On December 18, 2018, the City Council authorized the City Manager to execute a service agreement with VCVB for marketing services for a three-year term, with an option to extend yearly, not to exceed five years. The original agreement was to terminate on June 30, 2021. The service agreement inadvertently expired without extending the agreement by one-year written notices to VCVB. City did not realize the agreement had terminated and continued to pay VCVB the assessments. Since the city has been made aware of an expired agreement, staff cannot approve additional payments. The VTBID assessment payments after September 30, 2024 have been paused until a new agreement is signed. Staff request City Council to ratify the previous payments in the amount of $1,101,771 made to VCVB since the agreement expired on July 1, 2021, through September 30, 2024.
The proposed contract will formalize the service agreement with VCVB and rectify past payments made from the time of contract expiration.
FISCAL IMPACT
The incremental costs of administering this assessment is negligible to the General Fund since the City collects the VTBID together with the Transient Occupancy Tax (TOT). It is estimated that approximately $330,000 will be collected through the assessment from the lodging facilities by the City of Vallejo Finance Department for FY 2024-25. The city is only a pass through entity for the payments.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.
ATTACHMENTS
1. VTBID - Resolution Approving VTBID CPS Agreement_CAO Stamp
2. Vallejo Convention and Visitor's Bureau Agreement - 012825
CONTACT
Gillian Haen, Assistant City Manager, (707) 648-4163
[email protected]
RESOLUTION NO. 25- _____ N.C.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO APPROVING A
CONSULTANT AND PROFESSIONAL SERVICES AGREEMENT WITH THE VALLEJO CONVENTION AND VISITORS’ BUREAU FOR MARKETING SERVICES
FOR THE VALLEJO TOURISM BUSINESS IMPROVEMENT DISTRICT,
AUTHORIZING THE CITY MANAGER TO EXECUTE SAME, AND RATIFYING PAYMENTS TO THE VALLEJO CONVENTION AND VISITORS’ BUREAU IN THE AMOUNT OF $1,101,771 FOR SERVICES PROVIDED FROM JULY 1, 2021 THROUGH SEPTEMPBER 30, 2024
WHEREAS, on January 6, 2004, the City Council adopted Ordinance No. 1522 N.C. establishing Chapter 14.50 of the Vallejo Municipal Code, Vallejo Tourism Business Improvement District (VTBID) to levy and collect assessments on all hotels and lodging facilities within this district; and
WHEREAS, the VTBID was established to fund marketing programs to promote the City of Vallejo as a tourism destination and to fund projects, programs, and activities that benefit hotels within the City of Vallejo; and
WHEREAS, on April 6, 2004, the City Council adopted Resolution No. 04-123 appointing members to the VTBID Advisory Board to make a recommendation to the City Council on the expenditures of revenues derived from the levy of assessments; and WHEREAS, as a means to implement the marketing programs, projects and activities that benefit the hotels and lodging facilities within the City of Vallejo, an agreement was negotiated with the Vallejo Convention and Visitors’ Bureau; and WHEREAS, on December 18, 2018, the City Council authorized the City Manager to execute a Consultant and Professional Services Agreement with the Vallejo Convention and Visitors’ Bureau for a three-year term, paid for with VTBID assessment funds, which agreement expired on June 30, 2021; and
WHEREAS, the City continued to pay the Vallejo Convention and Visitors Bureau the VTBID assessments from July 1, 2021 through September 30, 2024 in the amount of $1,101,771.
NOW THEREFORE BE IT RESOLVED that City Council hereby approves the Consultant and Professional Services Agreement with the Vallejo Convention and Visitors Bureau for marketing services for the Vallejo Tourism Improvement District (Agreement), which Agreement is attached hereto as Exhibit A and incorporated herein by reference.
BE IT FURTHER RESOLVED that the City Council hereby authorizes the City Manager or his designee to execute the Agreement and to take any additional action that may be necessary to carry out its purpose.
BE IT FURTHER RESOLVED that the City Council of the City of Vallejo hereby ratifies the previous payments to the Vallejo Convention and Visitors’ Bureau from July 1, 2021, through September 30, 2024 in the amount of $1,101,771.
Adopted by the City Council of the City of Vallejo at a regular meeting held on January 28, 2025, with the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________________
ANDREA SORCE, MAYOR
ATTEST:
_____________________________________
DAWN G. ABRAHAMSON, CITY CLERK
ACTION ITEM 9.A.
DATE: January 28, 2025
TO: Mayor and Members of the City Council
FROM: Andrew Murray, City Manager
Rekha Nayar, Finance Director
SUBJECT: FISCAL YEAR 2024-25 ADOPTED BUDGET SUMMARY, FIVE-YEAR FINANCIAL
FORECAST AND CIP
RECOMMENDATION
Provide adopted budget summary for Fiscal Year 2024-25 , midyear update and five-year financial forecast.
REASONS FOR RECOMMENDATION
In accordance with City Charter Sections 701 and 702, the City Manager must submit a proposed budget to the City Council, including recommended expenditures, estimated revenues, and an explanatory budget message, 45 days prior to the start of the fiscal year. The City Council is required to publish a summary of the proposed budget, provide information on public inspection, and hold a public hearing to allow residents to express their views. The expenditures outlined in the proposed budget must adhere to the limitations imposed by Article XIII B of the California Constitution, ensuring that the city operates within its financial means. The City Manager is also authorized to make budgetary adjustments throughout the fiscal year to address changing circumstances and ensure efficient use of funds.
The process of creating a city budget is multifaceted and involves several stages to ensure accuracy and community involvement. It begins with the City Manager and Finance Department collaborating with all city departments to draft a proposed budget, which includes projections of revenues and planned expenditures.
This draft is then presented to the City Council and made available for public review. Public hearings are conducted to gather input from residents, ensuring that the community's needs and priorities are reflected in the budget. After considering public input and making necessary revisions, the City Council adopts the final budget, providing a clear financial roadmap for the city’s operations and projects for the upcoming year.
A city budget is a comprehensive financial blueprint that outlines the expected revenues and planned expenditures for the upcoming fiscal year. It details how the city allocates funds to various public services and infrastructure projects, ensuring that resources are managed effectively and align with the community’s priorities. Covering aspects from public safety and economic development, the budget provides transparency and accountability, allowing residents to see how their tax dollars are being utilized to improve their city.
BACKGROUND AND DISCUSSION
This item is to provide Council with an overview of the FY 2024-25 Adopted Budget for General Fund and Capital Improvement Projects (CIP). The City Council adopted the FY 2024-25 budget on June 11, 2024. The staff will propose midyear adjustments to council on February 11, 2025 for consideration.
A. FY 2024-25 Adopted Budget General Fund Revenues
The Adopted FY 2024-25 General Fund revenue budget was developed based on projections available around April 2024. Totaling $134.33 million (excluding Measure P), the General Fund reflects a 1.14%
Date: January 28, 2025
Subject: FISCAL YEAR 2024-25 ADOPTED BUDGET SUMMARY, FIVE-YEAR FINANCIAL
FORECAST AND CIP
increase compared to the prior fiscal year’s adopted budget. This growth is primarily driven by increased revenues from sales tax, property tax, utility users’ tax, and business license tax, offset by declines in cannabis tax and transient occupancy tax revenues.
Measure P, implemented on April 1, 2023, raised the City’s sales tax rate from 8.375% to 9.25%. This measure is projected to generate an additional $18.10 million in revenue for FY 2024-25, bringing the total Adopted General Fund revenue to $152.43 million. This represents a 0.96% increase, or $1.45 million, compared to the previous fiscal year’s adopted budget.
• Property Tax budget is $40.2 million, an increase of 0.6% over FY 23-24. • Sales Tax budget is set at $39.9.0 million, an increase of 2.3% over FY 23-24. • Measure P budgeted at $18.10 million, a decrease of 0.4% over FY 23-24. • Utility Users Tax budget is $14.4 million, an increase of 8.0% over FY 23-24. • Cannabis Tax budget is $2.0 million, an decrease of 16.7% over FY 23-24. • Business License Tax budget is $1.8 million, an increase of 6.1% over FY 23-24. • Transient Occupancy Tax budget is $1.6 million, an decrease of 29% over FY 23-24. • Franchise Tax budget is $6.8 million, an increase of 16% over FY 23-24. • Program Revenue budget is $18.4 million, an decrease of 1.2% over FY 23-24.
B. FY 2024-25 Adopted Budget General Fund Expenditures
The General Fund expenditures amount to $138.31 million, distributed across various departments as follows:
Police Department at $62.14 million in expenditures, followed by Fire Department at $31.83 million, Administration at $15.59 million, Public Works at $9.92 million, Planning & Development Services at $6.18 million, and City-wide expenses at $8.62 million. City-wide expenses encompass cross-departmental expenditures that cannot be specifically attributed to any departmental location. With the inclusion of Measure P expenditures of $4.03 million, total Adopted General Fund expenditures for FY 24-25 is $138.31 million.
Most General Fund expenses for the city are being held at status quo. To maintain a balanced budget the City Council authorized a reduction of 10% in Service & Supplies totaling $1.76 million, a decrease of $1.07 million in Salaries & Benefits for Leave Payout and Anticipated Compensation, and postponing $500,000 of Participatory Budget.
The 3.66% rise in General Fund expenditure from the previous year is primarily driven by increased salary and benefits by $5.50 million, alongside the addition of Measure P expenses of $4.03 million.
One time expenditures included in the FY 24-25 budget are as follows:
• $250,000 City Attorney - Legal Fees & Investigations • $92,000 City wide – Contract Increases
• $51,994 Board & Commissions – Service & Supplies
• $435,105 Police – Axon Contract ($125k) and DOJ Software & Computer Expenses ($310k) • $140,481 Public Works – Maintenance ($15k), Utilities ($49k) and Janitorial ($77k)
C. FY 2024-25 Adopted Budget General Fund Five Year Forecast as of June 30, 2024
At the time the City Council adopted the budget, there was an available fund balance of $24.1 million, which would be 17.9% of the total adopted expenditure, excluding Measure P revenue and expenditure. GFOA Date: January 28, 2025
Subject: FISCAL YEAR 2024-25 ADOPTED BUDGET SUMMARY, FIVE-YEAR FINANCIAL
FORECAST AND CIP
recommends, at a minimum, that general-purpose governments, regardless of size, maintain unrestricted budgetary fund balance in their general fund of no less than two months of regular general fund operating revenues or regular general fund operating expenditures. The City includes a five year forecast in the budget document, which is illustrated in the table below and in Exhibit A.
D. BUDGET ASSUMPTIONS / PRACTICE FOR FY 24-25
Listed below are key assumptions and city practice in developing the annual budget:
i) Salaries: annual salaries cost is calculated for each authorized position based on council approved salary schedule for each bargaining group. Vacant positions are budgeted at step 3 of the salary schedule.
ii) Projected salary savings: city assumed a vacancy savings of 8% (based on prior year trends) of total authorized salaries and benefits (net of pension unfunded liability and worker's comp). The salary savings is budgeted as contra-expense (a reduction to salaries and benefits budget) in citywide. The budgeted salary savings is reallocated to the departments at mid-year based on actual vacancy trends for six months (July to Dec).
iii) Pension Funding (including PARs Trust 115): The City makes two minimum required employer contributions to CalPERS based on actuarial valuation report as of June 30, 2022:
• Unfunded Accrued Liability (UAL): The City makes an annual lump-sum payment in July (instead of monthly payments), taking advantage of a 3% discount ($940K for FY 24-25). The resulting discount is transferred to the City’s PARS trust account.
• Normal Cost: The 'normal cost' (safety 21.98% and miscellaneous 11.35%) is budgeted for all authorized FTEs. At year-end, a difference (delta) often arises between the 'budgeted normal cost' and the 'actual normal cost,' (due to vacancy). This delta is calculated at year-end ($1.6 M for FY 23-24) and transferred to the City’s PARS 115 trust account.
All PARS trust contributions, along with investment earnings, are reported as 'Restricted Fund Balance' in the General Fund. These funds can be used by the City to reduce or eliminate significant fluctuations in future employer contributions to CalPERS, particularly during economic downturns.
iv) Worker's compensation & General liability: worker's comp and general liability costs are calculated as a percentage of payroll. The allocation is based on the funding requirement provided by our actuarial report and each departments' five year claims average.
Date: January 28, 2025
Subject: FISCAL YEAR 2024-25 ADOPTED BUDGET SUMMARY, FIVE-YEAR FINANCIAL
FORECAST AND CIP
v) Anticipated compensation increase: compensation increase is budgeted at 3.5% for agreements expired as of Jun 30 2024 (IBEW/CAMP/Unrep).
vi) Fleet replacement: annual fleet replacement costs are provided by PW based on the 5 year average fleet replacement schedule maintained by the fleet team. Each year the schedule is updated based on current condition and urgency.
vii) Fleet maintenance: this budget is proposed based on prior year actual expenses including any anticipated inflationary costs for items such as fuel and labor.
E. FY 2024-25 CIP
New allocations to the CIP budget for FY 2024-25 total $8,695,903. Projects identified in the CIP are funded through a variety of mechanisms, such as General Fund transfers, grants, fees, and gas taxes (Highway Users Tax Act-HUTA; Road Maintenance Rehabilitation Account-RMRA/Senate Bill 1-SB1). Each project in the CIP document identifies the funding source(s) for that project to be allocated over the course of the five- year planning period. The approval of specific funding sources and amounts are authorized as part of the City's budget process or are presented to the City Council at the time of the individual project approval.
Below is a breakdown by funding source for FY 2024-25, See Exhibit B for more details:
FISCAL IMPACT
This is an informational items therefore there is no fiscal impact.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.
ATTACHMENTS
1. Exhibit A General Fund Five Year Assumption
Date: January 28, 2025
Subject: FISCAL YEAR 2024-25 ADOPTED BUDGET SUMMARY, FIVE-YEAR FINANCIAL
FORECAST AND CIP
2. Exhibit B FY 2024-25 CIP
CONTACT
Rekha Nayar, Finance Director (707) 648-4592
[email protected]
General Fund Five Year Assumptions
Overview:
The Five-Year Financial Forecast (“Five-Year Plan”) provides City Council and management an overview of the financial position of the City’s General Fun d. The schedule presents the out-year projections in the context of recent and current financial activity, including one prior year.
The City regularly utilizes the Five-Year Plan to aid in decisions that may affect long-term revenues or expenditures, such as proposed labor agreements, or to evaluate the fiscal impact of unanticipated events. The tool is also utilized as a benchmark during the Midyear Budget Revision process, when actual trends are measured against adopted budget.
The Five-Year Financial Forecast contains a number of assumptions from various sources, including:
Revenue:
Revenue projections are prepared individually for each revenue source, and assumptions, and source data for the projections vary widely.
Measure P, an additional transaction tax of 0.875%, serves as the primary catalyst for sales tax becoming the main revenue source for the City. The projected revenue from Measure P for FY 24-25 is $18.1 million.
The sales tax revenue, excluding Measure P, is anticipated to increase by 2% in comparison to the adopted budget for fiscal year 2023-2024, with the auto business, resta urants, fuel, and general consumer goods industries being the contributors. The growth rate for sales tax revenue is expected to continue to increase around 3% in the out years.
Property tax excluding in lieu was forecasted to increase by 2% when compared to FY 23-24 Adopted budget. The increase is primarily driven by mortgage rates and borrowing cost for potential home buyers.
The forecast for out-years assumed to increase by 4%.
Program revenues are primarily fees collected by Planning and D evelopment Services and Public Works and were forecasted based on economic growth anticipated by the departments for the out years.
Expenditure:
Salaries: Annual salaries cost is calculated for each authorized positi on. Step increases are assumed for employees below top step (two steps for employees at step one or two, and one step increase for those at step three or four). Salary increases, specialty and other pays authorized in Memorandums of Understanding (MOUs) or employment contracts are all incorporat ed based on actual data, or when vacant, on trends.
Pension: Current and out-year pension costs are based on the requirement s set forth on June 30, 2022, CalPERS Annual Valuation Reports for the Safety and Miscellaneo us plans. The City’s contribution rate for both Safety and Miscellaneous Groups is comprised of two co mponents: Normal Cost (NC) Rate, which represents the annual cost of service accrual for the upc oming fiscal year, for active employees. Annual payment on the Unfunded Accrued Liability (UAL) is the amortized dollar amount needed to fund past service credit earned (or accrued) for members who are currently receiving benefits, active members, and for members entitled to deferred benefits, as of the valuation date.
Workers’ Compensation: Workers’ compensation costs are recalculated each year based on five-year claims history by department. Costs are allocated based on the following activities: Police, Fire, Field and Office/Clerical. Out-year forecasts are based on an average escalation of 2%.
Exhibit A
General Fund Five Year Assumptions
Health Benefits / Retiree Health Benefits: Average health insurance costs are calculated by bargaining group based on actual plan selections of current incumbents. Out-year costs are based on rate increase assumptions utilized by the City’s actuary to prepare the Other Post-Employment Benefit (OPEB) actuarial study. The OPEB study, which is required to be comple ted biannually, provides the annual Actuarially Determined Contribution (ADC) by bargaining unit as a percentage of payroll, which is used to calculate the retiree health benefit projection. The ADC rep resents the current annual payment expected to cover the total cost of both current and future retirees’ medical.
Leave Payouts: Payments to exiting employees for accrued unused leave vary w idely from year to year.
The City reviews historical trends and incorporates actual know n pending retirement data to arrive at this estimate. Out-year adjustments are not generally made, given the inherent uncertainty.
Projected Vacancy: The City’s labor budget includes all authorized positions. Th e anticipated accruing is captured separately in the Five-Year Plan as a contra-expense (a reduction to an expenditure reflected as a separate line item). As with leave payouts, this figure fluc tuates significantly, however, the City also retains some control over the pace of recruitment, and in that sense this item is a unique component of the Salaries & Benefits expenditures. This projection is generally based on a historical review of budgeted vs. actual labor expenses and can be adjusted throughout the year.
Vehicle Maintenance/Replacement: This item follows a schedule of replacement purchases, and out-year forecasts are based on an average escalation of 5%.
Utilities: The City adjusts this line item for actual known changes in utility costs, otherwise the assumption is an average of 5% increase due to anticipated increase in rates.
Services and Supplies: This line item has an escalation of 2% for out years and is adjusted based on past trends and planned new spending in each Fiscal Year. The year-t o-year fluctuation of $250,000 seen in the out years is due to adding in estimated election costs during election years.
Bonds, Leases and Other Costs: The costs in this line item are based on actual costs from bond issue documents and repayment schedules.
Infrastructure/Capital Maintenance, including Streets: The City has allotted funding for Participatory Budget (PB), street and building for FY 24-25 and flat amount in out years.
General Liability: This cost assumption is estimated to increas e by 9% in out years. This increase is primarily due to an increase in insurance premiums and number of claims.
Project # Project Name Fund No. Fund Name FY 2024-25
Appropriation
PWC111 Public Building Repairs 201 Capital Outlay 500,000$ PWC112 Roof Repairs / Replacement 201 Capital Outlay 625,000$ PW9433 Homeless Navigation Center 228 Measure P Fund 1,100,000$ PWV001 Vallejo Station Major Maintenance 431 Vallejo Station Parking Structure 500,000$ 2,725,000$
PWC113 Street Sign Upgrade 226 Road Maint Rehab Acct (RMRA) / Senate Bill 1 (SB1)
200,000$
PWC114 Solar Street Lights 226 Road Maint Rehab Acct (RMRA) / Senate Bill 1 (SB1)
200,000$
228 Measure P Fund 500,000$
PWL004 Town and Country I Fence 165 Landscape Maintenance District Town & Country I 75,000$ PWL007 Glen Cove Parkway Improvements Phase 2 185 Landscape Maintenance District Glen Cove III 100,000$ 201 Bond Glen Cove ($533,880 from PW9787 +
$196,615 interest)
730,495$
1,805,495$
PW9415 Sidewalk Shaving Program 226 Road Maint Rehab Acct (RMRA) / Senate Bill 1 (SB1)
69,288$
PW9417 Traffic Calming Toolbox Program 226 Road Maint Rehab Acct (RMRA) / Senate Bill 1 (SB1)
300,000$
PW9703 Springs Road Pavement Rehabilitation 226 Road Maint Rehab Acct (RMRA) / Senate Bill 1 (SB1)
1,500,000$
PW9705 Americas with Disabilities Act (ADA) Curb Ramps 226 Road Maint Rehab Acct (RMRA) / Senate Bill 1 (SB1)
150,000$
PW9709 Pedestrian Crossing Enhancements at 17 Locations 226 Road Maint Rehab Acct (RMRA) / Senate Bill 1 (SB1)
150,000$
PW9728 Sacramento Street Road Diet Phase 2 226 Road Maint Rehab Acct (RMRA) / Senate Bill 1 (SB1)
150,000$
PW9787 Glen Cove Improvements 201 Bond Glen Cove (733,880)$ PWC109 Streets / Pavement Maintenance and Rehabilitation 201 Capital Outlay 1,080,000$ 219 Gas Sec 2103 / Highway Users Tax Act (HUTA) 800,000$ 226 Road Maint Rehab Acct (RMRA) / Senate Bill 1
(SB1) - Maintenance Staff
300,000$
PWC116 Striping On-Call 226 Road Maint Rehab Acct (RMRA) / Senate Bill 1 (SB1)
200,000$
PWL009 Glen Cove Parkway Traffic Calming 201 Bond Glen Cove ($200,000 from PW9787) 200,000$ 4,165,408$
PW9401 Lake Chabot Dam Improvement 404 City Water Systems 431,285$ WT040 Pressure Regulatory Study and System Replacment 404 City Water Systems (482,031)$ WT7013 Water Facilities Access Road Improvement 404 City Water Systems 674,940$ WT7047 Water Master Plan Update 404 City Water Systems 178,500$ WT7054 Distribution Facilities Security 411 Lake Water Systems (170,000)$ WT7065 Cordelia Unit No. 3 Emergency 404 City Water Systems 2,052,558$ WT7068 Fleming Hill Filter Media Replacement 404 City Water Systems (4,928,163)$ WT7089 Distribution Sampling Stations 404 City Water Systems (23,388)$ WT7093 Flocculation & Sedimentation Basin Convert / Replacement 404 City Water Systems (2,775,409)$ WT7096 Lake Curry Dam Improvement 404 City Water Systems 679,059$ WT7098 Meter Replacement 404 City Water Systems 2,200,000$ 411 Lake Water Systems 8,850$
WT7099 Skyview Tank Repair 404 City Water Systems 2,002,805$ WT7100 Lake Frey Dam Improvement 411 Lake Water Systems 181,577$ WT7101
Lake Madigan Dam Improvement 411 Lake Water Systems 236,915$ WT7104 Green Valley Diversion Dam Repairs 411 Lake Water Systems (120,075)$ WT7107 Mare Island Tank Disinf. By-Product Destruction 404 City Water Systems 250,000$ WT7108 New Capitol Zone Pump Station 404 City Water Systems (188,978)$ WT7112 Jameson Pump #7 Variable Frequency Drive 404 City Water Systems (45,578)$ FY 2024-25 CIP Appropriations Separated by Categories
INFRASTRUCTURE: OTHER
FACILITIES
FACILITIES TOTAL
INFRASTRUCTURE: TRANSPORTATION TOTAL
INFRASTRUCTURE: OTHER TOTAL
INFRASTRUCTURE: TRANSPORTATION
WATER
Exhibit B
Project # Project Name Fund No. Fund Name FY 2024-25
Appropriation
FY 2024-25 CIP Appropriations Separated by Categories
WT7113 Portable Emergency Generators 404 City Water Systems 89,953 $ 411 Lake Water Systems (34,767) $
WT7115 Mare Island Booster Pump Station 404 City Water Systems (257,716) $ WT7119 Water Main Replacement FY 2022-23 404 City Water Systems 2,010,658 $ WT7120 Advanced Meter Infrastructure 404 City Water Systems 410,917 $ WT7121 Fleming Hill, Pump Stations and Substation Electrical Upgrades
404 City Water Systems (386,425) $
411 Lake Water Systems 47,500 $
WT7124 Caltrans Fairgrounds Pipeline 404 City Water Systems (468,094) $ WT7129 Water Main Installation under Highway 80 at Coach and Turner
404 City Water Systems (40,000) $
WT7130 Summit Reservoir Rehabilitation 404 City Water Systems 86,132 $ WT7134 Lake System Master Plan 411 Lake Water Systems (150,000) $ WT7135 McGary - Cache Main Rehabilitation and Replacement 404 City Water Systems (121,025) $ WT7141 Swanzy Reservoir Improvements 404 City Water Systems 200,000 $ WT7142 Fleming Hill Pipe and Pump Replacement 404 City Water Systems (300,000) $ WT7144 Cordelia Pump Station Upgrade 404 City Water Systems (350,000) $ WT7145 Terminal Reservoir Pump Station Improvements 404 City Water Systems (900,000) $ 0$
8,695,903$ GRAND TOTAL
WATER TOTAL
ACTION ITEM 9.B.
DATE: January 28, 2025
TO: Mayor and Members of the City Council
FROM: Dawn G. Abrahamson, City Clerk
SUBJECT: DISCUSSION AND DIRECTION TO STAFF ON THE PROCESS FOR INTERVIEWING
AND SELECTING BOARD, COMMISSION, AND COMMITTEE MEMBERS
RECOMMENDATION
Following Council discussion, provide direction to staff regarding the process for interviewing and selecting board, commission and committee members.
REASONS FOR RECOMMENDATION
The current City Council process for interviewing applicants to fill vacancies on City Boards, Commissions, and Committees includes the entire City Council, which creates challenges for scheduling and requires a large investment of collective time by Council Members. The process for conducting interviews and recommending appointments has changed multiple times over the past decade. The Council has expressed interest in discussing the current process for applicant interviews and possibly recommending a modified process for conducting interviews and making applicant appointments.
BACKGROUND AND DISCUSSION
The current City Council process for interviewing applicants to fill vacancies on City boards, commissions, and advisory committees (opposed to Council committees) includes the entire City Council, which creates challenges for scheduling and requires a large investment of collective time by Council Members. This process has changed multiple times over the past decade. Below is a description of how the process has evolved since 2016 to current. Attachments to this staff report provide more context and describe action by prior City Councils.
June 21, 2016
Following Council discussion, Council adopted the recommendations as proposed by staff contained in the staff report for applicant interviews and appointments as the procedures for selecting commissioners (Attachment 1). While the process was modified, the full City Council continued to participate in the interview process with appointments ideally following at the next regular council meeting.
February 12, 2019
Following Council discussion, a resolution was adopted creating a Standing Committee comprised of 3 councilmembers that were appointed by the Mayor, with membership to rotate bi-annually, for the purpose of conducting interviews for boards, commissions, and committee applicants.
The creation of this Standing Committee was solely for the purpose of allowing the interview process to be conducted within a reasonable amount of time following the close of the application deadline and allow the full Council, at a subsequent regular meeting, to receive the recommendation of the Committee and make appointments accordingly (Attachment 2).
May 14, 2019
The City Council was presented a recommendation from the 3-member Council Interview Standing Committee
Date: January 28, 2025
Subject: DISCUSSION AND DIRECTION TO STAFF ON THE PROCESS FOR INTERVIEWING
AND SELECTING BOARD, COMMISSION, AND COMMITTEE MEMBERS
for its consideration in making appointments to a number of Boards and Commissions. During discussion, former Councilmember McConnell expressed interest in reconsidering the Council's former action of creating this standing committee. Following discussion, staff was directed to reagendize the matter to allow for a more open discussion regarding the interview process.
June 25, 2019
The Council discussed and voted in the affirmative to reconsider the creation of a 3-member Council Boards & Commissions Standing Committee as requested at the May 14, 2019 regular meeting, and the matter was placed on a future agenda for reconsideration (Attachment 3).
July 9, 2019
City Council reconsidered the formation of a Standing 3-member Council Interview Committee and following discussion, unanimously adopted a resolution repealing the resolution forming the Standing 3-member committee and directed staff to continue with the former process for conducting interviews and making appointments established in June 2016 with the following modifications: 1) limiting questions for applicants to a total of three and 2) if there are at least 6 applicants for any given board or commission, interviews will be conducted as a group (Attachment 4).
This item is before the City Council this evening for discussion and direction to staff to either retain the current applicant interview process or suggest a modified process for conducting interviews and making appointments.
Staff is requesting Council take into consideration the current extensive number of boards, commissions and committees that currently have vacancies. Out of the 19 total standing boards, commissions and committees, 11 have one or multiple vacancies, which includes 2 tenant commissioners to the Vallejo Housing Authority.
FISCAL IMPACT
There is no fiscal impact associated with the procedure for interviewing and selecting board, commission, and committee members.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.
ATTACHMENTS
1. 06.21.16 Item 5C
2. 02.12.19 Item 7I
3. 06.25.19 Item 8G
4. 07.09.19 Item 8C
CONTACT
Dawn G. Abrahamson, MMC, City Clerk (707) 648-4527
[email protected]
ACTION ITEM 5.C.
DATE: June 21, 2016
TO: Mayor and Members of the City Council
FROM: Dawn G. Abrahamson, City Clerk
SUBJECT: PROVIDE DIRECTION TO STAFF REGARDING THE PROCEDURE FOR SELECTING
COMMISSIONERS
RECOMMENDATION
Following Council discussion, by motion, provide direction to staff regarding a modified process for conducting interviews and making appointments to City Boards and Commissions, and consider scheduling a special meeting for 6 p.m., Tuesday, July 19, to conduct interviews for various vacancies to City Boards and Commissions.
REASONS FOR RECOMMENDATION
The City Council Ad-Hoc Committee on Commissions recommended that the City Council change the interview
process for filling vacancies on City Boards and Commissions. Direction to staff is needed to establish the policy of the City Council regarding its board and commission procedures for interviews and appointments.
BACKGROUND AND DISCUSSION
At its meeting of May 10, 2016, the City Council accepted the remaining recommendations not acted upon during the City Council meeting on January 12, 2016, of the City Council Ad-Hoc Committee on Commissions (AHCC). One of the recommendations was specific to a modification of the current process for selecting Commissioners.
The following recommendations to modify the current process were identified by the AHCC:
1. Modify current written application to require responses to all questions; rank the order of commission in which the applicant is interested in serving; and include a question that asks what the applicant wants to accomplish on the commission.
2. Dedicate two special meetings a year to interview candidates on the City Council schedule of meetings.
3. Conduct interviews in a smaller room.
4. Consider, where possible, dividing the City Council into two subcommittees for candidate interviews.
5. Include the "job description" (e.g. how often the commission meets, typical work required) of Commissions in the application packet.
6. When making appointments for different terms (e.g. one commissioner for two years and two commissioners for four years) make the selection of which commissioners are appointed to which ATTACHMENT 1
Date: June 21, 2016
Subject: PROVIDE DIRECTION TO STAFF REGARDING THE PROCEDURE FOR SELECTING
COMMISSIONERS
terms via a random drawing by lot.
Staff has completed numerous modifications to the Commission applications and supplemental questionnaires based on the City Council's direction. In preparation for the upcoming interview and appointment process for numerous vacancies on our boards and commissions, staff is seeking direction from the City Council regarding a modified process for board and commission interviews and appointments in accordance with Sections 402 and 403 of the City Charter and Section 2.26.020 of the Vallejo Municipal Code. Staff is recommending the following modified process:
Interviews
The following changes are proposed in order to provide the City Council additional time to interview applicants in a less formal setting than the City Council Chambers, utilizing a special meeting where the only business before the City Council would be the interview process:
1. Board and Commission interviews shall be scheduled on an off regular City Council meeting night (e.g. first or third Tuesday of the month) as a "special" meeting. The City Clerk shall notify applicants of the date/time/place of the meeting.
2. Interviews
will be conducted in a less formal setting (the Joseph Room located in the JFK Library) by the entire City Council. The meeting would still be publicly noticed and open to the public, but would not be televised.
3. Applicants
must attend and be interviewed in order to be considered for appointment.
4. As a courtesy to the other applicants, and to ensure that interviews are not affected by applicants' having the opportunity to hear other interview questions and responses in advance, all applicants will be asked to wait outside of the meeting location until their interview.
5. A
list of questions unique to each board and commission will be prepared by the City Clerk in consultation with the City Council and staff liaisons and provided to the City Council. All applicants will be asked the same questions. The City Council will have the ability to ask follow-up questions or any questions they wish if enough time is remaining
6. Interviews will be limited to 15 minutes each per applicant.
7. Staff liaisons to Boards and Commissions will be present during the interview to provide input as desired by the City Council.
8. No formal action will be taken at this special meeting.
Appointment
1. Appointments to City Boards and Commissions shall be made at the next regular meeting following the conclusion of the special meeting.
2. A nomination form listing the number of positions to be filled and the names of the applicants for each board or commission will be provided to the City Council by the City Clerk for completion.
3. Each Councilmember will complete the nomination form nominating one applicant for each open position, and provide it to the City Clerk.
4. The City Clerk will then read out loud each of the Councilmember's nominations, which shall be entered in the minutes as the official record of the meeting. Members shall be appointed by a majority ATTACHMENT 1
Date: June 21, 2016
Subject: PROVIDE DIRECTION TO STAFF REGARDING THE PROCEDURE FOR SELECTING
COMMISSIONERS
vote of the City Council. In the event that a tie occurs in voting for one or more applicants, an additional vote shall be conducted with only the "tied" applicants being considered.
Staff is also requesting that the City Council schedule a special meeting for 6 p.m., July 19, 2016, to conduct interviews for numerous existing vacancies on City Boards and Commissions.
FISCAL IMPACT
There is no fiscal impact associated with providing direction to staff on a modified procedure for selecting commissioners.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.
ATTACHMENTS
None
CONTACT
Dawn G. Abrahamson, City Clerk, (707) 648-4528
[email protected]
ATTACHMENT 1
proposedrecommendation.Speakers:None.StaffrespondedtoquestionsfromCouncilmembers.Councilmembersprovidedcomment.Action:MovedbyViceMayorVerder-AligaandcarriedunanimouslytoholdonfirstreadinganordinanceamendingSection8.12.010oftheVallejoMunicipalCodeauthorizingcivilianemployeesandcontractorstoenforceparkingregulations.PROVIDEDIRECTIONTOSTAFFREGARDINGTHEPROCEDUREFORSELECTINGCOMMISSIONERSCc Recommendation:FollowingCouncildiscussion,bymotion,providedirectiontostaffregardingamodifiedprocessforconductinginterviewsandmakingappointmentstoCityBoardsandCommissions,andconsiderschedulingaspecialmeetingfor6p.m.,Tuesday,July19,toconductinterviewsforvariousvacanciestoCityBoardsandCommissions.Contact:DawnG.Abrahamson,CityClerk,(707)648-4528Dawn.Abrahamson@cityofvallejo.netCityManagerKeenprovidedanoverviewofthestaffreportandoutlinedtheproposedrecommendation.Speakers:StephenHallett.Action:MovedbyCouncilmemberSampayanandcarriedunanimouslytoadopttherecommendationsasproposedbystaffcontainedinthestaffreportastheproceduresforselectingcommissionersandconfirmaspecialCouncilmeetingonJuly19at6:00p.m.toconductinterviewsforvariousvacanciestoCityBoardsandCommissions.
SpecialCityCouncilMeetingMinutesJune21,2016Page|3
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RESOLUTION NO. 19-REPEALING RESOLUTION NO. 19-010 N.C., REGARDING A 3-MEMBER COUNCIL INTERVIEW COMMITTEE WHEREAS, on February 12, 2019, the City Council adopted Resolution No. 19-010 N.C., creating a Council Board and Commission Applicant Interview Committee, comprised of three councilmembers with appointments made by the Mayor and membership to be rotated bi-annually; andWHEREAS, at its May 28 regular meeting, the City Council was presented with a recommendation from the 3-member Council Interview Committee for its consideration in making appointments to a number of Boards and Commissions and following discussion, Councilmember McConnell expressed interest in reconsidering the Council’s former action of creating the Interview Committee; andWHEREAS, at its June 9 regular meeting, the City Council, in the majority, voted yes to reconsider Councilmember McConnell’s motion to reconsider council’s previous action creating a 3-member Boards and Commissions Interview Committee; andWHEREAS, at the direction of the City Council, staff was directed to place the matter on the July 9 agenda for its reconsideration of the 3-member Boards and Commissions Interview Committee; andWHEREAS, it is the City Council’s desire to repeal the formation of a 3-member Boards and Commissions Interview Committee.NOW, THEREFORE, BE IT RESOLVED that Resolution No. 19-010 N.C. is hereby repealed.Adopted by the City Council of the City of Vallejo at a regular meeting held on July 9, 2019 with the following vote:AYES:NOES:ABSENT:ABSTAIN: ______________________________________BOB SAMPAYAN, MAYORATTEST:328 of 333 ______________________________________ DAWN G. ABRAHAMSON, CITY CLERK 329 of 333
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INFORMATIONAL ITEM 10.A.
DATE: January 28, 2025
TO: Mayor and Members of the City Council
FROM: Gillian Haen, Assistant City Manager
Natalie Peterson, Assistant to the City Manager
SUBJECT: BROADWAY PROJECT MONTHLY UPDATE
RECOMMENDATION
Receive an update on the Broadway Project
REASONS FOR RECOMMENDATION
At the December 10, 2024 meeting, the Vallejo City Council requested that staff provide a monthly update on the Broadway Project through completion of the project in order to track construction timelines and budget.
BACKGROUND AND DISCUSSION
On May 10, 2022, the City of Vallejo (City), Firm Foundation Community Housing (Firm), and Shelter Inc. (Shelter) were awarded a California Department of Housing and Community Development Homekey Program (“Homekey”) Round 2 Grant of $11,621,866. Grant funds were approved to be used by Firm Foundation to develop and build a permanent supportive housing project to house chronically homeless individuals in Vallejo. On June 10, 2022, the Council accepted the grant and amended the City’s budget to receive the grant.
On June 14, 2022, the Council approved a resolution to appropriate Homekey Round 2 grant funding for the Broadway Project.
The Project
The Broadway Project ("Project") is a permanent supportive modular housing project designed to house the chronically homeless. The estimated total cost of the Project is $27M. Construction began on September 19, 2022 and is anticipated to be completed in March 2025. The property is anticipated to be fully "leased-up" and residents moved in within 90 days of construction completion. Firm Foundation currently owns the site and manages the Project and its construction in compliance with Homekey deliverables and timeline regulations.
The Project will include 47 permanent supportive housing units (studios), affordable to extremely low to very low income households, an on-site case manager unit, a community room and courtyard. On-site wrap-around services will be provided to facilitate connections to services, benefits, and community resources.
Project Funding
On May 10, 2022, the City of Vallejo, Firm Foundation Community Housing and Shelter Inc. were awarded a California Department of Housing and Community Development (HCD) Homekey Program (“Homekey”) Round 2 Grant of $11,621,866 to develop and build a permanent supportive housing project to house chronically homeless individuals. On June 10, 2022, the Council accepted the grant and amended the City’s Budget to receive the grant. On June 14, 2022, the Council approved a resolution to appropriate Homekey Round 2 grant funding for the Broadway Project.
The existing State, City and Housing Authority funding amounts for the Broadway Project are summarized below:
Funding Source Amount
State of CA Homekey $11,621,866
Date: January 28, 2025
Subject: BROADWAY PROJECT MONTHLY UPDATE
City of Vallejo American Rescue Plan Act (ARPA) $192,740 Solano County American Rescue Plan Act (ARPA) $3,000,000 City of Vallejo American Rescue Plan ACT (ARPA) $200,000 Infill Infrastructure Grant Program $2,559,656
Wells Fargo Grant* $90,000
LMIHAF Loan $3,300,000
City of Vallejo American Rescue Plan Act (ARPA) $3,270,335 Measure P Loan Funding $2,879,665
Total project funding $27,114,262
*Awarded directly to Firm Foundation
Project Status as of January 20, 2025
The project is over 85% complete and is anticipated to receive its Temporary Occupancy Certification in late March 2025. The property is anticipated to be fully “leased-up” and residents moved in within 90 days of construction.
The anticipated schedule is assuming that items outside of the control of the City, Developer and Construction Team, such as weather delays or missed timelines commitment from outside organizations, do not occur.
The balance of funding remaining to finish the project is $4.5M and is anticipated to be enough funding to finish the project on schedule. At this point, there have been 18 days of poor weather this winter which have impacted the construction schedule. Currently, the developer Firm Foundation and the contractor Cannon have been able to make up time in the schedule to still ensure completion by the end of March 2025. The impact of the fires in Southern California on PG&E permanent power is a new unknown risk factor that may impact the timeline. When more information is attained and connection dates are formalized, staff will update the City Council. The detailed construction schedule and budget are attached to this report for additional information. The current budget and construction schedule ensure the project is on track to be completed on budget and within the projected March 2025 timeline at present.
Meetings with the operator, Shelter, Inc., have continued regarding contract negotiations and operations budget. Meetings with the leasing team have also begun in January 2025 to ensure the lease up is ready for occupancy.
FISCAL IMPACT
There is no fiscal impact associated with this item.
ENVIRONMENTAL REVIEW
The City filed a Notice of Exemption with the Clerk of the Board of Supervisors of the County of Solano and with the Office of Planning and Research for the Broadway Project on July 6, 2022.
ATTACHMENTS
1. Broadway Project Construction Schedule 1.13.25_
2. Broadway Budget- Signal Budget 1.8.25
3. Broadway Budget- Signal Budget Exec Summary cashflow 1.8.25
CONTACT
Gillian Haen, Assistant City Manager
[email protected]
ID Task Name Duration Start Finish
1 Milestones 660 days Mon 9/19/22 Fri 4/25/25
10 Permanent Power Complete 0 days Thu 3/13/25 Thu 3/13/25 11 Elevator Complete 0 days Fri 3/21/25 Fri 3/21/25
12 Punch List 10 days Thu 3/13/25 Wed 3/26/25
13 TCO Testing & Inspections (Main Building) 5 days Mon 3/24/25 Fri 3/28/25 14 TCO Testing & Inspections (Duets & Comm Room) 5 days Mon 3/24/25 Fri 3/28/25 15 TCO & Occupancy (Main Building) 0 days Fri 3/28/25 Fri 3/28/25 16 TCO & Occupancy (Duets & Comm Room) 0 days Fri 3/28/25 Fri 3/28/25 17 Final Certificate of Occupancy 20 days Mon 3/31/25 Fri 4/25/25 35 Permanet Power 497 days Wed 3/22/23 Thu 3/13/25
45 Green Tag 2 days Tue 1/21/25 Wed 1/22/25
46 Transformer Pad Install 2 days Wed 2/12/25 Thu 2/13/25 47 PG&E Inspection & Mandrel 1 day Mon 2/24/25 Mon 2/24/25 48 PG&E Set Transformer, Pull Cables, Terminate 5 days Fri 2/28/25 Thu 3/6/25 49 PG&E Install Unit Meters 5 days Fri 3/7/25 Thu 3/13/25 50 Elevator 507 days Thu 3/16/23 Fri 3/21/25
60 frame front walls & rough call boxes 5 days Thu 1/9/25 Wed 1/15/25 61 finish drywall at elevator fronts & install call buttons 5 days Wed 1/22/25 Tue 1/28/25 62 Balance & Program 3 days Fri 3/7/25 Tue 3/11/25
63 State Inspection Scheduling 7 days Wed 3/12/25 Thu 3/20/25 64 State Elevator Inspection 1 day Fri 3/21/25 Fri 3/21/25 95 Corridors 421 days Fri 6/16/23 Wed 2/19/25
99 Level 1 408 days Fri 7/7/23 Wed 2/19/25
114 MEPS rough-in ACT ceiling 15 days Fri 12/27/24 Fri 1/17/25 115 Install ACT tiles 2 days Mon 1/27/25 Tue 1/28/25
116 MEPS trim 3 days Tue 1/28/25 Thu 1/30/25
117 Flooring 5 days Fri 1/31/25 Thu 2/6/25
118 Wood Base 3 days Fri 2/7/25 Tue 2/11/25
119 paint touch-up & punch list 5 days Wed 2/12/25 Wed 2/19/25 120 Level 2 403 days Mon 7/10/23 Wed 2/12/25
136 Install ACT tiles 2 days Fri 1/24/25 Mon 1/27/25
137 MEPS trim 3 days Mon 1/27/25 Wed 1/29/25
138 Flooring & Base 5 days Thu 1/30/25 Wed 2/5/25
139 paint touch-up & punch list 5 days Thu 2/6/25 Wed 2/12/25 3/13
3/21
3/28
3/28
15 22 29 5 12 19 26 2 9 16 23 2 9 16 23 30 6 13 20 27
Jan '25 Feb '25 Mar '25 Apr '25 May '25
Task
Split
Milestone
Summary
Project Summary
Inactive Task
Inactive Milestone
Inactive Summary
Manual Task
Duration-only
Manual Summary Rollup
Manual Summary
Start-only
Finish-only
External Tasks
External Milestone
Deadline
Critical
Critical Split
Progress
Manual Progress
2441 BROADWAY PROJECT CANNON CONSTRUCTORS NORTH, INC.
Building 680, 1245 Nimitz Ave.
Vallejo, CA 94592
Project: BROADWAY SCHEDULE
Date: Mon 1/13/25
ID Task Name Duration Start Finish
140 Level 3 400 days Tue 7/11/23 Mon 2/10/25
156 Install ACT tiles 2 days Wed 1/22/25 Thu 1/23/25
157 MEPS trim 3 days Thu 1/23/25 Mon 1/27/25
158 Flooring & Base 5 days Tue 1/28/25 Mon 2/3/25
159 paint touch-up & punch list 5 days Tue 2/4/25 Mon 2/10/25 160 Level 4 398 days Wed 7/12/23 Fri 2/7/25
176 Install ACT tiles 2 days Tue 1/21/25 Wed 1/22/25
177 MEPS trim 3 days Wed 1/22/25 Fri 1/24/25
178 Flooring & Base 5 days Mon 1/27/25 Fri 1/31/25
179 paint touch-up & punch list 5 days Mon 2/3/25 Fri 2/7/25 193 Site Built Common Areas 413 days Wed 7/5/23 Mon 2/24/25 203 Community Room & Lobby Finishes 326 days Mon 11/6/23 Mon 2/24/25 209 MEPS Rough-in Ceilings 20 days Thu 12/19/24 Fri 1/17/25 210 Sheetrock & Tape Walls 7 days Tue 1/21/25 Wed 1/29/25 211 Install Ceiling Grid 3 days Thu 1/30/25 Mon 2/3/25
212 Ceiling MEPS 3 days Tue 2/4/25 Thu 2/6/25
213 Install Wood Ceiling 4 days Fri 2/7/25 Wed 2/12/25
214 Install Flooring & Base 3 days Fri 2/7/25 Tue 2/11/25 215 Install Cabinets & Countertops 5 days Wed 2/12/25 Wed 2/19/25 216 Paint 4 days Fri 2/14/25 Thu 2/20/25
217 Trim-Out 2 days Fri 2/21/25 Mon 2/24/25
224 Exterior Finishes 390 days Thu 7/6/23 Wed 1/22/25
231 North elevation 390 days Thu 7/6/23 Wed 1/22/25
243 mask & paint 7 days Thu 1/9/25 Fri 1/17/25
244 remove scaffold 2 days Tue 1/21/25 Wed 1/22/25
245 East elevation 390 days Thu 7/6/23 Wed 1/22/25
254 mask & paint 7 days Thu 1/9/25 Fri 1/17/25
255 remove scaffold 2 days Tue 1/21/25 Wed 1/22/25
256 South elevation 390 days Thu 7/6/23 Wed 1/22/25
257 mask & paint 7 days Thu 1/9/25 Fri 1/17/25
266 install remaining corrugated metal 5 days Mon 1/13/25 Fri 1/17/25 267 remove scaffold 2 days Tue 1/21/25 Wed 1/22/25
268 West elevation 390 days Thu 7/6/23 Wed 1/22/25
277 mask & paint 7 days Thu 1/9/25 Fri 1/17/25
15 22 29 5 12 19 26 2 9 16 23 2 9 16 23 30 6 13 20 27
Jan '25 Feb '25 Mar '25 Apr '25 May '25
Task
Split
Milestone
Summary
Project Summary
Inactive Task
Inactive Milestone
Inactive Summary
Manual Task
Duration-only
Manual Summary Rollup
Manual Summary
Start-only
Finish-only
External Tasks
External Milestone
Deadline
Critical
Critical Split
Progress
Manual Progress
2441 BROADWAY PROJECT CANNON CONSTRUCTORS NORTH, INC.
Building 680, 1245 Nimitz Ave.
Vallejo, CA 94592
Project: BROADWAY SCHEDULE
Date: Mon 1/13/25
ID Task Name Duration Start Finish
278 remove scaffold 2 days Tue 1/21/25 Wed 1/22/25
279 Building B 33 days Wed 12/4/24 Wed 1/22/25
282 mask & paint 7 days Thu 1/9/25 Fri 1/17/25
283 remove scaffold 2 days Tue 1/21/25 Wed 1/22/25
284 Landscape/Hardscape 44 days Thu 1/23/25 Wed 3/26/25 285 Grading & base rock 10 days Thu 1/23/25 Wed 2/5/25
286 Underground conduits & irrigation 5 days Thu 2/6/25 Wed 2/12/25 287 install curbs & sidewalks 20 days Wed 2/5/25 Wed 3/5/25 288 install hardscape & pavers 20 days Tue 2/18/25 Mon 3/17/25 289 landscaping & surface irrigation 20 days Thu 2/20/25 Wed 3/19/25 290 install asphalt 10 days Thu 2/27/25 Wed 3/12/25
291 Install pavement markings 2 days Thu 3/13/25 Fri 3/14/25 292 install site perimeter fence 10 days Thu 3/6/25 Wed 3/19/25 293 Cleaning & Punch List 5 days Thu 3/20/25 Wed 3/26/25 15 22 29 5 12 19 26 2 9 16 23 2 9 16 23 30 6 13 20 27
Jan '25 Feb '25 Mar '25 Apr '25 May '25
Task
Split
Milestone
Summary
Project Summary
Inactive Task
Inactive Milestone
Inactive Summary
Manual Task
Duration-only
Manual Summary Rollup
Manual Summary
Start-only
Finish-only
External Tasks
External Milestone
Deadline
Critical
Critical Split
Progress
Manual Progress
2441 BROADWAY PROJECT CANNON CONSTRUCTORS NORTH, INC.
Building 680, 1245 Nimitz Ave.
Vallejo, CA 94592
Project: BROADWAY SCHEDULE
Date: Mon 1/13/25
1 BROADWAY SIGNAL BUDGET OVERALL BUDGET CERTAINTY93.1%5.3%1.6% FIRM INFORMED ALLOWANCE Comments
DATE: % FIRM (Completed & paid and/or in contract)Based on 12.4.24 Schedule % INFORMED- (Sub informed / Priced out with high level of accuracy)TCO 3/14/25 & COO 4/9/25 % ALLOWANCE- (placeholder value for assumed budget expense / projected T&M without sub input) $3,117,042 $ 3,367,100 $ 250,058 $ 3,242,071 96%$ 125,029 4%$ - 0%$52,561 $ 52,561 $ - $ 52,561 100%$ - 0%$ - 0%$671,240 $ 671,240 $ - $ 671,240 100%$ - 0%$ - 0%$0 $ - $ - $482,051 $ 559,986 $ 77,935 $ 521,018 93%$ 19,484 3%$ 19,484 3%$471,402 $ 566,455 $ 95,053 $ 518,928 92%$ 47,527 8%$ - 0%$487,387 $ 1,063,176 $ 575,790 $ 1,063,176 100%$ - 0%$ - 0%$297,541 $ 369,140 $ 71,599 $ 333,340 90%$ 35,800 10%$ - 0%$616,307 $ 1,023,737 $ 407,430 $ 1,023,737 100%$ - 0%$ - 0%$16,804 $ 48,735 $ 31,930 $ 48,735 100%$ - 0%$ - 0%$3,427 $ 3,427 $ - $ 3,427 100%$ - 0%$ - 0%$0 $ - $ - $ - $5,650,207 $ 5,650,207 $ - $ 5,085,187 90%$ 565,021 10%$ - 0%$133,733 $ 169,871 $ 36,138 $ 169,871 100%$ - 0%$ - 0%$201,213 $ 251,260 $ 50,047 $ 251,260 100%$ - 0%$ - 0%$736,224 $ 863,729 $ 127,505 $ 863,729 100% 0%$ - 0%$346,770 $ 450,242 $ 103,472 $ 450,242 100%$ - 0%$ - 0%$959,408 $ 1,926,118 $ 966,711 $ 1,733,507 90%$ 192,612 10%$ - 0%$0 $ 138,338 $ 138,338 $ 138,338 100%$ - 0%$ - 0%$0 $ - $ - $403,318 $ 403,318 $ - $ 403,318 100%$ - 0%$ - 0%$216,566 $ 532,775 $ 316,209 $ 469,533 88%$ 47,431 9%$ 15,810 3%$791,029 $ 841,695 $ 50,666 $ 836,628 99%$ 5,067 1% 0%$1,125 $ 1,125 $ - $ 1,125 100%$ - 0%$ - 0%$0 $ 0 $ 0 0% 0%$ 0 100%$0 $ 125,538 $ 125,538 0% 0%$ 125,538 100% $11,339 $ 13,112 $ 1,773 $ 11,339 86%$ 1,773 14%$ - 0%$0 $ 19,940 $ 19,940 $ 14,955 75%$ 4,985 25%$ - 0%$715,340 $ 854,326 $ 138,986 $ 826,529 97%$ 27,797 3%$ - 0% 1/8/2025
1 Division 01 - General Requirements2 Division 02 - Existing Conditions3 Division 03 - Concrete4 Division 04 - Masonry5 Division 05 - Metals6 Division 06 - Wood, Plastics & Composites7 Division 07 - Thermal & Moisture Protection8 Division 08 - Openings9 Division 09 - Finishes10 Division 10 - Specialties11 Division 11 - Equipment12 Division 12 - Furnishings13 Division 13 - Special Construction14 Division 14 - Conveying Equipment21 Division 21 - Fire Suppression22 Division 22 - Plumbing23 Division 23 - HVAC26 Division 26 - Electrical27 Division 27 - Communications28 Division 28 - Electronic Safety and Security31 Division 31 - Earthwork32 Division 32 - Exterior Improvements33 Division 33 - UtilitiesPlan Check & Permit Allowance by contractors 0.00%Contractor Pricing Contingency * 6.00%Contractor Construction Contingency 2.50% Off Premises Liability and Automotive Insurance 0.07%SDI or Subcontractor Bonding Allowance 1.36%Contractor's Fee 4.50% $18,733,794 $1,072,525 $ 160,832
Div #Division Name Completed &Paid to date
ProjectedRemaining tofinish
Level of Budget Certainty
CONSTRUCTION BUDGET / HARD COST
CANNON- GENERAL CONTRACTOR:
Construction Subtotal $ 19,079,773 $ 3,424,418
General Conditions & fee Subtotal $ 887,378 $ 160,699 93.8% 5.4% 0.8% Total ProjectedBudget
including retention
(Thru Pay Ap 39 / Oct 2024)
inc. Approved &Pending COs todate + allowancefor future COs TOTAL CANNON CONSTRUCTION BUDGET$ 16,382,034$ 19,967,151$ 3,585,117 2 BROADWAY SIGNAL BUDGET OVERALL BUDGET CERTAINTY93.1%5.3%1.6% FIRM INFORMED ALLOWANCE Comments
DATE: % FIRM (Completed & paid and/or in contract)Based on 12.4.24 Schedule % INFORMED- (Sub informed / Priced out with high level of accuracy)TCO 3/14/25 & COO 4/9/25 % ALLOWANCE- (placeholder value for assumed budget expense / projected T&M without sub input) 1/8/2025
Div #Division Name Completed &Paid to date
ProjectedRemaining tofinish
Level of Budget Certainty Total ProjectedBudget
including retention
inc. Approved &Pending COs todate + allowancefor future COs DEVELOPER BUDGET / SOFT COST
91.0% 5.0% 3.9%
93.1% 5.3% 1.6%
Thru Oct 2024
Architecture and Engineering
Reports and Studies
Land Acquisition
Financing Costs
Operating Reserve
Developer Contingency
Builders Risk Insurance
OCIP Insurance
Project MarketingAppraisalAccounting
Permits, Planning, and Impact Fees & Taxes
Permit Processing FeesSpecial InspectionsDeveloper Fee
Security
Furniture, Fixtures, & Equipment
$6,365,958 $ 351,455 $ 270,951
$1,567,871 $ 1,944,575 $ 376,704 $ 1,737,323 89%$ 103,626 5%$ 103,626 5%Design allowance carried for potential future change ordersthat require design or engineering efforts and/or Valueengineering $43,426 $ 43,426 $ 0 $ 43,426 100% 0% 0%Contingency moved here to cover homekey expenditure directby city that wasn't reflected in previous budget assumptions$603,102 $ 603,102 $ - $ 603,102 100% 0% 0% $0 $ - $ - Current Operational Proforma assesses LMIHAF as forgivableand Measure P interest as part of sale price to Long TermProperty Owner. This will allow the CoV and OperationalPartner to eliminate monthly lease costs.$0 $ 94,000 $ 94,000 $ 94,000 100% 0% 0% $144 $ 152,521 $ 152,377 0% 0%$ 152,521 100%Contingency to protect against any future issues / unknownsthat come up as roadblocks to completion (additional delays,discovered conditions, expediting completion efforts, etc.). $231,409 $ 308,290 $ 76,881 $ 231,409 75%$ 76,881 25% 0%Dev Contingency applied for insurance extension beyondprevious assumption ($120k*3 out of 12 months x 3 monthsadditional coverage) $412,615 $ 468,798 $ 56,183 $ 412,615 88%$ 56,183 12% 0%Dev Contingency applied for insurance extension beyondprevious assumption ($15k / month x 3 months additionalcoverage)$0 $ 4,804 $ 4,804 0% 0%$ 4,804 100%$0 $ 5,000 $ 5,000 0% 0%$ 5,000 100%$0 $ 5,000 $ 5,000 0% 0%$ 5,000 100% $1,839,586 $ 1,845,972 $ 6,386 $ 1,839,586 100% 0% 0%Dev Contingency applied for additional property taxinstallment beyond previously assumed$131,924 $ 131,924 $ (0) $ 131,924 100% 0% 0%$0 $ - $ - $646,144 $ 900,000 $ 253,856 $ 846,144 94%$ 53,856 6% 0% $330,428 $ 472,337 $ 141,909 $ 426,428 90%$ 45,909 10% 0%Dev Contingency applied for additional 3 months of securitythan previously assumed $0 $ 15,000 $ 15,000 0%$ 15,000 100% 0%Dev Contingency applied for laundry machines that werepreviously assumed to be included in Operator budget$ 5,806,650$ 6,994,749$ 1,188,100 OVERALL BUDGET TOTALS $22,188,684$26,961,900$4,773,217$25,099,752$1,423,979$431,783
FIRM INFORMED ALLOWANCE
1 2441 BROADWAY SIGNAL BUDGET EXECUTIVE SUMMARY
OVERALL BUDGET CERTAINTY
93.1%
5.3%
1.6%
Budget Presented during Measure P Request (4.15.24 & 7.8.24)- Projected Cost to Complete Summary:
CASH FLOW PROJECTIONS FOR REMAINDER OF PROJECT
Estimated time remaining per 12.4.24 Construction Schedule:
$4,773,000
Current Budget Projections (1.8.25)
DATE: 1.8.25
FIRM Completed & paid and/or in contract
INFORMED Sub informed / Priced out with high level of accuracy ALLOWANCE Placeholder value for assumed budget expense / projected T&M without sub input Projected Construction Budget $ 19,967,151
Projected Developer Budget $ 6,994,749
Projected Overall Budget $ 26,961,900
Construction Budget $ 19,967,151
Developer Budget $ 6,994,749
Overall Budget $ 26,961,900
- Based on the level of budget certainty assessed, the Project team has a very high level of confidence in the currentbudget. The project has both a high percentage of completed (and paid) work in place with contracts and subinformed pricing for remaining scope. There is an appropriate amount of sub informed costs and allowances held forthis point in the schedule. - Even an additional 3 months of delay to construction remobilization beyond projected assumptions, the project hasbeen able to absorb the impact and stay on track with project completion within the current budget. This wasaccomplished by firming up projected hard cost change order values to incorporate real sub input, strategic ValueEngineering efforts on remaining sitework, and application of contingencies carried for previous scheduleuncertainties. - The analysis presented in this signal budget demonstrates why the project team has no expectation that any furtherfunding will be required to complete this project.
Overall Budget $ 26,961,900 current as of 1.8.25
Completed & Paid to date $22,188,684 assessed thru Oct 2024 Remaining to finish $4,773,217
TCO (3/12/25) Approx. 5 months of Pay Aps remaining
COO (4/9/25) Approx. 6 months of Pay Aps remaining
Remobilization recommence Sept 2024
November 2024 $ 625,000
December 2024 $ 800,000
January 2025 $ 800,000
February 2025 $ 1,000,000
March 2025 $ 700,000 final $1M County ARPA funds available at TCO April 2025 $ 650,000
May 2025 $ 198,000 remaining punch / final inspection & closeout / operational startup Variance fromprevious
$ 0
$ 0
$ 0
all cashflow values are approximations
to be reassessed following each Pay Ap
No Variance from Measure P Request
No Variance from Measure P Request
No Variance from Measure P Request
CITY ATTORNEY’S REPORT
January 28, 2025 – City Council Agenda
TO:Mayor and Members of the City Council
FROM:Veronica A. F. Nebb / RJR for VN
SUBJECT: Quarterly Report for FY 2024/2025, Second Quarter (October - December 2024)
The following list of projects, work, and statistics represents an overview of the work performed at the City Attorney’s Office during the second quarter of Fiscal Year 2024/2025. Some projects and items have been omitted due to their sensitive nature. If Councilmembers or officials have any questions, please feel free to contact the City Attorney privately, as many of the below items are attorney-client privileged and, therefore, not appropriate for public discussion.
I. Litigation:
a. Number of Pitchess Motions served on the City this FY Quarter: 3 b. Number of Pitchess Motions served on the City this FY: 7 c. Summons & Complaints (New cases this FY Quarter): 5 (see below) File Name Case # Served Date City’s Counsel
Alfred v. City of Vallejo 2:23-cv-3317-DC-SCR 12/02/2024 Hampton Jackson, ACA Bersola v. City of Vallejo, et al. CU24-05614 10/16/2024 Katelyn Knight, ACA Henry v. G&J Summit Development, CO., et al. CU24-06922 10/21/2024 Katelyn Knight, ACA Toepfer, et al. v. City of Vallejo 2:24-02366-KJM-CSK 10/01/2024 Hampton Jackson, ACA Widmann. v. City of Vallejo, et al. CU24-04123 11/20/2024 Kristoffer Jacob, ACA
Mayor and Members of the City Council
Re: City Attorney’s Second Quarterly Report for FY 2024/2025 January 28, 2025 - City Council Agenda
d. Case Resolutions this FY Quarter: 4 (see below)
File Name Case # Resolved City’s Counsel
City of San Diego, et al., v. Invitation Homes, Inc. 22-cv-0260-BAS-MMP 10/02/2024 Randy Risner, Chief ACA Monteloyola v. City of Vallejo, et al. CU24-03609 10/04/2024 Katelyn Knight, ACA Matzke et al. v. City of Vallejo, et al. FCS056066 10/07/2024 Katelyn Knight, ACA Baker v. City of Vallejo, et al. FCS059686 12/13/2024 Kristoffer Jacob, ACA e. Summons & Complaints (New) Q2 – FY 24/25: 5 Summons & Complaints FY 24/25 to date 15
f. Total Active Litigation Cases as of FY end: 55 (Lit – 44 and NLP – 11)
II. Funds Recovered from Third Parties Q2 – FY 24/25: $78,900.00 (see details below)
Funds Recovered from Third Parties FY 24/25
to date: $113,900.00