08-27-2024 (Workshop - CIP)HUTCHINSON CITY COUNCIL
REVIEW OF 2025 PRELIMINARY CAPITAL IMPROVEMENT PLAN
MINUTES
TUESDAY, AUGUST 27, 2024, 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, Dave Sebesta and Chad Czmowski. Others present were Matt Jaunich, City
Administrator and other city directors.
REVIEW OF 2025 PRELIMINARY CAPITAL IMPROVEMENT PLAN
2. 2025 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 $63.30 million. The Plan is approximately $5.92 million lower than last year's five-
year plan. The plan has an annual average CIP cost of $12.66 million. 2025's $12.07 million
CIP cost currently accounts for approximately 20-25% of all budgeted expenses. For comparison
purposes, this year's (2024) general fund budget is $14.89 million. Large projects included in the
plan are the HATS facility ($10.3 million); splash pad in 2026 ($2 million); pickleball courts in
2027 ($700,000); T-Hanger ($1.5 million) in 2029; and a ladder truck ($2.4 million) in 2027.
Mr. Jaunich reviewed that the plan is divided into infrastructure at $18.86 million; Park & Rec at
$6.45 million; Enterprise Funds at $19.41 million; Public Works at $14.28 million; Public Safety
at $3.17 million and General Government at $1.12 million. The make-up of the CIP includes:
New Debt: $11.71 million (amount of money that we need to borrow to pay for capital projects);
Aid/Grants (state aid, federal/state grants, bridge funds, donations): $18.58 million; Enterprise
Funds (Creekside, Liquor Store, Refuse, Water, Sewer, Wastewater, Stormwater): $17.18
million; Taxes (money from our tax levy that gets designated towards capital projects): $7.69
million; Special Assessments (direct costs that will be assigned to property owners adjacent to
projects): $4.54 million; Special Funds/Reserves (rural fire department, cooperative agreements):
$202,077. Mr. Jaunich reviewed the CIP funding sources for various funds. Within the general
fund, facility improvements are funded by the capital projects fund. $850,000 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 $400,000 from the general fund
and $50,000 from the LGA fund as the current funding is not adequate for the "small" and
"heavy" fleet needs. An additional funding source of about $324,800/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 2023 year-end unreserved cash balance is $1,287,326
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 2023 year-end unreserved cash
balance is $1,472,799 from this fund. Mr. Jaunich noted that approximately $2.7 million total is
in the unreserved cash balance that is not designated for a specific project. 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 2023 year-end unreserved cash balance is $249,477 from this fund.
Mr. Jaunich noted where the proposed 2025 CIP monies are going to. They include $3.54 million
for infrastructure (Dale Street SW, Hassan Street, and sealcoating); $1.33 million for Park & Rec
(poll re -coat, vehicles/equipment, playgrounds, Roberts Park lighting); $6.33 million for
Enterprise Funds (Creekside facility/equipment, water/wastewater improvements/equipment,
water meters, stormwater improvements); $649,000 for Public Works (airport, cemetery and
vehicles/equipment); $40,000 for Public Safety (police/fire training facility); $168,836 for
General Government (IT servers, election equipment, city center improvements). Mr. Jaunich
then reviewed where the proposed 2025 CIP monies are coming from. They include $1.67
million from New Debt (amount of money that we are planning to borrow to pay for capital
projects next year); $1.71 million from Aid/Grants; $6.16 million from Enterprise Funds; $1.93
million from Taxes (money from our tax levy that is helping to pay for capital projects next year);
$568,000 from Special Assessments (direct costs that will be assigned to property owners
adjacent to projects); and $34,577 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 $450,000 of CIP funds
are allocated annually for light duty fleet, funded by the general fund. The unreserved fund
balance at the end of 2023 acquisitions is $957,000. In 2024, seven vehicles/equipment have
been recommended for replacement at an estimated gross cost of $415,000. 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. A replacement would require the issuance of city debt since
the Fleet Plan cannot sustain that large of a purchase. In 2023, a snow plow truck has been
replaced at a total cost of $270,782. In 2024, a snow plow truck has been replaced at a total cost
of $278,302. 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 $324,800. The Fleet Committee is continuing to look at
bondingiborrowing for future heav-duty fleet. Again, a fire ladder truck is in need of replacement
in 2027. The City has allocated $50,000 of its LGA increase in 2024 to Fleet. Policy focus of
the City is to put more focus on the Vehicle Condition Index and less focus on expected life,
although service age 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 2024 which included Civic Arena dasher boards,
City Center roof, Fire Department roof, and grandstand/lighting project at VMF. Mr. Jaunich
noted the impacts of the new police facility and DMV facility which were financed by bonding.
Staff is projecting that approximately $600,000 of Community Improvements funds will be
needed to finalize the police department over the next few months with final costs/retainage. Mr.
Jaunich also reviewed the current facility plan budget.
Mr. Jaunich reviewed the 5 Year CIP for both the compost and refuse funds which is just over
$1.52 million. Items include equipment, vehicles and facility upgrades/expansions. 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 work is currently underway and
the CIP costs for this project will be approximately $1 million.
Public Works projects included in the 2025 plan are: Dale Street SW (South Grade Road to
Roberts) — partial reconstruction; Hassan Street (Oakland to I" Avenue North) — partial
reconstruction; sealcoating; airport drainage improvements; several pond improvements;
continued work on Lakes/River Basin improvements; additional upgrades to water and
wastewater facilities; water meter replacements (next phase); and vehicle/equipment
replacements. Mr. Jaunich then noted Public Works CIP projects slated for 2026-2029.
Parks & Recreation projects included in the 2025 plan are: Roberts Park lighting project; pool re -
coat; Northwoods Park playground replacement; park signage; campground gate; park garage
overhead doors; VMF restroom upgrade; HVAC upgrades at park garage and recreation center;
and vehicle/equipment replacements. Mr. Jaunich then noted Parks & Recreation CIP projects
slated for 2026-2029.
Other items to keep in mind are: $3.4 million is needed for Lake/River Basin Improvements; fire
ladder truck is scheduled for 2027($2.4 million); funding plan is needed for a splash pad and
pickleball courts; long-term funding needs for heavy and light fleet; community improvement
fund will be impacted in 2024 by about $600,000; no funds set aside for funding for infrastructure
for new development; staff is working on a plan for updating the City Center to include a garage
for vehicles; state bonding is available for HATS facility; and staff is looking at a "round -up"
program.
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; local sales tax is still a big
question; impact of legislative changes to water/wastewater and costs associated with it
(environmental & infrastructure grant possibilities).
Mr. Jaunich also provided an update on American Rescue Plan funding. Mr. Jaunich explained
that the City received all of its ARPA funding with a total amount received of $1,528,093.53.
The City used those funds to pay for five projects: Civic Arena HVAC project; city-wide security
project; EDA Downtown Development Project; new AEDs for city facilities; and fire hall parking
lot improvements. Other fund sources available are one-time Public Safety Aid ($643,408); new
housing aid - $137,316 currently available to use ($68,658 was received in 2023 & 2024 and
$30,649 is expected in 2025); sale of event center (up to $1 million will have to go back to the
State); Capital Projects Fund ($1,287,326); Community Improvement Fund ($1,472,799 — sale of
old police facilities did not make up the gap of about $1.3 million therefore this includes using
about $600,000 for final police department expenses); Public Sites Fund ($249,477).
Mr. Jaunich spoke more about the one-time public safety aid. There is currently $58,678
remaining. These funds can be used for things such as community violence prevention and
intervention programs, community engagement, mental health crisis responses, victim services,
training programs, first responder wellness, equipment related to fire/rescue/emergency services,
and to pay other personnel or equipment costs.
Mr. Jaunich also spoke about affordable housing aid. $137,316 is currently available with
another $30,649 coming in 2025. The HRA is currently working on identifying projects for those
funds.
Mr. Jaunich lastly spoke about the future of the city sales tax option. 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. There is a current moratorium and
potential new law changes on sales tax which could change everything. Mr. Jaunich noted that
there is a Local Taxes Advisory Task Force which has come up with nine recommendations for
the use of local sales tax options. A bill was heard in the House in 2024 but was not approved.
Mr. Jaunich also noted that currently staff is looking at a 6.9% preliminary tax levy increase —
more information will be presented at the budget workshop on September 10, 2024.
3. Adjournment
Motion by May, second by Czmowski, to adjourn the workshop at 5:15 p.m. Motion carried
unanimously.
ATTEST:
Gary T. Forcier
Mayor
Matthew Jaunich
City Administrator