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Home My WebLink About12-05-16 CC Mtg - C9. Library Depreciation Fund CIP Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Anna Rosenberry, Administrative Services Director SUBJECT: Adopt the Library Depreciation Fund Capital Improvement Plan (CIP) for Fiscal Years 2018-2022 AGENDA ITEM TYPE: Consent MEETING DATE: December 5, 2016 RECOMMENDATION: Adopt the Library Depreciation 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. The Library, City Manager, and other city staff met in October to develop the attached Capital Plan for the equipment and capital needs of the Library. This plan was proposed to and approved by the Library Board at their meeting on November 16, 2016. Items of Note: • LIB12-Pedestrian Access-Library Parking Lot – This project is a re-design and construction of pedestrian-friendly features of the Library Parking Lot. The revised site plan has been completed by WTI with estimated construction costs of $50,000 for Phase I and $30,000 for Phase II. The Downtown TIF will be participating with an amount to be determined and the balance coming from The Library Depreciation Reserve. The Library 74 Foundation will also contribute by providing the funds needed for changes to the impacted landscaping. • LIB24 Two Self-Check Kiosks for Main and Second Floor – In response to numerous patron requests, the Library is asking for 2 self-check kiosks to accommodate patrons who want to check their materials out themselves and leave. This will lessen the burden on circulation staff and serve the patrons more efficiently. • LIB22 Carpet for the Public Area of Library – This project is scheduled for FY19 and would replace worn out carpeting on both floors in the public areas of the Library. • Other Items with Unknown Costs: The following items are included as an indicator that the project is being worked on, including development of estimated costs. Because this fund is budgeted with collaboration between the City Commission and the Library Board of Trustees, projects may move forward during FY18 budget development, or continue to future year capital plans. • LIB13 – Reconfiguration of Existing Building Space • LIB14 – Implementation of Landscape Master Plan • LIB20 – Security system Revenue estimates for the Plan: Any unspent budget authority within the Library’s departmental budget in the General Fund is transferred to this fund at year end. The amount transferred each year fluctuates greatly; especially when personnel positions remain vacant for extended periods of time. Our estimate for the coming years of the plan are that approximately 1.9% of the annual budget will remain unspent – to be transferred to this fund. 75 Remaining Budget for Library Department of General Fund Fiscal Year Amount Unspent 2012 125,394 2013 17,600 2014 1,238 2015 44,500 2016 5,458 2017 Estimate - Average $ 38,838 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: November 21, 2016 Attached: Library Depreciation Fund CIP - 20,000 40,000 60,000 80,000 100,000 120,000 140,000 2012 2013 2014 2015 2016 2017 Estimate - Average Remaining Library Budget 76 Library Depreciation Reserve Fund Capital Improvement PlanFinancial SummaryCurrent YearFY17FY18FY19 FY20 FY21 FY22UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 259,000$ 209,000$ 157,357$ (53,518)$ (13,612)$ 27,093$ Plus: Estimated Annual Unspent Appropriations38,357$ 39,124$ 39,907$ 40,705$ 41,519$ ‐$ Plus: Library Foundation for Bookmobile Less: Scheduled CIP Project Costs(50,000)$ (90,000)$ (250,000)$ ‐$ ‐$ ‐$ ‐$ Projected Year‐End Cash Dedicated to CIP209,000$ 157,357$ (53,518)$ (13,612)$ 27,093$ 68,612$ Assumptions Made for Revenue Estimates:FY18 FY19 FY20 FY21 FY22Estimated Annual Library Budget1,960,000$ 2,018,800$ 2,059,176$ 2,100,360$ 2,142,367$ 2,185,214$ Estimated Amount of Budget left Unused0.3%1.9%1.9%1.9%1.9%1.9%Estimated Annual Unspent Appropriations5,880$ 38,357$ 39,124$ 39,907$ 40,705$ 41,519$ Current Budget Amount Dedicated to CIP %100.0% 100.0% 100.0% 100.0% 100.0% Plus: Increase Dedicated to Capital Improvements %0.0%0.0%0.0%0.0%0.0% Total % Dedicated to CIP100.0% 100.0% 100.0% 100.0% 100.0%Total Estimated Revenues Dedicated to CIP38,357$ 39,124$ 39,907$ 40,705$ 41,519$ ProjectedProjectedCURRENT300,000250,000200,000150,000100,00050,0000Library Depreciation Fund Projects & Equipment77 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEUnscheduledFY21FY18FY19FY20FY22LIB12LIBRARYPEDESTRIAN ACCESS ‐ LIBRARY PARKING LOT$30,000LIB13LIBRARYRECONFIGURATION OF EXISTING BUILDING SPACELIB14LIBRARYIMPLEMENTATION OF LANDSCAPE MASTER PLANLIB20LIBRARYSECURITY SYSTEM FOR THE LIBRARY ‐ COST UNKNOWN, ANTICIPATED FOR FY18LIB21LibraryTASK CHAIRS FOR PUBLIC AND STAFF$20,000LIB22LIBRARYNEW CARPET FOR THE PUBLIC AREA OF THE LIBRARY.$230,000LIB23LIBRARY2 COPIERS: CHILDREN'S DEPT AND STAFF WORKROOM$20,000LIB24LIBRARY(2) SELF‐CHECK KIOSK FOR MAIN AND SECOND FLOO$40,000Summary for Library Depreciation Reserve (8 items)Totals by year:$90,000FY21FY22FY18UnscheduledFY20$250,000FY1978 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB12 DEPARTMENT LIBRARY PROJECT NAME PEDESTRIAN ACCESS - LIBRARY PARKING LOT FY18 $30,000 FY19 Unscheduled DESCRIPTION OF PROJECT Re-design and construction of pedestrian-friendly features in the Library Parking lot. Patrons parking on the west side of the parking lot have to cross through vehicle traffic and around curbing/medians to access the Library entrance. In addition, proposed renovations of the old Harrington Building adjacent to the Library have included adding a pedestrian pathway, crossing from Wallace to the Library parking lot. This improvement to pedestrian access to the parking lot is expected to have consequences for how many people will be crossing through this heavily used lot. Accessability requirements for line-of-travel and the need to navigate the existing curbs are a concern. Some parking spaces may have to be eliminated. A revised site plan has been completed by WTI with estimated construction costs for Phase I of $50,000 and Phase II at $30,000 – Downtown TIF participating in an amount of TBD, with the balance coming from the Library Depreciation Reserve. The Library Foundation will also participate by providing the funds needed for changes to the landscaping. ALTERNATIVES CONSIDERED Leave parking lot configuration the way it is - without a pedestrian path from Wallace. ADVANTAGES OF APPROVAL Improved safety for pedestrians trying to access the Library or cross the library property. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None. FUNDING SOURCES Library Depreciation Reserve - with possible contribution from the Downtown Tax Increment District. New Replacement Equipment Project FY20 FY21 FY22 79 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB13 DEPARTMENT LIBRARY PROJECT NAME RECONFIGURATION OF EXISTING BUILDING SPACE FY18 FY19 Unscheduled DESCRIPTION OF PROJECT The Library’s Strategic Plan for 2013-2017 includes reviewing current Library space usage and ensuring that we are using it as efficiently and effectively as possible. We are working with local architect, Rob Pertzborn, (funded by the Foundation) to see what options we have for possibly reconfiguring some of our existing space, i.e. the Computer Training Lab and the Foundation offices. The Strategic Plan also calls for more space that can be used by local businesspeople and patrons for planning and creative purposes. We have begun meeting with the architect but no decisions have been made and the project is still in initial phases, so no dollar amount has been determined yet. ALTERNATIVES CONSIDERED Leaving the interior space utilization as it currently exists. ADVANTAGES OF APPROVAL The Library’s two public meeting rooms are booked months in advance, so people ask the Library staff for quiet space to have small meetings frequently. One of our goals is to have a public work space that would include a 3-D printer and other materials conducive to creativity. That could only be accomplished by making some changes to the current space configuration, and would answer the requests from the public. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Reserve New Replacement Equipment Project FY20 FY21 FY22 80 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB14 DEPARTMENT LIBRARY PROJECT NAME IMPLEMENTATION OF LANDSCAPE MASTER PLAN FY18 FY19 Unscheduled DESCRIPTION OF PROJECT The Library currently has no completed Grounds Master Plan; although there are plans for the installation of memorial benches and trees. We want to work with a landscape architect to develop a plan that will replace high-maintenance plants with low- maintenance, drought-resistant plantings that will enhance the Library’s grounds and maintain the Library’s appearance as a community jewel. This would also complement the landscaping that has been done by the owners of the Harrington building on south Wallace, adjacent to the Library’s west property line, and accommodate any upgrades to the parking lot that would be made this year (LIB12). Because the project is in the initial phases, there is no estimate of cost yet. ALTERNATIVES CONSIDERED Maintain the current grounds appearance. ADVANTAGES OF APPROVAL The Library staff gets regular complaints and comments from our customers regarding the weeds in the ‘dog bones” of the parking lot, and the sometimes unkempt flower beds and grounds. City Facilities staff do their best to keep the grounds mowed but weeding the current rocky spaces is almost impossible due to their design. The current plantings are high-maintenance and time-intensive, which makes keeping them healthy and attractive very difficult. We would like to keep the Library’s appearance up and remain a place that community members are proud of; a landscaping master plan will help us do that. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Reserve New Replacement Equipment Project FY20 FY21 FY22 81 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB20 DEPARTMENT LIBRARY PROJECT NAME Security System for the Library - cost unknown, anticipated for FY18 FY18 FY19 Unscheduled DESCRIPTION OF PROJECT Installation of a security system with cameras for the Library’s interior, lobby, and exterior. This will be an agenda item for discussion during an upcoming Library Board meeting. ALTERNATIVES CONSIDERED Continue without security system ADVANTAGES OF APPROVAL Increased safety of Library customers and staff; increased security for the many thousands of dollars of materials, equipment and art in the Library. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Fund New Replacement Equipment Project FY20 FY21 FY22 82 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB21 DEPARTMENT Library PROJECT NAME Task chairs for public and staff FY18 $20,000 FY19 Unscheduled DESCRIPTION OF PROJECT Purchase 75 task chairs to replace worn out public and staff chairs that were purchased ten years ago and have been in constant use since then. ALTERNATIVES CONSIDERED Continue to use chairs that are currently in use until they disintegrate. ADVANTAGES OF APPROVAL Ensure comfort and safety of the staff and patrons in need of appropriate seating. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Fund New Replacement Equipment Project FY20 FY21 FY22 83 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB22 DEPARTMENT LIBRARY PROJECT NAME New carpet for the public area of the Library. FY18 FY19 $230,000 Unscheduled DESCRIPTION OF PROJECT Replace worn carpeting in Library on both floors, in public areas. ALTERNATIVES CONSIDERED Library patrons and staff will continue to walk on worn carpet. ADVANTAGES OF APPROVAL The 10-yr. old carpet is beginning to show a great deal of wear from the 1000-1500 people a day who come through the library. It will have to be replace at some point for both aesthetic reasons and as a safety precaution. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Fund New Replacement Equipment Project FY20 FY21 FY22 84 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB23 DEPARTMENT LIBRARY PROJECT NAME 2 copiers: Children's Dept and staff workroom FY18 FY19 $20,000 Unscheduled DESCRIPTION OF PROJECT Place a small color copier in the Children's Department and replace the aging black & white printer in the staff workroom until it quits. ALTERNATIVES CONSIDERED Place a small color copier in the Children's Department and replace the aging black & white printer in the staff workroom until it quits. Continue to provide only black & white copies to public in Children’s; use the existing black & white printer in the staff workroom until it quits. According to the service rep, we will not be able to get parts for the machine after the next year. ADVANTAGES OF APPROVAL Patrons of the Children’s department have asked for color printing for some time and will be pleased to have this service. A new color printer in the staff workroom will help Library staff complete work efficiently. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Fund New Replacement Equipment Project FY20 FY21 FY22 85 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB24 DEPARTMENT LIBRARY PROJECT NAME (2) Self-check kiosk for Main and Second floo FY18 $40,000 FY19 Unscheduled DESCRIPTION OF PROJECT We need to put a self-check kiosk on the second floor to accommodate people who want to check their materials out themselves and leave, rather than waiting in line to use the self-check machines on the first floor. This is in response to numerous patron requests. It will lessen the burden on circulation staff and serve the patrons more efficiently. ALTERNATIVES CONSIDERED Continue to have no self-check machines upstairs and send everyone to the first floor Circulation desk or two kiosks. ADVANTAGES OF APPROVAL Less dependence on Library staff and greater efficiency for Library patrons. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Fund New Replacement Equipment Project FY20 FY21 FY22 86