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AGENDA REPORT of 9q-010 /0
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TO: The Honorable City Council aY '°-
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FROM: Jeremy Laurentowski, Landscape /Parks Maintenance?
Superintendent
DATE: August 20, 2010 (CC Meeting of September 1, 2010)
SUBJECT: Consider Replacing the Acoustical Ceiling Tile in the
Community Center's Apricot Room and Resolution
Amending the Fiscal Year 2010/11 Budget
BACKGROUND
Currently, the Community Center's Apricot Room serves a variety of both City and
privately sponsored programs. In addition to being utilized as the City's Council
Chambers and hosting regularly scheduled Commission meetings, the Active Adult
Center uses the Apricot Room every day of the week and schedules an average of
three senior programs daily. The Library provides several weekly summer programs
for children and every week the Apricot Room is rented by several private individuals
and organizations. As a result, the Apricot Room is in need of minor renovation as
the impact of these regularly scheduled events has started to take its toll on the
facility.
DISCUSSION
A component of the Apricot Room renovation will include replacing the acoustical
ceiling tile. The current acoustical ceiling tiles were installed during the 1991
Community Center renovation project. Over the years the tile has become stained
from minor roof and ducting leaks, dust and debris generated from continual use of
the HVAC systems. Staff has determined that the debris that has accumulated on
this surface of the tile would be very difficult to clean, as the debris is a tacky
substance, eliminating the option of painting the surface. In addition, staff is doubtful
that the ceiling tiles still maintain the same acoustic value as when they were
originally installed, as the backing has started to deteriorate due to the age of the
product and the honeycomb construction of the tiles have become blocked with
debris.
The tiles installed during the 1991 Community Center renovation project were
specifically chosen for their acoustical value, as the proposed uses of the facility
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Honorable City Council
September 1, 2010
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would require a high Noise Reduction Coefficient (NRC) value to absorb the ambient
sounds generated in the building. Typical ceiling tiles installed in an office
environment have an NRC rating of 50 -70 percent. However, in areas where there is
a significant need for sound attenuation, NRC ratings are typically as high as 85-
100%. Staff has determined that the existing ceiling tiles in the Apricot Room have
an NRC rating of 100 %. The high NRC rating is critical to minimize echoing and
maximize sound absorption as our City Council meetings are recorded and televised.
Staff has discussed the option of installing a ceiling tile with a lesser NRC rating with
a local acoustical consultant and has discovered that there may be a possibility that a
lesser NRC rating would provide adequate acoustics generated in the building.
However, to determine this, a noise study and survey would need to be prepared and
staff has determined that the cost savings to the City by installing an acoustical the
with a lesser NRC rating would equal or exceed the cost of an acoustical the with a
100% NRC rating due to the cost of consultant hired to prepare the study (acoustical
consultant = $1,500, acoustical tile with a 90% NRC rating = $11,260, total =
$12,760).
FISCAL IMPACT
Staff has prepared an estimated budget to replace 'in kind' the acoustical ceiling the
in the Apricot Room and has determined that the $6,519 budgeted for this project in
the Facilities Division (7620), Community Facilities Property Maintenance
expenditure account (9252) is not sufficient to replace the ceiling tile. Staff has
contacted several vendors and has determined that the total cost to replace the
ceiling is $14,893.00:
Acoustical ceiling tile replacement $12,950.00
15% Contingency $1,943.00
Total $14,893.00
Staff recommends utilizing the $6,519 in the expenditure account and is requesting
an additional appropriation from the General Fund Reserve (1000) in the amount of
$8,374.00 to the Facilities Division.
STAFF RECOMMENDATION Roll Call Vote
1. Approve the replacement of the Acoustical Ceiling Tile in the Community Center's
Apricot Room; and
2. Adopt Resolution No. 2010 - _ amending the FY 2010/11 budget to appropriate
$8,374 from the General Fund Reserve (1000) to the Facilities Division (7620) for
the Community Facilities.
Attachment: Resolution 2010 -
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September 1, 2010
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RESOLUTION NO. 2010 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL
YEAR 2010/11 BUDGET TO ALLOCATE $8,374 FROM
THE GENERAL FUND RESERVE (1000) TO THE
FACILITIES DIVISION.
WHEREAS, on June 16, 2010, the City Council adopted the Operating and
Capital Improvement Budget for Fiscal Year 2010/11;
WHEREAS, the adopted budget includes $6,519 in the Facilities Division
(7620) for the replacement of ceiling tiles in the Community Facilities;
WHEREAS, a staff report has been presented to City Council discussing the
deteriorated condition of the acoustical ceiling tiles in the Community Center's Apricot
Room and recommends the 'in kind' replacement of said tiles in the amount of
$14,893;
WHEREAS, an additional appropriation of $8,374 is requested from the
General Fund (1000) to the Facilities Division (7620) Property Maintenance
Expenditure Account (9252) to fund this project, and
WHEREAS, Exhibit "A" hereof describes said budget amendment and its
resultant impact to the budget line item.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. A budget amendment allocating $8,374 from the General Fund
(1000) for the replacement of the acoustical ceiling tile in the Community Center's
Apricot Room more particularly described in Exhibit "A" attached hereto is hereby
approved.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and
shall cause a certified resolution to be filed in the book of original resolutions.
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September 1, 2010
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PASSED AND ADOPTED this 1st day of September, 2010.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, Assistant City Clerk
Attachment: Exhibit A — Budget Amendment
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EXHIBIT A
BUDGET AMENDMENT FOR THE GENERAL FUND FOR THE REPLACEMENT
OF THE ACOUSTICAL CEILING TILE IN THE COMMUNITY CENTER'S APRICOT
ROOM
FY 2010/11
FUND ALLOCATION FROM:
Fund Title
Fund Account Number
Amount
General Fund
1000 -5500
$8,374
$8,374
$67,774
Total
$8,374
DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS:
BUDGET NUMBER
BUDGETED
REVISION
NEW BUDGET
1000.7620.0000.9252
$ 59,400
$8,374
$67,774
Total
1$59,400
1$8,374
1$67,774
Finance approval:
• ,,