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HomeMy WebLinkAboutAGENDA REPORT 2002 1016 CC REG ITEM 09CITEM 61- C C',W r1F M001tpARK, C'ALIFORNMA City C'nnncil MeeNn ._ " _ 1 _► ir�_i 11i . I MOORPARK CITY COUNCIL AC'T10N: AGENDA REPORT „ _ „_„ 11v: TO: The Honorable City Council FROM: Mary K. Lindley, Director of Community Services DATE: October 4, 2002 (Meeting of October 16, 2002) SUBJECT: Consider Arroyo Vista Community Park Phase II Revised Construction Plan and Scope of Work The City Council is being asked to reconsider construction plans, Scope of Work, and project budget for Arroyo Vista Community Park Phase II. A revision is as a result of a construction cost calculation error in the landscape architect's previous cost estimate. The goal is to complete the project by June 1, 2003. BACKGROUND On July 17, 2002, the City Council approved the draft construction plans and Scope of Work for AVCP Phase II. The budget for the project ($1.5 million) was included in the City adopted FY 02/03 budget. As the Council may recall, the draft plans approved on July 17 included a fourth softball field, which will require modifications to the adjacent unimproved parking lot; hydroseeding and irrigating approximately 11 acres for multi - purpose fields (primarily soccer); construction of a playground with equipment; installation of a large picnic pavilion; grading for the new gravel parking lot east of the football field; minimal hardscape improvements (concrete walkways); minimal security lighting; and miscellaneous site furniture such as picnic tables and trash cans. The approved draft plan also includes the installation of electrical conduit at the fourth softball field to accommodate future ballfield lights, as well as M: \MLindley \PARKS \Park Projects \AVCP Phase II \AVCP II redesign ccagd.doc Honorable City Council October 2, 2002 Page 2 the potential for lighting the adjacent multi - purpose field (soccer). Additionally, the approved draft plan proposes leaving the football practice field in its present location, rather than moving it to the east of the football game field as shown on the previous conceptual plan. The Council elected to include work to underground the existing electrical power line east of the football field. Not included in the plan were ballfield lights for the fourth softball field; asphalt and concrete curbing for the new parking lot east of the football field; and the water feature and small parking lot identified at the east end of the park. DISCUSSION Following the Council's action on July 17, 2002, the landscape architect for the project notified staff that it had miscalculated the amount of acreage to be improved. As a result, the estimated cost of grading, hydroseeding, and irrigating the undeveloped park area is significantly higher than originally identified. As stated above, the total project budget, including design, construction, and project management is $1.5 million ($200,000 soft costs and $1.3 million construction). If the City were to proceed with the Scope of Work previously approved with the correct acreage, the cost to complete the work would be approximately $1,793,610 ($215,000 soft costs and $1,578,610 for construction). To stay within the original project budget of $1.5 million, construction costs need to be approximately $1.3 million. The difference is approximately $293,610. As a result of the miscalculation, the City needs to either decrease the Scope of Work or increase the project funding. The City currently has a fund balance of $1.5 million in the Community Zone of the Park Improvement Fund. The FY 02/03 Community Zone budget includes expenditures in the amount of $20,000 for a tennis court pavilion at AVCP and $1.5 million for AVCP Phase II. The FY 02/03 budget also includes estimated revenue in the amount of $210,000. The estimated fund balance at the end of the fiscal year is $190,000 (See Attachment B). If the Council elects to appropriate an additional $293,610 to construct the . '" r~-1 r Honorable City Council October 2, 2002 Page 3 previously approved scope of work for AVCP Phase II, it needs to approve a temporary loan to the Community Zone in an amount of $103,610. Additionally, not included in previous revenue projections prepared by staff are Park Improvement Fees to be paid by USA Properties Fund (Vintage Crest) in FY 03/04 in the amount of $380,000. Vintage Crest Project lies within Park Improvement Zone 3 (Zone 3 includes all the area south of Los Angeles Avenue). Consistent with the action previously taken by the Council to direct 100 percent of Archstone Communities Park Improvement Fees to the Community Zone, it is proposed that 100 percent of the fees collected from USA Properties be directed to the Community Zone as well. This would allow the City to repay any loan to the Zone of up to $103,610 within a year. The project is a senior citizen housing development. It is unlikely that the project residents will have a measurable impact on the neighborhood parks in Zone 3. The use of a short -term loan to the Community Zone to complete certain improvements at AVCP has been done before. The construction of the AVCP multi purpose court and tennis courts are examples. Additionally, at the time the City considered funding the aquatic facility in the amount of approximately $3 million, it recognized that a loan would be needed once construction was underway. The intent was to repay the loan as new park improvement fees were paid into the Park Improvement Fund. The exact amount of the loan had not been identified since the design and scope of work had not been finalized, and the possibility of a partner agency had not been resolved. Increasing the AVCP Phase II project budget to address the current shortfall will require a larger loan if, and when, the City proceeds with the aquatic facility. If the City continues to make improvements at AVCP in advance of receipt of Park Improvement Fees, it needs to be prepared to loan the Community Zone sufficient funds from either the General Fund Reserve or other Park Improvement Zones. Another option is to use all or part of the funds from the two state park bond allocations ($353,833 - Prop. 12 and $306,621 - Prop. 40), the City's Endowment, or a combination of these funding sources. There have been preliminary discussions by the Parks and Recreation Honorable City Council October 2, 2002 Page 4 Commission about the use of the park bond funds for a Skatepark and /or expansion of Poindexter Park. If the Council elects to use General_ Fund monies it must be recognized that the amount of interest generated from the fund balance will be negatively impacted. A loan from the Endowment Fund will negatively impact the interest generated in the Endowment as well as the General Fund since the Fund's provisions direct 2 percent of its interest to the Endowment, with the remaining interest directed to the General Fund. Therefore, it is important to ensure that any loan is repaid with interest. The General Fund Reserve interest income is budgeted to off -set General Fund expenditures each year. Additionally, it is important that the Council understand that the Park Improvement Fund has a limited life. It is anticipated that future development projects will generate another approximate $9.6 million. When that funding source is fully expended, the City will need to find alternative funding to provide future park improvements. Undertaking the construction of an aquatic facility and fully constructing AVCP Phase II, as it was originally designed (improved parking lots, ballfield lights, water feature, etc.), may limit the use of Park Improvement Funds to expand the existing AVCP gymnasium, expand the Arroyo Vista Recreation Center, build a second community park, and other park improvements the City may desire in the future. With the above funding background in mind, staff has identified several construction scenarios for AVCP Phase II for the Council's consideration (See Attachment A). AVCP Phase II Options Option A: This Option encompasses all items in the scope of work approved on July 17, 2002, including: expanded soccer fields, play lots, picnic pavilion and tables, electrical conduit for the fourth ballfield with potential future lighting for a soccer field, minimal security lighting, perimeter wood rail fence, paved handicapped parking, storage enclosures, and under grounding of the existing electrical power line. As mentioned above, this scope of work would cost approximately $1,793,610, requiring an additional $293,610 appropriation. A loan to the Community Zone of approximately $103,610 would be �`J +' Honorable City Council October 2, 2002 Page 5 needed. The objective under this option is focused on expanding youth sports amenities along with general leisure park amenities, and to postpone the remaining improvements such as paved parking lots and ballfield lights until additional Park Improvement Fees are received. Option B: If the Council desires to include the ballfield lights for the fourth softball field, in addition to the scope of work in Option A, the estimated cost of the project budget is $2,023,110 ($229,500 increase over Option A for design, inspection, and installation of lights). This would require an additional appropriation of $523,110 from the Park Improvement Fund. A loan to the Community Zone of approximately $333,110 would be needed. This option would expand the use of the new softball field into the evening, which would benefit the City's adult softball program, Moorpark Girls Softball Association, and possibly Moorpark High School Softball, which has relied on the use of an AVCP softball field for the past two years. Option C: This option includes everything in Option B plus paving the new parking lot and, what will be, the remaining unimproved parking lot adjacent ,to the multipurpose court (the lot adjacent to the softball fields will be converted into the fourth softball field). Currently, the parking lot adjacent to the Recreation Center is the only improved lot at AVCP. The estimated cost for paving the parking lots, in addition to the cost of Option B, is $379,241 ($235,543 for the new lot and $143,698 for the existing lot) . The work would include asphalt paving, concrete curbs and striping. The total estimated cost of Option C is $2,402,351. Under this scenario, an additional appropriation of $902,351 is necessary and a loan to the Community Zone of approximately $712,351 would be needed. Option D: If the Council elects not to increase the budget at this time, keeping the total project budget at $1.5 million, the scope of work would include grading, irrigating, and hydroseeding the remaining undeveloped area for multipurpose fields (soccer), constructing a fourth softball field, installation of conduit for future ball field lights, a new gravel parking lot, and under grounding the existing overhead electrical power line. Excluded from Option D is the play lot, pavilion, picnic amenities, Honorable City Council October 2, 2002 Page 6 wooden rail perimeter fence, paving lot paving and concrete curbs, concrete walkways around the restrooms /storage facility, and ballfield and security lighting. No additional budget allocation would be required to proceed with this scope of work. Staff recommends that the Council approve Option B. Based on the uncertainty on the timing of future development and the resulting impacts on future City Park Improvement Fees, staff feels comfortable committing up to an additional $523,110. As stated above, a loan to the Community Zone in the amount of $333,110 would be needed from the General Fund for a period of one year. The loan will be repaid with interest at the applicable Local Agency Investment Fund (LAIF) . The Council could identify paving the unimproved parking lots as the next priority to be undertaken when the Community Zone unappropriated Fund Balance reaches $380,000. If the Council approves a scope of work for the AVCP Phase II Project which requires a loan to the Community Zone, staff will present the Council with a Resolution amending the budget and authorizing the loan at the time the construction contract is awarded. STAFF RECOMMENDATION 1) Approve the Scope of Work identified in Option B, which includes an additional future appropriation of $523,110 and a loan from the General Fund Reserve to the Community Zone of $333,110 to be repaid with applicable LAIF interest; 2) and direct that the Park Improvement Fees to be paid by USA Properties for the Vintage Crest project be designated 100 percent to the Community Park Zone. Attachments: A and B Honorable City Council October 2, 2002 Page 7 Attachment A DRAFT PROJECT BUDGET AVCP PHASE II AVCP PHASE II PROJECT BUDGET OPTIONS Option A Option B Option C Option D Landscape Architect $ 50,000 $ 60,000 $ 62,000 $ 50,000 Project Manager $ 25,000 $ 27,000 $ 30,000 $ 25,000 Construction $1,578,610 $1,793,110 $2,162,351 $1,248,627 Permits and Fees $ 25,000 $ 28,000 $ 28,000 $ 25,000 Site Prep. $ 30,000 $ 30,000 $ 30,000 $ 30,000 Contingency $ 85,000 $ 85,000 $ 90,000 $ 80,000 Total Project Cost $1,793,610 $2,023,110 $2,402,351 $1,458,627 New Appro- priation $ 293,610 $ 523,110 $ 902,351 $0 Less Comm. Zone Balance <$ 190,000> <$ 190,000> <$ 190,000> N/A Loan to Community $ 103,610 $ 333,110 $ 712,351 $0 Zone Honorable City Council October 2, 2002 Page 8 Attachment B Community Zone — Estimated Fund Balance Activity * Includes Possible Future Aquatic Facility Fiscal Year Expenditure/Project Estimated Cost Revenue Fund Balance 02/03 $1,500,000 AVCP Phase II ** $1,500,000 Tennis Court Pavilion $20,000 $210,000 $190,000 03/04 $1,096,000 $1,286,000 04/05 Aquatic Facility $250,000 $1,570,000 $2,606,000 05/06 Aquatic Facility $2,750,000 $1,573,200 $1,429,200 Beyond $5,532,000 $6,961,200 ** Staff's recommendation to increase the project budget by $523,110 for a total of $2,023,110 requires a loan of approximately $333,110 from either the General Fund Balance or the City's Trust Fund. Estimated loan repayment, with applicable LAIF interest, would take place when sufficient revenue is received in FY 03/04.