HomeMy WebLinkAbout11-18-19 City Commission Packet Materials - C4. Community Development CIP for FY21-25 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 2021-2025.
AGENDA ITEM TYPE: Consent
MEETING DATE: November 18, 2019
RECOMMENDATION: Adopt the Community Development Capital Improvement Plan
(CIP) for Fiscal Years 2021-2025.
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. Similar to recent years past, we are
bringing the various parts of the plan forward as items on the Consent agenda. We will be
prepared to address questions, if they arise, at the public meeting.
Stiff Building Remodel FY20 Project Changes
The FY20 Approved Budget contains a total of $656,116 for the Stiff Building Remodel, funded
from the General, Community Development, and Building Inspection Funds. This estimate was
made from initial information developed more than 5 years ago, prior to Phase 1 of the project
(basement conference room, etc.). After we completed the final programming on this next phase,
the project has expanded to include other departments within the building with a focus on
centralizing customer service, accommodating future staffing needs, and improved safety. The
17
project is in final design stages and will be bid in mid-November. Our most recent estimates
show the project could total between $1.2- $1.5 Million. These increased costs have not been
added to the CIP or reflected in the FY20 amounts shown. Once bids are received, we will likely
recommend making adjustments to the FY20 Budget by delaying or canceling current projects,
using budget or vacancy savings, and/or possibly budget amendments.
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
FY21.
Report compiled on: October 31, 2019
Attached: Community Development CIP Section
Fund Division/Dept % of Allocation
General Sustainability 2.0%
General Facilities 7.8%
General IT 10.9%
Community Dev Community Development 26.4%
Buidling Inspection Buidling Inspection 16.9%
Street Maintenance Street Maintenance 4.1%
Water Water Conservation 3.0%
Public Works Admin Public Works Admin 7.1%
*Water WTP/Ops 7.7%
*Wastewater WRF/Ops 6.7%
*Solidwaste Solidwaste 2.0%
*Stormwater Stormwater 4.9%
*Vehicle Maintenance Vehicle Maintenance 0.6%
* Allocation from Public Works Admin
18
Project Name:YearDESCRIPTION:Amount Total Project #CODE COMPLIANCE VEHCILE35,000 DESCRIPTION:‐ CURRENTLY USING POLICE VEHICLES AND ONE IS TO BE ‐ RETURNED. THE DIVISION NEEDS ITS OWN VEHICLES ‐ SINCE A MAJOR FUNCTION OF THE DIVISION IS OUT ‐ DOING ENFORCEMENT‐ ALTERNATIVES:‐ BORROW A VEHICLE FROM VARIOUS DIVISIONS EACH ‐ DAY OR FIND ANOTHER VEHICLE ON A MORE PERMANENT ‐ BASIS.‐ ADD OPERATING:BASIC MAINTENANCE COSTS.‐ CENTRAL PROJECT TRACKING SOFTWARE UPDATE 300,000 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‐ CENTRAL PROJECT TRACKING SOFTWARE UPDATE 300,000 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‐ CC01CD07 (FY21) 300,000 CODE COMPLIANCE VEHCILE 2021CENTRAL PROJECT TRACKING SOFTWARE UPDATE 202135,000 CENTRAL PROJECT TRACKING SOFTWARE UPDATE 2022300,000 CD07 (FY22) 19
ERP REPLACEMENT/UPGRADE180,000 DESCRIPTION:‐ POSSIBLE EXAMINATION OF CURRENT ERP SYSTEM FOR ‐ CURRENT VENDOR UPGRADE OR NEW SYSTEM ‐ ALTERNATIVE:‐ KEEP SAME SYSTEM UNTIL UNSUPPORTED ‐ ADD OPERATING:‐ USUALLY ANNUAL MAINTENANCE COSTS‐ FUNDING SPLIT: GF 35% PWADMIN 50% AND CD 15% ‐ ERP REPLACEMENT/UPGRADE UNSCHEDULED180,000$ GF27720
COMMUNITY DEVELOPMENT FUND FINANCIAL SUMMARY Financial SummaryCurrent YearFY20 FY21 FY22 FY23 FY24 FY25 UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 234,769$ 408,673$ 177,244$ 997$ 108,752$ 218,663$ Plus: Long Range Planning Restricted Cash165,142$ Plus: Conservation Overlay Restricted Cash154,565$ Plus: Entryway Corridor Restricted Cash50,816$ Plus: Technology Restricted Cash38,060$ Plus: Planning Revenues Dedicated to CIP101,540$ 103,571$ 123,753$ 107,755$ 109,910$ 112,109$ Plus: General Fund/Other Contribution Less: FY19 Carry forward(301,218)$ Less: Scheduled CIP Project Costs(35,000)$ (335,000)$ (300,000)$ ‐$ ‐$ ‐$ (180,000)$ Projected Year‐End Cash Dedicated to CIP408,673$ 177,244$ 997$ 108,752$ 218,663$ 330,771$ Assumptions Made for Revenue Estimates:Current YearFY20 FY21FY22 FY23 FY24 FY25Estimated Annual Community Development Revenues1,450,574$ 1,450,574$ 1,479,585$ 1,509,177$ 1,539,361$ 1,570,148$ (Excludes interfund transfers) Estimated Growth in Revenues‐ 2%2%2%2%2%Total Estimated Revenues1,450,574$ 1,479,585$ 1,509,177$ 1,539,361$ 1,570,148$ 1,601,551$ Current Revenues Dedicated to CIP %7.0%7.0% 7.0% 8.2% 7.0% 7.0% Plus: Increase Dedicated to Capital Improvements %0.0%0.0% 1.2% ‐1.2% 0.0% 0.0% Total % Dedicated to CIP7.0%7.0% 8.2% 7.0% 7.0% 7.0%Total Estimated Revenues Dedicated to CIP101,540$ 103,571$ 123,753$ 107,755$ 109,910$ 112,109$ ProjectedProjectedCURRENT$(335,000)$(300,000)$‐$‐$‐$(180,000)FY20 FY21 FY22 FY23 FY24 FY25 UNSCHEDULEDCOMMUNITY DEVELOPMENT PROJECTS & EQUIPMENT
COMMUNITY DEVELOPMENT FUND PROJECT SUMMARY Project # Project NameFY2021 FY2022 FY2023 FY2024 FY2025 UnscheduledCC01CODE COMPLIANCE VEHCILE 35,000 ‐ ‐ ‐ ‐ ‐ CD07PROJECT TRACKING SOFTWARE UPDATE 300,000 300,000 ‐ ‐ ‐ ‐ GF277ERP REPLACEMENT/UPGRADE ‐ ‐ ‐ ‐ ‐180,000 Fiscal Year totals 335,000 300,000 ‐ ‐ ‐ 180,000
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 Scheduled in FY21 and FY22 isCD007 Project Tracking Software Update that was originally scheduled in just in FY22, but has been split to fund it earlier to begin implementing sooner. This software would act as the planning module for and interact with the Enterprise Resource Planning (ERP) system. There is one addition this year and that is a vehicle for the new Code Compliance Manager for FY21. Fees Restricted for Planning/Long Range Updates Average FY19 FY18 FY17 FY16 FY15 Plus: Long Range Planning Restricted Cash 165,142 103,945 245,729 245,729 179,309 51,000 Plus: Conservation Overlay Restricted Cash 154,565 106,646 228,096 228,096 198,286 11,700 Plus: Entryway Corridor Restricted Cash50,816 61,712 61,712 61,712 61,712 7,231 Plus: Technology Restricted Cash36,261 44,835 37,642 44,835 17,733 N/A406,784 317,138 573,178 580,371 457,040 69,931
Project Name:YearDESCRIPTION:Amount Total Project #CODE COMPLIANCE VEHCILE35,000 DESCRIPTION:‐ CURRENTLY USING POLICE VEHICLES AND ONE IS TO BE ‐ RETURNED. THE DIVISION NEEDS ITS OWN VEHICLES ‐ SINCE A MAJOR FUNCTION OF THE DIVISION IS OUT ‐ DOING ENFORCEMENT‐ ALTERNATIVES:‐ BORROW A VEHICLE FROM VARIOUS DIVISIONS EACH ‐ DAY OR FIND ANOTHER VEHICLE ON A MORE PERMANENT ‐ BASIS.‐ ADD OPERATING:BASIC MAINTENANCE COSTS.‐ CENTRAL PROJECT TRACKING SOFTWARE UPDATE 300,000 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‐ CENTRAL PROJECT TRACKING SOFTWARE UPDATE 300,000 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‐ CC01CD07 (FY21) 300,000 CODE COMPLIANCE VEHCILE 2021CENTRAL PROJECT TRACKING SOFTWARE UPDATE 202135,000 CENTRAL PROJECT TRACKING SOFTWARE UPDATE 2022300,000 CD07 (FY22)
ERP REPLACEMENT/UPGRADE180,000 DESCRIPTION:‐ POSSIBLE EXAMINATION OF CURRENT ERP SYSTEM FOR ‐ CURRENT VENDOR UPGRADE OR NEW SYSTEM ‐ ALTERNATIVE:‐ KEEP SAME SYSTEM UNTIL UNSUPPORTED ‐ ADD OPERATING:‐ USUALLY ANNUAL MAINTENANCE COSTS‐ FUNDING SPLIT: GF 35% PWADMIN 50% AND CD 15% ‐ ERP REPLACEMENT/UPGRADE UNSCHEDULED180,000$ GF277