City of DuPont 1700 Civic Drive DuPont, WA Workshop Special City Council Meeting November 19, :00PM AGENDA

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1 City of DuPont 1700 Civic Drive DuPont, WA Workshop Special City Council Meeting November 19, :00PM Page AGENDA 1. CALL TO ORDER 2. ROLL CALL DISCUSSION ITEMS a) Seasonal Recreation Employee Request (A. Walker); b) (S. Hines). 4. QUESTIONS/COMMENTS 5. ADJOURNMENT Regular Council Meeting - November 26, 7PM Public Hearing (during regular Council meeting) - November 26, 7PM Budget Workshop (following Council meeting) - November 26, 7PM Budget Workshop (Tentative) - December 3, 6PM Visit the City of Dupont! facebook twitter Page 1 of 5

2 Agenda Item # 3a) DATE: November 19, 2013 TITLE: DEPARTMENT: ORIGINATOR: Seasonal Recreation Employee Request Public Works (Park and Recreation Division) Linda Cumberbatch Parks and Recreation Agency Chair Amy Walker Parks and Recreation Coordinator PREVIOUS ACTIONS, DISCUSSION, AND/OR PRESENTATION: The request was presented to the DuPont City Council on November 12, 2013, by Parks and Recreation Agency Chair. BUDGET INFO: $8,600 at 25-hours week/$12 hour/6-months BACKGROUND: As the population grows in the City, the demand for recreation services is increasing. The Parks and Recreation Department would like to hire a seasonal (summer) worker to assist with summer events, sports programs, and summer camps. The temporary position is proposed to be hired at 25-hours a week for 6-months, similar to a Public Works seasonal maintenance worker. ALTERNATIVES: Council could increase the hours per week to more than 25-hours or increase the time frame to more than 6-months. Council could decrease the hours per week to less than 25-hours or decrease the time frame to less than 6-months. Council could deny the seasonal recreation employee request. RECOMMENDATION: Staff recommends adding the seasonal employee for the Parks and Recreation Division to the 2014 budget. ASSIGNED TO: Amy Walker, Parks and Recreation Coordinator Seasonal Recreation Employee Request (A. Page 2 of 5

3 2014 Budget Workshop Equipment Repair & Replacement Fund November 19 th, 2013 Budget Workshop This workshop includes a review of the Equipment Repair &. A complete physical review of the City s inventory was recently completed and guided the update of the extensive tracking spreadsheets for the City s assets and replacement reserve accounts. The following is an overview of the fund s status and department-specific equipment and vehicle replacement needs for City-wide Overview of ER&R Fund Status Due to a Finance position vacancy, inventory records and physical inventory review had not been kept up-to-date for the past year Point person recently assigned by each department as contact for inventory/asset assistance to the Finance Department Complete physical inventory completed city-wide by Finance with assistance from all departments Asset records kept at a line item level per asset by department Reserve charges tracked by asset by department and in total for the department Inflationary factor to be added to original purchase price for vehicles and large equipment moving forward in order to have sufficient reserves at the end of the asset s useful life Fund balance status: o Estimated ending 2013 fund balance is $975,559, which includes the initial $100,000 payback of borrowed reserves o Including full repayment of borrowed reserves (remaining $600,000), estimated 2013 ending fund balance would be $1,575,559 o Initial reconciliation of asset spreadsheet shows reserve account balances through 2013 within 1% of projected 2013 ending fund balance (including full repayment of borrowed funds) Grand total of all 2014 requests = $348, Requested Equipment and Vehicle Replacements Computers: o Desktop computers due to be replaced for 3 staff and the front desk cashiering station o Existing computers to be replaced purchased in 2007 o Estimated replacement cost for desktop PC is $1,500 each (total of 3 replacements) o Estimated replacement cost for laptop with docking station is $2,100 (total 1 replacement) o These replacements remove remaining old Gateway all-in-one units o Total computer replacement costs for 2014 = $6,600 Police Department Vehicles o 3 patrol cars requesting to be replaced: 2004 Crown Victoria, mileage 103, Crown Victoria, mileage 84, Crown Victoria, mileage 76,824 Page 3 of 5

4 o Based on 7 year, or 125,000 miles, replacement cycle, 2 of the 3 are at or past their useful life o 3 rd car (2009) being recommended to be replaced 2 years early based on condition of car and need for constant repairs o Replacement vehicle recommendation is Ford Interceptor mid-size utility vehicle with needed storage capacity o Estimated vehicle cost is $43,175 each ($29,675 vehicle cost including taxes plus up to $13,500 to outfit the car) o All cars are to be marked o Staff reviewing options of leasing vs. purchasing Leasing program available through State of WA LOCAL lease program Low interest rates City most recently used LOCAL program to acquire a backhoe Spreads payments over life of vehicle Allows time to recoup lost years of replacement charges Insufficient reserves exist to replace all 3 cars if decide to purchase outright staff looking at combination of purchase and lease options o One additional new car will need to be purchased for new Police officer position in proposed budget but can wait until 2015 due to the timing of new position being street ready o Police Department working on revamping their vehicle replacement program Threshold targets for replacement will continue to be 7 years and/or 125,000 miles Currently assessing condition of all cars based on age, miles, amount of repairs, etc. to develop replacement cycle priorities Developing standards for vehicles to include type of cars, light packages, markings, maintenance schedules, etc. o Total vehicle replacement costs for 2014 = $129,525 Public Works Equipment and Vehicles o Riding Mower Existing unit purchased in 1999 and had a 10 year useful life Equipment is a mower deck but is used for leaf and debris cleanup with blower attachment (i.e. blowing off paths, trails, streets, etc.). Blower attachment purchased separately and does not need to be replaced at this time. Mower has reached its useful life and is needing constant repairs Based on purchase price of 1999 equipment ($5,000) and inflation, cost estimated at $7,500 Reserves to-date total $5,000 balance to be funded by Stormwater Fund due to nexus with leaf and debris cleanup for storm water purposes Total equipment replacement cost for 2014 = $7,500 o 5 yard Dump Truck Replacing 1986 International dump truck that originally had a 10 year useful life assigned Replaced it in 2006 (at 20 years ) with new dump truck but retained it due to need for 2 dump trucks Due to its age, vehicle is constantly breaking down and needing repair and needs to be replaced Based on purchase price of 2006 vehicle and inflation, cost estimated at $150,000 Funding provided by ER&R reserves ($45,000) with the balance from the Water and Stormwater utilities Page 4 of 5

5 o 1-ton Dump Pick-up Truck Replacing 1997 Chevy 1-ton dump pick-up truck that originally had an 8 year useful life Replaced it in 2010 (at 13 years) with a new ton Ford dump pick-up truck but retained it due to the need for 2 such vehicles Due to its age, vehicle is constantly breaking down and needing repair and needs to be replaced Based on purchase price of 2011 vehicle and inflation, cost estimated at $55,000 Funding provided by ER&R reserves ($13,500) with the balance from the Water and Stormwater utilities o Total PW vehicle replacement cost for 2014 = $205,000 Page 5 of 5