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2015-11-18 Item 08D - First Quarter & CIP Status Report AGENDA REPORT City Council MEETING November 18, 2015 DATE: PREPARED Teri Shoemaker DEPT. Tim Nash BY: Nancy Rau DIRECTOR: DEPARTMENT: Finance CITY MANAGER: Karen P. Brust SUBJECT: First Quarter Fiscal Year 2015-16 Capital Improvement Program Report RECOMMENDED ACTION: Council take the following actions: 1 . Receive the FY 2015-16 First Quarter Capital Improvement Program Status and Completion Reports-, and 2. Adopt City Council Resolution No. 2015-79, approving the proposed adjustments to the Capital Improvement Program. STRATEGIC PLAN: This item falls within the Organizational Efficiency and Effectiveness focus area of the Strategic Plan, maintaining the City's financial health. FISCAL CONSIDERATIONS: The fiscal impact associated with the staff recommendation is a decrease to the FY2015-16 approved CIP budget in the amount of $7,637,348.29. The majority of the decrease is due to the reduction in project budgets for TransNet Program Funds, Traffic Mitigation Fees Fund and Regional Transportation Congestion Improvement (RTCIP) Fees Fund. The projects associated with the reduction of budget are still open and active projects. TransNet budgets on various projects were replaced with General Funds and Traffic Mitigation Fees in the FY 2015-16 through FY 2020-24 Capital Improvement Program. The TransNet Program Funds were re-allocated to the Annual Street Overlay Project during the FY 2015-16 budget process. The reduction in Traffic Mitigation Fees is for revenues related to the City of Carlsbad's share of the La Costa Avenue Improvements project that was delayed until FY 2017-18. The RTCIP funds are being returned and are also projected to be in FY 2017-18. The remaining funds that are returned are from projects that are completed and closed with the exception of the return of the duplicate appropriation in the Governmental/Educational Access Fund. There are five projects that are receiving a new appropriation and/or transfer from the operating budget. Two projects are requesting an intra-project transfer in order to consolidate all expenditures for the EnerGov phase. 1111812015 Item #81113 Page 1 The table below summarizes these fiscal impacts to the various CIP funds: Capital Improvement Plan (CIP) Amendments Fund Appropriation Returns/ Transfers Net Fund (New) Reduce (Intra-projects) Impacts General Fund (101) $305,001 ($259,545) ($228,805) $45,456 $228,805 TransNet Program Fund (211) ($34,061) ($4,752,517) ($4,718,456) Gov't/Educational Access Fund (213) ($190,000) ($23,800) ($190,000) $23,800 Federal Capital Grant Fund (223) $89,325 ($40,293) $49,032 Donations & Contributions Fund ($1,157) ($1,157) (229) Traffic Mitigation Fees Fund (233) ($11,632) ($2,011,632) ($2,000,000) Regional Transportation Congestion Improvement (RTCIP) Fees (234) ($768,054) ($768,054) CSD Replacement Fund 512 $2,757 $2,757 ESD Replacement Fund (522) ($5,720) ($5,720) TOTAL $394,326 ($8,031,675) $0 ($7,637,349) BACKGROUND: Status of the City's Capital Improvement Program is reported to City Council at the first, second (Mid-Year), and third quarters of the fiscal year. Attached are two progress reports. The first is a compilation of all active projects. (ATTACHMENT 1) This report includes the project name, project number, responsible department, project budget (as of September 30, 2015), project expenses (as of September 30, 2015), estimated completion date, and any pertinent project notes. The projects are listed in their respective categories: • Consultant Services and Studies ("Work Projects") • Drainage Projects • Wastewater Projects • Public Facilities Projects • Parks and Beaches Projects • Streets and Rail Projects Many of the listed projects have multiple years of funding. Funding amounts in the report include all prior appropriations through the current fiscal year (FY 2015-16), but do not include any funds proposed in FY 2016-17 and later. Upon completion and final accounting, projects are closed and the remaining balances are returned to the funds. These projects are not considered active projects. The second report lists the projects that have been closed since the last status report. (ATTACHMENT 2) Since the last status report each year is at third quarter, the fourth quarter projects that are closed are included in the first quarter of the following fiscal year. ANALYSIS: At the end of the first quarter of FY 2015-16, there are 84 active City projects in various stages of progress. Fourteen projects have been closed since last year's third quarter CIP Status Report, May 13, 2015. At this time, staff is proposing 25 adjustments to the Capital Improvement/Work Project Program as follows: 1111812015 Item #8D Page 2 Appropriation Requests 1) Appropriate $160,000 from the General Fund (101) to the Housing Element Update (WC1413) project. The At Home in Encinitas project is nearing completion; the budget approved by Council needs an adjustment in order to meet future unfunded project demands. City staff is requesting a budget adjustment in the amount of $160,000. This increase is important to make sure that the work plan is up-to-date and the back-end work flow is managed. The $160,000 is itemized as follows: $25,000 for the Draft Environmental Impact Report (EIR) response to comments, $25,000 for Public Hearings/Decisions (CC & PC), $60,000 for Ballot Package preparation and $50,000 for Public Vote (County Registrar of Voters). 2) Appropriate $140,000 from the General Fund (101) to the North Coast Highway 101 Streetscape (CSO4D) project. At the September 9, 2015 City Council meeting, Council authorized the Finance Director to allocate the General Fund monies for additional design expense associated with adding potential parking areas in three locations on the east side of North Coast Highway 101 . A budget resolution was not included so staff is including this appropriation in the first quarter budget resolution. 3) Appropriate $50,013 of Federal Grant Funds (223) to the 2014 Assistance to Firefighters Grant (WF16A) project. On July 1, 2015, the Department of Homeland Security (DHS) awarded the Encinitas Fire Department a grant to purchase a new Self Contained Breathing Apparatus (SCBA) air compressor system for Fire Station 5. City Council accepted the grant on August 19, 2015. 4) Appropriate $39,312 of Federal Grant Funds (223) to the Civic Center Improvements (CF15A) project. Encinitas received an allocation of $39,312 in grant funding for the purchase of an emergency standby generator to be purchased and installed in conjunction with the City Hall Sewer Rehabilitation project. The grant was accepted by the City Council at the September 9, 2015 meeting. A budget resolution was not included with the agenda so staff is including this appropriation in the first quarter budget resolution. 5) Shift $5,001 from the General Fund (101) Fire Operations Division operating budget to the 2014 Assistance to Firefighters Grant (WF16A) project. Staff is requesting this shift from the operating budget to the CIP budget to fund the City's 10% matching share of the grant appropriated to purchase the new SCBA air compressor system for Fire Station 5. Transfer Requests 6) Transfer $228,805 of remaining General Funds (101) from the H.T.E Replacement (WC09C) project to the Enterprise Workflow Management (EnerGov) (WC16A) project. Staff is requesting this transfer to move the budget for the EnerGov portion of (WC09C) in order to consolidate all the expenditures for this phase of the project into the new (WC16A) project. H.T.E. Replacement (WC09C) will close after this transfer. 1111812015 Item #8113 Page 3 7) Transfer $23,800 of Governmental/Education Access Funds (213) from the Governmental/Education Access-Equipment Update (WC12C) project to the Enterprise Workflow Management (EnerGov) (WC16A) project. Staff is requesting the transfer of the budget amount for the Business Registration portion of (WC12C) in order to consolidate all of the expenditures for the EnerGov phase. Reduce/Return Monies to Fund Balance — Project Remains Open 8) Reduce $4,718,456 of TransNet Program Funds (211) from the following projects, Safe Routes to School (CS01 E) project - $564,000, Traffic Safety/Calming (CS02F) project - $204,200, Traffic Signals Modification (CS02G) project - $166,252, North Coast Highway 101 Streetscape (CSO4D) project - $3,461,004 and Encinitas Community Park Off-Site Improvements (CS0713) project - $323,000. Staff is recommending the re- allocation of these TransNet Program Funds. During the FY 2015-16 budget process, the returned TransNet dollars were appropriated to the Annual Street Overlay project. The above named projects received General Fund (101) and Traffic Mitigation Fees (233) in place of the TransNet Program Funds (211). 9) Return $190,000 of Governmental/Educational Access Funds (213) to fund balance from the Governmental/Educational Access-Equipment Update (WC12C) project. Staff is recommending returning a duplicate appropriation; this appropriation is part of the $895,000 that was approved during the budget process. A request for early appropriation of$190,000 was approved in June 2015 (Resolution: 2015-27.) 10)Reduce $2,000,000 of Intergovernmental Agency Revenue in the Traffic Mitigation Fees Fund (223) from the La Costa Avenue Improvements (CS11C) project. Staff requests the reduction of the Intergovernmental Agency Revenue in the Traffic Mitigation Fees Fund from the previous budget reflecting the City of Carlsbad's share of the project. During the budget process for the FY 2015-16 — FY 2020-21 Six-Year Capital Improvement/Work Project Program and Financial Plan, Carlsbad's share of this joint project was delayed until FY 2017-18, when construction is anticipated. 11)Return $768,054 from Regional Transportation Congestion Improvement Program Fees (RTCIP) (234) to fund balance for the La Costa Avenue Improvements (CS11C) project. Staff recommends the return of the RTCIP Funds to fund balance in order to appropriate them in the Six Year Capital Improvement/Work Project Program and Financial Plan when construction is anticipated. These funds are proposed for appropriation to this project in FY 2017-18. Return Monies to Fund Balance and Project Closures 12)Close the Cottonwood Creek Watershed LID Retrofit (CS14D) project. All of the funds appropriated to this project are spent. This project is complete and staff recommends closure of this project. Council accepted the report in May 2015 and the final reimbursement check from the State received on September 8, 2015. 1111812015 Item #8113 Page 4 13)Return $201,171 to the General Fund balance (101) the remaining balance as of July 1, 2015 from the CSA-17 Benefit (WFCOA) project. An appropriation to transfer the CSA-17 Benefit remaining balance is requested in the Operating First Quarter Report in newly created Fund 230. WFCOA will close and beginning on July 1 , 2015, the CSA-17 revenue which includes the EMS Agreement with the County for ALS first responder, EMS support services, and the annual monitor-defibrillator maintenance agreement coverage will be appropriated in the new fund. 14)Return $2,747 of General Funds (101) and return $39,770 of Federal Grant Funds (223) to fund balance from the Manchester Avenue Culvert Repair (CX11G) Project. Staff is recommending the closure and return of funds because this project is complete. Council accepted the improvements and authorized the filing of the Notice of Completion on December 10, 2014. The City received the final reimbursement from the Federal Granting Agency on July 30, 2015. 15)Return $3,220 to General Fund balance (101) from the Traffic Counts Circulation Element (WC09C) project. This project remained open in anticipation of the Planning Department utilizing the funds for traffic counts related to the housing element. The Traffic Engineering operating budget had sufficient funds to pay for the traffic counts; therefore, staff is recommending that the remaining project funds be returned to fund balance and the project closed. 16)Return $12,491 to General Fund balance (101) and $6,564 to TransNet Program fund balance (211) from the Quail Gardens Drive Traffic Safety/Calming (CS15D) project. The project was complete in May 2015 and included the installation of crosswalk striping, rectangular rapid flashing beacons and vehicle speed feedback signs. Staff recommends the return of funds and closure of this project. 17)Return $31,127 to General Fund balance (101) from the Pacific View Land Acquisition (CP15A) project. The land acquisition is complete. The City received bond proceeds of $10,000,000 and $60,000 of General Funds was administratively transferred on April 1 , 2015 from the Pacific View Phase I Environment (WC14C) project in order to consolidate the cost of purchase into one project. Final accounting is complete and staff recommends the project is closed with a return of funds to fund balance. 18)Return $7,518 to General Fund balance (101) for the Grade Separated Rail Crossings (WCO2A) project. The funds in this work project were used as the City's contribution towards the Santa Fe Undercrossing and for the landscaping and fencing next to the undercrossing. SANDAG secured the majority of the funds and oversaw the construction of the undercrossing. The final portion of the fencing was completed in April 2015. Staff recommends the return of funds and closing of the project. 19)Return $1,271 to General Fund balance (101) from the Moonlight Beach Construction (CP13B) project. The Notice of Completion was filed on June 19, 2013 and the final billing paid in May 2015. Staff Requests returning the funds to fund balance and the closing of the project. 1111812015 Item #8113 Page 5 20)Return $27,497 of TransNet Program Funds (211) and $11,632 of Traffic Mitigation Funds (233) to fund balance from the Gardendale Traffic Calming and Safe Routes to School (CS12F) project. The construction portion of the project was completed on May 24, 2013 and the Notice of Completion was executed on November 13, 2013. The education and outreach portion of the project was completed in spring 2015 and the final grant reimbursement received in August 2015. Staff recommends the return of funds to fund balance and closure of this project. 21)Return $4 of Federal Grant Funds (223) to fund balance from the Let's Move Encinitas Pedestrian Plan (CS13D) project. Staff presented The Pedestrian Plan to Council on March 18, 2015. The City received the grant funds and the project is complete. Reimbursement was $4 less than the original budget; therefore, the remaining budget will be returned to the fund. 22)Return $1,157 of Restricted Donation & Contribution Funds (229) to fund balance from the Community Enhancement Mizel Donation (WC08G) project. The work project closed July 1 , 2015 and the remaining balance returned to the 229 fund balance. In the FY 2015-16 budget process, Council appropriated the $75,000 Mizel Donation (229) and the $75,000 matching funds transfer from the General Fund (101) to the 229 fund for a total of $150,000. The new project created to track this program in the operating project "MIZEL." The work project WC08G is closed as of July 1 , 2015. 23)Return $518 of Federal Capital Grant Funds (223) to fund balance from 2014 State Homeland Security Grant (SHSG) Equipment/Training Grant (WF14A) project and close the project. This SHSG Grant (CDFA #97.067) purchased the Holmatro rescue equipment ("Jaws of Life") on Engine #2366 (Station 6) for approximately $12,000. This equipment is critical for search and rescue operations and #2366 did not possess this equipment. Also this grant funded rope rescue equipment for low angle and confined space rescues ($14,200), helmets for Public Works crews ($1 ,200) and mandated Blue Card incident command training ($4,900). All reimbursement funds have been received and the project is closed. Reimbursement was $518 less than the original budget; therefore, the remaining budget will be returned to the fund. 24)Return $2,757 of CSD Capital Replacement Funds (512) to fund balance from Olivenhain Pump Station Upgrade (CC04F) project. Construction of the Olivenhain Sewer Pump Station Upgrade is complete and the project can be closed. Council accepted the improvements and authorized the filing for Notice of Completion on May 15, 2013. 25)Return $5,720 of ESD Replacement Funds (522) to fund balance from the Moonlight Beach Pump Station Improvements (CE12D) project. Work on this project was completed in April 2015 and staff recommends returning the remaining balance and closing the project. ENVIRONMENTAL CONSIDERATIONS: The action being considered by the City Council is exempt from the California Environmental Quality Act (CEQA) because it is not a "project" under Section 15378(b) (5) of CEQA Guidelines. The action involves an organizational or administrative activity 1111812015 Item #8113 Page 6 of government that will not result in the direct or indirect physical change in the environment. ATTACHMENTS: 1: FY 2015-16 First Quarter Capital Improvement Program Status Report 2: Closed Projects through September 30, 2015 3: Resolution No. 2015-79, entitled, "Amending the Fiscal Year 2015-16 Capital Budget" 11/18/2015 Item #8D Page 7 Capital Improvement Projects Status Report- Fiscal Year 2015-16(1st Quarter) Attachment 1 11/1812015 Item #81) Page 8 Projectto Date Project to Date Remaining Anticipated WPICIP Responsible Budget as of Expenditures Transfers Balance as of Completion Date', Project Title No. Department 0913012015 as of 9130/2015 or Returns 9/30/2015 (Month-Year) Status CONSULTANT SERVICES&STUDIES(WORK PROJECTS 1 ACOE Shoreline Protection WB06A PW/ENG 1,420,951 1,155,792 0 265,159 6/30/2016 Remaining items include:Finalizing Chief's Report,Negotiating for Project and Study Engineering and Design(PED). Once the PED Agreement is approved this project will be closed and the PED will be included in the Coastal Storm Damage Reduction Pro ect WB16C. 2 SCOUP-Sand Compatibility WB08C PW/ENG 537,331 448,175 0 89,156 On-going Winter Sand Berming at MLB,Spring Import of Sand to MLB. Opportunistic Use Program 3 TMDL Compliance Program WB11A PW/ENG 190,000 116,932 0 73,068 On-going The Carlsbad Watershed Water Quality Improvement Program(WQIP)is complete and awaiting adoption by the Regional Water Quality Control Board. Approval is anticipated by 1-30-2016. Once the WQIP is approved by the Board the strategies in the WQIP will be implemented 4 Beach Habitat Study WB16A PW/ENG 150,000 0 0 150,000 TBD This is a required survey by the Coastal Commission and the ACOE for the SCOUP (WB08C)and the Coastal Storm Damage Reduction Project(WB16C). The timing of the study will be driven by those pro ects. 5 Enhancement of Native Habitats WB16B PW/ENG 206,393 43,441 0 162,952 2020 This a 5 year SEP project with the San Elijo Lagoon Conservancy. The first quarter in San Elijo Lagoon Ecological report was submitted on October 15,2015. Reserve Pro ect 6 Coastal Storm Damage WB16C PW/ENG 250,000 0 0 250,000 on-going PED will begin following the approval of the PED Agreement(see W1306A). Reduction Project 7 GIS Basemap Updates and WC01A GIS 678,600 606,358 0 72,242 Ortho:ongoing An ortho(i.e.aerial photo)project with a regional consortium is to be completed Enhancements Easements:TBD every 2 years. For the initial project,Encinitas received its data in October 2015 and GIS is currently processing the ortho and contour deliverables,which were flown/gathered in October 2014. The easement mapping project is due to resume in Q2 FY2016. Approximately 2 8 Open Space Mgmt.Plan WC08K PLANNING& 74,499 64,424 0 10,075 On-going As a required component of the Multiple Habitat Conservation Program(MHCP) BUILDING Subarea Plan and to ultimately receive authorization from the Wildlife Agencies to implement Encinitas'habitat management plan,the City began preparation of an Open Space Management Plan(OSMP)in 2008.The OSMP will help complete the Encinitas Subarea Plan and permitting process by identifying specifically which lands will be monitored and managed,how they will be managed,and the related costs. No future funding is requested. Pending the outcome of the Encinitas Stewardship Program(Early MHCP Implementation program(WC11A)),the next step is to report to Council to provide more information on the OSMP. 9 H.T.E.System Replacement WC09C IT 1,266,211 1,037,406 (228,805) 0 TBD The EnerGov Project is composed of two phases.Phase 1 Business Registration and Project Cashiering is complete.The remainder of phase 1,primarily Clerk related business processes,is nearing completion.Phase 2 will replace the Planning,Building, Engineering and Inspection systems(primarily H.T.E.).Phase 2 will also include a new Citizen Self Service System(CSS),which is a web facing public portal. Phase 2 is planned to start in FY16. Transfer remaining balance to WC16A Enterprise Workflow Management(EnerGov)at 1 st Quarter 10 Citywide Flood and Channel WC09D PW/ENV 225,000 177,174 0 47,827 FY 2018 City pursuing a citywide programmatic permit for ongoing maintenance activities of Maintenance Permitting Program stormwater and flood control systems. Phase 1-Identifying facilities has been completed 11 Technology Replacement WC10A IT/GIS 1,544,099 687,613 0 856,486 On-going This is an ongoing project consisting of operation's infrastructure,website redesign, Project online public records request software,inventory bar coding,bid management software,bar code printer decentralization and GIS support for website applications. 12 Fees and Other Studies WC10B FINANCE 199,060 140,045 0 59,015 Project to be Cost Allocation,Development Fees Study and Mitigation Fees Study complete. Staff moved to reviewed data from consultant. Public hearing and council presentation was held on operating budget August 19,2015. Follow-up to questions to be addressed at October 21,2015 11/1812015 Item #81) Page 8 Capital Improvement Projects Status Report- Fiscal Year 2015-16(1st Quarter) Attachment 1 11/1812015 Item #81) Page 9 Projectto Date Project to Date Remaining Anticipated WPICIP Responsible Budget as of Expenditures Transfers Balance as of Completion Date', Project Title No. Department 0913012015 as of 9130/2015 or Returns 9/30/2015 (Month-Year) Status CONSULTANT SERVICES&STUDIES(WORK PROJECTS CONTINUED 13 Citywide Landscape&Lighting WC10C PW/ENG 200,000 56,124 0 143,876 on-hold Consultant prepared draft report of Preliminary Analysis of Assessments. Project on District Prop 218 Ballot hold-determination on which streets are city's responsibility for tree maintenance& potential streetlight conversions. 14 Encinitas Habitat Stewardship WC11A PLANNING& 217,941 101,464 0 116,477 March 2016 Staff retained a biological firm(Dudek)to assist in complete an initial assessment Program(Early Multi-Habitat BUILDING report to help prioritize properties/projects for cleanup of City owned habitat Consery Plan Implementation) property.The initial assessment report was presented to Council in September 2015. Council directed further public outreach as well as Environmental Commission review. Beginning in FY15/16,funds for the Stewardship Program are included in the Planning&Building operating budget($62,600). This project to stay open with rpma n no funds 15 Governmental/Educational WC12C IT 1,673,368 203,645 (213,800) 1,255,923 On-going This is an ongoing project to support access to governmental and educational Access Project-Equipment programming through the acquisition and maintenance of technical infrastructure. Update This includes audio/visual equipment in City Council Chambers,broadcast equipment in the video control room,the City's Institutional Network(I-Net)infrastructure and new government channel programming. Duplicate appropriation returned at 1st auarter 16 Safe Funding WC13B PW/ENG 222,446 48,256 0 174,190 Design of the Traffic Operations Center is complete. The furnishings and equipment will be ordered by the end of FY 2015. 17 Cityworks Server WC14A GIS 108,000 69,778 0 38,222 Jun-17 Facilities in Cityworks and CCTV integration for Wastewater have funding available, and have been placed on the IT/GIS work plan for FY16/FY17. Upgraded mobile solutions remain in progress. 18 Housing Element Update WC14B PLANNING& 690,732 335,422 0 355,310 November 2016 To make adequate provisions for the housing needs of all income levels,a BUILDING jurisdiction must identify adequate sites with the appropriate zoning in place. Where the element does not demonstrate appropriately zoned sites sufficient to accommodate the regional housing need(RHNA)by income level,a program must be included to identify sites that can be developed within the planning period. The project will rely on some of the efforts already completed as part of the Comprehensive General Plan Update as well as recent Council direction related to 19 Rail Corridor Vision WC15A PW/ENG 227,500 1,470 0 226,030 Dec-17 MOU approved by City Council on April 8,2015. Caltrans Grant awarded($175K)in March 2015. Caltrans reviewing scope of work and schedule for final approval. RFP pending Caltrans approval. 20 Active Transportation Plan WC15B PW/ENG 75,000 0 0 75,000 Dec-16 Contract pending award to KTU+A. 21 Comprehensive Parking Study WC15C PW/ENG 50,000 0 0 50,000 Dec-16 RFP released,contract award-November 2015.Winter and Summer counts required. 22 Urban Agriculture Ordinance WC15D PLANNING& 50,000 0 0 50,000 October 2016 Direction and funding was given in May 2014 for staff to develop an Urban Agriculture BUILDING Ordinance that removes unnecessary regulations,without jeopardizing overall quality of life.Direction was also given to develop standards for AG Tourism,community gardens,farmers markets,goats,roosters/hens,and reduced setbacks for bees. Project went to Council on 8/20/15 and is anticipated to return to Council for a workshop in Jan.2016. Anticipate savings when project is final. 23 Update Inclusionary Ordinance WC15E PLANNING& 50,000 0 0 50,000 June 2016 Direction and funding was given in May 2014 for staff to update the City's BUILDING Inclusionary Housing Ordinance to better address the need for affordable units reserved in new development projects. Staff presented a draft ordinance to Council in September 2015 at which time staff was directed to hold a workshop to further vet the Inclusionary and Affordable Housing issue. This$50,000 was originally allocated to cover consultant costs,which will largely include outside legal counsel. Actual costs may vary depending upon the ultimate scale and scope of the ordinance. 11/1812015 Item #81) Page 9 Capital Improvement Projects Status Report- Fiscal Year 2015-16(1st Quarter) Attachment 1 11/1812015 Item #81) Page 10 Projectto Date Project to Date Remaining Anticipated WPICIP Responsible Budget as of Expenditures Transfers Balance as of Completion Date', Project Title No. Department 0913012015 as of 9130/2015 or Returns 9/30/2015 (Month-Year) Status CONSULTANT SERVICES&STUDIES(WORK PROJECTS CONTINUED 24 Gray Water System Educational WC15F PLANNING& 5,000 0 0 5,000 July 2016 Together with the San Dieguito Water District and the Water Quality Control Board, Materials BUILDING the City will develop and display educational material(i.e.handout)that defines and explains the value of installing a private gray water system,helps promote and encourage energy efficiency,and reduces water consumption through the use of gray water to irrigate landscaping.Graywater web page and FAQ available as of October 12,2015. Costs still to be incurred for the printing of materials. Project will have a qRvmns 25 Arts Master Plan WC15G CM/ARTS 80,000 0 0 80,000 Mar-16 Staff anticipates going out to RFP in Fall 2015 to select a consultant for this project. Council increased the project budget to$80,000 in June 2015. 26 Alternative Fuel Study for City WC15H PW 10,000 0 0 10,000 Jan-16 Complete a comprehensive fleet study to ascertain the feasibility of converting the Fleet City's fleet to alternative fuels.Issue RFP and receive report.Council appropriated $10k for the project,actual project cost est.$40k.Additional appropriation request for the project is scheduled to go to Council 08/19/15.Council approved additional funding.Completion expected Jan 2016. 27 Enterprise Workflow WC16A IT/GIS 130,411 1,350 252,605 381,666 17-Jun EnerGov Phase 2-This phase will build upon the customer service improvements Management(EnerGov) and underlying core technology implemented in EnerGov Phase 1.Phase 2 will expand EnerGov functionality,(to include permitting,inspections,and mobile)for the following departments:Planning,Building,Code Enforcement,Fire Prevention,and Public Works Engineering.Additionally,Phase 2 will include new customer facing self-service features,such as electronic plan submittal,online inspection scheduling, and real time project status. 28 Roadway Master Plan WC16B PW/ENG 250,000 0 0 250,000 17-Jun Scope of work may be modified to add Circulation Element Update. 29 Mobile Workforce WC16C IT/GIS 35,000 1,353 0 33,647 On-going This project consolidates mobile hardware(primarily iPads)and related peripherals (i.e.cases,cords,etc.)for all City departments,which will allow relevant staff to have access to mobile applications applicable to their duties and related to one or more of the City's business systems which include but are not limited to:enterprise workflow management,work order/inspection management and data collection/updates on City owned or maintained assets and infrastructure. Currently,GIS data review,update, and collection,and inspection management through Cityworks have been deployed to select staff. 30 Facade Improvement Program WC97F CM 200,000 159,243 0 40,757 On-going Two$3,000 grants paid in FY 2015. 31 Cottonwood Creek Runoff Plan WD02A PW/ENG 41,575 40,144 0 1,431 TBD Grant(settlement)funded project awarded by the RWQCB for address water quality issues associated with Cottonwood Creek. Remaining fund to possible be used for education and outreach related to Prop 84 proiects. 32 South Leucadia/Vulcan Ave WD16A PW/ENG 75,000 0 0 75,000 42537 Preliminary LID study completed in September 2016. Storm Drain Project 33 La Costa Basin Permitting WD16B PW/ENG 50,000 0 0 50,000 TBD It is anticipated that the process to seek the necessary permits will begin during the second half of FY 2015-16. 34 Green Building Incentive WF10A PLANNING& 44,000 16,200 0 27,800 On-going The Green Building Incentive Program encourages"green"construction techniques Program BUILDING by providing funds to assist applicants with final certification inspections. Projects that propose and achieve certification through the Build It Green GreenPoint Rated program for residential projects or the US Green Building Council's LEED program for commercial projects would be provided up to$2,000 per application to assist with costs of the respective program's final certification inspection.The Council adopted an Environmental Policy on October 8,2008 that included a requirement to ensure green building practices in all public and private development and funded the project beginning FY2010. This project will be incorporated into the operating budget during the two-year cycle for FY15/16&FY16/17($20,000),but the funds remaining here should stay in place to cover projects that are already in place. 11/1812015 Item #81) Page 10 Capital Improvement Projects Status Report- Fiscal Year 2015-16(1st Quarter) Attachment 1 11/18/2015 Item #81) Page 11 Projectto Date Project to Date Remaining Anticipated WPICIP Responsible Budget as of Expenditures Transfers Balance as of Completion Date', Project Title No. Department 0913012015 as of 9130/2015 or Returns 9/30/2015 (Month-Year) Status CONSULTANT SERVICES&STUDIES(WORK PROJECTS CONTINUED 35 Pacific View Consultant Services WF15A PW/ENG 75,000 46,019 0 28,981 Jul-16 The PDR went to Council in Sept.2015. It is anticipated that a contract for public/private real estate consulting services will be entered into in October 2015. 36 Parks Master Plan WP15I PARKS&REC 100,000 0 0 100,000 Summer 2016 The primary purpose of the Parks Master Plan is to create a roadmap for upgrades, expansions,and potential additions to the City's park system to meet both current and future community needs for parks,open space,and trails that contribute to the public's health and well-being. The plan will address the existing parks and policies in addition to recommendations that will improve access to parks,improve park facilities,and identify funding sources to implement the plan. Anticipated completion qijmmpr?n16 11,403,117 5,557,827 (190,000) 5,655,290 Category Total 11/18/2015 Item #81) Page 11 Capital Improvement Projects Status Report- Fiscal Year 2015-16(1st Quarter) Attachment 1 11/18/2015 Item #81) Page 12 Project Title WPICIP No. Responsible Department Projectto Date Project to Date Budget as of Expenditures 0913012015 as of 9130/2015 Transfers or Returns Remaining Anticipated Balance as of Completion Date', 9/30/2015 (Month-Year) Status DRAINAGE PROJECTS 37 Storm Drain Repair CD05E PW/ENG 2,271,001 1,412,042 0 858,959 On-going On-going Master Project. 38 El Camino Real Channel Storm Drain Repairs/Improvements CD06D PW/ENG 1,517,323 591,377 0 925,946 Construction complete March 2016+5 year monitoring Completing environmental documentation. Construction contract award 10/ 2015. Work to begin in November 2015. 39 (229)Manchester Ave @ MiraCosta Drainage Improvements CD07C PW/ENG 56,902 0 0 56,902 N/A Belmont Contribution. Category Total 3,845,226 2,003,419 0 1,841,807 WASTEWATER PROJECTS-CARDIFF SANITARY DIVISION 40 CSD Collection System Rehab CC04E CSD 3,080,469 377,882 0 2,702,587 On-going Funding for repair/rehabilitation projects as necessary. 41 Olivenhain Trunk Improvements CC04J CSD 6,123,702 843,735 0 5,279,967 Jan-18 EIR currently under review by State and Federal regulatory agencies.Anticipate going to bid Spring 2016.Construction expected to take approximately 18 months. 42 Lone Jack&Somerset Main Replacement CC07B CSD 1,793,280 9,500 0 1,783,780 Jun-17 Design to start in 2016. 43 Coast Blvd Pump Station Upgrades CC14B CSD 1,000,000 303,706 0 696,294 Jun-17 Awaiting regulatory approval. Timing contingent upon double tracking. Anticipate going to bid Spring 2016,construction expected to take approximately 1 year. 44 SEJPA Plant Improvements CC16A CSD 719,459 0 0 719,459 On-going Annual contribution to SEJPA capital improvement program. 45 Sewer Master Plan Update CC16B CSD 60,000 0 0 60,000 Category Total 12,776,910 1,534,823 0 11,242,087 WASTEWATER PROJECTS-ENCINITAS SANITARY DIVISION 46 Batiquitos 2004 Pump Station CE04A ESD 2,559,020 Improvements 2,190,839 0 368,181 On-going Annual contribution to LWD capital improvements at Batiquitos pump station. 47 Collection System Rehabilitation CE04H ESD 1,587,685 348,444 0 1,239,241 On-going Funding for repair/rehabilitation projects as necessary. 48 Encina Plant Improvement CE16B ESD 1,037,971 42,500 0 995,471 On-going Annual contribution to EWA capital improvement program. 49 Master Plan Implementation CE16C ESD 60,000 0 0 60,000 On-going Annual contribution to EWA capital improvement program. Category Total 5,244,676 2,581,783 0 2,662,893 PUBLIC FACILITIES PROJECTS 50 Fire Station#2 Construction CF04C FIRE 6,856,126 6,788,392 0 67,734 TBD Station complete-Pending Final Accounting with Risk Mgmt. 51 Facilities Master Plan CF12B PW/FACILITIES 44,797 37,016 0 7,781 Complete Closed July 2015. 52 Civic Center Improvements CF15A PW/FACILITIES 1,758,613 360,737 0 1,397,876 Jan-16 Civic Center Sewer Rehabilitation construction started October 2015. 53 Library Community Room Remodel CF16C CITY MANAGER 50,000 0 0 50,000 Jun-16 Double set of blinds being replaced and a motorized system to be installed. New surface to be installed on the stage. Category Total 8,709,536 7,186,145 0 1,523,391 11/18/2015 Item #81) Page 12 Capital Improvement Projects Status Report- Fiscal Year 2015-16(1st Quarter) Attachment 1 11/18/2015 Item #81) Page 13 Projectto Date Project to Date Remaining Anticipated WPICIP Responsible Budget as of Expenditures Transfers Balance as of Completion Date', Project Title No. Department 0913012015 as of 9130/2015 or Returns 9/30/2015 (Month-Year) Status PARKS&BEACHES PROJECTS 54 Recreation Trails Development CPOOF PARKS&REC 552,636 542,883 0 9,753 TBD Upon completion of the Active Transportation Plan,which is a comprehensive plan Fund that combines Trails Master Plan,Bicycle Master Plan,and Transit Feasibility Study and the Pedestrian Safe Routes to School,potential trail development projects will be identified.According to the Trails Master Plan,there are 80 miles of trails and 40.5 es are develo ed. 55 Park Improvement Projects CP04G PARKS&REC 1,505,342 1,242,469 0 262,873 On-going The Par Recreation Department identifies projects for park and recreational facilities/amenities on an annual basis funded by revenue from cellular tower lease agreements. Projects may include,but are not limited to the replacement of various park/beach/trail amenities and rehabilitation of existing facilities/amenities. FY 15/16 includes replacement of playground equipment at Encinitas Viewpoint Park dependent upon bid results 56 Habitat/Open Space Acquisition CP05A PLANNING& 395,000 6,932 0 388,069 On-going This project involves the acquisition and preservation of habitat/open space parcels BUILDING from willing sellers in support of the approved SANDAG Multiple Habitat Conservation Program(MHCP),Storm Water/Watershed Management Program and habitat preservation and open space goals. The City will utilize local funds to leverage federal and state grants and/or any other opportunities that may arise. The City seeks to establish a balance between new development and the maintenance and preservation of these valuable environmentally sensitive habitat and open space resources. Planning requests to move project to Parks&Recreation Dept.to monitor,budget,etc. ('TEA Grant is no longer available to the City$134,242- Augmentation form was forwarded to Finance on 3/25/15.) 57 Encinitas Community Park CP13A PARKS&REC 19,540,388 18,376,693 0 1,163,695 Complete Encinitas Community Park is finished however,there are items pending that need to Construction Phase be completed prior to closing the project. 58 Standard Pacific Park Site CP14A PARKS&REC 212,060 0 0 212,060 TBD Once Funding is identified for the design and development of this project,it is Design anticipated the 3.14 acre park will include facilities and equipment commonly found at neighborhood parks,such as children's play equipment,turf area and picnic facilities. However,the type of facilities to be included at the site will be determined during the planning and design process,including community workshops. 59 Beacon's Beach Access CP14B PARKS&REC 100,000 56,819 0 43,181 2015/16 An Updated Geotechnical Feasibility Study for Beacon's Beach Access was completed on November 21,2014. The Final Report was sent to the California Coastal Commission(CCC)staff to review. Preliminarily,CCC staff has concerns and will not support the preferred method of stabilization. The City,CCC staff and CA State Parks are working to identify a method of stabilization amenable to the CCC and CA State Parks in FY 15/16. Appropriations in FY16-17 will provide for the 60 MLB Marine Safety CP14C ENG/MARINE 3,100,000 90,799 0 3,009,201 5/1/2017 Architect under contract for design effort. Plans 30%complete. Begin permitting Headquarters Rebuild SAFETY process in August 2015. 61 ADA Parking Lot Upgrades CP15B PARKS&REC 40,000 0 0 40,000 Jul-05 On September 11,2013,the City adopted Resolution 2013-41,the Transition and Self-Evaluation Plans Under the Americans with Disabilities Act(ADA)and Section 504 of the Rehabilitation Act of 1973,and directed staff to complete the funded CIP projects as previously approved by the City Council at the June 12,2013 meeting. Item#20 of the Transition Plan identifies several City parking lots in need of upgrades for compliance.The project includes hiring a consultant to conduct an ADA Assessment of all parking lots maintained by the parks&recreation department. 62 Dune Restoration CP16A PW/ENG 150,000 15,154 0 134,846 FY 2018 Entered into a contract with Moffatt and Nichol for the development of a Cardiff State Beach Living Shoreline Conceptual Plan. It is anticipated that this phase will be completed by May 1 2017. 63 Leo Mullen Artificial Turf CP16B PARKS&REC 1,000,000 0 0 1,000,000 TBD Remove turf and install artificial turf 64 Leo Mullen Lights CP16C PARKS&REC 135,000 0 0 135,000 TBD Install conduit and lights on the soccer field Category Total 26,730,426 20,331,749 0 6,398,677 11/18/2015 Item #81) Page 13 Capital Improvement Projects Status Report- Fiscal Year 2015-16(1st Quarter) Attachment 1 11/18/2015 Item #81) Page 14 Project Title WPICIP No. Responsible Department Projectto Date Project to Date Budget as of Expenditures 0913012015 as of 9130/2015 Transfers or Returns Remaining Anticipated Balance as of Completion Date', 9/30/2015 (Month-Year) Status STREETS&ROADS PROJECTS 65 Safe Rte.2 Schools Program (City) CS01E PW/ENG 1,731,932 1,189,129 0 542,803 On-going Master Program-ongoing. 66 Traffic Safety and Calming CS02F PW/ENG 176,165 136,040 0 40,125 On-going Master Program-ongoing. 67 Traffic Signal Modifications CS02G PW/ENG 573,788 517,674 0 56,114 On-going Master Program-ongoing. 68 1-5 Interchg @ Encinitas Blvd CSO4B PW/ENG 1,655,000 1,541,868 0 113,132 15-Nov Environmental Doc/Project Report completed. Currently being reviewed by Caltrans. 69 No.Coast Hwy 101 Streetscape CSO4D PW/ENG 2,952,996 1,791,120 0 1,161,876 FY 17/18 In design review and environmental documentation underway. 70 Santa Fe Dr Improvements CS07B PW/ENG 2,957,305 1,448,708 0 1,508,597 15-Dec In construction. Expect to be completed this FY. 71 (401)Devonshire Dr Traffic Calming CS10G PW/ENG 125,000 17,831 0 107,169 On-going Master Project. 72 La Costa Avenue Improvements CS11C PW/ENG 3,475,000 68,465 (2,768,054) 638,481 TBD Traffic study completed. Project scope will be determined with on-going meetings with the City of Carlsbad. Return to fund Carlsbad's share and RTCIP appropriation. Proposed in the 6 year plan for FY2017-18. 73 Enc Comm.Park Mitigation/Santa Fe @ Scripps CS12E PW/ENG 38,000 0 0 38,000 TBD City's financial contribution for traffic impacts. 73 ECP Offsite Improvements CS13C PW/ENG 750,000 563,839 0 186,161 TBD Master Project for future traffic mitigation costs. 74 Encinitas Blvd SR2S Improvements CS13E PW/ENG 663,908 622,721 0 41,187 15-Dec Construction is complete. The as-builts for the irrigation system need to be completed 75 Upgrade Traffic Signals-El Camino Real Etc. CS14E PW/ENG 411,100 42,690 0 368,410 Apr-16 Waiting for authorization from Caltrans to proceed. 76 Upgrade Traffic Signals- Leucadia Blvd Etc. CS14F PW/ENG 551,700 52,990 0 498,710 Apr-16 Waiting for authorization from Caltrans to proceed. 77 Urania Ave Neighborhood Traffic Calming CS14G PW/ENG 128,000 22,819 0 105,181 Mar-16 Design underway. 78 FY2014-15 Annual Street Overlay CS15A PW/ENG 2,250,895 1,899,486 (351,409) 0 Completed The remaining budget is done as an annual transfer to CS16A. This project is a continuous project,however,Finance assigns a new project#each fiscal year in order to track each ear's street overlay activity. 79 South Coast Hwyl01 Sidewalk Improvements CS15C PW/ENG 100,000 7,915 0 92,085 Jul-16 Design underway. 80 Saxony Rd Traffic Safety/Calming CS15E PW/ENG 175,000 39,680 0 135,320 Jun-16 The sidewalkwill be completed by June 2016. 81 FY2015-16 Annual Street Overlay CS16A PW/ENG 3,000,000 3,180 351,409 3,348,229 Apr-16 Construction contract awarded October 2015. Annual transfer of remaining budget on FY14-15 Overlay Project CS15A. 82 ADA Curb Ramp Project Transition Plan Compliance) CS16C PW/ENG 50,000 0 0 50,000 on-going Master Project. 83 Paul Ecke Central Improvements CS16D PW/ENG 150,000 0 0 150,000 Aug-16 Speed Feedback Signs and Rectangular Rapid Flashing Beacons have been ordered and are expected to be installed by December. The sidewalk will be completed during the summer when school is not in session. Category Total 21,915,789 9,966,154 (2,768,054) 9,181,581 STORM RELATED PROJECTS 84 Hwy 101 Emergency Repair Project CX11F PW/ENG 311,821 132,347 0 179,474 May-16 Request for construction allocation from Caltrans is underway. The construction plans are anticipated to go out to bid in October 2015. It is anticipated that the pro ect will be completed in May 2016. Category Total 311,821 132,347 0 179,474 Capital and Work Project Total 90,937,501 49,294,246 (2,958,054) 38,685,241 11/18/2015 Item #81) Page 14 Capital Improvement Projects Status Report-CLOSED PROJECTS-Fiscal Year 2015/16(1st Quarter) Attachment 2 11/1812015 Item #81) Page 15 Project Category WP/ Responsible Total Funding, Final Returned to Fund/ Remaining Remarks Title CIP No. Department Amount cost Transferred to Project Balance CONSULTANT STUDIES AND WORK PROJECTS Grade Separated Rail Crossing WCO2A CM 2,302,604 2,295,086 (7,518) 0 Project complete. 1 (229)Community Grant Program-Mize)Donation WC08G CM/ARTS 507,165 506,008 (1,157) 0 This is an annual donation from the Mizel Family Foundation that matches dollar for dollar the City's annual allocation to the Community Grant Program. This project is closed and transferred to operating in FY2015-16. 2 Traffic Counts Circulation Element WC09E PW/ENG 21,000 17,780 (3,220) 0 Project closed and completion form to be submitted on 8-18- 2015. 3 Cottonwood Creek Watershed LID Retrofit Plan CS14D PW/ENG 242,460 242,460 0 0 Study was presented to Council in May 2015.The final invoice was submitted to the State Water Resources Control Board in July 2015. Project completion form submitted on 10-21-2015. 4 2014 SHSG Equipment/Training Grant WF14A Fire 32,906 32,325 (581) 0 Project complete. 5 CSA-17 Benefit Fee WFCOA Fire 1,202,582 1,001,412 (201,170) 0 Project moved to operating budget 1 July 2015 Category Total 4,308,717 4,095,071 (213,646) 0 DRAINAGE PROJECTS None Category Total 0 0 0 0 WASTEWATER PROJECTS CSD/ESD 6 Olivenhain Pump Station Upgrade CC04F CSD 6,709,635 6,712,390 (2,755) 0 Project complete and closed 7 MLB Pump Station Improvements CE12D ESD 34,500 28,780 (5,720) 0 Final billing paid May 2015. Category Total 6,744,135 6,741,170 (8,475) 0 PUBLIC FACILITIES PROJECTS 8 None 0 0 0 0 Category Total 0 0 0 0 PARKS&BEACHES PROJECTS 9 Moonlight Beach Construction Phase CP13B PARKS&REC 4,643,627 4,642,356 (1,271) 0 Complete.Project closed and remaining funds to be returned to GF. 10 Pacific View Land Acquisition(Bond Proceeds) CP15A FINANCE 10,060,000 10,028,873 (31,127) 0 Complete-final accounting recorded. Category Total 14,703,627 14,671,230 (32,398) 0 STREETS&ROADS PROJECTS 11 Gardendale Traffic Calming&SR2S Project CS12F PW/ENG 463,080 423,951 (39,129) 0 Completed and project will be closed and remaining funds will be returned to fund for future projects. Form Submitted 8-25- 2015.1 st Qtr-11/18/15. 12 Enc Let's Move Pedestrian Travel&SR2S Plan CS13D PW/ENG 210,450 210,446 (4) 0 Pedestrian Plan was presented to Council on March 18,2015. Project can be closed.Project will close at 1 st Qtr 11/18/15. 13 Quail Gardens Dr.Traffic Safety/Calming CS15D PW/ENG 55,000 35,945 (19,055) 0 Form submitted 9-2015. Close at 1st quarter 11/18/16. Category Total 728,530 670,342 (58,188) 0 STORM RELATED PROJECTS 14 Manchester Ave Permanent Restoration Repair CX11G PW/ENG 160,101 117,583 (42,518) 0.00 Close project at 1st Quarter 11/18/15. Project Category Total 160,101 117,583 (42,518) 0 Capital and Work Project Total 26,645,110 26,295,396 (355,225) 0 11/1812015 Item #81) Page 15 Attachment 3 RESOLUTION NO. 2015-79 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ENCINITAS AMENDING THE FISCAL YEAR 2015-16 CAPITAL BUDGET WHEREAS, on June 10, 2015 the City of Encinitas City Council adopted Resolution No. 2015-32 appropriating the budget for Fiscal Year 2015-16; and WHEREAS, changes in anticipated revenues and/or expenditures of the City of Encinitas necessitates a revision of the appropriations for Fiscal Year 2015-16; and WHEREAS, the City Council has reviewed the proposed Fiscal Year 2015-16 budget amendments; and NOW, THEREFORE, BE IT RESOLVED, DETERMINED AND ORDERED that the City Council of the City of Encinitas does,hereby, adopt the First Quarter Budget amendments for Fiscal Year 2015-16 as summarized by attachment A, "Capital Improvement Plan (CIP)Amendments." PASSED AND ADOPTED this l8th day of November, 2015, by the following vote, to wit: AYES: NAYS: ABSENT: ABSTAIN: Kristin Gaspar, Mayor City of Encinitas ATTEST: Kathy Hollywood, City Clerk 1111812015 Item #813 Page 16 Attachment A Capital Improvement Plan (CIP) Amendments Fund Appropriation Returns/ Transfers Net Fund (New) Reduce (Intra-Project) Impacts General Fund (101) $305,001 ($259,545) ($228,805) $45,456 $228,805 TransNet Program Fund (211) ($34,061) ($4,752,517) ($4,718,456) Gov't/Educational Access Fund ($190,000) ($23,800) ($190,000) (213) $23,800 Federal Capital Grant Fund (223) $89,325. ($40,293) $49,032 Donations & Contributions Fund ($1,157) ($1,157) (229) Traffic Mitigation Fees Fund (233) ($11,632) ($2,011,632) (2,000,000) Regional Transportation Congestion Improvement (RTCIP) Fees (234) ($768,054) ($768,054) CSD Replacement Fund (512) ($2,757) ($2,757) ESD Replacement Fund (522) ($5,720) ($5,720) TOTAL $394,326 ($8,031,675) $0 ($7,637,349) 11/18/2015 Item #8D Page 17 BRIEFING FOR ITEM 8D (18 November 2015): Appropriate$160,000 from the General Fund (101)to the Housing Element Update(WC14B) project. The At Home in Encinitas project is nearing completion;the budget approved by Council needs an adjustment in order to meet future unfunded project demands. City staff is requesting a budget adjustment in the amount of$160,000.This increase is important to make sure that the work plan is up- to-date and the back-end work flow is managed.The$160,000 is itemized as follows:$25,000 for the Draft Environmental Impact Report(EIR) response to comments,$25,000 for Public Hearings/Decisions (CC& PC), $60,000 for Ballot Package preparation and $50,000 for Public Vote (County Registrar of Voters). Request Rationale $25,000 for the potential for an extraordinary • Most comments are received at the end of the amount of public comments on the Draft EIR public review period;the amount is an unknown project variable;to stay on schedule, having the funds available will ensure that the Final EIR can be prepared without delay and keep the project on schedule • These funds would only be used if the amount of comments exceeded that assumed in the EIR contract $25,000 to support Planning Commission and City • Needed to finalize the Zoning Standards and Council hearings process Design Guidelines, as the public review process will result in some changes • Planning Commission requested the consultants attend one study session $60,000 to prepare the ballot measure package • EMC Chapter 30.00 includes significant notification requirements • Expert consultant services are needed to prepare a successful and lawful ballot measure $50,000 pass-through costs to County Registrar of • Best estimate now for these pass-through Voters to place project on the November 2016 costs ballot • Setting aside funds in advance promotes readiness for keeping the project on schedule Key Reasons for Additional Funds: • Responding to the public process • Maintaining the tight project schedule Timing for Funding Request: • Funds for the project have been requested in advance of key milestones so the work can be completed on schedule;this request is being made now because the remaining key milestones are upcoming • The request is being made now as part of the regular budget adjustment because the mid-year adjustment is too late to be considered as part of comprehensive budget adjustments Current Project Appropriation Item Approved By Date Amount Notes Initial budget Council 19 Feb. 2014 $246,605.53 Closed Comprehensive General Plan Update project(WC09A) and transferred remaining balance to create the new At Home in Encinitas project(WC14B) EIR Council 25 Feb. 2015 $295,000.00 Contract with RECON for EIR preparation Community Council 25 Feb. 2015 $9,126.00 Overtime costs for staffing of Dialogue Sessions Community Dialogue Sessions, (Nov. 2014) transferred from operating budget Consultant Council 21 May 2015 $50,000.00 Regular two-year budget allocation services for consultant services Legal counsel Council 27 May 2015 $90,000.00 _ Legal services TOTAL BUDGET $690,731.53 Current Project Costs Project budget $690,731.53 Spent to date $410,242.53 BALANCE (committed to current consultant agreements and direct project costs) $280,489.00 Work Products Available at www.AtHomeinEncinitas.info What's Next with At Home in Encinitas Period Milestone Consultants Supporting City Staff May-December 2015 City staff prepares Draft EIR RECON, Chen Ryan Associates, Hogan Guiney November 2015 Public input on draft design guidelines and MJE Marketing, Code Studio, proposed changes to the zoning code Winter&Company January-February Draft EIR public review and comment RECON, Chen Ryan Associates, 2016 period Hogan Guiney, MJE Marketing February-March 2016 City staff prepares responses to comments RECON, Chen Ryan Associates, on Draft EIR Hogan Guiney April 2016 Final EIR published RECON, Chen Ryan Associates, Hogan Guiney Spring 2016 Planning Commission recommendation and All City Council decision on Plan and endorsed plan to be referred to Encinitas voters November 2016 Public vote on new housing plan None Certification process HCD and Coastal Commission certifications Code Studio, Winter&Company, Veronica Tam and Associates -C-Uth N CO C 3 0_ O Y J U c off m> Q „C2 ay Cup m N II 'OJO C Q U C _u. 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