HomeMy WebLinkAbout13. C11 Veh Maint CIP
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Anna Rosenberry, Administrative Services Director
SUBJECT: Adoption of the Vehicle Maintenance Fund Capital Improvement Plan
(CIP) for FY16-20.
AGENDA ITEM TYPE: Consent
MEETING DATE: December 15, 2014
RECOMMENDATION: Adoption of the Vehicle Maintenance Fund Capital
Improvement Plan (CIP) for FY16-20.
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.
There were no capital items for Vehicle Maintenance in the FY15-19 CIP. New items added this
year:
• VM01 – Heavy Duty Two Post Lift for $15,000 in FY16
• VM02 – Install Irrigation System and Complete Site Landscaping for Lower Yard -
$15,500 in FY16.
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UNRESOLVED ISSUES: None.
ALTERNATIVES: As suggested by the City Commission. If the Commission is does
not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda.
FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the
Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for
FY16.
Report compiled on: December 3, 2014
Attached: Vehicle Maintenance Fund CIP
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Vehicle Maintenance FundCapital Improvement PlanFinancial SummaryCurrent YearFY15FY16FY17 FY18 FY19 FY20UNSCHEDULEDProjected Beginning Reserve Balance Dedicated to CIP‐$ ‐$ 1,181$ 1,181$ 1,181$ 1,181$ Plus: Internal Allocation/Billing Dedicated to CIP15,500$ 31,681$ ‐$ ‐$ ‐$ ‐$ ‐$ Less: Scheduled CIP Costs(15,500)$ (30,500)$ ‐$ ‐$ ‐$ ‐$ ‐$ Projected Year‐End Cash Dedicated to CIP‐$ 1,181$ 1,181$ 1,181$ 1,181$ 1,181$ Assumptions Made for Revenue Estimates:Current YearFY15FY16FY17 FY18 FY19 FY20Estimated Annual Vehicle Mtc Billings417,550$ 421,726$ 425,943$ 430,202$ 434,504$ 438,849$ Estimated Annual Vehicle Mtc Allocation417,550$ 421,726$ 425,943$ 430,202$ 434,504$ 438,849$ Total Estimated Revenues835,100$ 843,451$ 851,886$ 860,404$ 869,008$ 877,698$ Current Revenues Dedicated to CIP %1.9%1.9%3.8% 0.0% 0.0% 0.0% Plus: Increase (Decrease) Dedicated to CIP0.0%1.9%‐3.8% 0.0% 0.0% 0.0% Total % Dedicated to CIP1.9%3.8%0.0% 0.0% 0.0% 0.0%ProjectedProjectedTotal Estimated Revenues Dedicated to CIP15,500$ 31,681$ ‐$ ‐$ ‐$ ‐$ Note: The Vehicle Maintenance Fund is an internal service fundthat operates entirely from cost recovery paid by City Departments.Capital items are funded as needed, without the accumulationof any reserve for capital. CURRENT35,00030,00025,00020,00015,00010,0005,0000Vehicle Maintenance Projects & Equipment 74
CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEFY16UnscheduledFY20FY17FY18FY19Vehicle MaintenanceVM01VEHICLE MAINTHEAVY DUTY TWO POST LIFT$15,000VM02VEHICLE MAINTENANCEINSTALL IRRIGATION SYSTEM AND COMPLETE SITE LANDSCAPING FOR THE LOWER YARD$15,500$30,500Totals by DEPARTMENTSummary for Vehicle Maintenance (2 items)Totals by year:$30,500FY20FY16FY17UnscheduledFY19FY1875
CIP Project Fund
Vehicle Maintenance
PROJECT NUMBER
VM01
DEPARTMENT
VEHICLE MAINTENANCE
PROJECT NAME
HEAVY DUTY TWO POST LIFT
FY16
$15,000
FY17 Unscheduled
DESCRIPTION OF PROJECT
When we built the new Shop in 2010 we planned on installing another hoist when the need arose. We are now in need of the
hoist. We have one hoist for ¾ ton and above trucks. When it is in use and parts are needed for that truck it ties up the hoist
until parts arrive.
ALTERNATIVES CONSIDERED
None.
ADVANTAGES OF APPROVAL
Give us the ability to work on more than one large service truck at a time. Increased productivity.
ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED
None.
FUNDING SOURCES
Vehicle Maintenance Fund
New
Replacement
Equipment
Project
FY18 FY19 FY20
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CIP Project Fund
Vehicle Maintenance
PROJECT NUMBER
VM02
DEPARTMENT
VEHICLE MAINTENANCE
PROJECT NAME
INSTALL IRRIGATION SYSTEM AND COMPLETE SITE LANDSCAPING FOR THE LOWER YARD
FY16
$15,500
FY17 Unscheduled
DESCRIPTION OF PROJECT
The Lower Yard Area (located at 1812 N. Rouse) was renovated for the Vehicle Maintenance Facility and the HRDC Bus Barn,
including the Sand Shed on E Griffin Drive. The site improvement work was not done in this first phase of construction. This
work will include the installation of a sprinkler irrigation system that uses well water for a water source. The work will include
landscape planting to complete the balance of the required site improvements. The design for both projects is complete so the
work will be for the actual installation of the system and plantings.
ALTERNATIVES CONSIDERED
The Street Department has agreed to pay for a portion of the project since Vehicle Maintenance is under their department.
ADVANTAGES OF APPROVAL
This work will address the needed site improvements required by the Planning Department. Work was scheduled for later until we knew what
the final design layout was for the planned improvements on North Rouse by the MT Dept. of Transportation.
ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED
The source of water will be from a well which has been installed. This will keep the water costs down. We will look at a good
deal of native landscaping which will help reduce the initial costs and overall site maintenance costs.
FUNDING SOURCES
Vehicle Maintenance Fund
New
Replacement
Equipment
Project
FY18 FY19 FY20
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