The URL can be used to link to this page

Home My WebLink AboutA3 Comm Dev CIP Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Anna Rosenberry, Administrative Services Director SUBJECT: Adopt the Community Development Capital Improvement Plan (CIP) for Fiscal Years 2017-2021. AGENDA ITEM TYPE: Action MEETING DATE: November 16, 2015 RECOMMENDATION: Adopt the Community Development Capital Improvement Plan (CIP) for Fiscal Years 2017-2021. 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 Community Development Department, City Manager, and other city staff met in October to develop the attached Capital Plan for the equipment and capital needs. Until two years ago, the Community Development fund had been included in the General Fund CIP request, since the General Fund supports Community Development operations. It will continue to be presented separately (first separate year was FY16-FY20), with the idea that the Community Development Fund might be able to fund its capital needs with cash carry-over and revenues from year to year. Item of Note: • The Building Inspection CIP and the Community Development Fund CIP are being presented as Action items tonight so that we can briefly present more detailed information about project GF199 – Professional Building Reconfiguration – Phase 2. 211 This is the next step (proposed for FY18) to further the project that began in this year’s budget. We will begin this item’s presentation time with an update on what is being completed in FY16 and what will remain in the project for FY18. • CD02 – this is a new item for a needed update to the Community Plan/Growth Policy. • CD03 – planned replacements for computer hardware. Items planned for replacement in FY18 and FY20 did not meet the capital threshold of $10,000 and will be included in the budget request for those years. • CD04 – this item is for the purchase of software that will allow for the electronic review of planning application/engineering development review. It is a shared expense with Public Works Administration. • This plan relies on cash in the amount of $300,000 from the General Fund or another source, in FY18. Without this money, the plan will be in a negative position at the end of the 5 year period. We do not adopt plans with a negative balance at the end of the 5- year period. • Revenue Projections: The Community Development Fund has three fees that are restricted for use on long-range and other planning document updates (Long-Range, Conservation Overlay, and Entryway Corridor.) We have based our estimates of these revenues on the average of the past 4 years (when these fees have been in place.) Fees Restricted for Planning/Long Range Updates Average FY15 FY14 FY13 FY12 Plus: Long Range Planning Restricted Cash $ 28,858 51,000 32,931 19,350 12,150 Plus: Conservation Overlay Restricted Cash $ 17,556 11,700 16,100 24,775 17,650 Plus: Entryway Corridor Restricted Cash $ 9,180 7,231 7,025 11,390 11,075 Total Restricted Fees $ 55,594 69,931 56,056 55,515 40,875 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. 212 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 FY17. Report compiled on: November 10th, 2015 Attached: Community Development CIP 213 Community Development FundCapital Improvement PlanFinancial SummaryCurrent YearFY16 FY17 FY18 FY19 FY20 FY21 UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 108,000$ 308,809$ 109,933$ 35,781$ 95,006$ 155,415$ Plus: Long Range Planning Restricted Cash 127,000$ Plus: Conservation Overlay Restricted Cash 157,000$ Plus: Entryway Corridor Restricted Cash 61,000$ Plus: Planning Revenues Dedicated to CIP55,809$ 56,925$ 58,063$ 59,224$ 60,409$ 61,617$ Plus: General Fund/Other Contribution 100,000$ 300,000$ Less: Scheduled CIP Project Costs (300,000)$ (255,800)$ (432,215)$ ‐$ ‐$ (10,800)$ Projected Year‐End Cash Dedicated to CIP 308,809$ 109,933$ 35,781$ 95,006$ 155,415$ 206,232$ Assumptions Made for Revenue Estimates: Current YearFY16 FY17 FY18 FY19 FY20 FY21Estimated Annual Community Development Revenues 764,500$ 764,500$ 779,790$ 795,386$ 811,294$ 827,519$ (Excludes interfund transfers) Estimated Growth in Revenues‐ 2% 2% 2% 2% 2%Total Estimated Revenues 764,500$ 779,790$ 795,386$ 811,294$ 827,519$ 844,070$ Current Revenues Dedicated to CIP % 7.3% 7.3% 7.3% 7.3% 7.3% 7.3% Plus: Increase Dedicated to Capital Improvements % 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% Total % Dedicated to CIP 7.3% 7.3% 7.3% 7.3% 7.3% 7.3%Total Estimated Revenues Dedicated to CIP 55,809$ 56,925$ 58,063$ 59,224$ 60,409$ 61,617$ ProjectedProjectedCURRENT500,000450,000400,000350,000300,000250,000200,000150,000100,00050,0000Community Development Projects & Equipment214 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEFY17UnscheduledFY21FY18FY19FY20Community DevelopmentCD01COMMUNITY DVEHICLE REPLACEMENT$25,000CD02COMMUNITY DEVELOPMENTCOMMUNITY PLAN/GROWTH POLICY UPDATE$200,000$150,000CD03COMMUNITY DCOMPUTER HARDWARE$10,800$10,800CD04COMMUNITY DEVELOPMENTELECTRONIC PLANNING APPLICATION REVIEW$45,000GF199COMMUNITY DEVELOPMENTPROFESSIONAL BUILDING RECONFIGURATION ‐ PHASE 2$257,215$10,800$255,800$432,215Summary for Community Development (5 items)Totals by year:$10,800$255,800 $432,215FY21FY17FY18UnscheduledFY20FY19215 CIP Project Fund Community Development PROJECT NUMBER CD01 DEPARTMENT COMMUNITY DEVELOPMENT PROJECT NAME VEHICLE REPLACEMENT FY17 FY18 $25,000 Unscheduled DESCRIPTION OF PROJECT Replacement of the current vehicle, a Honda CRV purchased in 2005 (asset # 3283). The vehicle is used by Planning Staff for site visits to projects, posting notices on-site, in-town meetings, and driving to meetings or conferences within Montana and other department activities (WL01-WL32) . Replacement would be with a fuel efficient small vehicle, possibly a hybrid. Anticipated upcoming maintenance cost of approximately $1,000 for repairs to make dash lights operational. *Previous Year Plans, this item was number: GF064 ALTERNATIVES CONSIDERED Continue to operate the existing vehicles with increasing maintenance costs. ADVANTAGES OF APPROVAL Provide functional transportation with reduced maintenance costs. Because of the age of the existing vehicle, maintenance costs are likely to increase to keep it functional. Recent repairs include power windows and routine maintenance. The vehicle needs numerous minor repairs, including dashboard lights, that continue to be deferred. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: No new costs are expected as maintenance is already performed on the existing vehicle. However, maintenance and repair costs are anticipated to increase due to the age of the vehicle. FUNDING SOURCES Community Development Fund New Replacement Equipment Project FY19 FY20 FY21 216 CIP Project Fund Community Development PROJECT NUMBER CD02 DEPARTMENT COMMUNITY DEVELOPMENT PROJECT NAME COMMUNITY PLAN/GROWTH POLICY UPDATE FY17 $200,000 FY18 $150,000 Unscheduled DESCRIPTION OF PROJECT Previous plans have projected forward based on primarily local population and land use data. However, the economy is very different today and changes nationally and locally. We need a market analysis to look at what is under-served in Bozeman commercially/industrially, where trends are headed nationwide, and how Bozeman fits into the larger trade area. Outlying communities have continued to grow - they can now support their own services which used to be provided by Bozeman, e.g. medical care and shopping. Our industrial lands are positioned to old economy infrastructure, e.g. rail. What kind of industry do we want (coordinate with Econ Dev plan), what does it need for land and infrastructure, and where do we put it to support industry? Regardless of any other action, access to land is a limiting factor. We need to begin to identify substantial expansion areas for industrial and commercial spaces. There is a substantial change in demographics happening with rapid aging, deferred onset of household formation, and smaller households. This is not matching well with the housing stock in the area. The myth of the rural west continues to hold on even though most of the population of Gallatin County has been urbanized for over 20 years. The perception of Bozeman as a “rich” place is directly countered by the high level of poverty. In order to allow for constructive conversations and allow elected officials to make informed decisions, we need better insights on our population: is poverty based on students with low incomes, retirees on fixed incomes, and/or working households with low wages? New policies should be based on current data and projections for the future which will require extensive research and analysis. Another cost as part of the project will be continued public engagement. Our best practices of the past have resulted in a very small percentage of the population participating in decisions that will affect the future of the community. We plan to build on the public outreach for the Strategic Plan: and, we are seeking funding to use programs such as mySidewalk/Mindmixer, On line City Hall, and/or Metroquest to allow electronic participation in the process. ALTERNATIVES CONSIDERED None. This update was directed by the City Commission during consideration of status of plan during FY 2015. In addition, Montana requires that the plan be assessed every five years to determine the need for an update. ADVANTAGES OF APPROVAL This project, at this time, would be able to benefit from the upcoming Strategic Plan process the city is planning to undertake. By utilizing results of public outreach, the growth policy update will take less time and cost less. In addition, the growth policy update will include the gathering and analysis of data such as demographics, residential and commercial square footage absorption rates, job growth, and other economic and demographic data that will support the development of the new Economic Development Plan. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Plan will be updated/re-evaluated in 5 years. Potential future costs that may be associated with implementation of policies incorporated within the plan which in the past has included subarea plans or neighborhood plans. FUNDING SOURCES Community Development Restricted Cash Accounts, Community Development Fund, General Fund New Replacement Equipment Project FY19 FY20 FY21 217 CIP Project Fund Community Development PROJECT NUMBER CD03 DEPARTMENT COMMUNITY DEVELOPMENT PROJECT NAME COMPUTER HARDWARE FY17 $10,800 FY18 Unscheduled DESCRIPTION OF PROJECT Replace computer hardware; replacements planned for years FY18 and FY20 did not meet the CIP capital threshold and will be included in budget requests for those years. ALTERNATIVES CONSIDERED None ADVANTAGES OF APPROVAL Keeping computer hardware current diminishes the need for service calls and also facilitates the production of planning review by ensuring computers are able to run effective updated software. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED IT support, software updates FUNDING SOURCES Community Development Fund New Replacement Equipment Project FY19 FY20 FY21 $10,800 218 CIP Project Fund Community Development PROJECT NUMBER CD04 DEPARTMENT COMMUNITY DEVELOPMENT PROJECT NAME Electronic Planning Application Review FY17 $45,000 FY18 Unscheduled DESCRIPTION OF PROJECT Purchase software in order to allow electronic plan submittal and review for planning applications. We have been working with the software developer for more than a year to try to utilize the existing program being utilized by the Building Division can be amended to be used for planning application review. We have concluded that the program cannot be used for the development review process conducted by planning and engineering. As a result we are asking the City Commission to purchase a program that can be used for the planning application/engineering development review. ALTERNATIVES CONSIDERED Continue to accept paper copies and distribute plans through a shared computer drive. ADVANTAGES OF APPROVAL The purchase of this software program would allow for the electronic submittal and review of planning applications. The program would allow for submittal in a completely electronic format. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Software upgrades and training, as needed. FUNDING SOURCES 50% Community Development Fund AND 50% Water - Public Works Administration New Replacement Equipment Project FY19 FY20 FY21 219 CIP Project Fund Community Development PROJECT NUMBER GF199 DEPARTMENT COMMUNITY DEVELOPMENT PROJECT NAME PROFESSIONAL BUILDING RECONFIGURATION - Phase 2 FY17 FY18 $257,215 Unscheduled DESCRIPTION OF PROJECT The City is responding to growth by adding staff to meet the increased demand for services in our community. We have also reorganized divisions (Community Development) and created other divisions (Stormwater) to improve efficiency and better serve our community. In order to accommodate this grow, we need to remodel the Stiff Building. In FY16 the City Commission approved a Phase 1 of the remodel that will provide a better use of existing space by relocating certain functions to the basement and reclaiming unused square footage. Approval of Phase II would allow the consolidation of Community Development (Planning and Building) together on one floor and the consolidation of Public Works Services (Engineering, GIS and Stormwater) together on another floor. This will allow better coordination of staff and better service to our public. Phase 1 is anticipated to be completed late spring of 2016. ALTERNATIVES CONSIDERED Continue to operate as we are today ADVANTAGES OF APPROVAL Community Development would be able to consolidate its operations and services to allow for an integrated customer-focused service delivery model. It will also provide Public Works with the ability to collocate its services in the Stiff Building. Finally it will help the City to take a planned and efficient approach to building utilization and service optimization. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED No additional operating costs anticipated for building reconfiguration. FUNDING SOURCES General Fund, Stormwater, Water, Building Inspection, Community Development New Replacement Equipment Project FY19 FY20 FY21 220