Agenda - Parks and Recreation Commission - 08/10/2023

Home

Park and Recreation Commission Meeting Date: 08/10/2023 By: Mark Riverblood, Engineering/Public Works Information Title: 5.2. Initiate the 2024 — 2033 Parks Capital Improvement Plan Process —a General Policy and Priority Discussion. Purpose/Background: Typically the 10-year Parks' Capital Improvement Plan (CIP) is formulated by the Commission with staff support for a formal recommendation to City Council in the Fall, with Council holding a Public Hearing prior to adoption of the city-wide CIP at the end of the calendar year. For 2023, staff proposes beginning the discussion earlier, with the goal of developing more refined priorities for the existing slate of projects in the plan which may also be useful in considering any new proposed capital improvements. Attached in the current, 10-year city-wide plan and Parks Supplemental (projected cash flows not current). Notification: A Public Hearing on the City-wide CIP will be held by City Council as soon as December of 2023. Observations/Alternatives: The following is an excerpt from the anticipated larger city-wide all -category CIP, and includes an explanation on the CIP document and process, and is useful context to restate as part of the Commission's discussion: "Enclosed is the Ramsey Capital Improvements/Capital Outlay Plan (CIP) for the years 2023-2032. It has been prepared in an attempt to anticipate major capital expenditures in advance of the year in which they are budget requests. Further, several projects may interrelate or require other improvements prior to initiation, which would cause delays without prior planning. Additionally, projects may require budgeting over several years or receipt of funds from other sources (i.e. grants) requiring planning completion prior to the funding year. Finally, the plan enables a snapshot of the identified capital needs of the community allowing, for continual prioritization of these needs. Approval of the CIP by Council does not authorize spending or initiation of a given project. It does, however, provide a guide for the community for a whole array of private and public decision -making, impacted by public capital expenditures. Therefore, the CIP should receive ratification only ifthe Council perceives actions contemplated within the plan as reasonable and planned within justified time frames. It shall further be noted that initial project design of public infrastructure projects identified within this plan often begins two years or more prior to the date of construction. The CIP is not intended to provide for precise budgeting. Capital costs are projected as estimates. Upon each update of the plan, deletions, additions, delays, or other revisions may occur, reflecting changing community needs. These changes allow for budget refinements as a particular project nears actual construction." Each year, when the Commission begins work on the CIP it is acknowledged that; all capital improvements require on -going maintenance costs (day-to-day labor, utilities or annual expenses); and therefore, staff and City Council will 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 CIP projects are brought forward for planning and