HomeMy WebLinkAbout2009-08-04; City Council; 19925; Carrillo Ranch barn/theater projectCITY OF CARLSBAD - AGENDA BILL
AB#
MTG.
DEPT
19.925
8/V/09
P&R
CARRILLO RANCH BARN /THEATER
PROJECT
DEPT. HEAD ^ /
CITY ATTY. \
CITY MGR.
Jfot
(^
RECOMMENDED ACTION:
Consider options for the construction schedule for the Carrillo Ranch Barn/Theater project. Should
Council decide to move up the construction of the project, adopt Resolution No. J2009-2P3 ,.,
appropriating funds in the amount of $500,000 from the Public Facilities Fund into the Fiscal Year 2009-
10 Capital Improvement Program.
ITEM EXPLANATION:
Recently, the Carrillo Ranch Barn Stabilization was completed using a combination of City funds and a
Federal grant. This project included preliminary work such as footings, roofing, bracing and other items
,to strengthen the barn and prepare it for future improvements. In addition, construction drawings have
been completed for the entire Barn/Theatre project. In the Fiscal Year (FY) 2009-10 Capital
Improvement Program (CIP) this project is scheduled to be concurrent with Phase III of Leo Carrillo
Ranch development which includes, in addition to the Barn/Theater, a new restroom, further building
restorations, picnic areas, botanical garden, small amphitheater, trails, and other amenities. This
Agenda Bill addresses the scheduling of the Barn/Theater project only and not the remainder of Phase
III.
During the FY 09-10 Budget Adoption, the Council heard from members of the public, specifically the
"Friends of Carrillo Ranch", requesting that the renovations of the Barn/Theater project be moved up in
CIP. Consequently, Council directed staff to return with more specifics on the project.
The following facts outline the Barn/Theater's current project's standing:
• The budget adopted by Council on 6/16/2009 schedules Phase III for construction FY 2015-19
• The project costs are approximately $500,000 (based on 7/09 updated estimate by the
architect).
• The current funding source is Public Facility Fees (PFF)
• Elements of the project include a new visitor's center, small theater, office, restroom, and
storage
• Maintenance and operations (M&O) costs are estimated at $13,000 - 31,000 per year. The
current plan is to operate the facility using the existing Parks and Recreation staff with an
increase for Facilities Maintenance ($13,000/year). However, should the operating plan
change to maximize rentals and other activities, the m&o costs could increase to the higher
range figure. Costs would be partially offset by revenues generated by rentals.
Options:
1. Move the Barn/Theatre project up in the CIP schedule and appropriate funds
2. Leave the project as currently approved in the FY 2015-19 timeframe
DEPARTMENT CONTACT: Mark Steyaert 760-434-2855 mark.steyaert@carlsbadca.gov
FOR CITY CLERKS USE ONLY.
COUNCIL ACTION: APPROVED
DENIED
CONTINUED
WITHDRAWN
AMENDED
Dn
Daa
CONTINUED TO DATE SPECIFIC
CONTINUED TO DATE UNKNOWN
RETURNED TO STAFF
OTHER -SEE MINUTES
JST 8/11/09a
D
D
Page 2
FISCAL IMPACT:
Option 1 - Move project up in CIP: Appropriate $500,000 from the Public Facilities Fee (PFF) account
into the Fiscal Year 2009-10 CIP. Funds are currently available in the PFF to cover the $500,000. The
project would be anticipated to be complete in fall 2010. Therefore approximately $7,000 (one half of the
$13,000 estimated first year m&o) would need to be appropriated into next year's FY 2010-11 Operating
Budget. This allocation may need to be increased up to approximately $31,000 in the second year of
operation (FY 2011-12) depending on the operational scenarios.
Option 2 - Leave the project as currently approved in the FY 2015-19 timeframe: No fiscal impact
until FY 2015-19.
Under the current economic conditions, moving this project up may result in possibly modifying other
programs in the operating budgets of upcoming fiscal years, due to the additional operating costs for the
Carrillo Ranch Barn / Theater.
ENVIRONMENTAL IMPACT:
The Leo Carrillo Ranch Park Master Plan was originally approved by the Planning Commission with a
Mitigated Negative Declaration, on November 11, 1999 (Planning Commission Resolution No. 4694).
Planning staff has reviewed the proposed barn improvement project and the Planning Director has
determined that the proposed project is within the scope of the prior environmental documents and that
no further environmental documentation is required per CEQA Guideline Sections 15162.
EXHIBITS:
1. Resolution No. 2009-203 appropriating funds for the Carrillo Barn Restoration project.
2. Location Map
3. Rendering of project
1 RESOLUTION NO. 2009-203
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROPRIATING FUNDS FOR
3 THE CONSTRUCTION CARRILLO RANCH BARN /
4 THEATER PROJECT
5 WHEREAS, the City Council of the City of Carlsbad, California, has determined it
6
necessary, desirable, and in the public interest to restore the existing barn structure at
7
Carrillo Ranch Park; and8
WHEREAS, funds are available in the Public Facilities Fee account for the
Barn/Theater project; and
11 WHEREAS, the City Council, of the City of Carlsbad, California has previously
12 approved the Leo Carrillo Park Master Plan which outlines restoration of the barn;
13
14 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad, California, as follows:
16
1. That the above recitations are true and correct.
17
18 2. Funds are available in the in the Public Facilities Fee account in the
19 amount of $500,000 for the Barn/Theater project.
20 3. That the City Council does hereby authorize the Finance Director to
21 appropriate funds in the amount of $500,000 from the Public Facilities
22 Fee account (Fund 320) into the Fiscal Year 2009-10 Capital Improvement
23 Program for the Barn/Theater project construction.
24
25
26
27 "
28
1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
2 of the City of Carlsbad on the day of
3 2009, by the following vote, to wit:
4
5
AYES:
6
NOES:
7
ABSENT:8
9
10
11
CLAUDE A. LEWIS, Mayor
12
13 ATTEST:
14
15
16 LORRAINE M. WOOD, City Clerk
(SEAL)
17
18
19
20
21
22
23
24
25
26
27
28
PROJECT LOCATION MAP:
V V
PROJECT
SITE
EXTERIOR VIEW INTERIOR VIEW FROM ENTRY
LEO CARRILLO RANCH HISTORIC PARK
BARN THEATER RESTORATION
-
Lisa Hildabrand
From:
Sent:
To:
Subject:
Importance:
Lisa,
Here are the numbers:
Total Costs:
Total Revenues:
Mark Steyaert
Tuesday, August 04, 2009 9:06 AM
Lisa Hildabrand
RE: COST RECOVERY - CARRILLO
High
All Receive
For the Information of the:
CITY COUNCIL
Asst,CM CAJ^
ityManager
$303,000
$101,000
Percent cost recovery: 33.33%
Average Event Rentals per Year: 40 (incl. weddings, family gatherings, etc)
Mark
From: Lisa Hildabrand
Sent: Monday, August 03, 2009 5:43 PM
To: Mark Steyaert
Subject: RE: COST RECOVERY - CARRILLO
Mark-
Thanks, Mark. Can you give me the numbers to go with the percent? (ie. The annual revenues and the total costs) Also,
can you tell me how many event rentals we average per year at Carrillo?
Lisa