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5A - Motion approving 2011 expenditures CITY OF BOULDER PARKS AND RECREATION ADVISORY BOARD AGENDA ITEM MEETING DATE: May 24, 2010 AGENDA TITLE: Public Hearing and Consideration of Motions Approving the 2011 Expenditures from the Permanent Parks and Recreation Fund and Recommending the 2011 - 2016 Parks and Recreation Capital Improvement Program (CIP) PRESENTERS: Kirk Kincannon, CPRP, Director of Parks and Recreation Alice Guthrie, Recreation Superintendent Abbie Poniatowski, Senior Business Manager EXECUTIVE SUMMARY: The city goes through an annual budget process creating a six-year planning budget for the Capital Improvement Program (CIP), this year for the time period of 2011 through 2016. Within this process, funds are appropriated for the first year, 2011. The Parks and Recreation Advisory Board's (PRAB) role in this process is defined in the Boulder Revised Code (B.R.C.), 1982 TITLE 2 GOVERNMENT ORGANIZATION, Chapter 3 Boards and Commissions, Section 10 Parks and Recreation Advisory Board (d)(2) "To approve or disapprove expenditures or appropriations from the permanent park and recreation fund and forward such recommendations to the city council." It is within this context that the PRAB is requested to hold a public hearing and provide a recommendation on the CIP to Planning Board and the City Council. The department's CIP budget will then be submitted to the Planning Board and City Council for review and respective considerations and approvals. STAFF RECOMMENDATION: Staff recommends that the PRAB approve a motion approving the 2011 expenditures from the Permanent Parks and Recreation Fund and approve a motion recommending the 2011 - 2016 Parks and Recreation Capital Improvement Program (CIP) budget. Suggested Motion Language: Staff requests PRAB consideration of this matter and action in the form of the following motions: • Motion to approve the 2011 expenditures from the Permanent Parks and Recreation Fund (Fund 230) as presented. • Motion to recommend the Parks and Recreation Capital Improvement Program (CIP) budget as follows: In the Permanent Parks and Recreation Fund (Fund 230), PRAB supports staff's recommendation for the planned CIP projects for 2011 through 2016. In the .25 Cent Sales Tax Fund (Fund 118) and Lottery Fund (Fund 111), PRAB supports staff's recommendation for the planned CIP projects for 2011 through 2016. • Motion to approve utilizing the "Unanticipated Opportunities" fund balance of $200,000 for the development of Valmont City Park, Phase 1. IMPACTS: Fiscal: $3.335M. This amount reflects the total uses of funds projected for 2011 in the AGENDA ITEM # V-A ;PAGE I Permanent Parks and Recreation (Fund 230),.25 Cent Sales Tax (Fund 118) and Lottery (Fund 111) Funds. PUBLIC FEEDBACK: A formal public hearing is scheduled for this meeting. The public will also have the opportunity to comment during the Planning Board's CIP review in June and City Council's discussions and review of the 2011 recommended budget at several subsequent study sessions and public hearings. BACKGROUND: Capital Budget Overview The department's capital budget consists of CIP projects and renovation, refurbishment and major maintenance projects. All projects exceeding $50,000 are included in the CIP. The only exception would be emergency repairs that are needed during the budget year. The proposed allocation of the CIP budget includes funding from the Permanent Parks and Recreation, .25 Cent Sales Tax and Lottery Funds. The April 26, 2010 PRAB Information Item - 2011-2016 Parks and Recreation Capital Budget is included for information (Attachment A). Budget Guiding Principles In an effort to plan capital investment in an uncertain economic time, staff updated its guiding principles based on the city's business plan and the department's master plan goals. The following framework was utilized to determine and plan CIP projects and make budget decisions that are sustainable over time. These priorities are also focused on maintaining the integrity of the current infrastructure and facilities before expanding and/or enhancing programs and facilities. 1. Commitment (C) - Projects that are required by law/ballot (e.g., Elks Park), are in- process of development (e.g., East Boulder Community Park), or recommended goals in the department master plan (e.g., Playground and Irrigation System Renovations). 2. Safety and Health (S) Projects that preserve the safety and health of the current infrastructure and facilities that are required to be completed to comply with regulations or may be hazardous to users if not repaired in a timely manner (e.g. Arrowwood Bridge Repair). 3. Efficiencies (E) - The department will consistently seek efficiency improvements in both operational and capital investments. Projects will result in savings in resources, energy or water usage (e.g., Flatirons Golf Course Irrigation System Replacement, Computerized Irrigation System). 4. Revenue impacts/potential (R) - The department will invest in facilities and programs that generate revenue that support valued recreational opportunities in the Boulder community. Projects will enhance the department's ability to earn more revenue after initial investment and operational costs are considered (e.g. Flatirons Golf Course Playability Enhancements). CIP Process The budget is the means by which the city both manages its assets and implements the policies chosen by its citizens through their elected representatives, City Council. The department budget AGENDA ITEM # V-A ;PAGE 2 is formulated within the policy context of the Parks and Recreation Master Plan that was adopted by City Council in December 2006. The CIP is developed in support of the Parks and Recreation Master Plan. This year, staff provided the PRAB with a "three touch" approach whereby 1) a discussion item was presented at the February 22nd business meeting to communicate the policies and processes that guide CIP development; 2) a discussion item was presented at the April 26th business meeting to communicate CIP definitions/criteria, prioritization and funding, status of the 2010 - 2015 CIP and to seek input on the preliminary 2011 - 2016 CIP; and 3) a public hearing is held to consider motions approving and recommending the 2011 - 2016 Parks and Recreation Capital Improvement Program. Budget Status Due to the national economic downturn, sales and use tax have estimates continue to be less than anticipated and revised downward to reflect 2009 year-end actuals and collections trends for 2010. The 2009 revenue decline will carry into 2010 resulting in reductions to the approved budget. As a result, planned operating and capital expenses must be reduced to maintain the required fund balances between revenues and expenditures. The sales/use tax revenue decline impacts capital funding in the .25 Cent Sales Tax Fund. Staff is awaiting official projections from the city's Budget Office, but is prioritizing funding for CIP, renovation, refurbishment and major maintenance projects. Staff is working collaboratively with the Facilities Asset Management (FAM) workgroup to prioritize funding for deferred, major and ongoing facility maintenance. Some enhancement-related improvements and development projects will be put on hold. Staff will reevaluate work plans and invest in projects that mitigate ongoing maintenance expenses, take advantage of reduced commodity costs or increased revenue-generating opportunities and stimulate the local economy. For example, funding may be redirected for energy efficiencies at recreation centers or utilized to accelerate projects (e.g., golf course irrigation replacement, concrete and sidewalk repair). 2011 Projects Based on the budget guiding principles, the PRAB is asked to approve the list of CIP projects. Due to the volatility of the economy, staff is making its best estimate to determine the revenue projections utilized as the basis of available funding in the .25 Cent Sales Tax Fund. Fortunately, the sources of funding for the Permanent Parks and Recreation and Lottery funds are more stable and can be budgeted as anticipated for 2011. The department is proposing the following CIP projects in 2011. CIP Project Summary sheets for 2011 - 2016 are provided for additional information (Attachment B - D). AGENDA ITEM # V-A ;PAGE 3 Proposed 2011 Capital Improvement Pro ram CIP Projects Project Funding Proposed Category Project Description Source* 2011 Funding Dairy Center for the Arts Landscape and 230 $80,000 Irrigation P&R will complete landscape and Improvements irrigation renovations Flatrions Golf Course Improvements include drainage, tee Playability boxes on high impact tees and some 230 $140,000 Enhancements new bunkers The department has a master plan Playground and commitment to renovate one playground Existing Irrigation System and one irrigation system per year. The 230, 111 $600,000 Facility - Renovation specific sites are determined based on Enhancement criteria, assessed annually and and Upgrades communicated to the PRAB. The pool shell is inefficient resulting in water leakage and needs to be replaced. Scott Carpenter Pool A fiberglass shell with a 10-15 year 230 $200,000 Repair lifetime will be installed until a plan for major renovation or replacement is established. Urban Parks Begin replacement of system-wide Computerized computerized irrigation system to 230 $250,000 Irrigation System improve efficiency of water usage in Replacement Urban Parks ArroWwood Bridge To ensure safety of patrons, major 118 $85,000 Repair bridge improvements will be completed Family Gathering The Family Gathering Place located in Place Renovation - the 1300 Block of the Pearl Street Mall 118 $150,000 Pearl Street Mall re uires renovation Existing Facility - In March 2009, a Plant Investment Fee Rehabilitation, (PIF) ordinance was adopted related to Repair and/or water, wastewater and storm water PIF Deficiency Thunderbird Lake changes. These changes are to be Correction Plant Investment Fee phased in over the next three years. 230 $250,000 (PIF) These fees are charged when an increase in demand is placed on the city's existing water system. If the use of the retrofitted irrigation system is continued after the completion of this project term in 2011, a PIF fee will be charged. AGENDA ITEM # V-A ;PAGE 4 Phase 1 development (portion of the park north of Valmont Road) will continue through 2011. Plans include New Valmont City Park construction of the bike park, dog park, 230, 118 $650,000 Construction - disc golf course, regional trail Growth-related connections and other associated Site or Facility infrastructure, utilities and park Additions amenities. Elks Neighborhood Per the .25 Cent Sales Tax Ballot, an Park additional neighborhood park must be 118 $500,000 completed prior to ballot expiration. New Development of .3 acre site at 13th Construction - Washington School Street and Cedar. Developer is donating 230 $150,000 Not Growth- Pocket Park the park land to the city and contributing related $20K for site development. Upon completion of the Boulder Boulder Reservoir Reservoir Master Plan, site planning 230 $100,000 Site Planning will be needed to determine specific facility improvements. Upon completion of the Flatirons Golf Flatirons Golf Course Course business plan, site planning will 230 $100,000 Site Planning be needed to determine specific facility Planning improvements. Per the recommendation within the department's master plan approved in P&R Master Plan 2006, an update is required every 5 Update years. The update will be consultant-led 230 $100,000 with staff support and include a facility needs assessment and community survey. *Fund 230 - Permanent Parks and Recreation Fund; Fund 118 -.25 Cent Sales Tax Fund; Fund 111 - Lottery Fund Changes to Citywide CIP Process Earlier this year, a city staff subcommittee began meeting to discuss the city's CIP process. In an effort to ensure intra-departmental project coordination to achieve citywide needs, the group developed citywide CIP principles (Attachment E). Many of the principles are already used by department staff and planned projects are consistent with these principles. The revamped citywide approach also emphasizes the need to track a comprehensive list of unfunded projects (Attachment F), as reasonable funding strategies must be developed to reinvest in capital infrastructure. City Council will have an opportunity to review the principles at a May 25 study session focused on the operating budget, and the principles will be included in this year's CIP budget documentation and will be part of the discussion at the July 27th Council study session. NEXT STEPS: Important milestones for the CIP process are included below. The city-wide CIP budget will be submitted to the Planning Board in mid-June and City Council for their review and respective AGENDA ITEM # V-A ;PAGE 5 considerations and approvals thereafter. If estimated funding allocations change significantly based on updated sales tax projections, the PRAB may be asked to review and recommend a revised CIP at a future meting. Staff will provide ongoing updates on the budget process to the PRAB. Milestone Date 1 st Draft CIP to Planning May 7 RAB CIP Public Hearing, Discussion and Recommendation May 24 City Council Budget Study Sessions (Preliminary 2011 Budget) May 25 Proposed Operating and CIF Budget Submittals Due to CMO June 18 &R Budget Review by CMO mid-June - July CIP submitted to Planning Board June 22 Tanning Board CIP Hearing July 15 City Council Budget Study Session (CIP and 2011 Budget Issues) July 27 City Council Budget Consideration October 5 Attachments: A. April 26, 2010 PRAB Information Item - 2011=2016 Parks and Recreation Capital Budget B. Fund 230 CIP Project Summary Sheets 2011 - 2016 C. Fund 118 CIP Project Summary Sheets 2011 - 2016 D. Fund 111 CIP Project Summary Sheets 2011 - 2016 E. City of Boulder CIP Guiding Principles F. 2010 Unfunded Capital Projects List AGENDA ITEM # V-A ;PAGE 6 Attachment A CITY OF BOULDER PARKS AND RECREATION ADVISORY BOARD AGENDA ITEM MEETING DATE: April 26, 2010 AGENDA TITLE: 2011 - 2016 Parks and Recreation Capital Budget PRESENTERS: Kirk Kincannon, CPRP, Director Parks and Recreation Alice Guthrie, Recreation Superintendent Abbie Poniatowski, Senior Business Manager EXECUTIVE SUMMARY The purpose of this agenda item is for the Parks and Recreation Department to communicate its planning for the 2011 capital budget, specifically Capital Improvement Program (CIP) projects. At this time, the Parks and Recreation Advisory Board (PRAB) will have an opportunity to ask questions and provide comments. The PRAB input is essential throughout the 2011 capital budget process. Staff will consider the Board's comments on the proposed 2011 expenditures and will return at the May business meeting for a formal recommendation of the CIP budget, including the appropriation of the Permanent Parks and Recreation Fund. Additionally, the PRAB will be asked to provide a recommendation on the CIP budget for the .25 Cent Sales Tax and Lottery Funds. The department's CIP budget will then be submitted to the Planning Board and City Council for review and respective considerations and approvals. All projects exceeding $50,000 will be included in the CIP. The only exception would be emergency repairs that are needed during the budget year. The proposed allocation of the CIP budget includes average annual projected increases in the Permanent Parks and Recreation, .25 Cent Sales Tax and Lottery Funds. IMPACTS Fiscal: $3M. This amount reflects the total uses of funds projected for 2011 in the Permanent Parks and Recreation, .25 Cent Sales Tax and Lottery Funds. Note that target budget projections will not be released by the city Finance Office until the beginning of May, and therefore all 2011 figures are preliminary. The department will provide a budget update with final projections for the CIP at the May business meeting. PUBLIC FEEDBACK There will be a public hearing at the May 24, 2010 PRAB meeting for public comment on the department's recommended 2011 CIP budget. The public will also have the opportunity to comment during the Planning Board's CIP review in June and City Council's discussions and review of the 2011 recommended budget at several subsequent study sessions and public hearings. AGENDA ITEM # V-A , PAGE Attachment A BACKGROUND Capital Budget Overview The department's capital budget consists of CIP projects and renovation, refurbishment and major maintenance projects. CIP Projects CIP projects are defined as any major project with a cost greater than $50,000 for purchase or construction, or major replacement of physical assets. CIP projects are potentially subject to a Community and Environmental Assessment Process (CEAP) review that evaluates any potential environmental, traffic or social impacts to Boulder residents, neighborhoods and businesses. These projects are budgeted within the framework of the city of Boulder's CIP Budget. CIP projects are categorized as: • Existing Facility -Rehabilitation and Repair/Deficiency Correction o Repair damage to existing infrastructure o Rehabilitate due to deterioration o Bring in compliance with safety or other regulations o Replacements without enhancements • Existing Facility - Enhancements/Upgrades o Renovate and improve o Road/intersection additions/improvements o Rehabilitation to improve or enhance existing infrastructure o Minor additions or new construction associated with existing facility o Restoration • Reconstruction o Move existing facility o Reconstruct former existing facility o Major renovations for new use • New Construction - Growth Related Facility/Additions o New facility; directly growth related o Expanded space to accommodate growth related needs • New Construction - Not Growth Related o New improvement/facility; not directly growth related • Planning • Study or Analysis Major Maintenance Projects Major maintenance projects consist of restoring and/or enhancing the service life of existing capital assets, either through refurbishment or replacement. These projects are budgeted within AGENDA ITEM #V, pAPE Attachment A the city of Boulder Operating Budget. Although these items technically are capital expenditures, they are budgeted differently than new CIP projects and are included here for context. The budget recommendation focuses on the work areas below. Estimates are based on the same levels of service provided during 2010, which could change based on current economic conditions. • Urban Park Renovation and Refurbishment (R&R) o Emergency safety repairs identified throughout the year o Repair and upgrade to walkways and parking areas o Americans with Disabilities Act (ADA) accessibility improvements o Refurbishment of older park irrigation systems to improve efficiency of water use and to reduce maintenance requirements (funds project costs that exceed annual CIP appropriation) o Refurbishment of outdated playgrounds elements to improve function and to address safety and accessibility requirements (funds project costs that exceed annual CIP appropriation) o Refurbishment of park shelters and restrooms o Repair and/or replacement of bridges and shelters • Recreation Facility Renovation and Refurbishment (R&R) o Public Safety and Health enhancements a Americans with Disabilities Act (ADA) accessibility improvements o Energy efficiency improvements o Recreation facility improvement projects • Maintenance • Removal of state listed noxious weeds from department owned and managed lands and inventory plants and animals for management and budgetary decision making • Wildlife management on department owned and managed lands • Refurbishment and grant matching funds for projects at the Columbia Cemetery, Chautauqua Park area, Boulder Museum of Contemporary Art (BMOCA), the Harbeck House and Locomotive #30/74. Capital Budget Funding The capital budget is funded from the following sources: • Permanent Parks and Recreation Fund (Fund 230) • .25 Cent Sales Tax Fund (Fund 118) • Lottery Fund (Fund 111) Permanent Parks and Recreation Fund (Fund 230) The source of the Permanent Parks and Recreation Fund comes from the 0.9 mill levy of assessed valuation of all taxable property in the city, gifts and donations, proceeds of sale of park property or equipment, any appropriations from City Council, and revenues from a one time AGENDA ITEM # V -A , PAGE q Attachment A development excise fee (DET) assessed on each new residential unit constructed in or annexed to the city with the exception of affordable housing units. The fund is utilized for the acquisition of park land, permanent improvements or major maintenance of park and recreation facilities. The funds received from the Open Space Mountain Parks (OSMP) Department for the purchase of the Kentucky and Papini properties go into this fund amounting to approximately $670,000 per year for three years, beginning in 2009. In the November 2008 election, the "debrucing" ballot initiative was passed by the voters that will positively impact the department's capital budget. A phased removal of the remaining restriction on the property tax that is limited by the Taxpayers Bill of Rights (TABOR) will increase at a rate higher than inflation resulting in additional funding in the Permanent Parks and Recreation Fund. As long as property values remain stable, it is estimated that the fund will receive approximately $100,000 in additional annual revenues. Per city charter, the PRAB's role is to approve expenditures from the fund. .25 Cent Sales Tax Fund (Fund 118) The source of the .25 Cent Sales Tax Fund comes from a dedicated sales tax that was approved by voters in 1995. The fund is utilized for the payment of principal, interest and premium if any, on bonds, and then for development, operation, and maintenance of the land and improvements purchased and constructed with the proceeds of the bonds, for renovation and refurbishment or replacement of park and recreation facilities. The PRAB's role regarding the .25 Cent Sales Tax Fund is to provide feedback to the department on its planned uses of these funds. Lottery Funding (Fund 111) The Colorado State Lottery is the source of the Lottery Funding. By State of Colorado statute, the city of Boulder receives revenues from the Lottery's Conservation Trust Fund on a per capita basis. The monies are to be used for land acquisitions, equipment purchases, facility development, natural lands maintenance, park maintenance and renovation or restoration of local facilities. In the 2010 capital budget, the funds are allocated to Habitat Restoration and Urban Parks Renovation and Refurbishment (R&R). The Lottery Fund allocation is based on the 2001 PRAB and Open Space Board of Trustees (OSBT) joint recommendation to City Council. The departments agreed that portions of the annual appropriation would be earmarked for the department to pay off debt service and for the OSMP Department to fund Mountain Parks projects ($100,000) and Tributary Greenways projects ($150,000). Thereafter, the remaining Lottery funding would be split 50/50 between departments. For 2010, an interim Lottery Fund interdepartmental agreement continues to be in tact between the department and the OSMP Department - both departments were allocated equal $525,000 distributions (after the $150,000 for Tributary Greenways) rather than each department receiving specific "earmarks" prior to the 50/50 distribution. AGENDA ITEM # V-k , PAGE Attachment A The PRAB's role regarding Lottery Funding is to provide feedback to the department on its planned uses of these funds. Budget Status Due to the national economic downturn, sales and use tax have estimates continue to be less than anticipated and revised downward to reflect 2009 year-end actuals and collections trends for 2010. The 2009 revenue decline will carry into 2010 resulting in reductions to the approved budget. As a result, planned operating and capital expenses must be reduced to maintain the required fund balances between revenues and expenditures. The sales/use tax revenue decline impacts capital funding in the .25 Cent Sales Tax Fund. Staff is awaiting official projections from the city's Budget Office, but is prioritizing funding for CIP, renovation, refurbishment and major maintenance projects. Staff is working collaboratively with the Facilities Asset Management (FAM) workgroup to prioritize funding for deferred, major and ongoing facility maintenance. Some enhancement-related improvements and development projects will be put on hold. Staff will reevaluate work plans and invest in projects that mitigate ongoing maintenance expenses, take advantage of reduced commodity costs or increased revenue-generating opportunities and stimulate the local economy. For example, funding may be redirected for energy efficiencies at recreation centers or utilized to accelerate projects (e.g., golf course irrigation replacement, concrete and sidewalk repair). Budget Guiding Principles In an effort to plan capital investment in an uncertain economic time, staff updated its guiding principles based on the city's business plan and the department's master plan goals. The following framework was utilized to determine and plan CIF projects and make budget decisions that are sustainable over time. These priorities are also focused on maintaining the integrity of the current infrastructure and facilities before expanding and/or enhancing programs and facilities. 1. Commitment (C) - Projects that are required by law/ballot (e.g., Elks Park), are in- process of development (e.g., East Boulder Community Park), or recommended goals in the department master plan (e.g., Playground and Irrigation System Renovations). 2. Safety and Health (S) - Projects that preserve the safety and health of the current infrastructure and facilities that are required to be completed to comply with regulations or may be hazardous to users if not repaired in a timely manner (e.g. Arrowwood Bridge Repair). 3. Efficiencies (E) - The department will consistently seek efficiency improvements in both operational and capital investments. Projects will result in savings in resources, energy or water usage (e.g., Flatirons Golf Course Irrigation System Replacement, Computerized Irrigation System). 4. Revenue impacts/potential (R) - The department will invest in facilities and programs AGENDA ITEM # VJA , PAGEiL Attachment A that generate revenue that support valued recreational opportunities in the Boulder community. Projects will enhance the department's ability to earn more revenue after initial investment and operational costs are considered (e.g. Flatirons Golf Course Playability Enhancements). Project Prioritization Based on the budget guiding principles, the PRAB is asked to provide guidance in prioritizing the list of CIP projects. Due to the volatility of the economy, staff is making its best estimate to determine the revenue projections utilized as the basis of available funding in the .25 Cent Sales Tax Fund. Fortunately, the sources of funding for the Permanent Parks and Recreation and Lottery funds are more stable and can be budgeted as anticipated for 2011. The department is proposing the following CIP projects in 2011. CIP Project Summary sheets by funding source for 2011 - 2016 are provided for additional information (Attachments A - C). Proposed Project Category Project Description 2011 Funding Computerized Begin replacement of system- Irrigation System wide computerized irrigation $250,000 Replacement system to improve efficiency of water usage in Urban Parks Dairy Center for the Arts Landscape and P&R will complete landscape and $80,000 Irrigation irrigation renovations Imp rovements Existing Facility - Flatrions Golf Course Improvements include drainage, Enhancement and Playability tee boxes on high impact tees and $140,000 Upgrades Enhancements some new bunkers The pool shell is inefficient resulting in water leakage and Scott Carpenter Pool needs to be replaced. A fiberglass Repair shell with a I0-15 year lifetime $200,000 will be installed until a plan for major renovation or replacement is established. Existing Facility - To ensure safety of patrons, major Rehabilitation, Repair ood Bridge bridge improvements will be $85,000 Repair and/or Repair completed Deficiency The Family Gathering Place Correction located in the 1300 Block of the Family Gathering Place Pearl Street Mall requires $150,000 renovation AGEPlOA il'E #V 7-A , PAGE 12, Attachment A The department has a master plan commitment to renovate one Playground and playground and one irrigation Irrigation System system per year. The specific $600,000 Renovation sites are determined based on criteria, assessed annually and communicated to the PRAB. In March 2009, a Plant Investment Fee (PIF) ordinance was adopted related to water, wastewater and storm water PIF changes. These changes are to be Thunderbird Lake phased in over the next three Plant Investment Fee years. These fees are charged $250,000 (PIF) when an increase in demand is placed on the city's existing water system. If the use of the retrofitted irrigation system is continued after the completion of this project term in 2011, a PIF fee will be charged. Phase 1 development (portion of the park north of Valmont Road) will continue through 2011. New Construction - Plans include construction of the Growth-related Site Valmont City Park bike park, dog park, disc golf $650,000 or Facility Additions course, regional trail connections and other associated infrastructure, utilities and park amenities. Per the .25 Cent Sales Tax Ballot, New Construction - Elks Neighborhood an additional neighborhood park $500,000 Not Growth-related Park must be completed prior to ballot expiration. Upon completion of the Boulder Boulder Reservoir Site Reservoir Master Plan, site Planning Planning planning will be needed to $100,000 determine specific facility improvements. AGENDA ITEM # V:~L, PAGE-L3- Attachment A Upon completion of the Flatirons Flatirons Golf Course Golf Course business plan, site Site Planning planning will be needed to $100,000 determine specific facility improvements. Per the recommendation within the department's master plan approved in 2006, an update is P&R Master Plan required every 5 years. The $2001000 Update update will be consultant-led with staff support and include a facility needs assessment and community survey. Updates to 2010 - 2015 CIP Since sales tax revenues are the source of .25 Cent Sales Tax Fund funding and budget reductions are required again in 2010, staff has re-evaluated the CIP project funding based on the current fund balance and preliminary sales tax forecasts. Utilizing the budget principles, the scopes of some projects have been revised and some projects will continue as planned. Additionally, with reduced funding sources, staff is requesting that the PRA.B allocate prior year "unanticipated opportunities" fund balance to supplement current projects. The following list is a brief summary of the changes. • Staff has made an assessment and reduced the initial scope of the Stazio Irrigation Replacement Project from $150,000 to $50,000. Staff is making essential repairs to the system to improve efficiencies while considering patron use in the upcoming season. • In an effort to commence development of Phase I of Valmont City Park, additional monies are required to supplement the project budget. Adequate funding is not available to accommodate the anticipated project scope, even with donations from partners. As part of the city adjustment-to- base process, staff requested that that remaining funding from the completed Dakota Ridge Park project ($160,750) be redirected to the project. Additionally, the revenues from the sale of the Papini and Kentucky properties to OSMP ($671,333) that would be budgeted for 2011 will be advanced/taken from fund balance and utilized in 2010. • Lastly, staff is requesting that the PRAB authorize prior year's "unanticipated opportunities" fund balance of $200,000 for Phase I of Valmont City Park. This funding, combined with the above mentioned budget reallocations, will ensure adequate monies are in place to begin construction. Future Funding Considerations ° The department master plan provided a list of priority items to complete if additional funding is obtained. As staff researches and proposes new financial sustainability strategies, they will be brought to the PRAB for consideration. Also, as development priorities are shifted, staff will adjust the CIP accordingly, in consultation with the PRAB. AGENDA ITEM # V J PAGE Attachment A • As new parks are developed and current parks are expanded, additional maintenance funding will be required to manage these areas and facilities. Staff will estimate maintenance needs and provide a recommendation to the PRAB on how the funding might be obtained or prioritized. • A Development Excise Tax (DET) study analyzed the existing revenues generated from the collection of the DET and City Council approved the implementation to increase revenues from the DET and institute impact fees. • Staff is systematically quantifying the deferred maintenance needs of the parks and recreation system including park site and recreation facility needs. • All city departments include an Unfunded Capital Projects (Attachment D) list that reflects the respective Action and Vision plans. QUESTIONS FOR THE BOARD • What questions does the PRAB have regarding the department's draft 2011 CIP project list? • What are the PRAB's recommended priorities for 2011 CIP projects? • What questions does the PRAB have regarding proposed expenditures from the Permanent Parks and Recreation Fund? NEXT STEPS The department will provide final projections to the capital budget and conduct a public hearing regarding the CIP at the PRAB's May business meeting. At that time, the PRAB will be asked to approve the expenditures from the Permanent Parks and Recreation Fund and to support a motion to recommend approval of the department's CIP budget. Attachment: A. Permanent Parks and Recreation Fund (Fund 230) Project Summary Sheet 2011 - 2016 B. .25 Cent Sales Tax Fund (Fund 118) Project Summary Sheet 2011 - 2016 C. Lottery Fund (Fund 111) Project Summary Sheet 2011 - 2016 D. P&R Unfunded Capital Projects AGENDA ITEM # -V -A , PAGE 15 Recommended Permanent Parks Recreation Fund (Fund 230) Attachment B 2011-2016 Capital Improvement Program Project Summary Sheet 2011 2012 2013 2014 2015 2016 Priority Recommended Projected Projected Projected Projected Projected Total Existing Facility- Enhancements/Upgrades -Dairy Center Landscape and Irrigation Improvements C 80,000 80,000 Flatirons Golf Course Irrigation System Replacement C, E 200,000 600,000 600,000 1,400,000 Flatirons Golf Course Pla abilit Enhancements R 140,000 140 000 Lighting Ordinance Implementation C, E 100,000 100,000 250,000 250,000 250,000 950,000 Pearl Street Mall Irrigation System Replacement E 750,000 750,000 1,500,000 Playground and Irrigation System Renovation C 300,000 300,000 300,000 300,000 300,000 300,000 1,800,000 Scott Carpenter Pool Repair C. S 200,000 200,000 Urban Parks Computerized Irrigation System Replacement E 250,000 205,000 165 000 620,000 Subtotal 970,000 805,000 1,165,000 1,150,000 1,300,000 1,300,000 6,690,000 Existing Facility-Rehab/Repair/Deficiency Correction Thunderbird Lake PIF C 250,000 250,000 Subtotal 250,000 - - - - - 250,000 New Construction-Growth Related Facility/Additions Valmont City Park Phase I C 500,000 250,000 250,000 250,000 1,250,000 Subtotal 500,000 250,000 250,000 250,000 1,250,000 New Construction- Not Growth Related Lon 's Garden Land Purchase/Lot Development C 474,000 474,000 Washington School Pocket Park C 150,000 150,000 Subtotal 150,000 474,000 - - - - 624,000 On-Going Projects Unanticipated Opportunities C 100,000 100,000 100,000 100,000 100,000 500,000 Subtotal 100,000 100,000 100,000 100,000 100,000 500,000 Planning Area III Site Planning C 100,000 100,000 Boulder Reservoir Site Planning C, R 100,000 50,000 150,000 Flatirons Golf Course Site Planning E, R 100,000 50,000 150,000 P&R Master Plan Update C 100,000 100,000 Aquatic Facility Assessment and Plan S, R 100,000 100,000 Subtotal 300,000 200,000_1 1 100,000 600,000 ota 2,170,000 1,829,000 1,515,000 1,600,000 1,40 ,000 1,400,000 9,914,000 AGENDA ITEM # A- , PAGE. L6 Attachment C Recommended .25 Cent Sales Tax Fund (Fund 118) 2011-2015 Capital Improvement Program Project Summary Sheet 2011 2012 2013 2014 2015 Priority Recommended Projected Projected Projected Projected Total Exisiting Facility - Enhancements/Upgrades Artificial Turf Field Installation R 500,000 500,000 1,000,000 Subtotal 500,000 500,000 1,000,000 Existing Facility - Rehab/Repair/Deficiency Correction Arrowwood Park Bridge Repair S 85,000 85,000 Family Gathering Place Renovation - Pearl Street Mall S 150,000 150,000 Wonderland Lake Park Sidewalk Repairs S 75,000 75,000 150,000 Subtotal 235,000 75,000 75,000 385,000 New Construction - Growth Related Facility/Additions Valmont C" Park Phase I C 150,000 150,000 Subtotal 150,000 150,000 New Construction - Not Growth Related Elks Neighborhood Park C 500,000 500,000 600,000 1,600,000 Subtotal 500,000 500,000 600,000 1,600,000 ITotal 885,000 575,000 1 975,000 1 500,000 360,000 3,135,000 AQMDA ITEM # , PAGE 1-7 Attachment D Recommended Lottery Fund (Fund 111) 2011-2016 Capital Improvement Program Project Summary Sheet 2011 2012 2013 2014 2015 2016 Priority Recommended Projected Projected Projected Projected Projected Total Exisitin Facility - Enhancements/Upgrades Playground and Irrigation S stem Renovation P&R C 300,000 300,000 300,000 300 000 300,000 300,000 1,800,000 Subtotal 300,000 300,000 300,000 300,000 300,000 300,000 1,800,000 On-Going Projects Tributary Greenwa s Program P 150,000 150,000 150,000 150,000 150,000 150,000 900,000 Historical Structures & Trails Stabilization & Restoration OSMP 475,000 475,000 475,000 475 000 475,000 475,000 2,850,000 Subtotal 625,000 625,000 625,000 625,000 625,000 625,000 3,750,000 Total 5,000 925,000 925,000 925,000 825,000 8 5, 0 5,550,000 AGENDA ITEM # , PAGE Attachment E CAPITAL IMPROVEMENT PROGRAM (CIP) GUIDING PRINCIPLES The City of Boulder intends to develop a Capital Improvement Program (CIP) that addresses the ongoing major business needs and maintenance and repair of city assets as well as enhancements and expansion called for in the Boulder Valley Comprehensive Plan. The CIP is a strategic document that assures that the municipal organization maintains a strong bond rating, implements community values, and has fiscal integrity. The City intends to prioritize its investments both across and within funds based on the following guiding principles: 1. Capital Improvement Programs should be consistent with and implement Council-accepted master plans and strategic plans. 2. Before capital investments are made the city should demonstrate that there are sufficient funds to operate and maintain the project or program. 3. Capital Improvement Programs should provide enough capacity and flexibility in our long-term planning to be able to respond to emerging, unanticipated needs. 4. Capital Improvement Programs should maintain and enhance the supporting city- wide "business systems", such as information and finance systems, for the city over the long-term. 5. Capital Improvement Programs should sustain or improve maintenance of existing assets before investing in new assets. 6. Capital improvements should: • Meet legal mandates from federal, state, or city levels • Maintain or improve public safety and security • Leverage external investments • Promote community partnerships • Reduce operating costs and improve efficiency • Achieve Community Sustainability Goals: o Environmental - sustainable materials, construction practices, renewable resources, etc. o Social - enhancements that improve accessibility to city services and resources provided to the community. o Economic - effective and efficient use of public funds across the community. 7. Capital programming should maximize efficiency of investments demonstrated by measurable cost benefit analyses and coordination of projects across departments within and across funds. 8. The Capital Improvement Program should provide sufficient reserves to allow for a sound fiscal foundation with benefits that include: • A strong bond rating • The ability to address emergencies and natural disasters AGENDA ITEM #_V, PAGE Attachment F Parks and Recreation Unfunded Capital Projects Boulder Reservoir Entryway E $1,000,000 Boulder Reservoir Facility Improvements E, R TBD Coot Lake Dock Replacement S $60,000 EBCC: Lockerroom upgrades R $150,000 Flatirons Event Center Replacement R $8,000,000 Flatirons Golf Course Pla abili Enhancements R $740,000 Lyons to Boulder Trail E, S TBD Mesa Memorial Park C $675,000 Municipal Complex Implementation E, S TBD Parkin Lot Improvements (system-wide) S TBD Park Operations Building Land Purchase - Yards MP E $2,000,000 Park Operations Building Construction -Yards MP E $1,200,000 Pearl Street Mall Improvements E, R TBD Pleasant View Parking Lot S $450,000 Recreation Center Major Renovations E, R TBD Scott Carpenter Pool Replacement E, R TBD Transit Village Planning C TBD Turf Improvements (satellite fields system-wide) E TBD AGENDA ITEM # V-~ PAGE' .