HomeMy WebLinkAbout2009-0316 Study Session PACKET
CITY OF
ASHLAND
CITY COUNCIL STUDY SESSION
AGENDA
Monday, March 16, 2009 at 5:30 p.m.
Siskiyou Room, 51 Winburn Way
5:30 p.m. Study Session
1 . Look Ahead Review
2. Discussion of the FY10 Capital Improvement Program (CIP) project list, the overall
FY10-15 CIP Program in concept, and the FY10 Capital Equipment Plan [20
Minutes]
3. Discussion of Water and Wastewater utility rates effective April 20, 2009 [45
Minutes]
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact the City Administrator's office at (541) 488-6002 (ITY phone number 1-800-735-
2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to the meeting (28 CFR 35.102-35. 104 ADA Title I).
COUNCIL TvlEE7l'TNCiS ARE BROADCAS'l' LIVE ON CHANNI~L 9
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CITY OF
ASHLAND
Council Communication
Public Hearing and Resolutions to Raise Water and Wastewater Utility Rates
Meeting Date: March 17, 2008 Primary Staff Contact: Lee Tuneberg
Department: Administrative Services E-Mail: tuneberl@ashland.or.us
Secondary Dept.: None Secondary Contact: None
Approval: Martha Benne Estimated Time: 45 minutes
Question:
Will Council approve the proposed increases to the Water and Wastewater utility rates effective April
20, 2009, to replace revenue shortfalls, fund operations and capital expenditures?
Staff Recommendation:
Staff recommends that Council seek public input, consider the need for rate increases in these two
funds, and approve increases with a net impact of 100/0 within the Water and 20% within the
Wastewater utility. This report should be considered in tandem with the Public Works communication
on Capital Improvements.
Impact:
The proposed adjustments will generate nearly $400,000 in annual revenue to the Water Fund and
approximately $555,000 for the Wastewater Fund. Staff has not performed a sensitivity analysis so we
do not know whether customers will reduce consumption as a result of this amount of increase. We
expect that summer-time water use has the most elastic demand and is most likely to decline due to
pnce Increase.
The estimated impact on an "average" residential account is $6.60 per month with an average low
during winter of$5.50 per month and an average high in the summer of$8.75 per month. The
household used for average calculation is a family of four living in a 1500 square foot, landscaped
comer lot. The average increase on the total utility bill from Ashland for this account (all charges and
dependant upon water and electricity use) is 3.750/0.
Background:
In November 2008 staff requested and Council approved issuing bonds to finance proposed capital
projects and to reimburse capital expenditures made from reserves for both the Water Fund and the
Wastewater Fund. Current financing market conditions, the elimination of the municipal financing
insurance industry, and fluctuations of revenue streams and expenses have raised considerable doubt
that we would be successful in issuing revenue bonds at an acceptable interest rate. This course of
action could still be taken but it may require pledging the City's Full Faith and Credit backing to both
funds. Failure to achieve acceptable rates in any financing would result in staff declining offers and
result in the loss of several hundred thousand dollars in process costs.
In addition to addressing the cash reserves, each fund has experienced significant increases in fixed
expenses that are not covered by existing rates. Further, Water Fund revenue is susceptible to
variations related to weather while Water Fund expenses are largely constant. Low water sales in 2008
worsen the condition of this fund. Likewise, the wastewater Fund depends on Food & Beverage Tax
Page 1 of6
~i.'
CITY OF
ASHLAND
collections, which declined in 2008 and are likely to remain reduced in 2009. Neither fund can meet
all of its obligations in 2009.
Revenue trends indicate an inability to rely on the status quo stream of either tax or sales revenue.
Operating costs including debt service exceed recent rate increases resulting in cash flows that cannot
provide or maintain the required ending fund balances. This condition compromises each fund's
ability to meet obligatory targets, both internally and externally required, while continuing to pay for
operations and provide resources to the General, Street and Debt Service funds.
Since the last discussion of rates (June 17, 2008; information is available on line or upon request) there
have been additional discussions of rates, borrowing and system needs. The following table provides
the most up-to-date information available.
This table presumes infusion of cash from various sources including rate increases in both funds and
either internal or external borrowing.
FY 2008-2009 Comparison Water Water Wastewater Wastewater
Budget Projected Budget Projected
Carry Forward from FY 2008 $ 4,381,265 $ 1,865,418 $ 3,502,341 $ 3,764,972
Revenue:
Charges for Service $ 4,300,000 $ 3,995,000 $ 2,715,000 $ 2,773,000
Additional Revenue from increase (May & June) 72,000 92,000
Taxes & Intergovernmental 50,000 1,691,000 1,556,000
Miscellaneous 75,000 282,300 5,000
Interest 70,000 25,800 100,000 56,520
System Development Charges 450,000 75,335 215,000 63,870
Interfund loan 700,000
Financing & other 1,750,000 3,000,000
Total Revenue 6,695,000 5,150,435 7 726.000 4,541,390
Total Resources (Carry Forward & Revenue) $ 11,076,265 $ 7,015,853 $ 11,228,341 $ 8,306,362
Expense:
Personal Services $ 1,649,021 $ 1,480,569 $ 909,633 $ 938,381
Materials & Services 2,515,854 2,679,805 2,321,171 2,368,148
Existing Debt Service 539,019 539,019 1,782,949 1,782,949
New Debt Service 240,000 - -
Other - Projects/Equipment 2,958,028 620,250 2,010,000 164,000
Interfund loan
Contingency 133,000 135,000
Total Expenditures 8,034,922 5,319,643 7158.753 5,253.478
Projected Ending Fund Balance $ 3,041,343 $ 1,696,210 $ 4,069,588 $ 3,052,884
Less:
Projected Restricted $ 2,509,919 $ 1,505,000 $ 2,308,948 1,886,000
Target (Water-city policy; Wastewater-DEQ) 889,000 1,777,457 1,788,160
Difference $ (357,576) $ 191,210 $ (16,817) $ (621,276
Proposed increase 10.0% 20.0%
Revenue Impact $ 400,000 $ 555,000
Page 2 of6
r~'
CITY OF
ASHLAND
Even though both funds had significant beginning balances from FY 2008, operating costs and
completing projects have consumed most of the Water Fund's cash. The Wastewater fund is slightly
better. However, a larger cash reserve is required for the annual debt service on the wastewater
treatment plant. Revenue from the Food & Beverage Tax declined in 2008 for the first time in many
years and the rate increase in 2008 was not sufficient to offset this reduction. A larger amount of rate
revenue than budgeted has gone to pay debt service.
Below is a table showing recent adjustments for the two funds.
Actual & Proposed 8/1/2005 8/1/2007 8/1/2008 Proposed 4/2009
Water Rates
3.50/0
6.00/0
20/0 . 80/0
10.00/0
Wastewater Rates
3.00/0
10.00/0
3.00/0
20.00/0
The proposed rate increases do not fully resolve either fund's weaknesses. These utilities ares still
vulnerable to declines in F &B tax receipts and water consumption.
Staff has reduced costs and stopped discretionary capital projects. Staff is also looking at reductions in
operating expenses.
Water Fund
The adopted Water Fund budget for FY 2009 included $8.0 million in expenditures with $2.9 million
in capital expenditures but revenue totaling only $6.7 million. Bonds proceeds totaling $4.75 million
were budgeted, intending to pay for capital costs over several years. They were not sold last summer
and were authorized in late fall but not issued. Many capital projects were delayed or scaled back in
FY 2009 awaiting better information on funding. However, operating cash reserves were used to
complete the projects that were started in the prior year.
Water Volumetric Sales FY 2004 FY 2005 FY 2006 FY 2007 FY 2008 FY 2009
(thousand of cubic feet) Actual Actual Actual Actual Actual Projected
Water Sales
161,977
151,661
166,915
169,885
151,541
153,740
F or the past two years, moderate summers have resulted in reduced water sales compared to
projections. Water sales dropped in 2008 as compared to FY2006-2007's sales when the TID
irrigation season was expanded and resulted in a peak sales mark. FY 2009 water sales are predicted
to fall short of budget by $300,000. The fund has had some impact from the slow down in
development services but the reduction will not have an immediate effect on operations.
Page 3 of6
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. I
CITY OF
ASHLAND
Water Sales in Thousand Cubic Feet
175,000 l
170,000 I
140,000
165,000
160,000
155,000
150,000
145,000
Operational expenditures (people, materials and supplies including water treatment costS) have been
covered by rate increases but higher franchise fees to the General Fund and payments for technology
debt have not been adequately addressed through these rates. The Water Fund also has annual debt
service of approximately $539,000 which will decrease to $204,000 (62%) in FY 2016.
Both funds must also reserve Systems Development Charges for approved future uses and additional
funds are needed to replace reserved SDCs that were borrowed to complete projects. As presented to
Council last fall, if the City were to issue bonds for improvements the current market conditions would
require borrowing excess money to meet cash reserve requirements on exiting debt since the insurance
industry for municipal bond issues has failed.
Due to the above, staff recommends a rate increase of 10% to meet the identified needs. Staff is
proposing a 10% increase across the board but a "range" approach for increases similar to the one used
last year could be employed. The approach of varying the rate increase percentage on base charges and
on the different blocks helps to ease the impact on culinary and health needs but sends a conservation
message to large water users. If Council is interested in using the range approach the attached
resolution could be modified to generate the same level of revenue through varying percentages.
These adjustments will need to begin immediately to generate an improved cash flow for the fund to
meet existing obligations, begin to restore cash reserves and eventually provide funds to support
proj ects or financing.
However, some financing is appropriate and an interfund loan is being considered for the Water Fund
to restore its ending fund balance for cash-funded capital projects. The likely source of the loan is the
Cemetery Trust Fund with repayment occurring over the next two years with interest. Staff would
bring any such action to Council for approval in April.
Page 4 of6
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CITY OF
ASHLAND
Wastewater Fund
The adopted Wastewater Fund budget for FY 2009 included $7.1 million in expenditures with $1.9
million in capital expenditures. Budgeted revenue totaled $7.7 million but included $3 million in bond
proceeds. Because of the limited rate revenue capacity of this fund, Full Faith and Credit bonds were
thought to be more acceptable to the municipal financing community. As with the Water Fund, bonds
were authorized but not issued and many projects were scaled back in FY 2009.
Food & Beverage Tax Revenue FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
(in thousands of dollars) Actual Actual Actual Projected Projected Projected Projected
80% of tax proceeds *
Annual Debt Service to 2023
* sunsets December 2010
$
$
1,481 $
1,798 $
1,594 $
1,793 $
1,567 $
1,783 $
1,556 $
1,777 $
1 ,500 $
1,772 $
800
1,776 $
1,760
Unlike the Water Fund, wastewater rate revenue has increased consistent with rate adjustments but the
other primary revenue stream, Food & Beverage Tax proceeds, has declined creating problems with
the DEQ loan covenants. F&B tax revenue does not cover $275,000 of the annual $1.8 million debt
service on the loan.
Food & Beverage Receipts in Wastewater Co~ared to Annual DEQ Debt Service
$-
$2,000 r--------~----------------...-
$1,800
$1,600
$1,400
$1,200
$1,000
$800
$600
$400
$200
Actua I
Actua I
Projected
FY 2006
FY 2007
FY 2008
FY 2009
FY 2010
FY 2011
FY 2012
The historical reliability and magnitude of the Food & Beverage Tax revenues have kept Ashland's
sewer rates low. Staff cannot tell when this tourism-based revenue will rebound. Rate increases are
needed to meet the DEQ loan requirements for sufficient cash reserves and revenue to provide
coverage on the annual debt service. If the tax is not renewed prior to December 31, 2020, sewer rates
would need an additional significant rate increase to meet its financial obligations.
The Wastewater Fund also has many of the same issues for operational costs as the Water Fund
including franchise payments and technology debt. All of these put pressure on the ending fund
balance because the Wastewater Fund must reserve over $1.7 million in cash for the DEQ loan and a
like amount in Systems Development Charges. That results in a restricted ending fund balance of
Page 5 of6
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CITY OF
ASHLAND
approximately $3.5 million. Meeting these requirements precludes its ability to also have $450,000
(15% of annual revenues) set aside for operational purposes as proposed in the City's policies.
Staff recommends a 20% rate increase on all amounts immediately to replace the drop in F &B Tax
revenue and to help restore cash reserves used to fund projects. This adjustment will consistently
generate an improved cash flow of approximately $500,000 per year that will help to meet existing
obligations and eventually restore cash reserves.
Summary
The Water and Wastewater systems are vital components of the community's vitality and health. Each
fund has considerable fixed costs. Reduced operations can also harm the reliability of the system over
time.
Staff is concerned about proposing significant rate adjustments. Weare sensitive to the impact of the
recession on our residents and we have delayed discussion of needs in other enterprises because
addressing the health of the water and wastewater funds has become pressing. We reluctantly make
this recommendation as we believe both of these utilities provide basic needs to our residents.
Please note: The City provides relief to many senior citizens, disabled customers and low income
households. Currently, over $100,000 is paid for qualifying families and this number rises as do utility
charges. These programs will provide some relief to those who are struggling with monthly costs.
Related City Policies:
Financial Management Policy
Council Options:
Council can:
1. Accept staff s proposal including rate increases and internal financing.
2. Amend staffs proposed rates and/or internal financing.
3. Direct staff to take other steps in funding operations and financing capital needs for either or
both funds.
4. 1'ake-no-action and-direct-staffon what additional-information is needed.
Potential Motions:
Council moves to accept option
above.
Attachments:
Resolutions for Water and Wastewater rates.
Page 6 of6
~.,
RESOLUTION NO. 2009-
A RESOLUTION REVISING RATES FOR WATER SERVICE
PURSUANT TO ASHLAND MUNICIPAL CODE SECTION 14.04.030
AND REPEALING RESOLUTION 2008-17.
THE CITY OF ASHLAND RESOLVES AS FOllOWS:
SECTION 1. The water rate charges and rates as shown on the water rate schedule
attached as Exhibit "A" shall be effective for actual or estimated consumption on or after
April 20, 2009.
Prorated calculations are permitted for any bills prepared for a partial month or billing
period that overlaps the effective date of this Resolution.
Miscellaneous Charges and Connection Fees established by the previous resolution
remain in effect as per the attached until revised by separate Council Action.
SECTION 2. Copies of this resolution shall be maintained in the Office of the City
Recorder.
SECTION 3. Classification of the fee. The fees specified in Section 1 and Section 2 of
this resolution are classified as not subject to the limits of Section 11 b of Article XI of
the Oregon Constitution (Ballot Measure 5).
SECTION 4. Resolution 2008-17 is repealed.
This resolution was duly PASSED and ADOPTED this
takes effect upon signing by the Mayor.
day of March, 2009, and
Barbara Christensen, City Recorder
SIGNED and APPROVED this _ day of March, 2009.
John Stromberg, Mayor
Reviewed as to form:
Richard Appicello, City Attorney
CITY OF ASHLAND, OREGON
EXHIBIT "A"
WATER RATE SCHEDULE
RESOLUTION NO. 2009-
PROPOSED MARCH 17,2009
EFFECTIVE
METERED SERVICE
All water service provided by the City of Ashland will be in accordance with Chapter 14.04 of the
Ashland Municipal Code.
1. WATER RATES WITHIN THE CITY LIMITS
A. MONTHLY SERVICE CHARGE:
The basic service charge applies to all metered water services and does not
include any water consumption.
0.75 Inch Meter
1 Inch Meter
1.5 Inch Meter
2 I nch Meter
3 I nch Meter
4 Inch Meter
6 Inch Meter
8 Inch Meter
OLD
$ 11.35/month
$ 22.68/month
$ 32.34/month
$ 42.60/month
$ 89.06/month
$136.16/month
$255.31/month
$425.50/month
B. WATER QUANTITY CHARGE:
NEW
$12.49/month
$24.95/month
$35.57/month
$46.86/month
$97.97/month
$149.78/month
$280.84/month
$468.05/month
All customers will be charged the following rates per cubic feet of water used.
Sinqle Familv Residential Consumption
o to 300 cf peF month
301 to 1 000 cf per month
1001 to 2500 cf per month
Over 2500 cf per month
OLD
$1.30/ccf
$1.60/ccf
$2.13/ccf
$2.75/ccf
Multi-Familv Residential Consumption
o to 300 cf per month per unit
301 to 1000 cf per month per unit
1001 to 2500 cf per month per unit
Over 2500 cf per month per unit
OLD
$1.30/ccf
$1.60/ccf
$2.13/ccf
$2.75/ccf
EXHIBIT A - PAGE 1 - Effective August 1, 2008
NEW
$1.43/ccf
$1.76/ccf
$2.34/ccf
$3.03/ccf
NEW
$1.43/ccf
$1.76/ccf
$2.34/ccf
$3.03/ccf
Non-Residential Consumption
o to 50,000 cf per month
Over 50,000 cf per month
OLD
$1.83/ccf
$1.88/ccf
NEW
$2.01 fccf
$2.07 fccf
C. TID IRRIGATION WATER RATES:
Unmetered Service
$90.28/acre or portion of an acre - OLD
$99.31/acre or portion of an acre -NEW
Metered Service
Base Service Charge
Water Consumption
Same as "A" above
$0.29/ccf - OLD
$0.32/ccf - NEW
D. BULK WATER RATE:
For water provided on a temporary basis through a bulk meter on a fire hydrant,
the following charges apply:
Deposit*
Basic Fee
Cost of Water
OLD NEW
$987.23 $1085.95
$124.66 $137.13
Same as Commercial.
*Deposit is refundable less basic fee, cost of water, and any damage to the city
meter, valve, wrench, and/or hydrant.
E. FIRE PROTECTION SERVICE WATER RATE:
This rate shall apply to all fire protection services or fire guards. The basic
service charge will be equal to the minimum basic service charge. Water will be
billed at commercial rates.
2. RATES OUTSIDE THE CITY LIMITS
All rates and charges for water service provided outside the city limits will be 1.5
times the rates for water service provided within the city limits.
EXHIBIT A - PAGE 2 - Effective August 1, 2008
RESOLUTION NO. 2009-
A RESOLUTION REVISING RATES FOR WASTEWATER (SEWER)
SERVICE PURSUANT TO ASHLAND MUNICIPAL CODE SECTION
14.08.035 AND REPEALING RESOLUTION 2008-16.
THE CITY OF ASHLAND RESOLVES AS FOllOWS:
SECTION 1. The wastewater (sewer) rate charges and rates as shown on the
wastewater (sewer) rate schedule attached as Exhibit "A" shall be effective for actual or
estimated consumption on or after April 20, 2009.
Prorated calculations are permitted for any bills prepared for a partial month or billing
period that overlaps the effective date of this Resolution.
Miscellaneous Charges and Connection Fees established by the previous resolution
remain in effect as per the attached until revised by separate Council Action.
SECTION 2. Copies of this resolution shall be maintained in the Office of the City
Recorder.
SECTION 3. Classification of the fee. The fees specified in Section 1 and Section 2 of
this resolution are classified as not subject to the limits of Section 11 b of Article XI of
the Oregon Constitution (Ballot Measure 5).
SECTION 4. Resolution 2008-16 is repealed.
This resolution was duly PASSED and ADOPTED this
takes effect upon signing by the Mayor.
day of March, 2009, and
Barbara Christensen, City Recorder
SIGNED and APPROVED this _ day of March, 2009.
John Stromberg, Mayor
Reviewed as to form:
Richard Appicello, City Attorney
SEWER RATES
EXHIBIT "A"
PAGE 1
EXHIBIT "A"
CITY OF ASHLAND, OREGON
SEWER RATE SCHEDULE
RESOLUTION NO. 2009-
PROPOSED MARCH 17, 2009
EFFECTIVE
All sewer service provided by the City of Ashland will be in accordance with Chapter 14.08 of the Ashland
Municipal Code.
1. SEWER RATES WITHIN THE CITY LIMITS
Single Family Residential August 2008 May 2009
Monthly Service Charge $13.48 $16.18
Quantity Charge per 100 cf $2.02 $2.42
Quantity Charge is based on average winter water consumption in excess of 400 cubic feet (cf) per
month. Winter consumption is defined as the average of water meter readings taken in the months of
January, February and March. Annually on April 1 the bill will be adjusted based on the water meter
readings taken during the previous three months.
Single family residential water accounts with no consumption during the months of January, February
and March will be based on 700 cubic feet.
Multi-Family Residential August 2008 May 2009
~
Monthly Service eharge-per-Unit $13.48 $16.18
Quantity Charge per 100 cf $2.02 $2.42
Quantity Charge is based on average winter water consumption in excess of 400 cubic feet per month
per unit. Winter consumption is defined as the average of the water meter readings taken in the months
of January, February and March.
Multi-family residential accounts are all accounts in which more than one residential dwelling is
attached to the same water service. Annually on April 1 the bill will be adjusted based on the water
readings taken during the previous three months. Multi-family residential water account with no
consumption during the months of January, February and March will be based at 500 cubic feet. Two
dormitory rooms are equal to one multi-family residential unit.
.. I
SEWER RATES
EXHIBIT "A"
PAGE 2
Commercial, Industrial and August 2008 May 2009
Governmental
Monthly Service Charge $14.09 $16.91
Quantity Charge per 100 cf $2.24 $2.69
Quantity Charge is based on actual monthly water consumption. Mixed residential and commercial
accounts will be billed as commercial.
For commercial, industrial or governmental users where monthly water consumption is not measured
through city water meters, the sewer rate will be establishes as follows: The annual water consumption
will be determine by an estimate made by the Director of Finance who shall use water consumption
records of similar users or water consumption record of past use, if available. The annual water
consumption will be multiplied by the Quantity Charge set forth above and the product divided by
twelve. The quotient will be added to the Monthly Service Charge set forth above. The sum shall be the
monthly sewer rate for the user. This rate shall be effective beginning in the month after the rate is
determined until the following July or until the rate schedule is amended by resolution of the council. At
such time the Director shall redetermine the annual water consumption and compute the monthly sewer
rate using the formal asset forth above. Water consumption determined in this manner shall be lowered
if the user can demonstrate through the use of a meter approved by the city that the user's actual
consumption is less than the estimate.
2. ADDJUSTMENTS AND EXEMPTIONS TO COMMERCIAL AND INDUSTRIAL SEWER
RATES
A. If a commercial, industrial or governmental user can demonstrate that the volume of sewage
discharged by the user is less than 500/0 of the water consumed, the City Administrator may adjust
the sewer user charge accordingly.
Methodology for Special Cases for City Administrator
1. Greenhouses, Churches, and Schools (grades K-12) operating on a nine month school year.
August 2008 May 2009
Monthly Service Charge $14.09 $16.91
Quantity Charge per 100 cf $2.24 $2.69
SEWER RATES
EXHIBIT "A"
PAGE 3
Quantity Charge is based on average winter water consumption. Winter consumption is defined as the
average of the meter readings taken in the months of January, February and March. Annually on April 1
the bill will be adjusted based on the water meter readings during the previous three months.
1. Bed and Breakfasts and Ashland Parks Bathroom
August 2008 May 2009
Monthly Service Charge $14.09 $16.91
Quantity Charge per 100 cf $2.24 $2.69
Quantity Charge is based on winter water consumption. Winter consumption is defined as the total of
water meter readings taken in the months of January, February and March. Annually on April 1 the bill
will be adjusted based on the water meter readings during the previous three months.
B. Water sold through an irrigation meter is exempt from sewer user charge.
3. SEWER RATES OUTSIDE THE CITY LIMITS
A. The sewer user charge shall apply to those sewer users permitted under Section 14.08.030 of the
Ashland Municipal Code.
B. The sewer rates for outside the City limits shall be two times the sewer charges for inside the
City limits. Unmetered residential accounts will be calculated on an average winter usage of 700
cubic feet of water for single family residences, and 500 cubic feet per unit for multi-family
residences.
CITY OF
ASHLAND
Council Communication
Capital Improvements Program
Approval of the FYIO CIP Project List and FYIO-15 CIP in Concept
Meeting Date:
Department:
Secondary Dept.:
Approval:
March 17, 2009
Public Works
Finance
Martha Benne
Primary Staff Contact:
E-Mail:
Secondary Contact:
Estimated Time:
Michael R. Faught 552-2411
faughtm@ashland.or.us
James Olson 552-2412
30 Minutes
Question:
Will Council approve the FYI 0 Capital Improvement Program (CIP) project list, the overall FYI0-15
CIP Program in concept, and the FYI 0 Capital Equipment Plan?
Staff Recommendation:
Staff recommends that Council take three affirmative actions
>- Approve the proposed FYI0 Projects for Budget Purposes
>- Approve the FY 1 0 Capital Equipment Plan
>- Approve the FY 10-15 Overall CIP for Planning Purposes
Background:
The six-year CIP represents a rolling, six-year funding outlook for planned projects that have been
identified by each department. Projects are included based on the availability of funds and established
master plans. Master plans include extensive evaluation of current and future capacity needs,
including the condition of existing systems versus the expected life of the system, and on long term
growth-related needs.
The first criteria for inclusion in the CIP is availability of funds. To that end, the proposed 2010 CIP
reflects the current economic situation facing the City. Past CIP's included projects that depended on
grants, loans, and rates. Historic revenue streams are limited and questionable, both now and in the
future. Consequently, the proposed CIP only lists projects likely to be constructed over the next six
years. Due to funding shortfalls and economic uncertainty, an "Unfunded" CIP category has been
created and any project without certain funding is listed in this section. These unfunded projects total
in excess of $50.5 Million.
Further complicating the 2010 CIP process is the federal stimulus package. The 2010 CIP includes
projects 'paid for with federal stimulus funds for transportation projects. Sewer projects (membrane
replacement) will likely be funded with a combination of 50% Grants and 50% no interest loans
administered by the Oregon Department of Environmental Quality (DEQ). Water project applications
have yet to be awarded. In addition, staff is preparing grant applications for public facilities, diesel
retrofits, and other projects that qualify for federal stimulus funds. These projects are currently listed
as unfunded.
The second criteria listed in the CIP planning process is master planning. The existing enterprise fund
master plans (water, sewer, transportation, and storm water) are due to be updated. The proposed 2010
Page 1 of3
rj.'
CITY OF
ASHLAND
CIP includes updates for each of these master plans. Because funds are limited for capital
improvement projects, staff has time to focus on updating these master plans. The master plan
revisions are anticipated to take a couple of years.
Historic CIP Execution Rates
This year's FY09 CIP has' an expected execution rate of 32% as compared to 2008' s execution rate of
310/0. Projects were delayed in October in anticipation of water and sewer bond sales. Then as the
struggling economy began to affect revenues and the City's ability to borrow, all but a few Water and
in-house projects were delayed.
Current Year Highlights
The Public Works section of the FY09 CIP program resulted in the reconstruction ofC & Eureka, East
Main Railroad Crossing, miscellaneous concrete repair proj ects, Water Plant processing
improvements, Lithia Water fountains refurbishment, and the 1-5 overpass Bear Creek sewer trunk
realignment. The Police Department is in the process of completing its new parking lot. The Electric
Department completed distribution and cable replacement installation projects, began the Mountain
Avenue Substation Improvements and ongoing new installation and new service projects. AFN
completed distribution and cable installation equipment and Mesh Net build-out projects. And finally,
the Parks and Recreation program completed the first phase of the Ice Skating Rink Rehabilitation
project, and completed the North Main/Scenic Park project.
FY 1 0 Program
The FYI 0 CIP is proposed at $6,170,100, a 44% reduction from the FY09 program $11,067,000. The
proposed FY 10 CIP shifts the focus from proj ect construction to updating Master Plans. The updated
master plans will include long-term funding strategies (proposed rates, SDC' s, etc.), life cycle
replacement, growth related improvements, climate change, and new and pending regulations. Once
the master plans have been completed with funding strategies, CIP project execution rates and
expectations should become more stable. The proposed FY 2010 CIP is attached to this council
communication for Council review.
FYI0 Capital Equipment Purchase Plan
The FY 10 Capital Equipment Replacement Programs proposed to purchase three new vehicles, one
trailer mounted air compressor, and a bucket truck scheduled for replacement; totaling a cost of
$334,000. The specific equipment replacement list is attached to this council communication.
Related City Policies:
Council Goals
FY09 Budget including the CIP
Master Plan Documents for each enterprise
Council Options:
1. Council may accept the staff report and approve:
a) the proposed FYI0 Projects for Budget Purposes
b) the FYI 0 Capital Equipment Plan
c) the FYI 0-15 Overall CIP for Planning Purposes
Page 2 of3
r:.,
CITY OF
ASHLAND
2. Council may make changes to:
a) the proposed FYIO Projects
b) the FYI 0 Capital Equipment Plan or recommend that the plan proceed without
purchasing the hybrid vehicles
c) the FY 10-15 Overall CIP
3. Council may reject staffs recommendations and direct staff to provide revisions to the
proposed project list for review at the next Council meeting.
Potential Motions:
1. Council moves to accept the staff report and approve the following three items:
a) the proposed FYIO Projects for Budget Purposes
b) the FYI 0 Capital Equipment Plan
c) the FY 1 0-15 Overall CIP for Planning Purposes
2. Council moves to accept the staff report, and
a) Approve the proposed FYI 0 Projects with the following changes...
b) Approve the FYI 0 Capital Equipment Plan without purchasing the hybrid vehicles
c) Approve the FYI 0-15 Overall CIP for Planning Purposes with or without recommended
changes
3. Council moves to reject the staff report as recommended, re-prioritize and change the CIP, and
direct staff to provide the final project list for review at the next Council meeting.
Attachments:
· Proposed FYI0-15 CIP Project List (1Ix14)
· Proposed FY 10 Proj ect CIP FY 10
· Proposed FYIO Capital Equipment Plan
Page 3 of3
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3/12/2009 10:46 AM
Project FY I"
lJescription TOTAL Cost
Trans ortation Street SDC Grants LIDs other fees & rates
TSP U date 350,000 $ $ $ $
Jefferson Street Extension Pro'ect (Brammo - OECOO) - $ 360,000 $ - $ 440,000 $
Pavement Ius; Plaza Avenue (CMA ) $ - $ - $ 80,000
Miscellaneous Concrete Safet Re airs - $ - $ $ 100,000
Misc New Sidewalk 1m rovements (based on rioritized list in TSP) 20,000 - $ - $ - $ 60,000
Overla - North Laurel Street - North Main Street to Railroad tracks 132,900 $ - $ - $
Overla - Iowa Street - Wi htman Street to South Mountain Avenue 180,600 $ - $ - $
Overla - West Nevada Street - Vansant Street to Michelle Avenue 146,600 $ $ $
Overla - Allison Street - Gresham to Sherman I $ $ $
fees & rates
- $
- $
$
38,500
24,500
fees & rates
$
$
fees & rates
- $
- $
$
$
$,
$
$
$
$
$
- $
- $
- $
- $
- $
- $
- $
- $
- $
- $
- $
- $
- $
- $
- $
- $
fees & rates
- $ 60,000
- $ 20,000
- $ 30,000
- $ 25,000
- $ 25,000
- $ 225,000
- $ 85,000
- $ 35,000
other fees & rates
- $ 23,000
- $ 5,000
- $ 120,000
- $ 10,000
- $ 15,000
- $ 25,000
- $ 150,000
fees & rates
- $ 100,000
$ 85,000
- $ 9,000
$
- $
- $
- $
400,000 $
$
fees & rates
$
- $
- $ 37,500
TO'l'i-\l;CIPFYlO
1$ '6~17(),10(j'I$1,433.l50..'L$l~924,350"I' $
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