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Home My WebLink AboutC8. Vehicle Maint Fund Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Anna Rosenberry, Administrative Services Director SUBJECT: Adopt the Vehicle Maintenance Fund Capital Improvement Plan (CIP) for Fiscal Years 2017-2021. AGENDA ITEM TYPE: Consent MEETING DATE: December 7, 2015 RECOMMENDATION: Adopt the Vehicle 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 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 Public Works, City Manager, and other city staff met in October to develop the attached Capital Plan for the equipment and capital needs of the Vehicle Maintenance Fund. The Vehicle Maintenance Fund supports the capital purchases and operations of our Vehicle Maintenance Shop. The division operates in our new facility on North Rouse and has a small number of building and equipment needs. Because it is an Internal Service Fund, paid for through cost- recovery from other divisions, capital reserve balances aren’t being accumulated. When capital is needed, the annual cost-recovery allocations increase to cover the costs. Item of Note: 144 • If this capital plan is funded, it is estimated that annual cost-recovery amounts will need to increase 3.6% beyond last year’s assessment. We believe this is a reasonable increase; however, at budget time, items could be delayed to achieve a smaller increase in assessments. 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 25, 2015 Attached: Vehicle Maintenance Fund CIP 145 Vehicle Maintenance FundCapital Improvement PlanFinancial SummaryCurrent YearFY16FY17FY18 FY19 FY20 FY21UNSCHEDULEDProjected Beginning Reserve Balance Dedicated to CIP‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Plus: Internal Allocation/Billing Dedicated to CIP30,500$ 63,000$ ‐$ ‐$ ‐$ ‐$ ‐$ Less: Scheduled CIP Costs(30,500)$ (63,000)$ ‐$ ‐$ ‐$ ‐$ ‐$ Projected Year‐End Cash Dedicated to CIP‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Assumptions Made for Revenue Estimates:Current YearFY16FY17FY18 FY19 FY20 FY21Estimated Annual Vehicle Mtc Billings437,800$ 442,178$ 446,600$ 451,066$ 455,576$ 460,132$ Estimated Annual Vehicle Mtc Allocation437,800$ 442,178$ 446,600$ 451,066$ 455,576$ 460,132$ Total Estimated Revenues875,600$ 884,356$ 893,200$ 902,132$ 911,153$ 920,264$ Current Revenues Dedicated to CIP %5.5%3.5%7.1% 0.0% 0.0% 0.0% Plus: Increase (Decrease) Dedicated to CIP‐2.0%3.6%‐7.1% 0.0% 0.0% 0.0% Total % Dedicated to CIP3.5%7.1%0.0% 0.0% 0.0% 0.0%Total Estimated Revenues Dedicated to CIP30,646$ 62,789$ ‐$ ‐$ ‐$ ‐$ 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. ProjectedProjectedCURRENT70,00060,00050,00040,00030,00020,00010,0000Vehicle Maintenance Projects & Equipment 146 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEFY17UnscheduledFY21FY18FY19FY20Vehicle MaintenanceVM01VEHICLE MAINTENANCEMODIFY EXISTING VEHICLE EXHAUST SYSTEM$35,000VM02VEHICLE MAINTELECTRIC SCISSOR LIFT WITH TRAILER$11,000VM03VEHICLE MAINTREPLACE PARTS WASHER$17,000$63,000Summary for Vehicle Maintenance (3 items)Totals by year:$63,000FY21FY17FY18UnscheduledFY20FY19147 CIP Project Fund Vehicle Maintenance PROJECT NUMBER VM01 DEPARTMENT VEHICLE MAINTENANCE PROJECT NAME MODIFY EXISTING VEHICLE EXHAUST SYSTEM FY17 $35,000 FY18 Unscheduled DESCRIPTION OF PROJECT This is a request to enhance the exhaust system that is hooked to vehicles so they can be run inside without filling the shop with dangerous levels of CO2. The initial installation is inadequate to reach all work bays in the shop. ALTERNATIVES CONSIDERED Open all the doors in all temperatures. ADVANTAGES OF APPROVAL Safer, more efficient operation. Healthier work environment. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Routine maintenance. FUNDING SOURCES 100% Vehicle Maintenance New Replacement Equipment Project FY19 FY20 FY21 148 CIP Project Fund Vehicle Maintenance PROJECT NUMBER VM02 DEPARTMENT VEHICLE MAINTENANCE PROJECT NAME ELECTRIC SCISSOR LIFT WITH TRAILER FY17 $11,000 FY18 Unscheduled DESCRIPTION OF PROJECT This is a request for an electric scissor lift that will allow us to safely access the top garbage trucks, water/sewer vehicles and sweepers. Currently we use a ladder which allows only one mechanic at a time. Sometimes an extra set of hands makes the job easier and faster. ALTERNATIVES CONSIDERED Continue using ladders. Rent or lease. ADVANTAGES OF APPROVAL Safer and more efficient. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Routine maintenance. FUNDING SOURCES 100% Vehicle Maintenance New Replacement Equipment Project FY19 FY20 FY21 149 CIP Project Fund Vehicle Maintenance PROJECT NUMBER VM03 DEPARTMENT VEHICLE MAINTENANCE PROJECT NAME REPLACE PARTS WASHER FY17 $17,000 FY18 Unscheduled DESCRIPTION OF PROJECT This is a request to replace our hot water standalone parts washer. ALTERNATIVES CONSIDERED Continue using old washer until it dies. ADVANTAGES OF APPROVAL More energy efficient and less down time waiting for parts to be cleaned. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Routine maintenance. FUNDING SOURCES 100% Vehicle Maintenance New Replacement Equipment Project FY19 FY20 FY21 150