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HomeMy WebLinkAbout2012-0206 Study Session PACKET CITY OF ASHLAND CITY COUNCIL STUDY SESSION AGENDA Monday, February 6, 2012 at 5:30 p.m. Siskiyou Room, 51 Winburn Way 5:30 p.m. Study Session 1. Look Ahead Review 2. Will Council approve the FY13 Capital Improvement Program (CIP) Project List, the Overall FY13-18 CIP Program in Concept, and the FY13 Capital Equipment Plan? [60 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 C'()I -NCI 1, MI,l.�T'INRI A R F BROAD(.' 1ST I.,IV1 ON CI1ANNFI 9 4'ISIT I I it. (CITY OF ASI II_,,�ND'S \1'1413 till F Al'11'1\ \\�.ASI ILAKI).6R.l S City of Ashland Council Meeting Look Ahead *****THIS IS A DRAFT AND SUBJECT TO CHANGE***** Responsible 2/11 2113 2120 2121 2/23 3/5 316 3119 3/20 412 413 4/16 4117 4130 511 5114 5115 614 6/5 6118 6119 712 713 2/11 Council Goal Setting Session 2/11 2/13 Joint Council/Parks-Siski ouRoom - 2/13 2/20 �Stud'ISession CanceiiFdIIP*[esidentistUa''— 2n0 2/21 ER:ular Council Me'etln 2ni 1 Approval of the Public Art Comm. Recommendation of the Admin CONS Ender's Alley Mural Ann 2 Approval of appointment of new City Administrator Tina HR CONS 3 Approval of an IGA with the State of Oregon(DCBS)for use ofAccelae- ermittin software Bill CD I I CONS a lApproval of Historic Grant Application Bill CD CONS 5 Approval of contract for Appliance Recycling for Conservation Pro rams Lee Conservation CONS A roval of PERC Grant John Fire CONS s A roval of land along Ashland Creek Don Parks PH 7 A roval of land on U er Clay St. Don Parks PH s Approval of Personal Services Contract for Solid Waste Rate Analysis(Larry) Admin NEW s Sewer line service policy Mike PW ORD-1 ORD-2 2/23„ ^f �7-. §b,_;, Y i!, -�° Y'�', ..,- .. ,:;.,„.2 ' ,)'„Bid et Kick-offdlYleetin :Siski ou;Roo—Wla 7, i" 3' w 4;, ivA��.+ ,s��AA� i iv2sk� 3/s �St'ua ession iZSislii .ou Room 3/5 Discussion regarding a new model for telecommunications IT Legal 10 franchise agreements and application of rights-of-way usage Finance SS Lee/Dave 11 Discussion regarding guidelines forspecial events Ann Admin PW SS M�Re uular Councillmeetin ®®®®_ 3/e 12 Green Code Amendments(Bill) PH CD ORD-1 ORD-2 13 AFN Ll date Lee IT NEW 1a TSP U date Mike PW NEW ' 15 Sewer line service policy Mike PW ORD-2 ans Stud'iSession IZSiski ou Room' 3,1g Discussion of Lights and memorial bench on central Ashland Electric PW 18 bike path and other community suggestions on safety Admin Police ss ,improvements(Lee/Mike/Larry/Terry) r2o Discussion on Wireless Ordinance Bill/David CD Legal SS �Re ular Councifteetin 3/20 Historic District Design Standards Amendments(Bill) PH CD ORD-1 ORD-2 A roval of guidelines for S ecial Events Ann Admin PW NEW Green Code Amendments Bill CD ORD-2 �Sttud'ISession IZSi'slii ou Room' a/2 Discussion on Wildlife no-feedin ordinance Ma or Admin Ss �Re ular CounciliMeetiHistoric District Design Standards Amendments(Bill) CD 122 2-2 23 Corrections to Fireworks Ordinance John Fire ORD-1 1 ORD-2 24 Update to Wireless Ordinance Bill/David CD Legal I I I I I ORD-1 I ORD-2 Page 1 of 2 212/2012 City of Ashland Council Meeting Look Ahead *****THIS IS A DRAFT AND SUBJECT TO CHANGE""' Departments GS BDGT ss cc :. Responsible 2111 2113 2120 2121 2123 315 316 3/19 3120 412 413 4116 4117 4/30 511 5114 5115 6/4 615 6118 6119 712 713 ans �S.t'ud'ISe'ssion IZSisk"i ou Room ®®®®®�®_® ®® a,�s a/n Re ularGouncilJMeetin a6ta 25 FireWise Proclamation John Fire PROC 26 CDBG Grant Awards Bill CD PR 27 Approval of Wastewater Master Ian Mike PW NEW 28 Approval of Water Master Ian Mike PW NEW 29 Corrections to Fireworks Ordinance John Fire ORD-2 30 Update to Wireless Ordinance Bill/David CD Legal ORD-2 4/3o S.t'ud'TSesslon IZSisk"i .ou Room a/3o K5-@j Re ularQouncilFMeetin°'y§ e-, "k: ' RM RAM,�M 9M KM 990 C5'M 31 Resolution re rding Wireless Fees Bill CD CONS rLena Stud' gesion I-nTSiski ou Room '¢&„ ®® 5/14 r:•..s,i5 Re ula ar C.ouncilr.YYleetm w any.,'&,u,„; m % . ^;: .„; ZM ff - [ ; s^ ”,i PP,a*�s,£ _ -5 1 5 s/a Stud'ISession InZSi"ski ou Roorii'g�Ca.t w. P!Em ® M06 sia ,rs/s,?�w'^";'� Re ula�lCdtinciliMeetm fad, + n 1i -4. &awlaw,ft at9"s r t�;,sisf: !40 U'Ng=g-tud'YSession inlSi°ski .ou Room �j ` ea;" �%OU dim No sm WWA 491LA boo&W Mll&' am am Em AM mit 191e - ._.�� = ,..5: +.:AMRK-Z2* 9W mm ` /2 S.ttud'FSesion InISiski ou Room & `”=' 1�k a M / r.; u4_, Re Ulaf_GOUrIC114MBetlrl I 'rai u. "` .^':yt,' +A.*:i' a a'a' uF :'.`.,.' R' 9; 'Id7'�$,��(e�_ 9 Wi ,d :: � F,u[ua To Iet:NOt,Vet;BCfiatluletl . . „.. . . . .. .,- , _, ' tYw Sw ey se ssion ,W .,,. I�•..•:mss a,+.mu1+i,;�: w= a'= .ec.; with osF Boers Study Session ne:Business Licenses Joint Meeting with Housing Commission to discuss Clay Street Pmpedy Joint Study session with Para re'.MOU AFN Master Conrad Update to Parks curlew oNlnanm IT$frets is Plen Page 2 of 2 2/2/2012 CITY OF ASHLAND Council Communication Capital Improvements Program Approval of the FY13 CIP Project List and FY13-18 CIP in Concept Meeting Date: February 6, 2012 Primary Staff Contact: Michael R. Faught Department: Public Works E-Mail: faughtm @ashland.or.us Secondary Dept.: Finance Secondary Contact: Scott Fleury Approval: Larry Patterso Estimated Time: 60 Minutes Question: Will Council approve the FY13 Capital Improvement Program (CIP) Project List, the Overall FY13-18 CIP Program in Concept, and the FY13 Capital Equipment Plan? Staff Recommendation: Staff recommends that Council take three affirmative actions: • Approve the proposed FYI Projects for Budget Purposes • Approve the FY13 Capital Equipment Plan • Approve the FY13-18 Overall CIP for Planning Purposes Background: This Council Communication outlines a proposed six-year Capital Improvement Program and requests that the Council approve the FY13 Projects and FY13 Capital Equipment Purchase Plan in order to complete the draft FY13 Budget, and to approve the proposed FY13-18 CIP for Planning Purposes. The CIP represents a rolling six-year funding plan for projects that have been identified by each department. Project selection is based on the availability of funds, the draft Water and Sewer Master Plan and other established master plans, Pavement Management Program, and other long term planning documents. The first criterion for inclusion in the CIP is availability of funds. As in the past, the proposed 2013 CIP includes projects that depend on grants, loans, bond election and rates. The proposed FY13 — FY 18 CIP lists only projects likely to be constructed over the next six years. In addition, priority projects that do not have a secure funding source have been listed in the unfunded category of the CIP. The unfunded projects total $50,839,000 million. The second criterion in the CIP planning process is master planning. While the Transportation and Stormwater Master Plans are still in the process of being updated and will take some time to complete, the Water and Wastewater Master Plans have progressed to the point that the recommended capital projects in those plans have been incorporated into the FY 13-18 CIP. The remaining FY 2013 CIP projects are based on both existing Master Plans and technical reports. The Master Plan updates point out regulatory compliance issues and system redundancy items that need to be addressed as part of the FY13-18 CIP. Pagel of 3 I=, CITY OF ' ASHLAND In addition to these 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 Recreation Department updates their long term project priority list annually with the Parks Commission. The Electric Department uses a 2003 study completed.by CVO Electrical Systems, LLC for their CIP projects. Ashland Fiber Network (AFN) CIP projections are based on the most recent AFN Business Plan assumptions. Historic CIP Execution Rates This year's FY 12 CIP has an expected execution rate of 51% as compared to 201 I's execution rate of 61%. The execution rate has decreased due to FYI I projects rolling into FY 12. The projects rolled fiscal years due to budgetary constraints and prioritized projects taking precedence over existing CIP listed projects. Projects for FYI 1 that rolled into FY 12 include Schofield & Monte Vista LID, Audible Pedestrian Signals, Ashland Creek Trunkline repair, and Railroad Crossing Improvements at Hersey & Laurel. In addition, the N. Main & Wimer intersection realignment, a Council priority, has pushed street overlay projects out through multiple years. Current Year Highlights Public Works CIP projects, either completed or on schedule to be completed in FYI include Hersey and Laurel Railroad Crossing; Plaza Avenue; Audible Pedestrian Signals; Willow Wind School crossing; completion of the Water Master Plan update; Reeder Reservoir TMDL implementation; completion of the Wastewater Master Plan update; Ashland Creek sewer line repairs; Wastewater Treatment Plant membrane replacement project; and completion of the Storm Drain Master Plan. FYI Program The proposed $14,368,810 FY 13 CIP represents a 31% increase over last year's $9,773,000 FYI CIP. The proposed FYI CIP takes into account recommendations and requirements from the master plan updates as well as the following major public works improvement projects. Street Fund: Projects listed in the Street Department fund CIP include the Hersey Wimer intersection realignment ($500,000), Walker Ave improvements ($750,000) and Ashland High School crosswalk beacon replacement, additional projects, slurry seals and street overlays. Water Fund: The proposed Water Department projects include the FERC Part 12 Hosler Dam Safety Security Improvements ($25,000), Disinfection Improvements ($85,000), and Reeder Reservoir Sediment TMDL ($60,000). The proposed FYI 3-18 CIP incorporates draft Water Master Plan CIP projects which is dependent on recommended rate adjustments. Wastewater Fund: The proposed Wastewater Department projects include starting the Riparian Restoration Program for development of thermal credits that can be used for the City's discharge permit ($246,000), new membranes for tertiary treatment ($800,000), miscellaneous collection system line replacement projects ($104,060) and the Nevada Street Pump Station and Realignment project ($125,000). The proposed FYI 3-18 CIP incorporates draft Wastewater Master Plan CIP projects, which is dependent on recommended rate adjustments. Storm Drain: The proposed Storm Drain CIP project highlights are the Water Quality Improvement project ($250,000) and storm drain relocation at Indiana and Woodland ($250,000). Page 2 of 3 CITY OF -ASHLAND AFN/Telecom: The proposed Telecomm project highlights include telecommunications services and fiber expansion ($55,000). Administration/City Facilities: The proposed City Facilities project highlights include Fire Station No. 2 Reconstruction ($1,800,000 Bond) and the Police Department remodel ($1,500,000). FYI Capital Equipment Purchase Plan: The FY 13 Capital Equipment Replacement Program proposes to purchase the following items. • Three new vehicles for the Police Department, to replace three existing vehicles. • Two new vehicles and one new sweeper for the Public Works Department to replace two existing vehicles and one sweeper. • Two new backhoes for the Public Works Department to replace two backhoes. • One new pumper truck for the Fire Department to replace and existing pumper truck. The total cost for these items is $1,037,000. Related City Policies: • Council Goals • FY 13 Budget including the CIP • Master Plan documents for each enterprise Council Options: 1. Council may accept the staff report and approve: a) the proposed FYI Projects for Budget Purposes b) the FYI 3 Capital Equipment Plan c) the FYI 3-18 Overall CIP for Planning Purposes 2. Council may decide to modify staffs recommendations: a) the proposed FYI Projects b) the FYI Capital Equipment Plan c) the FYI 3-18 Overall CIP for Planning Purposes Potential Motions: 1. Council moves to accept the staff report and approve the following three items: a) the proposed FYI Projects for Budget Purposes b) the FYI Capital Equipment Plan c) the FYI 3-18 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. Attachments: • Proposed FYI 3-18 CIP Project List (11x14) • Proposed FY13 CIP • Proposed FYI Capital Equipment Plan Page 3 of 3 d FYI3 Stns SDC Gnm18 LIN athn r.&.. 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