The operator's role in capital improvement planning
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Capital Improvement Plans (CIPs) can help a community effectively allocate limited resources, stabilize local tax rates and enable communities to leverage state and federal grant-in-aid programs. Download this presentation for tips on how to get started.
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The operator's role in capital improvement planning
- 1. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. THE OPERATOR’S ROLE INCAPITALIMPROVEMENTPLANNING Presentation prepared for the Illinois Rural Water Association Northern Conference October 28-29, 2014 Utica, IL
- 2. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. CAPITAL IMPROVEMENT PLAN WHAT IS IT? » Forecast of major capital improvements over a pre-determined period of time » A CIP… • Estimates the capital cost of an improvement • Identifies funding sources for each improvement • Forecasts impacts on current and future budgets
- 3. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. DEFINING ‘CAPITAL IMPROVEMENT’ » Improvement Projects • Preliminary Engineering Reports • Pilot Studies • Design Engineering • Construction » Annual maintenance projects » Utility Rate Studies and Facility Master Plans » Equipment
- 4. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. CAPITAL IMPROVEMENT PLAN WHY INVEST TIME IN CREATING A CIP? » Help a community effectively allocate limited resources » Improve communication and cooperation » Provide continuity in financial decisions by linking long-term planning to the programming and budgeting of major projects » Stabilize local tax rates » Enable community to leverage state and federal grant-in-aid programs » Establish an objective rating system
- 5. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. CAPITAL IMPROVEMENT PLAN TO SUM THINGS UP…. “Cities without CIP’s are at a disadvantage because there are no mechanisms in place to forecast all potential capital projects simultaneously.” -- Capital Budgeting and Finance, A guide to Local Governments (2009)
- 6. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. CAPITAL IMPROVEMENT PLANNING AN OVERVIEW OF THE PLANNING PROCESS 1. Analyze Community Facility Needs 2. Prepare Project Descriptions 3. Analyze Fiscal Capacity 4. Set Project Priorities 5. Develop and Adopt CIP 6. Implementation and Annual Updates
- 7. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. Operator’s Wish Lists » Take 7-10 minutes to fill out wish list form for your communities capital needs. » We’ll later go through the process of prioritizing the list
- 8. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. CAPITAL IMPROVEMENT PLAN FROM A CITY ADMINISTRATOR’S PERSPECTIVE…
- 9. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. THE CITY OF ASBURY A CASE STUDY » TIF and CIP
- 10. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. THE CITY OF ASBURY A CASE STUDY
- 11. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. THE BRAINSTORMING PHASE “WHERE DO I START?” » Reach out to others » Maintain an annual list so items aren’t forgotten » “What projects or equipment do we need?”
- 12. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. THE BRAINSTORMING PHASE REMEMBER… » These are often political decisions, so don’t be afraid to build support in advance • One-on-one meetings • Offer tours or ride-alongs
- 13. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. BUILDING YOUR CASE CREATE A CIP PRIORITIZATION MATRIX Must Haves Quick Wins Long term needs Low-Hanging Fruit High Low Hard Easy Impact Ease of Implementation
- 14. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. BUILDING YOUR CASE OBTAIN BACKGROUND INFO » Obtain budgetary cost estimates » Obtain product literature
- 15. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. BUILDING YOUR CASE GAIN SUPPORT » Work with your local engineer and planning staff, if available » Continue to build support • Code requirements • Regulatory-driven • Identify hot-button issues that address individual board member’s agendas, or that address public outcry
- 16. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. SUBMITTING YOUR LIST BE PREPARED » Prioritize needs and establish timeline that is required to implement » Provide brief description of needs sufficient to allow a board or committee member to understand the project » Justify expense » Identify potential funding sources
- 17. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. PARTICIPATE BE PREPARED » Prioritize needs and establish timeline that is required to implement » Provide brief description of needs sufficient to allow a board or committee member to understand the project » Justify expense » Identify potential funding sources
- 18. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. PARTICIPATE GET INVOLVED IN THE PLANNING PROCESS » Request to be present at the CIP meetings » Ask for a vote » Stay involved, don’t just assume that there’s support for your ideas » Offer to clarify if necessary » Offer to obtain additional information
- 19. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. PARTICIPATE GET INVOLVED IN THE PLANNING PROCESS Project Worksheet Development
- 20. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. ASSET MANAGEMENT WHAT IS IT? • Storm water Regulations • DNR Wetlands Requirements • EPA Regulations - CMOM • Gov’t Reporting Requirements • FEMA Floodplain Regulations • Infrastructure History and Maintenance • User Information • Equipment Maintenance Tracking • Work Order/Service Requests • City Zoning & TIF Planning • Urban Forestry Management • Capital Improvement Planning • Condition & Cost Analysis • Permits/Building Inspections • Hazardous Chemical Sites
- 21. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. ASSET MANAGEMENT How Do You Manage – Water System Wells/Booster Pump Water Storage Water System Main Breaks Water Metering
- 22. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. ASSET MANAGEMENT How Do You Manage – Sewer System • WWTF and Lift Stations • Sewer System • Sewer Backups • Sewer Televising & Smoke Testing • Sewer Repairs
- 23. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. ASSET MANAGEMENT How Do You Manage » Sign Inventory • Sign Type/MUTCD Codes • Reflective Rating • Replacement Schedule • Storm Sewer System • Street Maintenance • Sidewalk Maintenance • Tree Inventory o Tree Species, Condition, Maintenance
- 24. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. ASSET MANAGEMENT THE BENEFITS » Identify age of equipment » Monitor when equipment needs maintenance » Keep track of the cost of replacing equipment » Show your Council, Board and Administrator your needs – This process leads into the Capital Improvement Planning process
- 25. MSA PROFESSIONAL SERVICES, INC. | More ideas. Better Solutions. QUESTIONS/COMMENTS?
Editor's Notes
- Usually five year CIPs – Still identify long term projects beyond the five years. Get as many desired projects as possible on the plan. You never know when a grant opportunity will come along for a particular project and helps to have it in your CIP.
- Hand out sample Project Sheets Water treatment plant replacement that includes pilot study, PER, design engineering and construction Annual water main replacement Stormwater Master Plan Bucket truck
- Communication is improved both with residents and also between board/council and staff. You get the opportunity to get on paper the pitfalls of your system that need to be address that you have verbally been telling them about. The last bullet may be most important to operators. Helps to stop the “what about the sidewalk in front of my house” question.
- Analyzing needs include staff and board/council – we’ll talk about steps you should take as an operator during this phase in later slides. Analysis of the fiscal capacity includes a review of past expenditures on capital projects and projection of future revenues. This can be a good wakeup call to the Board/Council on the need for utility rate analysis. Timing of the projects in the CIP is a combination of the communities annual fiscal capacity and its priorities. Priorities and fiscal capacity can change year to year, so it is helpful to do a quick annual review of the CIP.
- Mention that we are transitioning from your wish list to completed projects. We’ll talk later about how you can assist your community to make this happen through the CIP process. First we are going to provide a case study of a community that has been successful in taking their CIP to completing projects.
- Mock exercise (Pat, Nick and Greg act as Board/Council Members): Ask operators for projects that they have identified on their list. We build a list on a large post it note with operator list and our “board/council member” pet projects We post our dots while thinking out loud of our selection process We provide examples of how/why board members “4 corner” your project Just hearing about it now No way to pay for it It’s going to take to long. I need to get reelected next year. I need a ribbon cut. How do board/council members get their pet project and low-hanging fruit to dominate the priority list.
- Nick takes over
- Hand out project worksheets Walk through the information gathered to develop the worksheets
- Wells/Booster Pump Equipment Maintenance Water Storage Painting and Maintenance Water System Size/Diameter/Materials Age/Date of Installation Hydrant/Valve/Curb Stop Locations Services & Meters Conditions & Service Dates Main Breaks Location & Date/Loss/Repair Cost Photos & Repairs records Water Metering Individual Water Meter Age
- WWTF and Lift Stations Pump/Equipment Maintenance Sewer System Size/Diameter/Materials Age/Date of Installation Manhole/Cleanout/Wyes Locations Conditions & Service Dates Sewer Backups Location & Date/Weather/Repair Cost Photos & Repairs records Sewer Televising & Smoke Testing Location of Deficiencies (Cracks, Leaking Joints, Holes) Inflow & Infiltration Locations Sewer Repairs Locations/Dates/Costs of Completed Repairs/Lining Photos & Repairs records