4.a)6) and 7) Staff Report-2014-2018 CIP-Roads and Fire Department �� :,1
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SCANDIA
Staff Renort
Date of Meeting: July 9, 2013
To: City Council
From: Kristina Handt, Administrator
Re: 2014-2018 CIP—Roads and Fire Dept
Agenda Item #: 4.a)6) and 7)
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).
At the June 11 work session the Council reviewed the following departmental requests for the 2014-
2018 CIP: Administration, Community Center, Ice Rink, Parks and Recreation and Public Work
(excluding roads).
The July 9t" meeting will focus on roads, watershed projects and the Fire Department. The City
Engineer will have a report regarding Pilar, Paris, Perkins and Penfield road paving and properly
owners have been invited to attend. Jim Shaver and Jed Chestnut will be at the July work session to
discuss watershed projects. Supt Keiffer will provide information on Quinell and other roadways.
Chief Hinz will be joining the meeting later to discuss the fire department's requests.
The Council should use the July work session 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 20l 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, for each the Fire Department and the Road related projects for Public Works.
The second, "Projects By Department," lists all active projects over the next ten years and
includes cost estimates.
Roads:
The paving of Pilar, Paris, Perkins and Penfield are covered in agenda item 4.a)1). This project
is covered in PW-001 which also included the paving of other gravel roads and was listed as
pending in the 2013-2017 CIP.
After hearing the Quinell report (agenda item 4.a)5), the Council will provide direction to staff
on whether or not to include the project or a portion of it in the 2014-2018 CIP.
PW-002 is the Street Maintenance Program which includes the $300,000 annually in the general
fund for seal coating, patching, dust control, sweeping, tree trimming and culvert repair and
replacement. The current plan includes an additional $2 million in 2015 for street
reconstructions. The Council should discuss if they are still interested in borrowing for street
reconstructions and if the City will be assessing for reconstructions. If there are no assessments,
the bonds would need to be approved by the voters. As an alternative to borrowing, staff would
propose budgeting $200,000 annually in the CIP for road reconstructions and then completing a
$1 million project every five years.
PW-003 is the extension of Ozark Ave. In the 2013-2017 CIP it was planned for 2015. Staff
would recommend pushing the project back a few years or move it to pending status until more
development occurs in the area.
Fire:
The Fire Department is requesting no changes to Projects F-001 (Fire Station HVAC
Replacement) and F-003 (Fire Department Radio Replacement) from the current CIP. They are
planned for replacement in 2015 and 2018 at $20,000 and $75,000 respectively.
The Fire Department is requesting the following changes for the 2014-2018 CIP:
➢ Delete Civil Defense Siren purchases for 2014-2017 but remain for 2018. Given that
FEMA has indicated they will no longer be offer grant funding for sirens, I have updated
the funding source to the capital improvement fund entirely. The Council should discuss
if they want to pursue an additional siren and if so discussion on location should follow.
➢ F-01 l, Tanker 5177 Replacement has had the price adjusted from $180,000 to $200,000.
5177 is a model year 1992 tanker with a recommended useful life of 20 years, which has
already been surpassed. Replacement is scheduled for 2015.
➢ F-013, Grass Rig 5175 Replacement has had the price adjusted from $60,000 to $85,000.
5175 is a model year 1995 with a recommended useful life of 20 years. Replacement is
scheduled for 2017.
➢ F-018, Back-up Generator has been moved off the pending list to active in 2014 at a cost
of$30,000. Previous estimates were $75,000. The lower cost is due to having a
generator that would just run the well and a few lights versus the entire building.
➢ F-022 is a new project for SCBA Compressor Replacement. It is currently scheduled for
2016 at a cost of$17,000.
➢ F-016, Second Fire Station, has been moved from pending to active with a cost of
$125,000. The City owns property at the corner of Manning and Mayberry. Placing a
second station in this location could help with recruitment, ISO ratings for property
owners, and improved response time to the western side of the City particularly Big
Marine Park Reserve.
➢ F-021, Fire Training Structure, has been moved from pending status to active and the cost
has been increased from $75,000 to $100,000.
➢ F-004, Fire Chief's Car, has been moved from pending to active and the price increased
from $15,000 to $50,000.
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
2014 ti►� 2018
PROJECTS BY FUNDING SOURCE
Source Project# Priority 2014 2015 2016 2017 2018 Total
Ca ital Im rovement Fund
Elec;tronic Data Storage A-006 nla 12,250 12�250
Civil Oefense Sirens F-009 2 30,000 30,000
Badc-��enera�r for F�e Hall F-018 3 30,000 30,000
OzarkAve.Extension PW-003 3 333,333 333,333
UtlKty Trudc witli Crane PW-024 3 40,000 40��0
Wood Chipper PW-026 2 37,500 37,500
Capital lmprovement Fund Total 42,250 410,833 30,000 483,083
Debt Service Fund
Second f[re Statbn F-018 3 125,000 125.000
Street Maintenarxe Program PW-002 1 2,OOU,000 2,000,000
New Dump Truck!Plow{Replace 201-97) PW-006 7 200,000 20U,OD0
Debt Service Fund Total 200,000 2,000,000 125,000 2,325,000
ui ment Re lacement Fund
Fire Deparbr�ent Ra�o Repl�ment F-003 1 75,000 75,000
Tanker 5177 Re�acement F-Of 1 Na 200,000 200,000
Grass Rig 5175 Repiaoement F-013 n/a 85,000 85,000
SCBA Compressor Replaoement F-022 nla 17,000 17,000
Pidcup w1Pbw Replaoement 2008 Ford F350(102-OS) PW-004 Na 25,500 25,500
John Deere Trador Mowe�wlBroom 8 Blower(303-09) PW-005 nla 25,000 25.000
T'ger Bcwm Mower Atta�ment Replacement PW-008 nla 12.000 �2,0�0
2002 Steriing Dump TruddPbw Replaoement(202-02) PW-0i0 Na 200,000 200�000
1998,tohn Dcere Nbtor Grader Replac,�emant{30198) PW-096 Na 225,000 225,000
2006 Ford Ranger Replacem�►t(101-08} PW-0i9 n!a 25,500 25,500
Equipment Replacement Fund Total 200,000 254��00 85A00 351,OOD 890,000
General Fund
Fire Station HVAC Replacement F-001 2 20,000 20,000
Fi�e ChiePs Cer F-004 3 50,000 50,000
FireTraining Sirudure F-021 3 100,000 100,000
T�nis CouR Rec�nsUuction PR-018 3 �.� ���
Street Maintenar�ce Program PW-001 1 300,000 300,000 300,000 300,000 300,000 1,500,000
General Fund Total 300,000 320,000 300,000 400,000 410,000 f,730,000
Grants/Donations
Zamboni Replac�ment fR-002 Na 40,000 40,000
L�eskogen Park Improvements PR-001 2 47,500 36,000 83,500
DRAF7'for 2014-2018 Update Wednesday,July 03,2413
Source Project# Priority 2014 2015 2016 2017 2018 Total
Grants/Donations Total 47�� ��� ��� ����
Park Im rovement Fund
Wind in ihe P�es Park PR-001 3 10,000 l0,OD0
Park Improvement Fund Total 70,000 10,000
Sewer Fund 201
Ut�dy Tn�ck with Crane PW-024 3 30,000 30,000
Sewer Fund(201)Total �A� 30,000
GRAND TOTAL 589,750 3,006,833 719,000 485,000 791,000 �59l,383
DRAFT for 2014-2018 Update Wednesday,July 03,2013