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Public Works - Streelight Installation for the Chinden Winco 5/21/2020 12:21 PM City of Meridian FY2020 Budget Amendment Form Personnel Costs Full Time Equivalent(FTE): Fund# Dept.# G/L# Proj.# G/L#Description Total V IDIAN 01 1860 41200 0 Wages C� 01 1860 41206 0 PT/Seasonal Wages 01 1860 41210 0 Overtime Please only complete the fields highlighted 01 1860 41304 0 Uniform Allowance 01 1860 42021 0 FICA $ Amendment Details 01 1860 42022 0 PERSI $ Title: Streetlight Installation for the Chinden WinCo 01 1860 42023 0 Worker's Comp $ Department Name: Public Works 01 1860 42025 0 Employee Insurance $ Presenting Department Name: Public Works Total Personnel Costs $ - Department#: 1860 Operating Expenditures Primary Funding Source: 1 Fund# Dept.# G/L# Proj.# G/L#Description One-Time On-Going Total CIP#: 01 1860 54000 0 Equipment&Supplies $ 196,185 $ 196,185 Project#: 01 1860 0 $ - 01 1860 0 $ Is this for an Emergency? ❑ Yes No 01 1860 0 $ New Level of Service? I] Yes ❑ No 01 1860 0 $ 01 1860 0 $ Clerks Office Stamp 01 1860 0 $ 01 1860 0 $ 01 1860 0 $ 01 1860 0 $ 01 1860 0 $ 01 1860 0 $ 01 1860 0 $ Date of Council Approval 6-2-2020 Total Operating Expenditures $ 196,185 $ $ 196,185 — Capital Outlay Fund# Dept.# G/L# Proj.# G/L#Description Total Ackno d emen Date 01 1860 0 01 1860 0 01 1860 0 Department Director 01 1860 0 �---01 1860 0 5/26/20 5/26/20 01 1860 0 Chief Financial Officer Total Capital Outlay $ Revenue/Donations Liz Strader(via email on 5/26/20 at 4:29pm) Fund# Dept.# G/L# Proj.# G/L#Description Total Coulnqil Liaison 01 1860 0 �4 5/27/20 OS 1860 0 Mayor Total Revenue/Donations $ - Total Amendment Request $ 196,185 Meridian City Council Meeting Agenda June 2,2020— Page 247 of 263 City of Meridian FY2020 Budget A rrirBEs@ps\BusOps\BudgetRates\Budget Prep Rec_10 years\Budget'20Wmendments\Winco-Chinden Streetlights\FY 20 Budget Amendment Chinden-WinCo Streetlights-5-14-20-CM_WS 6/21/2020 12:21 PM City of Meridian FY2020 Budget Amendment Form Total Amendment Cost-Lifetime PriorYear(s) ,' Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Department Name: Public Works Funding 2020 2021 2022 2023 2024 Title: Streetlight Installation for the Chinden WinCo Personnel -- $ - - $ - $ $ - $ - instructions for Submitting Budget Anrondmeom Operating $ 196,185 $ - $ $ $ - > Departmentwdn send Amendment with Directors signature to Finance(Budget Analyst)for—eiw Capital $ - > Depattment will add Amendment to Council Agenda usmg Agenda Manager Software Total $ - $ 196,185 $ $ $ $ > Fiance will send Amendment to Coundi Uaison for signature > Council Uawn will send signed Amendment to Finance Total Estimated Project Cost: $ 196,185 > Finance(Budget Analyst)wnl send apprmed Amendment to the Mayor for acknowledgement/approval Evaluation Questions � Mayor will send Amendment to the Ciry ClerWs office > After Council approval the City Clerk will forward to Finance(Budget Analyst} Please answer all Evaluation Questions using the financial data referenced above. 1. Describe what is being requested? A budget amendment is being requested to fund the continuous street lighting on Chinden Boulevard in conjunction with the new WinCo/Linder Village project. This is similar to the streetlight project approved by Council for the new Costco on Chinden. Project total is$245,224. FY20 budget made available to put toward this project is$49,039 making the total request for this amendment$196,185. 2. Why was this budget request not submitted during the current fiscal year budget cycle? At budget time,it was believed that continuous street lighting on Chinden would be funded by the State's STAR's program. Recently,ITD made the determination that the lights would not be funded by the STAR's program.Therefore,the project must be funded by the City if it's to be completed.As Chinden is a source of many accidents,fundingthis project is important to vehicle and pedestrian safety. 3. What is the explanation for not submitting this budget request during the next fiscal year budget cycle? Chinden Road widening construction has started,and it will be more cost-effective to have the streetlights installed in collaboration with the road widening project due to savings in site restoration and traffic control. 4 4. Describe the proposed method of funding? If funding is split between Funds(i.e. General,Enterprise,Grant),please include the percentage split. List the amounts and sources ofanticipated additional revenue that will result from approval ofthis request. Funding will be from the General Fund. City source of funds for this effort include both current and future development fees along with adjustments to Street Light projects in FY20 and the CFP from FY21-24. 5.Does this request align with the Department/City's strategic plan? If not,please explain how this request was not included in the Department/Citystrategic plan? Yes.City Strategic Plan Goal 4-Safe,Healthy,and Secure 6. Does this request require resources to be provided by other departments? Ifyes,please describe the necessary resources to be provided by other departments. Legal for reimbursement agreements and Purchasing for any necessary contracts/P.O.'s. 7.Does this Amendment include any needed Equipment or Software that will utilize the Cit 's network? Yes or No 8.Is the amendment going to result in the disposal of an asset? Yes or No No--. 9.Any additional comments? !— Total Amendment Request $ 196,185� Every effort should be made to avoid reopening the budgetfor an amendment.Departments will need to provide backup and appear before the City.Council to justify budget amendments. Budget amendments are intended for emergency or mandatory changes to the original balanced budget.Changes to the original balanced budget may cause o funding shortfall. Meridian City Council Meeting Agenda June 2,2020— Page 248 of 263 City of Meridian FY2020 Budget Ar6 BBsops\BusOps\BudgetRates\Budget Prep Rec 10 years\Budget'20\Amendments\Wino-Chinden Streetlights\FY 20 Budget Amendment Chinden-WinCo Streetlights-5-14-20-CM_WS Mayor Robert Simison E IDIAN City Council Members Joe Borton Treg Bernt Public Works !rJ A H a Luke Cavener Liz Strader Department Jessica Perreault Brad Hoaglun TO: Mayor Robert Simison Members of the City Council FROM: Al Christy, Transportation and Utility Coordinator DATE: 5/1/20 SUBJECT: BUDGET AMENDMENT IN THE AMOUNT OF$196,185 FOR STREET LIGHT INSTALLATION FOR THE CHINDEN WINCO PROJECT. REQUESTED COUNCIL DATE: 6/2/20 I. RECOMMENDED ACTION A. Move to: 1. Approve the Chinden WinCo Project Street Light Budget Amendment for $196,185. 2. Authorize the Mayor to sign the amendment. II. DEPARTMENT CONTACT PERSONS Al Christy, Transportation and Utility Coordinator (208)489-0352 Warren Stewart, City Engineer (208)489-0350 Dale Bolthouse, Director of Public Works (208) 985-1257 i III. DESCRIPTION A. Background Over the last year,the Public Works Department has worked with various parties on the WinCo Chinden Blvd. widening project. The initial project plan development included continuous lighting along Chinden Blvd., and was to be funded by a STAR's agreement with WinCo. Recently, ITD made the j determination that continuous roadway lighting would not be funded by the STAR's agreement. This determination has left the City to fund and install the balance of the lighting not included in the development agreement. Meridian City Council Meeting Agenda June 2,2020— Page 249 of 263 Page I of 4 Installing the streetlights during the roadway construction will be more cost effective than installing them after the roadway work is complete. The Public Works Department has coordinated with WinCo to include streetlight installation in the project. This amendment will fund twenty-nine (29) additional streetlights and will provide continuous street lighting east of Linder Road (see attached exhibit). Work on the lights will commence as soon as the budget is approved. This request is similar to the FY20 Chinden Costco Street Lighting amendment approved by Council in November. B. Reason for Amendment This request is for an additional 29 streetlights to be installed on Chinden Boulevard. Continuous lighting on Chinden that is uniform in appearance and installed at the same time will provide the highest level of safety for pedestrians and vehicles. This is especially important as Chinden Boulevard has historically had more serious accidents compared to other roads in Meridian. The main standards for streetlights in the U.S., the AASHTO Roadway Lighting Design Guide and AASHTO Policy on Geometric Design of Highways and Streets, state that continuous lighting generally provides a 30% reduction in nighttime accidents. These standards are enforced by the City of Meridian as shown in Section 6-2 of the Meridian City Design Standards. Also — Section 6-3 of the Standards states that streetlights are required for all development including road widening. Payment on the project will be made once streetlights are installed and have passed inspection. IV. IMPACT A. Fiscal Impact: Funding for this effort includes both current and future development fees along with adjustments to projects in FY20 and the FY21-24 CFP as outlined in the table below. Chinden Winco Street Light Funding Scenario Offsetting Funds Notes Current Development Funds $ 16,930.00 Future Anticipated Development Funds $ 59,255.00 CFP Adjusted FY21—24 Street Lights—Supplemental Projects $ 20,000.00 Lowered FY21-24 $5000 per year Street Light Fixture Upgrade to LED Projects $ 100,000.00 Lowered FY21-24 $25,000 per year Total Identified Offsetting funds $ 196,185.00 FY20 Approved Budget Available $ 49,039.00 Project Total $ 245,224.00 Meridian City Council Meeting Agenda June 2,2020— Page 250 of 263 Page 2 of 4 B. Strategic Im-pact: This program meets our mission requirements to identify and prioritize work to anticipate,plan and provide public services that support the needs of our growing community. C. Service/Delivery Impact: The increase in funding will allow the City to provide the highest level of service for pedestrian and vehicular safety on Chinden Boulevard. V. TIME CONSTRAINTS Time is of the essence. The City does not want to delay the project and there is a lead- time to procure the additional materials. Approved for Council Agenda: S/z 6/zo Meridian City Council Meetin Agenda June 2,2020— Page 251 of 263 Page of 4 &a mo | � .---.oil �| kn | �;a _■ .— ■ lag Black Cat _* ? .... CF \ ,- - f§(E ■ ~ R!£# ■ r Mile \i& a� ff : ■ � • ■ -% ■ Linder ' • — £ � J ( � � 9 7Rgf � --—Meridian Af E {r 0 �t k =r a CD Co O c_ ce CD — — --Locust � Fr =j 3 11if : 0 Omni o --| [ ' $}■ { ' � � 2 Meridian City Council Meet w Agenda June 2.2020 ®