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Home My WebLink AboutC3 Tree CIP Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Anna Rosenberry, Administrative Services Director SUBJECT: Adopt the Tree Maintenance Fund Capital Improvement Plan (CIP) for Fiscal Years 2017-2021. AGENDA ITEM TYPE: Consent MEETING DATE: November 16, 2015 RECOMMENDATION: Adopt the Tree Maintenance 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 Forestry Department, City Manager, and other city staff met in October to develop the attached Capital Plan for the equipment and capital needs of the Tree Maintenance Fund. Item of Note: • FOR07 – Vehicle Replacements, this item was updated to include the replacement of a 2 ton grain truck in FY17, along with the ½ ton truck replacement that had previous been identified. • FOR08 – Backhoe Replacement, this item was moved from Unscheduled to FY17 and the cost estimate increased from $70,000 to $90,000. 23 • Revenues for the Fund: This fund benefits from increases in the Tree Maintenance Assessment, which is 100% dedicated to funding the Forestry operation. This CIP contains more, on average, in capital costs than we have seen in the past. Without a significant increase in annexed property, we will likely need to increase the Tree Maintenance Assessment 1.5% each year for the next 5 years to fund this capital plan. New Items: • FOR10 – this item is a replacement for a 1996 stump grinder. • FOR11 – this item is an unscheduled replacement of a 2001 Ford F650 with a crane. • FOR12 – this item is a request for a new vehicle for use by the Forestry Superintendent (new position). The recommendation to add this position comes from the recently presented, but not yet approved, Urban Forestry Plan. If the position is not needed, this item can be removed from the plan. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY17. Report compiled on: November 10th, 2015 Attached: Tree Maintenance Fund CIP 24 Tree Maintenance Fund Capital Improvement PlanFinancial SummaryCurrent YearFY16FY17FY18 FY19 FY20 FY21UNSCHEDULEDProjected Beginning Reserve Balance Dedicated to CIP9,000$ 28,000$ (80,353)$ (67,903)$ (25,498)$ (1,981)$ ‐$ Plus: Tree Mtc Revenues Dedicated to CIP19,000$ 26,647$ 34,450$ 42,405$ 50,517$ 58,786$ ‐$ Less: Scheduled CIP Project Costs‐$ (135,000)$ (22,000)$ ‐$ (27,000)$ ‐$ (133,000)$ Projected Year‐End Cash Dedicated to CIP28,000$ (80,353)$ (67,903)$ (25,498)$ (1,981)$ 56,805$ (133,000)$ Assumptions Made for Revenue Estimates:Current YearFY16FY17FY18 FY19 FY20 FY21Estimated Annual Tree Mtc Revenues492,500$ 492,500$ 497,425$ 502,399$ 507,423$ 512,497$ Estimated Annual Increase ‐ Attributed to Annexations1%1%1%1%1%Total Estimated Revenues492,500$ 497,425$ 502,399$ 507,423$ 512,497$ 517,622$ Current Revenues Dedicated to CIP %3.9%3.9%5.4% 6.9% 8.4% 9.9% Plus: Increase Dedicated to CIP0.0%1.5%1.5% 1.5% 1.5% 1.5% Total % Dedicated to CIP3.9%5.4%6.9% 8.4% 9.9% 11.4%Total Estimated Revenues Dedicated to CIP18,996$ 26,647$ 34,450$ 42,405$ 50,517$ 58,786$ ProjectedProjectedCURRENT160,000140,000120,000100,00080,00060,00040,00020,0000Tree Maintenance Projects & Equipment25 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEFY17UnscheduledFY21FY18FY19FY20Tree Maintenance DistrictFOR07FORESTRYFORESTRY VEHICLE REPLACEMENTS$45,000$27,000FOR08FORESTRYBACKHOE REPLACEMENT$90,000FOR10FORESTRYSTUMP GRINDER$22,000FOR11FORESTRYLOG LOADER & TRUCK$100,000FOR12FORESTRYVEHICLE FOR FORESTRY SUPERINTENDENT (NEW POSITION)$33,000$135,000$22,000$27,000$133,000Summary for Tree Maintenance District (5 items)Totals by year:$135,000 $22,000$133,000FY21FY17FY18UnscheduledFY20$27,000FY1926 CIP Project Fund Tree Maintenance District PROJECT NUMBER FOR07 DEPARTMENT FORESTRY PROJECT NAME Forestry Vehicle Replacements FY17 $45,000 FY18 Unscheduled DESCRIPTION OF PROJECT FY17: This is a request to replace a 1978 2-Ton grain truck, a scheduled replacement of a department vehicle greater than 20 years of age. It is has reached the limits of safety, and Vehicle Maintenance Shop is reluctant to work on it: #190 Vehicle Maintenance Record includes – 37,815 Miles; Overhauled Transmission/Clutch; Extensive Brake System Work; PTO Rebuild Engine; Overheating Problems. FY20: Replacement of 1/2 Ton Truck. ALTERNATIVES CONSIDERED Continue to use existing vehicle. As directed by Commission. ADVANTAGES OF APPROVAL Replacing this equipment provide the division with more reliable equipment, improved safety, lower exhaust emissions, tow large trailers and use to water street and park trees with large water tank. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Operating costs (maintenance and fuel/oil) of a newer vehicle are expected to be lower. FUNDING SOURCES 100% Tree Maintenance District Fund New Replacement Equipment Project FY19 FY20 $27,000 FY21 27 CIP Project Fund Tree Maintenance District PROJECT NUMBER FOR08 DEPARTMENT FORESTRY PROJECT NAME BACKHOE REPLACEMENT FY17 $90,000 FY18 Unscheduled DESCRIPTION OF PROJECT Replace existing 1970's era small backhoe. While the existing backhoe is still functioning, we want to budget for a replacement of a small, reliable machine with modern safety features; ROPS (roll over protection systems) and FOPS (falling object protection systems). This piece of equipment is used largely for planting and removing trees throughout the City. Vehicle Maintenance is reluctant to work on this anymore, because its unsafe and parts are impossible to find. Additional info: #230 – 1974 John Deere 301A Backhoe 4645 Hours Rebuild Engine Rebuild Front End and Steering Resealed Hydraulic Cylinders No ROPS or FORPS Protection ALTERNATIVES CONSIDERED Continue to use the existing machine. ADVANTAGES OF APPROVAL Less breakdowns, less difficulty in finding replacement parts, modern safety features for the operator and the public at large. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Similar as current operating costs. FUNDING SOURCES 100% Tree Maintenance District Fund New Replacement Equipment Project FY19 FY20 FY21 28 CIP Project Fund Tree Maintenance District PROJECT NUMBER FOR10 DEPARTMENT FORESTRY PROJECT NAME STUMP GRINDER FY17 FY18 $22,000 Unscheduled DESCRIPTION OF PROJECT This is a request to replace a 1996 Vermeer stump grinder. This would be a scheduled replacement of an department forestry equipment that is nearing 20 years of age. Forestry needs a larger, and more modern stump grinder. Additional info: #2671 – 1996 Vermeer 630B Stump Grinder 286 Hours Replace All Wiring Replace Cutter Belts ALTERNATIVES CONSIDERED Continue to use existing equipment. As directed by Commission. ADVANTAGES OF APPROVAL Replacing this equipment will provide the Forestry division with an larger and more reliable piece of equipment. Also it will improve productivity and will be safer for the operator. Trade in on new purchase or put in public auction. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Tree Maintenance District Fund New Replacement Equipment Project FY19 FY20 FY21 29 CIP Project Fund Tree Maintenance District PROJECT NUMBER FOR11 DEPARTMENT FORESTRY PROJECT NAME LOG LOADER & TRUCK FY17 FY18 Unscheduled $100,000 DESCRIPTION OF PROJECT This a request to replace an 2001 Ford F650. This is an unscheduled replacement of a piece of Forestry equipment that is both unsafe and impractical. Additional info: #3125 – 2001 Ford F650 – National Crane N50 – Palift Hydraulic Dump 8968 Miles/1066 Hours Hydroboost Brake System Repair Leaky Rear Seals GVWR 26000 Max – 24500 LBS. Empty Not True Forestry Equipment ALTERNATIVES CONSIDERED Continue to use existing vehicle. As directed by Commission. ADVANTAGES OF APPROVAL Replacing this Forestry equipment will provide better production and improved safety to the operator. This truck and crane was pieced together and is over its safe gvw empty. Replace for a true Forestry log and brush loader. Trade in or public auction the existing truck. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Tree Maintenance District Fund New Replacement Equipment Project FY19 FY20 FY21 30 CIP Project Fund Tree Maintenance District PROJECT NUMBER FOR12 DEPARTMENT FORESTRY PROJECT NAME Vehicle for Forestry Superintendent (new position) FY17 FY18 Unscheduled $33,000 DESCRIPTION OF PROJECT 1/2 or 3/4 ton truck for the Forestry Superintendent - a new position as recommended by the Urban Forestry Plan. This item is preliminary - and may not be needed if the Commission does not decide to pursue this recommendation of the plan. ALTERNATIVES CONSIDERED As described in the Urban Forestry Plan. ADVANTAGES OF APPROVAL As described in the Urban Forestry Plan. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Normal maintenance and upkeep. FUNDING SOURCES 100% Tree Maintenance District New Replacement Equipment Project FY19 FY20 FY21 31