4.a) Staff Report-2014-2018 Capital Improvement Plan 4
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SCANDIA
Staff Report
Date of Meeting: June 11, 2013
To: City Council
From: Kristina Handt, Administrator
Re: 2014-2018 CIP
Agenda Item #: 4.a)
Background:
In addition to the road tour held on May 20, 2013, the Council has planned to review the Capital
Improvement Plan at two work sessions (June 11 and July 9).
Areas for the Council to focus on at the June 11 work session include Administration, Community
Center, Ice Rink, Parks and Recreation and Public Work (excluding roads). The July 9th meeting will
be devoted to the Fire Department and roads. The City Engineer will have a report regarding Pilar
Rd by that meeting. Staff will invite property owners along Pilar Rd to attend the meeting.
The Council should use the June and July work sessions to provide direction to staff on the CIP and
the final draft will be presented at the August 13`h work session in conjunction with the operating
budgets. Recommendations regarding wastewater improvements for the 201 and Uptown systems
will be discussed at the August Wastewater Advisory Committee.
Because the CIP is part of the Comprehensive Plan,the Planning Commission holds a public hearing
(typically at their November meeting)prior to recommending City Council approval. Council
approval has occurred concurrent with adoption of the annual budget and final tax levy, generally at
the last meeting of the calendar year.
Issue:
What projects should be included in the 2014-2018 CIP? When? Should any cost estimates be
changed? Are there any projects to add to the CIP (Must be a capital project that costs over
$10,000 with a useful life of 5 years or more)?
Proposal Details:
Included in your packet are two lists. The first, "Project Listing" lists all CIP projects, both
active and pending, by department. The second, "Projects By Department," lists all active
projects over the next ten years and includes cost estimates.
a
Administration:
New for 2014: staff is proposing to move forward with the electronic data storage program. This
will not only help address some space issues in the City offices but also allow staff to work more
efficiently when searching for documents/data.
All projects related to the space needs study and possible community center/city hall expansion
remain pending.
Community Center:
At this time, there are no proposed changes to the CIP for the Community Center from what the
Council approved last year. However, the Maintenance Supt. is obtaining quotes on fixing the
roof. Staff would like to see that project completed this year given the numerous times the roof
leaked during this past winter. More information will be brought to the Council when it is
available. If the Council does approve fixing the roof this year then obviously changes would be
made to remove that project from the CIP in 2019.
Fire:
The information before you has not been updated since the 2013-2017 CIP. Updated
recommendations from the Fire Dept will be discussed in July.
Ice Rink:
No changes from current plan. The replacement of the Zamboni is still planned for 2016, if
grants/donations are obtained.
Parks and Recreation:
The Parks and Recreation Committee reviewed the CIP projects at their June meeting and are
suggesting a few changes.
➢ No changes were made to Lilleskogen Park Improvements though the plan for restoring
the park is unknown. There is only approximately $8,000 remaining in the Park Capital
Improvement Fund after paying for the site survey.
➢ Wind in the Pines was pushed back. The committee was concerned the steps would need
to be replaced. Maintenance Supt. Kieffer reviewed the steps following the meeting and
recommends having staff just pound down the pins.
➢ The committee recommended deleting the Lighted Ball Field-Infield Drainage project.
The softball association no longer thinks it's a concern.
➢ Of the two sidewalk projects on Olinda Trail, the committee felt the one connecting the
community center to the south ball fields was most important. The sidewalk from the
lighted ball field to Olinda Lane was pushed back.
➢ Finally, the committee recommending a full reconstruction of the tennis courts in 2018 if
resurfacing is completed this year.
Public Works:
Maintenance Supt Kieffer is recommending the following changes to the CIP;
➢ Purchase of a wood chipper has been added for 2014. Estimated cost of a 15" chipper is
$37,500. This purchase will pay for itself in two-three years. In 2010 for tree trimming
services the City paid contractors $7,650, and in 2011 $22,927.
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➢ Delete PW-023 Air Compressor originally planned for 2014. Instead PW-024 Utility
Truck with Crane has been increased by $10,000 for the addition of an on board air
compressor.
➢ The John Deere tractor scheduled for replacement in 2014 and the Tiger Boom Mower
attachment scheduled for 2016 were both pushed back to 2019. This would allow for the
City to put all three pieces of equipment (which are used together) on the same
replacement schedule. It may increase the value received for the tractor and other
attachments at the time of sale if they are sold as one unit.
Fiscal Impact:
Included in your packet is a handout titled "Projects By Funding Source."
By the end of 2013 the following balances are projected for the funds:
CapitalImprovement: $254,000
Equipment Replacement: $322,000
Park Capital Improvement: $8,000
Options:
1) Make changes to staff/committee recommendations
2) Make no changes
City of Scandia, Minnesota
Capital Improvement Program
PROJECT LISTING
Includes Projects from All Years
Administration
us Proiect# Proiect Name
Pending A-001 City Meetingi Office Space Siudy
Pending A-003 Annex(Old Fire Ha�Improvemen�
Pending A-005 Comrtwrriy Cen6er Expansionl Ciry HaN
Ac�ive A-006 EleeVonic Data Storage
Communi Center
Status Pro ct# Proiect Name
Pending CG001 Community Center Interior Improvemen�-Fboring
Active CC-UO2 Community Center HVAC Replacement
ActNe CC-003 Communriy Cerrier Roo#Replacert�ent
Fire
Status Pro ec Proiect Name
Pending F-004 Frc�e ChiePs Car
Pending F-096 Second Fire Station
Pending F-098 Badc-up Gene�ator for fire Hall
Pending F-019 Fire Deparfinent Boet and Traile�
Pending F-020 Speaai Rescue 7raier
Pending F-021 F're Trainirg Strudure
Ac6ve F-001 F're Sfation HVAC Replacement
Active F-002 Replaoement oi Fire D�4 Air Compressor
AcUve F-003 Fire DepaAment Radb Replacert�ent
Actnre F-006 SCBA Air Pac Replacemerds
AC6ve F-007 Fire Hall Roof
Acthre F-008 F've Hall WeN Pump Replacement
Active F-009 Civil Defense Sirens
Acdve F-010 Rescue 5179 Replacernent
Ac�ive F-011 Tanker 5177 Replacert�ent
Active F-012 Engine 5180 Replaoement
Active F-013 Grass Rig 5175 Replecem�!
Active F-014 Tanker 5178 Replacement
At�ive f-015 Engine 5176 Re(�lacemerrt
Ice Rink
Status Pr ' Proiect Name
AcWe IR-002 Zamboni Replacemer�
Parksand Recreation
Status Pr Proiect Name
P�ng PR-003 Hay Lakef Lions Park Athletic Field
Pendirg PR-OD4 Playground Equipment Hay LakelLfor�s Shelter
Pending PR-005 Skateboard Park
Pending PR-0O6 Trail Acquisition and Developmeni
Pending PR-OD7 lighted Bap Field Improvemenls—InBeld
Pend'mg PR-008 Lighted BaN Field ImprovemeMs
Pending PR-009 Piayground Equipmer�Replaoemerd-Comn�unity Center
Pendir� PR-010 Playground Equipment Reaacemerrt-Ballfield
DRAF7'for 2014-2018 Update 7&ursday,June 06,2013
PencBng PR-011 Big Lake School Park Im�xovements
Pend�g PR-012 Bone Lake Park Improvemenis
p��g PR-013 Ch�dren's T-Ban F'�Id Improvements
p��g PR-014 Vi�age Center PedesMan Connedion
p��g PR-017 Lighted Ball Field-PaviNion
q� PR-001 Lilleskogen Park ImprovemenLs
pq� PR-002 Wind'm ihe Pines PaAc
Active PR-015 Sidewalk,209th�O South BaA F'�eld
qq� PR-016 Sidewalc,Ba6field b 0linda Lane
qq�e PR-018 Tennis Cou�t Rec�rutruction
Public Works
$tatus Pr ect# Proiect Name
Pen�ng PW-001 Street Paving
Pending PW-025 7racbo�'IBadchoe
AdNe PW-002 Street Mainterwnce Program
Acdive PW-003 Ozark Ave.Fattension
Adive PW-004 Pkicup wlPlow Replacement 2008 Ford F350(102-08)
qctive PW-005 John Deere Trac�or Mower wBroom&Btower(303-09}
Activve PW-006 New Dwnp Tnidd Pbw(Replace 201-97}
q� PW-007 Tger Ditch Rear Mower Replaoernenl
Active PW-008 Tiger Boom Mower AttachmeM Replacement
Active PW-009 1999 JD-6410 Tractor ReplacemeM(302-99)
q� PW-010 2002 Sterling Dump TrudJPbw Replacement(202-02)
AcUve PW-012 Asphatt Patdring Equipment(312)
pc�ive PW-014 Pidcup wlPlow Rep{�cement 2011 Ford F250 (103-11}
Active PW-015 Skid Loader and Trailer
Act(vve PW-016 1998 John Deere Motor Grader Replacement(301-98)
p� PW-017 2011 Madc Oump Tnic�dPbw Replaoement(203-11}
p� PW-019 2008 Ford Ranger Replacement{101-08)
Ac�Ire PW-020 Power Washer
Ac�re PW-021 Lift for Pubic Waks Garage
Adive PW-022 One-Ton F550 Wak Tnx;k
Acxive PW-024 Uti�y Tn�ck with Crane
Active PW-026 Wood Chipper
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City of Scandia, Minnesota
Capital Improvement Program
2014 ct►ru 2018
PROJECTS BY FUNDING SOURCE
Source Project#1 Priority 2014 2015 2016 2017 2018 Total
Ca ital Im rovement Fund
Electronic Data Storage A-006 nla 12,250 12,2�
Civi Defense Sirens F-009 2 7,500 7,500 7,500 7,500 7,500 37,500
Sidewalc,209th to Soulh Ba0 Field PR-015 3 34,000 ���
Side�ra8c,Balfleld to Olinda Lane PR-016 3 79,000 79,000
OrarkAve.Extension PW-003 3 333,333 333�333
Uti6ty Truck with C�ane PW-024 3 40,000 4�,000
Wood Chipper PW-026 2 37,500 37,500
Capital lmprovement Fund Total 81,250 459,833 7,500 7,500 7,500 573,Sd3
Debt Service Fund
Street Maintenance Program PW-002 1 2,000,000 2,000,000
New Dump Trudc!Plow(Replace 201-97) PW-006 1 200,000 2�,�
Debt Service Fund Total �0�� ���� �2���
Equipment Replacement Fund
Fire Department Rad'q Replacemerrt F-003 1 75,000 75,000
Tanker 5177 ReplacemeM F-01 i nla 180,000 180,000
Grass Rig 5175 ReplacemeM F-013 nla 60,OOU 60,000
Pidcup w/Plow Replacement 2006 Ford F350(142-08) PW-004 nla 23.500 23.500
John Deere Trador Nbwer wlBroom 8 Bbwer(303-09) PW-005 nla 25,000 25,000
Tger Boom tubwerAtiachment Replaoement PW-008 nla 12,000 12,000
2002 Slerling Dump TrodclPbw Replacement(202-02) PW-010 nla �,� Z���
1998 John Deere Motor Grader Replacement(301-98) PW-096 Na 225,000 225,000
2008 Ford Ranger Rep�cement(101-08) PW-019 Na 25,500 25,50D
Equipment Replacement Fund Total 18U,000 237,000 60,000 351,OOD 828,000
General Fund
Firee Statan HVAC Replacement F-001 2 20,000 20,000
Tennis Court Reoa�struction PR-018 3 �,� �4��
Sheet Maintenance Program PW-002 1 300,000 300,000 300,000 300,000 300,000 7,500,000
General Fund Total 300,000 320,000 300,000 300,000 360,000 1,580,000
Grants/Don$tions
c��r�s�r� F-ons 2 22,�0o n,�oo s2.soo z2.soo z�,soo ��2,�00
Zamboni Replacement lR-002 Na 40,000 40,000
Granis/Doaations Total 22,SOD 22,500 62,500 22,500 22,500 f52,500
DRAFT for 2014-1018 Update Thursday,June 06,2013
-.
Source Project# Priority 2014 2015 2016 2017 2018 Total
Park Im rovement Fwnd
LNleskogen Paik lrtprovemenis PR-001 2 47,500 36,000 83,500
�nd in d�e Pines Pa�C PR-OD2 3 10,000 10,000
Park Improvement Fund Tota) 47,5D0 46,OOD 93,500
Sewer Fund(201)
U6'Ifly Trudc wilh Crane PW-024 3 30,000 30,000
Sewer Fund(201)Total 30�000 30,000
GRAND TOTAL 661,250 3,058,333 607,OOD 390,000 741,000 5,457,SB3
DRAF7'for 2014-2018 Update Thursday,June 06,2013