HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 10/24/2017 - COMMUNITY SERVICES 2018 MID-YEAR BUDGET CYCLE APPRDATE:
STAFF:
October 24, 2017
Kurt Friesen, Director of Park Planning & Development
Mark Sears, Natural Areas Manager
WORK SESSION ITEM
City Council
SUBJECT FOR DISCUSSION
Community Services 2018 Mid-Year Budget Cycle Appropriation Requests.
EXECUTIVE SUMMARY
The purpose of this item is to review potential appropriation requests for Natural Areas and Parks and Park
Planning & Development projects, as part of the 2018 Budget Revision process. These projects include:
Item 1 - Natural Areas Maintenance Facility Expansion
Item 2 - Community Park Development
Item 3 - East District Park Maintenance Facility
At the request of City Council at the September 26 City Council Work Session, more detail and rationale for a
2018 budget revision request is provided for these projects.
GENERAL DIRECTION SOUGHT AND SPECIFIC QUESTIONS TO BE ANSWERED
1. Does City Council support consideration of the appropriation of funds for these projects as outlined?
BACKGROUND / DISCUSSION
ITEM 1 - NATURAL AREAS MAINTENANCE FACILITY EXPANSION
A Natural Areas Department Campus Site Master Plan has been developed for the Natural Areas Department.
The Plan identifies facilities that will ensure the ability of the City to manage its natural areas portfolio for several
decades into the future. The proposed budget revision provides funding for key elements of the Plan and focuses
on field-based operations. The request is for $1,420,000 (in addition to the original approved budget of
$1,450,000). The funds are available from the Natural Areas fund balance.
The revised budget includes:
A basic 5,000 square foot vehicle and equipment storage building to store the equivalent of 8 large
weather sensitive vehicles
A shop remodel and 1,200 square foot shop addition to provide appropriately sized basic restrooms,
showers, locker rooms, a breakroom, tool room, and wood shop
An expansion of the equipment yard to provide for existing needs and 30 years of growth
Rooftop solar panels to provide a net-positive energy for the shop expansion project
A diesel and gasoline fueling station to reduce carbon footprint and increase productivity
Roof fall protection as required on all new City buildings.
The existing shop and equipment yard were built in 2002, when there was fewer than 10 natural areas field staff
managing 5,000 acres. The facilities were intended to serve for 15 years. Today, with an active field season staff
of over 40 that manages 36,000 acres, the Natural Areas has outgrown the shop and equipment yard. Based on
current projections, the City will continue to add an estimated 500 acres of natural area every year for the
foreseeable future. Larger and more sophisticated facilities are needed to meet current and growing stewardship
needs for the next several decades and to improve productivity and reduce energy use.
October 24, 2017 Page 2
The construction plans are almost complete, Natural Areas funds are available and set aside, the contractor has
been hired, and if Council approves the budget increase for this much-needed shop expansion the construction
will start in January and be complete by end of September.
Alternative Funding Options
In addition to staff's recommended approach, two additional funding options are available. Both of these
alternatives are feasible; however, they will result in additional costs as well as other inefficiencies.
Option 1
Use existing budget to construct Phase I in 2018 and take Phase II through the BFO process for construction in
2019.
2018 - Construct shop remodel, 1,200 SF expansion and new fuel station. $1,450,000
2019 - Construct vehicle storage building and equipment yard expansion. $1,620,000
Total Construction Costs $3,070,000
Additional Cost $ 200,000
Option 2
Take total project through the 2019-2020 BFO process for approval and start the project in 2019.
Total Cost Estimated for 2019 Construction $3,110,000
Additional Cost $ 240,000
Rationale for Mid-Year Appropriation
The original design and construction budget of $1,450,000 was prepared for the 2017-18 BFO process in the
spring of 2016 using a conceptual design and without the help of a professional cost estimator. As design
charrettes were held with key Natural Areas and Operations Services staff, long-term business needs were more
thoroughly identified. In addition, objectives associated with the City’s Climate Action Plan goals, certain ADA
requirements, and other City-related objectives and requirements were better characterized. A qualified estimator
has now determined the costs at $2,870,000. Thus, an additional appropriation of $1,420,000 is requested.
October 24, 2017 Page 3
ITEM 2 - COMMUNITY PARK DEVELOPMENT
East Community Park is the next community park planned to be constructed in the city. The park will be located
east of Drake and Ziegler, and north of the new Rigden Reservoir, a project recently completed by Fort Collins
Utilities. Park Planning & Development purchased the 58 acre site a few years ago. Based on ongoing
negotiations with a developer who plans to develop adjacent to the park site, there is potential for the city to
acquire an additional 26 acres for the park. The developer has indicated he would like to donate this property to
the City at some point. The entire property, including the park site, was formerly used for gravel mining. As such,
the property is governed by a state issued mining permit, which requires the property to be restored to its original
condition after mining operations have ceased.
Immediate restoration efforts needed on the park site include:
Installation of an underdrain system to alleviate standing surface water
Restoration seeding
The primary purpose of this appropriation is to fund and complete improvements underway needed for the park
site, as required by the mining permit. The 2018 funding request is outlined as follows:
Underdrain
Extension
Extend the underdrain installed in 2017 to fully alleviate the standing
surface water on the site
$110,000
Seeding and
revegetation
A requirement of the mining permit is that the site be restored to its
original condition, prior to mining operations. Seeding & revegetation of
the site is needed to comply with this requirement.
$110,000
Total $220,000
The total appropriation request for Community Park Development is $220,000
Rationale for Mid-Year Appropriation
During the 2017-18 Budgeting for Outcomes (BFO) process, $200,000 was appropriated for improvements to the
East Community Park site. This money was spent towards the installation of an underdrain system at the park.
However, after the drain was installed, it was determined that an extension to the underdrain is needed to fully
mitigate the surface groundwater, adequately drain the park site, and prevent the establishment of wetlands. The
additional appropriation is needed to complete this effort, and then revegetate the site as required by the mining
permit. Without this mid-year cycle appropriation, the City may be found in violation of the mining permit.
October 24, 2017 Page 4
ITEM 3 - EAST DISTRICT PARK MAINTENANCE FACILITY
2018 funding is needed to provide for preliminary planning and design of a maintenance facility in the East Park
District, located on the East Community Park site, near the intersection of Drake and Ziegler. Additional funding
will be required in the future to fund construction of the facility. Maintenance for parks is provided through a
satellite system of facilities strategically located across the city, providing an efficient and cost effective delivery of
park maintenance services. There are four maintenance facilities in existence today, all of which are at capacity.
A new maintenance facility is proposed to serve the East Park District, which includes Radiant, English Ranch,
Harmony, Stew Case, Eastside, Archery Range and Twin Silo Park. In addition, Rendezvous and Vermont Trails
will be maintained from this facility. Cost savings are realized at Community Parks when the team is located in the
district that they maintain. Without a satellite system, costs to maintain the parks increase significantly.
The precinct maintenance facility approach is supported by the Council-approved 2008 Parks and Recreation
Policy Plan. The precinct model is based on research from police departments across the country and the
efficiencies gained by locating precincts in the neighborhoods they serve. These facilities provide an opportunity
for more efficient services in each district and substantial carbon reduction and fuel savings are realized through
the strategic placement of these facilities.
Previously, Council approved Ordinance No. 058, 2000, amending the City Code to increase the Capital
Improvement and Expansion Fee, as well as the Neighborhood Parkland Fee. A part of the increase was
specifically tied to the construction of maintenance facilities in support of efficient operations.
A timeframe for completion of the maintenance facility has not been determined. There are several factors that
may impact the timing of maintenance facility construction, including:
Completion and approval of the Federal Emergency Management Agency (FEMA) flood risk mapping of
the Poudre River. This is estimated to be completed in 2018 or 2019.
Timing of potential land donation by adjacent developer
Other floodplain/stormwater issues that may impact the property
In order to determine the ultimate cost and location of the facility on the park site, planning and design needs to
occur now. The total cost of the maintenance facility is unknown, although preliminary estimates suggest it will be
$3-5 million. The facility will be modeled after existing maintenance facilities, including the maintenance facilities
located at Spring Canyon and Fossil Creek parks. The facility will be approximately 4,000-6,000 square feet in
size. Design costs for the project are estimates only, and are outlined in the chart below:
Item Description Estimated Cost
Floodplain Analysis Floodplain modeling & mapping required for
locating the facility in or near FEMA regulated
floodplains
$40,000-$100,000
Preliminary Site Master
Planning
Preliminary site master planning for the park
needed to determine the proper location of the
facility in accordance with other potential future
planned park amenities. This effort will be led by
Park Planning & Development staff, with some
support anticipated from consultants, such as a
surveyor
$20,000-$30,000
Facility Design Architectural, engineering and other consultant
services required for the design of the facility.
$300,000
Total $430,000
October 24, 2017 Page 5
The total appropriation request for design of the East District Parks Maintenance Facility is $430,000. Once a
location and design for the maintenance facility has been determined, an offer to fund construction of the facility
will be submitted to Council, preferably in the 2019-20 budget cycle.
Rationale for Mid-Year Appropriation
An offer funding the East District Maintenance Facility was prepared during the 2017-18 BFO process. However,
staff withdrew the East District Maintenance Facility offer based on uncertainties surrounding ongoing discussions
with the Poudre School District and other City departments regarding potential partnerships to complete the
project. As 2018 Community Parkland revenues comprised the bulk of the withdrawn offer, the 2018 community
parkland revenues were not appropriated. A mid-year budget cycle appropriation is needed to appropriate the
2018 community parkland anticipated revenues. Without this mid-year budget cycle appropriation, design of the
maintenance facility will be furthered delayed.
ATTACHMENTS
1. Powerpoint presentation (PDF)
Community Services 2018 Mid-Year Budget Cycle Appropriations 1
10-24-17
ATTACHMENT 1
Discussion Items
1. Natural Areas Maintenance Facility Expansion
2. Community Park Development
3. East District Park Maintenance Facility
2
Question for Council
Does City Council support consideration of the appropriation of funds for
these projects as outlined?
3
4
Natural Areas – Maintenance Facility Expansion
John Stokes
2018 Budget Revision Proposal
• Add $1,420,000
• To Original $1,450,000 Budget
• Total Cost $2,870,000
Natural Areas – Maintenance Facility Expansion
Benefits
• Allows Project to Start in January
• Constructs Project in one Phase
• Uses No General Fund Dollars
• Natural Areas Funds are Available and Set Aside
Natural Areas – Maintenance Facility Expansion
2002 - Existing Natural Areas Shop and Yard Constructed
• Less than 10 Field Staff
• Less than 10 pieces of large equipment
• Managing less than 5,000 acres
• Intended to serve 15 years
Natural Areas – Maintenance Facility Expansion
2017 – Shop and Yard Outgrown – Need Larger Spaces
• More than 40 Field Staff
• More than 80 pieces of large equipment
• Manage more than 36,000 acres
Natural Areas – Maintenance Facility Expansion
Original Budget
• Created Spring of 2016
• During BFO 2017-18 Process
• Based Upon Conceptual Scope of Project
Natural Areas – Maintenance Facility Expansion
Revised Budget
• Based Upon Final Scope
• Developed Over a Year Long Process
• Identified Field Operations Needs for the next 30 years
• Hired General Contractor Provided Cost Estimates
Natural Areas – Maintenance Facility Expansion
Natural Areas – Maintenance Facility Expansion
Natural Areas – Maintenance Facility Expansion
Natural Areas – Maintenance Facility Expansion
Natural Areas – Maintenance Facility Expansion
Natural Areas – Maintenance Facility Expansion
Natural Areas – Maintenance Facility Expansion
Additional Option 1
• Construct Phase I in 2018
• Take Phase II Through the BFO Process for Construction in 2019
• Additional Cost - $200,000
Natural Areas – Maintenance Facility Expansion
Additional Option 2
• Take Total Project through the 2019-2020 BFO Process
• Start Project in 2019
• Additional Cost - $240,000
Natural Areas – Maintenance Facility Expansion
Natural Areas – Maintenance Facility Expansion
20
Community Park Development
Kurt Friesen
East Community Park Location
21
Mulberry
Prospect
Drake
Horsetooth
Harmony
Ziegler
Kechter
I-25
Timberline
Lemay
East Community
Park
East Community Park Site
22
Park Improvements Needed
23
Mining
Permit
Boundary
• Underdrain Extension
• Seeding/Erosion Control
Park
2018 Community Park Development Costs
24
Community Park Development Funding Request: $210,000
Item Description Estimated
Cost
Underdrain installation Extension of an underdrain system to alleviate
surface ponding
$100,000
Seeding & revegetation Seeding & revegetation of the site to comply with
the mining permit
$110,000
25
East District Park Maintenance Facility
Kurt Friesen & Mike Calhoon
Park Districts
26
NS-Northside
SW-Southwest
SE-Southeast
SP-South Parks
NS
SW
SE
SP
EP-East Parks
SP
SW
SE
EP
NS
-Existing Shop
-Future Shop
East Park District
27
Eastside
Drake
Horsetooth
Harmony
Radiant
I-25
Lemay
Twin Silo
English Ranch
Stew Case
Archery Range
Harmony
East Park District
Maintenance
Facility
Mulberry
Prospect
Spring Canyon Park Maintenance Facility
28
Key Factors
• Completion and approval of the Federal Emergency Management
Agency (FEMA) flood risk mapping of the Poudre River. Estimated
complete in 2018-19
• Timing of potential land donation by adjacent developer
• Other floodplain/stormwater issues that may impact the property
29
2018 East Park District Maintenance Facility Costs
30
Item Description Estimated Cost
Floodplain Analysis Floodplain modeling & mapping required for locating
the facility in or near FEMA regulated floodplains
$100,000
Preliminary Site
Master Planning
Preliminary site master planning for the park needed
to determine the proper location of the facility in
accordance with other potential future planned park
amenities.
$30,000
Facility Design Architectural, engineering and other consultant
services required for the design of the facility.
$300,000
East Park District Maintenance Facility Funding Request: $430,000
Question for Council
Does City Council support consideration of the appropriation of funds for
these projects as outlined?
31