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Minutes - 2024 - Conservation Advisory Committee (CEP) - 11/14/2024 - RegularTHE CITY OF EAGLE CONSERVATION ADVISORY COMMITTEE MINUTES November 14, 2024, 5:30 PM 1. CALL TO ORDER: Chairman Baun calls the meeting to order. 2. ROLL CALL: BAUN, BESSAW, JOHNSON, KOSCIUCH, PELLANT. Present: Baun, Bessaw, Johnson, Kosciuch, Pellant. A quorum is present. Bessaw makes a motion to amend the agenda to move item 4B above reports. Seconded by Pellant. ALL AYE...MOTION CARRIES. B. Fiscal Year 2025-2029 Capital Plan Update': Staffwill review the fiscal year 2025-2029 Capital Plan, adopted on October 22, 2024.. (NBS),.,; Director of Long -Range Planning, Nicoel Baird Spenc,ez,providies ac'presentation on the Fiscal Year 2025-2029 Capital Plan and requests projects, fromCottonniftee ihould they have any. Project requests can be submitted online. 3. REPORTS: '+vlteeF"j` A. Committee: Baun discusses Fish and game signs, PPRC attendance, RPPC Plan status, and Office of Emergency Management Grant opportunities. B. Staff: Planner Hailey Durham reviews the CEP C of 0 list. The letters requesting yearly dues will be sent within the next two weeks. 4. NEW BUSINESS: A. ACTION ITEM- Minutes of August 8, 2024. Bessaw makes a motion to approve the minutes of August 8. Seconded by Pellant. ALL AYE...MOTION CARRIES. B. Fiscal Year 2025-2029 Capital Plan Update: Staff will review the fiscal year 2025-2029 Capital Plan, adopted on October 22, 2024. (NBS) This item was moved to the top of the agenda. C. Review the Charlie Wood Park Concept Parcel Use Recommendation Report. Baun provides an overview of the process of the Charlie Wood Park project and reviews the Concept Parcel Use Recommendation Report. General discussion amongst the Committee regarding potential projects on the site including a wetlands project. D. Review City Owned Properties for Potential CEP Projects. The Committee reviews the City owned properties map and looks for potential CEP opportunities. E. Schedule Future Meetings for 2025. The Committee agrees to meet quarterly beginning January 2025 on the 2nd Thursday of the month at 5:30 p.m. 5. ADJOURNMENT: Baun Moves to adjourn. Seconded by Bessaw. ALL AYE...MOTION CARRIES. Hearing no further business, the Conservation Advisory Committee meeting was adjourned. fully submitted: HO Y CSTCSITS, Id-CMCT DEPUTY CITY CLERK APPROVED: CHA E BAUN, CHA AN AN AUDIO RECORDING OF THIS MEETING IS AVAILABLE FOR DOWNLOAD AT W W W.CITYOFEAGLE.ORG. CITY OF EAGLE FISCAL YEAR 2025-2029 CAPITAL PLAN Nichoel Baird Spencer MCRP, AICP Director of Long -Range Planning & Projects nbaird@cityofeagle.orq THE CITY OF EAGLE BENEFITS OF A CAPITAL PLAN Expands the City's vision to 5-year planning window for capital projects, capital maintenance & capital liability Decreases demand on a single fiscal year Creates an annual process for the public involvement: to hear, understand and request projects- Transparency in Budgeting Creates a City-wide/Cross departmental list of priorities Evaluates competing demands for resources based on City's prioritization and the City's long- term goals and objectives (is one project worth all the funding) Helps position the City for outside funding & partnership options Provides a means for the implementation of strategic and comprehensive plans within the City's fiscal capacity Decreases vulnerability during economic crisis & emergencies WHAT IS THE CAPITAL PLAN? Sets forth the strategies, projects and priorities which the City of Eagle will pursue over the next five years. This is a fiscally constrained plan Only FY 25 is "funded" The first year of the Plan align with the City's adopted FY25 Budget. The remaining years focus on City's priorities (what do we want) and fundings options (what can we afford and &when). Allows elected officials, staff, partner agencies, and the public to work in a coordinated fashion to implement projects (Grants, Public -Private Partnerships, Local $, Cost share agreements & capital planning). THIS PLAN... =Provide the public a list of expected projects Prioritizes projects for funding =Mirrors current FY Budget =Establishes an anticipated cost for projects =Helps the City save for future construction & need Maintenance =Leverages impact fees, General Fund and outside funding options =Guarantee a project beyond an approved contract =Commit the City to construction in a specific year =Commit continued funding of maintenance = Guarantee priorities are constructed in the order of the plan NOT A CAPITAL /AIPROVEA'/ENTPLAN City has three (3) adopted CIPs for the collection of parks, pathways, police impacts these funds. Projects within these plans are prioritized as part of the Capital Plan. Doesn't meet the requirements of Idaho Code 67-8208 Isn't used to collect impact fees just coordinate expenditure Doesn't establish an adopted LOS Doesn't include a complete inventory the existing City assets Water & Fiber as enterprise funds are not part of this plan PLANNING FOR EXISTING & NEW CAPITAL Capital Maintenance"Existing' Replacement Upgrade, or renovation of an existing capital investment that has a cost of of more and a lifespan of 5-years or more. For every $ of Capital it is estimated the City should set aside 3¢ annually. Flood damage, vehicle replacement, replacement of park structures Funding Guideline f `4: $1.5 million in GF/year (plus increased capital liability)/year Capital Projects "New" New project, facility, or investment that has a cost of 75K or more and a lifespan of 5- years or more. Exam New parks & Trails, expansion of existing facilities, may include preliminary planning & engineering Funding Guideline: $1 million Capital Liability: The City's increased cost/responsibility to maintain improve or replace a piece of infrastructure. Can occur as part of .;apital maintenance or a capital project. FY 24 IN REVIEW - MAINTENANCE FY 2024 Capital Maintenance Year End Review Project # Project Title Budget Spent % Complete Comments 8 7 9 % of PW CM-1 Heritage Park $ 1,050,000.00 $ 2,360.00 0.22% Pre -Engineering & Savings for construction in Fee 25 PW CM-15 OK Playground $ 212,120.28 $ 212,120.28 100% COMPLETED project funds IT CM-7 Servers $ 103,500.00 $ 56,674.27 54.76% COMPLETED under budget PW CM-17 Jackson House $ 100,000.00 $ 14,510.00 14.51% Historic House Survey Completed, carry forward for specific needs expended saved as 0 5% TRL CP-4 N. Channel Bank Repairs $ 100,000.00 $ 98,776.75 98.78% COMPLETED under budget planned ITCM-3 Backbone lnfrastructure $ 128,000.00 $ 44,323.23 34.63% COMPLETED under budget increase from PW CM-13 Vehicle Replacement $ 50,000.00 $ - 0.00% Savings for future FY PW CM-16 Equipment Replacement $ 1,200.00 $ 1,200.00 100.00% previous year COMPLETED under budget TRL CM-11 FEMA Trail Repair #4 OR Merrill Greenbelt $ 59,804.72 $ - 0.00% City Council mod #2 & #3 reduced by $84,505, Project deferred until completion of PT&OS Plan PW CM-8 IT CM-8 Library Roof $ 250,000.00 $ 249,407.00 99.76% COMPLETED under budget FY 24 Carry forward to FY 25 Chambers Recording $ 80,000.00 $ 47,049.80 58.81% TP CM-1 Floodway /City Property Protection PW CM-15 2023 & 2024 Trail Maintenance $ 10,000.00 $ 40,000.00 $ 10,000.00 $ - 100.00% 0.00% COMPLETED Carry forward to FY 25 Maintenance Implementation Grade: B $ 2,184,625.00 FY 24 Budget Savings for future Incomplete/Carry Forward Projects Cost Savings/Under Budget $ 736,421.33 Spent FY 24 33.71% % of Budget $ 1,183,130.00 $ 132,754.92 54.16% 6.08% $ 132,318.75 6.06% FY 24 IN REVIEW - PROJECTS FY 2024 Capital Projects Year End Review 77% of ro'ect funds Project # Project Title Budget Spent % Complete Comments GEN CP-1 Three Cities River Crossing Study (3CRX) $ 100,000.00 $ - 0% Working with ITD & COMPASS On scope of work for a expended/saved study TP CP-3 Eagle Road Ped/ Bike Bridge $ 300,000.00 $ 301,725.03 100.58% as planned COMPLETED- Final billing in FY 24, Modification #5 Funded from Trails impact fees & TRL CP-4 to balance TP CP-1 PW CP-2 TP CP-6 P&R CP-2 Eagle & State Street (ACHD Project) City Owned Shop Olde Park -Design & Savings Regional Sport Park $ 1,010,309.00 $ 450,000.00 $ 600,000.00 $ 780,000.00 $ 129,222.72 $ - $ 216,382.82 $ 739,976.54 12.79% 0.00% 36.06% 94.87% Construction in FY 24 & FY 25 Shifting/Changing Savings for Future FY Final Engineerin: Savin: for FY 25 construction priorities. Two Multi -year Construction with a cost share agreement P&R CP-8 TP CP-2 Foothills Shooting Sports Park $ 800,000.00 $ 610,812.14 76.35% substantially Complete major projects incomplete. Aikens Street Extension- SAVINGS ONLY $ 680,000.00 $ 53,569.23 7.88%streetlights Saving for FY 25 Construction, City purchased PW CP-13 City Hall Safety $ 425,000.00 $ - 0.00% Carry forward to FY 25, see change in scope in FY 25 TP CP-12 P&R CP-11 Linder Road Expansion (SH 44 to FF) Parks, Trails & Open Space Master Plan $ 400,000.00 $ 287,000.00 $ 12,325.00 $ - 3.08% 0.00% Preliminary design, Saving for Construction FY 26 RFP prepared, waiting for staff assignment P&R CP-7 Charlie Wood Park Prospectus $ 20,000.00 $ - 0.00% Project deferred until completion of PT&OS Plan PW CP-11 Pamela Baker Park $ 5,458.00 $ 332.50 6.09% Pump purchased from impact fees, installation FY 25, Idaho Power returned $5,458 in over changes from FY 23 FY 24 Projects Implementation PW CP-9 Mace Park $ 500,000.00 $ 132,638.04 26.53% Under Construction- Fall 2024 Completion TP CP-8 & 9 PW CP-17 Ped/Bike Studies (FF &BL Rds) Fleet Expansion $ 200,000.00 $ 50,000.00 $ - $ - 0.00% 0.00% Project deferred to ACHD Grade: Savings for future FY LIB CP-1 Library Master Plan- SAVINGS ONLY $ 50,000.00 $ 6,657,767.00 FY 24 Budget $ - $ 2,196,984.02 Spent FY 24 0.00% 33.00% % of Budget Savings for future FY C �' Savings for future Incomplete/Carry Cost Savings/Under Budget $ 2,928,809.23 $ 1,528,573.28 $ (1,725.03) 43.99% 22.96% -0.03% FY 24 INCREASED LIABILITY FY 2024 Increased Capital Liability Project No. Project Description Project Cost Annual Set- Aside/Project $ Project Specific Increase PW CM-15 OK Playground $ 212,120.28 $0.03 $ 6,363.61 TRL CP-4 N. Channel Bank Repairs $ 98,776.75 $ 2,963.30 PW CM-8 Library Roof $ 249,407.00 $ 7,482.21 P&R CP-8 Foothills Shooting Sports Park $ 610,812.14 $ 18,324.36 TOTAL PROJECT COST: $ 1,171,116.17 NEW LIABILITY: $ 35,133.49 FY 2026 the staff will request an increase to the annual capital maintenance set -aside of $1.6M due to increased capital maintenance due to construction. THE PLANNING PROCESS Six (6) outreach meeting with the Committees. Commissions & Boards. October to December 2023 - online project submittal process Eagle City Council held 1 Quarterly reviews: Q1 2024- Does Council wish to continue? Four (4) workshops between February & June of 2024: February 21, 2024, March 14, 2024, April 3, 2024, June 19, 2024 Focus on Changes in Funding A Public Open House on September 1 8th with Public Comment open through September 30th — Comment presented at Oct. 2nd mtg. STEP 1: DATA GATHERING Collect data about the facilities and services the City provides: • Annual budget expenditures and revenue sources • Annual operation & maintenance practices • Major Capital Maintenance and upgrades • Calculate increase Capital Liability City Committees, Commissions & Boards Ideas STEP 2: CITY-WIDE PROJECT SCOPING STEP 3: CITY COUNCIL REVIEW STEP 4: ADOPT & BEGIN AGAIN FY 2025-2029 Project Scoping: • Preliminary Scoping by City Departments • First Review by the City Council • Staff Prioritization & Scoring City Council Review: • Review of all projects submitted • Review of staff Scoring • Review of Public F aitic pation arison Draftin•of Fiscally Constrained Plan` .� City Adoption: • The Plan is a guide, adopted by resolutio • Plan mirrors the City's FY24-25 Budget Begin Again: • Process begins in the Fall of each year is • Prioritize 5-years of projects (FY 25-29) • Refine Public Engagement m ,� City of Eagle Capital Planning Process FY 2025 TO FY 2029 CAPITAL PLAN rrojects prioritization includes: 1) City Council's Prioritization Committee, Commission, & Board Recommendation (October & November 2021) Staff Scoring updates Council Project by project prioritization (2 rounds) 2) Year Requested Staff Updated project request years based on current conditions 3) Leveraging & Inclusion CIP Plans completed in compliance with Idaho Code 67-82 Parks, Pathways & Police 4) Availability of Funding Plan is fiscally constrained limited to $7.5M in maintenance & $5M in Projects across 5 years Prioritization is influenced by the availability of outside funding 5) Compliance with Planning Goals Highest ranked projects get priority funding in the year requested. 1 Lel ce li FY 2025-2029 Capital Maintenance Fiscal Year 2025 Maintenance (In City's FY 24-25 Budget) CM P Description Details Amount Requested Funding Description/Comments f 3 a Heritage Park Department: LRP&P & PW Staff: Eric Ziegentuss Heritage Park Renovation Construction Year Requested: 2024 priority: Planned Replacement Amount Requested: $3M FY 25.29 PLAN YEAR: 2025 $ 3000000 M in Carry Forward & 51.9M in FY 25. Renovation and expansion of Heritage Park Renov$1.04ation including new restroom facility, splashpad, and new park layout. uu Jackson House Department Publik Works Staff: Eric Z egenfuss Jackson House Year Requested: 2023 Priority: Planned FY 2023 Amount Requested: $1001C PLAN YEAR: Multiple $ 84,490 $84.490 in Carry Forward. Restoration of roof & Chimney, completion of an adaptive reuse study. m f itAmount Vehicle Replacement Department Pub&[ Works 2024 Vehicle Replacements Year Requested: 2024 priority: Annual Replacement Requested: SSOK PLAN YEAR: 2025 5 100,000 $50KCany Forward & $50K new general fund. Replacement of City Vehicles. Kept in capital plan due to need to save across FYs u. 3 a 2024 & 2025 Trail Maintenance Department Public Works Staff: Eric Ziegenfuss 2023 Trail Maintenance Year Requested: 2024 priority: Annual Planned Replacement Amount Requested: $40K FY 25-29 PLAN YEAR: 2025 $ 58,000 $38K Carry Forward & $20K new General Fund. Trail upkeep and maintenance. Last year in Capital M aintenance, will move to department budget in FY 26 a g o Friendship Playground Department Public Works Staff: Eric Zlegenfuss Friendship Park Playground Replacement Year Requested: 2024 Priority: Planned Replacement Amount Requested: $130K FY 25-29 PLAN YEAR: 2025 $ 130,000 Replace play equipment in Friendship Park U9 CM•3 Library Concrete Maintenance- ,W Department: Library & Publik Works Staff: Steve Baumgartner & Eric Zsegeofuss, $300K Immediate Priority PLAN YEAR: MultipleLakemoor $'� New project added by CC at 10-24. added due to significant issues with liability and tripping hazards. As proposed this action will Remove Floodway Protection (TP CM.1) in FY 25, Remove Trail (TRL CM-6) until after PT&OS Plan, Reduce Capital Reserves by $99,500. FY 2025 CM Request: $ 3,672,490 Total FY 25 Maintenance Budget: $3.67M NEW General Fund: $962K (26.2%) Carry Forward: $2.7M (73.8%) Reserves: $100K (2.7%) Outside Funding: $0K (0.0%) Changes Post Public Open House W CM-): Heritage Park full build out & expansion in FY 25 LIB CM-3: Estimated Emerging Library Concrete Replacement at $300K safety need LakemeeF4Fal: Library Concrete Maintenance - New Resulted in defunding: TRL CM-6: Lakemoor Trail ($1 10K) TP CM-1: FY 25 Floodway Protection ($10k) Reserve Transfer: $99,500 Department: Library & Public Works Staff: Steve Bumgatber & Eric Ziegenfuss, $300K Immediate Priority PLAN YEAR:Multiple 300,000 Removed in FY 2S to fund library concrete replacement Reduced to pay for police contract & Library Concrete. Defer until PT&OS Plan is completed New project added by CC at 10-24. added due to sigifcant issues with liability and tripping hazards. As proposed this action will Remove Floodway Protection (TP CM-1) in FY 25, Remove Lakemoor Trail (TRL CM-6) until after PT&OS Plan, Reduce Capital Reserves by $99,500. Funding Option 1: Remove Floodway Protection (TP CM-1) in FY 25, Remove Lakemoor Trail (TRL CM-6) until after PT&OS Plan, Reduce Capital Reserves by $99,500. Will result in Reserves at 98% of desired levels. 125 to FY 2029 Funded Ca • ital Projects at a Glance Project Name FY25 1 FY26 1 FYZ7 1 FY28 9 LL J OCP J CP-2 Regional Sports Park - Phase 1 SIP * 'l` PW CP-13 City Hall Facility Projects efit, Project Completed 2 Police Weaponry fa Based on Need rt CP-z Police Level of Service Study Project completed T&P CP-12 Linder Road (SH-44 to FF) �� Pro ect Completed PW CP-17 Fleet Expansion liar Sir ifk -.NI) LIB CP-1 Library Facilities Master Plan lit 4P° 40' ,, it i Project Complete GEN-CP-1/ T&P CP-10 Three Cities River Crossing (3CRX) rr Oil Project Completed T&P CP-1 Olde Park Extension Vali, fret: Project Completed T&P CP-2 Aikens Street Extension Project Completed P&R CP-11 Mace Park *.iii. Project Completed Cli N 1 T&P CP-1 State & Eagle Intersection fa4 Project Completed P&R CP-8 Foothills Shooting Sport Park ',° ` f' * f P&R CP-9 Parks, Trails & Open Space Master Plan OA Project Completed r ! N P&R CP-10 Pamela Baker Park - Irrigation Pump Only 2 4t lit SP IP PW CP-2 City Owned Shop VA I° * * P&R CP-10 West Park (Terra View) `` Project Summary shows progression is measured in three categories: Planning/Engineering/Design Savings Construction/Purchase Q `J L) FY 2025 to FY 2029 Funded Capital Projects at a Glance Project No. Project Name P&R CP-2 PW CP-13 L CP-2 CP 2 PW CP-17 GEN-CP-1/ T&P CP-10 Regional Sports Park - Phase 1 FY25 City Hall Facility Projects Police Weaponry Police Level of Service Study Linder Road (SH-44 to FF) Fleet Expansion Library Facilities Master Plan Three Cities River Crossing (3CRX) Olde Park Extension P&R CP-11 P&R CP-8 Aikens Street Extension P'* Mace Park State & Eagle lntersection Foothills Shooting Sport Park P&R CP-9 P&R CP-10 PW CP-2 P&R CP-10 Parks, Trails & Open Space Master Plan Pamela Baker Park - Irrigation Pump Only City Owned Shop West Park (Terra View) Change in Scope Savings Only Archery Only Total FY 25 Projects Budget: $7.732 M NEW General Fund: $1.43M (18.4%) Carry Forward: $3.48M (45.1%) Impact Fes: $232K (3%) Reserves: $450K (5.8%) Outside Funding: $2.13M (27.6%) Funded From Reserves- savings only Added back: Developer built, Impact fee only funding Changes Post Public Open House PW, CP-1. LIB CP-3: 3•, Change in Scope, no change in funding Library Master Plan Estimated at $50K in FY 27 & FY28 P&R CCu-_ u r1 a CO Returned to program as park impact fee only City Hall Facility Projects Library Facilities Master Plan $ 425,000 Department: Clerk/Treasure & Public Works Staff: Tracy Osborn, Kellie Rekow, & Eric Ziegenfuss $425K Med-High Staff Score Construction FY25 $ 150,000 West Park (Terra View) $2.05M Department: Library Staff: Steve Baumgartner $150K Study Only No Public Score High Staff Score TBD Department: LRP&P, Public Works & Planning Staff: Nichoel Baird Spencer, Eric Ziegenfuss, & Bill Vaughan $2.056 Million Requested Impact Fee Eligible Med-Hi:h Public Priori Merger of three City Hall facility projects into a single FY 24 expenditure - City Hall safety improvements, Clerks Office Reconfiguration & Glass in Rec Center. FY 25 the project will remove the gloss in rec center and add City Hall Furniture. 425,000.00 Begin saving for a Library Master Plan that will help direct investment, expansion and the provision of services. This savings was set aside by the Library Board before the Library became a City Dept. The project will need to be ranked in future years for funding. Merged with West Side Park with Terra View, update based on CC approval. IF approved in a separate agreement the City could fund up to $2.056 M through a reimbursement of impact fees. Primarily funded through Impact fee reimbursement for the Terra View development. $ 425,000.00 100,000.00 $ 50,000.00 $ 2,056,000.00 FY25 FY26 FY27 FY28 FY29 50,000.00 50,000.00 $ Timing of funding will be dependent an reaching an agreement with the developer and the build out of the project. Impact Fees from this development could be reimbursed to the master developer to fund the City's share of construction. FY 2026 TO 2029 PROJECTS Things are hrirder to predict.... Changes in Fiscal Outlook Changes in Cost of Construction Changes in priorities Unanticipated Partnerships & Opportunities Changes in Leadership UNPLANNED CAPACITY Plan is guided by annual planned general fund investment: $1.5M for Capital Maintenance Capital Maintenance Unplanned Capacity FY 25 FY26 riz7 FY28 FY29 (750,000) $1 M for Capital Projects 0,000 369,000 123,000 840,000 c,apitalPri d Capacity FY25 FY26 7 FY28 FY29 (425,000.00) $ (71 5.000.00) 650,000. $ 650,000.00 $ 700,000.00 THE FY 25-29 PLAN ADOPTION STATUS City Council adoption — October 22, 2024 Starting implementation of plans for: • Heritage Park Engineers scope @ October 22, 2025 CC mtg - Bid solicitation tentatively schedule Feb. 2025 Construction substantial completion October 2025 Parks, Trails & Open Space Plan Preliminary Review of Scope on Sept. 16 Waiting on Mayor's direction for staff assignment • Jackson House Re -Use Study Scope of Work @ October 22, 2025 CC mtg - Sport Complex 2025 Capital Campaign Goal: $ • Police LOS Study • 3CRX Scope • DT Mobility Phase 2 (including Aikens) 100% design plans Bid November 2024 ■ Olde Park Place Extension Property acquisition underway ■ Mace Parking Substantial Completion Oct 31 Paving 10/17 Archery Range Late October Ribbon Cutting No funding for future phases planned Pamela Baker Park Irrigation conversion West Park Impact fee reimbursement under negotiation Friendship Park TBD- construction in Spring of 2025 Trail Maintenance Projects determined by PW * Maintenance Projects Next Step: November 2025 — Project Solicitation Process Meetings with Committees, Commissions & Board