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Home My WebLink AboutLibrary Depreciation Reserve Capital Improvement Plan for FY 14-18_11 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Library Depreciation Reserve Capital Improvement Plan (CIP) for FY14-18. AGENDA ITEM TYPE: Action MEETING DATE: December 3, 2012 RECOMMENDATION: Adoption of the Library Depreciation Reserve 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. Library and other city staff met in October to develop the attached Capital Plan for the equipment and capital needs of the Library. The Library Board reviewed this draft and will be making comment at their meeting during the last week of November. We will bring that comment forward during this items presentation. 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. 91 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: Library Depreciation Reserve CIP 92 Library Depreciation Reserve Fund Capital Improvement PlanFinancial Summary Current YearFY13 FY14 FY15 FY16 FY17 FY18UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 243,000$ 337,349$ 340,969$ 386,869$ 433,687$ 446,441$ Plus: Estimated Annual Unspent Appropriations 125,349$ 45,000$ 45,900$ 46,818$ 47,754$ 48,709$ ‐$ Plus: Hail Damage Insurance Proceeds 500,000$ Plus: Contribution 500,000$ Less: Scheduled CIP Project Costs (1,031,000)$ (41,380)$ ‐$ ‐$ (35,000)$ ‐$ ‐$ Projected Year‐End Cash Dedicated to CIP 337,349$ 340,969$ 386,869$ 433,687$ 446,441$ 495,151$ Assumptions Made for Revenue Estimates:FY14 FY15 FY16 FY17 FY18Estimated Annual Library Budget 1,500,000$ 1,530,000$ 1,560,600$ 1,591,812$ 1,623,648$ Estimated Amount of Budget left Unused 3% 3% 3% 3% 3%Estimated Annual Unspent Appropriations 45,000$ 45,900$ 46,818$ 47,754$ 48,709$ Current Budget Amount Dedicated to CIP % 100.0% 100.0% 100.0% 100.0% 100.0% Plus: Increase Dedicated to Capital Improvements % 0.0% 0.0% 0.0% 0.0% 0.0% Total % Dedicated to CIP 100.0% 100.0% 100.0% 100.0% 100.0%ProjectedProjectedTotal Estimated Revenues Dedicated to CIP 45,000$ 45,900$ 46,818$ 47,754$ 48,709$ 45,00040,00035,00030,00025,00020,00015,00010,0005,0000FY14 FY15 FY16 FY17 FY18 UnscheduledLibrary Depreciation Fund Projects & Equipment93 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY14FY16UnscheduledFY15FY17FY18Library Depreciation ReserveLIB05FAC. MTC.LIBRARY ‐ ‐WIDEN SIDEWALK ADJOINING EAST SIDE PARKING LOT$12,380LIB03LIBRARYSELF CHECK STATION$14,000LIB06LIBRARYPUBLIC PC/LAPTOP REPLACEMENTS$35,000LIB07LIBRARYPRINT MANAGEMENT SOFTWARE SYSTEM$15,000Summary for Library Depreciation Reserve (4 items)Totals by year:$41,380FY14FY15FY16UnscheduledFY18$35,000FY1794 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB03 DEPARTMENT LIBRARY PROJECT NAME SELF CHECK STATION FY14 $14,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT Purchase of a Self Check station to allow patrons self service in checking out and renewing items as well as paying for late fees; this will be placed on the Library’s second floor. ALTERNATIVES CONSIDERED Continue to use staff to manually check materials in and out, renew items and collect fines, as well as use the three self checks which currently have patrons waiting in line to use. ADVANTAGES OF APPROVAL The self check machine assigns the tasks of checking out, renewing and paying fines to the patron which in turn allows the staff to be efficient by providing timely service to a culture that demands and expects quicker turnaround time. Paraprofessional staff will have more time to check materials in, shelve materials, inventory, maintain and care for the collection, and assist patrons in locating materials. Professional staff will be able to focus on assistance with technical and detailed information. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: Estimated Maintenance Cost $2,200 FUNDING SOURCES Library Depreciation Reserve New Replacement Equipment Project FY17 FY18 95 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB05 DEPARTMENT FAC. MTC. PROJECT NAME LIBRARY - -WIDEN SIDEWALK ADJOINING EAST SIDE PARKING LOT FY14 $12,380 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT The parking lot access sidewalk along the east edge of the library parking lot is five feet wide. If someone backs into a parking space, or has a vehicle with a long overhang in the front, a good portion of the sidewalk is blocked. A new 5 foot section of sidewalk will be added to better accommodate pedestrian traffic. The price includes relocation of the irrigation system that runs along the edge of the sidewalk. There is a good deal of stroller traffic along this area of the sidewalk. The vehicles cut the width so that there is not enough room for people to safely pass each other on the sidewalk. ALTERNATIVES CONSIDERED If curb stops were placed in the lot to keep the cars back from the sidewalk it would interfere with vehicle traffic and make maintenance of the lot more difficult for sweeping or snow clearance. ADVANTAGES OF APPROVAL This section of sidewalk is a close connection to the library and the trail system. People with bicycles or people or people with stroller do not have enough width to move along the walk if a vehicle is hanging over the curb and onto the sidewalk. The walk is sometimes blocked so there is less than 3 feet of usable sidewalk. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED The wider sidewalk would mean that there would be additional area to plow. If the extra walk was added there would at least be enough room to plow the walk and provide a path of travel for library users. FUNDING SOURCES Library Depreciation Reserve New Replacement Equipment Project FY17 FY18 96 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB06 DEPARTMENT LIBRARY PROJECT NAME PUBLIC PC/LAPTOP REPLACEMENTS FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT The Library provides 28 public computers in a lab setting as well as 5 checkout laptops. These devices will have been in place with daily use for 5 years with multiple re-imaging and upgrades. ALTERNATIVES CONSIDERED Alternatively, the computers and laptops will be pushed for an additional year. ADVANTAGES OF APPROVAL Keeping a public service up to date with technology. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Fund New Replacement Equipment Project FY17 $35,000 FY18 97 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB07 DEPARTMENT LIBRARY PROJECT NAME PRINT MANAGEMENT SOFTWARE SYSTEM FY14 $15,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT A print management software system would allow for the improved management of library patron printed materials. Currently, when a patron needs to print from a computer, there is little privacy and it is difficult for staff to manage at times. ALTERNATIVES CONSIDERED Status Quo use of individual printers managed by staff. ADVANTAGES OF APPROVAL Improved efficiency for staff and improved privacy for patrons. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Software Licensing Costs FUNDING SOURCES 100% Library Depreciation Reserve New Replacement Equipment Project FY17 FY18 98