HomeMy WebLinkAbout11-13-17 City Commission Packet Materials - C6. Community Development CIP
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Kristin Donald, Finance Director
SUBJECT: Adopt the Community Development Capital Improvement Plan (CIP)
for Fiscal Years 2019-2023.
AGENDA ITEM TYPE: Consent
MEETING DATE: November 13, 2017
RECOMMENDATION: Adopt the Community Development 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 Community Development Department, City Manager, and other city staff met in October to
develop the attached Capital Plan for the equipment and capital needs.
Item of Note:
GF199 – Professional Building Reconfiguration – Phase 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.
Revenue Projections: The Community Development Fund now has four fees that are
restricted for use on long-range and other planning document updates, and technology
(Long-Range, Conservation Overlay, Entryway Corridor, and Technology.) We have
122
based our estimates of these revenues on the average of the past 5 years (when these fees
have been in place.)
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
FY19.
Report compiled on: October 31, 2017
Attached: Community Development CIP
Fees Restricted for Planning/Long Range Updates Average FY17 FY16 FY15 FY14 FY13 FY12
Plus: Long Range Planning Restricted Cash 90,078 245,729 179,309 51,000 32,931 19,350 12,150
Plus: Conservation Overlay Restricted Cash 82,768 228,096 198,286 11,700 16,100 24,775 17,650
Plus: Entryway Corridor Restricted Cash 26,691 61,712 61,712 7,231 7,025 11,390 11,075
Plus: Technology Restricted Cash 31,284 44,835 17,733 N/A N/A N/A N/A
230,821 580,371 457,040 69,931 56,056 55,515 40,875
123
Community Development FundCapital Improvement PlanFinancial SummaryCurrent YearFY18 FY19 FY20 FY21 FY22 FY23 UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 141,884$ 382,705$ 172,636$ 265,609$ 349,640$ 446,369$ Plus: Long Range Planning Restricted Cash 90,078$ Plus: Conservation Overlay Restricted Cash 82,768$ Plus: Entryway Corridor Restricted Cash 26,691$ Plus: Technology Restricted Cash 31,284$ Plus: Planning Revenues Dedicated to CIP110,000$ 91,149$ 92,972$ 94,832$ 96,728$ 98,663$ Plus: General Fund/Other Contribution Less: Scheduled CIP Project Costs (100,000)$ (301,218)$ ‐$ (10,800)$ ‐$ ‐$ Projected Year‐End Cash Dedicated to CIP 382,705$ 172,636$ 265,609$ 349,640$ 446,369$ 545,032$ Assumptions Made for Revenue Estimates: Current YearFY18 FY19 FY20 FY21 FY22 FY23Estimated Annual Community Development Revenues 1,224,139$ 1,224,139$ 1,248,622$ 1,273,594$ 1,299,066$ 1,325,047$ (Excludes interfund transfers) Estimated Growth in Revenues ‐ 2% 2% 2% 2% 2%Total Estimated Revenues 1,224,139$ 1,248,622$ 1,273,594$ 1,299,066$ 1,325,047$ 1,351,548$ Current Revenues Dedicated to CIP % 7.3% 7.3% 7.3% 7.3% 7.3% 7.3% Plus: Increase Dedicated to Capital Improvements % 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% Total % Dedicated to CIP 7.3% 7.3% 7.3% 7.3% 7.3% 7.3%Total Estimated Revenues Dedicated to CIP 110,000$ 91,149$ 92,972$ 94,832$ 96,728$ 98,663$ ProjectedProjectedCURRENT$(301,218)$‐$(10,800)$‐$‐FY18 FY19 FY20 FY21 FY22 FY23 UNSCHEDULEDCOMMUNITY DEVELOPMENT PROJECTS & EQUIPMENT124
CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEFY19UnscheduledFY23FY20FY21FY22Community DevelopmentCD03COMMUNITY DCOMPUTER HARDWARE$10,800CD05COMMUNITY DCOPIER REPLACEMENT$35,000GF199COMMUNITY DEVELOPMENTPROFESSIONAL BUILDING RECONFIGURATION - PHASE 2$266,218$301,218$10,800Totals by DEPARTMENTSummary for Community Development (3 items)Totals by year:$301,218FY23FY19FY20UnscheduledFY22$10,800FY21125
CIP Project Fund
Community Development
PROJECT NUMBER
CD03
DEPARTMENT
COMMUNITY DEVELOPMENT
PROJECT NAME
COMPUTER HARDWARE
FY19 FY20 Unscheduled
DESCRIPTION OF PROJECT
Replace computer hardware; replacements planned for years FY18 and FY20 did not meet the CIP capital threshold and will be
included in budget requests for those years.
ALTERNATIVES CONSIDERED
None
ADVANTAGES OF APPROVAL
Keeping computer hardware current diminishes the need for service calls and also facilitates the production of planning review by ensuring
computers are able to run effective updated software.
ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED
IT support, software updates
FUNDING SOURCES
Community Development Fund
New
Replacement
Equipment
Project
FY21
$10,800
FY22 FY23
126
CIP Project Fund
Community Development
PROJECT NUMBER
CD05
DEPARTMENT
COMMUNITY DEVELOPMENT
PROJECT NAME
Copier Replacement
FY19
$35,000
FY20 Unscheduled
DESCRIPTION OF PROJECT
Replace combination copier/scanner. This is an essential primary work tool for Community Development for production of staff
reports, intake of applications, and many other daily duties. The coper is shared with Public Works. The anticipated service life
for this type of equipment under the use conditions and loads is five years of less. Mechanical failure are becoming more common
with the existing machine.
ALTERNATIVES CONSIDERED
A lease may be an alternative. Experience with leasing has not been particularly positive. Efforts to continue with increasing maintenance may
extend service life some but there are associated costs financially and with lost productivity during breakdowns. Given the level of time sensitive
deadlines for the department substantial and frequent down times are not acceptable.
ADVANTAGES OF APPROVAL
Enable departments to continue to produce and process applications and materials.
ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED
No additional expenses are anticipated. Standard operating expenses are included in the annual budgets and are not anticipated to change
substantially.
FUNDING SOURCES
General fund, planning fund
New
Replacement
Equipment
Project
FY21 FY22 FY23
127
CIP Project Fund
Community Development
PROJECT NUMBER
GF199
DEPARTMENT
COMMUNITY DEVELOPMENT
PROJECT NAME
PROFESSIONAL BUILDING RECONFIGURATION - Phase 2
FY19
$266,218
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
128