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HomeMy WebLinkAbout08.05.2020 SP Minutes @3:30MEASURE W CITIZENS’ OVERSIGHT COMMITTEE SPECIAL MEETING MINUTES AUGUST 5, 2020 PAGE 1 MINUTES SPECIAL MEETING MEASURE W CITIZENS’ OVERSIGHT COMMITTEE OF THE CITY OF SOUTH SAN FRANCISCO P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, California 94083 Meeting to be held: Via TELECONFERENCE PURSUANT TO THE PROVISIONS OF THE GOVERNOR’S EXECUTIVE ORDERS N-25-20 AND N-29-20 ALLOWING FOR DEVIATION OF TELECONFERENCE RULES REQUIRED BY THE BROWN ACT & PURSUANT TO THE ORDER OF THE HEALTH OFFICER OF SAN MATEO COUNTY DATED MARCH 31, 2020 AS THIS MEETING IS NECESSARY SO THAT THE CITY CAN CONDUCT NECESSARY BUSINESS AND IS PERMITTED UNDER THE ORDER AS AN ESSENTIAL GOVERNMENTAL FUNCTION WEDNESDAY, August 5, 2020 3:30 PM Call to Order. Time: 3:33 p.m. Roll Call. PRESENT: Chair Wong, Committee Member Alcalde and Committee Member Zemke ABSENT: Committee Member Brosnan STAFF: Senior Civil Engineer Torres, Principal Engineer Ruble, Director of Capital Project Gilchrist, Finance Director Salisbury, and Assistant City Attorney Lai. Chair Wong questioned the seat of Vice Chair De Paz to which the Committee Secretary reminded the committee that Vice Chair De Paz was appointed as a Commissioner to the Housing Authority. Chair Wong then asked if there would be another member to which Committee Secretary responded with information provided by the City Clerk’s Office that there would be applicant interviews, but that they were delayed due MEASURE W CITIZENS’ OVERSIGHT COMMITTEE SPECIAL MEETING MINUTES AUGUST 5, 2020 PAGE 2 to COVID. Chair Wong confirmed with the Committee Secretary that there is a quorum with three members present. Committee Member Alcalde announced that he would be resigning in the end of December when his term expires. Chair Wong also stated that her term expires in October and questioned if she would be allowed to serve or if she would need to reapply. Committee Secretary confirmed that she would need to reapply. Agenda Review. No changes to agenda. PUBLIC COMMENTS Members of the Public were encouraged to submit remote public comments in writing by 1:30PM prior to the meeting and the Committee Members confirmed they received the two Public Comments that were emailed out prior to the meeting. Committee Secretary also confirmed that she would keep an eye on email and voice mails and should any come up they would be read into the minutes. Two public comments received prior the deadline related to items on the agenda. No general public comments. MATTERS FOR CONSIDERATION 1. Motion to approve the Minutes from the meeting of February 5, 2020 Committee Member Alcalde moved to approve the minutes. Committee Member Zemke seconded the motion. Action: Approved by roll call vote (3-0) Public Comment on Item 2-Mina Richardson, member of the public. My question for the Paving Plan Update is where is Cherry Ave at this time on the schedule? There are pot- holes and the street is uneven, with a manhole protruding causing a bump effect. It has alligator markings also. It appears other streets in Mayfair village are nicely paved with slurry seal, but mine is in need and keeps getting passed up. Please advise. Sr. Civil Engineer Torres responded, starting in 2022 we will be going into the zone of treatment. Cherry Ave is located in Zone 3 with preliminary work to begin in 2024 and is scheduled for 2024 Surface Seal at MEASURE W CITIZENS’ OVERSIGHT COMMITTEE SPECIAL MEETING MINUTES AUGUST 5, 2020 PAGE 3 this time. This is the preliminary plan and the designers and staff will be reviewing these lists in more detail. They have gone through a round of rough review, but once we get to the actual project and look at the actual costs and what is required for each street then the list will be finalized and presented. 2. Report regarding the Public Works Department’s Paving Plan update. (Angel Torres, Senior Civil Engineer) Sr. Civil Engineer Torres shared about the Pavement Management Program at the City of South San Francisco. He stated the City will be implementing a zone map for the pavement management program which mimics a system that is being utilized by other local agencies, such as Daly City who has a seven year/seven zone mapping system. He stated our City is broken up into six zones which constitute six neighborhoods which for this year, 2020, have two projects that are going out to constructions; one is a surface seal project like in the Sunshine Garden’s area, provides a treatment to the surface and gives about a 5 year extension to the road. Going forward in 2021, the project will concentrate in the Old Town Area. Sr. Civil Engineer Torres shared a 2021-2027 Preliminary Work Plan and explained that in 2028 the plan would be to return to Zone 1 and repeat the cycle. He stated that this will give full coverage to the City and the pricing of the project will be more cost effective and provide better future bids. He said that focusing on one area at a time makes in more cost effective because the contractor doesn’t need to m obilize equipment to different parts of the City and will allow for more streets to be surface sealed. Committee Member Alcalde asked where the funding comes from. Sr. Civil Engineer Torres replied that there is a combination of different sources of funding. A portion of the funding for these projects is from Measure W. Principal Engineer Ruble stated that City Council has elected to fund the Pavement Management Program at $4.5 M made up of General Fund, Measure A, SSF Measure W, San Mateo County Measure W and Road Maintenance Rehab (SB1) to combine that. Measure W is providing funding of $667,000/year for the indefinite future and was included in the City’s Capital Improvement Program. Chair Wong stated that sometime last year the work plan was presented and asked if there were any major changes to the timeline for each zone compared to the first presentation. MEASURE W CITIZENS’ OVERSIGHT COMMITTEE SPECIAL MEETING MINUTES AUGUST 5, 2020 PAGE 4 Sr. Civil Engineer Torres responded that when he came on board and changed the pavement program, one thing that changed is that the budget was increased for the pavement management program and what that allowed for was to work with a designer to bundle projects combining two single-year projects into one project. For example the current budget makes it possible to complete the previous 5 year plan from 2017/18. From there, starting in 2022 they will be moving into the new 6 year plan. Sr. Civil Engineer Torres continued by scrolling through and showing the remaining sections in more detail. Chair Wong requested information on a specific street and Sr. Civil Engineer Torres responded with the requested information Chair Wong asked if the list was available to the public. Principal Engineer Ruble stated that the work plan is posted to their website and is readily available to the public and anyone is able to look in and see when their neighborhood will receive treatment. Public Comment -Police Dispatch Update. What is the completion date for the first phase of the Civic Campus? On schedule to begin the next phase? Director of Capital Projects Gilchrist responded that Omar Galvan Construction Manager from Kitchell CEM will run through a more detailed update on construction of Phase 1, which is the police operations and 911 dispatch. He stated that generally speaking construction is going well, they broke ground about three weeks before shelter in place began. He stated that the project is about 30% of the way through construction. He mentioned that the project has only lost a couple of weeks of schedule, unrelated to COVID, due to unforeseen site conditions. He said the project is still on schedule for a September 2021 completion for Phase 1 of the Community Civic Campus. He invited the committee to join next week for the Council meeting on August 12 where there will be an in-depth presentation on the sustainability of the project with the green infrastructure element and an update on the park and playground design, as well as a series of detailed 3D visualization for the interior of the building. He stated that Phase 2, which is the Library and Parks and Recreation facility is still on schedule to bid in early September with the idea being that it would open in spring of 2023. He stated that he is impressed with SmithGroup’s design and leadership of Kitchell, Omar’s team. MEASURE W CITIZENS’ OVERSIGHT COMMITTEE SPECIAL MEETING MINUTES AUGUST 5, 2020 PAGE 5 3. Report regarding construction of Police Operations and 9-1-1 Dispatch Center. (Jacob Gilchrist, Director of Capital Projects) Omar Galvan with Kitchell, the Program Construction Manager for the Campus Project both Phase 1 and Phase 2, went through a series of slides to overview the project which included information regarding the 18 month construction duration contract award to Swinerton Builders, demolition of the existing Pet Club and prepping the site, groundbreaking, and current efforts . Committee Member Alcalde asked if equipping the building is included. He asked if it is another phase or if it is all included in the contract. Program Construction Manager Galvan responded that the coordination of FFEs (fixtures, furniture and equipment) is on the tail end of the project, typically in the last 60 -90 days and that there will be some cut over after the project is complete to get the police station online including the emergency equipment which is currently in the approved budget. Committee Member Zemke mentioned that he thought it looks great and that contractors are making really good progress every time he looks at it. Chair Wong asked if we foresee anything will cause the project to go over budget because of pandemic issues. Director of Capital Project Gilchrist responded that there is a 10% contingency that is being used for unforeseen expenses but is still within the budget. He said that in terms of the pandemic it is a big unknown but there is a healthy contingency left. He stated that the City’s cost estimators are suggesting holding back a few million. He said that the pandemic may slow construction, but that at this point there is no need for additional funding. Committee Member Alcalde stated there is not so much concern of the outgoing but of the incoming as the City’s sales tax has probably been affected by the pandemic and is eager to hear from Finance. Director of Capital Project Gilchrist mentioned that Finance may cover that in their presentation but that the team will be going over that it more detail at the Council presentation. MEASURE W CITIZENS’ OVERSIGHT COMMITTEE SPECIAL MEETING MINUTES AUGUST 5, 2020 PAGE 6 4. Informational report on Measure W fund balance and expendi ture projections for FY 2020- 21 (Janet Salisbury, Finance Director) Finance Director Salisbury shared the Measure W Fund Balance Summary which showed the revenues and expenditures. Director Salisbury stated that the current fund (cash) balance for Measure W as of August 1, 2020 is $13,391,541. Current year to date through April the City has collected $9,862,295, does not include May and June 2020. Projection right now is to end the year around $11.5M and that is substantiated by speaking with our sales tax consultant. In this year our expenditures are $407,000 which includes our first debt service payment on the Police Station and a transfer to CIP of $10M. Committee Member Alcalde asked what the transfer to CIP reflects. Director of Finance Salisbury mentioned that is a combination of the campus and the streets project and will go more in depth in the presentation. Director Salisbury continued with a Monthly Revenue Comparison (FY 2019-20 vs. FY2018-19) which showed a decrease in pre-COVID months July through February, explained by a slight softening. She also explained that an error in the 2017-18 tax years resulted in additional funds in the 2018-19 year and could affect those reportings. The comparison also showed an increase in March which could be contributed to early COVID spending at Costco but overall there is an average monthly decrease of approximately $60,000 due primarily to the acute effect of the pandemic. Director Salisbury provided preliminary FY2019-20 expenditures which included a pre-construction expenditure of $10,011,942 for a total amount of $10.5M including the streets program and debt service. Chair Wong asked if there is an estimate of the unspent fund balance which will be carried over to next year. Director Salisbury explained that Measure W is its own fund and that there is no carry over in terms of funds and it is a to be determined. Director Salisbury continued with the FY2020-21 budget and explained that the economic impact of COVID-19 is expected to stress revenue, but that the expectation is still to bring in $11.17M. Expenditures are expected to be around $3.8M. MEASURE W CITIZENS’ OVERSIGHT COMMITTEE SPECIAL MEETING MINUTES AUGUST 5, 2020 PAGE 7 Director Salisbury stated that she would email Chair Wong the actual number but that there were $17M budgeted expenditures for 19-20 so we are under budget. Chair Wong asked what the significance of Council adopting a budget is if there is always a large unspent balance that continues to roll over. She asked if with the bond issuance if the City will go back to Council to budget. Director Salisbury clarified that what she is showing is cash; that these funds are committed through contracts. Chair Wong asked if there was a snapshot of the committed amount and asked if that could be presented at the next meeting so that she can see the budget and actual comparison. Director Salisbury stated that there is no way to do that at this time as the funds have not actually been encumbered can only really see cash out the door. She stated that what finance tracks is appropriated dollars. Committee Member Alcalde asked what the reduction is hotel tax is because he is concerned that Council may look to Measure W to fund CalPERS obligation. Director Salisbury stated that there is a downfall in TOT but will not be used for holstering the pension cost and stated that the City is unbelievably financially healthy and pointed to the City’s AAA rating. Chair Wong asked to see the final auditing numbers at the next meeting. Director Salisbury stated that it would not be ready. Chair Wong requested to see the final revenue number. Director Salisbury confirmed that number will be presented at the next meeting. Chair Wong mentioned the revised meeting time is a problem. Director Salisbury stated that because of budgetary restrictions the City is moving to hold committee MEASURE W CITIZENS’ OVERSIGHT COMMITTEE SPECIAL MEETING MINUTES AUGUST 5, 2020 PAGE 8 meetings during the business day during COVID. ADJOURNMENT At 5:11 p.m., Chair Wong adjourned the meeting. Submitted by: Approved by: Amanda Parker, Administrative Assistant II City of South San Francisco Christine Wong, Chair City of South San Francisco