HomeMy WebLinkAboutResolution No. 4365, Amending Resolution No. 4336, appropriating funds for Design of a Police and Court Facility and heat exchangers
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Chris Kukulski, City Manager
Anna Rosenberry, Finance Director
SUBJECT: APPROVE COMMISSION RESOLUTION NO. 4365 - A
RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, MONTANA,
AMENDING COMMISSION RESOLUTION NO. 4336, APPROPRIATING FUNDS FOR
DESIGN OF A POLICE AND COURT FACILITY AND FOR THE REPLACEMENT OF
SWIM CENTER HEAT EXCHANGERS.
MEETING DATE: February 6, 2012
AGENDA ITEM TYPE: Action
RECOMMENDATION: Approve the following amendments to the City’s FY12 Budget.
BACKGROUND:
Police and Municipal Court Facility - $500,000
The City’s adopted FY13-FY17 Capital Improvements Program (CIP) identifies $500,000 in
FY12 and $500,000 in FY13 for the design of a Police and Municipal Courts Facility. The plan
notes that we would be preparing an FY 12 budget amendment for the first portion of the design
money, as it was not approved in the original Appropriation in September. As we discussed with
the Commission on November 7, 2011, we have been working with Gallatin County to identify
space on the Law and Justice Center campus where a new law enforcement facility would be
constructed and to sign a memorandum of understanding (MOU) to ensure a cooperative effort
as the project progresses. The County Commission approved that MOU on January 17th.
With the approval of the MOU, the adoption of the master plan, the previous work contained in
the CIP, and the adopted staffing and facilities study in hand, we are ready to begin the design
process for the Police and Municipal Courts Facility. Assuming City Commission approval of
this budget request, we would immediately work to create a solicitation process for an architect
and general contractor using either the Construction Manager at Risk (CMAR) or General
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Contractor/Construction Manager (GCCM) process. Either of these models partner the architect
and builder during the design process to ensure the efficiency and constructability of the building
design before costs are determined or the project goes out to bid. The result of this design
process will be ~85% completed construction documents and an accurate price for the building
as the Commission makes decisions about funding options. Beginning the design process in this
fiscal year, rather than waiting for FY13, gives us a head start on this lengthy process, takes
advantage of available funding, and opens wider the window of opportunity for scheduling of a
funding bond issue.
Swim Center (Heat Exchanger) Boiler Replacement - $75,000
The Swim Center pool is currently heated with two heaters which were installed in 2004. In
2009, the pool heaters received their annual maintenance. At that time the plumber
recommended we begin looking at replacing the units within the next couple of years. The
heaters were then scheduled in the Capital Improvements Plan (CIP) for Fiscal Year (FY) 2013.
In March of 2011 one of the pool heaters began to “bounce and jump” when heating. Three
separate plumbing companies were asked to assess the problem. It was discovered that the heat
distribution fins had burned away creating a flash point heating issue. This, in turn, causes the
heater to bounce. The plumbing companies also discovered that the heaters had not been
installed with the proper valves and flow meters needed to operate the heaters safely and
properly. All three companies agreed that both of the heaters had reached the end of their useful
working life and needed replacement.
Engineering for the installation of new heaters has been completed. There was 1 code violation
identified during the engineering phase which is the lack of emergency cut off switches for the
gas line. Since the new heaters would heat the water more efficiently, the plans also call for an
increase the water line from 3 inches to 6 inches to allow for the additional amount of water flow
needed.
Staff believes that it is in the community’s best interest to replace the pool heaters now, rather
than waiting until FY13, in order to prevent a long term closure due to heater failure. As such,
during this year’s General Fund Capital Improvement Plan, we proposed funding this critical
project in FY12 with a budget amendment. Replacing the heaters before they fail will result in
an anticipated pool closure of approximately 3 weeks while the equipment is being installed. By
waiting until the heater fails, the pool closure could be as long as two months because equipment
providers have explained that new heaters, once ordered, take 4 weeks for delivery plus 3 weeks
for installation.
New heaters on the market are more efficient. The current heaters are about 83% efficient while
the new heaters are rated at 97% efficiency. This will result in substantial energy savings.
According to manufacture research, approximate savings could be between $5,000 and $7,000
per year.
UNRESOLVED ISSUES: None.
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FISCAL EFFECTS: This budget amendment is in accordance with the financial model shown
during the General Fund Capital Improvement Plan discussions. The General Fund’s Reserve
Assigned to Capital Improvement Projects stands at $1,176,000. Appropriating these amounts
will reduce this reserve by a total of $575,000, to a balance of $601,000.
ALTERNATIVES: As suggested by the City Commission.
Attachments:
PD/Courts Design Process Flowchart
CIP Item Sheets: GF050 – Police & Court Facility
CIP Item Sheets: GF123 – Swim Center Heat Exchanger
Resolution No. 4365
Report compiled on:
January 20, 2012
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Memorandum of
Understanding
November 2011
•Idenfies Site
for Police
Court Facility
•City Approval
November
2011
•County
Approval
City CIP Process
December 2011
•Budget
Approval for
Preliminary
Design
•500K FY12
•500K FY13
Design/Construction
Agreement
July 2012
•Joint Project?
•RFP
Construction
Manager at
Risk
•Survey and
Appraisal
•Construction
Agreement
Bond
•Public
Education
•Vote
Bozeman Police and Municipal Courts Facility
Project Timeline - DRAFT
January 30, 2012
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CIP Project Fund
General Fund
PROJECT NUMBER
GF050
DEPARTMENT
POLICE/COURTS
PROJECT NAME
POLICE & MUNICIPAL COURT FACILITY
FY13
$500,000
FY14FY15
$17,992,000
FY16Unscheduled
DESCRIPTION OF PROJECT
The City recently participated in the 2011 Campus Master Plan for the Gallatin County Law and Justice Center site. This study
reviewed and validated the prior estimated space needs for the City and County’s criminal justice functions and specifically the
facility needs of the Bozeman Police Department and Municipal Courts to 2020 and 2025. The master plan determined that
there is adequate space for the City and County’s law enforcement and courts functions on the site and recommends the
construction of two new buildings; a combined courts building housing the District, Justice and Municipal Courts and a separate
combined law enforcement building for the Sheriff and Bozeman Police. The plan did not address sequencing or recommend
timing of the construction, but did determine that the law enforcement building could be built in phases (police or sheriff) as the
needs of the City and County dictated. Presently we are negotiating a memorandum of understanding with the County that
would identify a construction site, agree to a mutually beneficial ownership model, and allow us to proceed with the design of a
municipal courts and police facility, either with or without the county.
ALTERNATIVES CONSIDERED
The existing building does not meet current building and life-safety codes for critical public safety facilities and is not adequate for remodel or additions. Previous
studies discuss the operational needs of the departments and the lack of the existing space. They analyzed alternative site locations for this facility including 5
dedicated acres at the current L&J site and approximately 6 acres at the current BMX Park located at 5th and Tamarack. These other sites would provide for
projected expansion capabilities, adequate parking and public space needs but would separate the City’s criminal justice functions from the County.
ADVANTAGES OF APPROVAL
The Police Department would have adequate room for existing staff – and projected staff for 15-20 years. Sufficient Municipal
Court space would also be available. This facility would be programmed and built with the PD, Court, and Prosecution needs in
mind from the beginning. The new site and building would provide secure parking for the City’s police vehicle inventory. Public
areas, secured areas, office locations, and space adjacencies could be maximized for the best and safest utilization (as opposed to
a retro-fit of an existing building).
ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED
Annual Operating and Maintenance Costs: Not estimated at this time. Currently, the City pays facility costs to the County for
our square footage at the L& J. We anticipate asking voters to approve an operating levy, if necessary, when approving the
construction levy.
FUNDING SOURCES
General Fund: Land and Construction would be funded by a voter-approved levy. 20 year General Obligation Bonds would be
issued. FY12 & 13: $500,000 each year for Design. FY15: $17,992,000 Land Purchase and Construction.
New
Replacement
Equipment
Project
General Fund Project and Equipment Scoring TOTAL RATING:65
LEVEL OF SERVICE (Up to 20):20
OPERATING BUDGET IMPACT (Up to10):5
SERVICE AREA (Up to 10):10
DEPARTMENT PRIORITY (Up to 10):10
COMMISSION WORKPLAN (Up to 10):10
ADOPTED CLIMATE PLAN (Up to 5):5
FREQUENCY OF USE (Up to 5):5
FY17
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CIP Project Fund
General Fund
PROJECT NUMBER
GF123
DEPARTMENT
RECREATION
PROJECT NAME
SWIM CENTER HEAT EXCHANGER
FY13FY14FY15FY16Unscheduled
DESCRIPTION OF PROJECT
***$75,000 - Moved to fund in FY12, With a Budget Amendment *** This is a replacement project to replace the pool heaters
before they deteriorate to a non-repairable. The current heaters will be 9 years old for the scheduled fiscal year. Replacement of
two aging pool heaters two high efficiency heaters, bringing the efficiency rate from 80% to 97%.. Current heaters are averaging
$1000 a year on unforeseeable repair cost(computer control boards). In 2009, the heaters received their annual maintenance, at
that time the plumber recommended to start looking at replacing the units within the next couple of years. In, March 2011, the
heaters began to jump and pop. Three plumbing groups inspected and all agreed that the heaters have reached the end of their
life.
ALTERNATIVES CONSIDERED
ADVANTAGES OF APPROVAL
This project will help the facility take advantages of greener heat exchangers. This will also allow for replacement of heat
exchangers before we have an un-repairable breakdown.
Reduce unforeseeable repair cost.
ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED
Annual Operating and Maintenance Costs:
Annual service and cleaning: $500
FUNDING SOURCES
100% General Fund
New
Replacement
Equipment
Project
General Fund Project and Equipment Scoring TOTAL RATING:46
LEVEL OF SERVICE (Up to 20):15
OPERATING BUDGET IMPACT (Up to10):6
SERVICE AREA (Up to 10):5
DEPARTMENT PRIORITY (Up to 10):7
COMMISSION WORKPLAN (Up to 10):10
ADOPTED CLIMATE PLAN (Up to 5):3
FREQUENCY OF USE (Up to 5):5
FY17
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COMMISSION RESOLUTION NO. 4365
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
BOZEMAN, MONTANA, AMENDING COMMISSION RESOLUTION NO. 4336,
APPROPRIATING FUNDS FOR DESIGN OF A POLICE AND COURT FACILITY
AND FOR THE REPLACEMENT OF SWIM CENTER HEAT EXCHANGERS.
WHEREAS, on September 19, 2011 the Commission adopted Resolution 4336
APPROPRIATING FUNDS FOR VARIOUS BUDGET UNITS, AND FURTHER
ESTIMATING REVENUE NECESSARY TO OPERATE AND MAINTAIN SERVICES OF
MUNICIPAL GOVERNMENT FOR THE FISCAL YEAR ENDING JUNE 30, 2012 ; and
WHEREAS, on December 19, 2011 the Commission approved the General Fund
Capital Improvement Program (CIP), which included projects for: the design of a Police and
Court Facility (GF050), and the Replacement of Swim Center Heat Exchanger (GF123); and
WHEREAS, during the General Fund CIP hearing, it was discussed that these two
projects would be brought forward for funding through a Fiscal Year 2012 budget amendment,
due to the need to immediately begin funding the projects; and
WHEREAS, the General Fund’s Reserve Assigned to Capital Improvement Plan
projects is a total of $1,176,000;
NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of
Bozeman, Montana, that
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The City Commission of the City of Bozeman, Montana, does hereby amend the Fiscal
Year 2012 Appropriations to authorize and appropriate the additional expenditures of the
General Fund Reserve Assigned to Capital Improvement Projects in the amounts designated
herein, as follows.
Section 1
Budget Unit Amendment Amount
General Fund – Design of Police and Court Facility (GF050) $500,000
General Fund – Swim Center Heat Exchanger (GF123) $ 75,000
TOTAL ADDITIONAL APPROPRIATIONS $575,000
PASSED AND APPROVED by the City Commission of the City of Bozeman,
Montana, at a regular session thereof held on the 6TH day of February, 2012.
___________________________________
SEAN A. BECKER
Mayor
ATTEST:
________________________________________
STACY ULMEN, CMC
City Clerk
APPROVED AS TO FORM:
___________________________________
GREG SULLIVAN
City Attorney
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