9.c) 2015-2019 CIPSCANDIA
City of Scandia
Capital Improvement Program
2015-2019
Draft for Budget Work Sessions
CONTENTS
Introduction
Whatis a CIP?.................................................................................................................1
Scopeof the Draft CIP.....................................................................................................1
FundingSources..............................................................................................................2
ProjectPriorities..............................................................................................................2
2015-2019 CIP Overview
StreetProjects..................................................................................................................3
EquipmentReplacement Fund.........................................................................................3
ProjectHighlights by Department...................................................................................4
CIP Summary Data
Project Listing by Department (All Years)......................................................................6
Projects by Year, 2015 thru 2019....................................................................................8
Sources and Departments Summary, 2015 thru 2019 .....................................................10
Projects by Year, 2020 thru 2024....................................................................................11
Sources and Departments Summary, 2020 thru 2024 .....................................................12
Projects by Department, 2015 thru 2024.........................................................................13
Projects by Source, 2015 thru 2024.................................................................................15
Equipment Replacement Fund, Replacements by Department.......................................18
Equipment Replacement Fund Cash Flow, 2015 -2024 ...................................................19
Appendix
ProjectDetails, All Projects.............................................................................................20
INTRODUCTION
The Capital Improvement Program (CIP) for the five-year period of 2015 through 2019 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 17, 2013) 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 forward 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 capital 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 Ciryfund, primarily from property tax levy, set aside
for capital projects.
Debt Service Fund Projects financed by borrowing, later to be repaid with
property taxes, andpotentially special assessments
depending upon the characteristics of the project.
Equipment Replacement Fund Internal service fund used to segregate funds set aside for
planned replacements ofexisting major equipment. Funds
are transferred from operating budgets (primarily property
tax 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 to
fund mill and overlay and other similar street construction
projects.
201 Sewer Funds come from fees paid by users on the 201 Wastewater
System
Uptown Sewer Funds come from fees paid by users on the Uptown
Wastewater System
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 benefiting 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 disparate as to be essentially not comparable. Some public agencies have
developed elaborate rating and ranking systems to try to set priorities. Complicated 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 or urgent, high-priority projects that should be done if at all
possible; a special effort should be made to find sufficient funding for all
of the projects in this group.
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; maybe deferred to a subsequent year.
D Less important, low -priority projects; desirable but not essential.
N/A Used for replacements of existing equipment.
2015-2019 CIP OVERVIEW
For 2015 through 2019, the draft CIP includes 35 separate projects with a total estimated cost of
$6,692,000. 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 CII'. 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 CII' :
PW -002, Street Maintenance Program. The current funding level ($300,000 per year) has
been maintained, with the addition of a $2,800,000 project in 2016. 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. assessments, franchise
fees, etc).
PW -027, Quinell Ave. An updated cost has been provided by the City Engineer following
soil borings earlier this year. Funding sources are the funds from the County when the road
was turned back to the township and the remainder from the Local Road Improvement Fund.
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 workable policy and funding strategy for dealing with roads needing reconstruction.
Equipment Replacement Fund
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 from 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. Beginning
in 2015, the revenue to the fund will be reduced significantly which will result in the need to borrow
for larger purchases in future years.
Just as for other capital projects, the decision whether or not to replace a particular piece of
equipment, and what to replace it with, will need to be made by the City Council at the time of the
purchase. The City could decide to keep some equipment longer than planned. Or, equipment
could wear out more quickly than expected. It is likely that some items will not be replaced, or that
new technology or equipment could alter plans to replace a particular item.
In 2014, the City transferred $100,000 to the
fund. The draft 2015 budget and CIP show
$6W.0W
Equipm nt ssplacment Fund
-2024
--- - -_
proposed transfers of $20,000 in 2015 and
subsequent years. The chart to the right shows
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the cash flow in the Equipment Re Replacement
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fund from 2015-2024 assuming a $20,000 per
year contribution. The fund would cash flow
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Project Highlights by Department
Community Center:
New for 2015: Seal coating of the Community Center parking lot. The parking lot is scheduled to
be cracked filled in 2014. This should be followed up with seal coating the following year to
maintain the parking lot.
Fire:
➢ The Fire Department HVAC Replacement and Radio Replacement have not been changed
from the current plan.
�o The Civil Defense Sirens have been moved from a 2 to a 3 priority and pushed back a year.
Tanker 5177 Replacement has been moved from a 3 to 1 priority and the price increased
$30,000.
r Grass Rig 5175 Replacement has been moved from a 3 to I priority.
�e The second fire station has been moved from a 3 to 2 priority and increased by $10,000
r SCBA Compressor Replacement has been moved from 2 to 1 priority
➢ 12 SCBA & 30 Masks has been added for 2016 at a cost of $98,000 from the Equipment
Replacement Fund
Roof Replacement has been added for 2019 at a cost of $100,000 from the Capital
Improvement Fund
r Outdoor Training Building has been moved from a 3 to 2 priority.
The Chiefs Vehicle has been moved from pending to active in 2019.
4
Ice Rink:
The replacement of the Zamboni has been pushed back a year to 2017, if grants/donations are
obtained. The Public Works Director believes it will last longer after the maintenance performed on
it last year.
Parks and Recreation:
Y No changes were made to Lilleskogen Park Improvements. There is only approximately
$8,000 remaining in the Park Capital Improvement Fund. Park fees from a couple
subdivisions are expected to come through next year. The $36,000 planned for 2015 would
be grants/donations for site improvements such as picnic tables, benches, signage, etc. It is
anticipated at this time the parking lot/rain garden and butterfly garden will be completed in
2014.
➢ Wind in the Pines was moved to pending. The committee did not feel a Natural Resources
Management Plan was needed as long as regular maintenance occurred.
i' No changes were made for a full reconstruction of the tennis courts in 2018. Resurfacing
was completed in 2013.
Log House Landing Improvements have been updated to reflect the $400,000 cost estimate
in the grant application. The full project has been moved back to 2015. In addition to the
$200,000 grant from the DNR, the plan assumes $100,000 cost share from the watershed
district. The remaining $100,000 would come from the Capital Improvement Fund.
Public Works:
Purchase of a wood chipper has been moved to pending. This winter the City rented a
chipper and that seemed to work well.
PW -024 Utility Truck with Crane has been moved to pending.
➢ The John Deere Tractor wBroom and Blower scheduled for replacement in 2016 has been
pushed back to 2017.
Y Street Maintenance Program has been increased to $2.8 million and pushed back to 2016.
$300,000 would continue to come from the General Fund. The additional $2.5 million
would need to be bonded for and paid back through the levy and special assessments via the
Debt Service Fund. The Council will need to determine which roads would be included in
this project.
Quinell Ave is still in the plan for 2015 at $550,000. Approximately $125,000 would come
from the tum back money from Washington County and the other $325,000 from the Local
Road Improvement Fund.
i> 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.
City of Scandia, Minnesota
Capital Improvement Program
PROJECT LISTING
Includes Projects from All Years
201 Sewer
Status
Pro ect #
Protect Name
Active
201S-001
Bliss L.S.1 Consol Panel
Active
201S-002
ME Dranfield
Active
201S-003
Bliss L.S. 2 Control Panel
Active
2015-004
BFiss LS.2 Pump
Active
2015-005
Bliss L.S. 2 Pump 2
Active
2015-006
Bliss L.S.1 Pump 2
Community Center
Status
Project #
Protect Name
Active
CC -002
Community Center HVAC Replacement
Active
CC -004
Community Center Parking Lot Paving
Fire
Status
Pro act
Protect Name
Active
F-001
Fire Station HVAC Replacement
Active
F-003
Fire Department Radio Replacement
Active
F-004
Fire Chiefs Car
Active
F-006
SCBA Air Pac Replacements
Active
F-008
Fire Hall Well Pump Replacement
Active
F-009
Civil Defense Sirere
Active
F-010
Rescue 5179 Replacement
Active
F-011
Tanker 5177 Replacement
Active
F-012
Ergine 5180 Replacement
Active
F-013
Grass Rig 5175 Replacement
Active
F-014
Tanker 5178 Replacement
Active
F-015
Engine 5176 Replacement
Active
F-016
Second Fire Station
Active
F-018
Back-up Generator for Fire Hall
Active
F-021
Fire Training Structure
Active
F-022
SCBA Compressor Replacement
Active
F-023
12 SCBA 8 30 Masks
Active
F-024
Fire Hall Roof Replacement
Ice Rink —
—
Status
Protect
Proiect Name
Active
IR -002
Zamhoni Replacement
Parks and Recreation
Status
Protect #
Project Name
Active
PR -001
Lilleskogen Park Improvements
Active
PR -018
Tennis Court Reconstruction
Active
PR -019
Log House Landing Improvements
Public Works
Status
Pro ect #
Protect Name
Active
PW-OD2
Street Maintenance Program
Active
PW-OD4
Pickup w1Plow Replacement 2008 Ford F350 (102-06)
DRAFTfor2015-2019 Update Friday, August 22, 2014
Active
PW -005
John Deere Tractor Mower w/Bmom&Bbwer(303-09)
Active
PW -007
Tiger Ditch Rear MowerReplacement
Active
PW -008
Tiger Boom MowerAttachment Replacement
Active
PW -009
1999 JD -6410 Trader Replacement (302-99)
Active
PW -010
2002 Sterling Dump Truch/Plmw Replacement (202-02)
Active
PW -012
Asphalt Patching Equipment (312)
Active
PW -014
Pickup w/Plow Replacement 2011 Ford F250(103-11)
Active
PW -015
Skid Loader and Trager
Active
PW -016
1988 John Deere Motor Grader Replacement (301-98)
Active
PW -017
2011 Mack Dump TnrcklPlow Replacement (203-11)
Active
PW -019
2008 Ford Ranger Replacement (101 -08)
Active
PW -027
Quinell Ave
Uptown Sewer
Status
Protect #
Protect Name
Active
US -003
Drain field Blower
Active
US -004
Uptown Pump 1 Replacement
Active
US -005
Uptown Pump 2 Replacement
Active
U6406
Drainfield Pump 1 Replacement
Active
US -007
Dralnfelld Pump 2 Replacement
DR9FTfor 2015-1019 Update Friday, August 22, 2014
City of Scandia, Minnesota
Capital Improvement Program
2015 thru 2019
PROJECTS BY YEAR
Project Name Department Project# Priority Project Cost
2015
Community Center Parking Lot Paving
Community Canter
CC -004
1
12,000
Tanker 5177 Replacement
Fire
F-011
1
230,000
Llleskogen Park Improvements
Parks and Recreation
PR -001
2
36,000
Log House Landing Improvements
Parks and Recreation
PR -019
1
400,000
Street Maintenance Program
Public Works
PW -002
1
30D,000
Ouinell Ave
Public Works
PW -027
Na
550,000
1 2017 _.
Grass Rig 5175 Replacement
Total for 2015
F-013
1
1,52B4OD0
2016
Fire
F-016
2
135,000
Bliss L.S. 2 Control Panel
201 Sewer
201S-003
rda
27,500
Blas L.S.2 Pump 1
201 Sewer
2015-004
No
5,250
Blas L.S.2 Pump 2
201 Sewer
2015-005
nla
5,250
Fire Station HVAC Replacement
Fire
F-001
2
20,000
SCBA Compressor Replacement
Fire
F-022
1
17,000
12 SCBA & 30 Masks
Fire
F-023
1
98,000
Zamboni Replacement
Ice Rink
IR -002
nfa
40,000
Street Maintenance Program
Public Works
PW -002
1
2,800,000
2D02 Sterling Dump Truck/Plow Replacement (202-02)
Public Works
PW -010
3
200,000
Civil Defense Sirens
Total for 2016
F-009
3
3,213,000
1 2017 _.
Grass Rig 5175 Replacement
Fire
F-013
1
85,000
Second Fire Station
Fire
F-016
2
135,000
Street Maintenance Program
Public Works
PW -002
1
300,000
John Deere Tractor Mower wBmom&Blower (303-09)
Public Works
PW -005
3
25,000
Drain field Blower
Uptown Sewer
US -003
n1a
500
Pickup wlPlow Replacement 2008 Ford F350 (102-08)
Total for 2017
PW -004
3
545,500
F- 2018
Bliss L.S.1 Control Panel
201 Sewer
201S-001
nfa
27,500
Fire Department Radio Replacement
Fire
F-003
1
75,000
Fire Training Structure
Fire
F-021
3
100,DD0
Tennis Court Reconstruction
Parks and Recreation
PR -018
3
60,DD0
Street Maintenance Program
Public Works
PW -002
1
300,000
Pickup wlPlow Replacement 2008 Ford F350 (102-08)
Pubiic Works
PW -004
3
25,500
1998 John Deere Motor Grader Replacement (301-98)
Pubiic Works
PW -016
We
225,000
2008 Ford Ranger Replacement (101-08)
Public Works
PW -019
3
25,500
Total for 2018
838,500
2019
Fire Chiefs Car
Fire
F-004
3
50,000
Civil Defense Sirens
Fire
F-009
3
30,000
DR4FTfor 10/5-1019 Update Friday, August 11,1014
Project Name Department Project # Priority Project Cost
Fire Hall Roof Replacement
Fire
F-024
2
100,000
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 Replacement (302-99)
Public Works
PW -009
3
60,000
Total for 2019
567,000
GRAND TOTAL 6,692,000
DRAFTfor 2015-2019 UFdaie Friday, August 22, 2014
City of Scandia, Minnesota
Capital Improvement Program
2015 thru 2019
EXPENDITURES AND SOURCES SUMMARY
Department 2015 2016 2017 2018 2019 Total
201 Sewer
2015
36,000
2017
27,500
65,500
Community Genter
12,000
112,000
12,000
Fire
230,000
135,000
220,000
175,000 180,000
940,000
Ice Rink
40,000
Equipment Replacement Fund
230,000
40,000
Parks and Recreation
436,000
87,000
1,093,000
60,000
496,000
Publlc Works
850,000
3,000,000
325,000
576,000 387,000
5,138,000
Uptown Sewer
40,000
500
500
EXPENDITURE TOTAL
1,528,000
3,213,000
545,500
838,500 667,000
6,692,000
Source
2015
2016
2017
2018
2019
Total
Capital Improvement Fund
112,000
130,000
242,000
Debt Service Fund
2,500,000
135,000
2,635,000
Equipment Replacement Fund
230,000
315,000
110,000
351,000
87,000
1,093,000
General Fund
300,000
320,000
300,000
460,000
350,000
1,730,000
Grantsl Donations
461,000
40,000
501,000
Local Road Improvement Fund
425,000
425,000
Sewer Fund (201)
38,000
27,500
65,500
Uptown Sewer
500
500
SOURCE TOTAL 1,528,000 3,213,000 545,500 838,500 567,000 6,692,000
DRAFTfor 2015-2019 Update Friday, August 11, 2014
City of Scandia, Minnesota
Capital Improvement Program
2020 ttuu 2024
PROJECTS BY YEAR
Project Name Department Project # Priority Project Cost
2020
Street Maintenance Program Public Works PW -002 1 300,000
Total for 2020 300,000
2021
Street Maintenance Pmgmm
Public Works
PW -002
1
300,000
Pickup w/Plow Replacement 2011 Ford F250 (103-11)
Public Works
PW -014
3
25,500
Total for 2021
325,500
2022
A/E Dranfield
201 Sewer
20IS-002
n/e
200,000
Community Center HVAC Replacement
Community Center
CC -002
2
30,000
SCBA Air Per Replacements
Fire
F-006
1
70,000
Skid Loader and Trailer
Public Works
PW -015
3
40,000
2011 Mack Dump Truck/Plow Replacement(203-11)Public
Works
PW -017
3
200,000
Drain field Blower
Uptown Sewer
US -003
nla
500
Uptown Pump 1 Replacement
Uptown Sewer
US -004
Na
1,100
Uptown Pump 2 Replacement
Uptown Sewer
US -005
nla
1,100
Dminfleld Pump 1 Replacement
Uptown Sewer
US -006
Na
1,100
Drairdeild Pump 2 Replacement
Uptown Sewer
US -007
nla
1,100
Total for 2022
544,900
2023
Tanker 5178 Replacement
Fire
F-014
3
180,000
Total for 2023
180,000
2024 1
John Deem Treclor Mower w/Bmom B Blower (303-09)
Public Works
PW -005
3
25,000
Tiger Dltch Rear Mower Replacement
Public Works
PW -007
3
15,000
Tiger Boar MowerAtlachment Replacement
Public Works
PW -008
3
12,000
1999 JD -0410 Tractor Replacement (302-99)
Public Works
PW -009
3
60,000
Asphalt Patching Equipment(312)
Public Works
PW -012
Na
15,000
Total for 2024
127,000
GRAND TOTAL
1,477,400
DRAFT for 2013-1019 Update Friday, August 11, 2014
City of Scandia, Minnesota
Capital Improvement Program
2020 tluu 2024
EXPENDITURES AND SOURCES SUMMARY
Department
2020 2021 2022
2023 2024 Total
201 Sewer
200,000
200,000
Community Center
30,000
30,000
Fire
70,000
180,000 250,000
Public Works
300,000 325,500 240,000
127,000 992,500
Uptown Sewer
4,900
4,900
EXPENDITURE TOTAL 300,000 325,500 544,900 180,000 127,000 1,477,400
Source 2020 2021 2022 2023 2024 Total
Equipment Replacement Fund 25,500 310,000 180,000 127,000 642,500
General Fund
Sewer Fund (201)
Uptown Sewer
300,000 300,000 30,000
200,000
4,900
630,000
200,000
4,900
SOURCE TOTAL 300,000 325,500 544,900 180,000 127,000 1,477,400
DRAFT for 1015-1019 Update Friday, August 22, 2014
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Equipment Replacement Fund
2015-2019
Replacements by Department
Year Fire
Public Works
Total
2015 $230,000
$0
$230,000
2016 $115,000
$200,000
$315,000
2017 $85,000
$25,000
$110,000
2018 $75,000
$276,000
$351,000
2019
TOTAL
Percent 46.20% 53.80% 100.00%
2015 Allocation $9,241 $10,759 $20,000
Replacements by Department
2014-2018
Fire
46%
Public Works
54%
Equipment Replacement Fund Cash Flow
2015-2024
Year
Total $ Replacements
Funding
Balance
2015
$230,000
$20,000
$218,000
2016
$315,000
$20,000
-$77,000
2017
$110,000
$20,000
-$167,000
2018
$351,000
$20,000
-$498,000
2019
$87,000
$20,000
-$565,000
2020
$0
$20,000
-$545,000
2021
$25,500
$20,000
-$550,500
2022
$310,000
$20,000
-$840,500
2023
$180,000
$20,000
-$1,000,500
2024
$127,000
$20,000
-$1,107,500
Equipment Replacment Fund
2015-2024
$600,000
$400,000 -
$200,000
IL L
$0 � Total $ Replacements
-$200,000 015201 72018201920202021202220232024
Funding
-$400,000
-$600,000 -Balance
-$800,000
-$1,000,000
-$1,200,000