AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
title
PROPOSED STATE ROUTE 405 AND EAST ORANGE AVENUE GATEWAY MONUMENT MAINTENANCE AGREEMENT WITH THE STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION
summary
Summary:
On April 9, 2024, staff presented the design and preliminary agreement details of the Gateway Monument Maintenance Agreement with Caltrans to the City Council as part of an update to the City's Capital Improvement Plan. The City Council instructed staff to finalize the agreement for review and approval. The agreement outlines the City’s maintenance responsibilities for the proposed monument sign, focusing on routine and emergency maintenance to preserve its structural integrity and visual appeal. The City Council will consider authorizing the City Manager to execute a Gateway Monument Maintenance Agreement with the State of California Department of Transportation (Caltrans). This agreement outlines the City's responsibilities regarding the maintenance of a proposed Gateway Monument located at State Route 405 and East Orange Avenue.
Strategic Plan Goal(s):
Goal No. 4 Infrastructure: Maintain and improve the City’s physical infrastructure, water system, and recreational spaces.
recommendation
Recommendation:
Authorize the City Manager to enter into the Maintenance Agreement with Caltrans, in a form approved by the City Attorney.
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Fiscal Impact:
The maintenance of the Gateway Monument is funded through the Public Works Operating Budget, account number 100-94-5740. For the FY 2024/26 budget period, staff recommends an ongoing annual allocation of $24,000 from the City’s General Fund. Staff would update the budget based on the actual cost of maintenance in future fiscal years. Caltrans covers all constructions costs of the Gateway Monument, limiting the City’s fiscal responsibility for ongoing maintenance.
Background and Analysis:
In September 2021, Caltrans proposed constructing a large oil derrick monument sign at the intersection of State Route 405 and 32nd Street. However, the initial design did not resonate with the community. In response, the City took the initiative to develop an alternative design that better reflected local sentiment and aesthetics. The City submitted its design to Caltrans, with the request that it be constructed to the City’s specifications for consistency.
CalTrans finalized the monument design in mid-2023 following extensive discussions, to ensure it met aesthetic and functional requirements. Concurrently, staff and the City’s legal team began working with Caltrans legal counsel to draft a maintenance agreement that would delineate the City’s responsibilities of the City post-construction. Staff carefully negotiated this agreement to incorporate equitable terms for the City.
On April 9, 2024, staff presented the design and preliminary agreement details to the City Council as part of an update to the City's Capital Improvement Plan. The City Council instructed staff to finalize the agreement and prepare it for review and approval.
Analysis:
The Gateway Monument Maintenance Agreement (Agreement) with Caltrans establishes the City‘s responsibilities to maintain the monument, ensuring it serves as a positive reflection of community values and desired aesthetics. As part of the Agreement, the City would undertake routine and emergency maintenance, ranging from minor repairs and cleaning to more substantial repairs necessitated by damage or natural events. The proposed proactive maintenance strategy would preserve the monument’s structural integrity and visual appeal.
An essential component of the Agreement is the detailed protocol for graffiti removal, which mandates prompt and environmentally sensitive actions. This protocol ensures the monument maintains its intended aesthetic while minimizing environmental impacts. Additionally, all maintenance activities must adhere to the State Maintenance Manual and comply with legal and environmental standards, particularly those safeguarding air and water quality. These requirements emphasize the importance of preserving the monument in a manner that upholds its physical and aesthetic standards and aligns with broader environmental responsibilities.
If approved, the proposed Gateway Monument Maintenance Agreement between the City and the State of California, acting by and through the Department of Transportation or Caltrans, would define clear legal and maintenance responsibilities, reducing potential liabilities and ensuring smooth operational management. The Agreement contains provisions for the State to request in writing for the removal of the sign, citing safety or operational concerns or inadequate maintenance. If this action is taken by the State, the City would be responsible for all associated costs including the removal and restoration of State-owned area to its original condition. The Agreement establishes a structured and comprehensive framework for the ongoing maintenance of the Gateway Monument. The implementation of this Agreement would require dedicated efforts from the City’s maintenance teams and prudent financial oversight to manage the associated costs.
Reviewed for Fiscal Impact:
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Sharon del Rosario
Attachment:
A. Gateway Monument Maintenance Agreement