HomeMy WebLinkAboutTC Agd Pkt 2016-10-05TOWN OF TIBURON
Tiburon Town Hall
1505 Tiburon Boulevard
Tiburon, CA 94920
Tiburon Town Council
October 5, 2016
Regular Meeting - 7:30 p.m.
TIBURON TOWN COUNCIL
AGENDA
CALL TO ORDER AND ROLL CALL
Councilmember Doyle , Councilmember Fredericks, Councilmember O'Donnell, Vice Mayor
Fraser, Mayor Tollini
ANNOUNCEMENT OF ACTION TAKEN IN CLOSED SESSION, IF ANY
ORAL COMMUNICATIONS
Persons wishing to address the Town Council on subjects not on the agenda may do so at this
time. Please note however, that the Town Council is not able to undertake extended discussion
or action on items not on the agenda. Matters requiring action will be referred to the appropriate
Commission, Board, Committee or staff for consideration or placed on a future Town Council
meeting agenda. Please limit your comments to three (3) minutes.
ACTION ITEMS
1. Update on Capital Project Planning Process - subcommittee recommendation on
criteria for project ranking.
TOWN COUNCIL REPORTS
TOWN MANAGER REPORT
WEEKLY DIGESTS
• Town Council Weekly Digests - September 23 &t 30, 2016
ADJOURNMENT
TOWN OF TIBURON LATE MAIL POLICY
(Adopted and Effective 11/7/2007)
The following policy shall be used by the Town Council and its standing boards and
commissions, and by staff of the Town of Tiburon, in the identification, distribution and
consideration of late mail.
DEFINITION
"Late Mail" is defined as correspondence or other materials that are received by the Town after
completion of the written staff report on an agenda item, in such a manner as to preclude such
correspondence or other materials from being addressed in or attached to the staff report as an
exhibit.
IDENTIFICATION OF LATE MAIL
All late mail received by Town Staff in advance of a meeting shall be marked "Late Mail" and shall
be date-stamped or marked with the date of receipt by the Town. Late mail received at a meeting
shall be marked as "Received at Meeting" with a date -stamp or handwritten note.
POLICY
For regular meetings of the Town Council and its standing boards and commissions:
(1) All late mail that is received on an agenda item prior to distribution of the agenda packet
to the reviewing authority shall be stamped or marked as "Late Mail" and shall be
distributed to the reviewing authority with the agenda packet.
(2) All late mail received on an agenda item before 5:00 PM on the Monday prior to the
meeting shall be date-stamped and marked as "Late Mail" and distributed to the
reviewing authority as soon as practicable. Such mail shall be read and considered by the
reviewing authority whenever possible. If the Monday, or Monday and Tuesday, prior to
the meeting are a Town -recognized holiday, the deadline shall be extended to the
following day at Noon.
(3) Any late mail received on an agenda item after the deadline established in paragraph (2)
above shall be date-stamped, marked as "Late Mail" and distributed to the reviewing
authority as soon as reasonably possible, but may not be read or considered by the
reviewing authority. There should be no expectation of, nor shall the reviewing
authority have any obligation to, read or consider any such late mail, and therefore such
late mail may not become part of the administrative record for the item before the
reviewing authority.
These provisions shall also apply to special and adjourned meetings when sufficient lead time
exists to implement these provisions. If sufficient lead time does not exist, the Town Manager
shall exercise discretion in establishing a reasonable cut-off time for late mail. For controversial
items or at any meeting where a high volume of correspondence is anticipated, Town staff shall
have the option to require an earlier late mail deadline, provided that the written public notice
for any such item clearly communicates the specifics of the early late mail deadline, and the
deadline corresponds appropriately to any earlier availability of the agenda packet.
Pursuant to state law, copies of all late mail shall be available in a timely fashion for public
inspection at Tiburon Town Hall, 1505 Tiburon Boulevard, Tiburon CA 94920.
TOWN OF TIBURON
1505 Tiburon Boulevard
Tiburon, CA 94920
Town Council Meeting
October 5, 2016
Agenda Item:
STAFF REPORT
To:
From:
Subject:
Reviewed By:
Mayor and Members of the Town Council
Office of the Director of Public Works
D> cussion of CIP Prioritization
BACKGROUND
At the Town Council/Staff Retreat on April 1, 2016, staff presented a proposed framework for
capital project planning that would provide for a systematic approach to the planning, budgeting
and financing of capital projects. It consists of the following steps:
• Development of a Project Portfolio
• Ranking of projects within the portfolio based on a set of established criteria
• Approval of prioritized Project Portfolio and integration into annual budget process
• Review and adjustments to Project Portfolio on annual basis and/or as new projects are
identified
Council indicated its interest in pursuing development of this planning process for its obvious
benefit as a tool for budgeting, as well as to make the process more open and accountable.
Council also supported the formation of a Council ad hoc committee to assist staff in developing
this planning tool.
At the July 20, 2016 Council meeting, Council appointed Mayor Tollini and Councilmember
Fredericks to serve on an ad hoc Committee to establish the criteria for ranking proposed
projects.
Staff had previously reached out to other jurisdictions and asked if they had a prioritization
methodology. The County has a prioritization methodology and seems to use their method with
the greatest success. The County's methodology includes 8 criteria, weighted, each of which can
be scored between 1 and 5 or 6.
San Rafael and Sausalito have methodologies based on the County's. San Rafael's is a simplified
version of the County's method and includes no weighting. Staff's opinion is that it did not
properly differentiate priorities. Sausalito indicated their methodology is not differentiating in a
way that helps their Council.
TOWN OF TIBURON PAGE 1 OF 2
Trn� n Council Meeting
October 5, 2016
Staff did look beyond Marin County for other CIP ranking methodologies, but believes the
County's combines both simplicity and useful criteria that effectively differentiates between
projects.
ANALYSIS
Staff met with the ad hoc Committee and presented the County's methodology as a draft. Criteria
were changed, new weights were established and scoring changed to reflect the needs of the
Town. Staff presented the new methodology back to the ad hoc Committee, and further
refinements occurred via e-mail. This resulted in the proposed methodology detailed in Exhibit 1.
We have provided a blank scoring sheet template for Council review as Exhibit 2
Staff selected 24 projects for a trial run using the methodology and had scoring done by five staff
members without consultation or descriptions of the projects. There was approximately 75%
agreement on what projects belonged in the top third the middle third and the bottom third.
Relying on the three staff members with the best knowledge of the Town and individual projects
increased this slightly. We have provided a ranking sheet for these 24 projects showing the rank
by the based on the average (mean) scores provided by staff. We have included the rank based on
the median scores as well for comparison. Comparison of the mean rank and the median rank
shows where there was some disagreement in the scoring. The summary data from staff's `trial'
run as Exhibit 3.
RECOMMENDATION
Staff recommends that the Town Council:
1. Receive the Staff Report
2. Discuss and finalize the ranking criteria
3. Direct Staff regarding next steps in this planning process
Exhibits:
1. CIP Ranking Criteria
2. Blank Scoring sheet
3. Staff trial run ranking of 24 projects
Prepared by: Patrick Barnes
c)FTirt 'RON Pare 2 of 2
So h 11-3 1"4
Proposed Criteria Guide for CIP Rating
October 5, 2016
a. Meets General Plan Policy (3)
0 — Meets no policies
1 — Meets one policy
2 — Meets two policies
3 - Meets over two policies
b. Required by Legal Mandate (3)
0 — No legal mandate
1 — Yes. specific Mandate with a specified timeframe
2 — Yes, more than l mandate with a specified timeframe
3 — Yes. officially noted to be in violation of a Mandate
c. Avoid Consequences of Deferred Maintenance (2)
0 — No additional cost or consequence of deferred maintenance
1 — Will cost more to fix if delayed.
2 — Problem within 5 years
3 — Problem within 1 year
4 — Problem current or imminent
d. Dedicated or Non -GF source of funding available (1)
0 — Only funding is unallocated GF
I — Allocated GF available
2 — Other Town Funding available
3 — Federal Grant funding with match
4 — Non Federal Grant Funded with match
5 — Wholly grant funded
e. Effect of Project on Operating Costs (Energy, Water, etc.) (1)
0 —No savings or increases operating costs
I — Small saving expected (less than 5% of project costs annually)
2 — Yes, moderate saving expected (at least 5% of project costs annually)
3 — Yes, significant saving expected (more than 10% of project costs annually)
f. Removes/Reduces Threats to Health & Safety (4)
0 — Unlikely to be a danger
1 — Problem within 10 years
2 — Problem within 5 years
3 — Problem within I or 2 years
4 — Imminent danger
5 — Is currently a threat to Health & Safety
g. Large Functional Benefit to Residents (2)
0 — Minimal Functional Benefit
I - Few users — Minor Benefit to Residents
2 — Moderate number of users — Benefit to Residents
3 — Significant benefit to Residents
h. Large Aesthetic Benefit to Residents (1)
0 — No aesthetic benefit
I — Minor aesthetic benefit
2 — Some Aesthetic Benefit
3 — Great Aesthetic Value but project purpose is not Aesthetics
4 — Large aesthetic benefit; item's primary purpose is aesthetic (e.g. landmark building, sculpture)
Draft Project Scoring Template
October 5, 2016
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Sidewalk Repairs Program
(ADA)
Pot Hole Repair Program
Open Space Management
Program
Storm Drain Improvements
Program
Ferry Terminal ADA upgrades
Railroad Marsh Vegetation
Removal
Street Overlay/Rehab
Elephant Rock Walkway
Upgrade
Hawthorne Undergrounding-
Resurfacing
PW Corporation Yard
McKegney Green
Mar West Roundabout/Signal
Town Hall HVAC Replacement
Hawthorne Undergrounding-
General Benefit
Traffic Calming Program
Sidewalk Construction 1 (Mar
West to Lyford)
Sidewalk Construction 2
(Gilmartin to San Rafael)
Lyford Parking Lot Stair
Construction
Parking facility acquisition
Residence parking pass
program
Relinquishment Cost
Benefit/PSSR
Hacienda Ridge Trail Access
Kayak Put -In
2020 Paradise Drive Retaining
Wall Stabilization
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
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0
0
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Staff Ranking Summary Data
Trial Run
October 5, 2016
Project
Mean
Median
Street Overlay/Rehab
1
1
Storm Drain Improvements Program
2
3
Pot Hole Repair Program
3
2
McKegney Green
4
4
Sidewalk Repairs Program (ADA)
5
7
Open Space Management Program
6
6
Ferry Terminal ADA upgrades
7
5
PW Corporation Yard
8
10
Traffic Calming Program
9
13
Elephant Rock Walkway Upgrade
10
8
Hawthorne Undergrounding-Resurfacing
11
11
Sidewalk Construction 2 (Gilmartin to San Rafael)
12
16
Railroad Marsh Vegetation Removal
13
9
2020 Paradise Drive Retaining Wall Stabilization
14
23
Mar West Roundabout/Signal
15
12
Sidewalk Construction 1 (Mar West to Lyford)
16
17
Town Hall HVAC Replacement
17
18
Hawthorne Undergrounding-General Benefit
18
19
Hacienda Ridge Trail Access
19
20
Lyford Parking Lot Stair Construction
20
21
Kayak Put -In
21
22
Parking facility acquisition
22
14
Residence parking pass program
23
15
Relinquishment Cost Benefit/PSSR
24
24