The URL can be used to link to this page

Home My WebLink AboutPACKET Town Board Study Session 2012-09-11* Revised NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was prepared. STUDY SESSION TOWN BOARD Tuesday,September 11, 2012 4:30 p.m. Rooms 202/203 170 MacGregor Ave. AGENDA 4:30 p.m.Streaming Audio & Video of Meetings Community Reinvestment Fund Update Stall Barn/ MPEC Bidding D irection Review 2013 Board Objectives 6:30 p.m.Meeting Adjourn –Prepare for Board Meeting. Finance Memo To: Honorable Mayor Pinkham Board of Trustees Town Administrator Lancaster From: Steve McFarland, Finance Officer Date: September 11th, 2012 RE: Community Reinvestment Fund update Background: The Community Reinvestment Fund (CRF) has become the Town’s Capital project account. As the amount and scope of projects has increased dramatically in recent years, the CRF Budget has become more difficult to decipher. Staff hopes this narrative will help explain the detail provided in the CRF detailed report. Projects are identified below and individually discussed. Staff hopes that this identification and update process will better inform Town Board of what will be presented in the Budget Study Sessions in October. Staff seeks comments and guidance on the items contained in this memorandum. Grant-related projects There are four grant-related projects. The financial progress and net cost to the Town of each grant is identified in the last section of the attached document. • The Transportation Hub, Transportation Enhancement (Moraine Avenue), and NEPA Study Grants were identified and approved in the 2011 Budget. These 3 projects are in various stages of completion. • The 4th grant project, the Parking Structure, is a 2012-13 Budget item. There is currently $3,378,500 in obtained funding, which means that if the project comes in at its original $4,500,000, the Town will have to provide $1,121,500 in funding (original estimate was $900,000). Status of Original 2012 Budget projects • The stall barn project was approved in the 2012 Budget at $600,000, and is currently projected at $2,600,000 in the 2013 Budget. Funding has not been identified. • The Police Department remodel was approved in the 2012 Budget at $40,000, and has been revised to $140,000. Funding for the additional $100,000 is in the form of a $100,000 transfer from the General Fund as seen in the “revenues/inflows” section. • The CVB –Visitors Center upgrade scope and cost ($50,000) has remained unchanged from the original 2012 Budget. • The $50,000 Barn W re-roofing project ($50,000) was cancelled. Status of 2012 projects created since the original 2012 Budget • The Stall Barns Master Plan was undertaken to “nail down” specifics for the $2,600,000 Stall Barn project. The cost estimate of the plan is $155,000 (June 12th Town Board mtg). • The Weist retaining wall, originally estimated at $65,000, was updated to $69,500 in the January 24th Town Board meeting. • The Museum Master Plan has been estimated at $25,000. The RFP has been issued. • The MPEC Pro-forma, originally estimated as $40,000, has been revised to $60,000 with the receipt of the responses to the RFP. • The Elm Road landfill mitigation estimate remains unchanged at $110,000 for 2012. • $40,000 of the $4.5m Parking Structure project is forecasted to occur in 2012. Proposed 2013 Projects • The Elm Road landfill project is budgeted at $175,000 for 2013, which is a placeholder for an anticipated $1,000,000 over 5-6 years. • The CVB remodel ($200,000) has been requested to be included for debate and consideration. • The bulk ($4.46m) of the cost of the Parking Structure project resides in 2013. • Director Zurn has identified Performance Park as being in need of an overlay - $20,000. • Street Improvements (STIP) are funded at the pre-2012 rate: $435,000 is being transferred from the General Fund. 2012 STIP expenses continue to reside in the General Fund. Director Zurn has identified Dry Gulch Road as the top priority for the next large street project. As the amount needed for the Dry Gulch Road project exceeds the $435,000 inflow budgeted for 2013, there is no specific STIP project budgeted for 2013. It is expected that the $435,000 listed in 2013 will in fact be used in 2014 as part of the Dry Gulch Road project. • CIRSA has identified portable bleachers used by Special Events at the fairgrounds and for other venues is unsafe: $42,000 is budgeted to replace them. • In a similar manner, the Birch Cabin ruins are becoming increasingly unsafe, and concern has been voiced about objects falling onto the ground below. A fence would mitigate the issue, and is budgeted at $18,000. • Public Works and the Utility Departments are requesting an Office Remodeling. The Utility Departments are prepared to contribute $70,000 towards the $100,000 remodel, so the net of $30,000 is listed in the CRF. The remodel is requested to facilitate ease of customer service and for increasing office space. • The Transportation Hub has islands of vegetation throughout the area. These islands are irrigated manually by staff. $150,000 (not provided through grant funding) is requested to automate irrigation in the area. Unfunded projects The Town has made concerted efforts over the past two years to develop a capital asset management plan (CAMP) and to attempt to loosely prioritize capital projects over the next five years. Two of the most prominent of these programs are the Multipurpose Event Center (MPEC), and the Riverwalk work (adjacent to the Park Theater Mall site). The feasibility of the MPEC project will be better known once the MPEC proforma is completed. The Riverwalk work is dependent upon progress made regarding developments made at the Park Theater Mall site. Neither of these projects is funded. “Earmarked” funds The 2012 Budget listed $1,058,500 of fund balance as being earmarked for the Performing Arts Center project and the Museum Storage Facility. When the Performing Arts Center project was relinquished in 2012, the Museum Storage Facility remained as the only project with earmarked funds. The 2013 Budget earmarks $450,000 for the Museum Storage Facility. This project will probably come into better focus with the completion of the Museum Master Plan. Fund balance Projected fund balance for 12/31/2013 is slated to be a deficit (-$1,489,103). State law prohibits governmental entities from submitting budgets that have negative fund balances. This document is not a finished product, and merely demonstrates that identified projects exceed our current ability to fund them. Most likely, the Stall Barn project would need to be funded from an exterior source. Placing the Stall Barn project with the “Unfunded Projects” section would yield an available ending fund balance of $1,110,897. Budget: The revised 2012 and original 2013 Community Reinvestment Fund Budgets will be presented/approved during the October – December 2013 Budget process. To: Honorable Mayor Pinkham Board of Trustees Town Administrator Lancaster From: Scott A. Zurn, PE CFM Date: September 11, 2012 RE: 100 Stall Barn Schematic Design Background: Currently the design team, consisting of Norris Design and their sub consultants, is moving forward as directed with the development of the schematic design of the 100 stall barn project. As discussed in previous work sessions, the Board has asked staff to proceed with the proposed project, to include restroom additions and required infrastructure supporting animal and human occupancy or assembly use, as stipulated in the International Building Code as currently adopted. During this work session, staff will present the preliminary design of the proposed project, along with a list of potential alternatives. The consulting team will have the potential estimated costs of the various alternatives available for the Board’s consideration. Through this study session, staff and the consultant intend to gain direction on and authorization of the schematic design and the various alternatives so the design can proceed into final documents for future bidding of the project. It is also staff’s intention to have further discussion regarding schedule, phasing and budget issues related to proposed Fairgrounds projects. PUBLIC WORKS Memo CONCEPT C STANLEY PARK FAIRGROUNDFACILITY MASTER PLAN - AUGUST 2012 Proposed Parking Landscape Buffer & Seating Area Future Overhead Connection to MPEC Senior Center Fourth StreetEx. Parking PHASE 1PHASE 1 STALL BARNSTALL BARN 23,760 SF MPEC 38,000 SF 140 93 PHASE 1 - ENLARGEMENT 0 30 60 SCALE: 1” = 30’ NORTH ppppppppoooooooossssssseeeeeeeeeeedddddddddddd kkkkkkkkiiiiiiinnnnnnnnnnggggggggggggg LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLaaaaaaaaaaaaaaaaa &&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& Future Sidewalk Connection: Senior Center/ MPEC PLAN - A 27,120 SFT 23,760 SFTPLAN - U NORTH ELEVATION SOUTH ELEVATION EAST ELEVATION WEST ELEVATION NOTE: FINAL OVERALL DESIGN TO BE DETERMINED BY BUDGET AND PROGRAM REQUIREMENTS. STANLEY PARK FAIRGROUNDFACILITY MASTER PLAN - AUGUST 2012 ARCHITECTURE 8.14.12Probable Cost of Basic Stall Barn$1,976,000OptionsContractor cost$34,000Masonry accents$54,000Cupalas$20,000Office$16,000Restrooms$247,000Electrical upgrades$75,000Landscaping / irrigation$41,000PA System$15,000Subtotal of upgrades$502,000Additional contingency$51,000Additional overhead and profit $76,000Probable Cost of Upgraded Stall Barn$2,605,000Opinion of Probable CostsSummary - Cost Differences