TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Katherine Doherty, City Engineer
SUBJECT:Title
Consideration of Requests Related to the Approved and Adopted Fiscal Year 2023- 2024 Through Fiscal Year 2027-2028 Capital Improvements Program Including Requests from the Manhattan Beach Unified School District for Funding of Improvements to District Facilities (Public Works Director Lee).
(Estimated Time: 30 Mins.)
DISCUSS AND PROVIDE DIRECTION
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council discuss and provide direction on the following requests related to the 5-Year Capital Improvement Program (CIP) for Fiscal Year 2023-2024 (FY 2024) through Fiscal Year 2027-2028 (FY 2028):
1. City Council request to discuss utilizing the General Fund in lieu of grant funds to resurface the roadway going westbound on Manhattan Beach Boulevard beginning at Sepulveda Boulevard;
2. City Council request to discuss the replacement of the exercise equipment on Veteran’s Parkway;
3. City Council request to discuss extending recycled water (i.e. purple pipe) capacity from Polliwog Park to the median on Manhattan Beach Boulevard;
4. Staff request to reduce funds for the Begg Field Improvements Project and reallocate those funds to upgrade the lights and controllers at Manhattan Village Field;
5. Manhattan Beach Unified School District (MBUSD) request for funding of improvements to District facilities for FY 2024;
6. MBUSD request for funding of improvements to District facilities for Fiscal Year 2024-2025 (FY 2025).
FISCAL IMPLICATIONS:
The adopted FY 2024 through FY 2028 5-Year CIP includes 84 individual projects totaling $160,442,946. This includes projects already underway as well as those to be initiated within the current five-year period. The planned expenditures are for projects approved in prior years, representing approximately $49.3 million, while the remaining $111.1 million represents projects planned for implementation in FY 2024 through FY 2028.
There are no fiscal implications at this time. Staff will return to City Council, if necessary, based on direction received on the six aforementioned requests.
BACKGROUND:
On June 6, 2023, City Council approved and adopted the FY 2024 through FY 2028 5-Year CIP.
On October 3, 2023, the City Council directed staff to agendize item Nos. 1 and 2 above at a future meeting.
On November 7, 2023, the City Council directed staff to agendize item No. 3 above at a future meeting.
On June 7, 2022, City Council adopted the FY 2023 through 2027 5-Year CIP Plan, which included funds to replace the light controllers at Manhattan Village Field. Due to funding shortfalls, there is a need to reallocate funds to this project. (Item No. 4 above).
On August 9, 2023, the MBUSD submitted a request to the Public Works Department for FY 2024 CIP funding in the amount of $400,000 pursuant to the Amended and Restated Master Agreement between the City and MBUSD for the provision, use and maintenance of educational, recreational and community facilities and programs. (Item No. 5 above).
On October 31, 2023, the MBUSD submitted a request to the Public Works Department for FY 2024 CIP funding in the amount of $500,000 pursuant to the same agreement. (Item No. 6 above).
DISCUSSION:
1. City Council request to discuss utilizing the General Fund in lieu of grant funds to resurface the roadway going westbound on Manhattan Beach Boulevard (MBB) beginning at Sepulveda Boulevard.
The Pavement Condition Index (PCI) is a numerical index between 0 and 100, where 100 means a newly paved road. A PCI in the 30s designates the street to be in poor condition. The segment of MBB between Sepulveda Boulevard and Dianthus Street currently has ratings from 32 to 38 based on the 2021 Pavement Management Program Report. Pavement rehabilitation for this segment of MBB is currently programmed in the 5-Year CIP to begin planning and design in FY 2026, with construction taking place in FY 2027.
If this project were accelerated to begin planning and design in FY 2025 and construction in FY 2026, it could be delivered as part of the Cycle 3 Street Resurfacing Project. As it relates to resurfacing work, this Cycle 3 project is currently intended to focus on the streets surrounding Peck Reservoir and is funded with Gas Tax, Measure R, Measure M, and Prop C Fund revenues. At the direction of the City Council, the scope of the Cycle 3 Project could be expanded to encompass this section of MBB. However, this would require an additional appropriation of approximately $1,000,000 to this project. The City Council can direct staff to secure these funds through a reallocation from other projects or an appropriation from any combination of the unreserved balances available from the funds listed above or, if necessary, a transfer from the General Fund.
2. City Council request to discuss the replacement of the exercise equipment on Veteran’s Parkway.
The Mariposa Fitness Station is located in the Veterans Parkway, south of City Parking Lot No. 7 and adjacent to the intersection of Valley Drive and 10th Place. The Parks and Recreation Department proposed replacement of the equipment with a fitness court from the National Fitness Campaign (NFC) in November 2018. The equipment was procured and the project was designed and advertised for bid in 2020. The bids received were higher than anticipated primarily due to challenging site conditions for installation of the fitness court. In November 2020, the City Council rejected all bids and directed staff to move the installation of the NFC equipment to the upper Polliwog Park area. (The construction contract for the NFC equipment installation is tentatively set for the City Council to consider on March 5, 2024).
Replacement of the Mariposa Fitness Station parcourse equipment is currently programmed in the 5-Year CIP to begin planning and design in FY 2028 with a placeholder amount of $100,000. Construction would then occur in FY 2029 (beyond the current 5-Year CIP). Staff anticipates that the construction component of this project would cost approximately $350,000. The scope of the project also includes the necessary upgrades to ensure compliance with the Americans with Disabilities Act (ADA). If the City Council desires to accelerate this project, staff will return with a plan to provide funds and staffing resources for engineering design and construction from other projects within the CIP Fund or, if necessary, a transfer from the General Fund.
3. City Council request to discuss extending recycled water (i.e. purple pipe) capacity from Polliwog Park to the Median on MBB.
The medians along MBB between Sepulveda Boulevard and Aviation Boulevard are currently irrigated with potable water. Recycled water (i.e. purple pipe) from West Basin Municipal Water District is available in nearby Polliwog Park. In order to consider extension of the recycled water system to these medians, staff recommends contracting with a firm to conduct a feasibility study for this project. The feasibility study would determine the possibility of extending the recycled water irrigation line from Polliwog Park to the medians along MBB, including estimated construction and long-term maintenance costs. Upon conclusion of the study, staff would present the results to City Council for direction on whether to proceed with expanding the recycled water system to these medians.
Staff anticipates that the feasibility study would cost approximately $20,000, could be completed in the fall of 2024, and could be funded with the Water Fund. If the City Council directs staff to conduct the study, staff recommends delaying the planned replacement of the landscaping within these medians with drought tolerant landscaping until after the recycled water feasibility study’s findings can be considered by the City Council.
4. Staff request to reduce funds for the Begg Field Improvements Project and reallocate those funds to upgrade the lights and controllers at Manhattan Village Field.
During the planning stages of the project to upgrade the controllers at Manhattan Village Field, Public Works and Parks and Recreation staff determined that the lights and electrical infrastructure for the lights at the field are in need of replacement as well due to their age. The cost to complete this project with the expanded scope is $350,000. However, the project only has $100,230 remaining in the budget.
In order to close this funding gap, staff recommends reallocating $280,000 from the Begg Field Improvements Project (originally intended to replace the backstops) to the Manhattan Village Field Project in order to upgrade the full lighting system. While the new backstops are still needed at Begg Field, Parks and Recreation staff have determined that upgrading of the lights and controllers at the Manhattan Village Field is a higher priority. If directed by the City Council to reallocate these funds as proposed, the $280,000 would be restored to the Begg Field Improvements Project as part of the next 5-Year CIP update that will be considered by the City Council in May 2024.
5. MBUSD request for funding of improvements to District facilities for FY 2024.
On August 9, 2023, MBUSD submitted a request for funding consideration for FY 2024 (attached). The District would like to implement improvements to the Mira Costa High School tennis court facility. Specifically, the District intends to install safety netting between the tennis courts and the adjacent softball fields in order to prevent softballs and baseballs from intruding into the tennis courts and to provide a safer playing area for tennis court users. In addition, the District intends to renovate and repair the retaining walls and fences that border the tennis courts, as these have eroded over time and need attention.
If approved by the City Council, MBUSD would manage this construction project and then submit a request for reimbursement to the City for its expenditures. Preliminary estimates from MBUSD reflect an anticipated cost of approximately $400,000 for the full scope of this project. If actual costs exceed the available budget, the netting system will be prioritized with any remaining available funds utilized to begin work to rehabilitate the tennis court retaining walls and fences.
Funds for this request are not currently accounted for in the adopted 5-Year Capital Improvement Program. If the City Council approves this request, staff will return with a plan that identifies potential funding sources for the $400,000, including projects that could be reallocated within the CIP Fund or, if necessary, a transfer from the General Fund.
6. MBUSD request for funding of improvements to District facilities for FY 2025.
On October 31, 2023, MBUSD submitted a request for funding consideration for FY 2025 (attached). The District requests funding to continue the implementation of the safety netting system requested in No. 5 above by extending it down Meadows Avenue to prevent balls from Mira Costa fields from intruding onto the sidewalks, the street, or homes to the west of the campus.
If approved by the City Council, MBUSD would manage this construction project and then submit a request for reimbursement to the City for its expenditures. Preliminary estimates from MBUSD reflect an anticipated cost of approximately $500,000 for this scope of work.
Funds for this request are not currently accounted for in the adopted 5-Year Capital Improvement Program. If the City Council would like to consider funding of this request, staff recommends that the City Council direct staff to include it alongside other projects in the proposed 5-Year CIP update that will be presented in May 2024.
PUBLIC OUTREACH:
The MBB Pavement Rehabilitation, Mariposa Parcourse Equipment Replacement, and Recycled Water Feasibility Study were discussed during City Council on October 3, 2023 and November 7, 2023. The Park and Recreation Department has discussed the replacement of the lights and controllers at Manhattan Village Field with the user groups, and they are supportive.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that adoption of the 5-Year CIP is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. List of Projects for Current FY 2024 Through FY 2028 5-Year CIP
2. MBUSD Funding Request Letter for FY 2024
3. MBUSD Funding Request Letter for FY 2025
4. PowerPoint Presentation