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SR-12-13-1977-6N - 303-011DEC 1 3 1977 Santa Monica, California December 5, 1977 To: Mayor and City Council = ' From: City Staff Subject: 1. Construction of Restroom at Memorial Park; 2. Remodeling of Virginia Avenue Park Storage Building; 3. Transfer of Funds to Finance Items 1 and 2 above. INTRODUCTION This report recommends that the City Council transfer certain funds from various accounts for the purpose of the financing of the Virginia Avenue Park Storage Building Project and the construction of the Memorial Park Restroom. No additional appropriations are being requested. ❑Arvrommin 1. Construction of Memorial Park Restroom. Bids were opened in the City Council Chambers after 3:00 p.m., Tuesday, November 29, 1977, and read publicly by the City Clerk. Plans and Specifications were issued to seven (7) general contractors. Four (4) bids were received as follows: Robert L. Reeves Construction Co. ..... $ 42,500 John P. Ingram, Jr . .................. 44,887 Hal Summers .......................... 45,730 Bevan Construction ................... 56,470 City Engineer's Estimate ............. 40,000 Forty Thousand Dollars that was budgeted for Capital Improvements in the Parks Department in the 1976 -77 budget was later transferred for Social DEC 1 3 1977 To: Mayor and City Council -2- December 5, 1977 Service Programs by Council action on April 12, 1977, because it was determined by HUD that such programs in Santa Monica were not eligible for Federal Community Development funds. There are, therefore, no funds to finance the construction of the Memorial Park Restroom. 2. Remodeling of the Virginia Avenue Park Storage Building. This remodeling project is complete and has cost approximately $29,825. The 1976 -77 Budget allocated $43,825 for this project. By Council action on April 12, 1977, $37,000 of this money was transferred for Social Service Programs leaving only $6,825 in the account to finance this construction. Therefore, an additional $23,000 is needed to pay for this project since the budgeted funds were transferred as previously noted. 3. Transfer of Funds. The City Council on April 12, 1977, transferred $77,000 for Social Services (copy of Staff Report attached -- $40,000 from Memorial Park Restroom, and $37,000 from Virginia Avenue Park Storage Building). The reason for this transfer was that HUD informed the City that Social Service Funding in Santa Monica was not an eligible item for Federal Community Block Grant Funds. It was the intent, at that time, to transfer the $77,000 of City Funds to finance the Social Service Programs and to use $77,000 of HUD money to finance other City capital projects. The Staff believes that this can most easily be accomplished by using the Federal funds for pier repair and to use budgeted pier and harbor maintenance funds which would be used to maintain the pier (in a total ammount of To: Mayor and City Council -3- December 5, 1977 of $77,000), to finance the Virginia Park Building (which is now completed) and for the Memorial Park Restroom listed in Item 1. RECOMMENDATION It is recommended that the City Council authorize the following: 1. Transfer $43,957 from the 1977 -78 Pier Maintenance Fund and $33,043 from the 1977 -78 Harbor Maintenance Fund to the Parks and Recreation Capital Improvement Budget ($54,000 for the construction of the Memorial Park Restroom and $23,000 for remodeling of the Virginia Avenue Park Storage Building). These funds will be restored in effect by a transfer from the Community Development Block Grant to pier maintenance and repair. 2. It is recommended that a contract be awarded for the Memorial Park Restroom to the low bidder, Robert Reeves Construction Co., in the amount of $42,500. 3. Approve an expenditure of $77,000 from Community Development Block Grant Funds for pier maintenance and repair. Prepared by: Stan Scholl Don Arnett Martha Hicks Bob Nash Attachments: Staff Report for Agenda of April 12, 1977 Diagram Showing Recommended Transfer of Funds TO: Mayor and City Council FROM: City Staff SUBJECT: Request For Budget Transfer Introduction Santa Monica, California, March 29, 1977 The amount of $77,000 was contained in the 1976 -77 budget for social services to be derived from Community Development Block Grant Funds. The U.S. Department of Housing and Urban Development recommended placing this money in a contingency ' account to be approved for release by that office when the social services were finally determined. The Area Office of HUD now states that social services are ineligible. Because the budget commitment is in effect, it becomes necessary to transfer General Fund monies committed for eligible Community Development activities to cover this commitment of social services, and to transfer, an equal amount from the contingency fund to the General Fund to cover that commitment. Background The problem of delineating to HUD specific social services to be financed from the approved Community Development Block Grant contingency account became apparent when the funding cycle for the Health Screening Clinic for the Elderly ended. When the request for release of funds was initiated with HUD, the Area Office questioned any social services from CDBG. Staff prepared a detailed support letter quoting specific regulations regarding this item. The HUD response was vague but did state that social services were ineligible. An appeal to the Regional Office in San Francisco resulted in the response that no Santa Monica social services are eligible activities in that they are citywide, rather than designated target areas. T'0: Mayor and Council r1. .... -2- March 29, 1977 Inasmuch as a commitment was made to specific agencies by budget authorization and the $77,000 is available for activities which HUD considers "eligible," an effort was made to determine the easiest manner of making such a transfer. There is contained in the Recreation and Parks Department current year budget General Fund monies for the following activities which are eligible -CDBG activities: $37,000 - Revamp maintenance building at Virginia Avenue Park $40,000 Construction of restroom facilities between Little League fields at Memorial Park These items have been reviewed with HUD staff and determined eligible. Recommendation Staff recommends the following: 1. That $77,000 be transferred from the Recreation and Parks Department budget to cover the costs of those social services set aside in the CDBG "contingency account" to be released to those agencies as specified in the 1976 -77 budget. 2. That an amendment be submitted to HUD reflecting the aforementioned Recreation and Parks Department activities to be paid for through reprogrammed Community Development funds in the amount of $77,000. 3. That City staff be authorized to proceed immediately with the necessary transfers. Prepared by: MBH: DA: nm 9 Martha Brown Hicks Don Arnett i r r. F,rD. Comm. BLOCK GRANT FUN ©S HARBOR Sf IER MAIN7. FUNDS PARK$ CAP/7A/-: Fu,vos VIRGINIA AVE. PARK AAAIN7' MEMORIAL PARK REST ROOM ,Y e Reference: Contract No. 2436 (CCS)