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10.1. SR 10-05-2015City of Elk — River Request for Action To Item Number Mayor and City Council 10.1 Agenda Section Meeting Date Prepared by Worksession October 5, 2015 Tim Simon, Finance Director Item Description Reviewed by 2016-2020 Capital Improvement Plan Cal Portner, City Administrator Reviewed by Action Requested Continue review of 2016-2020 Capital Improvement Plan. Background/Discussion On August 10, 2015, we reviewed the 2016-2020 equipment purchase requests with the Fleet Committee. City Engineer, Justin Femrite, will present the infrastructure improvement funds and Information Technology Manager, Bob Pearson, will present the technology replacements for the next five years. Pavement Management Fund The fund was created in 2013 to provide long-term funding for our Pavement Management Program. The primary revenue source is the franchise fee along with Municipal State Aid for designated projects. An additional revenue is the 3 -year repayment from the City of Ramsey for the 2015 Jarvis Street project. Municipal State Aid (MSA) The city engineer will review future MSA allocations and estimates and the impact on the Pavement Management Fund. MSA will fund a portion of the street projects in 2017 and 2019. MSA funds were advanced in 2015 and will be repaid from our next year's allocation. The maintenance (sealcoat/overlays) portion of MSA goes into the Pavement Management Fund to offset the cost of the sealcoating/smaller overlay preventative maintenance. Trunk Utilities Fund The city maintains a Trunk Utilities Fund made up of special assessment revenue from water and sewer improvement projects. They are to be used on certain trunk water and sewer expansion and improvement projects. The funds may be used only for trunk connections and improvements in the area for which the assessments were collected unless there is no further need in the existing area; then they may be used in another area. These funds would be used in lieu of a bond issue on future expansion of the systems and waiting for future revenues to repay the bonds. 2016 project Zone Estimated Cost Project Description Eastern $300,000 Well #9 Filter project to provided added capacity. P a w E A E U a r NaA f RE] Street Improvement Reserve Fund This fund covers annual road and infrastructure improvements not intended to be funded by the Pavement Management Fund including some boulevard and median enhancements. Special assessment repayments and bond levies were the main funding sources for the fund which will end shortly as we no longer assess for street improvements and bond for street projects. Technology Information Technology Manager, Bob Pearson will review the 2016-2020 IT software and hardware for the city. Next meeting: Review the following CIP funds on November 2: ■ Government Building Fund ■ GRE Reserve Fund ■ Development Fund (City) ■ Capital Outlay Reserve Fund ■ Park Improvement Fund ■ Park Dedication Fund Financial Impact N/A Attachments ■ 2016-2020 Capital Improvement Plan worksheets N:\Public Bodies\Agenda Packets\10-05-2015\Final\x10.1 sr Capital Improvement Plan 1005.docx Capital Improvement Plan 2016 ihru 2020 City of Elk River, Minnesota Project # PM -01 Project Name Pavement Management Program Department Infrastructure Improvements Contact Engineer Type Improvement Useful Life 25 years Category Street & Utility Construction Priority n/a Description I Zeplace, overlay or rehabilitate aged and deteriorated streets, storm drainage, and adjacent walks. Projects will be completed every other year. Justification I ndividual street pavement conditions will dictate what pavement management technique will be utilized to extend the life of that specific street segment. These techniques may range from a full reconstruction of the surface and aggregate base to simply overlaying the existing pavement. As hey are implemented, the prescribed techniques will continually be gauged to assure their performance is proper in extending the life of our Expenditures 2016 2017 2018 2019 2020 Total Construction/Maintenance 4,480,000 4,500,000 8,980,000 Preliminary Design 100,000 100,000 100,000 300,000 Total 100,000 4,480,000 100,000 4,500,000 100,000 9,280,000 Funding Sources 2016 2017 2018 2019 2020 Total Municipal State Aid 1,000,000 1,000,000 2,000,000 Pavement Management Fund 100,000 3,330,000 100,000 3,350,000 100;000 6,980,000 Storm Sewer 150,000 150,000 300,000 Total 100,000 4,480,000 100,000 4,500,000 100,000 9,280,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN y�y�-+_-- o 0.35 0.7 1A �� � dvv Miles Elk. 0 0.35 0.7 1 A RIVV r I Miles L111\�� River Capital Improvement Plan 2016 ihru 2020 City of Elk River, Minnesota Project # SC -03 Project Name Pavement Preventative Maintenance Description I 'reventative maintenance on our streets includes sealcoating, crackfilling and small overlay projects. Department Infrastructure Improvements Contact Street Supt. Type Maintenance Useful Life 7 years Category Street Maintenance Priority n/a Justification I t is important to complete annual preventative maintenance on our pavements to extend their service life. This investment is completed on egments between larger comprehensive reconditioning or reconstruction. Expenditures 2016 2017 2018 2019 2020 Total Construction/Maintenance 450,000 450,000 450;000 475,000 475;000 2,300,000 Total 450,000 450,000 450,000 475,000 475,000 2,300,000 Funding Sources 2016 2017 2018 2019 2020 Total Municipal State Aid 351,457 358,486 365,656 372,969 380,428 1,828,996 Pavement Management Fund 98,543 91,514 84,344 102,031 94,572 471,004 TOW 450,000 450,000 450,000 475,000 475,000 2,300,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN Revenues Charges for Services Franchise Fee Other Revenue Interest City of Ramsey Municipal State Aid (MSA) Transersln Storm Water Total Revenue Expenditures Capital Outlay Sealcoat/Overlay program Total Expenditures Revenues less Expenditures Fund Balance - Beginning Fund Balance - Ending City of Elk River Pavement Managment CIP analysis 2014 2015 2016 2017 2018 2019 Actual Estimate Estimate Estimate Estimate Estimate 2020 2021 1,316,244 1,350,000 1,350,000 1,350,000 1,350,000 1,350,000 1,350,000 1,350,000 27,696 34,958 36,433 56,758 38,724 66,153 25,435 49,053 - - 167,091 167,091 167,091 - - - 301,951 3,426,540 351,457 1,358,486 365,656 1,372,969 380,428 1,340,046 - 150,000 - 150,000 - 150,000 - 150,000 1,645,891 4,961,498 1,904,981 3,082,335 1,921,471 2,939,122 1,755,863 2,889,099 157,945 4,497,956 100,000 4,480,000 100,000 4,500,000 100,000 4,750,000 364,968 365,199 450,000 450,000 450,000 475,000 475,000 500,000 522,913 4,863,155 550,000 4,930,000 550,000 4,975,000 575,000 5,250,000 1,122,978 98,343 1,354,981 (1,847,665) 1,371,471 (2,035,878) 1,180,863 (2,360,901) 1,207,541 2,330,519 2,428,862 3,783,843 3,307,648 1,271,770 2,452,633 2,330,519 2,428,862 3,783,843 1,936,177 1,271,770 2,452,633 91,732 Municipal State Aid (MSA) Balance 2% 2% 2% 2% 2% 2015F 2016F 2017F 2018F 2019F 202OF Beginning balance $ 1,614,101 $ (434,176) $ 620,194 $ 695,652 $ 1,792,619 $ 1,911,526 New Allotment(average) 1,378,262 1,405,827 1,433,944 1,462,623 1,491,875 1,521,713 Pavement Management Plan" (3,081,974) - (1,000,000) - (1,000,000) - Municipal Maintence* (344,565) (351,457) (358,486) (365,656) (372,969) (380,428) Ending Balance $ (434,176) $ 620,194 $ 695,652 $ 1,792,619 $ 1,911,526 $ 3,052,810 *=25% of MSA allocation (2016-2020) "=State -aid roads portion of pavement management plan Capital Improvement Plan 2016 Mr, 2020 City of Elk River, Minnesota Project # II -42 Project Name Well #9 Filter Plant Description ?RMU well 99 filter project. Department Infrastructure Improvements Contact Engineer Type Infrastructure Useful Life 20 years Category Street & Utility Construction Priority n/a Justification I This project is the third and final phase of a multi-year water capacity improvement plan to provide added capacity to serve growth in Natures Edge 3usiness Center and the eastern areas of the urban services district. Expenditures 2016 2017 2018 2019 2020 Total Construction/Maintenance 300,000 300,000 Total 300,000 300,000 Funding Sources 2016 2017 2018 2019 2020 Total Trunk Utility Fund 300,000 300,000 Total 300,000 300,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN Capital Improvement Plan 2016 Mr, 2020 City of Elk River, Minnesota Project # 11-39 Project Name Proctor Ave water main Description I Vdd new water main connecting Highland Road to Proctor Ave near the public works building. Justification ncrease system capacity to the north. Department Infrastructure Improvements Contact Engineer Type Infrastructure Useful Life 20 years Category Street & Utility Construction Priority n/a Expenditures 2016 2017 2018 2019 2020 Total Construction/Maintenance 250,000 250,000 Total Funding Sources 2016 250,000 2017 2018 2019 250,000 2020 Total Trunk Utility Fund 250,000 250,000 Total 250,000 250,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN 2014 Balance 2015 Activity Trunk Utilities Fund NW Area Well #7 WaterMain Eastern Area NEBC development Sewer Mining Study Sewer Sewer Plant Expansion Sewer Transfers Sewer Water Well #9 engineering 580,057.54 Assessment Revenue 343,102.84 44477 2016 Activity 144,952.14 144,952.14 - Assessment Revenue - 44477 - Transfers - - Well #9 Filter 2017 Activity Assessment Revenue 278,366.00 44477 (4,609.50) Proctor Ave. Watermain 2018 Activity - Assessment Revenue 44477 2019 Activity (100,000.00) Assessment Revenue 2020 Activity (141,000.00) Assessment Revenue Estimated Balance Trunk Utilities Fund NW Area Western Area Eastern Area NE Area Sewer Water Sewer Water Sewer Water Sewer Water 580,057.55 580,057.54 610,342.64 343,102.84 1,865,730.05 271,091.69 144,952.14 144,952.14 - - - - - (329,490.13) - - 278,366.00 278,366.00 (4,609.50) (4,609.50) - - (546,000.00) (100,000.00) (213,000.00) - (141,000.00) 20,000.00 30,000.00 - - (60,000.00) 500.00 500.00 500.00 500.00 500.00 500.00 500.00 500.00 - - - - (343,102.84) 3,952.14 488,054.98 (3,952.14) (144,952.14) - - - (300,000.00) 500.00 500.00 500.00 500.00 - (250,000) 500.00 500.00 500.00 500.00 31,448.05 327,448.04 510,342.64 0.00 1,955,048.19 378,022.54 0.00 0.00 Capital Improvement Plan 2016 Mr, 2020 City of Elk River, Minnesota Project # II -35 Project Name Boulevard Improvements Description Co achieve beautification goal for boulevard improvements Justification I Several improvements to existing boulevards are planned: Twin Lakes Road (north of 171st) 193rd (west of County Road 13, east of Xavier) Department Infrastructure Improvements Contact Planning Manager Type Improvement Useful Life 15 years Category Landscaping/Boulevards Priority n/a Expenditures 2016 2017 2018 2019 2020 Total Construction/Maintenance 100,000 80,000 180,000 Total Funding Sources 100,000 2016 80,000 2017 2018 2019 180,000 2020 Total Street Improvement Reserve 100,000 80,000 180,000 Total 100,000 80,000 180,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN Capital Improvement Plan 2016 Mr, 2020 City of Elk River, Minnesota Project # II -33 Project Name Intersection Improvements Description I mprove major intersection with landscaping Justification I 3eautification of School/169, Jackson/169, Proctor/10, Main/10, and 171st/10 intersections Department Infrastructure Improvements Contact Planning Manager Type Irnprovement Useful Life 15 years Category Landscaping/Boulevards Priority n/a Expenditures 2016 2017 2018 2019 2020 Total Construction/Maintenance 40,000 30,000 70,000 Total Funding Sources 40,000 2016 2017 30,000 2018 2019 70,000 2020 Total Street Improvement Reserve 40,000 30,000 70,000 Total 40,000 30,000 70,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN Capital Improvement Plan 2016 ihru 2020 City of Elk River, Minnesota Project # II -32 Project Name Eastern Area Trail & Mobility Imp. Department Infrastructure Improvements Contact Engineer Type Infrastructure Useful Life 15 years Category Traillrnprovements Priority n/a Description ,onstruct the missing pieces of trail along the east side of Twin Lakes Road from the Northstar commuter rail station to Trott Brook Parkway. Vlso provide ADA compliant sidewalks and pedestrian ramps along Line Avenue from Main Street to 3rd Street. Justification I This trail/sidewalk project will provide safe connectivity of our existing off street trail and sidewalk systems in the area. Expenditures 2016 2017 2018 2019 2020 Total Construction/Maintenance 520,000 520,000 Total 520,000 520,000 Funding Sources 2016 2017 2018 2019 2020 Total Federal Grants 160,000 160,000 Street Improvement Reserve 360,000 360,000 TOtal 520,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN 520,000 Capital Improvement Plan 2016 Mr, 2020 City of Elk River, Minnesota Project # 11-00 Project Name Line Avenue cul-de-sac Description I >tudy and implement improvements to cul-de-sac Line Avenue north of Main St. Department Infrastructure Improvements Contact Engineer Type Infrastructure Useful Life 25 years Category Street Construction Priority n/a Justification I This proposed enhancement project is being considered to improve traffic flow and safety of the transportation system in the area. Expenditures 2016 2017 2018 2019 2020 Total Construction/Maintenance 400,000 400,000 Preliminary Design 15;000 15,000 Total 15,000 400,000 415,000 Funding Sources 2016 2017 2018 2019 2020 Total Street Improvement Reserve 15,000 400,000 415,000 TOW 15,000 400,000 415,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN Capital Improvement Plan 2016 Mr, 2020 City of Elk River, Minnesota Project # SL -09 Project Name Signal Light Painting Description I 'aint signal systems at School/Jackson Avenue and School/Lions Park Drive Department Infrastructure Improvements Contact Engineer Type Improvement Useful Life 20 years Category Street Maintenance Priority n/a Justification I keeording to MNDOT/City signal agreements it is the responsibility of the City to repaint signal systems as needed to preserve our assets. The last systems will be scheduled for painting in 2016 or as their condition requires. Expenditures 2016 2017 2018 2019 2020 Total Construction/Maintenance 12,000 12,000 Total 12,000 12,000 Funding Sources 2016 2017 2018 2019 2020 Total Street Improvement Reserve 12;000 12,000 Total 12,000 12,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN Capital Improvement Plan 2016 Mr, 2020 City of Elk River, Minnesota Project # QZ Project Name Quiet Zones Description ?stablish a quiet zone at all street crossings along the BNSF rail line. Department Infrastructure Improvements Contact Engineer Type Infrastructure Useful Life 25 years Category Street Construction Priority n/a Justification I This project will involve the installation of supplemental safety measures and wayside horns to qualify the entire rail corridor through Elk River as i quiet zone. Expenditures 2016 2017 2018 2019 2020 Total Construction/Maintenance 1,350,000 1,350,000 Total 1,350,000 1,350,000 Funding Sources 2016 2017 2018 2019 2020 Total Liquor Fund 850,000 850,000 Street Improvement Reserve 500,000 500,000 TOW 1,350,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN 1,350,000 09/30/2015 09/29/2015 CITY OF ELK RIVER Street/Capital Improvement Budget Expenditures Remaining street bond levies - Estimate Estimate Estimate Estimate Estimate Estimate - 2014 2015 2016 2017 2018 2019 2020 Beginning Cash Balance 1,930,306 2,048,941 1,981,977 880,269 290,732 142,624 146,190 Sources of Funds 28,890 12,000 - Eastern Area trail and mobility 9,356 Special Assessments (pre-paids) 52,684 - - - - - - Special Assessments (outstanding) 151,998 102,650 62,885 46,080 43,940 Other Revenues 8,555 - 160,000 - - - - Transferin 1,081,287 - - - - - - Interest 18,186 30,734 39,640 17,605 7,268 3,566 3,655 Total Sources of Funds 1,312,710 133,384 262,525 63,685 51,208 3,566 3,655 Expenditures Remaining street bond levies - 181,348 177,233 173,222 169,316 Intersection Enhancements 29,245 - - - - Intersection Improvements (landscaping) 43,188 19,000 40,000 - 30,000 Boulevard Improvements - 100,000 80,000 - Signal light/signal painting 28,890 12,000 - Eastern Area trail and mobility 9,356 �� 520,000 Quiet Zone improvements 16,394 500,000 Natures Edge Business Park 1,042,706 - Miscellaneous 21,596 - - Line Avenue enhancements - 15,000 400,000 Debt service/arbitrage 2,700 - - - Total Street/Capital Improvement Uses of Funds - 1,194,075 200,348 1,364,233 653,222 199,316 - - Ending Cash Balance 2,048,941 1,981,977 880,269 290,732 142,624 146,190 149,845 Capital Improvement Plan 2016 Mr, 2020 City of Elk River, Minnesota Project # TC -01 Project Name Annual Technology Upgrades Description Department Technology/Communications Contact 1T Coordinator Type Equipment Useful Life Unassigned Category Technology/Communiciations Priority n/a 2016 - Enterprise backup system, fiber network enhancements, security camera replacements, arbitrator storage upgrade, mobile management system and Microsoft refresh 2017 - Enterprise backup system, virtualization upgrade/blade, financial software upgrade/replacement and fiber network enhancements 2018 - Laserfiche upgrade, hardware/enterprise switchATS, fiber network enhancements and virtual desktop 2019 - Security camera replacement and fiber network enhancements 2020 - Enterprise backup system, fiber network enhancements, laptops/computers council and Microsoft refresh Justification I Annual replacement and upgrade of information technology software/hardware Expenditures 2016 2017 2018 2019 2020 Total Equipment 166,000 125,000 145,000 30,000 150,000 616,000 Total Funding Sources 166,000 2016 125,000 2017 145,000 2018 30,000 2019 150,000 2020 616,000 Total Capital Outlay Reserve 166,000 125,000 145,000 30,000 150,000 616,000 Total 166,000 125,000 145,000 30,000 150,000 616,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN City of Elk River Technology/Software Improvements Expenditures Enterprise backup system Laserfiche upgrade Hardware/Enterprise switch/ UPS Virtualization upgrade/blade Fiber Network Enhancements Security Camera Replacement Arbitrator Storage Upgrade Mobile management system Laptops/Computers Council Microsoft Refresh Financial Software upgrade/replacement Virtual Desktop Total Expenditures Funding Sources Capital Outlay Reserve Fund Total 2016F 2017F 2018F 2019F 2020F 15,000 40,000 - - 30,000 - - 10,000 - - 25,000 - - - 15,000 - - - 10,000 10,000 10,000 10,000 10,000 10,000 - - 20,000 - 20,000 - - - 15,000 - - - - - - - - 10,000 96,000 - - - 100,000 - 60,000 - - - - - 100,000 - - 166,000 125,000 145,000 30,000 150,000 166,000 125,000 145,000 30,000 150,000 166,000 125,000 145,000 30,000 150,000