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HomeMy WebLinkAbout04.05.2023 SP Minutes @6:30 CALL TO ORDER Committee member Zemke called the meeting to order at 6:41 p.m. ROLL CALL Chair Del Rosario, absent Vice Chair DeGuzman, absent Committee member Zemke, present Committee member Brosnan, absent Committee member Rey, present AGENDA REVIEW No changes. REMOTE PUBLIC COMMENTS No public comments made. WELCOME AND INTRODUCTIONS Finance Director Karen Chang introduced City Manager Sharon Ranals, Capital Projects Director Jake Gilchrist, Principal Engineer Matt Ruble, Assistant City Attorney Claire Lai, Deputy Finance Director Jason Wong, and Secretary Amanda Parker. Committee member Zemke served as Chair of the meeting. MATTERS FOR CONSIDERATION 1. Motion to approve the Minutes from the meeting January, 23, 2023. Committee member Zemke moved the motion to approve the Minutes to the next meeting since there was no forum. 2. Presentation and discussion on Measure W revenues, expenditures, and project updates on Measure W funded projects. Finance Director Chang provided a brief overview and update of financials. Director Chang stated that the budget for the whole year was expected to be about $13.8 million from Measure W sales tax revenues, expenditures would be $4.8 million for Civic Campus, and $8.3 million for debt service. It was anticipated that at the end of the fiscal year, revenues over expenditures would be MINUTES SPECIAL MEETING MEASURE W CITIZENS’ OVERSIGHT COMMITTEE CITY OF SOUTH SAN FRANCISCO Wednesday, April 5, 2023 6:30 p.m. IN-PERSON MEETING MEASURE W COC SPECIAL MEETING MINUTES April 5, 2023 PAGE 2 around $600,000. She later stated that about $8 million was received in Measure W sales tax from July 1st – February 28th. The expenditure total was about $2.7 million, with $2.5 million for debt service. Since more revenue was collected than expenditures, there was about $5.4 million in excess. The sales tax was about two months behind, so the $8 million in revenue reflects the collection through December. Director Chang stated that since sales tax was not coming in evenly due to the uncertainty of the economy, $13.8 million was still a good estimate. Director Chang then handed it off to Capital Projects Director Jacob Gilchrist for a project update on the Library, Parks and Recreation (LPR) building. Capital Projects Director Gilchrist went over the project update of LPR through the PowerPoint slides. He stated that the opening is around six months away. Everything was going well. The carpets and all electrical were in, so there’s permanent power now. Director Gilchrist said that the park component of it is a little behind schedule due to the rain, but it’s not a critical path to the opening. The foreground will have a garden, synthetic turf, and an activity field. The ring of the field was already defined, and the concrete was poured. The LPR building will include a medium event space, a large event space, and a Council Chamber. Utilities were installed, so it was about two weeks away from having light on it at night. Director Gilchrist stated that they are doing well with the construction contingency. A significant portion of the contingency is to add additional technological infrastructure so more of the spaces can be flexible for zoom meetings. They also started to make adjustments and incorporate new ways everyone can learn and collaborate with since the building was designed before COVID-19. Director Gilchrist also stated that there were about 200 parking spaces for LPR, and they were planning to install more ADA parking spaces. The housing developer received a transportation grant in which they were planning to build an extension of Oak Ave across Mission Road to essentially be a fourth row of parking for LPR. The plan is to begin the work in late 2024 – early 2025. Committee member Zemke asked how the number of parking spaces for LPR compared to what is at Municipal Services Building (“MSB”). Director Gilchrist stated the MSB had around 180 parking spaces, but it has increased since the Police Department moved out. Director Gilchrist then gave an update on the Sports Field Project and the Aquatic Center. The Sports Field Project, which was part of the 2022 bond sale, was doing well. Director Gilchrist stated that the project was underbudget, and they were not planning to use all the construction contingencies. The concession building that was used for the Sports Field was donated from Genentech about 8-10 years ago. Director Gilchrist also explained that they were expecting to open for May or June, but the rain keeps pushing the date out. The Aquatic Center is scheduled for construction later this year. They had gone for a design and review that went well. The construction won’t begin until Fall 2023. Committee member Zemke asked how many trees would have to be taken out for construction. Director Gilchrist explained that it wouldn’t be too many and that they wanted to keep as many as they could. Committee member Rey asked about the longevity of the landscaping. Director Gilchrist answered that all their designers and staff are Bay friendly certified. They made sure the plants used were compatible with the region with low water use. It would feel more like a contemporary garden design. Committee member Zemke asked what the plans were for landscaping in front of the building along El Camino. Director Gilchrist stated that they would be matching the Grand Boulevard Initiative (GBI) Program with planters and wildflowers in between. Committee member Zemke then asked how much space is between the curb and the building. Director Gilchrist explained that since they are removing the painted buffer and adding a bike lane, the curb line would be moved to the left four feet to accommodate a three feet wide planter and wider sidewalk. Committee member Zemke then stated that some of the comments he has been receiving are that the frontage of El Camino is a little harsh. Director Gilchrist answered that the MEASURE W COC SPECIAL MEETING MINUTES April 5, 2023 PAGE 3 building had to be made narrow and pushed as close as possible to El Camino for everything to function correctly. He agreed it was a legitimate complaint but with the trees and the bike lane, the sidewalk would be bigger. Committee member Rey asked whether there would be actual books in the library adult room or if it would be under one umbrella of libraries. Director Gilchrist answered that one side of the 3rd floor would be the entire adult library and explained they were going in the direction of less media. Director Gilchrist then passed the floor to Principal Engineer Matt Ruble. Principal Engineer Matt Ruble went over a PowerPoint presentation that was put together to accept their construction project that utilized Measure W funds. Principal Engineer Ruble stated that it was a success story overall because they had the opportunity to utilize the Measure W funds and take advantage of the historically low interest rates to front load massive paving projects, catch up work, and/or do a small project every year. Principal Engineer Ruble explained they were able to save about $2 million a year on ongoing paving maintenance and significantly improved our roadways. Principal Engineer Ruble stated that the actual project put out was about $19.7 million and treated about 21 miles of our roadways, which is about 18% of all our roadways. Principal Engineer Ruble then moved on to discuss their focus on trying to be as green as possible and utilizing the latest technologies available. He explained they’ve been utilizing cold in-place pavement recycling, in which they grinded up existing roadways, treated the material, and put it back. This saved money and prevented it from having to be dumped in a landfill. Principal Engineer Ruble stated that the utilization of hot rubberized asphalt was even more innovative and helpful. He said they were able to win a grant to cover the cost and team up with Brisbane to have a larger ask. With the hot rubberized asphalt, Principal Engineer Ruble stated the roads are better, more fuel efficient, and last longer than before, and they were able to divert about 44,000 tires from a landfill. With the new roadways done, there was the chance for new striping on top of the pavement. Principal Engineer Ruble said they added about 3.6 miles of class 2 and an additional 2.3 miles of class 3 of share-the-road markings and that all supposed lanes were added to the project as well. Since the roadways were being repaired, there were triggers for ADA accommodations for curb ramps and other drainage improvements. Principal Engineer Ruble stated new tree wells went in and 259 ADA compliant curb ramps were installed. He explained that the project has really been setting them up for how they are going to move forward with road maintenance. He said their plan was to divide the city into different zones, do those streets, and rotate around the city every 5 years. Principal Engineer Ruble stated that it gave them predictability and allowed them to coordinate better. Committee member Rey asked what the difference in longevity was for the pavement with the hot rubber asphalt than the pavement without Principal Engineer Ruble answered that it lasts about 10-15 years without the rubber and about 15-20 years with it. He stated that the goal was to maintain the life of it and leave it there indefinitely. It’s a lot cheaper to keep a road in good condition than trying to repair it when it’s already in a deterioration curve. That concluded the presentation and Director Chang opened the floor for questions and discussions. Committee member Zemke asked what kind of cushion would be left with the addition of funding for the swimming pool. City Manager Ranals stated that she doesn’t know how much of a cushion they’d have, but they did have projections. As these projects were completed, there was still capacity there. Director Gilchrist stated that projections were done for the 2022 bonds sale. Deputy Finance Director Wong stated they didn’t bond fund for the entire project of LPR. That was a combination of bonds and cash to use from excess Measure W. The excess revenue over debt service was used to complete the cash contribution of LPR through fiscal 2024. After fiscal 2025, excess revenues would be available for additional projects that the City Council could decide to use. Director Gilchrist stated they didn’t anticipate that the bids would come to $28 million below for LPR when discussing the 2021 sale impact. The project was estimated to be around $98 million, MEASURE W COC SPECIAL MEETING MINUTES April 5, 2023 PAGE 4 and the bids came in right around $70 million. He said the savings resulted in a lower second bonds sale, which they anticipated to use in the third bond sale. This is why the aquatic center became a project. They were expecting $130-140 million, and it was $103 million. Deputy Finance Director Wong also stated that they added solar panels for around $2 million and took advantage of low interest rates. He explained that he pushed to get bonds issued earlier because they were anticipating going to the bond market in September or October. It was important to get it done in March before the Federal Reserve raised their interest rates. Director Gilchrist stated that they were able to end up with a low bid price on LPR because contractors were panicking about how to keep their crews working. He stated they got three bids, and they were all close to each other. He had seen that those contractors were struggling to meet those bid prices. Committee member Zemke asked if the supply chain was holding them up on anything or if it was a thing of the past. Director Gilchrist answered that it was still affecting them in some ways. He stated the Police Department had to move some of the furniture that was in the old PD over temporarily because there’s been a run-on foam for furniture back in 2021-2022. Director Gilchrist explained that it’s mostly on the furnishing side and FFE fixture and that the contractors haven’t had an issue with it. City Manager Ranals stated they’ve been given a much longer lead time. They’re not planning to open for six months and have already ordered furniture, technology, and workstations. She stated that they still have to order some of the equipment though. City Manager Ranals also stated that they couldn’t do the concert at the park anymore with the construction on the pool. She suggested moving it to the Library, Parks & Rec for a soft opening for the donors. ADJOURNMENT Being no further business, Committee member Zemke adjourned the meeting at 7:30 p.m. Submitted by: Approved by: _____________________ ______________________________ Amanda Parker Bill Zemke Secretary Committee Member Approved by the Measure W Citizens’ Oversight Committee: / /