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10.3. SR 11-02-2015 E04y1� ,.,�� Request for Action River To Item Number Mayor and City Council 10.3 Agenda Section Meeting Date Prepared by Work Session November 2, 2015 Tim Simon, Finance Director Item Description Reviewed by Review 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 2016-20 equipment purchase requests with the Fleet Committee, and on October 5, 2015 we reviewed the 2016-20 street infrastructure, trunk utilities, and information technology worksheets and cash flows. Government Building Fund This fund covers building construction and maintenance,landscaping, and remodeling pro)ects for municipal buildings. The building maintenance supervisor worked with the department directors to estimate the 20-year building replacement/repairs. The CIP covers five years of the 20-year plan. These numbers are estimates and are updated annually. The Landfill Expansion Fee and interest earnings are the primary funding sources. The fund covers the public works and library facility debt service payments. We anticipate calling in the Library bonds on their call date of 02/01/16 based on estimated cash balances available which will save approximately$541,000 in interest costs. The facility plan will help prioritize the upcoming replacement/repairs of several buildings. 2016 primary projects include: Activity Center—roof replacement,boilers,ventilation,AC unit,lighting etc. ($237,597) Fire Station #1 —Backup generator replacement ($40,000) Fire Stations —Master facility plan study ($40,000) Public Safety Building—Turnout gear washer, front office cubicle redesign ($19,000) Facility Study— ($75,000) City Hall— space redesign in administration department ($18,000) Sealcoating-municipal buildings ($12,000) Development Fund (City) The Development Fund has a cash balance of$722,876 as of 9/30/2015;less using the remaining Spectrum payment in lieu of fees ($90,600) leaves a balance of$632,226. This fund was used to develop Northstar Business Park and Natures Edge Business Center—I&II. The primary revenues are Conduit POWERED 6T Template Updoted 4/14 INAMIRE1 Bonding administrative fees, tax abatement repayments for economic development projects, Preferred Powder's internal loan and future land sales in NEBC. Capital Outlay Reserve Fund Funded only by interest income and donations, this fund has been used for the purchase and replacement of IT hardware and software and miscellaneous capital outlay items. The undesignated cash balance as of 09/30/14 is $898,894. If all our 2016 capital outlay items ($278,500) and the remaining 2017-20 technology ($450,000) are fully funded from the fund the remaining balance will be $170,394. The Human Resource Information System (HRIS) which was programmed in the 2015 CIP ($53,000) will be moved to 2016 as staff is still researching the software. In addition,we received cable franchise revenues from the Cable Commission to be used for technology and Council Chamber-related projects. Staff recommends the election equipment contribution to Sherburne County be funded out of the remaining balance ($45,000). Fleet Summary Provided as information as the Council reviewed the Equipment Replacement Fund with the Fleet Committee on August 10, 2015. Park Improvement Fund The Park Improvement Fund was created to provide a funding source for replacement and further build out/repairs of our current parks/trails. The current funding source is an annual transfer from the Municipal Liquor Store Fund based on a percentage (45%) of profits after approved transfers. Rivers Edge Common Park Funding options are in the attached CIP sheet. The primary source is anticipated to be an internal loan to Park Dedication from the GRE Reserve Fund repaid from future Park Dedication revenue. The retaining wall, stormwater modifications and sewer-related work are charged to the related funds. Park Dedication Fund Revenues increased at the end of 2014 with the recording of new plats after many years of no new plats, which eliminated the outstanding interfund loans. The fund currently has a cash balance of$84,000 as of 10/21/15, although it does have the outstanding Pinewood Contract For Deed obligation in which half of the final payment was committed from Park Dedication. GRE Reserve Fund • RDF payment We receive an annual payment for hosting the RDF plant based on annual MSW processed. Council identified this fund as a funding source for half of the Pinewood Contract For Deed payment. The cash forecast assumes the RDF plant continues operation and the payment remains at the new revised level. If Park Dedication revenues are insuffient to make half of the final Contract For Deed payment an internal loan can be made from this fund. Once Park Dedication revenues are sufficient this fund will be repaid. Staff recommends this as a potential ongoing funding source for beautification-related projects such as the wayfinding, boulevards, and development monument signs in lieu of several other options such as a N:APublic Bodies\Agenda Packets\11-02-2015\x10.3 sr CIP.docx developer's fee, EDA tax levy, city development fund, and budgeting an annual amount related to wayfinding as a line item levy. • Peaking Plantpayment From 2010 and thru 2014, the city received payment from GRE for hosting the peaking plant. This amount is coded to the GRE Reserve Fund but tracked separately. Several one-time capital expenditures have been coded against this revenue including;Ice Arena bond payoff, downtown parking lot acquisition and Bailey Point grant match. Other items The city and ERMU both share a wellness room for employees. The equipment is outdated and in some cases obsolete and in need of replacement. A wellness room committee,which was chaired by Patrol Captain Darren McKernan,has provided recommendations on various replacements with the goal of increased room usage and ease of use that provides a full range of workouts. The estimated cost is just over $24,000 from 2nd bind with ERMU providing half of the funding and the remaining city contribution coming out of the Capital Outlay Reserve Fund. The public safety departments will need to replace their portable radios in the next couple of years, and absent any grant funding, this will be a significant expenditure. We will be proposing at the end of the year if any remaining surplus beyond our reserve requirements exists, and after the quiet zones and other recommendations, that funds start being set aside for these replacements in the next few years as they are added to future CIP updates. Next meeting: Final prepared document will be approved on December 21, 2015. Financial Impact N/A Attachments ■ 2016-2020 Capital Improvement Plan Worksheets N:APublic Bodies\Agenda Packets\11-02-2015\x10.3 sr CIP.docx Capital Improvement Plan 2016 ahru 2020 Department Public Buildings City of Elk River, Minnesota Contact Paris&Rec.Director Type Study Project# BL-03 Useful Life Unassigned Project Name Multi-purpose community center feasibility study Category Buildings Priority n/a Description Multi-purpose community center feasibility study Justification Several facilities including Ice Arena,Activity Center,Lion's park are in need of some significant renovations/repairs in the near future. The study will determine the appropriate future use of those facilties and the possiblity of crcating one multi-purpose building. Expenditures 2016 2017 2018 2019 2020 Total Planning/Design 75,000 75,000 Total 75,000 75,000 Funding Sources 2016 2017 2018 2019 2020 Total Government Buildings Reserve 75,000 75,000 Total 75,000 75,000 2016-1020 DRAFT CAPITAL IMPROVE'ME'NT PLAN Capital Improvement Plan 2016 Mru 2020 Department Fire Stations City of Elk River, Minnesota Contact Fire Chief Type Maintenance Project# F$-01 Useful Life 25 years Project Name Fire Station#1 Category Building Maintenance Priority nla Description 2016-Master planning study on fire facilities and replacement of the backup generator. Justification Fire Station#1 was constructed in 1972 and based on age and condition requires repair and replacement costs. The purpose of the study is to lay the foundation for Fire Station facilities,specifically fire station#1 which was built in 1972,The study will provide short and long range planning options to explore facility construction options for existing and possibly future fire station locations. The generator is old federal surplus that is in need of replacement. It does not have an automatic transfer switch requiring the firefighters or staff to manually convert the station over to generator by hand. Parts are becoming obsolete to snake repairs. Expenditures 2016 2017 2018 2019 2020 Total Planning/Design 40,000 40,000 Equipment 40,000 40,000 Total 80,000 80,000 Funding;Sources 2016 2017 2018 2019 2020 Total Government Buildings Reserve 80,000 80,000 Total 80,000 80,000 2016-2020 DRAFT CAPITAL IMPRQYEMENT PLAN Capital Improvement Plan 2016 rhru 2020 Department Administration City of Elk River, Minnesota Contact city Clerk Type Maintenance Project# AD-06 Useful life Unassigned Project Name Administration space redesign Category Office Equipment Priority nla Description Administration department space redesign Justification Current furniture supplies are running low and it is unlikely that building maintenance will find the needed parts for offices to match what we have currently. The administration department has requested for several years to expand the workspace area. By ordering the same cubicles as the finance department,building maintenance will be able to take the old cubicles and maintain a supply for other department modifications. Expenditures 2016 2017 2018 2019 2020 Total Equipment 18,000 48,000 Total 18,000 18,000 Funding Sources 2016 2017 2018 2019 2020 Total Government Buildings Reserve 18,000 18,000 Total 18,000 18,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN Capital Improvement Flan 2016 rhru 2020 Department Public Buildings City of Elk River, Minnesota Contact Park&Rec.Director Type Maintenance Project# BL-U7 Useful Life Unassigned Project Name Activity Center Category Buildings Priority n/a Description 2016 projects include roof replacement,ventilation system,carpet,boilers,AC unit replacement,doors,lighting/ceiling tiles,EMS controls and replacing the exterior lighting with LED. Justification The activity center was built in 1975 and functioned as a library prier to it becoming the activity center. Projects will be prioritized pending facility plan review. Expenditures 2016 2017 2018 2019 2020 Total Building Maintenance 237,597 237,597 Total 237,597 237,597 Funding Sources 2016 2017 2018 2019 2020 Total Government Buildings Reserve 237,597 237,597 Total 237,597 237,597 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN Capital Improvement Plan 2016 mru 2020 Department Public Safety Building City of Elk River, Minnesota Contact Building Maintenance Supv. Type Maintenance Project# PS-03 Useful Life Unassigned Project Name Public Safety Building maintenance Category Building Maintenance Priority n/a Description 2016-Turnout gear washer(fire side,carried over from 2015),front office cubicle redesign(police) 2017-Carpet replacement in the remaining Police and Fire department 2017-Additional garage space(2018),with engineering starting in(2017) 2018-2nd floor buildout of the public safety building(2019),with engineering starting in(2018) 2019-floor tile replacement Justification The Public Safety building was built in 2002 and the traffic volume from staff and visitors has started to wear on the carpet and tiles.Due to additional traffic and space needs the Police department is in need of additional garage space and to help with flow of traffic. The 2nd floor of the Police department is not built out and the department is starting to plan for the eventual buildout of the 2nd floor. Expenditures 2016 2017 2018 2019 2020 Total Planning/Design 20,000 20,000 40,000 Equipment 19,000 19,000 Building Maintenance 20,000 25,000 45,000 Design/Construction 500,000 500,000 1,000,000 Total 19,000 40,000 520,000 500,000 25,000 1,104,000 Funding Sources 2016 2017 2018 2019 2020 Total Government Buildings Reserve 19,000 40,000 520,000 500,000 25,000 1,104,000 Total 19,000 40,000 520,000 500,000 25,000 1,104,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN 10/29/2015 A I B C O P a R S T 4 Building Reserve Capital Budget 5 update 10/4/15 Budget CIP CIP CIP CIP CIP 6 2015 2016 2017 2018 2019 2020 7 Beginning Cash Balance 3,787,741 3,891,342 3,704,979 3,965,968 3,744,458 3,583,959 8 9 Sources of Funds 10 11 Other Revenues 1,150,000 1,150,000 1,200,000 1,200,000 1,200,000 1,250,000 12 Bond Proceeds - - - - - - 13 Miscelleanous 18 Transfer In(Other sources) 20 Interest earnings 56,816 38,913 55,575 59,490 74,889 71,679 21 Total Sources of Funds 1,206,816 1,188,913 1,255,575 1,259,490 1,274,889 1,321,679 22 23 Expenditures 24 25 Fire Station Expansion#3 - - - - - - 30 Public Works-woodshop build out 30,000 31 Public Works-Co2/No2 detectors 10,000 - - - - - 33 City hall carpet replacement - - - - - - 34 City hall roof repair - - - - - - 35 City hall RTU's - - - - - - 36 City hall paint repair exterior - - - - - - 37 City hall EMS control upgrades - - - - - - 38 Public facility feasibility study - 75,000 - - - - 39 City hall(space redesign) 18,000 40 City hall parking lot repair - - - - - - 43 Public Safety building-carpet 50,000 20,000 - - 44 Public Safety building-2nd floor buildout - - 20,000 500,000 45 Public Safety building-additional garage spa( 20,000 500,000 - 46 Public Safety building-garage floor - - - - - - 47 Public Safety building-parking lot repairs - - - - - - 48 Public Safety building-Roof-top units - - - - - - 49 Public Safety building-Fire side remodel 35,000 50 Public Safety building-Roof - - - - - - 51 Public Safety building-floor tiles - - - - - 25,000 52 Public Safety building-turnout gear/washer --S 13,000 - - - - 53 Public Safety building-front office cubicle redesign 6,000 54 Public Safety building-floor repair - - - - - - 56 Fire Station#1-Roof - - - - - - 57 Fire Station Master Facility Plan - 40,000 - - - - 58 Fire Station#1-Garage Floor 30,000 - 59 Fire Station#1-Parking lot - - - - - - 60 Fire Station#1-Lighting Retrofit - - - - - - 61 Fire Station#1-Garage Doors - - - - - - 62 Fire Station#1-Roof top units - - - - - - 63 Fire Station#1-Water meter&water heater - - - - - - 64 Fire Station#1-furnace - - - - - - 65 Fire Station#1-backup generator 40,000 66 Fire Station#1-service doors - -67 68 Lion's Park-Automatic doors - - - - - - 69 Lion's Park-warming house - - - - - - 70 Lion's Park-carpet - - - - - - 71 Lion's Park-Furnace - - - - - - 72 Lion's Park-Relocation - - - - - - 73 74 Activity Center-Roof 100,000 - - - - 75 Activity Center-Boilers -11, 10,800 - - - - 76 Activity Center-Ventilation -11, 20,000 - - - - 77 Activity Center-AC units ­► 25,000 - - - - 78 Activity Center-Carpet/Tiles -11, 20,800 - - - - 79 Activity Center-EMS controls ­► 17,487 - - - - 80 Activity Center-office redesign 9,000 - 81 Activity Center-Exterior Lighting - 11,040 - - - - 82 Activity Center-Doors -11, 10,820 - - - - 83 Activity Center-Interior Lighting/ceiling tiles -11, 21,650 - - - - 84 85 Sealcoating program(Gov't buildings) 11,300 12,000 22,000 30,550 2,500 1,500 86 Public Safety Bldg(DSF) 250,000 250,000 250,000 250,000 250,000 250,000 90 Miscellaenous projects(future building repair,, 10,000 10,000 10,000 10,000 10,000 10,000 91 2012A Bonds(PW Building)-02/01/21 call 436,150 437,425 437,125 435,975 434,725 433,375 93 2022A Bonds(Fire Station) - - - 94 2006C Bonds(Library Debt) 231,765 2-3-6-,25-51 235,460 234,475 238,163 236,521 102 Total Building Reserve Uses of Funds 1,103,215 1,375,277 994,585 1,481,000 1,435,388 956,396 103 104 Ending Cash Balance 3,891,342 3,704,979 3,965,968 3,744,458 3,583,959 3,949,242 105 106 Cash reserve balance for future repairs/maint. 300,000 350,000 400,000 450,000 500,000 550,000 107 108 Total cash available 3,591,342 3,354,979 3,565,968 3,294,458 3,083,959 3,399,242 109 110 Library Outstanding Principal Balance 2,260,000 2,110,000 1,955,000 1,795,000 1,625,000 111 pay off bonds 2016 CAPITAL OUTLAY Funding Source Requested General Ice Waste Capital Outlay Liquor Gott Department Department Item Amount Fund Arena Water Fund Reserve Fund Bldg Fund Other Total Mayor&Council Community Survey(removed) Police Front Office workstation redesign 6,000 6,000 Arbitrator Interview Room 34,500 34,500 40,500 40,500 Building Maintenance LED parking lot lights replacement 10,000 10,000 - - 10,000 10,000 Administration Election equipment-City contribution 45,000 45,000 Cubicle modification 18,000 18,000 63,000 63,000 IT Security Camera Storage 10,000 10,000 Enterprise backup system 15,000 15,000 Mobile Computer mgmt. 15,000 15,000 Arbitrator Storage 20,000 20,000 Fiber Network 10,000 10,000 Microsoft refresh 96,000 96,000 166,000 166,000 Streets/Snow removal/Fleet Truck Mounted Message Board 12,000 12,000 12,000 12,000 Fire Backup Generator replacement Station#1 40,000 40,000 SCBA air packs-moved to 2015(Baldwin Township) Thermal Image Ladder#1 11,000 11,000 51,000 51,000 Subtotal General Fund Departments 342,500 278,500 64,000 342,500 Ice Arena Zamboni replacement 127,850 127,850 Expand locker room#5 8,500 8,500 Heating venting system for barn locker rooms 45,000 45,000 Freon Detector for the barn ice plant room 25,000 25,000 Exhaust system for make-up for charging Zam. 30,000 30,000 Replace inferred heating in barn 20,000 20,000 256,350 256,350 Parking lot curbing 9,000 9,000 Library Light replacements(LED) 10,000 10,000 19,000 19,000 Total $617,850 $0 $256,350 $0 $278,500 $0 $19,000 $617,850 Note:Vehicle and equipment replacement for non-enterprise funds will be reviewed with the 2016.2020 equipment replacement fund. Capital Improvement Plan 2016 t/Tru 2020 Department Police City of Elk River, Minnesota Contact Police Chief Type Equipment Project# PD-08Type Life Unassigned Project Name Arbitrator Interview Room System Category Technology/Gommuniciations Priority n/a Description Panasonic arbitrator interview room system Justification Install new cameras and software system for the four interview rooms. The current system is experiencing some issues and the new Panasonic system will match the ones used in the squad cars. Expenditures 2016 2017 2018 2019 2020 Total Software/Hardware 34,500 34,500 Total 34,500 34,500 Funding Sources 2016 2017 2018 2019 2020 Total Capital Outlay Reserve 34,500 34,500 Total 34,500 34,500 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN Capital Improvement Flan 2016 thru 2020 Department City Hall Maintenance City of Elk River, Minnesota) Contact Building Maintenance Supv. i'ype Equipment Project# C$-06 Useful Life Unassigned Project Name LED parking lot lights Category Maintenance projects Priority n/a Description LED parking lot lights and exterior building light fixtures Justification Replace old non-efficient metal halide fixtures that are failing with LED. This will reduce energy costs and maintenance time not having to change bulbs. Expenditures 2016 2017 2018 2019 2020 Total Equipment 10,000 10,000 Total 10,000 10,000 Funding Sources 2016 2017 2018 2019 2020 Total Capital Outlay Reserve 90,000 10,000 Total 10,000 10,000 2016-1020 DRAFT CAPITAL IMPROVEMENT PLAN Capital Improvement Plan 2016 thru 2020 Department Elections City of Elk River, Minnesota Contact Clerk Type Equipment Project# EL-01 Useful Life Unassigned Project Name Election Equipment Category Equipment Priority n/a Description New elections equipment Justification Sherburne County is going out for an RFP to replace the County-wide elections eqiupment. They are paying a large share of the cost. The current equipment is showing its wear with increasing equipment failures. Newer equipment will provide faster results. Expenditures 2016 2017 2018 2019 2020 Total Equipment 45,000 45,000 Total 45,000 45,000 Funding Sources 2016 2017 2018 2019 2020 Total Capital Outlay Reserve 45,000 45,000 Total 45,000 45,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN Capital Imprrsvement Plan 2016 thrtu 2020 Department Streets City of Elk River, Minnesota Contact Street Supt. Type Equipment Project# ST- 7 Useful Life Unassigned Project Name Truck mounted message board Category Equipment Priority n/a Description Truck mounted message board Justification To help control traffic during mobile workzone construction and maintenance. Expenditures 2016 2017 2018 2019 2020 Total Equipment 12,000 12,000 Total 12,000 12,000 Funding Sources 2016 2017 2018 2019 2020 Total Capital Outlay Reserve 12,000 12,000 Total 12,000 12,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN Capital Improvement Plan 2016 mru 2020 Department Fire City of Elk River, Minnesota Contact Fire Chief Type Equipment Project 1# FD-10 Useful Life Unassigned Project Name Thermal image ladder#1 Category Equipment Priority n/a Description Thermal imager ladder#I Justification To increase capability of crews responding in Ladder 1 after refurbishment in 2015.Safety of firefighters entering IDLH atmosphere with zero visibility, Expenditures 2016 2017 2018 2019 2020 Total Equipment 11,000 11,000 Total 11,000 11,000 Funding Sources 2016 2017 2018 2019 2020 Total Capital Outlay Reserve 11,000 11,000 Total 11,000 11,000 20115-2020 DRAFT CAPITAL IMPROVEMENT PLAN 2016E ui ment Purchases - Final Est.Cost No. Unit# Old Description R I.Cycle Age Disposition Department Primar Division New Vehicle Description 2016 1 N/A N/A N/A N/A N/A Fire Administration Mobile Computers 10,000 2 604 2012 Chevy Tahoe 3-4 4 Auction Police Patrol 2016 4x4 Chevy Tahoe 38,000 3 613 2012 Chevy Tahoe 3-4 4 Auction Police Patrol 2016 4x4 Chevy Tahoe 38,000 4 N/A 2004 Radar and Camera rep]. 8 12 1 Auction Police Patrol Radar and Camera replacement(2 units) 20,542 5 603 2010 Chevy Impala(to EDA) 7 6 Transfer Police Investigations 2015 Ford Interceptor Sedan 27,000 6 605 2008 Chevy Impala(to Streets Pool) 7 8 Transfer Police Investigations 2015 Ford Interceptor Sedan 27,000 7 614 2010 Ford Ex(rept/98 Chev in WW) 8 6 Transfer Police CSO 2016 Ford Explorer 34,000 8 N/A Mobile Squad Computers(3) 4 4 Auction Police Patrol Mobile Squad Computers(3) 24,000 9 N/A N/A N/A N/A N/A Police Administration SWAT Van 40,000 10 N/A Public Works Streets Router for crack filling 25,000 11 N/A Public Works Streets Pull behind roller for grading 26,550 12 506 2004 Ford Explorer 10 10 Auction Fire FABS Similar SUV 27,500 13 763 2002 Chevy from Pinewood Auction Parks and Recreation Park Maintenance 2016 Chevy or Dodge 2500 32,500 14 729 2003 Chevy Tahoe Auction Parks and Recreation Park Maintenance 2016 Chevy or Dodge 2500 32,500 15 734 2010 JD 3720 Tractor 10-12 6 Trade In Parks and Recreation Park Maintenance 2016 JD 4720 Tractor— 21,800 16 N/A 12002 Skidoo Skandic Snowmobile 3 13 1 Auction Parks and Recreation Park Maintenance 2015 Skidoo Skandic Snowmobile 11,600 Total $435,992 2016 Park Improvement Fund Descriptions These projects were first discussed at a Parks and Recreation Commission work session on September 9, 2015. They were presented again for discussion and recommended at the Parks and Recreation Commission regular meeting on October 14,2015. 1. Trail Repairs and Connections $220,000 To repair, replace, and add connections as discussed with Parks Commission. Two major projects were discussed: 1) Twin Lakes Road project is estimated at $112,000 for overlaying the trail between CR 12 and 175'h Avenue. 2) Orono Parkway project is estimated at$89,000 to replace the trail along the road and into the park. The balance of the funds will be used to crown the tunnel of the Great Northern Trail and for maintenance trail sealing in the parks. 2. Orono Park Improvements $20,000 Purchase additional matching picnic tables, add two grills next to the shelters, and install a new piece of playground equipment. 3. Park Property Lines $10,000 Addition or replacement of park boundary markers which were never installed, removed by residents, or vandalized. It is beneficial for staff to know exactly where the boundaries are in the park system both for maintenance and code enforcement. 4. Upgrade irrigation to smart systems $10,000 Replace the old irrigation controllers with smart controllers accessible remotely via computer, tablet, or smart phone to make system adjustments or to shut down. 5. Athletic Field Improvements-Dugouts $80,000 This project headed by the youth baseball organization will complete the dugout project at the YAC and Oak Knoll. This is the project that was denied by the City Council at their September 21, 2015,meeting. Council directed staff to continue working with youth baseball on new dugouts for 2016. The Commission did recommend at the October meeting to combine this project with the$100,000 Athletic Field Improvements project#6. 6. Athletic Field Improvements $100,000 Staff and the Commission recommend funds be used to make athletic field improvements as identified by staff and as prioritized in the Parks and Recreation Master Plan. Staff will work with the youth athletic organizations for final design. 7. Skate Park Design $17,500 Approved in the 2015 Park Improvement Fund for$35,000. An RFP for design was completed with proposals due by this November 2015. Staff recommends $17,500 for 2015 and then the balance of $17,500 to complete this project in 2016. 8. Hillside Park Improvements $30,000 The Hillside Park Steward and volunteers have updated a list of improvements for the park with a framed maintenance building as a priority. Electricity was installed in 2015. This project will begin building design for expected construction in 2017,which will need additional funding. 9. Houlton Restoration Management Plan $10,000 This is a required local contribution to the FMR for their fundraising efforts to assist the city in a restoration management plan for the William H. Houlton Conservation Area. A restoration plan developed by a committee of staff and volunteers will need to be approved by City Council. 10.Rivers Edge Commons Park Improvements $20,000 Complete maintenance needs at Rivers Edge Commons Park during the same time period as the park expansion project,including new pavers, trellis painting, and replacement LED lighting. 11.Woodland Trails Master Plan/Forest Mgmt. $23,000 The application to the Greater Minnesota Regional Parks and Trails Commission for regional park designation requires a master plan by early 2016 for the Park to be eligible. The master plan is estimated to range from$15,000 -$20,000. Staff recommends adding forest management plan to the master plan. 12.Wayfinding Signage $25,000 Replacement of the signage at Hillside Park when the new trail connection to the park is constructed in 2016. The Commission did discuss wayfinding and recommended at the October meeting that the funds be available park system wide and not for one specific park location. 13.Playground Hoop Replacement $9,000 Basketball hoops in three parks need replacement—Ridgewood, West Oaks,and Deerfield Hill Park. The playground and court space timbers at Deerfield also need replacement. 14. Trott Brook Tennis Court Resurfacing $14,000 Needed to alleviate the subsurface problem that is causing the courts to continue cracking and deteriorate. It will also install a new tennis court surface with lines. City of Elk River Park Improvement Fund updated 10/26/15 DRAFT ONLY Revised 2015F 2015F 2016F 2017F 2018F 2019F 202OF Revenues Other Revenue Interest Income 522 4,538 3,006 670 (45) 1,949 2,803 Grants Misc.(Hillside/Woodlands) 6,500 6,500 6,500 6,500 6,500 6,500 6,500 Transfer In-Liquor Fund/Park Dedic 270,000 290,668 290,000 290,000 290,000 290,000 290,000 Donations 10,000 10,000 10,000 10,000 - - - Total Revenue 287,022 311,706 309,506 307,170 296,455 298,449 299,303 Expenditures Revised 2015 2015 2016 2017 2018 2019 2020 Playground Safety 6,800 6,800 - - - - - Trail Repairs&Connections 100,000 16,000 220,000 133,000 110,000 270,000 Orono Park Improvements 20,000 20,000 20,000 - - - Baily Point restoration management plan 5,000 5,000 - - Bailey Point Kiosk - - 20,000 Dog Park irrigation - - - - Park Property Lines 6,000 6,000 10,000 3,000 Parks Master Plan Update - 8,317 - - Upgrade irrigation to smart systems 6,300 10,000 10,000 - Deerfield improvments - - - 60,000 Althletic field improvements-dugouts 95,000 15,000 80,000 - - Althletic field improvements - - 100,000 35,000 Windsor park improvements 10,000 10,000 - - Lions Park Playground replacement - - - 110,000 Skate Park Design 35,000 17,500 17,500 - Hillside Park Improvements 19,000 19,000 30,000 20,000 Park Forest management plan 6,000 - - - Houlton restoration management plan 5,000 5,000 - - Houlton restoration (FMR match) 10,000 10,000 Houlton Improvements 10,000 10,000 - - Rivers Edge Maint. 14,000 13,022 20,000 - Trott Brook Park Playground - - - - 150,000 Woodland Trails/Forest Mgmt.Master plan 23,000 60,000 180,000 Wayfinding Signage 25,000 - - Playground hoop replacement 9,000 Trott Brook tennis court resurface 14,000 Orono Park restroom - - - - - - - Total Expenditures 338,100 161,639 588,500 331;000 230,000 270,000 330,000 Revenues less Expenditures (51,078) 150,067 (278,994) (23:830) 66,455 28,449 (30,697) Cash Balance-Beginning 151,270 151,270 301,337 22,343 (1,487) 64,969 93,418 Cash Balance-Ending 100,192 301,337 22,343 (1,487) 64,969 93,418 62,720 Yearly Transfer is made in June after City audit from Liquor Profits Woodland/Hillside balance $ 9,453.66 Houlton Property 2015 2016 2017 2018 2019 2020 Revenues Trust for public land grant $ 50,000 Land Lease 12,600 10,080 8,064 6,451 5,161 donations 1,000 Expenditures Houlton improvements - (10,000) Ad for house removal (267) Remaining $ 63,333 $ 63,413 $ 71,477 $ 77,928 $ 83,089 $ 83,089 Capital Improvement Plan 2016 1hru 2020 Department Park Improvement f=und City of Elk River, M1nnesota Contact Park&Ree.Director -- Project# PIF-16 Type Maintenance Useful Life Unassigned Proiect Name 2016 park improvement projects Category Park Improvements Priority n/a Description 2016 projects include: trail repairs and replacement($220,000) park property lines($3,000) Orono Park improvements($20,000) upgrade irrigation to smart systems($10,000) athletic field improvements($100,000) athletic field improvements dugouts($80,000) Skate park design($17,500) Hillside improvements($30,000) Houlton restoration management plan($10,000) Rivers Edge Commons Park improvements($20,000) Woodland Trails master plan/forest mgmt.($23,000) Wayfinding signage($25,000) Playground hoop replacement($9,000) Trott Brook Tennis Court resurfacing C$14,000)_ Justification Annual maintenance/repairs of our park system. Expenditures 2016 2017 2018 2019 2020 Total Park Improvements 588,500 588,500 Total 588,500 588,500 Funding Sources 2016 2017 2018 2019 2020 Total Park Improvement Fund 588,500 588,500 Total 588,500 588,500 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN Capital Improvement Flan 2016 thru 2020 Department Park Improvement Fund City of Elk River, Minnesota Contact Park&Rec.Director Type Maintenance Project# PIF-17 Useful Life Unassigned Project Name 2017 park improvement projects Category Park Improvements Priority a/a Description 2017 projects include: trail repairs and replacement($133,000) Bailey Point kiosk($20,000) park property lines($3,000) Hillside Park improvements($20,000) Houtlon restoration(FRM match)($10,000) athletic field amenities($35,000) Lions Park playground replacement $110,000 Justification Annual maintenance/repairs of our park system. Expenditures 2016 2017 2018 2019 2020 Total Park Improvements 331,000 331,000 Total 331,000 331,000 Funding Sources 2016 2017 2018 2019 2020 Total Park Improvement Fund 331,000 331,000 Total 331,000 331,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN Capital Impmvement Plan 2016 lhru 2020 Department Park Improvement Fund City of Elk River, Minnesota Contact Park&Rec.Director Type Maintenance Project# PIF-18 Useful Life Unassigned Project Name 2018 park improvement projects Category Park Improvements Priority n/a Description 2018 projects include: trail repairs and replacement($110,000) Deerfield improvements($60,000) Woodland Trails Park($60,000) Justification Annual maintenance/repairs of our park system. Expenditures 2016 2017 2018 2019 2020 Total Park Improvements 230,000 230,000 Total 230,000 230,000 Funding Sources 2016 2017 2018 2019 2020 Total Park Improvement Fund 230,000 230,000 Total 230,000 230,000 1016-1020 DPAFT CAPITAL IMPROVEMENT PLAN Capital Improvement Flan 2016 thru 2020 Department Park Improvement Fund City of Elk River, Minnesota Contact Park&Rec.Director Type Maintenance Project#! PIF-19 Useful Life Unassigned Project Name 2019 park improvement projects Category Park Improvements Priority n/a Description 2019 projects include; Trail repairs&connections($270,000) Justification Annual maintenance/repairs of our park system. Expenditures 2016 2017 2018 2019 2020 Total Park Improvements 270,000 270,000 Total 270,000 270,000 Funding Sources 2016 2017 2018 2019 2020 Total Park Improvement Fund 270,000 270,000 Total 210,000 270,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN Capital Improvement Plan 2016 fhr-u 2020 Department Park Improvement Fund City of Elk River, Minnesota Contact Park&Rec.Director Type Maintenance Project# PIF-20 Useful Life Unassigned Project Name 2020 park improvement projects Category Park Improvements Priority n/a Description 2020 projects include: Trott Brook Park playgound($150,000) Woodland Trails Park($180,000) Justification Annual maintenance/repairs of our park system. Expenditures 2016 2017 2018 2019 2020 Total Park Improvements 330,000 330,000 Total 330,000 330,000 Funding Sources 2016 2017 2018 2019 2020 Total Park Improvement Fund 330,000 330,000 Tom 330,000 330,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN City of Elk River Rivers Edge Commons Expansion — Phase 1 Design Update The proposed phase one expansion of the Rivers Edge Commons Park follows the recently completed Park Master Plan and includes replacing the lower section of the existing alley on the west side of the park with additional turf slope and stone seating. This expansion will approximately double the seating capacity of the amphitheater program for the park. The failing wood retaining wall between the upper and lower City-owned parking lots will be replaced with a modular block wall to match the existing lower wall (most of which will remain). The resulting retaining walls and related regrading will reduce the slope between the parking lots to a more manageable cross slope to eliminate the current problem of mulch being continually washed off of the steep slope. The plan includes the areas around the walls to be landscaped with low maintenance shrubs. The new expanded amphitheater seating area will include grassy level areas for spectator lawn chairs, grassy slopes for blankets and hillside play, and shrub beds on steeper slopes and to buffer parking lot from views. Trees will be planted on perimeter to offer shade, and will be located to not encumber the view of the stage from the amphitheater seating areas. The irrigation system will be expanded to assist in keeping the lawn areas healthy. Based on staff level design review meetings, we are proposing to include additional elements from the overall master plan into this phase one bid set. These additional items are shown with blue labels on the concept plan and have the term ADD in their related label: Addition of a west stairway- With the doubling of the seating capacity, it would be useful to add a second set of stairs in phase one. A proposed second stairway would be installed on the western edge of the expanded amphitheater seating to improve pedestrian access to the seating areas.The 6ft wide stairs would include a center handrail with lighting to match existing stair handrail in park.The steps are designed as 3 sets of staircases with landings between them to provide access the amphitheater terraced seating areas.The mid landing would serve as a small overlook with a decorative railing facing the river. The design of the railings will duplicate similar existing elements in the original park. Addition of an upper plaza -The upper plaza/balcony space is also being proposed as part of this bid package.This upper level space would offer great viewing of the stage and the river. Bleachers and picnic tables could be placed in the plaza area, and City should also consider a future shade structure or setting up temporary shade tents during the hot summer months for events. The upper balcony would have decorative railing for spectators viewing the river and stage. Addition of site lighting - Five decorative light pole fixtures are proposed throughout the expanded park area to enhance safety in the evenings and to better visually tie the new park area to the existing park. Additional electrical outlets are also proposed near the stage to better accommodate the needs of performers and bands. Addition of an expanded stage area - An additional 375 SF of concrete stage area is proposed to be added for greater stage capacity and to allow performances to better orient to new seating area. With the expanded seating proposed, the center of the stage would benefit by shifting to the west to better orient to the seating/spectators. These additions to the initial phase one scope will be included in the bid set as potential alternates to the base project. This will allow the City to be able to add the elements if the bid pricing is favorable. rdse ore�re"s reaeng ---� ----- Z' / PHASE 1 BASE: --- % Remove alley, grade hill 9,add seating _ `�•�� \ ADD:Upper plaza l ,d PHASE 1 BASE:Replace ._. failing retaining wall S rhaMrelts wlN aptlonal lED tlght ng , � �uJV 1 ill : 14 , NeeP exlstln4loxer blodewaLL 1 1 i —' �'\ �` I - --- ADD:Stairway _ i � ADDtarea stag 1 BASE: ---- - !� -- ----- 12 ft wide access t ADD:Decorative L DRAFT: 10.28.15 i park lighting " p Landsca eArchitect RIVERS EDGE EXPANSION ce •a=•• m 701 Main Street NW ©©Hosington Koegler Group Inc. City of Elk River City of Elk River,MN 55330 Iz3io —d s—Ww loo Parka and Recreation L2.0 M2=338 lis,M1=61e55001 ;] °" ®�s1z.33e.oeoo Lix.fi@.33B.fiB39 Fl. ver Department PHASE ONE:WITH ADDS .. Capital Improvement Plan 2016 lh,, 2020 Department Park Development&Improve City of Elk River, Minnesota Contact Park&Rec.Director Type Improvement Project# PR-71 Useful Life Unassigned Project Name Rivers Edge Commons Expansion-Phase I Category Park Improvements Priority n/a Description Phase I expansion of Rivers Edge Commons Park. Justification In 2015,a final concept plan was developed for the ultimate improvements to the Rivers Edge Commons Park. This park is home to the Riverfront concert series and draws thousands of people to the destination. In addition to concerts,weddings and events are help throughout the year. Seating has become limited with the growth of the demand for the park,phase I will include adding additional seating and replacing a retaining wall on the city owned public parking lot. Expenditures 2016 2017 2018 2019 2020 Total Planning/Design 46,700 46,700 Construction/Maintenance 382,000 382,000 Total 428,700 428,700 Funding Sources 2016 2017 2018 2019 2020 Total GRE reserve 78,340 78,340 Park Dedication 259,135 259,135 Sewer Fund 13,200 13,200 Storm water utility 17,135 17,135 Street Improvement Reserve 60,890 60,890 Total 428,700 428,700 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN 10/27/2015 CITY OF ELK RIVER Park Dedication Capital Budget Estimate Estimate Estimate Estimate Estimate Estimate 2015 2016 2017 2018 2019 2020 Beginning Cash Balance 56,882 69,639 0 15,671 15,875 16,081 Sources of Funds Park dedication 26,807 15,671 15,671 - - - Contributions - - - Transfer ln GRE reserve fund - 1,666,920 - - - - Interest 950 905 0 204 206 209 Total Sources of Funds 27,757 1,683,496 15,671 204 206 209 Expenditures Contract for Deed - 1,494,000 - - - - Park dedication fee analysis 15,000 - Rivers Edge Commons Park-Phase I - 259,135 Transfer Out(Repayment of interfund) - - Total Park Dedication Uses of Funds 15,000 1,753,135 - - - - Ending Cash Balance 69,639 0 15,671 15,875 16,081 16,290 City of Elk River GRE Reserve Fund 296 Updated 10/20/15 2014 2015F 2016F 2017F 2018F 2019F 2020F Revenues Interest 27,735 48,397 55,144 9,667 12,852 16,133 19,512 Other Revenue RDF payment 215,587 216,000 216,000 216,000 216,000 216,000 216,000 Transfer In(repayment of interfund) 241,964 - - - - - - Total Revenue 485,286 264,397 271,144 225,667 228,852 232,133 235,512 Expenditures Capital Outlay Transfer Out-General Fund 39,500 39,500 39,500 39,500 39,500 39,500 39,500 Transfer Out-Pinewood(committed) - - 1,494,600 - - - - Transfer Out-Rivers Edge Commons-Phase 1 - - 172,920 - - - - Wayfinding Plan _ _ - - 80,000 80,000 80,000 80,000 - Total Expenditures 39,500 39,500 1,787,020 119,500 119,500 119,500 39,500 Revenues less Expenditures 445,786 224,897 (1,515,876) 106,167 109,352 112,633 196,012 Cash Balance-Beginning r 1,838,123 322,246 428,414 ' 537,766 650,399 Cash Balance-Ending 322,246 428,414 537,766 650,399 846,411 EL _AMML_ Other Item(Peaking Plant 2014F 2015F 2016F 2017F 2018F 2018F 2018F IlPeaking Plant Payment 375,000 - - - - - - Retaining walls-Rivers Edge Park-Phase 1 (78,340) Cash balance $ 956,584 $ 956,584 878,244 878,244 878,244 878,244 878,244 Total Cumulative Cash Balance 2,569,810 2,794,707 1,200,491 1,306,658 1,416,011 1,528,644 1,724,656 Capital Improvement Plan 2016 /h,, 2020 Department Infrastructure Improvements City of Elk River, Minnesota contact city Clerk Type Improvement Project# 11-34 Useful Life 25 years Project Name Wayfinding signage Category Landscaping/Boulevards Priority n/a Description Install gateway identification signage at major city entrances.Locations include east and west side of Highway 10 and south and north sides of Highway 169 at city boundaries(4 major city entrances) Justification Enhance overall brand of the community,ease navigation,reinforce key destinations,and promote economic development.Define a sense of place and meet Council's goal of Community Development and Beautification in the Visioning Plan. Expenditures 2016 2017 2018 2019 2020 Total Construction/Maintenance 80,000 80,000 80,000 80,000 320,000 Total 80,000 80,000 80,000 80,000 320,000 Funding Sources 2016 2017 2018 2019 2020 Total GRE reserve 80,000 80,000 80,000 80,000 320,000 Total 80,000 80,000 80,000 80,000 320,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN Capital Improvement Plan 2016 th,u 2020 Department Public Buildings City of Elk River, NEnnesota Contact Police Captain Type Equipment Project# $I-14 Useful Life Unassigned Project Name Fitness room equipment Category Equipment Priority n/a Description Fitness room equipment replacement Justification The equipment is becoming outdated and in some cases obsolete and in need of replacement. A wellness room committee which was chaired by Patrol Captain Darren McKernan has provided recommendations on various replacements with the goal of increased room usage and ease of use that provides a full range of workouts. Expenditures 2016 2017 2018 2019 2020 Total Equipment 24,000 8,000 32,000 Total 24,000 8,000 32,000 Funding Sources 2016 2017 2018 2019 2020 Total Capital Outlay Reserve 12,000 4,000 16,000 ERMU 12,000 4,000 16,000 TOW 24,000 8,000 32,000 2016-2020 DRAFT CAPITAL IMPROVEMENT PLAN