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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 1 � 1 � � � i , I DRAFT jor 2014-2018 Update Wednesday,December 04,2013 .^ 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 � a N w � � � � o 0 0 � u S 25 � � � c5 0 � � o y N N O N N O p h O O O O � O h �O I� eD O p ry O �- �`7 N MJ N M 1.. 1� 00 �7 N DO W N M � �Y R C H w d � m rn o o � N N � � b V v b 3 N $ � � g 0 O r�i �"� ^ � N 0 �" o � N o 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O � N � O o N °p � O� o .., o o �N 00 SZ p 25 N � � " $ r o � N � - � b $ ti N N m H0 0p 0 0p 0 O O O O O 1n Q � O � � M CD N � � ti � O �N �� 17 M O w y y � .� F [� F a Ca �v . ,�, O pq •• E• � F ; � f�, � N A � � .� G � � O � � W � a ++ > a�"i �4 O � a � � � � � � N c � N ,� a �r � � d � � � � U � � E a a w � `� 0 � � � � � ,, � � d � � L O � � � � � � a'' 3 `i' _ 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 �. ,,.�.. .�b', `��