1 holiday island suburban improvement district 2013-2017 capital improvements program approach to...

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Holiday Island Suburban Improvement District2013-2017 Capital Improvements Program

• Approach to CIP discussion – Revenue Fund

• Money collected through assessments and/or user fees

– Equipment Reserve Fund• The designated fund to replace equipment• We have a regulation that states we must have $100,000

minimum in that fund • Replacement equipment must come from these funds

– The summary sheet for each department is first, followed by the individual details for that department.

– This is an initial discussion, no decision will be made today

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Comprehensive Detail ScheduleRevenue Fund Projects

Department Project 2013 2014 2015 2016 2017

Administration Accounting Software 15,000

Computer Hardware TBDExterior Power Wash/Seal 9,000 Replace/Repair Rotted Wood Backside of Office-Stone FrontCopy Machine Replacement 8,000

Carpet Replacement 15,000

Emergency Generator 20,000

17,850 9,000 8,000 15,000 20,000

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HOLIDAY ISLAND SUBURBAN IMPROVEMENT DISTRICT2013-2017 Capital Improvements Program

PROJECT DETAIL

Project Cost2013 $ 15,0002014 201520162017 __________ Total Project Cost $ 15,000


Is Project Mandated by the State or Federal Government?Yes ____ No __X__


Project Title: Accounting Software General Ledger / Payroll

Department: Administration

Funding Source: Assessments

Project Category: Facility and Other Improvements

Project Type: Replacement _X_ Expansion ___

Project Description, Justification:Current software was purchased approximately 8 years ago. It was a custom written program. Due to problems with the ledger portion of this package we would like to purchase a more “off the shelf” product. Currently payroll is being outsourced. The new software will have a module for in house payroll. The firm doing our audit has suggested the past 2 years that we find a different software provider. Project Status/Scheduling:A volunteer committee working on requirements now and reviewing potential vendors. Need for Hardware replacement unlikely, but not known for sure at this time.

Spring, 2013.Effect of Project on Annual Operations:Some cost savings should be realized by shortening the audit on site time and dispensing with the outsource payroll fee. Staff time currently spent on spreadsheets requested from other staff, BOC or FOIA for analysis should be reduced.

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Project Cost201320142015 $8,00020162017 _______ Total Project Cost $ 8,000

Project Cost201320142015 $8,00020162017 _______ Total Project Cost $ 8,000



Project Title: District Office Copy Machine Replacement





Project Description, Justification:

District office copy machine was purchased in 2005; unit is currently under a maintenance agreement, but should be replaced after 10 years as obsolete and/or have reached its serviceable life.

Project Status/Scheduling:

Spring, 2015.

Effect of Project on Annual Operations:

None.

HOLIDAY ISLAND SUBURBAN IMPROVEMENT DISTRICT2013-2017 Capital Improvements ProgramPROJECT DETAIL

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Project Cost2013201420152016 $ 15,0002017 __________ Total Project Cost $ 15,000




Project Title: District Office Carpet Replacement






Project will replace carpet in high-traffic areas at an estimated cost of $3.75/sq. ft.

Project Status/Scheduling:Spring, 2016

Effect of Project on Annual Operations:None.


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Department: AdministrationFunding Source: AssessmentsProject Category: Facility and Other Improvements



Project Type: Replacement ___ Expansion _X_


Purchase and installation of a 35 Kw generator and concrete pad. Generator to be installed at the District Office to maintain telephone and computer systems in the event of an extended power outage.

Project Status/Scheduling:Spring, 2017.


None.

Project Cost

20132014 201520162017 20,000

Total Project Cost $ 20,000

Project Cost

20132014 201520162017 20,000

Total Project Cost $ 20,000

Project Title: District Office Emergency Generator/Pad


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Comprehensive Detail Schedule

Water Leak Detection Program TBD TBD TBD TBD

PRV Rehabilitation Program 25,000 25,000 25,000 25,000 25,000

Fire Station #1 Tank Rehab/Paint 35,000

9-Hole Booster Tank Rehab/Paint TBD

Well # 2 Improvements 326,480

25,000 25,000 386,480 25,000 25,000

Revenue Fund Projects


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Project Cost2013 $ 02014 TBD2015 2016 2017 Total Project Cost $ TBD

Project Cost2013 $ 02014 TBD2015 2016 2017 Total Project Cost $ TBD



Project Title: Leak Detection Program

Department: Water/Wastewater

Funding Source: User Rates, Assessments

Project Category: Water



Staff will be looking into this and I will follow up at a later date on recommendations for budget in 2014. Project includes contracted labor to isolate and locate water line breaks, leaks and service line separations in system to reduce overall water loss. Water distribution system to be divided into several mini-systems to conduct program over multiple years. This project is one of several recommended projects outlined in the 2006 water system master plan.


Completion projected by end of 3rd quarter each year.


Effective program will ultimately result in gradual reduction in electrical consumption.


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Project Cost2013

$ 25,000 2014

25,0002015

25,0002016

25,0002017 ____25,000 Total Project Cost $ 125,000

Project Cost2013

$ 25,000 2014

25,0002015

25,0002016

25,0002017 ____25,000 Total Project Cost $ 125,000



Project Title: PRV Rehabilitation Program

(pressure reducing valves) Department: Water/Wastewater


Project Category: Water System Improvements

Project Type: Replacement _X_ Expansion _X_


Project includes the rehabilitation and upgrade of 1-2 pressure reducing valves (PRVs) per year until entire system is upgraded. PRVs are 30+ years old, with many components obsolete and in need of replacement. Where needed, telemetry components will be added for critical/problem areas to monitor pressure fluctuations. This project is one of several recommended projects outlined in the 2006 water system master plan.


Completion by end of 3rd quarter each year.


Rehabilitated PRVs will assist in reduction of pressure problems in water system, and ultimately reduce labor costs due to continual repairs.


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Project Cost

2013 $ 149,9382014201520162017 Total Project Cost $ 149,938

Project Cost

2013 $ 149,9382014201520162017 Total Project Cost $ 149,938



Project Title: 9-Hole Booster Tank, Rehab and Paint – Quail Run Tank



Project Category: Water System Improvements


Project Description, Justification:Project includes wet sand blasting, priming and painting water tank located at 9-Hole Maintenance Facility. Currently the tank is rusting above the water line. No additional work will be required to complete this project.By using Utility Service Company for this Project we can spread capital upfront renovation cost over multiple years.


Project to be bid in Spring, 2013, and completed in 2nd quarter, 2013.

Effect of Project on Annual Operations:The tank would not be in use while painting is done. If this is not done, rusting will continue, will begin to leak, and become unusable.


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WastewaterLift Station Rehabilitation Program 62,500 TBD TBD TBD TBD

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Project Cost2013 $ 62,5002014 TBD2015 TBD2016 TBD2017 ___ TBD Total Project Cost $ 62,500

Project Cost2013 $ 62,5002014 TBD2015 TBD2016 TBD2017 ___ TBD Total Project Cost $ 62,500



Project Title: Lift Station Rehabilitation Program



Project Category: Wastewater

Project Type: Replacement _X_ Expansion _X_Project Description, Justification:

The District’s wastewater collection system has a total of 27 lift stations – 11 above-ground, 15 below-ground, and 3 with submersible pumps. The controls for these lift stations are 20-30 years old and are prone to regular maintenance problems; controls for most below-ground stations are also located in the wet-well, and are damaged when power loss occurs and the well floods. Replacement components are often hard or impossible to obtain. Installing up-to-date controls and relocating above ground will make the units more energy efficient and help reduce labor and materials costs. Funding recommendations will allow the District to rehabilitate 1-2 lift stations per year (depending on size), beginning with the most critical stations completed first.


Installation of new equipment to replace Haddock Creek Lift Station with 3 submersible pumps and Controls this being one of the critical lift stations would begin 2nd quarter, 2013.


Possible significant savings in labor; repair savings for pumps, motors, seals, as monitoring would detect problems much earlier.


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RoadsRoad Paving 300,000 315,000 330,750 347,288 364,652

Facilities

Maint Walking Trail Parking Lot 22,500

Handicap Fish Pier Parking Lot 23,100

District Office Overflow Parking 13,200

Barn Parking Lot 54,450

322,500 338,100 343,950 401,738 364,652

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PRIORITY #

PROJECT TITLE: ROAD PAVING PROJECT COST

2013 230,000

DEPARTMENT: ROADS 2014 253,000

2015 278,300

FUNDING SOURCE: ASSESSMENTS-COUNTY 2016 306,130

2017 336,743

PROJECT CATEGORY: ROAD IMPROVEMENTS TOTAL PROJECT COST 1,404,173

PROJECT TYPE: REPLACEMENT X STATE OR FEDERALLY MANDATED

EXPANSION

YES NO X

PROJECT DESCRIPTION & JUSTIFICATION:

CONTINUATION OF THE FIVE YEAR PAVING PROGRAM OF SINGLE/DOUBLE CHIP AND SEAL AND ASPHALT OVERLAY OR BOTH. COSTS ARE INFLATED FROM 2012 ACTUAL COSTS.

PROJECT STATUS/SCHEDULING:AUGUST OF EACH YEAR.


EFFECT OF PROJECT ON ANNUAL OPERATIONS:DURING ROAD PREPARATION TIME SOME OTHER SERVICES WILL BE DELAYED BECAUSE

OF LACK OF MANPOWER. SERVICES WILL BE RESTORED WHEN ROAD PAVING IS COMPLETED.

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PRIORITY # 1

PROJECT TITLE: ROAD PAVING PROJECT COST2013 230,000

DEPARTMENT: ROADS

FUNDING SOURCE: ASSESSMENTS-COUNTY

PROJECT CATEGORY: ROAD IMPROVEMENTS TOTAL PROJECT COST 230,000

PROJECT TYPE: REPLACEMENT X STATE OR FEDERALLY MANDATEDEXPANSION

YES NO X

PROJECT DESCRIPTION & JUSTIFICATION:CONTINUATION OF THE FIVE YEAR PAVING PROGRAM OF SINGLE/DOUBLE CHIP AND

SEAL AND ASPHALT OVERLAY OR BOTH. COSTS ARE INFLATED FROM 2012 ACTUAL COSTS.

PROJECT STATUS/SCHEDULING:

AUGUST OF EACH YEAR.

EFFECT OF PROJECT ON ANNUAL OPERATIONS:DURING ROAD PREPARATION TIME SOME OTHER SERVICES WILL BE DELAYED BECAUSE

OF LACK OF MANPOWER. SERVICES WILL BE RESTORED WHEN ROAD PAVING IS COMPLETED.


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PRIOROTY # 3PROJECT TITLE: WALKING TRAIL P/L PROJECT COST

2013 22,500DEPARTMENT: FACILITY MAINTENANCE 2014

2015 FUNDING SOURCE: ASSESSMENTS 2016

2017 PROJECT CATEGORY: P/L PAVING TOTAL PROJECT COST 22,500


YES NO XPROJECT DESCRIPTION & JUSTIFICATION:

CONDITION OF LOT IS DIRT AND ROCK AND NEEDS MAINTENANCE AT TIMES. INSTALLA 4" ASPHALT OVERLAY. THIS WOULD CONNECT THE ASPHALT AT THE HANDI-CAP PARKING AREATO BLUE WATER DRIVE. STAFF WOULD STRIPE LOT THROUGH REGULAR OPERATING BUDGETUNLESS BID COMES IN LOWER THAN EXPECTED.

PROJECT STATUS/SCHEDULING:PROJECT WOULD COINSIDE WITH THE ROAD PAVING PROGRAM UNLESS DIFFERENT

CONTRACTORS ARE AWARDED EACH PROJECT. IN THIS CASE PROJECT TO BE COMPLETED BYEND OF AUGUST 2013.

EFFECT OF PROJECT ON ANNUAL OPERATIONS:NONE


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PROJECT TITLE: H/C FISHING P/LOT PROJECT COST2013

DEPARTMENT: FACILITY MAINTENANCE 2014 23,1002015

FUNDING SOURCE: ASSESSMENTS 2016 2017

PROJECT CATEGORY: P/LOT PAVING TOTAL PROJECT COST 23,100


YES NO XPROJECT DESCRIPTION & JUSTIFICATION:

CONDITION OF PARKING LOT IS COMPACTED GRAVEL. PARKING LOT HAS TO BE GRADED AFTER HEAVY RAINFALL DUE TO EROISION. VERY LITTLE BASE ROCK WOULD HAVE TOBE ADDED TO COMPLETE THE 4" ASPHALT PAVING.





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PROJECT TITLE: D.O. OVERFLOW PARKING PROJECT COST2013

DEPARTMENT: FACILITY MAINTENANCE 2014 2015 13,200

FUNDING SOURCE: ASSESSMENTS 2016 2017



YES NO X

PROJECT DESCRIPTION & JUSTIFICATION:CONDITION OF PARKING LOT IS COMPACTED GRAVEL. VERY LITTLE BASE ROCK WOULD

HAVE TO BE ADDED TO COMPLETE THE 4" ASPHALT PAVING. LOT IS USED A LOT FOR DISTRICT OFFICE MEETINGS.





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PROJECT TITLE:BARN PARKING LOT PROJECT COST

DEPARTMENT: FACILITY MAINTENANCE 2014 2015

FUNDING SOURCE: ASSESSMENTS 2016 54,450



YES NO X

PROJECT DESCRIPTION & JUSTIFICATION:CONDITION OF PARKING LOT IS COMPACTED GRAVEL. VERY LITTLE BASE ROCK WOULD

HAVE TO BE ADDED TO COMPLETE THE 4" ASPHALT PAVING. LOT HAS TO BE GRADED AFTER HEAVY RAINFALLS. GRAVEL ALSO WASHES OUT ONTO SHIELDS DRIVE AT BOTH ENTRANCES.





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Fire Satellite Fire Station 45,000 0 0 0 0

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2013 $ 45,000 201420152016 __________ Total Project Cost $ 45,000




Project Title: Satellite Fire Station, New Construction

Department: Fire Protection

Funding Source: Assessments, (1/3 of cost) Rural Dues, & Possibly Lady’s Auxiliary


Project Type: Replacement ___ Expansion _X_


Project calls for the construction of a two (2) bay fire station in the area of Stateline and Sun view. This station would mainly house tanker equipment, as these vehicles are historically the most dangerous to drive due to the weight and motion of the water. This area’s water supply is by 4 inch mains, which does not supply enough water for some structure fires. The only option to this problem is the use of tanker trucks. This station would also give better distribution of equipment, which will help with ISO ratings. The location would also help the Rural Department and would give the auxiliary some needed storage space.

Project Status/Scheduling:This project would hopefully be started in the spring of 2013 if funding can be arranged.

Effect of Project on Annual Operations:There would be a slight increase in utilities, but this could be offset by participation from the Rural Department and Lady’s Auxiliary.


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Recreation HVAC unit RC-Heat not working TBD

Resurface Both Pools TBD

2012 Budget WS Small Pool-Decking Rubaroc Surface 38,500

West Tennis Court Resurface 70,000

Playground Set Replacement/Addition 75,000

4,040 38,500 70,000 75,000

Holiday Island Suburban Improvement District2013-2017 Capital Improvements ProgramComprehensive Detail Schedule



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Project Cost Total Project Cost $ Unknown

Project Cost Total Project Cost $ Unknown



Project Title: Heating / AC Unit

Department: Recreation Center





The air condition part of the heat pump is working fine but when it has to heat the recreation center it will freeze up and not work properly. This was discovered during the winter when we were only open on a limited basis.




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Project Cost201320142015 TO BE DETERMINED

Project Cost201320142015 TO BE DETERMINED



Project Title: Re-surface both Pools

Department: Recreation Center





Upon opening the pools this season, it was noted that several places on the bottom are flaking and peeling more than normal. We have also had a couple of visitors scrap the bottom of their feet.


Pool needs to be drained to determine condition and cost. Can probably hold off for another year or two.


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Small Pool-Decking Rubaroc Surface

$ 38,500

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West Tennis Court Resurface

$ 70,000

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Playground Equipment

$75,000

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Marina Floatation Replacement 11,025 11,575 12,200 12,810 13,450

24-Slip Addition, Dock #4 132,000

2012 Budget WS Dry Dock Storage Addition 125,000

11,025 143,575 12,200 137,810 13,450

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Project Cost2013 $11,0252014 11,5752015 12,200

Project Cost2013 $11,0252014 11,5752015 12,200

Is Project Mandated by the State or Federal Government?

Yes __X__ No ____


Yes __X__ No ____

Project Title: Flotation Replacement

Department: Marina

Funding Source: Assessments and/or user fees




In February, 2008 the US Corps of Engineers issued flotation standards requiring all commercial marinas to replace all Styrofoam floatation with specified encapsulated floatation (1) when annual inspections reveal that the lowest part of the dock structure falls below a minimum of six inches above the waters surface; and (2) full compliance (complete replacement) by 2033. Flotation replacement at the Holiday Island Marina is currently estimated to be 40% complete. Priorities established each year based on condition and buoyancy.


Spring of each scheduled year

Effect of Project on Annual Operations:None

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Slip addition

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Dry Dock Storage Addition

$125,000

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Golf Maintenance Cart Path Improvements 10,500 11,025 11,580 12,200 12,810

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Project Cost2013 $ 10,5002014 201520162017 ________ Total Project Cost $ 10,500

Project Cost2013 $ 10,5002014 201520162017 ________ Total Project Cost $ 10,500



Project Title: Cart Path Improvements

Department: 18 Hole Golf Maintenance


Project Category: Facility and OtherImprovements

Project Type: Replacement _X_ _Expansion ____


The District has not conducted a systematic repair/replacement of cart path surfaces at either course for 15+ years. Project will replace paths for 1-2 holes per year, prioritized based on condition. Staff will conduct an initial evaluation to determine the most cost effective surface between asphalt and concrete.


Spring, 2013.


None.


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Pro ShopReplace Carpet in Entire Building 19,000

Clubhouse Paint Building Inside & Out 23,000

North Entrance-Patio Resurfacing 18,000

42,000 0 18,000

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HOLIDAY ISLAND SUBURBAN IMPROVEMENT DISTRICT 2013-2017 Capital Improvements Program

PROJECT DETAIL

Project Title: Carpet Replacement Department: Pro Shop / Clubhouse Funding Source: Assessments Project Category: Facility and Other Improvements Project Type: Replacement _X_ Expansion ___ Project Description, Justification: Replace carpet in entire clubhouse building, includes installation. Project Status/Scheduling: Spring, 2013. Effect of Project on Annual Operations:

None.

Project Cost

2013 $ 19,000 2014 2015 2016 2017 ________ Total Project Cost $ 19,000


Yes ____ No __X__

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Project Cost2013 $ 23,000 2014 201520162017 __________ Total Project Cost $ 23,000




Project Title: Painting – Inside and Out

Department: Pro Shop / Clubhouse





Paint all inside walls at Clubhouse. Paint exterior of building.Project Status/Scheduling:

Spring, 2013.


None.


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CampgroundNo Capital Improvements for 2013

Normal Maintenance will be included in the operating budget.

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Equipment Reserve Fund

• The designated fund to replace equipment• We have a regulation that states we must have

$100,000 minimum in that fund • Replacement equipment must come from

these funds

Reminder

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Equipment Reserve Fund Projects


Water Zero Turn Mower 8,500

Roads Zero Turn Mower

8,500Replace 2001 Graveley-U#29

Bucket Truck 30,000 Replace 1986 Ford

Fire Ladder Truck 90,000Replace 1976-Ladder #1

Engine # 1 80,000 Replace 1974 -Engine #1

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Department Project 2013 2014 2015 2016 2017 Comments

WaterZero Turn Mower 8,500

Replace 1991 Graveley-U#20

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RoadsZero Turn Mower 8,500

Replace 2001 Graveley-U#29

Bucket Truck 30,000 Replace 1986 Ford

8,500 30,000


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Fire Ladder Truck 90,000Replace 1976-Ladder #1

Engine # 1 80,000 Replace 1974 -Engine #1

90,000 80,000


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Project Cost20122013 20142015 $ 95,0002016 __________ Total Project Cost $ 95,000




Project Title: Ladder Truck Replacement

Department: Fire Protection


Project Category: Vehicles

Project Type: Replacement _X__ Expansion __


This project is to replace our existing Ladder Truck, which is a 1976 model. This vehicle was moved from our second out unit status to strictly high-rise fires and areas needing very large volumes of water. This move has relieved the necessity to replace the truck earlier, but the truck is experiencing a few problems here and there. All equipment will transfer to another truck, which will reduce some of the expense.


Project is only in the planning stage and hope to complete in the fall of 2015


None, since it is a replacement project and a better unit, it should reduce the burden on OEM


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Department Project 2013 2014 2015 2016 2017Equipment Reserve Fund Projects

Golf Maintenance Greens Mower 19,000

Roughs Mower 37,000

2 Fairway Mowers 98,000

Sprayer 18,000

4 Maintenance/Utility Carts 32,000

Sand Trap Rake 13,000

56,000 148,000 13,000

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Equipment Reserve Fund ProjectsProject Cost





Project Title: Greens Mower


Funding Source: Equipment Reserve Fund

Project Category: Vehicles and Equipment

Project Type: Replacement _X _Expansion ___


Need to replace 3 mowers, put one in 2013 budget.


Spring, 2013


None.


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Project Title: Roughs Mower Replacement – Unit # 1809






Need 3 - replace 1 in 2013. Unit # 1809 is a 2002 Toro 300D with 4,600 hours. The mowing deck is worn out, engine life is non-existent, and the transmission is in poor condition.


Spring, 2013.


None.

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2 Fairway Mowers 98,000

Sprayer 18,000

4 Maintenance/Utility Carts 32,000


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Equipment Reserve Fund projects


Golf Maintenance Greens Mower 19,000

Roughs Mower 37,000Replace Unit# 1809

2 Fairway Mowers 98,000Replace Unit# 1811

Sprayer 18,000

4 Maintenance/Utility Carts 32,000 Replace 4 Carts


56,000 148,00 13,000

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Project Title: Fairway Mower 2@ $49,000/mower






Unit 1811 has 4,800 hours. Unit is beginning to wear out and is starting to experience hydraulic and engine problems. New unit to be used at 18-hole course and rotate older unit to 9-hole course.


Spring, 2014.

Effect of Project on Annual Operations:None.



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Project Cost20132014 18,0002015 20162017 ________ Total Project Cost $ 18,000

Project Cost20132014 18,0002015 20162017 ________ Total Project Cost $ 18,000



Project Title: Sprayer


Funding Source: Equipment Reserve Fund Project Category: Vehicles and Equipment




Spring, 2014.


None.


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Equipment Reserve Fund Projects Project Cost2013 $ 2014 32,000 201520162017 __________ Total Project Cost $ 32,000

Project Cost2013 $ 2014 32,000 201520162017 __________ Total Project Cost $ 32,000



Project Title: 4 Maintenance Carts @ $8,000/cart


Funding Source: Equipment Reserve




Current Maintenance/utility carts are in poor condition or not running at all. Current units have between 2,200 and 2,500 hours. Currently 3 out of 5 carts are down.


Spring, 2014.


None.

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Project Title: Sand Trap Rake


Funding Source: Equipment Reserve Fund Project Category: Vehicles and Equipment

Project Type: Replacement _X_Expansion ___



Spring, 2015.


None.

1 holiday island suburban improvement district 2013-2017 capital improvements program approach to...

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