City Council Study SessionSeptember 27, 2017

FIRE TRUCK REFURBISHING PROPOSAL

Report 2

Fire Vehicle Replacement Fund Overview

$-

$100,000

$200,000

$300,000

$400,000

$500,000

$600,000

2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018

Fire Vehicle Replacement Fund (FVRF)

Fund Equity General Fund Contributions Purchases/Expenditures

1122 PurchaseOver 2 FYs

1182 Purchase(Rescue Boat)

1121 Purchase

General Fund Contributions To FVRF

$0.00

$20,000.00

$40,000.00

$60,000.00

$80,000.00

$100,000.00

$120,000.00

$140,000.00

2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018

General Fund Contribution

General Fund Contribution

June 28, 2017

QUANTITY APPARATUS TYPEMAXIMUM DESIRABLE AGE*

(Use of Small EMS Vehicles)MAXIMUM DESIRABLE AGE

(No Use of Small EMS Vehicles)

3Front line, class A pumpers 20 Years 15 Years

1 Aerial apparatus 25 Years 20-25 Years

2 EMS response vehicles 10 years NA

1 Utility/brush truck 15 years 15 Years

1Reserve class A pumper** 25 years 25 Years

Fire Vehicle Inventory & Replacement Goals

Current Age of Primary Front Line Apparatus & 3-5 year Rotation Plan

Unit # Engine 1121

Engine 1122

Engine 1123

Engine 1124

Ladder 1142

Age 10 yrs. 2 yrs. 22 yrs. 22 yrs. 15 yrs.

Unit # Engine 1121 Engine 1122 Engine 1123 Engine 1124 Ladder 1142

RotationReplaced with New Pumper(Moved to

1123)

No Action(5 yrs.)

Place in Reserve or

remove (Replace with

1121)

Reserve Engine

(Re-chassis or Replace)

18 yrs. Replace

Spartan Chassis - Charlotte, Michigan

Spencer MFG. – South Haven, Michigan

Why Spencer Mfg.• COH Transportation Services: Will not do the work

• Does not possess wiring diagrams, build documents

• Zahnen Companies: Will not do the work• Does not possess wiring diagrams, build documents• “More cost effective to have OEM perform work…”

• B&B Truck Repair: Will do the work• Would need to tow for accurate quotes.• Early estimates appear to be fair

• Emergency Vehicles Plus: Will not be interested in doing the work

• E-One: Dealer indicated that vehicle would need to be towed to Ocala, FL and that a E-One Chassis would most likely need to be placed under the body. Would most likely increase cost estimated $25,000

• Spencer: (1) MI OEM of current vehicle, (2) Close to Holland, will facilitate warranty corrections, (3) OEM Utilizing similar Spartan Chassis, (4) Time is of the essence… June 28, 2017 crash.

Options Option: Cost:

Repair Damage From Crash $39,318

Replacement with New Apparatus (Pierce*)

$620,000 (Estimated)

Replacement with New Spartan/Spencer **

$435,000 (Estimated)($550,000 w/o trade and ins.)

Replacement of Chassis & Refurb of Body*** RECOMMENDATION

$244,087.04

*Current brand and model of pumper purchased in 2015.** Estimate includes trade in of current vehicle involved in crash and insurance contribution.***Includes credit for damaged chassis and insurance contribution of $39,318.

WASHINGTON SCHOOL GREEN PARK

Report 3

CIVIC CENTER PLACE PROJECTReport 4

City Council

Interim City Manager

ProjectA. BuildingB. Site

Design

Construction

Management / Programming

Fundraising

Budget

STATUS OF BID PACKAGE #2Civic Center Place Project Report 4

PROJECTED OPERATING EXPENSES AND REVENUES

Civic Center Place Project Report 4

Former Annual Expenses New Estimated AnnualBuilding Operating Expenses:

Utilities: Electric $16,000 $38,000

Water/Wastewater 6,500 10,000

Natural Gas 21,700 5,500

Fiber 2,100 2,100

Snowmelt/District Heating 0 5,000

Insurance 2,700 7,000

Phones and Tech Services 2,800 2,800

Building Alarm System 420 3,000

Building Cleaning 0 0

Window Cleaning 0 3,000

Garbage / Recycling 1,500 3,000

Boiler Inspection 60 300

Elevator Maintenance 0 2,000

Equipment Maintenance 1,200 5,000

Fire Protection Services 145 2,500

Building and Grounds Maintenance 23,200 25,000

Parking Lot Snowplowing 11,000 11,000

Supplies 21,000 20,000

Miscellaneous Expenses 0 3,000

Total Building Operating Costs $110,325 $148,200

Square Footage 32,034 49,023

Operating Expenses for Square Foot $3.44 $3.02

Former Annual ExpensesTotal Building Operating Expenses $110,325

Staff / Management Expenses:

Wages / Benefits: Management Contract 0

Building Custodian 79,400

Customer Serv. Asst. (45%) 25,400

P.T. Custodians (7) + 1 Clerical 44,100

Travel/Trade Events 0

Marketing 0

Event Advertising 0

Total Personnel $148,900

Total Potential Operating, Mgmt., Future Expenses $259,225

Former Annual RevenuesLeases: DDA/PSD

Rents - Current Tenants $60,000

New Events 0

Concessions/Other 0

General Fund Contribution 200,000

Total Revenues $260,000

Annual Set-Aside for Future Maintenance/Repairs 0

Former Annual Expenses New Estimated AnnualTotal Building Operating Expenses $110,325 $148,200

Staff / Management Expenses:

Wages / Benefits: Management Contract 0 170,000

Building Custodian 79,400 79,400

Customer Serv. Asst. (45%) 25,400 0

P.T. Custodians (7) + 1 Clerical 44,100 20,000

Travel/Trade Events 0 15,000

Marketing 0 40,000

Event Advertising 0 25,000

Total Personnel $148,900 $349,400

Total Potential Operating, Mgmt., Future Expenses $259,225 $497,600

Former Annual Revenues New Estimated AnnualLeases: DDA/PSD

Rents - Current Tenants $60,000 $81,000

New Events 0 265,000

Concessions/Other 0 75,000

General Fund Contribution 200,000 76,600

Total Revenues $260,000 $497,600

Annual Set-Aside for Future Maintenance/Repairs 0 $50,000

PROPOSED ORGANIZATIONAL / MANAGEMENT STRUCTURE

Civic Center Place Project Report 4

City CouncilCivic Center Place Board

1 DDA Board Member1 PSD Board Member

5 Business/Community MembersTotal: 7 Board Members

Responsibilities Appoint Civic Center Board Members Approve Event Management Contract Adopt Booking Policy Approve Purchases not Included in Budget

or Event Management Contract Fund Improvements and Repairs to the

Facility

•The purpose of the Board is to oversee all operations of the Civic Center Place building and parking area so as to provide events and activities for the community in a financially sustainable manner.

Responsibilities Prepares & Implements Booking Policy Oversees Management Contract Works with Event Mgmt. Contractor to

Market Facility Approves All Budgeted Purchases Coordinates Activities with Downtown

Entities Manages All Aspects of the Facility Recommends Board Appointments

City Council

City Manager

Assistant

City Manager

Civic Center Place Board

Downtown

Development Authority (DDA)

Principal Shopping District

(PSD)

Civic Center Place

Liaison

Downtown

Development Authority (DDA)

Principal Shopping

District (PSD)

Department Asst.

Part-Time

Marketing Asst.

Part-Time

Event Coordinator

Part-Time

Market Master Part-Time

Market Master

Asst. Part-Time

Event Contract:* Marketing

* Booking * Managing

Windmill Island

REVIEW OF CITY MANAGER SEARCH FIRM PROPOSALS

Report 5

DATES FOR COFFEE WITH COUNCIL & COUNCIL ADVANCE

2018 City Calendar Report 6

Proposed Council Planning &Budget Events• Coffee with Council Council will be exploring new format

Saturday, January 13, 2018 from 9 AM to 11:30 AM, Location to be determined.

• Council Retreat Dinner with Leadership TeamFriday, January 26, 2018, 5:30 PM – 9:30 PMLocation to be determined

• Council RetreatSaturday, January 27, 2017, 9 AM – 3 PMLocation to be determined