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2005 JUL 25 CC PACKET SPECIALAGENDA EL SEGUNDO CITY COUNCIL EMERGENCY OPERATIONS CENTER (EOC) In Police Building 348 Main Street, El Segundo, CA 90245 The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items Unless otherwise noted in the Agenda, the Public can only comment on City- related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portion of the Meeting The time limit for comments is five (5) minutes per person Before speaking to the City Council, please come to the podium and state Your name and residence and the organization you represent, if desired Please respect the time limits In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL EMERGENCY OPERATIONS CENTER (EOC) IN POLICE BUILDING 348 Main Street, El Segundo, CA 90245 Monday, July 25, 2005, 9:00 a.m. 9:00 A.M. SESSION CALL TO ORDER ROLL CALL PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of $250 While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda The Council will respond to comments after Public Communications is closed Page 1 of 3 SPECIAL ORDERS OF BUSINESS: I. Strategic Planning Session regarding the City's Operating Budget for Fiscal Year 2005/2006. (The purpose of the session is to provide the Council and the public with preliminary budget information and to receive preliminary council direction regarding revenue and expenditure issues. Final decisions regarding the budget are expected to be made at a public hearing scheduled for a regular City Council Meeting held in September). A. Introduction and summary of preliminary direction given by City Council at the May 20, 2005 Strategic Planning Session 1 Review of Budget Balancing Options from May 20, 2005 Strategic Planning Session (Exhibit #1) B. Discussion of updated Preliminary FY 2005 -2006 General Fund Budget 1 Presentation of Budget Balancing Strategies by all Departments (Exhibit #2) C. Summary of New Programs proposed by all City Departments included in the FY 2005 -2006 Budget 1 Presentations regarding requested new programs in FY 2005 -2006 Budget (Exhibit #3) D. Presentation regarding the Fire Department Staffing Statement of Intent from the Labor Agreement between the City and the El Segundo Firefighters Association and its impact on FY 2005 -2006 Budget 1 Discussion of the implementation of the Statement of Intent regarding minimum staffing E. Presentation and discussion of recommended Personnel changes in FY 2005- 2006 Budget 1 Reclassify Program Coordinator to Senior Program Coordinator 2 Eliminate Economic Development Director position and incorporate duties into Assistant City Manager position 3 Reinstate Assistant Finance Director eliminated last year 4 Fill vacant Police Officer position with Administrative Lieutenant 5 Create a Senior level part-time position in Cable Page 2 of 3 F. Presentation of Recommended Capital Improvement Projects in FY2005 -2006 Budget 1 Discuss Capital Improvement Program Advisory Committee (CIPAC) recommendations included in the FY 2005 -2006 Preliminary Budget 2 Discuss all other City Capital Improvement projects included in the FY 2005 -2006 Preliminary Budget G. Presentation on Status of Grant Funding utilized by City to fund programs and equipment in the Fire, Police, Planning and Building Safety and Public Works Departments (Exhibit #4) H. Council Discussion and Preliminary Direction Regarding Issues Related to FY 2005 -2006 Budget ADJOURNMENT Q POSTED DATE,/ °2� LO �° TIME NAME Page 3 of 3 O 4) a 4) c� L Ama HE U 0.0 ca E E cn O U O Q me U CU L_ to .E a) .0 O Ca m 0 N O N c O A, O .cn a) m O .C: c� 004 I�1 4t �I O W r� O •O K�4 fj •^y I�1 V1 O N N 5� 00 p L cc L ° c 2 ° ° T) � E N v O J U N p c O cc U O c N a' 0 N .a > N N LL O O C "a O O N M �" E LL C o n N � 7 N L > O « C O N 60. 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Funding also provides for significant customer service education and training Teambuilding for Department Heads Proposed personnel: Date and length of program: Supplies and Services requested: Retention of qualified consultant to provide training Capital outlay requested Revenue Generation: Total estimated appropriation: $26,000 - Customer Service workshop $ 9,000 - Teambuilding Contact Person Jeff Stewart, City Manager CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 BUDGET Department 2901 - Non - Departmental Division I. New Program: Ei Segundo Sister City Program El Segundo Sister City Program Travel/lodgmg/expenses — Feb 2006 - City Council and Staff Office supplies, stationery Gifts for Guaymas dignitaries in February Support for Mayor's Wife program — DIF Queen/Princess program — Travel for Queen/Princess, lodging and expenses Program for Delegation from Guaymas to El Segundo Total $ 5,000 250 250 $ 2,000 $ 2,500 $10,000 Description and Justification: The Sister City program will have been in existence 44 years in February, 2006 The program was not budgeted in 2005 Special tributes are planned by Guaymas for El Segundo in February 2006, This is also the last Carnival of Mayor Carlos Zatarain's term El Segundo did not attend in 2005 The Sister City Program was established by City of El Segundo Resolution #2012, October 8, 1962 The program promotes exchanges in the areas of culture, trade and economic development, youth, education, recreation, medicine and technology and increases public awareness, international cooperation and understanding through community involvement and people -to- people relationships, and has been supported by the City of El Segundo since its Inception To keep the Sister City bond strong, a delegation from the Sister City Association, and elected officials and staff have traveled to Guaymas every February for the past 43 years See attached proposed budget if the full Sister City Program is to be resurrected and implemented. nel: CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET Department* Administrative Services New Program: Division Information Systems Security Audit Description and Justification: Information Systems are extremely vulnerable to attack and corruption by outside forces including both hackers and viruses An Information Systems audit will help ensure that all of our systems and procedures are adequate to protect our information assets This audit will address basic compliance with industry standards as well as current legislation such as Sarbanes- Oxley and HIPPA This audit will also provide credibility and assist in passing financial audits which are increasingly focusing on Information Systems controls Proposed personnel: Outside Consultant Date and length of program: One Time Supplies and Services requested: Security Consultant to review existing systems and procedures Capital outlay requested S10,000 Revenue Generation: None Total estimated appropriation: S10,000 Contact Person Norman Thom CITY OF EL SEGUNDO NEW PROGRAM REQUEST Date and length of program: See above Supplies and Services requested: See attached Capital outlay requested n/a Revenue Generation: n/a Total estimated appropriation: $10,000 Contact Person Julia O Abreu -Mason CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 BUDGET Department Police Division. AdmimstraUve Services New Program: Air Support Services Description and Justification: The department is requesting $10,000 00 from the 2005 State COPS Grant The Hawthome Police Department currently provides air support service for our department at no cost In order to assist the Hawthorne Police Department with the operation of the helicopter they have requested funding in the amount of $10,000 00 annually from each South Bay City Their air support unit provides needed assistance during vehicular pursuits, cnme scene containments, etc Proposed personnel: none Date and length of program: One fiscal year Supplies and Services requested: COPS Grant funds Capital outlay requested: $10,00000 Revenue Generation: CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 BUDGET Total estimated appropriation: $10,00000 Contact Person: Captain Mitch Tavera CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 BUDGET Department Police Division: 3107 Communications New Program: Consulting Support Description and Justification: Consulting support for research into the feasibility of the department entering into a regional Computer Aided Dispatch and/or Records Management System to allow for information sharing of criminal activity with other area police departments For many years law enforcement agencies have collected information on activity, suspects, and other subjects However, agencies are unable to share this information easily and effectively with one another This constitutes a major roadblock to providing proactive, coordinated responses to crime, The Police Department desires to explore the feasibility of harnessing public safety resources so that an officer in El Segundo will know that a person stopped for running a red light is a suspect in a series of crimes in another local jurisdiction Local agencies will select data to pass through an interface to a center -point where it will be accessible to other participating agencies Such a regional system would allow agencies to access information quickly, with minimum effort and overcome the barriers that presently impede information sharing Proposed personnel: None Date and length of program: One year Supplies and Services requested: Consulting services as outline above Capital outlay requested: $100,000 (Asset Forfeiture /109 -3105- 400 -8104) CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT I, 2005 — SEPTEMBER 30, 2006 BUDGET Revenue Generation: None Total estimated appropriation: $100,000 (Asset Forfeiture /109- 3105- 400 -8104) Contact Person: Capt Mitch Tavera Lt Max Phipps CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET Department- Police Division- Administrative Services/ Field Operations New Program: Wellness Program Description and Justification: This proposed wellness program will enhance the current voluntary Fitness Program for safety personnel Offering guidance and standards relative to contemporary, life long modifications in comprehensive assessments modified to the individual Employees will receive direction in the areas of fitness, nutrition, prevention of work related injury, rehabilitation and behavioral health The goal is to lower City and Department related costs due to work related injuries, realize a reduction of time off from work due to sick leave usage, rehabilitation or being placed on a light duty status A part time wellness program coordinator will be housed on -site and will be tasked with data collection, program evaluation, planning and scheduling of tramings and one -on -one meetings with the Department's Fitness Program coordinator Proposed personnel: Part-Time wellness program coordinator provided from outside vendor Date and length of program: October 1, 2005 (One year trial basis) Supplies and Services requested: None Capital outlay requested $100,000 — 2005 COPS Grant $40,000 — of total to be paid from Workers Compensation Administration — Claims Expense if funds become available Revenue Generation: None estimated CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET $100,000 Contact Person Walter G Krumbach, Lieutenant 524 -2260 CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET Department FIRE Division ADMINISTRTION New Program: Increase Paramedic Ambulance Transport Rates to partially cover departmental operational costs Description and Justification: The City currently bills non - residents for paramedic transport services, and bills residents only through private insurance, Medicare, Medi -Cal, or Medicaid The proposal is to adjust the paramedic transport fee schedule to reflect increased costs of operation. These recommendations have been developed pursuant to applicable Government Code Sections 66016 -66018 5, and the City's fee recovery policy Annually we evaluate our operational costs and the allowable Los Angeles County rates to consider the need to partially cover our costs of operations In the past 12 months there have been two Los Angeles County general public ambulance rate increases The last fee increase implemented by the City of El Segundo was in 2004, it recovered approximately 17% of the increase in paramedic transport costs since the rates were adopted in 2002 The current proposed fee adjustment will recover approximately 42% of personnel increase costs since 2004 The rates the department proposes are at or below the current County rates (No impact to el Segundo Residents) Residents would continue to be billed only through private insurance, Medicare, Medi -Cal or Medicaid — they would not incur any out -of- pocket expenses Paramedic Transport Service Proposed Rate Modification ALS Transport $80900 $138 00 Increase BLS Transport $56800 $129 75 Increase Code 3 $9200 No Change Mileage $12 25 per mile No Change Oxygen $4250 No Change Proposed personnel: N/A Date and length of program: Submit Staff Report August 2005, Council Action on a modified Resolution and Fee Schedule by September 2005 for a fee change effective date October 1, 2005 Supplies and Services requested: N/A Capital outlay requested N/A Revenue Generation: $76,600 Total estimated appropriation: $76,600 Contact Person Norm Angelo, Fire Chief x2219 or Lisa LeCates, Administrative Analyst x2235 x CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET Department FIRE Division ADMINISTRATION New Program: Begin the self - assessment process by training 3 to 4 personnel in the current system of the "Standards of Cover" and through a consultant identify work plan options /costs to complete the standards of cover and the remaining self - assessment process Description and Justification: • Self — Assessment is a nationally recognized program which can lead to accreditation of a Fire Department It is overseen and evaluated through the national "Commission on Fire Accreditation International" (CFAI) • It is a multiple year process which includes developing specific community — standards of cover, strategic analysis /planning, self assessment of the level and effectiveness of current services; identification of goals, objectives, and tasks to meet community adopted levels of service, and cost analysis to various alternatives for modification of services • Standards of Cover updated training and work plan development are process starting points • Other city departments have been audited, while this is a more comprehensive process it accomplishes many of the purposes of audits Proposed personnel: No new personnel to be added, the impacts on personnel are time and travel of staff to be trained, Staff time to work with consultant to identify work plan and costs for conducting standards of cover and remaining portions of self assessment Date and length of program: Develop an RFP for consultant services 10 -05, Schedule training during next fiscal year as available Develop proposals for subsequent years during 06/07 budget process Supplies and Services requested: Training, travel and consultant services estimated to be - $25,000 Capital outlay requested N/A Revenue Generation: N/A Total estimated appropriation: $25,000 Contact Person Norm Angelo, Fire Chief xt 2219 REQUEST FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET Department FIRE- Priority 1 Division: Fire Prevention And Environmental Safety New Program: Budeet Cost Neutral Reorganization of Inspection Programs to meet requirements for mandatory requirements for High Rise and Environmental Safety inspections Description and Justification: Regulatory Requirement State Health and Safety Code require High Rise Inspections. RFP low bid last year was awarded to Pinkerton Inc ($10,300) - with a commitment to provide quality service, and improve documentation ,e Pinkerton Corporation indicated they would likely be able to renew annually for multiple years at that cost effective level Enabling the recovery of some Fire Prevention Costs r' Pinkerton Co provided quality service and documentation However, at the time of the I" annual renewal they initially tripled their fee, and then chose not to renew the contract At the same time, we are unable to complete required Environmental Safety Inspections required by the State and LA Regional Water Quality Control Board regarding inspections of restaurants, vehicle maintenance, and hazardous waste facilities ➢ We want to address these situations in 05/06 without raising the respective fees We are proposing a cost neutral solution to avoid negative impacts on the budget and address both inspection issues by having Fire Prevention Staff take over the High Inspection Program and hiring part assistance for the Environmental Safety Manager Fund this proposal by splitting the high rise inspection contract fund budget between the Fire Prevention Division and Environmental Safety Division and increase revenue through the funds generated by the additional number of Environmental Inspections completed r Return some prevention inspections of a lower technical level to our suppression inspection staff Proposed personnel: Part Time Person for Environmental Safety Division Date and length of program: Ongoing from 10 -1 -05 Supplies and Services requested: Salary of part time inspector ($15 -20 an hour), covered through shifting of funds within existing budget Capital outlay requested N/A Revenue Generation: Additional Environmental Safety Inspections $1,600 Total estimated appropriation: $1,600 from additional inspections * *(Authorize redistribution of existing budgeted high rise contract funds of $10,300 {$8,400 to Environmental Safety, $1,900 to Fite Prevention Overtime)) Contact Person Norm Angelo, Fire Chief xt2219 CffY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 - SPETEMBER 30, 2006 BUDGET Department FIRE Division EMERGENCY SERVICES New Program: Testing of existing public warning mechanism to determine their effectiveness Description and Justification: ➢ Council has requested that emergency public warning systems be tested to determine effectiveness and the need for any improvements - the intent is to test all existing functional public warning mechanisms (Including the Community Alerting Network - Can System) ➢ The City has added new staff, reorganized departments, and will be conducting Emergency Operation Center Training during the next several months which will be evaluated through an exercise simulation. The City Manager has also requested increased involvement of the Council in the exercise As part of that exercise we will be testing public warning systems and soliciting feedback on the effectiveness of the systems from different segments of the community Proposed personnel: No new staff, it will take dedication of staff time during appropriate to the different elements Date and length of program: ;w Some training (NIMS has begun and will continue thru the first of the year) Exercise development will happen concurrently r We are targeting March 2006 for testing the public warning systems in conjunction with the disaster exercise Supplies and Services requested: Testing Public Waning Systems • CAN System - $13,000 to $15,000 • for Public notice mailers to all city residents of test- ($1,000) Polling - Residential and Corporate questionnaires test results - ($1,000) • News Paper Ads (2) - $900 Total additional costs - $17,900• *(Disaster Exercise covered through training budget transfer) Capital outlay requested N/A Revenue Generation: N/A Total estimated appropriation: $ 17,900 Contact Person Norm Angelo, Fire Chief xt 2219 CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET Department Recreation and Parks Division- Administration New Program: Class Software/POS Training Description and Justification: Class Software Point of Sale (POS) system — procure - 1) a business needs assessment 2) additional training for Rec & Parks Department staff in response to evaluation results Training is required to update full time and part time staff to allow for maximum utilization of and uniformity /compliance with the City's new POS system Proposed personnel: Class Software Staff Needs Assessment - 1 staff x $1,000 /day x 2 day /wk = $2,000 Additional Training - 1 staff x $1,000 /day x 3 day /wk = $3,000 Recreation and Parks Staff 4 p/t staff x 8 hrs /day x 3 days x $10 40/hr = $1,000 Date and length of program: Early October 2005 Supplies and Services requested: Capital outlay requested n/a Revenue Generation: Na Total estimated appropriation: $6,000 Contact Person Stacia Mancini, 524 -2707 CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET Department: Recreation and Parks New Program: Adult Open Gym Basketball at ESHS Division Recreation - Sports Description and Justification: Provide staffing for open gym adult basketball program to be held throughout the year at ESHS (total 40 weeks) Request by Councilman Eric Busch Proposed personnel: 1 staff x 2 0 hrs /day x 2 day /wk x 40 wks /yr (as proposed) x $12.50/hour Date and length of program: Saturdays, 7 00 — 9 00 a in Offered 40 weeks throughout year based on gym availability at ESHS Supplies and Services requested: Staffing only Capital outlay requested n/a Revenue Generation: n/a Total estimated appropriation: $1,000 Contact Person Jeff Van Fossen, 524 -2702 CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 BUDGET Department Planning and Building Division Planning Safety New Program: Power Plant Rezoning, Local Coastal Program Update and Environmental Impact Report Description and Justification: Complete Local Coastal Program Update, General Plan Amendment, Zone Change, Zone Text Amendment, EIR, market analysts and conceptual design analysis to change the General Plan Designation, Zoning Designation, and Zoning development standards to allow commercial uses on the El Segundo Power Plant property per City Council direction Proposed personnel: Consultant Team Planning Staff Date and length of program: 15 -18 months Supplies and Services requested: Planning, Traffic, Design and Economic Consultant Services Capital outlay requested N/A Revenue Generation: N/A Total estimated appropriation: $300,000 Contact Person Kimberly Christensen CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 - SEPTEMBER 30, 2006 BUDGET CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 BUDGET Department Planning and Building Division Planning Safety New Program: Smoky Hollow Specific Plan Update and Negative Declaration/EIR Description and Justification: Complete study and revise Smoky Hollow Specific Plan to update uses and zoning regulations in response to City Council pending direction Effort would include either a Negative Declaration or an EIR (depending upon the scope of the project) Proposed personnel: Consultant Team Planning Staff Date and length of program: 12 -18 months Supplies and Services requested: N/A Capital outlay requested N/A Revenue Generation: N/A Total estimated appropriation: $100,000- 250,000 Contact Person Kimberly Christensen r�I1L11•z�7�1� � ��'�re��� \iTi NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 - SEPTEMBER 30, 2006 BUDGET CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCTOBER 1, 2005 — SEPTEMBER 30, 2006 BUDGET Department Planning and Building Safety Division- Residential Sound Insulation Program New Program: Vehicle Operating Charges (Adding account number 116400- 0000 -6224 with a budget of $1,350.) Description and Justification: With the Residential Sound Insulation Program now under the Planning and Building Safety Department, staff will utilize one of the department's vehicles, instead of using personal vehicles and be reimbursed for mileage (when practical) RSI staff will record mileage used, and report usage on a monthly basis for proper accounting Proposed personnel: No additional personnel is required Date and length of program: Ongoing — life of the Residential Sound Insulation Program Supplies and Services requested: None Capital outlay requested Not Applicable Revenue Generation: Not Applicable Total estimated appropriation: $1,350 Contact Person James S O'Neill MY OF EL SEGUNDO CAPYfAL OUTLAY REQUEST — OBJECT CODE 81xr FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 Department Library Division Special Deposits— Library Developer Fees Item Requested Circulation Notices Via E -Mad Quantity Unit Pnce� $6,50000 Proposed Make Innovative Interfaces (305A) Description and This is an additional soft- ware module for our existing circulation system Specifications management data- base, Millemum from Innovative Interfaces This module will allow staff to send notices via e-mail rather than regular mail for Overdues Reserves, and Fines Equipment Costs $ 6,500 Other Costs Installation/Transportation Allowance for inflation Sales Tax -0- Total Cost $ 6,500 Source of quoted price Innovative Interfaces Confidential Price Quotation for El Segundo Public Library, May 13, 2005 Date of quotation May 13, 2005 Purpose of Equipment To give patrons notice via e-mail of all notices currently mailed This includes notices of overdue materials, reserved materials, and fines due Equipment to be Used by Adult Services & Support Services Justification of need CITY OF EL SEGUNDO CAPITAL OUTLAY REQUEST - OBJECT CODE 81xx FISCAL YEAR OCT 1, 2005 - SEPTEMBER 30, 2006 Postage that is currently used for notices will be saved At a conservative estimate, $2,075.00 per year will be saved on postage for overdue notices alone In addition 4 staff hours per week will be saved from time spent stuffing notices into envelopes This purchase is a one -time cost After the first 12 months, monthly maintenance of this module will be S65 1month Purchasing Agent Review/Information Systems Manager CITY OF EL SEGUNDO CAPITAL OUTLAY REQUEST — OBJECT CODE 81xz FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 Department: Planning and Building Safety Division- Item Requested BLACKBERRY Server Quantity I Unit Price $8,044 Proposed Make BlackBerry Enterprise Server Software v4.0 for Microsoft Exchange Includes 20 user licenses ($3,999) Dell Hardware to run blackberry server software ($3,500) Description and Blackberry is a leader in providing emails to portable mobile devices Specifications Currently Nextel is the City's mobile phone provider Nextel offers a Blackberry phone that also provides the two way walkie- talkie function The purchase of the server software and hardware will allow emails to automatically be forwarded to the Blackberry phone. Also the Blackberry phone will automatically update the calendar and contact information even if the desktop computer is not on Equipment Costs Other Costs (Software) Instal lation/Transportati on Allowance for inflation Sales Tax Total Cost Source of quoted price Blackberry website www blackberry com Date of quotation June 13, 2005 Purpose of Equipment Mobile email Equipment to be Used by This system will be used by 20 city employees CITY OF EL SEGUNDO CAPITAL OUTLAY REQUEST — OBJECT CODE 81zr FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 Department. Administrative Services Division Information Systems Item Requested Aerial Photographs of El Segundo Quantity Unit Price 19,000 Proposed Make Los Angeles County Description and Specifications Equipment Costs Other Costs Installation/Transportation Allowance for inflation Sales Tax Total Cost Source of quoted price County of Los Angeles Date of quotation May 11, 2005 Purpose of Equipment Allow GIS to provide current data to users Equipment to be Used by Justification of need The County of Los Angeles is undertaking the photographing of the entire county at extremely high resolution (4 inches per pixel) and including topographic information on 2 foot contours and orthogonal images Our current data is out of date and not as fine detail This would give us the opportunity to obtain this data at a fraction of the cost if we did it individually This is for our portion of data from the $5 6 Million project Purchasing Agent Review CITY OF EL SEGUNDO NEW PROGRAM REQUEST FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET Department City Clerk Division Administration New Program: Web Posting of City Council Agenda Packet, Legislative History and Real Property Documents Description and Justification: Making the City Council Agenda Packet, legislative lustory and other public documents available through the intemet will provide a mechanism to do business more efficiently and more importantly address the City goal of making governance more convenient to citizens by providing access to the documents on the City Web site To accomplish this, two issues need to be addressed First, the purchase of software to enable the electronic documents to be accessed via the City web site and secondly the implementation of an electronic agenda building tool Legistream software, automated legislative agenda management system designed to develop and process Council Agendas and Agenda Packets, was previously purchased from our document imaging vendor, Questys, as part of the City -wide document imaging program. To make the agenda and other documents available on the City web site, Web Server software also needs to be purchased from Questys The Agenda Packet and other documents could then be viewed, searched and printed on the intemet In order for the City Clerk's Office staff to scan the Agenda backup material into the correct folders to be linked to the City web site, the agenda must be created using Legistream, which will require the purchase of an authonng license Additionally, minor changes have been made to the since the initial purchase and the Legistream Agenda template needs to be updated to reflect those changes Once the final agenda, staff reports and attachments have been approved and finalized by the City Manager, existing City Clerk's Office staff would scan the signed staff reports and attachments into the appropriate Legistream folders and post to the web Since the Agenda Packet would be available in an electronic format, the City Clerk's Office would have the option of copying the entire Agenda Packet onto CD's for distribution instead of paper This could result in a cost savings of up to $3,000 per year in reproduction costs alone Proposed personnel: Existing City Clerk's Office Staff— Agenda Packet Scanning, Reproduction, Distribution and Posting to the Web Legislative history has already been archived and will be maintained day - forward by the City Clerk's Office Staff City Manager's Office — Agenda Preparation Date and CITY OF EL SEGUNDO NEW PROGRAM REQUEST Ut:'1 t, 1UUS - JY11�Mt3t;K:iU, 1UU6 t3Ulllit;l Supplies and Services requested: Purchase of Questys Web Module and Support, Update to the Agenda Template and One Questys Authoring License SEE ATTACHED Capital outlay requested Revenue Generation: N/A Total estimated appropriation: 511,$00 r Contact Person Cindy Mortesen 10-1 -05 OK �/ ---( A)Ik K.+..A&ert ��IliG�i43/JJ /4Saut -7 -05 Gu I CITY OF EL SEGUNDO CAPITAL OUTLAY REQUEST — OBJECT CODE SIXX FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 Department City Clerk Division. Administration Item Requested Questys Web Module, Installation, Training and Annual Software Update and Maintenance Quantity One Unit Price $11,86645 Proposed Make Questys Description and Questys Web Module, Installation, Training and Annual Software Update and Specifications Maintenance Equipment Costs $ 7,99900 Other Costs 2964.86 Installation/Transportation- 2000 Allowance for inflation Sales Tax 78359 Total Cost $ 11,76745 Source of quoted price Questys (DMC) Date of quotation May 20, 2005 Purpose of Equipment Internet access to City Council Agenda Packet and City's document imaging hbrar} Lgjipment to be Used by City Clerk's Office Justification of need Provide the Commumi♦ and the City with access to the complete Council Agenda Packet and electronic document imaging library, which includes the City's complete legislative history i .0 U) 4) Cl) m UL AMR m LM AMA IE N N I..L L co 0 N U) ^^(D n L O C6 J E O -- O c 0 a) ^E^' VJ 0) vJ w �+ O � Co mo Ca U N —^ i W E L 2 O cu .O cn L a) L U. 0 wo vJ O m 0 O N O O CN U. O C6 Q N O O �I--i s .0 U Q ;M bA I� 03 03 015 e #4aS INTER - DEPARTMENTAL CORRESPONDENCE To Jeff Stewart, City Manager Date 7 -14 -05 From Norm Angelo, Fire Chief Subject Fire Department Staffing In compliance with the staffing "Statement of Intent" which is tied to the Firefighters Association Memorandum of Understanding, Finance Staff has completed the calculation, which triggers the minimum - staffing requirement for the Fire Department for FY 2005 -2006 As a result, it will be necessary in FY 2005 -2006 to establish a minimum daily staffing (not including the Shift Battalion Chief) of 18 positions per shift Currently, The Fire Department is budgeted to fill 17 positions per shift (Not including the Shift Battalion Chief), which means three new Firefighters need to be hired in FY 2005 -2006 Staff's recommendation to meet this requirement and minimize the budget impact, is to budget for hiring the three new firefighters at the beginning of 2006 with an anticipated starting date of February 1, 2006 and completion of the Fire Academy by June 1, 2006 The FY 2005 -2006 Preliminary Budget includes $220,850 in funding for salaries and benefits for the period of February 1, 2006 through September 30, 2006 with no additional overtime If the Council chooses to backfill the positions with overtime from February 1, 2006, the estimated additional overtime cost, which is not currently included in the FY 2005 -2006 Preliminary Budget, is $102,600 for a total of $323,450 This is slightly less than the full year's cost of Salaries and Benefits for the new firefighters If the Council chooses to backfill the positions and fund the overtime from October 1, 2005, the estimated additional overtime cost would be $206,850 for a total FY 2005 -2006 cost of $427,700 016 Fire Department Staffing Statement of Intent Between the City of El Segundo and the EI Segundo Firefighters' Association IAFF Local 3682 Page 1 of 2 During the term of this Agreement, The City will make a diligent effort to maintain minimum staffing in the Fire Department During the annual budget review process if the city determines that its financial resources are inadequate to maintain minimum staffing, the City shall notify the Fire Association in writing on or around June 15`h Upon written request, the City shall meet with the Association regarding the reasons for the cessation of minimum staffing If the parties meet regarding the staffing, such meetings will commence promptly following the Association's request to meet Upon completion of the meeting process, the City retains the right to make changes to (minimum) staffing Among the topics to be addressed during these meetings will be 1) the financial resources of the City, 2) the potential allocation of personnel, and 3) the impact on the working conditions of the employees, particularly the safety of unit members The parties agree that they will share pertinent information regarding this subject during the meeting process including documents available under the public records act The Administrative Services Department shall supply staff reports on the mid -year financial status and revenue and appropriation assumptions to the Union on or around June 15`h but in no case less than 45 days prior to the submission of the preliminary budget to the City Council The Union shall have 45 days to review the documents During this time the Union may present to staff alternative budget recommendations to solve a situation of inadequate financial resources If staff does not adopt the Union's alternative recommendations, the Union may submit alternative recommendations to the City Council simultaneously with staff recommendations The Union shall forfeit its ability to present alternative recommendations to staff and City Council if they are not submitted to staff at least seven working days prior to staff s submission of the preliminary budget to the City Council By signing this agreement the Union does not forfeit any rights to address the council as private citizens For purposes of this Statement of Intent, a guideline of "inadequate financial resources" shall mean that in any fiscal year the projected total of the following revenues /expenditures is 5% or more, a The projected percentage decrease in the City's General Fund revenues realized in the immediately preceding fiscal year and b The projected percentage increase in only those General Fund expenditures that are not directly controlled by the City over the same expenditures incurred in the immediately preceding fiscal year Examples of General Fund expenditures that are beyond the City's control include health and other insurance premiums, Worker's compensation costs, retirement costs, utility costs, debt services payments, litigation expenditures, Liability insurance charges to the General Fund, infrastructure failures, and the City of Los Angeles Hyperion wastewater charges 017 Fire Department Staffing Statement of Intent Between the City of El Segundo and the El Segundo Firefighters' Association IAFF Local 3682 Page 2 of 2 If the City does not utilize minimum staffing during a fiscal year the City will make a diligent effort to reinstate minimum staffing for the next fiscal year if the financial resources are no longer inadequate as described above For the purpose of this statement of intent "minimum staffing" shall refer to both the staffing of the department at levels varying between 51 and 54 unit members, as well as daily staffing of the department at 18 unit members (4 captains, 4 engineers, 5 firefighter special assignment paramedics, and 5 firefighters) As a result of inadequate financial resources there will be no minimum staffing for the FY 2003 -2004 Accordingly, this statement memorializes the notice to the Association as set forth above regarding the use of minimum staffing Signed FOR THE CITY Bret Plumlee, Director of Administrative Services Bob Hyland, Human Resources President Manager John Gilbert, Administrative Battalion Chief Date Signed FOR THE ASSOCIATION Kevin Rehm, President Breck Slover, Is` Vice John Bibee, 2 "" Vice President oi8 .O Q p •4-j � O O � .4 R3 W .-� cd cd C�3 -Z r--S ct CA cn w G, 10 City of El Segundo INTER - DEPARTMENTAL CORRESPONDENCE TO: Jeff Stewart, City Manager FROM: Veimone Jurps, Planning and Building Safety Director DATE. ly 19, 2005 SUBJECT- Reclass — Program Coordinator PROPOSED RECLASS The Department of Planning and Building Safety proposes a reclassification of the position of Program Coordinator to Senior Program Coordinator Currently, the position of Program Coordinator is responsible for the City's Residential Sound Insulation Program (RSI) James O'Neill has served as the City's Program Coordinator since August 2002 and has performed an outstanding lob by running a smooth and efficient program and by meeting the City's goals of retrofitting 100 homes per year James O'Neill has been assigned two additional duties First, he has been assigned to participate and take part in the Hyperion Citizen's Forum since December 2004 James is responsible for 1) attending meetings, typically once a month, 2) managing the City's complaint line (640- CITY), 3) managing the City's Mitigation Monitor, RBF Consulting, 4) serving as a liaison between the City of El Segundo and the Hyperion Wastewater Treatment Plant, and, 5) ensuring that the City of Los Angeles' Integrated Resources Plan is reviewed and commented on Second, James has recently been assigned and participates in the LAX /Community Noise Roundtable He is responsible for attending bi- monthly night meetings and serving as a liaison for the City FISCAL IMPACT The current salary range for Program Coordinator is $4,542 to $5,534 per month and this will be adjusted to $5,534 to $6,743 Eighty percent of the salary will continue to be reimbursed from the FAA grant funds, while 20% will continue to be funded by the home owner participating in the RSI program, This is an increase of $28 00 per home 020 City of El Segundo MEMORANDUM DATE: July 20, 2005 TO: Mayor and City Council FROM: Jeff Stewart, City Manager SUBJECT: Eliminate Economic Deve pment Director Position and Incorporate Duties Into Assistant City Manager Position The positions of Assistant City Manager and Director of Economic Development are currently vacant I propose to eliminate the Director to Economic Development position and incorporate those duties into the Assistant City Manager position The characteristic duties to be performed by the individual selected to fill the position would include, but are not limited to, the following • Assist the City Manager in administering the laws and ordinances governing the City, • Manage and coordinate all program activities related to business recruitment and retention for the City, • Establish and maintain effective working relationships with the local real estate community and business organizations, • Develop and manage budget for Economic Development Division of City Manager's office, • Develop and implement advertising campaigns appropriate to the City's Economic Development effort, • Assist in preparation of annual budget for individual departments or staff to ensure appropriate program and service delivery; • Resolves discrepancies and procedural problems and /or responds to program delivery problems to ensure appropriate delivery of services, • Works closely with members of the City Council and the public in responding to requests for service and /or resolving concerns related to the delivery of services, • As a member of the Executive Management Team, participates in the management of the City and may serve on various committees, boards and task forces The primary function of the restructured Assistant City Manager position would be the management of the City's Economic Development program However, as is traditional with such positions, the individual serving in that capacity would also perform "generalist" duties, such as serving as Acting City Manager in the City Manager's absence, assuming a primary role in the annual budget process and assisting the handling of daily operations, such as agenda preparation, assembly and distribution U21 The combination of the two positions would allow full integration of the Economic Development function into the City Manager's office, as envisioned by the City Council during last year's budget deliberations I recommend that the salary and benefits currently in place for the Assistant City Manager position be retained The current salary range for that position is $9,577 to $11,669 /month Budget Impact Combining the Assistant City Manager and Economic Development Director functions would result in the elimination of one Department Head position — thus saving up to $183,300 in salary and benefits. 022 Administrative Services INTER - DEPARTMENTAL CORRESPONDENCE Date: July 15, 2005 To: Jeff Stewart, City Manager From: Bret Plumlee, Director of Administrative Services Subject: Recommendation for Reinstating Assistant Finance Director position The Assistant Finance Director (AFD) position was eliminated after the previous incumbent left the City in August 2004, and a new position of Senior Administrative Analyst (SAA) was created The majority of the previous duties of the AFD were shifted to the Director of Administrative Services and supplemented through the use of professional services throughout FY 2004 -2005 The objectives of creating the SAA were two -fold In the short-term, many of the duties previously handled by the AFD were to be shifted to both the Director of Administrative Services and the SAA The duties of the SAA would also have included providing administrative support to other departments on various citywide projects The long -term objective was to train the SAA to the point of being able to coordinate the Citywide budget, overseeing payroll and benefits personnel, and possibly moving it back into a management position The initial attempt to fill this position was done through a closed promotional recruitment One in -house candidate applied for the position, went through the entire process, was offered the job and turned it down Staff then went outside of the City to recruit a candidate The City received many applications for the position, but there were not many qualified candidates that could have met both the short-term and long -term objectives of City Management Asa result, the list was eliminated and I am now recommending reinstating the AFD position The AFD position is critical in the City to provide the budget and general project support 023 and financial expertise to the City Council, City Manager, and all departments as well as assisting the Director of Administrative Services to run the day -to -day operations of the Administrative Services Department Without the position, the Director of Administrative Services position becomes much too hands on and the management of the day -to -day operations in the department as well as the ability to provide support to the organization and the public suffers If you are in concurrence with reinstating the AFD position, I will review this with the City Council at the July 25, 2005 Strategic Planning Session and put the item on the City Council agenda August 2, 2005 If the Council then approves the item, we would then begin the recruitment of the position August 3, 2005 Thank you for your consideration of reinstating this position 024 City of El Segundo Inter - Departmental Correspondence July 19, 2005 To: Jeffrey Stewart, City Manager From: Jack Wayt, Chief of Police Subject: Reclassification of Officer to Lieutenant This memo is intended to provide further detail regarding the new program request titled "Professional Standards Lieutenant" in our preliminary fiscal year 2005 -2006 budget request In order to meet City mandates to reduce our budget over the past several years, the police department has, among other things, eliminated several positions, frozen several others and reclassified yet others One of those reclassifications was from a lieutenant to an officer, during fiscal year 2004 -2005 This proposal would reclassify one position from officer to lieutenant, thereby returning that position to its prior status However, I am proposing to deploy that lieutenant differently than before My proposal is to create a Professional Standards Unit (PSU) which this lieutenant will lead. That lieutenant will be responsible for maintaining and updating our general order manual, ensuring compliance with all departmental rules and regulations, and overseeing the investigation of all personnel complaints In addition, the lieutenant will conduct, coordinate, or oversee, as the situation dictates, personnel investigations for the city as appropriate After weighing several suggestions from staff for moving toward restoring our staffing to previous levels, against mandates to reduce our budget expenditures, I decided to move forward with this reclassification proposal only The primary reasoning for this was that the cost is less than unfreezing either of the officer positions, the benefits of a PSU to the department should be significant, it will create promotional opportunities within our ranks and finally, the city should expect to see reduced costs for hiring outside investigators as well as save valuable staff time previously committed to personnel investigations It is my opinion that this reclassification would have a significant, positive impact upon the city and the police department at a relatively small cost 0 2 kl LIBRARY & CABLE SERVICES INTER - DEPARTMENTAL CORRESPONDENCE Date: July 21, 2005 To: Jeff Stewart, City Manager CC: Bret Plumlee, Director of Administrative Services From: Debra Brighton, Director of Library & Cable Services Subject: Revised recommendation for a part-time Senior Video Technician classification Per your request, I am providing additional background to justify this position Currently, the Cable Division has three tiers of part-time no benefit fob classifications, Video Technician 1 -III, which are mostly young students who require direct supervision A Senior Tech would perform supervision of the V.T.'s 1 -III during evening, weekend and additional hours when the full -time crew of Dan, Robert, and the Program specialist are off That person would also be able to train and develop the skill levels of those lower positions which is an ongoing need At this time, Robert has taken on many cable duties in addition to his graphic and photography work, however the necessity of him working holidays and overtime hours to tape evening meetings and events are starting to impact the cable division's personnel budget Dan also has to flex his schedule to the point of working many weekends and evenings so that daytime coverage at the studio has become increasingly light Unfortunately, yesterdays fire at Chevron in the morning was not covered because of staff already covering the union strikers, and no other crew available during the day A part-time Senior Video Technician would possess the technical and supervisory skills needed during evening and weekends to accomplish tasks normally required by permanent Cable staff This higher skilled video production position would fill a supervisory level need, use existing part-time hours to reduce overtime pay, and contribute to the overall quality of service within the Division U2ti .O U) 0) C0 i FL .0 A c6 m U N E E O O O m a) cn n LL O O N O O LL .C: cn N �O IL E 0 E cm mo m O � U a cn �.o c� a� Cd � o U O � cd c� cn Q U 7! Pi `i` u as 0 N 0 N w .� U 0 C2 Q N 0 N 0 0 cld U O � 027 New CIPAC Recommended Projects Carryover Projects /Continuing Projects New Projects for FY 05 -06 FY 0405 V 05 -06 $2,221,950 $11,611,076 $24,088,490 $1,200,000 (Increase) / Decrease ($2,221,950) ($12,477,414) ($1,200,000) Projects not carried over from FY04 -05 $5,464,700 $0 $5,464,700 Difference $27,510,440 ($10,434,664) U45 Pro osed FY2005 -06 CIP Pro /ecl FY 04 -05 Bud at General Funds Gas Tax Water Funds Sewer Funds Other Total (Increase)/ Decrease 1 Main Street @ Imperial Entry Enhancement $20000 $20,00 ($20,000 2 3 4 Storm Drain and Catch Basin California/Impenal Maple Ave / Nash Ave Damage Improvement New Sidewalk Repair $12,000 $16,000 $28,00 ($28,000) $50,000 $50,00 ($50000) $40,000 TDA3 $6950 $46950 ($46,950) 5 6 7 8 Five Year Street Reconstruction $174,000 $174,00 ($174,000 ($50,000) ($40000) ($98,000) Main St / Imperial Irrigation Replacement Tennis and Basketball Ball Court Resurfacing Electrical Upgrades at Rec Park (field lighting) Racquetball Court Refurbishment Fire Station No 2 Funding Installment Water Main Replacements $50000 $40000 $50 00 $40,00 $98,000 $98,00 9 10 11 $50,000 $50,00 ($50,000) $250,000 $250 000 ($250,000) $832,00 $832,00 ($832,000 12 Sewer Main Repair $333,000 $333,00 ($333,000) ($250,000) 13 Sewer Lift Station Rehabilitation Subtotal $250,000 $250,00 $ $500,000 $300,000 $832,000 $583000 $6,95C $2,221,95 ($2,221,950 14 5 16 17 18 Five Year Street Reconstruction Douglas Street Gap Closure (estimated expenditure total budget$325M) 500 Block of East Sycamore City Hall Improvements Roof Replacement City Hall Downtown Specific plan improvements (Hentage Stones) Aquatics Facility Refurbish Children s Playground Telemetry System 3Mg Reservoir Seismic Evaluator, Replace Sewer Mains CDBG Automatic Doors CDBG Ramps Residential Sound Insulation Program Soccer Fields Golf Course Capital Projects Subtotal $192,000 $215,000 Various Fund ces Sources $14,000,000 $192000 $23,000 ($13,177,774) ($96,500) 8822,22 $400,000 $125000 $14600 WO $96,500 $765,20C $125,00 $96,500 $400,000 $125,00 $365,20 $ ($20,000) 19 20 21 22 23 $653,000 $305,000 $20,000 $20,00 $653,000 $225,000 $653,00 $225,00 $350,00 $35,00 $360,400 $ $80,00 $0 $ ($35,950) $350000 $350,000 $3500 $324,450 $16,20 $2,500,000 $5,500,000 $35000 24 25 26 27 28 $360,400 CDBG CDBG $55390 $16200 $S539( ($65390) $0 $16,20 $5,500000 $60,000 RSI $2,000,000 $2,000,00 $5500,00 $500,00 $0 ($60000) 29 $60,00 $11,611,076. $6,983,000 $288500 $385,000 $360,400 $16,07159 $24,088490 ($12,477,414) $1,20000 $1,20000 ($1,200,000) rOougNash Street Two-way Conversion s only) Subtota $0 $0 $0 $0 $0 $1,200,000 $1,200,00 ($1 200,000 Projects not tamed ove $5,464700 $5,464700 Grand Total $17,075,778 $7,483000 $588,5001 $1,217,000 $943,4001 $17,27854 $27,510440 ($10,434,664) U45 a .0 N i .ai L 4=0 rco V O C/) m U) 0 O W N CL V O 4-j U �J ,N J LL . 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