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HomeMy WebLinkAboutBOARD STANDING COMMITTEES - 10142013 - PPC Agenda Pkt       FINANCE COMMITTEE October 14, 2013 1:30 P.M. 651 Pine Street, Room 101, Martinez Supervisor Federal D. Glover , Chair Supervisor John Gioia, Vice Chair Agenda Items:Items may be taken out of order based on the business of the day and preference of the Committee         1.Introductions   2.Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to three minutes).   3. Quarterly Capital Projects Report (Rob Lim, Public Works Department)   4. Staff Recommendation to Change Community Development Block Grant (CDBG) Funding Cycles to Coincide with the Five-Year Consolidated Plan (Gabriel Lemus, Department of Conservation and Development)   5. Special Revenues Administered by the Board of Supervisors – Review of Livable Communities Trust (Lisa Driscoll, County Administrator’s Office)   6. Current Policy Governing the Use of Special Revenues (Lisa Driscoll, County Administrator’s Office)   7.The next meeting is currently scheduled for November 11, which is a holiday. Discuss choosing a different date or canceling November meeting.   8.Adjourn   The Finance Committee will provide reasonable accommodations for persons with disabilities planning to attend Finance Committee meetings. Contact the staff person listed below at least 72 hours before the meeting. Any disclosable public records related to an open session item on a regular meeting agenda and distributed by the County to a majority of members of the Finance Committee less than 96 hours prior to that meeting are available for public inspection at 651 Pine Street, 10th floor, during normal business hours. Public comment may be submitted via electronic mail on agenda items at least one full work day prior to the published meeting time. For Additional Information Contact: Lisa Driscoll, Committee Staff Phone (925) 335-1021, Fax (925) 646-1353 lisa.driscoll@cao.cccounty.us    FINANCE COMMITTEE 3. Meeting Date:10/14/2013   Department:Public Works Referral No.:   Referral Name: Capital Projects Report  Presenter: Rob Lim Contact: Rob Lim (925) 313-2141 Referral History: On January 6, 2009, the Board of Supervisors approved recommendations for Board Member appointments to local, regional and statewide boards, committees and commissions for the 2009 calendar year. One of the adopted recommendations was to combine the Capital Facilities Committee with the Finance Committee.  On February 2, 2009, the Finance Committee met and planned committee meetings and schedules for the coming year. One of the recommendations was for the Finance Committee to receive regular capital facility update reports. The first report was presented to Finance on March 4, 2009 by the Director of General Services, Mike Lango. The Committee reviewed the initial report and requested that additional financing and appropriation information be added to make the report more meaningful. The final report format was accepted at the April 6, 2009 meeting and staff was directed to include on future Finance Committee agendas. Reports were submitted at each Finance Committee meeting through December 2010.  Beginning in 2011, the Finance Committee requested that Capital Facility Reports be reviewed quarterly. Quarterly review of Capital Facility Reports is the current practice. Referral Update: Quarterly update. Recommendation(s)/Next Step(s): Accept attached Capital Projects Report. Fiscal Impact (if any): Not Applicable. Attachments Capital Project Status Report - October 2013 CAPITAL PROJECTS REPORT - FINANCE COMMITTEE SUMMARY PAGE 10/8/2013 Funding Source Projects PROJECT SIZE Projects Airport Enterprise Fund 1 1 Capital Facilities Fund - Sheriff's 3 between $100,001 - $250,000 2 CCFPD Capital Outlay Fund 1 between $250,001 - $500,000 7 DCD/Redevelopment between $500,001 - $1,000,000 6 EHS Administrative Budget 4 Projects over $1,000,001 11 Energy Fund 1 To be determined 24 General Fund 2 51 General Fund - EHS 2 Grant or Bond Funds 3 Health Services Capital Budget 1 31 NEW PROJECTS since last report: Hospital Enterprise Fund 20 Land Development Fund 1 Mental Health General Fund 1 Call Center, Concord Park Dedication Fees 2 Remodeling for Expansion of Staff at 40 Douglas PG&E On Bill Financing Loan Remodeling for the Financial Counseling Centralized Phone Unit Probation 1 Remodeling of Post Anesthesia Care Unit (PACU) Room 1 Proposition 63, AB109, Measure WW 3 Tenant Improvements for Forensic Services Group School District 1 Tenant Improvements for Vocational Rehab Program Sheriff's Administrative Budget 1 Relocation of CA Childrens Services Admin & Case Mgmt Services Stormwater Utility Assessment #17 (PWD)1 Estimate to Remodel Ste 350 at Summit Center Treasurer-Tax Collector's Budget Relocation of Parking Lot Access at Pinole Library FUNDED PROJECTS :49 $ 80,830,000 Boiler Replacement at 651 Pine Exterior Lead Abatement and Painting at Hangars NON-FUNDED PROJECTS:2 $ 65,100,000 Solar Systems at Various Sites (Regional Renewable Energy Procurement) Upgrade Detention Electronics System at West County Detention Facility TOTAL PROJECTS:51 $ 145,930,000 Estimate for New Flooring/Paint at 40 Douglas ADA Access from hospital to New Martinez Wellness Center, CCCRMC 17 COMPLETED PROJECTS since last report: Reorganize 20 Allen and Lot E parking, CCRMC Remodeling at 40 Muir Road (1st floor) for DCD North Richmond Pump Station Diversion Tenant Improvements for EHS One-Stop Employment Center Estimate to Remodel Pharmacy for Omnicell Carousel Drug Dispenser New Parking Lot at 211 C Street Emergency Department Expansion, CCCRMC Tenant Improvements for Mental Health Services Convert Apparatus Bays at FS #14 Convert Antepartum Rm 5534 to Labor Delivery Room Estimate to Install Kiosk at 651 Pine Old Discovery House Replacment (new residential facility for homeless) Remodeling for Call Center at 1275 Hall Avenue Structural Upgrades to G Ward Emergency Electrical Outlets, CCRMC Sterilization Room Expansion Estimate for Remodeling Lab, CCRMC Upgrades at Livorna Park Sports Court Estimate for Security Upgrades at 5A, 5B, and 5C, CCRMC Phase II Remodel at 50 Douglas Improvements at Lefty Gomez Ballfield, Rodeo Landscaping at Hookston Road, Pleasant Hill New Workstations for Production Room at 151 Linus Pauling Remodeling Sheriff's Office, 651 Pine Call Center, Concord Remodeling Education & Training Room at G Ward Emergency Department Expansion Feasibility Study Chiller Replacement at Martinez Detention Facility Assessment of Various EHS Facilities under $100,000 TOTAL PROJECTS: Remodel 40 Muir - Phase 2 Solar System at 151 Linus Pauling Walden Green Landscaping, Iron Horse Corridor CAPITAL PROJECTS REPORT - FINANCE COMMITTEE Page 1 of 4 10/8/2013 Project Name Address Phase % Proj. Comp Est. Proj. Compl. Date Estimated Proj. Budget Funding Source Conservation & Development 1 Remodeling 40 Muir - Phase 2 40 Muir Road, Martinez Feasibility 5%11/30/2014 $4,300,000 Land Development Fund Contra Costa Fire District 2 Site Improvements at FS #69 4640 Appian Way, El Sobrante Construction Documents 40%6/1/3014 $250,000 Not Identified 3 Convert Apparatus Bays at FS #14 521 Jones Street, Martinez Feasibility 5%6/30/2014 $400,000 CCFPD Capital Outlay Fund County Administrator 4 Exterior Renovations 625 Court Street, Martinez Design Development 25%12/1/3014 $4,500,000 General Fund 5 Estimate to Install Kiosk 651 Pine Street, Martinez Feasibility 0%TBD TBD General Fund Employment & Human Services 6 Assessment of Unfinished Interior Improvements 151 Linus Pauling, Hercules Feasibility 10%12/31/2013 TBD General Fund - EHS 7 Interior Space Analysis for Workstations 151 Linus Pauling, Hercules Feasibility 25%12/31/2013 $100,000 General Fund - EHS 8 Office of the Future 4545 Delta Fair, Antioch; 400 Ellinwood, Pleasant Hill; 1305 MacDonald, Richmond Construction Documents 60%6/30/2014 $375,000 EHS Administrative Budget 9 Solar System 152 Linus Pauling, Hercules Feasibility 5%12/31/2014 $1,500,000 BAAQMD Grant 10 Remodeling for Expansion of Staff 40 Douglas, Martinez Feasibility 0%TBD TBD EHS Administrative Budget 11 Remodeling for Call Center 1275 Hall Avenue, Richmond Feasibility 0%TBD TBD EHS Administrative Budget CAPITAL PROJECTS REPORT - FINANCE COMMITTEE Page 2 of 4 10/8/2013 Project Name Address Phase % Proj. Comp Est. Proj. Compl. Date Estimated Proj. Budget Funding Source Health Services 12 Security Barriers at Wards 3C & 4C 2500 Alhambra Avenue, Martinez Design Development 25%12/31/2013 $350,000 Hospital Enterprise Fund 13 New West County Health Center 13601 San Pablo Ave., San Pablo Closeout 99%10/31/2013 $45,000,000 $12 Million ARRA Grant, $33 Million Bond Funds 14 New Psychiatric Facility (Crisis Residential Center)300 Ilene Street, Martinez Construction 95%10/31/2013 $4,985,000 Proposition 63 15 New Martinez Health Clinic 2500 Alhambra Avenue, Martinez Construction 60%2/28/2014 $7,000,000 Hospital Enterprise Fund 16 Expansion of Concord Clinic 3024 Willow Pass Road, Concord Construction 99%10/31/2013 $2,000,000 Health Services Capital Budget 17 SB1953 Seismic Compliance Retrofit of Kitchen/Cafeteria 2500 Alhambra Avenue, Martinez Construction 90%10/31/2013 $339,000 Hospital Enterprise Fund 18 Angiography Suite 2500 Alhambra Avenue, Martinez Construction Documents 40%6/30/2014 $1,350,000 Hospital Enterprise Fund 19 Kitchen Boiler Replacement 2500 Alhambra Avenue, Martinez Design Development 45%4/30/2014 TBD Hospital Enterprise Fund 20 Remodel Bldg One, 3rd Floor for New Clinic Space 2500 Alhambra Avenue, Martinez Construction Documents 45%TBD $1,700,000 Hospital Enterprise Fund 21 Replacement of Diagnostic Imaging Equipment 2500 Alhambra Avenue, Martinez Feasibility 5%TBD $700,000 Hospital Enterprise Fund 22 New Generator 2530 Arnold Drive, Martinez Design Development 10%1/31/2015 $500,000 Hospital Enterprise Fund 23 Relocation of WIC, Public Health Nurses, and Immunization West County Construction Documents 25%5/30/2014 TBD Mental Health General Fund 24 Emergency Department Expansion 2500 Alhambra Avenue, Martinez Feasibility 5%12/31/2014 $650,000 Hospital Enterprise Fund 25 Remodel Intake Counter at Martinez Detention Facility 1000 Ward Street, Martinez Construction Documents 45%4/30/2014 $406,000 Hospital Enterprise Fund 26 Remodeling for the Financial Counseling Centralized Phone Unit 595 Center Avenue, Martinez Feasibility 0%TBD TBD Hospital Enterprise Fund CAPITAL PROJECTS REPORT - FINANCE COMMITTEE Page 3 of 4 10/8/2013 Project Name Address Phase % Proj. Comp Est. Proj. Compl. Date Estimated Proj. Budget Funding Source 27 Remodeling of Post Anesthesia Care Unit (PACU) Room 1 2500 Alhambra Avenue, Martinez Construction Documents 20%5/31/2014 TBD Hospital Enterprise Fund 28 Tenant Improvements for Forensic Services Group 1430 Willow Pass Road, Concord Design Development 35%TBD TBD Hospital Enterprise Fund 29 Tenant Improvements for Vocational Rehab Program 1430 Willow Pass Road, Concord Design Development 35%TBD TBD Hospital Enterprise Fund 30 Estimate to Remodel Ste 350 2530 Arnold Drive, Martinez Feasibility 5%TBD TBD Hospital Enterprise Fund 31 ADA Access from hospital to New Martinez Wellness Center 2500 Alhambra Avenue, Martinez Feasibility 15%12/31/2013 TBD Hospital Enterprise Fund 32 Reorganize 20 Allen & Lot E Parking 2500 Alhambra Avenue, Martinez Feasibility 10%12/31/2013 TBD Hospital Enterprise Fund 33 Estimate to Remodel Pharmacy for an Omnicell Carousel Drug Dispensing Device 2500 Alhambra Avenue, Martinez Feasibility 0%TBD TBD Hospital Enterprise Fund 34 Emergency Electrial Outlets 2500 Alhambra Avenue, Martinez Design Development 25%4/30/2014 TBD Hospital Enterprise Fund 35 Estimate for Remodeling Lab 2500 Alhambra Avenue, Martinez Feasibility 0%TBD TBD Hospital Enterprise Fund 36 Estimate for Security Upgrades at 5A, 5B, and 5C 2500 Alhambra Avenue, Martinez Feasibility 0%TBD TBD Hospital Enterprise Fund Library 37 Relocation of Parking Lot Access 2935 Pinole Valley Road, Pinole Feasibility 5%TBD TBD School District Probation 38 Improvements to Tamalpias Unit at Old J- Hall 202 Glacier Drive, Martinez Construction Documents 40%7/31/2014 $750,000 Probation Budget 39 Remodeling to Accommodate Training Staff 12000 Marsh Creek Road, Clayton Feasibility 5%TBD TBD Sheriff's Administrative Budget CAPITAL PROJECTS REPORT - FINANCE COMMITTEE Page 4 of 4 10/8/2013 Project Name Address Phase % Proj. Comp Est. Proj. Compl. Date Estimated Proj. Budget Funding Source Public Works 40 Tree Restoration at WCDF 5555 Giant Highway, Richmond Construction 95%10/30/2013 $425,000 Park Dedication Fees 41 Boiler Replacement 651 Pine Street, Martinez Construction Documents 50%8/31/2014 $600,000 General Fund 42 Exterior Lead Abatement and Painting at Hangars 550 Sally Ride Drive, Concord Construction 50%12/31/2013 $550,000 Airport Enterprise Fund 43 Solar Systems at Various Sites (Regional Renewable Energy Procurement) Martinez: 1960/1980 Muir, 50/202/255 Glacier, 555 Escobar; San Pablo: 13601 San Pablo Ave Feasibility 10%7/1/2014 TBD Energy Fund 44 North Richmond Pump Station Diversion North Richmond Feasibility 0%TBD TBD Stormwater Utility Assessment #17 (PWD) 45 Improvements at Lefty Gomez Ballfield 470 Parker Avenue, Rodeo Feasibility 0%TBD TBD Measure WW 46 Landscaping at Hookston Road 230 Hookston Road, Pleasant Hill Feasibility 0%TBD TBD Park Dedication Fees Sheriff Coroner 47 Public Safety Command Center Glacier Drive, Martinez Design Development (On- Hold)30%TBD $65,000,000 Not Identified 48 Relocation of Sheriff's Office Records Unit 2530 Arnold Drive, Martinez Feasibility 5%10/31/2014 $600,000 Capital Facilities Fund 49 Upgrade Detention Electronics System at West County Detention Facility 5555 Giant Hwy, Richmond Feasibility 0%TBD $1,600,000 AB 109 50 Estimate for New Flooring/Paint 40 Douglas, Martinez Feasibility 25%TBD TBD Capital Facilities Fund 51 Remodeling Sheriff's Office, 11th floor 651 Pine Street, Martinez Construction Documents 20%12/31/2013 TBD Capital Facilities Fund TOTAL $145,930,000    FINANCE COMMITTEE 4. Meeting Date:10/14/2013   Department:Conservation & Development Referral No.:   Referral Name: CDBG  Presenter: Gabriel Lemus, CDBG Program Planner Contact: Gabriel Lemus (925) 674-7882 Referral History: Community Development Block Grant (CDBG) funding is a permanent referral to the Finance Committee. The CDBG Program Planner makes self-referrals to the Finance Committee on an as needed basis. Referral Update: See attached report on proposed change to CDBG funding cycles to better align with the next five-year consolidated plan. Recommendation(s)/Next Step(s): APPROVE recommendation to conduct a third-year renewal application process for FY 2014/15 CDBG funds under the CDBG Economic Development category instead of beginning a new two-year funding cycle. APPROVE recommendation to change the CDBG funding cycles to have a two-year funding cycle for the first two years (FY 2015/16 and FY 2016/17) of the 2015-2020 Consolidated Plan and a three-year funding cycle (FY 2017/18, FY 2018/19, and FY 2019/20) to complete the final three years of the 2015-2020 Consolidated Plan. DIRECT the Department of Conservation and Development to prepare a staff report on the Committee's recommendations. The staff report will be submitted and considered by the Board of Supervisors on October 22, 2013 as a "Consent" item. Fiscal Impact (if any): See Attached Report. Attachments Proposed Change to the CDBF Funding Cycles    FINANCE COMMITTEE 5. Meeting Date:10/14/2013   Department:County Administrator Referral No.: 9/17/2013 C.49   Referral Name: Livable Communities Trust Fund  Presenter: Lisa Driscoll, County Finance Director Contact: Lisa Driscoll, County Finance Director (925) 335-1023 Referral History: On September 17, 2003, the County Administrator requested that the Board of Supervisors refer to the Finance Committee a review of special revenues administered by the Board of Supervisors and a review of the current policy governing the use of special revenues. On December 15, 2009, the Board of Supervisors acknowledged that special revenue funds have been established to mitigate the impact of projects approved in certain areas of the County and that they have been tended for uses that will benefit the quality of life for the communities in which the project is approved and special revenue funds originated. The Board affirmed that existing special revenues funds are to be administered by the Supervisors serving in the district for which a special revenue fund was creased. It has been almost four years since the Board formally reviewed these funds. The County Administrator requested a Finance Committee review of special revenues administered by the Board of Supervisors including review of the current policy governing the use of special revenues This report provides updated information on the Liveable Communities Trust. Referral Update: The following provides current information for the Livable Communities Trust (Fund 133700): Authority to Collect: November 15, 2005 Board Order establishing a Trust Fund and Resolution No. 2002/262 adopted July 9, 2002, which approved the Camino Tassajara Combined General Plan Amendment. 1. Source of Funds: An $8,000 per unit fee from Shapell Industries, Braddock and Logan Group II, and Ponderosa Homes for units not identified in the Camino Tassajara Affordable Housing Program. 2. Purpose of Funds at Genesis: To assist with the implementation of the Smart Growth3. Action Plan, which contains provisions designed to improve the livability of communities throughout the County. Level of Board Discretion Over Use of Funds: The Board has discretion over these funds consistent with the Smart Growth Action Plan. 4. Method of Disbursement: Monies are maintained in a Trust Fund administered by the Conservation and Development Department and have not been distributed. 5. Current Estimated Balance: $6,158,336 ($670,320 of this amount is appropriated in the current year) 6. Annual Estimated Revenue: $670,3207. Recommendation(s)/Next Step(s): Receive direction from Finance Committee. Fiscal Impact (if any): Not applicable. Attachments Board Order Establishing the Livable Communities Trust Fund    FINANCE COMMITTEE 6. Meeting Date:10/14/2013   Department:County Administrator Referral No.: 9/17/2013 C.49   Referral Name: Policy Governing Special Revenues Administered by the Board of Supervisors  Presenter: Lisa Driscoll, County Finance Director Contact: Lisa Driscoll, County Finance Director (925) 335-1023 Referral History: On September 17, 2003, the County Administrator requested that the Board of Supervisors refer to the Finance Committee a review of special revenues administered by the Board of Supervisors and a review of the current policy governing the use of special revenues. On August 4, 2009, the Board of Supervisors received and approved a recommendation from the Internal Operations Committee to refer to the Finance Committee a review of the draft findings and recommendations for policies governing Board-administered special revenues. On December 9, 2008, following a discussion about a proposal to allocate County Regional Enhancement funds to provide industrial education and vocational training to West County youths, the Board of Supervisors referred to the Internal Operations Committee (IOC) a review of how special revenue or “trust” funds are expended by the County and the possible development of a policy or protocol regarding the allocation and expenditure of such funds. As the referral was made after the IOC’s final scheduled meeting for 2008, the Board referred the matter to the 2009 IOC for action. The IOC had been studying the matter since April and compiled historical records on an array of Board-administered special revenues, which was provided to each Board of Supervisors member in a special reference binder. The committee developed the attached draft policy including findings and recommendations for protocols for establishing and allocating special revenues, and also clarifying some of the terminology typically associated with special revenues. Prior to making the final recommendations to the Board, the IOC desired to have the Finance Committee review the proposed findings and recommendations and provide constructive feedback to the IOC. The IO Committee had also asked the County Administrator to review and comment on the proposed policy.  Referral Update: On September 14, 2009, the Finance Committee reviewed the proposed policy and requested changes to clarify 'earmarks' and asked that the policy specifically require that benefit and accountability be emphasized. The Finance Committee requested that a new draft be brought back to the next Committee meeting.  On November 2, 2009, the Finance Committee reviewed a second draft of the Policy and made additional changes. The Committee requested that the new policy include wording that specifically prohibited future special Board appropriations and directed that a new draft be forwarded to the Internal Operations Committee.  On December 15, 2009, the Board of Supervisors adopted a Board Order that acknowledged that special revenue funds have been established to mitigate the impact of projects approved in certain areas of the County and that they have been intended for uses that will benefit the quality of life for the communities in which the project is approved and special revenue funds originate; affirmed that existing special revenue funds are to be administered by the Supervisor serving in the district for which a special revenue fund was created, unless specified otherwise when the fund was established; and affirmed that existing special revenue funds are to be used with the support and authorization of the current Supervisor serving in the district where the special district fund originated. The report's background stated that there have been a number of large projects proposed by applicants and eventually approved by the Contra Costa County Board of Supervisors that require mitigation to offset the impacts to the communities where they are built and operate. One of many mechanisms that has been used to address impacts from these projects has been the creation of special mitigation funds to benefit the quality of life for the communities that are affected. Some of the funds are one time only and others are replenishing. These funds include, but are not limited to, the Conoco Phillips fund, C&H Sugar Cogeneration Project Fund, Futures Fund, Keller Canyon Mitigation Fund, Dougherty Valley Fund, and others. These special revenue funds were intended to be administered by the Supervisor serving in the district for the benefit of the district where the special revenue fund was created, unless specified otherwise when established. Recommendation(s)/Next Step(s): Provide staff direction regarding desired changes to the current Board policy governing special revenues administered by the Board of Supervisors. Fiscal Impact (if any): Not applicable. Attachments 2009 Draft Policy Governing Board-administered Special Revenues Current (December 2009) Policy Governing Special Revenues Administered by the Board of Supervisors Print Back to Calendar Return Previous Next C.97 Consent C.97 BOS Agenda Other Actions Meeting Date:12/15/2009 Time (Duration): Special Revenue Mitigation Funds Submitted For:Supervisors Mary Piepho and Susan Bonilla Department:Board of Supervisors District III Noticed Public Hearing:No Official Body:Board of Supervisors Presenter/Phone, if applicable: Audio-Visual Needs: Handling Instructions: District:All Districts Contact, Phone:Tomi Van de Brooke, 820-8683 Information Recommendation(s): ACKNOWLEDGE that special revenue funds have been established to mitigate the impact of projects approved in certain areas of the County and that they have been intended for uses that will benefit the quality of life for the communities in which the project is approved and special revenue funds originate. AFFIRM that existing special revenue funds are to be administered by the Supervisor serving in the district for which a special revenue fund was created, unless specified otherwise when the fund was established. AFFIRM that existing special revenue funds are to be used with the support and authorization of the current Supervisor serving in the district where the special district fund originated. Fiscal Impact: No General Fund impact. Revenue Neutral. Background: There have been a number of large projects proposed by applicants and eventually approved by the Contra Costa County Board of Supervisors that require mitigation to offset the impacts to the communities where they are built and operate. One of many mechanisms that has been used to address impacts from these projects has been the creation of special mitigation funds to benefit the quality of life for the communities that are affected. Some of the funds are one time only and others are replenishing. These funds include, but are not limited to, the Conoco Phillips fund, C&H Sugar Cogeneration Project Fund, Futures Fund, Keller Canyon Mitigation Fund, Dougherty Valley Fund, and others. These special revenue funds were intended to be administered by the Supervisor serving in the district for the benefit of the district where the special revenue fund was created, unless specified otherwise when established. Budget Information Information about available funds Budgeted: Funds Available: Adjustment: Amount Available: Unbudgeted: Funds NOT Available: Amendment: Account Code(s) for Available Funds 1: Fund Transfers Attachments No file(s) attached. Page 1 of 2Agenda 10/10/2013http://64.166.146.155/agenda_publish.cfm?id=&mt=ALL&get_month=12&get_year=2009&dsp=ag...