HomeMy WebLinkAboutADMIN CAPITAL IMPROVEMENT 2013 CAPITAL IMPROVEMENT PLAN
ADMINISTRATION ADM 1 -10
ADMINISTRATION SUMMARY ADM 1
[AD -1301] ELECTION EQUIPMENT /POLLING PLACE ADM 2
[AD -1302] COPY /FAX MACHINE ADM 3
[AD -1303] TELEPHONE SYSTEM ADM 4
[AD -1305] EQUIPMENT REPLACEMENT ADM 5
[AD -1306] COMPUTER REPLACEMENT ADM 6
[AD -1307] SOFTWARE ADM 7
[AD -1308] ELECTRONIC FILING ADM 8
[AD -1309] CITY HALL - FACILITY PLANNING ADM 9
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AD -1301
CITY OF ST. JOSEPH
CAPITAL IMPROVEMENT PLAN
2013 - 2017
PROJECT TITLE: Election Equipment/Polling Place (TOTAL COST: Varies
2013 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. 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 election which typically brings out more voters. Also on the ballot for 2012 is a
question on whether or not to require voter ID's to vote. If passed, the City will incur additional costs to
conduct the 2014 elections.
PROJECT COSTS AND FUNDING SOURCES BY YEARS:
Project Funding Prior
Source Years 2013 2014 2015 2016 2017 Total
General Capital:
Elections 33,110.37 3,000.00 4,000.00 4,000.00 4,000.00 4,000.00 52,110.37
PROJECT COSTS
PROJECT STARTING DATE: 2006 Preliminaries
Land Acquisition
PROJECT COMPLETION DATE: 2012, 2014 ongoing Construction
Equipment and Other 52,110.37
NEIGHBORHOOD: Total $52,110.37
Presented to the City Council on Approved _ Denied Tabled
Comments
Approval to Purchase Date Authorizing Initials Date
ADM -2
C.r i
CITY OF ST. JOSEPH
CAPITAL IMPROVEMENT PLAN
2013 - 2017
PROJECT TITLE: Copy/Fax Machine ITOTAL COST: $12,500.00
2 14:. 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. Replacement 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. The current copier may be placed in a different dept or
traded in to reduce the cost of a new copy machine.
PROJECT COSTS AND FUNDING SOURCES BY YEARS:
Project Funding Prior
Source Years 2013 2014 2015 2016 2017 Total
General Capital:
Administration 12,448.55 500.00 2,000.00 2,500.00 2,500.00 2,500.00 22,448.55
PROJECT COSTS
PROJECT STARTING DATE: 2007 Preliminaries
Land Acquisition
PROJECT COMPLETION DATE: 2013, 2018,ongoing Construction
Equipment and Other 22,448.55
NEIGHBORHOOD: Total $22,448.55
Presented to the City Council on Approved _ Denied Tabled
Comments
Approval to Purchase Date Authorizing Initials Date
ADM -3
AD -1303
CITY OF ST. JOSEPH
CAPITAL IMPROVEMENT PLAN
2013 - 2017
PROJECT TITLE: Telephone System (TOTAL COST: $500 /phone
2013 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 2013 2014 2015 2016 2017 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 -1305
CITY OF ST. JOSEPH
CAPITAL IMPROVEMENT PLAN
2013 - 2017
PROJECT TITLE: Equipment Replacement (TOTAL COST: Varies
2013 BUDGET: $0.00 '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 2013 2014 2015 2016 2017 Total
General Capital:
Administration 6,173.34 0.00 0.00 250.00 250.00 250.00 6,923.34
PROJECT COSTS
PROJECT STARTING DATE: <2007 Preliminaries
Land Acquisition
PROJECT COMPLETION DATE: ongoing Construction
Equipment and Other 6,923.34
NEIGHBORHOOD: Total $6,923.34
Presented to the City Council on Approved _ Denied Tabled
Comments
Approval to Purchase Date Authorizing Initials Date
ADM -5
AD -1306
CITY OF ST. JOSEPH
CAPITAL IMPROVEMENT PLAN
2013 - 2017
PROJECT TITLE: Computer Replacement 'TOTAL COST: $3,000/ system
2013 BUDGET: $26,000.00 '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, Building Inspections, EDA and Police under this
capital item. This capital request includes the main servers. The servers have a useful life of 5 years. The
next replacement is 2013. Administration added to the 2013 equipment certificates to fund.
PROJECT COSTS AND FUNDING SOURCES BY YEARS:
Project Funding Prior
Source Years 2013 2014 2015 2016 2017 Total
General Capital:
Administration 12,317.63 1,000.00 4,000.00 6,000.00 7,000.00 7,500.00 37,817.63
2013 Equip Certificate 25,000.00 25,000.00
2015 Equip Certificate 16,000.00 16,000.00
PROJECT COSTS
PROJECT STARTING DATE: <2007 Preliminaries
Land Acquisition
PROJECT COMPLETION DATE: ongoing Construction
Equipment and Other 78,817.63
NEIGHBORHOOD: Total $78,817.63
Presented to the City Council on Approved _ Denied Tabled
Comments
Approval to Purchase Date Authorizing Initials Date
ADM -6
AD -1307
CITY OF ST. JOSEPH
CAPITAL IMPROVEMENT PLAN
2013 - 2017
PROJECT TITLE: Software (TOTAL COST: Varies
2013 BUDGET: $500.00 (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 2013 2014 2015 2016 2017 Total
General Capital:
Administration 4,399.68 500.00 500.00 750.00 750.00 750.00 7,649.68
PROJECT COSTS
PROJECT STARTING DATE: 2008 Preliminaries
Land Acquisition
PROJECT COMPLETION DATE: ongoing Construction
Equipment and Other 7,649.68
NEIGHBORHOOD: Total $7,649.68
Presented to the City Council on Approved Denied Tabled
Comments
Approval to Purchase Date Authorizing Initials Date
ADM -7
AD -1308
CITY OF ST. JOSEPH
CAPITAL IMPROVEMENT PLAN
2013 - 2017
PROJECT TITLE: Electronic Filing ITOTAL COST: $3,500 /scanner
2013 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 2013 2014 2015 2016 2017 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: 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 -8
AD -1309
CITY OF ST. JOSEPH
CAPITAL IMPROVEMENT PLAN
2013 - 2017
PROJECT TITLE: City Hall - Facility Planning (TOTAL COST: $60,000.00
2013 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. Also, the City
purchased the old Credit Union building next to City Hall for possible expansion of spaces including a
community center. In 2012, the City hired an architect to create a plan for the future space and a construction
manager to oversee the project.
PROJECT COSTS AND FUNDING SOURCES BY YEARS:
Project Funding Prior
Source Years 2013 2014 2015 2016 2017 Total
General Budget:
Facilities and Planning 9,381.06 0.00 9,381.06
PROJECT COSTS
PROJECT STARTING DATE: 2006 Preliminaries $9,381.06
Land Acquisition
PROJECT COMPLETION DATE: 2013 Construction
Equipment and Other
NEIGHBORHOOD: Total $9,381.06
Presented to the City Council on Approved _ Denied Tabled
Comments
Approval to Purchase Date Authorizing Initials Date
ADM -9