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Home My WebLink About24 - Decommissioning and Interim Use of City Hall= CITY OF NEWPORT REACH c�� OFNP City Council Staff Report Agenda Item No. 24 February 12, 2013 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department David Webb, Public Works Director 949 - 644 -3328, dawebb(a)newportbeachca.gov PREPARED BY: Iris Lee, Senior Civil Engineer 949 - 644 -3323, ilee(cDnewportbeachca.gov APPROVED: /?_&(L— , TITLE: Decommissioning and Interim Use of the Existing City Hall Property (3300 Newport Boulevard) ABSTRACT: During the budget discussion on May 22, 2012, City Council provided some initial thoughts and direction regarding the decommissioning of the current City Hall Site. Staff is now in the process of preparing the City Hall Decommissioning Plan to secure the facility following relocation of the City's administrative offices to the new Civic Center Campus and seeks concurrence of the decommissioning plan. RECOMMENDATIONS: Approve the Decommissioning and Interim Use Plan, direct staff to prepare the necessary contract documents, and authorize the City Manager to execute any necessary agreements to facilitate efforts to secure the facility and provide for ongoing use of the existing City Hall site at 3300 Newport Boulevard. The Decommissioning and Interim Use Plan to include: Securing vacated buildings. 2. Maintaining City Council Chambers as a functional Community Meeting room. 3. Maintaining Exterior Landscaping and Lighting. 4. Converting the existing parking lot into a temporary metered /paid parking use. 5. Removing portable trailers G and I. FUNDING REQUIREMENTS: Council included $100,000 in the approved 2012 -13 CIP (Account No. 7011 C1002040) to cover the cost to decommission and provide for limited use of the property following the relocation of City Hall. Decommissioning and Interim Use of the Existing City Hall Property (3300 Newport Boulevard) February 12, 2013 Page 2 DISCUSSION: In preparation for the pending move of all staff and municipal operations from the existing City Hall Site at 3300 Newport Boulevard to the new Civic Center Campus at 100 Civic Center Drive, staff has prepared a conceptual plan to shut down and secure the existing City Hall site, while still providing for use of the Council Chambers, surface parking lots and grounds by the public. The presentation accompanying this staff report details the following measures: 1. Maintaining the Council Chambers as a functional community facility. 2. Securing the vacated City Hall site by installing fencing across existing open exterior corridors between buildings, removing exterior staircases and ladders, and bolting down operable windows and doors. 3. Maintaining landscaping and lighting throughout the exterior of the facility. 4. Discontinuing /disconnecting select utility services. 5. Removing or modifying signage for City Hail. 6. Removing Portable Trailers G and I and placing bark with their footprint. 7. Converting the surface parking lot to interim - paid parking lot. Following City Council's direction on the above - mentioned measures, staff will finalize the contract documents, solicit construction bids and perform the necessary work once all staff and operations have been relocated to the new Civic Center. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council cgpsiders the item). Submitted by: Public Works Director Attachment: A. PowerPoint Presentation 1 r - oommissionin PHASE 1 General Task Items •Exterior Barriers •Interior Barriers -N *Existing Landscaping & Amenities FACILITIE *Existing Utilities *Existing Signage •Existing Trailers •Parking Lot Resurfacing /Restriping PARKIN *Pay Stations /Meters Op Council Chambers QPEW�R> e � ,� <ffOQ� Exterior Barriers Install chain -link fence /gates at ALL exterior access points �c>EW —rye e � ,� <ffOQ� Exterior Barriers Remove rails /staircases /roof access ladders e � ,� �c>EW —rye <ffOQ� Interior Barriers C -- � � �liCll Secure operable windows & doors e � ,� �c>EW —rye <ffOQ� Existing Landscaping & Amenities *Maintain landscaping throughout campus exterior *Maintain interior trees and shrubs *Reprogram irrigation controllers *Remove park benches and tables OP Utilities v Utilities - Water r t r• r �. L', ,I 4' Am. FFF- Buildings ® Building 1 - Building 2 - Building 3 1. Account # 0450890-02 Meter # 1745239 2" Meter Domestic for the fire and City Attomey 2. Account #0450900-02 Meter # 1745242 2" Meter Domestic for Public Works Building 3. Account 0450860-02 Meter # 1341 D42 4" Meter Domestic for Me main building and trailers 4. Account # 0450640-02 Meter #1327862 2' Meier kngabon for the entire properly Meters 3 & 4 Remain Operational (pe��W� @ � � <rfOA� Utilities - Electricity and Gas Maintain Electricity to the following: *Outdoor Lighting •Council Chambers *Irrigation Controller Shut -off power at panel for other locations Power -off HVAC systems Disconnect and remove electric vehicle charging station Provide Gas to the following: *Council Chambers Shut -off gas at individual locations 9 Existing Signage Remove: *City Hall Monument Sign & Lights (salvage parts) •Miscellaneous on -site signs and lettering (salvage material) *salvage plaques that are of significance Modify: •Wayfinding sign CITY OF NEWPVK' e� 3 V < /F00.N Existing Trailers Should we Remove Trailer now ?? *Trailer G — Public Works Inspectors Trailer *Trailer I — Code Enforcement Trailer /Conference Room *Wood Bark pad I e� 3 � < /F00.N Parking Options A. No Parking at all (except for St. James on Sat & Sun) Pros: No additional investment Cons: Less parking available to the public Opportunity loss of parking lot revenue B. Free Parking Pros: Free Public Parking Cons: Loss of parking lot revenue — Est. $125K Additional loss of parking revenue in surrounding parking areas — Est. $55K /Yr C. Paid Parking Pros: 110 additional parking space available OPEW�R a Return on investment within 3 -4 Months �� Parking Recommendation •Configure lot with approximately 155 Parking Spaces 945 restricted for St. James under parking agreement Saturday (20 spaces) & Sunday (45 spaces) •110 spaces available all week •Install 3 pay stations in lot (same technology used elsewhere on the Peninsula) •Install approximately 15 -20 meters on 32nd Street •Redeploy equipment upon completion V Parking Lot RNLE AVE 1 m D O 0 O 1 a 3 z z OO % VIA MALAGA goo W VQ PAY STATION _ HATCH HEADS OUTTANDEM SPOTS C METER HEADS NOT INCLUDED Q ST. JAMES CHURCH PARKING Nara; ClyHlipmMwB Oele'. 02MOO13 OP Revenue Assumptions & Investment Returns Reporting Reporting Zone Zone # Name 419 Lido Shopping 426 City Hall Lot 433 Cannery Village B 432 Cannery Village C Parking 12 month Data Set Spaces in Gross Rev Zone Income Income Per Space Per Space Monthly Annual Average $ 105,318.74 164 $ 642.19 $ 53.52 $ 19,685.56 21 $ 937.41 $ 78.12 $ 144,770.74 117 $ 1,237.36 $ 103.11 $ 127,228.95 110 $ 1,156.63 $ 96.39 <ffOQ� e a 1St Yr Revenue Assumptions May Jun Jul Aug Sep Oct Nov Lido Shopping City Hall Lot Cannery Village B Cannery Village C Revenue Distribution Dec Jan Feb Mar Apr $ 10,290.61 $ 9,756.93 $ 12,085.36 $ 9,306.29 $ 11,412.51 $ 8,769.98 $ 5,328.80 $ 5,853.81 $ 7,013.03 $ 7,274.69 $ 6,689.32 $ 11,537.41 $ 1,808.54 $ 1,847.70 $ 1,723.59 $ 2,034.48 $ 1,603.52 $ 1,595.58 $ 1,426.20 $ 979.13 $ 1,689.78 $ 1,892.74 $ 1,564.22 $ 1,520.08 $ 10,942.00 $ 13,391.35 $ 16,023.55 $ 14,751.22 $ 10,151.67 $ 10,737.76 $ 10,740.59 $ 9,961.64 $ 11,152.63 $ 12,644.55 $ 11,896.12 $ 12,377.66 $ 8,610.21 $ 11,977.32 $ 13,572.89 $ 12,911.75 $ 10,189.35 $ 9,871.60 $ 10,337.37 $ 9,040.54 $ 10,121.34 $ 10,583.15 $ 10,150.78 $ 9,862.65 7.97% 9.31% 10.9300 %a 9.82% 8.40% 7.80°° %a 7.01% 6.51% 7.55% 8.16 °% 7.63% 8.89% Total $ 105,318.74 $ 19,685.56 $ 144,770.74 $ 127,228.95 City Hall Converted $ 6,768.70 $ 7,906.81 $ 9,282.32 $ 8,341.02 $ 7,133.46 $ 6,624.04 $ 5,952.13 $ 5,524.89 $ 6,410.59 $ 6,927.76 $ 6,479.80 $ 7,548.50 $ 84,900.00 Credit Card Fees $ (281.751 $ (329.12) $ (38638) $ (347.19) $ (296.93) $ (275.73) $ (247.76) $ (229.97) $ (266.84) $ (288.37) $ (269.72) $ (314.21) $ (3,533.96( Parking Revenue Cumulative $ 6,486.95 $ 14,054.64 $ 22,960.58 $ 30,954.40 $ 37,790.94 $ 44,139.25 $ 49,843.62 $ 55,138.53 $ 61,282.28 $ 67,921.67 $ 74,131.75 $ 81,366.04 $ 81,366.04 EquipmentPurchase(R0Q $ (38,800.00) Year 1 NEr Rev t >, Equipment Investment By Month (Margin) $ i r- 6,210.08 0 Margin Cumulative $ (31,313.05) $ (24,735.36) $ (15,839.42) $ (7,845.60) $ (1,009.06) $ 5,339.25 $ 11,043.62 $ 16,338.53 $ 22,482.28 $ 29,121.67 $ 35,331.75 $ 42,566.04 <ffOQ� e a Parking Lot Revenue & Expenditures 66,000 Gross Rev - 110 spaces at $50 per space per month 18,900 Gross Rev- 45 spaces @ $35 per space per month (St. James License Agreement) (3,534) Est. CC Fees - on a 75% usage assumption 81,366 Net Rev Year 1 25,500 Machine expense- 3 @ 8,500 3,500 Meter housing, yokes for the SSM (10 @$350) 1,500 Spare canisters for swap outs 1,000 Machine installation 1,500 Pole installation - Concrete work - $150 each /material only (city Labor) 1,500 *Annual Modem Fees- 3 CDMA @ roughly $42 a month 1,700 *Pay Station gateway & reporting Charges- $47 per machine per month 1,000 Lot numbering (striping would be an additional cost) 1,250 Signage Package- Pay stations /St.James (40+ signs @ approx. $30 each) 350 *Receipt rolls 38,800 Equipment Installation Total 42,566 Year 1 Net Revenue Estimate 82,835 Year 2- Net Revenue Estimate / Expiration of St. James Lease 125,401 Total Yr 1 & 2 �f wP07T o" a * Denotes Recurring Expenses