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Home My WebLink About2010-0201 Study Session PACKET CITY OF ASHLAND CITY COUNCIL STUDY SESSION AGENDA Monday, February 1, 2010 at 5:30 p.m, Siskiyou Room, 51 Winburn Way 5:30 p.m. Study Session 1. Look Ahead Review 2. Discussion regarding proposed 5-Year Capital Improvement Program (CIP) project list? [50 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 (TTY 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 MEETINGS ARE BROADCAST LIVE ON CHANNEL 9 VISl'I THE en'Y OF ASIILAND'S WEn SITE AT WWW.ASHLAND,OKUS '" ~ I\) I\,) N N I\) -./ CD 01.:0. 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() ;0:>- . ~ i.m::?: .j 0 CD a. -fo ~ ~ 8 ~, z- ." ii" iii':< 5' ~ -0 1Il en- " )>~ fi: c~ I 1 1 ~~ "TIe. -fo " I 1 1 )>0 CD z<: ~ C'" CD n ~ en= Q, I 1 1 C:ii!: ~ m.. '-.. I 1 1 m- 0:;- -feD -fr- I 1 1 00 o~ z)> I 1 1 )>~ Z.. QDl me. I I I . . . . . I 1 1 I 1 1 I 1 1 I 1 100 000 0 :0 :0 :::0:::0:::0 :::0" " 0 '? '? ~ ~ ~ rn:J: :I: z N N '" I 1 I "' I Izo> m_ :;;.. I m ;;; I ~ m ;;; 0> ~ 0 CITY OF ASHLAND Council Communication Capital Improvements Program Approval of the FYll CIP Project List and FYll-16 CIP in Concept Meeting Date: Department: Secondary Dept: Approval: February 2,2010 Public Works Finance Martha Bennett Primary Staff Contact: E-Mail: Secondary Contact: Estimated Time: Michael R, Faught faughtm@ashland.or.us ' James Olson 30 Minutes Question: Will Council approve the FYll Capital Improvement Program (CIP) project list, the Overall FYII-16 CIP Program in Concept, and the FYll Capital Equipment Plan? Staff Recommendation: Staff recommends that Council take three affirmative actions >- Approve the proposed FY 11 Projects for Budget Purposes >- Approve the FYll Capital Equipment Plan >- Approve the FY 11-16 Overall CIP for Planning Purposes Background: This council communication outlines a proposed six-year Capital Improvement Program and requests that the Council approve the FYll Projects and FYII Capital Equipment Purchase Plan in order to complete the draft FYll Budget, and to approve the proposed FYII-16 CIP for Planning Purposes, The six-year CIP represents a rolling, six-year funding plan for projects jhat have been identified by each department. Projects are included based on the availability of funds, established master plans, pavement management program, and other long term planning documents. Master plans include an extensive evaluation of current and future capacity needs, including the condition of existing systems versus the expected life of the system, and long term growth-related needs. The first criterion for inclusion in the CIP is availability of funds. With the exception of proposed water and wastewater projects, the proposed 2011 CIP continues to reflect current economic times, As in the past, the proposed 2011 CIP includes projects that depend on grants, loans, and in the case of the water and sewer projects, rates. The proposed CIP only lists projects likely to be constructed over the next six years. In addition, priority projects with out secure funding have been listed in the unfunded category of the CIP, The unfunded projects total in excess of$48,956,000 million, The second important criterion in the CIP planning process is master planning. Funding to update the existing enterprise fund master plans (water, sewer, transportation, and storm water,) is included in the current 2009-10 budget and the proposed 2011 CIP, which is consistent with the two year master plan update process. Facility improvement CIP projects are based the current, existing facility master plan. In addition to master plans, Street Department CIP projects are prioritized based on the pavement management program. The pavement management program evaluates the existing street system and recommends strategic street construction projects based on the life cycle of each street. The Parks and Page I of4 r~' CITY OF ASHLAND Recreation Department updates their long term project priority list annually with the Parks Commission. The Electric Department uses a 2003 study completep by CVO Electrical Systems, LLC for their CIP projects. AFN CIP projections are based on the most recent AFN Business Plan assumptions. Historic CIP Execution Rates This year's FYIO CIP has an expected execution rate of55% as compared to 2009's execution rate of 32%, While the execution rate has improved, there were some projects that were not completed. Those projects include the Jefferson Street extension project (Brammo), $800,000; the Allison Street overlay project, $400,000; the Wastewater Treatment Plant Membrane project, $500,000; and projects that will be partially completed like the master plans, To that end, these projects have been moved to the proposed FYII CIP, Current Year Highlights Public Works CIP projects completed in FY09 include the reconstruction of Hersey Street sidewalks; street overlays on North Laurel Street, Iowa Street, and West Nevada Street; miscellaneous concrete repair projects; and water plant processing improvements, Contracts have been approved and master plans are underway for the Transportation System Plan and the Water Master Plan. All remaining master plans (wastewater and storm water) should also be under contract by June 30, 2010, The Electric Department completed distribution and cable replacement installation projects, Mountain Avenue substation improvements, began construction ofthe Highway 66 & I 5 Freeway Crossing project, and ongoing new installation and service projects, AFN will complete distribution and cable installation equipment and Mesh Net build-out projects. FYII Program The proposed $14,409,000 FYII CIP represents a 258% increase over last year's $5,587,100 FY 10 CIP, The proposed FYII CIP continues to focus on updating master plans. It also includes the following major public works improvement projects: Laurel Street sidewalk and railroad crossing, Will Dodge Way, street overlays, slurry seals, Airport runway overlay, Crowson II Reservoir, Till pump station improvements, and wastewater treatment plant membrane replacements, The Parks Department CIP includes acquisition of the lower Clay Street property. The proposed FYII CIP is attached to this council communication for Council review. FYII Fiscal ImDacts Street Fund: New projects listed in the Street Department fund CIP include Will Dodge Way, slurry seal projects, the Laurel Street sidewalk and railroad crossing project, and street overlays, These projects will not impact the street user fees, The Governors Jobs Bill HB 2001 is projected to generate an additional $239,000 of funding in 2011, and will increase to $450,000 per year in 2012, The 2011 projected funds will cover the costs for Will Dodge Way and the proposed slurry seal projects. With the exception of some matching funds, all of the remaining Street Department CIP projects are funded through MPO allocations. Water Fund: The proposed Water Department projects include Crowson II Reservoir ($4 Million over two years) and TID pump station improvements ($220,000), If approved, funding for these projects will require a 6% water rate increase, If Council decides not to raise rates for the reservoir project, it may be moved into the following year's ClP. Page 2 of4 r~' CITY OF ASHLAND Wastewater Fund: The proposed Wastewater Department projects include membrane filter replacements ($1.6 million) and replacement of the Ashland Creek sewer main line ($300,000), If approved, funding these projects will require a 5% sewer rate increase. Airport Fund: The proposed Airport project (Runway 12\30 Overlay) will not impact airport rates, as this $1.8 million project will be funded with FAA funds, FYII CaDital EquiDment Purchase Plan: The FY II Capital Equipment Replacement Program proposes to purchase the following items. . Three new vehicles for the Police Department . One mower for the Cemetery . Two new trucks, one parking lot sweeper, a sander, snow plow, welder, Gator utility vehicle and a used Gradall for Public Works . A bucket truck for the Electric Department (this was approved last year and will be carried over to FY 2011 Budget). The total cost for these items is $828,000. The specific equipment replacement list is attached to this council communication. Related City Policies: . Council Goals . FY09 Budget including the CIP . Master plan documents for each enterprise Council Options: I. Council may accept the staff report and approve: a) the proposed FYII Projects for Budget Purposes b) the FYII Capital Equipment Plan c) the FYI 1-16 Overall CIP for Planning Purposes 2. Council may decide to modify staffs recommendations: a) the proposed FYII Projects b) the FYII Capital Equipment Plan or recommend that the plan proceed without purchasing the hybrid vehicles c) the FYll-16 Overall CIP" Potential Motions: I. Council moves to accept the staff report and approve the following three items: a) the proposed FYII Projects for Budget Purposes b) the FYII Capital Equipment Plan c) the FYII-16 Overall CIP for Planning Purposes. 2, Council moves to modify ( ) staffs recommendations, and direct staff to provide the final project list for review at the next Council meeting. Page 3 of 4 r.l' CITY Of ASHLAND Attachments: . Proposed FYII-16 CIP Project List (1IxI4) . Proposed FYII Project CIP FYII . Proposed FYII Capital Equipment Plan Page4of4 r~' I i ~ ~ ~ ~ 1 . ~ i ~ ',. ~ ~ ! 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""" - fea.rates lnstalINewScrYica&NewIa~ , 000 , , , , 300000 Elcwio;Ulilit tinclnllallation'la-houM:VariOUSLocatiOlll , 1 000 , , , , 100000 SCAD^' , 000 , , , , 000 FERC Pan 12 Hmler Dam Safd AmI , 1" , , , '''000 Ashland SubswioD U , 000 , , 6 , 000 U FeederLine-MortonStreeI 35000 , , , 35000 ... T_ """. """ - fea.ntm Communi WdlsitePortal I 000 , , 10000 DUtribatioDarrdCable -- , 1 000 , , , , 120000 -...... , "000 , "000 FibcrlOtbePn:m. , I 000 , , , , 10000 U Teleroml1lW1iCllli01lUneslnstallatillll-VuioulIloClItion$ , I 000 , , , , 10000 WoMu , , I 000 , , , , '0000 Rekx:ateFibcrwilll , 1& , , , , 20000 Im>e:OolnaittRdlcctometer OTUR , , 11000 """. """ - ....- , , 80000 , , , , "000 , , , , 000 , , , , 60.000 , , , , 17 ... """"". Scm:rP\anned lac::ement PMlei' Plumed Ma' Soft......:Pun:bul:I t 2j'll,Annllllll T_ OOl S 1.5000 , 000 , 000 IS_7,!rt1lO 1~1S I,]""T~ I, GnD~ls m~I, --:1s'ea.....~1 ~~:.~:..,.~,....,~'.]..'n..ft fr'A k G....D~~ m~l~ Mhe:~f_.....~J -..,."', ProectTotab G....nb m'" ...., tees.....tm FKili1 U .- , 1"000 , , , , 1~,ooo I .Die$dRetrotiI , 100000 , 91 , , , 9000 !leniI:e CmIa' Roof , ISO,(JX) , , , , 180000 CiHalIAdmittslr&live&iFaciIiI U , 100000 , , , , 100000 Savia:CenIerSccuriI U , 70,000 , , , , ",,000 TOTALCIPFYIO ... SDC G~. r_ ..... tea.ntm , , , , , , 1;l1l1l000 , , "'.000 , , , , >0.000 , , ".>00 , , , ".>00 , ".000 , , , , , , "000 , , , , , , 1000 , , , , , , ".000 , , , , , , "000 , , , , , , 35000 , , , , , , "000 , , , , 000 , , I $ 14.469,000 1$ 1.02I.054 I $ 3.553.756 I $ 816.440 I $ 1.242.500 I $ 5,105.250 I LowerCiaSlJm.Pun:hase """"""...""" <lot.... lithUIPattPlan/EvailWion OwrlaPattin Lots Uthir.PattRt:suooms TamiJ Cwru U .................... ..... ..... G.~_"-_......do","" ...l'Y111lud011t~FYIl).11lF\,tP"IIPIorFY11budgillOl...tO" FY 2011 Equipment Replacement 1/26/2010 Model Year Existina Unit To be replaced Department Police Patrol 542 Police Miscellaneous Equipment 555 Police Miscellaneous Equipment CSO 623 Police Fire Fire 305 Fire Miscellaneous Equipment 429 Fire Miscellaneous Equipment Ambulance 133 Fire Ambulance #8836 Public Works Cemetery 506 Cemetery Facilities None Maintenance 135 Maintenance- Equipment Utility Bed/Lift Gate 2006 Ford CrownVic4Dr. 2006 Ford Crown Vic $25,000,00 $10,000,00 $25,000.00 $10,000.00 1998 1997 2000 1993 2004 1993 Ford Ranger $24,000,00 $3,000.00 Ford Explorer $28,000,00 $10,000,00 $28,000,00 $10,000,00 Ford Explorer Ford E-350 4x4 Ambulance $200,000,00 Kubota ZD21 F Mower $15,000,00 Ford F-250 4x4 $28,000,00 $12,000,00 Streets 436 Street 1999 Minuteman Parking lot sweeper $16,000,00 245 Street 1999 Ford F-350 4x4 , Pickup $30,000.00 35A Street 1984 Hi-Way P-8 $8,000,00 44A Street 1985 Frink 8 fl Trailblazer $6,000,00 _Used From Jackson County 1992 Gradall $12,000.00 Water 7A Water 1971 Hobart Welder $10,000,00 Waste Water 402 Waste Water 2001 John Deere Gator 6x4 $12,000.00 Parks 659 Parks 1995 Ford Ranger $24,000,00 703 Parks 1992 Ford Ranger $24,000,00 710 Parks 1997 Ford F-150 2X4 $28,000,00 Total FY 11 $598,000.00 FY 2010 Reprogrammed- Electric Bucket Truck $230,000.00 FY 11 Budaet Total ~828.000.00 "All prices are estimates "All vehicles and equipment will be replaced with same class of vehicle or smaller where practical. "Alternative technology will be considered where available _Used equipment from the county,