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JOSEPH CAPITAL IMPROVEMENT PLAN 2014 - 2018 Election Equipment/Polling PlaceVaries PROJECT TITLE:TOTAL COST: $4,000.00Equipment 2014 BUDGET:PROJECT CATEGORY: 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. New laws in Minnesota requires a minimum number of election judges for primary and general elections. Each election judge must attend training at the County. Head judges require additional training. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project FundingPrior 2014201520172018 SourceYears2016Total General Capital: 4,000.004,000.004,000.004,000.00 Elections27,264.914,000.0047,264.91 PROJECT COSTS 2012 PROJECT STARTING DATE:Preliminaries Land Acquisition 2014, ongoing PROJECT COMPLETION DATE:Construction 47,264.91 Equipment and Other $47,264.91 NEIGHBORHOOD:Total Presented to the City Council on ApprovedDeniedTabled Comments Approval to Purchase Date_________________________Authorizing InitialsDate ADM-2 AD-1402 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2014 - 2018 Copy/Fax Machine$14,000.00 PROJECT TITLE:TOTAL COST: $2,000.00Other Equipment 2014 BUDGET:PROJECT CATEGORY: Network color copier/fax machine/scanner DESCRIPTION: JUSTIFICATION: Account Code: E490-41430-570 The current color copy/fax machine was purchased in 2013 from reserved capital funds. Over the past years we have determined that a copy machine will last between 3 to 5 years. Replacement should be considered in 2018 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 FundingPrior 2014201520172018 SourceYears2016Total General Capital: 2,000.002,500.003,000.003,500.00 Administration7,500.003,000.0021,500.00 PROJECT COSTS 2007 PROJECT STARTING DATE:Preliminaries Land Acquisition 2018,ongoing PROJECT COMPLETION DATE:Construction 21,500.00 Equipment and Other $21,500.00 NEIGHBORHOOD:Total Presented to the City Council on ApprovedDeniedTabled Comments Approval to Purchase Date_________________________Authorizing InitialsDate ADM-3 AD-1403 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2014 - 2018 Telephone System$500/phone PROJECT TITLE:TOTAL COST: $250.00Furniture and Equipment 2014 BUDGET:PROJECT CATEGORY: Digital Intra-Office Phone System DESCRIPTION: 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 FundingPrior 2014201520172018 SourceYears2016Total General Capital: 250.00250.00250.00250.00 Administration1,250.00250.002,500.00 PROJECT COSTS 2006 PROJECT STARTING DATE:Preliminaries Land Acquisition ongoing PROJECT COMPLETION DATE:Construction 2,500.00 Equipment and Other $2,500.00 NEIGHBORHOOD:Total Presented to the City Council on ApprovedDeniedTabled Comments Approval to Purchase Date_________________________Authorizing InitialsDate ADM-4 AD-1404 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2014 - 2018 Processing Station $4,000/workstation PROJECT TITLE:TOTAL COST: $500.00Furniture and Equipment 2014 BUDGET:PROJECT CATEGORY: Work Flow Workstation to Process Administrative Materials DESCRIPTION: 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. Council approved funds to remodel the admin spaces for a workflow processing center. The remodel was not completing due to ongoing discussions on the future government center. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project FundingPrior 2014201520172018 SourceYears2016Total General Capital: 500.00500.00500.00500.00 Administration5,448.55500.007,948.55 PROJECT COSTS 2004 PROJECT STARTING DATE:Preliminaries Land Acquisition ongoing PROJECT COMPLETION DATE:Construction 7,948.55 Equipment and Other $7,948.55 NEIGHBORHOOD:Total Presented to the City Council on ApprovedDeniedTabled Comments Approval to Purchase Date_________________________Authorizing InitialsDate ADM-5 AD-1405 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2014 - 2018 Equipment ReplacementVaries PROJECT TITLE:TOTAL COST: $0.00Equipment 2014 BUDGET:PROJECT CATEGORY: 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 FundingPrior 2014201520172018 SourceYears2016Total General Capital: 0.00250.00250.00250.00 Administration6,673.34250.007,673.34 0.00 PROJECT COSTS <2007 PROJECT STARTING DATE:Preliminaries Land Acquisition ongoing PROJECT COMPLETION DATE:Construction 7,673.34 Equipment and Other $7,673.34 NEIGHBORHOOD:Total Presented to the City Council on ApprovedDeniedTabled Comments Approval to Purchase Date_________________________Authorizing InitialsDate ADM-6 AD-1406 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2014 - 2018 Computer Replacement$2,000/ system PROJECT TITLE:TOTAL COST: $4,000.00Computer Equipment 2014 BUDGET:PROJECT CATEGORY: Computers DESCRIPTION: 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 FundingPrior 2014201520172018 SourceYears2016Total General Capital: 4,000.006,000.007,500.008,000.00 Administration11,303.147,000.0043,803.14 2013 Equip Certificate22,005.0722,005.07 16,000.0025,000.00 Equip Cert. 2015,201841,000.00 PROJECT COSTS <2007 PROJECT STARTING DATE:Preliminaries Land Acquisition ongoing PROJECT COMPLETION DATE:Construction 106,808.21 Equipment and Other $106,808.21 NEIGHBORHOOD:Total Presented to the City Council on ApprovedDeniedTabled Comments Approval to Purchase Date_________________________Authorizing InitialsDate ADM-7 AD-1407 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2014 - 2018 SoftwareVaries PROJECT TITLE:TOTAL COST: $500.00Computer Software 2014 BUDGET:PROJECT CATEGORY: Admin Software DESCRIPTION: 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. Current updates include property management and GIS software. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project FundingPrior 2014201520172018 SourceYears2016Total General Capital: 500.00750.00750.00750.00 Administration4,899.68750.008,399.68 PROJECT COSTS 2008 PROJECT STARTING DATE:Preliminaries Land Acquisition ongoing PROJECT COMPLETION DATE:Construction 8,399.68 Equipment and Other $8,399.68 NEIGHBORHOOD:Total Presented to the City Council on ApprovedDeniedTabled Comments Approval to Purchase Date_________________________Authorizing InitialsDate ADM-8 AD-1408 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2014 - 2018 Electronic Filing$3,500/scanner PROJECT TITLE:TOTAL COST: $500.00Computer Software 2014 BUDGET:PROJECT CATEGORY: LaserFiche scanner and additional licensed users DESCRIPTION: 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. Another scanner may be added in 2014. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project FundingPrior 2014201520172018 SourceYears2016Total General Capital: 500.00500.00500.00500.00 Administration2,500.00500.005,000.00 PROJECT COSTS 2005 PROJECT STARTING DATE:Preliminaries Land Acquisition PROJECT COMPLETION DATE:Construction ongoing 5,000.00 Equipment and Other $5,000.00 NEIGHBORHOOD:Total Presented to the City Council on ApprovedDeniedTabled Comments Approval to Purchase Date_________________________Authorizing InitialsDate ADM-9 AD-1409 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2014 - 2018 City Hall - Facility Planning$60,000.00 PROJECT TITLE:TOTAL COST: $0.00 Building 2014 BUDGET:PROJECT CATEGORY: DESCRIPTION: JUSTIFICATION: Account Code: E101-41943-300 Over the past couple years the City started designating money for a facilities study. 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 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 Hagemeister Mack to analyze option for a government center/community center plan and RA Morton to oversee the project. Some of the professional services are funded through the 1/2 cent sales tax funds for the community center portion of the project. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project FundingPrior 2014201520172018 SourceYears2016Total General Budget: 0.00 Facilities and Planning7,008.457,008.45 PROJECT COSTS 2006$7,008.45 PROJECT STARTING DATE:Preliminaries Land Acquisition 2013/2014 PROJECT COMPLETION DATE:Construction Equipment and Other $7,008.45 NEIGHBORHOOD:Total Presented to the City Council on ApprovedDeniedTabled Comments Approval to Purchase Date_________________________Authorizing InitialsDate ADM-10 CAB-1401 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2014 - 2018 PROJECT TITLE:TOTAL COST: $7,250.00Cable Equipment 2014 BUDGET:PROJECT CATEGORY: DESCRIPTION: JUSTIFICATION: Account Code: E108-41950-580 PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project FundingPrior 2014201520172018 SourceYears2016Total Cable Access Equip 7,250.007,250.007,250.007,250.00 10,516.147,250.0046,766.14 PEG fees PROJECT COSTS 2014 PROJECT STARTING DATE:Preliminaries Land Acquisition ongoing PROJECT COMPLETION DATE:Construction 46,766.14 Equipment and Other $46,766.14 NEIGHBORHOOD:Total Presented to the City Council on ApprovedDeniedTabled Comments Approval to Purchase Date_________________________Authorizing InitialsDate ADM-11 AD-1410 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2014 - 2018 Comprehensive Plan Update$10,000.00 PROJECT TITLE:TOTAL COST: $5,000.00Equipment 2014 BUDGET:PROJECT CATEGORY: 5 year update comprehensive plan, includes applicable ordinances DESCRIPTION: JUSTIFICATION: Account Code: E101-4910-300 Statutes suggest updating the City's comprehensive plan approximately every five years to update current needs and trends of the City. The last updated was completed in 2008. Staff recommends setting aside funds to complete the next update in 2015 at an estimated cost of $10,000. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project FundingPrior 2014201520172018 SourceYears2016Total General Fund: 5,000.005,000.002,000.002,000.00 Planning & Zoning0.002,000.0016,000.00 PROJECT COSTS 2014 PROJECT STARTING DATE:Preliminaries Land Acquisition 2015, ongoing PROJECT COMPLETION DATE:Construction 16,000.00 Equipment and Other $16,000.00 NEIGHBORHOOD:Total Presented to the City Council on ApprovedDeniedTabled Comments Approval to Purchase Date_________________________Authorizing InitialsDate ADM-12 AD-1411 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2014 - 2018 Mailing System$8,500.00 PROJECT TITLE:TOTAL COST: $1,000.00Equipment 2014 BUDGET:PROJECT CATEGORY: M4000 3-Station Folder/Inserter DESCRIPTION: JUSTIFICATION: Account Code: E490-41430-570 The City purchased the M4000 mailing system in 2008 on a 36-month capital lease/purchase agreement. The lease has since been paid off. NEOPOST continues to provide service on the mailing system as part of the agreement. Service calls are beginning to be more frequent. The mailing system is used to mail utility bills, city newsletters and other large mailings to the community. The expected life is 5-10 years. Staff recommends replacement in 2015. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project FundingPrior 2014201520172018 SourceYears2016Total General Fund: 1,000.001,000.001,000.001,000.00 Administration0.001,000.005,000.00 6,500.00 Equip. Certificate - 156,500.00 PROJECT COSTS 2014 PROJECT STARTING DATE:Preliminaries Land Acquisition 2015, ongoing PROJECT COMPLETION DATE:Construction 11,500.00 Equipment and Other $11,500.00 NEIGHBORHOOD:Total Presented to the City Council on ApprovedDeniedTabled Comments Approval to Purchase Date_________________________Authorizing InitialsDate ADM-13