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HomeMy WebLinkAbout2.e. CIP - Facility Plan ' CITY OF ROSEMOUNT . EXECUTIVE SUMMARY FOR ACTION COMMITTEE OF THE WHOLE MEETING DATE: November 10, 1999 AGENDA ITEM: 10-Year Capital Improvement Plan(CIP) AGENDA SECTION: Working Program / Facility Plan �t S5� PREPARED BY: Jeff May, Finance Director AGENDA NO. . � ATTACHMENTS: 10-Year CIP Working Program Summary APPROVED BY: Pages, Memo on City Hall Remodeling . Attached for your consideration this evening is the summary of a draft of the 10-year CIP Working Program. The introduction for this document describes in detail the background and the process that was followed in completing this working document tha�will be used by Council and staff to plan for the future. This is the fourth 10-year CIP that has been completed. We have for your review a summary of the 10 years of the plan. We will continue to do individual sheets on each project/item but the summary pages, will in many cases, provide all of the information necessary to review the CIP. This draft of the CIP does not include the remodeling of the City Hall at this point in time. The attached memo addresses this issue and how it may be handled if the Council decides to proceed forward with the remodeling. If this is agreed upon, the line items will be added/modified in the draft to incorporate the funding for this project and included in the final document. We will then begin further discussions on this project early next year. Finally, we will be available to answer any questions on the operating budgets as well. After this meeting, I will begin preparing the final documents for the Truth-in-Taxation meeting scheduled for December 6�'. RECOMMENDED ACTION: COUNCIL ACTION: � 10-YEAR CAPITAL IMPROVEMENT PLAN (CIP) BACKGROUND Historically, the City of Rosemount has usually had some form of 5-year CIP in place to utilize for its capital improvements. There have been times where just a single year's capital improvements have been addressed and funded. As the City continues to grow,we believe that the careful development and continuous utilization of a realistic Capital Improvement Plan is essential to the proper management of the City. As we looked at developing a new 5- year CIP, it became apparent that the dilemma that the City of Rosemount faces is one of continued growth combined with restoration/reconstruction of the older portions of our city. This being the case, it was almost impossible to develop a plan for a 5-year period that was very realistic. As work continued on the plan,we decided to explore the possibility of looking out farther and developing a longer plan that would more realistically allow us to plan for the City's future. What has evolved is the following 10-year Capital Improvements Plan. We believe that great strides have been made to more accurately plan for the future of the City of Rosemount. This document is only a working guide that is utilized by the City Council and its staff to prepare for the future. The first year of the plan will be included as part of the formal budget that is prepared yearly as part of our Truth-in-Taxation process with the following years developed as a working tool for future years' discussions. GENERAL/ADMINISTRATIVE DESCRIPTION The CIP provides for specific funding of items, the nature of which is not considered"cunent" in their use or life expectancy. These items aze generally of a higher estimated cost than $5,000 and will have a life expectancy of 3 years or greater. The source of funding for these expenditures is typically the general tax levy. In some instances, other funding is utilized. For example,beginning in 1996,revenues received from user fees are being designated in various CIP funds for capital improvementlequipment purchases. If these revenues are realized, the equipment or project will be completed and if the revenue is not realized the equipment will not be purchased. Individual departments are designated for each item proposed for purchase in this plan. TYPES OF CAPITAL I�VIPROVEMENT FUNDS Another area of change for the CIP is the implementation of three separate funds to isolate and better track the types of capital improvements being planned for. The following briefly describes each of the three: Building CIP Fund-This fund is used to account for the on-going capital improvements and possible additions to government buildings. Street CIP Fund-This fund is used to account for the on-going street construction and reconstruction projects within the City and all other major maintenance items related to both paved and unpaved streets including,but not limited to, street lights, signal lights, sidewalks and gravel road resurfacing. Equipment CIP Fund-This fund is used to account for the on-going replacement of and additions to City equipment. � ' 1 � I i � {I ! 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': . . . � ' I Ii � ) i ; � � � . � ii � m � ' ' ` i � i �`�° i j : ; � , ; ; ; ; jl � _ � � , ; i � � l i � �� � ' � ' � � � � I � , � il li �m � � � ; , � ; i cy ( : ; � ; : { , � -� I � � � � , � . i ( i � � `� � � � ; � � i � � � ' � , i c� � i , i i I � ' ' ; � � � o � ' : � I : j ; I � f ^ II ! � t I j � I I I � 1 � � y I � ! � � ' i � � � ° i ! � i + � l I � � I � N � � lii ; � pp� I �i I I , � � � A N �� �I I � � i ' � i I N W v� C� I V'. I I I � � � � � I I � I CNn O MEMORANDUM DATE: October 13, 1999 TO: Thomas D. Burt, City Administrator FROM: Jeff May,Finance Director SUB7ECT: City Hall Remodeling In looking at the funding for the City Hall remodeling,there are a few factors that should be considered before proceeding: 1) There are 3 years of debt currently left to pay on the original City Hall bonds Year 2000- $139,290 Year 2001 - $138,870 Year 2002 - $138,038 2) There is current funding for 1999 in the General Fund and the Building CIP Fund that could be utilized for the remodeling: Government Buildings Budget (101-41940-01-401) - $10,000 (approximately left) -For MN Dot Garage Building CIl'Budget(202-49002-01-522) - $10,000 (approximately left) -For City Hall Improvements (amount used to date for architect fees) Encumbered Funds (101-24463) - $20,000 for City Hall Improvements 3) There is future funding in the Building CIP Fund that could be used for the remodeling: Year 2000- $ 64,400 for City Hall Improvements Year 2002 - $ 30,000 for A/C &Heat Exchanger Units Year 2002.- $150,000 for Police Addition 4) We are looking at issuing Lease Revenue(L/R)Bonds or doing a Lease-Purchase(L!P)to fund the remodeling. 10-Year L/R Bonds are estimated to be issued at 5.5% and 15-Year L/R Bonds are estimated to be issued at 5.75%. 10-Year or 15-Year L/P's are estimated at 6.0%to 7.0%. 5) The total cost of the remodeling is estimated at$1,000,000. 6) Annual payments on 10-Year or 15-Year financing would range from a low of$101,000 to a high of$166,000 if the whole$1,000,000 was financed. Those payments could be lowered if a portion of the total cost was bought down. This has been discussed by using water and sewer utility funds to contribute towards the cost of the remodeling. Another possibility would be to use General Fund reserves to buy down the total. City Hall Remodeling -Page 2 At this point there are different options that are available in proceeding with this project. In giving these options, I am making the assumption that we are going to do our best at minimizing the impact on the taxpayers. In making these assumptions I am also going to assume that the Water Utility Fund and the Sewer Utility Fund would each contribute$100,000 or the General Fund would contribute $200,000 to the cost of the remodeling reducing the total financing needed to $800,000. Following are some of the options that have been looked at: 1) Proceed forward in 2000 and complete the project issuing L/R Bonds or doing a L/P. First payment would not be unti12001 and we would use 1999 and 2000 General Fund and Building CIP Fund monies encumbered/budgeted during those 2 years to make the 2001 payments. The year 2002 payments would be made using the $180,000 that is in the Year 2002 Building CIP Fund budgets. Future payments for 2003 and beyond would be made as part of the Building CIP Fund budget and would not increase the taxes for the City because the original bond issue for tfie City Hall would be paid off and replaced by the levy for the remodeling. This option would have as close to a zero increase in taxes that I can see. Also,we would look at the Water Utility Fund and Sewer Utility Fund each contributing a yearly amount if they do not contribute a lump sump payment up front(much like the Public Works building expansion project). 2) Get an estimate of each cost of the phasing that the architects have come up with and incorporate those costs into future CIP's and pay for the project as we go. This would be difficult to do because of the varied phasing costs and could take many years to complete. City Hall could look like it was under constant construction for 5 to 10 years. 3) Wait until the original City Hall bonds are paid off in 2002 before beginning and use the budgeted/encumbered funds to help even further buying down the total financed costs of the remodeling. In doing this, the total cost financed for the proj ect could be lowered to approximately$500,000. The problem with this is that construction costs could be significantly higher in 3 years and interest rates could be higher as well. So waiting may not save anything in the long run. At this point in time, it would appear to me that Option#1 above would be our best choice. We would finance $800,000 to complete the work, issuing the debt sometime in the summer of 2000 and the first payment coming early in 2001 using funds encumbered from 1998, 1999 &2000. Year 2002 payments would be covered by monies in the current 2002 Building CIP fund budget and Year 2003 and beyond payments would be made from Building CIP levies that will be made that replace the original City Hall bond issue. The taxes should remain constant for the citizens with no increase because of the remodeling project.