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HomeMy WebLinkAbout(1) CAPITAL IMPROVEMENT NEEDSFrom: Date: RE: Steve Fit:zgibbon. s.., City M.a. na. ger ~~ Rebecca Underh,ll, CPA, Rnd~)lf~or April 18, 2007 Bond Election State Law allows local govemments (municipalities and counties) to issue debt fur public purposes through several vehicles, two of which are Certificates of Obligation and General Obligation Bonds. These debt instruments are very similar. They are generally backed by the full faith and credit of the entity and are secured by property tax revenue. (On occasion, CO's are secured by another dedicated revenue stream.) As tax supported issues, they generally carry similar interest costs. Certificates of Obligation (CO's) are issued with the approval of aty Council, alter proper notice has been published in the newspaper. The publicalJon infurms the public of the Coundl's intent to issue the debt and affords them the opportunity to present a petition in protest of the issue. [f the proper petition is presented, the Coundl may not issue the debt unless it is approved by the voters. [f no petition is presented, the Council can proceed with the debt issuance, lin 1992 the City planned a combination revenue bond / certificates of obligation issue to finance a golf course on Pleasure island. The citizens petitioned, the issue was delayed, the proposition failed at the ballot box, and the COs were not issued. The City Council has used COs four (4) times in the last decade to fund the following projects: · 2000 Certificates, $2.4 million, to fund the 9m Avenue expansion · 2002A Certificates, $15 million, to fund sewer system improvements · 2002B Certificates, $17 million, to fund water improvements and other capital projects · 2002C Certificates, $5 million, to fund the EDC Business Park. The debt service on this issue is being funded by the EDC. General Obligation (GO) bonds are issued subsequent to a bond election. When the bond eleclJon passes, the Coundl has unque~onable authority to issue bonds for the purposes approved, and within the funding level approved. The City held a bond eleddon in 1995 to authorize $32 million in funding for the new water treatment plant facility. Z:~Finance\Capital Projects\CM-Bond Elections,doc City of Port Arthur Office of the City Manager Date: To: Cc: From: RE: 11/9/2006 Mayor and City Coun¢ilmembers Harvey Robinson, Assistant City Manager Mark T. Sokolow, City Attorney Evangeline Green, City Secretary Doris Gill, Admin. A s/~Stant to the City Manager Steve FitzgibbonS;'-'City Manager ' 11/11/06 City Council Retreat The attached information outlines my assessment of immediate capital and operating needs of the City. I have also identified funding mechanisms'for these programs. I submit this to you for your review and discussion at the upcoming retreat. FINANCIAL POSITION OVERVIEW EQUIPMENT AND PERSONNEL NEEDS & CAPITAL PROJECTS ESTIMATED FUND BALANCE AS OF 9/30/06 Based on the preliminary financial report for September, 2006, estimates show balances increasing an estimated $2,333,977 from $9,875,553 to $12,209,530 for the combined general, debt service, utility, solid waste, transit, equipment services, general liability, employee benefits and equipment replacement funds. Fund estimates follow: BALANCE 9/30/05 ESTIMATED BALANCE 9/30/06 ESTIMATED CHANGE GENERAL $ 8,921,579 $10,164,683 $ 1,243,104 DEBT 3,219,866 4,109,359 889,493 WATER & SEWER -5,936,129 -7,127,377 -I,191,248 TRANSIT 24,044 -450,000 -474,044 EQUIP. SERVICES -756,231 -1,052,435 -296,204 GENERAL LIABILITY 447,348 310,979 -136,369 EMPLOYEE BENEFITS 2,976,174 3,939,829 963,655 EQUIPMENT REPLACEMENT 2,147,386 2,438,117 290,731 SOLID WASTE -1,168,484 -123,625 1,044,859 TOTAL $ 9,875,553 $12,209,530 $ 2,333,977 The above numbers do not include the $1,160,000 we expect shortly from Entergy or the approximate $1,000,000 from ORCA for projects that will be reimbursement for storm costs or another estimated $900,000 from FEMA resulting from extending the 100% emergency reimbursement period. There is no guarantee that we will receive all the funds referenced, but I believe it is likely that we will add over $5,000,000 to fund balance and that our adjusted fund balance for 9/30/06 will be above $15,000,000. In the above numbers, I have not addressed windstorm insurance, flood insurance or FEMA reimbursements not related to the 100% emergency extension. I believe that these funding sources will cover damage repair to City buildings and infrastructure and that these costs will not erode the estimated balance. FUTURE REVENUE PROJECTIONS Sales tax revenue, permits and other revenue sources continue to do well. Property tax, down this year due to Hurricahe Rita, should rebound. However, the City's largest source of revenue, industrial district payments, should increase substantially over the next few years. Main reasons for the expected increase are: ten year incentives given to the BASF Cracker and the Valero HOUP project will end in 2008-09; new construction including the Exxon-Mobil, Motiva, TOTAL, Sempra, Valero and others; and substantial increases in assessed value of existing industrial property. What the BASF Cracker, Valero HOUP and other projects will pay or what new projects will come on line is not certain but industrial district revenues could increase more than $10,000,000 from $16,087,824 in 2008/09 to potentially $26,852,807 in 2009/10. This number could possibly increase to $34,748,333 in 2013/14. These increases are probably optimistic but these payments will be substantially higher than current payments. I am attaching a spreadsheet showing possible revenue by company by year through 2013/14. I am also enclosing a spreadsheet showing industrial values by company by fiscal year. (2007 is the actual value as of 1/1/06). Note the increase from fiscal 2006 of $1,661,030,080, or 44%. A number of these companies are protesting the increased values. STORM RELA TED DEMOLITION As you know, the City was able to receive an allocation of over $5,000,000 for housing issues for hurricane recovery of which $1,250,000 can be used for eligible dangerous and dilapidated housing demolition. In addition, the City was awarded $1,500,000 from a Social Services Block Grant allocation for storm-related demolition of dangerous and dilapidated structures. These funds are not limited to housing and can be used for commercial demolition which is much more expensive due to asbestos surveys and other requirements. The $1,250,000 for housing is now available for reimbursement; and, as you know, about forty-five (45) houses were awarded for demolition this week, which should be paid from these funds. The $1,500,000 from the Social Services Block Grant should be in place by December 1st, EDC funds of up to $250,000 per year, for the next two years, will be available for demolition for structures that are not eligible for Federal funding we are receiving through the State. The funds available to us should allow us to remove hundreds of dangerous and dilapidated structures, which should substantially reduce blight and increase new housing and other development possibilities in areas where blight is being reduced or eliminated. We will also be receiving additional administrative money with these funds, and we will probably be adding a demolition inspector and clerical support. I believe the timing on this is especially opportune since planned industrial and related development should result in a substantial housing demand. GENERAL~TYNEEDS In graphs and budget presentations, it has been discussed dozens-of times that the City has reduced non-civil service employees by I/3 from about 631 to about 414 over the last 20 years while the workload has increased substantially. As an example, we have shown many times that water and sewer calls have more than tdpled during this period. We have also discussed a number of times our lack of equipment. We have also mentioned many times, during the budget workshops and in other discussions, the lack of a funded Capital Improvement Plan. In general, infrastructure, capital equipment, parks and non-civil service staffing has not kept up with need as a result of.revenue constraints. The City has a very large land area, which has a major impact on fire costs due to the number of stations needed and amount of police coverage. It also has a major impact on utility and other costs since we have so many miles of lines required to serve relatively few Users. In summary, the City has been cutting employees and equipment due to financial restraints while workload has increased. As is the case with almost all cities that struggle to meet current operations, infrastructure needs suffer and that has been the case in Port Arthur for many years. EQUIPMENT PURCHASE (MAJOR PURCHASES ONLY) SOLID WASTE A recent fire at the City's landfill destroyed the newer (1996) of our two Compactors. The other Compactor was not operating correctly and there were some days we had to close our landfill. As you know, the Council authorized the emergency purchase of a 2004 Caterpillar Compactor for $300,000. This machine is now in use and performing well. The Council has also awarded a contract for a 2006 Caterpillar Compactor at a cost of $460,000. These machines should put us in good shape at the landfill for a number of years. COMMERCIAL & RESIDENTIAL TRUCKS A number of our current garbage trucks are over five years old and life to date maintenance costs are higher than the original purchase price. In addition to cost, reliability is an issue where we quite often miss scheduled residential pickups due to running behind schedule because of equipment problems. Last fiscal year, we were able to purchase two trash trucks to help deal with hurricane debris. We should be in decent shape for trash collection, particularly when volume decreases. RECOMMENDATION Two residential garbage trucks at an estimated cost of $240,000 each and one commercial garbage truck at an estimated cost of $215,000 for a total estimated cost of $695,000 (funding from a five-year lease purchase). PUBLIC WORKS DRAINAGE We are currently behind in drainage activity and do not have the personnel and equipment to maintain ditches in a timely manner, We also do not have the equipment or staff to do as much new construction as we would like to do. We made a request for twenty-one (21) temporary workers through Workforce through these Hurricane Recovery Program which ends in May, 2007 for ditch cleaning. I was told' today our request was approved but that twenty-one (21) might not be available. We will be purchasing mowers, weed eaters, vehicles and other equipment for this effort. We are hopeful that we can do some catch-up with the workers they provide. In addition, I recommend that we purchase a rubber-tired Gradall for ditch cleaning. We currently have one track Gradall for construction and two rubber-tired Gradalls for ditch cleaning. Another rubber-tired Gradall would give us another ditch cleaning crew. Estimated cost of a tired Gradall is $210,000. If the Workforce Program provides staffing, we might not need additional staffing now but we would need three (3) employees for a Gradall crew when the Workforce Program is over. RECOMMENDATION One rubber-tired Gradall at an estimated cost of $210,000 (funding from a five-year lease purchase). STREETS With reduction in CDBG funding, general funding and the increased cost of materials, we are probably using half of the materials for streets that we were using ten years ago. We have the equipment and personnel to do more street work. Even though this would not be equipment purchase, I recommend that the budget be amended to add $400,000 in street materials and $100,000 in overtime. RECOMMENDATION Amend budget adding $400,000 for materials and $100,000 for overtime. UTILITIES The City is considerably behind in making water and sewer taps. An Excavator at an estimated cost of $70,000 plus adding three staff members would give us another tap crew. RECOMMENDATION Purchase a $70,000 Excavator to be funded by lease purchase. POLICE & FIRE Homeland Port Security Interoperability Grant for Communications The Port Arthur Police Department and Port Arthur Fire Department, as well as the Police and Fire Departments of Groves, Nederland and Port Neches, are operating their 800-megahertz radio systems off the Huntsman radio tower. We have had operational problems in the past as well as the issue of our critical communication system being dependent on a private company. The City of Port Arthur and the cities of Nederland, Port Neches and Groves have been awarded a $7,188,544 grant for a complete stand-alone interoperability communications system that includes towers, mobile data computers, updated radio consoles and dispatch systems. This is a 25% match grant with local match being $1,797,136 of which Port Arthur's share is $890,080. The City of Port Neches holds the radio licenses so they are technically the grant applicant. This proposed system will give us backup capabilities and a greatly improve communications system including the ability to access on our patrol car computers. We are planning on requesting a reduction in the match percentage through a waiver process; and, if we are successfui, our match would be reduced. However, there is no assurance that there will be a reduction. RECOMMENDATION Match grant at an estimated cost of $900,000 from equipment replacement fund. A $900,000 expenditure for a piece of equipment is usually purchased through lease purchase for a period of five or seven years. Since we are not directly purchasing the equipment, but providing a match to a Federal grant for the equipment, lease purchase would not be feasible. Since we have funding in our equipment replacement fund, and since we are planning on purchasing three garbage trucks, a Gradall and an Excavator for an estimated $975,000, I would recommend that we use $900,000 in equipment replacement funding to match the Federal grant and lease purchase the garbage trucks, Gradall and Excavator for a five-year term. Totals for major new equipment and proposed major new equipment follow: EQUIPMENT 2004 Caterpillar Compactor 2006 Caterpillar Compactor Residential Garbage Truck Residential Garbage Truck Commercial Garbage Truck Gradall (Tired) Excavator Communication Equipment * Lease Purchase Fund *~Equipment Replacement Fund MATERIALS PURCHASED AUTHORIZED $300,000 $460,000 $300,000 $460,000 Street Materials Street Overtime Staffing Costs Depend On Use Of Workforce Funded Personnel PROPOSED $ 240,000* $ 240,000* $ 215,000' $ 210~00' $ 70,000* $ 900~00'* $ 1,875,000 $ 400,000 $ I00,000 POSSIBLE PROJECTS THROUGH BONDING In visiting with departments on infrastructure and other needs that could be supported by bonds, it is clear to me that our needs could easily justify a bond issue of considerably over $100,000,000. I am told that one study indicates a need for over $30,000,000 in drainage improvements in the Port Acres area alone (probably now $50,000,000 based on cost increases). Drainage projects in other areas of the City could easily be another $100,000,000 plus. Replacing old water and sewer lines could be another $100,000,000, street construction, rehabilitation, curbs, gutters and sidewalks could be another $100,000,000. A needed new Police Station could be $8,000,000 to $10,000,000. We could spend millions on parks and still not be comparable to more affluent cities Clearly our needs are many, many times the size of a bond issue that we could realistically afford. If the Council does do a bond issue, I believe it is extremely important that Council, Staff and citizens understand that we will only be able to deal with our most pressing needs and it would not be realistic to expect that bond paid improvements would address all our needs. POSSIBLE BOND IMPROVEMENTS SEWER We are under a court order to address a number of sewer issues. We are required to begin planning Phase II when we are near completing Phase I. We are near completing Phase I and now need to begin Phase II planning. Estimated costs of required Phase Il work is over $12,000,000. I am hopeful that we could do some of Phase Il under Phase I or that we can find a way to do Phase II at less cost. I am also hopeful that we can get an EDA Grant or we can get this or other water and sewer projects, in part, attached to an appropriations bill. All this said, I would recommend allocating $7,000,000 in bond funds to our court-ordered Phase II Project. If EPA requires additional funding, we can revisit this issue. WA TER Kelly 'Eldridge has proposed projects for water considerably over $10,000,000. We currently have an EDA Grant request for water improvements serving the LNG's. I propose $3,000,000 for water projects that hopefully could be used to match grants. We also will look to Federal appropriation bills and other funding sources. I propose a $1,000,000 meter replacement program. The recent Water Audit Report stressed the need for meter replacements. The Consultant who made the Report told me we had the worst meters and the worst meter placements (and probably the oldest meters) of any city our size he had reviewed. FIRE For a number of years, we have owned property on Ninth Avenue and Highway 73 for the relocation of a Fire Station located on 32nd and Memorial. The proposed new location will provide better fire coverage for the City (based on studies the City has received). Fire Station construction will be an estimated $1,500,000. DRAINAGE In addition to cleaning and some in-house construction, we believe that we can do some work that can help alleviate problems in areas particularly where house flooding occurs. A $2,000,000 allocation may get some work done that will be helpful in two or three areas. More might get done if we could do some of this work using our crews. STREETS As mentioned, we could spend $100,000,000 on streets. I believe we looked at the reconstruction including widening and curb and gutter of one street six or seven years ago at a cost of over $10,000,000. A bond budget of $1,000,000 could supplement our work for such things as chip seal or pavement in some areas through the use of contractors. PARKS As has been discussed during numerous budget meetings, our park system is, and has been, seriously under funded for a long period of time. We are currently hoping to apply for a Parks and Wildlife Grant of $500,000. Major improvements have been discussed for Lucian Adams Park,' Barbara Jacket Park, and a number of other area~. There is also a desire for additional Water/Spray Parks. An additional $500,000 could be available for parks over the next two years from the EDC. I would recommend $1,500,000 in bond funds for park improvements. DEVELOPMENT AND REVITALIZATION INFRASTRUCTURE IMPROVEMENTS With major expansions by area plants, we are seeing a renewed interest in Westside and Downtown revitalization efforts. To attract development and revitalization, the City can invest in infrastructure improvements such as streets, drainage, parking, land acquisition and other improvements to help facilitate growth and revitalization. Funds could also be used to help revitalize City-owned structures or for acquisition and rehabilitation of buildings for city use. I would recommend $2,000,000 for revitalization efforts and infrastructure improvements. BOND RECOMMENDATION SEWER IMPROVEMENTS WATER IMPROVEMENTS WATER METER REPLACEMENT FIRE STATION RELOCATION DRAINAGE STREETS PARKS INFRASTRUCTURE, FACILITIES REVITALIZATION $ 7,000,000 $ 3,000,000 $1,000,000 $ 1,500,000 $ 2,000,000 $1,000,000' $1,500,000 $ 2,000,000 $19,000,000 A bond issue of $19,000,000 would be very aggressive. That said, $19,000,000 represents a small part of total City needs. We recently refinanced $8,000,000 for 16 years at 4%. Assuming that same rate and financing for 20 years, additional debt service costs on $19,000,000 would be $1,400,000 STAFFING NEEDS DRAINAGE Previously, I mentioned the need for more staffing in drainage where we hope to get a number of Workforce funded employees to help us catch up on mowing and cleaning ditches. With an additional Gradall, we will have the need for a crew of four employees. Possibly it could come from Workforce also. If not, we will need four additional employees (estimated annual cost $150,000). UTILITIES As mentioned earlier, with an Excavator and a new tap crew, we would require three new employees at an estimated cost of $115,000. ENVIRONMENTAL/INSPECTION As we work to take down the dilapidated structures, we will need additional clerical support. This cost will be reimbursed through the Rita Recovery Federal/State funds. In addition, I recommend that we add two Environmental Inspectors in an effort to increase cleanup and enforcement efforts. Estimated cost of two Environmental Inspectors will be $80,000. FINANCE - MANAGEMENT INFORMATION SYSTEMS For a number of years, our MIS Department has operated on a budget smaller than departments of comparable size. We have recently done a number of upgrades to our system and both the workload and complexity of the workload have increased. We need to substantially update our internal technology capabilities with two additional staff members (estimated cost $150,000). Staff is looking at ways to better utilize existing equipment. As an example, we currently operate the Gradall for ditch cleaning five (5) days a week eight (8) hours a day. Our tap crew is also working a forty (40) hour week. If we staffed crews for ten (10) hours a day, six (6) days a week, we could get 50% more done with available equipment going from using it forth (40) hours a week to sixty (60) hours a week. In reality, with some overtime now and down time, the increase would be less than 50% but would still be substantial. To do these types of changes, additional staff would be needed. Any additional staffing, or increased overtime, will require a budget amendment so we would have better numbers and more detail prior to bringing any proposals to you. l0 CITY OF PORT ARTHUR FINANCE DEPARTMENT TO: FROM: SUBJECT: DATE: STEVE FITZG IBBONS, CIqW MANAGER REBECCA UNDE1LIIILL, CPA, DIRECTOR OF FINAN~ v COST OF DEBT SERVICE FOR PROSPECTIVE BOND ISSUE 4/19/07 As the City considers a bond issue, the budgetary impact of additional debt service is certainly a consideration. · Current market rates for municipal bonds are hovering around 4.5%. · For each $1 million in debt, the approximate annual debt service cost is $89,000 for 20 years or $62,000 for 30 years. · Currently, the City is committed to the following debt service: Debt Service Requiremen~