HomeMy WebLinkAbout2A, 2013-2017 Capital Improvement Plan (CIP) ,-SRIZN�HILLS
Request for Council Action 2A
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Prepared By: Sue Iverson, Director of Finance
&Administrative Services and Work Session Date: June 18,2012
Kyle Howard,Finance Analyst
2013-2017 Capital Improvement Plan (CIP)
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
Discussion Topic:
Discussion of the 2013-2017 Capital Improvement Plan Draft.
Supporting Documents:
1. Memorandum from Sue Iverson and Kyle Howard dated June 18, 2012.
�-iR EN�HILLS
MEMORANDUM
DATE: June 18,2012
TO: Honorable Mayor and City Council Members
Patrick Klaers, City Administrator
FROM: Sue Iverson,Director of Finance and Administrative Services
Kyle Howard, Finance Analyst
SUBJECT: 2013—2017 Capital Improvement Plan (CIP)
Background
As part of the 2013 budget process, a five-year capital improvement plan is prepared.
Staff prepared the preliminary CIP for Council discussion as part of this process.
Discussion
Staff last discussed the CIP as a whole with the City Council at the November work
session and approved the 2012-2016 plans on December. Since that time, staff has
discussed various items with Council at work sessions.
Staff has added 2017 to the plan and updated any changes in the plans or the cost
estimates since the council last saw the plan for 2012-2016 CIP. A summary of major
changes is as follows:
1. Valentine Park Pathway (2013) - DNR Local Trail Connection Grant
$317,622 with $167,622 as local match from PIR Fund and $150,000 as
potential Grant Award
The City applied for DNR (Local Trail Connection Program) Funding for a
pathway on Old Snelling Avenue from Lake Valentine Road/Valentine Park to
County Road E2. Awards will be announced sometime this summer.
2. Perry Park#3 Fencing (2014) - $25,500 from PIR Fund
Perry #3 is the last of the fields at Perry Park to not have outfield and sideline
fencing. This field is used for adult softball and youth baseball daily. The field
is short for an adult field (270 ft) and adding the 10 foot outfield fence would
extend the field and would take the ground rule double/home run judgment calls
out of the umpire's hands, increase safety by keeping balls from being hit to the
City Council Meeting
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berm and the temporary fence in left, and also keep balls that are overthrown from
third in play versus going into the parking lot.
3. Off Leash Dog Area (2013) - $7,500
The PTRC has a 2012 goal of researching and reviewing the potential for an off
leash dog area in the City. No site has been determined yet and the PTRC is still
working on locations and details to bring to the Council. This is a place holder.
If a hockey rink is determined to be a potential location, this amount would be
greatly reduced, as fencing needs would be reduced. This number is based on
adding fencing/outdoor bathroom/amenities (including signs).
4. County Road E Improvements between Highway 51 and Lexington Avenue
(2013)—$229,740
The City signed a contract for $48,260 with Bolton & Menk in 2012 for Phase I
of the B-2 Implementation Plan. Of the total planned expenditure of$278,000 for
planning and design, $229,740 was moved to 2013. Funding sources were
adjusted proportionally.
The project description was simplified. The list of preliminary improvements
proposed by the B-2 Guiding Plan was removed since the current implementation
planning process will determine actual improvements.
5. Gateway Signs (2013)—$50,000
The project description has been updated. A sign cost of $25,000 per sign was
previously estimated. Given the current quotes for the Lexington/Co Rd E sign,
the sign cost estimate was kept at $25,000 per sign, but it is now noted that the
cost includes installation, lighting, and landscaping.
Previously, three signs were assumed to be installed in 2012. The sign at
Lexington/Co Rd E will be installed prior to the completion of the Walgreens
development. The estimated cost, including installation, lighting, landscaping and
cost participation by the developer, is $15,000. Staff recommends that this sign
be installed so that the Council can see how it looks prior to the approval of any
additional signs. Signs at County Road D/Lake Johanna Blvd and Hwy
96/Lexington are programmed for 2013. Both 2013 signs will likely need
landscaping plans to be approved in late 2012/early 2013.
The source of funds for this project was previously identified as the EDA
Revolving Fund. A transfer from the General Fund will be necessary.
6. Communications Equipment(2013) - $15,000
In 2011, rather than investing approximately $16,000 on a new bulletin system,
the City entered into a lease for a bulletin system with CTV for $1,800 annually.
The CTV lease is not a capital expenditure and was reflected in the approved
2012 budget.
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CIP expenditures in 2013 include $9,000 for audio upgrades in the Council
Chambers.
7. City Website (2013)—$9,545
A new project was added for the City website redesign project. The contract with
CivicPlus spreads the cost of website design, support, and hosting over three years
beginning in 2012 at a cost of$9,545 per year. Beginning in 2015, assuming that
the City continues to use CivicPlus, the annual cost of hosting and support is
projected to be $4,614 with an annual cost increase of 5%.
8. Sanitary Sewer
i. Eliminated 09-Sew-001 from CIP as the City has completed their I&I
requirements from MCES
ii. Moved dollars for the reconstruction of Lift Stations#1 and#12 to 2012 from
2013. This contract has been awarded by the city Council
iii. Eliminated the 2014 CIP item for a SCADA system in the amount of
$200,000
iv. Lowered the dollars for the reconstruction of Lift Station#I I and#13 as only
LS #13 is being reconstructed in 2012. Lift Station#11 will still need to be
reconstructed in the future so a new CIP item for the Reconstruction of Lift
Station#11 in 2014 in the amount of$250,000 was added
V. Increased 2013 expenditure for 09-Sew-002 from $125,000 to $500,000
anticipating that there will be another round of grants for I&I reduction based
on the $4,000,000 in the State bonding bill.
9. Water Department
i. On item 11-W-003 moved all $405,000 to 2012 to reflect the Council decision
to proceed with all of the water meter reader replacements in 2012
ii. Added item 13-W-XXX to purchase a hand held GPS unit for locating valves,
curb boxes and other amenities in the field to be added to the City's GIS map.
iii. Added 13-W-XXX Repair of the Roof at the Booster Station for$20,000. The
roof at the booster station has had leaking problems for some years. Several
patches have been attempted.Now it is time to replace the entire roof.
10. Surface Water Management Department
i. Moved the funding for 12-Storm-001 Innovation Way/Co Rd F Pond dredging
from 2012 to 2013. This is a project being lead by Xcel Energy to dredge a
pond that both Boston Scientific and the City have agreed to fund a third of
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the cost. Due to some procurement problems at Xcel Energy the project was
pushed back to 2013.
ii. Eliminated 09-Storm-002 Erosion Correction of Old City Hall Trail for
$20,000. This project was never undertaken and now the need for it has been
removed by the Pulte Fox Ridge development.
iii. Added an item to fund$25,000 of repairs of inlets/outlets in the City's storm
drainage system. The inlets/outlets were all inspected in 2011 and many were
found to need repair. This CIP item will allow the City to take on a few of
these type repairs each year.
11. Street Department
i. Moved funding for 12-Str-007 Snelling Avenue PMP from 2012 to 2013
based on the Council decision to rebuild the street and bridge in the same
year. 2013 is the earliest year both could be accomplished. Will continue to
monitor this item as it may be pushed further back it the CIP
ii. Added 17-Str-XXX 2017 Crackseal and Sealcoat
iii. Added 14-Str-XXX Ramsey County Lexington Avenue Improvement(I-694
to Co. Rd. F). This project is programmed by Ramsey County for 20t4. It is a
$2.0+ Million project. The City will likely have a minor cost participation. For
now a$100,000 placeholder has been put in the CIP until a firm amount is
determined.
12. Equipment
i. Item 11-EgpV-004 Replace Jetter and Vactor Truck with Combo Machine has
had the expenditure of$300,000 moved from 2012 to 2013. Even if this piece
of equipment were to be ordered in late 2012 the delivery time would put the
payment into 2013.
ii. Item 13-Eqp-004 Replace 1997 Street Sweeper scheduled for 2015 has had
the total price raised from $150,000 to $200,000 to reflect the actual price of
the equipment.
iii. Added in 2017 the replacement of Unit 401 a 2005 4-door diesel pickup truck
for$50,000 minus trade in value.
iv. Added in 2014 the updating of the camera and controls on the existing
sanitary sewer televising trailer. The system is a 2003 and this update should
extend the useful life of the system another 15 years.
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V. Item 12-EgpV-002 Replace 1997 Dump Truck w/Plow/Wing Plow/Sander
was moved from 2013 to 2014. Due to the limited use in the snow season of
2011/2012 should be able to extend its useful life by another year.
vi. Item 12-Eqp-006 Replace 1996 Roller was moved from 2013 to 2014. This
piece of equipment is still operating fine and may be extended even further in
the future.
vii. Item 13-Eqp-003 Replace 2002 Groundsmaster with Snow Blower was moved
from 2013 to 2014. This piece of equipment is primarily used for snow
removal on ice rinks, due to the limited use in the 2011/2012 season it can be
extended another year.
viii. Item 16-Eqp-001 Large Area Mower has been moved from 2016 to 2015. This
is the only large area mower in our fleet, it is a 1999 model and is out almost
daily during the grass cutting season.
ix. An item has been added to 2017 to replace the two 2011 Toro Z mowers.
These two mowers together with the large area mower are the workhorses of
the grass cutting fleet. It is important to have them in very good condition
because if they are down for repairs for just a few days grass cutting falls
behind. '
X. Added replacement of the 2004 Hotbox (unit 112) in 2016. This unit is used
for bituminous patching. It is a 2004 and the replacement cost is $20,000.
xi. Added an item to replace 2001 Toro Workman(Unit 411) in 2016
13. Springbrook Software Upgrades (2013)— 13,000
The Springbrook Business analytical and dashboards have not been purchased.
The 13,000 that was presented in the 2012 CIP will be moved to the 2013 CIP for
the purchase of these upgrades.
14. Plotter 2013—$10,000
The City is unable to print large maps or signs in house. All large print materials
need to be printed by Roseville or another company. The plotter is a place holder
for an estimated cost. Staff have received quotes for a plotter that range from
$6,000 to $10,000.
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Council Action
Staff would like input from the City Council on the 2013-2017 Five-Year CIP and the
2013-2017 equipment. Development of a five-year CIP is needed to enable the creation
of a long-range financial plan for the City to evaluate reserve balances and to analyze
available funds for future projects. This is a living document and only meant to be a
"guiding plan". As each project or purchase is made, it must be brought to the City
Council for discussion and approval. Only the 2013 expenditures will be included in the
2013 Operating Budget. This plan will be brought to the December 10, 2012 Council
meeting for approval.
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City of Arden Hills, Minnesota
Capital Improvement Plan
2013 thru 2017
PROJECTS BY CATEGORY
Category Project# Priority 2013 2014 2015 2016 2017 Total
Economic Devi Improvement
Gateway Signs 16-EDA-001 n/a 50,000 50,000 25,000 0 0 125,000
Economic Devi Improvement Total 50,000 50,000 25,000 0 0 125,000
E ui went: Office
Springbrook Software Upgrades 12-Tec-001 nla 13,000 13,000
Technology and Office Equipment 12-Tec-002 n/a 15,000 13,000 13,000 13,000 13,000 67,000
Communications Equipment 12-Tec-003 n/a 15,000 15,000 15,000 15,000 15,000 75,000
City Website 12-Tec-004 n/a 9,545 9,545 19,090
Plotter 13-Tec-001 n/a 10,000 10,000
Equipment:Office Total 62,545 37,545 28,000 28,000 28,000 184,090
Park Capital Equipment
Playground Structure Replacement 11-Park-003 n/a 70,000 70,000 140,000
Park Capital Equipment Total 70,000 70,000 140,000
Park Capital Improvements
Park Bench Implementation 10-Park-031 n/a 5,000 5,000
Mounds View HS Trail Connection 11-Park-001 n/a 40,000 160,000 200,000
Forestry Implementation Plan 11-Park-004 n/a 10,000 10,000 10,000 5,000 5,000 40,000
Park Amenities 11-Park-005 n/a 3,000 3,000 3,000 3,000 3,000 15,000
Trail Rehabilitation 12-Park-002 n/a 50,000 50,000 50,000 50,000 50,000 250,000
Valentine Park Pathway 13-Park-012 n/a 317,622 317,622
Off Leash Dog Area 13-park-013 n/a 7,500 7,500
Perry#3 Fencing 14-Park-009 n/a 20,500 20,500
Park Capital Improvements Total 393,122 123,500 223,000 58,000 58,000 855,622
Public Safety
Lake Johanna Fire Dept Equipment 09-Pub-001 n/a 160,720 121,100 6,594 43,834 332,248
Public Safety Total 160,720 121,100 6,594 43,834 332,248
ISanitary Sewer Maintenance
Reconstruct Lift Station 11 14-Sew-XXX 3 250,000 250,000
Prodnced Using the Plan-It Capital Planning Sojhvare Friday,June 75,2012
Category Project# Priority 2013 2014 2015 2016 2017 Total
Sanitary Sewer Maintenance Total 250,000 250,000
Storm Water Maintenance
Storm Water Inlet/Outlet Repairs 13-Storm-XXX 3 25,000 25,000 25,000 25,000 25,000 125,000
Storm Water Maintenance Total 25,000 25,000 25,000 25,000 25,000 125,000
Streets: Cracksealing&Sealcoat
2013 Crack Fill and Seal Coat 13-StrS-XXX n/a 140,000 140,000
2014 Crackseal and Sealcoat 14-StrS-063 nla 145,000 145,000
2015 Crack Fill and Seal Coat 15-StrS-XXX n/a 145,000 145,000
2016 Crackseal and Sealcoat 16-StrS-066 n/a 150,000 150,000
2017 Crackseal and Sealcot 17-Str-XXX 3 150,000 150,000
Streets:Cracksealing&Sealcoat Total 140,000 145,000 145,000 150,000 150,000 730,000
Streets: Mill&Overlay
2013 PMP Mill and Overlay(Removed tjm) 13-StrM-062 nla 150,000 150,000
Streets:Mill&Overlay Total 150,000 150,000
Streets: Reconstruction
Highway 96(Old Highway 8 to US Highway 10) 11-Str-055 n/a 490,000 490,000
Snelling Avenue PMP 12-Str-007 n/a 1,416,000 1,416,000
Co Rd E Impr between Hwy 51 &Lexington Ave 12-Str-060 n/a 229,740 2,334,000 2,563,740
Ridgewood Asbury-2013 PMP 14-Str-064 n/a 1,393,500 85,500 1,479,000
West Round Lake Road PMP(Moved to 2017 or beyond) 15-Str-042 n/a 50,000 50,000
Indian Oaks PMP--2017 PMP 16-Str-065 n/a 275,000 1,411,000 1,686,000
Glenview Neighborhood--2015 PMP 17-Str-039 nla 539,500 2,880,500 180,000 3,600,000
Streets:Reconstruction Total 3,529,240 2,959,000 2,880,500 455,000 1,461,000 11,284,740
Streets•Misc
Regulatory Street Sign Replacement Program 11-Str-001 nla 5,000 5,000 15,000 10,000 35,000
Co.Rd.E Bridge over TH 51 14-Str-061 nla 150,000 150,000
I-694/TH 10 Landscaping 14-Str-062 n/a 5,000 5,000
Lexington Avenue Improvement(1-694 to CR F) 14-Str-XXX n/a 100,000 100,000
Streets:Misc Total 5,000 260,000 15,000 10,000 290,000
JUtility Maintenance
Sewer Lining/Rehabilitation 09-Sew-002 n/a 500,000 125,000 625,000
Storm Pond Maintenance 09-Storm-001 n/a 50,000 50,000 50,000 50,000 200,000
Innovation Way/Co Rd F pond Dredging 12-Storm-001 n/a 12,500 12,500
Water Tower Repair and Repainting 12-W-001 n/a 500,000 50,000 550,000
Booster Station Roof Replacement 13-W-XX 2 20,000 20,000
Produced Using the Plan-It Capital Planning Sofhvare Friday,June 15,2012
Category Project# Priority 2013 2014 2015 2016 2017 Total
Utility Maintenance Total 582,500 675,000 50,000 100,000 1,407,500
GRAND TOTAL 4,948,127 4,646,145 3,398,094 939,834 1,942,000 15,874,200
Produced Using the Plan-It Capital Planning Sofhvare Friday,June 15,2012
City of Arden Hills, Minnesota
Capital Improvement Plan
2013 thru 2017
PROJECTS BY CATEGORY
Category Project# Priority 2013 2014 2015 2016 2017 Total
E ui ment:Public Works
Brush Chipper 12-Eqp-001 nla 26,500 26,500
Replace J Type Tamper 12-Eqp-005 n/a 5,000 5,000
Replace 1996 Roller 12-Eqp-006 nla 10,000 10,000
Replace 1993 Toro Turf Aerator 13-Eqp-001 nla 10,000 10,000
Replace 2002 Groundsmaster with Snow Blower 13-Eqp-003 nla 35,500 35,500
Replace 1997 Street Sweeper 13-Eqp-004 4 188,000 188,000
Hand Held GPS Unit 13-W-XXX 3 9,500 9,500
Upgrade Camera System for Sewer Televising 14-Eqp-XXX nla 37,000 37,000
Replace 2000 Backhoe 15-Eqp-003 n/a 100,000 100,000
Replace 2004(Unit 112)Hotbox 16-Egp_XXX nla 18,000 18,000
Large Area Mower 16-Eqp-001 nla 70,000 70,000
Purchase Mini-Excavator 16-Eqp-002 n/a 45,000 45,000
1996 Trailer Replacement(Skidsteer/Roller) 16-Eqp-003 n/a 10,000 10,000
Replace Air Compressor 16-Eqp-004 nla 25,000 25,000
Replace 2001 Workman(Unit 411) 16-Eqp-XX n/a 24,000 24,000
Replace two 2011 Toro Z Mowers 17-Egp_XXX 3 24,000 24,000
Equipment:Public Works Total 109,500 109,000 258,000 137,000 24,000 637,500
Vehicles
New Dump Truck w/PlowlWing/Sander 10-EgpV-005 n/a 150,000 150,000
Replace Jetter and Vactor Truck with Combo Machine 11-EgpV-004 n/a 300,000 300,000
Replace 1997 Dump Truck w/Plow/Wing Plow/Sander 12-EgpV-002 nla 140,000 140,000
Replace 2001 F450 One Ton Dump/Plow/Sander 13-EgpV-002 nla 56,000 56,000
Replace Trailer 13-EgpV-010 nla 10,000 10,000
Replace 2002 F450 One-Ton w/Dump/Plow/Sander 14-EgpV-001 n/a 60,000 60,000
Replace Turf Sweeper 14-EgpV-005 n/a 18,000 18,000
Replace Pick up Truck#201 14-EgpV-010 nla 35,000 35,000
Replace 2001 Used Dump Truck with Used Dump Truck 15-EgpV-000 nla 40,000 40,000
Replace One-Ton Truck 16-EgpV-005 nla 42,000 42,000
Replace 2005 4-Door Diesel Pickup 17-Eqpt/-XXX nla 46,000 46,000
Vehicles Total 366,000 200,000 40,000 245,000 46,000 897,000
GRAND TOTAL 475,500 309,000 298,000 382,000 70,000 1,534,500
Produced Using the Plan-It Capital Planning Software Thursday,June 14,2012