CITY COUNCIL: Receive & Review Capital Improvement Plan & Refer to Planning Commission for General Plan Consistency

Prepared by: Jason Stilwell
Meeting Date: March 20, 2012

City Council
Agenda Item Summary

Name: Receive and review the City of Carmel-by-the-Sea Capital Improvement Plan and refer it
to the Planning Commission to review for General Plan Consistency.

Description: At this meeting, the City Council will review the Capital Improvement Plan (CIP).  Staff will present an overview of the five-year plan and describe each of the projects. The Planning Commission then will review the projects contained in the CIP and will advise the City Council on its recommendations regarding the proposed capital projects (Carmel Municipal Code 3.06.020) and review it as to determine its consistency with the City’s General Plan (California Government Code 65403). The Planning Commission’s
findings will be transmitted to the City Council.

Overall Cost:
City funds: N/A

Staff Recommendation: Review and provide direction.

Important Considerations: The City Council is anticipated to adopt the budget prior to the start of the fiscal year with budget hearings scheduled for May 17, 2012, May 24, 2012, June 12, 2012, and June 19, 2012.

Decision Record: This is part of City Council’s annual budget process.

Reviewed by:

____________________________________ _________________
Jason Stilwell, City Administrator                         Date


City of Carmel-by-the-Sea
Five Year Capital Improvement Plan
July 1, 2012 – June 30, 2017

March 20, 2012

Table of Contents
Capital Budget Transmittal and Summary ........................................................1
Summary of Projects by Department ..............................................................4
Summary of Projects by Funding Source ........................................................ 8
Project Detail
Administrative Services ................................................................................ 12
Windows Software Upgrade ..........................................................................12
Financial System Upgrade .................................. .........................................13
Network Equipment .................................................................... 14
Voice over IP Telephone System ............................................................ 15
Website Update ............................................................................... 16
Critical Network Spare Equipment .......................................................... 17
Admin Copier ..................................................................................... 18
Community Planning and Building ..................................................... 19
Energy Efficient Vehicle ................................................................... 19
Permit Tracking software ........................................................................... 20
Del Mar Master Plan ......................................................................... 21
ASBS Dry Weather Diversion ................................................................................ 22
Housing Element Update....................................................................... 23
Library ............................................................................................... 24
Park Branch Library carpeting .......................................................................... 24
Art Appraisal .............................................................................. 25
Park Branch Library Painting - Interior .......................................................... 26
Public Safety: Ambulance ........................................................ 27
Ambulance Lease Purchase ............................................................................. 27
Replace Ambulance Vehicle .................................................................... 28
Heart Monitor ................................................................. 29
Diesel Filter System ........................................ 30
Self Contained Breathing Apparatus ................................................................................. 31
Public Safety: Fire .................................................................................. 32
Utility Truck Lease (10/11) ............................................................................. 32
Fire Engine 09/10 ..................................................................... 33
Alerting System ....................................................................................... 34
Diesel Filter System ......................................................... 35
Self Contained Breathing Apparatus ......................................................... 36
Public Safety: Police ........................................................................... 37
Patrol Vehicle Replacement ......................................................................... 37
Interface for patrol audio/video equipment .................................................. 38
Parking Vehicle ................................................................................................... 39
GPS & License Plate recognition ....................................................................... 40
Mobile Data Terminal software and installation ....................................................... 41
Public and Community Services: Public Works ...................................... 42
Street Sweeper Lease .................................................................... 42
Street and Road Projects ................................................................... 43
Paint/Sign Truck ................................................................................ 44
Superintendent Vehicle .................................................................. 45
Gardener Trucks .................................................................... 46
Dump Truck ......................................................................... 47
Water Truck ............................................................................... 48
Guadalupe to 5th Storm Drain ....................................................................... 49
Santa Fe & 4th Storm Drain .................................................................. 50
Caterpillar Loader .......................................................................................... 51
Public and Community Services: Facilities ............................... 52
PW Offices Floor Replacement ................................................................................ 52
Vista Lobos Electrical Main Panel Replacement ................................................................... 53
PD/PW Roof/Patio Replacement .................................................................... 54
PD/PW Re-Painting ............................................................................................................ 55
PW Garage Roll-Up Door Replacement ............................................................................. 56
PD HVAC Replacement and Re-Roof .................................................................................. 57
PD Parking Lot Re-surfacing ................................................................................................... 58
Sunset Center Wood Patio Stage Replacement ........................................................... 59
Sunset Center Bach Offices Building Re-Roof .......................................................................... 60
Sunset Center Planter Re-construction ...................................................................... 61
Sunset Center Roof Repairs ................ 62
Sunset Center Downspout/Gutter Repairs ................................................................................... 63
Sunset Center Mission Street Planter Repairs ............................................................................... 64
Sunset Center Re-painting (East side) ..................................................................................... 65
Sunset Center North Side Re-painting ...................................................................................... 66
Harrison Memorial Library Re-painting Project .................................................................... 67
Flanders Plumbing and Plaster Repairs .................................................................................. 68
Flanders re-roof project ............................................................................................ 69
Flanders Sewer Line Repair/Replacement ........ 70
Card Key Security System .................................................................................... 71
Forest Theater Renovation .............................................................................. 72
Public and Community Services: Facilities ...................................................... 73
Sand Replenishment ......................................................................................... 73
Tennis Court renovation ..................................................................................... 74
F650/chipper ..................................................................................................... 75
Beach stair maintenance ........................................................................................ 76
Mission Trail Park water tank .......................... 77
City Hall Garden ............................................................................... 78
Beach fire baskets ........................................................................................................... 79
Rio Park Improvements .................................................................................................. 80
Scenic Rd. Restrooms ........................................................................................ 81
Replace Forester Truck .......................................................................................... 82
Waterfront Area Signs ............................ 83
Mission Trail Invasive Tree Removal ...................................................................................... 84

Honorable Mayor and Councilmembers:

I am pleased to present the recommended Fiscal Year 2012-13 Capital Improvement Plan (CIP) for the
City of Carmel-by-the-Sea for the period of July 1, 2012 through June 30, 2017. The CIP is a budgeting
and strategic planning tool intended to address the City’s capital needs for a rolling five year period. This
five-year program displays a continued shift in the types of projects funded, from building new facilities
to rehabilitation, deferred maintenance, and replacement of existing capital items. The underlying
strategy of the CIP is to plan for necessary land acquisition, construction and maintenance of public
facilities necessary for the safe and efficient provision of public services in accordance with City policies
and objectives adopted in the City’s General Plan.
The City of Carmel-by-the-Sea's 5-Year Capital Improvement Program is a multi-year planning
instrument for the construction of new and expansion, rehabilitation, or replacement of existing City
owned assets. It provides a planned systematic approach to utilizing the City’s financial resources in the
most responsive and efficient manner to meet its service and facility needs. The CIP includes estimates
of all capital needs, and as such, provides the basis for setting priorities, reviewing schedules, developing
funding policy for proposed improvements, monitoring and evaluating the progress of capital projects,
and informing the public of projected capital improvements and unfunded needs. The CIP does not
appropriate funds; rather, it serves as a budgeting tool, proposing Capital Budget appropriations to be
recommended for adoption within the City’s fiscal year 2012-2013 Operating Budget.
A Capital Improvement Plan is a guide toward the efficient and effective provision of public
infrastructure and facilities. Programming capital facilities and improvements over time can promote
better use of the City’s limited financial resources, reduce costs and assist in the coordination of public
and private development. In addition, the planning process is valuable as a means of coordinating and
taking advantage of joint planning and development of facilities and infrastructure where possible.
Careful management of these assets keeps the City poised for flexible and responsive strategic planning
that allows the City to proactively prepare the groundwork for capital projects so when funding
opportunities arise, a plan is ready to be implemented. By looking beyond year-to-year budgeting and
projecting what, where, when and how capital investments should be made, capital planning enables
public organizations to maintain an effective level of service for the present and future population.
While the program serves as the long range plan, it is reviewed and revised annually in conjunction with
the budget. Priorities may be changed due to funding opportunities or circumstances that cause a more
rapid deterioration of an asset.
The CIP identifies 77 projects for the five-year period. The CIP identifies new facility construction,
facility refurbishment, and infrastructure projects, and their respective funding sources, if any, to create
a sound planning document. The program includes the design, construction, and major rehabilitation of
capital improvements that have a long-term life span, and cost more than $10,000. With these projects,
the City Council would be investing approximately $7.5 million over the next five years. This major
investment in the City’s infrastructure represents a significant commitment to our community’s future.
Page 2
The CIP is primarily a planning document to assist in the City’s long-term planning. As such, is the
projects and their scopes are subject to change from year to year as the needs of the community
become more defined and projects move closer to final implementation. The adoption of the CIP is
neither a commitment to a particular project nor a limitation to a particular cost. As a basic tool for
scheduling anticipated capital projects, it is also a key element in planning and controlling future capital
financing. For this reason, the CIP includes some “unfunded” projects in which needs have been
identified, but specific solutions and funding have not been determined. When adopted, the CIP
provides the framework for the City’s management team and the City Council with respect to
investment planning, project planning and managing any debt.
The 5-Year Capital Improvement Program for Fiscal Year 2012-2013 through 2016-2017 includes various
projects for the benefit of the citizens of Carmel-by-the-Sea. Each of the projects meets some or all of
the following criteria:
• Elimination of potentially hazardous or unsafe conditions and potential liabilities
• Replacement of high maintenance and inefficient/ineffective infrastructure
• Improvement to and/or creation of new services to the Public
• Outside agency regulatory requirements and mandates
• Stimulation of the local economy/eliminate blighted conditions
• Compliance with the City of Carmel-by-the-Sea General Plan
• Preservation of existing assets
Each project is prioritized in accordance with the following priority label categories.
Priority 1: The project is urgent and/or mandated, and must be completed quickly. The City could face
severe consequences if the project is delayed, possibly impacting the health, safety, or welfare of the
community, or having a significant impact on the financial well being of the City. The project must be
initiated or financial/opportunity losses will result.
Priority 2: The project is very important and addressing it is necessary. The project impacts safety, law
enforcement, health, welfare, economic base, and/or quality of life in the community.
Priority 3: The project is important and would enhance the quality of life and would provide a benefit to
the community.
Priority 4: The timing of the project is less important but completion of the project would improve the
community providing cultural, recreational, and/or aesthetic effects.
Priority 5: The project would be an improvement to the community, but need not be completed within a
five-year CIP.
The CIP includes a comprehensive listing of all projects contained in the Five-Year CIP and also projects
beyond the Five-Year Period. Detailed project sheets are contained in the plan for all projects included in
the CIP. Cost estimates have been developed for each project based on preliminary project descriptions,
and include all estimated costs for land acquisition, permits and inspections, project management and
Page 3
project engineering, consultant design, construction, utilities, information technology infrastructure and
other associated project fees. Estimates are in today’s dollars, and the future year projections have been
adjusted for inflation.
The operating budget impact of proposed capital projects, including personnel, operating expenditures,
capital outlay, and debt service, as applicable, are identified on the project detail sheets and considered
in preparing the annual operating budget and Five-Year Financial Model.
The schedule for Capital Improvement Projects is based on available funding, public benefit, and funding
restrictions. This Five-Year Capital Improvement Plan (CIP) is submitted to the City Council to utilize in
reviewing and prioritizing capital projects.
Respectfully submitted,
Jason Stilwell
City Administrator
City of Carmel-by-the-Sea
Five Year Capital Improvement Plan
July 1, 2012 – June 30, 2017
March 20, 2012
Page ii
Table of Contents
Capital Budget Transmittal and Summary .................................................................................................. 1
Summary of Projects by Department .......................................................................................................... 4
Summary of Projects by Funding Source ..................................................................................................... 8
Project Detail
Administrative Services ........................................................................................................................... 12
Windows Software Upgrade ......................................................................................................................... 12
Financial System Upgrade ............................................................................................................................. 13
Network Equipment ..................................................................................................................................... 14
Voice over IP Telephone System ................................................................................................................... 15
Website Update ........................................................................................................................................... 16
Critical Network Spare Equipment ................................................................................................................ 17
Admin Copier ................................................................................................................................................ 18
Community Planning and Building .......................................................................................................... 19
Energy Efficient Vehicle ................................................................................................................................ 19
Permit Tracking software .............................................................................................................................. 20
Del Mar Master Plan .................................................................................................................................... 21
ASBS Dry Weather Diversion ......................................................................................................................... 22
Housing Element Update.............................................................................................................................. 23
Library .................................................................................................................................................... 24
Park Branch Library carpeting ....................................................................................................................... 24
Art Appraisal ................................................................................................................................................. 25
Park Branch Library Painting - Interior .......................................................................................................... 26
Public Safety: Ambulance ....................................................................................................................... 27
Ambulance Lease Purchase ........................................................................................................................... 27
Replace Ambulance Vehicle .......................................................................................................................... 28
Heart Monitor .............................................................................................................................................. 29
Diesel Filter System ...................................................................................................................................... 30
Self Contained Breathing Apparatus ............................................................................................................. 31
Public Safety: Fire .................................................................................................................................. 32
Utility Truck Lease (10/11) ............................................................................................................................ 32
Fire Engine 09/10 ......................................................................................................................................... 33
Alerting System ............................................................................................................................................ 34
Page iii
Diesel Filter System ...................................................................................................................................... 35
Self Contained Breathing Apparatus ............................................................................................................. 36
Public Safety: Police ............................................................................................................................... 37
Patrol Vehicle Replacement .......................................................................................................................... 37
Interface for patrol audio/video equipment ................................................................................................. 38
Parking Vehicle ............................................................................................................................................. 39
GPS & License Plate recognition .................................................................................................................... 40
Mobile Data Terminal software and installation ........................................................................................... 41
Public and Community Services: Public Works ....................................................................................... 42
Street Sweeper Lease ................................................................................................................................... 42
Street and Road Projects ............................................................................................................................... 43
Paint/Sign Truck ........................................................................................................................................... 44
Superintendent Vehicle ................................................................................................................................ 45
Gardener Trucks ........................................................................................................................................... 46
Dump Truck .................................................................................................................................................. 47
Water Truck .................................................................................................................................................. 48
Guadalupe to 5th Storm Drain ...................................................................................................................... 49
Santa Fe & 4th Storm Drain ........................................................................................................................... 50
Caterpillar Loader ......................................................................................................................................... 51
Public and Community Services: Facilities .............................................................................................. 52
PW Offices Floor Replacement ...................................................................................................................... 52
Vista Lobos Electrical Main Panel Replacement ............................................................................................ 53
PD/PW Roof/Patio Replacement ................................................................................................................... 54
PD/PW Re-Painting ....................................................................................................................................... 55
PW Garage Roll-Up Door Replacement ......................................................................................................... 56
PD HVAC Replacement and Re-Roof ............................................................................................................. 57
PD Parking Lot Re-surfacing .......................................................................................................................... 58
Sunset Center Wood Patio Stage Replacement ............................................................................................ 59
Sunset Center Bach Offices Building Re-Roof ................................................................................................ 60
Sunset Center Planter Re-construction ......................................................................................................... 61
Sunset Center Roof Repairs ........................................................................................................................... 62
Sunset Center Downspout/Gutter Repairs .................................................................................................... 63
Sunset Center Mission Street Planter Repairs ............................................................................................... 64
Sunset Center Re-painting (East side) ........................................................................................................... 65
Page iv
Sunset Center North Side Re-painting ........................................................................................................... 66
Harrison Memorial Library Re-painting Project ............................................................................................ 67
Flanders Plumbing and Plaster Repairs ......................................................................................................... 68
Flanders re-roof project ............................................................................................................................... 69
Flanders Sewer Line Repair/Replacement .................................................................................................... 70
Card Key Security System .............................................................................................................................. 71
Forest Theater Renovation ............................................................................................................................ 72
Public and Community Services: Facilities .............................................................................................. 73
Sand Replenishment ..................................................................................................................................... 73
Tennis Court renovation ............................................................................................................................... 74
F650/chipper ................................................................................................................................................ 75
Beach stair maintenance ............................................................................................................................... 76
Mission Trail Park water tank ........................................................................................................................ 77
City Hall Garden ............................................................................................................................................ 78
Beach fire baskets ........................................................................................................................................ 79
Rio Park Improvements ................................................................................................................................ 80
Scenic Rd. Restrooms ................................................................................................................................... 81
Replace Forester Truck ................................................................................................................................. 82
Waterfront Area Signs .................................................................................................................................. 83
Mission Trail Invasive Tree Removal ............................................................................................................. 84
Page 1
Honorable Mayor and Councilmembers:
I am pleased to present the recommended Fiscal Year 2012-13 Capital Improvement Plan (CIP) for the
City of Carmel-by-the-Sea for the period of July 1, 2012 through June 30, 2017. The CIP is a budgeting
and strategic planning tool intended to address the City’s capital needs for a rolling five year period. This
five-year program displays a continued shift in the types of projects funded, from building new facilities
to rehabilitation, deferred maintenance, and replacement of existing capital items. The underlying
strategy of the CIP is to plan for necessary land acquisition, construction and maintenance of public
facilities necessary for the safe and efficient provision of public services in accordance with City policies
and objectives adopted in the City’s General Plan.
The City of Carmel-by-the-Sea's 5-Year Capital Improvement Program is a multi-year planning
instrument for the construction of new and expansion, rehabilitation, or replacement of existing City
owned assets. It provides a planned systematic approach to utilizing the City’s financial resources in the
most responsive and efficient manner to meet its service and facility needs. The CIP includes estimates
of all capital needs, and as such, provides the basis for setting priorities, reviewing schedules, developing
funding policy for proposed improvements, monitoring and evaluating the progress of capital projects,
and informing the public of projected capital improvements and unfunded needs. The CIP does not
appropriate funds; rather, it serves as a budgeting tool, proposing Capital Budget appropriations to be
recommended for adoption within the City’s fiscal year 2012-2013 Operating Budget.
A Capital Improvement Plan is a guide toward the efficient and effective provision of public
infrastructure and facilities. Programming capital facilities and improvements over time can promote
better use of the City’s limited financial resources, reduce costs and assist in the coordination of public
and private development. In addition, the planning process is valuable as a means of coordinating and
taking advantage of joint planning and development of facilities and infrastructure where possible.
Careful management of these assets keeps the City poised for flexible and responsive strategic planning
that allows the City to proactively prepare the groundwork for capital projects so when funding
opportunities arise, a plan is ready to be implemented. By looking beyond year-to-year budgeting and
projecting what, where, when and how capital investments should be made, capital planning enables
public organizations to maintain an effective level of service for the present and future population.
While the program serves as the long range plan, it is reviewed and revised annually in conjunction with
the budget. Priorities may be changed due to funding opportunities or circumstances that cause a more
rapid deterioration of an asset.
The CIP identifies 77 projects for the five-year period. The CIP identifies new facility construction,
facility refurbishment, and infrastructure projects, and their respective funding sources, if any, to create
a sound planning document. The program includes the design, construction, and major rehabilitation of
capital improvements that have a long-term life span, and cost more than $10,000. With these projects,
the City Council would be investing approximately $7.5 million over the next five years. This major
investment in the City’s infrastructure represents a significant commitment to our community’s future.
Page 2
The CIP is primarily a planning document to assist in the City’s long-term planning. As such, is the
projects and their scopes are subject to change from year to year as the needs of the community
become more defined and projects move closer to final implementation. The adoption of the CIP is
neither a commitment to a particular project nor a limitation to a particular cost. As a basic tool for
scheduling anticipated capital projects, it is also a key element in planning and controlling future capital
financing. For this reason, the CIP includes some “unfunded” projects in which needs have been
identified, but specific solutions and funding have not been determined. When adopted, the CIP
provides the framework for the City’s management team and the City Council with respect to
investment planning, project planning and managing any debt.
The 5-Year Capital Improvement Program for Fiscal Year 2012-2013 through 2016-2017 includes various
projects for the benefit of the citizens of Carmel-by-the-Sea. Each of the projects meets some or all of
the following criteria:
• Elimination of potentially hazardous or unsafe conditions and potential liabilities
• Replacement of high maintenance and inefficient/ineffective infrastructure
• Improvement to and/or creation of new services to the Public
• Outside agency regulatory requirements and mandates
• Stimulation of the local economy/eliminate blighted conditions
• Compliance with the City of Carmel-by-the-Sea General Plan
• Preservation of existing assets
Each project is prioritized in accordance with the following priority label categories.
Priority 1: The project is urgent and/or mandated, and must be completed quickly. The City could face
severe consequences if the project is delayed, possibly impacting the health, safety, or welfare of the
community, or having a significant impact on the financial well being of the City. The project must be
initiated or financial/opportunity losses will result.
Priority 2: The project is very important and addressing it is necessary. The project impacts safety, law
enforcement, health, welfare, economic base, and/or quality of life in the community.
Priority 3: The project is important and would enhance the quality of life and would provide a benefit to
the community.
Priority 4: The timing of the project is less important but completion of the project would improve the
community providing cultural, recreational, and/or aesthetic effects.
Priority 5: The project would be an improvement to the community, but need not be completed within a
five-year CIP.
The CIP includes a comprehensive listing of all projects contained in the Five-Year CIP and also projects
beyond the Five-Year Period. Detailed project sheets are contained in the plan for all projects included in
the CIP. Cost estimates have been developed for each project based on preliminary project descriptions,
and include all estimated costs for land acquisition, permits and inspections, project management and project engineering, consultant design, construction, utilities, information technology infrastructure and
other associated project fees. Estimates are in today’s dollars, and the future year projections have been
adjusted for inflation.
The operating budget impact of proposed capital projects, including personnel, operating expenditures,
capital outlay, and debt service, as applicable, are identified on the project detail sheets and considered
in preparing the annual operating budget and Five-Year Financial Model.
The schedule for Capital Improvement Projects is based on available funding, public benefit, and funding
restrictions. This Five-Year Capital Improvement Plan (CIP) is submitted to the City Council to utilize in
reviewing and prioritizing capital projects.

Respectfully submitted,

Jason Stilwell
City Administrator

Capital Improvement Plan
City of Carmel-by-the-Sea, CA
PROJECTS BY