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HomeMy WebLinkAboutCCMPacket2017-01-31NOTICE OF CALLED MEETING FOR THE BOARD OF COMMISSIONERS OF THE CITY OF PADUCAH, KENTUCKY There Evill he a Called Nleetiny of the Board of Commissioners of the City of Paducah, Kentucky I) Fuc,day, Jallllal'y 31, 2017, at 5:30 p.m. to ]sold a Board of Coniiiiisslollel"s-Mallagel)lellt Team Workshop. The workshop will be held in the Lower Level Training Room at City Hall, 300 South Fifth Street, Paducah, Kentucky. All members and City of Paducah department directors art I,lr`7ed to be present. The agenda is as follows: Roll Call I'led17e of A11c(_1ilncc I. R & F Called Meeting Notice 11. COIII mISSIOI)-Nlalla`?elr Partnership Guidelines 111. Selection of Criteria for Ranking Capital Projects CERTIFICATE OF SERVICE BeCLIted by electronic mail of a copy to at P.M. On January 27, 2017. Mayor City Clerk Ci O PAID !CAH i � I C'i'r 0=•ii.'c C l y HA _i_, 300 Soul Fi 5 STRc' I P; u: KY 42001 • (270) 444 8503 MEMORANDUM TO: Paducah Board of Commissioners FROM: Jeff Pederson, City Manager CC: City Directors DATE: January 27, 2017 RE: Board of Commissioners and Management Team Workshop There are two discussion topics for the January 31St called Board of Commissioners meeting. The first is a discussion around the Commission — Manager partnership. A draft set of guidelines will be provided at the meeting. The second topic is the selection of criteria for ranking capital projects. Please review the Next Steps Workshop Infrastructure Action Topic Follow Up memo in preparation for the criteria selection activity. •;l'or P,3pV ?I� 3 X Y n 7, MEMORANDUM TO: Jeff Pederson, City Manager FROM: Michelle Smolen, Assistant to the City Manager CC: Paducah Board of Commissioners City Directors DATE: January 27, 2017 RE: Next Steps Workshop Infrastructure Action Topic Follow Up Introduction The Paducah Board of Commissioners along with the City Manager and City directors participated in the Next Steps Workshop led by the National Research Center (NRC) on July 27, 2016, The workshop's purposes were to analyze the results of Paducah's National Citizen Survey, compare them to the 2013 survey results and national benchmarks, assess priorities, and select strategic action topics. After discussion and a round of voting, the group selected four action topics for further review and began identifying strategies to address each topic. One of the four action topics is Infrastructure. The group further defined the Infrastructure action topic as prioritizing capital projects to assist in developing and maintaining a Capital Improvement Plan (CIP), as well as evaluating options for the potential of new or expanded revenue sources. Infrastructure Action Topic Recommendation The budget preparation process has in recent years placed an emphasis on capital project planning because there are a number of large project needs that exceed funding availability. The City Manager's Office recommendation to address the Infrastructure action item is to expand on this effort with a formal capital projects prioritization process as a part of the FY18 budget development, This process is recommended because it aids in decision making by using criteria to objectively rank projects, which is especially helpful when project needs exceed available resources. The task of organizing and coordinating this process was assigned to the Assistant to the City Manager, Capital Project Prioritization Process The City Manager's Office is proposing the following steps to implement a capital project prioritization process: 1. The Board of Commissioners, City Manager and City directors select the outcome criteria for the ranking of capital projects during the Board of Commissioner's meeting on Tuesday, January 31". The criteria explanation follows this section, 2. A staff committee utilizes the outcome and technical criteria selected during the workshop to complete a capital projects prioritization activity in February. 3. Projects and funding options as a result of the project prioritization activity are considered by the Board of Commissioners during budget development in late February and March. Criteria Explanations A project team was charged with researching and evaluating best practices in capital project prioritization exercises to develop criteria options for consideration by the Board of Commissioners, City Manager and City directors. The project team consisted of the Parks Services Director Mark Thompson, Engineering Public Works Director Rick Murphy, Fire Chief Steve Kyle, Finance Director Jon Perkins, Controller Audra Herndon, Accountant Emi Midkiff and Assistant to the City Manager Michelle Smolen. The committee met several times, and their findings are detailed below. The best practice review found the number of criteria in use by cities across the country typically ranged from five to thirteen, but nine is the most common number of criteria. Also, projects are typically prioritized using both outcome and technical criteria. Outcome criteria are the impact the project has to a goal or strategic area. Technical criteria take into consideration the financial, regulatory and timing aspects. Based on this research, staff is recommending capital projects are prioritized using ten criteria. The criteria will consist of five outcome criteria and five technical criteria. The outcome criteria reflect the impact the project has to a goal or strategic result area. This type of criteria used in the capital project prioritization activity varies by community. Therefore, the project team developed the following nine options to be paired down to five during the upcoming Board of Commissioners meeting. Outcome Criteria Criteria Definition Safety Does the project improve public safety and/or promote well-being while reducing risk for the community? Transportation & Mobility Does the project enhance transportation opportunities that make Paducah a multi -modal community? Property, Plant & Infrastructure Integrity Does the project sustain the maintenance and/or improve existing systems and facilities? City Services Is there an impact on the level of service provided by the City? Community Development Does the project promote strategic and sustainable residential and commercial districts? Economic Vitality Does the project promote or contribute to economic vitality? Recreation Does the project enhance cultural, recreational, or learning opportunities by making the City a more favorable place to live? Environmental Does the project preserve the natural environment/resources or Stewardship otherwise contribute to a sustainable community? Technological Does the City gain efficiencies and effectiveness by implementing the Enhancement use of new technology? The technical criteria take into consideration the financial, regulatory and timing aspects of the project. The staff committee reviewed examples of technical criteria. In addition to the outcome criteria listed above, the committee is recommending projects be prioritized using the following technical criteria. Technical Criteria Criteria :Definition Legal Mandate / Is the project legally required by legislation to address a current or Regulatory Compliance future mandate? Implications of Will deferring the project create unsafe conditions and/or result in Deferring the Project significant future costs, loss of service, or system failure? Relationship to Other Is the project timely, and will it sequentially work with other existing Projects/Coordination or proposed community projects? Capital Fiscal Impact Are the funds already dedicated or available for the project, and/or does the project leverage outside funding? Operational Budget Does the City have the existing capacity (staff, equipment, resources, Impact etc.) to support the project? Next Steps The next step is for the Board of Commissioners, City Manager and City directors to select the five outcome criteria to be utilized for the capital project prioritization activity. Please review the proposed outcome criteria in preparation for the criteria ranking activity on January 31St. Detailed explanations of the criteria list will be given duringthe meeting in preparation for the selection of the reduced list.