HomeMy WebLinkAbout02.03.2021 @630 Regular Measure W COCWednesday, February 3, 2021
6:30 PM
City of South San Francisco
P.O. Box 711 (City Hall, 400 Grand Avenue)
South San Francisco, CA
TELECONFERENCE MEETING NOTICE
Measure W Citizens' Oversight Committee
Regular Meeting Agenda
1
February 3, 2021Measure W Citizens' Oversight
Committee
Regular Meeting Agenda
TELECONFERENCE MEETING NOTICE
THIS MEETING WILL BE CONDUCTED 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.
The purpose of conducting the meeting as described in this notice is to provide the safest
environment for staff and the public while allowing for public participation.
Register in advance for this meeting:
https://ssf-net.zoom.us/meeting/register/tZIkcO-opjwtE9xCvysmaipZOEUKZDzK0tLT
After registering, you will receive a confirmation email containing information about joining the
meeting.
Page 2 City of South San Francisco Printed on 1/5/2024
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February 3, 2021Measure W Citizens' Oversight
Committee
Regular Meeting Agenda
Call To Order.
Roll Call.
Agenda Review.
Remote Public Comments
Members of the public wishing to participate are encouraged to submit public comments in writing in
advance of the meeting to e-mail: [email protected] by 1:00 p.m. on the meeting date. Emails
received by the deadline will be forwarded to the Committee and read into the record by the Committee
Secretary. Emails received after 1:00 p.m. will not be read during the meeting but will be entered into
the record for the meeting. Approximately 300 words total can be read in three minutes.
Oral Comments: Speakers are asked to register in advance by 1:00 p.m. on the meeting date via the
Zoom platform, meeting information listed on the agenda. You will be asked to enter a name, an email
address, and the Agenda item about which you wish to speak. Your email address will not be disclosed
to the public. After registering, you will receive an email with instructions on how to connect to the
meeting. When the Committee Secretary announces the item on which you wish to speak, your name
will be called and you will be unmuted.
No more than three minutes will be allocated to read each email comment, and oral comments will also
be limited to no more than three minutes.
State law prevents the Committee from taking action on any matter not on the agenda; your comments
may be referred to staff for follow up.
MATTERS FOR CONSIDERATION
Motion to approve the Minutes from the meeting of August 5, 2020.1.
Presentation on Financing the Civic Campus and Street Paving Program2.
Adjournment.
Page 3 City of South San Francisco Printed on 1/5/2024
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-74 Agenda Date:2/3/2021
Version:1 Item #:1.
Motion to approve the Minutes from the meeting of August 5, 2020.
City of South San Francisco Printed on 1/5/2024Page 1 of 1
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MEASURE 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
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MEASURE W CITIZENS’ OVERSIGHT COMMITTEE
SPECIAL MEETING MINUTES
AUGUST 5, 2020
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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
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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.
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MEASURE W CITIZENS’ OVERSIGHT COMMITTEE
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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.
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MEASURE W CITIZENS’ OVERSIGHT COMMITTEE
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AUGUST 5, 2020
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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.
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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.
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MEASURE W CITIZENS’ OVERSIGHT COMMITTEE
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AUGUST 5, 2020
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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
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MEASURE W CITIZENS’ OVERSIGHT COMMITTEE
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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
12
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-73 Agenda Date:2/3/2021
Version:1 Item #:2.
City of South San Francisco Printed on 1/5/2024Page 1 of 1
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Presentation to
Measure W Citizens’ Oversight Committee
Financing the Civic Campus &
Street Paving Program
February 3, 2021
14
Agenda
•Overview of Measure W Funds
•Civic Campus Financing
•Option for Streets Paving Program
215
Measure W Fund Balance Summary
Fiscal Year Ended 6/30/2016 6/30/2017 6/30/2018 6/30/2019 6/30/2020
TOTAL REVENUES $1,493,425 $8,886,653 $11,162,238 $12,644,947 $11,704,090
Expenditures
Prof &Spec.Svcs (5005)--22,350 40,975 -
Operating Supplies (5021)-210 ---
Proj Acct Supp.&Svcs (5999)211,992 ----
Transfer to Gen’l Fund (9100)--2,440,861 2,236,224 407,156
Transfer to CIP (9510)-877,728 6,585,030 7,706,030 10,383,417
TOTAL EXPENDITURES $211,992 $877,938 $9,048,241 $9,983,229 $10,790,573
Revenues Less Expenditures $1,281,433 $8,008,716 $2,113,996 $2,661,719 $913,518
FUND BALANCE $1,281,433 $9,290,149 $11,404,145 $14,065,864 $14,979,381
316
Measure W Fund Monthly Revenue Comparison
Month FY 2019-2020 FY 2018-2019 Difference
July $930,148 $914,704 $15,444
August 1,450,260 1,431,810 18,450
September 821,445 1,056,242 (234,797)
October 958,425 977,711 (19,286)
November 1,056,673 971,690 84,983
December 1,239,905 1,324,726 (84,821)
January 790,642 973,730 (183,088)
February 1,186,204 1,263,130 (76,926)
March 713,987 687,473 26,514
April 714,606 1,051,890 (337,284)
May 1,397,081 1,262,352 134,729
June 444,714 729,490 (284,776)
TOTAL $11,704,090 $12,644,947 ($940,857)
417
Interest Rates Are Near Historic Lows
5
0.00%
1.00%
2.00%
3.00%
4.00%
5.00%
6.00%
7.00%
8.00%
2000 2002 2004 2006 2008 2010 2012 2014 2016 2018 2020
U.S. Treasury Rates -20 Year (Constant Maturity)
20 Year Treasury (Constant Maturity)Average (3.85%)
Series 2020A
Bond Issue
Feb 27, 2020
Source: U.S. Department of the Treasury 18
Funding the Civic Campus
Description Pre-
Construction
Phase I:
Police Station
Phase II:
Library, P&R,
Council
TOTAL
Estimated Cost $ 34,000,000 $ 56,800,000 $ 101,000,000 $ 191,800,000
Sources of Funds
Monies Already Spent (6/30/2020)24,569,552 24,569,552
Bond Proceeds 53,800,000 74,000,000 127,800,000
Measure W / Other Cash 9,430,448 20,455,000 28,885,445
Asset Seizure 2,000,000 2,000,000
Public Safety Impact Fee 1,000,000 1,000,000
PEG Funds 1,100,000 1,100,000
Childcare/Library Improvement 490,000 490,000
Library –Project READ 255,000 255,000
Fundraising 4,700,000 4,700,000
TOTAL $ 34,000,000 $ 56,800,000 $ 101,000,000 $ 191,800,000
619
$-
$2,500,000
$5,000,000
$7,500,000
$10,000,000
$12,500,000
$15,000,000
$17,500,000
$20,000,000
$22,500,000 FY19 Measure W Receipts = $12.6 million
FY20 Measure W Receipts = $11.7 million
7
SERIES 2020A –Police Station
Phase II Bonds Debt Service
Streets Program (pay as you go)
Measure W Cashflow (Revenue less Expenditure)
Measure W Projected
Revenues
20
Bonding Out the Street Paving Program
Issue additional $24M for Street Paving Program
Benefits:
▪Accelerates street improvements
▪Saves Money –short & long term savings
▪Very low interest rate = Low borrowing cost
▪Cost of bond issuance efficiencies
▪Repair more miles of road
Sets the City up for long-term road success
While delivering better roads for residents
821
Total
Rehabilitation Cost
$17.5 M
($2.5 M/year)
Average $4.5 M/year
to maintain Pavement Condition Index at 78
Treat 17.2 CL miles
(12% of entire
network)
Current Pay-As-You-Go Program (2020-2026)
922
Total
Rehabilitation
Costs
$24.0 M
Treat 25.2 CL miles
(19% of entire
network)
Average $2.0 M/year
to maintain Pavement Condition Index at 87
Bond Measure Project (2020-2022)
1023
Average $2 M/year
Surface Seal by Zone
Future Maintenance –Surface Seal By Zone
1124
Project Summary –Street Bond Program
12
Items Current Year by Year Project Bond Measure Project
Rehabilitation Cost $2.5 M/yr $24 M Single Project
Zone Surface Seal Cost $2.0 M/yr $2.0 M/yr
15-year Total Cost $4.5 M*15 = $67.5 M $24 M + $2.0 M*15 = $54 M (-20%)
Upfront Cost Savings 0 $2.0 M
Total Cost Savings 0 ($67.5 M –$54 M) + $2 M = $15.5
Treated CL Miles (rehab. only)17.2 25.2 (+46%)
Pavement Condition Index (PCI)Maintain Current Level (70s)Current Level + 10 points (80s)
General Network Condition
Good condition with low
severity cracking and pavement
distress, still poor condition
streets
Excellent –Significantly less pavement
distress, no poor condition streets
25
$-
$2,500,000
$5,000,000
$7,500,000
$10,000,000
$12,500,000
$15,000,000
$17,500,000
$20,000,000
$22,500,000
Measure W Projected
Revenues
Option #1 –Civic
Campus Debt Service +
Current Obligations
Option #2 –Add $24M for
Streets Program
Revenues vs. Option #1 and #2 Cashflow
1326
Bond Sale Assumptions
Description Option #1
(LPR Only)
Option #2
(LPR + Streets)
Bond Proceeds $ 74,000,000 $ 98,000,000
All-In Total Interest Cost 2.86%2.86%
Average Annual Debt Service $ 4,175,600 $ 5,305,000
Total Debt Service $ 105,200,000 $ 148,460,000
Impact on DS with 1%
Interest Rate Move +/-$350,000 +/-$400,000
1427
Projected Cash Flow Detail
Date Estimated
Sales Tax
Receipts
(Measure W)1
Phase I:
Debt Service
(Police
Station)
Phase II:
Debt Service
(Library,P&R,
Council)2
Street
Paving
Capital
Project
Director
Remaining
Measure W
Funds
6/30/21 $ 11,704,090 $ 2,767,200 $ 847,178 $ 297,645 $350,000 $6,774,645
6/30/22 11,704,090 2,765,450 4,173,000 1,459,340 357,000 2,282,300
6/30/23 11,704,090 2,766,450 4,170,400 1,465,770 364,140 2,270,300
6/30/24 11,704,090 2,764,950 4,175,400 1,463,323 371,423 2,261,994
6/30/25 12,055,213 2,765,950 4,172,600 1,465,060 2,984,603
6/30/26 12,416,869 2,764,200 4,172,200 1,466,098 3,347,371
6/30/27 12,789,375 2,764,700 4,174,000 1,466,426 3,717,250
6/30/28 13,173,056 2,762,200 4,177,800 1,466,030 4,100,027
6/30/29 13,568,248 2,764,800 4,173,400 1,464,260 4,498,789
6/30/30 13,975,296 2,765,200 4,171,000 1,467,085 4,905,010
15
1 Assumes no growth in sales tax receipts from FY 2021 –2024 and 3.00% CAGR thereafter
2 Assumes all-in total interest cost of 2.86%.
28