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5a. Staff Report-Capital Improvement Committee� L SCANDIA Staff Report Date of Meeting: February 3, 2016 To: City Council From: Neil Soltis, City Administrator Re: Capital Improvement Committee Background: The Capital Improvement Committee that provided input into the 2016 — 2020 Capital Improvement Plan (CIP) was appointed in January and March, 2015 and was comprised of 5 citizen members, 1 of whom serves on the Parks & Recreation Committee. These appointments were not for a set period of time and presumably were for that 1-year period. Prior to 2015 the Committee was comprised of 2 Council members, 2 Planning Commission members, 1 Parks and Recreation committee member, and 4 Citizens -at -large. Issue: Does a Capital Improvement Committee need to be established to work on the 2017-2021 CIP and, if so, what form should that Committee take? Proposal Details: During the 2016 budget process the public hearing on and review of CIP by the Planning Commission took place in November at which time a project was added which necessitated a change that impacted the whole budget package. The intent of the review of the review by the Planning Commission is to assess whether the proposed projects are consistent with the City's Comprehensive Plan. The process would potentially flow much smoother if the public hearing and review by the Plan Commission occurred earlier in the budget process so that the recommendations could be included with the Council begins the review of the budget. Additionally, it would be helpful at the latter stages of the CIP development for a draft of the Plan to be reviewed by the EDA, Parks & Recreation Committee, and Wasterwater Committee. Options & Analysis: 1. Do not appoint a Committee to work on the 2017 — 2021 CIP. a. Staff would work to adjust costs, reprioritize 2017-2020 projects, and add 2021 projects for Council review 2. Appoint a citizen Committee to work on the 2017-2021 CIP a. Previous members could be reappointed or applications for new members could be solicited. If previous members were used there would be some familiarity with the process and the projects. If there were to be additions to the previous committee, this process would need to begin soon in order to complete the task on a timely basis. 3. Appoint a Committee with representatives from Economic Development Authority, Parks & Recreation Committee, & Wastewater Committee a. This would allow the perspectives of each of the Committees / Commission to be reflected in the CIP. This process would need to begin soon in order to complete the task on a timely basis. 4. Appoint a blend of Committee/Commission members and citizen members a. This would allow for some continuity and would also add level of input / direction from advisory members. This process would need to begin soon in order to complete the task on a timely basis. Recommendation: Option 4 — Having the CIP review each year is a healthy planning exercise. The blending a representative from the EDA, Parks & Recreation, and Wastewater with citizen members would provide a combination of long-term perspective along with fresh viewpoints.