Memo1 TY OF
Ot Cego
MEMORANDUM
TO: Mayor City Council
FROM: Lori Johnson, City Administrator
DATE: October 28, 2013
SUBJECT: Capital Improvement Plan
On November 4 the Council will hold a special meeting to discuss the 2014-2018 Capital
Improvement Plan IP . The vehicle and equipment sections of the CIP were discussed at the
Public Works s Sub omr ittee and subsequently distributed to the Council. Attached to this
memo are the improvement project,facilities, park improvement, and other remaining stions
of the CIP, In addition, a revised vehicle and equipment list is included. Administrative Services
Director Dari Jordet has prepared several financing options to fund the vehicle and equipment
purchases programed for future years; his memo further explaining the funding scenarios is
attached. A second memo is attached titled Debt Service Plan for 2014 showing the status of
each of theCity's bond fissures. The Administrative Services Director will review the bond data
on Monday and address future debt analysis needed t fully evaluate the City's bonded
indebtedness.
Additionally, it is valuable to review again the purpose of the CIP. The CIP is a long terra
financial planning tool that is predicated on the City Council's goals and priorities. Adoption of
the CIP does not give authorization to spend money; City Council approval of each CIP item is
required before the project or purchase may proceed. Although the CIP is adopted for a five
year term, project data and ffinances, 'including cash flow est! m ates, are projected for tern years.
This long terra horizon allows the City to adopt financing and development strategies to meet
the Council's priorities within the proposed timeline, The CIP must be realistic in relation to the
funding source's projected cash flow. As with all long range planning, adjustments are
required; therefore, the cost, timing, and scope of projects and purchases are evaluated and
readjusted annually to meet the changing needs and priorities of the City. In addition to the
projects and purchases that can be projected and anticipated, there are unexpected situations
and needs that arise that require a readjustment of priorities and funding. The information
contained in the CIP represents cost estimates and tinning based on present knowledge and
existing conditions. For these reasons it is critical that an annual evaluation of the CIP tale
place.
At the meeting on November 4,ire will review each of the CIP items including tinning or funding
changes from the 2013 CIP and repri riti ati n of the CIP items based on current and long term
objectives, Further, the Council may have projects to add to the CIP based on current priorities
and gnarls of which you have become aware that have not yet been brought forward. The
Council's prioritization of projects is paramount b ause it ensures that when funding i
available, it is used on the projects (and equipment) that are the most important, highest
priority to the City.
Below are several specific discussion items for the meeting:
West Wastewater Treatment Facility expansion:
The majority of the City's residential development is occurring within the West W TF
service area. Although the facility currently has sufficient capacity, the City should
undertake a study ofexpansion in the near future if development continues at the
current pace as an expansion takes several years from the planning stage to actual
operation. The one caveat is that technology is ever changing hence it isn't prudent to
get too far ahead ofthe actual project timing. Based on preliminary discussion ofthis
topic at the Public Works Subcommittee, the Subcommittee recommended a Council
work session to consider authorization of ars expansion study.
Nashua extension to 7th Street:
There has been some discussion of the extension of Nashua to 70th Street as it is a
logical north south connection between CR39 C39and 70�h Street to funnel rger traffic t
Highways 101 and i. If the Council concurs, this project needs to be added to the CIP.
1h extension:
The extension of 85th to certain development sites will be required when development
occurs; the unknown factor now is the tinning ofthe development on those sites. Based
on current population data and future trends, that development may occur sooner than
recently anticipated. The City needs to be prepared to meet the infrastructure needs of
that development when it occurs.
Pavement management strategy:
The City Engineer is recommending a change in the method used to preserve and
extend the life of the City's paged roads. The Public Works Subcommittee was briefed
by the City Engineer on his recommendation at a recent meeting. The shift in timing of
sea[ coat, fog sealing, and overlays charges the funding requirements both in teras of
amount and tinning, The cash flog projections will be updated to reflect the new
methodology if the Council concurs with the engineer's recommendation. The funding
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sources rill require a dj ustment to meet the cash fl w needs of i mpiementing this new
pavement management system.
Fleet Management and Replacement p hi
The need for a Fleet Management and Replacement Policy Inas been discussed on
several occasions with the result being direction to staff from the Council to draft a
policy for Council consideration. Dan J rdet,dministrativ Services Director, will take
the lead on that project this winter with input from the management team. In
consideration of the fact that the policy is not yet in place, several adjustments have
been made to the 2014 vehicle and equipment requests. Staff felt that duce to future
funding shortages based on current revenues, it was prudent to delay several purchases
until the entire fleet can be further evaluated against the Fleet Management and
Replacement Policy. As I stated earlier, a memo is attached providing funding options to
meet the cash flog needs for future equipment requests.
Park Development and Replacement:
Previous C[P's included many future park development projects even though it was
acknowledged that the projects could not move forward until park dedication revenues
were available. Now that development is occurring, it is likely tht some park
development can be funded in the next couple years. The projects that are long term
have been moved t 2018 so that they are included in the CIP; however, the projects
will not be approved until funding is available which could be long after 2018.
The second component of the park CIP is funding replacement of the existing
playground structures, buildings, and facilities. While some of this replacement i
maintenance which is appropriately funded by operating budget, such as maintaining
tennis court surfaces, other items such as replacing playground structures must be
included in the CIP. The Council should anticipate more park replacement items in
future C[P's as the facilities age and need to be replaced.
The CIP is a reflection of the Council's goals and priorities; this first draft ofth CIP prepared by
staff is the starting point for discussion and decision making by the Council. As I stated
previously, the Council's input on the proposed CIP is requested so that staff may prepare the
CIP for adoption on December 9. Any follow-up discussion after the November 4 meeting can
be added to the November 12 budget work session or a second special meeting can be called.
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