SC - City of Beaufort: City Council Worksession Agenda

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City Council Worksession Agenda

CITY OF BEAUFORT

1911 BOUNDARY STREET BEAUFORT MUNICIPAL COMPLEX

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BEAUFORT, SOUTH CAROLINA 29902 (843) 525-7070

CITY COUNCIL WORKSESSION AGENDA January 14, 2020

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NOTE: IF YOU HAVE SPECIAL NEEDS DUE TO A PHYSICAL CHALLENGE, PLEASE CALL IVETTE BURGESS 525-7070 FOR ADDITIONAL INFORMATION

STATEMENT OF MEDIA NOTIFICATION

In accordance with South Carolina Code of Laws, 1976, Section 30-4-80(d), as amended, all local media was duly notified of the time, date, place and

agenda of this meeting.

WORKSESSION - City Hall, Planning Conference Room, 1st Floor - 5:00 PM

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I. CALL TO ORDER

A. Mike McFee, Mayor Pro Tem

II. DISCUSSION ITEMS

A. Discussion on the Capital Improvement Plan B. Overview of the City's Financial Status C. Business Licensing Legislation D. Update on Cyber

Security
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III. EXECUTIVE SESSION

A. Pursuant to Title 30, Chapter 4, Section (70) (a) (2) of the South Carolina Code of Law: Legal Briefing on Pending Litigation.

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IV. ADJOURN

CITY OF BEAUFORT DEPARTMENT REQUEST FOR CITY COUNCIL AGENDA ITEM

TO: CITY COUNCIL DATE: 12/12/2019 FROM: AGENDA ITEM TITLE: Mike McFee, Mayor Pro Tem

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MEETING DATE: 1/14/2020

DEPARTMENT: City Clerk

BACKGROUND INFORMATION:

PLACED ON AGENDA FOR:

REMARKS:

CITY OF BEAUFORT DEPARTMENT REQUEST FOR CITY COUNCIL AGENDA ITEM

TO: CITY COUNCIL DATE: 1/9/2020 FROM: Kathy Todd AGENDA ITEM TITLE: Discussion on the Capital Improvement Plan

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MEETING DATE: 1/14/2020

DEPARTMENT: Finance

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BACKGROUND INFORMATION:

The Capital Improvement Plan (CIP) was developed in FY 2013 and the resolution of the CIP was adopted in FY 2014. Attached are the documents that

were presented to City Council and other organizations. Each year, based on discussion and feedback from the City Council, the CIP is updated. The discussion is to assist City staff in updating the CIP for FY 2021-FY 2025 and its affect on the FY 2021 budget planning process.
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PLACED ON AGENDA FOR:Discussion

REMARKS:

ATTACHMENTS: Description Type Upload Date CIP Presentation from FY 2013 Cover Memo 1/9/2020 CIP Frequently Asked Questions from FY 2013 Cover Memo

1/9/2020 FY 2020 Capital Improvement Plan Cover Memo 1/9/2020
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Overview of Projects, Funding and Timing Presented to Northern Regional Plan Implementation Committee

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May 24, 2013

This presentation was developed to begin discussions of formalizing the capital improvement plan for the City that is integrated with the

Comprehensive Plan.
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This document is one of three presentations focused on capital and the adoption of a capital budget for FY 2014.

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There are no recommendations contained in the information presented.

2

What Is A Capital Improvement Plan?

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A Capital Improvement Plan or Program (CIP) is a plan that assesses capital facility needs against its overall goals and objectives.

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It uses a multi-year planning horizon, that has a close relationship to the Comprehensive Plan.

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It contains projects budgeted in the current fiscal year as well as projects in subsequent fiscal years for which funding may not have been obtained

or authorized.
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Since the CIP is not a legally binding document it can and does change. Often seen as a rolling document since older projects drop off when

Tagged Passions:capital spending and Capital Spending

completed and new ones are added each year.

There are series of documents that form a relationship to the Capital Improvement Plan. The Comprehensive Plan The Strategic Plan Long-term Operating

Budget Plan
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Capital Budget Operating Budget

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Affordability Analysis Capital Needs Study

3

Relationship of Capital Improvement Plan to Other Documents

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Comprehensive Plan

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Strategic Plan (Civic Master Plan)

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Affordability Analysis

Capital Needs Study Capital Improvement Plan Capital Budget

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Operating Budget

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Long-term Operating Budget Plan

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4

Other Documents In 2009 Vision Beaufort Comprehensive Plan included a wealth of

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information about targeting public investment, establishing community design objectives, pursuing potential catalyst projects, and most importantly,

implementing the vision that will guide Beaufort into its next decade of growth and development.
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The above contains excerpts from the recently published Civic Master Plan

The Civic Master Plan is the result of extensive efforts to establish principles and standards for all public and private development and provides a

guide for identifying and promoting investments within the City.
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The Civic Master Plan is expected to generate discussion points, establish budget priorities, and create implementation objectives for the City over

the next generation.
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The Civic Master Plan is the City s Strategic Plan that is instrumental in developing the City s Capital Improvement Plan and the Capital Budget.

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From the Comprehensive Plan, City Council charged the Redevelopment Commission to develop the Strategic Plan that is now know as the Civic Master

Plan
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Capital Improvement Plan and Budget

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The capital budget is a separate budget document but the current funding commitments are rolled into the adopted Operating Budget.

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The capital budget contains detailed information about the design, costs, financing and schedule for the capital projects for the current fiscal

year.
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The capital budget is where funds for capital projects are identified and authorized as part of the budget adoption process.

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The capital budget is the first document of the Capital Improvement Plan.

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The heart of the Capital Improvement Plan is the projects. Categorized by major elements that link to the Comprehensive plan and the

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Strategic Plan , the City s Civic Master Plan. The CIP contains a series of tables that show what projects will be built, when,

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where, and how much they will cost. The CIP and the Capital Budget are presented together and contain a summary

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of funding sources available to fund the projects.

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There are funded and unfunded CIP projects that need to be taken into consideration in making budget decisions.

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It is the implementing document.

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7

Capital Budget Expenditures related to completing Capital projects generally span longer

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than an operating year.

There is an integration between the Capital projects budget and the operating budget.

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Once the decision to move forward on implementing capital projects, those plans can not be easily changed.

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Step to developing a CIP and Capital Budget: Organize the process. Identify the Projects and Funding Options Select the projects. Prepare and

Recommend a Capital Plan and Budget. Adopt the Capital Budget.
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Adopt the capital budget with the entire amount for all the approved projects that are funded in the current fiscal year, regardless of whether those

funds will be spent in a year or not.
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Any unused funds from the current year are carry forward into the next fiscal year budget and approved again as part of the adopted budget process.

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New projects are added to the capital budget during the budget process as funding become available.

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8

Developing The Capital Improvement Plan Identified projects from Chapter 11 of the Civic Master Plan that had a 1-3

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year implementation projection. Identified other capital projects related to Stormwater drainage or other

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Public Works areas.

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Obtained project estimates in current year dollars.

Developed a schedule by major category, tying funding and time a timeline to each project that can be assigned through the capital budgeting process.

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9

What is next? Link the projects identified to the Sector plans identified in Chapter 11 of

the Civic Master Plan by Sector. Review the list to ensure that it contains the priority list of projects that City

Council would like to complete in 1 -3 years.

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Review the funding options and the timing for each project.

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Take a closer look at each Sector plan to assist in developing the Capital Project Budget.

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10

QUESTIONS?

1

March 26, 2013

Frequently Asked Questions: Beaufort SC Capital Improvement Plan FY2014

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1. What are capital improvements ?

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Answer: A capital improvement generally is defined as a non-recurring expenditure or any expenditure for physical improvements, including costs for

the acquisition of existing buildings or land; construction of new structures such as the proposed 2.27 million new Beaufort fire station at Mossy Oaks; construction/expansion of streets, highways, sidewalks or utility lines; acquisition of fixed equipment including police vehicles or fire trucks; landscaping; and similar expenditures.
Tagged Passions:Homebuilder, construction, equipment, expansion, streets, utility, capital spending, Utility, public safety, fire departments and districts, Capital Spending, transportation, and Pedestrian

Capital improvements are investments in the infrastructure in this case, for the City of Beaufort.

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2. So what is a Capital Improvement Plan?

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Answer: Beaufort s Capital Improvement Plan (CIP) is a plan that examines capital needs against the City s overall goals and objectives. The Capital

Improvement Plan is a short-range plan, usually one to five years, which identifies capital projects and equipment purchases, provides a planning schedule and identifies options for financing the plan. The plan links the City and its comprehensive and strategic plans to the City s annual budget.
Tagged Passions:planning, equipment, strategic, budget, capital spending, Capital Spending, and purchasing

Key elements include: It uses a multi-year timeframe that ties to the Civic Master Plan It contains projects budgeted in FY14 as well as projects in

subsequent fiscal years
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for which funding may not yet have been obtained or authorized, including grants Since the CIP is not a legally binding document it can and does

change. Frequently, the Capital Improvement Plan is seen as a rolling document since older
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projects drop off when completed and new ones are added each year.

There are series of documents that form a relationship to the Capital Improvement Plan: 1. The Comprehensive Plan

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2

2. Beaufort Civic Master Plan (the Strategic Plan) 3. Long-term Operating Budget Plan 4. Capital Budget 5. Operating Budget 6. Affordability Analysis

7. Capital Needs Study
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3. What goes into developing a Capital Improvement Plan for the City of Beaufort?

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Answer: It s a multi-step process to tie capital needs to the Beaufort Civic Master Plan and Council goals. Key points include: Expenditures related

to completing Capital projects generally span longer than an operating year; there is an integration between the Capital projects budget and the operating budget; and once the decision is made to move forward on implementing capital projects, those plans cannot easily be changed because of payments made and projects being started.
Tagged Passions:council, budget, capital spending, and Capital Spending

During staff review starting in late 2012, we identified projects from Chapter 11 of the Civic Master Plan that had a one-year to three-year

implementation projection. We then examined other capital projects related to stormwater drainage or other Public Works areas.
Tagged Passions:capital spending, Capital Spending, Public Works, public works, and stormwater

With that list, we obtained project estimates in current year dollars. Finally, we developed a schedule by major category, tying funding and time to

a timeline for each project that can be assigned through the capital budgeting process. All of these categories can change based on changing economic, environmental and community factors.
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Steps to developing a CIP and Capital Budget:

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a. Organize the process b. Identify/select the projects and funding options c. Prepare and recommend a Capital Plan and budget d. Adopt the Capital

Budget e. Adopt the Capital Budget with the entire amount for all the approved projects that
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are funded in the current fiscal year, regardless of whether those funds will be spent in a year or not

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f. Any unused capital funds from the current year are carried forward into the next fiscal year budget and approved again as part of the adopted

budget process
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g. New projects are added to the capital budget during the budget process as funding become available.

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4. What s the connection between the Civic Master Plan and the Capital Improvement Plan?

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Answer: In 2009 the Vision Beaufort Comprehensive Plan included a wealth of information about targeting public investment, establishing community

design objectives, pursuing potential catalyst projects, and most importantly, implementing the vision that would guide Beaufort into its next decade of growth and development.
Tagged Passions:strategic, development, Development, investment, and growth

3

From the Comprehensive Plan, City Council charged the Redevelopment Commission to develop the Strategic Plan that is now known as the Beaufort Civic

Master Plan.
Tagged Passions:council, strategic, and boards and commissions

The Civic Master Plan is the result of extensive efforts to establish principles and standards for all public and private development. It provides a

guide for identifying and promoting investments within the City. The Civic Master Plan is expected to generate discussion points, establish budget priorities, and create targeted projects and/or areas for the City over the next generation.
Tagged Passions:budget, development, Development, and investment

The Civic Master Plan is Beaufort s Strategic Plan that is instrumental in developing the City s Capital Improvement Plan and the Capital Budget.

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5. How does the Capital Improvement Plan fit into the annual City budget process?

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Answer: The heart of the Capital Improvement Plan is the projects. At this stage of the FY2014 budget process (March 26, 2013), note that there

funded and unfunded CIP projects that need to be taken into consideration in making budget decisions.
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The projects are categorized by major elements that link to the Comprehensive plan and the Strategic Plan, which is the Beaufort Civic Master Plan.

The CIP contains a series of tables that show which proposed projects will be built, when, where and how much they will cost.
Tagged Passions:strategic, capital spending, and Capital Spending

The CIP and the Capital Budget are presented together and contain a summary of funding sources available to pay for the projects.

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The capital budget is the first document of the Capital Improvement Plan. It is the

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implementing document. The capital budget is where funds for capital projects are identified and authorized as part of the budget adoption process.

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The capital budget contains detailed information about the design, costs, financing and schedule for the capital projects for the current fiscal

year.
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The capital budget is a separate budget document but the current funding commitments are rolled into the adopted Operating Budget.

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6. Where can I find the list of recommended Capital Improvement Projects for the City of Beaufort?

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Answer: Visit www.cityofbeaufort.org and go to Departments / Finance for the complete list. Note that some of these projects have funding sources

identified while others don t.
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7. What s next with the Capital Improvements Plan?

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Answer: This is a systematic approach. First, we link the capital projects to the Sector plans identified in Chapter 11 of the Civic Master Plan.

Then staff and Council review
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4

the list to ensure that it contains the priority projects that City Council would like to complete in one to three years.

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Next, staff and Council will take a closer look at each Sector plan to assist in developing the Capital Project Book, and review funding options and

the timing for each project. Finally, capital improvement plan recommendations to Council are made for approval as part of the FY14 budget process.
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For more specific details, visit these online links:

Civic Master Plan: http://cityofbeaufort.org/civic-master-plan.aspx

Comprehensive Plan: http://visionbeaufort.blogspot.com/

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Comprehensive Annual Financial Reports: http://www.cityofbeaufort.org/comprehensive-annual-financial-reports-cafr.aspx

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Annual City of Beaufort Budgets: http://www.cityofbeaufort.org/budgets.aspx

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Finance Department: http://www.cityofbeaufort.org/finance.aspx

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Item Description Estimated Original Budget

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Modified Budget

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Federal/State Sources

General Fund Current

Stormwater Fund

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TIF II Private or Public Partnership

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Bond/Debt

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City Facility Projects FY 2019 FY 2018 FY 2017 FY 2016 FY 2015 and

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Prior

1 Arsenal Window Restoration New Restroom

200,000 220,108 100,000 120,108

2 Carnegie Window Refurshing 40,000 72,500

3 Carteret Street Facility Improvements

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200,000 200,000

4 Upfit of 2nd floor Municipal Police 400,000 400,000

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5 Land Purchase for Parking 300,000 300,000

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6 Other City Facilities 1,000,000 1,000,000

Street Resurfacing Projects FY 2019 FY 2018 FY 2017 FY 2016 FY 2015 and

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Prior

7 FY 2019 CTC funded Projects

7a Twin Lakes 300,000 300,000 20,000 290,000

7b Charles Street Extension

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7c Craven Street

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7d Stone Marten Resurface

7e Jericho Woods Resurfacing

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7f Battery Shores Resurface

8 Mast Arm Hwy 21 Parker Dr 125,000 125,000

9 Mast Arm Craven/Carteret 125,000 125,000

10 Mossy Oaks Basin 1 2,583,087 2,583,087 3,000,000

48,953

10 Mossy Oaks Basin 2 2,719,823 2,719,823 3,000,000

48,953

11 Battery Shores Drainage 158,040 200,000

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Project Budget Funding

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Fund Balance Committed/Assigned

Drainage Projects FY 2019 FY 2018 FY 2017 FY 2016

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FY 2015 and Prior

12 Broad Street Drainage Dirtch 182,048 1,197,923

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14 Calhoun Drainage 100,000 268,016

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15 Kings Ridge Outfall 25,000 780,634

16 LaFayette Drainage 125,000 450,000 100,000 80,120

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17 Twin Lake Drainage 92,541 125,000 45,000

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18 Johnny Morral Pipe Outfall 1,000,000 1,023,804

19 First Blvd. Pond Improvements (Title Gate)

144,534 200,000

20 Southside Canal Improvements 260,502 400,000

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21 Cottage Farm Drainage 29,550 30,000 30,000

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22 Hay Street Outfall 515,241 515,241

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24 The Point 3,969,156 3,969,156 40,000

25 Jane Way Ditch Cleaning 29,000 29,000 29,000

26 North Hermitage Drainage 100,000 250,000

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27 South Hermitage Drainage 38,583 48,000 4,400 44,000

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Other Projects FY 2019 FY 2018 FY 2017 FY 2016

FY 2015 and Prior

26 Allison Road Improvements Phase I

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821,044 1,930,536 400,000 14,000

27 Basil Green Parking 1,024,696 100,000

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28 Beaufort Plaza Trailhead Park 250,000 250,000

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29 Greenlawn Drive Improvements 1,250,000 1,700,000 500,000 1,100,000 100,000

Other Projects (Cont'd) FY 2019 FY 2018 FY 2017 FY 2016

FY 2015 and Prior

Item Description Estimated Original Budget

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Modified Budget

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Federal/State Sources

General Fund Current

TIF I TIF II Private

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Partnership Bond/Debt

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30 Parallel Road Ext to Hogarth 8,000,000 8,000,000

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31 Pick Pocket Connector 150,000 150,000 150,000

32 Duke Street Phase III 650,000 650,000

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33 Green Street Streetscape Phase I 650,000 650,000

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34 Green Street Streetscape Phase II 650,000 650,000

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35 Green Street Streetscape Phase III 650,000 650,000

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36 Washington Street Park Park Improvements

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100,000 100,000

37 Battery Park Park Improvements 50,000 50,000

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38 Waterfront Park Foundational Repairs

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1,000,000 1,000,000 500,000 500,000

39 Waterfront Park Park Improvements

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150,000 150,000

40 Marina Upfit and Remodel 1,500,000 1,500,000

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41 Whitehall Pathway 300,000 300,000 300,000

42 SC Hwy 170 Sidewalk Extension 50,000 50,000 50,000

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43 Spanish Moss Trail Extension 200,000 200,000

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44 Lady's Island Traffic Improvements 250,000 250,000

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Total Capital Improvement Plan Projects 26,729,934 30,134,918

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1,500,000 20,000 1,300,000 690,000 6,000,000 500,000 45,000 149,120 34,400 376,013

Project Budget Funding

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Fund Balance Committed/Assigned

TOTALS BY FUNDING SOURCE

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CITY OF BEAUFORT DEPARTMENT REQUEST FOR CITY COUNCIL AGENDA ITEM

TO: CITY COUNCIL DATE: 1/9/2020 FROM: Kathy Todd AGENDA ITEM TITLE: Overview of the City's Financial Status

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MEETING DATE: 1/14/2020

DEPARTMENT: Finance

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BACKGROUND INFORMATION:

The City Finance department has issued the FY 2019 Comprehensive Annual Financial Report. This will be presented to City Council. In addition, the

current fiscal year financial information will be presented through 2nd Quarter FY 2020, using our transparency framework through OpenGov.
Tagged Passions:finance, council, and financial report

PLACED ON AGENDA FOR:Discussion

REMARKS:

ATTACHMENTS: Description Type Upload Date FY 2019 CAFR Cover Memo 1/9/2020

1

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