FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger AccountREQUEST TITLE: Firefighting Safety Gear & Portable Radios Replacement Request Summary
• Replacement of Structural Firefighting Safety Gear (Protective Clothing) and Portable Radios.
Factors Driving the Request for Change (section to be completed for additions only) • Replacement of Structural Firefighting Safety Gear (Protective clothing) per NFPA 1971 Firefighting and Firefighter Safety and 10 Year Use Standard. • Structural Firefighting Safety Gear which is slated to occur during calendar year 2023. • Structural Firefighting Gear is required for firefighter safety and performance. • Replacement of outdate portable radios which have reached and exceeded a 10-year usable lifespan.
• Radio reliability has diminished, and repair costs have increased • New portable radios meet current fire service standards and facilitate inter-agency compatibility across multiple band widths with enhanced reliability & firefighter safety.
Alternatives
• None
Cost Summary
Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)
Structural Firefighting Gear (Protective Gear) 74 630 52300 169,634.00 Portable Radios Replacement 74 630 52300 229,744.00
Total Operating Costs $ 399,378.00
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs $ 399,378.00
Priority Tracking Council Strategic Goal
Department Priority 1 Organizational and Fiscal Stability ☒ City Manager Priority 3 Stewardship of City Infrastructure ☒ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☒ ☐ On-going (Annual) ☒ One-time
FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account- Engineering – Salaries - Regular REQUEST TITLE: New Project Manager Position Public Works Engineering Request Summary
The Public Works Engineering Section uses consultant construction engineering staff to oversee construction of important City Capital Improvement projects (CIP) including the City’s annual street resurfacing project, the annual ADA improvement/concrete project and numerous other CIP and land development projects that required project management/inspection oversight. The City’s currently proposed Capital Improvement Program for FY 2023 to FY 2028 includes costs to pay for consultant project management services. These funds would be used to support a permanent City Project Manager position. Consultant project management/inspection services cost the City more than what will be paid for this position and consequently, this new position will be more cost effective for the City than using consultant services.
The Project Manager’s highest annual salary range for FY 22-23 is $148,120 + $48,880 for benefits for a total of $197,000. Staff requests that the Finance Department confirm the actual costs of the salary and benefits.
Factors Driving the Request for Change (section to be completed for additions only) This will be a more cost-effective way to manage the construction of the City’s Capital Improvement Program rather than only using consultant construction management services. This change will also allow the City to use higher-level staff for project management delivery as many consultant services offer staff with minimal project management experience. Higher-level construction experience for project managers also minimizes construction change orders on CIP projects lowering project overall costs. This will also offer opportunities for lower-level City Engineering staff to move into this higher-level classification with experience, allowing for succession planning in Engineering.
Alternatives
The alternative is to continue using consultant services for management of the construction on every City CIP project. This would result in paying higher costs for construction management staff with (likely) less project management experience. Additionally, this could lead to greater project change orders making City projects more expensive.
Line Item Description Fund Org Numbe Object Code Total Amount Operating Expense
Salaries - Regular 22 700723 51200.0000.000 148,120.00
Benefits 22 700723 51600.0000.000 48,880.00
Total Operating Costs $ 197,000.00
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs $ 197,000.00
Priority Tracking Council Strategic Goal
Department Priority 3 Organizational and Fiscal Stability ☒ City Manager Priority 5 Stewardship of City Infrastructure ☒ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☐ ☒ On-going (Annual) ☐ One-time
FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account- Vehicle Replacement Fund REQUEST TITLE: Vehicle Replacements
Request Summary
The Public Works Motor Pool Section seeks to replace vehicles/equipment from the City’s Vehicle Replacement Fund 72. All the vehicles/equipment have mileage over 100k and need to be replaced due to high maintenance costs and deterioration. The recommended vehicles include four police vehicles and 1 Fire Depart. Service truck, one tractor loader, and 1 Ford Escape to replace a PW traffic vehicle.
The estimated cost of the vehicles is $500,000.
Factors Driving the Request for Change
Replacement of vehicles/equipment when they have outlived their service life provides lower maintenance costs and safer and more reliable vehicles to perform City work.
Alternatives
The alternative is to continue using the old vehicles, which may break down and not be usable, preventing the completion of important staff work.
Cost Summary
Line Item Description Fund Org Numbe Object Code Total Amount Operating Expense
Capital Outlay 72 920760 55110.0000.000 500,000.00
Total Operating Costs $ 500,000.00
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs $ 500,000.00
Priority Tracking Council Strategic Goal
Department Priority 2 Organizational and Fiscal Stability ☒ City Manager Priority 7 Stewardship of City Infrastructure ☒ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☐ ☐ On-going (Annual) ☒ One-time
FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account- Vehicle Replacement Fund REQUEST TITLE: Simple Request Title – Fire Engine Replacement Request Summary
Facilitate the replacement purchase of a new Fire Engine at an estimated cost of $1,100,000 with an industry standard lifespan of 10 years in frontline and 5-10-year reserve status for a total lifespan of 20 years. Reduction in maintenance costs for older vehicle(s).
Factors Driving the Request for Change (section to be completed for additions only) Currently, one frontline fire engine is a 13-year-old. The industry standard is a 10-year frontline service with 5-10-year reserve status. Currently, one reserve fire engine is 23-year-old which is three years beyond the industry standard. Benefits of up-to-date fleet results in less downtime, a reduction in maintenance costs, and the ability to procure replacement parts. The current fire engine build time, if ordered in 2023, is three years, with delivery in approximately 2026.
Alternatives
Lease purchase over a 7 to 10-year basis spreads the cost over multiple years, with the first payment due 12 months after ordering instead of paying cash in which half the purchase price is required upfront.
Consider utilizing the vehicle replacement annual contribution to cover the lease payments.
Cost Summary
An additional allocation of $70,000 from the available Vehicle Replacement Fund balance (Fund 72) is added for the initial deposit (if required, subject to lease purchase agreement terms) for the lease purchase of a new Fire Engine. Approval of this budget option also includes the ongoing future commitment of about $125K of annual lease payments for the next ten years, starting in FY 2025-26.
Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)
Vehicle Replacement Fund 72 920760 55110 70,000.00
Total Operating Costs $ 70,000.00
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs $ 70,000.00
Priority Tracking Council Strategic Goal
Department Priority 2 Organizational and Fiscal Stability ☒ City Manager Priority 9 Stewardship of City Infrastructure ☒ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☐ ☐ On-going (Annual) ☒ One-time