Agenda - Parks and Recreation Commission - 07/09/2015

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Park and Recreation Commission Meeting Date: 07/09/2015 By: Mark Riverblood, Engineering/Public Works Information 5. 2. Title: Consider Formalizing the Process for Receiving Requests for Park and Trail Related Capital Improvements Purpose/Background: Each year the Park and Recreation Commission develops and recommends a Five Year Capital Improvement Plan to City Council. Many projects are identified in the plan for several years, and 'move up' to the present year as funding and development opportunities align. New projects are added to the CIP based upon community need, funding availability, and viability. Throughout the year, the community—individuals and organizations request many new improvements; from splash pads, to new trails, from playgrounds to community centers, to shelters, athletic fields, dog parks and so on. There are so many requests (and growing) that staff recommends that both the timeline and process be formalized as policy, so that all potential projects may be evaluated at the same time and in relationship to each other, and in an equitable manner each year. Considering projects requires careful scrutiny of the available funding for capital improvements. Additionally, all capital improvements require on-going maintenance costs (day-to-day labor, utilities or annualized expenses); and therefore, staff and City Council must evaluate very carefully the real and total costs of each capital improvement for consideration within the context of the General Fund operations budget—at the time projects are brought forward for consideration within the CIP, and then again at the time of actual project development. Notification: Observations/Alternatives: Attached is the present CIP worksheet that the city uses to organize and format capital improvement projects. As indicated, the purpose of this case is to recommend to City Council a policy for receiving and considering new capital improvements for the city's Five -Year Parks CIP. In addition to the worksheet, staff proposes that new improvement requests be accompanied by the operation and maintenance costs (outlined above), and based upon the timeline below. On or before October 1st each year: Organizations and individuals submit all capital requests in writing, to the City, for the upcoming budget year and identify any non -city financial contributions (capital costs, in-kind service and operational expenses). November/December: Capital requests shall be reviewed by the Park and Recreation Commission and a recommendation made to the City Council. December/January: City Council review and approval of capital requests via the city-wide 5 -year CIP. Staff would summarize and conclude that all of the above processes and timeline are substantially how the CIP has been formulated to date. Adoption of the proposed policy will provide a orderly 'structure' for the public to request