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HomeMy WebLinkAbout09.01.2021 @630 Special Measure W COCWednesday, September 1, 2021 6:30 PM City of South San Francisco P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA TELECONFERENCE MEETING 400 Grand Avenue, South San Francisco, CA Special Measure W Citizens' Oversight Committee Special Meeting Agenda 1 September 1, 2021Special Measure W Citizens' Oversight Committee Special 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. ZOOM LINK BELOW -NO REGISTRATION REQUIRED Join Zoom meeting https://ssf-net.zoom.us/j/89636910015?pwd=TDhjdk8vbVovYkZ2WThKQWJYN3BRdz09 (Enter your email and name) Meeting ID: 896 3691 0015 Passcode: 759311 Join by One Tap Mobile : +16699006833,,89636910015# US (San Jose) +13462487799,,89636910015# US (Houston) Join by Telephone: Dial (for higher quality, dial a number based on your current location): US: +1 669 900 6833 US or 833 548 0282 (Toll Free) Webinar ID: 896 3691 0015 How to submit written Public Comment before the Meeting: 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. How to provide Public Comment during the Meeting: Page 2 City of South San Francisco Printed on 1/8/2024 2 September 1, 2021Special Measure W Citizens' Oversight Committee Special Meeting Agenda 1) By Phone: (669) 900-6833. Webinar ID is 884 4180 4502. Click *9 to raise a hand to speak. Click *6 to unmute when called. By One tap mobile: US: +16699006833,,88441804502# or +12532158782,,88441804502# 2) Online at: https://ssf-net.zoom.us/j/88441804502 a. Enter an email address and name. The name will be visible online and will be used to notify you that it is your turn to speak. b. When the Clerk calls for the item on which you wish to speak, click on "raise hand." Speakers will be notified shortly before they are called to speak. c. When called, please limit your remarks to the time limit allotted. Page 3 City of South San Francisco Printed on 1/8/2024 3 September 1, 2021Special Measure W Citizens' Oversight Committee Special Meeting Agenda Call To Order. Roll Call. Agenda Review. Remote Public Comments Comments received by the deadline will be read into the record by the Meeting Clerk or designee. Comments received after the deadline will be included as part of the meeting record but will not be read aloud during the meeting. Approximately 300 words total can be read in three minutes. The Public Comment portion of the meeting is reserved for persons wishing to address the Committee on any matter NOT on the agenda. Comments on agenda items will be taken when that item is called. If joining the conference by phone you may raise your hand by dialing *9 and *6 to unmute. State law prevents Committee from responding to public comments or taking action on matters not on the agenda. The Committee may refer comments to staff for follow -up. Speakers are limited to three minutes. If there appears to be a large number of speakers, the Chair may reduce speaking time to limit the total amount of time for public comments (Gov. Code sec. 54954.3.(b)(1).). Speakers that are not in compliance with the rules of decorum will be muted. MATTERS FOR CONSIDERATION Motion to approve the Minutes from the meetings of August 5, 2020 and February 3, 2021. 1. Report regarding the Public Works Department’s Paving Plan update. (Matthew Ruble, Principal Engineer and Angel Torres, Senior Civil Engineer) 2. Informational report on Measure W fund balance and expenditures for FY 2020-21. (Janet Salisbury, Finance Director) 3. Report regarding update on the Community Civic Campus projects currently under construction. (Jake Gilchrist/Director of Capital Projects) 4. Adjournment. Page 4 City of South San Francisco Printed on 1/8/2024 4 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-259 Agenda Date:9/1/2021 Version:1 Item #:1. Motion to approve the Minutes from the meetings of August 5, 2020 and February 3, 2021. City of South San Francisco Printed on 1/5/2024Page 1 of 1 powered by Legistar™5 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 6 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 7 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. 8 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. 9 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. 10 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. 11 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 12 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 13 MEASURE W CITIZENS’ OVERSIGHT COMMITTEE MEETING MINUTES February 3, 2021 PAGE 1 MINUTES 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 at: 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, February 3, 2021 6:30 p.m. Call to Order. Time: 6:31 p.m. Roll Call. PRESENT: Chair Wong, Committee Member Brosnan, Committee Member Zemke STAFF: City Manager Futrell, Director of Capital Projects Gilchrist, Assistant City Attorney Lai, Principal Engineer Ruble, Finance Director Salisbury Agenda Review. No changes to agenda. PUBLIC COMMENTS No public comments. 14 MEASURE W CITIZENS’ OVERSIGHT COMMITTEE MEETING MINUTES February 3, 2021 PAGE 2 MATTERS FOR CONSIDERATION 1. Motion to approve the Minutes from the meeting of August 5, 2020. Committee Member Brosnan stated that he was unable to view the minutes. Chair Wong moved to continue this item to the next meeting. Committee Member Brosnan seconded the motion. Action: Approved by roll call vote (3-0-0) 2. Presentation on Financing the Civic Campus and Street-Paving Program (Janet Salisbury, Director of Finance) Finance Director Salisbury presented to the Committee regarding Financing the Civic Campus & Street Paving Program, which consisted of an overview of Measure W Funds, review of Civic Campus Financing, and a presentation of an Option for Streets Paving Program. Director Salisbury went over total revenues and expenditures in terms of Measure W Funds. She restated for the record that Measure W Funds are kept separate from the General Fund and accounted for specifically and intentionally so that every dollar is tracked. Director Salisbury shared the Measure W Fund Balance Summary, which showed all of the dollars that have been received by the City since the inception of Measure W, which goes back five years and ends at June 2020 as this is the current finalized CAFR. Director Salisbury stated that the finalized CAFR is going to Council on February 10, 2021. The Director of Finance stated that through December 2020, for fiscal year 2021, the City has received $4M in total revenues and that there have been no expenditures in terms of cash. Director Salisbury presented a Monthly Revenue Comparison and shared that the City accounts for funds on an accrual basis. Director Salisbury attributed a $1M decrease from FY 2019-2020 compared to FY 2018-2019 to COVID citing that Shelter-in-Place began in March. Director Salisbury stated that the current interest rates are near historic lows and presented the pricing of Phase I, Series 2020A Bonds in February 2020. She mentioned that the expectation is for the interest rates to remain low as the City evaluates the Phase II bonds. Committee Member Brosnan questioned when the City would start paying on the Phase I Bond. Finance Director Salisbury shared that the City has started paying bond interest. She stated that the bond interest is paid on a semi-annual basis. She referred to a $407,156 transfer to Gen’l Fund (9100) as debt service payment for the interest costs. She mentioned that the bonds closed in March and that the first interest payment was made in June, on a June to December basis; every six months. 15 MEASURE W CITIZENS’ OVERSIGHT COMMITTEE MEETING MINUTES February 3, 2021 PAGE 3 Finance Director Salisbury stated that she would send out the Official Statement for the Phase I Bonds to the Committee Members as part of the next meeting. Finance Director Salisbury stated that the Official Statement contains the debt service; what we are going to pay back and the schedule on a semi-annual basis. Committee Member Brosnan asked when the City would begin paying on principal. Director Salisbury stated that the City will being paying towards principal in December. She stated that the bonds are structured to be level debt service, meaning the debt service annually is level. She mentioned that the average annual debt service is $2.7M and that will be paid for the life of the bond. Director Salisbury stated that the bonds sunset in 2046 that will go back to pay a par amount of about $47M and change. Committee Member Brosnan requested clarification in regards to Phase II payments and asked if there would be other phases beyond Phase II. Finance Director stated that this will be discussed. Director Salisbury shared funding sources related to estimated cost in regards to Pre-Construction, Phase I:Police Station and Phase II: Library, P&R, Council (LPR). Chair Wong asked if the fundraising $4.7M target is realistic. Director Salisbury responded that it is a realistic target based on discussions with the Library Foundation who is leading the fundraising efforts on behalf of the City. Committee Member Brosnan brought up a point regarding a fundraising consultant that was hired in the end of 2019 and mentioned that the fundraising number was much higher then and seemed very unrealistic. Committee Member Brosnan asked if that consultant was still around and asked if the consultant had viable ideas. City Manager Futrell said that the initial number was $10M and that it would have been achievable before COVID. City Manager Futrell mentioned that there will be a press release soon to announce a couple of large donations and hoping that will cause a little momentum and maybe raise a little more. Committee Member Brosnan stated that earlier in the last year Council did a proclamation to transfer funds from infrastructure and asked where on the presentation that is documented. City Manager Futrell stated that in June Council changed their decision. Due to COVID and the shutdown and the economic recession, Council decided to hold that money in reserves. Finance Director Salisbury went on to present a conservative estimate of Measure W Cashflow through to 2046. Committee Member Brosnan pointed out a discrepancy on the Cashflow slide related to Monies Already Spent and Total Expenditures on the Fund Balance Summary slide. 16 MEASURE W CITIZENS’ OVERSIGHT COMMITTEE MEETING MINUTES February 3, 2021 PAGE 4 Finance Director Salisbury explained that the Fund Balance Summary contains monies that have been budgeted and unspent, where the Cashflow accounts for monies that have left the door. She explained that budgeted is different from actuals. She stated that monies that have been approved by Council and are tied up in encumbrances, makes up the difference. The Committee discussed how to present for clarification and consistency in the future. Finance Director Salisbury presented a plan to issue additional $24M for Street Paving Program to accelerate the street improvements and noted a significant savings component. Principal Engineer Ruble presented a representation of the current six-year rehabilitation program against a two year catch up project and a 5-year future maintenance surface seal by zone rehabilitation Bond Measure Project which would cover 7% more roads in 2 years and will cost approximately $2.5M less each year. Director Salisbury discussed the option to add $24M for streets program and its affordability. She went on to present the Bond Sale Assumptions with both options (LPR Only and LPR + Streets) and impact with 1% Interest Rate Move. Director Salisbury concluded the presentation with a slide regarding Projected Cash Flow Detail through 2030. Committee Member Brosnan asked for clarification regarding a statement made earlier in the presentation regarding Phase 1 $2.7M interest-only payments. Director Salisbury clarified that the $2.7M payment is not interest only. She stated that the $2.7M is the whole principal and interest. However, the first payment was interest. Chair Wong asked for clarification on the Projected Cash Flow slide regarding the streets paving program. Director Salisbury stated that the Phase II as presented is potential debt service that has not been issued for the Library, Park & Rec building. The streets paving program is presented as an “if Council approves” that is the potential debt service based on $24M. Committee Member Brosnan asked for clarification regarding the total debt issuance, he asked for clarification if it rose from $115M to $127M. Director Salisbury confirmed that the $127M is the total issuance, but reminded that that is not the par amount rather what we actually receive in cash. Committee Member Brosnan asked if there were fees related to closing costs that would be added to $127M. Director Salisbury responded that the numbers presented are all-in and have all been accounted for. She went over cost of issuance and the underwriters discount related to how much bonds are issued. 17 MEASURE W CITIZENS’ OVERSIGHT COMMITTEE MEETING MINUTES February 3, 2021 PAGE 5 Committee Member Brosnan asked if it was like a mortgage, where the bottom line is how much you are borrowing and how much your mortgage payment is going to be every month. Director Salisbury stated that it is like a home loan where you will see annual average debt service. She stated that she could share the Official Statement at a future meeting. Committee Member Brosnan stated that the Principal and Interest Payments seem very small in terms of the amount. Director Salisbury pointed to the interest rate as the reason for this. She reiterated that the bonds have been structured at a historically low interest rate and that the bond is structured as a lease revenue bond. There were some assumptions made early on, one being that there would be one bond not broken up as it is currently structured. The debt service was initially based on $115M upfront, but that is not what happened. The City broke up the Police Campus and LPR Building. On the down side you are paying costs twice and cited the closing cost of $300,000 that becomes $600,000, but noted that in the relative scheme of things it actually saves the City millions. She also went over the structure of the bonds, which includes pledged assets. She stated that by doing this we do not have to borrow more than we need and have further dropped that debt service number. Committee Member Brosnan confirmed that they would be two separate notes. Director Salisbury stated that they would be two separate notes, Phase I which was issued last year and will go to 2046/2047 and Phase II which will be issued in May and will sunset in the same timeframe. Committee Member Zemke stated that the discussion was very informative and said that his only question was, “when do you expect to issue the second bond” which was just answered. Director Salisbury mentioned that the presentation will go to Council on February 10th where they will decide whether to go ahead on the street paving program for the $24M. Director Salisbury stated that she would present more information when the committee meets again. A discussion related to the timing of the next meeting ensued because of staffing time and budget. Chair Wong asked when the Committee could expect the Annual Audited Financial Statement for year 2020. Director Salisbury mentioned that the Comprehensive Annual Financial Report (CAFR) has been finalized and is going to Council on Feb 10 and can be presented by the next meeting. City Manager Futrell asked what the Committee expected to see out of the CAFR. Chair Wong stated that the responsibility to review the Annual Financial Statement is listed in the job responsibilities of the position. City Manager Futrell stated that he would pull out the portions relative to Measure W. 18 MEASURE W CITIZENS’ OVERSIGHT COMMITTEE MEETING MINUTES February 3, 2021 PAGE 6 Committee Member Brosnan questioned the expectation of the group. City Manager Futrell reiterated the importance of the group and its purpose of holding Council accountable for Measure W funds. Committee Member Brosnan asked if there would be new members added. Director Salisbury stated that the City Clerk’s Office will be holding interviews. City Manager Futrell stated that we would check in with the Clerk. Director Salisbury shared that the Committee would do a reorg when new members are added and asked that the City Attorney present a refresh on authority of the Measure W COC. ADJOURNMENT At 8:01 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 19 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-682 Agenda Date:9/1/2021 Version:1 Item #:2. Report regarding the Public Works Department’s Paving Plan update.(Matthew Ruble,Principal Engineer and Angel Torres, Senior Civil Engineer) RECOMMENDATION It is recommended that the Citizen’s Oversight Committee receive an update from staff on the Public Works Department’s Paving Plan. BACKGROUND/DISCUSSION Background Every two years,the City participates in the Metropolitan Transportation Commission (MTC)sponsored Pavement Management Technical Assistance Program (P-TAP).The program includes a visual inspection and condition rating of each street segment in the City.City participation is required to qualify for grant funding from various local,state,and federal resources.The inspection results and historical data are entered into “StreetSaver,”the MTC’s pavement management software.The program calculates an overall pavement condition index (PCI)and recommends preventive maintenance and rehabilitation projects based upon the City’s budget.The program recommends expenditures to maintain or improve the current PCI.The City participated in this process this past year as part of P-TAP Round 20.South San Francisco’s current PCI of 71 is “Good” by MTC standards. Utilizing data received from MTC’s StreetSaver program,the City implements a Pavement Management Program (PMP), which is included as part of the Capital Improvement Program (CIP). Types of Projects ·Street Surface Seal -Surface treatments are designed to extend the life of asphalt pavements in good condition by providing skid resistance,restricting moisture intrusion,protecting the structure from further oxidation,and raveling,and restoring a uniform black appearance.Surface Seal provides quick construction times and minimal disruption to the traveling public.This treatment can extend the life of the pavement by five to seven years. ·Street Rehabilitation and Reconstruction -Consists of base failure repairs and surface milling to extend a street segment life span of a roadway approximately 20-30 years.Rehabilitation and reconstruction extend the life of the pavement structure by correcting smoothness issues,drainage issues,and removing some top-down cracking and raveling.These treatments are much more expensive and therefore limits the quantity of street segments that receive this type of full rehabilitation treatment. Street rehabilitation and reconstruction projects include curb ramp installation or reconstruction to current ADA guidelines,and both types of projects include new pavement markings and striping.Based upon funding capacity, some neighborhood street segments include speed cushions to promote traffic calming. City of South San Francisco Printed on 1/8/2024Page 1 of 3 powered by Legistar™20 File #:21-682 Agenda Date:9/1/2021 Version:1 Item #:2. 2022 West of 101 Pavement Rehabilitation Project - st2107 By front loading maintenance in 2022,as opposed to a longer time frame,the City is able to recognize economies of scale as well as significant savings in design,construction with less mobilization costs,and future annual street maintenance costs.This project will also bring meaningful and long-lasting improvements to the community,extend ADA accessibility on local streets,and enhance street aesthetics and overall function.It also provides more immediate improvement in the network pavement condition index (PCI)and a positive message of significant roadway improvements to the public.The rehabilitation work plan including recent rehabilitation projects will address over 25 centerline miles of streets (19%of entire network)with approximately $24 million total project costs.The overall network PCI will improve from 71 to 85 (good to excellent condition)upon completion of construction in 2022.With this larger rehabilitation program,the City will be able to reduce annual maintenance costs from $4.5 million per year to $2.0 million per year by treating all rehabilitation street candidates West of 101 and including upfront economy of scale savings which will save the City approximately $15.5 million over the next 15 years. (reference Attachment 1 - Presentation) On going Maintenance in Future Years Starting in the year 2023,the Public Works,Engineering Division will roll out a 6-year Pavement Management Plan with the overall road network divided into six (6)PMP Zones (reference Attachment 2 -SSF PMP Zone Map). Using StreetSaver,the design team is developing a maintenance plan that will provide surface treatment or City of South San Francisco Printed on 1/8/2024Page 2 of 3 powered by Legistar™21 File #:21-682 Agenda Date:9/1/2021 Version:1 Item #:2. Using StreetSaver,the design team is developing a maintenance plan that will provide surface treatment or pavement rehabilitation of the majority of the streets and roads in each zone every 6 th year. This PMP will allow for the Engineering Division to administrate an Underground Utility Maintenance Program in advance of the scheduled PMP. Funding South San Francisco Measure W funds the pavement program at $667,000 per year.Other funding sources include Measure A, SMC Measure W, SB1, and OBAG 2 grant funds. CONCLUSION This is an information update and does not require action by the Committee. Attachments: 1.Presentation 2.SSF PMP Zone Map City of South San Francisco Printed on 1/8/2024Page 3 of 3 powered by Legistar™22 PAVEMENT MANAGEMENT PROGRAM MEASURE W CITIZEN’S OVERSIGHT COMMITTEE SEPTEMBER 1, 2021 23 Measure W Citizen’s Oversight Committee -Pavement Management Program CURRENT PAVEMENT CONDITION 2 24 Measure W Citizen’s Oversight Committee -Pavement Management Program Total Rehabilitation Cost $17.5 M ($2.567 M/year) Average $4.567 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) 3 25 Measure W Citizen’s Oversight Committee -Pavement Management Program 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 (2021-2023) 4 *Final project lists will be modified via field review later 26 Measure W Citizen’s Oversight Committee -Pavement Management Program Average $2 M/year Surface Seal by Zone Future Maintenance –Surface Seal By Zone 5 27 Measure W Citizen’s Oversight Committee -Pavement Management Program Project Summary –Street Bond Program 6 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 M 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 28 7 Before After Before After Curb Ramp Improvement 29 8 Before After During Construction: Paving Before After Pavement Rehabilitation Striping Improvement 30 Measure W Citizen’s Oversight Committee -Pavement Management Program QUESTIONS? 9 31 Legend SSF SECTIONSLINE <all other values> AreaID 1 Zone 1 2 Zone 2 3 Zone 3 4 Zone 4 5 Zone 5 6 Zone 6 Attachment 1 - South San Francisco PMP Zone Map Date: 07/27/2020; Prepared by NCE32 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-686 Agenda Date:9/1/2021 Version:1 Item #:3. Informational report on Measure W fund balance and expenditures for FY 2020-21.(Janet Salisbury,Finance Director) RECOMMENDATION This report is informational and requires no formal action from the Committee. BACKGROUND/DISCUSSION The voter-approved half-cent sales tax (Measure W)went into effect on April 1,2016.Since that time,the sales tax proceeds have been accounted for separately from the City’s General Fund to track the commensurate revenues and expenditures. FY A.MEASURE W FUND BALANCE THROUGH JUNE 30, 2020 The following is a summary of audited Measure W revenues and expenditures since its inception through June 30, 2020: Table 1: Measure W Fund Balance Summary Fiscal Year (FY) 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 Civic Campus 211,992 382,776 4,925,872 8,793,377 10,255,536 Street Paving Program - 495,162 4,122,270 1,189,851 127,882 Debt Service - - - - 407,156 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 As shown above,the fund (cash)balance for Measure W as of June 30,2020 was $14,979,381.Attached to this report as Attachment 1 are pages 105-107 of the City’s Comprehensive Annual Financial Report for year ended June 30, 2020, which reflects the above fund balance. The complete financial report can be found on the City’s website: <https://www.ssf.net/departments/finance/financial-reports/comprehensive-annual-financial-reports-cafr> B.FISCAL YEAR (FY) 2020-21 REVENUES The City receives its sales tax revenues approximately two months after the actual collection date.To date,the City of South San Francisco Printed on 1/8/2024Page 1 of 3 powered by Legistar™33 File #:21-686 Agenda Date:9/1/2021 Version:1 Item #:3. The City receives its sales tax revenues approximately two months after the actual collection date.To date,the City has received $12.0 million in Measure W revenues for FY 2020-21;that figure includes monthly collections through May 2021.It is the current expectation that revenues for FY2020-21 will be near pre- COVID levels;the Finance Department is projecting that Measure W collections for the current fiscal year will be near the FY 2018-19 peak of $12.6 million. The following table shows a comparison by month the Measure W sales tax collection for FY 2020-21 versus the prior year: Table 2: Monthly Revenue Comparison (FY2019-20 vs. FY2020-21)* Month FY 2019 -2020 FY 2020-2021 Difference July $ 930,148 $ 1,025,771 $ 95,623 August 1,450,260 1,527,732 77,472 September 821,445 498,476 (322,969) October 958,425 1,017,094 58,669 November 1,056,673 1,389,937 333,264 December 1,239,905 932,921 (306,984) January 790,642 885,528 94,886 February 1,186,204 1,424,181 237,977 March 713,987 870,466 156,479 April 714,606 924,602 209,996 May 1,397,081 1,507,996 110,915 June 444,714 - - TOTAL $ 11,704,090 $ 12,004,704 $ 745,328 *Data as of August 26, 2021 As shown above,sales tax revenue collections in South San Francisco continue to be strong and relatively resilient to the impacts of the worldwide pandemic.For the first 11 months of this fiscal year,sales tax collections are higher by approximately $68,000 than the same period the prior year.That is notable as all of FY 2020-21 were impacted by the pandemic whereas the first eight months of FY 2019-20 were pre-COVID. C.FY2020-21 EXPENDITURES The following numbers are preliminary and subject to change based on the FY 2020-21 audit.With that said, Measure W expenditures for FY2020-21 are as follows: Payroll:$ 267,867 Debt Service:$ 2,767,200 Civic Campus Construction:$ 16,440,209 Streets Program:$ 949,678 TOTAL FY2020-21 Expenditures $ 20,424,954 Funds appropriated in prior years by Council but unspent have been carried over as appropriated funds to be spent in FY2020-21 as part of the ongoing capital projects. City of South San Francisco Printed on 1/8/2024Page 2 of 3 powered by Legistar™34 File #:21-686 Agenda Date:9/1/2021 Version:1 Item #:3. D.LEASE REVENUE BONDS, SERIES 2021A On May 12,2021,the Council adopted the resolution approving the execution and delivery of various bond documents that allowed for the sale of the Lease Revenue Bonds,Series 2021A (“2021A Bonds”)via the joint powers authority, City of South San Francisco Public Facilities Financing Authority. The 2021A Bonds were sold on June 16, 2021. The following are some statistics related to the 2021A Bonds: Delivery Date (Date Proceeds Received): 6/16/2021 Last Maturity: 6/1/2046 Total Proceeds:$104,000,000 ·Civic Campus Phase II:$ 76,000,000 ·Streets Program:$ 24,000,000 ·Solar Project:$ 4,000,000 True Interest Cost:2.30% Average Annual Debt Service: $ 5,531,498 Total Debt Service:$138,056,983 As the Committee is aware, the 2021A Bonds is the second issuance of Lease Revenue Bonds backed by Measure W revenues. In March 2020, the City issued its first Lease Revenue Bonds, Series 2020A (“2020A Bonds”). The combined average annual debt service for both 2020A Bonds and 2021A Bonds is $8.287 million. CONCLUSION Despite the effects of COVID-19, Measure W remains healthy, with expenditures remaining well below revenue projections. City of South San Francisco Printed on 1/8/2024Page 3 of 3 powered by Legistar™35 Presentation to Measure W Citizens’ Oversight Committee Janet Salisbury 01 SEPTEMBER 2021 36 AGENDA 1 Measure W Fund Balance 2 FY 2020-21 Revenues 3 FY 2020-21 Expenditures 4 Lease Revenue Bonds, Series 2021A 2 5 Q & A 37 Overview of Measure W 1Measure W Fund Balance ▪Voters approved Measure W ½ cent Sales Tax in 2015 ▪Measure W revenues and expenditures outside of General Fund 3 Fiscal Year Ended 6/30/2016 6/30/2017 6/30/2018 6/30/2019 6/30/2020 REVENUES $1,493,425 $8,886,653 $11,162,238 $12,644,947 $11,704,090 EXPENDITURES Civic Campus 211,992 382,776 4,925,872 8,793,377 10,255,536 Street Paving Program -495,162 4,122,270 1,189,851 127,882 Debt Service ----407,156 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 38 Measure W Fund Monthly Revenue Comparison Month FY 2019-2020 FY 2020-2021 Difference July $ 930,148 $ 1,025,771 $ 95,623 August 1,450,260 1,527,732 77,472 September 821,445 498,476 (322,969) October 958,425 1,017,094 58,669 November 1,056,673 1,389,937 333,264 December 1,239,905 932,921 (306,984) January 790,642 885,528 94,886 February 1,186,204 1,424,181 237,977 March 713,987 870,466 156,479 April 714,606 924,602 209,996 May 1,397,081 1,507,996 110,915 June 444,714 -- TOTAL $ 11,704,090 $ 12,004,704 $ 745,328 4 2FY 2020-21 Revenues 39 FY 2020-21 Expenditures Appropriated funds in prior years transferred to CIP Expenditures: ▪Payroll $ 267,867 ▪Debt Service $ 2,767,200 ▪Civic Campus $ 16,440,209 ▪Streets Program $ 949,678 ▪TOTAL $ 20,424,954 5 3FY 2020-21 Expenditures 40 Bond Sale Statistics Description Phase I (Police Station) Phase II (LPR + Streets) Delivery Date 3/11/2020 6/16/2021 Bond Proceeds $ 53,800,000 $ 104,000,000 Total Interest Cost 2.27%2.29% Average Annual Debt Service $ 2,756,755 $ 5,531,499 Total Debt Service $ 72,288,256 $ 138,056,983 6 4Lease Revenue Bonds, Series 2021A LPR Project $76 M Streets Project $24 M Solar Project $ 4 M 41 $- $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 2019 2021 2023 2025 2027 2029 2031 2033 2035 2037 2039 2041 2043 2045 FY19 Measure W Receipts = $12.6 million FY20 Measure W Receipts = $11.7 million Estimated FY21 Measure W Receipts = $12.5 million 7 SERIES 2020A –Police Station Debt Service Phase II Bonds Principal Measure W Cashflow (Revenue less Expenditure) Measure W Projected Revenues Phase II Bonds Interest 4Lease Revenue Bonds, Series 2021A 42 QUESTIONS 8 5Q&A 43 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-687 Agenda Date:9/1/2021 Version:1 Item #:4. Report regarding update on the Community Civic Campus projects currently under construction.(Jake Gilchrist/Director of Capital Projects) Construction of Phases One and Two of the Community Civic Campus continue to progress at a steady rate.Staff continues to apprise City Council and the public of both projects as they move toward completion. Phase One Phase One,the new Police Operations and 9-1-1 Dispatch Center,will increase police emergency response speed and enhance public safety by providing a state-of-the-art 9-1-1 Emergency Response Center.The station will provide efficient space for 125 police employees for administration,operations,investigation,property storage,evidence storage, support services, emergency dispatch, and training. Phase One construction began in February 2020,with six months of underground utilities and foundation work.113 piles were drilled to a depth of 60 -70 feet.The concrete masonry support building began in July.This Support Building will house a firing range,K-9 units and motorcycle and bicycle squad parking.The Steel framing for the Main Building started in October 2020,that will house offices,911 Dispatch Center and detention cells.Driving by the site today,one can see the exterior metal paneling is nearly complete,the parking lot has been paved and landscaping will soon be planted. Construction will be completed in November 2021,providing the citizens with a safe and efficient facility for decades to come. Phase Two Phase Two of the Civic Campus,the Library,Parks &Recreation and Community Theater/Council Chamber,includes 84,250 sq-ft building,12,400 sq-ft parking garage,surface parking and 1.35-acre park.The building includes an automated library book return,event spaces,teaching and catering kitchens,dance and exercise studios,classrooms for all ages,children,youth,and adult libraries,a discovery center including a maker space,community room and digital studio, administrative offices and the new SSF City Council Chamber.The park includes a playground,synthetic turf field and a garden.Underground utilities and foundation work are coming to an end in September with the delivery and erection of steel. Phase Two began in January 2021.Swinerton Builders completed site preparation,mobilization,and underground utilities.Since March 2021,Swinerton Builders has worked on the foundation which included installing the El Camino Real temporary shoring wall with tiebacks,drilling 309 25’-34’deep piles,installing rebar,placing concrete footings and shooting shotcrete for retaining wall along El Camino Real.Contractor has also completed all the site’s underground utilities and presently is working on the underground plumbing and electrical under the building slab.In September 2021,Swinerton will begin to erect steel for the building structure and should be done by November.Construction is expected to be complete in mid-2023. City of South San Francisco Printed on 1/8/2024Page 1 of 1 powered by Legistar™44 South San Francisco Community Civic Campus August 2021 Update Library, Parks & Recreation and Community Theater/Council Chamber and Police Operations and 911 Dispatch 45 LPR: Drilling Production Piles 6/9/2021 46 LPR: Placing Auger Cast Piles 6/17/2021 47 LPR: Waterproofing Along Shoring Wall 7/8/2021 48 LPR: Rebar Installation 7/15/2021 49 LPR: Concrete Pour 7/26/2021 50 LPR: Rebar Installation at Retaining Wall 8/20/2021 51 LPR: Shooting Shotcrete at Retaining Wall 8/24/2021 52 LPR: Shooting Shotcrete at Retaining Wall 8/24/2021 53 PD: Metal Panel Installation 8/3/2021 54 PD: Roof Eyebrow Installation 8/6/2021 55 PD: Firing Range Light Installation 8/6/2021 56 PD: AC Paving Compaction in Parking Lot – Antoinette Side 8/24/2021 57 PD: AC Paving Compaction in Parking Lot – Chestnut Side 8/24/2021 58