Finance Committee Agenda and Packet 2014 03 17

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Finance Department 749 Main Street Louisville, CO 80027 (303) 335-4505 Memorandum March 31, 2014 Date: All Departments To: From:Kevin C. Watson, Finance Director Subject:Five-Year Capital Improvement Plan Capital Project Requests for 2015 Through 2019 The purpose of this memorandum is to provide instructions and a format for capital project requests to be included in the City’s Five-Year Capital Improvement Program (C-I-P) for the years 2015 through 2019. Process Summary The City will be using a similar budget process as last year. The 2015 – 2019 budget request process will capital be a separate process from, and will occur prior to, the 2015 budget request process. The deadline operational for submitting capital requests is April 25, 2014. All capital equipment and capital improvements with an estimated cost greater than $5,000, and with a useful life of greater than one year, should be requested using the process outlined within this memorandum. Request Form Attached to this memorandum is a new Request for Capital Equipment or Capital Improvement Project form. Please note that the current request form has some changes in format and some changes in requested information from last year’s form. A separate form should be used for each equipment or project request. As a general rule, cells on the form that are designed for input are colored in blue. Areas on the form that contain formulas are colored in red. The form is divided into four sections: 1. Project or Equipment Identification 2. Estimated Expenditure Schedule 3. Project Location Map, Equipment Identification Photo, or Other 4. Project or Equipment Description and Justification Project or Equipment Identification This section contains seven areas of required information. Input into many of the fields is restricted by the choices within drop-down menus. Requests for additional choices for these fields may be requested from the Finance Department. 1.Project Name – A brief project name that will be transferred to a general ledger line item description if the project is ultimately approved. 2.Version of Request – The version number of this equipment/project request, in any format as determined by the submitting department. 3.Submitting Department/Division – The name of the department or division that is submitting the request. This field contains a drop-down menu. 4.Impacted Departments/Divisions – Any departments, other than the submitting department, that are impacted by the request. 5.Funding Source(s)/Location(s) – The proposed funds that will be providing resources to the project. This field contains a drop-down menu. 6.Percent – Each proposed fund’s percent of funding. 7.Department Priority – The department’s overall priority for the equipment or project. This field contains a drop-down menu. 13