Following the City Council’s first review of the proposed Fiscal Year (FY) 2025/26 Capital Improvement Plan at the March 24, 2025 Council meeting, staff requests that the City Council:

1)    Tentatively approve, or provide alternative direction to staff, on the following project categories:

•  One (1) project recommended for cancellation.
• Three (3) capital projects funded in or prior to FY 2024/25 that are recommended to be carried over into FY 2025/26 with remaining funds.
• Nine (9) potential new projects funded by the Vehicle and Equipment Fund.
• Thirty (30) potential new projects funded by the Capital Improvement Fund.

At the March 24, 2025 Council meeting, the City Council received a presentation from the Acting Public Works Director outlining:

• Capital improvements completed or scheduled for FY 2024/25.
•  Projects proposed for cancellation.
• Projects recommended for carry-over into FY 2025/26.
• Potential new projects funded by the Vehicle and Equipment Fund and Capital Improvement Fund.
• An introduction of the updated 5-year Capital Improvement Plan (FY 2025/26 - 2029/30).

The full staff report and presentation slides from the March meeting are provided as Attachment 1 and Attachment 2.

The follow-up staff report focuses on the following three areas, each of which will be discussed at the May 21, 2025 Council workshop:

A) Tentative Project Approvals

Tentatively approve, or provide alternative direction to staff, for the following project categories:

• One (1) project recommended for cancellation
• Three (3) capital projects funded in or prior to FY 2024/25 recommended for carry-over into FY 2025/26 with remaining funds
• Nine (9) potential new projects funded by the Vehicle and Equipment Fund
• Thirty (30) potential new projects funded by the Capital Improvement Fund

B) Detailed Review of Key Project Categories

1. Project Recommended for Cancellation:

• Scout House – Staff recommends removing this project from the CIP.

2. Three (3) Carry-Over Projects into FY 2025/26:

3. Nine (9) Potential New Projects – Vehicle & Equipment Fund ($1,210,000)

• Ambulance Heart Monitor ($35,000): This project involves the purchase new monitors to improve emergency medical care by enabling real-time cardiac assessment during transport, ensuring faster, more effective treatment for patients with heart-related conditions.
• Ambulance ($450,000): A contract to build a new ambulance and equip it with necessary medical supplies was executed in FY 2023-24 for $410,000. Delivery is expected in late 2025. Funding of $400,000 along with a $50,000 donation, will be programmed in FY 2025-26.
• Public Works Compact Track Loader ($125,000): The purchase of a compact track loader will significantly improve the City’s beach maintenance operations. Currently, the lack of a dedicated equipment ramp for beach access makes transporting machinery onto the beach difficult and inefficient. This purchase will enhance our ability to perform essential tasks such as sand redistribution and erosion control on the Del Mar and Volleyball Dunes. These areas are crucial for both recreational use and ecological health, and proactive maintenance is vital for their preservation. The compact track loader will provide the necessary mobility and power to navigate the sandy terrain effectively. We are requesting the inclusion of a flail mower and a street broom as attachments to further broaden the machine's utility. The flail mower will assist in vegetation management throughout the City, and the street broom will be used for debris removal and maintaining cleanliness in the Del Mar parking lot. This proactive approach will save time and resources by preventing more significant issues from developing.
• Public Works EV Trucks (2) ($150,000): The Public Works Department plans to replace a 2000 Dodge Dakota and a 2002 Ford Ranger due to their age, condition, and wear by acquiring two Electric Vehicle (EV) trucks. These EV trucks will be used across all divisions of the Public Works Department. Given the department's heavy reliance on its fleet of trucks for routine maintenance, repairs, equipment transportation, and emergency response, the transition to EV trucks will reduce the City’s carbon footprint and lower fuel and maintenance expenses. Additionally, acquiring these EV trucks aligns with the State's mandate for increasing EV adoption in municipal fleets. By proactively transitioning to electric vehicles, the City demonstrates its commitment to environmental sustainability and compliance with state regulations. This initiative will position the City of Carmel as a leader in adopting clean energy solutions and contribute to a healthier environment for our community.
• Police Patrol Vehicles (2) ($150,000): The Police Department would replace two Dodge Durango vehicles with two Ford Explorer patrol vehicles due to mechanical issues with their engines.
• Forestry Utility Bucket Truck ($180,000): The Forestry Division would replace the old high-ranger bucket truck with a specialized utility bucket vehicle equipped with a hydraulic lifting system and an attached bucket or platform. This truck would be used on a daily basis by the Forestry Maintenance crew for inspecting tree canopies and tree trimming and removal.
• Police Radios Year 5 of 6 ($30,000) The City of Carmel initiated a lease for twenty-two (22) police radios in FY 2021/2022 to replace outdated hand-held radios. These radios are being leased/purchased at a cost of $30,000 per year over six (6) years, funded by the Vehicle and Equipment Fund. FY 2025/26 is the fifth year of this lease.
  
  
• IT Network Refresh ($40,000): Funding will be used to upgrade and modernize the City's existing network infrastructure to enhance performance, reliability, and security. The City would replace outdated hardware, implement faster and more scalable solutions, and seamless connectivity for all departments and services. The project will focus on improving cybersecurity measure  
  
  
• Wireless Access Point ($50,000): Funding will be used to purchase and install new Wireless Access Points (WAPs) throughout city facilities to enhance wireless connectivity and ensure reliable, high-speed internet access for employees and city operations. The project will upgrade outdated or insufficient wireless infrastructure, providing better coverage, faster speeds, and improved security across public buildings and departments. These upgrades will also support of the growing demand for mobile devices.
  
  

4. Thirty (30) Potential New Projects – Capital Improvement Fund ($6,789,000)

• Resurface Parking Lots (CL, SC) ($300,000): The allocated funding will be used for the required asphalt pavement maintenance at the Children's Library and the Sunset Center Main Lot. This work will address necessary repairs and improvements to maintain the safety and functionality of the parking lots. The funding will cover resurfacing, patching, and other asphalt-related maintenance tasks.
  
  
• Road Segment Project (10 road segments) ($300,000) - Funding will be used to address pavement maintenance needs on ten streets that were identified through the City’s use of StreetSaver, a pavement management software that helps prioritize repairs based on condition, usage, and cost-effectiveness. These specific streets were selected due to their current condition ratings and maintenance needs, as outlined in the pavement management analysis. The list of streets and associated work was previously discussed with the City Council at the March 24, 2025 meeting.
  
  
•  Scenic/Santa Lucia ADA Parking ($20,000) - Funding will be used for the installation of an ADA-compliant parking stall through pavement restriping and associated improvements. Additionally, an ADA-compliant access ramp will be installed to provide accessible entry to the scenic pathway. These improvements will enhance accessibility and ensure compliance with current ADA standards, allowing more users to safely enjoy the pathway.

•  Sidewalks ($500,000): Funding will be used for sidewalk repairs in areas that pose trip hazards, ensuring safer pedestrian access throughout the city. This will involve identifying and repairing damaged or uneven sections of sidewalk to prevent accidents and improve walkability. The repairs will focus on high-traffic areas and locations with the most significant safety concerns.

• Sunset Center Retaining Walls - Construction ($450,000): Funding will be used for the construction of one structural retaining wall in the Sunset Center North Lot located on the north side adjacent to Eighth Avenue, which poses a hazard to the public. This wall has already been designed in the current year's CIP and requires funding for construction.

• Junipero Bypass Pipe - Design ($175,000): The design improvements aim to address capacity issues along Junipero and Ocean, including the installation of a parallel 30-inch pipe on Junipero Street between Fifth and Seventh Avenues and a parallel 24-inch pipe near Fifth Avenue and Torres Street. These upgrades will enhance flow and reduce hydraulic grade line (HGL) peaks. Coordination with the Mission Street Bypass and Fifth Avenue projects may also be considered during the design phase.
  
  
• MTNP Stream Project Sites #4 and #5 Redwood Grove Pedestrian Bridge and Mission Creek Realignment (Design, Engineering, and Environmental Permitting $175,000): The next stage of the MTNP project addresses the fourth and fifth of eight stream restoration and drainage improvements recommended in the 2019 MTNP Stream Stability Study. The first three projects were completed in late 2024. Any future work now requires updated environmental permits from the U.S. Army Corps of Engineers, the California Department of Fish and Wildlife Service, and the State Regional Water Quality Control Board. The proposed improvements aim to eliminate stream incision threatening the Serra Trail,  restore a more natural stream channel alignment, and reroute a section of the Doolittle Trail  that is degrading the stream bank, eroding vegetation, and creating a safety hazard.

Site #4 work includes the design, permitting and implementation of:

• Demolition of the existing concrete ford and installation of a naturalized stream channel
• Construction of a new pedestrian bridge
• Establishment of a new trail through the redwood grove
• Habitat restoration and monitoring

  Site #5 work includes the design, permitting, and implementation of: 

•  Realignment of Mission Creek just below the confluence, through the midpoint of the valley between Willow Trail and Serra Trail.

In addition, staff is exploring a grant opportunity through California Wildlife Conservation Board, which offers up to $1 million for design and up to $3 million for project implementation.

• ADA Updates – Year 8 ($20,000): A $20,000 budget has been allocated for ADA upgrades within the city, aimed at improving accessibility for individuals with disabilities. The funds will be used to address areas in need of compliance, enhancing public spaces and facilities to ensure they meet ADA standards. Specific upgrade areas will be determined based on the city's infrastructure needs.

• City Hall Exterior Shingles ($70,000): Funding will be used for the repair and restoration of wood shingles on the exterior walls of City Hall, as they need maintenance and some may require replacement. This work will address areas of wear and deterioration, helping to preserve the building’s exterior. The project will ensure the structure remains protected and visually appealing.
  
  
• Design Repairs – City Hall, Fire Station, Vista Lobos per Facilities Conditions Assessment ($150,000): Funding to be used for repairs to City facilities as recommended in the Facilities Conditions Assessment prepared by Bureau Veritas. These repairs are necessary to address maintenance issues, ensuring the safety, functionality, and efficiency of city buildings. This funding will support ongoing efforts by supplementing the work of the City’s Facilities Maintenance Department, specifically for repairs that exceed their current capacity or technical capabilities. The improvements will help prevent further deterioration and reduce long-term repair costs.
  
  
• Fire Backflows to Code (3 Buildings) ($200,000): Funding to be used for fire backflow improvements at three locations: City Hall, HML Library, and Park Branch Library, to bring them into compliance with current code requirements. These upgrades are essential to ensure the safety and effectiveness of the fire suppression systems at each facility. The improvements will address existing deficiencies and help meet regulatory standards.

•  Fire Station Upgrades ($175,000): Funding to be used for upgrades to the Fire Station to accommodate a newly purchased fire truck. These upgrades will include modifications to the station’s bays, ensuring they are large enough to house the new equipment safely and efficiently.

• Forest Theater Stage ($60,000) - Funding will be used for the replacement of the wooden stage deck and its incidental support system, which are currently showing significant signs of deterioration. The existing structure has experienced wear over time and needs replacement to ensure safety, structural integrity, and continued usability for performances and events.

• Park Branch Library Window Repairs ($50,000): Funding will be used for window repairs at Park Branch Library, which includes replacing 18 deteriorated double-pane windows. These windows have lost their insulation, resulting in a persistent steamy appearance, and the wood trim is also deteriorating. Once replaced, the windows will be restored, and the trim will undergo necessary painting.
  
  
• Picadilly Restroom Expansion Design ($70,000): Funding will be allocated for the design of an expansion to the Picadilly restroom, one of the City’s most heavily used facilities. During peak summer months, the line for this single-toilet restroom often extends to the sidewalk, highlighting the need for increased capacity.
  
  
• Police/Public Works Building Project ($50,000): Funding allocated for immediate safety repairs while exploratory actions are taken on the future of the Police and Public Works building.
  
  
• Sunset Center Elevator Power Unit ($120,000): Funding will be used for the replacement of the Sunset Center's power unit, including the hydraulic valves. The existing system has reached the end of its useful life and requires an upgrade to ensure continued reliable operation.
  
  
• Sunset Center Painting, Phase 2 ($250,000): Funding will be used for Phase 2 of painting the Sunset Center. This phase will complete the painting of areas not addressed in the previously completed work, enhancing the facility's appearance and protecting surfaces from wear and damage. As a cost-saving measure, staff will incorporate design and project management efforts completed during Phase 1 to streamline the process and reduce overall expenses.

•  Sunset Center Yoga Center Reroof ($50,000): Funding will be used for the roof replacement at the Sunset Center Yoga Center, which is over 30 years old and requires frequent maintenance. The new roof will address ongoing issues and provide long-term durability. This replacement will ensure the facility remains safe and protected from weather-related damage.

• Rio Road and Junipero Avenue Median Enhancements ($100,000): Funding will be used to design and implement enhancements to the existing medians along Rio Road and Junipero Avenue. Improvements would include new landscaping and irrigation upgrades.
  
  

• Reconstruction of the Fourth Avenue Outfall – Construction ($900,000): Funding will be used for construction work to replace the outfall structure at 4th Avenue, which is showing significant structural deficiencies and is in a high level of disrepair. The existing structure is at risk of further deterioration, impacting the surrounding area. Design work for the replacement is being initiated in the current fiscal year, with construction aimed at restoring the outfall’s functionality, preventing further erosion, and ensuring the long-term stability of the area.

• Shoreline Repair Stairs – Construction ($300,000): Funding will be used for construction work to reconstruct stairs damaged by winter storms and the effects of sea level rise. The stairs located north of 10th Avenue and on Twelfth Avenue have sustained deterioration and damage from these storms. Design work for the reconstruction will begin in the current fiscal year, with the goal of restoring safe access while addressing future environmental conditions. The anticipated cost is based on replacing the stairs with wooden structures, consistent with the existing design and environmental considerations. The design phase of the previously approved Shoreline Infrastructure Project (Task 1), which was authorized by City Council on March 24, 2025, is currently underway. Upon completion of this assessment, staff will return to Council with a potential recommendation to reconstruct the existing stairs using new concrete structures, with preliminary engineer’s estimates placing the cost at approximately $400,000 per stair.

• Forest Plan Implementation Year 2 ($739,000): Budget reflects dead/unsafe tree removals and the backlog of stumps, all part of a 3-year tree maintenance catch-up plan, which began last fiscal year and is expected to culminate in the Fiscal Year 2026-27. In Year 1, the City removed over 175 dead, dying, or diseased trees and removed over 300 stumps, far exceeding our goals.

• Devendorf Park Improvements ($50,000) - Allocated funding will be used to support a series of improvements within Devendorf Park, including enhancements to the War Memorials to preserve their condition and appearance, restoration and upgrades to the existing fishpond to improve its functionality and aesthetic, and the installation of a new guard rail/fence along Sixth Avenue to enhance public safety and define the area. These efforts aim to preserve historic features, improve site aesthetics, and ensure a safer and more welcoming environment for visitors.
  
  
• Sand Ramp at Eighth Avenue Design and Construction ($275,000): Funding will be used for the design and reconstruction of the access sand ramp near Eighth Avenue, which has been repeatedly damaged by winter storms and the impacts of sea level rise. The ramp no longer exists in its current location due to extensive damage. Design work for the new ramp will begin in the current fiscal year, with reconstruction aimed at ensuring safe and reliable access while addressing future environmental challenges.

• Scenic Pathway Enhancements ($100,000): Funding would be used to resurface and stabilize the existing decomposed granite (DG) pathway along Scenic Pathway, as well as the installation of new signage.
  
  
•  Library Master Plan Administration ($50,000) – Funding will be used to oversee and administer the interior renovations of the Harrison Memorial Library. This project will be a private-public partnership between the Carmel Public Library Foundation and the City of Carmel-by-the-Sea. The library requires essential upgrades to meet modern standards, including improvements to plumbing, electrical systems, and ADA compliance.
  
  

• UV Film Replacement HML Windows ($25,000):Replace UV film for the Harrison Memorial Library windows. Life span is 10 years and was last applied in 2011.
  
  
• Planning Objective Development Design Standards (ODDS): ($200,000):ODDS created to provide objective (ministerial) design and development regulations for affordable housing projects in compliance with State Law.
  
  

• CEQA MTNP CFMP ($70,000): Environmental compliance work for projects to be completed in Mission Trails Nature Preserve and for adoption of the Carmel Forest Management Plan.

• Staff Time ($295,000): The City’s Project Managers’ budgeted time will be allocated at year end to the CIP projects based upon actual time spent. Outsourced project management time is already budgeted in the appropriate project.
  
  

• CIP Contingency Fund ($500,000): The CIP Contingency Fund, set at 5% of the total budget for current year (CY) projects, is reserved to cover unforeseen costs during the execution of capital projects. It addresses unexpected expenses such as material cost increases, design changes, or unforeseen site conditions. This fund ensures financial flexibility, preventing project delays or scope reductions and helping to keep projects on track and within budget.

The preliminary amount of CIP project funding available to be carried over into FY 2025/26 is approximately $3,460,000.

The additional fiscal impact for FY 2025/26 will be based on which projects are selected or deferred by the City Council during this review.

• Vehicle and Equipment Fund: Nine (9) new projects are proposed, with an estimated cost of $1,210,000.
• Capital Improvement Fund: Thirty (30) proposed projects have a combined estimated cost of $6,789,000.

On March 24, 2025, Council received a presentation on:

• Completed and scheduled FY 2024/25 capital improvement projects
• Proposed project cancellations
• Carry-over projects requiring continued funding
• New project proposals under the Vehicle and Equipment Fund and Capital Improvement Fund
• Introduction of the updated 5-year CIP (FY 2025/26 through 2029/30)