Hi folks, um welcome.

We are waiting for a quorum.

Um so just hang in with us, please.

Okay.

You think you're gonna like mention that we have sixty requests tonight?

Or we'll just go up the floor.

Um I don't know.

Interesting.

Uh Jennifer says she's in the waiting room.

Um Jennifer is here.

Jeremy is also joined.

You guys are all the way in the back of my screen.

Hey, Jeremy.

So hopefully when you start talking, you'll come up to the front.

Um for some reason my camera is not uh being detected by my browser.

So fun.

Your browser really loves you today.

Yep.

You got me, Lindsay.

I let's see.

No.

There we are.

There you are.

I got you now.

Okay.

Um I have started the meeting.

Jennifer, feel free to kick it off whenever you want.

All right.

Um Bill is not joining tonight.

Okay.

Um Cody was wondering if we wanted to just make a statement at the beginning that it is gonna be we have a lot of items on the agenda, so um uh brevity is appreciated.

Oh, well.

Yes, yeah.

All right.

Um, well, good evening.

This is the uh Wednesday, November 5th meeting of the Stanford Planning Board.

Um we have quite a number of items on the agenda this evening.

Um, in particular, several capital budget presentations.

Um and so we do appreciate um as folks uh come up to the virtual mic um if they can be as concise as possible.

Um my apologies for the lack of camera at the moment.

Um so the first item on the agenda is the October twenty-eighth, twenty twenty-five meeting minutes, of which we received a revised draft from Leslie um electronically.

Are there any questions about or amendments to the minutes from October 28th?

Um, all right, seeing or hearing none.

Uh do I have a motion for the minutes?

All right, move by Jeremy, seconded by Robbie.

Um, all in favor, and I guess I'll use the little raise hand here.

And it passes.

Okay.

Um, and next on the agenda is the 2026 meeting schedule for review, um, which you should have received in your packets.

Um typically um as we review the minutes, I think the big items um are whether um there are any uh kind of major um like kind of religious holiday observances or things like that um that might uh conflict or if there are um I think I think typically there's a check for uh the Stanford school schedule and how that aligns, um, but also catching conflicts there, which I actually I will check right now, but I think the April 7th meeting is on in conflict with the SPS spring break.

Uh yes it is.

So um so yeah, so if any of the members as you're looking um at the proposed uh schedule for next year, um please call out anything else that seems like there might be some major conflicts.

Identified April 7.

Um I think September in particular tends to be when sometimes things get a little hairy.

Um so uh hearing no other um immediate conflicts.

Um we'll pass along uh to Leslie the um April 7 conflict, which I imagine means that we'll end up with a meeting on the 14th and a meeting on the 28th.

Okay.

Um right.

Um, but we don't have to, you know, this is just for review, so we don't have to vote on this.

Um next on the agenda um request for authorization supplemental capital project appropriation requests.

The first is citywide signals project C56174 uh for a total request of 250,000 dollars.

Um per the zoning approval for 800 Long Ridge Road, um, 250,000 for upgrades to the traffic signal at Long Ridge Road and the site driveway.

Um is there any sort of uh Robbie?

I just you know I'm wondering to all of what happens and the uh this is actually being um funded by the developer.

Right.

So we're accepting the exact page you see the collections and so it's not actually approve it from a capital budget point of view as a police.

We still spend the money, but I think it is funded by the developer.

I just wanted to bring it to a package.

Yes, that is correct.

Um honestly, I think you know, in the in the documentation there is the um record of the um the payment.

So I I don't know honestly if we need any additional presentation or context um on this one.

Uh so do I have a motion for CYC signals?

All right, first from Jeremy, second from Robbie, all in favor.

Um chat, did you have a question about this one?

No, okay.

So also in favor.

Okay, and so that one passes unanimously.

Thank you.

Um the second appropriation is for high ridge road and long ridge road um implementation project CP7306 total request of 250,000 dollars.

Similarly per the zoning approval for 800 Longridge Road, 250,000 for sidewalks along Long Ridge Road.

And this one was they had uh the city had suggested doing the fee in lieu uh so that the city could construct these, right, alongside other sidewalk construction.

Um are there any questions from the board on this one?

All right, uh so again, this is really just accepting the private contribution so the project can go forward.

Do I have a first uh so motion from Jeremy uh for approval, drive a second, second from Ravi?

All in favor.

Raise your hand, and that one passes unanimously as well.

Um right, the next one is sanitary sewer rehabilitation project CP4242, total request of one million um and uh $50,000.

Uh funds will be utilized to upgrade miscellaneous sewers, manhole frames and covers and rehabilitate sewers and manholes deemed to have uh excessive uh infiltration and inflow.

Um do we have uh someone to present on this item?

Uh chat.

No.

Uh yeah.

Well, I'm sorry, I can wait for the presentation.

I uh I but I do have a question.

Go ahead, please.

Um I was just curious, um, given that there is um there's not sufficient money available uh to fund this.

Where the del where the difference will be coming from.

Can you so we're we're this this is Ann Brown from WPCA.

Um we're asking for it to come from the WPCA reserve funds.

Uh okay.

Thank you, Ann.

Okay, okay.

So I guess I'll just present it.

Um that would be great.

So we normally have this as like a reoccurring um account that we will put a half a million dollars every year and do um repairs to any sewers that we find that are in need of repairs, any manholes, uh, for a number of reasons.

Either they're old infrastructure, um, they they get damaged, there'll be um um service laterals that get damaged, things like that.

Um we did have a report done by a consultant who identified areas where there would be excessive II that and we've been in a program now for over the last few years that are trying to re um repair these areas and and um uh mitigate the II into our system.

So um based on their uh report and what we find when we go out there and look at the sewers and do sewer cleaning.

Um for this year, we would we're asking for another uh $1,050,000 to cover the rest of this fiscal year for needed repairs of the sanitary sewer system, the collection system.

Okay.

Um, and again, this is the funding source for this is the WPC reserve fund.

So um any further uh Robbie?

Yeah, just one uh question.

Uh so this is Robbie, it's very hard to hear you.

You're very quiet and it's a little bit crinkly.

What is the overall requirement for the CPU on this rehabilitation?

Is this one million going to cover all the identified needs?

Uh this is going to cover 50%.

Uh how much is it going to cover?

It's gonna cover what we can do for this fiscal year, yes.

And then we there we will have another uh request in you know a budget request coming up for the next fiscal year.

Uh, but this will this will take us through the end of this fiscal year.

I see okay, thank you.

Um and again, since this is special revenue, really we're just kind of authorizing putting the funds into the account for the purpose of this.

Um there are no further questions to have a motion on this item.

I'll make an option.

Okay, um approval from Jeremy, second from Ravi, all in favor.

And it passes unanimously.

Thank you.

Um next up, we have citywide vehicle replacement and upgrade.

Um, thanks very much, Ann.

Um this is project uh C65200, total request of 1,190,120.

Additional appropriation for the immediate purchase of three rear load refuge trucks and two asphalt hot box machines to reduce costs, improve citizen services, and decrease fix it from print.

Um so I think really kind of the key question is uh on this as sort of why why now before the capital budget cycle, I think.

So um if you want to go ahead and introduce yourself for the record and uh walk through the appropriation request.

Yes, good evening.

Um Bill Claus, the fleet manager for the city.

Um the request is for the immediate purchase of three rear load refuse trucks and two new asphalt hot boxes.

The average age of the rear load fleet is 13 and a half years old, and the average cost to maintain the 32 rear load trucks in the sanitation fleet is $500,000 a year, which comes out to about $16,000 a truck per year to maintain them.

They are out of service approximately 40% of the time, leading to increases in fix the complaints to the solid waste department for refuse not picked up on time as well as overtime to be able to complete routes.

Um the budget request for next fiscal year will include two more diesel trucks.

Um the average age of the fleet industry-wide benchmarks are six to eight years old, with the average being 5.9.

And again, ours is 13 and a half years old, so we're more than twice what we should be.

Um and the trucks just cannot stay on the road anymore.

I can't keep them on the road.

We had 11 garbage trucks break down the other day.

We had to work 12 hours of overtime just to be able to get Dan enough to get going.

Um I see a hand from Jeremy.

You have a question?

Yeah, um this came before us back in October.

Right.

October 7th, and we approved it.

Under the same number.

So is it additional or did it get turned down at another board?

I haven't been to another board since the October one.

Hmm.

Okay.

Uh so uh I guess Tony, uh, can you kind of chime in on how this uh in the stack?

I'm looking it up.

I I don't see that it was approved.

So I I assume either the uh board of finance or the board of reps did not approve it.

I I'd have to do a little research to see um let me look at the October agenda.

If you guys have any other questions, let me do a little research here.

Okay.

Yeah, because you remember it's one of his colleagues gave us a breakdown on it when he was also presenting on the paving.

Yeah, Dan.

Dan's presented.

Okay.

Um, yeah, I I recall hearing the figures previously about the maintenance costs ongoing as well.

I couldn't recall if that was from uh one of the pre-meetings or um but um so I guess as as Tony looks through um the record on this.

Um I mean, I think uh I think this is um should we come back to this one and and go on through the rest of the stack for turnover?

Um uh I'm going back to August.

I'm not seeing um this project.

I'm just double checking.

Um I'm back in October.

So I'm looking at our I just found our approved minutes from uh Tuesday, October 7th.

All right, so maybe um Dan presented on it or sorry, Thomas Kirk October 7.

If I've got that on the agenda.

Thomas Tur presented on um that doesn't that doesn't make sense.

Yeah, yeah, because I was at the presenting.

Thomas would be the pavement account.

Um do you have any additional information on that?

Thomas and Dan presented because I was at the Yankee game.

Oh, well.

And it was approved that night.

Yes, correct.

Yeah, I I would have to do some more research to see what happened on a board of finance and border reps.

I don't think I'd be able to get that information tonight.

Okay.

Um we already approved it.

Do we have does it come back to approval?

I guess Jennifer, that's for my own education here.

Uh yeah, I guess the um I mean I think procedurally it it does not hurt to move the approval forward.

I think the question that I have actually is like I wonder if it came before us um with a different funding source previously.

Um usually when we're getting these sorts of requests in the middle of the budget cycle, it's being paid for out of like capital non-recurring.

Um and this one's listed as bond.

This is the um it's the same request number and and opening up the agenda item.

It's the same exact sheet that we're looking at now.

Okay.

Well, um I am actually I am I think before we uh move this one forward.

Actually, Tony, I am wondering about the um the funding source on this.

Um yeah, it's it's uh we would uh issue um bonds for this.

Uh we don't we don't have uh enough in our cash account to cover this at this point.

Yeah.

And so timing wise, how does that work given that they're moving and if and trying to move an immediate purchase?

So we would um the um the plan is to issue bonds in um in the next couple of months.

So we would advance this and then once we issue bonds, we would uh cover it.

Okay.

If it was approved.

Yeah.

Got it.

Um are there any further questions from the board.

Okay.

I mean, I think clearly this is a case where the longer we wait, the more expensive it gets.

Um so um is there a procedurally?

Does the board need to re-approve it?

I think procedurally it's that it would be better for us to re-approve it.

Um so that it can continue moving through the process.

Yeah, I would like to be I would like to make a motion that we reconfirm or approval on this project, and then Tony can document what it will really happen.

Right.

Um do I have a second for that motion.

I I just I I don't understand why we're re-approving something we approved that's documented in in the minutes.

Well that without an explanation of was it rejected by somebody in in coming back.

I I understand things increase in cost, but there's already been an approval by the board.

Right.

It if it was rejected by another board, we know we typically would bring it back and start the whole process over again.

But at this point, I I can't find that entry that you're looking at, Jeremy.

So I you know I don't want to say that's looking right on the planning board materials and in the is it it's in the minutes.

It's in the minutes.

Okay.

And it's for the same dollar amount.

Yep.

It's the same project.

It says C65200 total request one point one nine zero two one two zero.

Yeah, I I don't I don't have that number.

And what what's the um I don't have that amount?

What was the month again?

I'm sorry.

October 7th.

What we're saying.

Planning board regular and capital uh budget approved minutes.

October 7th, 2025.

Right in the planning board on under boards and commissions.

I'm gonna have to do research on it.

I I'm sorry I can't give you any more information at this time.

Um so I I mean I I hear your point, Jeremy, about wanting to have the context on why process wise this came before us again.

And I think it does it, I don't think it does any harm to reconfirm our uh what we believe was a prior approval so that it can move through the process.

Um I mean I'll I can try to do the research in between um presentations, and if I can get you an answer tonight, I'll I'll chime in.

Is that okay?

Um sure that works.

So um we'll withdraw the motion and we'll come back to this item later in the agenda.

Okay.

Um well thank you very much for presenting, and we will make sure to resolve this either way.

Um so next, uh returning to our uh WPCA.

Um the next request is those were in sort of an odd order too to break that up.

Um uh perna lane area sewers project C22046 total request of $500,000, funds utilized to complete the Pernal Lane project.

Construction is underway to provide sanitary sewers for the area of high rich road from the Merit Parkway north to Pernalane.

This funding covers unforeseen issues that occurred during construction.

Um if you wanna add any additional context, I know this project has been going on for a very, very long time.

Yeah, um, the only thing I I'll add is that the unforeseen um some of the um the contractor hit a lot of rock in that area, which was more than what our um borings had shown uh when we were do when they were designing the project.

So that just took a lot of time.

Um took, you know, and and added time to the project.

It added um the the contractor maybe had it had a um have a wider trench, you know, where he couldn't just dig the way he planned on it when he bid the job.

Um we also had to have more time for inspectors then for um traffic control and uh some engineering to look at it.

So this um the 500,000 should cover the cost to take the project to June of 2026, which is when the completion date now is set for.

Okay.

Um again, this comes out of the WPCA reserve fund.

So um are there any questions from the board?

I just I just I just wanted to is it uh do it do you feel this is going to be the end of it, or do we want to be uh full of additional funds to the ones on the line?

Well, this is what we think we need to take us to June.

If for some reason there's additional unforeseen conditions that may extend the project or anything like that, we may have to come back, but right now we think this will be it.

And the contractor is not obligated to have these princes.

This is other form.

Some of these are were unforeseen.

He it was not, you know, like I said, uh our borings would show um rock in an area they did not show the extent of the rock, they did not show different things.

So, you know, you they're unforeseen.

He could not have known this during the bid, and we did not know this either during design.

Okay, thank you.

All right.

Any other questions?

Um can I have a motion on this item then from Jeremy.

Uh I have a second.

Second from Ravi, all in favor.

And it passes unanimously.

Thank you.

Um next on the agenda, also Pernalane.

Um, Pernalane area storm water infrastructure, uh project uh 001459 total request of 2,300,000.

Um funding to complete the city portion of improvements associated with the Pernalane project.

The city improvements include upgrades to the stormwater infrastructure and roadways, and the but the funding source for this is city bonds.

So this again is for the Pernalane project.

Um a portion of it um is not is not the sanitary sewers, and while we're doing work, the city will um we will put in storm you know improvements, stormwater improvements, and paving improvements.

One of the other things is the roads, the local roads in that area, uh were in very, very bad shape.

Uh we spoke to Tom Turk and uh Matt Kinonis, the director of operations, and decided instead of um restoring the roads with just mill and paving, we were going to do uh full depth reclaiming of the roads to give a better product at the end, the roads would last longer, and it would be something then the highway department wouldn't have to take on.

So uh this covers what's called the city share uh of the total cost.

It it's about 20% of the project and the total cost of the project.

So that's uh that's what this would be, and it would be for the items that don't have um aren't associated with a sanitary sewer.

So um when the project is complete, we will go through it and like and itemize all of those um all those costs.

We will have them all then um from the contractor, but right now this is our estimate of what about 20% of the total project cost of what the city's portion would be.

Okay, Chuck.

And just just as a matter of um process, what kind of contingency does WPCA um maintain on projects such as this?

Um for this one and hold on.

I we we do have a contingency in here.

Um give me a minute here.

I I'd have to look up what I I have our our um our engineers uh you know what they uh their report and what they put in for a contingency, but I don't have it in front of me, so I'd have to um it uh they have a 25% contingency in here.

And and so what was the dollar value of that?

Uh at the time of this report when this was done, which was 2022, uh one million four hundred and sixty thousand.

So that assumed the entire project was about five million dollars at 20.

The project was about eight million.

I see.

Okay, so uh you said you did say 25 million.

Um so those numbers don't just don't compute um 25 percent of eight million is not a million and a half, but um but okay.

Um and and are you basically saying that that contingency fund is now depleted?

Well, we we do have additional, like I said, we we had a contingency where we're still in the range that we had given people, but um to take us to the end of the again to take us to June to where we think the end of the project is.

Um that that was the previous um request.

This is for the city's portion for the city's items.

This request.

So this is the city's, it's like 20% of the project about is items that are not like included in the sewer trench and the sewer paving and the sewer, anything to do with sanitary sewer items or storm sewer, they're paving items, things like that.

So that's what this would be for is the city's portion.

And when you uh look at that, and it's the total project cost, it's the engineering, it's it's the it's the total cost is about 20 percent.

Um and just a note that so the agency for this request is um under operation stormwater management.

That's not going to it's not going to WPCA.

I see.

So we is the original contingency fund uh depleted, or do you still have some almost lift in that?

Well, we we have a little bit left, but again, we that was the previous request was for another 500 um thousand dollars to take us to the end of the project.

Right.

So this is just this is uh this is a decision made with operations to upgrade the uh stormwater infrastructure that's going in now while the project's under construction.

And the roadways, yeah.

Um and so other like this would have come before us for capital later, but it's it's what I'm hearing is it's more efficient and cost effective to do it now.

Well, it probably should have come back before like at the when we requested money for the project at the beginning, but it it didn't.

And so now we're looking for the city's portion.

Now we're coming for that.

Okay.

Are there any further questions?

Um motion for approval.

Um I have a second.

Second from Jeremy, all in favor.

And it is approved.

Thank you.

All right.

So uh Jennifer.

Yes.

I think Jeremy is correct.

I think um this is the same agenda item.

I I looked at the uh plan and board agenda item.

I don't see that this was put on their agenda, so I I don't think you need to you approved it already, so I don't think you need to approve it a second time.

You know, if I find something different, then I'll you know we'll we'll bring it back.

But I think Jeremy's correct in the statement.

Yeah.

So it wasn't on the uh Board of Finance agenda yet.

No, I have I checked, I don't see it.

So all right.

So that can continue moving through then.

Uh thank you, Jeremy, for that catch.

Um, and now we are on to our capital budget presentations.

Uh first up, uh partlit arboretum.

Um, and again, reminder that we have 15 uh administrative units that are going to be coming before us for presentations this evening.

Lindsay or Tony, do you have my presentation or do you want me to share it or what's the uh if you have it, that would be super.

Let me see if I can pull it up here.

Is it showing up on your screen?

Yep, I see the Bartlett Arboretum and Gardens Capital Project Request.

Great.

Thank you again for accommodating our request for extra time to review our updated cost estimates for our horticultural complex from uh that were recently provided by Trophy Point.

If you want, I can just ask for uh three million seventy-five thousand dollars for three capital projects and keep it that brief.

No, I'm just joking.

I'm sorry.

Uh shouldn't do that.

Anyhow, for those that are not familiar with this project, the new horticulture complex combines two previous capital projects, one for an outdoor program pavilion and another to replace an unsafe, outdated, energy inefficient old greenhouse.

It provides space to expand our plant science program with the Stanford schools, including our partnership with West Hill High School's Egg Science Program, as well as a facility to support plant propagation for the city's urban forestry program and associated greening efforts.

The project has cleared several hurdles dealing with environmental constraints of the site, parcel consolidation related to our lease with the our breeding that was required by the city, and some value engineering that we did that required some additional design.

The initial project um was designed to include a separate structure to house a meeting and storage space along with restrooms required by code to support the programming of the new uh complex.

Um that area is this was this building here uh down to the lower left.

Uh estimates for this structure provided by Trophy Point when we first submitted the initial design was over a million dollars to reduce uh the cost of the project by over 550,000.

We value engineered the design to locate those bathrooms that were in this facility added on to the greenhouse.

It was a net savings of that 550,000.

This is um sort of a view, a rendering of what the um site now looks like.

Um we've taken some steps along the way to give you a progress report uh to protect our plant collisions during construction and some of the West Hill greenhouse facilities.

We use some of the West Hill greenhouse facilities while our larger plants were are being stored now in this new auxiliary greenhouse we constructed with funds we raised from our 2024 gala.

So total about 51,000 to put the structure up.

We recently learned that the West Hill School project will require closing their greenhouse facility during their construction period, and we'd like to accelerate our project as best we can, not only to protect our plant collections, but also to provide facilities for their plant science program and the students involved.

As far as where we are now, we are moving ahead with demolition of the existing greenhouse being done pro bono by a local contractor, and we're just working on final approval of our demolition permits.

Jennifer, you would ask for a breakdown of some of the funding that's available for this project or where we are currently.

The state of Connecticut, we received a good to great grant for $500,000.

We also received a grant from the DEEP uh initially ours, but was transferred to the city, uh and that grant has gone to contract uh last year.

Um private donations, we've raised a total of 1.174794.

We continue to fundraise and we'll continue to do that.

Um the project cost estimates came back from Trophy Point at between 5.9 and 6.1 uh million dollars.

Um they have a rather high and conservative contingency rate built into this.

I think it's about 34.4 percent.

Uh some of that is due to the fact that we are now working on uh the the final design development from 50% to construction documents.

Um we had experienced some significant cost escalations due to unanticipated delays in the design process.

Um, and our 100% construction documents, as I said, we'll be ready for review by the city by the end of the calendar year.

Um given our lease with the city, we have limited ability to obtain financing for our projects since we have no collateral.

Once we make an improvement to the property, that property becomes an asset of the city.

Uh so what we are proposing is to um request for the capital project related to the greenhouse, an additional $2,250,000, and then for the capital for the uh pavilion, an additional $750,000, which will allow us to go out to bid.

We'll continue to fundraise.

Um, and then as that fundraising uh comes through, we we can apply over the cost of the time schedule of construction, which I believe is 18 to 24 months.

Uh, we would have this uh facility then in place uh to increase our programming, not only with our uh with our own programming, but as I said, to provide some relief to the West Hill Agri Science Program as it goes forward.

Um Jennifer, I know you had asked a question earlier about what the new greenhouse does as far as reduction on operating costs uh is a bigger facility, but we'll have a net savings of about $8,000 a year in operating costs, and the carbon footprint reduction is about 22,000 pounds of CO2 per year.

Um it fits the following Stanford 2035 comprehensive plan, um strategies 11, 12, 14, 26, and 28.

Um you might be familiar with them, so I won't go into detail to save you some times, but we do think that particularly the one that we're excited about is the workforce development, not only with uh the West Hill Lake Science Program, but we've been working with uh Building One Community and other uh groups that are working with immigrant populations for uh job skill training, um, and this facility would definitely enhance that program.

I don't think I need to, Jennifer, go into this one because we discussed it at the last.

Is that correct?

Correct.

Okay.

And I just wanted to briefly show that um while we're doing all this, we're also maintaining our commitment to the city with our own site improvements uh and give you an update on what's been going on.

We recently put in a new bridge that had been destroyed by one of the storms, and that was our $15,000.

We had received a grant for.

We did some additional boardwalk repairs that we again did it through private donations.

We had a boardwalk that was along the um Brook Trail.

Uh, we got a grant from Athletic Brewing and some other private donations, uh, almost $18,000.

Uh the homestead, which was the old former home of Francis Bartlett.

The front door here was because of the pitch of the patio was uh um decaying away to the point where I was woken up a number of times by our um uh alarm system, knowing that some animals had gotten in under the space there.

So, anyhow, we raised our own funds to make this project uh uh come through to fruition.

It was about $18,000.

We had the assistance of the city to help us through some hard times in the past winter when one of the furnaces in Homestead went out and the hot water heater went out in the silver education center, but we also uh needed to do a quick repair in our own expense of about $10,000 to bring um uh the air conditioning unit back up for our summer camp program in the um in that facility.

Tried to be as brief as possible, but we'll be happy to answer any questions that come up.

Any questions from the board?

All right.

All right, um, thank you for um your presentation.

Um, and we appreciate we'd appreciate being able to get, I think, in particular the slides about uh kind of the stack of financing that's associated with this.

Yep.

Thank you very much.

All right.

Um, and next on the agenda uh presentation from Avon Theatre.

Uh, this is the first time uh they've come before the planning board for a capital request.

Yeah, good evening, um, everyone.

I'm gonna share my screen.

I've got a PowerPoint presentation for you, so let me just do that.

Okay, and while you do that, if you can introduce yourself for the record.

Yes, my name is Peter Gisling, and I'm the executive director of the Avon Theater.

And uh, you should see this.

Do you see my screen now?

Yes, Avon Theater.

Yep.

Okay, and you can still hear me.

Okay, yeah.

So my name is Peter Gisterlin.

I'm the executive director of the Avon Theater, and I'm uh joined here tonight by my co-board chairs Arthur Silkiewicz and Susan Kullman, and among them also several other board members and a loyal patrons.

We're coming to you today, seeking $500,000 in capital funds.

And as we've come towards the end of our Avon Recreated Capital Campaign, we wanted the city to see the magnitude of community support for our project.

Uh, so far, we have raised about 11 million dollars towards our 14 million dollar goal, mostly from private individuals and foundations.

And because the Avon has never requested any city funding before, we thought it could be fitting that the city joins us and help close out the campaign.

Uh, Avon recreated, preserving the history and inspiring the future.

I just first want to make uh a statement that the Avon Theater since about three or four years is completely independent and completely separate from the Royce Foundation.

There is still some confusion about that.

We're obviously a non-profit organization.

Uh Deborah and Chuck Royce are our founders and directors emeritus, but we're completely financially uh independent.

Uh the Avon opened its doors in 1939, has stood as a cornerstone of the downtown Stanford's culture and civic identity, a gathering place where education and community come together under uh one marquee.

What is the vision?

The Avon Recreated Project is our comprehensive renovation and expansion plan to preserve this historic landmark and reimagine it for the next century.

Our goal is not just to restore a theater but to revitalize a cultural anchor, one that strengthens Stanford's creative economy, supports local education, and celebrates our community's diversity and shared experiences.

The renovation.

First of all, the historic restoration, the preservation of the iconic 1939 Art Deco Facade and Marquee, restoring the Avon's architectural character as a downtown landmark.

We have also the expanded cinema experience, addition of a third 48 screening room, allowing us to run more diverse programming from first on independent films and documentaries to community and educational screenings.

An education and community center.

And building one community and local non-profits.

Very important full ADA accessibility, installation of a new elevator and accessible restrooms, ensuring the Avon welcomes all visitors with dignity and ease and completely be full ADA.

A lobby and a concession redesign, creation of a modern concession and cafe lounge designed as a gathering space before and after films, encouraging community conversation and supporting local vendors.

State-of-the-art technology, upgrades to projection, laser projection, the sound will be Dolby Atmos, lighting and replace all the seating, bringing world-class cinematic quality to Stanford while maintaining the tierless vintage charm.

Sustainability and efficiency.

In addition to this, replacing the mid-20th century piping and all electricity, install rooftop solar panels to operate partially off the grid through solar energy for our operations, and then the enhanced streetscape presence, the restoration of the historic marquee lighting and Bedford Street frontage, reinforcing the Avon as a centerpiece of Stanford's nighttime economy and downtown identity.

In short, the Avon will not only look renewed, it will function as a truly 21st century cultural center while maintaining its soul as a neighborhood theater.

The community impact.

The Avon is more than a movie house, it's a community hub, a catalyst for downtown vibrancy.

Each year, each year we have 44,000 people that pass through our doors, supporting local restaurants, retails, and parking facilities.

Economically, the Avon's presence contributes significantly to Stanford's downtown vitality, driving business to surrounding establishments and reinforcing the area as a cultural destination.

Based on national data, that 20% of the entertainment audiences spend about $50 on average in food and drink.

This means that the Avon contributes 440,000 a year to the local restaurants in Bedford Street.

With the planned expansion, we anticipate an initial increase of over 20% in annual visitation once reopened, which would also increase the return to Bedford Street restaurants businesses to $528,000 per year.

Education and engagement.

Our education on civic programming from our movies that build community to the partnership with the Stanford Public Schools, the Ferguson Library, building one community and bright Stanford connects diverse audiences in shared experiences that foster empathy and understanding.

The new education and community center will allow us to reach even more young people, families, and lifelong learners.

Through this expansion, the Avon will host workshops, student screenings, after school programs that inspire the next generation of thinkers, artists, and storytellers.

A partnership with the Stanford Public Schools is in the works, where the Avon will leverage the medium of film, a universal language to introduce our students to all forms of creativity, cultural literacy, and civic engagement.

And in the words of Dr.

Tamula Cerro, Stanford Public Schools is excited to work with the Avon Theater to develop opportunities for more than 16,000 students to experience film, both as a learning tool and as a form of creative expression.

Avon Recreated is a wonderful example of a program that has the potential to enhance public education in Stanford by utilizing the resources in our own community.

Avon on tour, continuing our mission.

During construction next year, the Avon's mission will remain active to our Avon on Tour Initiative, a pop-up cinema program that will bring weekly screenings to community venues, including the Ferguson Library, the Bruce Museum in Greenwich, the Daniel Library, Stanford Town Center Atrium, and also in Harbor Point.

This ensures continued access to film and culture throughout the renovation period.

The financial overview, the total project cost, as I already said earlier is 14 million dollars.

We raised to date 11 million dollars, and this includes a 2.4 million state grant, which also really points out that the state is very sensitive to what we do for our Stanford community.

The remaining goal is $3 million.

Our request, as previously stated from the city of Stanford is $500,000, and the funding supports mainly ADA accessibility, sustainability and the education center.

The construction timeline, the final design, and all the plans already, the permitting is in progress.

The construction would start by the end of January 26th, and we are planning a grant reopening in February or March 2027.

Important is the alignment with the Stanford Comprehensive Plan 2035.

Strategy number four, more pedestrian-friendly mixed-use downtowns, strategy six, celebrate and protect Stanford's historic sites and neighborhoods.

Strategy 14 with the action points 14.1, 14.9, expanding the use of renewable energy, promote green roofs and solar installations, and then action 31.2, continue to invest in public arts, measure the economic impact of culture and art initiatives, expand art investments for projects and places with significant economic development benefits.

The request and the promise, we respectfully request 500,000 from the Stanford to help complete the Avon Recreated and continue to deliver public benefits.

To strengthen downtown's cultural identity and accessibility, to preserve a historic Stanford Treasure, inspire future generations to film an education, energize downtown sculpture and economic life, and continue as a vibrant inclusive community hub.

A couple of pictures I want to share with you.

This is a rendering of the front, and then you have the education center to the right.

This is how the main tier is going to look, the whole new seating.

Everything has been done in a very historic fashion with the original colors of 1939.

The murals will also be restored.

This is the upper theater.

This is the upper tier in an educational setting.

This is the 48th screening room, the additional sort of third screen.

This is the other side of the education center that's uh on the right hand side of the actual movie theater.

It's a second education space.

This is the entrance, a hallway, a little lounge downstairs.

This is just a rendering of uh the concessions and the cafe lounge.

And that ends my presentation.

Open to any questions.

Uh thank you very much.

Um I think uh if you could um emphasize given the size of this project, um, which aspects of um the project, the city funds would go toward if it is approved.

Well, it would go mainly to the everything that's related to the education center, the AADA and the historic preservation of the building.

But I mean the $500,000 that we're requesting basically would support the whole project as a whole.

Okay.

Um, and I guess so in that same vein then.

So this is a it seems this is a project where um partial funding could also be beneficial.

It's not like you need a specific trunk in order to move a specific project.

Uh well, the request is $500,000.

So that is that is the amount that we would appreciate in order to make progress and to make sure that we stay on track with our project.

Okay.

Um, I just um I do want to just note I as a general process point that as we as the planning board receives project requests, um, you know, sometimes they are fully funded, sometimes they're partially funded.

Um, and so some of what we're trying to do during this process of presentations is determine um which projects uh can benefit from partial funding and which ones uh you know for like there are other projects where it's like if you fund half of it, it can't actually move forward at all.

So um, so that that was all that I was uh inquiring about.

Um are there any questions from the board?

All right.

Uh well, seeing no questions, thank you very much for your thank you.

Uh next on the agenda, Ferguson Library.

And can I sure?

Yes.

Can you see the screen?

Can you see my okay?

Great.

Um, I'm here.

I'm Al Snapp, I'm CEO of the Ferguson Library.

I am here tonight with Nick Picccio and um board chair RJ Mercedes.

Um I will try to be brief.

Um our first priority is our HVAC systems for both the main library and the Harry Bennett branch.

I just did a screenshot here of our decarbonization study that we've done for both of those facilities.

Um we are we've just completed phase one of the HVAC project um at the main library.

So for the first time in a very long time on the fourth floor, we can actually regulate our our temperatures and the thermometers actually work.

Phase two is um going out to bid shortly.

These first two projects have been funded with ARPA money.

And you've heard me talk about at least the main library before because we just recently approved $400,000 of additional ARPA money for it.

This is mission critical for us in both facilities because to be honest, in our union negotiations, one of the first questions the staff asked is if we could close the library buildings if the temperatures got up above 82 degrees.

So we are a cooling center for the city, and both the main library and the Harry Bennett branch have been suffering with this year it was the Harry Bennett branch with about two weeks as the repairs went through.

The previous year it was the main library.

In both cases, we are hitting strategy number for sustainability as we try to decarbonize and move off of fossil fuels.

We will be cost savings of about $30,000 for each facility.

But however, if we were do everything that was in the decarbonization studies, the savings would be significantly more.

But we we do see this as a phased in project, and after we get our HVAC systems up and working, then we're on to solar panels and then to work our way through and to achieve all of the savings.

At the end of the upgrade, they still may be the slowest um elevators in town, but they will be the most reliable ones in town as well.

And we're we're there we've done estimates on this cost is about 300 to 500,000 to upgrade and modernize rehab both cabs of the main library.

If there, if that estimate is under for any reason, we still have work that needs to be done on the original windows of the main um library.

So these are from the 1913 um building.

They need to be um they are desperate need of repair.

We've had um uh somebody, a couple people come out and look at them.

They do not need to be replaced, they need to be restored, and we will actually be able at the end of this to protect them better than they have now.

The total cost of this project is 160,000.

Um if by any chance there's any money left over, we would refer back to our 10-year plan that we have for our facilities and start um doing much of the work that we uh done in a couple areas to make the library much more of a public space for people to come in and use for a variety of different reasons and um re takeover space that in the past have been more like a book warehouse.

And if you've been in the main library recently, you've seen the new materials room, how we reworked that area, so it's much more of a place to come in and sit and read or the gunture room on the second floor, um, which has um displays all of our historic um high school yearbooks, but also is a great place to just sit and read.

You heard me speak about the East Side branch before.

Again, it fits in nicely with the comprehensive plan.

We have three million dollars of federal money to to construct, but what we don't have money for is to do the study.

And so this is to actually go move forward, do a study and draw up the plan so then we can move this project forward.

Um we know that last year, last spring, that were there, over 600 people in the east side have signed a petition and saying that they do want a library in the east side, but additionally, we've been able to do a pop-up library in the Lafayette.

I would love to give you a tour of it.

It's it's a small little branch, but it's mighty, and we're seeing significant use in it.

And we also do a bilingual story time as well.

Very, very popular.

And as always, short term capital.

Our request last year was for 150,000.

We will be going through all of that money this year.

This is part of a three year phase to really upgrade our technology.

And in particular, what we need to do is upgrade our self-check technology.

All of our staffing is based on the fact that we are using self-technology.

And the bulk of it is over 15 years old.

So it just needs to be upgraded and replaced.

And with that, I'll entertain any questions.

All right.

Thank you.

So working backwards again, confirming of the balance that exists for PC replacement.

The expectation is for that should be spent down by the end of the fiscal year.

Yes.

Okay.

Since we do have some new members of the board, could you remind us of when the city was granted the congressional earmark for the East Side Library construction?

This is 2025, right?

I believe it was 2020.

2022.

Yeah.

Okay.

Sorry.

Well, was there when last year if you remember, was there some issue about the location where we are building this library?

It was supposed to be a park, and there was some legal some uh some resident had complained there was some legal issue that it could be only used as a park and we should not construct a library.

So has that been resolved?

Well, I believe so.

So in my sorry, go ahead.

Go ahead, Jennifer.

Um I was gonna say, so the um that aspect of the proposal had been resolved because this would be on the footprint of uh building that had already existed.

Um, and also that this facility will also have some uh kind of public recreation uh complementary uses.

Um I think I recall from prior presentation that um this uh it could be used uh for um like summer camp as well, and so a lot of uses that are compatible with um and complementary to uh the park space.

Um, really where this ran into issues because we did we did include this um design development uh fee in the um planning boards uh last year capital budget request, but it ran into opposition at the um board of representatives.

Um we as of yesterday have what 27 new members of the board of representatives.

Um so that aspect is you know, I don't want to speculate, but um it it could be a different outcome.

So the legal legal department is okay with the other issues in terms of the land.

I thought the issue was that the deed that was given was only for certain purposes of the building might not affect the purpose, but if a legal department has gone through it and you know they're fine that I'm okay.

I just don't want to go through this again, you know.

We approve it and then it comes back again and of course.

Um Alice, do you have anything to add on that?

I'll double check with things one.

I'm just very excited about working with parks and rec.

There's so much synergy between libraries and parks.

Um, and I we've been doing a lot of research on what other places have done, in particular Memphis.

So uh just very excited about that aspect of it.

Um Robbie, to your point, I will double check with legal tomorrow, but my understanding was that they were going through the process to make sure that everything was okay.

Okay, it just let us know.

I mean, you just want to be sure that all the doll the boxes, yeah.

Yeah, yeah.

Um yeah, so I guess if you have any uh correspondence with the legal department um in the coming weeks, uh we'd appreciate having um documentation of that to go with this request.

Um and then uh working backwards to the HVAC request.

Um I think if uh I would just recommend adding to the um the comments, this piece about the libraries being um city cooling centers.

So I know that that I don't see it in the narrative right now, and that that I think was one of the compelling reasons previously for us to be funding these HVAC upgrades.

Are there any further questions or comments from the board?

Seeing none, thank you very much.

Thank you.

Thank you for your time tonight.

Next on the agenda, we have Office of the Mayor, Affordable Housing.

Yes, thank you.

I'm gonna try to share my screen now if that's okay.

Are you able to see my screen?

Yep.

Capital budget request.

Yep.

Perfect.

Thank you.

All right.

So Chair Godzenho, members of the planning board, I'm Emily Gordon, the city's housing planner.

I really appreciate uh all the work that you put into the budget process each year, and I'm sure this year will be no exception.

The uh Affordable Housing Capital Fund was created in 1982 to provide financing in support of site acquisition, development, and preservation for affordable housing in Stanford.

The fund has supported the development or redevelopment of over 1200 units of apartments, 150 condominiums, and 120 shelter beds.

Two of the most recently completed projects that were funded include 48 affordable senior housing units at 992 Summer Street in downtown.

Um that's the middle project here, and 1.3 million toward 41 units of affordable housing at the mixed income park 215 project on the west side.

That's the project on the left here.

Um there are currently four ongoing projects using funds from this account.

Oak Park Phase One funding has been dispersed and the project is nearly complete.

You can see pictures here of a site visit from August.

The Stanford Manor staircase repair is nearly complete, and we are working on dispersing those funds.

Oak Park Phase Two will begin after Oak Park Phase One has completed, and Rotary Commons broke ground over the summer and is currently under construction.

Um today we are requesting $3 million for the affordable housing capital fund to support two projects, including the rehabilitation of Stanford Manor and the redevelopment of St.

John's Towers.

Both of these sites have been iconic to downtown to the downtown landscape since the 1960s and 70s, with Stanford Manor sitting along Mill Rubber Park next to the ice rink and St.

John Towers being the two remaining round towers across from government center.

With the Stanford Affordable Housing Trust Fund currently only able to fund 33% of its current applications, uh application requests at its next meeting.

This request is to directly address the upcoming funding gaps for critical projects.

Another over 35 doll is expected to be matched through other sources.

Stanford has a long history of supporting affordable housing partners like our own housing authority, Charter Road Communities.

And it's in the best interest of the city to maintain these important partnerships and ensure they're able to put forward the best applications for outside funding by showing serious financial commitments from the city to provide safe quality affordable housing.

This is also in line with the comprehensive plan as it increases the city's financial commitment.

It leverages state and federal funds, preserves affordable housing, and expands the affordable housing stock.

So as I mentioned, priority one is $2 million for the Stanford Manor Rehabilitation Project.

This is 215 units that are currently occupied by seniors and disabled residents.

This will leverage uh $36 for every city dollar that is put in here.

And that is being requested.

And the project is uh through Charter Road Communities, which is Stanford's housing authority.

Priority two is $1 million for St.

John's redevelopment.

So this is uh there are 240 units on site right now.

And the redevelopment would be for 305 units, which would be 65 new units.

All of the units would be affordable at uh 30% to 80% of the area meaning income.

The property is currently owned by St.

John Urban Development Corporation.

And the project is being managed by Heritage Housing Inc.

So thank you for letting me kind of give you a little bit of context.

But I would like to now just turn it over to Charterrow Communities and Heritage.

Give a little more background on the projects themselves and allow you to ask any questions to them directly.

Thank you.

Thank you.

Emily, shall I go first?

Sure, yes.

Thank you, Jonathan.

Okay, thank you.

We're going to skip any visual presentation tonight beyond the pictures that Emily showed in the interest of brevity since you have such a busy evening, but would like to thank the board for your support over the years for each of the projects that Emily showed in the initial photos and for everything that we've done.

All those developments would not have been possible without the city support.

So when you walk by or drive by and see them, they wouldn't have happened without you and support from the city as a whole.

So we really are very grateful.

And I would invite you if you'd like to see the development, see Stanford Manor.

We'd be happy to arrange a tour for any of you, or if you'd like to see any of the completed projects, get inside and take a closer look at some of the things that you've contributed so much to.

And we now finally have a program created through HUD that will allow us to convert that building to Section 8 rental subsidy, providing a much higher level of rental support at no increased cost to residents that will support significant private debt and allow us to leverage the kind of total funding that we need that you would see on the sources and uses statement that I know has been circulated.

The development right now operates at a deficit under public housing.

And so we're in the process of removing it from public housing through this conversion to Section 8, and we expect to submit applications for low-income housing tax credits in the near future.

As you can see on the sources and uses statement.

But what's really needed is the larger scale program, and that's what we're requesting support for for this evening.

The more comprehensive renovation will essentially do all the deferred maintenance that hasn't been able to be supported because of the lack of operating support.

New windows, new exterior windows throughout the entire building, doors, all new systems, much, much more energy efficient systems for heating, ventilation, et cetera.

And in the apartments, finally upgrades of kitchens, baths, flooring, lighting, appliances, just to ensure the sustainability of the building and to provide a higher quality of life for residents.

And I believe that's about half of what it would cost, maybe less than half of what it would cost if we were going to uh demolish that building and build a new one.

So this is actually a very efficient approach.

It's also financially efficient, we believe, because it relies so extensively on private financing.

Um being able to leverage uh about a third of the cost through private debt, another 40% through low-income housing tax credits, which are invested equity invested by private individuals.

That's at 73% from those sources.

Um and it leverages the state, smaller amounts of state and city funding really significantly.

Um we're we're always working to minimize the amount we have to ask from public sources.

But an important thing to remember is that the contribution from the city is much more than just that financial contribution to the development budget.

It's the proof that all the bigger funders want to see that there is genuine local support.

It's great if the mayor writes a letter, if people write letters and and we show that it's consistent with all so many aspects of the comprehensive plan and the housing plan.

But the funders really like to see the city skin in the game.

It's that simple.

And so in this case, um, the contribution that we're asking for, while it may only be as Emily said, a little less than three percent of the total budget, it's a much more heavier weight component because it will make all the difference to CHFA and to Department of Housing, those folks who are going to be approving the much larger amounts that we're seeking.

So we appreciate all the support.

Um, and I would just note in closing that this is the last federal public housing development in our inventory.

With your help, we've been able to convert all our other public housing, either through total redevelopment or extensive renovation away from federal public housing, which means that each of those developments now has sufficient operating support to be an ongoing sustainable resource, and we have money to maintain it set to maintain them, et cetera.

This is the last one, um, and we're really looking forward to being able to convert it now that this other program exists that will facilitate that.

So with that, I will uh answer any questions um that you may have.

Thank you.

Um my main question is um it could so what is the current scale of the annual operating deficit?

Uh the current operating deficit, the projected operating deficit for uh I'm sorry, for 2026 is 450,000.

Um it's been in the 100 to 200 uh plus range for some time this year, it's even worse at 450,000.

And unfortunately, it it doesn't allow any funding for anything besides patchwork maintenance.

We keep everything working and we keep everybody safe and the heat's on and the lights are on, but it wouldn't allow the kind of uh capital work that is really needed to make a 60-year-old building appropriate for current use.

Um there any other questions from the board on that uh aspect of this proposal.

All right.

Um, thank you very much.

Thank you.

Sorry, Ravi, go ahead.

One is the so we just completed the fuss but correct.

So um, so Emily, you had said that there'd be more on the St.

John's as well now.

Yes.

So if you guys are ready, I think that David McCarthy is on and should be ready to give you um some information about the same John's Tower uh redevelopment project.

Thank you.

I just made him a presenter.

All right.

Hi everyone, can you hear me?

We can.

Yes, I can hear you.

Okay, great.

Thank you.

Um, I recognize you have a lot of projects to go through.

So I'm gonna go very quickly.

I know you've seen this project before as well.

Um before you a few months ago for GDP approval.

Um I will breeze through some of this.

Um St.

John Towers, I think everybody probably knows where it is in downtown.

Uh originally three towers, 360 units uh built in 1970.

Tower A, the one in the furthest north was torn down and made way for the Smith.

Towers B and C are still there.

And they are no longer affordable housing technically.

But that theoretically could also just be go away.

It could be opted out of.

And so this is a great opportunity to redevelop a very critical site in the downtown and also replace some housing that that is very much past its useful life.

And so our plan working with the St.

John Urban Development Corp Board, which has owned this site since uh it was built.

Our plan is to replace the two towers with a single, it's now 11-story building.

Apologize for the outdated graphic.

11 story structure, which would fit 305 units.

So more than what's on the site right now.

And I'm going to just move forward quickly here.

This is the latest rendering, which we're hoping to be to share with the zoning board shortly of what we think this project will look like.

We're aiming for really high quality here.

We'd like to have the housing that we build at this site be indistinguishable really from market rate housing that surrounds it.

And we think it it's going to be a very attractive design.

In addition to the rendering, we have uh one of the things I really want to highlight that I think is special about this project is because it's such a large project, we can fit a very generous amount of amenity space, which would be um sort of uncommon in a lot of affordable housing developments.

So we're currently projecting about 9,000 square feet of amenity space on the ground floor, um, which we're still programming, but would include fitness areas, a game area, and also areas for for um like teens and school children to do homework, um, to do crafts projects, things of that nature.

Um the uh what's called amenity community space.

What we've identified here is that uh we would operate that as a public laundromat, which could be uh very useful to our tenants, but probably also useful to other individuals living in the downtown parking would be in a garage behind the main road.

Um, and then above the parking level would be uh the apartment units themselves, a mix of one, two, and three bedrooms, and um another 5,000 square foot amenity space that would bridge two landscape courtyards, uh, which provide some outdoor space for the tenants as well as a kind of indoor outdoor um dining and um lounge area for the tenants.

Um so we're we're really excited with the way this development is starting to shape up.

Um we're aiming to let me just keep moving here.

Um this slide really just says that um uh the the site is only required to provide 96 BMR equivalents, and we're providing 236, so we're going more than double what is required with your support.

And um, you know, lastly, uh you can see as as Emily had noted that the city of Stanford's capital funds are a very, very small portion of the overall picture, but yet very important.

Um we are trying to cobble together a very significant financing package in order to develop this project.

The main driver of the financing is in the 4% and 9% low-income housing tax credits, uh, as well as you know, very significant amount of state funding that we're um in the process of applying for, which would be the 24 million from DOH and the 9 million we plan to apply for from SIP.

Um, but the city of Stanford plays a very important role here as well, and um you know, we really appreciate uh the funding that you might be able to approve for this project.

Um I just want to end with um the unit mix and rents.

Um you could see one of the things that your funding would do is help us really um get to a very relatively low income level with a fairly significant amount of units, which is challenging in Stanford because the cost to build is so high.

Um we have a mix of 30, 50, 60, and 80 percent AMI units, so it'll be a very diverse building uh covering a very wide range of incomes, and the rents really would range from as low as 780 uh a month, which is fantastic rent in downtown Stanford to as high as about 2900 a month, depending on the tenants income range.

Um we think that this both serves as many of the existing tenants at the building as we can, but it also serves a very wide range of needs in the city of Stanford.

Um I'm gonna stop there.

I know that was a lot of information, and I hope that you'll we'll um move our requests forward.

Um thank you.

Are there any questions from our board members?

And I don't have any members' hands in view, trying to scroll through.

Um seeing none, uh thank you very much for your presentation.

I think for for um we'd be glad to have the deck from uh the the presentations in particular the financing stack aspects of it.

Oh, absolutely.

I sent it to Emily, so I'm sure she could share it with the group.

Yep.

And I think it's probably in the planning board's email uh email inboxes.

Um thank you very much.

Thank you guys so much.

We really appreciate it.

Please don't know if you have any further questions.

Thank you.

Next on the agenda is Office of Public Safety, Health and Welfare.

Um with a couple of different uh with long term and short term financing, hello.

Are you there?

Yes.

Hi, yes, Lou.

Um I'm sorry, for some reason my camera's not working.

Let me just see if I can get mine isn't either.

Okay, so maybe it's not me, but uh all right, as long as you guys can hear me.

If you don't mind, I'll just uh fit ends the work and I'll go on camera, but it's not going on for some reason.

Um so I get the first one, which it tone, do you have what order should I go in?

Sure.

Um can I share my screen?

Is that okay?

Yes, please.

Okay, Lou, do you see the screen?

Yeah, the blue lights, okay.

Uh blue lights, okay.

So good evening, everybody.

My name is Lou DeRubis.

I'm the director of public safety.

I appreciate all your time.

Uh, and also with you all rescheduling our public safety department requests.

I know we had been scheduled earlier in October, um, and we had some issues that we needed to uh clarify prior to doing this presentation.

So we're thankful for that.

So thank you.

Um the first request is for our blue light uh public safety camera program.

This is a program we currently have uh 19 blue light cameras throughout the city, and these particular cameras trying the program is designed to um address uh both isolated areas throughout the city and as well as dense city areas uh for and able to give our public uh immediate access to our 911 center.

Uh so we've had a tremendous amount of success with this particular program that's been uh active for about 12, 13 years now, and it continues to expand.

And in this year's capital budget requests, we're requesting 250,000 um dollars to help expand this program.

Uh with that 250,000, we would be looking to expand to Schofield Town Park, Covenant Park, Mill River Park, Bakuti Park, Cascuusco Park, and add an additional one on Bedford Street on the corner of Forest there.

The recent years um the infrastructure cost hadn't been associated.

So we were kind of trying to piecemeal how the fiber optics and the utilities were getting run to these things.

So the costs have kind of been attached to public safety and getting some of these lines run.

So that is what part of that $250,000 request would be going for to implement these six additional lights in the in the parks established that I just mentioned.

So if there's any questions on that.

So let me know if I'm being redundant.

So this account is showing currently a balance.

So is that anticipated to be spent down by the end of the fiscal year?

Yes.

So this particular sheet that I'm looking at was just printed out today, showing a balance of 54,499.

I'm anticipating by mid-December, that's going to be down to less than $3,000.

$51,000 is allocated.

We're just waiting to uh put in for the PL for blue light towers.

Okay.

Are there any other questions from the board on this item?

Um, this is for the uh public safety complex.

Uh this is a critical infrastructure project for public safety that uh the Simmons administration um is requesting.

This site is located over at 805 Bedford Street.

For those that are familiar with our old police department, it's currently a grass field.

Um we're looking based on the mayor's vision for supporting critical infrastructure for long-term growth of the city and to support our public safety departments.

Um with her with her direction, we moved forward three years ago with phase one of this particular project, which involved doing a site assessment, a needs assessment, and uh a site feasibility study, and then also conceptual drawings.

Within that three year project, three year time frame, we've made um a lot of um ground on this particular project.

It is something that would work.

It would generate um the conceptual drawings and the site feasibility study, uh, prove that we would be able to construct a 78,000 uh 1400 square foot facility.

And this facility would uh support a new emergency communication center, emergency operations center.

Um it would allow for consolidation of two current uh fire facilities into this one structure.

Uh it would house our effusion center, uh, support our emergency medical services department, uh police department services would also be in there.

Our public safety health and training center would be there.

And we strongly believe that as Sanford's population continues trending upward, and that growth that comes with the increased need for public safety and health services throughout the community.

This critical piece of uh public safety infrastructure will allow us to put us in a position uh to put our community and our department in a position to succeed as we move forward with growth and the new obstacles that are constantly being thrown at our our public safety departments.

Um this particular plan not only is it part of the uh the mayor's uh critical infrastructure vision, it was also a board of representative resolution to explore this particular site for public safety complex.

Um it was resolution 4112, and that was uh put forward by the board back in Jan December of 2021.

Um, and also this particular uh project is directly in line with our comprehensive plan.

It ties directly in with mixed use and urban category, which would help improve new sidewalks, the streetscapes and uh intersection improvements of that very congested area there, uh Morgan Street, uh Hoit Street and Bedford Street.

Uh the design would be a traditional design.

It would have an immediate impact on public neighborhood services for first responders and public safety.

Um it would be for improving operational coordination with all of our public safety departments as well as our uh state partners at region one.

Um also this project is going forward um methodically uh with school responsibility.

We've been really kind of trying to make sure that we get as much as possible in this facility, but we do it with due diligence.

And some of the things I'm referring to is how are we going to pay for this facility?

We realize a facility of 78,000 square feet is going to be a large expense on our tax uh our taxpayers, and we're very cognizant of that.

So several things that we've kind of factored into this particular project, offset some of the uh cost analysis that was done the off the project cost worksheet.

Um engineering costs.

So two of the current fire structures that we do have that would be relocating to this new facility require uh pretty extensive engineering repairs.

Um the main firehouse has some structural issues and elevator issues and HVAC issues that range dollars of repairs.

Um we're also factoring in the actual property that the firehouses currently sit on.

Once these facilities are you know relocated to the new site, this would be a source of uh potential revenue for the city to capitalize on if that's the direction they want to go to offset some of the cost for this project.

And lastly, uh exploring grant opportunities.

Um and so far in our initial uh research and trying to come up with some grants that would be able to support this project.

We're confident that we'd probably be able to offset the cost of this project by a third uh based on grants that support uh technological advancements in public safety, critical infrastructure, as well as emergency management.

So with that said, um we are putting in a request for 2.5 million dollars, and that's the requests needed to go forward uh with architectural and engineering fees um designed through bid phase.

So that's the request is 2.5 million dollars.

And as you can see for the forecasted uh the capital forecast funding, um, if we are granted that $2.5 million project, we'd advance with that that process to get that in motion.

And then obviously the cost analysis that was done by a consultant uh has the project estimated total estimated costs at 68 uh million nine hundred sixty-eight thousand four hundred and thirty-three dollars.

So with that 2.5 million, if we receive that this this fiscal year or next fiscal year, excuse me, um, we would have to be back in fiscal year 2930 for that balance to move forward with the actual construction uh phase of this project, and that would be for 66 million.

So with that said, I just said a lot.

No, this is a big project.

Uh the last couple years we have presented this particular project and asset for uh only 500,000 as a placeholder uh and working with engineering just to kind of get this thing in a position where we could move quickly.

Uh I think we've made a tremendous um gains on this project, and we have a much clearer path uh of how we're looking to execute this plan.

So with that, I I'll take any questions.

All right.

Um I have um a couple.

Um one, so um the the site assessment and analysis you've been describing um done by the consultant.

Does that include um like kind of all the numbers that you walked through in terms of like the offsets of the two firehouses that would no longer need to be renovated and the potential revenue from the properties underlying that and some of the other things you've walked through.

Um I'm sorry, could you report repeat the first part of that question?

Um well, let me just back up and uh so I think I I think it would be helpful to have documented here what you were describing about um like by building this facility that we would avoid uh renovations for a couple of other um for the for the two firehouses that are in need of repairs, um, and just wanted to be able to quantify that um as well as some of the other um efficiencies um or potential ways to offset the um cost of this.

If that's already contained in some report, we'd be glad to get that section of it.

Um and if not, um if there's just kind of a supplemental documentation you can provide on that, it'd be helpful.

Yes.

No, that's a great question, Jennifer.

Thank you.

Um so two things.

One, we are currently working with uh in an area to get rough estimated costs for all the repairs, so we could actually put a number attached to that in regards to the savings.

Um then secondly, with the uh we're working with a real estate uh professional to get these sites appraised, the two parcels, um, and just to kind of get a ballpark number uh from a professional in regards to how much that property would be worth if it was something that the city was considering um selling to offset some of the cost for this project.

I had just checked in with them yesterday, both the engineer uh and the uh real estate professional, and they did not have those reports available for me yet.

They said they should be within the next couple weeks.

Um, so I'm hoping for that sooner than later.

All right, great.

Uh thank you.

Um and I I will note this also.

Um, Lindsay, this reminds me that uh we received from um uh finance the triennial list uh for review, and I wanted to see if that's on the docket for uh review in the near future.

For the new new report members, we're uh we are required um on a um multi-year basis to look through the grand list of all of these publicly owned properties um to uh kind of assess whether there are any that are candidates for um sale or repurposing.

Um and it typically that's been like little slivers of land here and there, like um there were some um uh there was some land that like was acquired for some road widenings and it didn't get all get used.

So typically it's things like that, but um I think the you know, but it has all of the city's facilities, including um the the parcels that the firehouses would sit on.

Um so that was more of a big picture uh thing.

Um Ravi, I see your hand.

Uh yeah, so I want uh two questions.

Uh one is I understand the vision, but is there any other city uh comparable to Stanford?

We just got this kind of an integrated uh facility, uh which is and I this is the best of uh glass uh system that cities are encouraged to have instead of having the dispersed uh uh uh complexes that we have today that is a first question.

The second question, and I mean, I see the 66 million dollars that we will be required to actually bring this up.

And even if you assume one third of that or some piece of it is funded by grants, we still have what this 40 million dollars.

And minimum if I if you approve 2.5 million dollars every year, you know, we'll just spend it going to take another decade or more to get this building up.

So this requires a bigger strategic financing plan, which is probably outside the planning board's purview, but I'm just puzzled as to what we will do with this 2.5 million when the final solution is costing multiples of that, and we don't have a probably uh clear path to get that.

Otherwise, this 2.5 million might just go waste.

So the first let me address the first question in regards to uh public safety complexes.

This is something that's a national trend.

Um municipalities are going more towards doing joint complexes for the public departments.

Um I know uh the most recent one that is also trying to get that accomplished is Richville, Connecticut.

I know the much smaller jurisdiction, um, but in my initial research with them, uh the complex that they're proposing for police and fire is actually more than what this particular one is um is is uh estimated at.

Um and I think the reason for that is again um it's it's more efficiencies.

Going back to some of my um my points in regards to the comprehensive plan and what makes this so appealing and in line with it.

It's it's all about improving our operational coordination and our deploying our resources and how we're uh coordinating all of our departments to work together in a more efficient manner.

And I think by having um the particular departments that we kind of selectively chosen and the departments that uh are geared more around technology uh for this particular facility, this building would be geared more towards where uh the needs of public safety are going into the future.

It's more technology uh driven than what it has been in the past.

So this is definitely a trend that's going on nationwide.

I definitely I had attended a conference uh two years ago in regards to public safety complex construction, and there are agencies throughout the country um there just for this specific purpose uh of consolidating their public safety departments for more efficiency and operational coordination.

Uh and ultimately when it's completed, it's just it's just cheaper for the jurisdiction to have everybody housed under one roof.

Um, and it's more efficient for operations.

So hopefully that addresses that question.

Um, in regards to the 2.5 million, uh, again, I just want to be clear that 2.5 million was based off of the uh project cost worksheet that was provided by the architect firm that is working with us with our uh conceptual designs and our renderings.

Uh he had put this worksheet together um just so that again, I'm not here talking what I think this will cost per square foot.

This is a legitimate um estimate cost based on the square footage.

And this, you know, the the remaining balance that we'd be coming forward for with something that there's again, there's several um funding sources that we would be pursuing, but it would be a decision that we'd work closely with uh Board of Finance, Board of Reps, our OPM.

Um, and hopefully um the plan would also be to try and regionalize some of our services uh such as our emergency operations center and our emergency communication center.

Um so then we could try and see if we could solicit some funding from the state from the homeland security to get some of those resources down through region one that are currently they're located up in Bridgeport down to Stanford.

Um how are we going to come up with that 60, you know, eight uh 66 million dollars?

Uh, you know, I don't I don't feel comfortable answering that question right now.

I think that's a question for more of the finance people, but in several of the meetings that I've been a part of with the finance team, um, you know, it's definitely not the biggest project we've done at a municipality uh level, but uh it's something that we we would have several different paths that we would be able to take to get there.

Okay, thank you.

Thanks.

Um I'll also just chime in like so right.

This would be on the parcel of land that was the prior um police headquarters and that the new police headquarters was uh financed over multiple capital years.

So I would expect that um should this move to construction that it would get parceled out that way as well.

Yeah, and and based on conversations with the architect, um, you know, 2.5 million again would be to secure um the architectural uh drawings and the engineering um fees to get the plans to a position where we could put it out for project for bid.

Um and you know, that's a few several years away, so that's why we're forecasting Route 2930 to for that actual project, the funding to be needed to move forward with that.

Okay, there are any other questions from the board on this item.

Uh seeing none, uh we can continue onward to short-term financing uh we got here.

Yes.

Okay, so uh on this particular capital request, it's for vehicle replacement and upgrades.

Uh this year we're asking for uh 1,955,000.

Uh this particular uh funding source would go towards replacing our SPD uh patrol vehicles.

Uh we're requesting 1.6 million dollars to hopefully replace 20 of those vehicles, where are which are roughly about 80,000 a piece.

Um the plan with that is we try and strive to replace a fifth of the fleet, our frontline vehicle fleet every year.

Uh we've been struggling to keep up with that.

Obviously, we put in for the requested amount to replace the 20, but it usually ends up getting cut along the way.

And we've been averaging about 10, 12 vehicles a year.

So we're always trying to play catch up.

But the 1.6 million for that uh 1955 is for 20 patrol frontline vehicles.

And I like to, you know, just mention that those frontline vehicles are on the road 247.

Um, and our our our patrol, our police patrol fleet garage does a great job of managing that.

Um what they do is we start off with the new cars as frontline vehicles because obviously those are the vehicles that are responding, lights and sirens um to emergency situations throughout the city, and they're running 24-7.

Um, but once they reach a certain level, I believe it's like two, three years in the fleet, they'll transition those cars off of the front line so they're no longer frontline response vehicles, and they get transitioned into either an admin car or investigative purpose car so that those cars aren't um tasked with responding emergency lights and sirens to calls for service.

Uh so that way we get the most bang for our buck out of what we're doing with our vehicle fleet.

Um the second item listed under this particular request is our S Stanford Fire Marshall uh response vehicles.

Um we're requesting three of those for 120,000.

We've been I've been working with the uh fire administration, Chief Robelist, Chief uh Morris, uh, and we're placing their fleet.

Uh those guys are out there um, you know, six days a week.

The cars are running.

Um these are much cheaper vehicles because they're not emergency response vehicles, but we do need our uh force of 12 fire marshals to be out there inspecting multi-dwelling residents, uh commercial establishments and out there keeping us safe.

Um and we need to make sure that we can uh provide them with a safe way of doing that.

The majority of that fleet is well beyond the life of the of the vehicles.

There's some pretty beat up vehicles.

So we've been trying to catch up.

I know in years past I've requested for two um two fire marshal vehicle replacements this year.

Uh we'd like to try and get a little head start on that and add an additional one.

So we're requesting three for 120,000.

Um, the third of them there is our public safety uh boat motor replacement for 85,000.

Um we have three police boats and the boat motors, one of them is brand new.

The other two, we're trying to keep those in our um in our fleet for our coastline coverage, since we only have the three the vessels on the police department.

Um those motors are coming to the end of their life span and to replace two of the motors on one of the boats is 85,000.

So we're requesting that.

Um, I think uh the reason why that's in my request this year is that with the limited amount of resources that we do have out on our coastline, and seeing that the majority of our goals around the coast, um, I want to make sure from a public safety standpoint, we're doing everything we could to make sure when there is um an incident out on our coastline or in our waters that we have the uh reliable public safety equipment to go out there and address any needs because the difference with um emergency responses on our streets versus in our waters is that there's a lot fewer people and resources out on the water.

So whatever resources we do have, I want to make sure we're putting our first responders in a position to succeed, and we're putting our residents in a position where they could have trust and faith in the first responders that uh they're gonna be there when they could because we have the equipment to get it done.

Um the last request on this particular um capital project request is for two fire support vehicles.

Um that's for 150,000.

Uh Chief Robles came to me with this one in regards to the portable fuel truck.

This is a small truck that we had purchased used 20 years ago.

Um, and I think it's it's it's at the end of its life line.

Um, and that needs to get replaced.

And I believe that is at $65,000.

That fuel truck is used to go into parking garages at our at our uh city structures to fill our generators with fuel and things of that nature.

And then the second request there is a heavy-duty tow vehicle.

Um that was an $85,000 request.

And this particular vehicle, current one that we have is coming up on almost 20 years.

Um, and that was something that we inherited from the operations department back then.

Um so we obtained it used, but it's getting to the point where it's completely rusted, and they almost had an incident pulling one of our trailers.

This is the vehicle that tows all of our response trailers, not just for the city, but also for region one.

Uh, we house a lot of region one emergency response trailers.

Um, and we want to make sure that we have a vehicle that's safe um and in good working order that when we're towing around equipment that has a lot of weight to it and could cause a serious accident.

So with that said, if is there any questions uh definitely try and address them.

Uh yes.

So first question, um, there is current uh on the sheets we have, there's a balance of 285 and change in addition to the amount that's already encumbered.

Are you anticipating that being spent down by the end of the fiscal year?

So, yes, you know, this is something um we do uh we do see quite often at this time of the year, so it's only November, and this this fiscal year goes through July.

But um again with this particular balance to 285, this balance should be down to less than I think $3,000 by mid-December.

I have uh 200 allocated for um police vehicles and the other 80 something is allocated for um fire marshal vehicles still.

So that should be uh like I said, below $3,000 by the end of the year.

Okay.

Um and um I think we are unfortunately rarely able to fund the entire uh request for for this in any given year.

So um if you if you're able to um and you don't have to walk through it now, but if you can kind of enumerate any sort of relative rankings of which uh vehicles you might prioritize if there is partial funding, that would be helpful.

Yeah, so I had put them in that order.

Um, you know, obviously our our police patrol vehicles, our frontline vehicles are priority one.

Um, then I would say the fire marshal vehicles and the boat replacement vehicles, and then the um the the other vehicles obviously they're important.

Um but we we'd have to see what funding were we're allocated and then work with what we have as we have in the past.

Okay.

Got it.

So they are in order of priority.

Um any other questions from the board.

Um, then we can move to the next item: public safety equipment replacement and upgrade.

All right, so this particular account um funds public safety equipment.

Um and kind of again going back to the collaboration amongst all of the departments under public safety.

Um, we cover 911, our emergency communications center, our emergency management, police fire, um, and the health department.

Um in this particular budget, item number one, um, is for our city critical infrastructure camera program.

Uh we have been putting a strong emphasis on continued investment in our public safety technology to enhance our citywide safety and emergency responsiveness.

And we're doing this through a lot of additional camera coverage throughout the city.

Um again, around our critical infrastructure, around our sensitive locations, our parks, uh, and our in our coastline is another big one that we've been really putting an emphasis on and trying to maximize camera coverage throughout the city using our current infrastructure that we have in place.

Um and this is quite frankly, it's it's uh really assisted in a lot of uh uh investigative uh closures, and it really is a force multiplier for the police department and for our 911 and uh operators uh when they have the availability uh up in the ECC to look at the camera covers, drive feeds to see what's going on, if there's any particular uh disruptive uh activity park or something like that, we can get ahead of it and get resources over there as quickly as possible.

So for that particular uh program, uh I'm requesting 165,000.

And one thing that I've noticed, you know, with the growth of the camera program and the technology in the city, uh, I'm really trying to do it methodically and to make sure that we don't over extend our growth.

Uh, because as we continue to grow, we need to make sure that we're supporting uh and making sure that we have a plan to sustain uh infrastructure um such as the servers and and and replacement parts and things like that.

Um so we're trying to do it methodically, and we think this plan and that dollar amount will help us get to where we're looking to go.

Um the second item on this again, along the lines of uh using the technology to enhance our our citywide public safety coverage is our uh public safety drone first responder program, our DFR program.

This is something that we're really excited about.

We just launched it uh October 1st.

It's the first program of its kind.

Um what it is is we we we currently have two DFR drones, um, one in the south part of the city and one in the north part of the city.

Uh when an emergency call comes in and it meets a certain criteria, uh the 911 uh supervisors could uh click on a pin and it'll automatically deploy one of these drones basically uh whichever one is closer to the incident location, and we can have uh a drone coverage of that critical incident or emergency situation within 90 seconds.

Um so that really is a game changer for us.

Um we've already since implementing it on October 1st.

We've already had numerous uh calls that we had utilized this uh for both police and fire incidents.

Um fire is really getting a lot of use out of it as well, and it's something that we're looking to uh continue to expand and grow.

Uh so we're asking an additional $95,000 to support that program.

Um the third item is our medical bag um life safety trauma kits for the police department.

Uh our first responders, uh our medical first responders of the city is tasked for the fire department, but the police department uh several years back uh implemented a medical bag program.

Um, and even though they're technically not our medical first responders, the fire department is designated as that.

We have you know anywhere from 18 to 30 officers on the road at any given time.

Uh so we wanted to kind of fill that gap and give them some tools where if an emergency does come in and they're um in a position to give aid to one of our residents, they have the tools, they have trauma kit, they have uh an AED, they have PPE to stop bleeding um with some training on that as well.

Um so in order to support that, because those products have a short uh life cycle, and we're trying to recycle those out every five years.

We're asking for 30,000.

Um item four is for supporting the fire department uh with a lot of their ancillary equipment that they use that um comes to the end of its life cycle on that five-year cycle, and we're asking for 30,000 for you know, hoses, ladders, and other equipment.

Um public safety mobile generator uh for 80,000.

This is a really important piece of equipment.

Um that's a generator.

If we do have a grid failure, um and as I stated earlier, we do have generators uh in the facilities at some of our sites, uh, but the sites that don't have it, we have uh this mobile generator where we can drive over there and it could sustain large scale facilities and keep them going, uh, whether it be a shelter or whatever whether it be one of our critical infrastructure facilities, um, that's going to be able to keep us going and keep us in operation to a crisis.

Um, and then lastly, the last requests uh with this 425,000 dollar request is for um explosive ordinance disposal um protective safety vests.

Our bomb squad is uh one of four in the state of Connecticut, and uh they had come to us and the majority of their equipment gets subsidized by Region One because they um they fall under the regional program.

However, they have uh currently have explosive vests that are past their um their shelf life, and they had requested new vests for their team members uh for $25,000.

So with that, I uh I'll address any questions.

Um again, just confirming that the current balance there you're expected to expand that by the end of the fiscal year.

Yes.

That's that's uh that's already allocated.

Um I'm thinking um in doing some rough math, it should be less than three thousand dollars.

Okay.

Um any questions from the board.

Um, I think we're good.

I do want to just note that um I for this last item.

Uh given the inclusion of especially that first item to it suggests checking off the infrastructure justification as well.

So I think Tony, if you want to just add that into the sheet.

Uh we'll we'll do it right now.

Thank you.

Thank you very much.

Thank you very much.

Okay, next we have the Office of Administration short-term financing technology.

Hi, good evening.

Can everyone hear me?

Yes.

Okay.

Uh so yeah, hi, my name is uh Prashan Tangeralda.

I'm the chief information officer.

Uh Mike Penciero, uh, who I believe uh typically presents this as uh is out on leave, but uh I would have been here anyway, uh, but it's just me today, even though Mike's on there.

So um today uh we're going to be presenting the short-term capital uh requirement for the upcoming fiscal year.

And uh the total request is uh a shade under 1.5 million dollars.

And um it is spread over a range of um aspects, and even though it says here professional services, uh that is inaccurate.

It is a combination of uh professional services, equipment acquisition, um uh fair amount of of design aspects as well.

So it should be spread across that.

Happy to provide the detail to the members of the planning board at a later date.

Uh that's it.

I can uh walk through the um the items that we requested.

And uh that's the first one.

And by the way, there's also um uh a ranking uh aspect which we put together for this, and then the next slide, which I'm happy to go through on an as dated basis.

Um, but just real quick, uh the so there's um the first item is server replacement worth 25,000.

So essentially what this is is there are print servers um that are that basically enable the the printing uh aspects and imaging aspects in the government center.

Most of these servers have been uh swapped out as a result of the um the uh virtual machine form or VM form that uh has or is underway uh and has already been done to a certain extent, but there is a minimal amount of um servers left that do need to be uh swapped out, and that'll take us to the end of this fiscal year.

And which point we should have no more of these uh print servers, meaning that all of the print servers going forward uh from fiscal year 2627 should be all in virtual uh sphere.

Okay.

The second one is um the network uh switch replacements, um, which um is uh an end-of-life situation, meaning that there's uh within technology uh end of life indicates that this is approaching the uh in terms of useful life from a support perspective from the vendor, uh, meaning that um after at that point, there are not going to be any security patches that are provided by the vendor.

In many cases, it runs on kind of life support, uh, which may compromise the scalability of that infrastructure and so on and so forth.

And this is happening by and large in the government center.

Um the next one is uh UPS battery uh replacements.

Um so this one is also uh year over year that happens, uh meaning that um there's a power backup that needs to happen.

Um and battery replacements typically have a five-year shelf life, um, which is which is what makes this a capital request.

And um that's uh that needs to be replaced again in the government center.

Okay, Wi-Fi access point upgrades.

This is um an accessibility aspect, meaning that there is um Wi-Fi access points throughout the government center, and uh the strength of that Wi-Fi signal kind of varies up and down, as I think Louis who you've you mentioned on a couple of different occasions, and again, certainly not limited to one or two individuals is spread across all fours, uh all floors.

And um one of these um the the aspects of this will not only improve the the bandwidth of the Wi-Fi across the government center, it'll also improve the uh the availability of the of this of the Wi-Fi segment itself.

Any questions so far?

Uh no questions so far.

Um, I think you can, I mean, I think the overall question is it's um you have currently the balance.

Uh I'll I'll address that.

Yeah.

Um otherwise keep margin through.

Cool.

Yeah, so I'll try and go through this a bit quickly now.

So computer replacements, again, it's a year over year uh citywide replacement.

This happens on a percentage basis.

Um so essentially this year's uh 40 desktops, uh, roughly around $800 a pop and 20 laptops at $1,500 a pop.

So it kind of uh is a standard um figure that happens year over year.

Uh see what else we have next.

Uh police virtual farm replacement.

So this is a big one.

Uh this is a big ticket item you see is uh $615,000.

Um so this is um hardware that the the police department uses that essentially cannot be supported anymore because of the end of life aspect.

Um there is records management uh aspects to this, meaning that the uh CAD RMS uh software is supported on this infrastructure.

So that's it's actually pretty critical that we have our dispatch software um set to the latest or running on the latest infrastructure.

Um there is an encryption aspect between the the police cruisers and the server that's sitting at the head end.

Um so the encryption needs to happen, which is also pretty bandwidth heavy and requires security patches, which is another reason why we need this um uh end of life server or infrastructure to be upgraded.

And then, of course, there's a ton of files and data that's that's generated.

You just heard Lou say earlier uh there is drone footage coming in now and the dash cam footage and body one footage.

So the the bandwidth of the size of the footprint of the files um kind of adds up.

So this is this is imperative to do that.

Uh fire department upgrade, another end of life um one.

Uh this is something that um the fire department has asked for, and we included this it's a fairly um nominal amount.

Um, but this is this is a PCP upgrade that uh the servers have to go through year over year.

Uh migration of least fiber connections to city owned.

Um, this is actually a continuation of this.

Um, Jen, you'll see this um uh for the current year as well.

So when we when I explain the uh the remaining amount balance for this year, you will see this uh item being being repeated.

And the reason for that is uh so what this is is again real quick in 20 words or less is basically we have our fiber optic cable that's running under under you know underground.

And a lot of the fiber optic cable is leased uh from our um cable providers and our self and our telephone um providers, and uh uh to improve the reliability and to improve the the dependability.

We have decided to move that from a lease model to uh an owned model.

And the lease at different times of the year.

So a lot of the leases are expiring this year, and this and a certain subset are expiring next year, which is what you see here for the tune of 150k.

Uh Ricardo cameras, this is another uh year over year.

This is uh um the cameras that are part of the board of reps room and um a few other areas, uh including the caucuses rooms, um, the parking garage, um, each floor has the same same cameras as well.

Uh the locations are uh still to be decided, but we estimate that uh as a result of the the scale of the replacement.

We we expect the the total cost of replacement to be around 160k for this year for the coming year.

Um the GC Symmetry UPS uh or uh uninterrupted power supply is uh roughly 12,000.

This is basically power backups for the um for the switches that I talked about earlier, uh, which I said have five year shelf life.

So anytime you replace the switches, the batteries have to be replaced as well.

So this is kind of an add-on cost for that.

I should have basically talked about them together, but uh that's what it is.

Um, uh fiber op uh current fiber ring network for the pup for public safety.

Um this is uh again to increase our um internet service provider fault tolerance, meaning that a lot of times we have outages um and oftentimes we learn from them uh several hours after the outage happens.

And so for that reason, uh we decided to create uh a fiber optic ring that improves our availability of um of uh you know of the internet and uh any online services.

And then the last one is health department uh performance management system.

So this came about as a result of uh my conversation with um uh Jody uh uh who's a director of the health department.

Uh this may or may not happen, which is why you see that all the way at the end.

Uh essentially what they have is a bunch of data coming in from various sources for their case management, uh, such as their physician um, you know, performance tracking, their vaccination records and so on.

And at this point, the project is kind of iffy, but uh we included there for completeness because when this project, when this budget was put together, uh that discussion was still ongoing.

So uh before I talk about the remaining balance for this year, which is considerable, um, this is just an overview of how we rank them.

Uh red indicates uh critical or the most critical that's required, and blue as you go down the scale is least critical.

Thank you.

I appreciate the case.

Any questions before I move on to the uh explanation of the of the year-to-date balance?

Uh no.

Okay.

All right.

So uh as you noted rightly, there is a fairly huge amount of amount of dollars left for this year.

Um again, we we do anticipate um using this uh to a large extent by the end of the fiscal year.

Uh there is uh a few projects that are in flight that um I've kind of talked about in the first slide right here.

A lot happening here, so I won't talk through this, uh each and every one of them.

But the Microsoft Teams phones upgrade is actively ongoing as we speak, meaning that the integration of the Awire phones, um, which you currently see on every desk will be integrated with the soft phone aspect, which is that you know you have Microsoft Teams uh application, and you'll be able to essentially consolidate the two.

Uh, this is a pretty large project that has already had a few um floors completed and will continue to do this.

The bigger problem here, although not the problem but the concern is the is the adaptability of it, meaning that uh folks are uh and rightfully so, um, kind of uh iffy about the transition.

A lot of people, you know, people are used to their having their landlines or their phone on their desk.

And uh removing that is is not uh it's not an easy transition.

So we are conducting office hours, you're gonna one-on-one sessions, training sessions.

Uh, in many cases, we are also having to bring in external um training um in third-party vendors to conduct the training.

Um so that's that's the that's one of the projects that uh will be leveraging these funds.

A second one is uh creating firewalls.

Um so when last year, when this amount was requested, um there was one firewall in the government center and one firewall in the AIT location for redundancy in case the government center goes down.

Um at that point of time, the firewall that was installed was kind of uh medium um, I guess, uh scale, um, meaning that the uh the robustness of the firewall was something that could handle a certain amount of threat vectors.

But given the last few um uh months and weeks, or actually I should say uh years in fact, the the criticality of the threat vectors, the seriousness of the threat factors, especially from overseas, has uh ramped up.

We we are increasing the firewall robustness across both the the government center as well as the AIT location.

And uh that's the second project that will be leveraging these funds.

Um the next one is um switching from lease to own fiber, as I mentioned before.

So next year, a lot of that work is happening, but um this year we are continuing to acquire network switches to compare to uh to uh change the the fiber uh access points as well as uh the underlying fiber itself.

The general rule of thumb is um for each mile of uh fiber replacement, it's roughly $3,000.

And uh for a city of the size of Stanford, it uh it adds up pretty significantly um given the amount of fiber we have in the city that's leased.

Um so that is expected to continue for the rest of this year.

The last project that is continuing this year, uh, and this is a pretty big one, is um actually the one that you see right here, uh, which is a common data platform for business and intelligence dashboards.

So uh this is essentially a fancy way of saying a data warehouse, which is another fancy way of saying aggregating all the data from various departments, uh, public safety, health, um, you know, the town clerk, um, and so on and so forth, to create uh a consolidated data view that essentially leads us to have better decision making, meaning that when you have the data together, uh right now it's kind of in its own little silos.

Uh, our our idea, our grand vision is to have this data consolidated in a single uh um data warehouse that'll enable us to not only do better decision making, but also conduct operational analysis uh such as tracking you know, restaurant health inspections, uh physician performance, uh, vaccination records, and then tie that with other departments and data that they provide.

Uh there'll also uh improve our transparency by providing public-facing dashboards, meaning that when you have, when you go onto the website, uh a resident of Stanford can see uh real life data, meaning as of the of the previous night before, or even granular, say as of 30 minutes ago, as to um, you know, again, that I said before, the data that's most relevant for them, including city traffic jams, uh the road conditions, uh any constructions that is happening that they can avoid.

Meaning that when you have, when you go onto the website, a resident of Stanford can see uh real life data, meaning as of the of the of the previous night before or even granular, say as of 30 minutes ago, as to um, you know, again, that I said before, the data that's most relevant for them, including city traffic jams, uh the road conditions, uh any constructions that is happening that they can avoid, uh as I mentioned before, restaurant uh and food inspection data uh physician, any any health uh advisories that might be coming out uh as a result of uh pandemics and so on and so forth.

Uh lastly, um this enables us to create a single source of data that reduces manual reconciliation.

Um a lot of the times, and again in my conversations with uh various folks uh across town hall and the others, they do a lot of um reconciliation between uh old data sets uh in which they basically had paper data uh records that had to be manually entered.

Um and what this enables us or this will potentially enable us to do is to create um a single source of truth that will um reconciliation needs and is ultimately proved or is expected to be a cost saving um itself of this um of this data warehouse is um is high given the fact that we are going to be doing this in-house, meaning that this is there's two ways to do this.

We can do this on a SAS tool, which is a cloud hosted tool.

Uh, but given the criticality of the data and the sensitivity of the data, um, it is uh it is deemed that we do it on-prem, in that the servers are located um in our uh uh control in the IT control, and uh we build the data warehouse in-house, which uh may have a higher c uh upfront cost, but it'll overall reduce the the year over year cost, uh, given that there is no licensing fees to speak of.

So that is an over at kind of a pretty fairly fairly high level explanation of um uh the the for the funds that are left over.

Um I couldn't tell you uh how much we expect to uh burn this down by the end of the fiscal year.

But it's your mind.

But um but yeah.

Okay.

Great.

Um thank you for that very detailed rundown.

Um, and if we don't have it already, having these uh the slides here um on the priority projects would be very helpful.

Um these slides have already been shared with uh with Leslie.

Okay.

Um and then um they do just wanna note that um, yeah, I mean, so this request is uh significantly more than prior than kind of recent year prior expenditures.

Um and I mean I do get the overall sense that there's just a lot of um long overdue technology upgrades that are needed.

So thank you for spearheading those.

Um, but just wanted to get a sense of uh the department's ability to um uh significantly increase uh the spend and uh relative to prior years.

And uh that question, you know, just to clarify is is for technology, right?

Yes, right.

Because I I mean yeah.

Yeah, and and that's a fair question.

Again, this is uh a variance of roughly I think 50% from past years.

Um, and I think that by far the biggest uh driver for this is the um the server uh virtual farm replacement for the police department.

Um and there was some discussion that uh that Lou and I had um and by and large, the end of life aspect happens fairly infrequently.

And uh the very nature of end of life, especially from a hardware perspective, is that goes in about five year cycles, and we are roughly at that point.

Um software has a slightly higher shelf life, given that they have the ability to push in, you know, push uh updates, which you know remotely and all that.

Obviously, hardware you can do that.

You can't uh ship parts um online.

Um that you can install parts online.

Um so uh the five-year aspect is what you're seeing here in general.

Um I believe obviously I wasn't here, but uh, I think the last time this uh police department virtual farm um was set up or or replaced was roughly about five or six years ago.

So I think this is this tracks uh from that standpoint, I think.

Um, but that's a reason for the variance for this year because that amount 15,000 dollars.

Sure.

Okay, that that makes a lot of sense.

Um any questions from the board.

Uh seeing none.

Thank you very much.

My pleasure.

Thank you for giving us the time.

Um I will note for the board we are uh halfway through.

I do want to see if there is interest in uh having a short break either now or at some point uh after a couple more presentations, because I think at this pace we're in for another at least hour and a half.

Yeah, so Jenny for uh is it any all any uh any way to uh definitely do another session, I think uh yeah, otherwise we want to be ready to um um I mean we do unfortunately have to um so a number of these presentations got deferred from earlier weeks.

Um so in order for us to keep on track uh for December 2nd capital budget review, we do need to go through this full sleep.

Um but that said we can uh we can uh make sure that we are um we can schedule in a couple of of or one or two just kind of stretch breaks here and there so that uh we're not just uh immobile for a couple more hours.

I think I think I need to make it 9.30, so I'll do that.

Okay.

Um any other board members on you can keep going.

All right.

Onward.

Um next we have operations engineering.

Good evening, Luke Castle, City Engineer.

I'll do my best to go through this as quickly as possible.

I'll start with the screen share.

Can you see that?

Yes, we can.

Okay, great.

Um, good evening.

Uh this is the engineering uh department's uh capital budget presentation for 2627.

The uh summary of the budget is as follows.

Um the overall request is 9.4 million dollars approximately with a mix of mostly city bond and state grants.

There are some state grant opportunities that um were either previously pursued in the past that may not have come to fruition due to state funding limitations, but I will continue to pursue them going forward.

Those are items numbers six and seven.

So with that, I will proceed to uh priority number one.

Um before I I go there, I just want to mention that the priorities are based on public safety, um grant availability and eligibility, operational savings, quality of life, and readiness.

Um tough things to balance because they're all important.

Uh this is the old Long Ridge Road Bridge.

The request is 1.3 uh I'm sorry, 2.649 million dollars.

This is a split uh between uh bond and state grant.

The program that um I've received eligibility for um is funding 50 percent of the of the costs.

Uh I received a conditional commitment letter back in June to fund 50%.

Just to uh make you aware what this is.

Um this is a this is the bridge right here on Old Long Ridge Road, just near Hunting Ridge Road.

This is its condition.

Uh the bridge is 85 years old.

Uh there's a hole in the deck, so there's uh deterioration coming through the roadway surface.

Uh as a result, I had a close uh a lane um back in the summer and um divert traffic around it.

So I have stock controls and uh bi-directional traffic here um on old Long Ridge Road.

So this is a this is a priority um for that for that reason.

Um this this happens to be um the picture on the left is the uh Hunting Ridge Road Bridge, which is right next to this bridge that I were you know turn uh turned over this summer.

Um you can see the before and after of Hunting Ridge Road.

So that's back in service again, and um that's what that looks like if you're not familiar with this area uh where the car is parked on the right side of the image is about with the with the bridge deterioration is on old Long Ridge.

Continuing um with the next capital budget request, animal shelter, as you may know, we're in construction with the project.

We had a groundbreaking uh just recently, and uh this request is to for additional $900,000.

And as indicated here, it's for the um uh additional uh contaminated soil uh loadout transport and disposal, and also for the demolition of the existing control facility.

Uh we did have the uh existing animal control demo in the bid, but we had to value engineer it out to be able to align with the money that we had.

The budget request uh does accommodate the uh balance.

The balance is basically for uh project contingency and uh administrative cost for inspection and utility fees in connection with the shelter.

This was a live picture taken um two days ago.

Um, you can see the excavation that's happening here.

We're down to grade.

This is a very uh uh challenging site because it's an old industrial, you know, municipal site right on the waterfront.

So we're driving 120 timber piles to support the footing.

So we're right now at the at the subgrade level where the grade beams are going to be installed.

So piles are being driven as we speak.

So that's what it looks like today.

This just gives you a perspective of the overall project site, um, showing the excavation and um the readiness for driving the piles.

Uh it also shows the existing shelter right off McGee Avenue.

That's the one that's um where we're requesting funding for demolition.

It doesn't have really any beneficial reuse.

It's a pretty old building that was catered towards cages and and and animals.

So it's a it's a tough one to reuse.

So uh a couple facts about the shelter project, groundbreaking a couple weeks ago.

Uh we have soil removal in three phases.

That's what uh the lion share of this request is going to be used for uh with a building turnover in 18 months, takes it in May of 2027.

And the and the anticipated demo of the existing shelter would follow.

Uh once the new building is erected, the animals would go into the new building, and the old building would become available and uh for demolition.

Next project is Briarwood Pheasant Lane.

Uh, this is up in Northern Stanford, and uh it's a it's a flooding problem.

Uh we have a shovel ready project, uh 1.2 million request.

Uh it's a new project.

And um just to give you a sense of what we're looking at here.

This is flooding on Briarwood.

This is along the cul-de-sac.

This uh we had a storm to uh last Thursday.

Uh these were pictures either from that storm or another storm.

So it doesn't take a very now that was a pretty big rain event, but you can see the water cascading down the steps.

Um, and then also the flooding of Pheasant Lane.

The these are uh there are four properties impacted by this uh project.

The project is just about shovel ready.

Um, you can see here um the the cul-de-sac on on Briarwood, it's a very steep terrain here.

So whatever overflows on on Briarwood just comes cascading down the hill into Pheasant Lane, and and these are the these are the properties affected.

As you can see, we're we're improving the storm drainage system on Briarwood.

You can see the road is pretty flat here, very old infrastructure.

There's not a lot of it.

Um, and then once this this roadway sort of uh uh sheet flows off, it just goes straight down a very steep incline and has a pretty big impact on the residences.

This schematic just shows whatever piping is there.

It's uh it's hard pipe for a distance to number 79, then it opens up into sheet, you know, open just open channel flow, and it goes in all kinds of directions depending on the severity of the event, and basically has a direct impact on 75, 79, and mainly on 30 and 36.

The the proposed um system is a closed drainage system that would pipe it all out to avoid any impacts to these private properties from the road overflowing.

The next project is citywide storm drains.

Um that's um a $500,000 request.

The current balance that we have is going to be supporting a project at mead farm at 107 June Road, uh, plus the additional flooding complaints that we get until July.

Um, the request, however, is for uh an ongoing project that we're doing, which is preparing um uh shovel ready projects through an ARP funded uh citywide drainage assessment.

Um, and that assessment we are prioritizing all of these sites within the assessment now.

Um as I said, the current balance is to fund June June Road.

This is a picture that shows again very, very steep terrain that comes off of Guinea Road and it accumulates all in the road.

Um, and the picture on the right can kind of show you where all the water collects, it jumps the curve and it goes on to private property in the winter time.

This also creates the icing condition here.

We have a design that basically through a hard pipe system collects all the water that uh accumulates from the steep terrain and it directs it to a pond through private property and easements.

We've we've been working with the property owner to get the easements that we need and the necessary permits.

So this project is pretty far along in terms of its design.

There's the rest of it that takes it out to the pond.

There's not a lot of um outlet structures in this area.

So that's why this area sort of hasn't really been addressed because it's not an easy problem to solve.

But this this solution does alleviate the accumulation of water on June Road.

As I said, the $500,000 request is really a placeholder for all the projects that were, you know, these are these are easier to attain projects through the drainage assessment.

Some drainage projects are very complex and require uh you know millions of dollars to to deal with, but but but this one is um to to basically uh address whatever projects can come out of the drainage assessment.

We're currently assessing 44 sites, developed a pretty complex prioritization uh assessment of each site.

And so for the smaller projects, um, we know we're going to get several that are going to come out of this um assessment, and I want to be able to fund them for design and final design and construction um for the next fiscal year.

So we are proactive in and looking at this.

Next project is the citywide seawall replacement, asking $650,000 uh to fund a seawall replacement at Cove Island.

As you know, um at Cove Island, I we did the dredging of the entire marina, and we replaced all the docks and piles in the marina last year.

Uh, what we didn't have money to do was to replace the revetment slope.

Um, as you can see um uh at Cove Island, uh, this side of the marina um whatever revetment slopes were there, they're pretty steep.

And based on the different storms we've had, uh, that pretty much just eroded away and that it's in failure mode.

Um, there's a lot of uh electrical conduits throughout this area.

You can see them all exposed here.

Um, the approaches to the docks uh from land, the landward approach is all undermining.

You can see that in this picture here.

So if you look off to the right here, this is basically what a what a you know a well constructed you know, revetment slope looks like.

So that's what this this project is to address.

Um next slide, Farms Road Bridge.

Um this is a project for design um with future funding for construction.

Uh this is a potential grant eligible project.

I have applied before, but due to the state funding limitation, 10 million dollars, the applications didn't move forward.

Other ones that I did submit did move forward, but this one did not.

But the project isn't getting any better.

The bridge was constructed back in 1950.

Um, so it's it's uh 75 years old, and uh it has a structural condition of poor.

Um, you can start to see here.

This is there's many bridges on Farms Road.

I've replaced two already, uh, one where my cursor is and and one a smaller structure right here.

This is a fairly uh uh you know more complex structure right here at the bottom of a slope, and you could start to see the deterioration of the wing walls and a lot of um you know deterioration throughout this this structure.

It's it's pretty old and has received very little attention over the years.

Here's just some other examples of some of the deterioration on the approach labs and along along the uh head walls of the uh of the bridge up uh in North Stanford.

Cascade Road Bridge uh is the next request.

Um this is uh also I have also requested funding from the state on this in years past.

Uh did not come to fruition due to that 10 million dollar cap.

Um, this one is in poor condition again.

It's 99 years old.

Um this is the structure here.

Um, you can see the deterioration of the wing walls and the uh superstructure.

Um doesn't really meet current bridge standards.

It's very old.

Uh, it has served uh the city well for quite some time, but this one is uh is due for replacement.

Um so um the funding I'm requesting is to address the um the design of that, and then you know we'll move forward uh once the design is complete with the construction uh authorizations.

The um the next project is John Pakutzie Park phase two.

Uh I am requesting.

I know that it looks like there's a pretty hefty balance, which there is.

We've gotten um National Park Service uh ORLIP uh grant uh that was recently uh uh awarded.

And uh that's just more 50% of the costs for this second phase.

Uh this additional request is based on the fact that the estimate for this design, which we haven't yet designed, is four years old, and um it's a part of the city master plan and in Vakutsi Park, these are old industrial sites along the waterfront.

Uh impact, you know, polluted soil uh does drive up the cost of these projects.

We've seen it on phase one, so we're anticipating an increase for phase two.

This uh gives you a sense of what we're doing here.

So um the first phase is on the left side of this image.

Um you can see this walkway here, and what's on the left is the uh Cohen uh education center for soundwaters that we worked in uh uh participating in.

We the city provided all the utility connections from Southfield Avenue to the building.

Uh it also provided um uh uh this access road, um, this cul-de-sac, uh pedestrian walkways through uh wetlands and and um the tidal floodplain back here.

We rebuilt the seawalls along the pier and we replanted all of this um this area.

So it's this this improvement for phase one is trend is basically transformational to the park for those that know the area because back here there was an old parking lot that just got flooded consistently, and uh it had very little um uh beneficial use for park functions, but now um there's a lot of people using this.

There's this very um very well used uh education facility.

So uh another part of phase one was the connection between aligning Congress Street with the access to the park before it was off alignment, making for a difficult you know, sideline issues and other traffic problems.

So we we improve access, we had to get easements to a private property, but we just you know recently completed this.

So phase one is complete.

Phase two is on the right side of the picture.

You can kind of see you know the difference here.

Um this is what the um the master plan envisions for phase two, as we just talked about, all of phase one is is nearly completed, and this would be the balance of phase two uh with new ball fields, brand new tennis and pickleball courts, basketball courts, a water feature, um, just really brings the park up to you know a really high standard.

So that that's what we're requesting in as part of phase two.

I hope that's clear to you as to what I'm talking about.

Citywide roadway correction.

Yep.

Uh quick question on that.

Is this is this one where it is possible to kind of further break this down across into chunks or across multiple fiscal years?

Yeah, so um fair question.

Um the the way that we're uh approaching this is that we're asking for this additional seven um here seven hundred and fifty thousand dollars for for construction related costs.

We're hopeful to be able to um have this project designed and bid before um before the uh July of 2027.

So that's why we're asking for the money now because we're going to be designing this um within the next fiscal year, but we're gonna be bidding it uh prior to the following fiscal year.

So we'd like to have the money now to be able to um avoid any further cost escalation increases, um, be able to spend down the ORLIP grant.

I'm not sure of the exact timelines.

I can give you some more information around that, but but this is all programmed um uh around that that schedule.

So there's not a lot of opportunity to start carving this up.

We've we've when I mentioned phase one.

This phase one was a phase one uh A through D.

So there were multiple sub phases within phase one.

So um that's that's just one I wanted to share with you.

Um we'll we will continue to look for um other grant opportunities.

So the money that I'm asking for is bonded money.

We we do have a sense that the National Park Service may help us support additional costs for phase two.

We haven't gotten that commitment, but we'll continue to to um you know to to ask if um if and when we you know get this authorization.

Citywide roadway correction, there's a balance um that's going to be supported by the work in to address 279 June Road.

I'll show you what that is in a minute.

Uh we continue to get service and service requests throughout the year.

So that's what the balance is going to support.

100,000 is just to continue the citywide program that that deals with um uh issues that come up you know regularly throughout the year.

Uh we talked about set 279 June road icing conditions.

This is North Stanford, there's no drainage here.

Um we've come up with some concept ideas of diverting um whatever uh overland flow is to get into a swale and get it across the road and into a pond.

So that's what we're applying the current balance towards.

So you can get a sense of you know this this condition in the winter.

Uh at this time I'm going to turn over the presentation for this project, City Solar PV project to Brandon Mark, the city's utility engineer who will walk us through this request for 1.8 million dollars.

Um this basically has um an estimated annual operating savings of around 160,000.

It also carries with it um tax credits, and Brandon could touch on that at this point, and I'll be happy to advance the slides at his pace.

Yeah, thanks, Lou.

Um so yeah, as Lu said, um, this project is eligible for investment tax credits.

It's unfortunately not eligible for any state or federal grant.

Um, but the investment tax credit deadline is kind of a key reason why it's important that these projects do get funded for this fiscal year, uh, because we will be able to meet the um project completion deadline of uh December 31st, 2027.

Um, if we were to start work um you know in the next few months and into subsequent years.

Um so just wanted to preface it with that.

Um these sites were all selected given their um their newer age roofs, um the um ample sunlight and minimal or very much spaced out rooftop equipment.

Uh so this first one here is the vehicle maintenance building.

Um it's estimated to produce roughly 320,000 kilowatt hours a year, um, which you know is 130% of its current on-site annual load.

Um the projected operator operational cost savings is about 64,000 a year.

Next slide.

Next one is Terry Connors, also very new roof, barely any rooftop equipment.

Um this is a big energy hog, this building, so solar on this building would be really important.

It generates roughly 415,000, 415,000 kilowatt hours per year, which is about a little over half of the on-site annual load.

Um, and then it would result in about 83,000 in operational savings.

Next slide.

Uh the next one, um, so there's currently uh solar panels on the drop-off area of the um recycling center at 130 McGee Av.

Um, those are very much outdated, um, non-functioning, but the roof space is is solid and can still um you know house multiple um solar panels, multiple strings of arrays.

Um so we could squeeze out probably around 30 kilowatts of uh a solar system here um to replace the existing one.

Um this would actually account for more than 100% of the annual on-site load.

Um or uh and then the estimated operational savings is just under $10,000 a year.

Um, and then at the bottom here, oh sorry.

The bottom here, there's just a little um additional array.

Uh should the project have uh money left over.

Um this was really to serve the um there's a drop off uh area where you know people can drop up things like use bikes or tools or and and basically exchange them there.

It's a nice like reuse center.

Um, and so that's manned by uh a staff member uh I believe we'll volunteer um throughout the year.

Um and it would be really nice to be able to you know give them uh the ability to have some sort of fan um or or uh space heater um uh because this is the completely off-grid um structure here.

So the idea is it would be connected to a small battery.

Um next slide.

Um and then this last one, it's not um a project per se.

Um it is uh request for two uh what's called beam EV arc solar arrays.

Um so these are portable off-grid solar arrays that are connected to a battery bank underneath of the solar system.

So uh so they kind of act like a car port.

Um, and then there's two separate uh EV charging ports on each unit um that could charge uh up to close to six kilowatts per hour.

Um and yeah, the the idea here would be um it all kind of follows along with the comprehensive plan and trying to you know increase access to EV charging, um be innovated with renewable energy uh projects and that's that's uh that's about it.

Um and then the rest of the project um is also in line with the comprehensive plan and the mayor's uh executive climate um order.

Brandon.

Um next project.

Can I ask it?

Can I ask you a question on the on the so the surplus power that we will be generating in these facilities?

Uh can they be sold tour s or some electric company and then we get some revenue of it.

These systems here?

Yeah.

No, no, not this one, the the previous one.

Oh, the other one.

Yeah, so that's for existing buildings.

Um it's usually better to sell it to the grid because it's uh you don't have to tie into the existing electrical system.

It's usually cheaper to do it that way, um, a lot quicker.

So we we do intend to uh sell directly to um the utility company.

Um it's usually uh around a little over 20 cents uh per kilowatt hour.

Um so that's where we get the those operational savings.

Um and anything above 100% is essentially a revenue for the city.

So you'll consider that in your savings estimate.

Uh yeah, so the the generation from from the array, uh that's what I use to calculate that 64,000 per year um cost savings.

Um, but that's more than 100% of the load.

So you you tech you technically make money from from the system that way.

I see.

Okay.

Um quick question about uh Terry Connor's rank site too.

Um so Terry Connors is currently a uh special revenue um facility.

And I'm wondering how that comes into play in contributing to the um project cost.

Um I'm sorry, can you uh repeat that?

I might not be familiar with the term.

Right.

Well, that that's something that maybe uh Tony can talk briefly about in terms of the revenue generating from the Terry Connors rank.

Joan, was that your question about the revenue generated from Terry Connors rank or or the actual construction?

Um I mean like uh the um like for the for the facilities that are special revenue, typically we're trying to use uh as much of that revenue as possible to be um covering uh capital expenses, and I'm just wondering if that will occur.

Um I mean I you know I see the obvious uh long-term cost savings.

And so you know, over 10 years it's net neutral, but I'm I'm just wondering whether any of the operating revenue from Terry Connors um can be used to offset the bonding.

Um I mean I I it can.

I mean, they the um well the the first question is is uh the the construction on a building for Terry Connors rank, should that be um should should Terry Connors carry that debt and um we need to figure that out internally.

I believe it does, and and if that's the case, then the uh the revenues that they generate would would pay for for the debt of the of the solar panels on on their roof.

Um so you know, if we go that route, then yes, the the you know their savings would go to the the cost of uh the repayment of of the uh the bonds.

Okay, so we'd have the in order to move the project for the city would have to front the bonds, but um you could it could be structured for the revenue to to offset over time.

Okay.

Yeah, we we would bond it and then we'd um you know we we would uh increase their principal and interest payments in within their fund to to pay for the the work that uh Brandon's gonna be doing.

Got it.

Yeah, that was an insightful question, and that's something that Brandon and and Tony can continue to uh to discuss um as we as we move through the um the budgeting cycle.

Okay, great.

Uh thank you, Jen.

But yeah, other otherwise I think this was very clear.

I think if you could just go ahead and add to the comments the um the um the the comp plan alignment and and the city sustainability plan alignments, just so it's all documented here.

Sorry, I thought I did add that, but I will make sure that gets added.

Uh and it might I don't know if it ended up in some other field that didn't print off for us.

Um and then I'd um not just for this one, but actually for most of the projects that have been presented so far, it would be helpful to have the neighborhood um and voting district noted um since there are uh site specific elements.

Okay, I'll make sure that that's added.

And the last project that I want to present to you tonight um is a project for solid waste.

Um I know um the uh solid supervisor Dan Catalori is here tonight, but um we typically will do the larger capital projects uh on behalf of solid waste.

This one is the tipping floor repairs uh for 2.5 million.

Um this uh this request is um uh submitted under Dan, but I'm presenting it based on the technical nature of it.

Uh so this kind of gives you a sense of what we're dealing with.

Um the center slide is what we um were working on this past year, where there was a hole in the tipping floor.

Um and we um you know basically repaired that hole.

Uh the slide on the right shows the repair.

Um the floor itself is really made up of two different slabs, a structural slab and a topping slab.

Um basically the topping slab is um meant to wear.

Um, and on the left hand side of the picture, you can start to see the um the upper uh reinforcements starting to radiate through the concrete.

And once the equipment starts, you know, pushing the trash around and also the the chemical breakdown of of trash on the floor, it it wears down the topping slab.

It is sacrificial, it's meant to be sacrificial.

And once you get through that, then you start getting into the structural slab.

And that's what we want to avoid.

So this is a request to replace the uh topping slab throughout the uh facility and uh uh avoid having uh uh a damage uh like the one shown in the center picture.

We should never be in that situation, but it does occur because there's uh you know it's a large area and there's a tremendous use of this uh uh facility.

Um to uh help us with this, um, we're in the midst of uh doing an evaluation of the the floor right now and also working directly with a vendor who uses uh really a different product than than your typical 6,000 pound uh reinforced concrete.

Uh it's a prop product called UCOF, which has a much stronger uh compressive strength than than regular uh 6,000 pound concrete.

Uh this is a uh a product that uh is superior to to uh to what's currently there, which will um help provide more abrasion impact, chemical attack resilience, and that's what we're proposing to move forward with this.

So with that, I'm gonna stop the share and ask if you have any questions to allow the your meeting to continue.

Uh board members, any questions on that slate of projects.

Um seeing none, uh thank you very much.

Um and again, I think just the main thing is if you could go through and just make sure that the um the project sites are there.

I know that the um that might be a little bit of a thing to figure out with Tony.

Like I know that many of these are ongoing funds, right?

And so they go to project citywide, but having um being able to just know for the projects in the coming fiscal year where they're located geographically in the city um is helpful to just have that documented.

Thank you very much.

Sure.

Thank you.

Hey, hey Jenny, I need to drop, okay.

All right, thank you very much, Reb.

Okay.