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Home My WebLink About7. Government Buildings Budget #7 CITY OF SHAKOPEE MEMORANDUM To: Mayor and City Council Mark McNeill, City Administrator From: Mark Themig, Parks, Recreation, and Facilities Director Meeting Date: August22,2006 Subject: 2007 Government Buildings Budget Request Overview Government Buildings budget provides direct funding for operations, maintenance, utilities, and building rent for City Hall, Library, and 200 Levee Drive senior space. Staff also maintains the Police Department, Fire Department, and portions of the Public Works/Engineering buildings, but costs for these facilities are charged to the respective department budget. Staffing includes the Facility Maintenance Supervisor, Building Maintenance Worker, and three custodians. The Government Buildings budget shows an overall increase of $88,730, or approximately 15.3%. As described below, the primary source of the increase is due to the way staffing costs were distributed in the budget request. The request also includes a lease payment for the 200 Levee Drive Building, and two budget improvement packages. Staffing Our 2007 request for government buildings continues the same level of service with no additional staffing requests. The staff that were approved in the 2006 budget are adequately meeting building maintenance needs. You may notice that the primary increase in the budget is due to a substantial increase in wages and benefits over 2006. All costs associated with maintaining buildings is charged to the appropriate department's building budget. In preparing the budget, Finance projects salaries for each budget based on mid-year actuals. Since we added one additional custodian in March 2006, the projection doesn't account for this additional position, so the funds forthis position were added to Government Buildings. However, i their actual time will be charged out toeach building's budget. Supplies/Services Our request only includes supplies and services for City Hall,. Library, and the Senior Center. Other departments included their building maintenance costs in their department's budget request. The primary increase in supplies and services is due to the addition of lease payments for the Levee Drive building at $22,000 (6435). The City is involved in a program with the CAP agency that provides meals for seniors. The site for this program is the 200 Levee Drive building. As part of the original construction financing arrangements, the City received use of a space in this building for community activities at very little cost. Over time, the space became the site for the senior meal program. Also over time, the cost has increased. We have been in contact with Joan Lynch from the CAP agency to discuss the future of the City's contribution toward this service. According to Ms. Lynch, if the City discontinues its contribution, the program would be discontinued. Ms. Lynch is not able to attend the budget work session, so we will be asking Council to set a work session with representatives of the CAP agency in the near future to discussthis program in more detail. Budget Improvement Packages There are two budget improvement requests being submitted for consideration that are detailed on the attached worksheets: . City Hall Multi-Zone rooftop HVAC Unit $110,000 . 200 Levee Drive Air Exchanger $ 3,400 CITY OF SHAKOPEE 2007 GENERAL FUND BUDGET DIVISION: GOVERNMENT BUILDING OPERATIONS MISSION STATEMENT: To provide for the daily and long-term operation and preventative maintenance of government buildings. ACTIVITY: The General Government Building Operations budget provides for the operation and maintenance of City Hall, the Senior Center, and the Library. In addition, staffing provided through the General Government Building Operations budget also provides for operation and maintenance of the Fire Stations, Police building, and Public works buildings. Operating costs for these buildings are charged to their department budget. . OBJECT DESCRIPTION: Description of lines items: Salaries (Full-Time): Facilities Maintenance Supervisor, Building Maintenance Worker, Custodians (3) ($149,730, remaining salaries charged .to department budgets for work in other buildings) Operating Supplies (6202): Items used in daily building operations: paper products, garbage bags, cleaning products ($10,000). Office Supplies (6210): Office supplies ($500). Motor Fuels (6222): Fuel for vehicle ($900). Building Maintenance Supplies (6230): HVAC filters; lighting products; plumbing, electrical, and other repair supplies; miscellaneous building repair ($16,400). Equipment Maintenance Supplies (6240): Repair parts and supplies ($3,000). Building Maintenance Professional Services (6315): Ongoing maintenance and operation of buildings including: mechanical service contracts for heating, cooling, and electrical; elevator service agreements; fire alarm and security system monitoring and testing; exterior window cleaning; lock, door, and glass replacement, ($52,500). Telephone (6334): Phone service and Nextel ($2,160). Insurance (6350): Property and liability ($3,400) Utilities (6360): Water, sewer, natural gas, electricity, and.storm sewer ($103,000). Rentals (6400-6435): Building fund rental charges for City Hall ($105,860); Library ($110,530); vehicles and snow removal equipment ($2,870); 200 LeveeDrive Lease ($22,000). Conferences/Schoolsffraining (6472) Registration for association. conferences, seminars, and training sessions ($500). . Travel (6475): Mileage ($600) Dues (6480): Boilers license, dues ($100). R5509BUD LOGIS005 CITY OF SHAKOPEE 6/17/2006 11:35:59 Budget Report Page - 1 Fiscal Period: 6 1 06 Level Of Rollup 7 2003 2004 2005 6/30/2006 2006 2007 2007 2007 Actual Actual Actual YTD Final Requested Approved Final Object Code 1 Description Amount Amount Amount Actual Budget Budget Budget Budget 01000 GENERAL FUND 18 GENERAL GOVERNMENT BUILDINGS 6000 EXPENDITURES 6001 WAGES & BENEFITS 6002 WAGES 25,661 60,327 74,338 42,703 86,960 149,730 149,730 149,730 6005 OVERTIME-FT 620 2,559 5,403 3,117 5,000 4,500 4,500 4,500 6015 WAGES - PART TIME/TEMP 392 6017 OVERTIME-PART TIME/TEMP 1,200 6002 WAGES 27,481 63,279 79,741 45,820 91,960 154,230 154,230 154,230 6100 BENEFITS 6122 PERA 1,453 3,478 4,410 2,738 5,500 9.650 9,650 9,650 6124.FICA 2,100 4,787 5,904 3,351 7,040 11,800 11,800 11,800 6135 HEALTH 1,875 6,932 13,781 9,187 42,260 36,140 36,140 36,140 6139 POST EMPLOYMENT HEALTH PLAN 173 572 625 311 1,200 1,200 1,200 1,200 6140 L1FElL TD 124 290 414 196 510 520 520 520 6145 DENTAL 199 491 712 353 1,920 2,160 2,160 2,160 6170 WORKERS COMPENSATION 989 1,139 4,307 3,627 5,000 5,000 5.000 5,000 6180 COMPENSATED ABSENCES 9,065 4,106 2,703 9,000 8.000 8,000 8,000 6100 BENEFITS 15,978 21,794 32,855 19,765 72,430 74,470 74,470 74,470 6001 WAGES & BENEFITS 43,459 85,073 112,596 65,584 164,390 228,700 228,700 228,700 6200 SUPPLIES AND SERVICES 6201 SUPPLIES & SERVICES 6202 OPERATING SUPPLIES 4,863 9,749 4,267 6,910 14,750 10,000 10,000 10,000 6210 OFFICE SUPPLIES 545 1,962 111 195 550 500 500 500 6222 MOTOR FUELS & LUBRICANTS 579 860 947 340 450 900 900 900 6230 BUILDING MAINT SUPPLIES 6,876 47,857 9,420 2,527 25,900 16,400 16,400 16,400 6240 EQUIPMENT MAINTENANCE 287 148 40 152 2,000 3,000 3,000 3,000 6201 SUPPLIES & SERVICES 13,149 60,577 14,785 10,124 43,650 30,800 30,800 30,800 6300 PROFESSIONAL SERVICES 6310 ATTORNEY 215 6315 BUILDING MAINT. 43,770 46,717 36,620 13,445 48,500 52,500 52,500 52,500 6316 EQUIPMENT MAINTENANCE 5,814 588 348 624 6327 OTHER PROF SERVICES 527 13,212 575 306 6300 PROFESSIONAL SERVICES 50,111 60,517 37,543 14,590 48,500 52,500 52,500 52,500 6330 COMMUNICATIONS R5509BUD LOGIS005 CITY OF SHAKO PEE 8/17/2006 11:35:59 Fiscal Period: 6 / 06 Budget Report Page - 2 Level Of Rollup 7 2003 2004 2005 6/30/2006 2006 2007 2007 2007 Adual Adual Actual YTD Final Requested Approved Final Object Code I Description Amount Amount Amount Adual Budget Budget Budget Budget 6332 POSTAGE 50 50 50 6334 TELEPHONE 2,036 1,532 1,812 1,455 1,720 2,160 2,160 2,160 6336. PRINTING/PUBLISHING 13 25 6338 ADVERTISING 100 2,424 6330 COMMUNICATIONS 2,049 1,632 1,837 3,878 1,720 2,210 2,210 2,210 6350 INSURANCE 6352 LIABILITY 2,259 3,337 2,546 3,156 3,100 3,400 3,400 3,400 6354 PROPERTY 2,154 6,119 6,916 6,004 7,400 6,330 6,330 6,330 6356 AUTO 221 220 219 457 250 500 500 500 6350 INSURANCE 4,634 9,676 9,681 9,617 10,750 10,230 10,230 10,230 6360 UTILITY SERVICE 25,282 19,749 1,886 96,500 103,000 103,000 103,000 6362 ELECTRIC 27,720 54,090 23,487 6364 WATER 164 399 203 6365 GAS 10,636 30,130 36,237 21,419 6366 SEWER 247 525 272 6367 REFUSE 1,010 540 695 22 6368 STORM 371 755 381 6360 UTILITY SERVICE 36,928 78,922 94,587 45,784 96,500 103,000 103,000 103,000 6400 RENTALS 6420 EQUIPMENT RENT 250 250 250 250 6425 EQUIPMENT RENT (IS FUND) 1,020 756 378 2,950 2,870 2,870 2,870 6430 BUILDING RENT (IS FUND) 89,916 237,276 235,068 105,204 210,410 216,390 216,390 216,390 6435 OTHER RENT 60,548 13,290 23,674 8,925 22,000 22,000 22,000 6400 RENTALS 150,464 251,586 259,498 114,507 213,610 241,510 241,510 241,510 6470 DUESITRAININGITRAVEL 6472 CONFERENCElSCHOOLlTRAINING 516 441 130 500 500 500 500 6475 TRA VEUSUBSISTENCE 400 361 161 600 600 600 600 6480 DUES 20 100 100 100 100 6470 DUESITRAININGITRAVEL 916 802 311 1,200 1,200 1,200 1,200 6200 SUPPLIES AND SERVICES 257,335 463,825 418,733 198,812 415,930 441,450 .441,450 441,450 6500 DEPRECIATION 6600 MISCELLANEOUS 6620 PROPERTY TAX/SPECIAL ASSESS 1,069 985 467 1,100 R5509BUD LOG/S005 CITY OF SHAKO PEE 8/17/2006 11:35:59 Fiscal Period: 6 / 06 Budget Report Page - 3 Level Of Rollup 7 2003 2004 2005 6/30/2006 2006 2007 2007 2007 Actual Actual Actual YTD Final Requested Approved Final Object Code I Description Amount Amount Amount Actual Budget Budget Budget Budget 6600 MISCELLANEOUS 1,069 985 467 1,100 6700 CAPITAL OUTLAY 6800 DEBT SERVICE 6000 EXPENDITURES 300,794 549,967 532,314 264,864 581,420 670,150 670,150 670,150 18 GENERAL GOVERNMENT BUILDINGS 300,794 549,967 532,314 264,864 581,420 670,150 670,150 670,150 01000 GENERAL FUND 300,794 549,967 532,314 264,864 581,420 670,150 670,150 670,150 Gov Bldgs 2007 Budget 0180 0181 0182 0183 0184 Object # Description Benefits Management Library City Half Senior Center Total 6002 Wages FT - Reg. 29,950 44,920 59,890 14,970 149,730 6005 Wages OT - Reg. 2,000 1,500 1,000 4,500 6015 Wages PT - Temp - 6122 PERA 2,000 2,900 3,810 940 9,650 6124 FICA 2,440 3,550 4,660 1,150 11 ,800 6126 ICMA - 6135 Health 36,140 36,140 6139 PEHP 1,200 1,200 6140 Life 520 520 6145 Dental 2,160 2,160 6170 Workers Comp 5,000 5,000 6180 Compensated Absences 8,000 8,000 6190 Retirement Benefit - Total Personnel 53,020 36,390 52,870 69,360 17,060 228,700 6202 Operating Supplies 3,000 1,600 4,650 750 10,000 6210 Office Supplies 500 500 6222 Motor Fuels & Lubricants 900 900 6230 Building Maintenance 1,000 5,000 9,400 1,000 16,400 6240 Equipment Maintenance 1,000 2,000 3,000 6310 Attorney - 6314 Computer Services - 6315 Building Maintenance 6,000 15,000 29,000 2,500 52,500 6316 Equipment Maintenance - 6327 Other Prof Services - 6332 Postage 50 50 6334 Telephone 960 1,200 2,160 6336 Printing/Publishing - 6352 Liability Insurance 1,600 1,600 200 3,400 6354 Property Insurance 3,930 2,120 280 6,330 6356 Auto Insurance 500 500 6360 Utility Service 60,000 40,000 3,000 103,000 6365 Gas - 6367 Refuse - 6400 Rentals - 6410 LOG IS - 6420 Equipment Rent 250 250 6425 Equipment Rent (IS FUND) 2,870 2,870 6430 Building Rent (IS FUND) 110,530 105,860 216,390 6435 Other Rent 22,000 22,000 6472 Conf / School/Training 500 500 6475 Travel/Subsistence 600 600 6480 Dues 100 100 6490 Subscriptions/Publications - 6620 Special Assessments - Total Supplies & Services - 17,980 198,860 194,880 29,730 441 ,450 6740 Capital Expenditures - 6498 Expenses Charged Back - - Total $ 53,020 $ 54,370 $ 251,730 $ 264,240 $ 46,790 $ 670,150 2007 BUDGET Est. 2007 Pay 2007 With COL Inc Title/Description Step 3.0% FICA PERA Building Maint B $ 53,145 $ 4,066 $ 3,322 Custodian A 35,302 2,701 2,206 Custodian A 35,302 2,701 2,206 Maint Worker A 38,224 $ 2,924 2,389 Custodian D 29,495 2,256 1,843 Charge in Recreation N/A 9,260 708 579 Charge out Police Bldg N/A (25,000) (1,913) (1,563) Charge out Fire Bldgs N/A (8,000) (612) (500) Charge out PW N/A (18,000) (1,377) (1,125) Total Gen Govt Build $ 149,728 $ 11 ,454 $ 9,357 , , , ' Shakopee Parks and Recreation 2007 Budget Improvement Package Instructions - for any improvement that results in an increase of $5, 000 or more, the following information should be provided: Project/Improvement: Replacement of multi-zone rooftop HVAC unit at City Hall. Prepared by: Duane Toenyan, Facilities Maintenance Lead Improvement Description: Replacement of aging/failing multi-zone rooftop HVAC unit at City Hall. Description of Need: The McQuay multi-zone rooftop HVAC unit, located on the north end of the roof, has exceeded its life expectancy and repair costs to keep it operational are not economically practical anymore. The unit provides heating, cooling, and air handling for approximately half of the facility. Heating to the unit is provided with steam from the boiler in the basement. The two air conditioning compressors located within the unit are deteriorated to a point where they require constant repairs and have become unreliable, especially when we experience hot weather. Other items within the unit including: condenser coil, fans/motors/mounts, steam valves, and electrical components have required many recent repairs. The age of this unit is unknown and has been estimated to be as old as the building. Maintenance records go back to 1979. Since there have been many technology changes over the years, an exact replacement unit doesn't exist; with the exception of a very costly custom made unit. A new replacement unit would have its own gas fired furnace rather than a steam heating unit to provide heat. This would relieve some of the demand on the steam boiler, which is also as old as the building and was suggested to be replaced in the 2000 building study at a cost of $25,000.00. The boiler, at this point, appears to be in good working condition, but considering age will have upcoming replacement concerns. Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: 0183-6315: HAVC unit, installation, parts, electrician, and gas connection $100,000 0183-6312: Engineering and Design Fees $10,000 Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: None Impact on City Service Levels by Funding the Improvement: Replacement of thi~ unit will provide increased dependability, lower operating costs via higher efficiency and less service/repair calls, and an improved comfort level at the City Hall facility for residents, officials, and employees. __._. n...._ -.-.--.-..--. " .... .;~ ' . Shakopee City Hall JEA Project # 1061A 5/18/00 PRELIMINARY CONSTRUCTION ESTIMATE SHAKOPEE CITY HALL - REMEDIAL WORK Basement Exiting (High Priority) $ 6,000 Reroofing (13,OOO x 6.00) (Medium Priority) 78,000 Roof Related Refiashing (Medium Priority) 6,000 Exterior Maintenance (Medium Priority) 15,000 Updating Stairs and Railings (Medium Priority) 15,000 Restroom ADA Upgrades (High Priority) 10,000 Hardware ADA Upgrades (High Priority) 10,000 Energy Code Upgrade Allowance (Low Priority) 10,000 Mechanical: New Boiler and Circulating Pump (High Priority) 25,000 Sprinkling (Low Priority) 45,000 electrical: - Subtotal One $ 222,000 Design Contingency (10%) 22,200 Subtotal Two 244,200 General Conditions OH & P @22% 53,724 Subtotal Three 297,924 Construction Contingency @ 15% 44,689 ~~ii~~~f~~iI~lI~~'Dgil~ Cost range = $300,000- $400,000 Additional Costs: . Equipment/Furniture . Architectural/Engineering Fees . Asbestos Abatement . Testing Services ,I: Shakopee Parks and Recreation 2007 Budget Improvement Package Instructions - for any improvement that results in an increase of $5, 000 or more, the following information should be provided: Project/Improvement: Senior Center (200 Levee Drive) Make-Up HVAC Unit Prepared by: Duane Toenyan, Facilities Maintenance Lead Improvement Description: Repair of Make-Up Air Unit that failed in February of 2006. Description of Need: This unit works in conjunction with the commercial kitchen exhaust fans replacing exhaust air with tempered outside air. The furnace portion of this unit failed in February 2006 and has been out of service since then. Replacement parts are available for refurbishment which would bring this unit back in service and satisfy air replacement standards. The age of the unit has been determined to be the same age as the building (approximately 25 years) and does not have any major repair history. Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: 0184-6315: Replacement of Air Exchanger $3,400 (quoted 2/13/06) Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: None Impact on City Service levels by Funding the Improvement: This repair will bring the kitchen air quality and air replacement volume back to required standards.