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Home My WebLink About5. Library CIP Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Anna Rosenberry, Administrative Services Director SUBJECT: Adopt the Library Depreciation Fund Capital Improvement Plan (CIP) for Fiscal Years 2016-2020. AGENDA ITEM TYPE: Consent MEETING DATE: November 17, 2014 RECOMMENDATION: Adopt the Library Depreciation Reserve 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 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 and approved by the Library Board at their meeting on October 15, 2014. LIB06 – Public PC/Laptop Replacements was moved from FY17 to FY16 and increased the amount requested to meet actual replacement schedule; LIB09 – Banner Replacement, Library Exterior was moved back to FY18 as the banners are still in good shape; Item of Note: 20 • LIB04 – Upgrade Circulation Book Drop Software: Replace 3 self-check machines was added for FY16 for $38,000. • LIB12 – Pedestrian Access – Library Parking Lot – This item’s cost is currently unknown. The Library staff is in the process of having Western Transportation Institute study the layout and suggest appropriate improvements. The item was included in the CIP packet as an indicator that the project will be coming. • LIB13 – Reconfiguration of Existing Building Space – This item’s cost is currently unknown. The item was included as an indicator that the project will be coming. • LIB14 – Implementation of Landscape Master Plan – This item’s cost is currently unknown. The Library is paying for a completed Master Plan from their State Aid funds, which will determine the appropriate action and cost of this item. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY16. Report compiled on: November 10th, 2014 Attached: Library Depreciation Reserve CIP 21 Library Depreciation Reserve Fund Capital Improvement Plan Financial Summary Current Year FY15 FY16 FY17 FY18 FY19 FY20 Unscheduled Projected Beginning Reserve Balance Dedicated to CIP 366,902$ 327,898$ 244,898$ 260,198$ 255,804$ 271,722$ Plus: Estimated Annual Unspent Appropriations 1,200$ 15,000$ 15,300$ 15,606$ 15,918$ 16,236$ -$ Less: Scheduled CIP Project Costs (40,204)$ (98,000)$ -$ (20,000)$ -$ -$ -$ Projected Year-End Cash Dedicated to CIP 327,898$ 244,898$ 260,198$ 255,804$ 271,722$ 287,958$ Assumptions Made for Revenue Estimates: FY16 FY17 FY18 FY19 FY20 Estimated Annual Library Budget 1,500,000$ 1,530,000$ 1,560,600$ 1,591,812$ 1,623,648$ Estimated Amount of Budget left Unused 1%1%1%1%1% Estimated Annual Unspent Appropriations 15,000$ 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 CIP 100.0%100.0%100.0%100.0%100.0% Total Estimated Revenues Dedicated to CIP 15,000$ 15,300$ 15,606$ 15,918$ 16,236$ Projected Projected CURRENT 120,000 100,000 80,000 60,000 40,000 20,000 0 Library Depreciation Fund Projects & Equipment 22 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEFY16UnscheduledFY20FY17FY18FY19Library Depreciation ReserveLIB04LIBRARYUPGRADE CIRCULATION BOOK DROP SOFTWARE; REPLACE 3 SELF‐CHECK MACHINES$38,000LIB06LIBRARYPUBLIC PC/LAPTOP REPLACEMENTS$50,000LIB09LIBRARYBANNER REPLACEMENT, LIBRARY EXTERIOR$20,000LIB10LIBRARYWAINSCOTING ‐ ADDED TO MEETING ROOMS, RESTROOM AREAS$10,000LIB12LIBRARYPEDESTRIAN ACCESS ‐ LIBRARY PARKING LOT$0LIB13LIBRARYRECONFIGURATION OF EXISTING BUILDING SPACE$0LIB14LIBRARYIMPLEMENTATION OF LANDSCAPE MASTER PLAN$0$98,000$20,000Totals by DEPARTMENTSummary for Library Depreciation Reserve (7 items)Totals by year:$98,000FY20FY16FY17UnscheduledFY19$20,000FY1823 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB04 DEPARTMENT LIBRARY PROJECT NAME UPGRADE CIRCULATION BOOK DROP SOFTWARE; REPLACE 3 SELF-CHECK MACHINES FY16 $38,000 FY17 Unscheduled DESCRIPTION OF PROJECT The Library has automated check-in at the book drops; this software was installed in 2006 and needs to be updated to continue to be effective. We have three, 3M self-check machines that allow Library patrons to check their own materials out. These are controlled by software that will be outdated in the next year, so we need to replace them with three new self-check machines. ALTERNATIVES CONSIDERED We can choose not to update the check-in software or the self-checks, but this would mean that the automated check-in ceases to work and the self-checks will become less reliable and ultimately out of order. ADVANTAGES OF APPROVAL Updating this check-in software and self-check machines allows the Library to continue to offer efficient, accurate service to our patrons. We will be able to continue to monitor the whereabouts of our Library books and materials accurately and responsibly. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation fund New Replacement Equipment Project FY18 FY19 FY20 24 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB06 DEPARTMENT LIBRARY PROJECT NAME PUBLIC PC/LAPTOP REPLACEMENTS FY16 $50,000 FY17 Unscheduled DESCRIPTION OF PROJECT The Library provides 28 public computers in a lab setting as well as 16 checkout laptops. The majority will have been in place with daily use for 4 years. 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 Reserve New Replacement Equipment Project FY18 FY19 FY20 25 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB09 DEPARTMENT LIBRARY PROJECT NAME BANNER REPLACEMENT, LIBRARY EXTERIOR FY16 FY17 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 twelve years old in FY18. 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 FY18 $20,000 FY19 FY20 26 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB10 DEPARTMENT LIBRARY PROJECT NAME WAINSCOTING - ADDED TO MEETING ROOMS, RESTROOM AREAS FY16 $10,000 FY17 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 FY18 FY19 FY20 27 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB12 DEPARTMENT LIBRARY PROJECT NAME PEDESTRIAN ACCESS - LIBRARY PARKING LOT FY16 $0 FY17 Unscheduled DESCRIPTION OF PROJECT Installation and re-construction of pedestrian-friendly 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 adjacent 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 FY18 FY19 FY20 28 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB13 DEPARTMENT LIBRARY PROJECT NAME RECONFIGURATION OF EXISTING BUILDING SPACE FY16 $0 FY17 Unscheduled DESCRIPTION OF PROJECT The Library’s Strategic Plan for 2013-2017 includes reviewing current Library space usage and ensuring that we are using it as efficiently and effectively as possible. We are working with local architect, Rob Pertzborn, to see what options we have for possibly reconfiguring some of our existing space. The Strategic Plan also calls for more space that can be used by local businesspeople and patrons for planning and creative purposes. We have begun meeting with the architect but no decisions have been made and the project is still in initial phases, so no dollar amount has been determined yet. ALTERNATIVES CONSIDERED Leaving the interior space utilization as it currently exists. ADVANTAGES OF APPROVAL The Library’s two public meeting rooms are booked months in advance, so people ask the Library staff for quiet space to have small meetings frequently. One of our goals is to have a public work space that would include a 3-D printer and other materials conducive to creativity. That could only be accomplished by making some changes to the current space configuration, and would answer the requests from the public. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Reserve New Replacement Equipment Project FY18 FY19 FY20 29 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB14 DEPARTMENT LIBRARY PROJECT NAME IMPLEMENTATION OF LANDSCAPE MASTER PLAN FY16 $0 FY17 Unscheduled DESCRIPTION OF PROJECT The Library currently has no completed Grounds Master Plan. We want to work with a landscape architect to develop a plan that will replace high-maintenance plants with low-maintenance, drought-resistant plantings that will enhance the Library’s grounds and maintain the Library’s appearance as a community jewel. This would also complement the landscaping that has been done by the owners of the Harrington building on south Wallace, adjacent to the Library’s west property line, and accommodate any upgrades to the parking lot that would be made this year. Because the project is in the initial phases, there is no estimate of cost yet. ALTERNATIVES CONSIDERED Maintain the current grounds appearance. ADVANTAGES OF APPROVAL The Library staff gets regular complaints and comments from our customers regarding the weeds in the ‘dog bones” of the parking lot, and the sometimes unkempt flower beds and grounds. City Facilities staff do their best to keep the grounds mowed but weeding the current rocky spaces is almost impossible due to their design. The current plantings are high-maintenance and time-intensive, which makes keeping them healthy and attractive very difficult. We would like to keep the Library’s appearance up and remain a place that community members are proud of; a landscaping master plan will help us do that. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Reserve New Replacement Equipment Project FY18 FY19 FY20 30