Minutes - 2024 - Parks, Pathways & Recreation Commission - 10/17/2024 - RegularTHE CITY OF EAGLE
PARKS, PATHWAYS AND RECREATION COMMISSION
Eagle City Hall, 660 E. Civic Lane
October 17, 2024, 5:30 p.m.
1. CALL TO ORDER: The meeting was called to order at 5:30 P.M.
2. ROLL CALL: DOMENE, FAUSTINA, HUFFAKER, IVIE, LEWIS, MORRISON, RACKLEFF
Absent: Faustina
3. APPROVAL OF MINUTES:
A. Minutes of September 19, 2024
Commissioner Domene moved to approve the minutes of September 19, 2024, as written.
Seconded by Commissioner Morrison. ALL AYES... MOTION CARRIES.
4. PUBLIC COMMENT:
None
5. REPORTS:
None
6. NEW BUSINESS:
A. Nichoel Baird Spencer presented on FY 25 — 28 Capital Plan Update.
7. ADJOURNMENT:
Adjournment made by Chairman Huffaker at 7:15pm
Page 1 of 1
K:\CITY\Committees\PPRC\TEMP WORK AREA\PPRC 10-17-24min.docx
AN AUDIO RECORDING OF THIS MEETING IS AVAILABLE FOR DOWNLOAD AT
W W W.CITYOFEAGLE.ORG
Respectfully submitted:
CHRISTINA GARCIA
CLERK OF THE MEETING
APPROVED:
l l�
MICHAEL HU ' AKE
CHAIRMAN
Page 2 of 2
10/18/2024
CITY OF EAGLE
FISCA YEAR 2025-2029
CAPITAL PLAN
October 17, 2024
Nichoel Baird Spencer MCRP, AICP
Director of Long -Range Planning & Projects
nbaird(cityofeag le.orq
IAri/• ,I
ar�r� I I�
1
THE GOAL:
To provide the City - citizens, elected official, and staff - a
road map for major investments and maintenance within
the City that is collaborative and fiscally constrained.
g
2
1
10/18/2024
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
3
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"
ne First year of the Plan align with the City's
adopted FY25 Budget.
1
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).
4
2
10/18/2024
THIS PLAN...
I
Does: Does Not:
•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
General Fund Dollars that are used to fund the majority of the Capital Maintenance Fund are unincumbered
and can be moved as deemed necessary by the Council.
5
NOT A CAPITAL /MPROVEMENTPLAN
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
6
3
10/18/2024
PLANNING FOR EXISTING & NEW CAPITAL
Lapitai Maintenance ".txlsting
Replacement Upgrade, or renovation of an
existing_capital investment that has a cost of
$1 OK 75K of more and a lifespan of 5-
years or more. For every $ of Capital it is
estimated the City should set aside 3¢ annually.
Example: Flood damage, vehicle replacement,
replacement of park structures
Funrlinrl lvtllydPlinP *** $1.5 million in
GF/year (plus increased capital liability)/year
Capital Projects "New
New project, facility, or investment that has a
cost of "2OK-$75K or more and a lifespan
of 5-years or more.
New parks & Trails, expansion of
existing facilities, may include preliminary
planning & engineering
Funding Guideline: $21 million
FY25-29 Plan resulted in Tess projects by shifting projects out of the plan to Departments for
prioritization & Implementation.
Capital Liability The City's increased cost/responsibility to maintain improve or
replace a piece of infrastructure. Can occur as part of capital maintenance or a
capital project.
7
FY 24 IN REVIEW - MAINTENANCE
FY 2024 Capital Maintenance Year End Review
Project # 'Project Title
Budget
'Spent I%Complete
Comments
. $ 1,050,000.00 $ 2,360.0033121
OK Playground
® $ 103,500.00
PW CM-17
TRL CP-4
MOWN
TRL CM
PW CM-8
IZIEMEM
Pre -Engineering & Savings for construction in Fee 25
COMPLETED
COMPLETED under budget
Jackson House
100,000.00
$ 14,510.00
4.51%
Backbone Infrastructure
Equipment Replacement
FEMA Trail Repair #4 OR Merrill Greenbelt
$
100,000.00
128,000.00
$ 50,000.00
1,200.00
59,804.72
$ 1,200.00
0.00%
00.00%
0.00%
Historic House Survey Completed, carry forward for
specific needs
COMPLETED under budget
COMPLETED under budget
Savings for future FY
COMPLETED under budget
City Council mod #2 & #3 reduced by $84,505, Project
deferred until com.letion of PT&OS Plan
Library Roof
Chambers Recording
Floodway/City Property Protection
2023 & 2024 Trail Maintenance
250,000.00
$ 80,000.00
$
10,000.00
$
40,000.00
$ 249,407.00
$
47,049.80
$ 10,000.00
Incomplete/Carry
Forward Projects
cost Savings/under
Budget
$ 1,183,130.00
99.76%
58.81%
00.00%
0.00%
$ 132,754.92
$ 132,318.75
6.08%
6.06%
COMPLETED under budget
Carry forward to FY 25
Carry forward to FY 25
87.9 % of
project funds
expended/saved
as planned 5°/D
increase from
previous year
FY 24
Maintenance
Implementation
Grade:
3
8
4
10/18/2024
FY 24 IN REVIEW - PROJECTS
FY 2024 Capital Projects Year End Review
77% of
•
GEN CP-1
TP CP-3
Three Cities River Crossing Study l3l.RX)
$ 100,000.00
$ 300,000.00
$ -
$ 301,725.03
0%sWoorking
100.58%Funded
with lTD & COMPASS On scope of work for a
expended/saved
as planned
Eagle Road Ped/Bike Bridge
COMPLETED- Final billing in FY 20, Modification 05
from Trails impact fees &TRL CP-4lo balance
IMEM
I�Ci
TP CP-6
COMMRegional
CEEEM
TP CP-2
" owned sho.
$ 1,010,309.00
$ 450,000.00®
$ 600,000.00
$ 780,000.00
$ 800,000.00
$ 680,000.00
��
liME=111112
$ 53,569.23
0.00%
36.06%
LIMI
788%Saving
Final Engineering, Savings for FY 25 construction
Multi -year Construction with a cost share agreement
for FY 25 Construction, City purchased
streedi:hts
Shifting/Changing
priorities. Two
major projects
incomplete.
Olde Park -Design & Savings
Sport Park
Foothills Shootin: Sports Park
Aikens Street Extension- SAVINGS ONLY
PW CP-13
City Hall Safety
$ 425,000.00
$ -
0.00%Carry
forward to FY 25, see change in scope in FY 25
.12m3PP
I
Linder Road Expansion (SH 44 to FF)
$ 400,000.00�®r..
$ 287,000.00
®
00%1EIMMEMEEMI
Preliminary design, Saving for Construction FY 26
"
I
PW CP-11
Charlie Wood Park Prospectus
$ 20,000.00®
$ 5,458.00
$ 332.50
0.00%Project
6.09%
deferred until completion of PT&OS Plan
Pump purchased from impact fees, installation FY 25,
Idaho Power returned $5,458 in over changes from FY
23
FY 24 Projects
Implementation
Pamela Baker Park
CM1===2
TP CP-8&9
IZZOMIIIMI=
I111=M
Ped/Bike Studies (FF &BL Mk)
500,000.00MEM
$ 200,000.00®
50,000.00
®
0.0026
0.00%
Under Construction- Fall 2024 Completion
Project deferred to ACHD
Grade:
$ 50,000.00
M1 "
75
Cost savings/Under
Budget
®
1=
n- ,
$ )1,725.03)
0.00%
®"
-0.03%
9
FY 24 INCREASED LIABILITY
FY 2024 Increased Capital Liability
Project No.
Project Description
Project Cost
Annual Set- Project
Aside/Project $ Specific Increase
PW CM-15 OK Playground
TRL CP-4 N. Channel Bank Repairs
PW CM-8 Library Roof
P&R CP-8 Foothills Shooting Sports Park
$ 212,120.28
$ 98,776.75
$ 249,407.00
$ 610,812.14
$0.03
$ 6,363.61
$ 2,963.30
$ 7,482.21
$ 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.
10
5
10/18/2024
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 Fundin
A Public Open House on September 18th with Public Comment open
through September 30th — Comment presented at Oct. 2nd mtg.
STEP 1:
DATA
GATHERING
STEP 2:
CITY-WIDE
PROJECT
$COPING
STEP 3:
CITY
COUNCIL
REVIEW
STEP 4:
ADOPT &
BEGIN AGAIN
FY 2025-2029
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
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 Participation
• .. --ired Comparison
Drafting of Fiscally Constrained Pla
City Adoption:
• The Plan is a guide, adopted by resolution
• Plan mirrors the City's FY24-25 Budget
Begin Again:
• Process begins in the Fall death year
• Prioritize 5-years of projects (FY 25-29)
• Refine Public Engagement
sCl
City of Eagle
Capital Planning Process
11
FY 2025 TO FY 2029 CAPITAL PLAN
Projects prioritization includet,
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.
12
6
10/18/2024
FY 2025-2029 Capital Maintenance
Total FY 25
4../1
VDepartment:
1-1—.1
O
Fiscal Year 2025 Maintenance (In Ci 's FY 24-25 Budget)
Maintenance Budget:
$3e67M
SM4
f
Description
Delain
L.0P & PW
Staff Eric Aegenfuu
Heritage Park Renovation Constrvctlon
Year Requested: 2014
Prloriry: Planned Replacement
AminesRe9ud:53M
FY 25-29 PLAN YEAR: 2025
Amount Requested
S 3,000,000
Funding nesenpennitommmts
s,.00 carry Forward InrvzS.
Renovation and eapanslon of Heritage Parr
,Ming new rntmom fadliry, splasKpgand
ems, parklaypm.
Heritage Park
Ce
r E E
V
a
Jackson House
Depenmmk Public's..
Staff: f,Ere Legenfue,
n Rowe$g4,9oln
Year Requested: 2023
Pwit, Planned FY 2023
"noun` Requested:1100K
PUN YEAR: Multiple
$ BAP
Carly Wrward.Restoration ofroof &
Chimney, completion of an adaptive reuse svtly_
NEW General Fund:
$962K (26.2%)
CarryForward:
ZDepanmmC
Z
Um!
Q
Lan
CV
.fir
F
VehicleRepliCernent
Public Works
024RVeM1irk Replarememz
Year equested:2024
loriry: Annual Replacement
mAR:22ed,sSpKPLAN
g 000.000
$50KCany Forward & $SOK new general fund
ReplarenxmtofClryVMlclex Napin,000 i
Plan due to need to save across Firs
$2.7M (73.8%)
Reserves:
$100K (2.7%)
202d&2025TrailMaintenance
Depamnmc Public Works,
2023TailMainMuu
tear Troll stedr 024
YearRequestea:2024
Priority: Annual Planned Replacement
FY Amount
PLAN YeA2ws
$ Sg,000
$38Kcerry Forward A$20K new General Neel
rink., maimenrce Lest year In Ca
Trail Malmena llmovem ere a ..
FY26 m Wdget,n
Outside Funding:
0
$OK (0.O%)
9
3
Friendship Playground
°e
StaDepartment WoEre geniussrke
Friendship Park Playground Replacement
Year Requested:2024
PrlOdry: Planned Replacement
Amount Requested:5130K
FY 2539 PUN WAR: 2025
$ 130,000
Replace play equipment in Friendship Park
ODepartment:
N
f
library Concrete MaintendrKe-
New
Library&Public World
0000SteStare Baumgartner&Eric Eegenlus,
$300K
Immediate Mudo ltiple
PUN WAR:: Muhipk
$ 300,000
New project added byCC at 10-24. added due to
sigiefium issues with liability end trlpping
Isacdon mare
hazards. As proposed to wllee
Fkodwa YPrommlpn (rPCM.1)1ner 25, eemore
Lake orTrall teerCM.cjor.11 atter Pr&OS Plan,
Reducepeal Reserves Zy$33,5D0.
LL
FY 2025 CM Request: $ 3,072,490
13
TM MAIN IMMIX HAN 111P,
Changes Post Public Open House
PW CM-11Heritage Park full build out &
expansion in FY 25
Library Concrete Replacement
Estimated at $300K
Emerging safety need
LIB CM-3
1
Library Concrete Maintenance -
New
Resulted in defunding:
11.11M-6: Lakemoor Trail ($1 10K)
=LI: FY 25 Floodway Protection ($10)
Reserve Transfer: $99,500
1011110111111.1
.011,11001.1111.
'111.110011111011111111111111
01111111111
Department: Library & Public Works
Staff: Steve Bumgatber & Eric Ziegenfuss,
$300K
Immediate Priority
PLAN YEAR:Multipk
300,000
Removed in Fy25 to fund library concrete
replacement
Reduced to pay for police contract & Library
Concrete. Defer until PT&O5 Plan is completed
New project added by CCat 10-24. added due to
sigfcant 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.
14
7
10/18/2024
cn
`1
1 r j
FY 2025 to FY 2029 Funded
Capital Projects at a Glance
M:S=CIM
P&R CP-2
Regional Sports Park - Phase 1
®NZEIE®MEEMETEM
SP° °
PW CP-13
City Hall Facility Projects
na
Project Completed
0A�
li
2
Police Weaponry
Police Level of Service Study
t'B
OA
Based. Need
Project Completed
T&P CP-12
Linder Road (SH-44 to FF)
MI
ra4
Project Completed
Project Summary shows progression is
measured in three categories:
PW CP-17
Q LIB CP.1
Fleet Expansion
Library Facilities Master Plan
�°
lir
�r
OP'
� `
0
On
Or
aet
complete
GEN-CP-1/ T&P CP-10
Three Cities River Crossing (3CRX)
[CM
Protect Completed
Planning/Engineering/Design
T&P CP-1
Olde Park Extension
.71q,
I% Protect Completes
QT&P CP-2
Aikens Street Extension
Ift*
Project Completed
Savings
V
P&RCP-11
Mace Park
rAt,
Project Completed
T&P CP-1
State & Eagle Intersection
,A4
Project Completed
Construction/Purchase
CV
P&R CP-8
Foothills Shooting Sport Park
lir
il° 0 OP 0
P&R CP-9
Parks, Trails & Open Space Master Plan
[n
Project Completed
Let
r!
CV
LL
P&RCP-10
Pamela Baker Park- !pupation Pump only
City Owned Shop
West Park (Terra View)
I%
Ih
elr
0
fir
iir
0
*
iir
0
*
0
0
i1°
MP°
PW CP-2
P&R CP-10
15
FY 2025 to FY 2029 Funded Capital Projects at a Glance
Project No. Project Name
P&R CP-2
PW CP-13
POL CP-2
POL CP-2
Regional Sports Park - Phase 1
City Hall Facility Projects
Police Weaponry
Police Level of Service Study
T&P CA-12 Linder Road (SH-44 to FF)
PW CP-17 Fleet Expansion
LIB CP-1 Library Facilities Master Plan
GEN-CP-1/ T&P CP-10 Three Cities River Crossing (3CRX)
r&P CP-1
r&P CP-2
Olde Park Extension
Aikens Street Extension
P&RCP-11 Mace Park
T&P CP-1 State & Eagle Intersection
P&R CP-8
P&R CP-9
P&R CP-10
PW CP-2
Foothills Shooting Sport Park
FY2i
Sir
Parks, Trails & Open Space Master Plan I VI
Pamela Baker Park - Irrigation Pump only
City Owned Shop
P&R CP-10 West Park (Terra View)
AI
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
16
8
10/18/2024
Changes Post Public Open House
PW CP-13:
LIB CP-3:
Change in Scope, no change in funding
Library Master Plan
Estimated at $50K in FY 27 & FY28
Returned to program as park impact fee only
P&R CM-10:
FY 25 PROJECT CHANGES
P&RCP-10 LIB CP-1 PW CP-13
City Hall Facility
Projects
$ 425,000
LibraryFacilities
Master Plan
$ 150,000
West Park (Terra
View)
$2.05M
Department: Clerk/Treasure & Public
Works
Staff: Tracy Osborn, Kellie Rekow,& Eric
Ziegenfuss
$425K
Med.High Staff Score
Construction FY25
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 glass in rec center and add
Gty Hall Furniture.
Begin saving fora 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
$ 425,000.00
50,000.00
$ 2,056,000.00
NZIE®
MEM
EIZ:M®
50,000.00
50,000.00
Timing of funding will be dependent on
reaching an agreement with the developer and
the build out of the project. Impact Fees from
Ns development could be reimbursed to the
master developer to fund the [Ry's share of
construction.
17
FY 2026 TO 2029 PROJECTS
Things are harder to predict....
'Changes in Fiscal Outlook
Changes in Cost of Construction
Changes in priorities
Unanticipated Partnerships & Opportunities
Changes in Leadership
18
9
10/18/2024
UNPLANNED CAPACITY
Plan is guided by annual planned general fund investment:
$1.5M for Capital Maintenance
Capital Maintenance Unplanned Capacity
MEM
ENS
l
REM
(750,000)
.0 000
369,00
123,000
$1M for Capital Projects
840,000
vital Projects Unplanned Capacity
FY25
FY26
FY28
MIN
$
(425,000.00)
000.00)
650,000.
$
650,000.00
700,000.tr
19
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 & Onen Space Plan
• Preliminary Review of Scope on Sept. 76
• 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 Parkins
• Substantial Completion Oct 31
• Paving 70/17
• 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
10
10/18/2024
Next Step:
November 2025 — Project Solicitation Process
Meetings with Committees, Commissions & Board
QUESTIONS?
21
11