Budget Retreat of the Town of Carolina Shores Board of Commissioners January 28, :30 am to 3:00 pm

Transcription

1 Budget Retreat of the Town of Carolina Shores Board of Commissioners January 28, :30 am to 3:00 pm 9:30 Welcome and Opening Remarks 9:45 Updates on Progress from FY What was accomplished in current fiscal year, etc. 10:00 Review of the Budget Process The anticipated timeline for budget ordinance adoption, conditions facing other localities, revenue discussion, etc. 10:30 Break 11:00 Capital Projects program of capital projects to be delivered 12:00 Lunch 2:30 Community & Economic Development 2:45 Goal Setting Board to set goals for the Town for upcoming fiscal year 2:55 Budget Instructions and Direction Board to instruct staff to prepare a budget, guidance on tax rate, etc. 3:00 Adjourn 1

2 9:45 Updates on Progress from FY What was accomplished in current fiscal year, etc. The current fiscal year saw the following accomplishments: Town of Carolina Shores Work Program Goals of the Board of Commissioners FY (FY 16) Update #7 January Sustainable street maintenance, reconstruction, and paving: plan to deal with more roads and fewer revenue dollars Farm work complete (final invoicing pending); Pinewood scope altered per Board and is out for re-bid, bid opening scheduled for 1/25/16 at 2pm, award tentatively scheduled for February 2016 [awaiting re-bid] 2. Proactive maintenance using in-house forces: using Town forces to proactively maintain infrastructure, goal to reduce Service Request volume 10% through proactive maintenance rather than reactive response steady volume being reported 3. Aesthetic improvements: a. Gateways/landscaping [Goal Completed] b. Increasing number of Christmas lights determined that no transformers exist to serve Christmas holiday lights in the area north of Village at Calabash (no transformers or alternatively no wooden utility poles) [Goal Completed] 4. Efficiency and Environment: a. Converting thoroughfares to LED street lights (Country Club, Persimmon, Thomasboro) Town advised to wait until rate study concluded (LED conversion may alleviate complaints that certain Town streets are too dark); parking lot of Town Hall is advisable to proceed and will be a net savings to the Town [parking lot authorization sent] b. Spot improvements to street lights as needed (funds set aside to address complaint/problem areas with a) new lights, b) longer arms) see 4a above c. Digitizing and streamlining files and filing process [Goal Completed] 5. Economic development: study areas that could see increased development activity and Town s role in development [Goal Completed] 6. Asset Improvement: a. Equipment procurements awaiting Board instruction on method to clean culverts, perform asphalt patching, etc. [awaiting Board] b. Physical plant improvements at Public Works [physical plant improvements being implemented except for fence in order to try to consolidate fence work with the moving of the Morgan fence (DSIP project)] 7. NEW GOAL Flood Recovery a. De-muck Canals started in November 2015 [in progress] b. Flood Damaged Road Repair completed January 4, 2016 [complete] 8. NEW GOAL Drainage Spot Improvement Projects (DSIP) [in progress] a. Scoping complete 2

3 b. Easement Acquisition letters of interest in process c. Design formal estimates requested d. Construction pending b and c above 9. NEW GOAL Drainage Area-Wide Improvements a. Scoping pending Board action b. Engineering pending Board action, sent request for cost estimate to Town Engineering on 1/5/16 c. Construction see 9a above 10. NEW GOAL Explore South Brunswick Islands Center [on-going] a. Exploratory Committee Support [on-going] 3

4 10:00 Review of the Budget Process The anticipated timeline for budget ordinance adoption, conditions facing other localities, revenue discussion, etc. Review of the budget process includes: budget adoption schedule, conditions facing localities, discussion on revaluation and potential revenue changes Budget Adoption Schedule Monday May 2, 2016 Thursday May 5, 2016 Monday June 6, 2016 Thursday June 9, 2016 Workshop Budget Presented Budget Message Public Hearing and First Reading of the Budget Ordinance Workshop Modifications (if needed) Second Reading and Adoption of the Budget Ordinance Conditions Facing Localities The budget retreat is 90 days earlier than historically held, some projections have a wide latitude for change based on continual receipt of guidance from the State, the County, and the League of Municipalities This is one year past re-valuation year. The Town of Carolina Shores is expecting a revenue increase due to high volume of new construction. Business privilege license tax has been eliminated and replaced with a business registration program Powell Bill the Town is presently expecting stable Powell Bill revenues Health Insurance the Town is presently expecting an increase in health insurance premiums Discussion Administration would like to propose a $ tax cut bringing the rate to $0.10 Administration would like to propose a 5% fee increase on all fees as 2yrs will have passed without a fee increase. As a matter of practice, the Board will be asked for a general direction and instruction to the Town Administrator and Finance Director on preparing the budget and establishing a tax rate so that revenues can be estimated and budgeted, this will occur later in the day today. 4

5 11:00 Capital Projects program of capital projects to be delivered (discussion of road resurfacing, road needs, and new information related to roadways for review) In order to meet the need of capital projects and to begin to focus on sustainable road maintenance, the following capital project trajectory is offered: Working Parameters Capital Improvement Program Three year revolving plan Projects future projects 9 years past current for a 10 year total projection Address roads and stormwater $100,000 minimum annual roadway investment $600,000 approximate ceiling of investment for capital improvement projects Road Improvement Program Element Three year cycle allows for one major reconstruction, resurfacing, and proactive preservation to occur 3 times per decade with the goal of each street in the Town receiving some type of treatment/work within the next 10yrs. Plan Year 1: Major Reconstruction (Powell Bill x 6) Received Powell Bill x 4, for FY 15 = $100,000 x 6 = $600,000 Plan/Design Year 3 Plan Year 2: Resurfacing and Minor Repair/Spot Patch (Powell Bill x 4) Received Powell Bill x 2, for FY 15 = $100,000 x 4 = $400,000 Plan/Design Year 1 Plan Year 3: Roadway Preservation seal, surface treatment (Powell Bill only) Received Powell Bill, for FY 15 = $100,000 Plan/Design Year 2 o FY 16 Stabilization: Operate as if in Year 2/3, resurface ½ of Pinewood from Myrtlewood to Sunfied, stabilize streets in The Farm at Brunswick as part of a development agreement with DR Horton (goal = 50%/50% split), start design work on Nautical reconstruction and Sunfield overlay o FY 17 Major Reconstruction reconstruct Nautical, start design on roadway preservation (whatever could not be completed in FY 16) o FY 18 Resurfacing resurface Sunfield, if possible surface any trafficked street not already surfaced with asphalt, start design work on Waterview (full length, broken into phase 1 and phase 2 using Clubview Ln South as break point) 5

6 o FY 19 Roadway Preservation preserve as much as permitted by Powell Bill estimated revenue: Swamp Fox, Calabash Drive, Northwest Drive; cul-de-sacs thereto and cul-de-sacs off Carolina Shores Drive and Carolina Shores Parkway, start design on resurfacing (Flag, Sandy, Birdie, Wedge, Myrtlewood, Gumwood, Deer Run) o FY 20 Major Reconstruction reconstruct Phase 1 of Waterview, start design on roadway preservation on roads previously reconstructed prior to FY 16 o FY 21 Resurfacing resurface Flag, Sandy, Birdie, Wedge, Myrtlewood, Gumwood, Deer Run, start design work on Gates o FY 22 Roadway Preservation preserve any new roads dedicated to the Town from FY 16 to FY 22, start design work on multi-modal path running down Country Club connecting to Shingletree Canal running to Persimmon and ultimately to The Farm at Brunswick o FY 23 Major Reconstruction Waterview Phase 2, start design work on o FY 24 Resurfacing Gates/Mutli-modal path Country Club, Shingletree Canal to Farm at Brunswick, start design work on o FY 25 Preservation preserve any remaining roads unable to be completed in FY 22, start design work on Stormwater Improvement Program Element Three year cycle allows for one major stormwater project and one collection of spot improvements to occur 3 times per decade. Plan Year 1: No drainage work, focus is entirely on major street project No funds available Plan/Design Year 3 Plan Year 2: Minor Project $200,000 No Plan/Design Plan Year 3: Major Project $300,000 Plan/Design Year 2 o FY 16: Emergency Stabilization Year (see separate plan) o FY 17: Plan Year 1 = None, stabilization may float into FY 17 based on timelines o FY 18 Minor Project: Replace Headwalls in Maintenance Zone 2 and 3 (Sunfield, Sand Dollar, Calabash Dr, Swamp Fox) o FY 19 Major Project: Oakbark Stormwater Detention Basins (MZ 2B) o FY 20 Plan Year 1 = None 6

7 o FY 21 Minor Project: Re-build catch basins on WWTP Outfall Canal o FY 22 Major Project: Northwest Drive Stormwater Detention Basins (MZ 1B) o FY 23 Plan Year 1 = None o FY 24 Minor Project: Large Diameter Culvert Replacement 1 of 5 o FY 25 Major Project: Maintenance Zone 2A Stormwater Detention Basin 7

8 2:30 Community & Economic Development discussion on development Staff requests for consideration: 1. Update Communications Plan to include: listserv component 2. Formation of a Town Economic Development Commission (EDC) a. Town of Carolina Shores Economic Development Commission i. Membership: 3 members Mayor, Business Promotion and Prosperity Commissioner Liaison, Planning Board Chairman, Town Administrator (ex-officio), Chamber of Commerce President (ex-officio) ii. Role: promote economic development 3. Formation of a Town Economic Development Partnership a nonprofit community foundation board a. Town of Carolina Shores Economic and Community Development Partnership i. Membership Economic Development Commission Board ii. Role: facilitate economic and community development and private investment, solicit donations, and manage marketing and civic projects 4. Seed funding a. Fund $5,000 to $10,000 to facilitate the work of the EDC 5. Goals a. Marketing the Carolina Shores brand possibly joint marketing with Calabash b. Sites develop shovel ready sites for commerce and industry c. Study eventually (FY 18) commission an economic development study/plan d. Engage begin to engage development stakeholders on growing the Town of Carolina Shores 8

9 2:45 Goal Setting Board to set goals for the Town for the year Annually, the Board is asked to set goals for the Town for the new year. Staff suggests the following for consideration: Create a formal, cost conscious Capital Improvement Program (CIP) Implement capital improvement projects for FY 17 as included in the CIP Efficiency and Environment: converting thoroughfares to LED street lights (Country Club, Persimmon, Thomasboro), spot improvements to street lights as needed (funds set aside to address complaint/problem areas with a) new lights, b) longer arms), digitizing and streamlining large format paper plans and maps, converting all Christmas lights to LED Economic development: formulate a local Economic Development Commission comprised of Town representatives Undergo a comprehensive planning process to create a Town Comprehensive Plan Implement business continuity recommendations on emergency communications Asset Improvement: o 2 nd Dump Truck - $50k to $60k o Additional small SUV for Inspections Ford Escape or similar - $15k to $25k o Asphalt Equipment small roller, tamp, and possibly an asphalt kettle - $10k to $15k o Total: $100k 9

10 2:55 Budget Instructions and Direction Board to instruct staff to prepare a budget, guidance on tax rate, etc. This item allows time for the Board to instruct staff to prepare a budget, guidance on tax rates, etc. 10