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HomeMy WebLinkAboutMinutes 1998-09-30 Mayor Eugene R. Mullin Council: James L. Datzman Joseph A. Fernekes ---Karyl Matsumoto John R. Penna MINUTES City Council Municipal Services Building Community Room September 30, 1998 ~PECIAL MEETING CITY COUNCIL OF THE CITY OF SOUTH SAN FRANCISCO SEPTEMBER 30, 1998 NOTICE IS HEREBY GIVEN, pursuant to Section 54956 of the Government Code of the State of California, that the City Council of the City of South San Francisco will hold a Special Meeting on Wednesday, the 30th day of September 1998, at 6:00 p.m. in the Municipal Services Building, Community Room, 33 Arroyo Drive, South San Francisco, California. Purpose of the meeting is a study session for discussion of: Capital Improvement Program Dated: September 11, 1998 City Clerk City of South San Francisco CALL TO ORDER: ROLL CALL: AGENDA (Cassette No. 1) Capital Improvement Program .5-/20 ACTION TAKEN 6:00 p.m. Mayor Mullin presiding. Council Present: Council Absent: Datzman, Fernekes, Matsumoto and Mullin. Penna. City Clerk Battaya stated Councilman Penna in- formed her Office that he would be out of the coun- try and unable to attend tonight's meeting. Mayor Mullin stated the purpose of the meeting was a study session to discuss the five year Capital Im- provement Program. City Manager Wilson stated the Director of Public Works will give an overview of the CIP and focus on four significant projects. Two of which are 9/30/98 Page 1 AGENDA .__Capital Improvement Program - Continued. 9/30/98 Page 2 ACTION TAKEN underway, and two that have Council on-going in- volvement. At the conclusion there will be a greater detailed presentation by the Fire Chief and the Di- rector of the Library. At the conclusion we will ask the City Engineer to then refer you back to the draft CIP with full explanation on the process he went through in developing this budget. Director of Public Works Gibbs related: this is a five year CIP, together with the packet sent to you this week; there are three staff reports; he has four major projects he will touch base on - the two larg- est projects are the WQCP and the Oyster Point Flyover, next is the fire stations and the Library; he will outline the Treatment Plant and the Oyster Point Flyover, and the Library Director will go over the feasibility study; when she is through she will hand it back to him and he will request a couple of minutes for the fire people to put their equipment together; at the 10/14/98 meeting he will give Coun- cil a full blown presentation on the Plant, and he will have the analysis of bids; he will be expecting the Council to award the bids for construction and the further extension of the design support as con- struction goes along; Battle Wells will be present at the meeting to walk Council through the rate struc- ture and how it will be paid back; the City has authorized an increase over the last few years, so he wants explained, how the money is put together and how it will be paid back; the City applied for and was granted a State loan and that is $49.5 million; he went out to bid through the normal process and received $41.5 for the construction and the rest goes towards administrative costs; BCDC requires im- improvements to the Bay Trail for a million dollars; he gave background information on the WQCP shar- ing with San Bruno on a 66/36 basis; the Plant pumps 8.5 million gallons per day up to 13 million gallons per day which is the limit of our permit; one half a million gallons is the requirement for San Bruno with the other millions of gallons going to S.S.F. for their projected requirements over the next few years; there was a needs assessment for use in both cities and what improvements were needed to bring it into compliance and avoid violations for equipment breakdowns. Discussion followed: Mayor Mullin asked, what do you have to do to increase it to 13 million gallons per day; because of the way the City is growing, another analysis will be needed for capacity and we AGENDA ._.C.Capital Improvement Program - Continued. 9/30/98 Page 3 ACTION TAKEN will have to start again with the whole process; so, this is like a never ending process; this is affecting capacity because of the bio tech people coming in east of 101 and their demands, which are ever in- creasing; the projected analysis is through 2015; we have a permit from MPDS that says 13 million gal- Ions; the Federal Government changed the product, so you had to treat it and pull out a lot more, so the rating dropped down to 8 million gallons at the stroke of a legislative pen; it was the amount of solids that effectively brought down the gallons; staff was using the term improvement project, rather than expansion project which is more difficult; TRUX is out there leasing some in-land portions of the plant for parking; the City Manager has run numbers from a parking point of view, and without the expansion the money received from parking may exceed the savings from Tillo, and maybe we could reassess them,; if the City took over the Tillo land, the City will have enough room for further expan- sion; the pumps will be upgraded; there is a new JPA being written and brought to both Councils for a presentation; the Subcommittee has reviewed the cost of the Plant, which included ali of the elected officials and staff from both cities; the cost of the loan is 2.6% per annum in interest; staff went after the maximum loan and the State gave us $49.5 million with a maximum amount of $50 million; the people at the Plant are excited about what is happen- ing; the Plant itself will be one of the better ones on the northern peninsula; all issues have been worked out in a cooperative manner with San Bruno; should San Bruno decide next year they might need another 200,000 gallons - that would be bought under anoth- er set of circumstances; it will be built and we can sell them capacity; Mayor Mullin likes the new settling ponds; there are also geese at the Plant. Director of Public Services Gibbs gave an overview of the flyover: which is Phase II of the overpass touching down into Oyster Point at Gateway; it did not get built because of the Shearwater problems, because of the Company not being solvent or having the means to develop it and being owned by a firm in Japan; the new owners went back to the original design, went to Caltrans and they came to the con- clusion that a one lane bridge would not meet the needs of 2002, and suggested we build two lanes and the Council agreed; the hook ramps could not be built because they were in the shell mounds; the only possible location is further south along AGENDA ___Capital Improvement Program - Continued. 9/30/98 Page 4 ACTION TAKEN Bayshore, and it was necessary to revise the design in order to snake the hook ramps beneath and that is why it went to 16 million; in order to revise again the structure to accommodate the hook ramps the original cost should be borne by the Developer, he has to pay for the modifications to that; Caltrans is looking at it as one project, because the take off point is further down; the hook ramps have to be built, otherwise we are out of form with Caltrans, so they are looking at it as two projects and it will be phased; there were problems with relocation of the utilities that run along the Freeway and are expen- sive to relocate; staff expects to start construction the early part of next year, the necessary documents are in place, and Caltrans has given a go ahead; the Oyster Point Widening Project has been started, and has a ten month construction period, and they have started the embankments. Mayor Mullin stated he addressed the Oyster Point Business Park on the subject and got a standing ovation, because that is finally going to take place to alleviate traffic. Director of Public Works Gibbs related: most of the bridge contractors are finishing up in the bay area and are available for work, there are five of them, and he feels he will get competitive bids; it is a simple task to bring all those temporary beams to our location to give us a good bid; contractors watch what goes to Caltrans and are familiar with up com- ing jobs; he gets calls asking when the plans will be ready, and he thinks $16 million is a bit high for the project. City Manager Wilson stated State Codes have changed since the building was built in 1966, and also with the fire stations, wherein there are seismic and structural changes needed for health and safety. City Librarian Sommer related: the West Orange Library, after 32 years in operation, is struggling in a space bursting from the population, the foot traffic in the library and service demands; the expansion of the library will allow staff to look towards the fu- ture; last year Council approved a resolution autho- rizing staff to hire an architect, we hired Group 4 and a library consultant; there were three focus groups including library staff and library board- members to elicit feedback for the assessment; she cited the major concerns - back entrance is poorly AGENDA _Capital Improvement Program - Continued. 9/30/98 Page 5 ACTION TAKEN designed, poor lighting with glare, parking is inade- quate; electrical and data capacity is limited for high-demand computer stations, poor handicapped accessibility and the elevator is not ADA accessible, current security system is unreliable, insufficient room for a multitude of functions, wall and roof structures on the main tloor require extensive reme- dial work to bring up to Code; ADA requirements are not met, lack of air conditioning on main floor and not meeting current code requirements in the basement, current electrical service is inadequate if loads are added, existing fire alarm system is not adequate to support modern fire alarm devices, mechanical and electrical systems are inefficient; West Orange Library has 24,000 gross sq. ft. and needs 34,738 gross square feet to shelve the current collection; peninsula libraries circulation has gone up dramatically and demands on services growing; need space for Project Read, group study room with four to six seats, 15 new computers, small public meeting rooms, Friends of the Library store, a small cafe operated by a contractor; multi-media produc- tion room for the students; in the next phase Group 4 will supply cost estimates for building plan alter- natives - a mezzanine plus a new, two-story addi- tion, and construction of a new facility on the cur- rent property; $400,000 is requested for the prepara- tion of building plans, specifications and an engi- neering plan for the construction of a 21st century West Orange Library. Discussion followed: the $400,000 includes the parking lot; Councilwoman Matsumoto feels librar- ies are very important and looks to supporting a brand new building; City Manager Wilson stated it is important to look at the land available, for many of staff are of the opinion that if you want a brand new facility, that site may not be the answer because a new structure may not be good for the neighbor- hood; if the library has to go to a temporary loca- tion, Burlingame found it was $1 million and they are out of their facility for more than two years; those costs are similar to the restoration of City Hall and it is painful to pay that kind of rent; Council- woman Matsumoto stated she would like to see a new building; to do that one would have to look at a new site; the space needs assessment was based on cities with similar populations using the American Library and public library standards; opening up branches duplicates services at a lower level and the needs are not addressed; the Library Board is very AGENDA .__Capital Improvement Program - Continued. 9/30/98 Page 6 ACTION TAKEN supportive of building a whole new library for the needs of the 21st century; City Manager Wilson stated there is a whole caveat discussion of the library and fire stations, we don't know what the product is, and so, we don't know what the cost is, tbr it could cost $11 million and two new fire sta- tions could cost more; so, the Council does not have enough information tonight; Councilwoman Matsumoto thinks the Corporation Yard is fabulous, but when you look at who needs the use - so will you kind of look at that; what role has Group 4 played; they worked with the City and the consultant and hired an outside firm to do an analysis of the building, they are under contract and staff will meet with them after direction is given by Council; Councilman Fernekes likes the idea of exploring the new library with some alternatives; some libraries have built their parking lots underneath; Mayor Mullin stated, considering cyberspace - what effect is that going to have on libraries, as more and more people get connected to the internet in their homes; there is less need to go to a library; he stated the entire premise of the request, not withstanding the shortcomings of a 30 year old building, is based on growth and we have a city that will have over 70,000 people in the 21st century; City Librarian Sommer stated, they said library services will go down with TV, for people will not read as much, yet the library use continues to grow; people think they can find everything on the internet and right now many services are free, but that will change; right now the libraries are training people on the internet; Mayor Mullin states he gets nervous for his church is building a building for $800,000 and this is an engineering study for $400,000; he is concerned with putting the citizens in a huge finan- cial outlay, for the next presentation is going to be that amount and more and he is concerned in spend- ing other peoples money; he is not totally convinced that the building we have will not be functional and adequate to meet the needs 20 or 30 years from now; questioning the comment that the roof struc- tures on the main floor have several spots noted as being grossly overstressed; it means we have more loads into the building than it was originally de- signed for, and he put in the latest Code require- ments and wind loads and checked out the roof, and that is what they are talking about; some of these loads go back into the walls from the roof and the floor because it is suspended; Mayor Mullin stated books were not put on the roof, and thought because AGENDA __~apital Improvement Program - Continued. 9/30/98 Page 7 ACTION TAKEN that was our emergency center, it would not come down; that is true of the basement; the EEOC is a bomb shelter to house us for 60 days; Mayor Mullin noted, the bottom of the library only has a small portion being used; City Manager Wilson stated it looks like all three options should be explored, the last one is the most challenging and maybe we can go subterranean for parking; Mayor Mullin stated library funding is dead in this legislative session and if we are talking about a new library for $6 million - where do we get the money; City Manager Wilson stated we could, depending on the priority of other projects, pay cash for that, but it would inhibit the CIP; Vice Mayor Datzman wants to see a profes- sional assessment done in a summary form, that would be helpful in making a decision; Mayor Mullin stated the schools are getting rid of books and replacing them with computers, not that he necessarily agrees with that, but what was a library is now a media center; he would like to get the traffic impact, for he knows the City is expanding the parking lot and there could be some concern from the neighborhood; if a second story parking level is built it would be backing into peoples' homes; staff considered taking out two or three homes. Fire Chief Lee related: the numbers Council is about to see in the report are covered in the CIP before Council; he is asking Council to authorize staff to develop a facility plan, appropriate funds this year to hire a consultant to prepare site and eleva- tion drawings and that is $40,000; seismic retrofit of the apparatus bay doors is $150,000 at three fire sta- tions; and $31,000 for normal fire station mainte- nance for there is carpet staining from the roof at Central Fire Station; Council funded a study for a needs assessment of Central Fire Station and the study was expanded; staff hired Marcy Li Wong Architects to examine the existing physical condi- tions of the stations, including seismic and function- ality and the living environment; looked at FEMA's guidelines for the seismic option level and looked at the operational level, immediate occupancy level, life safety level and collapse prevention level; the study provides a menu of projects; the administra- tion office was not a part of this which is inadequate and outgrown. Discussion followed: is there any advantage in having the public safety in the same place, we just AGENDA ,__.Capital Improvement Program - Continued. 9/30/98 Page 8 ACTION TAKEN did that with all of the permit people; it helps with communications and common issues get taken care of; City Manager Wilson stated probably another pressing need is a communications center for both departments for physical expansion, so when the fire leaves, the space will be absorbed by communica- tions; Fire Chief Lee stated the EEOC has outlived its function at the library and should be moved to one of the fire stations to get multi use, meeting rooms and training; a full seismic report was not done on Arroyo, the space is inadequate and there is water leakage since 1981, the ventilation is no good for personal living and needs work; the report rec- ommends relocating the fire station with a cost estimate of $3.4 million to rebuild it on the corner parking lot on Camaritas; however, staff does not recommend that for it is not feasible, it does not provide space, it is difficult to park and it would compound the problem; staff is looking at response time involved wherever the station is relocated, which could not be more than a minute and a half; Fire Station #2 was built in 1972 and the drainage is bad, the emergency generator has to be replaced, the kitchen remodeled, install male and female facilities and an exercise area for $2.1 million; staff recom- mends, over a three year period, to spend $240,000 and this year do the seismic apparatus so we can get out of the doors during an earthquake; Station #4 was built in 1969, requires seismic upgrades of the existing plywood shear walls, a moment-frame at the apparatus bay doors, additional ties on the roof, lateral support at beam-to-column connections and reconfigured to provide separate male and female facilities and an exercise area; Station #5 is in excel- lent condition, however, the apparatus bay door may need new plates where the moment-frame is connect- ed to the column; he asked that the expenditure include moving the administrative office; etc. Discussion followed: Vice Mayor Datzman stated last year we were in a budget session and the Coun- cil said what about Central Fire Station, and there was a decision to set aside $20,000 to study it and where it would go and now there is a conscious decision to run the other stations into the presenta- tion; the issues being presented are the same issues as when we moved into this building in 1981; we said last year Central Fire has to be enlarged or replaced, the building is out dated, but part of the question was where else do we have to go; Fire Chief Lee stated no, the study was to take a look at AGENDA .... .Capital Improvement Program - Continued. 9/30/98 Page 9 ACTION TAKEN the station, the seismic work and the structure; Vice Mayor Datzman stated $600,000 is a lot of money over a three year period; he asked, where does the building go and when is the EEOC going to be ad- dressed; the Fire Chief will identify a location and come back to Council with the cost; City Manager Wilson stated the Fire Department is the best expert when it comes to site locations, because they know the response times better than anyone, but when we identify choices, then comes the site plan and the rest; Councilman Fernekes wants staff to use their expertise, as they did with the Corporation Yard for that is a place that is going to be there for a number of years; Councilwoman Matsumoto was supportive and feels the presentation was quite thorough; May- or Mullin stated the money aspect is very high to replace two fire stations, and maybe Council can take our resources because the money is rolling in, but we have to keep in mind how to fund this; he has been in all of the facilities, and concurs that Central is in dire shape and this one is in poor shape and the one on the other side of the freeway where we have to do the seismic work; the Fire Chief's plan for the next three years makes sense and the report was comprehensive, as well as the Library Director's; however, the decisions are major impact decisions and they have to be made with a lot of forethought. City Engineer Kianpour explained: the identified columns; the history of the projects in the columns; the estimated pie chart of CIP expenditures and how they identify projects; the joint study impact of utilities on our roads; restricted funds and unrestricted funds; and prioritization schemes. Discussion followed: Mayor Mullin offered differ- ent language on some of the CIP items; Vice Mayor Datzman wants to see the plan on Item No. 4; Item No. 13 funding could come from Gas Tax; Council- woman Matsumoto wants to look at access to 280 from Hickey as an alternative; Vice Mayor Datzman complimented the Director of Public Services on getting the funds on the railroad crossing; SFIA Director Martin is asking that the ANIP agreement for no residential use under the flight path be ex- tended for ten years, when asked by the City Man- ager for more ANIP funds; Mayor Mullin spent the day in Oakland with David Valkenaar on moving the CNEL levels to 60 and then pushing them to 55 CNEL; City Manager Wilson stated his Secretary AGENDA ACTION TAKEN ..... Capital Improvement Program - Continued. ADJOURNMENT: Allene will contact each Councilmember for a 10/14/98 special meeting at 5:15 p.m. for a Closed Session on the evaluation of the City Attorney. M/S Datzman/Matsumoto - To adjourn the meeting. Carried by unanimous voice vote. Time of adjournment was 9:05 p.m. RESPECTFULLY SUBMITTED, · Battaya, City Clerk City of South San Francisco APPROVED. ~tgyeno~s c~u th u~ 2nn 'F r [anYc~co The entries of this Council meeting show the action taken by the City Council to dispose of an item. Oral communica- tions, arguments and comments are recorded on tape. The tape and documents related to the items are on file in the Office of the City Clerk and are available for inspection, review and copying. 9/30/98 Page 10