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HomeMy WebLinkAbout4.06 EDubGPA&RecMastrPln " . . CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: December 13, 1993 SUBJECT: Eastern Dublin General Plan Amendment, Specific Plan and the Dublin Parks and Recreation Master Plan Budget Adjustments EXHIBITS ATTACHED: Laurence L. Tong, Planning Director and Diane Lowart, Recreation Director l}~Eastern Dublin Planning Project Revenue/ /Expense Summary 2} Budget Change Form REPORT PREPARED BY: RECOMMENDATION: /1) ~ Authorize the Mayor to execute the Budget Change form and approve additional appropriations to the Planning Budget in the amount of $75,650 and to the Parks and Recreation Master Plan project in the amount of $10,000. Authorize the Consultant to complete the Parks and Recreation Master Plan. 2} FINANCIAL STATEMENT: Additional appropriations totaling $85,650 are required. Additional property Tax Revenues are available to fund these costs. See discussion below. city advances for the cost of the Specific Plan in the amount of $209,814 are anticipated to be recovered in the future from property owners affected by the Specific Plan. DESCRIPTION: I. FINALIZING EASTERN DUBLIN GENERAL PLAN AMENDMENT AND SPECIFIC PLAN On November 2, 1993, Dublin voters approved the Eastern Dublin plans as originally approved by the City council on May 10, 1993. Even though a lawsuit is pending, it would be appropriate for the Staff to begin finalizing the Eastern Dublin plans. The city Council has previously directed Staff to edit, format, and print the up-to- date Dublin General Plan and the Eastern Dublin Specific Plan with all City Council approved revisions and without any other substantive changes. The city Council last adjusted the Eastern Dublin budget in February 1993 to cover the costs of the plans as recommended by the Planning Commission in December 1992. At that time, Staff anticipated that: 1} a number of property owners would help fund the plan costs as they had verbally agreed; and 2} the Eastern Dublin plans would be -------------------------------------------------------------~-------- COPIES TO: ITEM NO. Lt~ . . adopted and finalized during FY 92-93 substantially as recommended by the Planning Commission. In actuality, a number of significant events occurred: 1} the city Council directed Staff and Consultants to analyze several additional alternatives and modifications; 2} the City Council held a public workshop facilitated by a consultant; 3} the Staff and Consultants prepared an addendum to the EIR; 4} the City Council held several additional public hearings; 5} several property owners decided they were unable to help fund the plans; 6} the plans were SUbjected to a voter referendum and lawsuits were filed; and 7} finalizing the plans was deferred until after the November referendum elections in FY 93-94, whereas the 1993-94 budget adopted in early June assumed all contract expenses would be complete by June 30, 1993. When the city Council originally pursued this project, several property owners VOluntarily contributed toward the preparation of the General Plan Amendment. The city also agreed to contribute a total of $50,000 toward the processing costs associated with the General Plan. During the project, the city initiated additional "workshops" to solicit public input. The city also incurred direct costs associated with the Santa Rita Property Annexation Agreement. As shown in column 2 of Exhibit 1, the total costs estimated as attributable to the General Plan are $550,300. The contributions collected from property owners plus prior city commitments toward processing, workshops, and annexation agreement modifications total $542,037. Since General Plan costs are not recoverable form property owners, the city will need to absorb an additional $8,263 in General Plan Expense. The costs attributable to the "Specific Plan" are shown in Exhibit 1, Column 3. The City has made contributions toward this portion of the project for services inVOlving the Santa Rita Annexation Agreement and the special pUblic "workshops". The total estimated recoverable expenses for this portion of the project are $736,498. Of this amount, the city has received contributions from sponsoring property owners in the amount of $526,684. This results in a total of $209,814 remaining to be collected at the time of future planning applications (such as a prezoning or annexation requests). Once the total project is complete, the cost will be spread across the applicable priorities on a per acre charge. Those property owners who have already contributed monies will receive a credit for amounts paid toward the Specific Plan. If the property owner still owes for their share of the Specific Plan costs, this would be collected at the time of the planning application. In the event that any of the property owners have contributed more than their share of the costs, they would share in any future collections made by the city. The total $209,814 not covered to date basically represents an advance by the City. Of this amount, staff recorded $147,121 as an "Unbilled Receivable" as of June 30, 1993. (As previously noted, it cannot be billed until such time as the property owner submits a planning application.) Based upon the current estimates, an additional $62,693 will be recorded as an Unbilled Receivable in Fiscal Year 1993-94. It is Staff's intent to recover the cost plus interest on all amounts advanced. Given that actual payment will be based upon the property owner's decision to submit a development - 2 - . . application, there cannot be a guarantee as to the time required before all advanced costs are recovered. In order to finalize the plans, the following FY 93-94 Planning Department budget adjustments are needed: A. An additional appropriation in the amount of $72,920.94 to the Professional Services Account. This is due to the assumption in the 1993-94 adopted budget that all work was to be completed in the previous fiscal year. These expenses were not incurred in 1992-93 and, therefore, a Fiscal Year 1993-94 appropriation is required. Total contract amount = (Including Amendment #1 - #6) Expenditures through 6/30/93 FY 92-93 = $1,015,878.00 942.957.06 Balance to be paid 93/94 $ 72,920.94 93/94 Expenditures 7/1/93 - 10/31/93 = Retention amount = Contract work 11/1/93 - 6/30/94 = $25,456.31 21,236.53 26.228.10 Total = $72,920.94 B. An appropriation in the amount of $650.00 to the Contract Services Account to fund project consultant expenditures to- date in FY 93-94. This reflects costs incurred for the special contract project planner, which were not included in the 1993-94 budget. C. An additional appropriation in the amount of $2,000 in the Printing Account to fund anticipated printing expenditures in FY 93-94. All of the required budget adjustments are summarized in Exhibit 2. II. FINALIZING PARKS AND RECREATION MASTER PLAN At the September 24, 1990, meeting of the Dublin city Council, the Council authorized Staff to enter into a contract with David Gates and Associates for development of a Parks and Recreation Master Plan for the city of Dublin. The purpose of the Master Plan is to establish goals, policies and standards to guide the future development of park and recreation facilities for the city, including Eastern and Western Dublin. David Gates and Associates, in cooperation with City Staff, has gathered information for the Master Plan through a series of public meetings, interviews, document review, and site visits. Included in this process to-date: - 3 - . . · Three meetings of the Advisory steering Committee . One pUblic workshop · Interviews and meetings with city officials, Staff and Consultants · Document review, including Eastern and Western annexation work plans, ERA market analysis, Association of Bay Area Governments Projections '90 data, and Dublin Unified School District data In addition, a joint study session of the city council, Planning Commission, and Parks and Recreation Commission was conducted on May 20, 1991. The purpose of the study session was to receive input from the public and the Council and commission members on the following issues: 1} Recreation and Park Facility Standards; 2} the emphasis on development of community parks over neighborhood parks; 3} the location of community facilities; and 4} the Camp Parks lands. At the conclusion of the study session, the Council directed the Consultant to move forward with the administrative draft master plan report. City Staff was presented with an administrative draft of the master plan in June 1992. However, due to the pending referendum on the Western Dublin General Plan and Specific Plan Amendment, completion of the master plan was placed on hold. Work on the master plan resumed after the election in January 1993, but was again placed on hold in May 1993 due to the pending referendum on the Eastern Dublin General Plan and Specific Plan Amendment. Now that the outcome of the referendum on Eastern Dublin is known, Staff and the Consultant are prepared to complete the Parks and Recreation Master Plan. The following tasks need to be accomplished to complete the master plan: 1. Revisions to the draft report to reflect the exclusion of Western Dublin and changes to Eastern Dublin. 2. Processing of the draft report (finalize graphics, photographs, cover design and coordinate reproduction) . 3. Public meetings of the Parks and Recreation commission and the City Council. 4. Production of the final report. In order to accomplish the aforementioned tasks, additional funds are needed. This can be attributed to the following factors. 1. Additional meetings between Staff and Consultant as a result of the delays in the project due to referendums. 2. Revisions to the text of master plan to reflect the exclusion of Western Dublin and changes to Eastern Dublin. 3. Revisions to maps, graphics, legends and wall-size presentation exhibits to reflect the exclusion of Western Dublin and changes to Eastern Dublin. The estimated budget for the project is as follows: Total Project Budget (per 1992-97 CIP) Expenditures as of 6/30/93 Amount Required to Complete Original Contract Estimated Additional Cost for Revisions $108,800 90.963 $ 17,837 $ 2.163 - 4 - . . Total 1993-94 Appropriation Required Appropriation Included in Budget Adopted 6/2/93 Additional Appropriation Required $20,000 <10.000> $10,000 Although there is an available balance of $17,837 in the total project budget, there is only $10,000 budgeted in the FY 93-94. Actual expenditures for FY 92-93 were $7,837 less than the estimated budget, due to stopping the final work on the plan pending the outcome of the referendum. It is the recommendation of Staff that the city Council authorize the Consultant to complete the Parks and Recreation Master Plan. The adopted 1993-94 Budget already includes a $10,000 appropriation. An additional $10,000 appropriation is required to account for expenses originally anticipated in the prior year, as well as minor revisions to reflect the adopted General Plan designations for the city. - 5 - . WRT (SPLIT 50/50) (1) Total Expense thru 11/15/93 Addl Estimate 11/93-6/94 Total Project Expense Less Annexation (City/County) Less Workshops (city) TOTAL Recoverable Project Consultant (1) Legal Services (1) Planning Staff Time (1) Total Expense thru 11/15/93 Addl Estimate 11/93-6/94 Total Project Expense Less city Contribution Total Recoverable city Engineering staff Time (1) Traffic Engineer (1) Printing Total EXJi'ense Addl Est1mate Total Project Legal Notices MIG Workshop (1) thru 11/15/93 11/93-6/94 Expense (1) (1) Total Project Expenses Less Deposits Received Total Unrecoverd Expenses Addl City Contribution Required 1992/93 Unbilled Receivable 1993/94 Unbilled Receivable (Est) . EAST DUBLIN PLANNING PROJECT REVENUE/EXPENSE SUMMARY TOTAL GPA (2) SP (2) 989650 26228 1015878 -47600 -63765 904513 494825 13114 507939 -23800 -31882 452257 56937 122487 58690 494825 13114 507939 -23800 -31883 452256 179424 93159 34469 133325 7589 140914 -50000 90914 85880 4781 90661 o 90661 47445 2808 50253 -50000 253 9169 3807 5362 1811 2875 1064 609 2500 3109 980 2655 225 925 1150 363 o 384 1575 1959 617 2655 1286798 1068721 218077 8263 147121 62693 736498 526684 209814 550300 542037 8263 8263 o o o 147121 62693 NOTES: (1) Total expenses include mark-up as follows: WRT and Legal Notices: no mark-up; City staff Time: Salary plus 36% to cover Benefits; all other expenses: 25% mark-up. (2) WRT expenses are split 50/50 between GPA & SP; all other costs are allocated on the following basis: if clear, charged directly to GPA or SP; otherwise 37% GPA and 63% SP. EXHIBIT 1 , , . . CITY OF DUBLlll BUDGE'! CHANGE FORM FISCAL YEAR 1993-19994 SUBMITTED FOR CITY COUNCIL APPROVAL DECEMBER 13, 1993 CIWlGE FORM 1-- nell appropriatioulJQU ~K~ L-J. ~~~ Ll decrease budget account ~ account II 1 $ ~ account II 2 $ ~ account II 3 $ ~ account tI 01 $ ~ account II 5 $ ~ account II 6 $ ~ account II 7 $ ~ account II 8 $ TOTAL BUDGET INCREASES $ increase budget account I~ PLANNING PROFESSIONAL SERVICE (GEN FUND) laccount II . 11 001 - QO 1 0 - 7? Q - nnn $ 71, nnn . 00 1..1!QI.!)g PLANNING CONTRACT SERVICES (GEN FUND) laccount II 12001 - 9010 - 740 - 000 I~ PLANNING DEPARTMENT : \account it ' 13001 _ 9010 - 716 - 000 I name laccount II 14 $ I n~PARK MASTERPLAN CIP PROJECT:CONTRACT SVCS (GEN FUND) laccount II 15 001-Q~RS - 740 - 000 I-ill!!!!! laccount II 16 I~ lacconnt II 17 I name laccount II 18 TOTAL BUDGET DECREASES $ 650.00 PRINTING (GEN FUND) $ 2 . 000 . 00 $ 1 0 . oon . 00 $ $ $ $ REASONS, JUSTIFICATION, AND ITEMIZED COSTS: THE ADOPTED 1993/94 BUDGET WAS BASED UPON MUCH OF THE WORK ON THE PARK MASTERPLAN AND THE EASTERN DUBLIN GENERAL 7 SPECIFIC PLAN BEING COMPLETED IN THE PRIOR YEAR. THE WORK ON THESE PLANS HAS BEEN CARRIED OVER TO FISCAL YEAR 1993/94 AND AN ADDITIONAL APPROPRIATION FROM RESERVES IS R~QUIRED. RECOMMENDED BY: CITY MANAGER 1? \ 6 \ 93 date signature signature PETER W. SNYDER MAYOR 12 \ 13 \ 93 date APPROVED BY: CITY COUNCIL EXHIBIT 2..