The URL can be used to link to this page

Home My WebLink About12-10-18 City Commission Packet Materials - C5. Adopt the Community Development CIP for FY 2020-2024 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 2020-2024. AGENDA ITEM TYPE: Consent MEETING DATE: December 10, 2018 RECOMMENDATION: Adopt the Community Development Capital Improvement Plan (CIP) for Fiscal Years 2020-2024. 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. Relationship to the Strategic Plan: • This year we worked towards item 7.1 b -Create a Culture of Innovation by changing our CIP database system for project tracking and plan development. We are now using our city-wide budgeting system’s project module for all CIP items. This will make it easier to merge approved projects into the recommended budget, begin tracking projects in their initial stages, and give us increased project cost reporting. The change has resulted in a different report “look-and-feel,” and we are working to evolve and refine how the CIP reports appear. 49 • We are also recommending that we continue to innovate the plan for next year by increasing the CIP threshold from its current level of $10,000 to a new minimum level of $25,000. Currently, the $10,000 threshold causes many maintenance and other operational budget items to be included in the capital plan. For the FY21 to FY25 CIP we recommend using a $25,000 threshold. This will align us with best practices and allow us to make better capital decisions by focusing on true capital items and less maintenance and operational expenses. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY20. Report compiled on: November 27, 2018 Attached: Community Development CIP Section 50 COMMUNITY DEVELOPMENT FUND FINANCIAL SUMMARY Financial Summary Current YearFY19 FY20 FY21 FY22 FY23 FY24 UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 110,604$ 234,769$ 290,919$ 383,891$ (121,277)$ (24,549)$ Plus: Long Range Planning Restricted Cash 129,008$ Plus: Conservation Overlay Restricted Cash 117,842$ Plus: Entryway Corridor Restricted Cash 35,130$ Plus: Technology Restricted Cash 33,403$ Plus: Planning Revenues Dedicated to CIP 110,000$ 91,149$ 92,972$ 94,832$ 96,728$ 98,663$ Plus: General Fund/Other Contribution Less: Scheduled CIP Project Costs (301,218)$ (35,000)$ ‐$ (600,000)$ ‐$ ‐$ ‐$ Projected Year‐End Cash Dedicated to CIP 234,769$ 290,919$ 383,891$ (121,277)$ (24,549)$ 74,114$ Assumptions Made for Revenue Estimates: Current YearFY19 FY20 FY21 FY22 FY23 FY24Estimated 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$(35,000)$‐$(600,000)$‐$‐$‐FY19 FY20 FY21 FY22 FY23 FY24 UNSCHEDULEDCOMMUNITY DEVELOPMENT PROJECTS & EQUIPMENT51 COMMUNITY DEVELOPMENT FUND PROJECT SUMMARY Project # Project Name FY2020 FY2021 FY2022 FY2023 FY2024CD06PLANNING VEHICLE REPLACEMENT REQUEST 35,000 ‐ ‐ ‐ ‐ CD07SUPERION PROJECT TRACKING SOFTWARE UPDATE ‐ 600,000 ‐ ‐ Fiscal Year totals 35,000 ‐ 600,000 ‐ ‐ 52 COMMUNITY DEVELOPMENT FUND DETAIL BACKGROUND The Community Development Fund is a special revenue fund that accounts for revenues and expenditures related to community planning and zoning operations. 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.) CAPITAL PLAN SUMMARY There is a project added this year to FY2022, CD007 Superion Project Tracking Software Update. This software would act as the planning module for and interact with the Enterprise Resource Planning (ERP) system. Fees Restricted for Planning/Long Range Updates Average FY18 FY17 FY16 FY15 FY14 Plus: Long Range Planning Restricted Cash 90,078 245,729 245,729 179,309 51,000 32,931 Plus: Conservation Overlay Restricted Cash 82,768 228,096 228,096 198,286 11,700 16,100 Plus: Entryway Corridor Restricted Cash26,691 61,712 61,712 61,712 7,231 7,025 Plus: Technology Restricted Cash31,284 37,642 44,835 17,733 N/A N/A230,821 573,178 580,371 457,040 69,931 56,056 53 Project Name: Year DESCRIPTION: Amount Total Project #PLANNING VEHICLE REPLACEMENT REQUEST 35,000 DESCRIPTION: ‐ REPLACEMENT FOR 2003 HONDA CRV, WHICH IS ‐ EXPERIENCING MORE FREQUENT ISSUES ‐ ALTERNATIVE: ‐ OVERHAUL OF EXISTING VEHICLE ‐ ADVANTAGES OF APPROVAL: ‐ LESS STAFF TIME GOING INTO MAINTENANCE & SAFER ‐ FOR IN‐STATE TRAVEL ‐ ADDT'L OPERATING COST: ‐ NONE ‐ SUPERION PROJECT TRACKING SOFTWARE UPDATE 600,000 DESCRIPTION: ‐ 5% OF ALL APP. FEES ARE TO SUPPORT SOFTWARE UPGRDE ‐ CURRENT SOFTWARE WILL BE INCOMPATIBLE W/ GIS ‐ FUNCTION AND NO LONGER SUPPORTED BY SUPERION ‐ ALTERNATIVES: ‐ NONE (WILL BE INCOMPATIBLE) ‐ ADVANTAGE OF APPROVAL: ‐ GIS COMPATIBILITY AND BETTER DATA TRACKING ‐ ADDT'L OPERATING COST: ‐ NONE ‐ PLANNING VEHICLE REPLACEMENT REQUEST 2020SUPERION PROJECT TRACKING SOFTWARE UPDATE 202235,000 CD06 CD07 600,000 54