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HomeMy WebLinkAboutCity Commission Meeting of Bozeman, Montana Agenda Packet 2012-11-26 18-00.pdfTable of Contents Agenda 3 October 8, 2012 10-08-2012 RM (su)6 October 15, 2012 10-15-2012 RM (su)11 Authorize Payment of Accounts Payable Claims Claims Memo 18 Approve Continuation of Impact Fee Study updates and discussion to December 10, 2012 cover memo 19 Approve Resolution No. 4420, Authorizing City Manager to sign Change Order 2 for the Hyalite/Sourdough Water Treatment Plant Replacement Project Commission Memo 20 Resolution 21 change order 2 part 1 23 change order 2 part 2 139 Adoption of the Community Trails Enhancement Program (CTEP) Capital Improvement Plan for Fiscal Years 2014 - 2018 CTEP CIP Memo 255 CTEP CIP 257 Adoption of the Fire Capital and Equipment Fund Capital Improvement Plan for Fiscal Years 2014 - 2018 Fire Capital CIP Memo 265 Fire Capital CIP 267 Adoption of the Solid Waste Fund (Collection & Recycling) Capital Improvement Plan for Fiscal Years 2014 - 2018 Solid Waste CIP Memo 277 Solid Waste CIP 279 Adoption of the Storm Water Fund Capital Improvement Plan for Fiscal Years 2014 - 2018 Stormwater CIP Memo 292 Stormwater CIP 294 Adoption of the Tree Maintenance Fund Capital Improvement Plan for Fiscal Years 2014 - 2018 Tree Mtc CIP Memo 301 Tree Mtc CIP 303 Adoption of the Vehicle Maintenance Fund Capital Improvement Plan for Fiscal Years 2014 - 2018 Vehicle Mtc CIP Memo 307 Vehicle Mtc CIP 309 Adoption of the Water Fund Capital Improvement Plan for Fiscal Years 2014 - 2018 Water Fund CIP Memo 312 Water Fund CIP 314 1 Adoption of the Wastewater Fund Capital Improvement Plan for Fiscal Years 2014 - 2018 Wastewater CIP Memo 327 Wastewater CIP 329 Adoption of the Street Maintenance Capital Improvement Plan for Fiscal Years 2014 - 2018 Street Mtc CIP Memo 346 Street Mtc CIP Draft 348 Adoption of the Street Reconstruction Capital Improvement Plan for Fiscal Years 2014 - 2018 Street Recon CIP Memo 365 Street Recon CIP Draft 367 Adoption of the Curb Reconstruction Capital Improvement Plan for Fiscal Years 2014 - 2018 Curb Replacement CIP Memo 378 Curb Repl CIP Draft 380 Reappointments to the Downtown Business Improvement District Board (BID) 11-26-12 BID reappointments 386 BID Board Recommendation-Basile and Himsworth 387 Basile (partial) App, 10-12 388 Himsworth (partial) BID app, 11-12 389 2 Page 1 of 5 MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA October 8, 2012 ********************** The Commission met in the City Commission Room, City Hall at 121 North Rouse on Monday, October 8, 2012. Present were Deputy Mayor Jeff Krauss, Commissioner Chris Mehl, Commissioner Cyndy Andrus, Commissioner Carson Taylor, Assistant City Manager Chuck Winn, City Finance Director Anna Rosenberry, City Attorney Greg Sullivan, and City Clerk Stacy Ulmen. *These minutes are not word for word and should be considered along with the audio recording. 0:00:03 A. Call to Order – 6 p.m. – Commission Room, City Hall, 121 North Rouse Deputy Mayor Krauss called the meeting to order at 6 p.m. 0:00:04 B. Pledge of Allegiance and a Moment of Silence 0:01:03 C. Changes to the Agenda Deputy Mayor Krauss asked Assistant City Manager Chuck Winn if there were any changes to the agenda. Mr. Winn asked that a Public Service Announcement be added regarding the Recreation and Aquatics Facilities study. 0:01:28 D. Authorize Absence of Mayor Becker 0:01:31 Motion and Vote to approve the absence of Mayor Becker. It was moved by Cr. Andrus, seconded by Cr. Taylor to approve the absence of Mayor Becker. Those voting Aye being Crs. Andrus, Taylor, Mehl and Deputy Mayor Krauss. Those voting No being none. The motion passed 4-0. 0:01:49 Public Service Announcement 0:01:57 Parks and Recreation Director, Mitch Overton Mr. Overton gave a Public Service Announcement regarding the final public meeting in regards to the Aquatics and Recreation Facility Feasibility Study on October 23rd. 6 Minutes of the Bozeman City Commission Meeting, October 8, 2012 Page 2 of 5 0:02:44 E. Consent 1. Authorize Payment of Accounts Payable Claims (LaMeres) 2. Authorize City Manager to sign a partially executed Professional Services Agreement with Morrison Maierle to perform a structural investigation of damage done to Kmart as a result of a break in their fire service line (Murray) 3. Finally Adopt Ordinance No. 1836, Ratifying the signature of the City Manager entering into a Commercial Buy-Sell Agreement for the Sale of the vacant office space on the second floor of the Bridger Park Downtown Parking Garage (Lee) 4. Authorize Parking Manager to sign Ingress/Egress Easements associated with the sale of the Second floor office space in the Bridger Park Downtown Parking Garage (Lee) 0:02:50 Public Comment Deputy Mayor Krauss opened public comment. No person commented. Deputy Mayor Krauss closed public comment. 0:03:02 Motion and Vote to approve Consent items E. 1-4 as submitted. It was moved by Cr. Taylor, seconded by Cr. Mehl to approve Consent items E. 1-4 as submitted. Those voting Aye being Crs. Taylor, Mehl, Andrus and Deputy Mayor Krauss. Those voting no being none. The motion passed 4-0. 0:03:17 F. Public Comment Deputy Mayor Krauss opened general public comment. 0:03:46 Christopher Spogis, Public Comment Mr. Spogis of 613 North Tracy Avenue spoke regarding noise concerns and enforcement at the Fairgrounds. 0:07:00 Public Comment closed Deputy Mayor Krauss closed public comment. 0:07:15 2. Appointment to the Community Affordable Housing Advisory Board (Brunckhorst) 0:07:31 Motion and Vote to appoint Margaret Boardman to the Community Affordable Housing Advisory Board. It was moved by Cr. Mehl, seconded by Cr. Andrus to appoint Margaret Boardman to the Community Affordable Housing Advisory Board. Those voting Aye being Crs. Mehl, Andrus, Taylor and Deputy Mayor Krauss. Those voting No being none. The motion passed 4-0. 7 Minutes of the Bozeman City Commission Meeting, October 8, 2012 Page 3 of 5 0:08:10 3. Appointment to the Community Alcohol Coalition (Brunckhorst) 0:08:15 Motion and Vote to appoint Chad Yurashak to the Community Alcohol Coalition. It was moved by Cr. Taylor, seconded by Cr. Mehl to appoint Chad Yurashak to the Community Alcohol Coalition. Those voting Aye being Crs. Taylor, Mehl, Andrus and Deputy Mayor Krauss. Those voting No being none. The motion passed 4-0. 0:09:29 1. Impact Fee Study Update to establish methodology, document required information to conform to Statute, and determine the Generalized Average Cost Per Unit of Service (Saunders) 0:09:38 Chris Saunders, Assistant Planning Director Mr. Saunders began the presentation for the Impact Fee Study Update to establish methodology, document required information to conform to Statute, and determine the Generalized Average Cost Per Unit of Service. 0:13:23 Dwayne Guthrie, TicshlerBise Mr. Guthrie gave the Impact Fee Study Update. He began with a presentation overview and the proposed and current fee structures. The following areas of the study were discussed: Transportation Impact Fee Study Discussion took place regarding the commercial amount; demand from outside the City, commuting patterns, collector streets, growth share, retail impacts, the impacts due to the largest employers in the City, trip generations and restaurants. 1:26:32 Break Deputy Mayor Krauss called for a break. 1:26:35 Meeting called back to order Deputy Mayor Krauss called the meeting back to order. 1:26:37 Public Comment Deputy Mayor Krauss called the meeting back to order. 1:26:47 Joe Getcoski, Public Comment Mr. Getcoski stated that he is the President of Montana Rivers and feels that more impact fees will drive people out of the City. All this is a drain on the County and is not sustainable. 1:35:20 Jerry Pape, Public Comment Mr. Pape of 15 North 25th stated that he is in the real estate industry and spoke regarding impact fee payments, occupancy permits and the idea of mixed use as a result of less impact. 8 Minutes of the Bozeman City Commission Meeting, October 8, 2012 Page 4 of 5 1:40:53 Rob Evans, Public Comment Mr. Evans stated that he is the Southwest Montana Building Industry Association President and stated that there has got to be a simpler way and urged the Commission to look at the economic implications. 1:46:19 Cordell Pool, Public Comment Mr. Pool stated that he is a civil engineer that works in the Community and is speaking as a professional. He complimented the study on clarity and spoke regarding master plan improvements and the cost basis. 1:49:34 Public Comment closed Deputy Mayor Krauss closed public comment. 1:49:58 Presentation continued Mr. Guthrie continued the presentation. The following areas were discussed: Water Impact Fee Study Discussion took place regarding water distribution, reductions is water and wastewater flows, water demand indicators, charges for additional water and timing of plugging in the Integrated Water Resource Plan figures. Wastewater Impact Fee Study Discussion took place regarding the major changes, wastewater treatment and collection based on new housing, sewer collection system standards and the time frame. Fire and Emergency Medical (EMS) Impact fee Study Discussion took place regarding factors with timing and growth, existing fire stations, calls for service, incident types, fire infrastructure, population numbers and accommodation, ISO ratings, level of service and response times. 2:40:36 Public Comment re-opened Cr. Mehl (Deputy Mayor Krauss stepped away) re-opened public comment. No person commented. Cr. Mehl closed public comment. 2:40:54 Commission Discussion The Commission has an interest in seeing retail and restaurant figures split, a synopsis of Bozeman tax rates, timing, interest in a credit process and a clarification about this, the need to discuss transportation and fire more. They do not feel that the Consultant needs to return. 2:57:39 Motion that having received the updated impact fee reports for transportation, water, wastewater, and fire / EMS, I move to schedule discussion and possible action on these reports on November 26, 2012 and direct staff and the consultants to provide responses to questions identified by the City Commission and to prepare necessary notices and documents to enable Commission action. It was moved by Cr. Taylor seconded by Cr. Andrus that having received the updated impact fee reports for transportation, water, wastewater, and fire / EMS, I move to 9 Minutes of the Bozeman City Commission Meeting, October 8, 2012 Page 5 of 5 schedule discussion and possible action on these reports on November 26, 2012 and direct staff and the consultants to provide responses to questions identified by the City Commission and to prepare necessary notices and documents to enable Commission action. 2:58:42 Commission discussion on the Motion. 3:01:05 Vote on the Motion that having received the updated impact fee reports for transportation, water, wastewater, and fire / EMS, I move to schedule discussion and possible action on these reports on November 26, 2012 and direct staff and the consultants to provide responses to questions identified by the City Commission and to prepare necessary notices and documents to enable Commission action. Those voting Aye being Crs. Taylor, Andrus and Mehl. Those voting No being none. The motion passed 3-0. (Deputy Mayor Krauss left the meeting early) 3:01:16 H. FYI/Discussion 1. Rouse Improvements City Engineer Rick Hixson spoke regarding the upcoming Rouse Improvements. 2. School District Meeting/discussion of a Technology Tax Increment Financing District 3. Need for Commission meeting to approve the Technology Tax Increment Financing District Economic Development Director Brit Fontenot asked that the Commission have a meeting on November 19th to address the creation of Technology TIF District. 3:04:16 I. Adjournment Cr. Mehl adjourned the meeting at 9:23 p.m. ____________________________________ Jeffrey K. Krauss, Deputy Mayor ATTEST: ______________________________________ Stacy Ulmen, CMC, City Clerk PREPARED BY: ______________________________________ Stacy Ulmen, CMC, City Clerk Approved on ___________________________ 10 Page 1 of 7 MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA October 15, 2012 ********************** The Commission met in the City Commission Room, City Hall at 121 North Rouse on Monday, October 15, 2012. Present were Mayor Sean Becker, Deputy Mayor Jeff Krauss, Commissioner Chris Mehl, Commissioner Cyndy Andrus, Commissioner Carson Taylor, Assistant City Manager Chuck Winn, City Finance Director Anna Rosenberry, City Attorney Greg Sullivan, and City Clerk Stacy Ulmen. *These minutes are not word for word and should be considered along with the audio recording. 0:00:00 A. Reception Celebrating the Designation of Main Street as a 2012 Great Street in America- 5:30 p.m. Lobby, City Hall, 121 North Rouse 0:00:03 B. Call to Order – 6 p.m. – Commission Room, City Hall, 121 North Rouse Mayor Becker called the meeting to order at 6:08 p.m. 0:00:27 C. Pledge of Allegiance and a Moment of Silence 0:00:59 D. Changes to the Agenda Mayor Becker asked City Manager Chris Kukulski if there were any changes to the Agenda. 0:01:02 E. Public Service Announcement – Aquatics and Recreation Facilities Feasibility City Clerk Stacy Ulmen gave a Public Service Announcement regarding the Aquatics and Recreation Facilities Feasibility Study Public Meeting on October 23rd. 0:01:48 F. Consent 1. Authorize Payment of Claims (LaMeres) 2. Authorize Mayor Becker to sign a letter Establishing the Director of Economic Development as the City of Bozeman’s Representative to the Northern Rocky Mountain Economic Development District (Fontenot) 3. Approve Mayoral Proclamation Declaring October National Disability Employment Awareness Month (Brunckhorst) 4. Approve Resolution No. 4415, Annexing Lot 4A, Minor Subdivision 35C and directing the City Manager to sign the Annexation Agreement for application A-12004, from Mahar Homes on Good Medicine Way (Saunders) 11 Minutes of the Bozeman City Commission Meeting , October 15, 2012 Page 2 of 7 5. Provisionally Adopt Ordinance No. 1845, Adopting Zoning Designation of R-S (Residential Suburban District) for Lot 4A, Minor Subdivision 35C, application Z-12068 from Mahar Homes, 3601 Good Medicine Way (Saunders) 0:01:54 Public Comment Mayor Becker opened public comment on the Consent agenda. No person commented. Mayor Becker closed public comment. 0:02:14 Motion and Vote to approve Consent Items 1-5 as submitted. It was moved by Cr. Taylor, seconded by Cr. Mehl to approve Consent Items 1-5 as submitted. Those voting Aye being Crs. Taylor, Mehl, Andrus, Deputy Mayor Krauss and Mayor Becker. Those voting No being none. The motion passed 5-0. 0:02:51 G. Public Comment Mayor Becker opened general public comment. No person commented. Mayor Becker closed public comment. 0:03:09 H. Special Presentation and Mayoral Proclamation – Award Ceremony and Recognition of the Designation of Main Street as a 2012 Great Street in America (Brekke and Mayor Becker) Mayor Becker gave the special presentation regarding the Mayoral Proclamation – Award Ceremony and Recognition of the Designation of Main Street as a 2012 Great Street in America. 0:05:25 I. Policy Discussion 0:05:43 1. Joint Meeting between the Bozeman City Commission and Bozeman School District 7 to Discuss an Interlocal Agreement and the Creation of a Technology Tax Increment Financing District (Kukulski) The School Board called their meeting to order so that the Joint Meeting between the Bozeman City Commission and Bozeman School District 7 to discuss an Interlocal Agreement and the Creation of a Technology Tax Increment Financing District could commence. 0:06:17 Chris Kukulski, City Manager Mr. Kukulski began the discussion with highlighting the Interlocal Agreement in regards to future school projects, new schools and the creation of a financing district. 0:08:42 Discussion regarding Interlocal Agreement The School District and the Commission discussed future Tax Increment Financing Districts, growth and economic viability, working together in a formal setting, infrastructure, collaboration and transportation 12 Minutes of the Bozeman City Commission Meeting , October 15, 2012 Page 3 of 7 0:22:24 Discussion on Tax Increment Financing Districts The School District and the Commission discussed the process for TIF districts in the Interlocal agreement, addressing infrastructure deficiencies, development in the City and technology development, high intensity uses, the basics of TIFs, responsibility of tax payers, encouraging private investment, cap amounts, legislative changes, other examples of TIF districts in other communities, obligations of the district, bonds, long term expectations, time frames of TIFs and revenue, long term investments, indirect benefits, helping downtown and Board composition. 1:33:07 Public Comment Mayor Becker opened public comment. No person commented. Mayor Becker closed public comment. 1:33:23 Continued discussion The School district and Commission expressed their desire to continue to have meetings like this. 1:34:25 Brit Fontenot, Director of Economic development Mr. Fontenot gave an overview of the TIF setup. 1:35:29 Short Break 1:35:33 J. Action Items 1:35:47 1. Sundance Apartments at Baxter Meadows, Conditional Use Permit Application Z-12220, 2450 Vaquero Parkway (Saunders) Quasi-Judicial 1:36:20 Chris Saunders, Assistant Planning Director Mr. Saunders gave the staff presentation regarding the Sundance Apartments at Baxter Meadows, Conditional Use Permit Application Z-12220, 2450 Vaquero Parkway. 1:40:57 Commission Questions for Staff The Commission and Staff spoke regarding roads, sidewalks and curbs and gutters and parkland requirements. 1:41:54 Applicant Presentation Applicant representative Dave Skelton gave the applicant presentation regarding Sundance Apartments at Baxter Meadows, Conditional Use Permit Application Z-12220, 2450 Vaquero Parkway. 1:42:20 Questions for Applicant 1:42:43 Public Comment Mayor Becker opened public comment. 1:42:53 Janet Hoops, Public Comment Ms. Hoops 2241 Gallatin Green Boulevard stated that she was just informed about the project. She would like to propose some more time before a decision is made. 13 Minutes of the Bozeman City Commission Meeting , October 15, 2012 Page 4 of 7 1:45:29 Steve Broadband, Public Comment Mr. Broadband stated that he is the owner of property and purchased the property because of the zoning. 1:52:29 Public Comment closed Mayor Becker closed public comment. 1:52:38 Commission questions for Staff The Commission and staff discussed internal circulation and the B2 zoning. 1:57:02 Motion that having reviewed application materials, public comment, and all information presented, I hereby adopt the findings presented in the staff report for application Z-12220 and move to approve the conditional use permit with conditions and subject to all applicable code provisions. It was moved by Cr. Mehl, seconded by Cr. Taylor that having reviewed application materials, public comment, and all information presented, I hereby adopt the findings presented in the staff report for application Z-12220 and move to approve the conditional use permit with conditions and subject to all applicable code provisions. 1:57:23 Commission discussion on the Motion The Commission discussed buffer patterns, the lack of western connections, intensity and use. 2:03:02 Vote on the Motion that having reviewed application materials, public comment, and all information presented, I hereby adopt the findings presented in the staff report for application Z-12220 and move to approve the conditional use permit with conditions and subject to all applicable code provisions. Those voting Aye being Crs. Mehl, Taylor, Andrus, Deputy Mayor Krauss and Mayor Becker. Those voting No being none. The motion passed 5-0. 2:03:14 2. Amendment to the North Seventh Avenue Urban Renewal Board Fiscal Year 2013 Work Plan and Budget (Thorpe) 2:03:35 Keri Thorpe, Planner Ms. Thorpe gave the staff presentation regarding the Amendment to the North Seventh Avenue Urban Renewal Board Fiscal Year 2013 Work Plan and Budget. 2:10:37 Questions for staff The Commission and Staff spoke regarding the timing, bids, estimation differences, the painting costs, banner costs, investment and consolidation of lighting districts and connectivity. 2:26:28 Public Comment Mayor Becker opened public comment. 2:26:46 Chris Wilcox, Public Comment Mr. Wilcox stated that the bridge on North 7th needs to be fixed and urged that the City embrace the MSU student assistance for painting. 14 Minutes of the Bozeman City Commission Meeting , October 15, 2012 Page 5 of 7 2:29:54 Public Comment closed Mayor Becker closed public comment. 2:29:59 Motion that having reviewed application materials, public comment, and all information presented, I move to approve the North Seventh Avenue Urban Renewal Board's amendment to their Annual Work Plan and Budget for Fiscal Year 2013 as presently recommended by staff. It was moved by Cr. Taylor, seconded by Cr. Andrus that having reviewed application materials, public comment, and all information presented, I move to approve the North Seventh Avenue Urban Renewal Board's amendment to their Annual Work Plan and Budget for Fiscal Year 2013 as presently recommended by staff. 2:30:21 Discussion on the Motion 2:33:25 Vote on the Motion that having reviewed application materials, public comment, and all information presented, I move to approve the North Seventh Avenue Urban Renewal Board's amendment to their Annual Work Plan and Budget for Fiscal Year 2013 as presently recommended by staff. Those voting Aye being Crs. Taylor, Andrus, Deputy Mayor Krauss, Cr. Mehl and Mayor Becker. Those voting No being none. The motion passed 5-0. 2:33:37 3. North Seventh Avenue Lighting Improvements 2012 Contract Award with Yellowstone Electric (Johnson) 2:34:03 Dustin Johnson, Engineer Mr. Johnson gave the staff presentation regarding the North Seventh Avenue Lighting Improvements 2012 Contract Award with Yellowstone Electric. 2:36:07 Public Comment Mayor Becker opened public comment. No person commented. Mayor Becker closed public comment. 2:36:22 Motion to authorize the City Manager to sign a contract with Yellowstone Electric Company in the amount of $574,485 for the North Seventh Avenue Lighting Improvements Project. It was moved by Cr. Andrus, seconded by Deputy Mayor Krauss to authorize the City Manager to sign a contract with Yellowstone Electric Company in the amount of $574,485 for the North Seventh Avenue Lighting Improvements Project. 15 Minutes of the Bozeman City Commission Meeting , October 15, 2012 Page 6 of 7 2:36:43 Discussion on the Motion 2:36:52 Vote on the Motion to authorize the City Manager to sign a contract with Yellowstone Electric Company in the amount of $574,485 for the North Seventh Avenue Lighting Improvements Project. Those voting Aye being Cr. Andrus, Deputy Mayor Krauss, Crs. Mehl, Taylor and Mayor Becker. Those voting No being none. The motion passed 5-0. 2:37:00 4. Resolution No. 4413, Creation of Special Improvement Lighting District No. 714 for Southbridge Subdivision Phase 1 (Rosenberry) 2:37:52 Anna Rosenberry, Director of Administrative Services Ms. Rosenberry gave the staff presentation regarding Resolution No. 4413, Creation of Special Improvement Lighting District No. 714 for Southbridge Subdivision Phase 1. 2:39:37 Questions for Staff The Commission and Staff discussed installation, maintenance, districts, financial models, the brand of the lights. 2:42:21 Public Comment Mayor Becker opened public comment. No person commented. Mayor Becker closed public comment. 2:42:26 Motion and Vote to approve Resolution No. 4413, Creating Special Improvement Lighting District No. 714 for Southbridge Subdivision Phase 1. It was moved by Deputy Mayor Krauss, seconded by Cr. Mehl to approve Resolution No. 4413, Creating Special Improvement Lighting District No. 714 for Southbridge Subdivision Phase 1. Those voting Aye being Deputy Mayor Krauss, Crs. Mehl, Taylor, Andrus and Mayor Becker. Those voting No being none. The motion passed 5-0. 2:43:07 5. Appointment to the Downtown Bozeman Improvement District / Tax Increment Finance Board (Brunckhorst) 2:43:17 Motion and Vote to confirm the Mayoral appointment of Scott Lee as a non-voting member of the Downtown Bozeman Improvement District, Tax Increment Finance Board. It was moved by Cr. Andrus, seconded by Deputy Mayor Krauss to confirm the Mayoral appointment of Scott Lee as a non-voting member of the Downtown Bozeman Improvement District, Tax Increment Finance Board. 16 Minutes of the Bozeman City Commission Meeting , October 15, 2012 Page 7 of 7 Those voting Aye being Cr. Andrus, Deputy Mayor Krauss, Crs. Mehl, Taylor and Mayor Becker. Those voting No being none. The motion passed 5-0. 2:43:29 6. Appointment to the Audit Committee (Brunckhorst) 2:43:30 Motion and Vote to appoint Perry Solheim to the Audit Committee. It was moved by Deputy Mayor Krauss, Cr. Mehl to appoint Perry Solheim to the Audit Committee. Those voting Aye being Deputy Mayor Krauss, Crs. Mehl, Taylor, Andrus and Mayor Becker. Those voting No being none. The motion passed 5-0. 2:43:47 K. FYI/Discussion 2:43:58 1. City Award for Support of National Guard 2:44:56 2. Noise issues Attorney Greg Sullivan gave an update regarding noise complaints. We will work with Fairground on the Noise ordinance. 2:51:13 3. November Commission Meeting scheduling 2:51:53 4. Executive Session-City Manager Evaluation 3:02:44 5. Green space maintenance 3:03:39 L. Adjournment Mayor Becker adjourned the meeting at 9:35 p.m. ____________________________________ Sean A. Becker, Mayor ATTEST: ______________________________________ Stacy Ulmen, CMC, City Clerk PREPARED BY: ______________________________________ Stacy Ulmen, CMC, City Clerk Approved on ___________________________ 17 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Brian LaMeres, City Controller Anna Rosenberry, Director of Administrative Services Chris Kukulski, City Manager SUBJECT: Accounts Payable Claims Review and Approval MEETING DATE: November 26, 2012 AGENDA ITEM TYPE: Consent RECOMMENDATION: The City Commission approves payment of the claims. BACKGROUND: Section 7-6-4301 MCA states that claims should not be paid by the City until they have been first presented to the City Commission. Claims presented to the City Commission have been reviewed by the Finance Department to ensure that all proper supporting documentation has been submitted, all required departmental authorized signatures are present indicating that the goods or services have been received and that the expenditure is within budget, and that the account coding is correct. UNRESOLVED ISSUES: None ALTERNATIVES: As suggested by the City Commission. FISCAL EFFECTS: The total amount of the claims to be paid is presented at the bottom of the Expenditure Approval List posted on the City’s website at http://www.bozeman.net/Departments-(1)/Finance/Purchasing/Reports.aspx Individual claims in excess of $500,000: to be announced in weekly e-mail from Accounts Payable Clerks Jenna Louttit and Marcy Yeykal. Attachments: Expenditure Approval List (e-mailed) and posted on the City of Bozeman’s website at http://www.bozeman.net/Departments-(1)/Finance/Purchasing/Reports.aspx Report compiled on: November 16, 2012 18 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Saunders Tim McHarg SUBJECT: Updates to the Transportation, Water, Sewer, and Fire/EMS impact fee studies to establish methodology, and document required information to conform to statute, and determine the generalized average cost per unit of service. MEETING DATE: November 26, 2012 AGENDA ITEM TYPE: Consent SUGGESTED MOTION: I move to reschedule the scheduled discussion and possible action on these reports to December 10, 2012. BACKGROUND: The City is in the process of updating the impact fee studies which support its transportation, water, fire/EMS, and wastewater impact fees. The Commission received a presentation on October 8, 2012 regarding the four reports. Questions were identified and the subject was continued to November 26, 2012 for possible action. Due to changes in circumstance and schedule it is advisable to move this discussion to December 10th. UNRESOLVED ISSUES: As shown in Section H of the October 8th commission memo there are many items needing additional discussion. Therefore, the unresolved issues should be addressed at a future meeting now scheduled for December 10th. ALTERNATIVES: Continue the discussion to an alternate date. FISCAL EFFECTS: None at this time. Attachments: none Report compiled on: 11/19/2012 19 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Bob Murray, Project Engineer Rick Hixson, City Engineer SUBJECT: Hyalite/Sourdough Water Treatment Plant Replacement Project – Change Order No. 2. MEETING DATE: November 26, 2012 AGENDA ITEM TYPE: Consent RECOMMENDATION: Motion and vote to authorize the City Manager’s signature on the Hyalite/Sourdough Water Treatment Plant Replacement Project – Change Order No. 2. BACKGROUND: Attached is a copy of change order number 2 for the above referenced project. This change order includes twenty eight items. Ten of the items are credits while the other eighteen are additions. Pages two through five of the change order entitled “Change Order No. 2 Summary” provide a short description of each of the items involved with this change. The remainder of the document contains the detailed backup cost information for each item. Overall this change will increase the contract price by $261.00. There is also a change in contract time of 5 calendar days associated with this change. The final recommended change in cost and time for these items is reasonable and commensurate with the work involved. UNRESOLVED ISSUES: None ALTERNATIVES: As suggested by the City Commission. FISCAL EFFECTS: Overall this change order increases the contract amount by $261.00 from $26,847,047.00 to $26,847,308.00. This will decrease the contingency on the project from $1,711,403.00 to $1,711,142.00. The contingency is included in the overall budget for the project but not in the construction contract which is why the change order must be processed. Attachments: Change Order No 2, Resolution No 4420 Report compiled on: 11/15/12 20 1 of 2 COMMISSION RESOLUTION NO. 4420 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, MONTANA, APPROVING ALTERATION/MODIFICATION OF CONTRACT WITH APOLLO, INC., KENNEWICK, WASHINGTON. WHEREAS, the City Commission did, on the 25th day of May 2011, authorize award of the bid for the City of Bozeman Hyalite/Sourdough Water Treatment Plant Replacement project, to Apollo, Inc., Kennewick, Washington; and WHEREAS, Section 7-5-4308, Montana Code Annotated, provides that any such alterations or modifications of the specifications and/or plans of the contract be made by resolution; and WHEREAS, it has become necessary in the prosecution of the work to make alterations or modifications to the specifications and/or plans of the contract. NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of Bozeman, Montana, that the proposed modifications and/or alterations to the contract between the City of Bozeman, a municipal corporation, and Apollo, Inc., as contained in Change Order No. 2, attached hereto, be and the same are hereby approved; and the City Manager is hereby authorized and directed to execute the contract change order for and on behalf of the City; and the City Clerk is authorized and directed to attest such signature. 21 Resolution No. 4420, Change Order2 for WTP Replacement 2 of 2 PASSED AND APPROVED by the City Commission of the City of Bozeman, Montana, at a regular session thereof held on the 26th day of November, 2012. __________________________________________ SEAN BECKER Mayor ATTEST: ________________________________________ STACY ULMEN, CMC City Clerk APPROVED AS TO FORM: _____________________________________________ GREG SULLIVAN City Attorney 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 200 201 202 203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 236 237 238 239 240 241 242 243 244 245 246 247 248 249 250 251 252 253 254 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Community Trails Enhancement Program (CTEP) Capital Improvement Plan (CIP) for FY14-18. AGENDA ITEM TYPE: Action MEETING DATE: November 26, 2012 RECOMMENDATION: Adoption of the Community Trails Enhancement Program (CTEP) Capital Improvement Plan (CIP) for FY14-18. BACKGROUND: This is a NEW area of our Capital Improvement Plan proposal this year. The City receives an annual allocation of federal Community Trails Enhancement Program (CTEP) money each year via the State of Montana Department of Transportation. In order to improve our planning process for expenditure of this money, we have developed this section of our Capital Improvement Plan. It is somewhat unusual, in that these dollars are never held by the City – they are held by the state, and projects must be completed under strict coordination and approval of the state. If acceptable to the Commission, the annual CIP process would replace the “task force” that was being convened and making recommendations on an ad-hoc basis in the past. 255 For the CIP that is drafted and attached, we have stated our known allocation balances, required local match, estimated allocations in future years, and listed the un-completed CTEP projects that were approved by the Commission in December 2010. As you can see, the City has a substantial balance of CTEP money that could be allocated to additional program projects. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission is 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 FY14. Report compiled on: November 19, 2012 Attached: Draft - CTEP CIP 256 Community Transportation Enhancement Program (CTEP)Capital Improvement PlanFinancial Summary Current YearFY13 FY14 FY15 FY16 FY17 FY18UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 403,193$         554,540$            689,244$         837,544$       1,004,468$     1,272,041$         Plus:  Annual Federal Allocation (86.58%) 225,832$         228,090$            230,371$         232,675$       235,002$        237,352$           Plus:  Match Required from General Fund (13.42%) 30,515$           31,613$              31,929$           32,249$          32,571$           32,897$           ‐$                      Plus:  Match Required Other (13.42%)  Less:  Scheduled CIP Project Costs (105,000)$       (125,000)$           (114,000)$       (98,000)$         ‐$                  ‐$                   Projected Year‐End Cash Dedicated to CIP 554,540$         689,244$            837,544$         1,004,468$    1,272,041$     1,542,290$       Assumptions Made for Revenue Estimates:FY14 FY15 FY16 FY17 FY18Estimated Annual CTEP Allocation 225,832$               228,090$          230,371$          232,675$           235,002$              Plus:  Estimated Increase/Decrease in Federal Allocation 1% 1% 1% 1% 1%Total Estimated Revenues Dedicated to CIP 228,090$               230,371$          232,675$          235,002$           237,352$            ProjectedProjectedNote:  These monies are NOT in the custody of the City of Bozeman.  They are aFederal allocation of Gas Tax Dollars that are held in an account at the State andreimbursed to the City for state‐approved projects.Projects must meet Montana Department of Transportation and other Federal requirements.  The City's actual fiscal year and the Federal Allocation year never match up.We are reporting what Allocations are available to us in each fiscal year.140,000120,000100,00080,00060,00040,00020,0000FY14 FY15 FY16 FY17 FY18 UnscheduledCity of Bozeman CTEP Projects & Equipment257 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY14FY16UnscheduledFY15FY17FY18CTEPCT001ENG.ACCESSIBLE CURBS AND STRIPED CROSSWALKS$125,000CT002ENG.INSTALL SIDEWALK ALONG SOUTH SIDE OF OAK, EAST OF 25TH$28,000CT003ENG.INSTALL SIDEWALK ALONG SOUTH SIDE OF TSCHACHE ROAD ALONG THE ROSE PARK FRONTAGE.$16,000CT004ENG.INSTALL SIDEWALK AT CENTENNIAL PARK$35,000CT005ENG.INSTALL SIDEWALK ALONG OAK STREET, ROSE PARK FRONTAGE$35,000CT006ENG.INSTALL SIDEWALK ALONG SOUTH SIDE OF DURSTON, BETWEEN FLATHEAD AND MEAGHER STREETS.$98,000Summary for  CTEP (6 items)Totals by year:$125,000 $114,000$98,000FY14FY15FY16UnscheduledFY18FY17258 CIP Project Fund CTEP PROJECT NUMBER CT001 DEPARTMENT ENG. PROJECT NAME Accessible Curbs and Striped Crosswalks FY14 $125,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This project is to design and replace curbs and crosswalks with improved ADA facilities at intersections: S. Grand and W Hayes; 5th and Alderson; 5th and Dickerson; 5th and Story; 6th and Curtis; 6th and Story; 7th and Alderson; 7th and Curtis; 7th and Dickerson. These intersections were grouped together and chosen because of their extreme age, their specific condition of lacking ramps, and proximity to the University and numerous City Parks. Each year the City is allocated funds from the federal Community Transportation Enhancement Program, through the State of Montana Department of Transportation. These funds can be used for pedestrian and bicycle facilities, landscaping and scenic beautification, historic preservation, rehabilitation of historic transportation facilities, and other transportation types of enhancements. Currently City staff is working from a list of projects that were created by a steering committee and approved by the City Commission. ALTERNATIVES CONSIDERED There could be consideration to contract the design work and contract administration. There could also be consideration to fund this work from other sources; or, delay the project further. ADVANTAGES OF APPROVAL CTEP funds 86.58% of the projects with 13.42% being funded by a local match. In kind work by City staff can be considered part of the local match. This funding source allows for local transportation enhancement projects to be funded with only a portion of the cash coming from direct city dollars. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Future maintenance of sidewalks and pedestrian ramps FUNDING SOURCES CTEP Allocation - (86.58%) and Local Match, usually coming from the General Fund (13.42%) New Replacement Equipment Project FY17 FY18 259 CIP Project Fund CTEP PROJECT NUMBER CT002 DEPARTMENT ENG. PROJECT NAME Install Sidewalk along South Side of Oak, East of 25th FY14 FY15 $28,000 FY16 Unscheduled DESCRIPTION OF PROJECT This project is to install 681' of sidewalk on Oak Street along the Santa Fe Red's property line, and 191' of sidewalk along North 9th Park. Currently, no pedestrian sidewalk exists to connect the pedestrian facilities. Design will be done by City Engineers. ALTERNATIVES CONSIDERED Each year the City is allocated funds from the federal Community Transportation Enhancement Program, through the State of Montana Department of Transportation. These funds can be used for pedestrian and bicycle facilities, landscaping and scenic beautification, historic preservation, rehabilitation of historic transportation facilities, and other transportation types of enhancements. Currently City staff is working from a list of projects that were created by a steering committee and approved by the City Commission. ADVANTAGES OF APPROVAL Improves pedestrian walk-ways by connecting sidewalks in this heavily-traveled area of town. CTEP funds 86.58% of the projects with 13.42% being funded by a local match. In kind work by City staff can be considered part of the local match. This funding source allows for local transportation enhancement projects to be funded with only a portion of the cash coming from direct city dollars. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES CTEP Allocation - (86.58%) and Local Match, usually coming from the General Fund (13.42%). City engineer time could be considered local match. New Replacement Equipment Project FY17 FY18 260 CIP Project Fund CTEP PROJECT NUMBER CT003 DEPARTMENT ENG. PROJECT NAME Install Sidewalk along South Side of Tschache Road along the Rose Park Frontage. FY14 FY15 $16,000 FY16 Unscheduled DESCRIPTION OF PROJECT This project would install 395' of sidewalk where none currently exists along Tschache Road in front of Rose Park. The project would be designed by City Engineers. ALTERNATIVES CONSIDERED Each year the City is allocated funds from the federal Community Transportation Enhancement Program, through the State of Montana Department of Transportation. These funds can be used for pedestrian and bicycle facilities, landscaping and scenic beautification, historic preservation, rehabilitation of historic transportation facilities, and other transportation types of enhancements. Currently City staff is working from a list of projects that were created by a steering committee and approved by the City Commission. ADVANTAGES OF APPROVAL Improves pedestrian walk-ways by installing them near community park and trail facilities. CTEP funds 86.58% of the projects with 13.42% being funded by a local match. In kind work by City staff can be considered part of the local match. This funding source allows for local transportation enhancement projects to be funded with only a portion of the cash coming from direct city dollars. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Sidewalk maintenance to be done by Parks Department. FUNDING SOURCES CTEP Allocation - (86.58%) and Local Match, usually coming from the General Fund (13.42%). City engineer time could be considered local match. New Replacement Equipment Project FY17 FY18 261 CIP Project Fund CTEP PROJECT NUMBER CT004 DEPARTMENT ENG. PROJECT NAME Install Sidewalk at Centennial Park FY14 FY15 $35,000 FY16 Unscheduled DESCRIPTION OF PROJECT This project installs sidewalk where none currently exists along the South and West sides of Centennial Park. 352' will be installed along the park from Cottonwood Street to Grand and 343' along the park from Grand to Aspen. ALTERNATIVES CONSIDERED Each year the City is allocated funds from the federal Community Transportation Enhancement Program, through the State of Montana Department of Transportation. These funds can be used for pedestrian and bicycle facilities, landscaping and scenic beautification, historic preservation, rehabilitation of historic transportation facilities, and other transportation types of enhancements. Currently City staff is working from a list of projects that were created by a steering committee and approved by the City Commission. ADVANTAGES OF APPROVAL Improves pedestrian walk-ways by installing them near community park and trail facilities. CTEP funds 86.58% of the projects with 13.42% being funded by a local match. In kind work by City staff can be considered part of the local match. This funding source allows for local transportation enhancement projects to be funded with only a portion of the cash coming from direct city dollars. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Sidewalk maintenance by Parks Department. FUNDING SOURCES CTEP Allocation - (86.58%) and Local Match, usually coming from the General Fund (13.42%). City engineer time could be considered local match. New Replacement Equipment Project FY17 FY18 262 CIP Project Fund CTEP PROJECT NUMBER CT005 DEPARTMENT ENG. PROJECT NAME Install Sidewalk along Oak Street, Rose Park Frontage FY14 FY15 $35,000 FY16 Unscheduled DESCRIPTION OF PROJECT This project is to install an additional 560' of sidewalk along the north side of Oak Street at Rose Park. There is currently 260' of existing 5' sidewalk. ALTERNATIVES CONSIDERED Each year the City is allocated funds from the federal Community Transportation Enhancement Program, through the State of Montana Department of Transportation. These funds can be used for pedestrian and bicycle facilities, landscaping and scenic beautification, historic preservation, rehabilitation of historic transportation facilities, and other transportation types of enhancements. Currently City staff is working from a list of projects that were created by a steering committee and approved by the City Commission. ADVANTAGES OF APPROVAL Improves pedestrian walk-ways by installing them near community park and trail facilities. CTEP funds 86.58% of the projects with 13.42% being funded by a local match. In kind work by City staff can be considered part of the local match. This funding source allows for local transportation enhancement projects to be funded with only a portion of the cash coming from direct city dollars. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Sidewalk maintenance by Parks Department. FUNDING SOURCES CTEP Allocation - (86.58%) and Local Match, usually coming from the General Fund (13.42%). City engineer time could be considered local match. New Replacement Equipment Project FY17 FY18 263 CIP Project Fund CTEP PROJECT NUMBER CT006 DEPARTMENT ENG. PROJECT NAME Install Sidewalk along South Side of Durston, between Flathead and Meagher Streets. FY14 FY15 FY16 $98,000 Unscheduled DESCRIPTION OF PROJECT This project will install 0.4 miles of sidewalk on the south side of Durston Road, between Flathead and Meagher streets, where none currently exists right now. ALTERNATIVES CONSIDERED Each year the City is allocated funds from the federal Community Transportation Enhancement Program, through the State of Montana Department of Transportation. These funds can be used for pedestrian and bicycle facilities, landscaping and scenic beautification, historic preservation, rehabilitation of historic transportation facilities, and other transportation types of enhancements. Currently City staff is working from a list of projects that were created by a steering committee and approved by the City Commission. ADVANTAGES OF APPROVAL Improves pedestrian walk-ways by installing them near community park and trail facilities, and near schools. CTEP funds 86.58% of the projects with 13.42% being funded by a local match. In kind work by City staff can be considered part of the local match. This funding source allows for local transportation enhancement projects to be funded with only a portion of the cash coming from direct city dollars. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED CTEP Allocation - (86.58%) and Local Match, usually coming from the General Fund (13.42%). City engineer time could be considered local match. FUNDING SOURCES New Replacement Equipment Project FY17 FY18 264 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Fire Capital and Equipment Fund Capital Improvement Plan (CIP) for FY14-18. AGENDA ITEM TYPE: Action MEETING DATE: November 26, 2012 RECOMMENDATION: Adoption of the Fire Capital and Equipment Fund Capital Improvement Plan (CIP) for FY14-18. 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. In the past, plans have been presented to the Commission prior to approval. Fire Department and other city staff met in October to develop the attached Capital Plan for the needs of the Department that could be appropriately funded through the 4-mill levy for Fire Capital and Equipment Replacement. Ladder Truck Replacement – FE02: The department has spent considerable time planning for the replacement of the single-largest piece of equipment the city owns: our Ladder Truck. It is scheduled for replacement in FY14. In order to spec, bid, and construct the Truck, months of lead-time are required. It is our recommendation that we proceed with a Request For Proposals for construction of the truck by the end of November/early December 2012. Depending on the 265 proposals received, we will likely come back to them in January/February 2013 with a request to sign a contract and place order at that time due to the long construction times for these pieces of equipment. We anticipate that with this timeline, we can receive delivery of the truck in late 2013, early 2014. Staff Vehicles – FE07: As an improved part of the plan this year, we have further developed the department’s Staff Vehicle Replacement schedule FE07, with an additional table that outlines the type of vehicle we currently have and the type of vehicle that should eventually replace it. Replacement of Engine #2 – FE09: We are also adding this to the items in the plan, listing it as “unscheduled.” It is intended to be replaced in FY19, one year beyond this FY14-18 document. This will help explain the need for balances in the fund, and assist with scheduling next year. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission is 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 FY14. Report compiled on: November 19, 2012 Attached: Fire Capital and Equipment Fund CIP 266 Fire Equipment & Capital ReplacementCapital Improvement PlanFinancial Summary Current YearFY13 FY14 FY15 FY16 FY17 FY18UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 578,000$         833,040$            (65,727)$          223,868$       455,256$      758,571$        Plus:  Dedicated Tax Revenues 4 Mills 332,904$         336,233$            339,595$         346,387$       353,315$      360,381$     ‐$                      Less:  Scheduled CIP Project Costs (77,864)$          (1,235,000)$        (50,000)$          (115,000)$      (50,000)$      (415,000)$    (1,315,000)$      Projected Year‐End Cash Dedicated to CIP 833,040$         (65,727)$             223,868$         455,256$       758,571$      703,952$      Assumptions Made for Revenue Estimates: Current YearFY13 FY14 FY15 FY16 FY17 FY18Estimated Annual Tax Revenues 332,904$            332,904$                336,233$           339,595$          346,387$         353,315$          Estimated Annual Increase‐                       1% 1% 2% 2% 2%Total Estimated Revenues 332,904$            336,233$                339,595$           346,387$          353,315$         360,381$        Current Revenues Dedicated to CIP % 100.0% 100.0% 100.0% 100.0% 100.0% 100.0%  Plus:  Increase Dedicated to CIP 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%TotalEstimatedRevenuesDedicatedtoCIP332 904$336 233$339 595$346 387$353 315$360 381$ProjectedProjectedTotal Estimated Revenues Dedicated to CIP332,904$           336,233$               339,595$           346,387$         353,315$        360,381$          1,400,0001,200,0001,000,000800,000600,000400,000200,0000Fire Equipment & Capital Replacements267 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY14FY16UnscheduledFY15FY17FY18Fire Equip & Capital ReplacementFE02FIREREPLACEMENT OF LADDER TRUCK$1,200,000FE05FIREDEFIBRILLATOR REPLACEMENT PROGRAM$35,000FE06FIREPORTABLE RADIO REPLACEMENT PROGRAM$50,000$50,000$50,000FE07FIREFIRE STAFF VEHICLE REPLACEMENTS$65,000$265,000$65,000FE08FIREFIRE STATION #1 REMODEL$500,000FE09FIREFIRE ENGINE #2 REPLACEMENT$550,000FE10FIRESELF‐CONTAINED BREATHING APPARATUS (SCBA) REPLACEMENTS$350,000Summary for  Fire Equip & Capital Replacement (7 items)Totals by year:$1,235,000 $50,000$115,000$1,315,000FY14FY15FY16UnscheduledFY18$415,000$50,000FY17268 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE02 DEPARTMENT FIRE PROJECT NAME REPLACEMENT OF LADDER TRUCK FY14 $1,200,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This project will fund the purchase and equipment of a new aerial platform truck for the fire department in FY14 An aerial platform truck is different from a ladder truck in that it has a platform at the tip of the ladder that allows firefighters to operate water streams and perform rescue and other operations from the tip of the ladder device while it is in operation, a capability we do not currently have. The City’s ladder truck was purchased in 1986 and has served the community well for over 20 years. Recent required annual UL ladder tests have revealed that the ladder beds are beginning to twist and warp from use and age. Additionally, the open air rear cab violates current firefighter safety requirements of NFPA as firefighters are exposed to traffic during responses and are not protected in the event of a crash. At the time of its replacement this apparatus will be 27 years old. ALTERNATIVES CONSIDERED Continue to use current ladder truck until it must be taken out of service, have present ladder and cab refurbished at manufacturing facility, purchase used aerial platform truck, lease/purchase new aerial platform truck. ADVANTAGES OF APPROVAL Provide a critical life-safety resource that will enhance the fire department’s ability to protect the city and its residents. This aerial device is particularly important to provide fire and rescue services to the downtown area, large commercial structures and multi- family residential structures. It will also gain us important points in ISO’s scoring matrix. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: Our costs will increase based upon insurance, maintenance and repair, lubricants, fuel and oil expenses. Further increases will occur based also upon the actual number of responses and hours used. Our current maintenance fund will be used for this vehicle. FUNDING SOURCES 100% Fire Equipment & Capital Replacement Fund New Replacement Equipment Project FY17 FY18 269 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE05 DEPARTMENT FIRE PROJECT NAME Defibrillator Replacement Program FY14 $35,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This project is to replace the defibrillators on Engine Two and Engine Three. Currently we are using a Lifepak 12’s which have come to the end of their serviceable lifespan. Engine Two’s Defibrillator is over 10 years old and Engine Three’s is over 8 years old. These devices are used to read heart rhythms, shock shockable rhythms, monitor heart rates and carbon monoxide levels and transmit all related data to the emergency room thus improving patient outcomes. These devices are part of providing an Advanced Life Support level of service to our customers. This project would replace these two pieces of equipment over the span of two years. ONE of these items was included in our recent Assistance to Firefighters Grant Request. ALTERNATIVES CONSIDERED Continue to use existing Lifepak 12’s until they are no longer supported by the manufacture. ADVANTAGES OF APPROVAL Replacing these pieces of equipment will ensure reliability for the foreseeable future. They will also help standardize our equipment as we have a Lifepak 15 in service on Engine One. These tools also allow our paramedics to provide a more thorough and detailed level of service to our customers. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED As these items are replacement items for equipment already in service additional operating costs should be minimal FUNDING SOURCES 100% Fire Equipment & Capital Replacement Fund New Replacement Equipment Project FY17 FY18 270 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE06 DEPARTMENT FIRE PROJECT NAME Portable Radio Replacement Program FY14 FY15 $50,000 FY16 $50,000 Unscheduled DESCRIPTION OF PROJECT This plan allows for 10 fire portable radios to be replaced each year, including all of the software, programming and peripheral accessories. This is planned replacement of radios at the end of their predicted usable life, estimated between six and ten years. This will provide for seamless communication and response capabilities as the radios become less reliable and repair is no longer a financially prudent option. Portable (or handheld) radios are an essential item in the operation of the Bozeman Fire Department. Fire radios must be available for fire use 24 hours a day, 365 days a year. These radios are assigned to the three stations, captains and management staff and are used daily. These radios will be replaced only when they are unservicable. ALTERNATIVES CONSIDERED none ADVANTAGES OF APPROVAL This ensures safe and reliable emergency communications and response. Program allows for planned and predictable need for equipment replacement. Clear and dependable communication allows for quick and efficient emergency deployment and the required level of firefighter safety. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED As these are replacement radios we anticipate very little increases operating costs. FUNDING SOURCES 100% Fire Equipment & Capital Replacement Fund New Replacement Equipment Project FY17 $50,000 FY18 271 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE07 DEPARTMENT FIRE PROJECT NAME FIRE STAFF VEHICLE REPLACEMENTS FY14 FY15 FY16 $65,000 Unscheduled $265,000 DESCRIPTION OF PROJECT The Fire Department utilizes numerous vehicles for Department needs. The type of vehicle required will change significantly with the implementation of Battalion Chiefs for 24/7/365 Command coverage. See attached Table on the following page. ALTERNATIVES CONSIDERED Could continue to utilize existing vehicles longer. However, many of these vehicles are emergency response vehicles for the Fire Department. ADVANTAGES OF APPROVAL The Department will have adequate, properly sized vehicles for emergency response and other operational functions. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Newer vehicles are expected to be more fuel efficient. FUNDING SOURCES 100% Fire Equipment & Capital Replacement Fund. New Replacement Equipment Project FY17 FY18 $65,000 272 Fire Staff Vehicle ReplacementsAsset #Current Make/FeaturesModel YrCurrent MileageReplacement Make/FeaturesFY14FY15FY16FY17FY18UnscheduledNotes2764 Chevy Tahoe:  Utility Truck ‐ Station #32000 113,862 Replace with a Passenger Car.$35,0002760 Chevy Suburban:  F5 ‐ Training Officer2000 104,809 Replace with a 4x4, SUV style, mid sized vehicle.$45,0003076 Chevy Suburban:  F2 ‐ Operations Chief2002 112,511 Suburban style, 4x4, with emergency lighting, radios, MDT$65,000Upon replacement, this becomes the primary Command Vehicle, utilized by Battaion Chief.3332 Chevy Tahoe:  F3 ‐ Fire Marshall2007 43,154 4x4, SUV style, mid sized vehicle$45,0003247 Chevy Tahoe:  F4 ‐ Disaster & Emergency Services (DES) Staff Captain2004 91,126 4x4, SUV style, mid‐sized vehicle, with emergency lighting, radios, MDT.$50,0003153 Chevy Suburban:  F1 ‐  Fire Chief2003 81,757 Suburban style, 4x4, with emergency lighting, radios, MDT.$65,000This vehicle will become the Battalion Chief Vehicle.3275 Ford F150:  Fire Investigations, Station #32005 40,604 Pickup with full‐sized box, 4x4, tow capacity.$45,0003158 Chevy Silverado: Utility Truck ‐ Station #12003 20,817 Pickup with full sized box, 4x4, tow capacity.$45,000Need pickup capable of hauling our fire prevention vehicle.3363 Dodge Durango:  Utility Truck ‐ Station #22007 22,437 4x4, SUV style, mid‐sized vehicle. This vehicle becomes the Fire Inspector vehicle.$265,000$65,000 $65,000273 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE08 DEPARTMENT FIRE PROJECT NAME FIRE STATION #1 REMODEL FY14 FY15 FY16 Unscheduled $500,000 DESCRIPTION OF PROJECT The purpose of this project is to expand the second floor of Fire Station One out to the existing building foot print and remodel the interior spaces increasing facility size and functionality, decreasing maintenance costs and increasing energy efficiency. The second floor of this station has been remodeled many times. Windows do not completely close, electrical and plumbing maintenance is becoming more frequent and kitchen cabinetry is beginning to fail. Office space is limited and safety hazards have been identified in the recent facility surveys. The living quarters upstairs are not conducive to female firefighters. Separate and equal restroom, bath and sleeping facilities are needed should we hire a female firefighter. The station remodel will include sleeping quarters, bathrooms, and living spaces for up to ten firefighters of either sex. All standard areas commonly found in modern stations will be included in this facility such as kitchen space, office space and physical training area. ALTERNATIVES CONSIDERED Continue with utilizing the existing station as is. Maintain facility as reasonably as possible. We are currently undergoing a structural analysis and review of the existing structure to verify if expansion of the upper levels is feasible. ADVANTAGES OF APPROVAL This project would significantly improve the living conditions and operational functionality of Fire Station One. This project remedies the safety hazards identified in recent facility surveys. This project will decrease ongoing maintenance costs compared to the existing facility. New construction will be “green” and more energy efficient. Creates sleeping quarters and office space for Battalion Chiefs. Separate and equal restroom, bath and sleeping facilities for when we hire a female firefighter in the future. In House Physical fitness area - firefighters currently have to leave the station for physical fitness activities. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Operating cost should maintain similar to what is currently budgeted. Although the facility will be getting larger, a more energy efficient newer facility will balance with the increase in size. FUNDING SOURCES Depending on features of the project, Fire Equipment & Capital Replacement, General Fund, and potentially could be funded by Fire Impact Fees (if expansion of station expands fire service capacity.) New Replacement Equipment Project FY17 FY18 274 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE09 DEPARTMENT FIRE PROJECT NAME FIRE ENGINE #2 REPLACEMENT FY14 FY15 FY16 Unscheduled $550,000 DESCRIPTION OF PROJECT This is the scheduled replacement of Fire Engine #2 - to occur in FY19. Marked unscheduled, but tracking the replacement for the next plan year. This project replaces the front-line engine for Fire Station #2 which is nearing the end of its safe and useful life. ALTERNATIVES CONSIDERED Continued use of the current fire apparatus with significant increases in our annual maintenance budget; buy a used engine; lease/purchase an engine. ADVANTAGES OF APPROVAL Reduced maintenance costs and increased reliability for a significant piece of the City's structural firefigthing resources. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Maintnenace costs for the current engine will cease. Other costs will increase based upon insurance, maintenance and repair, lubricants, fuel and oil expenses. Further increases may occur based upon the actual number of responses and hours used. FUNDING SOURCES 100% Fire Capital and Equipment Replacement Fund New Replacement Equipment Project FY17 FY18 275 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE10 DEPARTMENT FIRE PROJECT NAME Self-Contained Breathing Apparatus (SCBA) Replacements FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This project will fund the replacement of the department’s SCBA units. The useable service life of our existing SCBA’s is 8 -10 years. The units being replaced were purchased in FY 10. Repair and maintenance is a consideration when deciding when to replace existing equipment. We currently expend approximately $5000 per year on preventative maintenance and minor repairs. As the equipment gets older we will no longer be able to repair minor failures, we will have to completely replace parts. Replacement parts for our existing SCBA are extremely expensive and take a significant time to be delivered. This project will completely replace all SCBA harnesses, spare tanks and backup regulators on our engines. Also individual fire fighter personal masks, and Rapid Intervention Crew kits will get replaced in this project as well. ALTERNATIVES CONSIDERED Continue to use current SCBA units until they fail or spare parts become unavailable. Used units are not a viable alternative as departments typically upgrade when old units become obsolete or fail to meet annual testing requirements. ADVANTAGES OF APPROVAL Firefighters use SCBA’s to enter hazardous atmospheres in all aspects of their jobs; firefighting, confined space entry, and hazmat response. The health and safety of our personnel, as well as the ability of our fire department to perform its function, is greatly dependent on these units. The new SCBA units are safer than current units as they are certified for chemical, biological, and radiological emergencies. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED The department spends about $5,000 annually on SCBA maintenance. Yearly checks and certification is required regardless of SCBA age although maintenance costs would decline with new units as replacement parts would not be needed. FUNDING SOURCES Fire Equipment & Capital Replacement Fund New Replacement Equipment Project FY17 FY18 $350,000 276 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Solid Waste Fund (Collection & Recycling) Capital Improvement Plan (CIP) for FY14-18. AGENDA ITEM TYPE: Action MEETING DATE: November 26, 2012 RECOMMENDATION: Adoption of the Solid Waste Fund (Collection & Recycling) Capital Improvement Plan (CIP) for FY14-18. BACKGROUND: Each year, the City Manager is required to prepare a 5 Year Capital Improvements Plan and submit it to the Commission by December 15th. Public Works and other city staff met on November 1st to develop the attached Capital Plan for the equipment and capital needs of the Solid Waste Fund. The attached capital replacement schedule is needed to continue operations for garbage collection and the recycling program as they currently stand. The Public Works Director and the Solid Waste Superintendent continue to develop operating plans as a result of the findings and recommendations of the SAIC Rate Study that was presented in July of this year. If capital replacements or purchases are effected by future operational changes, that can be reflected in a revised schedule at that time. 277 UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission is does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY14. Report compiled on: November 19, 2012 Attached: Solid Waste Fund CIP 278 Solid Waste Collection & RecyclingCapital Improvement PlanFinancial SummaryCurrent YearFY13FY14FY15 FY16 FY17 FY18Projected Beginning Reserve Balance Dedicated to CIP487,681$         672,779$            318,912$        518,695$     336,022$     357,122$       Plus:  Revenues Dedicated to CIP255,098$         306,117$            347,826$        377,327$     381,100$     384,911$       Less:  Scheduled CIP Project Costs(70,000)$          (659,984)$           (148,043)$      (560,000)$   (360,000)$    (430,000)$   Projected Year‐End Cash Dedicated to CIP672,779$         318,912$            518,695$        336,022$     357,122$     312,033$     Assumptions Made for Revenue Estimates:Current YearFY13FY14FY15 FY16 FY17FY18Estimated Annual Revenues2,550,979$       2,550,979$          2,550,979$       2,576,489$  2,602,254$   2,628,276$     Estimated Annual Increase in Revenues ‐                    0%1%1%1%1%Total Estimated Revenues2,550,979$       2,550,979$          2,576,489$       2,602,254$  2,628,276$   2,654,559$   Current Revenues Dedicated to CIP %10.0%10.0% 12.0% 13.5% 14.5% 14.5%  Plus:  Increase Dedicated to CIP0.0%2.0%1.5% 1.0% 0.0% 0.0%  Total % Dedicated to CIP10.0%12.0% 13.5% 14.5% 14.5% 14.5%ProjectedProjectedTotal Estimated Revenues Dedicated to CIP255,098$          306,117$              347,826$         377,327$      381,100$      384,911$      Note:  2012 Rate Study identifies $367,000 in total annual depreciation expense.700,000600,000500,000400,000300,000200,000100,0000FY14 FY15 FY16 FY17 FY18 UnscheduledSolid Waste Projects & Equipment 1279 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY14FY16UnscheduledFY15FY17FY18Solid Waste CollectionPW01COLLECTIONSHOPS FACILITY EXPANSION PLAN$10,000SW26COLLECTIONSIDE LOAD PACKER ‐ REPLACEMENT$134,984SW27COLLECTIONFRONT LOAD TRUCK ‐ REPLACEMENT TRUCK$250,000SW28COLLECTIONSIDE LOAD TRUCK ‐ REPLACEMENT TRUCK$275,000SW30COLLECTIONSIDE LOAD PACKER ‐ REPLACEMENT$138,043SW31COLLECTIONSIDE LOAD REPLACEMENT TRUCK$290,000SW32COLLECTIONFRONTLOAD REPLACEMENT TRUCK$270,000SW33COLLECTIONSIDE LOAD PACKER ‐ REPLACEMENT`$140,000SW36CollectionSIDE LOAD REPLACEMENT TRUCK$290,000SW37CollectionSIDE LOAD PACKER REPLACEMENT$140,000SW35CURBSIDECURBSIDE RECYCLING TRUCK ‐ REPLACEMENT$220,000Summary for  Solid Waste Collection (11 items)Totals by year:$659,984 $148,043$560,000FY14FY15FY16UnscheduledFY18$430,000$360,000FY172280 CIP Project Fund Solid Waste Collection PROJECT NUMBER PW01 DEPARTMENT COLLECTION PROJECT NAME SHOPS FACILITY EXPANSION PLAN FY14 FY15 $10,000 FY16 Unscheduled DESCRIPTION OF PROJECT The construction of the new Vehicle Maintenance Shop at the Lower Yards on Rouse Avenue in FY10/FY11 was Phase I in expanding and improving our ability to service equipment, store vehicles, and provide work space for Public Works, Parks, and Facilitiy services. Questions remain about the long-term plan for construction, location, and expansion for: Streets, Sign & Signal, Forestry, Water/Sewer Operations, Solid Waste Collection & Recycling, Facilities, and Parks & Cemetery departments. This project would develop a master plan. In scheduling this project, we are recommending waiting until after the Vehicle Maintenance Division is relocated to its new shop and the interior improvements are made to the Shop at Rouse and Tamarack Street for the remaining divisions. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES From related divisions: General Fund 20% ($10,000), Water Fund 20% ($10,000), Wastewater Fund 20% ($10,000), Street Maintenance Fund 20% ($10,000), Solid Waste Fund 20% ($10,000). New Replacement Equipment Project FY17 FY18 3 281 CIP Project Fund Solid Waste Collection PROJECT NUMBER SW26 DEPARTMENT COLLECTION PROJECT NAME SIDE LOAD PACKER - REPLACEMENT FY14 $134,984 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT The division is averaging 2,000 hours per year on the side load trucks. The chassis should be good for 12,000 hours with proper maintenance. Therefore replacing the packer bodies every four years will save about $140,000 and maximize the value of the chassis. The packers are what generally wear out first. The grabber arm functions around 400 repetitions per day times 4 days per week is 1,600 reps per week times 4.33 equals 7,000 reps per month or 93,528 per year. With a life expectancy of four years that is 336,000 reps. Old packer will be traded in or saved for parts. ALTERNATIVES CONSIDERED Buy new trucks with new chassis and body. Continue to operate with increasing repair costs, down time lowering resale value. Lease new truck and packer for $75,000 annually if one is available. ADVANTAGES OF APPROVAL Saves $140,000 every 4 years per side load truck. With four side load trucks and 2 back up trucks, this adds up quickly. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: $10,000 FUNDING SOURCES 100% Solid Waste Division Enterprise Funds. New Replacement Equipment Project FY17 FY18 4 282 CIP Project Fund Solid Waste Collection PROJECT NUMBER SW27 DEPARTMENT COLLECTION PROJECT NAME FRONT LOAD TRUCK - REPLACEMENT TRUCK FY14 $250,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This truck is a replacement on the CIP for the collection of residential and commercial refuse. The new truck will ensure continued efficient, cost-effective refuse collection that will allow the Division to meet the demands of a growing city while maintaining the standards the Bozeman residents expect. (replacing Asset #3319, 2005 Autocar) ALTERNATIVES CONSIDERED To use existing truck that will have more than 10,000 hours of hard use. Repair costs will continue to increase and the resale value will continue to decrease. The truck will also take an inordinate amount of shop time to maintain. ADVANTAGES OF APPROVAL Maximize resale value, Minimize repairs, parts, (if available), and down time, Improve safety and collection efficiency, Keeps the Division up with growth rates. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: $12,000 FUNDING SOURCES 100% Solid Waste Division Enterprise Funds. New Replacement Equipment Project FY17 FY18 5 283 CIP Project Fund Solid Waste Collection PROJECT NUMBER SW28 DEPARTMENT COLLECTION PROJECT NAME SIDE LOAD TRUCK - REPLACEMENT TRUCK FY14 $275,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT Replacement of a side load chassis. Asset #3314. The current truck will have 12,000 - 14,000 hours on the chassis and 5,000 hours on the packer body. ALTERNATIVES CONSIDERED Continue to use asset beyond its useful service life, resulting in significantly increased maintenance costs and down time. ADVANTAGES OF APPROVAL Providing excellence in public service to 7,050 residential customers ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: $30,000 FUNDING SOURCES 100% Solid Waste Enterprise Funds. New Replacement Equipment Project FY17 FY18 6 284 CIP Project Fund Solid Waste Collection PROJECT NUMBER SW30 DEPARTMENT COLLECTION PROJECT NAME SIDE LOAD PACKER - REPLACEMENT FY14 FY15 $138,043 FY16 Unscheduled DESCRIPTION OF PROJECT This item is to replace the garbage packer on Asset #3452. The division is averaging 2,000 hours per year on the side load trucks. The chassis should be good for 12,000-14,000 hours with proper maintenance. Therefore replacing the packer bodies every four years will save about $140,000 and maximize the value of the chassis. The packers are what generally wear out first. The grabber arm functions around 400 repetitions per day times 4 days per week is 1,600 reps per week times 4.33 equals 7,000 reps per month or 93,528 per year. With a life expectancy of four years that is 336,000 reps. ALTERNATIVES CONSIDERED Buy new trucks with new chassis and body. Continue to operate with increasing repair costs, down time lowering resale value. Lease new truck and packer for $75,000 annually if one is available. ADVANTAGES OF APPROVAL Saves $140,000 every 4 years per side load truck. With four side load trucks and 2 backup trucks, this adds up quickly. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: $10,000 FUNDING SOURCES 100% Solid Waste Division Enterprise Funds. New Replacement Equipment Project FY17 FY18 7 285 CIP Project Fund Solid Waste Collection PROJECT NUMBER SW31 DEPARTMENT COLLECTION PROJECT NAME SIDE LOAD REPLACEMENT TRUCK FY14 FY15 FY16 $290,000 Unscheduled DESCRIPTION OF PROJECT Replacement of a current front-line residential collection truck, Asset #3367. This truck will will have over 12,000 hours at time of replacement. ALTERNATIVES CONSIDERED Continue to operate the existing truck with increasing operating and maintenance costs. Lease a new, (or used), truck. ADVANTAGES OF APPROVAL Allow the division to continue to provide excellent service to over 7000 customers. Increased fuel economy; Reduced exhaust emissions; Less down time; Increased productivity ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Operating and maintenance costs should be reduced by replacing an aging unit with a new more fuel efficient, cleaner running truck FUNDING SOURCES 100% Solid Waste Fund New Replacement Equipment Project FY17 FY18 8 286 CIP Project Fund Solid Waste Collection PROJECT NUMBER SW32 DEPARTMENT COLLECTION PROJECT NAME FRONTLOAD REPLACEMENT TRUCK FY14 FY15 FY16 $270,000 Unscheduled DESCRIPTION OF PROJECT This truck is a replacement for Asset #3421; the collection of residential and commercial refuse. The new truck will ensure continued efficient, cost-effective refuse collection that will allow the Division to meet the demands of a growing city while maintaining the standards the Bozeman residents expect. ALTERNATIVES CONSIDERED To use existing truck that will have more than 10,000 hours of hard use. Repair costs will continue to increase and the resale value will continue to decrease. The truck will also take an inordinate amount of shop time to maintain. ADVANTAGES OF APPROVAL ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Maintenance costs: $12,000/year FUNDING SOURCES 100% Solid Waste Fund New Replacement Equipment Project FY17 FY18 9 287 CIP Project Fund Solid Waste Collection PROJECT NUMBER SW33 DEPARTMENT COLLECTION PROJECT NAME SIDE LOAD PACKER - REPLACEMENT` FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This item is the replacement of equipment on one of our side-loading garbage trucks. It will replace the 2008 Curbtenter Packer on Asset #3455 - 2008 Craine Carrier Chassis. The chassis should be good for 12,000-14,000 hours with proper maintenance. Therefore replacing the packer bodies every four years will save about $140,000 and maximize the value of the chassis. The packers are what generally wear out first. The grabber arm functions around 400 repetitions per day times 4 days per week is 1,600 reps per week times 4.33 equals 7,000 reps per month or 93,528 per year. With a life expectancy of four years that is 336,000 reps. ALTERNATIVES CONSIDERED Buy new trucks with new chassis and body. Continue to operate with increasing repair costs, down time lowering resale value. Lease new truck and packer for $75,000 annually if one is available. ADVANTAGES OF APPROVAL Saves $140,000 every 4 years per side load truck. With four side load trucks and 2 backup trucks, this adds up quickly. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: $10,000 FUNDING SOURCES 100% Solid Waste Division Enterprise Funds. New Replacement Equipment Project FY17 $140,000 FY18 10 288 CIP Project Fund Solid Waste Collection PROJECT NUMBER SW35 DEPARTMENT CURBSIDE PROJECT NAME Curbside Recycling Truck - Replacement FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This would be a new chassis and new sideload recycling body, to replace the exising Curbside Recycling Truck, which is expected to be at the end of its useful life in 2017. ALTERNATIVES CONSIDERED Lease ADVANTAGES OF APPROVAL To maintain a level of service to the curbside recycling customers ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Maintenance costs are $15,000/year & Operating costs are $15,000/year FUNDING SOURCES Solid Waste Enterprise Fund New Replacement Equipment Project FY17 $220,000 FY18 11 289 CIP Project Fund Solid Waste Collection PROJECT NUMBER SW36 DEPARTMENT Collection PROJECT NAME Side Load Replacement Truck FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT Side Load Replacement Truck ALTERNATIVES CONSIDERED To keep existing truck in service that will have over 10,000 hours of hard use. Repair costs & down time will continue to increase, making truck unreliable for garbage collection. ADVANTAGES OF APPROVAL Minimize repairs & down time. To improve safety and provide reliable customer service. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual operating and maintenance costs = $27,000 FUNDING SOURCES Solid Waste Enterprise Fund New Replacement Equipment Project FY17 FY18 $290,000 12 290 CIP Project Fund Solid Waste Collection PROJECT NUMBER SW37 DEPARTMENT Collection PROJECT NAME Side Load Packer Replacement FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This replacement packer will be placed on an existing chassis, thus extending the life of the overall unit. The old packer will be traded in. New packers advancement in materials used have led to extend the life of the packer. Given the high amount of mechanical parts in motion, new packers wear out within 5 years (8,000 hours) of use. ALTERNATIVES CONSIDERED To continue to operate existing packer with increased repair costs and down time. ADVANTAGES OF APPROVAL To minimize repair costs and having reliable equipment to provide high customer service expectations. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual operating and maintenance costs = $10,000 FUNDING SOURCES Solid Waste Enterprise Fund New Replacement Equipment Project FY17 FY18 $140,000 13 291 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Storm Water Fund Capital Improvement Plan (CIP) for FY14-18. AGENDA ITEM TYPE: Action MEETING DATE: November 26, 2012 RECOMMENDATION: Adoption of the Storm Water Fund Capital Improvement Plan (CIP) for FY14-18. BACKGROUND: Each year, the City Manager is required to prepare a 5 Year Capital Improvements Plan and submit it to the Commission by December 15th. This represents the first time the Storm Water Fund CIP has been a part of our annual CIP process. The Public Works and other city staff met on November 1st to develop the attached Capital Plan for the equipment and capital needs of the Storm Water Fund. We worked from the capital plan that was developed this spring when the utility was created. As is noted on the schedule, many capital items are listed as "unscheduled" until our Utility method for charging customers is refined to be more equitable, anticipated in approx FY15. UNRESOLVED ISSUES: None. 292 ALTERNATIVES: As suggested by the City Commission. If the Commission is does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY14. Report compiled on: November 19, 2012 Attached: Storm Water Fund CIP 293 Storm Water Utility   Capital Improvement PlanFinancial Summary Current YearFY13 FY14 FY15 FY16 FY17 FY18UnscheduledProjected Beginning Reserve Balance Dedicated to CIP‐$                   (49,000)$              32,810$           118,711$         208,906$        38,492$              Plus:  Storm Water Utility Fees Dedicated to Capital 81,000$            81,810$                85,901$           90,196$           108,886$        115,419$              Less:  Scheduled CIP Project Costs (130,000)$          ‐$                       ‐$                   ‐$                 (279,300)$        ‐$                  (300,000)$          Projected Year‐End Cash Dedicated to CIP (49,000)$          32,810$               118,711$         208,906$        38,492$         153,911$        (300,000)$          Assumptions Made for Revenue Estimates: Current YearFY13 FY14 FY15 FY16 FY17 FY18Estimated Annual Storm Water Utility Revenue 225,000$            225,000$                227,250$           238,613$          250,543$          265,576$             Estimated Annual Increase ‐ Attributed to Growth 1% 1% 1% 2% 2%  Estimated Annual Increase ‐ Rate Increase 4% 4% 4% 4% 4%Total Estimated Revenues 225,000$            227,250$                238,613$           250,543$          265,576$          281,510$           Current Revenues Dedicated to CIP % 36.0% 36.0% 36.0% 36.0% 36.0% 41.0%  Plus:  Increase Dedicated to Capital 0.0% 0.0% 0.0% 0.0% 5.0% 0.0%  Total % Dedicated to CIP 36.0% 36.0% 36.0% 36.0% 41.0% 41.0%ProjectedProjectedTotal Estimated Revenues Dedicated to CIP 81,000$              81,810$                  85,901$             90,196$             108,886$          115,419$           Note:  Many Capital Items are listed as "unscheduled" until our Utility method for charging customers is refined to be more equitable for Storm Water customers, anticipated in approx FY15.350,000300,000250,000200,000150,000100,00050,0000FY14 FY15 FY16 FY17 FY18 UnscheduledStorm Water Projects 294 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY14FY16UnscheduledFY15FY17FY18Storm Water FundSTRM01Storm WaterVALLEY UNIT PARK$80,000STRM02Storm WaterROCKY CREEK STORM WATER IMPROVEMENTS$20,000STRM04Storm WaterGENERAL TREATMENT SYSTEMS, REHABILITATION, AND REPLACEMENT$200,000STRM08Storm WaterROUSE AVENUE STORM DRAIN UPSIZING$186,300STRM09Storm WaterROUSE AVENUE STORM WATER TREATMENT$93,000Summary for  Storm Water Fund (5 items)Totals by year:$300,000FY14FY15FY16UnscheduledFY18$279,300FY17295 CIP Project Fund Storm Water Fund PROJECT NUMBER STRM01 DEPARTMENT Storm Water PROJECT NAME Valley Unit Park FY14 FY15 FY16 Unscheduled $80,000 DESCRIPTION OF PROJECT Improvements to the detention pond at Valley Unit Park, as described on page 6-5 in the Storm Water Facility Plan. This item is listed as unscheduled until our Utility method for charging customers is refined to be more equitable for Storm Water customers. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Will reduce flooding along Meagher Avenue and Durston Road ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Storm Water Utility, possible Grants. New Replacement Equipment Project FY17 FY18 296 CIP Project Fund Storm Water Fund PROJECT NUMBER STRM02 DEPARTMENT Storm Water PROJECT NAME Rocky Creek Storm Water Improvements FY14 FY15 FY16 Unscheduled $20,000 DESCRIPTION OF PROJECT Improvements to increase and restore the native vegitation cover and diversity, thereby reducing sedimentation and improving water quality in Rocky Creek, as described on page 6-7 of the Storm Water Facility Plan. This item is listed as unscheduled until our Utility method for charging customers is refined to be more equitable for Storm Water customers. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Reduced sedimentation and improved water quality. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Storm Water Fund, possible grants. New Replacement Equipment Project FY17 FY18 297 CIP Project Fund Storm Water Fund PROJECT NUMBER STRM04 DEPARTMENT Storm Water PROJECT NAME General Treatment Systems, Rehabilitation, and Replacement FY14 FY15 FY16 Unscheduled $200,000 DESCRIPTION OF PROJECT General repairs and infrastructure maintenance were recommended in the Facility Plan at $200,000 per year. After mapping and condition assessments are complete, the utility will begin a systematic program of infrastructure repair and replacement, including installation of Storm Water Treatment systems. In the future, specific projects and project areas will be defined. Until then, this item acts as a financial indicator of that work program. When specific projects are scheduled in the CIP, those amounts will reduce the $200,000 scheduled in this item each year. One year's allocation of this item is listed as unscheduled until our Utility method for charging customers is refined to be more equitable for Storm Water customers. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Storm Water Fund, grants when available. New Replacement Equipment Project FY17 FY18 298 CIP Project Fund Storm Water Fund PROJECT NUMBER STRM08 DEPARTMENT Storm Water PROJECT NAME Rouse Avenue Storm Drain Upsizing FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This project is in coordination with the MDOT improvements to Rouse Avenue. It entails the upsizing of Stormwater Infrastructure on Rouse. We will need to be prepared to fund this project in according the construciton timelines established by MDOT, which are fairly fluid at this point. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Storm Water Utility, TSEP Grant, other grants. New Replacement Equipment Project FY17 $186,300 FY18 299 CIP Project Fund Storm Water Fund PROJECT NUMBER STRM09 DEPARTMENT Storm Water PROJECT NAME Rouse Avenue Storm Water Treatment FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This project is in coordiantion with the MDOT improvements to Rouse Avenue. It will provide Storm Water treatment facilities for run-off on Rouse Avenue. We will need to be prepared to fund this project in according the construciton timelines established by MDOT, which are fairly fluid at this point. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Storm Water Utility, TSEP Grant, other grants. New Replacement Equipment Project FY17 $93,000 FY18 300 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Tree Maintenance Fund Capital Improvement Plan (CIP) for FY14-18. AGENDA ITEM TYPE: Action MEETING DATE: November 26, 2012 RECOMMENDATION: Adoption of the Tree Maintenance Fund Capital Improvement Plan (CIP) for FY14-18. BACKGROUND: Each year, the City Manager is required to prepare a 5 Year Capital Improvements Plan and submit it to the Commission by December 15th. The Tree Maintenance District supports the capital purchases and operations of our Forestry division. The division has a small number of equipment needs. During the last few budget processes, they have opted to “push-out” the replacement of their Chipper (FOR06). Though scheduled for FY13, it was not budgeted or is expected to need to be replaced in the current year and has been pushed to FY14 of the plan. Their Half-Ton Truck replacement (FOR07) has been pushed to replacement in FY18, in accordance with our newly adopted Vehicle Replacement Policy changes. 301 UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission is does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY14. Report compiled on: November 19, 2012 Attached: Tree Maintenance Fund CIP 302 Tree Maintenance DistrictCapital Improvement PlanFinancial Summary Current YearFY13 FY14 FY15 FY16 FY17 FY18UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 45,649$           67,649$               22,157$           44,377$       66,819$        89,486$       ‐$                Plus:  Tree Mtc Revenues Dedicated to CIP 22,000$           22,000$               22,220$           22,442$       22,667$        22,893$       ‐$                Less:  Scheduled CIP Project Costs‐$                  (67,492)$               ‐$                  ‐$               ‐$               (26,000)$      ‐$              Projected Year‐End Cash Dedicated to CIP 67,649$           22,157$               44,377$           66,819$       89,486$        86,379$       ‐$              Assumptions Made for Revenue Estimates: Current YearFY13 FY14 FY15 FY16 FY17 FY18Estimated Annual Tree Mtc Revenues 400,000$            400,000$               400,000$           404,000$       408,040$        412,120$          Estimated Annual Increase ‐ Attributed to Annexations‐                       0% 1% 1% 1% 1%Total Estimated Revenues 400,000$            400,000$               404,000$           408,040$       412,120$        416,242$        Current Revenues Dedicated to CIP % 5.5% 5.5% 5.5% 5.5% 5.5% 5.5%  Plus:  Increase Dedicated to CIP 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%  Total % Dedicated to CIP 5.5% 5.5% 5.5% 5.5% 5.5% 5.5%ProjectedProjectedTotal Estimated Revenues Dedicated to CIP 22,000$              22,000$                  22,220$             22,442$         22,667$          22,893$          80,00070,00060,00050,00040,00030,00020,00010,0000FY14 FY15 FY16 FY17 FY18 UnscheduledTree Maintenance Projects & Equipment303 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY14FY16UnscheduledFY15FY17FY18Tree Maintenance DistrictFOR06FORESTRYCHIPPER$67,492FOR07FORESTRY1/2 TON TRUCK$26,000Summary for  Tree Maintenance District (2 items)Totals by year:$67,492FY14FY15FY16UnscheduledFY18$26,000FY17304 CIP Project Fund Tree Maintenance District PROJECT NUMBER FOR06 DEPARTMENT FORESTRY PROJECT NAME CHIPPER FY14 $67,492 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This a request to replace a 2000 model chipper.This would be a scheduled equipment replacement as this chipper would be over 12 years old. This equipment would be powered by an alternative fuel such as BioDiesel. ALTERNATIVES CONSIDERED Continue to use older, less efficient model. Lease. As directed by Commission. ADVANTAGES OF APPROVAL Replacing the old chipper will provide the division with more reliable equipment, improved safty, use of alternative fuels, lower exhaust emissions, and more production due to improvements in design. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating & Maintenance Costs: no increase. A new chipper would be cheaper than the existing repairs required on the older model currently in use. FUNDING SOURCES 100% Tree Maintenance District Fund Revenue New Replacement Equipment Project FY17 FY18 305 CIP Project Fund Tree Maintenance District PROJECT NUMBER FOR07 DEPARTMENT FORESTRY PROJECT NAME 1/2 TON TRUCK FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT <div>This is a request to replace a 1999 pickup. This would be a scheduled replacement as this truck will be 19 years old. This truck would be passed on to another Division such as Parks to be used by seasonal employees.</div> ALTERNATIVES CONSIDERED Continue to use older, less fuel efficient model. Lease. As directed by Commission. ADVANTAGES OF APPROVAL Replacing this equipment provide the division with more reliable equipment, imporved safty, use of alternative fuels, lower exhaust emissions. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Tree Maintenance District Fund Revenue New Replacement Equipment Project FY17 FY18 $26,000 306 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Vehicle Maintenance Fund Capital Improvement Plan (CIP) for FY14-18. AGENDA ITEM TYPE: Action MEETING DATE: November 26, 2012 RECOMMENDATION: Adoption of the Vehicle Maintenance Fund Capital Improvement Plan (CIP) for FY14-18. BACKGROUND: Each year, the City Manager is required to prepare a 5 Year Capital Improvements Plan and submit it to the Commission by December 15th. The Vehicle Maintenance Fund supports the capital purchases and operations of our Vehicle Maintenance Shop. The division operates in our new facility and has a small number of equipment needs. Because it is an Internal Service Fund, paid for through cost-recovery from other divisions, capital reserve balances aren’t being accumulated. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission is does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. 307 FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY14. Report compiled on: November 19, 2012 Attached: Vehicle Maintenance Fund CIP 308 Vehicle Maintenance FundCapital Improvement PlanFinancial Summary Current YearFY13 FY14 FY15 FY16 FY17 FY18UnscheduledProjected Beginning Reserve Balance Dedicated to CIP‐$                   ‐$                      303$                304$             304$              304$               Plus:  Internal Allocation/Billing Dedicated to CIP 9,400$              17,303$               0$                     0$                  0$                  0$                  ‐$                    Less:  Scheduled CIP Costs (9,400)$            (17,000)$               ‐$                  ‐$               ‐$                ‐$              ‐$                  Projected Year‐End Cash Dedicated to CIP‐$                  303$                     304$                304$             304$              305$             Assumptions Made for Revenue Estimates: Current YearFY13 FY14 FY15 FY16 FY17 FY18Estimated Annual Vehicle Mtc Billings 386,594$            390,460$               394,365$           398,308$       402,291$        406,314$        Estimated Annual Vehicle Mtc Allocation 386,594$            390,460$               394,365$           398,308$       402,291$        406,314$        Total Estimated Revenues 773,188$            780,920$               788,729$           796,616$       804,583$        812,628$        Current Revenues Dedicated to CIP % 1.2% 1.2% 2.2% 0.0% 0.0% 0.0%  Plus:  Increase (Decrease) Dedicated to CIP 0.0% 1.0%‐2.2% 0.0% 0.0% 0.0%  Total % Dedicated to CIP 1.2% 2.2% 0.0% 0.0% 0.0% 0.0%ProjectedProjectedTotal Estimated Revenues Dedicated to CIP 9,400$                17,303$                  0$                       0$                   0$                    0$                    18,00016,00014,00012,00010,0008,0006,0004,0002,0000FY14 FY15 FY16 FY17 FY18 UnscheduledVehicle Maintenance Projects & Equipment 309 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY14FY16UnscheduledFY15FY17FY18Vehicle MaintenanceVM002Vehicle MaintFLOOR SCRUBBER$17,000Summary for  Vehicle Maintenance (1 item)Totals by year:$17,000FY14FY15FY16UnscheduledFY18FY17310 CIP Project Fund Vehicle Maintenance PROJECT NUMBER VM002 DEPARTMENT Vehicle Maintenance PROJECT NAME Floor Scrubber FY14 $17,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This request is for a walk behind floor scrubber used to clean the floor of the shop. By keeping the floor clean the quality of the surface will be extended. A clean floor is safer and projects a professional image that we strive for in our shop. ALTERNATIVES CONSIDERED Continue manually scrubbing the floors. ADVANTAGES OF APPROVAL Cleaner, safer and more productive environment. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minimal preventive maintenance. FUNDING SOURCES 100% Vehicle Maintenance New Replacement Equipment Project FY17 FY18 311 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Water Fund Capital Improvement Plan (CIP) for FY14-18. AGENDA ITEM TYPE: Action MEETING DATE: November 26, 2012 RECOMMENDATION: Adoption of the Water Fund Capital Improvement Plan (CIP) for FY14-18. 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. Staff met in November to develop the attached draft schedules. The Water Fund CIP tracks the capital equipment replacements and construction projects for Water Operations (distribution system) and the Water Treatment Plant. By FY 13 we have budgeted for the entire Water Plant renovation, so FY14 and years beyond do not contain any costs associated with that upgrade. These levels of capital expenditure are in line with our adopted rate models. UNRESOLVED ISSUES: None. 312 ALTERNATIVES: As suggested by the City Commission. If the Commission is 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 FY14. Report compiled on: November 19, 2012 Attached: Water Fund CIP 313 Water FundCapital Improvement PlanFinancial Summary Current YearFY13 FY14 FY15 FY16 FY17 FY18UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 3,375,761$     2,418,979$         3,002,022$     3,639,796$    4,547,666$  5,373,316$    ‐$                     Plus:  Water Revenues Dedicated to CIP 1,664,792$     1,739,708$         1,817,995$     1,899,804$    1,985,296$  2,064,707$    ‐$                     Plus:  WTP Loan Proceeds 8,500,000$       Less:  Scheduled CIP Project Costs (11,121,574)$  (1,156,665)$       (1,180,220)$    (991,935)$      (1,159,645)$ (974,950)$      ‐$                   Projected Year‐End Cash Dedicated to CIP 2,418,979$     3,002,022$         3,639,796$     4,547,666$    5,373,316$  6,463,074$    ‐$                   Assumptions Made for Revenue Estimates: Current YearFY13 FY14 FY15 FY16 FY17 FY18Estimated Annual Water Revenues 6,372,410$        6,659,168$           6,958,831$       7,271,978$      7,599,217$    7,941,182$        Estimated Annual Increase 4.5% 4.5% 4.5% 4.5% 4.5% 4%Total Estimated Revenues 6,659,168$        6,958,831$           7,271,978$       7,599,217$      7,941,182$    8,258,830$      Current Revenues Dedicated to CIP % 25.0% 25.0% 25.0% 25.0% 25.0% 25.0%  Plus:  Increase Dedicated to CIP 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%  Total % Dedicated to CIP 25.0% 25.0% 25.0% 25.0% 25.0% 25.0%TtlEti tdRDdi tdtCIP1 664 792$1 739 708$1 817 995$1 899 804$1 985 296$2 064 707$ProjectedProjectedTotal Estimated Revenues Dedicated to CIP1,664,792$       1,739,708$          1,817,995$       1,899,804$     1,985,296$   2,064,707$     1,400,0001,200,0001,000,000800,000600,000400,000200,0000Water Fund Projects & Equipment 314 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY14FY16UnscheduledFY15FY17FY18Water FundPW01WATER OPSSHOPS FACILITY EXPANSION PLAN$10,000W03WATER OPSENGINEERING/DESIGN FOR ANNUAL WATER PIPE REPLACEMENT PROGRAM$22,500$22,500$22,500$22,500$22,500W04‐14WATER OPSWATER PIPE REPLACEMENT PROGRAM ‐ CONSTRUCTION IN 2014$974,165W04‐15WATER OPSWATER PIPE REPLACEMENT PROGRAM ‐ CONSTRUCTION IN 2015$1,147,720W04‐16WATER OPSWATER PIPE REPLACEMENT PROGRAM ‐ CONSTRUCTION IN 2016$969,435W04‐17WATER OPSWATER PIPE REPLACEMENT PROGRAM ‐ CONSTRUCTION IN 2017$1,097,145W04‐18WATER OPSWATER PIPE REPLACEMENT PROGRAM ‐ CONSTRUCTION IN 2018$952,450W24WATER OPSFIXED BASE METER READ SYSTEM$60,000W26WATER OPSINTERNAL PIPELINE ASSESSMENT OF THE SOURDOUGH 30” CONCRETE CYLINDER TREATED WATER MAIN$50,000W25WATER PLANTREPLACEMENT VEHICLE$40,000W27WATER PLANTRE‐ENGINEERING THE LYMAN TANK LINER$50,000Summary for  Water Fund (11 items)Totals by year:$1,156,665 $1,180,220$991,935FY14FY15FY16UnscheduledFY18$974,950$1,159,645FY17315 CIP Project Fund Water Fund PROJECT NUMBER PW01 DEPARTMENT WATER OPS PROJECT NAME SHOPS FACILITY EXPANSION PLAN FY14 FY15 $10,000 FY16 Unscheduled DESCRIPTION OF PROJECT The construction of the new Vehicle Maintenance Shop at the Lower Yards on Rouse Avenue in FY10/FY11 was Phase I in expanding and improving our ability to service equipment, store vehicles, and provide work space for Public Works, Parks, and Facilitiy services. Questions remain about the long-term plan for construction, location, and expansion for: Streets, Sign & Signal, Forestry, Water/Sewer Operations, Solid Waste Collection & Recycling, Facilities, and Parks & Cemetery departments. This project would develop a master plan. In scheduling this project, we are recommending waiting until after the Vehicle Maintenance Division is relocated to its new shop and the interior improvements are made to the Shop at Rouse and Tamarack Street for the remaining divisions. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES From related divisions: General Fund 20% ($10,000), Water Fund 20% ($10,000), Wastewater Fund 20% ($10,000), Street Maintenance Fund 20% ($10,000), Solid Waste Fund 20% ($10,000). New Replacement Equipment Project FY17 FY18 316 CIP Project Fund Water Fund PROJECT NUMBER W03 DEPARTMENT WATER OPS PROJECT NAME ENGINEERING/DESIGN for ANNUAL WATER PIPE REPLACEMENT PROGRAM FY14 $22,500 FY15 $22,500 FY16 $22,500 Unscheduled DESCRIPTION OF PROJECT This item provides for design work to be completed every year, in anticipation of the Annual System Upgrades. As the Water Operations Division operates the existing system, maintenance projects become apparent. Given our knowledge of system conditions today, the following projects are candidates for design funding and were identified in the Facility Plan: 1. South 8th Avenue , 2. Koch: Lindley to Bozeman, 3. Lindley: Olive to Koch, 4. S. Bozeman: Olive to Story As annual operations occur, other more-urgent projects may be identified and designed under this project heading. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Provides for the design of necessary water system maintenance work. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Water Utility Fund New Replacement Equipment Project FY17 $22,500 FY18 $22,500 317 CIP Project Fund Water Fund PROJECT NUMBER W04-14 DEPARTMENT WATER OPS PROJECT NAME WATER PIPE REPLACEMENT PROGRAM - Construction in 2014 FY14 $974,165 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT PROJECT AREA: N. Montana Ave: E. Lamme St - E. Peach St N. Montana Ave: E. Tamarack St - S. 34' N. Montana Ave: E. Peach St - E. Tamarack St. The timing of these projects is based on our need to mill-overlay N. Montana Ave. Dell Place: Alderson Ct - E. Story St. The water pipe segment of E. Story St: S. Tracy Ave - S. Church Ave will also be completed this year, in combination with REC04- Story Street Reconstruction ($380,000 of this project total is for the E. Story water pipe). After budget approval July 1, 2013, these projects would complete design, bid and begin construction in the Spring/Summer of 2014, at the end of FY14. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Provides for the construction of necessary water system maintenance work. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating & Maintenance Costs: Incremental increases in general maintenance costs. Current cost estimate of $12,500 per water-main mile maintained annually. FUNDING SOURCES 100% Water Utility Fund New Replacement Equipment Project FY17 FY18 318 CIP Project Fund Water Fund PROJECT NUMBER W04-15 DEPARTMENT WATER OPS PROJECT NAME WATER PIPE REPLACEMENT PROGRAM - Construction in 2015 FY14 FY15 $1,147,720 FY16 Unscheduled DESCRIPTION OF PROJECT PROJECT AREA: S. Grand Ave: W. Garfield St - W. College St S. Grand Ave: W College St - W. Main St. N. Rouse Ave: Bond - Griffin (needs to be completed prior to MDOT Rouse project.) The timing of this project is critical to our need to mill-overlay S. Grand Ave. After budget approval July 1, 2014, these projects would complete design, bid and begin construction in the Spring/Summer of 2015, at the end of FY15. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Provides for the construction of necessary water system maintenance work. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating & Maintenance Costs: Incremental increases in general maintenance costs. Current cost estimate of $12,500 per water-main mile maintained annually. FUNDING SOURCES 100% Water Utility Fund New Replacement Equipment Project FY17 FY18 319 CIP Project Fund Water Fund PROJECT NUMBER W04-16 DEPARTMENT WATER OPS PROJECT NAME WATER PIPE REPLACEMENT PROGRAM - Construction in 2016 FY14 FY15 FY16 $969,435 Unscheduled DESCRIPTION OF PROJECT PROJECT AREA: S. Tracy Ave: W. Garfield St - E. Story St N. Willson Ave: W. Lamme St - W. Short St W. Babcock St: S. 10th Ave - S. 8th Ave N. Montana Ave: E. Tamarack St - N End of Existing. After budget approval July 1, 2015, this project would complete design, bid and begin construction in the Spring/Summer of 2016, at the end of FY16. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Provides for the construction of necessary water system maintenance work. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating & Maintenance Costs: Incremental increases in general maintenance costs. Current cost estimate of $12,500 per water-main mile maintained annually. FUNDING SOURCES 100% Water Utility Fund New Replacement Equipment Project FY17 FY18 320 CIP Project Fund Water Fund PROJECT NUMBER W04-17 DEPARTMENT WATER OPS PROJECT NAME WATER PIPE REPLACEMENT PROGRAM - Construction in 2017 FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT PROJECT AREA: W Olive St: S. 5th Ave - S. 3rd Ave W. Olive St: S. 6th Ave - S. 5th Ave N. Grand Ave: W. Lamme St - W. Peach St N. 5th Ave: W. Aspen St - W. Tamarack St S. 3rd Ave: W. Harrison Ave - W. Curtiss St. After budget approval July 1, 2016, this project would complete design, bid and begin construction in the Spring/Summer of 2017, at the end of FY17. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Provides for the construction of necessary water system maintenance work. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating & Maintenance Costs: Incremental increases in general maintenance costs. Current cost estimate of $12,500 per water-main mile maintained annually. FUNDING SOURCES 100% Water Utility Fund New Replacement Equipment Project FY17 $1,097,145 FY18 321 CIP Project Fund Water Fund PROJECT NUMBER W04-18 DEPARTMENT WATER OPS PROJECT NAME WATER PIPE REPLACEMENT PROGRAM - Construction in 2018 FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT PROJECT AREA: S 6th Ave: W. Harrison Ave- W Olive S: W. Koch St: S Grand Ave.- S. Willson Ave: S. Willson Ave.: W. College St- W. Koch St. After budget approval July 1, 2017, this project would complete design, bid and begin construction in the Spring/Summer of 2018, at the end of FY18. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Provides for the construction of necessary water system maintenance work. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Water Utility Fund New Replacement Equipment Project FY17 FY18 $952,450 322 CIP Project Fund Water Fund PROJECT NUMBER W24 DEPARTMENT WATER OPS PROJECT NAME Fixed Base Meter Read System FY14 $60,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This system will consist of fixed radio reMivers that are placed on city structures throughout town. The meters that are currently in place constantly transmit meter read data, instead of driving once a month around the city collecting reads, the receivers will automatically collect the data daily and transmit that either through the intranet or cell phone modems to finance and the city shops. We plan on deploying the receivers starting in FY 13, with completion in FY14. Radio studies have the number of receivers at 14 but our vendor states with a new model of receiver coming out next year that number should go below 10. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Allows daily readings of the water meters and will allow staff to quickly respond to potential water leaks, meter tampering and backflow events. Will eliminate driving in the areas that are being read by the fixed base units. This will allow us to contact customers at the start of a leak event and save both money and water. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Water Utility Fund New Replacement Equipment Project FY17 FY18 323 CIP Project Fund Water Fund PROJECT NUMBER W25 DEPARTMENT WATER PLANT PROJECT NAME Replacement Vehicle FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT Replacement 4-wheel Drive ½ Ton pick-up, replaces 1997 ¾ ton pick-up that currently has 97,400 miles ALTERNATIVES CONSIDERED Keep existing unit in service ADVANTAGES OF APPROVAL More reliable, more fuel efficient vehicle ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED none FUNDING SOURCES Water Rates New Replacement Equipment Project FY17 $40,000 FY18 324 CIP Project Fund Water Fund PROJECT NUMBER W26 DEPARTMENT WATER OPS PROJECT NAME Internal pipeline assessment of the Sourdough 30” concrete cylinder treated water main FY14 $50,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This project will involve insertion of electronic sensors that will evaluate the condition of the pipe internally. Installed primarily in 1983, this is the only treated water feed from the Sourdough Plant, so it important to know the condition of the pipe. This pipe has failed once before causing voluntary rationing of water, in November 2003. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Advantages to the City include giving us assessment data of the integrity of the pipe from the inside. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Water Utility Fund New Replacement Equipment Project FY17 FY18 325 CIP Project Fund Water Fund PROJECT NUMBER W27 DEPARTMENT WATER PLANT PROJECT NAME RE-ENGINEERING THE LYMAN TANK LINER FY14 $50,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This project would fund the engineering work to make improvements to the Lyman Water Tank liner. ALTERNATIVES CONSIDERED Keep existing liner as-is. ADVANTAGES OF APPROVAL It is anticipated that engineering could assist in making improvements to this liner. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Not known. FUNDING SOURCES 100% Water Fund New Replacement Equipment Project FY17 FY18 326 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Wastewater Fund Capital Improvement Plan (CIP) for FY14-18. AGENDA ITEM TYPE: Action MEETING DATE: November 26, 2012 RECOMMENDATION: Adoption of the Wastewater Fund Capital Improvement Plan (CIP) for FY14-18. 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. Staff met in November to develop the attached draft schedules. The Wastewater Fund CIP tracks the capital equipment replacements and construction projects for Wastewater Operations (collection system) and the Water Reclamation Facility. The largest change to the schedule is the desire to fund the WW29 – Energy Recovery (Methane Co-Generation) Project, beginning in FY14 with design/engineering work. It is believed that that project will yield operational savings after a relatively short pay-back period. These levels of capital expenditure are in line with our adopted rate models. 327 UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission is 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 FY14. Report compiled on: November 19, 2012 Attached: Wastewater Fund CIP 328 Wastewater FundCapital Improvement PlanFinancial Summary Current YearFY13 FY14 FY15 FY16 FY17 FY18UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 1,836,580$     1,899,728$         1,142,764$     929,632$        (738,498)$    5,554$             ‐$                   Plus:  Wastewater Revenues Dedicated to CIP 1,315,742$     1,394,686$         1,478,368$     1,567,070$     1,629,753$  1,694,943$     ‐$                   Less:  Scheduled CIP Project Costs (1,252,594)$    (2,151,650)$       (1,691,500)$    (3,235,200)$   (885,700)$    (1,045,850)$   (5,230,000)$    Projected Year‐End Cash Dedicated to CIP 1,899,728$     1,142,764$         929,632$         (738,498)$       5,554$          654,647$        (5,230,000)$    Assumptions Made for Revenue Estimates: Current YearFY13 FY14 FY15 FY16 FY17 FY18Estimated Annual Wastewater Revenues 6,206,330$        6,578,710$           6,973,432$       7,391,838$       7,835,349$    8,148,763$         Estimated Annual Increase 6.0% 6% 6% 6% 4% 4%Total Estimated Revenues 6,578,710$        6,973,432$           7,391,838$       7,835,349$       8,148,763$    8,474,713$       Current Revenues Dedicated to CIP % 20.0% 20.0% 20.0% 20.0% 20.0% 20.0%  Plus:  Increase Dedicated to CIP 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%  Total % Dedicated to CIP 20.0% 20.0% 20.0% 20.0% 20.0% 20.0%TtlEti tdRDdi tdtCIP1 315 742$1 394 686$1 478 368$1 567 070$1 629 753$1 694 943$ProjectedProjectedTotal Estimated Revenues Dedicated to CIP1,315,742$       1,394,686$          1,478,368$       1,567,070$      1,629,753$   1,694,943$      6,000,0005,000,0004,000,0003,000,0002,000,0001,000,0000Wastewater Fund Projects & Equipment 329 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY14FY16UnscheduledFY15FY17FY18Wastewater FundWW27WRF PLANTHDR WATERSHED STUDY AND STREAM MODELING$60,000$60,000$60,000$60,000$60,000WW28WRF PLANTDESIGN PHASE II ‐ WRF PLANT IMPROVEMENTS$5,230,000WW29WRF PLANTENERGY RECOVERY (METHANE CO‐GENERATION) PROJECT$50,000$350,000$2,200,000WW30WRF PLANTREPLACE DIGESTER MIXERS$42,000WW31WRF PLANTREPLACE LIFT #1 PUMP$19,000WW32WRF PLANTWRF FISHING ACCESS ‐ LATRINE$10,000PW01WW OPSSHOPS FACILITY EXPANSION PLAN$10,000WW02WW OPS1 TON TRUCK WITH HOIST$45,000WW07WW OPSENGINEERING/DESIGN FOR ANNUAL WASTEWATER PIPE REPLACEMENTS$22,500$22,500$22,500$22,500$22,500WW08‐14WW OPSWASTEWATER PIPE REPLACEMENT PROGRAM ‐ CONSTRUCTION IN 2014.$1,003,150WW08‐15WW OPSWASTEWATER PIPE REPLACEMENT PROGRAM ‐ CONSTRUCTION IN 2015$914,000WW08‐16WW OPSWASTEWATER PIPE REPLACEMENT PROGRAM ‐ CONSTRUCTION IN 2016$952,700WW08‐17WW OPSWASTEWATER PIPE REPLACEMENT PROGRAM ‐ CONSTRUCTION IN 2017$803,200WW08‐18WW OPSWASTEWATER PIPE REPLACEMENT PROGRAM ‐ CONSTRUCITON IN 2018.$963,350WW26WW OPSFLUSHER VAC TRUCK REPLACEMENT$335,000Summary for  Wastewater Fund (15 items)Totals by year:$1,251,650 $1,691,500$3,235,200$5,230,000FY14FY15FY16UnscheduledFY18$1,045,850$885,700FY17330 CIP Project Fund Wastewater Fund PROJECT NUMBER PW01 DEPARTMENT WW OPS PROJECT NAME SHOPS FACILITY EXPANSION PLAN FY14 FY15 $10,000 FY16 Unscheduled DESCRIPTION OF PROJECT The construction of the new Vehicle Maintenance Shop at the Lower Yards on Rouse Avenue in FY10/FY11 was Phase I in expanding and improving our ability to service equipment, store vehicles, and provide work space for Public Works, Parks, and Facilitiy services. Questions remain about the long-term plan for construction, location, and expansion for: Streets, Sign & Signal, Forestry, Water/Sewer Operations, Solid Waste Collection & Recycling, Facilities, and Parks & Cemetery departments. This project would develop a master plan. In scheduling this project, we are recommending waiting until after the Vehicle Maintenance Division is relocated to its new shop and the interior improvements are made to the Shop at Rouse and Tamarack Street for the remaining divisions. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES From related divisions: General Fund 20% ($10,000), Water Fund 20% ($10,000), Wastewater Fund 20% ($10,000), Street Maintenance Fund 20% ($10,000), Solid Waste Fund 20% ($10,000). New Replacement Equipment Project FY17 FY18 331 CIP Project Fund Wastewater Fund PROJECT NUMBER WW02 DEPARTMENT WW OPS PROJECT NAME 1 TON TRUCK WITH HOIST FY14 $45,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT FY12: Replaces a 2000 1-ton truck with a hoist. At the time of replacement, this truck will be 11 years old. Replaces a 2004 Ford F250, asset #3232. At the time of replacement, this truck will be over 10 years old. While this vehicle is only 10 years old, its not big enough to properly function as a service truck; very limited carrying capacity. It will be passed down to another department for continued use within the city. These trucks are used daily in both water and sewer operations to transport personnel and equipment. The existing truck will not be traded in; it will be utilized as a back-up vehicle when needed. ALTERNATIVES CONSIDERED Keep the truck and spend maintenance dollars to have truck serviceable. ADVANTAGES OF APPROVAL Advantages to the City for approving this request include savings on fuel and emissions. The new vehicles will improve safety of crews, there would be lower repair costs and it would help maintain current operations levels. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Wastewater Utility Revenue New Replacement Equipment Project FY17 FY18 332 CIP Project Fund Wastewater Fund PROJECT NUMBER WW07 DEPARTMENT WW OPS PROJECT NAME ENGINEERING/DESIGN for ANNUAL WASTEWATER PIPE REPLACEMENTS FY14 $22,500 FY15 $22,500 FY16 $22,500 Unscheduled DESCRIPTION OF PROJECT This item provides for design work to be completed every-other year, in anticipation of the Annual System Upgrades. As the Wastewater Operations Division televises (views) the existing system, maintenance projects become apparent. As annual televising continues, other more-urgent projects may be identified and designed under this project heading. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Provides for design of necessary sewer system maintenance work. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Wastewater Utility Fund New Replacement Equipment Project FY17 $22,500 FY18 $22,500 333 CIP Project Fund Wastewater Fund PROJECT NUMBER WW08-14 DEPARTMENT WW OPS PROJECT NAME WASTEWATER PIPE REPLACEMENT PROGRAM - Construction in 2014. FY14 $1,003,150 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT PROJECT AREA: N. Grand Ave: W. Mendenhall St - W. Main St S. Grand Ave: W. Main St - W. Babcock St S. Grand Ave: W. Babcock St - S. End of Line N. Willson Ave: W. Mendenhall St - W. Main St N. Willson Ave: W. Main St - W. Hayes St S. Tracy Ave: W. Main St - W. Garfield St. After budget approval July 1, 2013, this project would complete design, bid and begin construction in the Spring/Summer of 2014, at the end of FY14. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Provides for the construction of necessary sewer system maintenance work. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Wastewater Utility Fund New Replacement Equipment Project FY17 FY18 334 CIP Project Fund Wastewater Fund PROJECT NUMBER WW08-15 DEPARTMENT WW OPS PROJECT NAME WASTEWATER PIPE REPLACEMENT PROGRAM - Construction in 2015 FY14 FY15 $914,000 FY16 Unscheduled DESCRIPTION OF PROJECT PROJECT AREA: S. 3rd Ave: W. Olive St - W. Lincoln St S. 4th Ave: W. Babcock St - W. Olive St S. 4th Ave: W. College St - W. Lincoln St S. 5th Ave: W. Olive St - W. Lincoln St W. Babcock St: S. 6th Ave - S. Grand Ave W. Olive St: S. 6th Ave - S. 3rd Ave Alley N of Koch: S. 5th Ave - E. End. After budget approval July 1, 2014, this project would complete design, bid and begin construction in the Spring/Summer of 2015, at the end of FY15. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Provides for the construction of necessary sewer system maintenance work. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Wastewater Utility Fund New Replacement Equipment Project FY17 FY18 335 CIP Project Fund Wastewater Fund PROJECT NUMBER WW08-16 DEPARTMENT WW OPS PROJECT NAME WASTEWATER PIPE REPLACEMENT PROGRAM - Construction in 2016 FY14 FY15 FY16 $952,700 Unscheduled DESCRIPTION OF PROJECT PROJECT AREA: Interstate/walmart: N. Rouse Ave - N. 3rd Ave Pea Cannery Line: N. Rouse Ave - End Juniper Street: N. Rouse Ave - E. Tamarack St N. Rouse Ave: Humane Society - Bridger Center Dr Bridger Center Main: Bridger Drive - N End of Main Industrial Dr: Trunk Main - Half way to Griffin. After budget approval July 1, 2015, this project would complete design, bid and begin construction in the Spring/Summer of 2016, at the end of FY16. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Provides for the construction of necessary sewer system maintenance work. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Wastewater Utility Fund New Replacement Equipment Project FY17 FY18 336 CIP Project Fund Wastewater Fund PROJECT NUMBER WW08-17 DEPARTMENT WW OPS PROJECT NAME WASTEWATER PIPE REPLACEMENT PROGRAM - Construction in 2017 FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT PROJECT AREA: Alley N of Story: S 5th Ave - E. End Alley N of Dickerson: S 5th Ave - E. End, Alley N of Alderson: S 5th Ave - E. End W. College St: S 5th Ave - E. End, W. College St: S 4th Ave - S. 3rd Ave Alley N. of Harrison: S. 5th Ave - S. 4th Ave, Alley N. of Cleveland: S. 5th Ave - S. 4th Ave S. 6th Ave: W. Babcoc St - Alley N. of Olive, S. 6th Ave: W. Story St - W. Grant St S. 7th Ave: Alley N of Olive - W. Story St, S. 7th Ave: W. Story St - W. Harrison W. Olive St: S. 6th Ave - S. 7th Ave, W. Story St: S. 6th Ave - S. 7th Ave Alley btwn 7th & 8th: Alley N of Olive - Alley N. of Koch Alley btwn 7th & 8th: Alley N of Dickerson - W. Harrison St.. After budget approval July 1, 2016, this project would complete design, bid and begin construction in the Spring/Summer of 2017, at the end of FY17. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Provides for the construction of necessary sewer system maintenance work. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Wastewater Utility Fund New Replacement Equipment Project FY17 $803,200 FY18 337 CIP Project Fund Wastewater Fund PROJECT NUMBER WW08-18 DEPARTMENT WW OPS PROJECT NAME WASTEWATER PIPE REPLACEMENT PROGRAM - Construciton in 2018. FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT Alley N of Babcock: S. 11th Ave-Alley E. of 7th: W Babcock St: S. 11th- S. 10th Ave.: Alley N of Olive: S. 6th Ave-S 7th Ave.: Alley N Of Olive: S. 11th Ave.- Alley E of 8th: Alley btwn 8th&9th: Alley N of Olive-W. College St: S. 9th St.: W. Main St.-Alley N of Olive: Alley btwn 9th&10th: Alley N of Olive- W. College St: S. 10th Ave: W. Main St – W. Harrison St: W. Harrison St: S. 6th Ave – S 10th Ave. After budget approval July 1, 2017, this project would complete design, bid and begin construction in the Spring/Summer of 2018, at the end of FY18. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Provides for the construction of necessary sewer system maintenance work. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Wastewater Utility Fund New Replacement Equipment Project FY17 FY18 $963,350 338 CIP Project Fund Wastewater Fund PROJECT NUMBER WW26 DEPARTMENT WW OPS PROJECT NAME FLUSHER VAC TRUCK REPLACEMENT FY14 FY15 $335,000 FY16 Unscheduled DESCRIPTION OF PROJECT Replacement of the City’s Flusher Vac Truck. This flusher vac truck is used daily to excavate around critical infrastructure i.e. fiber optics, gas, and electric lines in addition to flushing and vacuuming sewer mains. At time of replacement, this truck will be approximately 10 years old. The existing truck will be sold at auction. ALTERNATIVES CONSIDERED Continue to use older vehicle which will be costly to maintain. ADVANTAGES OF APPROVAL Increased reliability and safety for staff and wastewater operations. This piece of equipment eliminates costly repairs because we can avoid hitting utilities with a hoe and utilize the vacuum instead. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: Operating and repair costs are expected to be lower than the existing vehicle. FUNDING SOURCES 100% Wastewater utility fund New Replacement Equipment Project FY17 FY18 339 CIP Project Fund Wastewater Fund PROJECT NUMBER WW27 DEPARTMENT WRF PLANT PROJECT NAME HDR Watershed Study and Stream Modeling FY14 $60,000 FY15 $60,000 FY16 $60,000 Unscheduled DESCRIPTION OF PROJECT Develop a comprehensive, multi-year watershed study and computer model for the East Gallatin River which would enable the City and DEQ to better determine stream load allocations and develop a more scientifically valid TMDL for the river segment we discharge to. This will require annual field sample collection, laboratory analytical work and detailed computer modeling using calibrated data. This multi-year study would consist of $45,000 in consulting and computer modeling fees for at least two fiscal years (FY14 and FY15) and stream sampling/lab fees of $15,000 each year. Craig recommends we should be prepared to continue this work beyond FY15 as necessary. ALTERNATIVES CONSIDERED Not undertake this work and risk having to accept the TMDL and waste load allocations the DEQ has proposed in their original draft documents. This decision could greatly limit our ability to appeal future nutrient limitations and could result in non- compliance. ADVANTAGES OF APPROVAL This watershed study will greatly enhance the City’s understand of our impact on the East Gallatin River and enable us to more successfully negotiate future permit limitations with the DEQ. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None, unless additional stream sampling is desired in subsequent years. FUNDING SOURCES 100% Wastewater Fund New Replacement Equipment Project FY17 $60,000 FY18 $60,000 340 CIP Project Fund Wastewater Fund PROJECT NUMBER WW28 DEPARTMENT WRF PLANT PROJECT NAME DESIGN PHASE II - WRF PLANT IMPROVEMENTS FY14 FY15 FY16 Unscheduled $5,230,000 DESCRIPTION OF PROJECT In January 2006 Morrison & Maierle Consulting Engineers completed a comprehensive Wastewater Facilities Plan. The plan recommends the City proceed with a 3-phased project schedule that includes the construction of the new Water Reclamation Facility (WRF), capable of handling our increased flows while also reducing the amount of Total Nitrogen discharged to the East Gallatin River. Phase two is expected to include one new primary clarifier, more BNR reactor basins, clarifiers, tertiary membrane filtration, liquid sludge storage tanks, anaerobic digestion, and an effluent re-use pumping station. The capacity expanding (impact fee eligible) elements are: bioreactor basins, clarifiers, and pumping station. It is possible that this phase of the project could be further divided into phase 2A and phase 2B, if necessary. ALTERNATIVES CONSIDERED A variety of treatment technologies and alternatives are presented in the January 2006 Wastewater Facilities Plan. ADVANTAGES OF APPROVAL Major capital expansion of the Bozeman WRF will enable the City to meet its estimated demand for wastewater services and still produce a high quality effluent that is in full compliance with the City’s MPDES discharge permit. Expansion of the Bozeman WRF is consistent with the City’s long-term need to accommodate rapid growth and economic development in the Gallatin Valley. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating & Maintenance Costs: no estimates at this time. FUNDING SOURCES Total Design Cost: $5,230,000. We estimate the majority of the project costs are related to regulation and maintenance issues and would be borne by the Utility Fund. Half are related to capacity expansion, and would be borne by Impact Fees. 50% Wastewater Fund, 50% Wastewater Impact Fee Fund. New Replacement Equipment Project FY17 FY18 341 CIP Project Fund Wastewater Fund PROJECT NUMBER WW29 DEPARTMENT WRF PLANT PROJECT NAME ENERGY RECOVERY (METHANE CO-GENERATION) PROJECT FY14 $50,000 FY15 $350,000 FY16 $2,200,000 Unscheduled DESCRIPTION OF PROJECT Consistent with the goals of the City’s Climate Action Plan & Sustainability Programs, the Bozeman WRF staff and Public Works Director recommend we move forward with our proposed investigation and installation of a methane recovery and co- generation system. This system will produce an average of 175 kW of electricity and 974,000 BTU/hour of thermal output using a generator powered entirely by WRF digester gas. This project has the potential to save the City at least $180,000 in electricity costs and substantially lower the carbon footprint of the new Bozeman WRF. This project would be implemented in 3 phases including (1) a feasibility / cost effectiveness study, (2) project engineering / design and (3) the purchase and installation of appropriate technology for the co-generation of electricity at the Bozeman WRF. FY14: Project Feasibility Study. FY15: Project Engineering Design. FY16 Equipment Purchase and Installation ALTERNATIVES CONSIDERED Continue to flare our digester methane gas. Micro-turbines and fuel-cells have been analysed and continue to be possible alternative energy recovery technologies for this project. Our research to date suggests the most proven technology currently available to help us accomplish our energy recovery goals is likely to be a GE Jenbacher internal combustion engine and heat recovery system. ADVANTAGES OF APPROVAL Current plant waste gases will be captured and utilized to reduce plant operating costs. The project has an estimated net dollar savings of $230,000 per year. It supports the City's Municipal Climate Action Plan goals. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Once construction is funded, this project results in an estimated net dollar SAVINGS of $230,000/year. FUNDING SOURCES Wastewater Fund, other grants or community partners. New Replacement Equipment Project FY17 FY18 342 CIP Project Fund Wastewater Fund PROJECT NUMBER WW30 DEPARTMENT WRF PLANT PROJECT NAME REPLACE DIGESTER MIXERS FY14 $42,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT The Bozeman WRF needs to replace two defective/failing digester mixers. This equipment is essential to the operation of the existing anaerobic digesters. These digesters contain a total of 4 draft tube mixers, two of which have already been replaced. Our plan would be to purchase one replacement mixer in FY13 and the final one in FY14. The new EIMCO draft tube mixers will replace the defective OTI micers we are currently using. Our original OTI mixers have been plagued with multiple bearing failures, seal failures, oil lubrication system failures and almost constant propeller fouling. There are currently only two mixer manufactureers in the world that manufacture this type of draft tube mixer. Therefore, in order to replace these defective OTI mixers, we must order our replacement mixers from a sole source vendor. This vendor is EIMCO Technologies, in Salt Lake City. They are the only manufacturer capable of fabricating a replacement mixer which will mount directly to our existing digester draft tubes. EIMCO model #RDT-V 7.5 Hp mixer assembly. Installed project cost for each: $41,000. ALTERNATIVES CONSIDERED Continue to remove, disassemble and rebuild our defective mixers annually. This is not cost-effective and is not a sustainable option. The annual cost to rebuild one unit is approximately $15,000 plus extensive staff time. ADVANTAGES OF APPROVAL Digester methane which is currently wasted will be captured and utilized to reduce plant operating costs. The project has an estimated net dollar savings of between $180,000 and $230,000 per year. This project fully supports the City's Municipal Climate Action Plan goals. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Once construction is funded, this project will result in an estimated net dollar SAVINGS of at least $180,000 per year. FUNDING SOURCES Wastewater Fund, other grants or community partners. New Replacement Equipment Project FY17 FY18 343 CIP Project Fund Wastewater Fund PROJECT NUMBER WW31 DEPARTMENT WRF PLANT PROJECT NAME Replace Lift #1 Pump FY14 $19,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT Replace one 30+ year old wastewater pump in Lift #1. These pumps are used to lift and return the overflow wastes from our Dissolved Air Floatation (DAF) tank back to the head of the plant for treatment. These old, obsolete pumps should be replaced with new, energy efficient submersible pumps. ALTERNATIVES CONSIDERED Continue to use the old, unreliable, high maintnenace pumps currently in service ADVANTAGES OF APPROVAL The DAF is a critical system that is used to thicken waste activated sludge. New pumps for our DAF will greatly enhance the mechanical reliability of this system and increase operating efficiency ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None - new pumps will be more energy efficient and should lower operating costs. FUNDING SOURCES 100% Wastewater Fund New Replacement Equipment Project FY17 FY18 344 CIP Project Fund Wastewater Fund PROJECT NUMBER WW32 DEPARTMENT WRF PLANT PROJECT NAME WRF Fishing Access - Latrine FY14 $10,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT The City has contractually agreed to install a latrine at the new FWP fishing access site located along the north property boundary of the Water Reclamation Facility. This new access site was built to provide the public with access to the East Gallatin River ajacent to the new WRF. This work was undertaken in conjunction with the recently completed upgrade to the WRF but no funding for the latrine was included in the original project. ALTERNATIVES CONSIDERED Delay the installation of this latrine. ADVANTAGES OF APPROVAL This latrine will enhance user-friendliness of the new FWP river access site. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None - FWP has agreed to fund the maintenance and operation of the latrine. FUNDING SOURCES 100% Wastewater Fund New Replacement Equipment Project FY17 FY18 345 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Street Maintenance Capital Improvement Plan (CIP) for FY14-18. AGENDA ITEM TYPE: Action MEETING DATE: November 26, 2012 RECOMMENDATION: Adoption of the Street Maintenance Capital Improvement Plan (CIP) for FY14-18. 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 Street Maintenance CIP encompasses the projects and equipment purchases that are not Curb Replacements or Street Reconstructions in the Street Maintenance Fund. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission is 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 FY14. 346 Report compiled on: November 19, 2012 Attached: Street Maintenance CIP 347 Street Maintenance DistrictCapital Improvement PlanFinancial SummaryCurrent YearFY13FY14FY15 FY16 FY17 FY18UnscheduledProjected Beginning Reserve Balance Dedicated to CIP237,000$         63,317$               (13,746)$          165,854$     293,600$      341,533$       Plus:  Street Mtc Revenues Dedicated to CIP304,040$         359,320$             414,600$         418,746$     422,933$      427,163$     ‐$                    Less:  Scheduled CIP Project Costs(477,723)$        (436,383)$           (235,000)$        (291,000)$   (375,000)$    (570,000)$    ‐$                  Projected Year‐End Cash Dedicated to CIP63,317$           (13,746)$              165,854$         293,600$     341,533$      198,696$     Assumptions Made for Revenue Estimates:Current YearFY13FY14FY15 FY16 FY17 FY18Estimated Annual Street Mtc Revenues2,764,000$        2,764,000$            2,764,000$       2,764,000$    2,791,640$     2,819,556$      Estimated Annual Increase ‐ Attributed to Annexations‐                       0%0%1%1%1%Total Estimated Revenues2,764,000$        2,764,000$            2,764,000$       2,791,640$    2,819,556$     2,847,752$    Current Revenues Dedicated to CIP %11.0%11.0% 13.0% 15.0% 15.0% 15.0%  Plus:  Increase Dedicated to CIP0.0%2.0%2.0% 0.0% 0.0% 0.0%  Total % Dedicated to CIP11.0%13.0% 15.0% 15.0% 15.0% 15.0%ProjectedProjectedTotal Estimated Revenues Dedicated to CIP304,040$            359,320$               414,600$           418,746$       422,933$        427,163$        600,000500,000400,000300,000200,000100,0000FY14 FY15 FY16 FY17 FY18 UnscheduledStreet Maintenance Projects & Equipment 348 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY14FY16UnscheduledFY15FY17FY18Street Maintenance DistrictPW01STREETSSHOPS FACILITY EXPANSION PLAN$10,000STR01STREETSSTREET SERVICE TRUCKS$66,000$66,000$40,000STR11STREETSMEDIAN AND BOULEVARD MAINTENANCE$45,000$25,000$25,000$25,000$25,000STR17STREETSSINGLE AXEL DUMP TRUCK W/PLOW AND SANDER$140,383STR20STREETSBIKE PATH IMPROVEMENTS$25,000$25,000$25,000$25,000$25,000STR22STREETSGRADER LEASE$50,000$50,000$50,000$50,000$50,000STR30STREETSCONCRETE REPAIR PROGRAM$50,000$50,000$50,000$50,000STR33STREETSASPHALT PATCH TRUCK$150,000STR34STREETSSWEEPERS$75,000$75,000$75,000$75,000$75,000STR35STREETSREGENERATIVE AIR SWEEPER$250,000STR37STREETSTANDEM DRUM VIBRATORY ASPHALT COMPACTOR$35,000STR38STREETSMINI LOADER$70,000STR39STREETSTRAILER MOUNTED SPRAY PATCHER$75,000STR40STREETSSINGLE AXLE DUMP TRUCK W/PLOW AND SANDER$160,000Summary for  Street Maintenance District (14 items)Totals by year:$436,383 $235,000$291,000$250,000FY14FY15FY16UnscheduledFY18$570,000$375,000FY17349 CIP Project Fund Street Maintenance District PROJECT NUMBER PW01 DEPARTMENT STREETS PROJECT NAME SHOPS FACILITY EXPANSION PLAN FY14 FY15 $10,000 FY16 Unscheduled DESCRIPTION OF PROJECT The construction of the new Vehicle Maintenance Shop at the Lower Yards on Rouse Avenue in FY10/FY11 was Phase I in expanding and improving our ability to service equipment, store vehicles, and provide work space for Public Works, Parks, and Facilitiy services. Questions remain about the long-term plan for construction, location, and expansion for: Streets, Sign & Signal, Forestry, Water/Sewer Operations, Solid Waste Collection & Recycling, Facilities, and Parks & Cemetery departments. This project would develop a master plan. In scheduling this project, we are recommending waiting until after the Vehicle Maintenance Division is relocated to its new shop and the interior improvements are made to the Shop at Rouse and Tamarack Street for the remaining divisions. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES From related divisions: General Fund 20% ($10,000), Water Fund 20% ($10,000), Wastewater Fund 20% ($10,000), Street Maintenance Fund 20% ($10,000), Solid Waste Fund 20% ($10,000). New Replacement Equipment Project FY17 FY18 350 CIP Project Fund Street Maintenance District PROJECT NUMBER STR01 DEPARTMENT STREETS PROJECT NAME STREET SERVICE TRUCKS FY14 $66,000 FY15 FY16 $66,000 Unscheduled DESCRIPTION OF PROJECT This item is for the scheduled replacement of service trucks within the Street Maintenance Division, including those used for Sign and Signal work. These trucks are generally used in the day-to-day operation fo the Street Maintenane Division, and will be replced with trucks that can use alternative fuels, such as Ethanol or BioDiesel. ALTERNATIVES CONSIDERED Alternatives to truck purchases include continuing to maintain and repair aging vehicles; retiring the truck without replacement; or leasing vehicles rather than purchase. ADVANTAGES OF APPROVAL New vehicles will be more reliable, fuel efficient. We would not need to budget money for major repairs. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minimal, compared with existing vehicles. FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 FY18 $40,000 351 Street Service TrucksAsset #Current Make/FeaturesModel YrCurrent MileageReplacement Make/FeaturesFY14FY15FY16FY17UnscheduledFY181096 CHEVY 1 TON FLAT BED 1986 100,881 1 TON, FLEX FUEL$40,000.001134 1 TON, CHEVY C‐3500 1988 115,245 3/4 TON, FLEX FUEL $26,0001539 COMPACT TRUCK, 2WD FORD RANGER1990 67,976 3/4 TON, FLEX FUEL $26,0003081 SIGN & SIGNAL:  1 TON, 2W DRIVE, MANUAL, FORD F‐3501992 78,375 1 TON, FLEX FUEL $40,0001456 1 TON, 2 WHEEL DRIVE, MANUAL, FORD F‐3501992 76,698 1 TON, FLEX FUEL $40,000$40,000$66,000 $66,000Totals352 CIP Project Fund Street Maintenance District PROJECT NUMBER STR11 DEPARTMENT STREETS PROJECT NAME MEDIAN AND BOULEVARD MAINTENANCE FY14 $45,000 FY15 $25,000 FY16 $25,000 Unscheduled DESCRIPTION OF PROJECT This money would be used to repair and maintain the City’s boulevards and medians. Projects might include irrigation, seeding, planting and curbing. Money would be added to this fund yearly so as to continue to bring our medians and boulevards up to the standards our citizens expect. Increase in FY14 is for a design we can use on all our future median and boulevard improvements that would incorporate the use of water efficient natural native landscaping. Kagy Median from Willson to Highland is the next to be improved. Others include N 27th south of Baxter Lane, N 7th and S 27th in Meadow Creed subdivision area. ALTERNATIVES CONSIDERED Continue to do minimal repairs to the medians and boulevards using Street Depts. operational funds. Do nothing. Recruit volunteers, this would be used any time it is possible with the proposed funding. Take out the medians and pave them ADVANTAGES OF APPROVAL Keeping boulevards and medians maintained help keep our street edges intact. Many of our medians are in entryway corridors and are in dire need of repair. Well maintained boulevards and medians help with storm water runoff thus keeping it out of our streams. Not having to water by hand and budget for the manpower to do so. Street edges bordered by medians not having to be repaired yearly because of the curb edges breaking off. Well designed medians have been proven to help calm traffic. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED As Scheduled. FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 $25,000 FY18 $25,000 353 CIP Project Fund Street Maintenance District PROJECT NUMBER STR17 DEPARTMENT STREETS PROJECT NAME SINGLE AXEL DUMP TRUCK W/PLOW AND SANDER FY14 $140,383 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This is a request for a single axle dump truck with 4 yard box. A plow and sander would also be included. This would replace a 1986 dump truck that will be 28 years old at time of replacement and will be sold or traded in. The backup 1978 dump truck will be auctioned. The 1986 truck is underpowered with a gas engine that averages 2-3 MPG. This truck could be fueled with alternative fuels such as Biodiesel. Emission standards for this old of gasoline powered heavy duty truck are not available but it is safe to say that the decrease would be significant with the new diesel powered unit. Improved safety devices such as air brakes, shoulder belts and radial tires would be standard on a new truck. The sander would be equipped with pre wet to aid in winter sanding operations. ALTERNATIVES CONSIDERED Continue to use 1986 model. Rent. Lease. ADVANTAGES OF APPROVAL More productivity, current model can’t make it up Highland Blvd. fully loaded. Better fuel economy and fewer emissions. Use of alternative fuels. Reliability. Safer. Save on maintenance and repair costs. Less fuel consumed. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED No additional operating costs. FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 FY18 354 CIP Project Fund Street Maintenance District PROJECT NUMBER STR20 DEPARTMENT STREETS PROJECT NAME BIKE PATH IMPROVEMENTS FY14 $25,000 FY15 $25,000 FY16 $25,000 Unscheduled DESCRIPTION OF PROJECT This item would provide for bike-related infrastructure including (but, not limited to) racks, signs, striping, curb-cuts, and separated pathways. The Greater Bozeman Area Transportation Plan (2007 Update) Section 5.4 Recommended Bicycle Facility Improvements outlines many imrpovements. In February 2012 the Bozeman Area Bicycle Advisory Board (BABAB) gave the City their top 3 priorities: They are listed with City Engineering cost estimates: 23rd Ave - College to Main, $15,500; North 11th Ave - Mendenhall to Durston, $14,500; Willson Ave - Main Street to Kagy Blvd, $54,300. ALTERNATIVES CONSIDERED Continue with existing infrastructure. ADVANTAGES OF APPROVAL Safety will likely be improved. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED No additional operating costs. FUNDING SOURCES 100% Street Maintenance Fund New Replacement Equipment Project FY17 $25,000 FY18 $25,000 355 CIP Project Fund Street Maintenance District PROJECT NUMBER STR22 DEPARTMENT STREETS PROJECT NAME GRADER LEASE FY14 $50,000 FY15 $50,000 FY16 $50,000 Unscheduled DESCRIPTION OF PROJECT This is a request to establish a 25 year replacement schedule for our graders. Currently our fleet is comprised of a 1981, 1994, 1998, 2003 and a 2007. The '81 will be replaced in FY13 and the '94 will be replaced in FY19. Although the industry standard schedules a 15 year replacement we believe with our extensive preventative maintenance schedule will allow us to get 20 to 25 years out of a grader. The old grader would be traded in. ALTERNATIVES CONSIDERED Budget 250k every 5 years to purchase. Cut back on our use of graders in the residential areas. Continue to use what we have and replace when we have complete failure. ADVANTAGES OF APPROVAL Much more reliable equipment. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Decrease in costs due to newer equipment. FUNDING SOURCES 100% Street Maintenance Revenue New Replacement Equipment Project FY17 $50,000 FY18 $50,000 356 CIP Project Fund Street Maintenance District PROJECT NUMBER STR30 DEPARTMENT STREETS PROJECT NAME CONCRETE REPAIR PROGRAM FY14 FY15 $50,000 FY16 $50,000 Unscheduled DESCRIPTION OF PROJECT This is a request for money to use for concrete repairs and replacements. Repairs such as valley gutters, drainage facilities, wing walls, bridge faces, and sidewalk panels. Any unused money would go to supplement the curb replacement program. ALTERNATIVES CONSIDERED Continue to do small pieces of needed repairs with money from operations. ADVANTAGES OF APPROVAL We would have money budgeted for other concrete repairs. We would tag onto the curb bids to get the most for our money. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 $50,000 FY18 $50,000 357 CIP Project Fund Street Maintenance District PROJECT NUMBER STR33 DEPARTMENT STREETS PROJECT NAME Asphalt Patch Truck FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This is a request to replace our 1991 patch truck. At the time of replacement it will be 26 years old. Before we decide on a particular model we will demo several different types to decide which is best for our operations. With advancements in emission reduction this new truck will emit less than ½ the emissions that the truck it replaces. ALTERNATIVES CONSIDERED Contract out patching. Continue to use this truck. Increase response time to pothole requests. ADVANTAGES OF APPROVAL Less emissions. More efficient operations. Decrease response time to pothole requests. Better safety systems on new unit. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED No increase in costs. Decrease in costs expected, FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 $150,000 FY18 358 CIP Project Fund Street Maintenance District PROJECT NUMBER STR34 DEPARTMENT STREETS PROJECT NAME SWEEPERS FY14 $75,000 FY15 $75,000 FY16 $75,000 Unscheduled DESCRIPTION OF PROJECT This is a request to replace a sweeper every 5 years. In the past we depended on the State for funds through the MACI program to purchase a sweeper every five years if funding was available. Funding is very sporadic. Industry standards recommend replacing municipal street sweepers every 4-5 years. We will always pursue a sweeper through the MACI program when it becomes available. Our current fleet of sweepers include a 1991, 1999, 2005 and a 2009 model. The 1991 and 1999 models will be replaced in 2012. One is through the MACI program and one will be leased. The 2005 will be replaced in 2017 if no MACI funds become available. ALTERNATIVES CONSIDERED Budget 200k every year until all sweepers are replaced. Cut back on our sweeping There are no local contractors at this time. Continue to use what we have. ADVANTAGES OF APPROVAL Much improved operations. Better air quality. Improved storm water discharge. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None. FUNDING SOURCES 100% Street Mtc Fund. New Replacement Equipment Project FY17 $75,000 FY18 $75,000 359 CIP Project Fund Street Maintenance District PROJECT NUMBER STR35 DEPARTMENT STREETS PROJECT NAME REGENERATIVE AIR SWEEPER FY14 FY15 FY16 Unscheduled $250,000 DESCRIPTION OF PROJECT This is a request for a new regenerative air (RA) sweeper. This would an addition to our sweeper fleet. RA sweepers use a blast of air to dislodge the street debris and suck it into the hopper. It reuses the air so no polluted or particulate air is released into the atmosphere. These type of sweepers help us to comply with air quality requirements (particulate matter of 2.5 microns or less) and storm water Best Management Practices. ALTERNATIVES CONSIDERED Only use mechanical sweepers which discharge dust when sweeping. ADVANTAGES OF APPROVAL We could improve our discharge into the storm water system. Spring sweeping of the winter sand would generate less dust therefore eliminating complaints from citizens and DEQ. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Normal sweeper maintenance costs. FUNDING SOURCES 100% Street Maintenance District New Replacement Equipment Project FY17 FY18 360 CIP Project Fund Street Maintenance District PROJECT NUMBER STR37 DEPARTMENT STREETS PROJECT NAME Tandem Drum Vibratory Asphalt Compactor FY14 $35,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This is a request to replace our 1993 single drum vibratory soil compactor.Last century when we were still building road bases and gravel roads we used the single drum roller extensively. We do very little of this type of work anymore. We now do significantly more and larger asphalt repairs that require a roller made for compacting asphalt. &nbsp;The single drum does not do an adequate job of compaction causing less than satisfactory results. &nbsp;This past season we rented a roller when it was available and spent over $5000 in rental fees. &nbsp;We could have used one the entire summer if we had one. &nbsp;We would trade or auction the 1993 roller. &nbsp;Equipment Trader® estimates show that the value of these two pieces of equipment should net $10,000. &nbsp;Estimated Purchase Price = $45,000 less trade in of $10,000.</div> ALTERNATIVES CONSIDERED Continue renting. ADVANTAGES OF APPROVAL Better quality of patches and repairs. Cost savings vs. renting. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None. FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 FY18 361 CIP Project Fund Street Maintenance District PROJECT NUMBER STR38 DEPARTMENT STREETS PROJECT NAME Mini Loader FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This request is for a mini loader that would mainly be used for sidewalk maintenance including plowing, removal and repairs. Currently we are using 30+ year old CJ5 Jeeps to plow the sidewalks because they fit on the 5 foot wide sidewalks. Replacing these is getting tougher because of availability. This loader would accept many attachments that we already have such as brooms, sweepers and plows. This loader would be available for use in other departments. It would be useful in tight situations where a full size loader wouldn’t fit such as when the mini excavator is being used and material needs to be moved off site. ALTERNATIVES CONSIDERED No comparable equipment is available for rent. ADVANTAGES OF APPROVAL If we are going to continue to maintain city owned sidewalks in the manner we require businesses and residents to then we need to find some sort replacement of the Jeeps for the over 2 miles of sidewalks we plow. This does not include what the Parks Department plows. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Less than what is spent on the Jeeps. FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 FY18 $70,000 362 CIP Project Fund Street Maintenance District PROJECT NUMBER STR39 DEPARTMENT STREETS PROJECT NAME Trailer Mounted Spray Patcher FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This is a request for a oil/aggregate trailer mounted spray patcher. This would be a worthwhile addition to our pavement preservation program. Catching minor pavement imperfections before they have to be dug out and patched is very cost effective. Alligator cracking, small indentations (birdbaths), broken radii and wide cracks could be repaired with a spray patcher. This machine can be used in colder weather when hot mix asphalt is not available. When a utility cut is made in a newly chip sealed street the repair leaves a low spot that collects water and can rapidly deteriorate into a pothole. This machine would be able to reinstall the chip seal on the repair. Premature delaminating of a chip seal can repaired before in turns into a mill and overlay saving thousand in repair costs. We have demonstrated several models and rented one this summer for one month. Both the State and Gallatin County each have one and highly recommend them for pavement repairs. ALTERNATIVES CONSIDERED Continue to dig out minor pavement failures and patch with hot mix. ADVANTAGES OF APPROVAL Prolong the need for major repairs. Save time on minor repairs. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Additional aggregate (chips) and emulsion oil. Approx. $5,000.00 per season. FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 FY18 $75,000 363 CIP Project Fund Street Maintenance District PROJECT NUMBER STR40 DEPARTMENT STREETS PROJECT NAME SINGLE AXLE DUMP TRUCK W/PLOW AND SANDER FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This request is for a single axle dump truck with a 4 yard box. A plow and sander would also be included. This will replace a 1990 underpowered gasoline engine dump truck that averages about 3 MPG when used for plowing operations. The new truck could be fueled with alternative fuels such as Biodiesel. Estimates shows that the 1990 spews over 30 tons of CO2 into the air per year and by removing this from our fleet will help us in our goal of reducing municipal greenhouse emissions 15% below 2000 levels by 2020. ALTERNATIVES CONSIDERED Continue with 1990 model. ADVANTAGES OF APPROVAL Efficiency, less emissions, safety, fuel savings and more reliable equipment. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Less than current model. FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 FY18 $160,000 364 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Street Reconstruction Capital Improvement Plan (CIP) for FY14-18. AGENDA ITEM TYPE: Action MEETING DATE: November 26, 2012 RECOMMENDATION: Adoption of the Street Reconstruction Capital Improvement Plan (CIP) for FY14-18. 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. Staff met in November to develop the attached draft schedules. The Street Reconstructions are completed through an assignment of revenues from the Street Maintenance Assessments. We are working our way to 18% of annual assessments being dedicated to Street Reconstructions. Beginning in FY12, we have been increasing assessments and accumulating cash for this purpose. FY14 represents the first year we intend to budget and complete a Street Reconstruction project with cash on hand. Because Reconstruction projects can also be timed with capacity expanding projects, a number of the items on the Reconstruction list are tied to Street Impact Fee Projects. These are: • REC01 – Baxter Lane (19th Ave to Buckrake); 365 • REC03 – Baxter Lane (Buckrake to Davis); and • SIF08 Durston Road (Fowler to Ferguson). They are all listed as “unscheduled”. The Impact Fee Advisory Committee will be working on their recommendations for Street Impact Fee projects on November 29th. Depending on the outcome of those recommendations and ultimate Commission action on the Street Impact Fee CIP, projects on the Reconstruction schedule could change in years FY16-FY18. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission is 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 FY14. Report compiled on: November 19, 2012 Attached: Street Reconstruction CIP 366 Street Reconstruction Capital Improvement PlanFinancial Summary Current YearFY13 FY14 FY15 FY16 FY17 FY18UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 159,952$        491,632$            464,152$        111,672$       614,167$      1,121,687$       Plus:  Street Maintenance Assessments Dedicated 331,680$        497,520$            497,520$        502,495$       507,520$      512,595$           Less:  Scheduled CIP Project Costs‐$                 (525,000)$          (850,000)$        ‐$                 ‐$                ‐$                (3,370,000)$     Projected Year‐End Cash Dedicated to CIP 491,632$        464,152$            111,672$        614,167$       1,121,687$   1,634,283$    (3,370,000)$     Assumptions Made for Revenue Estimates: Current YearFY13 FY14 FY15 FY16 FY17 FY18Estimated Annual Street Reconstruction Revenue 2,764,000$        2,764,000$            2,764,000$       2,764,000$      2,791,640$      2,819,556$         Estimated Annual Increase ‐ Attributed to Annexations 0% 0% 1% 1% 1%Total Estimated Revenues 2,764,000$        2,764,000$            2,764,000$       2,791,640$      2,819,556$      2,847,752$       Current Revenues Dedicated to CIP % 6.0% 12.0% 18.0% 18.0% 18.0% 18.0%  Plus:  Increase Dedicated to Reconstruction 6.0% 6.0% 0.0% 0.0% 0.0% 0.0%  Total % Dedicated to CIP 12.0% 18.0% 18.0% 18.0% 18.0% 18.0%ProjectedProjectedTotal Estimated Revenues Dedicated to CIP 331,680$           497,520$               497,520$          502,495$          507,520$         512,595$          4,000,0003,500,0003,000,0002,500,0002,000,0001,500,0001,000,000500,0000FY14 FY15 FY16 FY17 FY18 UnscheduledStreet Reconstruction Projects 367 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY14FY16UnscheduledFY15FY17FY18Street ReconstructionCR03ENG.PURCHASE MICROPAVER ASSET MANAGEMENT SOFTWARE$125,000REC01STREETSBAXTER LANE (19TH TO BUCKRAKE)  ‐ A SEGMENT OF THE AREA INCLUDED IN STREET IMPACT FEE ITEM SIF02$350,000REC03STREETSBAXTER LANE  (BUCKRAKE LANE TO DAVIS) ‐ A SEGMENT OF THE AREA INCLUDED IN STREET IMPACT FEE ITEM SIF02$520,000REC04STREETSSTORY STREET (CHURCH AVENUE TO TRACY AVENUE)$400,000REC05STREETSGRAND AVENUE (OLIVE STREET TO GARFIELD STREET)$850,000REC06STREETSOLIVE STREET (CHURCH AVENUE TO 8TH AVENUE)$1,000,000REC07STREETSBAXTER LANE (WEST OF 7TH AVENUE)$900,000SIF08STREETSDURSTON ROAD (FOWLER TO FERGUSON)$600,000Summary for  Street Reconstruction (8 items)Totals by year:$525,000 $850,000$3,370,000FY14FY15FY16UnscheduledFY18FY17368 CIP Project Fund Street Reconstruction PROJECT NUMBER CR03 DEPARTMENT ENG. PROJECT NAME Purchase Micropaver Asset Management Software FY14 $125,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT The City’s current pavement management system is based on the IWorqs software program. This program has shown itself to be deficient in a number of ways. It is inflexible, labor intensive to update, has poor graphic and display capabilities and is poorly supported. The purpose of this project is to purchase and install, in combination with $125,000 of street reconstruction funds the Micropaver software product. MicroPAVER™ provides pavement management capabilities to: (1) develop and organize the pavement inventory; (2) assess the current condition of pavements; (3) develop models to predict future conditions; (4) report on past and future pavement performance; (5) develop scenarios for M&R based on budget or condition requirements; and (6) plan projects. ALTERNATIVES CONSIDERED Continue to use the IWorqs software. ADVANTAGES OF APPROVAL A more robust, flexible and modern pavement management software system will allow staff and commissioners to more efficiently plan projects and allocate resources at the right time to maintain the City’s street network. With over 240 miles of City streets, it is becoming imperative to utilize the most efficient tools available to accomplish that task. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED There is a potential for the need to purchase future software updates. Staff time, both in the Street and Engineering Divisions will be needed on an ongoing basis to update the condition inputs. FUNDING SOURCES Curb Replacements or Street Reconstruction Funds - $150,000 Total New Replacement Equipment Project FY17 FY18 369 CIP Project Fund Street Reconstruction PROJECT NUMBER REC01 DEPARTMENT STREETS PROJECT NAME Baxter Lane (19th to Buckrake) - a segment of the area included in Street Impact Fee item SIF02 FY14 FY15 FY16 Unscheduled $350,000 DESCRIPTION OF PROJECT Roadway has been widened in a piecemeal fashion as adjoining properties developed, and most of the work is needed on the north half. Some sections of original roadway remain, and may require additional structural strengthening prior to a mill and overlay. Project will also include curb, gutter sidewalk and bike lanes. ALTERNATIVES CONSIDERED None. Pavement maintenance activities deemed largely ineffective due to condition. ADVANTAGES OF APPROVAL Maintenance activities, primarily pothole patching and spot repairs, are no longer sufficient to preserve this street and can be considered stop gap. Once the street is rebuilt standard O&M procedures will once again be cost effective in extending the life of the street. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Street Maintenance District - Reconstruction Funds New Replacement Equipment Project FY17 FY18 370 CIP Project Fund Street Reconstruction PROJECT NUMBER REC03 DEPARTMENT STREETS PROJECT NAME Baxter Lane (Buckrake Lane to Davis) - a segment of the area included in Street Impact Fee item SIF02 FY14 FY15 FY16 Unscheduled $520,000 DESCRIPTION OF PROJECT This project includes installing curb, gutter, sidewalk and bike lanes on this section of Baxter Lane. ALTERNATIVES CONSIDERED None. Pavement maintenance activities deemed largely ineffective due to condition. ADVANTAGES OF APPROVAL Maintenance activities, primarily pothole patching and spot repairs, are no longer sufficient to preserve this street and can be considered stop gap. Once the street is rebuilt standard O&M procedures will once again be cost effective in extending the life of the street. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Street Maintenance District - Reconstruction Funds, Street Impact Fees New Replacement Equipment Project FY17 FY18 371 CIP Project Fund Street Reconstruction PROJECT NUMBER REC04 DEPARTMENT STREETS PROJECT NAME Story Street (Church Avenue To Tracy Avenue) FY14 $400,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT Reconstruction of the street, including repairs to sidewalks, curbs, gutters and pedestrian ramps as needed. ALTERNATIVES CONSIDERED None. Pavement maintenance activities deemed largely ineffective due to condition. ADVANTAGES OF APPROVAL Maintenance activities, primarily pothole patching and spot repairs, are no longer sufficient to preserve this street and can be considered stop gap. Once the street is rebuilt standard O&M procedures will once again be cost effective in extending the life of the street. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Should be reduced if consistent maintenance is performed on the rebuilt street. FUNDING SOURCES Street Reconstruction Funds New Replacement Equipment Project FY17 FY18 372 CIP Project Fund Street Reconstruction PROJECT NUMBER REC05 DEPARTMENT STREETS PROJECT NAME Grand Avenue (Olive Street to Garfield Street) FY14 FY15 $850,000 FY16 Unscheduled DESCRIPTION OF PROJECT Reconstruction of the street, including repairs to sidewalks, curbs, gutters and pedestrian ramps as needed. ALTERNATIVES CONSIDERED None. Pavement maintenance activities deemed largely ineffective due to condition. ADVANTAGES OF APPROVAL Maintenance activities, primarily pothole patching and spot repairs, are no longer sufficient to preserve this street and can be considered stop gap. Once the street is rebuilt standard O&M procedures will once again be cost effective in extending the life of the street. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Street Reconstruction Funds New Replacement Equipment Project FY17 FY18 373 CIP Project Fund Street Reconstruction PROJECT NUMBER REC06 DEPARTMENT STREETS PROJECT NAME Olive Street (Church Avenue to 8th Avenue) FY14 FY15 FY16 Unscheduled $1,000,000 DESCRIPTION OF PROJECT Reconstruction of the street, including repairs to sidewalks, curbs, gutters and pedestrian ramps as needed. ALTERNATIVES CONSIDERED None. Pavement maintenance activities deemed largely ineffective due to condition. ADVANTAGES OF APPROVAL Maintenance activities, primarily pothole patching and spot repairs, are no longer sufficient to preserve this street and can be considered stop gap. Once the street is rebuilt standard O&M procedures will once again be cost effective in extending the life of the street. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Street Reconstruction Funds New Replacement Equipment Project FY17 FY18 374 CIP Project Fund Street Reconstruction PROJECT NUMBER REC07 DEPARTMENT STREETS PROJECT NAME Baxter Lane (West of 7th Avenue) FY14 FY15 FY16 Unscheduled $900,000 DESCRIPTION OF PROJECT Roadway has been widened in a piecemeal fashion as adjoining properties developed. Some sections of original roadway remain, and may require additional structural strengthening prior to a mill and overlay. Project will also include curb, gutter sidewalk and bike lanes. ALTERNATIVES CONSIDERED None. Pavement maintenance activities deemed largely ineffective due to condition. ADVANTAGES OF APPROVAL Maintenance activities, primarily pothole patching and spot repairs, are no longer sufficient to preserve this street and can be considered stop gap. Once the street is rebuilt standard O&M procedures will once again be cost effective in extending the life of the street. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Street Reconstruction Funds, Street Impact Fees New Replacement Equipment Project FY17 FY18 375 CIP Project Fund Street Reconstruction PROJECT NUMBER SIF08 DEPARTMENT STREETS PROJECT NAME Durston Road (Fowler to Ferguson) FY14 FY15 FY16 Unscheduled $600,000 DESCRIPTION OF PROJECT TOTAL PROJECT COST: $1,500,000. THIS PROJECT REQUIRES A SUBSTANTIAL AMOUNT OF STREET IMPACT FEE FUNDING = $900,000. Over recent years, Durston Road has been significantly improved, except for this small portion of the road. This ~1/4 mile length of road needs to be improved with completed sidewalks, bike lanes, and additional driving and turn lanes. ALTERNATIVES CONSIDERED none ADVANTAGES OF APPROVAL Maintenance activities, primarily pothole patching and spot repairs, are no longer sufficient to preserve this street and can be considered stop gap. Once the street is rebuilt standard O&M procedures will once again be cost effective in extending the life of the street. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Street Maintence Reconstruction Funds, Street Impact Fees New Replacement Equipment Project FY17 FY18 376 CIP Project Fund Tree Maintenance District PROJECT NUMBER FOR06 DEPARTMENT FORESTRY PROJECT NAME CHIPPER FY14 $67,492 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This a request to replace a 2000 model chipper.This would be a scheduled equipment replacement as this chipper would be over 12 years old. This equipment would be powered by an alternative fuel such as BioDiesel. ALTERNATIVES CONSIDERED Continue to use older, less efficient model. Lease. As directed by Commission. ADVANTAGES OF APPROVAL Replacing the old chipper will provide the division with more reliable equipment, improved safty, use of alternative fuels, lower exhaust emissions, and more production due to improvements in design. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating & Maintenance Costs: no increase. A new chipper would be cheaper than the existing repairs required on the older model currently in use. FUNDING SOURCES 100% Tree Maintenance District Fund Revenue New Replacement Equipment Project FY17 FY18 377 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Curb Replacement Capital Improvement Plan (CIP) for FY14-18. AGENDA ITEM TYPE: Action MEETING DATE: November 26, 2012 RECOMMENDATION: Adoption of the Curb Replacement Capital Improvement Plan (CIP) for FY14-18. 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 Curb Replacements are completed through an assignment of revenues from the Street Maintenance Assessments. We are working our way to 10% of annual assessments being dedicated to Curb Replacements. Beginning in FY11, we have been increasing assessments and accumulating cash for this purpose. FY14 represents the first year we intend to budget and complete Curb Replacement projects. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission is does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. 378 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 FY14. Report compiled on: November 19, 2012 Attached: Curb Replacement CIP 379 Street Maintenance DistrictCapital Improvement PlanFinancial SummaryCurrent YearFY13FY14FY15 FY16 FY17 FY18UnscheduledProjected Beginning Reserve Balance Dedicated to CIP237,000$         52,427$               (37,506)$          127,244$     239,992$      272,776$       Plus:  Street Mtc Revenues Dedicated to CIP293,150$         346,450$             399,750$         403,748$     407,785$      411,863$     ‐$                    Less:  Scheduled CIP Project Costs(477,723)$        (436,383)$           (235,000)$        (291,000)$   (375,000)$    (570,000)$    ‐$                  Projected Year‐End Cash Dedicated to CIP52,427$           (37,506)$              127,244$         239,992$     272,776$      114,639$     Assumptions Made for Revenue Estimates:Current YearFY13FY14FY15 FY16 FY17 FY18Estimated Annual Street Mtc Revenues2,665,000$        2,665,000$            2,665,000$       2,665,000$    2,691,650$     2,718,567$      Estimated Annual Increase ‐ Attributed to Annexations‐                       0%0%1%1%1%Total Estimated Revenues2,665,000$        2,665,000$            2,665,000$       2,691,650$    2,718,567$     2,745,752$    Current Revenues Dedicated to CIP %11.0%11.0% 13.0% 15.0% 15.0% 15.0%  Plus:  Increase Dedicated to CIP0.0%2.0%2.0% 0.0% 0.0% 0.0%  Total % Dedicated to CIP11.0%13.0% 15.0% 15.0% 15.0% 15.0%ProjectedProjectedTotal Estimated Revenues Dedicated to CIP293,150$            346,450$               399,750$           403,748$       407,785$        411,863$        600,000500,000400,000300,000200,000100,0000FY14 FY15 FY16 FY17 FY18 UnscheduledStreet Maintenance Projects & Equipment 380 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY14FY16UnscheduledFY15FY17FY18Curb Replacement FundCR02ENG.SOUTH WILLSON, CLEVELAND TO KOCH$350,000CR03ENG.PURCHASE MICROPAVER ASSET MANAGEMENT SOFTWARE$25,000CR04ENG.SOUTH CHURCH STREET FROM STORY TO BABCOCK$350,000CR05ENG.SOUTH TRACY, STORY TO HARRISON$350,000Summary for  Curb Replacement Fund (4 items)Totals by year:$375,000 $350,000$350,000FY14FY15FY16UnscheduledFY18FY17381 CIP Project Fund Curb Replacement Fund PROJECT NUMBER CR02 DEPARTMENT ENG. PROJECT NAME South Willson, Cleveland to Koch FY14 $350,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT Replace the curb and gutter on both sides of Willson Avenue from Koch to Cleveland Streets, including ADA compliant pedestrian ramps at all intersections. This is a City Urban Route; a heavily used roadway. We anticipate that construction will occur in the Summer of 2013, immediately after budget approval on July 1, 2013. ALTERNATIVES CONSIDERED Do not replace the curbs at this time. ADVANTAGES OF APPROVAL This improvement will enhance storm drainage, better define and protect the street edge as well as the boulevard and make snow removal easier. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None FUNDING SOURCES Curb Replacement Funds New Replacement Equipment Project FY17 FY18 382 CIP Project Fund Curb Replacement Fund PROJECT NUMBER CR03 DEPARTMENT ENG. PROJECT NAME Purchase Micropaver Asset Management Software FY14 $25,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT The City’s current pavement management system is based on the IWorqs software program. This program has shown itself to be deficient in a number of ways. It is inflexible, labor intensive to update, has poor graphic and display capabilities and is poorly supported. The purpose of this project is to purchase and install, in combination with $125,000 of street reconstruction funds the Micropaver software product. MicroPAVER™ provides pavement management capabilities to: (1) develop and organize the pavement inventory; (2) assess the current condition of pavements; (3) develop models to predict future conditions; (4) report on past and future pavement performance; (5) develop scenarios for M&R based on budget or condition requirements; and (6) plan projects. ALTERNATIVES CONSIDERED Continue to use the IWorqs software. ADVANTAGES OF APPROVAL A more robust, flexible and modern pavement management software system will allow staff and commissioners to more efficiently plan projects and allocate resources at the right time to maintain the City’s street network. With over 240 miles of City streets, it is becoming imperative to utilize the most efficient tools available to accomplish that task. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED There is a potential for the need to purchase future software updates. Staff time, both in the Street and Engineering Divisions will be needed on an ongoing basis to update the condition inputs. FUNDING SOURCES Curb Replacements or Street Reconstruction Funds - $150,000 Total New Replacement Equipment Project FY17 FY18 383 CIP Project Fund Curb Replacement Fund PROJECT NUMBER CR04 DEPARTMENT ENG. PROJECT NAME South Church Street from Story to Babcock FY14 FY15 $350,000 FY16 Unscheduled DESCRIPTION OF PROJECT Replace the curb and gutter on both sides of Church Street from Story to Babcock, including ADA compliant pedestrian ramps at all intersections. We anticipate that construction will occur in the Summer of 2014, immediately after budget approval on July 1, 2014. ALTERNATIVES CONSIDERED Do not replace the curbs at this time. ADVANTAGES OF APPROVAL This improvement will enhance storm drainage, better define and protect the street edge as well as the boulevard and make snow removal easier. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None FUNDING SOURCES Curb Replacement Funds New Replacement Equipment Project FY17 FY18 384 CIP Project Fund Curb Replacement Fund PROJECT NUMBER CR05 DEPARTMENT ENG. PROJECT NAME South Tracy, Story to Harrison FY14 FY15 FY16 $350,000 Unscheduled DESCRIPTION OF PROJECT Replace the curb and gutter on both sides of Tracy from Story to Harrison, including ADA compliant pedestrian ramps at all intersections. We anticipate that construction will occur in the Summer of 2015, immediately after budget approval on July 1, 2015. ALTERNATIVES CONSIDERED Do not replace the curbs at this time. ADVANTAGES OF APPROVAL This improvement will enhance storm drainage, better define and protect the street edge as well as the boulevard and make snow removal easier. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None FUNDING SOURCES Curb Replacement Funds New Replacement Equipment Project FY17 FY18 385 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Aimee Brunckhorst, Citizen Advisory Board Coordinator Stacy Ulmen CMC, City Clerk SUBJECT: Re-appointments to the Downtown Business Improvement District Board (BID) MEETING DATE: November 26, 2012 MEETING TYPE: Action RECOMMENDATION: Reappoint two members to the Downtown Business Improvement District Board (BID). BACKGROUND: Two terms on the BID expired June 30, 2012. Both members have applied for another term. Chris Naumann recommends their reappointments. Montana Code stipulates that BID Board members be owners of property within the district. In the past, several applicants were appointed to the board as "property owner representatives" because their property title named a corporation as the owner rather than the individual. For many years the City Commission has honored this precedent by appointing property owner representatives to the BID Board. The BID was originally created by Resolution No. 3361 and Ordinance No. 1517, per MCA 7-12-1121, in May of 2000. In June of 2010, the BID was extended/recreated by Resolution No. 4263 for an additional ten years. The board shall be comprised of not less than five, nor more than seven, owners of property within the district. Members are appointed for staggered four-year terms. The BID currently has two expired terms and two reapplying applicants. Applicants seeking Reappointment: Mike Basile Dan Himsworth ALTERNATIVES: As suggested by the City Commission. Attachment: Board Applications and recommendation letter 386 15 November 2012 COMMISSION MEMORANDUM To: Mayor Krauss and City Commissioners From: Chris Naumann, Executive Director Re: Downtown BID Board Appointment Meeting Date: TBD RECOMMENDATION: At the request of the BID Board, I would like to recommend re-appointing Dan Himsworth and Mike Basile to the Downtown BID Board. Mr. Himsworth owns Insty-Prints of Bozeman and the associated property at 39 South Tracy Avenue. Mr. Basile owns downtown property at 42 West Main Street and 18 South Willson Avenue. BACKGROUND: As required by Montana Code, the Downtown Business Improvement District (BID) Board shall be comprised of not less than five, nor more than seven, owners of property within the district. EFFECTS: The appointment of Mr.Himsworth and Mr. Basile will fill the only vacant seats on this seven person board. ALTERNATIVES: As suggested by the Mayor or City Commissioners CONTACT: Chris Naumann Downtown Bozeman Partnership 222 East Main Street #302 Bozeman MT 59715 406-586-4008 chris@downtownbozeman.org SUPPORTED BY: Downtown BID Board 387 388 CITY OF BOZEMAN, MONTANA APPLICATION FOR THE DOWNTOWN BUSINESS IMPROVEMENT DISTRICT BOARD (BID) Date:__________________________ Name: __________________________________________________________________ Physical Address: _________________________________________________________ Mailing Address (if different): _______________________________________________ Email: __________________________________________________________________ Phone(s): __________________________________________________ Length of time in the Bozeman area: ______________________________________ Occupation: ______________________________________________________________ Employer: ___________________________________________________________ Have you ever served on a City or County board? ________________________________ (If so, where, what board, and how long?) Please explain your relevant qualifications, interests, and experiences. References (Individual or Organization) Name: Phone: ___________________________________________________ ______ ___________________________________________________ ______ ___________________________________________________ ______ This application is considered public record. Application contact information may be displayed on the City of Bozeman website. PLEASE NOTE: Per Ordinance No. 1759, revising Chapter 2.01 of the Bozeman Municipal Code, all board members are required to attend a yearly ethics workshop provided free of charge by the City as a condition of service as a member of a board. PLEASE NOTE: Upon appointment, because this board has decision-making authority over monetary expenditures and / or contractual and regulatory matters, members of this board are required to file a financial disclosure form      will become public record. For further information on this requirement please visit http://www.bozeman.net/WebLink8/0/fol/40537/Row1.aspx or call 582-2320 with questions. Print form E-mail form 11-12-112 Dan Himsworth Insty-Prints Bozeman, 39 S. Tracy Ave, Bozeman, MT 59715 dan@instybozeman.com 1989-presentOwner, Insty-Prints of Bozeman Bozeman Bicycle Advisory Board, late 1990’sBID Board, late 2008-2012? I own commercial property at 39 S. Tracy Ave, which is on a sidestreet. I feel I provide valu-able input as a sidestreet property owner in the BID’s decision making. Chris Naumann Chris Saboda, Bangtail Bike and Ski Dick Walter, American Bank 389