The County of Santa Clara

Fiscal/Budget Item

Approve Request for Appropriation Modification No. 169 - $3,300,000 transferring funds from the General Fund Contingency Reserve to the Facilities and Fleet Department budget relating to Backlog Project No. 263-BL18044 (Elmwood Roof Replacement M8, W1, W4). (4/5 Roll Call Vote) (Facilities and Fleet)


Department:Facilities and Fleet DepartmentSponsors:
Category:Appropriation Modification (4/5 Roll Call Vote)



This action would result in a $3,300,000 one-time negative impact to the General Fund as funding would come from the Contingency Reserve.

The original budget for the Fiscal Year 2017-18 General Fund Contingency Reserve was $142,585,595.  Board Policy 4.3 states that the contingency reserve should be 5% of general revenues net of pass-through revenue.  Since the use of contingency reserve impacts compliance with this policy, the mid-year budget analysis included a $11,785,561 replenishment of this reserve. The balance of this reserve as of February 27, 2018 was $141,573,928 indicating that $12,797,228 has been allocated for other purposes.  There may be additional pending actions that will impact this balance once they are approved and processed.


A 2017 consultant study of the Elmwood Correctional Facility Roof Asset Management Plan identified several urgently needed roof replacements and associated repairs to parapet walls and concrete surfaces, including the replacement of one roof with severely deteriorated and compromised wood decking. A brief synopsis of these issues from the study is listed below.

M8 Roof: Center, Upper, and Lower Perimeter

The roof is estimated to have been installed in 1997. There are extensive leak repairs needed for the parapet walls, and water intrusion is evident along the roof perimeter on various levels. Water has also migrated between layers of repair that requires roofing tear out and replacement.

W1 Roof: Central Core, South, and West Wings

It is unknown when this roof was first installed. A core cut revealed numerous soft spots, meaning the decking will need to be replaced. Spider cracking is evident on the structural concrete roof decks that requires first layer replacement and resealing.

W4 Roof: A, B, and D Pods

The roof system over these areas is estimated to be more than 25 years old. The membrane is brittle, the asphalt is heavily oxidized, and base flashing to defend against water intrusion is brittle. The parapet walls are in poor condition, as well as the panel joints.

Establishing and funding these urgent reroofing projects now will allow them to be delivered during the dryer summer season rather than risking a run into the rainy season.


This action will have no/neutral impact on children.


This action will have no/neutral impact on seniors.


This action will have positive sustainability implications. In addition to preserving facility assets, replacing the roofing systems will allow the County to better maintain the internal building temperature thus requiring less energy for heating and cooling.


FAF Building Operations Division is responsible for maintenance and repair of facilities and utility systems assigned by the County Executive. These facilities range from administrative office space to warehouses to detention and health facilities.  Major maintenance projects undertaken by FAF are executed in accordance with the State of California Uniform Construction Cost Accounting Act and the Public Contracts Code.


The project would not be established at this time.


The Clerk of the Board will notify Aman Grewal and Gerry Zimmerman of FAF.

Meeting History

Mar 20, 2018 9:30 AM Video Board of Supervisors Regular Meeting

Added to the Consent Calendar at the request of Vice President Chavez and Supervisor Wasserman.

MOVER:Ken Yeager, Supervisor
SECONDER:Mike Wasserman, Supervisor
AYES:Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian