5.4. SR 10-11-2010Item # 5.4.
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~ ;V~~ MEMORANDUM
TO: Mayor and City Council
FROM: Lori Johnson, City Administrator
DATE: October 11, 2010
SUBJECT: Capital Improvement Plan
The draft Capital Improvement Plan (CIP) for 2011 to 2015 is attached for your review.
Consistent with past years, staff will review the projects in the CIP in more detail at the
meeting and take input from the Council. We will discuss all of the projects; however, the
main focus will be on 2011 projects. The final CIP with the Council changes incorporated
will be brought back for adoption in December.
Finance Director Tim Simon's memo highlights briefly each of the funds included in the
CIP and provides detail on the projects including proposed timing and estimated costs. In
addition, there are several other items I wanted to bring to the Council's attention.
Earlier this year staff recommended to the Council that the percentage of Municipal State
Aid (MSA) allocated to maintenance of MSA routes be increased from five percent up to as
high as 25 percent. The concern is that five percent of the MSA covers only a fraction of
the maintenance that should be done annually to preserve and extend the life of the existing
transportation system. Increasing the MSA funding, at least for several years, will provide
funding to better maintain the City's existing MSA routes at the level needed to extend the
life of the system as long as possible. Although this is not included in the CIP, it does have
an impact as it reduces MSA available fox other MSA projects. As you review the CIP you
will note that MSA funding is programmed for the Industrial Park street improvements that
were delayed this year. The City receives approximately $1,000,000 of MSA annually thus
there is adequate funding for projects such as this after increasing the maintenance allocation
up to 25 percent. In addition, there would be money remaining each year to fund grants that
require matching funds. City Engineer Justin Femrite will request final action on this request
in the near future to meet the December 15 deadline.
Another of the other main CIP discussions is park improvement and maintenance funding.
With the drastic reduction in park dedication fees, other funding for existing obligations has
been necessary. The park discussion will encompass several funds, Park Dedication, Park
Improvement and RDF reserve funds.
Further, in July 2010 the City received its first payment from Great River Energy (GRE) as
required by the Peaking Plant Agreement. The Agreement calls for payments of $375,000
for 2010 - 2014. These funds are available for use as the Council desires. Options include,
to name a few, funding unexpected opportunities and matching grant requirements, writing
down the YMCA tax levy, funding the public works building, or keeping the funds in reserve
until the Council determines a need. There is no requirement for the Council to identify a
use for the funds now. The funds will remain available in a reserve fund until such time as
the Council has identified a use for the funds.
Additionally, the public works master planning efforts are underway to better define the
space needs of the public works and parks departments and to estimate the project cost.
This project is programmed in the CIP in 2012 with phase one, the fuel island, beginning in
2011. Depending upon the possible phasing of the project and the cost, the timing could
change. For instance, the $2.5 million of funding from the Liquor fund is available anytime.
If the project can be phased to match that funding, construction could begin earlier.
Finally, staff looks forward to discussing the CIP with the Council and getting your input on
project priorities, timing, and funding. As I stated earlier, your input will be included in the
final CIP that will be presented to the Council for adoption in December.
Item 5.4.
'~` µ
J
1" s ayor and ity oasncil
Tian Sianon, Finance irector
l" s ctoer I I, 2010
U J °Tt 0 I I -20 15 apital lanproveent Plan ( I ~
The purpose of the discussion is to provide preluninary information regarding projects proposed to
be funded. The document is prepared to anticipate major expenditures in advance of the year they
may become budget requests. Projects listed in the first year are included in the budget and upon
each annual update of the CIP some projects will be deleted, added, or even delayed. Much of our
discussion will focus on the 2011 portion of the CIP. After we review the cash flows and projects, I
will put together the document.
Equipment Replacement Fund (Exhibit A).
This fund was reviewed in detail at the August 9, 2010 Council worksession. The only revision from
that review was moving the plow and hitch replacement from the Streets general fund budget to the
equipment replacement fund. This is reflected as item No. 15 on the equipment list.
Street Improvement Reserve Fund (Exhibit B).
This fund covers annual improvements on roads in the city. Special assessment repayments are the
main funding source in the fund. Justin Femrite, City Engineer will be at the meeting to discuss the
proposed projects for the current CIP.
The 2011 projects that Mr. Femrite will discuss are attached. The first one is the Evans/2"dStreet/
Freeport project, and the second proposed project will be Industrial Blvd/Triangle Road
improvement. The future projects will be developed as Mr. Femrite gets farther into updating the
pavement management program.
Palk Improvement Fund (Exhibit C).
The park improvement fund was created to provide a funding source for replacement and further
build out of our current parks. The funding source is an annual transfer from the municipal liquor
store based on a percentage of profits. The expenditures planned in 2011 are playground safety
repairs/supplies, re-lamp the Orono softball fields, and several well upgrades at various fields. The
subsequent years will be updated with the CIP based on available funding.
Park Dedication Fund (Exhibit D).
The park dedication fund has seen a drop in revenues in recent years as the recording of new plats
has slowed. This fund currently has two contract for deed obligations for land acquisitions;
1)Malmstrom property will be paid in full in 2011, 2)Pinewood golf course will be paid in full in
2013 with a balloon payment. In 2010, enough park dedication revenues were received to cover the
obligations for the current year. With the fixed payments and the estimated revenues no projects
have been programmed in the current CIP until revenues increase to fund obligations or any internal
loans are repaid.
The GRE Reserve fund and park improvement fund have had the cash available at the end of the
year to make an interfund loan.
GRE Reserve Fund (Exhibit E).
The GRE reserve fund receives revenues from the RDF plant. This fund had been used for building
debt on the 1997 City hall refunding bonds which were called and paid in full in 2009. In addition,
this was identified several years ago to make half of the Pinewood contract for deed payments. The
cash analysis assumes the RDF plant continues operation. The fund balance is being reserved for
half the balloon payment on the Pinewood golf course in 2013. If park dedication revenues don't
increase, this fund would be a logical choice to make an internal loan to the park dedication fund for
the other half of the Pinewood payment.
Starting in 2010, the City has received a payment from GRE for the pealing plant expansion.This
amount will be received over the next 5 years. The amount at this point will go in this fund and
easily tracked as Council determines the use of this source of revenue.
Technology Replacements (Exhibit F).
Technology replacement for the most part is funded out of the IT operating budget. Over the next
couple of years the major item that is starting to be planned is the phone system replacement. With
the virtualization purchase the hardware/server replacements have been reduced rather significantly.
tither items to consider
® Grant opportunities are being pursued for pedestrian trails.
® Government buildings fund, and ice arena capital projects will be reviewed at the next
meeting.
® Municipal State aid fund and a review of all existing and potential new debt service levies will
be reviewed next month.
Enterprise Funds
These funds will be discussed at the November 11`" worksession. Staff will be presenting the CIP
expenditures and rate recommendations at that point.
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Capitai Im~overnent Ilan 2011 thrzr 2015
City of Elie IZiver,lVlil~lesota
Project # p-01
I'rojcct Namc Pavement Ndanagement JI'rogram
T'ypc Improvement Priority n/a
Uset'ut Life 2,5 years (:ontact Engineer
Category Street & Utility Construction Qeparhnent Inti~astruchire Improvements
Description -
Replace aged and deteriorated streets, water mains, sewer mains, storm drainage, and pedestrian pathways. 201 1 project
will include Evans, Raih•oad, 2nd street and Freeport,
Justification
Method of improvement for aging Infrastructure that cannot be rehabilitated by other methods.
>Jxpenditures 2011 2012 2013 2014 2015 Total
Construction/Maintenance 1,100,000 1,500,000 1,500,000 4,100,000
Total 1,100,000 1,500,000 1,500,000 4,100,000
Funding Sources 2011 2012 2013 2014 2015 Total
Special Assessments 363,000 500,000 500,000 1,363,000
Street Improvement Reserve 737,000 737,000
Tax Supported Bond Issue 1,000,000 1,000,000 2,000,000
Total 1,100,000
1,500,000
1,500,000 4,100,000
Page I
Capitai Improvement flan 2011 chrii 2015
City of Elie 'ver,lVlinnesata
Project # w_03
Project Name AssessabDe Street Overlay Projects
Type Improvement Priority n/a
Useful l,ifc IS years Contacf Engineer
Category Sweet Maintenance Department Infrasp~ucture Improvements
_- ---_ _
,Description
Street overlay projects or other street rehabilitation procedures that are assessable to benefitting properties. The 2011
project includes the Industrial Blvd, Triangle Road project.
Justification
__
An overlay of streets starting to show surface wear will extend their useful life and postpone the need for a much more
expensive reconstruction project.
>;xpenditures 2011 2012 2013 2014 2015 Total
ConstructionlMaintenance 400,000 600,000 650,000 1,650,000
Total 400,000 600,000 650,000 1,650,000
Funding Sources 2011 2012 2013 2014 2015 Total
Municipal State Aid 250,000 250,000
Special Assessments 150,000 600,000 650,000 1,400,000
Total 400,000 600,000 650,000 1,650,000
Page I
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2011 2012 2013 2014
Expenditures
In squad Video upgrade 20,000
Laserfiche upgrade 13,000
Virtualization repayment 10,900 10,900 10,900 10,900
SQL server upgrades 26,000
Hardware/Enterprise switch/ UPS 30,000 52,000
2004- Phone system replacement 150,000
Virtualization refresY~
Miscrosoft Office
Total Expenditures 69,900 40,900 160,900 62,900
Funding Sources
General Fund Operating 69,900 40,900 10,900 62,900
Capital Outlay Reserve 150,000
2015
70,000
70, 000