HomeMy WebLinkAbout3. 2015 Capital Improvements Plan
Village of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO: VILLAGE BOARD AND FINANCE COMMISSION
FROM: FINANCE DIRECTOR
DATE: JUNE 12, 2015
SUBJECT: PROPOSED CIP: 2016-2020
Attached hereto is the proposed 2016-2020 Capital Improvements Plan (CIP). The projects being
considered for the year 2016 total $11,551,775. The five-year total for all projects is $65,208,503.
We encourage you to read the Acting Village 2. This
correspondence describes the purpose of the CIP, highlights some of the more significant projects, and
reviews project funding. To help you evaluate our ability to fund the requested projects a five-year
financial forecast is provided for the major operating and capital project funds that support funding for the
CIP. These forecasts can be found beginning on page 144 of the document.
In general, the projects being presented directly relate to the monies expected to be available. However,
from reviewing the CIP requests in conjunction with the five-year financial forecasts I would like to direct
your attention to several project areas.
General Fund
The CIP is showing first-year projects being paid from the General Fund totaling $1.4 million (page 20).
Projects include two (2) Rand Road traffic studies, ash tree removals and plantings, new sidewalks and
the sidewalk cost-share program, annual tree planting program, and various IT projects. The five-year
average for capital projects to be funded from the General Fund is $1,041,000.
The financial forecast for the General Fund is showing an operating deficit in 2016 of $155,000 with
annual deficits through 2020 ranging between $124,000 and $489.000.
addressed during the appropriate budget cycle with capital projects being deferred as necessary to help
eliminate the deficit. See a complete five-year forecast for the General Fund and all other major capital
Funds beginning on page 144.
Capital Improvement Fund
The Capital Improvement Fund was created to support intermediate sized capital expenditures for
various departments that are non-recurring in nature. Some examples of these projects are detention
pond maintenance, equipment purchases and building improvements. Supported by a one-quarter cent
home rule sales tax, there is approximately $1.2 million annually available for these types of capital
projects. A total of $1.9 million in projects are budgeted for 2016. Reserves totaling $0.7 million permit
the higher than usual spending for the year. Some larger projects planned for 2016 include public works
roof repair and the KBC jogging path. Projects included in the five-year plan beyond 2016 will need to be
further prioritized with some deferrals to bring the total annual amount down to what can be supported
with current revenue streams. See a complete five-year forecast for the General Fund and all other
major capital Funds beginning on page 151.
Proposed CIP
June 12, 2015
Page 2 of 2
Motor Fuel Tax Fund (MFT)
The Motor Fuel Tax Fund supports various maintenance programs of village streets. Activities supported
include crack filling, pavement markings, salt/calcium chloride purchases, utilities and traffic light
maintenance. The MFT Fund also supports a portion of the street resurfacing program. Receipts from
motor fuel taxes have been flat for the past several years. Due to a lack of growth in revenue, the annual
amount allotted to the annual street resurfacing program has been held flat.
During 2013, a long-range funding plan was put in place to address the street
shortfallwhile eliminating a resurfacing backlog. A combination of tax and fee increases along with the
reallocation of vehicle sticker monies into the Street Fund reduces the reliance on MFT to support the
resurfacing program. Annual spending on street resurfacing during the five-year capital plan is
$550,000.
Street Improvement Construction Fund Projects
This fund supports a larger share of the annual street resurfacing program and other street-related
projects. First priority is given to supporting the resurfacing program. Funding comes from a quarter-
cent home rule sales tax along with the local motor fuel tax and vehicle sticker fees. The current funding
plan for street resurfacing was put in place during 2013 due to stagnant revenues in this and the MFT
Fund.
A total of $4.1 million is budgeted in 2016, of which $3.9 million is for the annual street resurfacing
program. The five-year average for the resurfacing program paid from this fund is $4.0 million.
Adjustments to the program will be made as needed to ensure adequate funding continues.
Flood Control Construction Fund Projects
Bond issues in 2013 and 2014 provided funds to complete work recommended by the comprehensive
storm water study completed in 2011. Payment on the bonds will come from a quarter cent home rule
sales tax. Projects included in the 2016-2020 financial forecast for the Flood Control Fund are
maintenance in nature and include creek tree trimming and bank stabilization, neighborhood drainage
improvements and costs related to the operation of Levee 37. The five-year average funding needs for
the flood control program is $705,000.
Water and Sewer Fund
There are several large capital projects included in the Water and Sewer Fund budget for 2016-2020.
The first is the Reservoir 17 water tank rehabilitation project at a projected cost of $650,000. Two other
major projects planned for 2016 are the water main replacement and sewer main rehabilitation costing
$600,000 and $525,000 respectively. Other projects include lift relief station rehabilitation and a locating
and leak detection equipment purchase.
A workshop to review the CIP is scheduled for July 14. Staff will be on hand to discuss project
submittals and their impact on operations.
David O. Erb
Finance Director
Copy: Dave Strahl, Acting Village Manager
Lynn Jarog, Deputy Finance Director
Department Directors
C:\\Users\\derb\\AppData\\Local\\Microsoft\\Windows\\Temporary Internet Files\\Content.Outlook\\KJ90JM3P\\2016-2020 CIP - Binder Cover
Memo June 2015.docx
Village of Mount Prospect
2016-2020
Proposed Capital Improvement Plan
May be viewed on
The Village’s website at:
http://www.mountprospect.org/index.aspx?page=178
File Path:
2016-2020 Proposed CIP
Village Multi -Year Technology Vision
The Technology Vision is intended as a general policy outline defining the current state and
future use of technology. It was created to facilitate the planning necessary to respond to the
changing requirements, expectations and resources. It is a dynamic document that will be
reevaluated and updated in conjunction with the preparation of the annual 5 -Year Capital
Improvement Plan.
While a five-year plan is standard for most capital -related plans, a static five-year plan could be a
limiting factor. Therefore, technology advancements will be monitored and leveraged as
necessary to foster technology goals which may be implemented within the defined timeframe,
or may be implemented sooner or later if deemed appropriate. Budget and staff limitations will
further influence completion timeframes.
The Village Technology Advisory Group (VTAG) has become more involved in the budget
process and in evaluating technology initiatives. This group provides a venue to share ideas,
project statuses, etc. Often initiatives in one department can benefit other departments as well.
Even though technology has changed significantly since the first Village Technology Vision was
created in 1997, the goals set then are still valid today although a few have been added. Village
staff continues to rely on these goals for direction.
Technology Goals:
1. Increase timeliness/efficiency of service delivery, internally and externally
2. Minimize or eliminate paper/manual processing
3. Eliminate duplicate work
4. Share information across different departments/agencies (if applicable)
5. Improve information accumulation/management without incurring additional staff
time
6. Expand opportunities to provide information to the general public with minimum
additional staff effort
7. Protect the integrity of Village data/infrastructure
8. Provide a secure environment for Village employees and Village assets.
9. Capitalize on innovative solutions when feasible.
BACKGROUND
VTAG, which is made up of representatives from the management staff of all the Village
departments, was created in 2003 to facilitate collaborative planning of Village technology
initiatives. Each department annually provides a technology plan which Information Technology
consolidates into this single Village -wide multi-year Vision.
The Computer CIP (Computer Capital Improvement Plan) was created in 2004. The form was
adapted from the Village's standard CIP form, with special fields for descriptions and
1
justifications of computer-related requests. Departments fill out Computer CIP forms for any
planned hardware or software purchase costing $500 or more. The Computer CIP is used during
the budget process and directly correlates with each departmental five-year technology plan.
CURRENT NETWORK ENVIRONMENT
The Village's computer network encompasses six buildings — Village Hall, Public Works, Public
Safety, Fire Station 12, Fire Station 14, and the Community Connections Center. Village Hall,
Public Works and Public Safety are connected with fiber. Fire Stations 12 and 14 connect to the
Village network with point-to-point wireless and a T1 line for backup. For all locations the
Internet is accessed through an Opt -E -Man circuit (AT&T fiber) shared with the Library. The
connection to the Community Connections Center is tunneled through the Internet to an Opt -E -
Man circuit on the remote end. The SCADA network at Public Works was connected to the
Village network via a firewall to allow SCADA equipment to receive Microsoft updates, etc.
The cash registers are segmented off through a firewall for PCI (Payment Card Industry)
compliance.
Additionally there is a T1 line to Cook County from Village Hall for Police, a backup T1
between Village Hall and Public Works, and a Comcast connection at Public Safety that runs to
Northwest Central Dispatch System (NWCDS).
Eight wireless hot spots are currently installed at Public Safety for Police and Fire vehicles to
access. Two wireless hot spots are installed at Fire Station 12 and three at Fire Station 14. There
are also five wireless hotspots in Village Hall, three at Public Works, and two in the Emergency
Operations Center. See Appendix 1 for a network diagram.
Most of the network switches were upgraded as part of the VoIP (Voice over Internet Protocol)
phone system project in 2008, providing gigabit connectivity to the workstations. Some older
switches remain, but are primarily used for printers and other network devices that would not
necessarily benefit from the higher speed.
The network includes approximately 350 PCs and laptops, and approximately 30 servers. Most
of the servers are virtualized. In general the Village has standardized using Dell hardware,
Microsoft Windows operating systems for workstations and servers, and VMware for
virtualization.
Microsoft Office is the standard office suite and Microsoft SQL is the standard database
platform. See Appendix 2 for a list of primary departmental applications. Most of home-grown
Microsoft FoxPro and Access applications and databases have been replaced as part of the ERP
project. The intention is to replace all FoxPro applications since the product is no longer
supported.
FA
VILLAGE -WIDE SYSTEM INITIATIVES
This section discusses current or upcoming projects that involve multiple departments. The
"limitations" refer directly to issues listed by the departments in their technology plans. The
"resolutions" show the solutions planned at this time. The technology goals which are addressed
by each topic are shown in parentheses.
Document Imaging (1, 2, 3, 4, 5, 6)
The Village's Laserfiche document imaging system provides the ability to scan paper documents
and archive them for quick and easy retrieval.
Limitations:
1. The use of document imaging should be expanded to reduce the time it takes to lookup
information and retrieve documents.
Resolution:
1. Community Development, Finance, Human Resources and Public Works are all planning
to expand the use of Laserfiche for permanent files.
2. Public Works is currently working on a project to integrate Hansen with Laserfiche for
easy access to their documents.
3. Public Works would like to integrate GIS with Laserfiche so they can access documents
from maps.
GIS (Geographic Information System) (1)
GIS is used to capture, store, manipulate, analyze and display geographical data but its use can
be expanded in many ways.
Limitations:
1. Community Development and Public Works need to be able to track the location of
inspector vehicles, snow plows, spreaders, sweepers, etc.
Resolution: An application or interface to GIS can provide the ability to track vehicles with GPS
locators for Public Works. This will ultimately include sensor options that will enable
management to monitor the status of snowplows, spreaders, vehicle speed, sweeper brooms, etc.
Verizon provides services that would be better suited to Community Development's needs.
Web Site/Intranet (1, 2, 3, 4, 6, 9)
Increased expectations for transparent government and the popularity of social media have
created new opportunities and/or requirements to share information and provide services to the
public.
Limitations:
3
1. Residents need the ability to obtain inspection results and service request status online.
2. Residents and contractors need the ability to apply for business licenses, contractor
licenses and certain building permits online.
3. Service requests entered on the Village web site need to be added or updated in Hansen.
4. For security reasons, consideration should be given to moving the web server to the
cloud. When the web site was rebuilt in 2010 staff decided to continue hosting internally
to save money.
5. With the availability of new smart phone technologies, residents may find it useful to
access service requests or event info via mobile apps.
Resolution:
1. Logos.Net will address the first two items.
2. Public Works has planned a customer service interface between their Hansen database
and the Village web site.
3. There are plans to move the Village web site offsite in 2015.
4. Functionality for other items will be added to the Village web site as time and budget
permits.
DEPARTMENT -SPECIFIC INITIATIVES
Department -specific initiatives may not have any impact on other departments, but can provide
useful information for trends and potential collaborative efforts in the future. These initiatives
are generally addressed through the budget process. The technology goals which are addressed
by each topic are shown in parentheses.
Fire Department (1, 3)
Initiatives include:
• Increase the speed of data transmission between the outside fire stations and the Village
network. Currently they are only getting about 18 Mbps throughput.
• Large screen monitors in fire station to show information regarding the location and
circumstances of an incident prior to/while en route to the incident.
Finance Department (1, 2, 4, 5, 6)
Projects include:
• Expand online payment opportunities for residents.
• Implement electronic billing/renewal capabilities for business licenses.
• Accept electronic invoices from vendors.
M
• Accept electronic payment of bills from vendors.
• Implement a new software solution for Food & Beverage, and Escrow applications.
• Implement a new software solution for Police Tickets.
• Self-service kiosk for Customer Service.
• Research utilization of collaborative tools such as OneNote or Google Docs for
departmental projects.
• Expand the number of authorized licenses of Adobe Professional.
• Research the utilization of iPads to service walk-in customers.
• Desktop PC for accounting conference room for easy access to data when auditors are
onsite.
Human Services (1, 8)
Requests include:
• Replace Human Services Access database.
• Purchase 2 License/ID scanners for the front desks in Human Services Village Hall
location and at the Community Connections Center.
• Implement instant messaging for security purposes.
Information Technology (l, 4, 7, 9)
Upcoming projects include:
• Contract for a network security assessment and strategic plan.
• Expand desktop virtualization pilot project to better manage user workstations, improve
remote access, and minimize future computer desktop purchases.
• Upgrade building access system and add security cameras for Village Hall.
• Implement Microsoft SharePoint or other platform to facilitate growing needs for project
collaboration.
• Replace login script with Dell's Desktop Authority or other system for better
troubleshooting.
• Upgrade network to IPv6.
• Upgrade SQL 2005 to newer version to stay current.
• Upgrade Windows 2003 Servers to current version.
• Upgrade Microsoft Office Suite.
• Replace telephone call accounting system since the current vendor is dropping the
product and will eventually drop support.
Police Department (1, 2, 3, 9)
Projects include:
• Partner with schools and businesses to securely access video feeds by first responder
squad cars and at the Police Desk. Currently they can access cameras at the Library and
high school.
• Verify CJIS compliance for LEADS.
• Research the use of tablets instead of Toughbooks for squad cars.
• Implement electronic ticketing.
5
• Track PD employee performance through a web site that the entire department can view.
• Implement early warning alerts for PD intervention.
• Add 4 additional desktop computers to replace older repurposed computers.
• Implement ability for residents to report minor crimes and crime tips via a web page.
• Purchase 1 new tablet for Investigators to use in the field for GPS, database lookup,
viewing pictures of suspects, etc.
• Implement License Plate Recognition software for use in vehicles.
• Purchase Mobile Ticket Writer device to generate parking tickets without the use of a
squad car laptop.
• Deploy Microsoft SharePoint allow the entire Police Department to communicate
information in a timely manner.
Public Works Department 1, 2, 3)
Public Works has been purchasing semi -ruggedized laptops for key field -oriented personnel to
improve decision making by reducing double -entry and speeding up data retrieval. If the Village
has the technology in place, iPads will be purchased instead.
• Purchase 1 new semi -ruggedized laptop (or iPads) for Service Call Technician to
eliminate duplicate entry of documentation and reporting.
• Purchase 1 new semi -ruggedized laptop to be mounted in the street program engineer's
vehicle to eliminate double entry, improve data collection, reduce errors and improve
customer responses.
• Purchase tablet devices for Meter Shop Technician and Forestry Service Call Technician
to improve efficiency.
Other projects include:
• Electronic bulletin board for improved communications to employees regarding job
assignments, attendance information, and weather. It would also provide access to
policies and operating procedures.
• Bar coding hardware/software to improve management and control of existing assets,
parts, materials and equipment inventories.
• New aerial photogrammetry to provide staff with photography that more accurately
reflects property development.
• Expanded access to network applications including Hansen and their file server by using
more cellular modems.
• Researching the feasibility of iPads or other tablets for field use.
TIMET ,INF.
See Appendix 3 for the anticipated timeline for the budgeted projects and purchases. The project
list and timeline is dependent on available technology, available budget and staff, legal
requirements, and participation in multi -agency initiatives, and will be adjusted as needed. The
"CIP Request (Y/N)" shows whether there is a corresponding item in the 2016 CIP.
CONCLUSION
This Technology Vision is a collaborative effort of the Village Technical Advisory Group. The
Technology Goals were used as criteria to determine which projects should be included in the
multi-year plan. The resulting Vision will be used as a blueprint for the direction of technology
initiatives by all Village departments.
Appendix 1
Network Infrastructure
Village of Mount Prospect Network
Wide Area Network
June 2015 Public Works / EOC
File Server
Domain Controller
Village Hall o Door Access System
Backup Server Video Server
Doc Imaging Server irtual Physical VS
VoIP Phone Server
r
Domain Controller CADA Systems
:
1 Email VServers Server ice Fiber Security Card System
FDwa((QQQ)) Video Surveillance
Virtual & Physical Firewallslls (2) (2) j WebEOC Server
FileGIS Serverr(2)) eacxuPn
OServers:o
Hansen Servers (2)
Helpdesk Server ICameras
Logos.Net Servers (7) Desk[op Wireless s
PD RMS Server Computers Access
Desktop ProxyServer Points
Computers Security Card System (3 @ PW, 2 @ EOC) IP Phones
TMG Server
6Utility Servers(2)
Video Surveillance
WiFi MgmtServer Public Safety
IP Phones WSUS Server
Web Server
Wireless
Access
, IP Cameras Domain Controller
Points (5) 2 GB Fiber Door Access System
PD Backup Server
PD MVR Seryer
Servers: Security Card System
Cloud -Based Comcast Video Surveillance
Systems = NWCt)a O Voice Mail Server
VoIP Phone Server
Email archiving m� "
Email scanning
Firehouse Data Sync
FireManagerDesktop
PW Microsoft Project Internet Computers
Cook Cty (PD)
IP Phones
Community IP CaWreless
Access
Connections
Center:P((
PD LiveScan Poinis [s (8)
)) Fire Station 12
Desktop Fire Station 14
Computers (�) P2P Wreless
antl T1 4i
IP Phones Wreless
Access
Point Wireless
Access Desktop Desktop(( ))
Analog Cameras points (2) Computers Computers
P2P Wireless
0 antl Tt IP Phones Wreless
Access
IF Phones Points (3)
7
Appendix 2
Primary Departmental Applications
Community Development
• Logos.Net for building permits, inspections, landlord/tenant
• Adjudication
Community Development / Police
• Logos.Net for crime -free housing certifications and nuisance type violations for rental
housing units
Finance
• Logos.Net for general ledger, accounts payable, accounts receivable, payroll, budgeting,
water billing, and municipal licenses
• Escrow Management for bonds requiring permits (FoxPro)
• Police Tickets to track ticket payments (FoxPro)
Food & Beverage (FoxPro)
Fire
• Firehouse for managing data pertaining to fire and ambulance calls and fire inspections
• FireManager to manage day-to-day rosters.
Fire / Police
• ID Networks CAD Client for computer-aided dispatch and field reporting
Human Services
• Human Services database for Human Services' clients and programs (Access)
• MRC database to manage resources for the Medical Reserve Corps (Access)
Police
• ID Networks Records Management System for managing police records, ticket writing
and reporting
• Live Scan for fingerprinting, digital mug photographs, and identification
Public Works
• ESRI GIS for visualizing, managing, creating and analyzing geographic data
• Hansen for service requests and asset management
Village Manager's Office
• Windows IIS Web Server
Multiple Departments
• Cisco IP telephones
• Laserfiche for document scanning and archival
• Logos.Net for purchasing, accounts payable, and payroll.
Appendix 3
Technology Vision Timeline
Item
Department(s)
Short Term
Long Term
CIP
Budget
Number
Description
Leading
Progress Status
Progress Status /
Request
Years
Project
Comments
(Y/N)
Current
Projects
1
Scan permanent files
CD, FI, HR,
Internal
N
Ongoing
PW
procedure
PD partnership with
Library and high
Dependent on
2
schools / businesses for
PD
school done
schools and
N
Ongoing
access to video
businesses
3
Expand use of cellular for
PW
Ongoing
N
Ongoing
PW operations
Ability of residents to
Internal
apply for business
procedure —
4
licenses, contractor
CD
need to set up
Logos.Net
N
2015
licenses and limited
and test
building permits online
Ability to obtain
Internal
5
inspection results and
CD
procedure —
Logos.Net
N
2015
service request status
need to set up
online
and test
6
Research replacements
FD, IT
Internal
N
2015
for EMS laptops
procedure
7
Process improvement for
FI
In progress
Plan -It
N
2015
CIP document prep
Research feasibility of
Internal
8
Pads to service walk-in
FI
procedure
N
2015
customers
9
Laptop for Deputy
FI
Q2
Y
2015
Director
10
Expand # of Adobe Pro
FI
Q3
N
2015
Licenses
11
Research Collaboration
FI
OneNote or
N
2015
Tools
Google Docs
12
Replace Human Services
HS
N
2015
Database
13
Upgrade all Windows
IT
Ongoing
N
2015
2003 Servers
14
Security Assessment
IT
RFP
Y
2015
15
Expand Desktop
IT
RFP
Y
2015
Virtualization
16
Verify compliance with
PD
Internal
N
2015
CJIS mandate
procedure
Research use of tablets
Internal
17
in squad cars instead of
PD
procedure
N
2015
Tou hbooks
18
Implement electronic
PD
Internal
ID Networks
N
2015
ticketing
procedure
Ability to track PD
employee performance
Guardian or
19
through a web site that
PD
Blue Team
Y
2015
the entire department
can view
Item
Department(s)
Short Term
Long Term
CIP
Budget
Number
Description
Leading
Progress Status
Progress Status /
Request
Years
Project
Comments
(Y/N)
Current
Projects continued
20
Early warning alerts for
PD
IAPro
Y
2015
PD intervention
21
Interface Hansen with
PW
In progress
Y
2015
Laserfiche
Research feasibility of
Internal
22
Pads or other tablets in
PW, IT
procedure
N
2015
the field
Security cameras for
23
customer service
VM, IT
In progress
Y
2015
counters, parking deck,
VH lobbies
24
Replace Village Hall
VM, IT
In progress
Y
2015
building access system
25
Move web server to
VM, IT
In progress
Y
2015
cloud, upgrade version
26
Expand online payment
FI
Internal
Not yet defined
N
2015-
opportunities
procedure
2016
27
Village -wide automatic
PW
In progress
Y
2015-
water meter reading
2016
Electronic billing
Internal
N
28
process/renewal for
FI
procedure
Logos.Net
2016
business licenses
29
Replace Food & Bev, &
FI
Not yet defined
N
2016
Escrow applications
30
Replace Police Tickets
FI
Not yet defined
N
2016
application
31
Accept electronic
FI
Internal
N
2016
invoices from vendors
procedure
32
Accept electronic
FI
Internal
N
2016
payments from vendors
procedure
33
Self-service kiosks for
FI
N
2016
Customer Service
34
Expand file storage for
IT
Via replacement
N
2016
Village data
schedule
10
2016 Computer CIP Projects (with corresponding CIP page number in parentheses)
Department(s)
Short Term
Long Term
CIP
Budget
Item #
Description
Leading
Progress Status
Progress Status
Request
Years
Project
(Y/N)
Extend video
35
conferencing to EOC
IT
Y
2016
42
36
Instant Messaging
HS, IT
Y
2018
37
Add'I desktop computers
PD
Y
2015-
(44)
2016
Ability for residents to
38
report minor crimes and
PD
Copologic
Y
2017
crime tips via a web page
45
Tablet for Investigations
to use in the field for
39
GPS, database lookup,
PD
Y
2016
viewing pics of suspects,
etc 46
License Plate
40
Recognition for squad
PD
Y
2018
cars 47
41
Mobile Ticket Writer
PD
Y
2018
(48)
42
SharePoint Server
PD, IT
Y
2016-
(49,58)
2017
Ability for residents to
43
enter Hansen service
PW
Hansen
Y
2018
requests via web page
50
44
GIS — Laserfiche
PW
GeoCortex
Y
2017
Interface (51)
45
Add'I PW Laptops
PW
Y
2015-
(52)
2017
46
Replace login script
IT
Desktop
Y
2016
(53)
Authority
Increase bandwidth to
2016-
47
outlying Fire Stations
IT
Y
2017
54
48
Microsoft Office Suite
IT
Y
2016
Upgrade (55)
Telephone Call
49
Accounting Upgrade
IT
Y
2016
56
50
Microsoft Licensing
IT
SQL, Windows
Y
2015-
(57)
Servers
2017
L\Vision\Technology Vision 2015.docx
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