9.d) Draft Capital Improvement Program (CIP) 2014-2018 (Part 4) SC��NDIA
City of Scandia
Capital Improvement Program
2014 — 2018
Draft for Budget Work Sessions
CONTENTS
Introduction
Whatis a CIP?.................................................................................................................1
Scopeof the Draft CIP.....................................................................................................1
FundingSources..............................................................................................................2
ProjectPriorities..............................................................................................................2
2014-2018 CIP Overview
StreetProj ects..................................................................................................................3
EquipmentReplacement Fund.........................................................................................3
Project Highlights by Department...................................................................................4
CIP Summary Data
Project Listing by Department(All Years)......................................................................6
Projectsby Year, 2014 thru 2018....................................................................................8
Sources and Departments Summary, 2014 thru 2018 .....................................................10
Projectsby Year, 2019 thru 2023 ....................................................................................11
Sources and Departments Summary, 2019 thru 2023 .....................................................12
Projects by Department, 2014 thru 2023.........................................................................13
Projects by Source, 2014 thru 2023.................................................................................15
Equipment Replacement Fund, Replacements by Department.......................................18
Equipment Replacement Fund Cash Flow,2014-2023...................................................19
Appendix
ProjectDetails, All Projects.............................................................................................20
INTRODUCTION
The Capital Improvement Pro�am (CIP) for the five-year period of 2014 through 2018 is the
seventh such document prepared by the City of Scandia. It would amend the CIP included in the
March, 2009 Comprehensive Plan (as amended through December 18,2012)replacing Appendix F
of the plan in its entirety.
What is a CIP?
A Capital Improvement Program, or CIP, is a multi-year(typically 5 years) capital expenditure plan
for a City's infrastructure(such as streets,parks and utility systems), vehicles,equipment and public
buildings. It identifies the major projects needed and desired by the community,their potential
costs and how they would be financed. Including a project in a CIP does not commit the city to that
project. The City Council must specifically authorize each one, and the associated funding,before
any project may proceed. When the CIP is reviewed (ideally annually,in conjunction with the
budgeting process)projects may go forwaxd as planned, advance ahead of schedule, be removed
entirely, or new projects may be added,depending upon changes in circumstances and priorities.
The Minnesota Land Planning Act requires that the implementation plan portion of the
Comprehensive Plan include a CIP for major infrastructure needs (transportation, wastewater,water
supply, parks and open space) for a five-year time period. Cities often expand the scope of their
CIPs to include other capital needs (major equipment replacements, for example) and sometimes
look beyond the five-year time period, up to 20 years in the future for some projects. Such projects
represent more of a"wish-list"that can be evaluated each time the plan is updated.
As a part of the Comprehensive Plan, the CIP has some legal standing. Minnesota Statutes Chapter
473.865 provides that"a local governmental unit shall not adopt any official control or fiscal device
which is in conflict with its comprehensive plan." A fiscal device includes a budget or bond issue;
so it is important that the plan and CIP be kept up to date and in synch with city budgets.
The primary benefit of a CIP is as a financial planning tool,to help the city plan for the impact of
capital needs on future budgets and property taxes, and to help forecast the need for borrowing to
undertake major projects. The information developed as part of the capita] planning process can
help document the need for various projects and help the City Council sort out competing priorities.
Scope of the CIP
Scandia's CIP includes all capital projects that cost at least$10,000 and have a useful life span of
five years or longer. Projects include all capital needs including major repairs to buildings and
equipment purchases and replacements. Any projects not meeting these parameters would be
reviewed as part of the annual operating budget,but would not be included in the CIP.
Funding Sources
The CIP identifies a possible funding source(s) for each project listed. The various funding sources
are as follows:
Capital Improvement Fund Existing City fund,primarily from property tax levy, set aside
for capital projects. �
Debt Service Fund Projects financed by borrowing, later to be repaid with
properry taxes, and potentially special assessments
depending upon the characteristics of the project.
Equipment Replacement Fund Internal service fund used to segregate funds set aside for
planned replacements of existing major equipment. Funds
are transferred from operating budgets (primarily property
tcrx revenues.) The fund may also receive funds realized
through debt financing.
General Fund Annual operating budget,primarily funded by property tax
revenues.
Park Improvement Fund Existing City fund, receipts from cash-in-lieu of land park
dedication fees paid by developers and others who subdivide
their land.
Local Road Improvement Fund New fund created in 2014 funded with unrestricted fund
balance and property tax revenues. To be used mainly ta
fund rrcill and overlay and other similar street construction
projects.
In addition to these sources,it is possible that future projects could be funded from donations,
grants,user fees or other sources not listed. Projects benefiring an enterprise or utility fund could
be paid from the appropriate fund.
Project Priorities
Capital improvement projects should be prioritized in some way so that limited funding can be allocated
to those which are most important. This is difficult because the varying nature of the projects and their
benefits and objectives are so dispazate as to be essenrially not comparable. Some public agencies have
developed elaborate rating and ranking systems to try to set priorities. Cornplicated scoring systems may
have some disadvantages because they may give a false sense of objectivity or precision to the priority
setting process. Others use simpler systems,or simply do not try to compare projects that are like"apples
and oranges:' There is no accepted system or"industry standard"for prioritizing projects.
The Capital Improvement Committee developed the following priority rating system in 2008,which was
also used for the 2009 and subsequent updates:
A Critical ar urgent,high-priority projects that should be done if at all
possible;a special effort should be made to find sufficient funding for a11
of the projects in this group.
2
B Very important,high-priority projects that should be done as funding
becomes available.
C Important and worthwhile projects to be considered if funding is
available;may be deferred to a subser�uent year.
D Less important,low-priority projects;desirable but not essential.
N/A Used for replacements of existing equipment.
2014-2018 CIP OVERVIEW
For 2014 through 2018,the draft CIP includes 27 separate pmjects with a total estimated cost of
nearly$5.6 million. All cost estimates are preliminary and based on current dollars. No
assumptions have been made about inflation. It will be important to refine and update costs when
the plan is reviewed, especially for projects in the first year or two of the plan.
Some projects beyond the five-year planning period are also included in the CIP. Most of these
projects are replacements for equipment and vehicles (such as fire trucks)which may have a life
span of 10, 15 to 20 years or even more. The plan also includes"pending"projects for which
timelines (and in most cases, cost estimates)have not yet been identified. As more information is
developed about the need for, cost and possible funding sources for these projects,they will be
included in future CIP updates.
Street Projects
The draft update includes the following two street projects in the CIP :
• PW-002, Street Maintenance Prograzn. The current funding level ($300,000 per year)has
been maintained, with the addition of a$2,000,000 project in 2015. The cost, funding
sources and specific roads to be included will be refined after an update of the Pavement
Management Plan, and Council decision on financing policies (i.e. assessment policy,
franchise fees).
• PW-027, Quinell Ave. Estimated costs are based on the engineer report received earlier this
year. Funding sources are the funds from the County when the road was turned back to the
township and the remainder to be determined after Council decision on financing policies.
The goal of the 2008 Pavement Management Plan was to extend the life of city streets and to reduce
the lifecycle costs for maintaining them in good condition. Each year the city has endeavored to
increase the budget for contractual road maintenance and repairs. However, the city has yet to
develop a policy and funding strategy for dealing with roads needing reconstruction.
The update of the Pavement Management Plan is underway. Street conditions will be updated and '
more emphasis will be placed on the"reclaim and replace" option as a strategy for extending
roadway life. The update will help the city identify the streets to be included in the 2015 project,
and further refine the cost and funding sources. An assessment policy will also need to be put in
place if the City will pursue debt financing.
Equipment Replacement Fund
3
The city created the Equipment Replacement Fund in 2007 to set aside funds on an annual basis for
planned replacement of vehicles and major pieces of operating equipment. The fund receives
transfers froin the operating budget of each department depending on its equipment needs. This
allows the departmental budgets for each major function to accurately show the costs of funding
that function, including equipment, while segregating the funds from the operating budgets. Any
revenues from the sale of old equipment being replaced are also deposited into the fund. Ideally,
over time the fund would receive enough funds to be on a pay-as-you-go basis. At a minimum,
accumulating funds for future replaceinent needs wil] reduce need for borrowing, and flatten spikes
in the annual tax levy needed to pay for major purchases.
� - --�. . _ ___--- -
lust as for other capital projects, the decision Equipment Replacment Fund 2014-2023
whether or not to replace a particular piece of
equipment, and v��hat to replace it with, will s5oo,o00
need to be made by the City Council at the � saoo,000
time of the purchase. The City could decide ,
to keep some equipment longer than planned. s3oo,o00
Or, equipment could wear out more quickly �Expensc
than expected. It is likely that some items 520°'0°° �Revcnuc
will not be replaced, or that new technology sioo,000 � ,� �
or equipment could alter plans to replace a � -- Balantc
particular item. The initial purchase of new so /
2014 2015 2016 2017 2 18-�019 2020 2021 022�023
equipment will be considered as part of the � -sioa,000 .'
annual operating budget, and once purchased, �
future replacements are added to the -sioo,000
schedule.
In 2013,the City transferred $100,000 to the fund. The draft 2014 budget and CIP show proposed
transfers of$100,000 in 2014 and subsequent years. The chart above shows the cash flow in the
Equipment Replacement fund from 2014-2023 assuming a $100,000 per year contribution.
With a$100,U00 annual contribution added to the projected 2013 year-end balance (�322,000) the
fund would be close to cash flowing for the years 2014 through 2018, assuming$70,000 would be
realized from the sale of old equipment. (Any income from the sale of old equipment is not
included in the chart.)
Project Highlights by Department
Administration—An Electronic Data Storage system has been added to the CIP for 2014 at Council
direction. This system will help address storage space needs in the city offices as well as improve
efficiency in locating City documents.
Commu�:ity Cente��—There are no Community Center projects in the 2014-201 S time frame. .
Fire—Most of thc Fire Department projects are replacements of equipment and Fire Hall
components(HVAC, generator, etc.). Tanker 5l 77 (F-O] ]) is scheduled for replacement in 2015
and Grass Rig 5175 (F-Ol3) is scheduled for replacement in 2017. Radio replacement (F-003) is
scheduled for 2018 and SCBA Compressor replacement (F-022)has been added for 2014. Civil
4
Defense Sirens have been eliminated for all years except 2018. One item has been moved from
pending to active: a Second Fire Station on Manning Ave for$125,000 in 2017.
Ice Rink—The Zamboni will need to be replaced at some time. The year for replacement remains
the same, 2016, at the recommendation of the Park and Recreation Committee.
Parks and Recreation—Lilleskogen Park Restoration continues to be the top priority of the Park
and Recreation Committee. Availability of funds from the Park Capital Improvement Fund
continues to be a major limiting factor. In 2012 and 2013, a small amount of cash was allocated to
the project, assuming that andlor donated labor and materials can be obtained for remaining costs.
For 2014,the draft CIP assumes all fundrng to come from grants or donations.
The two trail projects added to the CIP in 2011 (PR-015, Sidewalk,209�'to South Ball Field and
PR-016, Sidewalk, Ballfield to Olinda Lane)have been moved to pending at Council direction. The
Park and Recreation Committee recommended PR-015 be funded in 2014. The timing of a
management plan for Wind in the Pines Park(PR-002)was also moved from 2014 to 2015 at the
Committee's request.
PR-018, Tennis Court Reconstruction($60,000)has been moved from pending to active in 2018 in
the draft CIP.
A new project, Log House Landing Improvements (PR-019),has been added to the CIP. The project
is broken down into two phases. Improvements to the landing are scheduled for 2014 and the
paving of the access road and other stormwater improvements for 2015. The draft CIP assumes a
50% cost share with the Carnelian-Marine-St. Croix Watershed District.
Public Works—The largest street projects in the plan are discussed above. At Council direction,
the plan moves Ozazk Avenue Extension (PW-003)to pending. It is unlikely that this road would
be constructed until some of the land that it would serve is developed.
In addition to the Quinell Ave project discussed above, the other new project added to the CIP is a
Wood Chipper(PW-026) which has been pushed back to 2015 following discussion at the June
work session.
Project PW-006 would maintain a third dump truck/plow in the city's fleet. Getting the snow ofF
the roads more quickly will enhance the overall effectiveness of snow and ice control. The city
purchased its last new dump truck in late 2011. It was intended as a replacement for a 1997 Ford
plow truck however the Public Work Director recommended keeping it until a replacement could be
purchased in 2014 to maintain the three routes. The Council included funding in the 2013
Equipment Certificate Issue to allow for the purchase of the dump truck with plow. The next
replacement (PW-010,the 2002 Sterling) is scheduled for 2016. After that replacement,the
replacement schedule is set at 10 years for all 3 plow trucks.
The remaining Public Works projects are equipment replacements. Changes to the expected useful
life and cost estimates for several items have been made but do not have a significant impact on the
first 5 years of the plan.
5
City of Scandia, Minnesota
Capital Improvement Program
PROJECT LISTING
Includes Projects from All Years
Administration �
gtatus p o'e Proiect Name
ActNe A-006 Electron�Data Storage
Community Center �
Status Pro ct� Profect Name
qctive CC-002 Canmuraty Center HVAC ReplacemeM
pctive CC-003 Community Center Roof Replacement
Fire �
Status Pro ect# Proiect Name
Active F-001 Fire Statbn HVAC Replacement
Active F-002 Replacemenl ai Fire Dept.Air Compressor
Active F-003 Fi2 Departrnent Radio Replacemeat
Active F-0O6 SCSA Air Pac Replacements
Active F-067 Fire Hall Roof
ActNe F-008 Fire Hall Well Pump Replacement
Active F-009 Civi Defense Sirens
Active F-010 Rescue 5179 Replacement
Active F-011 Tanker 5177 Repiacement
AcUve F-012 Engine 5180 Replacement
Active P-013 Grass Rg 5175 Replacement
p�� F-014 Tanker5178 Replacement
Active F-015 Engine 5176 Replacement
p� F-016 Second Fire Statlon
Active F-018 Back-up Generator for FKe Hall
pctive F-022 SCBA Compressor Replacement
Ice Rink ---- - ---- �
t s Pro'ect Proiect Name
ActNe IR-002 Zamboni Replac;ement
Parks and Recreation �
Status Pro' c # Praect Name
AGive PR-001 Lilleskogen Park Improvements
pa� PR-002 Wind in ihe Pines Park
ActNe PR-018 Tennis Court ReconsWctbn
q��ye PR-019 Log House Landing Improvements
�Public Works �
g �8 p� e Proiect Name
pqrve PW-002 Street Maintenance Program
Active PW-004 Pickup w/Plow ReplacemeM 2008 Ford F350(102-08)
Active PW-0OS John Deere Tractor Mower w/Broom&Blower(303-09)
Active PW-0O6 New Dump Truckl Plow(Replace 2D1-97)
p�We PW-007 Tiger D'dch Rear Mower Replacement
p�e pW-008 Tiger Boom Mower Attachment Replacement
Active PW-009 1999 JD-6410 Tractor Replacement(302-99}
Actnre PW-010 2002 Sterling Dump TrudJPlow Replacement(202-02)
DRAFT for 2014-2018 Updare Wednesday.December 04,2013
b
Acthre PW-012 Asphalt Patchirg Equipment(312)
Active PW-014 Pickup wlPlow Replacement 2011 Ford F250 (103-11)
Actfvve PW015 Skid Loader end Trailer
Active PW-016 1998 John Deere Motor Grader Replacement(301-98)
Active PW-017 2011 Mack Dump TrucklPbw Replacement(203-11�
Active PW-019 2008 Ford Ranger Replacement(101-08)
Active PW-020 Power Washer
Active PW-021 Lift for Public Works Garage
Adive PW-022 One-Tan Fa54 Work Tnick
Ac6ve PW-024 Utiity Tnidc with Crane
Active PW-026 Wood Chipper
Active PW-027 4uinell Ave
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DRAFT jor 2014-2018 Update Wednesday,December 04,2013
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1
City of Scandia, Minnesota
Capital Improvement Program
2014 thru 2018
PROJECTS BY YEAR
Project Name Department Project# Priority Project Cost
^ 2014
ElecUonic Data Storage AdministraGon A-006 2 12,250
Back-up Generatorior Fire Hall Fire F-018 3 36,000
Ldleskogen Park Improvements Parks and Reaeation PR-00] 2 47,500
Log House Landing Improvements Parks and Recreaiion PR-019 nla 40,000
Street Maintenance Program Public Works PW-002 1 300,000
New Dump Truck/Plow(Replace 201-97) Public Works PW-006 1 200,000
Total for 2014 635,750
2015
Tanker 5177 Replacement Fire F-011 3 200,000
Lilleskogen Park Improvements Parks and Recreation PR-001 2 36,000
Wind in the Pines Park Parks and Recreetron PR-002 3 10,000
Log House Landing Improvements Parks and Recreatbn PR-0i9 Na 200,000
Street Maintenance Program Public Works PW-002 1 2,300,000
Utility T►uck with Crane Public Works PW-024 3 70,000
Wood Chipper Public Works PW-026 2 37,500
Quinell Ave Public Works PW-027 n!a 185,000
Total for I015 3,038,500
2016
Fire 5tal'an HVAC Replacement Fi�e F-DDi 2 20,000
SCBA Compressor Replacement Fire F-022 2 17,000
Zamboni Replacement Ice Rink 1R-002 nfa 40,000
Street Maintenance Program Public Works PW-002 1 300,000
John Deere Tractor Mower wlBioom 8 Blower(303-09) Public Works PW-005 3 25,000
2(102 Steding Dump TrucklPiow Replacement(202-02) Publ�Works PW-0f0 3 20D,000
Total for 2016 602,000
20.�.J
Grass Rig 5175 Replacement Fire F-013 3 85,000
SPcond Fire Station Fire F-016 3 125,OOD
Street Maintenance Program Public Works PW-002 1 300,000
Total for 2017 510,000
^ 2018
Fire Department Radio Replacemer� Fire F-003 1 75,000
Civil Defense Sirens Fire F-009 2 30,000
Tennis Court Reconstruction Parks and Reaeation PR-018 3 60,000
Streel Maintenance Program Publk Works PW-002 1 30D,OD0
Pickup wlPlow Replacement 2008 Ford F350(102-08) Public Works PW-004 3 25,5D0
1998 John Deere Motor Grader Replacement(301-98) Public Works PW-016 nla 225,000
2008 Ford Rarger Replacement(101-08) Public Works PW-0f9 3 25,500
DRAFT for 2014-201 B Update Wednesday,December 04,20I3
�
Project Name Department Project# Priority Project Cost
Total for 2018 741,000
GRAND TOTAL 5,527,250
DR9FT for 2014-1018 Updare Wednesday.December 04,2013
1
City of Scandia, Minnesota
Capital Improvement Program
2014 chru 2018
EXPENDITURES AND SOURCES SUMMARY
Department 2014 2015 2016 2017 2018 Total
Administra6on 12,250 12,250
F�� 36,000 200,000 37,000 210,000 105,000 588,000
Ice Rink 40,OD0 40,000
Parks and Recreatbn 87,500 246,000 60,000 393,500
PuWic Works 500,000 2,582,500 525,000 300,000 576,000 4,493,500
EXPENDITURE TOTAL 8���'� 3,038,500 602,000 510,000 7�1,000 5,b27,2b0
Source 2014 2015 2016 2017 2018 Total
CapftallmprovementFund 68,250 177,500 30,000 215,150
Debt 5ervice Fund 200,000 2,000,000 125,000 2,325,000
Equipment Replacement Fund 200,000 242,000 85,OOD 351,000 878,000
General Fund 300,OU0 300,000 320,000 300,000 360,000 1,580,000
Grantsl Dona6ons 67,500 256,000 40,000 363,500
Othed TBD 65,000 65,000
Park Improvement Fund 10,000 10,000
SewerFund(201) 30,000 30,000
SOURCE TOTAL 635,750 3,038,500 802,000 510,000 741,000 6,627,250
DRAFTfor 1014-1018 Update Wednesday,December 04,1013
1�
City of Scandia, Minnesota
Capital Improvement Program
2019 thru 2023
PROJECTS BY YEAR
Project Name Department ' Project# Priority Project Cost
' 20� 1J
Communihr Center Root Replacement Communihr Center CC-003 2 22,000
Street Maintenance Program Public Works PW-002 1 300,000
Tiger Ditch Rear Mower Replacement Public Works PW-007 3 15,000
Tiger Boom Mower Attachment Replacement Public Works PW-008 3 12,000
1999 JD-6410 Tractor Replaoement(302-99) Publlc Works PW-009 3 60,000
Total for 2019 409,000
2020
Fire Hall Roof Fire F-007 2 80,000
Street Maintenance Program Public Works PW-002 1 300,000
Total for 2020 380,000
� 2021
Replacement of Fke Dept.Air Compressor Fire F-002 1 30,000
Street Maintenance Program PuWic Works PW-002 1 300,000
Pickup wlPlow Replacement 2011 Ford F250 (103-11) PuWic Worlcs PW-014 3 25,500
Total tor 2021 355,50D
r 2022
Communily Center HVAC Replacement Community Cerrter CC-002 2 30,000
SCBA Air Pac Replecements Fire F-006 1 70,000
Skid Loader and Traier Public Works PW-015 3 40,000
2011 Mack Dump TrucklPlow Replacemenl(203-11) Public Works PW-017 3 200,000
Total for 2022 340,000
' 2023
Tanker 5178 Replacement Fire F-014 3 180,000
John Deere Tractor Mower wlBroom�Blower(303-09) Public Works PW-005 3 25,000
One-Ton Fa50 Work Truck Public Works PW-022 2 50,000
Total for 2023 255,000
GRAND TOTAL �,73s,5oo
DRAFTjor1014-1018 Update Wednesday,December04,2013
1�
City of Scandia, Minnesota
Capital Improvement Program
2019 chn, 2023
EXPENDITURES AND SOURCES SUMMARY
Department 2019 2020 2021 2022 2023 Total
Communfty Center 22,000 30,000 52,000
F� 80,000 30,000 70,000 180,000 360,000
Public Works 367,000 300,000 325,500 240,000 75,000 1,321,500
EXPENDITURE TOTAL �9�� 380,000 355,500 340,000 255,000 1,739,500
Source 2019 2020 2021 2022 2023 Total
Equipment ReDlacemeM Fund 87,00� 55.500 310,000 255,000 707,500
General Fund 322,000 380,000 300,000 30,000 1,032,000
SOURCE TOTAL 409,000 380,000 355,500 340,000 255,000 1,738,500
DR4FT for 2014-2018 Upda�e Wednesday.December 04,2013
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Equipment Replacement Fund
2014-2018
Replacements by Department
Year Fire Public Works Total
2014 $0 $0 $0
ZoiS S2oo,o0o So Szoo,000
2016 $17,000 $225,000 $242,000
2017 $85,000 $0 $85,000
2018 $75,000 $276,000 $351,000
TOTAL $377,000 $501,000 $878,000
Percent 42.94% 57.06% 100.00%
2014 Allocation $42,938 $57,062 $100,000
Replacements by Department
2014-2018
'I!i Fire
i`I, 43%
Public Works
57'Yo
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