Finance Committee Agenda and Packet 2014 03 17

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Estimated Expenditure Schedule This section contains fields for five years of projected costs divided into six cost categories. For each request, the complete purchase or implementation costs for each year (2015 – 2019) should be entered by land acquisition, design and engineering, construction, etc. In addition, grants and other project-generating revenue, along with the projected impacts to annual maintenance costs, should be shown in the sections below the total project costs. The column titled Beyond 5 Years will not be tabulated and is for memorandum totals/placeholders only. Project Location Map, Equipment Identification Photo, or Other This section contains a place to copy a map of the proposed project’s location or a photo of the proposed equipment. The entire section is comprised of an inserted text box. Project Description and Justification This section is also an inserted text box. It contains space to give a brief project description and to provide project justification by answering the three questions presented. Any offsetting project revenue and maintenance/operational costs shown in the Estimated Expenditure Schedule should also be discussed here. Submittal of Requests Please submit all 2015 – 2019 capital requests on or before April 25, 2014. Requests may be submitted by placing a copy of the completed Request for Capital Equipment or Capital Improvement Project form in the appropriate folder on the City share drive: City Share:\Finance\C-I-P Requests\2015. At 5:00 p.m. on April 25, the Finance Department will make a copy of all requests submitted on City Share and prepare them for review by the City Manager. C-I-P Calendar Finance Issues Instructions and Forms to Departments for Five- March 31, 2014 Year Capital Improvement Plan (C-I-P) Requests Departments Prepare Requests for Five-Year Capital Improvement April 1 - April 25, 2014 Program Departments Submit Requests for Five-Year Capital Improvement April 25, 2014 Program by Placing Requests on the City Share Drive Finance Consolidates and Summarizes All Requests for Capital April 28 - May 16, 2014 Projects Finance Submits Individual Capital Requests Along with May 16, 2014 Consolidated and Summary Schedules to City Manager City Manager Meets with Departments and Reviews Requests for May 19 – May 30, 2014 Five-Year Capital Improvements Program City Manager Issues Final Recommendations on the Five-Year June 6, 2014 Capital Improvements Program Finance Consolidates and Summarizes City Manager's June 9 - June 16, 2014 Recommendations on the Five-Year C-I-P Finance Submits Preliminary Recommended C-I-P Document to June 17, 2014 City Manager and Departments Council Budget Retreat to Discuss Recommended Capital June 24, 2014 Improvements Plan for 2015 – 2019 Coordination Please coordinate with Chris Neves, Information Technology Director, on all requests for computer hardware and software, please coordinate with Steve Hite, Operations Manager, for all vehicle requests, and please coordinate with Diana Trettin, C-I-P Manager, and Dave Szabados, Facilities Manager, for all facility improvement requests. 14