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Home My WebLink About11-13-17 City Commission Packet Materials - C5. Building Inspection CIP Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Kristin Donald, Finance Director SUBJECT: Adopt the Building Inspection Capital Improvement Plan (CIP) for Fiscal Years 2019-2023. AGENDA ITEM TYPE: Consent MEETING DATE: November 13, 2017 RECOMMENDATION: Adopt the Building Inspection Capital Improvement Plan (CIP) for Fiscal Years 2019-2023. 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 Building Inspection, City Manager, and other city staff met in October & November to develop the attached Capital Plan for the equipment and capital needs of the Building Inspection Division. Items of Note:  GF199 – Professional Building Reconfiguration – PH 2 moved the previous year to FY19 and was adjusted for construction cost increases. Other Departments and funds are a part of this project and funding.  Estimates of Growth in Revenues – Our estimates of growth in revenues in this fund are based on a 5 year average with FY18 estimated from the budget. For the purposes of the plan, we are showing 5% annual estimated growth. Revenues have been trending upward but at an irregular pace. 115 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, 2017 Attached: Draft - Building Inspection CIP FY Year Revenue Change 2011 1,019,717.00$ 2012 978,403.00$ ‐4.1% 2013 1,333,047.00$ 36.2% 2014 1,483,742.00$ 11.3% 2015 1,539,622.00$ 3.8% 2016 1,843,206.44$ 19.7% 2017 1,784,665.00$ ‐3.2% Average FY13‐FY17 1,596,856.49$ 13.4% 116 Building Inspection FundCapital Improvement PlanFinancial SummaryCurrent YearFY18 FY19 FY20 FY21 FY22 FY23 UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 192,100$ 224,600$ 19,065$ 30,768$ 43,056$ 55,958$ Plus: Building Inspection Revenues Dedicated to CIP32,500$ 11,146$ 11,703$ 12,288$ 12,902$ 13,548$ ‐$ Less: Scheduled CIP Project Costs ‐$ (216,681)$ ‐$ ‐$ ‐$ ‐$ (325,000)$ Projected Year‐End Cash Dedicated to CIP 224,600$ 19,065$ 30,768$ 43,056$ 55,958$ 69,506$ Assumptions Made for Revenue Estimates: Current YearFY18 FY19 FY20 FY21 FY22 FY23Estimated Annual Building Inspection Revenues 1,769,150$ 1,769,150$ 1,857,608$ 1,950,488$ 2,048,012$ 2,150,413$ Estimated Growth in Revenues 0% 5% 5% 5% 5% 5%Total Estimated Revenues 1,769,150$ 1,857,608$ 1,950,488$ 2,048,012$ 2,150,413$ 2,257,934$ Current Revenues Dedicated to CIP % 0.6% 0.6% 0.6% 0.6% 0.6% 0.6% Plus: Increase Dedicated to Capital Improvements % 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% Total % Dedicated to CIP 0.6% 0.6% 0.6% 0.6% 0.6% 0.6%Total Estimated Revenues Dedicated to CIP 32,500$ 11,146$ 11,703$ 12,288$ 12,902$ 13,548$ ProjectedProjectedCURRENT$(216,681)$‐$‐$‐$‐$(325,000)FY18 FY19 FY20 FY21 FY22 FY23 UNSCHEDULEDBUILDING INSPECTION PROJECTS & EQUIPMENTB ildi I ti R117 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEFY19UnscheduledFY23FY20FY21FY22Building InspectionBI01BUILDING INSPESTAFF VEHICLE - REPLACEMENTS$325,000GF199BUILDING INSPECTIONPROFESSIONAL BUILDING RECONFIGURATION - PHASE 2$216,681$216,681$325,000Totals by DEPARTMENTSummary for Building Inspection (2 items)Totals by year:$216,681$325,000FY23FY19FY20UnscheduledFY22FY21118 CIP Project Fund Building Inspection PROJECT NUMBER BI01 DEPARTMENT BUILDING INSPECTION PROJECT NAME STAFF VEHICLE - REPLACEMENTS FY19 FY20 Unscheduled $325,000 DESCRIPTION OF PROJECT This item is for the scheduled replacement of Building Inspection vehicles based on age and use of the vehicle. Vehicles will be replaced according to the City's Vehicle Replacement policy; generally, 150,000 miles/20 years before replacement of non- emergency vehicles. This program will address the long term vehicle needs of the Building Division by allowing careful replacement of vehicles as vehicle conditions and department needs warrant. Right now, all vehicles are in use by Department staff, averaging approximately 5,000 miles per year. Vehicle Mileage updated October 2015. There are no maintenance issues or significant problems to report. We do regular maintenance and service all of our vehicles and always fix small stuff before it becomes a big problem. ALTERNATIVES CONSIDERED Utilize vehicles beyond the recommendations of the vehicle use policy; consider replacements of different model of vehicle. ADVANTAGES OF APPROVAL Based on the age and use of the vehicle a new vehicle will be purchased as replacement. In the past, vehicles were replaced after 5 years. We are stretching the useful life within the division to match the newly-revised vehicle purchase/replacement policy. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Generally, annual operating and maintenance costs are expected to decrease when older vehicles are replaced with newer ones. More fuel efficiency and lower repair costs are financial benefits. FUNDING SOURCES 100% Building Inspection Fund New Replacement Equipment Project FY21 FY22 FY23 119 CIP Project Fund Building Inspection PROJECT NUMBER GF199 DEPARTMENT BUILDING INSPECTION PROJECT NAME PROFESSIONAL BUILDING RECONFIGURATION - Phase 2 FY19 $216,681 FY20 Unscheduled DESCRIPTION OF PROJECT The City is responding to growth by adding staff to meet the increased demand for services in our community. We have also reorganized divisions (Community Development) and created other divisions (Stormwater) to improve efficiency and better serve our community. In order to accommodate this grow, we need to remodel the Stiff Building. In FY16 the City Commission approved a Phase 1 of the remodel that will provide a better use of existing space by relocating certain functions to the basement and reclaiming unused square footage. Approval of Phase II would allow the consolidation of Community Development (Planning and Building) together on one floor and the consolidation of Public Works Services (Engineering, GIS and Stormwater) together on another floor. This will allow better coordination of staff and better service to our public. Phase 1 is anticipated to be completed late spring of 2016. ALTERNATIVES CONSIDERED Continue to operate as we are today ADVANTAGES OF APPROVAL Community Development would be able to consolidate its operations and services to allow for an integrated customer-focused service delivery model. It will also provide Public Works with the ability to collocate its services in the Stiff Building. Finally it will help the City to take a planned and efficient approach to building utilization and service optimization. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED No additional operating costs anticipated for building reconfiguration. FUNDING SOURCES Building Inspection, Community Development, General Fund, and Parking. New Replacement Equipment Project FY21 FY22 FY23 120 Building Inspection Vehicles - Details Project Number Asset #Make Model Yr Current Mileage FY19 FY20 Unscheduled NotesFY21FY22FY23 BI01 3144 Jeep Liberty 2003 70,487 $32,500 Beyond FY20 3218 Grand Cherokee 2004 55,257 $32,500 Beyond FY20 3353 Jeep Liberty 2006 49,287 $32,500 Beyond FY20 3328 Dodge Durango 2006 72,608 $32,500 Beyond FY20 3354 Jeep Liberty 2006 62,990 $32,500 Beyond FY20 3404 Dodge Durango 2008 44,945 $32,500 Beyond FY20 3329 Dodge Durango 2008 67,382 $32,500 Beyond FY20 3723 Jeep Patriot 2014 11,321 $32,500 New in 2013 3674 Jeep Patriot 2014 14,405 $32,500 New in 2013 3968 Prius 2017 385 $32,500 New in 2017 3967 Prius 2017 3,961 $32,500 New in 2017 $357,500Total By Year for Vehicle Replacements 121