1. New Town Office - Capital Funds were obligated in FYE12 in the amount of $60,000 for future project use

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1 Memorandum TO: FROM: CC: Patrick C. Scheidel, Town Manager and the Selectboard Dennis E. Lutz, P.E., Public Works Director and Town Engineer Doug Fisher, Finance Director Trevor Lashua, Assistant Town Manager Mark Berry, Parks and Recreation Director Randy Viens, Assessor Cheryl Moomey, Town Clerk Charles Cole, Fire Chief Susan Overfield, Head Librarian Dana Farley, Community Development Director Brad LaRose, Acting Chief of Police DATE: 25 October 2011 SUBJECT: Status of Current Capital Projects ISSUE: The issue is whether or not the Selectboard needs further information or desires input into the current status of all Capital Projects funded in FYE2012 as part of the FYE2012 to FYE2016 approved Capital Plan. DISCUSSION AND COSTS: Attached to this memo is a copy of the approved Capital Budget for FYE2012. All financial balances reflect the amount in accounts as of June 30, 2010, unless noted otherwise. A discussion follows, including both carryover projects from previous years and current year projects: BUILDINGS: 1. New Town Office - Capital Funds were obligated in FYE12 in the amount of $60,000 for future project use No work is currently underway on a new Town office building. There is $583,030 set aside for future improvements/construction as of June 30, 2011 with another $60,000 to be added in June of 2012, bringing the total at that time to over $640, Vault Expansion-- No budget expenditure was proposed in FYE12 Records preservation funds totaled $419,314 as of June 30, The vault space is still anticipated to have between a 2 and 3year available life. Construction of a new vault has been postponed indefinitely pending future decisions on a new building or improvements/expansion at 81 Main Street. 3. Renovation of 81 Main Street for Police Capital Funds were obligated in FYE12 in the amount of $60,000 for future project use 1

2 The second phase work of a Police Facility building committee established by the Selectboard has been underway since late summer. The current plan is to wrap up studies and have their recommendations to the Selectboard by the end of the calendar year. There is $577,943 set aside for this project as of 30 June With the addition of the $60,000 in FYE12, this account should have a balance in excess of $673,943 by the end of June Highway garage area improvements (two- bay highway garage expansion) ($360,000) -- Capital Funds were obligated in FYE12 in the amount of $10,000 for future project use No work is currently underway on improvements to the Highway garage. The current plan is to preserve and set aside funds for either a future expansion of the facility or interior separation work for vehicle maintenance. A total of $3,664 was available as of 30 June Library Deferred Maintenance ($27,000), land acquisition ($31,000) and added storage space ($54,000) for a total of $112, Capital Funds were obligated in the amount of $13,000 in FYE12 Price quotes are in the process of being obtained for deferred maintenance work in the library during FYE12. There are carryover funds totaling $7,450, enabling a total amount of $20,450 for expenditure. The projects include flooring restoration work (carpet and tile). 6. Memorial Hall Improvements including new seating platforms ($80,000) and space for a small food service area ($11,501) for a total of $91,501. Capital Funds were obligated in the amount of $30,000 in FYE12 The Town obtained a Vermont Arts Council Cultural Facilities grant in the amount of $20,000. In addition, the sum of $41,501 was available from the Capital Fund as of June 30, 2011.The total available was therefore $91,501. Staging has been purchased and installed ($31,957) as well as new seats ($32,034). The floor in the main auditorium was redone ($5,000) and the interior repainted ($5,825). In addition, an electrician was hired to update small portions of the interior electrical system ($600). The purchase of some limited additional staging is being planned as well as the potential for a small kitchen area is being investigated. The current amount of available funds is approximately $16,000 for the added work items. 7. Community Recreation Facility (study estimated at $75,000). No Capital Funds were obligated in FYE12 This project was identified in the 2004 Recreational Needs Assessment but not funded in recent Capital Plans. In the 2011 Recreational Needs Assessment, a facility feasibility study was identified with a timeframe beyond the current Capital Budget planning timeline to allow for resolution of Police and Town office space needs. 2

3 8. Energy funds for energy-savings projects at existing buildings, streets and other Town infrastructure including matching funds for Town energy grants. Capital Funds were obligated in the amount of $28,117 for FYE12 The sum of $6,832 was carried over from FYE11, after funds were used to convert signals and Town street lights to LED fixtures on Susie Wilson and Kellogg Road. The plan was to use the total available funds of $34,949 to complete the conversion of streetlights owned by others in the corridor to LED lighting. This project is currently on hold pending work on a more comprehensive street lighting plan for the community. The streetlight inventory is still in progress as a precursor to the full study anticipated in calendar year Until such time as the comprehensive plan is completed, the funds will remain unspent. 9. Historic Water Tower Repairs (Fort Ethan Allen) Capital Funds were obligated in the amount of $16,500 for FYE12 As of June 30, 2011, this project had an account balance of $16,034. With the inclusion of the added $16,500 from FYE12 funds, there will be sufficient funds to do the design work in FYE12 for remedial repairs. It is projected that the actual first phase of repairs could begin sometime early in FYE13, with the addition of an estimated $20,000 in FYE13 Capital Funds. HIGHWAYS 1. Sand Hill Road Rehabilitation from Allen Martin Drive to Founders Road.Capital Funds were obligated in the amount of $31,380 for FYE12 The project is funded from FYE11 Capital Funds ($158,700), FYE12 Capital Funds ($31,380) and a VTRANS Class 2 Paving grant in the amount of $79,920 for a total available of $269,280. Dirt-Tech Construction was awarded the competitive bid at a bid price of $207,168. A number of change orders have been issued to expand the work to include more areas needing reconstruction/repaving and it is anticipated that the final contract price will be close to the estimated funds available. All work will be completed in the fall of 2011 except for the final top-coat, which will be done in the spring of Gravel Roads Capital Funds were obligated in the amount of $31,000 for FYE12 The gravel roads account had a balance of $35,788 as of June 30, 2011, with $11,179 expended in FYE11. Expenditures from the account were lower in FYE11 because funds were obtained via FEMA disaster grants and used in lieu of Town funds on select gravel roads. With the $31,000 in FYE12 funding, the plan is for a major expenditure on gravel roads in the spring/summer of

4 3. Valleyview Drive Reconstruction from VT Route 117 to #5 Valleyview Capital Funds were obligated in the amount of $85,000 for FYE12 The project was completed in the late summer of 2011 at a total cost of $90,673. The cost overrun of $5,673 was covered by residual Capital road construction funds from prior years. 4. BixbyHill/VT128 Intersection. Capital Funds were obligated in the amount of $25,000 for FYE12 The project is scheduled for construction in the late spring of The project was originally estimated at $25,000 but the scope of work has changed to include not only intersection improvements but also sidewalk, curbing and storm water system changes along VT Route 128 and on a portion of Alder Lane. A revised estimate is now $45,000. The needed $20,000 will be taken from residual Capital road construction funds from prior years. 5. Intersection Actuation Control at Essex Way and the Circ Highway Ramps. Capital Funds were obligated in the amount of $30,000 for FYE12 Timing changes were made to the intersection based on an analysis by Patti Coburn, P.E., Lamoureux and Dickinson. These changes have improved traffic flow during the peak hour but the changes only represent a limited fix. The solution is to provide new hardware for the intersection to include video detection equipment and a switch in controllers. The limitations of the existing controllers were not anticipated and this change will increase the project cost to $50, Allen Martin Parkway No Capital Funds were obligated in FYE12 This project is on hold at this time pending the evaluation of alternative Circumferential Highway Projects and potential future funding as part of a regional transportation solution. 7. Construction of the David Drive Traffic Light (Susie Wilson Road/David Drive Signals and other Susie Wilson Road Improvements Capital Funds were obligated in the amount of $36,028 for FYE12 The signal project has been completed and the funds set aside in FYE12 will complete the final payment on the project. The Susie Wilson Road developer fees will continue to be collected for work within the corridor. 4

5 8. Transit Improvements at Susie Wilson Road and VT15 The sum of $40,000 was provided to the Town by Lowe s for transit improvements in the corridor The Town provided the funds to CCTA for bus shelters in connection with the new traffic signal and revised bus route in the area of the east gate of Fort Ethan Allen. This account will be closed out. 9. Gentes Road Bridge Capital Funds were obligated in the amount of $25,000 for FYE12 The sum of $25,000 was set aside for this project in FYE11 and another $25,000 in FYE12. A scoping study is nearing completion on the condition of the bridge and potential alternatives as well as a separate study on whether the bridge needs to be closed. Planning funds from the CCMPO (CCRPC) mostly cover both studies. After a public hearing is held on the studies, it will be a Selectboard decision as to how to proceed with the bridge. It is clear that some local funds will have to be expended for immediate repairs to ensure that the bridge remains open. It is anticipated that the $50,000 set aside so far will not cover the cost of these repairs. 10. Added Project During FYE12.Susie Wilson Bypass partial grind and overlay During the winter and spring of , the top layer of pavement failed on the southern 1/2 of the roadway, resulting in many pancaked potholes. The Town approached VTRANS with the proposal to partially reduce the Class 2 paving grant on Sand Hill Road and direct grant funds to fix the problem on Susie Wilson Bypass. A grant was awarded at 80% of the total project cost of $48,355. The Town share in the amount of $9,671 will be taken from residual Capital road construction funds from prior years. WATERLINES: 1. Pinecrest Drive to the Village at VT2A Capital Funds were obligated in the amount of $25,000 for FYE12 No budget expenditure was made in FYE2011 or will be made in FYE Douglas to Willoughby. No Capital Funds were obligated in FYE12 No budget expenditure was made in FYE2011 or will be made in FYE Sand Hill Road waterline size increase and addition of pressure reducing valves planning and design. Capital Funds were obligated in the amount of $10,000 for FYE12 5

6 Funds were set-aside in FYE12 for the purpose of creating a fund for initiating planning and design of the needed changes to the system. The amount budgeted in FYE12 is not sufficient to begin the work. Additional funds on the order of another $15,000 will be needed in FYE13 for the planning and design work to move forward. 4. Water Storage tank in the lower service area for improved flow and pressure in the Susie Wilson Road/Kellogg Road/VT2A area of Town (study phase only) No Capital Funds were obligated in FYE12 Preliminary study funds were obligated in FYE11 in the amount of $20,000. No work was initiated on this study in FYE11. The study effort is planned to begin in the spring of SEWERS: 1. Painesville Area - No Capital Funds were obligated in FYE12 The Selectboard made a decision in September of 2007 to not proceed with this project based upon the high cost to users without added Town funding for the growth aspect of the project or additional road restoration. A portion of the project will be built by Gabe Handy if he decides to move forward with his approved apartment complex on Pinecrest Drive. It is unclear as to when or if his project will move forward in the future. 2. Cemetery Road..No Capital Funds were obligated in FYE12 No work was done on this project in FYE11 and none is planned for FYE12. The project may or may not move forward depending upon the potential user s indication of a willingness to pay for the sewer extension. HEAVY EQUIPMENT VEHICLES: 1. Highway Equipment Vehicles Expenditures Budgeted at $81,000 in FYE12 with $140,000 received from the Operating Fund In FYE12, the actual expenditure was $144,599, based on a decision to fund the purchase of vehicles in a single year rather than through a two-year loan/lease program. The Highway Equipment Replacement Fund has been revised to reflect this change. It will result in a deficit in the account at the end of FYE12 of $62,680 due to a negative balance at the end of FYE11. Over the course of a number of years, this account will fluctuate from a positive to a negative balance. If funded at an annual level of $175,000 from the Highway Equipment Operating Account, the fund will be self-sustaining. Interest will be charged in the negative balance years to reflect the cost of borrowed money. New 7 cy dump truck $144,599 6

7 2.Fire Department Equipment Vehicles... Capital Funds were obligated in the amount of $40,000 for FYE12 with another $10,000 transferred from the Fire Department Equipment Operating Account This is the first of four $50,000 annual contributions towards the Village of Essex Junction s purchase of a 100 aerial (a.k.a. ladder) truck. The contributions, governed by a memorandum of understanding signed by the Selectboard and Village Trustees in August 2011, will be in amounts totaling $50,000 per year for four years (an amount not to exceed $200,000 total). The truck will be a quint, a multi-functional fire vehicle with a fire pump, water tank, hose, and ground ladders in addition to the 100 ladder or platform. Contribution towards 100 aerial truck $50, Parks and Recreation Capital Park Equipment Plan Funded through the Operating Budget at $15,000 with $7,913 for expenditure in FYE12 and $7,087 obligated for future purchases A Capital Equipment Plan (CEP) for the replacement of park equipment and vehicles was approved starting in the FYE07 Budget. The funding for the CEP is from the Operating Budget. Expenditures planned for FYE12 include: 4x4 gator w/dump body for trail work at Indian Brook and other sites not accessible by vehicles..$7, Senior Bus Funded through an Operating Fund Transfer to the Capital Fund The Senior Bus Capital Account had a balance of $15,365 as of June 30, 2011, with another $4,000 transferred into the account in FYE12 (total available is $19,365). The van purchased in 2006 is scheduled to be replaced in FYE12 at an estimated cost of $60,000. A grant through CCTA will be available to pay 90% of the cost. The Town portion is expected to be $6,000. PARK FACILITIES: 1. Park Asset Replacement Plan...Capital Funds were obligated in the amount of $45,000 for FYE12 A Parks Asset Replacement Plan was approved starting in the FYE07 Budget. Funding for the plan is from the Capital Budget. The account had a balance of $92,933 as of June 30, A total of $8,540 will be used from the account balance for funding of projects in FYE2012. Projects are underway and include: Sand Hill Park playground replacement $53,940 7

8 2. Foster Road Park and Founders Field Improvements Capital Funds were obligated in the amount of $25,000 for FYE12 Additional funds are estimated as being needed in FYE13 in the amount of $25,000 for work on these projects to move forward. 3. Milfoil Mitigation at Indian Brook. Capital Funds were obligated in the amount of $10,000 for FYE12 Milfoil Mitigation includes the development of an integrated management plan and funding for the implementation of the plan. A total of $3,000 was provided from the Operating Budget and $10,000 from the Capital Budget for future milfoil mitigation.. 4. Indian Brook Dam Repairs. Capital Funds were obligated in the amount of $9,000 for FYE12 Funding for Indian Brook Dam repairs include $3,000 from the Operating Budget and $9,000 from the Capital Budget for future repairs and maintenance of the dam. A consulting engineer is currently developing an operational and maintenance plan based on inspection of the dam, valves and gate. A plan with timeline and budget is expected this fall. A total of $4,000 has been expended in FYE12 for the study of existing conditions and development of a management plan. An outline of the plan and projected expenses are expected in Nov/Dec of Tree Farm Purchase No Capital Funds were obligated in FYE12 The voters approved the purchase of the State Tree Farm property on January 21, Funding sources are the proceeds from the sale of Town owned property in the amount of $159,511 and $21,189 of previously designated Capital funds. The transfer of property is still not concluded, but is targeted to be by the end of the calendar year. Legal documents to implement the transfer are in the final stages of development. NOTE: Parks and Recreation Projects 6 through 9 came from the results of the 2004 Recreation Needs Survey. These projects were not identified in the 2011 survey and will be removed from the Capital Project schedule in FYE Youth Softball Field No Capital Funds were obligated in FYE12 and no Budget Expenditure was proposed 7. Basketball Court No Capital Funds were obligated in FYE12 and no Budget Expenditure was Proposed 8. Regulation Ballfield.. No Capital Funds were obligated in FYE12 and no Budget Expenditure was Proposed 9. Twenty Acres of Developed Recreation Land No Capital Funds were obligated in FYE12 and no Budget Expenditure was Proposed 8

9 PATHS AND WALKS: 1. Vermont Route 15 from the Circ Highway to the Miniature Golf Course..No Capital Funds were obligated in FYE12 and no Budget Expenditure was Proposed This account has $3,000 in residual funds; no action is being taken on this project at this time due to other priorities and the lack of sufficient funds to implement a solution. 2. Conceptual Design of a path/walk along VT Route 2A from Old Colchester Road to Pinecrest and north on Pinecrest to the intersection with Suffolk Lane Capital Funds were obligated in the amount of $7,500 for FYE12 A bike/pedestrian path grant was obtained from VTRANS in the amount of $52,500 against a total conceptual design project cost of $70,000. In FYE11, a total of $10,000 was budgeted in the Capital Plan for this project and $8,385 was spent on the design work in that fiscal year. The remaining funds will be spent completing the conceptual design in FYE12. At this time, there is no identified funding source for construction of the walkway.. 3. Scoping/Design of a pedestrian path/linear park from Susie Wilson Road to Pearl Street Park.. Capital Funds were obligated in the amount of $12,000 for FYE12 A grant was applied for in FYE2012 but the Town was unsuccessful in obtaining the grant. VTRANS has since changed the requirements for the grants to only accept proposals for combined design and construction of paths and walks. In the past, the Town was able to segment projects and reduce costs by separating the design phase from the construction phase. Given the cost of this project and the restricted service area, no forward progress is being sought at this time on the project. STORM WATER Construction Projects/NPDES Phase 2 Permit Compliance planning needed to meet existing/new State storm water permit requirements and to repair existing storm water systems not included in the Operating Budget.. Capital Funds were obligated in the amount of $60,000 for FYE12 The purpose of this account is to create a fund for use on major repair of existing storm water systems and for permit compliance under the soon-to-be released NPDES Phase 2 Revised Storm water Permit. There is $124,583 in the account as of June 30, RECOMMENDATION: It is recommended that the Selectboard review and provide input on this status report. A proposed Capital Plan for FYE will be presented to the Selectboard in early January of 2012 as per the Budget schedule. 9

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