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Home My WebLink About12-02-19 City Commission Packet Materials - A5. Library Depreciation Fund CIP for FY21-25 and FY20 Project Changes 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 2021-2025 and Changes to FY20 Projects AGENDA ITEM TYPE: Action MEETING DATE: December 2, 2019 RECOMMENDATION: Adopt the Library Depreciation Fund Capital Improvement Plan (CIP) for Fiscal Years 2021-2025 and FY20 Project Changes as Presented 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 20, 2019. The plan has made some changes that impact the projects planned in FY20. Moving up LIB26 Materials Conveyor from FY21 to FY20 would aid greatly in the efforts of creating staff efficiency. In addition, the carpet budgeted for in FY20 would make more sense to spread out over time and replace as needed rather than all at once and having to shut down the Library for a period of time. 190 The project for repairing the parking lot has been delayed the last couple of years and money was added but prior year amounts were not rolled and in order to complete the work in FY20 there needs to be $65,000 added. These changes to FY20 would keep the fund within is approved appropriation for FY20 and the Carpet repairs are put back into the plan spread out over three years. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. FISCAL EFFECTS: This step in the process has no fiscal effect. The FY20 project changes are still within the funds budgeted expenditures. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY21. Report compiled on: November 20, 2019 Attached: Library Depreciation Fund CIP Section FY20 Appropriation 280,000 NEW CARPET PUBLIC AREA (15,000) RECONFIGURE CUSTOMER COUNTER (50,000) MATERIALS CONVEYOR SYSTEM (150,000) PARKING LOT REPAIRS NOT ROLLED FY17 (65,000) - 191 LIBRARY DEPRECIATION FUND FINANCIAL SUMMARY Financial Summary Current YearFY20 FY21 FY22 FY23 FY24 FY25UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 405,810$ 105,866$ 74,506$ 43,959$ 14,241$ 57,369$ Plus: Estimated Annual Unspent Appropriations 42,057$ 40,640$ 41,453$ 42,282$ 43,128$ 43,990$ ‐$ Less: Carryover FY19 Capital Projects (62,000)$ Less: Scheduled CIP Project Costs** (280,000)$ (72,000)$ (72,000)$ (72,000)$ ‐$ ‐$ ‐$ Projected Year‐End Cash Dedicated to CIP 105,866$ 74,506$ 43,959$ 14,241$ 57,369$ 101,359$ Assumptions Made for Revenue Estimates: Current YearFY20 FY21 FY22 FY23 FY24 FY25Estimated Annual Library Budget 2,213,510$ 2,257,780$ 2,302,936$ 2,348,995$ 2,395,974$ 2,443,894$ Estimated Amount of Budget left Unused 1.9% 1.8% 1.8% 1.8% 1.8% 1.8%Estimated Annual Unspent Appropriations 42,057$ 40,640$ 41,453$ 42,282$ 43,128$ 43,990$ 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 CIP 42,057$ 40,640$ 41,453$ 42,282$ 43,128$ 43,990$ Appropriation FY2 280,000 LIB26 Conveyor (150,000) LIb27 Re configure(50,000) LIB12 Parking lot (65,000) LIB22 Carpet (15,000) ‐ ProjectedProjected** Originally LIB22 for carpet $230,000 and Lib27 for $50,000. Proposed change $150,000 for LIB26 (was in FY21 for $75,000 and pricing came back 150k and is needed this year), LIB 27 for $50,000 and remaining of 280k appropriations going towards the parking lot CURRENT$(72,000)$(72,000)$(72,000)$‐$‐$‐FY20 FY21 FY22 FY23 FY24 FY25 UNSCHEDULEDLIBRARY DEPRECIATION FUND PROJECTS & EQUIPMENT192 LIBRARY DEPRECIATION FUND PROJECT SUMMARY Project # Project Name FY2020 FY2021 FY2022 FY2023 FY2024 FY2025 UnscheduledLIB22NEW CARPET PUBLIC AREA 15,000 72,000 72,000 72,000 ‐ ‐ ‐ LIB27RECONFIGURE CUSTOMER COUNTER 50,000 ‐ ‐ ‐ ‐ ‐ ‐ LIB26MATERIALS CONVEYOR SYSTEM 150,000 ‐ ‐ ‐ ‐ ‐ ‐ LIB12PARKING LOT REPAIRS NOT ROLLED FY17 65,000 ‐ ‐ ‐ ‐ ‐ ‐ Fiscal Year totals 215,000 72,000 72,000 72,000 ‐ ‐ ‐ ** Originally LIB22 for carpet $230,000 and Lib27 for $50,000. Proposed change $150,000 forLIB26 (was in FY21 for $75,000 and pricing came back 150k and is needed this year), LIB 27 for$50,000 and remaining of 280k appropriations going towards the parking lot repairs.FY20 Appropriation 280,000 NEW CARPET PUBLIC AREA (15,000) RECONFIGURE CUSTOMER COUNTER (50,000) MATERIALS CONVEYOR SYSTEM (150,000) PARKING LOT REPAIRS NOT ROLLED FY17 (65,000) ‐ 193 LIBRARY DEPRECIATION FUND DETAIL BACKGROUND 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. ‐ 50,000 100,000 150,000 200,000 250,000 300,000 350,000 400,000 450,0002015 2016 2017 2018 2019 2020Estimate ‐AverageRemaining Library Budget194 CAPITAL PLAN SUMMARY The plan has made some changes that impact the projects planned in FY20. Moving up LIB26 Materials Conveyor from FY21 to FY20 would aid greatly in the efforts of creating staff efficiency. In addition, the carpet budgeted for in FY20 would make more sense to spread out over time and replace as needed rather than all at once and having to shut down the Library for a period of time. The project for repairing the parking lot has been delayed the last couple of years and money was added but prior year amounts were not rolled and in order to complete the work in FY20 there needs to be $65,000 added. These changes to FY20 would keep the fund within is approved appropriation for FY20 and the Carpet repairs are put back into the plan spread out over three years. 195 Project Name Year Description Amount Total Project #NEW CARPET IN PUBLIC AREAS 72,000 DESCRIPTION: ‐ DUE TO THE LIBRARY SCHEDULE THIS PROJECT WILL ‐ BE DONE OVER TIME TO AVOID A MAJOR SHUT DOWN OF ‐ THE LIBRARY. THIS WILL REPLACE THE WORN CARPET ‐ ON BOTH FLOORS AND PUBLIC AREAS. ‐ ALTERNATIVES: ‐ CONTINUE WITH WORN CARPET OR SHUT DOWN FOR A ‐ PERIOD OF TIME AND REPLACE ALL AT ONCE. ‐ ADD OPERATING: ‐ NONE ‐ NEW CARPET IN PUBLIC AREAS 72,000 DESCRIPTION: ‐ DUE TO THE LIBRARY SCHEDULE THIS PROJECT WILL ‐ BE DONE OVER TIME TO AVOID A MAJOR SHUT DOWN OF ‐ THE LIBRARY. THIS WILL REPLACE THE WORN CARPET ‐ ON BOTH FLOORS AND PUBLIC AREAS. ‐ ALTERNATIVES: ‐ CONTINUE WITH WORN CARPET OR SHUT DOWN FOR A ‐ PERIOD OF TIME AND REPLACE ALL AT ONCE. ‐ ADD OPERATING: ‐ NONE ‐ NEW CARPET IN PUBLIC AREAS 72,000 DESCRIPTION: ‐ DUE TO THE LIBRARY SCHEDULE THIS PROJECT WILL ‐ BE DONE OVER TIME TO AVOID A MAJOR SHUT DOWN OF ‐ THE LIBRARY. THIS WILL REPLACE THE WORN CARPET ‐ ON BOTH FLOORS AND PUBLIC AREAS. ‐ ALTERNATIVES: ‐ CONTINUE WITH WORN CARPET OR SHUT DOWN FOR A ‐ PERIOD OF TIME AND REPLACE ALL AT ONCE. ‐ ADD OPERATING: ‐ NONE ‐ NEW CARPET PUBLIC AREA 202372,000 LIB22 (FY23) 72,000 2021NEW CARPET PUBLIC AREALIB22 (FY21) NEW CARPET PUBLIC AREA 202272,000 LIB22 (FY22) 196