,000 $ 551,860 $ 5,565,140 $ 601,000 $ 2,162,000 $ 11,270,000 CC $ 2,365,490 CC $ 551,860 CC $ 5,565,140 CC $ 601,000 CC $ 2,162,000 CC $ 11,245,490 $ 0
MW $ 24,510 MW MW MW MW MW $ 24,510
$ 0
$ 0
PAGE 76 of 120

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 is expected to conclude by the end of FY 23-24, as the project has been re-designed to avoid disrupting Lacy Park. A portion of the project can be paid for using Measure W Safe Clean Water funding. Construction activities are anticipated to begin in FY 24-25.

Costs were previously estimated to be around $1,600,000 based on the 2021 stormwater system assessment.

However, staff recently had its stormwater consultant update the cost estimates to account for the large price increases across the construction sector over the past few years. Based on their assessment of the project, it is now estimated to cost $2,390,000 Costs are broken down as follows:

Construction + Contingencies: $1,796,965
Engineering: $215,635
Construction Management: $377,400
$ 2,365,490
$ 215,635
$ 1,331,085
$ 465,880
$ 24,510
$ 377,400 $ 2,390,000
$ 2,390,000
FY 24-25
Construction Management
Measure W
PAGE 77 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
Lacy Park Playground Management Program
Multi-year phased replacement of playground equipment and improvements to playground areas to improve long-term safety and increase accessibility
Citywide
Public Works Amber Shah Parks and Grounds
$ 250,000 Ongoing Project/Program
Contractor
$ 250,000 $ 250,000 $ 350,000 $ 150,000 $ 0 $ 1,000,000 CE $ 243,900 CE $ 250,000 CE $ 350,000 CE $ 150,000 CE CE $ 993,900 $ 0
D $ 6,100 D D D D D $ 6,100
$ 0
$ 0
PAGE 78 of 120

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. In order to ensure the safety of the playground and its users, staff is recommending a multi-year phased approach to replace the equipment as well as replace the existing wood chips with rubberized surfacing.

The City formed a subcommittee comprised of members of both the Public Safety and Recreation Commissions in 2023 to evaluate options for the playground. A playground safety audit was also conducted to determine if repairs are feasible without a full reconstruction. Based on the results of the audit and discussion with the Playground Committee, a full-scale replacement of the playground is recommended in the near future, as replacement parts for the existing equipment are no longer available should the equipment fail. Staff is recommending accomplishing this replacement via a multi-year phased approach, as detailed below:

FY 24-25 and FY 25-26: Replacement of equipment structures FY 26-27: Replacement of wood chips with rubberized surfacing FY 27-28: Installation of furnishings
$ 243,900
$ 250,000
$ 6,100
$ 250,000
$ 250,000
FY 24-25
Donations
PAGE 79 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
Citywide Irrigation Upgrades
Upgrades of the City's outdated irrigation systems at Lacy Park and the landscaped center medians
Citywide
Public Works Amber Shah Parks and Grounds
$ 75,000 Ongoing Project/Program
Contractor
$ 75,000 $ 50,000 $ 50,000 $ 0 $ 0 $ 175,000
CE $ 75,000 CE $ 50,000 CE $ 50,000 CE CE CE $ 175,000
$ 0
$ 0
$ 0
$ 0
PAGE 80 of 120

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 was completed in FY 23-24, and involved upgrades of the irrigation controllers at Lacy Park. The City has developed phased approach to the improvements over multiple years to avoid incurring significant costs in a single fiscal year. The next phase will be to complete upgrades of the outdated controllers on the Huntington Drive and Sierra Madre Boulevard center medians, which will cost approximately $75,000 based on quotes received. It should be noted that these upgrades are specifically for the irrigation controllers; any upgrades to the actual irrigation lines and pipes at Lacy Park or the medians will need to be completed in future years. 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. Staff will explore potential rebates/funding opportunities that are available from the Metropolitan Water District or California American Water to help offset the overall costs.
$ 75,000 $ 75,000
$ 75,000
$ 75,000
FY 24-25
PAGE 81 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
Public Works Facility Upgrades
Facility improvements to the Parks and Public Works Facilities at Lacy Park Citywide
Public Works Amber Shah Civic Facilities
$ 150,000 Ongoing Project/Program
Contractor
$ 150,000 $ 0 $ 0 $ 0 $ 0 $ 150,000
CE $ 150,000 CE CE CE CE CE $ 150,000
$ 0
$ 0
$ 0
$ 0
PAGE 82 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
This project is specifically for architectural/design services to provide a facility upgrade to the Parks and Public Works offices located at Lacy Park. The existing facility at Lacy Park and City Hall is from the 1930s and requires various updates to the interior and exterior to improve staff safety as well as the make the facilities more presentable. Currently, the building has structural issues with the interior walls, aging flooring, outdated plumbing/HVAC systems, a mildew issue, is not ADA compliant and does not have sufficient office space, including restrooms, for all staff working at the facility. Facility upgrades would improve staff efficiency and provide safer working conditions. The project would look to re-design and or renovate/expand the facility to help meet these needs. Funding in FY 24-25 would be used to retain the services of an architect to design a new, modern, safer facility that meets the needs of staff. Once design is complete, an estimated construction cost will be provided to the City Council at a future date, with construction anticipated to occur in FY 25-26.
$ 150,000
$ 150,000
$ 150,000
$ 150,000
FY 24-25
Donations
PAGE 83 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
Old Mill Facility Repairs
Completion of facility repairs at the Old Mill to address leaks and other potential issues Old Mill Building
Parks and Public Works Amber Shah Civic Facilities
$ 50,000 Ongoing Project/Program
Contractor
$ 50,000 $ 30,000 $ 30,000 $ 0 $ 0 $ 110,000
CE $ 50,000 CE $ 30,000 CE $ 30,000 CE CE CE $ 110,000
$ 0
$ 0
$ 0
$ 0
PAGE 84 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
As $75,000 was budgeted for Old Mill Facility Upgrades in FY 23-24, the $50,000 proposed for FY 24-25 represents a re-appropriation of the remaining unused funds. This project involves the completion of various of facility improvements at the Old Mill building, working in conjunction with the Old Mill Foundation. In 2022, a facility condition assessment was completed that identified issues with the plumbing, HVAC, and interior walls. The project will continue for multiple years to ensure the different areas of the facility requiring upgrades are sufficiently addressed. In FY 23-24 the City completed roof repairs to help resolve issues with leaks in various parts of the building. Improvements for FY 24-25 will include additional leak repairs to address seepage issues as well as potential improvements to the interior walls. $ 50,000
$ 10,000
$ 40,000
$ 50,000
$ 50,000
FY 24-25
Donations
PAGE 85 of 120

NEW CONSTRUCTION PROJECTS
FY 24-25
PAGE 86 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
ADA Sidewalk Improvements
The City has received an allocation of CDBG funds from the federal government that can be used towards making sidewalk curb ramps ADA compliant
Citywide
Public Works Amber Shah Right-of-Way
$ 217,000 New Project
Contractor
$ 217,000 $ 0 $ 0 $ 0 $ 0 $ 217,000
CDBG $ 217,000 CDBG CDBG CDBG CDBG CDBG $ 217,000
$ 0
$ 0
$ 0
$ 0
PAGE 87 of 120

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 has received an allocation of $217,000 in Community Development Block Grant (CDBG) funds that may be used in FY 24-25. These specific funds originate with the federal government and are intended to be used towards a project that will improve ADA access in the City. The City has numerous sidewalk curb ramps that are in poor condition and/or currently out of compliance with current ADA accessibility standards. Utilizing the CDBG funds for this project will help bring the City into compliance with ADA standards and improve the safety of residents using City sidewalks, while also not impacting the General Fund.
$ 217,000
$ 217,000
$ 217,000
$ 217,000
FY 24-25
CDBG
PAGE 88 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
Public Works Amber Shah Civic Facilities
$ 150,000 New Request
Contractor
$ 150,000 $ 0 $ 100,000 $ 0 $ 100,000 $ 350,000
CC $ 150,000 CC CC $ 100,000 CC CC $ 100,000 CC $ 350,000 $ 0
$ 0
$ 0
$ 0
PAGE 89 of 120

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. Given that the City will be required by the State to purchase zero-emissions vehicles (ZEV) in the future, having the infrastructure already in place to charge the vehicles would be advantageous to move towards the fleet electrification requirements. The first potential location identified by staff is at the City Hall campus. Given the location of existing power sources, charging stations could be installed in both the public parking lot as well as the staff parking lot. This would enable members of the public to utilize the stations as well as City staff as the City begins incorporating more electric vehicles into its fleet. After the completion of the installation at this location, staff will assess other potential public locations to include for future years.

Cost estimates for the project are roughly $150,000 as it would include the installation of the charging stations as well as any necessary electrical upgrades and software implementation. Staff will explore other potential funding sources and opportunities to potentially lessen the overall financial impact to the City, $ 80,000 $ 150,000
$ 40,000
$ 20,000
$ 10,000 $ 150,000
$ 150,000
FY 24-25
After installation, there are ongoing costs associated with the charging stations software/maintenance that will be included in the Public Works operating budget. Staff will work with the charging station provider to determine the amount of recurring costs, which would not begin until FY 25-26.

Software
PAGE 90 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
Public Works Amber Shah Civic Facilities
$ 60,000 New Request
Contractor
$ 60,000 $ 0 $ 0 $ 0 $ 0 $ 60,000
CC $ 60,000 CC CC CC CC CC $ 60,000
$ 0
$ 0
$ 0
$ 0
PAGE 91 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The fueling station in the City Hall rear yard is used by City staff to refuel their City-issued vehicles. The fueling station is protected by an awning to reduce the impact of inclement weather and other potential hazards. This awning was damaged multiple years ago and no longer provides sufficient protection from the elements, as the structure is missing a portion of an i-beam (can be seen in back right corner of awning in the photo). During rain events, water does not drain properly off the awning and can run into the fuel tanks, which causes additional work for the City's maintenance staff and potential issues for the City's fuel supply.

As such, installation of a new awning at the fueling station is strongly recommended. The installation of a new awning will help protect the City's fueling infrastructure, as well as employees using the fueling station.

Additionally, it will help the City avoid incurring fees from Los Angeles County and the State. This project would be completed by an awning contractor.
$ 60,000 $ 60,000
$ 60,000
$ 60,000
FY 24-25
PAGE 92 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Citywide
Public Works Amber Shah Civic Facilities
$ 60,000 New Request
Contractor
$ 60,000 $ 0 $ 0 $ 0 $ 0 $ 60,000
CC $ 60,000 CC CC CC CC CC $ 60,000
$ 0
$ 0
$ 0
$ 0
PAGE 93 of 120

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 Hall building contains approximately 345 square yards of carpet on the first floor staff space, Council Chambers, and entire second floor (not including restrooms and kitchen/break room). The existing carpet is well beyond its useful life, in poor condition, and is a safety hazard. As such, replacement is necessary to improve the aesthetic quality of the facility as well as to improve safety. Work would be performed by a contractor. In order to provide minimal disruption to the facility and City staff, work would be performed after hours, which, along with the necessary disassembly of furniture, will increase project costs.
$ 60,000
$ 60,000
$ 60,000
$ 60,000
FY 24-25
PAGE 94 of 120

FUTURE CAPITAL CONSTRUCTION PROJECTS
FY 2025-26 AND BEYOND
PAGE 95 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
EOC Electrical Improvements
Upgrades of electrical equipment and circuits in EOC
Emergency Operations Center - City Hall Campus
Public Works Amber Shah Civic Facilities
$ 50,000 Ongoing Project/Program
Contractor
$ 0 $ 0 $ 50,000 $ 0 $ 0 $ 0
CE CE CE $ 50,000 CE CE CE $ 50,000
$ 0
$ 0
$ 0
$ 0
PAGE 96 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Emergency Operations Center located at the City Hall campus is in need of several modifications to improve the overall functional performance when used to coordinate City services during an emergency event, including upgrades to electrical equipment and circuits. The existing set-up in the EOC has wires hanging from the ceiling, which is not optimal. The City is proposing hiring an engineer to design a project that will move the wiring into a more optimal location while still retaining the same functionality for the EOC.
$ 50,000
$ 50,000
$ 50,000
$ 50,000
FY 24-25
Donations
PAGE 97 of 120

CITY OF SAN MARINO
FY 202-202CAPITAL 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

FY

FY

FY

FY
202/202

Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R)00 0HDVXUH0
,
GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), MW (Measure W), &236 &236*UDQW
O (Other)
Photo of Equipment and/or Map Showing Project Location
Library Flooring Repairs and Replacement
Repairs and replacement of existing flooring located throughout the Crowell Public Library Crowell Public Library
PPW / CSD Amber Shah/Cathi Johnson Civic Facilities
$ 350,000 New Project
Contractor
$ 0 $ 0 $ 0 $ 175,000 $ 175,000 $ 350,000
CC CC CC CC $ 175,000 CC $ 175,000 CC $ 350,000
$ 0
$ 0
$ 0
$ 0
PAGE 98 of 120

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Library flooring is 16 years old, and subject to heavy use. In 22-23 alone, the Library hosted 184,617 visits, subjecting the flooring to heavy wear and tear. The building is vacuumed, spot cleaned, and deep cleaned on a regular basis but over time as debris is ground into the material, the flooring is no longer able to resist staining or respond as well to cleaning. As such, it is recommended that the flooring be replaced in the next few years to improve the building's appearance as well as to avoid potential safety/trip and fall issues for staff and patrons. Given the size of the facility, as well as the fact that work will occur after hours, flooring replacement would be a significant expenditure. In order to mitigate the financial impacts, staff is proposing to phase the project over multiple years.
$ 350,000
$ 350,000
$ 350,000
$ 350,000
FY 24-25
PAGE 99 of 120
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Terry Shea, Interim Finance Director
Mark Siegfried, Accounting Manager/Controller
DATE: March 29, 2024
SUBJECT: APPROVAL OF RESOLUTION TO ESTABLISH FISCAL YEAR 2024-25 PUBLIC SAFETY SPECIAL TAX LEVIES

STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government

BACKGROUND
San Marino voters approved the adoption of a special tax in November 1980 on parcels of real property within the City. The special tax is to be used for the purposes of obtaining, providing, operating, and maintaining paramedic services, police equipment or apparatus therefor; paying the salaries and benefits to paramedic, police protection, and firefighting protection and prevention personnel; and for other necessary paramedic expenses, police protection expenses, and fire protection and prevention expenses of the City of San Marino. The parcel tax has been approved by the voters in eleven subsequent elections; it was most-recently approved as Ordinance No. O-19- 1351 for Fiscal Years beginning July 1, 2020, and ending June 30, 2025.

Exhibit 1 to Ordinance No. O-19-1351 established the maximum special tax to be levied for each property zone for Fiscal Years 2021, 2022, 2023, 2024, and 2025. The annual maximum amounts specified in the Ordinance increase by 5% each year over the previous year’s maximum amount. The City Council must set the actual tax amount for each zone each year. From time to time, the City Council has acted to increase the levy to amounts that were less than the maximums established in the Ordinance. For the ten-year period of FY 2010-11 through FY 2019-20, the parcel tax was increased seven times. Six Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
PAGE 100 of 120
of these seven times, the annual increase was 5% while in FY 2018-19, the tax was increased by 2%. For FY 2019-20, FY 2020-21, FY 2021-22 and FY 2022-23, there was no increase. For FY 2023-24, there was an increase of 3%.

DISCUSSION
Below is a table of how much the Public Safety Parcel Tax is a percentage of the operating expenses incurred by the Police and Fire Departments over the years and the next fiscal year’s estimates.

At this time, staff is recommending no increase in the public safety parcel tax rates compared to the prior year as residents continue to feel the effects of inflationary pressures on other goods and products. Although an increase in the public safety parcel tax rate would help alleviate various cost pressures the City is experiencing, Staff believe expenses can be managed such that an increase need not be requested this year.

If Council were to choose to increase the public safety parcel tax rate at a different rate than staff’s recommendation, each percentage increase would generate approximately $35,283 of revenue compared to FY2023-24.

The revenue estimate for the public safety parcel tax that will be included in the FY 2024-25 Proposed Operating and Capital Budget will be based on the parcel tax amounts approved today. If the City Council decides on an increase, the tax will offset the amount that the General Fund subsidizes for paramedic expenses, police protection expenses, and fire protection and prevention expenses in the City.

P ublic S afety Tax
as % of
Year Measurem ent Am ount $ %
P ublic S afety F und
E xpenses
Fiscal Year 2015-16 Audited 2,938,883 29%
Fiscal Year 2016-17 Audited 3,093,737 154,854 5.27% 26% Fiscal Year 2017-18 Audited 3,220,338 126,601 4.09% 29% Fiscal Year 2018-19 Audited 3,357,200 136,862 4.25% 29% Fiscal Year 2019-20 Audited 3,431,755 74,555 2.22% 27%
Fiscal Year 2020-21 Audited 3,426,827 (4,928) -0.14% 26% Fiscal Year 2021-22 Audited 3,421,901 (4,926) -0.14% 25% Fiscal Year 2022-23 Audited 3,439,456 17,555 0.51% 23%
Fiscal Year 2023-24 Estimated 3,528,294 88,838 2.58% 22% Fiscal Year 2024-25 Estimated 3,528,294 - 0.00% 21%
P rior Year
P ublic S afety Tax History
Growth in Collections Over
PAGE 101 of 120
As the current parcel tax is set to expire June 2025, staff will be returning to the City Council later this year to obtain direction on placing the renewal of the tax on the November 2024 ballot for voters to consider. With the parcel tax playing such a significant role in the City’s ability to pay for the current levels of public safety services, it will be a critical policy decision point for the City Council and voters.

FISCAL IMPACT & PROCUREMENT REVIEW
Staff is recommending no increase to the parcel tax next year. The anticipated total collection will be approximately $3,528,294 and will be included in the FY 2024-25 Proposed Operating and Capital Budget.

This report requires no procurement review.

LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.

RECOMMENDATION
Staff recommends that the City Council approve a public safety parcel tax levy of $3,528,294. No increase to the levy is being proposed for this fiscal year.

If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve Resolution No. R-24-02 establishing the Public Safety Special Tax Levies for Fiscal Year 2024-25.”

ATTACHMENTS

1. Resolution No. R-24-02 Establishing the Public Safety Special Tax Levies for Fiscal Year 2024-25

2. Exhibit A to Resolution No. R-24-02, Maximum Special Tax Levies

3. Exhibit B to Resolution No. R-24-02, FY 2023-24 and FY 2024-25 Rates and Estimated FY 2024-25 Total Levy

4. Ordinance No. O-19-1351 and Exhibit 1
PAGE 102 of 120
RESOLUTION NO. R-24-02

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF SAN MARINO, CALIFORNIA, REESTABLISHING THE

PUBLIC SAFETY SPECIAL TAX LEVIES FOR FISCAL
YEAR 2024-25
WHEREAS, in November 2019, the voters adopted Ordinance No. O-19-1351, reestablishing the public safety special tax; and
WHEREAS, the City Council is empowered to establish amounts of tax levy annually each fiscal year in amounts not to exceed maximum levies established in Ordinance No. O-19- 1351; and
WHEREAS, the City Council has considered budgetary matters and proposes a levy that is 0% greater than the fiscal year 2023-24 levy and is below the approved maximum levy for fiscal year 2024-25 as approved as Exhibit 1 to Ordinance No. O-19-1351.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MARINO, CALIFORNIA, DOES HEREBY FIND, DETERMINE, AND RESOLVE AS FOLLOWS:

SECTION 1. The public safety special tax shall be assessed as follows for fiscal year 2024-25:

PUBLIC SAFETY SPECIAL TAX LEVY

AND ASSESSMENT AMOUNTS
FOR FISCAL YEAR 2024-25

POLICE/FIRE PARAMEDIC

ZONES COMPONENTS COMPONENT
RES I 1,295.39 72.49
RES II 1,135.70 72.49
RES III 946.59 72.49
RES IV 816.32 72.49
RES V 621.96 72.49
RES VI 497.98 72.49
RES VII 431.80 72.49
COM I 1,036.94 72.49
COM II 1,620.03 72.49
COM III 2,808.25 72.49
UNIMPR 237.44 72.49
SPLIT 173.35 72.49

PAGE 103 of 120
CITY OF SAN MARINO RESOLUTION NO. R-24-02
PAGE 2 OF 2
PASSED, APPROVED, AND ADOPTED this 29th day of March, 2024. ______________________________________
STEVEN W. HUANG
MAYOR
ATTEST:
__________________________________

ALISON WALKER

CITY CLERK

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.

CITY OF SAN MARINO )
I, Alison Walker, City Clerk of the City of San Marino, California, hereby certify that Resolution No R-24-02 was adopted by the City Council of the City of San Marino at a Regular Adjourned Meeting held on the 29th day of March, 2024, and that the same was adopted by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
________________________________

ALISON WALKER

CITY CLERK
PAGE 104 of 120
Resolution R-24-02
Exhibit A
Zones
Police/Fire
Components
Paramedic
Component
Police/Fire
Components
Paramedic
Component
Police/Fire
Components
Paramedic
Component
Police/Fire
Components
Paramedic
Component
Police/Fire
Components
Paramedic
Component
RES I 1,321 74 1,387 78 1,456 81 1,529 86 1,605 90
RES II 1,158 74 1,216 78 1,276 81 1,340 86 1,407 90
RES III 965 74 1,013 78 1,064 81 1,117 86 1,173 90
RES IV 832 74 874 78 917 81 963 86 1,012 90
RES V 634 74 666 78 699 81 734 86 771 90
RES VI 508 74 533 78 560 81 588 86 617 90
RES VII 440 74 462 78 485 81 510 86 535 90
COM I 1,057 74 1,110 78 1,165 81 1,224 86 1,285 90
COM II 1,651 74 1,734 78 1,821 81 1,912 86 2,007 90
COM III 2,863 74 3,006 78 3,156 81 3,314 86 3,480 90
UNIMPR 242 74 254 78 267 81 280 86 294 90
SPLIT 177 74 186 78 195 81 205 86 215 90
UNASSESS - 74 - 78 - 81 - 86 - 90
Maximum Special Tax Levies
Source: Exhibit 1 to Ordinance No. O-19-1351
Fiscal Year 2020-21 Fiscal Year 2021-22 Fiscal Year 2022-23 Fiscal Year 2023-24 Fiscal Year 2024-25 PAGE 105 of 120

INCREASE

POLICE/FIRE PARAMEDIC POLICE/FIRE PARAMEDIC FROM POLICE/FIRE PARAMEDIC

ZONE COMPONENTS COMPONENT COMPONENTS COMPONENT PRIOR YEAR COMPONENTS COMPONENT RES I 1,295.39 72.49 1,295.39 72.49 0% 1,605.13 89.82
RES II 1,135.70 72.49 1,135.70 72.49 0% 1,407.25 89.82
RES III 946.59 72.49 946.59 72.49 0% 1,172.93 89.82
RES IV 816.32 72.49 816.32 72.49 0% 1,011.50 89.82
RES V 621.96 72.49 621.96 72.49 0% 770.67 89.82
RES VI 497.98 72.49 497.98 72.49 0% 617.06 89.82
RES VII 431.80 72.49 431.80 72.49 0% 535.04 89.82
COM I 1,036.94 72.49 1,036.94 72.49 0% 1,284.88 89.82
COM II 1,620.03 72.49 1,620.03 72.49 0% 2,007.39 89.82
COM III 2,808.25 72.49 2,808.25 72.49 0% 3,479.73 89.82 SPLIT 173.35 72.49 173.35 72.49 0% 214.80 89.82
UNIMPR 237.44 72.49 237.44 72.49 0% 249.21 89.82
FY 2023-24 FY 2024-25 FY 2024-25

EXHIBIT B
FY 2023-24 AND FY 2024-25 RATES

APPLIED RATE RECOMMENDED RATE MAXIMUM RATE
Resolution R-24-02
PAGE 106 of 120

TOTAL TOTAL COMBINED

POLICE/FIRE PARAMEDIC

ZONE PARCELS COMPONENTS COMPONENT TOTAL
RES I 286 $ 370,482 $ 20,732 $ 391,214
RES II 379 $ 430,430 $ 27,474 $ 457,904
RES III 20 $ 18,932 $ 1,450 $ 20,382
RES IV 343 $ 279,998 $ 24,864 $ 304,862
RES V 1,509 $ 938,538 $ 109,387 $ 1,047,925
RES VI 702 $ 349,582 $ 50,888 $ 400,470
RES VII 1,219 $ 526,364 $ 88,365 $ 614,730
COM I 33 $ 34,219 $ 2,392 $ 36,611
COM II 85 $ 137,703 $ 6,162 $ 143,864
COM III 36 $ 101,097 $ 2,610 $ 103,707
SPLIT 3 $ 520 $ 217 $ 738
UNIMPR 19 $ 4,511 $ 1,377 $ 5,889
4,634 $ 3,192,375 $ 335,919 $ 3,528,294

EXHIBIT B
ESTIMATED FY 2024-25 TOTAL LEVY
PAGE 107 of 120
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PAGE 109 of 120
PAGE 110 of 120
PAGE 111 of 120
PAGE 112 of 120
PAGE 113 of 120
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director
DATE: March 29, 2024
SUBJECT: ACCEPTANCE OF $22,000 IN MEMBER AGENCY

ADMINISTERED INCENTIVE PROGRAM FUNDS FROM THE

METROPOLITAN WATER DISTRICT OF SOUTHERN

CALIFORNIA TO BE USED TOWARDS THE PROCUREMENT

AND INSTALLATION OF IRRIGATION UPGRADES ON CITY

LANDSCAPED MEDIANS

STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
Well-Maintained Infrastructure

BACKGROUND
The City of San Marino’s water is primarily provided by two entities, California American Water and Sunnyslope Water. San Marino (and California American Water by association) is a member of the Metropolitan Water District (MWD) of Southern California, which provides the greater Los Angeles region with water. As a member agency under MWD’s jurisdiction, the City is eligible to receive funding from MWD allocated through their Member Agency Administered Incentive Program. This Program allows the City to complete a project that reduces water usage and/or promotes water efficiency and receive reimbursement from MWD. The City has a total allocation of $22,000 in funding for FY 2022/2023 and FY 2023/2024 to complete a project, subject to MWD’s approval. After meeting with MWD to learn more about the Program, staff submitted a request to utilize the funding to perform irrigation upgrades on City landscaped medians, which MWD has approved. Staff now requests Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
PAGE 114 of 120
the City Council officially accept the funding from MWD in order to complete the irrigation upgrades.

DISCUSSION
Earlier this year, the City was notified by California American Water of an opportunity to receive funding directly from MWD through their Member Agency Administered Incentive Program. This Program provides funding to member agencies for projects that improve water efficiency. The City of San Marino is eligible to receive a total allocation of $22,000 in funds for a project that specifically meets this criteria, and no matching funds are required. After discussion both internally and with California American Water and MWD, staff proposed to utilize this funding to replace two irrigation controllers with new smart controllers at two locations along Huntington Drive in the landscaped center medians located at:
● Huntington Drive and Chelsea Road
● Huntington Drive and San Marino Avenue
The existing controllers were selected based on the fact that they are multiple decades old, and therefore outdated and inefficient. The purchase and installation of the new Toro Sentinel DXI Controllers will improve the water efficiency at these locations while still keeping the medians well-maintained.

In addition, staff proposed to upgrade two irrigation controller output boards in the landscaped center medians located at:
● Huntington Drive and Wembley Road
● Huntington Drive and San Gabriel Boulevard
The new, upgraded output boards would allow the irrigation controlled by the output boards in these areas to connect to nearby, existing, recently upgraded controllers, thereby expanding coverage of the area with more water-efficient irrigation. The newer Toro smart controllers and output boards are compatible with the City’s existing Toro irrigation system; and will improve the efficiency of the system to save staff time, water, and money. Overall, the upgrades are part of the City’s broader effort to upgrade its irrigation system, as the Lacy Park controllers were upgraded earlier this year. Should the Council move to accept the funds, the City would need to complete the upgrades by May 31, 2024, in order to receive reimbursement from MWD.

The Parks and Public Works Department received one quote from Imperial Sprinkler Supply for the procurement and installation of the two Toro irrigation PAGE 115 of 120
controllers and appurtenant devices in the total amount of $23,144.20 (this includes procurement and installation). Imperial Sprinkler Supply is part of Sourcewell, a cooperative purchasing alliance that manages the solicitation process and awards contracts on behalf of government and non-profit agencies. Agencies that purchase supplies and equipment through Sourcewell benefit from lower costs by combining the purchasing power of more than 50,000 government, education, and non-profit organizations. As such, the purchase would be in compliance with the City’s procurement policy per SMMC

2.06.05.B.6 and bidding requirements may be waived.

Based on the quote and the fact that Imperial Sprinkler Supply is a participant in the Sourcewell cooperative purchasing alliance, staff recommends the two irrigation controllers and appurtenant devices be procured from and installed by Imperial Sprinkler Supply in the amount of $23,144.20.

FISCAL IMPACT & PROCUREMENT REVIEW
The City will receive a total allocation of $22,000 in funds from the Metropolitan Water District of Southern California for this project. The remaining cost of $1,144.20 will be charged to 394-50-4600-7041 (Citywide Irrigation Upgrades). In summary, the total expenditures for the upgrades are as follows:
● MWD Member Agency Administered Incentive Program: $22,000 ● Citywide Irrigation Upgrades CIP Account: $1,144.20
As MWD funds are distributed on a reimbursement basis, the City will pay upfront prior to receiving the funds from MWD. Sufficient funds are available in Account #394-50-4600-7041 (Citywide Irrigation Upgrades) to cover the remaining cost of the upgrades.

This procurement complies with the City’s purchasing ordinance.

LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.

RECOMMENDATION
Staff recommends the City Council accept Member Agency Public Agency Project funds from the Metropolitan Water District of Southern California to be used towards the procurement and installation of two irrigation controllers and appurtenant devices as described in the staff report.

PAGE 116 of 120
“I move to accept $22,000 in Member Agency Administered Incentive Program funds from the Metropolitan Water District of Southern California to be used towards the procurement and installation of irrigation upgrades on City landscaped medians, as described in the staff report.”

ATTACHMENTS

1. Letter Request for Funds sent to Metropolitan Water District

2. Irrigation Controller Quotes
PAGE 117 of 120
March 4, 2024
Water Efficiency Team – Water Resource Management Group Metropolitan Water District of Southern California
PO Box 54153
Los Angeles, CAQ 90054-0153
Subject: Revised City of San Marino Member Agency Public Agency Project Request The City was previously notified by the Metropolitan Water District (MWD) of approval to use the City’s Member Agency Administered Program (MAAP) allocation provided by MWD to assist with a project upgrading irrigation controllers to improve water efficiency in the City. After reviewing field conditions, the City is now requesting to modify the original project request. Two (2) new Toro Sentinel DXI irrigation controllers, which are much newer and more water-efficient than the City’s existing controllers, are still proposed to be installed at the following previously approved locations:

1. Huntington Drive and Chelsea Road

2. Huntington Drive and San Marino Avenue
Notably, the City is no longer requesting an irrigation controller upgrade at Huntington Drive and El Molino Avenue due to more extensive repairs and upgrades required as a result of a traffic collision that is now part of a claim for damage to City property. The City now requests to utilize the remaining funds in place of the third irrigation controller to upgrade two existing output boards at other locations along Huntington Drive, which represents a revision to the previously approved request. The output boards are located at:

1. Huntington Drive and Wembley Road

2. Huntington Drive and San Gabriel Boulevard
The new, upgraded output boards would allow the irrigation controlled by the output boards in these areas to connect to nearby existing, recently upgraded controllers, thereby expanding coverage of the area with more water-efficient irrigation.

If you have any questions, please contact Robert Bauman, Management Analyst, at 626-300-0765 or [email protected]
Sincerely,
Amber Shah, P.E.

Director of Parks and Public Works/City Engineer
PAGE 118 of 120

QUANTITY UOM ITEM/DESCRIPTION PRICE/UOM AMOUNT
Account:Account:

Phone:Phone:

Branch:Branch:

Fax:Fax:

Bill To: Ship To: CITY OF SAN MARINO CITY OF SAN MARINO

Page 1 of 2 ends

Exp Delv Date:

Activation Date: Agents
Type: Ship Via:

Quoted For:

Quoted By:

PO: Ref: Job:

WHSE OUR TRUCK

ISSTECH
(626)-300-0792
QUOTE
0014220680

ITS - ANAHEIM
02/12/2402/12/24 Sales

L MORIEL
23421 0002
HOUSE
1480 N HANCOCK ST
ANAHEIM, CA 92807
FAX: (714)-696-7545
Phone: (714)-792-2920
2200 HUNTINGTON DRIVE
SAN MARINO 91108

QUOTE ONLY
SAN MARINO, CA 91108
02/12/2402/12/24
Close Date: 03/13/24 LM101893 03/13/24
Printed: 02/29/24 14:43:26
Sequence #: 1
2 EA EA2 TOLDXIBP08WMS 5,524.40 2,762.20/2,762.20/ 5,524 TORO SENTINEL DXI 8 STA;BARE PARTS KIT

W/FMW-WMS
Supp#: DXI-BP08-WMS
Sequence #: 2
2 EA EA2 TOL3641790 0156 99.40 49.70/49.0/ 99

DXI XBEE RADIO X DXI TIMING MODULE
Supp#: 364-1790
Sequence #: 3
2 EA EA2 TOLW241XB 0155 3,060.40 1,530.20/1,530.20/ 3,060 LARGE 24 STA WL OUTPUT BOARD W/XB RADIO

WIRELESS
Supp#: W241-XB
Sequence #: 4
2 EA EA2 TOLDXICELLKIT 5,180.00 2,590.00/2,590.00/ 5,180

TORO DXI CELL KIT
CELLULAR KIT FOR CENTRAL COMMUNICATION 10YRS SERVICE

INCLUDED
Supp#: DXi-CELL-KIT
Sequence #: 5
2 EA EA2 TOLDXITMKIT 0155 800.00 400.00/40000/ 800

DXI TIMING MODULE KIT W/WMS SOFTWARE
Supp#: DXI-TM-KIT
Sequence #: 6
2 EA EA2 TECONSITEINSTALL 1,000.00 500.00/50000/ 1,000

FIELD LABOR INSTALLATION
Sequence #: 7
0 EA EA 0 900 0.00 0.00/0./ 0
ADDED ITEMS TO QUOTE ON 2/27/24
Sequence #: 8
1 EA EA1 TOLW361XT 3,474.10 3,474.10/3,474.10/ 3,474
36 STA WIRELESS OUTPUT BOARD

W/XTND RADIO
PAGE 119 of 120

QUANTITY UOM ITEM/DESCRIPTION PRICE/UOM AMOUNT
Account:Account:

Phone:Phone:

Branch:Branch:

Fax:Fax:

Bill To: Ship To: CITY OF SAN MARINO CITY OF SAN MARINO

Page 2 of 2 ends

Exp Delv Date:

Activation Date: Agents
Type: Ship Via:

Quoted For:

Quoted By:

PO: Ref: Job:

WHSE OUR TRUCK

ISSTECH
(626)-300-0792
QUOTE
0014220680

ITS - ANAHEIM
02/12/2402/12/24 Sales

L MORIEL
Payment Terms:

NET 30 DAYS
23421 0002
HOUSE
1480 N HANCOCK ST
ANAHEIM, CA 92807
FAX: (714)-696-7545
Phone: (714)-792-2920
2200 HUNTINGTON DRIVE
SAN MARINO 91108

QUOTE ONLY
SAN MARINO, CA 91108
02/12/2402/12/24
Close Date: 03/13/24 LM101893 03/13/24
Total: $23,144.20$23,144.20
Printed: 02/29/24 14:43:26
Sequence #: 9
2 EA EA2 TOLSBANTATX9 681.80 340.90/34090/ 681
TORO SENTINEL 900 MHZHIGH PRF OMNIDIR

UHF ANT
Supp#: SB-ANT-ATX9
Sequence #: 10
1 EA EA1 TOLDXIWOBE 1,174.60 1,174.60/1,174.60/ 1,174
DXI 900 MHZ XTND RADIO KIT X

NON SPED ENCL
Sequence #: 11
1 EA EA1 TECONSITEINSTALL 250.00 250.00/25000/ 250

FIELD LABOR INSTALLATION
Subtotal 21,244.70 21,244
Sales Tax 1,899.50 1,899
PAGE 120 of 120

San Marino City CouncilMarch 29, 2024

San Marino City Council
March 29, 2024