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Home My WebLink About2012 Preliminary CIP, Administration a. 0 0 0 0 0 0 0 0 0 0 S O 7 0 0 0 0 0 0 6 00 4 0 1 i Q N 0o a N .•i a I: .4 tD N O 0 0 0 0 0 O O 8 8 8 8 N N S 0 0 0 0 0 . O 0 0 0 ' ' O O ,0 N 1A lA 0 � � 40 O 0 IA 0 O 0 0 0 N N N O n t! O N 1 N in O Ti ni .-i v tD .-i vi u■ co .•1 .■ 0 ° o ° o S 8 ° o ° o 0 0 00 8 w a g 0 m . 0 n 40 0 0 N N 0 `n 4 N 1A 00 NI 3 N .i v u, .4 o .a 8 0 0 0 0 °o 0 0 0 0 00oo 8 8 00 00 Q o 6 0 0 0 0 0 0 0 o CO .q 8 In DI 0 IA 11) 0 /4 o In S 0 0 0 O 0. N O N N O 0. V1 01 114 0 M N .i a a . 4 N Vi N N a 8 8 I11 a 01 N CO 0 00 0 10 7 W O O IA 0) 00 0'1 tO 0 00 O 0 M i N a .-j 1� .i N u a O O 0 . m O al O N C 0. In 10 01 N N 00 a 0 a O 00 . 4 O a N 0. N t0 a .1 i V Sp . 1 t0 0 00 t0 N/0 M al .-1 V1 tD N a In N n N N oi O H S O O O O O O O O S 8 8 9p 0 °° °° 0 ° g° o 0 0. 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Cr N o o 0 d m 0 0 W UF W W 0 O W 0 LL N 0 CO .0 N r d N y.0 N 0 0 0 N c- 0 0 0 N 0 V N r r r r r r r r r r W. 7 G 6 6 6 6 6 6 O 6 G G Z Q < Q Q Q Q Q Q< Q Q W Q 0 p W 1 [j U I( I[ 10)) u? M M O pp Z 00 O 0 0 0 0 M 01 0 M f O M C a s '00 V a a a 10 O) F V 00 . 'a .. 17 .. i s a 5 0 a 0 0) o 0)o 0) 0) 8 ER rn o c vv v v v a a v v rn c c Z o 0 a c r .c• p co E N d It t 4 O C c iE < C 0 0 v C . N 0 E W Q LL LL F Q AD -1201 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2012 - 2016 PROJECT TITLE: Election Equipment/Polling Place 'TOTAL COST: Varies 2012 BUDGET: $3,000.00 'PROJECT CATEGORY Equipment DESCRIPTION: JUSTIFICATION: 'Account Code: E101 -41410 -530 As the City grows another election precinct may have to be added. The alternative to adding another polling place is to have a facility large enough to accommodate additional voters. This would be the preferred method. Regardless, additional equipment will be needed. The City received a grant in 2010 to add handicapped push buttons to the doors on the fire hall. The grant was a federal HAVA matching grant. Reserved budget assists with funding elections. This allows the city to avoid a fluctuating levy for elections held every other year. The 2012 elections includes a presidential elections which typically brings out more voters. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2012 2013 2014 2015 2016 Total General Capital: Elections 30,274.45 3,000.00 3,000.00 4,000.00 4,000.00 4,000.00 48,274.45 PROJECT COSTS PROJECT STARTING DATE: 2006 Preliminaries Land Acquisition PROJECT COMPLETION DATE: 2012, 2014 ongoing Construction Equipment and Other 48,274.45 NEIGHBORHOOD: Total $48,274.45 Presented to the City Council on Approved _ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM -2 '�'AD..1202' ' CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2012 - 2016 PROJECT TITLE: Copy /Fax Machine (TOTAL COST: $12,500.00 2012,BUDGET1 $2,750.00 I PROJECT CATEGORY Other Equipment DESCRIPTION: Network color copier /fax machine /scanner JUSTIFICATION: (Account Code: E490- 41430 -570 The current color copy /fax machine was purchased in 2008. Over the past years we have determined that a copy machine will last between 3 to 5 years. Replace should be considered in 2013 with the heavy use of the machine. Staff has analyzed the difference in the cost to lease versus own a copier. Staff determined purchasing a copier to be a less expensive option. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2012 2013 2014 2015 2016 Total General Capital: Administration 7,000.00 2,750.00 2,750.00 2,750.00 2,750.00 2,750.00 20,750.00 PROJECT COSTS PROJECT STARTING DATE: 2007 Preliminaries Land Acquisition PROJECT COMPLETION DATE: 2013, ongoing Construction Equipment and Other 20,750.00 NEIGHBORHOOD: Total $20,750.00 Presented to the City Council on Approved _ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM -3 AD -1203 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2012 - 2016 PROJECT TITLE: Telephone System (TOTAL COST: $500 /phone 2012 BUDGET: $250.00 PROJECT CATEGORY'. Furniture and Equipment DESCRIPTION: Digital Intra - Office Phone System JUSTIFICATION: (Account Code: E490 -41430 -570 The current phone system was upgraded in 2007 to a new version of digital phones. The system allows for transferring to the public works facility, water filtration plant and fire hall. The system also allows for direct dial numbers and more advanced voice messaging. An annual budget is needed to maintain the system and allow for upgrades and new extensions. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2012 2013 2014 2015 2016 Total General Capital: Administration 1,000.00 250.00 250.00 250.00 250.00 250.00 2,250.00 PROJECT COSTS PROJECT STARTING DATE: 2006 Preliminaries Land Acquisition PROJECT COMPLETION DATE: ongoing Construction Equipment and Other 2,250.00 NEIGHBORHOOD: Total $2,250.00 Presented to the City Council on Approved _ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM-4 AD -1204 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2012 - 2016 PROJECT TITLE: Workstations 'TOTAL COST: $4,000 /workstation 2012 BUDGET: $250.00 PROJECT CATEGORY: Furniture and Equipment DESCRIPTION: Desk Work Station JUSTIFICATION: Account Code: E490- 41430 -570 When the City moved into the current facility, the City purchased some of the office equipment from the Bank. We have determined that not all the space is utilized in the best manner and we have been trying to refinish a work station each year. So far we have completed the Admin Office, Finance Director and the Police Secretary. We would like to replace some of the existing cabinetry in the main office. Additional needs include functioning desk chairs, shelves and countertops. This is an ongoing cost so money is budgeted each year. The Council approved reallocating $5,000 from the 2009 CIP to remodel the admin spaces for a workflow processing center. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2012 2013 2014 2015 2016 Total General Capital: Administration 448.55 250.00 1,000.00 1,000.00 1,000.00 1,000.00 4,698.55 2009 CIP Reallocate 5,000.00 PROJECT COSTS PROJECT STARTING DATE: 2004 Preliminaries Land Acquisition PROJECT COMPLETION DATE: ongoing Construction Equipment and Other 4,698.55 NEIGHBORHOOD: Total $4,698.55 Presented to the City Council on Approved Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM -5 AD -1205 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2012 - 2016 PROJECT TITLE: Equipment Replacement (TOTAL COST: Varies 2012 BUDGET: $250.00 PROJECT CATEGORY Equipment DESCRIPTION: JUSTIFICATION: (Account Code: E490- 41430 -570 These funds have been set aside to offset unexpected equipment replacement. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2012 2013 2014 2015 2016 Total General Capital• Administration 6,173.34 250.00 250.00 250.00 250.00 250.00 7,423.34 PROJECT COSTS PROJECT STARTING DATE: <2007 Preliminaries Land Acquisition PROJECT COMPLETION DATE: ongoing Construction Equipment and Other 7,423.34 NEIGHBORHOOD: Total $7,423.34 Presented to the City Council on Approved _ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM-6 AD -1206 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2012 - 2016 PROJECT TITLE: Computer Replacement (TOTAL COST: $3,000/ system 2012 BUDGET: $2,000.00 (PROJECT CATEGORY Computer Equipment DESCRIPTION: Computers JUSTIFICATION: 'Account Code: E490 -41430 -581 At least once a year a few computers need to be replaced or updated. It is the intent of this project to fund three - five computers each year. This project will also fund desktop printers as they end their useful life. The Administration staff are trying to tier out computer purchases to avoid large budget increases every 3 -5 years. Administration is also tracking computers for Public Works, Fire, EDA and Police under this capital item. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2012 2013 2014 2015 2016 Total General Capital: Administration 12,682.32 2,000.00 4,000.00 5,000.00 6,000.00 7,000.00 36,682.32 2013 Equip Certificate 15,000.00 15,000.00 2015 Equip Certificate 15,000.00 15,000.00 PROJECT COSTS PROJECT STARTING DATE: <2007 Preliminaries Land Acquisition PROJECT COMPLETION DATE: ongoing Construction Equipment and Other 66,682.32 NEIGHBORHOOD: Total $66,682.32 Presented to the City Council on Approved Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM -7 AD -1207 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2012 - 2016 PROJECT TITLE: Software TOTAL COST: Varies 2012 BUDGET: $750.00 I PROJECT CATEGORY Computer Software DESCRIPTION: Admin Software JUSTIFICATION: (Account Code: E490 -41430 -582 Most of the City Office functions are computerized and software updates and maintenance are required. A major update in software occurred in 2010 using funds from equipment certificates. The updates allow the public and each department to more easily access the public information. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2012 2013 2014 2015 2016 Total General Capital: Administration 4,399.68 750.00 750.00 750.00 750.00 750.00 8,149.68 PROJECT COSTS PROJECT STARTING DATE: 2008 Preliminaries Land Acquisition PROJECT COMPLETION DATE: ongoing Construction Equipment and Other 8,149.68 NEIGHBORHOOD: Total $8,149.68 Presented to the City Council on Approved _ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM-8 AD -1208 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2012 - 2016 PROJECT TITLE: Electronic Filing ITOTAL COST: $3,500 /scanner 2012 BUDGET: $500.00 (PROJECT CATEGORY Computer Software DESCRIPTION: LaserFiche scanner and additional licensed users JUSTIFICATION: Account Code: E490- 41430 -582 The City has a considerable investment in the filing system program and money should be added each year to assure that continued maintenance and enhancements and new user licenses can be added. The software functions very well and most of the records are scanned into the system. An additional scanner was added in 2010 to keep up with the electronic filing. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2012 2013 2014 2015 2016 Total General Capital: Administration 2,000.00 500.00 500.00 500.00 500.00 500.00 4,500.00 PROJECT COSTS PROJECT STARTING DATE: 2005 Preliminaries Land Acquisition PROJECT COMPLETION DATE: 2010, ongoing Construction Equipment and Other 4,500.00 NEIGHBORHOOD: Total $4,500.00 Presented to the City Council on Approved Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM -9 AD -1209 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2012 - 2016 PROJECT TITLE: City Hall - Facility Planning 'TOTAL COST: $60,000.00 2012 BUDGET: $0.00 (PROJECT CATEGORY'. Building DESCRIPTION: JUSTIFICATION: 'Account Code: E101 -41943 -300 Over the past couple years the City started designating money for a facilities study. The amount is minor up until this point. As the City continues to grow, new staff needs and additional requirements are realized. The space is more difficult to accommodate every situation. The City Hall does encompass budget requirements for all departments. The initial facility planning is charged against city hall administration. The City hired SEH to prepare a Space Needs Study in 2008 to identify what is needed for future city public spaces. The Council a facilities board in 2011 to research possible locations for the future public spaces. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2012 2013 2014 2015 2016 Total General Budget: Facilities and Planning 28,882.76 0.00 28,882.76 PROJECT COSTS PROJECT STARTING DATE: 2006 Preliminaries $28,882.76 Land Acquisition PROJECT COMPLETION DATE: 2011 Construction Equipment and Other NEIGHBORHOOD: Total $28,882.76 Presented to the City Council on Approved _ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM -10 AD -1210 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2012 - 2016 PROJECT TITLE: OPEB Update - GASB (TOTAL COST: $1,500 /update 2012 BUDGET: $500.00 (PROJECT CATEGORY: Computer Software DESCRIPTION: Update Other Post Employment Benefit Study bi or tri- annually JUSTIFICATION: (Account Code: E490- 41530 - 300/101 -41530 -300 The City must follow Governmental Accounting Standards Board (GASB) to comply with Minnesota Statutes. A new, more recent standard requires the City to record a liability for Other Post Employment Benefits (OPEB). The liability requires an actuarial study of retirement benefits. The calculation is very complex. LMC found an actuary that conducts OPEB actuaries for municipalities. The company performed St. Joseph's initial study. Staff requests to update the study every 2 -3 years to ensure the liability recorded is proper. The first update is scheduled for 2011. Council approved using funds from the 2009 capital reallocation to complete the 2011 update. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2012 2013 2014 2015 2016 Total General Capital: Administration 500.00 500.00 500.00 500.00 500.00 2,500.00 2009 CIP Realloc 1,500.00 1,500.00 PROJECT COSTS PROJECT STARTING DATE: 2005 Preliminaries Land Acquisition PROJECT COMPLETION DATE: 2011, 2014, ongoing Construction Equipment and Other 4,000.00 NEIGHBORHOOD: Total $4,000.00 Presented to the City Council on Approved _ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM -11 AD -1211 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2012 - 2016 PROJECT TITLE: Community Sign (TOTAL COST: $31,000.00 2012 BUDGET: $0.00 (PROJECT CATEGORY: other than Bldgs DESCRIPTION: Update the electronic bulletin board to digital JUSTIFICATION: !Account Code: E490- 41430 -530 The Electronic sign located at the intersection of CR 75 and College Avenue was originally constructed by Rick Feneis which he donated to the City and in exchange he received the advertising revenue for a period of 15 years. At the end of the 15 years the City would have full control of the sign. Since the sign was not working property, Cory Ehlert approached the City and stated that he would be willing to take over the sign and post announcements. At this time the City entered into a lease with Cory and over the past six years he has placed advertising on the sign, but has not utilized the marque portion of the sign. In accordance with the agreement between Feneis Signs and the City of St. Joseph, and the lease agreement between the City of St. Joseph and Welcome Signs LLC, all parties have been notified that the City of St. Joseph will not be renewing the lease of the sign and effective September 15, 2011 take full control of the sign. The sign is in need of updating and based on one quote the fee to upgrade is $ 31,000, other quotes will be solicited. Sartell has an identical; sign and operates as well, charge $ 2,700 per year per advertiser. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2012 2013 2014 2015 2016 Total General Capital: Administration 0.00 0.00 PROJECT COSTS PROJECT STARTING DATE: 2011 Preliminaries Land Acquisition PROJECT COMPLETION DATE: 2011, 2014, ongoing Construction Equipment and Other 31,000.00 NEIGHBORHOOD: Total $31,000.00 Presented to the City Council on Approved _ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM -12