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: |
DRAFT
|
|
RE: |
Unmet Needs
|
The following general fund items have been identified by departments as needs, either through prior requests/discussions or through the 2012 budget development process.
Radio Equipment and Infrastructure
Replacement all radios in public safety departments throughout the organization has become a funding priority. Replacement is necessary to comply with FCC regulations that require replacement of any equipment that is not capable of operating on channels of 12.5 kHz or less by January 1, 2013.
The City has been able to replace some radios with narrowband and digital compatible units.
Funding for complete replacement has continuously been included in budget requests by our public safety departments; however, limited resources have prevented the City from being able to adequately fund these requests to date. The total cost of replacement of the remaining equipment is estimated to be $1,983,908. A breakdown of the costs by department is provided below.
In addition to the mobile and portable radios used by the City’s public safety department, the public safety radio infrastructure in Douglas County needs to be replaced. A subcommittee of the 911 Board is currently working to develop recommendations for the type of system that will best address the needs of the County. These recommendations are likely to come after the first of the year, and any impact on the City budget would not likely be until 2013. Initial cost estimates for the countywide system have ranged from two to twelve million dollars.
Public Works Department Needs
Facility Maintenance
The Public Works Department has provided a list of facility maintenance needs through 2014. This list totals approximately $3.8 million, including the following projects:
· Roof and HVAC replacement at Fire Station #1 (See Fire Department needs below. These repairs could be included in a more extensive remodel of the station)
· Gutter and roof repair and replacement at the Arts Center
· Exterior and HVAC repairs to the ITC (See Police Department needs. This could be included or eliminated determining on facility needs determinations.)
· Boiler, access system replacement and roof repairs at the Community Health Building
· Replacement of slate roof and brick sealing at City hall
· Lighting replacement at the Riverfront and New Hampshire Parking Garages
· Roof and heating system replacement at traffic engineering facility
· Concrete and HVAC replacement at the Senior Center
· Structural settling repairs at the solid waste facility
· Maintenance and infrastructure work at the airport
Pavement Markings
The Public Traffic Division of the Public Works Department 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 has been developed. See attached for additional information on these needs. The cost to address priority locations is estimated between $56,500 and $99,000. Public works has identified a truck mounted paint unit as an alternative that would allow staff to maintain the mainline pavement markings annually. The equipment would cost approximately $50,000 and the current $15,000 per year budget could be used for paint materials. This option would utilize two employees for approximately one month each year.
Traffic Calming
Currently, there are 13 approved traffic calming projects throughout the city, 11 of which are unfunded. Funding estimated for these projects totals approximately $500,000. Five other projects have been recommended by the Traffic Safety Commission but deferred by the City Commission. The estimated cost for these additional projects is approximately $250,000. Because some of the projects were approved more than five years ago, revision of priorities and needs may be necessary
Street Division Equipment
The Streets Division maintains a list of ongoing equipment needs.
Traffic Signal Battery Backup
In 2006, the Traffic Engineering Division began a program to install battery backup systems for traffic signals. To date, backups have been installed at 40 signalized intersections, with installations at two additional intersections currently underway. The original CIP funding source for these installations has been exhausted and 43 intersections remain. The estimated cost to install backups at the remaining intersections is $137,750.
Police Department Needs
Police Chief Tarik Khatib has identified a number of resource needs within the Police Department.
Fire Department Needs
In addition to the needs outlined below, Fire Chief Mark Bradford has identified resource needs (added 05/16/11) and needs relating to sick leave accruals and salary compression issues in the Fire Department.
Station No. 1 Remodel
The 2007 accreditation evaluation recommended replacement or remodel of Station No. 1. As you are aware, we have entered into an agreement with Treanor Architects for a feasibility study to determine the costs associated with remodeling or relocating Station No. 1. The review process included remodel solutions to update current uses, provide facility security, comply with federal ADA requirements, evaluation of mechanical, electrical and plumbing systems and improve environmental issues. At this time, the costs for remodeling or relocating Station No. 1 are approximately $2,222,185.
Training Tower Replacement
The 2007 accreditation evaluation recommended replacement or remodel of the Training Tower based on the following: “The structure is in excess of 15 years old and has out lived its usefulness. This single story training apparatus does not allow for basement or high rise training exercises. In addition and more important, it is a safety hazard. The use of Class A combustibles for training evolutions does not afford the level of safety that newer burn towers provide which have redundant safety components and sensors built into the system.” At this time, the estimated replacement costs are $750,000.
Thermal Imaging Cameras (TICs) Replacement
Original thermal image cameras were purchased in the early 1980's. They are no longer manufactured and repairs are very limited. The batteries are no longer manufactured and reconditioned batteries are difficult to locate. Purchase of thermal image cameras is critical to fire fighter safety and to aid in the search of victims in structural fires. This is a reoccurring multi-year program; however, no funding has been allocated the last two years. The estimated cost for three TICs is $27,000.
Mobile Data Computers (MDCs) Replacement
Like the TICs, our MDCs are on a multi-year replacement program; however, no funding has been allocated the last two years. In addition, this equipment is no longer supported for repairs by the manufacturer and must be replaced when broken. The estimated cost of three MDCs is $22,165.
Fire Station Video Conferencing System
The installation of a station video conferencing system will reduce fuel costs, result in better response times, increased the amount of in-district responses, and enhance communications through daily morning station briefings and emergency alerts. In addition, the system will allow a session to be recorded, thereby reducing the number of times instructors must teach each class from nine to one. The estimated cost of a station video conferencing system is $42,500.
Parks and Recreation Department Needs
Attached are Parks and Recreation Department ongoing equipment needs and maintenance priorities for facilities.
Computer Equipment/Information Systems Needs
Phone/Voicemail System Replacement
Replacement/upgrades to the obsolete 1993 phone and voicemail systems serving City Hall, the Law Enforcement Center and water and wastewater facilities is requested. 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.
VMWare Server Replacements
In 2008 the City of Lawrence was faced with a significant number of aging servers and Information Systems began implementing VMWare, a server virtualization system, to consolidate the servers and significantly lower the replacement costs. The City currently has five VMWare servers that support thirty-five virtual servers and represent many critical systems that handle the day-to-day operations of the City’s network. The VMWare environment hosts servers such as Innoprise, CityData, web, email, active directory and many others and it is important to replace the existing VMWare servers during the 2012 budget year to lessen the chance of business interruptions due to server issues. The estimated costs to replace the five servers, add an additional server for the City’s new Utility Billing system and Community Development software currently being implemented, and expand the storage is $55,000.
Other
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 25 vehicles throughout the organization which are identified as priorities for replacement in 2012. Given available resources, it is likely that not all 25 of these priority vehicles will be replaced.
Oread Neighborhood Overlay Zoning Districts
A highly rated implementation step for the Oread Plan is to create five overlay zones. If not funded, progress implementing the districts will be severely hampered, as the department is ill-equipped to swiftly create and process all of 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.
Legal – Full Court Enterprise System
Legal staff has identified purchase of an enhanced version of the court case management software provided by Justice Systems, Inc. Full Court Enterprise is a browser based software system to which Kansas courts are transitioning. A new system will enhance courtroom processing, perform electronic importing of payment information, assist with payment processing for defendants paying multiple cases with one payment, and with imaging capabilities. Annual maintenance fees for the current system are also projected to increase significantly as Justice Systems, Inc. shifts their resources to the Full Court Enterprise system. It is estimated that the cost of Full Court Enterprise with an imaging module, staff training, and the first year of the software maintenance will total approximately $65,000.00.
Outsourced Records Storage
Many of the city’s older records are stored at the SWAN (Solid Waste Annex North) Building. The facility is inadequate for proper storage. The City Clerk has recommended that the storage of City records be outsourced, either to a private company or a public partner with better facilities. Estimating that 25% of the existing records there can be immediately destroyed, and that 50% of the storage boxes currently in use need to be replaced before moving them, estimated cost for the necessary inventory and intake, destruction of appropriate records, and movement of the rest of the records to an appropriate facility is $7,400 one time cost plus $3,500 in annual storage and retrieval costs.
Additional Items
Additional items which do not yet have cost estimates associated but will likely require identification of funds include:
· items related to results of the retail study initiated upon recommendation of the Retail Task Force;
· additional funding requests by the Humane Society for operations of the animal shelter;
· increased costs relating to legal aid expenses provide to support the needs of indigent defendants;
· costs related to the impact of reductions in Community Development Block Grant funding.