08-23-2022 CCM Workshop (CIP Plan)HUTCHINSON CITY COUNCIL
REVIEW OF 2023 PRELIMINARY CAPITAL IMPROVEMENT PLAN
MINUTES
TUESDAY, AUGUST 23, 2022, AT 4:00 PM
CITY CENTER — COUNCIL CHAMBERS
1. Call to Order
Mayor Forcier called the workshop to order at 4:00 p.m. Members present included Mary
Christensen, Pat May, Chad Czmowski, and Dave Sebesta. Others present were Matt Jaunich,
City Administrator and other city directors.
REVIEW OF 2023 PRELIMINARY CAPITAL IMPROVEMENT PLAN
2. 2023 Preliminary Capital Improvement Plan
Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich reviewed the
purpose of a capital improvement plan and the planning that goes into it. A CIP is a document
that realistically projects city needs, outlines means by which those needs can be met and
provides prioritization of those needs for large capital items within the city. The planning process
provides city staff and Council with a framework to make decisions regarding current and future
city needs considering the city's financial capability. The CIP commits the City to a long term
capital plan that ensures that expenditures can be made to add or replace capital items when
needed, without significant fluctuations in the property tax levy. Capital planning enables the
City to maintain a stable property tax rate, prevent peaks and valleys in its debt retirement
program and establish and thereafter improve its credit rating. The CIP establishes a
comprehensive development program that is used to maximize outside revenue sources and
effectively plan for the growth and maintenance of the city's infrastructure. The plan can and
should be used as a goal, priority and vision -setting tool. Mr. Jaunich also reviewed how the CIP
Plan is built which includes individual City Council goals and collective Council goals;
citizens/business/user feedback to elected officials (needs, wants, desires of the community); City
staff long-term maintenance and replacement schedules; and state/federal mandates.
Mr. Jaunich began an overview of the five year capital plan document. The proposed plan is
estimated at $51.82 million. The Plan is approximately $776,000 lower than last year's five-year
plan. The plan has an average CIP cost of $10.36 million. 2023's $9.54 million CIP cost
currently accounts for approximately 20-25% of all budgeted expenses. For comparison
purposes, this year's (2022) general fund budget is $13.96 million. Large projects included in the
plan are the HATS facility in 2024 ($7.1 million) and the splash pad in 2025 ($2 million).
Mr. Jaunich reviewed that the plan is divided into infrastructure at $19.12 million; Park & Rec at
$4.57 million; Enterprise Funds at $13.69 million; Public Works at $11.73 million; Public Safety
at $1.71 million and General Government at $1.01 million. The make-up of the CIP includes:
New Debt: $11.84 million (amount of money that we need to borrow to pay for capital projects);
Aid/Grants (state aid, federal/state grants, bridge funds, donations): $12.47 million; Enterprise
Funds (Creekside, Liquor Store, Refuse, Water, Sewer, Wastewater, Stormwater): $14.81
million; Taxes (money from our tax levy that gets designated towards capital projects): $7.56
million; Special Assessments (direct costs that will be assigned to property owners adjacent to
projects): $2.27 million; Special Funds/Reserves (rural fire department, cooperative agreements):
$867,197. Mr. Jaunich reviewed the CIP funding sources for various funds. Within the general
fund, facility improvements are funded by the capital projects fund. $750,000 of LGA is
dedicated annually and $50,000 is dedicated for playgrounds. Fleet & Equipment is funded by
the Equipment Replacement Fund. There is an annual transfer of $350,000 from the general fund
as the current funding is not adequate for the "small" and "heavy" fleet needs. An additional
funding source of about $326,000/year is needed. Other Capital Needs are funded by
departmental budgets through the tax levy, grants/donations and/or other city funding. Within the
enterprise funds, the funding comes from cash flow from operations and is driven by user
revenue. Cash reserves are also used for funding. Debt service payments are funded by revenue
from operations. Infrastructure improvements debt are covered by GO special assessment
improvements bonds, special assessment, municipal state aid for streets, grants, enterprise fund
contributions and other city funding from Capital Projects and Community Improvement. Capital
project costs and funding is reviewed by the Resource Allocation Committee. The Capital
Projects Fund funding sources come from LGA, bonding dollars and grants. The use of these
funds are for general fund capital improvements included in the Facility Plan, miscellaneous
infrastructure maintenance such as trails, sidewalks, parking lots, street lights, sealcoating, etc.,
and other projects approved by the City Council. The 20210 year-end unreserved cash balance is
$1,016,095 from this fund. The Community Improvement Fund funding sources come from
retired debt service funds and donations. The use of these funds are for City Council approved
projects and Public Arts Commission & other public arts projects. The 2021 year-end unreserved
cash balance is $2,550,591 from this fund. The Public Sites Fund funding sources come from
park dedication fees, donations, grants and rent on agricultural land. The use of these funds are
for parkland improvements, tree development, arts, and City Council approved projects. The
2021 year-end unreserved cash balance is $220,429 from this fund.
Mr. Jaunich noted where the proposed 2023 CIP monies are going to. They include $4.43 million
for infrastructure (Dale Street and Roberts Road, Century Avenue, Hwy 15 Trail and Bridge Deck
Repairs); $126,000 for Park & Rec (vehicles and playgrounds); $3.76 million for Enterprise
Funds (Creekside facility/equipment, water/sewer/wastewater/storm water improvements,
equipment and water meters); $624,500 for Public Works (cemetery and street
vehicles/equipment); $426,400 for Public Safety (new police station, building inspections vehicle
and new police vehicle); $276,222 for General Government (city center parking lot and IT
equipment). Mr. Jaunich then reviewed where the proposed 2023 CIP monies are coming from.
They include $2.49 million from New Debt (amount of money that we are planning to borrow to
pay for capital projects next year); $1.24 million from Aid/Grants; $4.01 million from Enterprise
Funds; $1.40 million from Taxes (money from our tax levy that is helping to pay for capital
projects next year); $497,989 from Special Assessments (direct costs that will be assigned to
property owners adjacent to projects); and $7,253 from special funds/reserves.
Mr. Jaunich reviewed the five components of the Plan which include the fleet committee,
facilities committee, Creekside, Resource Allocation Committee and General. Mr. Jaunich
provided an overview of fleet. With regard to light duty fleet there are currently 90 pieces of
light duty equipment such as cars, pickups, skid loaders, etc. Currently $350,000 of CIP funds
are allocated annually for light duty fleet, funded by the general fund. The unreserved fund
balance at the end of 2021 acquisitions is $917,000. In 2022, seven vehicles/equipment have
been recommended for replacement at an estimated gross cost of $283,600 which will be pushed
to next year due to lack of availability. With regard to heavy duty fleet, the City currently has 20
pieces of heavy duty equipment which are made up of fire apparatuses, snow equipment, frontend
loaders, etc. In 2021, a wheel loader was replaced for the Street Department at a cost of
$208,932. In 2022 a snow plow truck has been recommended for replacement at an estimated
gross cost of $235,000. Due to supply issues, this likely won't be available until 2023 and the
cost is expected to increase to approximately $255,000. The City took a significant step in
meeting its demand of this in 2016 with bonding for several large pieces of equipment with a 5-
year debt expiring February 1, 2022. Future debt for heavy equipment would increase the City's
debt tax levy. The light duty and heavy duty fleet program is still currently not sustainable with
this plan. The current plan has an annual shortage of roughly $326,000. The Fleet Committee is
continuing to look at bondingiborrowing for future heavy duty fleet. There is at least one
replacement in excess of $200,000 in each of the next five years. A fire ladder truck is in need of
major refurbishment or replacement in 2026/2027. Policy changes were made in 2020 with more
focus on the Vehicle Condition Index and less focus on expected life, although service is a major
component of the VCI.
Mr. Jaunich provided an update on the facility committee. Overall, the facility planning
concept/funding model with a facility manager has been working well. Construction costs have
increased significantly and lead times for equipment/supply can run as long as 35 weeks making
things difficult. A small project building repair fund has been established with $50,000 per year
set aside to address smaller facility items such as lighting upgrades, small roof projects, tuck
pointing/joint repair, etc. Facility Committee staff continue to assess condition ratings and
develop a project list based on needs.
Mr. Jaunich then reviewed the major project in 2022 which was the civic arena east rink roof and
HVAC.
Mr. Jaunich also reviewed the 5 Year CIP for both the compost and refuse funds which is just
over $2.4 million. The site is currently in a holding pattern on the SSOM processing/operation
project. CIP costs for this project are around $1 million.
Public Works projects included in the 2023 plan are: Dale Street (Roberts to South Grade Road);
Robert Road (Alan Street to Dale Street); Bridge Deck Repairs & Sealing; Trunk Hwy 15 Trail
Improvements; 8th Avenue Drainage Improvements; Seal Coating; Airport Drainage
Improvements; Additional upgrades to water and wastewater facilities; water meter replacements;
and vehicle and equipment replacements. Mr. Jaunich then noted Public Works CIP projects
slated for 2024-2027.
Mr. Jaunich reviewed project funding limitations/concerns. These include $1.9 million bonding
target limitations; dedicated street sealcoating funding at $125,000/year; infrastructure
maintenance needs at $325,000/year; construction costs/inflation; utility funds capacity;
municipal state & federal aid utilization; environmental & infrastructure grant possibilities. Other
items to keep in consideration are a funding plan for a splash pad, long-term funding needs for
heavy and light fleet, funding of infrastructure improvements, state bonding for HATS facility,
Creekside operations, fire department parking lot, City Center remodel, and campground
expansion. Mr. Jaunich noted that the Council and staff may have to look at priority levels and
projects (in relation to debt).
Mr. Jaunich also provided an update on American Rescue Plan funding. Mr. Jaunich explained
that the City has received all of its ARPA funding with a total amount received of $1,528,093.53.
Of the funds received, $763,270 has been allocated to the civic arena HVAC project. The
remaining balance will be allocated to future projects. Earlier this year, the Council identified the
FDA's redevelopment project of the old medical site as a likely suitor of additional ARPA funds.
$500,000 has been earmarked for this project. The Council also discussed a desire to see security
cameras placed throughout the community on city facilities and within city parks. This project is
estimated at $200,000. If these two projects move forward, a balance of approximately $65,000
will remain from the ARPA funds.
3. Adjournment
Motion by May, second by Christensen, to adjourn the workshop at 5:00 p.m. Motion carried
unanimously.
ATTEST:
Gary T. Forcier Matthew Jaunich
Mayor City Administrator