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Home My WebLink About11-12-13 Library CIP.pdf Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Anna Rosenberry, Administrative Services Director SUBJECT: Adopt the Library Depreciation Reserve Capital Improvement Plan (CIP) for Fiscal Years 2015-2019. AGENDA ITEM TYPE: Consent MEETING DATE: November 12, 2013 RECOMMENDATION: Adopt the Library Depreciation Reserve Capital Improvement Plan (CIP) for Fiscal Years 2015-2019. 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. Similar to recent years past, we are bringing the various parts of the plan forward as items on the Consent agenda. We will be prepared to address questions, if they arise, at the public meeting. The Library Director, City Manager, and other city staff met in October to develop an initial Capital Plan for the equipment and capital needs of the Library. This plan was proposed to the Library Board at their meeting on October 23, 2013. They made some minor modifications to the description of item LIB08 – Refurbishing Room Textiles, and added project LIB12 – Pedestrian Access – Library Parking Lot. The attached plan was approved by the Board. Item of Note: • LIB12 – Pedestrian Access project does not have a cost estimate at this time. After an initial engineering plan is developed, costs estimates can be provided. The Board added 142 this item to the schedule during their October meeting, emphasizing their support for finding safe solutions to the issue of pedestrian traffic to the Library. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission 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 FY15. Report compiled on: November 1, 2013 Attached: Library Depreciation Reserve CIP 143 Library Depreciation Reserve Fund Capital Improvement PlanFinancial SummaryCurrent YearFY14FY15FY16 FY17 FY18 FY19UnscheduledProjected Beginning Reserve Balance Dedicated to CIP385,600$ 344,220$ 325,620$ 310,920$ 291,526$ 307,444$ Plus: Estimated Annual Unspent Appropriations‐$ 15,000$ 15,300$ 15,606$ 15,918$ 16,236$ ‐$ Less: Scheduled CIP Project Costs(41,380)$ (33,600)$ (30,000)$ (35,000)$ ‐$ ‐$ ‐$ Projected Year‐End Cash Dedicated to CIP344,220$ 325,620$ 310,920$ 291,526$ 307,444$ 323,681$ Assumptions Made for Revenue Estimates:FY15FY16FY17FY18FY19Estimated Annual Library Budget 1,500,000$ 1,530,000$ 1,560,600$ 1,591,812$ 1,623,648$ Estimated Amount of Budget left Unused1%1%1%1%1%Estimated Annual Unspent Appropriations15,000$ 15,300$ 15,606$ 15,918$ 16,236$ 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 CIP100.0% 100.0% 100.0% 100.0% 100.0%ProjectedProjectedTotal Estimated Revenues Dedicated to CIP15,000$ 15,300$ 15,606$ 15,918$ 16,236$ 40,00035,00030,00025,00020,00015,00010,0005,0000FY15 FY16 FY17 FY18 FY19 UnscheduledLibrary Depreciation Fund Projects & Equipment144 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEFY16UnscheduledFY15FY17FY18FY19Library Depreciation ReserveLIB06LIBRARYPUBLIC PC/LAPTOP REPLACEMENTS$35,000LIB08LIBRARYREFURBISH ROOM TEXTILES: VARIOUS WINDOW SHADES, FURNITURE, CARPET.$20,000LIB09LIBRARYBANNER REPLACEMENT, LIBRARY EXTERIOR$20,000LIB10LIBRARYWAINSCOTING – ADDED TO MEETING ROOMS, RESTROOM AREAS$10,000LIB11LIBRARYREFURBISH AND REPLACE LIBRARY CHAIRS$13,600LIB12LIBRARYPEDESTRIAN ACCESS ‐ LIBRARY PARKING LOTSummary for Library Depreciation Reserve (6 items)Totals by year:$33,600 $30,000 $35,000FY15FY16FY17UnscheduledFY19FY18145 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB06 DEPARTMENT LIBRARY PROJECT NAME PUBLIC PC/LAPTOP REPLACEMENTS 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 FY19 146 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB08 DEPARTMENT LIBRARY PROJECT NAME Refurbish Room textiles: Various Window Shades, Furniture, Carpet. FY15 $20,000 FY16 Unscheduled DESCRIPTION OF PROJECT This project will replace Community Room & Montana Room window shades which are now broken and fail to reduce light ($11,000). We will also add window shades in Childrens Department Head’s office to help with more productive use of the space for staff (reducing computer glare, etc.) The project will also Reupholster Children’s furniture, where the Children’s 2 sofas and chairs are threadbare from extensive use ($4,000). We will also replace the Montana Room Carpet, which has many worn spots. ($5,000). ALTERNATIVES CONSIDERED Keep the existing shades, furniture and carpet. We have investigated the feasibility of buying new furniture - but the existing furniture is of high quality, just in need of recovering. ADVANTAGES OF APPROVAL These repairs will keep the Library updated, attractive and useful to our patrons. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None. FUNDING SOURCES 100% Library Depreciation Reserve New Replacement Equipment Project FY17 FY18 FY19 147 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB09 DEPARTMENT LIBRARY PROJECT NAME Banner Replacement, Library Exterior FY15 FY16 $20,000 Unscheduled DESCRIPTION OF PROJECT The colorful banners that hang on the front of the Library’s exterior are a key focal point for the Library and an important part of its beauty. The banners will be ten years old in FY16 and are showing the effects of weather. We would like to be able to replace them before they become worn and shabby. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Replacing the banners in a timely manner will keep the Library’s appearance up and maintain its beauty. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Library Depreciation Reserve New Replacement Equipment Project FY17 FY18 FY19 148 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB10 DEPARTMENT LIBRARY PROJECT NAME Wainscoting – added to meeting rooms, restroom areas FY15 FY16 $10,000 Unscheduled DESCRIPTION OF PROJECT Add wainscoting to the meeting rooms’ walls and to the hallway in the public restroom area, off of the lobby, to prevent scarring and gouging of the walls. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL The walls are damaged accidentally by chairs, tables, wheelchairs and routine activity. The wainscoting would prevent damage to the plaster and protect the paint on the walls. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Library Depreciation Reserve New Replacement Equipment Project FY17 FY18 FY19 149 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB11 DEPARTMENT LIBRARY PROJECT NAME Refurbish and Replace Library Chairs FY15 $13,600 FY16 Unscheduled DESCRIPTION OF PROJECT The 12 task chairs are from the old library and are worn out; we are getting frequent patron complaints on the worn seats and upholstery on the 2nd floor and Teen Room work chairs. Replace 12 task chairs ($3600); reupholster 15 2nd-floor and Teen Room chairs ($10,000, est.) ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL We will provide more comfortable, functional and attractive seating to our Library customers while keeping the appearance of the Library’s interior up to date. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Library Depreciation Reserve New Replacement Equipment Project FY17 FY18 FY19 150 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB12 DEPARTMENT PROJECT NAME Pedestrian Access - Library Parking Lot FY15 FY16 Unscheduled DESCRIPTION OF PROJECT Installation and re-construction of pedestrain-friently features in the Library Parking lot. Patrons parking on the west side of the parking lot have to cross through vehicle traffic and around curbing/medians to access the Library entrance. In addition, proposed renovations of the old Harrington Building ajacent to the Library have included adding a pedestrian pathway, crossing from Wallace to the Library parking lot. This improvement to pedestrian access to the parking lot is expected to have consequences for how many people will be crossing through this heavily used lot. Accessability requirements for line-of-travel and the need to navigate the existing curbs are a concern. Some parking spaces may have to be eliminated. Will require re-design of the parking lot (a Facilites Management General Fund request) with construction costs coming from the Library Depreciation Reserve. Without design work completed, Costs are UNKNOWN at this point. ALTERNATIVES CONSIDERED Leave parking lot configuration the way it is - without a pedestrian path from Wallace. ADVANTAGES OF APPROVAL Improved safety for pedestrians trying to access the Library or cross the library property. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None. FUNDING SOURCES Library Depreciation Reserve New Replacement Equipment Project FY17 FY18 FY19 151