CC 2017-12-12_09f Safety and Security Measures_Recreation Services
MEMORANDUM
TO: CITY COUNCIL
FROM: BILL ROBESON, PUBLIC WORKS DIRECTOR
SUBJECT: CONSIDERATION OF A SAFETY AND SECURITY MEASURES PLAN –
RECREATION SERVICES BUILDING
DATE: DECEMBER 12, 2017
SUMMARY OF ACTION:
Funding request for basic life safety and security measures (fire alarm repair, and addition of
interior doors and phone lines) and minimum operational repairs (air conditioning units) to the
Recreation Services Building/Elm Street Community Center.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The estimated cost to complete the safety and security measures is approximately $38,600.
The current budget allocates $160,000 of Local Sales Tax funding to the Elm Street
Community Center Upgrade project. This money was envisioned as the first stage of a long
term investment plan for the physical space needs of the Recreation Services Department.
Public Works Department staff hours are estimated at 40 hours for the implementation of this
Plan. This includes planning and project detail meetings, on site review of work proposals, bid
review, managing the contractors throughout the project and any detail follow up work such as
painting. This was not a programmed project in the Department’s work plan for this fiscal year.
RECOMMENDATION:
It is recommended that the City Council approve the use of funds intended for the Elm Street
Community Center Upgrade project, in an amount not to exceed $38,600, for the
implementation of a critical Safety and Security Measures Plan for the currently existing and
operating Recreation Services and childcare facility.
BACKGROUND:
The City owned facility located at 1221 Ash Street currently holds the City’s Recreation
Services Department as well as the Preschool Program. The temporary building is over 50
years old and was purchased secondhand from Lucia Mar School District. Improvements to
the building have been delayed because of other project priorities such as the Woman’s Club
Center on West Branch Street. In addition, there are very preliminary discussions regarding
Item 9.f. - Page 1
CITY COUNCIL
SAFETY AND SECURITY MEASURES PLAN – RECREATION SERVICES BUILDING
DECEMBER 12, 2017
PAGE 2
potential partnership opportunities with the 5 Cities Community Services Foundation and the
School District to consolidate recreational uses and develop a central facility for preschool,
basketball, volleyball, conference and other uses.
The 2016-17 budget allocates Local Sales Tax funding that was intended as “seed money” to
begin a long term investment plan into a new recreation facility at possibly a new location. This
funding source was designed to accumulate during the years of the use and site planning
process. However, there is an immediate need to repair or upgrade certain systems to protect
the 115 occupants (at peak use hours).
ANALYSIS OF ISSUES:
Staff is recommending limited use of the “seed money” funds (not to exceed $38,600) to
implement a project package of immediately needed safety and security measures designed to
significantly improve occupant safety. The safety and security measures are as follows:
Installation of double doors that will function as a staff controlled access point, limiting
public access to the interior of the building and prohibit public use of the children’s
restrooms. (Bid: $12,972)
Upgrade the fire alarm system so that it is functional with a monitoring service for early
detection and 911 notifications in the event of a fire. (Bid: $3,325 upgrade cost + a
$70.00 per month monitoring service fee)
Installation of network cabling to locate two phones at the back and middle of the
building so that emergency calls can be made. (Bid: $1,980)
Replacement of 3 of the air conditioning (AC) units (6 units were recommended to be
replaced by the AC contractor) plus the servicing of 7 units so that the interior space
can be cooled, allowing the side entry doors to remain secure and closed. (approx.
$5,200 per replacement unit + serving of 7 of the existing units at $85.00 =16,795)
Project cost $35,100 + %10 contingency ($3,500.) = Total cost: $38,600
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Allow the limited use of these funds (not to exceed $38,600) to implement a project
package of immediately needed measures to significantly improve occupant safety.
2. Defer the installation of safety and security measures on the existing facility in
anticipation of the construction of a new facility.
3. Allow certain components of this safety and security measures plan to be implemented
(i.e. only security doors and alarm system or lesser or higher number of AC unit
replacements). Thereby decreasing or increasing the amount of $38,600.
ADVANTAGES:
Life/safety and security measures are enacted so that the occupants of the existing facility are
adequately protected.
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CITY COUNCIL
SAFETY AND SECURITY MEASURES PLAN – RECREATION SERVICES BUILDING
DECEMBER 12, 2017
PAGE 3
DISADVANTAGES:
Funds are spent on an old facility that may be replaced in the future. However, there is no time
frame for the actual replacement of this building.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item since the project is repair and maintenance of
existing facilities with no ground disturbance.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with Government
Code Section 54954.2.
ATTACHMENTS:
1. Facility photos and bids docs
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Public Works Department
SAFETY AND SECURITY MEASURES PLAN:
RECREATION SERVICES BUILDING
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ATTACHMENT 1
Main Entrance
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Controlled access doors at Recreation Services
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Aerial view - 13 AC unit locations:
7 “newer units” and 6 older units
Recommend 3 replacements a service plan Item 9.f. - Page 7
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$3,325.00 + $68.00 per month monitoring service
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Network cable Drops
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Not part of this project but an
important additional safety
measure.
Purpose of Fire Lane striping:
To allow Emergency Vehicle acess
and meet the minimum vehicle
code requirements so “No Parking”
can be enforced.
Item 9.f. - Page 12
20 ‘ min
Conceptual image of Fire lane and striping
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