CRETNRESIAME STRON
BRAD HALPERN RAY PEARL NED E DAVIS KELLY HONIG SUSAN MOSWEENEY Mayor Mayor Pro Tem Councilmember Councilmember Councilmember
MINUTES
Study Session of the City Council
April 27, 2022
CALL TO ORDER:
This Study Session meeting of the Westlake Village City Council was called to order by Mayor Halpern on Wednesday, April 27, 2022, at 5:00 p.m., at 31200 Oak Crest Drive, Westlake Village.
PLEDGE OF ALLEGIANCE:
Mayor Halpern led the Pledge of Allegiance.
ROLL CALL:
PRESENT: Councilmembers MoSweeney, Davis, Mayor Pro Tem Pearl, and Mayor Halpern.
ABSENT: Councilmember Honig.
Also Present: City Manager de Geus, Assistant City Attorney Young, Deputy City Manager Eskandar, Administrative Services Director Wilson, Planning Director Forbes, Deputy City Clerk Kramer, and City Engineer Hughes.
PUBLIC COMMENTS: None.
APPROVAL OF AGENDA
Councilmember Davis moved to approve the Agenda as presented. Councilmember McSweeney seconded the motion.
YES: Councilmembers McSweeney, Davis, Mayor Pro Tem Pearl, and Mayor Halpern.
NO: None
ABSENT: Councilmember Honig.
ABSTAIN: None.
Mayor Halpern declared the motion passed 4-Yes, O-No, 1-Absent (Councilmember Honig).
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PUBLIC COMMENTS: None.
STUDY SESSION:
UPDATE ON THE RESERVE STUDY/ASSET MANAGEMENT PLAN FINDINGS City Manager de Geus introduced the item stating the findings of the Reserve Study were presented to the Environmental Committee on March 30, 2022. He introduced Colin Chung, President of Kayuga Solution, Inc. who provided an a. Establishing budgets based on future needs.
b. Replacing high risk assets before failure.
c. Prioritizing work based on risk
d. Focusing on high benefit to cost ratio.
Mr. Chung reviewed the project approach which included: 1. Establishing the Asset Database foundation to determine assets owned and managed 2. Identifying which assets are critical, 3. Understanding the desired levels of service in managing the asset, 4. Calculating the cost of ownership to sustain the delivery of assets, and 5.
Understanding future funding needs.
Providing an overview of City-owned and managed assets, Mr. Chung stated that the City has 7,940 assets and broke down the areas as follows:
1. Building (1,039 assets) - Civic Center
2. Parks and Parkway (2,063 assets) - parks, parkways, bus stops
3. Roadway (4,460 assets) - bike paths, bridges, medians, pavement, pedestrian ramps, sidewalks
4. Storm Drainage (378 assets) - gravity main, catch basin, maintenance hole, open channel, natural drainage, lateral line.
Mr. Chung explained the Citywide Condition Profile and noted approximately 83% of assets are in good to very good condition. He noted 11% of assets are in fair and poor/failed condition and that the estimated cost to address all fair and poor/failed condition assets is about $400,000.
Mr. Chung reviewed the Risk Profile and noted 123 assets were identified as high- risk assets including traffic signs, advance street signs, picnic shelter at Berniece Bennett Park, and sports courts at Three Springs and Foxfield Parks. The total cost to address high risk assets is estimated at $250,000.
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Reviewing the 25-year plan projected out, Mr. Chung explained that the annualized asset replacement needs citywide was approximately $3.6 million per year. He concluded with a demonstration of the Westlake Village Infrastructure Renewal Intelligence System (IRIS); a program developed to track:
a. Asset listed.
b. Attributes of the asset.
c. Location.
d. Visual where assets are located.
e. Utilize different strategies and apply methodologies to all assets. f. Identify asset's condition giving each a new score.
g. Anticipate timeline for asset replacement.
h. Calculate information for every asset to determine outlook for future investment needs.
Councilmembers commented on the powerful tool the Reserve Study represents for future planning.
2. REVIEW OF CAPITAL IMPROVEMENT PROGRAM (CIP) PROJECTS, CIP
FUND POLICY AND FINANCIAL RESERVE POLICY
City Manager de Geus introduced the item stating the purpose of the Study Session was: 1. To present the proposed Fiscal Year (FY) 2022-23 Capital Improvement Program (CIP) Plan, 2. Review the Five-Year CIP Plan and, 3.
Provide a status update on the current FY 2021-22 CIP projects.
Administrative Services Director Wilson reviewed the budget calendar for FY 2022- 23 and stated that the proposed CIP Plan was aimed at achieving several of the Council and Strategic Plan goals with a combination of programs and projects that prioritize fiscal stability while meeting Council goals. Ms. Wilson reviewed updates made to the CIP Plan following feedback from the January 26, 2022 City Council Goals Session meeting where eight council goals were identified. She noted that this CIP Plan addresses four goals with the remaining four included in the Operations Budget that will be presented at the May 11, 2022 City Council study session meeting.
Ms. Wilson introduced City Engineer Hughes who reviewed the following five capital project categories and the associated projects recommended for funding in next year's budget and stated there was just under $3.9 million of recommended projects.
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1. Proposed Capital Projects for Funding Consideration in FY 2021-22:
Recurring Projects: $310,000
a. Advance Street Name Signs,
b. Street Tree Replacement,
c. Conduit Installation,
d. Street Number Painting,
e. Storm Drain Basin Debris Cleanouts.
Ms. Hughes noted there are two recurring projects recommended to defer, 1.
Beautification Grants and, 2. Annual Street Improvement Program. Beautification grants have been deferred for two years and the City has not had inquiries for the program; recommendation was to defer another year. The priority on building new sidewalks was the decision point for deferring paving work this fiscal year.
Park Improvements: $916,250
a. Community Park Capital Improvements: Park Signage Program, Pickle Ball Courts,
b. Canyon Oaks Passive Park (Lot 80),
c. Shade Structure Replacement - Berniece Bennett Park, d. Alternative Surface for Dog Park,
e. City contribution to the Mark and Jacob Iskander Memorial at Three Springs Park.
Sidewalk Improvements: $1,480,000
a. Lindero Canyon Road, Whim Drive to Hedgewall Drive,
b. Agoura Road, Bus stop to gas station,
c. Lindero Canyon Road, Bus stop at Agoura Road to Westpark driveway, d. Lindero Canyon Road, Westpark driveway to Baronsgate Road, e. Design Lindero Canyon Road - Baronsgate Road to Lakeview Canyon Road, f. Sidewalk Master Plan.
Streetscape Improvements: $250,000
a. Landscape Controller Installation.
Other Projects: $930,000
a. Traffic Signal Pole Painting,
b. Russell Ranch Storm Water Treatment,
c. Intelligent Transportation System,
d. Neighborhood Street Name Sign Replacement Program,
Traffic Sign Replacements
e. Civic Center Generator Replacement - Design Roof Upgrades for Solar, Speed Trailer,
g. Illuminated Street Name Sign Panels Replacement,
h. Bus Stop Improvements,
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i. Asset Management Study and Implementation,
j. Design for the Civic Center Water Feature Refurbishment, k. Civic Center Exterior Improvements,
I. Civic Center Interior Improvements.
City Engineer Hughes provided an overview of the funding plan for the proposed projects with the CIP funding 70% of the projects and the rest coming from other restricted funding sources.
2. Preliminary Five-Year Capital Improvement Program (CIP) from FY 2022-23 to FY 2026-27:
City Engineer Hughes reviewed the Draft Five-Year CIP Plan, which spans the period from FY 2022-23 through FY 2026-27. She noted that City Council review and discussion will assist in guiding the City's future capital investment priorities and projects. The future year projects are for planning purposes only and would be considered for funding on an annual basis as part of the City's budget development process. The Recurring CIP Projects included Neighborhood Beautification Grants, Advance Street Sign Replacement, Annual Street Tree Replacement, Conduit Installation and Fiber Network Plan, Annual Street Improvement Program, Street Number Painting and Storm Drain Basin Debris Cleanouts.
Park Improvement projects included building Pickle Ball Courts, Canyon Oaks Passive Park, park equipment and trailhead improvements with a Community Storage Building in out years.
Sidewalk Improvement - Most of the sidewalk improvements in the Five-Year plan will be completed next fiscal year with the build out of the Lindero Canyon Road "complete street" design from Baronsgate Road to Lakeview Canyon Road in FY 2023-24 with Measure M funding. Future sidewalk improvements will be guided by the Sidewalk Master Plan which is part of the FY 2022-23 CIP. The five-year plan will be updated to include priority segments upon completion of the Master Plan.
Streetscape Improvement projects included the continuation of the Landscape Controller Installations, with other arterial median and freeway frontage improvements in out years.
Councilmember Davis expressed drought concerns with the City's grass-covered medians. Ms. Hughes stated that the medians are irrigated with reclaimed water which is subject to less water restrictions. Mr. Davis suggested posting "Reclaimed Water" signage on medians. City Manager de Geus mentioned that the City has engaged its landscape architect to transition medians away from grass and move towards a water conservation direction.
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Other Projects included implementation of the Russell ranch Stormwater Treatment Project for Enhanced Watershed Management Program (EWMP) compliance, construction of the Civic Center roof upgrades, continuing priority on implementation of Pedestrian Safety Improvements with sign replacements and the Lakeview Canyon Road complete street project, maintaining the Asset Management Plan, reviving the bus shelter retrofits, addressing the aged signal controller cabinet infrastructure and, looking at the Civic Center water features refurbishment or re-purposing of that space.
City Manager de Geus recommended breaking for the regular City Council meeting and continuing with the status of current capital improvements at the regular meeting during monthly departmental reports.
3. Review of CIP Reserve Fund Policy
Administrative Services Director Wilson reported that one of the City Council 2021 Goals was to conduct a Reserve Study to create an Asset Management Plan to guide the City's future infrastructure investments. She noted that this study will also recommend the appropriate financial reserve level that is sufficient for future maintenance or replacement of the facilities/equipment. Staff recommended the City maintain the current CIP and General Fund reserve policies until the Reserve Study report is finalized.
Ms. Wilson reported the City will continue to maintain healthy Fund Balances with:
$7.2 million in General Fund Reserves,
$1.8 million in the Restricted CIP Reserves, and
$9.2 million in the Unrestricted CIP Reserves.
ADJOURNMENT:
The meeting adjourned at 6:12 p.m.to the Regular Session scheduled for 6:30 p.m.
Hand date
Brad Haipern, Mayor
Attest:
Antarettenher
Antoinette Mann, City Clerk