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ITEM 2 Budget MemoITEM 2 TO: Mayor and City Council FROM: Adam Flaherty, City Administrator & Finance Director DATE: November 9, 2020 SUBJECT: Budget Meeting 49 On Monday, Council and staff will resume the review of the 2021-2030 Capital Improvement Plan. It should be noted that inclusion of a certain item within the Capital Improvement Plan does not commit final approval by the City Council. Rather, it directs City staff to plan towards and gather necessary information for an educated final approval on each respective item. Each individual item is planned, researched and brought back to the City Council for final approval when the respective purchase is ready to move forward. I have developed an outline of discussion topics below. Overview — Pavement Management CIP The City Engineer and Street Operations Manager have prepared recommendations for those streets to be included in the Street Maintenance Program each year based on the age and condition of the City streets. When a street's condition has degraded to a condition where the Street Management Program is no longer an effective measure of maintenance, it is placed into our Preventative Maintenance list. Streets on this list will typically not receive any type of maintenance other than patching as failures develop. Each section of street is given an annual PCI rating from 0-100 and once a street is given a low enough rating it is placed on a watch list. Once on this watch list, staff will determine what type renewal process the street shall receive, in most cases an overlay, reclaim or complete reconstruction. These recommendations will then be added to the CIP for ultimate approval from the Council. City staff presented this information to the Public Works Sub -Committee on September 16th. City of Otsego 113400 90th Street NE, Otsego, MN 55330 1 Tel. (763) 441-4414 Fax (763) 441-9163 Materials have been included in your packets for review and discussion Materials for Review and Discussion 1) Pavement Management — Capital Improvement Plan — Summary 2) Street Maintenance Cost Summary 3) 2021 Street Maintenance Map 4) Street Renewal Cost Summary 5) 2020 Pavement Conditions Rating Index Map 6) Street Renewal Projects Map 7) Financial Cash Flow — Fund #201— Pavement Management 8) Financial Cash Flow — Fund #414 — Capital Improvements Revolving Staff will review source and use cash flow projections with the City Council and further discuss recommendations on how to continue to provide adequate funding for all future street maintenance and renewal projects. Franchise Fees Over the course of the past few years budget discussions, the City Council and City staff have had discussions regarding the use of franchise fees as an additional revenue source to finance the City's pavement management program, including street maintenance, reconstruction and construction projects. City staff will provide a status update regarding the implementation of franchise fees. General Fund Budget City staff continues to review the expenditure budgets that were presented during budget meetings 4-6 for any necessary revisions. Those budget revisions will be reviewed with the City Council at an upcoming budget meeting and prior to final budget adoption. Property Tax Lew The City Council approved a preliminary property tax levy of $7,828,425 in September. There have been no changes to the property tax levy since that approval. Next Meetings The schedule for the remaining budget meetings is as follows: 1) November 23rd — Public Utility Operating Budgets and CIP 2) December 141h — Truth in Taxation Public Meeting Staff would be seeking direction from the City Council on whether any additional review topics or budget meetings are necessary, or if the City Council concurs with what has been presented and reviewed thus far. City of Otsego 113400 9011 Street NE, Otsego, MN 55330 1 Tel. (763) 441-4414 Fax (763) 441-9163 C N' P O' Imo: fp M O 4!F' <O' f: ti O t(y O O N O . � M O' M O 16 N of 1� ai O m N m m M m w 9 o m N a r I� r cV N Nj Nm v er N 1 i r�'i �n N a? 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