MIDDLESEX COUNTY
2005 CAPITAL IMPROVEMENTS PLAN (CIP)
INSTRUCTIONS FOR PROJECT SUBMISSION FORM
The following information has been provided to guide you in the completion and submission of the
Project Submission Form for the 2005 Capital Improvements Plan (CIP). Matt Higgins, Planning Director,
must receive all completed Project Submission Forms no later than 4:30 PM on April 29, 2005. All
participants are encouraged to e-mail their completed forms to [email protected]. However,
completed forms may be mailed to the Department of Planning and Community Development, P.O. Box
427, Saluda, VA 23149 or delivered to the Department of Planning and Community Development, 877
General Puller Highway, Saluda, VA 23149.
Item #1. Department: Enter the name of the department sponsoring the submission of the project.
Item #2. Project Title: Enter the name of the project. This should be a short title by which the project will
be known.
Item #3. Purpose of Request: For the 2005 Capital Improvements Plan, “add a new project” should be
checked for all project requests.
Item #4. Department Priority: Indicate the project’s priority. The following is the list of criteria that
should be utilized in setting priorities.
Urgent – These projects cannot be postponed or are required to complete a partially finished
project, to maintain an established program or to meet emergency situations.
Necessary – These projects should be carried out within a few years to meet anticipated needs or
for replacement or unsatisfactory facilities.
Desirable – These projects are needed for the proper expansion of a departmental program or to
create an ideal operation, but may be postponed until funds are available.
Item # 5. Project Location: Enter a short description of the location of the project.
Item # 6a. Anticipated Start Date of Project: Enter the anticipated start date of the project.
Item # 6b. Anticipated Completion Date of Project: Enter the anticipated completion date of the project.
Item # 7. Description of Project: Give a brief narrative explanation of the project. Indicate whether the
project is to replace existing facilities, equipment and land or is in an addition involving an
increase in service delivery. Summarize the probable impact of the project on the locality and
area. Attach additional sheets or maps to the form if necessary to fully describe the project.
Item # 8. Explain why the project is needed: Indicate the need for the project and what it is expected to
accomplish. This could include reasons such as obsolescence of present facility, benefits of the
service to the rendered, character of the area served and number of people to be served. Indicate
how the project is related to any long-term plans that your department may have.
Item # 9. Cost Summary: Identify the total cost per fiscal year of your project, including a breakdown of
County funds utilized versus non-County funds utilized. All costs should be rounded to the
nearest hundred dollars. The total cost of the project should include all land acquisition, site
investigation, design and engineering services, site work, construction, equipment and other
costs that meet the CIP Committee’s definition of capital expenditures.
Item # 10. Source of Cost Estimate: Identify the source of your cost estimate. Sources for cost estimate
could include actual bid, negotiated price, rule of thumb, appraisal or other professionally
derived estimated such as cost based on catalog price or recent experience. Attach a copy of the
source for the project cost or a “Cost Estimate Form” (see attached).
Item # 11. Impact on Operating Costs: Give a narrative explanation of the effect of the project on
operating costs, such as personnel, purchases of services, materials and supplies, equipment
purchases, maintenance and utilities. For personnel, indicate the estimated number of increase or
decrease in employees or in salary or hourly wage expenses. If the project is expected to generate
revenue, estimate the amount. Attach additional sheets if necessary.
Item # 12. Life Expectancy of Project: Describe how many years will the building, facility, repair or other
capital expenditure is anticipated to last.
Item # 13. Objectives of Comprehensive Plan Achieved: Describe the objectives of the Comprehensive
Plan met. The specific objectives of the Comprehensive Plan can be found on pages VI-3 through
VI-19 of the Comprehensive Plan. Please do not list goals or implementation strategies from the
Comprehensive Plan in this category.
Please feel free to contact Matt Higgins, Planning Director, at (804) 758-3382 if you should have any
questions regarding the Capital Improvements Plan (CIP).
DEFINITION OF CAPITAL EXPENDITURES
For the purpose of the CIP, the definitions for “operating” and “capital” budget costs are as follows:
Operating costs are recurring personal service or consumable asset expenditures, the costs of which are
usually consistent and annual. Those costs are not included in the CIP.
Capital costs are non-recurring expenditures that have a useful life of more than five (5) years and have a
total cost that exceeds $50,000 in total funding. The capital cost includes all manpower, implementation
costs and capital outlay required to fully implement each project. Fleet vehicles and ongoing maintenance
are excluded as capital costs.
All capital projects must be justified on the basis of providing a basic service, improving or rehabilitating
deteriorated facilities, reducing ongoing operating costs, complying with directives from higher
authorities or benefiting a large population segment within the County. In addition, capital projects must
be compatible with other planned projects and the County’s adopted Comprehensive Plan.