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Home My WebLink AboutCS Measure A Work Plan FY2016-17CITY OF� Agenda Item No: Meeting Date: SAN RAFAEL CITY COUNCIL AGENDA REPORT 7_b May16, 2016 Department: Community Services Prepared by: Carlene McCart, Director City Manager Approval: TOPIC: Measure A Work Plan FY 2016/2017 SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING THE MEASURE A WORK PLAN FOR PROPOSED EXPENDITURE OF MEASURE A FUNDS FOR JULY 1, 2016 — JUNE 30, 2017 AND APPROPRIATING THE MEASURE A SPECIAL REVENUE FUND INTO THE CITY OPERATING BUDGET FOR FISCAL YEAR 2016 — 2017. RECOMMENDATION: Approve the Measure A Work Plan for Proposed Expenditure of Measure A Funds for July 1, 2016 — June 30, 2017 and Appropriate the Measure A Special Revenue Fund into the City Operating Budget for Fiscal Year 2016 — 2017. BACKGROUND: Measure A, a'/4 cent sales tax increase to support parks and open space, was approved by Marin voters in November 2012. The Measure generates approximately $10 million annually and is distributed as follows: 65% of the funds is retained by Marin County Parks to restore natural resources, maintain county parks and open space preserves, restore and improve public access, and protect natural lands 20% is dedicated to saving Marin family farms and ranches 15% is allocated to cities, towns, and special districts to manage parks, open space preserves, nature preserves, recreation programs, and vegetation to promote biodiversity and reduce wildfire risk of which San Rafael receives 22.91 % based on population. The total FY 15/16 distribution to San Rafael plus roll over funds from previous years was $587,982. The General Fund (GF) contribution to Measure A initiatives was $46,515. The total FY 15/16 Measure A Workplan was $634,497. Annually, the City Council approves a Work Plan for the San Rafael allocation of Measure A Funds. The proceeds from Measure A in the past three years were divided equally between Fire, Public Works and Community Services Departments, with a designated distribution to the Police Department. The Fire Department directed its Measure A funds to support the Wildland Urban Interface program, both with an inspector to coordinate defensible space clearing with property owners adjacent to City property, and contractual services to manage vegetation along those City property lines. FOR CITY CLERK ONLY File No.: 170 x 9-3-40 Council Meeting: 05/16/2016 Disposition: Resolution 14125 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Public Works allocated its Measure A funds to continue two programs: vegetation management in parks and open space, primarily utilizing goat grazing services and contractual landscape maintenance of the City Parkettes (facilities less than .25 acres). Police continued funding 50% of the two person Open Space Ranger staff with Measure A funds. Community Services completed the refurnishing of the San Rafael Community Center with tables, chairs and video equipment, set aside funds to support the Pickleweed 2.0 sport field conversion project, and partnered with Public Works to complete a project at Freitas Park. The Bret Harte Park Restroom Installation Project funded for FY 15/16 was not completed and will roll forward to the FY 16/17 Workplan proposal. Last year the City Council approved the recommendation by the Park and Recreation Commission for expenditures in the Park Improvement category. The recommendation was the result of nine months oll public outreach to determine community priorities for neighborhood parks. Three years of expenditures were approved with one amendment to the recommendation for play equipment at Pickleweed Park. Measure A Approved Community Priority Park Improvements FY 15/16 FY 16/17 FY 17/18 Pickleweed Park $ 25,000 Pickleweed Park $ 25,000 Pickleweed Park $25,000 Bret Harte 250,000 Victor Jones 100,000 Sun Valley 40,000 Freitas 12,000 Albert 50,000 Starkweather 50,000 SRCC Furn. 15,000 Terra Linda 10,000 Gerstle 40,000 Total: $302,000 Total: $185,000 Total: $155,000 ANALYSIS: The accomplishments to date for the FY 15/16 Measure A Workplan are Fire Department Conducted over 100 home and private property inspections resulting in cooperative vegetation clearing as per the City Wildland Urban Interface Program. Hired P/T Vegetation Management Inspector, January 1, 2016. Police Park Ranger patrol and enforcement in Open Space and City parks, July 1 — April 30, 2016 Incidents: 609 Reports: 287 Campsites Located/Posted 317 Campsites removed 304 Citations 125 Arrests 92 Warnings 624 Public Works Vegetation Removal- (goat grazing locations) 580 Ditch Partridge/Peacock Robert Dollar Canyon Oak San Pablo Rd SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 3 Boyd Smart Train Mahone Creek Windward Way Parkette Maintenance — 9 parkette locations throughout San Rafael Communitv Services Park Improvement Projects* — Freitas Park, Pickleweed 2.0, San Rafael Community Center Furnishing Replacement Bret Harte Park Restroom installation will be carried over from FY 15/16 to 16/17. A full report on completed projects and Measure A expenditures for FY 15/16 will be submitted to the County of Marin as required in September 2016. Proposed Measure A Work Plan for FY 16/17 Workplan FY 16/17 Project/Initiative 1. . WUI Vegetation Mgmt Inspector 2. Contractual Vegetation Removal to support WUI 3. Contractual Vegetation Removal for Parks and Open Space 4. Contractual Parkette Maintenance 5. Open Space Rangers 6. Park Improvement - Community Priorities: Bret Harte, Victor Jones, Albert, and Terra Linda Parks Proposed FY 16/17 Managing Department Budget $77,376 Fire $40,000 Fire $100,000 Public Works $55,000 Public Works $81,747 Police Community Services/ $460,000 Public Works $814,123 Projects/Initiatives 1-5 are carried over from FY 15/16 to continue valuable and productive work. Park Improvements will include Bret Harte Park Restroom Installation Project, Victor Jones Park Playground Replacement Project, Albert Park Playground Phase 1, Design, and Terra Linda Park Playground Shade Equipment installation. The total value of the FY 16/17 Measure A Workplan is $814,123. The City's General Fund will support 38% of the cost of the Open Space Rangers with $30,655, with the remaining $783,468 provided by the Measure A tax proceeds SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4 The Measure A Work Plan for FY16-17 is included as Exhibit 1 to Attachment A to this report. FISCAL IMPACT: The County of Marin projects San Rafael will receive $430,866 of Measure A funds in FY 16/17. The carry-over of unspent Measure A funds in FY 15/16 is anticipated to be approximately $400,000. These resources will provide sufficient funding for the proposed spending plan of $814,123. The City General Fund supports the Open Space Ranger positions included in this Work Plan, by 38% or $30,655. If the FY 16/17 Work Plan is approved, a total of $814,123 in the Measure A — Open Space Special Revenue Fund would be appropriated in the FY 16/17 budget. OPTIONS: 1. Approve the Measure A Work Plan and the funding allocations 2. Direct staff to amend the Work Plan and/or funding allocations ACTION REQUIRED: Approve the Resolution Approving The Measure A Work Plan For Proposed Expenditure Of Measure A Funds For July 1, 2016 — June 30, 2017 And Appropriate The Measure A Special Revenue Fund Into The City Operating Budget For Fiscal Year 2016— 2017. ATTACHMENTS: Attachment A: Resolution of the City Council of the City of San Rafael Approving the Measure A Work Plan for Proposed Expenditure of the Measure A Funds for July 1, 2016 — June 30, 2017 and Appropriating the Measure A Special Revenue Fund into the City Operating Budget for Fiscal Year 2016 — 2017; with Exhibit A, Measure A City, Town and Applicable Special District Program Proposed Expenditure of Measure A Funds for July 1, 2016 to June 30, 2017. RESOLUTION NO. 14125 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING THE MEASURE A WORK PLAN FOR PROPOSED EXPENDITURE OF MEASURE A FUNDS FOR JULY 1, 2016 — JUNE 30, 2017 AND APPROPRIATING THE MEASURE A SPECIAL REVENUE FUND INTO THE CITY OPERATING BUDGET FOR FISCAL YEAR 2016 — 2017. WHEREAS, on November 6, 2012 Marin County voters passed Measure A, a one-quarter of one percent (0.25%) transactions and use tax, dedicated to parks and open space for the duration of nine years; and WHEREAS, fifteen percent of the Measure A revenues is earmarked for Marin municipalities for the purpose of managing parks, open space preserves, recreation programs and vegetation; and WHEREAS, the County of Marin is responsible for the administration of the Measure A funds, and has developed a form of agreement and program materials for use by Marin municipalities; and WHEREAS, the City of San Rafael is eligible to receive Measure A funds, and entered into agreement with the County of Marin in October of 2013, submitting a Work Plan of Expenditures for the first year of fund disbursement; and WHEREAS, the County of Marin requires a Work Plan for the proposed Expenditure of Measure A funds for the fiscal year 2016 — 2017; and WHEREAS, the City of San Rafael is projected to receive a total of $430,866 for fiscal year 2016 - 2017, to support the Measure A Work Plan for that fiscal year; and WHEREAS, the City of San Rafael is projected to roll over $400,000 from Measure A Funds accumulated in fiscal year 2015 - 2016; and WHEREAS, the City of San Rafael will contribute 38% of the cost of the Open Space Rangers, or $30,655, from the General Fund to support the Measure A Work Plan for fiscal year 2016 - 2017; and WHEREAS, the City Manager has presented to the City Council a Work Plan of Proposed Expenditure of Measure A funds for July 1, 2016 to June 30, 2017, a copy of which is attached hereto as Exhibit 1; NOW, THEREFORE, BE IT RESOLVED that the San Rafael City Council approves and authorizes the Finance Director to execute the Measure A Work Plan for Proposed Expenditure of Measure A Funds for July 1, 2016 — June 30, 2017, attached hereto as Exhibit 1; and BE IT FURTHER RESOLVED that $814,123 is hereby appropriated in the Measure A Special Revenue Fund for fiscal year 2016 — 2017. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 16th day of May, 2016, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk MARIN COUNTY V A hiN .: p PRESERVATION • RECREATION Work Plan Measure A City, Town, and Applicable Special District Program Proposed Expenditure of Measure A Funds for July 1, 2016 to June 30, 2017 Timely and accurate completion of this report is a condition of receiving Measure A funds. Instructions: • This work plan must be completed by an authorized representative of the recipient. • Please complete this work plan, then scan and e-mail it to Kevin Wright, Marin County Parks External Affairs Coordinator (kwright@marincounty.org), by June 1. 2016. • Contact Mr. Wright by e-mail (kwriaht(a)marincountv.ora) or phone (415) 473-2129 if you have any questions, or if you have suggestions to improve this form. • Marin County Parks will review this plan within one month of its receipt to ensure that proposed expenditures are consistent with Marin County Ordinance 3586 (Measure A). • Recipients must provide Marin County Parks with 30 -days prior notice of any project additions or substitutions that are proposed while a work plan is in effect. • Total actual project expenditures may not exceed recipient's actual Measure A funding for any given fiscal year, plus any balance remaining from previous years. This portion of page is intentionally blank. Proceed to next page. Page 1 of 5 A. Name of Recipient (city, town, or special district): City of San Rafael B. Recipient's representative and contact information: (Please print all information) Name: Mark Moses Title: Finance Director Address: PO Box 151560 City, Zip: San Rafael, CA 94901-1560 Phone: 415.485.5018 E-mail: mark.moses@cityofsanrafael.org C. Total estimated funds for Fiscal Year 2016-17: [to be completed by Finance Department, prior to submission] L Estimated carry-over balance of recipient's Measure A funds from previous fiscal years ii. Estimate of recipient's Measure A funds for FY 2016-17. (This information will be provided by Marin County Parks) $ $430,865.92 iii. Total estimated available funds for FY 16-17 (i + ii). Page 2 of 5 D. Recipient's Measure A Work Plan for Fiscal Year 2016-17: Name of work or project: Primary Description. Be as specific as Amount of Source(s) and Total purpose of possible. Include numbers related to Measure A amount(s) of expenditures work or square footage of facilities, acreage, funds matching projected for project. Select etc. If Measure A funds were used for estimated to funds work or only one from maintenance, use numbers to indicate be used: projected for project in list below. ** change from pre -Measure A use. If none, current conditions. enter "0" reporting year Wild Land Urban Interface Vegetation Program e Wildland Urban Interface Inspector $77,376 -0- $77,376 Vegetation Removal on City Contractual removal of vegetation on City Park/Open Space a Park/Open Space to support Wildland $ 40,000 -0- $40,000 Urban Interface Program Contractual Vegetation Removal for Parks and Open Contractual removal of vegetation within Space; Invasive Species 9 City Parks/Open Space $100,000 -0- $100,000 Removal Contractual Parkette Contractual maintenance services for 9 Maintenance a City owned Parkettes $ 55,000 -0- $55,000 Community Priority Park Improvements Carrvover from 2015/16: Pickleweed Park Field b $25,000 -0- Conversion, Bret Harte Park Restroom b $250,000 -0- Installation, Page 3 of 5 2016/17: Pickleweed Park Field Conversion b $ 25,000 -0- Victor Jones Park Playground b $ 100,000 -0- Albert Park Playground b $ 50,000 -0- Terra Linda Park Shade Structure b $ 10,000 -0- Sub-total: this category: Park/Open Space Security Estimated Total P/T Open Space Ranger services to e secure against activity posing high risk for fire damage **Select work or project purpose only from the following menu: $460,000 $ 51,092 $30,655 $81,747 City General Fund $814,123 a) Routine maintenance b) Renovation of existing recreational facility, including infrastructure (includes planning, environmental review, permitting, design development, etc.) c) Construction of new park or recreation facility (includes planning, environmental review, permitting, design development, etc.) d) Parkland acquisition e) Fuel reduction - all types of fuelbreaks, including primary, ridgeline, etc. f) Flashy fuel reduction (ROW, street ends, trail heads, etc.) g) Natural resource protection and restoration, and invasive plant control h) Maintaining vehicle access i) Sudden Oak Death j) Hazard tree removal k) Inventory and monitoring 1) Wildlife management monitoring m) Vegetation and wildlife management - Other - Page 4 of 5 E. Certification I certify that the information contained herein is true and accurate, to the best of my knowledge. C 491- F -1-0— Signature oma.Signature Title /'Vi/ -LIC /1'70S.�J Print Name Mliy /6/ z0/6 Date Page 5 of 5 ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 5/16/2016 From: Carlene McCart, Director Department: Community Services Date: 5/9/2016 Topic: Measure A Workplan FY 2016-2017 Subject: Expenditure Plan Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: ® City Attorney Remarks: LG -Approved 5/10/16 with recommended changes. ® Author, review and accept City Attorney / Finance changes Remarks: ® City Manager Remarks: