City Council
	Agenda Request
Agenda Of:	December 19, 2006	Agenda Request No:		VIII A
Initiated By:	Cindy Stanfield, Administrative Services Director	Responsible Department:		Administrative Services Parks and Recreation
Presented By:	Cindy Stanfield, Administrative Services Director	Department Head:		Cindy Stanfield, Administrative Services Director
	Joe Chesser, Assistant Parks & Rec Director	Additional Department. Head (s):		Karl Miller, Director of Parks and Recreation
Subject / Proceeding:	Infrastructure Management Program: Assessments of Municipal Buildings and Parks and Recreation Facilities Workshop
Exhibits:	N/A
Clearances			Approval
Legal:	N/A		Executive Director:	N/A
Purchasing:	N/A		Asst. City Manager:	David Ellison Karen Glynn
Budget:	N/A		City Manager:	Allen Bogard
Budget
Expenditure Required: $			N/A
Amount Budgeted/Reallocation: $			N/A
Additional Appropriation: $			N/A
Recommended Action
Review and discuss.

Executive Summary

Many municipal buildings and parks and recreation facilities are approaching an age where increased maintenance and rehabilitation is becoming a concern. The City’s Infrastructure Management Program is a FY06-07 Strategic Project that was established to address the City’s aging infrastructure.

The Infrastructure Management Program involves creating an inventory of the City’s facilities and structures, evaluating existing conditions and useful life, and estimating repair or replacement costs. The objective of this program is to place records of all City assets (including Parks, Airport, Utilities, Public Works, and other municipal assets) into similarly structured databases that can be cross manipulated and queried.

The database will cover all City assets and will contain pertinent attributes like age, cost, size and type of material, along with financial and maintenance/repair records and a conditional analysis of each infrastructure type. The databases and software to be used for the system will include GIS for the physical attributes of the assets, H.T.E. applications for tracking financial and maintenance/repair information of assets, and various infrastructure assessment software programs for condition and replacement analysis.

In the FY05-06 Parks Rehabilitation CIP Project, $50,000 was allocated to perform an assessment of parks and recreation facilities as part of the overall Infrastructure Management Program. It is recommended that an architectural consultant perform onsite facility assessments for the following: ball field lighting, irrigation systems, playground equipment, fences, walkways, pool, water features, playing field conditions, signs, picnic pavilions and restrooms.

In coordination with this effort the Facilities Management Program in the Administrative Services Department has identified a need to conduct a similar facilities assessment focusing on selected municipal buildings, including the Parks buildings. It is recommended that an engineering consultant perform walk-through inspections of 42 high priority facilities and evaluate the condition of each building, to include: roofing, mechanical, electrical, plumbing and life safety systems. Although funding was not specifically targeted for this municipal buildings assessment; it has become apparent that there is a need to evaluate the conditions of individual buildings in order to effectively and proactively prioritize repairs. Estimated cost for this assessment is $95,000, and funding is available in the Facilities Improvement Fund.

These assessments will assist the departments in more accurately forecasting budgetary needs for maintenance, repair, and replacement and with effective prioritization of maintenance, renovation, repair and rehabilitation projects. The results from these assessments will be a starting point for each department to develop comprehensive standards and practices to better manage repair, maintenance, renovation and replacement of facilities and structures.

Deliverables will include written reports with descriptions of findings and a forecast of needed improvements, prioritized for the next five years with estimated costs. The locations and physical data will integrate into the GIS system for enhanced capability for tracking and inventory reference. The assessment of current conditions, repair/replacement projections, and cost estimates will be reported in a spreadsheet format, which can interface with the H.T.E. applications.

The report will be utilized for justification to secure future CIP funding and/or for a future Bond Election.

Based on Council input, both departments plan to return to council on January 2, 2007, with separate contracts for these studies. If contracts are approved, it is estimated that the data collection results will be available in time for consideration during the FY07-08 budget process.

Exhibits