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Home My WebLink About4. Building Inspection CIP Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Anna Rosenberry, Administrative Services Director SUBJECT: Adopt the Building Inspection Capital Improvement Plan (CIP) for Fiscal Years 2016-2020. AGENDA ITEM TYPE: Consent MEETING DATE: November 17th, 2014 RECOMMENDATION: Adopt the Building Inspection Capital Improvement Plan (CIP) for Fiscal Years 2016-2020. 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 have staff available during that time to answer questions from Commissioners or the public, as necessary. Building Inspection and other city staff met in October to develop the attached Capital Plan for the equipment needs of the Building Inspection division. Item of Note: • Given current information, no vehicle replacements are planned in the 5-year period. • BI01 – Printer/Scanner is a new request. UNRESOLVED ISSUES: None. 12 ALTERNATIVES: As suggested by the City Commission. FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY16. Report compiled on: November 10th, 2014 Attached: Building Inspection CIP, with Vehicle Listing 13 Building Inspection Fund Capital Improvement Plan Financial Summary Current Year FY15 FY16 FY17 FY18 FY19 FY20 Unscheduled Projected Beginning Reserve Balance Dedicated to CIP 160,000$ 110,000$ 99,000$ 99,000$ 99,000$ 99,000$ Plus: Building Inspection Revenues Dedicated to CIP -$ -$ -$ -$ -$ -$ Less: Scheduled CIP Project Costs (50,000)$ (11,000)$ -$ -$ -$ -$ (325,000)$ Projected Year-End Cash Dedicated to CIP 110,000$ 99,000$ 99,000$ 99,000$ 99,000$ 99,000$ Assumptions Made for Revenue Estimates:Current Year FY15 FY16 FY17 FY18 FY19 FY20 Estimated Annual Building Inspection Revenues 1,190,050$ 1,190,050$ 1,190,050$ 1,190,050$ 1,190,050$ 1,190,050$ Estimated Growth in Revenues - 0%0%0%0%0% Total Estimated Revenues 1,190,050$ 1,190,050$ 1,190,050$ 1,190,050$ 1,190,050$ 1,190,050$ Current Revenues Dedicated to CIP %0.0%0.0%0.0%0.0%0.0%0.0% Plus: Increase Dedicated to Capital Improvements %0.0%0.0%0.0%0.0%0.0%0.0% Total % Dedicated to CIP 0.0%0.0%0.0%0.0%0.0%0.0% Total Estimated Revenues Dedicated to CIP -$ -$ -$ -$ -$ -$ Projected Projected CURRENT 350,000 300,000 250,000 200,000 150,000 100,000 50,000 0 Building Inspection Projects & Equipment 14 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEFY16UnscheduledFY20FY17FY18FY19Building InspectionBI01BUILDING INSPSTAFF VEHICLE ‐ REPLACEMENTS$292,500BI03BUILDING INSPSTAFF VEHICLE ‐ ADDITION$32,500BI04BUILDING INSPPRINTER/SCANNER$11,000$11,000$325,000Totals by DEPARTMENTSummary for Building Inspection (3 items)Totals by year:$11,000$325,000FY20FY16FY17UnscheduledFY19FY1815 CIP Project Fund Building Inspection PROJECT NUMBER BI01 DEPARTMENT BUILDING INSPECTION PROJECT NAME STAFF VEHICLE - REPLACEMENTS FY16 FY17 Unscheduled $292,500 DESCRIPTION OF PROJECT This item is for the scheduled replacement of Building Inspection vehicles based on age and use of the vehicle. Vehicles will be replaced according to the City's Vehicle Replacement policy; generally, 150,000 miles/20 years before replacement of non- emergency vehicles. This program will address the long term vehicle needs of the Building Division by allowing careful replacement of vehicles as vehicle conditions and department needs warrant. Right now, all vehicles are in use by Department staff, averaging approx 5,000 miles per year. Vehicle Mileage updated October 2013. ALTERNATIVES CONSIDERED Utilize vehicles beyond the recommendations of the vehicle use policy; consider replacements of different model of vehicle. ADVANTAGES OF APPROVAL Based on the age and use of the vehicle a new vehicle will be purchased as replacement. In the past, vehicles were replaced after 5 years. We are stretching the useful life within the division to match the newly-revised vehicle purchase/replacement policy. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Generally, annual operating and maintenance costs are expected to decrease when older vehicles are replaced with newer ones. More fuel efficiency and lower repair costs are financial benefits. FUNDING SOURCES 100% Building Inspection Fund New Replacement Equipment Project FY18 FY19 FY20 16 Building Inspection Vehicles - DetailsProject NumberAsset #MakeModel YrCurrent MileageFY16FY17UnscheduledNotesFY18FY19FY20BI013144Jeep Liberty200354,387$32,500Beyond FY203218Grand Cherokee200449,392$32,500Beyond FY203353Jeep Liberty200632,173$32,500Beyond FY203328Dodge Durango200658,682$32,500Beyond FY203354Jeep Liberty200644,360$32,500Beyond FY203405Dodge Durango200844,862$32,500Beyond FY203404Dodge Durango200817,587$32,500Beyond FY203329Dodge Durango200847,615$32,500Beyond FY203674Jeep Patriot20142,217$32,500New in 2013$292,500Total By Year for Vehicle Replacements17 CIP Project Fund Building Inspection PROJECT NUMBER BI03 DEPARTMENT BUILDING INSPECTION PROJECT NAME STAFF VEHICLE - ADDITION FY16 FY17 Unscheduled $32,500 DESCRIPTION OF PROJECT The existing vehicle fleet is assigned to current staff (see BI01 - Replacements). When a new Building Inspector is hired, a new vehicle will need to be purchased. We are hoping to make improvements to existing Inspector efficiency with in-the-field mobile applications and equipment; however, the point will come when an additional inspector is needed on a full or part-time basis. Regardless of whether their work schedule, a vehicle is a criticial piece of equipment for an inspector that needs. ALTERNATIVES CONSIDERED Have inspectors/staff share vehicles (not likely to be efficient use of inspector time.) ADVANTAGES OF APPROVAL Staff will be adequately equipped to perform building inspections around town. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: Because this is an addition to the fleet, additional gas and maintenance costs will be paid by the Building Inspeciton Fund. Currently, vehicles average 5,000 - 8,000 miles per year. Routine maintenance will be performed as necessary. FUNDING SOURCES 100% Building Inspection Fund New Replacement Equipment Project FY18 FY19 FY20 18 CIP Project Fund Building Inspection PROJECT NUMBER BI04 DEPARTMENT BUILDING INSPECTION PROJECT NAME PRINTER/SCANNER FY16 $11,000 FY17 Unscheduled DESCRIPTION OF PROJECT Purchase large format printer/scanner for Building Inspection. To be used for implementation of the e-plan review, scanning plans, and for future scanning of historical archives. ALTERNATIVES CONSIDERED Do not purchase and continue with a lower level of the e-plan review adoption. ADVANTAGES OF APPROVAL The scanner is needed as a second phase of the implementation of the e-plan review which has been operational for the last 8 months. The scanner will allow paper plans to be routed through e-plan review. As the division more fully implements electronic plan review, this machine will allow us to serve customers who do not have the ability to submit plans in an electronic format. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Servicing, Maintenance and costs for Supplies will be paid from the Building Fund. FUNDING SOURCES Building Inspection Fund New Replacement Equipment Project FY18 FY19 FY20 19