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HomeMy WebLinkAboutMinutes - Finance Committee - 08/07/2025 - Finance Administration 215 N. Mason nd Floor Fort Collins, CO 80522 970.221.6788 970.221.6782 - fax fcgov.com Council Finance Committee Hybrid Meeting CIC Room / Teams August 7, 2025 4:00 - 6:00 pm Council Attendees: Mayor Arndt, Emily Francis, Kelly Ohlson Staff: Kelly DiMartino, Tyler Marr, Caleb Weitz, Teresa Roche, Carrie Daggett, Dianne Criswell, Terri Runyan, Taryn Moran, Delynn Coldiron, Victoria Shaw, Jordan Granath, Wendy Bricher, Phil Ladd, Carissa Clinton, LeAnn Williams, Carisa Clinton, Joe Wimmer, Jeremy Woolf, Nicole Poncelet-Johnson, Mandy Rasmussen, Monica Martinez, Jeff Rochford, Gerry Paul, Trevor Nash, Adam Halvorson, Lawrence Pollack, Carolyn Koontz Others: Halee Wahl - Chamber Meeting called to order at 4:00 pm Approval of minutes from July 3, 2025, Council Finance Committee meeting. Motion made to approve by Kelly Ohlson and seconded by Emily Francis. Approved via roll call A) Fund Balance Update Trevor Nash, Senior Accounting Manager SUBJECT Status of Fund Balances and Working Capital EXECUTIVE SUMMARY -time offers during the Budgeting for are also used to fund supplemental STAFF RECOMMENDATION Council Finance can use the information presented to make informed decisions about planned reserve spending and budget issues in the coming year. BACKGROUND / DISCUSSION The City’s overall finances are divided by purpose into separate funds (i.e. Natural Areas, Recreation, Wastewater, etc.). Every year each fund’s revenues and expenses are netted against each other and applied against the existing fund balance to calculate the updated fund balance. In this way each fund has a separate reserve balance which can be used, with review and approval from Council through the budget process, on projects and operations that benefit the City. It should be noted, however, that fund balances often have restrictions on their use. The calculation of fund balances occurs once per year, however after that time reserve balances may be appropriated through the supplemental, reappropriation, or standard budgeting process. Furthermore, reserve balances may be obligated for the funding of multi-year capital projects, or may be restricted by State law, granting agencies, voters, or other parties outside the City government. Funds are presented individually on their own slide, with fund balances shown vertically by accounting classifications. The amounts are then additionally categorized based on their restrictions as either Appropriated, Available with Constraints, or Available for Nearly Any Purpose. Appropriated, Minimum Policy or Scheduled is comprised of minimum fund balances established by policy, funds from the 2024 balance that have been appropriated in 2025, and amounts for projects specifically identified by voters. An example of the latter is Community Capital Improvements Plan. Available with Constraints are those balances available for appropriation but within defined constraints. An example are donations received through City Give. They are restricted for the purpose of the donation, but still available for appropriation. Available for Nearly Any Purpose are balances that are available for appropriation at the discretion of the City Council. As a result, it is important to examine both the total amount of reserves as well as potential restrictions on use of reserves to derive actionable data from the fund balance report. CITY FINANCIAL IMPACTS Total Fund Balances and working capital at the City have generally increased over the past 10 years, however the amount of these funds that are considered ‘available for any use’ has declined. In particular, the General Fund has no funds that are considered unassigned as of year-end 2024. Since budgeting has become more accurate, this means that now there are no reserve funds in the General Fund to pay for new initiatives and will impact future budget processes, as General Fund reserves have been an important funding source for items like asset management. This is particularly important to note during this period of weakening sales tax revenues and steady expenses, which was discussed with the Council in June 2025. Additional information on budgetary impacts will be provided in the 2026 revision process. PUBLIC OUTREACH Fund balances are made available in the ACFR which is posted to the City’s website each year. Public input on use of reserves is included as part of the budget process. DISCUSSION / NEXT STEPS Caleb Weitz; this is a look at the end of fiscal year 2024 – this is in exact alignment with what you saw before - planned uses for SE Community Center being the largest then Affordable Housing Self-insurance fund Technically has a negative balance – this was the case last year as well We have to book a liability and an expense for claims that will be filed in the future No concerns about meeting future obligations FY2024 closed – audited / signed / sealed & delivered Audit team will present at September Council Finance Mayor Arndt; extremely well presented – thank you Kelly Ohlson; I am good Emily Francis; I am good as well B) Utilities Emergency Capital Replacements Appropriation Jeremy Woolf, Senior Director, Water Operations Joe Wimmer, Utilities Finance Director Two emergency capital repairs requested to move forward in 2025 that will require additional appropriation; • Lemay Waterline Replacement ($3.4M) • Drake Wastewater Treatment Plant NPT Blower Replacement ($1.7M) SUBJECT FOR DISCUSSION Supplemental Appropriation Request for (1) Blower Replacement at the Drake Water Reclamation Facility and (2) Lemay Water Line Replacement Project EXECUTIVE SUMMARY The Blower Replacement Project at the Drake Water Reclamation Facility (DWRF) has undergone design, up to sixty percent, for replacing two blowers. Staff has identified the need for an additional $1,700,000 from Wastewater Utility Fund reserves to supplement the existing appropriated budget for preliminary design. The additional appropriation will fund final design and installation of both blowers, having a minor contingency to fund unanticipated costs for the blowers to be placed into service. The Lemay Water Line Replacement Project is the result of unanticipated and continuous water leaks occurring since spring 2025. Based on the number and frequency of leaks, approximately $200,000 has been spent to date on responding to leaks. Considering the condition of the water line and risk to City staff and the public, the water line needs to be replaced. Staff has identified the need for a $3,400,000 appropriation from Water Utility Fund reserves to (1) supplement the water main repairs operating budget by $200,000 for unanticipated costs incurred to respond to numerous leaks and (2) fund $3,200,000 for design and construction of a new water line, as well as removal of the existing water line. GENERAL DIRECTION SOUGHT AND SPECIFIC QUESTIONS TO BE ANSWERED Does the Council Finance Committee support an off-cycle appropriation of: • $1,700,00 from Wastewater Utility Fund reserves to complete the Blower Replacement Project and • $3,400,000 from the Water Utility Reserve Fund reserves to supplement the $200,000 in operational costs incurred on responding to water line leaks and $3,200,000 to complete the Lemay Water Line Replacement Project BACKGROUND/DISCUSSION The Blower Replacement Project arises from unexpected operational failure this year combined with the high potential for the DWRF to be in noncompliance with state regulations. The DWRF has two secondary process treatment trains (North and South). Each treatment train has a total of six aeration basin zones, which is supported by four (4) blowers. Absent operation of all four blowers, capacity to the aeration basin zones is reduced, thereby impacting the efficiency of plant operations. DWRF’s North Process Train is currently operating with only three (3) blowers. One of the two (2) high speed turbo compressor style (Turbo) blowers stopped working. Based on the Turbo blowers no longer being supported by the manufacturer and being at the end of their useful life, both Turbo blowers require replacement to ensure compliance with permit requirements, as well as to ensure efficient operations. North Process Train aeration projects, while included in DWRF capital improvement plans, were not scheduled for funding in the 2025/26 budget. After failure of the blower, $650,000 was allocated from existing Water Reclamation & Biosolids Replacement Program capital funds for design of the blowers, funding the project through sixty percent design document completion. Staff estimates $2,350,000 in total project costs for design and construction of the two new blowers. Final design and construction, with appropriate contingency, estimated at $1,700,000 will undergo a formal request for proposal proposed in August. Figure 1 – Blower Replacement Budget Summary $1,700,000 Total Project Staff requests a $1,700,000 supplemental appropriation from Wastewater Utility Fund reserves based on the budget analysis summarized in Figure 1. The $1,700,000 supplemental appropriation provides funding for final design and construction of two new blowers at DWRF’s North Process Train, with appropriate contingency to undergo a formal request for proposal proposed for August. The Lemay Water Line Replacement project arises from the condition of the water line resulting in an unprecedented number of water main leaks since spring 2025. Based on the condition of the water line staff recommends replacing the water line. The 20-inch water line along Lemay Avenue, between Harmony Road and Harbor Walk has suffered seven (7) leaks from April through mid-June 2025. Each leak resulted in closure of Lemay Ave for eighteen to twenty-four hours, thereby impacting those living and/or traveling this arterial roadway. Each leak has required approximately $25,000 for repairs, greatly impacting the water main repairs operating budget. The water line, constructed in 1977, is a 20” ductile iron pipe. Prior specifications did not require the water line to be wrapped in plastic, with native soil used as backfill on top of the pipe. The 2025 leaks have all been on top of the water line, which is consistent with native backfill material directly in contact with ductile iron pipe. Continuous leak repair creates isolated system vulnerability. Staff recommends replacing the entire 2,800 linear feet of 20” ductile iron pipe along Leamy Ave, from Harbor Walk to Harmony Road, with new polyvinyl chloride (PVC) pipe. Design will determine exact sizing and location along Lemay Ace, with the potential for lower total project costs. Figure 2 – Lemay Water Line Replacement Budget Summary Project Item Appropriations Design $250,000 Construction $2,500,000 Contingency $450,000 Total Project Appropriations Request $3,200,000 Appropriation Request to Supplement 2025 Water Main Operating Budget $200,000 TOTAL Appropriations $3,400,000 Staff requests a $3,400,000 supplemental appropriation from Water Utility Fund reserves based on the budget analysis summarized in Figure 2. The $3,400,000 supplemental appropriation provides funding (1) for design and construction of the new PVC water line along Lemay, which is anticipated to be completed by summer 2026 and (2) to supplement the water main operating budget based on the unprecedented costs for repairs. FINANCIAL IMPACT The requested $1,700,000 supplemental appropriation for the Blower Replacement project would be funded from Wastewater Utility Fund reserves. Based on approximately $13.1 million of available unencumbered reserves, this fund can cover this appropriation. The requested $3,400,000 supplemental appropriation for the Lemay Water Line Replacement project and to supplement the 2025 water main operating budget would be funded from Water Utility Fund reserves. Based on approximately $26.1 million of available unencumbered reserves, this fund can cover this appropriation. DISCUSSION / NEXT STEPS Two emergency capital repairs requested to move forward in 2025 that will require additional appropriation; 1) Drake Wastewater Treatment Plant NPT Blower Replacement ($1.7M) from Wastewater Utility Fund reserves to complete the Blower Replacement Project Mayor Arndt; how long should they last? Are they failing more quickly? Jeremy Woolf; these blowers were first generation - technology was not at maturity Mandy Rasmussen; they stopped supporting the vintage blowers – have been in use for 30 years + Jeremy Woolf; the newer blowers seem to be more dependable – the old ones are energy hogs - 30-40% more energy than turbo energy Kelly Ohlson; the slide says - you were able to get it going again but Mandy Rasmussen; we had to physically rotate the motor to get it to restart back in October but that didn’t work in April when they needed to restart it again. Kelly Ohlson; Art in Public Places (APP) - why do we add this on projects like this? 1% of cost Will there actually be art there (by the blowers)? Tyler Marr; staff sees it as something we need to look at and are in the early stages of that right now – most goes into a fund which has a decent size reserve balance. I expect the next Council will see proposals on how to tweak that and modernize it. Kelly Ohlson; the intent is to not have things that make no sense Kelly DiMartino; there will be some policy considerations coming forward – we think there are some opportunities to tweak how they are applied to make it more beneficial to public use Kelly Ohlson; I hope they also look at whether they should even be charged out of those funds. Kelly DiMartino; I think a full review of what the balance is and how the money is being spent will also be part of that conversation – options moving forward will be addressed. 2) Lemay Water Line Replacement Project – ($3.4M) from the Water Utility Reserve Fund reserves to supplement the $200,000 in operational costs incurred on responding to water line leaks and $3,200,000 to complete the Lemay Water Line Replacement Project Mayor Arndt; yes and yes Kelly Ohlson; yes and yes, but I have questions Replaced the water line going down College in 1977 – 48 years ago – was a city failure Was it a contractor hired by the city? Why did we do this type of pipe? Jeremy Woolf; we would have a contractor install a main - Kelly Ohlson; City responsibility and I don’t want us to repeat the same mistakes Pipe wasn’t wrapped and native soil was used as backfill Is PVC (polyvinyl chloride) state of the art? Confirming there won’t be any leaching which is not good for public health long term? Mandy Rasmussen; PVC pipe is kind of the standard now – back in the 70’s it could have been an industry standard issue at the time to not wrap the pipes- that may have come later Kelly Ohlson; there was also the native soil on top – lack of city oversight on projects back then – whether a contractor or not – we are a bit more sophisticated now Kelly DiMartino; I think it is worth noting that even though we have had 7 breaks, there we no customers who were ever without water. I wanted to highlight that, and the credit goes to our engineers. RESULT Both approved to go forward to Council. OTHER BUSINESS: Two items Caleb Weitz; At the August 19th Council Meeting there will be proposed updates to various code sections re: Sales Tax Policy. Summary: • The sales tax and revenue department recommends amending various Code sections across the sections of Code the department manages: o Liquor occupation tax, door-to-door solicitation, outdoor vendors, sales, use and lodging tax (Chapter 3, Chapter 15 and Chapter 25) • Proposed changes include: o The door-to-door solicitation section of Code to better align the administration of solicitor permits with other permitting processes used citywide o Regarding liens and distraints, providing clarity on the City’s existing authority to collect unpaid taxes and updating outdated language and practices o Various minor changes that align with current practice or date updates such as:  Street maintenance ¼ cent renewal until 2045  Streamlining Outdoor Vendor licenses to expire annually instead of a rolling basis • If there are any questions or clarifications, staff is happy to provide more details ahead of the 19th Additional detail: Door-to-door solicitation program administration: Staff recommends amending the Door-to-Door Solicitation section of code to better align the administration of solicitor permits with other permitting processes used citywide. Under the proposed changes, businesses engaged in door-to-door solicitation would be required to obtain a company-wide permit and assume full responsibility for the actions of their individual solicitors. Currently, the city code mandates that each solicitor must obtain a city-issued badge in addition to any company licensing requirements. The proposed amendments would streamline this by shifting more accountability to the business, fostering a more regulated and compliant program. Notably, under the revised structure, a complaint against a single solicitor could result in the revocation of the entire company’s permit. Change to expressly include items that may have a lien in the lien and distraint sections of code: Staff recommends adding specific language to clarify that a tax lien shall be a first and prior lien superior to all other liens or claims. Staff also recommends including language to specify what qualifies as items that a lien or warrant can be placed upon. City Code currently says that liens may only be placed upon goods, stock-in trade, and business fixtures, and this creates an unclear interpretation of what collection efforts may be taken to collect unpaid tax. This change to the Code creates a fair and equitable approach to the collection of unpaid tax. 2) The September 4th Council Finance Committee meeting agenda will require a longer meeting time. Is the committee in favor of extending the meeting later or starting earlier? Committee members prefer to extend the meeting later to 6:30 pm. Meeting Adjourned