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Home My WebLink About12-04-17 City Commission Packet Materials - C2. Library CIP FY2019-2023 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Kristin Donald, Finance Director SUBJECT: Adopt the Library Depreciation Fund Capital Improvement Plan (CIP) for Fiscal Years 2019-2023 AGENDA ITEM TYPE: Consent MEETING DATE: December 4, 2017 RECOMMENDATION: Adopt the Library Depreciation Fund 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 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 15, 2017. Items of Note:  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: LIB23 and LIB25 are slated for FY 19, which include a copier and automated blinds for the first floor. For FY21 a materials conveyor system for the circulation department is planned for $75,000. 7 Revenue estimates for the Plan: Any unspent budget authority within the Library’s departmental budget in the General Fund is transferred to this fund at year-end. The amount transferred each year fluctuates greatly; especially when personnel positions remain vacant for extended periods of time. Our estimate for the coming years of the plan are that approximately 1.9% of the annual budget will remain unspent – to be transferred to this fund. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. Fiscal Year Amount Unspent 2012 125,394 2013 17,600 2014 1,238 2015 44,500 2016 5,458 2017 140,119 2018 Estimate ‐ Average 55,718 Remaining Budget for Library Dept of General Fund 8 FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY19. Report compiled on: November 22, 2017 Attached: Library Depreciation Fund CIP 9 Library Depreciation Reserve Fund Capital Improvement PlanFinancial Summary Current YearFY18 FY19 FY20 FY21 FY22 FY23UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 352,503$ 270,860$ 278,368$ 88,666$ 54,770$ 96,696$ Plus: Estimated Annual Unspent Appropriations 38,357$ 39,508$ 40,298$ 41,104$ 41,926$ 42,765$ ‐$ Less: Carryover FY17 Capital Projects (50,000)$ Less: Scheduled CIP Project Costs (70,000)$ (32,000)$ (230,000)$ (75,000)$ ‐$ ‐$ ‐$ Projected Year‐End Cash Dedicated to CIP 270,860$ 278,368$ 88,666$ 54,770$ 96,696$ 139,461$ Assumptions Made for Revenue Estimates: Current YearFY18 FY19 FY20 FY21 FY22 FY23Estimated Annual Library Budget2,018,800$ 2,079,364$ 2,120,951$ 2,163,370$ 2,206,638$ 2,250,770$ Estimated Amount of Budget left Unused1.9% 1.9% 1.9% 1.9% 1.9% 1.9%Estimated Annual Unspent Appropriations 38,357$ 39,508$ 40,298$ 41,104$ 41,926$ 42,765$ Current Budget Amount Dedicated to CIP % 100.0% 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% 0.0% Total % Dedicated to CIP 100.0% 100.0% 100.0% 100.0% 100.0% 100.0%Total Estimated Revenues Dedicated to CIP38,357$ 39,508$ 40,298$ 41,104$ 41,926$ 42,765$ ProjectedProjectedCURRENT$(32,000)$(230,000)$(75,000)$‐$‐$‐FY18 FY19 FY20 FY21 FY22 FY23 UNSCHEDULEDLIBRARY DEPRECIATION FUND PROJECTS & EQUIPMENT10 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEFY19UnscheduledFY23FY20FY21FY22Library Depreciation ReserveLIB22LIBRARYNEW CARPET FOR THE PUBLIC AREA OF THE LIBRARY.$230,000LIB23LIBRARY1 COLOR COPIER$10,000LIB25LIBRARYAUTOMATED BLINDS, 1ST FLOOR WINDOWS$22,000LIB26LIBRARYMATERIALS CONVEYOR SYSTEM FOR CIRCULATION DEPARTMENT$75,000$32,000$230,000$75,000Totals by DEPARTMENTSummary for Library Depreciation Reserve (4 items)Totals by year:$32,000$230,000FY23FY19FY20UnscheduledFY22$75,000FY2111 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB22 DEPARTMENT LIBRARY PROJECT NAME New carpet for the public area of the Library. FY19 FY20 $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 FY21 FY22 FY23 12 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB23 DEPARTMENT LIBRARY PROJECT NAME 1 Color copier FY19 $10,000 FY20 Unscheduled DESCRIPTION OF PROJECT Obtain a new small color copier 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. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Fund New Replacement Equipment Project FY21 FY22 FY23 13 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB25 DEPARTMENT LIBRARY PROJECT NAME Automated Blinds, 1st floor windows FY19 $22,000 FY20 Unscheduled DESCRIPTION OF PROJECT Replace the automated window blinds on the 1st floor windows in the Library. They are ten years old and are malfunctioning on a regular basis. ALTERNATIVES CONSIDERED Leave the existing ones in place. ADVANTAGES OF APPROVAL We will not have broken, non-functional blinds in the windows facing our beautiful Library grounds and Lindley Park. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Reserve Fund New Replacement Equipment Project FY21 FY22 FY23 14 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB26 DEPARTMENT LIBRARY PROJECT NAME Materials conveyor system for Circulation Department FY19 FY20 Unscheduled DESCRIPTION OF PROJECT Automated conveyor system for returned books and materials will pre-sort materials for staff and save on staff time ALTERNATIVES CONSIDERED Continue to handle returned materials manually ADVANTAGES OF APPROVAL Greater efficiency in circulation department, save staff time ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Reserve Fund New Replacement Equipment Project FY21 $75,000 FY22 FY23 15