HomeMy WebLinkAboutAdopt the Building Inspection Capital Improvement Plan for FY 2013-2017
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Chris Kukulski, City Manager
Anna Rosenberry, Finance Director
SUBJECT: Adoption of the Building Inspection Capital Improvement Plan (CIP)
for FY13-17
AGENDA ITEM TYPE: Consent
MEETING DATE: December 5, 2011
RECOMMENDATION: Adoption of the Building Inspection Capital Improvement Plan
(CIP) for FY13-17.
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. On November 14, the
Commission held a policy discussion to review the proposed Building Inspection Capital
Improvement Plan (CIP) for FY13-17. As a result of that review, the attached CIP is
recommended for approval.
UNRESOLVED ISSUES: During the policy discussion, the City’s Vehicle/Equipment
Replacement Policy was discussed, (Administrative Order 2010-04, found at:
http://weblink.bozeman.net/WebLink8/0/doc/41332/Page1.aspx) Specifically, the need to amend
section F and the amount of mileage to be reached before we plan to replace a vehicle. We agree
that this section should be amended and will be preparing a change to the policy that will be in
effect for the Fiscal Year 13 budget development.
ALTERNATIVES: As suggested by the City Commission.
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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
FY13.
Report compiled on: November 23, 2011
Attached: Building Inspection CIP, with Vehicle Listing
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Building InspectionCapital Improvement PlanFinancial SummaryCurrent YearFY12 FY13 FY14 FY15 FY16 FY17 UnscheduledProjected Beginning Reserve Balance Dedicated to CIP260,000$ 260,000$ 260,000$ 260,000$ 260,000$ 260,000$ Plus: Building Inspection Revenues Dedicated to CIP‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Less: Scheduled CIP Project Costs‐$ ‐$ ‐$ ‐$ (32,500)$ (327,500)$ Projected Year‐End Cash Dedicated to CIP260,000$ 260,000$ 260,000$ 260,000$ 260,000$ 227,500$ Assumptions Made for Revenue Estimates:Current YearFY12FY13FY14 FY15 FY16 FY17Estimated Annual Building Inspection Revenues659,000$ 659,000$ 659,000$ 659,000$ 665,590$ 672,246$ Estimated Growth in Revenues‐ 0%0%1%1%1%Total Estimated Revenues659,000$ 659,000$ 659,000$ 665,590$ 672,246$ 678,968$ Current Revenues Dedicated to CIP %0.0%0.0%0.0% 0.0% 0.0% 0.0% Plus: Increase Dedicated to Capital Improvements %0.0%0.0%0.0% 0.0% 0.0% 0.0% Total % Dedicated to CIP0.0%0.0%0.0% 0.0% 0.0% 0.0%Total Estimated Revenues Dedicated to CIP‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ProjectedProjected350,000300,000250,000200,000150,000100,00050,0000Building Inspection Projects & EquipmentPage 168
CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY13FY14FY16UnscheduledFY15FY17Building InspectionBI01BUILD. INSP.STAFF VEHICLE REPLACEMENTS$227,500$32,500BI02BUILD. INSP.Building Division Software and Hardware Upgrade‐ One Solution, Field Mobile$100,000Summary for Building Inspection (2 items)Totals by year:$327,500FY13FY14FY15FY16UnscheduledFY17$32,500Page 269
CIP Project Fund
Building Inspection
PROJECT NUMBER
BI01
DEPARTMENT
BUILD. INSP.
PROJECT NAME
STAFF VEHICLE REPLACEMENTS
FY13 FY14 FY15 FY16 Unscheduled
$227,500
DESCRIPTION OF PROJECT
This item is for the scheduled replacement of Building Inspection vehicles based on age and use of the vehicle. Vehicles will be replaced
according to the City's Vehicle Replacement policy. This program will address the long term vehicle needs of the Building Division by allowing
careful replacement of vehicles as vehicle conditions and department needs warrant. Our best estimate of replacements needed at this time is
referenced in the table on the following page. Vehicle Mileage updated October 2011.
ALTERNATIVES CONSIDERED
Utilize vehicles beyond the recommendations of the vehicle use policy; consider replacements of different model of vehicle.
ADVANTAGES OF APPROVAL
Based on the age and use of the vehicle a new vehicle will be purchased as replacement.
In the past, vehicles were replaced after 5 years. We are stretching the useful life within the division to match the vehicle
purchase/replacement policy.
ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED
FUNDING SOURCES
100% Building Inspection Fund Reserves
New
Replacement
Equipment
Project
FY17
$32,500
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Building Inspection Vehicles - DetailsProject NumberAsset #MakeModel YrCurrent MileageFY13FY14FY15FY16UnscheduledNotesFY17BI013218Grand Cherokee200437,292$32,500Beyond FY173328Dodge Durango200650,342$32,500Beyond FY173329Dodge Durango200846,263$32,500Beyond FY173353Jeep Liberty200620,439$32,500Beyond FY173354Jeep Liberty200634,260$32,500Beyond FY173404Dodge Durango200811,178$32,500Beyond FY173405Dodge Durango200829,864$32,500Beyond FY173144Jeep Liberty200346,266$32,500$32,500 $227,500Total By Year for Vehicle Replacements71
CIP Project Fund
Building Inspection
PROJECT NUMBER
BI02
DEPARTMENT
BUILD. INSP.
PROJECT NAME
Building Division Software and Hardware Upgrade- One Solution, Field Mobile
FY13 FY14 FY15 FY16 Unscheduled
$100,000
DESCRIPTION OF PROJECT
This item is for the upgrade/migration from our current HTE permit management computer program to the new “One Solution- Field Mobile”
computer program as proposed by Sungard Inc. Software, hardware and staff training are all considered in the proposal. This program is
intended to increase staff efficiency by moving the inspector’s “offices” into the field which will allow them more inspection time… in addition,
inspection entries and documents can be created in the field from a template that will increase consistency, efficiency and accountability. Also,
our office staff will have immediate access to inspector’s inspection result entries and inspection schedule modifications. We would like to
purchase this type of product as soon as possible; when the proper software and hardware become available, we will come forward with a
specific funding proposal.
ALTERNATIVES CONSIDERED
Working with our current HTE computer program by purchasing hardware that would give us limited field capabilities and off site
access. This alternative was not considered to be practical and the overall cost was not justified considering the minimal benefit
this alternative would provide.
ADVANTAGES OF APPROVAL
Improve Office and Inspection Staff efficiency which will simplify the inspection scheduling process and would delay and possibly
eliminate the need to increase inspection staffing. In addition, it will improve inspection record keeping consistency and efficiency
and free up inspection and office staff time to reduce inspections costs overall.
ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED
Other than hardware maintenance, no additional operating costs are foreseen. We recommend adding an ongoing amount of
$2500 for equipment maintenance to all future budget requests beginning in FY14. This amount would allow for emergency
repairs up to a full replacement of one field unit if it were required.
FUNDING SOURCES
100% Building Inspection Fund Reserves
New
Replacement
Equipment
Project
FY17
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