HomeMy WebLinkAboutFIN 16-16 04 Report to
PiCKERiNG Executive Committee
Report Number: FIN 16-16
Date: September 12, 2016
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: Establishment of the Accelerated Infrastructure Program (AIP) Reserve
Recommendation:
1. That Council approve the establishment of the Accelerated Infrastructure Program (AIP)
Reserve;
2. That Council authorize the Division Head, Finance & Treasurer to transfer any unused funds
from the AIP Levy to the AIP Reserve and this transfer be permitted until the end of the AIP
program;
3. That Council authorize the Division Head, Finance & Treasurer to fund any budget shortfalls
related to the AIP capital projects from the AIP Reserve; and
4. That the appropriate City of Pickering officials be authorized to take the necessary actions as
indicated in this report.
Executive Summary: As per Report FIN 05-16 Recommendation 1d), Council approved
$557,000 for the Accelerated Infrastructure Program (AIP) Special Levy in the 2016 Budget. The
AIP levy will generate $557,000 per year to fund the debt charges related to the AIP capital roads
projects. After Council approval of the budget, staff commence work on the various capital
projects. There are situations in which the project start date may be delayed for various reasons,
resulting in excess budget funds. The above recommendations direct the surplus funds to the AIP
Reserve to fund any unanticipated cost increases. The AIP Reserve will serve as contingency
provision for any project shortfall either at the tendering stage or construction phase. If all of the
phase one AIP projects are under budget and if there are funds remaining in the AIP Reserve,
staff will bring forward a Report to Council seeking Council's authority to apply the surplus dollars
to the phase two AIP projects, including Kinsale Road, Sandy Beach Road, Sideline 14 and
Westney Road reconstruction.
FIN 16-16 September 12, 2016
Subject: Establishment of the Accelerated Infrastructure Page 2
Program (AIP) Reserve
Financial Implications: The establishment of the AIP Reserve allows for the special levy
being raised to be set aside to fund the projects when they are ready to proceed. All projects
approved in the AIP have a 10-year debt-financed component. Debenture financing will be
undertaken when projects are ready to proceed. Based on the current preliminary status of all four
AIP projects, proceeding either in late 2016 or early 2017, the City will not undertake any
debenture financing in 2016. As a result, the unused AIP funds will be transferred to the AIP
Reserve as per Recommendation 2.
Discussion: In the 2016 Capital Budget, the following four projects were approved under the
AIP program, and the approved sources of funds are as follows:
Account Project Description Gross Cost Sources of Funds
5320.1631 Sixth Concession Road $1,550,000 Debt 10-Year $1,550,000
Reconstruction and Storm
Sewer Replacement.
5320.1632 Westney Road $1,550,000 Debt 10-Year $1,550,000
Reconstruction
5321.1608 Salem Road Reconstruction $2,200,000 DC Reserve Funds $1,100,000
Debt 10-Year $1,100,000
5321.1609 Sandy Beach Road-EA, $600,000 DC Reserve Funds $300,000
Design &Approval Internal Loan 10-Year
$300,000
At the time of writing this report, the preliminary status of the AIP projects are presented below:
Account Project Description Status
5320.1631 Sixth Concession Road To have package ready to tender late
Reconstruction and Storm Sewer 2016. Depending on weather
Replacement. condition, may hold off tender and
construction until spring 2017.
5320.1632 Westney Road Reconstruction Scheduled for spring 2017.
5321.1608 Salem Road Reconstruction To have.package ready to tender late
2016. Depending on weather
condition, may hold off tender and
construction until spring 2017.
5321.1609 Sandy Beach Road-EA, Design & Working on RFP. Scheduled to be
Approval awarded in late 2016.
FIN 16-16 September 12, 2016
Subject: Establishment of the Accelerated Infrastructure Page 3
Program (AIP) Reserve
The AIP annual special levy is designated to cover the annual debt charges for the debenture
financing for the City's share of construction costs. The time to undertake debenture financing is
dependent on project commencement dates. Borrowing for each project will be undertaken when
the project is ready to proceed, in order to have the lump sum funds available to pay for
construction costs. Any unused funds from the special levy, either due to delay in the debenture
financing or actual annual debt charges being lower, will be transferred to the AIP Reserve.
In addition to funding projects based on budget approved amounts, the AIP Reserve will also be
directed to fund any AIP project shortfall, whether resulting from higher tendering costs or cost
overruns during construction phase. The availability of the funds in AIP Reserve enables the
Treasurer to deal with any cost overruns, should they arise, without affecting the City's fiscal plan.
Recommendation 3, ensures that the AIP funds are only directed to AIP projects.
Based on the current work plan, there may be an opportunity for the City to apply for 2017 senior
government grant funding fcr some of the AIP capital projects. If the City obtains any such grant
funding, then such funds, together with possible surplus AIP reserve could enable the City to
proceed with the phase two capital projects.
Attachments: None
Prepared By: Approved/Endorsed By:
•
Caryn Kong, CGA, CPA Stan Karwowski, MBA, CMA, CPA
Senior Financial Analyst Capital and Division Head, Finance & Treasurer
•
Debt Management
Ric and Holb.rn, P.Eng
Di ec , Engineering & Public Works
Paul i
Direc .r, t o 'orate Services & City Solicitor
FIN 16-16 September 12, 2016
Subject: Establishment of the Accelerated Infrastructure Page 4
Program (AIP) Reserve
Recommended for the consideration
of Pickering City Council
i 4 / Zs, Zo l
Tony Prevedel, P.Eng.
Chief Administrative Officer
•