HomeMy Public PortalAbout1998-03-03 Town of Truckee
TOWN COUNCIL
SPECIAL MEETING MINUTES
March 3, 1998, 3:00 P.M.
Truckee Donner Public Utility District Board Room
11570 Donner Pass Road, Truckee, CA
CALL TO ORDER - Mayor Florian called the meeting to order at 3:05 p.m.
ROLL CALL
PRESENT:
Council Members Drake, McCormack, Schneider, Susman, and Mayor
Florian
ALSO PRESENT:
Stephen L. Wright, Town Manager; Tony Lashbrook, Community
Development Director; Tom Covey; Public Works Director; Jon Lander,
Town Engineer; and Vicki Soderquist, Deputy Town Clerk
PUBLIC COMMENT - None
WORKSHOP
4.1 Review of 5-Year Capital Improvement Program (CIP). Recommendation: Council
review the CIP and provide direction as desired.
Mr. Wright stated the CIP was the first for the Town and was not an operating budget, but a planning
tool. Projects or activities included were $15,000 or more. After review Council would ultimately
adopt the CIP annually, but it was important to note that it was not an implementation tool. If
Measure A passed the document would be refined to identify specific road projects (segments). Staff
utilized past history and general plan expectations for revenue projections which he felt were
conservative. Each department had identified their needs, i.e. staffing and operations. The program
utilized assumptions, but tried to identify where increased maintenance costs would result.
Summary of Revenues and Expenditures
Councilmember McCormack complimented staff on the preparation of the CIP. He then noted that
the figures did not match his prior budget figures. Mr. Wright stated that the figures had been
adjusted throughout the year to reflect actions taken by Council.
Councilmember Susman questioned the revenue increase between FY 97/98 and FY 98/99. Mr.
Wright replied that it was assumed the Holiday Inn Express would be built and the revenues
reflected the anticipated TOT.
Councilmember McCormack questioned if the 3 Times Voter Rule was included in the anticipated
revenues. Mr. Wright replied that they had been included for two years. He noted that there would
also be a census conducted in 2000, but it would take approximately 1 '/2 years before those figures
were incorporated by the CA Department of Finance.
Councilmember McCormack questioned ifTSSA monies were included in the revenues. Mr. Lander
replied that they were non-general fund revenues and were treated like grant funds, but were shown
as expenditures.
Councilmember Schneider questioned why a 3% COLA had been included only in FY 97/98. Mr.
Wright explained that the 3% COLA was an approved expenditure, but the CIP did not assume any
other payroll operating costs.
Mayor Florian questioned anticipated legal fees. Mr. Wright replied that the Town was beginning
to see an increase in legal costs as the Town was maturing.
Councilmember McCormack questioned if all the reserves were paid up in FY 97/98. Mr. Wright
replied that was correct, unless the Council changed their policy. Councilmember McCormack also
noted that with the exception of the trail project, all of the remaining unfunded projects were roads.
Mr. Wright informed the Council that the Equipment Plan assumptions, based upon the last Council
workshop, were built into the CIP. The Equipment Plan would be brought to Council with the CIP
for adoption.
Permit Tracking Automation
Councilmember Susman noted that the Town was presently conducting a cost of service study and
questioned if the permit tracking program would present a conflict in those assumptions. Mr. Wright
stated that he did not feel there would be a conflict as they were two different issues. He anticipated
that the study would be presented to Council for review within the next 30 days. Due to the current
analysis he expected a recommendation to reduce the building permit fees. The tracking system
would take the permit forward in greater detail and it was possible that the findings of the two could
be merged in the future.
Reconstruct Grade Crossing - Bridge StFUPRR
Councilmember Susman stated he was unaware of the proposed project. Mr. Lander stated that it
was the Town's desire to widen the crossing and add a lane. Union Pacific and Caltrans were
working on the crossing first and had stated that a widening would delay their project. Staff would
continue to work with Caltrans and Union Pacific.
1-80 Off Ramns/SR 89 Sienals
Councilmember Drake stated it was his understanding that signals were not allowed on freeways.
Mr. Lander responded that the signals would be placed on the ramps onto the other roads.
Councilmember Susman questioned why the Town would be responsible for maintenance if the
signals were a Caltrans responsibility, Mr. Lander stated that Councilmember Susman was correct
and maintenance costs would not be included. Councilmember Susman further questioned why the
project was included if it was a State project. Mr. Lander responded that the project would deal with
increased traffic on Hwy 89S, of which Truckee had a component. He also noted that Caltrans
responded in a more timely manner when local matching funds were involved. Mr. Covey stated
the project was an attempt to transfer the heavy truck traffic off Donner Pass Road. Mr. Lashbrook
added that it was not unusual to utilize local funds for a State project.
FY 97/98 Annual Overlay
Councilmember McCormack asked whether the cumulative prior funding of $I million was from
the Tahoe Donner TSSA and, if the project sheet should reflect that the funds would be spent in FY
97/98. Mr. Wright stated that was correct and that the project sheet would be changed to reflect the
expenditures.
Town of Truckee
March 3, 1998 Special
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Initial Downtown Parking Improvements
Mayor Florian questioned if the project sheet reflected a payback of the initial $100,000. Mr.
Lashbrook responded that there had been no commitment for a repayment. The initial funding came
from a 1996/97 budget surplus and had been utilized as seed money. He pointed out that an
additional $100,000 of General Fund revenues had been projected for 1999/2000.
Councilmember Drake stated it was his understanding that the initial $100,000 was to be seed money
and then the PBID would be on their own. Mr. Lashbrook stated that future General Fund
expenditures were included, but as a staff proposal only at the present time. Mr. Wright felt the
General Fund allocation would be a policy decision by the Council as to whether it was appropriate.
Councilmember Schneider questioned the maintenance costs for the project. Mr. Lashbrook replied
that it would be snow plowing and landscape maintenance. He felt the Town would make it clear
that there would be no long-term maintenance liability for the Town.
Councilmember Drake questioned who would own the facility if it was built with PBID funds. Mr.
Lashbrook stated that it was assumed the Town would own the facility. He also assumed that the
Town would be asked to do snow removal. Mr. Wright stated that the PBID maintenance would
have to be calculated into their costs. Councilmember McCormack felt staff had made good
assumptions for the project.
Deerfleld Connector Alignment Study
It was the consensus of the Council to amend the graphic as it was misleading regarding a connector
location.
Glenshire Drive and SR 267 Capacity Improvements
Councilmember McCormack questioned the signalization of the intersection. Mr. Wright noted that
the signal was identified in the General Plan for FY 2000/2001.
Glenshire Brid~,e Reolacement
Councilmember McCormack questioned if the costs for removal of the old bridge was included in
the project. Mr. Lander replied that removal would be in FY 98/99 with the qualification that the
revised budget would be approved.
Councilmember Drake expressed his concern that assumptions would be made that the CIP included
approved projects and funding. Mr. Wright replied that it was a planning tool, but noted that
someone could make those assumptions. Mr. Lashbrook stated that there was a possible risk that
someone would not like a project and want to see the CEQA documents. The CIP was a fiscal
planning document only and that it was not subject to CEQA. He anticipated that there would be
Council discussion regarding all individual projects. Councilmember McCormack felt the Council
needed to have such a document in order to view the "bottom line". Mr. Wright stated the program
showed the money available based on current projections and guidelines that could be focused on
capital expenditures. If Measure A did not pass, Council and staff would have to regroup and
identify projects for future years. The only other option would be to eliminate the 5-year CIP and
budget projects year to year.
Redevelopment Plan
Councilmember Susman noted the staff time required and questioned if it had been included in the
project. Mr. Lashbrook replied that the Plan would require significant stafftime and that it had not
been calculated into the project.
Town of Truckee
March 3, 1998 Special
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Additional Maintenance Equipment FY 98/99
Mr. Covey stated that he had taken the recommendations from Council and spread the costs for new
equipment over 10 years, versus 5 years, which lowered acquisition costs and deferred maintenance
costs over a longer period. Replacement equipment was reduced by the amount of trade-in value
which had not been done in the past. Costs were averaged over a 20 year period for equipment
replacement which would result in a pay-as-you-go program which would be funded the year before
utilization. Equipment being replaced was beyond the expected life, but staff tried to balance the
replacement over the years. Priorities were difficult to identify due to actual needs.
Councilmember McCormack questioned if the CIP dealt with the reserves. Mr. Wright noted that
a reserve account would not be created, it was a modified pay-as-you-go program.
Animal Shelter Construction
Councilmember McCormack questioned the expenditures for the project. Mr. Wright noted that
there was a prior cumulative fund set aside. Mr. Lashbrook stated that the project sheet could
change depending upon action taken by the Council at their next meeting regarding a temporary
facility. Councilmember McCormack requested that the project sheet he amended to show the
expenditure of the $450,000.
Building Records Automation (Digitizing)
Councilmember Schneider expressed her concern that all systems be compatible. Ms. Soderquist
explained that Building funds would be utilized to microfiche old Nevada County Building
documents. An optical disk system for the Building Department would be integrated into the Town
system in FY 99/00 for records storage of Town documents.
Facilit~ Construction Revenue Fund
Councilmember McCormack noted that the fund had been established in addition to a Town Hall
Reserve Fund. Mr. Wright stated the Construction Fund could be utilized for any of the three major
CIP projects, i.e. animal shelter, town hall, or corporation yard. It was a set aside to be used by
Council as they desired. The Town Hall Reserve Fund was to be utilized toward COP payments
and/or construction of a Town Hall. Councilmember McCormack suggested that "Revenue" be
changed to "Reserve" or "Set Aside".
Glenshire Drive Shoulder Extension
Councilmember McCormack questioned the need for the project. Mr. Covey replied that there had
been several accidents. A HES grant had been applied for but had not yet been funded. The project
had been addressed in the Vail Report. Mr. Lashbrook stated the project was also included in the
AB 1600 Fee Program inherited from the County.
Tahoe Donner Connector Alignment Study
Councilmember McCormack noted that funding was only included for the alignment study and
questioned if the project should be moved up. Mr. Lashbrook replied that the project was scheduled
for FY 98/99 because the Nevada County Transportation Commission would be incorporating it into
their work plan for funding. Therefore, no construction program was included at the present time.
Mr. Wright stated that if Council felt there was an urgency, General Fund monies could be utilized
to move it up. Councilmember Susman did not feel there was an urgency. Councilmember
McCormack stated that it would offer traffic relief prior to PC2. Mr. Lashbrook questioned if the
Council wanted PC2 to drive the alignment and noted that FY 98/99 was only four months away.
It was the consensus of the Council to leave the project as presented.
Town of Truckee
March 3, 1998 Special
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Downtown Streetscape
Councilmember Schneider questioned the PBID funding for the project. Mr. Lashbrook stated that
there were no General Fund revenues included, and if there was no PBID funding the projects would
be eliminated.
Town Hall Reserve Fund
Councilmember McCormack questioned the cumulative pr/or funding. Mr. Wright stated there was
$1 I0,300 in the Gifts Fund that was dedicated to the reserve. Project funding was based on a I0,000
sq.ft, building (5,000 sq.ft, of office space, boardroom, conference room, foyer, and restrooms) with
the Building Department paying their prorated share of the facility.
Corporation Yard
Councilmember Drake questioned the availability of the Caltrans yard. Mr. Covey stated that
Caltrans had not made a decision regarding the facility, that was one of the reasons the project had
been extended to FY 01/02.
Coldstream and Donner Pass Road Signal
Councilmember Susman felt there was a perception of a nexus between the project and PC1 due to
the listing of PCI Project Fees, i.e. that there would be a Deerfield Drive connector. Mr. Lashbrook
stated that an assumption had been made that PC1 would pay impact fees to pay for the signal or
build it as part of the intersection realignment based upon traffic generation. Mr. Covey stated that
there was not enough additional impact to drive the signal other than the Deerfield Connector or
PC 1. Councilmember Drake questioned if there was an assumption that PC 1 would pay for the
Deerfield Connector. Mr. Lashbrook replied that PC1 would not pay for it if there was a Town-wide
benefit, they would only pay for a portion within their project limits. Mr. Lander stated that it was
not obvious that either the Tahoe Donner Connector or the Deerfield Connector was eminent within
the five years of the CIP. He also felt that both projects would require General Fund revenues or
Road Mitigation Fees. Councilmember Susman reiterated his concern regarding the perception. Mr.
Wright stated the project was not in the General Plan and could be removed from the CIP.
Councilmember Schneider agreed with Councilmember Susman and felt it was inconsistent as
development of other PC's could also require signals. It was the consensus of the Council to pull
the project from the CIP.
Increase Capacity at Donner Pass Road and Highway 89 South
Councilmember Susman questioned the utilization of a roundabout and whether it would be
evaluated after construction of the first roundabout. Councilmember McCormack questioned what
would be another reasonable traffic solution. Mr. Wright responded that it would be four lanes
which was not allowed in the General Plan. It was the consensus of the Council to change the
description to "improvements including consideration of a roundabout."
Councilmember McCormack questioned if there was a plan for a signal at Bridge Street and
Commercial Row. Mr. Wright responded that there was no plan for a signal at the present time.
Councilmember Susman complimented staff and felt the CIP reflected the priorities set by Council
at their last workshop.
Mr. Wright stated that staff would make the necessary corrections and then forward the CIP to the
Planning Commission to review for consistency with the General Plan. Once reviewed by the
Commission it would be brought back to Council, along with the Equipment Plan, for adoption.
Town of Truckee
March 3, 1998 Special
Page 5
COUNCILMEMBER REPORTS: None
ADJOURNMENT. Mayor Florian adjourned the meeting at 4:38 p.m.
by:
Respectfully submitted,
STEPHEN L. WRIGHT, Town Manager
Vicki C. Soderquist, C~ty Town Clerk
Town of Truckee
March 3, 1998 Special
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