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Home My WebLink About2001 Unbudgeted Expenditures - 01/16/2001 - Street Tree Plan S� 9�6-e�56,fv PPYV Council/Agency Meeting Held: Deferred/Continued to: Ap rov d ❑ Conditional) Approved ❑ Denied City Cle s Signature Council Meeting Date: January 16, 2001 Department ID N ber: PW 01-08 CITY OF HUNTINGTON BEACH REQUEST FOR ACTION SUBMITTED TO: HONORABLE MAYOR AND MEMBERS OF CITY SUBMITTED BY: RAY SILVER, CITY ADMINISTRATOR 4c r / PREPARED BY: ROBERT F. BEARDSLEY, DIRECTOR OF PUBLIC WORK SUBJECT: APPROPRIATE FUNDS FOR STREET TREE PLANTING IF -- Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: Should the City Council approve a budget appropriation to provide funds for planting trees on public property? Funding Source: Unappropriated General Fund Balance into Tree Maintenance Account 10085621.64110 Recommended Action: Motion to Appropriate $35,900 to fund the purchase of replacement trees when the cost of those trees has been reimbursed by residents. Alternative Action(s): Do not approve the appropriation to purchase and replace trees as requested and paid by residents and return the funds to the residents. r REQUEST FOR ACTION MEETING DATE: January 16, 2001 DEPARTMENT ID NUMBER: PW 01-08 Analysis: Until the 1990/91 Fiscal Year, the City repaired entire streets and replaced all trees removed in the public right-of-way from the General Fund budget. However, this is no longer the policy. Budgeted operating accounts provide funding to replace trees using the fifteen-gallon size. Residents requesting tree removals/replacements with twenty-four inch (24") boxed trees pay the City $150 for each replacement tree and related planting materials; however, there are no street repairs accomplished in this circumstance. The public has generally accepted this new charge and paid for replacement trees. Since this is an annual project, funds are collected until conditions permit planting. The Finance Division requires that the $150 charge be treated as revenue to the General Fund; thus, to make use of the property owners' money to buy replacement trees they paid for, the City Council must make a budget appropriation from the revenue received for this purpose. Per Council action, a new appropriation must meet one of the following three criteria: 1) It is an unanticipated emergency, 2) It is required to implement labor negotiations, or 3) It is a new expense that is offset by related new revenues. This new appropriation meets criteria #3, that is a new expense that is offset by related new revenues. Environmental Status: N/A Attachment(s)• City Clerk's • - NumberDescription1. Fiscal Impact Statement RCA Author: Daryl D. Smith:ss:jm 01-008 Jan 16 Daily (Street Tree Planting) -2- 1/3/01 4:26 PM ATTACHMENT # 1 �4 CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICA TION To: Ray Silver, City Administrator From: Clay Martin, Acting Director of Administrative Services Subject: FIS 2001-14Appropriate Funds For Street Tree Planting Date: December 26, 2000 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for "Appropriate Funds For Street Tree Planting." If the City Council approves this request (total appropriation $39,500), the estimated unappropriated, undesignated General Fund balance at September 30, 2001 will be reduced to $8,320,313. Clay IVJAtin, Acti g Director of Administrative Services Fund Balance-General Fund Adopted Budget Current Estimate Beginning Fund Balance 10/1/2000(unaudited) $ 9,540,000 $ 9,540,000 Plus:Estimated Revenue 127,313,303 127,313,303 Less:Estimated Expenditures (127,313,303) (127,313,303) Pending/Approved FIS's: (1,185,687) Less:FIS 2001-14 - (34,000) Estimated 9/30/2001 Balance(with econmic reserve) $ 9,540,000 $ 8,320,313 ESTIMATED GENERAL FUND BALANCE - SEPTEMBER 30, 2001 $1090009000 $9,000,000 $8,0009000 $9,540,000 $8,320,313 $7,000,000 $6,0009000 $5,000,000 ADOPTED BUDGET CURRENT ESTIMATE RCA ROUTING SHEET INITIATING DEPARTMENT: PUBLIC WORKS SUBJECT: APPROPRIATE FUNDS FOR STREET TREE PLANTING COUNCIL MEETING DATE: January 16, 2001 RC&ATTACHMENTS: STATUS Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Not Applicable Tract Map, Location Map and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) (Signed in full by the City Attorney) Not Applicable Subleases, Third Party Agreements, etc. (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attorney) Not Applicable Financial Impact Statement (Unbudget, over $5,000) Attached Bonds (If applicable) Not Applicable Staff Report (If applicable) Not Applicable Commission, Board or Committee Report (If applicable) Not Applicable Findings/Conditions for Approval and/or Denial Not Applicable EXPLANATION FOR'MISSIING ATTACHMENTS REVIEWED RETURNED. FORWARDED'' Administrative Staff Assistant City Administrator (Initial) ( ) ( ) City Administrator (Initial) ( ) ( ) City Clerk ( ) `EXPLANATIO`N FOR RET '3 RN O'F ITEM::' Only)(Below Space For City Clerk's Use RCA Author: Daryl D. Smith:ss:jm i 2'1 012z 4hpp I �)M,9144 i Council/Agency Meeting Held: Deferred/Continued to:Q'w\p k Approved ❑ Condit'onally Approved ❑ Denied ty erk's Signature Counci eeting ate: January 16, 2001 7Department ID Number: CS01-002 CITY OF HUNTINGTON BEACH REQUEST FOR COUNCIL ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS,- SUBMITTED BY: RAY SILVER, City Administratoroly PREPARED BY: RON HAGAN, Director, Community c s� RON LOWENBERG, Police Chief - SUBJECT: APPROVE: PURCHASE OF CHANG M CHINE FOR 5Trl STREET AND APPI:OPRIATE FUNDS FOR IN ALLATION AT DOWNTOWN POLICE SUBSTATION Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachments) Statement of Issue: Should the city purchase a new change machine for installation at the Police Substation at the corner of 5th and Walnut Streets? Funding Source: General Fund Unappropriated iFund Balance,$11,000. Recommended Action: Motion to: Approve the purchase and installation of a new change machine in the Downtown Police Substation, and appropriate $11,000 from the General Fund Unappropriated Reserve into Account # 100 45202 83700. Alternative Action(s): Do not appropriate funds for the purchase and installation of a change machine for 5th Street, and continue to have parking patrons on 5th Street use the change machine at the Main Promenade Parking Structure on Main Street. Analysis: In March 1998, Co:tncil adopted criteria for requests for appropriation of funds. The criteria included unanticipated emergencies, required to implement labor negotiations, or a new expense offset by related new revenues. The subject request for a new change machine qualifies as a new expense offset by related new revenues. On December 7, 2000, city staff received a petition with over 650 signatures from the 5th Street merchants requesting the installation of a change machine at the Downtown Police Substation. On December 12, 2000, the city staff met with the 5th Street merchants who indicated that they have been inundated with increased requests for change due to the City Council's recent Rr-QUEST FOR COUNCIL ACTIuN MEETING DATE: January 16, 2001 DEPARTMENT ID NUMBER: CS01-002 approval of an increase in parking meter rates. The merchants feel that the changye machine in the Main Promenade Parking Structure is inconvenient for parking patrons on 5t Street. Consequently, the businesses on 5th Street are requested to provide change. They feel this to be an unfair burden and request that the city install a change machine on 5th Street. The cost for a new change machine is $6,000. Custom hood and installation will be needed to install the change machine at a cost of$3,000. An annual maintenance contract is $1,000, and labor to install the machine is $1,000. If the City Council is desirous of accommodating the 5th Street merchants, $11,000 will have to be appropriated from, the General Fund Unappropriated Reserve. Money was not budgeted in the current two-year budget for this item. It will take approximately six weeks to order the machine and have it installed. The downtown merchants would like it installed before spring. Staff currently provides an average.of $2,000- per week in quarters to the existing change machine at the Main Promenade Parking Structure. A change machine at the Police Substation would serve both 5th Street and residential meters, thus the volume of quarters should be approximately the same as the existing change machine. Another change machine will place some additional burden on the City Treasurer's Office to turn around quarters in a timely fashion in order to keep the machines stocked. The change machine does present staff with numerous problems such as vandalism, mechanical failure, complaints, etc. However, given the parking .revenue generated by the business zone meters, these complaints could be considered minimal. Staff concurs with the 5th Street merchants that another change machine is needed for that location and is recommending City Council approval. The Police Department has reviewed this proposal and agrees with Community Services that a change machine on 5th Street is needed. Environmental Status: N/A Attachment(s): City Clerk's P. • - NumberDescription 1 Location Map 2 Petition from 5'h Street merchants 3 FIS MW aN _ - - ---- [Continued to { for a Report Back to Council on the Feasibility of a Contract with Downtown Business Owners to Provide Change for Customers - Approved 6-0-1 (Green out of room) Motion denied on 5th Street Parking at Downtown Police Substation December 28,2060 3,16 PM i � cQ r aa4 a 6 Ja6o1 ATTACHMENT , # 1 (NO THRU STREET) r h w �/�` ♦ c J� v w�0 c rr 6' '111 '11 ♦ ry 6r ` '10a f° S ,� 'Os ♦ r srl s 1, 6°a� s o� f 10 601 6 3?+Jr�� f°r 3 ♦r'?o �'?� S1B h 1� ?a ��3•�,� ° ,rD�r s s?♦ 6� PALM •o, 'jJ ,�B!ww ti �o s1s�' e° 6j, 702 aQ S r 1 u 'O 27 o3r� 'OS +r f?O ' s r9 ��^60 �� 625 626 J 621 'rQ16 +ly o? S? �`� r 619 VILLAS L MAR \�� r3,� ��3�1 w♦ ♦jrrS S°r S,♦rB S S?�� O?f 6609 07 610 W 6116 r'7 605 Y 39, rsq�ti '03 NN lop bey F J J 606 3o s r ♦ ^ s �.. �I/ r°O S ?° lj ,O qs' f, '?6 •�3 � 604 6 S?SI r 602 'O'Os ♦repo sj3 JQ'� ACACIA a W � W �a 4 e s rs Q- sae IFIRE 01 'r ?e s CF '�r� . ?r °9 GP� 529 ? 1? 3ro ~ +O '?? Qv 526A �J 1 SA. �. _ ?°e° 'r' �.r �,?6m 'O, 3r '�O�3,�� ,O�`k ,r'r�?S`x'(�► SAXLU S (70 J O �+ J� r' sole 5TH Q Z G1 �Or �� 'ol �,rso 3� 'Or TOWNSOUARE LN. �r6�O �tih 504F 504, PECAN rrS Y 61 ��2q 'ors ^` 430 438 437 l 42e All 0 S, 3?S C� 424 127 42 0 C 421 J J J°r ♦O ��' 100� h�� r $ 3 s`F vQ� 320 r� 330 �O 6�o J r'� 9 s o �� ter+ 5�• y�i 1 Jo Pr 2 r!!s \`,►moo 09 (NO THRU STREET) Proposed 5th Street Change Machine Location (Police Substation) 451 SEE VICINITY MAP 318-A ATTACHMENT #2 v`°I!'�C��V"1�� --L-�.� �c� / '�� ✓ "L .�'�Y1.p�..ttc:� ��T Z'Nl Jj,�� U s � t COU qz vt olv � � UAW; , V 77 Z> _ _ dam• 10 111-3 XL l x � �o Z IC1,69T&e6S —ZI6-7 'Z— Ste/C 611—lc- 6 C,-6 -7 41 O&IP) OZ(04�-7 AOC� U. 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TP tiWV�� _ �� 2rS��z I�w�� t-1-�z ��( ��1, ;VZ1 rS-6;�o 7 374 2.2 d�y �j Lj-rT f 1 _J „ „ , 4✓y�` ;'fib'' a F<r:” ��? vA , 77- ^.," .<i %' :,�`,:`-F,v{t?as:;:4�--''� '""`.'�'�"'-,�.:".�"---s�,Y-�:;, -,5;':ir"f•at, -x:,� >.;lr;�=� ,`��^..,�F "`:�.f��'`:.'. �- ,�" ,.,� �;s�..,': -�h::.:.�";�' 4,r�+`:� >::.�:-,.:;�^ ?4', „�,. ;.a:,s, �zi<,,7-.;�,'^ ,3"sz�1�a,;; `"�;: ,.�z'' vim..'+'�'•.�`e CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICA TION To: Ray Silver, City Administrator From: Clay Martin, Acting Director of Administrative Services Subject: FIS 2001-17 Approve Purchase of Change Machine for 5t" Street and Appropriate Funds for Installation at Downtown Police Substation Date: January 3, 2001 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for "Approve Purchase of Change Machine for 5t" Street and Appropriate Funds for Installation at Downtown Police Substation." If the City Council approves this request (total appropriation $11 ,000), the estimated unappropriated, undesignated General Fund balance at September 30, 2001 will be reduced to $8,309„000. Clay Ma *n, Acti ncjDirector of Administrative Services THE SHED RESTAURANT 210 50' Street Huntington Beach, CA 92648 (714)960-1317 Huntington Beach, 1-16-2001 City Council of Huntington Beach 2000 Main Street Huntington Beach, Ca 92648 Ref.: Agenda Item#E-15, City Council Meeting 1-16-2001 Dear Council Member, We respectfully request approval for a change machine for 5`i` Street. It is impossible for the businesses on 5`' Street to supply every motorist with the needed change for parking. We gladly provide the change for our own customers, and have tried for about one year to give change to everybody who parks on 5"' Street. It proved to be impossible. Now that the number of parking spaces on 5t' Street have increased, the problem of people needing change has increased also. And this is winter time. In the summer time this problem will increase tenfold. People get very upset if they have to walk over to Main Street. They fear that they will get a ticket in the mean time. We recommend to people to park in the parking structure, but for various reasons they prefer not to. Please approve the request and make it more pleasant for people to visit the down town area. Thank you. Sincerely, All Philomene P. allegos. r � ��- COMM I N) C Ib(\1 J� ` CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HVNTINCTON BEACH To Mayor and City Council Via City Administrator From Ron Hagan, Director, Community Service Date January 12, 2001 Subject Change Machine for Fifth Street — Item E-15 4.' In Item E-15 for Council action on January 16, the recommendation is to f6ncf> the installation of a change machine on Fifth Street at the downtown Police Substation. Upon further investigation and a meeting with the Fifth Street merchants, it has been determined that the change machine would be better located near the mini-parkway fronting Fifth Street. Mr. & Mrs. Gallegos, owners of The Shed at 210 Fifth Street, have signed a letter agreement al- lowing the installation of the change machine on the exterior wall of their building. A change machine at the Police Substation would have been on a unsecured, freestanding pole, subject to easy vandalism and theft. In addition, the ma- chine would have been exposed to direct ocean elements. Therefore, staff is recommending that the location for the change machine in Item E-15 be changed from the Police Substation to The Shed. RH:cr PE awl N a� ' i Council/Agency Meeting Held: 02— 2-0 — o) Deferred/Continued to: . A proved ❑ Conditionally pproved ❑ Denied C y k's Signatur =. r' Council Meeting Date: February 20, 2001 Department ID Number: CS64-009" =- CITY OF HUNTINGTON BEACH `s REQUEST FOR COUNCIL ACTION ,13 SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS SUBMITTED BY: RAY SILVER, City Administrator or" PREPARED BY: RON HAGAN, Director, Community Services SUBJECT: APPROVE PURCHASE OF CHANGE MACHINE FOR 5T" STREET AND APPROPRIATE FUNDS FOR INSTALLATION ON 5T" STREET Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: Should the city purchase a new change machine for Fifth Street? Funding Source: General Fund Unappropriated Undesignated Fund Balance, not to exceed'$11,000. Recommended Action: Motion to: 1. Approve the purchase and installation of a new change machine for Fifth Street; and 2. Authorize the Director of Administrative Services to appropriate $11,000 from the General Fund Unappropriated Undesignated Fund Balance into Beach Maintenance Contractual Services, Acct. #100 45202 83700. Alternative Action(s): Do not appropriate funds to purchase a change machine. Analysis: In March 1998, Council adopted criteria for requests for appropriation of funds. The criteria included unanticipated emergencies, a requirement of labor negotiations, or a new expense offset by related new revenues. On January 16, 2001, staff recommended that Council approve the purchase of a change machine to be installed on Fifth Street. This would be an unanticipated emergency appropriation. This recommendation was initiated by a request from the Fifth Street merchants for the city to provide change for .the parking meters that the city operates in the downtown business zone. The Fifth Street merchants have submitted a petition with 786 signatures requesting that a change machine be installed. At its January 16 meeting, Council deferred the item and asked staff to meet with downtown merchants to determine if they would be willing to give change for the meters in exchange for possible payment by the city. Staff met with Steve Daniel, Chair of the Downtown Merchants' Association, and Bill Gallegos, owner of The Shed restaurant and Fifth Street merchants' representative. Staff REQUEST FOR COUNCIL ACTIVN MEETING DATE: February 20, 2001 DEPARTMENT ID NUMBER: CS01-009 also had informal discussions with several merchants in the downtown area who do not wish to make change for the parking meters even if the city were to pay them for this service. Apparently, there is some animosity against the city parking meters, both for the change aspect and the enforcement issue. The merchants had several reasons for not wanting to get involved in a contract with the city concerning the parking meters: • The need to keep large quantities of cash on site in order to make change—most parking patrons want to make change with a $20 bill. • A sign in the merchants' windows indicating availability of change for the parking meters would target them for theft and robbery—an unwanted liability. • Most merchants already provide change to their customers—it is the noncustomers whom they object to; off the street walk-ins are abusive and demanding. • There is no monitoring system in place for a merchant-city contract concerning provision of change for parking meters—how would the city know if a merchant were complying? • Merchants are not open for business at all hours to provide change. • Bankers charge merchants for banking services including change—what is adequate compensation for giving change to customers? In summary, the downtown merchants reiterated their request for the city to install a change machine on Fifth Street and not burden them with the need to make change for a city revenue-generating operation. If Council approves the recommendation, the change machine would be installed on city property adjacent to The Shed restaurant on Fifth Street. The cost for a change machine is $6,000, contingencies and supplementals $1,000, custom hood and installation $3,000, and annual contract to maintain the machine and respond to vandalism $1,000, for a total of $11,000. Environmental Status: N/A Attachment(s): City Clerk's Page Number No. Description FIS RCA Author: RH:cr Change Machine 5th Street -2- 02/08/01 12:09 PM 3> 33+ ,,,3ii377 { 3 , 3 .... ,� ,AA,A�iifilh ,f•ffd b�3�,,,,,. ,3.,. �" .. � CITY OF HUNTINGTON BEACH W INTERDEPARTMENTAL COMMUNICA TION To: Ray Silver, City Administrator From: Clay Martin, Acting Director of Administrative Services Subject: FIS 2001-17 Approve Purchase of Change Machine for 511 Street and Appropriate Funds for Installation at Downtown Police Substation Date: January 3, 2001 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for "Approve Purchase of Change Machine for 511 Street and Appropriate Funds for Installation at Downtown Police Substation., If the City Council approves this request (total appropriation $11,000), the estimated unappropriated, undesignated General Fund balance at September 30, 2001 will be reduced to $8,309„000. 7 Clay Ma 'n, Actin Director of Administrative Services RCA ROUTING SHEET" INITIATING DEPARTMENT: COMMUNITY SERVICES SUBJECT: Approve Purchase of Change Machine for 5 Street and Appropriate Funds for Installation. COUNCIL MEETING DATE: February 20, 2001 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Not Applicable Tract Map, Location Map and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) Signed in full by the City Attorney Not Applicable Subleases, Third Party Agreements, etc. (Approved as to form by City Attome Not Applicable Certificates of Insurance (Approved by the City Attorney) Not Applicable Financial Impact Statement (Unbudget, over $5,000) Attached Bonds If applicable) Not Applicable Staff Report (If applicable) Not Applicable Commission, Board or Committee Report If applicable) Not Applicable Findings/Conditions for Approval and/or Denial Not Applicable EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FORWARDED Administrative Staff -2 d y Assistant City Administrator Initial) ) Cit Administrator Initial �ae CityClerk EXPLANATION FOR RETURN OF M: Spacetiee . Use Only) O y -9 VL RCA uthor: SHOULD THE CITY PURCHASE AND INSTALL A NEW ® DOWNTOWN CHANCE MACHINE FOR 5T" STREET? ® ® Cost: $11 ,000 ® Timeline: 6 Weeks A, - o Annual Business Zone income: Parking Meters $205,000 A Fines $310,1000 o r ® Total $5152000 ' 1 F 2." e Why don 't downtown merchants want to make change for the city? • The need to keep large quantities of cash on site in order to make change o -- ® Target for theft & robbery ® 3 ® • Providing for non-customers .f 0; • Being monitored by the city 0, • Not open all hours machines are enforced • Cannot determine adequate compensation e 'J NEW 5THSTREET CHANGE MACHINE • Merchants have submitted a petition requesting a change machine for 5t" street due to increased volume of parking in metered spaces • Meters are for short term parking - without �.. meters the spaces would be taken up all day by beach goers • Parking is a city business, it should be the city's responsibility to provide change �-- 3 r I RECOMMENDATION I. ® 1 . Approve purchase & Installation 2. Appropriate $11 ,000 0 Alternative Recommendation: 1 . Wait until next year and budget for change machine in 2001 -2002 2. Do not purchase & install and new change machine and let customers use the existing change machine at ® the parking structure on Main Street ® 4 � C' rYl e�.. Sao ,� n - � hPdS�e Dew • � CITY OF HUNTINGTON BEACH MEETING DATE: 02/20/01 DEPARTMENT ID NUMBER:PW 01-017 Council/Agency Meeting Held: Deferred/Continued to: ��/I�✓y1M� '- A proved ❑ Conditionally Approve ❑ Denied De�)uN City Clerk's SignaturejVV C Oxcil Meeting Date: 02/20/01 Department ID Number: PW Q1=Or17:,'' CITY OF HUNTINGTON BEACH `' r REQUEST FOR ACTION � �-, r V SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL SUBMITTED BY: RAY SILVER, CITY ADMINISTRATOR a?" REPARED BY: ROBERT F. BEARDSLEY, DIRECTOR OF PUBL C S SUBJECT: AUTHORIZE THE APPROPRIATION OF FUNDS AND REQUEST BIDS FOR REPAIRS TO OVERMYER RESERVOIR Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: Overmyer Reservoir is in need of cleaning and roof repairs not anticipated during development of the current two-year budget. Funding Source: Undesignated Water Fund Balance, $100,000 Recommended Action: Motion to: 1. Authorize the Director of Administrative. Services to appropriate $100,000 from the undesignated Water Fund Balance to account 50685803.67715 for maintenance repairs to Overmyer Reservoir. 2. Authorize the Director of Public Works to request bids for the repairs in a total'amount not to exceed $100,000. Alternative Action(s): Do not authorize the appropriation of these funds and instruct staff on how to proceed. Analysis: Overmyer Reservoir III is a 20-million gallon facility located at the Water Operations Yard at Huntington Street and Garfield Avenue. The reservoir was put into service in 1972. Rehabilitation of the reservoir was designated as a Water Master Plan \ i 5 01-017 Feb 20 Dills(Overmy`Reservoir) -2- 2/8/01 9:44 AM REQUEST FOR ACTION MEETING DATE: 02/20/01 DEPARTMENT ID NUMBER: PW 01-017 Project. An engineering study was performed in 2000 in anticipation of beginning design on the rehabilitation. The study revealed a number of problems with the reservoir that need immediate attention and cannot wait for what will be a lengthy design and construction process. Th'e repairs will include cleaning of the reservoir and repair of the roof. Several roof structural members have fallen due to rusted hangers. These members will be replaced and new hangers and nails will be placed on existing beams. Until repairs are complete, water quality in the reservoir is being carefully managed. Environmental Status: Not applicable. Attachment(s): City Clerk's . - Number No. Description 1 Fiscal Impact Statement. RCA Author: Ken Dills Jrn ext. 5055 01-017 Feb 20 Dills(Overmyer Reservoir) -3- 2/8/01 9:44 AM ATTACHMENT # 1 H � CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICA TION To: Ray Silver, City Administrator From: Clay Martin, Acting Director of Administrative Services Subject: FIS 2001-18 Authorize The Appropriation Of Funds, Solicitation Of Bids And Award Of Contracts For Repairs To Overmyer Reservoir Date: January 3, 2001 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for "Authorize The Appropriation Of Funds, Solicitation Of Bids And Award Of Contracts For Repairs To Overmyer Reservoir." If the City Council approves this request (total appropriation $100,000), the estimated working capital of the Water Fund at September 30, 2001 will be reduced to $2,100,000. Cq Clay M in, Actin irector of Administrative Services RCA ROUTING SHEET INITIATING DEPARTMENT: Public Works SUBJECT: Authorize Appropration of Funds, Request for Bids for Repairs to Overmyer Reservoir COUNCIL MEETING DATE: February 20, 2001 i RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Not Applicable Tract Map, Location Map and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) (Signed in full by the City Attomey) Not Applicable Subleases, Third Party Agreements, etc. (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attorney) Not Applicable Financial Impact Statement (Unbudget, over $5,000) Attached Bonds (If applicable) Not Applicable Staff Report (If applicable) Not Applicable Commission, Board or Committee Report (If applicable) Not Applicable Findings/Conditions for Approval and/or Denial Not Applicable 33 EXPEANATION FOR M_ISSING'"ATTACHMENTS x „ REVIEWED1,RETURNED »FORWARDED,;3 Administrative Staff ) Assistant City Administrator (Initial) ( ) ( ) City Administrator (Initial) City Clerk ( ) EXPLANATION FO'R RETURN'OF ITEM„ Only)(Below Space For City Clerk's Use RCA Author: K Dills x5055:jm Council/Agency Meeting Held: 02— 20-01 Deferred/Continued to: XApproved El Conditionally Approved El Denied it CIClU s Signature Council Meeting Date: February 20, 2001 Department ID Number: CS01-014 CITY OF HUNTINGTON BEACH REQUEST FOR COUNCIL ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY COU Cl EMBERS SUBMITTED BY: RAY SILVER, City Administrator oF;7 PREPARED BY: RON HAGAN, Director, Community Services r r1i SUBJECT: APPROVE FUNDING FOR CONSULTANT STUDY OF PROPOSAL FOR PACIFICA MULTI-SERVICE SENIOR CENTER AND OFFICe- BUILDING Statement of issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: Should the city appropriate funds to hire consultants to analyze the financial and physical plant issues for the Pacifica multi-service senior center and office building located at 18800 Delaware? Funding Source: General Fund Unappropriated Undesignated Fund Balance, to be reimbursed by revenue bonds should the city proceed with the project. Recommended Action: Motion to: Authorize the Director of Administrative Services to appropriate $150,000 into Contractual Services, Acct #10045502.69365 for the purpose of retaining various consultants to prepare a feasibility report on the city's multi-service senior center and office building proposal for the Pacifica property at 18800 Delaware. Alternative Action(s): 1. Do not appropriate funds for a consultants' study of the Pacifica property proposal, and direct staff to look at alternatives for providing a multi-service senior center; or 2. Direct staff to begin negotiations with Lend Lease Inc, owners of the Pacifica property, for the development of a purchase proposal contingent upon the city completing consultants' studies after a negotiated price has been reached. Analysis:-- In March 1998, Council adopted criteria for requests for appropri8tim-of funds. The criteria included unanticipated emergencies, a requirement of labor negotiations, or a new expense offset by related new revenues. The proposed development of the Pacifica property would bring in new revenues to offset the cost of the consultants' studies. In 1998, City Council directed staff to begin looking for options to either replace or expand the Michael Rodgers Seniors' Center. The demographic trends and census data indicated that the city REQUEST FOR COUNCIL ACTION MEETING DATE: February 20, 2001 DEPARTMENT ID NUMBER: CS01-014 will be faced with a tremendous increase in demand for senior services from 2005 to 2025. The city's estimated population of citizens 62+ is projected to double from the year 2000 to 2020. Currently, 22 percent of the city's residents are 62+; and by the year 2025, they are projected to increase to 39 percent. In addition, projections for the number of superseniors, 80+, are estimated to exceed 10,000 or approximately 10 percent of the city's population by the year 2020. Consequently, City Council has directed staff to analyze proposals to meet the demand for future senior services. Rodgers Seniors' Center located at 1706 Orange Avenue and the Seniors' Outreach Center at 1718 Orange Avenue together have 14,000 square feet of programmable space. To meet the above described demand, the city will need at least 25,000 square feet in the future. The maximum square footage that could be added to the facilities on Orange Avenue is 3,000. Since this amount of space would be inadequate to meet future demands, Council directed staff to look at alternatives for developing a new multi-service senior center. Several sites and alternatives have been analyzed over the past three years: -1. Building a new senior center at Bartlett Park — while this project was desirable from location and available land standpoints, it is an archaeologically-sensitive area and would require millions of dollars to mitigate. 2. Building a new senior center on the Golden West College/Hoover Gothard right-of- way property—the land is surplus, but its location and configuration are undesirable. 3. Using the Wycliffe office building for a senior center—the building is available, but its configuration and cost make it undesirable. 4. Acquiring vacant property — after an exhaustive search of surplus park property, leftover right-of-ways, private/commercial office buildings, etc., staff has been unable to locate sufficient and affordable acreage for the development of a new multi- service senior center. 5. Using closed school sites — staff has been unable to negotiate the acquisition of any closed school sites that are located in an area that supports senior services. 6. Using Pacifica property — bankruptcy and foreclosure make this property available and it is within a specific plan area that allows only senior services/senior housing/ medical/office professional uses. The current conditions of the health care industry and community hospitals are not economically viable; consequently, no other hospital group has purchased or expressed an interest in purchasing the Pacifica property. Lend Lease, Inc., owners of the property, has had numerous offers to develop high-rise, multi-family residences, but these proposals are inconsistent with the existing specific plan and existing conditional use permit for the property. Consequently, Lend Lease, Inc. has been unable to sell and is carrying the debt service and maintenance cost on the empty facility since August 2000.. Staff has prepared a proposal which has been discussed preliminarily with Lend Lease, Inc. that would provide for the following: Pacifica proposal -2- 02/12/01 10:39 AM REQUEST FOR COUNCIL ACTION MEETING DATE: February 20, 2001 DEPARTMENT ID NUMBER: CS01-014 • The city would acquire the five-acre parcel including the former hospital, tower, aquatic facility, and two-acre park site. • The city would demolish the hospital building and replace it with parking and a large, multi-purpose room. • The city would use the first two floors of the tower to house city senior services including senior center and outreach programs along with a new multi-purpose room. • The remaining floors would be leased for senior services, office, and medical professional uses which are consistent with the existing CUP, and both profit and nonprofit agencies. • The city would retain the aquatic facility to run city aquatics programs and lease to other organizations such as the Arthritis Foundation, Hoag Hospital aqua-therapy program, etc. • The city would retain and maintain the two-acre park site for the public. The advantages of the Pacifica proposal are as follows: 1. Location is close to city hall for support services; 2. Would provide 25,000 square feet necessary to meet demands for senior services; 3. Location is ideal for senior services as it is surrounded by senior housing, public transportation, shopping, etc.; 4. Property is substantially under market value; 5. Income generated from leased space is anticipated to pay for city's cost of acquisition by the sale of revenue bonds; 6. City could lease space from itself to provide for a city hall annex due to crowded conditions currently existing at city hall. In order to make an informed decision on whether to enter into a purchase agreement for the Pacifica property, the city should perform the following studies: 1. Financial/real estate analysis and cash flow analysis to determine the feasibility of purchasing the property with the use of revenue bonds not to exceed $15,000; 2. Asbestos study to insure the building contains no contamination that could cause substantial costs in the future not to exceed $10,000; 3. Inspection of the heating, ventilation, air conditioning systems not to exceed $15,000; 4. Parking study to develop recommendations on how to deal with the shared parking agreements currently encumbering the property to to exceed $50,000; 5. Evaluation of life safety systems not to exceed $10,000; 6. Architectural report on tenant improvements and costs required to implement the site as described not to exceed $50,000. In summary,, the Pacifica property presents-a window of opportunity to accomplish the city's goal of meeting the needs of senior citizens in the foreseeable future. In addition, we would be preserving a public park, providing a city hall annex, and making office space available to other social service and senior-serving agencies to pay the debt service for acquisition of the property. However, before proceeding with purchase of the property, the city should be fully aware of the issues described herein and, thus, needs to appropriate $150,000 to hire Pacifica proposal -3- 02/12/01 10:39 AM REQUEST FOR COUNCIL ACTION MEETING DATE: February 20, 2001 DEPARTMENT ID NUMBER: CS01-014 consultants to answer the questions and concerns presented. If approved, staff will return to City Council in June, 2001, with the reports and recommendations. Environmental Status: There is no anticipated change in the proposed use that would require additional environmental work other than a parking study. Attachment(s)• City Clerk's Page Number No. Description FIS RCA Author: Pacifica proposal -4- 02/12/01 10:39 AM 3 ATT ��i11333». ........... M',�,E � � .. 3 33jI11117� 3 3 • 33 t '" >MI3)33 i.LI?. ........ i;�j3.�:� CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICA TION To: Ray Silver, City Administrator From: Clay Martin, Acting Director of Administrative Services Subject: FIS 2001-20 Approve Funding for Consultant Services for Proposal for Pacifica Multi Service Senior Center and Office Buioding Date: February 13, 2001 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for "Approve Funding for Consultant Services for Proposal for Pacifica Multi Service Senior Center and Office Buioding." If the City Council approves this request (total appropriation $150,000), the estimated unreserved, undesignated General Fund Balance at September 30 ,2001 will be reduced to $1 ,963,313. ca � Clay M Ain, Acting Director of Administrative Services Fund Balance-General Fund Adopted Budget Current Estimate Beginning Fund Balance 10/1/2000(unaudited) $ 3,333,000 $ 3,333,000 Plus:Estimated Revenue 127,313,303 127,313,303 Less:Estimated Expenditures (127,313,303) (127,313,303) Pending/Approved FIS's: (1,219,687) Less:FIS 2001-20 - (150,000) Estimated 9/30/2001 Balance(with econmic reserve) $ 3,333,000 $ 1,963,313 ESTIMATED GENERAL FUND BALANCE - SEPTEMBER 30, 2001 $5,500,000 $5,000,000 $4,500,000 $4,000,000 $3,500,000 $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $3,3 33,000 $1,963,313 $500,000 $_ ADOPTED BUDGET CURRENT ESTIMATE RCA FLOUTING SHEET INITIATING DEPARTMENT: COMMUNITY SERVICES SUBJECT: Approve Funds for Consultants' Studies of Proposal for Pacifica Property COUNCIL MEETING DATE: February 20, 2001 .......................................-.......... ....... ..................... ........... .........-............ ............... ................ ..........................- ......... ........ ... .. .. ........... --------- ............. ................ ....... .......... ............... ................. ........ ............................. 8 .... ...... .......................... TATU. . ....... . ... ..... UMMMENTS.. ........................**........................... ......................................... AGA!' .. ....... ...... ...... .............. .... ..................I.................. .... ... Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Not Applicable Tract Map, Location Map and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) (Signed in full by the City Attorney) Not Applicable Subleases, Third Party Agreements, etc. (Approved as to form by City Attom Not Applicable Certificates of Insurance (Approved by the City Attorney) Not Applicable Financial Impact Statement (Unbudget, over$5,000) Attached Bonds If applicable) Not Applicable Staff Report If applicable) Not Applicable Commission, Board or Committee Report (If applicable) Not Applicable Findings/Conditions for Approval and/or Denial Not Applicable ....................................... .......... ........................I.............. .... .. . ...... ...... . ...... ....... .. ....... . .............................. . ......... -:::*:. �............... TACHMENT-i....... N -AT XRL`-A 1.01:1 NT O.Ri M I S:S 1.N G ............. .................. ... ............... ......... ............................ . .......- ....................... ................................... ..................... .. ............ .............*......................... 'Eu: ::..RETURN ...... ED:.................. .................. ...................... .. ........... .... ...........,.................. ....................... ...... .......... ....... Administrative Staff Assistant City Administrator (Initial) City Administrator (Initial) City Clerk VV) ............ ........................ ............ ............. . ............................................................. ............. ............ ......................... ........... .... .... ..................... ................... ....................................... --EXPLANAT' 1+0::W+ F OR R--+E TU.'+R":�N::i:i:O:'.:F.:..+!:,,�l-TE+ .' ............ ..................... ........... ........ .... ...... ....................-.1-1........................- ................... (Below Space For City Clerk's Use • RCA Author: STATEMENT OF ISSUE Should the cityhire consultants to perform various studies before council decides if the city should make an offer to purchase and reconfigure the former Pacifica Tower into a Senior Citizen Multi Service Center and office complex? v a . I 2/19/2001 1 7 i PACIFICA TOWER PROJECT PEOPOSAL j Staff has been analyzing proposals to meet the demand for future senior services • The Pacifica Tower is a possibility • The would be to demolish the old proposal � g hos hospital next to'the tower, reconfigure the p tower for a combination senior center and office building • Add a multipurpose room and parking; save the park and aquatics facility that is adjacent to the tower and lease the remaining floors to pay for the cost 2/19/2001 2 There are numerous issues to consider and before council decides whether to proceed, several studies should be done on this complex proposal: 1. Financial/real estate analysis and cash flow analysis to determine the feasibility of purchasing the property with the use of revenue bonds. Cost $15,000; 2. Asbestos study to insure the building contains no contamination that could cause substantial costs in the future. Cost $10,000; 3. Inspection of the heating, ventilation,, air conditioning systems. Cost $15,000; 4. Parking study to develop recommendations on how to deal with the shared parking agreements currently encumbering the property. Cost $50,000; 5. Evaluation of life safety systems. Cost $10,000; 6. Architectural report on tenant improvements and costs required to implement the project as described. Cost $50,000. 2/19/2001 3 RECOMMENDATION Appropriate $150,000 and do the proposed studies before making a decision on whether to proceed Alternative recommendations: 1. Don't do the studies and direct staff to look elsewhere to solve the future senior center demands; or 2. Make an offer on the property, conditioned on the completion of the studies, to determine the purchase price before commencing with the studies. 2/19/2001 4 Council/Agency Meeting Held: 63-- dq--0 1 Deferred/Continued to: XA proved ❑ Conditionally proved ❑ Denied W leitl Signature Council Meeting Date: March 5, 2001 Department ID Number: CS01-013 CITY OF HUNTINGTON BEACH REQUEST FOR COUNCIL ACTION �w SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS ' SUBMITTED BY: RAY SILVER, City Administrator p214.P PREPARED BY: RON HAGAN, Director, Community Service 45;1�- SUBJECT: APPROVE FUNDS FOR TEMPORARY FACILITIES FOR WOMEN LIFEGUARDS Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: There is a need to provide temporary, mobile shower facilities for women lifeguards at Moorhouse Lifeguard Headquarters. Funding Source: General Fund Unappropriated Fund Balance, $32,950. Recommended Action: Motion to: Authorize the Director of Administrative Services to appropriate $32,950 into Beach Maintenance Contractual Acct #10045207.69365 to provide temporary shower facilities for women lifeguards at Moorhouse Lifeguard Headquarters for the remainder of this fiscal year. Alternative Action(s): Do not provide temporary shower facilities for women lifeguards, and continue to make reasonable accommodations within Moorhouse Headquarters until South Beach Phase II construction is completed. Analysis: In March 1998, Council adopted criteria for requests for appropriation of funds. The criteria included unanticipated emergencies, required to implement labor negotiations, or a new expense offset by related new revenues. To implement required labor negotiations, the city's Human Resources Division, the City Attorney and Risk Manager, along with Community Services staff have reviewed the situation at the existing lifeguard headquarters with regard to locker room facilities for women lifeguards. The city currently has no permanent women Marine Safety Officers. However, approximately 15 percent of the city's recurrent lifeguards are women, with this percentage increasing during the summer when junior guard instructors are added to the work force. While women lifeguards do not work on a daily basis, they do work year round on weekends, holidays, and at special events. REQUEST FOR COUNCIL ACAN MEETING DATE: March 5, 2001 DEPARTMENT ID NUMBER: CS01-013 When the headquarters building was erected in 1963, there were no accommodations included for women lifeguards. In addition, the current facility does not meet Americans with Disabilities Act requirements or earthquake standards. Consequently, City Council has adopted a South Beach Master Plan that would include the rebuilding of Moorhouse Lifeguard Headquarters to meet current codes and Title IX of Affirmative Action standards concerning accommodations for women workers. The timeline for South Beach Phase II improvements is as follows: February 20, 2001 Council approves consultant contract for design review September 2001 Staff submits design for Coastal Commission approval April 2002 Begin working drawings/plans and specifications September 2002 Solicit bids March 2003 Begin construction April 2004 Construction complete The cost to place a mobile unit adjacent to the First Aid Station at Moorhouse Headquarters for one year is: Item Monthly Cost Annual Cost Mobile unit rental $2,800 $33,600 Pump-out service $360 $4,320 Maintenance $665 $7,980 Total Cost $3,825 $45,900 There will be a one-time cost for installation and utility hookup. If the timeline for south beach can be met, it would cost the city $124,750 to provide the facilities for the remainder of this year and the two more years until completion of the new headquarters building. The remainder of FY00/01 will cost $27,950 plus the $5,000 one-time installation fee. Subsequent appropriations will be budgeted in FY01/02 and 02/03 at $45,900 each year. Staff is requesting Council appropriate $32,950 to provide the temporary facilities for the remainder of this fiscal year. Environmental Status: N/A Attachment(s): City Clerk's Page Number No. Description FIS women lifeguard facilities -2- 02/22/01 3:46 PM ATTACHMENT #1 � CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICA TION To: Ray Silver, City Administrator From: Clay Martin, Acting Director of Administrative Services Subject: FIS 2001-23 Approve Funds for temporary Facilities for Women Lifeguards Date: February 20, 2001 As required by Resolution 4832, this Fiscal Impact Statement has been prepared "Approve Funds for temporary Facilities for Women Lifeguards." If the City Council approves this request (total appropriation $32,950), the estimated unreserved, undesignated General Fund Balance at September 30 ,2001 will be reduced to $1,924,113. Clay M in, Acting Director of Administrative Services Fund Balance-General Fund Adopted Budget Current Estimate Beginning Fund Balance 10/1/2000(unaudited) $ 3,333,000 $ 3,333,000 Plus:Estimated Revenue 127,313,303 127,313,303 Less:Estimated Expenditures (127,313,303) (127,313,303) Pending/Approved FIS's: (1,375,937) Less:FIS 2001-23 - (32,950) Estimated 9/30/2001 Balance(with econmic reserve) $ 3,333,000 $ 1,924,113 ESTIMATED GENERAL FUND BALANCE - SEPTEMBER 30, 2001 $595003000 - $5,000,000 $49500,000 $49000,000 $39500,000 $3,000,000 - $2,500,000 $2,0009000 $195009000 $1,000,000 - $3,333,000 $1,924,113 $500,000 ADOPTED BUDGET CURRENT ESTIMATE RCA ROUTING SHEET INITIATING DEPARTMENT. COMMUNITY SERVICES SUBJECT: APPROVE FUNDS TO PROVIDE TEMPORARY FACILITIES FOR WOMEN LIFEGUARDS COUNCIL MEETING DATE: March 5, 2001 ........................................................................... ........................ ............................................ .............. ................................. ....................................... .................... ...................................... ........................... .................... ................. ................................ STAT ....................... ... .......... ....... ............-.............. ........... ....... .......................................-.-........... ...............- ............................................... CkATTACHMENTS ............ ...........-.................................................... ............... ......a ............. ............----............. ..................... Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Not Applicable Tract Map, Location Map and/or other Exhibits , Not Applicable Contract/Agreement (w/exhibits if applicable) (Signed in full by the City Attorney) Not Applicable Subleases, Third Party Agreements, etc. (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attorney) Not Applicable Financial Impact Statement (Unbudget, over $5,000) Attached Bonds If applicable) Not Applicable Staff Report If applicable) Not Applicable Commission, Board or Committee Report If applicable) Not Applicable Findings/Conditions for Approval and/or Denial I Not Applicable ......................... ................ ......---................ ............................... -F .............................................. ............................ . . ........- ........ .................... ........... ION ..... ....................... ............ ...... ............................... .... w: .. . ................................................ .................... .................... ........... . ....... . ..... ........ . ................................ ................................. ............................... ................. ....... ..............................................REVIEWED .......RETURN EQ ":: 1F0RWARDED: ..................... ................................ ......... ............. .. .................................. Administrative Staff Assistant City Administrator (initial) City Administrator (Initial) City Clerk ... ........-...... .!........ .......-........................................................................................................................*...*...*................................I..................................-......................... ..............................................................-....-....-............................... ......................... ION TORRETURN.0.F1TEMj: .................. ... ....... .... ..................... ? v (Below Space For City Clerk's Use Only) RCA Author: