Joint City-County Planning Task Force
Regular MeetingSpringfield, MO · April 9, 2014
Minutes
Joint City-County Planning Task Force
April 9, 2014 9:30 a.m.
Busch Building, 4th Floor Conference Rm., 840 Boonville Ave.
Meeting #15
Task Force Members present:
Greg Burris, Springfield City Manager
Tim Smith, Greene County Administrator
Collin Quigley, Springfield Assistant City Manager
Cindy Stein, Greene County Auditor
Mary Mannix Decker, City of Springfield Financial Director
Martha Mundt, Greene County Budget Director
Jerry Moyer, Greene County Court Administrator
The meeting began at 9:30 a.m. with a welcome from Tim Smith, Greene County Administrator, and
Greg Burris, Springfield City Manager. Mr. Burris asked the members to review the notes from the
March 26, 2014 meeting, and asked for a motion of approval. Cindy Stein, Greene County Auditor, made
a motion to approve the notes. Mary Mannix Decker, Springfield Financial Director, seconded the
motion and the notes were approved.
Mr. Burris introduced the topics for the meeting, stating most of the information would be related to large
scale capital needs. Mr. Smith began by presenting the County’s topics: unfunded capital needs, life
cycle replacement costs, and fuel costs. For the purpose of the presentation, the County’s capital
improvements consist of: buildings, road/bridge and other transportation improvements, and storm
drainage infrastructure.
In regard to buildings, Mr. Smith explained that in order to provide more space for the existing judicial
building, juvenile building, and the jail it would be necessary to relocate the Sheriff’s Administrative
Division, Patrol, Criminal Investigations Division, Records Division, and evidence storage. The critical
needs are comprised of minimum security housing areas for the jail and courtrooms for new judges. The
immediate costs to cover are estimated to be $2 to $2.5 million for courtrooms, including relocation, and
$1.5 million for minimum security in the jail. Currently, if another judge were to be appointed there is no
space available for a courtroom. Mr. Burris asked what lead time was involved when a new judge
becomes appointed. Mr. Smith stated it is normally a very short lead time. Jerry Moyer, Greene County
Court Administrator, explained that the legislature has included funding for a new judge in the proposed
FY15 budget, however funding won’t be certain until the Governor signs the budget.
Mr. Smith continued with the County campus master plan and goals from 2009, including a new court
facility and five additional judges. Jail population has increased by 25% since 2010, with an average of
over 650 inmates per day in 2014, and a daily average of 59 inmates housed out of County. Estimated
construction costs are $40 to $50 million, not including annual operating costs which are $9 to $10
million.
Dan Smith, Greene County Highway Administrator, explained that the Highway Department’s 10-year
priority projects will cost approximately $160 million. These include various expansions along Republic
Road, the future expansion of the east/west arterial with Kansas Expressway, smaller projects and routine
bridge replacements. Despite the projects, taking care of the system that is in place remains the top
priority. This comprises approximately $18 to $19 million of the $23 million annual road and bridge
budget.
Mr. Dan Smith continued by stating that an average of $3.3 million is budgeted annually for new projects,
and remarked how cost-share projects with the City help both entities to leverage funds and stretch their
budget further.
Tim Smith explained that the unfunded County stormwater improvement projects totaled $61 million. He
stated the Highway Department has often assisted with the street portion of these projects and some
grants have assisted with others, however $61 million is for projects that have never had a funding source.
Mr. Smith will verify the combined City and County needs estimated by the 2012 Stormwater Task
Force.
Mr. Smith continued the presentation with the Life Cycle Replacement Costs. These costs include:
vehicle and motorized equipment, storm drainage systems, information technology equipment and
software, and major building maintenance. It should be noted that budgets for the Road and Bridge Fund
and LEST II include life cycle replacement costs for vehicles and equipment, while General Fund and
LEST I do not include replacement costs for these items. The Highway Department has the largest
number of vehicles and equipment at 176, followed by the Sheriff’s Department at 126, and then the
Sheriff’s LEST II at 24. Mr. Burris asked the replacement life cycle for a dump truck. Mr. Dan Smith
answered that it was ten years. Ms. Stein noted the units accounted for in the life cycle costs are only
those that utilize fuel.
Ms. Stein continued to explain that while the Sheriff’s Department is using a five-year life cycle for
replacement, other vehicle needs are not budgeted. Some departments use “hand-me downs” from the
Highway Department or the Environmental Section. Chris Coulter, Greene County Director of Resource
Management, stated that Resource Management has ten vehicles, of which the two newest were
purchased through the Compressed Natural Gas (CNG) Grant. Ms. Stein explained that the Sheriff’s
vehicles are on a five-year life cycle replacement and the cost for a fully outfitted new vehicle is $25,000.
Mr. Burris asked to clarify that LEST II is budgeted and the other is not. Ms. Stein confirmed this to be
correct. Mr. Smith asked the details of the Highway vehicles be shared with Public Works.
Mr. Smith stated the total value of storm drainage infrastructure for unincorporated Greene County is
$108 million with an estimated annual cost for 200-year replacement cycle of $0.55 million (however,
100-year replacement cycle is the national standard).
Jess Kerr, Greene County Director of Information Systems, explained the system equipment replacement
costs for his department. A total cost, excluding the Microsoft conversion, is $1,085,000 ($180,000
annually), with a replacement cycle of three to eight years based upon specific equipment. The Microsoft
conversion cost range between $76,000 to $86,000.
Mr. Smith stated the cameras and security system in place at the judicial building are on a five-plus year
replacement cycle with an annual replacement cost of $20,000. The annual budget for telephone
equipment is $75,000. Unfunded replacement cost for all Information Technology items is estimated at
$597,000. Mr. Burris asked Mr. Kerr about using “cloud storage”. Mr. Kerr responded that he didn’t like
the security aspects of this type of storage. When asked about an alternative to Microsoft Office, Mr. Kerr
stated they couldn’t afford the upfront cost; and in regard to “open source” security concerns, he
responded that it would be acceptable if the operating system worked accordingly.
Ms. Mannix Decker asked to clarify that the jail security is funded through the Sheriff’s budget and is
$50,000 each for the Sheriff and jail for the cameras and security system. Mr. Smith confirmed this was
correct.
Mr. Smith continued the presentation regarding the County’s buildings. Non-routine replacement items,
such as roofs, carpet, heating units/boilers, air conditioning units, and building exteriors/masonry tuck-
pointing are categorized under major maintenance and replacement cost. The current annual budget for
these items is $4,000, leaving an unfunded annual total of $316,000. Mr. Coulter explained that carpet
needing to be replaced is not done all at once. Due to its durability and ease of replacement, carpet tile is
now being used. Ms. Mannix Decker asked about a maintenance budget. Mr. Coulter stated that each
County building has a small cleaning budget, although all special projects have been removed from the
budget.
Ms. Stein explained the fuel costs graph, which depicts the cost per gallon based on type of fuel. The
question arose as to future fuel prices and what would occur if they continued to increase. Mr. Smith
believes they have leveled off for the short term. Mr. Burris’s opinion is that in the long term it will
continue to increase. Ms. Stein stated CNG was less expensive compared to diesel when looking at non-
highway units, although CNG subsidies have now ended. Mr. Dan Smith stated the Highway Department
had budgeted $450,000 for diesel last winter, but had spent $550,000.
Mr. Smith summarized the unfunded capital needs of the County as $237 million, with an annual
unfunded life cycle replacement costs of $2,063,000. Ms. Mannix Decker asked whether it would be an
advantage to use cooperative purchasing. The City has used this method with the school district. Mr.
Burris stated it would be worthwhile to look at this option.
Collin Quigley, Springfield Assistant City Manager, discussed the City’s new facility construction plan.
The prioritized facilities and their costs are:
1. New Fire Station #13 - $3,370,200
2. New Municipal Court Facility - $14,721,100
3. Fire Department Practical Training Facility - $2,348,416
4. New Police Outdoor Firing Range - phase 1: $1,243,397; phase 2: $924,672
5. New Police/Fire Driving Track and Facilities - $2,204,880
6. New Animal Control Facility - estimated $2,500,000
In regard to the new fire station, Mr. Burris explained how a “service diamond” method was used to
determine the areas within the city where services are absent. As for the new court facility, Mr. Quigley
stated that two of the three courtrooms will be used for full-time judges, with the possibility of leasing the
third courtroom to the County. The estimated amount for the animal control facility is based upon
information gathered from other cities and facilities. Mr. Smith asked if operating costs had been
included in the total. Mr. Quigley stated it was only construction costs and required staff, no operating
costs.
Mr. Quigley discussed the City’s 2014 priorities for facility maintenance, repair and minor improvements.
These priorities include: those required by law, life safety and security, protection of facility exterior
envelope, mission essential and mission enhancements. The total costs of these priorities are nearly $24.6
million.
Ms. Mannix Decker explained the handout summarizing the City’s capital replacement schedule and
costs. Broken down by category and fiscal year, the amounts include any item over $10,000, but did not
include specific revenue and enterprise funds such as airport, Clean Water Services, landfill, or
stormwater. Police vehicles are on a five-, seven-, and eight-year rotation, and fire apparatus is replaced
on the expiration dates specified on the equipment. The average annual replacement cost is estimated to
be approximately $3 million.
The City has implemented a funding strategy to budget for leased items, (i.e., computer desktops are on a
three-year lease schedule), but are budgeted annually. Competitive, low-interest loans have been obtained
from local banks to assist purchases in their Information Technology and Springfield-Greene County
Parks departments. Year-end surplus funds are used for one-time expenses. Although this is not a reliable
funding source, when available, it has helped to purchase specific items. In reference to the handout, Mr.
Burris stated he is in favor of using the life cycle capital replacement schedule. Mr. Moyer commented
that it appears the overall costs are decreasing. Ms. Mannix Decker explained that while assuming
vehicles are being replaced as scheduled, overall replacement has started to level out. Mr. Burris stated
not as many police vehicles and fire apparatus are being purchased/replaced as was ten years ago.
Ms. Mannix Decker explained the City’s Level Property Tax. This tax uses $0.27 per $100 assessed
valuation for capital needs within the City. Funded projects have included: stormwater needs, fire
stations – new and relocation, and bulding facilities. The tax is in place until bonds for each project are
paid off. In 2016-2017, the anticipated excess is $1-$1.5 million, and $2.5 million in 2018.
Ms. Mannix Decker continued by explaining the fuel expense handout. The City’s fuel expense has
declined by 14% over the past two years. Although some departments had an increase, Public Works had
the most significant decrease. Mr. Burris questioned the tipping point in regard to driving patterns versus
the rising cost of fuel. Mr. Quigley stated that three years ago the fire department had narrowed down the
type of calls they responded to due to the increased cost of fuel.
Ms. Mannix Decker noted that some employees are paid mileage for using their personal vehicles versus
using a City vehicle. Mr. Coulter asked the advantages to using this method. She explained that in many
cases it is less expensive to pay the IRS mileage rate for personal vehicle use. Mr. Coulter asked if the
City has a fleet of vehicles that can be used for out of town trips and meetings. Mr. Smith asked whether
there had been issues with employees using unmarked vehicles. In response, vehicles are available for
such meetings and trips, and so far there have not been any issues in using non-city vehicles.
Mr. Dan Smith asked about the decline in Public Works fuel usage. Ms. Mannix Decker suspects the
savings has come from Environmental Services. Mr. Quigley stated that they are no longer hauling
sludge to the landfill.
Mr. Burris noted the action items for the members to complete:
1. Compare life-cycle lengths
2. Include the City’s stormwater and transportation cost estimates
3. Investigate cooperative purchasing contracts – possibly for fuel
4. Detail the City’s maintenance – salt use, etc.
Mr. Smith stated that he will work on a common chapter format for the information to be included in the
Task Force’s final report.
Mr. Quigley concluded the meeting with the CNG usage for the first calendar year. The CNG station sold
12,169 gallon-gasoline-equivalents (GGE) of CNG. The price ranged from $1.64 to $1.69 per GGE,
being very stable and predictable. Gasoline prices were less stable, with a statewide average range of
$3.02 one year ago up to $3.78 last summer and back to $3.01 this month. The station generated a net
income of $3,139 for calendar year on sales of $20,566, with sales to the public represented 48%.
The next Task Force meeting is scheduled for Wednesday, April 30, 2014 at 10:00 a.m., at the Busch
Building.
With no additional discussion, the meeting dismissed at approximately 11:05 a.m.
m:\data\wp51\storm2\vbrandon\joint city-county planning task force 072613\mtg. #15\joint planning task force, mtg. #15 040914.doc
Packet
Joint
City-‐County
Planning
Task
Force
Busch
Building,
4th
Floor
Conference
Room
840
Boonville
Meeting
#15
9:30
a.m.
–
11:00
a.m.
–
April
9,
2014
I.
Welcome
and
Opening
Remarks
–
Tim
Smith
and
Greg
Burris
II.
Approval
of
meeting
notes
from
March
26,
2014
meeting
III.
Operational
Issues:
Unfunded
capital
needs,
life
cycle
capital
replacement
costs,
fuel
costs.
-‐
Greg
Burris
&
Tim
Smith
IV.
Review
revised
Schedule
and
Topics
for
future
meetings
–
Tim
Smith
and
Greg
Burris
V.
Topics
for
next
meeting
VI. Adjourn
Joint City-County Planning Task Force
Meeting #15, April 9, 2014
Greene County
•Unfunded Capital Needs
•Life Cycle Replacement Costs
•Fuel Costs
Unfunded Capital Needs
A capital improvement is any addition or alteration to real
property that substantially adds to the value of the real property, or
appreciably prolongs the useful life of the real property.
For the purpose of this presentation, capital improvements consist
of:
•Buildings
•Roads/Bridges & Other Transportation Improvements
•Storm Drainage Infrastructure
Unfunded Capital Needs
Buildings
Current Building Needs:
•Judicial Courts – Family/Juvenile Courts Building Expansion*
•Sheriff’s Offices
•Jail Expansion
*In order to provide more space in the existing Judicial, Juvenile buildings and jail, it is
necessary to relocate the Sheriff’s Administrative Division, Patrol, Criminal
Investigations Division and Records Division and evidence storage to another facility.
Greene County
Capital Improvement Needs for Public Safety 9/10/13
o Critical Needs
n Minimum security housing area for jail
n Courtrooms for new judges
o Both of these displace other functions for
which space must be provided
o Immediate needs 9/10/13:
n Courtrooms: $1 million
n Courtrooms plus relocations: $2 to 2.5
million
n Minimum security area in jail: $1.5
million (current plan $500,000)
Sketch Plan showing potential Minimum Security Pod- NW corner Justice Bldg
o 2009 CAMPUS MASTER PLAN- GOALS:
o 20 total courtrooms (3 new rooms)
n New circuit court
n New family court
n New visiting Judge’s court
o 118,000 sf total facility area (+37,000 sf) within
Judicial Courts and Juvenile
o 5 additional judges are still needed according to
the weighted case load study. Courtrooms &
offices for 5 additional courts would add 10,000
– 15,000 sf.
o Sheriff’s Department Projected Needs,
based on 2009 Campus Master Plan:
o Total Facility Space to 30,000 sf, based
on 02-20-09 memo
n 15,000 sf 2006 report, projected 2011
need for patrol, detectives, records,
evidence
n 6,000 sf 2006 report, projected 2011 need
for admin., evidence storage
n Plus the need for physical training space,
currently using PSC basement
On the horizon soon….
o Jail expansion
Increasing Jail Population -
up 25% since 2010
AVERAGE INMATE POPULATION
800
700
600
500
400
300
200
100
0
2008 2009 2010 2011 2012 2013 2014
Jail Population Over Capacity –
out of County inmate housing up 536%
since 2012
AVERAGE NUMBER OF INMATES HOUSED IN
OTHER COUNTIES
70
59
60
50
40
30
20 16
12
10
0
JUL-DEC 2012 JAN-JUN 2013 JUN 2013-MAR 2-14
Unfunded Capital Needs
Buildings
Current Building Needs:
Judicial Courts – Family/Juvenile Courts
Building Expansion*: $12 - 15 million
Sheriff’s Offices: $ 3 - 5 million
Jail Expansion: $25 - 30 million
____________
TOTAL: $40 - 50 million
THIS IS CONSTRUCTION COST ONLY!!
Additional Annual Operating costs will run $9 - $10 million.
Unfunded Capital Needs
Roads/Transportation
10-Year Priority Transportation Projects:
Total estimated construction costs: $159.0 million
Funding available with current
Revenue sources: $ 33.0 million
___________
Funding deficit: $126.0 million
Unfunded Capital Needs
Storm Drainage Facilities
Needs Estimated for 2012 Stormwater Task Force
Unfunded stormwater improvements
for unincorporated Greene County: $61 million
* These needs do NOT include unfunded environmental mandates included in
the Integrated Plan.
Life Cycle Replacement Costs
Unfunded Life Cycle Replacement Costs Include*:
•Vehicles & Motorized Equipment
•Storm Drainage System
•Information Technology Equipment & Software
•Major Building Maintenance
*The budgets for the Road & Bridge Fund and LEST II Fund include
life cycle replacement costs for vehicles & equipment.
Budgets for the General Fund and LEST I Fund do not include
replacement costs for vehicles and equipment.
Life Cycle Replacement Costs
Vehicles & Equipment
Unit Allocation
Total in Fleet: 367
Commission
Highway, 176
Depts, 28
Sheriff
Lest II, 24
Sheriff, 126
Juvenile, 8
Public Prosecuting
Administrator, 1 Attorney, 4
Life Cycle Replacement Costs
Vehicles & Equipment – Non-Highway
Public
Prosecuting Administrat Sheriff -
Department: Commission Juvenile Attorney or Sheriff LEST II
# of Units: 28 8 4 1 126 24
Replacement Schedule (yrs): as available as available as available as available 5 5
GR Funding: -- -- -- -- -- LEST II
Alternate Funding: Grants Grants -- -- Sheriff Funds n/a
Avg Replacement Cost: 18,000.00 18,000.00 18,000.00 18,000.00 25,000.00 25,000.00
Annual Replacement Cost: -- -- -- -- 630,000.00 120,000.00
Life Cycle Replacement Costs
Vehicles & Equipment – Non-Highway
Mfg Year Age of Fleet Units
Non-Highway
6
2013 22
28
2011 10
18
2009 16
25
2007 22
18
2005 2
3
2003 4
2
2001 1
5
1999 1
1
1997 2
1
1993 1
2
1990 1
0 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30
Unfunded Capital Needs
Storm Drainage Facilities
Needs Estimated for 2012 Stormwater Task Force
Estimated total value of storm drainage
infrastructure for unincorporated Greene County:
$108 million
Estimated annual cost for 200-year** replacement
cycle:
$0.55 million
* These needs do NOT include unfunded environmental mandates included in
the Integrated Plan.
** 100-year replacement cycle is the national standard
Life Cycle Replacement Costs
Information Technology – System Equipment
System Equipment Replacement Costs:
Wired network equipment: $300,000
Wireless network equipment: $100,000
Data backup storage – hardware & software: $125,000
Network attached data storage: $200,000
Physical servers: $360,000
________
Total $ 1,085,000
Life Cycle Replacement Costs
Information Technology – System Equipment
System Equipment Replacement Cycle:
Wired network equipment: 3-5 years
Wireless network equipment: 3 years
Data backup storage – hardware & software: 5+ years
Network attached data storage: 5-8 years
Physical servers (moving to virtual) 5 years
Annual Replacement Cost $180,000
Life Cycle Replacement Costs
Information Technology –
User Software & Equipment, Telephones
Software:
Microsoft Office: 700 users
Annual Fee for Assurance Agreement: $89,000
Operating system software
Annual Fee for Assurance Agreement: $36,000
Telephones & Equipment:
Number of units: 1,000
Replacement cost: $325,000
(includes servers & gateways)
Replacement governed by upgrade – assume 5 years max.
Annual replacement cost: $65,000
Life Cycle Replacement Costs
Information Technology –
User Software & Equipment
User Equipment:
Desktop PC’s: 434 units
Replacement cost: $322,000
Replacement cycle: 3 years
Annual replacement cost: $107,000
Laptops: 266 units
Replacement cost: $520,000
Replacement cycle: 3 years
Annual replacement cost: $175,000
Peripheral equipment (estimate):
Replacement cost: $100,000
Replace as needed
Annual cost: $ 10,000
_________
Total annual replacement cost: $302,000
Life Cycle Replacement Costs
Security Cameras
Cameras/Security System – Judicial Building
Replacement Cost: $100,000
Replacement cycle: 5+ years
Annual replacement cost: $ 20,000
Life Cycle Replacement Costs
Information Technology –
Telephone Equipment
SUMMARY:
System equipment: $180,000
User & operating system software: $125,000
User equipment: $282,000
Telephones & equipment: $ 65,000
Security cameras & equipment $ 20,000
_______
TOTAL $672,000
Current annual budget $ 75,000
Unfunded replacement cost $597,000
Life Cycle Replacement Costs
Buildings - Major Maintenance & Replacement
Item Annual Cost Replacement Cycle
Roofs $150,000 15 years
Carpet $ 35,000 3 years
Heating Units/Boilers $ 25,000 5 years
Air Conditioning Units $ 15,000 5 years
Building Exteriors
/Masonry Tuckpointing $ 90,000 5 years
_________
TOTAL $320,000
Current annual budget $ 4,000
_______
TOTAL UNFUNDED $316,000/year
Fuel Costs
Cost Per Gallon by Fuel Type
3.80
3.70
3.60
3.50
3.40
3.30
3.20
3.10
3.00
2.90
2.80
2.70 Diesel
2.60
2.50 Unleaded
2.40
2.30 GR - CNG
2.20
2.10
2.00
1.90
1.80
1.70
1.60
1.50
Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14
Fuel Costs
Fuel
Cost:
CNG
and
Diesel
-‐
Non
Highway
Units
9,676.89
8,725.92
10,000.00
9,000.00 7,193.15
8,000.00
7,000.00
6,000.00
Dollars
Spent
5,000.00
4,000.00 2,217.52
3,000.00
0
289.92
2,000.00
1,000.00
0.00
2011 2012 2013 CNG
Diesel
Fuel Costs
Fuel
Cost:
Unleaded
-‐
Non
Highway
Units
411,253.23
420,000.00
410,000.00
400,000.00
374,178.66
390,000.00
380,000.00
356,753.15
Dollars
Spent
370,000.00
360,000.00
350,000.00
340,000.00
330,000.00
320,000.00
2011 2012 2013
Unleaded
SUMMARY
UNFUNDED CAPITAL NEEDS
Buildings* $ 50 million
Roads & Bridges $126 million
Storm Drainage System** $ 61 million
_____________
TOTAL $237 million
UNFUNDED LIFE CYCLE REPLACEMENT COSTS
Vehicles – Non-Highway $600,000/year
Storm Drainage System $550,000/year***
IT Equipment/sfotware $597,000/year
Buildings & Equipment $316,000/year
_____________
TOTAL $2,063,000/year
QUESTIONS??
THANK YOU!!