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4646 Dakota Street SE
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CITY COUNCIL WORKSHOP REPORT
MEETING DATE: JULY 9, 2012
PREPARED BY: JERILYN ERICKSON, FINANCE DIRECTOR
LARRY POPPLER, CITY ENGINEER/DIRECTOR OF INSPECTIONS
KATY GEHLER, PUBLIC WORKS/NATURAL RESOURCES DIRECTOR
PRESENTED JERILYN ERICKSON, LARRY POPPLER, AND KATY GEHLER
BY:
TOPIC: DRAFT 2013 — 2017 CAPITAL IMPROVEMENT PROGRAM
DISCUSSION: Introduction
The purpose of this workshop is to review the proposed 2013-2017 Capital
Improvement Program (CIP) which includes the following draft plans:
1) Facilities Management Plan
2) Equipment Replacement Plan
3) Park Equipment Replacement Plan
� 4) Technology Plan �
5) Utility Capital Projects
6) Transportation Plan (10-year)
7) Water Operating Plan (10-year)
8) Sanitary Sewer Operating Plan (10-year)
9) Water Quality Operating Plan (10-year)
HistoN
The City's Capital Improvement Program (CIP) has become our most
important and impactful financial planning tool for the following reasons:
• It sets forth the actions we intend to take alone or with others to
restore, rebuild or replace city infrastructure estimated to exceed
$400 million.
• It is a multi-year document which divides the focus over nine key
infrastructure systems.
The 2013-2017 CIP is similar in financial scope ($35.8 million) to the 2012-
2016 CIP ($32 million). The CIP reflects the City Council values as follows:
• Delayed repair and maintenance ultimately results in higher costs
so do not "kick the can down the road to future taxpayers."
• Studies show that the most cost effective road investment dollars is
preventative maintenance so focus funds in this area.
• The life span and operating cost of rolling stock and public buildings
can be extended and minimized, respectively, through aggressive
preventative maintenance.
• In addition to buying replacement rolling stock, implement tactics
like refurbishment, buying used equipment and buying equipment
with other entities when appropriate.
• Invest in technology to squeeze the most out of our personnel
investment.
• Collaborate with other entities to more cost effectively do those
things which were once done alone.
• Articulate the purpose of each fund balance and focus on
maintaining each at the appropriate level.
• Adjust rates annually to mitigate against less frequent but more
significant rate increases.
Generally, the proposed 2013-2017 CIP has a modest impact on the tax
levy with the exception of 2016. In 2016, the Crest Avenue street
rehabilitation project accounts for the majority of the increase due to a
change in scope from a resurfacing project (previously scheduled in 2018)
to a rehabilitation project.
The proposed 2013-2017 CIP also results in a significant increase in utility
rates for the years 2013-2016 because projects such as Welcome Avenue,
Sunset/CR12 and others are programmed.
Current Circumstances
Staff has updated the CIP and will present the 2013 projects along with the
following long range plans at the workshop for City Council Consideration:
1) Facilities Management Plan
2) Equipment Replacement Plan
3) Park Equipment Replacement Plan
4) Technology Plan
5) Utility Capital Projects
6) Transportation Plan
7) Water Operating Plan
8) Sanitary Sewer Operating Plan
9) Water Quality Operating Plan
The draft summary documents have been included for City Council review.
The supporting documentation for each of the plans is available if needed.
In addition, a large-scale color map has been included to help you visualize
the location of the proposed improvement projects.
Conclusion
The City Council should provide Staff with comments and input on the Draft
CIP so that it can be refined in preparation for the public review and
approval process.
The Planning Commission will be reviewing the proposed CIP on Monday,
July 16.
A public hearing is scheduled for the proposed CIP on Monday, August 27.
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ISSUES: 1. Facility Management Plan
The Facility Replacement Plan (FMP), much like the fleet and park
replacement plans, was developed to plan for MAJOR repairs,
replacements and upgrades on a long term basis (25 years) for all of our
facilities. The FMP uses standard life expectancy of the facility
components and equipment to determine the appropriate placement in the
plan. There are two changes to the plan this year.
The HVAC system repairs for the Maintenance Center and Fire Station #1
were originally scheduled for 2012. During project development, it was
determined that the work needed was more extensive than originally
thought and an additional $254,000 has been programmed for these items.
Due to the cost and increased scope, these projects have been shifted to
2013 with the development of plans and specifications to occur in 2012.
During standard maintenance at the library it was determined that ballast
replacement had been deferred in most of the light fixtures. This deferred
maintenance now needs to be addressed as more fixtures are failing. The
cost of replacement of the bulbs and ballasts was balanced against the
replacement of the fixtures themselves. It is proposed to add $43,000 to
the FMP to replace the original fixtures. The cost is similar to the ballast
repairs while providing low energy LED lighting and lower maintenance
costs.
It is our intent to review the identified projects in relation to an energy
savings pertormance contracting program.
2. Equipment Replacement Plan
An evaluation of the condition of the City's fleet has been completed and
compared to the Equipment Replacement Plan (ERP). Based on this
evaluation, adjustments have been made to the timeline for the
replacement of some equipment. The adjustments impact the fund balance
and, consequently, the annual equipment levy after a few years. With the
adjustment of the Elgin sweeper from 2019 to 2016, the transfers from the
Water Quality Fund have been accelerated.
Staff is looking into grant opportunities whenever possible. Currently, an
application is being completed for the refurbishment of the Peterbilt rescue
truck in 2013.
3. Park Equipment Replacement Plan
There are essentially no changes to the Park Replacement Plan. The plan
used typical replacement timeframes to determine funding levels.
Adjustments will be made based on the needs of the system. The scope of
the sustainability study was expanded to address the global needs of the
system and include a gaps analysis for the trail system. Changes to the
plan may be suggested based on the recommendations of the study.
4. Technology Plan
The Technology Plan reflects two important projects for 2013 and 2014.
They are the acquisition and implementation of comprehensive financial
management software and the implementation of certain components of
the IT collaboration with Scott County. As a result, the first two years of the
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Plan contemplate considerably larger expenditures than other years of the
Plan.
5. Utility Capital Projects
Water
The 2012-2016 CIP included three projects: the Automatic Meter Read
(AMR) system replacement, development of Well 10, and a development
driven elevated storage tank. Since last year there has been significant
development with all of these projects.
As discussed at a recent workshop, the AMR system replacement has
been downsized to more of a maintenance project that can be completed
within the amount allocated in the 2012 CIP. The allocations for the
remaining 5 years that had been anticipated have been removed. It should
be noted that consideration for replacement of the 2002 system should be
accounted for in the years 2018 and beyond.
Staff has been working with the SMSC to develop a joint water system that
would meet the needs of both the well and storage tank projects. Although
there has been initial buy in of the concept, terms of the agreement would
need to be developed and approved. For this reason the well and storage
facility have been left in the CIP. It should also be noted that the cost for
the well has been updated from $400k to $950k based on the estimates
completed as part of the water source options study. The plan also reflects
the issuance of debt for the $950k cost of the well.
Although the Water Treatment Facility (WTF) still seems new, the
equipment has been in operation for 3 years. The WTF houses several
pieces of equipment that will need more significant repairs or replacement
in the coming years. A facility replacement plan will be developed in the
coming year to define the system needs. An amount for these repairs has
been incorporated into the CIP as a place holder (starting in 2019) to be
refined in the coming year.
Sanitarv Sewer
There are no changes for the 2013-2017 CIP which includes $150k each
year to target inflow and infiltration (I/I) projects. Due to the higher levels of
I/I that occurred in 2011, staff is recommending that a comprehensive
sewer televising evaluation be completed to identify target areas, prioritize
projects and refine needs identified in subsequent CIPs. Staff has
identified an approach for the televising that includes completing about 1/3
of the system in 2012 focusing on areas anticipated to be problematic. The
remaining system televising can be completed in 2013/2014 balancing the
needs of the system.
Water Qualitv/Surface Water
There have been a few adjustments to note in the Water Quality Fund. The
funding for the operating costs of the Prior Lake outlet channel have been
removed from the CIP and moved into the operating budget. Originally
more of this payment funded project work in the channel. However, as this
work has been completed the focus has shifted to maintenance costs.
We have been completing pond maintenance and retrofit projects on an
alternating basis with watershed optimization and design occurring one
year with construction the next. Three of these projects have been
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identified in the current CIP. Funding has been planned through utility
revenues, however, grant opportunities and funding partners will be sought
to offset some of these costs.
Inspections this spring have identified several maintenance projects that
will be evaluated, prioritized, estimated and worked into CIP and operating
budget for 2013. The draft operating budget will include $25k to start to
address these items.
6. Transportation Plan
The Transportation Plan has been updated and enhanced with additional
categories to allow the City Council to better understand project details.
The timing of projects has been adjusted based on previously discussed
City Council priorities, pavement degradation analysis, and timing with
other project partners.
Pavement Manaqement
A pavement management system is a tool to be used to assist in creating
appropriate budgets for preventative maintenance, resurfacing, and
reconstruction and selecting individual projects. Other aspects go into
selecting projects including: safety improvements, utility condition, roadway
classification, traffic volumes, drainage issues, roadway geometry, non-
motorized transportation needs, and outside/partner funding availability.
In April, the City Council held a workshop in which the pavement
management system was discussed. The importance of preventative
maintenance was highlighted during that presentation. The results
highlighted some potential constraints of the model based on the stage of
development we have undergone to date.
Since April, we have had more staff resources to dedicate to reviewing the
model inputs and better understanding the modeling algorithms. Like many
cities our size we are in the beginning stages of development of the
system. The model will take several years to refine the inputs through
annual pavement ratings that will make the results more precise. However,
in this stage the current model provides us some good guidelines for
determining the impact of budget decisions.
The City currently has 94 miles of asphalt streets that can be classified into
three categories based on maintenance need: preventative maintenance,
resurfacing, and reconstruction. The chart below shows the distribution in
each category. The average network OCI currently is 79.
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Existing Distribution of Road Conditions
65 to 100
83%
Preventative Maintenance
78 Miles
Rehab./Recon.
10 Miles
Resurface
6 Miles
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0 to 45
"�� il%
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Network OCI: 79 '" 45 to 65
Total: 94 Miles 6�
Does noi indude gravel roads
An optimal maintenance schedule has been developed and is shown on
the attached figure titled Pavement Life-Cycle. The figure compares the
suggested program to that of a more traditional method, with no
maintenance at all. Although there are many factors that play into how long
a road will last, the figure shows how doing the right maintenance
technique at the right time can significantly extend the life of a pavement
� while reducing the overall cost. The table titled Life-Cycle Cost
Comparison compares the typical cost of both options showing a 30-40%
savings with the optimal maintenance schedule.
Life-Cycle Cost Comparison
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Reconstruct $2,163,000 Seal Coat $23,000
Reconstruct $2,163,000 Seal Coat $23,000
Overlay $143,000
Seal Coat $23,000
i F ' Seal Coat $23,000
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Overlay $143,000
Reconstruct $2,163,000
Total $4,326,000 Total $2,541,000
Difference: $1,785,000
% Difference: 41%
The optimal maintenance schedule suggests that crack sealing and seal
coating be completed every 5-7 years. Seal coating can ward off early
freeze/thaw damage by sealing minor cracks before they spread for a
fraction of the cost of overlays. If the road is sealed properly overlays can
be extended on a 15-20 year frequency. Ideally a pavement can last 50-60
years before reconstruction is needed. This also is in line with the lifespan
of the concrete portions of the road surface such as the curb, gutters, and
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pedestrian ramps.
Based on the optimal maintenance of the 94 miles of roads the table titled
Annual Costs of Pavement Management shows the annual costs for each
maintenance type. Note that this is the average annual cost with
fluctuations expected each year based on the actual need of the system.
Annual Costs for Pavement Management
Maintenance Activity Annual Cost
Seal Coat 6.75 miles $107,000
Overlay 3.37 miles $345,000
Reconstruct 1.68 miles $2,630,000
Annual Total $3,082,000
The pavement analysis shows that the City has been funding
reconstruction projects at a nearly adequate level. Staff is not suggesting
any changes for the 2013-2017 CIP due to the level of funding for all
transportation projects. The model will continued to be refined and audited
over the coming year to provide further recommendations for future CIPs.
The most substantial outcome of the pavement analysis is the level of
� funding it suggests for preventative maintenance and resurFacing projects.
The current budget includes $362k for crack sealing and seal coating, $90k
less than the suggested $450k. The City currently sealcoats mileage in line
with the results. However, we have been averaging overlay amounts
significantly less. Further discussion should occur during the budgeting
process to address the shortfall. The council may wish to provide feedback
on addressing the shortfall to aid in preparation of the draft budgets.
Proiect Costs
The market for transportation projects is constantly changing. In the last
two years, the City has experienced higher pricing due to the market. The
Transportation Plan has been updated to reflect the current market pricing.
As a result, the cost for a number of projects has increased. The amount of
watermain work for these projects has also been adjusted to reflect our
recent experiences encountering soil related watermain issues. The
funding sources for these changes should be carefully reviewed.
Proiect Tvpe Added
The City performs projects for many different reasons. The primary
purpose for completing each project is now identified in the Transportation
Plan. The categories selected include: safety, utility extension, developer,
pavement reconstruction, pavement rehabilitation, and partnership.
Prolect Revisions from the 2012-2021 TIP to the 2013-2022 TIP
2013
• Fish Point Road - A developer is considering development of the
property near the intersection of CR 21 and Fish Point Road. This
development will provide the long anticipated collector connection of
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Fish Point Road from CR 21 to the Cardinal Ridge neighborhood.
The City will pay the developer oversizing for construction of Fish
Point Road. Costs for this improvement have been added to the
2013 TIP in the event that the developer does not complete the
work in 2012. If the developer does not move forward with this
project, these costs would be delayed to future years.
• Welcome Avenue — The City has had several workshops discussing
the Welcome Avenue project. This project has changed in scope
and was moved from 2012 to 2013 construction.
2014
• CR 21 /Fountain Hills Siqnal — The project has been moved to 2014
from 2013 and will be coordinated with developer activity within the
Jeffers Pond development. In the future it could be moved back
further if development activity does not occur.
• Carriaqe Hills Rehabilitation — The condition of Carriage Hills
Parkway west of Pike Lake Road has continued to be an issue.
Public Works has detailed yearly expenditures to keep this collector
street in a safe condition. This project was changed from a
resurfacing project to a rehabilitation project to correct subgrade
issues. The project was moved from 2013 to 2014 in order to bid
the work with the Franklin Trail Rehabilitation to achieve some
savings.
• Mushtown/Maple/Panama - Based on maintenance expenditures on
Mushtown Road it is recommended that this project be moved up to
2014 from 2015. The timing of this project has moved around quite
a bit over the last few years. In 2010, this project was scheduled for
2013; however, the Sunset Avenue project replaced this project
during the discussion of the 2012-2021 Transportation Plan.
2015
• Grainwood Circle/Eau Claire — This project was changed from 2014
to 2015 so that the Mushtown Road project could occur in 2014. It
is recommended that this project coincide with construction of the
nearby Highland, Marsh, and Skyline project. By bidding these
projects together it is anticipated that the City will receive favorable
pricing. In addition, due to the proximity of these two projects, the
scheduling of construction will be preferable.
• Hiqhland/Marsh/Skvline — This project was shifted from 2014 to
allow the Mushtown Road project to occur.
• Maplewood — This project is recommended to be moved to 2015
from 2016 and would be bid with the Albany project.
• Albanv — This project is a short segment of roadway that is in very
poor condition and is recommended to also be moved up to 2015
from 2016.
2016
• Waqon Bridqe Pedestrian Crossinq — Last year the City performed a
study of a pedestrian crossing at the Wagon Bridge. The majority of
the funding for this project would come from Federal grant dollars.
The City and County have not yet secured funding for this project
and thus propose the project for 2016 rather than 2015. Until
additional funding can be secured the timing of this project will
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continue to be adjusted.
• Crest Avenue Rehabilitation — The City's Public Works Department
has performed spot repairs on this collector street in recent years.
By 2016 additional work will be needed. Eventually this roadway
will connect to Carriage Hills Parkway. The costs identified for this
segment will convert Crest Avenue into a similar roadway as
Carriage Hills Parkway with turn lanes and medians.
• Countv Road 21/Main Avenue/Pleasant Street — MNDOT does not
have funding for the $8.7 million baseline option. The current
Transportation Plan shows a smaller project which builds the
Pleasant Street connection and places a median at Main Avenue.
The Downtown South Study could change this project. If the City is
the lead agency on this project, the City will bear a greater share of
the funding distribution for the improvements. In addition, if the City
pushes for a project on CR 21, we will need to follow the Scott
County process for submitting candidate projects for County funding
consideration. The deadline for solicitation was Julv 6, 2012 and
staff has submitted this project as shown in the Transportation Plan.
2017
• Balsam/Sunrise — The scope of this project has been reduced and
the size of the project would fit well with the Manitou Road project in
2017.
2018-2022
Recognizing that many projects are shifted within our 5 year CIP, projects �
scheduled for 2018 — 2022 were changed to be non-specific reconstruction
projects involving 1.2 miles of reconstruction. The tax levy in these years
has been kept at lower level than 2013 -2017 to allow future flexibility for
projects to be added to the TIP.
Other Projects
Several other projects have been discussed in the past but are not included
in the Transportation Plan. The City Council should provide direction to
City Staff regarding the incorporation of these projects within the Capital
Improvement Plan.
Arcadia Extension to Pleasant Street
The extension of Arcadia from Colorado to Pleasant Street has been
discussed in previous City Council workshops. The City is currently
undergoing a study to determine the appropriate street connections within
our south downtown area. In anticipation of some type of project, the City
Council could dedicate dollars within the Transportation Plan as a
placeholder for future work in the south downtown. The cost to construct
an extension of Arcadia to Pleasant street is approximately $1.5 to $1.75
million.
Hiqhwav 13 Trail
The 2030 Vision and Strategic Plan provides a vision of Highway 13 as a
"welcoming and attractive entry into and through Prior Lake. Pedestrians
and cyclists travel safely along trails with streetscaping and boulevards."
Several committees within the City have also discussed the Highway 13
Trail as a priority. The topography along Highway 13 from Lakefront Park
to Boudin street is challenging. This 2.5 mile stretch of roadway includes
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steep slopes, drainage ditches, wetlands, and close proximity to Prior Lake.
Implementation of a trail system considering these challenges will be
difficult and expensive. Costly retaining wall will certainly be needed in
many segments of this route. It will also involve the approval of MNDOT.
The preliminary cost for this trail system is between $1.2 -$3.6 million
dollars. The wide range in cost is due to the uncertainty of the location and
associated grading to construct the trail. To decrease the amount of
retaining wall, the trail could be located close to the roadway surface, if
MNDOT approves the location.
Stemmer Ridqe Road
In 2013, the City is proposing to team up with Scott County in the
construction of County Road 12 to County Road 17. This construction will
bring large City infrastructure to the heart of the annexation area. However,
the annexation area can't be fully served until Stemmer Ridge Road is
connected with City utilities to County Road 82. A portion of Stemmer
Ridge Road could be constructed by the City through the "Sakuma"
property to help facilitate development to the south. The cost of building
Stemmer Ridge Road to Howard Lake Road is calculated between $1.1 -
$1.85 million dollars.
City Staff versus Consultant
The draft CIP shows a lot of projects over the next five years. To deliver
these projects for March bidding each year, consultant assistance will be
required. It has been typical for the City to hire consultants for projects that
involve MNDOT State Aid and involve the partnership with other agencies.
The Arcadia project is one example. On neighborhood projects which
involve assessments, City Staff have been used to deliver these projects.
Neighborhood reconstruction is an intrusive type of project which requires
special attention to detail. City Staff are well trained to minimize issues by
addressing them in their careful design of the project and then
implementation in the field. To deliver all the neighborhood and
assessment projects with City Staff, another engineering position should be
considered. Without additional staffing, the City would need to spend
additional dollars on consultants to assist in delivery of these projects.
Considerations for hiring another full time City staff inember:
• Current CIP and development reviews will provide work for another
full time person. However, if development demands and CIP
workload is reduced, the position may not be needed in the future.
• Helps assure early bidding for City designed projects.
• City could catch up on final project close outs and "as-builts" during
years that have less CIP projects.
• Planned CIP workload requires consultant assistance, Full time City
Staff inember reduces consultant needs.
• Consultant hourly rates are higher than City staff costs however,
consultants take less time for design work. For this reason, the
costs between hiring a full time person or hiring a consultant are
difficult to quantify but will be similar.
• City must train new full time person.
• Provides buffer within the department if a person were to leave the
City.
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7. Water Operating Plan
Historically, utility rates were adjusted by large increases in conjunction
with an anticipated large future capital improvement. This would allow the
City to build a large reserve and use those funds (all or in part) to fund the
capital improvement.
Beginning with the 2012-2016 CIP, the Council decided to change the
approach for rate adjustments to smaller annual increases and possibly an
annual percentage increase.
Based on the capital improvement projects contemplated in the proposed
Transportation Plan and CIP, inflationary pressures on operating and
maintenance costs, and maintaining a minimum fund balance reserve of
$1.2M (adjusted for inflation), the following rate changes would be
necessary:
Rates <25,000 Gallons; $ Change; % Change
2012 $ 3.15 $ 0.50 18.9%
2013 $ 3.40 $ 0.25 7.9%
2014 $ 3.65 $ 0.25 7.4%
2015 $ 3.90 $ 0.25 6.8%
2016 $ 4.15 $ 0.25 6.4%
2017 $ 4.23 $ 0.08 2.0%
Rates>25,000 Gallons; $ Change; %Change
2012 $ 4.34 $ 0.69 18.8%
2013 $ 4.69 $ 0.35 8.0%
2014 $ 5.03 $ 0.34 7.4%
2015 $ 5.37 $ 0.34 6.8%
2016 $ 5.72 $ 0.34 6.4%
2017 $ 5.83 $ 0.11 2.0%
In 2013, a$0.25 increase for the under-25,000 gallon usage and a$0.35
increase for the over-25,000 gallon usage should be considered. Fixed
amounts for increases during 2014-2016 and an incremental (2.0%)
increase beginning in 2017 would also be necessary to meet the capital
funding needs, inflationary pressures and minimum fund balance reserves.
8. Sanitary Sewer Operating Plan
Similar to the water rates, sewer rates were historically adjusted with large
increases. In 2010, the MCES sewer rate and City sewer rate were broken
out from one combined sewer charge. Despite increases in the MCES
charge from the Met Council, the Sewer Fund absorbed the increase in
2010 and 2011.
Beginning with the 2012-2016 CIP, the Council decided to change the
approach of large rate increases to smaller annual increases, possibly an
annual percentage increase for the City Sewer rate as well as passing
through the MCES charge each year to residents.
Based on the capital improvement projects contemplated in the
Transportation Plan and CIP, inflationary pressures on operating and
maintenance costs, increases in the MCES charge and maintaining a
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minimum fund balance reserve of $1.2M (adjusted for inflation), the
following rate changes would be necessary:
MCES Rate; $ Change; %Change
2012 $ 2.05 $ 0.30 16.89%
2013 $ 2.11 $ 0.06 3.00%
2014 $ 2.17 $ 0.06 3.00%
2015 $ 2.22 $ 0.05 2.25%
2016 $ 2.27 $ 0.05 2.25%
2017 $ 2.32 $ 0.05 2.25%
City Sewer Rate; $ Change; %Change
2012 $ 1.90 $ - 0.0%
2013 $ 1.96 $ 0.06 3.0%
2014 $ 2.06 $ 0.10 5.1 %
2015 $ 2.36 $ 0.30 14.6°/a
2016 $ 2.61 $ 0.25 10.6°/a
2017 $ 2.63 $ 0.03 1.0%
As can be seen by the table above, we are not able to achieve smaller
increases annually if all proposed projects remain in the CIP.
In 2013, a$0.06 increase for the MCES sewer rate to coincide with the
estimated Met Council wastewater charge and a$0.06 increase for the City
� sewer rate should be considered. Continued adjustment of the MCES
sewer rate each year to reflect the actual charges from the Met Council,
fixed amounts for increases for the City sewer rate during 2014-2016 and
an incremental (1.0%) increase beginning in 2017 would be necessary to
meet the ongoing capital funding needs, inflationary pressures and
minimum fund balance reserves.
9. Water Quality Operating Plan
The storm water rate was last increased in 2012. At that time, the rate was
increased from $7.25/billing cycle to $9.00/billing cycle. Based on
proposed capital improvement projects as outlined in the Transportation
Plan and CIP, inflationary pressures on operating and maintenance costs,
and minimum fund balance reserves, the following rate changes would be
necessary:
Storm Water Rate: $ Change; %Change
2012 $ 9.00 $ 1.75 24.14%
2013 $ 11.25 $ 2.25 25.00%
2014 $ 11.50 $ 0.25 2.22%
2015 $ 11.75 $ 0.25 2.17%
2016 $ 12.00 $ 0.25 2.13%
2017 $ 12.25 $ 0.25 2.08%
Depending on the availability and awarding of grant opportunities, the
future rate increases could be deferred.
Grant Opportunities
The CIP can be used as a tool to identify projects that may be eligible for
future grant opportunities. Over the last few years, we have learned the
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importance of having construction plans in place, including studies, designs
and shovel-ready concepts in order to take advantage of these
opportunities. Some examples might include:
• Pike Lake Master Planning and Development
• Welcome Avenue Industrial Park
• Wellhead Protection Plan Implementation
• Water Quality Improvements
• TH13 Trail
• Trails
Council direction is desired on this matter.
Other Capital Purchases
While the staff is mindful of the impact of the proposed CIP on the tax levy
and water, sewer and storm water rates, the City Council should be aware
that none of the projects listed below are contemplated in the draft CIP:
1) Improvements to Kinney parcel near Pike Lake Park
2) Purchase of property for economic development (i.e. Monnens,
Narayan, etc.
3) Right of way for future Stemmer Ridge Road
4) Distressed home near the library
5) Development of existing city property: Pike Lake and/or Spring
Lake
FINANCIAL All items contained in the CIP require City Council approval prior to
IMPACT: construction or acquisition. Approval of the CIP does not obligate the City
to complete the proposed projects. The 2013 projects, equipment
replacement costs and facility repairs will be incorporated into the 2013
budget requests for budgeted funds.
A Debt Analysis report is included with this agenda report which articulates
projected debt balances and impacts on the tax levy.
The proposed CIP also includes funds programmed for an ongoing fiber
installation project. Because this project is nebulous in nature, the financial
impact has not been included in the Debt Analysis report.
Additional financial information related to the impact of the proposed CIP
on fund balance reserves and average utility customer will be distributed at
the workshop.
RECOMMENDED The Council should provide comments on the draft document and its
ACTION: various elements in order that the approval process can proceed as
planned.
REPORTS / 1) Facilities Management Plan (summary)
CHARTS 2) Equipment Replacement Plan (summary)
ATTACHED: 3) Park Equipment Replacement Plan (summary)
4) Technology Plan (summary)
5) CIP Projects by Department
6) CIP Projects by Funding Source
7) CIP Project Detail
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8) Transportation Plan
9) Water Operating Plan
10) Sanitary Sewer Operating Plan
11) Water Quality Operating Plan
12) Pavement Life Cycle Chart
13) Map of proposed transportation improvement projects
14) Debt Analysis
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DEBT ANALYSIS
(DRAFT CIP 07.09.2012)
in reviewing the 2013-2017 Capital Improvement Program, the City Council should consider the level of
debt as well as the annual tax impact ofthe scheduled projects.
As of 12/31/2011, the City of Prior Lake had $41,440,000 in debt. The following chart reflects the rype
of debt that comprises the $41 M:
Debt T e Amount Pur ose
G.O. Special Assessment $]0,230,000 Street Improvement Projects
Bonds
G.O. Tax increment 585,000 Tax Increment Pro�ect
G.O. Bonds (MV) ] 1,300,000 Referendum Projects (Park & Fire
Stations)
G.O. Bonds 910,000 Street Reconstruction Pro'ect
Revenue Bonds 9,070,000 Cit Hall & Police Station (EDA)
G.O. Revenue Bonds 8,545,000 Maintenance Facility & Water �
Treatment Facilit
G.O. Capital improvement 800,000 Scott County Cooperative Agreement
Bonds
Total $ 41,440,000
It should be noted that the 12/31/201 1 balance reflects debt associated with advance refunding bonds
issued in 2011 as well as the original debt that is being refunded. Both the new debt and old (refunded)
debt will be included in the outstanding debt balance until it is paid off from escrowed funds. In
addition, bonds were issued for the 2012 improvement projects in December, 201 1 because it was
advantageous for the City to do so at that time.
The 2013-2017 CIP includes projects that are funded by bond proceeds. Bonds are issued for the project
costs that the City is funding through tax levies as well as the costs that are specially assessed to property
owners. The CIP anticipates $17,857,000 in bonding for projects in the Transportation Plan for 2013-
2017 and $2,765,000 in bonding for Well #10 ($950,000), a 500,000 gallon water storage unit
($1,500,000) and major facility repairs ($315,000) in 2013. The following tables reflect all bonding
requirements referenced in the CIP, Transportation Plan, Facilities Management Plan and Equipment
Replacement Plan. It does NOT include the bonding that may be presented to residents by referendum for
community park improvements (identified in the Park Equipment Replacement Plan) beginning in 2018.
Major projects scheduled for 2013 which involve a property tax levy (payable 2014) are listed below:
Page 1 of 4
Pro'ect Descri tion Pro'ect Le
Main Avenue/TH13/Ridgemont $ 1,350,000
Welcome Avenue 1,170,000
CR 12 Phase IV 635,000
Sunset Avenue and Lift Station 1,300,000
Facilit Mana ement Plan — Ma'or Re airs 315,000
Total $ 4,780,000
The proposed CIP also includes furrds programmed for• an ongoing fiber installation project. Becat�se
this pf•oject is nebulous in natur•e, the financial impact has not been included in this Debt Analysis report.
Major projects scheduled for 2013 which would be funded by utility rates are listed below:
Pro'ect Descri tion Pro'ect Lev
Well #10 $ 950,000
Water Stora 7e Unit 1,500,000
Total $ 2,450,000
The following chat•t reflects the cumulative effect of new debt issued as indicated in the CIP and the
retirement of existing debt. The top line is the resulting debt balance at the end of the year.
Projected Debt Balances
$60.0 Issued $9.8M
Refunding
$50.0
$40.0 pay off EDA
$8.8M (Escrow) in
y 2013
o $30.0 -
= Pay off 2006A
� (Escrow) in 2014
C
� $20.0
$10.0
$0.0
�� �ti �� � �� �� � �� �� �� ti� ti� ti�
y �� y o ��, , � , , �,o , �,o � � � ,
�_tExist ng Debt — � — Cumm. CIP Debt ��Projected Debt __ CIP Debt�
in March, 2012, advance refunding bonds were issued in the amount of $9.825M to refinance the debt
associated with the construction of the police station and city hall. Both the new debt and old (refunded)
Page 2 of 4
debt will be included in the outstanding debt balance until the old debt is paid off in 2013 from escrowed
funds.
The following chart reflects the cumulative effect of new debt issued as indicated in the proposed CIP and
the retirement of existing debt on a per capita basis.
p Debt Per Capita
P
e $2,500 26,000 0
b 25,50o p
t $2,000 25,000 �
� 24,500 �
� $1,500 24,000
a 23,500 a
$1,000 23,000 t
p
i $500 22,500 �
22,000 0
t $0
21,500 n
a YE Mar 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022
2011 2012
-�-Debt/Capita 1,799 2,226 2,036 1,804 1,644 1,614 1,604 1,475 1,430 1,348 1,261 1,169 1,076
tPopulation 23,031 23,031 23,296 23,509 23,721 23,934 24,146 24,359 24,571 24,784 24,996 25,209 25,421
Based ora Popzdation Gr•owth of 85 perntits/yenr x 2.5 per•sons pe�• hoa�seholcl
The impact of the 2013-2017 CTP and other antieipated bond payment adjustments on the debt seivice
property tax levy are reflected in the following table:
Pro'ected Chanae in Debt Lev Totals
2013 2014 2015 2016 2017 2013-2017
Debt:
ExistingClP (8,65�) 51,15� (62,035) (205,260) (620) (33�,41�)
New CIP 214,000 304,000 246,000 296,000 486,000 I,546,000
G.O. CIV Bonds 2012A
(refunded EDA Lease
Revenue) (83,290) 23,100 12,500 7,100 16,800 (23,790)
MarketReferendum 38,600 (160,330) 28,701 48,875 (66,700) (110,8�4)
Chan e in llebt Lev 16Q655 217,925 22�,166 146,715 43�,480 1,185,941
Each year, certain bond issues mature and the corresponding debt service payments are eliminated. In the
early 2000s, the level of bonding was lower due to the capital improvement projects being much smaller
in scope. Current projects are larger due to the fact that we have accelerated the street reconstruction plan
in order to address maintenance issues in a more reasonable time frame. Therefore, the amount of debt
service dropping off each year is less than the amount that we are adding for new CIP projects. This
results in an increase in the debt service property tax levy.
The table also reflects the debt associated with the G.O. Capital improvement Plan Bonds, Series 2012A,
which refunded the EDA Lease Revenue bond. The original EDA bonds funded the construction of city
hall and the police station. The debt service payment was reduced significantly from 2012 to 2013 due to
the refunding but was structured to incrementally increase eacll year. The debt associated with Market
Referendum bonds which funded park improvements and construction of the fire stations also
incrementally increases each year. In 2013, the bonds for fire station #1 mature which results in a
Page 3 of 4
reduction in that portion of the debt levy in 2014. The final payment for the park improvements occurs
in 2017 and significantly decreases per the debt schedule.
The debt service for 2013 is already established. The Council authorized the sale of bonds for the 2012
Reconstruction Itnprovement Project (Boudins Phase II) and the CR2l /Arcadia intersection project in
December, 201 1. The first levy associated with this bond issue will be in 2013.
The proposed CIP projects will impact the debt service levy beginning in 2014. The anticipated bond
payments on debt issued in conjunction with these projects along with payment adjustments on current
bonds will result in an increased debt service levy of approximately $217,925 for 2014, $225,166 for
2015, $146,715 for 2016, and $435,480 for 2017.
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