CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: May 21, 2024
=========================================================================================== To: Honorable Mayor and City Councilmembers
From: Dante Del Prete, Public Works Superintendent
Subject: Ives Pool Heater Replacement
=========================================================================================== RECOMMENDATIONS:
Staff recommends that the City Council request that the Western Sonoma County Swimmers contribute $70,000 toward replacement of the Ives Pool Heater due to the maintenance history, poor operating condition, and an extended lead-time of approximately 3 to 4 months for a replacement heating unit in the case of an unrepairable failure. Staff also recommends that the City Council approve up to $15,720 in City funds to cover the remaining costs.
EXECUTIVE SUMMARY:
Ives Pool has been an asset to the Sebastopol community since 1941. and is a vital community recreation resource used by many Sebastopol and West County residents. The Learn to Swim program teaches 2nd Grade Swim lessons to over 400 children per spring season and as many as 2000 lessons for kids annually. The swim team has over 125 participants and the Pool itself can average as many as 1000 swimmers per day during the summer months.
The Ives Pool heating system historically has been maintenance intensive due to the continuous year-round operation of the facility. The current heater is in poor condition and in danger of unrepairable failure. Staff recommends replacement of the current heating unit as soon as possible. We recommend asking the Ives Pool Board to allocate $70,000 of their fund balance to the costs of the heater, with the City covering the remaining cost.
BACKGROUND AND DISCUSSION:
The Public Works Department is responsible for the operation and maintenance of the city infrastructure including the Ives Pool mechanical systems. The existing Pool heater was installed in February of 2019 with a new heat exchanger replaced in March of 2022. The replacement quote received is for a direct replacement of the existing heater. This will allow for the most economical replacement as the plumbing and electrical modifications will be minimal. We believe that the existing heater’s usable lifespan was drastically diminished due to problems with the chlorine system used before being replaced last year. The new chlorine system should remedy the solids buildup in the heating components and extend the life of a new unit. The typical life expectancy span of a well-maintained commercial pool heater is 8–12 years. The proposed new heater will have a warranty of one-year parts and labor with a five-year warranty on the heat exchanger element.
With the replacement unit having a 14-to-16-week lead-time from special order to delivery with the actual replacement taking 2 to 3 working days, city staff is recommending that this unit be ordered as soon as practical to limit the potential downtime of pool operations, especially with the upcoming summer season.
This will limit the potential need for closing the pool for an extended time period. If Ives Pool must remain closed due to the heater failing for an extended period, the Western Sonoma County Swimmers Board (WSCS) will lose their source of income during that time and significantly limit their ability to reimburse the city for utility and chemical costs, thus putting this financial burden for these costs on the City’s General Fund.
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 21, 2024
Realizing the critical nature of continuous operation of the pool, the Wester Sonoma County Swimmers have verbally committed a $40,000 contribution toward the replacement costs. Our latest understanding of their financials is that they have a fund balance of approximately $270,000, and historically have had a balance of $200,000. Their annual operating budget is around $500,000. They have noted that while the heater is the item with the greatest urgency, there are other parts of the facility that will need repair or replacement within the next few years. Also, the pool itself is 80 years old, and eventually will need to be replaced at a substantial cost.
WSCS have been excellent community partners, demonstrating a strong commitment to the community. In addition to operating the pool more cost effectively than the City likely could, and supporting many important community events and programs, they have made substantial investments in the Pool, stating earlier this year that they have contributed $500,000 toward the facility over the past twenty years.
STAFF ANALYSIS:
Public Works staff has thoroughly evaluated the maintenance history, current poor operating condition of the existing pool heater and with the recommendation from our pool heater maintenance contractor we believe this unit will likely not last another fiscal year.
COMMUNITY OUTREACH:
This item has been noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to schedule meeting date. The City has been in discussion with Western Sonoma County Swimmers regarding the additional $30,000 request. They will have a Board members at the City Council meeting. Their Board is scheduled to meet on Wednesday, May 22.
FISCAL IMPACT:
The replacement heater cost is not currently budgeted in the 2023/24 approved budget.
As proposed:
Total replacement cost of $77,927 - Account # 100-43-02-5100 Quoted Net Cost: $77,927
+Contingency 10%: $7,793
Total= $85,720
-WCCS Contribution: (-$70,000)
-Budget Adjustment: $15,720
Not to Exceed Total: $ 85,720
We expect modest savings in energy and maintenance costs with a new heater. The numbers above are based on one quote; if approved by the Council and WSCS we will pursue additional quotes and proceed with the lowest cost option.
Attached is a working draft of the FY 23-24 year-end budget projections. It shows a projected deficit of $1.3 million, use of $1.1 in fund balance as a loan to the sewer fund, and unassigned fund balance of $3.4 million. Staff is preparing the budget for FY 24-25. We anticipate proposing significant budget cuts to achieve a balanced budget.
OPTIONS:
1. Staff recommends requesting that the City ask for a written commitment from WSCS to contribute $70,000 toward the cost of replacing the heater, with the City committing to cover the remaining estimated $15,720. Staff has included a resolution with a budget amendment for this amount.
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 21, 2024
2. The City could commit to funding $45,720 of the estimated expense, conditional on confirming the WSCS commitment of $40,000. This would require amending the attached resolution.
3. The City could cover the full costs of replacing the heater. This would require amending the attached resolution.
4. The City could delay a decision on funding any or all replacement expenses until budget hearings later this year.
5. The City could wait to replace the heater until it fails, understanding that the lead time for ordering and installation is a minimum of 14-16 weeks. With no heater it would be anticipated that the pool would be shut down for that length of time.
If the purchase proceeds, the recommended action authorizes the City Manager to sign all necessary documents associated with replacement up to $85,720.
ATTACHMENTS:
Resolution
Pool Heater Replacement Quote
Ives Pool Public Utilization Numbers (Provided by Ives Pool Board) Working Draft of FY 23-24 year-end budget projections
APPROVALS:
Department Head Approval: Approval Date: __5-16-24__
CEQA Determination (Planning): Approval Date: __5-16-24__ The proposed action is not a project under the California Environmental Quality Act (CEQA) Administrative Services (Financial) Approval Date:___5-16-24_______________ Costs authorized in City Approved Budget: Yes ☐ No ☐ N/A Account Code (f applicable) ____Fund 103_______________________ City Attorney Approval: Approval Date: ___5-16-24_____
City Manager Approval: Approval Date: ___5-16-24_____
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 21, 2024
RESOLUTION NUMBER: 2024-___
CITY OF SEBASTOPOL
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTOPOL AUTHORIZING A BUDGET
AMENDMENT FOR THE IVES POOL RELATED EXPENSES FROM THE BUILDING FACILITIES &
INFRASTRUCTURES RESERVE FUND
WHEREAS, Ives Pool is a vital community recreation resource used by many Sebastopol and West County residents; and
WHEREAS, the Ives Pool heating system historically has been maintenance intensive due to the continuous year-round operation of the facility; and
WHEREAS, the current heater is in poor condition and in danger of unrepairable failure, and the Public Works Department is responsible for the operation and maintenance of the city infrastructure including the Ives Pool mechanical systems; and
WHERE, the existing Pool heater was installed in February of 2019 with a new heat exchanger replaced in March of 2022; and
WHEREAS, realizing the critical nature of continuous operation of the pool, the Wester Sonoma County Swimmers have verbally committed a $40,000 contribution toward the replacement costs of the pool heater; and
WHEREAS, the replacement unit has a 14-to-16-week lead-time from special order to delivery with the actual replacement taking 2 to 3 working days; and
WHEREAS, staff recommends replacement of the current heating unit as soon as possible. We recommend asking the Ives Pool Board to allocate $70,000 of their fund balance to the costs of the heater, with the City covering the remaining cost.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Sebastopol does hereby approve a budget amendment of $15,720 identified in the account listed in this resolution to provide Ives Pool the budget amount for the repair.
The above and foregoing Resolution was duly passed, approved, and adopted at a meeting by the City Council on the 21st day of May, 2024, by the following vote:
VOTE:
Ayes:
Noes:
Absent:
Abstain:
APPROVED: __________________________________________
Mayor Diana Rich
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City Council Meeting Packet for May 21, 2024
ATTEST: _______________________________________________________________ Mary Gourley, Assistant City Manager/City Clerk, MMC
APPROVED AS TO FORM: _______________________________________________ Larry McLaughlin, City Attorney
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 21, 2024
Fax: (707) 938-1437
21819 Eighth Street East Phone: (707) 938-8481
Sonoma CA. 95476 Cont. Lic. # 171486
Eric Billing May 14, 2024
City of Sebastopol
714 Johnson St.
Sebastopol Ca. 95472
Project: 7400 Willow St Boiler Replacement
Re: Quote #24010 REV-1
Dear Eric,
Please find below our price and scope for the above referenced project
SCOPE OF WORK
• Disconnect , safe off , remove and off haul existing boiler • Provide and install new boiler (Like for Like)
• Reconnect gas supply, 2-1/2” CPVC Supply & Return lines & 8” PVC Exhaust • Provide crane & rigging for boiler replacement
• Provide Electrical disconnect and reconnect of boilers only • Provide Factory start-up for new boiler
• REMOVAL & REPLACEMENT OF BOILER SHED COVER BY OTHERS
• 14-16 WEEK LEAD TIME FOR BOILER FROM TIME OF ORDER
Our Price $77,927
ADD ALT FOR MANUFACTURER OUTDOOR VENT CAP FOR BOILER $350.00 Exclusions: Off hour work / Painting / Patching / Framing / Permits / Fees / Bond / Engineering / Drawings / Pipe freeze or line stops / Third Party Inspections / Containment / Water treatment / Work outside the scope listed above / House keeping pads /all Seismic calculations /Controls
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City Council Meeting Packet for May 21, 2024
Piping Proposal
By Peterson Mechanical Inc.
If you have any questions, please contact us at your convenience.
Thank you.
Wayne Ritz
Project Manager
Prices quoted are firm for no more than 30 days from the date of quotation.
Peterson Mechanical
Wayne Ritz 5-14-24
Signature Date
_______________________________
Title
(Terms: Payment Net 30 Days)
Payments are to be made in U.S funds. Peterson Mechanical, Inc. accepts approved MasterCard and Visa credit cards which, if used for payment, will include a 3% pass through surcharge on any invoice over $1000. Partial credit card payments will incur a 3% pass through surcharge fee.
Unless otherwise specified in writing herewith - all invoices are net due 30 days from date of invoice.
Peterson Mechanical, Inc. reserves the right to charge and collect a 1% per month late fee on all invoices remaining unpaid over 30 days from date of invoice.
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 21, 2024
Ives pool numbers
• Average open daily 15 hours.
• 2022 Days open 360 days open.
• Number of patrons visit Ives Pool 80,000.
• 13 programs available.
• Swim lessons given 2000.
• Two local Sumer camps visit us during Summer.
• Home of 2nd grade learn to swim for 39 years. More 12,000 kids become water safety.
• Home of Analy high School Swim Team
• Home of our local youth swim team (SSS).
• Home of our Gentle water class. More than 50 seniors visit us.
• Home of Aqua Aerobics more than 9 classes a week.
• Water polo and Under Water hockey teams.
• Our City owned but bought by WSCS solar panels produced more than 600, 000 KWH.
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 21, 2024
5/16/2024
Description
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
$ Inc/(Dec)
Est vs.
Adjusted
% Change
Est. vs.
Adjusted
OPERATING REVENUE
Property Tax 3,293,347 3,241,600 3,241,600 3,441,000 199,400 6.2% Real Property Transfer Tax 49,530 50,000 50,000 40,000 -10,000 -20.0% Sales Taxes 4,718,318 4,794,560 4,794,560 4,536,000 -258,560 -5.4% User Taxes 858,334 908,000 908,000 865,900 -42,100 -4.6% Transient Occupancy Tax 544,128 500,000 500,000 506,000 6,000 1.2% Franchise Fees 468,871 410,000 410,000 490,000 80,000 19.5% Licenses & Permits 709,578 439,500 439,500 482,500 43,000 9.8% Fines & Special Assessments 51,623 47,500 47,500 63,200 15,700 33.1% Intergovernmental Revenues 2,068,971 16,700 16,700 433,710 417,010 2497.1% Interest & Rents 31,471 96,000 96,000 123,450 27,450 28.6% Charges for Services 182,938 124,100 124,100 122,530 -1,570 -1.3% Miscellaneous Revenue 788,352 130,500 130,500 120,010 -10,490 -8.0% Cost Allocation Plan 2,189,693 2,476,141 2,476,141 2,476,141 -0 0.0% Direct Cost 770,033 869,898 869,898 756,959 -112,939 -13.0% Transfers In 102,500 102,000 102,000 112,000 10,000 9.8% TOTAL REVENUES 16,827,686 14,206,499 14,206,499 14,569,400 362,901 2.6%
OPERATING EXPENDITURE
10 - City Council 503,256 212,311 212,311 202,615 (9,696) -4.6% 11 - City Manager 340,598 472,139 672,139 471,412 (200,727) -29.9% 12 - City Attorney 461,932 645,240 645,240 759,135 113,895 17.7% 13 - City Clerk 424,717 426,745 426,745 403,857 (22,888) -5.4% 14 - Finance 1,218,805 1,401,180 1,401,180 1,328,543 (72,637) -5.2% 21 - Planning 596,114 643,456 643,456 542,434 (101,022) -15.7% 22 - Building 248,051 249,279 249,279 237,689 (11,590) -4.6% 23 - Engineering 515,766 584,197 584,197 586,898 2,701 0.5% 31 - Fire & Prevention 1,302,704 1,553,903 1,553,903 1,287,858 (266,045) -17.1% 32 - Police 5,519,998 6,027,039 6,027,039 5,746,235 (280,805) -4.7% 40 - Senior Center 64,732 69,572 69,572 74,722 5,150 7.4% 41 - Public Works 1,925,630 2,194,385 2,194,385 2,046,807 (147,578) -6.7% 42 - Community Center 442,528 322,830 322,830 318,465 (4,365) -1.4% 43 - Ives Pool 146,925 275,355 275,355 281,655 6,300 2.3% 00 - Non Departmental 280,357 289,000 289,000 239,454 (49,546) -17.1% Debt Service Payments 254,140 265,903 265,903 208,043 (57,860) -21.8% Enteprise Fund Loan (Sewer) - - - 1,100,000 1,100,000 0.0% Transfers Out 167,572 251,500 251,500 251,500 - 0.0%
Transfers Out - Library Project - Phase 1 60,591 - - 294,902 294,902 0.0% Transfers Out - Library Project - Phase 2 - - - 351,633 351,633 0.0% Transfers Out - Police Donation - - - 260,211 260,211 0.0% TOTAL EXPENDITURES 14,474,418 15,884,034 16,084,034 16,994,067 910,033 5.7% Net General Fund Surplus/(Deficit) 2,353,268 (1,677,535) (1,877,535) (2,424,667) Beginning Unassigned Fund Balance 3,450,550 5,808,703 5,808,703 5,808,703 Estimated Ending Unassigned Fund Balance 5,808,703 4,131,168 3,931,168 3,384,035
RESERVE
Policy Reserve Level (Minimum-15%) 2,171,163 2,382,605 2,412,605 2,549,110 Actual Reserve Level 40.1% 26.0% 24.4% 19.9%
GENERAL FUND
FINANCIAL SCHEDULE
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 21, 2024