5/24/22 Item #2
City Council Meeting
Item # 2 - Study Session:
Review of the Proposed
FY 2022/23 & FY 2023/24
Biennial Capital Improvement
Program Budget and FY 2022/23
1852 Operating Budget Changes
THE MISSION CITY
May 24, 2022
Agenda
• Budget Overview
• FY 2022/23 and 2023/24 Proposed Biennial Capital Budget and Five-Year CIP
• Economic Conditions/Ten-Year Financial Forecast Update • FY 2022/23 Operating Budget Amendments
• Budget Calendar
• Questions and Answers
City of
Santa Clara
MUST MEETING MATERIAL
1 Budget Overview
City of
Santa Clara
Proposed Budget Overview
• Biennial Capital Budget and Five-Year CIP, amendments to the FY 2022/23 Operating Budget
• Five-Year CIP project funding of $624 M: utility projects ($509 M) and non-utility projects ($115 M)
• CIP identifies significant unfunded needs totaling $572 M • Ongoing capital funding sources needed to address needs • Limited Capital Projects Reserve (CPR) funds projects in CIP ($7 M) and projects funding in last CIP ($3 M)
• FY 2022/23 Operating Budget balancing strategy remains in place; $20 M projected General Fund shortfall to be
addressed in next Biennial Operating Budget
• Collaboration with all City departments
City of
Santa Clara
2 Proposed Budget Overview
City of Santa Clara Budget
FY 2021/22 FY 2022/23
Adopted Budget Proposed Budget
$ 286.025,931 $269,591,355
28,214,477 27.453,289
Enterprise Funds 670,250,848 815,864,620
Internal Service Funds 41,211,645 42,329,153
39,291,994 19,846,647
Less (Transfers, Contributions, and Reserves)* (178,378,596) (200,317,482) Subtotal Operating Budget $ 886,616,299 974,767,582
$337,391,387 $151,522,312
Less (Transfers, Contributions, and Reserves)* (6,682,539) (1,454,000) Subtotal Capital Budget $ 330,708,848 $150,068,312
Total Budget $ 1,217,325,147 $1,124,835,894
* Adjusts for transfers, contributions and reserves to avoid double counting of the same funds (e.g., internal service funds are excluded)
City of
Santa Clara
FY 2022/23 & FY 2023/24
Proposed Capital Program
Budget and Five-Year CIP
City of
Santa Clara
3 CIP Projects by Theme
2022/23 Bedral
Theme Budget
Administrative Facilities $1,320,000 $1,551,000 $2,871,000 $2,871,000 Community Facilities 1,431,000 1,431,000 1,431,000
• ° 550,000
Convention Center
Electric Utility 93,832,936 184,175,278 278,008,214 389,769,831 Other Community Projects 9,460,082 6,453,710 15,913,792 34,882,959 Parks and Trails 278,000 3,306,920 7,806,920
3,028,920
Sewer Utility 19,045,006 17,797,655 36,842,661 92,217,360 Solid Waste 743,000 765,000 1,508,000 3,944,000
Storm Drain 761,000 714,000 1,475,000 1,475,000
Technology and Equipment 861,536 1,302,374 2,163,910 4,944,718 Transportation 12,869,832 13,790,232 26,660,064 61,725,510 Water and Recycled Water Utilities 6,715,000 5,215,000 11,930,000 22,835,000 TOTAL $150,068,312 $232,042,249 $382,110,561 $624,453,298 City of
Santa Clara
The Center of What's Possible
CIP Projects by Strategic Pillar
Proposed Five-
Year CIP
Strategic Pillar ($ in millions)
Promote and Enhance Economic, Housing, and Transportation Development $14.4 M Deliver and Enhance High Quality Efficient Services and Infrastructure 592.3 M Enhance Community Sports, Recreational and Arts Assets 9.0 M Enhance Community Engagement and Transparency 0.0 M
Ensure Compliance with Measure J and Manage Levi's Stadium 0.0 M 228 Manage Strategically Our Workforce Capacity and Resources 1.4 M Promote Sustainability and Environmental Protection 7.4 M Total Proposed Five-Year CIP $624.5 M
City of
Santa Clara
Tha Center of Wants Poteh
4 CIP Projects - Capital Projects Reserve
FY FY FY FY FY 5-Year
2022/23 2023/24 2024/25 2025/26 2026/27 Total
dministrative Faciliti
orse Mansion Maintenance & Rep $50,000 $50,000 $100,000 Repair to Historic Buildings 100,000 100,000 200,000
Repairs-Modifications to City Buildings 150,000 175,000 325,000 Replacement Self-Contained Breathing 100,000 100,000
oparatus (SCBA) Filling Statior
ationary Standby Generato 920,000 1,191,000 2,111,000
Triton Museum Repair & Modifications 35,000 35,000
Administrative Facilities Total $1,320,000 $1,551,000 $0 $0 $0$2,871,000 Community Facilities
Central Park Library Concrete Sidewalk $273,000 $273,000 Replacement
Community Facilities Total $273,000 $0 $0 $0 $0 $273,000 City of
Santa Clara 9
The Center of Whats Post te
CIP Projects - Capital Projects Reserve
FY FY FY FY FY 5-Year
2022/23 2023/24 2024/25 2025/26 2026/27 Total
Storm Drain
Storm Drain Pump Station (SDPS) Facility $113,000 $71,000 $184,000 Maintenance & Repair
SDPS Motor & Control Maintenance, Repair & 148,000 408,000 556,000 Replace
Storm Drain Slide Gate Rehabilitation 500,000 500,000
Urban Runoff Pollution Prevention Pgm 300,000 300,000
Storm Drain Total $761,000$779,000 $0 $0 $O $1,540,000
Technology and Equipment
Defibrillator Replacement Project $70,000| $70,000 $140,000 Financial & Human Resources Mgm (FHRMS/ 39,283 40,283 40,283 1,000 1,000 121,849 Utility Mgmt. Information Systems (UMIS)
Personal Protective Equipment Replacement 416,536 357,374 234,374 1,008,284 Technology and Equipment Total $525,819 $467,657 $274,657 $1,000 $1,000 $1,270,133 City of
Santa Clara 10
The Cootero What Hone
5 CIP Projects - Capital Projects Reserve
FY FY FY FY FY 5-Year
2022/23 2023/24 2024/25 2025/26 2026/27 Total
Transportation
Annual Creek Trail Rehabilitation Program $200,000 $200,000 Annual Curb Ramp Installation 150,000 150,000 300,000
Bridge Maintenance Program 560,000 740,000 710,000 2,010,000 Safe Routes to School 90,000 90,000 180,000
Sidewalk, Curb and Gutter Repair 300,000 300,000 600,000 Street Tree Services 419,000 419,000
Traffic Engineering Consultant Support 100,000 100,000 200,000 Transportation Total $1,619,000 $1,580,000 $710,000 $0 $0 $3,909,000 Total General Fund CPR Funding $4,498,819 $4,377,657 $984,657 $1,000 $1,000 $9,863,133 City of
Santa Clara
The Chine Wan
Proposed CIP - Administrative Facilities Theme
Five-Year CIP: $2.9 million
• Replacement of SCBA Filling Stations ($100K) 082 019
• Stationary Standby Generators ($2.1 M)
• Maintenance and Repair of City and Historic
Buildings ($660K)
Repairs to Harris Lass Repairs to Harris Lass
City of
Santa Clara
Proposed CIP - Community Facilities Theme
Five-Year CIP: $1.4 million
• Central Park Library Concrete
Replacement ($273K)
• Park Service Center Roof ($800K)
• Central Park Master Plan - Aquatic Center
Planning and Design ($358K)
City of
Santa Clara
The Center of What's Possible
Proposed CIP - Convention Center Theme
Five-Year CIP: $0.6 million
• Santa Clara Convention Center Condition
Assessment Repair ($550K)
• Complete the indoor digital signage project and
update the kitchens and public spaces using
existing funds budgeted in FY 2021/22
City of
Santa Clara
7 Proposed CIP - Electric Utility Theme
Five-Year CIP: $389.8 million
• Scott Receiving Station (SRS) Rebuild and Replacement ($58.6 M)
• Kifer Receiving Station (KRS) Rebuild and Replacement ($53.0 M)
• Homestead Substation Rebuild ($33.0 M)
• Esperanca Substation ($26.8 M)
• Grizzly Tap Line Repairs ($25.0 M)
• NRS-KRS 115kV Line ($22.8 M)
• NRS Transformer Replacement ($14.0 M)
City of
Santa Clara
The Center of Whith Possible
Proposed CIP - Other Community Projects Theme
Five-Year CIP: $ 34.9 million
• Related Santa Clara ($13.8 M)
Tasman East Area
• Tasman East Specific Plan ($3.0 M)
• Patrick Henry Drive Specific Plan ($367 K)
• Public Works Capital Projects Management
Services ($29.1 M)
City of
Santa Clara
The Center of Whit or He
Proposed CIP - Parks and Trails Theme
Five-Year CIP: $7.8 million
• Community Park North - Phase 1 ($4.5 M)
• Westwood Oaks Park Playground
Rehabilitation ($1.0 M)
CITY OF SANTA CLAR
• Park Impact Fees Monitoring ($546 K)
• Quimby Developer Reimbursement ($1.8 M)
• Projects funded by Quimby Act/Mitigation Fee
Act to be budgeted as revenues received
City of
Santa Clara
The Center of What's Poss ble
Proposed CIP - Sewer Utility Theme
Five-Year CIP: $92.2 million
• San Jose-Santa Clara Wastewater Facility
($76.5 M)
• Sanitary Sewer Improvements ($10.0 M)
• Sanitary Sewer Capacity Improvements ($1.0 M)
• Sanitary Sewer Condition Assessment ($2.5 M)
• Sanitary Sewer Hydraulic Modeling ($1.7 M)
• Sanitary Sewer Master Plan Update ($0.5 M)
City of
Santa Clara
The Center of What's Possibe
Proposed CIP - Solid Waste Theme
Five-Year CIP: $3.9 million
• Sanitary Landfill Development - Post Closure
($3.9 M)
- Monthly monitoring, data collection, reporting, and
landfill gas flare source testing
- Construction of monitoring wells, well
abandonments, roadway and fence repairs
- Maintenance and repair of the landfill gas
collection system
City of
Santa Clara
The Cemeal Whatk Auth
Proposed CIP - Storm Drain Theme
Five-Year CIP: $1.5 million
• Storm Drain Pump Station Motor and Control
Maintenance, Repair and Replacement ($556K)
• Storm Drain Slide Gate Rehabilitation ($500K)
• Urban Runoff Pollution Prevention Program
($300K)
• Storm Drain Pump Station Facility Maintenance
& Repair ($184K)
City of
Santa Clara
20 The Center of Whats FUSSIO
10 Proposed CIP - Technology and Equipment Theme
Five-Year CIP: $4.9 million
• Geospatial Information System (GIS) Enterprise System ($1.5 M) • FHRMS Update Project ($296K)
• Fire Protective Equipment Replacement ($1.0 M) and Fire Defibrillator Replacement ($140K) (shift to Operating Budget in FY 2025/26) • Utility Management Information System Enhancements ($2.0 M) Items Shifted to Operating Budget $ 3.9 million
• Replace Network Equipment ($1.6 M), Computer Replacement ($250k), Cyber Security Risk Mitigation ($821k), IT Sourcing Strategy and Strategic Plan ($200K) • Fire Protective Equipment Replacement ($779K), Fire Defibrillator Replacement ($140K), Thermal Imaging Camera Replacement ($80K) (starting in FY 2025/26) City of
Santa Clara
The Cooter of What sHo
Proposed CIP - Transportation Theme
Five-Year CIP: $61.7 million
• Annual Street Maintenance and Rehabilitation Program
($38.2 M)
• Bridge Maintenance Program ($2.4 M)
• Pedestrian and Bicycle Enhancement Facilities ($1.5 M) • Sidewalk, Curb and Gutter Repair ($2.6 M)
• Traffic Signal Enhancements ($2.5 M)
• Uncontrolled Crosswalks Improvements Project ($5.7 M) City of
Santa Clara
The Center of What's Pots-ble
11 Proposed CIP - Water & Recycled Water Utilities
Theme
Five-Year CIP: $22.8 million
• Asset Management Program ($0.8 M)
• Building and Grounds ($3.7 M)
• Distribution System Replacement/Restoration
($10.0 M)
• New and Replacement Wells ($5.6 M)
• Recycled Water System Mains and Services
($250K)
• SCADA Improvements ($2.5 M)
City of
Santa Clara
The Cooler of Whity fore
Unfunded Capital Needs
Five-Year CIP Unfunded Needs = $571.6 M
• $572 M unfunded needs
over five years Community Convention
Facilities, $ 244.6 , Center,$ 12.7,
- Fire Stations 42.8% 2.2%
- Parks, Outdoor Spaces and Trails
- Community Facilities
Parks and
- International Swim Center Trails,
$ 141.5, 24.8%
- Streets and Roads Pavement
Administrative
- Traffic and Bicycle Safety Facilities, $ 75.5,
13.2%
- Storm Sewer System Storm Drains,
$ 35.3, 6.2%
- City Buildings Transportation, Technology and
$ 58.5, 10.2% Equipment,
- Historical Buildings $ 3.5, 0.6%
City of
Santa Clara 24
The Cant o What He
12 Unfunded City Council Priorities
2022 Council Priority Setting Other Initiatives
Session
• Nov. 2024 infrastructure ballot measure
• Vision Zero Policy • El Camino Real Specific Plan revisions • Transportation "Quiet Zone • Sanitary Sewer laterals
• Transportation Demand • Construction of Lawn Bowl Facility Management Study • Crosswalks/Beacons at various locations • Station Area Plan
• Feasibility study: roadway undercrossing
• Downtown Task Force/Precise Plan at railroad tracks separating Benton Street and Brokaw Road near the Santa Clara
Caltrain Station/Future BART Station
• International Swim Center improvements
City of
Santa Clara
25 The Conter of What's PostBle
Unfunded City Council Priorities -
El Camino Specific Plan
• October 2022 Council direction to conduct additional planning work to revise the draft Specific Plan per City Council direction • No action on proposed Budget Amendment to add $1M to fund planning work
• Options for Council Consideration:
- Add $1M to Budget to fund revision (new Plan and new EIR) from Land Sale Reserve
- Strategically reduce density in draft SP but still consistent with EIR - Move forward with rezoning and roadway plan only
- No further action
City of
Santa Clara
26 The Center of What's Possible
13 Potential Funding Strategy
• Additional funding sources needed to support capital infrastructure needs - G.O. Bond Measure
- Parcel Tax
- Dedicated funding (Transfer Tax, other tax measure)
• Neighboring cities use various strategies to support capital infrastructure • Most actions require voter approval
• Potential November 2024 ballot measure
- Robust community education and engagement needed
- Potential measure would reflect community input
City of
Santa Clara
The Confer of What PosNe
Economic Conditions/Ten-Year
Financial Forecast Update
City of
28 Santa Clara
14 Economic Conditions
Real GDP: Percent change from preceding quarter
• Economic conditions continue to recover since
the start of the pandemic
15 • GDP has surpassed pre-COVID peak and is 5
expected to reach the pre-pandemic trend by -15
mid-2022 (UCLA March 2022 forecast) -25
-35
Q1 Q2 03 01 02 03 02 Q3 Q4 Q1 02 03 04
• National unemployment rate dropped to 3.6% in 2019 2020 2021 March 2022, almost at the pre-pandemic U.S. Bureau of Economic Analysis Seasonally adjusted at annual rates unemployment rate of 3.5%
an Jose-Sunnyvale-Santa Clara Metropolitan Statistical Are nemployment Rate Historical Tren
• Local unemployment rate of 2.5% in March 14.0% -
12.0% -
2022, down from 5.8% in March 2021 and pre- 10.0%
8.0%
pandemic February 2020 level of 2.6% 6.0%
20% -
• Transient Occupancy Tax receipts have not
recovered (down 61% from pre-pandemic level)
City of
Santa Clara
The Certer or What's Possibin
General Fund Ten-Year Forecast
April 2022 General Fund Forecast
$4.0 $3.2 $3.2
$3.4 $2.6 $2.9
$5.0
$(23.0)
$0.0
$19.6 M Shortfall
($5.0)
through FY 2023/24
($10.0) This amount will need to
be solved ongoing with
new revenue or
($15.0)
expenditure reductions
($20.0)
($25.0)
202827 2027128 2029/30 203031
203223
Soracad
City of
Santa Clara
The Center of What's Pors. bie
15 General Fund Budget Balancing
• FY 2021/22 and FY 2022/23 Biennial Operating Budget approved in June 2021 • The FY 2022/23 General Fund balancing strategy that primarily uses reserves to address the projected shortfall remains in place
• Budget balancing actions expected to be brought forward for the FY 2023/24 and FY 2024/25 Biennial Operating Budget to address projected $19.6 million General Fund shortfall
- Combination of use of reserves, revenue solutions, and expenditure reductions
- Work to identify new ongoing sources has been underway, including fiscal sustainability measures for consideration on the November 2022 ballot City of
Santa Clara
The Center of whats Possio
Fiscal Sustainability
• Work to identify new ongoing revenue
sources underway
• Potential November 2022 ballot measures
- Modernize business tax
- Outreach underway with public and
business community
• Reduce the level of service disruptions
that may be needed
• Better position the City moving forward
City of
Santa Clara
The Center of What's Possible
16 FY 2022/23 Operating Budget
Amendments
City of
33 Santa Clara
FY 2022/23 Operating Budget Amendments
• FY2022/23 Adopted Operating Budget approved June 22, 2021 • Operating Budget amendments necessary to:
- update revenue estimates for the General Fund and other funds - make adjustments to account for updated labor and non-personnel costs in the General Fund and other funds
- Update resources and production costs in Enterprise Funds - Update positions to reflect FY 2021/22 actions (18.0 non-General Fund positions to support Electric Utility, 10.0 positions restored in the Police Department, and
4.0 positions supported by various funds and reimbursements) • Described in the Appendices section of the Proposed Budget City of
Santa Clara
34 THAT AM MAN BA
17 General Fund Reserves
• Budget Stabilization Reserve (BSR) - Used for weathering economic downturns, emergency financial crisis or disaster situations - Per Council policy, the BSR target is 25% of the expenditure budget - The Council adopted FY 2022/23 budget principles allows this reserve to drop to 15% of expenditures with the use of the Land Sale Reserve to address any remaining shortfall - The FY 2022/23 Proposed Budget includes use of $13.2 million and the ending balance drops to $40.4 million or 15% of expenditures
• Land Sale Reserve - Allocates the proceeds from the sale of City-owned land - This reserve is projected to drop to $12.7 million in FY 2022/23 - Use of $9.7 million in FY 2022/23 as a previously adopted budget balancing action • Capital Projects Reserve - Used to support the City's CIP - The target funding level is a minimum of $5 million
- Fully uses the reserve to address projects in this CIP ($6.7 M) and projects funded in the out years of the last CIP ($3.2 M)
City of
Santa Clara
35 General Fund Reserves
FY 2021/22 FY 2022/23
Estimated Proposed
Reserve Type Balance Balance
General Fund Budget Stabilization (BR) $53.6 M $40.4 M* General Fund Capital Projects $6.7 M $0 M
Land Sale Reserve $22.4 M $12.7 M
Pension Trust (General Fund) $24.0 M $24.0 M
* The BSR reserve dropped to $36.6 million in the FY 2022/23 Adopted Budget; adjustment to $40.4 million to meet the 15% target in FY 2022/23 City of
Santa Clara
The Center of What's Potsible 36
18 Amendments to Budget and Fiscal Policies
• Eliminates the Building Inspection Reserve in the General Fund as this reserve is no longer necessary due to the creation of a separate Building Development Services Fund
• Amends the Utility Funds Reserves
- Adds Special Projects Reserve; renames Construction Reserve to Infrastructure Reserve and modifies the calculation
- Specifies requirements for Electric Utility (revises operating and maintenance reserve to 90 - 180 days due to large fluctuations and variability in energy market, describes infrastructure reserve basis, describes Electric Utility Rate Stabilization Fund)
City of
Santa Clara
Budget Calendar
City of
38 Santa Clara
19 FY 2022/23 and 2023/24 Budget Calendar
• April 29 - Proposed Capital Program Budget Released
• May 24 - City Council Study Session on Capital Program Budget and Operating Budget Changes
• June 7 - Second City Council Study Session on Capital Program Budget and Operating Budget Changes
• June 21 - City Council Adoption of Capital Program Budget, Gann limit, Operating Budget Changes and CIP Carryovers
City of
Santa Clara
The Conter of What Poin
Questions and Answers
40 City of
Santa Clara
20 City Council Meeting
Item # 2 - Study Session:
Review of the Proposed
FY 2022/23 & FY 2023/24
Biennial Capital Improvement
Program Budget and FY 2022/23
1852 Operating Budget Changes
THE MISSION CIN
May 24, 2022
21 RESPONSE TO COUNCIL QUESTIONS RE: 5/24/22 AGENDA
Agenda Item 2: Study Session: Review of the Proposed FY 2022/23 & FY 2023/24 Biennial Capital Improvement Program Budget and FY 2022/23 Operating Budget Changes
Council Question:
1. I know it will take 5 votes to amend the Operating Budget even when we vote on the CIP budget in the next tew weeks. Does it make sense to add additional budget items (drawing from reserves) now or at any time during the upcoming year since the number of votes needed will be the same to do a budget amendment?
Staff Response:
While budget actions can be brought forward at either time, it is generally preferable to bring forward a budget addition during the annual budget process in order to weigh that particular need against all other competing needs and in context of the City's overall fiscal condition. As you know, with the significant budget challenges ahead the use of reserves now will reduce the amounts available in the future in the next Biennial Operating Budget process.
2. How do we decide how to spend the $325K balance from the $400K Council Initiatives Budget? Do I just make a proposal? When and how?
Staff Response:
As part of one of the Budget Study Sessions, Council can provide direction to staff to bring back a proposed budget action for consideration as part of the budget adoption on June 21st. Staff would add those items as policy alternatives for City Council to consider when adopting the budget. Ideally, if there is a proposal that the Council could achieve a consensus during a study session, staff would bring this back in on June 21st as part of the budget adoption. Alternatively, staff could receive feedback during the study session and bring those policy alternatives for City Council to consider when adopting the budget.
3. I would like to fund some of the items from the 2022 City Council Priority Setting session like TDM and ECR. Can I do this from the Land Sale Reserve?
Staff Response:
Yes, the Land Sale Reserve would be a potential funding source.
4. The Homeless Task force money of $75K is just for Homebase. How do we allocate money for actual measures like port-a-potties and showers?
Staff Response:
Per prior City Council action, the City is currently contracting with WeHope to provide mobile shower, mobile laundry and accompanying case management through an Agreement that extends through February 28, 2023 and which is funded with $55,196 from the Housing Authority Fund. A future budget appropriation would be necessary to continue the service beyond February 2023. Staff will evaluate the best service model and funding source and bring those forward in the future for Council consideration.
Council Comments:
I would like more information about the following items (Questions in Red):
1. Central Park Master Plan - Aquatic Center Planning and Design ($358,000); project includes a forensic engineering/architectural and failure study of the ISC facility and its infrastructure with recommendations on necessary repairs, costs, and potential closure timeline. Is this for the full relocation of the ISC or just for temporary repairs?
Staff Response:
There are two separate parts to this project request: (a) a comprehensive forensic building evaluation of the existing ISC in its current location that includes architectural, structural, mechanical, electrical, plumbing, etc., as well as current budget estimates and schedule for completion of any study recommended work; and (b) the initial public outreach and schematic design for a new 50 meter (deep/shallow) pool per the Central Park Master Plan. This two-part strategy is recommended due to the likely continued failure, potential risks and permanent closure of the existing aged ISC infrastructure, and the need for construction at least one replacement pool to accommodate aquatic programs during temporary or permanent closure(s). These two parts will likely require additional funding and should be considered placeholder estimates to begin the study process. The Unfunded Projects in the Proposed Budget includes the unfunded portion of this project estimated at $2.1 million.
For additional clarity, the Central Park Master Plan calls for relocation of the ISC pools to the Kiely side of Central Park through a two-phase design and construction process: initial phase is design and construction of one 50 meter pool and mechanical along with 80% plans for a full aquatic center, followed by a second phase design and construction of 50 meter pool and instructional/community water, dependent upon funding.
2. Santa Clara Convention Center Condition Assessment Repair ($550,000); work will continue on projects funded in FY 2021/22; I see unfunded CIP Projects for the Convention Center is $12.6M. What are those projects and where does the money come from for those? I don't see any budget for this in the 2022/23 and 2023/24 budgets. I see that unfunded repairs are $12.6M.
Staff Response:
Attached is a list of the unfunded projects at the Convention Center. To the extent there are excess revenues from the operation of the Convention Center, these funds can be available for further investment into the Convention Center facility. In a stabilized post-COVID environment, it is projected that the Convention Center will have net operating revenue which will provide a funding source for these currently unfunded improvements.
3. Cemetery Fund and Write-off; Transfer of $870K from General Fund in 2021/22 and 2022/23 while Fee for Services amount to only $600K. Does this mean that the subsidies are more than total revenues? Also "The Cemetery Fund has an accumulated outstanding Advance from the General Fund in the amount of $7,961,149. This action writes off this advance in the amount of $7,961,149 that will not be repaid to the General Fund." Does this mean that the Cemetery has been operating at a loss of almost $800K for 10 Staff Response:
Yes, the Mission City Memorial Park (Cemetery) is a subsidized service that has operated at a "loss" for many years. While the Cemetery operates within a competitive market for both customers as well as our labor/materials/supplies, cost recovery has not been set at 100% and there has been a subsidy (lower price) for Santa Clara residents. The City has been increasing fees for services, while keeping the fees in 2 line with the competitive market. In addition, labor has been kept at the lowest possible level, the cost of operations/maintenance has continued to increase resulting in a structural deficit.
In addition, the sales of the components of burial for both "pre-need" and "at need" fluctuates monthly (e.g., approximately $44.4K December 2021, and $149.2k January 2022) and over time. Over the past few years, sales of new burial plots have varied from 43 to 81 annually, and burials have ranged from 104 to 145 annually (or, an average of 8.6 to 12.1 per month).
Below is a chart that shows the loans to the Cemetery Fund by fiscal year. The loans extend beyond a ten-year period.
Loans to the Cemetery Fund by Fiscal Year
Fiscal Year Loan Amount
2001/02 and prior 988,460
2002/03 157,725
2003/04 194,095
2004/05 9,500
2005/06 410,940
2006/07 175,190
2007/08 93,154
2008/09 100,920
2009/10 774,705
2010/11 485,001
2011/12 584,600
2012/13 244,698
2013/14 12,220
2014/15 370,930
2015/16 293,530
2016/17 327,743
2017/18 433,765
2018/19 618,081
2019/20 64,124
2020/21 771,769
2021/22 850,000
7,961,149
4. Morse Mansion; Is the 5 year maintenance and repair $8.32M? I see we have $50K proposed for 2022/23 and 2023/24. Was a repair assessment made when the City purchased the Morse Mansion? What does the City intend to do with the Morse Mansion in the long term? Staff Response:
Is the 5 year maintenance and repair $8.32M?
No, this estimated amount is for major rehabilitation per the Condition Assessment & Preservation Plan insulation and attic work; landscaping and other site work; structural repair/replacement of foundation; exterior repair and front porch restoration; interior repair, finishes and painting; and termite repair. The current costs were estimated and escalated based on the condition estimate, performing the work to preserve the historical nature of the house and completing it as a City public works project which would include prevailing wage.
3 I see we are have 550K proposed for 2022/23 and 2023/24.
This amount is for ongoing day-to-day maintenance when items need to be repaired for the current tenants, such as roof leaks, plumbing leaks, fixture repairs, HVAC repair and maintenance, and any other issues that are raised to the property manager.
Was a repair assessment made when the City purchased the Morse Mansion? Yes, it was performed in 2017.
What does the City intend to do with the Morse Mansion in the long term? The Morse Mansion lease expires in June 2024. A community outreach process will occur prior before a recommendation for the long term use is forwarded to the City Council. During this process, an assessment on the cost of conversion would also need to be undertaken.
Over the years staff has heard community comments for potential uses such as private offices, a City community facility, city offices, bed & breakfast etc. It should be noted that if there is a change in use of the building there will be significant costs associated with the conversion of the occupancy type. The the structure is residential. If the building was to be converted to a commercial use and/or a public use regardless if there was any assembly area, significant improvements to be the building would be required. The assessment conducted in 2017 did not contemplate a change in occupancy and therefore another report would need to be commissioned to determine the scope of improvements necessary to allow for a change of occupancy from residential to another use.
5. Parkland Acquisition; Why is there $33.4 M of unfunded CIP for Parkland Acquisition? Does this mean we are behind in our Quimby or MFA parkland targets?
Staff Response:
The $33.4M is "unfunded" because the City is currently allocating all new Quimby Act and Mitigation Fee Act (MFA) funds received in lieu of parkland dedication to complete existing prioritized park rehabilitation and expansion projects. This includes repayment of the Reed & Grant Street Sports Park construction loan which Council directed to be 25% of future MFA fees. Once that loan is repaid, then 25% of MFA fees received can be allocated towards acquisition of new parkland. The parkland planned and dedicated within the various Specific Plan Areas such as Lawrence Station, Tasman East, Patrick Henry Drive, etc. as well as other smaller residential developments under 50 units where the City only receives in lieu fees, with no parkland dedication, is less than 2.6 acres per 1,000 new residents.
Therefore, the $33.4M is a place holder estimate of the funding needed for acquisition of at least 2.6 to
3.0 acres per year over a five-year period.
Agenda Item 4.F: Action on Amendment No. 3 to the Agreement with HouseKeys Inc. for Administration Services for the City's Affordable Rental Program
Council Question:
1. Will this item accomplish my desire to have a centralized database of all affordable housing units, especially all available housing units so that a low income renter can see what's available in one place rather than having to contact each developer/project in the city one-by-one? Would there also be a single waiting list for all projects including those in the pipeline for construction? Staff Response:
The Housekeys contract is a step in this direction in that it will further centralize newer affordable housing opportunities in Santa Clara. However, the City cannot require older developments and 100% 4 affordable projects that do not have city funding to use Housekeys. Housekeys does not have one single waitlist, but all active Housekeys drawings are listed on the webpage. For more information, please visit the Housekeys webpage: https://www.housekeys7.com/renter-info-page.
Longer term, there is an effort underway to create a centralized interface for the County that would tie into a regional one as well, but that interface is not expected to be available for a couple of years.
Agenda Item 6: Public Hearing: Adoption of a Resolution Setting Rates for Overall Solid Waste Services and Annual Clean-up Campaign in the Exclusive Franchise Area Council Question:
1. What has been diversion rate (sorting rate of organics from garbage) since we started using GWR (Green waste Recovery)? Do we have audited numbers from third party or are the numbers provided by GWR internally?
Staff Response:
Results from the previous two audits are below. The City is in the process of another audit at GreenWaste Recovery now and will be conducting a second one in 2022 later this year. R3, the City's third-party consultant, and a City staff member are involved with overseeing the audit, collecting data, and completing the report.
Results from February 25, 2021 Audit:
Residential cart diversion - 54.0%
Commercial bin diversion - 49.3%
Combined diversion - 51.7%
Results from June 9, 2021 Audit
Residential cart diversion - 46.8%
Commercial bin diversion - 43.6%
Combined diversion - 45.3%
Agenda Item 7: Approval of a Status Report on the Lease Agreement Between the City of Santa Clara and the Police Activities League (PAL) for the Operation of a BMX Track Council Question:
1. Why was the USABMX proposal to the City not included in the staff report? Staff Response:
The proposal was emailed directly to the City Council from USA BMX. There is a valid agreement in place.
Staff does not have direction from Council to accept alternative proposals.
2. Is the track currently open? If not, when will it be open? What are the implications of having no "USABMX" sanctioned events at the track? Do the kids not get to advance to regional or international competitions?
4. How many days a week is PAL expecting to have the track open?
5. How many clinics is PAL or PAL's new operator planning to run during the summer?
6. Is PAL expecting to raise the fees above $10/rider and is PAL going to charge more for non-residents of the City?
7. How will PAL collect fees if not using the USABMX event management software? 5 8. When are we expected to get the audit report from Mr. Richard Gordon of the Withum Firm? Why are we making any decisions before getting the report?
9. There are allegations that PAL didn't put any money into maintenance of the track but PAL says otherwise. Has PAL submitting any documentation of how much money they have spent on maintenance?
10. Will there be metrics for ridership/attendance to compare PAL performance versus previous track operator attendance?
Staff Response:
Questions #2 - #10, #12 are operational in nature and should be appropriately directed to the PAL Board for their review and response.
11. Will there be any revision of the contract if it is deemed that the community is not being served at a high level?
Staff Response:
Any revision to the existing agreement would be at the direction of the City Council.
12. If it is expected to take 1950 hours for City Parks and Rec staff to oversee the track, how much staff time is PAL committing to cover the same tasks?
Staff Response:
Questions #2 - #10, #12 are operational in nature and should be appropriately directed to the PAL Board for their review and response
Agenda Item 9: Action on the Freedom Circle Future Focus Area Plan Including: Adoption and Certification of the Environmental Impact Report (EIR) Prepared to Analyze the Potential Environmental Impacts for the Project and an Associated Mitigation Monitoring and Reporting Program; Adoption of a General Plan Text Amendment to Add Language Regarding the Creation of Additional Future Focus Areas, the Re-designation of Land Outside of Focus Areas, Creation of the New Very High-Intensity Office/Research & Development (R&D) Designation, and Adoption of a General Plan Amendment to Create the Freedom Circle Future Focus Area, Bounded by Great America Parkway to the West, Mission College Boulevard to the North, San Tomas Aquino Creek to the East, and Highway 101 to the South; Adoption of the Greystar General Plan Amendment to Change the Designation of the Greystar Site from High Intensity Office/Research & Development (R&D) (Maximum Floor Area Ratio of 2.0) to Very High Density Residential (51-100 Dwelling Units/Acre); and Adoption of the Planned Development Rezoning for the Greystar Site, Which Would Allow up to 1,100 Units on a 13.3 Gross Acre Site Bounded by Freedom Circle to the West, Mission College Boulevard to the North, San Tomas Aquino Creek to the East and Highway 101 to the South Council Question:
1. Can we have a discussion of the possibility of widening the San Tomas Creek Trail near the Freedom Circle Focus Area?
Staff Response:
The widening of the STA Creek Trail would need to be addressed as a capital project separate from the discussion of the Freedom Circle Focus Area and Greystar General Plan amendments on tonight's agenda. The trail project would require significant coordination with Valley Water and other agencies and a separate environmental review process outside of the scope of tonight's Council item. The information below on this topic was previously provided to the City Council as part of the September 7, 2021 City Council agenda packet. Please let me know if you have any follow-up questions. 6 Trail Widening
Staff has discussed the potential widening of the San Tomas Aquino Creek trail with the project consultant (MIG), Valley Water staff, and a representative of Greystar. The Creek trail is located outside of the Focus Area project boundaries on land controlled by Valley Water and potential expansion of the Creek Trail is outside of the scope of the current project. Valley Water staff communicated that there is a chance they would be open to it provided that the design for the widening:
• Would not impact their operations on the affected creek reach • Would provide access for maintenance
• Would maintain flow conveyance capacity and integrity of the levee • Would not require removal of native trees or riparian vegetation • Would avoid the need for new bridges.
The City would need to engage an engineer to prepare a schematic design for widening the trail and an environmental consultant to prepare a CEQA analysis. Widening the trail would require coordination regarding the adjacent utilities and engineering work related to widening the levee on which it sits and/or increasing the slope of the levee. Widening the Creek Trail at this location is not currently in the scopes of the City's Bicycle Master Plan, Pedestrian Master Plan, or Creek Trail Network Expansion Master Plan.
The CEQA analysis would likely include analysis of potential impacts to biology, hydrology and recreation. Because the trail is on top of the levee and near the creek, it would require coordination with the Army Corps and the California Department of Fish and Wildlife as well as Valley Water.
Greystar has indicated a willingness to contribute towards the costs for a subsequent effort to widen the trail that does not impact their current project schedule, for which the EIR is scheduled to be in public circulation later this month.
This engineering and CEQA effort will require significant funding and a significant level of staff support. If Council is considering this effort it might be more appropriate to consider in context of all other Council funding and staff priorities for the Community Development and Public Works Departments. If the City Council directs staff to initiate work on widening the creek trail, staff will further develop a project scope and evaluate an appropriate process to engage with the consultants needed to undertake this effort.
Agenda Item 10: Action on a Resolution Declaring the Loyalton Ranch Property Surplus Council Question:
Why is the resolution dated 11/22/2017?
Staff Response:
That refers to the revision date of the template. We have it in the footer of all the templates we maintain. It is not specific to the substance of the resolution, but helps us make sure that the correct version of the template is being used.
7 Spectra - Convention Center Capital Improvement Program - Summary FY 2022/23 - FY 2026/27
YR 1 YR2 YR3 YR4 YR5
Item Description FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27 5-yr Total Priority 2023-01 Convention Center HVAC - This project will fund work associated with the removal and replacement S 1,055,250 $ - $ 1,055,250 A - Critical (Mandated, Chillers and BMS Operating of two (2) of the three (3) existing chillers, the installation of variable Emergency, Under Construction)
System Upgrade speed drives (VSD), and the replacement of related building management system (BMS). The chillers help to provide air control in the Center and the new BMS system will allow the Center to better control temperatures and reduce electrical usage and with scheduling capabilities in the new software.
Two (2) of the three (3) chillers in the Center are original to the building and it has become increasingly difficult to locate repair parts. The older chillers do not allow for quick variable temperature changes as needed by clients. In addition, a new BMS is needed to control the entire HVAC system. The current BMS system was installed in FY 2019/20 as a "stop gap" measure to prevent the consistent failing or crashing of the system resulting in the lost of conditioned air.
2023-02 Convention Center HVAC - This project will fund the following: 284,900 $ 284,900 A - Critical (Mandated, Chilled Water System and Emergency, Under
Construction)
Cooling Towers 1) Chilled water system assessment = $23,100 A chilled water system uses water instead of air to cool the facility and helps to cool off large areas or several rooms individually. A condition assessment of the current chilled water system will be done completed.
The assessment will determine options for either the rehabilitation or replacement of components for the chilled water system. Based on this assessment, a future replacement project may be proposed. 2) Cooling towers replacement = $107,800
The cooling towers, together with chillers, make it possible to air condition large spaces. The cooling towers sit on the roof of the Center.
It is unknown when the last time any of the current cooling towers were replaced. Cooling towers typically needs to be replaced every 8-10 years due to components becoming brittle, clogged, or losing its film surface during upgrades where the current fill may no longer be the right type.
This project will optimize the cooling process of the towers by increasing the surface area between the water flow and the air.
3) Tower Motors, Fans & Drives = $154,000
This project would fund replacement and installation upgrades to the motors and pumps used in various HVAC cooling towers. In some cases the motors are original, installed in the mid-1980's. There are currently motors that are inoperable or need replacement or rebuilding. The replacements would lead to an overall enhancement of operation, control over temperature comfort levels and improved efficiency to assist in lowering overall utilty expense.
2023-03 Convention Center Main This project will fund an assessment of the current sound system within 21,500 21,500 A - Critical (Mandated, Sound System Upgrade the Center. The current sound system in the Exhibit Halls, Ballrooms and Emergency, Under Construction)
lobbies continues to hum and drop out intermittently. An upgrade to the software and the replacement of several components may assist in alleviating the current issues. An additional project may be requested following the results of the assessment.
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Spectra - Convention Center Capital Improvement Program - Summary FY 2022/23 - FY 2026/27
YR 1 YR2 YR3 YR4 YR5
# Item Description FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27 5-yr Total Priority 2023-04 Outdoor Marquee Due to unanticipated expenses, funds for the outdoor marquees were 983,500 $ - $ - $ 983,500 A - Critical (Mandated, shifted to support the Refresh project initiated in FY 2020/21. This Emergency, Under project will fund the assessment of the current technology and equipment Construction) of the four outdoor marquees. The outdoor marquees are antiquated, display unattractive/pixelated imagery, and lack modern technological capacity. Only two of the four boards are working. Updating the marquees to modern technological displays will contribute to the Center's ability to attractively market and promote its events.
Convention Center Access This project will fund an assessment of the current Fire System alarm 31,500 31,500 A - Critical (Mandated, Control and Alarm Monitoring monitoring system. The system control panel is the center of a network Emergency, Under of sensors, which may include smoke detectors, motion detectors and/or Construction) System Upgrade
tamper sensors. Results of the assessment will determine if the current system is at end of life and needs to be replaced. Based on the results of the assessment, a future related project may be proposed. 2023-06 Convention Center Air Wall This project will fund a condition assessment on the current state of the 90,000 $ 90,000 A - Critical (Mandated, Condition Assessment air walls. The assessment will determine options for resurfacing, repair or Emergency, Under replacement of the system and may include a redesign of the full track Construction) system for maximum utilization of space. Based on this assessment, a future replacement project may be proposed.
Air walls are operable wall systems (attached to a track system in the ceiling) that provide the ability for a large meeting spaces to be divided into multiple meeting spaces to accommodate simultaneous events at one time. The air walls in the Center are the originals. They are in poor condition and the current aluminum track system in the Grand Ballroom and Great America Ballroom has required continued repairs over the years to keep them operational. These challenges also result in more lengthy changeovers of the space from event to event.
2023-07 Convention Center Roof 90,000 $ - S 90,000 A - Critical (Mandated, Center or stue exting the as premis erne aiy are s Emergency, Under Structure Condition Construction)
Assessment replacemen en sociated stutures and os. Base on this assessment, a future replacement project may be proposed. 2023-08 Convention Center Boiler This project will fund an assessment of the boiler system at the Center. 31,000 $ - 31.000 Anergenay Undered, System Replacement The current boiler system is antiquated and it is becoming increasingly Construction) difficult to find parts. Age of the equipment also makes it difficult for staff to regulate temperatures for events within the facility. Results of the assessment may lead to the request of additional projects to upgrade equipment.
2023-09 Convention Center HVAC The HVAC system has not been fully updated since it was built over 30 15,750 $ 15,750 $ - $ - $ 31,500 B - Maintenance Study (System Reliability,
Cecial and lambing aliment and system, luding the elina, Ongoing Operations) Great America ing. Visi, the Hurt workis in por contion and needs. to be assessed to determine if it is repairable or if replacement is needed. A full report will be provided at the end of the study. Based on the results of the study, a future related project may be proposed. 20f8
Spectra - Convention Center Capital Improvement Program - Summary FY 2022/23 - FY 2026/27
YR 1 YR3 YR4 YR5
tem Description FY 22123 FY 23/24 FY 24/25 FY 25/26 FY 26/27 5-yr Total Priority 2023-10 Main Lobby Floor In-fil & This was an unanticipated expense from the Refresh project initiated in co 77,895 $ - $ 77,895 D - Not Critical Archway FY 2020/21. In an area in the lobby, a plywood platform was uncovered (Achieve Efficiency or upon removal of the old carpeting. The platform needs to be removed Sustainability) and in-filled to support the full pour and planned design of the polished concrete. Additionally, the archway in the lobby was determined as non- structural and proposed for removal to further enhance and open up the lobby area of the Center.
This project would fund the removal of the temporary carpet, complete the in-fill of the area of the main lobby (including flower beds), demolish the archway in the main lobby, and complete installation of polished concrete in that area.
2023-11 Wall Covering Project This was an proposed enhancement from the Refresh project initiated in $ 116,464 $ 116,464 D - Not Critical FY 2020/21. As part of the design process, wall coverings were (Achieve Efficiency or Sustainability)
proposed to enhance the feel and esthetics in certain locations in the 2023-12 Convention Center Exterior Che project wil fund al costs related to repainting the exero rine tA 696,938 $ 696.938 D - Not Critical Paint Project (Achieve Efficiency or
Sustainability)
The exterior of the Center was last painted over a decade ago and is showing signs of fading and regular wear and tear from years worth of pollution buildup, weathering and staining. A fresh coat of paint will help to brighten the exterior of the Center and to provide a more contemporary feel. 366,750 B - Maintenance
2023-13 Convention Center This project will fund the purchase of new/replacement maintenance EA 149,500 $ 47,250 $ 170,000 - $ Maintenance Equipment equipment: (System Reliability,
Purchases Ongoing Operations)
FY 2023/24
1) One (1) replacement riding floor scrubber = $52,000.
The riding floor scrubber is used to clean large floor surface areas such as the Exhibit Halls. The current riding floor scrubber is at end of life and regularly overheats.
2) ere are curacemet Burishers ore Ses not work and one is at end of life. The burnishers will also be used to polish the newty installed polished concrete in the lobby area.
FY 2024/25
1) One (1) new and one (1) replacement floor scrubber = $47,250.
The floor scrubbers are smaller in stature and provide added mobility for hard surfaces as needed throughout the facility and for areas that cannot be reached by the riding scrubber.
FY 2025/26
1) One (1) new Boom Lift = $170,000
The purchase of a boom lift will eliminate the need to rent the equipment.
The Center rents a boom lift 10-15 times per year at a rate of $1,200/per day. The purchase of a new boom lift is estimated at $170,000 with a useful life of 20-plus years. Rental of a boom lift, if current trends continue at 12 per year would be 240 rentals @ $1,200/per day or $288,000. The purchase could save $118,000 over the same time period.
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Spectra - Convention Center Capital Improvement Program - Summary FY 2022/23 - FY 2026/27
YR 1 YR2 YR3 YR4 YR5
Item Description FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27 5-yr Total Priority #
2023-14 Convention Center Furniture, This project would fund the replacement of all the trash receptacles 259,875 $ 259,875 $ 519,750 B - Maintenance Fixtures and Equipment inside and outside of the Center, new table skirting and the purchase of (System Reliability, (FF&E) new modern furniture for public areas. The current trash receptacles Ongoing Operations) would be replaced with commercial grade trash receptacles that provide disposal options for trash, paper and recycling. Table skirting would be used to upgrade all Center events. New furniture would provide direct power and USB ports for charging electronic devices and networking opportunities for groups using the Center. This project may also include the purchase of some outdoor furniture for the 2nd floor Terrace area. 2023-15 Convention Center Exhibit This project would fund the replacement of the Exhibit Hall seating 1,050,000 $ 1,050,000 $ CA 2,100,000 C - Future System Hall & Ballroom Chairs (folding chairs) and the Ballroom Chairs and storage carts over two Needs / Regulatory Requirement
years.
The Center currently has an inventory of approximately 5,000 folding exhibit hall chairs, of which approximately 4,000 were purchased in 1986.
Nearly 1,000 chairs have been replaced over the past 34-years. The current inventory is aging and needs to be upgraded to modern standards. Additionally, the chairs in each ballroom are of different design. In order to create consistency throughout the facility, new chairs would be purchased for all spaces.
- S 70,350 175,875 B - Maintenance
2023-16 Convention Center Table
Purchases (System Reliability.
Ongoing Operations)
even use ate enter The purchase it eased our tre year.
2023-17 Convention Center Plumbing This project will fund: 1) Replacement of point-of-use water heaters in - $ 45,000 $ 45,000 B - Maintenance the Center kitchen and restroom areas and related electrical costs. Point- (System Reliability.
Upgrades Ongoing Operations)
of-use (POU) water heaters are small heating devices designed as a mini storage tanks or tankless units, built as electric or gas-powered, heating water instantly and supplying mainly one fixture with hot water, and 2) The purchase of supplies and materials needed to convert manual flush to sensor-operated hands-free flushing in public restrooms.
The dur expectan of a retriate the paily are re 12 years and. throughout the property; four units have had to be replaced over the past several years. The project will also contribute to improved sanitation and mitigation of the spread of germs, reduction of potential replacement costs, improved water conservations and energy, and prolonged useful 4 of g
Spectra - Convention Center Capital Improvement Program - Summary FY 2022/23 - FY 2026/27
YR 1 YR2 YR3 YR4 YR5
Description FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27 5-yr Total Priority # Item
2023-18 Convention Center Electrical This project will fund the testing of the Center's Distro panels 200 amps - s 15,750 $ - S 15,750 B - Maintenance Testing or larger and 12KVA transformers (outside of routine maintenance) to (System Reliability, Ongoing Operations)
ensure they can continue to adequately and safely meet the electrical capacity needs of clients. There are currently 4 at the Center. The Distro panels allows the Center to safely power large electrical appliances and other equipment/appliance simultaneously while transformers are used to either increase or decrease the voltage. A full report will be provided upon testing completion. Based on the results of the testing, a future. related project may be proposed.
As technology improves vendors/exhibitors at conventions and tradeshows are using more electronic displays thus the request for power needs is growing for events. The Center needs to ensure the it can continue to adequately and safely meet the electrical capacity needs requested by its clients.
Convention Center Rekeying This project will fund the re-keying of all interior and exterior doors in the 133,875 $ es 133,875 C- Future System Convention Center. Depending on the determined costs and remaining Needs / Regulatory Requirement
project costs, a key cutting machine may be purchased. In addition, during this process Spectra will inquire about the ability to install a keyless entry system for specific areas of the Convention Center, such as the administrative offices, cash rooms, employee entrances, liquor storage and other identified areas where access needs to be monitored.
When Spectra took over management of the Center in March 2018, there were no records available to determine the number of keys (to interior and exterior doors) that had been distributed and to whom they were distributed to. As there was no record or tracking of the distribution of keys this project will contribute to the on-going security of the Convention Center.
31,000 $ 31,000 C - Future System
2023-20 Protection- System Sotware protection sotovare system and bring the eter up to any new National Needs / Regulatory Fire Protection Association (NFPA) requirements. This project would Requirement also include the replacement of any needed devices associated with the fire and life safety system. Based on the results of the assessment an additional project may be requested.
2023-21 Convention Center Interior 766,330 $ - $ 766,330 B - Maintenance Concrete Floors Refinishing (System Reliability,
Project Ongoing Operations)
use to advers neares of greates me at ha fors Funds wilbe 2023-22 Convention Center Theater 78,750 $ - $ - $ 78,750 B - Maintenance Stage Replacement Sage The are apriate a Manly for on the heater. (System Reliability, Ongoing Operations)
Marley dance floors are installed roll-out vinyl floors typically used for dance and sport. Replacement life is typically three years. The existing floor in the theater was last replaced in 2017 or 2018. 5 of 8
Spectra - Convention Center Capital Improvement Program - Summary FY 2022/23 - FY 2026/27
YR 1 YR2 YR3 YR4 YR5
Item Description FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27 5-yr Total Priority 2023-23 Convention Center Theater This project will fund the replacement of the sound baffles in the theater. - $ 80,150 $ - S - S 80,150 B - Maintenance Baffles Replacement Sound baffles are acoustic panels and are hung up on walls and ceilings (System Reliability, with the purpose of absorbing sound, minimizing noise reverberation and Ongoing Operations) enhancing sound quality for events.
The current sound baffles are the original baffles installed when the theater was constructed. A replacement of the sound baffles will enhance sound quality within the theater and the overall experience of clients who use the theater.
2023-24 Convention Center Drapes & This project will fund an assessment of the condition and current state of S 11,000 $ • 11,000 C - Future System Rigging Assessment the acoustical drapes and rigging within the theater. Needs / Regulatory Requirement
The drapes are an integral part of absorbing sound and minimizing noise for events utilizing this space and the rigging (metal/steel supports for lighting) is instrumental for production events that take place in the theater. This project will define options and costs for either rehabilitation or replacement of the curtains and rigging. Based on this assessment, a future project may be proposed.
2023-25 Convention Center Restroom This project will fund the renovation of the restroom facilities throughout - $ 867,500 $ 867,500 $ 1,735,000 B - Maintenance Renovations the Center, with the exception of those in the Mission City Ballroom wing. (System Reliability, Ongoing Operations)
Project would include new flooring/tile, low flow urinals and toilets, new plumbing fixtures and other hardware. The use of hand dryers will be considered to cut down on paper waste.
EY 2025/26: GA Upstairs, Hall A & B, Main Lobby East, 2nd Level Terrace
FY 2026/27: GA Downstairs, Hall C & D, Main Lobby West, 2nd Level Skybridge
2023-26 Convention Center Exterior There are concrete and railing areas throughout the property that have - $ 85,500 $ 85,500 B - Maintenance Concrete and Condition not been replaced or repaired since being installed. (System Reliability, Ongoing Operations)
Assessment and Repair
This project will fund assessments of the following: 1) The condition of the concrete areas of the Convention Center (stairs, sidewalks, curbs, fountains and walls) 2) The condition of the metal railings both within and outside of the facility, particularly those railings on stairwells or skybridges 3) the condition of the communication boxes located both inside and outside of the center. Communication boxes provide access to electrical and other utilities for clients. These projects would be assessed for compliance with current California building codes and would be repaired or replaced to continue to keep the Center up to date.
Based on the assessment, a future project may be proposed. 2023-27 Convention Center Electrical This project will fund an assessment of the current state of the floor - $ 15,400 $ 15,400 B - Maintenance System - Floor Box boxes in the Center, evaluating, power, IT and telephone connections. (System Reliability, The assessment will determine options and estimated costs for upgrades Ongoing Operations) Assessment
to connections or full replacement of all systems included in the floor boxes. Based on this assessment, a future project may be proposed. 6 of 8
Spectra - Convention Center Capital Improvement Program - Summary FY 2022/23 - FY 2026/27
YR 1 YR2 YR3 YR4 YR5
# Item Description FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27 5-yr Total Priority 2023-28 Convention Center This project would fund the purchase of new 6' × 8' and 8' x 8 portable - $ 267,160 $ - $ 267,160 B - Maintenance Performance Staging staging. (System Reliability
Ongoing Operations)
As a matter of safety and aesthetics it is advised to purchase new portable staging every 10-15 years. The Center currently has 104 pieces , 64 of which are over 25-years old. There are two different types of staging: 6' × 8' staging that can be configured at heights of 16", 24" or 32". The portable stage is used by various groups and business for their events in all areas of the Center, but mostly in the ballrooms and meetings rooms.
2023-29 Convention Center This project will fund the installation of motion sensors in the stairwells - $ 39,375 39,375 B - Maintenance Stairwell/Office Lighting and office areas. The project will contribute to increased energy (System Reliability, Sensors efficiency and enhanced safety for employees. Ongoing Operations) 2023-30 Convention Center 2-Way 2-way radios are a vital staff communication tool for all Center events. co - $ 78,400 78,400 C - Future System Radio Project The current radio system is outdated and in need of upgrades. Moving to Needs / Regulatory digital technology offers the ability to continue to update software as new Requirement technology becomes available. The new repeater will also allow staff to have better communication internally with staff and with clients due to a better and larger coverage area.
This project will fund an upgrade to the Center's 2-way radio system, including a new repeater and switching from analog to digital radios. A new repeater allows for better coverage throughout the facility while digital technology provides for greater calling range and better voice quality. There will be additional annual expenses of approximately $3,450 for batteries, radio chips and maintenance and would be included in the operating budget.
2023-31 Convention Center Building This project will fund a condition assessment, repairs and/or - $ - $ 950,000 $ 950,000 B - Maintenance Envelope Repair - Terrace replacement, and watering proofing of tiles. (System Reliability, Ongoing Operations)
Building Front
The 2nd floor terrace that surrounds the 200 Level meeting rooms is cracking and causing both safety issues and aesthetic blight to the facility. In addition, there are spaces in front of the Center on Tasman Street that include tiles and concrete which are in need of repair. 2023-32 Convention Center Door This project will the fund repairs to or purchase of new indoor and 78,400 $ 78,400 B - Maintenance Replacements outdoor doors located in the back of the house at the Center. (System Reliability, Ongoing Operations)
2023-33 Convention Center Security This project will fund the purchase and installation of concrete bollards to $ 118,750 $ 118,750 B - Maintenance Concrete Bollards (Fire protect the outdoor fire control systems. Currently there are no measures (System Reliability, in place, other than locks, to secure this equipment. Ongoing Operations) Control Systems)
2023-34 Convention Center Facility This project will fund the replacement of the current high pressure - - system Reality.
Lighting Project lighting and installation of new energy efficient emitting diode (LED) bulbs in the Convention Center phased over three years: Ongoing Operations) FY 2022/23 - Lighting replacement in the Center theater with dimming capabilities
FY 2023124 - Installation in stairwells, storage and staff areas with motion sensors
FY 2024/25 - Convention Center public areas. Spectra will be working with SVP and will have no cost to Spectra or City.
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Spectra - Convention Center Capital Improvement Program - Summary FY 2022/23 - FY 2026/27
YR 1 YR2 YR3 YR4 YR5
# Item Description FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27 5-yr Total Priority 2023-35 Convention Center Loading This project would fund the replacement of several of the Center's dock - $ - $ 115,500 $ 115,500 C- Future System Dock Levelers levelers. Based on the costs for replacements, a future project to Needs / Regulatory upgrade other dock levelers may be proposed. Requirement The Center has a total of 8-dock levelers located across the back of the facility. Dock levelers are used by decorators or clients to create a smooth transition from their trucks to the back dock area. The current dock levelers have been maintained and refurbished over the past 34- years, but weather and age factors are causing more challenges recently.
2023-36 Convention Center Water This project would fund the replacement or upgrade of the current water - $ - $ 22,500 $ 22,500 C - Future System Pumps pumps within the facility. There are new modern and more efficient Needs / Regulatory Requirement
motors on boiler pumps or other water circulating pumps that could be installed.
2023-37 Convention Center Lighting This project will fund the assessment of the lighting control system at the 31,000 $ 31,000 C - Future System Control Systems Center. A new system will allow Spectra the ability to schedule lighting Needs / Regulatory Requirement
and the percentage of lumens for events in the facility. The current lighting system is manual and the ability to time or schedule lighting will lead to higher efficiencies in operations and an assumed reduction in overall utility expenses. Based on the results of the assessment, upgrades or an additional project may be suggested.
2023-38 Contingency 10% Contingency on project costs 349,470 $ 177,110 232,853 159,369 218,365 $ 1.137.167 2023-39 Project Manager Time Spectra hired as-needed project manager 130,000 $ 133,900 S 137,917 S 142,055 $ 146.316 $ 690,188 TOTALS S 3,974,167 5 2,082,110 $ 2,699,300 $ 1,895,109 S 2,548,331 $ 13,199,016 SPECTRA CONTRIBUTION S 39744167$ 2,082,110 $ (550,000)
CIP UNFUNDED $ 2,149,300 $ 1,895,109 $ 2,548,331 $ 12,649,016 8 of 8
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City of Santa Clara
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THE MISSION CIT Meeting Minutes
Downtown Community Task Force
01/20/2022 6:00 PM Zoom Webinar
Pursuant to California Government Code section 54953(e) and City of Santa Clara Resolution 21-9013, the Downtown Community Task Force meeting will be held by teleconference only. No physical location will be available for this meeting; however, the City of Santa Clara continues to provide methods for the public to participate remotely:
Via Zoom:
https://santaclaraca.zoom.us/j/91975789377
Meeting ID: 919 7578 9377 or
By Phone: 1(669) 900-6833
CALL TO ORDER AND ROLL CALL
The DCTF Chair, Adam Thompson called the meeting to order at 6:03 p.m.
A motion was made by Member Coyne to excuse Member Varshney form the meeting and to excuse Member Reed from the beginning of the meeting. The motion was seconded by Member Ondrasek.
Member Reed joined the meeting at 6:18 pm.
Aye: 7 - Thompson, Ondrasek, Mayer, von Huene, Vargas-Smith, Coyne, and Thai
Absent: 2 - Reed, and Varshney
CONSENT CALENDAR
There were no items.
GENERAL BUSINESS
City of Santa Clara Printed on 05/13/2022
Downtown Community Task Force Meeting Minutes 01/20/2022
1. Civic Center Relocation Study Discussion
There were three public speakers on this item: Mary Grizzle, Emmy, and Donna West.
A motion was made by Member Reed, and seconded by Member Coyne for the DCTF to recommend that the City Council prioritize and fund a Civic Center relocation study.
Aye: 7- Thompson, Ondrasek, Mayer, Vargas-Smith, Reed, Coyne, and Thai Nay: 1 - von Huene
Absent: 1 - Varshney
2. Review and Discuss Infrastructure Costs and Financing Strategy for the Downtown Precise Plan
There was no action on this item.
PUBLIC PRESENTATIONS
There were no public presentations.
ADJOURNMENT
A motion was made by Member von Huene, and seconded by
Member Vargas-Smith to adjourn the meeting at 8:26 p.m..
The next meeting is scheduled for Thursday, February 17, 2022 at 6 p.m.
Aye: 8 - Thompson, Ondrasek, Mayer, von Huene, Vargas-Smith, Reed, Coyne, and Thai
Excused: 1 - Varshney
City of Santa Clara Page 2 Printed on 05/13/2022
Downtown Community Task Force Meeting Minutes 01/20/2022 The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.
If a member of the public submits a speaker card for any agenda items, their name will appear in the Minutes. If no speaker card is submitted, the Minutes will reflect "Public Speaker."
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Contact the City Clerk's Office at 1 408-615-2220 with your request for an alternative format copy of the agenda or other written materials.
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City of Santa Clara Page 3 Printed on 05/13/2022
Mike Wiltberger
Occupation: Research Scientist
Education and Qualifications:
I would be honored to be your next mayor of Santa Clara. My commitment to this city includes having lived, worked and raised a family here since 1991. As an owner of one of Santa Clara's historical homes and founder of innovative medical technology companies that continue to improve the lives of people worldwide, I believe we can preserve the past with a blend of the future. Decades of experience building businesses has taught me the power of community and how to manage growth. I will work tirelessly and transparently to maintain our unique place in the world as a steward of advanced technology without sacrificing our small-town character and quality of life. To accomplish this, I will focus on correcting the city budget, rebuilding our historic downtown, creating jobs by attracting new retail and restaurants throughout the city, investing in infrastructure improvements, and listening to ideas of the residents of Santa Clara.
Mike For Mayor
For more information, please visit www.MikeForSantaClara.com