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Unbudgeted Expenditures - 1994
i Ap APPROVED BY CITY COUNCIL Al 1�L QUEST FOR CITY COUNCIL ACTION Date: November 21, 1994 ° M CrrY K CD94-89 Submitted to: Honorable Mayor and City Council Members submitted by: Michael T. Uberuaga, City Administrator �. Prepared by: Melanie S. Fallon, Director of Community Developme Y- Subject: CRS APPLICATION - REQUEST FOR FUNDING Consistent with Council Policy? [ ] Yes [ ] New Policy or Exception Statement of Issue,Recommendation, Analysis,Funding Source,Alternative Actions, Attachments: STATEMENT OF ISSUE: Transmitted for your consideration is information regarding the Community Rating System (CRS) application to the Federal Emergency Management Agency (FEMA) and a request for funding to implement the program. The CRS is a part of the National Flood Insurance Program. The CRS is an incentive for communities to do more than just regulate construction of new buildings in the floodplain; it allows flood insurance premiums to be adjusted to reflect community activities that reduce flood damage to existing buildings, manage development, protect new buildings, provide flood information, and help citizens obtain flood insurance. RECOMMENDATION: Motion to: "Appropriate $17,250 to implement preparation and distribution of CRS outreach project activities." ANALYSIS: At the October 17, 1994, City Council meeting, the City Council directed Community Development staff to file an application to the Federal Emergency Management Agency (FEMA) for a reduced CRS rating which, if approved, will reduce the flood insurance premium to property owners in the City. This application requires long term City commitment to agree to participate and follow through with the activities listed in the application. This application must be received in San Francisco on or before December 15, 1994. 1 On December 9, 1994, Mike Shore, FEMA Representative, will visit the City and determine if the City is eligible for participation to the CRS program. If any violations are found with Federal law and/or the floodplain management ordinance adopted by the City Council (Article 940 of the Huntington Beach Ordinance Code/Chapter 222 of the new Zoning and Subdivision Ordinance), the City will be determined ineligible to apply until all violations are corrected. In order to submit the minimum information, cooperation and assistance from other departments will be necessary. Community Development staff has established a CRS team to assist in the preparation and documentation of the selected activities. Several activities listed in the application include maintaining flood information at the local libraries; maintaining flood insurance on all city-owned buildings located in the floodplain that are receiving federal assistance, maintaining flood certificates for all structures substantially improved or built in the floodplain, and providing a variety of community outreach programs. The program is designed for communities to receive credit points which translate into reduced insurance premiums to city residents. Credit is achieved for three types of outreach projects. 1. Outreach projects to the entire community: 'A maximum of 60 points are provided for sending written information to all properties of the community through a newsletter, utility bills, telephone book, or other document. The staff team is preparing an information sheet to be inserted with the water bill. It may be difficult to achieve this activity this year due to the mailing cycle. Approximately 53,000 water bills are mailed; inclusion of a flood information brochure with a water bill will cost approximately $4,240 for printing costs. 2. A maximum of 130 points are provided for sending notice to all properties in floodprone areas. The notice must be distributed to all properties located within the Special Flood Hazard Area(floodplain) and those additional areas known to have flooding problems. Preparation of a notice including printing and postage is anticipated to cost $13,000. 3. A maximum of 60 points are provided for conducting other outreach projects. We will receive minimal credit for outreach projects conducted by the County of Orange, e.g., flood information included with the property tax bill, display at the Orange County Fair. FEMA recommends that the City apply for credit for several activities. A minimum of 500 points must be awarded to reduce the CRS rating from a 10 to 9. A CRS rating of 9 will lower flood insurance premiums by 5%. Although not all properties are required to obtain flood insurance, there are approximately 14,000 properties that pay annually between $355 and $500 for flood insurance. RCA11121 V4 2 G:RCA94-89 In the event that the City of Huntington Beach qualifies for application and receives a lower CRS rating, annual applications must be submitted and outreach programs continued in order to maintain the lower CRS rating. There will be the associated costs for printing and postage in order to keep the program active. Environmental Status: Appropriation of funds is exempt from the California Environmental Quality Act pursuant to Section 15061. FUNDING SOURCE: $17,250 from the unappropriated balance of the General Fund. ALTERNATIVE ACTION: Motion to: 1. "Deny the request for appropriation of funds." ATTACHMENTS: 1. FIS 2. Summary of the Community Rating System MTU:MSF:SP RCA11\21\94 3 G:RCA94-89 ATTACHMENT 1 H ' CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO: MICHAEL T. UBERUAGA, City Administrator FROM: ROBERT J. FRANZ, Deputy City Administrator SUBJECT: REQUESTED FUNDING FOR NECESSARY PREPARATORY WORK IN QUALIFYING THE CITY FOR REDUCED FLOOD INSURANCE, FIS 95-05 DATE: NOVEMBER 14, 1994 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for the proposed appropriation of $17,250 to satisfy filing requirements relative to the City's pending application to the Federal Emergency Management Agency (FEMA) in seeking to reduce Flood Insurance Premiums to property owners in the City. Upon approval of the City Council, the balance of the unaudited, General Fund would be reduced to $2,059,000, plus an additional $5,000,000 whi h had been previously reserved for Economic Uncertainties p City Council rection. B J. NZ Deputy City dminis rator RJF:skd 0006057.01 11/14/94 10:03 AM ATTACHMENT 2 FEDERAL EMERGENG . MANAGEMENT AGENCY National Flood Insurance Program CommunityRating System NFIP/CR Summary of the Community Rating System V� N� July 1994 This document was prepared for the Community Rating Task Force by ISO Commercial Risk Services, Inc , with support from French & Associates, Ltd , and the Association of State Floodplain Managers, Inc If a community is interested in applying for flood insurance premium credits through the Community Rating System (CRS), it should have the CRS Coordinator's Manual or the Short Form Application This and other publications on the CRS are available free from Flood Publications NFIP/CRS P O Box 501016 Indianapolis, IN 46250-1016 (317) 848-2898 Background The National Flood Insurance Program (NFIP) provides federally backed flood insurance that encourages communities to enact and enforce floodplain regulations Since its inception in 1968, the program has been very successful in helping flood victims get back on their feet There are over 2 6 million policies in force Since 1978, over 350,000 losses totalling more than $2 5 billion have been paid To be covered by a flood insurance policy, a property must be in a community that participates in the NFIP To qualify for the program, a community adopts and enforces a floodplain management ordinance to regulate development in flood hazard areas The basic objective of the ordinance is to ensure that such development will not aggravate existing flooding conditions and that new buildings will be protected from flood damage Today, over 18,000 communities participate in the NFIP The NFIP has been successful in requiring new buildings to be protected from damage by a 100- year flood Under the Community Rating System (CRS), there is an incentive for communities to do more than just regulate construction of new buildings to minimum national standards Under the CRS, flood insurance premiums are adjusted to reflect community activities that reduce flood damage to existing buildings, manage development in areas not mapped by the NFIP, protect new buildings beyond the minimum NFIP protection level, help insurance agents obtain flood data, and help people obtain flood insurance Objective The objective of the CRS is to reward those communities that are doing more than meeting the minimum NFIP requirements to help their citizens prevent or reduce flood losses The CRS also provides an incentive for communities to initiate new flood protection activities The goals of the CRS are threefold "[To] encourage, by the use of flood insurance premium adjustments, community and state activities beyond those required by the National Flood Insurance Program to • Reduce flood losses, • Facilitate accurate insurance rating, and • Promote the awareness of flood insurance " Operation To be recognized in the insurance rating system, community floadplain management activities must be described, measured, and evaluated The basic tool for this is the CRS Schedule, which sets forth the application procedures, creditable activities, and the credit points assigned to each activity A community receives a CRS classification based upon the total score for its activities Summary 1 Edition July 1994 The CRS Commentary explains the Schedule and gives examples of activities and how their credit is calculated The Schedule and Commentary are included within the CRS Coordinators Manual, the primary document detailing the program There is also a Short Form Application, which provides a simpler approach to apply for an initial classification based on the more common activities implemented by most communities There are 10 CRS classes Class 1 requires the most credit points and gives the greatest premium reduction, Class 10 receives no premium reduction A community that does not apply for the CRS, or does not obtain the minimum number of credit points, is a Class 10 community 21 Community participation in the CRS is VOLUNTARY Any community in full compliance with the rules and regulations of the NFIP may apply for a CRS classification better than Class 10 The applicant community submits documentation that it is implementing activities recognized in the Schedule The Schedule identifies 18 creditable activities, organized under four categories labelled Sections 300 through 600 Public Information, Mapping and Regulations, Flood Damage Reduction, and Flood Preparedness The Schedule assigns credit points based upon the extent to which an activity advances the three goals of the CRS Communities are invited to propose alternative approaches to these activities in their applications Some CRS activities may be implemented by the state or a regional agency rather than at the community level For example, some states have disclosure laws that are creditable under Activity 340 (Flood Hazard Disclosure) Any community in those states will receive those credit points when it applies for CRS credit and demonstrates that the law is effectively implemented within its jurisdiction A community applies for a CRS classification by sending completed application worksheets with appropriate documentation to the Regional Office of the Federal Emergency Management Agency (FEMA) Applications are due from October 1 to December 15 of each year FEMA and the State NFIP Coordinator review and comment on the community's CRS application They are then sent to the ISO/CRS Specialist, an employee of ISO Commercial Risk Services, Inc (ISO) ISO has been contracted to review CRS applications, verify the communities' credit points, and perform program improvement tasks The results of the ISO review of the community's application are sent to FEMA FEMA sets the credit to be granted and notifies the community, the state, insurance companies, and other appropriate parties The flood insurance premium rate reduction takes effect on October 1 The amount of premium credit for each class is published annually by FEMA The community's activities and performance are reviewed during a verification visit conducted during the summer after the community applies On October 1 of the following year, the community will be given its verified CRS classification, which may be the same, better, or worse than the Class 9 provided based on the application Each year the community must recertify or reverify that it is continuing to perform the activities that are being credited by the CRS The recertification includes progress reports for certain Summary 2 Edition July 1994 activities The revenfication includes documentation to support all of its activities and will be followed by another verification visit If a community is not properly or fully implementing the credited activities, its credit points, and possibly its CRS classification, will be revised A community may add credited activities each year in order to improve its CRS classification Costs and Benefits Communities should prepare and implement those activities which best deal with their local problems, whether or not they are creditable under the CRS Few, if any, of the CRS activities will produce premium reductions equal to or in excess of their implementation costs In considering whether to undertake a new floodplain management activity, a community must consider all of the benefits the activity will provide (not just insurance premium reductions) in order to determine whether it is worth implementing Costs No fee is charged for a community to apply for participation in the CRS The only costs the community incurs are those of implementing creditable floodplain management activi- ties and the staff time needed to prepare the CRS application Benefits It is important to note that reduction in flood insurance rates is only one of the rewards a community receives from undertaking the floodplain management activities described here Others include increased public safety, reduction of damage to property and public infra- structure, avoidance of economic disruption and losses, reduction of human suffering, and protection of the environment Natural and Beneficial Functions Floodplains perform certain natural and beneficial functions that cannot be duplicated elsewhere The CRS provides special credit for community activities that protect these functions, even though some of the activities may not directly reduce flood losses to insurable buildings For example, floodplains in their natural state have an important impact on flooding Flood waters can spread over a large area in floodplains that have not been encroached upon This reduces flood velocities and provides flood storage to reduce peak flows downstream Natural floodplains reduce wind and wave impacts and their vegetation stabilizes soils during flooding Floodplains in their natural state also provide "ancillary beneficial functions" beyond flood reduction Water quality is improved in areas where natural cover acts as a filter for runoff and overbank flows, sediment loads and impurities are also minimized Natural floodplains moderate water temperature, reducing the possibility of adverse impacts on aquatic plants and animals, and provide habitat for diverse species of flora and fauna, some of which cannot live anywhere else The CRS encourages programs and projects that preserve or restore the natural state of flood- plains by providing additional credit points for activities that address these functions Summary 3 Edition July 1994 CRS Activities The CRS Schedule describes the 18 floodplain management activities credited by the CRS and the documentation required to receive credit for each activity The credits and formulae used to calculate credit are also included These activities are divided into four categories or series Public Information (Series 300) This series credits programs that advise people about the flood hazard, flood insurance, and ways to reduce flood damage These activities also provide data needed by insurance agents for accurate flood insurance rating They generally serve all members of the community and work toward all three goals of the CRS Mapping and Regulations (Series 400) This series credits programs that provide increased protection to new development These activities include mapping areas not shown on the Flood Insurance Rate Map (FIRM), preserving open space, enforcing higher regulatory standards, and managing stormwater The credit is increased for growing communities These activities work toward the first and second goals of the CRS, damage reduction and accurate insurance rating Flood Damage Reduction (Series 500) This series credits programs for areas in which existing development is at risk Credit is provided for addressing repetitive loss problems, relocating or retrofitting floodprone structures, and maintaining drainage systems These activities work toward the first goal of the CRS, damage reduction Flood Preparedness (Series 600) This series credits flood warning, levee safety, and dam safety programs These activities work toward the first and third goals of the CRS, damage reduction and hazard awareness Each of the 18 CRS activities comprises one or more elements For example, Activity 430 (Higher Regulatory Standards) includes such elements as freeboard and preservation of floodplain storage capacity Community Floodplain Management Programs The 18 CRS activities are not design standards for local floodplain management The Schedule is an insurance tool that describes methods of calculating credit points for various community activities The fact that the CRS does not provide a direct credit for some activities does not mean that they should not be implemented by communities that need them Some activities and elements are not directly recognized by the CRS for one of three reasons 1 They do not directly impact buildings that can be insured under the National Flood Insurance Program (NFIP) (e g , uninsurable items such as streets and land values), Summary 4 Edition July 1994 2 They are recognized by other aspects of the flood insurance rating program (e g , flood control projects reduce the size of floodplains, thereby reducing the flood insurance premiums in protected areas), or 3 The impact of an activity cannot be measured for CRS credit (e g , preserving floodplains for aesthetic reasons) A community should apply only for those activities it is actively undertaking and those it knows it can implement in accordance with the Schedule A community should not be overly ambitious and overestimate its first year credit points at the risk of losing credit later for activities it is unable to implement The activities and their average credit points are shown in the following section A Quick Check of a Community's Potential CRS Credit A community's CRS class is based on the number of credit points calculated for the activities that are undertaken to reduce flood losses, facilitate accurate insurance rating, and promote the awareness of flood insurance A minimum of 500 points is needed to receive a CRS classification of Class 9, which will reduce premium rates The following quick check' provides some basic information for local officials to determine if their communities will have enough points to attain Class 9 If a community does not qualify for at least 500 points, it may want to initiate some new activities in order to attain Class 9 Some of the public information activities, for example, can be implemented for a very low start- up cost The quick check can identify where points can be earned for new activities Some of the activities may be implemented by private organizations and by state agencies or regional districts For example, some states have disclosure laws that may meet the credit criteria of Activity 340 (Flood Hazard Disclosure) In such cases, any community in those states could receive credit points if the state program has been implemented within the community's jurisdiction Quick Check Instructions The section numbering system is used throughout all CRS publications Sections 300 through 600 describe the 18 creditable activities Activity 310 (Elevation Certificates) is required of all CRS communities and Activity 510 (Repetitive Loss Projects) is required of designated repetitive loss communities The rest of the activities are optional Only the elements most applied for are listed in the quick check If the activity is applicable, the average community score (shown in parentheses) should be entered in the blank to the left to provide a rough estimate of the community's initial credit points Summary 5 Edition July 1994 Public Information Activities (Series 300) (71) 310 (Elevation Certificates) Maintain FEMA elevation certificates for all new construction after the date of CRS application This is a minimum requirement for any CRS credit (140) 320 (Map Determinations) Respond to inquiries to determine what FIRM zone a property is in and publicize this service (60) 330 (Outreach Projects) Send information about the flood hazard, flood insurance, and flood protection measures to floodprone residents or all residents of the community (34) 340 (Hazard Disclosure) Real estate agents advise potential purchasers of floodprone property about the flood hazard, or regulations require a notice of the flood hazard (20) 350 (Flood Protection Library) The public library maintains references on flood insurance and flood protection (53) 360 (Flood Protection Assistance) Give inquiring property owners technical advice on how to protect their buildings from flooding and publicize this service Mapping and Regulatory Activities (Series 400) (57) 410 (Additional Flood Data) Develop new flood elevations, floodway delineations, wave heights, or other regulatory flood hazard data for an area that was not mapped in detail by the flood insurance study, or have the flood ti insurance study's hydrology or allowable floodway surcharge based on a higher state or local standard (110) 420 (Open Space Preservation) Guarantee that a portion of currently vacant floodplain will be kept free from development (79) 430 (Higher Regulatory Standards) Require freeboard, require soil tests or engineered foundations, require compensatory storage, zone the floodplain for minimum lot sizes of 1 acre or larger, regulate to protect sand dunes, or have regulations tailored to protect critical facilities or areas subject to special flood hazards (e g , alluvial fans, ice jams, or subsidence) (42) 440 (Flood Data Maintenance) Keep flood and property data on computer records, use better base maps, or maintain elevation reference marks TOTAL FIRST PAGE Summary 6 Edition July 1994 (107) 450 (Stormwater Management) Regulate new development throughout the watershed to ensure that post-development runoff is no worse than pre- development runoff Flood Damage Reduction Activities (Series 500) (18) 510 (Repetitive Loss Projects) This is a minimum requirement for all repetitive loss communities (104) 520 (Acquisition and Relocation) Acquire and/or relocate floodprone buildings so that they are out of the floodplain (24) 530 (Retrofitting) Document floodproofed or elevated pre-FIRM buildings (233) 540 (Drainage System Maintenance) Conduct periodic inspections of all channels and retention basins and remove debris as needed Flood Preparedness Activities (Series 600) (155) 610 (Flood Waring Program) Provide early flood warnings to the public and have a detailed flood response plan keyed to flood crest predictions (0) 620 (Levee Safety) Maintain levees that are not credited with providing base flood protection (62) 630 (Dam Safety) All communities in a state with an approved dam safety program receive credit TOTAL SECOND PAGE TOTAL FIRST PAGE TOTAL ESTIMATED POINTS FOR THE COMMUNITY If this quick check shows that the community could receive at least 500 points, it may want to check its status in the NFIP with its FEMA Regional Office and apply for a CRS classification using either the regular application procedures explained in the Coordinators Manual or the simpler Short Form Application Applications are due by December 15 Publications and Software There are a variety of publications and software on CRS topics, such as application for credit, maintaining elevation certificates, floodplain management plans, and mapping and management of special flood-related hazards These publications are available AT NO COST from Flood Publications, NFIP/CRS, P O Box 501016, Indianapolis, IN 46250-1016, or call 317/848- 2898 Summary 7 Edition July 1994 HD CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO: Robert Franz Deputy City Administrator FROM: Susan Pierce Associate Planner SUBJECT: Fiscal Impact Statement DATE: November 9, 1994 Please prepare a Fiscal Impact Statement for the attached RCA. $17,250 is necessary to prepare, print, and distribute community outreach activities necessary for completion prior to the City's CRS application to the Federal Emergency Management Agency. The City Council directed Community Development file a CRS application at their October 17, 1994 meeting. The RCA must be acted upon by the City Council at their November 21, 1994, meeting; therefore, your prompt assistance is appreciated. RCA 11\21\ G:RCA94-89 REQUEST FOR CITY COUNCIL ACTION Date November 7, 1994 Submitted to: Honorable Mayor and City Councilmembers APPROVED BY CITY COUNCIL Submitted by: Connie Brockway, City Clerk 19� �j Prepared by: Tony Russell, Deputy City Clerk II/Records Manager crrY L Subject: PRINTING OF THE NEW ZONING AND SUBDIVISION CODE Consistent with Council Policy? [X] Yes [] New Policy or Exception Statement of Issue, Recommendation, Analysis, Funding Source, Alternative Actions, Attachments: STATEMENT OF ISSUE: At the Special Council Meeting of October 24, 1994, the City Council approved an expenditure of up to $4,000 for the printing costs of the newly adopted Huntington Beach Zoning and Subdivision Code. The code is effective November 2, 1994, and must be printed and distributed on or before the effective date. The City Council approved this expenditure out of agenda order and during the Special Meeting portion of the October 24, 1994 City Council Meeting rather than at the adjourned meeting portion (which was never held due to lack of a quorum). As expenditure of funds during a Special Meeting is prohibited by our City Charter it is necessary to resubmit this item for council approval. RECOMMENDATION: Appropriate up to $4,000 from the Unappropriated General Fund Reserve into account E-AA-CK-140-4-07-00 for a one-time expenditure to print the new Zoning and Subdivision Code. ANALYSIS: The City Clerk's Office is responsible for maintaining the Municipal and Zoning and Subdivision Code and insuring that city laws are available for purchase or review. The Zoning and Subdivision Code is provided by subscription to the public, Police, Fire, Building Administration, Planning, Public Works and City Attorney's office. Virtually every department relies on its availability and accuracy. The City Clerk's Office will also maintain the former Zoning and Subdivision laws until there is no longer any projects that are developed under the previous code. FUNDING SOURCE: Unappropriated General Fund Reserve. ATTACHMENTS: None g:\tr\rca8 REQUES FOR CITY COUNCO ACTION Date October 24, 1994 Submitted to: Honorable Mayor and City Councilmembers APPROVED BY CITY COUNCIL Submitted by: Connie Brockway, City Clerk C.3 le) 'Z yL 193-1 Prepared by: Tony Russell, Deputy City Clerk ll/Records Man ger C"cL x Subject: PRINTING OF THE NEW ZONING AND SUBDIVISION CODE Consistent with Council Policy? [X] Yes [] New Policy or Exception Statement of Issue, Recommendation, Analysis, Funding Source, Alternative Actions, Attachments: STATEMENT OF ISSUE: On October 3, 1994, the City Council adopted the Huntington Beach Zoning and Subdivision Code. The code is effective November 2, 1994, and must be printed and distributed on or before the effective date. RECOMMENDATION: Appropriate $2,400 from the Unappropriated General Fund Reserve into account E-AA-CK-140-4-07-00 for a one-time expenditure to print the new Zoning and Subdivision Code. ANALYSIS: The City Clerk's Office is responsible for maintaining the Municipal and Zoning and Subdivision Code and insuring that city laws are available for purchase or review. The Zoning and Subdivision Code is provided by subscription to the public, Police, Fire, Building Administration, Planning, Public Works and City Attorney's office. Virtually every department relies on its availability and accuracy. The City Clerk's Office will also maintain the former Zoning and Subdivision laws until there is no longer any projects that are developed under the previous code. FUNDING SOURCE: Unappropriated General Fund Reserve. ATTACHMENTS: None g:\tr\rca8 REQUE� f FOR R CITY COUNA ACTION Date October 3. 1994 The Honorable Mayor and City Council Submitted to: Submitted by: Michael Uberuaga, City Administrato - Prepared by: Ron Hagan, Director, Community Servic A PPROVED Subject: DEMOLITION OF SURPLUS BUILDINGS Consistent with Council Policy? [ ] Yes [ ] New Policy or Exception Statement of Issue, Recommendation,Analysis, Funding Source, Alternative Actions,Attachments: STATEMENT OF ISSUE There is a need to remove asbestos and demolish stored and relocated surplus buildings. RECOMMENDATION Appropriate $26,200 from the unappropriated General Fund reserve into Account #EAAPW487-390-00 for a one-time expenditure to remove asbes- tos and demolish surplus buildings. ANALYSIS During the downtown redevelopment and the pier reconstruction, the city relocated and stored several structures. The downtown's "old blue church and the 11 th Street house" were relocated to Bartlett Park; the old pier buildings were stored at Kiser Corporation Yard. The Historic Resources Board would have liked to have seen these buildings put to some adaptive use or restored and placed in an historic village. However, no funding or plans were ever developed for an historic village, nor has the city been able to find any adaptive use for the buildings. In the several years that the buildings have sat in their locations, they have been subject to extreme deterioration, vandalism, rat and termite infesta- tion, and exposure to the elements. Public Works staff believes that all PIC)5/85 REQUEST FOR COUNCIL ACTION October 3, 1994 of the structures have asbestos and, under state law, the city is required to test for same and remove or mitigate any asbestos found. Since the buildings are no longer usable, staff would like Council's approval to do asbestos removal and demolish them. All wood and other materials will be recycled. The cost to remove asbestos and demolish the downtown buildings and the old pier buildings is $13,600 and $12,600, respectively, for a total cost of $26,200. Staff is recommending that a one-time expenditure of General Fund unappropriated reserves be used for this purpose. According to the Fire and Police Departments, the two structures in Bartlett Park are a fire hazard and an attraction for transients. Because of the asbestos problem, the structures cannot be burned as a fire training exercise. The only legal and proper means of disposal is to do the asbestos removal and demolish the structures. FUNDING SOURCE Unappropriated General Fund Reserve ALTERNATIVE ACTION Do not demolish the surplus buildings at this time, allowing them to further deteriorate and create a health hazard. ATTACHMENTS FIS RH:cs COMMUNITY SERVICES HUNTINGION BEACH Departmental Memorandum TO: RON HAGAN FROM: MICHAEL MUDD m DATE: OCTOBER 11, 1994 SUBJECT: DEMOLITION OF HISTORIC BUILDINGS In 1992, the Historic Resources Board recommended to Council that the buildings stored at Bartlett Park be destroyed. At its October meeting, I will notify the board of staffs recommendation to demolish the stored buildings, including the pier buildings, because of asbestos. MM:bs i2 CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO: MICHAEL T. UBERUAGA, City Administrator FROM: ROBERT J. FRANZ, Deputy City Administrator SUBJECT: REQUESTED APPROPRIATION FOR DEMOLITION OF SURPLUS BUILDINGS, FIS 94-57 DATE: SEPTEMBER 20, 1994 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for the proposed appropriation of $26,200 to fund the removal of asbestos as well as the related demolition of several surplus buildings no longer considered usable by City staff. Upon approval of the City Council, the balance of the unaudited, undesignated General Fund would be reduced to $2,878,000 plus an additional $5,000,000 previously reserved for Economic Uncertainties per City Council direction. RO F A Deputy City Administrator77 RJF:skd 0005565.01 09/20/94 10:02 AM REQUEST FOR CITY COUNCIL ACTION Date 0(--tobPr 3- 1994 Submitted to: The Honorable Mayor and City Council Submitted by: Michael Uberuaga, City Administrate Prepared by: Ron Hagan, Director, Community Service ROVED IBY-CITY COUNCIL Subject: PARKING METERS IN RESIDENTIAL AREAS !D - 3 19 9�- Consistent with Council Policy? [ ] Yes [ ] New Policy or Exce ie -rrv� r�z! Statement of Issue, Recommendation,Analysis, Funding Source,Alternative Actions, Attachments: STATEMENT OF ISSUE The city has received petitions from two residential areas requesting instal- lation of residential parking meters. RECOMMENDATION Appropriate $18,600 from the General Fund Unappropriated Reserve into Account #E-AA-CS-346-659-00 for the installation of parking meters in the residential zone on Walnut Avenue from Golden West to 22nd Streets and on Third Street from Olive and Orange Avenues. ANALYSIS The city has received petitions from a hundred percent of the homeown- ers on Walnut Avenue between Golden West and 22nd Streets and on Third Street from Olive and Orange Avenues requesting the installation of parking meters. In the case of Walnut Avenue, the two residents there are severely impacted by recreational beach parking. In the case of Third Street residents, they are being extremely impacted by downtown com- mercial parking. The total number of meters required for these two areas is forty with a to- tal cost to purchase and install them at $18,600. Installing meters in these areas will not produce significant revenue at the meter site. However, meters in these areas will increase revenue at the recreational zone me- ters and in the Main Promenade Parking Structure. Staff estimatesjt vvill REQUEST FOR COUNCIL ACTION October 3, 1994 Page two take twelve to fifteen months to repay the capital costs for the purchase and installation of the meters. FUNDING SOURCE General Fund Unappropriated Reserves ALTERNATIVE Do not install parking meters in these areas. ATTACHMENT Petitions from residents FIS Location maps RH:cs MIKE RAVEN 71 45367883 P. 01 r, t HXCHABL E. HAUSN 4 + 201 22nd St. HUNTING-TON DRACHo CA 92640 TEL. 714/536-1232 FAX 714/536-7003 �c Aug. 17 , 1994 Mr Ran Haganr Director Co',vmunitir ServiceM Department Ci(y of Huntington Beeaeh 2000 Main St. Ho6tington Beach, CA 92648 PINT LTIOlaf Dear Mr. Hagan r ; I` ThE'l undersigned re:sidenta of the City of hUntington Beach he petition the City to Instal]. parking Meters an tbO na,i•th side of 'Walnut $t,• between 22nd St and Goldunwest St-, an i0sue Residential Parking Permits to the Residents of th;' affected area , Th'� undorolgAdd represents 100%' of the property owner€ in thin hl Ok. The City ' s prompt �+.tiurl ih thin matter is greatly agreciatied• Thank you. i - ;i MT6HAEL R. HAUEN CALVIN J'ONES 20 ?.2nd ST. 202 GOLDENWE5T 'ST. HU ITINGTON REACH, CA 92648 HUNTINGTON AIWHr CA 02648 ?t , ! �� �+ I It o ATTACHMENT 1 0 -19-94 04 : 35PJV1 P01 PETITION TO INo TALL PARKING METERS OPOTH SIDES OF THIRD STREET BETWEEN OLIVE AVENUE AND ORANGE AVENUE We the undersigned, request that the City of Huntington Beach install parking meters on both sides of Third Street between Olive Avenue and Orange Avenue. We understand that 67 percent of the addresses listed below must approve this petition. PAGE 1 ADDRESS SIGNATURE PRINT NAME PHONE NUMBER 0/0 5,06 ,7 z 3 t 1'. M , %f7C a127 9 -y0 L /J r i �A 0QN114 QQSa2TS-t.vl t � ATTACHMENT Z RHM:3RDPKMTS.PET FBCITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO: MICHAEL T. UBERUAGA, City Administrator FROM: ROBERT J. FRANZ, Deputy City Administrator SUBJECT: REQUESTED APPROPRIATION PURCHASE AND INSTALLATION OF RESIDENTIAL PARKING METERS, FIS 94-60 DATE: SEPTEMBER 22, 1994 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for the proposed appropriation of $18,600 to purchase and install residential parking meters in seeking to alleviate severe impacted parking conditions at several locations throughout the City. Upon approval of the City Council, the balance of the unaudited, undesignated General Fund would be reduced to $2,829,000 plus an additional $5,000,000 previously reserved for Economic Uncertainties per City Council direction. RANZ Deputy Cit dministr for RJF:skd ATTACHMENT 3 0005608.01 09/22/94 4:42 PM DM 10L SECTIONAL DISTRICT MAP 10-6-11 CITY OF HUNTINGTON BEACH ORANGE COUNTY, CALIFORNIA USE OF PROPERTY MAP CF-R IX 0\0 ATTACHMENT 4 'LANNING w� low o m SECTIONAL DISTRICT MAP II-6-II =C.LE � EETo CITY OF HUNTINGTON BEACH ORANGE COUNTY, CALIFORNIA USE OF PROPERTY MAP 3 2. J l ADAMS AVE. V U UU I—JL—J UU t-1 LJ I I L_J L J 1 I I I L AVE __ PORTLAND AVEILI oar A a OW Wdu� Y OSWEGO AVE THIRTEENTH AVE � - kj Lid NASHV�ILLE AVE yA � j� ___' �l C___ --_--_ TWELf CF_R � -- I I � � ' I I �,ASk;m__::=��- -_ y�, 9�y A f.4XE "ARK) MEMPHIS '"`--- lyy�---'� _J' I AVE •l21 9 ELE VEN7H __ L'.1-LLL+1y.l ___ ___� __ ) LINCOLN AVE AN KNOXVILLE- HR ------ -- -- R -- AVE. JOLIET AVE F71H F771 ?�O��U� �25 IINDIANAPOLIS AVE. MR HE 141 PALM AVE HARTFORD AVE. .� 1112H Hp p \ � - --- --- --- GFNEVA I O(,Lf ACACIA AVEIF FRANKFORT AVE. PECAN-- AVE OCF.9 �•, G.2 ��< : _ DETROIT < AVE �,cVO r MILKJ -_ -CHICAGO CF-R ma A� O;t.ivtrt^.'iPi Q o AVE _ - Ion m 62 A ---- BAITIMORE 'w '\ ,��Lf 0c, �� ``Z,o ATLANTA AVE ATTACHMENT 5 REQUEST FOR CITY COUNG„ ACTION Date October 3, 1994 Submitted to: Honorable Mayor and City Council Submitted by: Michael T. Uberuaga, Cit istra Prepared by: � Ron Hayden, Director, Libr Subject: APPROVED BY CITY OOUNCII. CENTRAL LIBRARY THEA R ALT RATIONS AQ —3 19�� Consistent with Council Policy? [ ] Yes [ ] New Policy or Exce C �L 'K� Statement of Issue, Recommendation,Analysis, Funding Source,Alternative Actions,Attachments: STATEMENT OF ISSUE: For a safer operation, stair railings and additional lighting need to be installed within the Central Library Theater. RECOMMENDED ACTION: Approve the expenditure of$15,000 from the unappropriated General Fund balance to install railings and lighting within the Library Theater. ANALYSIS: The Library Theater has been in operation since the Library Expansion opened on January 8, 1994. Subsequently,there was discussion on making the entering and exiting easier for the theater patrons. The City's Building Division personnel inspected the theater and decided that there were no code violations. Therefore,the City has no code requirement to alter the theater. The City's Risk Management Division also reviewed the situation and recommended that safety measures be implemented. The Library staff met with the Huntington Beach Playhouse Board of Directors and requested that they implement necessary procedures to ensure the safety of patrons. This included instructing their ushers to escort people to their seats,the use of flashlights and other cautionary procedures. However, it has become evident that additional, more permanent measures must be taken. The installation of railings on the theater walls by the interior steps would assist patrons in descending and ascending the steps. Additionally, "tivoli" lighting along the edges of the steps would illuminate the steps to allow patrons visibility of the elevation changes. The approximate costs are: railing- $6,000; lighting- $8,500. FUNDING SOURCE: Unappropriated General Fund Balance. ALTERNATIVE ACTIONS: Do not make these alterations to the Library Theater and direct staff to develop other alterations or procedures. ATTACHMENTS: Fiscal Impact Statement MTU:RH:gc � I 1 Pin seas CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO: MICHAEL T. UBERUAGA, City Administrator FROM: ROBERT J. FRANZ, Deputy City Administrator SUBJECT: REQUESTED APPROPRIATION FOR CENTRAL LIBRARY THEATER ALTERATIONS, FIS 94-59 DATE: SEPTEMBER 22, 1994 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for the proposed appropriation of $15,000 to accommodate the installation of stair railings and additional lighting for safety purposes within the Central Library theater. Upon approval of the City Council, the balance of the unaudited, undesignated General Fund would be reduced to $2,848,000 plus an additional $5,000,000 previously reserved for Economic Uncertainties per City Co n it direction. ROBE T J. RA NZ Deputy City dministrator RJF:skd 0005598.01 09/22/94 12:21 P M REQUEo T FOR CITY COUNGn- ACTION Date August 15, 1994 Submitted to: Honorable Mayor and City Council Members Submitted by: Michael T. Uberuaga, City Administrator Prepared by: Ray, Silver, Acting Director of Public Works 60P Subject: BUDGET APPROPRIATION FOR REPLACEMENT OF _ STREET TREES `D Z Consistent with Council Policy? [ Yes [ ] 'New Policy or Exception Statement of Issue, Recommendation,Analysis, Funding Source,Alternative Actions, Attachments: STATEMENT OF ISSUE: City Council approval is needed for a budget appropriation. RECOMMENDATION: Approve an appropriation of$16,000 to fund the purchase of replacement street trees when.the costs:of those trees are reimbursed by, residents. _ r ANALYSIS: In the past, the City has replaced dead or dying and damage causing street trees without cost to property owners. However, due to budget constraints, this is no longer our policy. Because of reductions made in our operating accounts, we must now charge a fee for this service and will not replace a tree which was not budgeted for removal unless the residents pay the City $125 for the new tree and related planting materials. The public has accepted this new service charge and we have collected over $16,000.00 for replacement trees since July 1, 1993. We now estimate that we will receive another$15,000.00 for additional trees this fiscal year. But an accounting problem has arisen. The Finance Division requires that the $125.00 service fee be treated as revenue to the General Fund; and in order to make use of the property owner's money to buy replacement trees, the City Council must make a budget appropriation for same. We therefore, request an appropriation of$16,000.00, plus service fees received during F.Y. 1994/95 in order to purchase and plant replacement trees requested by residents. No expenditures will be made unless a like amount has been received from the property owners. P10 5/85 .i ENVIRONMENTAL STATUS: N/A FUNDING SOURCE: The.unappropriated General Fund balance. ATTACHMENTS: Financial Impact Statement 06 CITY OF HUNTINGTON BEACH L J0 V" INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO: MICHAEL T. UBERUAGA, City Administrator FROM: ROBERT J. FRANZ, Deputy City Administrator SUBJECT: REQUESTED FUNDING FOR THE REPLACEMENT OF STREET TREES, FIS 94-48 DATE: AUGUST 1, 1994 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for the proposed appropriation of $16,000 to fund the replacement of City street trees over the next twelve months. Upon approval of the City Council, the balance of the unaudited, undesignated General Fund would be reduced to $2,190,000, plus an additional $5,000,000 which has been previously reserved for Economic Uncertainties, r City Council direction. R B F RA Z Depu y Cit Administrator RJF:skd 0004959.01 08/01/94 2:30 PM 9) -- A�-ICL�4-W�: REQ JEST FOR CITY COUNCIL Ac i ION WIJQ AJ-4 u y 7 Date a� Submitted to: Honorable Mayor and City Council 41 Ax Cam ' Submitted by: Michael T. Uberuaga, City Administrator VWw � Aca APPROVED BY CITY COUNCIL Prepared by: Ronald E. Lowenberg, Chief of Police4�:� 19 Subject: SUPPLEMENTAL POLICE SUPPORTATH OF JU Y CL Consistent with Council Policy? [x] Yes [ ] New Policy or Exception Statement of Issue,Recommended Action,Analysis,Funding Source,Alternative Actions, Attachments: STATEMENT OF ISSUE Supplemental police support from the California Highway Patrol for the City's celebration of July 4th. RECOMMENDED ACTION 1. Approve an amendment to the current year budget by appropriating $8,000 to cover the cost of supplemental police coverage by the California Highway Patrol on July 4, 1994. 2. Authorize the expenditure of an amount not to exceed $8,000 to cover the costs per the attached agreement. ANALYSIS In order to maximize the use of Huntington Beach police personnel for the anticipated tactical demands during the 4th of July weekend, it is apparent the City will need supplemental police support to accomplish this mission. FUNDING SOURCE Unappropriated General Fund Balance. ALTERNATIVE ACTION Do not approve the recommended action. ATTACHMENTS: Agreement between the City of Huntington Beach and the California Highway Patrol. REL:CJC:bmr -e7 I11 HPf,kuE��MIN^TER-6 it TEL t1 . 19 . '_{4 15 : 42 1•Jo . 010 P . 02 State of Cal iforn la—Busk ness, Transportatlon and Housing Agency PETE WILSON, Governor ---- INr1NG-T`ON-8_E , _...- DEPARTMENT OF CALIFORNIA HIGHWAY PATROL OrFi':F OF TN{ {: T 13200 Golden West Street Westminster , California 92683 '94 MAY 23 -7 :40 (714) 892-4426 TT/TDD (800) 735-2929 Voice (800) 735-2922 May 19 , 1994 Chief of Police Ronald E. Lowenbarg Huntington Beach Police Department P.O. Box 70 Huntington Beach , CA 92648 Dear Chief Lowenherg : In order to assure understanding of the conditions under which the request for Departmental services will be granted, the following Statemerits of Understanding have been prepared: The Westminster Area will make available twenty California Highway Patrol officer$ and two sergeants to assist Huntington ' Beach Police Department with traffic control. for the City's Independence Day parade. This assignment will take place on July 4, 1994 , commencing at 0615 hours and terminating at 1445 hours . In the event of a disaster or an unforeseen emergency, this assignment may be cancelled without prior notice. Charges for California Highwway Patrol services will be billed depending on the pay scale of . the personnel , actual time spent and vehicle mileage to complete the assignment . QNT ESTIMTES: , 20 traffic officers and 2 sergeants for 8 hours : $7, 338. 40 plus mileage. No.. of hours (Traffic Officers) at $40. 89 per hour No. of hours (Sergeant) at $49 . 75 per hour No. of automobile miles at $ . 37 per mile Appropriate charges will be made for Departmental supplies expended, additional equipment utilized, damage to uniforms, or property repaired or replaced at State expense, etc. , which are directly related to the services provided. An invoice for reimbursement will be issued within 30 days of the termination of services; Payment should be made directly to the California Highway Patrol , ' Ad.countinq Section , P.O. Box 942898, Sacramento, CA 94298--00.01 , CHF �ESTMINSTEP-670 TEL May 19 .94 15 : 43 Nn . 010 P . 03 A� . Chief Lowenberg Page 2 May 19, 1994 No additional gifts, donations, or gratuities may be accepted by California Highway Patrol employees in their own behalf or in the behalf of the Department , informal squad fund, or other local funds. Please sign and return the or,iQinal of—this letter. You may retain the duplicate for your records. if you have additional questions please call me or "Lieutenant Ryen at (714) 892-4426 . Sincerely, D. L. HENDERSON, Captaip Commander ,Wsstminster Area The conditions stated abo a e hereby _wled Authorized Signatory: e CITY OF HUNTINGTON BEACH INTER—DEPARTMENT COMMUNICATION HUNTINGTON BEACH To: BOB FRANZ, DIRECTOR OF ADMINISTRATIVE SERVICES From: C. J. COPE, LIEUTENANT �-- PATROL BUREAU/SOUTH REA COMMANDER Date: May 27, 1994 Subject: SUPPLEMENTAL POLICE SUPPORTATH OF JULY Please prepare a Fiscal Impact Statement transferring $8,000 from the unexpended General Fund Balance. This sum should be credited to the Patrol Bureau Contractural Services Account No. 332-3-90-00. It will be utilized for supplemental police coverage on the 4th of July, provided under an agreement with the California Highway Patrol . (See attached agreement). JCC:bmr State of Cal ifornia—Businests, .ransportation and Housing Agency PETE WILSON, Governor DEPARTMENT OF CALIFORNIA HIGHWAY PATROL 11UNTINGTON BEACH POLICE 13200 Golden West Street OFFICE OF THE CHIEF } Westminster, California 92683 (71 4) 892-4426 .94 My 23 _9 :44 TT/TDD (800) 735-2929 Voice (800) 735-2922 May 20, 1994 Ronald E. Lowenberg Chief of Police Huntington Beach Police Department P.O. Box 70 Huntington Beach, CA 92648 Dear Chief Lowenberg: It is the intent of the Department of California Highway Patrol, Westminster Area, to provide traffic control services for the City of Huntington Beach Independence Day parade as requested. The Huntington Beach Independence Day parade will be held July 4, 1994 . Twenty State Traffic Officers and two Sergeants have been requested to provide services from 0615 hours to approximately 1445 hours . The following is a breakdown of the estimated costs which total $7 , 338.40 plus mileage. Traffic Officers at $40. 89 / hour Sergeants at 49 . 75 / hour Automobile miles at . 37 / mile Services are contingent upon the signing of a Letter of Agreement between both parties. Our Contract Management Unit in Sacramento will be preparing the agreement and you will be receiving it in the mail for signature. Until all approvals and signatures have been obtained, we will continue to coordinate operational details with you. Sincerely, D. L. HENDERSON, Captain Commander Westminster Area REQUT FOR CITY COUNGiL ACTION Date June 20, 1994 Submitted to: Honorable Mayor and City Council APPROVED BY ICITY COUNCIL Submitted by: Michael T. Uberuaga, City Administrat `� �"' 19 Prepared by: Ron Hagan, Director of Community Service g y CrF cL: K Subject: EDISON PARK SOFTBALL LIGHTING REPLACEMENT Consistent with Council Policy? [ ] Yes [ ] New Policy or Exception Statement of Issue, Recommendation, Analysis, Funding Source, Alternative Actions, Attachments: STATEMENT OF ISSUE There is a need to replace burned out light fixtures at Edison Community Park softball fields. RECOMMENDATION Approve an amendment to the current year budget by appropriating $55,000 for replacement of light fixtures at Edison Community Park softball fields. ANALYSIS Due to the ongoing budget constraints faced by the city, Public Works no longer budgets for the replacement of sports field and court lighting throughout the city. The lighting at Edison Community Park softball fields has degenerated to the point that there is a potential for accidents caused by batted or thrown softballs during the adult softball program. These fields are also used by high school and youth softball programs. In order to eliminate the potential for injury to the athletes, it is necessary to replace a substantial number of the light fixtures.. The estimated cost is $55,000. From a liability and safety perspective, this work should be done immediately. To fund the above noted work, staff will make a recommendation when all fees are reevaluated during the budget process that the adult softball registration fee be increased from $320 to $330. Approximately 1,100 teams play each year, resulting in increased revenues of$11,000 per year. The one-time cost of$55,000 to rehab the lights would be recuperated by the city in five years. FUNDING SOURCE General Fund Unappropriated Fund Balance. Funds to be allocated into Account# E-AA-CS-354-4-40-00. 4 PIO 5/85 a REQUEST FOR COUNCIL ACTION PAGE TWO ALTERNATIVE ACTIONS Create a multi-year replacement program instead of replacing all of the lights now. Under normal circumstances, staff would recommend this alternative; however, because of the number of lights not functioning at the ball fields, staff feels that for the liability and safety issues, all lights should be replaced at this time. ATTACHMENTS Location Map Fiscal Impact Statement RH:JBE:am SECTIONAL DISTRICT MAP 13-6- 11 SCALE IN FEET o CITY OF HUNTINGTON BEACH A& ORANGE COUNTY, CALIFORNIA USE OF PROPERTY MAP EDISON COMMUNITY PARK If I2 14 13 kATLANTA 11 AVE J�L 1771� E (10 SATTERFIELD op A JENNY DR DRa. I., --- -- --------- DR :37 N4ANE-4 CF-E FEEL CR WT, 0 LL I SA8LE FRY ll." S2 SCIIE OR I-LA AD M STILWELL DR z MEN —SISA DR z -R A CF .1 ITI—C ITI—C IT-8—ITI—C 0 O r= LLJ �~ I W-1 D' �K'JU T: u A.— AVE < ---------------------------- k c. R 0 TA R Yoq 0 o cl o. II M U D 0 00 D U M P ----- -------- 0 EDLSON CO. O O O -I_ z ZGENrERATING 0 .T ANT < PACIFIC OCEAN . O o' 0 cb M CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO: MICHAEL T. UBERUAGA, City Administrator FROM: ROBERT J. FRANZ, Deputy City Administrator SUBJECT: REQUESTED FUNDING FOR REPLACING LIGHT FIXTURES AT EDISON COMMUNITY PART, FIS 94-42 DATE: JUNE 6, 1994 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for the proposed appropriation of $55,000 to fund the replacement of burned out light fixtures at the Edison Community Park softball fields. Upon approval of the City Council, the balance of the unaudited, undesignated General Fund would be reduced to $7,000,000. B J. R NZ Deputy City Administrator RJ F:skd 0003638.01 06/08/94 10:09 AM REQUEST FOR CITY COUNCIL ACTION Date May 16, 1994 Submitted to: Honorable Mayor and City Council APPROVED BY CITY COi11+1CIL Submitted by: Michael T. Uberuaga, City Administrator l — 19/L Prepared by: Richard Barnard, Deputy City Administrator x Subject: REPLACEMENT OF PHASECOM PLAYBACK EQUIPMENT Consistent with Council Policy? J] Yes [ ] New Policy or Exception Statement of Issue, Recommendation,Analysis, Funding Source,Alternative Actions,Attachments: JrA y�, -�-IWPf Statement of Issue: The equipment that provides for the playback of HBTV-3 programs has been malfunctioning and the manufacturer, maintenance support, and spare parts are no longer available. The equipment needs to be replaced. Recommendation: Authorize the replacement of the Phasecom,Director Series System XIX Model 12 playback equipment and appropriate $150,000 from the Cable Fund Reserves to replace the equipment. Analysis: The Phasecom Director Series System XIX Model 12 is a programmable video cassette access and playback controller. This machine is capable of executing events from a 7 day schedule. It can handle up to 19 cassettes, and execute up to 49 events per day. The playback system, consisting of the Phasecom Model 12 and two Sony up-5000 e/4" U-Matic Playback machines, were purchased in 1986 and have been in continuous use ever since (10 hours per day/7 days per week/365 days per year) or a total of 29,000 hours of operation with very little maintenance being required. The Phasecom Company went out of business around 1988 and a former employee, Paul Shehorn, purchased all of the remaining parts, and started a service company, Telsa Research, to maintain what units were still out in the field. Telsa Research went out of business sometime during the past two years, and all attempts to locate Mr. Shehorn have failed. f i RCAPhasecom May 5, 1994 Page -2- In the past three months, the playback controller(Phasecom unit) has started to show signs of erratic behavior. This behavior has manifested itself by not playing programs when programmed and not rewinding all tapes at the end of the broadcast day. This last problem will, if not corrected, prevent the non-rewound tape from being played the following day, thus compounding the situation. Every attempt has been made to alleviate the problem; such as making sure the playback VCR's are in working order, cleaning circuits board contacts, and resetting/recycling the power supplies, all to no avail. Because all of the mechanical and most of the electronic parts are either not available or obsolete, very little can be done at this time to correct the problems. Because of the continuing problems the Phasecom has been taken off-line and we have instituted manual playback of HBTV-3 programming. Manual playback consists of having staff available from 12:00 p.m. to 10:30 p.m., seven days per week to manually insert and eject scheduled programs. The cost per week for the manual playback is $605.64 (using part time employees). It is staffs intention to continue manual playback until the replacement equipment is ordered, delivered, and placed on-line. It is estimated that it will take an estimated 3 weeks to have the new equipment operational. Alternatives: 1. Not replace the playback equipment and incur a labor cost of an estimated $31,500 per year. Funding: Funds have been set aside for equipment replacement within the Cable Fund. The estimated cost to replace the playback equipment is $150,000. Attachments: 1. Fiscal Impact Statement 2. Specifications for the new playback equipment MTU:RB:paj RCAPhas • NTSC FLEXICART Multi-Cassette System SONY — — _— I_ i S � t I�h ��l��l��� — 11������4 gnu IGnd)�iiV��1yll 1 u�dh�Q1iN4� 11�1 yV 1 � m �uI I Iu ua�°�ilur�°V��'Ilvu a it !ti �I �i ! o uuu�I uulu�4 SON"Yo Since the Introduction of the LMS (Library Management System) Sony has been contributing to automated broadcast systems throughout the world While the LMS Is widely accepted for Its reliable and efficient operational performance there has been a growing need for more simple multi cassette systems In cost efficient packages to satisfy the requirements of smaller scale applications To meet this need Sony now Introduces the FLEXICART TM Multi- Cassette System BFC-1 with advanced technology accumulated by LMS The FLEXICART Incorporates world-standard Sony VTRs Including D 2 and Betacam SP TM which offer high quality picture reproduction The FLEXICART Is designed to be modular and reconfigurable with VTRs and cassette bin units being selected according to the appll cation requirement The FLEXICART Is equipped with the VCC (Versatile Cart Controller) Interface which allows versatile connection with an application controller Furthermore the FLEXICART operates on widely used IBM PC/AT Tm compatible personal computers*' which allow flexible system Integration and expansion together with the VCC Interface The FLEXICART provides Ideal solutions for automatic cassette handling applications pro vlding users with cost efficient operation In smaller scale environments FEATURES Flexible Configuration of VTRs and Compatible Cassette Bin Unit Cassette Bin Units Two kinds of optional cassette bin units are provided The FLEXICART can install Sony DVR 28/20/C20/18/ for D 2 and Betacam SP cassette tapes respec 10/C10 series D 2 VTRs or BVW 75/70/65/60 series tively Either cassette bin unit can accept any size of Betacam SP VTRs which are recognized by the cassette tape of each format Large Medium and television and post production Industry for their high Small size D 2 cassette tapes or Large and Small quality picture reproduction and reliable operational size Betacam SP cassette tapes These compatible performance cassette bin units achieve flexible cassette handling The FLEXICART is designed for flexible configura by allowing operators to use any cassette tape tions of optional VTRs and Cassette Bin Units which length regardless of its size may change according to the application require ment Cassette capacity depends on the number of *1 Applicable models of IBM PC/AT compatible computers are installed cassette bin units which is a function of those that have MS WINDOWS TM(greater than version 3 0) installed VTRs and 386 enhanced mode CONFIGURATION CASSETTE CAPACITY*2 FORMAT APPLICABLE VTR Bin Units VTRs (4 U high) S cassette M/L cassette 1 7 56 28 DVR 20/C20/10/C10 series 2 6 48 24 (6 Unit high) 3 4 32 16 D 2 4 3 24 12 1 7 56 28 DVR 28/18 series (8 Unit high) 2 5 40 20 3 3 24 12 1 7 70 35 Betacam SP BVW 75/70/65/60 series 2 6 60 30 (5 Unit high + 1 Unit *3) 3 4 40 20 4 3 30 15 *2 Each cassette bin can hold either of two S cassettes or one M/L cassette The chart shows cassette capacity in case of only S size or only M and L size cassettes are loaded *3 Space for radiation Flexible System Configuration EX 1 For simple playback and recording applications The FLEXICART is equipped with the VCC (Versatile Cart Controller) interface communicating through a Controller Internal Elevator vcc i/E RS 232C/422A selective port which enable versatile o connection with an application controller By devel o oping application software interfaced to the cart controller the FLEXICART system can be controlled o by the supervisor automation/application software VTR switcher through the communication port The FLEXICART allows users flexible system Integra vTR tion with other equipment and easy expansion of existing systems Easy System Operation EX 2 For editing application The IBM PC/AT based application softwares were developed for simple operation of the FLEXICART Controller Internal Elevator p p p vcc uF system With these softwares Installed the system o can be controlled by the widely used IBM PC/AT o compatible computers via the VCC Interface Avail o able softwares are Graphical User Interface (GUI) o based so the user can simply control the system by choosing graphical images on an application con vTR switcher troller s display VTR SONY � I APPLICATION SOFTWARE The following application softwares are provided ex clusively for IBM PC/AT compatible computers Simple Remote Control (BZC-100) Installation of this GUI software enables simple Cassette bins— remote control of the FLEXICART internal VTRs and an external switcher By designating the graphical cassette bins VTR control panels and switcher ma I traces on the application controllers display cassette handling VTR operation and switcher cross point assignments can be easily controlled Furthermore Elevator - ) real time monitoring of cassettes VTRs and a Mechanism switcher can be observed on the display I I This software allows interactive control to facilitate # easy cassette handling and machine operations I Simple Playback (BZC-110) With this software installed playback schedule can i be easily input into playlist through GUI The FLEXICART system automatically plays cassette tapes along the playlist This software offers a solu I tion for unattended automatic program transmission VTRs I commercial insertion and such applications that require sequential playback I Simple Record (BZC-120) C In addition to Simple Playback this GUI based soft ware allows easy input of recording schedule into recordlist The FLEXICART system automatically rec ords input source according to the recordlist This \� software makes possible unattended sequential re cording of program and commercial material in an extremely efficient manner VTRs cassette bin units and cassette tapes are optional SPECIFICATIONS GENERAL AC 100/120V 50/60Hz Power requirements AC 220/240V 50/60Hz Power consumption (without VTRs) 1 KVA Operating temperature 10 C to 30 C (50 F to 86 F) Operating humidity 25/ to 80/ (non condensing) Weight(without VTRs cassette bin 155 kg (341 lb 11 oz) units and cassettes) Dimensions 570 x 1980 x 1100 mm (WxHxD) (22 112 x 78 x 43 3/8 inches) Access time*4 less than 9 seconds *4 from when a request is received until a cassette reaches to a cassette compartment of a VTR OPTIONAL CASSETTE BIN UNIT BKFC 8D(for D 2 cassettes) BKFC 10B(for Betacam SP cassettes) Weight(without cassettes) 4 5kg(9 lb 14 oz) 4 5kg(9 lb 14 oz) 8 Small cassettes or 10 Small cassettes or Bin unit capacity*5 4 Medium/Large cassettes 5 Large cassettes Cassettes Sony Sony D2S 6M/12M/22M/32M(small cassettes) BCT 5M/10M/20M/30M(small cassettes) D2M 6M/12M/22M/34M/64M/94M(medium cassettes) BCT 5ML/10ML/20ML/30ML/60ML/90ML D21- 126M/156M/188M/208M(large cassettes) (large cassettes) *5 Each bin can hold either of two S cassettes or one M/L cassette The chart shows bin unit capacity in case of only S size or only M/L size cassettes are loaded Design and specifications subject to change without notice o n FLEXICART is a registered trademark of Sony Corporation a Betacam SP is a trademark of Sony Corporation o IBM PC/AT is a registered trademark of IBM Corporation MS WINDOWS is a registered trademark of Microsoft Corporation 0 0 N O N_ O N 570(221/2) Ln 1100(43 3/8) m � c o 00 w� _ hT� -Fen cc r� . . = 0 Unit mm(inch) Distributed by Sony Corporation BC 00372 Printed in Japan © SONY MK23500HB9204P1 007 5 CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO: MICHAEL T. UBERUAGA, City Administrator FROM: ROBERT J. FRANZ, Deputy City Administrator SUBJECT: REQUESTED APPROPRIATION TO REPLACE THE CITY'S CABLE TV PLAYBACK EQUIPMENT, FIS 94-39 DATE: MAY 6, 1994 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for the proposed appropriation of $150,000 to accommodate the replacement of the City's Phasecom Playback Equipment. Upon approval of the City Council, the balance of the unaudited, undesignated Public Communications Fund will be reduced to $250,000. OBE J. RA NZ Deputy City Administrator RJF:skd . 1 FIS94-39.DOC 05/06/94 ..L 1 REQUEt t" FOR CITY COUNCIL ACTION Date May 16, 1994 Submitted to: Honorable Mayor and City Council Submitted by: Michael T. Uberuaga, City Administrator t ROVED BY CITY COl1 .10L Prepared by: 19-1— `. Richard Barnard, Deputy City Administrator Subject: c� �x ADD NAMES TO THE PIER DONOR WALL Consistent with Council Policy? [�] Yes [ ] New Policy or Exception Statement of Iss e,jlecommendation,Analysis, Funding Source,Alternative Actions,Attachments: 6vko Statement of ssu S/-4w/V The city has received an additional 212 names to be added to the Pier Donor Wall. These individuals have donated an additional $23,000 toward the reconstruction of the pier. The City Council needs to authorize the expenditure of funds to pay the cost of having these additional names added to the donor wall. Recommendation: Appropriate and authorize the expenditure of$1,777.68 plus 10% for a contingency($177) for the placement of up to 212 new names on the Pier Donor Wall. Analysis: The city began a third round of accepting names to be added to the donor wall in November 1993. Since that time, the city has received an additional 212 names to be added to the Donor Wall. This recent effort grossed $23,000 for the Pier Reconstruction fund. During this recent enrollment period, the closing date for accepting names was extended to April 30, 1994. Names and phone numbers will be taken from those individuals who request inclusion on the Pier Donor Wall after the April 30th closing date. They will be notified by the city of the next enrollment period for the Pier Donor Wall, at which time they will be requested to submit the name and a check for the amount of their donation. The intent is to provide opportunities for placement of individual names on the donor wall until the wall is full. The process for adding the new 212 names will take approximately 6 weeks. We are estimating that the new names will be on the wall on or before June 24, 1994. Funding Source: Pier Reconstruction Account, PG AS 154390-00 Alternate Actions: None Attachments: (1)Letter dated May 5, 1994, from V. J. 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I� II. li�'tI IIII III IIIIII IILI�I'I;II�II•III l''III'I!illll d 7'1 CII I' I I ,I!I'I'"CII { tit' (��i"i llntl i'1 t(7E1 .d.c.11 IIII j ' �Ihj IIIIII O'I I � �I Y IIIIIIIII !i ICII I III �u'i!IIIII� I illil�i'II�IIIIIII ''IIIIII IIIIIIIIIIIIfII�yIIli''lliI llIIdIiII,Il II'Ill•III�Ill.lijll;lII,a,IIl �l,illl l'llly;lIlIll,P'liiili,lil!ll!! 7O Main St.I yIr' `F1 Ii. 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IIII I,I IIII IO lulu !IIII ill'I IIII"III I II IIIIIII Ill,lj`IIII•:II I, II Ilull'IIIfIII,IIIII I tl;l'I'l I'lli�li Itltll n r�'�,t i`:' j'l, •:III .I�III;VI'IVII!i'ISIIIIpIIIIiuj`'Ci'!'lllillill1 Il,rl:',llyil°III III:JI 'i 'IlVj ll�h A. � � Century Clttf3 ;l7,ilie a a IIIIII{ ' rII'' hll IIIf',''II III III.''II�IIII�I�Ii���I�IiIIPIp l II !III hI�;I�I;I�III�Ih�;IV;�IIIIII IIIIIIIIIII�I . ,l;ll'lllli'IIIIII�IIIP ICI iI Ip1�I��INIIIIyI,�1I IIIfIIllllllllll 3, 28 In NIe nimv (-'e1lury i ll names 9,42 s2,3 s, Iiglllfll II!� !��II CII ,III IIIIIiII,IP ljVrlilll!'!ll'I,III!III 'IIIIIIii11I IIjllIlljIllllIilI�IlI�iIIlIlIlIIllI!lg lirl IiIl'illlIIlII'II,II'�!'p'ILIII;II l,I'kl'lylI'I1�II'liIhI'II„lIIIiII�IlaIh,I fh aIIfI,IIlI{!Ih�l�iI�'I�Q�yI'!III'IPIlI'IIl,'ill;IIlIll`III,llill�ll�tl i I ill illl�a il C. Nib] n". In Lub i-tan'!e.s ? ' IIII (I;•1 �Illlliilllj It�II1IIlu!IilllljlP;ll Total $1 7'7,61., Ipl 'IIII+IIIIIIIIIII y ,� .,I�I'�, I IIII III?!ihlllr' P!II!r•i IiGI,'�I�I i I'I IIIIIIIII III il!I ill II;III'' I'll I'I•Il'I'I yl I l III, I I I. kjll•'I l III I'IgI dil I liq I, - III JI lll';'IIfI' IIII Il�li IIIIII Ali names will be Mont, to 1-natch existing itlse nlloons. ThrcC '. weeks nllllillitic!'I 1II d f iNl IIII liji. I� III III !11�111 III I''Il,llh'l!j time will he. requited. !III II I� � iI I IIIIIII I I CII I III;IIIIIII'I Illl (IIII IIII I III IIIIIIIII!Ili IVII'I l I l�I I�I''f l I I'I I'i r,I IIIIIII !'!IIII IIII II'til, I,,�:,II�'i ,l;i'� Illa� I irl'II I�I iI,I � III,CII I'II!�II'1i 11�11'Ill IIII ll� II!IIiIII III i L III hjlll IIII Ilpl!`;I Irq III''PhII!IIIIIIII sincerely, ��11 111 � IiI,IIIilltllil Il�!•II ���'II�iIIII�uII�Ii;lli� ,Ill I I!I II II i�ljllll"Ii� I` I II'I. IIIIIfIj,�lll�ll I I j� I i. I V nllhl 9� I� ;I'I I III„hI IIu��I Rob Provines Ili I �� I I I �i II�h�,IIII I. II I �I I�1 yj II 4jll�l I I I III Illy I I IJI I,I1 ill�I!,I�III,IIIII'II �iIII�IIII!I��IIiIIIII�ihIIVIiIIC��ll�lii` p,II��I,III,I� ,aI I:�I I��lll IIII, ; �II�i.I I�II� I��'I lll'IIIIGuIIII„ I I� i. I iI I GI'y IIII I!II�Llhlll' III I II alll I 'u I!IIIIIII!IIIIIII Jlli 'IIII:yI{Ilyfllil!i� {-Inns l P 1-3.`1r. !,r>rc-lea ,5c �.r,•; .1n, r i (� 1<:,.. .-1.1 VIIIIIIIdiII IiIIIIIIhII, I I!lilliill ufll;I Illi!i;la'lll'r'lllii�'i;,!Il:il REQUEST FOR CITY COUNCIL ACTION Date: May 2, 1994 Submitted to: Honorable Mayor and City Council Members Submitted by: Michael T. Uberuaga, City Administrate -,Z::� — Prepared by: Melanie S. Fallon, Director of Community Developmentf� APPROVED BY CITY COUNCIL Subject: REQUEST TO REPLACE DAMAGED VE RICLE 5;� 19� Consistent with Council PolicY• X Yes New Policy or E c P (/ crrY 'ERK � Statement of Issue, Recommendation,Analysis,Funding Source,Alternative Actions,Attachments: aga r�9Z/ A,4-, °.,6 s/�/9� STATEMENT OF ISSUE: On March 4, 1994, a Code Enforcement Officer was involved in a collision while commuting between inspections. The result of the collision caused extensive damage to the Officer's vehicle. The City's Mechanical Maintenance Supervisor has determined that the vehicle is damaged beyond repair(see Attachment No. 1). RECOMMENDATION: Authorize an appropriation of$11,000 from the General Fund unappropriated equipment replacement account. Authorize an expenditure of$16,000 for replacement of a damaged city vehicle with the additional $5,000 coming from the unexpended department equipment replacement account. ANALYSIS: The City vehicle was involved in a traffic collision. The Vehicle Maintenance Supervisor has indicated that the damage sustained to the vehicle makes it economically infeasible to repair the vehicle (see Attachment No. 1) Staff is, therefore, requesting authorization to expend the Department's equipment replacement balance of$5,000 and $11,000 from the unencumbered general fund replacement balance to replace this vehicle. The cost of the replacement vehicle is $16,000 (see Attachment No. 2). IT FUNDING SOURCE: $11,000 - Equipment Replacement Fund Reserve $ 5,000 - EIQCD23064000 ALTERNATIVE ACTION: The City Council may deny the request. ATTACHMENTS: 1. Memo dated April 12, 1994 from the Mechanical Maintenance Supervisor 2. Memo dated April 25, 1994 from the Mechanical Maintenance Supervisor 3. Memo dated April 6, 1994 from Robert Franz- FIS 94-36 MTU:MSF:JR.jr (RCA5294) 1J i' CITY OF HUNTINGTON BEACH 0 INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH 77 (:....L ,, 1 21994 TO: MELANIE FALLON DIRECTOR, COMMUNITY DEVELOPME'NT�i .` ° r FROM: DEL GRAY SUPERVISOR, MECHANICAL MNT. DATE: APRIL 12, 1994 SUBJECT: VEHICLE #3602-0550 Please be advised that the subject automobile, assigned to your department, has been damaged beyond economic repair. The traffic collision damage repair estimate is approximately $9000. The book value of the automobile is approximately $2200. Therefore, the vehicle has been declared unrepairable and a total loss. If you intend to replace this unit with a new one of the same type, please initiate an RCA funding request for $16,000. DEL GRAY MECHANICAL MAINTENANCE SUPERVISOR DG:bg ATTACHMENT NO.' \. FROM:CITY OF HUNTINGTON F H TO: 374 1540 ? 25, 1994 12:51PM ##841 ' P.02 CITY OF HUN7'INGT0N BEACH .? INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO: JAN RICHARDS ADMINISTRATIVE ASSISTANT FROM: DEL GRAY MECH MAINT SUPERVISOR A -DATE: APRIL 25, 1994 SUBJECT: VEHICLE PRICE SPECS The recommendation of $16,000 as the amount needed to purchase a replacement vehicle for unit #3602 is based on the following. 1. The new unit will be used initially as a pool vehicle,-and one of the older pool vehicles will be assigned to code enforcement. 2. The new unit will be a fully equipped, medium sized, four door sedan, capable of carrying four persons efficiently. - Equipment shall include medium size engine, automatic transmission, power steering and brakes, AM/FM radio, and possibly air bags and ABS brake system. There also _ may be other optional equipment in the bulk purchasing incentive package. 3. The recommended cost also includes sales tax. 4. This type of automobile can be assigned to any use or reassigned city wide. 5. The market price of automobiles is rising steadily, and, in some specialty areas, sharply. Between 1993 and 1994 the State contract for police special service vehicles went from $12,500 per unit to $14,500 per unit plus tax. These type units have traditionally been priced at least $1000 below comparably equipped mid-size administrative sedans. 6. There is about a 5% increase in this cost to cover unfgreseen contingencies, as are necessary in all future estimates, DEL GRAY Mechanical Maintenance Supervisor ATTACHMENT NO. -� DG:bg CITY OF HUNTINGTON BEACH IT" INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO: MICHAEL T. UBERUAGA, City Administrator FROM: ROBERT J. FRANZ, Deputy City Administrator SUBJECT: REQUESTED FUNDING FOR REPLACEMENT OF DAMAGED CITY INSPECTION VEHICLE, FIS 94-36 DATE: APRIL 6, 1994 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for the proposed appropriation of $11,000 to accommodate the replacement of a damaged Code Enforcement vehicle within the Planning Division. Upon approval of the City Council,o the balance of the unaudited, undesignated Equipment Replacement Fund will be reduced to $3,307,613. ROBERT J. FRA Z Deputy City Administrator RJF:skd ATTAC-MMEN T NO. �,.3 t� =j REQUES FOR CITY COUNCIL- ACTION Date May 2, 1994 Submitted to: Honorable Mayor& City Council Members Submitted by: Michael T. Uberuaga, City Administrator Prepared by: Subject: Robert J. Franz, Deputy City Administra or BY Ct C NCtL REQUEST FOR APPROPRIATION: HIGH SPEED COPIER L/ 19 Consistent with Council Policy? [x] Yes [ ] New Policy or Except on Statement of Issue, Recommendation,Analysis, Funding Source, Alternative Actions, ttac m STATEMENT OF ISSUE: In fiscal year 92/93 one of three full time permanent positions was eliminated from the City Print Shop. The impact has been delays and longer turn-around time for city printing needs. The current equipment is old and has limitations. Acquiring a current technology high speed Copier- Duplicator would not only increase the turn-around time but will also allow the flexibility to expand our services. RECOMMENDED ACTION: Appropriate $75,000 from the Equipment Replacement Fund and authorize the Purchasing/Central Service Manager to solicit "Request for Quotations"for the acquisition of a copier/duplicator. ANALYSIS: In December 1990 a Duplicating Equipment Operator retirement created a vacancy in the City's Print Shop. As part of the budget cutbacks this position was eliminated. The impact of this reduction has been a reduction in the Print Shop production and increase in the use of the city walk-up copiers. Currently, all originals are printed on presses and then sorted off-line. This often requires off-line stapling and binding, which is performed one at a time. This is manually intensive and time-consuming. The largest barrier to the Print Shop's effectiveness is the absence of an efficient way to print a small number of copies from a large number of originals. Both of these restrictions have had an impact on cost and turn-around time along with the reduction of staff. In addition, the volume has increased considerably at the various walk-up copies within the city. This is causing more work to be done by these copiers which creates frequent breakdowns. As a result, overall copying is costing more than if this work was done in the Print Shop. PI O 5/85 4kEQUEST FOR COUNCIL ACTION HIGH SPEED COPIER It is estimated that a current technology high-speed duplicating copy machine will not only provide the Print Shop with the resources to achieve adequate production levels but allow various City personnel to utilize the new equipment. Since the current technology equipment does not require a highly skilled operator it will be recommended that each department have someone trained to operate the equipment. It could also allow Print Shop (depending on the selection) to enhance their services by providing overhead transparencies, reproduction of photos, image overlay, copy editing, saddle stitching, thermal binding and computer forms feeder. FUNDING SOURCES: Unappropriated Fund Balance Equipment Replacement Fund. ALTERNATE ACTION: 1. Continue with current method of operation. 2. Upgrade walk-up copiers. 3. Contracting for outside printing services 4. Amend the budget to add a Duplicating Equipment Operator Attachments: Cost Analysis Departments usage of Print Shop Average Monthly volume - Walk up copiers Fiscal Impact Statement ra-2.doc/4/11/94 REQUEST FOR COUNCIL ACTION HIGH SPEED COPIER Department usage of Print Shop Reprographics 93/94 90/91 92/93 (limos) Police 29% 27% 23% Community Development 24% 11% 10% City Clerk 17.2% 20% 18% Library 10% 6% 6% Community Services 4.8% 16% 21% Public Works 3% 3% 3% Administrative Services 2.9% 4% 7% Economic Development 2.8% 1% 1% Administration/Council 2.7% 3% 4% Fire 2.4% 9% 6% Treasurer 1.2% 1% 1% Total Impressions 7.4M 7.3M 6.3M (Est) Total impressions made by number of copies made per original: Copies Per Original % of Total Impressions 1 to 500 34% 501 to 1000 17% 1001 to 5000 39% 10000 + 10% REQUEST FOR COUNCIL ACTION HIGH SPEED COPIER AVERAGE MONTHLY VOLUME -WALK UP COPIERS Est Increase Copy Location 89/90 91/92 93/94 From 89/90 Print Shop 14,670 18,655 22,074 50.47% 1 st Floor 24,649 28,891 31,674 28.50% 2nd Floor 31,633 32,947 35,053 10.81% 3rd Floor 23,238 31,571 31,641 36.16% 4th Floor 23,000 27,895 31,849 38.47% 5th Floor 40,000 48,625 33,973 (15.07%) Parks Dept 3503 3,294 2,913 (16.84%) Beach Operation 4,768 4,053 4,665 (2.16%) Police Traffic 6,509 6,760 5,879 (9.68%) Police Admin. 28,273 28,311 32,851 16.17% City Yard Adm. 3,467 2,373 0 City Yard Auto 1,327 2,008 992 25.24% Sr. Rec Center N/A 5,264 4,047 23.12% Police/Records 60,000 69,921 65,329 8.88% TOTAL: 265,037 310,568 . 302,940 14.30% COST ANALYSIS (6 mos) REPROGRAPHICS F/Y 87/88 F/Y 88/89 F/Y 89/90 F/Y 90/91 F/Y 91/92 F/Y 92/93 F/Y 93/94 PRINT SHOP: PERSONNEL COST $112,474 $114,756' $127,149 $125,282 $112,165 $103,706 $49,280 OPERATING COST $50,123 $64,815 $63,034 $67,962 $71,722 $66,850 $23,765 TOTAL COST $162,597 $179,591 $190,183 $193,244 $183,877 $170,556 $73,045 IMPRESSIONS(MILLIONS) 7.8 7.5 7.6 7.4 7.6 7.3 3.1 AVG. COST PER IMPRESSION 0.02083 0.02386 0.02487 0.02611 0.0242 0.02344 0.02337 (CENTS/PAGE) WALK UP COPIERS: 16 14 14 14 WALK UP COPIER COST $102,701 $91,569 $89,113 $85,777 (EST) IMPRESSION (MILLION) 2.9 3.2 3.7 3.6 (EST) COST PER COPY(CENTS/PAGE) 0.0351 0.02879 0.02391 0.0236 PURCHEFFALS REQUEST FOR COUNCIL ACTION HIGH SPEED COPIER PRINT SHOP CURRENT EQUIPMENT ANNUAL YEAR VOLUME EQUIPMENT ACQUIRED IMPRESSIONS 1. 1250 Am Multi Press 1954 31000,000 2. 2650 Am Multi Press 1969 3,312,000 3. 2850 Am Multi Press 1973 *Trade In 120,000 4. Norfin Collator 1973 N/A 5. 1850 Am Multi Press 1984 900,000 6. Bostitch Stitcher 1985 N/A 7. Challenge Drill 1985 N/A 8. 2400 Plate Maker 1988 *Trade In N/A 9. Borg Collator 1989 N/A 10. Challenge 1400 Folder 1990 N/A 11. Challenge Cutter 1990 N/A 12. 2400 Plate Maker 1993 (used) N/A * Possible trade in with acquisition of High Speed Copier ra-2.doc/4/11/94 CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO: MICHAEL T. UBERUAGA, City Administrator FROM: ROBERT J. FRANZ, Deputy City Administrator SUBJECT: REQUESTED APPROPRIATION FOR THE PURCHASE OF A HIGH SPEED COPIER DUPLICATOR, FIS 94-38 DATE: APRIL 20, 1994 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for the proposed appropriation of $75,000 to accommodate the acquisition of a high speed copier duplicator in the City's Print Shop. Upon approval of the City Council, the balance of the unaudi d, undesignated Equipment Replacement Fund will be reduced to $2,964,000. BERT J. Z Deputy City Administr or RJF:skd FIS94-38.DOC 04/20/94 APPROVED BY CITY COUNCIL S FOR CITY COUNCIL ACTION —� � 1 Date May 99 2 1 4 i - r submitted to Honorable Mayor& City Council Members Submitted by Michael T Uberuaga, City Administra*or Subject Prepared by Robert J Franz, Deputy City Administ REQUEST FOR APPROPRIATION HIGH SPEED COPIER Consistent with Council Policy? [A Yes [ ] New Policy or Exception Statement of Issue Recommendation,Analysis, Funding Source Alternative Actions,Attachments STATEMENT OF ISSUE In fiscal year 92/93 one of three full time permanent positions was eliminated from the City Print Shop The impact has been delays and longer turn-around time for city printing needs The current equipment is old and has limitations Acquiring a current technology high speed Copier- Duplicator would not only increase the turn-around time but will also allow the flexibility to expand our services RECOMMENDED ACTION Appropriate $75,000 from the Equipment Replacement Fund and authorize the Purchasing/Central Service Manager to solicit "Request for Quotations"for the acquisition of a copier/duplicator ANALYSIS In December 1990 a Duplicating Equipment Operator retirement created a vacancy in the City's Print Shop As part of the budget cutbacks this position was eliminated The impact of this reduction has been a reduction in the Print Shop production and increase in the use of the city walk-up copiers Currently, all originals are printed on presses and then sorted off-line This often requires off-line stapling and binding, which is performed one at a time This is manually intensive and time-consuming The largest barrier to the Print Shop's effectiveness is the absence of an efficient way to print a small number of copies from a large number of originals Both of these restrictions have had an impact on cost and turn-around time along with the reduction of staff In addition, the volume has increased considerably at the various walk-up copies within the city This is causing more work to be done by these copiers which creates frequent breakdowns As a result, overall copying is costing more than if this work was done in the Print Shop i i ,l D 5/85 E iEQUEST FOR COUNCIL ACTIG HIGH SPEED COPIER It is estimated that a current technology high-speed duplicating copy machine will not only provide the Print Shop with the resources to achieve adequate production levels but allow various City personnel to utilize the new equipment Since the current technology equipment does not require a highly skilled operator it will be recommended that each department have someone trained to operate the equipment It could also allow Print Shop (depending on the selection) to enhance their services by providing overhead transparencies, reproduction of photos, image overlay, copy editing, saddle stitching, thermal binding and computer forms feeder FUNDING SOURCES Unappropriated Fund Balance Equipment Replacement Fund ALTERNATE ACTION 1 Continue with current method of operation 2 Upgrade walk-up copiers 3 Contracting for outside printing services 4 Amend the budget to add a Duplicating Equipment Operator Attachments Cost Analysis Departments usage of Print Shop Average Monthly volume -Walk up copiers Fiscal Impact Statement ra 2 doe/4/11/94 "V L ..cQUEST FOR COUNCIL ACTION HIGH SPEED COPIER Department usage of Print Shop Reprographics 93/94 90/91 92/93 (Soros) Police 29% 27% 23% Community Development 24% 11% 10% City Clerk 17 2% 20% 18% Library 10% 6% 6% Community Services 4 8% 16% 21% Public Works 3% 3% 3% Administrative Services 2 9% 4% 7% Economic Development 2 8% 1% 1% Administration/Council 2 7% 3% 4% Fire 2 4% 9% 6% Treasurer 1 2% 1% 1% Total Impressions 7 4M 7 3M 6 3M (Est) Total impressions made by number of copies made per original Copies Per Original % of Total Impressions 1 to 500 34% 501 to 1000 17% 1001 to 5000 39% 10000 + 10% 3 � I .:QUEST FOR COUNCIL ACTIOI HIGH SPEED COPIER r AVERAGE MONTHLY VOLUME -WALK UP COPIERS Est Increase Copy Location 89/90 91/92 93194 From 89/90 Print Shop 14,670 18,655 22,074 50 47% 1 st Floor 24,649 28,891 31,674 28 50% 2nd Floor 31,633 32,947 35,053 10 81% 3rd Floor 23,238 31,571 31,641 36 16% 4th Floor 23,000 27,895 31,849 38 47% 5th Floor 40,000 48,625 33,973 (15 07%) Parks Dept 3503 3,294 2,913 (16 84%) Beach Operation 4,768 4,053 4,665 (2 16%) Police Traffic 6,509 6,760 5,879 (9 68%) Police Admin 28,273 28,311 32,851 16 17% City Yard Adm 3,467 2,373 0 City Yard Auto 1,327 2,008 992 25 24% Sr Rec Center N/A 5,264 4,047 23 12% Police/Records 6J,000 69,921 65,329 8 88% TOTAL 265,037 310,568 302,940 14 30% k1X G. V COST ANALYSIS (6 mos) REPROGRAPHICS F/Y 87/88 F/Y 88/89 F/Y 89/90 F/Y 90/91 F/Y 91/92 F/Y 92/93 F/Y 93/94 PRINT,SHOP PERSONNEL COST $112,474 $114,756 $127,149 $125,282 $112,165 $103,706 $49,280 OPERATING COST $50,123 $64,815 $63,034 $67,962 $71,722 $66,850 $23,765 TOTAL COST $162,597 $179,591 $190 183 $193,244 $183,877 $170 556 $73 045 IMPRESSIONS(MILLIONS) 78 75 76 74 76 73 31 AVG COST PER IMPRESSION 002083 002386 002487 002611 00242 002344 002337 (CENTS/PAGE) WALK UP COPIERS 16 14 14 14 WALK UP COPIER COST $102,701 $91,569 $89,113 $85 777 (EST) IMPRESSION (MILLION) 29 32 37 36 (EST) COST PER COPY(CENTS/PAGE) 00351 002879 002391 00236 PURCHEFF XLS s .EQUEST FOR COUNCIL ACTIG HIGH SPEED COPIER PRINT SHOP CURRENT EQUIPMENT ANNUAL YEAR VOLUME EQUIPMENT ACQUIRED IMPRESSIONS 1 1250 Am Multi Press 1954 3,000,000 2 2650 Am Multi Press 1969 3,312,000 3 2850 Am Multi Press 1973 *Trade In 120,000 4 Norfin Collator 1973 N/A 5 1850 Am Multi Press 1984 900,000 6 Bostitch Stitcher 1985 N/A 7 Challenge Drill 1985 N/A 8 2400 Plate Maker 1988 *Trade In N/A 9 Borg Collator 1989 N/A 10 Challenge 1400 Folder 1990 N/A 11 Challenge Cutter 1990 N/A 12 2400 Plate Maker 1993 (used) N/A * Possible trade in with acquisition of High Speed Copier ra 2 doc/4/11/94 V a CITY OF HUNTINGTON BEACH INTER DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO MICHAEL T UBERUAGA, City Administrator FROM ROBERT J FRANZ, Deputy City Administrator SUBJECT REQUESTED APPROPRIATION FOR THE PURCHASE OF A HIGH SPEED COPIER DUPLICATOR, FIS 94-38 DATE AP RI L 20, 1994 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for the proposed appropriation of $75,000 to accommodate the acquisition of a high speed copier duplicator in the City's Print Shop Upon approval of the City Council, the balance of the unaudi d, undesignated Equipment Replacement Fund will be reduced to $2,9641000 ERT J Z Deputy City Administr or RJF skd FIS94-38 DOC 04/20/94 "l �i\ V �% REQUEz:) r FOR CITY COUNA ACTION Date April 4, 1994 Submitted to The Honorable Mayor and City Council Submitted by Michael Uberuaga, City Administrator � PPJdC►'�ED ByCITYC� �COUNCILPrepared by Ron Hagan, Director, Community Services 19—Subject , REST ROOMS AT POLICE/PUBLIC GUN RAN IN HUNTINGTON CENTRAL PARK ctK Consistent with Council Policy? [ ] Yes [ ] New Policy or Exception Statement of Issue Recommendation Analysis Fundinq Source Alternative Actions Attachments STATEMENT OF ISSUE 4!Y14 y- e*$Mft`A,4 * 416 /f Y- There is a need to provide portable rest rooms at the Police/Public Gun Range in Huntington Central Park RECOMMENDATION Approve an amendment to the FY 93/94 budget to add $5,500 from the General Fund Unappropriated Balance to Account#E-AA-CS-345-3-90-00 for the installation and lease payments for modular rest rooms at the police/public gun range ANALYSIS The sewer hne that runs from Gothard Street to the Police/Public Gun Range through the Orange County Transfer Station site has broken The cost to repair the line is $60,000, because the sewer line has to be relocated around the Orange County Transfer Station site which will be done when the Police Officers Association renovates the gun range At that time, a new sewer line will be included in the project However, on an interim basis, it is necessary to provide public rest rooms in order to meet health codes The cost to install a modular portable rest room (similar to the rest rooms on the pier) is $3,500 and the lease payment will be $2,000 until June 30, 1994 Future lease costs will be included in the Police Department's annual General Fund budget, but a special allocation is needed to complete this fiscal year FUNDING SOURCE General Fund ALTERNATIVE ACTION 1 Replace the sewer line at a cost of$60,000 2 Do not provide rest rooms and keep the public portion of the gun range closed ATTACHMENT I Fiscal Impact Statement ` / ti w HCITY OF HUNTINGTON BEACH INTER DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO MICHAEL T UBERUAGA City Administrator FROM ROBERT J FRANZ Deputy City Administrator SUBJECT REQUESTED APPROPRIATION FOR PORTABLE RESTROOMS AT POLICE/PUBLIC GUN RANGE, FIS 94-34 DATE MARCH 22 1994 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for the proposed appropriation of $5 500 to provide for portable restrooms at the Police/Public Gun Range in Huntington Central Park through June 30 1994 Upon approval of the City Council, the balance of the unresery undesignated General Fund would be reduced to $7 397 000 ' Z izy1C1"ty tlstr or RJF skd REQUEST FOR CITY COUNCIL ACTION Date 3/21/94 Submitted to Honorable Mayor and City Council APPROVED BY CITY COUNCIL ' Submitted by Michael T Uberuaga, City Admmistrato 3 v 194' 95 Prepared by Ronald E Lowenberg, Chief of Police c CLERK Subject USE OF JAIL REVENUE FUNDS TO URCHASE FENCE AND GATE SECURITY POLICE DEPARTMENT Consistent with Council Policy? [x ] Yes [ ] New Policy or Exception Statement of Issue, Recommended Action,Analysis,Funding Source,Alternative Actions,Attachments Opp/ STATEMENT OF ISSUE Our police facility is an unsecured facility which places our employees at risk While we have special electronics on several of the doors to control the entry of police and civilian personnel into the police building itself, we have unsecured areas above the police parking lot, the jail, the entryway to the jail, and at the entrance to the police parking lot These conditions can be remedied by attaching the proper type of eight foot fencing with windscreens, extending from the police building, 250 feet south, above the police parking lot, above the jail and jail entryway where the fence will extend ten feet east and stop, and repairing the existing gate which was installed in August, 1990, and is not currently functioning In order to maintain a safe environment, we recommend the use of jail revenue to purchase these materials and service RECOMMENDED ACTION 1 Appropriate $16,000 from the unexpended General Fund, and 2 Authorize expenditure of $16,000 for the purchase and installation of the fencing with windscreen, and the repairing of the gate ANALYSIS Since the police building was constructed, chain link fencing has been installed around the complete facility at ground level only The flaw is the lack of fencing above the jail sally port and police parking lot, and the lack of a functioning security gate leading into the facility Some examples of the problems this can create are as follows In 1993, murders, robberies and assaults were committed by one Mark Hilbun He allegedly killed a female employee at the Post Office in Dana Point, killed his mother at her home, terrorized a family in Newport Beach, and was involved in a robbery and shooting at a bank in Page Two REQUEST FOR CITY COUNCIL ACTION FENCING/ENTRY TO JAIL Fountain Valley Hilbun was captured by Huntington Beach police officers and booked into our jail facility A short time later, members of the media made entry onto and across the top of our fall entryway with cameras in hand, in an effort to film Hilbun In order to accomplish this feat, they walked across one of the open areas accessible to the public, climbed over a three foot fence and walked across narrow beams located above the jail entryway, in an effort to see into the facility There was nothing to stop them They also could have just driven into the parking lot and filmed from a clandestine position They could have easily been a lynch mob or other persons bent on freeing the suspect On 12-2-93, a male subject called our police department and spoke with police supervisors about some personal problems He was unsatisfied and made verbal threats against the lives of these officers The next day he called back and said he was coming to our police department and kill the officers The front door to the department was locked and additional officers were assigned to the front desk The suspect showed up at the front door and was taken into custody without incident He is facing felony charges He didn't know he could have driven into the rear parking lot or stood above the parking lot and inflicted injury or death on the officers entering or leaving the building There have been many occasions where persons have thrown items including weapons and narcotics into the jail entryway when inmates were exercising The majority of the time, the items were recovered by a member of the jail staff at the time, or found on the inmates upon being searched when re-entering the jail Again, there was nothing to prohibit this illegal maneuver except for a sign posted on the grass above the jail entryway, telling people not to engage in this type of illegal activity The installation of the eight foot fence with windscreen, and functioning security gate, will prohibit the entry or access of unauthorized people to our police parking lot and jail entryway FUNDING SOURCE The Jail Revenue account has generated near $500,000 Staff is requesting that $16,000 be transferred to the Police Department Building Maintenance account to cover this investment in the security of our police facility ALTERNATIVE ACTION Do not purchase the necessary equipment and services and maintain the greater risk of harm to our police department employees and prisoners for which we are responsible ATTACHMENTS 1 Drawing 2 FIS 94-29 REL RM bmr MAIN STREET -1 M-AISTI J4 FE!(E. I t` i UIVi { WI I -H Su LINK •�I — ,� f ��T � TR�� 5K Gip a ExIsTINU �ATr- �� ExlyrluG Av P IVMW&Y I ��144> btt EXISTING ---'--- d �erlc6 11 eXIST'wq 7'-0+ �I EN ION F C I G �LOGK Il,i I n-T �ez wj POLICE DEPARTMENT }TOTE ALL Loc61-tpra5 !✓xryTl4 G Q I M EN SI ONs I J �� FARW NCT LLT ADD 1710 M �No�L � Irl rlf:L�7 VG-fzl�eD � � � GATE FMI{JL1P�.y PR�PO51�_ mAW4 �j,"o - 56," 4. PAR "?T f HNCITY OF HUNTINGTON BEACH INTER DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO MICHAEL T UBERUAGA City Administrator FROM ROBERT J FRANZ Deputy City Administrator SUBJECT REQUESTED APPROPRIATION FOR SECURITY IMPROVEMENTS IMPACTING THE POLICE DEPARTMENT, FIS 94-29 DATE MARCH 7, 1994 As required by Resolution 4832 a Fiscal Impact Statement has been prepared for the proposed appropriation of $16 000 to provide funding for improved security measures directly affecting the City's Police Department Upon approval of the City Council, t7iE7 and gnated General Fund will be reduced to $7 ator RJF AR skd