CITY COUNCIL: Annual Work Plan Workshop

CITY OF CARMEL-BY-THE-SEA
STAFF REPORT
TO: MAYOR McCLOUD AND COUNCIL MEMBERS
FROM: RICH GUILLEN, CITY ADMINISTRATOR
DATE: MARCH 23, 2010
SUBJECT: ANNUAL WORK PLAN WORKSHOP

The following draft documents were prepared as reference materials for the Annual Work Plan workshop:

1. F.Y. 2010/2011 Work Plan outlines the City Administrator Goals and other
priority projects. In addition to the Work Plan document is a 5-year Capital Improvement and Capital Outlay budget. These documents, when combined, are essentially the Annual Work Plan and become the basis for developing the Triennial Budget for F.Y. 2010/2011 through F.Y. 2012/2013. The projected revenues for the upcoming fiscal year hasn’t been determined at this time since staff is in the early stages of preparing the annual budget. The Work Plan presented herein reflects a fiscally conservative approach and generally recommends projects funded by grant revenues.

2. A status report of the Grant Funded Projects prepared by the City’s grant writer consultant.

3. A summary of the Boards and Commissions’ F.Y. 2010/2011 goals followed
by the Boards and Commissions memos describing their goals in more detail. Each Board and Commission was asked to provide one priority goal.

CITY OF CARMEL-BY-THE-SEA WORK PLAN
City Administrator's Goals Status/Description
1 Explore Fire Dept. options/implement final decision. City Manager executive committee reviewing JPA options

2 Address/manage challenging City financial picture Preparing Triennial Budget

3 Concentrate on short-term marketing/economic development Developing strategy to "fill the hotel rooms"

4 Monitor storm water runoff program/plan to address ASBS requirements Awaiting review of State contract for dry weather diversion grant project

5 Plan for the renovation of the Forest Theater/develop funding options Develop a project scope that deals solely with ADA and restroom reconstruction

Department Project Start Date End Date Status/Description
Administration
City Gift Program 7/1/10 1/1/11 Need to review conflict of interest
Paid Parking Program for Business Area 7/1/09 1/1/11 Prepare report for the City Council
Community Services
Assist in development of "Locals Night" 7/1/08 4/1/11 Part of Economic Revitalization Plan
Community Planning & Building
Development of Green Building
Guidelines/Incentives 7/1/10 1/1/11 Under review by the Planning Commission
Public Safety
Emergency Preparedness Plan Enhancements 7/1/10 6/30/11 Table top exercises being developed.
Police Dept./Carmel Youth Center Emergency
Generator 1/1/09 10/15/10 Electrical design work under way
Forest, Parks & Beach
7/1/10 6/30/11 Obtaining regulatory permits
Mission Trails Pedestrian Footbridge Project/Mt.
View Entrance 4/1/10 8/1/11 Obtaining bids for project construction
Ocean to Carmel Gate - pathway on San Antonio 2/1/10 6/30/11 Landscape architect developing conceptual plans
Landscaping south side of Ocean between
Carpenter and Junipero 7/1/10 6/30/11 Reviewing rake purchase for charcoal & debris removal on the beach
Beach rake/beach fires & charcoal removal
Public Works
7/1/08 6/30/11 Design work under way. Project can be accelerated if Cal-Am approves design.

City of Carmel-by-the-Sea
Capital Improvement and Capital Outlay Budgets
FY 2010-11 Thru 2014-15
Revised Proposed Proposed Proposed Proposed
FY 2010-11 FY 2011-12 FY 2012-13 FY 2013-14 FY 2014-15
Capital Capital Capital Capital Capital Capital Capital Capital Capital Capital
Improvement Outlays/Lse Improvement Outlays/Lse Improvement Outlays/Lse Improvement Outlays/Lse Improvement Outlays/Lse
COMMUNITY PLANNING & BLDG DEPT
Vehicle for Comm Plng/Bldg (Energy efficient) $25,000
Comm Plng/Bldg Permit Tracking Software $8,000
FACILITIES MAINTENANCE DEPT
Forest Theater Master Plan-Design Work $38,300
Beach Restrooms on Scenic-Phase 1, architectural
design work $6,920
Police Dept/Youth Ctr Generator $40,000 $160,000
Police Dept HVAC replacement and reroof $325,000
Police Dept/Public Works bldg interior & exterior
painting $27,000
FINANCE DEPT
Finance Software/Operating System $30,000 $30,000 $30,000 $30,000
FOREST, PARKS, & BEACH DEPT
Carmel Beach Sand Replenishment $26,000 $27,000 $28,000 $29,000 $30,000
Carmel Beach Seawalls repairs $100,000
Replacement of hardware elements for wood
beach stairs $24,000
Mission Trail Nature Preserve Pedestrian Bridge $45,000
Forest Hill Park tennis courts renovation $50,525
FP&B Med Duty Truck & chip/tool box
(replacement for Unit 8, '94 chipper truck ) $69,500
Pedestrian Path - San Antonio bet 2nd & 4th $60,000
FP&B One Ton Dump Truck (replacmnt for Unit 8,
'93 Ford Ranger P/U) $31,600
Mission Trail Nature Preserve water tank/pump
system improvements $38,000
LIBRARY DEPT
Harrison Memorial Library new carpeting $51,000
POLICE DEPT
Police Dept Ford Expedition or Patrol Vehicle $54,360 $56,300
Police Dept Radio Tower Antenna (NGEN) $7,686
Mobile Portable Radios (NGEN) $97,900
Police Dept Go-4 parking unit $35,236
GPS & LPR for Go-4 parking unit $102,589 $77,850
Police Dept Vehicles - Patrol Vehicle $55,228
Police Dept Autofind Mobile LPG $77,850

The City is pursuing grant funding to cover projects highlighted in green.
Possible State mandated costs reimbursement in purple

City of Carmel-by-the-Sea
Capital Improvement and Capital Outlay Budgets
FY 2010-11 Thru 2014-15
Revised Proposed Proposed Proposed Proposed
FY 2010-11 FY 2011-12 FY 2012-13 FY 2013-14 FY 2014-15
Capital Capital Capital Capital Capital Capital Capital Capital Capital Capital
Improvement Outlays/Lse Improvement Outlays/Lse Improvement Outlays/Lse Improvement Outlays/Lse Improvement Outlays/Lse
PUBLIC WORKS DEPT
Dry weather diversion project (City match for grant
project) $125,000
Street and Road Projects based on Nichols
Engineering Rpt $130,000 $160,000 $300,000
Repave Junipero bet Ocean & 8th(TAMC funds
may be available) $300,000
Repave Dolores bet. 4th and 5th $30,000
Ocean Avenue N/S Crosswalks (Junipero to M.
Verde, 5 crosswalks) $30,000
Storm Drainage Improvements: Reconstruct
intersections: M. Verde & 13th and Casanova &
13th $50,000
Storm Drainage Improvements: S. Fe & 4th to
Torres & 5th $300,000
Pub Wks Caterpillar Loader 914G $100,000
Storm Drainage Improvements: 5th Ave from Guad
to Torres $300,000
Pub Wks Street Sweeper Swarze A4000 $145,000
Pub Wks Ford F-350 Truck $35,000
Pub Wks Ford F-750 Dump Trk $85,000
Pub Wks Medium Sized Gardeners Trucks (2) $70,000
LEASE OBLIGATIONS:

ADMINISTRATION
Postage Meter $2,680 $2,680 $1,340 $0 $0
City Hall Copier Lease $5,328 $4,884 $0 $0 $0

FIRE DEPARTMENT
Fire Engine $71,480 $71,480 $71,480 $71,480 $71,480
Grand Total $696,220 $508,127 $309,000 $377,904 $834,000 $190,720 $543,000 $299,330 $448,525 $252,330
Fiscal Year Totals (Imprvmts + Outlays) $1,204,347 $686,904 $1,024,720 $842,330 $700,855
Proposition 1B Funds + TAMC Funds ($300,000) ($50,000) ($300,000) ($300,000)
Net of Proposition 1B/TAMC Funds $904,347 $636,904 $724,720 $542,330
DEBT SERVICE
Monterey County NGEN Radio System $10,739 $22,986 $22,986 $22,986 $22,986

The City is pursuing grant funding to cover projects highlighted in green.
Possible State mandated costs reimbursement in purple

Status of Grant-funded Projects
City of Carmel-by-the-Sea
3/17/10
Grants in progress
Description and Status of Work Funding Source
and Budget Status
Project
Period
Sunset
Center
Landscaping,
Phase II
1. Landscaping at San Carlos Avenue
entrance – completed.
2. Landscaping, new patio on Carpenter
Hall Terrace – completed.
3. Landscaping, irrigation, and stairway
repair on Hamilton Brown Terrace –
completed.
4. Additional landscaping and lighting for
the Hamilton Brown Terrace – bid package
is in process.
2002 Bond Act,
Per Capita fund: $220,000
Roberti-Z’berg-Harris fund: $ 11,048
Spent to date: $195,416
Remaining grant funds: $ 35,632
Received to date:
Per Capita: $174,367
RZH: $ 8,838
Due upon completion $ 47,843
July 2003
to
June 2011
Fourth
Avenue
Riparian
Habitat and
Pathway
1. Phase I (tree removal) completed.
2. Phase II, Re-construction of the channel;
construction of pathway, fences, and
bridges: landscaping -- completed.
Received approval for use of reclaimed
water on 3/9/10. Project completion
package is in progress.
Riparian and Riverine
Habitat Grant, CA Parks
and Recreation Dept: $373,000
Spent to date: $434,262
Remaining grant funds: $ 0
Received to date: $298,400
Due upon completion: $ 74,600
July 2002
to
June 2010
ASBS Grant
program
Diversion system to be designed and
constructed to reduce storm water/urban
runoff into Carmel Bay.
Project was approved in February 2009; the
grant award is in progress and the project is
expected to start soon.
State Water Resources
Control Board, Prop 84: $2,500,000
City match: $ 125,000
The grant award has been delayed
due to the state’s financial and bond
act issues.
June 2009
to
June 2013
Del Mar
Master Plan
For dune habitat restoration and protection,
improvements in ADA access, and the
installation of interpretive signs.
Monterey Peninsula Regional Park
District: $ 8,500
July 2010
to
Sept 2011
Carmel
Trolley
For operation of the Carmel Trolley from
Memorial Day to Labor Day in 2010 and
2011.
Monterey Bay Unified Air Pollution
Control District: $85,000
April 2010
to
September
2011
Pending
Grant
Applications
Del Mar
Master Plan
For Phase II of the Del Mar Master Plan;
final package was submitted 2/4/10 and a
project manager visited the project site on
3/8/10. Decision is expected by early
summer.
Dept of Parks and Rec, Recreational
Trails Program: $209,857
EOC Grant
Program
Backup diesel generator for the EOC and
Police/Public Works Departments.
CA Office of Emergency
Services: $149,719
EECBG
(Energy
Efficiency
and
Conservation
Block) Grants
Submitted through AMBAG. CA Energy Commission: $ 25,000
47
Sunset Center
3/16/2010
Grants
in progress
Description and Status of Work Funding Source
and Budget Status
Project
Period
Capacity
building.
Capacity building to strengthen Board
governance, staff leadership, strategic
planning, market knowledge, and financial
support. In second year of project.
Irvine Foundation, $300,000 for
three years.
October
2008 to
September
2011
Arts in
Education
Annual support for the Classroom
Connections project.
Cargill Foundation, $50,000 for five
years, 1,000 shared of Cargill, Inc.
common stock (first dividend check
was in the amount of $142.50).
March 2009
to February
2014
Arts in
Education
Support for the Classroom Connections
project, 2010-11 school year.
Greater Milwaukee Foundation’s Dr.
Jonathan Pellegrin Fund, $5,000.
August
2010 to
Mary 2011
Pending
Grant
Applications
Arts in
Education
Support for the Classroom Connections
project, 2010-11 school year. Preapplication
submitted 11/3/09, full
application submitted on 3/1/10 by request,
grants officer attended Classroom
Connections performance on 3/11/10.
Community Foundation for Monterey
County, General Endowment Fund.
$10,000, as requested by CFMCO.
Arts in
Education
Support for the Classroom Connections
project. Proposal submitted 3/1/10.
Harden Foundation, $20,000.

City of Carmel-by-the-Sea
Summary of Boards and Commissions FY 2010-11 Goals
Name of Board or Commission Description of Goal Estimated Cost
Community Activities & Cultural
Commission Revitalization of Vista Lobos Facility $2,600
Forest and Beach Commission
I. Carmel Beach Shoreline Management to include semi-annual
shoreline assessments, stairway repairs, sand redistribution,
seawall reinforcements, new signage, new permanent restroom at
Scenic and Santa Lucia, regulations for fires on the beach, and
charcoal and trash cleanups. $200,000
II. Continue annual grid pruning contract and provide
supplemental funding to support planting of new trees in the
urban forest. $40,000
III. Implement Mission Trail Nature Preserve (MTNP) Master Plan $60,000
Historic Resources Board
Obtain Certified Local Government Status from the State Office
of Historic Preservation $0
HML Library Board of Trustees
Maintain Library staffing levels as set out in F.Y. 2008 MOA with
the Library Board of Trustees $0
Planning Commission
I. Revise the Design Guidelines to be consistent with the City's
Green Building Ordinance and other policy changes. $0
II. Provide Guidelines on installation of distributed energy
generation systems. $0