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Home My WebLink About11-21-16 CC Mtg - C5. Tree Maintenance Fund CIP for FY18-22 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Anna Rosenberry, Administrative Services Director SUBJECT: Adopt the Tree Maintenance Fund Capital Improvement Plan (CIP) for Fiscal Years 2018-2022. AGENDA ITEM TYPE: Consent MEETING DATE: November 21, 2016 RECOMMENDATION: Adopt the Tree Maintenance Fund Capital Improvement Plan (CIP) for Fiscal Years 2018-2022. BACKGROUND: Each year, the City Manager is required to prepare a 5 Year Capital Improvements Plan and submit it to the Commission by December 15th. Similar to recent years past, we are bringing various parts of the plan forward as items on the Consent agenda. We will be prepared to address questions, if they arise, at the public meeting. The Forestry Department, City Manager, and other city staff met in October to develop the attached Capital Plan for the equipment and capital needs of the Tree Maintenance Fund. Item of Note: • FOR13 – Aerial Bucket Truck Replacement, this is a new item on the schedule this year. For funding reasons, we have placed the item in the “unscheduled” column. It is likely that enough funding will be available in FY24 for the replacement, if cash is accumulated. 70 • Revenues for the Fund: This fund benefits from increases in the Tree Maintenance Assessment, which is 100% dedicated to funding the Forestry operation. This CIP contains more, on average, in capital costs than we have seen in the past. Without a significant increase in annexed property, we will need to increase the Tree Maintenance Assessment 1.5% each year for the next 5 years to fund this capital plan, and then pending replacement of the Aerial Bucket Truck. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY18. Report compiled on: October 31, 2016 Attached: Tree Maintenance Fund CIP 71 Tree Maintenance Fund Capital Improvement PlanFinancial Summary Current YearFY17 FY18 FY19 FY20 FY21 FY22UNSCHEDULEDProjected Beginning Reserve Balance Dedicated to CIP 159,000$ 50,663$ 29,568$ (30,101)$ (3,161)$ 61,578$ ‐$ Plus: Tree Mtc Revenues Dedicated to CIP 26,663$ 35,906$ 45,331$ 54,941$ 64,739$ 74,727$ ‐$ Less: Scheduled CIP Project Costs (135,000)$ (57,000)$ (105,000)$ (28,000)$ ‐$ (210,000)$ Projected Year‐End Cash Dedicated to CIP 50,663$ 29,568$ (30,101)$ (3,161)$ 61,578$ 136,305$ (210,000)$ Assumptions Made for Revenue Estimates: Current YearFY17 FY18 FY19 FY20 FY21 FY22Estimated Annual Tree Mtc Revenues 592,500$ 592,500$ 598,425$ 604,409$ 610,453$ 616,558$ Estimated Annual Increase ‐ Attributed to Annexations 1% 1% 1% 1% 1%Total Estimated Revenues 592,500$ 598,425$ 604,409$ 610,453$ 616,558$ 622,723$ Current Revenues Dedicated to CIP % 3.2% 4.5% 6.0% 7.5% 9.0% 10.5% Plus: Increase Dedicated to CIP 1.3% 1.5% 1.5% 1.5% 1.5% 1.5% Total % Dedicated to CIP 4.5% 6.0% 7.5% 9.0% 10.5% 12.0%Total Estimated Revenues Dedicated to CIP 26,663$ 35,906$ 45,331$ 54,941$ 64,739$ 74,727$ ProjectedProjectedCURRENT250,000200,000150,000100,00050,0000Tree Maintenance Projects & Equipment72 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEUnscheduledFY21FY18FY19FY20FY22Tree Maintenance DistrictFOR07FORESTRYFORESTRY VEHICLE REPLACEMENTS$28,000FOR10FORESTRYSTUMP GRINDER$24,000FOR11FORESTRYLOG LOADER & TRUCK$105,000FOR12FORESTRYVEHICLE FOR FORESTRY SUPERINTENDENT$33,000FOR13FORESTRYAERIAL LIFT / BUCKLET TRUCK$210,000$57,000$105,000$28,000$210,000Summary for Tree Maintenance District (5 items)Totals by year:$57,000$210,000FY21FY22FY18UnscheduledFY20$28,000$105,000FY1973 CIP Project Fund Tree Maintenance District PROJECT NUMBER FOR07 DEPARTMENT FORESTRY PROJECT NAME Forestry Vehicle Replacements FY18 FY19 Unscheduled DESCRIPTION OF PROJECT This is a request to replace a 1999 Ford 1/2 ton pickup truck. #2728 has 95,000 miles and the clutch needs replacement. ALTERNATIVES CONSIDERED Continue to use and repair existing vehicle. As directed by Commission. ADVANTAGES OF APPROVAL Replacing this pickup will provide the Forestry division with more reliable truck, improve safety, lower exhaust emissions, tow trailers with its tow package, and work as needed. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Operating costs (maintenance and fuel/oil) of a newer vehicle are expected to be lower. FUNDING SOURCES 100% Tree Maintenance District Fund New Replacement Equipment Project FY20 $28,000 FY21 FY22 74 CIP Project Fund Tree Maintenance District PROJECT NUMBER FOR10 DEPARTMENT FORESTRY PROJECT NAME STUMP GRINDER FY18 $24,000 FY19 Unscheduled DESCRIPTION OF PROJECT This is a request to replace a 1996 Vermeer stump grinder. This would be a scheduled replacement of an department forestry equipment that is nearing 20 years of age. Forestry needs a larger, and more modern stump grinder. Additional info: #2671 – 1996 Vermeer 630B Stump Grinder 350 Hours Replace All Wiring Replace Cutter Belts ALTERNATIVES CONSIDERED Continue to use existing equipment. As directed by Commission. ADVANTAGES OF APPROVAL Replacing this equipment will provide the Forestry division with an larger and more reliable piece of equipment. Also it will improve productivity and will be safer for the operator. Trade in on new purchase or put in public auction. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Normal maintenance and upkeep. FUNDING SOURCES 100% Tree Maintenance District Fund New Replacement Equipment Project FY20 FY21 FY22 75 CIP Project Fund Tree Maintenance District PROJECT NUMBER FOR11 DEPARTMENT FORESTRY PROJECT NAME LOG LOADER & TRUCK FY18 FY19 $105,000 Unscheduled DESCRIPTION OF PROJECT This a request to replace a 2001 Ford F650. Forestry is moving up an unscheduled request to FY19. This piece of Forestry equipment is both unsafe and impractical. Additional info: #3125 – 2001 Ford F650, National Crane N50, Palift Hydraulic Dump, 10,000 miles/1100 hours. Hydroboost Brake System Repairs, Leaky Rear Seals, transmission slip, GVWR 26000 Max – 24500 lbs. empty. Not True Forestry style Equipment. ALTERNATIVES CONSIDERED Continue to use existing vehicle. As directed by Commission. ADVANTAGES OF APPROVAL Replacing this Forestry equipment will provide better production and improved safety to the operator. This truck and crane was pieced together and is over its safe gvwr nearly empty. Replace for a true urban Forestry log and brush loader. Trade in or public auction the whole thing. No other City department can use it or any part of it. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Tree Maintenance District Fund New Replacement Equipment Project FY20 FY21 FY22 76 CIP Project Fund Tree Maintenance District PROJECT NUMBER FOR12 DEPARTMENT FORESTRY PROJECT NAME Vehicle for Forestry Superintendent FY18 $33,000 FY19 Unscheduled DESCRIPTION OF PROJECT ½ Ton pickup or suv for the Forestry superintendent. New position added in FY17 in support of the Urban Forestry Management Plan. ALTERNATIVES CONSIDERED Lease or purchase Toyota Prius hybrid ADVANTAGES OF APPROVAL As described in the Urban Forestry Plan. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Normal maintenance and upkeep. FUNDING SOURCES 100% Tree Maintenance District New Replacement Equipment Project FY20 FY21 FY22 77 CIP Project Fund Tree Maintenance District PROJECT NUMBER FOR13 DEPARTMENT FORESTRY PROJECT NAME Aerial Lift / Bucket Truck FY18 FY19 Unscheduled $210,000 DESCRIPTION OF PROJECT Replace 2001 #3069 C7500 HI-Ranger bucket truck. This Forestry equipment is nearing its 20 year anniversary. 11,000 miles/4,000 hours. This truck has been the main workhorse for the division and is showing its wear. Replacement would give us a modern truck with a higher working height and new safety items. ALTERNATIVES CONSIDERED Continue to use existing vehicle. As directed by the commission. ADVANTAGES OF APPROVAL Replacement of this equipment provides the division with a more reliable bucket truck. Improves operator safety, lowers exhaust emissions, and gives us the overall working height we need for the City's largest trees. Sell by public auction the existing bucket truck. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Tree Maintenance District Fund New Replacement Equipment Project FY20 FY21 FY22 78