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Home My WebLink AboutC2 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 2017-2021. AGENDA ITEM TYPE: Consent MEETING DATE: November 16, 2015 RECOMMENDATION: Adopt the Library Depreciation Fund 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. Similar to recent years past, we are bringing 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, City Manager, and other city staff met in October to develop the attached 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 21, 2015. Items of Note: • LIB12-Pedestrian Access-Library Parking Lot – This item’s total cost is currently estimated based on the revised site plan completed by WTI; estimates of $50,000 for Phase I and $30,000 for Phase II. The Downtown TIF will be participating with an 8 amount to be determined. The Library Foundation will also contribute by providing the funds needed for changes to the impacted landscaping. • 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. • Other Items with Unknown Costs: The following items are included as an indicator that the project is being worked on, including development of estimated costs. Because this fund is budgeted with collaboration between the City Commission and the Library Board of Trustees, projects may move forward during FY17 budget development, or continue to future year capital plans. • LIB13 – Reconfiguration of Existing Building Space • LIB15 – Video conferencing for meeting rooms • LIB16 – Computer Training Lab Expansion • LIB17 – Upholstered chairs replacement • LIB18 – Meeting rooms furniture replacement • LIB20 – Security system • New Items with Cost Estimates: • LIB19 – Conveyor system for materials – This item is in the schedule for FY19 • LIB21 – Bookmobile – This item is in the schedule for FY17, the $300,000 cost will be paid by the Library Foundation and the Bookmobile will be gifted to the City. It is the intention of the Foundation to fund the ongoing maintenance costs through a private endowment. Revenue estimates for the Plan: Any unspent budget authority within the Library’s departmental budget in the General Fund is transferred to this fund at year end. The amount transferred each year fluctuates greatly; especially when positions remain vacant for extended periods or time or, as in the case of FY2011, over-budgeting errors occur (for that reason, we did not include FY2011 in the average below.) Our estimate for the coming years of the plan are that approximately 2.5% of the annual budget will remain unspent – to be transferred to this fund. 9 Remaining Budget for Library Department of General Fund Fiscal Year Amount Unspent 2012 125,394 2013 17,600 2014 1,238 2015 44,500 2016 Estimate - Average $ 47,183 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 FY17. Report compiled on: November 10th, 2015 Attached: Library Depreciation Fund CIP - 20,000 40,000 60,000 80,000 100,000 120,000 140,000 2012 2013 2014 2015 2016 Estimate - Average Remaining Library Budget 10 Library Depreciation Reserve Fund Capital Improvement PlanFinancial Summary Current YearFY16 FY17 FY18 FY19 FY20 FY21UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 294,874$ 241,144$ 163,658$ 177,022$ 146,254$ 191,370$ Plus: Estimated Annual Unspent Appropriations 44,270$ 42,514$ 43,364$ 44,232$ 45,116$ 46,019$ ‐$ Plus: Library Foundation for Bookmobile 300,000 Less: Scheduled CIP Project Costs (98,000)$ (420,000)$ (30,000)$ (75,000)$ ‐$ ‐$ ‐$ Projected Year‐End Cash Dedicated to CIP 241,144$ 163,658$ 177,022$ 146,254$ 191,370$ 237,389$ Assumptions Made for Revenue Estimates:FY17 FY18 FY19 FY20 FY21Estimated Annual Library Budget 1,700,561$ 1,734,572$ 1,769,264$ 1,804,649$ 1,840,742$ Estimated Amount of Budget left Unused 2.5% 2.5% 2.5% 2.5% 2.5%Estimated Annual Unspent Appropriations 42,514$ 43,364$ 44,232$ 45,116$ 46,019$ 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 42,514$ 43,364$ 44,232$ 45,116$ 46,019$ ProjectedProjectedCURRENT450,000400,000350,000300,000250,000200,000150,000100,00050,0000Library Depreciation Fund Projects & Equipment11 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEFY17UnscheduledFY21FY18FY19FY20Library Depreciation ReserveLIB12LIBRARYPEDESTRIAN ACCESS ‐ LIBRARY PARKING LOT$50,000$30,000LIB13LIBRARYRECONFIGURATION OF EXISTING BUILDING SPACELIB14LIBRARYIMPLEMENTATION OF LANDSCAPE MASTER PLANLIB15LIBRARYVIDEO CONFERENCING CAPABILITY FOR MEETING ROOMS ‐ COST UNKNOWN, ANTICIPATED FOR FY17LIB16LIBRARYCOMPUTER TRAINING LAB EXPANSION ‐ COST UNKNOWN, ANTICIPATED FOR FY17LIB17LIBRARYUPHOLSTERED CHAIRS: REPLACEMENT$50,000LIB18LIBRARYMEETING ROOMS: FURNITURE REPLACEMENT$20,000LIB19LIBRARYCONVEYOR SYSTEM FOR MATERIALS: CIRCULATION DEPARTMENT$75,000LIB20LIBRARYSECURITY SYSTEM FOR THE LIBRARY ‐ COST UNKNOWN, ANTICIPATED FOR FY18LIB21LIBRARYBOOKMOBILE$300,000$420,000$30,000$75,000Summary for Library Depreciation Reserve (10 items)Totals by year:$420,000 $30,000FY21FY17FY18UnscheduledFY20$75,000FY1912 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB12 DEPARTMENT LIBRARY PROJECT NAME PEDESTRIAN ACCESS - LIBRARY PARKING LOT FY17 $50,000 FY18 $30,000 Unscheduled DESCRIPTION OF PROJECT Re-design and 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. A revised site plan has been completed by WTI with estimated construction costs for Phase I of $50,000 and Phase II at $30,000 – Downtown TIF participating in an amount of TBD, with the balance coming from the Library Depreciation Reserve. The Library Foundation will also participate by providing the funds needed for changes to the landscaping. 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 - with possible contribution from the Downtown Tax Increment District. New Replacement Equipment Project FY19 FY20 FY21 13 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB13 DEPARTMENT LIBRARY PROJECT NAME RECONFIGURATION OF EXISTING BUILDING SPACE FY17 FY18 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, (funded by the Foundation) to see what options we have for possibly reconfiguring some of our existing space, i.e. the Computer Training Lab and the Foundation offices. 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 FY19 FY20 FY21 14 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB14 DEPARTMENT LIBRARY PROJECT NAME IMPLEMENTATION OF LANDSCAPE MASTER PLAN FY17 FY18 Unscheduled DESCRIPTION OF PROJECT The Library currently has no completed Grounds Master Plan; although there are plans for the installation of memorial benches and trees. 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 (LIB12). 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 FY19 FY20 FY21 15 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB15 DEPARTMENT LIBRARY PROJECT NAME Video Conferencing capability for meeting rooms - cost unknown, anticipated for FY17 FY17 FY18 Unscheduled DESCRIPTION OF PROJECT Equipment will be installed that will enable community members, Library patrons, and Library staff to use the Library meeting rooms for video conferences and educational programs with the ability to have free live video communication in a large-group setting. ALTERNATIVES CONSIDERED The public can use other locations in town for video-conferencing but those will probably charge a fee for use. ADVANTAGES OF APPROVAL The ability of groups to hold video conferences and large group live video meetings enhances the capacity of the Library to be a community meeting space and educational/cultural forum. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Fund New Replacement Equipment Project FY19 FY20 FY21 16 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB16 DEPARTMENT LIBRARY PROJECT NAME Computer Training Lab expansion - cost unknown, anticipated for FY17 FY17 FY18 Unscheduled DESCRIPTION OF PROJECT The Library is working with a local architect, whose fee is paid for by the Library Foundation, to take out the north wall of the computer training lab and create additional modular space that, with a sliding wall, could also be used as a much-needed small meeting space in the NE corner of the second floor. The Strategic Plan also calls for more space that can be used by local business people and patrons for planning and creative purposes. The Library's two public meeting rooms are booked months in advance, so people frequently ask the staff for quiet space to have small meetings. ALTERNATIVES CONSIDERED The NE corner of the second floor is prime Library floor space that is usable by only 2-3 people at a time. We can leave the area as is, but thre will be no expansion of either teaching space or small meeting space, which our users are clamoring for. ADVANTAGES OF APPROVAL Our computer trainers can teach larger classes and we will have a meeting space that would accommodate 8-10 individuals for small group work ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED New table and 8-10 task chairs FUNDING SOURCES Library Depreciation fund, with possible help from the Foundation New Replacement Equipment Project FY19 FY20 FY21 17 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB17 DEPARTMENT LIBRARY PROJECT NAME Upholstered chairs: replacement FY17 $50,000 FY18 Unscheduled DESCRIPTION OF PROJECT The Library has 50 upholstered arm chairs on both floors for the public to use. They are used heavily, every day, and the fabric is worn. We need to either replace or reupholster the chairs, whichever is most cost-effective. ALTERNATIVES CONSIDERED We tried to have the chairss cleaned again but the local restoration company who examined them told us that thre isn’t enough fabric left on the chairs to clean. ADVANTAGES OF APPROVAL The Library averages 1000-1500 visitors daily. Currently, the chairs are showing wear. It would be an asset to our community’s beautiful Library to have clean, updated furniture for patrons to sit in, especially as the Library approaches its 10th anniversary in November 2016. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Fund New Replacement Equipment Project FY19 FY20 FY21 18 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB18 DEPARTMENT LIBRARY PROJECT NAME Meeting rooms: furniture replacement FY17 $20,000 FY18 Unscheduled DESCRIPTION OF PROJECT Replace or reupholster 150 chairs. Replace all folding tables: 7 small rectangle; 7 long rectangle tables; 6 round tables. Replace logo placards on podiums if needed. ALTERNATIVES CONSIDERED Continue to use the existing tables and chairs despite obvious wear and damage ADVANTAGES OF APPROVAL The Library’s two public meeting rooms average 65 bookings per month, with an average of 900 program attendees. The current chairs and tables were purchased when the building opened in 2006; after almost ten years of hard daily use, the furniture is beginning to wear out. New tables and chairs will be a big asset when the Library celebrates its 10th Anniversary in November 2016. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES New Replacement Equipment Project FY19 FY20 FY21 19 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB19 DEPARTMENT LIBRARY PROJECT NAME Conveyor system for materials: circulation department FY17 FY18 Unscheduled DESCRIPTION OF PROJECT Installation of an automated conveyor belt system in the sorting room of the Library’s circulation department; which was designed to accommodate this type of system. ALTERNATIVES CONSIDERED Continue without the conveyor and sort materials manually. ADVANTAGES OF APPROVAL The room was originally designed for this system, which would allow for quick and accurate sorting without constant staff attention. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Fund - cost range is $45,000 to $75,000. New Replacement Equipment Project FY19 $75,000 FY20 FY21 20 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB20 DEPARTMENT LIBRARY PROJECT NAME Security System for the Library - cost unknown, anticipated for FY18 FY17 FY18 Unscheduled DESCRIPTION OF PROJECT Installation of a security system with cameras for the Library’s interior, lobby, and exterior. This will be an agenda item for discussion during an upcoming Library Board meeting. ALTERNATIVES CONSIDERED Continue without security system ADVANTAGES OF APPROVAL Increased safety of Library customers and staff; increased security for the many thousands of dollars of materials, equipment and art in the Library. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Library Depreciation Fund New Replacement Equipment Project FY19 FY20 FY21 21 CIP Project Fund Library Depreciation Reserve PROJECT NUMBER LIB21 DEPARTMENT LIBRARY PROJECT NAME Bookmobile FY17 $300,000 FY18 Unscheduled DESCRIPTION OF PROJECT The Library Foundation will purchase the Bookmobile and gift to the City in order to extend library services through outreach outside library walls. Green options are being reviewed for this commercial vehicle which will be on 32'-37' school bus type chasis with heat being provided during cold weather via a generator. It is the intention of the Foundation to fund the ongoing vehicle costs through a private endowment; and storage options are being pursued as well; including discussions regarding storage at the school district's bus barn. ALTERNATIVES CONSIDERED Library branch building, library kiosks ADVANTAGES OF APPROVAL Reaching more community members w/an easy access to Library services ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Vehicle operating expenses: maintenance, fuel, repairs, housing, insurance, vehicle licensing. It is intended that the endownment would fund some or all of these costs. The vehicle will require staff time to drive and offer library services. The added staff costs are not included in the support that the City will receive from the Library Foundation and will need to be included in the upcoming budget. FUNDING SOURCES Bozeman Public Library Foundation (all vehicle costs and endowment for annual maintenance, and operating expenses.) New Replacement Equipment Project FY19 FY20 FY21 22