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X Discretionary Studies D C B Contract A City Council Memorandum To: Mayor Fasbender & City Councilmembers From: City Administrator Dan Wietecha Date: November 16, 2020 Item: Capital Expenditures in 2021 Budget COVID-19 has injected a great deal of uncertainty into City operations. Key among this is the uncertainty of revenues. In direct response to this, we have proposed a “hold the line” budget focusing on maintaining existing service levels. We have also presented a budget that does not rely on local government aid (LGA) to cover capital expenditures. This approach has meant prioritizing potential capital projects and proceeding with them only when money is actually available for them. Across all funds, the total of all identified capital projects is over $17M. Please see attachment “” Capital Project List X Priority Ranking for the complete list of capital projects. The projects have been prioritized by category A-B-C-D, taking into account factors such as public safety, critical to operations, asset preservation, and multi-year sequencing. Please see attachment “Prioritization Overview” for a graphic of the relative ranking of the priority categories. Besides the prioritization, the other aspect of our approach is to proceed with projects when Please see attachment “Calendar of Potential Funding,” for times money is actually available. during the year when we can identify dates that funding might become available. For example, we expect $420K in LGA in late December 2020, when the books are closed around March 2021 we might find that there is available fund balance, etc. But these are really points in time to make decisions, which might be to spend the money on the to save the money. Please see attachment “Calendar of Potential priority list or might be Funding” for economic indicators that might influence our fiscal confidence. For example, at the moment the October 2020 property tax payments were strong, it appears the extended November 20 property tax deadline will also be robust, but the State’s Budget & Economic Forecast in 20 late November 2020 is expected to project a substantial deficit for the upcoming biennium. With these examples, if the LGA comes in December, the City will need to decide whether it is best to use all, some, or none of the LGA on the priority list at that time. The optimistic expectation is that we would use all available funds to continue providing important services and projects for our community. But this approach maintains flexibility if the economy is less certain. Obviously, there are other economic indicators that would also influence our decision. Federal stimulus, business closures (voluntary or mandated), or unemployment rates would also influence each of these decision points. We actually began implementing a version of this approach in mid 2020. With the financial uncertainties at the start of the pandemic, we put a freeze on many expenses, including a number of capital projects that had been in the approved 2020 Budget. As money became available (for example, LGA in July or CARES funds in September) some of these were then approved to proceed (see “Completed in 2020” in the attachment). Other capital projects remained on hold the prioritization list for 2021 (see “2020 Carry Forward Options” and have now become part of in the attachment). Please note that these carry-forward projects do not automatically become first on the list; they are ranked with all of the projects based on the prioritization factors discussed earlier. Similarly, being ranked in the A priority category does not automatically mean that a project is next in line when money becomes available. Instead, I expect we will re-calibrate the list in order to accommodate any capital projects that may have become more or less important over the intervening months. This will help ensure that whatever projects proceed are the most important at that time. Financial Impact: 2021 Budget Committee Discussion: None specific to this memo. Attachments: • Capital Project List X Priority Ranking • Prioritization Overview • Calendar of Potential Funding