[Added 12-7-2010]
A.
As stated in the Town of Barnstable Charter, Section 6-5, Capital
Improvements Plan, the capital improvement plan shall include:
(1)
A clear summary of its contents;
(2)
An itemization of all capital improvements, including those of the
School Department, proposed to be undertaken during the next five
fiscal years with supporting data;
(3)
Cost estimates, method of financing, and recommended time schedules;
and
(4)
The estimated annual cost of operating and maintaining the facilities
included.
A.
Irrespective of the perceived potential for funding, it is most important
that all known capital requirements over the five-year plan period
be included in any submittals. Unless all needs are identified, the
value of the plan will be seriously diminished. Furthermore, it is
essential that the Town Manager, Town Council and the public be kept
informed of all of the Town's capital needs.
B.
Existing capital projects review. Department heads shall review all
previously authorized capital projects for which there is an existing
available balance for the purpose of validating their continued need.
To assist in this review, a schedule of capital appropriations requiring
reauthorization will be prepared by the Finance Division. Unencumbered
balances for all capital projects authorized more than two years prior
shall be terminated effective at the end of this fiscal year. Where
a justifiable need for these projects continues, they should be included
in the current submission for reauthorization by the Town Council.
C.
New projects. All projects must be documented using the Capital Project
Data Sheet. This documentation must include a detailed Project Description,
a well-thought-out project justification, defined impact of denial/postponement,
time and cost estimates, including current year and subsequent years
if multiyear, identification of the source of funding, definition
of operating budget impact (costs and expected savings must be explained),
and any supplemental information for clarification. Each project must
be assigned a department/division priority and must be signed by the
department or division manager. Prioritization of projects must be
consistent with the Town Council's current strategic plan. A summary
listing of all capital projects submitted will be prepared by the
Finance Division in a spread sheet format for distribution/viewing
by the appropriate reviewers.
D.
Definitions for capital project eligibility.
(1)
Major capital project: a capital project that has a total cost of
$250,000 or more and an expected service life of five years or longer
will normally be funded from the Capital Trust Fund as a borrowing
authorization. The only exception to the foregoing threshold are projects
dealing with roads that, subject to funding availability, will normally
be funded from cash reserves. In some instances, where the cost is
beyond the capacity of the Capital Trust Fund (e.g., new building,
etc), the project will be considered for bonding by debt exclusion
or financed by another identified source of funds.
(2)
Capital/maintenance project: Repair or replacement of existing buildings
or equipment, construction of new buildings, land acquisitions, any
nonrecurring capital expenditure, or other capital purchase that costs
$50,000 or more and has a life expectancy greater than three years.
Except in special cases (e.g. reauthorization of a previously approved
project, increase to a previously authorized project, etc.), projects
or items estimated to cost less than the $50,000 will only be considered
within the operating budget under operating capital. These project
will be funded from cash reserves within the Capital Trust Fund.
A.
Review teams. A Town CIP Task Force consisting of 10 members will
evaluate each of the projects. The task force shall be comprised of
the department managers of the Airport, Community Services, Planning
and Development, Police, Public Works, Regulatory Services, Finance,
and Information Systems Departments, the Assistant Director of the
Department of Public Works and a senior manager of the School Department.
In addition, a CFAC subcommittee consisting of no fewer than three
members of CFAC will also evaluate each submitted project. Standard
forms for evaluation and scoring shall be forwarded to the evaluators
at the time the capital project data sheets for all of the projects
are distributed. All projects must be scored regardless of the year
they are to be funded.
[Amended 5-4-2017 by Order
No. 2017-142]
B.
Evaluation criteria. The evaluation criteria shall be consistent
with identified strategic plan areas and shall, at a minimum, include
impact on public health and safety, education, economic development,
infrastructure and protection of capital assets, environment and natural
resources, quality of life, financing, operating cost, planning and
relationship to existing plans, and usage and service demand.
C.
Evaluation approach. The impact of each project on the criteria elements
shall be ranked on a scale of 0 (no impact) to 4 (highest impact)
independently by each evaluator. The results will be consolidated
for each team (Town Task Force and CFAC) by developing an average
score for each criteria element for each project and an overall total
score for each project. The results of the ranking will be provided
to the Town Manager for his consideration in preparing the Capital
Improvements Plan. The CFAC rankings will also be included in the
final CFAC CIP report prepared for the Town Manager and the Town Council.
