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HomeMy WebLinkAbout121416 - CSTOC Agenda Packet121416 - CSTOC Agenda 121416 - A1 CSTOC Draft Minutes 071416 121416 - B1 CSTOC Committee Membership 121416 - C1 Fiscal 2016 Annual Road Staff Report 121416 - C1a 2015-2016 Annual Road Report 121416 - C2 CSTOC 2016 Comm Rds Report Staff Report SPECIAL MEETING CITY OF ATASCADERO CITIZENS’ SALES TAX OVERSIGHT COMMITTEE1 AGENDA Wednesday, December 14, 2016 4:00 P.M. City Hall Club Room, 4th Floor 6500 Palma Avenue, Atascadero, California (Enter on Lewis Avenue) CALL TO ORDER: ROLL CALL: Chairperson Bill Hatch, Atascadero Kiwanis Vice-Chairperson Robert “Grigger” Jones, Atascadero Chamber of Commerce Committee Member Grenda Ernst, Friends of the Atascadero Library Committee Member Andrea Greenaway, Veterans Memorial Foundation Committee Member Kathe Hustace, Atascadero Association of Realtors Committee Member Jerry Martin, Moose Lodge #2067 Committee Member Michael Shaw, At-Large Committee Member Carol Simonin, Quota International Committee Member Chuck Ward, At-Large AP PROVAL OF AGENDA: PRESENTATIONS: None 1 Established for the oversight of the 2014 Sales Tax Measure PUBLIC COMMENT: (This portion of the meeting is reserved for persons wanting to address the Committee on any matter not on this agenda and over which the Committee has jurisdiction. Speakers are limited to three minutes. Please state your name for the record before making your presentation. The Committee may take action to direct the staff to place a matter of business on a future agenda. A maximum of 30 minutes will be allowed for Public Comment, unless changed by the Committee.) A. CONSENT CALENDAR: 1. Citizens’ Sales Tax Oversight Committee (CSTOC) Draft Action Minutes - July 14, 2016  Recommendation: Committee approve the CSTOC Draft Action Minutes of the July 14, 2016 CSTOC meeting. [City Clerk] B. INFORMATIONAL ITEMS: 1. Citizens’ Sales Tax Oversight Committee (CSTOC) Membership C. BUSINESS ITEMS: 1. Approval of Fiscal Year 2016 Annual Road Report  Fiscal Impact: None.  Recommendation: Committee approve the Fiscal Year 2016 Annual Road Report. [Administrative Services] 2. Fiscal Year 2016 Community Roads Report  Fiscal Impact: None.  Recommendation: Committee review and endorse the Fiscal Year 2016 Community Roads Report. [Public Works] 3. Set Next Meeting D. COMMITTEE MEMBER COMMENTS: E. ADJOURNMENT In compliance with the Americans with Disabilities Act, if you need special assistance to participate in a Citizens’ Sales Tax Oversight Committee Meeting, please contact the City Clerk’s Office at (805) 470-3400. Notification at least 48 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting. SPECIAL MEETING CITY OF ATASCADERO CITIZENS’ SALES TAX OVERSIGHT COMMITTEE1 DRAFT MINUTES Thursday, July 14, 2016 6:00 P.M. City Hall Club Room, 4th Floor 6500 Palma Avenue, Atascadero, California (Enter on Lewis Avenue) CALL TO ORDER: Chairperson Hatch called the meeting to order at 6:13 p.m. ROLL CALL: Present: Committee Members Hustace, Shaw, Simonin, Vice Chairperson Jones and Chairperson Hatch Absent: Committee Members Ernst, Greenaway, Martin and Ward Staff Present: Public Works Director Nick DeBar and Deputy City Clerk Lori Kudzma APPROVAL OF AGENDA: MOTION: By Vice Chairperson Jones and seconded by Committee Member Shaw to approve the agenda. Motion passed: 5:0 by a voice vote. 1 Established for the oversight of the 2014 Sales Tax Measure ITEM NUMBER: A-1 DATE: 12/14/16 PRESENTATIONS: None PUBLIC COMMENT: None A. CONSENT CALENDAR: 1. Citizens’ Sales Tax Oversight Committee (CSTOC) Draft Action Minutes - December 14, 2015  Recommendation: Committee approve the CSTOC Draft Action Minutes of the December 14, 2015 CSTOC meeting. [City Clerk] There was a brief discussion regarding an item on the minutes. Public Works Director DeBar confirmed that he would be covering the item in question during his presentation. MOTION: By Board Member Shaw and seconded by Vice Chairperson Jones to approve the Consent Calendar. Motion passed: 5:0 by a voice vote. B. INFORMATIONAL ITEMS: None C. BUSINESS ITEMS: 1. Staff Updates A presentation and materials will be provided at the meeting on Measure F -14 Projects, Maintenance of Effort Funding for Roadways, and the proposed San Luis Obispo County Self-Help Sales Tax Measure. [Public Works] Public Works Director Nick DeBar gave the presentation with handouts (Exhibit A) and answered questions from the Board. There were questions regarding how close actual F-14 revenues were compared to the estimate for fiscal year 2015/2016. Staff explained that the year -end audit is in process and that it will be a few months before the reports are finalized. Board Member Hustace requested an email copy of Mr. DeBar’s presentation. Vice Chairperson Jones requested that a copy of the presentation be sent to all Board Members. 2. Set Next Meeting Public Works Director DeBar will let the Board know when the next meeting date is determined. ITEM NUMBER: A-1 DATE: 12/14/16 Vice Chairperson Jones left the meeting at 7:00 p.m. D. COMMITTEE MEMBER COMMENTS: None E. ADJOURNMENT Chairperson Hatch adjourned the meeting at 7:00 p.m. MINUTES PREPARED BY: ______________________________________ Lori Kudzma, Deputy City Clerk ITEM NUMBER: A-1 DATE: 12/14/16 CITY OF ATASCADERO (11/24/15) CITIZENS’ SALES TAX OVERSIGHT COMMITTEE COMMITTEE MEMBER APPOINTED BY TERM EXPIRES 01/31/2017 TERM EXPIRES 01/31/2018 TERM EXPIRES 01/31/2019 Robert “Grigger” Jones Chamber of Commerce 12-year term (01/31/26) Michael Shaw City Council X Chuck Ward City Council X Grenda Ernst Friends of the Library X Jerry Martin Moose Lodge #2067 X Andrea Greenaway Veterans Memorial Foundation X Kathe Hustace Association of Realtors X Carol Simonin Quota International X Bill Hatch Kiwanis X ITEM NUMBER: B-1 DATE: 12/14/16 ITEM NUMBER: C-1 DATE: 12/14/16 Citizens’ Sales Tax Oversight Committee Staff Report – Administrative Services Department Approval of Fiscal Year 2016 Annual Road Report RECOMMENDATION: Committee approve the Fiscal Year 2016 Annual Road Report. DISCUSSION: On July 8, 2014, the Atascadero City Council adopted Ordinance No. 581, imposing a transactions and use tax. This Ordinance became operative when the majority of Atascadero voters approved it in November 2014. Among other items, the Ordinance outlines annual reporting requirements related to the additional half cent sales tax. Section 15 of the Ordinance requires the preparation of an Annual Road Report by the City to the Citizens’ Oversight Committee for review. Section 15 of Ordinance No. 581 reads as follows: Section 15. ANNUAL ROAD REPORT. An Annual Road Report shall be prepared by the City no later than the last day of the sixth month following the end of each City fiscal year. The Report shall be submitted to the Citizens’ Oversight Committee for review. The Committee will submit their findings and conclusions to the City Council. The Report will also be made available to the public. The Annual Road Report shall detail the prior fiscal year’s activities related to the retail transaction and use tax. The Report shall include revenues generated by the Transaction and Use Tax, expenditures (in summary form), funds carried over from previous fiscal years, and any remaining funds to be carried over for expenditure in subsequent fiscal years. In accordance with the Ordinance, the fiscal year 2016 Annual Road Report is attached. FISCAL IMPACT: None ITEM NUMBER: C-1 DATE: 12/14/16 ATTACHMENT: 1. Fiscal Year 2016 Annual Road Report City of Atascadero Citizens’ Sales Tax Oversight Committee Annual Road Report Fiscal Year 2015-2016 ITEM NUMBER: C-1 DATE: 12/14/16 ATTACHMENT: 1 i City of Atascadero ELECTED OFFICIALS Tom O’Malley, Mayor Heather Moreno, Mayor Pro Tempore Bob Kelley, Council Member Roberta Fonzi, Council Member Brian Sturtevant, Council Member Marcia McClure Torgerson, City Clerk Gere W. Sibbach, City Treasurer CITIZENS’ SALES TAX OVERSIGHT COMMITTEE MEMBERS Bill Hatch, Atascadero Kiwanis, Chairperson Grenda Ernst, Friends of the Atascadero Library Andrea Greenaway, Atascadero Veterans Memorial Foundation Kathe Hustace, Atascadero Association of Realtors Robert “Grigger” Jones, Atascadero Chamber of Commerce Jerry Martin, Moose Lodge #2067 Carol Simonin, Quota International Chuck Ward, At-Large Michael Shaw, At-Large Measure F-14 Sales Tax Projects Fund* Executive Summary………………………………………………………………………………………………….1 Financial Statements………………………………………………………………………………4 Certification of Citizens' Sales Tax Oversight Committee Chairperson………………………………5 Balance Sheet…………………………………………………………………………………………...…………………………..6 Statement of Revenues, Expenses, and Changes in Fund Balance………………………………………………...……...………………………………………..7 Revenues Summary………………………...………………………………………………………………………………8 Revenues from State of California……………………………………………………………………………9 Honda Avenue Pavement Project Information………………………………………………..22 Alamo Avenue Pavement Project Information………………………………………………..28 Pavement Maintenance Projects Information…………………………………………………………………..35 Pavement Rehabilitation Projects Information………………………………………………..52 *This fund is a sub-account of the General Fund and will be included with the General Fund audited financial statements. CITY OF ATASCADERO TABLE OF CONTENTS June 30, 2016 ii Executive Summary Revenues In November 2014, Atascadero voters approved Sales Tax Measure F-14, increasing the City sales tax rate by 0.5% from 7.5% to 8%. The additional half percent sales tax revenue is the subject of this Annual Report. Retailers within the City limits of Atascadero began collecting the approved 8% sales tax on April 1, 2015. These retailers are required to submit sales tax revenues directly to the State of California Board of Equalization (BOE) on a monthly, quarterly, or annual reporting basis (as determined by the State). After the State BOE has processed the payments and reports from the Retailers, the State BOE remits payment to the City. The City generally receives these payments from the State BOE about 60 days after the end of the month in which the sales took place. Although the flow of the cash does take extra time to get to the City’s account, the sales tax revenue is counted in the period when the sales took place. For example, the City received the fir st sales tax payment of the fiscal year, $112,800, from the State BOE in late September 2015 for the sales that took place during the month of July 2015. The City counts that as July revenue, although it was received much later. The total Measure F-14 Sales Tax Revenue that was earned for the period July 2015 – June 2016 was $2,095,116. Expenditures Expenditures for repairing and maintaining neighborhood roads and other roadways involve a process designed to provide transparency and fairness. The City has implemented a “Critical Point Management” methodology. This methodology selects roads which can have their useful life extended the longest with cost effective maintenance and less expensive repairs. Once selected, the projects are designed and then advertised for construction to local contractors and in plan rooms throughout California for a 30 day period. Bids are opened and the contract is awarded to the lowest responsive bidder. Contracts are approved by Council, if necessary, per the City’s purchasing policy. The contracts are then signed and bonds and insurance provided by the Contractor. Construction begins and City staff provides project inspection and oversight. Once the project is ready to go to bid, it is approximately 60 to 90 days before construction begins. 1 Executive Summary (continued) Expenditures (continued) As a result, $217,962 was spent on projects during the 2015-2016 fiscal year. This included construction costs for both the Honda Avenue and Alamo Avenue projects , and preconstruction costs for the 2015-2016 Maintenance and Rehabilitation Projects. The 2015-2016 Maintenance and Rehabilitation projects were begun in fiscal year 2015-2016 but will be constructed in fiscal year 2016- 2017. During July and August of 2015, rehabilitation projects on Alamo Avenue and Honda Avenue were constructed with Measure F-14 funding. These two roadway segments were chosen as projects to begin roadway repairs as soon as possible after the City began collecting the new sales tax on April 1, 2015. During 2015-2016 a total of $36,893 was spent on Alamo Avenue construction costs, and $37,809 was spent on Honda Avenue construction. Work on Alamo Avenue between Rosario and Barrenda Avenues included milling the roadway edges and overlaying the full street width with a new 2” layer of asphalt concrete. Prior to this project, the Pavement Condition Index (PCI) of Alamo was 16, and the roadway was severely weathered and distressed. This section of Alamo Avenue was considered a candidate fo r rehabilitation at this time due to the expected effectiveness of using a moderately priced treatment method to significantly improve PCI. Pavement rehabilitation of Alamo Avenue is expected to extend the life of the roadway pavement by 12 years and has increased the PCI to 100. Michael Frederick Paving, Inc. of Atascadero was the selected contractor. Work on Honda Avenue between Barrenda Avenue and Traffic Way included milling and overlaying the full street width with a new 2” layer of asphalt concrete. Prior to this project, the Pavement Condition Index (PCI) of Honda was 62, and the roadway was moderately weathered and distressed. This section of Honda Avenue was considered a candidate for rehabilitation at this time since the PCI was nearing a “break point”, below which a more expensive treatment method would likely have become necessary. Pavement rehabilitation of Honda Avenue is expected to extend the life of the roadway pavement by 15 years and has increased the PCI to 100 . Souza Construction, Inc. of San Luis Obispo was the selected contractor. Also completed during 2015-2016 was the testing, engineering design and preparation of construction plans for the Fiscal Year 2015-2016 projects. These projects include the following street segments: 2 Executive Summary (continued) Maintenance Projects 1. Arena Road from San Benito Road to San Anselmo Road 2. Arena Road from San Anselmo Road to Yerba Avenue 3. Castano Avenue from Curbaril Avenue to Palomar Avenu e 4. San Vicente Avenue from San Jacinto Avenue to North End 5. Yerba Avenue from Estrada Avenue to Dolores Avenue Rehabilitation Projects 1. Cascabel Road from North End to Santa Lucia Road 2. Los Gatos Road from Santa Lucia Road to San Marcos Road 3. San Andres Avenue from Santa Lucia Road to San Marcos Road 4. San Clemente Avenue from Portola Road to San Marcos East 5. Valle Avenue from Curbaril Avenue to Palomar Avenue Preconstruction work for both the Maintenance and Rehabilitation projects was completed prior to the end of Fiscal Year 2015/2016. Preconstruction work consists of testing, engineering design, preparation of construction plans and specifications, project bidding, and contract award. Construction began in July and August 2016 (fiscal year 2016/2017). For the Maintenance Projects, City Staff completed design documents internally. Total expenditures associated with the pavement testing and design of the Maintenance Projects were $10,713. For the Rehabilitation Projects, the City contracted with Earth Systems Pacific to complete the Pavement Testing and Recommendations Report. Engineering Design Services were completed by Rick Engineering Company. Total expenditures associated with the testing and design of the Rehabilitation Projects were $132,547. Construction of the 2015-2016 Maintenance Projects was completed in October 2016 and construction of the Rehabilitation Projects is currently ongoing. Fund Balance The amount of $2,373,900 remained in the Measure F-14 Sales Tax Projects Fund at the end of the fiscal year and will carry forward to the 2016-2017 fiscal year. 3 CITY OF ATASCADERO MEASURE F-14 SALES TAX PROJECTS FUND* FINANCIAL STATEMENTS (Unaudited) June 30, 2016 *This fund is a sub-account of the General Fund and will be included with the General Fund audited financial statements. 4 Certification of Citizens' Sales Tax Oversight Committee Chairperson: I hereby certify that the attached statements and report have been reveiwed by the City of Atascadero Citizens' Sales Tax Oversight Committee and are true and accurate: Bill Hatch Chairperson Date *This fund is a sub-account of the General Fund and will be included with the General Fund audited financial statements. CITY OF ATASCADERO MEASURE F-14 SALES TAX PROJECTS FUND* June 30, 2016 5 2016 2015 ASSETS Cash and investments 2,049,221$ 99,994$ Receivables: Due from State of California 426,855 365,923 Interest receivable 3,317 43 Total assets 2,479,393 465,960 LIABILITIES Accounts payable 105,493 - Total liabilities 105,493 - FUND BALANCE Restricted 2,373,900 465,960 Total fund balance 2,373,900$ 465,960$ *This fund is a sub-account of the General Fund and will be included with the General Fund audited financial statements. CITY OF ATASCADERO BALANCE SHEET (Unaudited) MEASURE F-14 SALES TAX PROJECTS FUND* June 30, 2016 and 2015 6 2016 2015 Revenues: Sales tax 2,095,116$ 472,278$ Use of money and property 30,786 257 Total revenues 2,125,902 472,535 Expenditures: Capital Outlay: Honda Avenue 37,809 3,287 Alamo Avenue 36,893 3,288 Pavement Maintenance Projects 10,713 - Pavement Rehabilitation Projects 132,547 - Total expenditures 217,962 6,575 1,907,940 465,960 Fund balance - beginning of fiscal year 465,960 - Fund balance - end of fiscal year 2,373,900$ 465,960$ *This fund is a sub-account of the General Fund and will be included with the General Fund in the City's audited financial statements. Net change in fund balance MEASURE F-14 SALES TAX PROJECTS FUND* CITY OF ATASCADERO For the Fiscal Years Ended June 30, 2016 and 2015 STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN FUND BALANCE (Unaudited) 7 zss Sales Check Check Month Date Amount July 2015 9/24/2015 112,800.00$ August 2015 10/21/2015 112,800.00 September 2015 11/18/2015 150,400.00 Quarterly True-Up 12/24/2015 149,456.78 October 2015 12/24/2015 134,600.00 November 2015 1/20/2016 134,600.00 December 2015 2/17/2016 179,400.00 Quarterly True-Up 3/25/2016 92,511.04 January 2016 3/25/2016 116,500.00 February 2016 4/20/2016 116,500.00 March 2016 5/18/2016 155,300.00 Quarterly True-Up 6/24/2016 81,793.33 April 2016 6/24/2016 131,600.00 May 2016 7/20/2016 131,600.00 June 2016 8/17/2016 175,400.00 Quarterly True-Up 9/23/2016 119,854.87 Total Revenue 2,095,116.02$ Measure F-14 Sales Tax Revenue Summary 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 ITEM NUMBER: C-2 DATE: 12/14/15 Citizens’ Sales Tax Oversight Committee Staff Report – Public Works Department Fiscal Year 2016 Community Road Report RECOMMENDATION: Committee review and endorse the Fiscal Year 2016 Community Road Report. DISCUSSION: Staff has created a Community Road Report (CRR) brochure* that summarizes the Measure F-14 Sales Tax Measure and background on how the City is proceeding with implementing the Measure. This brochure/handout is designed to complement the Annual Road Report. A summary of roadway repairs made for the reporting period, as well as programmed work for the following year, as included in the CRR. Financials from the Annual Road Report are summarized in the CRR. The CRR will be distributed via US mail to all properties in the City. The brochure will also be made available at City Hall and on the City’s website. FISCAL IMPACT: Distribution of the 2016 Community Road Report is estimated to cost approximately $3,500 in budgeted General Funds – not Measure F-14 Funds. ATTACHMENT: The Fiscal Year 2016 Community Road Report will be distributed at the meeting.