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SR-9A (23) PCD:PPA:SF:PC f:\ppd\share\ccreport\police Council Meetlng: July 26, 1994 9AI- ~ ~;'s, ~ "to... ~ ..... .... Santa Monica, California JUt 2 6 19!JIt TO: Mayor and city Councll FROM: City staff SUBJECT: Information Regarding Placement of a Bond Measure on the November 8, 1994 Ballot to Fund the Construction of a New Police, Fire and Emergency Operations Center and Actions Necessary to Place Such a Measure on the Ballot. INTRODUCTION This report provides information relatlng to the proposal for placlng a bond neasure on the Novenber 8, 1994 ballot to fund the construction of a new Pollce, Fire and Emergency Operations Center which will lnclude police headquarters, fIre administration and a dedicated emergency operations faclll ty. Thls report provides background as to the hlstory and need for such abuilding, a summary of the space needs analysis, conceptual drawings and cost estiMates prepared by RossjDrulis Architects, a recommended design process, and lnfor~ation on further actions required to place the measure on the November 8, 1994 ballot. BACKGROUND During emergencies, the Clty of Santa Monlca has a responsibillty to protect Ilves apd property. Santa Monica needs an effective means of managlng and coordlnatlng the response of police, fire and outside agencies lnvolved in law enforcement and emergency services. For many years, 1 t has been felt that the existing 1 O^ i~ 'ln~. Police Departwent facilities do not adequately provide for existing and future Department needs. Preliminary analysis completed in 1990 conflrmed the faclllty's lnadequacies. Additionally, recent experience managlng the emergency response and recovery operations for the January 17, 1994 earthquake lllustrated to the city its facility shortco~lngs and hlghlighted the importance of centralizing and coordinating the activities of all public safety and law enforcement agencles. Consideration of the building project was delayed until completion of the C1V1C Center Speclflc Plan (CCSP). with the recent approval by the voters of Santa Monica In the June, 1994 election, plans for the buildlng can be developed since the CiV1C Center Specific Plan specifically outlines the location and design parameters of a new police faclllty. CIVIC CENTER SPECIFIC PLAN The Civic Center Specific Plan (CCSP), approved by the voters in a referendum on the June, 1994 ballotl speciflcally allows for the construction of a new police department of up to 120,000 square feet located east of the existing City Hall and north of the proposed Olynpic Drlve extension. The CCSP also states that the project could be funded wlth a voter-approved General Obligation bond. An extenslon of 01ymplc Drlve J.S also called for in the CCSP. 2 It is expected that at least a portion of the olympic Drive extenslon could be bUllt In conjunction with the new building to provide for emergency access from the buildlng to 4th street and the 1-10 Freeway on-ramp. The CCSP is a multi-year plan, wlth two or three implementation phases over numerous years with both private and pub11C planning. The proposed Pollee, Fire and Emergency Operations Center is just one component of the CCSP and does not dictate or preclude the development of other parts of the Plan. As presently envisloned, the building lS conslstent WIth the CCSP. POLICE BUILDING DEFICIENCIES The existing Santa Monica Police Department and jail is located in the east WIng of Clty Hall. The current 466-person force occupies approximately 44,000 gross square feet (GSF) of space, of which approximately 9,000 GSF lS for the Jail. The orig1nal City Hall was bUIlt in the late 1930's WIth the jail facility, but without the eXIstIng Pollce Department wing. The Police Department Fas located ln the north wing of city Hall next to the JaIl during that tlme. In 1957, the existing Police Department Headquarters was bUIlt to house approximately 160 employees, and has been PolIce Headquarters ever since, with only a minor addition In 1979. 3 Future growth In the Police Department will compound the already crowded conditions, "-lith Department staff projections for 2010 increasing the size of the force to 582 people. In order to accommodate the future needs of the Police Department, including the Emergency operations Center and dispatch, the projected needs require 105,000 G8F, WhiCh IS a 61,000 GSF Increase over existing conditions. The existIng building does not provide an effective environment for the managenent and coordInation of emergencies or adminlstering the needs of a large Dunlclpal police force. The buildIng as it is presently confIgured IS difficult to secure. There are multiple access points to the City Hall and the pollce wing. Basic spaces for police operatlons are mlsslng or shared with other functions. When the EOC 15 activated, the Police Department loses use of its squad room. The crIme lab, photo lab and technical departments are severely underSIzed and reqUIre T'lOdernIzatlon. The Police Property Room is filled beyond its capacity and the secure storage of conflscated weapons and drugs is difficult. Due to lack of space, certaln adPllnlstratlve sectIons have been moved offsite. This condition fragments the admInistrative and manageMent structure of the organIzatIon and Impacts overall coordInation of law enforcement and emergency response actIVIties. Existing ci vie Center paths of travel for pollce vehlcles are restricted. Pollce Department emergency vehicles have no direct 4 access to Fourth street from the site. A key element of the new Police and F~re Energency Operations Headquarters will be to provide an extension of Olympic Drive directly onto Fourth street. ThlS addlt~onal access route will assist the pollce in improving response tlrnes for energency calls. The eXlstlng bUllding does not meet current seismic codes or American wlth Disabilities Act (ADA) accessibility provisions and has antiquated and ineffective mechanical, electrical, plumbing and security systems. The ex~st~ng building infrastructure is costly to operate, unreliable and lS a growlng maintenance problem. structural, ADA and flre code retrofits will be necessary for the ongolng operatlon of the bu~ldlng. BaS1C Police Department automated securlty systems such as closed circuit television, voice-actlvated duress alarns (jail) auto~ated locking systems and normal flre and Ilfe safety warning systeMs are non-existent. The current Santa Monica Police Departnent bUllding functions as an essential facility, but lacks the structural and building systems necessary for it to be fully-operatlonal after a major earthquake. The eXlst~ng building requlres adequate backup power, communications, and data systens necessary for an essential facility. During the recent earthquake, the Police Department and the Emergency Response teams had to rely on mobile communications during the first phases of the response because of building power and communlcatlons system dlfflcultles. 5 Dlsruptions of this sort to emergency communIcations or 911 operations are unacceptable and multiple levels of redundancy for those systems are lacking or inadequate in the eXlsting facility and are be1ng planned for the new bUllding. The current fac1l1ty also does not provide areas for community outreach meetlngs, focus groups, and public interaction with the Police Department. The Police Departnent 1S a satellite site of the statewide CALjID system. This centrali2ed fingerprint Identiflcatlon database syste~ serves the Santa t10nica Police Department and other regional agencies. The 1D section equlpment and staff are crammed into a tight, narrow area, maklng It difficult to function. This condi tlon impacts the departnent' s ability to rapidly identify indlvlduals and qUlckly apprehend suspects. The eXlst1ng JaIl IS approxl~ately 9,000 GSF, the second oldest in the State, and does not neet current code reqUIrements established by the Board of Correctlons, Uniforn Building Code and Americans with Dlsabllltles Act (ADA). The problem of inadequate space conf 19uratlon, lack of space, incorrect adJacenCIes and dIsruptlve and unsafe circulation are typical throughout the eXIstIng Jall. The jall does not have a sallyport for the safe, effectIve transfer of prIsoners to security 6 vehlcles. Danger of escape 15 he1ghtened by direct links from the jall to publlC clrculatlon. Direct supervision of all lnmates from one central security control point does not exist, necessitating increased staff observation of custodies. The new design will allO\v the j all to be operated more efficiently, allowing more officers to be ass1gned to patrol. The victim/witness program is not efficiently provided for in the existing facility. The building does not provide special areas for private victim/witness interviews, counsellng or assistance. The program is cOMpromised by lack of intervle\ol rooms and secure circulatlon paths that are not lnterrupted by access to the ]all. The existlng booklng area lS unders1zed, outdated and lacks basic automated support syste~s. FIRE ADMINISTRATION DEFICIENCIES The recent Northr1dge Earthquake hlghlighted the disadvantages of the Flre Depart~ent operating out of three dlfferent locations away frOM City Hall, the Pollce Department, and the EMergency Operations Center. coordination acti vi ties are less effective due to the physlcal separat10n of functions. Portions of these offices are also totally lnaccesslble to persons with disabilltles and contain basic mechanlcal, electrlcal, pluF.blng and communlcat1ons systems deflclenc1es. 7 The existing space in the present administration building is inadequate for an updated FIre AdnInistration office WhICh should lnclude centralIzed adminIstratIon services, central dispatch, paramedic coordination, resource Management and fire prevention activities. A benefit of centralizing these functions would Include coordInated emergency response operations to the community from a location 1n ...:h1Ch key players can work together with adequate space and systeMS, as well as one stop services for the publlc. The new building will provide an opportunity to develop an lntegrated, state-of-the-art communlcations system for all emergency response agenc1es. Add1tionally, the facility will allow for better inter-dIv1s1on co~nun1cat1on, slmpllfy staff meetings and maximize use of staff and resources for the city. DISPATCH CENTER The eX1stIng Pollce and Flre D1spatch Centers are located in two separate build1ngs in the city and do not provide direct backup to each other. LocatIng a coordInated police/f1re central dispatch center within one build1ng will Increase the effectiveness of the City'S emergency managenent systeM. The lack of a Modern, state-of-the-art coord1nated dispatch system during the recent earthquake led to an 1noperable 911 emergency phone systen for the F1re Departnent, and required them to drive 8 around the Clty to patrol for fires 1mmediately after the earthquake. A ne',,/ facillty would provide an opportunity to develop an integrated, state-of-the-art cOliMunications system for all emergency response agencies. This strategy will also allow for sharing of support spaces and the elimination of redundancies inherent 1n the operatlon of two separate dispatch centers. EMERGENCY OPERATIONS CENTER The current Santa Honica Energency Operations Center (EOC) is located 1n the eXlstlng pollce Department basement, and doubles as the Pollce Squad Room. When the EOC is activated, the Police Department loses its only department-wide briefing room at a time when it is the nost necessary. In additlon, the existing EOC lacks computerIzed support systems necessary for automated emergency management planning and response, and does not have backup emergency power or unlnterrupted power sources. Although the City successfully responded to the recent earthquake, the absence of modern CO~8unlcatlon and support systems was very apparent. The Pollce Department receIved emergency phone calls through their emergency mobIle van for hours after the earthquake. The Northrldge Earthquake also demonstrated that Santa Monica needs a dedicated emergency operatIons center designed not only for coordinatIng responses, but also for prolonged recovery, planning and training operatlons. The proposed EOC \.;ill provide these 9 services, lncludlng up-to-date cOMmunications, data and building systems, and be constructed utllizing the most modern seismic design criteria. PROPOSED BUILDING RossjDrulis Archl tects prepared an updated program analysis to determine existing and future requirements (2010) for a POlice, Fire and Emergency Operatlons Center housed in the same building that accomplishes the goal of provlding a state of the art facility while meetlng the pollcies of the civlc Center Specific Plan (see Attachment C). The proposed four story bUllding is 114,454 GSF, which includes 80,000 GSF for Police Departnent and ]all facllities, 8,000 GSF for Fire Adminlstratlon, a 5,200 GSF Energency Operations Center, a 5,400 GSF coordinated dlspatch center, and 100 subterranean parking spaces for offlclal vehlcles. The proposed public entrances will be on the south slde opposite from Olywplc Drlve and from the east side on 4th street. The buildlng wlll also lnclude state-of-the-art communlcation facillties, including a new 911 comnunication systeM allowing for coordinated d~spatch between the pollee and fire functions. Community polIcing programs and pollce substations throughout the City will continue to operate in their current fashion. 10 SUMMARY OF BENEFITS As outlined above, the followlng lists the benefits to the community of a ne~ Pollce, Flre and Emergency Operations Center: o Centralized Police and Fire facilities will provide better public safety coordination and operation. o New 911 emergency system located in one facility for all emergencies. o Improved emergency response times. o Provide the communlty wlth a state-of-the-art facility in order to respond tc future disasters. o New faclllty wlll be better able to withstand a major earthquake. o Better access for the public to Police and Fire services. COST ANALYSIS A cost analysis for the bUllding includlng the 100 subterranean parklng spaces was prepared by Ross(Drulls Architects, with the asslstance of Adamson Assoclates. The cost of construction for the buildlng lS $32.5 mllllon, WhlCh lncludes a complete building as proposed for the Police, Fire and Emergency Operations Center, a new jail facility, state-of-the-art telecommunication facilities, 100 subterranean parking spaces for official vehicles, architect and deslgn costs, contlngency fees, and all reimbursable costs. If the Council acts to place a bond measure on the November 8, 1994 ballot to fund the new faclllty, the total cost presented to the voters will be $33 mllllon, WhlCh lncludes construction costs, plus the cost of lssuance and the bond underwriters discount. 11 Passage of the bond requlres a two-thirds positlve majority of those votlng. Cost to res1dents of the Clty would be based upon the assessed value of thelr property, wlth renters paying on a per unit share for thelr property. The medlan assessed value for residential property in the C1ty 15 approximately $220,000. Payment of the bond measure on a property with an assessed value of $220,000 "Jill be $44 per year for thirty years. Property with assessed values of greater or lesser value would pay a proportional amount. BUILDING DESIGN PROCESS The plans as currently presented are conceptual and demonstrate that the program for the bUllding is consistent \Vlth the Civic Center Speclflc Plan. The lnformat1on presented at this point is a program summary of the building users and the cost necessary to bUlld it withln a four story helght llnit and other civic Center Speclflc Plan requlrements. A full deslgn process for the proposed building wlll occur after Nove~ber if the bond measure is placed on the ballot by the Councll and approved by the voters. ELECTION PROCESS If the city council chooses to place the Police, Fire and Emergency Operatlons Center bond measure on the Novenber 8, 1994 ballot, the process for dOlng so lncludes the following steps: o Adoptlon by the Clty Council of the Resolution of Necesslty (nust be adopted at the July 26th meeting) . 12 o Adoption by the Clty Councll of the Resolution of ReiMbursement (recommended for adoption at the July 26th meeting, but not requlred to place the measure on the November ballot) . o Adoptlon of an Ordinance ordering the submlsslon of the bond for an election (must be adopted at the August 2, 1994 Councll neeting). o Adoption by the Cl ty council at the August 9, 1994 ~eeting of standard election-related resolutions requesting all Clty measures and electlons be placed on the November ballot, including the proposed bond measure if adopted by Councll. ThlS includes determination of who wrltes opposlng and supporting arguments by the City Council and Clty Clerk and an impartial analysls prepared by the Clty Attorney's office. BUDGET/FINANCIAL IMPACT There is a budgetjflnanclal lmpact to placlng the bond measure on the November, 8, 1994 ballot. The cost to the Clty of placlng the measure on the November ballot is approximately $20,000 and will be paid through general fund revenues. Also, if the resolution of rel~bursement lS adopted by the Council (Attachment B), documented Clty costs incurred durlng preparation of the bond flnanclng and actlvities related to the design of the facili ty could be reimbursed by bond proceeds, if the bond is approved by the voters. RECOMMENDATION If the Clty Councll elects to place a $33 million bond proposal for a new Police, Fire and Emergency Operations Center on the November 8, 1994 ballot, it is recoMmended that the city Council adopt the following resolutions at the July 26, 1994 meetlng: 13 o ?esc::" ut~::':1 of tee c::. ':::/ Coune..: 0:: the Cl ty of Santa XO:1::.ca 8e~err::':11~g ~hat the Fubllc Interest and Necesslty De~a:1Q tG2 AcqU::'S::.tlou, CcnstructlO:1 and Completlon of Certa::.~ :1~~lC::.~~l =~~rcve~ents a:1C Thelr FlDanclng Throug~ ~~e Issuance of General Obllgatlo~ Bonds Q =Zesol utl::::':-~ 0::: -:':-12 Cl -: '.J Co'-.::-:c11 0 f t~e C1 ty of Santa MO~lca D2c::"ar::.~g -::12 C::.-:y's In~entlon to Relmburse E::pe::dl tl.1res fror t.he Proceed.s of Obllgatlons to be Issued by the C.:. cy and Apprcvlng Cer:Ciln Related Actlons. Attachments. ~;.) Fe201utlcn of the Clty Cou~cll of the Clty of Sar:.ta 1'10:1=-c2. :'e':erml:"clng that: the Pub11C =r:.te~est a:1G ~ecesslty DeITa~d the Acqulsltlorr, Cor:.strJc-:::.on ar:.d Coropletlon of Certalrr 1:1..:.r:.::'2::';:'c.=- =r"C~o"Ie:re::-_t anj T1-:e1::: FElaDClng :'h:'Ol:(f:~1 -:.:12 I 55''':'3.:,_:::::e or Gec:eral Obl::.gat1on Bcr:,::s Ej Peso=-J-:::'O:1 0: ~~e Clty Counell of the Clty of Sar:ta r~or..:.:::::a Jecla~:.r:g tee Cl -:Y' s Ir.tentlon to PelnD'J.rse S}:pe::.dlt1..:reS from the Proceeds of CDllJ2':~C~S to be :::ssL:.ed by the Clty and ~DDrcv:'l1g Certalr. Belated ActlOr..S. ("' ~I ?rc-ec~ ~eSC~~Dt::.on ~rerqe~cv G~era-:~ons .:'"r c:c :: e c -: S of ~ , ':--O..L1Ce, C2nte~ D' " v F1re ar:d Foss/Jrulls Prepareci c'.,. ?lc~arj 2r1dges, F1re Chlef :a~es T. 3~~~s Jr., Cnlef 0: 2o=-lce S'_~=c..I"::-:e ?rl::-~:, Plannl:1g and Coryun:.::y Development Dlrec::c::-:' ?a~l C~sey, A=t~r:.g ~e:1~cr ?=-an:1er ~4 CA:MJM:f:\atty\muni\laws\mox\bond.res City council Meeting 7-26-94 Santa Monica, California RESOLUT:ION NO. 8791 (CCS) (CITY COUNCIL SERIES) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA DETERMINING THAT THE PUBL:IC INTEREST AND NECESSITY DEMAND THE ACQU:ISITION, CONSTRUCTION AND COMPLETION OF CERTAIN MUNICIPAL IMPROVEMENTS AND THEIR FINANCING THROUGH THE ISSUANCE OF GENERAL OBLIGATION BONDS WHEREAS, the City of Santa Monica (the "Cityll) is authorized to issue general obligation bonds to finance municipal improvements pursuant to the provisions of Article 1, commencing with Section 43600, of Chapter 4 of Division 4 of Title 4 of the California Government Code (the IIAct"}i WHEREAS, the City intends to issue general obligation bonds under and pursuant to the Act to finance the acquisition and construction of a POlice, Fire and Emergency Operations Center and parking for official vehicles (the "Improvements"); and WHEREAS, in order to initiate proceedings under the Act to provide for the financing of the Improvements, the Clty Council of the City (the "City council") must make certain f1ndings and determinations; 1 NOW, THEREFORE, BE IT RESOLVED, by the C1ty Council of the C1ty of Santa Monica as f0llows: SECTION 1. The publ1C ~nterest and necessity demand, and it 1S the intention of the city Council to require, the acquisition, construction and completion of the Improvements and to issue general obligation bonds of the City to finance the cost thereof, subject to completion of the proceedings requ1red by the Act. SECTION 2. The estimated cost of the Improvements 15 not to exceed Th1rty-Three Hi 1110n Dollars ($33,000,000.00) . Said estimated costs include provision for legal and other fees, and the cost of pr1nt1ng of bonds and other costs and expenses incidental to or connected wlth the issuance and sale of general obligation bonds to flnance the costs of the Improvements. SECTION 3. ~he Clty Council hereby flnds and determlnes that the costs of the Irprovenents requlre an expendlture by the Clty greater than the a~ount allowed for It by the annual tax levy of the Clty. The principal a~ount of general obl1gat1on bonds of the C1ty to be issued for the Improve~ents wlll not exceed the est1mated cost set forth above for the I~provements. SECTION 4. ThlS Resolution 1S adopted, and general obligation bonds of the c~ty are to be lssued, pursuant to the Act. 2 SECTION 5. This Resolutlon shall be adopted upon a vote of no less than two-thirds of all members of the Clty Council. SECTION 6. The City Clerk shall certify to the adoption of this Resolution and thenceforth and thereafter the same shall be in full force and effect. APPROVED AS TO FORM: '-, n . ,1 i.. . .;~ ~~ "P'..{k..; ri.J..J.u. ~ Harsha Jones Noutrie --'l Ci ty Attortley 3 Adopted and approved this 26th of July, 1994 CL tf>b Mayor I hereby certify that the foregomg Resolution 8791 (CCS) was duly adopted at a meetmg of the CIty Council held on the 26th of July, 1994 by the followmg vote" Ayes Councilmembers: Abdo, Genser, Greenberg, Holbrook, Olsen, Rosenstein, Vazquez Noes Councilmembers: None Abstam Councllmembers None Absent" Councllmembers None ATTEST: /-::~ f:~' I ~ /. ,. ~UO,v;, ~ ~-.- . City CI rk CA:f:\atty\muni\laws\mox\reimburs.res City Council Meeting: 7-26-94 Santa Monica, California RESOLUTION NO. 8792 (CCS) (CITY COUNCIL SERIES) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA DECLARING THE CITY'S INTENTION TO REIMBURSE EXPENDITURES FROM THE PROCEEDS OF OBLIGATIONS TO BE ISSUED BY THE CITY AND APPROVING CERTAIN RELATED ACTIONS WHEREAS, the City of Santa Monica (the nCityll) desires to finance the acquisition and construction of a POlice, Fire and Emergency Operations Center and parking for official vehicles (the "Project") ; WHEREAS, the City may use a portion of the proceeds of obligatlons issued or incurred to implement the financing (the "obligations") to reimburse expenditures made to pay costs of acquiring, constructing and flnancing the Project prior to the issuance or incurrence of the Obligations; WHEREAS, United States Income Tax Regulations Section 1. 103-18 provides generally that proceeds of tax-exempt obligations are not deemed to be expended when such proceeds are used for reimbursement of expenditures made pr10r to the date of issuance of such obligations unless certain procedures are followed, among which is a requirement that (with certain exceptions), prior to the payment of any such expenditure, the lssuer must declare an intention to reimburse such expenditure; and WHEREAS, it is in the public interest and for the public benefit that the city declare its official intent to reimburse the expenditures referenced herein; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA MONICA AS FOLLOWS: SECTION 1. The city intenas to issue or incur the Obligations for the purpose of paying the costs of acquiring, constructing and financlng the Project. SECTION 2. The city hereby declares that it reasonably expects (i) to pay certain costs of the Project prior to the date of lssuance or incurring of the Obl1gatlons and (i1) to use a port1on of the proceeds of the Obl1gat1ons for reimbursement of expendi tures for the Pro) ect that are paid before the date of issuance or incurring of the Obligations. SEC~ION 3. The nax~mu~ pr~nc~pal anount of the Obl1gations 15 Th1rty Three M~llion Dollars ($33,000,000.00). SECTlor; 4. The City Clerk shall certify to the adoption of th1S Resolut1on and thenceforth and thereafter the saroe shall be 1n full force and effect. APPROVED AS TO-FOR}l: 1 ~ I/)' j ~W..i -. ~ fL.t MARSHA JONEf MOUTRIE C1 ty Attorney 2 Adopted and approved this 26th of July, 1994. q~ ;tI L !'M.ayor I hereby certify that the foregoing Resolution 8792 (CCS) was duly adopted at a meeting of the City Council held on the 26th of July, 1994 by the followmg vote: Ayes Councllmembers Abdo, Genser, Greenberg, Holbrook, Olsen, Rosenstein, Vazquez Noes' Councilmembers: None Abstam Councllmembers. None Absent Councilmembers' None ArrEST. /? , /~ _ c;:? r-j /// .A:O~.#./~f) c:: ~ ~ - 'CitY Cleft-