CIP advisory board reviews draft five-year budget and hears proposal to shift $2.6M from 2017 fund to streets

The Capital Improvements Project Advisory Board on March 24 reviewed draft budgets for the city’s 2000 (2027) CIP sales-tax fund and the remaining 2017 CIP funds, and heard staff outline a slate of road, trail and parks projects and a staff proposal to transfer $2.6 million from the 2017 CIP fund balance to the field services/street division as a one-time funding source.

Staff leading the budget presentation said the 2000 CIP sales tax has collected about $12,930,000 so far this year and is tracking at roughly 75% of expected receipts, and that the draft budget preserves an annual street rehabilitation allocation of $4.5 million (rising to $5.5 million in later years). The draft also shows targeted design and construction lines: $200,000 in FY27 for Covell Parkway design, an ITS (intelligent traffic systems) phase-5 construction line in FY28 with a roughly $1,067,000 city match against more than $4.2 million in grant support, and a $1.3 million interim widening and signal package for the Air Depot–Covell intersection intended to add turn lanes before school opens in August.

Why it matters: board members said they want clear priorities and public-facing tracking as Edmond moves toward the new 2027 sales-tax program. A substantial uncommitted balance in the 2000 CIP — staff estimated an ending FY27 fund balance around $9.4 million after proposed projects — gives the city room to program near-term needs while also preserving reserves for larger work.

Parks and recreation items drew detailed discussion. Brad Rainey, parks and recreation director, described soccer-complex lighting upgrades and LED conversions, a planned Arcadia Lake restroom replacement budgeted at $800,000 to replace two restroom structures (subject to court approvals that govern Arcadia Lake projects), and a Hayford Park pond pavilion and deck replacement estimated at roughly $550,000–$600,000. Rainey said staff will pursue a Land and Water Conservation Fund (LWCF) grant to help match local funds, but cautioned that the LWCF process can delay project delivery by a couple of years.

Board members pressed staff for more precision on project timing and grant assumptions. The Creek Bend Trail second phase, for example, had been delayed by land-acquisition issues but staff said easements are resolved and construction estimates are now about $2.7 million; staff have applied for a TAP grant that could reduce the city share by about $1.2 million if awarded.

Transfer proposal and debate: staff also presented a proposal to use $2.6 million of the 2017 CIP fund balance as a one-time transfer to field services/streets to cover general-fund shortfalls and to accelerate street work while the city reorganizes its internal and external delivery approach. A senior staff member characterized the move as a one-time fix tied to the council’s current objective to shore up the general fund and to the intent that 2017 funds be used on voter-approved project categories. Board members questioned whether tapping CIP for general-fund needs sets a precedent and asked for a clear line-item list showing exactly which field services activities would be covered.

“I'm a little torn on the idea — I don't want us to get into the habit of moving money out of CIP to cover general fund expenses,” the board chair said during discussion, adding that the board needed to understand exactly how the dollars would be used. Other members suggested the city evaluate whether internal self-performance by field crews would be more cost-effective than contracting, and to bring back a business case that compares in-house versus contracted delivery.

Staff answered questions on fund balances: they said the 2017 CIP fund balance was in the roughly $19 million range before accounting for approved projects and proposals, and that after planned projects and a $2.6 million transfer the 2017 fund would be roughly $6.9 million (staff noted that several projects already approved would affect that number). Staff emphasized the 2017 fund must continue to be spent on projects consistent with the 2017 voter authorization.

Other notable items: the board heard that the 2nd Street ADA project was already partially paid to ODOT (about $1.9 million) with an anticipated city share of $1.5 million that will be reconciled at project closeout; the city expects reimbursements from grant partners to be entered at closeout to preserve contingency funds during construction. Staff also described the planned Arcadia Lake police station project (a $5 million construction line previously approved but delayed by sewer/lift-station needs) and a Fire Station 3 construction budget estimated at $8.5 million in FY27.

Next steps: staff said they will return in April with a final packet that includes the revenue (reimbursement) side of the worksheets, a heat map and prioritized project list derived from the city’s public 'Paving the Way' outreach, and refined fund-balance reconciliations. The advisory board discussed focusing April’s meeting on FY27 project recommendations and leaving broader strategic planning for a May meeting; staff offered to form a smaller working group and provide additional tracking and accountability materials to show how CIP dollars are used and how grant matches affect net city exposure.

The board’s discussion will inform the April budget workshop and a subsequent recommendation to the city council. No formal action to adopt the FY27 budget or to execute the $2.6 million transfer was recorded in the transcript; both items were presented as draft recommendations for further review.