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Item # 5.
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| Town Council Regular Session |
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| Information |
| SUBJECT: |
*DISCUSSION, DIRECTION AND POSSIBLE ACTION FROM TOWN COUNCIL REGARDING THE AUTHORIZATION AND USE OF GENERAL FUND CONTINGENCY RESERVES FOR THE FOLLOWING: BUILDING IMPROVEMENTS TO THE COMMUNITY CENTER FOR THE ADDITION OF AN ELEVATOR, PARKING LOT RECONFIGURATION, CONSTRUCTION OF ACCESSIBLE PATH FROM LA CANADA DRIVE TO THE FACILITY AND THE FUNDING OF THE GOLF AND FOOD & BEVERAGE FEASIBILITY CONSULTANT STUDY (Removed from the agenda on 3/31/17 at 2:30 p.m.) |
| RECOMMENDATION: |
Staff is seeking direction from the Town Council with regard to authorization of use of General Fund contingency reserves as the funding source to complete the following for the Community Center:
- Construct an elevator to provide internal ADA access between the ground level floor and the second level floor within the Community Center facility. Staff is also seeking Council's preference on the location of the elevator within the facility.
- Reconfiguration of the facility parking lot to increase number of spaces
- Construct an ADA accessible walkway from La Canada Dr. to the existing facility entrance sidewalk
- Approval of funding in the amount of $50,000 for the golf and food and beverage feasibility consultant study
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| EXECUTIVE SUMMARY: |
Staff is seeking direction from the Town Council to construct, with the use of General Fund contingency reserves, three (3) needed improvements for the Community Center pursuant to Council direction to staff at the January 18, 2017 regular Town Council meeting:
- Project #1 is the installation of an elevator to provide interior ADA access accommodations between the ground floor and second story of the main entrance at the Community Center facility. In addition to the request for approval of the project and funding source, staff is also asking Town Council its preference on one of two possible locations for the elevator.
- Project #2 is the reconfiguration of the Community Center main parking lot. The reconfiguration will expand the available parking from an existing 198 spaces to 259 spaces via a series of minor improvements.
- Project #3 is the construction of an ADA-compliant walkway from La Canada Drive to the existing entry sidewalk leading into the Fitness Lobby. This walkway is required by ADA statute and provides a safe corridor for pedestrians to walk to the Community Center.
Additionally, Council directed staff to prepare a Request for Proposals (RFP) for a golf and food & beverage feasibility consultant study at the January 18, 2017 Council meeting. It is requested that Council approve the use of General Fund contingency reserves in the amount of $50,000 for this study.
Staff is seeking approval from Town Council on the aforementioned projects, along with the authorization to use General Fund contingency reserves to pay for the project(s).
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| BACKGROUND OR DETAILED INFORMATION: |
At the January 18, 2017 regular Town Council meeting, Council directed staff to return at a future Council meeting with information related to the costs associated with various Community Center elements, including the installation of an ADA-compliant elevator, reconfiguration of the Community Center front entrance and the preparation of an RFP for a consultant study to review and recommend options relating to golf course and food & beverage operations at the facility. The following staff recommendations are for Council consideration:
Project #1 - Interior elevator for the Community Center building
This project is currently approved within the adopted FY 2016-17 budget Capital Improvement Program (CIP) for installation this fiscal year. The project is approved at $331,000 in the Community Center Fund; however, due to revenues trending below budget in the contracted operations of golf and food & beverage, the capacity to fund capital improvements has been significantly reduced.
The current project consists of installing a new elevator on the rear of the existing fireplace hearth in the Overlook Restaurant. To accommodate ADA accessibility requirements, the entire front lobby and main entrance will be reconstructed so patrons enter the building at the ground floor, the same level as the fitness lobby. All of the existing entrance stairs, intermediate level porch, lobby and interior stairs up to the Overlook and down to the golf pro shop will be removed. A spiral staircase will be installed in the current side lobby atrium (where the current greeting desk is located) that will provide direct access between ground level and the Overlook restaurant. The second floor will be extended east to meet the new spiral staircase. The "store front" exterior glass wall by the golf pro shop will be moved outward to provide access to the new elevator.
The total estimated cost for this project is $560,000. The approved project budget of $331,000 assumed that this project would be coupled with the current Trane energy efficiency project, and a portion of the work would be accomplished with Town staff, thus saving the elevator project $229,000. However, since the Trane project is already underway, and Town staff construction resources are committed to other projects now, the entire project will need to be completely accomplished by a separate contracted construction company. The plans for the installation of the elevator behind the hearth are complete, and this project is ready to advertise for bid and contract now. This positioning of the elevator was chosen because it would minimize the modifications to the existing building and represents the lowest cost installation option.
However, staff has considered another elevator placement location. There is the possibility to move the elevator forward and install it closer to the new spiral staircase (see Attachment #1 - Elevator Placement Comparison). This would involve more building modifications for the installation, but would eliminate the "store front" modifications at the rear of the building by the golf pro shop. The total cost of installing the elevator in this position, coupled with all the same building entrance modifications, is $660,000.
Project #2 - Parking lot reconfiguration for the Community Center facility
Currently the Community Center parking lot offers 198 spaces: 190 standard and 8 ADA spaces. By maintaining the current parking lot configuration, slightly shifting rows and moving closer to industry standard parking lot dimensions, 61 new spaces could be achieved (see Attachment #2 - Parking Lot Reconfiguration). This also includes utilizing the open asphalt along the cart barn, adding spaces mid-parking lot and along the neighboring dirt lot. As a result, 259 parking spaces can be achieved: 247 standard and 12 ADA. The cost of this reconfiguration is estimated at $25,000.
Project #3 - Access Walkway from the La Canada Drive to the Community Center Facility
This project would consist of installing an asphalt walkway that would extend from the intersection of La Canada and the Community Center entrance to the entry sidewalk into the Fitness lobby. A 6-foot wide walkway would be placed along the north side of the access driveway. The cost of this project is estimated at $45,000.
This project is necessary for ADA compliance. The current ADA regulations require all public facilities to provide an ADA accessible path to the adjacent right-of-way. Presently, the only accessible path to La Canada from the Community Center is via the vehicular driveway. For safety purposes, a dedicated walkway separate from the vehicular travel lanes is needed.
Finally, Council directed staff to prepare an RFP for a golf and food and beverage feasibility consultant study at the January 18, 2017 Council meeting. Bids for the RFP were due February 28, 2017, and contract negotiations are currently underway based on the scope of work included in the RFP. Since this study was not originally included in the FY 2016/17 adopted budget, it is requested that Council approve the use of General Fund contingency reserves an amount of $50,000 for this study. |
| FISCAL IMPACT: |
As of January 2017, the General Fund contingency reserve balance is estimated to increase approximately $1.4 million by fiscal year-end, from $10.5 million to $11.9 million. This is due primarily to the growth in one-time revenues from residential and commercial building activity exceeding budgeted amounts. The total amount requested for the projects listed above and the RFP study is $780,000 if Council approves locating the elevator near the stairs in the front of the Community Center, or the total is $680,000 if Council prefers to locate the elevator in the back of the Community Center. Please see the related cost summary by project below:
Project #1, Elevator:
- Locating the elevator behind the hearth - $560,000
- Locating the elevator near the stairs - $660,000
Project #2, Parking Lot:
Parking Lot Reconfiguration, 61 Additional spaces - $25,000
Project #3, ADA Walkway:
$45,000
RFP Consultant Study:
$50,000
With either of the project authorization amounts listed above, it is anticipated that the General Fund will still end the year with a surplus, thereby increasing the contingency reserve balance. Use of contingency reserves for these projects aligns with the Town's practice of allocating one-time revenues from construction activity to one-time project costs.
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| SUGGESTED MOTION: |
I MOVE to direct staff to (PROCEED WITH THE AMOUNT OF $__________, PROVIDED BY THE GENERAL FUND CONTINGENCY RESERVES) or (NOT TO PROCEED WITH) for Project #1, the elevator installation.
I MOVE to direct staff to (PROCEED WITH THE AMOUNT OF $__________, PROVIDED BY THE GENERAL FUND CONTINGENCY RESERVES) or (NOT TO PROCEED WITH) for Project #2, the parking lot reconfiguration.
I MOVE to direct staff to (PROCEED WITH THE AMOUNT OF $__________, PROVIDED BY THE GENERAL FUND CONTINGENCY RESERVES) or (NOT TO PROCEED WITH) for Project #3, the ADA walkway installation.
I MOVE to direct staff to PROCEED/(NOT PROCEED) WITH THE AMOUNT OF $50,000, PROVIDED BY THE GENERAL FUND CONTINGENCY RESERVES for the consultant study of golf and food and beverage operations at the Community Center.
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