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HomeMy WebLinkAbout2009-08-11; City Council; 19925; Carrillo Ranch barn/theater projectCITY OF CARLSBAD - AGENDA BILL 12 AB# MTG. DEPT 19.925 08/11/09 P&R CARRILLO RANCH BARN /THEATER PROJECT DEPT. HEAD * / CITY ATTY. \ CITY MGR.^(ji/ 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. .2009-2IQ3 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 Dnnn •Il-Otf CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER -SEE MINUTES JJT 8/11/09 n n 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 10 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 10 2. Funds are available in the in the Public Facilities Fee account in thelo 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 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 11th day of August, 2009, by the following vote to wit: AYES: Council Members Lewis, Kulchin, Hall, Packard and Blackburn NOES: None. ABSENT: None. CLAUDE A LEWIS, Mayor ATTEST: s. LORRAINE M. WOOD, City Clerk PROJECT LOCATION MAP: 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 $303,000 $101,000 All Receive For the Information of the CITY COUNCIL Asst,CM CA_£ City Manager 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