Budget Manual 2020

Budget Manual

After project construction is over, CIP projects may require annual ongoing funding for staff and other operating costs, which affects the operating budget for the useful life of the facilities. Fire stations and recreation centers are good examples of facilities that have operating costs and ongoing budget impacts. Requesting a Capital Improvements Project Departments are responsible for identifying potential capital needs, as well as coordinating with Budget & Evaluation and the City Manager’s Office to plan for those needs via the CIP. Departments have an opportunity each year to identify and enter new CIP projects as part of the annual budget process. By completing an electronic Capital Improvements Program Project Form in the CIP application, departments identify and document a variety of information concerning their requests. The following is a discussion of the information generally required. Service Area The CIP is divided into four service areas: Public Safety, Infrastructure, Community Services, and General Government. Public Safety projects include improvements to Police, Fire, or organizational communication facilities. Infrastructure projects typically involve Transportation projects, such as road and sidewalk improvements, and the expansion or major maintenance of Solid Waste, Storm Water, Water Resources, and Coliseum assets. Community Services projects include parks improvements, branch libraries, and housing related projects. Finally, General Government projects are improvements or additions to general purpose buildings, such as the Melvin Municipal Office Building (City Hall) and the Medford Operations Center. Council District Departments should identify the Council district(s) in which the project will be located or directly impact. Project Description and Justification The request should include a thorough description of the proposed project. General information should include location, size (square footage of building, length of street segment, acreage of land, etc.), and the estimated useful life of the project. Any type of visual aide to better describe the project, such as a map, chart, or drawing, is strongly encouraged. It is important that the justification communicate why the project should receive funds. Departments should use the following questions as a guide when entering the justification.

• What department, organization, or City Council goals and objectives are served by this project?

• What unmet need or service deficiency will the project address?

• Will this project increase our service efficiency or reduce our annual operating costs?

• What impact will this project have on a particular program or level of service?

Capital Improvements Program C-2