08-22-23 Workshop (CIP Plan)HUTCHINSON CITY COUNCIL
REVIEW OF 2024 PRELIMINARY CAPITAL IMPROVEMENT PLAN
MINUTES
TUESDAY, AUGUST 22, 2023, 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 Tim Burley,
Pat May, and Chad Czmowski. Member absent was Dave Sebesta. Others present were Matt
Jaunich, City Administrator and other city directors.
REVIEW OF 2024 PRELIMINARY CAPITAL IMPROVEMENT PLAN
2. 2024 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 $70.14 million. The Plan is approximately $18.33 million higher than last year's
five-year plan. The plan has an annual average CIP cost of $14.03 million. 2024's $13.90
million CIP cost currently accounts for approximately 25-30% of all budgeted expenses. For
comparison purposes, this year's (2023) general fund budget is $14.35 million. Large projects
included in the plan are the HATS facility in 2025 ($10.8 million); splash pad in 2025 ($2
million); T-Hanger ($1.5 million) in 2026; and a ladder truck ($2.8 million) in 2027.
Mr. Jaunich reviewed that the plan is divided into infrastructure at $22.88 million; Park & Rec at
$5.64 million; Enterprise Funds at $21.74 million; Public Works at $15.02 million; Public Safety
at $3.68 million and General Government at $1.18 million. The make-up of the CIP includes:
New Debt: $13.91 million (amount of money that we need to borrow to pay for capital projects);
Aid/Grants (state aid, federal/state grants, bridge funds, donations): $20.24 million; Enterprise
Funds (Creekside, Liquor Store, Refuse, Water, Sewer, Wastewater, Stormwater): $19.24
million; Taxes (money from our tax levy that gets designated towards capital projects): $7.19
million; Special Assessments (direct costs that will be assigned to property owners adjacent to
projects): $5.47 million; Special Funds/Reserves (rural fire department, cooperative agreements):
$890,527. 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 $375,000 from the general fund
as the current funding is not adequate for the "small" and "heavy" fleet needs. An additional
funding source of about $354,000/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 G.O. special assessment
improvements bonds, G.O. Bonds for police facility, special assessments, municipal state aid for
streets and federal aid, grants, enterprise fund contributions and other city funding from Capital
Projects and Community Improvement. 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 2022 year-end unreserved cash balance is $1,059,323 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 2022 year-end unreserved cash balance is
$1,857,277 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 2022 year-end
unreserved cash balance is $228,048 from this fund.
Mr. Jaunich noted where the proposed 2024 CIP monies are going to. They include $3.86 million
for infrastructure (Franklin Street, Washington Avenue, Oakland Avenue, Uptown Grand Project
and Fire Department parking lot); $525,000 for Park & Rec (dasher boards/flooring,
vehicles/equipment, library and playgrounds); $8.24 million for Enterprise Funds (Creekside
facility/equipment, water/wastewater improvements/equipment, water meters, vactor truck/jetting
trailer and lakes/river improvements); $835,000 for Public Works (airport, cemetery and
vehicles/equipment); $230,000 for Public Safety (fire facilities/equipment and police vehicles);
$199,500 for General Government (city center improvements). Mr. Jaunich then reviewed where
the proposed 2024 CIP monies are coming from. They include $2.11 million from New Debt
(amount of money that we are planning to borrow to pay for capital projects next year); $3.42
million from Aid/Grants; $5.84 million from Enterprise Funds; $1.70 million from Taxes (money
from our tax levy that is helping to pay for capital projects next year); $757,611 from Special
Assessments (direct costs that will be assigned to property owners adjacent to projects); and
$70,000 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 91 pieces of
light duty equipment such as cars, pickups, skid loaders, etc. Currently $375,000 of CIP funds
are allocated annually for light duty fleet, funded by the general fund. The unreserved fund
balance at the end of 2022 acquisitions is $1,170,000. In 2023, 10 vehicles/equipment have been
recommended for replacement at an estimated gross cost of $560,400 which include several
replacements that were deferred from 2021/2022. As this problem continues, some of these
replacements could get pushed into 2024. With regard to heavy duty fleet, the City currently has
21 pieces of heavy duty equipment which are made up of fire apparatuses, snow equipment,
frontend loaders, etc. The current plan includes $2.4 million to replace the fire ladder truck in
2027. In 2023, a snow plow truck has been replaced at a total cost of $270,782. The City took a
significant step in meeting its demand for heavy equipment in 2016 with bonded debt for several
large pieces of equipment with a 5-year debt expiring in February 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 $354,000. 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 2027. The City
may need to look at redirecting some of its LGA allocation to Fleet with the increase in LGA.
Policy focus of the City is to put 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 continues to work 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 projects in 2023 which included the City Center parking lot,
drainage improvements at Burich Arena and the new police and DMV facility opening.
Mr. Jaunich also reviewed the 5 Year CIP for both the compost and refuse funds which is just
over $1.5 million. The previous five-year CIP was over $2.4 million. The SSOM
processing/operation project was delayed two years while waiting for permitting from the MPCA.
The project is currently out for bids and if bids are favorable the work could be this Fall and be
done by the end of the year. CIP costs for this project are around $1 million.
Public Works projects included in the 2024 plan are: Franklin Street (Washington to 5th Avenue)
— partial reconstruction; Washington Avenue West (Lynn to Franklin) - reclaim; Franklin and
Washington sanitary sewer; Oakland Avenue —partial reconstruction; Uptown Grand Project;
Lakes/River basin project — Phase 1; several pond improvements; airport airfield lighting
systems; additional upgrades to water and wastewater facilities; water meter replacements and
vehicle/equipment replacements. Mr. Jaunich then noted Public Works CIP projects slated for
2025-2028.
Other large projects Mr. Jaunich spoke about within the next few years include $3.4 million for
Lakes/River basin improvements; fire department parking lot; VMF improvements; City Center
remodel; campground expansion; fire ladder truck; funding plan for splash pad; long-term
funding needs; Growth Planning Area and funding for infrastructure; and state bonding for the
HATS facility.
Mr. Jaunich reviewed project funding limitations/concerns. These include costs to fund
infrastructure; $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; impact of legislative changes to
water/wastewater and costs associated with it (environmental & infrastructure grant possibilities)
and possible redirection of LGA money increase.
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.
The City has used those funds to pay for three projects: Civic Arena HVAC project; city-wide
security project and EDA Downtown Development Project. The remaining balance is
$107,586.53 to be allocated to future projects. Other fund sources available are one-time Public
Safety Aid ($643,390); new housing aid (approximately $68,000 the first year); new LGA
(approximately $399,000 — half of which is planning to go to the CIP); sale of event center (up to
$1 million will have to go back to the State); Capital Projects Fund ($1,059,323); Community
Improvement Fund ($1,857,277 — sale of old police facilities will go into this fund); Public Sites
Fund ($228,048).
Mr. Jaunich lastly provided an update on the sales tax. The local sales tax went into effect in
2011 and the City is currently collecting approximately $1.825 million per year. These funds
help cover debt payments associated with the water and wastewater systems and help assist with
funding options for capital improvements in the water and wastewater system. The local option
sales tax expires at the end of 2029 or when revenues are sufficient to pay for the projects and
associated bond costs which would be in 2026. Staff is looking into whether or not there is an
option to continue to collect sales tax from 2027-2029 within the water and sewer funds and then
use to fund other projects. There is currently a moratorium on local option sales tax and potential
new law changes could change everything.
Mr. Jaunich also noted that currently staff is looking at a 12% preliminary tax levy increase
which is mainly due to a 25% health insurance increase. Staff will be shopping around for other
providers and/or structural changes. Staff feels that 12% can be reduced but if the Council is
hoping for a 2-3% levy increase there will have to be serious discussions on services and/or
staffing.
3. Adjournment
Motion by May, second by Burley, to adjourn the workshop at 5:10 p.m. Motion carried
unanimously.
ATTEST:
Gary T. Forcier
Mayor
Matthew Jaunich
City Administrator