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HomeMy WebLinkAboutAgenda Packet 04/16/1997 f'J�se ab 12 SAM ATASCADERO CITY COUNCIL 1& SPECIAL MEETING i WEDNESDAY, APRIL 16, 1997 CITY ADMINISTRATION BUILDING 6500 PALMA AVENUE, 4T" FLOOR ROTUNDA ROM 6:00 P.M. George Hal Ray Jerry Ken Luna Carden Johnson IClay ( Lerno This agenda is prepared and posted pursuant to the requirements of Governmentcode Section 54954.2. By listing a topic on this agenda, the City Council has exp essed its intent to discuss and act on each item. In addition to any action identified in the brief general description of each item, the action that may be taken shall include: A referral to staff wi specific,requests for information; continuance; specific direction to staff concerning the policy or mission of the item discontinuance of consideration; authorization to ,enter into negoda ons and execute agreements pertaining to the item;adoption or approval;and, disapprovai.' Copies of the staff reports or other documentation- relating to each item of business referred to on the,;agenda are on fife in the office of the City Clerk (Roo 208) and in the information;Office (Room 103), available for public inspection during City HaAl business hours. The City Clerk will answer any questions regarding the agenda. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in a City meeting,or other services offered by this City, please! contact the City Manager's Office, (805) 461-5010, or the City Clerk's Office, (805) 461-50M. Notification at least 48 hours prior to the meeting or time when services are needed will assi t the City staff in assuring that reasonable arrangements can be made to provide accessibility o the meeting or service. CALL TO ORDER ROLL CALL RESOLUTIONS 1. RESOLUTION NO. 27-97 - Awarding a contract (Bid #96-05) to MI donna Construction Co., Inc. for the construction of the'EI Camino Real Pikeway Project (Fiscal Impact: $445,322) [John Neil) ! (Staff recommendation: Adopt) A. Removal of two (2) native trees in conjunction with the El E amino Real Bikeway project[Steve DeCamp] i (Staff recommendation: Make findings per Attach. B & ap�rove) 2. RESOLUTION NO. 28-97 - Awarding a contract (Bid #96-06) to A.J. Diani Construction Co., Inc., for the construction of the Traffic Way Bike-way Project (Fiscal Impact: $149,940) [John Neill (Staff recommendation: Adopt) i 3 1 i STUDY SESSION: 1. SERVICE AND FUNDING LEVEL OPTIONS FOR THE ATASCADERO LAKE PAVILION [Brady Cherry] (Parks & Recreation Commission/Staff recommendation: Provide staff direction) 2 I RULES OF PUBLIC PARTICIPATION: The City Council welcomes and encourages ya ideas and comments as a citizen. To increase the effectiveness of your participation, please familiarize yourself with the followng rules of decorum.- 0 ecorum:O Members of the audience may speak on any item on the agenda, in the order the item(s) are addressedby the Council,-as directed by the Mayor. Items not on the agenda should be submitted during the Community Forum period (see below), O Persons wishing to speak should step to the podium and sate their name and address, for the official record. i O All remarks shall be addressed to Council, as a whole, and not to any individual member thereof. O No person shall be permitted to make slanderous, profane c r personal remarks against any elected official, commissions and staff. O A person may speak for five (5) minutes. O No one may speak for a second time until everyone wishing' to speak has had an opportunity to do so, and no one may speak more than t ice on any item. O Council Members may question any speaker; the speaker I may respond but, after the allotted time has expired, may not initiate further d1scussion. O The floor will then be closed to public participation and open for Council discussion. COMMUNITY FORUM: I O The Community Forum period is provided to receive commekts from the public on matters other than scheduled agenda items. 1 O A maximum of 30 minutes will 'be allowed for Community 'Forum, unless Council authorizes an extension. O State law does not allow the Council to take action on issues not on the agenda;staff may be asked to follow up on such items. REPORT TO CITY COUNCIL Meeting pate: 04/16/)7 CITY OF ATASCADERO Agenda Item: 1 -THROUGH: Robert F. Grogan, Interim City Manager FROM: --Ja John B. Neil, Assistant City Engineer VIA: Steven J Sylvester, City Engineer US BIEGT Bid,award of the EI Camino Real Bikeway Project RECOMMENDATION: 1: Adopt Resolution No. 27-97 awarding a contract to construct th EI Camino Real BikewayProject to Madonna Construction Co., Inc. 2. Authorize the transfer e of unused urban area or regional State Highway Account funds from the Traffic Way Bikeway Project to the El Camino Real Bikeway Project. 3. Allocate $28,000.00 in Article 8 Transit Development Act Fund (Fund 732) toward completion of the project DISCUSSION: Design of the bikeway project has been completed and advertised for bid as authorized by Council at their meeting of December 10, 1996. Bids were received a d publicly opened on April 10, 1997. A bid summary prepared by the City Clerk and theitemized bid`"summary are included in this report for reference along with an excerpt from the 5-year Capital Improvement Program. The low bid was submitted by Madonna Construction Co., Inc. in the amount of $362,236,W. The engineers construction cost estimate for the project was $349,000. 3J 7,25V,-,d The bids have been checked for completeness and accuracy. Staff finds Madonna Construction Co., Inc. to be the lowest responsible bidder. FISCAL IMPACT: 000001 Total project costs are estimated to be: Construction Bid $3871236.10 Contingencies @ 5% $19,361.81 Contract administration, staking, testing and inspection @ 10°/° $38,723.61 TOTAL ESTIMATED COST $445,321.52 Currently,the City has $375,000 in funding for the El Camino Real Bikeway Project from a grant obtained through the Clean Air and Transportation Improvement Act of 1990 (Proposition 116). Based on the above total estimated cost for construction, there is a $70,322 shortfall in the funding required to complete the project. This funding must be obtained from other sources. One source of additional funds is State Highway Account (SHA) funds from the Traffic Way Bikeway Project. Based on the total estimated construction cost for the Traffic Way Bikeway Project, there is approximately $42,631 of surplus SHA funds which could be transferred to the EI Camino Real Bikeway Project. 21 In addition,there is approximately $45,111 in Article b Transit Development Act (TDA) funds available which could be used for this project. These funds are a 2% set-aside from the total Transit Development Act funds received by the City and are specifically ear- marked for bikeway projects. ATTACHMENTS: Attachment A, Resolution 27-97 Attachment B, Bid Summary Attachment C, Itemized Bid Summary 94155AWD.RPT 000002 RESOLUTION NO. 27-97 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ATASCADERO, CALIFORNIA, AWARDING A CONTRACT TO MADONNA CONSTRUCTION CO., INC. FOR THE CONSTRUCTION OF THE EL CAMINO REAL BIKEWAY PROJECT CITY OF ATASCADERO BID NO. 96-05 WHEREAS, the EI Camino Real Bikeway Project is identified in 5-year Capital Improvement Plan and current capital budget adopted by the City Council of the City of Atascadero, California; and WHEREAS, on April 10, 1997 sealed bids were publicly opened for the EI Camino Real Bikeway Project and Madonna Construction Co., Inc. was found to be the lowest responsible bidder; and WHEREAS, the public interest and general welfare will be served by construction of the EI • Camino Real Bikeway Project. NOW, THEREFORE, the City Council of the City of Atascadero does resolve as follows: 1. The Mayor is hereby authorized to execute an agreement with Madonna Construction Co., Inc. for the construction of the EI Camino Real Bikeway Project in the total amount of $387,236.10 2. The City Manager is hereby authorized to make minor corrections or modifications of a mathematical or clerical nature. 3. The City Engineer is hereby authorized to approve contract change orders up to 5% of the contract amount. 4. The Finance Director is hereby authorized to: appropriate $28,000.00 in Article 8 Transit Development Act funds; release and expend monies from the Article 8 Transit Development Act fund, the EI Camino Real Bikeway Proposition 116 fund and regional or urban State Highway Account funds; and issue warrants to comply with the terms of this agreement. 5. The San Luis Obispo Council of Governments is hereby authorized to transfer any unused portion of both regional and urban State Highway Account funds from the Traffic Way Bikeway Project to the EI Camino Real Bikeway project. 000093 Page 2 Resolution No. 27-97 EI Camino Real Bikeway Project Contract Award On a motion by Councilperson seconded by Councilperson , the foregoing Resolution is hereby adopted in its entirety on the following roll call vote: AYES: NOES: ABSENT: ADOPTED: ATTEST: CITY OF ATASCADERO Marcia M. Torgerson Ray Johnson City Clerk Mayor APPROVED AS TO FORM: APPROVED AS TO CONTENT: Roy Hanley Steven J. Sylvester Interim City Attorney City Engineer 000004 N W 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 p 0 0 0 O V 00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 a W O W U w a L z LO w 0 0 0 0 0 00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 r � C X 0 0 0 0 0 0 0 0 0 to O CO O N O O O O O O 't O O r` Q a O O O O O W M CO O to to m O O to O r• N w O O 00 M O 0 0 m c6 2 U co J O et n O r t0 c7 0 r f, O M N st O N N 0 0 r a N ll) r r � p W Q m O C, FQ- N O N m LO w N 0 CO V r M r f`7 r c0 N N r O Z Q O �M O Q U) O to .0 U a) O W 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 W y X v) 0 0 0 O O O O n V M N O N O N O N 10 0 0 0 0 0 0 0 0 0 O Q O O w tO t0 m r O r O r 0 0 0 0 r N m N N N O to Q O m 7 a 0 0 0 0 Cl) r I. � N Q Z J F- O a0 W t0 m O m ? 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CT V c o CLy 0 �- mo E_. UM p o 0 0 0 0 0 0 0 o 0 0 0 m Cp W o o O - 9 o O o 0 o n o 0 C Xp •N 0000000000 (m &0V O C 0 n0 a LO CO OO000 Z p m J a N O Ch (O rO 13Z 0) N N N q C C 2CL � 3 Lod � U) � w Y N } J Fn 04 O Cl)O FZ M M (n to N .- M r 0 W) p t� > U f7 N N M N tCl U Z ca E y ami a` � � a CvCpp .L�.. •'�--o � m Q O U J_ O O U �, O N > E td N Q w U ccoo Q N d N O M d O F- C C O CD ca O LO 005 =: 00 Y m W N N Co _ O T N 'o ZZ OU m Q m C C U U d0J 3 d cc LG 00 00 00 ;� O � � O N V N � U) d' y Y d N > y O U 0 c c H ZCOLCU 3 CJ U v m y y x O O E vim m m aU � UUU Cz a (� c c c > d v� v v a: a: (� z E 2 rn rn 0) -ca 2 2 2 2 2 2 2 v OU (wn _a 2 y N y > 2 2 2 2 2 2 2 m C C C C C C N O d U C C C Q U U U U U U U m j to � _ N w P CD CU O N M 1A n mto • h co /7 000006 • BID SUMMARY TO: John Neil, Assistant City Engineer FROM: Marcia M. Torgerson City Clerk BID NO.: 96-05 OPENED : 04/10/97 2:00 p.m. PROJECT: EI Camino Real Bikeway (3) bids were received and opened today, as follows: Bidder Total Bid Madonna Construction Co. $362,236.10 P.O. Box 3910 San Luis Obispo, CA 93403 • A.J. Diani Construction Co., Inc. $400,202.70 P.O. Box 636 Santa Maria, CA 93456 R. Burke Corporation $401,727.00 P.O. Box 957 San Luis Obispo, CA 93406 Attachments: 3 bids • 00000'7 REPORT TO CITY COUNCIL CITY OF ATASCADERO Agenda Item: 1-A Through: Robert F Grogan, Interim City Manager Meeting Date: 4-16-97 From: /W�'Steven L. Decamp, Acting Director SUBJECT: Removal of two (2) native trees ;in conjunction wita the El Camino Real Bikeway project. RECOMMENDATION Staff recommends that the Council make the Findings shown :on Attachment B and approve the removal of the two (2 trees BACKGROUND The City Council has previously approved the design plans for both the Traffic Way and El Camino Real bikeway projects. Although the removal of two native trees was shown on the plans for the El Camino Real bikeway, specific approval ' or the removal of those trees was not included in the Council' s p evious -action. For that reason, specific approval for the removal of those two trees is, as shown on Attachment A, is now being recommended. ATTACHMENTS • Attachment A - Tree Removal Application Fo' m • Attachment B - Findings for Approval 000007 / I ATi NtWT A- %1a 1111; t 1■ I to R N a .. 1 i979 I COMMUNITY DEVELOPMENT DEPARTMENT i PLANNING DIVISION '�CADO,/ 6500 Palma Ave. P.O. Box 747 Atascadero, CA 93423 ` E805) 466-8000 APPLICATION _, - FORM Please type or print in- ink Owner f�T,45r�w,2911-CO Agent : Address: Address: CA-ne '' Phone #: Phone #: App 1 icant : /,fpr �'i)lSt . M,9044F, Address: Phone #: 1fs1- �Sp2o Project Description: Existing Use: .� .ar.• A" l!© 125► .ue�..? 111 1i Ar�A Project Address: Legal Description: Lot(s) 14 � Assessors Parcel No(s) : Block ; Tract e.11A I/We consent to the filing of this application and declare that this application and related documents are true and correct. (NOTE: The signature of the property owner is required on the application before it will be accepted for processing . ) V A _ Owner Agent Date ?'' •L --A� Daae For Staff Use Only FFee: Receipt #; 000007,4 Tree Removal Permit Application Supplemental information ' UIRd ,t (Please type or print in ink) Reason for Removal : JET t%I1T41 C-9NI�l�T1�) E7� fi1J6L� Number of Trees to be Removed : 2 N14" yhy — - ' ti1GYJ-I AM Specify the size (measured 4 ' above ground level ) , species (both common and botanical name) and condition of each tree to be removed : 11 � . 3 z. t 4. SN 5. Specify the size and species of the trees proposed to replace those intended for removal : 1 . 2. 3. 4 . 5. Please prepare a "Plot Plan" showing all improvements on your prooerty, trees to be removed , trees to remain, and the proposed location of replacement trees as per the attached example. • Crn � I�ra��o�en Owner Arborist Certificate Number Date Date 00000713 www n 1 ' mw J o a I� QOf �= 111 �� F y 1 II � O Q H p Z U F e 1' a ; w � I , I� < o II IIII sasuao sv,. b s 11-51 1 , III � II 0 0' 0000 a G I It pIf, N I cc1gatara, � (oilp 1'1'a]1 oil H 4¢It !V 1 a X �.� CONC. BLDG OAK "TREE "fO SE REI'tOJ�D CRF-TPjOl?,G WAc-L- 'TREE 'COAD Eve A5 APP LnT -5,&A -o- 06VJ GVRB FAGS SAWCUT 39 + 00 40+ 00 J N ASPH, lit 2 aoaoa�..� BLDG E L CA1'1 i�d DIRT 3+" OAK. '�l'ZE 'fO DIRT �uu�Tr4 i� fR.aJa.-F-D WAV 34" OAK 06,YJ CURES FACIE OMH 907.03 41 + 00 17 42+ 00 N ASP H. 0 3 0�73 • LO-£7Z+99 Id GO LO (otalW3 KOiVri) V! SIN13VEJAMldril GN3/Ti\ Li N + LU LO < 0 .0 LP.0 ljg/l :C) + I/ to OV08dclV 3AI80 (,Zl o ZO+*GtVy LL LO of C) + t5 I LLJ n LO Qt I I '` J1, �/' Q HOVO d V -4AD4G/-si 10 N d jo C)rj&s�oo -f P6 -C:L 6 09 NSIX3 H3iVh) -0— of IX3 + ionaSNO 'is A,I CjFz+! t2 ri I I � I i; I 0 co W < 000007.7 V) Attachment R: Findings • Tree Removal Request El Camino Real Bikeway Project (North Coast Engineering) Findings for Approval: 1. The two oak trees proposed for removal are obstructing proposed road improvements that cannot be reasonably designed to avoid the need for tree removal. 2. Practical road design alternatives have been considered and rejected as the trees interfere with providing a safe travelway for cyclists . 000007, �� REPORT TO CITY COUNCIL Meeting Date. 04/16/97 CITY OF ATASCADERO Agenda Item: 2 THROUGH: Robert F. Grogan, Interim City Manager FROM: � John B. Neil, Assistant City Engineer VIA: &�teven J. Sylvester, City Engineer SUBIECT' Bid award of the Traffic Way Bikeway Project RECOMMENDATION: 1. Adopt Resolution No. 28-97 awarding a contract to construct the Traffic Way Bikeway Project to A.J. Diani Construction Co., Inca 2. . Authorize the transfer of any unused urban area or regional State Highway Account funds from the Traffic Way Bikeway Project to the EI Camino Real BikewayProject. DISCUSSION: Design of the bikeway project has been completed and advertised for b d as authorized by Council at their meeting of December 10, 1996. Bids were received an publicly opened on April 10, 1997. A bid summary prepared by the City Clerk and the itemized bid summay are included in this report for reference. The low bid was submitted by A.J. Diani Construction Co., Inc. in the amount of$130,382.00. The engineers construction cost estimate for the project was $144,500. The bids have been checked for completeness'and accuracy. Staff finds A.J. Diani Construction Co, Inc. to be the lowest responsible bidder. FISCAL IMPACT: Total t L project costs are estimated.to be: 000008 Construction Bid $130,382.10 Contingencies @ 5% $6,519.11 Contract administration, staking,;testing and inspection a 10% $13,038.21 TOTAL ESTIMATED COST $149,939.42 The City has received grants totaling $100,000 funded through the Clean Air and Transportation Improvement Act of 1990 (Proposition 116) for the design and construction of bike lanes on El Camino Real. Grant applications,were submitted by the City in November 1992. The funds were allocated to the City by the California Transportation Commission on June 30, 1995. The Proposition 116 monies received can only be used for the bicycle related projects identified in the grant applications,- In addition to the Proposition 116 grants, the City has received in State Highway Account (SHA) funds totaling $92,570 to be used as the local project revenue source for the bike lane project. As with the Proposition 1°16 monies, these regional SHA monies can only be used for the project identified in the funding applications, ATTACHMENTS: Attachment A, Resolution 28-97 Attachment B, Bid Summary Attachment C, Itemized Bid Summary 94155AWD.RP7 000009 RESOLUTION NO. 28-97 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ATASCADERO, CALIFORNIA, AWARDING A CONTRACT TO A.J. DIANI CONSTRUCTION CO., INC. FOR THE CONSTRUCTION OF THE TRAFFIC WAY BIKEWAY PROJECT CITY OF ATASCADERO BID NO. 96-06 WHEREAS, the Traffic Way Bikeway Project is identified in 5-year Capital Improvement Plan and current capital budget adopted by the City Council of the City of Atascadero, California; and WHEREAS, on April 10, 1997 sealed bids were publicly opened for the Traffic Way Bikeway Project and A.J. Diani Construction Co., Inc. was found to be the lowest responsible bidder; and WHEREAS, the public interest and general welfare will be served by construction of the Traffic Way Bikeway Project. NOW, THEREFORE, the City Council of the City of Atascadero does resolve as follows: 1. The Mayor is hereby authorized to execute an agreement with A.J. Diani Construction Co., Inc. for the construction of the Traffic Way Bikeway Project in the total amount of $130,382.00. 2. The City Manager is hereby authorized to make minor corrections or modifications of a mathematical or clerical nature. 3. The City Engineer is hereby authorized to approve contract change orders up to 5% of the contract amount. 4. The Finance Director is hereby authorized: to release and expend monies from the Traffic Way Bikeway Proposition 116 funds and urban and regional State Highway Account funds; and issue warrants to comply with the terms of this agreement. 5. The San Luis Obispo Council of Governments is hereby authorized to transfer any unused portion of both regional and urban State Highway • Account funds from the Traffic Way Bikeway Project to the EI Camino Real Bikeway project. Page 2 Resolution No. 28-97 Traffic Way Bikeway Project Contract Award On a motion by Councilperson seconded by Councilperson , the foregoing Resolution is hereby adopted in its entirety on the following roll call vote: AYES: NOES: ABSENT: ADOPTED: ATTEST: CITY OF ATASCADERO Marcia M. Torgerson Ray Johnson City Clerk Mayor APPROVED AS TO FORM: APPROVED AS TO CONTENT: Roy Hanley Steven J. Sylvester Interim City Attorney City Engineer 000011 O O O O O O O O O O O O O O O O p w U O O O O O O O O O OO O O O0 O Cl O 1 C O O C o O o 0 o 0 0 o 0 o 0 0 0 a cr3 J 1.1.1 F • a o w 1 U a F z w o 0 o O o 0 0 0 0 o O o 0 0 0. 0 p � � o o o o o o 0 0 0 o o o o o 0 o p C: � 0000 0 CD 00 � O O Q x 0 0 0 0 CO O r N O v O co Co N O n _ (,� O 1-_ Cf') UC) co CO O O CO N O r r N h O � co N O Q i N M N r, . 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Torgerson City Clerk BID NO.: 96-06 OPENED : 04/10/97 2:00 p.m. PROJECT: Traffic Way Bikeway (3) bids were received and opened today, as follows: Bidder Total Bid Madonna Construction Co. $148,708.00 P.O. Box 3910 San Luis Obispo, CA 93403 A.J. Diani Construction Co., Inc. $130,382.10 P.O. Box 636 Santa Maria, CA 93456 R. Burke Corporation $160,777.00 P.O. Box 957 San Luis Obispo, CA 93406 Attachments: 3 bids 000013 *REPORT TO CITY COUNCIL: ITE STUDY SESSION DATE: 4/16/97 FROM: BRADY CHERRY, DIRECTOR OF COMMUNITY SERVICES THROUGH: 'ROBERT GROGAN,`INTERIM CITY MANAGER SUBJECT: SERVICE AND FUNDING LEVEL OPTIONS FOR THE ATASCADER 0 LAKE PAVILION RECOMMENDATION: The Parks and Recreation Commission and City Staff, recommend that the City Council direct staff to develop and return for your future authorization, fees, policies and procedures for the Atascadero Lake Pavilion based on the Social Hall Concept described in this report. BACKGROUND: In March of 1993, the Atascadero Lake Pavilion was dedicated and open for operation. The new Pavilion replaced the previously condemned Pavilion, which had s ruedfor decades as a location of a wide variety of community functions. The citizens of Atascadero participated actively in the development of the new Pavilion by raising over $100,000.00 which paid for most of the furniture and equipment currently in the building. The design and construction costs for the Pavilion, which totaled approxim telt' 1.3 million dollars,were paid for by the City of Atascadero through the sale of ertificates of Participation Bonds (C.O.P.) and from General Fund reserves. The City continues to pay back these C.O.P. bonds by annual payments of approximately $32,000.00, which are not included in the Pavilion's annual operating costs.` The C.O.P. payments are made from development fees for Parks. The Pavilion continues to be an extremely popular facility and demand for L se by the public is high. The popularity of the Pavilion can be attributed to its premiere location and beautiful design as well as the affordable rates, particularly for non-profit groups-.and organizations. By allowing the Pavilion to be used at reduced costs for Recreation activities and non-profit groups, we have created a quasi-Community Center. Due to our existing rental policies and fee schedules at the Pavilion, we have had an an ual operating loss of approximately$10,000.00, primarily due to building maintenance ani operating costs. Despite public perception, existing policies neither allow for full cost recovery nor major general fund subsidy of the operation to cover necessary building maintenance and fee waivers. As a result of this on-going.loss and the City's difficulty in sub idizing this e annual shortfall, we can no longer provide the same service levels with the current funding levels. On Thursday,lune 20, 1996, the Atascadero Parks and Recreation Commission held a Public.Meeting to recommend service and funding levels for the Atascadero Lake Pavilion. The Parks and Recreation Commission considered four broad concepts presented by staff for the future operation and funding of the Pavilion. The four(4) broad concepts, and their respective impacts to the City and the public are as follows: 1. Community Center Concept This option would continue the current Pavilion management practices and policies of allowing accessible and inexpensive use by the community and at the same time, start to deal with the long term maintenance and staffing concerns. Financial Impact to the City Increase the annual General Fund subsidy to approximately$30,000.00- $40,000.00. Similar Community Service facilities operated by public agencies operate at subsidy levels far exceeding this amount. For details about the increased budget, see the attached proposed budget. As the City's General Fund does not have the funds to cover this increased subsidy, alternative funding sources such as a Park Maintenance Assessment District would have to be considered. User Impacts of Option #l: No significant impact to the current users. This is the best option to continue to allow the Pavilion to be available for affordable access by local organizations. In addition, we would continue to allow access to the general public access to the building throughout the day by leaving the facility unlocked. 2. Social Hall Concept This option would change the level of service at the Pavilion by eliminating the practice of conducting recreation classes and activities in the facility. In addition, free use by other City Departments, schools and public agencies would be discontinued or curtailed. City activities such as staff meetings and special meetings like North County Council and Parks and Recreation Commission meetings would not be allowed unless rental funds were budgeted by the individual departments. The building would essentially be locked unless an activity were being conducted. The building would continue to be available for rent to local non-profit groups, however at a minor increase in costs. Financial Impact to the City Maintain an annual General Fund subsidy of approximately $20,000.00 30,000.00. This continued and minor increase in subsidy would allow the facility to be used for public functions at reduced costs yet, address some of the long term maintenance and equipment replacement concerns. User Impacts of Option #2: This option would impact the following uses: Lake Park users - Close the building during the day, eliminating the ability to use -005 • the restroom facilities, get out of the heat and or just look around. Recreation Classes- Require the classes to pay utility fees. Some classes may be priced out of the Pavilion with few other facility options. Current recreation classes at the Pavilion include Children's and Adult dance, painting, Western dance. City Sponsored activities -Would require City sponsored activities to pay full rental fees. Would increase the General Fund budget for the other Departments a small amount. Non-profit groups -Would require non-profit groups to pay increased rental fees. In addition, -ion-r-,,)fit groups would be required to pay the for-profit rates on highly demanded Saturdays. Schools -Limit local school use to non-peak hours to minimize the loss of revenue from potential paying customers. Private rental groups -Minimal fee increases are recommended, however, our private rental rates are in line with similar facilities. Increased rental fees may be counter productive. 3. Turn Key Operation/Full Cost Recovery This option would essentially turn the Pavilion into a City operated rental hall. Any use whether public or private would have to cover the full operating costs. The Turn Key concept would most likely eliminate most recreation classes and fund raising activities currently conducted in the facility. In addition, free use by • other City Departments and public agencies would not be permitted unless the appropriate fees were paid. City activities such as staff meetings and special meetings would not be allowed unless space rental funds were budgeted by the individual Departments. The facility would essentially be locked unless a paying activity was being conducted. The building would continue to be available for rent to local non-profit groups, however, at a full cost recovery policy may significantly reduce the use by "grass roots" fund-raising groups. Financial Impact to the City Eliminate the General Fund subsidy and potentially offset some of the near term maintenance costs. It is questionable whether user demand for the facility will be high enough to support major maintenance/capital costs. User Impacts of Option 92: This option would impact the following uses: Lake Park users - Close the building during the day. Recreation Classes - Require the classes to pay full rental fees. Most classes would be eliminated. City Sponsored activities - Would require City sponsored activities to pay full rental fees. Would increase the General Fund budget for the other Departments a small amount. Non-profit groups - Would require non-profit groups to pay full rental fees. A significant drop in use by these groups would be expected. • Schools - Require schools to pay non-profit rental fees. This would require changes to the Joint Powers Agreement with the School District. Currently, the 000016 City and School District exchange free use of facilities. This arrangement primarily benefits the Recreation Division, and adds costs to the Pavilion because the primary City facility which the Schools use is the Pavilion. As school facility use fees may be levied or increased to the City, a net loss of recreation activities conducted on school sites would occur. Private rental groups -Minimal fee increases are recommended, however, our private rental rates are in line with similar facilities. Increased rental fees may be counter productive. 4. Private Concessionaire This option would turn the Pavilion over to a private concessionaire to manage and operate Pavilion as a private rental hall. Any rental use whether public or private would have to cover the full operating costs established by the private company in agreement with the City Council. The Private Concessionaire arrangement would remove the City from the day to day management of the Pavilion. There may be significant public opposition to this option as the rental costs may increase, the City would no longer have the flexibility to waive or reduce fees for specific activities. Financial Impact to the City This option is most likely, the best financial arrangement for the City. Contracting with a Private Concessionaire could potentially eliminate all of the City's subsidy of the Pavilion and depending on the type of contract, could recover some of the administrative and long term maintenance costs for the facility. Proper care and maintenance of the facility by a private entity would be a major concern. User Impacts of Option 94 All Pavilion users would be affected. The City Council could require stipulations in the contract to allow for preferential use or reduced costs for specific user groups, however at a cost to the Concessionaire. This cost would be passed along to the City by reducing revenue from the agreement. Following comments from the public, mostly in support of the Community Center concept, the Parks and Recreation Commission voted to recommend to the City Council, policies and fees that would combine the elements of the Community Center concept and the Social Hall concept. This recommendation will increase some of the fees and reduce some of the current service levels at the Atascadero Lake Pavilion. Staff has prepared and attached a list of recommended fee changes and increases that would allow continue to operate the Atascadero Lake Pavilion with minimal impacts to the public and with some additional funding to begin to fund some of the long term maintenance concerns of the Pavilion. All of the public user impacts listed in the Social Hall concept have been recommended by staff with the exception of the fees for school use primarily because this would require changes to the Joint Powers Agreement between the City and the School District. The recommended fee changes and use policies will require an annual General Fund subsidy to offset maintenance and operating costs. 0000ll ATASCADERO LAKE PAVILION CURRENT STATUS Administration/Staffing The Pavilion is administered by a part-time. Recreation Program Coordinator, who is scheduled approximately twenty-five (25) hours per week and earns $8.88 per hour. The Coordinator is responsible for the entire operation, including reservations, maintenance and supervision of part-time rental attendants who earn $5.50 per hour. The Coordinator meets with individuals and groups that are renting the facility, to communicate our rental policies and to collect rental fees. The Coordinator schedules the rental attendants and communicates set-up requirements for the specific functions. The attendants set up furniture, supervise the building during events, do light custodial work and take down the furniture after the events. Given the part- time status of the Coordinator and rental attendants, the building is relatively unsupervised during normal operating hours. The City has had limited success with retaining qualified, capable staff, willing to work varied schedules, for the salaries that the Pavilions budget can afford. Particularly important is retaining a competent Coordinator. A few previously hired Coordinators have made mistakes that have created a less than desirable reputation for the Pavilion management. The most recent Coordinator made tremendous steps to correct this poor public perception, however, she recently resigned to accept a higher paying job. The pay rate and part-time status of this position is a deterrent to retaining good employees. Our current corps of rental attendants are very professional, hard working and are a positive asset to the Pavilion. The Pavilion is not staffed during times when City sponsored recreation activities are conducted. Contract instructors, etc. are given the authority to conduct activities without City staff present. Maintenance/Operations: The Pavilion is maintained by the facility renters. The City does not have a custodian for the Pavilion. A list of clean-up requirements is given to the renters who are responsible to leave the building clean after their functions. A security deposit is retained from all renters, and funds are withheld from the deposit if the facility is not left clean. In addition, during the rental functions, the rental attendants complete a list of maintenance duties. Recently, we have changed our clean-up policies and are requiring the facility renters to pay a private cleaning service. This arrangement has made a significant difference in the cleanliness of the Pavilion. Minor building and equipment repairs are completed by the City Administration Building Custodian. The salary charges for this Custodian are currently not charged to the Pavilion and are absorbed in the Building Maintenance budget. Long term maintenance and equipment replacement is not addressed in the annual operating cost for the Pavilion. We are essentially not addressing long term maintenance issues such as painting, new flooring and equipment replacement due to budget constraints. This practice should not 000018 continue, as the facility will deteriorate more rapidly, thereby shortening the life of the building. Deferral of maintenance and capital improvements are not a coast effective practice. Demand/Use: As previously mentioned, . the Community Services Department operates the Pavilion as a form of a *Community Center, conducting a variety of City sponsored recreational and leisure activities, special events and public meetings in the building. In addition, the Pavilion is available to other City Departments, local schools and public agencies at no or minimal cost. Local non-profit groups and organizations conduct annual special events such as the Train Show, Community Band Concerts and fund-raisers for reduced costs. The Pavilion is alsoavailable to private citizens and businesses as a rental facility at competitive rental rates. In particular, demand for Saturday wedding receptions is strong. Last year, over 90 percent of Saturdays were rented for private and non-profit functions. Demand during weekdays is limited, with a majority of the weekday hours being used by recreation classes and local service clubs, which bring in minimal rental income. Recently, the City Council approved reduced rental rates on weekdays to help attract more weekday business. A private concessionaire, N.C.I. of Paso Robles, has been operating a restaurant out of the Pavilion concession stand. The City receives 15 percent of the gross revenue from the restaurant. C: \WP5I\GEOFF\PAVSTATS.96 O(JO019 *PAVILION #1 - cmczam CR= CCON=_ .- ------------------------------------ iVARIABLES i #Coordinator 1 #hours/ Coor 40: ,#weeks/coordinatoe 50 Pay rate/Coord. 10 #Service worker 1 #hours/svc wkr 501 #weeks/svc wkr 50 pay rate/svc wkr 6: office supplies 100 ToolsMquip replacm 500 1 i water bill 450 electrical bill 12500 i ,gas bill 2300 custodial supplies 1800 ,building repair supp 1000 contract svc/alarm 600 #sml. events per yea 50 revenue/Irg. event 4001 :#Irg. events per year 45 contract svc/maint. 48001 :#long term rentals 3 $/month rental fee 390: ,#misc meetings 7 #revenue/sml. event 100, rental fee/hour mtg 15 Budget transfer cost 20001 'Concession rental fee 600 #months 121 EXPENDITURES 203-10020 Part Time Salaries 35000 Coordinator (#coordinator x #hoursx #weeks x payrate) 20000 Service Workers (#svc wkr x #hours x #weeks x payrate 15000 203-10060 WComp 2.5% compensation x Part time salaries= 875 203-10070 Medicare 1.45% compensation x part time salaries= 508 203-10030 Retirement 2538 7.25% xcoordinator salary= 2538 203-20002 Printing 100 203-20006 Advertizing 1000 Wedding Guides 1000 203-20003 Office Supplies 100 203-20015 Communications 300 203-20075 Utilities/water 450 203-20076 Utilities/Electricity 15000 Estimated annual cost 15000 Estimated savings from project 0 203-20077 Utilities/Gas 2200 203-20100 Personal & Safety 300 Staff Uniforms 200 First Aid 100 203-20103 Tools and Equipment Replacement 500 203-20125 Custodial supplies 2000 203-20126 Builing Repair supplies 1000 101 203-30099 Contracts 2000 Alarm cost 600 Floor refinishing (#refinished x cost)= 800 O00020 Pest Control 600 203-30899 Contract Services 6200 Custodial Service (12mo. x $400.00) 4800 Air Conditioner Repair 1000 Oven Cleaning (2 x $200.00) 400 203-40001 Travel/ Conference 500 500 203-50102 Minor capital Outlay 16300 Furniture 4000 Drapes 3800 Indoor Carpet 4000 0 Kitchen Utencils 500 Tables&Chairs 3000 Replacment Hardware 1000 203-50501 Minor Capital Improvmenfs 2000 Outdoor Painting 2000 Energy Efficiency Project 0 ' C?'FAj L j DSS E CFYEN01�'.:.1'EE .::::................. ::. :......::.:.. . .:::.:..: Concessions (Rental x #months)= 7200 long term rentals- ( #months s x mo. rental)= 11484 Rotary $150 mo. 1800 Realtors $60 mo. 720 Rams $30 mo. 360 Womens $45 mo. 540 Excel $100.00 mo. 1200 Weight Watchers $72 mo. 864 Hope Lutheran Chi $500 mo. 6000 Irg. single event rentals ( #events x revenue per event) 18000 small. single event rentals ( #events x revenue per event) 5000 Recreation Class Transfers $400 mo. 4000 4000 Cleaning Fees $500 mo 6000 6000 1.C3RQS5 AEYENE3E.; ::. ...:.... .. ..:...::. . .. ......:..:....:.....:. <;:::;:5r:.:.6 i3:4 TOTAL NET PROGRAM COST 37186 000021 OPA VILION #2 _ cupp= PAVILION BUDGET .---------------------------------------------- �VARIABLES i #Coordinator 1 #hours/ Coor 25 #weeks/coordinator 50 Pay rate/Coord. 8.88, #Service worker 1 #hours/svc wkr 501 #weeks/svc wkr 50 pay rate/svc wkr 6 (Office supplies 100 ToolsMquip replacm 500 1 water bill 450 electrical bill 12500 ;gas bill 2300 custodial supplies 1800 ; I building repair suPp 1000 contract svc/alarm 600 I#sml. events per yea 50 revenue/Irg. event 400: #Irg. events per year 45 contract svc/maint. 48001 #long term rentals 3 $/month rental fee 390'1 #misc meetings 7 #revenue/sml. event 100; Trental fee/hour mtg 15 Budget transfer cosi 20001 !Concession rental fee 600 #months 12: EXPENDITURES 203-10020 Part Time Salaries 26100 Coordinator (#coordinator x #hoursx #weeks x payrate) 11100 Service Workers (#svc wkr x #hours x #weeks x payrate 15000 203-10060 WComp 2.5% compensation x Part time salaries= 653 203-10070 Medicare 1.45% compensation x part time salaries= 378 203-10030 Retirement 1892 7.25% xcoordinator salary= 1892 203-20002 Printing 100 203-20006 Advertizing 500 Wedding Guide 500 203-20003 Office Supplies 100 203-20015 Communications 300 203-20075 Utilities/water 450 203-20076 Utilities/Electricity 12600 Estimated annual cost 12600 Estimated savings from project 0 203-20077 Utilities/Gas 2200 203-20100 Personal & Safety 300 Staff Uniforms 200 First Aid 100 203-20103 Tools and Equipment Replacement 500 203-20125 Custodial supplies 1800 203-20126 Builing Repair supplies 1000 203-30099 Contracts 600 Alarm cost 600 Floor refinishing (#refinished x cost)= 0 000022 Pest Control 0 . 203-30899 Contract Services 6700 Custodial Service (12mo. x $400.00) 4800 Air Conditioner Repair 1600 Oven Cleaning (2 x $200.00) 300 203-40001 Travel/ Conference 0 0 203-50102 Minor capital Outlay 4650 Dishwasher 4000 Printer/fax/Copier 200 Mac upgrade 0 Drapes 0 Indoor Carpet 0 Vacuum 200 Kitchen Utencils 0 Tables 10 x $150 0 Replacment Locks 250 203-50501 Minor Capital Improvments 0 Outdoor Painting 0 Energy Efficiency Project 0 Concessions (Rental x #months)= 7200 long term rentals- ( #months s x mo. rental)= 11484 Rotary $150 mo. 1800 Realtors $60 mo. 720 Rams $30 mo. 360 Womens $45 mo. 540 Excel $100.00 mo. 1200 Weight Watchers $72 mo. 864 Hope Lutheran Chi $500 mo. 6000 Irg. single event rentals ( #events x revenue per event) 18000 small. single event rentals ( #events x revenue per event) 5000 Recreation Class Transfers $400 mo. 4000 4000 Cleaning Fees $500 mo 6000 6000 A4 TOTAL NET PROGRAM COST 9139 000023 PAVILION BUILDING REPAIR LIST (AS OF APRIL 10, 1997) - ASSIGNED LOCATION REPAIR ITEM TO 1. Community Room Paint walls and trim 2. Community Room Re-stain doors 3. Community Room Fix door frames wood 4. Community Room Paint doors 5. Community Room Replace burnt out bulbs 6. Community Room Fix door handle 7. Community Room Waxibuff linoleum 8. Community Room Get stain off of fountains 9. Community Room Replace sink handle cap 10. Community Room Fix leak in fountain 11. Community Room Replace cut the 12. Community Room Install kick panel on moveable walls 13. Rotary Room Repair damage to east wall 14. Rotary Room Sand and re-stain door 15. Rotary Room Paint metal doors 16. Rotary Room Replace burnt out bulbs 17. Rotary Room Fix movable walls 18. Rotary Room Put kick panel on movable walls 19. Rotary Room Purchase new trash cans 20. Rotary Room Install weather stripping under all doors 21. Rotary Room Replace light and dimmer switches 22. Lobby Clean carpet 23. Lobby Recover the couches 24. Restrooms Replace latches on doors 25. Restrooms Replace burnt out lights 26. Restrooms Clean bathroom toilet seats 27. Storage Rooms Install kick plates on walls 28. Storage Rooms Repair doors/paint 29. Storage Rooms Cover lights with plastic tubes 30. Storage Rooms Repair all tables and chairs 31. All rooms Replace bulbs in exit lights 32. Lobby Repair carpet threshold 33. Kitchen Repair damaged walls 34. Kitchen Replace cabinet doors 35. Kitchen Replace broken ceiling tile 36. Kitchen Fix door locks on cabinets 37. Kitchen Replace water sink faucet 38. All rooms Repaint baseboards 39. Exterior Repaint all surfaces • 00002.4 CD c3-t ►� w t� ►� i (D X* -r* Ul 0 Ul 4 ND 4 o o Ul (D o w o o. 00 �l N) o w Co w O ►� ►� w c� P Ulw 00 00 00 �, Z o c� o w co ND c0 w 00 c� 00 • Gf) o• cs� w w o C-JOND 00 Ul 4 m 4 w a) Ul 0 a) n 00 % 00 C0 ►� ►�P (.fl 0) CO 000025 City of Atascadero Department of Community Services • Atascadero Lake Pavilion Potential Fee Increase Options for the Social Hall Concept Revenue Source Estimated Revenue Increase Equipment Fees $ 2,000.00 Would apply to all rental groups except User Group Classificatin A Equipment Proposed Fee Current Fee Platforms $ 5.00 ea. Does not exist TV/ VCR $ 10.00 Does not exist Overhead Projector $ 10.00 Does not exist Projector Screen $ 5.00 Does not exist Microphone &PA System $ 2.50 Does not exist Tableware 1-99 $ 15.00 Does not exist 100-199 $25.00 Does not exist 200-299 $30.00 Does not exist Table and Chair Set-up $ 3,000.00 Would apply to all rental groups except User Group Classification A Table and Chair (set-up and take-down) Each 50 people - $ 5.00 Inter-Departmental Utility fee * $ 2,700.00 Determined by: Total utilites/ 52 weeks/ 60 hrs. per week/ % of room sq. ft. Applies to all City activates, classes and meetings for alll Departments Rom Proposed feeCur-rent fee Wotary $ 5.50 per hour Does not exist ronstrand Room $ 2.80 per hour Does not exist Community Room $ 1.70 per hour Does not exist *- Would require an increase in budget allocations for individual Departments. Non-profit group rental fee increases $ 3,500.00 Would apply to all non-profit groups and organizations classified as Group B in the Cities Policies, Procedures and Fees. Pavilion Proposed fee Proposed fee Room Sunday - Friday (current) Saturdays (current)** Rotary Room $ 20.00 per hour ($15.00) $ 40.00 per hour ($15.00) Gronstrand Room $ 17.50 per hour ($15.00) $ 27.00 per hour ($15.00) Community Room $ 15.00 per hour ($15.00) $ 20.00 per hour ($15.00) Profit group rental fee increases $ 3,000.00 Would apply to all non-profit groups and organizations classified as Group B in the Cities Policies, Procedures and Fees. Pavilion Proposed fee Proposed fee Room Sunday -Thursday (current) Fridays & Saturdays (current)** Rotary Room $ 25.00 per hour ($25.00) $ 40.00 per hour ($36.00) Gronstrand Room $ 20.00 per hour ($20.00) $ 27.00 per hour ($24.00) Community Room $ 15.00 per hour ($15.00) $ 20.00 per hour ($18.00) All Building Special Rate - Classification C only Sunday -Thursday (current) Fridays & Saturdays (current) Full-day(15 hours) $ 700.00 (does not exist) $ 1,000.00 (does not exist) Oialf-day ( 8 hours) $ 400.00 (does not exist) $ 600.00 (does not exist) **- Recommend establishing a policy to require the rental of a minimum of two (2) rooms for five (5) hours rental on Fridays and Saturdays 000026