DRAFT

 

Memorandum

City of Lawrence

City Manager’s Office

 

TO:

David L. Corliss, City Manager

FROM:

Cynthia Wagner, Assistant City Manager

CC:

 

Casey Toomay, Budget Manager

Diane Stoddard, Assistant City Manager

DATE:

Updated May 24, 2010

RE:

“Unfunded Needs and Wants”

 

The following general fund items have been identified by departments as needs, but have not been included in the 2011 budget for funding at this time. 

 

Purchase of Equipment

Replacement of equipment and purchase of new equipment has been deferred in a number of departments.  In some instances, purchase may be achieved through utilization of equipment reserve funds as resources allow.

·         Radio System Upgrades – see attached memo regarding radio replacements.  Estimated cost for replacement is $1,665,975.

·         Replacement/upgrades to the obsolete 1993 phone and voicemail systems serving City Hall, the Law Enforcement Center and water and wastewater facilities.  Both systems have been out of production for a number of years and manufacturer support is no longer available.  Replacement parts for both systems must be located from used equipment vendors. Replacement cost is estimated at $400,000 to $500,000 system-wide.

·         Based on an analysis from Information Systems, 32% of PC’s in use in 2010 are five years old or older; 34% of notebook computers are five years or older.  These numbers grow each year equipment replacement is deferred.  Information Systems has recommended that the City establish a method of funding computer equipment replacement on a routine schedule, replacing equipment prior to a business interruption or system failure.

·         The Police Department Traffic Unit utilizes the SOKIA Total Station to map and diagram all fatality accidents as well as large major crime scenes.  The current equipment is 15 years old and obsolete with no parts or service available for repairs.  The current equipment continues to malfunction, requiring officers to restart the mapping process during an investigation.  Replacement cost is estimated at $24,000.

·         In 2002, the Police Department began utilizing Mobile Data Computers (MDC’s) in patrol vehicles, which has enhanced public safety and efficiency by providing real time call response and investigative information to officers.  Eight of these units are currently in their sixth year of service and six are approaching five years of service.  Due to the 24 hour per day utilization, a three year replacement cycle has been determined as optimal.  Replacement of six computers to begin a replacement cycle is estimated at $33,000.

·         None of the three existing Animal Control vehicles are equipped with Mobile Data Computers (MDC’s).  Installation of MDC’s in animal control vehicles will enhance Animal Control Officers ability to manage calls for service more efficiently by providing access to data of previous calls to a particular location or any reports associated with a particular location or person in order to better respond to a call situation.  Purchase of three MDC’s is estimated at $16,500.

·         The Police Department ITC is a designated site for a backup Emergency Communications Center in the event of an incident affecting the LEC.  The ITC is not currently equipped with an emergency generator.  Estimated cost of an emergency generator is $110,250.

·         In Car Video Systems are currently deployed in 38 patrol vehicles.  The anticipated life-span of these units is three to four years.  A reserve fund for replacement of these systems is recommended beginning in 2010.  An estimated $35,000 annually would begin a system of replacement.

·         Currently, there is no redundancy between servers at the LEC and ITC.  Redundancy of the servers and near real time recovery during a disaster would be established with the purchase of a SAN, virtualization software and sets of redundant servers for both Police Department locations.  Estimated cost of equipment is $98,000.

·         Purchase of the gang reporting module will allow the department to leverage the current ACISS case tracking and intelligence system to track criminal street gangs and international/domestic terrorists. The fusion module will allow communication and sharing of information between the LKPD system and other ACISS systems, including the KBI Intelligence System.  Estimated cost is $10,356.

 

The Parks and Recreation Department also maintains a list of ongoing equipment needs in that department. 

 

Vehicle Purchases

The Fleet Manager has identified more than 200 vehicles and rolling stock maintained by the central garage which are more than 10 years old.  Based on review of use, condition and age, the Fleet Manager has developed a list of vehicles which should be replaced in 2011.  The following vehicles and rolling stock have been identified for replacement, however, are not included in the flat budget. 

·         Replacement of two vehicles for the Building Inspections Division of Planning and Development Services

·         Replacement of two vehicles in the Police Department (for detective or patrol use)

·         Replacement of an Animal Control Division van

·         Replacement of a Police Department Administration Vehicle (this may be able to be accomplished by cycling another vehicle in the fleet to this use)

·         Replacement of three shift commander vehicles in Fire/Medical

·         Replacement of a flat bed pick up, skid loader and gator cart for the Airport Division of the Public Works Department

·         Replacement of a street sweeper, concrete breaker, oil compressor and oil distributer for the street maintenance division of public works

 

Facility Needs

The Public Works Department has provided a list of facility maintenance needs through 2014.  This list totals approximately $2.3 million, including the following projects:

·         Roof and HVAC replacement at Fire Station #1

·         Exterior repairs to the ITC

·         Downtown lighting replacement

·         Boiler and access system replacement at the Community Health Building

·         Replacement of the slate roof at City Hall

·         Lighting replacement at the Riverfront and New Hampshire Parking Garages

·         Roof and heating system replacement at traffic engineering facility

·         Concrete replacement at the Senior Center

 

The Public Works Street Maintenance Division has also identified a need for facilities to assist in snow removal, including an additional fabric structure for covered material storage and construction of a liquid pre-treatment system.  Total estimate for facilities is $123,000.

 

The Fire Department is currently under contract with Treanor Architects for a feasibility study to determine the costs associated with remodeling or relocating Fire Station No. 1.  The review process will include remodel solutions to update current uses, provide facility security, comply with ADA requirements, evaluation of mechanical, electrical and plumbing systems and improve environmental issues relating to this building, which was originally constructed in 1950.  Any decisions regarding remodeling or relocating would have an impact on roof and HVAC replacement needs identified by public works as facilities maintenance needs.

 

The current fire training center burn tower has deteriorated over the years, and no longer provides the best firefighter safety in training situations.  The replacement of the burn tower was identified as a key strategic recommendation through the fire department accreditation process in 2007.

 

The air handler in the lower level of the Investigations and Training Center has been identified for replacement.  Additionally, the HVAC system in the lower level should be upgraded for more proper regulation of temperatures.  Replacement of the lower level air handler and HVAC system upgrades are estimated at $110,250.

 

The Police Department has identified a need for architectural and design fees for an evidence processing and storage facility.  Estimated cost is $100,000.

 

Infrastructure Needs

The Public Traffic Division of the Public Works Department recently completed a city-wide inspection/survey to assess the condition of pavement markings throughout the city.  Based on this list, a priority list of locations identifying pavement marking deficiencies, along with recommendations for installation of new markings was developed.  See attached for additional information on these needs.  Estimated costs to address priority locations is between $56,500 and $99,000. 

 

Currently, there are 16 unfunded traffic calming projects throughout the city.   Funding estimated for these projects totals approximately $500,000.  Because some of the projects were approved more than five years ago, revision of priorities and needs may be necessary.  See attached for additional information.

 

Staffing Needs

Currently, there are five vacant positions in the general fund which remain unfilled this year and at this time are not planned for replacement in the 2011 budget.  These include:

·         Information Systems Technician

·         Parks Maintenance Employee

·         Horticulturist

·         Public Works Inspection Supervisor

·         Public Works Project Inspector

 

Funds are not included for additional firefighters to staff a ladder truck (NFPA standards outline a minimum of four firefighters) nor for temporary staffing in the finance department during student rush.

 

The Matrix Report of the Planning Department identified a need for additional planners at certain development levels.  If development activity were to increase, the department would benefit from adding one planner position. 

 

The public works department has identified a need for a building and structures field supervisor and a buildings maintenance worker, neither of which are funded in the flat budget.

 

Finally, education and training budgets have been reduced in a number of areas, most notably in the Police, Fire, Planning and Legal Departments, which may have an effect on employee certifications.

 

Other Needs

External Peer Review of Auditor - Government Auditing Standards require an external peer review at least once every three years. A review is due in May 2011.  The objective of a peer review is to determine whether an audit organization’s internal quality control system is in place and operating effectively. Also a peer review provides assurance that established policies and procedures and applicable auditing standards are being followed.  The City Code requires that the City Auditor follow auditing standards.  A memo from the City Auditor explaining this process is attached.  This “audit of the auditor” is estimated at $3,500. 

 

Oread Neighborhood Overlay Zoning Districts – While not yet adopted, a highly rated implementation step for the Oread Plan is to create five overlay zones.  If not funded, the planning department anticipates progress in implementing the districts will be severely hampered, as the department is ill-equipped to swiftly create and process the new districts and will need to utilize a consultant to complete this action step of the revised plan.  Anticipated costs for creating the overlay districts are approximately $25,000.

 

Downtown Ice Rink – Downtown Lawrence, Inc. has recommended installation of a seasonal ice skating rink.  See attached information and photos.  Installation cost is estimated at $80,000 to $120,000, with annual operational expenses estimated at $22,000 to $26,000.  Following the May 17 Study Session, additional information was provided by DLI, including a revised quote for installation, which now totals $98,250 for a post-Thanksgiving installation.

 

Yankee Tank Dam Rehabilitation – A federal earmark for rehabilitation work for the Yankee Tank Dam has been identified for the Wakarusa Watershed District.  Over the past several months, representatives from the watershed district, Douglas County, the City of Lawrence, KDOT, and neighbors in the area of the dam have been meeting regarding the rehabilitation work, project cost, total earmark funding available and local costs for completion of improvements.  Options for local funding are still being discussed.  The City of Lawrence has viewed a special assessment benefit district for property owners benefiting from the improvements as perhaps the best funding alternative for any City contribution, however it is anticipated that there will likely be a request for City funds as well.  There are no funds budgeted for this item in 2010. 

 

Municipal Airport Sign - The Aviation Advisory Board is requesting City funding for a new sign for the entrance to the municipal airport.

 

Douglas County Emergency Communications Center – County staff advised of a supplemental budget request to add three new communications officers in the Emergency Communications Center.  The supplemental request and supporting information is attached.  Total city share of addition of three employees would be $80,189.