COMMENTARY City of Carmel-by-the-Sea on Police Department Facility/Public Services Building & Corp Yard Facility: ‘Future impact would be extensive should the structure fail’

On September 25, 2015, a Carmel resident made a complaint to the Division of Occupational Safety and Health (Cal-OSHA) of the following hazardous conditions at the City of Carmel-by-the-Sea Police Department Facility/Public Services Building & Corp Yard Facility:
1. When it rains the roofs of the Police Station and Public Works Department leak. Also, the basement of the Communications Department floods. Buckets are used to collect the water. This condition has existed for 5 years and has not been corrected. As a result, there may be mold growth and there may be areas where mold on surfaces was painted over. See T8CCR Section 3362
2. Electrical hazards. Electrical equipment such as circuit breakers and outlet plugs are not protected from water leaks. The location is at the exit from the Police Station into the Public Works garage. When it rains, water runs down the wall where the electrical equipment is located. See T8CCR Section 2510.5

In response to the complaint, Andy Vanderford, Project Manager, Public Works Department, City of Carmel-by-the-Sea, submitted, in part, Exhibit A of work completed and a Value-Engineered scope of work of completed work and yet to be completed work addressing leaks, as follows:

Exhibit A

Scope of Work for Roof Leak Repairs at the Public Works/Police Headquarters Facility:

1. Excavate within the landscape planter exposing the waterproof membrane for inspection to determine its condition and develop a repair plan.
2. Extend the temporary rain tarp over the entire landscape planter.
3. Caulking of joints in the crawl space under the landscape planter abutting the Police building.
4. Re-caulking of joints located outside the police building front door, the exterior landing and steps. Caulking of joints in the crawl space under the landscape planter.
5. Water test deck drain piping system & associated repairs
6. Water test deck drain housings & associated repairs
7. Removal of decomposing wood form work within crawl space (potential source of mold, and potential health hazard)
8. New water-tight crawl space hatch cover
9. Systematic and repetitive water testing deck areas to troubleshoot leaks
10. Removal of an old retro-fitted exhaust fan and ducting (found to be a major source of leaks). Cover duct work opening top-side with plate aluminum, and caulk sealing. Cover opening bottom-side with sheet metal "leader-head" with drain pipe tie-in to the existing building plumbing.
11. Re-caulking of entire perimeter of parapet wall-to-deck intersecting joint.
12. Re-caulking of joints located outside the police building front door, the exterior landing and steps.

This work fixed a significant number leaks (all but two) entering into the public works and police department buildings.

Value-Engineered Scope of Work

The following is the Value-Engineered scope of work to resolve the leaks at the two planters, for which work started approximately one month ago, with an anticipated completion of November or December 2015, after which we anticipate that the roof will then be watertight with all leak sources repaired:
1. Staff relocation of the City's nursery out of the eastern planter. Work completed.
2. Installation of temporary ventilation air intake ducting away from work area to avoid smells and dust from entering the Police Station. Work completed. Exhibit "J".
3. Removal of all vegetation and organic material within the planters. Removal of drip irrigation. Work completed. Contractor's invoice pending.
4. Removal and abandonment of the low voltage landscape lighting. Work in progress.
5. Re-grading of planter subgrade soil for future relocated planter drains. Work to follow Item 4 above.
6. Raising of the planter drains approximately 18 inches to become surface drains. Work to follow Item 5 above.
7. Pouring of a concrete cap over top of the planters. Sloping of concrete to surface drains. Work to follow Item 6 above.
8. Installation of two scuppers per each planter. Work to follow Item 7 above.
9. Application of elastomeric coating on top of concrete cap. Work to follow Item 8 above.

Unfortunately, however, the work completed and yet to be completed described in Exhibit A and the Value-Engineered Scope of Work do not address the crux of the workplace health and safety issue, namely the preexisting and existing structural damage to the a Police Department Facility/Public Services Building & Corp Yard Facility caused by water intrusion over decades. As a previous city administration stated: “The existing structure is riddled with leaks that have rusted and deteriorated the reinforcing steel within the slab/roof…Currently City staff conduct patch type repairs in an effort to stop some of the leaks. However, the leaking persists. Future impact would be extensive should the structure fail.” (Source: City of Carmel-by-the-Sea, California Fiscal Year 2013-2014 Adopted Operating Plan & Budget, June 11, 2013). And as consultant Harris & Associates stated:”Roof leaks have occurred in the Public Services Garage since 1967. Structural concrete substrate under Plaza is failing due to on-going roof leaks/water intrusion. The facility does not conform to ADA compliance regulations throughout. Electrical, plumbing, and mechanical systems outdated."  Most importantly, Harris & Associates Observations and Recommendations state, in part: “The building has served its purpose for over fifty years, but it has not aged well. It has little to no historic importance, shows signs of structural decline, has significant water infiltration problems, is reliant on increasing outdated mechanical, electrical and plumbing systems, and it does not meet basic applicable codes.”
“Near-term fixes for the water problems may be possible, but they will not address other deficiencies: a more comprehensive approach is warranted and recommended. Given the time that it will take to plan and execute any meaningful solution, studying the options-the most likely being either extensive renovation, building replacement or department relocation-and selecting an approach should be a City priority.” (Source: Harris & Associates, City of Carmel-by-the-Sea: Police Department Facility Assessment, 2014).

Finally, according to the City’s latest Annual Financial Report, namely Finally, according to the City’s latest Annual Financial Report, namely CITY OF CARMEL-BY-THE-SEA, CALIFORNIA ANNUAL FINANCIAL REPORT FOR THE FISCAL YEAR ENDED JUNE 30, 2014, “the City’s governmental funds reported combined ending fund balances of $10,722,340. Approximately 1.2% of this total amount ($119,785) is non-spendable to indicate that it is not available because it represents amounts that are more long-term in nature or will never be converted to cash. Of the remaining balance, $2,616,731 is restricted because it represents resources that are required to be spent for specific purposes as provided by an external source. The committed balance of $2,888,306 represents a Council commitment for economic uncertainties and anticipated future short-term structural deficits. The assigned fund balances in Special Revenue Funds amounted to $1,477,680 and represented Library, Parking and Ambulance Fund items. The remaining fund balance is unassigned.”  Ergo, $3,619,838 is unassigned.  Given the City’s assessment of the Police Department Facility/Public Services Building & Corp Yard Facility and consultant Harris & Associates’ Observations and Recommendations, the City has an obligation and duty to the citizens of the City of Carmel-by-the-Sea to place on a public hearing agenda the Consideration of Options for the City of Carmel-by-the-Sea Police Department Facility/Public Services Building & Corp Yard Facility, including either extensive renovation, building replacement or department relocation (per Harris & Associates recommendation), selecting an option and budgeting for the planning/design and construction of the selected option with general funds and “unassigned” reserve funds with the goal of realizing a Police Department Facility/Public Services Building & Corp Yard Facility that does not represent a workplace health and safety hazard.

REFERENCES:
Harris Associates - PD Facility Assessment

HARRIS & ASSOCIATES
Police Department Assessment (2014)

Harris Associates - PW Corp Yard Assessment

HARRIS & ASSOCIATES
Public Services Building & Corp Yard Assessment (2014)

Written & Published by L. A. Paterson (2015)