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HomeMy WebLinkAboutCS Measure A Workplan FY2015-16CITY OF Agenda Item No: Meeting Date: SAN RAFAEL CITY COUNCIL AGENDA REPORT May 18, 2015 Department: Community Services f Prepared by: Carlene McCart, Director,,-'' ice- City Manager Approval-, /jIL1 tall SUBJECT: Measure A Work Plan FY 15/16 RECOMMENDATION: Approve the Measure A Work Plan For Proposed Expenditure Of Measure A Funds For July 1, 2015 — June 30, 2016 And Appropriating The Measure A Special Revenue Fund Into The City Operating Budget For Fiscal Year 2015 — 2016. BACKGROUND: Measure A, a % 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 0 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. Funds were accrued starting April 2013 a portion of which was distributed in January 2014, with the balance received after June 2014. The total FY 13/14 distribution to San Rafael was $368,619. 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 two years were divided equally between Fire, Public Works and Community Services departments, with a distribution to Police for Open Space Ranger PT positions, to address Open Space and wild land fire protection, park repairs and maintenance, and recreation facility improvements. To address the latter two categories the City Council endorsed the recommendation of the Park and Recreation Commission to resolve safety issues first and to conduct a community outreach program to determine public priorities for park and recreation facility improvements for allocation of funds in FY 15/16. In years past the Council allocated from the General Fund, to support and further the goals of the Measure A Work Plan. FOR CITY CLERK ONLY File No.: /'4® 1 9 -3 — 40 Council Meeting: S/ 12/--1 of l Disposition: ICESoLU ITi 0A .1 (9'1 a4 SAN RAFAEL CITY COUNCIL AGENDA REPORT I Paue: 2 The approved FY 14/15 San Rafael Measure A Work Plan: Measure A Work Plan FY 14/15 Project/Initiative 5 FTE WUI Vegetation Mgmt. Inspector Contractual Vegetation Removal to support WUI Contractual Vegetation Removal for Parks and Open Space Contractual Parkette Maintenance Park Pathway Repair Project — one time Park Playground Equipment Replacement — one time San Rafael Community Center Equipment Replacement —one time 2 P/T Open Space Ranger Measure A Total Budget General Fund Total Funding Total Budgeted Total Spent (estimate) Estimated Carry over for FY 15/16 - FY 14/15 Budget Managing Department $52,000 Fire $40,000 Fire $100,000 Public Works $75,000 Public Works -0- Public Works $5,000 Public Works $110,000 Community Services $46,515 Measure A Police $46,515 General Fund $423,515 $ 46,515 $470,030 $412,030 $233,327 (includes $175,000 for FY 14/15 tax proceeds distributed in July 2015) ANALYSIS: To date the following has been accomplished utilizing Measure A funds in FY 14/15: • Fire: o Home and private property inspections resulting in cooperative vegetation clearing as per the City Wildland Urban Interface Program • Public Works o Vegetation Removal ■ McNear WUI ■ Ranchitos Open Space ■ 1St Street Ditch ■ Bayview Fire Road ■ Knight Drive Open Space ■ Goat Grazing Program (more than 20 Locations to control vegetation) o Vegetation Removal — Contract Service— Handwork Vegetation Removal 0 Handwork Vegetation Removal SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paye: 3 ■ Jacoby Ditch ■ Robert Dollar Hillside ■ Biscayne Ditch o Parkette ■ Maintenance ■ Staff time coordination • Police o Continuation of Park Ranger patrol and enforcement in Open Space and City parks Community Services o Purchased 300 replacement guest chairs for San Rafael Community Center o Purchased 20 replacement banquet tables for San Rafael Community Center o Purchased conference tables and chairs for San Rafael Community Center o Purchased window coverings for San Rafael Community Center o Purchased video projection equipment for San Rafael Community Center o Purchased replacement chairs for Albert J Boro Community Center o Purchased replacement task chairs for three community centers. New Communitv Priorities for Park Improvements Initiative At the May 5th, 2014 meeting the City Council directed staff to conduct a public outreach program to determine community priorities for park improvements. The Park and Recreation Commission began public outreach in July 2014 to determine community priorities for park and recreation facility improvements. Outreach was conducted utilizing the following methods: • Written survey conducted in Pickleweed Park and Boro Community Center • Written invitation to participate sent to all home owner associations in San Rafael • Interview held with the Pickleweed Park Advisory Board • Presentation opportunities at the November 2014, January, February, March 2015 Commission Meeting. • E-mail and written correspondence received from July 2014 through April 1, 2015. The process was promoted to the community through media releases, mailed announcements to all home owner and neighborhood association, announcements on the City web page, and published Commission Agendas Results were • 14 of the 19 City parks were suggested for improvements. • 2 Open Space parcels were suggested for improvements • 8 homeowner/neighborhood associations submitted requests on behalf of their memberships. • Marin Conservation League submitted a request for Open Space management • 27 individuals submitted requests through e-mail or written comments. • 102 written surveys were submitted. The record of requests is submitted on Attachment A. The outreach process revealed a high level of interest in and support for public parks in San Rafael. In general, responders asked for a larger inventory of park seating and picnic facilities, sports fields and courts, improved landscape and shade areas. Playground improvements were included in requests for 8 of the 14 parks mentioned. Site specific requests were received ranging from restroom installation, fitness equipment, erosion control, Open Space clearing, pet off leash areas, development of an un -used portion of a park, and Open Space inventory study. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4 At the March 2015 meeting, the Commission determined criteria for ranking the requested improvements. The Ranking Sheet is included in this report as Attachment B. The Commission created the criteria for ranking the projects The criteria related to the level of safety enhancement addressed by a project; the impact of the project improvements on the community; the relation of a project to opportunities for increased health and fitness of residents; the potential for partnerships to support a project; the time lapse between now and the last improvements on a project park site; the extent of increased commitment of resources to sustain the improvements created by a project. Out of the sixty park improvement projects requested, the Commission recommends the twelve highest ranking for funding. The total cost of the projects exceeds the availability of Measure A Funds, not only for this fiscal year, but for the life of the Measure. Therefore staff recommends over the next three years of Measure A funding, eight projects for completion, two projects for alternative available funding, one project for partial funding and one project to be considered at a later date. 1. Pickleweed Park Svnthetic Field Conversion Comments: This project is recognized has a critical need for the community, providing year round access to sports fields for all ages and skill levels. It is estimated to cost $3mil to complete. Measure A funds will not suffice as the sole funding source, but can provide important fund raising seed money. Impact to Community: High Opportunity for Funding Partnership: Yes Recommended Funding: $25,000 per year, starting 2015 2. Bret Hart Park Permanent Restrooms Comments: For over 20 years this neighborhood park has had temporary restroom service. Bret Harte Neighborhood has experienced an influx in young families with children. The Park is the only community space in the neighborhood and is intensely utilized. Permanent restroom facilities are warranted for health and safety as well as aesthetics. Intensity of Site Use: High Opportunity for Funding Partnership: Yes, the Bret Harte Homeowners Association has pledged to assist in funding Recommended Funding: $250,000 FY 15/16. 3. San Rafael Open Space/Dollar Hill Manaqement Plan Comments: This proposal would commission a biological assessment of the open space above Boyd Park, map the invasive species and include roads, trails, view areas, access points, etc. The resulting test report would form the basis for developing a management plan for this and other City owned Open Space including management of invasive species and recreational resources. The Commission recognized the need for an Open Space Plan and strategy to implement proper management; it did not recommend this proposal for Measure A funding. Intensity of Site Use: Low Opportunity for Partnership: None at this time Recommended Funding: Not at this time 4. Freitas Park Entry Safetv Gate Comments: The installation of a self-closing gate at the entry to Freitas Park from Monticello was eliminated from the 2012 Freitas Park Improvement Project due to budget constraints. It is an effective approach to preventing young children from stepping into the street from the park. Intensity of Site Use: Medium Opportunity for Funding Partnership: Yes, Terra Linda Neighborhood Association offered partnership Recommended Funding: $12,000 FY 15/16 5. Victor Jones Park Plavqround Replacement Comments: Replacement of the 20 -year-old playground installation is the Glenwood Neighborhood #1 priority for the park to serve the new younger resident demographic Intensity of Site Use: With improvements, Medium SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 5 Opportunity for Funding Partnership: Glenwood HOA has $10,000 in reserve and pledge to fundraise additional money for this project. The City CIP includes $350,000 for infrastructure, pathway, ADA compliance and landscape improvements to this site, allowing for economy of resources to include this project. Recommended Funding: $100,000 FY 16/17 6. Dominican/Black Canvon Debris and Broom Removal at Mt View and Cascade Drive Open Space sites. Comments: This project, to clear Open Space in and around the entries in the Dominican/Black Canyon Neighborhood can be incorporated into the Vegetation Removal Program under Measure without additional funding. Intensity of Use: Low Opportunity for Funding Partnership: None Recommended Funding: From Vegetation Removal Program FY 15/16 7. Sun Vallev Park Plavaround Improvements Comments: Playground equipment at this site is 20 -years -old. Partial replacement of some of the features will reinvigorate the play area. Intensity of Use: Medium Opportunity for Funding Partnership: City CIP is resurfacing the park basketball court to increase safety and functionality. Recommended Funding: $40,000 FY 17/18 8. Starkweather Shoreline Park Fitness Course Comments: Multiple requests for fitness courses and/or equipment were received for a number of parks. This linear park is a desirable location for the installation of fitness features encouraging health and wellness for children and adults. Intensity of Use: High Opportunity for Funding Partnership: None at this time. Recommended Funding: $50,000 FY 16/17 9. Gerstle Park Playground Replacement Comments: School age playground equipment is over 20 years old. Replacement of the primary play features will update and re invigorate the play area. Intensity of Use: High Opportunity for Partnership: None at this time Recommended Funding: $40,000 FY17/18 10. Albert Park Playground Structure Comments: The preschool playground is the only play feature in Albert Park and pre -dates 1997. Replacement of play equipment will provide more play value and usage Intensity of Use: High Opportunity for Funding Partnership: Possible with neighborhood HOAs Recommended Funding: $50,000 FY 16/17 11. Terra Linda Park Shade Structure Comments: The sun exposure on the playground area warrants a moderate shade structure to protect children. Intensity of Use: High Opportunity for Partnership: The current CIP includes the resurfacing of the park basketball and patio area. There is possible cost savings in combining the installation projects. Recommended Funding: $10,000 FY 16/17 12. Peacock Park Tennis Court Resurface Comments: Courts require routine resurfacing to prolong life and maintain safety. Intensity of Use: Low Opportunity for Partnership: Tennis Key Sales revenue can cover the cost of the project Recommended Funding: None from Measure A Summary of staff recommendations, Community Priority Park Improvements: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 6 Community Priority Park Improvements Recommendations Measure A 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 Terra Linda 10,000 Gerstle 40,000 Total: $287,000 Total: $170,000 Total: $155,000 Projects for Other Funding Sources $52,000 $52,000 Fire Dom/ Black Canyon Peacock Tennis Court (Veg. Removal) Resurfacing (Tennis Key Revenue) No funding at this time: Open Space Management The Council will approve Work Plans for FY 16/17 and 17/18 prior to those fiscal years. The approval of the Workplan for FY15/16 includes only the three Park Improvement Recommendations. The projects listed above for subsequent Work Plans are recommended, but not included in the approval of the FY15/16 Work Plan, and may be adjusted as per Council direction. The following services and initiatives will require the use of the balance of Measure A funds from FY 14/15, Measure A funds distributed in FY 15/16, and a continued General Fund allocation. Measure A Work Plan FY 15/16 Projected FY 14/15 Proposed FY 15/16 Managing Department Expenditure Budget Project/ Initiative .5 FTE WUI Vegetation $52,000 $52,000 Fire Mgmt. Inspector Contractual Vegetation $40,000 $40,000 Fire Removal to support WUI Contractual Vegetation 100,000 $100,000 Public Works Removal for Parks and Open Space Contractual Parkette $75,000 $55,000 Public Works Maintenance Park Playground $5,000 -0- Public Works Equipment Replacement - one time Park Improvement- -0- $287,000 Community Services/ Community Priorities, Public Works. Pickleweed, Bret Harte, Freitas Parks San Rafael Community Center Equipment SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 7 Replacement, one-time $110,000 $7,467 Community Services 2 P/T Open Space Ranger $46,515 Measure A $46,515 Measure A Police $46,515 General $46,515 General Fund Fund Measure A Total $423,515 $587,982 General Fund Total $ 46,515 $ 46,515 Total Work Plan Expenditure $470,030 $634,497 The Measure A Work Plan for FY15-16 is attached to Exhibit C, the proposed Resolution. FISCAL IMPACT: The County of Marin projects San Rafael will receive $354,655 in Measure A funds in FY15/16. The carry over in FY 14/15 Measure A funds, due to vacancies, and other efficiencies, is $233,327. The total funds estimated to be available from Measure A to San Rafael in FY 15/16 is $587,982. The City General Fund supports the Open Space Ranger Positions included in this Work Plan, by 50% or $46,515. The total estimated expense for the FY 15/16 Measure A Workplan is $634,497. If the FY 15/16 Work Plan is approved, a total of $634,497 in the Measure A — Open Space Special Revenue Fund would be appropriated in the FY 15/16 budget. In addition to the use of Measure A tax funds, the Special Revenue Fund includes $46,515 in matching funds already contributed by the General Fund. 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, 2015 — June 30, 2016 And Appropriating The Measure A Special Revenue Fund Into The City Operating Budget For Fiscal Year 2015— 2016. Encls. 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C u L CL M Y OL nn ° O OL o a4�, N 3 .52 , L to > +J v O aJ u �, '� J u O L- v1 y a OC co a -j V N a m N N �— m N LL +� v1 N (NO m f° d O -j i FO- � M d V) Ln c-- 0 r'l i,te1 C El �D 41 L O 0 to Ln L Qa LnruN 0' O fa o ai L I� �% E M O CU U N N C13 Lrs 41 I � L U Ul � N rq O O O O O N O Ln M Ln M N N N r -I rH r-) Ln Ln d' N rl �Ln m N N r-iN � W Ln Ln M I- N N N r -i O O O M N N m N M �p �C a O O U > ai > O E Es O a U m _0° VI 2 ai > !? n. Q aj°- t Ln 0 O O O M N N m N M RESOLUTION NO. 13929 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, 2015 — JUNE 30, 2016 AND APPROPRIATING THE MEASURE A SPECIAL REVENUE FUND INTO THE CITY OPERATING BUDGET FOR FISCAL YEAR 2015 — 2016. WHEREAS, on November 6, 2012 Marin County voters passed Measure A, a one-quarter of one percent 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 City of San Rafael is projected to receive a total of $354,655 for FY 2015- 2016, to support the Work Plan; and WHERAS, the City of San Rafael is projected to roll over $233,327 from Measure A Funds distributed in FY 2014-15; and WHERAS, the City of San Rafael will contribute 50%, or $46,515, from the General Fund to support the Measure A Work Plan for FY 2015-2016; and WHEREAS the County of Marin requires a Work Plan for the proposed Expenditure of Measure A funds for July 1, 2015 — June 30, 2016; and WHEREAS the City Manager has presented to the City Council a budget and a spending plan for Measure A related programs for fiscal year 2015 — 2016. NOW, THEREFORE, BE IT RESOLVED that the San Rafael City Council approves the Measure A Work Plan for proposed expenditure of Measure A funds for July 1, 2015— June 30, 2016, a copy of which is hereby attached as "Exhibit A" and by this reference made a part hereof; and BE IT FURTHER RESOLVED that $354,655 in projected revenues, combined with an estimated $233,327 in unspent Measure A tax funds and $46,515 in unprogrammed General Fund matching contributions, are hereby appropriated in the Measure A Special Revenue Fund in order to support the total approved spending plan of $634,497; and BE IT FURTHER RESOLVED that the Finance Director is authorized to execute, on behalf of the City of San Rafael, the Work Plan of Proposed Expenditure of Measure A funds for July 1, 2015 to June 30, 2016 attached as "Exhibit A". I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 18th day of May, 2015, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk � 7 -a 0 ;I 0 0 k CD \' / 0 v 7 � � 0 q CD 0- 0 O R �o m 9 V }|q§4x3 F @ - - - - - - � C o -w_0 § e Q R- w 0 / 2 0. 9 q. k K. 7 9 =-oma =3 (D § 0$ 6 a) n 2-- 0 g ƒ M. E @ o & ƒ_ § 0 3 � ] § m -•E o E * 5 2 m « T _. 2. 5' - do ƒk 0 cD 2 \0O 3 k+ k& k} CrC w\ 7 CD m=-_ l o o n % ƒ j <. � 2 -o 3 G - -• �, k(n =3 a F 3 k� E \ ] % E % i' 0:3 7 m§§3^� 22Cr /0• 7:3 0§ $ cn k ƒ 5,7 / / k. D 0 0 � • :3c CP §` CL = w @ j CD CD 2 0 CD 7• -0 3 ® =r§o § k c 0 / o =' 2 \ 0 CD 0 $ ƒ (D _0C % k Cn 0 / / § d cn 0 D -0 5 �. 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SRRA / SRCC AGENDA ITEM NO. 5. b DATE OF MEETING: May 18, 2015 SUBJECT: Measure A Work Plan FY 15/16 FROM: Carlene McCart DEPARTMENT: Community Services DATE: May 13, 2015 [department Head (signature)` *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: (.1A - G �, ` City Manager (signature) NOT APPROVED »►Yi/_1V:�91 APPROVED AS TO FORM: ll Y (.✓ City Attorney (signature) 77, LO \§ )} )§ � �71 { \ \ / \ 4 4 4 4 / § E - \ - \ - \ - \ § { f f LL LL IL IL IL I o IL § /< 2 §LL f) \ / / / § / U) c ] § r 7 Q e G ) / 2 ° / 9 - - G r - - G § 4 6 - /� CL r r o L2 o» x r §\ o o R f G n e o w m f / \ } \ / / ƒ D Ll 11 C OL Q 11 D C e. Ou U 11 v . 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