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Home My WebLink AboutTC Agd Pkt 2005-04-20 TOWN OF TIBURON Town Council Chambers 1505 Tiburon Boulevard Tiburon, CA 94920 April 20, 2005 7:00 P.M. - Closed Session 7:30 P.M. - Regular Meeting ASSISTANCE FOR PEOPLE WITH DISABILITIES In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Town Clerk at (415) 435-7377. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting. AVAILABILITY OF INFORMATION Copies of all agenda reports and supporting data are available for viewing and inspection at Town Hall and at the Belvedere-Tiburon Library located adjacent to Town Hall. Agendas and minutes are posted on the Town's website, www.cUiburon.ca.us. Upon request, the Town will provide written agenda materials in appropriate alternative formats, or disability-related modification or accommodation, including auxiliary aids or services, to enable individuals with disabilities to participate in public meetings. Please send a written request, including your name, mailing address, phone number and brief description of the requested materials and preferred alternative format or auxiliary aid or service at least 5 days before the meeting. Requests should be sent to the Office of the Town Clerk at the above address. PUBLIC HEARINGS Public Hearings provide the general public and interested parties an opportunity to provide testimony on these items. If you challenge any proposed action(s) in court, you may be limited to raising only those issues you or someone else raised at the Public Hearing(s) described later in this agenda, or in written correspondence delivered to the Town Council at, or prior to, the Public Hearing(s). TIMING OF ITEMS ON AGENDA While the Town Council attempts to hear all items in order as stated on the agenda, it reserves the right to take items out of order. No set times are assigned to items appearing on the Town Council agenda. Agenda - Town Council Meeting April 20, 2005 Page 2 of 3 .~ AGENDA CLOSED SESSION CONFERENCE WITH LABOR NEGOTIATOR (Section 54957.6) Bargaining Unit Negotiator: MAPE Town Manager and Director of Administrative Services CALL TO ORDER AND ROLL CALL Councilmember Fredericks, Councilmember Gram, Councilmember Slavitz, Vice Mayor Smith, Mayor Berger ANNOUNCEMENT OF ACTION TAKEN IN CLOSED SESSION. IF ANY ORAL COMMUNICATIONS Persons wishing to address the Town Council on any subject not on the agenda may do so now. Please note however, that the Town Council is not able to undertake extended discussion or action tonight on items not on the agenda. Matters requiring action will be referred to the appropriate Commission, Board, Committee or staff for consideration and/or placed on a future Town Council meeting agenda. Please limit your comments to no more than three (3) minutes. INTRODUCTION OF NEW TOWN EMPLOYEE . Troy Bassett, Project Coordinator APPOINTMENTS TO BOARDS. COMMISSIONS & COMMITTEES . De$ign Review Board - (One Vacancy) CONSENT CALENDAR All items on the Consent Calendar may be approved by one motion of the Town Council unless a request is made by a member of the public, staff or Town Council that an item be transferred to the Regular Agenda for separate discussion and consideration. Likewise, any item on the Regular Agenda may be moved to the Consent Calendar. If you would like to speak on any of these items on the Consent Calendar below, please do so now. 1. Approval of Town Council Minutes - April 6, 2005 2. Recommendation by Director of Administrative Services - Accept Town Monthly Investment Summary for March 2005 " Agenda - Town Council Meeting April 20,2005 Page 3 of 3 3. Recommendation by Director of Administrative Services - Accept third Quarter FY04-05 Financial Reports 4. Recommendation by Town Engineer/Director of Public Works - Approve Plans and Specifications 2005 Street Rehabilitation Program 5. Recommendation by Town Engineer/Director of Public Works - Award of Contract for Installation of Solar Panels at Town Hall 6. Recommendation by Town Engineer/Director of Public Works - Award of Contract for Trestle Glen Bike & Pedestrian Path 7. Recommendation by Town Engineer/Director of Public Works - Award of Contract for South Knoll Restroom COUNCIL AND COMMITTEE REPORTS WRITTEN COMMUNICATIONS Town Council Weekly Digest - April 8, 2005 Town Council Weekly Digest - April 15, 2005 ADJOURNMENT FUTURE MEETINGS & AGENDA ITEMS - Note: These items are tentative until thev aooear on the final agenda . Approval of Countywide Services JPA - (May 4) . Funding Agreement for Downtown Plaza Fountain - (May 4) . Del Mar Valley Undergrounding Assessment District Public Hearing & ballot tabulation - (May 18) . Annual Heritage Preservation Award - (May 18) . FY 2005-06 Municipal Budget Public Hearing - (June 1) . FY 2005-06 Budget Adoption - (June 15) . Resolutions Calling an Election in November 2005 for the purpose of Electing Three Councilmembers - (June 15) . Amend Ordinances pertaining to Encroachment Permits and Economic Exceptions - (June) . Cypress Hollow Landscape & Lighting District adoption of annual Assessment - (June) . Adopt Final Plans and Specifications - Lyford Cove Utility Undergrounding Assessment District . Lyford Cove Utility Undergrounding Assessment District Award of Contract . Tiburon Glen Precise Development Plan . Drainage Improvements - Notice of Completion . Finance & Administration Committee Meeting - 5:30 p.rn. ( May 4) . Tiburon Hosts MCCMC - SeNino's (June 22) r Tl-f~ lUo. / ----~-- ~ TOWN COUNCIL MINUTES CALL TO ORDER on Wednes California. ROLL CALL PRESENT: COUNCILMEMBERS: Berger, Fredericks, Gram, Slavitz, Smith PRESENT: EX OFFICIO: Town Manager Mcintyre, Town Attorney Danforth, Director of Administrative Services Bigall, Administrative & Financial Analyst Stott, Advance Planner Bryant, Assistant Planner Krasnove, IT Coordinator Monterichard, Chief of Police Odetto, Police Captain Hutton, Director of Public Works/Town Engineer Echols, Town Clerk Crane. Iacopi CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL (Section 54956.9(c)) Initiation of Litigation - (Two Cases) INTERVIEWS · 7:00 p.m. - Chris Morrison, 112 Main Street (Heritage & Arts Commission) · 7:10 p.m. - Elizabeth Schmidt, 32 Sutter Court (Heritage & Arts Commission) · 7:20 p.m. - Matthew Richter, 23 Apollo Road (Design Review Board) ANNOUNCEMENT OF ACTION TAKEN IN CLOSED SESSION. IF ANY Mayor Berger said that no action was taken in closed session. Town Council Minutes # 09-2005 April 6, 2005 Page 1 ''\ ORAL COMMUNICA nONS Frank Mulberg, representing the owners of 56, 66, 76 and 88 Hacienda Drive, said that they had filed a petition and were asking the Town Council to reconsider inclusion ofthe above properties in the Del Mar Valley Utility Undergounding Assessment District. Mr. Mulberg said that the Council should reconsider its action of March 16,2005, in which it approved the preliminary engineer's report and boundary map for the district on its merits; that the Council had based its decision on "erroneous information" provided at that hearing, specifically, that there would be an additional $400,000 cost associated with the bond sale ifthe project did not move forward as proposed. Mr. Mulberg said that the Hacienda properties he represented constituted a "different neighborhood" and that its inclusion would constitute a "taking" under Proposition 218 which prohibits assessments where no benefit is received. He said that they had been told by PG&E that "100 per cent of our services" were derived from the Trestle Glen area rather than Del Mar Valley. Mr. Mulberg said that the exclusion of the four properties on "lower" Hacienda would not . adversely affect the project nor raise the assessments. He stated that there was already an engineering plan in place to accomplish this goal. He asked that Council allow these homeowners an opportunity to put on a presentation which would demonstrate these points and show how their inclusion in the project was "illegal." Dave Fried, 88 Hacienda, said he had attended an advisory meeting a year and a half ago in which he came away with the understanding that the undergrounding of utilities would go extend the way to Trestle Glen. He seconded Mr. Mulberg's request for a hearing to reconsider the inclusion of these four properties and a discussion of the merits. Mayor Berger said that the Council needed to take the request under advisement at this time. He also stated that they needed to hear from the rest of the undergrounding group who might have some solutions, as well. APPOINTMENTS TO BOARDS. COMMISSIONS & COMMITTEES . Heritage & Arts Commission - (Two Vacancies) . Design Review Board ~ (One Vacancy) MOTION: To appoint Chris Morrison & Elizabeth Schmidt to the Heritage & Arts Commission Slavitz, seconded by Smith AYES: Unanimous Moved: Vote: Town Council Minutes # 09-2005 April 6, 2005 Page 2 No action was taken on appointments to the Design Review Board. PRESENTATION Presentation by Captain Dave Hutton of the Tiburon Police Department Annual Report Captain Hutton gave a power point presentation that included an overview ofthe department's personnel, programs and history. Council congratulated Captain Hutton and the department on a job well done. CONSENT CALENDAR 1. Approval of Town Council Minutes - March 16,2005 2. Approval of Town Council Minutes - March 30, 2005 3. Recommendation by Director of Administrative Services - Adopt Information Technology Strategic Plan 4. Recommendation by Town Manager - Funding for Law Enforcement for "Friday Nights on Main" In response to a question from Council, Chief Odetto said that one way to keep police overtime costs down while providing security for "Friday Nights on Main" was to utilize Tiburon reserve police officers, as well as command level officers. This would be in addition to the "mutual aid" request from the City of Belvedere (Consent Calendar Item No.4). 5. Request by Marin Telecommunications Agency - Direct Comcast to Restore FM Radio Service to Cable TV subscribers a) A Resolution of the Town Council ofthe Town ofTiburon Urging Comcast Cable to Restore FM Service to its Subscribers in Marin County 6. Recommendation by Chief of Police - Accept Annual Report of Tiburon Police Department MOTION: Moved: Vote: To adopt Consent Calendar Item Nos. 1 through 6, above. Smith, seconded by Fredericks AYES: Unanimous Town Council Minutes # 09-2005 April 6, 2005 Page 3 REGULAR AGENDA' 7. Recommendation by Town Manager - Adoption of Merit Pay Program Town Manager McIntyre introduced the program which he said had been developed, under his direction, by a committee comprised of mid-managers Kevin Bryant, Kris Krasnove, Dave Hutton, Dave Davenport and Diane Crane Iacopi. He said that program had been presented at the annual Staff retreat in October and further reviewed and revised by the Department Heads in December of2004. McIntyre said that the committee had done an outstanding job developing the program. McIntyre which he said was developed as a way to enhance the Town's existing incentive and compensation program by memorializing a way to reward meritorious performance. The Town Manager said that he had contacted San Rafael City Manager Rod Gould for feedback concerning their program. He reported that that city's program had been very successful. Advance Planner Bryant, on behalf ofthe Merit Pay Committee, presented the highlights of the program. He said that the committee had reviewed numerous programs in use by other public agencies, as well as the policies and practices ofthe Town over a number of years. He said that that each management and mid-management employee would be evaluated based on organizational values and job performance standards, as well as specific goals and job objectives; that this review would take place before, during and after the evaluation period; that an additional benefit of the system was the communication that would be required between employee and supervisor, along with a "self' evaluation by the employee. Council asked a number of questions about the scoring criteria and system; Advance Planner Bryant said that the scoring system attempted to take a subjective process and make it more objective. He also said that it was "job specific" and not hierarchical. In commenting on the cost of the program, Mayor Berger noted that the 5 percent of compensation that would be budgeted for the program in each fiscal year was similar to what was currently in the Town's budget. Town Manager Mcintyre clarified that this did not mean that everyone would received a 5 percent raise under the proposed program; he also said that he anticipated that the program would be reviewed annually and that Staff would keep Council apprised on its progress. MOTION: Moved: Vote: To adopt the merit compensation program, as recommended. Fredericks, seconded by Smith AYES: Unanimous Town Council Minutes # 09-2005 April 6, 2005 Page 4 8. Recommendation by Director of Administrative Services - Adoption of Personnel Rules and Regulations a) A Resolution of the Town Council of the Town of Tiburon Repealing Existing and Adopting New Procedures for the Administration of Employer-Employee Relations (' Analyst Stott gave a brief report and offered to answer any questions. He said that the Town's Personnel rules and regulations had not been formally updated since 1984. Vice Mayor Smith said that the late mail item appeared to state a "double negative" pertaining to the exclusion ofthe Town Manager and Town Attorney from Rule 9. Town Attorney Danforth offered to re-write the section for clarification purposes. MOTION: Moved: Vote: MOTION: Moved: Vote: To adopt the updated rules and regulations, pending clarification of the "exceptions" clause on page 2 Fredericks, seconded by Smith AYES: Unanimous To adopted an updated resolution governing Employer-Employee Relations Slavitz, seconded by Smith AYES: Unanimous PUBLIC HEARING 9. Recommendation by Town Engineer/Director of Public Works - Consider Adoption of New and Increased Street Impact Fees a) Resolution of the Town Council of the Town of Tiburon Adopting a Refuse Vehicle Impact Fee to provide for Residential Street Repairs related to Damages caused By Residential Refuse Vehicles b) Resolution of the Town Council of the Town of Tiburon Updating the Construction Vehicle Street Impact Fee Director of Public Works/Town Engineer Echols gave the report. He stated that the "pavement engineering community" widely agreed that refuse and heavy construction vehicles caused the most deleterious effects on roadways, effectively shortening the service life ofthe pavement. Pursuant to the Council's direction, Echols said that Staffhad explored the creation of a refuse vehicle impact fee and had reviewed the existing construction vehicle impact fee. He said that based upon the data presented in the Hilton, Famkopf & Hobson (HF&H) analysis, it was Town Council Minutes # 09-2005 April 6, 2005 Page 5 " appropriate to raise the Town's construction vehicle impact fee from .7% to 1 %; also that the analysis had concluded that refuse vehicles accounted for approximately 11 % of the total impact of residential streets. He said this equated to $70,000 per year for the proportionate cost of maintaining the Town's residential streets at the target PCL The Town Engineer recommended raising the street impact fee to 1 % for construction vehicles and to assess Mill Valley Refuse Service an impact fee of $70,000 per year to recover its costs. Councilmember Fredericks asked ifthere was a legally compelling reason to base the street impact fee on the cost of a project versus a straight percentage being proposed as an assessment to the garbage franchise. The Town Engineer said that the percentage charged to holders of building permits was a proportional way to account for the impacts of a particular project; he said that the garbage franchise charge would also be a way to apportion the cost, this time as a "pass through" to the payers. Vice Mayor Smith commented that these fees would be a source of revenue to keep our streets in shape without a parcel tax. The Town Engineer commented that it would not cover all the costs but that it would be a "step in the right direction." Mayor Berger said that the fees and increase were appropriate because they were, in fact, a "road related tax." Mayor Berger opened the public hearing. John Kern, Stewart Drive, suggested that the Council institute a regulation whereby the franchise companies would be required to place a piece of plywood (or other material) on the ground before placing debris boxes in the public street. He said that this would save wear and tear on the streets. Town Attorney Danforth said that such a regulation could be explored by Council at a future meeting and could become part of the Town's Building Ordinance. Mayor Berger closed the public hearing. MOTION: Moved: Vote: To adopt resolution adopting a refuse vehicle impact fee Slavitz, seconded by Smith AYES: Unanimous MOTION: Moved: Vote: To adopt resolution updating construction vehicle street impact fees Fredericks, seconded by Gram AYES: Unanimous Town Council Minutes # 09-2005 April 6, 2005 Page 6 fi COUNCIL AND COMMITTEE REPORTS Councilmember Fredericks said that a new group had been formed called "Communities United," whose purpose was to lobby for the preservation of Proposition 98 funds for schools. Councilmember Slavitz said that he proposed in the coming year an evaluation of the description and duties ofthe Town's Commissions for the purpose of making them more efficient and effective. Council concurred with his recommendation. WRITTEN COMMUNICATIONS Town Council Weekly Digest - March 18,2005 Town Council Weekly Digest - March 25,2005 Town Council Weekly Digest - April 1, 2005 Town Attorney Danforth asked for Council comment on a letter proposing changes to the Town's view preservation ordinance. After sOme discussion, Council directed the Town Attorney to take no further action on any recommended changes. Town Manager Mcintyre asked for comment on a letter from Pamela Ashkenazi, whose son Daniel had died in the past year. Council concurred with his recommendation to contact the school district (as well as the community library) in order to pursue other funding opportunities in which to memorialize her son. Vice Mayor Smith commented that he would like to see more public recognition of citizens through proclamations or resolutions. ADJOURNMENT There being no further business before the Tiburon Town Council, Mayor Berger adjourned the meeting at 8:45 p.m., in memory of Martin Mackey, former Executive Director, Ecumenical Assodationfor Housing, to the next regular meeting scheduled for April 20, 2005. MILES BERGER, MAYOR ATTEST: DIANE CRANE IACOPI, TOWN CLERK Town Council Minutes # 09-2005 April 6, 2005 Page 7 Town of Tiburon STAFF REPORT AGENDA ITEM t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . TO: Mayor and Members of the Town Council Heidi Bigall, Director of Administrative Services , J 1J FROM: SUBJECT: Monthly Investment Summary - March 2005 MEETING DATE: April 20, 2005 REVIEWED BY: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . TOWN OF TIBURON I nstitutionl Agency Investment Amount Interest Rate Maturity State of California Local Agency $14,001,123.90 2.542% Liquid Investment Fund (LAIF) Bank of America Other $100,000.00 1.75% May 2005 Total Invested: $14,101,123.90 TIBURON REDEVELOPMENT AGENCY I nstitutionl Agency Investment Amount Interest Rate Maturity State of California Local Agency $919,385.25 2.542% Liquid Investment Fund (LAIF) Bank of America Other $0 Total Invested: $919,385.25 Notes to Table Information: State of California Local Agency Investment Fund (LAIF): The interest rate represents the effective yield for the month referenced above. The State of California generally dis.tributes investment data reports in the third week following the month ended. Acknowledgment: This summary report accurately reflects all pooled investments of the Town of Tiburon and the Tiburon Redevelopment Agency, and is in conformity with State laws and the Investment Policy adopted by the Town Council. The investment program herein summarized provides sufficient cash flow liquidity to meet next month's estimated expenditures. , . - ". ,.... _. ,-. .". .. . -,e' . . _. . '.' -.' .'. . .. '. . . . _'. TO: Mayor and Members of the Town Council Heidi Bigall, Director of Administrative Services ~ Interim Financial Report - Period Ended March 31, 2005 FROM: SUBJECT: MEETING DATE: April 20, 2005 REVIEWED BY: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . The accompanying financial statements provide summary information concerning the Operating Budget, Capital Improvement Program, Fund Transfers and Fund Resources of the Town for the third quarter. They reflect the Town's overall financial position for the fiscal year through March 31, 2005, and provide projections to year-end closing on June 30, 2005. Operating Revenues At three-quarters of the way through the fiscal year, operating revenues are at 68.1 % and operating expenditures at 71.7%. Although the fiscal year is 75% completed, Staff expects operating revenues to exceed operating expenditures by $870,000. This is a result of conservative budgeting and being advised that the Town will receive $465,000 in ERAF property tax revenues and the State's guaranteed replacement of Vehicle License Fees in the amount of $250,000. The adopted fiscal year 2004-05 budget anticipated an operating surplus of approximately $100,000. Our top five revenues account for approximately 65% of total General Fund revenues. By focusing on these, we can gain a better understanding of the Town's revenue position. Overall, these key revenues are performing better than anticipated and any year-to-date or anticipated variances are noted below: Top Five Revenues Budaet YTD Actual % Received Anticipated Prooertv Tax $1,996,150 1,158,968 58.9% $2,416,150 Sales Tax $495,000 $287,080 58.0% $495,000 Buildinq Permits $430,000 $407,162 105.5% $500,000 Transient Occupancy Tax $355,000 $216,853 61.1% $355,000 Vehicle License Fees $250,000 $318,666 128.0% $500,000 Total $3,526,150 $2,388,729 68.0% $4,266,150 Property Tax: Secured property tax receipts are received in December and April each fiscal year. Based on the December 2004 receipts, Staff anticipates that secured property taxes will be at budget at fiscal year end. The December payment is typically 55% of total secured property tax revenues received in a fiscal year. However, as noted above, The County of Marin has advised the Town that it will receive approximately $465,000 in excess ERAF property tax funds. Historically, Staff does not budget this revenue source, as we do not know from year-to- year of its status. Therefore, the anticipated property tax line item has been adjusted accordingly. . "".. ,..' .:....:.. ,..-: '.. ....: .....: .:. ::..-:..::.-. ':..' ,.!II::'-';'.. .: ,.:,,:.... ..' ":.. ..... . __ ',.' ".' ..-. .', :..:...._. .. .... ".' ...._ .' ...:..' . . .:'- , '. :.'. .'. .... Town of Tiburon. STAFF REPORT Sales Tax: Sales Tax revenues are received monthly from the State. Based on the newly instituted "triple flip", Staff anticipates that this revenue source will be at budget. The triple flip has changed how sales taxes are remitted to the Town. The monthly revenue receipts are reduced by X%, but are "repaid" to the Town through the County of Marin twice a year, in January and late June/early July. As the monthly sales tax remittance lags by two months, the figure above represents seven month's sales tax revenues. Building Permits: Building permit revenues are accounted for on a weekly basis. Year-to-date receipts are up 40% ($114,786) over last fiscal year. Staff anticipates this revenue source will exceed budget estimates by $70,000. Transient Occupancy Tax (TOT): TOT is now received on a monthly basis from both the Water's Edge and Tiburon Lodge. Prior to this fiscal year, TOT from the Tiburon Lodge was remitted on a quarterly basis. The above represents seven months remittance. It is anticipated that by year-end this revenue source will be at budget. Staff will be monitoring TOT receipts from the Tiburon Lodge to see if the current remodeling work jmpacts their room rentals. Vehicle License Fees: The method in which VLF fees are remitted to the Town has changed from prior fiscal years. Previously, this revenue source was received by the Town on a monthly basis from the State. However, the "backfill" portion (approximately $400,000) has been the target of actual and threatened State take backs over the past few years. With the passage of Proposition 1A in November 2004, thevoters approved the permanent elimination of the "backfill" and replacement with a like amount of property tax revenues, better known as the "VLF Swap". Beginning this fiscal year, the Town's VLF backfill has been replaced dollar-for-dollar with property taxes revenues, to be remitted by the County twice a year in January and June. It is anticipated the Town will receive approximately $250,000 more that budgeted from this revenue source. Operating Expenditures Operating expenditures are at 71.1 % of budget and slightly behind the "target" 75% level for being three-quarters through the fiscal year. It is anticipated that operating expenditures will be slightly below budget by fiscal year end. Department Head's are responsible for their respective budgets and are held accountable for not exceeding their overall funding sources. General Fund Reserves The Town began the fiscal year with $2,365,891 in Undesignated General Fund Reserves and $4,508,074 in General Fund Designated Reserves, as outlined in Schedule 3 of the attached financial statements. In October 2004 the Town Council authorized $950,000 in Fund transfers. The net effect of these transfers was the reduction of the General Fund Undesignated Reserve to $1,458,182 and the increase of the Designated Reserves to $5,415,783. Staff projects that at fiscal year end, the General Fund Undesignated Reserve will be approximately $2.2 million. April 15, 2005 page 2 of 3 . Town of Tiouron. .~TA]Ef'......R.BP.O:RT . -. ..... . ".,..:." '.. ,..,.,.-.,. ",..... ". .-,:.."'". ,. o. . _. . ..' .". ,. Capital Improvement Program Activity in the Capital Improvement program has picked up since the last reporting period. This is due to the completion of budgeted drainage improvement projects, and the increased activity in the Lyford Cove Undergrounding Assessment District. The Street Improvement Program will be going out to bid and construction completed towards the end of the fiscal year. Summary Based on interim results, the Town's financial condition continues to be extremely healthy, with staff estimating an operating surplus of approximately $870,000 by fiscal year end. With the passage of Proposition 1A, which will restore predictability and stability to local government revenues from the State, it is anticipated the Staff will be able to more accurately projected operating revenues in the fiscal years to come. Given all the above, this needs to be placed inthe context of what Staff knows at the timeof writing this report and could be negatively affected by any unforeseen events that could disrupt revenue streams. Recommendation It is recommended that the Town Council accept the Interim Financial Report for the third quarter of Fiscal Year 2004-05, for the period ended March 31, 2005. Attachments April 15, 2005 page 3 of 3 ,~ SCHEDULE 1. OPERATING BUDGET SUMMARY Period: July 1, 2004 to March 31, 2005 Budget Year-To-Date Estimated to Variance Percent of Adopted Budget Revised March-31-2005 June-30-2005 (unfavorable) Budget YTD -, SCHEDULE 2, OVERVIEW OF OPERATING REVENUES & EXPENDITURES Period: July 1,2004 to March 31, 2005 Budget Budget Year-to-Date Estimated to Variance Percent of Adopted Revised March-31-200S June.30-200S (unfavorable) Budget YTD " SCHEDULE 3. TRANSFERS & REALLOCA nONS OF FUNDS Period: July 1,2004 to March 31, 2005 . Revised Fund Balance on Beginning Note July 1,2004 Transfer in Transfer (out) Balance GENERAL FUND RESERVES Unallocated Reserve 2,365,891 (907,709) 1,458,182 Designated Reserves Capital Equipment Replacement 151,830 151,830 Technology Fund 149,901 50,000 199,901 Infrastructure & Facility 882,694 882,694 Employee Compensated Leave 234,124 30,000 264,124 Employee Housing Asistance 400,000 400,000 New Police Facility 42,291 (42,291) Park Improvement 398,985 250,000 648,985 PW Corp Yard Replacement 636,367 120,000 756,367 Self Insurance 209,504 209,504 Drainage Improvements 412,694 400,000 8)2,694 Disaster Response 100,000 100,000 Retirement Surplus Assets 439,684 100,000 539,684 Traffic System 450,000 450,000 Subtotal General Funds $ 6,873,965 6,873,965 I Notes to Schedule SCHEDULE 4-A. CAPITAL IMPROVEMENT PROGRAM STREET IMPROVEMENT PROJECTS Period: July 1,2004 to March 31, 2005 Actual YTO Estimated to Project Funding Source Budget March.31.2005 June.30.2005 . 1 Streets from PMS List Various Locations Gas Tax 190,000 12,799 190,000 2 Via Caoistrano Overlav Street Imoact Fund 200,000 - 200,000 Tiburon Bl./Reed 3 Ranch Intersection Imorovement Circulation System 60,000 60,000 Safe Routes to Lyford Dr. @Reed Sidewalk, curb ramp School/General Fund 4 School installation Streets & Drainal!e 82,000 82,000 5 Stewart Drive Bus Shelter Circulation System 42,865 42,865 42,865 Bicycle/Pedestrian Grants/General Fund 6 Trestle Glen Bikeway Imorovements Streets & Drainal!e 871,000 20,311 87,100 > Engineering Planning FY2005 Proiects Street Impact 75,000 14,240 75,000 >> PW Administration Provision for Contingency Gas Tax Fund 40,000 15,655 40,000 Provision for Digout >>> PW Administration Reoairs Street Imoact Fund 25,000 2,988 25,000 TOTAL STREET PROJECTS $ 1,585,865 $ 108,858 $ 80 I ,965 SCHEDULE 4-B. CAPITAL IMPROVEMENT PROGRAM DRAINAGE IMPROVEMENT PROJECTS Period: July 1,2004 to March 31, 2005 Actual YTO Estimated to Project Funding Source Budget March.31.200S June.30.200S General Fund Streets & Drainage Reserve/Drainage 1 CCTV Assessment Condition Assessment Impact Fund 50,000 50,000 Culvert 2 Rehab/Replacement Drainage Drainage Impact Fund 50,000 53,467 50,000 3 Railroad Marsh Cattail Removal Marsh Fund 8,000 1,234 8,000 Beach Road/Upper General Fund Streets & 4 Main Street FlilO Gate Drainage Reserve 20,000 21,384 20,000 General Fund Streets & 5 Shoreline Park Outfall Headwall Repair Drainage Reserve 30,000 32,083 30,000 General Fund Streets & 6 Various Location Catch Basins Drainage Reserve 15,000 22,972 15,000 General Fund Drainage > PW Administration Plan/Specifications . Reserve 25,000 28,474 25,000 General Fund Streets & >> PW Administration Provision for Contingency Drainage Reserve 10,000 3,346 10,000 TOTAL DRAINAGE PROJECTS $ 208,000 $ 162,960 $ 208,000 SCHEDULE 4-C. CAPITAL IMPROVEMENT PROGRAM COMMUNITY DEVELOPMENT PROJECTS Period: July 1, 2004 to March 31, 2005 Actual yrO Estimated to Project Funding Source Budget March.31.2005 June.30.2005 ] 1 Blackie's Pasture Irrigation Upgrades Parks In-Lieu 25,000 13,915 25,000 2 Fountain Plaza Public Art Installation Public Arts Fund 100,000 15,035 100,000 3 Sidewalks/Curb Ramps ADA Compliance General Fund 10,000 3,154 10,000 Playground 4 South of Knoll Park Tot Lot Renovation Improvement Fund 100,000 100,000 5 Elephant Rock Pier Rail Foundation Repairs General Fund 20,000 1,760 20,000 6 Tiburon Bouelvard Downtown Streetlights General Fund 25,000 25,000 Renovation/Replacement 7 PW Corporation Yard Design PW Com Yard Fund 100,000 100,000 8 Town Hall Photovoltaic Panels Infrastructure/Facility 113,230 13,300 113,230 Path Improvements Near 9 Multi-Use Path Pine Terrace Grants 100,000 100,000 10 Lvford Cove Utilities Undergrounding Bond Issue 4,000,000 114,682 4,000,000 11 2 Marsh Road Purchase Unit Low-Moderate Housing 155,000 154,492 154,492 12 Pilgrim Heights Underground Utilities Owner Deposits 120,000 24,018 120,000 TOTAL COMMUNITY DEVELOPMENT PROJECTS $ 4,868,230 $ 340,356 $ 4,867,722 SCHEDULE 5. STATEMENT OF FUND RESOURCES Period: July 1,2004 to March 31, 2005 Estimated to June 30th 2005 GENERAL RESERVES General Unallocated $ 1,458,182 6,130,200 5,281,170 55,000 (100,000) 694,030 $ 2,152,212 Capital Equipment Replacement 151,830 134,300 73,200 61,100 212,930 Infrastructure & Facility 882,694 113,230 (113,230) 769,464 Employee Compensated Leave 264,124 41,800 (41,800) 222,324 Employee Housing Assistance 400,000 400,000 Retirement Surplus Assets 539,684 209,401 (209,401) 330,283 New Police Building PW Corp Yard Replacement 756,367 100,000 (100,000) 656,367 Park Development 648,985 648,985 Self Insurance 209,504 209,504 Drainage Improvement 812,694 1,178,000 895,000 (283,000) 529,694 Disaster Response 100,000 100,000 Traffic System 450,000 450,000 Technolo Fund 199,901 14,400 12,150 2,250 202,151 Total General Fund $ 6,873,965 6,264,500 5,605,571 1,446,230 795,000 9,949 6,883,914 OTHER RESTRICTED FUNDS Belvedere/Tiburon Library Agency $ 845,000 845,000 $ Cypress Hollow LLD $ 73,977 16,632 24,000 (7,368) $ 66,609 Downtown Art Project Fund $ 21,028 79,048 100,000 (20,952) $ 76 Heritage & Arst Project Fund $ 5,735 $ 5,735 Low & Moderate Housing 1,105,749 87,000 60,650 26,350 $ 1,132,099 Marsh Restoration 74,202 1,000 8,000 (7,000) $ 67,202 Open Space Acquisition 158,805 . 2,500 2,500 $ 161,305 Police Asset Forfeiture 88 $ 88 Police Suppl Law Enforcement (741 ) 100,000 100,000 $ (741) Police Tech 6,689 $ 6,689 Property Development Tax (3,003) $ (3,003) State Gas Tax 160,978 185,000 230,000 (45,000) $ 115,978 State Traffic Congestion Relief 48,329 10,000 10,000 $ 58,329 Street Frontage Improvement 2,003 $ 2,003 Tiburon Circ System Improvement 151,865 102,865 (102,865) $ 49,000 Tiburon Drainage Impact 60,000 75,000 (15,000) $ (15,000) Tiburon Long Range Planning 37,081 35,000 168,017 100,000 (33,017) $ 4,064 Tiburon Parks In-Lieu 68,146 25,000 (25,000) $ 43,146 Tiburon Planning Area Mitigation 229,203 4,000 4,000 $ 233,203 Tiburon Playground Improvement 25,830 75,063 100,000 (24,937) $ 893 Tiburon Street Impact 575,958 200,000 300,000 (100,000) $ 475,958 Total Other Funds $ 2,741,922 1,700,243 1,197,667 940,865 100,000 (338,289 $ 2,403,633 REDEVELOPMENT AGENCY General1ncrement $ 215,527 4,000 4,500 (500) $ 215,027 Housing Set-Aside 670,509 12,500 5,500 7,000 677,509 Town of Tiburon STAFF REPORT AGENDA ITEM if i TO: Mayor and Members of the Town Council FROM: Pat Echols, Director of Public Worksl Town Engineer Approve Plans for 2005 Street Rehabilitation Project ~ SUBJECT: MEETING DATE: April 20, 2005 REVIEWED BY: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . DISCUSSION Plans and specifications have been prepared by Harris & Associates for the 2005 Street Rehabilitation Project (Exhibit 1). The project is part of the 2004-05 Capital Improvements Program budget and includes resurfacing of various streets within the Mount Tiburon neighborhood, including Round Hill Road, Tara Hill Road, Spring Lane, Mount Tiburon Road, and Mount Tiburon Court. The engineer's estimate for the project is $460,000. Staff is prepared to solicit contractor bids for the project and schedule the bid opening in mid-May with contract award scheduled for May 18. Work would likely begin in June. RECOMMENDATION It is recommended that the Town Council approve the plans and specifications for the 2005 Street Rehabilitation Project and authorize staff to solicit contractor bids. 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'" o o (]I en ::c (T1 ~ 0) :xJ I o (,) ." ~ 01 <- ;:0 Cl I o 0 Town of Tiburon STAFF REPORT ~ AGENDA ITEM TO: Mayor & Members ofthe Town Council Pat Echols, Director of Public Worksl Town Engineer fiE- Award Contract for Town Hall Photovoltaic System Installation FROM: SUBJECT: MEETING DATE: April 20, 2005 REVIEWED BY: BACKGROUND & DISCUSSION At the October 6, 2004 Town Council meeting, the Council received a presentation from Community Cooperative Energy (CCE) regarding the proposed installation of a solar photovoltaic system on the Town Hall roof. Based on the presentation, staff was directed to have CCE develop plans & specifications for the system and authorized funding for the project. CCE subsequently prepared plans & specifications and contractor bids wereJ solicited. Bids were opened on December 22, 2004. Two bids were received. The low bidder (Servco Construction) was determined to be non- responsive due to insurance reasons and the second bid of $73,600 was deemed too high. Accordingly, staff rejected both bids and re-bid the project. New bids were opened on March 16, 2005. The low responsive bidder was Sustainable Technologies of Alameda, CA with a bid of $57,095. Once a contract is awarded, CCE will order the PV equipment and submit a rebate application to the California Energy Commission. On December 1, 2004 the Town Council authorized a budget amendment of $113,230 for the equipment purchase and installation. At that time, CCE estimated that installation costs would be roughly $37,000. Due to the insurance requirements, bidders' costs are higher than CCE anticipated. Additionally, the State rebate decreased by $4,500 on January 1, 2005. Despite the rebate reduction, the net installation costs have been reduced by $12,000 by re-bidding the project. Accordingly the revised total net project cost is estimated to be approximately $153,000 (including 10% construction contingency) which will require a budget amendment of $39,770. RECOMMENDATION Staff recommends that Town Council authorize award of contract to Sustainable Technologies in the amount of $57,095 and approve a budget amendment of $39,770 to be funded by the General Fund Infrastructure & Facility Reserve. 4/15/2005 1 of 1 Town of Tiburon STAFF REPORT AGENDAITEM~ TO: Mayor and Members of the Town Council Pat Echols, Director of Public Worksl Town Engineer ~ Approve Award of Contract for Trestle Glen Pedestrian Pathway Project FROM: SUBJECT: MEETING DATE: April 20, 2005 REVIEWED BY: BACKGROUND AND DISCUSSION On May 7, 2003, the Town Council approved plans & specifications prepared by Questa Engineering Corporation for the Trestle Glen. Pedestrian Pathway project directed staff to solicit contractor bids. Three bids were received and opened on April 14, 2005. The low responsive bidder was J.A Gonsalves & Son Construction, Inc. of Napa, CA with a base bid of $196,690, which is within 5% of the design engineer's estimate of $186,118. The majority of the project cost (including design and construction inspection is funded by a $205,700 grant from the Bay Trail Construction Grant Program administered by the Association of Bay Area Governments (ABAG). Remaining costs will be funded from the General Fund Streets & Drainage Reserve which is part of the 2004-05 Capital Improvement Program budget. RECOMMENDATION Staff recommends that the Town Council approve award of contract for the Trestle Glen Pedestrian Pathway Project to J.A Gonsalves & Son, Inc. in the amount of $186,118. . 1 .s ,9J~r.t~ ~. O~':.~' '~\? .- ~:'f~':~ '~~:~,/: .... ,...\,~ -~ -~-""'~""-/'q' Y{i~~~(~ .';. "NTi~fotlt.. s. , . 4/15/2005 1 of 1 Town of Tiburon STAFF REPORT AGENDA ITEM ~ TO: Mayor and Members of the Town Council Pat Echols, Director of Public Worksl Town Engineer f1::=.- Award of Contract for Permanent South of Knoll Restroom FROM: SUBJECT: MEETING DATE: April 20, 2005 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . BACKGROUND & DISCUSSION The Town Council approved the plans and specifications for a permanent restroom near the South of Knoll Park (replacing the existing portable restroom along the Multi-Use Path) at their March 2 meeting. Staff solicited bids in mid-March and opened three bids on April 12. The low responsible bidder was Wildcat Underground & Engineering of Petaluma, CA in the amount of $73,800. The Town has $50,000 currently budgeted for the project. The bid costs are higher than originally anticipated . due to the approved relocation of the structure toward the playground which necessitates additional trenching and utility line installation costs. The Town has available funds from the State Per Capita grant to cover the additional costs (contract plus Town-installed landscaping). RECOMMENDATION It is recommended that the Town Council 1. Approve the project plans for a permanent restroom facility and direct staff to solicit contractor bids. 2. Approve budget amendment of $30,000 from the Per Capita grant fund. . 1 .s ~.9~t-ttlJ ~. ~i/fi ~~o 1>0./.-, . \"'/.. .- .,-;:-:::: ;,,;;;~-'.~. ;)~~:~~~: .'1>. lilyT?',(c...:\:. I . 4/15/2005 1 of 1