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HomeMy WebLinkAbout[06a] Admin Capital Budget 2019 City of St.Joseph General Fund Capital Equipment Plan-Administration Draft as of August 20, 2018 12/31/17 Available through 7/31 through 7/31 Project Budget Project Purchased Replace Reserve Budget Grants/Aids Spent 2018 Budget 2019 Budget Budget Budget Budget Department Account Code Number Equipment Year Year Balance 2018 2018 2018 Balance 2019 Balance 2020 2021 2022 2023 Election 101-41410-530 AD-1401 Election Equipment various annually 14,988.04 2,500.00 - 17,488.04 4,200.00 21,688.04 6,300.00 6,500.00 6,750.00 7,000.00 2008/2010/ Administration 490-41430-570 AD-1502 Scanners 2016 2018 100.00 1,000.00 - - 1,100.00 1,000.00 2,100.00 1,000.00 1,000.00 1,000.00 1,000.00 490-41430-570 AD-1403 Telephone System 2017 on going 2,190.00 250.00 - - 2,440.00 250.00 2,690.00 250.00 250.00 250.00 250.00 490-41430-570 AD-1411 Mailing System 2014 2020 4,375.00 500.00 - - 4,875.00 500.00 5,375.00 625.00 500.00 500.00 500.00 490-41430-570 AD-1802 Presentation Equipment 2017 on going - 500.00 - - 500.00 500.00 1,000.00 500.00 500.00 500.00 500.00 490-41430-570 AD-1803 Electronic Sign 2017 on going 5,000.00 300.00 - - 5,300.00 2,500.00 7,800.00 3,000.00 3,500.00 4,000.00 4,500.00 490-41430-570 AD-1405 Equipment Replacement on going on going 8,587.84 500.00 - - 9,087.84 750.00 1 9,837.84 750.00 750.00 750.00 750.00 20,252.84 3,050.00 - - 23,302.84 5,500.00 28,802.84 6,125.00 6,500.00 7,000.00 7,500.00 490-41430-581 AD-1406 Computer Replacement various 2018 11,687.01 7,500.00 - 64.56 19,122.45 5,000.00 24,122.45 5,000.00 5,000.00 5,000.00 5,000.00 490-41430-582 AD-1407 Computer Software various on going 6,174.68 750.00 - 6,400.00 524.68 750.00 1,274.68 750.00 750.00 750.00 1,000.00 6,174.68 750.00 - 6,400.00 524.68 750.00 1,274.68 750.00 750.00 750.00 1,000.00 TOTAL ADMINISTRATION GENERAL CIP 53,102.57 13,800.00 - 6,464.56 60,438.01 15,450.00 75,888.01 18,175.00 18,750.00 19,500.00 20,500.00 Planning &Zoning 101-41910-300 AD-1410 Plan Update-Comp Plan 2017 2022 4,915.04 2,500.00 469.50 6,945.54 3,000.00 9,945.54 3,500.00 4,000.00 5,000.00 4,000.00 Parks 101-45202-300 AD-1901 Master Park Planning 2008 as needed - - - - - 1,000.00 1,000.00 1,500.00 1,500.00 2,000.00 2,000.00 Finance 101-41530-300 AD-1801 Plan Update-GASB 2017 2020 5,200.00 2,600.00_[_ - 1,800.00 6,000.00 1,500.00 7,500.00 1,500.00 1,500.00 1,500.00 1,500.00 10,115.04 5,100.00 2,269.50 12,945.54 5,500.00 18,445.541 6,500.00 7,000.00 8,500.00 7,500.00 PEG Equipment 108-41950-580 CAB-1601 equip replacement 2017 on going 33,717.49 3,757.60 36,000.00 1,475.09 7,910.00 9,385.09 7,900.00 7,900.00 7,900.00 7,900.00 33,717.49 7,935.00 3,757.60 36,000.00 1,475.09 7,910.00 9,385.09 7,900.00 7,900.00 7,900.00 7,900.00 TOTAL ADMINISTRATION/PLAN/FINANCE/PEG GENERAL CEP 96,935.10 26,835.00 3,757.60 44,734.06 74,858.64 28,860.00 103,718.64 32,575.00 33,650.00 35,900.00 35,900.00 2018/2020/2023 Equipment Certificates Administration 406-41430-581 AD-1406 Computer Replacement various 2018,2020 25,000.00 184.15 (4,319.40) 20,864.75 20,864.75 40,000.00 35,000.00 406-41430-582 AD-1407 Computer Software n/a 2018 14,000.00 (184.15) (13,815.85) - - - - 406-41430-570 AD-1411 Mailing System 2014 2020 - - - 2,500.00 - 2008/2010/ 406-41430-570 AD-1502 Scanners 2016 2018 18,900.00 18,900.00 18,900.00 - - TOTAL ADMINISTRATION CEP 84,735.00 3,757.60 26,598.81 114,623.39 143,483.39 42,500.00 35,000.00 ADM-1 AD-1401 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2019 - 2023 PROJECT TITLE: Election Equipment/Polling Place TOTAL COST: Varies 2019 BUDGET: $4,200.00 PROJECT CATEGORY Equipment DESCRIPTION: JUSTIFICATION: Account Code: E101-41410-530 As the City grows the polling places have changed to accommodate a larger number of voters. Changing locations requires the City to assess equipment and staffing needs. Reserved budget assists with funding elections. This allows the city to avoid a fluctuating levy for elections held every other year. Minnesota election laws require a minimum number of election judges for primary and general elections. Each election judge must attend training at Stearns County. Head judges require additional training. The training is also covered by this budget. In 2017, Stearns County will contract with the City each year for election equipment. A ballot counter= $1500/precinct; electronic register= $200/machine [require 3 per precinct for a total of$2,100/year/precinct]. The City currently has two precincts for an annual equipment cost of$4,200. As the City grows and with the annexation in 2018, a third precinct may be needed. The annual budget should be increased to work towards the annual equipment cost plus coverage for election judges and other costs. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2019 2020 2021 2022 2023 Total General Capital: Elections 17,488.04 4,200.00 6,300.00 6,500.00 6,750.00 7,000.00 48,238.04 PROJECT COSTS PROJECT STARTING DATE: 2012 Preliminaries Land Acquisition PROJECT COMPLETION DATE: ongoing Construction Equipment and Other 48,238.04 NEIGHBORHOOD: Total $48,238.04 Presented to the City Council on Approved_ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM-2 AD-1502 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2019 - 2023 PROJECT TITLE: Scanner TOTAL COST: $20,000.00 2019 BUDGET: $1,000.00 PROJECT CATEGORY:Other Equipment DESCRIPTION: Desktop Scanners for document filing JUSTIFICATION: Account Code: E490-41430-570/new-41430-570 City offices currently has four desktop scanners,the police department has two scanners,and the fire department has one scanner to file documents electronically into LaserFiche. The scanners are used frequently during the business day. The scanners have an estimated life of 5-8 years. The most used scanners were last purchased in 2010 with a 1 year warranty. As scanners are replaced, older models are transfered to other departments that use them less frequently. Based on the last purchase date,the next scanner replacement is scheduled for 2018. The cost to replace one high speed scanner is approximately $5,000. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2019 2020 2021 2022 2023 Total General Capital: Administration 1,100.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 6,100.00 Equip Certficate-23: Administration 15,000.00 15,000.00 PROJECT COSTS PROJECT STARTING DATE: 2014 Preliminaries Land Acquisition PROJECT COMPLETION DATE: 2018,ongoing Construction Equipment and Other 21,100.00 NEIGHBORHOOD: Total $21,100.00 Presented to the City Council on Approved_ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM-3 AD-1403 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2019 - 2023 PROJECT TITLE: Telephone System TOTAL COST: $500/phone 2019 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 20177 with the government center project. 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 2019 2020 2021 2022 2023 Total General Capital: Administration 2,440.00 250.00 250.00 250.00 250.00 250.00 3,690.00 PROJECT COSTS PROJECT STARTING DATE: 2006 Preliminaries Land Acquisition PROJECT COMPLETION DATE: ongoing Construction Equipment and Other 3,690.00 NEIGHBORHOOD: Total $3,690.00 Presented to the City Council on Approved— Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM-4 AD-1411 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2019 - 2023 PROJECT TITLE: Mailing System TOTAL COST: $8,500.00 2019 BUDGET: $500.00 PROJECT CATEGORY;Equipment DESCRIPTION: Mailing System-3-Station Folder/Inserter JUSTIFICATION: Account Code: E490-41430-570 The City purchased the mailing system in 2014 on a 36-month capital lease/purchase agreement. NEOPOST continues to provide service on the mailing system as part of the agreement. 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 2020. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2019 2020 2021 2022 2023 Total General Fund: Administration 4,875.00 500.00 625.00 500.00 500.00 500.00 7,500.00 Equip Certificate 2,500.00 2,500.00 PROJECT COSTS PROJECT STARTING DATE: 2014 Preliminaries Land Acquisition PROJECT COMPLETION DATE: 2020,ongoing Construction Equipment and Other 10,000.00 NEIGHBORHOOD: Total $10,000.00 Presented to the City Council on Approved_ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM-13 AD-1802 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2019 - 2023 PROJECT TITLE: Presentation Equipment TOTAL COST: Varies 2019 BUDGET: $500.00 PROJECT CATEGORY;Equipment DESCRIPTION: Replacement/Updates to presentation equipment-multi-purpose room JUSTIFICATION: Account Code: E490-41430-570 The is a new capital requests to set funds aside for presentation equipment installed in the multi-purpose room in the government center in 2017. Equipemnt includes a projector, sound/video system, screens,DVD players, cabling. Replacements are not anticipated in the next few years. As technologies change, equipment may need to be updated. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2019 2020 2021 2022 2023 Total General Capital: Administration 500.00 500.00 500.00 500.00 500.00 500.00 3,000.00 0.00 PROJECT COSTS PROJECT STARTING DATE: 2018 Preliminaries Land Acquisition PROJECT COMPLETION DATE: ongoing Construction Equipment and Other 3,000.00 NEIGHBORHOOD: Total $3,000.00 Presented to the City Council on Approved— Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date AD-1803 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2019 - 2023 PROJECT TITLE: Marque Sign TOTAL COST: Varies 2019 BUDGET: $2,500.00 PROJECT CATEGORY: Equipment DESCRIPTION: Updates to Government Center Electronic Sign JUSTIFICATION: Account Code: E490-41430-570 Part of the government center project was adding a marque electronic welcome sign. The sign is used for public announcements. From time to time,updates will be necessary as technology changes. This CEP item sets money aside each year to have funds available for future updates. In 2019, funds added for a second electronic sign. Funds in the debt service reserve account can assist in replacing the current welcome to St. Joseph signs along CSAH 75 and CSAH 2 as listed in the Engineer CII'. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2019 2020 2021 2022 2023 Total General Capital: Administration 5,300.00 2,500.00 3,000.00 3,500.00 4,000.00 4,500.00 22,800.00 0.00 PROJECT COSTS PROJECT STARTING DATE: 2018 Preliminaries Land Acquisition PROJECT COMPLETION DATE: ongoing Construction Equipment and Other 22,800.00 NEIGHBORHOOD: Total $22,800.00 Presented to the City Council on Approved_ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date AD-1405 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2019 - 2023 PROJECT TITLE: Equipment Replacement TOTAL COST: Varies 2019 BUDGET: $750.00 PROJECT CATEGORY;Equipment DESCRIPTION: JUSTIFICATION: Account Code: E490-41430-570 These funds have been set aside to offset unexpected office equipment replacement. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2019 2020 2021 2022 2023 Total General Capital: Administration 9,087.84 750.00 750.00 750.00 750.00 750.00 12,837.84 0.00 PROJECT COSTS PROJECT STARTING DATE: <2007 Preliminaries Land Acquisition PROJECT COMPLETION DATE: ongoing Construction Equipment and Other 12,837.84 NEIGHBORHOOD: Total $12,837.84 Presented to the City Council on Approved_ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM-6 AD-1406 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2019 - 2023 PROJECT TITLE: Computer Replacement TOTAL COST: $2,500/system 2019 BUDGET: $5,000.00 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. Administration is tracking computer rotation for the entire city. The goal is to tier out computer replacements. This capital request includes the main servers. The servers have a useful life of 5 years. The last server replacement was 2017 with the government center project. The servers can be replaced in 2023 with equipment certificates. There is not much useful life in the replaced computers once the hardrives are removed. Also part of this CEP request is the replacement/addition of iPads. Administration also needs to plan for replacement of the Council Wads as one staff Wad has already stopped working. In 2018,the PW computers were updated. A computer purchase will also be necessary for the finance technician when hired in fall 2018. Budgeting at a minimum of$7,500 and building in funding with the equipment certificates are necessary for scheduled replacements on the servers,desktops,laptops and Wads. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2019 2020 2021 2022 2023 Total General Capital: Administration 19,122.45 5,000.00 5,000.00 5,000.00 5,000.00 5,000.00 44,122.45 Equip Cert. 18,20,23 20,864.75 40,000.00 35,000.00 95,864.75 PROJECT COSTS PROJECT STARTING DATE: <2007 Preliminaries Land Acquisition PROJECT COMPLETION DATE: 2020,ongoing Construction Equipment and Other 139,987.20 NEIGHBORHOOD: Total $139,987.20 Presented to the City Council on Approved— Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM-7 AD-1407 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2019 - 2023 PROJECT TITLE: Software TOTAL COST: Varies 2019 BUDGET: $750.00 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 and 2013 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. The website was enhanced with LaserFiche Forms in 2018. Annual funding will provide further automation opportunities in the city. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2019 2020 2021 2022 2023 Total General Capital: Administration 524.68 750.00 750.00 750.00 750.00 1,000.00 4,524.68 Equip Certificate 0.00 0.00 PROJECT COSTS PROJECT STARTING DATE: 2008 Preliminaries Land Acquisition PROJECT COMPLETION DATE: ongoing Construction Equipment and Other 4,524.68 NEIGHBORHOOD: Total $4,524.68 Presented to the City Council on Approved_ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM-8 AD-1410 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2019 - 2023 PROJECT TITLE: Comprehensive Plan Update TOTAL COST: $20,000.00 2019 BUDGET: $3,000.00 PROJECT CATEGORY;Planning DESCRIPTION: 5 year update comprehensive plan, includes applicable ordinances JUSTIFICATION: Account Code: E101-41910-300 Statutes suggest updating the City's comprehensive plan approximately every five years to update current needs and trends of the City. The last update was completed in 2017/2018. Staff recommends setting aside funds to complete the next update in 2022 at an estimated cost of$10,000. The next update will be less intense as the 2017 re-write. Future budgets include some funding for other plan updates also such as the transportation plan. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2019 2020 2021 2022 2023 Total General Fund: Planning&Zoning 6,945.54 3,000.00 3,500.00 4,000.00 5,000.00 4,000.00 26,445.54 PROJECT COSTS PROJECT STARTING DATE: 2014 Preliminaries Land Acquisition PROJECT COMPLETION DATE: 2022 ongoing Construction Equipment and Other 26,445.54 NEIGHBORHOOD: I Total $26,445.54 Presented to the City Council on Approved_ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date ADM-12 ADA 801 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2019 - 2023 PROJECT TITLE: GASB/OPEB Updates TOTAL COST: $20,000.00 2019 BUDGET: $1,500.00 PROJECT CATEGORY;Planning DESCRIPTION: Consulting fees for new GASB reporting standards JUSTIFICATION: Account Code: E101-41530-300 The City of St. Joseph is required to report their year-end financial statements in accordance with U.S. governmental accounting standards adopted by the Governmental Accounting Standards Board(GASB). Due to the population size of St. Joseph,Minnesota Statutes require compliance with GASB. Recent GASB statements require the City to show a liabilities for Other Post Employment Benefits(OPEB)and pension expenses. To comply with the liability calculation, an actuary has been hired to meet auditing standards. In 2018,the City no longer had an OPEB liability due to changed in health insurance coverage and administration. Future contracts may create an OPEB liability once again. Annual and bi-annual costs will be incurred for professional services to update these liabilities. Other new GASB standards that may require professional services to calculate will be coded to this capital item. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2019 2020 2021 2022 2023 Total General Fund: Finance 6,000.00 1,500.00 1,500.00 1,500.00 1,500.00 1,500.00 13,500.00 PROJECT COSTS PROJECT STARTING DATE: 2015 Preliminaries Land Acquisition PROJECT COMPLETION DATE: ongoing Construction Equipment and Other 13,500.00 NEIGHBORHOOD: Total $13,500.00 Presented to the City Council on Approved_ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date AD-1901 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2019 - 2023 PROJECT TITLE: Master Park Planning TOTAL COST: $20,000.00 2019 BUDGET: $1,000.00 PROJECT CATEGORY;Planning DESCRIPTION: Master plan park before development/redevelopment JUSTIFICATION: Account Code: E101-45202-300 This funding request sets funds aside for master park planning and may include planning for recreation and the community center phases. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2019 2020 2021 2022 2023 Total General Fund: Parks 0.00 1,000.00 1,500.00 1,500.00 2,000.00 2,000.00 8,000.00 PROJECT COSTS PROJECT STARTING DATE: 2015 Preliminaries Land Acquisition PROJECT COMPLETION DATE: As needed Construction Equipment and Other 8,000.00 NEIGHBORHOOD: Total $8,000.00 Presented to the City Council on Approved_ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date