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Home My WebLink About[10] 2020 Equipment Certificates Council Agenda Item 10 MEETING DATE: January 6, 2020 AGENDA ITEM: 2020 Equipment Certificates SUBMITTED BY: Finance /Department Heads BOARD/COMMISSION/COMMITTEE RECOMMENDATION: None PREVIOUS COUNCIL ACTION: Council adopted the 2020 Capital Equipment Plans on December 16, 2019. BACKGROUND INFORMATION: The City has been issuing two Equipment Certificates since 2002 to level out spikes in the budget for general equipment purchases/replacements. The Capital Equipment Plans (CEP) incorporates the five-year rotating certificates in the levy budget. The next certificate will be paid in full in 2020; therefore, a new certificate would be issued during the year with the first payment beginning in 2021. While the Council did not approve moving forward with purchasing the equipment with the adoption of the CEP, the Council agreed to the amount of the 2020 Equipment Certificate in the amount of $215,000 with the following items partially funded with the certificate. Council requested to review the equipment list to be approved prior to the issuance of the certificate. Staff recommends the following items to purchase/replace with the 2020 Equipment Certificates. The CEP form for each item follows this request along with a summary of the maintenance costs for the street sweeper. Computer Upgrades Surveillance Cameras Squad Lease to Purchase Squad Laptops 1575 Lawn Tractor Addition Utility Truck Street Sweeper BUDGET/FISCAL IMPACT: $215,000 Equipment Certificates ATTACHMENTS: Request for Council Action – Equipment Certificate Summary Equipment Certificate Funding Capital Equipment Plan Forms/Street Sweeper Maintenance Costs REQUESTED COUNCIL ACTION: Consider approval of the equipment list for the 2020 Equipment Certificates. cutscuts Recession/LGARecession/LGA GreatGreat toto 8% duedue 10%55%58% 35%33% 100%100% decreasedecrease IźƭƷƚƩǤIźƭƷƚƩǤ 203,500366,500 $$ $$$$$$$$ /ĻƩƷźŅźĭğƷĻ/ĻƩƷźŅźĭğƷĻ Works112,500Works214,300 2015165,0002010150,0002006250,0002002245,0002018265,0002013265,0002008290,0002004280,000 9ƨǒźƦƒĻƓƷ Admin20,000Police71,000Public 9ƨǒźƦƒĻƓƷ Admin122,700Police29,500Public 5,575.001,125.002,000.007,500.00 18,000.0038,500.0028,000.0046,000.0011,500.0031,000.0014,000.0095,300.0025,000.0016,500.00 20,000.0019,550.0033,450.0030,000.0086,000.0027,500.0025,000.0013,500.00 ЋЉЌͲЎЉЉ͵ЉЉЌЏЏͲЎЉЉ͵ЉЉ ЋЊЎͲЉЉЉ͵ЉЉ ЌБЉͲЉЉЉ͵ЉЉ 9ƨǒźƦƒĻƓƷ9ƨǒźƦƒĻƓƷ costscosts valuevalue 4,000.007,375.00 2,950.001,550.005,000.007,500.00 parpar 39,144.4120,000.0012,800.0015,000.0014,000.0010,000.0043,500.0055,000.00 17,000.0036,000.0094,700.0012,500.00 ЋЎАͲЊЍЍ͵ЍЊЌЌЉͲЌАЎ͵ЉЉ 189,500.00 issuanceissuance issueissue debtdebt debt debt 8,500.007,000.00 /ƚƭƷCǒƓķƭ/ĻƩƷźŅźĭğƷĻ/ƚƭƷCǒƓķƭ/ĻƩƷźŅźĭğƷĻ υЊЏЎͲЉЉЉυЋЏЎͲЉЉЉ estimatedestimated 9ƨǒźƦtƩźƚƩ9ƨǒźƦtƩźƚƩ 22,500.0035,000.0018,000.0048,000.0050,000.0035,000.0048,000.0050,000.0020,000.0035,000.0060,000.0080,000.00 59,144.4118,375.0045,000.00 ЍЏЉͲЏЍЍ͵ЍЊЏВЏͲБАЎ͵ЉЉ 228,000.00100,000.00190,000.00 ǞğƭǞğƭ .ǒķŭĻƷĻķ.ǒķŭĻƷĻķ ƚŅŅƚŅŅ υЌАͲЉЉЉ͵υЎАͲЉЉЉ͵ ƩƚƌƌźƓŭƩƚƌƌźƓŭ ğƩƚǒƓķğƩƚǒƓķ /ĻƩƷźŅźĭğƷĻ/ĻƩƷźŅźĭğƷĻ r Own used to Cameras TractorTractor /ĻƩƷźŅźĭğƷĻ/ĻƩƷźŅźĭğƷĻ Loader Loade Mower Tractor Sweeper TruckTruck LaptopsLease705 End 9ƨǒźƦƒĻƓƷ Lawn 9ƨǒźƦƒĻƓƷ LawnJD Truck, ƦğǤƒĻƓƷƭΉƌĻǝǤƦğǤƒĻƓƷƭΉƌĻǝǤ Steer Toro ЋЉЋЉ Street1575Utility ЋЉЋЌ 1575UtilityFront522596"PlowSkid Computer Replacement SquadSurveillanceSquad 9ƨǒźƦƒĻƓƷǞźƷŷ ScannersMailing SystemComputer ReplacementElectronic Welcome Sign DefibulatorsSquad 9ƨǒźƦƒĻƓƷǞźƷŷ PD-1408PD-1410PD-1411AD-1411AD-1406AD-1803PD-1412PD-1411 AD-1406AD-1502 PW-1407PW-1415PW-1403PW-1415PW-1403PW-1425PW-2001PW-1406PW-1409 PW-1903 AD-1406 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2020 - 2024 Computer Replacement$2,500/ system PROJECT TITLE:TOTAL COST: $0.00Computer Equipment 2020 BUDGET:PROJECT CATEGORY Desktops, iPads, Laptops, Servers DESCRIPTION: Account Code: E490-41430-581 JUSTIFICATION: 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 monitors all iPads used by staff and council under this CEP item. Mobile iPads were added to the 5 squad cars and 3 PW vehicles for work in the field. The FD iPads are covered under the FD budget. Budgeting at a minimum of $5,000 and build in funding with the equipment certificates are necessary for scheduled replacements on the servers, desktops, laptops and iPads. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project FundingPrior 2020202120232024 SourceYears2022Total General Capital: 0.005,000.005,000.00500.00 Administration27,158.675,000.0042,658.67 20,000.0030,000.00 Equip Cert. 20,2311,790.7561,790.75 PROJECT COSTS <2007 PROJECT STARTING DATE:Preliminaries Land Acquisition 2020, 2023, ongoing PROJECT COMPLETION DATE:Construction 104,449.42 Equipment and Other $104,449.42 NEIGHBORHOOD:Total PresentedtotheCityCouncilonApprovedDeniedTabled /ƚƒƒĻƓƷƭ ApprovaltoPurchaseDate_________________________AuthorizingInitialsDate ADM-7 PD-1408 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2020 - 2024 Mobile Laptops$4,500/squad PROJECT TITLE:TOTAL COST: $0.00Communication Equipment 2020 BUDGET:PROJECT CATEGORY Laptop computers for in patrol cars plus printers DESCRIPTION: Account Code: E490-42151-581 JUSTIFICATION: These computers are used to run our in car mobile programs. The laptops link us to the state and local agencies. The current 5 mobile computers were purchased in 2016 and would be looking to update again in 2020 based on a 4-year rotation. The laptops are purchased through Stearns County with their purchase venture agreement. The cost per unit is approximately $4,500. The old laptops may be sold with the residuals going into this reserve acccount. The capital item added funding for 5 mobile laptop replacements in 2020 (including required printers). PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project FundingPrior 2020202120232024 SourceYears2022Total Police Communication Equip:0.00 0.005,625.005,625.005,625.00 Mobile Laptops2,450.955,625.0024,950.95 19,550.00 Equip Certificate - 20 500.00 Trade In Value500.00 PROJECT COSTS 2006 PROJECT STARTING DATE:Preliminaries Land Acquisition 2020, ongoing PROJECT COMPLETION DATE:Construction 25,450.95 Equipment and Other $25,450.95 NEIGHBORHOOD:Total PresentedtotheCityCouncilonApprovedDeniedTabled /ƚƒƒĻƓƷƭ _AuthorizingInitialsDate ApprovaltoPurchaseDate________________________ POL-9 PD-1410 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2020 - 2024 Community Protection Cameras$48,000.00 PROJECT TITLE:TOTAL COST: $0.00Other Police Equipment 2020 BUDGET:PROJECT CATEGORY Video Cameras for surveillance DESCRIPTION: E490-42120-580 Account Code: JUSTIFICATION: Over the past several years, community video cameras have been placed in cities and other areas as an aid to public safety. As our community grows, so do the issues that arise with more people and more diversity. I am looking to start funding for video cameras to assist the city with protecting itself and the citizens who enjoy the community. The main uses for these cameras are to deter crime and protect citizens, protect property from theft, damage and vandalism. The cameras would also be used to assist with identification of suspects and resolve crime more quickly and efficiently. The cameras the city would purchase would be used in public places only, such as the business district downtown and various parks. Cameras could be moved to other places where problems arise and the use of video could help resolve those issues. After a few cameras are installed, the Police Department will monitor for a couple years of using cameras, and re-evaluate the effectiveness of the video to determine further direction at that time. The balance from the 2018 equipment certificates is the balance for the community center equipment. Part of the equipment is adding cameras and the monitoring system at the community center. There were updates in 2019; awaiting invoicing. The police dept is also considering the camera system in the interview and evidence rooms per BCA standards. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project FundingPrior 2020202120232024 SourceYears2022Total 33,450.00 Equip Certificates-18,2017,280.8750,730.87 Police Equip: 0.00750.001,000.001,000.00 Cameras2,210.00750.005,710.00 PROJECT COSTS 2013 PROJECT STARTING DATE:Preliminaries Land Acquisition 2020, ongoing PROJECT COMPLETION DATE:Construction 56,440.87 Equipment and Other $56,440.87 NEIGHBORHOOD:Total PresentedtotheCityCouncilonApprovedDeniedTabled /ƚƒƒĻƓƷƭ ApprovaltoPurchaseDate_________________________AuthorizingInitialsDate POL-11 PD-1411 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2020 - 2024 Police Squads$35,000.00 PROJECT TITLE:TOTAL COST: $0.00Motor Vehicle 2020 BUDGET:PROJECT CATEGORY: DESCRIPTION:Squad 705 - Ford Explorer; change squad leases to own as leases expire Account Code: E490-42152-550 JUSTIFICATION: Currently the City owns Unit 705 and 702. 705 is low marked and used for multiple purposes including travel to training, school resource, community policing, traffic control, investigations, etc. Squad 705 will be replaced in 2022 or 2025 with budget funding, equipment certificate funding and trade in value. New for 2019, the Council approved purchasing squads versus leases. Minnesota Travel Management has increased costs, reduced mileage and reduced maintenance coverage the past couple years. As a result, purchasing with 100,000 mile warranty looks more cost effective. The city bought out squad 702 in 2019. The next lease to roll off is squad 703 in May 2020. The City will have the option to buy out the vehicle for $15,000 with the Chevy model. There will still be mileage remaining on the warranty at that time and allow for another couple year's use. The buy out cost will be covered by lease expense savings and not changing safety equipment over for a few more years. When the squad is replaced in 2021-2022, the trade in value is estimated to be $5,000. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project FundingPrior 2020202120232024 SourceYears2022Total 18,000.0027,500.00 Equip Certificate - 2020,202345,500.00 5,000.0015,000.005,000.00 Trade in Value5,000.0030,000.00 Police Equip: 0.008,000.0015,000.0015,000.00 Motor Vehicles25,209.3612,500.0075,709.36 7,500.007,500.0036,000.0030,000.00 Lease to own expense36,000.00117,000.00 PROJECT COSTS 2013 PROJECT STARTING DATE:Preliminaries Land Acquisition 2021-squad 702; 2022-squads 703; PROJECT COMPLETION DATE:Construction 2023-squad 701/705; 2024-squad 704 268,209.36 Equipment and Other $268,209.36 NEIGHBORHOOD:Total PresentedtotheCityCouncilonApprovedDeniedTabled /ƚƒƒĻƓƷƭ ApprovaltoPurchaseDate_________________________AuthorizingInitialsDate POL-12 PW-1403 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2020 - 2024 Public Works Vehicle - General Maintenance$50,000.00 PROJECT TITLE:TOTAL COST: 2020 BUDGET:PROJECT CATEGOR$9,800.00Equipment Y 3/4 ton Truck DESCRIPTION: E490-43120/45202-550/601-49440-550/ 602-49480- Account Code: JUSTIFICATION: 550 The Public Works truck fleet includes seven trucks. The replacement budget includes a tow package and Whelen strobe lights for a new vehicle purchased through the State Venture contract. A truck is anticipated to be replaced in 2020 and one in 2021. The trucks have a useful life of 5-7 years; however, PW staff has maintained the vehicles and kept mileage down when possible to extend the life of the trucks to 10-15 years. The future replacements are tiered to reduce a one-year impact of a total fleet replacement. The trade-in values will help offset the vehicle costs. With the 2018 annexation and continued growth of the City, an additional maintenance worker and additional equipment will be needed. Seed money should be included in the budget for an additional 1 ton maintenance truck, including plow and sander. The estimated cost of the additional truck is $50,000 and programmed to purchase in 2023. The 2020 vehicle will be an addition to the fleet, keeping #25 a few more years. #25 is showing wear, but still able to use for projects in the city limits. The trade in value will be minimal due to the age, miles and wear on the vehicle. It is more beneficial to keep in the fleet as a spare to use when needed. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project FundingPrior 2020202120232024 SourceYears2022Total 46,000.0014,000.00 Equip Certificate-2020/202360,000.00 0.004,500.00 Trade In Value4,500.00 General Fund Equipment: 1,000.004,000.004,500.004,500.00 Streets7,604.004,500.0026,104.00 1,000.004,000.004,500.004,500.00 Parks7,604.004,500.0026,104.00 3,900.004,500.004,500.004,500.00 Water1,965.004,500.0023,865.00 3,900.004,500.004,500.004,500.00 Sewer1,965.004,500.0023,865.00 PROJECT COSTS PROJECT STARTING DATE:Preliminaries 2006 Land Acquisition 2020,2021,2023 PROJECT COMPLETION DATE:Construction ongoing 164,438.00 Equipment and Other NEIGHBORHOOD:Total$164,438.00 PresentedtotheCityCouncilonApprovedDeniedTabled /ƚƒƒĻƓƷƭ ApprovaltoPurchaseDate_________________________AuthorizingInitialsDate PW-9 PW-1407 CITY OF ST. JOSEPH N CAPITAL IMPROVEMENT PLA 2020 - 2024 Street Sweeper$225,000.00 PROJECT TITLE:TOTAL COST: $45,500.00Heavy Machinery 2020 BUDGET:PROJECT CATEGORY: Street Sweeper DESCRIPTION: Enew-43220-580, 651-49900-580, 490-43220- Account Code: JUSTIFICATION: 580 This piece of equipment has a lot of moving parts that wear in a very dirty/gritty environment. The equipment will need to be evaluated on a yearly basis. The life expectancy is 7-10 years due to the wear and tear. The 1997 Elgin street sweeper is at its useful life and maintenance costs are increasing. The 1997 Elgin sweeper was overhauled in the late fall of 2015, extending its life. Staff recommends purchasing a new street sweeper in 2020. Funds should continue to be set aside for future replacements to minimize future debt costs. The cost of a new sweeper escalated the last couple years, increasing 12% in cost plus a significant increase for the newly required tier 4 emissions equipment. If the sweeper breaks down beyond repair, ASTECH has agreed to contract with the City to street sweep with an annual estimated cost of $50,000 (spring and fall sweep) when their schedule allows. If a demo sweeper can be found, staff would be supportive of purchasing. The demo machines have higher demand. If the City supports the sweeper replacement, an early commitment may be required to purchase a demo sweeper. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project FundingPrior 2020202120232024 SourceYears2022Total Equipment Cert. 2020 35,500.00 Street Sweeping35,500.00 1,500.00 Trade In Value1,500.00 General: 0.002,000.004,000.005,000.00 Street Sweeping14,500.003,000.0028,500.00 10,000.0012,000.0014,000.0015,000.00 Storm Water Utility192,900.8213,000.00256,900.82 0.00 DERA Grant PROJECT COSTS 2007 PROJECT STARTING DATE:Preliminaries Land Acquisition 2020, ongoing PROJECT COMPLETION DATE:Construction 128,000.00 Equipment and Other $128,000.00 NEIGHBORHOOD:Total PresentedtotheCityCouncilonApprovedDeniedTabled /ƚƒƒĻƓƷƭ _AuthorizingInitialsDate ApprovaltoPurchaseDate________________________ PW-15 PW-1415 CITY OF ST. JOSEPH N CAPITAL IMPROVEMENT PLA 2020 - 2024 1575 Lawn Tractor & Broom, Mower, Cab$48,000.00 PROJECT TITLE:TOTAL COST: $0.00Equipment Y 2020 BUDGET:PROJECT CATEGOR Front mount unit, grass cutting-broom sidewalks-rinks DESCRIPTION: E490-45201-580,E490-45202-580 Account Codes: JUSTIFICATION: The 2015 John Deere 1575 is a heavily used piece of equipment in the parks, streets and snow removal. Staff recommends the 2015 model be moved to the government center/community center in 2020 when a second 1575 mower can be purchased. This will extend the 2015 model's life until 2023. The useful life is 5 years for the new 2020 mower. The tractor would be purchased with a broom and snow blower attachment. With the Custodian hire in 2019, the new mower purchase will be needed by January 1st. The Custodian will be clearing snow around the Government Center and Community Center. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project FundingPrior 202120232024 SourceYears20202022Total 31,000.00 Equip Certificates-2020/202328,000.0059,000.00 5,000.00 trade-in value5,000.00 General Levy - 3,000.003,000.003,000.00 Parks (2/3)15,077.640.003,000.0027,077.64 1,000.001,000.001,000.00 Maintenance (1/3)5,299.760.001,000.009,299.76 PROJECT COSTS PROJECT STARTING DATE:Preliminaries 2010 Land Acquisition PROJECT COMPLETION DATE:Construction 2020,2023,ongoing 41,377.40 Equipment and Other $41,377.40 NEIGHBORHOOD:Total PresentedtotheCityCouncilonApprovedDeniedTabled /ƚƒƒĻƓƷƭ ApprovaltoPurchaseDate_________________________AuthorizingInitialsDate PW-25