HomeMy WebLinkAboutR-2011-116 2012 YAKCORPS Budget; Acceptance and Authorization of City of Yakima's Portion RESOLUTION NO. R- 2011 -116
A RESOLUTION approving the YAKCORPS 2012 Proposed Budget and authorizing the
inclusion of the City of Yakima's prorated assessment of the Consortium's
budget in the City's 2012 Adopted Budget.
WHEREAS, the Yakima Consortium for Regional Public Safety (YAKCORPS) has
proved to be beneficial to the safety and well -being of the citizens of its member jurisdictions;
and
WHEREAS, the approval of the YAKCORPS 2012 Budget is necessary for the
continuing operation of YAKCORPS; and
WHEREAS, the City Council of the City of Yakima approved and adopted the YAKIMA
CONSORTIUM FOR REGIONAL PUBLIC SAFETY (YAKCORPS) INTER -LOCAL
AGREEMENT on July 6, 2010; and
WHEREAS, the City Council holds that it is advantageous and appropriate for the City to
continue to participate as a member agency in YAKCORPS, now THEREFORE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The Council approves the YAKCORPS 2012 Proposed Budget and authorizes the
inclusion of the City of Yakima's prorated assessment of the Consortium's 2012 budget in the
City's 2012 Adopted Budget. Council directs the City Manager of the City of Yakima to include
the applicable City share of the YAKCORPS 2012 Proposed Budget costs in the City's 2012
Budget.
ADOPTED BY THE CITY COUNCIL this 19 day of July, 2011.
Cattve
Micah Cawley Mayor
ATTEST:
/ ..
City Clerk
Allocation of Estimated Annual Support Costs
2012
Agency
911 Call Ctr. / Dispatch:
1 Yakima Comm Center $ 16,818
Additional funding from 911 8 21,555 $ 38,373
County:
2 Yakima County:
County Family Court $ 215
District Court Probation $ 646
Superior Court 5 215
DOC 5 124,322
Prosecutor 72,913
Sheriff Office S 50,453
Sub-Total 5 248,764
Cities:
3 Grandview - Fire Dept 5 -
- Police Dept $ 13,169
Sub-Total $ 13,169
4 Granger - Fire Dept $
- Police Dept $ 3,545
• Sub -Total $ 3,545
5 Harrah Police Dept (Contract) $
6 HignIand (see Cowiche FD#1) $ $
7 Mabton - Fire Dept $
- Police Dept $ 2,713
Sub-Total $ 2,713
8 Moxee Police Dept $ 3,760 $ 3,760
, c ."1 orl,,...
10 Selah - Fire (Dist. #2) $ 1,206
Selah - Police Dept $ 10,950
Sub-Total $ 12,156
11 Sunnyside -• Fire Dept $ -
Police Dept $ 27,864
Sub-Total $ 27,864
12 Tieton Police Dept $ 4,262 $ 4,262
14 Union Gap - Fire Dept $ 1,636
- Police Dept $ 12,529
Sub-Total $ 14,165
•
Estimated Annual Support Costs
2012
Agency
15 Wapato - Fire Dept $ 402
Police Dept S 12,06E
Sub -Total S 12
\ 16 Yakima - Fire Dept $ 5,440
J - Police Dept $ 77,023
/ City Prosecutors $ 14 233
• ... x. �I '� '; w a 3 b' �"'17 i�Ia1i -Fire Dept $ -
Police Dept $ 4,965
Sub -Total $ 4,965
Fire Districts:
18 Broadway Fire Dist #11 $
19 Coiviche Fire Dist #1 $ 402
20 East Valley Fire Dist #4 $ 2,813
21 Fruitvale Fire Dist #10 $
• s ,
., mo „ +:
23 Gleed Fire Dist #6 5 402
24 'Naches Fire Dist #3 $
25 Naches Heights Fire Dist #9 $ -
26 Nile Fire Dist #14 $ -
•
District Sub -Total $ 14,189
Other Agencies:
29 ATE $ 861
30 Prosser - Hospital /Amb $
31 US Probation $ 1,076
.... .. 32 WA State DOC
$ 9
33 Advanced Life Systems/AMB $ 3,463
Sub -Total $ 15,292
(Grand Total $ 526,756 $ 526,756 1
Spillman Grand total $ 437,592,
Justware Grand Total $ 76,813
Crossmatch j $ 12,350`
Checksum 5.526,756
•
0 • I0----
YAKCORPS .. , _
Allocation of Estimated Annual Support Costs Beginning in 201 --- „s .>
>r� '' , - ["mil _ ' -`
CAD /Dispatch Mobile Data Spillman Desktop Jail /DOC Allocation of Annual Support Costs
SpilGnan p S Admin System Mobile Spillman Admin- S iliman Admin- Spillman I illman S llman S D e r rP scion Total S' pp ora l •
Log Admin loaded in p P p P
Agency Support
O 1 istration Vehicle Support istration Login I Support istration Login Support istration Support (See below) f , Cost
911 Call Ctr. / Dispatch:
- _i
1 Yakima Comm Center 34 56,180 $6,45.3 0 $ - $0 0 $ - SO l 2 s $0 $ 12,834 $ 3,984 5 15,818
Additional funding from 911 $21,555
S 21,555 $ $ . 21,55'5
County: $ 34,389 5 ' 3,984 °$ 38,373
2 Yakima County: °'
County Family Court 0 90 50 0 $ - $0 1 $ 118 0 $
District Court Probation 0 SO $0 0 $ 14
$140 0 5 50 s
$0 3 $ 353 t $0 493 $ 153 $ 646
Superior Court 0 50 493 $ 353 $�
$0 0 $ $0 1$ 118 $47 0 $ $0 $ 164 $ 51 5 . -_ 215
DOC O $0 $0 0 $ - $0 0 $ 9 ' S
$ SD 223 $ 35,45 $8,071 $ , �.0 4 5 i22,S5Z
Prosecutor 0 $0 $0 0 $ $0 36: $ 4,232 $1,681 0 $ - $0 $'_ ` 7,750
Sheriff Office 18
$ .;911 5 l,n 6
$3,272 $3,522 54 $ 11,234 $5,328 84 $ 9,876 $3,923 0 $ - - $0 $ 37,155 $ 11,534 $ .` , .,48,689
Sub - Total
Cities: $ 137,413 5 42,659 $, ,180,0,7-1
3 Grandview - Fire Dept 0 50 SO 0 5 $0 0 $ - $0 0 $ $0 $ $ - $-'
Police Dept 5 5909 $978 8 $ 1,664 $784 24 $ 2,822 $1,121 1 $ 159 5260 $ 5,703 $ 2,702 5 `: 11,405:-
Sub - Total u $ 8,703 $ 2,702 $ +;: 11,4tf h
4 Granger - FireDept 0 So $o a $ $0' 0 $ - $0 0 $ - $0 $ $ - $$>,'
Police Dept 0 $0 SO 4 $ 832 $395 9 S 1,058 $420 0 $ $0 $
Sub 2,705 $ 840 :,$,,:72
5 Harrah Police Dept (Contract) 0 $0 $0 0 $ - 50 0 $ $0 0 $ $0 $ - $ $,„,„,;,„',:„.,,"
6 Highland (See Cowiche FD #1) 0 $0 $0 0 $ - $0 0 $ $0 0 $ $0 $ $ $ !'
7 Mabton - Fire Dept 0 $0 $0 0 $ - $0 0 $ $0 0 5 - $0 $ $ - $ -
- Police Dept 0 SO $0 3 $ 624 $296 7 $ 823
Sub -Total $327 0 $ $0 5 . $ 643 x5,�� r2
$ 2 $ 64 s '
8 Moxee Police Dept 0 $0 $0 4 $ 832 $395 10 5 1,176 $467 0 $ - $0 $ 2,869 $ 891 z; pe
9 Naches Police Dept (Contract) 0 SO $0 0 5 $0 0 5 $0 0 $ - $0 $ $ r $ ,
10 Selah - Fire (Dist. #2) 0 $0 $0 3 $ 624 $296 0 $ 50 0 $ . $0 $ 920 $ 256 $ 1 206
Selah - Police Dept 2 5364 2 2,594
$391 13 5 2,704 $1,283 22 5 2,587 $1,027 0 $ - 50 $ 8,356 $ 2,_ . r $. 10,95Qz
Sub - Total
$ 9,276 <$ 2,880 $ E2,i58
11 Sunnyside - Fire Dept 0 $0 $0 0 ' $ $0 0 $ 50 0 $ $0 S - $ -: .
- Police Dept 12 $2,181 $2,348 14 $ 2,912 $1,381 42 $ 4,938 $1,962 10 $ 1,590 -> $2,604 1 6,18', -'$ 26,100;
Sub - Total _$ 19,417 5 , >,1 5 26,100,
12 Tieton Police Dept 0 r $0 $0 3 $ 624 $296 6 $ 705 $280 0 $ - $0 $ 1,906 9 392 $ 2,491.
13 Toppenish - Fire Dept 0 $0 $0 2 $ 416 $197 0 5 - $0 0 $ $0 $ 613 $ 180 $ ; ., 8041.
Police Dept ` 6 $1,091 $1,174 8 $ 1,664 $789 19 $ 2,234 5887 6 5 954 $1,562 5 10,356
� 3,215
$ 23,571. '
Sub -Total $ 10,969 $ 3, $ "-j 14,.31'
f 5 1,636:
14 Union Gap - Fire Dept 0 $0 $0 3 $ 624 $296 2 $ 235 $93 0 $ - $0 5 1,249 $ 3 , �38 '
- _
Police Dept 2 $364 $391 18 $ 3,745 $1,776 20 $ 2,351 $934 0 $ $0 $ 9,561 5 i, 521 S 12,529.
Sub- Total $ 10,809 $ __ 3,356 $ 13j
Council YAKCORPS 2012 budget.xls Spillman 7/13/2011
YAKCORPS
Aiioration of Eszrtrtated Anrivai Support Costs - Beginning in 2012«
Spina,
CID /Dispatch Mobile Data Spillman Desktop Jail /DOC Allocation of Annual Support Costs
��
S stem Mobile System S stem
Spillman Y Y - System `- --- Si1tS- lotaf- al Support, Reserves .
L n p Spillman Admin S i llman Admin- p pi & De relation p Total S;tp port
gi Admin - loaded in P r llrnan Admin S rliman
P
Agency i Support istration Veh Support i strat i on Login Support istration Login Support istration Support (See below) Cost
15 Wa ato - Fire Dept
P P t) $0 50 1 -$ `208 $99 0 ' $ - $0 0 S ' - $0 $ �
307. $ «- 5 rt; }2
Police Dept 0 $0 $0 11 $ 2,288 $1,085 12 $ 1,411 $560 6 $ 954 $1,562 $ 7,861 $ 2, $ 10,502
l
Sub -Tota
16 Yakima -
Sub-Total
Dept 0
$0 $0 13 $ 2,704 $1,283 1 $ 118 547 0 $ $0 S 4,1.51 c 1 28, 9 5 1 5,440'
- Police Dept 21 »3,817 54,109 54 $ 11,234 $5,328 175 $ 20,575 $8,173 10 $ 1,590 $2,604 $ J,4 1 i $ 17 1129 $ 7 ?�8
- City Prosecutors 0 50 $0 0 $ $0 12 $ 1,411 $;60 0
$ $0 $ 2,:3e2 $ 612 . $ 7,83'
Sub - Total
17 Zillah - Fire Dept 0 $ 63x552 5 19,7213 63,282
>0 $0 0 $ $0 0 $ - 50 0 $ $0 $ $ $ -
- Police Dept 2 $364 $391 4 $ 832 $395 11 $ 1,293 $514 0 $ - $0 $ 3,789 $ 1,176 $ 4,965
Sub -Total
$ 3,789 5 1,176
Fire Districts: , c
$ 4,�0
18 Broadway Fire Dist #11 0 50 $0 0 $ $0 0 $ 50 0 $ $0 $ S $
19 Cowiche Fire Dist #1 0 50 $0 1 $ 208 $99 0'_$ $0 0 $ - $0 5 307 $ 95 ' $ .. - 4 r
02
20 East Valley Fire Dist #4 0 $0 $0 7 $ 1,456 $691 0 $ $0 0 5 - $0 $ 2,147 5 666 $ 2,
21 Fruitvale Fire Dist #10 0 50 $o 0 $ $0 0 $ so D $ $ $ $ $ -
22 Glade Fire Dist #7 0 50 $0 0 $ $0 0 $ 50 12 $ - $0 $ $ $ , -
23 Gleed Fire Dist #6 0 50 $0 1 5 208 $99 0 $ - $0 0 $ $0 S 307 5 95 $ 402
24 Naches Fire Dist #3 0 $0 $0 0 $ - $0 0 $ - $0 0 $ $0 $ $ $ -
25 Naches Heights Fire Dist #9 0 $0 $0 0 5 $0 0 .5 $0 0, $ $0 $ $ $`
26 Nile Fire Dist #14 I $0 SO 0 $ $0 0 $ - $0 0 $ - $0 $ - $
27 West Valley Fire Dist #12 IJ $0 50 6 5 1,248 $592 0 $ - $0 0 $ $0 $ 1 940 $ 571 $ A � &
28 Yakima Fire Dist #5
12 $2,181 $2,348 5 $ 1,040 $493 1 $ 118 $47 0 $
$0 $ 6,227 $ 1,933 ff1
Sub -Total $ 10;828 $ 3,361 ,$ 14,189
Other Agencies:
29 ATF 0 $0 $0 0 $ - $0 4 $ 470 $187 0 $ $0 $ 657 $ 2t04 $ . 861
$0 $0 0 $
30 Prosser - Hospital /Amb 0 - $ 0 $ $0 0 5 $ $0 S S ,
`
31 US Probation 0 $0 $0 0 $ $0 5 $ 588 $234 0 $ $0 $ 821 $ 255 $ . , `1,076
32 WA State DOC 0 $0 SD 0 5 $0 0 $ $u iS $ 2,8b2 $4,687 5 7,549 $ 7, 34 1 $ 9
33 Advanced Life Systems /AMB 7 $1,272 $1,370 0, $ - - $0 0 $ - T � v $0 0 $ - $ 0 c, 2 , 642 $ 8211 $ 3,463
GrSub Sub -Total
-rota! 5 11,670 $ 3,523 15,292
,.,, ,,121 '..._. $43 50,_ $23 678_ ,__,; „,24O $, 4 ,5,078...... 507...$.; 59,608 $ _ .. 274 $_ 43,560- $ 71,352. $ 339,033 $ 98,559 $ 437,592
Personnel Other Support Depreciation
Yearly Spillman Support by Spillman S City and County GIS, Replace-
Module Charges to Admin Backup tapes, Reserve ment
YAKCORPS istration funds I- unding
CAD Support $ 43,550 $196,646 Everything else $ 82,529 I $ 16,030
Mobile Support $ 49,928 $ 71,035 J
Records Management System $ 59,608 Jail Module only Other support and depreciation $ 98,559
Jail /DOC $ 43,560 $ 71,352 I Total funding from 911'forSpiliman CAD support $ 21,555
Spillman Total $ 196,646 Law Enforcement login in the fire departments is a desk installation that saves fire money.
Includes taxes
Council YAKCORPS 20 Spillman • • 7/13/2011
• • • .
YAKCORPS
Allocation of Estimated Annual Support Costs - Beginning in 2012
Justware
Full Licenses w /AH; I Read Oiiiy' r� Web Vie i _ I Imaging ( —_
I '• "�6�i�� � System Admin Totals
I ' Sub -Total
Vendor Vendor Vendor I Vendor Justware Operations and
Agency Logins { Support Logins Support logins j Support Logins 1 Support Support Maintenance
County: 5 $ 1 - S S - $
2 Yakima County: 5 S 5_ S - 5 5 5
-
County Family Court $ 5 _ $ $ - $ - $
District Court Probation S _ $ r $ $ $
Superior Court S - S - 5 - $ -
5 _ 5 _ 5
DOC S - 5 - $ S
Prosecutor 62 $ 33,822 3 e � 691 / 5 ,898 0 $ - 5 41,411 $ 23,752 8_ 65,163
Cities: S 5 5 $
16 Yakima - Fire Dept $ $ - - $ $ $ $
a -
- Police Dept S - $ r S $ - $
- City Prosecutors 9$ 4,9J0 0 5 3 5 5 5
1,717 1 $ 1,27/ $ 7,404 $ 4,247. $ 11,650
'Grand Total 71 $ 38,731 3 $ 691 20 5 8,115 a 1 $ 1,277 $ 48,814 $ 27,999 $ 76,813
System Operations and Maintenance
Yearly Justware
Support by Module With Taxes Base 10% of Michael McKenzie 5 8,440
Full Licenses $ 35,648 $ 32,946 Server Depreciation for 4 servers $ 8,000
Read Only Licenses `_ S - 691 5 ' 639 Backup tapes 5 500
Imaging $ 1,277 $ 1,180 Image Storage $ 360
API $ 3,084 5 2,850 MS & Symantec Software support $ 10,699
Webview $ 8,115 $ 7,500 $ 27,999
Justware total S 48,814 $ 45,115
Includes taxes
YAKCORPS
Allocation of Estimated Annual Support Costs - Beginning in 2012
410
Crossmatch
Maintenance
Vendor
Agency Logins Support
911 Call Ctr. / Dispatch:
1 Yakima Comm Center $
Additional funding from 911 $ -
County: $
2 Yakima County: $ -
County Family Court $
District Court Probation $ -
Superior Court $ -
DOC 1 $ 1,764
Prosecutor $
Sheriff Office 1 $ 1,764
Sub -Total $ -
Cities: $
3 Grandview - Fire Dept $ -
- Police Dept 1 $ :1,764
Sub -Total $
4 Granger - Fire Dept $ -
- Police Dept
Sub -Total $
5 Harrah Police Dept (Contract) $ -
6 Highland (see Cowiche FD #1) $
7 Mabton - Fire Dept $
- Police Dept $
Sub -Total
8 Moxee Police Dept $
9 Naches Police Dept (Contract) $
10 Selah - Fire (Dist. #2) $
Selah - Police Dept $ -
Sub-Total $
11 Sunnyside - Fire Dept $ -
Police Dept 1 $ 1,764
Sub -Total $
12 Tieton Police Dept 1 $ 1,764
13 Toppenish - Fire Dept $ -
- Police Dept $
Sub -Total $ -
•
YAKCORPS
• Allocation of Estimated Annual Support Costs - Beginning in 2012
Crossmatch
Maintenance
Vendor
Agency Logins Support
14 Union Gap - Fire Dept $ -
- Police Dept $ -
Sub -Total $
15 Wapato - Fire Dept $ -
- Police Dept 1 $ 1, 764
Sub -Total $
16 Yakima - Fire Dept $
Police Dept 1 $ 1,764
- City Prosecutors $
Sub -Total $
17 Zillah - Fire Dept $ -
- Police Dept $ -
Sub -Total $ -
Fire Districts: $
18 Broadway Fire Dist #11 $
19 Highland Fire Dist #1 $
• 20 East Valley Fire Dist #4 $ -
21 Fruitvale Fire Dist #10 $ -
22 Glade Fire Dist #7 $
23 Gleed Fire Dist #6 $ -
24 Naches Fire Dist #3 $ -
25 Naches Heights Fire Dist #9 $ -
26 Nile Fire Dist #14 $ -
27 West Valley Fire Dist #12 $ -
28 Yakima Fire Dist #5 $ -
Sub - Total $
Other Agencies: 5 -
29 ATF $
30 Prosser - Hospital /Amb $ -
31 US Probation $ -
32 WA State DOC $ -
33 Advanced Life Systems /AMB $ -
Sub -Total $ -
'Grand Total 7 $ 12,350
• Yearly Crossmatch
Support With Taxes
Full Licenses $ 12,350
June 28, 2011
•
To: Governing Bodies - Yakima Consortium for Regional Public Safety (YAKCORPS)
Member Agencies:
Board of County Commissioners, Chair
City Mayors
Fire District Commissioners, Chair (via US Mail)
Cc: YAKCORPS Executive Board Members
City Managers and Administrators
Fire Districts, Fire Chiefs
From: IPSS Project Stewards — on behalf of the Consortium's Executive Board:
Rita DeBord, City of Yakima, Finance & Technology Director
George Helton, Yakima County, Technology Services Director
Subject: YAKCORPS 2012 Proposed Budget — for Review / Approval by Governing
Bodies of each YAKCORPS Member Agency
On June 20, 2011, the Executive Board voted to approve and distribute, to the governing bodies •
of all YAKCORPS members for their review and approval, the proposed 2012 YAKCORPS
budget and related member allocations. Per the Interlocal Agreement (ILA) that established the
Consortium and that was approved by all member agencies, the Executive Board is charged with
the responsibility of authorizing and distributing the subsequent year's annual expenditure
budget to all member agencies for review and consideration no later than June 30 of the current
year.
The enclosed 2012 proposed budget was prepared by a collaboration of the Executive Board,
Operations Board, Operations Committee members, the Technology Services Provider, the
Fiscal Agent and members of the Integrated Public Safety Systems (IPSS) Project team. The
member allocations, included in the 2012 budget, represent that portion of the various
components of the Consortium's 2012 budget that is assessed to each member agency, based on
their relative percentage utilization of each component, as per the ILA. (Attached you'll find a
copy of (a) Article 12 — Annual Budget of the Interlocal Agreement, which explains the
Consortiums budget process / schedule and (b) the 2012 proposed Budget and Member
Allocations.)
The 2012 budget includes: (1) annual vendor software operation and maintenance support costs,
(2) technology service provider costs, (3) system hardware replacement costs fund, (4) backup
tapes and other misc. supplies, and (5) $5,000 for reserves.
The 2011 budget did not include vendor support/maintenance costs as these costs generally begin
in the year following system implementation, which is occurring in 2011; thus, the 2012 total •
•
budget is significantly higher than that of 2011 — as anticipated and so noted in the ILA.
Annual vendor support/maintenance costs in the 2012 budget include contracted costs for the
Spillman and CrossMatch law systems and the JustWare prosecuting attorney system. (System
costs are allocated to member agencies based on their percentage utilization, as per the ILA).
Action Required: the Governing Body of each Member Agency is requested to take one of the
following actions: (Refer to Article 12 of the Interlocal Agreement for further details regarding the
Annual Budget process, guidelines and time - lines; copy attached.)
1. Provide written notice to the Executive Board no later than July 31st of any objections,
concerns and/or change requests regarding the proposed budget, if any.
• The governing body of any member jurisdiction may request a special meeting of the
Executive Board to further discuss and/or refine the proposed budget. Such request
shall be in writing and submitted to the Chairman of the Executive Board (County
Commissioner Rand Elliott) no later than July 31
or
2. Approve the 2012 Budget as proposed and advise the Executive Board of such approval.
If the Executive Board receives no written notice of objection to or request for a special
meeting regarding the proposed annual budget by July 31 the Executive Board may
assume that the governing bodies of the member jurisdictions do not object to — and will
• approve and support - the proposed budget.
• The Executive board shall approve the 2012 annual budget no later than
September 15, 2011.
Questions: Should you have any questions regarding the content of the budget proposal or of the
budget process, please feel free to contact Rita DeBord (576 -6771) or George Helton (574 -2005)
for clarification.
Note - Please Forward this Information: We have made a concerted effort to update our
distribution lists for correct names and contact information; however, we're aware that there's a
good chance our list is not 100% accurate. Therefore, we ask that you forward this information
to anyone we've inadvertently left off the list or for whom we've provided an inaccurate address
— please advise us of any such errors as well so that we can continue to improve our distribution
lists.
Attachments: (you should find all of the following items attached to this memo)
a. Interlocal Agreement (ILA), Article 12 — Annual Budget
b. 2012 Proposed YAKCORPS Budget; including Member Agency Assessments
c. List of YAKCORPS Executive and Operations Board Members
•
ARTICLE 12 — Annual Budget •
Under the direction of the Operations Board
A. Under the direction of the Operations Board, an annual budget shall be prepared and
presented to the Executive Board and to the General Membership Board. The Consortium's
fiscal year shall be the calendar year, and shall end on December 31 of each year. An annual
budget shall be prepared for each fiscal year and shall include:
1. Revenues - A detailed list of projected revenue from each revenue source,
including: recommended assessments of each member agency, a detailed list of
each budgeted contract for service from the Consortium and related revenues; a
detailed list of each budgeted contract for services to the Consortium; a detailed list
of individual budgeted grants, donations and any /all other revenue sources.
The annual assessment may include: (1) annual vendor software operation and
maintenance support costs, (2) authorized technology service provider costs, (3)
authorized system hardware replacement costs, (4) Consortium liability premium
costs and (5) other costs that may be authorized by the Executive Board from time
to time.
2. Expenditures - A detailed list of all anticipated expenditures; including, but not
limited to; planned software and /or hardware purchases or replacements; 3rd party
(vendor) support service costs; internal consortium support costs; annual
consortium insurance costs, and detailed list of any /all other expenditures greater
than $5,000; other items less than $5,000 may be aggregated so long as the sum •
of all aggregated amounts does not exceed $10,000.
3. The proposed budget shall also include the work plan for the budget year,
including: an explanation of planned / projected and budgeted expenditures;
replacement cycles for major hardware devices and software, if applicable;
changes in costs of vendor maintenance agreements; new, or modifications to,
existing external service agreements; overview of Consortium provided service
agreements and details of any significant planned changes in the operations of the
Consortium's public safety systems and /or operations.
4. Any and all other data or information that the Operations Board believes may be of
significant interest or benefit to the General Membership Board or the Executive
Board in their review and consideration of the annual budget recommendation.
B. May 31 Deadline: The Operations Board will present their proposed annual budget to the
Executive Board no later than May 31st of each year for the subsequent calendar year.
C. June 30 Deadline: The Executive Board shall forward the proposed budget and related
work plan, including their proposed adjustments or modifications thereto, if any, to each member
of the General Membership Board for their review no later than June 30
D. July 31 Deadline: Each member jurisdiction shall submit, in writing, any objections,
concerns and /or change requests regarding the proposed budget, if any, to the Executive Board
no later than July 31st. •
• 1. The governing body of any member jurisdiction may request a special meeting of
the Executive Board to further discuss and /or refine the proposed budget. Such
request shall be in writing and submitted to the Chairman of the Executive Board,
no later than July 31st.
E. August 31 Deadline: The Executive Board shall address concerns or objections
submitted by member agencies, if any, and shall hold a special meeting to discuss the budget,
as they deem appropriate or if requested in writing by a member agency. If a special meeting is
to be held, the Chairman of the Executive Board shall schedule, and provide proper notice of
such special meeting, which shall be held no later than August 31
F. If the Executive Board receives no written notice of objection to or request for a meeting
regarding the proposed annual budget by July 31st, the Executive Board may assume that the
governing bodies of the member jurisdictions do not object to the proposed revenue and
expenditure budget or to the related work plan.
G. September 15 Deadline: The Executive Board shall approve the annual budget for a
given year no later than September 15th of the year prior to the budget year.
H. Once authorized by the Executive Board, and within five (5) days of such authorization,
the budget shall be submitted to the governing body of each Consortium member and to the
Chairman of the General Membership and Operations Boards and to the Chairman of each
Operating Committee. The chairman of each Board / Committee shall distribute a copy of the
budget to each member of his /her Board /Committee.
• I. If agreement between a member agency and the Executive Board regarding the
subsequent year's annual budget is not reached, the member agency may choose to terminate
their participation in the Consortium by stating so in writing. Such notice of termination shall be
provided in writing, signed by the highest elected official of the member agency, and submitted
to the Chairman of the Executive Board within fifteen (15) business days of receipt of the
Executive Board's approved annual budget.
Not withstanding the above, termination by a member agency shall not relieve that member, or
any other member, of responsibility for meeting financial and other obligations outstanding at
the time of termination.
J. Once the annual budget is approved by the Executive Board, the member assessments
included in the approved budget shall become a legally binding debt of each member agency,
owing to the Consortium.
K. Each member agency shall pay their annual assessment to the Consortium's Fiscal
Agent in two equal semi - annual installments. Payments are to be made on or before February
1 and August 1 of each calendar year for that year's assessment.
•
YAKCORPS
Executive Board
(as of 4-27-11)
1. Yakima County Commissioner Rand Elliott - Chair
2. City of Yakima Mayor Micah Cawley — Vice -Chair
3. Upper Valley City Mayor Stanley Hall (Tieton)
4. City of Sunnyside Mayor Jim Restucci (Sunnyside)
5. Lower Valley City Mayor Jesse Farias (Wapato)
6. Upper Valley Fire Commissioner Brad Helms — Appointed Delegate
7. Lower Valley Fire Commissioner Ernest Charvet — Appointed Delegate
Operations Board
1. Yakima County Sheriff Ken Irwin •
2. City of Yakima Police Chief Greg Copeland
3. Upper Valley Police Chief Stacy Dwarshuis
(City /Town excluding City of Yakima)
4. Lower Valley Police Chief Dave Simmons
(City /Town)
5. City of Yakima Fire Chief Dave Willson
6. Fire Dist. 5 Representative Brian Vogel
7. Upper Valley Fire Representative Jerry Davis
8. Lower Valley Fire Representative Tim Smith
9. Director of Yakima County DOC Ed Campbell
10. Rep. Prosecutors Office (COY or Co.) Susan Arb
11. 911 Director Wayne Wantland
•
Rd Structure — Boards 4 -27 -11
Budget Summary Explanation
•am pleased to provide you with the YAKCORPS 2012 budget. There have been a few changes to the format
g g
and presentation but, with the exception of a few significant changes, the budget remains about the same as
2011.
- The first significant change is the inclusion of the Jail module's system administration costs. Since this
module will be started up in 2011, it is appropriate that we include all of those costs in this budget and recover
them in the same manner as we do all of the others. This change is essentially a passthrough back to Yakima
County DOC and the other Jail module users, but in an effort to accurately reflect all of our public safety costs,
I have elected to move it into this budget.
- The second significant change was to reallocate the system admin. charges for the Jail module to the system
administrator (Sal) who will do the work. This reallocated costs for the primary Spillman administrator
(Richard), to those using the CAD, Law, and Mobile modules. The change was realitively minor, but I wanted to
be as clear as possible.
- The third change was the inclusion of our new Prosecutorial system into this budget. You will note that this
year's budget has four tabs and that Justware is one of them. This change will not have any effect on those
who do not use this particular system. It did increase the overall bottom line, however.
Fourth, ,I have created a tab that rolls all of the detailed costs into a total for each agency. If you consult the
totals tab you will find the estimated cost by agency along with system totals.
Finally, we have made every effort to try to get the login counts as accurate as possible. Every year we need
Alko make adjustments because of changes in agencies. Please review your counts and let me know if I need to
ake any adjustments. Changes in counts can really effect your budget amount so we want them to be
correct.
- One last reminder is that we did not pay for Spillman software support in 2011 so agency amounts were
reduced by that much. If we had paid support, the total budget for the Spillman system and operations would
have been $360,275. With the addition of Jail administration, which is paid by jail users, the 2012 budget is
$436,638. The math is $360,275 + $75,352 (the jail administrator) ' = $435,627 leaving an increase of $1,011
for the Spillman system which is a salary increase. Spillman vendor support did not increase in 2012.
- If I may answer any questions or you have concerns, please feel free to give me a call. My direct line is (509)
574-2005.
Thank you, George Helton, Director of Technology Services for Yakima County
S
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BUSINESS OF THE CITY COUNCIL
411 YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. -
- For Meeting Of July 19, 2011
ITEM TITLE: ITEM TITLE: Consideration of a Resolution accepting the proposed 2012
YAKCORPS Budget and authorizing the City of Yakima's portion thereof.
SUBMITTED BY: Rita DeBord, Finance and Technology Director
CONTACT PERSON /TELEPHONE: Rita DeBord, 576 -677 1
Tara Lewis, 576 -663•
SUMMARY EXPLANATION: YAKCORPS 2012 Proposed Budget
After several years in planning, development and implementation, the county -wide Integrated
Public Safety System (IPSS) project is nearly completed. IPSS has served to establish
comprehensive information and technology systems throughout the region that enable
coordinated effort among member agencies in law enforcement, firefighting, and emergency
services. These new systems include Computer Aided Dispatch (CAD), Mobile Data in Police
and Fire vehicles, Law Enforcement Records, Jail /DOC Records and a Prosecuting Attorney
System. (Note: these systems are currently in various stages of implementation throughout all
member agencies; all are anticipated to be fully implemented by end of 2011.)
® On July 6, 2010 Council adopted an Interlocal Agreement (ILA) for the establishment of the
Yakima Consortium for Regional Public Safety (YAKCORPS). YAKCORPS is responsible for
the operation of the systems implemented under the IPSS project. The ILA provides for the
structure, governance, operations and funding of the Consortium and its activities. The stated
purpose of YAKCORPS is set forth in Article 1 of the ILA. Briefly, those purposes include:
• provide public safety services so that member agencies may improve their ability to serve /protect
• serve as a liaison for improved communication, understanding and cooperation among members
• providing technical and professional support of greater expertise at a lower cost
• providing technical and professional assistance on public safety matters as appropriate
(Continued on next page)
Resolution X Ordinance Other (Specify)
Contract Mail to (name and address): Phone:
Funding Source General Fund — 2012 Revenues
APPROVED FOR SUBMITTAL: City Manager
STAFF RECOMMENDATION: Approve 2012 Proposed YAKCORPS Budget.
BOARD /COMMISSION /COMMITTEE RECOMMENDATION: YAKCORPS Executive Board
recommended approval of the 2012 Proposed Budget at their June 20, 2011 meeting.
COUNCIL ACTION:
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The ILA, which has been adopted by all member agencies, sets out the' budget guidelines and
timelines for establishing the Consortium's annual budget; requires that any agency that desires
•
to challenge or request changes to the proposed budget for the subsequent year to make such
request known by providing written notice of such request to the Consortium's Executive Board
prior to July 31 of the current year. (Note: this timeline was established to provide each Consortium
member agency with their prorated portion of the Consortiums budget in sufficient time to allow each
agency to include this amount in their annual budget process and to allow time for the Consortium to
address any issues /concerns that may be identified by a member agency, update the budget if
appropriate and forward the final budget to all agencies before they complete their respective budget
processes for the upcoming year.)
Therefore, to meet the budget timeline included in the Interlocal Agreement, Council is being
asked at this time to consider the YAKCORPS Budget package as presented to all member
agencies (see attachment for details on the entire budget) and to approve the City of Yakima's
portion of that budget ($96,696 *), as outlined below:
City of Yakima — YAKCORPS Allocated Costs
General Government Dept. Costs: Police Fire Prosecutors Total
Totals $ 77,023 $ 5,440 $ 14,233 $ 96,696
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* Note: The City of Yakima's portion of the Consortium's 2011 Budget is $42,220. The 2011
budget included no vendor support costs as these systems were not yet implemented; support
costs are based on purchase and implementation dates. The 2012 budget includes a full year
of support costs for both vendor systems; these systems are anticipated to be in full production
411
by the end of 2011
For more information refer to following attachments:
• Memorandum that was sent to all Member Agencies providing an explanation of the
YAKCORPS budget procedure including action currently required by the City Council.
• Interlocal Agreement (ILA), Article 12 — Annual Budget
• List of YAKCORPS Executive and Operations Board Members
• YAKCORPS 2012 Proposed Budget including Member Agency Assessments
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