HomeMy WebLinkAbout16 Library - Surveying Services - AGENDA ITEM #16
'�_'TRUCKEE DONNE
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MEETING DATE: September 7, 2022
TO: Board of Directors
FROM: Shanna D. Kuhlemier, District Clerk
SUBJECT: Consideration of a Contract with Sage Land Surveying for
Lot Line Adjustments and Associated Costs for the Future
Truckee Library
APPROVED BY
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to execute a contract with Sage Land Surveying for the
lot line adjustment (LLA) process and procure additional ancillary administrative services
related to the Future Truckee Library LLA, for a total project amount not to exceed
$75,000.
BACKGROUND:
Over a decade ago, the Friends of the Truckee Library (FOTL) started communicating
about opportunities for a new library and potential alternative governance structure. FOTL
is a non-profit, grassroots organization dedicated to promoting library services in Truckee.
Nevada County built the existing library over 45 years ago to serve a population of 2,000,
whereas recent population estimates are closer to 20,000 when including the Martis
Valley. After outgrowing the older library, a group of Truckee locals embarked on
understanding the needs and options to build a new library, engaging firms to conduct
feasibility studies of alternative governance and funding options for the delivery of library
services. The FOTL and the Town of Truckee, in collaboration with local stakeholders,
explored many possibilities and opportunities for the future Truckee Library.
FOTL consultants included a library facilities consultant, JK Architecture, and a
community site committee to explore the future site. The committee identified the
preferred location at the Truckee River Regional Park. This site is in the heart of Truckee,
with easy vehicular access, proximity to public transportation, and within walking distance
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to many neighborhoods and the Downtown core. Furthermore, pedestrian paths and
connectivity with the parks could complement the uses and ease of access for the entire
community.
ANALYSIS/BODY:
Continuing the vision of the Truckee library as the community hub, providing a central
access point to a range of programs and services, the FOTL continued the critical role of
communicating and collaborating with local stakeholders to move through the siting phase
and funding for the Truckee library.
In 2016, Measure A was approved and supported by 80% of Truckee voters to continue
the library tax for programs and services. However, the measure does not account for
planning and construction of any new facility. FOTL is undertaking robust fundraising
efforts for different phases and applying with Nevada County for grants. In the interest of
placing the new Truckee Library in a favorable position for grant funding opportunities, it
is beneficial for one entity to own the parcel upon which the library is constructed, with an
associated lease agreement. FOTL, the Town of Truckee, Truckee Sanitary District
(TSD), and Truckee Donner Recreation and Park District (TDRPD) have agreed that
TDRPD will take ownership of the proposed two-acre parcel for the library and lease it to
a governing entity, either the Town, Nevada County, or ultimately a newly formed JPA.,
The proposed site crosses over four parcels of land at the Regional Park. The
stakeholders: the Town of Truckee, TSD, TDRPD, and the Truckee Donner Public Utility
District (District), are all public agencies and have similar rules surrounding gifts of public
funds and public processes related to land transactions. All stakeholders have agreed on
adjusting lot lines for the TDRPD to have the central piece of land for the existing
corporation yard and the Truckee library. Common with other older subdivisions, lot line
discrepancies are prevalent at the Regional Park campus, making the project a bit more
complex. Attachment A depicts, in concept, the lot lines and property trading at the
campus site. The map with legal instruments will be solidified by the surveying project.
Furthermore, the current straddle of the TDRPD's corporation yard across the District's
property will be corrected during the LLA. Facilities straddling property is problematic for
planning, compliance, and uses. As such, current and future District practices will be to
ensure each project is contained on a single parcel.
The District has an existing contract and relationship with Sage Surveying for similar work
on District property. Furthermore, District Code Section 3.08.030.1, defines special
services to include land surveying, therefore a bid or request for proposal for the project
is not required. Kurt Margraf, with Sage Land Surveying is well versed with the LLA
process through the Town of Truckee. A firm with an established local knowledge of Town
and legal process will assist in a LLA with three property owners and four parcels of land
applying together for the LLA.
The estimated $75,000 costs to complete the LLA will cover Sage Land Surveying costs,
legal descriptions (including the legal definition for the library site), LLA application
through the Town of Truckee, and working with the title company for title reports and
ancillary documents. The proposed cost share for the LLA will include one third of the
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costs to the District with the remaining two thirds being covered by the FOTL. Early
discussions surrounded the Town of Truckee partnering with the District for this portion
of the work. However, after analyzing budgets and constraints, FOTL determined it was
more advantageous for them to fully fund the remaining two-thirds of the survey costs in
order to preserve the Town's contribution to cover the cost of a poll of community
members planned for January, 2023. Any adjustments or modifications of the percentage
of costs appropriations can be modified as directed at the Board's pleasure.
Early on in this process, the District identified opportunities for partnership with the FOTL
to include the enrichment of education, culture and history, and innovation in technology
as areas of community-centered interests. This project meets these interests and
expectations with the District's goals and objectives and the strategic plan environmental
social governance model.
Goals and Objectives:
This item is in support of the following goals and objectives:
District Code1.05.020 Objectives:
1. Responsibly serve the public.
6. Manage the District effectively, efficiently and fiscally responsible manner.
Strategic Goals:
2. Environmental Stewardship: Create a sustainable, resilient environment for all our
communities.
3 .Engage with our customers and communities in a welcoming and transparent way to
identify opportunities.
4. Take the best of private sector thinking to modernize the utility and add value to our
communities.
5. Developing an inclusive culture drives organizational integration and success.
FISCAL IMPACT:
The FY2022 budget did not include this line item. However, sufficient funds exist in the
General Management budget for special services. The estimated budget for the LLA
project is $75,000, between title, title insurance, surveying, and recordation costs. The
District will be responsible for up to $25,000 with the Friends of the FOTL committing to
the remainder of the costs. FOTL has received approval for the funding through their
governing Board.
ATTACHMENTS:
1 — Preliminary Library Map
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