09-26-11 CC WS Agenda
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL WORK SESSION COUNCIL CHAMBERS
MONDAY, SEPTEMBER 26, 2011 6:00 P.M.
AGENDA
Attachments
1. CONVENE CITY COUNCIL WORK SESSION
A. Roll Call
Mayor Lizée ____
Hotvet____
Siakel ____
Woodruff____
Zerby ____
B. Review Agenda
2. CAPITAL IMPROVEMENT PROGRAM Finance Director’s
memo
3. ADJOURN
MEMORANDUM
Date:
September 22, 2011
To:
Mayor Lizee
Council Members
From:
Bruce DeJong, Finance Director
Reviewed by:
Brian Heck
Larry Brown
James Landini
Joe Pazandak
Kristi Anderson
Re:
Capital Improvement Plan Discussion
____________________________________________________________________________________
The ten-year capital improvement plan (CIP) has been updated based on new information
regarding the condition and estimated cost of planned projects.
The capital projects funds that we will be examining at this meeting will be:
Fund 401 – Public Facilities
Fund 402 – Park
Fund 403 – Equipment Replacement
Fund 404 – Local Streets
Fund 408 – Technology/Office Equipment
Enterprise funds to be reviewed in October include:
Fund 601 – Water
Fund 611 – Sewer
Fund 631 – Stormwater Management
Fund 401 – Public Facilities has only two projects for 2012, both of which are contingent. Mr.
Pazandak has evaluated building conditions to estimate when major building components may
need to be replaced and those projects for the Public Works building and the South Shore
Community Center are included this year.
Fund 402 - Park Capital Improvements has changed focus somewhat based on discussions at
their last two meetings. I encouraged the Park Commission to merge its various lists into one
that includes everything on the CIP. Because of this, the projects beyond 2012 are still
somewhat speculative in nature and include some of the items that were on the maintenance list
and the “wish” list that previously existed. This fund therefor spends all of its annual transfer
allotment and uses a lot more – averaging $146,000 over the ten year span. Longer term
analysis of park needs will determine an annual transfer amount that will adequately fund the
community’s needs and desires in this area.
Capital Improvement Plan Discussion
September 22, 2011
Page 2
The Equipment Replacement fund generally covers all of the city’s rolling stock and
attachments along with the equipment at the Public Works shop to keep everything running.
The next ten years of equipment purchases average about $185,000 per year, so this level would
require an additional amount to fully fund equipment needs over the long term.
The Technology fund does not have a long-term funding source associated with the
expenditures. With about $10,000 in annual expenditures, this fund will run out of cash by
2019.
Staff believes that the Public Facilities, Equipment Replacement, and Technology funds could
be combined without any real loss of control. These funds primarily exist to fund replacement
of general fixed assets which are competing for the same pool of available funds. Combining
them would give a more complete picture of the amount of total capital replacement the city is
anticipating in a given year and the resources that can be applied.
The Community Infrastructure fund does not have any future projects assigned to use the
approximate $1,700,000 fund balance left after funding the purchase of the 24620 Smithtown
Road property and the balance of the South Shore Center sign.. Council should define what
projects other may use this funding and how the fund balance will be replenished if it is truly to
be a “revolving loan” funding source.
The Water, Sewer, and Stormwater Management funds will be covered in the discussion of their
operating budgets. Storm Water projects have been updated to include estimated consultant
costs required for the initial design and project management phases.
The 2012 projects essentially become the capital outlay portion of the budget. The remaining
year’s projects are then used to evaluate the solvency and funding adequacy of each capital
projects fund and the utility funds over the five years covered by the plan.
It is staff’s recommendation continues to be that projects included in the CIP at the time of
adoption with an estimated cost of less than $100,000 be approved for staff to complete as long
as the total cost is at or below the amount listed in the CIP. Projects estimated in excess of
$100,000 will be brought back to the City Council for approval of plans and specifications and
awarding of bids. If equipment over $100,000 can be purchased from cooperative purchasing
contracts (where another agency has already accepted bids), staff intends to use that avenue for
acquiring the equipment and would not bring the purchase back to City Council for further
approval except as an item on the claims list.
Attachments: CIP Projects by Funding Source
City of Shorewood, Minnesota
Capital Improvement Program
20122021
thru
PROJECTS BY SOURCE
Source #Priority2012201320142015201620172018201920202021Total
401 - Public Facilities Fund
South Shore Community Center - PF-11-01 n/a 15,0002,50042,000
61,500
2,000
Contingent
Public Works Building n/a 4,0006,50081,000
PF-12-01 91,500
5795 Country Club Rental Home - PF-99-99 n/a 5,000
5,000
Contingent
24,0009,00081,00042,0002,000158,000
401 - Public Facilities Fund Total
402 - Park Improvements
Message Boards 1 4,200
P0001 4,200
Picnic Tables P0002 1 14,000
14,000
Freeman Plaza 5 5,000
P0100 5,000
Freeman Skating/Hockey Rink P0101 5 50,000
50,000
Freeman North Playground 5 55,000
P0102 55,000
Equipment
Freeman Parking Lot w/ MCWD P0103 5 50,000
50,000
Freeman Ball Field Lights 5 75,000
P0104 75,000
Cathcart Park - Resurface tennis P0200 2 6,0006,0006,500
25,000
6,500
Courts
Cathcart Park Hockey Boards P0201 2 20,000
20,000
Cathcart Park Tot Lot P0202 2 50,00050,000
Cathcart Parking Lot 5 100,000
P0203 100,000
Badger Park - Rustic Trail P0300 n/a 7,5007,500
Badger Park Tennis Cours 2 8,0008,000245,000
P0301 261,000
Badger Park Hockey Boards P0302 2 40,000
40,000
Badget Park Swing Set 2 12,000
P0303 12,000
Badget Park Green Space P0304 2 20,000
20,000
Badget Park Warming House 2 80,000
P0305 80,000
Manor Park - Resurface Tennis P0400 2 6,000100,0006,500
119,000
6,500
Courts
Source #Priority2012201320142015201620172018201920202021Total
Silverwood Park-Resurface 1/2 court P0500 2 2,000
2,000
Silverwood Park Equipment 3 60,000
P0501 60,000
Silverwood Park Swing Set P0502 3 14,000
14,000
Skate Park Rehab 3 75,000
P0600 75,000
Skate Park Picnic Shelter P0601 3 15,000
15,000
Trail Connection to LRT 1 30,000
P-11-11 30,000
Badger Park-Install Rustic Trail P-12-03 2 7,500
7,500
Manor Park - Resurface Tennis 2 6,000
P-12-07 6,000
Courts
All Parks - Tot Lot Equipment P-12-11 2 12,000
12,000
Skate Park-Rehab 4 50,000
P-14-02 50,000
Manor Tennis Court P-15-03 5 100,000
100,000
Cathcart Tennis Court Overlay 5 6,0006,000
P-15-04 12,000
Silverwood 1/2 court resurface P-16-01 5 2,000
2,000
Skate Park - new surface 5 25,000
P16-04 25,000
Badger Tennis Court P-16-05 5 8,000
8,000
Manor Tennis Court Overlay 5 6,000
P-18-06 6,000
87,700140,000132,500232,00043,000155,000230,000264,000115,00013,0001,412,200
402 - Park Improvements Total
403 - Equipment Replacement Fund
Replace Unit 33 1 155,000
E-11-01 155,000
Replace Unit 21 - 24' trailer E-12-01 2 16,000
16,000
Sand Pro 3000 - replace Unit 64 2 13,000
E-12-02 13,000
Groundsmaster Mower- Toro 328D - E-12-03 2 24,00030,000
54,000
replace unit 75
Air Compressor-Replace unit 38 3 12,000
E-13-01 12,000
Dump Truck - replace unit 65 E-13-02 3 160,000
160,000
Dump Truck - Replace Unit 68 2 165,000
E-13-03 165,000
Pickup 4x4 - Replace Unit 78 E-13-04 3 38,000
38,000
Cab for mower - replace A3 3
E-13-05 8,000
8,000
Utility Truck w/crane & toolbox E-14-01 5 77,000
77,000
replace unit 76
Mower - Replace Unit 84 E-14-02 4 25,000
25,000
Utility Vehicle - replace unit 77 E-14-03 4 25,00025,000
Blower Attachment for mower 4 6,000
E-14-04 6,000
replace A8
Cab attachement for mower replace 4 7,000
E-14-05 7,000
unit A4
Pick-up - 4 x 4 150 Replace Unit 80 E-15-01 5 35,00035,000
Source #Priority2012201320142015201620172018201920202021Total
Dump Truck - replace unit 72 E-15-03 5 175,000
175,000
Trailer 18' replace unit 59 5 15,000
E-16-01 15,000
Sewer Jetter - replace unit 60 E-16-02 5 53,000
53,000
Pickup - 350 4x4 replace unit 81 5 42,000
E--17-01 42,000
Groundsmaster Mower replace unit E-17-02 5 28,000
28,000
91
Mower blower attachment replace 5 6,000
E-17-03 6,000
unit A1
Cab for mower replace A4 5 7,000
E-17-04 7,000
Vehicle Analysis station replace A9 E-18-01 5 4,000
4,000
Skid Steer - replace unit 63 5 35,000
E-19-01 35,000
ATV - replace unit 34 E-19-02 5 20,000
20,000
Sander replace A10 5 12,000
E-19-04 12,000
4" pump replace unit 50 E-20-01 5 45,000
45,000
Trailer 12' replace unit 69 E-20-02 5 4,0004,000
Roller - replace unit 73 E-20-03 5 37,000
37,000
Pickup 350 4x4 - replace unit 91 E-20-04 5 42,00042,000
Sweeper - replace unit 74 5 190,000
E-21-01 190,000
Cab for mower - replace A3 E-21-03 5
8,000
8,000
Flatbed - 4 x 2 Replace unit 49 5 44,000
E-24-01 44,000
Broom Attachment - Skid Steer E-25-02 5 3,000
3,000
replace A13
Street Sign Replacement LR-99-001 n/a 6,0006,3006,6006,9007,2007,5007,8008,1008,400
73,500
8,700
1,639,500
273,000189,300245,600246,900220,200117,50020,80058,100243,40024,700
403 - Equipment Replacement Fund Total
404 - Street Reconstruction Fund
Clover Lane LR-12-01 2 26,000
26,000
Maintenance-Bituminous Sealcoating 1 136,000217,000250,000207,000
LR-99-100 810,000
Street Replacement Plan ST0001 n/a 432,000895,000681,000837,000965,0001,114,000669,0002,102,000871,000
8,950,000
384,000
9,786,000
594,0001,112,000931,0001,044,000965,0001,114,000669,0002,102,000871,000384,000
404 - Street Reconstruction Fund Total
408 - Technology/Office Equipment F
Server and Operating System T-12-02 2 10,000
10,000
Replacements
Computer Upgrades 1 10,00010,00010,00010,00010,00010,00010,00010,00010,000
T-99-99 100,000
10,000
110,000
20,00010,00010,00010,00010,00010,00010,00010,00010,00010,000
408 - Technology/Office Equipment Fund Total
998,7001,451,3001,319,1001,532,9001,247,2001,477,500971,8002,434,1001,239,400433,700
13,105,700
GRAND TOTAL