City of San Ramon
INFRASTRUCTURE COMMITTEE
AGENDA
Mark Armstrong, Chair • Scott Perkins, Vice Chair
San Ramon Community Center
12501 Alcosta Blvd
Regular Meeting
3:00 PM
February 28, 2022
AGENDA QUESTIONS: PLEASE CALL THE PUBLIC WORKS DEPARTMENT AT (925) 973-2670 Documents received after publication of this Agenda and considered by the Infrastructure Committee in its deliberation will be available for inspection in the Public Works Department located at 7000 Bollinger Canyon Road, San Ramon during normal business hours and in the red binder at the Infrastructure Committee meeting.
1. CALL TO ORDER
2. MINUTES APPROVAL
2.1 Infrastructure Committee - Regular Meeting - May 10, 2021 4:00 PM
3. PUBLIC COMMENT
4. NEW BUSINESS
4.1 San Ramon Community Center Renovation - Phase 2 Exterior Recommendation: Receive the Report and Provide Feedback
5. COMMITTEE MEMBER COMMENTS
6. UNFINISHED BUSINESS
7. ADJOURNMENT
I hereby certify that the attached Infrastructure Committee Meeting Agenda was posted 72 hours before the noted meeting.
Dated: February 24, 2022
MINUTES OF THE
CITY OF SAN RAMON INFRASTRUCTURE COMMITTEE
May 10, 2021
1. CALL TO ORDER
Attendee Name Title Status Arrived
Mark Armstrong Chair Present
Sridhar Verose Vice Chair Present
Attendees: Joe Gorton, City Manager; Steven Spedowfski, Deputy City Manager; Christina Franco, City Clerk; Maria Fierner, Public Works Director; Darin Fitzpatrick, Program Manager; Sean Anderson, Program Manager; Jon Bell, Landscape Maintenance Supervisor; and Debbie Hince, Office Specialist
2. MINUTES APPROVAL
2.1 Infrastructure Committee - Regular Meeting - Apr 19, 2021 2:30 PM Minutes of the April 19, 2021 regular meeting, approved as written (Verose/Armstrong). Passed unanimously 2-0.
RESULT: ACCEPTED [UNANIMOUS]
AYES: Armstrong, Verose
3. PUBLIC COMMENT
Written comment received from Luz Gomez on May 7, 2021 was read into the record by the City Clerk.
4. NEW BUSINESS
4.1 Dougherty Valley Tree Management Program Update and Funding for FY 2021/22
Recommendation: Staff Recommends the Infrastructure Committee Receive the Report and Provide Input on the FY 2021/22 Annual Work Plan and Recommendation on Funding Alternative for the Dougherty Valley Tree Management Program for FY 2021/22.
Mr. Anderson presented the first portion of the DV Tree Planting and Tree Strip Annual Work Plan (AWP) presentation and explained that with AB 1881 - The Model Water Efficient Landscape Ordinance, that turf can no longer be used in planting strips in order to conserve water.
Mr. Bell presented the second portion of the presentation and stated that the City has realized a significant savings with the conversion from turf to low-water use plantings.
Councilmember Verose asked about the CRMs the Public Works Department
2.1 Packet Pg. 3
Minutes Acceptance: Minutes of May 10, 2021 4:00 PM (Minutes Approval) 2 Infrastructure Committee Meeting – May 10, 2021
receives for tree removal in the Dougherty Valley. Mr. Anderson explained that when a CRM is received, staff investigates the costs, urgency for tree removal, damage caused by the tree, etc. Councilmember Verose asked if the cost for the replacement trees increases each year. Mr. Anderson stated that the cost depends on the size of the tree and that costs could increase depending on the contractor’s price of the tree.
Chair Armstrong asked if there had been a reduction in the numbers of tree removal requests during the pandemic. Mr. Anderson stated that there was a slowdown in March and April of 2020, but has since picked up and that Public Services would finish with the AWP for FY 2020/21 by the end of year.
Chair Armstrong opened the item for public comment. There was no public comment.
RESULT: RECEIVED
4.2 Infrastructure Maintenance Fund Update
Recommendation: Receive Report and Provide Comments to Staff Ms. Fierner provided a presentation on the funding for the Infrastructure Maintenance Fund (IMF) and explained that this is brought to the Committee annually. Ms. Fierner also stated that this item would be presented at the Council Budget meeting on May 11, 2021.
Councilmember Verose suggested that staff proceed to Council for the full $1.5M funding shortfall from the General Fund to the IMF.
Chair Armstrong stated that the work funded by the IMF is an investment to the City’s public safety and adds to the quality of life for San Ramon residents.
Chair Armstrong asked if the funding going to the Dougherty Valley AWP was strictly for use in replacing trees. Ms. Fierner stated that the funds could be used for any issues arising in Dougherty Valley and not specifically just for the trees.
Chair Armstrong opened the item for public comment. There was no public comment.
Councilmember Verose stated that the IMF is a great benefit to the City, where there is a strategic plan in place to make repairs to City facilities, and supports the $1.5M contribution from the General Fund.
Chair Armstrong stated that staff had great foresight to put this plan together, that one building at a time should be renovated, and provided his support of $1.5M contribution from the General Fund.
Chair Armstrong encouraged staff to proceed to Council for funding the IMF.
2.1 Packet Pg. 4
Minutes Acceptance: Minutes of May 10, 2021 4:00 PM (Minutes Approval) 3 Infrastructure Committee Meeting – May 10, 2021
RESULT: RECEIVED
5. COMMITTEE MEMBER COMMENTS
None.
6. UNFINISHED BUSINESS
None.
7. ADJOURNMENT
Chair Armstrong adjourned the meeting at 4:56 p.m.
The next meeting of the Infrastructure Committee to be determined.
2.1 Packet Pg. 5
Minutes Acceptance: Minutes of May 10, 2021 4:00 PM (Minutes Approval)
INFRASTRUCTURE COMMITTEE
DATE: February 28, 2022
TO: Infrastructure Committee/City Manager
FROM: Maria Fierner, Public Works Director
By: Sandy Martin, Program Manager
SUBJECT: San Ramon Community Center Renovation - Phase 2 Exterior
EXECUTIVE SUMMARY
On January 26, 2021, City Council accepted the interior renovation of the San Ramon Community Center Renovation Project - CIP 200003 (SRCC) as complete. Additional exterior renovations associated with the SRCC project are now ready to move forward. Proposed renovations tentatively include the following: sealing of the granite surface of the building; painting of the second level patio railing; bringing the second level patio railing into ADA compliance; parapet caps and mesh screen painting; exterior stucco painting; and installation of a shade structure for the Terrace Room Patio. Additional discussions are needed for the configuration and type of shade structure for the Terrace Room Patio. Staff is requesting Committee feedback on the shade structure and the prioritization of the remaining fund balance.
RECOMMENDED ACTION
Staff recommends the Infrastructure Committee receive the report and provide feedback on the remaining exterior renovation improvements for the San Ramon Community Center (SRCC).
BACKGROUND/DISCUSSION
The renovation of SRCC began on December 16, 2019. It was an extensive renovation for one of the City’s oldest facilities. It was intended to revitalize the facility by replacing building components, modernizing finishes, and increasing rental opportunities. While a majority of the renovation work was completed by July 2020, there were a few delays due to COVID-19 and supply chain issues. The interior renovation of the San Ramon Community Center - CIP 200003 was deemed complete, and the work was accepted by Council on January 26, 2021, with Resolution No. 2021 - 028 accepting the work by CNW Construction, Inc. for the Alcosta Senior and Community Center Renovation Project (CIP 200002) and SRCC (CIP 200003), concurrently.
4.1 Packet Pg. 6
Initially, there were exterior renovation items identified for the SRCC project. However, after reviewing the list of interior items, the City Council and the Infrastructure Committee determined that the interior renovation work would be completed first, including the wrought iron fencing surrounding the Terrace Room Patio and the second floor window awning. Both of these exterior items were completed during the interior renovation. Items identified for the exterior of the building were to be completed at a later date and included: sealing of the granite surface of the building; painting of the second level patio railing; bringing the second level patio railing into ADA compliance; parapet caps and mesh screen painting; exterior stucco painting; and installation of a shade structure for the Terrace Room Patio.
Terrace Room Patio Shade Structure
On July 12, 2019, the Infrastructure Committee completed a walkthrough with staff to review the scope of the renovation. During the walkthrough, the Infrastructure Committee expressed the need for a shade structure for the Terrace Room Patio. The Patio, which was built during the renovation of the Meadow Fountain in May 2015, is positioned on the south side of the facility.
During its construction, the Patio was cored with holes so that umbrellas could be installed for shade purposes. When the umbrellas are not installed, it does not appear that there is any cover to shade the area. Unfortunately, the addition of the Patio has been underutilized as a rental space by the public. Since the Patio was not enclosed, it did not provide a private space for celebrations and other rentals. During the interior renovation, the Patio was enclosed with the installation of wrought iron fencing and gates. However, the issue of permanent shade has not been addressed. In an effort to increase its desirability as a rental space, the Infrastructure Committee determined that a permanent shade structure or overhead cover would make the space more desirable, but the type and scope has not yet been determined.
The Infrastructure Committee previously discussed both a sail type structure and a retractable canvas structure. Examples of both of these structures can be found in Attachment A. Staff is requesting that the Infrastructure Committee review the structures, discuss any additional shade structure options, and provide feedback on which type of structure(s) staff should obtain design and construction costs. Public Works and Parks and Community Services staff will work with a design consultant to develop the design option(s) and cost estimates.
ADA Compliant Balcony Handrail
During the interior renovation, staff determined that the exterior railing on the second-story balcony did not meet current ADA requirements. The spacing between the horizontal bars are larger than the current ADA requirements allow. As a result, the handrail will need to be removed and reconstructed to meet current code requirements. In order to allow reoccupation of the facility, the Building and Safety Services Division allowed the issuance of the building permit with the understanding that the handrail would be addressed when the exterior items were completed. As a result, the ADA upgrade to the balcony handrail was added to the list of remaining exterior projects. A cost estimate has been provided, but the design has not yet been determined, and the cost may increase in the future.
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Because the exterior items were to be completed at a later date, the Infrastructure Committee requested that those items be brought back for discussion.
FISCAL ANALYSIS
There is a fund balance of $854,393 in CIP 200003 (SRCC) to complete exterior renovation projects for the facility.
The FY 2019/20 Capital Budget authorized $3,139,939 for the renovation of SRCC ($2,941,939 -COP and $198,000 - Infrastructure Maintenance Fund). Additionally, Council authorized the transfer of the remaining Project balance of $31,000 from the Alcosta Senior and Community Center Renovation Project - CIP 200002 (ASCC) to SRCC - CIP 200003. The total cost of the interior work was $2,285,546 leaving a fund balance of $854,393 in CIP 200003, which was set aside to complete the remaining exterior work associated with the renovation.
Staff obtained preliminary estimated pricing for the exterior scope, less the proposed shade structure, and will need to be updated when finalized. Cost estimates are listed in the table below:
Exterior Projects
1 Sealing Exterior Granite $ 290,000
2 Exterior Painting (Parapet Caps & Mesh Screen) $ 30,000 3 ADA Compliant Railing $ 35,000
4 Exterior Stucco Painting $ 65,000
Estimated Cost - Exterior Projects $ 420,000
The larger unknown cost will be the design and installation of the shade structure for the Terrace Room Patio. Staff would like to proceed with the exterior projects listed above using approximately $420,000 of the $854,393 fund balance. These items are necessary for the ongoing maintenance and preservation of the facility. Completing this work would leave a total fund balance of approximately $434,393 to design and install a shade structure for the proposed Terrace Room Patio, and any other items identified by the Infrastructure Committee.
STEPS FOLLOWING APPROVAL
Incorporate feedback from the Infrastructure Committee. Obtain feedback from the Parks and Community Services Commission. Complete design and bidding process.
Prepare City Council staff report awarding contract(s). Complete the exterior renovation work.
ATTACHMENT:
A: Proposed Concepts for Shade Structure Options SRCC Exterior Renovations Terrace Patio
4.1 Packet Pg. 8
PROPOSED CONCEPTS FOR SHADE STRUCTURE OPTIONS
SRCC EXTERIOR RENOVATIONS
TERRACE PATIO
RETRACTABLE CANVAS SHADE STRUCTURE EXAMPLES
4.1.a
Packet Pg. 9
Attachment: A: Proposed Concepts for Shade Structure Options SRCC Exterior Renovations Terrace Patio (3501 : SRCC Renovation - Phase 2)
PROPOSED CONCEPTS FOR SHADE STRUCTURE OPTIONS
SRCC EXTERIOR RENOVATIONS
TERRACE PATIO
CANVAS SAIL SHADE STRUCTURE EXAMPLES
4.1.a
Packet Pg. 10
Attachment: A: Proposed Concepts for Shade Structure Options SRCC Exterior Renovations Terrace Patio (3501 : SRCC Renovation - Phase 2)