CC 2018-10-09_09e Amendment to CIP Budget
MEMORANDUM
TO: CITY COUNCIL
FROM: BILL ROBESON, PUBLIC WORKS DIRECTOR
BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER
SUBJECT: CONSIDERATION OF AN AMENDMENT TO THE FISCAL YEAR 2018-
19 CAPITAL IMPROVEMENT PROGRAM BUDGET
DATE: OCTOBER 9, 2018
SUMMARY OF ACTION:
Approval of an amendment to the Capital Improvement Program budget to allow for
interior lighting improvements at the City of Arroyo Grande and Woman’s Club
Community Center. Work is anticipated in October 2018.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Donation funds in the amount of $10,600 are to be provided by the Woman’s Club of
Arroyo Grande, which will cover all of the costs of the project. Staff time will be necessary
to install light emitting diode (LED) light bulbs and covers, and to coordinate construction
activities with the contractor.
RECOMMENDATION:
It is recommended the City Council approve an amendment to the Fiscal Year 2018-19
Capital Improvement Program budget to add funds donated by the Woman’s Club of
Arroyo Grande in the amount of $10,600 for the City of Arroyo Grande and Woman's Club
Community Center Interior Lighting Project, PW 2018-07.
BACKGROUND:
The City Council adopted the FY 2018-19 Capital Improvement Program (CIP) budget at
its June 12, 2018, meeting. The adopted CIP budget included the Woman’s Club Interior
Lighting project as an unfunded project. Subsequent to CIP adoption, the Woman’s Club
contacted City staff regarding the use of donations to fund the project. A site visit with City
staff and Woman’s Club representatives was conducted on July 11, 2018, and a project
scope was identified. It was decided that City staff would investigate fixture pricing and
solicit quotes from qualified contractors to determine project costs prior to presentation to
the City Council.
ANALYSIS OF ISSUES:
The scope of the project proposes lighting improvements on the stage side of the
Woman’s Club Community Center. The project includes replacement of the existing
Item 9.e. - Page 1
CITY COUNCIL
CONSIDERATION OF AN AMENDMENT TO THE FISCAL YEAR 2018-19 CAPITAL
IMPROVEMENT PROGRAM BUDGET
OCTOBER 9, 2018
PAGE 2
overhead fluorescent light bulbs and opaque light covers with LED light bulbs and
transparent light covers to provide brighter lighting. It is proposed that the LED bulbs and
covers for the eighteen overhead light fixtures be purchased and installed by City staff.
The estimated cost is $2,200. The project also includes the installation of three
individually controlled lights for the stage area and four overhead ceiling fans to improve
air circulation. It is proposed that these be installed by a qualified electrical contractor
along with dimmers for both the overhead and stage lighting. On August 20, 2018, two
quotes were received from electrical contractors in response to staff’s request for quotes
that were distributed to three contractors on July 23, 2018. Upon review of the quotes,
City staff and the Woman’s Club representatives selected ASM Electric to perform this
work for an estimated cost of $8,400. It is anticipated work will be accomplished in
October 2018.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendations;
2. Do not approve staff’s recommendations;
3. Modify staff’s recommendation and approve; or
4. Provide direction to staff.
ADVANTAGES:
The project, funded by a donation from the Arroyo Grande Woman’s Club, will provide
brighter lighting and improved air circulation at the Community Center. The project meets
the City Council’s goal of supporting City infrastructure.
DISADVANTAGES:
There is a potential of some inconveniences to user groups during fixture installation.
However, staff will work in-house and with the contractor to schedule the installations
during times the stage side of the Community Center is not being utilized.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from the California Environmental Quality Act (CEQA)
pursuant to CEQA Guideline Section 15301(a) covering interior alterations such as
electrical conveyances to existing facilities.
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.
Item 9.e. - Page 2