Budget and Audit Committee

BUDGET AND AUDIT COMMITTEE REGULAR MEETING AGENDA Monday, August, 12, 2024 4:00 p.m. Hoyer Hall, Clayton Community Library 6125 Clayton Road, Clayton, CA 94517 Committee Members Kim Trupiano, Vice Mayor Jeff Wan, Councilmember 1. Call to Order and Roll Call 2. Presentation from UBS on Advisory Investment Management (Interim City Manager) 3. Library Refresh Proposal (Interim City Manager) a. Contra Costa County Library (View) 4. Third Floor Security Proposal (Interim City Manager) (View) 5. Purchase of Lawn Mower (Assistant City Manager) 6. Review Preliminary Draft of the Strategic Plan Objectives and Implementation Plan (Assistant City Manager) 7. Future topics (Assistant City Manager): a. Potential spend down of reserves: b. Prefund OPEB liability c. 5 Year Capital Improvement Plan d. Level of deferred maintenance e. New Vehicles 8. Adjournment The next proposed meeting of the Budget and Audit Committee will be September 9, 2024. _____________________________________________________________________________________________ Budget and Audit August 12, 2024 Page 1 Committee Agenda Meeting Information and Access • A complete packet of information containing staff reports and exhibits related to each public item is available for public review in City Hall located at 6000 Heritage Trail and on the City’s website at www.claytonca.gov • Agendas are posted at: 1) City Hall, 6000 Heritage Trail; 2) Library, 6125 Clayton Road; 3) Ohm’s Bulletin Board, 1028 Diablo Street, Clayton; and 4) City Website at www.claytonca.gov • Any writings or documents provided to a majority of the Budget and Audit Committee after distribution of the agenda packet and regarding any public item on this agenda will be made available for public inspection in the City Clerk’s office located at 6000 Heritage Trail during normal business hours and is available for review on the City’s website at www.claytonca.gov • If you have a physical impairment requiring special accommodation to participate, please call the City Clerk’s office at least 72 hours (about 3 days) before the meeting at (925) 673-7300. Each person attending the meeting who wishes to speak on an agendized or non- agendized matter (within the council’s jurisdiction), shall have a set amount of time to speak as determined by the Chair. _____________________________________________________________________________________________ Budget and Audit August 12, 2024 Page 2 Committee Agenda  (Back to Agenda) Agenda Item 3 STAFF REPORT TO: Budget and Audit Committee Members FROM: Larry Theis, City Engineer DATE: August 12, 2024 SUBJECT: Discussion of Proposed Library Renovations RECOMMENDATION Discuss current status of potential library renovations in coordination with County Library Staff. BACKGROUND The library building in Clayton is owned by the City and the library (operated by County staff) is a tenant of the building. In general, the County provides the overall service to the community and the library books and materials. The maintenance and replacement of furnishings and the building is the responsibility of the City, in conjunction with the Clayton Community Library Foundation (CCLF). This arrangement is typical of most cities within Contra Costa County. DISCUSSION The former City Manager had preliminary discussions with the County Library staff in early 2024 about pursuing a refresh project for the library that would be centered around carpet replacement and painting of walls. The City would consider a project that would combine available Living Trust Grant funding (through County Measure X), fundraising with the CCLF, and a contribution from the City. County Library Staff volunteered to fund the architectural services of Noll & Tam to prepare an initial study that would comprehensively evaluate the furniture and shelving and space upgrades that could be considered in conjunction/prior to a carpet replacement. On July 2, 2024, the City Clerk and City Engineer met with County Librarian Alison McKee and Clayton Library Manager Geneva Moss to discuss the potential improvements to the library identified by Noll & Tam. This list of improvements were a comprehensive shopping list Budget and Audit Committee Agenda Item 3 Page 1 of 2 August 12, 2024 developed without any specific budget identified and was estimated at $1.37M. It was understood that this list was beyond the likely budget that the City could afford even with supplemental grant funding and fundraising. County Library staff agreed to help identify the prioritize the improvements. When an appropriate budget is identified then the highest priorities would be considered first and would be discussed with CCLF to reach consensus on their focus on fundraising in the community. See attached list of improvements. FISCAL IMPACT The fiscal impact is yet to be determined. The desired improvements will influence the budget limit. The Living Grant Trust is a maximum of $250,000 spread over multiple years. No discussions have been conducted with CCLF to date about the likely fundraising amount they can commit toward this renovation project. The City’s contribution will likely be from the General Fund and/or reserves. There are currently no funds allocated in the FY24-25 budget or CIP. CEQA IMPACT None ATTACHMENTS 1. Library Improvement Estimate Budget and Audit Committee Agenda Item 3 Page 2 of 2 August 12, 2024  3 Attachment 1 Page 1 Clayton Library_Shopping List Shopping List CONSTRUCTION AREAS OF WORK COSTS SHOPPING LIST FINISHES - LIBRARY 1. CARPET - LIBRARY, FRIENDS BOOKSTORE AND STAFF AREAS $148,200 $148,200 2. RESILIENT - STAFF $12,920 $12,920 3. PAINT - THROUGHOUT $54,080 $54,080 FINISHES - COMMUNITY 4. CARPET - COMMUNITY $16,900 $16,900 5. RESILIENT - COMMUNITY $3,400 $3,400 6. PAINT - THROUGHOUT $10,200 $10,200 WALLS 7. GLASS WALL - QUIET READING $33,588 $33,588 8. PONY WALL WITH GLASS ABOVE - TEEN $24,600 $24,600 MISC CONSTRUCTION 9. WINDOW SEATS - CHILDREN'S $8,085 $8,085 10. RESOLVE BOOK DROP $6,000 $6,000 11. DOOR AT STAFF RESTROOM $5,000 $5,000 SUBTOTAL $322,973 $322,973 BONDS & INSURANCE (3%) $9,689.19 $9,689.19 GENERAL CONDITIONS (15%) $49,899.33 $49,899.33 CONTRACTOR'S OVERHEAD & PROFIT (5%) $19,128.08 $19,128.08 CONTINGENCY FOR DESIGN DEVELOPMENT (20%) $80,337.92 $80,337.92 COST ESCALATION (5%) $24,101.38 $24,101.38 TOTAL CONSTRUCTION COST $506,129 $506,129 FURNITURE 12. INTERIOR FURNITURE $300,000 $300,000 13. EXTERIOR FURNITURE $31,000 $31,000 14. STUDY PODS $95,000 $95,000 15. DISCOVERY ZONE/EARLY LITERACY HUB $200,000 $200,000 SHELVING & DISPLAY 16. END PANELS AT EXISTING TALL STACKS $18,000 $18,000 17. 4-HI MOBILE UNITS $93,000 $93,000 18. MOBILE DISPLAY UNITS $32,000 $32,000 19. BROCHURE/COMMUNITY DISPLAY $1,000 $1,000 CASEWORK 20. CIRC DESK $40,000 $40,000 21. SORTING AREA CASEWORK $13,000 $13,000 22. SELF CHECK CASEWORK $20,000 $20,000 23. PRINT STATION CASEWORK $20,000 $20,000 TOTAL FURNITURE/SHELVING/CASEWORK COST $863,000 $863,000 TOTAL OVERALL COST $1,369,129 $1,369,129 NOLL AND TAM ARCHITECTS 1  (Back to Agenda) Agenda Item 4 STAFF REPORT TO: Budget and Audit Committee Members FROM: Adam W. Politzer, Interim City Manager Larry Theis, City Engineer DATE: August 12, 2024 SUBJECT: Recommendation for Budget Allocation for Design and Construction Services for City Hall 3rd Floor Security Modifications Proposal RECOMMENDATION Review and provide feedback on Proposed Scope of Work for City Hall 3rd Floor Security Modifications. BACKGROUND City employees working on the 3rd floor of City Hall provide Planning and Administrative services to the public. In 2023, City employees requested City management to consider modifying the space to improve security by installing physical barriers to restrict the general public from accessing beyond the front counter, break room, and individual offices. The public would generally be limited to the area between the top of the stairs, exiting the elevator, and the front desk. Partition walls and doors using security cards would be added to restrict the general public from entering the employee only spaces. DISCUSSION The Interim City Manager requested the City Engineer to seek the services of an architect to design the security modifications. The City Engineer engaged an initial scoping meeting with Albert Delima, licensed architect with W|A Associates, Inc. based in San Rafael, CA. Mr. Delima visited the 3rd floor of City Hall, took photos and conducted a site visit with the City Engineer for approximately 45 minutes on July 24th. Without having specific input from the client (employees, City Management), he listed general modifications that would likely be incorporated into the design to secure the space while maintaining the existing open-air Budget and Audit Committee Agenda Item 4 Page 1 of 2 August 12, 2024 atmosphere which include: glass doors, wood framing, drywall, service counter/cabinet, window modifications, flooring, patching and painting, cable railing modifications, railing, sprinkler adjustments, signage, alarm modifications, and electrical rerouting. Architectural services would include a preliminary assessment and schematic design that would include the deliverable of an interior rendering that would be reviewed by the City. Design drawings and construction documents would be prepared to obtain bids from contractors. Bid evaluation and construction support services would be provided, including punch list inspection of the project. FISCAL IMPACT A construction estimate has not been prepared since the design of the modifications will likely have considerable input from the City. However, in an effort to consider a budget allocation for this project, the City Engineer was able to work with the architect to develop a preliminary range of cost in order for the City Council to understand the relative magnitude of cost for these improvements. The rough range of the total cost is $142,000 to $222,000 which is highly dependent on the extent of the improvements and consideration for aesthetics. On the low end, it would be expected the construction cost would be $110,000 and $32,000 for architect design services and city engineer project management. On the high end, it would be expected the construction cost would be $178,000 and $44,000 for architect design services and city engineer project management. CEQA IMPACT None ATTACHMENTS None Budget and Audit Committee Agenda Item 4 Page 2 of 2 August 12, 2024