Definitions

County Administrator's Office

Back to 5-02 Policy for Capital Project and Asset Responsibility

Table of Contents for Definitions

Asset: An asset is an item that is owned and has value. All items having a life of three years or more and a value of $5,000 or more are considered “Fixed Assets.” Assets are classified as follows:
1. Real Property: Land and anything permanently attached to the land including buildings, building components such as roof, walls, electrical systems, plumbing systems, HVAC systems, finishes, and site improvements such as pavement, landscaping, etc.
2. Building Fixtures: Items that are permanently attached to the Real Property, which are not intended to be moved and cannot be removed without significant damage to itself or to the Real Property. A Building Fixture is an asset that is usually generic to most types of buildings, no matter what business is being conducted. Examples include built-in appliances (that serve the building), sinks, toilets, casework, built in cabinetry, UPS systems, automated building controls, and other items physically attached to the building, wiring or plumbing.
3. Trade Fixtures: Items that are permanently attached to the Real Property, which are specifically used for a business, program or service. Examples include display cases, built-in appliances (that serve the program), program specific signs, modular furniture, kitchen equipment, laundry equipment, specialized security systems, etc. Trade Fixtures are deemed to be part of a business, program or service and are typically removed when the business, program or service relocates.
4. Personal Property: Items that are not Real Property, Building Fixtures or Trade Fixtures. Personal Property is either not attached to the Real Property (examples: telephone handsets and headsets, furniture, business equipment, carts, televisions, and VCR's) or its attachment is minor and can be removed without damage to itself or the Real Property (examples: free standing items plugged into wall outlets, such as computers, copiers or refrigerators, pictures hung on walls, or free standing bookshelves seismically braced to the wall).
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Capital Project: A “Project” is the planning, design, procurement, construction and all related activities and purchases needed to provide new or modified buildings, building interiors, facilities or sites. A “Capital Project” is a Project valued at $25,000 or more and primarily relates to Real Property. Capital Projects can include professional consultant services, purchase or construction of Real Property and purchase and installation of Building Fixtures, Trade Fixtures and Personal Property, which are necessary as a part of the total project.
1. Capital Projects can fall into one of two categories:
  1. Improvement Projects include construction of a new facility, addition to an existing facility, or reconstruction and/or remodeling of an existing facility. An Improvement Project increases the use, value and/or life of a building, facility or complex. In addition, an Improvement Project can also include:
    1. Studies by professional consultants such as long range plans, design standards or analysis of existing facilities components, structures, or utilities, which are necessary for the implementation of an actual improvement to a building, facility or complex.
    2. The purchase and installation of new equipment and fixtures, including minor equipment where specially included as part of total Improvement Project.
    3. The purchase of property for County use.
    4. Changes to facilities necessary to comply with the Americans with Disabilities Act.
  2. Major Repair and Replacement Projects include repairs to existing facilities or replacement of major facility equipment and components that have reached or exceeded their functional lifespan, such as reroofing, replacement of mechanical or electrical equipment, road and parking lot repaving. Major Repair and Replacement Projects are necessary to keep facilities operational for their intended purpose. They do not add value, but they prevent loss of value.
2. Project Budget : A “Project Budget” is a spending plan established at the beginning of a specific project, approved by the appropriate funding authority. The Project Budget is a one time expense that can be funded by a variety of possible funding sources including General Fund, grants, reimbursement from State or Federal programs, special revenue funds, department operating budgets, and others.
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Capital Project Plan : The County of Sonoma Capital Project Plan (the Plan) is a compendium of approved Capital Project Plans for all the County departments compiled into one volume for ease of reference and policy guidance to administrative staff. The Plan is prepared pursuant to Division 2, Section 2-8(K) of the Sonoma County Code, which requires the County Administrator to "recommend to the Board of Supervisors a long term capital project program including project priorities, costs, and methods of financing."
1. The Plan may include the specific Capital Project Plans for the following Facility entities:
  1. General Government Facilities
  2. Water Agency Facilities
  3. Regional Parks Department Facilities financed from non-General Fund sources
  4. Fairgrounds Enterprise Fund Facilities
  5. Community Development Commission and Redevelopment Facilities
  6. Agricultural Preservation and Open Space District Facilities
  7. Transportation and Public Works Department Facilities funded by the Road Fund, Sanitation, Refuse, Transit, Airport and other Enterprise Funds, and special districts
2. The Plan shall cover the next five consecutive fiscal years. Each component of the five-year Capital Project Plan is to be updated annually.
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General Government Capital Project Plan : is a component of the Sonoma County Capital Project Plan that specifically addresses the capital project needs of General Government County functions and is primarily financed by the County General Fund. Other special funds or sources of revenue may also contribute to the projects in this Plan. The General Government Capital Project Plan does not address capital projects primarily financed by special revenue (i.e. non-General Fund) sources. All County departments are included in the General Government Capital Project Plan except for the following (unless General Fund resources are required):
1. Regional Parks
2. Water Agency
3. Library (except Guerneville Library)
4. Fairgrounds
5. Community Development Commission and Redevelopment
6. Agriculture Preservation and Open Space District
7. The Roads and Bridges, Airport, Refuse, Transit, and Special District projects of the Transportation and Public Works Department
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General Government Facility : “General Government Facilities” are county owned or leased facilities whose facility assets are managed by the General Services Department through the General Fund, except for Radio Communication facilities, which are managed by the Information Systems Department. Facilities serving the Human and Health Services Departments are included as General Government Facilities as their facilities are owned by the County and managed by the General Services Department. Primarily, capital projects for these departments are funded by State funds through reimbursement claiming practices or specially designed revenue funds. With a few exceptions, most other facilities funded by special revenue sources other than the General Fund, such as Regional Parks, Water Agency, Roads and Bridges, etc., are not General Government Facilities. General Government Facilities are divided into the following seven facility groups based on common location and similar or related functions.
1. County Administration Center
2. Adult Detention Facilities: Main Adult Detention Facility (MADF) and North County Detention Facility (NCDF)
3. Chanate and Health Services Facilities: Facilities at the Chanate complex, and Health Services facilities outside of Chanate such as Orenda Center
4. Los Guilicos and Juvenile Facilities: Juvenile Justice and other facilities at Los Guilicos Center and other juvenile facilities such as the Youth Camp
5. Radio Communications: Countywide radio system facilities
6. Veterans/Community Service Buildings
7. Other Facilities: facilities not included in other categories including leased facilities
Occupying Department : A County department or agency whose personnel, Trade Fixtures or Personal Property occupy a General Government Facility.