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Home My WebLink AboutAdopt the Library Depreciation Reserve Fund Capital Improvement Program Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Library Depreciation Reserve Fund Capital Improvement Plan (CIP) for FY13-17 AGENDA ITEM TYPE: Consent MEETING DATE: December 19, 2011 RECOMMENDATION: Adoption of the Library Depreciation Reserve Fund 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 December 12th, the Commission held a policy discussion to review the proposed Library Depreciation Reserve Fund Capital Improvement Plan (CIP) for FY13-17. As a result of that review, the attached CIP is recommended for approval. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. 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: December 14, 2011 Attached: Library Depreciation Reserve Fund CIP 36 Library Depreciation Reserve FundCapital Improvement PlanFinancial Summary Current YearFY12 FY13 FY14 FY15 FY16 FY17UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 243,000$ 243,000$ 229,000$ 246,170$ 263,512$ 246,027$ Plus: Estimated Annual Unspent Appropriations‐$ 17,000$ 17,170$ 17,342$ 17,515$ 17,690$ ‐$ Plus: Hail Damage Insurance Proceeds 500,000$ Plus: Contribution 500,000$ ‐$ Less: Scheduled CIP Project Costs‐$ (1,031,000)$ ‐$ ‐$ (35,000)$ ‐$ (41,880)$ Projected Year‐End Cash Dedicated to CIP 243,000$ 229,000$ 246,170$ 263,512$ 246,027$ 263,717$ Assumptions Made for Revenue Estimates:FY13 FY14 FY15 FY16 FY17Estimated Annual Library Budget 1,700,000$ 1,717,000$ 1,734,170$ 1,751,512$ 1,769,027$ Estimated Amount of Budget left Unused 1% 1% 1% 1% 1%Estimated Annual Unspent Appropriations 17,000$ 17,170$ 17,342$ 17,515$ 17,690$ Current Budget Amount Dedicated to CIP % 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% Total % Dedicated to CIP 100.0% 100.0% 100.0% 100.0% 100.0%ProjectedProjectedTotal Estimated Revenues Dedicated to CIP 17,000$ 17,170$ 17,342$ 17,515$ 17,690$ 1,200,0001,000,000800,000600,000400,000200,0000FY13 FY14 FY15 FY16 FY17 UnscheduledLibrary Depreciation Fund Projects & Equipment37 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY13FY14FY16UnscheduledFY15FY17Library Depreciation ReserveLIB01LIBRARYPUBLIC ADDRESS SYSTEM$31,000LIB02LIBRARYFILM & FICHE SCANNER$15,500LIB03LIBRARYSELF CHECK STATION$14,000LIB04LIBRARYROOF REPAIRS$1,000,000LIB05FAC. MTC.LIBRARY ‐ ‐WIDEN SIDEWALK ADJOINING EAST SIDE PARKING LOT$12,380LIB06LIBRARYPUBLIC PC/LAPTOP REPLACEMENT$35,000Summary for Library Depreciation Reserve (6 items)Totals by year:$1,031,000$41,880FY13FY14FY15FY16UnscheduledFY17$35,00038 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB01 DEPARTMENT LIBRARY PROJECT NAME PUBLIC ADDRESS SYSTEM FY13 $31,000 FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT A public address system is needed for paging and general announcements in the event of a non-fire related emergency. The emergency fire announcement system currently used to broadcast announcements was never designed to be used for any other purpose than a fire emergency and does not provide adequate control for zonal broadcasting. Events have occurred at the Library during the past year which required police intervention; having the capability to make emergency announcements to specific rooms would be an added benefit. ALTERNATIVES CONSIDERED Do nothing and continue to use the emergency fire system to make announcements. ADVANTAGES OF APPROVAL A system designed specifically for the purpose of public address allowing general announcements which are made on a daily basis such as closing of the Library, the start of events, and dog issues would improve the communication to public patrons at the library. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% General Fund. New Replacement Equipment Project FY17 39 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB02 DEPARTMENT LIBRARY PROJECT NAME FILM & FICHE SCANNER FY13 FY14 FY15 FY16 Unscheduled $15,500 DESCRIPTION OF PROJECT Purchase of a Digital Film and Fiche scanner, PC, and monitor to allow copying or scanning of microfilm or microfiche from the Library’s collection. ALTERNATIVES CONSIDERED Continue to use current machine which does not offer scanning and is 10 years old. The current maintenance contract is $1,999 per year. ADVANTAGES OF APPROVAL The machine would allow microfilm images and text to be scanned and sent electronically. It has the ability to improve images and text to be printed or scanned and make colored copies of images. The Flat Media Scanner could also be used with aperture cards, jumbo opaque microcards, or microfiche, film transparencies, glass or film negative, color slides, papers, books, and magazines. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: $1,205 per year for service contract; would offset maintenance costs on older machine, saving approx $794/yr. FUNDING SOURCES General Fund New Replacement Equipment Project FY17 40 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB03 DEPARTMENT LIBRARY PROJECT NAME SELF CHECK STATION FY13 FY14 FY15 FY16 Unscheduled $14,000 DESCRIPTION OF PROJECT Purchase of a Self Check station to allow patrons self service in checking out and renewing items as well as paying for late fees. ALTERNATIVES CONSIDERED Continue to use staff to manually check materials in and out, renew items and collect fines, as well as use the three self checks which currently have patrons waiting in line to use. ADVANTAGES OF APPROVAL The self check machine assigns the tasks of checking out, renewing and paying fines to the patron which in turn allows the staff to be efficient by providing timely service to a culture that demands and expects quicker turnaround time. Paraprofessional staff will have more time to check materials in, shelve materials, inventory, maintain and care for the collection, and assist patrons in locating materials. Professional staff will be able to focus on assistance with technical and detailed information. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: Estimated Maintenance Cost $2,200 FUNDING SOURCES General Fund New Replacement Equipment Project FY17 41 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB04 DEPARTMENT LIBRARY PROJECT NAME ROOF REPAIRS FY13 $1,000,000 FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT The Library Roof is in need of repairs for both hail damage and construction/design issues. The City's Insurer has provided details related to the roof repairs that are covered under our Property Insurance, for hail damage that occurred in 2010. Due to roof performance issues that have existed since the building's construction, the original building architect has put together revised roofing components in conjunction with the roofing contractor and the roofing suppliers and manufacturers. It is best to repair the hail damage and fix any construction/design issues at the same time. ALTERNATIVES CONSIDERED We have worked with the architect and construction manager on roof performance issues since the building opened. Some progress was made in aleviating condensation and leaking, but the problems have not been fixed entirely. With the hail damage of 2010, we could potentially try to repair the existing roof, without addressing the construction/design issues. However, we are very concerned about maintaining warranty provisions on both the original design and construction, and on the hail damage repairs. ADVANTAGES OF APPROVAL Approving this project will remedy both the hail damage, and the longer-standing design/construction issues associated with the roof. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None. FUNDING SOURCES $500,000 Hail Damage Insurance Proceeds, $500,000 Contribution. New Replacement Equipment Project FY17 42 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB05 DEPARTMENT FAC. MTC. PROJECT NAME LIBRARY - -WIDEN SIDEWALK ADJOINING EAST SIDE PARKING LOT FY13 FY14 FY15 FY16 Unscheduled $12,380 DESCRIPTION OF PROJECT The parking lot access sidewalk along the east edge of the library parking lot is five feet wide. If someone backs into a parking space, or has a vehicle with a long overhang in the front, a good portion of the sidewalk is blocked. A new 5 foot section of sidewalk will be added to better accommodate pedestrian traffic. The price includes relocation of the irrigation system that runs along the edge of the sidewalk. There is a good deal of stroller traffic along this area of the sidewalk. The vehicles cut the width so that there is not enough room for people to safely pass each other on the sidewalk. ALTERNATIVES CONSIDERED If curb stops were placed in the lot to keep the cars back from the sidewalk it would interfere with vehicle traffic and make maintenance of the lot more difficult for sweeping or snow clearance. ADVANTAGES OF APPROVAL This section of sidewalk is a close connection to the library and the trail system. People with bicycles or people or people with stroller do not have enough width to move along the walk if a vehicle is hanging over the curb and onto the sidewalk. The walk is sometimes blocked so there is less than 3 feet of usable sidewalk. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED The wider sidewalk would mean that there would be additional area to plow. If the extra walk was added there would at least be enough room to plow the walk and provide a path of travel for library users. FUNDING SOURCES 100% General Fund New Replacement Equipment Project FY17 43 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB06 DEPARTMENT LIBRARY PROJECT NAME Public PC/Laptop replacement FY13 FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT The Library provides 28 public computers in a lab setting as well as 5 checkout laptops. These devices will have been in place with daily use for 5 years with multiple re-imaging and upgrades. ALTERNATIVES CONSIDERED Alternatively, the computers and laptops will be pushed for an additional year. ADVANTAGES OF APPROVAL Keeping a public service up to date with technology. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Fund New Replacement Equipment Project FY17 $35,000 44