CR 99-133 Adopt Equipment Replacement Plan 2000-2004
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July 15, 1999 Council Report 99-133
ADOPT EQUIPMENT REPLACEMENT PLAN 2000-2004
Proposed Action
Staffrecornmends adoption of the following: Move to adopt the 2000-2004 Equipment
Replacement Plan.
Overview
The equipment replacement plan is a detailed summary of the next five years of a twenty
year replacement schedule, for most equipment of the City of Hopkins. General and
Special Revenue fund equipment items are placed in the Equipment Replacement Fund
budget which derives its revenues from service charges to the General and Special Revenue
funds, equipment sales and interest earnings. The Enterprise fund equipment in the plan is
placed in the individual enterprise fund budgets, in the year in which the equipment is to be
purchased.
Primary Issues to Consider
0 0 Should the annual service charges to the general and special revenue funds be
increased?
0 What changes have occurred in the equipment replacement plan since last year?
Staff Recommendation
Finance recommends adoption of the 2000-2004 Equipment Replacement Plan.
Supportine Information
Equipment Replacement Plan 2000-2004
\- _'k._..~"
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Lori Yager
Finance Director
0
0 Should the annual service charges to the general and special revenue funds be
increased?
After forecasting the future equipment needs ofthe general and special revenue funds it
has been determined that a service charge increase of $3,000 a year will help level off
the need for larger increases in the future and also sustain the equipment fund until
2020. This $3,000 increase will increase the overall general fund budget by about the
same amount.
What changes have occurred in the Equipment Replacement Plan since the last year?
Highlights of changes from last year:
Fire: The breathing apparatus in the fire department has a useful life of 15
years. It will need to be replaced two years earlier than anticipated, in
2003 instead of 2005. The ladder truck scheduled for replacement in
2003 can be postponed until 2005.
Police: The Body Armor has been removed from the equipment replacement
fund and will be budgeted as operating costs. The amount was $5,800.
Public Works: The cost of a one ton truck increased from $22,000 to $32,000. Two
0 riding mowers are to be replaced in 2001 instead of2000.
Finance: Last year we centralized the process of replacing personal computers in
the equipment replacement fund at an amount of $24,000 a year.
Currently there are over 80 computers being used in the city. At $24,000
a year we can replace approximately eight computers a year. That means
that the useful life of a computer is expected to be ten years. Finance is
recommending an increase in this amount to $30,000 a year which would
allow replacement of 10 computers a year. Employees are at different
levels and needs as far as computer use. Purchasing ten new computers a
year and filtering newer computers to various users and rotating out very
old computers will compliment the plan.
Water Fund: The % ton dump truck was moved from replacement in 2000 to 2001.
0
.
CityofJ[opkjns
1010 Pirst Street South J{op/(i.ns, gv{!N 55343-7573 Phone: 612-935-8474 · Pax:; 612-935-1834
DATE: July 15, 1999
TO: Honorable Mayor and City Council
FROM: Lori Yager, Finance Director
SUBJECT: 2000 - 2004 Equipment Replacement Plan
Attached to this memo is the 2000 - 2004 Equipment Replacement Plan. The five year
planning document and twenty year projection represents the combined efforts of City
staff and the City Council.
The Equipment Replacement Plan is a twenty year forecast of equipment needs in the
City of Hopkins. It is intended to alert the Council and citizens to the major equipment
0 needs on the horizon. The first year of the plan becomes an adopted equipment budget
and relates almost completely to the operating budget of the equipment replacement fund,
which is approved on a yearly basis. The remaining nineteen years represent an estimate
of equipment needs and funding capabilities of the City. Funding requirements vary
from year to year. In order to maintain a more even service charge to other funds and
departments year by year, the twenty year schedule is projected with a 3% inflation factor
and a yearly average dollar need for the equipment replacement fund is presently
$631,400.
The cash flow requirements to fund the equipment needs in the equipment replacement
fund, will experience a roller coaster effect over the next 20 years given the projected
equipment needs and 3% inflation rate. Available funds will increase through the year
200 I and then the funds will fluctuate substantially for the next 17 years. The current
service charge to other funds is $485,000. Based on forecasting from the finance
department the council has determined that a level increase of $3,000 a year in service
charges will sustain the fund through 2020 and evenly disburse increases.
The Equipment Replacement Plan's basic premise is scheduled replacement of present
equipment. A new item, must in the year proposed, be presented in the annual operating
budget with a stipulation that replacement will be necessary in the future. Flexibility of
the Equipment Replacement Plan is established through annual review and revision, if
necessary. The annual review assures that the plan is a continuing part of the budgetary
0 process and that it will be consistent with changing demands as well as changing patterns
in cost and financial resources.
)In 'Equa( Opportumty 'Emp(oyer
0
Highlights of changes from last year:
Fire: The breathing apparatus in the fire department has a useful life of 15 years.
It will need to be replaced two years earlier than anticipated, in 2003
instead of 2005. The ladder truck scheduled for replacement in 2003 can
be postponed unti12005.
Police: The Body Armor has been removed from the equipment replacement fund
and will be budgeted as operating costs. The amount was $5,800.
Public Works: The cost of a one ton truck increased from $22,000 to $32,000. Two
riding mowers are to be replaced in 2001 instead of2000.
Finance: Last year we centralized the process of replacing personal computers in
the equipment replacement fund at an amount of $24,000 a year. Currently
there are over 80 computers being used in the city. At $24,000 a year we
can replace approximately eight computers a year. That means that the
useful life of a computer is expected to be ten years. Finance is
0 recommending an increase in this amount to $30,000 a year which would
allow replacement of 10 computers a year. Employees are at different
levels and needs as far as computer use. Purchasing ten new computers a
year and filtering newer computers to various users and rotating out very
old computers will compliment the plan.
Water Fund: The % ton dump truck was moved from replacement in 2000 to 2001.
This document was developed by the Finance Department with the assistance of all City
departments.
I wish to thank all those involved in the development of the Equipment Replacement
Plan, especially to Deborah Dahlheimer, Senior Accounting Clerk, for her hard work and
dedication.
0
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FIVE YEAR FUNDING SUMMARY
0 EQUIPMENT REPLACEMENT FUND
(000 omitted)
2000 2001 2002 2003 2004
Working Capital Beginning Yea 1,282 1,478 1,725 1,664 1,479
Revenues - Charges for Equip. 488 491 494 497 500
Other Revenues 78 86 97 94 86
Capital Purchases & Operations (370) (330) (652) (776) (662)
Working Capital Ending Year 1,478 1,725 1,664 1,479 1,403
Balance 12/31/2004 1,403
0
FUNDING SOURCES
Current Revenues - General Fund C.R.
Equipment Replacement Fund E.R.
Cable TV Fund C.T.
Water Fund W.F.
Sewer Fund S.F.
Refuse Fund R.F.
Storm Sewer Fund S.S.
Pavilion Fund P.A.
0 Housing & Redevelopment Authority HRA
A
--~--- - - -- - ~- -- ---- -
CAPITAL EQUIPMENT REPLACEMENT PLAN
0 FIVE YEAR EXPENDITURE SUMMARY
PROGRAM FUNDING
CATEGORY PROJECT TITLE SOURCE 2!ill.Q 2QQl 2QQ2 2!l.!ll 2!li!i
C-I Luveme Pumper E.R. 318,500
C-2 Fire Vehicle E.R. 20,900
C-3 Breathing Apparatus E.R. 100,000
C-4 Copier E.R. 7,400
C-5 Marked Patrol Vehicles (I I) E.R. 91,200 62,800 65,800 34,200 142,400
C-6 Utility 4x4 E.R. 29,700
C-7 Administration Vehicles (5) E.R. 19,100 19,800 20,300 21,000 21,500
C-8 Radio System E.R. 477,000
C-IO Police Copy Machine E.R. 14,200
C-ll 4X4 One Ton Truck E.R. 32,000
C-12 One Ton Dump Truck (2) E.R. 30,500
C-l3 Single Axle Dump Truck E.R. 78,000 80,000
C-14 Grader E.R. 80,000
C-15 Sweeper E.R. I 15,300
C-16 Roller E.R. 36,200
C-17 Striper E.R. 10,100
C-18 Enginering Van E.R. 14,300
C-19 1/2 Ton Pickup E.R. 20,300
C-20 3/4 Ton 4X4 Trucks E.R. 53,200
C-21 Tractors E.R. 32,700 34,700
C-22 Truckster (3) E.R. 14,300 15,600
C-23 Riding Mowers (2) E.R. 15,000 15,000
OC-24 Gang Mower E.R. 42,300
C-25 Turf Sweeper E.R. 10,900
C-26 Brush Chipper E.R. 19,100
C-27 Public Works Radio System E.R. 47,200
C-27 Public Works Radio System W.F. 50,000
C-27 Public Works Radio System S.F. 50,000
C-27 Public Works Radio System R.F. 50,000
C-28 City Hall Main Copy Machine E.R. 15,000 15,000 17,000 17,000 17,000
C-29 City Hall Small Copy Machine E.R. 20,000
C-30 City Hall Micro Network Upgrade E.R. 5,000 5,000 5,000 5,000 5,000
C-31 Computers E.R. 30,000 30,000 30,000 30,000 30,000
C-32 Finance Computer System E.R. ]50,000
C-33 Telephone System E.R. 102,700
C-33 Telephone System W.F. 8,000
C-33 Te]ephone System S.F. 8,000
C-34 4X4 3/4 Ton Dump Truck W.F. 2],900
C-35 Air Compressor W.F. 17,700
C-36 Public Works Copy Machine W.F. 9,100
C-37 Jet Vactor S.F. 100,000
C-38 ROdding Machine S.F. 3],400
C-39 Refuse Truck R.F. 148,000
C-40 4x4 1/2 Ton Truck HRA 22,800
TOTAL CAPITAL EQUIPMENT REPLACEMENT PROGRAM 479,400 352,200 685,900 799,100 99],500
FUNDING: EQUIPMENT REPLACEMENT FUND (LEVY) 370,300 330,300 652,200 776,300 662,100
0 . ENTERPRISE FUND 109,]00 2],900 33,700 329,400
HRA 22,800
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