Memorandum
Date: March 7, 2023
To: The Honorable Lake County Board of Supervisors
From: Lars Ewing, Public Services Director
Subject: Consideration of Section 20 of the County Policies and Procedures Manual for a Facilities Capital Improvement Plan Policy
Executive Summary: (include fiscal and staffing impact narrative):
On September 20, 2022 your Board received a presentation of the results from a recently completed countywide facilities condition assessment. That assessment showed that the average condition of the 130 buildings in the County’s portfolio is in the “Fair” category, with approximately $5.7 million required annually to maintain that condition, and an additional $3 million annually to be on course to improve to the “Good” category. Following the presentation, your Board provided direction to Public Services staff to develop a capital improvement plan process.
A capital improvement plan (CIP) is a planning document that identifies infrastructure improvement projects, such as new buildings or significant improvements to existing buildings, which the owner intends to construct or improve over a certain period of time (commonly five years). Typically a CIP is a funding constrained plan, with the projects programmed into the CIP being limited by the amount of funding available or reasonably anticipated to be available with the planning window, with a more general framework for projects anticipated beyond the planning window.
The County has never had a CIP for county buildings. Presented for Board consideration today is a draft County policy, proposed as a new section to the County policy and procedures manual, to prepare and annually update a Facilities Capital Improvement Plan (FCIP). Staff is proposing a formalized policy for two primary reasons. First, a Board-directed policy will assist with ensuring maximum participation by departments who occupy the buildings and are likely to recommend renovation-type projects (building changes to improve a tenant’s operations), or in some cases recommend entirely new buildings. Second, memorializing the process will ensure due attention is given to rehabilitation-type projects (replacement of significant building systems such as roofs, HVAC, carpeting, etc.) that extend the useful life of the buildings.
The recommended annual process is aligned with the budget process, allowing for departments to fully consider their capital project needs when they prepare budgets in the spring of each year. Of particular note for your Board, staff will prepare a draft FCIP for Board consideration in June during preliminary budget hearings, followed by a final FCIP during final budget hearings. Attachment A in the draft policy illustrates the timeline.
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☒ Infrastructure
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake
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