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Home My WebLink About11/18/2008 07 2009 Revenue and Expenditure Budget - Public Hearing BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 7 For Meeting Of: 11 -18 -08 ITEM TITLE: Public Hearing on the proposed 2009 Revenue and Expenditure Budget for the City of Yakima SUBMITTED BY: Finance Department CONTACT PERSON: Rita DeBord, Finance Director ( #575 -6070) Cindy Epperson, Deputy Director Accounting /Budget (575 -6070) SUMMARY EXPLANATION: City management recently submitted the 2009 Budget Forecast document and the Detailed 2009 Proposed Budget to City Council. This budget represents staffs projections of revenues and proposed expenditures for 2009. The budget is constrained and balanced within available resources. The proposed 2009 budget was built based on a conservative perspective and focused on Council's strategic priorities. This is a Public Hearing to accept citizen comments and questions regarding the proposed 2009 Budget. Resolution Ordinance Other (Specify) X — Public Hearing Contract N/A Mail to (name and address): Phone: Funding Source APPROVED FOR SUBMITTAL: j City Manager STAFF RECOMMENDATION: This Public Hearing is a time for the citizens of Yakima to ask questions and share their ideas regarding the proposed 2009 Budget with the City Council; No Council action is required at this meeting. BOARD /COMMISSION RECOMMENDATION: N/A COUNCIL ACTION: N/A NOTICE OF HEARING ON THE 2009 BUDGET • FOR THE CITY OF YAKIMA, WASHINGTON NOTICE IS HEREBY GIVEN that the preliminary budget of the City of Yakima, Washington, for the fiscal year 2009 is now on file in the office of the City Clerk and in the office of the Director of Finance and Budget of the City of Yakima. A copy of said preliminary budget will be furnished to any taxpayer who will call at either office in Yakima City Hall, 129 North 2nd Street, Yakima, Washington. The City Council of the City of Yakima will hold a public hearing on Tuesday, November 18, 2008, in the City Council Chambers at Yakima City Hall, 129 North 2nd Street, Yakima, Washington, at the hour of seven o'clock p.m. on said day for the purpose of fixing the budget for the City of Yakima for the said fiscal year 2009. Any taxpayer may appear at said meeting and be heard for or against any part of the budget. DATED this 21 day of October 2007. DAVID EDLER Mayor of the City of Yakima DEBORAH MOORE, City Clerk of the City of Yakima RITA M. DEBORD, Director of Finance and Budget Please publish once on November 4 and 11, 2007 Charge to Account No. 10952 CCLERK DD1 City of YttLitit Washington 2009 P B utfget „Aro YAKIMA VALLEY 7,4• i J. FY OHPOenTHO 1B Mount Adams, Washington CITY OF yi , , . . Washington 2009 BUDGET FORECAST Equipment Insurance & Risk Rental Management $6.5 Million $11.4 Million Police, Courts, Fire Stormwater (Public Safety) $2.1 Million I $40.1 Million Water & Irrigation $15.5 Million Administration $6.7 Million Wastewater Information Systems $22.4 Million & Other Services $8.3 Million 4010110d1111.11.'-'hil:ui Streets, Engineering, Refuse Planning & Codes $4.7 Million $7.3 Million Transit Parks and Recreation $8.4 Million $4.4 Million Non - Utility Other Operating Funds Capital Improvement $9.0 Million $44.3 Million Debt Service Comm & Econ $5.8 Million Development $2.8 Million $199.7 MILLION OAPOypiBO 10 CITY OF Yff , Washington CITY COUNCIL David Edler Mayor, District 2 Neil McClure Assistant, Mayor District 1 Rick Ensey District 3 Kathy Coffey District 4 Norm Johnson At Large, Position 5 Micah Cawley At Large, Position 6 Bill Lover At Large, Position 7 CITY MANAGEMENT EXECUTIVES Richard A. Zais, Jr. City Manager Dave Zabell Assistant City Manager Vacant City Attorney Rita DeBord, CPA Director of Finance Bill Cook Director of Community and Economic Development Sam Granato Police Chief Charlie Hines Fire Chief Chris Waarvick Director of Public Works 129 North Second Street Yakima, WA 98901 (509) 575 -6000 www.ci.yakima.wa.us Cover background courtesy of: USGS /Cascades Volcano Observatory CITY OF YW.,L7M/ Washington 2009 PRELIMINARY BUDGET TABLE OF CONTENTS SECTION VOLUME I: Budget Forecast VOLUME II: Budget Detail by Operating Departments Citywide Summaries City Management Municipal Court Finance Department Community and Economic Development Police Department Fire Department Public Works Outside Agencies and Intergovernmental Appendices Supplemental Information Budget Reader's Guide Budget Guidelines Glossary Summary of Significant Accounting Policies Pay Ordinance General Statistical Information VOLUME III: Policy Issues NOTE: Council and other holders of the three -ring binders will find the Policy Issues for each department located at the end of each department tab. Holders of soft -cover budget documents will find the Policy Issues under a separate cover entitled 2009 Policy Issues. OFFICE OF THE CITY MANAGER 129 North Second Street City Hall, Yakima, Washington 98901 Phone (509) 575 -6040 1 ORP OYAT80 � �o October 31, 2008 TO: The Honorable Mayor and Members of the City Council FROM: Dick Zais, City Manager Rita DeBord, Finance Director Cindy Epperson, Deputy Director Accounting /Budget SUBJECT: 2009 Budget Proposal: Volume II - Preliminary Budget Detail Volume III - Policy Issues We are pleased to submit for your review, deliberation and final legislative decision, the 2009 Preliminary Budget and Policy Issues for the City of Yakima. The Preliminary Budget is unchanged from the Budget Forecast submitted to Council on October 21, 2008; the 2009 Budget proposal is as follows: GENERAL GOVERNMENT EXPENDITURES — 2009 Proposed Budget of $60.9 million; is approximately 3.1% more than last year's amended budget of $59.1 million. (Includes: the General Fund, Parks and Recreation Fund and the Street Fund) CITY -WIDE EXPENDITURES — 2009 Proposed Budget of $199.7 million is approximately 3.9% more than last year's amended budget of $192.2 million. The Complete 2009 Budget is divided into three Volumes: I. BUDGET FORECAST (previously submitted to Council and the public on October 21, 2008) II. BUDGET DETAIL — Narratives, by Operating Departments including Supplemental Information (enclosed). III. 2009 POLICY ISSUES (enclosed in three -ring binders; separate cover in soft binders) OVERVIEW OF EACH OF THE THREE 2009 BUDGET DOCUMENTS: VOLUME I. THE 2009 BUDGET FORECAST The 2009 Budget Forecast was submitted to Council on October 21, 2008. Document includes revenue and expenditure estimates for year -end 2008; revenue and expenditure proposals for 2009, and revenue and expenditure projections for years 2010 and 2011. Also included in this document is a discussion of the fiscal challenges currently facing the City, the pro- active steps currently being taken to meet these challenges, a "What You Pay and What You Get" section with a breakdown of how the taxpayers' tax dollar is allocated between state and local governments as well as how the City of Yakima spends its share of these dollars; and other, various statistical summaries. VOLUME II. 2009 PRELIMINARY BUDGET > Budget Detail by Operating Departments: includes budget and operating information on every Department and Division in the City. > Supplemental Information: in addition to the Departmental budget information noted above, the Preliminary Budget document contains general information that may assist the reader in better understanding the City's budget, including: a budget reader's guide, glossary of terms, accounting policies, a pay ordinance and general statistical information. VOLUME III. POLICY ISSUES DOCUMENT Policy Issues are designed to address proposed changes in policy (e.g.: significant changes in service levels, staffing, etc.) and other items of a nature appropriate for Council's specific review and consideration. The Policy Issue document includes explanations and supporting documentation concerning all policy issues included in the 2009 budget proposal. NOTE: Due to the size of these budget documents, they are distributed in different formats, as noted below: > 3 Ring- binders: Council and others who received a copy of the proposed 2009 budget in a three -ring binder will find the policy issues for each department located at the end of each Department tab; outside agency policy issues are included at the end of the Intergovernmental tab. > Soft Cover Budgets: Holders of soft cover budget documents will find the policy issues under separate cover entitled "2009 Policy Issues ", and segregated by department. COUNCIL BUDGET HEARING / STUDY SESSION SCHEDULE > Tuesdays, November 4,10,18 & 25, 2008 — Council Budget Study Sessions; scheduled for 8:30 am to Noon, in Council Chambers. > Tuesday, November 18, 2008 — Council will hold two Public hearings; (1) the 2009 Budget, as proposed and (2) the 2009 Property (Ad Valorem) Tax Levy. Council's regular business meeting is scheduled to begin at 6:00 pm in Council chambers, with Public Hearings to begin at 7:00 pm. > Tuesday, December 2, 2008 — Budget Wrap -up session - Council decisions on the 2009 budget and policy issues; scheduled for 8:30 am to noon in Council Chambers. > Tuesday, December 9, 2008 — Final budget adoption; scheduled for Council's regular business meeting; which will be held at 2:00 pm in Council Chambers. On behalf of all Department Heads and the City Budget staff, we look forward to assisting you in your discussions, review and final deliberations on the 2009 budget and policy issue proposals. Citywide Summaries Description - Citywide Summaries Policy Issue Summary Permanent Budgeted Positions Resources and Expenditures Comparative Revenues by Fund Expenditures by Fund and Department Expenditures by Fund and Category Revenues by Category Expenditures by Category Selected Categories of Expenditures by Fund Double Budgeting City Service Charge General Fund Resource Comparison CITYWIDE SUMMARIES This section contains additional budget information with summaries by fund. It is relevant in understanding the total City budget because it pulls together data by fund (often multi -year) for comparative purposes. It differs from the other sections of the budget in that the forecast presents discussion at the fund total level, while the narratives delve into the account detail in each fund. This section is the bridge that adds more detail to the overall City discussion, yet pulls out different aspects of account detail comparatively by fund. It should be noted that there is not much narrative discussion of the data presented here. Most questions that would arise from reviewing this section should be answered in the individual fund detail narratives. Policy Issue Summary — A listing of major budgetary changes from the previous year, which need to be reviewed separately by City Council. These may include , but are not limited to: reorganizations, staff increases or decreases, increases in fees, charges for services, new projects, and major increases or decreases in service levels. Permanent Budgeted Positions — A 3 year comparison of authorized personnel by operating division /fund. Resources and Expenditures — A summary by fund of just the 2009 estimated resources compared to the 2009 estimated budget, and calculates the fund balance at the end of the budget year. This report is scrutinized carefully by City Management in the budget development phase, as it depicts a fund's dependency on its beginning cash to balance the current year budget. Comparative Revenues by Fund — A 3 year summary by fund of Revenues, and then adds the Beginning Balance to calculate total Resources available for next year's budget. Expenditures by Fund and Department — A 3 year summary of Expenditures by Fund /Department and calculates the change of the 2009 budget from the 2008 amended budget in both dollar amount and percentage. Expenditures by Classification — Depicts the 2009 budget by Fund /Department with the expenditures broken down into the following classification (or type): Salaries and Wages; Personnel Benefits; Supplies; Other Services and Charges; Intergovernmental /Fund Services; Capital Outlay; Debt Service; Interfund Payments for Service; and Total Budget. Revenues by Basic and Sub Accounts and Expenditures by Object and Sub Object — Crosses fund lines, and summarizes the major types of revenue and expenditures for the 2009 budget by General Fund and Other Funds, showing Citywide Totals by account type. The next several pages presents a 3 -year summary of selected accounts by specific object code, which is the part of the account number that denotes the character and type of items purchased or services obtained. Where the object titles are not self - explanatory, the explanation as described in the Budgeting, Accounting, and Reporting System (BARS) manual published by the Washington State Auditor's Office is included as a footnote to the chart. Double Budgeting — Lists the revenues in the 2009 budget which are programmed to be transferred from another City fund. (This presentation contains a description of double budgeted items.) City Service Charge — Details the calculation for charging other operating divisions for support services (such as legal, accounting, purchasing, etc.) paid out of General Fund. General Fund Resources — Provides a 3 year comparison for each General Fund revenue account. General Fund expenditure accounts are detailed elsewhere in the budget, but since General Fund revenues aren't "tied" to particular expenditures, most detail narratives don't discuss revenue. (General Government revenues are discussed at a summary level in the Forecast section.) Preliminary Budget • City Wide Summaries —1 POLICY ISSUE SUMMARY 2009 BUDGET PREPARATION POLICY ISSUE SUMMARY (1) OUTSIDE AGENCIES -- DETERMINED BY COUNCIL POLICY COUNCIL POLICY ISSUE PROPOSED FUNDING REQUEST /JUSTIFICATION SOURCE NON- PERSONNEL COMMENTS Submitted by Council members Cawley and Varies Net savings: Lover: Cap and /or Eliminate all Outside Agency up to $100,000 Funding OUTSIDE AGENCY REQUESTS DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING REQUEST /JUSTIFICATION SOURCE NON- PERSONNEL COMMENTS Yakima County Development General Fund $20,000 Budgeted Association (New Vision) Additional $10,000 Unbudgeted Total Request $30,000 Yakima Chamber of Commerce (2) General Fund $5,900 Budgeted Hispanic Chamber of Commerce( General Fund $5,900 Budgeted Fourth of July Committee( General Fund /Fire $5,500 Budgeted Sunfair Association General Fund $1,000 Budgeted Yakima Basin Storage Alliance, Black Rock (2) Water Reserves (60 %) $18,000 Budgeted General Fund (40 %) 12,000 $30,000 Yakima - Morelia Sister City Association( Economic Development $2,000 Budgeted Fund Additional 3,000 Unbudgeted Total Request $5,000 Committee for Downtown Yakima CBD Capital $50,000 Budgeted Improvement Fund (321) Allied Arts ArtsVan General Fund $5,333 Budgeted Retired Senior Volunteer Program (RSVP) Parks & Recreation Fund $3,000 Budgeted In -kind $2,000 Seasons Music Festival (New) Parks & Recreation Fund or $8,000 Unbudgeted Hotel /Motel Tax Citizens for Safe Yakima Valley Communities: General Fund $20,000 Budgeted Existing Community Programs Blockwatch & Crime Free Rental Housing General Fund $60,000 Budgeted Support (New) Federal Byrne Grant Yakima Symphony Orchestra (New) Parks & Recreation Fund or $10,000 Unbudgeted General Fund $208,633 Total Budgeted $31,000 Total Unbudgeted (1) Policy proposal figures may be rounded. (2) These Outside Agency Requests are included in the 2009 Preliminary Budget at the same levels as approved in the 2008 budget. 2 — City Wide Summaries • Preliminary Budget INTERGOVERNMENTAL AGENCIES DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING REQUEST /JUSTIFICATION SOURCE NON- PERSONNEL COMMENTS Clean Air Authority Assessment General Fund 2008 Assessment $22,062 Budgeted Increase - 1.5% 332 2009 Total $22,394 2008 Assessment $57212 Budgeted Yakima County Emergency Management General Fund Increase - 3 %(est) 1,688 Assessment 2009 Estimate $58,900 Additional $1,037 Unbudgeted 2009 Total $59,937 Yakima Valley Conference of Governments (COG) General Fund 2008 Assessment $42,581 Budgeted Membership Assessment Decrease- (3.4 %) (1,456) 2009 Total $41,125 CITY MANAGEMENT WASTEWATER / PRE - TREATMENT DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Enhance Security at the Wastewater Wastewater Facility $200,000 Budgeted Treatment Plant Capital Fund STORMWATER DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Stormwater Fees Add 2 Budgeted Reaffirm and Update Council Authorized Stormwater Program Positions (continuation of 2008 Policy Issue for $94,000 mandated activities) DOE Grant Reallocate 0.6 • Personnel Staffing Levels for 2009: positions from As Revised 9.56 FTE Wastewater Per 2008 PI 8.96 FTE $30,000 Adjustment .60 FTE Full year • Begin reimbursement of Stormwater Fees implementation of 4 Wastewater Utility for advanced positions budgeted funding of Stormwater program for partial year in 2008 Preliminary Budget • City Wide Summaries — 3 WATER / IRRIGATION DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Water and Irrigation Division Water & Irrigation 1. Add 1 Water Budgeted Reorganization Operating Rates position (OIT) 1. Add 1 "Operator in Training" Water Fund $58,700 (OIT) Position 2. Upgrade 2. Create Water Treatment Operator Operator II and III positions Positions $6,000 Transfer Treatment Plant Chief 3. Upgrade Operators into new positions as eligible Office Position 3. Upgrade Department Assistant Irrigation Fund $3 III to Water /Irrigation Net $67,700 Administration Specialist LEGAL DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Increase Part -Time Legal Assistant Risk Management Add .50 Budgeted Position To Full -Time Legal Assistant Fund Position $30,000 Position MUNICIPAL COURT DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS None 4— City Wide Summaries • Preliminary Budget FINANCE FINANCIAL SERVICES / UTILITY SERVICES DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Continuation of 2008 Finance General Fund 2009: Implementation Budgeted Department Reorganization Policy Finance ($5,900) Costs (2009 only): Issue - Consolidate Utility Service Revenue — Utility Finance $1,300 Representative and Cashier positions Increase in Utility Services 13,000 Utility Transfer for Services: Total Net Expenditure Increase Net Expense Services 9,700 (including one -time costs) 2009 $22,700 Increase $7,100 Total $11,000 2009: $18,100 2010 $26,000 Annually (ongoing): Total Net Expenditure Increase Finance ($11,800) 2010: $14,200 Utility Services 26 Net $14,200 INFORMATION SYSTEMS DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Implement a Records Management 2009 Implementation: 2009 Budgeted S System for official City records 50% Implementation: Y Y 50 /o General Fund - maintained by the City Clerk's office Info Systems GF /IS $42,500 50% Risk Mgmt Risk Mgmt 42 Net $85,000 Annual Maintenance Support 2010: 2010 $10,000 100% General Fund - Info Systems COMMUNITY AND ECONOMIC DEVELOPMENT PLANNING DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Upgrade Planning Specialist position General Fund Net Budgeted increase $3,500 Preliminary Budget • City Wide Summaries — 5 CODES DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Increase 2009 Service Contract with General Fund 2008: $62,878 Humane Society by 9.1% or $5,722 2009 Increase: 4.0% 2,516 Budgeted 5.1% 3,206 Unbudgeted 9.1% $68,600 ONDS (OFFICE OF NEIGHBORHOOD DEVELOPMENT) DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS ONDS Reorganization Federal Block Grant Budgeted (net savings) 1. Eliminate ONDS Manager 1. Manager position ($107,000) 2. Reallocate CED Deputy Director 2. Director 3. Special Assignment for Operations 20,000 Supervisor 3. Ops. Sup. 4. Upgrade Account Specialist to 8,000 Financial Services Technician 4. Upgrade 5,000 Net ($74,000) TOURISM PROMOTION /YAKIMA CONVENTION CENTER DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Increase annual Management Tourist Promotion $19,350 Budgeted Fee from $645,000 to $664,350 Operating Fund to adequately support Center Hotel / Motel Tax operations Event revenue Equipment Replacement and System Convention Center $217000 Budgeted Upgrades Capital Market Analysis and Visitor Profile Tourist Promotion $30,000 Budgeted Operating Fund Hotel / Motel Tax CAPITOL THEATRE DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Increase Annual Management Fee Capitol Theatre $12,000 Budgeted from $197,000 to $209,000 Operating Fund Hotel / Motel Tax 6 — City Wide Summaries • Preliminary Budget ENGINEERING DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Consideration of a Continued Wastewater, Citywide: Budgeted Organizational Development for the Stormwater, Water, Add City Engineering Division Irrigation and General Engineer Fund $144,000 Addition of full time Division Manager - City Engineer Eliminate Wastewater Allocated to: Lab Tech General Fund - 30% $43,200 ($67,000) Wastewater - 55% 79,200 Net $77,000 Water - 8% 11,500 Stormwater - 5 7,200 General Fund: Irrigation - 2% 2 30% City Eng. Total $144,000 $43,200 Less: 30% CED Deputy Director ($38,900) Net Increase $4,300 2009 Grind and Overlay - REET2 $550,000 Budgeted 16th Avenue from Nob Hill to Washington Avenue POLICE DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS None FIRE SUPPORT SERVICES DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Fire Station 94 Remodel Fire Capital Fund: $600,000 Budgeted REET 1 Allocation Preliminary Budget • City Wide Summaries — 7 PUBLIC SAFETY COMMUNICATIONS DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Transfer 2 Public Safety Lead Public Safety Transfer 2 Revenue Budgeted Dispatchers from Dispatch to 911 Communications positions Increase $179,000 Fund ($179,000) (Supported by additional 911 funding Add Public from the County) Increase in County Safety wide 911 contract Dispatcher Add 2 Dispatch positions: $60,000 Public Safety Dispatcher and Public Add Public Safety Lead Dispatcher Safety Lead Dispatcher $70 Net $130,000 Net Savings to Dispatch $49,000 PUBLIC WORKS STREETS DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS 40th Avenue Corridor Traffic Street and Traffic $35,000 Budgeted Movement Improvement Study Engineering Fund - Gas Tax Eliminate Vacant Senior Sign Street and Traffic Eliminate 1 Budgeted Specialist And Upgrade Two (2) Engineering Fund Position and Part-Time (75 %) Sign Specialists To Upgrade 2 Full -Time Job Classes Savings: Net .50 FTE ($34,000) TRANSIT DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Purchase One 35 foot heavy duty, low Transit Capital Fund $400,000 Budgeted floor replacement bus - Local Sales Tax 8 — City Wide Summaries • Preliminary Budget REFUSE DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Upgrade Solid Waste Maintenance Refuse Operating Net Increase $3,000 Budgeted Worker position to Solid Waste Code Fund Compliance Officer position Upgrade Solid Waste Maintenance Refuse Operating Net Increase $3,125 Budgeted Worker position to Solid Waste Crew Fund Leader position PARKS AND RECREATION DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Solicit requests for proposals (RFP's) Parks and Recreation to lease Fisher Park starting in 2010 Fund (no fiscal effect in 2009) Develop Upper Kiwanis Park — Phase Parks Capital Parks 1 Financing Capital 1. State Grant $1,225,000 2. Municipal Debt - Revenue: Line of Credit or 1. Grant $500,000 Interfund Loan 2. Debt $500,000 (repaid from 3. REET1 $225,000 REET1) Net $1,225,000 3. 2008 and 2009 REET1 Capital allocation Preliminary Budget • City Wide Summaries — 9 PERMANENT BUDGETED POSITIONS The permanently budgeted work force for 2009 is 753 a total net increase of 3.02 FTE's from the 2008 amended Budget. In the General Government classifications (General Fund, Parks and Recreation Fund, and Street Fund) the permanent budgeted positions are 497, unchanged from 2008. The changes in permanent budgeted positions are all related to policy issues, reallocation of staff time, continuation of programs previously approved by Council, or deletions due to budget constraints or reorganizations. (See attached table.) Management continues to focus on the City's critical priorities in public safety, accommodate Federal and State mandates, and provide critical support services (Legal, Financial, etc.). In an effort to meet these goals and maintain the commitment to minimizing costs and increasing efficiencies, management has made changes to some personnel resources in the 2009 budget. (See Budget Highlights Section — Changes in Funding Authorization in the Budget Forecast.) The 2009 Preliminary Budget included negotiated settlements for salary adjustments for most of the bargaining units. Yakima Police Patrolman's Association is still in negotiations, but an estimate was included for budgeting purposes. Therefore, the Management, Supervisory and Exempt Class employee groups pay and compensation adjustment (PACA) is also estimated pending settlement of all bargaining units. Status of the collective bargaining process is described below. Yakima Police Patrolman's Association Negotiations in Progress AFSCME Local 1122 Settlement Budgeted IAFF Local 469 Fire PERS and Firefighters Settlement Budgeted Transit AFSCME Settlement Budgeted Management, Supervisory Confidential /Exempt Class Estimated PACA Budgeted The City's most recently amended Pay and Compensation Ordinance is included in this document in the Appendices Supplemental Information section. CITYWIDE ALLOCATION OF PERMANENT BUDGETED POSITIONS Equipment Rental Public Works Transit 1.6% 12% General Stormwater 6.6% 1.3% Administration 18.7% Water 5.3% Refuse Other Operating 2.5% Divisions Sewer 2.4% 8.5% Streets 5.7% Parks and Recreation 3.4% Engineering Police and Fire 413% 1.5% 10 — City Wide Summaries • Preliminary Budget PERMANENT BUDGETED POSITIONS AMENDED PRELIMINARY TRANSFER ACTUAL BUDGET BUDGET NEW OF DELETED No. DESCRIPTION 2007 2008 2009 POSITIONS POSITIONS POSITIONS GENERAL GOVERNMENT: GENERAL FUND 011 City Council 7.00 7.00 7.00 0.00 0.00 0.00 012 City Manager 4.00 4.00 4.00 0.00 0.00 0.00 014 Records 4.00 4.00 4.00 0.00 0.00 0.00 015 Financial Services 17.20 18.20 16.20 0.00 (2.00) (1) 0.00 016 Human Resources 8.00 8.00 8.00 0.00 0.00 0.00 017 Legal 17.50 17.50 18.00 0.50 (2) 0.00 0.00 018 Municipal Court 12.75 13.50 13.50 0.00 0.00 0.00 019 Purchasing 3.00 3.00 3.00 0.00 0.00 0.00 021 Environmental Planning 9.40 10.05 10.20 0.00 0.15 ia> 0.00 022 Code Administration 20.33 20.88 21.03 0.00 0.15 (3) 0.00 031 Police 187.00 188.00 188.00 0.00 0.00 0.00 032 Fire 88.00 88.00 88.00 0.00 0.00 0.00 041 Engineering 11.37 11.37 11.37 1.00 (1.00) (3)(4) 0.00 051 City Hall Maintenance 2.44 2.24 2.24 0.00 0.00 0.00 052 Information Systems 20.20 19.20 19.20 0.00 0.00 0.00 054 Customer Services 13.80 13.05 15.05 0.00 2.00 (1) 0.00 TOTAL GENERAL FUND 425.99 427.99 428.79 1.50 (0.70) 0.00 131 Parks & Recreation 26.83 25.83 25.60 0.17 0.00 (0.40) (5) 133 Traffic Engineering 17.00 17.00 16.50 0.50 (6) 0.00 (1.00) (6) 141 Street 26.50 26.50 26.50 0.00 0.00 0.00 TOTAL GENERAL GOVERNMENT 496.32 497.32 497.39 2.17 (0.70) (1.40) OTHER OPERATING FUNDS: 124 Community Development 9.49 9.49 8.74 0.00 0.25 (3) (1.00) (3) 125 Community Relations 5.00 5.00 5.00 0.00 0.00 0.00 144 Cemetery 3.35 2.60 2.60 0.00 0.00 0.00 151 Public Safety Communications 32.00 33.00 35.00 2.00 0.00 0.00 441 Storm Water 0.00 6.96 9.56 2.00 (8) 0.60 i 4)(8) 0.00 462 Transit 50.75 51.25 50.50 0.00 0.00 (0.75) (9) 471 Refuse 19.50 19.00 19.00 0.00 0.00 0.00 473 Sewer Operating 65.05 65.09 63.94 0.00 (0.15) (3)(4)(8) (1.00) 474 Water Operating 30.00 30.00 30.98 1.00 (10) (0.02) (3)(4) 0.00 475 Irrigation Operating 9.17 9.17 9.19 0.00 0.02 9 > 0.00 551 Equipment Rental 11.85 11.85 11.85 0.00 0.00 0.00 560 Public Works Administration 9.05 9.05 9.05 0.00 0.00 0.00 TOTAL OTHER OPERATING FUNDS 245.21 252.46 255.41 5.00 0.70 (2.75) GRAND TOTAL 741.53 749.78 752.80 7.17 0.00 (4.15) (1) See proposed budgeted Policy Issue for Finance and Utility Services reorganization. (2) See proposed budgeted Policy Issue for Legal Department - upgrade part -time legal assistant position to full time position . (3) See proposed budgeted Policy Issue for ONDS ( Office of Neighborhood Development) reorganization. (4) See proposed budgeted Policy Issue for Engineering Division continued reorganization. (5) Upgrade Golf Attendant Position from .665 to .75; Parks Admin Asst and Recreation Supervisor opted to reduce their office hours from 100% to 80 %. (6) See proposed budgeted Policy Issue for Street and Traffic Engineering Division. (7) See proposed budgeted Policy Issue for Public Safety Communications Division. (8) See proposed budgeted Policy Issue for Stormwater. (9) Reduce number of transit operators (Union Gap route is eliminated) . (10) See proposed budgeted Policy Issue for Water /Irrigation. Preliminary Budget • City Wide Summaries -11 RESOURCES AND EXPENDITURES 2009 2009 EST BALANCE 2009 2009 ENDING BAL ESTIMATED 2009 ESTIMATED VS 2009 BEGINNING ENDING VS 2009 FUND DESCRIPTION RESOURCES BUDGET BALANCE BUDGET BALANCE BALANCE BUDGET 000 General Fund $48,896,585 $50,521,573 ($1,624,988) (3.22 %) $5,933,643 $4,308,655 8.5% 131 Parks & Recreation 4,244,385 4,377598 (133,213) (3.04 %) 432,990 299,777 6.8% 141 Street & Traffic Operations 5,764,810 6,045,680 (280,870) (4.65 %) 1,147,587 866,717 14.3% GENERAL GOVERNMENT TOTAL 58,905 780 60,944,851 (2,039 071) (3.35 %) 7514,220 5,475,149 9.0% 123 Economic Development 90,000 146,027 (56,027) (38.37 %) 171,618 115,591 79.2% 124 Community Development 2,180,241 2,174,807 5,434 0.25% 782,545 787979 36.2% 125 Community Relations 604,420 566,603 37817 6.67% 795,701 833,519 147.1% 127 Community Services 522,712 487,712 35,000 7.18% 25,562 60,562 12.4% 140 Growth Management 0 0 0 n/a 93 93 n/a 142 Arterial Street 6,643,041 7,317,146 (674,105) (9.21 %) 1,044,171 370,066 5.1% 144 Cemetery 247,750 261,638 (13,888) (5.31 %) 68,929 55,041 21.0% 150 Emergency Services 1,059,476 1,152,430 (92,954) (8.07 %) 170,495 77,541 6.7% 151 Public Safety Communications 2,912,166 3,027,543 (115,377) (3.81 %) 271,025 155,648 5.1% 161 Parking & Business Improvement Area 210,170 204,592 5,578 2.73% 4 5,582 2.7% 162 Trolley 222,762 221,621 1,141 0.51% 2,291 3,432 1.5% 163 Front Street Business Improvement Area 3,535 3,000 535 17.83% 6,715 7250 241.7% 170 Tourist Promotion 1,420,300 1,454,205 (33,905) (2.33 %) 168,646 134,741 9.3% 171 Capitol Theatre 314,567 318,513 (3,946) (1.24 %) 148,795 144,849 45.5% 172 Public Facilities District Revenue 1,217,000 1,194,000 23,000 1.93% 136,282 159,282 13.3% 173 Tourism Promotion Area 405,088 405,088 0 0.00% 414 414 0.1% 195 Contingency 50,000 300,000 (250,000) (83.33 %) 334,070 84,070 28.0% 198 FRS /Capitol Theatre Reserve 538,750 71,927 466,823 649.02% 23,143 489,966 681.2% 221 L.I.D. Guaranty 300 0 300 n/a 79,982 80,282 n/a 272 PFD Convention Ctr G.O. Redemption 460,000 460,413 (413) (0.09 %) 151,407 150,994 32.8% 281 2005 LTGO Parks and Recreation 980,289 980,288 1 0.00% 4,661 4,662 0.5% 282 1998 LTGO Street Bond 0 0 0 n/a 0 0 n/a 283 1994 G. O. LTD Levy Redemption 514,100 518,038 (3,938) (0.76 %) 263,748 259,810 50.2% 284 1995 G. O. Street, Parks & Fire 268,000 267,678 322 0.12% 195,575 195,897 73.2% 285 1997 G. O. Line of Credit 50,000 50,000 0 0.00% 0 0 0.0% 287 1996 G. O. LTD Levy Redemption 447,000 441,365 5,635 1.28% 61,417 67,052 15.2% 289 LID Debt Service Control Fund 213,000 207,000 6,000 2.90% 74,477 80,477 38.9% 321 CBD Capital Improvement 35,800 257,235 (221,435) (86.08 %) 379,890 158,454 61.6% 322 Capitol Theatre Construction 9,873,000 9,728,750 144,250 1.48% 175,983 320,233 3.3% 331 Parks & Recreation Capital 1,240,000 1,275,000 (35,000) (2.75 %) 195,423 160,423 12.6% 332 Fire Capital 340,153 1,618,100 (1,277,947) (78.98 %) 1,300,292 22,345 1.4% 333 Law and Justice Capital 943,514 1,143,014 (199,500) (17.45 %) 553,690 354,190 31.0% 342 Public Works Trust Construction 925,000 1,235,570 (310,570) (25.14 %) 1,307,572 997,002 80.7% 343 REET 2 Capital Fund 820,000 1,661,822 (841,822) (50.66 %) 1,154,403 312,581 18.8% 345 LID Construction Control Fund 1,002,413 430,000 572,413 133.12% (572,413) 0 0.0% 364 Transit Capital Reserve 547500 920,750 (373,250) (40.54 %) 1,119,199 745,949 81.0% 370 Convention Center Capital Improvement 216,200 268,000 (51,800) (19.33 %) 301,178 249,378 93.1% 12 - City Wide Summaries • Preliminary Budget 2009 2009 EST BALANCE 2009 2009 ENDING BAL ESTIMATED 2009 ESTIMATED VS 2009 BEGINNING ENDING VS 2009 FUND DESCRIPTION RESOURCES BUDGET BALANCE BUDGET BALANCE BALANCE BUDGET 392 Cum. Reserve for Capital Improvement 19,465,100 19,460,000 5,100 0.03% 173,350 178,450 0.9% 441 Stormwater Operating Fund 1,795,000 1,801,938 (6,938) (0.39 %) 250,052 243,114 13.5% 442 Stormwater Capital 350,000 325,000 25,000 7.69% 50,813 75,813 23.3% 462 Transit 7,245,600 7482,899 (237,299) (3.17 %) 594,474 357,175 4.8% 471 Refuse 4,615,650 4,675,689 (60,039) (1.28 %) 154,135 94,096 2.0% 472 Wastewater Facility Reserve 152,000 50,000 102,000 204.00% 317,747 419,747 839.5% 473 Wastewater Operating 16,702,714 16,883,176 (180,462) (1.07 %) 1,549,645 1,369,183 8.1% 474 Water Operating 6,898,837 7,312,616 (413,779) (5.66 %) 1,600,868 1,187,089 16.2% 475 Irrigation Operating 2,665,250 2,786,735 (121,485) (4.36 %) 181,946 60,462 2.2% 476 Sewer Construction 1,391,350 2,220,000 (828,650) (37.33 %) 2,003,216 1,174,566 52.9% 477 Domestic Water Improvement 1,708,000 2,380,100 (672,100) (28.24 %) 2,733,561 2,061,461 86.6% 478 Wastewater Facilities 1,161,000 3,285,000 (2,124,000) (64.66 %) 3,177482 1,053,482 32.1% 479 Irrigation System Improvement 906,000 2,986,700 (2,080,700) (69.67 %) 3,754,937 1,674,237 56.1% 481 1998 Water Revenue Bond Reserve 400 0 400 n/a 269,607 270,007 n/a 483 1996 Wastewater Revenue Bond Reserve 700 0 700 n/a 144,663 145,363 n/a 484 1991 Water /Sewer Rev Bond Redemp 545,541 545,141 400 0.07% 109,929 110,329 20.2% 485 Apple Tree Bond Redemption 0 0 0 n/a 0 0 n/a 486 1998 Water Revenue Bond Redemption 234,585 234,560 25 0.01% 4,491 4,516 1.9% 488 1996 Wastewater Revenue Bond Redemp 412,213 412,213 0 0.00% 1 1 0.0% 489 1991 Water /Sewer Rev Bond Reserve 2,500 0 2,500 n/a 965,200 967,700 n/a 491 2003 Irrigation Revenue Bond Redemption 320,709 320,709 0 0.00% 35,435 35,435 11.0% 493 2003 Wastewater Revenue Bond Redemp 1,347,794 1,347794 0 n/a 1 1 0.0% 494 2003 Wastewater Revenue Bond Reserve 0 0 0 n/a 828,650 828,650 n/a 512 Unemployment Compensation 108,550 152,133 (43,583) (28.65 %) 392,158 348,575 229.1% 513 Employees Health Benefit 9,315,000 9,395,435 (80,435) (0.86 %) 3,567,557 3,487,122 37.1% 514 Workers' Compensation 1,561,300 1,694,138 (132,838) (7.84 %) 882,266 749,428 44.2% 515 Risk Management 2,602,000 2,783,782 (181,782) (6.53 %) 1,084,139 902,357 32.4% 516 Wellness /EAP Fund 120,000 119,476 524 0.44% 130,789 131,313 109.9% 551 Equipment Rental 5,969,355 6,180,563 (211,208) (3.42 %) 4,245,283 4,034,075 65.3% 555 Environmental Fund 135,000 326,350 (191,350) (58.63 %) 438,077 246,727 75.6% 560 Public Works Administration 1,220,130 1,198,818 21,312 1.78% 173,056 194,368 16.2% 610 Cemetery Trust 31,000 25,000 6,000 24.00% 563,181 569,181 2276.7% 612 Firemen's Relief & Pension 1,608,565 1,603,380 5,185 0.32% 780,412 785,597 49.0% TOTAL CITY BUDGET $187,015,870 $199,704,071 ($12,688,201) (6.35 %) $49,568,324 $36,880,124 18.5% Preliminary Budget • City Wide Summaries -13 COMPARATIVE REVENUES BY FUND 2007 2008 2009 2009 2009 ACTUAL ESTIMATED ESTIMATED BEGINNING ESTIMATED FUND DESCRIPTION REVENUES REVENUES REVENUES BALANCE RESOURCES 000 General Fund $45,054,646 $47,228,705 $48,896,585 $5,933,643 $54,830,228 123 Economic Development 155,552 127,000 90,000 171,618 261,618 124 Community Development 2,267,001 4,677,450 2,180,241 782,545 2,962,786 125 Community Relations 486,513 487,100 604,420 795,701 1,400,121 127 Community Services 92,833 424,609 522,712 25,562 548,274 131 Parks & Recreation 4,229,066 4,233,168 4,244,385 432,990 4,677,375 140 Growth Management 42,700 25,466 0 93 93 141 Street & Traffic Operations 5,673,698 5,620,197 5,764,810 1,147,587 6,912,397 142 Arterial Street 4,598,108 4,515,005 6,643,041 1,044,171 7,687,212 143 Transportation Improvement 6,720 0 0 0 0 144 Cemetery 323,169 288,000 247,750 68,929 316,679 150 Emergency Services 1,061,930 1,050,394 1,059,476 170,495 1,229,971 151 Public Safety Communications 2,703,830 2,521,133 2,912,166 271,025 3,183,191 161 Parking & Business Improvement Area 57,198 80,555 210,170 4 210,174 162 Trolley 22,687 258,986 222,762 2,291 225,053 163 Front Street Business Improvement Area 3,175 3,535 3,535 6,715 10,250 170 Tourist Promotion 1,336,573 1,417,224 1,420,300 168,646 1,588,946 171 Capitol Theatre 295,370 299,567 314,567 148,795 463,362 172 Public Facilities District Revenue 685,590 1,069,000 1,217,000 136,282 1,353,282 173 Tourism Promotion Area 381,834 393,289 405,088 414 405,502 195 Contingency 75,000 75,000 50,000 334,070 384,070 198 FRS /Capitol Theatre Reserve 20,795 20,000 538,750 23,143 561,893 221 L.I.D. Guaranty 1,890 300 300 79,982 80,282 272 PFD Convention Ctr G.O. Redemption 480,000 460,000 460,000 151,407 611,407 281 2005 LTGO Parks and Recreation 252,621 682,296 980,289 4,661 984,950 282 1998 LTGO Street Bond 182,000 87,961 0 0 0 283 1994 G. O. LTD Levy Redemption 514,000 514,100 514,100 263,748 777,848 284 1995 G. O. Street, Parks & Fire 292,669 295,000 268,000 195,575 463,575 285 1997 G. O. Line of Credit 532,200 24,366 50,000 0 50,000 287 1996 G. O. LTD Levy Redemption 432,756 431,000 447,000 61,417 508,417 289 LID Debt Service Control Fund 224,856 241,000 213,000 74,477 287477 321 CBD Capital Improvement 3,852,767 1,041,900 35,800 379,890 415,690 322 Capitol Theatre Construction 182,731 1,262,353 9,873,000 175,983 10,048,983 331 Parks & Recreation Capital 235,291 342,500 1,240,000 195,423 1,435,423 332 Fire Capital 2,140,135 1,241,538 340,153 1,300,292 1,640,445 333 Law and Justice Capital 913,721 655,000 943,514 553,690 1,497,204 342 Public Works Trust Construction 1,218,237 940,000 925,000 1,307,572 2,232,572 343 REET 2 Capital Fund 1,108,917 840,000 820,000 1,154,403 1,974,403 345 LID Construction Control Fund 0 0 1,002,413 (572,413) 430,000 364 Transit Capital Reserve 605,489 1,150,500 547500 1,119,199 1,666,699 370 Convention Center Capital Improvement 139,700 192,200 216,200 301,178 517,378 392 Cum. Reserve for Capital Improvement 4,147735 1,932,100 19,465,100 173,350 19,638,450 14 - City Wide Summaries • Preliminary Budget 2007 2008 2009 2009 2009 ACTUAL ESTIMATED ESTIMATED BEGINNING ESTIMATED FUND DESCRIPTION REVENUES REVENUES REVENUES BALANCE RESOURCES 441 Stormwater Operating Fund 0 1,121,000 1,795,000 250,052 2,045,052 442 Stormwater Capital 0 200,000 350,000 50,813 400,813 462 Transit 6,729,748 7253,921 7,245,600 594,474 7840,074 471 Refuse 3,916,156 4,181,670 4,615,650 154,135 4,769,785 472 Wastewater Facility Reserve 153,280 152,000 152,000 317,747 469,747 473 Wastewater Operating 15,511,412 16,160,533 16,702,714 1,549,645 18,252,359 474 Water Operating 6,831,147 6,709,240 6,898,837 1,600,868 8,499,705 475 Irrigation Operating 2,524,231 2,562,950 2,665,250 181,946 2,847,196 476 Sewer Construction 1,293,114 1,902,750 1,391,350 2,003,216 3,394,566 477 Domestic Water Improvement 508,000 1,848,000 1,708,000 2,733,561 4,441,561 478 Wastewater Facilities 3,224,762 8,288,142 1,161,000 3,177,482 4,338,482 479 Irrigation System Improvement 1,001,562 906,000 906,000 3,754,937 4,660,937 481 1998 Water Revenue Bond Reserve 400 400 400 269,607 270,007 483 1996 Wastewater Revenue Bond Reserve 700 700 700 144,663 145,363 484 1991 Water /Sewer Rev Bond Redemp 545,635 547,595 545,541 109,929 655,470 485 Apple Tree Bond Redemption 148,587 521,340 0 0 0 486 1998 Water Revenue Bond Redemption 244,030 243,085 234,585 4,491 239,076 488 1996 Wastewater Revenue Bond Redemp 370,785 368,902 412,213 1 412,214 489 1991 Water /Sewer Rev Bond Reserve 15,000 2,500 2,500 965,200 967,700 491 2003 Irrigation Revenue Bond Redemption 320,565 318,203 320,709 35,435 356,144 493 2003 Wastewater Revenue Bond Redemp 1,348,381 1,346,635 1,347,794 1 1,347,795 494 2003 Wastewater Revenue Bond Reserve 0 0 0 828,650 828,650 512 Unemployment Compensation 159,269 83,500 108,550 392,158 500,708 513 Employees Health Benefit 8,697,994 8,951,620 9,315,000 3,567,557 12,882,557 514 Workers' Compensation 1,134,381 1,357,154 1,561,300 882,266 2,443,566 515 Risk Management 2,496,656 2,481,057 2,602,000 1,084,139 3,686,139 516 Wellness /EAP Fund 123,684 115,000 120,000 130,789 250,789 551 Equipment Rental 5,413,018 5,985,792 5,969,355 4,245,283 10,214,638 555 Environmental Fund 155,944 135,000 135,000 438,077 573,077 560 Public Works Administration 1,151,332 1,189,940 1,220,130 173,056 1,393,186 610 Cemetery Trust 37,983 32,500 31,000 563,181 594,181 612 Firemen's Relief & Pension 1,618,925 1,627,554 1,608,565 780,412 2,388,977 TOTAL CITY BUDGET $152,708,384 $163,744,180 $187,015,870 $49,568,324 $236,584,194 Preliminary Budget • City Wide Summaries -15 EXPENDITURES BY FUND AND DEPARTMENT 2007 2008 2008 2008 2009 CHG FROM ACTUAL ADOPTED AMENDED ESTIMATED REVISED 2009 EXPENSE BUDGET BUDGET EXPENSE BUDGET COLUMN PERCENT FUND /DEPARTMENT I 2 3 4 5 5 -3 DIFF 011 City Council $182,758 $204,961 $204,961 $204,803 $214,540 $9,579 5% 012 City Manager 450,429 487873 488,608 488,174 518,756 30,148 6% 013 State Examiner 95,467 103,000 103,000 100,000 103,000 0 0% 014 Records 365,783 485,542 490,224 420,551 438,888 (51,336) (10 %) 015 Financial Services 1,219,856 1,450,907 1,453,768 1,439,025 1,516,266 62,498 4% 016 Human Resources 410,129 463,041 465,627 455,619 488,048 22,421 5% 017 Legal 1,308,276 1,354,666 1,354,666 1,364,741 1,455,786 101,120 7% 018 Municipal Court 1,072,678 1,289,964 1,289,964 1,211,943 1,386,828 96,864 8% 019 Purchasing 234,303 271,231 271,231 263,617 257,362 (13,869) (5 %) 020 Yak Urb Area Hearings Examiner 60,155 46,000 71,000 51,000 51,000 (20,000) (28 %) 021 Environmental Planning 691,506 731,780 737,706 731,261 898,184 160,478 22% 022 Code Administration 1,530,132 1,641,453 1,645,403 1,620,995 1,782,792 137389 8% 024 Indigent Defense 360,797 385,000 385,000 375,000 385,000 0 0% 031 Police 19,489,297 21,123,364 21,325,811 20,855,956 22,607,681 1,281,870 6% 032 Fire 7941,374 8,415,116 8,443,241 8,431,972 8,916,125 472,884 6% 035 Police Pension 1,384,894 1,401,950 1,412,950 1,350,521 1,387,957 (24,993) (2 %) 038 Probation Center 48,233 25,000 25,000 25,000 25,000 0 0% 041 Engineering 1,029,928 1,149,464 1,154,964 1,097,201 1,204,407 49,443 4% 051 City Hall Maintenance 395,937 418,299 418,299 405,187 421,583 3,284 1% 052 Information Systems 2,476,068 2,407,091 2,844,751 2,841,910 2,482,128 (362,623) (13 %) 054 Utility Services 958,592 1,089,336 1,091,136 1,054,353 1,248,127 156,991 14% 095 Intergovernmental 284,423 288,685 288,685 286,660 348,039 59,354 21% 096 Sundome 150,000 150,000 150,000 150,000 150,000 0 0% 098 District Court 10,645 13,700 13,700 3,150 1,800 (11,900) (87 %) 099 Transfers 2,082,216 2,192,535 2,342,535 2,317130 2,232,275 (110,260) (5 %) GENERAL FUND TOTAL $44,233,876 $47,589,958 $48,472,230 $47,545,769 $50,521,572 $2,049,342 4% 131 Parks & Recreation 4,110,659 4,278,678 4,420,906 4,349,617 4,377,598 (43,308) (1 %) 141 Street & Traffic Operations 5,351,851 5,943,388 6,213,833 5,858,678 6,045,680 (168,153) (3 %) GENERAL GOVERNMENT FUND TOTALS $53,696,386 $57812,024 $59,106,969 $57,754,064 $60,944,850 $1,837,881 3% 123 Economic Development 268,300 156,556 181,556 178,056 146,027 (35,529) (20 %) 124 Community Development 2,136,382 2,272,379 4,679,359 4,291,336 2,174,807 (2,504,552) (54 %) 125 Community Relations 529,918 547054 547,054 531,371 566,603 19,549 4% 127 Community Services 105,993 412,689 590,107 399,589 487,712 (102,395) (17 %) 140 Growth Management 38,106 20,305 49,745 49,745 0 (49,745) (100 %) 142 Arterial Street 4, 099, 997 7365 ,987 9,420,282 4,518,816 7,317146 (2,103,136) (22 %) 143 Transportation Improvement 37,548 0 0 0 0 0 n/a 144 Cemetery 315,560 257,599 257,599 256,186 261,638 4,039 2% 150 Emergency Services 1,019,761 1,104,501 1,104,501 1,099,125 1,152,430 47,929 4% 151 Public Safety Communications 2,449,375 2,691,381 2,691,381 2,682,640 3,027,543 336,162 12% 161 Parking & Business Impr Area 82,826 81,343 118,343 115,421 204,592 86,249 73% 162 Trolley 24,873 181,741 468,619 257,841 221,621 (246,998) (53 %) 163 Front Street Business Impr Area 1,200 3,000 3,000 3,000 3,000 0 0% 170 Tourist Promotion 1,258,433 1,410,662 1,410,662 1,410,662 1,454,205 43,543 3% 171 Capitol Theatre 281,611 304,737 304,737 304,737 318,513 13,776 5% 172 Public Facilities District Revenue 644,628 1,114,424 1,114,424 1,068,424 1,194,000 79,576 7% 173 Tourism Promotion Area 381,834 370,000 393,000 393,289 405,088 12,088 3% 195 Contingency 65,337 300,000 300,000 100,000 300,000 0 0% 16 - City Wide Summaries • Preliminary Budget 2007 2008 2008 2008 2009 CHG FROM ACTUAL ADOPTED AMENDED ESTIMATED REVISED 2009 EXPENSE BUDGET BUDGET EXPENSE BUDGET COLUMN PERCENT FUND /DEPARTMENT 1 2 3 4 5 5 -3 DIFF 198 FRS /Capitol Theatre Reserve 71,927 571,927 571,927 571,927 71,927 (500,000) (87 %) 272 PFD Convention Ctr G.O. Red 459,729 459,075 459,075 459,075 460,413 1,338 0% 281 2005 LTGO Parks and Recreation 248,310 650,101 683,231 682,296 980,288 297,057 n/a 2821998 LTGO Street Bond 176,588 178,938 178,938 178,938 0 (178,938) (100 %) 2831994 G. O. LTD Levy Redemption 511,438 517,938 517,938 517,938 518,038 100 0% 2841995 G. O. Street, Parks & Fire 293,963 293,788 293,788 293,788 267,678 (26,110) (9 %) 2851997 G. O. Line of Credit 532,199 23,500 25,500 25,284 50,000 24,500 96% 2871996 G. O. LTD Levy Redemption 432,358 428,645 428,645 428,645 441,365 12,720 3% 289 LID Debt Service Control Fund 253,673 187,000 187,000 187,000 207,000 20,000 11% 321 CBD Capital Improvement 2,586,061 1,657,227 2,622,227 2,342,424 257,235 (2,364,992) (90 %) 322 Capitol Theatre Construction 231,664 1,138,750 1,281,103 1,224,353 9,728,750 8,447,647 659% 331 Parks & Recreation Capital 656,361 1,330,000 1,555,838 620,900 1,275,000 (280,838) (18 %) 332 Fire Capital 1,554,054 1,013,500 1,265,272 498,000 1,618,100 352,828 28% 333 Law and Justice Capital 953,479 818,300 863,300 620,881 1,143,014 279,714 32% 342 Public Works Trust Construction 772,861 1,752,702 1,902,702 1,660,236 1,235,570 (667,132) (35 %) 343 REET 2 Capital Fund 797,381 2,016,215 2,016,215 958,749 1,661,822 (354,393) (18 %) 345 LID Construction Control Fund 31,635 385,000 535,000 535,000 430,000 (105,000) (20 %) 364 Transit Capital Reserve 61,836 2,177,000 2,407652 2,272,652 920,750 (1,486,902) (62 %) 370 Convention Center Capital Impr 64,997 91,000 107,682 107,682 268,000 160,318 149% 392 Cum. Reserve for Capital Impr 3,981,060 9,375,000 9,419,474 1,927,000 19,460,000 10,040,526 107% 441 Stormwater Operating Fund 0 1,045,506 1,120,506 870,948 1,801,938 681,432 61% 442 Stormwater Capital 0 175,000 175,000 149,187 325,000 150,000 86% 462 Transit 6,386,583 7110,255 7324,976 7323,528 7482,899 157,923 2% 471 Refuse 3,809,216 4,302,590 4,500,990 4,487,797 4,675,689 174,699 4% 472 Wastewater Facility Reserve 19,620 720,000 720,000 720,000 50,000 (670,000) (93 %) 473 Wastewater Operating 15,908,713 16,606,798 16,649,719 16,622,666 16,883,176 233,457 1% 474 Water Operating 6,594,239 7290,502 7304,687 6,997,875 7,312,616 7,929 0% 475 Irrigation Operating 2,625,516 2,666,215 2,668,515 2,666,204 2,786,735 118,220 4% 476 Wastewater Construction 2,793,253 2,115,000 2,115,000 831,000 2,220,000 105,000 5% 477 Domestic Water Improvement 473,612 2,015,100 2,065,200 628,259 2,380,100 314,900 15% 478 Wastewater Facilities 6,044,548 7187473 7,187,473 6,445,000 3,285,000 (3,902,473) (54 %) 479 Irrigation System Improvement 2,384,436 3,446,700 3,463,400 1,662,334 2,986,700 (476,700) (14 %) 483 Wastewater Rev Bond Reserve 0 345,827 345,827 202,564 0 (345,827) (100 %) 4841991 Water /Sewer Rev Bond Red 545,235 547,195 547,195 547,195 545,141 (2,054) (0 %) 485 Apple Tree Bond Redemption 148,587 250,000 521,340 521,340 0 (521,340) (100 %) 4861998 Water Revenue Bond Redemp 244,005 243,060 243,060 243,060 234,560 (8,500) (3 %) 4881996 Wastewater Rev Bond Redemp 370,285 638,200 638,200 534,537 412,213 (225,987) (35 %) 491 2003 Irrigation Revenue Bond Red 320,565 318,203 318,203 318,203 320,709 2,506 1% 493 2003 Wastewater Rev Bond Red 1,348,381 1,346,635 1,346,635 1,346,635 1,347,794 1,159 0% 512 Unemployment Compensation 109,920 134,739 154,739 151,139 152,133 (2,606) (2 %) 513 Employees Health Benefit 8,691,744 9,310,906 9,310,906 8,897,738 9,395,435 84,529 1% 514 Workers' Compensation 1,242,336 1,369,838 1,719,838 1,690,592 1,694,138 (25,700) (1 %) 515 Risk Management 2,278,437 2,391,791 2,474,668 2,434,880 2,783,782 309,114 12% 516 Wellness /EAP Fund 121,651 114,850 126,382 125,950 119,476 (6,906) (5 %) 551 Equipment Rental 4,553,864 5,084,151 5,750,023 5,622,062 6,180,563 430,540 7% 555 Environmental Fund 50,098 371,350 454,750 273,800 326,350 (128,400) (28 %) 560 Public Works Administration 1,131,552 1,205,464 1,205,464 1,152,553 1,198,818 (6,646) (1 %) 610 Cemetery Trust 26,828 20,000 27,000 25,000 25,000 (2,000) (7 %) 612 Firemen's Relief & Pension 1,497,086 1,619,203 1,630,203 1,492,995 1,603,380 (26,823) (2 %) NON GENERAL GOVT FUND TOTALS $98,133,566 $123,652,515 $133,066,775 $108,758,047 $138,759,220 $5,692,445 4% TOTAL CITY BUDGET $151,829,952 $181,464,539 $192,173,744 $166,512,111 $199,704,070 $7530,326 4% Preliminary Budget • City Wide Summaries -17 EXPENDITURES BY FUND AND CATEGORY SALARIES OTHER INTER- INTERFUND AND PERSONNEL SERVICES & GOV'T /FUND CAPITAL DEBT PAYMENTS TOTAL FUND /DEPARTMENT WAGES BENEFITS SUPPLIES CHARGES SERVICES OUTLAY SERVICE FOR SERVICE BUDGET 011 City Council $95,100 $7744 $18,750 $92,946 $0 $0 $0 $0 $214,540 012 City Manager 398,863 82,470 5,000 32,423 0 0 0 0 518,756 013 State Examiner 0 0 0 103,000 0 0 0 0 103,000 014 Records 209,959 53,000 7,080 168,850 0 0 0 0 438,889 015 Financial Services 1,095,394 297,639 17,500 93,040 200 0 0 12,493 1,516,266 016 Human Resources 348,638 84,928 21,521 32,961 0 0 0 0 488,048 017 Legal 1,019,306 256,162 18,000 162,318 0 0 0 0 1,455,786 018 Municipal Court 898,728 225,811 35,000 204,290 23,000 0 0 0 1,386,829 019 Purchasing 181,158 49,600 8,309 18,295 0 0 0 0 257,362 020 Yak Urb Area Hearings Examiner 0 0 0 51,000 0 0 0 0 51,000 021 Environmental Planning 614,662 171,685 7,700 104,136 0 0 0 0 898,183 022 Code Administration 1,157,119 370,874 56,946 161,781 0 0 13,716 22,356 1,782,792 024 Indigent Defense 0 0 0 385,000 0 0 0 0 385,000 031 Police 14,671,794 3,557,571 904,356 1,264,968 1,930,500 6,001 0 272,491 22,607,681 032 Fire 6,805,245 1,510,032 241,340 260,954 100 0 0 98,453 8,916,124 035 Police Pension 0 583,685 50 804,222 0 0 0 0 1,387,957 038 Probation Center 0 0 0 25,000 0 0 0 0 25,000 041 Engineering 893,437 236,586 22,256 26,108 0 0 0 26,020 1,204,407 051 City Hall Maintenance 166,341 41,765 19,683 107,639 0 0 0 86,155 421,583 052 Information Systems 1,368,448 372,687 194,750 433,445 0 57,500 53,417 1,881 2,482,128 054 Utility Services 756,522 257,628 33,259 184,623 0 0 0 16,094 1,248,126 095 Intergovernmental 0 0 0 171,258 141,179 0 35,602 0 348,039 096 Sundome 0 0 0 0 150,000 0 0 0 150,000 098 District Court 0 0 0 1,800 0 0 0 0 1,800 099 Transfers 0 0 0 0 2,232,275 0 0 0 2,232,275 GENERAL FUND TOTAL $30,680,714 $8,159,867 $1,611,500 $4,890,057 $4,477,254 $63,501 $102,735 $535,943 $50,521,571 131 Parks & Recreation 1,630,278 562,148 375,990 1,169,313 151,600 0 0 488,268 4,377,597 141 Street & Traffic Operations 2,276,646 823,118 896,086 744,501 177,642 33,400 0 1,094,288 6,045,681 GENERAL GOVERNMENT FUND TOTALS $34,587,638 $9,545,133 $2,883,576 $6,803,871 $4,806,496 $96,901 $102,735 $2,118,499 $60,944,849 123 Economic Development $43,809 $8,718 $0 $93,500 $0 $0 $0 $0 $146,027 124 Community Development 527,508 176,997 46,797 1,373,361 0 0 0 50,145 2,174,808 125 Community Relations 301,416 90,729 49,405 44,772 0 47,000 0 33,281 566,603 127 Community Services 0 0 51,000 436,712 0 0 0 0 487,712 142 Arterial Street 0 0 0 10,000 190,183 6,839,570 277,393 0 7,317,146 144 Cemetery 118,750 44,851 23,768 16,522 3,600 0 0 54,147 261,638 150 Emergency Services 689,389 145,865 31,000 2,000 170,000 0 0 114,177 1,152,431 151 Public Safety Communications 1,956,306 630,451 57,100 272,366 0 0 0 111,321 3,027,544 161 Parking & Business Impr Area 0 0 0 200,000 0 0 0 4,592 204,592 162 Trolley 0 0 0 7,845 0 213,776 0 0 221,621 163 Front Street Business Impr Area 0 0 0 3,000 0 0 0 0 3,000 170 Tourist Promotion 0 0 67,500 1,287,132 0 0 10,951 88,621 1,454,204 171 Capitol Theatre 0 0 13,400 270,400 0 10,000 0 24,713 318,513 172 Public Facilities District Revenue 0 0 0 31,000 1,163,000 0 0 0 1,194,000 173 Tourism Promotion Area 0 0 0 405,088 0 0 0 0 405,088 195 Contingency 0 0 0 300,000 0 0 0 0 300,000 198 FRS /Capitol Theatre Reserve 0 0 0 0 71,927 0 0 0 71,927 272 PFD Convention Ctr G.O. Red 0 0 0 0 0 0 460,413 0 460,413 18 - City Wide Summaries • Preliminary Budget SALARIES OTHER INTER- INTERFUND AND PERSONNEL SERVICES & GOV'T /FUND CAPITAL DEBT PAYMENTS TOTAL FUND /DEPARTMENT WAGES BENEFITS SUPPLIES CHARGES SERVICES OUTLAY SERVICE FOR SERVICE BUDGET 281 2005 LTGO Parks and Recreation 0 0 0 0 0 0 980,288 0 980,288 2831994 G. O. LTD Levy Redemption 0 0 0 0 0 0 518,038 0 518,038 2841995 G. O. Street, Parks & Fire 0 0 0 0 0 0 267,678 0 267,678 2851997 G. O. Line of Credit 0 0 0 0 0 0 50,000 0 50,000 2871996 G. O. LTD Levy Redemption 0 0 0 0 0 0 441,365 0 441,365 289 LID Debt Service Control Fund 0 0 0 0 17,000 0 190,000 0 207,000 321 CBD Capital Improvement 0 0 1,000 131,130 105 125,000 0 0 257,235 322 Capitol Theatre Construction 0 0 0 10,000 0 9,200,000 518,750 0 9,728,750 331 Parks & Recreation Capital 0 0 0 0 0 1,275,000 0 0 1,275,000 332 Fire Capital 0 0 0 13,500 0 1,604,600 0 0 1,618,100 333 Law and Justice Capital 0 0 240,000 100,000 0 463,014 0 340,000 1,143,014 342 Public Works Trust Construction 0 0 0 10,000 710,607 400,000 114,963 0 1,235,570 343 REET 2 Capital Fund 0 0 400,000 100,000 611,822 550,000 0 0 1,661,822 345 LID Construction Control Fund 0 0 0 0 0 430,000 0 0 430,000 364 Transit Capital Reserve 0 0 50,000 0 10,000 860,750 0 0 920,750 370 Convention Center Capital Impr 0 0 217,000 51,000 0 0 0 0 268,000 392 Cum. Reserve for Capital Impr 0 0 0 660,000 0 18,800,000 0 0 19,460,000 441 Stormwater Operating Fund 513,942 185,613 27,021 56,140 865,125 6,000 0 148,097 1,801,938 442 Stormwater Capital 0 0 0 25,000 0 300,000 0 0 325,000 462 Transit 2,455,925 1,022,887 1,053,369 1,516,040 2,300 0 0 1,432,378 7,482,899 471 Refuse 933,502 424,794 365,500 734,314 643,000 33,400 0 1,541,179 4,675,689 472 Wastewater Facility Reserve 0 0 0 50,000 0 0 0 0 50,000 473 Wastewater Operating 3,711,865 1,261,419 593,275 856,414 7,476,940 45,000 779,076 2,159,186 16,883,175 474 Water Operating 1,739,368 621,078 673,500 563,837 2,065,631 17,000 235,221 1,396,981 7,312,616 475 Irrigation Operating 506,298 177,308 89,000 390,948 1,295,559 5,000 0 322,622 2,786,735 476 Wastewater Construction 0 0 0 20,000 0 2,200,000 0 0 2,220,000 477 Domestic Water Improvement 0 0 0 50,000 0 2,330,100 0 0 2,380,100 478 Wastewater Facilities 0 0 0 205,000 0 3,080,000 0 0 3,285,000 479 Irrigation System Improvement 0 0 0 0 0 2,986,700 0 0 2,986,700 4841991 Water /Sewer Rev Bond Redemp 0 0 0 0 0 0 545,141 0 545,141 4861998 Water Rev Bond Redemp 0 0 0 0 0 0 234,560 0 234,560 4881996 Wastewater Rev Bond Redemp 0 0 0 0 0 0 412,213 0 412,213 491 2003 Irrigation Revenue Bond Red 0 0 0 0 0 0 320,709 0 320,709 493 2003 Wastewater Revenue Bond Red 0 0 0 0 0 0 1,347,794 0 1,347,794 512 Unemployment Compensation 23,816 120,890 0 5,500 0 0 0 1,927 152,133 513 Employees Health Benefit 104,556 8,253,185 5,400 921,351 0 0 0 110,942 9,395,434 514 Workers' Compensation 85,836 1,366,120 3,810 222,050 0 0 0 16,322 1,694,138 515 Risk Management 420,325 115,580 6,500 2,170,320 0 42,500 0 28,557 2,783,782 516 Wellness /EAP Fund 0 0 8,979 98,997 0 11,500 0 0 119,476 551 Equipment Rental 642,636 228,212 2,931,815 119,340 135,000 1,840,000 0 283,561 6,180,564 555 Environmental Fund 0 0 500 192,450 0 133,400 0 0 326,350 560 Public Works Administration 493,878 149,683 72,780 426,305 0 0 0 56,172 1,198,818 610 Cemetery Trust 0 0 0 0 25,000 0 0 0 25,000 612 Firemen's Relief & Pension 0 722,278 25 826,600 0 0 0 54,477 1,603,380 NON GENERAL GOV'T FUND TOTALS $15,269,125 $15,746,658 $7,079,444 $15,279,934 $15,456,799 $53,849,310 $7,704,553 $8,373,398 $138,759,221 TOTAL CITY BUDGET $49,856,763 $25,291,791 $9,963,020 $22,083,805 $20,263,295 $53,946,211 $7,807,288 $10,491,897 $199,704,070 Preliminary Budget • City Wide Summaries - 19 REVENUES BY CATEGORY GENERAL OTHER TOTAL FUND FUNDS REVENUE 310 TAXES 311 General Property Taxes $7586,000 $7914,765 $15,500,765 313 Retail Sales and Taxes 17,113,000 6,681,440 23,794,440 314 Utility Taxes 3,301,130 0 3,301,130 316 Business Taxes 8,881,586 1,237,000 10,118,586 317 Excise Taxes 956,200 1,600,050 2,556,250 318 Other Operating Assessments 0 405,088 405,088 319 Penalty & Interest - Delinquent Taxes 1,000 0 1,000 Total $37,838,916 $17,838,343 $55,677,259 320 LICENSES AND PERMITS 321 Business Licenses and Permits $22,300 $0 $22,300 322 Non - business Licenses and Permit 791,700 658,500 1,450,200 Total $814,000 $658,500 $1,472,500 330 INTERGOVERNMENTAL REVENUES 331 Federal Grants - Direct $366,981 $3,669,105 $4,036,086 333 Federal Grants - Indirect 0 18,023,325 18,023,325 334 State Grants 225,000 6,884,159 7,109,159 336 In Lieu and Impact Payments 1,536,500 2,133,900 3,670,400 337 Grants from Local Units 6,330 0 6,330 338 Intergovernmental Revenues 616,078 4,130,912 4,746,990 Total $2,750,889 $34,841,401 $37,592,290 340 CHARGES FOR SERVICES 341 General Government $69,680 $51,000 $120,680 342 Security of Persons and Property 182,500 42,000 224,500 343 Physical Environment 168,500 29,057,046 29,225,546 344 Transportation 0 581,500 581,500 345 Economic Environment 390,000 18,100 408,100 347 Culture and Recreation 0 918,165 918,165 348 Internal Service Fund Sales and Services 0 3,058,309 3,058,309 349 Other Interfund /Department Charges 4,083,000 34,886 4,117,886 Total $4,893,680 $33,761,006 $38,654,686 350 FINES AND FORFEITS 353 Forfeited Contract Deposits $991,700 $0 $991,700 354 Administrative Penalties 100,000 0 100,000 355 Criminal Traffic Misdeameanors 245,000 0 245,000 356 Criminal Non - traffic Penalties 135,000 0 135,000 357 Criminal Cost 161,000 0 161,000 359 Non -court Fines Forfeitures 200 0 200 Total $1,632,900 $0 $1,632,900 20 - City Wide Summaries • Preliminary Budget GENERAL OTHER TOTAL FUND FUNDS REVENUE 360 MISCELLANEOUS REVENUES 361 Interest Earnings $905,000 $979,232 $1,884,232 362 Rents and Royalties 1,200 995,672 996,872 363 Insurance Premiums & Recoveries 0 285,000 285,000 365 Internal Service Fund Miscellaneous 0 6,263,326 6,263,326 366 Trust and Other Interfund /Dept 0 9,178,300 9,178,300 367 Contributions- Private Source 0 3,623,520 3,623,520 368 Assessment Revenue 0 2,085,693 2,085,693 369 Other Miscellaneous Revenue 19,000 1,812,270 1,831,270 Total $925,200 $25,223,013 $26,148,213 370 PROPRIETARY/ TRUST GAINS (LOSSES) & OTHER INCOME 374 Capital Contributions - Governmental Agencies $0 $0 $0 379 Capital Contributions- Others 0 1,003,177 1,003,177 Total $0 $1,003,177 $1,003,177 380 NON REVENUES 381 Interfund Loans Received $0 $501,500 $501,500 382 Proceeds Of Long Term Debt Proprietary Funds 0 0 0 385 Proceeds From Short -Term Debt 0 531,000 531,000 387 Residual Equity Transfer -In 0 114,513 114,513 388 Other Increases in Fund Equity 0 0 0 Total $0 $1,147,013 $1,147,013 390 OTHER FINANCING SOURCES 391 Proceeds Of Gen'l L/T Debt $0 $10,032,763 $10,032,763 395 Proceeds Of Gen'l Fixed Assets 1,000 86,500 87,500 397 Operating Transfers - In 40,000 13,527,569 13,567,569 Total $41,000 $23,646,832 $23,687,832 TOTAL ESTIMATED REVENUE $48,896,585 $138,119,285 $187,015,870 ESTIMATED BEGINNING BALANCE 5,933,643 43,634,686 49,568,329 TOTAL ESTIMATED RESOURCES $54,830,228 $181,753,971 $236,584,199 Preliminary Budget • City Wide Summaries — 21 EXPENDITURES BY CATEGORY GENERAL OTHER TOTAL FUND FUNDS BUDGET 100 SALARIES AND WAGES 110 Salaries and Wages $28,446,540 $18,514,540 $46,961,080 120 Overtime 1,542,600 521,600 2,064,200 130 Special Pay /Shift Differential 359,499 101,310 460,809 140 Retirement /Termination Cashout 332,074 38,599 370,673 Total $30,680,713 $19,176,049 $49,856,762 200 PERSONNEL BENEFITS 210 Social Security /Council Benefits $1,070,115 $1,351,689 $2,421,804 220 Retirement 1,814,116 1,458,668 3,272,784 230 Industrial Insurance 642,540 2,166,170 2,808,710 240 Life Insurance 59,047 56,109 115,156 250 Medical Insurance 3,228,858 10,131,118 13,359,976 260 Dental Insurance 413,658 1,035,153 1,448,811 270 Unemployment Compensation 70,049 160,785 230,834 280 Miscellaneous 278,800 50,456 329,256 290 Pensions and Death Benefits 582,685 721,778 1,304,463 Total $8,159,868 $17131,926 $25,291,794 300 SUPPLIES 310 Office and Operating Supplies $728,982 $2,179,132 $2,908,114 320 Fuel Consumed 542,719 1,869,855 2,412,574 340 Items Purchased for Resale or Inventory 42,500 3,147675 3,190,175 350 Small Tools and Equipment 297,300 797,608 1,094,908 3A0 Liquid Alum Sulphate 0 60,000 60,000 3C0 Chemicals 0 190,250 190,250 3F0 Fluoride 0 27,000 27,000 3G0 Grouting chemicals 0 20,000 20,000 350 Soda Ash 0 60,000 60,000 Total $1,611,501 $8,351,520 $9,963,021 400 OTHER SERVICES AND CHARGES 410 Professional Services $2,419,364 $7796,900 $10,216,264 420 Communications 510,005 313,908 823,913 430 Transportation /Training 185,781 110,917 296,698 440 Advertising 61,925 244,500 306,425 450 Operating Rentals & Leases 74,230 107,322 181,552 460 Insurance 0 1,524,820 1,524,820 470 Public Utility Services 349,304 3,138,885 3,488,189 480 Repairs and Maintenance 639,675 2,343,540 2,983,215 490 Miscellaneous 624,773 1,438,355 2,063,128 4D0 Doe W/W Discharge Permit Fee 0 99,700 99,700 400 State Water Operating Permit 0 14,300 14,300 4R0 Reserve Fire Fighters 5,000 0 5,000 4W0 Water Quality Tests 0 60,600 60,600 4Y0 Yakima Cnty Development Assn 20,000 0 20,000 Total $4,890,057 $17193,747 $22,083,804 22 - City Wide Summaries • Preliminary Budget GENERAL OTHER TOTAL FUND FUNDS BUDGET SOO INTERGOVERNMENTAL SERVICES 510 Intergovernment Professional Services $2,055,584 $250,000 $2,305,584 520 Intergovernment Agreements $39,095 $0 39,095 530 State /County Taxes and Assessments 300 863,530 863,830 540 Interfund Taxes and Assessments 0 3,301,400 3,301,400 550 Interfund Subsidies 2,382,275 10,385,598 12,767,873 560 Interfund Transfers 0 114,513 114,513 5C0 Connection Charge Transfers 0 750,000 750,000 5T0 Debt Coverage Transfer Terrace Heights 0 40,000 40,000 5U0 Debt Coverage Transfer Union Gap 0 81,000 81,000 Total $4,477,254 $15,786,041 $20,263,295 600 CAPITAL OUTLAYS 620 Buildings 0 485,000 485,000 630 Improvements Other Than Buildings 0 2,324,020 2,324,020 640 Machinery and Equipment 63,501 4,660,364 4,723,865 650 Construction Projects 0 46,413,326 46,413,326 Total $63,501 $53,882,710 $53,946,211 700 DEBT SERVICE - PRINCIPAL 710 Debt Service - G.O. Bonds - Principal $0 $1,854,241 $1,854,241 720 Debt Service - Revenue Bonds - Principal 0 1,645,000 1,645,000 750 Debt Service - Capital Lease - Principal 65,630 0 65,630 770 Other Notes 0 150,000 150,000 780 Intergovernmental Loans 23,198 1,330,053 1,353,251 790 Debt Service -LID Assessment - Principal 0 500,000 500,000 Total $88,828 $5,479,294 $5,568,122 800 DEBT SERVICE - INTEREST 820 Debt Service - Interest - Interfund Debt $0 $58,750 $58,750 830 Debt Service - External LTD Interest 13,907 2,166,509 2,180,416 Total $13,907 $2,225,259 $2,239,166 900 INTERFUND PAYMENT FOR SERVICES 950 Interfund Opt Rental and Leases $55,413 $3,526,878 $3,582,291 960 Interfund Insurance Services 480,531 1,689,329 2,169,860 980 Interfund- Garage /Plant Charges 0 568,821 568,821 990 Interfund - Administrative Charges 0 4,170,924 4,170,924 Total $535,944 $9,955,952 $10,491,896 TOTAL EXPENDITURES $50,521,573 $149,182,498 $199,704,071 Preliminary Budget • City Wide Summaries - 23 SELECTED CATEGORIES OF EXPENDITURES BY FUND SALARIES PERMANENT #11I 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 011 City Council $77,535 $95,100 $71,325 $95,100 $95,100 0.0% 012 City Manager 323,734 340,003 260,782 340,003 362,402 6.6% 014 Records 161,291 173,889 125,023 168,700 186,127 7.0% 015 Financial Services 822,759 968,279 714,544 968,279 988,397 2.1% 016 Human Resources 272,784 288,230 214,380 288,230 308,545 7.0% 017 Legal 786,563 874,159 610,643 826,573 949,829 8.7% 018 Municipal Court 568,644 743,400 485,437 641,742 786,731 5.8% 019 Purchasing 150,995 158,833 121,155 158,833 167,208 5.3% 021 Environmental Planning 385,217 452,197 329,154 437,196 556,966 23.2% 022 Code Administration 900,969 981,230 687,003 954,101 1,052,563 7.3% 031 Police 10,660,203 11,408,953 8,475,686 11,466,931 12,203,353 7.0% 032 Fire 5,231,992 5,443,932 4,215,954 5,623,731 5,846,669 7.4% 041 Engineering 611,539 692,021 495,058 685,000 735,362 6.3% 051 City Hall Maintenance 125,355 128,646 87,696 111,000 116,148 (9.7 %) 052 Information Systems 1,082,918 1,105,365 853,763 1,105,365 1,166,330 5.5% 054 Utility Services 540,925 615,142 443,890 600,000 666,648 8.4% GENERAL FUND TOTAL 22,703,424 24,469,377 18,191,492 24,47 0,783 26,188,378 7.0% 123 Economic Development 31,255 32,937 19,933 32,937 35,103 6.6% 124 Community Development 489,484 536,222 326,815 447,761 484,571 (9.6 %) 125 Community Relations 258,498 269,869 206,672 269,869 283,041 4.9% 131 Parks & Recreation 1,011,534 1,159,688 824,448 1,136,605 1,208,879 4.2% 141 Street & Traffic Operations 1,633,837 2,047136 1,325,612 1,769,681 2,067,891 1.0% 144 Cemetery 118,802 99,663 72,812 97,000 100,845 1.2% 150 Emergency Services 543,163 550,098 431,642 550,098 583,404 6.0% 151 Public Safety Communications 1,362,033 1,536,183 1,114,233 1,516,916 1,736,533 13.0% 441 Stormwater Operating 0 332,316 201,987 332,316 484,743 45.9% 462 Transit 1,947,715 2,132,388 1,609,942 2,125,545 2,189,175 2.7% 471 Refuse 741,387 814,653 584,268 786,807 845,961 3.8% 473 Wastewater Operating 3,005,185 3,197,872 2,225,457 3,064,632 3,339,472 4.4% 474 Water Operating 1,307,975 1,434,798 1,001,386 1,377,023 1,558,156 8.6% 475 Irrigation Operating 385,552 411,843 301,813 408,843 445,007 8.1% 512 Unemployment Comp Reserve 18,660 19,880 14,542 19,880 20,932 5.3% 513 Employees Health Benefit 30,570 85,090 65,511 85,090 94,805 11.4% 514 Workers' Compensation 66,910 72,911 55,005 72,911 76,614 5.1% 515 Risk Management 175,676 329,319 254,035 329,319 384,616 16.8% 551 Equipment Rental 546,618 572,513 431,956 572,513 601,350 5.0% 560 Public Works Admin 410,136 417,941 295,680 400,264 425,452 1.8% CITY TOTAL 436,788,415 $40,522,698 $29,555,239 $39,866,795 $43,154,929 6.5% 24 - City Wide Summaries • Preliminary Budget SALARIES TEMPORARY #I12 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 012 City Manager $8,971 $6,858 $1,290 $4,000 $6,497 (5.3 %) 014 Records 7897 6,471 6,979 10,000 5,494 (15.1 %) 015 Financial Services 6,999 0 3,632 3,632 12,055 n/a 016 Human Resources 8,513 6,649 7,369 7370 7,312 10.0% 017 Legal 11,423 17,479 20,423 21,040 22,487 28.7% 018 Municipal Court 18,427 20,007 32,551 43,000 20,713 3.5% 019 Purchasing 0 1,545 238 1,545 1,596 3.3% 021 Environmental Planning 10,397 0 5,333 6,700 0 n/a 022 Code Administration 22,855 0 4,050 11,000 0 n/a 031 Police 97,711 30,000 67,721 90,000 74,465 148.2% 032 Fire 0 0 2,882 0 0 n/a 041 Engineering 53,783 35,183 13,880 20,000 30,001 (14.7 %) 051 City Hall Maintenance 25,721 31,655 21,897 31,655 33,448 5.7% 052 Information Systems 43,130 32,940 28,470 27,000 74,103 125.0% 054 Utility Services 19,224 10,304 0 5,000 10,650 3.4% GENERAL FUND TOTAL 335,052 199,090 216,716 281,941 298,820 50.1% 124 Community Development 16,499 4,126 609 609 4,271 3.5% 125 Community Relations 1,060 2,001 852 2,001 1,999 (0.1 %) 131 Parks & Recreation 296,403 339,118 282,352 327,459 337,073 (0.6 %) 141 Street & Traffic Operations 28,336 26,526 10,230 24,170 18,660 (29.7 %) 144 Cemetery 16,750 6,183 8,312 8,000 9,001 45.6% 151 Public Safety Communication 22,087 12,116 15,834 15,516 12,535 3.5% 462 Transit 0 0 6,153 6,153 0 n/a 471 Refuse 105,565 73,178 91,803 96,215 26,091 (64.3 %) 473 Sewer Operating 10,098 0 0 0 0 n/a 474 Water Operating 54,922 36,010 36,730 37,500 40,063 11.3% 475 Irrigation Operating 29,461 32,318 20,151 19,000 26,831 (17.0 %) 514 Workers' Compensation 4,585 3,091 2,973 3,000 3,200 3.5% 515 Risk Management 21,241 14,202 8,029 14,202 15,021 5.8% 560 Public Works Admin 24,147 21,292 16,626 20,500 17,613 (17.3 %) CITY TOTAL $966,204 $769,250 $717,370 $856,266 $811,178 5.4% Preliminary Budget • City Wide Summaries - 25 OVERTIME #120 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 012 City Manager $0 $1,000 $0 $1,000 $1,000 0.0% 014 Records 5,793 4,050 4,183 5,800 4,550 12.3% 015 Financial Services 9,874 12,000 4,300 7500 12,000 0.0% 016 Human Resources 872 4,000 294 2,100 3,500 (12.5 %) 017 Legal 3,264 4,500 8,356 8,500 4,500 0.0% 018 Municipal Court 57,223 55,000 43,030 57,000 58,000 5.5% 021 Environmental Planning 7925 15,000 0 5,000 10,000 (33.3 %) 022 Code Administration 15,723 18,500 12,212 16,650 33,000 78.4% 031 Police 792,422 959,368 637,305 845,300 993,800 3.6% 032 Fire 491,912 441,000 238,371 345,600 353,000 (20.0 %) 041 Engineering 47,920 40,000 8,918 20,000 30,000 (25.0 %) 051 City Hall Maintenance 1,806 2,500 1,525 3,000 2,500 0.0% 052 Information Systems 20,586 12,500 11,359 17,750 32,750 162.0% 054 Utility Services 3,595 4,000 32 1,000 4,000 0.0% GENERAL FUND TOTAL 1,458,913 1,573,418 969,886 1,336,200 1,542,600 (2.0 %) 124 Community Development 125 1,100 27 27 1,100 0.0% 125 Community Relations 91 1,000 600 1,000 1,000 0.0% 131 Parks & Recreation 15,655 13,700 9,653 14,600 12,200 (10.9 %) 141 Street & Traffic Operations 71,766 64,900 36,245 62,100 62,900 (3.1 %) 144 Cemetery 2,309 3,500 2,300 3,500 3,500 0.0% 150 Emergency Services 50,820 47,000 27,644 47,000 47,000 0.0% 151 Public Safety Comm 146,803 66,200 101,782 105,600 86,200 30.2% 441 Stormwater Operating 0 1,500 177 1,500 1,500 0.0% 462 Transit 57,186 75,000 48,818 75,500 75,500 0.7% 471 Refuse 30,277 37,350 17,802 32,931 37,700 0.9% 473 Wastewater Operating 93,832 87,400 48,845 77,400 87,400 0.0% 474 Water Operating 80,649 60,500 54,519 65,000 55,000 (9.1 %) 475 Irrigation Operating 22,213 24,000 20,101 24,000 24,000 0.0% 512 Unemployment Compensation 19 100 0 100 100 0.0% 513 Employees Health Benefit 57 1,500 52 1,000 1,500 0.0% 514 Workers' Compensation 267 1,000 467 800 1,000 0.0% 515 Risk Management 7,137 800 728 3,000 2,000 150.0% 551 Equipment Rental 7,186 22,500 5,437 8,500 8,500 (62.2 %) 560 Public Works Admin 10,386 13,500 13,374 13,500 13,500 0.0% CITY TOTAL $2,055,692 $2,095,968 $1,358,455 $1,873,258 $2,064,200 (1.5 %) 26 - City Wide Summaries • Preliminary Budget OFFICE AND OPERATING SUPPLIES #310 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 011 City Council $17,519 $18,500 $12,438 $16,500 $18,500 0.0% 012 City Manager 4,889 5,000 3,237 5,000 5,000 0.0% 014 Records 5,493 5,880 5,724 5,880 5,880 0.0% 015 Financial Services 11,529 15,000 12,998 15,000 15,000 0.0% 016 Human Resources 16,006 19,607 10,862 16,500 16,521 (15.7 %) 017 Legal 11,560 8,562 9,443 11,500 11,500 34.3% 018 Municipal Court 19,685 21,000 21,302 32,000 34,000 61.9% 019 Purchasing 7231 7,309 5,258 7,309 7,309 0.0% 021 Environmental Planning 5,705 6,000 4,638 6,000 6,000 0.0% 022 Code Administration 14,539 15,361 10,475 13,861 15,361 0.0% 031 Police 439,612 385,590 320,598 403,887 395,481 2.6% 032 Fire 126,207 136,924 116,858 129,457 123,500 (9.8 %) 035 Pension 184 150 24 25 50 (66.7 %) 041 Engineering 8,096 9,000 8,100 9,000 9,000 0.0% 051 City Hall Maintenance 14,056 13,880 9,599 12,527 15,880 14.4% 052 Information Systems 43,746 40,000 39,857 56,000 40,000 0.0% 054 Utility Services 2,332 4,000 2,956 4,000 10,000 150.0% GENERAL FUND TOTAL 748,389 711,763 594,369 744,446 728,982 2.4% 124 Community Development 11,441 18,297 17,594 23,500 18,297 0.0% 125 Community Relations 2,246 3,750 2,545 3,750 3,750 0.0% 127 Community Services 1,607 107,404 4,258 20,000 51,000 (52.5 %) 131 Parks & Recreation 281,061 266,077 202,320 251,050 253,550 (4.7 %) 141 Street & Traffic Operations 700,430 702,856 518,048 722,729 663,582 (5.6 %) 144 Cemetery 4,976 8,000 8,508 8,400 8,000 0.0% 150 Emergency Services 25,019 30,000 19,547 25,000 25,000 (16.7 %) 151 Public Safety Comm 33,700 34,000 31,510 34,000 34,000 0.0% 170 Tourist Promotion 52,235 60,000 41,617 60,000 66,000 10.0% 321 CBD Capital Improvement 0 1,000 0 1,000 1,000 0.0% 343 REET 2 Capital Fund 303,822 400,000 359,725 400,000 400,000 0.0% 441 Stormwater Operating 0 13,500 9,458 13,500 20,000 48.1% 462 Transit 18,269 17,500 15,469 18,877 18,500 5.7% 471 Refuse 5,397 11,750 12,819 13,500 11,750 0.0% 473 Wastewater Operating 240,346 211,259 229,058 244,500 248,000 17.4% 474 Water Operating 167265 195,000 149,173 195,000 205,000 5.1% 475 Irrigation Operating 50,949 60,000 36,419 60,000 60,000 0.0% 513 Employees Health Benefit 825 4,000 3,808 4,000 4,000 0.0% 514 Workers' Compensation 852 3,060 441 2,800 3,060 0.0% 515 Risk Management 298 1,500 1,686 1,500 1,500 0.0% 516 Wellness /EAP 4,320 3,979 2,756 3,979 3,979 0.0% 551 Equipment Rental 30,653 35,409 15,791 22,302 30,409 (14.1 %) 555 Environmental 0 500 0 0 500 0.0% 560 Public Works Admin 49,925 48,230 39,483 48,230 48,230 0.0% 612 Firemen's' Relief and Pension 227 200 41 25 25 (87.5 %) CITY TOTAL $2,734,253 $2,949,034 $2,316,442 $2,922,088 $2,908,114 (1.4 %) Note: Per Budgeting Accounting and Reporting Systems (BARS) object code 31 office and operating supplies are articles purchased directly and consumed by operating departments. Examples are office supplies, forms chemicals, cleaning & sanitations supplies, construction materials and supplies, drugs, electrical supplies, laboratory supplies, paint and painting supplies, etc.\ Preliminary Budget • City Wide Summaries - 27 FUEL #320 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 017 Legal $0 $121 $0 $0 $0 (100.0 %) 021 Environmental Planning 0 131 0 0 0 (100.0 %) 022 Code Administration 17,608 21,186 14,930 21,186 24,085 13.7% 031 Police 300,434 371,500 268,034 371,500 409,375 10.2% 032 Fire 56,954 73,375 56,243 73,400 80,740 10.0% 041 Engineering 9,647 9,779 7052 9,778 10,756 10.0% 051 City Hall Maintenance 303 243 2,264 243 303 25.0% 052 Information Systems 887 636 734 1,200 1,200 88.8% 054 Utility Services 11,643 14,808 10,018 14,808 16,259 9.8% GENERAL FUND TOTAL 397,477 491,778 359,274 492,115 542,719 10.4% 124 Community Development 8,923 8,100 6,335 13,800 15,500 91.4% 125 Community Relations 345 524 358 524 655 25.0% 131 Parks & Recreation 56,490 65,400 53,433 65,400 71,940 10.0% 141 Street & Traffic Operations 139,966 194,119 136,181 194,119 213,504 10.0% 144 Cemetery 4,375 4,854 3,947 4,850 6,068 25.0% 441 Stormwater Operating 0 5,617 28 5,617 7,021 25.0% 462 Transit 709,104 1,031,495 783,286 1,031,495 1,029,869 (0.2 %) 471 Refuse 175,261 244,625 173,002 244,625 268,750 9.9% 473 Wastewater Operating 80,667 125,570 81,746 144,970 157,275 25.2% 474 Water Operating 45,762 53,423 37,556 53,423 65,000 21.7% 475 Irrigation Operating 21,280 21,113 14,655 21,113 25,000 18.4% 551 Equipment Rental 6,066 5,778 3,695 5,778 7223 25.0% 560 Public Works Admin 787 1,640 982 1,640 2,050 25.0% CITY TOTAL $1,646,502 $2,254,036 $1,654,479 $2,279,469 $2,412,573 7.0% 28 - City Wide Summaries • Preliminary Budget PROFESSIONAL SERVICES #4I 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 011 City Council $115 $300 $0 $0 $300 0.0% 012 City Manager 126 100 (59) 100 100 0.0% 013 State Examiner 95,467 103,000 64,266 100,000 103,000 0.0% 014 Records 13,222 7,000 5,635 6,700 11,300 61.4% 015 Financial Services 29,160 33,000 32,318 36,900 34,700 5.2% 016 Human Resources 16,350 18,000 5,456 14,500 11,500 (36.1 %) 017 Legal 212,338 92,800 78,840 102,800 92,800 0.0% 018 Municipal Court 188,099 158,000 74,712 160,000 163,000 3.2% 019 Purchasing 0 17,000 17,238 17,238 0 (100.0 %) 020 Hearing Examiner 60,155 70,000 35,653 50,000 50,000 (28.6 %) 021 Environmental Planning 6,619 13,400 12,029 13,400 10,000 (25.4 %) 022 Code Administration 63,423 67,878 51,648 67,878 70,394 3.7% 024 Indigent Defense 360,797 385,000 240,000 375,000 385,000 0.0% 031 Police 328,002 340,250 271,974 354,250 393,250 15.6% 032 Fire 23,208 38,200 29,029 36,500 38,000 (0.5 %) 035 Pension 759,291 780,600 562,387 767,660 786,822 0.8% 038 Probation Center 48,000 25,000 18,750 25,000 25,000 0.0% 041 Engineering 1,122 15,000 7329 15,000 2,000 (86.7 %) 051 City Hall Maintenance 880 1,000 0 1,000 1,000 0.0% 052 Information Systems 137,894 327,652 112,543 308,485 108,265 (67.0 %) 054 Utility Services 639 21,000 442 5,000 21,000 0.0% 095 Intergovernmental 18,133 50,133 35,233 50,133 110,133 119.7% 098 District Court 10,645 13,700 2,388 3,150 1,800 (86.9 %) GENERAL FUND TOTAL 2,373,684 2,578,013 1,657,813 2,510,694 2,419,364 (6.2 %) 123 Economic Development 216,240 125,000 107,580 125,000 80,000 (36.0 %) 124 Community Development 92,230 127,000 75,209 101,000 100,000 (21.3 %) 125 Community Relations 0 2,500 0 1,250 2,500 0.0% 127 Safe Committee Action Plan 93,411 255,247 174,413 240,704 295,712 15.9% 131 Parks & Recreation 573,032 618,300 479,272 612,944 622,100 0.6% 140 Growth Mgt & Commute Trip 38,106 49,745 0 49,745 0 (100.0 %) 141 Street & Traffic Operations 131,658 372,009 139,778 319,209 219,000 (41.1 %) 142 Arterial Street 19,905 10,000 901 10,000 10,000 0.0% 144 Cemetery 120 150 30 150 150 0.0% 151 Public Safety Comm 5,806 4,000 2,405 2,000 4,000 0.0% 161 Parking & Business Impr 70,626 109,000 73,578 107,578 200,000 83.5% 162 Trolley 7 ,300 7,200 4,867 7,300 7,300 1.4% 170 Tourist Promotion 868,651 981,500 745,640 980,625 1,000,850 2.0% 171 Capitol Theatre 175,000 197,000 147,750 197,000 209,000 6.1% 173 Tourism Promotion Area 381,834 393,000 265,750 393,289 405,088 3.1% 195 Contingency 23,698 0 32,292 0 0 n/a 321 CBD Capital Improvement 0 100,000 3,489 90,000 75,000 (25.0 %) 322 Capitol Theatre Construction 0 540,000 40,557 540,000 10,000 (98.1 %) 331 Parks & Recreation Capital 52,500 22,500 12,798 22,500 0 (100.0 %) 333 Law & Justice Capital 34,364 66,300 18,902 66,000 75,000 13.1% Preliminary Budget • City Wide Summaries - 29 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 342 Public Works Construction $0 $10,000 $0 $10,000 $10,000 0.0% 370 Convention Center Capital 2,411 26,000 23,821 26,000 26,000 0.0% 392 Cum Res for Capital Impr 843,505 288,000 140,826 288,000 660,000 129.2% 441 Stormwater Operating 0 35,000 4,839 10,000 35,000 0.0% 442 Stormwater Capital 0 25,000 15,382 25,000 25,000 0.0% 462 Transit 946,908 1,199,371 875,836 1,192,250 1,220,500 1.8% 471 Refuse 286 90,000 320 90,320 0 (100.0 %) 473 Wastewater Operating 57,699 51,000 41,705 70,000 56,000 9.8% 474 Water Operating 49,841 77200 35,824 77200 77,200 0.0% 475 Irrigation Operating 23,783 13,000 13,115 13,000 13,000 0.0% 476 Sewer Construction 1,928 35,000 34,372 31,000 20,000 (42.9 %) 477 Domestic Water Impr 0 0 0 0 25,000 n/a 478 Wastewater Facility Project 5,313 35,000 9,281 45,000 205,000 485.7% 512 Unemployment Compensation 3,830 5,100 3,906 6,500 5,500 7.8% 513 Employees Health Benefit 358,602 372,500 363,393 437200 490,000 31.5% 514 Workers' Compensation 172,645 140,000 86,452 144,000 150,000 7.1% 515 Risk Management 729,331 652,500 433,550 595,000 660,000 1.1% 516 Wellness /EAP 92,422 83,000 38,575 81,000 86,500 4.2% 551 Equipment Rental 0 2,000 140 500 2,000 0.0% 555 Environmental 46,135 31,500 15,117 27,000 25,000 (20.6 %) 560 Public Works Admin 6,229 5,000 1,816 3,200 5,000 0.0% 612 Firemen's' Relief and Pension 774,957 789,500 519,924 696,001 774,500 (1.9 %) CITY TOTAL $9,273,989 $10,524,135 $6,641,216 $10,245,159 $10,306,264 (2.1 %) Note: Per Budgeting Accounting and Reporting Systems (BARS) object code 41 Professional Services includes accounting and auditing, engineering and architectural, computer programming, management consulting, legal, custodial cleaning, messenger, etc. 30 - City Wide Summaries • Preliminary Budget TRAVEL /TRAINING #43 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 011 City Council $15,288 $15,000 $15,655 $16,000 $16,000 6.7% 012 City Manager 9,772 11,241 9,572 11,241 11,241 0.0% 014 Records 1,274 2,900 1,068 2,400 2,900 0.0% 015 Financial Services 4,723 9,000 1,737 5,000 9,000 0.0% 016 Human Resources 553 3,300 1,963 3,300 3,900 18.2% 017 Legal 9,967 10,745 7450 10,745 10,745 0.0% 018 Municipal Court 677 5,850 644 5,850 6,500 11.1% 019 Purchasing 3,760 3,325 1,829 3,325 3,325 0.0% 021 Environmental Planning 2,830 3,800 1,520 3,800 3,800 0.0% 022 Code Administration 1,354 6,300 1,077 4,300 4,300 (31.7 %) 031 Police 72,718 79,000 50,662 83,150 84,000 6.3% 032 Fire 9,774 15,705 11,274 15,705 15,705 0.0% 035 Police Pension 1,810 1,550 1,383 1,384 1,550 0.0% 041 Engineering 3,621 3,200 1,448 3,200 3,200 0.0% 051 City Hall Maintenance 0 500 0 500 500 0.0% 052 Information Systems 4,990 8,845 7134 8,845 8,845 0.0% 054 Utility Services 0 270 113 270 270 0.0% GENERAL FUND TOTAL 143,111 180,531 114,527 179,015 185,781 2.9% 123 Economic Development 7288 7500 2,268 4,000 7500 0.0% 124 Community Development 1,140 4,000 2,461 4,000 4,000 0.0% 125 Community Relations 651 1,634 58 1,634 1,634 0.0% 127 Community Services 4,055 15,000 2,110 5,000 15,000 0.0% 131 Parks & Recreation 8,619 7,800 4,101 8,030 7,800 0.0% 141 Street & Traffic Operations 3,678 5,988 2,249 4,988 4,988 (16.7 %) 144 Cemetery 18 0 0 0 0 n/a 150 Emergency Services 0 1,000 0 1,000 1,000 0.0% 151 Public Safety Comm 12,189 10,000 8,803 15,500 15,500 55.0% 161 Parking & Business Impr 572 1,500 0 0 0 (100.0 %) 170 Tourist Promotion 978 3,000 2,144 3,000 3,000 0.0% 321 CBD Capital Improvement 207 1,900 0 1,900 1,900 0.0% 441 Stormwater Operating 0 500 151 500 500 0.0% 462 Transit 8,301 9,000 4,965 10,000 9,000 0.0% 471 Refuse 1,469 1,045 1,153 1,118 1,045 0.0% 473 Sewer Operating 6,856 7,300 3,678 7,300 7,300 0.0% 474 Water Operating 2,039 9,400 3,363 7500 9,000 (4.3 %) 475 Irrigation Operating 353 1,500 80 1,500 1,500 0.0% 513 Employees Health Benefit 83 1,900 0 1,000 1,900 0.0% 514 Workers' Compensation 489 2,000 602 1,500 2,000 0.0% 515 Risk Management 1,869 3,000 1,579 4,000 4,000 33.3% 516 Wellness /EAP Fund 912 2,280 153 2,280 2,280 0.0% 551 Equipment Rental 5,148 5,120 5,857 5,120 5,120 0.0% 555 Environmental 649 950 0 0 950 0.0% 560 Public Works Admin 1,652 2,600 2,086 3,100 2,600 0.0% 612 Firemens Relief and Pension 1,430 900 1,392 1,392 1,400 55.6% City Total $213,756 $287,348 $163,777 $274,377 $296,698 3.3% Preliminary Budget • City Wide Summaries - 31 TELEPHONE #42I 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 011 City Council $480 $524 $236 $350 $524 0.0% 012 City Manager 1,169 1,179 607 800 1,179 0.0% 014 Records 1,398 1,441 695 1,441 1,441 0.0% 015 Financial Services 3,342 3,406 1,748 2,500 3,400 (0.2 %) 016 Human Resources 2,284 2,227 1,243 2,103 2,227 0.0% 017 Legal 3,493 3,144 1,709 3,144 3,144 0.0% 018 Municipal Court 2,523 2,620 1,346 2,000 2,620 0.0% 019 Purchasing 1,227 1,179 678 1,179 1,179 0.0% 021 Environmental Planning 2,784 3,406 1,433 3,406 3,406 0.0% 022 Code Administration 4,658 4,847 2,357 4,331 4,847 0.0% 031 Police 41,250 45,072 20,017 40,000 45,372 0.7% 032 Fire 12,658 14,441 9,945 12,257 14,141 (2.1 %) 038 Probation Center 233 0 -823 0 0 n/a 041 Engineering 4,498 4,585 2,374 4,100 4,585 0.0% 051 City Hall Maintenance 1,697 1,773 1,160 1,773 1,773 0.0% 052 Information Systems 11,586 11,109 7175 9,962 11,109 0.0% 054 Utility Services 1,891 1,310 610 1,310 1,310 0.0% GENERAL FUND TOTAL 97173 102,263 52,509 90,656 102,258 0.0% 124 Community Development 4,783 4,679 3,536 4,679 4,679 0.0% 125 Community Relations 887 917 479 917 917 0.0% 131 Parks & Recreation 14,605 15,892 10,183 14,908 15,892 0.0% 141 Street & Traffic Operations 4,471 4,210 3,508 3,800 4,210 0.0% 144 Cemetery 430 402 495 400 400 (0.6 %) 151 Public Safety Communication 57754 79,461 44,158 71,629 79,461 0.0% 162 Trolley 437 477 371 477 477 0.0% 170 Tourist Promotion 14,754 15,000 11,904 17,000 18,000 20.0% 462 Transit 918 1,053 959 1,053 1,053 0.0% 471 Refuse 15 20 11 20 20 0.0% 473 Sewer Operating 13,570 13,864 8,285 12,325 13,864 0.0% 474 Water Operating 2,682 2,394 1,845 2,394 2,394 0.0% 475 Irrigation Operating 107 262 121 262 262 0.0% 551 Equipment Rental 185 250 129 250 250 0.0% 560 Public Works Admin 43,820 52,715 29,434 47,000 52,715 0.0% CITY TOTAL $256,591 $293,861 $167,928 $267770 $296,853 1.0% 32 - City Wide Summaries • Preliminary Budget POSTAGE #422 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 011 City Council $183 $494 $295 $494 $513 4.0% 012 City Manager 250 388 152 388 403 4.0% 014 Records 1,622 1,770 1,485 2,370 2,509 41.7% 015 Financial Services 7,163 8,505 6,274 8,505 8,845 4.0% 016 Human Resources 3,416 5,573 2,662 4,100 4,600 (17.5 %) 017 Legal 2,218 3,249 1,813 2,800 3,378 4.0% 018 Municipal Court 4,745 6,846 3,663 5,000 7,120 4.0% 019 Purchasing 496 1,000 1,091 1,000 1,040 4.0% 021 Environmental Planning 19,900 20,000 13,966 20,000 22,000 10.0% 022 Code Administration 15,601 13,982 8,931 14,482 15,467 10.6% 031 Police 14,289 14,343 8,830 13,893 14,917 4.0% 032 Fire 1,385 2,800 1,936 2,800 2,912 4.0% 041 Engineering 2,033 2,205 648 2,205 2,293 4.0% 052 Information Systems 1,890 1,938 1,336 1,938 2,016 4.0% 054 Utility Services 108,339 108,560 77,586 110,000 117,000 7.8% GENERAL FUND TOTAL 183,531 191,652 130,669 189,974 205,013 7.0% 124 Community Development 1,351 1,000 998 1,200 1,500 50.0% 125 Community Relations 7 100 13 100 104 4.0% 131 Parks & Recreation 8,070 8,600 7414 8,600 8,944 4.0% 141 Street & Traffic Operations 184 775 142 775 806 4.0% 144 Cemetery 203 333 273 333 346 4.0% 170 Tourist Promotion 323 750 0 300 300 (60.0 %) 321 CBD Capital Improvement 0 222 0 222 230 4.0% 462 Transit 927 2,500 868 2,500 2,600 4.0% 471 Refuse 4,538 4,500 4,092 4,500 4,680 4.0% 473 Wastewater Operating 523 800 2,164 2,700 1,332 66.5% 474 Water Operating 1,718 2,310 2,507 2,660 2,710 17.3% 475 Irrigation Operating 790 400 577 400 416 4.0% 513 Employees Health Benefit 94 2,068 3,930 4,000 2,151 4.0% 516 Wellness /EAP Fund 153 646 8 646 672 4.0% 551 Equipment Rental 1,097 1,257 744 1,257 1,307 4.0% 560 Public Works Admin 795 1,970 533 1,080 2,049 4.0% CITY TOTAL $204,303 $219,884 $154,932 $221,248 $235,162 6.9% Preliminary Budget • City Wide Summaries - 33 CELLULAR PHONE #42C 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 011 City Council $6,544 $4,935 $6,569 $8,500 $8,700 76.3% 012 City Manager 3,292 1,821 3,854 5,705 5,900 224.0% 014 Records 551 847 0 0 0 (100.0 %) 015 Financial Services 2,097 1,762 1,164 1,762 1,815 3.0% 016 Human Resources 1,125 1,295 616 1,295 1,334 3.0% 017 Legal 5,199 4,833 4,391 4,833 4,978 3.0% 018 Municipal Court 1,916 1,479 1,734 2,700 2,600 75.8% 019 Purchasing 1,294 1,011 937 1,400 1,500 48.3% 021 Environmental Planning 2,938 2,602 2,266 2,602 2,680 3.0% 022 Code Administration 14,507 15,047 14,714 17,047 15,498 3.0% 031 Police 82,490 77274 73,026 97,000 97,060 25.6% 032 Fire 15,725 13,871 14,629 18,000 18,000 29.8% 041 Engineering 4,763 4,592 5,698 6,500 4,730 3.0% 051 City Hall Maintenance 1,028 960 624 960 989 3.0% 052 Information Systems 11,393 10,000 9,797 12,000 12,000 20.0% 054 Utility Services 5,635 4,605 3,814 5,000 4,743 3.0% GENERAL FUND TOTAL 160,496 146,934 143,833 185,304 182,527 24.2% 124 Community Development 3,416 2,852 2,183 2,100 2,100 (26.4 %) 125 Community Relations 1,030 956 1,059 956 985 3.0% 131 Parks & Recreation 5,428 6,109 3,849 6,614 6,743 10.4% 141 Street & Traffic Operations 8,425 7,369 7589 8,724 8,836 19.9% 144 Cemetery 445 437 404 437 450 3.0% 151 Public Safety Communications 2,901 1,789 3,230 3,500 3,300 84.4% 462 Transit 3,584 2,985 2,831 4,000 4,000 34.0% 471 Refuse 449 439 330 439 452 3.0% 473 Sewer Operating 10,435 11,413 7763 12,024 12,491 9.4% 474 Water Operating 10,806 10,600 6,060 10,625 10,918 3.0% 475 Irrigation Operating 3,561 4,021 1,798 2,500 3,000 (25.4 %) 551 Equipment Rental 1,463 1,715 1,276 1,715 1,766 3.0% 560 Public Works Admin 2,952 2,528 1,496 2,888 2,939 16.3% CITY TOTAL $215,391 $200,147 $183,700 $241,826 $240,508 20.2% 34 - City Wide Summaries • Preliminary Budget ELECTRICITY #47I 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 031 Police $86,406 $100,682 $66,931 $83,000 $92,892 (7.7 %) 032 Fire 37062 41,582 26,790 40,638 41,375 (0.5 %) 051 City Hall Maintenance 51,718 55,944 36,746 55,944 59,581 6.5% GENERAL FUND TOTAL 175,186 198,208 130,466 179,583 193,847 (2.2 %) 124 Community Development 3,665 3,600 2,471 4,000 4,000 11.1% 125 Community Relations 2,951 4,783 2,333 4,000 4,500 (5.9 %) 131 Parks & Recreation 85,919 91,985 65,533 85,938 93,549 1.7% 141 Street & Traffic Operations 347,549 383,718 269,030 377,718 408,659 6.5% 144 Cemetery 4,261 5,261 3,011 4,500 5,603 6.5% 170 Tourist Promotion 82,231 87,500 54,064 87,500 93,188 6.5% 441 Stormwater Operating 0 131 102 131 140 6.5% 462 Transit 3,571 4,821 2,529 4,821 5,135 6.5% 473 Wastewater Operating 388,425 400,056 300,193 400,056 432,010 8.0% 474 Water Operating 185,662 195,000 130,605 170,000 175,000 (10.3 %) 475 Irrigation Operating 65,758 70,000 43,870 70,000 74,550 6.5% 560 Public Works Admin 69,903 77435 54,998 77435 80,000 3.3% ** *CITY ToTAL*** $1,415,081 $1,522,498 $1,059,205 $1,465,682 $1,570,181 3.1% Preliminary Budget • City Wide Summaries - 35 NATURAL GAS #472 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 031 Police $44,100 $43,412 $21,565 $33,648 $40,400 (6.9 %) 032 Fire 37,317 42,849 18,819 33,371 36,359 (15.1 %) 051 City Hall Maintenance 17,658 17510 9,993 17510 18,035 3.0% GENERAL FUND TOTAL 99,075 103,771 50,377 84,529 94,794 (8.7 %) 125 Community Relations 1,593 1,396 819 1,396 1,438 3.0% 131 Parks & Recreation 57,656 68,900 41,665 60,400 65,742 (4.6 %) 144 Cemetery 1,327 1,600 577 1,600 1,648 3.0% 170 Tourist Promotion 42,378 47,500 20,690 47,500 48,925 3.0% 462 Transit 929 1,394 506 1,394 1,435 3.0% 473 Sewer Operating 12,164 12,360 6,004 12,360 12,731 3.0% 560 Public Works Admin 132,307 150,000 70,994 130,000 135,000 (10.0 %) CITY TOTAL $347,430 $386,920 $191,631 $339,178 $361,713 (6.5 %) 36 - City Wide Summaries • Preliminary Budget MISCELLANEOUS #490 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 011 City Council $59,380 $62,797 $58,474 $60,797 $66,909 6.5% 012 City Manager 14,322 13,600 12,475 13,600 13,600 0.0% 014 Records 99,171 204,182 132,915 139,622 135,200 (33.8 %) 015 Financial Services 42,505 34,000 26,936 36,015 35,000 2.9% 016 Human Resources 4,279 8,100 3,593 6,700 7,900 (2.5 %) 017 Legal 43,897 37,673 23,425 37,655 37,673 0.0% 018 Municipal Court 18,595 20,200 14,845 22,200 22,200 9.9% 019 Purchasing 5,733 6,741 6,226 7341 8,241 22.3% 020 Hearing Examiner 0 1,000 0 1,000 1,000 0.0% 021 Environmental Planning 38,615 34,250 17,423 26,750 26,750 (21.9 %) 022 Code Administration 49,255 42,675 34,664 44,229 46,475 8.9% 031 Police 60,563 79,600 43,296 84,576 76,600 (3.8 %) 032 Fire 34,011 30,800 28,538 35,600 31,800 3.2% 035 Pension 963 15,850 688 15,688 15,850 0.0% 041 Engineering 5,470 8,300 3,611 6,300 7,300 (12.0 %) 051 City Hall Maintenance 2,447 1,000 595 771 1,000 0.0% 052 Information Systems 5,360 14,150 13,487 24,150 14,150 0.0% 054 Utility Services 20,581 21,000 35,218 31,000 36,000 71.4% 095 Intergovernmental 42,732 45,581 37,494 42,581 41,125 (9.8 %) GENERAL FUND TOTAL 547,879 681,499 493,901 636,575 624,773 (8.3 %) 123 Economic Development 2,273 4,000 1,377 4,000 4,000 0.0% 124 Community Development 75,934 38,100 19,013 26,764 37,250 (2.2 %) 125 Community Relations 1,464 5,050 211 3,550 5,050 0.0% 131 Parks & Recreation 0 0 560 0 0 n/a 141 Street & Traffic Operations 26,266 27,825 17,700 28,975 28,025 0.7% 144 Cemetery 9,721 11,831 6,689 10,831 10,831 (8.5 %) 150 Emergency Services 1,243 50 262 950 1,250 2400.0% 151 Public Safety Comm 863 1,000 542 1,000 1,000 0.0% 161 Parking and Business Dist Impr 35,052 28,600 26,043 29,070 27,850 162 Trolley 330 0 0 0 0 n/a 163 Front Street Business Impr 1,200 3,000 1,500 3,000 3,000 0.0% 170 Tourist Promotion 2,743 4,000 1,136 3,500 4,000 0.0% 172 Public Facilities District 29,628 26,000 14,332 26,000 31,000 19.2% 195 Contingency 21,000 300,000 0 0 300,000 0.0% 321 CBD Capital Improvement 108 4,000 0 4,000 4,000 0.0% 331 Parks & Recreation Capital 0 40,000 -1,250 0 0 (100.0 %) 343 REET 2 Capital Fund 0 0 0 0 100,000 n/a 441 Stormwater Operating 0 6,500 0 4,000 6,500 0.0% 462 Transit 51,567 57,900 40,900 56,400 81,700 41.1% 471 Refuse 7,191 5,926 8,729 6,074 7,400 24.9% 473 Wastewater Operating 22,097 19,600 16,605 22,900 21,600 10.2% 474 Water Operating 50,104 52,300 39,984 56,600 58,400 11.7% 475 Irrigation Operating 22,344 20,000 17,144 20,000 20,000 0.0% 513 Employees Health Benefit 756 2,800 0 2,400 2,800 0.0% Preliminary Budget • City Wide Summaries - 37 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 514 Workers' Compensation 25,781 7,400 1,233 6,500 7,400 0.0% 515 Risk Management 446,054 343,600 119,247 358,600 484,500 41.0% 516 Wellness /EAP 6,820 9,945 7297 10,545 9,545 (4.0 %) 551 Equipment Rental 3,089 10,954 6,826 10,593 10,954 0.0% 555 Environmental 465 0 1,717 0 101,500 n/a 560 Public Works Admin 7,319 18,100 12,469 12,300 18,100 0.0% 612 Firemen's' Relief and Pension 688 51,500 688 50,688 50,700 (1.6 %) CITY TOTAL $1,399,978 $1,781,480 $854,855 $1,395,815 $2,063,128 15.8% Note: Per Budgeting Accounting and Reporting Systems (BARS) object code 49 Miscellaneous includes court costs and investigations, dues, subscription and memberships, information and credit services, filing, recording and witness fees, contractual services not otherwise classified, judgements and damages, registration, printing and binding, etc. 38 — City Wide Summaries • Preliminary Budget EQUIPMENT MAINTENANCE #95I 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 021 Environmental Planning $213 $0 $0 $0 $0 n/a 022 Code Administration 26,513 22,452 16,839 22,452 19,682 (12.3 %) 041 Engineering 5,283 6,817 5,113 6,817 8,396 23.2% 051 City Hall Maintenance 628 249 186 249 1,881 655.4% 052 Information Systems 1,301 1,612 1,210 1,612 1,881 16.7% 054 Utility Services 12,803 7948 5,962 7948 10,277 29.3% GENERAL FUND TOTAL 46,741 39,078 29,310 39,078 42,117 7.8% 124 Community Development 9,850 9,850 7387 9,850 9,405 (4.5 %) 125 Community Relations 1,285 316 238 316 760 140.5% 131 Parks & Recreation 102,000 102,000 76,500 102,000 109,965 7.8% 141 Street & Traffic Operations 379,542 389,227 291,919 389,227 448,530 15.2% 144 Cemetery 8,322 11,086 8,314 11,086 6,515 (41.2 %) 441 Stormwater Operating 0 12,587 9,440 12,587 12,692 0.8% 462 Transit 588,039 640,887 480,666 640,887 586,463 (8.5 %) 471 Refuse 283,594 382,344 286,758 382,344 403,387 5.5% 473 Wastewater Operating 133,597 115,848 86,883 115,848 102,540 (11.5 %) 474 Water Operating 79,409 71,286 53,466 71,286 98,680 38.4% 475 Irrigation Operating 19,145 17,473 13,105 17,473 21,562 23.4% 551 Equipment Rental 15,709 29,348 22,010 29,348 17665 (39.8 %) 560 Public Works Admin 7750 8,863 6,646 8,863 6,516 (26.5 %) CITY TOTAL $1,674,983 $1,830,193 $1,372,642 $1,830,193 $1,866,797 2.0% Preliminary Budget • City Wide Summaries - 39 RENTAL /REPLACEMENT #952 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 022 Code Administration $1,416 $1,416 $1,062 $1,416 $1,416 0.0% 031 Police 81,000 0 0 0 0 n/a 041 Engineering 7,980 7,980 5,985 7,980 7,980 0.0% 054 Utility Services 3,000 3,000 2,250 3,000 3,000 0.0% GENERAL FUND TOTAL 93,396 12,396 9,297 12,396 12,396 0.0% 125 Community Relations 2,565 2,565 1,923 2,565 2,565 0.0% 131 Parks & Recreation 60,662 12,000 8,000 8,000 8,000 (33.3 %) 141 Street & Traffic Operations 300,000 275,000 206,249 300,000 250,000 (9.1 %) 150 Emergency Services 95,000 95,000 95,000 95,000 95,000 0.0% 333 Law and Justice Capital 335,000 340,000 255,001 340,000 340,000 0.0% 441 Stormwater Operating 0 0 0 0 50,000 n/a 471 Refuse 300,000 400,000 300,001 450,000 560,000 40.0% 473 Sewer Operating 142,745 158,481 118,860 158,481 158,481 0.0% 474 Water Operating 112,000 126,960 95,217 126,960 134,400 5.9% 475 Irrigation Operating 35,000 35,000 26,249 35,000 35,000 0.0% 551 Equipment Rental 11,866 11,866 8,899 11,866 11,866 0.0% 560 Public Works Admin 15,000 15,000 11,250 15,000 15,000 0.0% CITY TOTAL $1,503,234 $1,484,268 $1,135,946 41,555,268 $1,672,708 12.7% 40 - City Wide Summaries • Preliminary Budget LIABILITY INSURANCE #960 2007 2008 YTD 2008 2009 08 vs.09 FUND /DEPARTMENT ACTUAL BUDGET 9/30/2008 ESTIMATE BUDGET BUDGET 015 Financial Services $11,332 $11,898 $11,898 $11,898 $12,493 5.0% 022 Code Administration 1,141 1,198 1,198 1,198 1,258 5.0% 031 Police 364,216 259,515 259,515 259,515 272,491 5.0% 032 Fire 132,022 93,765 93,765 93,765 98,453 5.0% 041 Engineering 8,204 8,614 8,614 8,614 9,044 5.0% 051 City Hall Maintenance 76,439 80,261 80,261 80,261 84,274 5.0% 054 Utility Services 2,283 2,398 2,398 2,398 2,517 5.0% GENERAL FUND TOTAL 595,636 457,649 457,649 457,649 480,531 5.0% 124 Community Development 36,952 38,800 38,800 38,800 40,740 5.0% 125 Community Relations 3,522 3,698 3,698 3,698 3,883 5.0% 131 Parks & Recreation 88,806 93,247 93,247 93,247 97,909 5.0% 141 Street & Traffic Operations 99,270 104,233 104,233 104,233 109,445 5.0% 144 Cemetery 5,298 5,562 5,562 5,562 5,841 5.0% 150 Emergency Services 17,394 18,263 18,263 18,263 19,177 5.0% 151 Public Safety Comm 19,737 20,723 20,723 20,723 21,760 5.0% 170 Tourist Promotion 19,399 20,369 20,369 20,369 21,387 5.0% 171 Capitol Theatre 22,416 23,537 23,537 23,537 24,713 5.0% 441 Stormwater Operating 0 15,000 15,000 15,000 25,000 66.7% 462 Transit 262,780 268,000 268,000 268,000 319,900 19.4% 471 Refuse 86,448 90,770 90,770 90,770 95,309 5.0% 473 Wastewater Operating 587041 591,491 591,491 591,491 621,065 5.0% 474 Water Operating 177,612 186,492 186,492 186,492 195,817 5.0% 475 Irrigation Operating 48,961 51,409 51,409 51,409 53,979 5.0% 560 Public Works Admin 30,300 31,815 31,815 31,815 33,406 5.0% CITY TOTAL $2,101,569 $2,021,057 $2,021,057 $2,021,057 $2,169,860 7.4% Preliminary Budget • City Wide Summaries - 41 DOUBLE BUDGETING State Law requires that all expenditures, including those charges and transfers from one fund to another, be included and set forth in the annual budget. Transactions between funds are shown going out of one fund and into the other and are, therefore, included twice. In order to arrive at a true budget, it is necessary to exclude all items budgeted more than once. A comparison of expenditures on this basis is shown below: 2008 2009 AMENDED PRELIMINARY BUDGET BUDGET Total Budget $179,221,002 $199,704,071 Less Double Budgeted Items 36,499,637 39,230,777 Actual Budget $142,721,365 $160,473,294 The most common instances of double budgeting are: ➢ Transfers from operating funds to internal service funds (or other funds) in payment for services ➢ Transfers from operating funds to fund debt service ➢ Transfers from operating funds to build capital reserves ➢ Operating subsidies The following schedule represents revenue which is budgeted to be transferred into the fund shown from other funds (i.e. budgeted as shown in this fund and as an expenditure in another fund). 42 — City Wide Summaries • Preliminary Budget SUMMARY OF DOUBLE BUDGETING DOUBLE BUDGETING -- GENERAL GOVERNMENT DOUBLE BUDGETING - -OTHER FUNDS City Services: Capital Projects Community Relations $26,073 Arterial Street $329,896 Cemetery 12,277 Capitol Theatre Construction 498,000 Public Safety Communications 54,561 Parks Capital 250,000 Parking & Business Improvements 4,592 Fire Capital 273,065 Tourist Promotion 67234 Law & Justice Capital 153,500 Stormwater Operating Fund 53,405 Convention Center 70,000 Transit 349,117 Cum Reserve for Capital Improvement 660,000 Refuse 214,522 Stormwater Capital 350,000 Wastewater Operating Fund 793,544 Wastewater Construction 1,271,000 Water Operating Fund 348,150 Wastewater Facility Projects 1,000,000 Irrigation Operating Fund 85,195 Wastewater Treatment Plant Capital Reserve 131,850 Unemployment Comp. Reserve 1,927 Domestic Water Improvement 400,000 Health Benefit Reserve 110,942 Irrigation Improvement 881,000 Workers' Comp. Reserve 16,322 Total Capital Projects $6,268,311 Risk Management Reserve 28,557 Firemen's Relief and Pension 54,477 Debt Service Total City Services $2,220,895 2002 PFD Convention Center GO Bond $460,000 1994 GO Bond Fund 112,000 Utility Services $1,248,000 Various LTGO (Sundome /Parks /Fire /Street) 908,014 GO Line of Credit Fund -Upper Kiwanis Park Dev 50,000 In Lieu of Taxes: Arterial Street $77199 Refuse 415,130 Public Works Trust Construction 75,000 Wastewater Operating Fund 1,980,000 Wastewater Operating Fund 32,939 Water Operating Fund 906,000 Water 1968 Bonds 234,560 Total $3,301,130 Water WW 2008 Bonds (ref 1998 Bonds) and Res 545,141 Wastewater 2008 Revenue Bonds 412,213 Other: 2003 Irrigation Bonds and Reserve 320,709 Data Processing $35,000 2003 Wastewater Bonds and Reserve $1,347794 Finance Services 5,000 Total Debt Service $4,575,569 Office Supplies 5,000 Sundome Debt Service 40,000 Internal Service Engineering 425,000 City Garage - Rep /Transfers for Additions to Fleet $1,627708 Printing 150,000 City Garage- Fuel /M &O 4,266,797 Total $660,000 Employee Health Benefit Reserve 7,403,000 Environmental Fund 135,000 TOTAL GENERAL FUND $7430,025 Public Works Department 1,220,130 Risk Management Reserve 2,162,000 Parks Interfund $0 Unemployment Compensation 108,550 Parks Interfund - Utility Tax 1,074,000 Workers Compensation Fund 1,464,000 Street Interfund 38,760 Wellness /Emp Assist Program 120,000 Total Internal Service $18,507185 TOTAL GENERAL GOVERNMENT (General, Parks, and Streets Funds) $8,542,785 Operating Subsidies Public Safety Communications $1,005,000 Tourist Promotion 135,000 Capitol Theatre 71,927 Cemetery Fund 75,000 Contingency 50,000 Total Operating Subsidies $1,336,927 TOTAL ALL FUNDS $39,230,777 Preliminary Budget • City Wide Summaries - 43 CITY SERVICE CHARGE There are several divisions that provide various support services to all other divisions /funds throughout the City. These include Legal, Purchasing, Human Resources, Payroll, Accounting, etc. However, the costs of these support services are paid entirely from the General Fund. As a means by which to allocate the costs of these support services to all funds which rely on and benefit from them; a service charge is applied to each such fund. This service charge represents an expenditure to each individual fund and a revenue to the General Fund. Following are the schedules showing charges for 2008 City Services. 2008 EXCLUDED DIRECT CHGS NET CITY CITY SERVICE DEPARTMENTS: BUDGET EXPENDITURES FOR SERVICES SERVICE COSTS Auditing $103,000 $0 $0 $103,000 Records 490,224 0 0 490,224 Financial Services 1,453,768 0 0 1,453,768 Human Resources 465,627 0 0 465,627 Legal 1,354,666 756,530 0 598,136 Purchasing 271,231 0 5,000 266,231 City Hall 418,299 0 0 418,299 Information Systems 2,844,751 0 175,000 2,669,751 SUBTOTAL $7401,566 $756,530 $180,000 $6,465,036 ➢ The 2008 Budget Column illustrates the estimated 2008 amended budget which is the basis for distributing charges. ➢ The Excluded Expenditures Column represents deductions removed from budgets for expenditures that do not relate to the delivery of administrative support (i.e. prosecution and indigent defense is subtracted from Legal's budget). ➢ The Direct Charges for Services Column represents deductions removed from budgets for expenditures that are otherwise reimbursed by direct charge for service (i.e. the reimbursement for central supply charges from Purchasing's budget). ➢ The amount in Net City Services Costs Column represents net administrative City Service Cost that is distributed among all departments on the basis of budgeted expenditures. 44— City Wide Summaries • Preliminary Budget BUDGETS - -- 2009 CITY SERVICE CHARGES - -- 2008 As % OF NON- 2008 PERCENT SELF - SUPPORTING FUNDS BUDGET TOTAL BILLABLE BILLABLE CHARGES INC DEC) Cable TV $547054 0.4% $26,073 $31,945 (18.4 %) Cemetery 257,599 0.2% 12,277 15,972 (23.1 %) Public Safety Communications 1,144,777 0.8% 54,561 60,818 (10.3 %) P B I A- Central Business District 96,343 0.1% 4,592 1,843 149.2% Tourist Promotion 1,410,662 1.0% 67234 62,661 7.3% Stormwater 1,120,506 0.8% 53,405 18,430 189.8% Transit 7324,976 5.4% 349,117 336,649 3.7% Refuse 4,500,990 3.3% 214,522 197,198 8.8% Wastewater 16,649,719 12.3% 793,544 789,403 0.5% Water 7304,687 5.4% 348,150 342,792 1.6% Irrigation 1,787,515 1.3% 85,195 70,033 21.7% Unemploy Comp Reserve (30 %) 40,422 0.0% 1,927 1,843 4.6% Health Benefit Reserve (25 %) 2,327727 1.7% 110,942 103,206 7.5% Workers Comp Reserve (25 %) 342,460 0.3% 16,322 12,901 26.5% Risk Mgmnt Resv (25 %) 599,167 0.4% 28,557 26,416 8.1% Fire Pension - Medical 1,143,000 0.8% 54,477 43,003 26.7% SUBTOTAL 46,597,603 Other Operating Funds & Depts 89,048,301 65.6% $4,244,142 Total City Service Budgets 100.0% $2,220,895 $4,244,142 $2,115,113 5.0% Excluded Funds & Depts 47937744 TOTAL 2008 BUDGET $190,985,213 TOTAL BILLABLE AND NON- BILLABLE $6,465,037 ➢ The Budgets as a Percent of Total Column represents the percentage allocation used in distributing chargeable City Service costs. ➢ The Billable City Service Charges Column represents the amount of City service costs to be recovered by the General Fund from other "self- supporting" funds that is included in the 2009 budget. ➢ The Non - Billable City Service Charges Column indicates the unbillable allocation of the City Service costs. This category consists primarily of other General Government operations, such as Police, Fire, Streets and Parks, for which a City Service Charge would create an unnecessary "grossing up" of revenues and expenditures in General Government. ➢ The Charges Column indicates the 2008 Charges for City Services. ➢ The Percent Increase (Decrease) Column indicates the percentage increase or decrease from 2009 to 2008 charges. Preliminary Budget • City Wide Summaries - 45 FUNDS & DEPT BUDGETS EXCLUDED FROM CITY SERVICE CHARGE 2008 BUDGET Indigent Defense $385,000 Intergovernmental 288,685 Sun Dome 150,000 Transfers 2,342,535 G.O. Bond Funds 2,092,910 Arterial Street Construction (80 %) 7263,037 CBD Capital Improvement (80 %) 2,021,737 Capitol Theatre Construction (80 %) 987,730 Parks & Rec. Cap - Construction (80 %) 1,199,551 Fire Capital (80 %) 975,525 Law and Justice Construction (80 %) 665,604 Public Works Construction (80 %) 1,466,983 REET II Capital (80 %) 1,554,502 LID Construction (80 %) 296,835 Convention Center Capital (80 %) 83,023 Cum Res for Capital Imp. (80 %) 7228,125 Stormwater Capital (80 %) 134,925 Transit Cap - Construction (80 %) 1,856,300 Wastewater Facility Cap Res (80 %) 555,120 Sewer Construction -476 (80 %) 1,630,665 Water Construction -477 (80 %) 1,592,269 Sewer Facility Const -478 (80 %) 5,541,542 Irrigation Construction (80 %) 2,670,281 Equipment Rental Capital (80 %) 1,265,739 Revenue Bond Funds 3,689,120 TOTAL $47,937,744 46 — City Wide Summaries • Preliminary Budget GENERAL FUND RESOURCE COMPARISON ACTUAL AMENDED ESTIMATED PRELIMINARY 09 vs `08 RECEIPTS BUDGET RECEIPTS BUDGET BUDGET EST 2007 2008 2008 2009 CHANGE TAXES Real and Personal Property Tax $6,820,513 $7,327,800 $7,327,800 $7586,000 3.5% Criminal Justice Sales Tax .1% 885,966 909,000 940,000 980,000 4.3% Criminal Justice Sales Tax .3% 1,492,194 1,624,000 1,680,000 1,749,000 4.1% Retail Sales & Use Tax 13,423,269 13,675,000 13,938,000 14,384,000 3.2% Franchise Fees Nob Hill Water Association 42,079 43,000 46,200 47,586 3.0% Utility Tax Pacific Power & Light $2,939,163 $3,012,792 $3,500,000 $3,650,000 4.3% Nob Hill Water Assn. 296,557 300,000 320,000 330,000 3.1% Natural Gas 1,496,781 1,545,000 1,300,000 1,339,000 3.0% Valley Disposal 340,386 348,000 325,000 310,000 (4.6 %) Cellular Telephone 1,211,476 1,174,000 1,425,000 1,495,000 4.9% Telephone 1,115,985 1,240,000 1,155,000 1,190,000 3.0% City Water Utility 872,853 906,000 890,000 906,000 1.8% City Sewer Utility 1,864,131 1,939,000 1,933,000 1,980,000 2.4% City of Yakima Refuse 355,130 371,000 371,000 415,130 11.9% Total Utility Tax $10,492,462 $10,835,792 $11,219,000 $11,615,130 3.5% Business License Tax 523,801 500,000 520,000 520,000 0.0% Gambling Excise Tax 955,483 951,000 918,400 932,000 1.5% Abatement Charges /Appeals 21,771 10,000 30,000 25,000 (16.7 %) Leasehold Excise Tax 4,121 200 200 200 0.0% TOTAL TAXES $34,661,659 $35,875,792 $36,619,600 $37,838,916 3.3% LICENSES AND PERMITS Regulatory Business Licenses $14,474 $15,000 $16,000 $16,000 0.0% Amusements 1,890 1,800 1,800 1,800 0.0% Penalties on Business Licenses 3,792 4,500 4,500 4,500 0.0% Gun Permits 12,837 8,500 10,000 10,000 0.0% Building Permits 727,251 638,000 650,000 605,000 (6.9 %) Fire Code Permits 20,584 23,000 23,000 23,000 0.0% Mechanical Permits 43,314 38,000 40,000 40,000 0.0% Plumbing Permits 101,581 80,000 90,000 82,000 (8.9 %) Sign Permits 7838 12,500 12,500 12,500 0.0% Code Infraction Penalties 296 0 0 0 n/a Environmental Impact Permits 9,224 5,000 10,000 5,000 (50.0 %) Dog Licenses 35,403 43,000 12,000 12,000 0.0% Right -of -Way Use Permits 3,600 2,200 2,200 2,200 0.0% TOTAL LICENSES AND PERMITS $982,084 $871,500 $872,000 $814,000 (6.7 %) Preliminary Budget • City Wide Summaries - 47 ACTUAL AMENDED ESTIMATED PRELIMINARY 09 vs `08 RECEIPTS BUDGET RECEIPTS BUDGET BUDGET EST 2007 2008 2008 2009 CHANGE INTERGOVERNMENTAL REVENUE Great Grant (Gang Resistance) $174,591 $125,000 $85,000 $0 (100.0 %) Bureau of Justice Bullet Proof Vest 20,580 0 0 0 n/a Patrol Enhancement 0 120,000 0 0 n/a Police Bryne Earmark Grant 0 0 9,000 266,381 2859.8% Police Cops Tech Grant 0 0 0 40,600 n/a Criminal Alien Grant 41,641 20,000 20,000 0 (100.0 %) Homeland Security (SAFER) 89,186 70,000 70,000 60,000 (14.3 %) Federal Forfeited Property (34,553) 0 0 0 n/a St & Community Hwy Safety (WASPC) 0 4,585 5,000 0 (100.0 %) Subs Abuse & Mntl Health Sery Yakima Cnty 0 21,944 22,000 0 (100.0 %) Pedestrian Safety 0 30,000 30,000 0 (100.0 %) Auto Theft Prevention Grant 0 0 0 107,000 n/a State Patrol Fire Training 2,400 3,000 3,000 3,000 0.0% Public Defense Grant 0 90,000 110,000 115,000 4.5% Traffic Safety Commission 10,326 32,058 18,408 0 (100.0 %) Criminal Justice - High Crime 437765 336,000 435,000 336,000 (22.8 %) Criminal Justice - Population /Violent Crime 79,763 48,000 80,000 49,000 (38.8 %) Criminal Justice - Special Programs 44,062 40,150 45,300 46,000 1.5% MVET /DUI Payment 19,219 15,500 15,500 16,000 3.2% Judicial Salary Contribution 36,298 35,800 45,000 50,000 11.1% Liquor Excise Tax 379,327 393,000 409,000 420,000 2.7% Liquor Board Profits 608,770 605,000 590,000 619,500 5.0% Interlocal grant - Legends 0 5,000 5,000 0 (100.0 %) Interlocal grant - Yakima County /Legends 3,000 0 0 0 n/a Housing In -Lieu Tax 6,329 6,330 6,330 6,330 0.0% US Dept of Agriculture 4,750 0 0 0 n/a Drug Enforcement Agency 44,398 0 35,000 0 (100.0 %) Police Protection Fairgrounds 0 7,000 7,000 7,000 0.0% Resource Officers 342,552 352,800 352,800 370,440 5.0% Intergovernmental Service Revenue 7818 0 0 0 n/a Union Gap Jail Contract 72,180 70,000 90,000 100,000 11.1% Immigration & Customs Enforcement 1,503 0 1,048 0 (100.0 %) Police Training Services 0 50,000 25,000 25,000 0.0% Fire /EMS Services for District #10 32,564 30,000 30,000 30,000 0.0% Fire Protection Charge -State Facilities 0 1,000 0 0 n/a Fire Investigator Services 0 600 600 600 0.0% Fire Training Center 8,814 9,000 9,000 9,000 0.0% Fire Training Services 65,434 74,038 74,038 74,038 0.0% Engineering Services 1,479 0 0 0 n/a Computer System Services 150 0 0 0 n/a TOTAL INTERGOVERNMENTAL REVENUE $2,500,346 $2,595,805 $2,628,024 $2,750,889 4.7% 48 - City Wide Summaries • Preliminary Budget ACTUAL AMENDED ESTIMATED PRELIMINARY 09 vs `08 RECEIPTS BUDGET RECEIPTS BUDGET BUDGET EST 2007 2008 2008 2009 CHANGE CHARGES FOR SERVICES Accident Reports - Police $8,261 $9,500 $9,500 $9,500 0.0% Fingerprints 12,111 7500 10,000 10,000 0.0% Miscellaneous Police Services 2,700 2,000 2,000 2,000 0.0% Verification Letters 4,629 4,000 4,000 4,000 0.0% Vending Machine Revenue - Jail 24,834 25,000 25,000 25,000 0.0% Photostat - Fire 0 500 500 500 0.0% Sale of Maps -- Codes 328 750 750 750 0.0% Examinations -- Codes 110 80 100 80 (20.0 %) Sale of Maps & Publications - Planning 2,445 1,000 1,000 1,000 0.0% Sale of Plans & Specifications - Engineering 5,128 3,500 3,500 3,500 0.0% Engineering OUA Fees 1,199 1,200 1,200 1,200 0.0% Sale of Publications -- Licensing 574 500 500 500 0.0% Examinations - Human Resources 0 6,500 6,500 6,500 0.0% Data Processing Charges 0 10,000 12,000 0 (100.0 %) Office Supplies Revenue 8,499 5,000 5,000 5,000 0.0% Sale of Codes and Publications - Clerk 1,250 150 350 150 (57.1 %) City Jail Inmate - Medical Cost Sharing 358 500 500 500 0.0% Police Overtime Reimbursements 16,695 20,000 20,000 51,000 155.0% Home Detention Charges - Police 104,984 100,000 120,000 120,000 0.0% Fire Alarm Permit /Protective Inspection fees 1,924 0 1,000 1,000 0.0% Street and Curb Permits 10,125 10,000 7,000 10,000 42.9% Abatement Charges /Appeals 18,593 7500 12,000 12,000 0.0% Dog Impound Fine 1,870 1,500 1,500 1,500 0.0% Engineering (Contractors) 140,261 95,000 150,000 140,000 (6.7 %) Wastewater Connection Charges 18,319 15,000 15,000 15,000 0.0% Plan Checking Fees 382,295 315,000 330,000 330,000 0.0% Zoning and Subdivision Fees 57,470 50,000 60,000 60,000 0.0% Engineering (City Projects) 449,698 400,000 420,000 425,000 1.2% Financial Services 2,618 4,000 5,000 5,000 0.0% Interfund Charges - Data Processing 25,000 35,000 35,000 35,000 0.0% Interfund Charges - Customer Services 958,592 1,075,000 1,054,000 1,248,000 18.4% Print Shop Revenues 147,339 150,000 150,000 150,000 0.0% City Services 2,014,594 2,115,113 2,115,113 2,220,000 5.0% TOTAL CHARGES FOR SERVICES $4,422,803 $4,471,293 $4,578,013 $4,893,680 6.9% FINES AND FORFEITURES Municipal Court Infraction Penalties $890,677 $860,000 $940,000 $991,000 5.4% Traffic Infraction Penalties 1,533 1,000 1,000 700 (30.0 %) Parking Infraction Penalties 69,785 60,000 100,000 100,000 0.0% DWI Penalties - (Criminal) 0 100 0 0 n/a Municipal Court DWI Penalties 67,904 75,000 80,000 85,000 6.3% Other Criminal /Traffic Misdemeanors 2,674 3,000 500 0 (100.0 %) Municipal Court Criminal Traffic 145,296 152,000 152,000 160,000 5.3% Municipal Court non - Traffic Misdemeanors 109,808 100,000 125,000 135,000 8.0% Other Non - Traffic Misdemeanors 126 400 50 0 (100.0 %) District Court Recoupments 6,514 7,000 1,500 1,000 (33.3 %) Municipal Court Recoupments 125,941 120,000 150,000 160,000 6.7% Dog Citations 17 200 200 200 0.0% TOTAL FINES AND FORFEITURES $1,420,275 $1,378,700 $1,550,250 $1,632,900 5.3% Preliminary Budget • City Wide Summaries - 49 ACTUAL AMENDED ESTIMATED PRELIMINARY 09 vs `08 RECEIPTS BUDGET RECEIPTS BUDGET BUDGET EST 2007 2008 2008 2009 CHANGE MISCELLANEOUS REVENUE Income From Investments $913,446 $850,000 $850,000 $850,000 0.0% Interest on Sales Tax 63,690 60,000 60,000 55,000 (8.3 %) Fire Department Property Lease /Rental (Race St) 6,900 6,900 2,875 0 (100.0 %) Fire Lease /Rental Training 750 750 750 750 0.0% Parking Permits 102 750 150 150 0.0% Property Rental 300 300 300 300 0.0% Donations & Contributions (dogs) police 1,000 0 0 0 n/a Donations & Contributions fire 6,339 2,684 3,292 0 (100.0 %) Confiscated /Forfeited Property (39,156) 5,000 0 0 n/a Unclaimed Monies 3,530 4,000 4,000 4,000 0.0% Other Miscellaneous Revenue 17338 15,000 15,000 15,000 0.0% TOTAL MISCELLANEOUS REVENUE $974,239 $945,384 $936,367 $925,200 (1.2 %) NON- REVENUES Sale of Fixed Assets 9,438 0 3,451 0 (100.0 %) Capital Lease Financing 38,293 0 0 0 n/a Damage Reimbursements - Police 5,508 1,000 1,000 1,000 0.0% Operating Transfers In 40,000 40,000 40,000 40,000 0.0% TOTAL NON - REVENUES 93,239 41,000 44,451 41,000 (7.8 %) TOTAL REVENUE $45,054,645 $46,179,474 $47,228,705 $48,896,585 3.5% BEGINNING UNENCUMBERED BALANCE $5,439,858 $6,250,708 $6,250,708 $5,933,643 (5.1 %) TOTAL RESOURCES $50,494,503 $52,430,182 $53,479,413 $54,830,228 2.5% 50 - City Wide Summaries • Preliminary Budget City Management 011 City Council 012 City Management 017 Legal 024 Indigent Defense 014 City Clerk and Records 016 Human Resources 512 Unemployment Compensation Reserve 513 Employees' Health Benefit Reserve 514 Workers' Compensation Reserve 516 Wellness /EAP 019 Purchasing 125 Community Relations 473 Wastewater Operating Fund 472 Wastewater Treatment Plant Capital Reserve 476 Wastewater Collection System Project Fund 478 Wastewater Facilities Project Fund 441 Stormwater Operating Fund 442 Stormwater Capital Fund 474 Water Operating Fund 477 Domestic Water Improvement 475 Irrigation Operating Fund 479 Irrigation System Improvements CITY MANAGEMENT 2008 Budgeted Staffing Levels R.A. ZAIS, JR. / City Manager I 151.47 Positions r S. CLAAR TE r Executive Secretary 1 D. ZABELL J VACANT C. PRICE Assistant City Manager City Attorney C Executive Assistant Department Planning and Direction Prosecution • Civil i Intergovernmental Affairs • Media Relations 16.50 Positions C SERVICE CIVIL SERVICE 1 Special Project Support •Chief Labor COMMISSION EXAMINER Negotiator •Indigent Defense Z Legal Department 1 1 1 1 _ 1 1 --. D. MOORS S. SMITH S. OWNBY* I D. BROWN D. MAYO R. BEEHLER L City Clerk i Human Resources Manager Purchasing Manager Water /Irrigation Manager Wastewater /Stormwater Manager Comm. Relations Manager 1 1 1 1 1 1 RECORDS I HUMAN PURCHASING WATER / IRRIGATION 1 " WASTEWATER \ r COMMUNITY DIVISION RESOURCES DIVISION DIVISION DIVISION RELATIONS DIVISION 3.00 Positions I 6.00 Positions 2.00 Positions 38.07 Positions 69.90 Positions 4.00 Positions City Council Recruitment and Testing Procurement of Goods Fire Suppression Wastewater Treatment Communications Training and Clerk Employee Orientation and Services Operation, Maintenance and Wastewater Assistance for Elected Officials and all Agenda Preparation Records Maintenance Purchasing Law and Administration Collection System City departments and divisions Media and Council Minutes Collective Bargaining Support Regulation Compliance Water Supply, Treatment Operation Food Processing Relations Community Outreach Transcription Administration Contract Administration and Maintenance Collection and Treatment I ADMINISTRATION Central Records Depository Charter, Police and Fire Civil Service Central Supply Control Domestic Water Bio- solids Recycling Yakima Public Affairs Recorder for Health Insurance Plan Disposal of Distribution System, Operation, Industrial Pre - treatment Pro Channel (Y -PAC) Various Advisory I Workers' Compensation Surplus Property Maintenance and Administration Facilities Operation, I Yakima Community Boards and Commissions Retirement System Procurement Cards Water System Maintenance and Television (YVTV) Voter Registration Unemployment Benefits DBE Liaison* Improvements (CIP) Construction Cable TV & Telecommunications Public /Customer ICMA Deferred Comp Prevailing Wage and Irrigation System Operation Stormwater Franchises Service /Inquiry Benefit Program Insurance Assessment and Maintenance Irrigation System Surface Drainage Telecommunications Policy FTA /DOT Random Purchase Audits Improvements (CIP) (Stormwater Collection) Drug Testing it wide Vendor lists J / J *Directly reports to the City Manager for Disadvantaged Business Enterprise Concerns CITY OF y� CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE DEPARTMENT: MAYOR: Legislative David Edler - District 2 ASSISTANT MAYOR: DIVISION: Micah Cawley - At Large, Position 6 City Council - 011 CO UNCIL MEMBERS: Neil McClure - District 1 Rick Ensey - District 3 Kathy Coffey - District 4 Norm Johnson - At Large, Position 5 Bill Lover - At Large, Position 7 DEFINITION The City Council serves as the legislative body of the City and consists of seven (7) members. Three (3) Council members are elected at large without regard to residence in any particular area of the City. Four (4) Council members are elected citywide from within four individual districts established by City Charter. The City Council approves all ordinances, resolutions and contracts of the City. With the advice and assistance of the appointed City Manager, the Council analyzes proposals to meet community needs, initiates action for new programs and determines the ability of the City to provide financing for City operations. The Council reviews, modifies and adopts the annual municipal budget presented by the City Manager. The City Council reviews and adopts long -range planning documents prescribed by the Growth Management Act and other state statues. Finally, the City Council performs other miscellaneous duties including appointments to various boards and commissions, liaison with other governmental bodies, and responses to numerous community groups and individual constituents. This department incorporates only one operational activity, Service Unit 611- Legislation. Service units in this division are: SERVICE UNIT 61 I — CITY COUNCIL Preliminary Budget • City Management - AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 0100 Mayor 1.00 1.00 1.00 0200 Council 6.00 6.00 6.00 TOTAL PERSONNEL 7.00 7.00 7.00 BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 611 Legislation $182,758 $204,961 $170,766 $204,803 $214,540 104.7 104.8 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 77535 95,100 71,325 95,100 95,100 100.0 44.3 200 Personnel Benefits 5,713 7,062 5,774 7,062 7744 109.7 3.6 SUB -TOTAL SALARIES AND BENEFITS 83,248 102,162 77,099 102,162 102,844 100.7 47.9 300 Supplies 17519 18,750 12,438 16,500 18,750 100.0 8.7 400 Other Services And Charges 81,991 84,049 81,229 86,141 92,946 110.6 43.3 TOTAL EXPENDITURES $182,758 $204,961 $170,766 $204,803 $214,540 104.7 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 61 1 - CITY COUNCIL City Council total projected expenditures for 2009 are $214,540, compared with the 2008 amended budget level of $204,961, an overall increase of 4.7 %. Account 110 Salaries - Mayor and Council Members salaries for 2009 are $95,100, which is the same as the 2008 amended budget and year -end estimate level. Account 200 Personnel Benefits - The amount for 2009 is $7,744, which is an increase of $682 above the 2008 estimated year -end and amended budget of $7,062. This increase includes rate increases for industrial insurance of 10% and increased Social Security. Account 300 Supplies - The budget for 2009 is set at $18,500, which is the same as the 2008 amended budget. The Small Tools and Minor Equipment line item included in supplies is budgeted at $250 for 2009, reflecting no increase over 2008 levels. Account 410 Professional Services - The budget for 2009 remains at $300. This line item includes funds for miscellaneous minimal professional services such as photo development, enlargement, etc. 2 - City Management • Preliminary Budget Account 420 Communications - 2009 proposed expenses of $9,737 reflect a 4.2% increase from the 2008 estimated year -end budget of $9,344. This increase is due to purchasing hands free equipment and changing from the Nextel services to Sprint services. Account 430 Transportation /Training - This account includes Council Member participation in the National League of Cities conferences, AWC meetings, state and federal legislative lobbying efforts, trade missions, special legislative training and meetings with various boards and commissions, City staff and other groups. The 2009 budget is $16,000, which is a 6.7% increase of the 2008 amended budget of $15,000. This is due to increased council travel. Account 490 Miscellaneous - The 490 account includes registration fees for Council participation in conferences, together with dues and subscriptions for the City's memberships. The 2009 budget is $66,909 which is a 6.6% increase over the 2008 amended budget of $62,797. The increase is partially due to growth in the City's population with several annexations. This affects dues paid to the Association of Washington Cities, which is a per- capita assessment. 2008 2009 2007 AMENDED PROPOSED EXPENSES ACTUAL BUDGET BUDGET Association of Washington Cities $50,424 $53,817 $58,308 Conference Registration and Misc. Fees 8,956 8,980 8,601 TOTAL ACCOUNT 490 MISCELLANEOUS $59,380 $62,797 $66,909 SERVICE UNIT - 6 1 1 LEGISLATION (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 110 Salaries And Wages $77,535 $95,100 $71,325 $95,100 $95,100 100.0 100.0 200 Personnel Benefits 5,713 7,062 5,774 7,062 7744 109.7 109.7 300 Supplies 310 Office & Operating Supplies 17,519 18,500 12,438 16,500 18,500 100.0 112.1 350 Small Tools And Equipment 0 250 0 0 250 100.0 Total 17,519 18,750 12,438 16,500 18,750 100.0 113.6 400 Other Services And Charges 410 Professional Services 115 300 0 0 300 100.0 420 Communications 7207 5,952 7,100 9,344 9,737 163.6 104.2 430 Transportation /Training 15,288 15,000 15,655 16,000 16,000 106.7 100.0 490 Miscellaneous 59,380 62,797 58,474 60,797 66,909 106.6 110.1 Total 81,991 84,049 81,229 86,141 92,946 110.6 107.9 TOTAL EXPENDITURES - SRV UNT 611 $182,758 $204,961 $170,766 $204,803 $214,540 104.7 104.8 Preliminary Budget • City Management - 3 CITY OF /� CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE CITY MANAGER: Richard A. Zais DIVISION: ASSISTANT CITY MANAGER: City Manager — 012 Dave Zabell DEFINITION This department provides executive policy guidance and administrative oversight in the effective discharge of City Council policy, and Charter and ordinance provisions. This office is also responsible for the administration of six major service divisions. The Assistant City Manager supervises the divisions of Community Relations, Human Resources, City Clerk (Records), Indigent Defense Services, Purchasing, Water and Irrigation, and Wastewater. Service units in this division are: SERVICE UNIT 621 — CITY MANAGER'S OFFICE AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1110 City Manager 1.00 1.00 1.00 1130 Assistant City Manager 1.00 1.00 1.00 1311 Executive Secretary 1.00 1.00 1.00 10506 Executive Assistant 1.00 1.00 1.00 TOTAL PERSONNEL 4.00 4.00 4.00 (1) 20% of Assistant City Manager's salary is paid from the Community Relations 2009 budget. BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 621 City Management $450,429 $488,608 $356,667 $488,174 $518,756 106.2 106.3 4 — City Management • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 348,468 374,992 270,489 372,133 398,863 106.4 76.9 200 Personnel Benefits 68,142 80,287 56,339 79,207 82,470 102.7 15.9 SUB -TOTAL SALARIES AND BENEFITS 416,609 455,279 326,829 451,340 481,333 105.7 92.8 300 Supplies 4,889 5,000 3,237 5,000 5,000 100.0 1.0 400 Other Services And Charges 28,931 28,329 26,600 31,834 32,423 114.5 6.3 TOTAL EXPENDITURES $450,429 $488,608 $356,667 $488,174 $518,756 106.2 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 621 - CITY MANAGER'S OFFICE There are no policy issues for 2009. City Management's total projected year -end expenditures for 2008 are $488,174 a savings of $434 below 2008 amended budget levels of $488,608. For 2009, total expenses are proposed at $518,756, 6.2% increase over the 2008 amended budget. Account 110 Salaries and Wages - The 2009 projected budget for this account is $398,863. This is an increase of 6.4% over the 2008 amended budget. The salary account includes the estimate for the management pay and compensation adjustment (PACA), merit /step adjustments for new staff and changes in eligibility for longevity also affect this account. Account 140 Retirement Cash -out - No retirement cash outs are anticipated in 2009. Account 200 Personnel Benefits - The proposed 2009 budget of $82,470 for personnel benefits shows a 2.7% increase from the 2008 amended budget of $80,287. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll - ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 310 Office and Operating Supplies - Projected 2009 expenses are $5,000, on par with the 2008 estimated year -end and amended budget. Account 410 Professional Services - A sum of $100 has been budgeted as a contingency item for 2009. Funds are budgeted in this line item for inexpensive professional services such as photographic services or graphic enlargements. Account 420 Communications - The total 2009 budget is set at $7,482, an increase of 8.6% over the 2008 year -end estimate. This increase is due to purchasing hands free equipment and changing from the Nextel services to Sprint services. Account 430 TransportationlTraining - The amount for 2009 is $11,241 the same as the 2008 year- end estimate and amended budget. The budget also supports professional staff attendance at City Management conferences, workshops, lobbying activities at the state and federal level, training sessions and business meetings. Major professional conferences and work shop meetings in 2009 include the following: Preliminary Budget • City Management - 5 ORGANIZATION MEETINGS STAFF ATTENDING International City Management National Conference/ City Manager (CM) Association Special Meetings Washington /Oregon Managers Northwest Regional Spring Conference CM and Asst. City Mgr. Washington City Managers Fall Meeting CM and Asst. City Mgr. Association of Washington Cities Annual Convention CM and Asst. City Mgr. Legislative Conf. /Olympia CM and Asst. City Mgr. Legislative Comm. /Olympia & Seattle CM and Asst. City Mgr. Special Workshops CM and Asst. City Mgr. National League of Cities Congressional Washington, D.C. City Manager Meeting March 2008 Secretarial Training /Wellness Workshops In -House Executive Secretary, Executive Assistant Account 490 Miscellaneous - The 490 Account includes registration fees for the City Management staff to attend professional conferences and workshops, together with dues for City memberships in ICMA and the Washington City Management Association. This account also includes subscriptions for various professional publications and newspapers. The 2009 budget for this account is $13,600, which is the same as the 2008 estimated year -end and amended budget. In 2007, the Eastern Washington Consortium was formed. The Consortium identified established key areas for data collection and comparison. Key city staff has been trained in data collection, benchmarking, performance measurement and analysis. In 2008 city staff began performance data collection and reporting in five key service areas; Fire /EMS, Police, Codes, Human Resources, and Administration. Year 2009 activities involve ongoing performance data collection reporting and evaluation of our first year of performance comparative analysis to other municipalities and potential implementation of best management practices. The performance measures have been established by ICMA through prior studies and analysis. The City's participation in this effort will allow us to measure the effectiveness of our programs to participating agencies providing similar services throughout the nation. These comparisons will provide opportunities to gain efficiencies and to share innovations which may be unique to Yakima. SERVICE UNIT - 621 CITY MANAGEMENT (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $348,468 $373,992 $270,489 $371,133 $397,863 106.4 107.2 120 Overtime 0 1,000 0 1,000 1,000 100.0 100.0 Total 348,468 374,992 270,489 372,133 398,863 106.4 107.2 200 Personnel Benefits 68,142 80,287 56,339 79,207 82,470 102.7 104.1 310 Office And Operating Supplies 4,889 5,000 3,237 5,000 5,000 100.0 100.0 400 Other Services And Charges 410 Professional Services 126 100 -59 100 100 100.0 100.0 420 Communications 4,711 3,388 4,612 6,893 7482 220.9 108.6 430 Transportation /Training 9,772 11,241 9,572 11,241 11,241 100.0 100.0 490 Miscellaneous 14,322 13,600 12,475 13,600 13,600 100.0 100.0 Total 28,931 28,329 26,600 31,834 32,423 114.5 101.9 Total Expenditures - Sry Unt 621 $450,429 $488,608 $356,667 $488,174 $518,756 106.2 106.3 6 - City Management • Preliminary Budget CITY OF / � CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE CITY ATTORNEY: Vacant DIVISION: Legal - 017 DEFINITION The Legal Department provides legal support for the City through three separate service units: SERVICE UNIT 103 - CRIMINAL JUSTICE SERVICE UNIT 131 - PROSECUTION SERVICE UNIT 622 - LEGAL COUNSEL AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1120 City Attorney 1.00 1.00 1.00 1321 Senior Assistant City Attorney II 1.00 1.00 1.00 1322 Senior Assistant City Attorney I 3.00 3.00 3.00 1323 Assistant City Attorney II 3.00 3.00 3.00 1324 Assistant City Attorney I 2.00 2.00 2.00 10510 Legal Assistant III 1.00 1.00 1.00 10511 Legal Assistant II 5.50 5.50 6.00 10512 Legal Assistant I 1.00 1.00 1.00 10511 Legal Assistant II (Temporary) .84 .94 .94 TOTAL PERSONNEL 18.34 18.44 18.94 (1) See budgeted Policy Issue to upgrade a half -time position to full -time (funded by the Risk Management fund). (2) Total Permanent Budgeted positions are 18.00 FTE's. This total includes 5.125 permanent budgeted positions and a .377 temporary Legal Assistant II position allocated to the Risk Management Fund - 515. BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 103 Crmnl Justice Sls Tx .3% Inc $102,535 $157,624 $102,491 $164,116 $167,542 106.3 102.1 131 Prosecution 578,786 598,906 444,418 605,517 680,261 113.6 112.3 622 Legal Counsel 626,955 598,136 439,743 595,107 607,984 101.7 102.2 TOTAL EXPENDITURES $1,308,276 $1,354,666 $986,652 $1,364,741 $1,455,786 107.5 106.7 Preliminary Budget • City Management - ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 818,881 940,763 691,008 942,936 1,019,306 108.4 70.0 200 Personnel Benefits 187887 236,677 158,834 232,324 256,162 108.2 17.6 SUB -TOTAL SALARIES AND BENEFITS 1,006,768 1,177,440 849,842 1,175,260 1,275,468 108.3 87.6 300 Supplies 16,557 15,183 13,417 17,905 18,000 118.6 1.2 400 Other Services And Charges 284,952 162,043 123,393 171,576 162,318 100.2 11.2 TOTAL EXPENDITURES $1,308,276 $1,354,666 $986,652 $1,364,741 $1,455,786 107.5 100.0 EXPLANATORY NARRATIVE 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET Traffic and Criminal Case Arraignments in Municipal Court 5,683 5,829 5,885 Trials, Motions and Other Hearings 8,156 6,844 7,667 Municipal Court Cases: Cases Actually Tried 29 12 20 Cases Set for Trial 2,444 2,090 2,200 Legislation Prepared 260 260 265 Legal Opinions Prepared 260 260 265 Pending Civil Suits Filed By or Against the City 42 43 43 Damage Claims Handled 153 130 145 Meetings & Conferences Attended by City Attorney & Staff 1,810 1,810 1,850 Other Assignments Completed 710 710 750 Account 100 Salary and Wages - The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits - The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. SERVICE UNIT 103 - CRIMINAL JUSTICE SENIOR ASSISTANT CITY ATTORNEY, CYNTHIA I. MARTINEZ This service unit is funded by a 0.3% Criminal Justice Sales Tax approved by the voters in 2004. The Criminal Justice Sales Tax funds are being used to supplement criminal justice functions throughout Yakima County. This is a new service unit established to account for the budget increase realized in July 2005. The 2009 budget fully funds one Assistant City Attorney I and one Legal Assistant II position. The City of Yakima Municipal Code mandates these activities. There are two new line items in this service unit, account 112 Salaries - Temporary and 410 Professional Services. These new accounts have been added to provide for temporary and contract employment when a vacancy occurs in a position funded by the 103 budget. 8 - City Management • Preliminary Budget The total budget for the Criminal Justice Sales Tax service unit for 2009 is $167,542, an increase of $9,918 or 6.3% from the 2008 amended budget of $157,624. Account 110 Salaries and Wages - This account has increased from $120,471 in 2008 to $125,348 in 2009, an increase of $4,877 or 4 %. The increase in this account is discussed above. Account 200 Personnel Benefits - For 2008 this account was budgeted at $33,653. For 2009 the proposed budget is $33,694, an increase of $41 or .12% from the 2008 amended budget. The increases are discussed above. Account 300 Supplies - For 2009 this account remains unchanged from the 2008 budget of $500. This account covers miscellaneous office supplies, such as copy paper, bond paper, writing pens, and ink cartridges. Account 400 Other Services and Charges - The 410 Professional Services line item budgeted at $12,500 for 2008 and 2009 is new to this service unit. The addition of this new account in the 103 budget is explained above. This account includes professional services, registration, transportation and training for attorneys to obtain mandatory continuing legal education. Supreme Court admission to Practice Rule Eleven requires attorneys to complete a minimum of 45 credit hours of approved legal education every three years. At least six of the 45 continuing legal education credit hours required during the reporting period shall be devoted exclusively to the areas of legal ethics, professionalism, or professional responsibility. Dues and subscriptions are also purchased through this account to keep current on Federal, State, and local court rules as well as membership dues to Federal, State, and local Bar Associations and the Washington State Association of Municipal Attorneys. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 110 Salaries And Wages $80,148 $120,471 $69,580 $114,515 $125,348 104.1 109.5 200 Personnel Benefits 19,518 33,653 18,749 33,619 33,694 100.1 100.2 310 Office And Operating Supplies 500 500 413 500 500 100.0 100.0 400 Other Services And Charges 410 Professional Services 0 0 12,443 12,500 5,000 40.0 430 Transportation /Training 966 1,250 111 1,250 1,250 100.0 100.0 490 Miscellaneous 1,403 1,750 1,196 1,732 1,750 100.0 101.0 Total 2,369 3,000 13,750 15,482 8,000 266.7 51.7 TOTAL EXPENDITURES - SRV UNT 103 $102,535 $157,624 $102,491 $164,116 $167,542 106.3 102.1 SERVICE UNIT 131 - PROSECUTION SENIOR ASSISTANT CITY ATTORNEY, CYNTHIA 1. MARTINEZ The primary purpose and function of this service unit is to be responsible for the prosecution of all misdemeanor and gross misdemeanor cases, including crimes of domestic violence, criminal traffic and civil infractions under Washington statutes and City ordinances adopted by the Yakima City Council; to advise the Police Department and all other departments of the City concerning enforcement of City traffic and penal codes; and to prepare legislation enacting, amending, and repealing traffic and penal code provisions in the Yakima Municipal Code. The Prosecution Division also performs such other duties as may be directed by the City Attorney. The City of Yakima Municipal Code mandates these activities. Preliminary Budget • City Management - 9 The total budget for the Prosecution service unit for 2009 is $680,261, an increase of $81,355 or 13.6% from the 2008 amended budget of $598,906. Account 110 Salaries and Wages — This account has increased from $423,007 for 2008 to $488,768 for 2009, an increase of $65,761 or 15.6 %. In 2008, the Prosecution Division filled a vacant attorney position resulting in a larger than typical increase in this budget line item. Account 200 Personnel Benefits — This account has been budgeted at $121,406 in 2009, an increase of $14,360 or 13.4% from the amended 2008 budget of $107,046. This increase is due to rate adjustments as discussed above. Account 310 Office and Operating Supplies — For 2009 this account has increased to $4,500, a 28.6% increase from the 2008 amended budget amount of $3,500. Copy paper, bond paper, ink cartridges, calendars, pens, and writing pads are only a few items purchased out of this account. Account 350 Small Tools and Equipment — For 2009 this account remains unchanged from the 2008 budget of $4,000. This account is used for purchasing office furniture /equipment. Account 410 Professional Services — This account was budgeted at $5,000 in 2008 and remains the same for 2009. The Year -End Estimate for 2008 is $12,500. Outside prosecutorial legal services are paid for out of this account. Contract employees were utilized in 2008 to bridge the gap during periods of employee leave and vacancies. Account 410 Professional Services for YWCA — This account, budgeted at $22,800 every year, is funded by a state grant and provides services for victims of domestic violence. The Yakima YWCA performs theses services under contract with the City of Yakima. Account 420 Communications — This account was budgeted at $8,620 in 2008. For 2009, this account is budgeted at $8,853 or 2.7 %, a $233 increase from the 2008 amended budget. Account 430 TransportationlTraining — This account was budgeted at $4,000 in 2008 and remains the same for 2009. This account is used for transportation and training for attorneys to obtain mandatory continuing legal education. Supreme Court admission to Practice Rule 11 requires attorneys to complete a minimum of 45 credit hours of approved legal education every three years. At least six of the 45 continuing legal education credit hours required during the reporting period shall be devoted exclusively to the areas of legal ethics, professionalism, or professional responsibility. 10 — City Management • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $381,666 $421,007 $312,507 $421,007 $486,048 115.5 115.5 120 Overtime 764 2,000 713 2,000 2,000 100.0 100.0 130 Special Pay 0 0 180 0 720 140 Retirement /Term. Cashout 2,138 0 2,645 2,646 0 0.0 Total 384,568 423,007 316,046 425,653 488,768 115.6 114.8 200 Personnel Benefits 86,941 107,046 74,753 102,726 121,406 113.4 118.2 300 Supplies 310 Office & Operating Supplies 4,492 3,500 4,004 4,500 4,500 128.6 100.0 350 Small Tools And Equipment 2,993 4,000 1,568 4,000 4,000 100.0 100.0 Total 7485 7500 5,573 8,500 8,500 113.3 100.0 400 Other Services And Charges 410 Professional Services 62,543 27,800 23,835 35,300 27,800 100.0 78.8 420 Communications 8,581 8,620 6,695 8,405 8,853 102.7 105.3 430 Transportation /Training 3,483 4,000 3,277 4,000 4,000 100.0 100.0 480 Repairs And Maintenance 3,920 4,800 2,883 4,800 4,800 100.0 100.0 490 Miscellaneous 21,265 16,134 11,357 16,134 16,134 100.0 100.0 Total 99,792 61,354 48,046 68,639 61,587 100.4 89.7 TOTAL EXPENDITURES - SRV UNT 131 $578,786 $598,906 $444,418 $605,517 $680,261 113.6 112.3 SERVICE UNIT 622 - LEGAL COUNSEL CITY ATTORNEY, VACANT The purpose and function of this service unit is to advise and assist in the preparation of legislation affecting the Municipal Code; prepare and advise on the legality, correctness, and form of all contracts, bonds, and other legal instruments to which the City is a party; to advise the Council, the City Manager, all department heads, and other administrative officials and all boards and commissions regarding legal matters; to represent the City as attorney in all Civil legal proceedings in which the City is a party; to recommend settlement or compromise of claims or suits at law or equity to which the City may be a party involving property rights or money claims; to preserve in its office copies of all opinions rendered by the department; and to perform such other legal duties as may be required by the Charter, ordinance, the City Council, or the City Manager. The City of Yakima Municipal Code mandates these activities. The 2009 budget for Legal Counsel is $607,984, an increase of $9,848 or 1.7% over the 2008 amended budget amount of $598,136. Account 110 Salaries and Wages - This account has increased to $401,970 in 2009, an increase of $7,185 or 1.8% from the 2008 amended budget amount of $394,785. This increase reflects staffs' longevity and merit pay increases, together with continued implementation of the approved 1995 Budget Policy Issue to maximize productivity and efficiency by providing opportunities to progress to higher class specifications based upon merit, experience and responsibility. Account 200 Personnel Benefits - For 2009, this account is budgeted at $101,063, an increase of $5,084 or 5.3% from the 2008 amended budget amount of $95,979. The increase is due to rate adjustments as discussed previously. Preliminary Budget • City Management - 11 Account 310 Office and Operating Supplies — For 2008 this account was budgeted at $4,562. For 2009, the proposed budget is $6,500, representing an increase of $1,938 or 42.5 %. Copy paper, pens, writing pads, and binders for case notebooks are only a few items that are purchased out of this account. Account 350 Small Tools and Equipment — For 2008 this account was budgeted at $2,500 and remains unchanged for 2009. The purchase of computer software, office equipment, memory jump drives, and desktop printers are a few items purchased out of this account. Account 410 Professional Services — This account has been decreased to $60,000 in 2009, a 7.7% decrease from the 2008 amended budget amount of $65,000. 2008 FUNDS SPENT 622/410 ACCOUNTS / OUTSIDE LEGAL COUNSEL SERVICES / 2008 PROFESSIONAL SERVICES TOTAL PAID IN 2008 THROUGH LAW FIRM TYPE OF MATTER SEPTEMBER 30 Carlson, Boyd & Bailey ONDS & Bankruptcy $40 Lyon Law Offices Real Estate Transactions and Closings, General 21,958 Menke, Jackson, Beyer, Community & Economic Development, Code Enforcement, SEPA Elofson, Ehlis & Harper Review, Critical Areas, Airport Service Overlay, Transit, Mall Ramp 14,360 Gang Enforcement, Transportation Enhancement Grants, YPD Personnel, LEOFF Board, General Meyer, Fluegge & Tenney General 320 Summit Law Group Personnel Matters 803 TOTAL OUTSIDE LEGAL COUNSEL SERVICES $37,481 The legal services provided were for certain matters that required specialized legal counsel or additional attorney assistance due to very heavy caseloads. The 2009 figure is budgeted at $60,000 for outside counsel. The need for legal counsel cannot be foreseen at budget time, and this fact causes the account to fluctuate over time. Account 430 TransportationlTraining — For 2008 this account was budgeted at $5,495 and remains unchanged for 2009. This account is used for transportation and training for attorneys to obtain mandatory continuing legal education. Supreme Court admission to Practice Rule 11 requires active members of the Washington State Bar Association to complete a minimum of 45 credit hours of approved legal education every three years. At least six of the 45 continuing legal education credit hours required during the reporting period shall be devoted exclusively to the areas of legal ethics, professionalism, or professional responsibility. 12 — City Management • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $351,664 $394,785 $258,007 $356,716 $401,970 101.8 112.7 120 Overtime 2,500 2,500 7643 6,500 2,500 100.0 38.5 130 Special Pay 0 0 180 0 720 140 Retirement /Term. Cashout 0 0 39,552 39,552 0 0.0 Total 354,164 397,285 305,382 402,768 405,190 102.0 100.6 200 Personnel Benefits 81,427 95,979 65,332 95,979 101,063 105.3 105.3 300 Supplies 310 Office & Operating Supplies 6,568 4,562 5,026 6,500 6,500 142.5 100.0 320 Fuel Consumed 0 121 0 0 0 0.0 350 Small Tools And Equipment 2,003 2,500 2,406 2,405 2,500 100.0 104.0 Total 8,572 7,183 7,432 8,905 9,000 125.3 101.1 400 Other Services And Charges 410 Professional Services 149,795 65,000 42,562 55,000 60,000 92.3 109.1 420 Communications 2,330 2,606 1,218 2,372 2,647 101.6 111.6 430 Transportation /Training 5,518 5,495 4,062 5,495 5,495 100.0 100.0 480 Repairs And Maintenance 3,920 4,800 2,883 4,800 4,800 100.0 100.0 490 Miscellaneous 21,229 19,789 10,872 19,789 19,789 100.0 100.0 Total 182,791 97,690 61,596 87,456 92,731 94.9 106.0 TOTAL EXPENDITURES - SRV UNT 622 $626,955 $598,136 $439,743 $595,107 $607,984 101.7 102.2 Preliminary Budget • City Management - 13 CITY OF /� CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE CITY MANAGER: Richard A. Zais DIVISION: ASSISTANT CITY MANAGER: Indigent Defense — 024 Dave Zabel]. DEFINITION The purpose and function of this division is to fund and provide legal defense through contracted services for indigent defendants charged with violating City ordinances in all courts in which cases are prosecuted or to which they may be appealed in all cases when the court appoints defense counsel EXPLANATORY NARRATIVE The expenditure from this service unit consists solely of payment for legal counsel and associated costs for indigent defendants in accordance with constitutional mandates. The service unit total is $385,000 for 2009, $10,000 or 2.7% greater than the 2008 year -end estimate of $375,000. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 132 Indigent Defense $360,797 $385,000 $240,000 $375,000 $385,000 100.0 102.7 14 — City Management • Preliminary Budget CITY OF /i CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: CITY CLERK: Records — 014 Deborah Moore DEFINITION The Records Division maintains the official records of the City; takes and maintains a true record of all City Council meetings; provides proper legal noticing; processes and publishes resolutions, ordinances and other documents in accordance with the law; registers voters; accepts and processes requests for information under the Public Records Disclosure Act; and provides general information to the public. The City Clerk serves as Secretary to the Fire and Police Pension Boards, maintaining a true record of all meetings, correspondence, pensions and claims. The service units in this division are: SERVICE UNIT 611 — LEGISLATION SERVICE UNIT 625 — RECORDS AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1234 City Clerks 1.00 1.00 1.00 7121 Department Assistant I (Temporary) .19 .19 .22 7123 Department Assistant III 1.00 1.00 1.00 10502 Deputy City Clerk 1.00 1.00 1.00 7161 Public Records Officer 1.00 1.00 1.00 TOTAL PERSONNEL 4.19 4.19 4.22 BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 611 Legislation $124,343 $137,734 $94,668 $129,634 $141,591 102.8 109.2 625 Records 241,441 352,490 241,306 290,916 297,298 84.3 102.2 TOTAL EXPENDITURES $365,783 $490,224 $335,974 $420,551 $438,888 89.5 104.4 Preliminary Budget • City Management —15 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 TOTAL 100 Salaries And Wages 181,444 198,104 139,863 194,038 209,959 106.0 47.8 200 Personnel Benefits 45,335 51,400 32,994 51,400 53,000 103.1 12.1 SUB -TOTAL SALARIES AND BENEFITS 226,779 249,504 172,857 245,438 262,958 105.4 59.9 300 Supplies 6,876 7,080 6,953 7,080 7,080 100.0 1.6 400 Other Services And Charges 132,129 233,640 156,163 168,033 168,850 72.3 38.5 TOTAL EXPENDITURES $365,783 $490,224 $335,974 $420,551 $438,888 89.5 100.0 EXPLANATORY NARRATIVE Salary /Benefits — The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experience a 10.8% mandated increase. SERVICE UNIT 611 — LEGISLATION 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET Legislative Agenda Items 476 550 513 Council Meetings Attended (Reg., Special, Adj. & Exec. Session) 50 44 47 Legislation Adopted (Resolution and Ordinance) 230 240 235 Pages of Council Minutes: Regular & Adjourned Meetings 267 241 254 Legal Publications 105 107 106 Contracts Processed 100 159 130 Account 110 Salaries — The 2009 budget for this account is $84,103, which is a 14% increase from the 2008 estimated year -end budget of $73,714. This increase is explained above in the explanatory narrative. Account 120 Overtime — Included in Service Unit 611 is the cost for overtime for Council packet preparation. At $4,000, this line item for 2009 was maintained at the 2008 level. Account 200 Personnel Benefits — This line item is explained above in the explanatory narrative. Account 310 Office and Operating Supplies — This line item is budgeted for council legislative supplies, i.e. Council packet preparation /supplies. For 2009, it is at the same level as the 2008 year- end estimate. 16 — City Management • Preliminary Budget Account 410 Professional Services - This line item for the 2008 amended budget reflects $6,300 and is at the same level as the 2008 budget. This budget includes the professional services for codification of 2008 and 2009 ordinance for the Yakima Municipal Code. Half of the 2008 ordinances will be codified and online by the end of 2008; the remainder will be codified and online by early 2009. This account is also used for temporary help needed for coverage during leave times, interpretation services and File Maker Pro record program maintenance and upgrades. Account 440 Advertising - This line item for 2009 is at the same level as the 2008 year -end estimate of $15,000. Account 490 Miscellaneous - This line item for 2009 is $6,600, slightly less than the $7,100 year -end estimate for 2008. This account includes registration fees for City Clerk staff to attend professional conferences and workshops and purchase of training manuals; dues for the City Clerk and Deputy City Clerk in the Washington Municipal Clerk's Association and the International Institute of Municipal Clerks; and registration fees for the City Clerk to attend Class Three of the Washington Municipal City Clerks Association three -year certification program. The Municipal directory expenses are also included in this line item. This budget also includes printing of supplements to the Yakima Municipal Code. Summary - For 2009, total budgeted expenditures for Service Unit 611 under Legislation are $141,591 as compared to the 2008 year -end estimate of $129,634. This represents an increase of $11,957 or a 9.2% increase over the 2008 year -end estimate. The primary reason for this increase is due to salary and state PERS mandated increases. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $69,041 $78,731 $53,331 $73,714 $84,103 106.8 114.1 120 Overtime 4,817 3,500 3,143 4,000 4,000 114.3 100.0 Total 73,858 82,231 56,474 77,714 88,103 107.1 113.4 200 Personnel Benefits 17,049 18,620 12,770 18,620 20,088 107.9 107.9 310 Office And Operating Supplies 2,504 2,500 3,263 2,500 2,500 100.0 100.0 400 Other Services And Charges 410 Professional Services 13,222 6,300 5,530 6,300 6,300 100.0 100.0 420 Communications 1,093 800 966 1,400 1,500 187.5 107.1 430 Transportation /Training 198 1,500 184 1,000 1,500 100.0 150.0 440 Advertising 14,891 15,000 14,365 15,000 15,000 100.0 100.0 490 Miscellaneous 1,528 10,782 1,114 7,100 6,600 61.2 93.0 Total 30,932 34,382 22,161 30,800 30,900 89.9 100.3 TOTAL EXPENDITURES - SRV UNT 611 $124,343 $137734 $94,668 $129,634 $141,591 102.8 109.2 Preliminary Budget • City Management - 17 SERVICE UNIT 625 — RECORDS 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET Formal Public Disclosure Requests 306 345 360 Police Relief and Pension Board 36 34 35 Fire Relief and Pension Board 30 31 31 Volunteer Fire and Police Boards 6 4 5 Number of Medical Claims Processed 338 422 440 Account 110 Salaries — The 2009 budget for this account is $121,309, which is a 5.8% increase from the 2008 estimated year -end budget of $114,524. This increase is explained above in the explanatory narrative. Account 200 Personnel Benefits — This line item is explained above in the explanatory narrative. Account 310 Office and Operating Supplies — This line item for 2009, at $3,380, is budgeted at the same amount as 2008. Account 420 Communications — This line item for 2009 at $2,450 reflects a very slight increase over the 2008 estimated year -end budget. Account 430 Transportation /Training — This line item for 2009, at $1,400, is budgeted at the same amount as 2008. The 2009 budget allows the City Clerk to attend the Washington Municipal Clerk's Association Conference and the City Clerk and Deputy City Clerk to attend regional meetings. In addition, it will allow for expenses for the new City Clerk to attend Class Three of the Washington Municipal City Clerks Association three -year certification program. Travel expenses associated with training workshops for the Public Records Officer are also included in this line item. Account 490 Miscellaneous — This line item for 2009 at $128,600 reflects a decrease of $3,922 or 3% from the 2008 year -end estimate of $132,522. This miscellaneous account fluctuates due to election costs, which vary depending on whether there is an election for council members and judges, and the number of issues on the ballot. In 2009, special election costs for the EMS Levy will be paid from the EMS fund and are not reflected in this budget. The Constitution guarantees every American the right to vote. There is no charge to the individual for exercising this right; however, this privilege is estimated to cost the taxpayers $125,000 in 2009 for the 2008 election expenses. The following major expenses are included in this line item for 2009: EXPENSE AMOUNT 2008 Election Expenses $125,000 Registrations for Conferences and Seminars and Miscellaneous 2,800 Dues and Subscriptions 800 TOTAL EXPENSES $128,600 Summary — Overall, Service Unit 625 expenditures increased $6,382 or 2.2% from the 2008 year -end estimate of $290,916 to $297,298 for 2009, primarily due to salary and state PERS mandated increases. There is no capital outlay budget in 2009. 18 — City Management • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $106,610 $115,322 $82,349 $114,524 $121,306 105.2 105.9 120 Overtime 976 550 1,040 1,800 550 100.0 30.6 Total 107,586 115,872 83,389 116,324 121,856 105.2 104.8 200 Personnel Benefits 28,286 32,780 20,224 32,780 32,912 100.4 100.4 300 Supplies 310 Office & Operating Supplies 2,989 3,380 2,461 3,380 3,380 100.0 100.0 350 Small Tools And Equipment 1,383 1,200 1,229 1,200 1,200 100.0 100.0 Total 4,372 4,580 3,690 4,580 4,580 100.0 100.0 400 Other Services And Charges 410 Professional Services 0 700 105 400 5,000 714.3 1250.0 420 Communications 2,477 3,258 1,213 2,411 2,450 75.2 101.6 430 Transportation /Training 1,075 1,400 884 1,400 1,400 100.0 100.0 480 Repairs And Maintenance 0 500 0 500 500 100.0 100.0 490 Miscellaneous 97,644 193,400 131,801 132,522 128,600 66.5 97.0 Total 101,197 199,258 134,003 137,233 137,950 69.2 100.5 TOTAL EXPENDITURES - SRV UNT 625 $241,441 $352,490 $241,306 $290,916 $297298 84.3 102.2 Preliminary Budget • City Management - 19 CITY OF /� CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: HUMAN RESOURCES MANAGER: Human Resources — 016 Sheryl M. Smith DEFINITION The Human Resources Division is responsible for the administration of a comprehensive human resource management program in accordance with Federal, State and local regulations. This division administers the following programs, plans or regulatory requirements: Collective Bargaining (State mandated Chapter 41.56 RCW) Charter Civil Service Operations (City Charter mandate) Police and Fire Civil Service Operations (State mandated Chapter 41.12 and 41.08 RCW) Retirement System Administration (State mandated Chapter 41.28 RCW) ADA (Americans with Disabilities Act) Administration (Federal and State Mandate) FMLA (Family and Medical Leave Act) Administration (Federal and State Mandate) FTA /DOT Random Drug Testing Administration (Federal Mandate) Pre - Employment Physical Examination Administration (City Policy) Employment Eligibility Verification (I -9) (Federal Mandate) Record Retention Act (State mandated Chapter 40.12 RCW) EEOC Compliance (Federal Mandate) FLSA (Fair Labor Standards Act) (Federal Mandate) Self Insurance for Health Insurance (City Policy) Self Insurance for Worker's Compensation (City Policy) Self Insurance for Unemployment Insurance (City Policy) In addition, Human Resources administers the following benefit programs: ICMA 457 Deferred Compensation Plan (City Policy and Collectively Bargained) Section 125 Plan (City Policy and Collectively Bargained) Life insurance (City Policy and Collectively Bargained) Disability Insurance (City Policy and Collectively Bargained) Unreimbursed medical spending accounts (City Policy) Dependent day care program (City Policy) The service units in this division are: SERVICE UNIT 103 — CRIMINAL JUSTICE SALES TAX SERVICE UNIT 623 — PERSONNEL SERVICE UNIT 627 — POLICE AND FIRE CIVIL SERVICE SERVICE UNIT 628 — CHARTER CIVIL SERVICE SERVICE UNIT 629 — DIVERSITY PROMOTION 20 — City Management • Preliminary Budget AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1231 Human Resources Manager 1.00 1.00 1.00 10101 Deputy Human Resources Manager 1.00 1.00 1.00 10103 Human Resources Specialist 3.00 3.00 4.00 ( 10104 Human Resources Assistant 2.00 2.00 1.00 ( 10102 Chief Examiner 1.00 1.00 1.00 TOTAL PERSONNEL 8.00 8.00 8.00 (1) Reflects reclassification of one Human Resources Assistant position to Human Resources Specialist to be effective 1/1/09. BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 103 Crmnl Justice Sls Tx .3% Inc $11,340 $10,000 $3,600 $7500 $7500 75.0 100.0 623 Personnel 149,891 166,426 108,351 164,203 175,225 105.3 106.7 627 Police & Fire Civil Service 127,719 141,287 101,042 139,842 150,515 106.5 107.6 628 Charter Civil Service 121,179 146,914 102,486 144,074 153,809 104.7 106.8 629 Diversity Promotion 0 1,000 0 0 1,000 100.0 TOTAL EXPENDITURES $410,129 $465,627 $315,479 $455,619 $488,048 104.8 107.1 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 299,316 325,050 230,833 323,871 348,638 107.3 71.4 200 Personnel Benefits 63,121 76,374 53,531 76,374 84,928 111.2 17.4 SUB -TOTAL SALARIES AND BENEFITS 362,437 401,424 284,363 400,246 433,566 108.0 88.8 300 Supplies 17,770 24,607 15,043 22,475 21,521 87.5 4.4 400 Other Services And Charges 29,921 39,596 16,073 32,898 32,961 83.2 6.8 TOTAL EXPENDITURES $410,129 $465,627 $315,479 $455,619 $488,048 104.8 100.0 Preliminary Budget • City Management - 21 EXPLANATORY NARRATIVE 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET Permanent Budgeted Positions Authorized 741 747 750 Personnel Requisitions (74 perm -2007; 8lperm -2008) (1) 213 200 200 Employment Tests Administered 67 90 95 Personnel Hired ( 213 200 200 200 10 15 15 Training Programs Coordinated (In -House Trng /Outside Prov.) 105 102 75 Hours Invested in Labor Negotiations/ Contract Administration 2,000 1,200 3,000 Personnel Action Forms (PA) processed 1,008 1,200 1,500 Performance Evaluations Issued 690 744 745 * Includes Temporary Positions The salary account includes the estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. SERVICE UNIT 103 — CRIMINAL JUSTICE SALES TAX The voter approved 0.3% Criminal Justice Sales Tax began in 2006. In order to adequately support the recruitment process for public safety related personnel, $10,000 of the new tax was allocated to Human Resources in a professional services account to provide for contract services, continuous testing for police and any necessary recruitment costs for other positions funded by the criminal justice sales tax. This budget has been reduced to $7,500 for 2009. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 410 Professional Services $11,340 $10,000 $3,600 $7500 $7500 75.0 100.0 TOTAL EXPENDITURES - SRV UNT 103 $11,340 $10,000 $3,600 $7500 $7500 75.0 100.0 SERVICE UNIT 623 — PERSONNEL Account 110 Salaries and Wages — This line item for 2009 reflects an increase of $11,518 or 10.5% from the 2008 estimated year -end budget of $109,870 to $121,388. This increase is due, in part, to a reclassification of one Human Resources Assistant position to Human Resources Specialist and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — This line item for 2009 reflects an increase of $1,240 or 4.4% from the 2008 estimated year -end budget of $28,083 to $29,323. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 310 Office and Operating Supplies — This account for the 2009 budget reflects a decrease of $2,586 or 23.8% from the 2008 amended budget of $10,886 to $8,300. This line item is mainly for office supplies, consumables and printing costs for various Human Resources program booklets. 22 — City Management • Preliminary Budget Account 410 Professional Services - This line item for 2009 of $2,000 reflects a decrease of $500 or 20.0% from the 2008 estimated year -end budget of $2,500. This budgeted line item is for professional labor negotiations assistance in collective bargaining for Police (YPPA), Fire (IAFF) and AFSCME Local 1122 contracts, plus in- service training. Account 430 Transportation - This line item for 2009 remains the same as the 2008 amended and estimated year -end budget. The following table depicts the anticipated travel and training for 2009. ORGANIZATION MEETINGS STAFF ATTENDING Washington Public Employer Western Washington Human Resources Manager and /or Labor Relations Association (Usually Seattle area) Deputy Human Resources Manager (WAPELRA) Quarterly meetings Northwest Human Resource Annual Conference Human Resources Manager and /or Management Association Deputy Human Resources Manager International Personnel Site Unknown Human Resources Manager and /or Management Association Annual Conference Deputy Human Resources Manager Association of Washington Cities Yakima (Labor Relations Human Resources Manager Institute) Deputy Human Resources Manager Training Workshops Related to Yakima or Seattle Area Human Resources Specialists Human Resources Functions Human Resources Assistants Workers' Compensation and Safety Seattle, Spokane or the Tri- Cities Human Resources Specialists and /or Functions Area Human Resources Manager Summary - The 2009 budget of $175,225 for this service unit reflects an increase of $8,799 or 5.3% from the 2008 amended budget of $166,426. This increase is due primarily to the reclassification of a position and wage increases explained above. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $105,862 $109,149 $76,364 $109,870 $121,388 111.2 110.5 120 Overtime 58 1,000 0 600 1,000 100.0 166.7 Total 105,920 110,149 76,364 110,470 122,388 111.1 110.8 200 Personnel Benefits 22,233 28,083 18,181 28,083 29,323 104.4 104.4 300 Supplies 310 Office & Operating Supplies 8,844 10,886 4,916 9,500 8,300 76.2 87.4 350 Small Tools And Equipment 806 2,000 2,975 2,975 2,000 100.0 67.2 Total 9,651 12,886 7,891 12,475 10,300 79.9 82.6 400 Other Services And Charges 410 Professional Services 3,966 2,500 1,016 2,500 2,000 80.0 80.0 420 Communications 3,267 6,108 2,133 3,974 4,513 73.9 113.6 430 Transportation /Training 416 1,500 445 1,500 1,500 100.0 100.0 440 Advertising 789 0 0 0 0 480 Repairs And Maintenance 383 500 270 500 500 100.0 100.0 490 Miscellaneous 3,267 4,700 2,052 4,700 4,700 100.0 100.0 Total 12,087 15,308 5,915 13,174 13,213 86.3 100.3 TOTAL EXPENDITURES - SRV UNT 623 $149,891 $166,426 $108,351 $164,203 $175,225 105.3 106.7 Preliminary Budget • City Management - 23 SERVICE UNIT 627 - POLICE AND FIRE CIVIL SERVICE Account 110 Salaries and Wages - This line item for 2009 reflects an increase of $5,021 or 4.7% from the 2008 amended and estimated year -end budget of $107,795. The salary account includes an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits - This account reflects an increase of $3,807 or 15.5% from the 2008 amended budget of $24,587to $28,354. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 420 Communications - This line item reflects an increase of $300 or 18.5% from the amended 2008 budget of $1,624 to $1,924. This account is for telephone and postage. Account 430 Transportation - This line item for 2009 reflects an increase of $300 or 33.3% from the 2008 amended budget of $900 to $1,200. The following table depicts the anticipated travel and training for 2009: ORGANIZATION MEETINGS STAFF ATTENDING Association of Washington Cities Seattle (Civil Service Seminar) Commission Chairman Chief Examiner Human Resources Specialists NeoGov (applicant tracking Las Vegas, NV Chief Examiner system) Summary - The 2009 projected budget for Service Unit 627 of $150,515 reflects an increase of $9,228 or 6.5% from the 2008 amended budget of $141,287. This is mainly due to salaries and benefits. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $100,811 $107,795 $78,077 $107,795 $112,816 104.7 104.7 120 Overtime 407 1,500 200 1,000 1,500 100.0 150.0 Total 101,218 109,295 78,277 108,795 114,316 104.6 105.1 200 Personnel Benefits 21,610 24,547 18,078 24,547 28,354 115.5 115.5 310 Office And Operating Supplies 2,838 3,221 1,638 3,000 3,221 100.0 107.4 400 Other Services And Charges 410 Professional Services 150 500 570 500 500 100.0 100.0 420 Communications 1,417 1,624 1,205 1,800 1,924 118.5 106.9 430 Transportation /Training 0 900 760 900 1,200 133.3 133.3 480 Repairs And Maintenance 372 0 0 0 0 490 Miscellaneous 114 1,200 513 300 1,000 83.3 333.3 Total 2,053 4,224 3,048 3,500 4,624 109.5 132.1 TOTAL EXPENDITURES - SRV UNT 627 $127,719 $141,287 $101,042 $139,842 $150,515 106.5 107.6 24 - City Management • Preliminary Budget SERVICE UNIT 628 — CHARTER CIVIL SERVICE Account 110 Salaries and Wages — This line item for 2009 reflects an increase of $6,826 or 6.6% from the 2008 amended budget of $104,107 to $110,933. The salary account is discussed above in the explanatory narrative. Account 200 Personnel Benefits — This line item for 2009 reflects an increase of $3,507 or 14.8% from the 2008 amended budget of $23,744 to $27,251. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 350 Small Tools and Minor Equipment — This line item continues at $3,000 for 2009 and is earmarked for the replacement of office furniture or equipment. Account 410 Professional Services — This line item for 2009 reflects a decrease of $3,500 or 70.0% from the 2008 amended budget of $5,000 to $1,500. This account is used primarily for a consultant to perform reclassification studies. This varies from year to year based on the number of reclassification requests by employees. Account 430 Transportation — This account for 2009 reflects an increase of is of $300 or 33.3% from the 2008 estimated year -end budget of $900 to $1,200. The following table depicts the anticipated travel and training for 2009: ORGANIZATION MEETINGS STAFF ATTENDING Association of Washington Cities Seattle (Civil Service Seminar) Commission Chairman Chief Examiner Human Resources Specialists NeoGov (applicant tracking Las Vegas, NV Chief Examiner system) Summary — The 2009 budget of $153,809 reflects an increase of $6,895 or 4.7% from the 2008 amended budget of $146,914. Preliminary Budget • City Management — 25 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $91,772 $104,107 $76,097 $104,107 $110,933 106.6 106.6 120 Overtime 407 1,500 94 500 1,000 66.7 200.0 Total 92,179 105,607 76,192 104,607 111,933 106.0 107.0 200 Personnel Benefits 19,277 23,744 17272 23,744 27,251 114.8 114.8 300 Supplies 310 Office & Operating Supplies 4,324 5,000 4,309 4,000 4,500 90.0 112.5 350 Small Tools And Equipment 957 3,000 1,206 3,000 3,000 100.0 100.0 Total 5,281 8,000 5,514 7,000 7500 93.8 107.1 400 Other Services And Charges 410 Professional Services 894 5,000 270 4,000 1,500 30.0 37.5 420 Communications 2,140 1,364 1,183 1,724 1,724 126.4 100.0 430 Transportation /Training 137 900 758 900 1,200 133.3 133.3 440 Advertising 0 600 0 0 600 100.0 480 Repairs And Maintenance 372 0 270 400 400 100.0 490 Miscellaneous 899 1,700 1,028 1,700 1,700 100.0 100.0 Total 4,442 9,564 3,509 8,724 7124 74.5 81.7 TOTAL EXPENDITURES - SRV UNT 628 $121,179 $146,914 $102,486 $144,074 $153,809 104.7 106.8 SERVICE UNIT 629 - AFFIRMATIVE ACTION This was established as the result of a 1992 policy issue for affirmative action and "difficult to fill" professional and technical positions. With the implementation of a recruitment program of this nature, the City of Yakima will increase the opportunities of attracting technical skilled and qualified applicants. The proposed budget amount is $1,000 for 2009 (regional and national recruitment). (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 310 Office And Operating Supplies $0 $500 $0 $0 $500 100.0 490 Miscellaneous 0 500 0 0 500 100.0 TOTAL EXPENDITURES - SRV UNT 629 $0 $1,000 $0 $0 $1,000 100.0 26 - City Management • Preliminary Budget CITY OF y, CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: HUMAN RESOURCES MANAGER: Unemployment Compensation — 512 Sheryl M. Smith DEFINITION The Unemployment Compensation Reserve Fund covers unemployment claims filed by former employees. This activity is recorded in one service unit, 623 Personnel. Unemployment claims for 2009 are expected to be $115,000. Total expenditures are estimated to be $152,133 and revenues are projected at $108,550. The ending fund balance for 2009 is estimated at $348,575. The service units in this division are: SERVICE UNIT 623 — PERSONNEL SERVICE UNIT 645 — INTERFUND DISTRIBUTION SERVICE UNIT 699 — GENERAL REVENUES AUTHORIZED PERSONNEL The salary costs are an allocation of Human Resources personnel. BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 623 Personnel $109,920 $154,739 $121,619 $151,139 $152,133 98.3 100.7 TOTAL EXPENDITURES $109,920 $154,739 $121,619 $151,139 $152,133 98.3 100.7 REVENUE SUMMARY BY SERVICE UNIT 645 Interfund Distribution $159,269 $82,000 $62,431 $83,500 $108,550 132.4 130.0 699 General Revenues 410,449 440,588 459,797 459,797 392,158 89.0 85.3 TOTAL REVENUES $569,718 $522,588 $522,228 $543,297 $500,708 95.8 92.2 Preliminary Budget • City Management — 27 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 20,242 22,273 15,498 22,273 23,816 106.9 15.7 200 Personnel Benefits 84,023 125,523 100,833 120,523 120,890 96.3 79.5 SUB -TOTAL SALARIES AND BENEFITS 104,266 147,796 116,332 142,796 144,706 97.9 95.1 400 Other Services And Charges 3,830 5,100 3,906 6,500 5,500 107.8 3.6 900 Interfund Payment F /Services 1,824 1,843 1,381 1,843 1,927 104.6 1.3 TOTAL EXPENDITURES $109,920 $154,739 $121,619 $151,139 $152,133 98.3 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 623 - PERSONNEL Account 110 Salaries and Wages - This line item for 2009 reflects an increase of $1,543 or 6.9% from the 2008 amended budget of $22,173 to $23,816. The salary account includes an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 271 Unemployment Compensation Benefits - This line item for 2009 reflects a decrease of $4,633 or 3.7% from the 2008 budget of $125,523 to $120,890. This account pays for unemployment claims filed by former employees as well as the benefits related to the salaries and wages paid from this fund. Account 410 Professional Services - This line item for 2009 reflects an increase of $400 or 7.8% from the 2008 amended budget of $5,100 to $5,500. This account pays for our third party administrator, Talx UCXpress Administrative Services. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $20,224 $22,173 $15,498 $22,173 $23,716 107.0 107.0 120 Overtime 19 100 0 100 100 100.0 100.0 Total 20,242 22,273 15,498 22,273 23,816 106.9 106.9 200 Personnel Benefits 84,023 125,523 100,833 120,523 120,890 96.3 100.3 410 Professional Services 3,830 5,100 3,906 6,500 5,500 107.8 84.6 990 Interfund Admin Changes 1,824 1,843 1,381 1,843 1,927 104.6 104.6 TOTAL EXPENDITURES - SRV UNT 623 $109,920 $154,739 $121,619 $151,139 $152,133 98.3 100.7 SERVICE UNIT 645 - INTERFUND DISTRIBUTION Year -end estimated revenues of $83,500 are anticipated from department charges for 2008. The reserve balance is stable. 28 - City Management • Preliminary Budget (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 360 Miscellaneous Revenues $159,269 $82,000 $62,431 $83,500 $108,550 132.4 130.0 TOTAL REVENUES - SRV UNT 645 $159,269 $82,000 $62,431 $83,500 $108,550 132.4 130.0 REVENUES 270 Beginning Balance $410,449 $440,588 $459,797 $459,797 $392,158 89.0 85.3 TOTAL REVENUES - SRV UNT 699 $410,449 $440,588 $459,797 $459,797 $392,158 89.0 85.3 WORKERS' UNEMPLOYMENT BENEFITS PAID LAST EIGHT YEARS ACTUAL EXPENDITURES, 2008 YEAR -END ESTIMATE AND 2009 BUDGET $140,000 $124,536 $119,482 - $120,000 $ $115,023 $115,000 $115,000 $101,226 r �� - $98,525 $100,000 - - $88,851 $79,410 $80,000 $60,000 $40,000 $20,000 $0 1 1 I I I I I 2000 2001 2002 2003 2004 2005 2006 2007 2008 YE 2009 Actual Actual Actual Actual Actual Actual Actual Actual Estimate Budget Preliminary Budget • City Management - 29 CITY OF yi CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: HUMAN RESOURCES MANAGER: Medical /Dental Coverage — 513 Sheryl M. Smith DEFINITION This fund is used to pay group medical and dental claims for covered employees and retirees and their eligible dependents. Revenues for this fund are generated from operating funds with payroll activities through monthly assessments made for each covered employee. Additionally, employees contribute monthly from payroll and retirees pay the full cost of coverage monthly from their pension checks. In order to pay all medical /vision /dental claims and maintain reserves at acceptable levels, rates charged against all operating funds have been adjusted for 2009. The 2009 total revenue, which includes estimated contributions from operating funds, employees' payroll deductions, retiree contributions and interest earnings are projected at $8,637,000. The service units in this division are: SERVICE UNIT 623 — PERSONNEL SERVICE UNIT 645 — INTERFUND DISTRIBUTION SERVICE UNIT 699 — GENERAL REVENUES AUTHORIZED PERSONNEL The salary costs are an allocation of Human Resources personnel. BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 TO 5 623 Personnel $8,691,744 $9,310,906 $6,404,647 $8,897,738 $9,395,435 100.9 105.6 REVENUE SUMMARY BY SERVICE UNIT 645 Interfund Distribution $7825,900 $8,191,000 $6,140,366 $8,258,000 $8,637000 105.5 104.6 699 General Revenues 4,379,518 4,312,528 3,985,498 4,207,295 4,245,557 98.5 100.9 TOTAL REVENUES $12,205,418 $12,503,528 $10,125,864 $12,465,295 $12,882,557 103.0 103.4 30 — City Management • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 32,671 93,607 67,967 93,107 104,556 111.7 1.1 200 Personnel Benefits 7778,515 8,238,925 5,558,326 7850,925 8,253,185 100.2 87.8 SUB -TOTAL SALARIES AND BENEFITS 7,811,186 8,332,532 5,626,292 7944,032 8,357,742 100.3 89.0 300 Supplies 1,139 5,400 4,061 5,400 5,400 100.0 0.1 400 Other Services And Charges 776,044 869,768 696,891 845,100 921,351 105.9 9.8 900 Interfund Payment For Svcs 103,375 103,206 77,403 103,206 110,942 107.5 1.2 TOTAL EXPENDITURES $8,691,744 $9,310,906 $6,404,647 $8,897,738 $9,395,435 100.9 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 623 - PERSONNEL Account 100 Salaries and Wages - This line item for 2009 reflects an increase of $11,449 or 11.7% from the 2008 amended budget of $93,607 to $104,556. This account reflects the funding of a portion of the Human Resources Manager, Deputy Human Resources Manager, Human Resources Specialists and Human Resources Assistant, for a total of 1.35 FTE's allocated to this fund. The salary account includes an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits /Claims Paid - The 2009 budget of $8,253,185 is $14,260 or 0.2% more than the 2008 amended budget of $8,238,925. Increases are attributable to medical cost inflation (estimated at 12 -14 %), an aging workforce with minimal turnover (including LEOFF I medical costs) and a large number of claims exceeding $30,000. In 2007, we had 27 claimants whose claims experience exceeded $30,000, which is 20% of the stop loss deductible of $150,000. Those 27 claimants incurred claims which totaled approximately $2,026,826. January 1, 2008 we increased the stop loss deductible to $175,000. As of September 30, 2008, we have 16 claimants whose claims experience have exceeded $35,000, which is 20% of the stop loss deductible of $175,000 for a total of approximately $1,200,888. In 2007, we had one stop loss claim and as of September 30, 2008, we have one stop loss claim. Effective October 1, 2004, the plan changed preferred provider networks, which was anticipated to slow the rising costs of claims. Account 410 Other Services and Charges - The 2009 budget of $490,000 reflects an increase of $52,800 or 12.1% over the 2008 year end estimate of $437,200. This line item accounts for administrative service charges paid to Healthcare Management Administrators, Inc. (HMA), the City's Third Party Claims Administrator (TPA) and effective January 1, 2008, the Delta Dental network and VSP vision network premiums. Account 420 Communications - This line item is budgeted at $2,151 for 2009. The account is primarily used for medical information mailings to participants in the medical plan. Account 460 Insurance - This line item reflects a decrease of $66,000 or 13.5% for 2009 from the 2008 amended budget of $490,000 to $424,000. The increase in the stop loss deductible resulted in a more favorable premium thereby stabilizing our costs. Preliminary Budget • City Management - 31 Account 990 Interfund Charges - This account reflects the standard City service charge apportionment rate for internal administrative services determined by the Finance Department. The service charge in 2009 is projected at $110,942. Summary - For 2009, total expenditures in this service unit are $9,395,435. The 2009 budget reflects an increase of $84,529 or 0.9% from the 2008 amended budget of $9,310,906. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $32,613 $92,107 $67,915 $92,107 $103,056 111.9 111.9 120 Overtime 57 1,500 52 1,000 1,500 100.0 150.0 Total 32,671 93,607 67,967 93,107 104,556 111.7 112.3 200 Personnel Benefits 7778,515 8,238,925 5,558,326 7850,925 8,253,185 100.2 105.1 300 Supplies 310 Office & Operating Supplies 825 4,000 3,808 4,000 4,000 100.0 100.0 350 Small Tools And Equipment 314 1,400 252 1,400 1,400 100.0 100.0 Total 1,139 5,400 4,061 5,400 5,400 100.0 100.0 400 Other Services And Charges 410 Professional Services 358,602 372,500 363,393 437,200 490,000 131.5 112.1 420 Communications 94 2,068 3,930 4,000 2,151 104.0 53.8 430 Transportation /Training 83 1,900 0 1,000 1,900 100.0 190.0 460 Insurance 416,510 490,000 329,568 400,000 424,000 86.5 106.0 480 Repairs And Maintenance 0 500 0 500 500 100.0 100.0 490 Miscellaneous 756 2,800 0 2,400 2,800 100.0 116.7 Total 776,044 869,768 696,891 845,100 921,351 105.9 109.0 990 Interfund Admin Charges 103,375 103,206 77,403 103,206 110,942 107.5 107.5 TOTAL EXPENDITURES - SRV UNT 623 $8,691,744 $9,310,906 $6,404,647 $8,897,738 $9,395,435 100.9 105.6 SERVICE UNIT 645 - INTERFUND DISTRIBUTION REVENUES Account 360 Miscellaneous Revenue - This line item for 2009 is projected at $8,637,000, and reflects an increase in overall medical and dental charges of $446,000 from the 2008 amended budget of $8,191,000. This represents an increase in medical rate contributions from operating departments and employees to support health care costs. Factors that affect this revenue are the coverage elected by the employee (employee only or family) and the number of budgeted positions. The following reflects the total base premium rates charged. (These rates are then used to calculate the portion paid by the City and employees based on negotiated formulas). 2007 2008 vs. 2007 2008 VS. 2009 % CHANGE DESCRIPTION ACTUAL BUDGET 2008 PROPOSED 2009 LEOFF I Employees 706.58 650.00 (8.01 %) 700.00 7.69% All Other Employees 433.30 442.73 2.18% 495.16 11.84% Dependent(s) 418.23 446.26 6.70% 433.80 (2.79 %) Dental 82.23 87.31 6.18% 84.47 (3.25 %) 32 - City Management • Preliminary Budget (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 360 Miscellaneous Revenues $7825,900 $8,191,000 $6,140,366 $8,258,000 $8,637,000 105.5 104.6 TOTAL REVENUES - SRV UNT 645 $7825,900 $8,191,000 $6,140,366 $8,258,000 $8,637,000 105.5 104.6 SERVICE UNIT 699 — GENERAL REVENUES Account 270 Beginning Balance and 360 Miscellaneous Revenue — The estimated beginning bal- ance for 2009 of $3,567,557 reflects an increase of $53,882 or 1.5% from the 2008 year end estimate of $3,513,675. Miscellaneous revenues (retired employee contributions and investment interest) reflect an increase of $12,060 from the 2008 amended budget of $665,940 to $678,000. The 2009 revenue budget does not include stop loss recoveries, as they are unpredictable in both occurrence and magnitude. Summary — The general revenues and Interfund distribution revenue will provide for total esti- mated resources of $12,882,557. This compares to 2008 year -end estimates of $12,465,295. Reserves at the end of 2009 are estimated to be $3,487,122, or 37.12% of the estimated expenditure budget. This reserve maintains the insurance board's policy and the state's recommendations for reserve levels for self - insured programs. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 270 Beginning Balance $3,507,424 $3,646,588 $3,513,675 $3,513,675 $3,567,557 97.8 101.5 360 Miscellaneous Revenues 872,094 665,940 471,823 693,620 678,000 101.8 97.8 Total Revenues - Sry Unt 699 $4,379,518 $4,312,528 $3,985,498 $4,207295 $4,245,557 98.5 100.9 WORKERS' HEALTH BENEFITS PAID (MEDICAL /DENTAL /VISION) LAST EIGHT YEARS ACTUAL EXPENDITURES, 2008 YEAR -END ESTIMATE AND 2009 BUDGET $9,000,000 $8,229,000 $8,000,000 $7,514,279 $7,770,456 $7,827,000 — $7,000,000 $6,568,973 $6,553,320 $5,864,843 ^ $6,360159 — $6,000,000 $5,497,662 — $5,000,000 $4,584,947 $4,000,000 $3,000,000 $2,000,000 $1,000,000 $0 -- 1 -- 1 -- 1 -- 1 -- 1 1 -- 1 -- 1 -- 1 2000 2001 2002 2003 2004 2005 2006 2007 2008 YE 2009 Actual Actual Actual Actual Actual Actual Actual Actual Estimate Budget Preliminary Budget • City Management — 33 CITY OF /W,L1M/ CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: HUMAN RESOURCES MANAGER: Worker's Compensation— 514 Sheryl M. Smith DEFINITION This fund is used to pay industrial insurance medical claims and provide time loss payments to City employees injured while performing their assigned duties. Revenues for this fund are generated through monthly accrual assessments made for each employee in operating funds with Salaries and Wages. In addition, this fund will provide a portion of the wage and benefit costs for the Human Resources Manager, Deputy Human Resources Manager, Human Resources Specialist and Human Resources Assistant who administer this fund and assist in developing safety training programs. This activity is recorded in one service unit, 623 Personnel. The projected ending fund balance for 2008 is estimated at $882,267. The 2009 year end fund balance is projected at $749,428, a decrease of $132,839 from the 2008 estimated ending fund balance. The service units in this division are: SERVICE UNIT 623 — PERSONNEL SERVICE UNIT 645 — INTERFUND DISTRIBUTION SERVICE UNIT 699 — GENERAL REVENUES AUTHORIZED PERSONNEL The salary costs are an allocation of Human Resources personnel. BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 623 Personnel $1,242,336 $1,719,838 $1,135,054 $1,690,592 $1,694,138 98.5 100.2 REVENUE SUMMARY BY SERVICE UNIT 645 Interfund Distribution $1,099,453 $1,285,300 $806,643 $1,293,600 $1,521,300 118.4 117.6 699 General Revenues 1,358,588 1,121,732 1,256,072 1,279,259 922,266 82.2 72.1 TOTAL REVENUES $2,458,041 $2,407,032 $2,062,716 $2,572,859 $2,443,566 101.5 95.0 34— City Management • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 71,339 80,571 57,880 80,371 85,836 106.5 5.1 200 Personnel Benefits 899,641 1,402,507 918,137 1,381,507 1,366,120 97.4 80.6 SUB -TOTAL SALARIES AND BENEFITS 970,980 1,483,077 976,017 1,461,877 1,451,956 97.9 85.7 300 Supplies 2,291 3,810 1,566 3,926 3,810 100.0 0.2 400 Other Services And Charges 255,687 220,050 147,795 211,888 222,050 100.9 13.1 900 Interfund Payment For Svcs 13,378 12,901 9,676 12,901 16,322 126.5 1.0 TOTAL EXPENDITURES $1,242,336 $1,719,838 $1,135,054 $1,690,592 $1,694,138 98.5 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 623 - EXPENDITURES Account 100 Salaries and Wages - The 2009 budget of $85,836 reflects an increase of $5,265 or 6.5% from the 2008 amended budget of $80,571. The salary account includes an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits - The 2009 budget of $1,366,120 reflects a decrease of $36,387 or 2.6% from the 2008 amended budget of $1,402,507. This account reflects the costs for medical care, time loss payments, and continued payment on claims opened in previous years. Account 410 Professional Services - The 2009 budget of $150,000 reflects an increase of $10,000 or 7.1% over the 2008 amended budget of $140,000. This line item includes $5,000 for the Safety and Health Committee. This account is for professional, vocational, legal and administrative services connected with administration of Workers' Compensation claims. Account 430 Transportation /Training - This line item for 2009 is $2,000 to maintain administrative professional knowledge related to ongoing changes in Workers' Compensation regulations and procedures. This account includes $1,000 for the Safety and Health Committee. Account 460 Insurance - The 2009 budget of $62,000 reflects a decrease of $8,000 from the 2008 amended budget of $70,000. Account 490 Miscellaneous - This line item for 2009 is budgeted at $7,400, the same as 2008. This account, along with the Professional Service Account 410, is budgeted to provide for in- service and outside training costs. This account includes $2,300 for the Safety and Health Committee. Preliminary Budget • City Management - 35 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $71,072 $79,571 $57,413 $79,571 $84,836 106.6 106.6 120 Overtime 267 1,000 467 800 1,000 100.0 125.0 Total 71,339 80,571 57,880 80,371 85,836 106.5 106.8 200 Personnel Benefits 899,641 1,402,507 918,137 1,381,507 1,366,120 97.4 98.9 300 Supplies 310 Office & Operating Supplies 852 3,060 441 2,800 3,060 100.0 109.3 350 Small Tools And Equipment 1,439 750 1,126 1,126 750 100.0 66.6 Total 2,291 3,810 1,566 3,926 3,810 100.0 97.1 400 Other Services And Charges 410 Professional Services 172,645 140,000 86,452 144,000 150,000 107.1 104.2 430 Transportation /Training 489 2,000 602 1,500 2,000 100.0 133.3 460 Insurance 56,489 70,000 59,238 59,238 62,000 88.6 104.7 480 Repairs And Maintenance 283 650 270 650 650 100.0 100.0 490 Miscellaneous 25,781 7,400 1,233 6,500 7,400 100.0 113.9 Total 255,687 220,050 147795 211,888 222,050 100.9 104.8 990 Interfund Admin Charges 13,378 12,901 9,676 12,901 16,322 126.5 126.5 TOTAL EXPENDITURES - SRV UNT 623 $1,242,336 $1,719,838 $1,135,054 $1,690,592 $1,694,138 98.5 100.2 SERVICE UNIT 645 - INTERFUND DISTRIBUTION Account 360 Miscellaneous Revenues - Revenues of $1,521,300 from department contributions are anticipated for 2009. This reflects an increase of $236,000 or 18.4% above the 2008 amended budget of $1,285,300. The 2009 rate system is anticipated to cover current year costs. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 360 Miscellaneous Revenues $1,099,453 $1,285,300 $806,643 $1,293,600 $1,521,300 118.4 117.6 TOTAL REVENUES - SRV UNT 645 $1,099,453 $1,285,300 $806,643 $1,293,600 $1,521,300 118.4 117.6 SERVICE UNIT 699 - GENERAL REVENUES This service unit includes interest revenue. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $1,323,660 $1,116,732 $1,215,705 $1,215,705 $882,266 79.0 72.6 360 Miscellaneous Revenues 34,928 5,000 40,368 63,554 40,000 800.0 62.9 TOTAL REVENUES - SRV UNT 699 $1,358,588 $1,121,732 $1,256,072 $1,279,259 $922,266 82.2 72.1 36 - City Management • Preliminary Budget WORKERS' COMPENSATION BENEFITS PAID LAST EIGHT YEARS ACTUAL EXPENDITURES, 2008 YEAR -END ESTIMATE AND 2009 BUDGET $1,600,000 $1,400,000 $1,360,000 $1,343,000 1 $1,200,000 $1,000,000 $881,927 $793,052 $786,818 $816,221 — $800,000 — $623,537 $593,752 $614,757 $614,75 $600,000 $400,000 $200,000 — —r— $0 1 - _ 1 L - _ I 1 1 _ I 1 1 a 2000 2001 2002 2003 2004 2005 2006 2007 2008 YE 2009 Actual Actual Actual Actual Actual Actual Actual Actual Estimate Budget Preliminary Budget • City Management — 37 CITY OF /wii„,,,, CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: HUMAN RESOURCES MANAGER: Wellness & Employee Assistance - 516 Sheryl M. Smith DEFINITION This fund is used for the Wellness Program and the Employee Assistance Program (EAP), which includes the Random Drug, Alcohol Testing Program and training for the City of Yakima. The service units in this division are: SERVICE UNIT 645 - INTERFUND DISTRIBUTION SERVICE UNIT 655 - WELLNESS PROGRAM SERVICE UNIT 656 - EMPLOYEE ASSISTANCE PROGRAM SERVICE UNIT 699 - GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 655 Wellness Program $57,706 $69,208 $43,678 $68,776 $59,802 86.4 87.0 656 Employee Assistance Program 63,945 57,174 31,807 57,174 59,674 104.4 104.4 TOTAL EXPENDITURES $121,651 $126,382 $75,485 $125,950 $119,476 94.5 94.9 REVENUE SUMMARY BY SERVICE UNIT 645 Interfund Distribution $121,684 $115,000 $0 $115,000 $120,000 104.4 104.4 699 General Revenues 141,706 121,580 141,739 141,739 130,789 107.6 92.3 TOTAL REVENUES $263,390 $236,580 $141,739 $256,739 $250,789 106.0 97.7 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 300 Supplies 15,068 20,511 12,249 13,979 8,979 43.8 7.5 400 Other Services And Charges 100,307 95,871 46,033 94,471 98,997 103.3 82.9 600 Capital Outlays 6,276 10,000 17,204 17,500 11,500 115.0 9.6 Total Expenditures $121,651 $126,382 $75,485 $125,950 $119,476 94.5 100.0 38 - City Management • Preliminary Budget EXPLANATORY NARRATIVE SERVICE UNIT 645 - INTERFUND DISTRIBUTION Account 360 Miscellaneous Revenue - In 2009, this is programmed to be $120,000, which is $5,000 or a 4.4% increase from the 2008 revenue projection of $115,000. This fund is supported by a transfer from operating funds of the City's portion of insurance premiums budgeted for unfilled /vacant positions. The increase in medical premiums in the past few years has warranted an increase in support to this fund. The insurance industry recognizes that an active wellness program is effective to improve the overall health of participants, which could positively affect future medical costs. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 360 Miscellaneous Revenues $121,684 $115,000 $0 $115,000 $120,000 104.4 104.4 TOTAL REVENUES - SRV UNT 645 $121,684 $115,000 $0 $115,000 $120,000 104.4 104.4 SERVICE UNIT 655 - WELLNESS PROGRAM The Wellness Program provides the opportunity to all employees to improve their physical, mental and emotional well being. It also provides an avenue for medical cost containment, all in a positive, supportive environment that promotes healthy lifestyle choices. The 2009 budget of $59,802 reflects a decrease of $9,406 or 13.6% from the 2008 amended budget of $69,208. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 300 Supplies 310 Office & Operating Supplies $1,723 $2,600 $1,405 $2,600 $2,600 100.0 100.0 350 Small Tools And Equipment 10,748 16,532 9,493 10,000 5,000 30.2 50.0 Total 12,472 19,132 10,898 12,600 7,600 39.7 60.3 400 Other Services And Charges 410 Professional Services 31,623 30,000 8,119 28,000 31,000 103.3 110.7 420 Communications 153 646 8 646 672 104.0 104.0 430 Transportation /Training 912 1,330 153 1,330 1,330 100.0 100.0 490 Miscellaneous 6,271 8,100 7297 8,700 7,700 95.1 88.5 Total 38,959 40,076 15,576 38,676 40,702 101.6 105.2 640 Machinery And Equipment 6,276 10,000 17,204 17,500 11,500 115.0 65.7 TOTAL EXPENDITURES - SRV UNT 655 $57,706 $69,208 $43,678 $68,776 $59,802 86.4 87.0 SERVICE UNIT 656 - EMPLOYEE ASSISTANCE PROGRAM The Employee Assistant Program (EAP) offers free and confidential services to all employees and their families. The EAP assists in helping people to identify and resolve personal problems that may be affecting their lives and job performance. This fund also includes $25,000 for job development and training activities, the same as the 2008 budget for this service. The 2009 budget of $59,674 reflects an increase of $2,500 or 4.4% from the amended budget of $57,174. Preliminary Budget • City Management - 39 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 310 Office And Operating Supplies $2,597 $1,379 $1,351 $1,379 $1,379 100.0 100.0 400 Other Services And Charges 410 Professional Services 60,799 53,000 30,456 53,000 55,500 104.7 104.7 430 Transportation /Training 0 950 0 950 950 100.0 100.0 490 Miscellaneous 549 1,845 0 1,845 1,845 100.0 100.0 Total 61,348 55,795 30,456 55,795 58,295 104.5 104.5 TOTAL EXPENDITURES - SRV UNT 656 $63,945 $57174 $31,807 $57174 $59,674 104.4 104.4 SERVICE UNIT 699 - REVENUES Account 270 Beginning Balance and 360 Miscellaneous Revenue - The estimated beginning fund balance for 2009 is estimated at $130,789, an increase of $9,209 or 7.6% from the 2008 beginning fund balance of $121,580. The balance at the end of 2009 is estimated at $131,313. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $139,706 $121,580 $141,739 $141,739 $130,789 107.6 92.3 360 Miscellaneous Revenues 2,000 0 0 0 0 TOTAL REVENUES - SRV UNT 699 $141,706 $121,580 $141,739 $141,739 $130,789 107.6 92.3 40 - City Management • Preliminary Budget CITY OF y, CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: PURCHASING MANAGER: Purchasing — 019 Sue Ownby DEFINITION This division consists of one service unit, Service Unit 632 — Purchasing. This division is responsible for all procurements the City makes over $2,500 other than Capital Projects and Utilities. Centralized purchasing at the City of Yakima has the following responsibilities: Implement and enforce Federal, State and local laws /regulations /policies pertaining to City procurement. Coordinate a uniform procurement system to supply City operations with an uninterrupted flow of materials and services. Buy competitively and strategically to obtain maximum value for community dollars spent. Uphold the highest ethical standards. In performing these services, the Purchasing Division promotes competition, impartiality, conservation of funds, and fair and open operations, done in a manner that ensures accountability, while seeking to realize the maximum value of every public dollar. Our mission statement abbreviated is "Quality Service, Responsible Spending." AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1232 Purchasing Manager 1.00 1.00 1.00 2231 Buyer 1.00 1.00 1.00 7123 Department Assistant III 1.00 1.00 1.00 7121 Temporary Department Assistant .14 .06 .06 TOTAL PERSONNEL 3.14 3.06 3.06 Preliminary Budget • City Management - 41 BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 632 Purchasing $234,303 $271,231 $196,524 $263,617 $257362 94.9 97.6 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 156,338 170,346 124,574 170,346 181,158 106.4 70.4 200 Personnel Benefits 47,503 53,114 33,931 47,054 49,600 93.4 19.3 SUB -TOTAL SALARIES AND BENEFITS 203,841 223,461 158,505 217,400 230,758 103.3 89.7 300 Supplies 15,735 14,709 7849 11,809 8,309 56.5 3.2 400 Other Services And Charges 14,727 33,061 30,171 34,408 18,295 55.3 7.1 TOTAL EXPENDITURES $234,303 $271,231 $196,524 $263,617 $257,362 94.9 100.0 EXPLANATORY NARRATIVE 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET No. of Bid Processes averted YTD by Utilizing Interlocal Agreements, 62 62 65 State Contracts and Sole Source Procurements No. of Formal Sealed Bids Processed (over $25,000) 19 21 20 No. of Formal Sealed Written Quotes Processed ($2,500 to $10,000) 29 23 22 No. of requisitions received /purchase orders processed 760 490 ( 500 No. P -Card Transactions /Dollar Value 216/$60,726 456/$104,567 1,000/$250,000 Dollar value in Central Supply $5,145 $2,000 $0 Dollar value of purchase orders processed $12,639,896 $12,305,316 $13,000,000 Dollar value of tenure contracts administered 6,184,233 8,242,051 ( 8,000,000 Total dollar Value of Contractual Responsibility $18,824,129 $20,547,367 $21,000,000 (1) Decrease in # of PO's processed is due to wider use of P- Cards. (2) Purchasing is currently administering 71 contracts that have an annual dollar value of $8,242,051 These are contracts that usually have a five - year tenure and do not include any one -time purchase contracts. The Purchasing Division has no policy issues for 2009. Due to the nature of the department, the majority of expenditures in this service unit are labor costs. Account 110 Salaries and Wages - This line item for 2009 reflects an increase of $10,812 from the 2008 year -end estimate of $170,346 to $181,158. This is a 6.4% increase. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for 42 - City Management • Preliminary Budget AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — This line item for 2009 reflects an increase of $2,546 from the 2008 year -end estimate of $47,054 to $49,600. This is a 5.4% increase and would be much higher, but the Purchasing Managers spouse now works for the city so all medical and dental premiums were transferred to him. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 310 Supplies — This line item for 2009 reflects no change from the 2008 year -end estimate of $7,309. The supply budget is used for common supplies such as paper, filing materials, etc. Account 340 Resale — This line item for 2009 reflects a 100% decrease from the 2008 year -end estimate of $3,500 to $ -0 -. Purchasing previously operated a small Central Store with 19 commonly used items such as batteries, flags and surge strips. The store will be closed as of January 2009 and divisions will be buying these supplies directly from the vendor on previously set up contracts. Account 350 Small Tools — This line item for 2009 reflects no change from the 2008 year -end estimate of $1,000. This line item is used to buy minor equipment throughout the year. Account 410 Professional Services — This line item for 2009 reflects a 100% decrease from the 2008 year -end estimate of $17,238 to $ -0 -. This amount was used to hire the National Institute of Governmental Purchasing to conduct a Joint Administrative Purchasing Assessment on the City and County to determine if a merge is feasible. Account 420 Communications — This line item for 2009 reflects an increase of $140 from the 2008 year -end estimate of $3,579 to $3,719. This is a 3.9% increase and is due to normal increases in service. Account 430 Transportation /Training — This line item is budgeted at $3,325 for 2009 and has not increased since 2008. The Purchasing Assistant is striving to obtain her CPPB certification next year, which requires several classes and testing. Currently, the Purchasing Manager maintains CPPB and CPPO certifications, and the Buyer earned her CPPB certification in 2008. Maintaining these certifications requires continuing professional education points each year. An estimate of Trainings is as follows: DESTINATION PURPOSE Seattle NIGP - Wa. Chapter annual Honors and Awards Meeting Olympia Procurement Summit, NIGP Board and General Meeting LaConnor & Richland PNPPA Spring & Fall Workshops Everett NIGP Board Annual Planning Meeting Tacoma OSP Training & NIGP General Meeting TBA Westside Introduction to Public Procurement - for CPPB Cert TBA Westside Contract Management - for CPPB Cert Preliminary Budget • City Management — 43 Account 440 Advertising - This line item for 2009 reflects an increase of $125 from the 2008 year -end estimate of $200 to $325. This is a 62.5% increase and is due to the need to advertise 2 bids in 2009 that are used by more than one division instead of 1 for 2008 (usually they pay their own). Account 450 Operating Rentals - This line item for 2009 reflects a decrease of $40 from the 2008 year -end estimate of $2,040 to $2,000. This is a 2% decrease and is due to the cost of our storage unit, which is used to store surplus equipment, being paid annually, instead of quarterly. Account 480 Repairs & Maintenance - This line item for 2009 reflects no change from the 2008 year- end estimate of $685 and is used to repair and maintain office equipment. Account 491 Miscellaneous - This line item for 2009 reflects an increase of $800 from the 2008 year- end estimate of $2,241 to $3,041. This is a 35.7% increase and is due to the increase in registrations for the Purchasing Assistant to obtain her CPPB certification in 2009. Account 492 Printing - This line item for 2009 reflects no change from the 2008 year -end estimate of $500. Account 493 Subscriptions - This line item for 2009 reflects an increase of $700 from the 2008 budget of $4,000 to $4,700. This is a 17.5% increase and is due to the Washington State Office of State Procurement Administrative Fee increase. Summary - The overall budget for 2009 reflects a decrease of $6,255 from the 2008 year -end estimate of $263,617to $257,362. This is a 2.4% decrease and is mostly due to deletion of the professional services line item, medical premiums being paid by others and Central Stores closure. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 110 Salaries And Wages $156,338 $170,346 $124,574 $170,346 $181,158 106.4 106.4 200 Personnel Benefits 47,503 53,114 33,931 47,054 49,600 93.4 105.4 300 Supplies 310 Office & Operating Supplies 7231 7,309 5,258 7,309 7,309 100.0 100.0 340 Items Purchased For Resale 7531 6,400 2,568 3,500 0 0.0 0.0 350 Small Tools And Equipment 973 1,000 23 1,000 1,000 100.0 100.0 Total 15,735 14,709 7849 11,809 8,309 56.5 70.4 400 Other Services And Charges 410 Professional Services 0 17,000 17,238 17,238 0 0.0 0.0 420 Communications 3,017 3,190 2,706 3,579 3,719 116.6 103.9 430 Transportation /Training 3,760 3,325 1,829 3,325 3,325 100.0 100.0 440 Advertising 132 200 132 200 325 162.5 162.5 450 Operating Rentals & Leases 1,905 1,920 2,040 2,040 2,000 104.2 98.0 480 Repairs And Maintenance 180 685 0 685 685 100.0 100.0 490 Miscellaneous 5,733 6,741 6,226 7341 8,241 122.3 112.3 Total 14,727 33,061 30,171 34,408 18,295 55.3 53.2 TOTAL EXPENDITURES - SRV UNT 632 $234,303 $271,231 $196,524 $263,617 $257,362 94.9 97.6 44 - City Management • Preliminary Budget CITY OF /� CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: COMMUNITY RELATIONS MANAGER: Community Relations —125 Randy Beehler DEFINITION The Community Relations Division has three primary areas of responsibility: 1. Management and administration of the City's community relations program The community relations program focuses on three key objectives: 1) proactive media relations; 2) providing communications support to all City departments; and, 3) creating more and better opportunities for community involvement in the development and implementation of City policy and services. In 2008, the number of media inquiries responded to by the division continued to trend upward, as has been the case since the inception of the community relations program four years ago. The program continues to adapt to the evolving community relations needs of the City and makes appropriate adjustments in the allocation of resources accordingly. 2. Operation of two cable television channels, YCTV (Charter Cable channel 21), and Y -PAC (Charter Cable channel 22) Two staff members, the Cable Television Coordinator and the Community Programming Coordinator, primarily focus on providing equipment, facilities, training and technical support to YCTV community access producers. Additional YCTV duties include scheduling programming and coordinating volunteer activities. Two staff members, the Municipal Producer and the Community Programming Assistant, primarily focus on producing public affairs programming for Y -PAC. Division staff also advises other City divisions and departments on video equipment purchases and provides various audio /visual support services throughout the City. 3. Negotiate, and monitor compliance with, cable and telecommunications franchises The Community Relations Manager is primarily responsible for oversight of the one cable communications system franchise and six telecommunications system franchises currently in effect. Preliminary Budget • City Management — 45 The service units in this division are: SERVICE UNIT 428 - CAPITAL IMPROVEMENT SERVICE UNIT 434 - CABLE COMMUNICATIONS SERVICE UNIT 612 - COMMUNITY RELATIONS SERVICE UNIT 699 - GENERAL REVENUES AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1255 Community Relations Manager 1.00 1.00 1.00 2251 Cable Television Coordinator 1.00 1.00 1.00 2252 Community Programming Coordinator 1.00 1.00 1.00 2253 Community Programming Assistant 1.00 1.00 1.00 2254 Municipal Producer 1.00 1.00 1.00 9114 City Worker IV (Temporary) .10 .10 .10 TOTAL PERSONNEL 5.10 5.10 5.10 (1) As a result of the Community Relations Division having moved from the Community and Economic Development Department to City Administration in 2007, 20% of the Assistant City Manager's salary is now being paid for through this budget; however, that position is listed in the City Manager Division. BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 428 Capital Improvement $45,786 $39,000 $15,035 $26,500 $39,000 100.0 147.2 434 Cable Communications 484,133 498,054 333,428 498,621 517,603 103.9 103.8 612 Community Relations 0 10,000 1,982 6,250 10,000 100.0 160.0 TOTAL EXPENDITURES $529,918 $547,054 $350,446 $531,371 $566,603 103.6 106.6 REVENUE SUMMARY BY SERVICE UNIT 434 Cable Communications $462,042 $466,100 $367,164 $471,100 $594,420 127.5 126.2 699 General Revenues 907848 794,565 849,764 855,972 805,701 101.4 94.1 TOTAL REVENUES $1,369,890 $1,260,665 $1,216,927 $1,327072 $1,400,121 111.1 105.5 46 - City Management • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 264,269 284,522 211,421 284,522 301,416 105.9 53.2 200 Personnel Benefits 74,839 82,877 61,001 82,877 90,729 109.5 16.0 SUB -TOTAL SALARIES AND BENEFITS 339,108 367,399 272,423 367,399 392,144 106.7 69.2 300 Supplies 9,684 49,274 13,670 27,274 49,405 100.3 8.7 400 Other Services And Charges 28,473 44,856 20,409 39,174 44,772 99.8 7.9 600 Capital Outlays 110,620 47,000 14,127 59,000 47,000 100.0 8.3 900 Interfund Payment For Svcs 42,033 38,524 29,818 38,524 33,281 86.4 5.9 TOTAL EXPENDITURES $529,918 $547054 $350,446 $531,371 $566,603 103.6 100.0 EXPLANATORY NARRATIVE The following statistics reflect: 1) number of programs and hours of community programming produced through YCTV; 2) number of programs and hours of "imported" programming, which consists of programs produced elsewhere and aired on YCTV at the request of a local community member; 3) community use of YCTV field production equipment; 4) community use of YCTV editing equipment; 5) number of community members trained as YCTV producers; 6) number of programs and hours of public affairs programming produced through Y -PAC; and, 7) revenue from sales of copies of YCTV and Y -PAC programs. The statistics compare January through September 2007 with January through September 2008. 2008 2007 AMENDED ACTUAL BUDGET YCTV community programming 99 programs - 50.25 hours 104 programs - 54.50 hours "Imported" Programming 170 programs - 144.25 hours 164 programs - 137.50 hours Production Equipment (cameras, misc, etc.) Use by YCTV producers 120 hours per week 132 hours per week Editing Equipment Use by YCTV producers 90 hours per week 93 hours per week YCTV Producers Trained 34 26 Y -PAC Programming 280 programs - 368.75 hours 294 programs - 384.25 Program Sales Revenue $2,540 $1,804 No significant expenditure changes are proposed for the Community Relations budget for 2009 when compared to the budget and /or year -end estimates for 2008. Other than expense increases driven by contractual obligations and anticipated growth in private sector costs, the proposed 2009 Community Relations budget represents a hold- the -line approach with regard to expenditures. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees, and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. The personnel benefit account includes rate increases for medical insurance of 5.5% and industrial insurance of 10 %, along with the normal roll -ups related to base wage adjustments. Additionally, a 3.2% decrease in the dental insurance rate has been included. The State's Public Employees' Retirement System (PERS) contributions represent a significant change in the Personnel Benefit accounts with a 10.8% mandated increase. Preliminary Budget • City Management - 47 In addition to carrying out normal division operations in 2009, strategic investments will be made in the technological capabilities of the division in order to improve the efficiency and effectiveness of staff in meeting service expectations and absorbing an increase in its workload. In 2008, an emphasis will be placed on modernizing staff desktop computer equipment and, as part of an ongoing transition to an all- digital production environment, YCTV /Y -PAC field and editing gear. Upgrades will also be made to studio facilities, ancillary gear, and operational capabilities of the YCTV /Y -PAC building. Revenues used to support the general operations and capital needs of the Community Relations Division are primarily generated from two sources: 1) franchise fees collected from Charter Communications for use of public rights -of -way; and, 2) an Access Television Facilities and Equipment Grant provided to the City by Charter Communications under its cable communications system franchise (see Service Unit 428 - Capital Improvement narrative below for further explanation). Additional revenue (projected at less than 3% of total 2009 revenues) is generated from a contribution from Charter Communications toward lease costs for YCTV /Y -PAC facilities, sales of copies of YCTV and Y -PAC programming, non - resident user fees for use of YCTV facilities and equipment, and other minor miscellaneous sources. The 2008 budget reflects $45,000 of moneys received as franchise fees (see Service Unit 434, Accounts 350 and 642) and $37,000 of the Access Television Facilities and Equipment Grant funds (see Service Unit 428, Accounts 350 and 642) to be used for capital needs. No General Fund revenues are expended in the Community Relations budget. The Community Relations reserve fund consists primarily of moneys previously received as Access Television and Facilities Grant payments. Constraint has been exercised in the expenditure of Grant moneys in order to provide adequate capital funds during the final four years of the Charter Communications franchise (2010 -2014) during which no Grant payments will be received. SERVICE UNIT 428 — CAPITAL IMPROVEMENT This service unit provides accurate tracking of expenditures using funds from an Access Television Facilities and Equipment Grant provided to the City by Charter Communications. As required by its franchise granted by the City, Charter Communications has provided an Access Television Facilities and Equipment Grant payment of $118,320 every three years since the current franchise took effect in 1994. The next, and final, Grant payment will be received in 2009. Typically, one -third of each payment (approximately $39,000) of grant funds is budgeted for expenditure each year. Use of Grant moneys is restricted to expenditures related to YCTV and Y -PAC equipment and facilities only. 48 — City Management • Preliminary Budget CAPITAL OUTLAY ITEM COST FUNDING SOURCE JUSTIFICATION Y -PAC acquisition gear (cameras, $14,000 Franchise Fees Improve quality and versatility of equipment used by microphones, cords, etc.) division staff in the production of Y -PAC programming. YCTV acquisition gear (cameras, 14,000 Franchise Fees Improve quality and versatility of equipment used by microphones, cords, etc.) community producers in the production of YCTV programming. YCTV /Y -PAC facility 15,000 Franchise Fees Provide dedicated studio facilities for Y -PAC productions Studio "B" upgrade and enhanced "chroma -key" capabilities. Y -PAC field production 8,000 Access Television Y -PAC field production equipment must be upgraded equipment (digital recorder, Facilities and to facilitate digital post - production and playback of character generator, etc.) Equipment Grant programming. Ancillary YCTV and Y-PAC 6,000 Access Television As the transition to an all - digital platform for YCTV and production gear (studio lighting, Facilities and Y -PAC productions continues, ancillary gear also needs to wireless microphones, tripods, tapeless Equipment Grant be replaced so as to be compatible with digital equipment. recorders) and Franchise Fees Upgrade of Community Relations 7,000 Access Television Existing division staff desktop computer equipment Division staff desktop computer Facilities and ranges in age from 7 to 10 years old. Software and /or equipment Equipment Grant other stopgap upgrades to the existing equipment are no longer adequate or cost effective. Editing suite upgrade 12,000 Access Television Upgrading of equipment in two of the four YCTV/ Facilities and Y -PAC facility's editing suites is scheduled for 2009. Equipment Grant YCTV /Y -PAC building HVAC unit 6,000 Access Television One of the two HVAC units in the YCTV /Y -PAC building is Facilities and antiquated and failing. Maintenance costs for the unit are no Equipment Grant longer justified. The unit is scheduled for replacement in 2009. SERVICE UNITS 428 AND 434 $82,000 Account 350 Small Tools and Minor Equipment — For 2009, this line item reflects an increase of $12,000 from the 2008 year -end estimate of $13,000 to $25,000. This is a 92.3% increase. The increase simply reflects a return to the originally budgeted amount for 2008 of $25,000. Conservative fiscal management in 2008 resulted in cost savings in this account. Summary — Service Unit 428 expenditures in 2009 are budgeted to be $39,000, a $12,500 increase from the 2008 year -end estimate of $26,500. This is a 47.2% increase. The 2009 budget for this service unit simply reflects the amount of Access Television Facilities and Equipment Grant funds typically allocated on an annual basis. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 350 Small Tools And Equipment $3,605 $25,000 $7201 $13,000 $25,000 100.0 192.3 480 Repairs And Maintenance 174 2,000 429 1,500 2,000 100.0 133.3 640 Machinery And Equipment 42,006 12,000 7405 12,000 12,000 100.0 100.0 TOTAL EXPENDITURES - SRV UNT 428 $45,786 $39,000 $15,035 $26,500 $39,000 100.0 147.2 SERVICE UNIT 434 — CABLE COMMUNICATIONS This service unit provides accurate tracking of expenditures using funds primarily generated by a 5% franchise fee applied to gross revenues Charter Communications collects from cable television- related services it provides to customers within the City. The franchise fee is part of the compensation Charter provides to the City for use of public rights -of -way. Additional expenditures Preliminary Budget • City Management — 49 in this service unit utilize revenue (projected at less than 3% of total 2009 revenues) from interest on investments, a contribution from Charter toward lease costs for YCTV /Y -PAC facilities, non - resident user fees, sales of copies of YCTV and Y -PAC programming, and other miscellaneous sources. Account 110 Salaries and Wages — For 2009, this line item reflects an increase of $16,894 from the 2008 year -end estimate of $283,522 to $300,416. This is a 6.0% increase. Account 110 estimates for 2009 include the negotiated base wage increase of 3.5% for AFSCME represented employees, implementation of a 1% Deferred Compensation contribution for AFSCME represented employees, and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — For 2009, this line item reflects an increase of $7,852 from the 2008 year -end estimate of $82,877 to $90,729. This is a 9.5% increase. Account 200 estimates include rate increases for medical insurance of 5.5% and industrial insurance of 10 %, along with the normal roll -ups related to base wage adjustments. Additionally, a 3.2% decrease in the dental insurance rate has been included. The State's Public Employees' Retirement System (PERS) contributions represent a significant change in the Personnel Benefit accounts with a 10.8% mandated increase. Account 300 Supplies — For 2009, this line item reflects an increase of $10,131 from the 2008 year -end estimate of $12,274 to $22,405. This is an 82.5% increase. This account includes separate line items for Office and Operating Supplies ($1,750 budgeted for 2009), Fuel ($655 budgeted for 2009), and Small Tools and Equipment ($20,000 budgeted for 2009). The increase in this line item is primarily the result of a return to the originally budgeted amount for 2008 in the Small Tools and Equipment account (350) of $20,000. Conservative fiscal management in 2008 resulted in cost savings in the 350 account. Account 640 Machinery and Equipment — For 2009, this line item reflects a decrease of $12,000 from the 2008 year -end estimate of $37,000 to $25,000. This is a 32.4% decrease. The decrease is the result of the completion of a project in 2008 to upgrade the Y -PAC playback system. With the completion of the Y -PAC playback system upgrade project, expenditures from this account for 2009 will return to a more typical level. Account 900 Interfund Payment for Services — For 2009, this account reflects a decrease of $5,423 from the 2008 year -end estimate of $38,524 to $33,281. This is a 13.6% decrease. The decrease is the result of a reduction in the division's 2009 proportional share, based on a total budgeted expenditures formula, of Interfund Administrative Charges. Account 960 Interfund Insurance Services — For 2009, this line item reflects an increase of $185 from the 2008 year -end estimate of $3,698 to $3,883. This is a 5% increase. The increase is the result of higher insurance costs. Summary — Service Unit 434 expenditures for 2009 are budgeted to be $517,603, an $18,982 increase from the 2008 year -end estimate of $498,621. This is a 3.8% increase. The increase is primarily being driven by contractual obligations and anticipated growth in private sector costs, along with a return to 2008 budgeted levels for capital accounts following reductions in 2008 year -end estimates for capital accounts resulting from conservative fiscal practices. 50 — City Management • Preliminary Budget Account 310 Franchise Fees - Revenues in this line item are generated by a 5% franchise fee applied to Charter Communications for use of public rights -of -way. For 2009, this line item reflects an increase of $5,000 from the 2008 year -end estimate of $455,000 to $460,000. This is a 1.1% increase. Revenue from franchise fees in 2008 has increased minimally over 2007 levels. Therefore, the division is being conservative in its franchise fee revenue estimates for 2009 and anticipating only limited growth. Summary - Total revenues for 2009 are budgeted to be $594,420, a $123,320 increase from the 2008 year -end estimate of $471,100. This is a 26.2% increase. As explained above, the increase is primarily due to the anticipated receipt by the City in 2009 of an Access Television Facilities and Equipment Grant payment of $118,320 from Charter Communications; the fifth and final Grant payment required by Charter's existing franchise. Revenue projections also reflect conservative growth estimates for franchise fees and other sources in 2009. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $264,179 $283,522 $210,821 $283,522 $300,416 106.0 106.0 120 Overtime 91 1,000 600 1,000 1,000 100.0 100.0 Total 264,269 284,522 211,421 284,522 301,416 105.9 105.9 200 Personnel Benefits 74,839 82,877 61,001 82,877 90,729 109.5 109.5 300 Supplies 310 Office & Operating Supplies 2,246 1,750 1,235 1,750 1,750 100.0 100.0 320 Fuel Consumed 345 524 358 524 655 125.0 125.0 350 Small Tools And Equipment 3,488 20,000 3,566 10,000 20,000 100.0 200.0 Total 6,079 22,274 5,159 12,274 22,405 100.6 182.5 400 Other Services And Charges 420 Communications 1,924 1,973 1,552 1,973 2,006 101.7 101.7 430 Transportation /Training 651 1,634 58 1,634 1,634 100.0 100.0 440 Advertising 0 500 0 500 500 100.0 100.0 450 Operating Rentals & Leases 17,071 16,972 12,803 17,072 17,072 100.6 100.0 470 Public Utility Services 4,911 6,727 3,402 5,945 6,510 96.8 109.5 480 Repairs And Maintenance 2,277 3,500 1,454 3,500 3,500 100.0 100.0 490 Miscellaneous 1,464 3,550 38 2,800 3,550 100.0 126.8 Total 28,299 34,856 19,307 33,424 34,772 99.8 104.0 600 Capital Outlays 630 Impr Other Than Building 63,053 10,000 0 10,000 10,000 100.0 100.0 640 Machinery And Equipment 5,561 25,000 6,722 37,000 25,000 100.0 67.6 Total 68,614 35,000 6,722 47,000 35,000 100.0 74.5 900 Interfund Payment For Svcs 950 Interfund Opt Rental & Lease 3,850 2,881 2,161 2,881 3,325 115.4 115.4 960 Interfund Insurance Services 3,522 3,698 3,698 3,698 3,883 105.0 105.0 990 Interfund Admin Charges 34,661 31,945 23,959 31,945 26,073 81.6 81.6 Total 42,033 38,524 29,818 38,524 33,281 86.4 86.4 TOTAL EXPENDITURES - SRV UNT 434 $484,133 $498,054 $333,428 $498,621 $517603 103.9 103.8 REVENUES 310 Taxes $445,282 $450,000 $354,859 $455,000 $460,000 102.2 101.1 360 Miscellaneous Revenues 16,760 16,100 12,305 16,100 134,420 834.9 834.9 TOTAL REVENUES - SRV UNT 434 $462,042 $466,100 $367164 $471,100 $594,420 127.5 126.2 Preliminary Budget • City Management - 51 SERVICE UNIT 612 - COMMUNITY RELATIONS This service unit was added to the Community Relations budget in 2007 to allow for more accurate tracking of expenditures directly related to the City's community relations program. Previously, community relations program expenditures were simply assigned to various general accounts within the division budget. Service Unit 612 expenditures for 2009 are budgeted to be $10,000, a $3,750 increase from the 2008 year -end estimate of $6,250. This is a 60% increase. The increase simply reflects a return to the originally budgeted amount for 2008 of $10,000. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 310 Office And Operating Supplies $0 $2,000 $1,310 $2,000 $2,000 100.0 100.0 400 Other Services And Charges 410 Professional Services 0 2,500 0 1,250 2,500 100.0 200.0 440 Advertising 0 2,500 499 1,500 2,500 100.0 166.7 450 Operating Rentals & Leases 0 1,500 0 750 1,500 100.0 200.0 490 Miscellaneous 0 1,500 173 750 1,500 100.0 200.0 Total 0 8,000 672 4,250 8,000 100.0 188.2 TOTAL EXPENDITURES - SRV UNT 612 $0 $10,000 $1,982 $6,250 $10,000 100.0 160.0 SERVICE UNIT 699 - GENERAL REVENUES Account 360 Miscellaneous Revenue - This line item includes revenues from a contribution from Charter Communications toward lease costs for YCTV /Y -PAC facilities, sales of copies of YCTV and Y -PAC programming, non - resident user fees for use of YCTV facilities and equipment, Access Television Facilities and Equipment Grant payments from Charter Communications, and other miscellaneous sources. For 2009, this line item reflects an increase of $118,320 from the 2008 year -end estimate of $16,100 to $134,420. This is a 734.9% decrease. The increase is solely due to the anticipated receipt by the City in 2009 of an Access Television Facilities and Equipment Grant payment of $118,320 from Charter Communications. As required by its franchise granted by the City, Charter has provided a Grant payment in the same amount every three years since the current franchise took effect in 1994. The next, and final, Grant payment will be received in 2009. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 270 Beginning Balance $883,377 $794,565 $839,972 $839,972 $795,701 100.1 94.7 360 Miscellaneous Revenues 24,471 0 9,792 16,000 10,000 62.5 TOTAL REVENUES - SRV UNT 699 $907,848 $794,565 $849,764 $855,972 $805,701 101.4 94.1 52 - City Management • Preliminary Budget CITY OF y� CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: ACTING WASTEWATER MANAGER: Wastewater Operating Fund — 473 Scott Schafer DEFINITION The functions of this division include the collection and treatment of sanitary wastewater to protect the environment, public health and welfare; assess and comply with regulatory agency requirements; and promote economic development. The mandated responsibility of collecting, transporting, and treatment of surface water (stormwater) has been transferred to the Stormwater Utility -Fund 441. DISCUSSION The City's 2004 Wastewater Facility Plan (Facility Plan) presents the plan of action and resultant expense, based upon regulatory mandates and projected growth in our customer base, for the next 20 -year horizon. This plan identifies over $26.1 million of capital improvements required within the first six years to maintain our ability to serve the community. Continued investment into the system is required. The City of Yakima is responsible for securing adequate collection, treatment and administrative programs to meet wastewater obligations. In general, those obligations are public health and welfare, regulatory compliance, financing, and community growth. Federal Grants to fund these activities are no longer available. The City's financing options are loans, bonds, or cash. The 2009 budget includes the proceeds of a $5.5 million Revenue Bond issued in mid -2008, which benefits the 478 Fund. All funding mechanisms are entirely supported by Wastewater customer rates. Since the adoption of the mandated 2004 Wastewater Facility Plan the Wastewater budgets have been geared towards the implementation of the staffing and equipment adjustments set forth in the Facility Plan. The 2009 Budget continues the implementation of the Facility Plans. The revenues generated through the Wastewater Connection Charge are utilized to finance growth - driven capital improvements and are needed to avoid existing customer subsidy of such costs. Revenues from this source are slowly decreasing due to the slow down of new development and are incorporated into the 2009 Operating budget Fund 473, then transferred to capital funds 476 and 478. In conjunction with this 2009 Budget, the "WWTP Security Upgrade" was submitted as a Budgeted Major Policy Issue for Council consideration. (Please see Budgeted Policy Issue, Fund 478.) SUMMARY The 2008 year -end balance is estimated to be $1,549,645. 2009 revenues are estimated at $18,252,359 and the 2009 expenditures are estimated at $16,883,176. The projected 2009 year -end balance is $1,369,183, a balance $180,462 lower than the previous year. Preliminary Budget • City Management — 53 The service units in this division are: SERVICE UNIT 211 - WASTEWATER COLLECTION SERVICE UNIT 215 - RUDKIN ROAD PUMP STATION SERVICE UNIT 218 - CAPITAL IMPROVEMENT SERVICE UNIT 232 - WASTEWATER TREATMENT SERVICE UNIT 233 - PRETREATMENT SERVICE UNIT 645 - INTERFUND DISTRIBUTION SERVICE UNIT 699 - GENERAL REVENUES For 2009, the Wastewater Division has budgeted an increase of $407,928 (2.5 %) in the operation and maintenance (O &M) Fund. The majority of this increase is due to increases in labor and non -labor item costs (fuel, utilities, chemicals, and commodities) required by the treatment process. 2008 2009 YE ESTIMATED PROPOSED INCREASE $ INCREASE % FUND 473 BUDGET BUDGET (DECREASE) (DECREASE) O &M 211, 215, 232, & 233 $16,475,248 $16,883,176 $407928 2.5% AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET ADMINISTRATION 1271 City Engineer .00 .00 .55 ( 11107 Chief Engineer .15 .10 .12 1272 Wastewater Manager 1.00 .88 .90 15101 Assistant Wastewater Manager 1.00 1.00 1.00 11102 Utility Engineer 1.00 1.45 1.50 11104 Senior Engineer .15 .15 .15 1275 Deputy Director of Comm /Econ Dev. .15 .15 .00 3130 Development Engineer .60 .45 .58 4441 Permit Technician .55 .55 .55 10601 Engineering Contracts Specialist .30 .25 .28 8750 Utilities Locator .50 .50 .50 10602 Engineering Office Assistant .15 .15 .15 11106 Surface Water Engineer 1.00 0.00 0.00 7123 Department Assistant III 2.00 1.80 1.80 TOTAL ADMINISTRATION 8.55 7.43 8.08 WASTEWATER AND SURFACE WATER COLLECTION AND DRAINAGE 13201 WW Maintenance Supervisor 1.00 .85 .85 8731 WW Maintenance Specialist I (temp) .51 .58 .58 8732 WW Maintenance Specialist II 10.00 9.70 8.00 8733 WW Maintenance Crew Leader 6.00 5.90 6.75 TOTAL WASTEWATER AND SURFACE WATER COLLECTION AND DRAINAGE 17.51 17.03 16.18 54- City Management • Preliminary Budget 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET FACILITY OPERATING 15102 WW Treatment Plant Process Control Supervisor 1.00 1.00 1.00 15103 WW Treatment Plant Chief Operator 4.00 4.00 4.00 8313 WW Treatment Plant Operator III 8.00 7.98 7.98 8312 WW Treatment Plant Operator II 6.00 5.98 6.00 8311 WW Treatment Plant Operator I .00 1.00 1.00 8311 WW Treatment Plant Operator I (Temporary) 1.00 .00 .00 8301 WW Facility Support Worker 1.00 1.00 1.58 8301 WW Facility Support Worker (Temp.) .58 .58 .00 TOTAL FACILITY OPERATING 21.58 21.54 21.54 FACILITY MAINTENANCE 12201 Industrial Maintenance Supervisor 1.00 1.00 1.00 8241 Industrial Maintenance Mechanic 4.00 4.00 4.00 8242 Preventative Maintenance Technician 1.00 1.00 1.00 8542 Facility Maintenance Specialist 1.00 1.00 1.00 4240 Instrument Technician 1.00 1.00 1.00 TOTAL FACILITY MAINTENANCE 8.00 8.00 8.00 PRETREATMENT 15104 Pretreatment Supervisor (Env. Analyst) 1.00 .95 .98 8324 Environmental Compliance Specialist 0.00 1.00 .95 8322 Pretreatment Technician 3.00 3.00 3.00 8323 Pretreatment Crew Leaders 2.00 2.00 2.00 TOTAL PRETREATMENT 6.00 6.95 6.93 FACILITY LABORATORY 15301 Lab Coordinator 1.00 1.00 1.00 8326 Laboratory Chemist 0.00 .40 .95 8321 Laboratory Technician 4.00 3.40 2.40 ( TOTAL FACILITY LABORATORY 5.00 4.80 4.35 TOTAL BUDGETED PERSONNEL 66.64 65.75 65.10 NET CHANGE (.89) (.65) (1) See budgeted Policy Issue - Engineering reorganization. WASTEWATER SERVICE UNIT SHIFT The net result to this Fund was a decrease of 0.65 FTE's. Only one service unit experienced an increase in FTE's. These changes are also reflected in the salary and benefit line items in each service unit's budget. FULL TIME EQUIVALENTS (FTE'S) 2008 STAFF 2009 STAFF SERVICE UNIT ALLOCATION ALLOCATION NET CHANGE 211 21.35 21.36 .01 215 .30 .30 .00 232 35.39 35.01 (.38) 233 8.71 8.43 (.28) TOTAL 65.75 65.10 (.65) Preliminary Budget • City Management - 55 BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 211 Wastewater Collection $4,214,551 $4,674,375 $3,429,556 $4,636,000 $4,953,411 106.0 106.9 213 Drainage 357,588 300,000 263,882 262,720 0 0 0 215 Rudkin Road 98,916 100,812 74,742 99,589 76,762 76.1 77.1 232 Wastewater Treatment 4,488,218 4,764,091 3,539,357 4,768,375 5,011,526 105.2 105.1 233 Wastewater Pre - Treatment 730,232 906,686 546,124 816,400 856,861 94.5 105.0 645 Interfund Distribution 6,019,206 5,903,755 3,740,666 6,039,582 5,984,616 101.4 99.1 646 Interfund Payments 0 0 0 0 0 TOTAL EXPENDITURES $15,908,713 $16,649,719 $11,594,327 $16,622,666 $16,883,176 101.4 101.6 REVENUE SUMMARY BY SERVICE UNIT 211 Wastewater Collection $12,388,447 $12,772,000 $9,377,167 $12,806,000 $13,246,000 103.7 103.4 213 Drainage 0 0 0 0 0 215 Rudkin Road 31,208 23,380 23,781 26,466 23,280 99.6 88.0 218 Capital Improvement 935,675 950,000 734,160 950,000 750,000 79.0 79.0 232 Wastewater Treatment 1,508,882 1,653,070 1,146,536 1,697,927 1,783,593 107.9 105.1 233 Wastewater Pre - Treatment 623,472 613,500 510,998 626,000 658,500 107.3 105.2 645 Interfund Distribution 38,640 84,930 38,640 38,640 238,641 281 617.6 699 General Revenues 2,394,164 1,933,011 2,034,205 2,027,277 1,552,345 80.3 76.6 TOTAL REVENUES $17,920,490 $18,029,891 $13,865,489 $18,172,311 $18,252,359 101.2 100.4 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 3,323,301 3,580,947 2,445,051 3,390,548 3,711,865 103.7 22.0 200 Personnel Benefits 1,078,595 1,170,033 770,220 1,121,410 1,261,419 107.8 7.5 SUB -TOTAL SALARIES AND BENEFITS 4,401,896 4,750,980 3,215,271 4,511,958 4,973,285 104.7 29.5 300 Supplies 505,234 540,250 426,105 580,391 593,275 109.8 3.5 400 Other Services And Charges 805,811 840,072 635,935 863,762 856,414 102.0 5.1 500 Intergov Svcs /Other Interfund 7421,296 7525,406 4,888,968 7,767,841 7,476,940 99.4 44.3 600 Capital Outlays 57,387 30,000 20,432 64,500 45,000 150.0 0.3 700 Debt Service 719,458 886,499 728,908 757,701 779,076 87.9 4.6 900 Interfund Payment For Svcs 1,997,632 2,076,512 1,678,708 2,076,512 2,159,186 104.0 12.8 TOTAL EXPENDITURES $15,908,713 $16,649,719 $11,594,327 $16,622,666 $16,883,176 101.4 100.0 56 - City Management • Preliminary Budget WASTEWATER OPERATING FUND FINANCIAL DATA $20,000,000 — — $4,000,000 • — $3,500,000 $15,000,000 — • $3,000,000 • - $2,500,000 $10,000,000 •, • — $2,000,000 • — $1,500,000 $5,000,000 — — $1,000,000 $500,000 $0 $0 2004 Actual 2005 Actual 2006 Actual 2007 Actual 2008 Estimate 2009 Proposed am= Revenues $15,535,299 $15,664,587 $15,913,340 $15,511,412 $16,160,533 $16,702,714 =Expenditures $14,065,083 $15,974,475 $16,581,913 $15,908,713 $16,622,666 $16,883,176 —Beg Bal $1,917,324 $3,387,540 $3,077,652 $2,409,079 $2,011,778 $1,549,645 —X —End Bal $3,387,540 $3,077,652 $2,409,079 $2,011,778 $1,549,645 $1,369,183 WASTEWATER OPERATING FUND 2009 BUDGET — $16,883,176 Interfund 7.55% $1,274,844 Utility Tax 11.71 $1,976,400 O &M 45.30 $7,647,316 p Capital Transfer 1 902,8 $2,902,850 Debt Service 1825% $3,081,766 Note: Capital Transfer includes $500,000 transfer for Utility Services System. EXPLANATORY NARRATIVE DEPARTMENTAL Account 100 Salary — The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Preliminary Budget • City Management — 57 Account 200 Personnel Benefits — The personnel benefit accounts include rate increases for medical insurance of 5.5 %, industrial insurance of 10 %, along with the normal roll -ups related to base wage adjustments, while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. SERVICE UNIT 211 — WASTEWATER COLLECTION The tasks assigned to collection system personnel include: cleaning and maintaining over 330.9 miles of sanitary wastewater lines, maintaining 11 lift stations, infiltration reduction through slip - lining and rehabilitation of manholes, root control program, assisting other City divisions with street improvement projects, and emergency response throughout the system. The City's AIMMS (Automated Inventory and Maintenance Management System) program is utilized to track all emergency callouts and all maintenance activity. From this information, a "hot spots" list and map are created. Extra emphasis maintenance is scheduled to prevent additional emergencies in those identified areas. Most of these "hot spots" are maintained twice yearly, with a few requiring more frequent work (up to six times per year). The pretreatment fat, oil, grease control (FOG) program and the collection system root control program are beginning to decrease the need for maintenance in many of the "hot spots." Preventative maintenance of all pipes is scheduled and recorded using AIMMS. A goal of five years has been set as the longest time between routine maintenance of pipes. Much of the pipe in the system requires more frequent maintenance. Staff continually evaluates the scheduled frequency and adjusts as appropriate. To cover "hot spots" as well as "routine" maintenance to achieve the five -year goal, collection staff needs to maintain a minimum of 220 -miles (1.16 million feet) of pipe each year. Through September, 2008, staff cleaned 812,043 feet of pipe (hydro cleaned 767,008 ft, rodded 45,035 ft) compared to the 1,261,098 feet of pipe cleaned in the same time frame in 2007. The slight decrease in the amount of pipe cleaned from last year is due to sufficient crew time dedicated to Stormwater activities. The majority of the collection crew's time is spent on the "hot spot" portions of the system and doing "routine" maintenance of all pipes not included in a "hot spot." However, members of this team perform several other tasks. One crew spends approximately 50% of its time maintaining the lift stations throughout the system (Rudkin Road Lift Station is not included in their duties) and 20% dye /smoke testing. The crew also spent 534 man -hours and 381 equipment hours thus far in 2008 maintaining our flow monitoring equipment. Emergency call -outs are another task we perform. Thus far during 2008, there have been 9 emergency call outs that were the City's responsibility, all of which were root - related problems. These emergencies took a total of 45 man -hours and 27 equipment- hours, 15.5 of which was on overtime. Since these overtime man -hours are "On Call" time, when an employee gets called out they get paid for a minimum of 2 hours, whether they work two hours or not. Also, there have been 24 emergency call outs that were the customer's responsibility this year, all of which were caused by plugged laterals. These emergencies took a total of 90 man -hours (46 of which were on overtime) and 48 equipment- hours. The efforts of the Collection Crews continue to decrease the number of emergency callouts. Other tasks include cleaning out the drains at the City's Public Works garage that has consumed 87 man -hours and 75 equipment -hours for the collection crews. Other duties include assisting neighboring Wastewater districts and contractors, TV inspection of the collection system and of new developer construction, and locating stubs. 57,290 feet of pipe has been Tv'ed in 2008 to date as part of the crew's routine inspection program aimed at identifying 58 — City Management • Preliminary Budget problem areas such as voids within pipes, infiltration, etc. A total of 753.5 man -hours and equipment -hours have been recorded for this activity. In addition, 17,456 feet has been Tv'ed for new construction inspections utilizing 119 hours for both man -power and equipment usage. 18 man - hours and equipment -hours have been spent in smoke and dye testing to see if buildings are hooked up to the Wastewater system. We continue to aggressively pursue infiltration control and are experiencing positive results of this program. The City has put together a manhole rehabilitation program in which the older brick manholes are relined with fiber - impregnated cementatous grout, effectively sealing all cracks and voids within the existing deteriorated mortar. In addition, the City also performs "cured in place pipe (CIPP) repair." The CIPP process is useful for the permanent repair of cracks or voids in sewer pipes, without having to excavate the pipe for replacement. Both processes have proven to be quite effective in reducing infiltration. Thus far in 2008, staff has invested 207 man -hours and equipment - hours rehabilitating 23 manholes. In addition, 8 CIPP repair projects were conducted for a total of 32 feet of pipe using 96 man -hours and equipment- hours. YAKIMA DOMESTIC WASTEWATER COLLECTION INVENTORY IN LINEAL FEET DIAMETER 6" TO 12" >12" TO 18" > 18" TO 27" >27" TO 48" TOTAL 2007 1,481,319 121,625 92,331 29,395 1,724,670 2008 1,492,680 122,400 101,831 29,395 1,746,306 Increase 11,361 775 9,500 0 21,636 Account 100 Salaries and Wages — The $103,212 or 9.4% increase from 2008 amended budget of $1,096,469 to 2009 proposed budget of $1,199,681 is due to the general wage increase. Account 200 Personnel Benefits — This line item reflects an increase of $33,537 or 9.1% from amended budget 2008 of $369,742 to budget 2009 of $403,279. The personnel benefit account includes rate adjustments as outlined in the above general notes. Account 300 Supplies — The 2008 amended budget of $130,150 increased to $137,500 or 5.6% in the 2009 budget. Increases include inflated fuel costs. Materials and repair of equipment utilized by our Infiltration and In -flow Reduction Program, in -situ pipe repair, and items such as hose are included in this account. This account also includes purchases of all repair parts such as bearings and seals for pumps and replacement equipment costing under $5,000. Account 400 Other Service and Charges — The 2009 budget of $70,894 is $12,536 or 21.5% above the 2008 amended budget of $58,358. Increases in utility and communication costs are the primary cause of this increase. Miscellaneous charges are mainly related to per diem costs at training sessions. Account 430 Transportation /Training — The following table lists all of the anticipated off -site training functions to be attended by Wastewater Division personnel for 2009. The costs associated with these activities are budgeted in Service Units 211 ($1,800), 232 ($5,000) and 233 ($500). Preliminary Budget • City Management — 59 ORGANIZATION MEETINGS STAFF ATTENDING Wastewater Operators of Washington Annual Training Workshop in Four Division Members (WOW) Washington State Northwest Bio- solids Association Annual Convention and Workshops Two Division Members Annual Meeting and Semi - Annual Business Sessions Pacific Northwest Clean Water Annual Conference Four Division Members Association (PNCWA) American Public Works Association Pollution Control Workshops Staff working with pollution control as (APWA) related to Wastewater Treatment Water Pollution Control Federal Annual Workshop Held in Wastewater Collection Specific Training (WPCF) Washington Four Division members to attend Pretreatment Specific Seminars Held in the Near Northwest at One to two staff members to attend Various Times and Locations The 2009 budget is the same as the 2008 budget level. Account 530 State /County Taxes — The state excise tax applied to Wastewater revenues is budgeted in this account. The 2009 budget of $120,000 is $5,000 or 4.3% above the 2008 amended budget of $115,000. Account 540 Interfund Taxes and Assessment — The 2008 amended budget of $1,832,260 was increased to $1,884,200 or 2.8% in the 2009 budget. Account 640 Capital Outlay — $15,000 was budgeted for capital outlay in 2008 and was increased to $30,000 for the 2009 budget. This will be used to continue the purchase of safety - related equipment for confined space entry, and necessary equipment for Wastewater maintenance activities. Account 950 Garage (ReplacementlO&M) — This account reflects a decrease of $24,664 or -14.6% from the 2008 amended budget of $169,107 to the 2009 budget of $144,443. Garage O &M and replacement contributions for this service unit are included in this account. Changes in Garage O &M costs were adjusted due to reallocation of equipment to other service units per actual use. Account 960 Interfund Insurance Services — The rates were adjusted to more accurately reflect historical claim experience. Revenue — See 473 Revenue Chart in the beginning of this section. Summary — The 2009 proposed budget of $4,953,411 for Wastewater Collection reflects an increase of $279,036 or 6.0% from the 2008 amended budget of $4,674,375. This increase is due to a general wage increase and increased fuel and utility costs. 60 — City Management • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $881,498 $1,057,469 $701,683 $963,500 $1,159,585 109.7 120.4 120 Overtime 16,844 20,000 5,212 10,000 20,000 100.0 200.0 130 Special Pay 18,213 19,000 14,453 19,000 20,096 105.8 105.8 140 Retirement /Term Cashout 3,089 0 0 0 0 Total 919,645 1,096,469 721,348 992,500 1,199,681 109.4 120.9 200 Personnel Benefits 200 Personnel Benefits 295,376 368,242 234,595 346,788 401,779 109.1 115.9 280 Clothing And Miscellaneous 1,596 1,500 1,088 1,500 1,500 100.0 100.0 Total 296,973 369,742 235,683 348,288 403,279 109.1 115.8 300 Supplies 310 Office & Operating Supplies 31,344 40,000 74,295 35,000 40,000 100.0 114.3 320 Fuel Consumed 38,051 60,150 44,539 70,150 75,000 124.7 106.9 350 Small Tools And Equipment 77 10,000 46 2,500 2,500 25.0 100.0 3G0 Grouting Chemicals 13,997 20,000 14,317 20,000 20,000 100.0 100.0 Total 83,469 130,150 133,198 127,650 137,500 105.7 107.7 400 Other Services And Charges 410 Professional Services 8,981 6,000 14,078 20,000 6,000 100.0 30.0 420 Communications 6,939 8,074 4,876 8,074 8,267 102.4 102.4 430 Transportation /Training 1,682 1,800 1,296 1,800 1,800 100.0 100.0 440 Advertising 0 200 0 200 200 100.0 100.0 450 Operating Rentals & Leases 0 2,000 0 2,000 2,000 100.0 100.0 470 Public Utility Services 24,710 31,183 16,360 31,392 33,527 107.5 106.8 480 Repairs And Maintenance 12,589 6,000 29,395 40,000 16,000 266.7 40.0 490 Miscellaneous 2,525 3,100 2,135 4,100 3,100 100.0 75.6 Total 57,427 58,358 68,140 107,566 70,894 121.5 65.9 500 Intergovernmental Services 530 State /County Taxes & Assmt 102,705 115,000 76,844 115,000 120,000 104.4 104.4 540 Taxes And Assessments 1,785,060 1,832,260 1,350,366 1,845,600 1,884,200 102.8 102.1 Total 1,887,766 1,947,260 1,427210 1,960,600 2,004,200 102.9 102.2 640 Machinery And Equipment 13,428 15,000 0 42,000 30,000 200.0 71.4 900 Interfund Payment For Svcs 950 Interfund Opt Rental & Lease 141,521 169,107 127,017 169,107 144,443 85.4 85.4 960 Interfund Insurance Services 287,650 306,699 306,699 306,699 322,034 105.0 105.0 990 Interfund Admin Charges 526,674 581,590 410,261 581,590 641,380 110.3 110.3 Total 955,845 1,057396 843,977 1,057396 1,107857 104.8 104.8 Total Expenditures - Sry Unt 211 $4,214,551 $4,674,375 $3,429,556 $4,636,000 $4,953,411 106.0 106.9 Revenues 340 Charges For Goods & Services $12,337,960 $12,772,000 $9,361,718 $12,776,000 $13,226,000 103.6 103.5 360 Miscellaneous Revenues 50,487 0 15,449 30,000 20,000 66.7 Total Revenues - Sry Unt 211 $12,388,447 $12,772,000 $9,377,167 $12,806,000 $13,246,000 103.7 103.4 Preliminary Budget • City Management - 61 SERVICE UNIT 215 — RUDKIN ROAD PUMP STATION Through August, 2008, total flow at Rudkin Road is down 7.4% from last year. For budget purposes, we project no change for total flow from 2008 to 2009. 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 215 Million Gallons /Yr. Pumped Yakima 516 510 510 Union Gap 250 240 240 Total Million Gallons /Yr. Pumped 766 750 750 Pumping Costs * $98,916 $99,589 $76,762 Cost Per Million Gallons Pumped $129 $133 $102 Debt Service and Coverage $3,032 $153 $0 * See Wholesale Rate, Debt Service, and Reserve Contribution Determination. 1¢ of Operations and Maintenance Resources treats 7.6 gallons of wastewater in 2009. Account 100 Salaries and Wages — The 2009 budget of $18,633 is $857 or 4.8% greater than the 2008 amended budget of $17,776 is due to the general wage increase. Account 200 Personnel Benefits — The 2009 budget of $6,062 is $691 or 12.9% greater than the 2008 budget of $5,371. Account 950 Garage (ReplacementlO&M) — This account reflects a decrease of $27,847 or -94.2% from the 2008 budget of $29,563 to the 2009 budget of $1,716. Changes in Garage O &M costs were adjusted due to reallocation of equipment to other service units per actual use. Account 960 Interfund Insurance Services — This contribution to the Risk Management Fund will continue to be adjusted in the future to more accurately reflect the City's past years' actual claims experience and potential for major future losses. Revenue — Revenues are received from the City of Union Gap to cover the following expenditures: (a) O &M costs (allocated to Union Gap on a pro -rata basis of flow), and (b) Debt service (which is contractually allocated in Yakima 42.30 %, and in Union Gap 57.70 %). (See 473 Revenue Chart in general narrative section at beginning.) Summary — The O &M expenditures for this account reflect a decrease of $22,827 or -22.9% from the 2008 year -end estimate of $99,589 to the 2009 budget of $76,762. 62 — City Management • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $15,589 $16,176 $12,062 $15,954 $17033 105.3 106.8 120 Overtime 1,427 1,600 822 1,600 1,600 100.0 100.0 Total 17,016 17,776 12,884 17,554 18,633 104.8 106.2 200 Personnel Benefits 5,121 5,371 4,152 5,371 6,062 112.9 112.9 300 Supplies 310 Office & Operating Supplies 802 2,500 579 1,500 2,500 100.0 166.7 320 Fuel Consumed 1,725 1,820 0 1,820 2,275 125.0 125.0 Total 2,527 4,320 579 3,320 4,775 110.5 143.8 400 Other Services And Charges 420 Communications 321 332 210 332 332 100.0 100.0 470 Public Utility Services 16,563 17,011 12,163 17,011 18,109 106.5 106.5 480 Repairs And Maintenance 0 500 0 500 500 100.0 100.0 Total 16,884 17,844 12,372 17,844 18,941 106.2 106.2 900 Interfund Payment For Svcs 950 Interfund Opt Rental & Lease 32,644 29,563 22,171 29,563 1,716 5.8 5.8 960 Interfund Insurance Services 11,740 12,518 12,518 12,518 13,144 105.0 105.0 990 Interfund Admin Charges 12,984 13,420 10,066 13,420 13,490 100.5 100.5 Total 57,368 55,501 44,755 55,501 28,350 51.1 51.1 Total Expenditures - Sry Unt 215 $98,916 $100,812 $74,742 $99,589 $76,762 76.1 77.1 Revenues 340 Charges For Goods & Services $31,208 $23,380 $23,781 $26,466 $23,280 99.6 88.0 Total Revenues - Sry Unt 215 $31,208 $23,380 $23,781 $26,466 $23,280 99.6 88.0 SERVICE UNIT 218 - CAPITAL IMPROVEMENT / LID REVENUE Account 370 ProprietarylTrust, Gains and Other Revenues - The 2009 proposed budget of $750,000 is an anticipated decrease of $200,000 in Wastewater Connection Charges from that of $950,000 in the 2008 budget. This revenue stream will ultimately be redistributed either to the 476 Fund (Wastewater Construction Fund) or the 478 Fund (Wastewater Facility Project). It should be noted that the Apple Tree Debt Service Fund 485 was paid off in its entirety in 2008. Revenue - See 473 Revenue Chart in the beginning of this section. Summary - Revenue from the adopted Wastewater Connection Charge Program will be collected into the 473 Fund (per legal counsel and bond counsel recommendation) and subsequently redis- tributed to the 476 and 478 Capital Funds. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 370 Prop /Trust Gains & Other $935,675 $950,000 $734,160 $950,000 $750,000 79.0 79.0 TOTAL REVENUES - SRV UNT 218 $935,675 $950,000 $734,160 $950,000 $750,000 79.0 79.0 Preliminary Budget • City Management - 63 SERVICE UNIT 232 - WASTEWATER TREATMENT Service Unit 232 includes the operation and maintenance costs of the Treatment Facility in the Wastewater Operating Fund (473). Approximately 3.9 billion gallons of sewage is treated annually at the Treatment Facility. An excess of 1,010 complete laboratory tests are required to be performed in an average month. This number is expected to continue to increase due to mandated increased Pretreatment (See Service Unit 233). The laboratory has been accredited to perform most, but not all, metals and organic pollutant analysis in the parts per billion thresholds. The facility's rated hydraulic capacity in our NPDES permit is 21.5 million gallons per day (mgd) based on ammonia removal. Our rated capacity under this permit is based on engineering studies discussed in the 2004 Facility Plan. During 2008, the average daily flow during the peak month (August) was 11.58 -mgd. The highest daily flow for 2008 was 12.49 -mgd on August 25. This is significantly below 1996 when the average day peak month was 18.19 -mgd and peak day was 19.52 -mgd. This reduction is due to reductions in both infiltration (groundwater leaking into Wastewaters) and in -flow (illegal connections to Wastewater). Through August, 2008, total flow to the facility is down 5.0% from 2007. We project flow to remain at this level in 2009. During this same time period, Biochemical Oxygen Demand (BOD) has increased 10.6 %, and Total Suspended Solids (TSS) has increased 8.6 %. (The above amounts do not include loading from Del Monte). 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 232 Billion Gallons /Yr. Treated 3.9 3.8 3.8 Laboratory Tests /Month 1,010 1,100 1,150 Permitted Hydraulic Capacity (Av. day peak month) 21.5 21.5 21.5 Average Day Peak Month 12.77 11.58 13.00 of Permit Capacity 59.4 53.9 60.5 Peak Day 13.39 13.59 13.59 Lbs. of Organic Pollutants Treated (BOD) 8,690,154 9,000,000 9,200,000 Permitted BOD Loading (Average Day /Max. Month) 53,400 53,400 53,400 Actual Load Average Day /Max. Month 26,252 26,600 27,000 Permit Capacity 49.2 49.9 50.6 Lbs. of Total Suspended Solids (TSS) 7099,855 7,400,000 7,400,000 Permitted SS Loading (Average Day /Max. Month) 38,600 38,600 38,600 Actual Load Average Day /Max. Month 20,663 21,000 22,000 Permit Capacity 53.5 54.4 57.0 Bio- solids (Dry Tons) 1,627 1,650 1,675 Treatment Costs $4,488,218 $4,768,375 $5,011,526 Flow Treated (mg) 3,898 3,800 3,800 Cost Per Million Gallons Treated * $1,151 $1,255 $1,319 Total Facility Debt Service * $2,564,904 $2,438,232 $2,704,513 * See Wholesale Rate, Debt Service, and Reserve Contribution Determination. 1¢ of Operations and Maintenance Resources treats 8.7 gallons of wastewater in 2009. 64 - City Management • Preliminary Budget Account 100 Salaries and Wages — The $83,012 or 4.3% increase from the 2008 amended budget of $1,940,933 to the 2009 budget of $2,023,945 is due a 0.44 increase in FTE's and previously noted general increases in salary and longevity. The 2009 budget of $65,000 for overtime will remain the same from the 2008 budget. Overtime is chiefly required to cover two situations: to minimally staff the treatment facility during Holidays and to minimally staff the plant during graveyard shift when the scheduled personnel enjoy their vacation benefits. However, some overtime has been associated with the construction project due to interruptions of normal treatment processes. Account 200 Personnel Benefits — The $70,495 or 11.5% budget increase from the 2008 amended budget of $615,151 to $685,646 for the 2009 budget reflects the general adjustments noted above. Account 300 Supplies — The 2009 proposed budget of $435,000 is $41,820 (10.6 %) higher than the 2008 amended budget of $393,180. Expensive maintenance, repair requirements and operating expenditures will be, and are being, experienced as the facility ages and additional equipment is installed. A preventative maintenance system has been in place (AIMMS) for several years with the same previous goal of preventing major avoidable equipment failure. Small problems are exposed and repaired before major trouble occurs. This account is used for the purchase of materials utilized in maintenance repairs and operations such as seals, bearings and small motors, in addition to purchases of paint, oil, grease, etc. The increase in this account reflects the cost of diesel fuel for the bio- solids handling (front end loader) and transport (trucking) equipment, and fuel oil for the emergency generator and the boilers in case the digester - produced gas cannot meet demand during very cold weather. Also included in the account is the chemical budget. The high cost of chemicals is due to the use of magnesium hydroxide to facilitate alkalinity, hardness, and odor concerns. Chemical costs also include purchases of chlorine (disinfection), sulfur dioxide (dechlorination), sodium hypochlorite and caustic soda, and Bioxide (odor control), and polymer (bio- solids management). The use of polymer and odor control chemicals has increased due to the inclusion of the Del Monte wastewater into the Treatment Facility. We have found that the addition of Del Monte load has significantly increased our solids and the use of odor control chemicals, while at the same time lowered the efficiency of the dewatering process. Account 400 Other Services and Charges — $733,411 is budgeted in this line for 2009, a decrease of $3,868 ( -0.5 %) from the 2008 amended budget of $737,279. This element provides funds for some laboratory analysis in regard to bio- solids management, limited professional consulting services, and legal consultation with regards to permit and water quality regulations. Having funds available for short term, specific professional assistance have complemented and enhanced efforts in resolving operational, design and mechanical difficulties. General environmental legal analysis is also paid from this line. This may include regulatory consultation for limited discharge permit issues. This element also includes Communications, Travel and Training, Public Utilities, and our Ecology Discharge permit. Account 500 Intergovernmental Services — This element includes State /County Taxes and Assessments and Residual Equity Transfers. This line item reflects state excise tax on Wastewater revenues. The 2009 budget is equal to the 2008 budget of $175,000. An allocation of this tax expense is not passed on to our wholesale customers, Union Gap and Terrace Heights. Account 950 Interfund OPT Rentals and Leases — Garage and O &M and replacement are budgeted in this line according to the Fleet Manager's recommendation. 2009 fleet O &M costs have increased Preliminary Budget • City Management — 65 $39,607 to $104,762 (60.8 %) from the 2008 budget of $65,155. Changes in Garage O &M costs were adjusted due to reallocation of equipment from other service units per actual use. Account 960 Interfund Insurance Services - This contribution to the Risk Management Fund will continue to be adjusted in the future to more accurately reflect the City's past years' actual claims experience and potential for major future losses. WHOLESALE RATE, DEBT SERVICE, AND RESERVE CONTRIBUTION DETERMINATION 2009 WASTEWATER TREATMENT PLANT OPERATIONAL COST FOR WHOLESALE RATE CALCULATION SERVICE UNIT 2008 AMENDED 2009 ESTIMATE 232 Treatment (State Tax is not included) $4,768,375 $5,011,526 Per the 1997 Settlement Agreement, wholesale billing to Union Gap and Terrace Heights are based upon their respective loadings to the treatment facility. Each year, the operating and maintenance expense is divided into Hydraulic (20 %), BOD (40 %), and SS (40 %) components. The divided ex- pense is further allocated to each customer based upon their actual loading. The 2007 actual, pro- jected 2008, and estimated 2009 percent allocations are indicated on the following table. 2007 2008 2009 ACTUAL % PROJECTED % ESTIMATED Million Gallons Treated (Total) 3,918 3,825 3,800 Yakima ( %) 3,498 89.4 3,415 89.3 3,390 89.2 Union Gap ( %) 250 6.4 240 6.3 240 6.3 Terrace Heights ( %) 170 4.3 170 4.4 170 4.5 BOD Treated (lbs.) (Incl. D.M.) 9,428,267 10,028,295 10,100,000 Yakima ( %) 8,848,887 93.8 9,382,695 93.6 9,445,000 93.5 Union Gap ( %) 347,002 3.7 365,000 3.6 370,000 3.7 Terrace Heights ( %) 232,378 2.5 280,600 2.8 285,000 2.8 TSS Treated (lbs.) (Incl. D.M.) 7355,017 7504,000 7,600,000 Yakima ( %) 6,834,054 92.9 6,977,337 93.0 7,073,000 93.1 Union Gap ( %) 272,387 3.7 253,000 3.4 253,000 3.3 Terrace Heights ( %) 248,576 3.4 273,663 3.6 274,000 3.6 SHARED DEBT SERVICE 2008 2009 TERRACE TOTAL TOTAL YAKIMA UNION GAP HEIGHTS Allocation, % 87.9% 8.1% 4.0% Treatment Debt Service 2,438,232 2,704,513 2,377,267 219,066 108,180 Treatment Cash Contribution 81,000 40,000 TOTAL 300,066 148,180 CAPITAL RESERVE (CONTRIBUTIONS INTO 472 FUND YEARLY - $ 1 50,000) TERRACE YAKIMA UNION GAP HEIGHTS Allocation, % 87.9% 8.1% 4.0% Charge, Per Month $10,987 $1,013 $500 TOTAL $131,850 $12,150 $6,000 NOTE: The percentages presented are based on contractual allocations. 66 - City Management • Preliminary Budget Summary - The 2009 proposed budget of $5,011,526 represents a $243,151 or 5.1% increase over the 2008 year -end estimate of $4,768,375. Major factors contributing to the adjustment are the general wage increase, benefit increase, and chemical and power costs associated with treatment of Del Monte wastewater. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $1,739,547 $1,823,933 $1,319,795 $1,808,983 $1,958,945 107.4 108.3 120 Overtime 73,914 65,000 42,497 65,000 65,000 100.0 100.0 140 Retirement /Term Cashout 17,955 52,000 50,522 50,522 0 0.0 0.0 Total 1,831,417 1,940,933 1,412,814 1,924,505 2,023,945 104.3 105.2 200 Personnel Benefits 200 Personnel Benefits 593,026 615,151 429,853 617,641 685,646 111.5 111.0 280 Clothing And Miscellaneous 3,730 3,300 1,909 3,300 3,300 100.0 100.0 Total 596,756 618,451 431,761 620,941 688,946 111.4 111.0 300 Supplies 310 Office & Operating Supplies 202,273 163,259 147,054 200,000 200,000 122.5 100.0 320 Fuel Consumed 27,322 57,000 32,140 65,000 70,000 122.8 107.7 350 Small Tools And Equipment 1,821 10,000 1,346 5,000 10,000 100.0 200.0 3C0 Chemicals 161,259 162,921 99,592 162,921 155,000 95.1 95.1 Total 392,674 393,180 280,132 432,921 435,000 110.6 100.5 400 Other Services And Charges 410 Professional Services 27,191 25,000 17353 25,000 25,000 100.0 100.0 420 Communications 14,682 14,829 11,124 15,300 15,671 105.7 102.4 430 Transportation /Training 5,060 5,000 2,381 5,000 5,000 100.0 100.0 440 Advertising 100 500 100 500 500 100.0 100.0 450 Operating Rentals & Leases 2,146 1,550 1,693 3,000 3,000 193.6 100.0 470 Public Utility Services 528,616 574,300 398,849 528,560 562,040 97.9 106.3 480 Repairs And Maintenance 19,636 20,000 24,161 30,000 20,000 100.0 66.7 490 Miscellaneous 17,136 14,500 13,089 16,800 16,500 113.8 98.2 4D0 Doe W/W Discharge Pmt Fee 75,452 81,600 72,117 81,600 85,700 105.0 105.0 Total 690,019 737279 540,868 705,760 733,411 99.5 103.9 530 State /County Taxes & Assmt 154,711 175,000 119,129 175,000 175,000 100.0 100.0 640 Machinery And Equipment 0 10,000 20,432 20,000 10,000 100.0 50.0 900 Interfund Payment For Svcs 950 Interfund Opt Rental & Lease 56,205 65,155 48,865 65,155 104,762 160.8 160.8 960 Interfund Insurance Services 252,427 269,144 269,144 269,144 282,601 105.0 105.0 990 Interfund Admin Charges 514,009 554,950 416,212 554,950 557,861 100.5 100.5 Total 822,641 889,249 734,221 889,249 945,224 106.3 106.3 TOTAL EXPENDITURES - SRV UNT 232 $4,488,218 $4,764,091 $3,539,357 $4,768,375 $5,011,526 105.2 105.1 REVENUES 340 Charges For Goods & Services $1,423,808 $1,568,670 $1,064,853 $1,611,050 $1,696,216 108.1 105.3 360 Miscellaneous Revenues 6,897 6,200 3,506 8,700 9,200 148.4 105.8 370 Prop /Trust Gains & Other 78,177 78,200 78,177 78,177 78,177 100.0 100.0 TOTAL REVENUES - SRV UNT 232 $1,508,882 $1,653,070 $1,146,536 $1,697,927 $1,783,593 107.9 105.1 Preliminary Budget • City Management - 67 SERVICE UNIT 233 — PRETREATMENT The City of Yakima's Wastewater Division's Pretreatment Program is a requirement of the City's wastewater discharge (National Pollution Discharge Elimination System - NPDES) permit as issued by the Department of Ecology (Ecology). Pretreatment staff currently includes one Pretreatment Supervisor, two Pretreatment Crew Leaders, three Pretreatment Technicians and one Environmental Compliance Specialist. The objective of the Pretreatment Program is to protect the publicly owned treatment works (POTW) from pollutants discharged by businesses and industries that can cause equipment damage, interference of plant processes, or pass through into the receiving waters. Other objectives include improving opportunities to recycle and reclaim wastewater, to protect bio- solids reuse options, and to protect the health of the employees at the POTW. The objectives are achieved by regulating discharges from industries using Federal, State, and local limits, the more stringent being defined as Pretreatment Standards under Section 307 (d) of the Clean Water Act. The City of Yakima is a fully delegated Pretreatment Program responsible for the control of wastewater discharges of all industrial users of its wastewater treatment and disposal system pursuant to requirements set forth in 40 CFR Part 403, Chapter 90.48 RCW, Chapters 173 -208 WAC, 173 -216 WAC, 173 -201A WAC and 173 -240 WAC and the City's NPDES permit. A condition of § S6.A.1.b. of the City's NPDES permit requires the issuance of industrial waste discharge permits to all significant industrial users, SIU's, as defined in 40 CFR 403.3 (t)(i)(ii) contributing to the treatment system from within the City's jurisdiction. Further duties include monitoring, sampling, and inspecting all significant industrial users ( SIU's) and minor industrial users ( MIU's) discharging to the City's POTW. The City of Yakima recognizes 27 SIU's and approximately 470 MIU's. In addition, the City samples and monitors wastewater from Union Gap and Terrace Heights. Of the 27 SIU's, the Pretreatment Program has performed compliance inspections on 20 of the facilities to date and will sample all of the SIU's a minimum of one time during 2008 as required by the City's NPDES permit. In addition, the Pretreatment Program has sampled and inspected approximately 290 of the MIU's. Each SIU is regulated through the issuance of a wastewater discharge permit. The City of Yakima is currently managing permits originally issued by Ecology until the City can write and issue permits of their own. The Pretreatment Program has issued a total of 10 of the 27 industrial wastewater discharge permits to date. Two wastewater discharge permits have been issued in 2008 and with an additional two permits ready for public notice in the near future. In order to meet the requirements of the NPDES permit, an Environmental Compliance Specialist was hired in August of 2008 to assist in the writing and issuance of the wastewater discharge permits to the remaining SIU's. This position was originally proposed and approved by City Council with the adoption of the 2000 Facility Plan as the "Permit Writer." We have delayed filling this position until we had a better understanding of the duties and obligations delegated to the City. We also changed its title to "Environmental Compliance Specialist" to truly reflect the position's expected job duties. With the full delegation of the Pretreatment Program, the responsibilities of the Pretreatment Supervisor (formerly the Environmental Analyst) have increased considerably with less time available to write and issue permits. The City anticipates issuing the remainder of the industrial wastewater discharge permits by the end of 2009. In addition to permit writing, the Environmental Compliance Specialist performs a variety of complex and specialized functions including reviewing the City's NPDES permit to ensure compliance with Ecology's reporting obligations. The position is also responsible for assisting in the updating of the Wastewater Divisions safety manual, O &M Manual, Spill Prevention Plan and other related documents. 68 — City Management • Preliminary Budget The City continues to monitor businesses and industries for fat, oil and grease (FOG). Heavy FOG concentrations have the potential to cause Wastewater back -ups within the collection system, causing flooding of wastewater into residential homes and businesses. It also interferes with the treatment process at the POTW. The City spends an average annual amount of $300,000 to combat the problems associated with FOG's. The program focuses on educating and reinforcing best management practices (BMP's) to kitchen personnel, particularly with the managers. Wastewater discharges are sampled for FOG's, to ensure grease traps or oil interceptors are being cleaned on a regular basis and that the FOG concentrations are below the local discharge limit. Our goal is to inspect and test each food establishment at least once every quarter. The efforts of the Pretreatment Program have begun to really pay off. The number of grease related sewer back-ups has decreased significantly since Pretreatment began emphasizing Best Management Practices to the food service establishments (FSE). This increased emphasis began around 2003 and 2004. Data from emergency grease related sewer back -ups indicate a marked decrease in the number of grease related incidents. In 2004, there were 54 grease related sewer back -ups. As of September 30, 2008, there were no sewer back-ups caused by grease. Another indicator of the success of the FOG program is the reduction in the number of FOG violations issued to food service establishments. In 2004, 25% of wastewater samples from FSE's exceeded the City's local limit. In 2008, only 11% of FOG samples were in non- compliance. In January of 2008, Yakima City Council approved a FOG surcharge to be assessed to industrial and commercial accounts exceeding the local FOG limit of 100 mg /L. It is anticipated that the introduction of the FOG surcharge adds further incentive for the businesses to quickly and effectively reduce the amount of FOG being discharged to the City's POTW. To ensure that dischargers that violate the City's Wastewater Use and Pretreatment Ordinance are brought back into compliance in a consistent and timely manner, the Pretreatment Program continues to follow and implement its Enforcement Response Plan (ERP). The ERP is a guidance document that provides a menu of graduated enforcement options to assist City personnel in deciding on appropriate enforcement actions taken towards industries. Year to date for 2008, the Pretreatment Program enforcement towards businesses and industries include: FOG Violations > Issued thirteen (13) warning letters > Issued one Notice of Violation (NOV) > Issued one Final NOV > Issued one Administrative Order with an Administrative Penalty of $250 pH Violations > Issued four (4) warning letters > Issued one Final NOV Stormwater Violations > Issued one NOV to a business for discharging stormwater to the sanitary sewer Slugload Violations > Issued one warning letter > Issued one NOV Preliminary Budget • City Management — 69 The City's NPDES permit also requires Whole Effluent Toxicity (WET) tests, both acute and chronic, to be conducted during Spring /Summer and Summer /Fall when fruit processing is occurring. This is due to the types of chemicals typically used by the fruit industries. The tests utilize Ceriodaphnia dubia to monitor for levels of toxicity within the effluent by its effect on the Ceriodaphnia s survival and reproduction. An outside Lab is contracted to conduct such tests as required by Ecology. Pretreatment further monitors other industrial and commercial dischargers to the POTW for toxic substances to minimize and ultimately eliminate such discharges from reaching the receiving waters of the State. Account 100 Salaries and Wages — The $56,163 or -10.7% decrease shown in the 2009 budget of $469,606 from the 2008 amended budget of $525,769 reflects the decrease of 0.28 FTE's. Account 200 Personnel Benefits — The $13,338 or -7.6% decrease from the 2008 amended budget of $176,469 to the 2009 budget of $163,131 reflects the decrease of 0.28 FTE's. Account 400 Other Services and Charges — The 2009 budget is $33,168, $6,575 more than in the 2008 amended budget of $26,593. The increase from the previous year is to conduct a toxicity identification /reduction evaluation (TI /RE) as a requirement of the City's NPDES permit. Toxicity was detected during the fruit - processing months of 2007 with the City's chronic Whole Effluent Toxicity (WET) tests. As a result, the City is obligated, through additional testing, to identify the source and reduce or eliminate its effect on the receiving water. Account 640 Capital Outlay — The 2009 budget of $5,000 is the same as the 2008 budget level. ITEM COST FUNDING SOURCE JUSTIFICATION Wastewater Samplers $5,000 Operating Funds Additional equipment to be used by additional staff to Replacement fulfill NPDES permit requirements and grease control program. Account 950 Interfund Opt Rentals and Leases — Fleet O &M and replacement expenses are budgeted at $12,356 for a 2009 increase of $1,100 or 9.8% above the 2008 budget of $11,256. Changes in Garage O &M costs were adjusted due to reallocation of equipment from other service units per actual use. Account 960 Interfund Insurance Services — This contribution to the Risk Management Fund will continue to be adjusted in the future to more accurately reflect the City's past years' actual claims experience and potential for major future losses. Revenue — Revenue is generated through the City's authority as a delegated Pretreatment Program to assess wastewater discharge permit fees from the industries. Council adopted the fee structure to be reduced to 90% of Ecology's annual fee schedule Chapter 173 -224 WAC effective January 15, 2008. In addition to permit fees, revenue is received from pretreatment program charges to minor (MIU's) and significant (SIU's) industrial users, Terrace Heights and Union Gap. Revenue for 2009 reflects one year's fees for all customers and is estimated at $658,500. Summary — The 2009 budget of $856,861 is an increase of $40,461 or 5.0% greater than the 2008 year -end estimate of $816,400. The increase is mainly due to the increase with the general wage, personnel benefits, fuel, and outside lab costs. 70 — City Management • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $406,961 $524,969 $296,862 $455,190 $468,806 89.3 103.0 120 Overtime 799 800 314 800 800 100.0 100.0 140 Retirement /Term Cashout 2,624 0 0 0 0 Total 410,384 525,769 297175 455,990 469,606 89.3 103.0 200 Personnel Benefits 200 Personnel Benefits 136,045 175,869 97773 146,211 162,531 92.4 111.2 280 Clothing And Miscellaneous 507 600 518 600 600 100.0 100.0 Total 136,552 176,469 98,291 146,811 163,131 92.4 111.1 300 Supplies 310 Office & Operating Supplies 4,829 5,500 7,129 8,000 5,500 100.0 68.8 320 Fuel Consumed 6,904 6,600 5,067 8,000 10,000 151.5 125.0 350 Small Tools And Equipment 7,068 250 0 250 250 100.0 100.0 3C0 Chemicals 0 250 0 250 250 100.0 100.0 Total 18,801 12,600 12,196 16,500 16,000 127.0 97.0 400 Other Services And Charges 410 Professional Services 17,718 20,000 10,274 25,000 25,000 125.0 100.0 420 Communications 2,585 2,843 2,003 3,343 3,418 120.2 102.3 430 Transportation /Training 74 500 0 500 500 100.0 100.0 440 Advertising 228 500 897 1,000 1,500 300.0 150.0 480 Repairs And Maintenance 0 750 0 750 750 100.0 100.0 490 Miscellaneous 1,336 2,000 1,381 2,000 2,000 100.0 100.0 Total 21,940 26,593 14,554 32,593 33,168 124.7 101.8 540 Taxes And Assessments 79,071 85,890 68,152 87,640 92,200 107.4 105.2 640 Machinery And Equipment 0 5,000 0 2,500 5,000 100.0 200.0 900 Interfund Payment For Svcs 950 Interfund Opt Rental & Lease 3,631 11,256 8,442 11,256 12,356 109.8 109.8 960 Interfund Insurance Services 2,936 3,131 3,131 3,131 3,287 105.0 105.0 990 Interfund Admin Charges 56,917 59,980 44,183 59,980 62,113 103.6 103.6 Total 63,484 74,367 55,756 74,367 77,756 104.6 104.6 TOTAL EXPENDITURES - SRV UNT 233 $730,232 $906,686 $546,124 $816,400 $856,861 94.5 105.0 REVENUES 320 Licenses And Permits $623,472 $613,500 $510,998 $626,000 $658,500 107.3 105.2 TOTAL REVENUES - SRV UNT 233 $623,472 $613,500 $510,998 $626,000 $658,500 107.3 105.2 SERVICE UNIT 645 - INTERFUND DISTRIBUTION The following table details the changes that have occurred in this account from 2007 through the proposed 2009 budget. This table includes Public Works Trust Fund, Supporting Investments in Economic Development (SIED) Fund, and Revenue Bond activity under "Debt Service." Preliminary Budget • City Management - 71 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET Debt Service * $2,938,377 $2,772,723 $3,039,250 Utility Services System 0 250,000 500,000 Operating Transfer to Capital (476/478) 2,132,135 1,964,009 1,442,516 Connection Charge Transfer to (476/478) 720,612 800,000 750,000 Terrace Heights Debt Coverage Contrib.* (478) 40,000 40,000 40,000 Union Gap Debt Coverage Contributions* (478) 56,232 81,000 81,000 Wastewater Treatment Plant Reserve (472) 131,850 131,850 131,850 TOTAL $6,019,206 $6,039,582 $5,984,616 * Union Gap and Terrace Heights have agreed to participate in debt service "coverage" costs as part of the "Settlement Agreement" The revenues (shown in the 232 narrative) are transferred to the 478 Fund for Treatment Facility improvements; thus, the expenditure is shown here. DEPT 473 SEWER OPERATING (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 500 Intergovernmental Services 550 Interfund Subsidies $4,437357 $4,050,536 $2,527,531 $4,318,212 $4,292,024 106.0 99.4 560 Interfund Transfers 42,516 42,516 16,875 42,516 42,516 100.0 100.0 5C0 Con Charge Transfers 720,612 800,000 400,000 800,000 750,000 93.8 93.8 5T0 Debt Coverage Transfer TH 40,000 40,000 40,000 40,000 40,000 100.0 100.0 5U0 Debt Coverage Transfer UG 59,264 84,204 27,353 81,153 81,000 96.2 99.8 Total 5,299,749 5,017,256 3,011,758 5,281,881 5,205,540 103.8 98.6 780 Intergovernmental Loans 671,209 817354 703,459 701,772 726,910 88.9 103.6 830 Debt Service - External Ltd -Int 48,248 69,145 25,449 55,929 52,166 75.4 93.3 TOTAL EXPENDITURES - SRV UNT 645 $6,019,206 $5,903,755 $3,740,666 $6,039,582 $5,984,616 101.4 99.1 REVENUES 360 Miscellaneous Revenues $5,701 $51,991 $5,701 $5,701 $5,702 11.0 100.0 380 Nonrevenues 32,939 32,939 32,939 32,939 32,939 100.0 100.0 390 Other Financing Sources 0 0 0 0 200,000 TOTAL REVENUES - SRV UNT 645 $38,640 $84,930 $38,640 $38,640 $238,641 281.0 617.6 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $2,409,078 $1,905,311 $2,011,777 $2,011,777 $1,549,645 81.3 77.0 360 Miscellaneous Revenues (19,814) 27,700 12,428 5,500 2,700 9.8 49.1 390 Other Financing Sources 4,900 0 10,000 10,000 0* 0.0 TOTAL REVENUES - SRV UNT 699 $2,394,164 $1,933,011 $2,034,205 $2,027,277 $1,552,345 80.3 76.6 72 - City Management • Preliminary Budget CITY OF /(,[j:///W/ CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: ACTING WASTEWATER MANAGER: Wastewater Capital Reserves - 472 Scott Schafer DEFINITION This fund is used for expenditures that are required for the purpose of moderate level replacement, capital repair or capital improvements to the Wastewater Treatment Facility. The service units in this division are: SERVICE UNIT 218 - CAPITAL IMPROVEMENT SERVICE UNIT 238 - CAPITAL IMPROVEMENT SERVICE UNIT 645 - INTERFUND DISTRIBUTION SERVICE UNIT 699 - GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 218 Capital Improvement $19,620 $50,000 $22,073 $50,000 $50,000 100.0 100.0 238 Capital Improvement 0 670,000 175,089 670,000 0 TOTAL EXPENDITURES $19,620 $720,000 $197162 $720,000 $50,000 6.9 6.9 REVENUE SUMMARY BY SERVICE UNIT 238 Capital Improvement $19,430 $18,150 $12,600 $18,150 $18,150 100.0 100.0 645 Interfund Distribution 131,850 131,850 131,850 131,850 131,850 100.0 100.0 699 General Revenues 754,088 826,088 885,747 887,747 319,747 38.7 36.0 TOTAL REVENUES $905,368 $976,088 $1,030,197 $1,037,747 $469,747 48.1 45.3 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 400 Other Services And Charges 19,620 50,000 22,073 50,000 50,000 100.0 100.0 600 Capital Outlays 0 670,000 175,089 670,000 0 TOTAL EXPENDITURES $19,620 $720,000 $197,162 $720,000 $50,000 6.9 100.0 Preliminary Budget • City Management - 73 EXPLANATORY NARRATIVE The 2008 year -end balance is estimated at $317,747. Revenues for 2009 are estimated at $152,000, consisting of interest and contributions from Yakima, Union Gap, and Terrace Heights. Estimated expenditures for 2009 are $50,000. This consists of an unassigned appropriation of $50,000 for contingency. The 2009 year -end balance is estimated to be $419,747, an increase of $102,000 from the 2008 year -end balance. SERVICE UNIT 218 - CAPITAL IMPROVEMENT Account 480 Repair and Maintenance - The 2009 budget of $50,000 is a contingency for major facility repairs, industrial coating, or minor equipment replacement. Account 650 Capital Outlays - No additional funds were budgeted for 2009 construction projects. (J ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 480 Repairs And Maintenance $19,620 $50,000 $22,073 $50,000 $50,000 100.0 100.0 TOTAL EXPENDITURES - SRV UNT 218 $19,620 $50,000 $22,073 $50,000 $50,000 100.0 100.0 SERVICE UNIT 238 - CAPITAL IMPROVEMENT Account 340 Charges for Services - This account reflects the contribution from Terrace Heights and Union Gap to the Facility Reserve Fund ($18,150 per year). See Capital Contribution under 473 budget, Service Unit 232. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 650 Construction Projects $0 $670,000 $175,089 $670,000 $0 TOTAL EXPENDITURES - SRV UNT 238 $0 $670,000 $175,089 $670,000 $0 REVENUES 340 Charges For Goods & Services $19,430 $18,150 $12,600 $18,150 $18,150 100.0 100.0 TOTAL REVENUES - SRV UNT 238 $19,430 $18,150 $12,600 $18,150 $18,150 100.0 100.0 SERVICE UNIT 645 - INTERFUND DISTRIBUTION Account 390 Other Revenue Sources - The 2008 revenue consists of $131,850, which is the City of Yakima's share to the yearly fund contribution of $150,000. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 390 Other Financing Sources $131,850 $131,850 $131,850 $131,850 $131,850 100.0 100.0 TOTAL REVENUES - SRV UNT 645 $131,850 $131,850 $131,850 $131,850 $131,850 100.0 100.0 74 - City Management • Preliminary Budget SERVICE UNIT 699 — GENERAL REVENUES Account 360 Miscellaneous Revenue - Interest from investments $2,000. Summary - The 2009 proposed expenditure budget of $50,000 consists of an unassigned appropriation of $50,000 for repairs, capital rehabilitation or other special projects. The expenditures from this fund are intended to maintain existing treatment capabilities, not for capacity expansion. The annual revenue to this fund is made up of contributions by Yakima, Union Gap and Terrace Heights totaling $150,000, and $2,000 interest on investments - a grand total revenue of $152,000. By year -end, the 2009 fund balance is estimated to be $419,747. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 270 Beginning Balance $752,088 $824,088 $885,747 $885,747 $317,747 38.6 35.9 360 Miscellaneous Revenues 2,000 2,000 0 2,000 2,000 100.0 100.0 TOTAL REVENUES - SRV UNT 699 $754,088 $826,088 $885,747 $887,747 $319,747 38.7 36.0 Preliminary Budget • City Management - 75 CITY OF /� CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: ACTING WASTEWATER MANAGER: Wastewater Collection System Project Scott Schafer Fund — 476 DEFINITION The 476 Fund serves to provide resources for Wastewater System planning and collection system capital improvements. These efforts consist of capital projects to reduce or eliminate in -flow and infiltration, assist with financing of new trunk construction to accommodate service area growth, upgrading capacity of collection lines where needed, installation of new collection systems into select neighborhoods, and replacement of deteriorated pipes. As the rate of inflation for the entire Division continues to outpace the growth in revenue, the ability to make transfers from the Operating to the Capital funds is diminished. Even with increased rates budgeted, Capital transfers from the 473 Wastewater Operating Fund into this Fund remain the same for 2009 as in 2008. The 2008 year -end balance is estimated to be $2,003,216. The 2009 revenues are estimated at $1,391,350. Estimated expenditures for 2009 are $2,220,000. The 2009 year -end balance is estimated at $1,174,566, a decrease of $828,650 from year -end 2008 levels. The service units in this division are: SERVICE UNIT 218 — CAPITAL IMPROVEMENT SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 218 Capital Improvement $2,793,253 $2,115,000 $173,808 $831,000 $2,220,000 105.0 267.2 REVENUE SUMMARY BY SERVICE UNIT 218 Capital Improvement $1,253,500 $1,436,350 $1,237,250 $1,897,750 $1,386,350 96.5 73.1 699 General Revenues 2,471,218 1,381,178 928,088 936,466 2,008,216 145.4 214.5 TOTAL REVENUES $3,724,718 $2,817,528 $2,165,338 $2,834,216 $3,394,566 120.5 119.8 76 — City Management • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 400 Other Services And Charges 1,928 35,000 34,372 31,000 20,000 57.1 0.9 600 Capital Outlays 2,791,325 2,080,000 139,436 800,000 2,200,000 105.8 99.1 TOTAL EXPENDITURES $2,793,253 $2,115,000 $173,808 $831,000 $2,220,000 105.0 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 218 — CAPITAL IMPROVEMENT Account 410 Professional Services — The 2009 professional services budget of $20,000 is for unanticipated or unforeseen expenditures that might arise. Account 600 Capital Outlay — The 2009 construction budget of $2,200,000 consists of the following: Continued construction of West Nob Hill Sewer Main Project 1977 - $400,000; Congdon Sewer Main Project 2228 - $750,000; Neighborhood Wastewater Improvements Project 2234 - $380,000; Simpson Lane LID Project 2215 - $220,000; Speedway /Race Street Interceptor Project 2264 - $200,000; unassigned construction projects - $200,000; and other miscellaneous improvements and projects - $50,000. FUND 476 - SEWER CONSTRUCTION 2009 CAPITAL BUDGET P1911 Wastewater Evaluation Study $20,000 P1977 West Nob Hill Sewer Main 400,000 P2215 Simpson Lane LID 220,000 P2228 Congdon Sewer Main 750,000 P2234 Neighborhood Wastewater Improvements 380,000 P2264 Speedway /Race St (engineering design) 200,000 Various Construction Repairs 250,000 TOTAL SEWER CONSTRUCTION $2,220,000 Revenue / Service Units 218 & 699 — The anticipated 2008 year -end balance in the 476 Fund is $2,003,216. Revenues for 2009 include a $921,000 capital transfer from 473 Wastewater Operating Fund; $115,350 Public Works Trust Fund loan from the Department of Community Development for River Road Interceptor Project 2128; and an estimated $5,000 investment /reserve interest. The Wastewater Connection Charge (WCC) is divided between the 476 Fund and 478 Fund. For 2009, $350,000 of the WCC revenue is being transferred to this Fund. Summary — The majority of capital expenses will be used for the Congdon Sewer main and Neighborhood Wastewater Improvements. Projected revenue for 2009 is $1,391,350 derived from a PWTF loan, Wastewater operations transfer, WCC transfer, and interest from investments. The 2008 year -end cash balance is $2,003,216. The estimated 2009 year -end balance of $1,174,566 reflects a decrease of $828,650 or 41.37% from the 2008 year -end balance of $2,003,216. Through enactment and timely updates of the Wastewater Connection Charge and Cost of Service Evaluation, the City will be better positioned to continue financial assistance with the development of community and homeowner Wastewater extensions to service new and existing neighborhoods. Preliminary Budget • City Management — 77 Continued development pressure in the West Yakima urban areas continues to increase the demand for Wastewater trunkage and LID participation to the City (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 410 Professional Services $1,928 $35,000 $34,372 $31,000 $20,000 57.1 64.5 600 Capital Outlays 620 Buildings 0 0 0 0 0 630 Impr Other Than Building 500 50,000 172 50,000 50,000 100.0 100.0 650 Construction Projects 2,790,825 2,030,000 139,264 750,000 2,150,000 105.9 286.7 Total 2,791,325 2,080,000 139,436 800,000 2,200,000 105.8 275.0 TOTAL EXPENDITURES - SRV UNT 218 $2,793,253 $2,115,000 $173,808 $831,000 $2,220,000 105.0 267.2 REVENUES 390 Other Financing Sources $1,253,500 $1,436,350 $1,237250 $1,897,750 $1,386,350 96.5 73.1 TOTAL REVENUES - SRV UNT 218 $1,253,500 $1,436,350 $1,237250 $1,897,750 $1,386,350 96.5 73.1 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHANGE % CHANGE 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUE DETAIL ACTUAL BUDGET 09/30/07 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $2,431,604 $1,376,178 $931,466 $931,466 $2,003,216 145.6 215.1 360 Miscellaneous Revenues 39,614 5,000 (3,378) 5,000 5,000 100.0 100.0 TOTAL REVENUES - SRV UNT 699 $2,471,218 $1,381,178 $928,088 $936,466 $2,008,216 145.4 214.5 78 — City Management • Preliminary Budget CITY OF y� CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: ACTING WASTEWATER MANAGER: Wastewater Facilities Project Fund — 478 Scott Schafer DEFINITION The Yakima Wastewater Facilities Project Fund serves to direct funds and provide payments for costs associated with the planning, installation, rehabilitation, expansion and modification of the Wastewater Treatment Facility and the Rudkin Road Lift Station. This fund channels resources for mandated treatment work, expansion and rehabilitation outlined in the adopted Facilities Plan, Bio- solids Management Plan, and other planning documents. The 2009 budget includes significant continued expenditures for the first phase of mandated facility rehabilitations and professional services related to monitoring and mitigation of other construction in the vicinity of the Treatment Facility. As discussed in the narrative for the 473 Wastewater Operating Fund, in 2008 the City issued a $5.5 million Revenue Bond for capital improvements to the Wastewater Treatment Plant (WWTP). Therefore, the 2008 year -end balance is estimated to be $3,177,482. The 2009 revenues are estimated at $1,161,000. Estimated expenditures for 2009 are $3,285,000. The 2009 year -end balance is estimated at $1,053,481, a decrease of $2,124,001, or 66.8 %, from the 2008 year -end balance that will be utilized to continue the facility's capital program. The service units in this division are: SERVICE UNIT 218 — CAPITAL IMPROVEMENT SERVICE UNIT 238 — CAPITAL IMPROVEMENT SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 238 Capital Improvement $6,044,548 $7,187,473 $3,076,865 $6,445,000 $3,285,000 45.7 51.0 REVENUE SUMMARY BY SERVICE UNIT 218 Capital Improvement $151 $1,000 $0 $1,000 $1,000 100.0 100.0 238 Capital Improvement 3,117876 7,911,467 7193,842 8,262,142 1,115,000 14.1 13.5 699 General Revenues 4,260,860 2,071,329 1,376,466 1,359,340 3,222,482 155.6 237.1 TOTAL REVENUES $7378,888 $9,983,796 $8,570,308 $9,622,482 $4,338,482 43.5 45.1 Preliminary Budget • City Management — 79 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 400 Other Services And Charges 5,313 35,000 9,281 45,000 205,000 585.7 6.2 600 Capital Outlays 6,039,235 7152,473 3,067584 6,400,000 3,080,000 43.1 93.8 TOTAL EXPENDITURES $6,044,548 $7187473 $3,076,865 $6,445,000 $3,285,000 45.7 100.0 EXPLANATORY NARRATIVE The majority of the capital budget is for construction of facility improvements. Projected revenue for 2009 is $1,161,000 derived from CCRC, WCC, contract, operations transfers, and investment interest, and Terrace Heights /Union Gap local share of cash. The 2008 year -end cash balance is estimated to be $3,177,482. The 2009 expenditures are estimated to be $3,285,000 with a 2009 year end balance estimated at $1,053,481. SERVICE UNIT 218 — CAPITAL IMPROVEMENT Account 340 Charges for Services — Capital Cost Recovery Charge (CCRC) revenues are reflected in this line. There are only $1,000 of 2009 CCRC revenue estimated this year; this revenue is slowly disappearing because the Wastewater Connection Charge (WCC) Program replaced the CCRC program revenues. WCC revenue goes directly into the 473 Wastewater Operating Fund and is then transferred to either the 476 Wastewater Collection System Project Fund or 478 Wastewater Facilities Project Fund. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 340 Charges For Goods & Services $0 $1,000 $0 $1,000 $1,000 100.0 100.0 370 Prop /Trust Gains & Other 151 0 0 0 0 TOTAL REVENUES - SRV UNT 218 $151 $1,000 $0 $1,000 $1,000 100.0 100.0 SERVICE UNIT 238 — CAPITAL IMPROVEMENT Account 410 Professional Services — The 2009 budget of $205,000 is for: Services related to the Counties Floodplain Management Plan Project 2101: $20,000; NPDES /TMDL Services Project 2267: $25,000; WW Comprehensive Plan update Project 2268: $150,000; and un- obligated professional services: $10,000. Account 650 Construction Projects — The 2009 expenditure budget is presently set at $3,080,000 and is entirely for the continued construction of Capital Facilities Improvements Project 2221 (Final SCADA Tip Out) - $2,500,000; Project 2223 (DAFT Retrofit) - $250,000; and Project 2254 (Security Upgrades) - $200,000 (see Policy Issue); Project 2255 (Pretreatment Offices) - ($40,000); Project 2206 (Bioxide project) $40,000; Project 2256 (Magnesium Tank relocation)- $50,000 mandated by our NPDES permit, rehabilitation, and growth requirements. 80 — City Management • Preliminary Budget FUND 478 - WASTEWATER FACILITY PROJECT 2009 CAPITAL BUDGET Professional Services $10,000 P2101 SR 24 Levy Setback (Gap to Gap levee setback participation) 20,000 P2206 Bioxide (chemical treatment for Odor) 40,000 P2221 Final SCADA (tip out old communications system) 2,500,000 P2223 DAFT Retrofit (repair thickening process for biosolids) 250,000 P2254 Security Upgrade * (additional security gate and lighting) 200,000 P2255 Pretreatment Offices (build offices in existing Storage bldg.) 40,000 P2256 Magnesium Tank (purchase and relocate Mag. Tank) 50,000 P2267 NPDES /TMDL (permit and water clean up plan participation) 25,000 P2268 WW Comprehensive plan update (begin the 2010 plan update) 150,000 TOTAL WASTEWATER FACILITY PROJECT $3,285,000 * Please see Budgeted Policy Issue Account 390 Other Financing Sources - The 2009 estimate of $1,115,000 consists of debt coverage participation of $81,000 from Union Gap and $40,000 from Terrace Heights; PWTF Loan* - $115,000; Capital and Connection Charges transfers from the 473 Wastewater Operating Fund will be $400,000 and $479,000 respectively for 2009. * A PWTF application was submitted to the Public Works Board in 2006 for a construction loan. The application was approved by the board and legislature and awarded in 2007. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 410 Professional Services $5,313 $35,000 $9,281 $45,000 $205,000 585.7 455.6 600 Capital Outlays 620 Buildings 0 60,000 58,823 60,000 40,000 66.7 66.7 630 Impr Other Than Building 0 0 0 0 200,000 640 Machinery And Equipment 0 0 0 0 50,000 650 Construction Projects 6,039,235 7092,473 3,008,761 6,340,000 2,790,000 39.3 44.0 Total 6,039,235 7,152,473 3,067,584 6,400,000 3,080,000 43.1 48.1 TOTAL EXPENDITURES - SRV UNT 238 $6,044,548 $7,187,473 $3,076,865 $6,445,000 $3,285,000 45.7 51.0 REVENUES 370 Prop /Trust Gains And Other $0 $0 $36,007 $36,007 $0 * 380 Nonrevenues 0 5,500,000 5,500,982 5,500,982 0 390 Other Financing Sources 3,117,876 2,411,467 1,656,853 2,725,153 1,115,000 46.2 40.9 TOTAL REVENUES - SRV UNT 238 $3,117,876 $7,911,467 $7193,842 $8,262,142 $1,115,000 14.1 13.5 SERVICE UNIT 699 - GENERAL REVENUES Account 360 Miscellaneous Revenue - Due to reserves, interest revenues of $45,000 are estimated for 2009. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $4,154,126 $2,011,329 $1,334,340 $1,334,340 $3,177,482 158.0 238.1 360 Miscellaneous Revenues 106,734 60,000 42,126 25,000 45,000 75.0 180.0 TOTAL REVENUES - SRV UNT 699 $4,260,860 $2,071,329 $1,376,466 $1,359,340 $3,222,482 155.6 237.1 Preliminary Budget • City Management - 81 CITY OF /� CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: SURFACE WATER ENGINEER: Stormwater — 441 Randy Meloy DEFINITION The functions of this division include the responsibilities and obligations set forth by the City's Eastern Washington Phase II Municipal Stormwater Permit and the State mandated Underground Injection Control (UIC) Program (WAC 173 -218). The Federal and State mandated responsibilities include collecting, transporting, and treatment of surface water (stormwater) to protect the environment, public health and welfare, and assess and comply with regulatory agency requirements. DISCUSSION Stormwater Operations has focused on locating, cleaning, assessing the condition of and inventorying the City's Stormwater infrastructure components. The goal is to complete the process for nearly 1,400 catch basins in 2008. This mammoth undertaking is necessary to meet requirements of both the City's Eastern Washington Phase II Municipal Stormwater Permit and the Underground Injection Control Program. In addition, the City will benefit in the long -run by being able to provide drainage information to other utilities and contractors, hopefully preventing future damage to the system. Prior to cleaning, the pipes often appear to be abandoned due to debris that has clogged them shut. Many of the pipes that had connected catch basins to small drainage systems have been crushed or removed during both public and private constructive activities. With no formal system containing information as to their location, they cannot be located prior to work being done. The catch basins are in much the same condition, packed with debris containing garbage, tree roots, grass and dirt. The work has proven to be time - consuming and several previously unknown lines and basins have been found through the dedicated work of City staff. A budget policy issue for 2009 recommends additional field personnel to address the inventory work necessary to meet the mandated registration of all UIC wells by February, 2011. The inventory work may be accomplished by postponing the hiring of pre- treatment positions and using additional sewer collections employees and equipment to assist with the cleaning and inventory program. The pre- treatment personnel will be necessary to address the illicit detection program as required under our stormwater permit; however, it is recommended that, since the adoption of the illicit discharge and detection ordinance is scheduled for late summer 2009, the filling of these positions be programmed for 2010. Routine preventative maintenance on sewer lines is critical to the protection of the City's sewer collection system and ultimately ensures the safety of the community which requires that the sewer collections staffing levels be maintained in future years. Minor operational repairs were made to 60 locations; most of the repairs (51) were completed during a one -month time period. Work completed included replacing broken grates, curb sections, 82 — City Management • Preliminary Budget and inlet repair. Staff is compiling a list of infrastructure that will require repair /replacement or additional cleaning such as root removal. The existing stormwater utility rates included only limited funding of these activities for 2008 and 2009. Future maintenance of the stormwater system will include a scheduled cleaning of the system based on annual accumulation of debris, neighboring land uses and impacts from the volume of traffic on the street. Filtering systems may be necessary on some of the catch basins. Best Management Practices have not been clearly defined as to where filters will be recommended nor have the maintenance and replacement schedules for the filters. In 2009, the City will continue to work with the Regional Stormwater Group to meet the mandates set by the National Pollutant Discharge and Elimination System (NPDES) Permit. Tasks for 2009 include annual reports; public education and outreach; illicit discharge detection and elimination; spill recording and reporting; beginning to develop pollution prevention and good housekeeping measures; and monitoring and program evaluation. In addition, the Cities and County must determine whether the Regional Stormwater approach will continue through years 4 and 5 of the Permit. A utility rate structure for 2010, based on Council direction, will be developed mid -2009. The service units in this division are: SERVICE UNIT 213 - SURFACE DRAINAGE COLLECTION SERVICE UNIT 645 - INTERFUND DISTRIBUTIONS AUTHORIZED PERSONNEL 2008 2009 Cuss 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1272 Wastewater Manager .00 .12 .10 11107 Engineering Chief Engineer .00 .05 .03 1271 City Engineer .00 .00 .05 3130 Development Engineer .00 .00 .02 3115 Project Engineer .00 .15 .00 7123 Department Assistant II .00 .20 .20 8312 WW Treatment Plant Operator II .00 .02 .00 8313 WW Treatment Plant Operator III .00 .02 .02 8321 Laboratory Technician .00 .10 .10 8322 Pretreatment Technician (1 new position - .5 yr) .00 1.00 .00 8323 Pretreatment Crew Leader (1 new position - .5 yr) .00 1.00 .00 8732 Sewer Maint Specialist II (1 new position - .75 yr) .00 1.30 5.00 8733 Sewer Maint Crew Leader (1 new position - .75 yr)) .00 1.10 2.25 10601 Engineering Contract Specialist .00 .05 .02 11102 Utility Engineer (.5 new position) .00 .55 .50 11106 Surface Water Engineer .00 1.00 1.00 13201 Sewer Maintenance Supervisor .00 .15 .15 15104 Pretreatment Supervisor .00 .05 .02 15301 Laboratory Coordinator .00 .10 .00 8326 Chemist .00 .00 .05 8324 Environmental Compliance Specialist .00 .00 .05 TOTAL PERSONNEL (I) .00 6.96 9.56 (1) Please see Policy Issue regarding personnel staffing levels for 2009. Preliminary Budget • City Management - 83 BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 213 Drainage $0 $860,506 $390,980 $627,948 $1,166,938 135.6 185.8 645 Interfund Distribution 0 260,000 100,000 243,000 635,000 244.2 261.3 TOTAL EXPENDITURES $0 $1,120,506 $490,980 $870,948 $1,801,938 160.8 206.9 REVENUE SUMMARY BY SERVICE UNIT 213 Drainage $0 $1,131,000 $827,251 $1,121,000 $1,795,000 158.7 160.1 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 0 343,162 211,180 349,315 513,942 149.8 28.5 200 Personnel Benefits 0 121,779 60,123 121,778 185,613 152.4 10.3 SUB -TOTAL SALARIES AND BENEFITS 0 464,941 271,303 471,093 699,555 150.5 38.8 300 Supplies 0 19,117 9,487 19,117 27,021 141.4 1.5 400 Other Services And Charges 0 59,631 21,285 26,931 56,140 94.1 3.1 500 Intergov Srvcs /Other Interfund 0 518,000 145,083 301,990 865,125 167.0 48.0 600 Capital Outlays 0 5,800 5,560 5,800 6,000 103.5 0.3 900 Interfund Payment For Svcs 0 53,017 38,262 46,017 148,097 279.3 8.2 TOTAL EXPENDITURES $0 $1,120,506 $490,980 $870,948 $1,801,938 160.8 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 213 - SURFACE DRAINAGE COLLECTION Account 100 Salaries and Wages - The estimated 2008 year -end budget is $347,815. The 2009 Projected Budget is $512,442. City Council held public hearings in November, 2007, prior to setting utility rates for 2008 and 2009. Included in the rate structure is a programmed increase in staffing levels. Staff's original recommendation (November, 2007, Table 3) and our current proposal have been detailed in a 2009 Policy Issue. Additional revenue from an Ecology Grant for infrastructure mapping reimburses the City for a portion of the inventory expenses. Account 200 Personnel Benefits - A total of $121,778 is budgeted for 2008. The 2009 Projected Budget is $185,613 and is reflective of the increased staffing levels associated with meeting the mandated elements of the Permit and Regulations. Account 300 Supplies - Estimated fuel costs of $7,021 along with operating supplies of $20,000 are included in the 2009 projected budget of $27,021. Operating supplies are primarily replacement grates and materials to repair /replace broken storm drain infrastructure that present a hazard to the public. Account 400 Other Services and Charges - The 2009 Budget is $56,140. Appoximately $41,500 has been budgeted for professional services, such as contracted repairs to the system, legal, and consulting services required to implement the stormwater permit process and inter -local agreements. The Ecology Discharge Permit ($14,000) is also paid from this account. 84 - City Management • Preliminary Budget Account 500 Intergovernmental Services - This account includes the fees to be paid to Yakima County for providing "Regional" services as included in the inter -local agreement. A budget of $258,000 was proposed for 2008. Grant Funds received to assist with the Regional Stormwater Process reduced the actual expenditures for each agency. The Estimated 2008 Year -End expenses for the City of Yakima are $58,990. Yakima County has projected the 2009 budget for City of Yakima billing and 70% of the Regional Services at $205,000. State /County Taxes for 2009 are $25,125. Account 900 Interfund Payment for Services - The 2009 budget of $148,097 includes the following estimated expenditures - Interfund Insurance Services $25,000; Rental, Maintenance and Operation of Equipment $12,692; Equipment Replacement $50,000; Interfund repairs or maintenance $7,000; and City Services $53,405. The newly - financed stormwater utility may bare some risk management burden related to future localized flooding events. This element will most likely increase in future budget years. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $0 $341,662 $211,003 $347,815 $512,442 150.0 147.3 120 Overtime 0 1,500 177 1,500 1,500 100.0 100.0 Total 0 343,162 211,180 349,315 513,942 149.8 147.1 200 Personnel Benefits 0 121,779 60,123 121,778 185,613 152.4 152.4 300 Supplies 310 Office & Operating Supplies 0 13,500 9,458 13,500 20,000 148.2 148.2 320 Fuel Consumed 0 5,617 28 5,617 7,021 125.0 125.0 Total 0 19,117 9,487 19,117 27,021 141.4 141.4 400 Other Services And Charges 410 Professional Services 0 35,000 4,839 10,000 35,000 100.0 350.0 430 Transportation /Training 0 500 151 500 500 100.0 100.0 470 Public Utility Services 0 131 102 131 140 106.5 106.5 480 Repairs And Maintenance 0 0 0 0 0 490 Miscellaneous 0 6,500 0 4,000 6,500 100.0 162.5 4D0 Doe W/W Dchge Permit Fee 0 17,500 16,194 12,300 14,000 80.0 113.8 Total 0 59,631 21,285 26,931 56,140 94.1 208.5 500 Intergovernmental Services 510 Intergovernment Prof Svc 0 258,000 32,994 43,300 205,000 79.5 473.4 530 State /County Taxes & Assmt 0 0 12,088 15,690 25,125 160.1 Total 0 258,000 45,083 58,990 230,125 89.2 390.1 640 Machinery And Equipment 0 5,800 5,560 5,800 6,000 103.5 103.5 900 Interfund Payment For Svcs 950 Interfund Opt Rental & Lease 0 12,587 9,440 12,587 62,692 498.1 498.1 960 Interfund Insurance Services 0 15,000 15,000 15,000 25,000 166.7 166.7 980 Interfund Garage /Plant Chgs 0 7,000 0 0 7,000 100.0 990 Interfund Admin Chgs 0 18,430 13,822 18,430 53,405 289.8 289.8 Total 0 53,017 38,262 46,017 148,097 279.3 321.8 TOTAL EXPENDITURES - SRV UNT 213 $0 $860,506 $390,980 $627,948 $1,166,938 135.6 185.8 REVENUES 270 Beginning Balance $0 $0 $0 $0 $250,052 330 Intergovernmental Revenues 0 75,000 0 75,000 120,000 160.0 160.0 360 Miscellaneous Revenues 0 1,056,000 827,251 1,046,000 1,675,000 158.6 160.1 TOTAL REVENUES - SRV UNT 213 $0 $1,131,000 $827,251 $1,121,000 $2,045,052 180.8 182.4 Preliminary Budget • City Management - 85 SERVICE UNIT 645 INTERFUND DISTRIBUTION Account 550 Interfund Subsidies — The 2009 budget of $635,000 includes the following: transfer to Equipment Rental to purchase new operating equipment $60,000; capital transfer to Stormwater Capital Fund $350,000 and the initial reimbursement to the Wastewater $200,000 and Street $25,000 Funds. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 550 Interfund Subsidies $0 $260,000 $100,000 $243,000 $635,000 244.2 261.3 TOTAL EXPENDITURES - SRV UNT 645 $0 $260,000 $100,000 $243,000 $635,000 244.2 261.3 Revenue — Total projected revenue for 2009 Stormwater Division is $1,795,000. The projected revenue of $1,675,000 is from stormwater rate of $35 per Equivalent Residential Unit (ERU) per year with an estimated 50,000 billable ERUs, less an allowance for uncollectible accounts of 2 %. This revenue estimate reflects all applicable credits and waivers. In addition, an estimated $120,000 of revenue is expected from Department of Ecology Stormwater Mapping Grant that was awarded in 2008 to the City of Yakima. Seventy -five percent of funds expended for inventory data collection are eligible for reimbursement. Summary — The 2009 estimated year -end balance is projected at $243,114, a decrease of $6,938 from the 2008 year -end balance of $250,052. 86 — City Management • Preliminary Budget CITY OF /,ii„,,, CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: SURFACE WATER ENGINEER: Stormwater Capital — 442 Randy Meloy DEFINITION The 442 Fund serves to provide resources for Surface /Stormwater System planning and collection system capital improvements. These efforts consist of capital projects to enhance the treatment of stormwater to meet permit requirements, reduce or eliminate local flooding, upgrade capacity of collection lines where needed, and replace deteriorated infrastructure. Projects completed during 2008 include drainage system construction near Pear Tree Place, on Poplar View Way and in an alley between 6th and 7th Street along Lincoln and 'D' Street. The 2009 revenues are estimated at $350,000 and are a transfer from the Stormwater Operating Fund (441). Estimated expenditures for 2009 are $325,000. The 2009 estimated year -end balance is $75,813, an increase of $25,000 from the 2008 estimated year -end balance of $50,813. The service unit in this division is: SERVICE UNIT 218 — CAPITAL IMPROVEMENT BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 218 Capital Improvement $0 $175,000 $53,303 $149,187 $325,000 185.7 217.9 REVENUE SUMMARY BY SERVICE UNIT 218 Capital Improvement $0 $200,000 $100,000 $200,000 $350,000 175.0 175.0 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 TOTAL 400 Other Services And Charges 0 25,000 15,382 25,000 25,000 100.0 7.7 600 Capital Outlays 0 150,000 37,921 124,187 300,000 200.0 92.3 TOTAL EXPENDITURES $0 $175,000 $53,303 $149,187 $325,000 185.7 100.0 Preliminary Budget • City Management — 87 EXPLANATORY NARRATIVE SERVICE UNIT 218 — CAPITAL IMPROVEMENT Account 410 Professional Services — The 2009 professional services budget is $25,000. Account 600 Capital Outlay — The 2009 construction budget is $300,000. Coolidge Road ($150,000) and several yet -to -be determined construction projects to repair existing infrastructure, relieve local flooding or enhance treatment will be addressed. Revenue — The 2009 revenue is a $350,000 capital transfer from Stormwater Operating Fund. Summary — Capital funds will be used to repair existing infrastructure, relieve local flooding or enhance treatment. Project revenue for 2009 is $350,000, derived from Stormwater operations transfer. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 410 Professional Services $0 $25,000 $15,382 $25,000 $25,000 100.0 100.0 600 Capital Outlays 630 Impr Other Than Building 0 0 0 5,000 0* 0.0 650 Construction Projects 0 150,000 37,921 119,187 300,000 200.0 251.7 Total 0 150,000 37,921 124,187 300,000 200.0 241.6 TOTAL EXPENDITURES - SRV UNT 218 $0 $175,000 $53,303 $149,187 $325,000 185.7 217.9 REVENUES 270 Beginning Balance $0 $0 $0 $0 $50,813 390 Other Financing Sources 0 200,000 100,000 200,000 350,000 175.0 175.0 TOTAL REVENUES - SRV UNT 218 $0 $200,000 $100,000 $200,000 $400,813 175.0 175.0 88 — City Management • Preliminary Budget CITY OF /� CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: WATER & WORKS IRRIGATION MANAGER: Water — 474 Dave Brown DEFINITION The Water /Irrigation Division is responsible for the delivery of a potable water supply of sufficient quantity and quality to meet domestic, commercial, industrial, irrigation, and fire suppression requirements. Water production varies throughout the year from a low of 8 to a peak of 21 million gallons per day, consumed through approximately 18,500 service installations. Raw water is supplied from the Naches River to the Naches River Water Treatment Plant located at 6390 US Highway 12 and treated to meet state and federal drinking water standards. Emergency supply capabilities are provided by the Kissel, Kiwanis, and Airport wells. There are several issues on the immediate horizon that could have significant economic impacts on the utility: a utility billing program, Safe Drinking Water Act changes, Endangered Species Act (ESA) and State Salmon Recovery Programs, and the Water Efficiency Rules. In cooperation with the Finance Department, Information Systems, Wastewater, and Refuse Divisions, the implementation of a new customer service utility billing system has begun. Several of the chemicals used at the water treatment plant have had significant price increases over the last few years. Caustic Soda used for pH adjustment, Fluoride, Aluminum Sulfate used for coagulation, and salt used to generate chlorine, have increased some 70% over the past five years. These increases have resulted in a higher cost of operation. In an attempt to save chemical costs, the water treatment plant staff has conducted several tests with alternate coagulation chemicals. One of those chemicals, Aluminum Chlorhydrate, has proven to work better than the current coagulant. We are in the process of changing over to this new coagulant chemical. This chemical is not less expensive than the current coagulant but it allows us to save costs in other areas of the treatment process. Safe Drinking Water Act changes include an emphasis on water quality monitoring. The additional monitoring required by the Stage 2 Disinfectant /Disinfectant By- Product Rule (D /DPB) and the Long Term 2 Enhanced Surface Water Treatment Rule (LT2) are to insure compliance with new water quality rules and the types of additional treatment that may be required. Testing conducted so far indicates that the water treatment processes should be capable of treating the water to meet the proposed standards. This testing will continue in 2009. Improvements to the water treatment plant, which were completed in February of 2006, were designed around this new rule. Preliminary Budget • City Management — 89 WATER EFFICIENCY The new water efficiency rules, from HB 1338 Municipal Water Law Bill, implemented in January, 2007, places an emphasis on non - revenue produced water, including implementation of water meter calibration standards. Non - revenue producing water must be less than 10% of the total production and reported annually. In January of 2008, the City Council adopted two water efficiency goals and 6 water efficiency measures. A policy issue has been developed to address several issues concerning the staffing at the water treatment plant (WTP). Over the last few years it has been increasingly difficult to recruit certified personnel to operate the water plant as mandated. This is a nationwide problem. The policy issue rearranges the operators into two classes, WTP Operator II and III. This offers some opportunity for advancement with a higher certification. The policy issue also establishes a WTP Operator I (Operator in Training) position. This allows us to have a trained, certified operator ready for advancement should a position open. REVENUE Revenue for the 474 Water Fund is from the following sources: > Sale of Materials — Meters and meter sets, water main taps and materials sold to other divisions and developers. > Water From Hydrants — Water sold through hydrant meters. > Water Operating Revenue — Water sold through water meters. > Personnel Services — Labor income for installing meters, taps and hydrants. > Interest — Interest earned from investments and contracts. > New Services — New water services sold. > Domestic Connection Charge — Connection fees. > Base Irrigation Charge — Connection fees when using domestic water for irrigation. > Distribution Connection Charge — Connection fees for connecting to the distribution system. SUMMARY The year -end balance for 2008 is estimated at $1,889,503. Revenues for the 2009 budget year are projected at $6,898,837. Estimated expenditures for 2009 are $7,312,616. The cash dependency on beginning cash reserve is $413,779. The service units in this division are: SERVICE UNIT 122 — FIRE SUPPRESSION SERVICE UNIT 129 — FIRE SUPPRESSION ADMINISTRATION SERVICE UNIT 341 — POTABLE WATER DISTRIBUTION SERVICE UNIT 343 — POTABLE WATER SUPPLY SERVICE UNIT 348 — CAPITAL CONSTRUCTION ADMINISTRATION SERVICE UNIT 349 — POTABLE WATER ADMINISTRATION SERVICE UNIT 645 — INTERFUND DISTRIBUTIONS SERVICE UNIT 699 — GENERAL REVENUES 90 — City Management • Preliminary Budget WATER OPERATING FUND $$7,312,616 - TOTAL 2009 E XPENDITURE BUDGET ■Fire Suppression 3.96% 0 Customer Service 7.25% ® City Services :ssss :. \ \ \ ■Fire Administration 4.76% V?? .. � ,Z' \ \ \ \ \ \ \ \ ��•. :: . m ......:::.., o .. ::::::::::::::::•: 0.44 /o ell! Interfund Taxes 0 12.44 /o _ 0 Distribution 0 28.87 /o 1111 •"; iiii iiiiiiiiiiiiiii • I Ill��0,, l .„„,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, I 1 ®Transfer to CIP ' 6.84% III:: /o t i � DLoans/Bonds Repayment I P I 8.02% I1 0 Supply/Treatment 20.39% ® Insurance 2.68% El Water Admin. 0 Capital Construction 3.59% Admin. .76% Note: CIP transfer includes $100,000 for Utility Services System. AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1273 Water and Irrigation Manager .75 .75 .75 11105 Water /Irrigation Engineer .70 .70 .70 13501 Water Distribution Supervisor 1.00 1.00 1.00 15201 Water Treatment Plant Supervisor 1.00 1.00 1.00 8744 Water Distribution Crewleader 3.00 3.00 3.00 8252 Cross - Connection Control Water Meter Crewleader 1.00 1.00 1.00 7151 Water /Irrigation Administrative Specialist 1.00 1.00 1.00 8681 Water /Irrigation Storekeeper .75 .75 .75 8750 Utilities Locator .40 .40 .40 Preliminary Budget • City Management — 91 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 8251 Waterworks Device Technician 2.00 2.00 2.00 8745 Waterworks Drafting /Service Representative 1.00 1.00 1.00 8333 Water Treatment Plant Chief Operator 6.00 6.00 .00 Water Treatment Plant Operator I .00 .00 1.00 ( Water Treatment Operator II & III .00 .00 6.00 ( 8335 Water Quality Specialist 1.00 1.00 1.00 8742 Waterworks Specialist II 5.00 5.00 7.00 8741 Waterworks Specialist I 4.00 4.00 2.00 8741 Waterworks Specialist I Temporary .42 .42 .42 8610 Waterworks Laborer Helper (Temporary) .85 .85 .55 1271 City Engineer .00 .00 .08 ( 11107 Chief Engineer .08 .08 .08 3130 Development Engineer .40 .40 .40 4441 Codes Permit Technician .35 .35 .35 10602 Engineering Office Assistant .08 .08 .08 1275 Deputy Director Comm & Eco Development .10 .10 .00 11104 Engineering Senior Engineer .08 .08 .08 10601 Engineering Contracts Specialist .20 .20 .20 4141 Engineering Construction Inspector .11 .11 .11 TOTAL PERSONNEL 31.27 31.27 31.95 (1) Budgeted Policy Issue to upgrade the Chief Operators to Water Treatment Operator II & III, also added new position of Water Treatment Plant Operator I (Operator in Training). (2) Adds Water /Irrigation portion of the City Engineer. BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 122 Fire Suppression $250,082 $290,569 $202,506 $279,248 $289,642 99.7 103.7 129 Administration 27,463 29,833 21,562 29,833 31,918 107.0 107.0 341 Potable Water Distribution 1,896,578 2,024,665 1,475,433 1,993,119 2,110,656 104.3 105.9 343 Potable Water Supply 1,275,036 1,393,147 942,834 1,321,073 1,491,148 107.0 112.9 348 Capital Improvement 47,591 52,058 37,465 52,358 55,818 107.2 106.6 349 Administration 1,999,980 2,139,458 1,569,117 2,147,283 2,246,681 105 104.6 645 Interfund Distribution 1,097,509 1,374,957 787,686 1,174,960 1,086,752 79.0 92.5 TOTAL EXPENDITURES $6,594,239 $7304,687 $5,036,602 $6,997,875 $7,312,616 100.1 104.5 REVENUE SUMMARY BY SERVICE UNIT 122 Fire Suppression $7874 $5,000 $0 $0 $0 0 341 Potable Water Distribution 6,693,796 6,609,000 4,812,083 6,609,000 6,801,000 102.9 102.9 348 Capital Improvement 84,536 65,000 58,757 67,200 65,000 100.0 96.7 645 Interfund Distribution 10,986 10,987 10,986 10,990 10,987 100.0 100 699 General Revenues 1,686,549 1,489,937 1,902,975 1,911,553 1,622,718 108.9 84.9 Total Revenues $8,483,742 $8,179,924 $6,784,801 $8,598,743 $8,499,705 103.9 98.9 92 - City Management • Preliminary Budget (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YE AR - BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 1,510,978 1,618,508 1,116,540 1,544,902 1,739,368 107.5 23.8 200 Personnel Benefits 510,042 578,298 394,016 564,398 621,078 107.4 8.5 SUB -TOTAL SALARIES AND BENEFITS 2,021,020 2,196,807 1,510,556 2,109,301 2,360,446 107.5 32.3 300 Supplies 602,809 645,008 528,794 637,173 673,500 104.4 9.2 400 Other Services And Charges 500,436 585,838 358,834 569,863 563,837 96.2 7.7 500 Intergov Srvcs /Other Interfund 2,014,953 2,346,084 1,466,123 2,146,084 2,065,631 88.1 28.3 600 Capital Outlays 11,798 15,000 19,872 19,500 17,000 113.3 0.2 700 Debt Service 236,525 238,973 178,145 238,976 235,221 98.4 3.2 900 Interfund Payment For Svcs 1,206,698 1,276,978 974,278 1,276,978 1,396,981 109.4 19.1 TOTAL EXPENDITURES $6,594,239 $7304,687 $5,036,602 $6,997,875 $7312,616 100.1 100.0 WATER OPERATING FUND FINANCIAL DATA $8,000,000 - - $3,000,000 - - _- • $6,000,000 - • _ r - $2,500,000 - $2,000,000 �n $4,000,000 - $1,500,000 - $1,000,000 $2,000,000 - - $500,000 $0 - $0 2004 Actual 2005 Actual 2006 Actual 2007 Actual 2008 Estimate 2009 Proposed Revenues $6,055,418 $5,848,935 $6,528,366 $6,831,147 $6,709,240 $6,898,837 =Expenditures $5,707,158 $6,337,734 $6,990,955 $6,594,239 $6,997,875 $7,312,616 -A-Beg Bal $2,255,723 $2,603,983 $2,115,184 $1,652,595 $1,889,503 $1,600,868 3 *EndBal $2,603,983 $2,115,184 $1,652,595 $1,889,503 $1,600,868 $1,187,089 EXPLANATORY NARRATIVE Projected revenues for 2009 are $6,898,837, up from the 2008 year -end estimate of $6,709,240. The increase is due primarily to an adopted 5.5% revenue rate increase effective January, 2009; however, only a 3% revenue increase has been budgeted. SERVICE UNIT 122 - FIRE SUPPRESSION 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 122 FIRE SUPPRESSION Fire Hydrants Painted 525 667 700 City Fire Hydrants Tested 2,184 2,210 2,210 Nob Hill Water Association Fire Hydrants within City Limits 740 0 (1) 0 (1) Tested Limits Fire Hydrants Repaired 31 25 25 Fire Hydrants Replaced 30 25 25 New Fire Hydrants Installed 20 10 10 (1) Nob Hill Water Association is testing their own fire hydrants. Preliminary Budget • City Management - 93 The 2009 proposed expenditures in this service unit are for fire suppression by addition of new fire hydrants to the system, replacement of existing fire hydrants, and the maintenance, testing and repair of fire hydrants. Account 100 Salaries and Wages — The budget for 2009 is $137,591, up from the 2008 year -end estimate of $133,059, an increase of $4,532 or 3.4 %. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account Account 200 Personnel Benefits — The budget for 2009 is $46,966, up from the 2008 year -end estimate of $46,572, an increase of $394 or 0.9 %. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 300 Office and Operating Supplies — The budget for 2009 is $55,000, the same as the 2008 year -end estimate. Costs of fire hydrants and repair materials continue to increase, which correlates to fewer hydrants being replaced. Account 400 Other Services and Charges — The budget for 2009 is $5,800, down from the 2008 year- end estimate of $6,500, a decrease of $700 or 10.8 %. This account is to pay expenses for pavement and /or concrete restoration required as a result of fire hydrant maintenance, repair, or installation. Account 900 Interfund Payment for Services — The budget for 2009 is $44,286, up from the 2008 year -end estimate of $38,117, an increase of $6,169 or 16.2 %. The details are as follows: 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET Rentals /M &O, Garage ( $11,316 $10,194 $14,111 Rentals/Replacement, Garage (1) 13,500 15,200 17,000 Rentals /M &O, Radios (1) 100 100 300 Rentals for Public Works Complex ( 12,436 12,623 12,875 TOTAL $37,352 $38,117 $44,286 (1) Charges for fire suppression were shifted from service unit 341 starting in 2007 to more accurately reflect actual expenses. ➢ Rentals /Maintenance and Operation Garage — Represents maintenance of the fleet performed by the City Garage. ➢ Rentals /Replacement, Garage — Fleet replacement. For 2009 this line is increased to keep in line with the cost of vehicle replacements. ➢ Rentals /Maintenance and Operation, Radios — Funds ongoing maintenance on the two -way radios service provided by the Public Safety Communication Department. ➢ Account 980 Garage Plant Expenses — Rent for the water distribution facility at the Public Works Complex. 94 — City Management • Preliminary Budget Account 340 Charges for Services - The budget for 2009 is $0. Revenue was collected from Nob Hill Water Association for testing Nob Hill Water fire hydrants within the city limits; however, Nob Hill Water is now testing their own hydrants. Summary - The 2009 proposed budget level of $289,642 is up from the 2008 year -end estimate of $279,248, an increase of $10,394 or 3.7 %. This is due to cost increases in labor, benefits, materials, and retirements. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $122,154 $134,731 $96,590 $127,609 $133,389 99.0 104.5 120 Overtime 3,655 2,500 2,029 2,500 2,500 100.0 100.0 130 Special Pay 1,274 1,450 952 1,450 1,702 117.4 117.4 140 Retirement /Term Cashout 33 3,000 23 1,500 0 0.0 0.0 Total 127,116 141,681 99,594 133,059 137,591 97.1 103.4 200 Personnel Benefits 39,141 50,072 34,006 46,572 46,966 93.8 100.9 310 Office And Operating Supplies 40,516 55,000 38,067 55,000 55,000 100.0 100.0 400 Other Services And Charges 430 Transportation /Training 0 0 40 100 100 * 100.0 480 Repairs And Maintenance 5,844 5,500 1,424 5,500 5,500 100.0 100.0 490 Miscellaneous 112 200 762 900 200 100.0 22.2 Total 5,956 5,700 2,225 6,500 5,800 101.8 89.2 900 Interfund Payment For Svcs 950 Interfund Opt Rental & Lease 24,916 25,494 19,146 25,494 31,411 123.2 123.2 980 Interfund Garage /Plant Chgs 12,436 12,623 9,467 12,623 12,875 102.0 102.0 Total 37,352 38,117 28,613 38,117 44,286 116.2 116.2 TOTAL EXPENDITURES - SRV UNT 122 $250,082 $290,569 $202,506 $279,248 $289,642 99.7 103.7 REVENUES 340 Charges For Goods & Services $7874 $5,000 $0 $0 $0 0.0 SERVICE UNIT 129 - FIRE SUPPRESSION ADMINISTRATION The 2009 proposed expenditures in this service unit make up 25% of the Water /Irrigation Division Manager's compensation and benefits related to fire suppression. Account 100 Salaries and Wages - The budget for 2009 is $25,882, up from the 2008 year -end estimate of $24,376, an increase of $1,506 or 6.2 %. The salary account includes an estimate for the management pay and compensation adjustment (PACA). Account 200 Personnel Benefits - The budget for 2009 is $6,036, up from the 2008 year -end estimate of $5,458, an increase of $578 or 10.6 %. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Preliminary Budget • City Management - 95 Summary — The 2009 budget for this service unit is $31,918, up from the 2008 year -end estimate of $29,833, an increase of $2,085 or 7 %. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 110 Salaries And Wages $22,573 $24,376 $17,647 $24,376 $25,882 106.2 106.2 200 Personnel Benefits 4,890 5,458 3,915 5,458 6,036 110.6 110.6 TOTAL EXPENDITURES - SRV UNT 129 $27,463 $29,833 $21,562 $29,833 $31,918 107.0 107.0 SERVICE UNIT 341 — POTABLE WATER DISTRIBUTION 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 341 WATER DISTRIBUTION Water Meters in Place 18,600 18,655 18,720 New Water Services Installed 161 115 115 Water Service Meter Sets Replaced 120 10 100 Number of Water Meters Replaced 170 350 360 Number of Water Main Breaks 6 5 5 The 2009 proposed expenditures in this service unit are for new water services and the maintenance and operation of the portable water distribution system. Account 100 Salaries and Wages — The budget for 2009 is $869,096, up from the 2008 year -end estimate of $818,201, an increase of $50,895 or 6.2 %. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account Account 200 Personnel Benefits — The budget for 2009 is $333,919, up from the 2008 year -end estimate of $316,830, an increase of $17,089 or 5.4 %. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 300 Office and Operating Supplies — The budget for 2009 is $374,500, up from the 2008 year -end estimate of $350,825, an increase of $23,675 or 6.8 %. This account supports office supplies, printing, fittings and hardware used in maintaining the Water Distribution System, e.g. water meters, valves, pipes, and other materials and equipment. The largest impact in this area is due to price increases in fuel, steel, copper, brass and plastics. Account 310 Supplies — Office supplies, printing, and to purchase supplies for maintenance of the water distribution system. 96 — City Management • Preliminary Budget Account 320 Fuel Consumed — Purchase of fuel for vehicles and equipment. Account 340 Stock Items — Materials and supplies required for water distribution system repair and maintenance. Account 350 Small Tools and Minor Equipment — Tools and minor equipment purchases less than $5,000 e.g. radios, hand tools, and computer equipment. Account 400 Other Services and Charges — The budget for 2009 is $121,363, down from the 2008 year -end estimate of $126,164, a decrease of $4,801 or 3.8 %. This account pays for costs associated with the renewal of mandatory Commercial Driver's Licenses and state certifications, the services of the mandatory dig locate service, engineering services, communications, transportation for mandatory training, advertising, waste disposal, asphalt and concrete repairs to streets and sidewalks, miscellaneous costs and water quality tests. Account 410 Professional Services — Engineering cost associated with consulting for permits and easements, mandatory dig locate service, mandatory commercial driver licenses and state certifications renewal, and physicals for commercial driver licenses. Account 420 Communications — Telephone, cell phones, and related communication expenses. Account 430 Transportation /Training — Travel related to training required for mandatory State Waterworks Certification. Currently 12 out of 18 people in the Water Distribution service unit are certified. This account also pays for travel expenses related to Yakima Basin Water Resources Agency, mandatory CPR /First Aid Certification, Fork Lift Certification and Trenching and Shoring Certification and meetings with consultants and conferences. The training is mandatory for our certified staff and enables the City to stay in compliance with Federal and State laws relevant to the Domestic Water System. TYPE OF TRAINING LOCATIONS STAFF ATTENDING Water /Wastewater Workshop In -State Certified Staff Personnel Spring AWWA Section Program In -State Certified Staff Personnel Various WETRC Seminars scheduled throughout the year In -State Certified Staff Personnel CPR /First Aid In -State All Staff Fork Lift Certification In -State All Staff Trenching and Shoring Certification In -State All Staff Account 440 Advertising — Advertisements for replacement operators, project and advertisement associated with water quality. Account 470 Public Utility Services — Disposal of concrete, asphalt and other waste. Account 480 Repairs and Maintenance — Contractor services e.g. saw cutting of concrete streets, sidewalks or curbs so the division can accomplish new service installations, repairs, maintenance or replacements; and for contractors to restore asphalt or concrete for street cuts, sidewalks and curb after new service installations, repairs, maintenance or replacements have been completed. Preliminary Budget • City Management - 97 Account 490 Miscellaneous — The account is detailed as follows: 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET 491— Miscellaneous Expense $4,658 $6,000 $6,000 493 — Dues and Subscriptions 6,240 5,500 5,500 49R — Recruiting Expense 337 2,000 500 TOTAL $11,235 $13,500 $12,000 Account 491 Miscellaneous Expense — Registration fees for training associated with the mandated Water Certification Program, CPR /First Aid, Fork Lift Certification and Trenching and Shoring Certification and other various miscellaneous expenses. Account 493 Dues and Subscriptions — Mandated Water Certification annual renewal for both water distribution and backflow prevention and dues to various associations and agencies. As members of these associations we receive substantial discounts for training and training materials, along with information about trends and rules associated with the water industry. This account also pays for the Distribution's portion of the hydraulic computer model maintenance and fees associated with the water mains crossing under railroads. Types of expenses are described below: TYPE PURPOSE AFFECTED STAFF /AREA Water Distribution Manager Certification Certification Renewal Certified Staff Cross Connection Specialist Certification Certification Renewal Certified Staff Backflow Assembly Tester Certification Certification Renewal Cross Connection Control Certified Staff American Water Works Association Annual Dues All Staff Yakima Valley Underground Utility Annual Dues All City Locating Coordinating Council Yakima Basin Water Resource Agency Annual Dues All City Railroad Crossing Fees Annual Fee Where Water Mains cross under Railroads Account 49R Recruiting Expense — Pre - employment physical and drug screening expenses when recruiting for new hires. Account 4W0 Water Quality Tests — Water quality testing required after new water mains have been installed or after repairs are made. Account 530 StatelCounty Taxes — The budget for 2009 is $152,100, the same as the 2008 year -end estimate. This account pays the State Utility Tax on water sales. Tax does not apply for water sold to the City or used solely for irrigation. Account 600 Capital Outlay — The budget for 2009 is $11,000, up from the 2008 year -end estimate of $10,800, an increase of $200 or 1.9 %. This account is used to purchase trench excavation safety equipment. Account 900 Interfund Payment for Services — The budget for 2009 of $248,679 up from the 2008 year -end estimate of $218,200, an increase of $30,479 or 14 %. The details are as follows: 98 — City Management • Preliminary Budget 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET Rentals /M &O, Garage $64,996 $58,312 $80,720 Rentals/Replacement, Garage 76,500 86,360 92,000 Rentals /M &O, Radios 500 500 1,500 Labor and Materials /Special Repairs 0 1,500 1,500 Rentals for Public Works Complex 70,471 71,528 72,959 TOTAL $212,467 $218,200 $248,679 > Rentals /Maintenance and Operation Garage - Maintenance of the fleet performed by the City Garage. > Rentals /Replacement, Garage - Fleet replacement costs. > Rentals /Maintenance and Operation, Radios - Ongoing maintenance on the two -way radios service provided by the Public Safety Communication Department. > Labor and Materials /Special Repairs - Special repairs that may be necessary, that are performed and provided by the City Garage or other City funds. Account 980 Garage Plant Expenses - Rental of the water distribution facility at the Public Works Complex. Revenue - The budget for 2009 is $6,801,000, up from the 2008 year -end estimate of $6,609,000, an increase of $192,000 or 2.9 %. The 2009 projected revenue includes the rate adjustment of 5.5% that was approved by Council in 2005. Summary - The budget for 2009 is $2,110,656, up from the 2008 year -end estimate of $1,993,119, an increase of $117,537 or 5.9 %. Preliminary Budget • City Management - 99 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $763,640 $802,596 $553,647 $775,401 $835,920 104.2 107.8 120 Overtime 24,691 20,000 15,646 20,000 20,000 100.0 100.0 130 Special Pay 10,805 10,800 8,492 10,800 13,176 122.0 122.0 140 Retirement /Term Cashout 9,194 12,000 11,766 12,000 0 0.0 0.0 Total 808,331 845,396 589,551 818,201 869,096 102.8 106.2 200 Personnel Benefits 200 Personnel Benefits 278,238 322,030 219,917 311,030 327,919 101.8 105.4 280 Clothing And Miscellaneous 5,338 5,800 4,624 5,800 6,000 103.5 103.5 Total 283,576 327,830 224,541 316,830 333,919 101.9 105.4 300 Supplies 310 Office & Operating Supplies 97,637 96,000 78,471 96,000 101,000 105.2 105.2 320 Fuel Consumed 39,332 46,325 33,174 46,325 55,000 118.7 118.7 340 Items Purchased For Resale 200,560 200,000 201,706 200,000 210,000 105.0 105.0 350 Small Tools And Equipment 8,766 8,500 6,951 8,500 8,500 100.0 100.0 Total 346,295 350,825 320,302 350,825 374,500 106.8 106.8 400 Other Services And Charges 410 Professional Services 4,927 2,200 912 2,200 2,200 100.0 100.0 420 Communications 10,616 10,714 7,499 11,064 11,263 105.1 101.8 430 Transportation /Training 1,149 4,000 1,657 2,000 3,500 87.5 175.0 440 Advertising 113 300 241 300 300 100.0 100.0 450 Operating Rentals & Leases 1,870 2,000 217 2,000 2,000 100.0 100.0 470 Public Utility Services 1,834 2,000 7,106 8,000 3,000 150.0 37.5 480 Repairs And Maintenance 66,363 86,500 34,468 86,500 86,500 100.0 100.0 490 Miscellaneous 11,234 12,000 9,873 13,500 12,000 100.0 88.9 4W0 Water Quality Tests 328 600 220 600 600 100.0 100.0 Total 98,434 120,314 62,194 126,164 121,363 100.9 96.2 530 State /County Taxes & Assmt 140,558 152,100 105,414 152,100 152,100 100.0 100.0 640 Machinery And Equipment 6,917 10,000 10,782 10,800 11,000 110.0 101.9 900 Interfund Payment For Svcs 950 Interfund Opt Rental & Lease 141,996 146,672 109,004 146,672 175,720 119.8 119.8 980 Interfund Garage /Plant Chgs 70,471 71,528 53,645 71,528 72,959 102.0 102.0 Total 212,467 218,200 162,649 218,200 248,679 114.0 114.0 TOTAL EXPENDITURES - SRV UNT 341 $1,896,578 $2,024,665 $1,475,433 $1,993,119 $2,110,656 104.3 105.9 REVENUES 340 Charges For Goods & Services $6,583,290 $6,499,000 $4,701,070 $6,499,000 $6,691,000 103.0 103.0 370 Prop /Trust Gains And Other 110,506 110,000 111,013 110,000 110,000 100.0 100.0 TOTAL REVENUES - SRV UNT 341 $6,693,796 $6,609,000 $4,812,083 $6,609,000 $6,801,000 102.9 102.9 100 - City Management • Preliminary Budget SERVICE UNIT 343 — POTABLE WATER SUPPLY 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 343 WATER SUPPLY, TREATMENT AND STORAGE Millions of Gallons of Water Produced 4,800 4,200 4,500 Number of Water Quality Complaints 10 15 10 Percent of Water Meeting Disinfection Requirement 99.9% 100% 100% Percent of Water Below Maximum Contaminate Levels 100% 100% 100% Percent of Water Meeting Treatment Optimization 99.9% 99.9% 100% Performance Goal (1) Treatment Optimization Performance Goal. The Washington State Regulations require the Water Treatment Plant effluent to be at or below 0.3 Nephelometric Turbidity Units in 95% of the samples. The Water Treatment Plant has adopted the Treatment Optimization Performance Goal of keeping the Water Treatment Plant effluent at or below 0.1 Nephelometric Turbidity Units in 95% of the samples. The 2009 proposed expenditures in this service unit are for the maintenance and operation of the Naches River Water Treatment Plant, intake structures, wells, reservoirs and booster pump stations. Account 100 Salaries and Wages — The budget for 2009 of $542,914 is up from the 2008 year -end estimate of $417,174, an increase of $125,740 or 30.1 %. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. The Water Treatment Plant work schedule mitigates a substantial portion of the overtime by reducing the Salaries and Wages account (110) by a corresponding amount. The Water Plant is staffed 24 hours a day, for sick leave and vacations staffing requires overtime for fill in operators. This line item includes the addition of a Water Treatment Plant Operator I (Operator in Training), a budgeted policy issue. The addition of this position is to put a training program in place to help relieve some of the difficulties in finding certified replacements for vacant operator positions. The 2009 budget also includes funds to cover an anticipated reclassification of the certified operators. Account 200 Personnel Benefits — The budget for 2009 of $192,361 is up from the 2008 year -end estimate of $155,906, an increase of $36,455 or 23.4 %. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. This line item includes the addition of a Water Treatment Plant Operator I (Operator in Training), a budgeted policy issue. The addition of this position is to put a training program in place to help relieve some of the difficulties in finding certified replacements for vacant operator positions. Account 300 Office and Operating Supplies — The budget for 2009 is $244,000, up from the 2008 year -end estimate of $231,348, an increase of $12,652 or 5.5 %. There have been several large increases in chemical costs over the last five years. Account 310 Supplies — Office supplies, printing, and to purchase supplies for maintaining the Water Treatment Plant, intake and wells. Preliminary Budget • City Management —101 Account 320 Fuel Consumed — Purchase of fuel for vehicles, and emergency power generators. Account 350 Small Tools and Minor Equipment — Tools and minor equipment purchases less than $5,000 e.g. radios, hand tools, and computer equipment. Account 3A0 Aluminum Sulfate — Aluminum sulfate used as a coagulant. In an attempt to save costs the water plant has conducted several tests with alternate coagulation chemicals. One of those chemicals has proven to work better than the current coagulant and we are in the process of moving to the new chemical. This chemical will not be less expensive than the current coagulant but will allow us to save costs in several other areas. Account 3C0 Chemicals — Salt is purchased to make chlorine for disinfection at the water treatment plant with the on -site sodium hypochlorite generator. Chlorine at the wells is from a chlorine tablet system. Polyelectrolyte is used as a filter and coagulant aid. Account 3F0 Fluoride — Purchase of fluoride to prevent dental caries. Account 3S0 Caustic Soda — Caustic Soda is used to add alkalinity and increase the pH of the finished water for corrosion control. Account 400 Other Services and Charges — The budget for 2009 is $324,023, down from the 2008 year -end estimate of $327,565, a decrease of $3,542 or 1.1 %. Account 410 Professional Services — Costs for engineering associated with the Water Treatment Plant and Telemetry Control Systems. Account 420 Communications — Telephone, cell phones and related communication expenses. Account 430 Transportation /Training — Transportation expenses related to training for the employees at the Water Treatment Plant. All employees must be certified as Water Treatment Plant Operators. TYPE LOCATION STAFF ATTENDING Water /Wastewater Workshop In -State Certified Staff Spring AWWA Section Program In -State Certified Staff Water Operators Conference In -State Certified Staff WETRC Seminars In -State Certified Staff Account 440 Advertising — Advertisements for replacement operators, project and other advertisements associated with water quality. Account 470 Public Utility Services — Electricity, irrigation assessments for the reservoir sites and refuse expenses. Account 480 Repairs and Maintenance — Contractors to clean the wastewater recycle lagoon, painting, janitorial services, and other contractor supplied services. Account 490 Miscellaneous — The account is detailed as follows: 102 — City Management • Preliminary Budget 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET 491- Miscellaneous Expense $5,838 $10,000 $10,000 493 -Dues and Subscriptions 19,020 14,000 15,000 49R- Recruiting Expenses 5,007 500 500 TOTAL $29,862 $24,500 $25,500 Account 491 Miscellaneous Expense — Registration fees for training associated with the mandated Water Certification Program, CPR /First Aid Certification and other miscellaneous training and expenses. TYPE LOCATION STAFF ATTENDING Water /Wastewater Workshop In -State Certified Staff Spring AWWA Section Program In -State Certified Staff WETRC Seminars In -State Certified Staff CPR /First Aid In -State Certified Staff Leadership Training In -State Certified Staff College Course Reimbursement In -State Certified Staff Account 493 Dues and Subscriptions — Mandated Water Certification annual renewal, membership dues to various associations and agencies, and annual fee for water storage to Bureau of Reclamation (BOR). As members of these associations we receive substantial discounts for training and training materials, along with information about trends and rules associated with the Water Industry. The types of expenses are listed below: TYPE PURPOSE AFFECTED STAFF /AREA Water Treatment Plant Certification Certification Renewal Certified Staff Washington Rural Water Association Annual Dues All Staff Yakima River Basin Joint Board Annual Dues All City Yakima River Basin Defense Coalition Annual Dues All City Yakima Basin Water Resources Agency Annual Dues All City American Water Works Association Annual Dues All Staff Storage Water from BOR Annual Fee All City Account 49R Recruiting Expenses — Pre - employment physical and drug screening expenses when recruiting for new hires. Account 4W0 Water Quality Tests — Water quality testing. Account 530 StatelCounty Taxes — The budget for 2009 is $152,000, the same as the 2008 year -end estimate. This account pays the State Utility Tax on water sales. Tax does not apply for water sold to the City or used solely for irrigation. Account 640 Machinery and Equipment — The budget for 2009 is $6,000, down from the 2008 year- end estimate of $8,700, a decrease of $2,700 or 31 %. These funds will be used to purchase and install one new replacement filter -to -waste valve actuator. Account 950 Interfund Charges Equipment Rental — The budget for 2009 is $29,849, up from the 2008 year -end estimate of $28,380, an increase of $1,469 or 5.2 %. Preliminary Budget • City Management —103 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET Rentals /M &O, Garage $3,097 $2,780 $3,849 Rentals /Replacement Garage 22,000 25,400 25,400 Rentals /M &O Radios 200 200 600 TOTAL $25,297 $28,380 $29,849 > Rentals /Maintenance and Operation Garage - Maintenance of the fleet performed by the City Garage. > Rentals /Replacement Garage -Fleet replacement. This is increased to keep in line with the cost of vehicle replacements > Rentals /Maintenance and Operation, Radios - Ongoing maintenance on the two -way radios service provided by the Public Safety Communication. Summary - The 2009 budget is projected at $1,491,148, up from the 2008 year -end estimate of $1,321,073, an increase of $170,075 or 12.9 %. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $331,852 $419,463 $260,746 $377,174 $512,842 122.3 136.0 120 Overtime 49,254 35,500 36,635 40,000 30,000 84.5 75.0 130 Special Pay 0 0 18 0 72 140 Retirement /Term Cashout 29,620 0 0 0 0 Total 410,726 454,963 297,400 417174 542,914 119.3 130.1 200 Personnel Benefits 200 Personnel Benefits 147,320 152,806 101,399 153,406 189,861 124.3 123.8 280 Clothing And Miscellaneous 1,131 2,500 2,116 2,500 2,500 100.0 100.0 Total 148,451 155,306 103,515 155,906 192,361 123.9 123.4 300 Supplies 310 Office & Operating Supplies 29,112 44,000 32,635 44,000 49,000 111.4 111.4 320 Fuel Consumed 6,430 7,098 4,383 7,098 10,000 140.9 140.9 350 Small Tools And Equipment 1,329 3,000 763 3,000 3,000 100.0 100.0 3A0 Liquid Alum Sulphate 51,082 52,000 46,362 58,000 60,000 115.4 103.5 3C0 Chemicals 29,527 31,085 26,591 32,250 35,000 112.6 108.5 3F0 Fluoride 21,410 27,000 24,036 27,000 27,000 100.0 100.0 350 Soda Ash 77,109 75,000 35,656 60,000 60,000 80.0 100.0 Total 215,998 239,183 170,425 231,348 244,000 102.0 105.5 400 Other Services And Charges 410 Professional Services 4,160 3,000 16 3,000 3,000 100.0 100.0 420 Communications 3,109 4,021 2,302 4,021 4,148 103.2 103.2 430 Transportation /Training 268 1,400 546 1,400 1,400 100.0 100.0 440 Advertising 111 1,000 246 1,000 1,000 100.0 100.0 470 Public Utility Services 188,851 198,395 133,851 173,644 178,975 90.2 103.1 480 Repairs And Maintenance 52,751 50,000 33,180 50,000 50,000 100.0 100.0 490 Miscellaneous 29,862 30,500 15,735 24,500 25,500 83.6 104.1 4W0 Water Quality Tests 50,013 70,000 49,780 70,000 60,000 85.7 85.7 Total 329,125 358,315 235,657 327565 324,023 90.4 98.9 104 - City Management • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 530 State /County Taxes & Assmt 140,558 152,000 105,414 152,000 152,000 100.0 100.0 640 Machinery And Equipment 4,880 5,000 9,090 8,700 6,000 120.0 69.0 950 Interfund Opt Rental & Lease 25,297 28,380 21,333 28,380 29,849 105.2 105.2 TOTAL EXPENDITURES - SRV UNT 343 $1,275,036 $1,393,147 $942,834 $1,321,073 $1,491,148 107.0 112.9 SERVICE UNIT 348 — CAPITAL IMPROVEMENTS The 2009 proposed expenditures in this service unit are for 40% of the Water /Irrigation Engineer's and 11% of an Engineering Division Construction Inspector's compensation and benefits for the administration of the Capital Improvement Programs. Account 100 Salaries and Wages — The budget for 2009 is $41,188, up from the 2008 year -end estimate of $38,630, an increase of $2,558 or 6.6 %. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — The budget for 2009 is $10,311, up from the 2008 year -end estimate of $9,425, an increase of $886 or 9.4 %. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 400 Other Services and Charges — The budget for 2009 is $4,319, a slight increase from the 2008 year -end estimate of $4,303. Account 420 Communications — Telephone, cell phone and related communication expenses. Account 430 Transportation /Training — Transportation expenses related to training for the mandatory Water Certification Program and training related to the Capital Improvements Program administration (as listed below). TYPE LOCATION STAFF ATTENDING Water /Wastewater Workshop In -State Certified Staff Spring AWWA Section Program In -State Certified Staff WETRC Seminars In -State Certified Staff Washington Water Utility Council In -State Certified Staff Contract Administration Training In -State Certified Staff Account 490 Miscellaneous — Hydraulic water system computer model, certification and membership in the American Water Works Association. Preliminary Budget • City Management — 105 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET 491 - Miscellaneous Expense $545 $900 $900 493 -Dues and Subscriptions 869 1,300 1,300 TOTAL $1,414 $2,200 $2,200 Account 491 Miscellaneous Expense - Registration fees for training associated with the mandated Water Certification Program, CPR /First Aid Certification and training related to the Capital Improvements Program administration (listed as follows). TYPE LOCATION STAFF ATTENDING Water /Wastewater Workshop In -State Certified Staff Spring AWWA Section Program In -State Certified Staff WETRC Seminars In -State Certified Staff CPR /First Aid In -State Certified Staff Contract Administration Training In -State Certified Staff Account 493 Dues and Subscriptions - - Mandated Water Certification annual renewal, annual dues for the American Water Works Association, and the annual maintenance of the water hydraulic computer model. TYPE PURPOSE AFFECTED STAFF /AREA Water Certification Certification Renewal Certified Staff American Water Works Association Annual Dues All City Revenue - The budget for 2009 is $65,000, down from the 2008 year -end estimate of $67,200, a decrease of $2,200 or 3.3 %. These revenues are from water connection charges and base irrigation charges. Summary - The 2009 budget for this service unit is $55,818, up from the 2008 year -end estimate of $52,358, an increase of $3,460 or 6.6 %. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $35,742 $37,630 $28,147 $37,630 $40,188 106.8 106.8 120 Overtime 629 1,000 4 1,000 1,000 100.0 100.0 Total 36,370 38,630 28,151 38,630 41,188 106.6 106.6 200 Personnel Benefits 8,330 9,425 6,775 9,425 10,311 109.4 109.4 400 Other Services And Charges 420 Communications 1,230 603 206 603 619 102.7 102.7 430 Transportation /Training 248 1,500 582 1,500 1,500 100.0 100.0 490 Miscellaneous 1,413 1,900 1,752 2,200 2,200 115.8 100.0 Total 2,891 4,003 2,540 4,303 4,319 107.9 100.4 TOTAL EXPENDITURES - SRV UNT 348 $47,591 $52,058 $37,465 $52,358 $55,818 107.2 106.6 REVENUES 370 Propr /Trust Gains And Other $84,536 $65,000 $58,757 $67,200 $65,000 100.0 96.7 TOTAL REVENUES - SRV UNT 348 $84,536 $65,000 $58,757 $67,200 $65,000 100.0 96.7 106 - City Management • Preliminary Budget SERVICE UNIT 349 — POTABLE WATER ADMINISTRATION The 2009 proposed expenditures in this service unit are for compensation and benefits for 50% of the Water /Irrigation Manager, a percentage of six employees in the Engineering Division, one employee from the Codes Division, liability insurance, city services, in lieu taxes and utility billing services for the administration of the domestic water system. Account 100 Salaries and Wages — The budget for 2009 is $122,697, up from the 2008 year -end estimate of $113,463, an increase of $9,234 or 8.1 %. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. This account also includes the addition of 8% of the City Engineer's salary. Account 200 Personnel Benefits — The budget for 2009 is $31,486, up from the 2008 year -end estimate of $30,208, an increase of $1,278 or 4.2 %. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 400 Other Services and Charges — The budget for 2009 is $108,332, up from the 2008 year- end estimate of $105,331, an increase of $3,001 or 2.9 %. Account 410 Professional Services — Defense of the City's water rights, for water right transfers and to assist in the development of legislation critical to the needs of the City. Also included is funding of the Yakima Basin Storage Alliance. Types of services listed are as follows: ITEM PURPOSE Attorneys Defense of Water Rights Engineers Public Works Trust Fund Loan Engineers Interim Up -Date of Water System Plan Yakima Basin Storage Alliance Water Storage Account 420 Communications — Telephone, cell phone and related communication expenses. Account 430 Transportation /Training — Transportation related to mandatory water certification training, travel associated with Yakima Basin Water Resources Agency, Washington State Water Resources Agency, Eastern Washington Water Summit, Yakima Fish & Wildlife Recovery Board, meetings with consultants, attorneys, and conferences. The account is detailed as follows: TYPE LOCATION STAFF ATTENDING AWWA Spring Section Program In -State Water Manager Yakima Basin Fish & Wildlife Recovery In -State Water Manager / Council Members WA State Bar Association In -State Water Manager / Assistant City Manager / Council Members Yakima Basin Water Resources Agency In -State Water Manager / Assistant City Manager / Council Members WETRC Seminars In -State Water Manager Washington Water Utility Council In -State Certified Staff Preliminary Budget • City Management — 107 Account 490 Miscellaneous — Registrations for the training associated with the mandatory water certification, dues, and subscriptions. Interest on Customer Deposits 49I (this line item was moved from Service Unit 341 in 2006), this item is to return interest earned on the customer deposits, a requirement for new accounts. This pay back occurs once a customer has established a year -long reliable credit history with the City. The revenue returned to the 474 Fund as interest income offsets this account. Interest payments are being phased out. 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET 491- Miscellaneous Expense $459 $2,000 $2,000 493 -Dues and Subscriptions 5,649 12,000 15,000 49I- Interest on Deposits 1,374 1,500 1,500 TOTAL $7482 $15,500 $18,500 Account 491 Miscellaneous Expense — Registration fees for training associated with the mandated Water Certification Program, CPR /First Aid Certification and other miscellaneous training and expenses (listed as follows). TYPE LOCATION STAFF ATTENDING AWWA Spring Section Program In -State Water Manager WSWRA Annual Meeting In -State Water Manager WA State Water Resource Assoc. In -State Water Manager Yakima Basin Fish & Wildlife Recovery In -State Water Manager / Council Members WA State Bar Association In -State Water Manager Assistant City Manager / Council Members Yakima Basin Water Resources Agency In -State Water Manager Assistant City Manager / Council Members WETRC Seminars In -State Water Manager Dues and Subscriptions 493 — Mandated Water Certification annual renewal and annual dues for the American Water Works Association and the Washington Water Utilities Council. ORGANIZATION PURPOSE AFFECTED STAFF /AREA Water Certification Certification Renewal Certified Staff American Water Works Association Annual Dues All City Washington Water Utility Council Annual Fee All City Account 400 Operating Permit — Fees required to secure our annual operating permit from the Washington Department of Health for the domestic water system and for new conservation fees. The permit fees are based on water service population. Account 540 Interfund Taxes and Assessments — In conformance with current Council policy, the In Lieu of Tax rate charged to the City Water Utility is 14 %. The budget for 2009 is $910,000, up from the 2008 year -end estimate of $906,000, an increase of $4,000 or 0.4 %. Increases are due to a scheduled 5.5% revenue increase to rates in January, 2009. Account 900 Interfund Charges — The budget for 2009 is $1,074,167, up from the 2008 year -end estimate of $992,281, an increase of $81,886 or 8.3 %. Components of these charges are as follows: 108 — City Management • Preliminary Budget > Insurance - Water Division's share of the City's general liability insurance. > City Services - Services rendered by City administration on behalf of the Water Division. > Customer Services - Service by utility billing for billing, collection and meter reading. Summary - The budget for 2009 is $2,246,681, up from the 2008 year -end estimate of $2,147,283, an increase of $99,398 or 4.6 %. DEPT 474 WATER OPERATING (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $102,598 $111,963 $83,912 $111,963 $120,945 108.0 108.0 120 Overtime 2,420 1,500 204 1,500 1,500 100.0 100.0 130 Special Pay 0 0 81 0 252 140 Retirement /Term Cashout 845 0 0 0 0 Total 105,862 113,463 84,198 113,463 122,697 108.1 108.1 200 Personnel Benefits 25,654 30,208 21,264 30,208 31,486 104.2 104.2 400 Other Services And Charges 410 Professional Services 40,754 72,000 34,896 72,000 72,000 100.0 100.0 420 Communications 1,210 1,006 952 1,031 1,032 102.6 100.1 430 Transportation /Training 375 2,500 538 2,500 2,500 100.0 100.0 490 Miscellaneous 7482 7,700 11,861 15,500 18,500 240.3 119.4 400 State Water Oper Permit 14,208 14,300 7,970 14,300 14,300 100.0 100.0 Total 64,029 97,506 56,218 105,331 108,332 111.1 102.9 540 Taxes And Assessments 872,853 906,000 645,754 906,000 910,000 100.4 100.4 900 Interfund Payment For Svcs 960 Interfund Insurance Services 177,612 186,492 186,492 186,492 195,817 105.0 105.0 990 Interfund Admin Charges 753,970 805,789 575,191 805,789 878,350 109.0 109.0 Total 931,582 992,281 761,683 992,281 1,074,167 108.3 108.3 TOTAL EXPENDITURES - SRV UNT 349 $1,999,980 $2,139,458 $1,569,117 $2,147283 $2,246,681 105.0 104.6 SERVICE UNIT 645 - INTERFUND DISTRIBUTION The 2009 proposed expenditures in this service unit are for debt service payments and interfund transfers. The budget for 2009 is $1,086,752, down from the 2008 year -end estimate of $1,174,960, a decrease of $88,208 or 7.5 %. Details of the service unit are as follows: Preliminary Budget • City Management - 109 2008 2009 DATE 2007 AMENDED PROPOSED OF EXPENDITURES ACTUAL BUDGET BUDGET MATURITY Kissel Well Inter - Government Loan - Principal $27,274 $27,274 $27,274 07/01/2009 Kissel Well Public Work Trust Fund - Interest 2,046 3,273 1,636 07/01/2009 Transfer to CIP 500,000 500,000 400,000 N/A 1998 Water Bond 244,005 244,005 234,560 09/01/2018 1998 Water /Wastewater Bond 44,982 44,982 44,974 09/01/2011 Equity Transfer Fruitvale Wasteway 7500 7500 7500 07/01/2011 Equity Transfer Fair Avenue /I -82 31,558 31,558 31,558 07/01/2015 Equity Transfer Swan Ave. / Fruitvale Water Mains 32,939 32,939 32,939 07/01/2021 Water Treatment Plant Impr PW Trust Fund Loan 134,725 134,725 134,725 07/01/2023 Water Treatment Plant Impr PW Trust Fund Loan Int 11,115 11,452 10,103 07/01/2023 Drinking Water SRF Loan 47,073 47,073 46,541 10/01/2025 Interest on Drinking Water SRF Loan 3,307 4,189 3,956 10/01/2025 Utility Customer Service System 0 75,000 100,000 N/A Airport water /Wastewater Line SIED Payment (1) 7,911 8,360 8,826 06/01/2012 Airport water /Wastewater Line SIED Interest Payment ( 3,075 2,630 2,160 06/01/2012 TOTAL $1,097,510 $1,174,960 $1,086,752 (1) This was a SIED loan for Yakima Airport's infrastructure improvements including water and sewer lines; debt service for this loan is reimbursed by the Yakima Airport. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 500 Intergovernmental Services 550 Interfund Subsidies $788,987 $1,063,987 $569,102 $863,987 $779,534 73.3 90.2 560 Interfund Transfers 71,997 71,997 40,439 71,997 71,997 100.0 100.0 Total 860,984 1,135,984 609,541 935,984 851,531 75.0 91.0 780 Intergovernmental Loans 216,983 216,984 170,355 217,432 217,366 100.2 100.0 830 Debt Service - External Ltd -Int 19,542 21,989 7,790 21,544 17,855 81.2 82.9 TOTAL EXPENDITURES - SRV UNT 645 $1,097,509 $1,374,957 $787,686 $1,174,960 $1,086,752 79.0 92.5 REVENUES 360 Miscellaneous Revenues $10,986 $10,987 $10,986 $10,990 $10,987 100.0 100.0 TOTAL REVENUES - SRV UNT 645 $10,986 $10,987 $10,986 $10,990 $10,987 100.0 100.0 SERVICE UNIT 699 - SUMMARY REVENUE Account 270 Estimated Beginning Unreserved Fund Balance - The budget for 2009 is $1,600,868, a $288,635 or 15.3% decrease from the 2008 year -end estimate of $1,889,503. Account 360 Miscellaneous Revenue - The budget for 2009 is $20,350, the same as the 2008 year- end estimate. Account 380 Non - Revenue - The budget for 2009 is $1,500, down from the 2008 year -end estimate of $1,700, a decrease of $200 or 11.8 %. 110 - City Management • Preliminary Budget Total Revenue — The budget for 2009 is $1,622,718, a decrease of $288,835 or 15.1% from the 2008 year -end estimate of $1,911,553. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $1,652,595 $1,469,487 $1,889,503 $1,889,503 $1,600,868 108.9 84.7 360 Miscellaneous Revenues 30,668 20,350 10,000 20,350 20,350 100.0 100.0 380 Nonrevenues 3,286 100 3,472 1,700 1,500 1500.0 88.2 TOTAL REVENUES - SRV UNT 699 $1,686,549 $1,489,937 $1,902,975 $1,911,553 $1,622,718 108.9 84.9 Preliminary Budget • City Management — 111 CITY OF /��1 CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: WATER & IRRIGATION MANAGER: Domestic Water Improvement — 477 Dave Brown DEFINITION The Domestic Water Improvement Fund accounts for all the capital projects related to water supply including surface water and groundwater, water treatment at the Naches River Water Treatment Plant and the wells, water transmission and distribution, water booster pumping stations, water storage at the reservoirs and control systems. CAPITAL OUTLAY This budget represents a continuation of the CIP program adopted in the 2004 Water System Plan and the associated Cost of Service and Rate Study. PROJECTS FOR 2009: > Conduct a water leak survey. > Phase 3 of the 2nd Level Pipe Line Improvements project. Phase I was completed in the spring of 2007 and Phase 2 was completed in 2008. This project replaces the overflow in one of the reservoirs. > Install a new 3,000 gallonsperminute well at Gardner Park. This well replaces the Ranney Well, providing additional flow to meet peak demands, water demand in water short years, additional emergency resource and meeting new water demands. This project is funded through a 20 -year, 0.5% interest Public Works Trust Fund Loan. > Water's share of the asphalt resurfacing of the Public Works Shop parking area. > Begin the Water System Plan Update, next plan due in 2010. This early start allows us to complete some of the base requirements and will provide the opportunity to do some water audits. > Design replacement backwash -water recycle lagoons at the water plant. These new lagoons would replace an existing earth lagoon with concrete lined lagoons. This will prevent possible leaking from the lagoon, increase efficiency and reduce maintenance requirements. > Replacement of private water mains, connecting dead end water mains and installing water main extensions. > Automated Meter Reading. This project is to study the different types of automated water meter reading systems so we can make an informed decision on the direction we should take. > Replace the water main under I -82 at Viola. This is an old, undersized water main that is not in a carrier pipe. Should a leak occur, there could be severe damage to I -82. 112 — City Management • Preliminary Budget The service units in this division are: SERVICE UNIT 348 — CAPITAL IMPROVEMENT SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 348 Capital Improvement $473,612 $2,065,200 $244,682 $628,259 $2,380,100 115.3 378.8 REVENUE SUMMARY BY SERVICE UNIT 348 Capital Improvement $500,000 $1,700,000 $1,647,066 $1,840,000 $1,700,000 100.0 92.4 699 General Revenues 1,487432 861,332 1,513,820 1,521,820 2,741,561 318.3 180.2 TOTAL REVENUES $1,987432 $2,561,332 $3,160,886 $3,361,820 $4,441,561 173.4 132.1 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 400 Other Services And Charges 0 25,000 0 25,000 50,000 200.0 2.1 600 Capital Outlays 473,612 2,040,200 244,682 603,259 2,330,100 114.2 97.9 TOTAL EXPENDITURES $473,612 $2,065,200 $244,682 $628,259 $2,380,100 115.3 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 348 — CAPITAL IMPROVEMENT The total capital outlay for 2009 is $2,380,100 as detailed below. CAPITAL OUTLAY CAPITAL IMPROVEMENTS 2009 477 FUND Water Leak Survey $25,000 2nd Level Reservoir Pipe Line Improvement Phase 2 (Project #2096) 30,000 New Well at Gardner Park (Project #2132) 1,300,000 PW Shop Parking Lot Paving (Project #2184) 50,100 Water System Plan Update (Project #2258) 25,000 Design Water Plant Recycle Lagoons (Project #2259) 150,000 Water Main Replacement (Project #2260) 150,000 Automated Meter Reading (Project #2261) 500,000 I -82 and Viola Water Main Replacement (Project #2262) 150,000 TOTAL CAPITAL OUTLAY $2,380,100 The total 477 Fund Domestic Water Capital Improvement budget for 2009 is $2,380,100, leaving a projected year -end balance of $2,061,461. Preliminary Budget • City Management — 113 Funds budgeted in the 2008 year -end estimate and not spent will be brought forward to 2009. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 400 Other Services And Charges 410 Professional Services $0 $0 $0 $0 $25,000 480 Repairs And Maintenance 0 25,000 0 25,000 25,000 100.0 100.0 Total 0 25,000 0 25,000 50,000 200.0 200.0 600 Capital Outlays 640 Machinery And Equipment 0 0 0 0 500,000 650 Construction Projects 473,612 2,040,200 244,682 603,259 1,830,100 89.7 303.4 Total 473,612 2,040,200 244,682 603,259 2,330,100 114.2 386.3 TOTAL EXPENDITURES - SRV UNT 348 $473,612 $2,065,200 $244,682 $628,259 $2,380,100 115.3 378.8 REVENUES 390 Other Financing Sources $500,000 $1,700,000 $1,647,066 $1,840,000 $1,700,000 100.0 92.4 TOTAL REVENUES - SRV UNT 348 $500,000 $1,700,000 $1,647,066 $1,840,000 $1,700,000 100.0 92.4 SERVICE UNIT 699 — GENERAL REVENUES Revenue — The total projected revenue for 2009 is $1,708,000 and is comprised of a transfer from the Water operating fund of $400,000, interest earnings from investments of $8,000 and a $1,300,000 PWTF loan for the new well at Gardner Park. The Estimated Beginning Unreserved Fund Balance for 2009 is $2,733,561. The total projected resources for 2009 are $4,441,561 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $1,479,432 $853,332 $1,513,820 $1,513,820 $2,733,561 320.3 180.6 360 Miscellaneous Revenues 8,000 8,000 0 8,000 8,000 100.0 100.0 TOTAL REVENUES - SRV UNT 699 $1,487432 $861,332 $1,513,820 $1,521,820 $2,741,561 318.3 180.2 114 — City Management • Preliminary Budget CITY OF /� CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: WATER & IRRIGATION MANAGER: Irrigation Operating Fund — 475 Dave Brown DEFINITION The Irrigation Division is responsible for the operation and maintenance of the city -owned irrigation utility. The irrigation system includes 66 individual delivery systems. The system is supplied with water through the Nelson Dam diversion, Fruitvale Canal (New Schanno Ditch Company), Naches Cowiche Ditch Company, Yakima Valley Canal and Old Union Ditch Company. System operation and maintenance (O &M) program includes maintenance, cleaning, and repair of valves, transmission and distribution lines, water boxes, screens, pumps, and reservoirs. The irrigation utility is an enterprise fund and, as such, generates revenues through rates sufficient to sustain the utility. The currently adopted rate for service is $0.0292 per square foot of lot. The rate includes an O &M component at $0.0152 per square foot and a capital component at $0.0140 per square foot. These rates are structured to fully fund O &M activities and planned capital improvements. A rate structure was adopted through a policy issue for the 2007 budget to increase the O &M component of the rates to address this shortfall by increasing the O &M portion of the rates by 5.5% each year for four years. The 2009 rate for service is $0.0301 per square foot of lot. The rate includes an O &M component at $0.0161 per square foot and a capital component at $0.0140 per square foot. A Comprehensive System Plan, or roadmap, to upgrade and rehabilitate the General -308 System was completed in 2000. The City issued revenue bonds in August, 2004, for $5,000,000 and we expect to issue another revenue bond for $5,000,000 in the spring of 2010 to fund the planned reconstruction of the General -308 System and the eventual refurbishment of the remaining systems. Phase 2, replacement of the large transmission system of the General -308 System was completed in the spring of 2007. Phase 3, replacement of the neighborhood distribution systems, began in 2007 and will continue through 2009 when the last phase of the project will begin. A detailed description of work recently completed and work planned for the 2009 budget year is located in the Irrigation CIP 479 narrative. There have been several discussions with Washington Department of Fish and Wildlife (WDFW), Washington State Department of Transportation (WSDOT) and Bureau of Reclamation (BOR) about both a short -term and long -term fix (identified in the Waldo Action Plan) for the Fruitvale Canal Diversion. We have retained Golder and Associates to provide technical assistance. A feasibility study for the long -term solution, short -term design, and fix was completed by Golder and Associates in 2004. We are currently evaluating and implementing some of the alternatives included in the study. Additionally the City is partnering with WSDOT and Yakima County through the Lower Naches River Coordination Partnership Group. The group is evaluating several issues in the Lower Naches River from the Nelson Dam to the confluence, including resolving the problems with the Fruitvale Canal Diversion. Preliminary Budget • City Management — 115 REVENUE Revenue for the 475 Water Fund is from the following sources: > Fruitvale Canal Billings — Revenue from customers on the Fruitvale Canal > Irrigation Fees and Charges — Revenue based on the total lot size rate > Interest — Interest earned from investments and contracts. SUMMARY The year -end balance for 2008 is estimated at $181,946. Revenues for the 2009 budget year are projected at $2,665,250. Estimated expenditures for 2009 are $2,786,735. The cash dependency on beginning cash reserve is $121,485. The service units in this division are: SERVICE UNIT 342 — IRRIGATION SUPPLY SERVICE UNIT 645 — INTERFUND DISTRIBUTIONS SERVICE UNIT 699 — GENERAL REVENUES 2009 IRRIGATION OPERATING FUND $2,786,735 - TOTAL EXPENDITURE BUDGET ® Insurance 1.94% ® City Services 3.06% EP Customer Service 4.25% NI A I 6 Loans /Bonds Repayment 12 r, I Operating & Maintenance 44.27% IN //./ ® Transfer to CIP 33.76% iii Note: Transfer to CIP includes $60,000 transfer for Utility Services System 116 — City Management • Preliminary Budget AUTHORIZED PERSONNEL 2008 2009 Cuss 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1273 Water and Irrigation Manager .25 .25 .25 11105 Water /Irrigation Engineer .30 .30 .30 13401 Irrigation Supervisor 1.00 1.00 1.00 8673 Irrigation Crew Leader 2.00 2.00 2.00 8672 Irrigation Specialist II 4.00 4.00 3.00 ( 8671 Irrigation Specialist I 0 0 1.00 (1) 8751 Utilities Locator .10 .10 .10 7123 Department Assistant III 1.00 1.00 .00 0 7151 Water / Irrigation Administrative Specialist .00 .00 1.00 0 8681 Water /Irrigation Storekeeper .25 .25 .25 11107 Chief Engineer .02 .02 .02 1271 City Engineer .00 .00 .02 ia> 4441 Permit Technician .10 .10 .10 10602 Engineering Office Assistant .02 .02 .02 11104 Senior Engineer .02 .02 .02 4141 Construction Inspector .11 .11 .11 8610 Temporary Irrigation Specialist I 0.00 .15 4 ) .15 4 ) TOTAL PERSONNEL 9.17 9.32 9.34 (1) One of the Irrigation Specialist II was replaced with an Irrigation Specialist I. (2) See budgeted Policy Issue. (3)Added City Engineer - see budgeted Policy Issue. (4) Temporary Irrigation Specialist was added to cover for some extended illnesses. BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 342 Irrigation Supply $1,374,271 $1,385,562 $1,058,267 $1,383,251 $1,491,276 107.6 107.8 645 Interfund Distribution 1,251,245 1,282,953 1,034,748 1,282,953 1,295,459 101 101 TOTAL EXPENDITURES $2,625,516 $2,668,515 $2,093,016 $2,666,204 $2,786,735 104.4 104.5 REVENUE SUMMARY BY SERVICE UNIT 342 Irrigation Supply $2,519,731 $2,561,900 $1,986,937 $2,561,900 $2,664,200 104 104 699 General Revenues 390,986 206,671 285,201 286,251 182,996 88.5 63.9 TOTAL REVENUES $2,910,717 $2,768,571 $2,272,138 $2,848,151 $2,847,196 102.8 100 Preliminary Budget • City Management - 117 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30 /2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 463,892 461,289 336,217 459,999 506,298 109.8 18.2 200 Personnel Benefits 184,695 162,464 117,489 162,464 177,308 109.1 6.4 SUB -TOTAL SALARIES AND BENEFITS 648,587 623,754 453,706 622,463 683,606 109.6 24.5 300 Supplies 76,056 85,113 52,029 84,613 89,000 104.6 3.2 400 Other Services And Charges 379,388 387402 333,418 385,882 390,948 100.9 14.0 500 Intergov Srvcs /Other Interfund 1,251,277 1,283,053 1,034,797 1,283,053 1,295,559 101.0 46.5 600 Capital Outlays 3,878 5,000 0 6,000 5,000 100.0 0.2 900 Interfund Payment For Svcs 266,329 284,194 219,066 284,194 322,622 113.5 11.6 TOTAL EXPENDITURES $2,625,516 $2,668,515 $2,093,016 $2,666,204 $2,786,735 104.4 100.0 IRRIGATION OPERATING FUND FINANCIAL DATA $2,900,000 - - $700,000 $2,800,000 - - $600,000 $2,700,000 1J .. $500,000 $2,600,000 - \ - $400,000 $2,500,000 - - - n111111 - $ 300,000 - $2,400,000 - I III! - $ 200,000 $2,300,000 - V I - $ 100,000 $2,200,000 $0 2004 Actual 2005 Actual 2006 Actual 2007 Actual 2008 Estimate 2009 Proposed ®Revenues $2,486,516 $2,422,804 $2,457,294 $2,524,231 $2,562,950 $2,665,250 =Expenditures $2,473,170 $2,538,940 $2,577,906 $2,625,516 $2,666,204 $2,786,735 - Beg Bal $609,889 $623,235 $507,099 $386,487 $285,202 $181,948 -X- End Bal $623,235 $507,099 $386,487 $386,487 $181,948 $60,463 EXPLANATORY NARRATIVE 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET Feet of Irrigation Main Replaced by Irrigation Crew 4,140 5,000 5,000 Number of Irrigation Services Replaced 182 231 120 Number of Irrigation Main Leaks 98 80 77 Number of Service Work Orders 1,876 1,780 1,780 SERVICE UNIT 342 - IRRIGATION SUPPLY The 2009 proposed expenditures in this service unit are for the operation and maintenance of the irrigation intakes, reservoirs, pump stations and distribution system. Account 100 Salaries and Wages - Expenditures for 2009 is $506,298, up from the 2008 year -end estimate of $459,999, an increase of $46,299 or 10.1 %. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments 118 - City Management • Preliminary Budget or changes in eligibility for longevity also affect this account. Also included is an anticipated reclassification of the Irrigation Specialist I & II positions. Account 120 Overtime — Expenditures for personnel that respond to emergency repairs. Account 130 Special Pay — Expenditures for personnel on stand -by that respond to emergency shut- offs or repairs during the irrigation season. Account 200 Personnel Benefits — Expenditures for 2009 is $177,308, up from the 2008 year -end estimate of $162,464, an increase of $14,844 or 9.1 %. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 300 Supplies — Expenditures for 2009 is $89,000, up from the 2008 year -end estimate of $84,613, an increase of $4,387 or 5.2 %. Account 310 Office and Operating Supplies — Price increases in steel and plastics account for the largest impact in this area. This account supports office supplies, repair clamps, valves, pumps and replacement piping for the repair and maintenance of the irrigation systems. Account 320 Fuel — Fuel used in service trucks, backhoes and pumps. Account 350 Small Tools and Minor Equipment — Small tools, equipment, including computers, valued at less than $5,000. Account 400 Other Services and Charges — The budget for 2009 is $390,948, up from the 2008 year- end estimate of $385,882, an increase of $5,066 or 1.3 %. Account 410 Professional Services — Renewal of mandatory herbicide applicators and Commercial Driver's Licenses, mandatory dig locate service, defense of the City's water rights, water right transfers, support of the Yakima Basin Storage Alliance and to assist in the development of legislation critical to the needs of the City. ITEM PURPOSE Dig Locate service Mandatory for locate notices Herbicide applicators Annual Renewal of mandatory license Commercial Drivers license renewal physical Annual Renewal of mandatory license Engineering services Consulting for permits easements Attorneys Defense of Water Rights, easements, permits Account 420 Communications — Telephone, cell phone and related communication expenses including postage. Account 430 Transportation — Transportation expenses for travel related to training for the mandatory herbicide applicators and commercial driver's licenses, CPR /First Aid training, weed conferences, meeting with consultants, Yakima Basin Water Resources Agency, and Yakima Basin Joint Board. Preliminary Budget • City Management -119 TYPE LOCATION STAFF ATTENDING Leadership Training In -State Staff WA State Bar Association In -State Water Manager Assistant City Manager / Council Members CPR /First Aid Training In -State Staff Yakima Basin Water Resources Agency In -State Water Manager Assistant City Manager / Council Members Yakima Basin Joint Board In State Water Manager Assistant City Manager / Council Members WETRC Seminars In -State Staff Weed Conference In -State Licensed Staff Yakima Valley Underground Utility In -State Utility Locator Locating Coordinating Council Account 440 Advertising — Advertisements for employee replacement, project and other advertisement associated with work projects. Account 450 Operating Rentals and Leases — Rental of backhoe and excavators from outside vendors. Account 470 Public Utility Services — The detail is as follows: 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET Pacific Power $65,758 $70,000 $74,550 Ditch Charges 212,262 225,000 225,000 Landfill Charges 863 1,000 1,000 TOTAL $278,883 $296,000 $300,550 > Pacific Power — Electrical services to the irrigation system's screens and pumps. This figure depends on power rates and when the irrigation systems are shut down. > Ditch Charges — Shares /contracts from the various ditch and irrigation companies which supply water to various systems throughout the City. > Landfill Charges — Debris removed from canals and environmentally unsafe spoil from excavation sites is required to be deposited in the landfill. Account 480 Repairs and Maintenance — Contractor assistance with major breaks /problems, pavement and sidewalk restoration that arise in various areas of the system after repairs have been completed. Account 490 Miscellaneous — Registration fees for various types of training and for 40% of the United States Bureau of Reclamation (USBR) contract stored water and Yakima Basin Joint Board/ Defense Coalition dues. 120 — City Management • Preliminary Budget 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET 491- Miscellaneous Expense $6,381 $6,000 $6,000 493 -Dues and Subscriptions 14,062 14,000 14,000 49R- Recruiting Expense 1,901 0 0 TOTAL $22,344 $20,000 $20,000 Account 491 Miscellaneous Expense - Registration fees for training associated with the mandated Herbicide Applicators and Commercial Driver's Licenses, CPR /First Aid Certification and other miscellaneous training and expenses. Account 493 Dues and Subscriptions - Herbicide Applicators License annual renewal; dues to the Washington State Water Resources Association, Yakima River Basin Joint Board and Defense Coalition and Yakima Basin Water Resources Agency; and the cost of stored Bureau of Reclamation (BOR) water. TYPE PURPOSE AFFECTED STAFF /AREA Herbicide Applicators License Certification Renewal Certified Staff Yakima River Basin Joint Board Annual Dues All City Yakima River Basin Defense Coalition Annual Dues All City Yakima Basin Water Resources Annual Dues All City Yakima Basin Water Resource Agency Annual Dues All City Storage Water from BOR Annual Fee All City Keechelus Dam Repair Fees All City Account 49R Recruiting Expense - Pre - employment physicals, drug screening and other costs associated with hiring new employees. Account 530 Taxes - The budget for 2009 is $100, the same as the 2008 year -end estimate. Account 600 Capital Outlay - The budget for 2009 is $5,000, down from the 2008 year -end estimate of $6,000, a decrease of $1,000 or 16.7 %. This line item is for the purchase of replacement pumps for various systems. Account 900 Interfund Payment for Services - The budget for 2009 is $322,622, up from the 2008 year- end estimate of $284,194, an increase of $38,428 or 13.5 %. The expenditures are detailed as follows: 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET Rentals /M &O - Garage $19,145 $17,473 $21,562 Rentals /Replacement - Garage 35,000 35,000 35,000 Rentals /M &O - Radios 480 480 1,440 Labor and Materials /Special Repairs 0 500 500 City's General Liability Insurance 48,961 51,409 53,979 Interfund Charges Plant 6,323 6,418 6,546 City Services 66,282 70,033 85,195 Utility Billing Services 90,138 102,881 118,400 Total $266,329 $284,194 $322,622 Preliminary Budget • City Management - 121 > Rentals /Maintenance and Operation / Garage — Vehicle maintenance and repair costs. > Rentals /Replacement - Garage — This account has been established in accordance with the replacement funding formula. The replacement fund is maximized for full replacement of all existing irrigation equipment. > Rentals /Maintenance and Operation /Radios — Ongoing maintenance work on the irrigation radios performed by the Public Safety Communication Department. > Labor and Materials /Special Repairs — Special repairs that may be necessary that are performed by equipment rental funds or other City funds. > City's General Liability Insurance — Irrigation's share of the City's general liability insurance and contribution to the risk management program. > Interfund Charges Plant — Rental of the water irrigation facility at the Public Works Complex. > City Services — Services rendered by City administration on behalf of irrigation. > Utility Billing Services — Billing of irrigation charges and assistance with billing problems and customer complaints. Total Expenditures — The proposed expense budget for 2009 is projected at $1,491,276, up from the 2008 year -end estimate of $1,383,251, an increase of $108,025 or 7.8 %. Revenues — The proposed budget for 2009 is $2,664,200, up from the 2008 year -end estimate of $2,561,900, an increase of $102,300 or 4 %. This line item includes the proposed 5.5% 0 & M rate ad- justment (2007 adopted policy issue). Revenue for the 475 Irrigation Fund is generated through: > Operating Assessments — Payment of overdue LID assessments. > Fruitvale Canal Billings — Payment for water delivered from the Fruitvale Canal. > Irrigation Fees and Charges — Income from customers based on total square foot. > Interest — Interest earned from investments and contracts. 122 — City Management • Preliminary Budget DEPT 475 IRRIGATION OPERATING FUND (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $401,772 $433,289 $310,600 $430,199 $475,326 109.7 110.5 120 Overtime 22,213 24,000 20,101 24,000 24,000 100.0 100.0 130 Special Pay 5,590 4,000 5,517 5,800 6,972 174.3 120.2 140 Retirement /Term Cashout 34,317 0 0 0 0 Total 463,892 461,289 336,217 459,999 506,298 109.8 110.1 200 Personnel Benefits 200 Personnel Benefits 182,734 160,164 115,338 160,164 175,008 109.3 109.3 280 Clothing And Miscellaneous 1,961 2,300 2,151 2,300 2,300 100.0 100.0 Total 184,695 162,464 117,489 162,464 177308 109.1 109.1 300 Supplies 310 Office & Operating Supplies 50,949 60,000 36,419 60,000 60,000 100.0 100.0 320 Fuel Consumed 21,280 21,113 14,655 21,113 25,000 118.4 118.4 350 Small Tools And Equipment 3,827 4,000 955 3,500 4,000 100.0 114.3 Total 76,056 85,113 52,029 84,613 89,000 104.6 105.2 400 Other Services And Charges 410 Professional Services 23,783 13,000 13,115 13,000 13,000 100.0 100.0 420 Communications 4,808 5,202 2,769 3,682 4,198 80.7 114.0 430 Transportation /Training 353 1,500 80 1,500 1,500 100.0 100.0 440 Advertising 0 500 33 500 500 100.0 100.0 450 Operating Rentals & Leases 1,064 1,200 0 1,200 1,200 100.0 100.0 470 Public Utility Services 278,883 296,000 264,869 296,000 300,550 101.5 101.5 480 Repairs And Maintenance 48,152 50,000 35,407 50,000 50,000 100.0 100.0 490 Miscellaneous 22,344 20,000 17,144 20,000 20,000 100.0 100.0 Total 379,388 387,402 333,418 385,882 390,948 100.9 101.3 530 State /County Taxes & Assmt 33 100 49 100 100 100.0 100.0 630 Impr Other Than Building 3,878 5,000 0 6,000 5,000 100.0 83.3 900 Interfund Payment For Svcs 950 Interfund Opt Rental & Lease 54,625 53,453 39,834 53,453 58,502 109.5 109.5 960 Interfund Insurance Services 48,961 51,409 51,409 51,409 53,979 105.0 105.0 980 Interfund Garage /Plant Chgs 6,323 6,418 4,813 6,418 6,546 102.0 102.0 990 Interfund Admin Charges 156,420 172,914 123,010 172,914 203,595 117.7 117.7 Total 266,329 284,194 219,066 284,194 322,622 113.5 113.5 TOTAL EXPENDITURES - SRV UNT 342 $1,374,271 $1,385,562 $1,058,267 $1,383,251 $1,491,276 107.6 107.8 REVENUES 310 Taxes $0 $50 ($21) $50 $50 100.0 100.0 340 Charges For Goods & Services 2,519,501 2,561,700 1,986,812 2,561,700 2,664,000 104.0 104.0 360 Miscellaneous Revenues 230 150 146 150 150 100.0 100.0 TOTAL REVENUES - SRV UNT 342 $2,519,731 $2,561,900 $1,986,937 $2,561,900 $2,664,200 104.0 104.0 Preliminary Budget • City Management - 123 SERVICE UNIT 645 — INTERFUND DISTRIBUTION EXPENSE The 2009 proposed expenditures in this service unit are for debt service payments and interfund transfers. The budget for 2009 is $1,295,459, up from the 2008 year -end estimate of $1,282,953, an increase of $12,506 or 1.0 %. Details of the service unit are as follows: 2008 2009 2007 AMENDED PROPOSED DATE OF EXPENDITURES ACTUAL BUDGET BUDGET MATURITY Transfer to CIP $896,930 $881,000 $881,000 N/A Fruitvale Canal 33,750 33,750 33,750 7/01/2011 Irrigation Bond Debt Service 320,565 318,203 320,709 9/01/2034 Utility Billing System 0 50,000 60,000 N/A TOTAL $1,251,245 $1,282,953 $1,295,459 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 550 Interfund Subsidies $1,251,245 $1,282,953 $1,034,748 $1,282,953 $1,295,459 101.0 101.0 TOTAL EXPENDITURES - SRV UNT 645 $1,251,245 $1,282,953 $1,034,748 $1,282,953 $1,295,459 101.0 101.0 SERVICE UNIT 699 — GENERAL REVENUE Account 270 Estimated Beginning Unreserved Fund Balance — The budget for 2009 is $181,946, down from the 2008 year -end estimate of $285,201, a decrease of $103,255 or 36.1 %. Account 360 Miscellaneous Revenue — The budget for 2009 is $1,050, the same as the 2008 year -end estimate. Total Revenue — The budget for 2009 is $182,966, down from the 2008 year -end estimate of $286,251, a decrease of $103,255 or 36.1 %. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $386,486 $205,621 $285,201 $285,201 $181,946 88.5 63.8 360 Miscellaneous Revenues 4,500 1,050 0 1,050 1,050 100.0 100.0 TOTAL REVENUES - SRV UNT 699 $390,986 $206,671 $285,201 $286,251 $182,996 88.5 63.9 124 — City Management • Preliminary Budget CITY OF /� CITY MANAGEMENT 2009 PRELIMINARY BUDGET NARRATIVE ASSISTANT CITY MANAGER: Dave Zabell DIVISION: WATER & IRRIGATION MANAGER: Irrigation Improvement — 479 Dave Brown DEFINITION The Irrigation Improvement Fund accounts for all the capital project expenditures related to irrigation water supply, distribution and transmission, storage, pumping stations and control systems. The major source of funding for the Irrigation Improvement Fund was derived through a $5,000,000 revenue bond issued in late August, 2004, to fund reconstruction of the General -308 System and the eventual refurbishment of the rest of the systems. A roadmap for reconstruction for the General -308 System has been adopted. The project is split into four phases and each phase is split into stages. Phase one is the pipe replacements that have been completed to -date. Phase 2 is the replacement of the balance of the backbone transmission pipes, completed in the spring of 2007. Phase 3, replacement of the neighborhood distribution mains, began in the fall of 2008. Proposed Capital Projects for 2009: > The Fruitvale Canal Diversion Repair - involves improvements to the diversion, including measures to enhance fish habitat, construction, maintenance and operation (M &O), and required permits. > Phase 3 of the General — 308 irrigation system improvement project. > Public Works Shop Resurfacing - Irrigation's portion of the project. > Replacement of the Hillcrest and Buena Vista Systems. > Replacement of the Capital Hill System. The service units in this division are: SERVICE UNIT 348 — CAPITAL IMPROVEMENT SERVICE UNIT 645 — INTERFUND DISTRIBUTIONS SERVICE UNIT 699 — GENERAL REVENUES Preliminary Budget • City Management - 125 BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 348 Capital Improvement $2,384,436 $3,463,400 $1,283,700 $1,662,334 $2,986,700 86.2 179.7 REVENUE SUMMARY BY SERVICE UNIT 645 Interfund Distribution $896,930 $881,000 $712,346 $881,000 $881,000 100.0 100.0 699 General Revenues 5,998,777 4,582,522 4,530,423 4,536,271 3,779,937 82.5 83.3 TOTAL REVENUES $6,895,707 $5,463,522 $5,242,769 $5,417271 $4,660,937 85.3 86.0 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 500 Intergov Srvcs /Other Interfund 0 80,000 0 0 0 600 Capital Outlays 2,384,436 3,383,400 1,283,700 1,662,334 2,986,700 88.3 100.0 TOTAL EXPENDITURES $2,384,436 $3,463,400 $1,283,700 $1,662,334 $2,986,700 86.2 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 348 — CAPITAL IMPROVEMENT CAPITAL OUTLAY CAPITAL IMPROVEMENTS 2009 479 FUND Fruitvale Canal Diversion Study (Project 2010) $200,000 Phase Three of the General -308 Rebuild (Project #2180) 2,000,000 Resurfacing of the PW Shop Area (Project #2184) 16.700 Replacement of the Hillcrest and Buena Vista Systems (Project #2220) 620,000 Capital Hill System Replacement (Project #2257) 150,000 TOTAL CAPITAL OUTLAY $2,986,700 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 550 Interfund Subsidies $0 $80,000 $0 $0 $0 650 Construction Projects 2,384,436 3,383,400 1,283,700 1,662,334 2,986,700 88.3 179.7 TOTAL EXPENDITURES - SRV UNT 348 $2,384,436 $3,463,400 $1,283,700 $1,662,334 $2,986,700 86.2 179.7 SERVICE UNIT 645 — INTERFUND DISTRIBUTIONS Projected revenues of $906,000 are comprised of $881,000 transferred from the Irrigation Operating Fund and $25,000 in interest earnings. Use of funds collected from the CIP portion of the rates are restricted to debt service or transferred to this service unit. 126 — City Management • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 390 Other Financing Sources $896,930 $881,000 $712,346 $881,000 $881,000 100.0 100.0 TOTAL REVENUES - SRV UNT 645 $896,930 $881,000 $712,346 $881,000 $881,000 100.0 100.0 SERVICE UNIT 699 - GENERAL REVENUES The total 479 Fund Irrigation Capital Improvement expenditure amount for 2009 is $2,986,700, which, when subtracted from 2009 projected total resources of $4,660,937, will leave a balance of $1,674,237 at year -end. Additional revenue will be required to complete the necessary and planned improvements identified in the adopted Master Irrigation Plan. The Plan contemplated a second revenue bond be issued in 2007. Our experience in the design and construction of the improvements has allowed for a delay of the second revenue bond. At present it is estimated that in order to maintain the schedule of improvements adopted by the Plan, a revenue bond will be required in early 2010. Funds budgeted in the 2008 year -end estimate and not spent will be brought forward to 2009. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 270 Beginning Balance $5,894,145 $4,532,522 $4,511,271 $4,511,271 $3,754,937 82.8 83.2 360 Miscellaneous Revenues 104,632 50,000 19,152 25,000 25,000 50.0 100.0 TOTAL REVENUES - SRV UNT 699 $5,998,777 $4,582,522 $4,530,423 $4,536,271 $3,779,937 82.5 83.3 Preliminary Budget • City Management — 127 (This page intentionally contains no information.) 128 — City Management • Preliminary Budget Municipal Court 018 Municipal Court 038 Probation Services MUNICIPAL COURT 2008 Budgeted Staffing Levels K. OLWELL S. WOODARD R. DEBORD Judge Presiding Judge Director of finance Position No. 1 Position No. 2 Logistical and (Elected to (Re- elected to Financial Services four -year term 01/01/06) four -year term 01/01/06) Support LIAISON WITH COUNTY PROBATION r 1 I M K. EILMES L. HAGERT I/2 -time Commissioner Court Services Manager Pro Tempore 10.00 Positions Judges and Municipal Court Clerks Commissioners Case filing, Scheduling & Processing Records Management Fine /penalty Collections J / CITY OF /, MUNICIPAL COURT 2009 PRELIMINARY BUDGET NARRATIVE JUDGE: Susan J. Woodward, Presiding JUDGE: Kelley C. Olwell DIVISION: COURT SERVICES MANAGER: Municipal Court — 018 Linda Hagert DEFINITION This division is responsible for operation of the Yakima Municipal Court. The service units in this division are: SERVICE UNIT 103 — CRIMINAL JUSTICE SALES TAX SERVICE UNIT 129 — ADMINISTRATION AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1411 Municipal Court Judge 2.00 2.00 2.00 1421 Court Services Manager 1.00 1.00 1.00 1424 Municipal Court Cashier .00 1.00 (1) 1.00 1430 Deputy Court Services Manager Court 1.00 1.00 1.00 1422 Municipal Court Clerk 8.00 8.00 8.00 1412 3/4-Court Commissioner .75 .50 .50 TOTAL PERSONNEL 12.75 13.50 13.50 (1) A Municipal Court Cashier was added as part of the Safe Community Action Plan (SCAP). (2) Reduced because of budget constraints. BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 103 Crmnl Justice Sls Tx .3% Inc $121,971 $225,141 $87,357 $190,343 $252,422 112.1 132.6 129 Administration 950,707 1,064,823 751,457 1,021,600 1,134,406 106.5 111.0 TOTAL EXPENDITURES $1,072,678 $1,289,964 $838,814 $1,211,943 $1,386,828 107.5 114.4 Preliminary Budget • Municipal Court — 1 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 650,653 847,126 564,540 765,004 898,728 106.1 64.8 200 Personnel Benefits 158,801 207,593 133,054 193,339 225,811 108.8 16.3 SUB -TOTAL SALARIES AND BENEFITS 809,453 1,054,720 697,594 958,343 1,124,539 106.6 81.1 300 Supplies 21,896 22,000 23,038 33,600 35,000 159.1 2.5 400 Other Services And Charges 218,283 195,245 100,053 198,000 204,290 104.6 14.7 500 Intergov Srvcs /Other Interfund 23,045 18,000 18,129 22,000 23,000 127.8 1.7 TOTAL EXPENDITURES $1,072,678 $1,289,964 $838,814 $1,211,943 $1,386,828 107.5 100.0 EXPLANATORY NARRATIVE 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET INFRACTIONS NON- CRIMINAL) Filings and Hearings Infractions Filed 11,901 11,692 11,692 Violations Charged 15,776 15,310 15,310 Mitigation Hearings 1,265 1,585 1,585 Contested Hearings 241 337 337 Show Cause Hearings 125 140 140 Other Hearings On Record and Deferred Findings 1,868 4.310 4.310 Total Filings and Hearings 31,176 33,374 33,374 Dispositions Infractions Paid 3,312 3,076 3,076 Failure to Respond 3.405 2,523 2,523 Committed 3,429 4,200 4,200 Not Committed 87 207 207 Dismissed 1,482 2,120 2,120 Amended 38 12 12 Total Disposed 11,763 12,138 12,138 Municipal Court Infraction Revenue ( $890,677 $940,000 $991,000 (1) Does not include parking or District Court revenue. 2 - Municipal Court • Preliminary Budget 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET CRIMINAL Filings Citations Filed 5,829 5,884 5,884 Violations Charged 7313 7334 7334 Trial Settings Non Jury Trials Set 35 15 15 Jury Trials 2,055 2,409 2,409 Proceedings Arraignments 4,367 4,540 4,540 Non Jury Trials 3 3 3 Jury Trials 9 16 16 Stipulations to Record 0 0 0 Other Hearings 7,462 6,926 6,926 Dispositions Bail Forfeitures 77 74 74 Guilty 3,804 3,669 3,669 Not Guilty 10 10 10 Dismissed 2,570 2,662 2,662 Amended 561 421 421 Deferred /Driver 527 660 660 Prosecution Resumed 146 168 168 Total Disposed 7695 7654 7654 Municipal Court Criminal Revenue $448,948 $507,000 $540,000 The Municipal Court of Yakima was established on January 1, 1997. The Municipal Court hears and determines all causes, civil and criminal, including traffic, parking and animal control infractions, arising under City ordinance and pronounces judgment in accordance therewith. The Municipal Court Judges are elected for a four -year term. Court Commissioners are appointed by the Presiding Judge. SALARY /BENEFITS In 2009, there will be an estimated increase for management employees. Merit adjustments or changes in eligibility for longevity also affect this account. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. SERVICE UNIT 103 — CRIMINAL JUSTICE SALES TAX Three -tenth percent Criminal Justice Sales Tax that was approved by the voters in 2004, funds this service unit. This service unit funds two Municipal Court Clerk positions and a 1/2-time Court Commissioner. The 2008 year -end estimate includes funding for the two Municipal Court Clerk positions, the 1/2-time Court Commissioner and costs for other accounts experiencing increases over 2004 base -year levels such as, the building security contract and interpreter fees. Preliminary Budget • Municipal Court — 3 Account 110 Salaries and Wages - The 2008 budget of $122,411 represents a full year cost of two Municipal Court Clerk positions and a 1/2-time Court Commissioner. The 2008 year -end estimate of $87,000 includes the cost of only one municipal court clerk position and the 1/2-time Court Commissioner. There is a cost savings of $35,411 due to position vacancies. The municipal court clerk position is currently in the recruiting process. The 2009 budget of $131,540 represents a full year costing of the two municipal court clerk positions and the court commissioner position at 1/2-time. Account 120 Overtime - The budget of $3,000 for 2009 reflects a $1,000 increase from the 2008 year- end estimate. Account 200 Personnel Benefits - The 2009 budget of $42,883 reflects an increase of $12,540 above the 2008 year -end estimate of $30,343. The increase is reflective of a full year budgeting of the three positions funded by this service unit. Account 300 Small Tools and Equipment - The 2008 year -end estimate is $16,000. 2009 budget is $18,000. This account is used for purchasing office and operating supplies which support staff and additional court calendars that have been implemented. Account 400 Professional Services - This line item budgeted at $60,000 for 2009 represents a $3,000 increase over the 2008 year -end estimate of $57,000. This line item represents building security, interpreter services, witness and juror fees associated with processing the court's caseload. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $37,206 $117411 $63,104 $85,000 $128,540 109.5 151.2 120 Overtime 1,649 5,000 502 2,000 3,000 60.0 150.0 Total 38,855 122,411 63,606 87,000 131,540 107.5 151.2 200 Personnel Benefits 10,814 40,730 17,774 30,343 42,883 105.3 141.3 310 Office & Operating Supplies 248 5,000 4,624 16,000 18,000 360.0 112.5 400 Other Services And Charges 410 Professional Services 72,054 55,000 1,354 55,000 58,000 105.5 105.5 430 Transportation /Training 0 2,000 0 2,000 2,000 100.0 100.0 Total 72,054 57,000 1,354 57,000 60,000 105.3 105.3 TOTAL EXPENDITURES - SRV UNT I 03 $121,971 $225,141 $87,357 $190,343 $252,422 112.1 132.6 SERVICE UNIT 129 - ADMINISTRATION Account 110 Salaries and Wages - The budget of $710,028 for 2009 reflects an $87,403 increase over the 2008 year -end estimate of $622,625 and $35,313 over the amended budget of $674,715. In June 2008 a Municipal Court Cashier position was created and filled. This budget also includes one municipal court clerk position previously funded in the Safe Community Action Plan budget. 4 - Municipal Court • Preliminary Budget Account 120 Overtime — The 2009 projected budget is $55,000. There is no change from the 2008 year -end estimate. This 2009 budget includes paying police support officers overtime to perform bailiff duties during court proceedings and overtime to allow clerical staff to process the court cases. Account 200 Personnel Benefits — For 2009, Personnel Benefits increased to $182,928 from the 2008 budget of $166,864. See explanation regarding Personnel Benefits above. Account 300 Supplies — The budget for 2009 is $17,000, which reflects no change from the 2008 amended budget. Most of this budget is for the cost of file related supplies for case management. Account 410 Professional Services — This line item includes certified Court Interpreter and Judge Pro-Tem services. For 2009, this line item is budgeted at $105,000. This amount reflects no change from the 2008 year -end estimate. These costs are reflective of the volume of court cases and the variety of different languages for which interpretive services are required. Account 420 Communication — This account has a 2008 budget of $10,945. Year -end estimate for 2008 is $9,700. This is a decrease of $1,245 from the 2008 amended budget. For 2009 $12,340 is budgeted which is a $1,395 increase from the 2008 budget. Account 490 Miscellaneous — This line item, which is estimated at $22,200 for 2008 year -end, provides for printing, registrations at training seminars, association dues, legal subscriptions, required education and costs associated with the State Administrative Office of the Courts. For 2009 the budget has not changed from the year -end estimate. 2008 2009 2007 AMENDED PROPOSED MISCELLANEOUS EXPENSES ACTUAL BUDGET BUDGET Printing $11,442 $12,000 $12,000 Dues and Subscriptions 2,725 5,000 5,000 Recruiting Expense 2,235 500 Miscellaneous other 2,190 4,700 4,700 TOTAL $18,592 $22,200 $22,200 Account 510 Intergovernmental Professional Services — This line item includes jury fees and other miscellaneous professional services performed by other governmental agencies, as needed in support of municipal court functions. (Note: the Yakima County Superior Court handles jury duty notifications, communication and pays jury fees for the Yakima Municipal Court.) The 2008 year- end estimate for this account is $22,000, and the 2009 proposed budget is $23,000. Preliminary Budget • Municipal Court — 5 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $554,792 $674,715 $457785 $622,625 $710,028 105.2 114.0 120 Overtime 55,574 50,000 42,528 55,000 55,000 110.0 100.0 130 Special Pay 0 0 542 300 2,160 * 720.0 140 Retirement /Term Cashout 1,432 0 79 79 0 * 0.0 Total 611,798 724,715 500,934 678,004 767,188 105.9 113.2 200 Personnel Benefits 147,987 166,864 115,280 162,996 182,928 109.6 112.2 300 Supplies 310 Office & Operating Supplies 19,437 16,000 16,678 16,000 16,000 100.0 100.0 350 Small Tools And Equipment 2,212 1,000 1,736 1,600 1,000 100.0 62.5 Total 21,649 17,000 18,414 17,600 17,000 100.0 96.6 400 Other Services And Charges 410 Professional Services 116,044 103,000 73,359 105,000 105,000 101.9 100.0 420 Communications 9,183 10,945 6,743 9,700 12,340 112.7 127.2 430 Transportation /Training 677 3,850 644 3,850 4,500 116.9 116.9 480 Repairs And Maintenance 1,728 250 3,110 250 250 100.0 100.0 490 Miscellaneous 18,595 20,200 14,845 22,200 22,200 109.9 100.0 Total 146,229 138,245 98,700 141,000 144,290 104.4 102.3 510 Intergovernment Prof Svc 23,045 18,000 18,129 22,000 23,000 127.8 104.6 TOTAL EXPENDITURES - SRV UNT 129 $950,707 $1,064,823 $751,457 $1,021,600 $1,134,406 106.5 111.0 6 - Municipal Court • Preliminary Budget CITY OF /� MUNICIPAL COURT 2009 PRELIMINARY BUDGET NARRATIVE JuJGE: Susan J. Woodward, Presiding DIVISION: Probation Services — 038 DEFINITION The mission of Probation Services is to supervise convicted offenders sentenced by the Municipal Court to probation in addition to incarceration or to Day Detention, as an alternative to incarceration. Probation staff monitor convicted offenders to ensure compliance with court orders addressing issues of reform, retribution and rehabilitation. Probation programs designed to address these issues include the following: ➢ Drug /alcohol assessment and treatment ➢ Domestic violence perpetrator treatment ➢ Anger management counseling ➢ Parenting courses ➢ Cultural education ➢ Community restitution ➢ Law abiding behavior ➢ Urinalysis and breath testing to detect controlled substances ➢ Mental health screening ➢ Psychiatric medication management ➢ Sexual deviancy counseling ➢ Victim impact panels ➢ Moral Recognition Therapy ➢ Cost Abatement Program to address theft behavior ➢ Re- licensing Program to restore driving privilege ➢ Defensive Driving Courses ➢ Probation Supervision Levels /Risk Assessments ➢ At -Risk Offenders - Community Monitoring Program ➢ Day Detention ➢ Pre - sentence Investigations Preliminary Budget • Municipal Court — 7 BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 134 Probation $48,233 $25,000 $17,926 $25,000 $25,000 100.0 100.0 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY SERVICE UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 TOTAL 400 Other Services And Charges 48,233 25,000 17,926 25,000 25,000 100.0 100.0 EXPLANATORY NARRATIVE The City of Yakima and Yakima County have completed the process of consolidating the delivery of probation services. This consolidation was designed to deliver probation services to City and County defendants more efficiently and at less cost to the community. By inter -local agreement; City Probation Service employees became Yakima County employees effective January 1, 2006. The City continues to pay salary disparity by the terms of the inter -local agreement for up to three years from January 1, 2006. This figure is $2,083 per month for a total of $25,000 for 2009. The consolidation effort continues to identify a mutually beneficial location to house the consolidated probation services. Some structural modifications to the existing city probation facility have been completed to accommodate increased staffing levels and the administration of the above mentioned programs made possible through consolidation. The ultimate physical location will continue to be studied under the terms of the inter -local agreement. The 2009 budget consists solely of the inter -local agreement payment mentioned above. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 410 Professional Services $48,000 $25,000 $18,750 $25,000 $25,000 100.0 100.0 420 Communications 233 0 (823) 0 0 TOTAL EXPENDITURES - SRV UNT 134 $48,233 $25,000 $17,926 $25,000 $25,000 100.0 100.0 8 — Municipal Court • Preliminary Budget Finance 052 Information Systems 054 Utility Services 127 Community Services 015 Financial Services 035 Police Pension 612 Firemen's Relief and Pension 013 State Examiner 096 Sun Dome Debt Service 098 District Court 099 Operating Transfers 172 Public Facilities District Revenue 195 Contingency 198 Capitol Theatre Reserve 515 Risk Management Reserve 610 Cemetery Trust BONDED INDEBTEDNESS General Obligation and Revenue Bond Summary 272 2002 PFD - L.T.G.O. Convention Center Bonds 281 2006 -2008 L.T.G.O. Various Bond Issues 283 1994 L.T.G.O. Bonds 284 1995 U.T.G.O. Fire Bonds 285 L.T.G.O. Line of Credit 287 1996 L.T.G.O. Convention Center Bonds 289 LID Debt Service Control 484 WS - Revenue Bonds /Other Debt Service 486 1998 Water Revenue Bonds 488 2008 Wastewater Revenue Bonds 491 2004 Irrigation Revenue Bond 493 2003 Wastewater Revenue Bond FINANCE 2008 Budgeted Staffing Levels R. DEBORD Director of finance and Budget 49.45 Positions Department Planning and Direction R. DUKART Special Project Support Administrative Assistant Liaison for Municipal Court, State Auditor and Outside Agencies Insurance /Risk Management Oversight C . EPPERSON R. PETTYJOHN P. HOBBS Deputy Director of Accounting Information Systems Manager Utility Services Manager and Budgeting 1 ( FINANCIAL -. \ TREASURY , PRINTING INFORMATION 1 UTILITY SERVICES SERVICES SERVICES SERVICES SERVICES 15.00 Positions Tim Jensen 1.00 Positions 16.70 Positions (Water, Wastewater, Irrigation and Refuse) Accounting Security of Funds High Volume Printing Operate Centralized 11.15 Positions Accounts Receivable Debt Issuance Copying Computer and Data Grant Billing • Collections and Administration Document and Communications Systems Account Services Accounts Payable Investments Bindery Services Analyze, Design, Program and Customer Relations Payroll • Appropriations Banking Services Implement New Meter Reading Budget Preparation Banking and Computer Software Billing Budget Monitoring and Analysis Investor Relations Applications Systems Field Services Financial Reporting Financial Analysis Maintain and Enhance Collections Financial Analysis Special Projects Existing Application Systems, Hard - Financial Statements ware and Equipment Assessments Mapping and GIS Records Management Special Projects / CITY OF /� MESSAGE FROM THE DIRECTOR FINANCE FINANCE DIRECTOR: Rita DeBord THE FINANCE DEPARTMENT CONSISTS OF THREE DIVISIONS: (A) FINANCIAL SERVICES (B) UTILITY CUSTOMER SERVICES AND (C) INFORMATION SYSTEMS Once again, I am amazed at the number of projects, programs and issues that City employees have worked on over the past year and the numerous accomplishments — big and small — that the City Council, City management and staff, together, have achieved. The employees of the Information Systems, Utility Customer Services and Financial Services Divisions are appreciative of the opportunities we have had this past year to serve the City Council, the City Manager and the citizens of the City of Yakima and surrounding areas - where we all live, work and play. The Finance Department's total 2009 proposed budget is approximately $5.2 million; or approximately 8.6% of the total 2009 proposed General Government Budget. This budget is comprised of: a. $2.5 million — Information Systems (4.1% of total Gen. Gov.), and b. $1.5 million — Financial Services (2.5% of total Gen. Gov.); and c. $1.2 million — Utility Customer Services (2.0% of total Gen. Gov. and 3.9% of total Utility operating revenues — Water, Irrigation, Wastewater & Refuse). On subsequent pages, the managers of the above three divisions will provide an overview of the primary activities of their divisions. In addition to the normal day to day work of the three divisions, which is significant in itself, department employees accomplished many additional significant achievements during the year, including the following: OUTSTANDING COUNCIL APPROVED MAJOR POLICY ISSUES - UPDATE: ➢ Finance Department Re- organization (2008) — Consisted of four major components, three of which were approved in the 2008 budget; these related to re- alignment of personnel in Utility Services, Finance, Office of Neighborhood Development and Information Systems Divisions, all of which have been successfully implemented. The fourth component was to evaluate the consolidation of the Cashier and Utility Services Representative positions and, if applicable, submit a proposal to Council. This evaluation has been performed and resulted in a recommendation to consolidate these two positions; a Policy Issue is included in the 2009 proposed budget. ➢ Email Management & Archiving System (2008) — Implement an email management and archiving system to facilitate data collection for public disclosure requests and to reduce electronic storage requirements. During 2008, vendor systems were evaluated, system selection and contract negotiations were completed, and implementation is in process. System is expected to be operational city -wide by year -end. Preliminary Budget • Finance —1 ➢ Electronic Bill -Pay System (2007/2008) - During 2008 staff reviewed vendor responses to the Request for Proposal (RFP), made a vendor selection and entered into contract negotiations, which have not gone smoothly. There are a few significant issues which don't appear to be resolvable with the initial vendor of choice. Staff is evaluating other options, with anticipation that a vendor selection and contract negotiation can be accomplished by year -end or very shortly thereafter. ➢ Utility Management System (2006 - 2008) - Information Systems and Finance Divisions, with the assistance of Legal Department personnel, successfully negotiated a contract with selected vendor - which Council approved in July 2008. The project is now in the implementation phase; the permitting and code administration modules are expected to be in operation by year -end with the balance of the system (including customer account services, billing, cashiering and other modules) scheduled for implementation in 2009. ➢ Time and Attendance Management System (2007/2008) - Information Systems, with the assistance of staff from several departments within the City, completed their evaluation of vendor proposals during 2008 and successfully negotiated a contract with the vendor of choice for the purchase and implementation of a time management and scheduling system. (Note: During the vendor product evaluations staff identified that one product had scheduling capabilities that were not anticipated during development of the RFP, nor included in the estimated project costs; however, the Public Safety departments determined that such functionality could be very beneficial to managing their staff resources. Staff requested, and Council authorized, an adjustment to the project scope and budget to include this scheduling capability). This project is now in the implementation phase; which will be phased in department by department with project completion anticipated by mid -2009. FINANCIAL ANALYSIS / SUPPORT Provided financial research, analysis, support and advice relative to the following major projects: ➢ Regional (Integrated) Public Safety System Task Force (IPSS) - provided significant support to the preparation of a Request For Proposal, review of vendor responses and project organization and administration. Evaluations of vendor proposals are being performed by multiple committees consisting of individuals from public safety and related agencies throughout the county; this evaluation process will continue well into 2009. (Note: in 2007, Council approved the first phase of the Safe Community Action Plan, which included funding of approximately $165,000 for the purchase and implementation of a Case Management System for the Prosecutor's office. Case management software capability is included as an integral part of the IPSS requirements and is now in the vendor evaluation phase, as discussed above.) ➢ Aquatics Facility - reviewed and prepared information regarding revenue options for operation and construction, communicated implementation requirements relative to the preferred funding mechanism, and presented information at various meetings / Council study session, etc. ➢ Capitol Theatre Expansion Project - Provided financing options, information and guidance regarding the proposed expansion and provided presentations to various groups. ➢ Council Budget Committee - provided significant support through the development and preparation of materials; financial analysis of various issues and meeting support. 2 - Finance • Preliminary Budget ➢ Data Requests and Audit Support - responded to numerous citizen and media data requests, formal public disclosure requests and State Auditor's financial and performance audit data requests. FINANCIAL STATEMENTS Prepared /submitted the 2007 financial statements / schedules to the State Auditors within thirty days of the deadline; this is a considerable improvement from prior years, but requires further improvement to meet the deadline. The City, again, received an Unqualified Opinion on the 2007 Financial Audit - the highest rating achievable. DEBT ISSUANCE In May 2008, issued approximately $9 million in bonds: approximately $5.5 million in new Wastewater Revenue bonds were issued to help fund ongoing construction projects for various upgrades to the wastewater treatment plant during 2008 and 2009; and approximately $3.4 million in refunding bonds issued to "refinance" outstanding 1998/1991 waste -water bonds. This refunding secured a more desirable interest rate, reduced annual debt service costs and reduced total costs over the life of the bonds. In August 2008, issued approximately $2.9 million in LTGO (limited tax general obligation) bonds to help fund an arterial street grind and overlay project, an arterial street light signalization project, four street pedestrian crossings and the purchase of a ladder truck for the fire department. Credit Rating Upgrades: as part of the bond issuance process, staff works with Standard and Poor's rating agency, who issued a two step upgrade for the City's wastewater bond issue, from our previous "A" credit rating to a "AA -" rating. Additionally, in August 2008, Standard and Poor's performed a review of the City as a whole and the City's proposed LTGO bond issue and upgraded the City's overall credit rating from a solid "A" rating to an "A Plus" credit rating. These two credit rating upgrades indicate that, despite the financial challenges the City has faced in recent years, an independent, nationally recognized rating agency believes the City has "sustained a strong financial position"; a good place to be as the country enters into a national economic and financial crisis the impacts of which on our local economy are very much an unknown. LEOFF PENSION SYSTEM UPGRADES Staff from the Finance and Information Systems divisions and from the City Clerk's office worked together to update the current pension system. Work is in progress and should be completed early 2009, resulting in streamlining work for both the Clerk's office and Finance staff and providing direct deposit of pension checks. UTILITY CUSTOMER SERVICE ENHANCEMENTS Developed a Utility Brochure that provides information regarding services and contact numbers for all five City utilities. This brochure was distributed to all utility customers during 2008 and, per request of the Council Budget Committee, is planned for distribution annually in the future. Implemented a phone recording system for all office personnel in the Utility Customer Services Division to help clarify and document customer service requests and to assist in both customer dispute resolution and employee training. (Note: a Request for Proposal for collection services was deferred during the year due to other priorities; staff plans to move this forward during 2009.) Preliminary Budget • Finance - 3 Note — Financial Services and Information Systems are support divisions for all City departments/ personnel; thus, in addition to the items noted above, these Divisions provide significant project and on -going assistance to all departments throughout the City. While, projects primarily accomplished by other Departments are not included above, the Finance / Information Systems Divisions have most likely provided professional and technical support for nearly every significant project being worked on within the City. Summary — Staff takes seriously Council's directive to continue to search for ways to increase efficiencies in, and effectiveness of, the services we provide, while minimizing costs. In response to this on -going directive and Council's heightened focus on customer service in their 2008 updated Strategic Directives, staff has submitted a 2009 policy issue to consolidate two existing positions, which should result in better customer service and a better utilization of existing staff. The 2009 proposed budget for the Finance Department is presented, by division and service units, on the following pages. In addition to charts identifying the budgeted dollars, the Division Managers have prepared written narratives to help explain the 2009 operating plan and proposed utilization of funding. 2009 Policy Issues: The Finance Department has two Policy Issues included in the 2009 proposed budget; (1) consolidation of the Finance Divisions' Cashier position and the Utility Customer Services Division's Utility Services Representative positions, and (2) a proposal to implement a Records Management System for official City records maintained by the City Clerk's office. Refer to the end of this section for a detailed description /explanation of each policy issue. (For holders of softbound budget documents, the Policy Issues can be found in a separate document entitled "2009 Policy Issues ".) 4— Finance • Preliminary Budget SUMMARY OF MAJOR DEPARTMENT RESPONSIBILITIES, BY DIVISION FINANCIAL SERVICES DIVISION: (SUPPORT TO ALL CITY DEPARTMENTS) ➢ Accounting, processing and reporting of all City revenue and expenditures ➢ Financial Statement Preparation and Distribution ➢ Capital Financing & Administration (includes bonds, leases, loans, lines of credit, etc.) ➢ Financial research, analysis and recommendation of various operating, capital, financial, legislative and /or economic development proposals (internal and external proposals) ➢ Investment Portfolio Administration ➢ Risk Management Administration ➢ Financial Compliance and Internal Control Oversight City -wide ➢ Design, Preparation and Administration of all operating and capital budgets ➢ Payroll Administration ➢ Administration and Budget responsibilities for: District Court Costs; Capitol Theatre Reserves; Cemetery Trust; LID Guaranties; Contingencies and Operating Funds Transfers ➢ Administrative liaison with the Municipal Court, Public Facilities District, Intergovernmental Agencies and other Outside Agencies INFORMATION SYSTEMS DIVISION: (SUPPORT TO ALL CITY DEPARTMENTS) ➢ Maintenance and Enhancement support of Existing Software Applications ➢ Administration, Maintenance and Enhancement of the City's Information Systems Infrastructure (e.g.: network, databases, firewalls, distributed processing, etc.) ➢ Design and Implementation of New Software Application systems ➢ Maintenance and Enhancement of Existing Computer Hardware (e.g.: computers, printers, copiers, mobile data terminals, wireless PDA devices, data radios, microwaves, fiber optics) ➢ Maintain and Enhance City's Geographical Information Services (GIS) ➢ Provide Printing Services Citywide UTILITY SERVICES DIVISION: (SUPPORT WATER, IRRIGATION, WASTEWATER, REFUSE & STORM WATER UTILITIES) ➢ Meter reading ➢ Water Service Turn -on / Shut -Off ➢ Customer Service and Account Administration and Maintenance ➢ Utility Billing ➢ Customer Account Credit and Adjustments ➢ Administration of Delinquent Accounts and Collections ➢ Miscellaneous Service Repairs to Utility System Facilities and Equipment ➢ Utility Customer Communications and Notifications ➢ Phone support to customers Preliminary Budget • Finance — 5 CITY OF /, FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: INFORMATION SYSTEMS MANAGER: Information Systems- 052 Rick Pettyjohn DEFINITION The Information Systems Division consists of four separate service units: SERVICE UNIT 103 - CRIMINAL JUSTICE .3% SALES TAX SERVICE UNIT 105 - SAFE COMMUNITY ACTION PLAN SERVICE UNIT 631 - DATA PROCESSING SERVICE UNIT 652 - PUBLICATIONS AND GRAPHICS SERVICES SERVICE UNIT 653 - COPY CENTER AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1140 Director of Finance and Budget .25 .25 .25 10520 Utility and Finance Assistant .25 .25 .25 1233 Information Systems Manager 1.00 1.00 1.00 11901 Supervising Senior Analyst 1.70 1.70 1.70 2112 Network Services Engineer 1.00 1.00 1.00 2110 Data Base Administrator 1.00 1.00 1.00 2111 Lead Applications System Designer 1.00 1.00 1.00 10201 Senior Analyst (Confidential) 1.00 1.00 1.00 2114 Senior Applications Developer 1.00 1.00 1.00 2109 Applications Developer 2.00 2.00 2.00 2102 GIS Technician 1.00 1.00 1.00 2108 Computer Services Technician 5.00 5.00 5.00 2106 Computer Operations Assistant 2.00 2.00 2.00 2115 Publications & Graphics Specialist 1.00 0.00 0.00 7611 Print Shop Operator 1.00 1.00 1.00 TOTAL PERSONNEL 20.20 I9.20 I9.20 6 - Finance • Preliminary Budget BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 103 Crmnl Justice Sls Tx .3% Inc $93,420 $99,690 $70,642 $99,691 $75,848 76.1 76.1 631 Data Processing Center 2,160,770 2,563,971 1,732,290 2,561,929 2,222,897 86.7 86.8 652 Publications & Graphic Svc 52,524 0 0 0 0 653 Copy Center 169,354 181,090 139,131 180,290 183,383 101.3 101.7 TOTAL EXPENDITURES $2,476,068 $2,844,751 $1,942,063 $2,841,910 $2,482,128 87.3 87.3 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 1,196,287 1,223,464 928,689 1,226,774 1,368,448 111.9 55.1 200 Personnel Benefits 310,883 332,596 247,849 332,596 372,687 112.1 15.0 SUB -TOTAL SALARIES AND BENEFITS 1,507,170 1,556,060 1,176,539 1,559,370 1,741,135 111.9 70.2 300 Supplies 237,228 195,522 176,506 201,086 194,750 99.6 7.9 400 Other Services And Charges 428,920 641,485 373,938 642,694 433,445 67.6 17.5 600 Capital Outlays 92,067 223,432 22,779 210,507 57,500 25.7 2.3 700 Debt Service 209,382 226,641 191,091 226,641 53,417 23.6 2.2 900 Interfund Payment For Svcs 1,301 1,612 1,210 1,612 1,881 116.7 0.1 TOTAL EXPENDITURES $2,476,068 $2,844,751 $1,942,063 $2,841,910 $2,482,128 87.3 100.0 EXPLANATORY NARRATIVE The total Information Systems 2008 amended budget amount is $2,844,751. The 2008 projected year- end estimate is $2,841,910. This is $2,841 or 0.10% less than the amended budget. The 2009 proposed budget is $2,482,128, which is a $362,623 or 12.7% decrease from the 2008 amended budget. The majority of this decrease is due to significant reductions in capital expenditures in both the 103 - Criminal Justice Sales Tax and 631- Data Processing Service Units and also additional reductions in the Professional Services budget for software projects in both the 105 - Safe Community Action Plan and 631 - Data Processing Service Units. SERVICE UNIT 103 - CRIMINAL JUSTICE .3% SALES TAX This Service Unit is funded through the .3% sales tax approved by voters in 2005, which is dedicated to new and expanded public safety initiatives. The portion allocated to Information Systems is used to enhance the effectiveness of the law enforcement and other Criminal Justice personnel through the expanded use of technology. The majority of these funds are used to increase mobile technology capabilities for the patrol officers. In 2008, eight WiFi high -speed hot spots were implemented that download high volume information such as mug shots, mapping information, and virus definitions to the patrol cars when they are within range of the hot spots. This ensures that the patrol car computers always contain current information and relieves the Information Systems technicians from having to manually update the computers. Approximately 85% of these funds are budgeted for temporary salaries used to support the mobile computing infrastructure. Preliminary Budget • Finance - Account 100 Salaries and Wages - The 2008 year -end expenditure estimate is $27,250, including overtime. The 2009 budget request is $58,462. This increase is due to the addition of a temporary employee to decrease the time it takes to install the computer equipment in the new patrol cars in the spring, resulting in the new patrol cars being placed in service more quickly. Account 350 Small Tools and Equipment 1640 Machinery and Equipment - These two budget lines are for equipment and software to expand capabilities of the Police Department through the use of technology. Because the ratio between these two lines can vary based on the cost of the individual items, they are combined in this narrative to provide better year -to -year comparisons. The combined amended budget for 2008 for these two line items is $70,158. The 2008 Estimated Year -End is $59,158. For 2009, the funds from these accounts were budgeted in the Police Capital account (Fund 333). Account 490 Miscellaneous - The 2008 estimated year -end expenditure is $10,000. These expenditures are the City's 50% share of expenditures related to the County -wide Regional Public Safety System Request for Proposal (RFP) effort of the Regional Public Safety Data Access Task Force. Yakima County is responsible for the other 50% of the costs. The 2009 budget also contains $10,000 to continue the regional RFP process. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $25,098 $27249 $28,470 $27,000 $58,212 213.6 215.6 120 Overtime 550 0 236 250 250 100.0 Total 25,648 27249 28,706 27,250 58,462 214.6 214.5 200 Personnel Benefits 2,200 2,283 2,463 2,283 7386 323.6 323.6 350 Small Tools And Equipment 40,100 31,336 12,215 20,336 0 400 Other Services And Charges 480 Repairs And Maintenance 0 0 617 1,000 0 490 Miscellaneous 0 0 10,937 10,000 10,000 100.0 Total 0 0 11,554 11,000 10,000 90.9 640 Machinery And Equipment 25,471 38,822 15,704 38,822 0 TOTAL EXPENDITURES - SRV UNT 103 $93,420 $99,690 $70,642 $99,691 $75,848 76.1 76.1 SERVICE UNIT 1OS - SAFE COMMUNITY ACTION PLAN The Safe Community Action Plan Service Unit within the Information Systems Division contains a $164,610 appropriation in 2008 to acquire the system software and hardware for the Prosecutors' Case Management System. This project has been incorporated into the county -wide Integrated Public Safety System to promote regional systems and data sharing. Because the regional project will not be implemented in 2008, these funds will be encumbered into the 2009 budget. The remaining $20,000 in the 2008 budget was for crime analysis software. This project will now be funded through a grant in the Police budget. Account 640 Machinery and Equipment - The 2008 year -end expenditure estimate is $164,610, which is $20,000 less than the 2008 amended budget. The 2009 proposed budget includes no additional funding. 8 - Finance • Preliminary Budget SERVICE UNIT 631 — DATA PROCESSING The Data Processing Service Unit is responsible for six areas of computer and technological support for all City departments: 1. General City Business Systems which includes financial, billing, payroll and numerous other critical and traditional business computer systems, and support of the City's Website. 2. Public Safety Systems which includes Police and Fire Dispatch /9 -1 -1, Police and Fire Records, Geofile, Master Name Index, Jail Management System, Mobile Data Terminals, interfaces to Washington Crime Information Computer (WACIC) and National Crime Info Computer (NCIC), Law Enforcement Information Exchange (LInX), Prosecutors Case Management System, Probation System, Document Imaging, Photo Imaging, Mobile Digital Video System, and a variety of support systems. This area also provides regional technical and software services to the City of Union Gap, the City of Selah, and most of the county Fire Districts. 3. Geographical Information Systems (GIS) which includes mapping, geolocational research, Global Positioning System (GPS) support, Automatic Vehicle Location (AVL) services, and computer aided dispatch (CAD) and mobile client mapping systems for Police, Fire, Transit, and Refuse, as well as special project support to several systems and departments within the City. 4. Automated Inventory and Maintenance Management System (AIMMS) includes Work Order Management, Equipment Tracking, Inventory Management, Purchasing, Accounts Payable and Cost Accounting. 5. Client Services Support, which includes installation, maintenance and support of personal computers and workstations, peripheral equipment, Blackberry PDA's and other personal productivity tools, office automation systems, video conferencing, and the data communications network including an extensive wireless and mobile wireless data communications systems. This area also provides technical services to the Union Gap and Selah Police Departments and the West Valley and East Valley Fire Districts. 6. Computer Operations which includes the maintenance and support of the large central City and Public Safety servers, operation of all centralized software applications, data entry, creation and maintenance of fire Department Pre -fire Plans and Plot Plans, and office support. Account 110 Salaries and Wages — The 2008 year end expenditure estimate of $1,127,741 is $5,691 less than the 2008 amended budget of $1,133,432. The 2009 proposed budget is $1,220,750 for an $87,318 or 7.7% increase above the 2008 amended budget. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 120 Overtime — The 2008 year -end expenditure estimate of $15,000 is $5,000 more than the 2008 amended budget of $10,000. This increase has resulted from work load and from server upgrade projects that must be done during non - working hours to minimize the impact on the City employees and services to our citizens. The 2009 proposed budget is $30,000, of which $25,000 is specifically budgeted for and funded by Police technology grants, to compensate for the additional Preliminary Budget • Finance — 9 overtime required to implement the technology purchased through those grants. The remainder of the overtime budget is the result of workload, emergency response and to the 24 -hour operation and support for the City's computer systems. Account 130 Special Pay — This account contains funding for standby pay. We have programmers and technicians on standby during all non - working hours to provide immediate response to computer system emergencies. Though the Public Safety departments' systems are the main requirements for standby, several other City departments are reliant on 24 -hour computer availability. The 2008 projected year -end estimate is $15,000, which is $4,000 more than the 2008 amended budget. The 2009 proposed budget is $15,000, which is the same as the 2008 projected year -end estimate. Account 200 Personnel Benefits — The 2008 year -end expenditure estimate is $314,747. This is the same as the 2008 amended budget. The 2009 proposed budget is $348,392, which is a $33,645 or 10.7% increase from the 2008 amended budget. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 310 Office and Operating Supplies — The 2008 year end expenditure estimate is $36,000, which is $16,000 more than the 2008 amended budget. These additional expenditures were necessary to acquire backup tapes to meet state digital archiving mandates. City -wide paper and printing supplies account for approximately 60% of the remainder of this budget. These costs are driven by demand. Wiring, computer supplies, and parts account for most of the remaining budget. The 2009 proposed budget is $20,000, which is $16,000 less than the 2008 year -end expenditure estimate. The e -mail archiving system, which is currently being implemented, will decrease the need to expand the backup tape library in 2009. Account 350 Small Tools and Minor Equipment — Micro - computer, communications, and peripheral equipment that cost less than the capital value threshold make up most of this account. The 2008 year -end estimate is $83,550, which is the same as the 2008 amended budget amount. The 2009 proposed budget is $113,550, which is $30,000 or 35.9% more than the 2008 amended budget. This increase is necessary to begin replacement of many of the client computers in the City that are becoming too outdated to efficiently operate current software. Account 410 Professional Services — The 2008 year -end expenditure estimate is $308,485, which is $19,167, or 5.8% less than the 2008 amended budget of $327,652. The 2009 proposed budget is $108,265, which is $219,387 or 67.0% less than the 2008 amended budget. Because this Professional Services account contains appropriations for nearly all Information Systems projects, it can vary dramatically from year to year depending on project completion dates and project implementation schedules. This account also contains funding for client computer software license fees, training, database licenses, computer virus detection subscription, and anti - SPAM e -mail service. The 2009 budget contains funding to upgrade the on -line Applicant Tracking System and for a geodetic database that will greatly facilitate record searches in the Engineering, Planning, and Code Administration divisions. Account 420 Communications — This account includes internet and data backhaul connections for the entire City plus telephone, data and mobile communications costs for division personnel. The 2008 year end expenditure estimate is $50,208, which is $1,648 or 3.2% less than the 2008 amended 10 — Finance • Preliminary Budget budget of $51,856. The 2009 proposed budget is $41,433, which is $10,423 or 20.1% less than the 2008 amended budget. This reduction is due to the cancellation of the City's internet connection through Qwest. The new internet connection will be provided through Noel Communications as part of the services compensation for their use of the City's communications conduit under Yakima Avenue. Account 430 Transportation and Training — The 2008 year end expenditure estimate is $8,750, which is the same as the 2008 amended budget. The 2009 proposed budget is also $8,750. Anticipated travel in 2009 budget includes: Organization Meetings / Classes Staff Attending ESRI National Users Group Arc /Info - Mapping Annual Meeting Senior Analyst NW ESRI Users Group Arc /Info - Mapping Annual Meeting Senior- Analyst and GIS Technician Oracle Relational Data Base Western Users Group Annual Meeting Senior Analyst Paladin /Interlocking Users Group Various Manager and Senior Analyst Programming and Technical Training Classes Various Programmers and Technical Staff Members This represents the full training budget for the computer support staff. Account 450 Operating Rentals & Leases — This account includes rental payments for the postage meter and lease payments for the postage machine. The 2008 year -end estimate is $5,139 which is $61 less than the 2008 amended budget. The 2009 proposed budget is $5,000 which is the same as the 2008 amended budget. Account 480 Repairs and Maintenance — This account includes maintenance and support contracts on the financial and computer aided dispatch application software, database licenses, a variety of operating systems utilities, computer hardware and computer software components; all other contracts for application software have been terminated as a budget reduction effort. The 2008 year -end expenditure estimate is $203,855, which is $11,885 or 6.2% more than the 2008 amended budget. Most of this additional cost was the result of the requirement to share in the cost of power pole upgrades to meet code requirements. The 2009 proposed budget is $213,740. This is $9,885 or 4.9% more than the 2008 year -end projection of $203,855. Support costs for the Time and Attendance Management System accounts for most of this increase. Account 490 Miscellaneous — The 2008 year -end expenditure estimate is $13,800, which is the same as the 2008 amended budget. The proposed 2008 budget is $3,800. $10,000 of the 2008 funds were used to sponsor the Washington State Law Enforcement Technology Conference in Yakima in 2009. These expenditures were 100% refunded through vendor contributions. Other than the technology conference, the primary expenditures from this account are registrations for training classes and user groups. (Refer to the list of budgeted training courses identified in Account 430, above). Account 640 Machinery and Equipment — The 2008 year -end expenditure estimate is $7,075. These expenditures were used to upgrade one of the core server room data communications switches to gigabit speeds. The 2009 proposed budget includes $42,500 as 50% funding for the City Clerk's Records Management System as proposed in the Information Systems Policy Issue. The remaining 50% funding for this project is included in the Risk Management fund. Accounts 750 and 800 Debt Service — Principal and Interest. These accounts represent the payments for the central, high -speed computer printer, the Mobile Wireless Data Network (MWDN), Preliminary Budget • Finance —11 and the Police Patrol Video Units. Because the ratios between principal and interest change each year, the accounts have been combined in this narrative to provide a better year -to -year comparison. The 2008 projected year -end estimate is $204,657, which is the same as the 2008 amended budget. The 2009 budget request is $47,936 which is $156,721, or 76.6% less than the 2008 year -end estimate. All three of the lease /purchase agreements are completed in either late 2008 or early 2009, resulting in the reduced funding requirements. Account 950 Interfund Operating Rental and Leases - This account is the Equipment Rental replacement charge for the Information Systems' two vehicles. The 2008 year -end expenditure estimate is $1,612, which is the same as the 2008 amended budget. The 2009 proposed budget is $1,881, which is $269 or 16.7% more than the 2008 amended budget. Summary - The 2008 year -end expenditure estimate for Service Unit 631 (Data Processing) is $2,397,319. This is $17,958 or 0.75% more than the 2008 amended budget of $2,379,361. For 2009 the proposed budget for Data Processing is $2,222,897. This is $156,464 or 6.6% less than the 2008 amended budget. An explanation of these variances is included in the account information noted above. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $1,062,420 $1,133,432 $846,224 $1,127,741 $1,220,750 107.7 108.3 120 Overtime 19,404 10,000 10,876 15,000 30,000 300.0 200.0 130 Special Pay 10,636 11,000 13,667 15,000 15,000 136.4 100.0 140 Retirement /Term Cashout 29 0 0 0 0 Total 1,092,488 1,154,432 870,766 1,157,741 1,265,750 109.6 109.3 200 Personnel Benefits 282,826 314,747 234,082 314,747 348,392 110.7 110.7 300 Supplies 310 Office & Operating Supplies 25,573 20,000 24,589 36,000 20,000 100.0 55.6 320 Fuel Consumed 887 636 734 1,200 1,200 188.8 100.0 350 Small Tools And Equipment 113,038 83,550 85,771 83,550 113,550 135.9 135.9 Total 139,498 104,186 111,093 120,750 134,750 129.3 111.6 400 Other Services And Charges 410 Professional Services 137894 327,652 112,543 308,485 108,265 33.0 35.1 420 Communications 49,781 51,856 36,526 50,208 41,433 79.9 82.5 430 Transportation /Training 4,990 8,750 7134 8,750 8,750 100.0 100.0 440 Advertising 188 500 0 500 500 100.0 100.0 450 Operating Rentals & Leases 2,013 5,200 4,059 5,139 5,200 100.0 101.2 480 Repairs And Maintenance 189,049 191,970 169,399 203,855 213,740 111.3 104.9 490 Miscellaneous 5,016 13,800 2,550 13,800 3,800 27.5 27.5 Total 388,932 599,728 332,210 590,737 381,688 63.6 64.6 600 Capital Outlays 630 Impr Other Than Building 17,669 0 0 0 0 640 Machinery And Equipment 48,926 184,610 7075 171,685 42,500 23.0 24.8 Total 66,595 184,610 7075 171,685 42,500 23.0 24.8 750 Debt Service - Capital Lease -Pr 177,781 198,676 170,531 198,676 47294 23.8 23.8 830 Debt Service - External Ltd -Int 11,349 5,981 5,322 5,981 642 10.7 10.7 950 Interfund Opt Rental & Lease 1,301 1,612 1,210 1,612 1,881 116.7 116.7 TOTAL EXPENDITURES - SRV UNT 631 $2,160,770 $2,563,971 $1,732,290 $2,561,929 $2,222,897 86.7 86.8 12 - Finance • Preliminary Budget SERVICE UNIT 652 — PUBLICATIONS AND GRAPHICS SERVICES This Service Unit was eliminated as part of the 2008 Finance Department Reorganization Policy Issue. There were no expenditures in 2008 and there is no proposed budget for 2009. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $38,526 $0 $0 $0 $0 120 Overtime 35 0 0 0 0 140 Retirement /Term Cashout 1,324 0 0 0 0 Total 39,886 0 0 0 0 200 Personnel Benefits 11,524 0 0 0 0 310 Office And Operating Supplies 170 0 0 0 0 400 Other Services And Charges 420 Communications 600 0 0 0 0 490 Miscellaneous 344 0 0 0 0 Total 944 0 0 0 0 TOTAL EXPENDITURES - SRV UNT 652 $52,524 $0 $0 $0 $0 SERVICE UNIT 653 — COPY CENTER This Service Unit provides high -speed copying and professional quality offset printing and publishing services to all departments and divisions of the City. Using specialized computer software in combination with professional printing and digital reproduction equipment, the Copy Center produces a large volume of printed material for all facets of City government. In addition, it performs a variety of mail room services and other tasks related to special projects such as surveys and special publications. The Copy Center also provides printing services to the Cities of Union Gap, Selah, and Toppenish. The costs of printing and document services are charged to the user departments and outside agencies to offset the majority of our General Fund operating expenditures. Account 110 Salaries and Wages — The 2008 year -end estimate is $39,283 which is the same as the 2008 amended budget. The 2009 proposed budget is $41,736 which is $2,453, or 6.2 %, more than the 2008 amended budget. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — The 2008 year -end estimate is $15,466, which is the same as the 2008 amended budget. The 2009 proposed budget is $16,809, which is $1,343, or 8.7 %, more than the 2008 amended budget. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 310 Office and Operating Supplies — This account contains general Office and Operating Supplies such as plain white paper, black ink, and toner cartridges. The 2008 year -end estimate is $20,000, which is the same as the 2008 amended budget. The 2009 proposed budget is also $20,000. Approximately 75% of this account consists of paper. Most of this account is demand driven and, as a result, can vary from year to year. Preliminary Budget • Finance —13 Account 340 Items Purchased for Resale or Inventory - This account contains supplies purchased for and billed to specific print jobs such as utility envelopes. This account is completely demand driven. The 2008 year- end estimate of $40,000 is the same as the 2008 amended budget. The 2009 proposed budget is also $40,000. Account 480 Repairs and Maintenance - This account contains maintenance contracts and direct repair costs for copy machines, printing equipment and mail processing equipment. The 2008 year -end expenditure estimate is $40,250, which is $800 less than the 2008 amended budget. The 2009 proposed budget is $41,050, which is the same as the 2008 amended budget. Account 640 Machinery and Equipment - No expenditures were budgeted in this line for 2008. $15,000 is budgeted in 2009 for replacement of the old analog plate maker for the offset press with a digital plate maker. Account 700 and 800 Debt Service Principal and Interest- The combined 2008 year -end expenditure estimate for these two accounts is $21,984, which is the same as the 2008 amended budget. The 2009 proposed budget for these combined accounts is $5,481. These payments are for two high -speed digital copiers /printers. The lease /purchase contract is complete in early 2009 which accounts for the significant reduction in expenditures. Summary - The 2008 year -end estimate for the Copy Center is $180,290, which is $800 or 0.4% less than the 2008 amended budget amount of $181,090. For 2009 the proposed budget is $183,383, which is $2,293 or 1.3% more than the 2008 amended budget amount of $181,090. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $37,668 $39,283 $28,970 $39,283 $41,736 106.2 106.2 120 Overtime 598 2,500 247 2,500 2,500 100.0 100.0 Total 38,265 41,783 29,217 41,783 44,236 105.9 105.9 200 Personnel Benefits 200 Personnel Benefits 14,246 15,466 11,256 15,466 16,809 108.7 108.7 280 Clothing And Miscellaneous 87 100 48 100 100 100.0 100.0 Total 14,333 15,566 11,304 15,566 16,909 108.6 108.6 300 Supplies 310 Office & Operating Supplies 18,003 20,000 15,268 20,000 20,000 100.0 100.0 340 Items Purchased For Resale 39,458 40,000 37,929 40,000 40,000 100.0 100.0 Total 57460 60,000 53,197 60,000 60,000 100.0 100.0 400 Other Services And Charges 420 Communications 240 262 118 262 262 100.0 100.0 430 Transportation /Training 0 95 0 95 95 100.0 100.0 480 Repairs And Maintenance 38,803 41,050 30,057 40,250 41,050 100.0 102.0 490 Miscellaneous 0 350 0 350 350 100.0 100.0 Total 39,043 41,757 30,175 40,957 41,757 100.0 102.0 640 Machinery And Equipment 0 0 0 0 15,000 750 Debt Service - Capital Lease -Pr 19,122 21,371 14,753 21,371 5,436 25.4 25.4 830 Debt Service - External Ltd -Int 1,130 613 485 613 45 7.3 7.3 TOTAL EXPENDITURES - SRV UNT 653 $169,354 $181,090 $139,131 $180,290 $183,383 101.3 101.7 14 - Finance • Preliminary Budget CITY OF /� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: UTILITY SERVICES MANAGER: Utility Services — 054 Pete Hobbs DEFINITION The Utility Customer Services Division provides business services to utility customers and Water, Irrigation, Wastewater, Refuse, and Stormwater utility operating divisions. These services include (a) office services such as customer account maintenance, billing, credit arrangements, follow -up on overdue accounts, coordination of various service requests, and providing general information to customers regarding their accounts, available services, utility operations, City ordinances, etc., (b) field services such as meter reading, replacement of bad meters, service - related inspections, water turn -ons and shut -offs, etc.; and (c) utility operating services such as ensuring accurate consumption and billing data is captured and maintained, working with operating divisions in problem solving and maintaining / improving system performance and processes. Even though Yakima County processes Stormwater billings, Utility Service offers front line support for questions regarding Storm Water; during the 2008 implementation of the Storm Water billing, Utility Services received approximately 100 telephone calls with questions regarding Storm Water. In the 2008 budget, Council approved a policy issue to study the benefits of consolidating the Cashiers and the Utility Service Representatives. The 2009 budget includes the costs of consolidating the two positions. Because the positions are consolidated, there is no net increase in FTE's. For more information, please see the Finance budgeted Policy Issue. The new Utility Management system is in the design phase. Utility Services staff are currently working with Paladin Data and Information System staff to insure the new system meets our needs, and is completed in a timely fashion. The Utility Services Division consists of the following service units: SERVICE UNIT 635 — UTILITY CUSTOMER SERVICE Preliminary Budget • Finance — 15 AUTHORIZED PERSONNEL 2008 2009 Cuss 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1140 Director of Finance and Budget .15 .15 .15 1242 Utility Services Manager 1.00 1.00 1.00 10520 Utility and Finance Assistant .15 .15 .15 7315 Utility Service Representative 5.75 5.75 775 7311 Water Services Specialist 4.75 5.00 5.00 8744 Water Crew Leader 1.00 0 0 14301 Utility Service Supervisor 1.00 1.00 1.00 TOTAL PERSONNEL (I) 13.80 13.05 15.05 (1) An Accountant position is included in Finance Department's authorized personnel, but since 2008, 60% of this position is funded by Utility Services. (2) Utility Service Representative: This is a budgeted Policy Issue; the proposal includes the elimination of two FTE's in the Finance Division which offsets the increase in Utility Services personnel for no net change in total FTE's. Refer to the Finance Department 2009 Policy Issue at the end of this section for more information. BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 635 Utility Customer Service $958,592 $1,091,136 $760,234 $1,054,353 $1,248,127 114.4 118.4 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 587,266 665,208 457,083 632,339 756,522 113.7 60.6 200 Personnel Benefits 192,632 229,431 156,567 229,681 257,628 112.3 20.6 SUB -TOTAL SALARIES AND BENEFITS 779,898 894,639 613,650 862,020 1,014,150 113.4 81.3 300 Supplies 16,878 21,808 14,741 21,808 33,259 152.5 2.7 400 Other Services And Charges 143,730 161,044 121,233 156,880 184,623 114.6 14.8 900 Interfund Payment For Svcs 18,086 13,646 10,610 13,646 16,094 118.0 1.3 TOTAL EXPENDITURES $958,592 $1,091,136 $760,234 $1,054,353 $1,248,127 114.4 100.0 16 -Finance • Preliminary Budget EXPLANATORY NARRATIVE 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET New Accounts Started ( 4,890 8,000 9,700 Meters Read 116,500 117,000 118,000 Meters Replaced 200 250 250 Customer Service Calls Answered 95,000 100,000 105,000 Bills Issued 178,000 181,000 188,000 Suspension Notices Issued 27400 30,800 33,500 Delinquent Bills in Collection 7280 7,000 7,400 (1) We are anticipating a significant increase in accounts started in 2009 because the City will start providing Refuse service to the citizens that reside in the area of the 72nd annexation in 2009. We will be adding several hundred customers that have never received City services before. Account 100 Salaries and Wages — The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Other Salary and Wage changes in the proposed 2009 Budget include: ➢ The Finance Department has a budgeted policy issue, which if approved by Council, will combine the Utility Service Representative and the Cashiers positions. The increase in FTE's in this Division is offset by a decrease in FTE's in Finance. Combining the positions is budgeted for July 1, 2009; however, this is subject to change based on results of a more detailed implementation plan. This Policy Issue includes $11,000 one time implementation costs and $7,100 in personnel costs in 2009. See Finance Policy Issue for more information. There is also one retirement anticipated in 2009 with a budgeted cost of $28,500. ➢ The new Utility Management system is expected to require overtime and /or temporary assistance to ensure that the regular tasks of billing and customer service continue to happen in a timely fashion during the system realization. This is reflected in the overtime and temporary budget lines. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Additionally, this line item has been adjusted to reflect the proposed staffing changes, as outlined above. Account 310 Office Supplies — The increase in the 2009 budget for office supplies is primarily due to the one time costs of approximately $11,000 for the purchase of office furniture and equipment associated with the budgeted policy issue. This account also includes office supplies for the entire Division for items such as pens, paper, binders, locks, flashlights, paper cutters, staples, batteries and the like. Preliminary Budget • Finance —17 Account 320 Fuel — The 2009 budget of $16,259 is an increase of 9.8 %. Utility Services field staff utilize City vehicles to read water meters, start and stop water service, and suspend service for non- payment. Staff continues to search for ways to lower fuel consumption as fuel prices continue to rise. Account 350 Small Tools — This budget includes items used in the field to read meters, change meters, trim shrubbery, start and stop services, etc., such as wrenches, screwdrivers, locks, reading probes, hedge trimmers, shovels, etc. Account 410 Professional Services — Council approved a 2007 Policy Issue for the selection and implementation of an electronic payment option for the City's utility bills. Staff prepared and issued a Request for Proposal (RFP) in October of 2007, and in early 2008 received proposals from five vendors. During 2008, staff reviewed the vendor proposals, selected the finalists, and entered into contract negotiations. These negotiations have stalled, and staff is reviewing their options. Despite this setback, staff is still confident that an agreement can be made with one of the top vendors and implementation can move forward in early 2009. The 2009 budget of $21,000 is to cover the estimated $20,000 of service fees related to the planned implementation of an electronic payment system. Based on our research to date, staff anticipates the vendor proposals to come in below staff's preliminary 62 cents per transaction cost estimates included in the 2007 Policy Issue. Staff continues to estimate approximately 20% of the accounts will utilize the service, based on input from service providers and other external sources. However, the total cost to the City is difficult to accurately project as costs are dependent on several variables, including the per transaction fee charged by the vendor, the actual number of customers who utilize this service, and the payment method and type of card used by the customer. The 2009 budget of $20,000 for this service is the same as estimated in the 2007 Policy Issue. Account 420 Communications — This line item reflects an increase of $8,579 or 7.5% from the 2008 amended budget of $114,474 to $123,053. This increase reflects postal rates that increased in 2008, and additional increases expected in 2009. The 2008 rate increase was not budgeted. The Post Office has new regulations regarding rate increases, they now only need to give 60 days notice instead of the prior process that took more than two years. We do not know how much a postal increase will be in 2009, but expect it to be at least two cents because of fuel prices. We continue to see an annual 3% increase in number of utility bills mailed due to development in West Valley. We are also adding approximately 1,400 new utility customers in January; due to the 72nd Ave annexation seven years ago, the City will now be providing Refuse service in this area. Account 490 Miscellaneous — This account includes costs to print the utility bills, staff training, and recruitment expense. The 2009 budget of $36,000 is an increase of 71 %. The two major causes for the increase are a 14% increase in paper costs, and printing costs of approximately $8,500 for the new Utility brochure to be mailed annually, as requested by the Council Budget Committee. Account 900 Interfund Payment for Services — This account includes fleet maintenance cost of $10,277, equipment replacement cost of $3,000, and $2,517 for liability insurance premium. Summary — The total Utility Services Division proposed budget for 2009 of $1,248,127; the estimated billings for water, wastewater, refuse, and irrigation utility services are approximately $26.8 million for 2009. The 2009 budgeted expenditure estimate of $1.2 million is approximately 4% of the estimated total billing for 2009. 18 — Finance • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $583,316 $661,208 $456,511 $630,619 $723,302 109.4 114.7 120 Overtime 3,595 4,000 32 1,000 4,000 100.0 400.0 130 Special Pay 0 0 540 720 720 100.0 140 Retirement /Term Cashout 356 0 0 0 28,500 Total 587266 665,208 457,083 632,339 756,522 113.7 119.6 200 Personnel Benefits 200 Personnel Benefits 192,582 228,931 155,851 228,931 257,128 112.3 112.3 280 Clothing And Miscellaneous 50 500 716 750 500 100.0 66.7 Total 192,632 229,431 156,567 229,681 257628 112.3 112.2 300 Supplies 310 Office & Operating Supplies 2,332 4,000 2,956 4,000 10,000 250.0 250.0 320 Fuel Consumed 11,643 14,808 10,018 14,808 16,259 109.8 109.8 350 Small Tools And Equipment 2,902 3,000 1,768 3,000 7,000 233.3 233.3 Total 16,878 21,808 14,741 21,808 33,259 152.5 152.5 400 Other Services And Charges 410 Professional Services 639 21,000 442 5,000 21,000 100.0 420.0 420 Communications 115,866 114,474 82,010 116,310 123,053 107.5 105.8 430 Transportation /Training 0 270 113 270 270 100.0 100.0 480 Repairs And Maintenance 6,644 4,300 3,449 4,300 4,300 100.0 100.0 490 Miscellaneous 20,581 21,000 35,218 31,000 36,000 171.4 116.1 Total 143,730 161,044 121,233 156,880 184,623 114.6 117.7 900 Interfund Payment For Svcs 950 Interfund Opt Rental & Lease 15,803 11,248 8,212 11,248 13,577 120.7 120.7 960 Interfund Insurance Svcs 2,283 2,398 2,398 2,398 2,517 105.0 105.0 Total 18,086 13,646 10,610 13,646 16,094 118.0 118.0 TOTAL EXPENDITURES - SRV UNT 635 $958,592 $1,091,136 $760,234 $1,054,353 $1,248,127 114.4 118.4 Preliminary Budget • Finance -19 CITY OF y� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord EXECUTIVE DIRECTOR: Linda Kraft, Kraft Consulting DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: Community Services -127 Cindy Epperson DEFINITION The Community Services Fund was established during 2006 to account for grant- funded programs that provide community support services. The first program of this kind is the Healthy Families Yakima initiative. HEALTHY FAMILIES YAKIMA At the federal level, Human Health Services (HHS), Administration for Families and Children (ACF) authorized demonstration sites to test the effectiveness of alternative approaches to child support enforcement issues. The emphasis of these projects is to strengthen families by promoting and teaching skills for healthy marriages and responsible fatherhood. It is anticipated that communities will realize stabilization in participants' employment, in their children's school attendance, and that divorce rates will decrease, thereby reducing the cost of child support enforcement for those people served. The City agreed to be the grant sub - recipient and fiduciary agent for this project, which is going forward under the leadership of a Steering Committee made up of nonprofit, government, and private social service providers. BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 351 Healthy Families $105,9931 $590,107 $279,412 $399,5891 $487,712 82.7 122.1 REVENUE SUMMARY BY SERVICE UNIT 351 Healthy Families $82,333 $584,485 $257,332 $424,609 $522,712 89.4 123.1 699 General Revenues 24,202 8,080 542 542 25,562 316.4 4713.2 TOTAL REVENUES $106,535 $592,565 $257,875 $425,151 $548,274 92.5 129.0 DEPT 127 COMMUNITY SERVICES ( J) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 300 Supplies 1,607 107,404 4,258 20,000 51,000 47.5 10.5 400 Other Services And Charges 104,386 482,703 275,153 379,589 436,712 90.5 89.5 TOTAL EXPENDITURES $105,993 $590,107 $279,412 $399,589 $487,712 82.7 100.0 20 - Finance • Preliminary Budget EXPLANATORY NARRATIVE SERVICE UNIT 351 — HEALTHY FAMILIES PERFORMANCE STATISTICS 2008 AMENDED BUDGET 2009 PROPOSED BUDGET Coalition Partners 32 Active 30 Active Sites Fully Operational in "Couples" Curriculum 5 Sites County -wide 8 Sites County -wide Trained educators in PREP curriculum 45 Men and Women 45 Men and Women PREP curriculum available at Sites 5 Sites 7 Sites Participants who completed all PREP units 269 People 350 People Children for whom data was entered 223 Children 300 Children Sites Fully Operational in Spanish 2 Sites 4 Sites Sites Fully Operational in "Singles" Curriculum - -- 4 Sites Website languages 2 2 Management Information System Available For Sites /Administration Add Consumer Registration Media Impressions "Commitment" & Workshops TV on 7 stations 2,049 advertisements Comparable Radio on 7 stations 1,550 advertisements Comparable Billboards (rotating locations) 5 5 Formal referral partners to program 5 8 Special Events The Wedding Store 1 1 Bears Game "Dads Night" 1 1 Couples Club 0 1 Spring All -Sites Workshop & Speaker 0 1 This is a five -year program, totaling $1,500,000 with a Federal commitment of $990,000, and a local match requirement of 34% or $510,000. The State of Washington Department of Social and Health Services, Division of Child Support (DCS) and the City are proposing to charge an administrative fee of up to 5% each, leaving a program budget of $1,350,000 over the five -year period. The basic steps to carry out this five -year program are as follows: 1. Determine a baseline of attitudes about marriage, cohabitation, and marriage education pre and post the implementation of the Coalition's workshops and media campaign. 2. Develop and maintain a coalition that is comprised of multi- disciplinary organizations that are stakeholders in seeing that families thrive in the Yakima area. 3. Provide centralized services that are efficient so that technical assistance is provided to multiple marriage education sites to ensure highly effective programs are offered at low costs to consumers. 4. Saturate the Yakima Valley with information about the value of healthy, long -term relationships and marriages that are stable for children, women and men, as well as employers and communities. 5. Provide workshops that are of the technically advanced about skills and attitudes necessary to build a healthful, strong pair bonding. Preliminary Budget • Finance — 21 6. Capture data from participants in order to measure results and provide information to national researchers. 7. Create a sustainable coalition for years to come without the aid of government funding. During 2008, the Healthy Families Yakima Coalition was successful in teaching dozens of area couples thru the PREP course. Also, beginning early in 2008, the program contracted with a media company which got the word out through radio and television, as well as billboards, a very successful marketing endeavor. During 2009, the plan is to continue what worked in 2008, as well as advertising and classes in Spanish. Account 310 Office and Operating Supplies — The 2009 budget is $51,000. This line is primarily made up of the curriculum (i.e. class materials), and other supplies necessary to support the training effort. Account 410 Professional Services — The 2009 budget is $295,712, consisting of the following: 2008 2009 2007 YEAR -END PROPOSED DESCRIPTION ACTUAL ESTIMATE BUDGET Executive Director contract* $65,154 $160,704 $116,712 Research and Data Collection 28,257 80,000 179,000 TOTAL 4I0 PROFESSIONAL SERVICES $93,411 $240,704 $295,712 * Contract includes executive staff and office support with benefits, travel expenses, office equipment and supplies, utilities, etc. During 2007, the program did not receive as much donation as expected. Therefore, nearly half of the management fees for 2007 were actually paid in 2008, demonstrated in the above table. Account 430 Transportation / Training — For year 2009, this account has been projected at $15,000, to be used to train the class leaders in the course materials. Traveling for this training is often necessary; the grant pays for that travel as well as travel for the executive director to seminars, conferences, meetings, etc. Account 440 Advertising — This account includes $133,885 for 2008 year -end estimate and $126,000 in 2009. This will be used for both marketing of the program to make the community aware of the available resources and an informational campaign on the benefits of healthy marriages. Revenues — The 2008 year -end estimates of revenues consist of the grant from ACF in the amount of $399,609, and local donations of $25,000. The total revenue is estimated to be $424,609. For the 2009 projected budget, anticipated revenues total $522,712, with $487,712 from the ACF grant and the balance of $35,000 from donations. During 2008, the State of Washington Department of Social and Health Services, Division of Child Support, revised the way the 34% local match worked. Whatever match is received, in -kind or contributions, can be used to offset the expenditures. The non -cash match can then be used to request reimbursement in whole from the State. "Volunteer" in-kind contribution continues to be not eligible as match. Start -up funds of $30,000 were transferred in 2006 from the City's Office of Neighborhood Development Services (ONDS). 22 — Finance • Preliminary Budget Summary - The total Healthy Families budget for 2009 is $487,712. This budget has been approved by both the State and Federal agencies administering this grant. Since this program is multi- faceted, line item budgets will be adjusted as the program needs change. The steering committee will be monitoring the outcomes and recommending changes between budget lines as needed. (Because this is a demonstration project, the Federal requirements allow line item fluctuations.) ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 310 Office & Operating Supplies $1,607 $107404 $4,258 $20,000 $51,000 47.5 255.0 400 Other Services And Charges 410 Professional Services 93,411 255,247 174,413 240,704 295,712 115.9 122.9 430 Transportation /Training 4,055 15,000 2,110 5,000 15,000 100.0 300.0 440 Advertising 6,012 165,885 98,070 133,885 126,000 76.0 94.1 450 Operating Rentals & Leases 907 46,571 0 0 0 0.0 490 Miscellaneous 0 0 560 0 0 Total 104,386 482,703 275,153 379,589 436,712 90.5 115.1 TOTAL EXPENDITURES - SRV UNT 351 $105,993 $590,107 $279,412 $399,589 $487712 82.7 122.1 REVENUES 330 Intergovernmental Revenues $69,955 $390,653 $240,432 $399,609 $487712 124.9 122.1 360 Miscellaneous Revenues 12,378 193,832 16,900 25,000 35,000 18.1 140.0 TOTAL REVENUES - SRV UNT 351 $82,333 $584,485 $257332 $424,609 $522,712 89.4 123.1 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $13,702 $8,080 $542 $542 $25,562 316.4 4713.2 360 Miscellaneous Revenues 10,500 0 0 0 0 TOTAL REVENUES - SRV UNT 699 $24,202 $8,080 $542 $542 $25,562 316.4 4713.2 Preliminary Budget • Finance - 23 CITY OF / i FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: Financial Services — 015 Cindy Epperson DEFINITION The Financial Services Division is responsible for: ➢ Accounting and Reporting of all expenditure and revenue transactions, ➢ Financial Statements Preparation, ➢ Design, Preparation and Administration of the operating and capital budgets, ➢ Financial Analysis of various operating, financial, legislative and economic development proposals, ➢ Risk Management Administration, ➢ Investment Portfolio Administration, ➢ Capital Financing, Bond Redemption and Debt Service Administration, ➢ Receiving and Recording of all City receipts (cash, electronic funds, etc.) ➢ Payment of all Invoices (Accounts Payable), and ➢ Payroll Administration. 2009 CHALLENGES In addition to the divisions normal daily work, a number of projects / challenges face the Finance Division in the coming year. Listed below are some of the more significant projects planned for 2009: ➢ Council Budget Committee — The Council sub - committee to review the tax - supported services continues to meet monthly, and will likely continue meeting into 2009. The Finance department is playing a lead role in coordinating, preparing and /or researching the Committee's information requests. ➢ Implement new GASB pronouncements — The Governmental Accounting Standards Board (GASB) continues to issue new financial reporting requirements which often require significant additions to the City's financial reports and underlying data collection. ➢ Utility /Customer Service Computer System — Continue to work with Information Systems and other operating divisions to design and implement a new Utility /Customer Service computer system, which began mid -2008 and is scheduled to continue through most of 2009. ➢ Time and Attendance System— Continue to work with Information Systems and other operating divisions to implement an electronic time and attendance system. This project is currently in design phase, and will have a phased in implementation by work group over the next year. 24 — Finance • Preliminary Budget ➢ Bond Issues - Bond issues included in the 2009 preliminary budget include: • Councilmanic General Obligation Bonds for the Capitol Theatre Expansion project ($7.0 M); • Councilmanic General Obligation Bonds, a Line of Credit draw, or an Interfund loan (depending on market conditions) to complete Upper Kiwanis Park improvements ($500,000). ➢ Streamlined Sales Tax (SST) - Now that SST legislation began conversion of taxable events from "point of origin" to "point of delivery" as of July 1, 2008, Finance will be involved in monitoring sales tax revenues and reviewing Department of Revenue procedures for mitigating resulting losses (if any). ➢ Regional Coordination - Continue evaluation of the recent Request for Proposal for regional integrated Public Safety /Criminal Justice computer systems. ➢ Policies /Contracts - Continue efforts to update /establish various financial related contracts, policies and /or operating practices (ex: banking contracts, collections contract, use of warrants, ACH contract, use of procurement cards, etc). The service units in this division are: SERVICE UNIT 624 - FINANCE AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1140 Director of Finance and Budget 0.60 0.60 0.60 1241 Financial Services Manager 1.00 1.00 1.00 10507 Utility and Finance Assistant .60 .60 .60 10304 Treasury Services Officer 2.00 2.00 (1) 2.00 10301 Payroll Officer 1.00 1.00 1.00 10302 Accountant ( 4.00 4.00( 4.00 10305 Financial Services Technician Payroll 1.00 2.00 i 2.00 2316 Financial Services Specialist 5.00 5.00 5.00 2315 Cashier 2.00 2.00 .00 ( TOTAL PERSONNEL 17.20 18.20 16.20 (1) One of two Treasury Services Officer (ISO) positions was under - filled as an Accountant in 2008. (2) Includes one Accountant position funded 20% by the Office of Neighborhood Development Services (ONDS) , 20% by Finance, and 60% by Utility Services in 2008 and 2009. (3) The Department -wide reorganization approved in the 2008 budget process included an additional Financial Services Technician. (4) The reorganization mentioned above also proposed studying the concept of consolidating the Cashier positions into Utility Services Representatives (USR). This study has been completed, and the 2009 budget contemplates this consolidation to take place in mid -2009 as set forth in the related budgeted policy issue. After the consolidation, the 2 cashier positions in the Finance Division will be eliminated, and 2 additional USR positions would be filled in the Utility Services Division, however, 15% of all USR time will be allocated to Finance (an FTE count of 1.16). The above chart reflects the Finance Division positions after the consolidation. Preliminary Budget • Finance - 25 BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 624 Finance $1,219,856 $1,453,768 $1,048,494 $1,439,025 $1,516,266 104.3 105.4 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 871,103 1,047,468 740,900 1,017,497 1,095,394 104.6 72.2 200 Personnel Benefits 226,753 283,788 198,437 281,661 297,639 104.9 19.6 SUB -TOTAL SALARIES AND BENEFITS 1,097855 1,331,255 939,337 1,299,158 1,393,033 104.6 91.9 300 Supplies 21,402 20,361 21,271 31,000 17500 86.0 1.2 400 Other Services And Charges 89,152 89,953 70,176 90,962 93,040 103.4 6.1 500 Intergov Srvcs /Other Interfund 115 300 5 200 200 66.7 0.0 600 Capital Outlays 0 0 5,807 5,807 0 * 0.0 900 Interfund Payment For Svcs 11,332 11,898 11,898 11,898 12,493 105.0 0.8 TOTAL EXPENDITURES $1,219,856 $1,453,768 $1,048,494 $1,439,025 $1,516,266 104.3 100.0 EXPLANATORY NARRATIVE 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET ACCOUNTING FUNCTIONS Expenditures $152 million $167 million $200 million Capital Projects $27.5 million $28 million $56 million Invoices Processed 30,344 30,000 30,500 Number of Grants Administered 52 55 60 Payroll Warrants Issued 10,107 10,115 10,146 Payroll and Benefits Paid $53.1 million $56.6 million $59.4 million Employees Paid (Permanent and Part Time) Avg. Monthly 779 785 792 Claims Warrants Issued 14,509 14,400 14,500 Dollar Amount of Claims Paid $58.8 million $57.0 million $60.0 million Number of Funds 75 75 73 Number of Full Accrual Funds 32 34 33 Interfund Payment Requests 580 600 600 LIDS in Process 1 2 2 26 - Finance • Preliminary Budget 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET TREASURY FUNCTIONS Revenue Received $152.7 million $163.7 million $187.0 million Treasurer's Checks (i.e. Refunds) 1,128 950 1,000 Wire Transfers and Electronic Funds Transfers (EFT's) 663 660 700 Invoice and Assessment Rolls 2,700 3,000 3,300 Cash Register Transactions ( 12,332 12,000 12,300 GO and Revenue Debt Issues Administered 16 16 17 LIDs Closed (Negotiate Sale of LID Warrants and Bonds) 0 0 2 Public Works Trust Fund Loans Administered 21 21 20 Special Assessment Notes /Bonds 4 4 6 GO and Revenue Debt Service Payments Made $5.6 million $6.3 million $5.6 million IMPACT Investment Income $2.6 million $1.7 million 1.7 million Average Total Portfolio Managed $52 million $55 million $55 million (1) Cash register transactions noted are in a batch configuration and contain more individual transactions than these totals. Total transactions logged by the Treasury are approximately 50,000 — 60,000 per year. SERVICE UNIT 624 — FINANCIAL SERVICES Account 110 Salaries and Wages — The 2009 budget is projected to be $1,073,394; $42,926 or 4.2% above the 2008 amended budget of $1,030,468. The 2009 budget includes the second phase of a budgeted policy issue to reorganize the Finance Department, which includes the transfer of 2 Cashier positions to Utility Services Representatives (USR's), with a portion of the cost of all of the USR's allocated back to Finance (net reduction of about .85 FTE). See the related budgeted policy issue for additional information. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 120 Overtime — This item is projected to be $12,000 in 2009, unchanged from the 2008 budget. Two functions regularly require overtime -- monthly payroll processing and budget preparation /production. Account 140 Retirement /Termination Cashout — This account includes $10,000 for 2009 in anticipation of the retirement of an Accountant (charged 20% to Finance). Account 200 Personnel Benefits — This item for 2009 is $297,639, which is above the 2008 budget of $283,788, an increase of $13,851 or 4.9 %. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. The position changes described above also affects this account. Preliminary Budget • Finance — 27 Account 310 Office and Operating Supplies — For 2009 this account remains unchanged from the 2008 budget of $15,000. A major component of this account is warrant stock and IRS - related forms, such as W -2's and 1099's. Additionally, binders for the budget and other Finance - related documents are charged here. Account 350 Small Tools and Minor Equipment — The 2009 budget of $2,500 is $2,861 less than the amended 2008 budget of $5,361. This account is earmarked for equipment replacement, and it should be noted that the 2008 budget includes office furniture for a space remodeling project to add offices in the basement to accommodate the position growth approved in the 2008 budget process. Account 410 Professional Services — The 2009 budget includes $34,700 for various professional services, which is $1,700 or 5.2% more than the 2008 budget of $33,000. This provides for fiduciary (banking and trust) services, $24,700; outside consultants, such as arbitrage compliance specialists, $5,000; and technical support for various small software systems, $5,000. Account 420 Communications — This line item is budgeted at $14,060 in 2009, an increase of $387 or 2.8% over the 2008 amended budget of $13,673. This account provides for both telephone and wireless communication costs of $5,215, and postage costs of $8,845 to mail Accounts Payable remittances; Accounts Receivable invoices; and IRS required forms (i.e. 1099s and W -2s) along with other business correspondence. Account 430 Transportation /Training — This line item is budgeted at $9,000 for both 2008 and 2009. This account provides for management and staff to attend National and State Finance Officers' Association conferences and other training seminars. Currently, four staff are Certified Public Accountants; this certification requires 40 hours per year of continuing professional education. Account 490 Miscellaneous — This line item is budgeted at $35,000 for 2009, an increase of $1,000 or 2.9% over the 2008 amended budget of $34,000. This account provides for printing of the City's budget documents and financial statements — $20,000; registrations for required training seminars (noted above) — $7,500; annual rent of the post office box -- $1,000; and dues and subscriptions to keep current on accounting, finance and related issues — $6,500. Account 960 Insurance — The $12,493 budgeted for 2009 provides for the employee surety bonds. All charges from the Risk Management Reserve Fund were increased a minimum of 5% to adequately cover program costs. Summary — The 2009 budget for Service Unit 624 — Financial Services is projected at $1,516,266; $62,498 or 4.3% more than the 2008 amended budget of $1,453,768. This reflects costs relating to: the changes from a budgeted policy issue /reorganization; the retirement of a long -term employee; bargained settlements; and escalation in the mandated state retirement system contribution. 28 — Finance • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $861,229 $1,030,468 $736,599 $1,009,997 $1,073,394 104.2 106.3 120 Overtime 9,874 12,000 4,300 7500 12,000 100.0 160.0 130 Special Pay 0 5,000 0 0 0 0.0 140 Retirement /Term Cashout 0 0 0 0 10,000 Total 871,103 1,047,468 740,900 1,017,497 1,095,394 104.6 107.7 200 Personnel Benefits 226,753 283,788 198,437 281,661 297,639 104.9 105.7 310 Office & Operating Supplies 11,529 15,000 12,998 15,000 15,000 100.0 100.0 410 Professional Services 29,160 33,000 32,318 36,900 34,700 105.2 94.0 420 Communications 12,603 13,673 9,185 12,767 14,060 102.8 110.1 430 Transportation /Training 4,723 9,000 1,737 5,000 9,000 100.0 180.0 480 Repairs And Maintenance 81 150 0 150 150 100.0 100.0 Total 89,152 89,953 70,176 90,962 93,040 103.4 102.3 530 State /County Taxes & Assmt 115 300 5 200 200 66.7 100.0 640 Machinery And Equipment 0 0 5,807 5,807 0 0.0 960 Interfund Insurance Services 11,332 11,898 11,898 11,898 12,493 105.0 105.0 TOTAL EXPENDITURES - SRV UNT 624 $1,219,856 $1,453,768 $1,048,494 $1,439,025 $1,516,266 104.3 105.4 Preliminary Budget • Finance - 29 CITY OF /� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: POLICE PENSION BOARD Police Pension — 035 DEFINITION This General Fund division provides for pension, disability and medical benefits to retired police officers hired prior to 3/1/70. All currently employed police officers hired prior to 3/1/70 are to be paid any additional benefits they were entitled to under the 1955 Act that were not offset or provided by the 1969 Amendatory Act. Pension benefits for police officers that were hired after March 1, 1970 are covered by the Washington Law Enforcement Officers and Firefighters' Retirement System (LEOFF I), but this division provides medical benefit coverage for these officers. BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 642 Prior Pensions $1,384,894 $1,412,950 $989,018 $1,350,521 $1,387957 98.2 102.8 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 200 Personnel Benefits 622,648 614,800 424,536 565,764 583,685 94.9 42.1 SUB -TOTAL SALARIES AND BENEFITS 622,648 614,800 424,536 565,764 583,685 94.9 42.1 300 Supplies 184 150 24 25 50 33.3 0.0 400 Other Services And Charges 762,063 798,000 564,458 784,732 804,222 100.8 57.9 TOTAL EXPENDITURES $1,384,894 $1,412,950 $989,018 $1,350,521 $1,387,957 98.2 100.0 30 —Finance • Preliminary Budget EXPLANATORY NARRATIVE The total 2009 budget of $1,387,957 consists of: Pension Benefits $582,685 Medical Benefits 787,822 Contingency 15,000 Administrative Costs 2,450 TOTAL $1,387957 Over the past ten years, medical benefits have demonstrated an annual average increase of about 12% for medical benefits. (In 2003, total medical costs surpassed pension benefits). As the population served by this fund ages, the medical benefits will continue to escalate. There is a contingency of $15,000 budgeted in miscellaneous for this purpose. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 200 Personnel Benefits 200 Personnel Benefits $3,660 $1,000 $2,281 $3,000 $1,000 100.0 33.3 290 Pensions And Death Benefits 618,988 613,800 422,255 562,764 582,685 94.9 103.5 Total 622,648 614,800 424,536 565,764 583,685 94.9 103.2 310 Office & Operating Supplies 184 150 24 25 50 33.3 200.0 400 Other Services And Charges 410 Professional Services 759,291 780,600 562,387 767,660 786,822 100.8 102.5 430 Transportation /Training 1,810 1,550 1,383 1,384 1,550 100.0 112.0 490 Miscellaneous 963 15,850 688 15,688 15,850 100.0 101.0 Total 762,063 798,000 564,458 784,732 804,222 100.8 102.5 TOTAL EXPENDITURES - SRV UNT 642 $1,384,894 $1,412,950 $989,018 $1,350,521 $1,387,957 98.2 102.8 Preliminary Budget • Finance - 31 CITY OF /� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: FIRE PENSION BOARD Firemen's Relief and Pension — 612 DEFINITION This trust fund pays pensions, disability benefits and medical benefits to retired Firefighters hired prior to 3/1/70. All retired Firefighters hired prior to 3/1/70 are to be paid out of this fund any additional benefits they were entitled to under the 1955 Act that were not offset or provided by the 1969 Amendatory Act. The Washington Law Enforcement Officers and Firefighters' Retirement System (LEOFF I) pays the pension benefits of firefighters hired after March 1, 1970; but this Fund provides medical benefit coverage for these employees upon retirement. This department has the following service units: SERVICE UNIT 642 — PRIOR PENSIONS SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 TO 5 642 Prior Pensions $1,497,086 $1,630,203 $1,089,210 $1,492,995 $1,603,380 98.4 107.4 REVENUE SUMMARY BY SERVICE UNIT 642 Prior Pensions $67,407 $62,500 $70,095 $70,095 $72,800 116.5 103.9 699 General Revenues 2,075,532 2,114,431 1,512,796 2,203,312 2,316,177 109.5 105.1 TOTAL REVENUES $2,142,939 $2,176,931 $1,582,891 $2,273,407 $2,388,977 109.7 105.1 32 — Finance • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 200 Personnel Benefits 682,691 745,100 534,915 701,886 722,278 96.9 45.1 SUB -TOTAL SALARIES AND BENEFITS 682,691 745,100 534,915 701,886 722,278 96.9 45.1 300 Supplies 227 200 41 25 25 12.5 0.0 400 Other Services And Charges 777074 841,900 522,003 748,081 826,600 98.2 51.6 900 Interfund Payment For Svcs 37,093 43,003 32,251 43,003 54,477 126.7 3.4 TOTAL EXPENDITURES $1,497086 $1,630,203 $1,089,210 $1,492,995 $1,603,380 98.4 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 642 — PRIOR PENSIONS The Pension Board has endorsed a policy issue approved in 1996 to set aside $50,000 annually to build a reserve for future medical and long -term care costs. The total budget of $1,603,380 includes: Pension Benefits $721,778 Medical Benefits 774,500 Contingency 50,000 Administrative Costs 57,102 TOTAL $1,603,380 The ending balance of $785,597 at the end of 2009 reflects eleven years of building the reserve. Over the past ten years, medical benefits have demonstrated an annual average increase of over 16 %, while pension benefits are relatively flat. As the population served by this fund ages, the medical benefits will continue to escalate. These mandated expenses will continue to erode General Government resources until an alternative funding source is found. Preliminary Budget • Finance — 33 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 200 Personnel Benefits 200 Personnel Benefits $0 $500 $3,717 $4,000 $500 100.0 12.5 290 Pensions And Death Benefits 682,691 744,600 531,198 697,886 721,778 96.9 103.4 Total 682,691 745,100 534,915 701,886 722,278 96.9 102.9 310 Office & Operating Supplies 227 200 41 25 25 12.5 100.0 400 Other Services And Charges 410 Professional Services 774,957 789,500 519,924 696,001 774,500 98.1 111.3 430 Transportation /Training 1,430 900 1,392 1,392 1,400 155.6 100.6 490 Miscellaneous 688 51,500 688 50,688 50,700 98.5 100.0 Total 777,074 841,900 522,003 748,081 826,600 98.2 110.5 990 Interfund Admin Charges 37,093 43,003 32,251 43,003 54,477 126.7 126.7 TOTAL EXPENDITURES - SRV UNT 642 $1,497,086 $1,630,203 $1,089,210 $1,492,995 $1,603,380 98.4 107.4 REVENUES 330 Intergovernmental Revenues $67,407 $62,500 $70,095 $70,095 $72,800 116.5 103.9 TOTAL REVENUES - SRV UNT 642 $67,407 $62,500 $70,095 $70,095 $72,800 116.5 103.9 SERVICE UNIT 699 & 642 - REVENUES These benefits are supported by property taxes, an allocation of fire insurance premium tax (estimated to be $70,095 in 2009), and reserves. The 2009 property tax allocation for Fire Pension costs is estimated at $1,532,765. This is $18,965 or 1.2% less than the 2008 year -end estimate of $1,551,730 to cover increasing pension and medical costs for retirees. This represents about $.302 per $1,000 of assessed valuation or 10.7% of the total general property tax levy for 2009. State law (RCW 41.16.060) allows cities with Firemen's pension funds to levy an additional $0.225 per $1,000 of assessed valuation - which covers about three - fourths of the total levy allocated for this purpose. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $524,014 $559,701 $645,853 $645,853 $780,412 139.4 120.8 310 Taxes 1,536,367 1,551,730 861,215 1,551,730 1,532,765 98.8 98.8 360 Miscellaneous Revenues 15,151 3,000 5,728 5,729 3,000 100.0 52.4 TOTAL REVENUES - SRV UNT 699 $2,075,532 $2,114,431 $1,512,796 $2,203,312 $2,316,177 109.5 105.1 34-Finance • Preliminary Budget CITY OF /� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: State Examiner — 013 Cindy Epperson DEFINITION This division reflects the cost of the annual audit which is performed by the State Auditor's Office on all City funds pursuant to State law. These regular audits look at financial statements, along with compliance with federal, state, and local laws. The performance audit recently commissioned by City Council is being done in accordance with a state initiative —the state is funding that project and the City is not expecting to incur direct costs for this project. EXPLANATORY NARRATIVE SERVICE UNIT 624 — FINANCE The total State Examiner's budget for 2009 is $103,000, no change from 2008. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 400 Other Services And Charges 95,467 103,000 64,266 100,000 103,000 100.0 100.0 Preliminary Budget • Finance — 35 CITY OF y� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: Sun Dome — 096 Cindy Epperson DEFINITION This activity provides for payment to Yakima County for the City of Yakima's share of debt service costs on $4,000,000 in SunDome construction bonds from the late 1980s, and debt service on $1.4 million of bonds issued by the City in 2003 for improvements to the SunDome. A portion of Business License fees ($110,000) and Real Estate Taxes ($40,000) are dedicated to service this debt. In 2003 the City and the County entered into an interlocal agreement, which addressed existing debt service and the need for some major improvements on the SunDome. Because the County had refinanced the two original bond issues, there were debt service savings. Per agreement, the City continued paying on the original debt service schedule, but the payments will be ended a year earlier than programmed, (2006 on one issue, and 2008 on the other). At the same time, some of the amateur athletic groups had requested modifications to the SunDome. To maintain our competitive advantage to draw tournaments, the County 1) secured a state grant, and 2) requested a contribution from Union Gap and Yakima. The City was able to issue about $1.4 million of zero coupon Limited Tax General Obligation bonds using a financing plan that basically extended the current annual debt service payments of about $150,000 out to 2023. The debt service on the new bonds began in 2007, and is structured to replace the obligation on the interlocal agreement with Yakima County. BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 699 General Revenues $150,000 $150,000 $150,000 $150,000 $150,000 100.0 100.0 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 500 Intergov Srvcs /Other Interfund 75,000 75,000 75,000 75,000 150,000 200.0 100.0 700 Debt Service 75,000 75,000 75,000 75,000 0 TOTAL EXPENDITURES $150,000 $150,000 $150,000 $150,000 $150,000 100.0 100.0 36— Finance • Preliminary Budget EXPLANATORY NARRATIVE SERVICE UNIT 699 — GENERAL REVENUES Account 550 Interfund Subsidies - 2008 included $75,000 to pay debt service on the bonds issued by the City in 2003. As the City's obligations on the original SunDome bonds have been fulfilled, in 2009 the full annual amount of $150,000 is budgeted to be transferred to debt service fund #281. Account 700 and 800 Debt Service - The final payment to the County was made in 2008, therefore these accounts contain no budget in 2009. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 550 Interfund Subsidies $75,000 $75,000 $75,000 $75,000 $150,000 200.0 200.0 770 Other Notes 60,563 65,045 65,045 65,045 0 830 Debt Service - External Ltd -Int 14,437 9,955 9,955 9,955 0 TOTAL EXPENDITURES - SRV UNT 699 $150,000 $150,000 $150,000 $150,000 $150,000 100.0 100.0 Preliminary Budget • Finance - 37 CITY OF /� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: District Court — 098 Cindy Epperson DEFINITION This activity provides for payment of District Court filing fees, charges for Warrant and Subpoena service and payments to the State of Washington for Crime Victim's Compensation. Since January 1, 1997 filings for misdemeanants and gross misdemeanants made previously in District Court have been processed in the Municipal Court. The County District Court continues to receive payments on cases filed prior to 1997 in that court. Those funds flow from the County to the City as a revenue to the City. The City then pays the County the same amount of money for their services. Thus, these funds flow into and back out of the City with no net gain or loss. This is merely a required accounting transaction to ensure proper recording of the funds in both the City and the County's records. The County District Court will continue to collect and remit time payments on the City's behalf. As the transition was more than 10 years ago, the collections have dropped significantly. The $1,800 budget for 2009 approximately matches the revenue included in General Fund estimated to be received from District Court. EXPLANATORY NARRATIVE SERVICE UNIT 699 — GENERAL REVENUES 2008 2009 2007 AMENDED PROPOSED REVENUE ACTUAL BUDGET BUDGET Filing Fees and Contract Reimbursement $10,264 $3,050 $1,700 Warrant Assessment Fees 381 100 100 TOTAL $10,645 $3,150 $1,800 DETAIL (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 410 Professional Services $10,645 $13,700 $2,388 $3,150 $1,800 13.1 57.1 TOTAL EXPENDITURES - SRV UNT 699 $10,645 $13,700 $2,388 $3,150 $1,800 13.1 57.1 38— Finance • Preliminary Budget CITY OF y� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: Transfers — 099 Cindy Epperson DEFINITION This Division is used to transfer funds from the General Fund to other funds. EXPLANATORY NARRATIVE SERVICE UNIT 645 — INTERFUND DISTRIBUTION A total of $2,232,275 is budgeted to be transferred from the General Fund to the following Funds in 2009. All of these transfers are included in Account 550 - Interfund Subsidies. 2008 2009 YEAR -END PROPOSED FUND ESTIMATE BUDGET Parks and Recreation Utility Tax (3.5 %) $1,045,625 $1,076,250 Law and Justice Capital Utility Tax (0.5 %) 149,375 153,750 Public Safety Communications Fund Portion of Telephone Tax 880,000 880,000 Fire Capital - Ladder Truck Debt Service 167,130 72,275 Contingency 75,000 50,000 TOTAL TRANSFERS $2,317,130 $2,232,275 DETAIL ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 550 Interfund Subsidies $2,082,216 $2,342,535 $1,604,676 $2,317,130 $2,232,275 95.3 96.3 TOTAL EXPENDITURES - SRV UNT 645 $2,082,216 $2,342,535 $1,604,676 $2,317,130 $2,232,275 95.3 96.3 Preliminary Budget • Finance — 39 CITY OF �� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: Public Facilities District —172 Cindy Epperson DEFINITION The PFD is a separate governmental entity and its primary purpose by law is to build and /or operate a regional center. The Yakima Regional PFD is financing the recent expansion of the Yakima Convention Center by levying a sales tax credit from the State of Washington. This revenue comes from sales tax already being paid by the buyers of goods within these three cities. It is not a new or increased tax. The service units in this division are: SERVICE UNIT 327 — PUBLIC FACILITIES DISTRICT SERVICE UNIT 699 — GENERAL REVENUES EXPLANATORY NARRATIVE SERVICE UNIT 327 — PUBLIC FACILITIES DISTRICT The Public Facilities District Fund was established in 2002 to account for the revenues received from the newly formed Public Facilities District. For 2009, revenues are estimated to be $715,000, consisting of the tax credit transfer from the PFD for the Convention Center, compared to the year -end estimate of $695,000, an increase of $20,000, or 2.9 %. In addition the allocation of State Sales Tax Credit, dedicated to the Capitol Theatre for its expansion, is budgeted to be approximately $498,000, an increase of $128,000 from the year end estimate of $370,000 as this revenue stream started in April 2008. The 2009 Preliminary Budget includes an expenditure estimate of $1,194,000; $460,000 for debt service on the Convention Center bonds issued in 2002, $31,000 for operating expenses of the PFD, a transfer of $135,000 to the Tourist Promotion /Convention Center operating fund to support operations of the expanded facility, a transfer of $70,000 to the Convention Center Capital fund, and a transfer to the Capitol Theatre Construction fund in the amount of $498,000. The PFD board is currently reviewing this budget as presented. The fund balance at the end of 2009, assuming this revenue and expenditure pattern, is estimated to be $159,282. SERVICE UNIT 699 — GENERAL REVENUES Revenue in this service unit consists of interest earned on investments and is budgeted at $4,000. 40 — Finance • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 490 Miscellaneous $29,628 $26,000 $14,332 $26,000 $31,000 119.2 119.2 550 Interfund Subsidies 615,000 1,088,424 760,666 1,042,424 1,163,000 106.9 111.6 TOTAL EXPENDITURES - SRV UNT 327 $644,628 $1,114,424 $774,998 $1,068,424 $1,194,000 107.1 111.8 REVENUES 330 Intergovernmental Revenues $679,290 $1,097,000 $785,257 $1,065,000 $1,213,000 110.6 113.9 TOTAL REVENUES - SRV UNT 327 $679,290 $1,097,000 $785,257 $1,065,000 $1,213,000 110.6 113.9 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $94,744 $119,744 $135,706 $135,706 $136,282 113.8 100.4 360 Miscellaneous Revenues 6,300 4,000 2,000 4,000 4,000 100.0 100.0 TOTAL REVENUES - SRV UNT 699 $101,044 $123,744 $137,706 $139,706 $140,282 113.4 100.4 Preliminary Budget • Finance — 41 CITY OF FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: Contingency —195 Cindy Epperson DEFINITION State Law, RCW 35.33.145, and City Ordinance No. 1273, permits a Contingency Fund to provide moneys with which to meet any municipal expense, the necessity or extent of which could not have been foreseen or reasonably evaluated at the time of adopting the annual budget. The law limits the total amount accumulated at any time to an amount not exceeding 37.5,4 on each thousand dollars of assessed valuation. The City is well under this requirement. City Council must approve payments made from the Contingency Fund, but has delegated requests for less than $10,000 to the City Manager. BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 195 Contingency $58,617 $0 $82,151 $100,000 $0 645 Interfund Distribution 6,720 300,000 0 0 300,000 100.0 TOTAL EXPENDITURES $65,337 $300,000 $82,151 $100,000 $300,000 100.0 300 REVENUE SUMMARY BY SERVICE UNIT 645 Interfund Distribution $75,000 $75,000 $75,000 $75,000 $50,000 66.7 66.7 699 General Revenues 349,407 329,407 359,070 359,070 334,070 101.4 93 TOTAL REVENUES $424,407 $404,407 $434,070 $434,070 $384,070 95 88.5 EXPLANATORY NARRATIVE The 2009 Contingency Fund is projected to have resources totaling $384,070, of which $50,000 is to be transferred from the General Fund. $300,000 is budgeted to be available for contingencies during 2009. 42 • Preliminary Budget CITY OF y� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: Capitol Theatre Reserve —198 Cindy Epperson DEFINITION The Capitol Theatre Reserve Fund was established in 1981 using the $1,000,000 proceeds of an insurance settlement. The fund has been maintained as a general contingency reserve. These funds have been used over the last several years to make major improvements to the Theatre. The 2008 budget includes the startup of the next phase of a major capital improvement program for the Theatre, which includes a transfer of $500,000 to the construction fund, which will be reimbursed to this fund upon the issuance of general obligation bonds, currently anticipated to be issued in 2009. The service units in this division are: SERVICE UNIT 648 — CAPITOL THEATRE INSURANCE RESERVE SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 648 Capitol Theatre Ins. Reserve $71,927 $571,927 $53,945 $571,927 $71,927 12.6 12.6 REVENUE SUMMARY BY SERVICE UNIT 648 Capitol Theatre Ins. Reserve $97 $0 $0 $0 $0 699 General Revenues 646,900 614,275 585,135 595,070 561,893 91.5 94.4 TOTAL REVENUES $646,997 $614,275 $585,135 $595,070 $561,893 91.5 94.4 EXPLANATORY NARRATIVE SERVICE UNIT 648 — CAPITOL THEATRE INSURANCE RESERVE For 2009, $71,927 in interest earnings and reserves is budgeted to be transferred to the Capitol Theatre Operating Fund for Depreciation Reserve purposes. SERVICE UNIT 699 — GENERAL REVENUES Revenues for 2009 of $538,750 include interest earnings estimated to be $38,750, and the interfund loan repayment of $500,000 leaving a fund balance of $489,966. Preliminary Budget • Finance — 43 CITY OF y� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: Risk Management Reserve — 515 Cindy Epperson DEFINITION The Risk Management Reserve Fund is maintained to separately account for various risk management costs. The Risk Management Fund was established in 1986 when the City chose to self - insure the liability exposure portion of the City's insurance program. Late in 2005, the City began purchasing liability insurance coverage through a risk pool of cities, and for the Transit division through a transit risk pool. This budget for 2009 provides for: ➢ Administration of the program. ➢ Legal, claims adjustment, and broker services. ➢ The purchase of liability, property and other miscellaneous insurance coverages. The count for Authorized Personnel is included in the 017 Legal narrative. The service units in this division are: SERVICE UNIT 641 — INSURANCE AND BONDS SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 641 Insurance And Bonds $2,278,437 $2,474,668 $1,409,097 $2,434,880 $2,783,782 112.5 114.3 REVENUE SUMMARY BY SERVICE UNIT 641 Insurance And Bonds $2,101,439 $2,021,057 $2,021,057 $2,121,057 $2,162,000 107.0 101.9 699 General Revenues 1,214,960 1,264,395 1,309,922 1,397,963 1,524,139 120.5 109.0 TOTAL REVENUES $3,316,399 $3,285,452 $3,330,979 $3,519,020 $3,686,139 112.2 104.8 44 — Finance • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 209,680 360,644 266,749 362,844 420,325 116.6 15.1 200 Personnel Benefits 48,971 101,607 71,030 101,607 115,580 113.8 4.2 SUB -TOTAL SALARIES AND BENEFITS 258,652 462,250 337780 464,450 535,905 115.9 19.3 300 Supplies 5,376 6,377 6,563 6,377 6,500 101.9 0.2 400 Other Services And Charges 1,992,518 1,934,625 1,010,323 1,889,836 2,170,320 112.2 78.0 600 Capital Outlays 0 45,000 34,619 47,801 42,500 94.4 1.5 900 Interfund Payment For Svcs 21,891 26,416 19,813 26,416 28,557 108.1 1.0 TOTAL EXPENDITURES $2,278,437 $2,474,668 $1,409,097 $2,434,880 $2,783,782 112.5 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 641 - INSURANCE AND BONDS Account 110 Salaries and Wages - The 2009 budget is $418,325, which is $58,481 or 16.3% more than the 2008 amended budget of $359,844. In 2009 this account includes a budgeted policy issue to increase a 1/2-time Legal Assistant to full -time. (See related policy issue for a more detailed discussion). An estimate for the management group pay and compensation adjustment (PACA) is included in the 2009 budget. Other changes in the salary accounts may occur because of an individual employee's merit adjustments or eligibility for longevity. Account 200 Personnel Benefits - This appropriation for 2009 is $115,580, an increase of $13,973 or 13.8% from the 2008 budget of $101,607. The personnel benefit accounts include rate increases for medical insurance of 5.5 %, and for industrial insurance of 10 %, along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. The additional 1/2-time position mentioned above affects this budget category as well. Account 410 Professional Services - The 2009 budget is $660,000, an increase of $7,500 or 1.2% from the 2008 amended budget of $652,500. This account is used to provide for the cost of potential outside legal services ($600,000); insurance broker fees ($50,000); and claims adjustment fees ($10,000). The 2008 year -end estimate for outside legal services is less than the 2008 budget because of the timing of professional services needed for certain cases. Both 2008 and 2009 include costs related to environmental issues arising from the former City of Yakima Landfill. The City is pursuing reimbursement for these expenses from the City's historic insurance carriers. The City expects to receive revenues from the insurance recoveries under these claims. Account 460 Insurance - This account is budgeted at $1,021,820 for 2009, an increase of $86,295 or 9.2% from the 2008 budget of $935,525. This account reflects the estimated cost of purchasing insurance coverage including: a) property insurance (including boiler and machinery), b) liability insurance, c) accidental death and dismemberment, and d) employee surety bonds. The increase is due primarily both to market conditions related to purchased insurance and growth within the City (i.e. additional van pools.) Preliminary Budget • Finance - 45 Account 490 Miscellaneous - The 2009 appropriation of $484,500 provides a reserve of $475,000 for payment of claims which could be incurred and $9,500 for miscellaneous expenses, including required continuing education training registrations and dues and subscriptions for the legal staff. Account 640 Machinery and Equipment - This account includes the $42,500 budgeted for a records management and archiving software system. The policy issue porposes to split the total cost of the $85,000 system equally between Risk Management and Information Systems. (Refer to policy issue for additional details.) Account 990 Interfund Charges - The amount of $28,557 budgeted for 2009 is the City Services Administration charge for this program. Summary - The 2009 budget for the Risk Management Reserve Fund is projected at $2,783,782, which is $309,114 or 12.5% more than the 2008 amended budget of $2,474,668, due to a combination of an increase in staffing costs tied to the increase of a Legal Assistant II position to a full -time position from a half -time position; the City's environmental investigation and remediation activities associated with the former City of Yakima Landfill (certain of these expenses will have a corresponding insurance recovery revenue associated with the pending claims); and inflation in purchased insurance premiums /claims filed. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $202,544 $359,844 $265,483 $359,844 $418,325 116.3 116.3 120 Overtime 7137 800 728 3,000 2,000 250.0 66.7 140 Retirement /Term Cashout 0 0 538 0 0 Total 209,680 360,644 266,749 362,844 420,325 116.6 115.8 200 Personnel Benefits 48,971 101,607 71,030 101,607 115,580 113.8 113.8 300 Supplies 310 Office & Operating Supplies 298 1,500 1,686 1,500 1,500 100.0 100.0 350 Small Tools And Equipment 5,078 4,877 4,876 4,877 5,000 102.5 102.5 Total 5,376 6,377 6,563 6,377 6,500 101.9 101.9 400 Other Services And Charges 410 Professional Services 729,331 652,500 433,550 595,000 660,000 101.2 110.9 430 Transportation /Training 1,869 3,000 1,579 4,000 4,000 133.3 100.0 460 Insurance 815,264 935,525 455,946 932,236 1,021,820 109.2 109.6 490 Miscellaneous 446,054 343,600 119,247 358,600 484,500 141.0 135.1 Total 1,992,518 1,934,625 1,010,323 1,889,836 2,170,320 112.2 114.8 640 Machinery And Equipment 0 45,000 34,619 47,801 42,500 94.4 88.9 990 Interfund Admin Charges 21,891 26,416 19,813 26,416 28,557 108.1 108.1 TOTAL EXPENDITURES - SRV UNT 641 $2,278,437 $2,474,668 $1,409,097 $2,434,880 $2,783,782 112.5 114.3 REVENUES 360 Miscellaneous Revenues $2,101,439 $2,021,057 $2,021,057 $2,121,057 $2,162,000 107.0 101.9 TOTAL REVENUES - SRV UNT 641 $2,101,439 $2,021,057 $2,021,057 $2,121,057 $2,162,000 107.0 101.9 46 -Finance • Preliminary Budget SERVICE UNIT 699 — GENERAL REVENUES Account 360 Miscellaneous Revenue — This account, representing revenue from operating departments and divisions for Risk Management Fund services, is budgeted at $2,162,000 for 2009, a 7.0% increase over 2008 budget. (There was a 5% increase for all participating divisions, with the exception of Stormwater and Transit, which were both charged higher premiums because of the continuing growth in the Stormwater program and increased number of van pools and miles driven because of expanded routes for Transit.) The 2009 budget also includes an estimate of interest earnings of $260,000, and insurance reimbursements of $180,000. Reserves are programmed to be $902,357 by the end of 2009. Since 2009 will be the fourth year of purchased liability insurance with a $100,000 deductible, the "run -out" of existing claims at the time of transition is slowing. Also, with the approval of additional legal staff, the City can be more pro- active in its approach to risk management. Therefore, the reserve balance appears to be adequate, even though it is slightly below the targeted balance of $1 million. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 270 Beginning Balance $819,743 $1,004,395 $1,037,963 $1,037,963 $1,084,139 107.9 104.5 360 Miscellaneous Revenues 395,217 260,000 271,960 360,000 440,000 169.2 122.2 TOTAL REVENUES - SRV UNT 699 $1,214,960 $1,264,395 $1,309,922 $1,397,963 $1,524,139 120.5 109.0 Preliminary Budget • Finance — 47 CITY OF /� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: Cemetery Trust — 610 Cindy Epperson DEFINITION In accordance with State law, the City maintains a trust fund for money received for endowment care when cemetery plots are sold. The corpus is to remain in trust, while interest earnings are transferred to the Cemetery Fund. Because interest earnings have not been adequate to support cemetery operations, the Parks and Recreation Fund has been supplementing the Cemetery Fund. The service units in this division are: SERVICE UNIT 225 — CEMETERY SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 699 General Revenues $26,828 $27,000 $0 $25,000 $25,000 92.6 100 REVENUE SUMMARY BY SERVICE UNIT 225 Cemetery $11,155 $6,000 $7,819 $7,500 $6,000 100 80 699 General Revenues 571,354 570,526 574,796 580,681 588,181 103.1 101.3 TOTAL REVENUES $582,509 $576,526 $582,615 $588,181 $594,181 103.1 101 EXPLANATORY NARRATIVE SERVICE UNIT 225 — CEMETERY As in 2008, $6,000 is the revenue budget for plot sales. SERVICE UNIT 699 — GENERAL REVENUE For the year 2009, $25,000 is budgeted for interest earnings as a revenue, with the same amount transferred to the Cemetery Fund (thus, shown as both a revenue and an expense in the 2009 budget). The Trust Fund balance at the end of 2009 is estimated to be $569,181. 48 —Finance • Preliminary Budget CITY OF / SUMMARY OF GENERAL OBLIGATION AND REVENUE BOND ACTIVITY The chart below is a summary of all the General Obligation and Revenue bond issues that have activity in the current budget year. The following narratives describe the funding sources, current year principal and interest obligations, and related reserve balances. 2009 DATE OF MATURITY ORIGINAL PREVIOUS AMOUNT AMOUNT ENDING FUND DESCRIPTION ISSUE DATE ISSUE BALANCE REDEEMED ISSUED BALANCE GENERAL OBLIGATION BONDS 272 Conv Center Addition (Unrefunded) 05/08/2007 06/01/2012 $6,735,000 $885,000 $210,000 $0 $675,000 272 Conv Center Addition (Ref 1996 Bonds) 05/08/2007 05/01/2026 4,910,000 4,900,000 10,000 0 4,890,000 273 Capitol Theatre Expansion* 2009 2024 0 0 0 7,000,000 7,000,000 281 Parks Capital Projects 12/05/2005 12/01/2015 755,000 560,000 70,000 0 490,000 281 River Rd Street Project 05/08/2007 05/01/2017 1,765,000 1,620,000 150,000 0 1,470,000 281 Fire Station West Valley 05/08/2007 05/01/2022 815,000 775,000 40,000 0 735,000 281 Downtown Revitalization Project 05/08/2007 05/01/2022 1,490,000 1,415,000 75,000 0 1,340,000 281 3rd Ave & Mead /Pedestrian Crossing 08/28/2008 12/01/2019 2,190,000 2,145,000 165,000 1,980,000 281 Fire Ladder Truck 08/28/2008 12/01/2019 760,000 750,000 45,000 705,000 281 Sundome Expansion 06/17/2003 12/01/2023 1,430,528 1,298,052 124,241 0 1,173,811 283 Crim Justice / I -82 (Ref. 1994 Bonds) 06/17/2003 12/01/2013 4,155,000 2,360,000 450,000 0 1,910,000 284 Fire (Refunding 1995 Bonds) 09/07/2004 12/01/2014 2,300,000 1,545,000 215,000 0 1,330,000 285 G.O. Line of Credit -Pks Cap - Kiwanis Dev* 2009 2014 0 0 0 500,000 500,000 287 Conv Ctr Expansion (Ref. 1996 Bonds) 09/07/2004 11/01/2019 4,175,000 3,720,000 300,000 0 3,420,000 SUB -TOTAL $31,480,528 $21,973,052 $1,854,241 $7,500,000 $27,618,811 REVENUE BONDS 484 Wastewater /Water (Ref. 1998 Bonds) 06/05/2008 11/01/2011 $1,516,049 $1,510,000 $485,000 $0 $1,025,000 486 Water (Refunding 1998 Bonds) 06/05/2008 11/01/2018 1,883,951 1,875,000 155,000 0 1,720,000 488 Wastewater 06/05/2008 11/01/2027 5,440,000 5,365,000 190,000 0 5,175,000 491 Irrigation 09/14/2004 09/01/2034 5,215,000 4,805,000 110,000 0 4,695,000 493 Wastewater (Series A) 12/22/2003 11/01/2014 7,390,000 4,015,000 705,000 0 3,310,000 493 Wastewater (Series B) 12/22/2003 11/01/2023 10,155,000 10,155,000 0 0 10,155,000 SUB -TOTAL $31,600,000 $27,725,000 $1,645,000 $0 $26,080,000 GRAND TOTAL $63,080,528 $49,698,052 $3,499,241 $7,500,000 $53,698,811 * Preliminary estimate - subject to change. Preliminary Budget • Finance — 49 CITY OF /� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: PFD /Conn. Center G.O. Bonds - 272 Cindy Epperson DEFINITION The Public Facilities District (PFD) was created in 2001 to provide a mechanism to fund an expansion project for the Yakima Convention Center. General Obligation Bonds of $6,735,000 were issued in June, 2002, for this project. This bond issue was refunded in 2007, which resulted in debt service savings of about $12,000 annually. EXPLANATORY NARRATIVE SERVICE UNIT 328 - CAPITAL IMPROVEMENT Annual debt service of approximately $460,000 is provided by a transfer from the PFD Fund 172. The fund balance at the end of 2009 is estimated to be $150,994. REDEEMED BONDS BONDS COUPONS DATE OF ORIGINAL PRIOR MATURING OUTSTANDING MATURING DATE OF ISSUE MATURITY ISSUE YEARS 2009 12/31/09 2009 5/8/07 6/1/12 $1,280,000 $395,000 $210,000 $675,000 $33,468 Unrefunded 5/8/07 5/1/26 4,910,000 10,000 10,000 4,890,000 206,945 Refunding 1996 Bonds TOTAL $6,190,000 $405,000 $220,000 $5,565,000 $240,413 DETAIL ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 710 Debt Service - G.O. Bonds - Prin $195,000 $210,000 $210,000 $210,000 $220,000 104.8 104.8 830 Debt Service - External Ltd -Int 264,729 249,075 126,638 249,075 240,413 96.5 96.5 TOTAL EXPENDITURES - SRV UNT 328 $459,729 $459,075 $336,638 $459,075 $460,413 100.3 100.3 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUE SUMMARY BY SERVICE UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 328 Capital Improvement $480,000 $460,000 $345,000 $460,000 $460,000 100.0 100.0 699 General Revenues 130,211 150,481 150,482 150,482 151,407 100.6 100.6 TOTAL REVENUES $610,211 $610,481 $495,482 $610,482 $611,407 100.2 100.2 50 - Finance • Preliminary Budget CITY OF Y,.,f,b/ja/ FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: 2003 Sundome, 2005 Parks, & 2008 Cindy Epperson Fire & Street LTGO Bonds Fund - 281 DEFINITION This fund provides for redemption of various Councilmanic General Obligation Bonds, including 2005 Parks Capital, 2003 Sundome and 2007/2008 Fire & Streets Capital Bonds. The fund balance at the end of 2009 is estimated to be $4,662. Because all of these issues are Limited Tax General Obligation Bonds, there are not separate reserve requirements. Tracking of the separate issues can be accomplished by project number. EXPLANATORY NARRATIVE SERVICE UNIT 528 - CAPITAL IMPROVEMENTS Below is a matrix that presents the details of each issue by project. The second matrix provides a project description and the corresponding repayment sources. BONDS BONDS COUPONS PROJECT DATE OF DATE OF ORIGINAL REDEEMED IN MATURING OUTSTANDING MATURING NUMBER ISSUE MATURITY ISSUE PRIOR YEARS 2009 12/31/09 2009 2134 12/01/2005 12/01/2016 $755,000 $195,000 $70,000 $490,000 $23,700 SunDome 06/17/2003 12/01/2023 1,430,528 132,475 124,241 1,173,811 25,760 1944 05/08/2007 05/01/2017 1,765,000 145,000 150,000 1,470,000 67,950 2105 05/08/2007 05/01/2022 815,000 40,000 40,000 735,000 31,935 2165 05/08/2007 05/01/2022 1,490,0000 75,000 75,000 1,340,000 58,215 2230 08/28/2008 12/01/2019 2,190,000 45,000 165,000 1,980,000 76,213 Fire Truck 08/28/2008 12/01/2019 760,000 10,000 45,000 705,000 27,275 TOTAL $9,205,528 $642,475 $669,241 $7893,811 $311,048 PROJECT # DESCRIPTION REPAYMENT SOURCES 2134 Parks Capital projects including: Aquatic Spray Toys, Kiwanis Parks and Recreation Property Tax Skate Park, 4th Kiwanis ballfield, and a feasibility study for a Allocation regional aquatic center Sundome Sundome Expansion Business License fee, first 1/4% Real Estate Excise Tax (REET1) 1944 River Road and North 16 Avenue to Fruitvale St. Project Gas Tax 2105 Fire Station 92 Facility Addition First 1/4% Real Estate Excise Tax (REET1) 2165 Downtown Revitalization Second 1/4% Real Estate Excise Tax (REET2) 2230 Grind & Overlay /Ped. Enhancement /Summitview Signalization First & Second 1/4% Real Estate Excise Tax Fire Capital Ladder Truck General Property Tax Preliminary Budget • Finance - 51 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 710 Debt Service - G.O. Bonds - Prin $132,615 $420,862 $260,000 $449,861 $669,241 159.0 148.8 830 Debt Service - External Ltd -Int 115,696 262,369 100,150 232,435 311,047 118.6 133.8 TOTAL EXPENDITURES - SRV UNT 528 $248,310 $683,231 $360,150 $682,296 $980,288 143.5 143.7 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUE SUMMARY BY SERVICE UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 645 Interfund Distribution $252,621 $650,100 $682,298 $682,296 $980,289 150.8 143.7 699 General Revenues 350 350 4,661 4,661 4,661 1331.6 100.0 TOTAL REVENUES $252,971 $650,450 $686,959 $686,957 $984,950 151.4 143.4 52 — Finance • Preliminary Budget CITY OF Y,.,f,b/ja/ FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: 1994 Ltd Levy G.O. Bond Red. - 283 Cindy Epperson DEFINITION This fund provides for redemption of 1994 Limited Levy G.O. Bonds. Resources for redemption are provided from utility taxes on cable television utilities for the portion of the bond issue related to construction of the Criminal Justice Center (originally $425,000). The portion of the issue used to assist construction of the I -82 Interchange is supported by the Street Fund ($50,000) and Arterial Gas Tax ($70,000) before 2003. In 2003, this bond issue was refunded, and remaining annual debt service was reduced from $545,000 to $515,000. EXPLANATORY NARRATIVE SERVICE UNIT 528 - CAPITAL IMPROVEMENTS BONDS BONDS COUPONS DATE OF DATE OF ORIGINAL REDEEMED IN MATURING OUTSTANDING MATURING ISSUE MATURITY ISSUE PRIOR YEARS 2009 12/31/09 2009 6/17/03 12/1/13 $4,155,000 $1,795,000 $450,000 $1,910,000 $68,038 Refunding 1994 Bonds SERVICE UNIT III, 645 & 699 - REVENUES In 2009, Cable TV Utility Tax is scheduled to contribute $402,000, the Street Fund will support about $46,700, and Arterial Gas Tax will support about $65,300. The fund balance at the end of 2009 is estimated to be $259,810. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 710 Debt Service - G.O. Bonds - Prin $425,000 $440,000 $0 $440,000 $450,000 102.3 102.3 830 Debt Service - External Ltd -Int 86,438 77,938 38,969 77,938 68,038 87.3 87.3 TOTAL EXPENDITURES - SRV UNT 528 $511,438 $517,938 $38,969 $517,938 $518,038 100.0 100.0 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUE SUMMARY BY SERVICE UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 111 Crime Prevention $402,000 $402,000 $301,500 $402,000 $402,000 100.0 100.0 645 Interfund Distribution 112,000 112,000 112,000 112,000 112,000 100.0 100.0 699 General Revenues 265,024 267,786 267586 267,686 263,848 98.5 98.6 TOTAL REVENUES $779,024 $781,786 $681,086 $781,686 $777,848 99.5 99.5 Preliminary Budget • Finance - 53 CITY OF Y,.,f,b/ja/ FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: 1995 G.O. Fire Bond Red. - 284 Cindy Epperson DEFINITION This fund provides for redemption of 1995 G.O. Bonds through a voted Special Property Tax Levy. The Streets portion of this debt was paid off in 1999. The Parks portion was fully redeemed in 2002. The remaining debt service relates to the construction of Fire Station #4 in 1995, and will be retired in 2014. This bond issue was refunded in 2004 at a net present value savings of about $142,000. EXPLANATORY NARRATIVE SERVICE UNIT 528 — CAPITAL IMPROVEMENTS BONDS BONDS COUPONS DATE OF DATE OF ORIGINAL REDEEMED IN MATURING OUTSTANDING MATURING ISSUE MATURITY ISSUE PRIOR YEARS 2009 12/31/09 2009 9/7/04 12/1/14 $2,300,000 $755,000 $215,000 $1,330,000 $52,678 Refunding 1995 Bonds SERVICE UNIT 699 — GENERAL REVENUES The levy for 2009 will be set to collect $268,000 (or approximately 5.3 cents per thousand - down from 5.8 cents per thousand in 2008). The fund balance is estimated to be $195,897 at the end of 2009. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 710 Debt Service - G.O. Bonds - Prin $230,000 $235,000 $0 $235,000 $215,000 91.5 91.5 830 Debt Service - External Ltd -Int 63,963 58,788 29,394 58,788 52,678 89.6 89.6 TOTAL EXPENDITURES - SRV UNT 528 $293,963 $293,788 $29,394 $293,788 $267,678 91.1 91.1 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUE SUMMARY BY SERVICE UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 699 General Revenues $488,325 $496,693 $363,905 $489,363 $463,575 93.3 94.7 TOTAL REVENUES $488,325 $496,693 $363,905 $489,363 $463,575 93.3 94.7 54 • Preliminary Budget CITY OF Y g .,[1:// FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: LTD Tax General Obligation Cindy Epperson Line of Credit — 285 DEFINITION This fund provides for redemption of the City's General Obligation Line of Credit. The line can be used for capital /infrastructure needs too large for normal reserves and too small for a 10 or 20 year bond issue. (General rule of thumb: $750,000 is break-even in relation to normal underwriting costs.) Interest on the outstanding balance is tied to a formula that resets June 1 of each year. The current line of credit has a 5 -year term that matures June 1, 2012, with a maximum borrowing of $5 million. EXPLANATORY NARRATIVE SERVICE UNIT 529 — ADMINISTRATION All prior balances on the line of credit have been paid in full in 2008. For 2009, there is a budgeted policy issue to make improvements to Upper Kiwanis Park. In order to accomplish the projects as proposed, municipal debt in the amount of approximately $500,000 is required. When the preliminary budget was set, this was expected to be accomplished by a draw down on the line of credit. Since that time, market conditions have made a line of credit draw relatively expensive. Therefore, the borrowing may ultimately be an interfund loan. In the meantime, $50,000 was included in the 2009 budget as an estimate of debt service. The principal and interest on this borrowing will be repaid with REET1. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30 /2008 YEAR -END BUDGET 2 TO 5 4 TO 5 710 Debt Service - G.O. Bonds - Princ $520,000 $22,000 $24,569 $24,569 $0 830 Debt Service - External Ltd -Int 12,199 3,500 715 715 50,000 1428.6 6993.0 TOTAL EXPENDITURES - SRV UNT 529 $532,199 $25,500 $25,284 $25,284 $50,000 196.1 197.8 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUE SUMMARY BY SERVICE UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 TO 5 645 Interfund Distribution $532,200 $23,500 $24,365 $24,366 $50,000 212.8 205.2 699 General Revenues 918 918 918 918 0 0.1 0.1 TOTAL REVENUES $533,118 $24,418 $25,284 $25,284 $50,000 204.8 197.8 Preliminary Budget • Finance — 55 CITY OF Y g .,[1:// FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: 1996 LTD Levy G.O. Bond Cindy Epperson Redemption — 287 DEFINITION This fund provides for redemption of 1996 Ltd. Levy General Obligation Bonds. Resources for redemption are provided by the Room Tax on City motels and hotels and investment interest. In 2004, this bond issue was refunded and average annual debt service was reduced from $448,000 to $427,000. The net present value savings were approximately $209,500. The fund balance at the end of 2009 is estimated to be $67,052. EXPLANATORY NARRATIVE SERVICE UNIT 328 — CAPITAL IMPROVEMENTS REDEEMED BONDS BONDS COUPONS DATE OF DATE OF ORIGINAL IN PRIOR MATURING OUTSTANDING MATURING ISSUE MATURITY ISSUE YEARS 2009 12/31/09 2009 9/7/04 11/1/19 $4,175,000 $455,000 $300,000 $3,420,000 $141,365 Refunding 1996 Bonds ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 710 Debt Service - G.O. Bonds - Prin $270,000 $280,000 $0 $280,000 $300,000 107.1 107.1 830 Debt Service - External Ltd -Int 162,358 148,645 74,323 148,645 141,365 95.1 95.1 TOTAL EXPENDITURES - SRV UNT 328 $432,358 $428,645 $74,323 $428,645 $441,365 103.0 103.0 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUE SUMMARY BY SERVICE UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 699 General Revenues $491,420 $488,306 $394,856 $490,062 $508,417 104.1 103.8 TOTAL REVENUES $491,420 $488,306 $394,856 $490,062 $508,417 104.1 103.8 56— Finance • Preliminary Budget CITY OF /� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: Local Improvement District (LID) Cindy Epperson Debt Service Control - 289 DEFINITION This fund provides for redemption of LID Notes and Warrants as revenues become available from assessment payments. Pursuant to RCW 35.54, the City maintains a Local Improvement Guarantee Fund (Fund 221) for the purpose of guaranteeing, to the extent of the fund, the payment of local improvement bonds, notes, and warrants issued to pay for any local improvements. This guaranty fund has an estimated fund balance of $80,477 at the end of 2009. There are two LID's that are expected to close in 2009. Below is anticipated debt service on the outstanding notes. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 550 Interfund Subsidies $16,088 $17,000 $0 $17,000 $17,000 100.0 100.0 770 Other Notes 193,800 150,000 0 150,000 150,000 100.0 100.0 820 Debt Service - Interest - Interfund 43,785 20,000 0 20,000 40,000 200.0 200.0 TOTAL EXPENDITURES - SRV UNT 699 $253,673 $187,000 $0 $187,000 $207,000 110.7 110.7 REVENUES 270 Beginning Balance $48,239 $35,239 $20,477 $20,477 $74,477 211.4 363.7 360 Miscellaneous Revenues 224,856 191,000 47,406 241,000 213,000 111.5 88.4 TOTAL REVENUES - SRV UNT 699 $273,095 $226,239 $67,882 $261,477 $287477 127.1 109.9 Preliminary Budget • Finance - 57 CITY OF �� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: Water /Wastewater Revenue Cindy Epperson Bond Redemption - 484 DEFINITION This fund provides for redemption of Water /Wastewater Revenue Bonds from Water and Wastewater Operating Revenues. The current debt issue being repaid from this fund is the 2008 revenue bonds (Refunding 1998 bonds). Revenue bond issues have reserve requirements set forth in bond covenants. This bond redemption fund has a related reserve fund (Fund 489) that has an estimated balance at the end of 2009 of $967,700, and is in compliance with the requirements. EXPLANATORY NARRATIVE SERVICE UNIT 238 — CAPITAL IMPROVEMENTS INTEREST/ REDEEMED IN DEBT DEBT COUPONS DATE OF DATE OF ORIGINAL PRIOR YEAR MATURING OUTSTANDING MATURING ISSUE NAME ISSUE MATURITY ISSUE 2009 12/31/09 2009 2008 Revenue Bond 6/5/08 11/1/11 $1,516,049 $6,049 $485,000 $1,025,000 $60,140 Refunding 1998 Bond The total debt service in this redemption fund for 2009 is $545,140 ($485,000 - principal and $60,140 - interest). ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 720 Debt Service - Revenue Bonds $440,000 $460,000 $0 $460,000 $485,000 105.4 105.4 830 Debt Service - External Ltd -Int 105,235 87195 0 87195 60,141 69.0 69.0 TOTAL EXPENDITURES - SRV UNT 238 $545,235 $547195 $0 $547195 $545,141 99.6 99.6 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUE SUMMARY BY SERVICE UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 645 Interfund Distribution $545,235 $547195 $273,598 $547195 $545,141 99.6 99.6 699 General Revenues 109,529 109,929 109,823 109,929 110,329 100.4 100.4 TOTAL REVENUES $654,764 $657124 $383,420 $657124 $655,470 99.8 99.8 58 Finance • Preliminary Budget CITY OF Y g .,[1:// FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: Water 2008 Revenue Bond Cindy Epperson Redemption - 486 DEFINITION This fund provides for redemption of 2008 Water Revenue Bonds (refunding 1998 revenue bonds) from Water Operating revenues. The refunding resulted in an economic gain of $56,094. Revenue bond issues have reserve requirements set forth in bond covenants. This bond redemption fund has a related reserve fund (Fund 481) that has an estimated balance at the end of 2009 of $270,007 and is in compliance with bond covenants. The redemption fund balance at the end of 2009 is estimated to be $4,516. EXPLANATORY NARRATIVE SERVICE UNIT 348 - CAPITAL IMPROVEMENTS INTEREST / REDEEMED DEBT DEBT COUPONS ISSUE DATE DATE OF ORIGINAL IN PRIOR MATURING OUTSTANDING MATURING NAME OF ISSUE MATURITY ISSUE YEARS 2009 12/31/2009 2009 2008 Revenue Bond 6/5/08 11/1/18 $1,883,951 $8,951 $155,000 $1,720,000 $79,560 Refunding 1998 Bond ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 720 Debt Service - Revenue Bonds $145,000 $150,000 $0 $150,000 $155,000 103.3 103.3 830 Debt Service - External Ltd -Int 99,005 93,060 90,128 93,060 79,560 85.5 85.5 TOTAL EXPENDITURES - SRV UNT 348 $244,005 $243,060 $90,128 $243,060 $234,560 96.5 96.5 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUE SUMMARY BY SERVICE UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 645 Interfund Distribution $244,005 $243,060 $121,530 $243,060 $234,560 96.5 96.5 699 General Revenues 4,466 4,491 4,891 4,491 4,516 100.6 100.6 TOTAL REVENUES $248,471 $247,551 $126,421 $247,551 $239,076 96.6 96.6 Preliminary Budget • Finance - 59 CITY OF Y g .,[1:// FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: Water /Wastewater 2008 Revenue Cindy Epperson Bond Redemption - 488 DEFINITION This fund provides for redemption of 2008 Wastewater Revenue Bonds from Wastewater Operating revenues. This fund also provided redemption for the 1996 Revenue bond which matured in 2008. Revenue bond issues have reserve requirements set forth in bond covenants. This bond redemption fund has a related reserve fund (Fund 483) that has an estimated balance of $145,363 at the end of 2009. EXPLANATORY NARRATIVE SERVICE UNIT 232 - WASTEWATER TREATMENT REDEEMED BONDS BONDS COUPONS DATE DATE OF ORIGINAL IN PRIOR MATURING OUTSTANDING MATURING OF ISSUE MATURITY ISSUE YEARS 2009 12/31/09 2009 6/5/08 11/1/27 $5,440,000 $75,000 $190,000 $5,175,000 $222,213 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 720 Debt Service - Revenue Bonds $335,000 $350,000 $0 $425,000 $190,000 54.3 44.7 830 Debt Service - External Ltd -Int 35,285 288,200 9,100 109,537 222,213 77.1 202.9 TOTAL EXPENDITURES - SRV UNT 232 $370,285 $638,200 $9,100 $534,537 $412,213 64.6 77.1 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUE SUMMARY BY SERVICE UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 645 Interfund Distribution $370,285 $472,564 $202,564 $368,902 $412,213 87.2 111.7 699 General Revenues 165,636 165,636 165,636 165,636 1 0 0 TOTAL REVENUES $535,921 $638,200 $368,200 $534,538 $412,214 64.6 77.1 60 -Finance • Preliminary Budget CITY OF Y g .,[1:/ FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: Irrigation 2003 Revenue Bond Cindy Epperson Redemption - 491 DEFINITION This fund was established in 2003 to provide for redemption of Irrigation Revenue Bonds from Irrigation Operating revenues. The Council approved major improvements to the irrigation system to be funded by $10 million of bonds issue. Because of the long -term nature of this project, the bond issues will be separated based on estimated spend -down schedules; $5.215 million were issued in August, 2004; the balance will be issued as needed. Revenue bond issues typically have reserve requirements set forth in bond covenants. This bond redemption fund does not have a related reserve fund because a surety bond (insurance) was purchased when the bonds were sold. This bond redemption fund balance at the end of 2009 is estimated to be $35,435. EXPLANATORY NARRATIVE SERVICE UNIT 348 - CAPITAL IMPROVEMENT REDEEMED BONDS BONDS COUPONS DATE DATE OF ORIGINAL IN PRIOR MATURING OUTSTANDING MATURING OF ISSUE MATURITY ISSUE YEARS 2009 12/31/0 2009 9/1/04 9/1/34 $5,215,000 $410,000 $110,000 $4,695,000 $210,709 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 720 Debt Service - Revenue Bonds $105,000 $105,000 $0 $105,000 $110,000 104.8 104.8 830 Debt Service - External Ltd -Int 215,565 213,203 106,601 213,203 210,709 98.8 98.8 TOTAL EXPENDITURES - SRV UNT 348 $320,565 $318,203 $106,601 $318,203 $320,709 100.8 100.8 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUE SUMMARY BY SERVICE UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 645 Interfund Distribution $320,565 $318,203 $238,652 $318,203 $320,709 100.8 100.8 699 General Revenues 35,435 35,435 35,435 35,435 35,435 100.0 100.0 TOTAL REVENUES $356,000 $353,638 $274,087 $353,638 $356,144 100.7 100.7 Preliminary Budget • Finance - 61 CITY OF /� FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: DEPUTY DIRECTOR OF ACCOUNTING & BUDGETING: Wastewater 2003 Revenue Bond Cindy Epperson Redemption — 493 DEFINITION This fund provides for redemption of Wastewater Revenue Bonds from Wastewater Operating revenues. This Revenue Bond was issued in December, 2003, in an amount of $17,545,000 with a 20 -year repayment term. This issue included two series: a) Series A in the amount of $7,390,000 for settlement of odor litigation, and b) Series B in the amount of $10,155,000 for capital projects. This fund is not projected to build a fund balance currently since the revenue is a transfer from the operating fund; cash flow is not an issue as transfers can be made when debt service is due. Revenue bond issues have reserve requirements set forth in bond covenants. This bond redemption fund has a related reserve fund (Fund 494) that has a balance at the end of 2009 of $828,650 and is in compliance with the requirements. EXPLANATORY NARRATIVE SERVICE UNIT 232 — WASTEWATER TREATMENT BONDS BONDS COUPONS DATE ORIGINAL REDEEMED IN MATURING OUTSTANDING MATURING OF ISSUE ISSUE PRIOR YEARS 2009 12/31/09 2009 Series A 12/1/03 $7390,000 $3,375,000 $705,000 $3,310,000 $140,844 Series B 12/1/03 $10,155,000 0 0 10,155,00 501,950 TOTAL $17,545,000 $3,375,000 $705,000 $13,465,000 $642,794 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 720 Debt Service - Revenue Bonds $670,000 $685,000 $0 $685,000 $705,000 102.9 102.9 830 Debt Service - External Ltd -Int 678,381 661,635 330,816 661,635 642,794 97.2 97.2 TOTAL EXPENDITURES - SRV UNT 232 $1,348,381 $1,346,635 $330,816 $1,346,635 $1,347794 100.1 100.1 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUE SUMMARY BY SERVICE UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 645 Interfund Distribution $1,348,381 $1,346,635 $673,316 $1,346,635 $1,347,794 100.1 100.1 699 General Revenues 1 1 1 1 1 72.0 100.0 TOTAL REVENUES $1,348,382 $1,346,636 $673,317 $1,346,636 $1,347,795 100.1 100.1 62 — Finance • Preliminary Budget Community and Economic Development Department 020 Hearings Examiner 021 Environmental Planning 022 Code Administration 051 City Hall Maintenance 123 Economic Development 124 Neighborhood Development 161 DowntownYakima Business Improvement District 321 CBD Capital Improvement Fund 162 Trolley 163 North Front Street Business Improvement Area 170 Tourist Promotion /Convention Center 173 Tourism Promotion Area 370 Capital Improvement for Convention Center 171 Capitol Theatre 322 Capitol Theatre Construction 041 Engineering 142 Arterial Street 342 Public Works Trust Fund (REET 1) 343 Real Estate Excise Tax 2 (REET 2) 345 LID Construction 392 Cumulative Reserve for Capital Improvement 140 Growth Management COMMUNITY AND ECONOMIC DEVELOPMENT 2008 Budgeted Staffing Levels W. COOK Director of Community C. UPTON and Economic Development S. CAFFERY General Manager _ - 53.28 Positions - — — — — Executive Director Convention Center Planning and Direction Capitol Theatre Budget Preparation r and Control Policy Formulation T. REGIMBAL M. MORALES Office Administrator Deputy Director r VACANT r Code Administration and VACANT VACANT Planning Manager Neighborhood Development ` City Manager I Engineer PLANNING '\ r CODE NEIGHBORHOOD '\ n ENGINEERING 8.00 Positions ADMINISTRATION DEVELOPMENT 10.53 Positions 21.00 Positions 7.75 Positions Annexation • Zoning • Subdivision Prepare Contract Plans, Right -of -way Vacations State and Local Building Community Development Specifications and Estimates for SEPA • Growth Management Code Enforcement Block Grant Program Municipal Projects Urban Area Zoning Animal Control Housing Rehabilitation Contract Administration Ordinance (UAZO) Construction Plan Review Elderly Housing 1 Inspection and Testing Fire Inspections Community Service Program for Municipal Projects Preparation of: Code Compliance Infrastructure Project Preparation and Administration UAZO Amendments Business /Regulatory Licenses Sidewalk Project of State and Federal Grant Subdivision Ordinance Grants • Home Program I Applications Amendments Economic Development Right -of -Way- Acquisition CHDO Monitoring / LID Administration CITY OF / COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: PLANNING MANAGER: Urban Area Hearings Examiner — 020 Bruce Benson, Acting Planning Manager DEFINITION This division's responsibility is to provide a single regulatory hearing system for the Yakima Urban Area. The Hearing Examiner is responsible for conducting public hearings on zoning, subdivision and other land use issues as authorized by adopted joint City /County ordinances. The Hearings Examiner and the Hearings Examiner Pro Tem are retained through a professional services contract which was renewed the first of 2005 for a four -year period. BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 313 Land Use Regulation $60,155 $71,000 $35,653 $51,000 $51,000 71.8 100.0 EXPLANATORY NARRATIVE 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET Cases 31 40 24 The Hearings Examiner Professional Service budget (Account 410) for 2009 reflects no change from the 2008 year -end budget estimate of $50,000. Through September 2008 the number of cases heard by the Hearing Examiner was 24, compared to 19 at this time last year. This is a continuation of a trend over the past several years of a higher number of applications requiring the services of the hearings examiner, as well as increased complexity of issues being dealt with. This can doubtless be explained by; 1) the overall increase in development activity, 2) the growth of the city in both area and population, and 3) a more sophisticated citizenry that are increasingly becoming involved with land use matters. Preliminary Budget • Community and Economic Development -1 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 410 Professional Services $60,155 $70,000 $35,653 $50,000 $50,000 71.4 100.0 490 Miscellaneous 0 1,000 0 1,000 1,000 100.0 100.0 TOTAL EXPENDITURES - SRV UNT 313 $60,155 $71,000 $35,653 $51,000 $51,000 71.8 100.0 2 — Community and Economic Development • Preliminary Budget CITY OF /tiLit, COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: PLANNING MANAGER: Environmental Planning — 021 Bruce Benson, Acting Planning Manager DEFINITION Environmental Planning is responsible for both long range and current planning for many of the land use actions within the City of Yakima. Long -range planning efforts are primarily directed towards the preparation and administration of the Yakima Urban Area Comprehensive Plan. Secondarily, long -range planning researches and prepares needed changes to the development regulations, such as the Yakima Urban Area Zoning Ordinance, SEPA ordinance, Critical Areas ordinance, master plans, neighborhood plans, overlays, Shoreline ordinance and subdivision ordinance. The third function of long -range planning involves the research, development and processing of all annexation requests. Current planning is responsible for the processing of all Class (1), (2) and (3) land use reviews, rezones, subdivisions, adjustments, modifications, right -of -way vacations, and environmental reviews submitted under the City's jurisdiction. In addition, current planners spend a large proportion of their time responding to land use and environmental questions from the development community and the general public. Additionally, staff schedule and /or attend public hearings and meetings to inform the public on land use matters and procedures. All Planning Division staff members are actively involved in providing support to the Yakima Urban Area Hearings Examiner, Regional Planning Commission, Urban Area Joint Board, and planning advisory groups. The service units in this division are: SERVICE UNIT 310 — COMPREHENSIVE PLANNING SERVICE UNIT 319 — ADMINISTRATION Preliminary Budget • Community and Economic Development — 3 AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1150 Director of Community & Economic Development .33 .33 .33 1275 Deputy Director CED .00 .00 .15 11601 CED Office Administrator .33 .33 .33 1252 Code Administration and Planning Manager .35 .35 .00 (1) 1274 Planning Manager .00 .00 1.00 11201 Supervising Planner 1.00 1.00 1.00 3321 Associate Planner ( 2.00 2.00 2.00 3311 Assistant Planner 4.00 4.00 4.00 3310 Planning Specialist 1.00 1.00 .00 4441 Permit Technician .00 .00 1.00 (3) TOTAL PERSONNEL 9.01 9.01 9.81 (1) For 2009 this position is being under filled with a Planning Manager (2) The Community Development Specialist position was eliminated in 2007 and the planner was laterally moved to an Associate Planner position, which is under filled from a Senior Planner position vacancy that occurred in early 2006. ONDS will still fund 25% of this position. (3) This is a 2009 budget policy issue for the upgrading of the Planning Specialist position. BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 310 Comprehensive Planning $623,670 $662,000 $468,770 $655,555 $667,595 100.9 101.8 319 Administration 67835 75,706 57502 75,706 230,588 304.6 304.6 TOTAL EXPENDITURES $691,506 $737,706 $526,271 $731,261 $898,184 121.8 122.8 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 436,680 488,193 346,928 475,879 614,662 125.9 68.4 200 Personnel Benefits 135,345 139,698 96,601 139,698 171,685 122.9 19.1 SUB -TOTAL SALARIES AND BENEFITS 572,025 627,890 443,529 615,577 786,347 125.2 87.6 300 Supplies 10,107 10,357 6,047 10,226 7,700 74.4 0.9 400 Other Services And Charges 109,161 99,458 76,695 105,458 104,136 104.7 11.6 900 Interfund Payment For Services 213 0 0 0 0 0.0 TOTAL EXPENDITURES $691,506 $737,706 $526,271 $731,261 $898,184 121.8 100.0 4 - Community and Economic Development • Preliminary Budget EXPLANATORY NARRATIVE 2008 2006 2007 THROUGH PERFORMANCE STATISTICS ACTUAL ACTUAL SEPTEMBER Class (2) 33 32 46 Class (3) 11 12 13 Class 2 Modifications 0 2 0 Rezones 7 13 6 Administrative Adjustments 25 23 33 Right -of -Way Vacations 5 4 3 Environmental Checklists 39 57 55 Appeals 2 1 2 SEPA Appeals 0 3 4 Short Plat Exemptions 37 46 22 Preliminary Short Plats 19 18 17 Final Short Plats 0 0 2 Amended Final Short Plats 0 0 2 Preliminary Long Plats 2 6 7 Final Long Plats 1 1 6 Binding Site Plans 0 2 0 Administrative Modifications 11 11 15 Shorelines 3 4 2 Interpretations 0 1 0 Special Projects 4 0 0 Alt /Non Conforming 1 0 3 Easement Release 1 0 0 Right -of -Way Use Permit 2 2 8 Comprehensive Plan Amendments Plan update 10 4 Annexations 3 1 2 Variance 0 1 1 Critical Areas Ordinance (JARPA) 5 5 10 Plat Alteration 0 0 0 Hearing Examiner Referral 3 2 3 Planned Development 0 1 1 TOTAL 214 258 267( (1) Based on the average of 30 applications per month, the estimated workload for 2009 would be a total of 360 projects. 2008 2009 2007 AMENDED PROPOSED REVENUES ACTUAL BUDGET BUDGET Sale of Maps $328 $750 $750 Environmental Impact Permits 9,224 5,000 5,000 Zoning and Subdivision Fees 57469 60,000 60,000 Sale of Publications 2,445 1,000 1,000 TOTAL $69,466 $66,750 $66,750 SERVICE UNIT 310 — COMPREHENSIVE PLANNING Account 100 Salaries and Wages — The 2009 budget reflects an increase of $13,391 or 3.2% from the 2008 year -end estimate budget of $418,323 to $431,714. Apart from the increases mentioned in the Preliminary Budget • Community and Economic Development — 5 next paragraph, for 2009 there is a budgeted policy issue which proposes upgrading the Planning Specialist position to that of a Permit Technician. The salary account includes the negotiated wage increase of 3% in the base wage and implementation of a 1% Deferred Compensation contribution for AFSCME represented employees, and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — The Personnel Benefits line for 2009 is $130,810, which reflects a 2% increase of $2,550 from the 2008 year -end estimate of $128,260. This change reflects increases for medical insurance of 5.5% and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 300 Supplies — The Supplies line for 2009 reflects a decrease of $2,526 or 28% from the 2008 year -end estimate of $9,026 to $6,500. Account 300 funds are used for office supplies and staff equipment, which includes the upgrading of obsolete equipment and /or replacement of inoperable equipment. It is also important to mention that the Account 300 Supply expenditure line encompasses the material costs of providing required public information and notices, land use application processing, stationery, etc. The Planning Division also will occasionally purchase reference materials to keep abreast of new and better planning techniques being utilized in other jurisdictions. Account 410 Professional Services — This line item for 2009 is reduced $3,400 from the 2008 budget year -end estimate of $13,400 to $10,000. This line item has been used in the past to hire planning consultants to assist the Planning Division with very large complex planning issues both long range and current. Account 420 Communications — This line item for 2009 reflects an increase of $2,025 or 8.4% from the 2008 year -end estimate of $24,246 to $26,271. Account 430 Transportation — For 2009 there is no change from the 2008 year -end estimate budget of $3,000. This line item is used by the planning staff and the Community and Economic Development Director to attend training seminars and conferences related to land use and zoning issues. Account 440 Advertising — The 2009 advertising budget remains the same as the 2008 year end estimate of $35,000. The Advertising account is used for public notice newspaper ads as well as the posting of the applicant's property with the large yellow land use action signs. Summary — Service Unit 310's 2009 total expenditure of $667,595 is a modest increase of $12,040, or 1.8 %, from the 2008 year -end estimate of $655,555. This increase is due to negotiated salary increases and the rising cost of benefits. Through September of 2008 the Planning Division has received a total of nine more applications than were submitted in all of 2007. Should this trend continue unabated, a total of 360 applications could be anticipated for all of this year. To put this in perspective, a full project load for a planner in the City of Yakima is about five projects at any given time. Although this may not seem to be very many, when considered along with their phone calls, e- mails, front counter work and numerous other responsibilities, this constitutes a very full 6 — Community and Economic Development • Preliminary Budget workload. At this time the number of applications being processed in the Planning Division averages out to a little more than nine projects per planner, with the low being seven and the high thirteen. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $354,229 $415,637 $298,354 $407,336 $420,994 101.3 103.4 120 Overtime 7925 15,000 0 5,000 10,000 66.7 200.0 130 Special Pay 0 0 180 60 720 1200.0 140 Retirement /Term Cashout 21,056 0 5,927 5,927 0 Total 383,209 430,637 304,461 418,323 431,714 100.3 103.2 200 Personnel Benefits 125,214 128,260 87584 128,260 130,810 102.0 102.0 300 Supplies 310 Office And Operating Supplies 5,357 5,500 4,271 5,500 5,500 100.0 100.0 320 Fuel Consumed 0 131 0 0 0 350 Small Tools And Equipment 4,402 3,526 693 3,526 1,000 28.4 28.4 Total 9,759 9,157 4,964 9,026 6,500 71.0 72.0 400 Other Services And Charges 410 Professional Services 6,619 13,400 12,029 13,400 10,000 74.6 74.6 420 Communications 23,466 24,246 15,867 24,246 26,271 108.4 108.4 430 Transportation /Training 2,467 3,000 736 3,000 3,000 100.0 100.0 440 Advertising 34,957 21,500 28,058 35,000 35,000 162.8 100.0 480 Repairs And Maintenance 517 300 0 300 300 100.0 100.0 490 Miscellaneous 37,462 31,500 15,071 24,000 24,000 76.2 100.0 Total 105,488 93,946 71,761 99,946 98,571 104.9 98.6 TOTAL EXPENDITURES - SRV UNT 310 $623,670 $662,000 $468,770 $655,555 $667,595 100.9 101.8 SERVICE UNIT 319 - ADMINISTRATION Account 100 Salaries and Wages - This line item for 2009 reflects an increase of $108,511 from the 2008 year -end estimate of $57,556 to $182,948. This is an increase of 317.9 %. This increase is the result of adding the Planning Manager's salary to this line item, together with a retirement cash out of $16,773. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits - This line item for 2009 reflects an increase of $29,437 or 357.4% from the 2008 year -end estimate of $11,438 to $40,875. Once again, this increase is due to the planning manager's salary being added to this account. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Preliminary Budget • Community and Economic Development - 7 Account 300 Supplies - The Supplies line for 2008 reflects no change from the 2008 year -end estimate of $1,200. There is no change in this account as there is no foreseeable need for increased office supplies and equipment for the Director and the Executive Assistant in 2009. Account 420 Communications - This line item for 2009 reflects an increase of $53 or 3% from the 2008 year -end estimate of $1,762 to $1,815. This expenditure line is used primarily for cell phone usage. Account 430 Transportation - For 2009 there is no increase over the 2008 year -end estimate of $800. This line item provides the Community and Economic Development Director with training funds for 2009. Summary - In Service Unit 319 for 2009, total expenditures of $230,588 reflect an increase of $154,882 or 304.6% from the 2008 year -end estimate of $75,706. This increase is primarily due to the fact that in 2009 the Building Codes and Planning Manager's position, which was only partially funded (35 %) by this account in 2008, is being under - filled with a Planning Manager, which will be funded at 100 %. Additionally, 15% of the CED Deputy Director's salary and benefits will be coming from this account in 2009. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $53,470 $57,556 $42,467 $57,556 $166,067 288.5 288.5 130 Special Pay 0 0 0 0 108 140 Retirement /Term Cashout 0 0 0 0 16,773 Total 53,470 57,556 42,467 57,556 182,948 317.9 317.9 200 Personnel Benefits 10,131 11,438 9,018 11,438 40,875 357.4 357.4 300 Supplies 310 Office And Operating Supplies 348 500 367 500 500 100.0 100.0 350 Small Tools And Equipment 0 700 717 700 700 100.0 100.0 Total 348 1,200 1,083 1,200 1,200 100.0 100.0 400 Other Services And Charges 420 Communications 2,157 1,762 1,797 1,762 1,815 103.0 103.0 430 Transportation /Training 363 800 783 800 800 100.0 100.0 480 Repairs And Maintenance 0 200 0 200 200 100.0 100.0 490 Miscellaneous 1,153 2,750 2,353 2,750 2,750 100.0 100.0 Total 3,672 5,512 4,933 5,512 5,565 101.0 101.0 950 Interfund Opt Rental And Lease 213 0 0 0 0 TOTAL EXPENDITURES - SRV UNT 319 $67,835 $75,706 $57,502 $75,706 $230,588 304.6 304.6 8 - Community and Economic Development • Preliminary Budget CITY OF / � COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: ACTING CODE ADMINISTRATION MANAGER: Code Administration - 022 Joe Caruso DEFINITION This portion of the Code Administration Division is responsible for the enforcement of all development codes related to structural, fire, life, safety and health requirements. In addition, this division enforces land use regulations; operates the City's customer service Permit Center; answers water and sewer utility location and /or connection fee inquiries, issues general and regulatory licenses, oversees the City's Animal Control program, administers the weed abatement program and other City nuisance ordinances; and operates the City's Code Enforcement hotline. The service units in this division are: SERVICE UNIT 103 - CRIMINAL JUSTICE SALES TAX (ANIMAL CONTROL OFFICER) SERVICE UNIT 145 - DANGEROUS BUILDING REPAIR AND DEMOLITION SERVICE UNIT 149 - CODE ADMINISTRATION SERVICE UNIT 223 - ANIMAL CONTROL SERVICE UNIT 626 - PERMITS /LICENSES AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1150 Director of Community and Economic Development .26 .26 .26 11601 CED Office Administrator .26 .26 .26 1275 Deputy Director of CED .00 .00 .15 (1) 1252 Code Administration and Planning Manager .45 .45 .00 i 4421 Code Inspector 3.00 4.00 4.00 4420 Fire Code Inspector 2.00 2.00 2.00 11251 Supervising Code Inspector 1.00 1.00 1.00 4441 Permit Technician 2.36 2.36 2.36 4311 Plans Examiner I 1.00 1.00 1.00 4321 Plans Examiner II 2.00 2.00 2.00 4419 Code Compliance Officer 4.00 4.00 4.00 (3) 11602 Code Inspection Office Supervisor 1.00 1.00 1.00 6510 Animal Control Officer 3.00 3.00 3.00 TOTAL PERSONNEL 20.33 21.33 21.03 (1) Redistribution of Deputy Director Salary within Community and Economic Development. (2) This position is not budgeted for 2009. (3) A Code Compliance Officer, hired in 2007 was funded from the Streets Division budget in 2007 and 2008. In 2009, this position will be funded by the Codes division. Preliminary Budget • Community and Economic Development - 9 BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 103 Crmnl Justice Sls Tx .3% Inc $66,953 $69,054 $43,360 $62,130 $76,845 111.3 123.7 145 Dangerous Bldg Repair & Demo 25,878 25,000 20,900 25,000 25,000 100.0 100.0 149 Administration 1,028,918 1,106,418 769,701 1,091,514 1,214,308 109.8 111.3 223 Animal Control 214,209 230,078 168,891 227501 237,571 103.3 104.4 626 Licensing 194,173 214,853 151,985 214,850 229,068 106.6 106.6 TOTAL EXPENDITURES $1,530,132 $1,645,403 $1,154,837 $1,620,995 $1,782,792 108.4 110 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 964,538 1,037,934 723,253 1,018,031 1,157,119 111.5 64.9 200 Personnel Benefits 289,611 333,574 221,929 333,574 370,874 111.2 20.8 SUB -TOTAL SALARIES AND BENEFITS 1,254,150 1,371,508 945,182 1,351,605 1,527993 111.4 85.7 300 Supplies 52,242 64,047 51,376 62,547 56,946 88.9 3.2 400 Other Services And Charges 153,135 155,529 115,653 156,062 161,781 104.0 9.1 500 Intergov Srvcs /Other Interfund 38,106 12,000 13,241 12,000 0 0.0 0.0 700 Debt Service 3,429 17253 10,286 13,715 13,716 79.5 0.8 900 Interfund Payment For Services 29,070 25,066 19,099 25,066 22,356 89.2 1.3 TOTAL EXPENDITURES $1,530,132 $1,645,403 $1,154,837 $1,620,995 $1,782,792 108.4 100.0 EXPLANATORY NARRATIVE 2008 2009 2007 AMENDED PROPOSED REVENUE ACTUAL BUDGET BUDGET SERVICE UNIT 145 Abatement Charges /Appeals $18,593 $12,000 $12,000 SERVICE UNIT 149 Building Permits 727,251 650,000 605,000 Fire Permits 20,584 23,000 23,000 Mechanical Permits 43,314 40,000 40,000 Plumbing Permits 101,581 90,000 82,000 Sign Permits 7838 12,500 12,500 Plan Review Fees 382,295 330,000 330,000 Water /Sewer Application Processing Fee 18,319 15,000 15,000 Examinations 110 100 80 Right -of -Way Use Permits 3,600 2,200 2,200 SERVICE UNIT 223 Dog Licenses Issued 35,403 12,000 12,000 Dog License Penalties 0 0 0 Dog Impound Fines 1,870 1,500 1,500 SERVICE UNIT 223 Business Licenses 523,801 520,000 520,000 Regulatory Licenses 14,474 16,000 15,000 Amusement Devices 1,890 1,800 1,800 Penalties on Business Licenses 3,792 4,500 4,500 $1,904,715 $1,730,600 $1,676,580 10 - Community and Economic Development • Preliminary Budget SERVICE UNIT 103 - CRIMINAL JUSTICE SALES TAX.3% Account 100 Salaries and Wages - This line item projection for 2009 is $51,729, which is $11,294, or 27.9% greater than the 2008 year -end estimate of $40,435. This service unit is used solely for the salary of the third Animal Control Officer hired in August 2006, which is funded by the .3% Criminal Justice Sales Tax account. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits - This line item for 2009 is budgeted at $19,820, which is an increase of $1,565, or 8% compared to the 2008 estimate of $18,255. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 300 Supplies - This line item for 2009 is projected at $4,040, which is an increase of $1,820 or 82% from the 2008 estimate of $2,220. This account is used for supplies and equipment required by an Animal Control Officer, such as a camera, professional organization membership, office supplies and animal kennels. Account 400 Other Services and Charges - This line item for 2009 is projected at $1,257 for a $37 or 3% increase over the 2008 year -end estimate of $1,220. This line item is used to pay for cellular telephone expenses for the Animal Control Officer. Summary - The 2009 proposed budget expenditure of $76,845 is $14,715, or a 24% increase from the 2008 year -end projection of $62,130. The majority of this increase can be attributed to the increases in the State's Public Employee's Retirement System (PERS) retirement contributions and individual employee's merit adjustments and eligibility for longevity. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $40,775 $44,359 $23,655 $35,435 $46,009 103.7 129.8 120 Overtime 4,509 3,000 3,343 5,000 5,000 166.7 100.0 130 Special Pay 0 0 180 0 720 Total 45,283 47,359 27178 40,435 51,729 109.2 127.9 200 Personnel Benefits 200 Personnel Benefits 17,705 18,105 13,475 18,105 19,670 108.6 108.6 280 Clothing And Miscellaneous 128 150 101 150 150 100.0 100.0 Total 17832 18,255 13,576 18,255 19,820 108.6 108.6 300 Supplies 310 Office And Operating Supplies 495 500 487 500 500 100.0 100.0 320 Fuel Consumed 2,324 1,720 1,316 1,720 3,540 205.8 205.8 Total 2,819 2,220 1,803 2,220 4,040 182.0 182.0 420 Communications 1,018 1,220 802 1,220 1,257 103.0 103.0 TOTAL EXPENDITURES - SRV UNT I 03 $66,953 $69,054 $43,360 $62,130 $76,845 111.3 123.7 Preliminary Budget • Community and Economic Development -11 SERVICE UNIT 145 — DANGEROUS BUILDING REPAIR AND DEMOLITION Continuing to follow the City Council's focus on improving neighborhood conditions and quality of life, the concentrated effort in neighborhood code enforcement has continued to be very effective in 2008. Throughout the year, the Community Review Board (CRB) has reviewed cases at least once a month, and more commonly twice a month. Since the CRB's inception in 1999, the CRB has assessed Administrative fees for cases, some of which have been repeat offenses. Account 490 Miscellaneous — This line item budget for 2009 of $25,000 is the same as the year -end projection for 2008. The proposed expenditure for this Service Unit is due to anticipated future expenditures related to the abatement of dangerous buildings. The abatement expenses include items such as: Title reports, contractor clean -up costs, County Auditor filing fee, property owner notification by certified mail, and printing cost. Staff makes every effort to have the insurance company, other agencies or the property owner voluntarily abate the property in order to eliminate the City from covering the cost up front and placing a lien on the property. Summary — It is projected that the 2008 year -end revenues will be $12,000 for abating properties. Administrative fees assessed by the Community Review Board (CRB) as of mid - October 2008 have generated approximately $28,336 in funds. These funds help offset the cost to abate the nuisance violations. The abatement cost collection has been received on an irregular basis due to the property owners' lack of willingness or inability to pay. The City sends three (3) payment request notices for the amount owed to the property owner during the first 90 days after the case has been completed. If fees are not paid in a timely manner, a Summary of Decision and a Director's Determination of Material Breach is filed with the County Assessor, which indicates the City has an outstanding financial interest in the property. The City will receive funds due and owing for administrative and clean -up fees when the property is sold. In addition, the property owner is provided an opportunity to make payments to the City until the outstanding nuisance abatement obligation is paid. Therefore, there are three potential methods by which the city collects the abatement and administration fees for nuisance or dangerous conditions on private property, which include: a payment plan with the property owner, a lien on the property, and /or place the clean -up costs on the property's County Auditor tax statement. At the beginning of October 2007, Code Administration Division senior staff implemented a pro- active program to address the City Council's focus on improving neighborhood conditions and quality of life. This program will allow each code compliance officer to focus on selected areas within their assigned area to actively review properties that have nuisance violations. In addition, the code compliance officers will continue to address the citizen complaints received on the Code Hotline. (J) ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 490 Miscellaneous $25,878 $25,000 $20,900 $25,000 $25,000 100.0 100.0 TOTAL EXPENDITURES - SRV UNT 145 $25,878 $25,000 $20,900 $25,000 $25,000 100.0 100.0 SERVICE UNIT 149 — CODE ADMINISTRATION Through the end of September 2008, statistics indicated the total number of permits issued is approximately 18% less than the number issued during the same period in 2007. The total valuation of construction for the same period had decreased from $94,794,723 in 2007 to $79,720,747 in 2008 12 — Community and Economic Development • Preliminary Budget ($15,073,976 or 16 %). The decrease in valuation is primarily related to a decrease in the number of new residential permits issued in 2008. The 149 service unit includes the expenditure accounts for several staff sub - groups within the division, which include code inspectors, plans examiners, code compliance officers, fire inspectors, supervisors, and a portion of management expenditures. The Code Administration Division's permitting revenue at the end of September 2008 was $1,145,500 compared to the same time period in 2007 with $1,282,863, which is a $137,363 or 11% decrease. Account 100 Salaries and Wages — This line item for 2009 reflects an increase of $115,557 or 16% from the 2008 year -end estimate of $701,260 to $816,817 in 2009. The increase is primarily due to funding for one of the Code Compliance Officers, who was hired in 2007 and was paid for out of the Streets Division budget in 2007 and 2008, but will be funded by the Codes division in 2009. Additionally, for 2009 this line item includes $20,000 of overtime, to be reimbursed by a Byrne grant secured by the Police Department. The position of Code Administration and Planning Manager, which was partially funded by Codes in previous years, has been under - filled as a Planning Manager and is included in its entirety in the 2009 Planning Division budget. There will be no Codes Manager position in the 2009 budget. Supervising Code Inspector Joe Caruso has temporarily assumed the duties of the administration of the Codes division and will receive special assignment pay for the extra work required. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — The Personnel Benefits line for 2009 reflects an increase from the year -end estimate of $230,644 to $259,744. This is a $29,100 or 13% increase. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 300 Supplies — The Supplies line for 2009 reflects a decrease of $8,750 or 17% from the 2008 year- end estimate of $51,511 to $42,761. Account 300 funds are used for approximately twenty staff persons' supplies, division stock, and staff equipment, in addition to upgrade of existing division equipment and/ or replacement of inoperable equipment. The Account 300 Supply section also encompasses the cost for several sub - groups such as code compliance, permit licensing, code inspectors, plans examiners, and fire inspectors in order to provide public information, business license renewal processing, notices, paper stock, staff correspondence, etc., to ensure the public is informed. Account 400 Other Services and Charges — This line item for 2009 reflects an increase of $1,656 or 3 %, from the 2008 year -end estimate of $60,032 to $61,688. This account is used primarily to pay for the professional services of consultants, staff cell phone usage, printing and postage costs, professional organization membership dues and subscriptions, and staff travel, training, registration and re- certification fees. Many of the Code Administration and Planning Division staff are required to have at least one professional certification prior to their hiring. The professional certification Preliminary Budget • Community and Economic Development -13 must be maintained by further education and training. In addition, all of the code compliance officers' activity is paid for out of this account, which includes an extensive amount of color copying for nuisance violation notices. The Code Administration and Planning Division color copier has incurred some $4,000 worth of repair expenditures due to the volume of copies. Account 700 Debt Service Principal - This line item for 2009 is projected at $12,900 compared to the 2008 year end estimate of $12,336; which is a $564 or 4% increase. This account will be used to pay the annual principal payment for three new leased vehicles. The budget year of 2007 was the first year the Codes Division pursued leasing vehicles rather than purchasing new vehicles to reduce the overall impact on the general fund. Account 800 Debt Service Interest - This line item for 2009 is projected at $816, which is $563 or 4 %, less than the 2008 year end projection of $1,379. This account is used to pay the annual interest payment for the previously mentioned three new leased vehicles. Account 900 Interfund Payment for Services - This line item for 2009 is projected at $19,582, which is $2,770 or 12% less than the 2008 year -end estimate of $22,352. This fund is used for maintenance and operation of division vehicles. Summary - For 2009, total expenditures of $1,214,308 reflect an increase of $122,794 or 11% from the 2008 year -end estimate of $1,091,514. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $656,690 $706,998 $488,432 $693,333 $789,184 111.6 113.8 120 Overtime 2,303 7500 15 2,000 20,000 266.7 1000.0 130 Special Pay 0 0 356 0 1,534 140 Retirement /Term Cashout 2,001 0 6,291 5,927 6,099 102.9 Total 660,994 714,498 495,095 701,260 816,817 114.3 116.5 200 Personnel Benefits 195,689 230,644 147,119 230,644 259,744 112.6 112.6 300 Supplies 310 Office & Operating Supplies 10,909 11,361 8,332 11,361 11,361 100.0 100.0 320 Fuel Consumed 9,973 12,650 8,665 12,650 13,900 109.9 109.9 340 Items Purchased For Resale 2,631 2,500 1,220 2,500 2,500 100.0 100.0 350 Small Tools And Equipment 17,465 25,000 24,750 25,000 15,000 60.0 60.0 Total 40,977 51,511 42,968 51,511 42,761 83.0 83.0 400 Other Services And Charges 410 Professional Services 4,821 5,000 4,489 5,000 5,000 100.0 100.0 420 Communications 31,572 27,760 23,491 30,244 29,488 106.2 97.5 430 Transportation /Training 984 5,000 865 3,000 3,000 60.0 100.0 480 Repairs And Maintenance 4,118 4,500 1,991 3,495 4,500 100.0 128.8 490 Miscellaneous 21,815 15,900 13,393 18,293 19,700 123.9 107.7 Total 63,310 58,160 44,230 60,032 61,688 106.1 102.8 550 Interfund Subsidies 38,106 12,000 13,241 12,000 0 0.0 0.0 750 Debt Service - Capital Lease -Pr 2,999 15,313 9,200 12,336 12,900 84.2 104.6 830 Debt Service - External Ltd -Int 430 1,940 1,086 1,379 816 42.1 59.2 950 Interfund Opt Rental And Lease 26,413 22,352 16,763 22,352 19,582 87.6 87.6 Total Expenditures - Sry tint 149 $1,028,918 $1,106,418 $769,701 $1,091,514 $1,214,308 109.8 111.3 14 - Community and Economic Development • Preliminary Budget SERVICE UNIT 223 — ANIMAL CONTROL Account 100 Salaries and Wages — The 2009 budget of $111,015 reflects an increase of $2,735 or 3% from the 2008 year -end estimate of $108,280. The animal control officer's overtime is caused by animal incident requests for assistance call -outs from the Police Department, and the delivery of City Council packets. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — The 2009 budget of $41,300 reflects an increase of $2,418 or 6% from the 2008 year -end projection of $38,882. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 300 Supplies — The 2009 budget of $10,145 reflects an increase of $1,329 from the 2008 year -end estimate of $8,816, or 15 %. This account is used for supplies and equipment required for two Animal Control Officers, such as cameras, professional organization membership, office supplies and animal kennels. This account line is also used for the animal licenses renewal processing. Account 400 Other Services and Charges — The 2009 budget of $72,337 reflects an increase of $3,527 or 5% from the 2008 estimate of $68,810. The budgeted increase is due to an anticipated contract increase with the Humane Society of Central Washington for the care, housing, euthanasia and disposal of City impounds. The professional services (410) budget is devoted entirely to the contract with the Humane Society of Central Washington. Miscellaneous expenses (491) are used for advertising and registration fees. Account 900 Interfund Payment for Services — The 2009 budget of $2,774 is $60 or 2% greater than the 2008 year end projection of $2,714. Summary — The 2009 proposed budget expenditure of $237,571 is $10,070 or a 4% increase from the 2008 year -end projection of $227,501. The primary reason for the 2008 increase for service unit 223 is due to the anticipated increase of the City's contract for services with the Humane Society of Central Washington. Preliminary Budget • Community and Economic Development -15 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $96,482 $101,017 $72,214 $97,933 $101,482 100.5 103.6 120 Overtime 8,796 7500 8,853 9,500 7500 100.0 79.0 140 Retirement /Term Cashout 0 0 847 847 2,033 240.1 Total 105,278 108,517 81,913 108,280 111,015 102.3 102.5 200 Personnel Benefits 200 Personnel Benefits 35,786 38,432 28,538 38,432 40,850 106.3 106.3 280 Clothing And Miscellaneous 390 450 208 450 450 100.0 100.0 Total 36,176 38,882 28,746 38,882 41,300 106.2 106.2 300 Supplies 310 Office And Operating Supplies 3,135 3,500 1,656 2,000 3,500 100.0 175.0 320 Fuel Consumed 5,311 6,816 4,949 6,816 6,645 97.5 97.5 Total 8,446 10,316 6,605 8,816 10,145 98.3 115.1 400 Other Services And Charges 410 Professional Services 58,602 62,878 47,159 62,878 65,394 104.0 104.0 420 Communications 2,177 4,896 1,710 4,396 5,068 103.5 115.3 430 Transportation /Training -35 800 31 800 800 100.0 100.0 480 Repairs And Maintenance 219 300 271 300 300 100.0 100.0 490 Miscellaneous 690 775 120 436 775 100.0 177.8 Total 61,653 69,649 49,290 68,810 72,337 103.9 105.1 900 Interfund Payment For Services 950 Interfund Opt Rental And Lease 1,516 1,516 1,138 1,516 1,516 100.0 100.0 960 Interfund Insurance Services 1,141 1,198 1,198 1,198 1,258 105.0 105.0 Total 2,657 2,714 2,336 2,714 2,774 102.2 102.2 TOTAL EXPENDITURES - SRV UNT 223 $214,209 $230,078 $168,891 $227,501 $237,571 103.3 104.4 SERVICE UNIT 626 - PERMITS AND LICENSING Service Unit 626 is charged with administration of Title 5 of the Yakima Municipal Code, which includes the following licenses: MULTIPLE CODE PERMITTING AND LICENSE ACTIVITY Amusement Devices Business Licenses Panorama Devices Beautification Permits Sidewalk Cafes Pawnbrokers Billiard and Pool Tables Peddlers Dance Halls and Cabarets Secondhand Dealers Dance Studios Solicitation of Funds for Religious Junk Dealers Taxicabs and Vehicles for Hire Liquor Entertainment License Tattooing Right -of -Way Use Permits Utility Locate & Connection Fee Collection This service unit 626 includes the expenditure accounts for the permit technicians and permit technician supervision within the division. Additionally, this service unit issues heating 16 - Community and Economic Development • Preliminary Budget journeyman and side sewer installer licenses, and acts as the information center for the City. The service unit also provides administrative support for the Code Inspectors, Fire Code Inspectors, Animal Control Officers, Code Compliance Officers, and the Planning staff, the Community Review Board and Board of Appeals, as well as acting as the City's Complaint Center. Account 100 Salaries and Wages - This line item for 2009 reflects an increase of $9,502 or 5% from the 2008 budget estimate of $168,056 to $177,558. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits - The Personnel Benefits line for 2009 reflects an increase of $4,216 or 8% from the 2008 budget estimate of $45,794 to $50,010. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 400 Other Services and Charges - This line item for 2009 is $1,500, which is $500 or 33% greater than the 2008 year end projection of $1,000. This account is used for travel, training and registration fees for front counter staff personnel. Revenue - The year -end estimate for 2008 is $542,300, which is a decrease of $1,657 or less than 1% from the 2007 actual of $543,957. The 2009 estimate for this service unit is $541,300. Summary - Service Unit 626 for 2009 reflects an increase of $14,218 or 6% from the 2008 year -end estimate of $214,850 compared to a 2008 projection of $229,068. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $152,861 $167059 $118,216 $167059 $171,961 102.9 102.9 120 Overtime 116 500 1 150 500 100.0 333.3 130 Special Pay 0 0 4 0 14 140 Retirement /Term Cashout 6 0 847 847 5,083 600.3 Total 152,983 167,559 119,067 168,056 177,558 106.0 105.7 200 Personnel Benefits 39,914 45,794 32,488 45,794 50,010 109.2 109.2 400 Other Services And Charges 430 Transportation /Training 404 500 181 500 500 100.0 100.0 490 Miscellaneous 872 1,000 250 500 1,000 100.0 200.0 Total 1,276 1,500 431 1,000 1,500 100.0 150.0 TOTAL EXPENDITURES - SRV UNT 626 $194,173 $214,853 $151,985 $214,850 $229,068 106.6 106.6 Preliminary Budget • Community and Economic Development -17 CITY OF / COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: CODE ADMINISTRATION: City Maintenance — 051 Joe Caruso, Acting Code Admin. Manager DEFINITION The function of this division is to provide centralized building rehabilitation, maintenance and custodial services for City Hall and Y -PAC buildings. We continued to build on to the City Hall security system in 2008 by adding several more cameras and door locks. This system has provided a more secure environment for city employees and customers. We are able to monitor video and automatically open and close doors at different times of the day as needed. We are also able to activate or deactivate card controls for staff and contractors easily when needed. Having the YPD system administered through the City Hall system continues to work well. Information Systems works closely with City Hall and YPD staff to give us a seamless support system. City Hall staff members are constantly adding and deleting staff I.D's. This is an integral part of our overall security in this world of identity theft. It is imperative that all City employees have an ID on their person during work hours. As funds become available it would be in the best interest of the City to continue to add City owned facilities to the centralized security system for better control of City assets and safety for both staff and the public. In 2008 we continued modernizing and updating office spaces by improving the energy efficient fixtures, painting walls, cleaning, and updating carpet. Staff strives to do as much preventative maintenance each year as staffing workload will allow. THE CITY HALL PROJECTS COMPLETED IN 2008: ➢ Completion of renovation work in two office spaces in the basement will be done by December 2008. ➢ Conversion of records storage space into offices was also completed in 2008. Two payroll staff and one Info Systems staff will occupy these new offices. ➢ The vacated Police property room pipes were abated of asbestos and re- insulated. The room was cleaned, sealed and painted. Shelving was installed and this area is now being used for records storage for Finance and the City Manager. ➢ The abandoned clothes washer and dryer were removed from the basement janitor's area. 18 — Community and Economic Development • Preliminary Budget It was encased in an asbestos wrap, which was removed along with asbestos on many of the adjacent pipes. This area will be painted and new flooring added for better space utilization. ➢ The air quality continues to be monitored in several areas in City Hall for carbon monoxide levels. This information is compiled and assessed by a City consultant to verify there are no substandard air quality issues. This monitoring has found no evidence the air quality in City Hall causes any health issues, and the air quality has been found to have above normal quality levels. The service units in this division are: SERVICE UNIT 633 - FACILITY MAINTENANCE AUTHORIZED PERSONNEL 2008 2009 Cuss 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1150 Director of Community & Economic Development .12 .12 .12 11601 CED Office Administrator .12 .12 .12 1252 Code Administration and Planning Manager .20 .20 .00 8541 Building Maintenance Specialist 1.00 1.00 1.00 13601 Building Superintendent 1.00 1.00 1.00 TOTAL PERSONNEL 2.44 2.44 2.24 (1) Total Permanent Budgeted positions 2.24 for 2008 budget. This total does not include temporary workers in the amount of .54 FTE's. BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 633 Facility Maintenance $395,9371 $418,299 $313,592 $405,1871 $421,583 100.8 104.1 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 157048 171,077 117,221 157,319 166,341 97.2 39.5 200 Personnel Benefits 39,743 42,723 29,944 42,723 41,765 97.8 9.9 SUB -TOTAL SALARIES AND BENEFITS 196,791 213,800 147,165 200,042 208,106 97.3 49.4 300 Supplies 17,035 17,623 14,283 16,270 19,683 111.7 4.7 400 Other Services And Charges 103,044 102,366 67,698 102,366 107,639 105.2 25.5 500 Intergov Srvcs /Other Interfund 2,000 4,000 4,000 6,000 0 0.0 0.0 900 Interfund Payment For Services 77,067 80,510 80,447 80,510 86,155 107.0 20.4 TOTAL EXPENDITURES $395,937 $418,299 $313,592 $405,187 $421,583 100.8 100.0 Preliminary Budget • Community and Economic Development -19 EXPLANATORY NARRATIVES SERVICE UNIT 633 — FACILITY MAINTENANCE Account 100 Salaries and Wages — This line item for 2009 reflects an increase of $9,022 or 6% from the 2008 year -end estimate of $157,319 to $166,341. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — The Personnel Benefits line for 2009 reflects a decrease of $958 or 2% from the 2008 year -end estimate of $42,723 to $41,765. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 310 Office and Operating Supplies — This line for 2009 reflects an increase of $3,353 or 21% from the 2008 year -end estimate of $12,527 to $15,880. This account covers items for cleaning, i.e. mops and mats, along with items for the office such as small furniture, paper, fire extinguisher recharges and some cleaning supplies. Account 410 Professional Services — This line item for 2009 will stay the same as the 2008 budget of $1,000. This account has covered service charges from License renewal fees to the American Society of Composers and Authors and Yakima Herald bid notifications. Account 470 Public Utility Services — This line item for 2009 is $90,376 which is $5,015 or 6% greater than the 2008 year -end estimate of $85,361. The following chart indicates the actual 2007 utility charges, as well as the 2008 and 2009 budgets. The utility charges can change from year to year as a result of weather and rate changes. 2008 2009 2007 AMENDED PROPOSED UTILITY ACCOUNTS ACTUAL BUDGET BUDGET Pacific Power $51,718 $55,944 $59,581 Natural Gas 17,658 17,510 18,035 Water, Wastewater and Refuse 14,498 11,907 12,760 TOTAL UTILITY CHARGES $83,874 $85,361 $90,376 This account represents an increase of 6% over the 2008 amended budget level. The major reason for the increase is an increase in energy costs and added storm water tax rates. Account 480 Repair and Maintenance / Contractors — This line item for 2009 will stay the same as the 2008 budgeted amount of $12,000. In 2008 some of these funds were used for the Elevator service contract, boiler repairs, Roto- Rooter and many other building needs. 20 — Community and Economic Development • Preliminary Budget Account 490 Miscellaneous Expense - This line item for 2009 is $1,000 which is $229 or 30% greater than the 2008 year -end estimate of $771. This account covers miscellaneous items such as name plates for doors, recycle waste, and registration fees. Account 960 Insurance and Bonds - Property and boiler insurance for City Hall is included in this account. This account went from $80,261 in the 2008 budget to $84,274 in 2009, an increase of $4,013 or 5 %. Summary - Expenditures for 2009 are proposed to be $421,583, which is $16,396 higher than the 2008 year -end estimate of $405,187, but only $3,284 more than the 2008 budget of $418,299. This is a 1% increase, due primarily to increases in insurance and utility service rates. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $154,779 $168,257 $111,801 $150,612 $157421 93.6 104.5 120 Overtime 1,806 2,500 1,525 3,000 2,500 100.0 83.3 130 Special Pay 463 320 508 320 320 100.0 100.0 140 Retirement /Term Cashout 0 0 3,387 3,387 6,099 180.1 Total 157,048 171,077 117,221 157319 166,341 97.2 105.7 200 Personnel Benefits 39,743 42,723 29,944 42,723 41,765 97.8 97.8 300 Supplies 310 Office And Operating Supplies 14,056 13,880 9,599 12,527 15,880 114.4 126.8 320 Fuel Consumed 303 243 2,264 243 303 125.0 125.0 350 Small Tools And Equipment 2,676 3,500 2,420 3,500 3,500 100.0 100.0 Total 17035 17,623 14,283 16,270 19,683 111.7 121.0 400 Other Services And Charges 410 Professional Services 880 1,000 0 1,000 1,000 100.0 100.0 420 Communications 2,725 2,734 1,785 2,734 2,762 101.1 101.1 430 Transportation /Training 0 500 0 500 500 100.0 100.0 470 Public Utility Services 83,875 85,132 55,854 85,361 90,376 106.2 105.9 480 Repairs And Maintenance 13,117 12,000 9,464 12,000 12,000 100.0 100.0 490 Miscellaneous 2,447 1,000 595 771 1,000 100.0 129.7 Total 103,044 102,366 67,698 102,366 107,639 105.2 105.2 500 Intergovernmental Services 540 Taxes And Assessments 2,000 4,000 4,000 4,000 0 0.0 0.0 550 Interfund Subsidies 0 0 0 2,000 0 0.0 Total 2,000 4,000 4,000 6,000 0 0.0 0.0 900 Interfund Payment For Services 950 Interfund Opt Rental And Lease 628 249 186 249 1,881 755.4 755.4 960 Interfund Insurance Services 76,439 80,261 80,261 80,261 84,274 105.0 105.0 Total 77067 80,510 80,447 80,510 86,155 107.0 107.0 TOTAL EXPENDITURES - SRV UNT 633 $395,937 $418,299 $313,592 $405,187 $421,583 100.8 104.1 Preliminary Budget • Community and Economic Development - 21 CITY OF /i COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: Economic Development —123 DEFINITION The Economic Development Fund is used to account for economic development activity other than that provided by the Department of Housing and Urban Development (HUD) which is accounted for in Fund 124 Neighborhood Development. The service units in this division are: SERVICE UNIT 322 — INDUSTRIAL DEVELOPMENT SERVICE UNIT 699 — GENERAL REVENUES AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1150 Director of Community & Economic Development 0.00 .12 .12 11601 CED Office Administrator .30 .12 .12 1275 Deputy Director of Comm & Econ Development 0.00 .15 .15 TOTAL PERSONNEL .30 .39 .39 BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 322 Industrial Development $268,300 $181,556 $136,873 $178,056 $146,027 80.4 82 REVENUE SUMMARY BY SERVICE UNIT 699 General Revenues $490,975 $322,843 $303,598 $349,675 $261,618 81.0 74.8 22 — Community and Economic Development • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 TOTAL 100 Salaries And Wages 32,266 35,274 20,429 35,274 43,809 124.2 30.0 200 Personnel Benefits 6,734 7783 4,498 7783 8,718 112.0 6.0 SUB -TOTAL SALARIES AND BENEFITS 38,999 43,056 24,928 43,056 52,527 122.0 36.0 400 Other Services And Charges 229,301 138,500 111,945 135,000 93,500 67.5 64.0 TOTAL EXPENDITURES $268,300 $181,556 $136,873 $178,056 $146,027 80.4 100.0 EXPLANATORY NARRATIVE A City Economic Development Loan Fund, capitalized by federal HUD Section 108 Loans, has been in place for five years. Five loans have been approved to date, totaling $6,945,000. Of the five loans, one (Pepper's) pre -paid their entire outstanding debt in 2006. Another loan to Yakima Cellars was assumed by Coyote Canyon Winery as part of their acquisition of Yakima Cellars. Trail Wagons, Inc. has continued to make payments to the city, despite the business closure. The Hilton Garden Inn loan has also made its payments in accordance with the loan documents. All payments received by the City go to pay off loans made by the U.S. Department of Housing and Urban Development (HUD) to the City to create this Economic Development Loan Fund. However, because our annual CDBG entitlement amount has decreased, the city is not able to access the same amount of funds that have been repaid. Additionally, the Washington State legislature passed ESSB 6050 during the 2006 session, which redirects a portion of the state's real estate excise tax to assist cities and counties with the lowest taxing capacity. The City of Yakima currently meets the parameters established in the law and, therefore, expects to receive approximately $90,000 in 2009, which is near equal to the 2008 distribution and a decrease of approximately $15,000 from the 2007 distribution. Since economic development is a high strategic priority, and it is unknown how long this distribution will last, this revenue is being allocated to this fund to support economic development activities within the City and to market Yakima's incentive programs through the media, on the City's web site, and in other formats. SERVICE UNIT 322 INDUSTRIAL DEVELOPMENT Account 100 Salaries and Wages — The 2009 budget of $43,809 reflects a portion of the wages of the Director, Deputy Director, and Office Administrator for the Department of Community and Economic Development. The salary account includes an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — The 2009 budget of $8,718 reflects a portion of the personnel benefits associated with the above positions. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions represent a significant change in the Personnel Benefit accounts with a 10.8% mandated increase. Preliminary Budget • Community and Economic Development — 23 Account 410 Professional Services - The proposed 2009 budget of $80,000 is a decrease from the amended 2008 budget of $125,000. The budget will support economic development activities including professional services agreements with the National Development Council, Carlson Boyd and Bailey, PLLC, and Manatt, Phelps and Phillips, LLP. Account 430 Transportation - Expenditures in the amount of $7,500 will be used for travel and training for activities supporting economic development, including work at the state and federal level to fund local economic development legislation and funding initiatives, and work related to fostering international trade with our sister city in Morelia, Mexico. Account 440 Advertising - The City's renewal community federal income tax incentive program is scheduled to expire in 2009. To assure our community maximizes the private investment return on these valuable federal economic development incentives, $2,000 has been budgeted in this account to support outreach and marketing of miscellaneous benefits. Account 490 Miscellaneous - Expenditures in the amount of $4,000 will be used for training and activities supporting economic development as described under Account 430 above. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $32,266 $35,274 $20,420 $35,274 $37601 106.6 106.6 130 Special Pay 0 0 9 0 108 140 Retirement /Termination 0 0 0 0 6,099 Cashout Total 32,266 35,274 20,429 35,274 43,809 124.2 124.2 200 Personnel Benefits 6,734 7783 4,498 7783 8,718 112.0 112.0 400 Other Services And Charges 410 Professional Services 216,240 125,000 107,580 125,000 80,000 64.0 64.0 430 Transportation /Training 7288 7500 2,268 4,000 7500 100.0 187.5 440 Advertising 3,500 2,000 315 2,000 2,000 100.0 100.0 470 Public Utility Services 0 0 405 0 0 490 Miscellaneous 2,273 4,000 1,377 4,000 4,000 100.0 100.0 Total 229,301 138,500 111,945 135,000 93,500 67.5 69.3 TOTAL EXPENDITURES - SRV UNT 322 $268,300 $181,556 $136,873 $178,056 $146,027 80.4 82.0 SERVICE UNIT 699 - GENERAL REVENUES (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 270 Beginning Balance $335,423 $183,675 $222,675 $222,675 $171,618 93.4 77.1 330 Intergovernmental Revenues 105,552 139,168 80,923 127,000 90,000 64.7 70.9 360 Miscellaneous Revenues 50,000 0 0 0 0 TOTAL REVENUES - SRV UNT 699 $490,975 $322,843 $303,598 $349,675 $261,618 81.0 74.8 24 - Community and Economic Development • Preliminary Budget CITY OF Y1.,., , - , , , COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: ONDS MANAGER: Neighborhood Development Michael A. Morales, Deputy Director CED Services —124 DEFINITION The City of Yakima Office of Neighborhood Development Services (ONDS) is charged by the City Council with administering the City's activities funded by the Community Development Block Grant (CDBG) and HOME Investment Partnerships (HOME) programs. These federal programs, funded through the U.S. Department of Housing and Urban Development (HUD), are intended to assist low- and moderate - income neighborhoods and individuals (LMI) in the areas of Housing, Living Environment, and Economic Opportunities. The two programs have a combined strategic planning process and document known as the Consolidated Plan. Within the Consolidated Plan, and added each year, is an Annual Action Plan. The Action Plan contains the specific activities that will be undertaken in the coming year using CDBG and HOME funds. The format and content of the Annual Action Plan is largely dictated by U.S. Department of Housing and Urban Development (HUD) regulations. These regulations provide a framework that helps ensure that each dollar invested meets local priorities and complies with federal law. The five-year Consolidated Plan was created following extensive citizen input, under the guidance of local citizens and by City Council. The priorities and goals established in the most recent five -year Consolidated Plan have not changed. It is the mission of the City of Yakima Office of Neighborhood Development Services to assist in providing safe, affordable housing, a suitable living environment, and expanding economic opportunities principally to the low- and moderate - income (LMI) neighborhoods and residents of the City. 2009 PROGRAMS Funding for the City's successful Paint - Out - Graffiti Program continued to be funded from the Public Services allocation of CDBG for 2007 and 2008, and this formula will continue in 2009. This category is subject to a 15% cap on expenditures, which will limit outside funding requests. Other commitments within the Public Services allocation include the ONDS contract with OIC for management of the Southeast Community Center. HUD also required changes for 2008 in how the City bills some staff time and other expenditures to administer program delivery and this will also reflect upon the 2009 budget. Some items previously charged as programmatic expenses must now be charged as administrative costs. Since the entitlement programs have a maximum that can be charged to this category, it was necessary to move some of these costs to "Non- Federal" as well. Another change for the upcoming budget year is the "Marvin Gardens" housing development located south of Fruitvale Avenue on the 3000 block of Hathaway. This development is in conjunction with Preliminary Budget • Community and Economic Development — 25 two Community Housing Development Organizations (CHDOs), OIC of Washington and Habitat for Humanity, to build twenty (20) low- to moderate - income single- family housing units. This project will be the focus for a substantial portion of the City's HOME funds for the next couple of years as funding will be directed towards not only construction but first time homebuyer assistance in purchasing these homes. SECTION 108 REVOLVING LOAN PROGRAM In addition to grant- funded programs, HUD regulations require that cities participating in the Section 108 Loan Program include notice of their participation in the Action Plan. This is because of the provision that CDBG funds provide the final security for repayment of any defaulted Section 108 loan that the city is unable to recover payment from security collateral and personal financial guarantees. The city's Section 108 loan is included in the City's budget in the Economic Development Fund 123. The city is near its Section 108 borrowing capacity and no additional Section 108 loan activity is planned for 2009. This City budget is included in a One Year Action Plan FY 2009, the fifth and final year of the five -year Consolidated Plan, which will be submitted to City Council for approval, and then sent to the Regional HUD office for acceptance. CDBG entitlement funds are awarded after the first of next year, 2009. Because the entitlement awards are estimated in this budget, the Community Development Block Grant and Home revenues, along with corresponding expenditures, may be adjusted when the awards are received. The service units in this division are: SERVICE UNIT 330 — HOUSING DEVELOPMENT SERVICE UNIT 331 — COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM SERVICE UNIT 332 — HOMEOWNERSHIP HOPE 3 SERVICE UNIT 333 — CDBG FAIR HOUSING COUNSELING SERVICE UNIT 334 — CDBG PAINT - OUT - GRAFFITI PROGRAM SERVICE UNIT 337 — HOME PROGRAM SERVICE UNIT 339 — CDBG ADMINISTRATION SERVICE UNIT 340 — NON- FEDERAL PROGRAM SERVICE UNIT 699 — GENERAL REVENUES AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1253 ONDS Manager 1.00 1.00 0.00( 1253 Deputy Dir. F /Economic Dev. & Int. Affairs .10 .20 .35 11410 Neighborhood Dev Services Ops Supervisor 1.00 1.00 1.00 11401 Senior Program Supervisor 1.00 1.00 1.00 5121 Housing Rehabilitation Assistant 1.00 1.00 ( 1.00 5130 Home Remodeling Technician 1.00 1.00 (2) 1.00 5152 Neighborhood Development Accounting Specialist 1.00 1.00 0.00 26 — Community and Economic Development • Preliminary Budget 2008 2009 Cuss 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 10305 Financial Services Technician .00 .00 1.00 ia> 5151 Housing Loan Specialist .75 .75 .75 5154 Neighborhood Development Assistant 1.00 1.00 1.00 7123 Department Assistant III 1.00 1.00 1.00 7121 Department Assistant I (Temporary) .17 .17 .17 TOTAL PERSONNEL 9.02 9.12 8.27 (1) In accordance with a budgeted reorganization Policy Issue, the vacant position of ONDS Manager will not be funded in 2009. The Deputy Director of CED will provide management oversight. (2 For year 2008, the positions of Neighborhood Development Rehabilitation Specialist II and the Home Remodeling Technician were under - filled with two Housing Rehabilitation Assistants, two FTE's. (3 For year 2009, the Accounting Specialist position is proposed to be upgraded to Financial Service Technician. Please see the 2009 Policy Issue. (4) ONDS' temporary position for Department Assistant I for 2009 remains at 0.174% FTE. (5) A. Code Compliance Officer position and Permit Technician position are included in Code Administration's authorized personnel. The Code Compliance Officer will continue to be funded 100% in 2009 by ONDS, to address code compliance issues such as graffiti, hazardous vegetation, dangerous buildings and debris, etc. Likewise, the Permit Technician position will also continue to be funded at 64 %. B. ONDS will continue to fund a portion of one of the Planning Division's Associate Planner positions at the same level of 25% in 2009; the position is listed on the Planning Division's personnel chart. C. An Accountant position is included in the Finance Department's authorized personnel, but is partially funded by ONDS. For 2008, 80% of this position funding was transferred back to Financial Services, leaving 20% paid by ONDS. For year 2009, the funding will remain the same with Financial Services paying 80% and 20% paid by ONDS. D. For Year 2007 2008 2009 Authorized personnel included in ONDS (above): 9.02 9.12 8.27 4419 Code Compliance Officer 1.00 1.00 1.00 4441 Permit Technician .64 .64 .64 3321 Associate Planner .25 .25 .25 10302 Accountant _75 20 20 Total Personnel Funded by ONDS 11.66 FTE 11.21 FTE 10.36 FTE BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 331 CDBG Programs $377642 $2,423,893 $1,053,032 $2,125,755 $842,263 34.8 39.6 332 Homeownership -Hope 3 17628 268,925 178,672 259,734 144,896 53.9 55.8 333 Housing Counseling 23,635 45,111 21,823 29,752 50,877 112.8 171.0 334 Graffiti Abatement 73,628 92,192 39,826 88,467 90,581 98.3 102.4 337 HOME Program 958,337 1,542,059 476,386 1,500,248 700,738 54.7 56.3 339 Administration 366,832 234,656 168,941 224,857 271,826 115.8 120.9 340 Non - Federal Programs 318,679 72,524 38,087 62,524 73,626 101.5 117.8 TOTAL EXPENDITURES $2,136,382 $4,679,359 $1,976,768 $4,291,336 $2,174,807 46.5 50.7 REVENUE SUMMARY BY SERVICE UNIT 330 Housing Development $315,953 $2,852,896 $1,088,812 $2,881,952 $1,212,841 42.5 42.1 337 HOME Program 956,916 1,540,084 412,410 1,652,848 844,750 54.9 51.1 340 Non - Federal Programs 320,887 39,000 5,057 7,000 7,000 18.0 100.0 699 General Revenues 939,057 1,119,331 507,347 532,081 898,195 80.2 168.8 TOTAL REVENUES $2,532,813 $5,551,311 $2,013,627 $5,073,881 $2,962,786 53.4 58.4 Preliminary Budget • Community and Economic Development - 27 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 519,201 568,970 339,805 468,553 527508 92.7 24.3 200 Personnel Benefits 152,076 185,581 108,869 150,622 176,997 95.4 8.1 SUB -TOTAL SALARIES AND BENEFITS 671,277 754,552 448,674 619,175 704,504 93.4 32.4 300 Supplies 23,982 39,397 35,614 51,000 46,797 118.8 2.1 400 Other Services And Charges 1,163,527 3,153,180 951,230 2,888,931 1,373,361 43.6 63.2 600 Capital Outlays 230,794 683,581 495,063 683,581 0 0.0 0.0 900 Interfund Payment For Services 46,802 48,650 46,187 48,650 50,145 103.1 2.3 TOTAL EXPENDITURES $2,136,382 $4,679,359 $1,976,768 $4,291,336 $2,174,807 46.5 100.0 EXPLANATORY NARRATIVE 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 331 & 334 Waiting list of families applying for assistance to rehabilitate 132 104 133 their property or purchase their first home. Community Service Programs (Youth Programs) - Contracts 1 1 1 Neighborhood Clean -up /Improvement - Sites 35 32 40 Paint Program - Homes * 10 25 15 Economic Development - Jobs Created 120 125 125 Public Facilities - Facilities 2 2 2 Infrastructure (Side Sewers, Water lines, etc) - Households Assisted 3 3 5 Paint - Out - Graffiti - Hours 5,242 6,500 7,000 Paint - Out - Graffiti - Locations 8,911 9,300 9,500 Elderly /Disabled Rehab Program - Homes 58 55 45 Lead -Based Paint Clearance - Properties 59 55 45 SERVICE UNIT 337 Down Payment Assistance - Families 8 29 30 First-Time Homeownership Subsidy - Families 2 1 5 Special Needs Housing, in Partnership with CHDO - Units 26 40 0 New Construction, in Partnership with CHDO - Homes 1 1 10 Volunteer Hours for all Programs - Hours * 11,310 12,000 15,000 SERVICE UNIT 333 Landlord /Tenant referrals & Housing Information (Calls/walk-ins) 4.411 4,500 4,500 * Partnerships with Non - Profit Organizations - Throughout the year, ONDS staff works in conjunction with a host of volunteers, including Habitat for Humanity Youth Program, OIC's Americorps, People for People, Work Source, local high school students, local church groups, youth and adult service organizations, court - mandated community service persons as well as private citizens to paint out graffiti, assist with the senior Paint Program and help with neighborhood yards and alley cleanup. The man -hours related to these activities are included in the statistics listed above. In addition, ONDS staff has enlisted the assistance of several local merchants who have generously donated hundreds of gallons of paint for graffiti abatement. In 2007, the value of donated paint was approximately $29,000. For 2008, the estimated value of donated paint should exceed $30,000. In ad- dition, other local merchants donate bottled water, juice and pop for volunteers while assisting the Office of Neighborhood Development Services in their efforts of cleaning up the neighborhoods. 28 - Community and Economic Development • Preliminary Budget Each year the CDBG and HOME Programs are anticipated to meet certain project goals using the existing staff. Each staff position has time allocated to the various approved programs; the allocation is reviewed and adjusted semi - annually, as needed. Following recommendations through HUD's technical assistance, salary and benefits, as reported on each employee's monthly Personnel Activity Report, demonstrate actual time spent delivering ONDS' programs. Activities have two components when reporting in IDIS: the program cost and the program delivery cost. SALARY DISTRIBUTION - NEIGHBORHOOD DEVELOPMENT FUND: 100 AND 200 OBJECTS 2008 2008 2009 2007 AMENDED YEAR -END PROPOSED SERVICE UNIT ACTUAL BUDGET ESTIMATE BUDGET 331 CDBG Program Delivery Costs $181,082 $244,572 $235,174 $223,263 332 Homeownership - HOPE 3 Delivery Costs 0 94,925 55,734 50,896 333 Fair Housing Counseling Delivery Costs 21,244 42,771 27,412 48,537 334 Paint - Out - Graffiti Program Delivery Costs 48,057 43,394 28,466 54,784 337 HOME Program Delivery Costs 157,016 177,168 135,357 138,931 339 CDBG Admin. Costs 260,875 134,196 119,507 169,467 340 Non - Federal Delivery Costs 3,003 17,524 17,524 18,625 TOTAL $671,277 $754,550 $619,174 $704,503 Total salaries and benefits of $704,503 for 2009 are $85,329 or 13.8% more than the 2008 year end estimate of $619,174, however, it is a reduction of $50,047 or 6.6% from the 2008 amended budget. The 2008 year end estimate is substantially below budget because of the retirement of the manager and the Neighborhood Development Assistant in the spring. The organizational structure was reviewed, and a policy issue to reorganize the Division is currently budgeted. This proposal includes unbudgeting the manager position in 2009, and adding a higher percentage of the Deputy CED Director for management oversight, along with upgrading the Neighborhood Development Accounting Specialist to a Financial Services Technician. The total proposed changes netted to a $74,000 savings from the 2008 budget. The salary account also includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. In addition, 2009 salaries and benefits reflect having all of ONDS' authorized positions fully funded for the year. The personnel benefit accounts include rate increases for medical insurance of 5.5 %, industrial insurance of 10 %, along with the normal roll -ups related to base -wage adjustments, while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. For year 2009, salaries and benefits will be paid from Service Unit 332, Homeownership - HOPE 3. As HUD entitlement dollars as well as CDBG program income from loans continue to decrease, the 20% cap for administration costs also decreases. Another source of funds was required to offset the costs above the 20% cap for administration - related expenses, as outlined by HUD in 2006, through technical assistance meetings. Preliminary Budget • Community and Economic Development - 29 Salary lines in Service Unit 337, the HOME Program, are monitored, as recommended by the State Auditor, in order to properly track administrative costs to the HOME entitlement. The HOME entitlement allows 10% of the entitlement plus 10% of HOME program income to be used as administrative costs. For 2009, the salaries and benefits have been adjusted according to actual experience in 2007 and 2008. 2009 CDBG ESTIMATED REVENUES ACCOUNT No. & DESCRIPTION 2009 124.330.0000.33114.2CY - CD Block Grant - Current Year $1,063,841 124.330.0000.33114.2PY - CD Block Grant -Prior Year 0 124.699.0000.36140.PII - CDBG- Program Interest Income 9,000 124.699.0000.38500.PRG - CD Block Grant - Program Income 105,000 124.699.0000.36110.INT - Interest from Investments 150 2009 ESTIMATED CDBG REVENUES $1,177991 2009 CDBG ESTIMATED EXPENDITURES (DOES NOT INCLUDE ANY CARRY FORWARD DOLLARS) PUBLIC INPUT RECOMMENDATIONS 2009 2009 2009 PROGRAM TOTAL PROGRAM DELIVERY 2009 ESTIMATED HUD PROGRAMS (CDBG) EXPENSES EXPENSES ADMIN EXPENSES CDBG Single Family Rehabilitation 570.202 (b) $81,813 Senior /Disabled Rehabilitation $100,000 Single Family Rehabilitation 125,000 Single Family Rehabilitation - 308 Irrigation 10,000 Rehabilitation Relocation 570.201 (i) 4,000 Total 239,000 81,813 $320,813 Economic Dev. 570.203 (B) Adaptis Inc - Grant Year 2009 100,000 Whirlpool Corp. - Year 2009 45,000 Unnamed - Year 2009 90,000 Total 235,000 235,000 Community /Public Services 570.201 (e) Paint - Out - Graffiti (per HUD) 35,797 54,784 90,581 Fair Housing Counseling 570.201 (k) 2,440 48,437 50,877 OIC of WA: Southeast Community Center Programs 75,000 75,000 Total 113,237 103,221 216,458 Public Facilities 570.201 (c) 50,000 50,000 Southeast Community Cntr /Miller Park Activity Cntr (or other public facilities in the neighborhood) Neighborhood Imp -Dangerous Bldgs Clearance 570.201 (d) 20,000 20,000 Code Compliance 570.202 (c) 100,720 100,720 Administrative CDBG Costs 570.206 $235,000 235,000 GRAND ESTIMATED TOTALS FOR YEAR 2009 $657,237 $285,754 $235,000 $1,177991 Entitlement is estimated, as Congress has not yet approved the national HUD budget for 2009. Program Income is estimated since the figure is unknown until the money is received, through the end of year 2009. Appropriate adjustment will be made, if needed, when HUD awards are received. Carry forward from 2008 will be encumbered when amount is known, in spring, 2009. 30 - Community and Economic Development • Preliminary Budget The following detail by service unit expenditure accounts explains the changes between the 2009 projected budget and the 2008 year end estimated expenditures. These 2009 expenditures reflect a 49.3% decrease of about $2.2 million from 2008. The 2008 year -end estimated expenditures includes the 2007 carry forward. Any 2008 carry forward dollars will be accounted for in the 2009 Encumbrance Ordinance. Because entitlement awards are estimated in this budget, the Community Development Block grant and HOME grant revenues, along with corresponding expenditures, may be adjusted when the awards are received. SERVICE UNIT 331 — COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM The Public Service Program has a 15% cap each year, under which all expenses for Public Service must be kept. The cap is calculated on 15% of current year CDBG entitlement plus 15% of prior year program income. Because the Adaptis float loan repayment, as well as the HouseValues, Inc. repayment, were received as program income during year 2007, the 2008 Public Service 15% cap was reflective of this substantial increase in program income. But for year 2009, the 15% Public Service cap is expected to be decreased considerably, since there will not be a similar loan repayment. Accounts 410 Professional Services and 480 Repairs and Maintenance — The dollars in these two lines are allocated to all the programs in CDBG (as listed in Service Unit 331 Chart, below). These line items total $619,000 for 2009, which reflects a decrease of 48.70% or $587,809 from the 2008 year -end estimate of $1,207,000. This decrease reflects the fact there is no carry forward in the 2009 budgeted amount. The 2009 program expenditure budget is based on an informed estimate of the funds to be received from HUD. Distribution of the actual amount of the entitlement into the various projects listed below will be changed at a future date to coincide with the amount of the entitlement received for FY 2009. Additionally, any current grant funds unspent at the end of 2008 will be included in the encumbrance appropriation for 2009. The following chart describes this account in detail for 2009: CONSOLIDATED PLAN CDBG PROGRAM 2009 PROGRAM 0000.41E Community Service $75,000 0000.48B Neighborhood Improvement /Clearance (Dangerous Buildings) 20,000 0000.48T Economic Development 235,000 0000.48U Public Facilities 50,000 HS01.48F Single Family Rehabilitation 125,000 HS02.48E Elderly /Disabled Rehabilitation 100,000 HS05.48I Rehabilitation Relocation 4,000 IRRI.48W Single Family Rehabilitation 308 Irrigation 10,000 TOTAL OF ACCOUNT 400 OTHER SERVICES AND CHARGES * $619,000 * All numbers are estimates based on the projection of "new" CDBG grant funds. In addition, what money remains unspent at the end of 2008 in a line item is carried forward into the following year, 2009. Program dollars will be reconciled when final figures are available to reflect all carry forwards and actual "new" CDBG grant funds. Fair Housing Counseling and Paint - Out - Graffiti are found in Service Unit 333 and 334 respectively; therefore, they are not itemized in this chart. In the 2009 Estimated Budget they are found under the category of Community / Public Service. Preliminary Budget • Community and Economic Development — 31 Summary - Service Unit 331 shows an overall decrease of $1,283,492 or 60.40% from the 2008 year end estimate of $2,125,755 compared to the 2009 budget of $842,263. Having no carry forwards in the 2009 budget explains this significant difference. Please remember that some of these accounts will be increased with the 2009 encumbrance appropriation if there are dollars to carry forward. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $136,486 $179,085 $125,129 $174,834 $162,972 91.0 93.2 120 Overtime 88 500 4 4 500 100.0 12500.0 130 Special Pay 0 0 9 0 36 140 Retirement /Term Cashout 920 1,260 145 145 0 0.0 0.0 Total 137494 180,845 125,287 174,983 163,508 90.4 93.4 200 Personnel Benefits 43,588 63,727 44,252 60,191 59,755 93.8 99.3 400 Other Services And Charges 410 Professional Services 75,000 105,000 56,250 75,000 75,000 71.4 100.0 480 Repairs And Maintenance 121,560 1,390,739 332,180 1,132,000 544,000 39.1 48.1 Total 196,560 1,495,739 388,430 1,207,000 619,000 41.4 51.3 650 Construction Projects 0 683,581 495,063 683,581 0 0.0 0.0 TOTAL EXPENDITURES - SRV UNT 331 $377,642 $2,423,893 $1,053,032 $2,125,755 $842,263 34.8 39.6 SERVICE UNIT 332 - HOMEOWNERSHIP HOPE 3 Service Unit 332 is dedicated to the use of program income received from the HOPE 3 Grant for affordable housing and ownership to low - and moderate - income families. Part of the process of assessing low -to- moderate- income families and their ability to make their monthly loan payments is staff time spent in reviewing affordability of the client as well as obtaining legal assistance, when needed. And, since the CDBG and HOME administration dollars are limited, the related staff salaries and benefits are budgeted in this service unit. HUD defines the staff time spent reviewing loans for affordability and monthly loan payment collection as administration costs, not program /activity - related costs. The budget for salaries and benefits in 2009 is $50,896 while the budget for Single Family - related costs is $94,000 totaling $144,896. Any unused funds are carried forward into the unencumbered balance each year. For 2008, the HOPE 3 funds were used primarily for the construction of a new home where a burned, abandoned house had stood; it is expected to be sold and the investment recaptured by the end of the year. Other funds were used for legal assistance, monthly loan payment fees, and such. 32 - Community and Economic Development • Preliminary Budget DEPT 124 COMMUNITY DEVELOPMENT (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $0 $73,047 $30,067 $37,000 $37,365 51.2 101.0 130 Special Pay 0 0 14 0 108 140 Retirement /Term Cashout 0 0 3,735 3,735 0 0.0 Total 0 73,047 33,817 40,735 37,473 51.3 92.0 200 Personnel Benefits 0 21,878 10,281 14,999 13,423 61.4 89.5 400 Other Services And Charges 410 Professional Services 1,962 19,000 8,509 19,000 19,000 100.0 100.0 480 Repairs And Maintenance 15,666 155,000 126,065 185,000 75,000 48.4 40.5 Total 17,628 174,000 134,574 204,000 94,000 54.0 46.1 TOTAL EXPENDITURES - SRV UNT 332 $17,628 $268,925 $178,672 $259,734 $144,896 53.9 55.8 SERVICE UNIT 333 - CDBG FAIR HOUSING COUNSELING Service Unit 333 reflects an increase of $21,125 or 71% from the 2008 estimated year -end budget of $29,752 compared to the proposed 2009 budget of $50,877. This increase is primarily the result of adjusting salaries and benefits in this service unit to reflect actual experience during 2007 and 2008. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $15,780 $29,962 $14,635 $20,197 $34,488 115.1 170.8 120 Overtime 0 100 8 8 100 100.0 1250.0 130 Special Pay 0 0 90 0 396 140 Retirement /Term Cashout 0 1,260 289 289 0 0.0 0.0 Total 15,780 31,322 15,023 20,494 34,984 111.7 170.7 200 Personnel Benefits 5,464 11,449 5,033 6,918 13,553 118.4 195.9 420 Communications 2,392 2,340 1,768 2,340 2,340 100.0 100.0 TOTAL EXPENDITURES - SRV UNT 333 $23,635 $45,111 $21,823 $29,752 $50,877 112.8 171.0 SERVICE UNIT 334 - PAINT - OUT - GRAFFITI PROGRAM Service Unit 334 was created as a result of the June, 2006, HUD monitoring visit of federally funded programs for year 2005. The HUD officials felt ONDS should no longer use CDBG funds for the paint- out - graffiti program. In the spring of 2007, HUD reversed its decision and the Paint -Out- Graffiti Program using CDBG dollars was allowed for the entire year 2007. ONDS opted to perform this activity under "Public Services'; which is the best fit for eligibility. Summary - The 2009 projected budget of $90,581 is slightly higher than the 2008 Year -End Estimate of $88,467. The costs include salaries and benefits*, operating supplies, small tools and minor equipment, and fuel. For Year -End 2008, $22,000 has been budgeted for the replacement of two vehicles. * Although many volunteer hours are spent performing the paint- out - graffiti program, staff must oversee, schedule, supervise, etc. these volunteers as well as order supplies, as needed. Preliminary Budget • Community and Economic Development - 33 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $36,463 $30,994 $14,146 $22,103 $41,205 133.0 186.4 120 Overtime 3 0 1 1 0* 0.0 130 Special Pay 0 0 31 0 122 * * 140 Retirement /Term Cashout 84 480 48 48 0 0.0 0.0 Total 36,550 31,474 14,226 22,152 41,328 131.3 186.6 200 Personnel Benefits 11,507 11,920 4,636 6,314 13,456 112.9 213.1 300 Supplies 310 Office And Operating Supplies 4,954 12,797 10,066 16,000 12,797 100.0 80.0 320 Fuel Consumed 4,570 4,000 3,742 12,000 13,000 325.0 108.3 350 Small Tools And Equipment 0 10,000 7156 10,000 10,000 100.0 100.0 Total 9,525 26,797 20,964 38,000 35,797 133.6 94.2 480 Repairs And Maintenance 16,047 22,000 0 22,000 0 0.0 0.0 TOTAL EXPENDITURES - SRV UNT 334 $73,628 $92,192 $39,826 $88,467 $90,581 98.3 102.4 SERVICE UNIT 337 - HOME PROGRAM During September, 2008, Seattle -based HUD representatives visited ONDS, conducting a monitoring visit of federally funded HOME programs for year 2006 and 2007. ONDS is currently awaiting results of that monitoring visit. No significant changes to ONDS' programs, or activities within those programs, are expected as a result of the September, 2008, monitoring visit. The HOME program is of more recent origin. It can only assist low /moderate income persons with issues relating to housing. These services can range from new construction of single family or rental housing and down payment assistance to assistance with rents. While lacking the flexibility of the Block Grant program, the HOME program has provided valuable services to hundreds of families here in Yakima. By combining both programs under one strategy, the City of Yakima has provided a diversified approach to helping the many local residents these programs serve. The HOME program can provide a variety of assistance to help meet affordable housing needs. The Yakima City Council has chosen to concentrate its investment of HOME funds (with the exception of assistance through non - profits such as CHDOs) exclusively for homeownership activities. Community Housing Development Organizations ( CHDOs) are, by law, entitled to a minimum of 15% of annual HOME entitlement funds. In Yakima in recent years, these funds have assisted Habitat for Humanity, OIC of Washington, Next Step Housing, and others with a broad spectrum of affordable housing projects. Each CHDO application is considered by the Council on a case -by -case basis and funding decisions are made based on the community benefit of each. The participating jurisdiction has two years to spend these funds. Marvin Gardens Project - One such CHDO project is the construction of 20 single family residential houses within the "Marvin Gardens" housing development located south of Fruitvale Avenue on the 3000 block of Hathaway. This development is in conjunction with two Community Housing Development Organizations, OIC of Washington and Habitat for Humanity. OIC of Washington has contracted with the City of Yakima to build fifteen (15) of the homes with Habitat for Humanity building the remaining five (5) homes. Both of these organizations have been long standing CHDO,s certified to qualify for HOME CHDO set aside funds. This project is expected to last through 2010 with homes being built in rotation, in lots of four(4) with the fifth home only being 34 - Community and Economic Development • Preliminary Budget constructed after the sale of the first home and so on until the homes are completed and sold in turn. Additional HOME funds may be used to assist first -time homebuyers purchase these newly- constructed homes in Marvin Gardens. Specific projects for the use of HOME funds can be difficult to identify in advance, since they depend on actual applications from individuals and families as they become ready for the assistance. 2009 HOME ESTIMATED REVENUES ACCOUNT No. & DESCRIPTION 2009 124.337.0000.33114.2HM — HUD HOME Program $556,250 124.337.0000.36140.HMI — HOME Program Interest Income 8,500 124.337.0000.38500.HMP — HOME Program Income 280,000 HOME REVENUE TOTALS: $844,750 2009 HOME ESTIMATED EXPENDITURES ALL ACTIVITY IS ELIGIBLE UNDER 92.205 (A) (I) PROGRAM 2009 TOTAL PROGRAM DELIVERY 2009 ESTIMATED HOME PROJECT CATEGORIES EXPENSES EXPENSES ADMIN EXPENSES First -Time Homeowner Assistance (up to $30,000 each) $140,000 $140,000 Down Payment Assistance (up to $4,000 each = 14 or more) 120,000 $4,500 124,500 Single Family Home Rehabilitation 60,000 29,956 89,956 New Construction 170,819 170,819 Community Housing Development Organization 215,000 20,000 5,000 240,000 (CHDO: HUD requirement, minimum of 15% of 2009 HOME Entitlement) Administrative HOME Costs 79,475 79,478 GRAND ESTIMATED TOTAL EXPENSES FOR YEAR 2009 $705,819 $54,456 $84,475 $844,750 * Entitlement is estimated, as Congress has not yet approved the national HUD budget.Program Income is estimated, as the figure is unknown until the money is received. Appropriate adjustment will be made, if needed, when HUD awards are received. Carry forward will be encumbered when amount is known, in spring, 2009. Account 480 Repairs and Maintenance — This 480 line has been designated in the City's chart of accounts as the place for HOME expenditures, both CHDO and non -CHDO. CHDOs are outside professional organizations providing a variety of housing services to the community. This line includes a minimum of 15% of the total HOME Grant entitlement that is contracted through non- profits to carry out CHDO eligible housing programs. The CHDO budget for 2009 is $215,000, which reflects greater than the 15% minimum of the current allocation. This budget will be increased by unspent money in 2008 that will be carried forward in 2009. Summary — Service Unit 337 shows an overall decrease of $799,510 or 53.3% from a 2008 year -end estimate of $1,500,248 to $700,738 for 2009. This decrease is due to the adjustments for carry forward discussed above. Preliminary Budget • Community and Economic Development — 35 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $120,190 $132,545 $74,902 $103,450 $100,797 76.1 97.4 120 Overtime 10 0 5 5 0 0.0 130 Special Pay 0 0 63 0 274 140 Retirement /Term Cashout 251 1,920 178 178 4,750 247.4 2668.5 Total 120,451 134,465 75,148 103,633 105,820 78.7 102.1 200 Personnel Benefits 36,565 42,703 22,501 31,724 33,111 77.5 104.4 400 Other Services And Charges 410 Professional Services 0 0 6,876 0 0 480 Repairs And Maintenance 801,321 1,364,891 371,862 1,364,891 561,807 41.2 41.2 Total 801,321 1,364,891 378,738 1,364,891 561,807 41.2 41.2 TOTAL EXPENDITURES - SRV UNT 337 $958,337 $1,542,059 $476,386 $1,500,248 $700,738 45.4 46.7 REVENUES 330 Intergovernmental Revenues $403,317 $1,433,084 $218,800 $1,414,348 $556,250 38.8 39.3 360 Miscellaneous Revenues 13,326 7,000 7,891 8,500 8,500 121.4 100.0 380 Nonrevenues 540,274 100,000 185,719 230,000 280,000 280.0 121.7 TOTAL REVENUES - SRV UNT 337 $956,916 $1,540,084 $412,410 $1,652,848 $844,750 54.9 51.1 SERVICE UNIT 339 - CDBG ADMINISTRATION Account 310 Office and Operating Supplies - This line item shows a significant decrease from the 2008 year -end estimate of $7,500 to $5,500 in 2009. Items purchased with these dollars include pens, staples, toner, binders, janitorial paper products, copy paper, etc. Account 320 Fuel - This fuel line item shows an increase from the 2008 year -end estimate of $1,800 to the 2009 projected budget of $2,500. Beginning in 2007, with the use of Service Unit 334 for the Paint - Out - Graffiti Program, a large portion of the fuel cost is being budgeted in that Service Unit, calculated on monthly vehicles used for Paint - Out - Graffiti and monthly fuel costs. For comparison, the 2008 estimated year -end fuel purchased for all ONDS is $13,800, of which an estimated $12,000 will be used for the Paint - Out - Graffiti Program (see Service Unit 334.320), with the balance of $1,800 for CDBG Administration. In 2007 total actual costs for both fuel lines (334 and 339) was $8,923. This fuel increase is due to two factors: 1) increase in fuel prices and 2) use of the paint -out graffiti vehicles daily as well as other vehicles used by volunteers. Account 350 Small Tools and Minor Equipment - This line item shows a decrease from the 2008 Year -End Estimate of $3,700 or 18.91% to the 2009 Projected Budget of $3,000. Items purchased in this line are monthly lease payments for the copier, keys and locks, etc. Account 410 Professional Services - A decrease of $1,000 is reflected in the 2009 proposed budget of $6,000 over the 2008 year -end estimate of $7,000. This line is used for such costs as monthly paging, security, etc. (Please see Service Unit 333, HOPE 3, for other related costs. Due to CDBG administration cost caps, some of these costs were moved to HOPE 3 in 2008.) 36 - Community and Economic Development • Preliminary Budget Account 420 Communications — This line item for 2009 reflects a slight increase from the 2008 year- end estimate of $5,640 to a 2009 Proposed Budget of $5,940. This increase is based on actual year - to -date expense in 2008 for telephone, blackberry, and cell phone usage, as well as postage, Federal Express, and such. Account 430 Transportation / Training — The 2008 Year -End Estimate of $4,000 remained the same for the 2009 Proposed Budget. Staff is required to keep certifications updated, which requires attending special classes. Also, HUD offers training, usually at their Seattle offices, which is important to attend in order to keep current with changes in HUD Rules and Regulations, etc., and to promote good PR between ONDS and HUD. Account 440 Advertising — The advertising line is decreased from the 2008 Year -End Estimate of $7,000 compared to the 2009 Proposed Budget of $5,000, a 28.6% or $2,000 decrease. HUD requires public notification in newspaper display and /or legal ads in English and Spanish papers, on the radio, etc. for multiple citizen participation meetings to gather public input, and other such notification. HUD's intent is to keep local citizenry informed. Account 480 Repairs and Maintenance — There is a decrease in this line by $300 or 4 %, with the 2008 Year -End Estimate of $7,500 and the 2009 Proposed Budget of $7,200. With an old building for offices, it is difficult to foresee unexpected Repairs and Maintenance. The main on -going cost to this line is the weekly janitorial fees. Account 490 Miscellaneous — This line shows an increase of 7.2% from the 2008 year -end estimate of $6,764 to the 2009 projected budget of $7,250. This account includes seminar registrations, printing, dues and subscriptions, recruiting expenses and college tuition expenses for staff. Currently one ONDS staff person is taking college courses towards the goal of obtaining a Bachelor's degree. Account 950 Interfund Op Transfer /Rental and Leases — This line shows a decrease of 5% or $445 change for the 2009 proposed budget of $9,405 over the 2008 year -end estimate of $9,850. These rates are set by City Officials for M &O — Garage costs. Account 960 Interfund Insurance Services — This line reflects an increase of 5% or $1,940 for 2009 proposed budget over the 2008 year -end estimate. These rates are set by City Officials. Summary — Service Unit 339 administration costs increased overall by $46,969 or 20.9% from the 2008 year end estimate of $224,857 to the 2009 proposed budget of $271,826. Part of this increase is due to the salaries and benefits paid in this Service Unit. As required by HUD, this budget remains within the scope of the administration cap. Preliminary Budget • Community and Economic Development — 37 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $206,471 $102,500 $63,142 $90,000 $123,956 120.9 137.7 120 Overtime 23 500 9 9 500 100.0 5555.6 130 Special Pay 0 0 189 0 756 140 Retirement /Term Cashout 42 1,080 2,810 2,810 4,750 439.8 169.0 Total 206,536 104,080 66,150 92,819 129,962 124.9 140.0 200 Personnel Benefits 54,339 30,116 19,399 26,688 39,505 131.2 148.0 300 Supplies 310 Office And Operating Supplies 6,487 5,500 7527 7500 5,500 100.0 73.3 320 Fuel Consumed 4,353 4,100 2,593 1,800 2,500 61.0 138.9 350 Small Tools And Equipment 3,618 3,000 4,530 3,700 3,000 100.0 81.1 Total 14,458 12,600 14,650 13,000 11,000 87.3 84.6 400 Other Services And Charges 410 Professional Services 15,268 3,000 3,574 7,000 6,000 200.0 85.7 420 Communications 7159 6,192 4,948 5,640 5,940 95.9 105.3 430 Transportation /Training 1,140 4,000 2,461 4,000 4,000 100.0 100.0 440 Advertising 4,722 7,000 1,546 7,000 5,000 71.4 71.4 470 Public Utility Services 5,827 5,918 4,175 5,797 5,825 98.4 100.5 480 Repairs And Maintenance 4,378 5,000 4,081 7500 7,200 144.0 96.0 490 Miscellaneous 6,204 8,100 1,768 6,764 7250 89.5 107.2 Total 44,698 39,210 22,556 43,701 41,215 105.1 94.3 900 Interfund Payment For Services 950 Interfund Opt Rental And Lease 9,850 9,850 7,387 9,850 9,405 95.5 95.5 960 Interfund Insurance Services 36,952 38,800 38,800 38,800 40,740 105.0 105.0 Total 46,802 48,650 46,187 48,650 50,145 103.1 103.1 TOTAL EXPENDITURES - SRV UNT 339 $366,832 $234,656 $168,941 $224,857 $271,826 115.8 120.9 SERVICE UNIT 340 - NON- FEDERAL PROGRAM This service unit was created in 1997 to account for program income derived from sources other than CDBG and HOME, and is, therefore, not restricted by HUD grant requirements. This revenue, estimated to be $7,000 in 2009, can be used for local match for grants or other appropriate purposes. The $25,000 annual maintenance budget for Southeast Community Center (originally purchased with CDBG support) is included in Account 480 Repairs and Maintenance. This service unit is budgeted to be available for local match for the HOME Program and the balance is carried forward in the unencumbered balance each year. In 2008, activities paid for with these funds include salaries for 25% of an Associate Planner's position, miscellaneous legal costs, some appraisals and title company costs that cannot be paid with CDBG dollars as they are classified by HUD as not eligible, water billings for the green at 45th and Summitview Avenues, and such. Summary - A final public hearing and proposed approval of the 2009 CDBG and HOME Annual Action Plan is scheduled for November 4, 2008. The City Council will approve the Neighborhood Development Services' 2009 Program Budget as part of the City budget process in December, 2008. 38 - Community and Economic Development • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 110 Salaries And Wages $2,390 $13,737 $10,155 $13,737 $14,432 105.1 105.1 200 Personnel Benefits 613 3,787 2,768 3,787 4,193 110.7 110.7 400 Other Services And Charges 480 Repairs And Maintenance 15,152 25,000 7,919 25,000 25,000 100.0 100.0 490 Miscellaneous 69,730 30,000 17,245 20,000 30,000 100.0 150.0 Total 84,882 55,000 25,164 45,000 55,000 100.0 122.2 650 Construction Projects 230,794 0 0 0 0 TOTAL EXPENDITURES - SRV UNT 340 $318,679 $72,524 $38,087 $62,524 $73,626 101.5 117.8 REVENUES 360 Miscellaneous Revenues $241,316 $1,000 $910 $1,000 $1,000 100.0 100.0 380 Nonrevenues 79,570 38,000 4,147 6,000 6,000 15.8 100.0 TOTAL REVENUES - SRV UNT 340 $320,887 $39,000 $5,057 $7000 $7000 18.0 100.0 REVENUES SERVICE UNIT 330 - HOUSING DEVELOPMENT This service unit includes revenues from intergovernmental agencies and miscellaneous revenues. For 2009, $1,212,841 is projected in the service unit. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 330 Intergovernmental Revenues $212,985 $2,703,896 $929,190 $2,622,952 $1,063,841 39.3 40.6 360 Miscellaneous Revenues 13,466 9,000 7580 9,000 9,000 100.0 100.0 380 Nonrevenues 89,502 140,000 152,043 250,000 140,000 100.0 56.0 Total Revenues - Sry Unt 330 $315,953 $2,852,896 $1,088,812 $2,881,952 $1,212,841 42.5 42.1 SERVICE UNIT 699 - GENERAL REVENUES Projected at $115,650 for 2009. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $265,812 $987,831 $396,431 $396,431 $782,545 79.2 197.4 360 Miscellaneous Revenues 39,619 26,500 7429 10,650 10,650 40.2 100.0 380 Nonrevenues 633,626 105,000 103,487 125,000 105,000 100.0 84.0 TOTAL REVENUES - SRV UNT 699 $939,057 $1,119,331 $507,347 $532,081 $898,195 80.2 168.8 Preliminary Budget • Community and Economic Development - 39 CITY OF /� COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: Downtown Yakima Business Improvement District (DYBID) —161 DEFINITION A Parking and Business Improvement Area (PBIA) in downtown Yakima was established in April 1996 for the purpose of assisting trade, economic viability and livability within the area. Revenues are derived from self - assessments on businesses. The City Council renewed this PBIA in May 2002, with a six (6) year "sunset" provision. In 2007, the City Council approved a small expansion of the boundaries of the original PBIA area, and increased the assessment rates as an initial move to increase the capability of the Committee for Downtown Yakima (CDY) to maintain the public spaces in downtown Yakima. In 2008, the City Council terminated the existing PBIA and established a new, larger Downtown Yakima Business Improvement District (DYBID). The new DYBID assessments will be used to support the City's contract with the Committee for Downtown Yakima (CDY) for improved delivery of a variety of downtown services, including cleaning and maintenance, safety, and business development activities. The service units in this division are: SERVICE UNIT 320 — ECONOMIC DEVELOPMENT SERVICE UNIT 323 — PARKING FACILITIES SERVICE UNIT 612 — COMMUNITY RELATIONS SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 320 Economic Development $69,930 $108,000 $73,578 $107578 $200,000 185.2 185.9 612 Community Relations 12,896 10,343 6,853 7843 4,592 44.4 58.6 TOTAL EXPENDITURES $82,826 $118,343 $80,431 $115,421 $204,592 172.9 177.3 REVENUE SUMMARY BY SERVICE UNIT 320 Economic Development $0 $22,000 $0 $40,255 $210,170 955.3 522.1 323 Parking Facilities 56,598 66,000 39,872 40,000 0 699 General Revenues 61,099 37,053 35,170 35,170 4 TOTAL REVENUES $117,697 $125,053 $75,042 $115,425 $210,174 168.1 182.1 40 — Community and Economic Development • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 400 Other Services And Charges 74,110 116,500 79,050 113,578 200,000 171.7 97.8 500 Intergov Srvcs /Other Interfund 7500 0 0 0 0 * 900 Interfund Payment For Services 1,216 1,843 1,381 1,843 4,592 249.2 2.2 TOTAL EXPENDITURES $82,826 $118,343 $80,431 $115,421 $204,592 172.9 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 320 - ECONOMIC DEVELOPMENT This item is budgeted at $200,000 for 2009. In 2007, the City entered into an Agreement for Professional Services with the Committee for Downtown Yakima (CDY) to provide the administrative and management services to oversee the maintenance, landscaping and special projects, safety services, economic and business development, and marketing /communication services in downtown Yakima. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 410 Professional Services $69,930 $108,000 $73,578 $107,578 $200,000 185.2 185.9 TOTAL EXPENDITURES - SRV UNT 320 $69,930 $108,000 $73,578 $107,578 $200,000 185.2 185.9 REVENUES 360 Miscellaneous Revenues $0 $22,000 $0 $40,255 $210,170 955.3 522.1 TOTAL REVENUES - SRV UNT 320 $0 $22,000 $0 $40,255 $210,170 955.3 522.1 SERVICE UNIT 699 - GENERAL REVENUES Self - assessments for area businesses are based on calculations that include assessed property value, business license assessments and non - profit assessments, and are budgeted at $210,170 for 2009. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $60,499 $36,453 $34,870 $34,870 $4 0.0 0.0 360 Miscellaneous Revenues 600 600 300 300 0 0.0 0.0 TOTAL REVENUES - SRV UNT 699 $61,099 $37,053 $35,170 $35,170 $4 0.0 0.0 Preliminary Budget • Community and Economic Development - 41 CITY OF y� COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: CBD Business and Capital Improvement — 321 DEFINITION The Central Business District (CBD) Capital Improvement Fund is used for the development and ongoing implementation of capital funding programs designed to benefit the Yakima Central Business District. Improvements to the City's Central Business District are ongoing and will benefit the community and region as a whole. The Downtown Yakima Futures Initiative (DYFI) is being funded through the 321 Fund. The current project on Yakima Avenue, from Ninth Street to Seventh Avenue, is considered one project with multiple elements requiring resources to support the design and construction envisioned. The service units in this division are: SERVICE UNIT 321 — COMMERCIAL AREA DEVELOPMENT SERVICE UNIT 323 — PARKING FACILITIES SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY $VC UNIT ACTUAL BUDGET 9/30 /2008 YE AR - B UDGET 2 TO 5 4 TO 5 321 Commercial Area Development $2,586,061 $2,622,227 $1,234,491 $2,342,424 $257,235 9.8 11.0 REVENUE SUMMARY BY SERVICE UNIT 323 Parking Facilities $22,848 $25,800 $21,865 $30,800 $30,800 119.4 100.0 699 General Revenues 4,243,626 1,857,313 1,595,426 2,691,513 384,890 20.7 14.3 TOTAL REVENUES $4,266,474 $1,883,113 $1,617,291 $2,722,313 $415,690 22.1 15.3 42 — Community and Economic Development • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 TOTAL 300 Supplies 0 1,000 0 1,000 1,000 100.0 0.4 400 Other Services And Charges 316 156,122 53,489 146,122 131,130 84.0 51.0 500 Intergov Srvcs /Other Interfund 68 105 66 105 105 100.0 0.0 600 Capital Outlays 2,585,678 2,465,000 1,180,935 2,195,197 125,000 5.1 48.6 TOTAL EXPENDITURES $2,586,061 $2,622,227 $1,234,491 $2,342,424 $257235 9.8 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 321 — COMMERCIAL AREA DEVELOPMENT Account 310 Supplies — The 2009 budget shows $1,000, which is no change from the 2008 budget. The primary purpose of this budget line is for office supplies. Account 410 Professional Services — The proposed 2009 budget of $75,000 is $25,000 less than the 2008 budget for downtown planning and anticipated downtown improvement project implementation. These funds are budgeted as a reserve for potential public expenditures in the downtown area, including but not limited to the multi -year Downtown Yakima Futures Initiatives program. Account 420 Communications — The proposed 2009 budget of $230 is primarily for postage. Account 430 Transportation — Expenditures in the amount of $1,900 will be used for planning programs and attendance at national downtown conferences. Account 480 R&M Contractors — This budget of $50,000 is to replace the budget in Parks to privately contract downtown maintenance. Account 490 Miscellaneous — 2009 Expenditures in the amount of $4,000 will be used in the marketing of the core downtown area. Account 630 Other Improvements — The proposed 2009 budget of $75,000 is the same as in 2008 and is for anticipated capital improvements in the downtown area. Account 650 Construction Projects — Phase 1, 2, and 3 of the Downtown Futures Initiative have been successfully completed. Combined, this has been a multi -year plan to improve sidewalks and make other aesthetic improvements including landscaping, trees, street furniture, water features and plantings to improve the downtown environment, encourage greater pedestrian activity within the City's primary business core, and enhance the downtown experience. Although there remain improvements to be made, we have no immediate funding source to continue. A modest $25,000 is budgeted in 2009 to continue the program. There is also $25,000 budgeted for the North Front Street Parking Lot. Summary — The 2009 expenditure budget for Service Unit 321 Commercial Area Development is projected at $257,235, which is a $2,364,991 (90.19 %) decrease from the 2008 budget. This is due to the large construction project that will be completed in 2008. Preliminary Budget • Community and Economic Development — 43 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 310 Office And Operating Supplies $0 $1,000 $0 $1,000 $1,000 100.0 100.0 400 Other Services And Charges 410 Professional Services 0 100,000 3,489 90,000 75,000 75.0 83.3 420 Communications 0 222 0 222 230 104.0 104.0 430 Transportation /Training 207 1,900 0 1,900 1,900 100.0 100.0 480 Repairs And Maintenance 0 50,000 50,000 50,000 50,000 100.0 100.0 490 Miscellaneous 108 4,000 0 4,000 4,000 100.0 100.0 Total 316 156,122 53,489 146,122 131,130 84.0 89.7 530 State /County Taxes And Assmt 68 105 66 105 105 100.0 100.0 600 Capital Outlays 630 Impr Other Than Bldg 0 75,000 0 75,000 75,000 100.0 100.0 650 Construction Projects 2,585,678 2,390,000 1,180,935 2,120,197 50,000 2.1 2.4 Total 2,585,678 2,465,000 1,180,935 2,195,197 125,000 5.1 5.7 Total Expenditures - Sry Unt 321 $2,586,061 $2,622,227 $1,234,491 $2,342,424 $257,235 9.8 11.0 SERVICE UNIT 323 - PARKING FACILITIES Account 360 Miscellaneous Revenue - Reflects $30,800 for the 2009 budget. These funds are generated from monthly contracted parking in City -owned downtown parking lots in the CBD. This proposed budget has not changed from the adjusted 2008 budget. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 360 Miscellaneous Revenues $22,848 $25,800 $21,865 $30,800 $30,800 119.4 100.0 TOTAL REVENUES - SRV UNT 323 $22,848 $25,800 $21,865 $30,800 $30,800 119.4 100.0 SERVICE UNIT 699 - GENERAL REVENUES Resources for 2009 to fund this program will come from an unencumbered balance of $379,890, Parking lot revenue of $30,800, and interest of $5,000, leaving a projected 2009 year -end balance of $158,454. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $413,707 $852,313 $1,680,413 $1,680,413 $379,890 44.6 22.6 330 Intergovernmental Revenues 2,261,000 1,000,000 (109,635) 987,500 0 0.0 0.0 360 Miscellaneous Revenues 46,676 5,000 18,886 18,140 5,000 100.0 27.6 390 Other Financing Sources 1,522,243 0 5,762 5,460 0 0.0 TOTAL REVENUES - SRV UNT 699 $4,243,626 $1,857,313 $1,595,426 $2,691,513 $384,890 20.7 14.3 44 - Community and Economic Development • Preliminary Budget CITY OF y� COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: Trolley —162 DEFINITION The Trolley Fund is to be used for improvements of the historic Yakima Valley Transport System (YVTS). The service units in this division are: SERVICE UNIT 326 — TROLLEY SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 326 Trolley $24,873 $468,619 $222,374 $257,841 $221,621 47.3 86 REVENUE SUMMARY BY SERVICE UNIT 699 General Revenues $26,019 $470,518 $215,507 $260,132 $225,053 47.8 86.5 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 TOTAL 400 Other Services And Charges 10,126 7741 5,270 7841 7845 101.3 3.5 600 Capital Outlays 14,746 460,878 217,104 250,000 213,776 46.4 96.5 TOTAL EXPENDITURES $24,873 $468,619 $222,374 $257,841 $221,621 47.3 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 326 — TROLLEY Account 410 Professional Services — The 2009 operating budget includes $7,300 for security services for the trolley yard. Preliminary Budget • Community and Economic Development — 45 Account 420 Communication - The 2009 operating budget includes $477 for telephone service supporting the security alarm system at the trolley barn. Account 450 Operating Rentals and Leases - The 2009 budget includes no funds for the annual lease payment to Comprehensive Mental Health for the trolley barn, museum and adjacent property. The City purchased this property in 2008. Account 470 Public Utility Services - The 2009 budget includes $68 for water /fire service for the trolley barn, museum and adjacent property. Account 650 Capital Improvements - In 2006, a Department of Transportation (DOT) Enhancement Grant in the amount of $495,000 was awarded, with $300,000 of that total being earmarked for purchase of the trolley repair barn and substation, plus other upgrades. The 2009 budget will utilize the remaining $213,776 of the grant to provide continued rehabilitation of the trolley barn and restore portions of the 6 mile track and overhead wire system. Total expenditures for this fund are budgeted to be $221,621. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % Chng % Chng 2007 Amended Actual Estimated Projected from from Expenses Actual Budget 9/30/2008 Year -End Budget 2 to 5 4 to 5 400 Other Services And Charges 410 Professional Services $7300 $7,200 $4,867 $7300 $7300 101.4 100.0 420 Communications 437 477 371 477 477 100.0 100.0 450 Operating Rentals And Leases 2,373 0 0 0 0 470 Public Utility Services 16 64 32 64 68 105.5 105.5 Total 10,126 7741 5,270 7,841 7,845 101.3 100.1 650 Construction Projects 14,746 460,878 217,104 250,000 213,776 46.4 85.5 TOTAL EXPENDITURES - SRV UNT 326 $24,873 $468,619 $222,374 $257,841 $221,621 47.3 86.0 SERVICE UNIT 699 - GENERAL REVENUE Total revenue budgeted is $225,053, consisting of $213,776 of the above mentioned Department of Transportation (DOT) Enhancement Grant plus $8,986 in miscellaneous revenues. The fund balance ending 2008 is projected to be $3,432. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $3,332 $865 $1,146 $1,146 $2,291 264.9 199.9 330 Intergovernmental Revenues 12,241 460,878 205,374 250,000 213,776 46.4 85.5 360 Miscellaneous Revenues 10,446 8,775 8,987 8,986 8,986 102.4 100.0 TOTAL REVENUES - SRV UNT 699 $26,019 $470,518 $215,507 $260,132 $225,053 47.8 86.5 46 - Community and Economic Development • Preliminary Budget CITY OF /� COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: North Front Street Parking and Business Improvement Area (PBIA) —163 DEFINITION On November 21, 2006, Council passed Ordinance No. 2006 -57 reforming the Parking and Business Improvement Area for a portion of the North Front Street Area of the City for the purpose of assisting trade, economic viability and livability within the area. Twenty -one businesses were assessed through the PBIA in 2008. The service units in this division are: SERVICE UNIT 321 — COMMERCIAL AREA DEVELOPMENT SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 321 Commercial Area Development $1,200 $3,000 $1,500 $3,000 $3,000 100.0 100.0 REVENUE SUMMARY BY SERVICE UNIT 321 Commercial Area Development $3,120 $2,700 $3,169 $3,500 $3,500 129.6 100 699 General Revenues 4,260 3,975 6,180 6,215 6,750 169.8 108.6 TOTAL REVENUES $7380 $6,675 $9,348 $9,715 $10,250 153.6 105.5 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 TOTAL 400 Other Services And Charges 1,200 3,000 1,500 3,000 3,000 100.0 100.0 Preliminary Budget • Community and Economic Development — 47 EXPLANATORY NARRATIVE SERVICE UNIT 321 - COMMERCIAL AREA DEVELOPMENT Account 490 Miscellaneous Expense - The 2009 operating budget includes $3,000 as miscellaneous expenses to provide for the purpose of promoting the North Front Street PBIA Area, which is no change from the 2008 budget. Expenditures from this fund are recommended by the North Front Street PBIA. Revenue - Self - assessments for area businesses are based on number of employees, and are budgeted at $3,500 for 2009. This assessment figure is subject to change if there is a net increase or loss in employees in the Front Street PBIA assessment area. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 490 Miscellaneous $1,200 $3,000 $1,500 $3,000 $3,000 100.0 100.0 TOTAL EXPENDITURES - SRV UNT 321 $1,200 $3,000 $1,500 $3,000 $3,000 100.0 100.0 REVENUES 360 Miscellaneous Revenues $3,120 $2,700 $3,169 $3,500 $3,500 129.6 100.0 TOTAL REVENUES - SRV UNT 321 $3,120 $2,700 $3,169 $3,500 $3,500 129.6 100.0 SERVICE UNIT 699 - GENERAL REVENUE Also included as revenue in this fund are interest earnings budgeted at $35 for 2009. Total revenue is estimated to be $10,250 for 2009. The fund balance at the end of 2009 is projected to be $7,250. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $4,205 $3,940 $6,180 $6,180 $6,715 170.4 108.7 360 Miscellaneous Revenues 55 35 0 35 35 100.0 100.0 TOTAL REVENUES - SRV UNT 699 $4,260 $3,975 $6,180 $6,215 $6,750 169.8 108.6 48 - Community and Economic Development • Preliminary Budget CITY OF /� COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: CONVENTION CENTER: Yakima Convention Center —170 President & CEO, John Cooper General Manager, Connie Upton DEFINITION This fund was established in 1978 and centralizes all City expenditures for the support of tourist and convention activities and publicity. The service units in this division are: SERVICE UNIT 324 — TOURIST PROMOTION SERVICE UNIT 325 — YAKIMA CENTER MANAGEMENT SERVICE UNIT 645 — INTERFUND DISTRIBUTION SERVICE UNIT 699 — GENERAL REVENUES The City contracts with the Yakima Valley Visitors and Convention Bureau to manage the Yakima Center. BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 324 Tourist Promotion $311,431 $349,187 $278,934 $349,187 $348,951 99.9 99.9 325 Yakima Center Management 947,003 1,061,475 765,667 1,061,475 1,105,253 104.1 104.1 TOTAL EXPENDITURES $1,258,433 $1,410,662 $1,044,600 $1,410,662 $1,454,205 103.1 103.1 REVENUE SUMMARY BY SERVICE UNIT 325 Yakima Center Management $710,818 $678,200 $556,264 $685,700 $700,200 103.2 102.1 645 Interfund Distribution 120,000 151,424 113,568 151,424 135,000 89.2 89.2 699 General Revenues 589,699 642,040 580,875 742,184 753,746 117.4 101.6 TOTAL REVENUES $1,420,517 $1,471,664 $1,250,707 $1,579,308 $1,588,946 108 100.6 Preliminary Budget • Community and Economic Development — 49 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 300 Supplies 52,235 61,500 41,617 61,500 67,500 109.8 4.6 400 Other Services And Charges 1,117,844 1,254,945 924,551 1,254,945 1,287,132 102.6 88.5 700 Debt Service 11,187 11,187 11,069 11,187 10,951 97.9 0.8 900 Interfund Payment For Services 77,167 83,030 67,364 83,030 88,621 106.7 6.1 TOTAL EXPENDITURES $1,258,433 $1,410,662 $1,044,600 $1,410,662 $1,454,205 103.1 100.0 EXPLANATORY NARRATIVE 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET Future Days Booked 595 600 600 Event Days Held 610 570 600 Revenue: Yakima Center $710,818 $685,700 $700,200 General Revenue 505,755 580,100 585,100 Operating Transfer from PFD 120,000 151,424 135,000 Total Revenue $1,336,573 $1,417224 $1,420,300 Fund 170 reflects a 2009 proposed expenditure budget of $1,454,205, which is an increase of $43,542 or 3% from the 2008 amended budget. Expenditures will be monitored closely throughout the year to maintain the budgeted projections. SERVICE UNIT 324 - TOURIST PROMOTION Account 410 Professional Services - The following chart details the components of this account: 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET Visitors and Convention Bureau Promotes convention $180,000 $180,000 $180,000 and tourist activities for the City of Yakima Sports Commission Promotes Yakima's ability to host 45,000 46,500 46,500 sporting events Consultant Fee Highlights the positive aspects of living, 65,000 95,000 95,000 visiting and meeting in Yakima. Includes operating the Visitor Information Center TOTAL ACCOUNT 410 $290,000 $321,500 $321,500 This account is for selling and marketing in the various markets that affect our business. The Visitors and Convention Bureau focuses on Convention sales and tourism related promotion. The Visitor Information Center addresses the individual tourist through e -mail promotions, mass mailings and personal visitors, selling Yakima as a destination. The Sports Commission focuses on bringing tournaments and sports related conventions to Yakima. The policy issue, Tourism Market Analysis and Visitor Profile ($30,000), is budgeted in the Consultant fee category. This policy issue would allow the gathering of essential information from visitors to guide the marketing efforts of the Bureau. See policy issue section for more information. 50 - Community and Economic Development • Preliminary Budget Accounts 440 Promotion and Marketing Services - A $16,500 budget for 2009 includes $7,500 established by the City for use by the Mayor's office to purchase promotional items for visiting VIP's. Also included are $6,000 for a two -page, full -color ad in the Yakima Valley Visitors Guide and $3,000 for advertising in various publications, germane to the meeting industry. This account reflects no change from the 2008 amended budget of $16,500. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 400 Other Services And Charges 410 Professional Services $290,000 $321,500 $254,875 $321,500 $321,500 100.0 100.0 440 Advertising 10,243 16,500 12,990 16,500 16,500 100.0 100.0 Total 300,243 338,000 267,865 338,000 338,000 100.0 100.0 780 Intergovernmental Loans 10,714 10,714 10,714 10,714 10,714 100.0 100.0 830 Debt Service - External Ltd -Int 473 473 355 473 237 50.1 50.1 TOTAL EXPENDITURES - SRV UNT 324 $311,431 $349,187 $278,934 $349,187 $348,951 99.9 99.9 SERVICE UNIT 325 - YAKIMA CENTER MANAGEMENT Account 310 Office and Operating Supplies - This account covers a wide variety of services and supplies. Included in this line item are cleaning supplies, uniforms, office and operating supplies such as paper towels, soap, garbage bags, water, security monitoring service, window cleaning services, computer software maintenance and IT services. The Center is converting to "Green" products, supplies and practices. This is a mandatory requirement for some groups, but is really becoming standard in the industry. For example, the WA Service Corp, after reviewing our Green practices and policies, confirmed their Spring Conference in 2010. This one group's economic impact into the community is over $205,000. In general, the green products and supplies do cost more, but are a necessary business expenditure. In addition, the cost of almost all products has increased throughout the year. In some cases the product costs have increased two or three times. Therefore, to maintain and meet the customer's expectations, the 2009 budget reflects an increase of $6,000 or 10 %, from the 2008 year -end estimate for a total of $66,000. Account 350 Small Tools and Minor Equipment - The 2009 proposed budget of $1,500 is for any small equipment replacement needs. This account reflects no increase from the 2008 year -end estimate of $1,500. Account 410 Professional Services - This account covers the cost for contracting security guards only, and is budgeted at $15,000 for 2009. This reflects an increase of $875 from the 2008 amended budget. Security is a mandatory service provided at the Convention Center. Account 411 Management Fees - This account covers management fees to the Bureau, and payroll fees for the Convention Center staff, and is budgeted at $664,350 for 2009. This reflects an increase of $19,350 or 3% increase from the 2008 budget of $645,000 and is a budgeted policy issue. Of the $19,350 request, $3,400 is allocated to the Yakima Valley Visitors and Convention Bureau for the Management fee and the remaining $15,950 is for Convention Center staffing costs. This increase will assist with covering all payroll related items. For example; minimum wage increases, cost of living increases, L& I and insurance costs. See policy issue section for more information. Preliminary Budget • Community and Economic Development - 51 Account 421 Telephone — The 2009 proposed budget for telephone service is $18,000. This reflects a 6% increase or $1,000 from the 2008 year -end estimate of $17,000. This line item is based on the projection given by the communications department and contracted services at the Center. Account 430 TransportationlTraining — This account covers the cost of training programs, sales trips and promotional programs. For 2009 this is budgeted at $3,000. There is no change from the 2008 Budget. Account 440 Advertising — These funds are used to maintain the website, provide Internet service to the building (both hard wired and wireless) and advertising in publications or on -line to attract business to the Center. The 2009 budget of $10,500 reflects no change. Account 450 RentalslOutside — This account represents the cost of renting tablecloths, miscellaneous audio /visual equipment and any other necessary equipment clients may require that the Center does not have in- house. Revenues collected from users of the Center offset this account, budgeted at $500. There is no change from 2008. This amount allows us to cover our expenses, should the need arise. Account 460 Insurance — This line item, budgeted at $17,000, is offset in part by revenues collected from users of the Center who arrange for insurance from the Center liability insurance agent. Also included in this account is liability insurance for the Yakima Valley Visitors and Convention Bureau and the City of Yakima. Insurance reflects an increase of 7.5% from the 2008 amended budget of $15,808. Account 470 Public Utility Services — The following chart indicates the actual 2007 utility charges, as well as the 2008 year -end estimate and the proposed 2009 figures. The utility charges are, in a large part, in direct proportion to the amount of events held in the Center. 2008 2009 2007 YEAR -END PROPOSED ACTUAL ESTIMATE BUDGET Pacific Power $82,230 $87,500 $93,187 Natural Gas 42,378 47,500 48,925 Water and Refuse 17656 21,195 22,336 TOTAL UTILITY CHARGES $142,264 $156,195 $164,448 For 2009, these accounts represent an overall increase of 5 %, or $8,253, over the 2008 year -end estimate of $156,195. With increased costs, projected event days and our history, these numbers are realistic. Account 480 Repairs and Maintenance — This account is used for repairs and upkeep, whether it is parts or supplies or a professional contractor, it is a necessary business expense to maintain the City's investment in the Center. There is no increase from the $50,000 for this account in 2008. Account 490 Miscellaneous — This account includes membership dues/ registration fees plus the cost for printing. The Miscellaneous Account reflects an increase from the amended 2008 budget of $3,500, to $4,000 in 2009. This will cover the registration fees for Continuing Education, training purposes and sales opportunities. The Convention Center is a member of the following; Washington Society of Association Executives, Certified Meeting Planners, Washington Music Educators and 52 — Community and Economic Development • Preliminary Budget International Association of Assembly Managers. The Printing account increases from $2,000 to $3,000, which will cover the costs of printing brochures, stationery and other sales tools needed to sell the Center. The current brochure has been utilized for the past 6 years and is in need of updating. The day to day operations of the Center are closely monitored and monthly reports are submitted to the City Manager. Every effort is made to reduce expenditures without reducing the effectiveness of the Center. Account 960 Insurance - Insurance is estimated to increase 5 %. Factoring in this increase to the 2008 expense of $20,368 gives us a total of $21,387 for 2009. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 300 Supplies 310 Office And Operating Supplies $52,235 $60,000 $41,617 $60,000 $66,000 110.0 110.0 350 Small Tools And Equipment 0 1,500 0 1,500 1,500 100.0 100.0 Total 52,235 61,500 41,617 61,500 67,500 109.8 109.8 400 Other Services And Charges 410 Professional Services 578,651 660,000 490,766 659,125 679,350 102.9 103.1 420 Communications 15,077 15,750 11,904 17,300 18,300 116.2 105.8 430 Transportation /Training 978 3,000 2,144 3,000 3,000 100.0 100.0 440 Advertising 7,060 10,500 5,440 10,500 10,500 100.0 100.0 450 Operating Rentals And Leases 368 500 0 500 500 100.0 100.0 460 Insurance 15,550 17,000 15,808 15,808 17,000 100.0 107.5 470 Public Utility Services 142,265 156,195 86,240 157,212 166,482 106.6 105.9 480 Repairs And Maintenance 54,910 50,000 43,249 50,000 50,000 100.0 100.0 490 Miscellaneous 2,743 4,000 1,136 3,500 4,000 100.0 114.3 Total 817,601 916,945 656,686 916,945 949,132 103.5 103.5 900 Interfund Payment For Services 960 Interfund Insurance Services 19,399 20,369 20,369 20,369 21,387 105.0 105.0 990 Interfund Admin Charges 57768 62,661 46,995 62,661 67,234 107.3 107.3 Total 77,167 83,030 67364 83,030 88,621 106.7 106.7 TOTAL EXPENDITURES - SRV UNT 325 $947,003 $1,061,475 $765,667 $1,061,475 $1,105,253 104.1 104.1 Preliminary Budget • Community and Economic Development - 53 SERVICE UNIT 325, 645 AND 699 - REVENUES The following table details Yakima Center resources from 2007 through the 2009 proposed budget: 2008 2009 2007 YEAR -END PROPOSED YAKIMA CENTER REVENUE ACTUAL ESTIMATES BUDGET Service Unit 325 Equipment Rentals $46,858 $40,000 $44,000 Space Rent 337,409 340,000 345,000 Office Rent 1,200 1,200 1,200 Food Service 293,803 280,000 280,000 Tenant Insurance 4,600 3,500 5,000 Miscellaneous Revenue 26,948 21,000 25,000 Total Revenue SU 325 710,818 685,700 700,200 Service Unit 645 Public Facilities Transfer 120,000 151,424 135,000 Service Unit 699 Beginning Fund Balance 83,944 162,084 168,646 Hotel /Motel Tax 505,660 580,000 585,000 Interest From Investments 95 100 100 Total Revenue SU 699 589,699 742,184 753.746 TOTAL REVENUE $1,420,517 $1,579,308 $1,588,946 The 2009 total resource figure is $9,638 more than the 2008 year -end estimate. This is accomplished by very conservative increases in the revenue categories. The fund balance at the end of 2009 is projected to be $134,738 or 9% of the total expenditure budget of $1,454,204. This is a huge accomplishment from 2006 when the beginning balance was $2,000. Growth in the revenues and effectively managing the expenses has made this a reality. However, with a building of this magnitude and of such importance to the City, this amount of a beginning balance is critical, should an emergency arise. Any cancellations, additions or major changes during the year could create a plus or minus variance in our projected revenues for the Center. Event days for 2007 totaled 610. Event days for year -end 2008 are projected to total 570. While the number of events is projected below 2007, the revenues are still anticipated to meet or exceed budget. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 360 Miscellaneous Revenues $710,818 $678,200 $556,264 $685,700 $700,200 103.2 102.1 TOTAL REVENUES - SRV UNT 325 $710,818 $678,200 $556,264 $685,700 $700,200 103.2 102.1 390 Other Financing Sources $120,000 $151,424 $113,568 $151,424 $135,000 89.2 89.2 TOTAL REVENUES - SRV UNT 645 $120,000 $151,424 $113,568 $151,424 $135,000 89.2 89.2 270 Beginning Balance $83,944 $84,940 $162,084 $162,084 $168,646 198.6 104.1 310 Taxes 505,660 557,000 418,762 580,000 585,000 105.0 100.9 360 Miscellaneous Revenues 95 100 29 100 100 100.0 100.0 TOTAL REVENUES - SRV UNT 699 $589,699 $642,040 $580,875 $742,184 $753,746 117.4 101.6 54 - Community and Economic Development • Preliminary Budget CITY OF /� COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: CONVENTION CENTER: Tourism Promotion Area —173 President & CEO, John Cooper General Manager, Connie Upton DEFINITION The Tourism Promotion Area Ordinance was established on April 13, 2004. The Department of Revenue collects Tourism Promotion Assessments from area hotels and disburses them to the City of Yakima for the annual Tourism Promotion Area Budget. The City then contracts with the Yakima Valley Visitors and Convention Bureau to manage the Tourism Promotion Area. Revenue paid to the City of Yakima by the Department of Revenue is then disbursed in its entirety to the YVVCB. The service units in this division are: SERVICE UNIT 324 — TOURIST PROMOTION SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY $VC UNIT ACTUAL BUDGET 9/30 /2008 YE AR - BUDGET 2 TO 5 4 TO 5 324 Tourist Promotion $381,834 $393,000 $265,750 $393,289 $405,088 103.1 103.0 REVENUE SUMMARY BY SERVICE UNIT 324 Tourist Promotion $381,834 $393,000 $265,750 $393,289 $405,088 103.1 103.0 699 General Revenues 414 414 414 414 414 100.1 100.0 TOTAL REVENUES $382,248 $393,414 $266,164 $393,703 $405,502 103.1 103.0 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 400 Other Services And Charges 381,834 393,000 265,750 393,289 405,088 103.1 100.0 Preliminary Budget • Community and Economic Development — 55 EXPLANATORY NARRATIVE SERVICE UNIT 324 — TOURIST PROMOTION Account 410 Professional Services — Total projected 2009 expenditures of $405,088 for this fund are all included in the 410 account. This account pays for the marketing agreement with the Yakima Valley Visitors & Convention Bureau. This covers the cost of implementing the 2009 marketing plan, as well as office overhead, bookkeeping and audits, equipment, software and management. It is similar to the management fee charged for the management of the Convention Center. The Yakima Valley Visitors & Convention Bureau will implement the marketing activities listed below, pending final approval by the TPA Commission in late October. These services will include advertising campaign management, sales and promotion for the convention, sports, group tour and leisure markets. This entire program is designed to increase the number of overnight visitors to Yakima and the Yakima Valley. Outlined below is a summary of the proposed TPA expenditures by category for 2009: Trade Shows $9,300 Marketing, FAM Tours & Publicity 80,800 Visitor Guide Distribution 8,900 Administrative 29,000 WIAA /Sun Dome Offset Fee 5,000 Payroll Expenses 266,500* Convention Sales and Marketing 14,300 State Fair Park Sales Efforts 4,000 Wine Country P.R. Campaign 7,000 TOTAL $424,800 ** * These are sales positions necessary to bring and service conventions, sporting groups, motor coach tours, etc. ** Includes a recommendation to spend $19,712 from the reserve balance of the account. SERVICE UNIT 699 — GENERAL REVENUES General Revenue for the Tourist Promotion Area fund is the balance carried forward from year to year. This is maintained at $414. 56 — Community and Economic Development • Preliminary Budget CITY OF /� COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: CONVENTION CENTER: Yakima Convention Center President & CEO, John Cooper Capital — 370 General Manager, Connie Upton DEFINITION The Yakima Convention Center Capital Fund is used to account for major facility upgrades and purchases, and is contained in Service Unit 328. The expansion will begin its sixth year of operation in 2009. With the completion of this project in 2003, capital funds available for this facility have remained at minimum levels. Since expansion, the Center has hosted over 2,800 event days and 740,000 people, with an estimated Economic Impact of $36,458,778 into the communities. During this same time frame, very little has been spent for equipment upgrades or replacement. Reserves for major facility maintenance typically come from Hotel /Motel Tax and /or growth in the Public Facilities District State Sales Tax credit. The service units in this division are: SERVICE UNIT 328 — CAPITAL IMPROVEMENT SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 328 Capital Improvement $64,997 $107682 $53,802 $107682 $268,000 248.9 248.9 REVENUE SUMMARY BY SERVICE UNIT 699 General Revenues $281,657 $236,157 $311,235 $408,860 $517,378 219.1 126.5 Preliminary Budget • Community and Economic Development — 57 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 TOTAL 300 Supplies 1,675 40,000 10,534 40,000 217,000 542.5 81.0 400 Other Services And Charges 62,293 67,682 43,268 67,682 51,000 75.4 19.0 600 Capital Outlays 1,029 0 0 0 0 0.0 TOTAL EXPENDITURES $64,997 $107,682 $53,802 $107,682 $268,000 248.9 100.0 EXPLANATORY NARRATIVE The following capital outlay requests are scheduled for budget year 2009 in order to continue to maintain the Center. SERVICE UNIT 328 - CAPITAL IMPROVEMENT Account 350 Small Tools and Equipment - This account is for small tools and equipment replacement, such as tables, chairs, and audio /video equipment. This account is budgeted at $217,000 for 2009. While this is a large increase from 2008, the existing equipment is deteriorating rapidly and many of the operating systems are obsolete. These systems must be in place to ensure continued success of the facility. These items are outlined in the Capital Equipment Policy Issue. Account 410 Professional Services - This account will fund the professional services needed to upgrade the various systems; HVAC, lighting and sound. These are intricate systems and upgrades. Our staff is not qualified to do this work. Expertise is needed to ensure maximum efficiency. Account 480 R&M Contractors - This account relates to major financial outlays, such as water heaters, HVAC, Electrical, etc. and is budgeted at $25,000. There is no change in this amount from the 2008 budget. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 350 Small Tools And Equipment $1,675 $40,000 $10,534 $40,000 $217,000 542.5 542.5 400 Other Services And Charges 410 Professional Services 2,411 26,000 23,821 26,000 26,000 100.0 100.0 480 Repairs And Maintenance 59,882 41,682 19,447 41,682 25,000 60.0 60.0 Total 62,293 67,682 43,268 67,682 51,000 75.4 75.4 650 Construction Projects 1,029 0 0 0 0 TOTAL EXPENDITURES - SRV UNT 328 $64,997 $107,682 $53,802 $107,682 $268,000 248.9 248.9 SERVICE UNIT 699 - GENERAL REVENUES The beginning balance is projected to be $301,177. The Hotel /Motel tax revenue is projected to be $145,000 in 2009, compared to $130,000 in 2008. The amount of transfer in 2008 was increased at mid -year due to the increased hotel /motel tax received. Keep in mind that this has not always been the case; it is and was this account that takes the loss when the hotel /motel tax does not meet budgeted projections. 58 - Community and Economic Development • Preliminary Budget The Center has put together a five year plan that outlines the capital needs for the facility; the total (including 2009) is $1,764,000. As this building creates major economic impact into our community, it behooves us to maintain what we have, and improve on it, to keep this money flowing through our economy. The Public Facilities District Board of Directors supports this plan and will increase their transfer from $61,000 in 2008 to $70,000 in 2009. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $141,957 $146,457 $216,660 $216,660 $301,178 205.6 139.0 310 Taxes 117,500 27,500 47,625 130,000 145,000 527.3 111.5 360 Miscellaneous Revenues 7,200 1,200 1,200 1,200 1,200 100.0 100.0 390 Other Financing Sources 15,000 61,000 45,750 61,000 70,000 114.8 114.8 TOTAL REVENUES - SRV UNT 699 $281,657 $236,157 $311,235 $408,860 $517,378 219.1 126.5 Preliminary Budget • Community and Economic Development — 59 CITY OF /,L„, COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: CAPITOL THEATRE: Capitol Theatre —171 Executive Director, Steven J. Caffery DEFINITION By contract with the Capitol Theatre Committee (CTC), the City is responsible for major upkeep and maintenance of this facility as well as fire, casualty and extended coverage insurance. The CTC is responsible for programmatic, administrative and operational expenses. The service units in this division are: SERVICE UNIT 433 — PERFORMING ARTS FACILITY SERVICE UNIT 638 — CAPITAL IMPROVEMENTS SERVICE UNIT 648 — CAPITOL THEATRE INS. RESERVE SERVICE UNIT 699 — GENERAL RESERVES Annually, a thorough needs study is undertaken by the Theatre staff in order to update our ongoing capital plan. This is necessary in order to maintain a viable and aesthetically appealing facility. Many of the formerly purchased capital items have been in service now for over 30 years . Top priorities for 2009 are CTC's continuing maintenance of the facility and its equipment while working within current budget and resource parameters. The intent is to always maintain a balance at year -end of over $50,000 in the Depreciation Reserve Fund; however, these funds are not sufficient to maintain the 30 -year old facility at levels expected by the City and community at large. Many of the formerly pruchased capital items have been in services for over 30 years (the Theatre opened again in 1978). The useful life of many items has been grossly overextended due to prior years' policy of constant repair and small part replacement. While this served to further extend the life of this outdated equipment, it only deferred the ultimate purchase. Repair is no longer cost effective, or possible, for these capital replacement items. The necessity for City support via this process continues to be essential. 60 — Community and Economic Development • Preliminary Budget BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 433 Performing Arts Facility $197416 $220,537 $171,287 $220,537 $233,713 106 106 638 Capital Improvement 84,195 84,200 62,455 84,200 84,800 100.7 100.7 TOTAL EXPENDITURES $281,611 $304,737 $233,742 $304,737 $318,513 104.5 104.5 REVENUE SUMMARY BY SERVICE UNIT 648 Capitol Theatre Ins. Reserve $71,927 $71,927 $53,945 $71,927 $71,927 100.0 100 699 General Revenues 363,649 389,997 323,579 381,605 391,435 100.4 102.6 TOTAL REVENUES $435,576 $461,924 $377,524 $453,532 $463,362 100.3 102.2 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 300 Supplies 9,406 6,800 8,008 11,420 13,400 197.1 4.2 400 Other Services And Charges 249,789 258,900 195,301 260,986 270,400 104.4 84.9 600 Capital Outlays 0 15,500 6,896 8,794 10,000 64.5 3.1 900 Interfund Payment For Services 22,416 23,537 23,537 23,537 24,713 105.0 7.8 TOTAL EXPENDITURES $281,611 $304,737 $233,742 $304,737 $318,513 104.5 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 433 - PERFORMING ARTS FACILITY The Capitol Theatre Operating Agreement has been in place since October 4, 1988. Currently, ongoing operating repair and maintenance expenses are included in the management fee. An allocation of Hotel /Motel Tax and revenues from the Cable TV Utility Tax funds the management fee and the insurance charge in Service Unit 641. The total allocation for 2009 is $233,713, which is a 6% increase over the 2008 budget of $220,537. Account 410 Professional Services - The City portion of the management fee is $209,000 and includes repair and maintenance costs as noted above. This is an increase of $12,000, or 6 %, from the 2008 amended budget of $197,000 and is a budgeted policy issue. This increase is proportionate to the growing costs of operating the facility and reflects increased revenue collections from the 1% allocation of the Cable TV Utility Tax that the CTC receives. Account 960 Insurance - This line item is budgeted at $24,713 in 2009. This is a $1,176 or 5% increase. Preliminary Budget • Community and Economic Development - 61 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 410 Professional Services $175,000 $197,000 $147,750 $197,000 $209,000 106.1 106.1 960 Interfund Insurance Services 22,416 23,537 23,537 23,537 24,713 105.0 105.0 TOTAL EXPENDITURES - SRV UNT 433 $197,416 $220,537 $171,287 $220,537 $233,713 106.0 106.0 SERVICE UNIT 638 — CAPITAL IMPROVEMENTS The Capitol Theatre requests that the Depreciation Reserve Fund be utilized for items of major importance in maintaining an efficient and safe public facility operation. In 1983 the Council approved a policy issue establishing a Depreciation Reserve for the Theatre funded through a portion of the interest earnings from the Capitol Theatre Insurance Reserve Fund. The amount necessary to be transferred in 2009 to meet the depreciation schedule is $71,927. Account 350 Small Tools and Minor Equipment — The items in this account are for minor equipment replacement and upgrades, which individually total less than $2,500. For 2009, the Theatre requests funding in the amount of $13,400, a 17.3% increase over the 2008 year -end estimate of $11,420 and a 97% increase over the 2008 budget of $6,800. However, the increase is primarily due to a reallocation of budget from capital outlays (accounts in the 600 series) to 350. ➢ Small Tools — This line item is projected to be $3,500 in 2009, the same as 2008, and is for replacement items which do not individually total in excess of $1,500. Together, these items are integral to theatre operations. ➢ Facility, Stage and janitorial — This line item is projected to be $7,900 in 2009, compared to $4,500 in 2008, and is for purchasing basic service goods that are a normal part of facility operations. ➢ Light Bulbs — This line item is projected to be $2,000 in 2009, compared to $1,000 in 2008, and is for purchasing replacement light bulbs for the upkeep of the stage and building maintenance. Account 451 RentalslOutside — Amounts budgeted under this account heading are for lease payments for office space for The Capitol Theatre Committee and rent of additional storage space. The Theatre administrative offices have been moved from the first floor to the seventh floor of the Chinook Tower. The lease has been renewed for one year. The Theatre requests funding in the amount of $36,400 for 2009. Account 480 Repair and Maintenance — Amounts budgeted under this account heading are for major repair and maintenance on capital outlay items to extend their useful life. The Theatre is requesting funding in the amount of $25,000 for 2009. This is a decrease of $8,400 from the year -end estimate of $33,400. ➢ HVAC System Maintenance & Monitoring — This line item is projected to be $19,500 in 2009, compared to $19,000 in 2008, and is for monitoring and maintenance of the HVAC system with Divco Inc. of Spokane, Washington. 62 — Community and Economic Development • Preliminary Budget ➢ Carpet Cleaning - This line item is projected to be $1,000 in 2009, compared to $2,500 in 2008, and is for ongoing maintenance of the facility. The carpets are cleaned on a regular monthly basis, and furniture is cleaned annually as part of our ongoing building maintenance. ➢ Service Contracts - This line item is projected to be $4,500 in 2009, compared to $7,000 in 2008, and is for maintenance contracts on required equipment (elevator, generator, inspections, etc.) Account 620 Building and Fixtures - The Theatre requests funding in the amount of $10,000 for 2009. This is for the maintenance of the stage "orchestra pit ". As noted in the 350 Section, this allocation has been reduced from the 2008 budget of $12,500 as many of the items typically purchased are below the threshold to be considered capital equipment. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 350 Small Tools And Equipment $9,406 $6,800 $8,008 $11,420 $13,400 197.1 117.3 400 Other Services And Charges 450 Operating Rentals And Leases 26,206 28,600 18,326 30,533 36,400 127.3 119.2 470 Public Utility Services 0 0 53 53 0 0.0 480 Repairs And Maintenance 48,583 33,300 29,171 33,400 25,000 75.1 74.9 Total 74,789 61,900 47551 63,986 61,400 99.2 96.0 600 Capital Outlays 620 Buildings 0 12,500 6,896 8,794 10,000 80.0 113.7 630 Impr Other Than Building 0 2,000 0 0 0 0.0 640 Machinery And Equipment 0 1,000 0 0 0 0.0 Total 0 15,500 6,896 8,794 10,000 64.5 113.7 TOTAL EXPENDITURES - SRV UNT 638 $84,195 $84,200 $62,455 $84,200 $84,800 100.7 100.7 SERVICE UNITS 648 AND 699 - REVENUES Revenues for the Capitol Theatre consist of a portion of Hotel /Motel Tax, a 1% Cable Utility Tax, and an operating transfer from the Capitol Theatre Reserve. For 2009, the allocation of Hotel /Motel Tax will increase from the 2008 year -end estimate of $96,140, to $106,140. Revenue from the Cable Utility Tax is projected to increase from the 2008 estimated year -end amount of $130,000 to $135,000. The operating transfer from the Capitol Theatre reserve fund will be remain the same at $71,927, the amount allocated annually for the past 28 years. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 390 Other Financing Sources $71,927 $71,927 $53,945 $71,927 $71,927 100.0 100.0 TOTAL REVENUES - SRV UNT 648 $71,927 $71,927 $53,945 $71,927 $71,927 100.0 100.0 270 Beginning Balance $140,206 $157,357 $153,965 $153,965 $148,795 94.6 96.6 310 Taxes 221,943 231,140 168,864 226,140 241,140 104.3 106.6 360 Miscellaneous Revenues 1,500 1,500 750 1,500 1,500 100.0 100.0 TOTAL REVENUES - SRV UNT 699 $363,649 $389,997 $323,579 $381,605 $391,435 100.4 102.6 Preliminary Budget • Community and Economic Development - 63 CITY OF y� COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: CAPITOL THEATRE: Capitol Theatre Construction — 322 Executive Director, Steven J. Caffery DEFINITION The Capitol Theatre Construction Fund was reactivated in 2004 to account for major facility upgrades, and is contained in Service Unit 638. The service units in this division are: SERVICE UNIT 638 — CAPITAL IMPROVEMENT SERVICE UNIT 645 — INTERFUND DISTRIBUTION SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 638 Capital Improvement $231,664 $1,281,103 $306,091 $1,224,353 $9,728,750 759.4 794.6 REVENUE SUMMARY BY SERVICE UNIT 638 Capital Improvement $182,731 $1,308,353 $256,162 $1,262,353 $9,873,000 754.6 782.1 699 General Revenues 186,915 136,915 137,983 137,983 175,983 128.5 127.5 TOTAL REVENUES $369,646 $1,445,268 $394,144 $1,400,336 $10,048,983 695.3 717.6 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 400 Other Services And Charges 0 540,000 40,557 540,000 10,000 1.9 0.1 600 Capital Outlays 231,664 727353 265,534 677353 9,200,000 1264.9 94.6 700 Debt Service 0 13,750 0 7,000 518,750 3772.7 5.3 TOTAL EXPENDITURES $231,664 $1,281,103 $306,091 $1,224,353 $9,728,750 759.4 100.0 64 — Community and Economic Development • Preliminary Budget EXPLANATORY NARRATIVE SERVICE UNIT 638 - CAPITAL IMPROVEMENT In 2008, a budgeted policy issue was approved by the City Council for an expansion to the Capitol Theatre. The expansion will include a new Production Center (attached to the back of the Theatre) and a Pavilion (a support annex and administrative office on the corner of Yakima Avenue and 3rd Street). During 2008, expansion activities began with the relocation of the utilities in back of the Theatre, as well as work on the construction design for both the Production Center and the Pavilion. For 2009, $9.2 million has been budgeted for the construction of both structures. This construction will be funded with a combination of general obligation bonds ($7 million) and private fundraising efforts by the CTC (approximately $2.3 million). The plan is to build the Production Center first, with an estimated start date of April 1, 2009. Also included in the 2009 budget is a payment of $500,000 principal plus $18,750 interest to the Capitol Theatre Reserve fund to repay an Interfund loan that may yet be necessary in 2008 to provide cash flow. In addition to the $7 million in bond proceeds and private donations of approximately $2.3 million, revenues for Service Unit 638 will also include $498,000 in Public Facilities Sales Tax Credit collections. The Public Facilities Sales Tax Credit collections will be available for a total of 25 years (beginning in 2008) and are to be used to pay debt service on the bonds. At the end of 2009, the projected fund balance will be approximately $320,233. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 410 Professional Services $0 $540,000 $40,557 $540,000 $10,000 1.9 1.9 600 Capital Outlays 620 Buildings 48,932 35,000 7555 35,000 0 0.0 0.0 650 Construction Projects 182,732 692,353 257,979 642,353 9,200,000 1328.8 1432.2 Total 231,664 727,353 265,534 677,353 9,200,000 1264.9 1358.2 790 Debt Service - Lid Assessment 0 0 0 0 500,000 820 Debt Service - Interest - Interfund 0 13,750 0 7,000 18,750 136.4 267.9 TOTAL EXPENDITURES - SRV UNT 638 $231,664 $1,281,103 $306,091 $1,224,353 $9,728,750 759.4 794.6 REVENUES 330 Intergovernmental Revenues $182,731 $142,353 ($187) $142,353 $0 0.0 0.0 360 Miscellaneous Revenues 0 250,000 0 250,000 2,375,000 950.0 950.0 380 Nonrevenues 0 500,000 0 500,000 0 0.0 0.0 390 Other Financing Sources 0 416,000 256,348 370,000 7,498,000 1802.4 2026.5 TOTAL REVENUES - SRV UNT 638 $182,731 $1,308,353 $256,162 $1,262,353 $9,873,000 754.6 782.1 Preliminary Budget • Community and Economic Development - 65 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 270 Beginning Balance $186,915 $136,915 $137,983 $137,983 $175,983 128.5 127.5 TOTAL REVENUES - SRV UNT 699 $186,915 $136,915 $137,983 $137,983 $175,983 128.5 127.5 66 — Community and Economic Development • Preliminary Budget CITY OF / � COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: CITY ENGINEER: Engineering - 041 Doug Mayo, PE DEFINITION The Capital Projects Management and Engineering Division is responsible for the administration and preparation of reports, designs, plans, specifications, funding applications, construction inspection, and cost estimates for state, federal, and locally funded construction projects, local improvement districts and private development projects. The division's projects are accounted for in a number of funds, namely Arterial Street 142, Transportation Improvement 143, Public Works Trust 342, REET 2 Capital Project Fund 343, and Cumulative Reserve for Capital Improvement 392. In addition to those capital funds managed by the division, staff provides services for other capital projects and Federal Aid contract administration assistance to adjacent communities from time to time. Other services provided by this division include determining and acquiring right -of -way needs for public infrastructure projects; coordinating and supervising work of private developers; providing survey and inspection services on all public works projects such as sewers, domestic water, irrigation and streets; providing utility connection information and other information concerning City facilities; and providing administrative and technical engineering assistance to other divisions within the City. AUTHORIZED PERSONNEL 2008 2009 Cuss 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1150 Director of Community and Economic Development .17 .17 .17 1275 Deputy Director of CED .50 .50 .20 (1) 1271 City Engineer 0.00 0.00 .30 11107 Chief Engineer .75 .75 .75 11104 Senior Engineer .75 .75 .75 3120 Design Engineer 2.00 2.00 2.00 3115 Project Engineer 2.00 2.00 2.00 11101 Construction Supervisor 1.00 1.00 1.00 8701 Street Inspector 1.00 1.00 1.00 9114 City Worker (Temp Outside) 0.00 0.00 .60 4441 Permit Technician 0.00 0.00 .50 11601 CED Office Administrator .17 .17 .17 10601 Engineering Contracts Specialist .50 .50 .50 4141 Construction Inspector 1.78 1.78 1.78 10602 Engineering Office Assistant .75 .75 .75 9122 City Worker III (Temporary) 1.35 1.35 0.00 TOTAL PERSONNEL 12.72 12.72 12.46 (1) Budgeted policy issue of re- organization of division. Addition of a City Engineer position. 30% paid by this Fund. Preliminary Budget • Community and Economic Development - 67 BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 528 Capital Improvements $1,029,928 $1,154,964 $734,257 $1,097201 $1,204,407 104.3 109.8 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 TOTAL 100 Salaries And Wages 767729 836,879 532,274 781,194 893,437 106.8 74.2 200 Personnel Benefits 198,460 223,914 144,851 223,914 236,586 105.7 19.6 SUB -TOTAL SALARIES AND BENEFITS 966,189 1,060,793 677,125 1,005,107 1,130,023 106.5 93.8 300 Supplies 20,308 28,779 15,678 28,778 22,256 77.3 1.9 400 Other Services And Charges 21,965 41,382 21,742 39,305 26,108 63.1 2.2 900 Interfund Payment For Services 21,467 24,011 19,712 24,011 26,020 108.4 2.2 TOTAL EXPENDITURES $1,029,928 $1,154,964 $734,257 $1,097,201 $1,204,407 104.3 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 528 — CAPITAL IMPROVEMENT Work planned for 2009 is expected to include the following types of projects: • Utility Rehabilitation • Six Year Transportation Improvement Program • Sidewalk Safety Projects • Grant Applications & Prospectus for ISTEA, • Intersection Signal Projects AIP, TIB, HES, TPP, STP, etc. • Intersection Paving Projects • Budget preparation • Utility Installation • LID information & Administration • Citizen, City Manager and Council requests • Division accounting and time records • Maintain and update records and maps • Assistance to other City departments • Legal descriptions • Admin. Federal Funded Projects f /Union Gap • Street Break Inspections • Stormwater Analysis and Review All of the 2009 Engineering Division budget will be expended in this service unit. Account 100 Salaries and Wages — This line item for 2009 reflects a 6.8% increase from the 2008 budgeted amount of $836,879 to 893,437. This increase includes the City Engineer position included in the budgeted policy issue and a continued decrease in overtime. The salary account also includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. 68 — Community and Economic Development • Preliminary Budget Account 200 Personnel Benefits — This line item for 2009 reflects a 5.7% increase from the 2008 budgeted amount of $223,914 to $236,586. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 300 Supplies — This line item for 2009 reflects a 22.7% decrease from the 2008 budgeted amount of $28,779 to $22,256. The office and office supplies line item for 2009 reflects no change from the 2008 budgeted amount of $9,000. This category pays for basic supplies and materials for the division, including replacement of small tools and computer related items for staff both in the field and in the office (hard hats, vests, report books, drafting supplies, etc.). In 2008, the division also plans to invest in newer technology to increase the efficiency and reduce overtime for inspectors in the field. The fuel line item is increased from the 2008 budget to the 2009 by 10% from $9,779 to $10,756. The small tools and equipment line item is decreased from the 2008 budget to the 2009 by 75% from $10,000 to $2,500. Account 410 Professional Services — This line item is budgeted at $2,000 for 2009, which reflects an 86.7% reduction from the 2008 budgeted amount of $15,000. This account is used to compensate for additional project workloads, surveying and bridge inspections. The division is asked to respond and provide information on short notice for a number of private and public development issues, and this line item provides the flexibility to engage professional services on an as needed basis, rather than through a full time staff position, which may require a broader skill set and be more expensive. Account 420 Communications — This line item for 2009 is $11,608, which reflects a 2% increase from the 2008 budgeted amount of $11,382. Account 430 Transportation and Training — The following table lists all of the anticipated travel and training functions to be attended by Engineering Division personnel in 2009. This line item reflects no change from the 2008 budget of $3,200. MEETING LOCATION /FREQUENCY STAFF ATTENDING APWA Conference & City Engineers Meeting Washington State - Two per year City Engineer, Chief Engineer, plus (1) Staff State Design Standards Committee Washington State - Quarterly Chief Engineer Management /Supervisor Training Washington /Oregon - Yearly Deputy Director CED Chief Engineer AWC Conference Washington State - Two per year Deputy Director CED Const. Admin. and Quality Control Washington State - Yearly Construction Staff (2) Design and Specification Training Washington /Oregon /Idaho - Yearly Design Staff (2) General Training Washington State - Yearly Support Staff (3) Account 490 Miscellaneous — The 2009 budget amount reflects a $1,000 decrease from the 2008 budget of $8,300. This line item also provides flexibility for the division to deal with special projects or issues that may arise from an administrative or technical issue. Account 900 Interfund Payment — This line represents interfund transfers for equipment rental and engineering's share of the city's liability insurance. The 2009 amount of $26,020 is 8.4% above the 2008 amount of $24,011. Preliminary Budget • Community and Economic Development — 69 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $692,812 $771,879 $523,266 $736,194 $819,207 106.1 111.3 120 Overtime 47920 40,000 8,918 20,000 30,000 75.0 150.0 130 Special Pay 0 0 90 0 144 140 Retirement /Term Cashout 26,998 25,000 0 25,000 44,086 176.3 176.3 Total 767,729 836,879 532,274 781,194 893,437 106.8 114.4 200 Personnel Benefits 198,460 223,914 144,851 223,914 236,586 105.7 105.7 300 Supplies 310 Office And Operating Supplies 8,096 9,000 8,100 9,000 9,000 100.0 100.0 320 Fuel Consumed 9,647 9,779 7052 9,778 10,756 110.0 110.0 350 Small Tools And Equipment 2,564 10,000 526 10,000 2,500 25.0 25.0 Total 20,308 28,779 15,678 28,778 22,256 77.3 77.3 400 Other Services And Charges 410 Professional Services 1,122 15,000 7329 15,000 2,000 13.3 13.3 420 Communications 11,294 11,382 8,720 12,805 11,608 102.0 90.7 430 Transportation /Training 3,621 3,200 1,448 3,200 3,200 100.0 100.0 440 Advertising 458 2,000 0 500 500 25.0 100.0 480 Repairs And Maintenance 0 1,500 635 1,500 1,500 100.0 100.0 490 Miscellaneous 5,470 8,300 3,611 6,300 7,300 88.0 115.9 Total 21,965 41,382 21,742 39,305 26,108 63.1 66.4 900 Interfund Payment For Services 950 Interfund Opt Rental And Lease 13,263 15,397 11,098 15,397 16,976 110.3 110.3 960 Interfund Insurance Services 8,204 8,614 8,614 8,614 9,044 105.0 105.0 Total 21,467 24,011 19,712 24,011 26,020 108.4 108.4 TOTAL EXPENDITURES - SRV UNT 528 $1,029,928 $1,154,964 $734,257 $1,097201 $1,204,407 104.3 109.8 70 - Community and Economic Development • Preliminary Budget CITY OF /i COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: CITY ENGINEER: Arterial Street Capital —142 Doug Mayo, PE DEFINITION The Arterial Street Capital Fund is used for street improvement projects listed in the Six Year Transportation Improvement Program (STIP). The fund is used to provide local match to other funding sources, debt service, or as 100% funding for certain projects. 2009 projected .005 ,4 Gas Tax for this fund is $600,000. Additional revenue is placed into this Fund from grants or loans. The amount and time of receipt is dependent on project approval and construction progress of each individual project. The timing is not usually coincidental with year -end. The service units in this division are: SERVICE UNIT 528 — CAPITAL IMPROVEMENT SERVICE UNIT 645 — INTERFUND DISTRIBUTION SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 528 Capital Improvements $3,797,781 $9,230,099 $1,364,842 $4,328,633 $7126,963 77.2 164.7 645 Interfund Distribution 302,216 190,183 190,183 190,183 190,183 100.0 100.0 TOTAL EXPENDITURES $4,099,997 $9,420,282 $1,555,025 $4,518,816 $7,317,146 77.7 161.9 REVENUE SUMMARY BY SERVICE UNIT 528 Capital Improvements $4,201,346 $7231,886 $2,823,327 $4,068,395 $6,225,946 86.1 153 645 Interfund Distribution 353,287 723,095 225,723 433,095 407,095 56.3 94.0 699 General Revenues 593,346 455,199 1,071,859 1,061,497 1,054,171 231.6 99.3 TOTAL REVENUES $5,147,979 $8,410,180 $4,120,909 $5,562,987 $7,687,212 91.4 138.2 Preliminary Budget • Community and Economic Development — 71 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 400 Other Services And Charges 19,905 10,000 901 10,000 10,000 100.0 0.1 500 Intergov Srvcs /Other Interfund 302,216 190,183 190,183 190,183 190,183 100.0 2.6 600 Capital Outlays 3,411,383 8,940,165 1,072,323 4,020,563 6,839,570 76.5 93.5 700 Debt Service 366,493 279,934 291,618 298,070 277,393 99.1 3.8 TOTAL EXPENDITURES $4,099,997 $9,420,282 $1,555,025 $4,518,816 $7317146 77.7 100.0 EXPLANATORY NARRATIVE SERVICE UNITS 528 & 645 - EXPENDITURES Projects scheduled and budgeted for 2009 using this fund are: 2009 FUND 142 EXPENDITURES PROJECTED Construction Projects 0000 Project Contingency $150,000 1796 Valley Mall Boulevard Extension, Phase III CA Agreement, 100% Union Gap 3,000 1867 Annual Traffic Control Program 50,000 1872 Annual Bridge Inspection 10,000 1875 Sidewalk Program 50,000 1957 WA Avenue Wetland Monitoring 6,000 2143 Nob Hill /Fair Avenue Rebuild (Design) 40,000 2166 William O. Douglas Trail 492,047 2167 William O. Douglas /YVT Bridge Restoration 379,690 2063 Washington Avenue Railroad Crossing (BNSF) 261,650 2191 66th and Summitview Signalization 665,000 2217 Coolidge Avenue - 80th to 88th Avenue 687,300 2229 Nob Hill Bridge Repair 2,000,000 2232 16th and Washington Avenue Intersection Reconstruction 1,358,000 2239 William O. Douglas Trail - AC1 696,883 2241 S. 28th Curb and Gutter 1,237 Total Construction Projects 6,850,807 Debt Service 1360 Tieton Drive (Maturity Date, July 1, 2010) 33,661 1374 First Avenue (Maturity Date July 1, 2011) 51,470 1493 Yakima Ave. /I -82 Bond Red. (Operating Transfer to Fund 283) (Maturity Date Dec. 1, 2013) 65,333 1526 Fair Avenue (Maturity Date July 1, 2015) 56,979 1886 FY 2000 Overlay Program (Maturity Date July 1, 2010) 128,569 1907 Ahtanum Road (Maturity Date June 1, 2011) 5,477 1944 River Road - N. 16th Ave. to Fruitvale 124,850 Total Debt Service 466,399 TOTAL FUND 142 EXPENDITURES $7,317,146 72 - Community and Economic Development • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 410 Professional Services $19,905 $10,000 $901 $10,000 $10,000 100.0 100.0 600 Capital Outlays 620 Buildings 497 0 0 0 0 630 Impr Other Than Building 19,210 1,818,620 74,795 250,056 1,568,620 86.3 627.3 650 Construction Projects 3,391,676 7121,545 997528 3,770,507 5,270,950 74.0 139.8 Total 3,411,383 8,940,165 1,072,323 4,020,563 6,839,570 76.5 170.1 780 Intergovernmental Loans 347,273 265,484 278,482 278,483 265,867 100.1 95.5 830 Debt Service - External Ltd -Int 19,220 14,450 13,137 19,587 11,526 79.8 58.9 TOTAL EXPENDITURES - SRV UNT 528 $3,797,781 $9,230,099 $1,364,842 $4,328,633 $7126,963 77.2 164.7 550 Interfund Subsidies $302,216 $190,183 $190,183 $190,183 $190,183 100.0 100.0 TOTAL EXPENDITURES - SRV UNT 645 $302,216 $190,183 $190,183 $190,183 $190,183 100.0 100.0 SERVICE UNITS 528, 645 & 699 - REVENUES 2009 FUND 142 REVENUES PROJECTED 1526 Utilities' Contribution to PWTF Loan $57199 1796 Engineering 3,000 1907 Special Assessment from SIED Loan Ahtanum 5,476 1886 Streets Contribution to 2002 Overlay Program Debt Service 20,000 Gas Tax 600,000 Interest 10,000 1374 First Avenue LID 14,896 2143 Nob Hill and Fair Avenue (Design) 36,900 2063 Washington Avenue Railroad Crossing (BNSF) 261,650 2166 William O. Douglas Trail 6th Ave. and Naches Bridge 492,047 2166 William O. Douglas Bridge Restoration and Trail 379,690 2217 Coolidge Avenue - 80th to 88th Avenue 687,300 2229 Nob Hill Bridge Repair 2,000,000 2232 16th and Washington Avenue Intersection Reconstruction 1,378,000 2239 William O. Douglas Trail Enhancement IAC 696,883 TOTAL FUND 142 REVENUES $6,643,041 Summary - This fund through 2009 indicates a projected balance at the end of 2009 of $370,066 including all of the budgeted expenses listed above. Preliminary Budget • Community and Economic Development - 73 2009 YEAR EXPENSES & REVENUES PROJECTED 2008 Estimated Resources Available $5,562,987 2008 Projected Expenditures 4,518,816 BALANCE AT END OF 2008 1,044,171 2009 Revenues 6,643,041 TOTAL ESTIMATED RESOURCES 7,687,212 2009 Projected Expenditures 7,317,146 BALANCE AT END OF 2009 $370,066 The year -end balance in this fund will be 5.1% of the anticipated expenses. The cash balance at year -end should be at least 10% of the anticipated expense to maintain appropriate contingency funds. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % Chng % Chng 2007 Amended Actual Estimated Projected from from Actual Budget 9/30/2008 Year -End Budget 2 to 5 4 to 5 REVENUES 330 Intergovernmental Revenues $2,294,416 $4,734,810 $484,484 $1,752,714 $6,020,170 127.2 343.5 340 Charges For Goods And Services 70,532 0 30,460 3,000 3,000 100.0 360 Miscellaneous Revenues 5,476 233,076 5,476 21,181 202,776 87.0 957.4 390 Other Financing Sources 1,830,921 2,264,000 2,302,906 2,291,500 0 0.0 0.0 TOTAL REVENUES - SRV UNT 528 $4,201,346 $7231,886 $2,823,327 $4,068,395 $6,225,946 86.1 153.0 380 Nonrevenues $57,199 $57,199 $0 $57,199 $57,199 100.0 100.0 390 Other Financing Sources 296,088 665,896 225,723 375,896 349,896 52.6 93.1 TOTAL REVENUES - SRV UNT 645 $353,287 $723,095 $225,723 $433,095 $407,095 56.3 94.0 270 Beginning Balance $549,871 $445,199 $1,047,982 $1,047,982 $1,044,171 234.5 99.6 360 Miscellaneous Revenues 43,475 10,000 23,877 13,515 10,000 100.0 74.0 TOTAL REVENUES - SRV UNT 699 $593,346 $455,199 $1,071,859 $1,061,497 $1,054,171 231.6 99.3 74 - Community and Economic Development • Preliminary Budget CITY OF /da,,,,, COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: CITY ENGINEER: Public Works Trust Fund — 342 Doug Mayo, PE DEFINITION The Public Works Trust Fund Account 342 is used to track the debt service on capital improvement projects funded with State Public Works Trust Fund loans and the first 1 /4% Real Estate Transfer Tax moneys the City receives. Additional revenue is placed into this fund from grants or loans. The amount and time of receipt is dependent on project approval and construction progress of each individual project. The timing is not usually coincidental with year -end. The service units in this division are: SERVICE UNIT 348 — CAPITAL IMPROVEMENT SERVICE UNIT 528 — CAPITAL IMPROVEMENT SERVICE UNIT 645 — INTERFUND DISTRIBUTION SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 528 Capital Improvements $272,861 $1,127,702 $315,541 $927,702 $524,963 46.6 56.6 645 Interfund Distribution 500,000 775,000 544,302 732,534 710,607 91.7 97 TOTAL EXPENDITURES $772,861 $1,902,702 $859,842 $1,660,236 $1,235,570 64.9 74.4 REVENUE SUMMARY BY SERVICE UNIT 348 Capital Improvement $1,056,417 $900,000 $618,548 $810,000 $800,000 88.9 98.8 645 Interfund Distribution 75,000 75,000 75,000 75,000 75,000 100 100 699 General Revenues 1,669,252 1,701,918 2,057,808 2,082,808 1,357,572 79.8 65.2 TOTAL REVENUES $2,800,669 $2,676,918 $2,751,356 $2,967,808 $2,232,572 83.4 75.2 Preliminary Budget • Community and Economic Development — 75 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 TOTAL 400 Other Services And Charges 0 10,000 0 10,000 10,000 100.0 0.8 500 Intergov Srvcs /Other Interfund 500,000 775,000 544,302 732,534 710,607 91.7 57.5 600 Capital Outlays 143,564 1,000,000 202,091 800,000 400,000 40.0 32.4 700 Debt Service 129,297 117,702 113,449 117,702 114,963 97.7 9.3 TOTAL EXPENDITURES $772,861 $1,902,702 $859,842 $1,660,236 $1,235,570 64.9 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 528 — CAPITAL IMPROVEMENT The City has received PWTF loans for the following projects, which require yearly principal and interest payments from the annual revenue estimated to be $925,000. The obligations for loan repayments from this fund are: PROJECT 2009 DATE OF YEAR NUMBER PROJECT DEBT MATURITY 1989 1355 Wastewater Piping at Chesterley Park $6,473 07/01/2009 1989 1367 New Signalization and Street Lights 42,361 07/01/2009 1992 1455 Fruitvale Canal II Piping 66,129 07/01/2011 TOTAL DEBT SERVICE $114,963 The debt service for the 1992 Fruitvale Canal Project and the 1998 street improvements include responsibilities for other divisions. The extra debt attributed to the divisions of Water /Irrigation, Wastewater and Traffic will be funded entirely by identified revenue within these divisions. This reflects no change from historic practice in debt charges. Each year, funds from these other divisions are transferred to the 342 Fund for loan repayment. See narrative discussion for the other funds. The current transfers will continue until 2011. Projects scheduled and budgeted for 2009 using 342 funds are: 2009 PROJECT PROPOSED NUMBER PROJECT BUDGET 1783 2008 City Hall Renovation (Continuation) $400,000 0000 Electrical Engineering Professional Services 10,000 TOTAL BUDGETED PROJECTS $410,000 76 — Community and Economic Development • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 410 Professional Services $0 $10,000 $0 $10,000 $10,000 100.0 100.0 600 Capital Outlays 620 Buildings 143,564 450,000 131,259 250,000 400,000 88.9 160.0 650 Construction Projects 0 550,000 70,832 550,000 0 0.0 0.0 Total 143,564 1,000,000 202,091 800,000 400,000 40.0 50.0 780 Intergovernmental Loans 119,523 109,196 109,196 109,196 109,196 100.0 100.0 830 Debt Service - External Ltd -Int 9,774 8,506 4,253 8,506 5,767 67.8 67.8 TOTAL EXPENDITURES - SRV UNT 528 $272,861 $1,127,702 $315,541 $927,702 $524,963 46.6 56.6 SERVICE UNIT 645 - INTERFUND DISTRIBUTION Current Interfund Distributions are as follows: PROJECT 2009 DATE OF YEAR NUMBER PROJECT DEBT MATURITY 1989 0000 Sun Dome (operating transfer to General Fund) $40,000 12/01/2023 Interfund transfers scheduled and budgeted for 2009 using 342 funds are: 2009 PROJECT PROPOSED NUMBER PROJECT BUDGET 2105 Fire Station 92 WV Addition $71,935 2212 Upper Kiwanis Development 50,000 2230 3rd Avenue - Mead to Chestnut (operating transfer to Fund 142) 120,607 P331 Parks Capital (operating transfer to Fund 331) 250,000 P332 Fire Capital (operating transfer to Fund 332) 178,065 TOTAL SCHEDULED INTERFUND DISTRIBUTIONS $670,607 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 550 Interfund Subsidies $500,000 $775,000 $544,302 $732,534 $710,607 91.7 97.0 TOTAL EXPENDITURES - SRV UNT 645 $500,000 $775,000 $544,302 $732,534 $710,607 91.7 97.0 REVENUES 380 Nonrevenues $24,375 $24,375 $24,375 $24,375 $24,375 100.0 100.0 390 Other Financing Sources 50,625 50,625 50,625 50,625 50,625 100.0 100.0 TOTAL REVENUES - SRV UNT 645 $75,000 $75,000 $75,000 $75,000 $75,000 100.0 100.0 SERVICE UNITS 348 & 699 - REVENUES Anticipated revenues are as follows: Preliminary Budget • Community and Economic Development - 77 2009 PROPOSED PROJECT BUDGET Local Real Estate Excise Tax $800,000 Interest 50,000 Fruitvale Canal — Phase II 75,000 TOTAL ANTICIPATED REVENUES $925,000 The yearly expense of construction payments and loan repayments exhausts the anticipated real estate tax revenue. The balance at the end of 2009 is anticipated to be $997,002. 2009 YEAR EXPENSES & REVENUES PROJECTED 2008 Estimated Resources Available $2,967,808 2008 Projected Expenditures 1,660,236 BALANCE AT END OF 2008 1,307,572 2009 Revenues 925,000 TOTAL ESTIMATED RESOURCES AVAILABLE 2,232,572 2009 Projected Expenditures 1,235,570 BALANCE AT END OF 2009 $997002 Available for Contingencies and Unanticipated Project Expenses or Project Funding Opportunities (2009 Resources /2009 Expenditures) 45% ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 310 Taxes $1,056,417 $900,000 $618,548 $810,000 $800,000 88.9 98.8 TOTAL REVENUES - SRV UNT 348 $1,056,417 $900,000 $618,548 $810,000 $800,000 88.9 98.8 270 Beginning Balance $1,582,432 $1,641,918 $2,027,808 $2,027,808 $1,307,572 79.6 64.5 360 Miscellaneous Revenues 86,820 60,000 30,000 55,000 50,000 83.3 90.9 TOTAL REVENUES - SRV UNT 699 $1,669,252 $1,701,918 $2,057,808 $2,082,808 $1,357,572 79.8 65.2 78 — Community and Economic Development • Preliminary Budget PUBLIC WORKS TRUST CONSTRUCTION FUND REVENUES AND EXPENDITURES 1986 1987 1988 1989 REVENUES (1986 To 2005): Local Real Estate Excise Tax $184,715 $198,661 $174,788 $168,211 Interest From Investments 5,672 13,672 3,335 15,198 Gain From Investments 0 0 0 0 Reimbursement - County P1783 - City Hall Remodel 0 0 0 0 Reimbursement - P1473 - 8th & A Street Parking Lot 0 0 0 0 Residual Equity Transfer (Water /Wastewater) 0 0 0 0 Residual Equity Transfer P1455 0 0 0 0 Residual Equity Transfer P1473 0 0 0 0 Operating Transfer (Street) 0 0 0 0 Operating Transfer (Irrigation) 0 0 0 0 Public Works Trust Loan 108,000 700,090 72,000 177,101 Operating Transfer (Arterial Street) 0 0 0 199,284 Operating Transfer (P1473) 0 0 0 0 Department of Transportation P1547 0 0 0 0 DOT Grant - Project 1493 0 0 0 0 TOTAL REVENUES $298,387 $912,423 $250,123 $559,794 EXPENDITURES (1986 TO 2005): Debt Service (P0653 Tieton Dr Mat Date - 2006) $1,818 $15,054 $56,399 $47,558 Debt Service (P1133 Nob Hill Over Pass Mat Date - 2007) 0 0 2,371 11,206 Debt Service (P1355 Fruitvale Cnl Wasteway Mat Date - 2009) 0 0 0 0 Debt Service (P1367 Resignalization Mat Date - 2009) 0 0 0 0 Debt Service (P1455 Fruitvale Cnl Phase II Mat Date - 2011) 0 0 0 0 Operating Transfer Gen Fd (Sun Dome Cnty Bnd Mat Date 2007 - 09) 0 0 0 0 Operating Transfer Debt Sery Fd (1998 Street Bond Mat Date 2008) 0 0 0 0 Project #0653 - Tieton Paving 10th to 65th 0 985,699 0 0 Project #1133 - N H RR Overpass Rehab 1/2 - Faus 0 200,278 2,455 0 Project #1354 - Resignalizing & Lighting Imp 0 0 0 8,734 Project #1355 - Fruitvale Canal Wasteway 0 0 0 3,485 Project #1360 - Tieton Dr. 5th to 16th 0 0 0 0 Project #1364 - Resignal 56th & Summitview Inter Pwt 0 0 0 1,666 Project #1365 - Resignal 3rd Ave & Mead Inter Pwt 0 0 0 418 Project #1366 - Resignal S. 6th & Yakima Ave Int Pwt 0 0 0 170 Project #1367 - Resignal 32nd & Tieton Inter Pwt 0 0 0 3,976 Project #1368 - Resignal 32nd & Summitview Inter Pwt 0 0 0 1,567 Project #1369 - Increase Lighting Various Lo Pwt 0 0 0 381 Project #1370 - Yakima Ave I - 82 Interchange Study 0 0 0 3,750 Project #1371 - I - 82 Corridor Study 0 0 0 0 Project #1386 - City Hall Water System Replacement 0 0 0 11,800 Project #1414 - Hpr Study WA Ave & S Union Gap 0 0 0 0 Project #1427 - SR24 I82 - Moxee Vicinity Study 0 0 0 0 Project #1434 - Linc B & Pierce Couplet Re -eval 0 0 0 0 Project #1454 - Rainier Place Reconstruction 0 0 0 0 Project #1455 - Fruitvale Canal - Phase II 0 0 0 0 Project #1460 - City's Share Airport Improvement 0 0 0 0 Project #1471 - Miller Pool 0 0 0 0 Project #1473 - 8th St. & A St. Parking Lot 0 0 0 0 Project #1474 - 2nd St & B St Parking Lot 0 0 0 0 Project #1547 - Chesterley Park & Ride Lot 0 0 0 0 Project #1783 - City Hall Facility /Parking Improvement 0 0 0 0 Project #1815 - Repair City Hall Sidewalk 0 0 0 0 Project #2118 - Miller Pool Demolition /Basketball Court 0 0 0 0 Professional Service Assembly Hall 0 0 0 0 Capital Transfer for Southeast Community Ctr Imp P2169 0 0 0 0 Capital Transfer of Kiwanis 4th Ballfield P2171 0 0 0 0 Capital Transfer to Parks Capital Fund 0 0 0 0 Capital Transfer to Fire Capital Fund 0 0 0 0 Contingency 0 0 0 0 TOTAL EXPENDITURES $1,818 $1,201,030 $61,225 $94,710 BALANCE AVAILABLE $296,569 ($288,607) $188,898 $465,083 Preliminary Budget • Community and Economic Development - 79 PUBLIC WORKS TRUST CONSTRUCTION FUND REVENUES AND EXPENDITURES 1990 1991 1992 1993 1994 1995 1996 1997 $212,521 $218,234 $228,008 $274,065 $341,559 $262,507 $269,135 $360,002 62,477 42,219 38,270 21,785 19,517 14,609 14,423 8,138 0 198 0 0 1,055 0 0 0 0 0 0 0 0 0 0 0 0 0 0 13,000 0 0 0 0 0 0 24,375 24,375 24,375 24,375 24,375 24,375 0 0 132,000 0 0 0 0 0 0 0 50,000 0 0 0 0 0 0 0 16,875 16,875 16,875 16,875 16,875 16,875 0 0 33,750 33,750 33,750 33,750 33,750 33,750 674,404 660,094 891,000 945 191,250 74,716 0 0 147,251 26,989 0 0 0 0 0 0 0 0 45,892 0 0 0 0 0 0 0 30,000 0 0 0 0 0 0 0 0 0 0 0 0 0 $1,096,653 $947,734 $1,490,170 $384,795 $628,381 $426,832 $358,558 $443,139 $66,316 $55,516 $54,379 $53,242 $52,105 $50,968 $49,832 $48,695 13,063 12,031 11,927 11,824 11,721 11,618 11,514 11,411 3,745 0 0 9,534 9,342 9,151 8,960 8,768 13,980 0 0 45,145 49,670 41,940 47,841 47,419 0 0 0 87,431 85,817 90,252 88,880 87,060 40,000 40,000 40,000 40,000 40,000 40,000 40,000 40,000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 131,799 787 0 0 0 0 0 0 131,723 10,182 9,725 0 0 0 0 0 13,900 348,460 308,430 445 0 0 0 0 4,556 113,406 920 11 0 0 0 0 29,802 144,709 253 0 0 0 0 0 9,807 71,229 132 0 0 0 0 0 4,952 92,884 107,084 358,329 52 0 0 0 5,255 79,565 251 7 0 0 0 0 914 1,879 33,478 0 0 0 0 0 0 1,553 60 0 0 0 0 0 7,176 1,417 3,000 0 0 0 0 0 0 0 0 0 25,736 278,446 49,091 0 1,563 0 0 0 0 0 0 0 500 0 0 0 0 0 0 0 2,579 17,157 515 0 0 0 0 0 45 466 0 0 0 0 0 0 0 10,023 421,705 550,604 316,930 0 0 0 0 30,000 30,000 30,000 30,000 30,000 25,000 3,750 0 81,267 0 0 0 0 0 0 0 0 110,896 (818) 0 0 0 0 0 120,641 57,169 0 0 0 0 0 0 0 31,730 0 0 0 0 0 0 0 0 0 0 0 36,282 27,939 0 0 0 0 0 0 0 4,118 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $481,674 $1,233,171 $1,221,653 $1,185,755 $621,374 $552,375 $357,399 $279,160 $614,979 ($285,437) $268,516 ($800,960) $7,007 ($125,542) $1,159 $163,979 80 - Community and Economic Development • Preliminary Budget PUBLIC WORKS TRUST CONSTRUCTION FUND REVENUES AND EXPENDITURES 1998 1999 2000 2001 REVENUES (1986 To 2005): Local Real Estate Excise Tax $388,527 $384,250 $376,088 $366,997 Interest From Investments 8,508 6,020 5,896 2,620 Gain From Investments 0 0 0 0 Reimbursement - County P1783 - City Hall Remodel 0 18,436 0 0 Reimbursement - P1473 - 8th & A Street Parking Lot 0 0 0 0 Residual Equity Transfer (Water /Wastewater) 24,375 24,375 24,375 24,375 Residual Equity Transfer P1455 0 0 0 0 Residual Equity Transfer P1473 0 0 0 0 Operating Transfer (Street) 16,875 16,875 16,875 16,875 Operating Transfer (Irrigation) 33,750 33,750 33,750 33,750 Public Works Trust Loan 0 0 0 0 Operating Transfer (Arterial Street) 0 0 0 0 Operating Transfer (P1473) 0 0 0 0 Department of Transportation P1547 0 0 0 0 DOT Grant - Project 1493 0 0 0 0 TOTAL REVENUES $472,035 $483,706 $456,984 $444,616 EXPENDITURES (1986 TO 2005): Debt Service (P0653 Tieton Dr Mat Date - 2006) $47,558 $46,421 $45,284 $44,147 Debt Service (P1133 Nob Hill Over Pass Mat Date - 2007) 11,308 11,205 11,101 10,998 Debt Service (P1355 Fruitvale Cnl Wasteway Mat Date - 2009) 8,577 8,386 8,194 8,003 Debt Service (P1367 Resignalization Mat Date - 2009) 46,998 46,576 46,155 45,733 Debt Service (P1455 Fruitvale Cnl Phase II Mat Date - 2011) 85,240 83,420 81,600 79,779 Operating Transfer Gen Fd (Sun Dome Cnty Bnd Mat Date 2007 - 09) 40,000 40,000 40,000 40,000 Operating Transfer Debt Sery Fd (1998 Street Bond Mat Date 2008) 0 60,000 60,000 60,000 Project #0653 - Tieton Paving 10th to 65th 0 0 0 0 Project #1133 - N H RR Overpass Rehab 1/2 - Faus 0 0 0 0 Project #1354 - Resignalizing & Lighting Imp 0 0 0 0 Project #1355 - Fruitvale Canal Wasteway 0 0 0 0 Project #1360 - Tieton Dr. 5th to 16th 0 0 0 0 Project #1364 - Resignal 56th & Summitview Inter Pwt 0 0 0 0 Project #1365 - Resignal 3rd Ave & Mead Inter Pwt 0 0 0 0 Project #1366 - Resignal S. 6th & Yakima Ave Int Pwt 0 0 0 0 Project #1367 - Resignal 32nd & Tieton Inter Pwt 0 0 0 0 Project #1368 - Resignal 32nd & Summitview Inter Pwt 0 0 0 0 Project #1369 - Increase Lighting Various Lo Pwt 0 0 0 0 Project #1370 - Yakima Ave I - 82 Interchange Study 0 0 0 0 Project #1371 - I - 82 Corridor Study 0 0 0 0 Project #1386 - City Hall Water System Replacement 0 0 0 0 Project #1414 - Hpr Study WA Ave & S Union Gap 0 0 0 0 Project #1427 - SR24 I82 - Moxee Vicinity Study 0 0 0 0 Project #1434 - Linc B & Pierce Couplet Re -eval 0 0 0 0 Project #1454 - Rainier Place Reconstruction 0 0 0 0 Project #1455 - Fruitvale Canal - Phase II 0 0 0 0 Project #1460 - City's Share Airport Improvement 0 0 0 0 Project #1471 - Miller Pool 0 0 0 0 Project #1473 - 8th St. & A St. Parking Lot 0 0 0 0 Project #1474 - 2nd St & B St Parking Lot 0 0 0 0 Project #1547 - Chesterley Park & Ride Lot 0 0 0 0 Project #1783 - City Hall Facility /Parking Improvement 523,398 161,164 242,816 85,077 Project #1815 - Repair City Hall Sidewalk 1,493 2,361 0 0 Project #2118 - Miller Pool Demolition /Basketball Court 0 0 0 0 Professional Service Assembly Hall 0 0 0 0 Capital Transfer for Southeast Community Ctr Imp P2169 0 0 0 0 Capital Transfer to Kiwanis 4th Ballfield P2171 0 0 0 0 Capital Transfer to Parks Capital Fund 0 0 0 0 Capital Transfer to Fire Capital Fund 0 0 0 0 Contingency 0 0 0 0 TOTAL EXPENDITURES $764,571 $459,533 $535,151 $373,738 BALANCE AVAILABLE ($292,536) $24,173 ($78,167) $70,878 Preliminary Budget • Community and Economic Development - 81 PUBLIC WORKS TRUST CONSTRUCTION FUND REVENUES AND EXPENDITURES 2002 2003 2004 2005 2006 2007 TOTAL $472,809 $645,074 $706,670 $878,934 $894,037 1,056,417 $9,062,209 1,510 990 3,053 0 78,136 86,820 452,866 0 0 0 0 0 0 1,253 0 0 0 0 0 0 18,436 0 0 0 0 0 0 13,000 24,375 24,375 24,375 24,375 24,375 24,375 390,000 0 0 0 0 0 0 132,000 0 0 0 0 0 0 50,000 0 0 0 0 0 0 168,750 16,875 16,875 16,875 16,875 16,875 16,875 438,750 33,750 33,750 33,750 33,750 33,750 33,750 3,752,100 0 0 0 0 0 0 373,524 0 0 0 0 0 0 45,892 0 0 0 0 0 0 30,000 0 0 0 0 0 0 0 $549,319 $721,063 $784,723 $953,934 $1,047,173 1,218,237 $14,928,779 $43,011 $41,874 $40,737 $39,600 $34,463 $0 $938,976 10,895 10,792 10,688 10,585 10,482 10,378 217,118 7,812 7,620 7,429 7,238 7,047 6,855 126,661 45,312 44,890 44,469 44,047 46,626 43,204 697,006 77,959 76,139 74,319 72,499 70,679 68,859 1,209,933 40,000 40,000 40,000 40,000 40,000 40,000 720,000 60,000 60,000 60,000 60,000 60,000 60,000 540,000 0 0 0 0 0 0 985,699 0 0 0 0 0 0 202,733 0 0 0 0 0 0 141,319 0 0 0 0 0 0 155,114 0 0 0 0 0 0 671,235 0 0 0 0 0 0 120,558 0 0 0 0 0 0 175,182 0 0 0 0 0 0 81,338 0 0 0 0 0 0 567,278 0 0 0 0 0 0 86,646 0 0 0 0 0 0 36,652 0 0 0 0 0 0 5,363 0 0 0 0 0 0 11,593 0 0 0 0 0 0 365,073 0 0 0 0 0 0 1,563 0 0 0 0 0 0 500 0 0 0 0 0 0 20,251 0 0 0 0 0 0 510 0 0 0 0 0 0 1,299,261 0 0 0 0 0 0 178,750 0 0 0 0 0 0 81,267 0 0 0 0 0 0 110,078 0 0 0 0 0 0 177,809 0 0 0 0 0 0 31,730 34,521 28,928 177,419 102,015 149,126 143,564 1,712,251 0 0 0 0 0 0 7,972 0 0 0 103,552 (28) 0 103,524 0 0 0 10,030 0 0 10,030 0 0 0 0 160,000 0 160,000 0 0 0 0 550,000 0 550,000 0 0 0 0 0 200,000 200,000 0 0 0 0 0 200,000 200,000 0 0 0 0 0 0 0 $319,509 $310,244 $455,061 $489,566 $1,129,394 $772,861 $12,900,971 $229,810 $410,820 $329,662 $464,368 ($82,221) $445,376 $2,027,808 82 - Community and Economic Development • Preliminary Budget CITY OF y, COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: CITY ENGINEER: REET 2, Capital Fund - 343 Doug Mayo, PE DEFINITION The Real Estate Excise Tax (2) Account 343 is used to track capital improvement projects funded with the second 1 /4% Real Estate Transfer Tax moneys the City receives. City Council enacted this tax as described in the Revised Code of Washington (RCW) to be used for capital improvement projects. The service units in this division are: SERVICE UNIT 348 - CAPITAL IMPROVEMENT SERVICE UNIT 645 - INTERFUND DISTRIBUTION SERVICE UNIT 699 - GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 348 Capital Improvement $766,822 $1,730,000 $515,375 $665,000 $1,405,000 81.2 211.3 528 Capital Improvements 421 125,000 2,818 125,000 0 0 0 645 Interfund Distribution 30,138 161,215 168,749 168,749 256,822 159.3 152.2 TOTAL EXPENDITURES $797,381 $2,016,215 $686,943 $958,749 $1,661,822 82.4 173.3 REVENUE SUMMARY BY SERVICE UNIT 348 Capital Improvement $1,056,417 $1,400,000 $618,548 $810,000 $800,000 57.1 98.8 699 General Revenues 1,014,116 1,048,121 1,293,152 1,303,152 1,174,403 112.1 90.1 TOTAL REVENUES $2,070,533 $2,448,121 $1,911,700 $2,113,152 $1,974,403 80.7 93.4 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 300 Supplies 303,822 400,000 359,725 400,000 400,000 100.0 24.1 400 Other Services And Charges 0 0 0 0 100,000 6.0 500 Intergov Srvcs /Other Interfund 460,138 591,215 243,749 293,749 611,822 103.5 36.8 600 Capital Outlays 33,421 1,025,000 83,468 265,000 550,000 53.7 33.1 Total Expenditures $797,381 $2,016,215 $686,943 $958,749 $1,661,822 82.4 100.0 Preliminary Budget • Community and Economic Development - 83 EXPLANATORY NARRATIVE SERVICE UNIT 348 - CAPITAL IMPROVEMENT The proposed projects for 2009 are listed below: PROJECT NUMBER PROJECT AMOUNT 2232 16th Ave. and Washington Ave. I/S Reconstruction $305,000 2270 Grind and Overlay 16th (Nob Hill to Washington 550,000 0000 Operating Supplies Residential and Classified Street Maintenance 400,000 0000 Contingency to match street projects 100,000 0000 Operating Transfer 50,000 TOTAL $1,405,000 Revenue - The Real Estate Excise Tax (REET) revenue for 2009 is projected to be $800,000, and $20,000 interest revenue is expected. Additional revenue is placed into this fund from grants or loans. The amount and time of receipt is dependent on project approval and construction progress of each individual project. The timing is not usually coincidental with year -end, and receives approval from City Council annually for designated projects. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 310 Office And Operating Supplies $303,822 $400,000 $359,725 $400,000 $400,000 100.0 100.0 490 Miscellaneous 0 0 0 0 100,000 500 Intergovernmental Services 650 Construction Projects 33,000 900,000 80,650 140,000 550,000 61.1 392.9 TOTAL EXPENDITURES - SRV UNT 348 $766,822 $1,730,000 $515,375 $665,000 $1,405,000 81.2 211.3 REVENUES 310 Taxes $1,056,417 $900,000 $618,548 $810,000 $800,000 88.9 98.8 330 Intergovernmental Revenues 0 500,000 0 0 0 0.0 TOTAL REVENUES - SRV UNT 348 $1,056,417 $1,400,000 $618,548 $810,000 $800,000 57.1 98.8 SERVICE UNIT 645 - INTERFUND DISTRIBUTION Interfund distributions for 2009 will be used to pay off bonds: BOND PROJECT DATE NUMBER PROJECT AMOUNT 2165 2006 Downtown Revitalization - Yakima Avenue $136,215 2008 2230 3rd Avenue Grind and Overlay - Mead to Chestnut 120,607 TOTAL $256,822 84 - Community and Economic Development • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 550 Interfund Subsidies $30,138 $161,215 $168,749 $168,749 $256,822 159.3 152.2 TOTAL EXPENDITURES - SRV UNT 645 $30,138 $161,215 $168,749 $168,749 $256,822 159.3 152.2 SERVICE UNIT 699 - GENERAL REVENUES This fund projects 2009 revenue of $820,000 which when added to a beginning balance of $1,154,403 will provide resources of $1,974,403. When total expenditures for 2009 of $1,661,822 are subtracted from the total resources we are left with an ending fund balance of $312,581. 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET EXPENDITURES Operating Supplies (Street repairs & maintenance) $303,822 $400,000 $400,000 Contingency 0 0 100,000 New Equipment 170,000 50,000 50,000 Match for W Nob Hill Improvements 130,000 0 0 Match for Robertson School Sidewalk Improvements 103,000 0 0 Contribution for Yakima Ave. Pedestrian Improvements 30,138 136,215 136,215 Contribution for 3rd Ave Grind & Overlay 0 32,534 120,607 Project #2122 - 40th Avenue Roadway Repairs 1,500 0 0 Fiesta Food Frontage Improvements 27,000 0 0 Nob Hill Bridge Repair 0 140,000 0 16th Ave. & Washington Ave. I/S Reconstruction 0 0 305,000 Grinding & Overlay Flashers / R & R 31,920 0 0 16th Ave. Grind / Overlay Nob Hill to Wash Ave. 0 0 550,000 River Road 0 200,000 0 TOTAL EXPENDITURE 797,380 958,749 1,661,822 REVENUES Local Real Estate Excise Tax 1,056,417 810,000 800,000 General Revenue 52,500 30,000 20,000 Balance from previous years 961,616 1,273,153 1,154,403 BALANCE AVAILABLE $1,273,153 $1,154,404 $312,581 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $961,616 $1,008,121 $1,273,152 $1,273,152 $1,154,403 114.5 90.7 360 Miscellaneous Revenues 52,500 40,000 20,000 30,000 20,000 50.0 66.7 TOTAL REVENUES - SRV UNT 699 $1,014,116 $1,048,121 $1,293,152 $1,303,152 $1,174,403 112.1 90.1 Preliminary Budget • Community and Economic Development - 85 CITY OF /� COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: CITY ENGINEER: LID Construction Control Fund — 345 Doug Mayo, PE DEFINITION This fund is used to account for the resources and costs associated with Local Improvement District (LID) projects. Project expenses are covered by interest bearing warrants that are redeemable upon project completion either by individual payoffs, or from bond proceeds issued for the project. This fund does not maintain a reserve balance, as it is only used to account for the cost of LID projects that are reimbursed in full upon completion. In 2009, we intend to complete LIDS that will provide wastewater service to 29 parcels in the area of 85th Ave. and Kail Dr. and to 81 parcels in the area of 15th Street and Simpson Lane. The service units in this division are: SERVICE UNIT 218 — CAPITAL IMPROVEMENT SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 218 Capital Improvement $31,635 $535,000 $31,819 $535,000 $430,000 80.4 80.4 REVENUE SUMMARY BY SERVICE UNIT 699 General Revenues ($5,778) $379,222 ($37,413) ($37,413) $430,000 113.4 (1149.3) (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 TOTAL 600 Capital Outlays 31,635 535,000 31,819 535,000 430,000 80.4 100.0 86 — Community and Economic Development • Preliminary Budget EXPLANATORY NARRATIVE The following table lists the LID's proposed for the 2009 budget: 2008 2009 2009 ESTIMATED AMENDED PROPOSED WASTEWATER PROJECT LID PROJECT DESCRIPTION BUDGET BUDGET (476) TOTAL LID 1060 N 85th Ave /Kail Drive $335,000 $150,000 $0 $485,000 LID 1061 Simpson Lane /South 13th Street 200,000 280,000 220,000 700,000 TOTAL $535,000 $430,000 $220,000 $1,185,000 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 650 Construction Projects $31,635 $535,000 $31,819 $535,000 $430,000 80.4 80.4 TOTAL EXPENDITURES - SRV UNT 218 $31,635 $535,000 $31,819 $535,000 $430,000 80.4 80.4 REVENUES 270 Beginning Balance ($5,778) ($5,778) ($37,413) ($37,413) ($572,413) 9906.8 1530.0 390 Other Financing Sources 0 385,000 0 0 1,002,413 260.4 TOTAL REVENUES - SRV UNT 699 ($5,778) $379,222 ($37,413) ($37,413) $430,000 113.4 (1149.3) Preliminary Budget • Community and Economic Development — 87 CITY OF /� COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: CITY ENGINEER: Cumulative Reserve for Capital Doug Mayo, PE Improvements — 392 DEFINITION The Cumulative Reserve for Capital Improvements Fund accounts for various capital improvement projects which the City Council may deem appropriate. In previous years the Diversion Dam Project, Street Bond Issue Projects, the 1st Avenue Project, and the signal at Nob Hill and Sixth Street have been accounted for in total or in part in this fund. The service units in this division are: SERVICE UNIT 528 — CAPITAL IMPROVEMENT SERVICE UNIT 645 — INTERFUND DISTRIBUTION SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 528 Capital Improvements $3,981,060 $9,419,474 $675,892 $1,927,000 $19,460,000 206.6 1009.9 REVENUE SUMMARY BY SERVICE UNIT 528 Capital Improvements $3,942,635 $9,000,000 $550,130 $1,552,000 $18,800,000 208.9 1211.3 645 Interfund Distribution 200,000 375,000 375,000 375,000 660,000 176 176 699 General Revenues 6,675 309,018 168,250 173,350 178,450 57.8 102.9 TOTAL REVENUES $4,149,310 $9,684,018 $1,093,380 $2,100,350 $19,638,450 202.8 935 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 400 Other Services And Charges 843,505 288,000 140,826 288,000 660,000 229.2 3.4 600 Capital Outlays 3,137,555 9,131,474 535,066 1,639,000 18,800,000 205.9 96.6 TOTAL EXPENDITURES $3,981,060 $9,419,474 $675,892 $1,927,000 $19,460,000 206.6 100.0 88 — Community and Economic Development • Preliminary Budget EXPLANATORY NARRATIVE SERVICE UNIT 528 - CAPITAL IMPROVEMENT In 2009 the major project scheduled and budgeted in this fund is project 1818 Railroad Grade Separation project for $18,800,000. Railroad Grade Separation is 86.5% funded by Federal Grant with matching grant funds coming from the Transportation Improvement Board (TIB), the Washington State Freight Mobility Strategic Investment Board, and a 5% contribution from Burlington Northern. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 410 Professional Services $843,505 $288,000 $140,826 $288,000 $660,000 229.2 229.2 600 Capital Outlays 640 Machinery And Equipment 0 131,474 86,959 87,000 0 0.0 0.0 650 Construction Projects 3,137,555 9,000,000 448,107 1,552,000 18,800,000 208.9 1211.3 Total 3,137,555 9,131,474 535,066 1,639,000 18,800,000 205.9 1147.0 TOTAL EXPENDITURES - SRV UNT 528 $3,981,060 $9,419,474 $675,892 $1,927,000 $19,460,000 206.6 1009.9 REVENUES 330 Intergovernmental Revenues $3,942,635 $9,000,000 $550,130 $1,552,000 $17,860,000 198.4 1150.8 360 Miscellaneous Revenues 0 0 0 0 940,000 TOTAL REVENUES - SRV UNT 528 $3,942,635 $9,000,000 $550,130 $1,552,000 $18,800,000 208.9 1211.3 SERVICE UNIT 645 - INTERFUND DISTRIBUTION The Interfund Operating Transfers of $660,000 will be used for project 2094, a new Utility Services System. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 390 Other Financing Sources $200,000 $375,000 $375,000 $375,000 $660,000 176.0 176.0 TOTAL REVENUES - SRV UNT 645 $200,000 $375,000 $375,000 $375,000 $660,000 176.0 176.0 SERVICE UNIT 699 - GENERAL REVENUES The beginning balance of this fund is $173,350, and it is anticipated that the interest from investments of this fund will be $5,100. The projected year -end 2009 balance is $178,450. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $1,575 $303,918 $168,250 $168,250 $173,350 57.0 103.0 360 Miscellaneous Revenues 5,100 5,100 0 5,100 5,100 100.0 100.0 TOTAL REVENUES - SRV UNT 699 $6,675 $309,018 $168,250 $173,350 $178,450 57.8 102.9 Preliminary Budget • Community and Economic Development - 89 CITY OF /(dim,/ COMMUNITY AND ECONOMIC DEVELOPMENT 2009 PRELIMINARY BUDGET NARRATIVE COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR: William Cook DIVISION: ACTING PLANNING MANAGER: Growth Management —140 Bruce Benson DEFINITION This fund was historically used to account for state Commute Trip Reduction (CTR) grants. In 2002, the CTR funding was transferred to the Yakima Valley Conference of Governments (COG), and all of the reserve balance of CTR funds was spent on the Park and Ride next to the Gateway Center. We don't anticipate future CTR funding to come through the City. More recently, this fund has been used to track revenues and expenses relating to compliance with the Growth Management Act. The City of Yakima has received several grants over the last several years from Washington State Department of Community Trade and Economic Development (CTED) to assist in such planning elements as the Yakima Urban Area Comprehensive Plan 2025 update, the State Environmental Protection Act (SEPA) review for the Yakima Urban Area Comprehensive Plan 2025 and the Yakima Urban Area Zoning Ordinance update. The service units in this division are: SERVICE UNIT 314 — INTERAGENCY PLANNING SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 314 Interagency Planning $38,106 $49,745 $0 $49,745 $0 0.0 0.0 REVENUE SUMMARY BY SERVICE UNIT 314 Interagency Planning $40,500 $25,466 $0 $25,466 $0 0.0 0.0 699 General Revenues 21,978 20,304 24,372 24,372 93 0.5 0.4 TOTAL REVENUES $62,478 $45,770 $24,372 $49,838 $93 0.2 0.2 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 TOTAL 400 Other Services And Charges 38,106 49,745 0 49,745 0 0.0 90 — Community and Economic Development • Preliminary Budget EXPLANATORY NARRATIVE With the completion of our Comprehensive Plan and Urban Area Zoning Ordinance updates state funding for these projects has ended. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 410 Professional Services $38,106 $49,745 $0 $49,745 $0 0.0 0.0 TOTAL EXPENDITURES - SRV UNT 314 $38,106 $49,745 $0 $49,745 $0 0.0 0.0 REVENUES 330 Intergovernmental Revenues $40,500 $25,466 $0 $25,466 $0 0.0 0.0 TOTAL REVENUES - SRV UNT 314 $40,500 $25,466 $0 $25,466 $0 0.0 0.0 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 270 Beginning Balance $19,778 $20,304 $24,372 $24,372 $93 0.5 0.4 360 Miscellaneous Revenues 2,200 0 0 0 0 Total Revenues - Sry Unt 699 $21,978 $20,304 $24,372 $24,372 $93 0.5 0.4 Preliminary Budget • Community and Economic Development — 91 (This page intentionally contains no information.) 92 — Community and Economic Development • Preliminary Budget Police 031 Police 333 Law and Justice Capital POLICE 2008 Budgeted Staffing Levels T. GREER S. GRANATO ( w. WANTLAND* Administrative Assistant Chi o P o li ce — — — — Commu M anager FIRE DEPARTMENT 1.0 Position 181.00 Positions PUBLIC SAFETY —) 32.0 Positions K. ROSENO Deputy Chief G. COPELAND J. SCHNEIDER R. LIGHT G. BELLES S. FINCH Captain Captain Captain Lieutenant Lieutenant I _ I I I I INVESTIGATIVE , PREVENTATIVE , gr SPECIAL M 4 SERVICES DIVISION PROFESSIONAL DIVISION PATROL OPERATIONS 42.00 Positions STANDARDS 27.00 Positions 83.00 + 15-25 volunteers 27.00 Positions SUPPORT SERVICES INTERNAL INVESTIGATIONS PATROL SQUADS SPECIAL OPERATIONS COMMUNICATIONS INVESTIGATIONS Person Crimes Emergency Response Gang Enforcement AND RECORDS Property Crimes Reactive and Traffic Unit MANAGEMENT Arson Preventative Patrol SRO Call Taking • TRU • Data Entry Special Assault Criminal and Traffic GREAT Retention and Dissemination Narcotics Enforcement Transit Permits Service Response SRO's CLERICAL SUPPORT K -9 Unit TRAINING PROPERTY Transcription Training, Recruitment Inventory • Control and Safekeeping POLICE RESERVES and Testing of Evidence and Found Property IDENTIFICATION (Volunteer) Fingerprint Comparison Patrol Support PLANNING & RESEARCH PRISONER DETENTION Forensics Special Details Weed and Seed Grants Care and Custody of Prisoners Evidence Collection Service Response Transportation • Courtroom Security COMMUNITY SERVICES SWAT TEAM Crime Prevention ADMINISTRATIVE Emergency Tactical PAL SPECIALIST Intervention and Crisis Negotiations Volunteer Programs Explorers ELECTRONIC HOME FLEET MANAGEMENT MONITORING CLERICAL SUPPORT BUILDING MAINTENAN J J \ * Shared administrative authority of the Public Safety Communications Division between Police Chief and Fire Chief. More detail included on Fire Department Budgeted Staffing Levels Chart. CITY OF /� POLICE 2009 PRELIMINARY BUDGET NARRATIVE POLICE CHIEF: Sam Granato DIVISION: Police — 031 DEFINITION The Police Department has the basic purpose of maintenance of the public order and the control of conduct legislatively defined as crime. This responsibility is discharged through operational functions designed to prevent crime, provide protection to persons and property, as well as detect, investigate, and apprehend offenders. The primary mission of the Yakima Police Department is enforcement of federal, state, county and city ordinances and statutes through a community partnership, which promotes safe, secure neighborhoods. The following eleven service units comprise this department: SERVICE UNIT 103 — CRIMINAL JUSTICE SALES TAX 0.3% INCREASE SERVICE UNIT 104 — GREAT (GANG RESISTANCE EDUCATION AND TRAINING) PROGRAM SERVICE UNIT 112 — INVESTIGATIVE DIVISION SERVICE UNIT 113 — PREVENTIVE PATROL DIVISION SERVICE UNIT 114 — POLICE SUPPORT SERVICES DIVISION SERVICE UNIT 115 — DETENTION DIVISION SERVICE UNIT 117 — POLICE SPECIAL OPERATIONS SERVICE UNIT 119 — ADMINISTRATION SERVICE UNIT 323 — PARKING FACILITIES AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1190 Police Chief 1.00 1.00 1.00 1281 Deputy Chief 0.00 1.00 (1) 1.00 6127 Police Captain 3.00 3.00 3.00 6126 Police Lieutenant 5.00 5.00 5.00 6124 Police Sergeant 17.00 17.00 17.00 6121 Police Officer 111.00 111.00 111.00 6235 Corrections Administrative Specialist 1.00 1.00 1.00 11730 Forensic Supervisor 1.00 1.00 1.00 Preliminary Budget • Police-1 2008 2009 Cuss 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 6210 Senior Evidence Technician 1.00 1.00 1.00 6221 Corrections Officer 11.00 11.00 11.00 11720 Corrections Sergeant 3.00 3.00 3.00 6251 Police DA I (Temporary) (Police Service Aide) .42 .42 .42 6252 Police Services Specialist I 21.00 21.00 21.00 6253 Police Services Specialist II 3.00 3.00 3.00 11710 Police Services Supervisor 4.00 4.00 4.00 6610 Parking Enforcement Officer 1.00 1.00 1.00 11701 Administrative Assistant to the Police Chief 1.00 1.00 1.00 8205 Police Fleet Specialist 1.00 1.00 1.00 8511 Custodian 1.00 0.00 0.00 8541 Building Maintenance Specialist 0.00 1.00 1.00 35210 Case Specialist 1.00 1.00 1.00 13601 Building Superintendent 1.00 1.00 1.00 11740 Crime Analyst 1.00 1.00 1.00 9113 City Worker III (Temp) (PD Svc Aide & Pk) Patrol) 1.35 1.35 1.35 9114 City Worker IV (Temp) (PD Svc Aide & Pk) .84 .84 .84 TOTAL PERSONNEL 191.61 192.61 192.61 ( (1) One Assistant Chief added for mid -year 2008 by policy issue, position effective 7 -1 -08 (2) Custodian position upgraded to Building Maintenance Specialist in 2007(additional note - Building Superintendent position has been listed incorrectly as a Building Maintenance Specialist for several years) (3) Total permanent positions 190, total budgeted under Police 188 - one Officer paid in fire, one Officer paid in Transit BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 103 Crmnl Justice Sls Tx .3% Inc $1,133,947 $1,248,181 $646,944 $1,155,745 $1,358,832 108.9 117.6 104 BYRNE Grant /Great Program 223,640 172,883 132,266 174,367 104,497 60.4 59.9 105 Safe Community Action Plan (Sc 278,264 0 0 0 0 112 Investigation 2,333,486 2,366,711 1,794,016 2,491,329 2,615,281 110.5 105 113 Preventive Patrol 7,319,199 8,641,914 6,071,987 8,197,632 9,096,554 105.3 111 114 Police Support Services 1,521,463 1,694,279 1,147,375 1,616,124 1,698,412 100.2 105.1 115 Detention Services 1,337,092 1,417,020 1,013,911 1,436,173 1,521,845 107.4 106 117 Police Special Operations 2,200,775 2,403,561 1,754,325 2,362,165 2,773,359 115.4 117.4 119 Administration 3,080,305 3,283,914 2,462,790 3,327,282 3,335,404 101.6 100.2 323 Parking Facilities 61,125 97,348 67,001 95,139 103,497 106.3 108.8 TOTAL EXPENDITURES $19,489,297 $21,325,811 $15,090,615 $20,855,956 $22,607,681 106 108.4 2 - Police • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 12,110,026 13,700,866 9,652,693 13,287,218 14,671,794 107.1 64.9 200 Personnel Benefits 3,084,054 3,299,967 2,392,426 3,323,750 3,557,571 107.8 15.7 SUB -TOTAL SALARIES AND BENEFITS 15,194,080 17,000,833 12,045,119 16,610,968 18,229,365 107.2 80.6 300 Supplies 947,304 946,931 728,862 939,087 904,356 95.5 4.0 400 Other Services And Charges 1,196,029 1,208,532 890,792 1,220,385 1,264,968 104.7 5.6 500 Intergov Srvcs /Other Interfund 1,706,668 1,910,000 1,157,428 1,817,000 1,930,500 101.1 8.5 600 Capital Outlays 0 1 8,900 9,001 6,001 0.0 900 Interfund Payment For Svcs 445,216 259,515 259,515 259,515 272,491 105.0 1.2 TOTAL EXPENDITURES $19,489,297 $21,325,811 $15,090,615 $20,855,956 $22,607,681 106.0 100.0 SALARY DISTRIBUTION (BY SERVICE UNIT) 2008 2009 2008 BUDGET SERVICE 2007 AMENDED 2008 PROPOSED VS. UNIT ACTUAL BUDGET ESTIMATE BUDGET 2009 BUDGET 103 $336,887 $374,470 $370,033 $433,420 15.7% 104 125,593 127,355 110,517 78,679 (38.2 %) 105 53,029 0 0 0 n/a 112 1,717,774 1,701,812 1,819,430 1,890,648 11.1% 113 4,986,171 5,820,454 5,530,160 6,249,801 7.4% 114 1,057,812 1,192,862 1,108, 305 1,215,687 1.9% 115 740,561 780,632 813,185 831,899 6.6% 117 1,742,976 1,788,294 1,784,557 1,953,261 9.2% 119 360,802 461,774 469,025 546,524 18.4% 323 34,855 54,908 54,559 58,787 7.1% TOTAL $11,156,460 $12,302,561 $12,059,771 $13,258,706 7.8% This summary was prepared to demonstrate that, in total, the salary lines increased $956,175 or 7.8% from the 2008 budget of $12,302,531 to the 2009 budget of $13,258,706. The salary account includes an anticipated wage increase for YPPA represented employees, and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. The chart above illustrates salaries only. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Although not as drastic as the PERS increase, there is also a minimal mandated increase in the LEOFF (Law Enforcement Officers and Fire Fighters) Retirement system. Preliminary Budget • Police- 3 EXPLANATORY NARRATIVE SERVICE UNIT 103 — CRIMINAL JUSTICE SALES TAX 0.3% INCREASE CAPTAIN JEFF SCHNEIDER This service unit funds positions and programs through the 0.3% sales tax initiative. Account 110 Salaries and Wages — The 2009 budget of $433,420 reflects a $63,387 or 17% increase above the 2008 year -end estimate of $370,033. There are 6 police officers funded in this service unit. The budget increase is a combined result of employees receiving step increases and an anticipated wage increases in 2009. The 2009 budget reflects a full staff with wages at the anticipated increased rate. Account 120 Overtime — This line item has no change in 2009 from the 2008 budget and year -end estimate of $110,000. Overtime containment measures are in effect. Account 130 Special Pay — The 2009 budget of $16,958 reflects an increase of $946 or 5.9% over the 2008 budget and year -end estimate of $16,012. This account pays special premium pays, such as bilingual pay, education incentive, and shift differential, many of which are based on the employee's base rate of pay. Due to anticipated wage increases, it is necessary to increase the budget for the corresponding premium pays. Account 200 Personnel Benefits — The 2008 year -end estimate is expected to come in on budget. The 2009 budget is anticipated to exceed the 2008 budget by $9,862 or 10 %. This increase is due to the anticipated wage and benefit increases. Account 280 Uniforms / Clothing — There are no changes for 2009 in this line item from the 2008 budget and year -end estimate of $15,000. This line pays for uniforms and uniform cleaning expenses for officers. Account 310 — Office and Operating Supplies — There are no changes for 2009 in this line item from the 2008 budget and year -end estimate of $5,000. This line item accounts for supply purchases such as ammunition, taser cartridges, and other operating supplies for officers. Account 320 Fuel — The 2009 budget of $165,000 reflects an increase of $15,000 or 10% over the 2008 budget and year -end estimate of $150,000. This supply line accounts for a portion of the fuel consumption for the police fleet, additional fuel expenses are budgeted in service unit 113 Patrol. The increase reflects the anticipated increase of fuel prices over the next year. Account 350 Small Tools and Equipment — The 2009 budget of $25,000 is unchanged from the 2008 budget and year -end estimate. Equipment and tools for officers and the crime lab such as safety equipment for vehicles, self defense devices and technology items that do not meet the capital purchase requirements are accounted for under this line item. Account 410 Professional Services — The 2008 year -end estimate is expected to exceed the 2008 budget of $10,000 by $5,000 or 50 %. The budget for 2009 of $15,000 reflects the continued need for the additional funds. This line accounts for expenses related to fit for duty evaluations and other professional service needs. Account 420 Communications — There is an increase of $60 from the 2008 budget and year -end estimate of $2,000 to the 2009 budget of $2,060. This is 3% increase. These funds primarily pay for cellular phone and e -mail services for officers. 4 — Police • Preliminary Budget Account 430 TransportationlTraining - There is no change from the 2008 budget and year -end estimate of $6,000 to the 2009 budget. This account provides for training expenses (transportation, lodging, meals). Account 490 Miscellaneous - There is no change from the 2008 budget and year -end estimate of $6,000 to the 2009 budget. This account pays training registration fees. Account 510 Intergovernmental Professional Services - These funds are budgeted for outside Jail Costs that are in addition to the budget in Service Unit 119. The 2008 year -end estimate is expected to fall $93,000 below the 2008 budget of $423,000. These savings are attributed to a good management of space rentals and contracts with lower valley jails. The 2009 budget reflects an expected increase of $20,500 or 5% over the 2008 budget based on future rate and usage expectations. Account 960 Interfund Insurance Services - This line item for 2009 has an increase of $332 from the 2008 budget and year -end estimate of $6,641 to $6,973. This is a 5% increase. These funds are budgeted for Risk Management and increased workers compensation expenses. Summary - This service unit for 2009 has an increase of $110,651 or 8.9% from the 2008 budget of $1,248,181 to $1,358,832. There is an increase of $203,087 or 17.6% over the 2008 year -end estimate of $1,155,745. These changes are due to the above - listed factors. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $336,887 $374,470 $271,165 $370,033 $433,420 115.7 117.1 120 Overtime 116,268 110,000 78,709 110,000 110,000 100.0 100.0 130 Special Pay 5,720 16,012 12,131 16,012 16,958 105.9 105.9 Total 458,874 500,482 362,005 496,045 560,378 112.0 113.0 200 Personnel Benefits 200 Personnel Benefits 92,824 99,059 74,772 99,059 108,921 110.0 110.0 280 Clothing And Miscellaneous 16,718 15,000 12,738 15,000 15,000 100.0 100.0 Total 109,543 114,059 87,510 114,059 123,921 108.7 108.7 300 Supplies 310 Office & Operating Supplies 0 5,000 3,425 5,000 5,000 100.0 100.0 320 Fuel Consumed 105,434 150,000 46,535 150,000 165,000 110.0 110.0 350 Small Tools And Equipment 24,449 25,000 3,862 25,000 25,000 100.0 100.0 Total 129,883 180,000 53,822 180,000 195,000 108.3 108.3 400 Other Services And Charges 410 Professional Services 6,322 10,000 5,931 15,000 15,000 150.0 100.0 420 Communications 0 2,000 0 2,000 2,060 103.0 103.0 430 Transportation /Training 0 6,000 0 6,000 6,000 100.0 100.0 490 Miscellaneous 0 6,000 0 6,000 6,000 100.0 100.0 Total 6,322 24,000 5,931 29,000 29,060 121.1 100.2 510 Intergovernment Prof Svc 423,000 423,000 131,035 330,000 443,500 104.9 134.4 960 Interfund Insurance Services 6,325 6,641 6,641 6,641 6,973 105.0 105.0 Total Expenditures - Sry Unt 103 $1,133,947 $1,248,181 $646,944 $1,155,745 $1,358,832 108.9 117.6 Preliminary Budget • Police - 5 SERVICE UNIT 104 - GREAT (GANG RESISTANCE EDUCATION AND TRAINING) PROGRAM CAPTAIN ROD LIGHT This service unit funds one position through the BYRNE Discretionary Federal Grant. The sole focus of this position is to operate the GREAT program. The goal of the GREAT program is to suppress, intervene, and prevent gang pressure and youth violence. Account 110 Salaries and Wages - There is a decrease of $48,676 from the 2008 budget of $127,355 to the 2009 budget of $78,679. This reduction is due to a reduction in staff. This service unit held 1.5 GREAT officer positions in 2008, however due to a reduction in grant funds for 2009, .5 FTE's were transferred to service unit 117. Account 120 Overtime - There is $5,000 budgeted in 2009 for overtime, which reflects no change from the 2008 budget and year -end estimate. Overtime containment measures are in effect. Account 130 Special Pay - There is a reduction of $596 in 2009 from the 2008 budget and year -end estimate of $2,023 to $1,427, or 29.5 %. This reduction is linked to the reduction in salaries due to the transfer of the . 5 FTE's to service unit 117. Account 200 Personnel Benefits - There is a decrease of $11,780 in the 2009 budget of $19,391 from the 2008 budget and year -end estimate of $31,171. This decrease again is due to the transfer of FTE's to other service units. Summary - This service unit has a total of $104,497 budgeted for 2009 a $68,386 reduction over the 2008 budget of $172,883. The reduction is due to the reduction personnel and supply expenses allocated to this program. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $125,593 $127355 $81,327 $110,517 $78,679 61.8 71.2 120 Overtime 8,814 5,000 4,510 5,000 5,000 100.0 100.0 130 Special Pay 0 2,023 1,516 2,023 1,427 70.6 70.6 Total 134,407 134,378 87,352 117,540 85,106 63.3 72.4 200 Personnel Benefits 30,293 31,171 20,071 31,171 19,391 62.2 62.2 300 Supplies 310 Office & Operating Supplies 47,776 1,334 19,628 19,331 0 0.0 0.0 350 Small Tools And Equipment 4,119 3,000 190 200 0 0.0 0.0 Total 51,895 4,334 19,818 19,531 0 0.0 0.0 400 Other Services And Charges 430 Transportation /Training 1,812 0 4,129 4,150 0 0.0 490 Miscellaneous 5,234 3,000 895 1,976 0 0.0 0.0 Total 7,046 3,000 5,024 6,126 0 0.0 0.0 TOTAL EXPENDITURES - SRV UNT I 04 $223,640 $172,883 $132,266 $174,367 $104,497 60.4 59.9 6 - Police • Preliminary Budget SERVICE UNIT 105 — SAFE COMMUNITY ACTION PLAN CAPTAIN JEFF SCHNEIDER This service unit was consolidated to Service Unit 113 during 2008. SERVICE UNIT 112 — INVESTIGATION CAPTAIN GREG COPELAND 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 112 Cases requiring follow -up 14,681 14,000 14,500 Cases Investigated 5824 5800 6000 Cases Assigned for Information 8857 8850 9000 Cases Assigned per Detective 1048 1050 1100 Part I Crimes Against Property Cleared 32.9% 33% 30% Part I Crimes Against Persons Cleared 75% 75% 75% This service unit is responsible for the investigative functions of the Police Department, with emphasis on violent crime and crime against persons. Account 110 Salaries and Wages — The 2009 Budget of $1,890,648 is $188,836 or 11% higher then the 2008 budget of $1,701,812. This Service Unit is served with 25 positions. The 2009 budget reflects a full staff with wages at the anticipated increased rate. Account 120 Overtime — There is no change from the 2008 budget and year -end estimate of $150,000 to the 2009 budget. This service unit, in particular, cannot anticipate overtime needs in advance as their overtime is driven by violent crimes that must be investigated. However, as previously mentioned, overtime containment measures are in effect, allowing us to keep the budget static. Account 130 Special Pay — The 2009 budget of $57,528 reflects an increase of $4,052 or 7.6% from the 2008 budget of $53,476. This account pays for negotiated premiums such as special investigator pay and bilingual pay. Account 140 RetirementlTermination Cash -out — The 2009 budget of $12,000 is unchanged from the 2008 year end estimate. This account pays for both retirement cash -outs and annual leave cash -outs as provided in the Municipal Code. There are no anticipated retirements in 2008 or 2009; however, there will be several employees eligible for a vacation cash -out. Account 200 Personnel Benefits — The 2009 budget of $453,306 reflects an increase of $52,735 or 12% from the 2008 amended budget and year -end estimate of $404,623. This increase is due to the anticipated wage and benefit increases. Account 280 Clothing — There are no changes for 2009 in this line item from the 2008 budget and year -end estimate of $28,000. This line pays the clothing /cleaning allowance for detectives and other officers who have plain - clothes assignments in this service unit. Account 410 Professional Services — There is an increase of $5,000 in the 2009 budget of $20,000 from the 2008 budget of $15,000. This is a 33.3% increase. This line covers special investigations expenses, such as informant fees, specialized investigative equipment and travel expenses for Preliminary Budget • Police — 7 prisoner transports for suspects in major crimes. In 2008, there was an increase in the number of prisoner transports required. Account 480 Repairs and Maintenance - There is no change in 2009 from the 2008 budget and year -end estimate of $3,800. This line pays for the service, repairs and maintenance of various equipment such as dictation equipment in the detective division. Summary - This service unit for 2009 reflects an increase of $123,952 or 5% from the 2008 year end estimate of $2,491,329. These changes are the combined result of the previously described factors. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $1,717774 $1,701,812 $1,295,277 $1,819,430 $1,890,648 111.1 103.9 120 Overtime 164,888 150,000 105,688 150,000 150,000 100.0 100.0 130 Special Pay 757 53,476 38,940 53,476 57528 107.6 107.6 140 Retirement /Term Cashout 6,700 10,000 0 12,000 12,000 120.0 100.0 Total 1,890,119 1,915,288 1,439,905 2,034,906 2,110,176 110.2 103.7 200 Personnel Benefits 200 Personnel Benefits 402,192 404,623 314,815 404,623 453,306 112.0 112.0 280 Clothing And Miscellaneous 27150 28,000 20,350 28,000 28,000 100.0 100.0 Total 429,342 432,623 335,165 432,623 481,306 111.3 111.3 400 Other Services And Charges 410 Professional Services 12,438 15,000 18,946 20,000 20,000 133.3 100.0 480 Repairs And Maintenance 1,587 3,800 0 3,800 3,800 100.0 100.0 Total 14,025 18,800 18,946 23,800 23,800 126.6 100.0 TOTAL EXPENDITURES - SRV UNT 112 $2,333,486 $2,366,711 $1,794,016 $2,491,329 $2,615,281 110.5 105.0 SERVICE UNIT 113 - PREVENTIVE PATROL CAPTAIN JEFF SCHNEIDER 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 1 13 Service Requests Received 61,355 62,504 64,000 Traffic Accidents Reported 3369 2088 2200 Officers Per 1,000 Population 1.6 1.6 1.6 UCR Part I Arrests 1427 1074 1,450 All Other Arrests (except Traffic) 4006 3960 4,100 Traffic Violations Cited 18,533 18,138 18,500 This service unit is responsible for all uniformed field personnel functions, including Police Reserves, with an emphasis on Police /Community partnerships in developing proactive enforcement strategies. Service Unit 105 was consolidated into this service unit in 2008 as both Service Units serve similar functions. 8 - Police • Preliminary Budget Account 110 Salaries and Wages — The 2009 budget of $6,249,801 reflects an increase of $719,641 or 13% from the 2008 year -end estimate of $5,530,160. There are 82 positions in this service unit. The budget increase is the result of the 2008 YE estimates falling under the 2008 budget due to four vacant positions for the majority of the year. Additionally, step increases and anticipated wage increases contribute to the variance. The 2009 budget reflects a full staff with wages at the anticipated increased rate. Account 120 Overtime — This line item for 2009 reflects a decrease of $120,000 from the 2008 budget of $520,000 to $400,000. This is a decrease of 23.1 %. The 2008 budget included the potential receipt of grants. These grants were not received until late 2008 and are budgeted in service unit 117 for 2009. Overtime containment measures are in place. Account 130 Special Pay — The 2009 budget of $133,701 is an increase of $17,254 or 14.8% from the 2008 budget of $116,447. This account pays for negotiated premiums such as special investigator pay and bilingual pay. Account 140 RetirementlTermination Cash -out — The 2009 budget of $123,000 reflects a $33,000 increase over the 2008 year -end estimate of $90,000. This line item encompasses the contractually mandated annual leave cash -out for commissioned personnel and the anticipated retirements in 2009. Account 200 Personnel Benefits — The 2009 budget of $1,511,178 reflects an increase of $128,314 or 8.5% from the 2008 year -end estimate of $1,382,864. This increase is attributed to the filling of 2008 vacancies and the anticipated wage and benefit increases. Account 280 Clothing and Miscellaneous — There is a decrease of $26,152 from the 2008 budget and year -end estimate of $146,152 to the 2009 budget of $120,000. This line provides uniforms, dry cleaning and alterations to patrol uniforms. In 2009, approximately $25,000 was redistributed to professional services to accommodate a contract for quartermaster services. It is anticipated that a quartermaster will provide cost effective efficiencies, tracking and purchasing that will ultimately reduce uniform spoilage and over - stock. Account 310 Office and Operating Supplies — This line has no change for 2009 from the 2008 budget and year -end estimate of $3,500. This account was originally created in Service Unit 105 to provide supplies (taser cartridges, etc.) to officers in the Safe Community Action Plan, but was rolled into this Service Unit. Account 320 Fuel — There is an increase of $22,875 in the 2009 budget of $244,375 from the 2008 budget and year -end estimate of $221,500. This is a 10.3% increase. This increase is due to rising fuel prices. Account 350 Small Tools and Equipment — The 2009 budget of $27,000 reflects an increase of $4,000 or 17.4% over the 2008 budget of $23,000. This line accounts for K -9 and SWAT equipment. The $10,000 budgeted for SWAT was reallocated from the 119 Service Unit so that the expenses could be tracked more effectively. Account 410 Professional Services — There is an increase of $25,000 from the 2008 year -end estimate of $5,000 to the 2009 budget of $30,000. The increase is due to the $25,000 quartermaster service contract created for 2009. The funds were reallocated from the Clothing and Miscellaneous account. Additionally, professional evaluations are paid from this line. Preliminary Budget • Police — 9 Account 430 TransportationlTraining - There is no change from the 2008 budget and year -end estimate of $3,000 to the 2009 budget. This account was created as part of the Safe Communities Action Plan to provide training for the officers selected for the Proactive Enforcement Team. Account 450 Operating Rentals and Leases - This account has a $10,000 decrease from the 2008 budget of $40,000 to the 2009 budget of $30,000, which is a 25% decrease. There is no change from the 2008 year -end estimate of $30,000. This account funds the lease of our airport sub - station, photocopiers, and, previously, police motorcycles. Harley Davidson is no longer offering leases of police motorcycles, so the account was decreased accordingly. Account 480 RepairlMaintenance - There is no change between the 2008 and 2009 budgets of $215,000. However, the 2008 year -end estimate reflects an additional $15,000 in expenses for the year due to an increase in the fleet maintenance contract and the aging of our fleet. Account 640 Machinery and Equipment - The 2009 budget of $6,000 reflects a decrease of $3,000 from the 2008 year -end estimate of $9,000. The expenses in this account were budgeted in the 350 accounts but transferred here as this is the proper BARS account however the budget was not adjusted accordingly. These expenditures are for the purchase of K -9 dogs. Summary - This service unit for 2009 reflects an increase of $454,640 from the 2008 budget of $8,641,914. This is a 5.3% increase. Changes are the combined result of the previously described factors. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $4,986,171 $5,820,454 $4,081,529 $5,530,160 $6,249,801 107.4 113.0 120 Overtime 308,737 520,000 288,561 400,000 400,000 76.9 100.0 130 Special Pay 56,060 116,447 102,568 132,457 133,701 114.8 100.9 140 Retirement /Term Cashout 33,707 135,000 74,295 90,000 123,000 91.1 136.7 Total 5,384,674 6,591,901 4,546,953 6,152,617 6,906,501 104.8 112.3 200 Personnel Benefits 200 Personnel Benefits 1,225,120 1,387,862 985,761 1,382,864 1,511,178 108.9 109.3 280 Clothing And Miscellaneous 205,277 146,152 94,177 146,152 120,000 82.1 82.1 Total 1,430,397 1,534,014 1,079,938 1,529,016 1,631,178 106.3 106.7 300 Supplies 310 Office & Operating Supplies 0 3,500 380 3,500 3,500 100.0 100.0 320 Fuel Consumed 195,000 221,500 221,499 221,500 244,375 110.3 110.3 350 Small Tools And Equipment 6,724 23,000 10,892 14,000 27,000 117.4 192.9 Total 201,724 248,000 232,771 239,000 274,875 110.8 115.0 400 Other Services And Charges 410 Professional Services 5,326 10,000 0 5,000 30,000 300.0 600.0 430 Transportation /Training 0 3,000 601 3,000 3,000 100.0 100.0 450 Operating Rentals & Leases 42,750 40,000 16,177 30,000 30,000 75.0 100.0 480 Repairs & Maintenance 254,328 215,000 186,647 230,000 215,000 100.0 93.5 Total 302,404 268,000 203,425 268,000 278,000 103.7 103.7 640 Machinery And Equipment 0 0 8,900 9,000 6,000 66.7 Total Expenditures - Sry Unt 113 $7319,199 $8,641,914 $6,071,987 $8,197632 $9,096,554 105.3 111.0 10 - Police • Preliminary Budget SERVICE UNIT 114 — POLICE SUPPORT SERVICES LIEUTENANT GARY BELLES 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 1 14 Population 83,600 84,300 85,000 Commissioned Police Officers 136 138 138 Case Numbered Events Processed 21,993 21,807 23.547 Infraction Citations Processed 13,305 14,344 15,000 Property Received 7725 6514 7800 Property Disposed Of 2173 2492 4200 Events Requiring Services 61,355 62,504 63,500 This service unit is responsible for the department's customer service, data entry, records maintenance and property control functions. The primary duties of this unit are to provide administrative support to the operational divisions of the Police Department. Account 110 Salaries and Wages — The 2009 budget of $1,215,687 reflects an increase of $107,382 or 10% from the 2008 year -end of $1,108,305. There are 25 positions in this service unit. During 2008 there were various vacant positions. The 2009 budget reflects a full staff with wages at the anticipated increased rate. Account 120 Overtime — The 2009 Budget is unchanged from the 2008 budget of $50,000. However, the 2008 year -end estimate of $65,000 exceeded the 2008 budget by $15,000 due to vacancies and the need to keep the workload current in this division while positions were filled and new employees were trained. Account 130 Special Pay — There is an increase of $51 from the 2008 budget and year -end estimate of $7,611 to the 2009 budget of $7,662. This line provides bilingual pay to service unit employees. Account 140 Retirement Cash -out — This line has a decrease of $25,000 from the 2008 budget of $25,000 to the 2009 budget of $0. There are no anticipated retirements in this service unit for 2009. Account 200 Personnel Benefits — The 2009 budget of $387,562 reflects an increase of $17,056 or 4.6% from the 2008 budget of $370,506. This increase is attributed to the filling of 2008 vacancies and the anticipated wage and benefit increases. Account 310 Office and Operating Supplies — There is no change from the 2008 budget of $500 to the 2009 budget. There is a decrease of $300 from the 2008 year -end estimate of $800. This line pays for expenses of the Explorer post. A 2007 registration bill was received late and had to be processed out of the 2008 budget. Account 350 Small Tools and Equipment — There is no change from the 2008 budget and year -end estimate of $4,000 to the 2009 budget. This line is for equipment needed in property, and is funded by income from unclaimed property that is sold at auction. Account 450 Operating Rentals and Leases — There is a decrease of $8,000 from the 2008 budget of $35,000 to the 2009 budget of $27,000. There is no change from the 2008 year -end estimate of Preliminary Budget • Police —11 $27,000. This line covers photocopier leases, but also encompasses the state mandated costs to use the ACCESS system for criminal records. Account 480 Repairs and Maintenance - There is a decrease of $2,800 from the 2008 budget of $8,800 to the 2009 budget of $6,000, or 31.8 %. This account covers the maintenance contracts on the office equipment in this division, and also provides for any repairs needed to the equipment. Summary - This service unit has a total 2009 budget of 1,698,412 and reflects an increase of $82,288 or 5% from the 2008 year -end estimate of $1,616,124. This increase is the combined result of the previously described factors. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $1,057812 $1,192,862 $799,589 $1,108,305 $1,215,687 101.9 109.7 120 Overtime 52,720 50,000 48,482 65,000 50,000 100.0 76.9 130 Special Pay 0 7611 5,398 7611 7662 100.7 100.7 140 Retirement /Term Cashout 41,040 25,000 0 0 0 0.0 Total 1,151,573 1,275,473 853,469 1,180,916 1,273,349 99.8 107.8 200 Personnel Benefits 311,984 370,506 275,238 399,287 387562 104.6 97.1 300 Supplies 310 Office & Operating Supplies 109 500 760 800 500 100.0 62.5 350 Small Tools And Equipment 2,941 4,000 959 4,000 4,000 100.0 100.0 Total 3,049 4,500 1,719 4,800 4,500 100.0 93.8 400 Other Services And Charges 440 Advertising 12,376 0 117 120 0 * 0.0 450 Operating Rentals & Leases 36,742 35,000 15,289 27,000 27,000 77.1 100.0 480 Repairs And Maintenance 4,726 8,800 1,543 4,000 6,000 68.2 150.0 490 Miscellaneous 1,014 0 0 0 0 Total 54,857 43,800 16,949 31,120 33,000 75.3 106.0 TOTAL EXPENDITURES - SRV UNT 1 14 $1,521,463 $1,694,279 $1,147375 $1,616,124 $1,698,412 100.2 105.1 SERVICE UNIT 115 - DETENTION SERVICES LIEUTENANT GARY BELLES 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 1 15 Misdemeanor Arrests 4,393 4384 4,416 Misdemeanor Commitments 4,674 5034 5,083 Total Prisoner Days Served (excluding contract jails) 46,667 50,689 55,057 Average Cost Per Prisoner Per Day City Jail ( $51.32 $49.90 $53.38 Average Cost Per Prisoner Per Day Wapato Jail ( $40.02 $41.56 $45.00 Average Cost Per Prisoner Per Day Toppenish Jail ( $40.44 $41.56 $40.00 Average Cost Per Prisoner Per Day Sunnyside Jail ( $38.60 $40.49 $40.00 Average Cost Per Prisoner Per Day (Yakima County DOC) ( $81.90 $85.22 $89.0 Electronic Home Monitoring Average Cost Per Monitored Individual $.22 $.06 $.10 Per Day( (1) Includes daily incarceration rate plus medical costs (2) Average cost per day of Yakima County DOC includes daily incarceration rates including medical cost and includes fractionalization of cost with other agencies. (3) Electronic Home Monitoring has returned a modest profit since 2007. 12 - Police • Preliminary Budget This prisoner detention service unit provides for the care and custody of offenders arrested for and convicted of misdemeanor crimes within the City of Yakima and sentenced to the City jail. Account 110 Salaries and Wages — This line item for 2009 reflects an increase of $18,714 or 2.3% from the 2008 year -end estimate of $813,185 to $831,899. There is an increase of $51,267 from the 2008 budget of $780,632. There are 16 positions funded in this service unit. The 2009 budget reflects a full staff with wages at the anticipated increased rate. Account 120 Overtime — There is no change from the 2008 budget and year -end estimate of $45,000 to the 2009 budget. Overtime will be closely monitored and restricted if needed to adhere to the City's budget constraints. Account 130 Special Pay — This line has an increase of $80 or .8% from the 2008 budget of $10,320 to the 2009 budget of $10,400. This line is covers negotiated special pay premiums. Account 140 RetirementlTermination Cash -out —The budget for 2009 is $0. The 2008 budget is $5,000. There are no anticipated resignations or retirements in the service unit in 2009. Account 200 Personnel Benefits — The 2009 budget of $308,245 reflects a $36,477 or 13.4% increase over the 2008 budget and year -end estimate of $271,768. This increase is due to the anticipated wage and benefit increases. Account 310 Office and Operating Supplies — There is no change from the 2008 budget and year -end estimate of $177,500 to the 2009 budget. This line pays for food and other supplies for inmates. Account 350 Small Tools and Equipment — There is no change from the 2008 budget and year -end estimate of $1,000 to the 2009 budget. This line purchases small office equipment for use in the jail. Account 410 Professional Services — The 2009 budget of $147,000 reflects a $22,000 or 17.6% increase above the 2008 budget of $125,000. This account the medical services contract which is up for renewal in 2009. Although the medical contract has not been finalized, there are anticipated increased due to the need for additional services and increased service cost. Account 490 Miscellaneous — There is no change from the 2008 budget and year -end estimate of $800 to the 2009 budget. This account pays for printing expenses in the Home Detention division. Summary — This service unit has a budget for 2009 of $1,521,845 which reflects an increase of $85,672 or 6% from the 2008 year -end estimate of $1,436,173. There is an increase of $104,825 or 7.4% from the 2008 budget of $1,417,020. The increase is due to the above - mentioned factors. Preliminary Budget • Police —13 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $740,561 $780,632 $558,285 $813,185 $831,899 106.6 102.3 120 Overtime 42,102 45,000 44,561 45,800 45,000 100.0 98.3 130 Special Pay 0 10,320 604 820 10,400 100.8 1268.3 140 Retirement /Term Cashout 0 5,000 1,201 1,300 0 0.0 0.0 Total 782,662 840,952 604,651 861,105 887,299 105.5 103.0 200 Personnel Benefits 254,163 271,768 193,215 271,768 308,245 113.4 113.4 300 Supplies 310 Office & Operating Supplies 188,029 177,500 133,745 177,500 177,500 100.0 100.0 350 Small Tools And Equipment 691 1,000 325 1,000 1,000 100.0 100.0 Total 188,720 178,500 134,070 178,500 178,500 100.0 100.0 400 Other Services And Charges 410 Professional Services 111,235 125,000 81,685 124,000 147,000 117.6 118.6 490 Miscellaneous 310 800 289 800 800 100.0 100.0 Total 111,546 125,800 81,974 124,800 147,800 117.5 118.4 TOTAL EXPENDITURES - SRV UNT 1 15 $1,337092 $1,417,020 $1,013,911 $1,436,173 $1,521,845 107.4 106.0 SERVICE UNIT 117 - SPECIAL OPERATIONS CAPTAIN ROD LIGHT This unit oversees the Gang Enforcement Team, Traffic Division, Transit Officer, School Resource Officers, Community Services, Police Athletic League, Training Divisions and Grant related activities with the exception of the GREAT program located in Service Unit 104. Although the GREAT program is located in a different Service Unit, it falls under the supervision of Special Operations. Account 110 Salaries and Wages - The 2009 budget of $1,953,261 reflects an increase of $168,704 or 9.5% from the 2008 year -end estimate of $1,784,557 There are 25 positions in this service unit. In 2008.5 FTE will be moved into this service unit from service unit 104 due to the reduction in grants that support the GREAT program. The budget increase is a combined result of an increase in personnel, employees receiving step increases in 2009 and the anticipated wage increases. The 2009 budget reflects a budget at full staff. Account 120 Overtime - There is an increase of $162,432 from the 2008 budget of $58,368 to the 2009 budget of $220,800. This increase is due to the department receiving the BYRNE and Washington Auto Theft Prevention Authority grants, part of which will fund overtime for emphasis patrols. See Grant Budget Summary in Service Unit 117. Account 130 Special Pay - The 2009 budget of 46,840 reflects a $5,148 or 12.4% increase from the 2008 budget and year -end estimate of $41,692. This line item includes negotiated special pay premiums tied directly to salaries and therefore tied to the anticipated increase. Account 140 RetirementlTermination Cash-out - There is a decrease of $6,600 from the 2008 budget of $15,000 to the 2009 budget of $8,400. This is a 44% decrease. There is a decrease of $21,600 or 64.1% from the 2009 year -end estimate of $23,400. This will cover the contractually mandated annual leave and retirement cash -outs. Account 200 Personnel Benefits - The 2009 budget of $455,377 reflects a $52,360 or 13% increase over the 2008 budget and year -end estimate of $403,017. This increase is due to the increase in personnel and anticipated wage and benefit increases. 14 - Police • Preliminary Budget Account 310 Office and Operating Supplies — There is an increase of $15,981 from the 2008 budget and year -end estimate of $5,000 to the 2009 budget of $20,981. This line is for program supplies for the various grants budgeted under this services unit and the supplies used primarily in the Police Athletic League (PAL) office. See Grant Budget Summary in Service Unit 117. Account 350 Small Tolls and Equipment — The 2009 budget of $7,500 reflects a decrease of $18,691 from the 2008 budget of $26,191. This account provides for tasers, radars, and other small equipment needs of the division. A significant amount of the 2008 budget was for Traffic / Speed safety grants. The grant expenses will be moved to a new grant account in 2009 and appropriations will be made as grants are awarded and equipment purchased. Account 410 Professional Services — The 2009 budget of $40,000 reflects a decrease of $10,000 or 20% from the 2008 budget of $50,000. The 2008 year end estimate is $25,000. The decrease in this budget is a reduction of the training program where outside trainers are used for various law enforcement training programs. Other agencies participate and pay to attend these trainings, which helps to offset the expenses. New expenses under this account are related to the BYRNE and COPS grants. See Grant Budget Summary in Service Unit 117. Account 430 Transportation /Training — There is $5,000 budgeted for 2009. This is a new line item related to the WATPA Auto Theft Grant. Funds will be used to provide transportation and meals for training of employees. See Grant Budget Summary in Service Unit 117. Account 440 Advertising — There is no change from the 2008 budget and year -end estimate of $7,000 to the 2009 budget. This line provides advertising and public service announcements for National Night Out and other community events. Account 450 Operating Rentals and Leases — There is a decrease of $800 from the 2008 budget of $4,000 to the 2009 budget of $3,200, or 20 %. This is the lease on a photocopier at the PAL Center and the rental of bait cars funded for the WATPA Auto Theft Grant. See Grant Budget Summary in Service Unit 117. Account 490 Miscellaneous — There is no change from the 2008 budget and year -end estimate of $5,000 to the 2009 budget. This provides for printing of materials for Community Services. Summary of Grant Budgets included in the above accounts: ➢ Project # AUTO - WATPA Auto Theft Prevention Grant — The grant total is $146,667 expenses are 100% reimbursable. This grant is budgeted to increase apprehensions through technology, particularly license plate recognition systems, bait cars and auto theft emphasis overtime. • Account 120 Overtime - $100,800 is budgeted for emphasis patrols directly related to auto theft prevention. • Account 430 Travel & Training - $5,000 is budgeted for travel and training related to auto theft prevention. • Account 451 Outside Rentals - $1,200 is budgeted for the rental of bait cars used for auto theft apprehensions. ➢ Project # BYRNE — BJA Earmark Funds — The grant total is $335,381 expenses are 100% reimbursable. This grant is designated to reduce and sustain a reduced crime rate in targeted areas. This grant will fund the GREAT officer in 2009 in Service Unit 104. Preliminary Budget • Police —15 • Account 120 Overtime - $80,000 is budgeted for emphasis patrols in targeted areas and neighborhoods. Additionally this program will be designed to strengthen police and civilian partnerships. • Account 311 Office and Operating Supplies - $5381 is budged for supplies, fliers, pamphlets and other promotional / educational items that support these efforts of this grant. • Account 410 Professional Services - $10,000 is budgeted to create a partnership with Crime Stoppers to build a reward program for anonymous weapons information. ➢ Project # COPS - COPS Technology Earmark Funds - The Grant total is $355,414 expenses are 100% reimbursable. The COPS Tech grant is designated to reduce crime and sustain the lower crime rate in high crime neighborhoods. COPS Tech funds will allow a technological response. The majority of funds received with this grant are budged in the 333 Law & Justice Capital Fund. • Account 311 Office and Operating Supplies - $10,600 is budgeted for supplies, fliers, pamphlets and other promotional / educational items that support the efforts of this grant. • Account 410 Professional Service - $5,000 is budgeted for the Crime Stoppers organization specifically to upgrade their communications process allowing tips to come in via anonymous text messaging and e -mail. Summary - In 2009 this service unit has a total budget of $2,773,359 an increase of $411,194 or 17.4% from the 2008 year -end estimate of $2,362,165. Grants budgeted in this service unit total $217,981 this accounts for 9.2% of the increase. The increases in this service unit are attributed to new Grants, additional personnel moved from service unit 104 and the anticipated wage and benefit increase. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $1,742,976 $1,788,294 $1,313,985 $1,784,557 $1,953,261 109.2 109.5 120 Overtime 47,818 58,368 58,000 58,000 220,800 378.3 380.7 130 Special Pay 8,856 41,692 24,827 41,692 46,840 112.4 112.4 140 Retirement /Term Cashout 7,308 15,000 0 23,400 8,400 56.0 35.9 Total 1,806,958 1,903,354 1,396,812 1,907,649 2,229,301 117.1 116.9 200 Personnel Benefits 391,822 403,017 308,583 403,017 455,377 113.0 113.0 300 Supplies 310 Office & Operating Supplies 0 5,000 1,757 5,000 20,981 419.6 419.6 350 Small Tools And Equipment 1,995 26,191 12,497 7,500 7,500 28.6 100.0 Total 1,995 31,191 14,255 12,500 28,481 91.3 227.9 400 Other Services And Charges 410 Professional Services 0 50,000 20,256 25,000 40,000 80.0 160.0 430 Transportation /Training 0 0 0 0 5,000 440 Advertising 0 7,000 9,643 7,000 7,000 100.0 100.0 450 Operating Rentals & Leases 0 4,000 1,872 2,000 3,200 80.0 160.0 490 Miscellaneous 0 5,000 2,904 5,000 5,000 100.0 100.0 Total 0 66,000 34,675 39,000 60,200 91.2 154.4 TOTAL EXPENDITURES - SRV UNT 1 17 $2,200,775 $2,403,561 $1,754,325 $2,362,165 $2,773,359 115.4 117.4 16 - Police • Preliminary Budget SERVICE UNIT 119 — ADMINISTRATION CHIEF SAM GRANATO The purpose of this service unit is to plan, direct, oversee and support the operations of the Yakima Police Department. . Account 110 Salaries — The 2009 budget of $546,524 reflects an increase of $77,499 16.5% from the 2008 year -end estimate of $403,017. There are 7 positions in this service unit. The increase is due to the addition of a Deputy Chief position mid -year 2008 with the 2009 budget reflecting a full year of funding for this position. Account 120 Overtime — There is a decrease of $2,000 from the 2007 year -end estimate of $10,000 to the 2009 budget of $12,000. This is a 20% decrease. The addition of the building Maintenance Specialist (hired in 2008) reduced the amount of overtime required by the Building Superintendent. Account 130 Special Pay — There is no change from the 2008 budget and year -end estimate of $1,101 to the 2009 budget. This account pays shift differential to the Building Maintenance Specialist. Account 200 Personnel Benefits — The 2009 budget of $119,818 reflects a $7,941 or 7% increase over the 2008 budget and year -end estimate of $111,877. This increase is due to the increase in personnel and anticipated wage and benefit increases. Account 280 Miscellaneous Benefits — There is no change from the 2008 budget and year -end estimate of $10,000 to the 2009 budget. This line pays for pre - employment physicals for police officer applicants. Account 310 Office and Operating Supplies — The 2009 budget of $187,000 is a reduction of $4,756 or 2.5% from the 2008 budget and year -end estimate of $191,756. The reduction in this account is due to the reallocation of supply funds to service unit 113 SWAT tools. This line pays for office supplies, duty ammunition, training ammunition, taser cartridges, and other necessary operating items. Account 350 Small Tools — The 2009 budget of $35,000 reflects a decrease of $72,650 from the 2008 budget of $107,650. A portion of the 2008 budget included grants received for the purchase of equipment these grant funds are now accounted for in service unit 117. Additionally, a large portion of these funds was moved to the Law & Justice Capital accounts for the use of purchasing equipment for new patrol cars. The remaining funds will pay for digital cameras, weapons and other small equipment items. Account 410 Professional Services — The 2009 budget of $141,000 reflects a $11,000 or 8.5% from the 2008 budget of $130,000. This line covers several professional service expenses, including building security, range master services, Spanish language instruction, arbitration expenses, and pre- booking in- custody medical treatment. The 2008 year -end estimate of $165,000 reflects additional expenses attributed necessary services pertaining to the grant applications. Account 420 Communications — The 2009 budget of $157,315 reflects a $20,558 or 15% increase over the 2008 budget of $136,757. The 2008 year -end estimate is $151,411 a $14,654 increase over the 2008 budget and reflects increased costs based on the need for more secure communications within the department and expanding our cellular phone system to accommodate those needs. Preliminary Budget • Police —17 Account 430 TransportationlTraining - There is no change from the 2008 year -end estimate and budget of $70,000 to the 2009 budget. This account provides travel expenses for employee training department -wide. Account 440 Advertising - There is no change from the 2008 budget of $3,000 to the 2009 budget. There is a decrease of $5,000 from the 2008 year -end estimate of $8,000. This line covers advertising, such as bid calls and recruitment. There are additional recruitment expenses in 2008 for Deputy Police Chief and Crime and Intelligence Analyst Supervisor. Account 450 Operating Rentals and Leases - There is no change from the 2008 budget and year- end estimate of $5,000 to the 2009 budget. This line covers lease of copiers for the administration division. Account 470 Public Utility Services - The 2009 budget of $140,827 reflects a decrease of $3,713 or 2.6% from the 2008 budget of $144,540. Although the 2008 costs are expected to reflect a savings of $19,387 in 2008, this will not be reflected in 2009 as the Department is taking on an additional SWAT station in 2009. Account 480 Repair and Maintenance - There is an increase of $3,716 from the 2008 budget of $85,784 to the 2009 budget of $89,500. This is a 4.3% increase. This increase is due to the increased outside facilities connected with the police department operations. Account 490 Miscellaneous - There is no change from the 2008 budget of $64,800 to the 2009 budget. There is a decrease of $6,000 from the 2008 year -end estimate of $70,800 or 8.5 %. This group of accounts covers training registrations, professional association dues, and subscriptions,. Account 510 Intergovernmental Professional Services - There is no change from the 2008 budget and year -end estimate of $1,487,000 to the 2009 budget. This account pays for incarceration fees at the Yakima County Department of Corrections, Wapato City Jail, Toppenish City Jail and Sunnyside City Jail. Jail costs are also budgeted in the 103 Service Unit. Summary - This service unit for 2009 has a total budget of $3,335,404 or and reflects an increase of $51,490 or 1.6% from the 2008 budget of $3,283,914. These changes are a result of the above - mentioned factors. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $360,802 $461,774 $312,966 $469,025 $546,524 118.4 116.5 120 Overtime 12,522 20,000 6,873 10,000 12,000 60.0 120.0 130 Special Pay 0 1,101 267 1,101 1,101 100.0 100.0 140 Retirement /Term Cashout 682 0 0 0 0 Total 374,006 482,875 320,106 480,126 559,625 115.9 116.6 200 Personnel Benefits 200 Personnel Benefits 77957 111,877 73,418 111,877 119,818 107.1 107.1 280 Clothing And Miscellaneous 9,288 10,000 6,011 10,000 10,000 100.0 100.0 Total 87,244 121,877 79,429 121,877 129,818 106.5 106.5 18 - Police • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 300 Supplies 310 Office & Operating Supplies 193,589 191,756 160,435 191,756 187,000 97.5 97.5 350 Small Tools And Equipment 102,434 107,650 111,504 112,000 35,000 32.5 31.3 Total 296,023 299,406 271,939 303,756 222,000 74.2 73.1 400 Other Services And Charges 410 Professional Services 192,621 130,000 145,074 165,000 141,000 108.5 85.5 420 Communications 140,699 136,757 103,069 151,411 157,315 115.0 103.9 430 Transportation /Training 69,687 70,000 45,932 70,000 70,000 100.0 100.0 440 Advertising 3,680 3,000 6,726 8,000 3,000 100.0 37.5 450 Operating Rentals & Leases 4,613 5,000 3,904 5,000 5,000 100.0 100.0 470 Public Utility Services 133,230 144,540 95,863 125,153 140,827 97.4 112.5 480 Repairs And Maintenance 82,938 85,784 72,275 86,284 89,500 104.3 103.7 490 Miscellaneous 54,005 64,800 39,207 70,800 64,800 100.0 91.5 Total 681,473 639,881 512,050 681,648 671,443 104.9 98.5 510 Intergovernment Prof Svc 1,283,668 1,487,000 1,026,393 1,487,000 1,487,000 100.0 100.0 640 Machinery And Equipment 0 1 0 1 1 100.0 100.0 960 Interfund Insurance Services 357,891 252,874 252,874 252,874 265,517 105.0 105.0 TOTAL EXPENDITURES - SRV UNT 1 19 $3,080,305 $3,283,914 $2,462,790 $3,327,282 $3,335,404 101.6 100.2 SERVICE UNIT 323 - PARKING FACILITIES CAPTAIN ROD LIGHT This service unit is responsible for parking enforcement within the City of Yakima. Account 110 Salaries and Wages - The 2009 budget of $58,787 reflects a $3,879 or 7.1% increase over the 2008 budget of $54,908. There is 1 employee in this service unit. The 2009 budget reflects a full staff with wages at the anticipated increased rate. Account 120 Overtime - There is no change from the 2008 budget of $1,000 to the 2009 budget. There is a decrease of $500 from the 2008 year -end estimate of $1,500. Account 130 Special Pay - There is an increase of $15 from the 2008 budget and year -end estimate of $256 to the 2009 budget of $271. There are employees that perform ancillary parking duties that are partially funded out of this service unit and a portion of their special pay come from this account. Account 200 Personnel Benefits - There is a $159 decrease or .8% from the 2008 budget and year- end estimate of $20,933 to the 2009 budget of $20,774. Account 310 Office and Operating Supplies - There is no change from the 2008 budget and year -end estimate of $1,000 to the 2009 budget. This account pays for marking chalk and paint to maintain city parking lots. Account 410 Professional Services - There is no change from the 2008 budget and year -end estimate of $250 to the 2009 budget. This fund pays for collection services for unpaid parking tickets, and also provides access to vehicle registrations. Preliminary Budget • Police -19 Account 420 Communications - The 2009 budget of $1,092 reflects $42 or 4% increase over the 2008 budget of $1,050. The 2008 year -end estimate is expected fall under budget as expected communication upgrades for 2008 were not completed by the Communications Department. Account 470 Public Utility Services - This unit has an increase of $2,373 or 13.2% from the 2008 budget of $17,951 to $20,324. The increase is $4,308 over the 2008 year -end estimate of $16,016. The increase is due to expected increases in utility rates. Account 480 Repairs and Maintenance - There are no funds budgeted for 2009. There was a $25 expenditure out of this account in 2008. Summary - This service unit has a 2009 budget of $103,497 which reflects an increase of $6,149 or 6.3% from the 2008 budget of $97,348. These changes are the result of the above - mentioned factors. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $34,855 $54,908 $39,293 $54,559 $58,787 107.1 107.8 120 Overtime 1,864 1,000 1,921 1,500 1,000 100.0 66.7 130 Special Pay 17 256 225 256 271 105.9 105.9 Total 36,735 56,164 41,440 56,315 60,058 106.9 106.7 200 Personnel Benefits 7,144 20,933 13,277 20,933 20,774 99.2 99.2 310 Office & Operating Supplies 109 1,000 467 1,000 1,000 100.0 100.0 400 Other Services And Charges 410 Professional Services 59 250 81 250 250 100.0 100.0 420 Communications 415 1,050 472 600 1,092 104.0 182.0 470 Public Utility Services 16,663 17,951 11,240 16,016 20,324 113.2 126.9 480 Repairs And Maintenance 0 0 24 25 0 0.0 Total 17,137 19,251 11,818 16,891 21,666 112.5 128.3 Total Expenditures - Sry Unt 323 $61,125 $97,348 $67,001 $95,139 $103,497 106.3 108.8 20 - Police • Preliminary Budget CITY OF POLICE 2009 PRELIMINARY BUDGET NARRATIVE POLICE CHIEF: Sam Granato DIVISION: Law and Justice Capital - 333 DEFINITION The City uses this fund to account for capital expenditures and grants relating to the law enforce- ment mission of the Yakima Police Department and the Criminal Justice adjudication mission of the City of Yakima Municipal Court. The following service units comprise this department: SERVICE UNIT 103 - CRIMINAL JUSTICE SALES TAX 0.3% INCREASE SERVICE UNIT III - CRIME PREVENTION SERVICE UNIT 518 - CAPITAL IMPROVEMENT SERVICE UNIT 645 - INTERFUND DISTRIBUTION SERVICE UNIT 699 - GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 103 Crmnl Justice Sls Tx .3% Inc $438,013 $54,000 $9,630 $23,000 $86,000 159.3 373.9 111 Crime Prevention 435,828 716,300 334,887 505,000 909,014 126.9 180.0 518 Capital Improvement 79,638 93,000 16,858 92,881 148,000 159.1 159.3 TOTAL EXPENDITURES $953,479 $863,300 $361,374 $620,881 $1,143,014 132.4 184.1 REVENUE SUMMARY BY SERVICE UNIT 103 Crmnl Justice Sls Tx .3% Inc $342,870 $70,000 $59,166 $73,500 $73,500 105.0 100.0 111 Crime Prevention 383,078 610,000 274,902 428,500 712,514 116.8 166.3 645 Interfund Distribution 145,089 149,000 106,568 149,000 153,500 103.0 103.0 699 General Revenues 602,012 427,297 519,571 523,571 557,690 130.5 106.5 TOTAL REVENUES $1,473,050 $1,256,297 $960,207 $1,174,571 $1,497,204 119.2 127.5 Preliminary Budget • Police - 21 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 300 Supplies 90,907 130,000 78,803 133,881 240,000 184.6 21.0 400 Other Services And Charges 44,140 91,300 18,902 91,000 100,000 109.5 8.8 500 Intergov Srvcs /Other Interfund 264,186 0 0 0 0 0.0 600 Capital Outlays 219,247 302,000 8,667 56,000 463,014 153.3 40.5 900 Interfund Payment For Svcs 335,000 340,000 255,001 340,000 340,000 100.0 29.8 TOTAL EXPENDITURES $953,479 $863,300 $361,374 $620,881 $1,143,014 132.4 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 103 - CRIMINAL JUSTICE SALES TAX 0.3% INCREASE Account 350 Small Tools - The 2009 budget of $55,000 reflects a $40,000 increase over the 2008 budget of $15,000. This line holds $15,000 for office equipment and $40,000 computers for patrol cars (previously budgeted in Information Systems). Account 640 Machinery and Equipment - The 2009 budget of $31,000 reflects no change from the 2008 budget. These funds are budgeted for laboratory equipment. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 350 Small Tools And Equipment $5,459 $15,000 $1,698 $15,000 $55,000 366.7 366.7 550 Interfund Subsidies 264,186 0 0 0 0 600 Capital Outlays 620 Buildings 168,369 0 0 0 0 640 Machinery And Equipment 0 39,000 7,931 8,000 31,000 79.5 387.5 Total 168,369 39,000 7,931 8,000 31,000 79.5 387.5 Total Expenditures - Sry Unt 103 $438,013 $54,000 $9,630 $23,000 $86,000 159.3 373.9 Revenues 310 Taxes $160,000 $70,000 $59,166 $73,500 $73,500 105.0 100.0 330 Intergovernmental Revenues 182,870 0 0 0 0 Total Revenues - Sry Unt 103 $342,870 $70,000 $59,166 $73,500 $73,500 105.0 100.0 SERVICE UNIT III - CRIME PREVENTION Account 350 Small Tools - The 2009 budget of $185,000 reflects a $70,000 increase over the 2008 budget of $115,000. These funds are used to purchase equipment for patrol cars of $120,000, radios and equipment for officers of $40,000, gear obtained with the JAG grants $15,000 and $10,000 for SWAT tactical equipment. Account 400 Professional Services - The 2009 budget of $10,000 reflects a $3,700 increase over the 2008 budget of $6,300. These funds are allocated to the Yakima Police Athletic League per the JAG grants. Account 640 Machinery and Equipment - The 2009 budget of $374,014 reflects an increase of $119,014 over the 2008 budget of $255,000. The 2008 entire 2008 budget of $255,000 was rolled into 2009 as they were COPS Tech Grant funds scheduled for 2008 but delayed for 2009 use. The 22 - Police • Preliminary Budget COPS Tech Grant will purchase $314,814 of equipment per the grant budget. In addition $59,200 is budgeted for the Coverdell Forensic Science Improvement Grant that is still in the approval process. Account 950 Interfund Operating Rental and Leases - There is $340,000 budgeted in this line for 2009 which reflects no change over the 2008 budget. These funds support the replacement of the Police Department fleet. Typically the Police Department can purchase 10 -12 patrol cars and two patrol bikes with these funds. These purchases vary based on need. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 350 Small Tools And Equipment $85,448 $115,000 $73,224 $115,000 $185,000 160.9 160.9 410 Professional Services 15,380 6,300 5,926 10,000 10,000 158.7 100.0 640 Machinery And Equipment 0 255,000 736 40,000 374,014 146.7 935.0 950 Interfund Opt Rental & Lease 335,000 340,000 255,001 340,000 340,000 100.0 100.0 TOTAL EXPENDITURES - SRV UNT 1 1 1 $435,828 $716,300 $334,887 $505,000 $909,014 126.9 180.0 REVENUES 310 Taxes $311,016 $330,000 $234,797 $313,500 $313,500 95.0 100.0 330 Intergovernmental Revenues 72,062 280,000 40,105 115,000 399,014 142.5 347.0 TOTAL REVENUES - SRV UNT 1 1 1 $383,078 $610,000 $274,902 $428,500 $712,514 116.8 166.3 SERVICE UNIT 518 - CAPITAL IMPROVEMENT Account 410 Professional Services - There is $65,000 budgeted in this line for architectural services related to the west side precinct study.. Account 480 Repairs and Maintenance - For 2009, $25,000 is budgeted for HVAC contingency. Account 620 Buildings - The 2009 budget of $8,000 is budgeted as contingency for other building repairs. Account 640 Buildings - The 2009 budget of $50,000 will support the purchase of a communications service monitor and radio console upgrade for the Public Safety Communications Department. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 350 Small Tools And Equipment $0 $0 $3,881 $3,881 $0 0.0 400 Other Services And Charges 410 Professional Services 18,984 60,000 12,977 56,000 65,000 108.3 116.1 480 Repairs And Maintenance 9,775 25,000 0 25,000 25,000 100.0 100.0 Total 28,760 85,000 12,977 81,000 90,000 105.9 111.1 600 Capital Outlays 620 Buildings 0 8,000 0 8,000 8,000 100.0 100.0 640 Machinery And Equipment 50,878 0 0 0 50,000 Total 50,878 8,000 0 8,000 58,000 725.0 725.0 TOTAL EXPENDITURES - SRV UNT 518 $79,638 $93,000 $16,858 $92,881 $148,000 159.1 159.3 Preliminary Budget • Police - 23 SERVICE UNITS 645 & 699 - REVENUES The following table details the Law and Justice Capital Fund revenues for 2008 and 2009: 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET SERVICE UNIT J 03 0.3% Criminal Justice Sales Tax $160,000 $70,000 $73,500 Homeland Security Grant Program 182,870 0 0 Subtotal Service Unit 103 $342,870 $70,000 $73,500 SERVICE UNIT J J J Criminal Justice Sales Tax 70,000 70,000 73,500 Cable TV Utility Tax (1) 241,016 260,000 240,000 Justice Assistance Grant 22,062 25,000 25,000 Law Enforcement Grant 0 255,000 374,014 High Crime (State Shared Revenue) 50,000 0 0 Subtotal Service Unit 111 $383,078 $610,000 $712,514 SERVICE UNIT 645 In lieu Utility Tax( 145,089 149,000 153,500 SERVICE UNIT 699 Interest from Investments 27,533 4,000 4,000 Sale of Fixed Asset 15,150 0 0 Capital lease financing 0 0 0 Subtotal Service Unit 699 $42,683 $4,000 $4,000 TOTAL REVENUE $913,720 $833,000 $943,514 1) One -half percent of the in -lieu utility taxes for Water, Wastewater and Refuse was programmed for debt service on the Law and Justice Center (to supplement the Cable TV utility tax levied for that purpose). Recently, there has been growth in the Cable tax, and the debt service fund does not need the entire distribution of either cable tax or in -lieu tax. Since these taxes are earmarked for Law and Justice Capital needs, the amounts not needed in the debt service fund are being deposited in the Law and Justice Capital Fund to help establish an ongoing source of revenue for this critical function. Summary - Fund 333 is projected to begin 2009 with a fund balance of $553,690. When total revenues of $943,514 are added, total resources for 2009 amount to $1,497,204. After expenditures of $1,143,014 the ending fund balance is projected to be $354,190. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 390 Other Financing Sources $145,089 $149,000 $106,568 $149,000 $153,500 103.0 103.0 TOTAL REVENUES - SRV UNT 645 $145,089 $149,000 $106,568 $149,000 $153,500 103.0 103.0 REVENUES 270 Beginning Balance $559,329 $423,297 $519,571 $519,571 $553,690 130.8 106.6 360 Miscellaneous Revenues 27,533 4,000 0 4,000 4,000 100.0 100.0 390 Other Financing Sources 15,150 0 0 0 0 TOTAL REVENUES - SRV UNT 699 $602,012 $427,297 $519,571 $523,571 $557,690 130.5 106.5 24 - Police • Preliminary Budget Fire 032 Fire 150 Emergency Services 151 Public Safety Communications 332 Fire Capital FIRE 2008 Budgeted Staffing Levels C C. MENDOZA C. HINES R. MANTEY Administrative Assistant fire Chief Secretary 11 119.00 Positions 1 B. STEWART D. WILLSON W. WANTLAND n Deputy Chief Deputy Chief PUBLIC SAFETY Operations /Logistics Support Services Communications Manager 78.00 Positions 4.00 Positions 32.00 Positions Fire • EMS • Equipment Strategic Planning Dispatch Special Operations /Logistics Accreditation 9 -1 -1 Call Taking Vehicle Maintenance J Budgeting Communications Info Systems Purchasing Electronic Equipment Internal Affairs Construction and i.--- SEVIGNY ..\ Community Ri Repairs A. CASTILLEJA Training Supervision Safety Administration M. COLE Investigations Operations Batalion Chiefs Codes Interface Fire Marshall Fire Suppression Reserve Force (12) EMS Responses HazMat Responses Disaster Planning Emergency Preparedness Resource Scheduling Career Officers M and Firefighters POLICE 75.0 Positions, 3 Shifts 1 DEPARTMENT Shared administrative authority of the Public Safety Communications Division between Police Chief and Fire Chief CITY OF ydb,,,, FIRE 2009 PRELIMINARY BUDGET NARRATIVE FIRE CHIEF: Charlie Hines DIVISION: Fire — 032 DEFINITION The Fire Department has the responsibility for the protection of lives and property from loss due to fire, emergency medical response, and all other emergency events that occur in the City with the exception of law enforcement. Additionally, the Department provides fire and injury prevention public education programs designed to educate the citizens about the hazards of fire, emergency fire extinguishing and evaluation methods, disaster pre - planning, and general community preparedness. The Fire Department is in the process of coordinating National Incident Management System (NIMS) compliance activities with City employees and departments. To accomplish these responsibilities in the most efficient and productive manner, the Department has a staff of career and reserve employees strategically located at Fire Stations throughout the community. The Fire Department has the following service units: SERVICE UNIT 121 — AUXILIARY SERVICE UNIT 122 — SUPPRESSION SERVICE UNIT 123 — INVESTIGATION SERVICE UNIT 125 — TRAINING SERVICE UNIT 129 — ADMINISTRATION SERVICE UNIT 645 — INTERFUND DISTRIBUTION AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1180 Fire Chief 1.00 1.00 1.00 6380 Deputy Fire Chief 2.00 2.00 2.00 6327 Battalion Chief (Shift) 3.00 3.00 3.00 6325 Fire Captain (Shift 6.00 6.00 6.00 6323 Fire Lieutenant 12.00 12.00 12.00 6351 Fire Training Supervisor (Captain) 1.00 1.00 1.00 6343 Deputy Fire Marshal 1.00 1.00 1.00 6344 Assistant Fire Marshal 1.00 1.00 1.00 ( 6352 Fire Training Assistant (Lieutenant) 1.00 1.00 1.00 Preliminary Budget • Fire —1 2008 2009 CLAss 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 6321 Firefighter 57.00 57.00 57.00 8230 Mechanic 1.00 1.00 1.00 16101 Administrative Assistant to the Fire Chief 1.00 1.00 1.00 6441 Secretary II 1.00 1.00 1.00 TOTAL PERSONNEL 88.00 88.00 88.00 (1) Job Class Code 6344, Assistant Fire Marshal, which is funded by the Fire Department, is filled with a Police Officer, Job Class Code 6121 for year 2008 and 2009; this position is found in the Police Department's Authorized Personnel. BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 121 Fire Auxiliary $7754 $12,600 $7,665 $11,100 $10,900 86.5 98.2 122 Fire Suppression 6,802,461 7,327719 5,352,605 7,317,500 7,723,325 105.4 105.6 123 Fire Investigation 151,612 141,397 119,958 145,999 151,371 107.1 103.7 125 Fire Training 266,230 299,511 218,625 292,511 315,402 105.3 107.8 129 Administration 713,316 662,014 528,850 664,863 715,128 108.0 107.6 TOTAL EXPENDITURES $7,941,374 $8,443,241 $6,227703 $8,431,972 $8,916,125 105.6 105.7 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 6,024,842 6,439,978 4,666,651 6,411,495 6,805,245 105.7 76.3 200 Personnel Benefits 1,325,942 1,394,889 1,069,177 1,428,455 1,510,032 108.3 16.9 SUB -TOTAL SALARIES AND BENEFITS 7,350,784 7,834,867 5,735,828 7,839,950 8,315,278 106.1 93.3 300 Supplies 225,616 251,287 209,400 242,845 241,340 96.0 2.7 400 Other Services And Charges 232,934 263,221 188,710 255,311 260,954 99.1 2.9 500 Intergov Srvcs /Other 17 100 0 100 100 100.0 0.0 Interfund 900 Interfund Payment For Svcs 132,022 93,765 93,765 93,765 98,453 105.0 1.1 TOTAL EXPENDITURES $7941,374 $8,443,241 $6,227,703 $8,431,972 $8,916,125 105.6 100.0 EXPLANATORY NARRATIVE Salaries and Wages - The 2009 budget is adjusted to reflect an estimate of the negotiated wage increase effective 1/1/2009 and again in July of 2009. Minor changes in the salary will also occur because of an individual employee's merit adjustments or eligibility for longevity. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Although not as drastic as the PERS increase, there is also a minimal mandated increase in the LEOFF (Law Enforcement Officers and Fire Fighters) Retirement system. 2 - Fire • Preliminary Budget The Department provides service in a wide variety of areas such as Fire Suppression, Public Fire Prevention Education, Injury Prevention Education, Hazardous Materials Response, Basic Life Support Emergency Medical Response, Disaster Planning, Aircraft Fire and Rescue Response, Cave -in /Building Collapse Rescue, Fire Investigation, Arson Detection Canine, Confined Space Rescue, High and Low Angle Rescue, Incident Command, and Involvement in Community Projects. Each of these services requires extensive education and training on a continuous basis for our personnel. The majority of the training is being done by personnel in-house; however, to provide up -to -date and state -of -the -art training, it necessitates that we send our personnel to some outside training programs to maintain a high level of professionalism. This year the Department will continue to focus on expanding our training center education activities. This will provide on -site training for our personnel using statewide and national experts in the related fields. The Department has devoted a large percentage of available training funds toward state and federally mandated training for structured Firefighter training, specialized rescue, Emergency Medical certification, hazardous materials response, Incident Command and National Incident Management System (NIMS) training. Interfund Operating Rentals and Leases — The equipment replacement reserve within the Fire Capital Fund was established a number of years ago, and has provided the Fire Department with the ability to replace equipment without a major impact on the General Fund or a need to pursue bonding revenue. The fund was set up using the City code provisions, which established a structured method for building equipment replacement reserves. It is based on the estimated life, salvage value, inflation, and the original cost of the major Fire Department rolling stock. In 2009, the funding of this account is proposed at $95,000 from the Emergency Services Fund; contribution from the General Fund continues to be eliminated again this year due to budget constraint. The 2009 budget allocates $250,000 from Real Estate Excise Tax 1 (REET 1) money to the Fire Capital to facilitate purchase of a Ladder Truck. This level of funding is barely adequate to provide enough revenue to meet the immediate apparatus replacement needs that exist today. Future apparatus, facilities and equipment needs are not addressable with this level of funding. Summary — The budget for 2009 is $8,916,125 which reflects an increase of $472,884.00 or 5.6% from the 2008 amended budget of $8,443,241. The increase is due to wage, merit increases, longevity obligations and other budgetary increases. SERVICE UNIT 121 — AUXILIARY DEPUTY FIRE CHIEF DAVE WILSON 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 122 Fire and Other Fire 493 497 509 Rupture /Explosions 4 7 9 Hazardous Condition 140 169 169 Service Call 502 512 523 Good Intent (resp to report of fire /other hazardous conditions) 505 587 587 False Call 522 547 548 Other (miscellaneous request for service) 24 24 24 Total Fire & Other 2190 2343 2369 EMS /Rescue 6804 6889 7027 Total Fire, Other & EMS Rescue In- Service Training (Man Hours) 8994 9233 9396 Preliminary Budget • Fire — 3 The "Yakima Fire Reserves" play a vital role in the success of the Yakima Fire Department. These dedicated citizens serve in one of three branches: Emergency Operations, Public Education and Chaplaincy. ➢ The Operations branch responds to major emergencies in Air Support 90 and provides rehabilitation to the firefighters. This includes monitoring vital signs, re- hydration and mitigating the effects that the environment has on them. In addition, the reserves are tasked with refilling our self - contained breathing apparatus (SCBA) bottles and assisting with disaster relief efforts. ➢ The Public Education branch visits schools, fairs and various public events to promote fire safety and education. They have been very successful by utilizing puppets, "Sparky," and a variety of brochures and pamphlets. ➢ The Chaplaincy branch provides counseling, crisis intervention at emergency scenes and is a key member of our Critical Incident Stress Debriefing (CISD) team. The Reserve Program has developed a core of dedicated volunteers, who truly have a passion to serve their fellow citizens. Last year, they contributed well over 2,400 hours of fire ground and community service. This program is expanding in scope, without expanding the budget. Projects such as the "Yakimaopoly" game board, car washes, yard sales, and the Fire Department Cookie Barn at the fair were entirely developed by the Fire Department Reserves. These programs generate income to the program that allows it to expand without affecting the city budget. These income - generating programs also help fund the renovation of the newly acquired rehabilitation van received from People for People. Account 280 Clothing and Miscellaneous — This line item for 2009 is budgeted at $1,600 which is the same as the 2008 budget and year -end estimate. Account 350 Small Tools and Equipment — This item is projected to be $1,500 for 2009, the same as the 2008 year -end budget. Blood pressure (BP) cuffs, reflective safety vests, puppets and sports drinks were some of the items purchased. Account 410 Professional Services — This item is projected to be $800 for 2009, which is a 20% decrease from the 2008 estimated year -end budget. This account provides for background checks on Reserve candidates. The fund is used some years more than others depending on new reserve candidate applications. Our goal for 2009 is to increase the number of Fire Reserves. Account 480 Repairs and Maintenance — This line item for 2009 is $500 which is the same as the 2008 budget and year -end estimate. This account is for repairing the portable refrigerator, BP cuffs, portable propane heaters, etc. Account 490 Miscellaneous — This line item is projected to be $1,500 for 2009, the same as the 2008 budget and year -end estimate. This fund pays for Association dues, books, seminars, classes and Emergency Medical Technician (EMT) tuitions. Account 4R0 Reserve Firefighters — This line item for 2009 is $5,000 which reflects a decrease of $1,500 or 23% from the 2008 budget. This fund is for compensation of costs incurred by reserves responding to emergencies and performing public services. The reserves are paid a small amount per incident to help offset the costs of gas money that they incur driving to the fire station from their homes for volunteer work for the city. 4 — Fire • Preliminary Budget Summary - The 2009 budget for service unit 121, Fire Auxiliary, is projected at $10,900. This reflects a 13.5% decrease from the 2008 budget of $12,600 in service unit 121. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 280 Clothing And Miscellaneous $2,156 $1,600 $569 $1,600 $1,600 100.0 100.0 350 Small Tools And Equipment 1,001 1,500 1,279 1,500 1,500 100.0 100.0 400 Other Services And Charges 410 Professional Services 76 1,000 834 1,000 800 80.0 80.0 480 Repairs And Maintenance 0 500 0 500 500 100.0 100.0 490 Miscellaneous 1,855 1,500 1,561 1,500 1,500 100.0 100.0 4R0 Reserve Fire Fighters 2,666 6,500 3,423 5,000 5,000 76.9 100.0 Total 4,597 9,500 5,817 8,000 7,800 82.1 97.5 Total Expenditures - Sry Unt 121 $7754 $12,600 $7,665 $11,100 $10,900 86.5 98.2 SERVICE UNIT 122 - SUPPRESSION DEPUTY FIRE CHIEF BOB STEWART The mission of this service unit is to professionally and expeditiously control and mitigate incidents resulting from fires, medical emergencies, natural and man -made disasters, hazardous materials incidents, and other related incidents; to minimize suffering and loss of life and property; and to protect the environment. The current work program of this service unit includes the maintenance of a professional force prepared to attack and extinguish all uncontrolled fires and to provide basic life support medical assistance to victims of acute illness and trauma within the City. We have increased our focus on preparedness for disasters and made a concerted effort to meeting nationally defined standards for incident management (NIMS) and hazardous material response. Increases in demand for service are primarily attributable to growth through annexations and cooperative agreement response areas. Structural Fires Structure fires usually require four or more companies per response. Other Fires Includes vehicle, aircraft, outside of structure fires, and grass fires. Hazardous Conditions Include liquid spills, hazardous material leaks, spills or incidents, electrical hazards, events that pose risk to health and welfare of people, property or environment Service Call Includes such alarms as smell of smoke, CO alarms sounding, assisting invalids, lock -outs and various other calls not requiring a "lights and siren" emergency response. Automatic Alarms Alarms from on -site monitoring systems. Other Emergencies Calls that are unique in nature that are not able to be categorized EMS /Rescue Consist of all types of medical and traumatic injury calls, including: cardiac difficulties and arrest, breathing difficulties and arrest, vehicles accidents, and varied technical rescue services. Account 110 Salaries and Wages - The 2009 budgeted amount for this line item is $5,583,609. This amount reflects an increase of $365,013 or 7% from the 2008 amended budget of $5,218,596. The 2009 costs are an accurate reflection of meeting full- authorized staffing levels with merit and longevity increases. Preliminary Budget • Fire - 5 Account 120 Overtime — The 2009 budgeted amount for this line item is $315,500. This amount reflects a decrease of $82,000 or 20.6% from the 2008 amended budget of $397,500. The overtime budget is primarily driven by the need to maintain minimum shift staffing levels. Account 130 Shift Differential — The 2009 budgeted amount for this line item is $31,661. This amount reflects an increase of $11,661 or 58% from the 2008 budget of $20,000. This increase is the result of special pays being based on a percentage basis, rather than a flat rate calculation. This account provides for stipends and special pays which include pay differentials for MSA Technician, Technical Rescue Team member, Investigator, and Hazard Material Technician. Account 140 Retirement /Termination Cash -out — The 2009 budgeted amount for this line item is $68,000. This amount remains unchanged from the 2008 amended budget. This account provides for employee retirement cash -outs and year -end holiday time sell backs. Prior to 2006, year -end cash -outs were absorbed within existing budgets. To date there are no planned retirements in 2009. Account 200 Personnel Benefits — The 2009 budgeted amount for this line item is $1,272,661. This amount reflects an increase of $116,760 or 10% from the 2008 amended budget of $1,155,901. The personnel benefit account funds the City's self- insured programs (i.e., medical, dental, industrial, and unemployment insurances). Account 280 Clothing and Miscellaneous — The 2009 budgeted amount for this line item is $103,000. This amount reflects a decrease of $5,363 or 5% from the 2008 amended budget of $108,363. This account provides for the purchase and maintenance of Personal Protective Equipment (PPE), turnouts and uniforms, and also funds physical exams for newly -hired members and those members over the age of forty. Account 310 Office and Operating Supplies — The 2009 budgeted amount for this line item is $85,500. This amount reflects a decrease of $9,135 or 9.6% from the 2008 amended budget of $94,635. This account is used to fund supplies for the fire stations, training center, administration offices and maintenance facility. Some examples include office supplies, cleaning supplies; breathing apparatus repair parts, foam and dry powder extinguishing agents for Aircraft Rescue and Firefighting (ARFF). The majority of this line item funds the repair and maintenance of emergency vehicles (fire engines and ladder trucks). Account 320 Fuel / Consumed — The 2009 budgeted amount for this line item is $80,740. This is an increase of $7,365 or 10% over the 2008 amended budget of $73,375. This account provides for the purchase of diesel fuel and gasoline utilized by the Fire Department vehicles. Account 350 Small Tools and Minor Equipment — The 2009 budgeted amount for this line item is $29,500. This amount reflects a decrease of $3,888 or 11.6% from the 2008 amended budget amount $33,388. This account provides for the purchase of a variety of tools and equipment for fire station facilities and fire apparatus. In addition, this account provides the funds needed to maintain facility appliances and furnishings. Examples of items under this account are Thermal Imaging Cameras (TIC), axes, vapor /gas monitors, safety vests, drills, lights, traffic cones, seat belt cutters, rubbish hooks, flashlights, ladder belts, nozzles, hose, vacuum cleaners, batteries, axe belts, cameras, tarps, ovens, chairs, etc. 6 — Fire • Preliminary Budget Account 410 Professional Services — The 2009 budgeted amount for this line item is $5,500. This is a pass- through account used as a contribution to 4th of July Committee for the annual fireworks display. Funding for this account and the annual contribution has remained unchanged for the past several years. Account 420 Communications — The 2008 budgeted amount for this line item is $4,277. This amount reflects a decrease of $300 or 6.6% from the 2008 amended budget of $4,577. This account supports the department telephones. Account 450 Operating Rentals and Leases — The 2009 budgeted amount for this line item is $1,000. This amount remains unchanged from the 2008 amended budget. This account funds the rental of the propane tanks located at the fire stations to fuel the emergency backup generators and the training tower burn room fuel tank rental. Account 470 Public Utility Services — The 2009 budgeted amount for this line item is $97,777. This amount reflects a decrease of $5,508 or 5.3% from the 2008 year -end estimate of $103,285. This decrease is a result of YPD's occupancy in the Fruitvale Fire Station. This account funds the electricity, natural gas, water, and sewer and irrigation costs for all Fire Department facilities. Account 480 Repairs and Maintenance — The 2009 budgeted amount for this line item is $32,000. This amount remains unchanged from both the 2008 amended budget. This R & M account provides funding for the self- contained breathing apparatus (SCBA) maintenance, equipment and facility repairs, pest control, paging services, carpet cleaning, apparatus bay door maintenance, vehicle exhaust capture systems, sprinkler system check valve tests, etc. Account 490 Miscellaneous — The 2009 budgeted amount for this line item is $12,500. This amount reflects an increase of $1,000 or 8.7% from the 2008 amended budget of $11,500. This account funds tuitions /registrations for training conferences, classes, and seminars. In addition, this account is used to pay dues to professional organizations and subscriptions for professional literature as well as funding promotional exams. Account 530 State /County Taxes — The 2009 budgeted amount for this line item is $100. This amount remains unchanged from the 2008 amended budget. This account is used to fund sales tax remitted directly to the State when vendors do not include sales tax in their products cost. Summary — The 2009 budgeted amount for service unit 122 is $7,723,325. This amount reflects an increase of $395,606 or 5.4% from the 2008 amended budget of $7,327,719. That increase is a direct result of wage increases through the Collective Bargaining Agreement (CBA). Preliminary Budget • Fire — 7 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $4,817,682 $5,218,596 $3,828,037 $5,218,594 $5,583,609 107.0 107.0 120 Overtime 447520 397500 205,612 307,100 315,500 79.4 102.7 130 Special Pay 19,414 20,000 23,006 28,443 31,661 158.3 111.3 140 Retirement /Term Cashout 10,015 68,000 54,075 122,075 68,000 100.0 55.7 Total 5,294,631 5,704,096 4,110,730 5,676,213 5,998,770 105.2 105.7 200 Personnel Benefits 200 Personnel Benefits 1,073,848 1,155,901 889,794 1,191,901 1,272,661 110.1 106.8 280 Clothing And Miscellaneous 99,329 108,363 79,207 105,679 103,000 95.1 97.5 Total 1,173,177 1,264,264 969,001 1,297,580 1,375,661 108.8 106.0 300 Supplies 310 Office & Operating Supplies 90,130 94,635 86,689 87968 85,500 90.4 97.2 320 Fuel Consumed 56,954 73,375 56,243 73,400 80,740 110.0 110.0 350 Small Tools And Equipment 37188 33,388 30,512 32,388 29,500 88.4 91.1 Total 184,272 201,398 173,443 193,756 195,740 97.2 101.0 400 Other Services And Charges 410 Professional Services 7076 5,500 0 5,000 5,500 100.0 110.0 420 Communications 2,837 4,577 2,621 4,122 4,277 93.5 103.8 450 Operating Rentals & Leases 644 1,000 486 1,000 1,000 100.0 100.0 470 Public Utility Services 92,430 103,285 58,629 93,730 97777 94.7 104.3 480 Repairs And Maintenance 37433 32,000 29,289 32,000 32,000 100.0 100.0 490 Miscellaneous 9,944 11,500 8,406 14,000 12,500 108.7 89.3 Total 150,364 157862 99,431 149,851 153,053 97.0 102.1 530 State /County Taxes & Assmt 17 100 0 100 100 100.0 100.0 TOTAL EXPENDITURES - SRV UNT 122 $6,802,461 $7327719 $5,352,605 $7317500 $7,723,325 105.4 105.6 SERVICE UNIT 123 - INVESTIGATION DEPUTY FIRE CHIEF DAVE WILLSON 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 123 Juvenile Fire Setter Counseling 40 45 41 Investigate and Determine the Cause of the Fires 600 620 640 Accelerant Detection Canine Utilizations (started 1/1/05) 60 65 68 This service unit is responsible for determining the origin and cause of all fires and explosions occurring within the City, and identifying criminal acts as related to the incidence of fire. The goal of this service unit is to determine accurately the cause of fires and gather evidence required for prosecution of persons guilty of arson, as well as facts and information that may be pertinent to protect failure and safety concerns. Investigations lead to claims and restitution for all fires (accidental and intentional). Subrogation and insurance restitution has expanded the role of fire investigation. To increase efficiency and be more cost effective, the YFD utilizes "shift investigators ". This allows Firefighters that are already on duty, assigned to a fire engine, to investigate a significant number of fires. This takes a tremendous workload off of our two day investigators while reducing overtime costs. 8 - Fire • Preliminary Budget In April of 2006 Yakima Fire Department instituted a pilot program, which involves assigning an YPD Detective as a fire investigator. This program has been successful beyond our expectations. The program had a sunset date of April 2008. We successfully came to an agreement to extend this program into 2113. This unit is also responsible for the delivery of the Juvenile Fire Stopper Program, Public Safety Education and Media Relations in the City. Additionally, this unit performs background checks on new hires, conducts special internal investigations for the department, and issues public disclosure releases as per applicable RCW. Account 110 Salaries and Wages — The 2009 budget is adjusted to reflect a negotiated 3 -5% increase in wages in 2009. The 2009 projected budget of $75,696 is an increase of $1,974 or 2.7% from the 2008 budget. Account 120 Overtime — This line item for 2009 of $18,000 is a decrease of $2,000 dollars from the 2008 year- end estimated budget of $20,000.. Account 130 Shift Differential — This item is budgeted at $23,476 for 2009, a $9,076 increase over the 2008 budget of $14,400. This money is to provide the "stipend" or skill pay for the shift fire investigators. Account 200 Personnel Benefits — The personnel benefit accounts include the City's self- insured programs (i.e. medical; dental; industrial; and unemployment insurances). The 2009 budget of $18,951reflects an increase of $925 or 5.1% from the 2008 amended budget. This increase is based on the anticipated increase in the cost of benefits and the anticipated wage increases. Account 310 Office and Operating Supplies — This line item has been budgeted at $2,000 there is no increase from the 2008 budget. This account provides for evidence kits, property room equipment, disposable cameras and film development. Account 350 Small Tools and Equipment — This account is budgeted at $4,600. There is no increase in this budget line from the 2008 budget. This account provides for digital cameras, saw blades, weapons vault, power converters and ammunition. Account 410 Professional Services — This line item has been budgeted at $1,200. This reflects no increase from the 2008 budget. This account is utilized to cover expenses associated with conducting background investigations for firefighter candidates as well as the on -duty Polygraph Technician at YPD. Account 420 Communications — For 2009, this account remains unchanged from the 2008 budget of $1,048. This line item provides cellular phone to the fire investigator. Account 430 Transportation /Training — For 2009 the 430 line is $2,500. This account remains unchanged from the 2008 budget of $2,500. This account provides for classes on Interrogation techniques and K-9 training classes. Account 490 Miscellaneous — This line item is budgeted for $3,900 in 2009, the same as 2008 budget. This account provides for Association dues, continuing education seminars, subscriptions and registration fees for classes. Summary — The 2009 budget for Service Unit 123, Fire Investigation, is $151,371. This is $9,974 more than the 2008 budget of $141,397.. Preliminary Budget • Fire — 9 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $71,825 $73,722 $54,260 $73,722 $75,696 102.7 102.7 120 Overtime 29,194 20,000 22,169 20,000 18,000 90.0 90.0 130 Special Pay 15,883 14,400 16,145 20,800 23,476 163.0 112.9 Total 116,902 108,122 92,574 114,522 117,172 108.4 102.3 200 Personnel Benefits 24,265 18,026 19,731 18,276 18,951 105.1 103.7 300 Supplies 310 Office & Operating Supplies 963 2,000 862 2,000 2,000 100.0 100.0 350 Small Tools And Equipment 3,352 4,600 3,521 4,600 4,600 100.0 100.0 Total 4,316 6,600 4,383 6,600 6,600 100.0 100.0 400 Other Services And Charges 410 Professional Services 0 1,200 0 0 1,200 100.0 420 Communications 240 1,048 118 200 1,048 100.0 524.0 430 Transportation /Training 299 2,500 -425 2,500 2,500 100.0 100.0 490 Miscellaneous 5,590 3,900 3,577 3,900 3,900 100.0 100.0 Total 6,129 8,648 3,270 6,600 8,648 100.0 131.0 TOTAL EXPENDITURES - SRV UNT 123 $151,612 $141,397 $119,958 $145,999 $151,371 107.1 103.7 SERVICE UNIT 125 - TRAINING DEPUTY FIRE CHIEF DAVE WILLSON The purpose of this service unit is to provide development and coordination of all education, training and certification programs for the Fire Department. The division added a Council- approved Training Lieutenant position in 2003, which is funded by pass- through YV-Tech funds. Five major areas of activity exist within the Training Division of the Department; (1) fire suppression training, (2) emergency medical training, (3) special operations training (hazardous materials, terrorism mitigation and tactical rescue), and (4) fire investigation training, and (5) recruit academy training. Account 110 Salaries and Wages - The 2009 budgeted amount for this line item is $198,954. This amount reflects an increase of $15,507 or 8.5% from the 2008 amended budget of $183,448. This account funds the Fire Training Lieutenant and Deputy Fire Marshal positions. Account 120 Overtime - The 2009 budgeted amount for this line item is $16,000. This amount is a $4,000 reduction from the 2008 amended budget. This account provides for off -duty mandated training, such as ARFF, Hazmat Team and Recruit Fire Academy instructors. Account 130 Shift Differential - The 2009 budgeted amount for this line item is $5,593. This amount is a $2593 from the 2008 amended budget of $3,000. Account 140 Retirement /Termination Cash -out - The 2009 budgeted amount for this line item is $2,000. This amount remains at unchanged from the 2008 budget.. Account 200 Personnel Benefits - The 2009 budgeted amount for this line item is $32,800. This amount reflects an increase of $1,791 or 5.8% from the 2008 amended budget of $31,008. The personnel benefit accounts fund the City's self- insured programs (i.e., medical, dental, industrial, and unemployment insurances). 10 - Fire • Preliminary Budget Account 310 Office and Operating Supplies - The 2009 budgeted amount for this line item is $21,000. This amount remains unchanged from the 2008 budget. This account provides public education supplies, brochures, sensor kits for the training tower burn room, entrance exam costs, instructor manuals, dry erase boards, canine masks, foil badges, building, outside sound system, lumber, concrete, etc. Account 350 Small Tools and Equipment - The 2009 budgeted amount for this line item is $1,500. This amount remains unchanged from the 2008 amended budget. This account funds equipment such as printers, storage racks for training supplies. Account 410 Professional Services - The 2009 budgeted amount for this line item is $28,000. This amount remains unchanged from the 2008 budget.. This account provides for the Tri- County HazMat Team fee, ARFF training requirements, outside instructors and cadet instructor requirements, and all schools and classes by Yakima Firefighters. Account 420 Communications - The 2009 budgeted amount for this line item is $655. This amount reflects no change from the 2008 amended budget. This account is use to provide Nextel /cellular communications to our emergency responders. Account 490 Miscellaneous - The 2009 budgeted amount for this line item is $8,900. This amount reflects no change from the 2008 budget. This line item provides fitness equipment, fuel for fire training, permit fees, dues, subscriptions, tuitions. The decrease is primarily related to elimination of the college degree program contribution from the City. Summary - The 2009 Budget for Service Unit 125, Fire Training, is projected at $315,402. This amount reflects an increase of $15,891 or 5.3% from the 2008 amended budget amount of $299,510. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $172,155 $183,448 $137416 $183,448 $198,955 108.5 108.5 120 Overtime 14,887 20,000 9,285 15,000 16,000 80.0 106.7 130 Special Pay 819 3,000 1,932 3,000 5,593 186.4 186.4 140 Retirement /Term Cashout 2,959 2,000 0 0 2,000 100.0 Total 190,820 208,448 148,632 201,448 222,548 106.8 110.5 200 Personnel Benefits 27,752 31,008 23,294 31,008 32,800 105.8 105.8 300 Supplies 310 Office & Operating Supplies 24,542 21,000 12,113 21,000 21,000 100.0 100.0 350 Small Tools And Equipment 914 1,500 987 1,500 1,500 100.0 100.0 Total 25,456 22,500 13,100 22,500 22,500 100.0 100.0 400 Other Services And Charges 410 Professional Services 12,418 28,000 26,591 28,000 28,000 100.0 100.0 420 Communications 600 655 295 655 655 100.0 100.0 490 Miscellaneous 9,184 8,900 6,712 8,900 8,900 100.0 100.0 Total 22,203 37,555 33,599 37,555 37,555 100.0 100.0 TOTAL EXPENDITURES - SRV UNT 125 $266,230 $299,511 $218,625 $292,511 $315,402 105.3 107.8 Preliminary Budget • Fire -11 SERVICE UNIT 129 — ADMINISTRATION The purpose of this service unit is to plan, direct, control, and coordinate all operations of the Fire Department. The goal of this division is to accomplish planning, control, and coordination of all the programs and services of the Fire Department in the most efficient and cost effective manner. Account 110 Salaries and Wages — This line item for 2009 is budgeted at $463,255 which reflects an increase of $47,443 or 11.4% of the 2008 amended budget of $415,812. Changes in the salary accounts may occur because of an individual employee's merit adjustments, eligibility for longevity or PACA increases. Account 120 Overtime — This line item for 2009 reflects the funding amount of $3,500. This account reflects no changes from the 2008 amended budget. Overtime has been contained as a result of allowing personnel to use compensatory time in lieu of overtime. This line item is maintained to fund the overtime caused by Chief Officers responding to State Mobilization emergencies; these costs are reimbursed by the State of Washington to the City. Account 200 Personnel Benefits — This line item for 2009 is budgeted at $81,021 which reflects a $1,030 or 1.3% increase from the 2008 amended budget of $79,991. The personnel benefit accounts include the City's self - insured programs (i.e., medical, dental, industrial, and unemployment insurances). Account 310 Office and Operating Supplies — This line item for 2009 is budgeted at $15,000 which reflects a decrease of $4,289.00 or 22% from the2008 amended budget of $19,289. This account includes the print shop expenses, postal costs, identification cards, flags, office equipment supplies, etc. for the entire Fire Department. Account 410 Professional Services — This line item is funded for 2009 at $2,500. This reflects no change from the 2008 amended budget. This line item includes negotiation consultants and legal advisors. Account 420 Communications — The 2009 proposed budget is $29,593. This is an increase of $4,241 or 17% of the 2008 amended budget of $25,352. This increase is primarily due to the increase in cellular phone and pager charges, which provide an accredited second means of emergency communication. Account 430 Transportation /Training — This line item remains funded at the same level that it has been funded for several years at $13,205. This account covers the transportation and lodging costs incurred by all department employees' attendance at conferences, seminars, and meetings that require out -of -town venues. Account 450 Operating Rentals and Leases — This line item remains funded at the same level that it has been funded for several years at $700. This account is available for incidental rentals of various types of equipment. Account 480 Repairs and Maintenance — This line item remains funded at the same level that it has been funded for several years at $2,900. This account is utilized for copy machine, fax machine, postage meter maintenance and repair costs. Account 490 Miscellaneous — This line item for 2009 is budgeted at $5,000. This reflects no change from the 2008 amended budget of $5,000. This account is for conference and seminar registrations, tuitions, printing, dues, subscriptions and promotional exams. Summary — This service unit for 2009 reflects an increase of $53,114 or 8% from the 2008 amended budget of $662,014 to $715,128. This increase in the 129 Service Unit Budget is primarily due employees merit increases and longevity eligibility. 12 — Fire • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $370,666 $415,812 $313,410 $415,812 $463,255 111.4 111.4 120 Overtime 311 3,500 1,306 3,500 3,500 100.0 100.0 140 Retirement /Term Cashout 51,513 0 0 0 0 Total 422,489 419,312 314,716 419,312 466,755 111.3 111.3 200 Personnel Benefits 98,592 79,991 56,582 79,991 81,021 101.3 101.3 310 Office & Operating Supplies 10,572 19,289 17,195 18,489 15,000 77.8 81.1 400 Other Services And Charges 410 Professional Services 3,637 2,500 1,604 2,500 2,500 100.0 100.0 420 Communications 26,639 25,352 23,749 28,600 29,593 116.7 103.5 430 Transportation /Training 9,474 13,205 11,699 13,205 13,205 100.0 100.0 450 Operating Rentals & Leases 0 700 0 700 700 100.0 100.0 480 Repairs And Maintenance 2,452 2,900 1,259 1,000 2,900 100.0 290.0 490 Miscellaneous 7438 5,000 8,281 7300 5,000 100.0 68.5 Total 49,641 49,657 46,593 53,305 53,898 108.5 101.1 960 Interfund Insurance Services 132,022 93,765 93,765 93,765 98,453 105.0 105.0 TOTAL EXPENDITURES - SRV UNT 129 $713,316 $662,014 $528,850 $664,863 $715,128 108.0 107.6 Preliminary Budget • Fire -13 CITY OF / FIRE 2009 PRELIMINARY BUDGET NARRATIVE FIRE CHIEF: Charlie Hines DIVISION: DEPUTY FIRE CHIEF Emergency Services —150 Deputy Fire Chief Dave Willson DEFINITION The Emergency Services Fund was created to account for the EMS Levy resources received by the City of Yakima. These resources may be used for operation and support in the provision of Emergency Medical Services to the citizens of Yakima and to those citizens that are visiting within the City limits and in need of assistance. This fund provides state - required emergency medical training for Emergency Medical Technicians, emergency medical supplies and technical rescue tools and equipment. The Emergency Services Department has the following service units: SERVICE UNIT 122 — FIRE SUPPRESSION SERVICE UNIT 126 — EMERGENCY SERVICES SERVICE UNIT 645 — INTERFUND DISTRIBUTION SERVICE UNIT 699 — GENERAL REVENUES Authorized Personnel is found in the Fire Department, Fund 032. Performance Statistics are found in the Fire Department, Fund 032. BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY $VC UNIT ACTUAL BUDGET 9/30 /2008 YEAR -END BUDGET 2 TO 5 4 TO 5 122 Fire Suppression $621,544 $662,495 $487334 $661,579 $701,781 105.9 106.1 126 Emergency Services 268,217 292,006 227,791 287546 325,649 111.5 113.3 645 Interfund Distribution 130,000 150,000 112,500 150,000 125,000 83.3 83.3 TOTAL EXPENDITURES $1,019,761 $1,104,501 $827625 $1,099,125 $1,152,430 104.3 104.9 REVENUE SUMMARY BY SERVICE UNIT 699 General Revenues $1,238,987 $1,270,189 $835,160 $1,269,620 $1,229,971 96.8 96.9 14 — Fire • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 612,889 655,049 473,755 650,413 689,389 105.2 59.8 200 Personnel Benefits 127,756 133,189 102,729 137,449 145,865 109.5 12.7 SUB -TOTAL SALARIES AND BENEFITS 740,646 788,238 576,483 787,862 835,254 106.0 72.5 300 Supplies 35,859 36,000 24,666 31,000 31,000 86.1 2.7 400 Other Services And Charges 863 2,000 542 2,000 2,000 100.0 0.2 500 Intergov Srvcs /Other Interfund 130,000 150,000 112,500 150,000 170,000 113.3 14.8 600 Capital Outlays 0 15,000 170 15,000 0 0.0 0.0 900 Interfund Payment For Svcs 112,394 113,263 113,263 113,263 114,177 100.8 9.9 TOTAL EXPENDITURES $1,019,761 $1,104,501 $827625 $1,099,125 $1,152,430 104.3 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 122 - FIRE SUPPRESSION Account 110 Salaries and Wages - This line item for 2009 is $523,504 which reflects an increase of $30,987 or 6.3% from the 2008 budget year -end estimate. This account funds seven (7) firefighter positions. The increase from 2008 is directly related to a 3 -5% wage increase in 2009. Minor changes in the salary accounts may occur because of an individual employee's merit adjustments or eligibility for longevity. Account 120 Overtime - This line item for 2009 is $40,000 and reflects no change from the 2008 year -end budget of $40,000. Account 130 Shift Differential - The 2009 budget of $5,593 reflects a $2,393 increase over the 2008 budget of $3,200. This account funds the special pay /skills stipends for firefighters that also are members of the HazMat Team, Technical Rescue Team, MSA Technicians, or Investigators. Adjustments to the stipends pay were made in the 2007 -2009 labor contracts. Account 140 Retirement /Termination Cash -out - There are no retirements planned for 2009 in this account. This line has been decreased to $7,000 in 2009 which is a 41.6% decrease over the 2008 year -end budget of $12,000. This amount is to pay for holiday cash -outs as permitted in the labor contract. Account 200 Personnel Benefits - The personnel benefit accounts that include the City's self - insured programs (i.e. medical; dental; industrial; and unemployment insurances) were increased to $125,685 in the 2009 budget. This is an increase of $10,906 over the 2008 year -end budget of $114,778. The increase reflects an increase in benefit costs. Summary - The 2009 projected expenditure budget for Department 150 EMS Service Unit 122, Fire Suppression is projected at $701,781. This is an increase of $39286 or 5.9% from the 2008 budget of $662,495. Most of this increase is due to negotiated labor compensation. Preliminary Budget • Fire -15 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $466,241 $492,517 $369,240 $492,517 $523,504 106.3 106.3 120 Overtime 42,697 40,000 24,924 40,000 40,000 100.0 100.0 130 Special Pay 2,712 3,200 3,930 3,200 5,593 174.8 174.8 140 Retirement /Term Cashout 0 12,000 364 7,364 7,000 58.3 95.1 Total 511,650 547,717 398,459 543,081 576,097 105.2 106.1 200 Personnel Benefits 109,894 114,778 88,875 118,498 125,685 109.5 106.1 TOTAL EXPENDITURES - SRV UNT 122 $621,544 $662,495 $487,334 $661,579 $701,781 105.9 106.1 SERVICE UNIT 126 - EMERGENCY SERVICES Account 110 Salaries and Wages - The salary of the Training Captain is paid from the 150 -126 account. This budget line is $103,146 in 2009, an increase of $5,914 or 6% from the 2008 year -end budget of $97,232. This increase is representative of a 3 -5% wage increase for 2009. Account 120 Overtime - This line item has been set at $7,000 for budget year 2009. This is the same as the 2008 year -end budget. Account 130 Shift Differential - The 2009 budget of $3,146 reflects a $46 increase over the 2008 budget of $3,100. This account funds the special pay / skills stipends for this service unit. Account 200 Personnel Benefits - The personnel benefit account includes the City's self- insured programs (i.e. medical; dental; industrial; and unemployment insurances). The 2009 projected budget is $20,180 which is a $1,769 increase or 9.6% over the 2008 year -end estimate and amended budget. Account 310 Office and Operating Supplies - This line item is budgeted at $25,000 for 2009. This is a reduction of $5,000 from the 2008 budget. This amount provides for EMS supplies (respirators, ambu -bags, cervical collars, backboards, bandaging materials, Epi- sticks). Account 350 Small Tools and Equipment - This line item is budgeted at $6,000 for 2009, which is the same as the 2008 amended budget. This account is earmarked for "Technical Rescue" equipment such as rope bags, a rescue line gun, webbing, floating rope for ice rescues and various small rescue tools. The expenditures from this account are reimbursed from Union Gap Fire Department and East Valley Fire Department at 10% each, unless they have contributed similarly priced equipment. Account 430 Transportation /Training - This line item is budgeted at $1,000 for 2009, the same as the 2008 amended budget. This account is utilized for lodging and meals when an employee attends training. Account 490 Miscellaneous - This line item is budgeted at $1,000 for 2009. The 2009 budget is the same as the 2008 amended budget. This account pays a portion of the fees associated with training at the North Bend State Academy. 16 - Fire • Preliminary Budget Account 640 Machinery and Equipment - For 2009, this line item is budgeted at $15,000. The 2009 budget is the same as the 2008 amended budget. Account 950 Interfund Opt Rentals and Leases - This line item is budgeted at $95,000 for 2000, the same as the 2008 year -end budget. This is the contribution to the Fire Capital Fund from the EMS fund. Account 960 Interfund Insurance Services - This line item is budgeted at $19,177 for 2009 which reflects a $914 increase over the 2008 budget of $18,263. This fund provides the Fire Department's contribution to the City liability insurance fund to cover escalating insurance costs and to rebuild reserves. Summary - The 2009 budget for Service Unit 126, Emergency Services is projected at $325,649, an increase of $33,643 over the 2008 amended budget of $292,006. This increase is due to EMS levy election costs. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $90,518 $97232 $70,608 $97232 $103,146 106.1 106.1 120 Overtime 8,123 7,000 2,719 7,000 7,000 100.0 100.0 130 Special Pay 2,598 3,100 1,968 3,100 3,146 101.5 101.5 Total 101,240 107,332 75,296 107,332 113,292 105.6 105.6 200 Personnel Benefits 17,862 18,411 13,854 18,951 20,180 109.6 106.5 300 Supplies 310 Office & Operating Supplies 25,019 30,000 19,547 25,000 25,000 83.3 100.0 350 Small Tools And Equipment 10,840 6,000 5,119 6,000 6,000 100.0 100.0 Total 35,859 36,000 24,666 31,000 31,000 86.1 100.0 400 Other Services And Charges 430 Transportation /Training 0 1,000 0 1,000 1,000 100.0 100.0 490 Miscellaneous 863 1,000 542 1,000 1,000 100.0 100.0 Total 863 2,000 542 2,000 2,000 100.0 100.0 510 Intergovernment Prof Svc 0 0 0 0 45,000 640 Machinery And Equipment 0 15,000 170 15,000 0 0.0 0.0 900 Interfund Payment For Services 950 Interfund Opt Rental & Lease 95,000 95,000 95,000 95,000 95,000 100.0 100.0 960 Interfund Insurance Svcs 17394 18,263 18,263 18,263 19,177 105.0 105.0 Total 112,394 113,263 113,263 113,263 114,177 100.8 100.8 TOTAL EXPENDITURES - SRV UNT 126 $268,217 $292,006 $227,791 $287,546 $325,649 111.5 113.3 SERVICE UNIT 645 - INTERFUND DISTRIBUTION Account 550 Interfund Subsidies - The 2009 budget of $125,000 is a decrease of $25,000 from the 2008 year- end budget. This item is EMS money that is directed to communications. Preliminary Budget • Fire -17 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 550 Interfund Subsidies $130,000 $150,000 $112,500 $150,000 $125,000 83.3 83.3 TOTAL EXPENDITURES - SRV UNT 645 $130,000 $150,000 $112,500 $150,000 $125,000 83.3 83.3 SERVICE UNIT 699 - GENERAL REVENUES Account 330 Intergovernmental Revenues - In 2009 this line item is projected at $1,058,726, which is a $9,263 or 1% increase in revenues from the 2008 budget of $1,049,463. This revenue comes from the EMS levy, and the increase is due to annexations and an increase in the valuation of property. This number is calculated by the County Emergency Medical Department using a multi factor formula. Account 360 Miscellaneous Revenue - In 2009 this line item is projected to be at $750, which is the same as the 2008 year -end budget. These revenues are generated by interest from investments. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 270 Beginning Balance $177057 $219,976 $219,226 $219,226 $170,495 77.5 77.8 330 Intergovernmental Revenues 1,059,826 1,049,463 616,011 1,049,644 1,058,726 100.9 100.9 360 Miscellaneous Revenues 2,105 750 (78) 750 750 100.0 100.0 TOTAL REVENUES - SRV UNT 699 $1,238,987 $1,270,189 $835,160 $1,269,620 $1,229,971 96.8 96.9 Summary - EMERGENCY SERVICES FUND FINANCIAL DATA $1,500,000 - - $400,000 - $350,000 $1,000,000 - - •_ -_ r - $300,000 - $250,000 - !Jo.- - $200,000 • $500,000 - • - $150,000 - $100,000 117 - $50,000 $0 - $0 2004 Actual 2005 Actual 2006 Actual 2007 Actual 2008 Estimate 2009 Projected Revenues $899,886 $915,744 $958,683 $1,061,930 $1,050,394 $1,059,476 1 Expenditures $987,476 $988,957 $986,744 $1,019,761 $1,099,125 $1,152,430 -A-Beg Bal $365,922 $278,332 $205,119 $177,058 $219,227 $170,496 -X-End Bal $278,332 $205,119 $177,058 $219,227 $170,496 $77,542 18 - Fire • Preliminary Budget CITY OF /� FIRE 2009 PRELIMINARY BUDGET NARRATIVE FIRE CHIEF: Charlie Hines POLICE CHIEF: Sam Granato DIVISION: PUBLIC SAFETY COMMUNICATIONS MANAGER: Public Safety Communications -151 Wayne Wantland DEFINITION The responsibilities of this division are to provide emergency call answering, dispatching, records keeping and communications support for the public safety departments and agencies served. In addition, the division provides repair and maintenance of a variety of equipment for all City departments. The goal of the division is to provide quality, efficient, cost - effective emergency communications, maintenance and communications support to the citizens and those departments/ agencies served. The Public Safety Communications Department has the following service units: SERVICE UNIT 103 - CRIMINAL JUSTICE SALES TAX .3% INCREASE SERVICE UNIT 120 - 9 -1 -1 CALLTAKERS SERVICE UNIT 124 - COMMUNICATIONS SERVICE UNIT 645 - INTERFUND DISTRIBUTION SERVICE UNIT 699 - GENERAL REVENUES AUTHORIZED PERSONNEL 2008 2009 CLAss 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1274 Public Safety Communications Manager 1.00 1.00 1.00 17101 Public Safety Communications Supervisor 1.00 1.00 1.00 6415 Public Safety Lead Dispatcher 4.00 4.00 5.00 ( 6412 Public Safety Dispatcher 10.00 11.00 12.00 ( 6410 9 -1 -1 Calltaker 12.00 12.00 12.00 4520 Electronics Technician I 1.00 1.00 1.00 4521 Electronics Technician II 1.00 1.00 1.00 4522 Electronics Technician Supervisor 1.00 1.00 1.00 18101 Communications Division Assistant 1.00 1.00 1.00 TOTAL PERSONNEL 32.00 33.00 35.00 (1) A budgeted policy issue for the additional Public Safety Lead Dispatcher and Public Safety Dispatcher is included in the 2009 budget proposal. Preliminary Budget • Fire -19 BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 103 Crmnl Justice Sls Tx .3% Inc $56,869 $120,692 $94,920 $140,796 $153,146 126.9 108.8 120 911 Call - Takers 1,053,888 1,144,777 863,942 1,130,924 1,398,361 122.2 123.7 124 Communications 1,338,618 1,425,911 1,063,135 1,410,920 1,476,035 103.5 104.6 TOTAL EXPENDITURES $2,449,375 $2,691,381 $2,021,997 $2,682,640 $3,027,543 112.5 112.9 REVENUE SUMMARY BY SERVICE UNIT 103 Crmnl Justice Sls Tx .3% Inc $145,000 $145,000 $101,996 $152,250 $158,300 109.2 104.0 124 Communications 1,591,284 1,313,581 1,063,555 1,336,883 1,746,866 133 130.7 645 Interfund Distribution 960,000 1,030,000 772,500 1,030,000 1,005,000 97.6 97.6 699 General Revenues 185,622 413,800 433,385 434,532 273,025 66.0 62.8 TOTAL REVENUES $2,881,906 $2,902,381 $2,371,435 $2,953,665 $3,183,191 109.7 107.8 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 1,589,175 1,728,289 1,262,373 1,712,379 1,956,306 113.2 64.6 200 Personnel Benefits 461,574 538,345 383,176 535,665 630,451 117.1 20.8 SUB -TOTAL SALARIES AND BENEFITS 2,050,749 2,266,634 1,645,549 2,248,044 2,586,757 114.1 85.4 300 Supplies 49,262 57100 53,903 51,100 57100 100.0 1.9 400 Other Services And Charges 244,426 251,105 221,208 266,954 272,366 108.5 9.0 900 Interfund Payment For Svcs 104,938 116,541 101,337 116,541 111,321 95.5 3.7 TOTAL EXPENDITURES $2,449,375 $2,691,381 $2,021,997 $2,682,640 $3,027543 112.5 100.0 EXPLANATORY NARRATIVE Within this division, there are three primary service units. Service unit 103 is funded through the .3% Criminal Justice Sales Tax and allows the division to meet the demands being placed on it from the Criminal Justice departments in the City. Service Unit 120 provides the 9 -1 -1 call answering services for the entire Yakima County. Service Unit 124 provides public safety dispatching, which includes Police and Fire, and electronic repair and maintenance for all City departments and other user agencies under contract. In 2008, the amended budget for the division was $2,691,381 and has an estimated year -end budget of $2,682,640. Our estimated 2009 budget is $3,027,543 or a 12.5% increase over the 2008 amended budget. Service Unit 120, the 911 Section which is fully funded through the services contract with Yakima County, shows an increase of 22.2% for projected 2009 as compared to the 2008 amended budget, which is primarily the result of this service unit picking up two of the Lead Supervisors costs. Service Unit 124, Dispatching and Electronic Maintenance, which truly is funded through the City, shows an estimated 3.5% increase over the 2008 amended budget to the estimated 2009 budget. This is primarily attributable to the negotiated settlement with the IAFF for dispatcher and electronic technicians, along with step increases. The remainder of the increase in the division 20 - Fire • Preliminary Budget budget is in Service Unit 103 which is now funding two Dispatcher positions (one additional in 2007 and one in 2008) to help offset the significant increase in workload of the police dispatching area in the division. Account 110 Salaries and Wages — The salary accounts in this division includes the negotiated CPI wage increase of an estimated 3% in the base wage as of 1 -1 -09 and the first full -year implementation of a step "F" for eligible employees which began as of 7 -1 -08, and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — The personnel benefit accounts include rate increases for medical insurance of 3.6 %, dental insurance of 6.2 %, along with the normal roll -ups related to base wage adjustments, while rates were unchanged for industrial insurance, and unemployment compensation was reduced by 50 %. The State's Public Employees' Retirement System (PERS) contributions represent a significant change in the Personnel Benefit accounts with a 24% mandated increase. Account 421 Telephone (City -wide) — One area of responsibility for this division is management of the overall telephone budget for the City. The 2008 budget for telephone communications was $223,861 with an estimated year -end of $196,566. The current 2009 estimate for these lines items citywide is $223,861 or no change from the 2008 adopted budget. Note: These computations exclude the 9 -1 -1 Communication accounts, which have no direct impact on city revenues as it is funded through the 9 -1 -1 contracts with Yakima County. SERVICE UNIT 103 — CRIMINAL JUSTICE SALES TAX .3% INCREASE The communications center is a significant partner with the criminal justice system in the city and, therefore, receives a small portion of this revenue stream to help offset the cost attributed to support of the criminal justice departments. Account 100 Salaries and Wages — This line item for 2009 reflects an increase of $10,377 or 10.1% from the 2008 year -end estimate of $102,616 to $112,993. This increase reflects the continuation of funding for two Public Safety Dispatch positions which now will be filled for the full budget year of 2009. Account 200 Personnel Benefits — This line item for 2009 reflects an increase of $1,975 or 6.0% from the year -end estimate of $33,179 to $35,154. This increase reflects the full funding of the Public Safety Dispatch position as indicated above. Summary — In the 2009 budget we are increasing the funding from $120,692 in the 2008 amended budget to $153,146, a 26.9% increase. This is attributed to the new dispatcher position to help offset the rising workload in the law enforcement dispatching. Preliminary Budget • Fire — 21 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $24,091 $82,513 $48,228 $73,116 $102,993 124.8 140.9 120 Overtime 28,000 0 29,654 29,500 10,000 * 33.9 Total 52,091 82,513 77882 102,616 112,993 136.9 110.1 200 Personnel Benefits 4,778 33,179 16,842 33,179 35,154 106.0 106.0 350 Small Tools And Equipment 0 5,000 195 5,000 5,000 100.0 100.0 TOTAL EXPENDITURES - SRV UNT I 03 $56,869 $120,692 $94,920 $140,796 $153,146 126.9 108.8 REVENUES 310 Taxes $145,000 $145,000 $101,996 $152,250 $158,300 109.2 104.0 TOTAL REVENUES - SRV UNT I 03 $145,000 $145,000 $101,996 $152,250 $158,300 109.2 104.0 SERVICE UNIT 120 - 9 -1 -1 CALLTAKERS This service unit provides 9 -1 -1 Calltaking for the entire Yakima County, and is funded completely under contract with Yakima County from the 9 -1 -1 excise tax revenue. Account 100 Salaries and Wages - This line item for 2009 reflects an increase of $199,416 or 34.7% from the 2008 year -end estimate of $574,517 to $773,933. This increase is primarily attributed the Policy Issue regarding 911 supporting the center's supervision by funding two Lead Dispatcher positions. Account 200 Benefits - This line item reflects an increase of $65,962 or 33.3% from the 2008 year -end estimate of $198,146 to $264,108. The explanation is the same as above. Account 310 Office and Operating Supplies - This line item reflects no increase from the 2008 amended budget of $6,000. From this account we purchase the day -to -day expendables in the communications center: copy paper, pens, ink, etc. Account 350 Small Tools and Equipment- This line item reflects no increase from the 2008 amended budget of $10,000. This includes items like monitors, computer accessories, fax machine, printers, etc. Account 410 Professional Services - This line item reflects no increase from the 2008 amended budget of $3,000. This line item is used when professional assistance is needed, such as instructors for this service unit. Account 420 Communications - This line item for 2009 reflects an increase of $7,000 or 11.1% from the year -end estimate of $63,000 to $70,000. Communications costs are staying relatively constant for this division. And we anticipate no substantial increase in future years. Account 430 Transportation /Training - This line item for 2009 reflects an increase of $5,500 from the 2008 amended budget of $7,500. This account is used for the travel associated with professional training and meetings that are held to ensure that both administration and operation personnel keep current with 9-1-1 issues and techniques. The increase in this account reflects two issues: increased staff, therefore an increased need for the basic required training and an increased emphasis by management in ensuring our staff is proficient in all the complex duties and responsibilities of calltaking, dispatching and supervision. 22 - Fire • Preliminary Budget Account 480 Repairs and Maintenance - This line reflects no change from the 2008 year -end estimate of $125,000. Account 490 Miscellaneous - This line item for 2009 reflects a decrease of $720 or 3.2% from the 2008 year -end estimate of $22,720 to $22,000. This line item is used for any expenditure (e.g.: registration, subscription, dues, etc.) that does not fit into one of the other budget line items and for training expenses other than travel expense which is in account 430. Account 960 Interfund Insurance Services - This line reflects an increase of $1,037 or 5.0% from the 2008 year -end estimate of $20,723 to $20,760. This expense is this service unit's share of the risk management fund. Account 990 Interfund Administrative Charges - This line reflects a decrease of $6,257 or 6.5% from the 2008 year -end estimate of $95,818 to $89,561. This expense is this service unit's share of the administrative services charges such as finance, legal, information services. Summary - In 2008 the service unit's amended budget was $1,144,777, with a year -end estimate of $1,130,924 or a decrease of 1.2% or $13,853. The 2009 budget is estimated at $1,398,361, an increase of 23.7% or $267,437 from the 2008 year -end estimate and is primarily attributed to the transfer of supervisory costs to the 911 fund. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $498,079 $566,596 $392,040 $542,081 $741,943 131.0 136.9 120 Overtime 53,748 30,100 31,123 30,000 30,100 100.0 100.3 130 Special Pay 0 4,094 450 1,500 1,890 46.2 126.0 140 Retirement /Term Cashout 6,967 0 936 936 0 0.0 Total 558,794 600,790 424,549 574,517 773,933 128.8 134.7 200 Personnel Benefits 200 Personnel Benefits 172,456 195,346 136,754 195,346 261,008 133.6 133.6 280 Clothing And Miscellaneous 3,120 3,100 1,768 2,800 3,100 100.0 110.7 Total 175,576 198,446 138,521 198,146 264,108 133.1 133.3 300 Supplies 310 Office & Operating Supplies 6,449 6,000 5,502 6,000 6,000 100.0 100.0 350 Small Tools And Equipment 5,788 10,000 4,669 10,000 10,000 100.0 100.0 Total 12,237 16,000 10,170 16,000 16,000 100.0 100.0 400 Other Services And Charges 410 Professional Services 5,806 3,000 2,405 2,000 3,000 100.0 150.0 420 Communications 47200 70,000 36,974 63,000 70,000 100.0 111.1 430 Transportation /Training 7,291 7,500 8,344 13,000 13,000 173.3 100.0 480 Repairs And Maintenance 115,016 110,000 121,221 125,000 125,000 113.6 100.0 490 Miscellaneous 27031 22,500 20,420 22,720 22,000 97.8 96.8 Total 202,344 213,000 189,365 225,720 233,000 109.4 103.2 900 Interfund Payment For Svcs 960 Interfund Insurance Svcs 19,737 20,723 20,723 20,723 21,760 105.0 105.0 990 Interfund Admin Charges 85,201 95,818 80,614 95,818 89,561 93.5 93.5 Total 104,938 116,541 101,337 116,541 111,321 95.5 95.5 TOTAL EXPENDITURES - SRV UNT 120 $1,053,888 $1,144,777 $863,942 $1,130,924 $1,398,361 122.2 123.7 Preliminary Budget • Fire - 23 SERVICE UNIT 124 — COMMUNICATIONS This service unit provides the administration, dispatching and electronic maintenance functions for the division. This service unit is funded from a variety of sources (e.g.: dispatching services, electronic maintenance alarm monitoring, etc.) with a majority of the revenue being provided through an Interfund transfer from the telephone utility tax. Account 100 Salaries and Wages — This line item for 2009 reflects an increase of $34,135 or 3.3% from the 2008 year -end estimate of $1,035,246 to $1,069,381. This is primarily attributed to the negotiated settlement and normal step increases but has been offset by shifting of supervisory costs to the 911 fund. Account 200 Personnel Benefits — This line item reflects an increase of $25,969 or 8.6% from the year -end estimate of $302,720 to $328,689. See the Account 100 explanation above. Account 280 Clothing /Miscellaneous — This line item reflects an increase of $880 or 54.3% from the year -end estimate of $1,620 to $2,500. This increase is due to additional positions requiring uniform replacement and cleaning. Account 310 Office and Operating Supplies — This line item reflects no change from the 2008 year -end estimate of $28,000. From this account we purchase the day -to -day expendables in the communications center. A few examples of items we purchase are copy paper, pens, ink, etc. Account 350 Small Tools and Equipment — This line item reflects an increase of 6,000 or 285.7% from the 2008 year -end estimate of $2,100 to $8,100. This line item is used for durable equipment that does not fall into the capital items category. This includes such items as monitors, computer accessories, electronic test equipment, tools, etc. Account 410 Professional Services — This line item reflects no increase from the 2007 amended budget of $1,000. This line item is used when professional assistance is needed, such as instructors for this service unit. Account 420 Communications — This line item reflects an increase of $632 or 2.9% from the 2008 year -end estimate of $21,484 to $22,116. This reflects an increased reliance of cellular communications to keep staff coordinated. This account is also for data communication. Account 430 Transportation /Training — This line item for 2009 reflects no increase from the 2008 amended budget of $2,500. This account is used for the travel associated with professional training and meetings that are held to ensure that both administration and operation personnel keep current with Fire, EMS, and Police dispatching issues and techniques. Account 450 Operating Rentals and Leases — This line item reflects a decrease of $3,000 or 46.9% from the 2008 year -end estimate of $6,400 to $3,400. This line item is expenses for radio site leases and the fact that in 2008 we had a double entry for two years of a lease that did not get billed in 2007. Account 480 Repairs and Maintenance — This line item reflects no change from the 2008 year -end estimate of $4,500. This line item is for maintenance contracts on items such as the copy machine and the Uninterruptible Power Supply for the Communications Center. 24 — Fire • Preliminary Budget Account 490 Miscellaneous - This line item reflects a decrease of $500 or 7.9% from the 2008 year -end estimate of $6,350 to $5,850. This line item is used for any expenditure (e.g.: advertising, subscription, dues etc.) that does not fit into one of the other budget line items and for training expenses other than travel, which is in Account 430. Summary - In 2008 this service unit was budgeted at $1,425,911, with a year -end estimate of $1,410,920 or a decrease of 1.1% or $14,991. The 2009 budget is estimated at $1,476,035, a 4.6% or $65,115 over the estimated 2008 year -end estimate. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $912,220 $1,003,883 $718,009 $986,593 $1,022,381 101.8 103.6 120 Overtime 65,055 36,100 41,005 46,100 46,100 127.7 100.0 130 Special Pay 0 5,003 225 1,850 900 18.0 48.7 140 Retirement /Term Cashout 1,014 0 703 703 0 0.0 Total 978,290 1,044,986 759,942 1,035,246 1,069,381 102.3 103.3 200 Personnel Benefits 200 Personnel Benefits 277013 302,720 226,196 302,720 328,689 108.6 108.6 280 Clothing And Miscellaneous 4,208 4,000 1,617 1,620 2,500 62.5 154.3 Total 281,221 306,720 227,812 304,340 331,189 108.0 108.8 300 Supplies 310 Office & Operating Supplies 27,252 28,000 26,008 28,000 28,000 100.0 100.0 340 Items Purchased For Resale 0 0 15,885 0 0 350 Small Tools And Equipment 9,774 8,100 1,645 2,100 8,100 100.0 385.7 Total 37025 36,100 43,537 30,100 36,100 100.0 119.9 400 Other Services And Charges 410 Professional Services 0 1,000 0 0 1,000 100.0 420 Communications 21,947 20,605 15,426 21,484 22,116 107.3 102.9 430 Transportation /Training 4,898 2,500 459 2,500 2,500 100.0 100.0 450 Operating Rentals & Leases 0 3,400 6,366 6,400 3,400 100.0 53.1 480 Repairs And Maintenance 7,216 4,500 3,969 4,500 4,500 100.0 100.0 490 Miscellaneous 8,021 6,100 5,623 6,350 5,850 95.9 92.1 Total 42,082 38,105 31,843 41,234 39,366 103.3 95.5 TOTAL EXPENDITURES - SRV UNT 124 $1,338,618 $1,425,911 $1,063,135 $1,410,920 $1,476,035 103.5 104.6 REVENUES 330 Intergovernmental Revenues $1,531,484 $1,256,791 $1,010,061 $1,277741 $1,673,912 133.2 131.0 340 Charges For Goods & Svcs 46,553 46,962 40,932 49,042 63,126 134.4 128.7 360 Miscellaneous Revenues 13,248 9,828 12,562 10,100 9,828 100.0 97.3 TOTAL REVENUES - SRV UNT 124 $1,591,284 $1,313,581 $1,063,555 $1,336,883 $1,746,866 133.0 130.7 SERVICE UNIT 645 - INTERFUND DISTRIBUTION The service unit provides revenue support to the Service Unit 124 from the telephone excise tax collection. In 2008 this service unit provided $1,030,000 to the division and in 2009 is budgeted to provide $1,005,000 or a 2.4% decrease. Preliminary Budget • Fire - 25 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 390 Other Financing Sources $960,000 $1,030,000 $772,500 $1,030,000 $1,005,000 97.6 97.6 TOTAL REVENUES - SRV UNT 645 $960,000 $1,030,000 $772,500 $1,030,000 $1,005,000 97.6 97.6 SERVICE UNIT 699 - GENERAL REVENUES The service unit also provides revenue support to the Division from the carry over of previous years and any miscellaneous income we have received. In 2008 there is an estimated year -end of $434,532 with a projected 2009 of $273,025 or a 37.2% decrease. Much of this beginning balance is attributed to the 911 service unit unexpended funds and shall be used in that unit to offset the contract amount between Yakima County and the City for those services. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 270 Beginning Balance $178,076 $411,800 $432,532 $432,532 $271,025 65.8 62.7 360 Miscellaneous Revenues 7546 2,000 853 2,000 2,000 100.0 100.0 Total Revenues - Sry Unt 699 $185,622 $413,800 $433,385 $434,532 $273,025 66.0 62.8 Summary - PUBLIC SAFETY COMMUNICATION FUND FINANCIAL DATA $4,000,000 - - $500,000 - $450,000 $3,000,000 - - $400,000 ,III - - $35Q000 $300,000 $2,000,000 - u I c - $ 00000000 $1,000,000 - • - • 1111 1 - $150,000 $100,000 - $50,000 $0 - - - $0 2004 Actual 2005 Actual 2006 Actual 2007 Actual 2008 Estimate 2009 Projected I Revenues $2,378,350 $2,402,035 $2,535,750 $2,703,830 $2,521,133 $2,912,166 =I Expenditures $2,366,021 $2,436,772 $2,526,531 $2,449,375 $2,682,640 $3,027,543 -A-Beg Bal $191,265 $203,594 $168,857 $178,076 $432,531 $271,024 -X- End Bal $203,594 $168,857 $178,076 $432,531 $271,024 $155,647 26 - Fire • Preliminary Budget CITY OF y, FIRE 2009 PRELIMINARY BUDGET NARRATIVE FIRE CHIEF: Charlie Hines DIVISION: DEPUTY FIRE CHIEF: Fire Capital — 332 Bob Stewart DEFINITION The Fire Capital Reserve account is constituted of funds from various sources with the origin of the funds in some instances establishing parameters for the expenditure of those funds. The Fire Capital Department has the following service units: SERVICE UNIT 122 — FIRE SUPPRESSION SERVICE UNIT 124 — COMMUNICATIONS SERVICE UNIT 125 — FIRE TRAINING SERVICE UNIT 126 — EMERGENCY SERVICES SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 122 Fire Suppression $1,554,054 $1,265,272 $279,148 $498,000 $1,618,100 127.9 324.9 REVENUE SUMMARY BY SERVICE UNIT 122 Fire Suppression $24,000 $24,000 $18,000 $24,000 $24,000 100 100 124 Communications 142,370 0 0 0 0 125 Fire Training 12,337 14,016 9,811 14,016 14,016 100 100 126 Emergency Services 95,000 95,000 95,000 95,000 95,000 100 100 699 General Revenues 1,837,101 1,509,010 1,483,893 1,665,276 1,507,429 99.9 90.5 TOTAL REVENUES $2,110,808 $1,642,026 $1,606,704 $1,798,292 $1,640,445 99.9 91.2 Preliminary Budget • Fire — 27 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 300 Supplies 168,488 0 0 0 0 0.0 400 Other Services And Charges 405 13,500 4,451 35,000 13,500 100.0 0.8 500 Intergov Srvcs /Other Interfund 508,919 0 0 0 0 0.0 600 Capital Outlays 876,243 1,251,772 274,697 463,000 1,604,600 128.2 99.2 TOTAL EXPENDITURES $1,554,054 $1,265,272 $279,148 $498,000 $1,618,100 127.9 100.0 EXPLANATORY NARRATIVE The 2009 projected budget of expenditures is $1,618,100, which is an increase from the 2008 budget of $1,265,272. $800,000 of this projected budget will be used to replace a ladder truck assigned to Fire Station #91. This truck was in the 2008 budget but was not purchased in 2008. Fire Operation Expenditures are itemized in the attached table, Capital Outlay Requests. SERVICE UNIT 122 — FIRE SUPPRESSION ITEM COST FUNDING SOURCE JUSTIFICATION Repair and Maintenance $13,500 Fire Capital To provide for incidental repairs as they arise. Ongoing Contractor Costs for Fire Funds 122 -R &M annual cost of repairs. Stations Contractors) Ladder Truck $800,000 Fire Capital Funds To replace the ladder truck currently assigned to Fire Station (122 -M &E) #91, which has reached the end of its useful service life and will be sold. Staff Vehicle Replacement $60,000 Fire Capital Funds This is a replacement of two expired staff vehicles with (122 -M &E) two new hybrid vehicles. Snow Plow $5,100 Fire Capital Funds This is a new plow that will attach to an existing 3/4 ton (122 -M &E) pick -up. Station 95 Storage Shed $27000 REET 2 Fund A storage building is necessary to store apparatus (122 - Operating EQ) where it will be safe from whether damage. Station 91 HVAC $18,000 REET 2 Fund This is a continued replacement and upgrade of the Replacement (Operating EQ) outdated HVAC at Station 91. MAKO Breathable Air $16,000 Fire Capital (122- This is an air compressor system for the self contained Compressor Replacement Operating EQ) breathing apparatus. This system will replace the problematic and out -dated equipment currently in place. Mobile Data Terminal $28,500 Fire Capital (122- Budgeted will fund the continued replacement of Replacement Operating EQ) mobile data terminals in Fire Department vehicles. Fire Station 94 Remodel $600,000 REET 2 Fund The remodel will create separate sleeping quarters Project 2265 to accommodate co -ed crews and female restroom facilities. Public Safety $50,000 Fire Capital (122- This funding will purchase a communications service Communications Operating EQ) monitor and fund a radio console upgrade for Public Safety Communications. Funding for this is split between Fire & Law & Justice Capital Funds. TOTAL $1,618,100 28 — Fire • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 350 Small Tools And Equipment $168,488 $0 $0 $0 $0 480 Repairs And Maintenance 405 13,500 4,451 35,000 13,500 100.0 38.6 550 Interfund Subsidies 508,919 0 0 0 0 600 Capital Outlays 620 Buildings 0 0 0 0 27,000 630 Impr Other Than Building 42,116 0 0 0 0 640 Machinery And Equipment 398,087 1,251,772 274,697 463,000 977,600 78.1 211.1 650 Construction Projects 436,040 0 0 0 600,000 Total 876,243 1,251,772 274,697 463,000 1,604,600 128.2 346.6 TOTAL EXPENDITURES - SRV UNT 122 $1,554,054 $1,265,272 $279,148 $498,000 $1,618,100 127.9 324.9 REVENUES 360 Miscellaneous Revenues $24,000 $24,000 $18,000 $24,000 $24,000 100.0 100.0 TOTAL REVENUES - SRV UNT 122 $24,000 $24,000 $18,000 $24,000 $24,000 100.0 100.0 GENERAL REVENUES 2008 2009 2007 AMENDED PROPOSED DESCRIPTION ACTUAL BUDGET BUDGET Interlocal Grant $0 $200,000 $0 Capital Component of Reimbursements f /Other Agencies (i.e resp. to 623 2,000 2,000 State fires) Interest from investments 0 4,000 4,000 Donations / Contributions 16,572 16,572 16,572 Lease revenue from YPAC 0 10,000 0 Sale of Salvage /Fixed Assets 3,460 4,000 4,000 Bond Proceeds -Line of Credit bridge financing for Station #92 project 0 1,332,841 750,000 Miscellaneous Revenue 508 0 0 Insurance Recoveries 2,930 0 0 Transfer from First 1/4% Real Estate Excise Tax (REET 1) * 0 200,000 250,000 TOTAL - 699 GENERAL REVENUES $24,093 $1,769,413 $1,026,572 * The past three years have demonstrated a significant increase in the annual collection of the 1 /4% Real Estate Excise Tax (REET 1). As a result more of these funds are available for capital purchases /projects. Because of the shortage of available capital funds for fire apparatus replacement, an allocation of $250,000 from REET 1 is being transferred to the Fire Capital Fund in 2008. Preliminary Budget • Fire - 29 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 330 Intergovernmental Revenues $135,600 $0 $0 $0 $0 360 Miscellaneous Revenues 6,770 0 0 0 0 TOTAL REVENUES - SRV UNT 124 $142,370 $0 $0 $0 $0 360 Miscellaneous Revenues $12,337 $14,016 $9,811 $14,016 $14,016 100.0 100.0 TOTAL REVENUES - SRV UNT 125 $12,337 $14,016 $9,811 $14,016 $14,016 100.0 100.0 360 Miscellaneous Revenues $95,000 $95,000 $95,000 $95,000 $95,000 100.0 100.0 TOTAL REVENUES - SRV UNT 126 $95,000 $95,000 $95,000 $95,000 $95,000 100.0 100.0 270 Beginning Balance ($29,327) $182,438 $556,754 $556,754 $1,300,292 712.7 233.6 330 Intergovernmental Revenues 200,660 2,000 957 2,000 2,000 100.0 100.0 360 Miscellaneous Revenues 131,339 23,072 14,293 23,072 23,072 100.0 100.0 390 Other Financing Sources 1,534,429 1,301,500 911,890 1,083,450 182,065 14.0 16.8 TOTAL REVENUES - SRV UNT 699 $1,837,101 $1,509,010 $1,483,893 $1,665,276 $1,507,429 99.9 90.5 Summary - FIRE CAPITAL FUND FINANCIAL DATA $2,500,000 - - $1,400,000 A - $1,200,000 $2,000,000 - - $1,000,000 $1,500,000 - $800,000 . - $600,000 $1,000,000 - $400,000 $500,000 - - lop, , $200,000 $0 L .41171 111111111 IIIIIIIII $$ 200,000 2004 Actual 2005 Actual 2006 Actual 2007 Actual 2008 Estimate 2009 Projected =I Revenues $434,740 $104,430 $340,740 $2,140,135 $1,241,538 $340,153 1 Expenditures $671,480 $270,984 $713,586 $1,554,054 $498,000 $1,618,100 -A-Beg Bal $746,815 $510,075 $343,521 - $29,325 $556,756 $1,300,294 -X-End Bal $510,075 $343,521 - $29,325 $556,756 $1,300,294 $22,347 30 - Fire • Preliminary Budget Public Works Department 560 Public Works Administration 141 Streets 133 Traffic Engineering 462 Transit 364 Transit Capital Reserve 471 Refuse 551 / 552 Equipment Rental and Revolving Fund 555 Environmental 131 Parks and Recreation 331 Parks and Recreation Capital 144 Cemetery PUBLIC WORKS DEPARTMENT 2008 Budgeted Staffing Levels P .) ADMINISTRATION TEAM C. WAARVICK 1.55 Positions Director of Public Works VACANT Reception • Registration • Customer Relations • Accounts Payable /Receivable Safety and Training Officer Policy Planning and Direction Personnel /Payroll/ • Timekeeping • Word Processing • Safety and Training Budget Oversight and Control Committee /Commission Support 162.08 Positions i 1 1 1 K. WILKINSON VACANT K. MEHIN N. FORTIER R. WONNER Parks and Recreation Manager Street and Traffic Operations Manager Transit Manager Refuse and Recycling Manager Fleet and Facilities Manager PARKS AND STREET MAINTENANCT ' TRANSIT SERVICES ' ' SOLID WASTE EQUIPMENT RENTAL RECREATION TRAFFIC ENGINEERING 49.15 Positions 18.00 Positions 10.85 Positions 21.43 Positions 42.50 Positions Fixed -route Bus System Refuse and Recycling Equipment Rental Park Irrigation, Development STREET MAINTENANCE ADA Eligibility Residential Collections and Replacement and Maintenance Street Sweeping Dial -a -Ride • Dispatch Bin Collections Environmental Fund Research • Grants Misc. Street Construction Route Supervision Yard Waste Collections Equipment Special Projects and Repairs Equipment Servicing Special Hauls Maintenance Aquatic Programs Sidewalk /Curb Repair Project Planning Cart /Bin Delivery and Removal Shop Operation/ Pool Maintenance • Athletics Utility Cut Patching Grants and Projects Cart /Bin Maintenance Maintenance Youth Programs Special Events Snow and Ice Removal Administration Equipment Specifications Senior Center Operation Senior Marketing and Central Auto Programs TRAFFIC ENGINEERING Programming Parts Inventory Golf Course Operations Central Traffic Signals •Street Lighting Administration Business District Street Signs • Street Marking Vanpool Program FACILITY Arborist •Major Repairs Signal Design • Development Review Commute Trip Reduction MAINTENANCE Cemetery Maintenance Traffic Studies / Analysis Contract Administration Public Works Facility Burials • Volunteers Lighting Design and Customer Relations Transit Center J Specifications •Traffic Operations I J - - CITY OF /� MESSAGE FROM THE DIRECTOR PUBLIC WORKS DIRECTOR OF PUBLIC WORKS: Chris Waarvick The employees of Public Works for the City of Yakima once again extend their appreciation for the opportunity to provide basic services and quality of life opportunities for the citizens and visitors of this City. The Street Division completed its second year of a revitalized arterial and neighborhood street seal coating and surface rehabilitation program. Over 15 miles of arterial and 23 miles of neighborhood streets were seal coated as we transitioned into our goal of a 12 -year maintenance cycle for our streets. Petroleum product availability has affected paving and restoration projects nationwide. We are awaiting the realignment of the industry in the coming months to understand how the price of petroleum products will affect our pavement preservation program in the future. Significantly, the program to address nearly 25 miles of unpaved streets begun in 2004 is complete and now all city streets in the originally identified inventory have a hard surface. Winter driving safety is an important priority for the Street Division. We continue to enhance our snow, ice, and traction program with additional de -icer capacity and snow plows. The availability of traditional salt continues to be problematic and these de -icer enhancements fill the gap well. A number of intersections with signal equipment failure were repaired or upgraded in 2008, including controller enhancements to improve corridor progression projects in 2009 for both 16th Avenue and 40th Avenue. Traffic safety continues to be a high priority for our Street Division. Radar speed signs and one portable radar detection unit have been placed in neighborhoods throughout Yakima and have been eagerly received by citizens. Residential neighborhoods continue to call frequently about speeding and other traffic safety matters. Council approved a project aiming at traffic safety in the Barge /Chestnut neighborhood and it is currently underway. Refuse has completely changed over from manual collection to automated cart pick up. One vacant 1/2-time Solid Waste Maintenance Worker position has been eliminated in 2008. Council will consider two 2009 Policy Issues relating to service provision issues within Refuse. A relatively new program addressing illegal dumping in partnership with ONDS has been very successful, responding to over 250 complaints of illegal dumping. Over 1,000 property owners have been contacted regarding litter abatement from their adjacent alleys with successful clean -up results. We have also begun to contact grocery stores regarding their carts that are found distant from their stores. Many of the routes have been restructured to reflect the higher productivity of automated service and to accommodate 2,600 new customers in 2009. Finally, the fall leaf pick up program has been moved into Refuse and this year 50,000 compostable leaf bags will be given to the public to use. Parks has continued in the role of staff lead for the Aquatic Task Force to assess the feasibility of a new Regional Aquatic Center. The spray facilities at Miller and Martin Luther King parks were installed in the summer of 2007 as part of the overall Aquatics program transition and were a big success in the 2008 season. Improvements were made to the spray facility at Miller Park after the 2008 season. Preliminary Budget • Public Works —1 The Service Clubs Trust donated 5 parcels of land to the City at Kiwanis Park in the fall of 2008. A new skate park was completed at Upper Kiwanis in October, much to the anticipation of many youthful talents. They had outgrown the challenge of the skatepark at Chesterly. The remaining phase of the Kiwanis Park Master Plan includes soccer and /or Youth Baseball, parking, volleyball and basketball, a playground and other Title 12 amenities in the northwest portion of the park. The City received a $500,000 Recreation and Conservation (ROC) grant to fund a significant initial element of these remaining projects in the Kiwanis Park Master Plan. Local service groups are playing a significant role in accomplishing these projects. The City re- applied for a new 3 year AmeriCorps grant for continued after school programs for youth at risk. Finally, a new Parks and Recreation Manager was recruited to fill the vacancy left when Denise Nichols retired at mid -year. Transit continues to provide service to Selah. Union Gap passed their sales tax issue, contracted with the City for transit service, and then abruptly terminated the contract in favor of providing their own service. Four new buses will be incorporated into the Transit fleet in early 2009 and a commensurate number of older buses will be removed. Due to significant staff research and analysis, the federal assistance for Transit continues to grow, helping to support the local sales tax and providing adequate funding for this necessary public transportation service. Significant technological enhancements have been made in Transit. These include, but are not limited to, more complete video coverage on buses, the ability to track buses on route through GPS by our Dispatch crew and the public at large through the Internet, and computer aided stop announcements on the buses ahead of the federal deadline to implement such a system. Transit's Van Pool program continues to grow with nearly 25 vans out to service. Total ridership has risen significantly in response to growth in service area and rise in fuel prices. The 2008 Equipment Rental vehicle replacement budget reflects continued careful analysis of fleet condition and use. This careful replacement of worn -out vehicles complements new management and maintenance strategies, leading to a significant decrease in hourly rates for vehicle maintenance. We are restoring and /or replacing selected asphalt surfaces around the Public Works complex in 2008 and 2009. It has significantly deteriorated from the long use and heavy equipment on its road surface. It has been a privilege to participate in the public element of the revitalizations of Downtown Yakima. I have worked closely with the Committee for Downtown Yakima as they have been assuming more and more of the downtown maintenance activities through the new DYBID. I look forward to assisting the City Council in the development of a 2009 Legislative package for Year Four of the Downtown Yakima Futures Initiative Master Plan. This tentatively includes improvements to the cross streets on either side of Yakima Avenue, "A" Street, improved connectivity to the Convention Center and hotels in the area, and short term Convention Center Improvements. I welcome Council members and citizens to contact us with any questions they may have about the Public Works Department. The following budget narratives and analyses outline our collective financial plan for the Year 2009. 2 — Public Works • Preliminary Budget CITY OF y� PUBLIC WORKS 2009 PRELIMINARY BUDGET NARRATIVE DIRECTOR OF PUBLIC WORKS: Chris Waarvick DIVISION: Administration — 560 DEFINITION Public Works Administration provides support services in the Department of Public Works to the following divisions: Parks and Recreation /Cemetery; Street Maintenance and Traffic Engineering/ Operations; Refuse and Recycling; Transit; and Fleet and Facilities. Some support services are also provided to the Water and Irrigation Division located on the Public Works Complex. The Public Works "Administration Division" is not an official City division, but is the administrative arm of the Director of Public Works. Nevertheless, since Public Works Administration functions in the same manner as any other City division, albeit smaller, it is required to prepare and present a budget to City Council as if it were a stand -alone division operating within the Public Works Department. We continue to internally restructure this support arm of the Public Works Department to meet the support demands and cost containment needs of the resident divisions. This is evidenced by comparing the 1998 authorized FTEs of 17.65 to the FTEs proposed in the 2009 Budget of 9.772. This drop in FTEs is a combination of positions reassigned to other divisions within Public Works, and other positions that have been deleted. The service units in this division are: SERVICE UNIT 633 — FACILITY MAINTENANCE SERVICE UNIT 639 — ADMINISTRATION SERVICE UNIT 640 — SAFETY AND TRAINING PROGRAM SERVICE UNIT 699 — GENERAL REVENUES Preliminary Budget • Public Works — 3 AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1160 Director of Public Works 1.00 1.00 1.00 11603 Public Works Office Assistant 1.00 1.00 1.00 1263 Fleet /Facilities Manager .15 .15 .15 2262 Safety and Training Officer (Temp - .02) .50 .50 .50 Officer support (Safety - Temporary) .02 .02 .02 7121 Department Assistant I (Temporary DA I) (1) .43 .43 .25 7122 Department Assistant II 2.00 2.00 2.00 7123 Department Assistant III 1.40 1.40 1.40 7124 Department Assistant IV 1.00 1.00 1.00 8511 Custodian 1.00 1.00 1.00 9114 City Worker IV (Temporary Custodian) .75 .45 .45 13601 Building Superintendent 1.00 1.00 1.00 TOTAL PERSONNEL 1 0.25 9.95 9.77 ( ) (1) Temporary assistance to provide coverage for regular employee absences /peak time workflow. (2) Total permanent budgeted positions: 9.05 BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 633 Facility Maintenance $544,515 $551,041 $364,654 $522,997 $548,918 99.6 105.0 639 Administration 519,450 591,584 411,308 568,116 607,858 102.8 107.0 640 Safety And Training 37,288 62,838 36,446 61,440 42,042 66.9 68.4 641 Insurance And Bonds 30,300 0 0 0 0 TOTAL EXPENDITURES $1,131,552 $1,205,464 $812,408 $1,152,553 $1,198,818 99.5 104 REVENUE SUMMARY BY SERVICE UNIT 633 Facility Maintenance $542,665 $550,805 $413,101 $550,805 $561,821 102 102 639 Administration 608,700 639,135 479,350 639,135 658,309 103 103 699 General Revenues 115,857 136,791 135,669 135,669 173,056 126.5 127.6 TOTAL REVENUES $1,267,222 $1,326,731 $1,028,120 $1,325,609 $1,393,186 105 105.1 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 467,331 493,054 345,147 475,011 493,878 100.2 41.2 200 Personnel Benefits 128,739 151,263 94,492 151,290 149,683 99.0 12.5 SUB -TOTAL SALARIES AND BENEFITS 596,069 644,317 439,639 626,301 643,561 99.9 53.7 300 Supplies 65,817 72,370 49,282 67,370 72,780 100.6 6.1 400 Other Services And Charges 413,047 431,849 273,634 402,004 426,305 98.7 35.6 900 Interfund Payment For Svcs 56,619 56,928 49,853 56,878 56,172 98.7 4.7 TOTAL EXPENDITURES $1,131,552 $1,205,464 $812,408 $1,152,553 $1,198,818 99.5 100.0 4 - Public Works • Preliminary Budget EXPLANATORY NARRATIVE The service units are supported by charges against the designated assisted divisions. The charges are based on each division's current budget year's projected expenditures and an amount calculated on the percentage of administration support services received and square footage occupied. SERVICE UNIT 633 — FACILITY MAINTENANCE The service unit is primarily supported by revenue received from the fees charged to the divisions occupying space at the Public Works Complex. A division's fee is based on its calculated percentage of space assigned at the Public Works Complex. Account 110 Salaries and Wages — Budgeted at $129,710 for 2009, this line item shows an increase of $2,939 or 2.3% over the amended budget of $126,771. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — Budgeted at $39,878 for 2009, this line item shows an increase of $5,607 or 16.4% over the 2008 year -end estimate and 2008 amended budget of $34,271. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 300 Supplies — Budgeted at $37,977 for 2009, these line items show an increase of $2,349 or 6.6% over the 2008 year -end estimate of $35,628 and an increase of $349 or 0.9% from the 2008 amended budget of $37,628. Supplies expenditures include: water, furnace, and ventilation filters; typical office supplies; janitorial cleaning supplies; floor dust mop, rags, linen and floor mat laundering; facility supplies such as paper products, light fixtures, bulbs, and ballasts; floor dry; ice melt; repair parts and services for door locks; plumbing repair parts, fittings and supplies; fuel charges for Public Works vehicles; small tools; paint supplies; miscellaneous hardware for minor repair work; tarps; padlocks and replacement batteries. Account 410 Professional Services — Budgeted at $1,500 for 2009, this line item shows an increase of $1,500 over the 2008 year -end estimate of $0 and no change over the 2008 amended budget of $1,500. Professional services expenditures include fees for special human resources and technical engineering issues. Account 490 Miscellaneous — Budgeted at $5,000 for 2009, this line item shows a $3,000 increase over the 2008 year -end estimate of $2,000 but is unchanged from the 2008 amended budget of $5,000. Miscellaneous expenditures include staff recruitment costs, workshop registrations, and freight charges. Summary — Total expenditures for 2009 for this service unit are budgeted at $548,918. This is an increase of $25,921, or 5.0 %, from the 2008 year -end estimate of $522,997 and is $2,123, or .4 %, below the 2008 amended budget of $551,041. Total revenue is budgeted at $561,821 for 2009, or a 2.0% increase from the 2008 year -end estimate and the 2008 amended budget amount of $550,805. Preliminary Budget • Public Works — 5 The following chart shows a comparison of the distribution of charges billed by the Public Works Facility Maintenance Fund to the divisions housed or supported by the Facilities Maintenance arm of the Public Works Department. PUBLIC WORKS PLANT CHARGE DISTRIBUTION 2008 2009 2009 AMENDED % OF TOTAL PROPOSED % OF TOTAL PROPOSED VS. DIVISION BUDGET BUDGET BUDGET BUDGET 2008 AMENDED Parks $54,029 10% $55,110 10% 2.0% Street and Traffic Engineering 148,965 27% 151,943 27% 2.0% Irrigation 6,418 1% 6,546 1% 2.0% Transit 86,090 16% 87,812 16% 2.0% Refuse 41,627 8% 42,460 8% 2.0% Water 84,151 15% 85,834 15% 2.0% Equipment Rental 129,525 23% 132,116 23% 2.0% TOTAL $550,805 100.00% $561,821 100.00% 2.0% (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $115,357 $116,771 $80,601 $110,727 $119,710 102.5 108.1 120 Overtime 10,082 10,000 10,611 11,000 10,000 100.0 90.9 Total 125,440 126,771 91,212 121,727 129,710 102.3 106.6 200 Personnel Benefits 34,211 34,271 22,504 34,271 39,878 116.4 116.4 300 Supplies 310 Office & Operating Supplies 32,384 31,230 25,298 31,230 31,230 100.0 100.0 320 Fuel Consumed 787 1,398 982 1,398 1,747 125.0 125.0 350 Small Tools And Equipment 1,674 5,000 815 3,000 5,000 100.0 166.7 Total 34,845 37,628 27,095 35,628 37977 100.9 106.6 400 Other Services And Charges 410 Professional Services 0 1,500 0 0 1,500 100.0 420 Communications 445 437 294 437 450 103.0 103.0 430 Transportation /Training 729 500 686 1,000 500 100.0 50.0 470 Public Utility Services 228,515 255,935 152,770 235,935 244,903 95.7 103.8 480 Repairs And Maintenance 116,300 88,000 69,101 91,000 88,000 100.0 96.7 490 Miscellaneous 461 5,000 849 2,000 5,000 100.0 250.0 Total 346,450 351,372 223,700 330,372 340,353 96.9 103.0 950 Interfund Opt Rental & Lease 3,569 1,000 142 1,000 1,000 100.0 100.0 TOTAL EXPENDITURES - SRV UNT 633 $544,515 $551,041 $364,654 $522,997 $548,918 99.6 105.0 REVENUES 360 Miscellaneous Revenues $542,665 $550,805 $413,101 $550,805 $561,821 102.0 102.0 TOTAL REVENUES - SRV UNT 633 $542,665 $550,805 $413,101 $550,805 $561,821 102.0 102.0 6 - Public Works • Preliminary Budget SERVICE UNIT 639 — PUBLIC WORKS ADMINISTRATION This service unit's primary responsibility is to carry out "three R's and an M" at the Public Works Administration complex: Reception, Registration, Record - Keeping and Management. Account 100 Salaries and Wages — Budgeted at $340,702 for 2009, this line item shows an increase of $21,620 or 6.8% over the 2008 year -end estimate of $319,082 and an increase of $29,107 or 3.4% over the 2008 amended budget of $332,595. The salary account includes the negotiated wage increase of 3% in the base wage and implementation of a 1% Deferred Compensation contribution for AFSCME represented employees, and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — Budgeted at $101,211 for 2009, this line shows an increase of $3,749 or 3.9% over the 2008 year -end estimate and the 2008 amended budget of $97,462. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 300 Supplies — Budgeted at $31,303 for 2009, this line shows an increase of $3,060 or 10.8% over the 2008 year -end estimate of $28,243 but only $60 or 0.2% over the 2008 amended budget of $31,243. Supplies include: routine office supplies, pens, pencils, erasers; calendars; printer and copier paper; binders; and highlighters. Account 400 Other Services and Charges — Budgeted at $79,470 for 2009, this line item shows an increase of $12,019 or 17.8% over the 2008 year -end estimate of $67,451 and an increase of $5,113 or 6.9% over the 2008 amended budget amount of $74,357. The increase from the 2008 budget to the 2009 budget is due almost entirely to the addition of Stormwater fees. Account 410 Professional Services — Consists of office equipment maintenance services, desktop publishing projects and special human resources services. Account 420 Communications — Budgeted at $55,970 for 2009, these expenditures include primarily telephone costs ($52,715), cell phone and postage costs. This is a $6,719, or 13.6 %, increase over the 2008 year -end estimate of $49,251 but is only $113 more than the 2008 amended budget of $55,857. Account 430 Transportation — The following chart shows some of the major activities supported by this account. The 2009 budget amount of $1,500 is unchanged from the 2008 year -end estimate and the 2008 amended budget. ORGANIZATION MEETINGS STAFF ATTENDING APWA State Spring Conference Director APWA State Fall Conference Director APWA National National Conference Director APWA State Board Meetings Director WRPA WA Recreation and Parks Assoc. Director WA State Internment Association Conference Workshops Department Assistants Various P.W. Computer Training Director / Department Assistants Various Clerical and Administrative Department Assistants Training Programs Preliminary Budget • Public Works — 7 Account 490 Miscellaneous — Includes excise tax payments, uniforms, flags, meeting registrations, service awards, kitchen supplies for meetings, and membership dues. Account 600 Capital Outlay — Budgeted at $0 for 2009, this line item is unchanged from the 2008 amended budget. Expenditures in this line item are for office machinery and equipment over $5,000 per item. No equipment replacements of this nature are projected for 2009. Account 900 Interfund Payment for Services — Budgeted at $55,172 for 2009, this line item shows a decrease of $706, or 1.3 %, under the 2008 year -end estimate. Accounts 340 Charges for Services and 360 Miscellaneous Revenues — Budgeted at $658,309 for 2009, this line item is $19,174 or 3.0% over the 2008 year -end estimate and 2008 amended budget of $639,135. This revenue budget line item is established at a level sufficient to offset the projected costs for providing service under Administration Service Units 639 and 640. The revenue source for Service Units 639 and 640 comes from charging other Public Works divisions for administrative support services. In the past, each division's operating budget was calculated as part (a percent) of the total Public Works operating budget. The percentage figure was then used to determine each division's pro -rata budget assessment for Public Works Administration support. Some divisions receive a much larger percentage of administrative support than can be covered by a simple pro -rata assessment. A more equitable distribution of charges was developed using the pro - rata method combined with a calculation based on a percentage of the support actually provided to each division. PUBLIC WORKS ADMINISTRATION BUDGET REVENUE SOURCES % CHANGE 2008 2009 PROPOSED FROM ASSESSMENT ASSESSMENT DIVISION 2007 BUDGET % OF TOTAL BUDGET % OF TOTAL BUDGET (131) Parks and Recreation 3% $209,983 33% $216,284 33% (141) Streets & Traffic Engineering 3% 121,121 19% 124,754 19% (144) Cemetery 3% 28,655 4% 29,514 4% (462) Transit 3% 64,472 10% 66,406 10% (471) Refuse and Recycling 3% 100,289 16% 103,297 16% (551) Equipment Rental and Revolving 3% 114,616 18% 118,054 18% TOTAL BUDGET: 3% 639,136 100% $658,309 100% Summary — In total, the expenditures line items budgeted for 2009 at $607,858 show an increase of $39,742 or 7.0% from the 2008 year -end estimate of $568,116, and an increase of $16,274 or 2.8% from the 2008 amended budget amount of $591,584. 8 — Public Works • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $317,643 $330,095 $226,712 $318,082 $337,482 102.2 106.1 120 Overtime 208 2,500 1,558 1,000 2,500 100.0 250.0 130 Special Pay 0 0 180 0 720 Total 317,851 332,595 228,449 319,082 340,702 102.4 106.8 200 Personnel Benefits 87,885 97,462 65,541 97,462 101,211 103.9 103.9 300 Supplies 310 Office & Operating Supplies 16,386 16,000 13,326 16,000 16,000 100.0 100.0 320 Fuel Consumed 0 243 0 243 303 125.0 125.0 350 Small Tools And Equipment 12,106 15,000 6,291 12,000 15,000 100.0 125.0 Total 28,492 31,243 19,617 28,243 31,303 100.2 110.8 400 Other Services And Charges 410 Professional Services 5,602 2,500 1,681 2,500 2,500 100.0 100.0 420 Communications 45,671 55,857 30,278 49,251 55,970 100.2 113.6 430 Transportation /Training 302 1,500 1,258 1,500 1,500 100.0 100.0 440 Advertising 0 500 0 0 500 100.0 470 Public Utility Services 0 0 2,411 2,500 5,000 200.0 480 Repairs And Maintenance 5,464 4,500 1,517 3,000 4,500 100.0 150.0 490 Miscellaneous 5,433 9,500 10,845 8,700 9,500 100.0 109.2 Total 62,472 74,357 47,990 67,451 79,470 106.9 117.8 900 Interfund Payment For Svcs 950 Interfund Opt Rental & Lease 22,750 24,113 17,896 24,063 21,766 90.3 90.5 960 Interfund Insurance Svcs 0 31,815 31,815 31,815 33,406 105.0 105.0 Total 22,750 55,928 49,711 55,878 55,172 98.7 98.7 Total Expenditures - Sry Unt 639 $519,450 $591,584 $411,308 $568,116 $607,858 102.8 107.0 Revenues 340 Charges For Goods & Svcs $608,700 $639,135 $479,350 $639,135 $658,309 103.0 103.0 Total Revenues - Sry Unt 639 $608,700 $639,135 $479,350 $639,135 $658,309 103.0 103.0 SERVICE UNIT 640 - PUBLIC WORKS SAFETY PROGRAM The service unit is responsible for introducing and monitoring programs targeted to prevent or reduce injuries and accidents. It is also responsible for accident investigation and providing general and required (by law, in some cases) safety training for Public Works employees. The individual previously employed in this position retired in early 2008. Recruiting for the position is an important priority for the Department. Account 100 Salaries and Wages - Budgeted at $23,466 for 2009, this line item shows a decrease of $10,737 or 31.4% from the 2008 year -end estimate of $34,203 and a decrease of $10,222 or 30.3% from the 2008 amended budget of $33,688. This service unit funds 50% of the Safety and Training Officer position. The remaining 50% comes from the Transit Division. The 2009 decrease is primarily due to the retirement cashout (nearly $7,000) paid in 2008. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and Preliminary Budget • Public Works - 9 an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits - Budgeted at $8,593 for 2009, this line item shows a decrease of $10,965 or 56.1% from the 2008 year -end estimate of $19,558. This is due to the approximately $12,000 PERS Excess Comp payment to the State for a PERS I retirement, to be paid in 2008. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 300 Supplies - Budgeted at $3,500 for 2009, this account is unchanged from the 2008 year- end estimate and the 2008 amended budget. Account 400 Other Services and Charges - Budgeted at $6,483 for 2009, this line item shows an increase of $2,303 or 55.1% from the 2008 year -end estimate of $4,180 and an increase of $364 or 5.9% from the 2008 amended budget amount of $6,119. Account 430 Transportation - The budget includes expense support for the following: ORGANIZATION MEETINGS STAFF ATTENDING Governor's Safety Conference Spring and Fall Conference Safety Officer Evergreen Safety Council Workshops Conferences Safety Officer Various Safety Topics Meetings /Seminars Safety Officer /Support Staff Summary - Budgeted at $42,042 for 2009, this service unit shows a decrease of $19,398 or 31.6% from the 2008 year -end estimate of $61,440 and a decrease of $20,796 or 33.1% from the 2008 amended budget amount of $62,838. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $23,944 $25,814 $16,930 $25,403 $22,466 87.0 88.4 120 Overtime 96 1,000 1,205 1,500 1,000 100.0 66.7 140 Retirement /Term Cashout 0 6,874 7350 7,300 0 0.0 0.0 Total 24,040 33,688 25,486 34,203 23,466 69.7 68.6 200 Personnel Benefits 6,643 19,531 6,447 19,558 8,593 44.0 43.9 300 Supplies 310 Office & Operating Supplies 1,156 1,000 858 1,000 1,000 100.0 100.0 350 Small Tools And Equipment 1,324 2,500 1,712 2,500 2,500 100.0 100.0 Total 2,480 3,500 2,570 3,500 3,500 100.0 100.0 400 Other Services And Charges 410 Professional Services 627 1,000 135 700 1,000 100.0 142.9 420 Communications 1,451 919 892 1,280 1,283 139.6 100.3 430 Transportation /Training 622 600 142 600 600 100.0 100.0 490 Miscellaneous 1,425 3,600 775 1,600 3,600 100.0 225.0 Total 4,124 6,119 1,943 4,180 6,483 105.9 155.1 Total Expenditures - Sry Unt 640 $37,288 $62,838 $36,446 $61,440 $42,042 66.9 68.4 10 - Public Works • Preliminary Budget REVENUES Summary — Budgeted at $1,220,130 for 2009, these revenue line items show an increase of $30,190 or 2.5% from the 2008 year -end estimate and the 2008 amended budget of $1,189,940. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $115,890 $136,791 $135,669 $135,669 $173,056 126.5 127.6 360 Miscellaneous Revenues (34) 0 0 0 0 TOTAL REVENUES - SRV UNT 699 $115,857 $136,791 $135,669 $135,669 $173,056 126.5 127.6 Preliminary Budget • Public Works —11 CITY OF /� PUBLIC WORKS 2009 PRELIMINARY BUDGET NARRATIVE DIRECTOR OF PUBLIC WORKS: Chris Waarvick DIVISION: STREET & TRAFFIC OPERATIONS MANAGER: Streets —141 Vacant DEFINITION The Street Operations Division is responsible for street surface preservation, maintenance, repairs, sweeping, snow and ice control, and other seasonal service programs dedicated to the health, safety and welfare of our citizens. Street operations staff maintain over 352-miles of public streets and 44- miles of alleys under the authority of the City. The Street and Traffic Operations Division takes a great deal of pride in preserving and maintaining Yakima's $240 million investment for this community's transportation system. The Division strives to be good stewards of the funds allocated every year to provide safe streets for motorists, pedestrians and bicyclists. Maintenance of the street and related infrastructure is the primary function of the Street and Traffic Operations Division. Activities include regular or planned maintenance work, emergency maintenance events and special maintenance projects in response to citizen requests, Council directives or other factors. Anticipating and planning for the necessary materials by each work group is critical to timely, efficient and cost - effective maintenance work. Response to snow and ice removal is an obvious example of the need for timely preparation of materials and equipment. In 2008 the rising cost of materials and fuel presented significant challenges to service delivery and maintenance tasks within budget constraints. A nationwide shortage of some oil based materials caused the delivered price of tar and chip -seal oil (CRS 2P) to increase 2 and 3 -fold in the last year. Planning for an adequate supply inventory of necessary materials is critical in service delivery and holding down costs. The following chart demonstrates the volatile prices for commodities statewide. This chart represents the bid price fluctuation and escalation for raw materials published by the Washington State Department of Transportation in August 2008. 12 — Public Works • Preliminary Budget WSDOT UNIT BID PRICES $300.00- 300.00 J $250.00 J 1 $200.00 - $150.00 $100.00 $50.00 $0.00 1 1 2004 2005 2006 2007 2008 • Rock (tn) $12.78 $12.82 $12.49 $15.15 $13.53 • Asphalt (tn) $40.59 $42.64 $57.12 $61.36 $63.43 ® Cement (cy) $132.02 $118.36 $279.28 $140.65 $236.27 Much of the success of the street maintenance program is measured by citizens in the handling of snow and ice during and after storm conditions. The goal of the street maintenance crew in snow and ice control is to provide citizens a reasonably safe and passable road surface, in a timely manner. The City of Yakima uses three different materials for this program, a liquid anti -icer, bulk rock salt and traction material. The amount of these materials can vary widely depending on winter weather conditions. The city also relies on private contract services for plowing residential streets and assisting in snow removal. Snow removal programs are initiated by the city when specific snow depths are reached and weather forecasts indicate that temperatures will be remaining below freezing. De -icing material can be applied in a pro- active mode to reduce ice conditions. City Council direction has focused the street division on providing a 12 -year cycle of programmed preventative maintenance operations to the surface of all 98 -miles of Arterial Classified streets and the 254 -miles of residential streets. This program objective is to ensure that asphalt streets are kept in good condition and prevent sections from failing. Tasks include cleaning and filling existing cracks in the asphalt surface, removing failed sections, and chip sealing. Included in the program is sweeping and surface markings when required. The program averages over 20 -miles of residential streets and 30 lanes -miles of arterial streets annually. Four hundred thousand dollars of REET2 funds have been allocated yearly to purchase materials required for this program. In addition, the crew repairs street sections with failing areas or potholes throughout the city of Yakima. Focused projects this year included North 8th Street between Lincoln Avenue and Martin Luther King Blvd and portions of 16th Avenue in the vicinity of Tieton Drive where the surface was near failure and creating a rough and hazardous driving surface. Smaller area repairs are also made each year. Repair work often involves removing the failed section of pavement, base preparation, and application of either hot mix asphalt or emulsified asphalt. Preliminary Budget • Public Works —13 The Pedestrian and Bikeway Maintenance program is primarily completed through contracts with Department of Corrections (DOC) and private concrete companies. The DOC crew performs weed removal, hand sweeping and litter removal along the classified streets in Yakima. The cost for the crew in 2008 was $72,000 but projected to increase to $85,000 to cover administrative charges from Yakima County. Curb and gutter repairs are contracted out to private companies. Sidewalk repairs /replacement is the responsibility of the adjacent property owner. However, the City's 50/50 sidewalk program provides a limited fund for the sharing of costs of repairs /replacements made to existing sidewalks. The service units in this division are: SERVICE UNIT 224 - STREET CLEANING SERVICE UNIT 521 - STREET MAINTENANCE SERVICE UNIT 522 - PEDESTRIAN /BIKEWAY MAINTENANCE SERVICE UNIT 524 - SNOW AND ICE CONTROL SERVICE UNIT 529 - ADMINISTRATION SERVICE UNIT 645 - INTERFUND DISTRIBUTION SERVICE UNIT 699 - GENERAL REVENUES AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1261 Street and Traffic Operations Manager .50 .50 .50 13302 Street Maintenance Supervisor 1.00 1.00 1.00 8711 Street Maintenance Specialist 20.00 20.00 20.00 8713 Street Maintenance Crew Leader 5.00 5.00 5.00 8710 Street Laborer (Temporary) .83 .42 .19 8610 Labor Helper (Temporary) .05 .05 .05 TOTAL PERSONNEL 27.38 26.97 26.74 BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 224 Street Cleaning $285,687 $424,759 $289,207 $371,397 $347,085 81.7 93.5 521 Street Maintenance 1,963,672 2,191,846 1,532,784 2,092,657 2,317371 105.7 110.7 522 Pedestrian & Bikeway Maint 176,386 251,751 132,273 218,330 165,096 65.6 75.6 524 Snow And Ice Control 409,588 428,561 207,433 422,889 415,739 97 98.3 529 Administration 228,556 246,277 161,950 206,324 251,133 102 121.7 645 Interfund Distribution 317,188 272,303 205,503 272,303 210,942 77.5 77.5 TOTAL EXPENDITURES $3,381,076 $3,815,498 $2,529,151 $3,583,900 $3,707367 97.2 103.5 14 - Public Works • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUE SUMMARY BY SERVICE UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 521 Street Maintenance $1,381,901 $1,438,760 $959,847 $1,308,760 $1,358,760 94.4 103.8 522 Pedestrian & Bikeway Maint 11,676 0 1,700 1,200 0 0 645 Interfund Distribution 0 0 0 0 25,000 699 General Revenues 5,202,984 5,339,266 3,775,274 5,676,271 5,521,637 103.4 97.3 TOTAL REVENUES $6,596,560 $6,778,026 $4,736,821 $6,986,231 $6,905,397 101.9 98.8 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 1,111,772 1,333,264 834,074 1,127,684 1,352,458 101.4 36.5 200 Personnel Benefits 385,934 483,358 301,477 482,268 504,740 104.4 13.6 SUB -TOTAL SALARIES AND BENEFITS 1,497707 1,816,622 1,135,551 1,609,952 1,857198 102.2 50.1 300 Supplies 562,555 537312 398,592 562,185 553,522 103.0 14.9 400 Other Services And Charges 174,267 337383 148,200 262,583 217,152 64.4 5.9 500 Intergov Srvcs /Other Interfund 317239 231,603 205,543 231,603 177,642 76.7 4.8 600 Capital Outlays 0 66,800 0 66,800 33,400 50.0 0.9 900 Interfund Payment For Svcs 829,308 825,777 641,265 850,777 868,452 105.2 23.4 TOTAL EXPENDITURES $3,381,076 $3,815,498 $2,529,151 $3,583,900 $3,707367 97.2 100.0 EXPLANATORY NARRATIVE Street Maintenance work concentrated on several key program areas that provide major community services. Street cleaning services operate largely during the day although a limited 3- person night crew was initiated in April 2008 in order to sweep the Arterial Streets and conduct other repair work when traffic conditions are light. One need identified in 2008 was an increased focus on weed control along Arterial Streets. In 2009 a more aggressive weed control campaign may alter some of the tasks of the crew in order to balance staff resources. Pavement surface maintenance programs of the Street Division since 2005 have improved nearly 90 linear miles (35 %) of neighborhood streets. Over 21 linear miles (22 %) of Arterial Streets have been surface treated since 2007. In 2008, 22.7 miles of residential streets received extensive preventative maintenance measures. These streets were crack - filled, patched and chip sealed. The 2008 targeted Neighborhood areas were in two residential neighborhoods bordered by (1) Nob Hill, 16th Avenue, 32nd Avenue and Washington Avenue; and (2) 16th Avenue, 6th Avenue, Fruitvale Boulevard and Lincoln Avenue . In addition, the Arterial Chip Seal Program was completed on 15.5 miles of streets, including 72nd Avenue, 80th Avenue, Castlevale Road and Powerhouse Road. In response to clean air requirements and citizen concerns, the Bituminous Surface Treatment (BST) Program for unpaved streets was initiated in 2003 and has successfully placed an interim hard surface on over 20 miles of unpaved roads. Salary And Benefits - The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 Preliminary Budget • Public Works -15 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. SERVICE UNIT 224 - STREET CLEANING 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 224 Maintenance Miles of Paved Streets 352 352 355 Sweeper Material (Tons) 12,000 15,000 15,000 Account 110 Salaries and Wages -This line item reflects a decrease of $9,430 or 7.2% from the 2008 Estimated Year -End Budget of $130,668 to the 2009 Projected Budget of $121,238. The decrease reflects a shifting of salaries for the four new hires from this service unit into other work units. Account 400 Landfill Charges - This line item for 2009 reflects an increase of 5 % from the 2008 projected year -end estimate of $33,000 to $34,650 due to the landfill price increases. Account 950 Rentals /M&O Garage - This line item for 2009 reflects an increase of $18,918 from the 2008 Estimated Year -End Budget of $124,163. The 2009 estimate of $143,081 is a 15.24% increase. The increase is the result of projected equipment maintenance charges for 2009 as provided by the Fleet Maintenance Manager. Summary - Total expenditures for Service Unit 224 are budgeted for 2009 at $347,085. The decrease is $24,311 or 7.0% from the 2008 Estimated Year -End Budget of $371,397. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $97207 $174,655 $114,680 $126,293 $116,863 66.9 92.5 120 Overtime 801 2,000 1,134 2,000 2,000 100.0 100.0 130 Special Pay 2,612 2,375 1,284 2,375 2,375 100.0 100.0 Total 100,619 179,030 117,098 130,668 121,238 67.7 92.8 200 Personnel Benefits 40,428 70,566 44,950 70,566 48,117 68.2 68.2 310 Office & Operating Supplies 787 0 0 0 0 470 Public Utility Services 22,778 51,000 34,036 46,000 34,650 67.9 75.3 950 Interfund Opt Rental & Lease 121,074 124,163 93,122 124,163 143,081 115.2 115.2 TOTAL EXPENDITURES - SRV UNT 224 $285,687 $424,759 $289,207 $371,397 $347,085 81.7 93.5 16 - Public Works • Preliminary Budget SERVICE UNIT 521 — STREET MAINTENANCE 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 521 Miles of Paved Street Maintained 352 352 355 Miles Sealed Residential 20.1 22.7 24.5 Sealcoated Arterials Lane Miles 5.9 15.5 9 Miles Crack Filled and Level Coursed 50 50 50 Miles of Dirt Streets and Alleys Graded /Graveled 29 26 26 Miles of Bituminous Surface Treatment on Unpaved Streets 3.1 0 0 Dust Abatement Tons of Material Applied 15 15 15 This is the primary service unit for the Street Operation Division including the tasks of general maintenance, work on street shoulders and drains, vegetation control, litter control work for other divisions. This budget includes the only line item for fuel used in all street operations. Four vacant positions were authorized in the division for 2008. However, the positions were not fully staffed until August 2008 that provided salary savings, but left some work tasks under - staffed for the majority of the year. Account 110 Salaries and Wages — This line item for 2009 is budgeted at $947,219 and has increased $187,879 or 24.7% from the 2008 projected year -end estimate of $759,340. The increase is due to the vacancies that were not filled until late in 2008 and the above mentioned changes. Account 120 Overtime — This line item is budgeted in 2009 at $14,400. Overtime costs vary year -to- year and are heavily determined by call -outs from the Police and Fire Departments. Overtime costs for 2008 are estimated at $12,400. Account 200 Personnel Benefits — This line item for 2009 is $359,697 and reflects an increase of $42,947 or 13.6% above the 2008 Estimated Year -End Budget of $316,750. The reasons for the increase are discussed above. Account 300 Supplies — This line item for 2009 is $424,122 and reflects a 4% increase of $16,337 from the 2008 amended budget of $407,785. This budget is the result of cost containment measures. Supplies include items such as fuel, asphalt, CRS2P oil, aggregate, chip seal rock, as well as picks, YVRCAA Permits, hammers, survey hubs, traffic control signs, propane, grease, shovels, first aid supplies, gloves, cleaning agents, and cut -off paper. The price increases of oil based products has stressed the budget in this area. We have little reserve materials in many of these commodities. Account 320 Fuel — This line item for 2009 is $179,712 which represents a 10% increase over the 2008 amended budget of $163,375. Account 950 Interfund Opt. Rentals and Leases — This line item for 2009 is an $8,361 or a 1.5% decrease from the 2008 year -end estimate of $554,588 to $546,227. The decrease is based on figures supplied by the Fleet Manager for fleet replacement contributions and maintenance and operation costs, and reflects funds to pay for equipment rental. Preliminary Budget • Public Works —17 Summary - This service unit reflects a 10.7% increase over the 2008 amended budget of $2,092,657 to $2,317,371 for 2009. The projected increase is largely due to the delayed hiring of 4 staff members late in 2008. Account 330 Intergovernmental Revenue - State Gas Tax revenue for 2009 is estimated at $1,350,000. This source of revenue is based on a state per capita formula and has increased 3.9% from the 2008 projected year -end budget of $1,300,000. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $700,674 $834,494 $548,891 $732,701 $920,811 110.3 125.7 120 Overtime 19,101 16,400 4,318 12,400 14,400 87.8 116.1 130 Special Pay 25,275 12,008 14,663 14,239 12,008 100.0 84.3 140 Retirement /Term Cashout 5,909 0 0 0 0 Total 750,959 862,902 567,872 759,340 947,219 109.8 124.7 200 Personnel Benefits 200 Personnel Benefits 263,216 315,500 202,224 315,500 358,447 113.6 113.6 280 Clothing And Miscellaneous 1,071 1,250 2,755 1,250 1,250 100.0 100.0 Total 264,287 316,750 204,979 316,750 359,697 113.6 113.6 300 Supplies 310 Office & Operating Supplies 242,361 236,537 229,764 236,410 236,410 100.0 100.0 320 Fuel Consumed 119,456 163,375 113,365 163,375 179,712 110.0 110.0 350 Small Tools And Equipment 3,713 8,000 3,964 8,000 8,000 100.0 100.0 Total 365,530 407,912 347,094 407,785 424,122 104.0 104.0 400 Other Services And Charges 410 Professional Services 10,993 35,700 4,790 32,200 12,000 33.6 37.3 420 Communications 4,493 4,244 3,610 4,244 4,356 102.6 102.6 430 Transportation /Training 689 950 352 950 950 100.0 100.0 450 Operating Rentals & Leases 15,783 29,000 5,671 12,000 18,000 62.1 150.0 470 Public Utility Services 2,673 0 0 0 0 480 Repairs And Maintenance 664 2,500 271 2,500 2,500 100.0 100.0 490 Miscellaneous 3,151 2,200 3,446 2,200 2,200 100.0 100.0 Total 38,446 74,594 18,140 54,094 40,006 53.6 74.0 530 State /County Taxes & Assmt 51 100 40 100 100 100.0 100.0 950 Interfund Opt Rental & Lease 544,399 529,588 394,659 554,588 546,227 103.1 98.5 TOTAL EXPENDITURES - SRV UNT 521 $1,963,672 $2,191,846 $1,532,784 $2,092,657 $2,317371 105.7 110.7 REVENUES 330 Intergovernmental Revenues $1,374,901 $1,430,000 $959,847 $1,300,000 $1,350,000 94.4 103.9 340 Charges For Goods & Svcs 7,000 8,760 0 8,760 8,760 100.0 100.0 TOTAL REVENUES - SRV UNT 521 $1,381,901 $1,438,760 $959,847 $1,308,760 $1,358,760 94.4 103.8 18 - Public Works • Preliminary Budget SERVICE UNIT 522 - PEDESTRIAN / BIKEWAY MAINTENANCE This service unit covers pedestrian and bikeway maintenance, as well as sidewalk maintenance adjacent to City -owned facilities. Weed control along Arterial streets was a significant citizen complaint in 2008. The program is largely accomplished using a contract with Department of Corrections that will increase due to County service charges increases. Additionally, in 2008 funds from gas tax revenues have been allocated as local match for the WSDOT Safe Routes to School grant application to improve sidewalk /ramps near Franklin Middle School. Account 410 Professional Services - The 2009 budget for this line item of $104,000 is a 14% reduction of $18,000 from the 2008 year end budget of $122,000. Two programs are reflected in "Professional Services" within this work unit including $72,000 (in 2008) for contracted weed control service by Yakima Department of Corrections (DOC) and the City's Shared -Cost Sidewalk Program which assists private property owners with repairs /replacement of sidewalks. The DOC contract is expected to increase in 2009 from $72,000 to $85,000 (an increase of $13,000 or 18 %). The sidewalk cost - sharing program will be reduced from $50,000 to $19,000 (a reduction of $31,000 or 62 %) as a cost - containment measure. Summary - This service unit for 2009 has decreased expenditures of $53,233 or 24.4% from the 2008 amended budget of $218,329 to $165,096. The decrease is a cost containment measure. DEPT 141 STREET (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $48,658 $56,152 $27,957 $41,358 $38,792 69.1 93.8 120 Overtime 1,060 200 414 200 200 100.0 100.0 130 Special Pay 1,910 2,302 1,087 2,302 2,302 100.0 100.0 140 Retirement /Term Cashout 5,241 0 0 0 0 Total 56,869 58,654 29,458 43,860 41,294 70.4 94.2 200 Personnel Benefits 18,761 22,470 10,775 22,470 15,803 70.3 70.3 310 Office & Operating Supplies 0 4,000 0 4,000 4,000 100.0 100.0 410 Professional Services 100,756 140,628 92,040 122,000 104,000 74.0 85.3 550 Interfund Subsidies 0 26,000 0 26,000 0 0.0 0.0 TOTAL EXPENDITURES - SRV UNT 522 $176,386 $251,751 $132,273 $218,330 $165,096 65.6 75.6 REVENUES 340 Charges For Goods & Svcs $11,676 $0 $1,700 $1,200 $0 0.0 TOTAL REVENUES - SRV UNT 522 $11,676 $0 $1,700 $1,200 $0 0.0 SERVICE UNIT 524 - SNOW AND ICE CONTROL Snow and ice control services will vary in magnitude from year to year as weather conditions change. Service delivery is often necessary in the early hours of morning which requires overtime for city personnel. Account 110 Salaries and Wages - This line item for 2009 has increased $14,069 or 7.7% from the 2008 projected year -end budget of $183,816 to 197,885. Salary increases are discussed earlier in the narrative. Preliminary Budget • Public Works -19 Account 120 Overtime - This line item will remain constant in 2009 at $35,000 with no increase over the 2008 budget. Account 310 Office and Operating Supplies - This line item for 2008 Estimated Year -end Budget is $150,350. The funds cover expenses for traction sand, bulk rock salt and liquid anti -icing materials. Material costs especially salt and de -icing materials vary widely based on winter demands. This line item varies greatly each year, as it is based on weather conditions. Account 410 Professional Services - The 2009 Budget is $30,000 which is a $2,000 reduction (6.3 %) from the 2008 year end estimate f $32,000. This line item varies greatly each year, as it is based on weather conditions. The funds pay for private contractors that are hired to augment city crews during large storm events. Summary - This service unit for 2009 at $415,739 reflects a decrease of $7,152 or 1.7% from the 2008 year -end budget estimate of $422,889. The actual cost varies greatly due to weather conditions. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $113,934 $143,716 $96,173 $143,716 $157,785 109.8 109.8 120 Overtime 39,107 35,000 16,896 35,000 35,000 100.0 100.0 130 Special Pay 4,972 5,100 2,852 5,100 5,100 100.0 100.0 140 Retirement /Term Cashout 167 0 0 0 0 Total 158,179 183,816 115,920 183,816 197885 107.7 107.7 200 Personnel Benefits 53,577 56,723 40,015 56,723 62,504 110.2 110.2 310 Office & Operating Supplies 196,239 125,350 51,498 150,350 125,350 100.0 83.4 410 Professional Services 1,593 62,672 0 32,000 30,000 47.9 93.8 TOTAL EXPENDITURES - SRV UNT 524 $409,588 $428,561 $207,433 $422,889 $415,739 97.0 98.3 SERVICE UNIT 529 - ADMINISTRATION This service unit is for management services for Street Operations, as well as inter -fund charges for insurance and Public Works Administration. In 2008, one -half of the Street and Traffic Operations Manager expenses were shared with Traffic Engineering /Traffic Operations. The 2009 budget continues that practice. The Division Manager position has been vacant since February, 2008. This service unit for 2009 has increased from the 2008 amended budget of $206,324 to $251,133 due largely to salary savings in 2008. 20 - Public Works • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 110 Salaries And Wages $45,145 $48,862 $3,725 $10,000 $44,823 91.7 448.2 200 Personnel Benefits 8,882 16,849 758 15,759 18,619 110.5 118.2 310 Office & Operating Supplies 0 50 0 50 50 100.0 100.0 400 Other Services And Charges 410 Professional Services 10,326 5,000 3,675 5,000 5,000 100.0 100.0 420 Communications 17 194 11 194 202 104.0 104.0 430 Transportation /Training 68 950 0 950 950 100.0 100.0 490 Miscellaneous 284 2,345 297 2,345 2,345 100.0 100.0 Total 10,694 8,489 3,983 8,489 8,497 100.1 100.1 900 Interfund Payment For Svcs 960 Interfund Insurance Svcs 93,198 97857 97857 97857 102,750 105.0 105.0 990 Interfund Admin Charges 70,637 74,169 55,626 74,169 76,394 103.0 103.0 Total 93,198 172,026 153,483 172,026 179,144 104.1 104.1 TOTAL EXPENDITURES - SRV UNT 529 $228,556 $246,277 $161,950 $206,324 $251,133 102.0 121.7 SERVICE UNIT 645 - INTERFUND DISTRIBUTION Account 550 Interfund Subsidies - This line item represents the expense for debt service for the following projects: Fruitvale Canal Reconstruction, debt retired in 2011 ($16,875); the I -82 Gateway Project, debt retired in 2013 ($46,667); the 2000 overlay program debt service, debt retired in 2010 ($20,000); River Road - 16th Avenue to Fruitvale ($94,000). The total 2009 debt service is $210,942. Account 630 Improvement other than Buildings - This line item in 2009 for $33,400 is the Street Division's payment toward the Pavement Rehabilitation Project for the Public Works Complex. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 550 Interfund Subsidies $317,188 $205,503 $205,503 $205,503 $177,542 86.4 86.4 630 Impr Other Than Building 0 66,800 0 66,800 33,400 50.0 50.0 TOTAL EXPENDITURES - SRV UNT 645 $317,188 $272,303 $205,503 $272,303 $210,942 77.5 77.5 REVENUES 390 Other Financing Sources $0 $0 $0 $0 $25,000 TOTAL REVENUES - SRV UNT 645 $0 $0 $0 $0 $25,000 SERVICE UNIT 699 - GENERAL REVENUES Account 270 Estimated Beginning Fund Balance - The 2009 estimated beginning fund balance is budgeted at $1,147,587. This amount is a function of 2008 year -end estimates beginning balance, plus estimated revenues, less estimated expenditures. The 2009 projected beginning balance is an 8.4% increase from the 2008 beginning balance of $1,059,014. Account 310 Taxes - Revenue from this line item has increased 2.2% or $93,798. This revenue source is from Property Tax allocations and is budgeted in 2009 at $4,314,000. Preliminary Budget • Public Works - 21 Account 360 Miscellaneous Revenue — This line item is projected to remain constant at the 2008 projected year -end budget of $60,500. This revenue source is largely interest income. Summary — General revenues for 2009 are estimated to decrease $154,634 or 2.7% from the 2008 projected year -end budget of $5,676,271 to $5,521,637. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $1,064,222 $1,059,014 $1,386,069 $1,386,069 $1,147,587 108.4 82.8 310 Taxes 4,081,518 4,220,202 2,347,588 4,229,702 4,314,000 102.2 102.0 360 Miscellaneous Revenues 57,244 60,050 41,618 60,500 60,050 100.0 99.3 TOTAL REVENUES - SRV UNT 699 $5,202,984 $5,339,266 $3,775,274 $5,676,271 $5,521,637 103.4 97.3 22 — Public Works • Preliminary Budget CITY OF r� PUBLIC WORKS 2009 PRELIMINARY BUDGET NARRATIVE DIRECTOR OF PUBLIC WORKS: Chris Waarvick DIVISION: STREET & TRAFFIC OPERATIONS MANAGER: Traffic Engineering —133 Vacant DEFINITION Traffic Engineering and Operations is responsible for the design, installation and maintenance of street lighting, traffic signals, signs, and pavement marking programs for the City. In addition, other services include data collection, pavement condition rating, collision analysis, transportation planning, development reviews, concurrency analysis, grant applications, traffic studies, and coordination with other city divisions, committees, associations, businesses, school districts and citizens. Maintaining existing facilities is our primary function. Traffic signals must be kept in working order and the public expects that once a street light is installed it will also work. The rising cost of materials, fuel and power service is well known and continues to be a significant factor for the Division. The Division has pursued methods of reducing costs, when possible. All new traffic signals and replacement of signal heads are now LED rather than incandescent heads. In addition, incandescent street lights are being replaced with LED fixtures. The use of LED fixtures has resulted in an estimated 62% savings in power and energy costs. In addition to reduced power use, LED's have reduced maintenance due to their longer service expectancy. Maintenance activities include cleaning of fixtures, replacement of bulbs, photocells, capacitors and checking wiring connections. In addition to the planned, annual maintenance, city crews must respond to emergency maintenance events, such as damage from a vehicle accident or vandalism, replacement of knocked down, damaged or rotten wooden poles, as well as the installation of new street lights. Each year City crews concentrate on one of five service areas, each containing between 750 to 1,000 streetlights. Staff also responds to citizen concerns about street lights out or traffic signal malfunctions. Annual maintenance of the traffic signal system is necessary to provide safe transportation for citizens and emergency vehicles. Traffic signal maintenance is a requirement of the Manual on Uniform Traffic Control Devices. Opticom equipment must be tested annually to ensure emergency service activation. All traffic signal controllers and conflict monitors must be tested annually, which involves the testing of all electronic components of the traffic signal system. Additionally, a great deal of staff time and citizen requests are devoted to improving the efficiency of the traffic signal system and better signal progression on Arterial Streets. This will continue to be an important objective of the division. Upgrade of some equipment for the traffic signal systems to accomplish this goal is planned as part of this budget. Preliminary Budget • Public Works — 23 Traffic control signs are fabricated by the City's sign shop. However, pre -made signs are purchased when bid prices indicate they are less expensive than in -house fabrication and sign plates are recycled. The city maintains over 23,000 signs, which are subject to environmental damage, vandalism and collision knockdowns. In addition, new signs are placed each year in response to citizen calls, collision analysis, work with Transit and the School Districts, as well as requests from the Yakima Police Department. This work unit is also responsible for special traffic control devices used for fires, parades, special events and other incidents requiring barricades. The City of Yakima does not have a planned program for the maintenance of street signs. The routine maintenance program for all signs was eliminated several years ago as a cost containment measure. The City's maintenance program has focused on bringing arterial street nameplates to current industry standards and addressing graffiti and vandalism. There is a federal regulation in the rule making stage that will require that the city maintain all regulatory and warning signs at specified reflectivity levels. The rules are expected to take affect by 2013. At that time, a funded program for sign review and maintenance will be necessary. The City of Yakima s lane lines, stencils, stop bars and crosswalks require annual maintenance by this division. Over nine thousand gallons of paint are used to provide on pavement guidance and direction to motorists, pedestrians and bicyclists. On new construction projects and on high - volume streets, durable pavement markings are being applied. The durable pavement markings have the advantage of wearing well through several winters. Most of the painted pavement markings will be lost in a year due to vehicle tires and winter wear due to traction materials rubbing the paint off of the surface. The division also provides temporary pavement markings during construction projects. The temporary striping is required to provide lane delineation during those periods that lane lines cannot be placed. The service units in this division are: SERVICE UNIT 116 — PUBLIC AREA LIGHTING SERVICE UNIT 525 — TRAFFIC CONTROL SERVICE UNIT 526 — TRAFFIC ENGINEERING SERVICE UNIT 639 — ADMINISTRATION SERVICE UNIT 644 — OUTSIDE AGENCY BILLINGS SERVICE UNIT 646 — INTERFUND PAYMENTS SERVICE UNIT 699 — GENERAL REVENUES 24 — Public Works • Preliminary Budget AUTHORIZED PERSONNEL 2008 2009 Cuss 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1261 Street and Traffic Manager .50 .50 .50 4221 Traffic Signal Technician I/ II 3.00 3.00 3.00 4223 Traffic Signal Technician III 1.00 1.00 1.00 4232 Traffic Operations Supervisor 1.00 1.00 1.00 4622 Traffic Technician II 2.00 2.00 2.00 4635 Traffic Signal System Analyst 1.00 1.00 1.00 11103 Supervising Traffic Engineer 1.00 1.00 1.00 8151 Traffic Sign Supervisor 1.00 1.00 1.00 8663 Traffic Sign Specialist 2.50 4.50 (1) 5.00 (2) 8664 Senior Traffic Sign Specialist 2.00 2.00 1.00 (2) 8610 Labor Helper (Temporary) .94 .94 .50 9114 City Worker IV (Temporary) .24 .24 .15 TOTAL PERSONNEL 16.17 18.17 17.15 (1) Positions consist of three full -time employees and two 3 / -time employees. Increases in employees recommended to address cumulative impacts of annexations.. (2) 2009 budgeted Policy Issue to increase the two 3/4 time positions to full time, and eliminate the Senior Traffic Sign Specialist as a cost containment measure. BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 116 Public Area Lighting $348,434 $414,845 $292,660 $402,762 $418,763 100.9 104 525 Traffic Control 1,031,165 1,257510 795,667 1,161,623 1,238,446 98.5 106.6 526 Traffic Engineering 333,781 458,479 267,104 442,892 405,687 88.5 91.6 639 Administration 197,551 202,292 153,311 202,292 206,997 102.3 102.3 646 Interfund Payments 59,844 65,211 45,865 65,211 68,421 104.9 104.9 TOTAL EXPENDITURES $1,970,775 $2,398,335 $1,554,607 $2,274,778 $2,338,313 97.5 102.8 REVENUE SUMMARY BY SERVICE UNIT 525 Traffic Control $14,396 $0 $0 $0 $0 644 Outside Agency Billings 40,264 2,000 13,745 14,995 2,000 100 13.3 646 Interfund Payments 52,302 5,000 5,019 5,000 5,000 100 100 699 General Revenues 34,399 0 40 40 0 0 TOTAL REVENUES $141,360 $7000 $18,803 $20,035 $7000 100 34.9 Preliminary Budget • Public Works - 25 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 762,916 913,358 592,645 827,656 924,188 101.2 39.5 200 Personnel Benefits 281,261 309,325 190,963 298,837 318,378 102.9 13.6 SUB -TOTAL SALARIES AND BENEFITS 1,044,177 1,222,683 783,608 1,126,494 1,242,566 101.6 53.1 300 Supplies 296,138 378,663 266,851 373,663 342,564 90.5 14.7 400 Other Services And Charges 395,818 578,349 338,579 555,982 527348 91.2 22.6 600 Capital Outlays 21,150 0 0 0 0 0.0 900 Interfund Payment For Svcs 213,492 218,640 165,569 218,640 225,835 103.3 9.7 TOTAL EXPENDITURES $1,970,775 $2,398,335 $1,554,607 $2,274,778 $2,338,313 97.5 100.0 EXPLANATORY NARRATIVE Salary And Benefits — The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. SERVICE UNIT 116 — PUBLIC AREA LIGHTING 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 1 J 6 City High Pressure Sodium Street Lights in Service 4,000 ( 4,000 ( 4,000 ( (1) Inventory has not been updated for annexations, new developments or construction projects. - Estimate 4,000 This service unit includes the power service, design, installation, repair and maintenance of the City's streetlights. Scheduled re- lamping and cleaning of high - pressure sodium fixtures continue in the five service areas of the City in 2009. A dedicated effort must be taken to fund a preventative maintenance program for the City's street light system. Individual citizen requests have also increased, as areas annexed into the City often do not have streetlights. However, approximately 6 new streets lights are added each year in neighborhoods due to budget constraints. The addition of pedestrian lights and tree lights in the Central Business District has also increased power costs. The tree lights have experienced vandalism and the need for frequent replacement and maintenance. Supplies purchased in this service unit include items such as bulbs, starters, poles, capacitors, fuses, photo - cells, arms, fixtures, brackets, and wire. A pilot program was initiated to evaluate the desirability and effectiveness of LED street lights, and upgrade fixtures as budget allows. 26 — Public Works • Preliminary Budget Account 110 Salaries and Wages - This line item for 2009 has decreased 8.1% or $5,097 from the projected year -end estimate of $62,899 to $57,802. Account 200 Personnel Benefits - This line item for 2009 reflects an increase of 12% or $2,077 from the projected year -end budget of $16,701 to $18,778. The increase is reflective of rate adjustments previously discussed in this budget narrative. Account 320 Fuel - The 2009 fuel budget for this service unit is $16,900 which is a 10% increase over the 2008 projected year -end amount of $15,387. Account 470 Public Utility Services - This line item for 2009 reflects an increase of $17,271 from the 2008 projected year -end budget of $265,718 to $282,989. This is a 7% increase to cover electrical utility charges for City street lights, and reflects an increasing inventory and proposed utility rate increases. Summary - This service unit for 2009 reflects an increase of $16,001 from the 2008 year -end budget of $402,762 to $418,763. This is a 4% increase, primarily due to an increasing inventory and utility rate increases. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $45,890 $50,570 $48,724 $60,799 $55,702 110.2 91.6 120 Overtime 324 500 372 500 500 100.0 100.0 130 Special Pay 1,602 1,600 1,379 1,600 1,600 100.0 100.0 Total 47815 52,670 50,475 62,899 57802 109.7 91.9 200 Personnel Benefits 15,255 16,701 14,443 16,701 18,778 112.4 112.4 300 Supplies 310 Office & Operating Supplies 18,325 30,000 16,921 25,000 25,000 83.3 100.0 320 Fuel Consumed 10,255 15,387 11,408 15,387 16,900 109.8 109.8 Total 28,580 45,387 28,329 40,387 41,900 92.3 103.8 400 Other Services And Charges 470 Public Utility Services 241,166 265,718 191,634 265,718 282,989 106.5 106.5 480 Repairs And Maintenance 14,100 32,812 6,613 15,500 15,500 47.2 100.0 Total 255,266 298,530 198,247 281,218 298,489 100.0 106.1 950 Interfund Opt Rental & Lease 1,518 1,557 1,167 1,557 1,794 115.2 115.2 TOTAL EXPENDITURES - SRV UNT 1 I6 $348,434 $414,845 $292,660 $402,762 $418,763 100.9 104.0 Preliminary Budget • Public Works - 27 SERVICE UNIT 525 — TRAFFIC CONTROL 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 525 Traffic signs under maintenance Warning 1,547 1,750 1,800 Regulatory 9,600 10,200 10,200 Other 11,770 12,300 13,500 Total Traffic Signs Under Maintenance 22,917 24,250 25,500 Traffic pavement markings to be maintained (in gallons) 9,980 10,000 10,000 Semi - Actuated Solid State 32 32 32 Fully Actuated Solid State 67 67 70 Fixed Time 1 0 0 Solar - Powered School Flashers Units 28 36 42 School Pedestrian Signals 5 8 8 School Flashers 4 4 4 Street Flashers 11 11 11 In 2009 Traffic Operations will continue maintenance and operation of the City's traffic signal system, and maintain our signs and marking inventory. Traffic signal upgrades to enhance progression along Arterial Street corridors and improve safety are primary objectives for the traffic signal system. Tasks include repair or replacement of damaged and worn structural items, and maintenance of the miles of underground conduits. Supplies purchased for this service unit include items such as conflict monitors, load switches, fans, filters, lamps, signal heads, detection equipment, wire, back - plates, brackets and other items. The Signal crew is responsible for emergency response to signal malfunctions or damage due to accidents. Signs and Marking tasks includes painting lane lines, arrows, stencils and crosswalks on City streets, and fabrication and installation of all traffic control signing in the City. Supplies purchased for this service unit include items such as liquid paint, glass beads, vinyl street marking material, sign plates, sign film, posts, brackets, clamps, cones, barricades, and other specialized traffic control devices. The Signs and Lines crew provide traffic control in the event of emergencies, for parades and other special events, upon occasion. Account 110 Salaries and Wages — This line item for 2009 has increased $83,085 or 17% from the 2008 projected year -end budget of $488,519 to $571,604. The increase is due to City Council authorization of an additional traffic sign specialist position, and the Street manager position has been vacant since February. Half of the salary and benefits are included in this service unit and budgeted to be filled in 2009. A 2009 Budget Policy issue is to eliminate one (vacant) Senior Sign Specialist position and use some of the salary savings to convert two Traffic Sign Specialists from 0.75 FTE to Full -time positions. Account 200 Personnel Benefits — This line item has increased 5% from the 2008 projected year -end budget of $190,523 to $200,539. This is due to increases previously discussed. 28 — Public Works • Preliminary Budget Account 310 Office and Operating — This line item budget has decreased $34,147 or 13% from the 2008 estimated year -end budget of $304,719 to $270,572. The 2008 budget had some carry -over projects that will be expended and not carried forward into 2009. Account 320 Fuel — This line item has been increased 10% from the 2008 projected year end budget of $15,357 to $16,892. Account 430 Travel — Division staff, both operations and engineering, attend training sessions, professional conferences, workshops and business meetings at other cities or public agencies to maintain and expand their expertise. This is unchanged. Contemplated meetings in 2009 may include the following: ORGANIZATION MEETINGS STAFF ATTENDING International Municipal Signal Association Monthly meetings, generally in State Electrical and /or Signs /Lines Staff International Municipal Signal Association Annual Conference Electrical and /or Signs /Lines staff Institute of Transportation Engineers Monthly meetings, generally in State Supervising Traffic Engineer Northwest Pavement Management Pavement Management Training Technical Staff Traffic Engineering Association and /or Street Maintenance Urban Traffic Engineers Council Three per year in Washington Supervising Traffic Engineer and /or Technical Staff University of Washington, Washington Administrative /Technical Short Supervising Traffic Engineer, State University, And Other Similar Courses in Seattle and Supervisors Traffic Operations Supervisor, and /or Entities Training Appropriate Staff Traffic System Training Courses Per New Technical Courses and Training Appropriate Staff Controllers and Traffic Control Equipment Environmental Systems Research Regional and Annual User Group Supervising Traffic Engineer Institute Training for GIS American Institute of Certified Planners Continuing Educational Requirement Supervising Traffic Engineer Account 470 Public Utility Services — This line item for 2009 reflects a $13,670 or 12% increase from the 2008 projected year -end budget of $112,000 to $125,670. The increase is due to increased inventory and electrical costs for traffic signals. Account 480 Repairs and Maintenance — This line item for 2009 is budgeted at $14,000. This line item funds repairs /replacements on existing traffic signal equipment. Summary — This service unit for 2009 reflects an increase of $76,823 from the 2008 estimated year- end budget of $1,161,623 to $1,238,446. This is a 6.6% increase. The increase is primarily due to filling vacant positions in the signs /lines work unit. Preliminary Budget • Public Works — 29 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $386,577 $549,990 $316,705 $468,446 $552,731 100.5 118.0 120 Overtime 10,192 8,800 11,410 10,000 8,800 100.0 88.0 130 Special Pay 10,716 10,073 7765 10,073 10,073 100.0 100.0 140 Retirement /Term Cashout 38,896 0 0 0 0 Total 446,381 568,863 335,880 488,519 571,604 100.5 117.0 200 Personnel Benefits 200 Personnel Benefits 180,895 200,510 114,167 190,023 200,039 99.8 105.3 280 Clothing And Miscellaneous 1,636 500 1,080 500 500 100.0 100.0 Total 182,531 201,010 115,247 190,523 200,539 99.8 105.3 300 Supplies 310 Office & Operating Supplies 241,076 304,719 216,728 304,719 270,572 88.8 88.8 320 Fuel Consumed 10,255 15,357 11,408 15,357 16,892 110.0 110.0 350 Small Tools And Equipment 6,576 6,000 6,175 6,000 6,000 100.0 100.0 Total 257,907 326,076 234,311 326,076 293,464 90.0 90.0 400 Other Services And Charges 420 Communications 8,922 7,883 7675 8,828 9,239 117.2 104.7 430 Transportation /Training 2,167 2,900 1,219 1,900 1,900 65.5 100.0 450 Operating Rentals & Leases 54 2,000 0 2,000 2,000 100.0 100.0 470 Public Utility Services 106,383 118,000 77,396 112,000 125,670 106.5 112.2 480 Repairs And Maintenance 7868 12,000 11,026 14,000 14,000 116.7 100.0 490 Miscellaneous 4,529 3,986 1,821 2,986 2,986 74.9 100.0 Total 129,923 146,769 99,137 141,714 155,795 106.2 109.9 950 Interfund Opt Rental & Lease 14,423 14,791 11,092 14,791 17,044 115.2 115.2 TOTAL EXPENDITURES - SRV UNT 525 $1,031,165 $1,257,510 $795,667 $1,161,623 $1,238,446 98.5 106.6 SERVICE UNIT 526 - TRAFFIC ENGINEERING 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 526 Update Traffic Counts on Arterial Streets (in segments) 223 230 230 Monitor signalized intersections /flashers for efficiency & safety 150 150 150 Number of Street Segment Traffic Counts 75 75 75 Concurrency Applications 23 25 25 Corrective or citizen request Work Orders generated 55 60 70 The Traffic Engineering Service Unit 526 is responsible for traffic studies, collision analysis, collection of transportation system data, review of the impact for proposed developments, transportation concurrency analysis, transportation planning, traffic signal timing plans, review and design of striping, sign layouts, and signals. It also is responsible for responding to citizen inquiries, Neighborhood Traffic Calming Program, grant applications, and collection of data. Staff continues to support the Pedestrian /Bicycle Committee and implementation of the city -wide Transportation Plan, such as the Speed Limit study. The update of the Pavement Management System three -year inventory of all Arterial Street segments was completed in 2008. Staff will continue to work with various divisions within the City to support the Burlington Northern /Santa Fe grade- separation 30 - Public Works • Preliminary Budget project impacts, the Barge- Chestnut neighborhood Study and other traffic calming projects as well as other CBD initiatives. Intersection safety improvements and signal enhancements will continue to be analyzed. Signal progression on main Arterials remains a high priority. Account 110 Salaries and Wages - This line item for 2009 reflects an increase of $16,010 or 7% from the 2008 projected year -end budget of $228,293 to $244,303. One position is currently vacant and proposed to be filled in 2009. Account 200 Personnel Benefits - This line item for 2009 reflects an increase of $6,793 or 9% from the projected year -end budget of $74,902 to $81,695. Account 300 Supplies and Small Tools - This line item will remain at the same rate in 2009 as it was in 2008 at $7,200. Account 410 Professional Services - This line item is used for professional traffic engineering services such as the Barge- Chestnut Neighborhood Traffic Calming Study or peer reviews of development traffic impact studies. In addition, the line item is for implementation of the Neighborhood Traffic Calming Program such as purchase of the radar speed signs, refuse stickers and other items. A Study is proposed to be initiated in 2009 to provide preliminary analysis and recommendations for the Arterial Street needs of North 40th Avenue between Englewood to River Road. This line item was $128,000 in 2008 and will be reduced $60,000 (47 %) to $68,000 in 2009. Summary - This service unit for 2009 reflects a decrease of $37,205 or 8.4% from the 2008 projected year -end budget estimate of $442,892 to $405,687. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $225,651 $242,880 $164,152 $220,373 $243,303 100.2 110.4 120 Overtime 152 1,000 788 1,000 1,000 100.0 100.0 140 Retirement /Term Cashout 0 0 6,920 6,920 0 0.0 Total 225,804 243,880 171,860 228,293 244,303 100.2 107.0 200 Personnel Benefits 200 Personnel Benefits 66,674 74,702 49,958 74,702 81,495 109.1 109.1 280 Clothing And Miscellaneous 0 200 0 200 200 100.0 100.0 Total 66,674 74,902 49,958 74,902 81,695 109.1 109.1 300 Supplies 310 Office & Operating Supplies 1,643 2,200 3,137 2,200 2,200 100.0 100.0 350 Small Tools And Equipment 8,008 5,000 1,075 5,000 5,000 100.0 100.0 Total 9,651 7,200 4,212 7,200 7,200 100.0 100.0 400 Other Services And Charges 410 Professional Services 7,990 128,009 39,273 128,009 68,000 53.1 53.1 430 Transportation /Training 755 1,188 678 1,188 1,188 100.0 100.0 490 Miscellaneous 1,757 3,300 1,124 3,300 3,300 100.0 100.0 Total 10,502 132,497 41,075 132,497 72,488 54.7 54.7 640 Machinery And Equipment 21,150 0 0 0 0 TOTAL EXPENDITURES - SRV UNT 526 $333,781 $458,479 $267,104 $442,892 $405,687 88.5 91.6 Preliminary Budget • Public Works - 31 SERVICE UNIT 639 - ADMINISTRATION This service unit includes the Public Works Administration charges, which are an allocation of the cost of providing general administrative, clerical and plant expenses to the Public Works Divisions. Account 980 Interfund, Garage /Plant Charges - This line item for 2009 reflects an increase of 2% from the 2008 projected year -end estimate and budget of $148,964 to $151,943. This increase is the result of analysis completed by the Fleet Manager. Account 990 Interfund Administrative Charge - This line item for 2009 is budgeted at $48,360. This charge pays for administrative support to the Streets and Traffic Operations and is a 3% increase. Summary - This service unit for 2009 reflects an increase of $4,705 from the 2008 projected year -end estimate and budget of $202,292 to $206,997 and is a 2.3% increase. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 TO 5 900 Interfund Payment For Svcs 960 Interfund Insurance Svcs $6,072 $6,376 $6,376 $6,376 $6,694 105.0 105.0 980 Interfund Garage /Plant Chgs 146,763 148,964 111,722 148,964 151,943 102.0 102.0 990 Interfund Admin Charges 44,716 46,952 35,213 46,952 48,360 103.0 103.0 TOTAL EXPENDITURES - SRV UNT 639 $197551 $202,292 $153,311 $202,292 $206,997 102.3 102.3 SERVICE UNIT 644 - OUTSIDE AGENCY BILLINGS This service unit tracks revenue related charges for reviewing concurrency applications and insurance reimbursement for traffic control equipment damaged by private parties. Account 340 Charges for Services - Revenue collected from Concurrency Reviews in 2008 is projected at $6,500. Account 390 other Financing Sources - The Street and Traffic Operations Division used the collection services of Zaremba Claims to collect damages from motorists that collided with signal or street light system hardware. The City has recovered nearly $8,795 to cover the cost of replacing or repairing these items in 2008. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 TO 5 340 Charges For Goods & Svcs $6,250 $2,000 $5,000 $6,500 $2,000 100.0 30.8 390 Other Financing Sources 34,014 0 8,745 8,495 0 0.0 TOTAL REVENUES - SRV UNT 644 $40,264 $2,000 $13,745 $14,995 $2,000 100.0 13.3 32 - Public Works • Preliminary Budget SERVICE UNIT 646 - INTERFUND PAYMENTS This service unit includes work done for other City departments on a reimbursable basis, special sign fabrication, signal and striping design, and construction activities on City street projects. In 2008 it is estimated that the Traffic Engineering unit will be reimbursed $5,000 for services. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $37796 $46,240 $32,691 $46,240 $48,773 105.5 105.5 120 Overtime 1,029 1,000 913 1,000 1,000 100.0 100.0 130 Special Pay 1,183 706 826 706 706 100.0 100.0 140 Retirement /Term Cashout 2,909 0 0 0 0 Total 42,916 47,946 34,430 47,946 50,479 105.3 105.3 200 Personnel Benefits 16,801 16,711 11,315 16,711 17,366 103.9 103.9 420 Communications 127 554 120 554 576 104.0 104.0 TOTAL EXPENDITURES - SRV UNT 646 $59,844 $65,211 $45,865 $65,211 $68,421 104.9 104.9 REVENUES 340 Charges For Goods & Svcs $52,302 $5,000 $5,019 $5,000 $5,000 100.0 100.0 TOTAL REVENUES - SRV UNT 646 $52,302 $5,000 $5,019 $5,000 $5,000 100.0 100.0 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 360 Miscellaneous Revenues $0 $0 $40 $40 $0 390 Other Financing Sources 34,399 0 0 0 0 TOTAL REVENUES - SRV UNT 699 $34,399 $0 $40 $40 $0 Preliminary Budget • Public Works - 33 - - CITY OF /� PUBLIC WORKS 2009 PRELIMINARY BUDGET NARRATIVE DIRECTOR OF PUBLIC WORKS: Chris Waarvick DIVISION: TRANSIT MANAGER: Transit — 462 Ken Mehin DEFINITION The Transit Division's task is to provide quality public transportation operations within the Yakima urban growth area. This service is performed, in part, through the scheduling and routing of regular fixed -route bus service that includes Selah and Yakima. For the past year and a half, service was also provided to the community of Union Gap. Their City Council elected to seek other providers and beginning in December 2008, brought in a new contractor to provide transit service to their constituents. That action leaves ten bus routes that operate from 6:00 a.m. to 7:00 p.m., Monday through Friday. Our Saturday and designated holiday schedules consist of nine bus routes that run on an hourly schedule from 8:45 a.m. to 6:30 p.m., except for the #6 bus which cycles on thirty minute intervals during the mid - Saturday hours. The established bus routes cover residential /commercial neighborhoods surrounding Summitview Avenue, Lincoln Avenue, Tieton Drive, Fruitvale Boulevard, Mead Avenue, East and West Nob Hill Boulevard, Fair Avenue, North and South First /Main Street to the Union Gap /Yakima City limits, 16th Avenue, 40th Avenue, Washington Avenue /Airport vicinity and on the main arterials in Selah. Yakima Transit also provides specialized transportation services to individuals with disabilities through our demand response (Dial -A -Ride) service contract with Tri -City Taxi. A contract in place since the early 1980's with People for People was not renewed this year after an in -house review determined that the service duplicated existing transit routes in the Urban Growth area. The annual budgeted allocation for this contractor in CY 2009 is $1,111,000. In an effort to control escalating costs associated with this service, the City of Yakima is now leasing Tri -City Taxi a paratransit vehicle fleet. We are also providing the fuel and insurance coverage. By bidding the contract with these incentives, Yakima Transit was able to provide service at or below similar operating levels with other statewide transit providers. Yakima Transit continued its community enhancement efforts throughout the summer months by providing free rides on Saturdays for its fixed route and Dial -A -Ride customers. There are also annual community events; the New Year's Eve Celebration, the July 4th fireworks and the Central Washington State Fair; which the City Council deems appropriate for Yakima Transit to provide additional transportation service. Shuttle buses are used to transport these attendees from designated Park and Ride locations directly to the event; thus saving parking charges and relieving traffic congestion. 34 — Public Works • Preliminary Budget The Vanpool program in 2008 continues to grow in ridership and the number of vans on the road; the result of higher fuel prices paid by consumers. Yakima Transit added ten new vans to their fleet that were purchased on a State mobility grant. All of those units have already been placed into service and an additional five vans were requested. These vehicles will arrive in the first quarter of 2009. The City of Yakima's Transit Committee has conducted two Public Hearings this fall on the prospect of raising the daily /monthly transit fares. It was 1995 when the transit fares were last adjusted. With fuel prices high, additional revenues are needed to offset the increased costs to our budget. Should the City Council agree, the revised fares would be implemented at the beginning of the year. Yakima Transit also continues to offset our fuel costs by participating in the Washington State Transit Insurance Pool for its insurance coverage. This action has resulted in both reduced premiums for the agency and increased monetary coverage for the operation. In addition, YT's direct involvements in both our Dial ARide /Bus Cleaning contracts have realized even greater savings for our division's annual budget. YAKIMA TRANSIT'S MISSION STATEMENT Our objective is to provide prompt, safe and courteous public transportation services to the residents of the greater Yakima area in a cost - effective and efficient manner. The service units in this division are: SERVICE UNIT 512 - CITY TRANSIT SERVICE UNIT 513 - SPECIALIZED TRANSIT OPERATIONS SERVICE UNIT 514 - SPECIALIZED TRANSPORTATION SERVICES SERVICE UNIT 519 - ADMINISTRATION SERVICE UNIT 699 - GENERAL REVENUE AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1262 Transit Manager 1.00 1.00 1.00 20101 Customer Relations Coordinator 1.00 1.00 1.00 3322 Transit Project Planner 1.00 1.00 1.00 14201 Transit Operations Supervisor 1.00 1.00 1.00 21101 Transit Route Supervisor 1.00 1.00 1.00 22102 Transit Dispatcher 4.00 4.00 4.00 22101 Transit Operator 36.75 36.75 36.00 (1) 22101 Transit Operator Temp. 2.70 2.70 .45 (1) 2262 Safety and Training Officer Public Works (2) .50 .50 .50 7121 Department Assistant (One Temp) .05 .05 .05 7124 Department Assistant II 1.00 1.50 i 1.50 23101 Transit Service Worker 2.00 2.00 2.00 23101 Transit Service Worker Temp .50 .75 .75 23102 Transit Vehicle Cleaner 1.50 1.50 1.50 TOTAL PERSONNEL 54.00 54.75 51.75 (1) Three Transit Operator positions were deleted - .75 from Regular and 2.25 from Temporary because of the loss of the Union Gap route. (2) The Safety and Training Officer position is split equally with Public Works Administration. (3) The Department Assistant II increased by a half position in FY 2008. Preliminary Budget • Public Works - 35 BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 512 City Transit $4,241,454 $4,821,658 $3,601,258 $4,819,732 $4,941,110 102.5 102.5 514 Specialized Trans. Services 1,171,396 1,456,161 1,104,368 1,454,040 1,419,500 97.5 97.6 519 Administration 973,734 1,047,157 831,616 1,049,756 1,122,289 107.2 106.9 TOTAL EXPENDITURES $6,386,583 $7324,976 $5,537,241 $7323,528 $7482,899 102.2 102.2 REVENUE SUMMARY BY SERVICE UNIT 512 City Transit $2,373,204 $2,791,865 $825,730 $2,736,281 $2,385,500 85.4 87.2 513 Special Transit Operations 0 1,000 0 1,000 1,000 100.0 100.0 514 Specialized Trans. Services 141,326 86,040 2,434 134,040 137,500 159.8 102.6 699 General Revenues 4,536,133 4,671,224 4,343,337 5,046,681 5,316,074 113.8 105.3 TOTAL REVENUES $7050,663 $7,550,129 $5,171,501 $7918,002 $7,840,074 103.8 99.0 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 2,171,676 2,406,065 1,811,719 2,393,131 2,455,925 102.1 32.8 200 Personnel Benefits 875,712 958,126 688,045 956,892 1,022,887 106.8 13.7 SUB -TOTAL SALARIES AND BENEFITS 3,047,388 3,364,192 2,499,764 3,350,022 3,478,812 103.4 46.5 300 Supplies 759,905 1,059,495 814,938 1,068,372 1,053,369 99.4 14.1 400 Other Services And Charges 1,186,923 1,452,761 1,059,104 1,456,605 1,516,040 104.4 20.3 500 Intergov Srvcs /Other Interfund (671) 2,300 240 2,300 2,300 100.0 0.0 600 Capital Outlays 68,041 31,290 37,930 31,290 0 0.0 0.0 900 Interfund Payment For Svcs 1,321,235 1,414,938 1,125,265 1,414,938 1,432,378 101.2 19.1 TOTAL EXPENDITURES $6,386,583 $7324,976 $5,537,241 $7,323,528 $7482,899 102.2 100.0 EXPLANATORY NARRATIVE 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET FIXED ROUTE SERVICES Ridership 1,282,874 1,415,974 1,451,373 Service Days 307 309 307 Vehicle Service Mileage 780,365 822,350 863,468 Vehicle Service Hours 54,873 57,500 60,375 Operating Expenses (SU 512, 519, & 641) $5,435,188 $5,317,978 $6,063,399 Farebox Revenues (passes, tickets, and cash fares) $327,630 $352,000 $358,000 Farebox Return Ratio (1) 3.0% 6.6% 5.7% Revenue /Passenger $.28 $.25 $.25 Revenue /Mile $.42 $.43 $.41 Revenue /Hour $5.97 $6.12 $5.93 Passenger /Mile 1.5 1.7 1.7 Passenger /Hour 21.6 24.6 24.0 Operating Cost /Passenger $4.59 $3.96 $4.34 Operating Cost /Mile $6.96 $6.47 $7.29 Operating Cost /Hour (2) $99.05 $92.49 $104.22 (1) Farebox Return Ratio is calculated by dividing the farebox revenue by operating expenses. (2) Does not include depreciation. 36 - Public Works • Preliminary Budget The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %) & an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. The personnel benefit accounts include rate increases for medical insurance of 5.5% and industrial insurance of 10 %, along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase SERVICE UNIT 512 — CITY TRANSIT Account 110 Salaries and Wages — Budgeted at $2,065,208 for 2009, this line item reflects a modest increase of $48,297 or 2.4% from the 2008 year -end estimate of $2,016,911. We used five drivers for the service extensions to Selah and Union Gap. (a 50% reimbursable expense on the Selah route and 100% on Union Gap). Union Gap will terminate our Inter -Local Agreement for transit service at the end of 2008; but due to retirees and voluntary quits leaving our system in 2008, there will be no forced reduction among our drivers. The increase in the budget is due primarily to our employee's automatic annual step increases occurring throughout the year. Continued containment of our overtime costs was made to the Overtime Budget category for 2008. That figure, now at $73,000, remains the same for 2009; instead of $77,000 for FY2007. Account 140 Retirement — Cash -out — The 2009 amount is $16,000. These funds will cover any long- time employees who are considering drawing out their retirement this year. That figure reflects a $3,214 decrease over the budgeted amount in payouts for CY 2008 when just two employees officially retired from our division. Account 200 Personnel Benefits - Our 2009 projections of $912,906 reflects a 6.6% increase over the estimated 2008 year -end figure of $856,605 due to the above mentioned changes. The coach operator's uniform and clothing allowance remains the same from the previous year's amount $14,000 as the Driver's Labor Contract now includes a footwear allowance as part of their uniform requirements. Account 300 Supplies — Budgeted at $853,369 for 2009, this line item is almost entirely dedicated ($839,869) to cover fueling services for our transit vehicle fleet. This reflects a $264,412 increase or a plus 68.5% over our 2007 actual budget of $575,457. No one anticipated this huge rise in the cost of fuel. (we had only budgeted a modest increase of about 10 %) As a result, Council had to make two additional appropriations during 2008 to this account to offset the increased fueling costs. The Office /Operating supplies budget (310) remains at the same level ($13,500) as in previous years. Account 400 Other Services and Charges — Budgeted at $229,732 for 2009, this line item shows an increase of $15,920 over the 2008 year -end estimate of $213,812. The proposed budget reflects additional costs in our advertising, repairs /maintenance and miscellaneous accounts for 2009. Account 900 Interfund Payment for Services — Budgeted at $775,817 in 2008, this line item is a decrease of $8,862 or about 1.2% from the 2008 estimated budget amount of $775,817. This decrease is primarily tied to reductions in transit's rental and lease agreements. Some savings result from purchasing equipment outright rather than to continue with long -term contracts. Preliminary Budget • Public Works — 37 Revenues - Budgeted at $2,385,500 for 2009; this line item reflects a decrease of $350,781 over the 2008 anticipated amount of $2,736,281. That amount was $55,584 less in revenues than was projected ($2,791,865) at the beginning of the 2008 budget cycle. Our agency has received consistent financial support from the Federal Government (Federal Transit Administration) for operating expense reimbursements that are paid to us annually from federal fuel tax collections. We anticipate an additional $4,000 in our funding allocation ($1.65 million) for the 2009 fiscal year. Should the transit fare be increased beginning in 2009, farebox revenues would be higher than currently projected for the calendar year. The following graphs are intended to provide the City Council additional information with which to make budgetary decisions. This information indicates the pattern of revenue and ridership over a five -year period. The revenue analysis below indicates that the contribution to fare revenue (referred to in the reports as farebox revenue) is comprised of the various fare categories illustrated. The graph reflects the changes taking place during this tracking period. TRANSIT FARE ANALYSIS COMPARISON BY REVENUE CATEGORIES $400,000 w $352,000 $360,800 $350,000 • $$27,63h $298,699 $300,000 . $271,484 - - $250,000. E E E E E $200,000 • = s a a $150,000 • $100,000. _'M •_•M _•M -'M _: $50,000 _RE o _ :o _o _ __ _ 2005 2006 2007 2008 2009 ® Discount Fare $22,190 $25,200 $26,417 $24,000 $24,600 M Adult $68,400 $70,664 $77,157 $88,000 $90,200 D Youth $36,922 $46,510 $54,090 $55,000 $56,375 ® Cash Fare $143,973 $156,325 $169,966 $185,000 $189,625 O Total Revenue $271,484 $298,699 $327,630 $352,000 $360,800 Estimated Projected The following ridership analysis consists of two graphs: The first indicates the ridership taken by each of the rider categories. The data reflects a similar pattern to that which is shown on the revenue graph on the previous page. 38 - Public Works • Preliminary Budget TRANSIT RIDERSHIP ANALYSIS COMPARISON BY RIDERSHIP CATEGORIES 1,600,000 - 1,415,974 1,451,373 1,400,000 0 1,280,841 1,176,616 1,200,000 1,081,795 = o 1,000,000 = 800,000 - - - 600,000 - - - - E2 400,000 _ = - o 200,000 i ti - I J - 0 - 2005 2006 2007 2008 2009 m Transfer 49,487 30,248 29,450 40,423 41,434 El Discount Fare 239,601 271,018 285,335 293,095 300,423 El Adult 369,370 471,451 440,898 477,672 489,614 D Youth 423,337 403,899 525,158 604,783 619,903 9 Total Ridership 1,081,795 1,176,616 1,280,841 1,415,974 1,451,373 Estimated Projected The second ridership graph indicates the total ridership pattern displayed on a monthly basis over a five -year period. TRANSIT RIDERSHIP ANALYSIS 2004 - 2008 150,000 - 140,000 • 130,000 • • API 120,000 •- i r 110.000 w _ • 100.000 a -= = Z � 90,000 80,000 • 70,000 • 60,000 1 2 3 4 5 6 7 8 9 10 11 12 t 2004 82,624 83,474 98,191 87,892 88,014 86,783 84,251 83,613 87,840 86,198 84,484 78,739 -2005 84,315 83,488 94,116 85,332 88,513 84,764 86,957 98,482 102,064 101,104 91,701 82,652 12006 99,066 91,018 104,841 91,519 102,808 98,687 91,556 101,588 103,125 113,442 96,368 85,480 t 2007 103,360 95,254 113,845 101,340 111,760 104,124 100,696 112,195 112,003 128,876 105,138 99,125 ---2008 115,417 113,741 121,075 121,421 123,713 115,920 115,478 113,158 145,550 142,431 116,196 109,551 Month of the year Preliminary Budget • Public Works - 39 Summary - 2008 2009 2007 YEAR -END PROPOSED ACTUAL ESTIMATE BUDGET Total Expenditures $4,241,454 $4,819,732 $4,941,110 Total Revenues $2,373,204 (1) $2,736,281 (2) $2,385,500 (3) (1) Includes Federal- operating assistance of $1,600,000 for 2007. (2) Includes Federal- operating assistance of $1,646,100 for 2008. (3) Includes Federal- operating assistance of $1,650,300 for 2009. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $1,860,339 $2,023,399 $1,535,792 $2,016,911 $2,065,208 102.1 102.4 120 Overtime 55,699 73,000 46,631 73,000 73,000 100.0 100.0 130 Special Pay 0 5,000 360 5,000 6,440 128.8 128.8 140 Retirement /Term Cashout 0 24,875 19,539 19,214 16,000 64.3 83.3 Total 1,916,039 2,126,274 1,602,322 2,114,125 2,160,648 101.6 102.2 200 Personnel Benefits 200 Personnel Benefits 797,607 857,840 618,979 856,605 912,906 106.4 106.6 280 Clothing And Miscellaneous 8,914 14,000 7444 14,000 14,000 100.0 100.0 Total 806,521 871,840 626,423 870,605 926,906 106.3 106.5 300 Supplies 310 Office & Operating Supplies 12,485 13,500 10,941 13,877 13,500 100.0 97.3 320 Fuel Consumed 575,457 822,495 613,301 822,495 839,869 102.1 102.1 350 Small Tools And Equipment 0 0 5,367 5,500 0 0.0 Total 587941 835,995 629,608 841,872 853,369 102.1 101.4 400 Other Services And Charges 410 Professional Services 12,201 7,000 3,000 3,000 7,000 100.0 233.3 420 Communications 12,945 14,032 7,949 14,032 14,032 100.0 100.0 430 Transportation /Training 5,243 5,000 3,027 6,000 5,000 100.0 83.3 440 Advertising 69,934 60,000 44,092 50,000 60,000 100.0 120.0 450 Operating Rentals & Leases 0 0 10,906 10,080 0 0.0 480 Repairs And Maintenance 81,662 92,000 64,109 102,000 110,000 119.6 107.8 490 Miscellaneous 33,490 33,700 23,398 32,200 37,200 110.4 115.5 Total 215,477 211,732 156,481 217,312 233,232 110.2 107.3 900 Interfund Payment For Svcs 950 Interfund Opt Rental & Lease 600,894 651,307 491,857 651,307 600,723 92.2 92.2 960 Interfund Insurance Svcs 26,000 30,000 30,000 30,000 70,000 233.3 233.3 980 Interfund Garage /Plant Chgs 84,818 86,090 64,568 86,090 87,812 102.0 102.0 990 Interfund Admin Charges 0 8,420 0 8,420 8,420 100.0 100.0 Total 711,712 775,817 586,425 775,817 766,955 98.9 98.9 TOTAL EXPENDITURES - SRV UNT 512 $4,241,454 $4,821,658 $3,601,258 $4,819,732 $4,941,110 102.5 102.5 REVENUES 330 Intergovernmental Revenues $1,874,290 $2,306,000 $367,200 $2,170,366 $1,775,000 77.0 81.8 340 Charges For Goods & Svcs 460,435 430,865 435,450 510,915 555,500 128.9 108.7 360 Miscellaneous Revenues 38,480 55,000 23,080 55,000 55,000 100.0 100.0 TOTAL REVENUES - SRV UNT 512 $2,373,204 $2,791,865 $825,730 $2,736,281 $2,385,500 85.4 87.2 40 - Public Works • Preliminary Budget SERVICE UNIT 513 — SPECIAL TRANSIT OPERATING This service unit has consistently over the years been allocated $1,000 annually. But there are no anticipated expenditures. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 340 Charges For Goods & Svcs $0 $1,000 $0 $1,000 $1,000 100.0 100.0 TOTAL REVENUES - SRV UNT 513 $0 $1,000 $0 $1,000 $1,000 100.0 100.0 SERVICE UNIT 514 — SPECIALIZED TRANSPORTATION SERVICES This service unit was supporting two transportation service contracts that provide specialized demand response transportation services to persons with disabilities and the elderly. A contract w/ A -1 Tri -City Taxi (TCT) provides transportation service inside the City limits of Yakima to persons with a known certified Americans with Disability Act (ADA) disability. The City of Yakima supplies the vehicles, fuel and insurance to TCT that helps control the City's costs for those services. The second agreement, (Aging /Long Term Care) had 50% funded by Yakima Transit in past partnership with Yakima County and served persons with disabilities and the elderly that were living outside the Yakima Transit service boundary; but within the designated upper county urbanized area that our Federal formula funds are based. For 2009, the contract will be terminated as ridership costs have escalated for the few people who participated in the program making it economically unfeasible to continue supporting, trimming $76,000 from the budget. In addition, Transit received for 2008 and is carrying over into 2009, the balance of a State Special Needs grant that was allocated to the Yakima area for implementation and compliance to the American Disability Act program. These funds are currently paying for our Professional Services Contract with the Provident/ Horizon Group to staff our downtown transit information center. Account 300 Supplies — This was a new budget line item account for 2007 because fuel charges in previous years were included in the overall Paratransit contractor payments. Because the contract was bid with fuel provided by the City, we now have to budget and track those costs. For the fiscal year 2009, we estimate those charges to be $190,000. Account 400 Other Services and Charges — The budgeted amount for this contracted service was decreased by roughly 15% over the original figure calculated for 2007. That was due to our previous provider charging higher rates in all categories. But since the new contractor's accepted bid per trip is much less than what was paid prior to the changeover, we are only projecting a 2.1% increase for 2009 with a budget expenditure of $1,208,500. Account 600 Capital Outlay — These are State grant pass through funds that were allocated to us during the budget cycle 2007 -2009. It is anticipated that new monies are contingent upon State Legislature approval. With this being an election year for the Governor's Office, no one would speculate on any continued funding. As a result, our budget doesn't reflect any activity for 2009. Account 900 Interfund Payments for Services — This was a new budget line item account for 2007 because insurance premiums in previous years were included in the overall Paratransit Preliminary Budget • Public Works — 41 contractor payments. Because the contract was bid with insurance coverage provided through our participation in the WSTIP Transit Insurance pool, we now have to budget and track those costs. For the fiscal year 2009, we estimate those charges to be $21,000, which reflects a small industry wide premium increase from $20,000 allocated in 2008. 2009 2008 PROPOSED PARATRANSIT CONTRACT BUDGET BUDGET Dial -A -Ride (City) $1,108,250 $1,208,500 Dial -A -Ride (County -Aging & Long term Care) (1) 76,000 0 TOTAL $1,184,250 $1,208,500 (1) Although shown as a budgeted expense to cover a portion of the County's Aging and Long -term Care transportation contract with People for People, the continued support of this upper - county urbanized area transportation service rests with City Council in their approval of a new service contract. Summary - 2008 2009 2007 YEAR -END PROPOSED ACTUAL ESTIMATE BUDGET Expenditures $1,171,396 $1,454,040 $1,419,500 Revenues $141,326 $134,040 $137500 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 300 Supplies 320 Fuel Consumed $133,648 $209,000 $169,986 $209,000 $190,000 90.9 90.9 350 Small Tools And Equipment 23,504 6,500 5,601 7500 0 0.0 0.0 Total 157,152 215,500 175,587 216,500 190,000 88.2 87.8 400 Other Services And Charges 410 Professional Services 928,161 1,187,371 870,851 1,184,250 1,208,500 101.8 102.1 480 Repairs And Maintenance 1,262 2,000 0 2,000 0 0.0 0.0 Total 929,423 1,189,371 870,851 1,186,250 1,208,500 101.6 101.9 640 Machinery And Equipment 68,041 31,290 37930 31,290 0 0.0 0.0 960 Interfund Insurance Services 16,780 20,000 20,000 20,000 21,000 105.0 105.0 TOTAL EXPENDITURES - SRV UNT 514 $1,171,396 $1,456,161 $1,104,368 $1,454,040 $1,419,500 97.5 97.6 REVENUES 330 Intergovernmental Revenues $141,326 $86,040 $2,434 $134,040 $137500 159.8 102.6 TOTAL REVENUES - SRV UNT 514 $141,326 $86,040 $2,434 $134,040 $137500 159.8 102.6 SERVICE UNIT 519 - ADMINISTRATION Account 100 Salaries and Wages - Budgeted at $295,278 for 2009, this line item shows an in- crease of $16,272 or 5.8% from the 2008 year -end estimated amounts. The increase from last year reflects a full administrative staffing level plus step /longevity increases for employees that are coming due during this next budget cycle. In addition, the Collective Bargaining Unit was granted a 3% increase effective this year that is reflected in the totals. Account 200 Personnel Benefits - Budgeted at $95,981 for 2009, this line item shows an increase of $9,694 or 11.2% from the 2008 year -end estimated amount of $86,287. The increases are due to the above mentioned changes in health care premiums. 42 - Public Works • Preliminary Budget Account 300 Supplies - This line item is budgeted at $10,000 for 2009; which is the same amount projected in the 2008 year -end estimate figures. Account 400 Other Services and Charges - Budgeted at $74,307 for 2009, this line item shows an increase of $21,264 or 40.1% more than the 2008 amended budget amount of $53,043. This year Management asked for additional funding for educational reimbursements for post graduate studies. Account 960 Interfund Insurance Services - Budgeted at a reduced level of $228,000 for 2009, up by $10,000 from both the 2008 amended /estimated amount of $218,000. The Washington State Transit Insurance Pool (WSTIP) projects a slight premium rate increase for 2009 which is reflected in the account total. Account 990 Interfund Administrative Charge - This line item records charges for Public Works Administration Services. These charges, paid to the Public Works Administration, increased 3.6% from the 2008 year -end estimate and budget of $401,121 to $415,523 for fiscal 2009. These charges are for administrative support to Transit operations from several other City of Yakima departments. Summary 2008 2009 2007 YEAR -END PROPOSED ACTUAL ESTIMATE BUDGET Expenditures $973,734 $1,049,756 $1,122,289 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $254,151 $277791 $199,499 $273,493 $291,338 104.9 106.5 120 Overtime 1,487 2,000 2,187 2,500 2,500 125.0 100.0 130 Special Pay 0 0 360 0 1,440 140 Retirement /Term Cashout 0 0 7350 3,013 0 0.0 Total 255,638 279,791 209,397 279,006 295,278 105.5 105.8 200 Personnel Benefits 69,190 86,287 61,622 86,287 95,981 111.2 111.2 300 Supplies 310 Office & Operating Supplies 5,784 4,000 4,528 5,000 5,000 125.0 100.0 350 Small Tools And Equipment 9,027 4,000 5,216 5,000 5,000 125.0 100.0 Total 14,811 8,000 9,744 10,000 10,000 125.0 100.0 400 Other Services And Charges 410 Professional Services 6,546 5,000 1,986 5,000 5,000 100.0 100.0 420 Communications 5,429 6,538 4,658 7553 7653 117.1 101.3 430 Transportation /Training 3,058 4,000 1,938 4,000 4,000 100.0 100.0 440 Advertising 0 3,000 0 3,000 3,000 100.0 100.0 470 Public Utility Services 8,913 8,920 5,688 9,290 10,154 113.8 109.3 490 Miscellaneous 18,076 24,200 17502 24,200 44,500 183.9 183.9 Total 42,022 51,658 31,772 53,043 74,307 143.8 140.1 530 State /County Taxes & Assmnt (671) 2,300 240 2,300 2,300 100.0 100.0 900 Interfund Payment For Svcs 960 Interfund Insurance Svcs 220,000 218,000 218,000 218,000 228,900 105.0 105.0 990 Interfund Admin Charges 372,743 401,121 300,840 401,121 415,523 103.6 103.6 Total 592,743 619,121 518,840 619,121 644,423 104.1 104.1 Total Expenditures - Sry Unt 519 $973,734 $1,047157 $831,616 $1,049,756 $1,122,289 107.2 106.9 Preliminary Budget • Public Works - 43 SERVICE UNIT 699 — GENERAL REVENUE Budgeted at $5,316,074 for 2009, this line item shows a modest increase of $269,393 or 5.3% more than the 2008 year -end estimate of $5,046,681. These amounts reflect positive Transit sales taxes during the year and a modest fund balance carryover. This increase is the result of sales tax allocations between the Capital and Operating Funds. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $320,915 $400,124 $664,081 $664,081 $594,474 148.6 89.5 310 Taxes 4,167233 4,259,000 3,650,243 4,359,000 4,698,000 110.3 107.8 360 Miscellaneous Revenues 47985 12,100 29,014 23,600 23,600 195.0 100.0 TOTAL REVENUES - SRV UNT 699 $4,536,133 $4,671,224 $4,343,337 $5,046,681 $5,316,074 113.8 105.3 44 — Public Works • Preliminary Budget - - CITY OF /� PUBLIC WORKS 2009 PRELIMINARY BUDGET NARRATIVE DIRECTOR OF PUBLIC WORKS: Chris Waarvick DIVISION: TRANSIT MANAGER: Transit Capital Reserve Fund — 364 Ken Mehin DEFINITION This fund is established for the purpose of budgeting Transit's Capital Improvements and Procurements. The service units in this division are: SERVICE UNIT 518 — CAPITAL IMPROVEMENT SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 518 Capital Improvement $61,836 $2,407652 $583,984 $2,272,652 $920,750 38.2 40.5 REVENUE SUMMARY BY SERVICE UNIT 699 General Revenues $2,303,187 $3,117,077 $2,482,439 $3,391,851 $1,666,699 53.5 49.1 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 300 Supplies 12,124 49,860 26,017 49,860 50,000 100.3 5.4 500 Intergov Srvcs /Other Interfund 0 20,000 0 10,000 10,000 50.0 1.1 600 Capital Outlays 49,712 2,337,792 557,968 2,212,792 860,750 36.8 93.5 TOTAL EXPENDITURES $61,836 $2,407,652 $583,984 $2,272,652 $920,750 38.2 100.0 Preliminary Budget • Public Works — 45 EXPLANATORY NARRATIVE SERVICE UNIT 518 GENERAL CAPITAL IMPROVEMENTS Account 300 Supplies — Budgeted at $50,000 for 2009, this line item is just a $140 more than what was budgeted for our 2008 year -end expenditure. Transit uses this as a supply account for the purchase, assembly, and installation of benches, shelters and signage infrastructure that are placed out at our various bus stop locations. Account 600 Capital Outlay — Budgeted at $920,750 for 2009, these line items show a large reduction in spending ($1,351,902) or a 60% decrease in the amount shown over our 2008 estimated year -end amount of $2,272,652. This category normally covers the anticipated purchases of replacement buses, transit service vehicles, bus related equipment such as two -way radio units, security cameras and Global Positioning Systems. The substantial decreases shown for 2009 are the result of our need to purchase one additional transit bus over the three that were acquired in 2008. Account 330 Intergovernmental Revenues — Budgeted at $92,500 for 2009, this line item was established to show the level of Capital Fund participation from approved Federal /State Transit grant monies. 2009 (through June 30) is the end of the State's Biennium period and as a result only one Special Needs grant remains in effect for this period. Other grants awarded to us were used to make one time purchases of vehicles. The funds generated through this operation will be accounted for under this budget code and based upon whatever additional revenues are anticipated, will be included in our proposal for next year. Summary 2008 2009 2007 YEAR -END PROPOSED ACTUAL BUDGET BUDGET Expenditures $61,386 $2,272,652 $920,750 Revenues $0 $519,000 $92,500 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 350 Small Tools And Equipment $12,124 $49,860 $26,017 $49,860 $50,000 100.3 100.3 550 Interfund Subsidies 0 20,000 0 10,000 10,000 50.0 100.0 600 Capital Outlays 630 Impr Other Than Building 14,984 329,250 27366 334,250 182,000 55.3 54.5 640 Machinery And Equipment 34,728 2,008,542 530,602 1,878,542 678,750 33.8 36.1 Total 49,712 2,337,792 557,968 2,212,792 860,750 36.8 38.9 TOTAL EXPENDITURES - SRV UNT 5I 8 $61,836 $2,407,652 $583,984 $2,272,652 $920,750 38.2 40.5 SERVICE UNIT 699 — GENERAL REVENUES Budgeted at $1,666,699 for 2009, the total of these line items show a decrease of $1,725,152 or 49.1% less than the 2008 year -end estimate of $3,391,851. The amount reduced from the 2008 year -end figures is the result of transit policy decision to purchase only one new heavy -duty bus in 2009. 46 — Public Works • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $1,697698 $1,971,077 $2,241,351 $2,241,351 $1,119,199 56.8 49.9 310 Taxes 570,000 567,000 0 567,000 400,000 70.6 70.6 330 Intergovernmental Revenues 0 519,000 218,613 519,000 92,500 17.8 17.8 340 Charges For Goods & Svcs 11,010 20,000 0 20,000 20,000 100.0 100.0 360 Miscellaneous Revenues 14,539 35,000 20,474 39,500 30,000 85.7 76.0 390 Other Financing Sources 9,941 5,000 2,000 5,000 5,000 100.0 100.0 TOTAL REVENUES - SRV UNT 699 $2,303,187 $3,117,077 $2,482,439 $3,391,851 $1,666,699 53.5 49.1 Preliminary Budget • Public Works — 47 CITY OF /� PUBLIC WORKS 2009 PRELIMINARY BUDGET NARRATIVE DIRECTOR OF PUBLIC WORKS: Chris Waarvick DIVISION: REFUSE AND RECYCLING MANAGER: Refuse — 471 Nancy Fortier DEFINITION The Refuse Division is responsible for collection and disposal of all garbage, yard waste and debris for residential customers within the City of Yakima and from all City -owned facilities. Automated refuse carts are provided by the City of Yakima to residential customers for weekly refuse collection. The carts are emptied by an automated hydraulic arm attached to the side of the refuse vehicle, operated by a single individual. The customer has the option of using a 32 or 96- gallon cart. Carry -out service is available for those wishing to have their cart collected from a location other than the curb or alley line. A 96- gallon yard waste cart is available to city residential customers for the collection of yard debris. This service is provided weekly from March through November to any citizen subscribing to the service. During the winter months, the customers are encouraged to retain the yard waste cart for use in the spring. Metal bins are available to City -owned facilities, multi - family residential units, and other premises where large amounts of refuse accumulate and need to be collected. The bins can be emptied multiple times throughout the week, depending upon the need of the customer. Temporary bins, in two, four and six -yard capacity are also available to any city resident needing to clean up their property or to dispose of large amounts of debris that normally cannot be collected with their regular refuse service. In 2008, the Refuse Division rerouted the yard waste and residential refuse routes to equalize route size, better utilize equipment, reduce fuel usage and to prepare for the addition of approximately 2,600 new residential services beginning in January 2009. The rerouting was accomplished through the use of geographic information systems tools that identified service locations and assisted in determining route size, thereby creating more efficient route boundaries. The Refuse Division is responsible for abatement of litter and debris accumulating in alleyways and on public right -of -ways. In 2008, approximately 1,050 letters were sent to property owners, requesting that the area adjacent to their property be cleaned. Approximately 91% of those notified cleaned the property without further action by the Refuse Division. This program is an ongoing endeavor to inform the public of the need for proper disposal of unsanitary and unsightly debris that may be unsafe to public health or hazardous to fire. In 2008, the Refuse Division and Office of Neighborhood Development Services (ONDS) formed a partnership to address illegal dumping throughout the City. The illegally dumped items include 48 — Public Works • Preliminary Budget furniture, appliances, brush, tires, shopping carts and miscellaneous debris. Refuse Division staff identify locations and notify ONDS. Volunteers working with ONDS provide the cleanup and the Refuse Division covers the cost of disposal. This partnership has assisted many citizens who are unable to dispose of items that have been illegally dumped on or adjacent to their property. The responsibility of the Fall Leaf Program was moved from the Street Division to the Refuse Division in 2008. Yakima County Solid Waste Division, through an Alternative to Burning Grant, has assisted the Refuse Division in obtaining 50,000 biodegradable bags to be used for the 2008 Fall Leaf Program. The leaves collected in the biodegradable bags will be composted and used as a valuable product, rather than buried in the landfill. In 2009, the Refuse Division will begin refuse collection in the 72nd Avenue Annexation area. This area was annexed into the City of Yakima seven years ago. Approximately 2,600 new residential refuse accounts are estimated from this area. These new services have been included in the reroute and will not require additional personnel. An upgrade of one Solid Waste Maintenance Worker position to a Crew Leader position will be needed to compensate the operator of the new route. Please see the budgeted policy issue. The service units in this division are: SERVICE UNIT 212 — SOLID WASTE DISPOSAL SERVICE UNIT 219 — ADMINISTRATION SERVICE UNIT 639 — ADMINISTRATION SERVICE UNIT 699 — GENERAL REVENUES AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1266 Refuse and Recycling Manager 1.00 1.00 1.00 14101 Refuse Supervisor 1.00 1.00 1.00 7122 Department Assistant II 1.00 1.50 1.50 8433 Solid Waste Crew Leader 9.50 9.50 10.50 8641 Solid Waste Maintenance Worker 6.50 6.00 4.00 Solid Waste Code Compliance Officer 0.00 0.00 1.00 i 2 > TOTAL PERSONNEL 19.50 19.00 19.00 (1) See proposed budgeted policy issue to add one Solid Waste Crew Leader by upgrading a Solid Waste Maintenance Worker position. (2) See proposed budgeted policy issue to add one Solid Waste Code Compliance Officer by upgrading a Solid Waste Maintenance Worker position. Preliminary Budget • Public Works — 49 BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 212 Solid Waste Disposal $3,377903 $3,975,762 $2,709,062 $3,963,387 $4,159,636 104.6 105.0 219 Administration 249,352 334,169 198,909 333,351 317,446 95.0 95.2 639 Administration 181,961 191,059 165,988 191,059 198,606 104.0 104.0 TOTAL EXPENDITURES $3,809,216 $4,500,990 $3,073,960 $4,487,797 $4,675,689 103.9 104.2 REVENUE SUMMARY BY SERVICE UNIT 212 Solid Waste Disposal $3,911,260 $4,206,470 $3,096,764 $4,179,170 $4,612,650 109.7 110.4 699 General Revenues 358,218 423,142 461,204 462,762 157,135 37.1 34.0 TOTAL REVENUES $4,269,478 $4,629,612 $3,557,968 $4,641,932 $4,769,785 103.0 102.8 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 810,890 892,241 618,585 853,332 933,502 104.6 20.0 200 Personnel Benefits 329,328 409,844 236,129 409,472 424,794 103.7 9.1 SUB -TOTAL SALARIES AND BENEFITS 1,140,219 1,302,086 854,714 1,262,803 1,358,296 104.3 29.1 300 Supplies 443,259 486,375 415,183 486,625 365,500 75.2 7.8 400 Other Services And Charges 597,697 741,397 365,327 722,871 734,314 99.0 15.7 500 Intergov Srvcs /Other Interfund 548,751 586,955 435,586 582,320 643,000 109.6 13.8 600 Capital Outlays 0 66,800 0 66,800 33,400 50.0 0.7 900 Interfund Payment For Svcs 1,079,291 1,317377 1,003,150 1,366,377 1,541,179 117.0 33.0 TOTAL EXPENDITURES $3,809,216 $4,500,990 $3,073,960 $4,487,797 $4,675,689 103.9 100.0 EXPLANATORY NARRATIVE 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET Residential Can Accounts Active 4,012 0 0 Residential Automated Cart Accounts Active 14,699 20,230 22,750 Bin Accounts Active 435 440 455 Yard Service Accounts Active 4,200 4,400 4,925 Tons of Refuse Collected Residential Cans ( 1,978 0 0 Tons of Refuse Collected Special Collection, etc. ( 0 70 100 Tons of Refuse Collected Residential Automated Carts 18,079 20,780 21,700 Tons of Refuse Collected Bin 2,771 2,785 2,950 Tons of Refuse Collected Yard Service 2,956 2,920 3,000 Estimated Annual Cost Per Account Collected Residential Cans $86.86 $0 $0 Estimated Annual Cost Per Account Collected Residential Auto. Cart $180.57 $172.53 $149.08 Estimated Annual Cost Per Account Collected Bin $921.36 $1,014.15 $1,161.00 Estimated Annual Cost Per Account Collected Yard Service $97.88 $94.70 $107.02 (1) Special hauls are considered in residential information in 2007. (2) Special collections include litter, illegal dumping, special hauls, etc. 50 - Public Works • Preliminary Budget SERVICE UNIT 212 — SOLID WASTE DISPOSAL Account 100 Salaries and Wages — This line item for 2009 reflects an increase of $66,845 from the 2008 year -end estimate of $656,117 to $722,962. This is a 10.2% increase. This increase is due to a number of changes, as outlined in the following paragraphs. The 2008 year -end estimate reflects a decrease of $37,710 from the 2008 amended budget. This decrease is due to vacant positions that were filled in late 2008. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. The 2009 budget includes two budgeted policy issues to upgrade a Solid Waste Maintenance Worker position to a Crew Leader position and to upgrade a Solid Waste Maintenance Worker position to a Refuse Code Compliance Officer position. Account 200 Personnel Benefits — This line item for 2009 reflects an increase of $11,758 from the 2008 year -end estimate of $337,747 to $349,505. This is a 3.5% increase. The personnel benefit accounts include rate increases for medical insurance of 5.5 %, and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement Systems (PERS) contributions experienced a 10.8% mandated increase. Account 310 Office and Operating Supplies — This line item for 2009 reflects a decrease of $1,950 from the 2008 year -end estimate of $12,500 to $10,550. This is a 15.6% decrease. The 2008 year -end estimate includes repair parts for yard and refuse carts and bins; paint supplies for graffiti removal; safety supplies, small tools, and an office desk chair. Account 320 Fuel Consumed — This line item for 2009 reflects an increase of $24,125 from the 2008 year -end estimate of $244,625 to $268,750. This is a 9.9% increase. This increase is due to fuel price increases for diesel. Account 350 Small Tools and Minor Equipment — This line item for 2009 reflects a decrease of $143,500 from the 2008 year -end estimate of $228,500 to $85,000. This is a 63% decrease. The $85,000 will purchase additional 4 -yard and 6 -yard refuse dumpsters and replacement carts for refuse and yard waste. Account 410 Professional Services — This line item for 2009 reflects a decrease of $90,000 from the 2008 year -end estimate of $90,000 to $0. The $90,000 will be used towards the Utility Management System for a route analysis system in 2008 and will not be required for 2009. Account 470 Public Utility Services — This line item for 2009 reflects an increase of $100,000 from the 2008 year -end estimate of $606,000 to $706,000. This is a 16.5% increase. The increase is due to anticipated increases in landfill tipping fees and increases in refuse tonnage taken to the landfill. Account 530 State /County Taxes and Assessments — This line item for 2009 reflects an increase of $21,000 from the 2008 year -end estimate of $207,000 to $228,000. This is a 10.1% increase. The State/ County Taxes are based on projected revenue. Preliminary Budget • Public Works — 51 Account 540 Interfund Taxes and Assessments - This line item for 2009 reflects an increase of $39,680 from the 2008 year -end estimate of $375,320 to $415,000. This is a 10.6% increase. The interfund taxes and assessments are based on projected revenue. Account 950 Operating Rentals and Leases - This line item for 2009 reflects an increase of $133,579 from the 2008 year -end estimate of $833,612 to $967,191. This is a 16% increase. This increase is due to an increase in maintenance and operation costs for the refuse equipment and additional funds directed to the replacement fund for the purchase of refuse vehicles. Account 990 City Service and Customer Service Charges - This line item for 2009 reflects an increase of $32,843 from the 2008 year -end estimate of $300,079 to $332,922. This is a 10.9% increase. It is due to increases in charges for central City Services, such as Finance, Information Systems, Legal, and Customer Services. Revenue - This line item for 2009 reflects an increase of $433,480 from the 2008 year -end estimate of $4,179,170 to $4,612,650. This is a 10.4% increase. This increase is due to additional revenue projected from approximately 2,600 new services located in the 72nd Avenue Annexation area. The Refuse Division will begin servicing this area in January 2009. Summary - Total expenditures for Service Unit 212 are budgeted for 2009 at $4,159,636. This is an increase of $196,249 or 5% from the 2008 year end projection of $3,963,387. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $606,397 $662,477 $455,974 $624,542 $691,262 104.4 110.7 120 Overtime 25,252 31,350 14,482 28,131 31,700 101.1 112.7 140 Retirement /Term Cashout 2,043 0 3,444 3,444 0 0.0 Total 633,692 693,827 473,899 656,117 722,962 104.2 110.2 200 Personnel Benefits 200 Personnel Benefits 255,806 337,620 186,500 337,747 349,505 103.5 103.5 280 Clothing And Miscellaneous 7043 8,500 5,052 8,000 8,500 100.0 106.3 Total 262,849 346,120 191,551 345,747 358,005 103.4 103.6 300 Supplies 310 Office & Operating Supplies 4,293 10,550 12,457 12,500 10,550 100.0 84.4 320 Fuel Consumed 175,261 244,625 173,002 244,625 268,750 109.9 109.9 350 Small Tools And Equipment 262,602 230,000 229,363 228,500 85,000 37.0 37.2 Total 442,155 485,175 414,822 485,625 364,300 75.1 75.0 400 Other Services And Charges 410 Professional Services 0 90,000 0 90,000 0 0.0 0.0 420 Communications 9,812 10,217 7,192 9,900 10,397 101.8 105.0 470 Public Utility Services 566,556 624,750 339,507 606,000 706,000 113.0 116.5 480 Repairs And Maintenance 11,920 9,000 8,086 9,000 9,000 100.0 100.0 490 Miscellaneous 4,839 3,400 1,257 3,359 3,400 100.0 101.2 Total 593,127 737,367 356,042 718,259 728,797 98.8 101.5 52 - Public Works • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 500 Intergovernmental Services 530 State /County Taxes & Assmt 193,620 211,635 154,431 207,000 228,000 107.7 110.1 540 Taxes And Assessments 355,130 375,320 281,154 375,320 415,000 110.6 110.6 Total 548,751 586,955 435,586 582,320 643,000 109.6 110.4 900 Interfund Payment For Svcs 950 Interfund Opt Rental & Lease 584,362 784,612 587,557 833,612 967,191 123.3 116.0 980 Interfund Garage /Plant Chgs 41,012 41,627 31,220 41,627 42,460 102.0 102.0 990 Interfund Admin Charges 271,956 300,079 218,384 300,079 332,922 110.9 110.9 Total 897,330 1,126,318 837,162 1,175,318 1,342,573 119.2 114.2 Total Expenditures - Sry Unt 212 $3,377,903 $3,975,762 $2,709,062 $3,963,387 $4,159,636 104.6 105.0 Revenues 340 Charges For Goods & Svcs $3,911,260 $4,206,470 $3,096,764 $4,179,170 $4,612,650 109.7 110.4 Total Revenues - Sry Unt 212 $3,911,260 $4,206,470 $3,096,764 $4,179,170 $4,612,650 109.7 110.4 SERVICE UNIT 219 - ADMINISTRATION Account 100 Salaries and Wages - This line item for 2009 reflects an increase of $13,326 from the 2008 year -end estimate of $197,214 to $210,540. This is a 6.8% increase. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits - This line item for 2009 reflects an increase of $3,065 from the 2008 year -end estimate of $63,725 to $66,790. This is a 4.8% increase. The personnel benefit accounts include rate increases for medical insurance of 5.5 %, and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement Systems (PERS) contributions experienced a 10.8% mandated increase. Account 430 Transportation /Training- This line item for 2009 reflects a decrease of $73 from the 2008 year -end estimate of $1,118 to $1,045. This account provides travel and lodging expenses for Refuse Division personnel to attend professional conferences, workshops, and meetings. Anticipated training contemplated in 2009 includes the following: ORGANIZATION MEETINGS STAFF ATTENDING SWANA or Waste Expo Conference Refuse /Recycling Manager and /or Supervisor Various Workshops /Training Refuse Personnel Account 490 Miscellaneous - This line item for 2009 reflects an increase of $1,285 from the 2008 year -end estimate of $2,715 to $4,000. This is a 47.3% increase. This account provides for registrations for training seminars and workshops for Refuse Division personnel and charges for printing informational brochures. Preliminary Budget • Public Works - 53 Account 650 Construction Projects - This line item for 2009 reflects a decrease of $33,400 from the 2008 year -end estimate of $66,800 to $33,400. This is a 50% decrease. This is the Refuse Division portion of the repave project for the Public Works Administration Facility. Summary - Total expenditures for Service Unit 219 are budgeted for 2009 at $317,446. This is a decrease of $15,905 from the 2008 year -end projection of $333,351. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $172,174 $192,414 $141,366 $192,414 $204,540 106.3 106.3 120 Overtime 5,025 6,000 3,320 4,800 6,000 100.0 125.0 Total 177,198 198,414 144,686 197,214 210,540 106.1 106.8 200 Personnel Benefits 66,479 63,725 44,577 63,725 66,790 104.8 104.8 300 Supplies 310 Office & Operating Supplies 1,104 1,200 361 1,000 1,200 100.0 120.0 320 Fuel Consumed 0 0 0 0 0 Total 1,104 1,200 361 1,000 1,200 100.0 120.0 400 Other Services And Charges 410 Professional Services 286 0 320 320 0 0.0 420 Communications 464 459 341 459 472 102.9 102.9 430 Transportation /Training 1,469 1,045 1,153 1,118 1,045 100.0 93.5 490 Miscellaneous 2,352 2,526 7471 2,715 4,000 158.4 147.3 Total 4,570 4,030 9,285 4,612 5,517 136.9 119.6 650 Construction Projects 0 66,800 0 66,800 33,400 50.0 50.0 TOTAL EXPENDITURES - SRV UNT 219 $249,352 $334,169 $198,909 $333,351 $317,446 95.0 95.2 SERVICE UNIT 639 - ADMINISTRATION Account 960 Interfund Insurance Services - This line item for 2009 reflects an increase of $4,539 from the 2008 year -end estimate and budget of $90,770 to $95,309. This is a 5% increase. This is the Refuse Division's insurance coverage for Refuse equipment. Account 990 Public Works Administration (Interfund Charges) - This line item for 2009 reflects an increase of $3,008 from the 2008 budget and year -end estimate of $100,289 to $103,297. This is a 3% increase. This is the Refuse Division's share of the administrative costs for the Public Works Division. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 900 Interfund Payment For Svcs 960 Interfund Insurance Svcs $86,448 $90,770 $90,770 $90,770 $95,309 105.0 105.0 990 Interfund Admin Charges 95,513 100,289 75,218 100,289 103,297 103.0 103.0 TOTAL EXPENDITURES - SRV UNT 639 $181,961 $191,059 $165,988 $191,059 $198,606 104.0 104.0 54 - Public Works • Preliminary Budget SERVICE UNIT 699 — GENERAL REVENUES Account 270 Estimated Beginning Unreserved Fund Balance — This line item for 2009 is projected at $154,135. Combined with 2009 revenue and interest income, this provides total 2009 estimated resources of $4,769,785. Below is a recap of Refuse revenues by detailed account classification. 2008 2009 2007 AMENDED PROPOSED ACTUAL BUDGET BUDGET REVENUE SERVICE UNIT 212 County /City Departments $87,462 $85,450 $85,450 Container Service 348,901 356,720 366,700 Automated Residential Service 2,668,403 3,280,000 3,670,000 Residential Service 365,916 3,000 1,000 Special Haul 2,797 3,000 2,000 Residential Extra Service 28,981 2,000 2,000 Yard Refuse 408,800 449,000 485,500 TOTAL SERVICE UNIT 212 3,911,260 4,179,170 4,612,650 REVENUE SERVICE UNIT 699 Interest From Investments 4,000 1,000 1,000 Miscellaneous Revenue 0 500 1,500 Recycling Revenue 896 1,000 500 TOTAL SERVICE UNIT 699 4,896 2,500 3,000 Beginning Unencumbered Balance 353,322 460,262 154,135 TOTAL ESTIMATED RESOURCES ALL SERVICE UNITS $4,269,478 $4,641,932 $4,769,785 2009 Rates — Automated Refuse Service CURB OR ALLEY CARRY -OUT ONE MONTH Two MONTHS ONE MONTH Two MONTHS 35 -GALLON 35 -GALLON One cart 9.17 18.34 One cart 17.76 35.52 Two carts 18.34 36.68 Two carts 35.52 71.04 96 -GALLON 96 -GALLON One cart 15.58 31.16 One cart 25.75 51.50 Two carts 31.16 62.32 Two carts 51.50 103.00 Call Back — Flat Rate Charge - $11.05 Overfill Fee — $2.15 Yard Service — $11.75 per month for nine months, from March 1st through November 30th ($105.75 /year) and $5.87 per month for each additional 96- gallon cart Preliminary Budget • Public Works — 55 2009 Rates - Bin Service 2 -YARD ONE MONTH Two MONTHS 4 -YARD ONE MONTH Two MONTHS 1 -1x 74.87 149.74 1 -1x 119.78 239.56 1 -2x 119.78 239.76 1 -2x 209.60 419.20 1 -3x 164.69 329.38 1 -3x 299.42 598.84 1 -4x 209.60 419.20 1 -4x 389.24 778.48 1 -5x 254.51 509.02 1 -5x 479.06 958.12 6 -YARD ONE MONTH Two MONTHS 1 -1x 164.69 329.38 1 -2x 299.42 598.84 1 -3x 424.15 868.30 1 -4x 568.88 1,137.76 1 -5x 703.61 1,407.22 Overfill Fee - $11.23 Temporary Bin Accounts 2-Yard Bin Initial Delivery Fee - $36.91 Pickup Charge - $9.23 Daily Service Fee - $ .31 4-Yard Bin Initial Delivery Fee - $58.89 Pickup Charge - $14.97 Daily Service Fee - $ .48 6-Yard Bin Initial Delivery Fee - $82.35 Pickup Charge - $20.59 Daily Service Fee - $ .66 DEPT 471 REFUSE (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30 /2008 YEAR -END BUDGET 2 TO 5 4 TO 5 270 Beginning Balance $353,322 $420,142 $460,262 $460,262 $154,135 36.7 33.5 360 Miscellaneous Revenues 4,896 3,000 943 2,500 3,000 100.0 120.0 TOTAL REVENUES - SRV UNT 699 $358,218 $423,142 $461,204 $462,762 $157,135 37.1 34.0 56 - Public Works • Preliminary Budget CITY OF /� PUBLIC WORKS 2009 PRELIMINARY BUDGET NARRATIVE DIRECTOR OF PUBLIC WORKS: Chris Waarvick DIVISION: FLEET AND FACILITIES MANAGER: Equipment Rental Revolving — 551/552 Richard Wonner DEFINITION The following is an overview of issues to be addressed in the future for the Equipment Rental Division. This summary is not all- inclusive, nor is it in any particular order of priority. COMPETITIVE MAINTENANCE SERVICES Excellent productivity of the afternoon work shift, and the division as a whole, continues to increase the effectiveness of the ER Division. Currently the ER Division's hourly shop rate is less than any private sector shop rate in the City of Yakima. This productivity increase has made it possible to bring work back into the shop that had previously been sent to outside vendors. FLEET EQUIPMENT "REPLACED BUT RETAINED" Due to the overall demand for funding, especially for capital, many vehicles are retained in the fleet after being replaced. In normal practice, for every new vehicle purchased, an old vehicle will leave the fleet. Retaining a replaced vehicle is an addition to the fleet. Presently there is no replacement funding for retained vehicles. In order to replace retained vehicles, additional contributions must be made to the Equipment Replacement Fund. Additions to the fleet are only authorized by the City Manager. Whenever possible, the Fleet Manager is committed to reducing the "Replaced but Retained" fleet over time. FLEET IDENTIFICATION AND ASSESSMENT A perpetual physical photographic inventory was implemented in 2001. Continual updates to the inventory listing complies not only with the State Auditor's requirement for conducting a physical inventory, but also provides a tool for all division managers to more accurately assess their particular fleet requirements. PREVENTIVE MAINTENANCE SYSTEM REVIEW Changes in technologies, mandated maintenance procedures, and equipment design, require continuous reassessment of the entire preventive maintenance program. The operation of the Equipment Rental and Revolving Fund is budgeted in five service units: SERVICE UNIT 634 — FLEET MAINTENANCE SERVICE UNIT 636 — REPLACEMENT RESERVES SERVICE UNIT 639 — ADMINISTRATION SERVICE UNIT 646 — INTERFUND PAYMENTS SERVICE UNIT 699 — GENERAL REVENUES Preliminary Budget • Public Works — 57 AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1263 Fleet Manager .85 .85 (1)(2) .85 (1)(2) 8203 Fleet Maintenance Technician 2.00 2.00 2.00 8211 Mechanic I 6.00 6.00 6.00 (1) 12103 Equipment Supervisor 1.00 1.00 1.00 (1) 7122 Department Assistant II 1.00 1.00 1.00 (1) 8681 Storekeeper 1.00 1.00 1.00 (1) TOTAL PERSONNEL 1 1.85 11.85 11.85 (1) 50% of the Fleet Manager, 25% of a Mechanic I, 20% of the Equipment Maintenance Supervisor, 20% of the DA II, and 10% of the Storekeeper are funded in Department 552. (2) 15% of Fleet Manager is funded in Public Works Administration. BUDGET SUMMARY DEPT 551 EQUIPMENT RENTAL (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 634 Fleet Maintenance $2,761,285 $3,647,265 $2,636,697 $3,571,935 $3,746,637 102.7 104.9 636 Replacement Reserve 1,345,921 1,641,685 1,569,030 1,594,614 1,974,388 120.3 123.8 639 Administration 290,713 326,073 239,360 320,513 324,537 99.5 101.3 646 Interfund Payments 155,944 135,000 0 135,000 135,000 100 100 TOTAL EXPENDITURES $4,553,863 $5,750,023 $4,445,087 $5,622,062 $6,180,562 107.5 109.9 REVENUE SUMMARY BY SERVICE UNIT 634 Fleet Maintenance $3,187,959 $4,014,133 $2,871,297 $4,036,713 $4,274,297 106.5 105.9 636 Replacement Reserve 2,049,343 1,861,268 1,363,301 1,805,229 1,647,708 88.5 91.3 699 General Revenues 3,198,114 3,721,927 3,965,170 4,025,403 4,292,633 115.3 106.6 TOTAL REVENUES $8,435,416 $9,597,328 $8,199,768 $9,867,345 $10,214,638 106.4 103.5 DEPT 551 EQUIPMENT RENTAL REVOLVING (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 498,614 541,340 388,123 528,540 561,318 103.7 13.4 200 Personnel Benefits 169,973 186,997 133,398 187,016 205,335 109.8 4.9 SUB -TOTAL SALARIES AND BENEFITS 668,586 728,337 521,521 715,556 766,653 105.3 18.2 300 Supplies 1,995,978 2,690,263 2,032,184 2,703,208 2,931,815 109.0 69.7 400 Other Services And Charges 150,558 295,738 129,790 216,744 119,340 40.4 2.8 500 Intergov Srvcs /Other Interfund 155,944 135,000 0 135,000 135,000 100.0 3.2 900 Interfund Payment For Svcs 236,875 259,000 192,562 256,940 253,367 97.8 6.0 TOTAL EXPENDITURES $3,207,942 $4,108,338 $2,876,057 $4,027,448 $4,206,175 102.4 100.0 58 - Public Works • Preliminary Budget DEPT 552 EQUIPMENT RENTAL CAPITAL (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 TOTAL 100 Salaries And Wages 70,100 76,606 57,077 76,606 81,317 106.2 4.1 200 Personnel Benefits 18,414 20,742 15,043 20,742 22,877 110.3 1.2 SUB -TOTAL SALARIES AND BENEFITS 88,514 97,348 72,120 97,348 104,194 107.0 5.3 600 Capital Outlays 1,229,488 1,515,022 1,474,923 1,467951 1,840,000 121.5 93.2 900 Interfund Payment For Svcs 27,919 29,315 21,986 29,315 30,194 103.0 1.5 TOTAL EXPENDITURES $1,345,921 $1,641,685 $1,569,030 $1,594,614 $1,974,388 120.3 100.0 EXPLANATORY NARRATIVE SERVICE UNIT 634 — FLEET MAINTENANCE Account 100 Salaries and Wages — Budgeted in 2009 at $529,058, these line items show an increase of $18,140 or 3.6% from the 2008 budget amount of $510,918. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — Budgeted in 2009 at $197,397, these line items show an increase of $17,595 or 9.8% from the 2008 budget amount of $179,802. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 300 Supplies — Budgeted in 2009 at $2,922,592, these line items show an increase of $240,107 or 9.0% from the 2008 budget of $2,682,485. Increases are primarily due to escalation of gasoline and diesel fuel prices and for supplies consumed in the performance of in -house vehicle lubrication services and maintenance work previously completed by outside vendors. Supplies is a very expansive category. For 2009, 70% of these costs, or a total of $2,041,000, are budgeted for gasoline and diesel fuel. Other supplies in this category consist of: shop towels; electrical supplies; fasteners; belts; hoses; oil analysis kits and analyses; batteries; glass cleaner; clamps; routine office supplies; engine and transmission oils and filters; antifreeze; all general repair parts; tires and tire services; and assorted specialized tools and diagnostic systems software, all required to support the vehicular needs of the City fleet. Account 400 Other Services and Charges — Budgeted in 2009 at $97,590, these line items show a decrease of $176,470 or 64.46% from the 2008 budget of $274,060. The decreases are due to performing more work inside the ER Division that had previously been sent to outside vendors and completion of the State DOE Diesel Oxidation Catalyst Grant Program of $96,500. In 2006, the City of Yakima was awarded a grant of $96,500 from the State of Washington Department of Ecology to retrofit the City's existing diesel engine powered fleet with exhaust oxidation catalysts. The purpose is to reduce diesel emissions, clean the air, and provide a more healthful environment to the citizens of Yakima. An additional benefit to Yakima is that the work is being performed by a local Yakima Preliminary Budget • Public Works — 59 company, spreading nearly $100,000 into the local economy, at no cost to the City of Yakima. At this point, the work is nearly 75% complete and is scheduled to be concluded by the end of 2008. Expenditure Summary - Budgeted in 2009 at $3,746,637, this is an increase of $99,372 or 2.7% over the 2008 budget of $3,647,265. These small increases reflect significant budgeting attention to cost containment throughout the entire service unit, particularly the associated efficiency improvements as a result of incorporating the afternoon shift, allowing outsourced work to be brought back into the division at lower hourly rates. Revenues - Budgeted in 2009 at $4,274,297, this line item shows an increase of $260,164 or 6.5% from the 2008 budget amount of $4,014,133. The increases are consistent with increases in employee wages and benefits, fuel costs, the cost of operating and maintaining a growing but aging fleet, and a modest rate increase for inflation. In addition, these increases were moderated by increased productivity within the Equipment Rental Division. The following table compares Maintenance & Operation rates from 2008 to 2009. The table also illustrates the amount of change in dollars and percent of change to each division. Prior to the 2003 budget preparation, M &O charges were prepared year to year by adding an equal inflation rate to all divisions. The 2009 budget reflects allocations based on 2008 year -to -date actual costs from the AIMMS cost collection system. 2008 / 2009 EQUIPMENT RENTAL M &O RATE CHART 2008 2009 BUDGET PROPOSED AMOUNT PERCENT DEPARTMENT M &O BUDGET OF CHANGE INCREASE Code Administration $22,452 $19,682 ($2,770) (12.3 %) Engineering 6,817 8,396 1,579 23.2% City Hall Maintenance 249 1,881 1,632 655.4% Information Systems 1,612 1,881 269 16.7% Customer Services 7948 10,277 2,329 29.3% Community Development 9,850 9,405 (445) (4.5 %) Community Relations 316 760 444 140.5% Parks and Recreation 102,000 109,965 7965 7.8% Streets and Traffic 389,227 448,530 59,303 15.2% Cemetery 11,086 6,515 (4,571) (41.2 %) Stormwater 12,587 12,692 105 .8% Transit 640,887 586,463 (54,424) (8.5 %) Refuse 382,344 403,387 21,043 5.5% Sewer Operations 115,848 102,540 (13,308) (11.5 %) Water Operations 71,286 98,680 27,394 38.4% Irrigation 17473 21,562 4,089 23.4% Equipment Rental 29,348 17,665 (11,683) (39.8 %) Public Works Administration. 8,863 6,516 (2,347) (26.5 %) TOTAL $1,830,193 $1,866,797 36,604 2.0% Summary - Revenues are derived from M &O and interdepartmental charges related to equipment expenditures, fuel sales, and miscellaneous revenues. M &O Expenditures in the funds are substantially equal to those in the table above. 60 - Public Works • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $463,085 $488,918 $360,085 $488,918 $521,058 106.6 106.6 120 Overtime 6,960 22,000 4,908 8,000 8,000 36.4 100.0 130 Special Pay 1,132 0 573 1,200 0 0.0 Total 471,177 510,918 365,566 498,118 529,058 103.6 106.2 200 Personnel Benefits 200 Personnel Benefits 163,241 178,596 127878 178,596 196,191 109.9 109.9 280 Clothing And Miscellaneous 471 1,206 356 1,225 1,206 100.0 98.5 Total 163,711 179,802 128,234 179,821 197,397 109.8 109.8 300 Supplies 310 Office & Operating Supplies 26,690 33,409 14,774 21,302 28,409 85.0 133.4 340 Items Purchased For Resale 1,952,649 2,635,068 2,001,167 2,661,068 2,880,175 109.3 108.2 350 Small Tools And Equipment 6,609 14,008 11,531 14,060 14,008 100.0 99.6 Total 1,985,949 2,682,485 2,027,471 2,696,430 2,922,592 109.0 108.4 400 Other Services And Charges 420 Communications 973 757 707 757 787 104.0 104.0 450 Operating Rentals & Leases 30,572 35,000 14,174 20,000 20,000 57.1 100.0 470 Public Utility Services 0 309 0 309 309 100.0 100.0 480 Repairs And Maintenance 108,832 237633 100,544 176,500 76,133 32.0 43.1 490 Miscellaneous 72 361 0 0 361 100.0 Total 140,448 274,060 115,426 197,566 97590 35.6 49.4 TOTAL EXPENDITURES - SRV UNT 634 $2,761,285 $3,647,265 $2,636,697 $3,571,935 $3,746,637 102.7 104.9 REVENUES 340 Charges For Goods & Svcs $1,507,216 $2,181,440 $1,477,137 $2,185,000 $2,405,000 110.3 110.1 360 Miscellaneous Revenues 1,674,983 1,830,193 1,372,642 1,830,193 1,866,797 102.0 102.0 390 Other Financing Sources 5,760 2,500 21,517 21,520 2,500 100.0 11.6 TOTAL REVENUES - SRV UNT 634 $3,187,959 $4,014,133 $2,871,297 $4,036,713 $4,274,297 106.5 105.9 SERVICE UNIT 639 - ADMINISTRATION Account 100 Salaries and Wages - The amount budgeted in 2009 is $32,260. This service unit increased $1,838 or 6.0% over the 2008 amended budget of $30,422. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits - Budgeted in 2009 at $7,938, this account increased $743, or 10.3 %, over the 2008 amended budget of $7,195. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 300 Supplies - Budgeted in 2009 at $9,223, this account increased $1,445 or 18.6% over the 2008 amended budget of $7,778. The significant increase is due to vehicle fuel cost escalation. Preliminary Budget • Public Works - 61 Account 400 Other Services and Charges - Budgeted in 2009 at $21,749, this account increased $71 or 0.3% above the 2008 amended budget of $21,678. Account 410 Professional Services - Budgeted at $2,000 for 2009, this account increased $1,500 over the 2008 year -end estimate but remains the same as the 2008 amended budget. Expenditures are related to hearing testing and retainage of specialists with regard to human resources and technically specific engineering issues. Account 490 Miscellaneous - Budgeted in 2009 at $10,593, this account shows no change over the 2008 year -end estimate and the 2008 amended budget. Miscellaneous expenditures are for CDL physicals, and technically specific seminar registrations. ORGANIZATION MEETINGS STAFF ATTENDING Public Fleet Managers Association Bi- Monthly Fleet Manage & Equipment Supervisor Annual Vehicle Maintenance Management University of Washington Fleet Manager or Equipment Supervisor Conference (alternating) Washington State Transit Association / Twice Annually Fleet Manager & Equipment Supervisor Evergreen Bus Maintenance Forum Allison Transmission Certification Training Local Shop Personnel 2009 Government Fleet Expo & Conf Annually Fleet Manager Cummins Certification Training Locally Shop Personnel Summary - Budgeted in 2009 at $324,537, these line items decreased $1,536 or 0.5% from the 2008 budget amount of $326,073. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 110 Salaries And Wages $27,437 $30,422 $22,557 $30,422 $32,260 106.0 106.0 200 Personnel Benefits 6,261 7195 5,164 7195 7938 110.3 110.3 300 Supplies 310 Office & Operating Supplies 3,963 2,000 1,017 1,000 2,000 100.0 200.0 320 Fuel Consumed 6,066 5,778 3,695 5,778 7223 125.0 125.0 Total 10,030 7,778 4,713 6,778 9,223 118.6 136.1 400 Other Services And Charges 410 Professional Services 0 2,000 140 500 2,000 100.0 400.0 420 Communications 1,773 2,465 1,441 2,465 2,536 102.9 102.9 430 Transportation /Training 5,148 5,120 5,857 5,120 5,120 100.0 100.0 440 Advertising 172 1,500 100 500 1,500 100.0 300.0 490 Miscellaneous 3,017 10,593 6,826 10,593 10,593 100.0 100.0 Total 10,110 21,678 14,364 19,178 21,749 100.3 113.4 900 Interfund Payment For Svcs 950 Interfund Opt Rental & Lease 28,025 44,174 31,442 42,114 33,391 75.6 79.3 980 Interfund Garage /Plant Chgs 127,611 129,525 97,143 129,525 132,116 102.0 102.0 990 Interfund Admin Charges 81,239 85,301 63,977 85,301 87,860 103.0 103.0 Total 236,875 259,000 192,562 256,940 253,367 97.8 98.6 TOTAL EXPENDITURES - SRV UNT 639 $290,713 $326,073 $239,360 $320,513 $324,537 99.5 101.3 62 - Public Works • Preliminary Budget SERVICE UNIT 646 — INTERFUND PAYMENTS Account 500 Intergovernmental Services — This line item is to fund the operation of the Environmental Fund with a surcharge on fuel. The $135,000 amount is consistent with prior years. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 550 Interfund Subsidies $155,944 $135,000 $0 $135,000 $135,000 100.0 100.0 TOTAL EXPENDITURES - SRV UNT 646 $155,944 $135,000 $0 $135,000 $135,000 100.0 100.0 SERVICE UNIT 699 — GENERAL REVENUES Account 551 General Revenues — These line items show the cash balances of both the Operating Division, 551 Equipment Rental, and the 552 Replacement Reserves. These line items also contain revenues received as a result of warranty repairs performed by the City and reimbursed by vehicle manufacturers and insurance settlements, along with interest income on operating reserves and M &O revenues. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 270 Beginning Balance $3,022,398 $3,550,077 $3,881,553 $3,881,553 $4,245,283 119.6 109.4 330 Intergovernmental Revenues 0 96,500 37,491 96,500 0 0.0 0.0 360 Miscellaneous Revenues 128,521 350 19,746 350 350 100.0 100.0 TOTAL REVENUES - SRV UNT 699 $3,150,919 $3,646,927 $3,938,790 $3,978,403 $4,245,633 116.4 106.7 EXPLANATORY NARRATIVE - DEPARTMENT 552 The 2009 Replacement budget allocation is used to purchase vehicles and /or pieces of equipment. SERVICE UNIT 636 — EQUIPMENT REPLACEMENT 100 Salaries and Wages — Budgeted in 2009 at $81,317, these line items show an increase of $4,711 or 6.2% from the 2008 budget of $76,606. The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. 200 Personnel Benefits — The 2009 budget of $22,877 is an increase of $2,135, or 10.3 %, over the 2008 budget of $20,742. The personnel benefit accounts include rate increases for medical insurance of 5.5 %; and industrial insurance of 10 %; along with the normal roll -ups related to base wage adjustments; while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 600 Capital Outlay — Budgeted in 2009 at $1,840,000, these line items show an increase of $324,978 or 21.5% from the 2008 Budget amount of $1,515,022. The increase in the 2009 budget is due to the need to replace several large pieces of equipment, particularly in Streets and Refuse. These replacement vehicles are critical to the City's ability to provide vital services to the community. Preliminary Budget • Public Works — 63 The following table lists the requests for equipment replacement and additions to the City fleet for 2009. DIVISION DESCRIPTION REPLACING 2009 BUDGET FUND TOTAL Police Patrol cars $340,000 $340,000 Parks and Recreation Toro Groundsmaster 325D Lawn Mower ER5202 20,000 Toro Groundsmaster 325D Lawn Mower ER5231 20,000 Small 1/2 Ton Ext Cab Pickup 4x2 ER2163 20,000 60,000 Streets & Traffic One Ton Flatbed Truck ER2172 60,000 Half Ton Pickup ER3107 25,000 Ten Yard Dump Truck w /Snowplow ER3076 160,000 Ten Yard Dump Truck w /Snowplow ER3077 160,000 2 -11 Foot Snowplows Addition 20,000 Sweeper ER3161 180,000 3/ Ton Pickup w /Snowplow ER2199 30,000 De -Icer Truck Addition 80,000 715,000 Water 4WD Backhoe w /Extension ER6077 120,000 Small Extended Cab 4x4 Pickup ER231 20,000 140,000 Refuse Front Loader Refuse Truck ER3137 280,000 Automated Sideloader Refuse Truck ER3181 280,000 560,000 Equipment Rental Ten Passenger Van ER3128 25,000 25,000 TOTAL $1,840,000 Total Expenditures - Budgeted in 2009 at $1,974,388, this service unit increased $332,703 or 20.3% from the 2008 budget amount of $1,641,685. Total Expenditures include capital outlays for vehicles and equipment plus the administrative costs related to these activities. Revenues - Budgeted in 2009 at $1,647,708, these line items show a decrease of $157,521 or 8.7% from the 2008 year -end estimate of $1,805,229. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $69,862 $76,106 $56,522 $76,106 $80,817 106.2 106.2 120 Overtime 226 500 529 500 500 100.0 100.0 130 Special Pay 12 0 26 0 0 Total 70,100 76,606 57077 76,606 81,317 106.2 106.2 200 Personnel Benefits 18,414 20,742 15,043 20,742 22,877 110.3 110.3 640 Machinery And Equipment 1,229,488 1,515,022 1,474,923 1,467,951 1,840,000 121.5 125.3 990 Interfund Admin Charges 27,919 29,315 21,986 29,315 30,194 103.0 103.0 TOTAL EXPENDITURES - SRV UNT 636 $1,345,921 $1,641,685 $1,569,030 $1,594,614 $1,974,388 120.3 123.8 REVENUES 360 Miscellaneous Revenues $1,408,234 $1,389,268 $1,040,946 $1,389,268 $1,577,708 113.6 113.6 390 Other Financing Sources 641,109 472,000 322,355 415,961 70,000 14.8 16.8 TOTAL REVENUES - SRV UNT 636 $2,049,343 $1,861,268 $1,363,301 $1,805,229 $1,647,708 88.5 91.3 64 - Public Works • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 360 Miscellaneous Revenues 47,195 75,000 26,380 47,000 47,000 62.7 100.0 TOTAL REVENUES - SRV UNT 699 $47,195 $75,000 $26,380 $47,000 $47,000 62.7 100.0 Preliminary Budget • Public Works — 65 CITY OF /� PUBLIC WORKS 2009 PRELIMINARY BUDGET NARRATIVE DIRECTOR OF PUBLIC WORKS: Chris Waarvick DIVISION: FLEET AND FACILITIES MANAGER: Environmental Fund — 555 Richard Wonner DEFINITION The purpose of the Environmental Fund is to provide a funding source for complying with the rules and regulations imposed by Federal and State mandates regarding underground storage tank operation, hazardous waste disposal, site clean -up and other environmental compliance issues. The revenues for this fund are generated by a surcharge levied against fuel purchased at the Public Works Complex. The City Manager may annually adjust the surcharge as required. All departments and divisions must ensure that the employees become fully aware of environmental regulations that may affect them and in turn, must abide by these environmental regulations each and every day. Whenever there are no specific compliance projects identified, the funds accumulated remain an unobligated appropriation available on a contingency basis. The service units in this division are: SERVICE UNIT 639 — ADMINISTRATION SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 639 Administration $50,098 $454,750 $124,599 $273,800 $326,350 71.8 119.2 REVENUE SUMMARY BY SERVICE UNIT 639 Administration $155,944 $135,000 $0 $135,000 $135,000 100 100 699 General Revenues 471,030 454,630 576,877 576,877 438,077 96.4 75.9 TOTAL REVENUES $626,974 $589,630 $576,877 $711,877 $573,077 97.2 80.5 66 — Public Works • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 300 Supplies 0 500 0 0 500 100.0 0.2 400 Other Services And Charges 48,367 137450 28,932 107,000 192,450 140.0 59.0 600 Capital Outlays 1,731 316,800 95,667 166,800 133,400 42.1 40.9 TOTAL EXPENDITURES $50,098 $454,750 $124,599 $273,800 $326,350 71.8 100.0 EXPLANATORY NARRATIVES SERVICE UNIT 639 - ADMINISTRATION Account 400 Other Services and Charges - The professional services line item of $25,000 and the Repairs & Maintenance line item of $65,000 will be used to fund projected monitoring and potential mediation efforts required at the Airport- Richardson site and Law and Justice Center site. Account 600 Capital Projects - For 2009, $33,400 is budgeted to pay for a portion of the Public Works parking lot repaving project and an additional $100,000 will fund a vehicle fuel storage capacity addition project. Summary - Budgeted for 2009 at $326,350, this line item is $52,550 or 19.2% more than the 2008 year- end estimate of $273,800 and $128,400 or 28.2% less than the 2008 budget of $454,750. This is due to the fact that projects identified for 2008 implementation were not completed and therefore have been reassigned to 2009. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 310 Office & Operating Supplies $0 $500 $0 $0 $500 100.0 400 Other Services And Charges 410 Professional Services 46,135 31,500 15,117 27,000 25,000 79.4 92.6 430 Transportation /Training 649 950 0 0 950 100.0 480 Repairs And Maintenance 1,118 105,000 12,098 80,000 65,000 61.9 81.3 490 Miscellaneous 465 0 1,717 0 101,500 Total 48,367 137,450 28,932 107,000 192,450 140.0 179.9 600 Capital Outlays 630 Impr Other Than Building 0 150,000 0 0 100,000 66.7 640 Machinery And Equipment 1,731 100,000 6,421 100,000 0 0.0 0.0 650 Construction Projects 0 66,800 89,247 66,800 33,400 50.0 50.0 Total 1,731 316,800 95,667 166,800 133,400 42.1 80.0 TOTAL EXPENDITURES - SRV UNT 639 $50,098 $454,750 $124,599 $273,800 $326,350 71.8 119.2 REVENUES 390 Other Financing Sources $155,944 $135,000 $0 $135,000 $135,000 100.0 100.0 TOTAL REVENUES - SRV UNT 639 $155,944 $135,000 $0 $135,000 $135,000 100.0 100.0 Preliminary Budget • Public Works - 67 SERVICE UNIT 699 — GENERAL REVENUES Revenues - Budgeted for 2009 at $135,000, this line item remains the same as the 2008 amended budget and consists of an annual transfer from the Equipment Rental fund to fund any environmental cleanup issues that may arise. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 TO 5 270 Beginning Balance $471,030 $454,630 $576,877 $576,877 $438,077 96.4 75.9 TOTAL REVENUES - SRV UNT 699 $471,030 $454,630 $576,877 $576,877 $438,077 96.4 75.9 68 - Public Works • Preliminary Budget CITY OF y� PUBLIC WORKS 2009 PRELIMINARY BUDGET NARRATIVE DIRECTOR OF PUBLIC WORKS: Chris Waarvick DIVISION: PARKS AND RECREATION MANAGER: Parks & Recreation —131 Ken Wilkinson DEFINITION The Parks and Recreation Division provides and maintains leisure services and park facilities for the community. The mission of the Parks and Recreation Division is to provide and promote community leisure as well as recreational and cultural opportunities for all citizens. This is accomplished through professional staff who provide recreational programs and activities and who maintain facility standards making them aesthetic and desirable for use. Through our services we strive to enhance personal well -being and to improve the quality of life that makes Yakima a great place to live, work and play. The Parks and Recreation Division has made great strides toward providing exceptional service to the citizens of Yakima this past year. 2008 ACCOMPLISHMENTS ➢ Completed transfer of West Valley Park to City of Yakima ➢ Concluded the Aquatic Center Feasibility Study and began discussions of next steps ➢ Received $25,000 grant from Tony Hawk Foundation and completed construction of Kiwanis skate park ➢ Applied for and received new AmeriCorps grant renewable through 2011 ➢ Worked with citizen committee to increase Fisher Golf Course attendance with increased marketing efforts and additional special programs ➢ Received City of Yakima Planning Department approval for a new changing message sign for Fisher and worked with Coca Cola Bottling for the installation ➢ Completed parking lot improvements and installed new reader board sign at the Hannan Center ➢ Received City Planning Department approval for Upper Kiwanis Redevelopment ➢ Completed transfer of five parcels from service clubs to City of Yakima ➢ Completed hazardous substance inspection of parcels and demolished existing buildings in preparation for Upper Kiwanis Redevelopment ➢ Initiated JARPA process to change the shape of or remove Kiwanis Pond ➢ Hired new Recreation Specialist to work with youth programs and a new Recreation Coordinator to work with AmeriCorps ➢ Completed Franklin Pool upgrades ➢ Introduced Men's and Women's Fastpitch League ➢ Completed installation of new restroom at Elks Park ➢ Secured a $3,000 sponsorship from Subway for summer concert series and a $1,500 sponsorship from the Yakima Foursquare Church for the outdoor movies Preliminary Budget • Public Works — 69 ➢ Partnered with Apple Tree Golf Course to provide free golf clinics and with First Tee to provide golf instruction and life skills for youth at Fisher Golf Course ➢ Handled registrations for 300 participants for Yakima's annual 3 -on -3 basketball tournament ➢ Met with City Council and Park and Recreation Commission to talk about future directions for Parks and Recreation ➢ Assembled a report addressing parking concerns at Gilbert and Franklin Park parking lots ➢ Worked with Traffic Engineering to install additional lighting at Franklin Park. ➢ Developed a pre -need program to sell niches in the new columbarium at Tahoma ➢ Hired a new Parks and Recreation Manager to fill vacancy left by retirement of previous manager 2009 GoALs ➢ Continue scheduled improvements and enhancements to city parks including playgrounds, softball diamonds, tree pruning, new park furniture, etc. ➢ Begin construction of Upper Kiwanis Redevelopment Project ➢ Continue Aquatic Center "next steps" ➢ Issue RFP for private operation of Fisher Golf Course beginning in 2010 ➢ Initiate monument sales at Tahoma Cemetery ➢ Complete process for increasing Park Commission to include a youth representative ➢ Complete fees and charges study for program cost recovery ➢ Continue to develop event sponsorships and program marketing ➢ Computerize registrations at Lions Pool ➢ Continue to examine cost efficiencies and alternate funding options for Parks and Recreation ➢ Add an adult soccer league and additional youth programs to the recreation programming The following service units are included in the Parks and Recreation Division: SERVICE UNIT 421 — PARK MAINTENANCE SERVICE UNIT 422 — COMMUNITY RECREATION SERVICE UNIT 423 — FISHER GOLF COURSE SERVICE UNIT 424 — AQUATICS SERVICE UNIT 425 — SENIOR CENTER SERVICE UNIT 426 — SPORTS SERVICE UNIT 427 — GRANTS, SPONSORSHIPS, CONTRIBUTIONS, YOUTH PROGRAMS SERVICE UNIT 429 — ADMINISTRATION SERVICE UNIT 645 — INTERFUND DISTRIBUTION SERVICE UNIT 699 — GENERAL REVENUES 70 — Public Works • Preliminary Budget AUTHORIZED PERSONNEL 2008 2009 Cuss 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1267 Park and Recreation Manager 1.00 1.00 1.00 13102 Parks Superintendent 2.00 2.00 2.00 11604 Parks and Recreation Administrative Associate 1.00 .80 .80 8825 Golf Maintenance Specialist 1.00 1.00 .00 ( 11503 Recreation Supervisor 2.00 1.80 1.80 11501 Recreation Program Supervisor 1.00 1.00 1.00 5256 Recreation Activities Coordinator 2.00 2.00 2.00 5235 Recreation Activities Specialist 1.00 1.00 1.00 7111 Senior Center Assistant 1.00 1.00 1.00 Parks Maintenance Crew Leader .00 .00 1.00 ( 5266 Aquatic Specialist 2.00 2.00 2.00 8841 Aquatic Maintenance Technician 1.00 1.00 1.00 8817 Parks Maintenance Technician 1.00 0.00 0.00 ( 8818 Parks Maintenance Specialist 6.50 6.50 6.50 8819 Parks Maintenance Worker 3.00 3.00 3.00 5202 Golf Course Attendant 1.33 1.50 1.50 5234 Recreation Leader (Temp) .60 .60 .60 8610 Maintenance Labor Helper (Temp) 1.67 .41 .41 8810 Park Labor (Temp) 0.00 1.26 1.26 9113 City Worker III (Temp) 6.59 7.31 .00 ia> 9114 City Worker IV (Temp) 7.42 6.95 14.30 (3) TOTAL PERSONNEL (4) 43. I I 42.13 42.17 (1) See Policy Issue regarding Fisher Golf Course. The proposal is to transfer a Golf Course Maintenance Specialist to an upgraded Park Maintenance Crew Leader position within Park Maintenance in 2009. (2) Unfunded due to budget constraints. (3) 2009, the City Worker III (Temporary), Class Code 9113 is no longer found in the City's Pay Ordinance. These temporary positions have been transferred to City Worker (Outside), which are temporary positions, Class Code 9114. (4) Does not include Cemetery Personnel. Preliminary Budget • Public Works - 71 BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 420 C.B.D. Maintenance $47,401 $0 $0 $0 $0 421 Park Maintenance 1,390,119 1,418,619 1,083,964 1,403,668 1,518,172 107.0 108.2 422 Community Recreation 18,080 85,630 48,941 83,176 75,336 88.0 90.6 423 Golf Course Activities 194,286 207,398 174,217 216,648 234,181 112.9 108.1 424 Aquatics 496,696 534,932 441,325 531,243 556,629 104.1 104.8 425 Senior Center 638,827 697,986 546,047 694,554 702,713 100.7 101.2 426 Sports 381,791 412,615 271,680 377,270 389,476 94.4 103.2 427 Grants,Sponsorships & Contr 133,448 158,472 69,329 151,428 170,235 107.4 112.4 429 Administration 567568 695,254 494,404 680,765 584,356 84.1 85.8 645 Interfund Distribution 242,381 210,000 188,365 210,865 146,500 69.8 69.5 TOTAL EXPENDITURES $4,110,659 $4,420,906 $3,318,272 $4,349,617 $4,377,598 99.0 100.6 REVENUE SUMMARY BY SERVICE UNIT 420 C.B.D. Maintenance $2,406 $2,500 $1,658 $2,500 $2,500 100.0 100.0 421 Park Maintenance 10,302 12,650 14,385 19,000 19,000 150.2 100.0 422 Community Recreation 5,225 5,000 3,000 5,000 5,000 100.0 100.0 423 Golf Course Activities 113,643 104,250 111,343 112,250 107250 102.9 95.6 424 Aquatics 180,068 231,915 196,169 227,281 213,915 92.2 94.1 425 Senior Center 505,611 523,400 459,314 579,312 580,300 110.9 100.2 426 Sports 243,597 282,850 238,855 263,850 263,850 93.3 100 427 Grants,Sponsorships & Contr 101,884 93,100 56,769 92,600 93,600 100.5 101.1 429 Administration 1,959 3,000 1,925 3,700 2,200 73.3 59.5 645 Interfund Distribution 1,023,126 1,045,000 745,978 1,044,000 1,074,000 102.8 102.9 699 General Revenues 2,472,276 2,462,829 1,564,028 2,433,114 2,315,760 94.0 95.2 TOTAL REVENUES $4,660,098 $4,766,494 $3,393,422 $4,782,607 $4,677375 98.1 97.8 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 1,364,662 1,631,233 1,195,451 1,581,506 1,630,278 99.9 37.2 200 Personnel Benefits 440,781 565,861 365,522 572,944 562,148 99.3 12.8 SUB -TOTAL SALARIES AND BENEFITS 1,805,443 2,197,094 1,560,973 2,154,450 2,192,426 99.8 50.1 300 Supplies 379,364 379,477 303,874 367,850 375,990 99.1 8.6 400 Other Services And Charges 1,170,035 1,157077 886,257 1,143,093 1,169,313 101.1 26.7 500 Intergov Srvcs /Other Interfund 246,007 215,000 191,329 215,965 151,600 70.5 3.5 600 Capital Outlays 2,805 0 0 0 0 0.0 900 Interfund Payment For Svcs 507005 472,259 375,838 468,259 488,268 103.4 11.2 TOTAL EXPENDITURES $4,110,659 $4,420,906 $3,318,272 $4,349,617 $4,377598 99.0 100.0 72 - Public Works • Preliminary Budget EXPLANATORY NARRATIVE Account 110 Salaries and Wages — The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — The personnel benefit accounts include rate increases for medical insurance of 5.5 %, and industrial insurance of 10 %, along with the normal roll -ups related to the base wage adjustments, while dental insurance was reduced by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. The Parks and Recreation Budget is balanced for 2009. The projected 2009 revenue is $4,244,385. The revenues along with the beginning cash balance of $549,439 will be used to balance the 2009 budget. Total resources for 2009 equal $4,677,335. Expenditures for 2009 are estimated to be $4,377,598. This is an increase of $27,941 or 0.64% over the 2008 year -end estimate of $4,349,657. SERVICE UNIT 421 — PARK MAINTENANCE 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 421 Yakima Population (2000 Census): 71,845 82,867 82,524 84,524 (Urban area = 110,000+) (Estimated annual growth = 2 %) Acres of park land maintained by Parks and Recreation [286.8 332.8 332.8 332.8 ( acres of park land and Arboretum (forty acres) Full -time equivalent maintenance employees 14.25 13.50 13.50 Acres of turf trimmed, mowed, sprayed, irrigated 33 weeks/ 198.23 220.28 220.28 year, daily litter patrolled year -round Square feet of playground equipment, inspected, repaired / 16 44,941 / 44,941 / 44,941 / locations 1.0 acre 1.0 acre 1.0 acre Linear feet of hard surface pathway and sidewalks, snow removal, 85,662 / 85,662 / 85,662 / repairs 16.2 miles 16.2 miles 16.2 miles Square feet of parking lot, snow removal, repairs 608,329/14.0 acre 608,329/14.0 acre 608,329/14.0 acre (1) Includes West Valley Park Service unit 421 provides and administers the overall maintenance for the City parks and the park facilities. Account 100 Salaries and Wages — This line item for 2009 reflects an increase of $61,504 or 11.4% from the 2008 year -end estimate of $541,532 to $603,036. This increase is mainly due to negotiated wage increases. The 2009 budget also includes the upgrade of Parks Maintenance Specialist to Park Maintenance Crew Leader (See Parks & Recreation budgeted Policy Issue). The 2008 year -end Preliminary Budget • Public Works — 73 estimate reflects a savings of $17,382 from the 2008 amended budget of $558,914. This is mainly due to a position that was partly vacant in 2008. Account 120 Overtime — This line item for 2009 reflects no increase over the 2008 year -end budget. Account 120 Overtime is used to pay staff for necessary repairs to the parks after hours or on weekends. It is also used for snow removal in the parks, on the pathways and in parking lots. An increase in this account is reflective of the need to utilize current staff for extra work needed due to staff reductions. Account 200 Personnel Benefits — This line item for 2009 reflects an increase of $21,608 or 10.7% from the 2008 year -end estimate of $202,407 to $224,015. Account 310 Operating Supplies — This line item reflects no increase for 2009. This line item covers all operational supplies for park maintenance including fertilizers, herbicides, lumber, paint, irrigation, restrooms, etc. A large portion of this line item is spent on supplies to make repairs due to vandalism. Account 320 Fuel — This line item for 2009 reflects an increase of $6,540 or 10% from the 2008 year- end estimate of $65,400 to $71,940. This increase is due to continued higher fuel costs. Account 410 Professional Services — This line item for 2009 reflects an increase of $11,000 or 11.7% from the 2008 year -end estimate of $94,000 to $105,000. This line item pays for one Department of Corrections crew, tree pruning and any contracted work. This line item also includes contracted maintenance services for West Valley Park. Account 470 Public Utilities — This line item for 2009 reflects an increase of $12,886 or 5.3% from the 2008 year -end estimate of $244,085 to $256,971. This increase is due to continued higher utility costs. Account 950 Interfund Opt Rental and Leases — This line item for 2009 reflects an increase of $7,965 or 7.2% from the 2008 year -end estimate of $111,000 to $118,965. This increase is due to adjustments in the Equipment Rental Fund. Summary — The 2009 total expenditures for Service Unit 421 are $1,518,172, which is an increase of 8.2% from the 2008 year -end estimate of $1,403,668. The increase is due to higher fuel costs, higher public utilities costs and the transfer of seasonal staff from the Cemetery Budget — Service Unit 114 to the Parks Maintenance Budget — Service Unit 421. 2008 2008 2009 2007 AMENDED YEAR -END PROPOSED ACTUAL BUDGET ESTIMATE BUDGET Expenditures $1,390,119 $1,418,619 $1,403,668 $1,518,172 Revenues $10,302 $12,650 $19,000 $19,000 74 — Public Works • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $488,134 $558,914 $400,384 $541,532 $603,036 107.9 111.4 120 Overtime 5,405 6,000 1,061 4,500 4,500 75.0 100.0 130 Special Pay 2,267 2,000 1,156 2,720 2,720 136.0 100.0 Total 495,805 566,914 402,600 548,752 610,256 107.7 111.2 200 Personnel Benefits 200 Personnel Benefits 186,907 202,407 140,197 202,407 224,015 110.7 110.7 280 Clothing And Miscellaneous 1,543 1,500 1,422 1,500 1,500 100.0 100.0 Total 188,450 203,907 141,620 203,907 225,515 110.6 110.6 300 Supplies 310 Office & Operating Supplies 108,468 97,000 90,817 102,000 102,000 105.2 100.0 320 Fuel Consumed 56,490 65,400 53,433 65,400 71,940 110.0 110.0 350 Small Tools And Equipment 127 2,000 950 2,000 2,000 100.0 100.0 Total 165,085 164,400 145,199 169,400 175,940 107.0 103.9 400 Other Services & Charges 410 Professional Services 91,060 99,000 75,885 94,000 105,000 106.1 111.7 420 Communications 1,072 665 661 900 900 135.4 100.0 430 Transportation /Training 255 0 0 0 0 450 Operating Rentals & Leases 0 250 0 250 250 100.0 100.0 470 Public Utility Services 267,068 244,109 207,617 244,085 256,971 105.3 105.3 480 Repairs And Maintenance 13,817 20,000 23,609 27,000 20,000 100.0 74.1 490 Miscellaneous 1,326 1,175 78 1,175 1,175 100.0 100.0 Total 374,598 365,199 307,850 367,410 384,296 105.2 104.6 530 State /County Taxes & Assmt 1,198 3,200 2,112 3,200 3,200 100.0 100.0 950 Interfund Opt Rental & Lease 164,984 115,000 84,583 111,000 118,965 103.5 107.2 TOTAL EXPENDITURES - SRV UNT 421 $1,390,119 $1,418,619 $1,083,964 $1,403,668 $1,518,172 107.0 108.2 REVENUES 340 Charges For Goods & Svcs $3,399 $5,050 $11,287 $11,400 $11,400 225.7 100.0 360 Miscellaneous Revenues 6,903 7,600 3,098 7,600 7,600 100.0 100.0 TOTAL REVENUES - SRV UNT 421 $10,302 $12,650 $14,385 $19,000 $19,000 150.2 100.0 SERVICE UNIT 422 - COMMUNITY RECREATION 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 422 Number of Acres Requiring High Quality Maintenance 19 19 19 Hours of Operation 2,916 /year 2,916 /year 2,916 /year Total Days Open 243 243 243 Number of Rounds of Golf 13,550 13,910 14,000 Average Players Per Day 55 57 60 Preliminary Budget • Public Works - 75 This service unit provides and administers year -round recreation and leisure services for youth, adults and families in all areas of the community. Activities include youth and adult enrichment programs, summer playgrounds and special community events. Due to the passage of Initiative 695 in 1999, this service unit reduced its program offerings significantly. Current offerings include playgrounds, limited special activities, summer concerts in the park and the outdoor cinema series. Account 100 Salaries and Wages - This line item for 2009 reflects a decrease of $5,519 or 10.9% from the 2008 year -end estimate of $50,496 to $44,977. This line item for 2009 reflects a decrease of $9,597 or 17.6% from the 2008 amended budget of $54,594. The decrease is due to staff that opted to reduce work hours from 100% to 80 %. Account 200 Personnel Benefits - This line item for 2009 reflects a decrease of $1,692 or 9.9% from the 2008 amended budget of $17,075 to $15,383. The decrease is due to staff that opted to reduce work hours from 100% to 80 %. Summary - The 2009 total expenditures for Service Unit 422 are $75,336, which is a decrease of 9.4% from the 2008 year -end estimate of $83,176. 2008 2008 2009 2007 AMENDED YEAR -END PROPOSED ACTUAL BUDGET ESTIMATE BUDGET Expenditures $18,080 $85,630 $83,176 $75,336 Revenues $5,225 $5,000 $5,000 $5,000 Cost Recovery 28.9% 5.8% 6.0% 6.6% (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $3,646 $54,594 $29,018 $50,496 $44,977 82.4 89.1 120 Overtime 0 0 931 800 0 0.0 Total 3,646 54,594 29,949 51,296 44,977 82.4 87.7 200 Personnel Benefits 783 17075 9,826 17075 15,383 90.1 90.1 310 Office & Operating Supplies 1,931 3,000 909 3,000 3,000 100.0 100.0 400 Other Services And Charges 410 Professional Services 11,289 10,000 8,257 10,844 11,000 110.0 101.4 420 Communications 225 560 0 560 577 103.0 103.0 430 Transportation /Training 0 200 0 200 200 100.0 100.0 490 Miscellaneous 205 200 0 200 200 100.0 100.0 Total 11,719 10,960 8,257 11,804 11,977 109.3 101.5 TOTAL EXPENDITURES - SRV UNT 422 $18,080 $85,630 $48,941 $83,176 $75,336 88.0 90.6 REVENUES 340 Charges For Goods & Svcs $5,225 $5,000 $3,000 $5,000 $5,000 100.0 100.0 TOTAL REVENUES - SRV UNT 422 $5,225 $5,000 $3,000 $5,000 $5,000 100.0 100.0 76 - Public Works • Preliminary Budget SERVICE UNIT 423 — FISHER GOLF COURSE This services unit provides a top - quality par three golf course to the public. It is the only municipal golf course operated by the City. A policy issue will be discussed in 2009 regarding the operation lease of the Fisher Golf Course. FISHER GOLF COURSE ATTENDANCE 2002 -2008 25,000 - 20,000 C7 15,000 O O S 10,000 5,000 0 2002 2003 2004 2005 2006 2007 2008 Actual Actual Actual Actual Actual Actual Estimate ATTENDANCE BY CATEGORIES Special Family Programs /Children 23% 8% General Admisson 11% Seniors 40% 18% Account 100 Salaries and Wages — This line item for 2009 reflects an increase of $13,510 or 11.9% from the 2008 amended budget of $113,391 to $126,901. The increase is due to increased wages for the full time staff. Account 200 Personnel Benefits — This line item for 2009 reflects an increase of $5,564 or 11.6% from the 2008 amended budget of $48,183 to $53,747. The increase is due to increased wages for the full time staff. Summary — The 2009 total expenditures for Service Unit 423 are $234,181, which is an increase of 8.1% from the 2008 year -end estimate of $216,648. Preliminary Budget • Public Works — 77 2008 2008 2009 2007 AMENDED YEAR -END PROPOSED ACTUAL BUDGET ESTIMATE BUDGET Expenditures $194,286 $207,398 $216,648 $234,181 Revenues $113,643 $104,250 $112,250 $107,250 Cost Recovery 58.4% 50.2% 51.8% 45.7% (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $97302 $113,391 $88,868 $113,391 $126,901 111.9 111.9 120 Overtime 2,233 3,000 2,754 3,000 3,000 100.0 100.0 130 Special Pay 127 127 250 127 127 100.0 100.0 Total 99,662 116,518 91,872 116,518 130,028 111.6 111.6 200 Personnel Benefits 200 Personnel Benefits 39,415 48,183 34,546 48,183 53,747 111.6 111.6 280 Clothing & Miscellaneous 946 500 876 500 500 100.0 100.0 Total 40,361 48,683 35,423 48,683 54,247 111.4 111.4 300 Supplies 310 Office & Operating Supplies 15,150 15,000 16,023 15,500 15,500 103.3 100.0 340 Items Purchased For Resale 4,251 5,000 5,747 5,400 5,000 100.0 92.6 Total 19,401 20,000 21,769 20,900 20,500 102.5 98.1 400 Other Services And Charges 410 Professional Services 2,900 2,100 949 2,100 2,100 100.0 100.0 420 Communications 1,114 1,197 922 1,197 1,197 100.0 100.0 470 Public Utility Services 29,825 17,700 21,313 25,000 24,809 140.2 99.2 480 Repairs And Maintenance 239 500 89 500 500 100.0 100.0 490 Miscellaneous 289 300 1,428 1,250 300 100.0 24.0 Total 34,366 21,797 24,701 30,047 28,906 132.6 96.2 530 State /County Taxes & Assmt 496 400 451 500 500 125.0 100.0 TOTAL EXPENDITURES - SRV UNT 423 $194,286 $207,398 $174,217 $216,648 $234,181 112.9 108.1 REVENUES 340 Charges For Goods & Svcs $102,671 $94,000 $96,221 $102,000 $97,000 103.2 95.1 360 Miscellaneous Revenues 10,972 10,250 15,122 10,250 10,250 100.0 100.0 TOTAL REVENUES - SRV UNT 423 $113,643 $104,250 $111,343 $112,250 $107250 102.9 95.6 SERVICE UNIT 424 - AQUATICS 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 424 Lions Attendance 38,931 41,089 42,000 Franklin Attendance 17,570 28,483 30,000 78 - Public Works • Preliminary Budget This service unit has been established to plan, implement and provide the City's Aquatic programs for the health, safety and recreational needs of the community and to maintain the City's swimming pools. The 2009 Budget reflects the operation of Lions and Franklin pools. AQUATICS ATTENDANCE 2002 - 2008 70,000 • 60,000 50,000 - • • 40,000 - • • 30,000 " — IV' '\ A \ /, 20,000 \ • .. / 10,000 0- 2002 2003 2004 2005 2006 2007 2008 Actual Actual Actual Actual Actual Actual Estimate ATTENDANCE BY CATEGORIES LIONS POOL FRANKLIN POOL Learn -to- Learn -to- School Swim Rentals Swim Exercise Rentals District 4% 4% 5% 4% 5% 2% Rec Swim 31% • Lap Swim Rec Swim 53% 92% AQUATICS EXPENDITURE /REVENUE PROFILE 2003 2004 2005 2006 2007 2008 2009 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL ESTIMATE PROPOSED LIONS Attendance 61,666 57,470 46,252 49,834 38,864 41,089 43,143 Expenditures $403,513 $372,495 $421,687 $409,099 $386,200 $394,141 $423,555 Revenue $145,607 $133,015 $119,133 $132,817 $125,909 $144,000 $140,050 Self Supporting 36% 36% 28% 32% 32% 36% 33% Net cost /participant $4.18 $4.17 $6.54 $5.54 $6.70 $6.09 $6.57 Preliminary Budget • Public Works — 79 2003 2004 2005 2006 2007 2008 2009 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL ESTIMATE PROPOSED FRANKLIN Attendance 36,811 33,032 30,417 35,012 17,570 28,483 28,500 Expenditures $110,467 $116,794 $147473 $133,627 $110,496 $137,100 $133,072 Revenue $63,817 $70,046 $76,106 $65,008 $54,158 $83,281 $73,865 Self Supporting 58% 60% 52% 49% 49% 61% 55% Net cost /participant $1.27 $1.42 $2.35 $1.96 $3.21 $1.89 $2.08 COMBINED TOTAL Attendance 98,477 90,502 76,669 84,846 56,434 69,572 71,643 Expenditures $513,980 $489,289 $569,160 $542,726 $496,696 $531,243 $556,629 Revenue $209,424 $203,061 $195,239 $197,825 $180,068 $227,281 $213,915 Self Supporting 41% 42% 34% 36% 36% 43% 38% Net cost /participant $3.09 $3.16 $4.88 $4.07 $5.61 $4.37 $4.78 Account 100 Salaries and Wages - This line item for 2009 reflects an increase of $11,031 or 4% from the 2008 year -end estimate of $277,308 to $288,339. The increase is due to increased wages for the staff. Account 120 Overtime - This line item for 2009 reflects a decrease of $600 from the 2008 year -end estimate of $3,000 to $2,400. Account 200 Personnel Benefits - This line item for 2009 reflects an increase of $5,053 or 6.1% from the 2008 year -end estimate of $83,195 to $88,248. This increase is related to the increase in Account 100 Salaries and Wages. Account 470 Public Utilities - This line item for 2009 reflects an increase of $10,667 or 9.4% from the 2008 year -end estimate of $113,833 to $124,500. This increase is due to continued higher utility costs. Account 480 Repairs and Maintenance - This line item for 2009 reflects no increase from the 2008 year -end estimate of $4,500. This line item has not been increased due to the anticipation of fewer repairs and less maintenance needed due to major capital improvements in 2008. Summary - The 2009 proposed expenditures for Service Unit 424 are $556,629 is an increase of $25,386 or 4.8% of the 2008 year -end estimate of $531,243. The 2009 revenues for this service unit represent a decrease of $13,366 or 5.9% from the year -end estimate of $227,281 to $213,915. 2008 2008 2009 2007 AMENDED YEAR -END PROPOSED ACTUAL BUDGET ESTIMATE BUDGET Expenditures $496,696 $534,932 $531,243 $556,629 Revenues $180,068 $231,915 $227271 $213,915 Cost Recovery 36.2% 43.3% 42.7% 38.4% 80 - Public Works • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $248,857 $264,778 $250,950 $277,308 $288,339 108.9 104.0 120 Overtime 5,691 2,400 2,266 3,000 2,400 100.0 80.0 130 Special Pay 88 100 151 100 100 100.0 100.0 Total 254,635 267278 253,367 280,408 290,839 108.8 103.7 200 Personnel Benefits 200 Personnel Benefits 70,523 77,743 67143 83,195 88,248 113.5 106.1 280 Clothing & Miscellaneous 0 1,000 789 1,000 1,000 100.0 100.0 Total 70,523 78,743 67932 84,195 89,248 113.3 106.0 300 Supplies 310 Office & Operating Supplies 37,010 34,250 27,047 34,250 34,250 100.0 100.0 340 Items Purchased For Resale 2,568 5,000 8,754 8,000 7500 150.0 93.8 Total 39,578 39,250 35,801 42,250 41,750 106.4 98.8 400 Other Services And Charges 410 Professional Services 5,984 0 0 0 0 420 Communications 2,952 3,679 3,028 3,742 3,742 101.7 100.0 430 Transportation /Training 0 400 115 215 100 25.0 46.5 440 Advertising 0 0 149 150 0 * 0.0 470 Public Utility Services 113,623 137133 78,206 113,833 124,500 90.8 109.4 480 Repairs And Maintenance 6,514 6,500 2,440 4,500 4,500 69.2 100.0 490 Miscellaneous 1,293 950 275 950 950 100.0 100.0 Total 130,367 148,662 84,212 123,389 133,792 90.0 108.4 530 State /County Taxes & Assmt 1,593 1,000 14 1,000 1,000 100.0 100.0 640 Machinery And Equipment 0 0 0 0 0 TOTAL EXPENDITURES - SRV UNT 424 $496,696 $534,932 $441,325 $531,243 $556,629 104.1 104.8 REVENUES 330 Intergovernmental Revenues $15,190 $10,000 $11,318 $15,000 $15,000 150.0 100.0 340 Charges For Goods & Svcs 139,039 164,965 145,487 164,281 155,915 94.5 94.9 360 Miscellaneous Revenues 25,839 56,950 39,364 48,000 43,000 75.5 89.6 TOTAL REVENUES - SRV UNT 424 $180,068 $231,915 $196,169 $227281 $213,915 92.2 94.1 SERVICE UNIT 425 - SENIOR CENTER 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET SERVICE UNIT 425 Yakima Population (2000 Census) over 65- years -old: 15,226 11,614 11,846 12,083 (Based upon 2% growth per year.) Volunteer Hours 17201/8.3 FTE 17123/8.2 FTE 17123/8.2 FTE Number of People Attending Programs at the Harman Center 40,726 40,063 42,000 (unduplicated). Indexed Number of Participants 105,254 95,234 95,234 Number of Programs Offered 757 753 753 Number of Program Days 299 299 299 Average Number of Participants Per Day 297 319 319 Preliminary Budget • Public Works - 81 This service area provides services to individual who are 55 years of age or older in the Greater Yakima Area. SENIOR CENTER ATTENDANCE 2002 - 2008 120,000 - 100,000 80,000 60,000 40,000 20,000 0 2002 2003 2004 2005 2006 2007 2008 Actual Actual Actual Actual Actual Actual Estimate ATTENDANCE BY CATEGORIES Drop -In Pool 4% Social Services Recreational and 27% Social 35% =' . � .. Tours 2% Volunteers Recreational/ 2 % Social 29% Account 110 Salaries and Wages — This line item for 2009 reflects an increase of $10,416 or 5.8% over the 2008 year -end estimate of $180,142 to $190,558. This increase is due to merit and longevity increases. Account 200 Personnel Benefits — This line item for 2009 reflects a slight decrease of $903 or 1.7% from the 2008 year -end estimate of $53,492 to $52,589. Account 410 Professional Services — This line item reflects a decrease of $3,000 or 0.8% from the 2008 year -end estimate of $362,000 to $359,000. This line item is utilized for janitorial contracts for the Harman Center, alarm services and copy machine contract although the majority of the line item is used for travel program that is offset by revenues from the tours. Account 470 Utilities — This line item for 2009 reflects a decrease of $1,574 or 4.7% from the 2008 year -end estimate of $33,205 to $34,779. 82 — Public Works • Preliminary Budget Account 480 Repairs and Maintenance - This line item for 2009 reflects a decrease of $1,000 or 33.3% above the 2008 year -end estimate of $3,000 to $2,000. Summary - The 2009 proposed expenditures for Service Unit 425 are $702,713 which reflects an overall increase of $8,159 or 1.2% from the 2008 year -end estimate of $694,554. The 2009 projected revenue is $580,300. Revenues fluctuant yearly based on the programs offered and the Senior Tour program. 2008 2008 2009 2007 AMENDED YEAR -END PROPOSED ACTUAL BUDGET ESTIMATE BUDGET Expenditures $638,827 $697,986 $694,554 $702,713 Revenues $505,611 $523,400 $579,312 $580,300 Cost Recovery 79.1% 75.0% 83.4% 82.6% (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $166,910 $178,158 $127,743 $180,142 $190,558 107.0 105.8 120 Overtime 804 0 0 0 0 Total 167,714 178,158 127,743 180,142 190,558 107.0 105.8 200 Personnel Benefits 43,599 50,386 32,651 53,492 52,589 104.4 98.3 300 Supplies 310 Office & Operating Supplies 40,372 34,799 19,419 27800 27800 79.9 100.0 340 Items Purchased For Resale 9,773 10,000 7856 10,000 10,000 100.0 100.0 Total 50,145 44,799 27,275 37800 37800 84.4 100.0 400 Other Services And Charges 410 Professional Services 313,116 364,200 319,560 362,000 359,000 98.6 99.2 420 Communications 14,638 14,485 9,710 13,500 14,687 101.4 108.8 430 Transportation /Training 2,232 1,500 1,542 1,615 1,500 100.0 92.9 440 Advertising 2,214 1,500 513 1,500 1,500 100.0 100.0 470 Public Utility Services 32,335 32,859 20,370 33,205 34,779 105.8 104.7 480 Repairs And Maintenance 6,807 2,000 2,453 3,000 2,000 100.0 66.7 490 Miscellaneous 5,899 8,000 4,035 8,200 8,200 102.5 100.0 Total 377,241 424,544 358,180 423,020 421,665 99.3 99.7 530 State /County Taxes & Assmt 127 100 197 100 100 100.0 100.0 TOTAL EXPENDITURES - SRV UNT 425 $638,827 $697986 $546,047 $694,554 $702,713 100.7 101.2 REVENUES 330 Intergovernmental Revenues $50,218 $71,600 $40,130 $71,600 $71,600 100.0 100.0 340 Charges For Goods & Svcs 392,316 392,100 361,151 443,612 439,600 112.1 99.1 360 Miscellaneous Revenues 63,077 59,700 58,033 64,100 69,100 115.8 107.8 TOTAL REVENUES - SRV UNT 425 $505,611 $523,400 $459,314 $579,312 $580,300 110.9 100.2 Preliminary Budget • Public Works - 83 SERVICE UNIT 426 — SPORTS This service unit provides and administers year -round athletic programs for youth and adults. Activities include leagues and tournaments in volleyball, softball and basketball. Also included are several youth leagues, camps and special events. SPORTS AND ATHLETICS 2002 - 2008* 100,000 — 80,000 - 60,000 O 40,000 - 20,000 - 0 1 1 I I 1 2002 2003 2004 2005 2006 2007 2008 Estimate * 2008 Is estimated ATTENDANCE BY CATEGORIES Adult Adult Volleyball Basketball League League 15% 9% Youth " " " "" � dult Softball 18% Leagues Adult Softball 50% Tournaments 8% Account 110 Salaries and Wages — This line item for 2009 reflects an increase of $1,441 or 0.9% from the 2008 year -end estimate of $161,032 to $162,443. The increase is due to increased wages for the full time staff. The 2009 budget is $16,706 or 9.3% below the 2008 amended budget of $179,149. This is due to staff the opted to reduce work hours from 100% to 80% along with reduction in temporary help. Account 200 Personnel Benefits — This line item for 2009 reflects a decrease of $750 or 1.2% from the 2008 amended budget of $60,815 to $60,065. Account 410 Professional Services — This line item for 2009 reflects an increase of $9,000 or 13.6% from the 2008 year -end estimate of $66,000 to $75,000. This line item is used for the paying of sports officials for volleyball, basketball, softball and security alarms. Summary — The 2009 proposed budget of $389,476 reflects an overall increase of $12,206 or 3.2% from the 2008 year -end estimate of $377,270. The 2009 projected revenue is $263,850. The number of softball teams this year is lower than in 2007; however an increase in fees has offset losses in revenue. 84 — Public Works • Preliminary Budget 2008 2008 2009 2007 AMENDED YEAR -END PROPOSED ACTUAL BUDGET ESTIMATE BUDGET Expenditures $381,791 $412,615 $377270 $389,476 Revenues $243,597 $282,850 $263,850 $263,850 Self - Support 63.8% 68.5% 69.9% 67.7% (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $153,799 $179,149 $110,036 $161,032 $162,443 90.7 100.9 120 Overtime 1,523 2,300 1,755 2,300 2,300 100.0 100.0 Total 155,322 181,449 111,792 163,332 164,743 90.8 100.9 200 Personnel Benefits 49,676 60,815 38,784 60,815 60,065 98.8 98.8 300 Supplies 310 Office & Operating Supplies 55,779 60,028 33,633 51,500 54,000 90.0 104.9 340 Items Purchased For Resale 25,094 26,000 24,815 26,000 26,000 100.0 100.0 Total 80,873 86,028 58,448 77500 80,000 93.0 103.2 400 Other Services And Charges 410 Professional Services 84,955 75,000 60,283 66,000 75,000 100.0 113.6 420 Communications 1,456 1,523 1,313 1,523 1,569 103.0 103.0 430 Transportation /Training 0 100 126 400 400 400.0 100.0 490 Miscellaneous 6,501 7,400 742 7,400 7,400 100.0 100.0 Total 92,912 84,023 62,466 75,323 84,369 100.4 112.0 530 State /County Taxes & Assmt 204 300 190 300 300 100.0 100.0 630 Impr Other Than Building 2,805 0 0 0 0 TOTAL EXPENDITURES - SRV UNT 426 $381,791 $412,615 $271,680 $377270 $389,476 94.4 103.2 REVENUES 340 Charges For Goods & Svcs $216,280 $250,850 $200,041 $223,850 $223,850 89.2 100.0 360 Miscellaneous Revenues 27,317 32,000 38,814 40,000 40,000 125.0 100.0 TOTAL REVENUES - SRV UNT 426 $243,597 $282,850 $238,855 $263,850 $263,850 93.3 100.0 SERVICE UNIT 427 - GRANTS, SPONSORSHIPS, CONTRIBUTIONS, YOUTH PROGRAMS This service unit tracks grants, scholarships and major contributions for the recreation programs and services. Budgeted in this service unit for 2008 are dollars for the AmeriCorps after school program. The City was awarded an AmeriCorps Grant for $93,600 which began in September of 2008. The Grant provides for 15 AmeriCorps members to supervise the after - school recreation programs. The Grant also provides funds for supplies. Account 110 Salaries - This line item for 2009 reflects an increase of $3,028 or 5.5% from the 2008 amended budget of $54,776 to $57,804. Account 200 Personnel Benefits - This line item for 2009 reflects an increase of $3,528 or 15.5% from the 2008 amended budget of $22,703 to $26,231. Preliminary Budget • Public Works - 85 Summary - The 2009 proposed budget of $170,235 reflects an increase of $18,807 or 12.4% from the 2008 year -end estimate of $151,428. The 2009 projected revenue is $93,600, an increase of $1,000. The projected revenues are represented by the AmeriCorp Grant. AMERICORPS 2007 -2008 PARTICIPATION 3,000 HOURS OF FREE, SUPERVISED AFTER SCHOOL PROGRAMS FOR MORE THAN 3,000 STUDENTS 800 714 700 600 5 490 510 500 370 391 378 400 350 .:.:.:.:.... 300 201 200 v 100 t v t Kindergarten 1st Grade 2nd Grade 3rd Grade 4th Grade 5th Grade 6 -12th Grade Volunteers 2008 2008 2009 2007 AMENDED YEAR -END PROPOSED ACTUAL BUDGET ESTIMATE BUDGET Expenditures $133,448 $158,472 $151,428 $170,235 Revenues $101,884 $93,100 $92,600 $93,600 Self - Support 76.3% 58.7% 61.1% 54.9% (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $37,696 $54,776 $26,367 $40,000 $57,804 105.5 144.5 120 Overtime 0 0 885 1,000 0 0.0 140 Retirement /Term Cashout 0 0 2,817 3,000 0 0.0 Total 37,696 54,776 30,069 44,000 57,804 105.5 131.4 200 Personnel Benefits 13,546 22,703 11,384 21,228 26,231 115.5 123.6 310 Office & Operating Supplies 15,438 20,000 12,789 15,000 15,000 75.0 100.0 400 Other Services And Charges 410 Professional Services 60,661 55,000 11,594 65,000 65,000 118.2 100.0 420 Communications 778 993 855 1,200 1,200 120.9 100.0 430 Transportation /Training 3,592 3,000 1,680 3,000 3,000 100.0 100.0 490 Miscellaneous 1,738 2,000 959 2,000 2,000 100.0 100.0 Total 66,769 60,993 15,088 71,200 71,200 116.7 100.0 TOTAL EXPENDITURES - SRV UNT 427 $133,448 $158,472 $69,329 $151,428 $170,235 107.4 112.4 REVENUES 330 Intergovernmental Revenues $101,884 $93,100 $56,769 $92,600 $93,600 100.5 101.1 TOTAL REVENUES - SRV UNT 427 $101,884 $93,100 $56,769 $92,600 $93,600 100.5 101.1 86 - Public Works • Preliminary Budget SERVICE UNIT 429 - ADMINISTRATION Administration provides support services and coordinates all funds and operations of the other service units in the division. This service unit is also responsible for the publishing of the City of Yakima's Parks and Recreation Program Guide, insurance, interfund distributions and support to the Public Works Administration, Fleet and Garage. Account 100 Salaries and Wages - This line item for 2009 reflects a decrease of $1,927 or 1.3% from the 2008 year -end estimate of $143,000 to $141,073. Account 200 Personnel Benefits - This line item for 2009 reflects a decrease of $44,678 or 53.5% from the 2008 amended budget of $83,548 to $38,870. This decrease is reflected due to the retirement of the Parks and Recreation Manager in 2008. That was a one -time expense to PERS. Account 410 Professional Services - This line item for 2009 reflects a decrease of $8,000 or 61.5% from the 2008 amended budget of $13,000 to $5,000. The $8,000 is the Seasons Music Festival one time request (2008 Outside Agency Policy Issue) that is not rebudgeted in 2008. Account 990 Interfund Administration Fund - This line item for 2009 reflects an increase of $6,301 or 3% from the 2008 amended budget of $209,983 to $216,284. This account covers administrative support from Public Works. Summary - The 2009 proposed budget of $584,356 reflects a decrease of $96,409 or 14.2% from the 2008 year -end estimate of $680,765. Revenue from this service unit is estimated to be $2,200 for 2009. This is a non - revenue producing service unit. 2008 2008 2009 2007 AMENDED YEAR -END PROPOSED ACTUAL BUDGET ESTIMATE BUDGET Expenditures $567,568 $694,254 $680,765 $584,356 Revenues $1,959 $3,000 $3,700 $2,200 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $150,183 $158,468 $94,001 $143,000 $141,073 89.0 98.7 140 Retirement /Term Cashout 0 53,079 54,058 54,058 0 0.0 0.0 Total 150,183 211,547 148,059 197,058 141,073 66.7 71.6 200 Personnel Benefits 33,818 83,548 27,902 83,548 38,870 46.5 46.5 310 Office & Operating Supplies 6,850 2,000 1,684 2,000 2,000 100.0 100.0 400 Other Services And Charges 410 Professional Services 3,067 13,000 2,743 13,000 5,000 38.5 38.5 420 Communications 5,867 7500 4,957 7500 7,709 102.8 102.8 430 Transportation /Training 2,539 2,600 638 2,600 2,600 100.0 100.0 440 Advertising 14,205 10,000 6,982 10,000 10,000 100.0 100.0 490 Miscellaneous 9,016 7,800 10,184 7,800 7,800 100.0 100.0 Total 34,696 40,900 25,503 40,900 33,109 81.0 81.0 Preliminary Budget • Public Works - 87 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 900 Interfund Payment For Svcs 960 Interfund Insurance Svcs 88,806 93,247 93,247 93,247 97,909 105.0 105.0 980 Interfund Garage /Plant Chgs 53,231 54,029 40,523 54,029 55,110 102.0 102.0 990 Interfund Admin Chgs 199,984 209,983 157,486 209,983 216,284 103.0 103.0 Total 342,021 357259 291,256 357259 369,303 103.4 103.4 TOTAL EXPENDITURES - SRV UNT 429 $567,568 $695,254 $494,404 $680,765 $584,356 84.1 85.8 REVENUES 340 Charges For Goods & Svcs $1,194 $1,500 $1,052 $1,500 $1,500 100.0 100.0 360 Miscellaneous Revenues 765 1,500 873 2,200 700 46.7 31.8 TOTAL REVENUES - SRV UNT 429 $1,959 $3,000 $1,925 $3,700 $2,200 73.3 59.5 SERVICE UNIT 645 - INTERFUND DISTRIBUTION The Parks and Recreation Division subsidizes the operation of the Tahoma Cemetery. This transfer is completed in Service Unit 645 Interfund Distribution. In addition, expenditures for Capital and Line of Credit are under this service unit. Summary - Expenditures for 2009 are $146,500. This reflects a decrease of $64,365 or 30.5% of the 2008 year -end estimate of $210,865. Included within these expenditures are subsides for Tahoma Cemetery of $50,000 and Aquatic enhancements -debt service for $96,500. The City Council approved an In Lieu of Tax on City -owned utilities as a new revenue source for the Parks and Recreation Fund in 1988. The 2009 proposed budget for the In Lieu of Tax is $1,074,000. This is an increase of $30,000 over the 2007 year -end estimate of $1,044,000. 2008 2008 2009 2007 AMENDED YEAR -END PROPOSED ACTUAL BUDGET ESTIMATE BUDGET Expenditures $242,381 $210,000 $$210,865 $146,500 Revenues $1,023,126 $1,045,000 $1,044,000 $1,074,000 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 550 Interfund Subsidies $242,381 $210,000 $188,365 $210,865 $146,500 69.8 69.5 TOTAL EXPENDITURES - SRV UNT 645 $242,381 $210,000 $188,365 $210,865 $146,500 69.8 69.5 REVENUES 390 Other Financing Sources $1,023,126 $1,045,000 $745,978 $1,044,000 $1,074,000 102.8 102.9 TOTAL REVENUES - SRV UNT 645 $1,023,126 $1,045,000 $745,978 $1,044,000 $1,074,000 102.8 102.9 88 - Public Works • Preliminary Budget SERVICE UNIT 699 — GENERAL REVENUES Account 270 Fund Cash Balance — This 2009 proposed estimated beginning unreserved fund balance of $432,950 reflects a decrease of $116,489 or 21.2% from the 2008 year -end estimated fund balance of $549,439. Account 310 Taxes — The proposed budget of $1,800,000 from the City property tax allocation to Parks and Recreation is the same as the 2008 year -end estimate. 2008 2008 2009 2007 AMENDED YEAR -END PROPOSED TOTAL PARKS AND RECREATION BUDGET ACTUAL BUDGET ESTIMATE BUDGET Expenditures $4,110,659 $4,420,906 $4,349,657 $4,377,598 Revenues 4,229,066 4,191,435 4,233,168 4,244,385 Beginning Unencumbered Balance 431,032 575,059 549,439 432,950 TOTAL RESOURCES $4,660,098 $4,766,494 $4,782,607 $4,677335 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 270 Beginning Balance $431,032 $575,059 $549,439 $549,439 $432,990 75.3 78.8 310 Taxes 1,938,000 1,800,000 999,005 1,800,000 1,800,000 100.0 100.0 360 Miscellaneous Revenues 48,496 27,770 15,583 28,675 27,770 100.0 96.8 390 Other Financing Sources 54,748 60,000 0 55,000 55,000 91.7 100.0 TOTAL REVENUES - SRV UNT 699 $2,472,276 $2,462,829 $1,564,028 $2,433,114 $2,315,760 94.0 95.2 Preliminary Budget • Public Works — 89 CITY OF y� PUBLIC WORKS 2009 PRELIMINARY BUDGET NARRATIVE DIRECTOR OF PUBLIC WORKS: Chris Waarvick DIVISION: PARKS AND RECREATION MANAGER: Parks & Recreation Capital — 331 Ken Wilkinson DEFINITION The purpose of Fund 331 Capital Improvements is the acquisition of property and equipment and development and /or rehabilitation of parks and facilities. The service units in this division are: SERVICE UNIT 428 — CAPITAL IMPROVEMENT SERVICE UNIT 645 — INTERFUND DISTRIBUTION SERVICE UNIT 699 — GENERAL REVENUES BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY Svc UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 428 Capital Improvement $656,361 $1,555,838 $380,743 $620,900 $1,275,000 82 205.4 REVENUE SUMMARY BY SERVICE UNIT 428 Capital Improvement $505 $850,000 $47,750 $77500 $975,000 114.7 1258.1 645 Interfund Distribution 200,000 250,000 187500 250,000 250,000 100 100 699 General Revenues 929,679 351,224 484,066 488,823 210,423 59.9 43.1 TOTAL REVENUES $1,130,184 $1,451,224 $719,316 $816,323 $1,435,423 98.9 175.8 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 400 Other Services And Charges 52,500 62,500 11,548 22,500 0 0.0 0.0 600 Capital Outlays 603,861 1,493,338 369,196 598,400 1,275,000 85.4 100.0 TOTAL EXPENDITURES $656,361 $1,555,838 $380,743 $620,900 $1,275,000 82.0 100.0 90 — Public Works • Preliminary Budget EXPLANATORY NARRATIVE Capital Improvements - Kiwanis Park - Phase 1 is the flagship capital improvement project of 2009. The budgeted amount for the improvements is $1,175,000. Improvements to include: one new ball field, restroom, additional parking and site preparation. Financing for this project is through state Recreation and Conservation Office Grant [RCO], Parks Capital Fund, short term financing and additional contributions from Capital Reserves (See Parks and Recreation budgeted Policy Issue). 2008 2008 2009 2007 AMENDED YEAR -END PROPOSED ACTUAL BUDGET ESTIMATE BUDGET EXPENDITURES - CAPITAL PROJECTS Other Capital Projects /Improvements $25,117 $70,000 $70,000 $100,000 Kissel Park Improvements (1800) 9,448 40,000 0 0 Kiwanis Park Construction (1924) 545 300,000 300,000 0 Aquatic Playground (2134) 86,764 0 0 0 Aquatic Study (2135) 52,500 22,500 22,500 0 S.E. Community Center Improvements (2169) 224,480 0 0 0 Kiwanis Fourth Ball field (2171) 23,685 0 0 0 Lions Pool Rehabilitation (2186) 231,661 3,338 3,400 0 Elks Park Restroom (2187) 0 100,000 105,000 0 Upper Kiwanis Development (2212) 2,160 900,000 50,000 1,175,000 Franklin Pool Rehabilitation (2225) 0 5o,000 30,000 0 Harman Center Parking Lot (2226) 0 35,000 40,000 0 Harman Center Sign (2235) 0 35,000 0 0 TOTAL EXPENDITURES $656,361 $1,555,838 $620,900 $1,275,000 REVENUES Interest From Investments $34,786 $15,000 $15,000 $15,000 Operating Transfer (Various Projects) (1) 200,000 250,000 250,000 250,000 Kiwanis Skate Park Donation (2023) 505 50,000 50,000 0 Upper Kiwanis Development (2212) 0 500,000 27,500 475,000 Contribution - Upper Kiwanis 0 300,000 0 0 Development / Land (2212) Bond - Upper Kiwanis Development (2212) 0 0 0 500,000 TOTAL REVENUES $235,291 $1,115,000 $342,500 $1,240,000 Beginning Unencumbered Balance $894,893 $336,224 $472,823 $195,423 TOTAL RESOURCES $1,130,184 $1,451,224 $816,323 $1,435,423 (1) The Operating Transfers are from Public Works Trust Construction the first .25% of the Real Estate Excise Tax (REET 1). Preliminary Budget • Public Works - 91 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 400 Other Services And Charges 410 Professional Services $52,500 $22,500 $12,798 $22,500 $0 0.0 0.0 490 Miscellaneous 0 40,000 (1,250) 0 0 0.0 Total 52,500 62,500 11,548 22,500 0 0.0 0.0 600 Capital Outlays 610 Land 0 300,000 840 0 0 0.0 620 Buildings 224,480 0 0 0 0 630 Impr Other Than Building 34,565 105,000 125,132 110,000 100,000 95.2 90.9 640 Machinery And Equipment 0 0 5,724 0 0 650 Construction Projects 344,815 1,088,338 237500 488,400 1,175,000 108.0 240.6 Total 603,861 1,493,338 369,196 598,400 1,275,000 85.4 213.1 TOTAL EXPENDITURES - SRV UNT 428 $656,361 $1,555,838 $380,743 $620,900 $1,275,000 82.0 205.4 REVENUES 330 Intergovernmental Revenues $0 $500,000 $2,500 $27,500 $475,000 95.0 1727.3 360 Miscellaneous Revenues 505 350,000 45,250 50,000 0 0.0 0.0 390 Other Financing Sources 0 0 0 0 500,000 TOTAL REVENUES - SRV UNT 428 $505 $850,000 $47750 $77500 $975,000 114.7 1258.1 REVENUES 390 Other Financing Sources $200,000 $250,000 $187500 $250,000 $250,000 100.0 100.0 TOTAL REVENUES - SRV UNT 645 $200,000 $250,000 $187500 $250,000 $250,000 100.0 100.0 REVENUES 270 Beginning Balance $894,893 $336,224 $473,823 $473,823 $195,423 58.1 41.2 360 Miscellaneous Revenues 34,786 15,000 10,243 15,000 15,000 100.0 100.0 TOTAL REVENUES - SRV UNT 699 $929,679 $351,224 $484,066 $488,823 $210,423 59.9 43.1 92 - Public Works • Preliminary Budget CITY OF PUBLIC WORKS 2009 PRELIMINARY BUDGET NARRATIVE DIRECTOR OF PUBLIC WORKS: Chris Waarvick DIVISION: PARKS AND RECREATION MANAGER: Cemetery— 144 Ken Wilkinson DEFINITION This service unit provides burial facilities and services and maintains the grounds of Tahoma Cemetery. The service units in this division are: SERVICE UNIT 225 — CEMETERY SERVICE UNIT 645 — INTERFUND DISTRIBUTION SERVICE UNIT 699 — GENERAL REVENUES AUTHORIZED PERSONNEL 2008 2009 CLASS 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 8831 Cemetery Maintenance Technician 1.00 1.00 1.00 8819 Parks Maintenance Worker (1) 1.00 0.00 0.00 8818 Parks Maintenance Specialist (2) .75 1.00 1.00 7123 Department Assistant III .60 .60 .60 8610 Labor Helper (Temporary) .75 .30 .43 TOTAL PERSONNEL 4.10 2.90 3.03 (1) Unfunded due to budget constraints. (2) Upgraded to full time position. BUDGET SUMMARY (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 225 Cemetery $315,560 $257,599 $194,178 $256,186 $261,638 101.6 102.1 TOTAL EXPENDITURES $315,560 $257,599 $194,178 $256,186 $261,638 101.6 102.1 REVENUE SUMMARY BY SERVICE UNIT 225 Cemetery $164,437 $166,800 $120,912 $166,000 $166,000 99.5 100 645 Interfund Distribution 125,000 90,000 67500 90,000 50,000 55.6 55.6 699 General Revenues 63,239 44,794 37,788 69,115 100,679 224.8 145.7 Total Revenues $352,676 $301,594 $226,200 $325,115 $316,679 105 97.4 Preliminary Budget • Public Works — 93 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 100 Salaries And Wages 140,339 113,082 84,639 111,225 118,750 105.0 45.4 200 Personnel Benefits 51,990 42,296 31,056 41,810 44,851 106.0 17.1 SUB -TOTAL SALARIES AND BENEFITS 192,329 155,378 115,695 153,035 163,601 105.3 62.5 300 Supplies 19,395 22,554 19,025 22,950 23,768 105.4 9.1 400 Other Services And Charges 16,289 14,791 10,622 15,226 16,522 111.7 6.3 500 Intergov Srvcs /Other Interfund 3,405 3,600 1,399 3,600 3,600 100.0 1.4 600 Capital Outlays 28,639 0 91 100 0 0.0 900 Interfund Payment For Svcs 55,504 61,275 47,346 61,275 54,147 88.4 20.7 TOTAL EXPENDITURES $315,560 $257,599 $194,178 $256,186 $261,638 101.6 100.0 EXPLANATORY NARRATIVE 2008 2009 2007 AMENDED PROPOSED PERFORMANCE STATISTICS ACTUAL BUDGET BUDGET Yearly Number of Burials 113 125 114 Number of Acres to be Watered, Mowed and Maintained 57 65 65 Yearly, the Parks and Recreation Division transfers funds to offset operational costs at Tahoma Cemetery. The following graph illustrates the past six years of assistance. TAHOMA CEMETERY REVENUES - EXPENDITURES AND SUBSIDY $400,000 - $350,000 $300,000 - $250,000 - $200,000 - $150,000 - :: $100,000 .:::: $50,000 $0 � * :::: 2003 2004 2005 2006 2007 2008 94 - Public Works • Preliminary Budget TAHOMA CEMETERY CREMAINS COMPARED WITH OTHER BURIALS 2002 - 2008 2002 2003 2004 2005 2006 2007 2008 Estimate 500 1 1 1 1 1 1 400 - 300 -)I NC 200 - 100 e -- a - - - - -� 0 0 0 0 - SERVICE UNIT 225 — CEMETERY Account 110 Salaries and Wages — The salary account includes the negotiated wage increase of 3.5% in the base wage and implementation of a 1% Deferred Compensation contribution on both 1/1/09 and 7/1/09 for AFSCME represented employees (an average of 5 %), and an estimate for the management pay and compensation adjustment (PACA). Merit adjustments or changes in eligibility for longevity also affect this account. Account 200 Personnel Benefits — The personnel benefit accounts include rate increases for medical insurance of 5.5 %, and industrial insurance of 10 %, along with the normal roll -ups related to the base wage adjustments, while dental insurance was reduce by 3.2 %. The State's Public Employees' Retirement System (PERS) contributions experienced a 10.8% mandated increase. Account 320 Fuel — This account for 2009 reflects an increase of $1,218 or 25.1% from the 2008 year- end budget estimate of $4,850 to $6,068. This increase is due to continued higher fuel costs. Account 480 Repairs and Maintenance — This account has a zero balance. Dollars for this account were eliminated in 2008 and will remain zero for 2009. Account 490 Miscellaneous — This account for 2009 reflects an increase of $300 or 31.6% from 2008 year -end budget estimate of $950 to $1,250. Dollars in this account were reduced in 2008 to help balance the 2008 budget. Account 950 Interfund, Rental and Leases — This account for 2009 reflects a decrease of $4,571 of 41.2% from 2008 year -end budget estimate of $11,086 to $6,515. Account 990 Interfund Administrative Charges - This account for 2009 reflects a decrease of $2,836 of 6.3% from 2008 year -end budget estimate of $44,627 to $41,791. These fees are set by Finance annually. Preliminary Budget • Public Works — 95 ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 100 Salaries And Wages 110 Salaries And Wages $138,029 $109,582 $82,339 $107,725 $115,250 105.2 107.0 120 Overtime 2,309 3,500 2,300 3,500 3,500 100.0 100.0 Total 140,339 113,082 84,639 111,225 118,750 105.0 106.8 200 Personnel Benefits 51,990 42,296 31,056 41,810 44,851 106.0 107.3 300 Supplies 310 Office & Operating Supplies 4,976 8,000 8,508 8,400 8,000 100.0 95.2 320 Fuel Consumed 4,375 4,854 3,947 4,850 6,068 125.0 125.1 340 Items Purchased For Resale 9,275 9,000 6,123 9,000 9,000 100.0 100.0 350 Small Tools And Equipment 770 700 447 700 700 100.0 100.0 Total 19,395 22,554 19,025 22,950 23,768 105.4 103.6 400 Other Services And Charges 410 Professional Services 120 150 30 150 150 100.0 100.0 420 Communications 1,078 1,172 1,172 1,170 1,196 102.1 102.3 430 Transportation /Training 18 0 0 0 0 440 Advertising 271 1,000 441 1,000 1,000 100.0 100.0 470 Public Utility Services 11,243 12,419 8,717 11,956 12,926 104.1 108.1 480 Repairs And Maintenance 2,316 0 0 0 0 490 Miscellaneous 1,243 50 262 950 1,250 2500.0 131.6 Total 16,289 14,791 10,622 15,226 16,522 111.7 108.5 530 State /County Taxes & Assmt 3,405 3,600 1,399 3,600 3,600 100.0 100.0 630 Impr Other Than Building 28,639 0 91 100 0 0.0 Total 28,639 0 91 100 0 0.0 900 Interfund Payment For Svcs 950 Interfund Opt Rental & Lease 8,322 11,086 8,314 11,086 6,515 58.8 58.8 960 Interfund Insurance Svcs 5,298 5,562 5,562 5,562 5,841 105.0 105.0 990 Interfund Admin Charges 41,884 44,627 33,470 44,627 41,791 93.7 93.7 Total 55,504 61,275 47,346 61,275 54,147 88.4 88.4 TOTAL EXPENDITURES - SRV UNT 225 $315,560 $257,599 $194,178 $256,186 $261,638 101.6 102.1 REVENUES 340 Charges For Goods & Svcs $164,045 $166,800 $120,912 $166,000 $166,000 99.5 100.0 360 Miscellaneous Revenues 392 0 0 0 0 TOTAL REVENUES - SRV UNT 225 $164,437 $166,800 $120,912 $166,000 $166,000 99.5 100.0 SERVICE UNIT 645 - INTERFUND DISTRIBUTION Account 390 Other Funding Sources - The Cemetery receives an annual contribution from Parks and Recreation to fund expenses not covered by revenues. The 2009 contribution shows a decrease of $40,000 from the 2008 year -end budget estimate of $90,000. The decrease reflects the cost containment measures and the full year of fee increases implemented in 2008. Summary - The 2009 proposed expenditures budget for fund 144 reflects an overall increase of $5,452 or 2.1% from the 2008 year -end budget estimate of $256,186 to $261,638. 96 - Public Works • Preliminary Budget The 2009 proposed revenue budget of $316,679 reflects a decrease of $8,436 or 2.6% from the 2008 year -end budget estimate of $325,115, due to a reduction in the subsidy from Parks and Recreation. 2008 2009 2007 YEAR -END PROPOSED ACTUAL ESTIMATE BUDGET Service Unit 225 Charges for Services (Burials and Pre -Need Sales) $164,437 $166,000 $166,000 Service Unit 645 Subsidy from Parks and Recreation Budget 125,000 $90,000 50,000 Service Unit 699 Interest From Cemetery Trust, Misc. Revenue 33,732 32,000 31,750 Beginning Fund Balance 29,507 37,115 68,929 TOTAL REVENUES (INCLUDING BEGINNING FUND BALANCE) $352,676 $325,115 $316,679 2008 2008 2009 2007 AMENDED YEAR -END PROPOSED ACTUAL BUDGET ESTIMATE BUDGET Expenditures $315,560 $257,599 $256,186 $261,638 Revenues $352,676 $301,594 $325,115 $316,679 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM REVENUES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 390 Other Financing Sources $125,000 $90,000 $67500 $90,000 $50,000 55.6 55.6 TOTAL REVENUES - SRV UNT 645 $125,000 $90,000 $67500 $90,000 $50,000 55.6 55.6 REVENUES 270 Beginning Balance $29,507 $24,044 $37,115 $37,115 $68,929 286.7 185.7 340 Charges For Goods & Svcs 904 750 672 1,000 750 100.0 75.0 360 Miscellaneous Revenues 6,000 0 0 6,000 6,000 100.0 390 Other Financing Sources 26,828 20,000 0 25,000 25,000 125.0 100.0 TOTAL REVENUES - SRV UNT 699 $63,239 $44,794 $37788 $69,115 $100,679 224.8 145.7 Cemetery Trust Fund 610 - See Finance and Budget Narratives. Preliminary Budget • Public Works - 97 (This page intentionally contains no information.) 98 — Public Works • Preliminary Budget Intergovernmental 095 Intergovernmental - Emergency Management - Clean Air - Council of Governments - Yakima County Division of Alcoholism - Outside Agencies Requests - "CERB" Loan Repayments CITY OF y di 4 I , CITYWIDE LOG OF INTERGOVERNMENTAL AND OUTSIDE AGENCIES The chart below is a summary of all the Intergovernmental and Outside Agency requests in the 2009 budget. Since these agencies are funded from various sources, and thus included within the various sections of this budget, this chart was developed to assist the reader in locating budget information relating to these agencies. This lists only what is included in the 2009 Preliminary Budget. A few agencies have requested additional support. Details of the requests are included in the respective policy issue if applicable. Note: Only budget information related to those agencies listed under the "Intergovernmental Budget Section" in the chart below are included within this section. 2008 2009 2009 2007 AMENDED PRELIMINARY POLICY BUDGET SECTION /DESCRIPTION FUND /DEPT ACTUAL BUDGET BUDGET ISSUE CITY MANAGEMENT: Association of Washington Cities GF /Council $50,424 $53,841 $58,308 Yakima Basin Storage Alliance (Black Rock) - 60% Water 30,000 18,000 18,000 yes COMMUNITY & ECONOMIC DEVELOPMENT: (CED) Yakima - Morelia Sister City Association Econ Dev 2,000 2,000 2,000 yes Committee for Downtown Yakima CBD Capital 0 50,000 50,000 yes FIRE: Yakima 4th of July GF /Fire 5,000 5,000 5,000 yes INTERGOVERNMENTAL: Yakima Valley Office of Emergency Mgmt GF /Intergov 54,721 57,212 58,900 yes Yakima Regional Clean Air GF /Intergov 12,622 22,062 22,394 yes Yakima County Development Assoc. GF /Intergov 19,913 20,000 20,000 yes Yakima County Dept of Alcoholism GF /Intergov 19,606 19,975 20,790 Allied Arts Council of Yakima Valley GF /Intergov 5,333 5,333 5,333 yes Greater Yakima Chamber of Commerce GF /Intergov 5,900 5,900 5,900 yes Hispanic Chamber of Commerce GF /Intergov 5,900 5,900 5,900 yes Yakima Sunfair Association GF /Intergov 1,000 1,000 1,000 yes Yakima Valley Conference of Governments GF /Intergov 39,130 42,581 41,125 yes Yakima Basin Storage Alliance (Black Rock) - 40% GF /Intergov 0 12,000 12,000 yes Citizens for Safe Yakima Valley Communities (CSC) GF /Intergov 0 20,000 20,000 yes CSC - Blockwatch & Crime Free Rental Housing GF /Intergov 0 0 60,000 yes Debt Service CERB Loan Mat date - 07/01/2016 GF /Intergov 35,602 35,602 35,602 Yakima Cnty Inter Agrmnt Mat date- 06/01/2020 GF /Intergov 39,095 39,095 39,095 PUBLIC WORKS: RSVP - (YVCC) Parks & Rec 3,000 3,000 3,000 yes Committee for Downtown Yakima Parks & Rec 47401 0 0 Seasons Music Festival - Education Prog For H.S. Students Parks & Rec 0 8,000 0 NEW REQUESTS (UNBUDGETED): Seasons Music Festival -Promote a Fall Festival P &R or H &M 0 0 0 yes Yakima Symphony Orchestra Parks & Rec 0 0 0 yes GF = General Fund Preliminary Budget • Outside Agency, Intergovernmental and Citywide Issues -1 2 — Outside Agency, Intergovernmental and Citywide Issues • Preliminary Budget CITY OF FINANCE 2009 PRELIMINARY BUDGET NARRATIVE FINANCE DIRECTOR: Rita DeBord DIVISION: FINANCIAL SERVICES MANAGER: Intergovernmental - 095 Cindy Epperson DEFINITION This division, included in General Fund, is used to pay the City's obligations to other intergovernmental agencies. It is also used to account for the outside agency requests that are supported by General Fund. (Refer to chart at the beginning of this budget section for a summary log of all outside agencies and intergovernmental agencies, citywide). The service units in this division are: SERVICE UNIT 129 - EMERGENCY SERVICES SERVICE UNIT 319 - CLEAN AIR SERVICE UNIT 322 - INDUSTRIAL DEVELOPMENT SERVICE UNIT 411 - HEALTH SERVICE UNIT 611 - LEGISLATION BUDGET SUMMARY ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENDITURE SUMMARY BY SVC UNIT ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 4 To 5 129 Administration $54,721 $57212 $57212 $57212 $58,900 103.0 103.0 319 Administration 12,622 22,062 16,547 22,062 22,394 101.5 101.5 322 Industrial Development 19,913 20,000 20,000 20,000 20,000 100.0 100.0 411 Physical Health Support 19,606 19,000 14,504 19,975 20,790 109.4 104.1 611 Legislation 177,561 170,411 147,423 167,411 225,955 132.6 135 TOTAL EXPENDITURES $284,423 $288,685 $255,685 $286,660 $348,039 120.6 121.4 (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM OF EXPENDITURE SUMMARY BY TYPE ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 TO 5 TOTAL 400 Other Services And Charges 80,778 115,714 92,727 112,714 171,258 148.0 49.2 500 Intergov Srvcs /Other Interfund 168,044 137,369 127,357 138,344 141,179 102.8 40.6 700 Debt Service 35,601 35,602 35,601 35,602 35,602 100.0 10.2 TOTAL EXPENDITURES $284,423 $288,685 $255,685 $286,660 $348,039 120.6 100.0 Preliminary Budget • Outside Agency, Intergovernmental and Citywide Issues - 3 EXPLANATORY NARRATIVE SERVICE UNIT 129 — EMERGENCY SERVICES By virtue of RCW 38.52.070 and an agreement dated April 3, 1984, a joint operation is maintained under the title of "Yakima Valley Office of Emergency Management." Funding for this activity is based upon a per capita charge for that portion of the Emergency Services budget that is not reimbursed by the Federal Government through the State agency. The population estimate used to pro rate the charges among the various cities and Yakima County is based on the latest official population estimates of the State Office of Financial Management. Account 510 Other Governmental Agencies (Office of Emergency Management) — The 2009 Preliminary budget includes $58,900 based on an assessment of $.6987 per capita on a population estimate of 84,300. This represents an increase of $1,688 or 3.0% from the 2008 assessment of $57,212. At the time the preliminary budget was frozen the final assessment request had not been formally received, so the final budget may vary slightly. (See budgeted policy issue) ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 510 Intergovernment Professional Ser 54,721 57212 57212 57212 58,900 103.0 103.0 TOTAL EXPENDITURES - SRV UNIT 129 $54,721 $57212 $57212 $57212 $58,900 103.0 103.0 SERVICE UNIT 319 — CLEAN AIR This service unit reflects the allocation to the Yakima Clean Air Authority mandated by RCW 70.94.093. Account 510 Other Governmental Agencies (Clean Air Authority) — The proposed 2009 budget of $22,394, which is an increase of $332 or 1.5% over the 2008 assessment of $22,062. This represents a request of $.27 per capita on a population of 82,940. The per capita rate is unchanged from the prior year. (See budgeted policy issue.) (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 510 Intergovernment Professional Ser 12,622 22,062 16,547 22,062 22,394 101.5 101.5 TOTAL EXPENDITURES - SRV UNIT 319 $12,622 $22,062 $16,547 $22,062 $22,394 101.5 101.5 SERVICE UNIT 322 — INDUSTRIAL DEVELOPMENT This activity provides for a contract with the Yakima County Development Association (YCDA) for economic development services. Account 400 Other Services (YCDA) — The budget includes $20,000 to YCDA for both 2008 and 2009. YCDA has requested a 50% increase of $10,000 for a total of $30,000, which is currently unbudgeted. (Refer to related Policy Issue). 4 — Outside Agency, Intergovernmental and Citywide Issues • Preliminary Budget ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 510 Intergovernment Professional Ser 19,913 20,000 20,000 20,000 20,000 100.0 100.0 TOTAL EXPENDITURES - SRV UNIT 322 $19,913 $20,000 $20,000 $20,000 $20,000 100.0 100.0 SERVICE UNIT 411 - HEALTH This activity provides for payments to the Yakima County Division of Alcoholism. Payments are based on 2% of City of Yakima receipts of Liquor Excise and Liquor Profits revenue, in accordance with state law. Account 500 Intergovernment Services (Yakima County Division of Alcoholism) - Our estimated 2009 allocation for the Yakima County Division of Alcoholism is $20,790; $815 more than the 2008 year -end estimate of $19,975. (1) (2) (3) (4) (5) (6) (7) 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 510 Intergovernment Professional Ser 19,606 19,000 14,504 19,975 20,790 109.4 104.1 TOTAL EXPENDITURES - SRV UNIT 411 $19,606 $19,000 $14,504 $19,975 $20,790 109.4 104.1 SERVICE UNIT 611 - LEGISLATION This activity provided funding in 2008 to: ➢ Allied Arts of Yakima Valley ➢ Greater Yakima Chamber of Commerce ➢ Hispanic Chamber of Commerce ➢ Sunfair Association ➢ Yakima Valley Conference of Governments (COG) ➢ Repayment of the Community Economic Revitalization Board (CERB) loan ➢ Yakima County - interlocal agreement for road improvements in annexation areas Account 410 Professional Services (Outside Agencies) - Refer to the policy issues for further discussion on Outside Agency requests. INCREASE / 2008 2009 (DECREASE) Citizens for a Safe Yakima Community $20,000 $20,000 $0 Citizens for a Safe Yakima Community - Federal Byrne Grant 0 60,000 60,000 Yakima Basin Storage Alliance 12,000 12,000 0 Allied Arts of Yakima Valley - Arts Van 5,333 5,333 0 Greater Chamber of Commerce 5,900 5,900 0 Hispanic Chamber of Commerce 5,900 5,900 0 Sunfair Association - Sunfair Parade 1,000 1,000 0 TOTAL $50,133 $110,133 $60,000 Preliminary Budget • Outside Agency, Intergovernmental and Citywide Issues - 5 Account 490 Miscellaneous - (COG) The Yakima Valley Conference of Governments allocation for 2009 is $41,125; $1,456 or 3.5% less than the 2008 allocation of $42,581. 2008 2009 INCREASE COG General Assessment* $32,347 $32,877 $530 or 1.6% Metropolitan and Regional Planning Organization (MPO /RTPO) 10,234 8,248 ($1,986) or (19.4 %) TOTAL $42,581 $41,125 ($1,456) or (3.5 %) * Based on 39¢ per capita against the City of Yakima 2008 population estimate of 84,300, which is the same rate as 2008. Refer to the policy issue for further discussion. Account 500 Intergovernmental Services - This account represents an interlocal agreement with Yakima County to allocate a portion of the County's debt service for Public Works Trust Fund loans done for street improvements in recent annexation areas. The 2009 budget includes $39,095 for a 15 year agreement arising from the 96th Avenue annexation in 2006 that runs through 2020. Account 700 and 800 Debt Service - This account represents $35,602 for principal and interest on a Community Economic Revitalization Board (CERB) loan. This was a twenty -year loan incurred in 1997 and is scheduled to be totally repaid in 2016. ( ( ( ( ( ( ( 2008 2008 2008 2009 % CHNG % CHNG 2007 AMENDED ACTUAL ESTIMATED PROJECTED FROM FROM EXPENSES ACTUAL BUDGET 9/30/2008 YEAR -END BUDGET 2 To 5 4 To 5 400 Other Services And Charges 410 Professional Services $18,133 $50,133 $35,233 $50,133 $110,133 219.7 219.7 490 Miscellaneous 42,732 45,581 37,494 42,581 41,125 90.2 96.6 Total 60,865 95,714 72,727 92,714 151,258 158.0 163.1 520 Intergovernment Agreements 81,095 39,095 39,095 39,095 39,095 100.0 100.0 780 Intergovernmental Loans 20,842 21,989 21,988 21,989 23,198 105.5 105.5 830 Debt Service - External Ltd -Int 14,759 13,613 13,613 13,613 12,404 91.1 91.1 TOTAL EXPENDITURES - SRV UNT 611 $177,561 $170,411 $147,423 $167,411 $225,955 132.6 135.0 6 - Outside Agency, Intergovernmental and Citywide Issues • Preliminary Budget Appendices Budget Reader's Guide Budget Guidelines Glossary Summary of Significant Accounting Policies Pay Ordinance General Information BUDGET READER'S GUIDE OVERVIEW The cross - reference table below identifies the relationships between the City Fund (including a breakdown of General Fund by related City Departments /Divisions), the classification type (for governmental accounting and budget requirements), the City operating department and the City functional grouping. FUND/ ACCOUNTING OPERATIONAL CITY FUNCTIONAL DEPT. FUND /DEPT. NAME FUND TYPE DEPARTMENT GROUPING 011 City Council General City Management Gen Govt 012 City Manager General City Management Gen Govt 013 State Auditor General Finance Gen Govt 014 Records General City Management Gen Govt 015 Financial Services General Finance Gen Govt 016 Human Resources General City Management Gen Govt 017 Legal General City Management Gen Govt 018 Municipal Court General Municipal Court Gen Govt 019 Purchasing General City Management Gen Govt 020 Hearings Examiner General Comm & Econ Dev Gen Govt 021 Environmental Planning General Comm & Econ Dev Gen Govt 022 Code Administration General Comm & Econ Dev Gen Govt 024 Indigent Defense General City Management Gen Govt 031 Police General Police Gen Govt 032 Fire General Fire Gen Govt 035 Police Pension General Finance Gen Govt 038 Probation Center General Municipal Court Gen Govt 041 Engineering General Comm & Econ Dev Gen Govt 051 City Hall General Comm & Econ Dev Gen Govt 052 Information Systems General Finance Gen Govt 054 Utility Business Office General Finance Gen Govt 095 Intergovernmental General Finance Gen Govt 096 SunDome General Finance Gen Govt 098 District Court General Finance Gen Govt 099 General Fund Transfers General Finance Gen Govt 123 Economic Development Special Revenue Comm & Econ Dev Op /Enterprise 124 Neighborhood Development Special Revenue Comm & Econ Dev Op /Enterprise 125 Community Relations Special Revenue City Management Op /Enterprise 127 Community Services Special Revenue Finance Op /Enterprise 131 Parks and Recreation Special Revenue Public Works Gen Govt 140 Growth Management Special Revenue Comm & Econ Dev Op /Enterprise 141 Streets Special Revenue Public Works Gen Govt 142 Arterial Streets Special Revenue Comm & Econ Dev Capital 144 Cemetery Special Revenue Public Works Op /Enterprise 150 Emergency Services Special Revenue Fire Op /Enterprise 151 Public Safety Communications Special Revenue Fire /Police Op /Enterprise 161 Downtown Yakima Business Imp Dist Special Revenue Comm & Econ Dev Op /Enterprise 162 Trolley Special Revenue Comm & Econ Dev Op /Enterprise 163 Front Street Business Improvement Special Revenue Comm & Econ Dev Op /Enterprise 170 Tourist Promotion Special Revenue Comm & Econ Dev Op /Enterprise 171 Capitol Theater Special Revenue Comm & Econ Dev Op /Enterprise 172 Public Facilities District Special Revenue Finance Op /Enterprise 173 Tourist Promotion Area Special Revenue Comm & Econ Dev Op /Enterprise 195 Contingency Special Revenue Finance Reserve 198 Capitol Theater Reserve Special Revenue Finance Reserve Preliminary Budget • Budget Reader's Guide —1 FUND/ ACCOUNTING OPERATIONAL CITY FUNCTIONAL DEPT. FUND / DEPT. NAME FUND TYPE DEPARTMENT GROUPING 221 LID Guaranty Debt Service Finance Debt Service 272 PFD Convention Ctr 2002 G.O. Debt Debt Service Finance Debt Service 281 LTGO - Various Bond Issues Debt Service Finance Debt Service 283 94 G.O. Crim Just /I82 Debt Service Finance Debt Service 284 95 G.O. Fire Debt Service Finance Debt Service 285 G.O. Line of Credit Debt Service Finance Debt Service 287 96 G.O. Convention Center Debt Service Finance Debt Service 289 LID Control Debt Service Debt Service Finance Debt Service 321 Central Business District Capital Capital Project Comm & Econ Dev Capital 322 Capitol Theatre Construction Capital Project Comm & Econ Dev Capital 331 Parks Capital Capital Project Public Works Capital 332 Fire Capital Capital Project Fire Capital 333 Law and Justice Capital Capital Project Police Capital 342 Public Works Trust Construction (REET 1) Capital Project Comm & Econ Dev Capital 343 REET 2 Capital Fund Capital Project Comm & Econ Dev Capital 345 LID Construction Capital Project Comm & Econ Dev Capital 364 Transit Capital Enterprise Public Works Capital 370 Convention Center Capital Capital Project Comm & Econ Dev Capital 392 Cumulative Reserve - Capital Capital Project Comm & Econ Dev Capital 441 Stormwater Operating Fund Enterprise City Management Op /Enterprise 442 Stormwater Capital Fund Enterprise City Management Capital 462 Transit Enterprise Public Works Op /Enterprise 471 Refuse Enterprise Public Works Op /Enterprise 472 Wastewater Treatment Plant Cap Rsv Enterprise City Management Capital 473 Wastewater Operating Enterprise City Management Op /Enterprise 474 Water Operating Enterprise City Management Op /Enterprise 475 Irrigation Operating Enterprise City Management Op /Enterprise 476 Wastewater Construction Enterprise City Management Capital 477 Domestic Water Improvement Enterprise City Management Capital 478 Wastewater Facility Project Enterprise City Management Capital 479 Irrigation System Improvement Enterprise City Management Capital 484 91 Water /Wastewater Bond Enterprise Finance Debt Service 486 98 Water Revenue Bond Enterprise Finance Debt Service 488 Wastewater Revenue Bond Enterprise Finance Debt Service 491 2003 Irrigation Revenue Bond Red. Enterprise Finance Debt Service 492 2003 Irrigation Revenue Bond Res. Enterprise Finance Debt Service 494 2003 Wastewater Revenue Bond Res. Enterprise Finance Debt Service 512 Unemployment Comp Reserve Internal Service City Management Reserve 513 Employee Health Benefit Reserve Internal Service City Management Reserve 514 Workers Comp. Reserve Internal Service City Management Reserve 515 Risk Management Reserve Internal Service Finance & Mgmt Reserve 516 Wellness /Employee Assistance Prog. Internal Service City Management Reserve 551 Equipment Rental Internal Service Public Works Op /Enterprise 555 Environmental Internal Service Public Works Op /Enterprise 560 Public Works Administration Internal Service Public Works Op /Enterprise 610 Cemetery Trust Trust Finance Trust 612 Fire Pension Trust Finance Reserve 2 — Budget Reader's Guide • Preliminary Budget BUDGET PROCESS PROCEDURES FOR ADOPTING THE ANNUAL OPERATING AND CAPITAL BUDGET The City Council annually approves the City's operating budget. The operating budget is designed to allocate annually available resources among the City's services and programs and provides for associated financing decisions. The City's budget procedures are mandated by Washington State Law and Yakima's Charter. At a minimum, the law requires the following steps: 1. Prior to November 1st of each year, the City Manager submits a proposed budget to the City Council. This budget is based on priorities established by the Council and includes expenditure projections /requests provided by City departments and balanced against revenue projections. 2. The Council conducts public meetings and a hearing on the proposed budget in November to obtain taxpayer comments. 3. During mid - December, the budget is legally enacted through passage of an ordinance. The complete budget calendar is included as an attachment to the Preliminary Guidelines memo, enclosed. AMENDING THE BUDGET The total fund approved budget is the legal level of control; this means that there is some flexibility within a fund to over or under spend individual line item budgets, but total expenditures for a fund cannot exceed the total approved budget (appropriation) for that fund. The City Manager is authorized to transfer budgeted amounts between departments within any fund; however, any revisions that alter the total expenditures of a fund, or that affect the number of permanently authorized employee positions, salary ranges, or other conditions of employment must be approved by the City Council. When the City Council determines that it is in the best interest of the City to increase or decrease the approved budget (appropriation) for a particular fund, it may do so by ordinance, if approved by a simple majority plus one, after holding two public hearings. BUDGET FORMAT The following is an explanation of the Preliminary budget, by volume and section: BUDGET FORECAST A separate document release in mid - October which contains a general introduction and overview of the entire budget. This document provides an overview of the financial environment in which the City is operating, an overview of the challenges facing the City in the foreseeable future and the strategies the City will employ and the direction the City will take to meet these challenges. This section also provides an overview of each of the significant revenue sources of the City and displays a comparison of last year actual, current year -end estimates and next -year projections for each revenue source. Similarly, this section provides an overview and a three -year comparison of actual, estimated and projected expenditures of the City, grouped on a functional basis. Preliminary Budget • Budget Reader's Guide — 3 PRELIMINARY BUDGET Released in early November and provides a more detailed analysis of the underlying programs that make up the larger budget totals. Citywide Summaries Section displays summary information for each fund, including revenues, expenditures, and fund balances. Included in this section are summaries on Permanent Budgeted Positions; Double Budgeting; City Service Charges; and General Fund Resources. Budget Detail by Operating Departments Section is organized into the City's seven operating departments, including: City Management; Municipal Court; Finance; Community and Economic Development; Police; Fire; and Public Works, plus a separate category for Intergovernmental and outside agency budgets. Each departmental section begins with an organizational chart and a summary for the department as a whole. Then each operational Division within the Department is presented; this information includes a narrative description of the basic objective and /or program activity, and a summary of authorized personnel for the division as a whole. In many instances the division activities are broken down further into groupings called service units; the City's recognized activity centers. Next, the service units are explained and program performance statistics are presented, where applicable. Finally, each division includes a table which summarizes financial information including an expenditure summary by object (type of item purchased) and service unit (program) and a revenue summary by source (basub) and service unit. (It should be noted that General Fund departments will not have revenue summaries, as the General Fund revenue does not "belong" to a particular department. General Fund revenue is analyzed separately in the Citywide Forecast Document.) Appendices includes the Budget Guidelines issued by management in July; a glossary of commonly used budget terms; a summary of significant accounting policies; the City's Pay Ordinance (and other ordinances, if applicable); and general statistical information, as applicable. BUDGET PREPARATION AND ADOPTION OBJECTIVES The budget process plays a significant role in Yakima's legislative policy making. Council members establish the level of services that the City will provide and allocates the funds which will support these services. This Preliminary Budget, as proposed, includes a broad range of service priorities and financial policies for the City. Accordingly, the planning, preparation, and adoption of the City budget will incorporate the legislative fiscal priorities set by the Council in the Strategic Planning process, as well as those priorities established by the Council in making the final policy decisions. In addressing these legislative priorities, the budget meets the following objectives: 1. Presents a balanced spending plan for operating and capital budgets within existing resources. 2. Maintains municipal service level priorities and programs as determined by the City Council. 3. Considers and implements appropriate options to either increase resources or reduce expenditures where necessary to meet critical needs and to reduce projected budget deficits or operating subsidies. 4 — Budget Reader's Guide • Preliminary Budget 4. Ensures that departmental budgets are in compliance with the uniform set of guidelines issued by the City Manager. 5. Maintains operating fund cash flow reserve levels, and allocates sufficient funds for non- discretionary fixed and mandated cost increases. 6. Examines the impact of changing local economic conditions and examines opportunities or economic growth which could affect both operating revenues and expenditures. 7. Incorporates in progressive phases, the Six -Year Capital Facilities Plan for capital facility/ infrastructure projects. 8. Evaluates proposals for increasing productivity and performance to minimize future staff and rate increases and reduces expenses wherever possible. 9. Incorporates critical Council legislative priorities set by the Council through the Strategic Planning process. Budget and policy issue performance is regularly monitored and periodically reported through monthly, quarterly and "as needed" reports to the City Manager and City Council. Preliminary Budget • Budget Reader's Guide — 5 (This page intentionally contains no information.) 6 — Budget Reader's Guide • Preliminary Budget BUDGET GUIDELINES MEMORANDUM July 13, 2008 TO: Department Directors and Division Managers FROM: Dick Zais, City Manager Rita DeBord, Finance Director Cindy Epperson, Financial Services Manager SUBJECT: 2009 BUDGET GUIDELINES This Budget Guidelines packet has been prepared to assist you in the development of your 2009 budget. The 2009 budget process will be very similar to that of previous years (refer to Section I for an overview of the City's annual budget process) BUDGET DEVELOPMENT INSTRUCTIONS Section I: Overview of the City's Annual Budget Process Section II: General Information Section III: Expenditures Section IV: Revenues Section V: Budget Narratives — Preliminary Budget Document Attachment I: Sample of a Budget Narrative Submittal for Preliminary Budget Attachment II: Blank Policy Issue Form Attachment III: 2009 Preliminary Budget Calendar Attachment IV: 2009 City Manager /Finance — Policy Issue /Detailed Budget Review This schedule has not yet been set, and will be provided upon completion. Meetings will be scheduled from August 4 through mid September. Should any essential people (Department Director and Division Managers) be unavailable for budget meetings at any time during this period, please contact Kathy Miles in Finance immediately to advise her of your schedule. The Detailed Budget Worksheets for each division are attached as appropriate. The Year -to -Date actual column includes June payroll and most of the 2nd quarter charges. CURRENT ACTION ITEMS AND TIME LINES Following are the tasks that need to be completed in the immediate future and the related time lines. (Information and guidelines related to tasks required at later dates are also included in this document to help you prepare for the overall budget process.) Preliminary Budget • Budget Guidelines —1 • BUDGET WORKSHOP - Annually, Cindy Epperson leads a workshop to explain the budget process and to answer any questions regarding the preparation of the 2009 budget. Two meetings are scheduled the morning of Wed. July 16 in the large Community and Economic Development conference room —the first at 8:30 a.m., and the second at 2:00 p.m. All department directors, division managers and other employees involved in budget preparation are urged to attend this meeting. This review will include guideline interpretation and overall budget preparation. ➢ MONDAY JuLY 28, 2008 - All Policy Issues anticipated for inclusion in the 2009 budget are due to Finance Department in draft form. Note: Kathy Miles sent out a properly formatted sample policy issue form last year via email. Please use this form, insert your information into the appropriate fields, and return it to Kathy electronically. Contact Kathy if you need the form sent again. If a handwritten document is preferred, please submit it one full week prior to the due date (Attachment A). • THURSDAY, JuLY 31, 2008 - All 2008 year -end estimates and proposed 2009 Preliminary budget worksheets due to the Finance Department. 1. 2008 YEAR -END ESTIMATES - Identify on the budget worksheets (attached) the year -end estimate of revenues and expenditures, based on the most current information available and best judgment. Note: If one expenditure area is going over budget, it will need to be adjust downward in another area (within the same department and fund) so that the net year -end expenditures do not exceed the budget. Please reduce year -end salary estimates for any position vacancies. 2. PROPOSED 2009 PRELIMINARY BUDGET - Identify on the budget worksheets attached, the proposed projected revenues and expenditures (operating and capital, excluding personnel) for 2009 based on the most current information available and the departments proposed operating plan. Note: Submit your budget worksheets to Teresa Borgman in Finance (updated with your year -end estimates and your 2009 budget requests). Finance will be greatly assisted by ensuring that all information is submitted to the Finance Department before the July 31st due date. This allows Finance adequate time to process the data before budget meetings begin. If there are any questions after reading the enclosed information, feel free to contact Cindy Epperson, Deputy Director of Accounting & Budgeting, at #576 -6644. cc: City Council 2 - Budget Guidelines • Preliminary Budget I. OVERVIEW OF THE CITY'S ANNUAL BUDGET PROCESS There are several steps to the City's annual budget process: Step 1: Distribution Of Budget Guidelines And A Draft "Working Budget" Document — Distributed to all Department Heads and Division Managers by the Finance Department. (This working budget is updated by the respective Division Managers and Department Directors to reflect year -end estimates and next years budget requests and submitted to Finance along with draft Policy Issues, if any. See #3 below.) Step 2: Review And Discussion Of The 2009 Draft Policy Issues — Department Directors meet as a group. Step 3: Year -End Estimate And Next Year's Proposed Revenue And Expenditure Budgets Submitted — Updated budget worksheets are submitted to the Finance Department by Division Managers for processing and preparation in advance of the Administrative Budget Review meeting. Step 4: Administrative Budget Reviews — Department budget review meetings are held with the City Manager, Finance department staff and the respective Department Directors and Division Managers. Budget requests are adjusted as needed. Step 5: Update And Preparation Of Departmental Budget Information — With cooperation from the various Department Directors and staff, the Finance Department prepares this information as adjusted during the administrative budget review meetings. Step 6: 2009 Budget Forecast is submitted to Council — The Finance Department prepares and submits a Budget Forecast to Council utilizing, in part, the information submitted by Department Heads and discussed at the Administrative Budget Review meeting, as noted above. The Budget Forecast is typically discussed with Council at the last regular Council meeting in October. Step 7: 2009 Preliminary Budget is prepared and submitted to Council — The same format and process as used in the past will be utilized again this year. Each department and division will finalize their preliminary budget request and prepare the related budget narratives for inclusion in the Preliminary Budget document. The Finance Department will review and refine as needed, and prepare the full document for submission to Council. The Policy Issue document and Preliminary Budget will be submitted to Council on November 6th. Step 8: Council's Budget Review — Department budget review meetings with Council will be held during the November and December time frame. Step 9: Public Budget Hearing — As required by law, will be held on or before the first Monday in December of each year. (Generally held the last Council meeting in November.) Step 10: Final Council Budget Review Meeting — Finance Department prepares and submits a Budget Wrap -up Document to Council. Council votes on the Policy Issues and any other issues, as necessary. Step 11: Council Passes Ordinance — The ordinance approving the 2009 Budget in passed in December. Preliminary Budget • Budget Guidelines — 3 II. GENERAL INFORMATION The initial budget worksheets provided to department heads and division managers (for their updates regarding year -end estimates and 2009 proposed budget) are based on the 2008 adopted budget, as adjusted for the following items: ➢ The negotiated increases in base wages (with an estimate for 2008 unsettled contracts). ➢ Applicable compensation adjustments; including: • Longevity • Approved Civil Service Reclassifications • Merit (step) increases — please review for accuracy, but do not automatically increase steps for someone not at top step — the new budget system is extracting personnel related information directly from payroll. • 7% Medical Insurance increase, subject to further review. • 4% Dental Insurance increase • 5% Industrial Insurance increase ➢ 5% Insurance — Risk Management ➢ 4% Postage ➢ Utility Increases: • 3% Natural Gas • 6.5% Electricity • 25% Fuel • 5.5% Water • 3.5% Wastewater • 5% Refuse • 3% Cellular phone ➢ Internal charges (first estimate): • 4% City Service charge • 4% Equipment Maintenance & Operation POLICY ISSUE PROPOSALS All proposals should be submitted using the Policy Issue form enclosed, (refer to Attachment II). If further explanation beyond the two -page form is necessary, summarize the information on the form (do not expand the form beyond the 2 pages) and provide additional information in a separate attached, supplemental memorandum. A draft of all Policy Issue proposals must be submitted to Finance by July 30th. The Policy Issues need not be complete and in final form until September /October time frame. 4 — Budget Guidelines • Preliminary Budget III. EXPENDITURES For General Government (General, Parks and Street Funds) divisions, these instructions include summary budget limitations 2009 GENERAL GOVERNMENT For Preliminary Budget development, the 2008 adopted budget is transferred over and becomes the 2009 budget; except as noted on the previous page. If departments have needs that cannot be met within the above - described limitations, a policy issue must be submitted. The initial reports will include actual expenditures through June 2008. Please identify on this report the estimated year -end actual expenditures. Although it is early in the year, it is important that these estimates be as accurate as possible, as they determine the calculation of the 2009 beginning fund balance (which is then used, in part, to determine funds available for the 2009 budget expenditures). ALL FUNDS: PERSONNEL -- WAGE AND BENEFIT CONSIDERATIONS ➢ No additional staff (permanent, full -time, part -time or temporary) increases are to be budgeted for 2009. ➢ No requests for new or additional staffing in all funds (permanent, full -time or part -time) above 2008 authorized levels will be allowed, except for positions funded by new grants or reductions in other staffing expenses. ➢ Overtime is to be frozen at the lesser of the 2008 budget or 2008 estimated actual level except for grants which authorize and fund additional overtime expense (i.e. Police grants for emphasis patrol). An analysis should be made in budget's where there are large overtime expenditures (i.e. Police and Fire) for the potential savings that might be generated by hiring full time personnel. To justify a new position, it will need to be funded 100% (or more) by overtime reductions.2009 proposed expenditures for Non - General Government positions /personnel should be prepared as follows: If personnel cost adjustments produce an increase in department /division total 2009 budget above what revenues can support, expenditure reductions elsewhere must be implemented to balance the 2009 budget. For 2009, expenditures for existing part -time or temporary staff are to be projected at 2008 actual estimated levels or below. All reclasses already approved by Civil Service should already be included in the 2009 budget. Exclude reclasses requested but not yet approved, at this point in time. However, please inform Finance of any pending reclasses. 2008 year -end estimates for staffing need to be analyzed and adjusted to take into account vacancies or other staffing related changes. 2009 Proposed Personnel Budget: 2009 budget staffing costs noted on the budget worksheets are generated from the staff percentage worksheet, and these system - generated accounts say "Staff." Preliminary Budget • Budget Guidelines — 5 Additionally, some staffing costs such as Overtime, Retirement Cashouts and Special Pay need to be entered -- they do not come in from the staff percentage worksheet. 2009 Expenditures For Anticipated Employee Retirements And Cash -Outs — Should be budgeted in Object #140. (Please adjust the 2009 budget to accurately estimate this expense, as it is one that cannot be "automatically generated. ") 2009 Expenditures For State Retirement "Excess Compensation" Estimate — Should be budgeted in Object #224. "Excess Compensation," as used in this section, includes any payment that was used in the calculation of the employee's retirement allowance by the State Retirement System, which is in excess of 240 hours of unused annual leave. For planned 2009 retirements, contact the Finance Department for assistance in calculating these costs. 2009 Overtime Expenditures — Should provide for the ongoing requirements of the Fair Labor Standards Act. However, each department is to perform an overtime cost /impact analysis. The objective is to identify avoidable costs and reduce overtime expenditures to below year -end estimates. 2009 proposed expenditures are to be budgeted no greater than the 2008 budget or year -end estimates, whichever is lower. 2009 City Expenditures For Medical And Dental Insurance — Should be estimated at the budgeted amount for 2008 (i.e. disregard vacancies for medical and dental insurance estimates). Initially, the 2009 budget will include a 7% rate increase to cover medical inflation. New rates will be developed later in August /September, and will consider our group history and any plan design changes recommended by the Insurance Committee PROFESSIONAL SERVICES Except for indigent defense and mandated or required professional service contracts, no funds should be budgeted for any new professional services. Any proposed increase in professional services should not be budgeted and will require explanatory narrative and a Policy Issue request. OTHER OPERATING COSTS Travel And Training Expenditures (Account #430) — are to be budgeted and justified on the basis of critical needs. ➢ The 2009 travel budget should be no greater than the costs expected for 2008 year -end estimates or the 2008 budget, whichever is lower. ➢ Each division is requested to identify by location and professional affiliation, planned out - of -state travel for 2009. ➢ Make sure account #430 includes only room, meal, and general subsistence costs. Registration fees are to be budgeted in Account 490. Miscellaneous Operating Expenses — Refer to Section II, General Information, for a list of items that have been increased to calculate your initial 2009 budget request. Any deviation from Budget Guidelines for specific operating requirements of a department or division must be discussed at the Administrative Budget Review meetings and approved by the City Manager, and should be described in the budget narrative portion of the Preliminary Budget document. Some internal charges, such as Equipment Rental M &O are currently budgeted at the 2008 level, while some have been estimated. As Finance further develops these charges, they will be entered into the 2009 budget. 6 — Budget Guidelines • Preliminary Budget Equipment Operation And Replacement Charges - For all departments, these are to be budgeted as ongoing expenditures. The Fleet Manager will identify funding requirements for each department. The Equipment Rental and Replacement Fund owns all rolling stock that can be capitalized (i.e. a useful life greater than one year with a cost greater than $5,000) with the exception of Fire and Transit. The procedures relating to the Equipment Rental Fund are set forth in the Municipal Code, Chapter 3.15. No additions to fleet (as opposed to equipment replacement) are to be included in the 2009 proposed budget submitted on the budget worksheets. Any addition to fleet must be discussed at the Department Administrative Budget Review meeting and approved by the City Manager, will requires a transfer of funds from the Operating Fund to Equipment Rental to cover the initial purchase, and must be budgeted in both funds. Additions to fleet are normally policy issues. Therefore, operating departments must notify the Equipment Rental Manager of potential Policy Issues that may affect the Equipment Rental budget. If a department expects Equipment Rental to fabricate or provide services not included in the M &O charges, these costs should be budgeted separately. If there are any questions regarding whether a cost is included in the M &O charge, contact the Equipment Rental Manager. Other 2009 Budget Items - Except for fixed, mandated, contractual, or uniform cost increases for expenditures not addressed in these guidelines, should not exceed 2008 year -end estimates, or 2008 amended budget, whichever is lower. CAPITAL OUTLAY Capital outlays for 2009 are to be reduced 10% below the 2008 budget. Requests should include sufficient justification for Council consideration as indicated in the budget submission format. Contact the Purchasing Division for assistance in developing estimates for major purchases. (Purchases below $5,000 per individual item are not considered capital outlay, and would likely be included in the budget as "small tools and minor equipment. ") NON- GENERAL GOVERNMENT DIVISIONS All funds had the 2008 adopted budget carried forward into 2009. Other operating divisions should follow the same guidelines as General Government, as detailed above. It is expected that the capital funds would need to be adjusted for new projects. For capital projects budgeted in 2008, please provide an estimate of costs expected to be completed by the end of 2008 -- the balance of the project should be rebudgeted in 2009. IV. REVENUES The 2008 budgeted revenues have also been programmatically carried forward to the 2009 budget. RATE ADJUSTMENTS Departments considering increases in utility rates or fares should prepare a separate policy issue supporting the rate adjustments. Preliminary Budget • Budget Guidelines - 7 TAX ADJUSTMENTS The Finance Department will estimate tax receipts in light of current economic conditions and changes in State law. This will include a review of the City tax on City -owned utilities. FEES Where possible, all current fee - for - service programs should be budgeted on a 100% self- supporting basis. If raises in fees are necessary to maintain this standard, include a comparison of existing fees and costs together with proposed increases and an estimate of revenues generated to offset anticipated expenditures. These changes should be presented in a Policy Issue. GENERAL REVENUES The Finance Department will make an estimate of general revenues that do not require departmental input. They will also review department revenue estimates prior to final submittal. V. PRELIMINARY BUDGET DOCUMENT - BUDGET NARRATIVES The Department /Division budget narratives make up the largest portion of the Preliminary Budget Document. The budget narrative format consists of six sections. They are: 1. Division Definition 2. Authorized Personnel 3. Performance Statistics 4. Explanatory Narrative 5. Capital Outlay 6. Major Policy Issues The information required in each of these sections is described in the Budget Request Summary Format, Attachment I. (It is also recommended that Department Director and Division Managers review last years Preliminary Budget document narratives.) A copy of the previous year's budget narrative will be issued to each Division Manager and Department Director by Finance later in the budget development process. This narrative should then be used to assist in the development of the 2009 budget narrative. These "narrative drafts" (i.e. last year's narratives and 2009 approved budget proposals) will be issued as soon as the numbers are "frozen" for the Preliminary Budget, around the end of September. Narratives should then be written to reflect the 2009 budget proposals, the 2008 year -end estimates and assumptions made by departments based on the Budget Forecast printouts. Each Department Director is responsible for the preparation and content of the budget narratives for all divisions /funds under their scope of responsibility. It is critical that narratives be submitted on time to ensure proper review and finalization by Finance and the City Manager. (Attachment III — Budget Calendar.) FUNCTIONAL ORGANIZATIONAL CHART In addition to the budget narrative described above, each department is to provide a current (not proposed) 2008 organizational chart, including statements outlining organizational responsibility. 8 — Budget Guidelines • Preliminary Budget ➢ A restructured organizational chart, similar to the one used in the 2008 Preliminary Budget document, will be distributed to Department Heads and should be used as a template for preparing the organizational chart for the 2009 Preliminary Budget document (again; this chart should reflect the 2008 organization.)Your updated chart should reflect your organization as it currently exists in 2008. ➢ The updated chart should reflect the organization as it currently exists in 2008. Remember that the number of employees shown on the organizational chart should equal the number of employees listed in the "Authorized Personnel" section of your 2008 budget narrative as "Permanent Budgeted Positions." If changes were made after the 2008 budget was adopted, the personnel listing in the "2008 amended budget" column should be revised to reflect those changes. Preliminary Budget • Budget Guidelines — 9 ATTACHMENT I CITY OF YAKIMA (DEPARTMENT) 2008 BUDGET REQUEST SUMMARY DIVISION DEFINITION A short statement describing the function(s) of the division, including the division's Mission Statement, if applicable. End your "Definition" with a listing of service units within the division. AUTHORIZED PERSONNEL Each department and division is responsible for updating the detailed authorized personnel list. This list should reflect: ➢ Actual personnel authorized for 2007, ➢ Budgeted level (as amended) for 2008, and ➢ Proposed budget level for 2009. This information is essential to the 2009 Preliminary Budget process. The number of temporary employees each year should be denoted by separate footnote listing immediately below the permanent authorized listing. (The "2008 Amended Budget" authorization should equal the staffing level identified on the functional organizational chart submitted for inclusion in the Preliminary Budget.) Authorized personnel should be formatted as shown in the following example: EXAMPLE 2008 2009 Cuss 2007 AMENDED PROPOSED CODE POSITION TITLE ACTUAL BUDGET BUDGET 1110 City Manager 1.00 1.00 1.00 1130 Assistant City Manager 1.00 1.00 1.00 1311 Executive Secretary 1.00 1.00 1.00 10506 Executive Assistant 1.00 1.00 1.00 TOTAL PERSONNEL 4.00 4.00 4.00 (1) 20% of Assistant City Manager's salary is paid from the Community Relations 2008 budget as a result of the Community Relations Division having moved from the Community and Economic Development Department to the City Management Department. PERFORMANCE STATISTICS List performance statistics only where applicable. Divisions are encouraged to consider presenting data that would be meaningful as a chart or graph. For example, Water and Wastewater summarize their budgets by service unit and produce a pie chart, while Transit charts monthly ridership. 10 — Budget Guidelines • Preliminary Budget EXPLANATORY NARRATIVE Begin the "Explanatory Narrative" section with any general narrative discussion which would affect numerous account lines in your budget. A statement similar to the following example is recommended: "All service units' salary and benefit accounts in this division are impacted by the wage settlement and an estimate for the management pay and compensation adjustment (PACA). This statement could likewise be modified and used for any other accounts such as benefits, insurance, or any accounts impacted uniformly throughout a department or division's budgets. Note: Finance will draft a statement regarding systematic personnel benefit changes. To complete your "Explanatory Narrative" section for each division, referenced by service unit title and number, describe the following: ➢ Address the Program Changes/Policy Issues — Explain any administrative changes in programs and operations proposed or planned for 2009. This should include a brief explanation of all budgeted policy issues and the accounts affected. ➢ Address Substantial Increases/Decreases in Spending for 2009 — Briefly identify, explain and justify all increases or decreases in each summary line item of proposed expenditures for 2009 which result in a change of 3% and $1,000, plus or minus, from the 2008 estimated year -end expenditure levels. Also, if a significant difference occurs between the 2008 budget and the estimated year -end, this relationship should be narratively documented. This narrative should directly correlate to expenditure levels reported on the summary budget printouts included with your expenditure/ revenue projection worksheets. (This excludes increases planned for utilities and other commodity items specified in the Budget Guidelines. Also excluded are increases or decreases which represent policy issues requiring Council action see separate section below.) Please use the following example as a guideline for the narrative. Please note, the intent is to continue to "right- size" the general narrative descriptions. This is the basic narrative for all accounts. EXAMPLE Account # and Name — This line item for 2009 reflects an increase /decrease of $ from the 2008 year -end estimate of $ to $ . This is a % increase/ decrease. The increase /decrease is $ or % from the 2008 budget of $ . The increase /decrease is the result of ." For most accounts this narrative is all that is necessary to describe increases or decreases. Extensive narrative repetition is to be limited. If, for example, all service units are impacted by a labor settlement, management increase or adjustment, a one -time general statement at the beginning of the division's "Explanatory Narrative" should be used to describe those overall impacts. (See the "Example" first discussed in the "Explanatory Narrative" section.) It is also helpful to give a short explanation of what is included in the account i.e. "This account provides for printing of the City's budget documents and financial statements; registrations for training seminars; and dues and subscriptions to keep current on accounting /finance issues." Preliminary Budget • Budget Guidelines —11 ➢ Talk About What's Special or Exceptional in Your Division(s) for 2009 — Identify and describe special or exceptional work programs to be undertaken in 2009; approximate cost, if applicable, and estimated time to complete. ➢ Explain Notable "Ups" or "Downs" in Revenue Estimates — Identify and explain any variances in 2009 revenue estimates, if applicable to the departments operation, which change plus or minus 3% from 2008 estimated actual levels. CAPITAL OUTLAY REQUESTS Please submit Budget Year 2009 capital outlay requests in the format shown below. Make sure that all capital outlays are listed by service unit and type (equipment vs. building, etc.). Also remember that capital outlays must exceed $5,000 per individual item and compare total proposed capital outlay to three year average. EXAMPLE Service Unit 341 — Account 640 Machinery and Equipment — CAPITAL OUTLAY ITEM COST FUNDING SOURCE JUSTIFICATION Y -PAC acquisition gear (cameras, Franchise Fees Improve quality and versatility of equipment used by microphones, cords, etc.) division staff in the production of Y -PAC programming. YCTV acquisition gear (cameras, Franchise Fees Improve quality and versatility of equipment usedby microphones, cords, etc.) community producers in the production of YCTV programming. YCTV /Y -PAC facility Franchise Fees Provide dedicated studio facilities for Y -PAC productions Studio "B" upgrade and enhanced "chroma -key" capabilities. Y -PAC field production Access Television Y -PAC field production equipment must be upgraded equipment (digital recorder, Facilities and to facilitate digital post - production and playback of character generator, etc.) Equipment Grant programming. Ancillary YCTV and Y-PAC Access Television As the transition to an all - digital platform for YCTV and production gear (studio lighting, Facilities and Y -PAC productions continues, ancillary gear also needs to wireless microphones, tripods, camera Equipment Grant be replaced so as to be compatible with digital equipment. mounts, cabling, tapeless recorders) and Franchise Fees Upgrade of Y -PAC programming Access Television In 2007, the equipment used to playback, or "air'; YCTV "playback" system Facilities and programming was upgraded to an all - digital platform. Equipment Grant A similar upgrade of the equipment used to air Y -PAC programming is scheduled for 2009. Editing suite upgrade Access Television Upgrading of equipment in two of the four YCTV/ Facilities and Y -PAC facility's editing suites is scheduled for 2009. The Equipment Grant upgrades are part of the overall transition of the YCTV /Y- PAC facility to an all - digital platform. YCTV/Y-PAC building HVAC unit Access Television One of the two HVAC units in the YCTV/Y -PAC building is Facilities and antiquated and failing. Maintenance costs for the unit are no Equipment Grant longer justified. The unit is scheduled for replacement in 2009. SERVICE UNITS 428 AND 434 12 — Budget Guidelines • Preliminary Budget ATTACHMENT II MAJOR POLICY ISSUES /SUPPLEMENTAL BUDGET REQUESTS In order of priority prepare a separate, short summary for each departmental/ division policy issue as follows, using the attached format. Again this year, all policy issues should not exceed one typewritten page, front and back. If you have a policy issue to submit and have not received the sample form, please contact Kathy Miles in Finance (249- 6840). She can e -mail a sample policy issue that would already be in the proper format. Then you can update the document and return it electronically to her. Please try to have these submitted to Finance by July 19, for summarization and compilation for City Manager/ Department Head review. If further supplemental information is required to explain, document, or expand on the rationale for policy change, you should prepare a separate memorandum. Your supplemental information may be prepared in your division and submitted as an attachment to the main policy issue finalized in Finance. Below is a sample Policy Issue format. 2009 MAJOR POLICY ISSUE DEPARTMENT: DIVISION: POLICY ISSUE TITLE: - Budgeted /Unbudgeted 1. Proposal — State the proposal /issue to be considered and policy objectives: i.e. proposed reorganization, staff increases or decreases, increase in fees, charges for services, new projects, major increases or decreases in service levels, etc. 2. a. Fiscal Impact — cost reductions or increases. b. Proposed Funding Source — if applicable; identify increases or decreases in revenues. c. Public Impact — . d. Personnel Impact — e. Required Changes in City Regulations or Policies — f. Legal Constraints, if applicable — g. Viable Alternatives — Consideration of several viable alternatives to meet policy objectives. 3. Conclusion and /or Staff Recommendation —Staff recommends approval of this policy issue. Preliminary Budget • Budget Guidelines —13 4. ATTACHMENT III 1 2009 BUDGET PROCESS CALENDAR (as of 7/13/07) oq co G) CITY MANAGER / DEPARTMENTS / ;4+ ACTION STEPS FINANCE DIVISIONS COUNCIL R.C.W. DATE fo Distribution of: m a) Preliminary Budget Guidelines July 11 Sept. 7 m • b) Request for estimates of revenues and expenditures for year -end and 2009 budget request. Finance Department issues budget worksheet printouts (showing 6 months of c activity). Printouts will be updated throughout process Finance Department Budget Development Workshop July 25 July 25 __ p 2009 draft policy issues due to Finance July 30 -- CM /Finance /Department Directors Policy Issue Review Meeting TBA TBA -- bzi Budget worksheet printouts of revenue /expenditure estimates (2008 year -end and proposed z, 2009) due to Finance Aug. 2 Sept. 21 0-a Preliminary Revenue Review 2009 Status - CM /Finance July 26 Review General Govt. revenue projections - CM /Finance July 26 Oct. 31 Finance assists departments with development prior to CM /department review meetings Ongoing Ongoing (Aug. — Sept.) (Aug. — Sept.) -- CM /Finance /Dept. review of Year -end forecasts and 2009 Budget Requests Aug. — Sept. Aug. — Sept. __ 2009 budget narrative development — Departments /Divisions Sept. — Oct. 6 __ Departments submit detail budget narratives to Finance Oct. 5 -- Finance & CM prepare 2009 Budget Forecast Sept. — Oct. 11 -- Budget Forecast on Council Agenda - CM /Finance Oct. 16 November 1 Finalize Preliminary Budget Document - CM /Finance Oct. 29 None Preliminary Budget and Policy Issue Documents printed and available to City Council /public Nov. 1 6 weeks prior to January 1 City Clerk publishes notice of Budget Hearings 1st 2 weeks 1st 2 weeks in November in November Council sets Property Tax Levy (Holds hearing on revenues) Nov. 6 November 15 Department Budget Reviews, with Council )l Nov. 6, Nov. 6, Nov. 6, a) Utility /Enterprise Funds 13, 20, & 27 13, 20, & 27 13, 20, & 27 b) General Government Funds Council holds Public Hearing (mandatory) Nov. 20 On or before December 1 Council holds Budget Wrap -Up meeting to finalize Budget Decisions Dec. 4 Dec. 4 Dec. 4 -- 2009 Budget adopted (2) Dec. 11 or 18 December 31 (1) Only as required -- Council may chose to review the Policy Issue document, have limited Detailed Budget reviews, and hold the Public Hearing only, as required by law. (2) State law requires that the Budget be adopted by December 31. For our purposes, based on current Council schedule, the Budget will be adopted at the last business meeting of the 2008 calendar year, which may be either December 11, 2008 or December 18, 2008. GLOSSARY Accounting System — The total structure of records and procedures which are used to record, classify and report information on the financial status and operations of an entity. Accrual Basis of Accounting — The method of accounting under which revenues are recorded when they are earned (whether or not cash is received at that time) and expenditures are recorded when goods and services are received (whether cash disbursements are made at that time or not). Ad Valorem Taxes — A tax levied on the assessed value of real property. Appropriation — An authorization made by the legislative body of a government which permits officials to incur obligations against and to make expenditures of governmental resources. Appropriations are usually made for fixed amounts and are typically granted for a one -year period. Appropriation Ordinance — An official enactment by the legislative body establishing the legal authority for officials to obligate and expend resources. Assessed Valuation — The estimated value placed upon real and personal property by the Yakima County Assessor as the basis for levying property taxes. Audit — A systematic examination of utilization concluded in a written report. It is a test of management's internal accounting controls and is intended to: ➢ Ascertain whether financial statements fairly present financial position and results of operations ➢ Test whether transactions have been legally performed ➢ Identify areas for possible improvements in accounting practices and procedures ➢ Ascertain whether transactions have been recorded accurately and consistently ➢ Ascertain the stewardship of officials responsible for governmental resources Balance Sheet — A statement purporting to present the financial position of an entity by disclosing the value of assets, liabilities and equities as of a specified date. BARS Manual — The Washington State Auditor's Office (SAO) prescribes the financial accounting and reporting of local governments in the State. This is accomplished by the utilization of a standardized chart of accounts and financial reporting requirements as set forth in the Budgeting, Accounting, and Reporting System (BARS) manuals. Bond — A written promise to pay (debt) a specified sum of money (called principal or face value) at a specified future date (called the maturity date(s)) along with periodic interest paid at a specified percentage of the principal (interest rate). Basic /Sub Codes (BASUB) — A required element of the account number as set forth in the BARS manual. ➢ Revenue — The portion of the account number which identifies the source (origin or originating category) from which revenues are obtained. Major categories are: Taxes; Preliminary Budget • Glossary —1 Licenses and Permits; Intergovernmental Revenue; Charges for Goods and Services; Fines and Forfeits; Miscellaneous Revenues; Non revenues; and Other Financing Sources. ➢ Expenditure /Expense — The numbers assigned to identify different categories of operations from which expenditures /expenses are incurred. Major categories are General Government Services, Security of Persons and Property, Physical Environment, Transportation, Economic Environment, Mental and Physical Health, Culture and Recreation, Debt Service, Capitalized Expenditures and Other Financing Uses. Budget (Operating) — A plan of financial operation embodying an estimate of proposed expenditures for a given period (typically a fiscal year) and the proposed means of financing them (revenue estimates). The term is also sometimes used to denote the officially approved expenditure ceilings under which a government and its departments operate. Capital Assets — Assets of significant value and having a useful life of several years. Capital assets may also be called fixed assets. Capital Budget — A plan of proposed capital expenditures and the means of financing them. The capital budget may be enacted as part of the complete annual budget which includes both operating and capital outlays. The capital budget is based on a capital improvement program (CIP). Capital Facilities Plan — A plan for capital expenditures to be incurred each year over a fixed period, identifying the expected beginning and ending date for each project, the amount to be expended in each year, and the method of financing those expenditures. Capital Outlays — Expenditures for the acquisition of capital assets (examples include land, buildings, machinery, and equipment, and construction projects). The useful life is more than one year and the unit cost is $5,000 or more. Capital Projects — Projects which purchase or construct capital assets. Typically a capital project encompasses a purchase of land and /or the construction of a building or facility. Capital Project Funds — Account for financial resources to be used for the acquisition or construction of major capital facilities other than those financed by proprietary funds. Cash Basis — The method of accounting under which revenues are recorded when received in cash and expenditures are recorded when paid. Cash Flow Budget (Cash Budget) — A projection of the cash receipts and disbursements anticipated during a given time period. Debt Service — Payment of interest and repayment of principal to holders of a government's debt instruments. Debt Service Funds — Debt Service Funds account for accumulation of resources for and payment of principal, interest and related cost on general long -term debt. Deficit — (1) The excess of an entity's liabilities over its assets (see Fund Balance). (2) The excess of expenditures or expenses over revenues during a single accounting period. 2 — Glossary • Preliminary Budget Department - Department can have two different definitions: (1) The second component of the account number structure which identifies distinct operational units within a fund. The City uses separate departments in three funds General, Streets and Equipment Rental. (2) The broad categories of organizational operations. The City's Operating Departments are: City Management, Municipal Court, Finance and Budget, Community and Economic Development, Police, Fire, and Public Works. Division - A unit designation within an operational department, usually with a separate manager. Enterprise Funds - Enterprise funds account for services to the general public where all or most of the expenses, including depreciation are intended to be financed or recovered form users of such services. Expenditures - Where accounts are kept on the accrual or modified accrual basis of accounting, the cost of goods received or services rendered whether cash payments have been made or not. Where accounts are kept on a cash basis, expenditures are recognized only when the cash payments for the above purposes are made. Full Faith and Credit - A pledge of the general taxing power of a government to repay debt obligations (typically used in reference to bonds). Fund - An independent fiscal and accounting entity with a self - balancing set of accounts recording cash and /or other resources together with all related liabilities, obligations, reserves and equities which are segregated for the purpose of carrying on specific activities or attaining certain objectives. Fund Balance - Found in governmental and trust funds, this account represents the difference between fund assets and liabilities. GAAP - See Generally Accepted Accounting Principles. General Fund - The General Fund is the operating fund of the City. It accounts for all of the financial resources of the City except those required to be accounted for in a separate fund. General Government - This designation refers to General, Parks, and Street Funds. These funds are supported in part by property tax, sales tax and utility tax. General Long -Term Debt - Long -term debt expected to be repaid from governmental funds. This includes special assessment debt for which the government is obligated in some manner. General Obligation Bonds - When a government pledges its full faith and credit to the repayment of the bonds it issues, then those bonds are general obligation (G.O.) bonds. Unlimited Tax General Obligation bonds (UTGO) are voted by the people and property taxes are irrevocably pledged to service the debt. Limited Tax General Obligation Bonds (LTGO) are authorized by Council action only. Typically, specific taxes are pledged for debt service, with any shortfall being made up by property taxes. Generally Accepted Accounting Principals (GAAP) - Uniform minimum standards for financial accounting and reporting. They govern the form and content of the basic financial statements of Preliminary Budget • Glossary - 3 an entity. GAAP encompass the conventions, rules and procedures necessary to define accepted accounting practice at a particular time. They include not only broad guidelines of general application, but also detailed practices and procedures. GAAP provide a standard by which to measure financial presentations. Grant — A contribution of assets (usually cash) by one governmental unit or other organization to another. Typically, these contributions are made to local governments from the state and federal governments. Grants are usually made for specified purposes. In Lieu of Tax — A tax levied by the City on a City -owned operation (i.e., water, sewer and refuse utility tax.) Interfund Charges — The sales and charges for services by one department or fund to another department or fund of the same government. Intergovernmental Service — Expenditures made to other governmental entities for services rendered. Intergovernmental services are limited to those functions normally provided by governments and not by private business. Internal Control — A plan of organization and methods and procedures adopted by management to ensure that resource use is consistent with laws, regulations and policies; that resources are safeguarded against waste, loss and misuse; and that reliable date are obtained, maintained and fairly disclosed and reported. Internal Service Fund — Funds used to account for the financing of goods or services provided by one department or agency to other departments or agencies of a government or to other governments on a cost reimbursement basis. Liability — Debt or other legal obligations arising out of transactions in the past which must be liquidated, renewed, or refunded at some future date. Long -Term Debt — Debt with a maturity of more than one year after the date of insurance. Modified Accrual Basis — The basis of accounting under which expenditures other than accrued interest on general long -term debt are recorded at the time liabilities are incurred. Revenues are recorded when they become both measurable and available to finance expenditures of the current period. Non - Expendable Trust Funds — Non - expendable trust funds earn revenue on behalf of the parties for which the trust was established, but the principal of the trust must remain intact. Object of Expenditure — Expenditure classifications based upon the types or categories of goods and services purchased as prescribed in the BARS manual. Broad categories include: Salaries and Wages, Personnel benefits, supplies, Contracted services (utilities, maintenance, travel), Intergovernmental /Interfund Services, Capital outlays, and Debt Service (interest and principal). Operating Transfers — A transfer (payment) between funds which purpose is to support the normal level of operations in the recipient fund. 4 — Glossary • Preliminary Budget Pension Trust Funds — Pension trust funds are used to account for the operations of trust established for employee retirement benefits. Performance Indicators — Specific quantitative measures of work performed within an activity or program (e.g., total miles of streets cleaned). Also, a specific quantitative measure of results obtained through a program or activity (e.g., reduced incidence of vandalism due to new street lighting program). Program — A specific and distinguishable unit of work or service performed. Program Revenue — These are revenues which are produced as a result of the operation of a program and are subject to quantity of services provided to the public or governmental units (i.e., permits, charges for fire alarm services, recreational activities), or revenues dedicated to a specific use (i.e. grants, taxes of debt funds). Proprietary Funds — Proprietary funds are accounted for on a cost of services or "capital maintenance" measurement focus. Reserve — An account used to indicate that a portion of fund equity (fund balance) is legally restricted for a specific purpose or not available for appropriation and subsequent spending. Revenue — The term designates an increase to a fund's assets which ➢ Does not increase a liability (e.g., proceeds from a loan) ➢ Does not represent a repayment of an expenditure already made (refund) ➢ Does not represent a cancellation of certain liabilities ➢ Does not represent an increase in contributed capital Revenue Bonds — Bonds whose principal and interest are payable exclusively from earnings of an enterprise fund. Service Unit — A component in the City of Yakima account number structure which represents a sub - departmental cost center. Special Revenue Funds — Special Revenue Funds are used to account for the proceeds of specific revenue sources or to finance specified activities as required by law or administrative regulation. Tax Rate Limit — The maximum legal rate at which a municipality may levy a tax. The limit may apply to taxes raised for a particular purpose or for general purposes. Preliminary Budget • Glossary — 5 (This page intentionally contains no information.) 6 — Glossary • Preliminary Budget SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES The accounting policies of the City conform to generally accepted accounting principles as they apply to governmental units. The following is a summary of the more significant policies: BASIS OF PRESENTATION FUND ACCOUNTING The accounts of the City are organized on the basis of funds; each of which is considered a separate accounting entity. The City uses governmental, proprietary and fiduciary funds. The City's resources are allocated to and accounted for in individual funds depending on what they are to be spent for and how they are controlled. BASIS OF ACCOUNTING Basis of accounting refers to when revenues and expenditures or expenses are recognized in the accounts. Basis of accounting relates to the timing of the measurements made, regardless of the measurement focus applied. The annual appropriated budgets are adopted on the modified accrual basis of accounting. The modified accrual basis differs from the accrual basis in the following ways: 1. Purchases of capital assets are considered expenditures. 2. Redemption of long -term debt is considered an expenditure when due. 3. Revenues are recognized only when they become both measurable and available to finance expenditures of the current period. Revenues that are measurable but not available are recorded as receivable and offset by deferred revenues. 4. Inventories and pre -paid items are reported as expenditures when purchased. 5. Interest on long -term debt is not accrued but is recorded as an expenditure when due. 6. Accumulated unpaid vacation and sick pay are considered expenditures when paid. For governmental fund types, there are no differences between the budgetary basis and generally accepted accounting principles. Proprietary, non - expendable and pension trust funds require full accrual reporting for financial statement purposes. Budgetary accounts are integrated in fund ledgers for all budgeted funds. Budgets for debt service and capital projects are adopted at the level of the individual debt issue or projects and for fiscal periods that correspond to the lines of debt issues or projects. As stated before, annual appropriated budgets are adopted at the fund level. Subsidiary revenue and expenditure ledgers are used to compare the budgeted amounts with actual revenues and expenditures. As a management control device, the subsidiary ledgers monitor expenditures for individual functions and activities by object class. Appropriations for general and special revenue funds lapse at year -end. Preliminary Budget • Summary of Significant Accounting Policies —1 ENCUMBRANCES Encumbrance accounting, under which purchase orders, contracts and other commitments for the expenditure of funds are recorded in order to reserve that portion of the applicable appropriation, is employed as an extension of formal budgetary integration in the governmental funds. Encumbrances are reported in the financial statement as reservations of fund balances since they do not constitute expenditures or liabilities. The City re- appropriates the outstanding encumbrances in the subsequent year. 2 — Summary of Significant Accounting Policies • Preliminary Budget 2008 MASTER PAY ORDINANCE 2008 Master Ordinance Amended by Ordinance No. 2008 Effective 5/18/2008 (as approved by Council 4/15/2008) Reflects: All Management: 0.00% 1/1/07: 1/1/08 4.72 %; 7/1/08 1.48 % - Judges salary changes for 9/1/07 & 9/1/08 Police Settlement: 2.0% 1/1/05; 1.25% 7/1/05; 5.0% 1/1/06; 1.25% 7/1/06; 0.00% 1/1/07; 5.0% 1/1/08; 1.0% 7/1/08 AFSCME Municipal: 0.00% 1/1/07; 3.00% 1/1/08 AFSCME Transit: 0.00% 1/1/07: 4.00% 1/1/08 Fire PERS & 911 Calltakers: 2.45% 1/1/06; 0.00% 1/1/07; 3.10% 1/1/08 and implement F step 7/1/08 Fire Public Safety Dispatchers & Lead Dispatchers: 2.45% 1/1/06; 0.00% 1/1/07; 3.10% 1/1/08 and implement F step 7/1/08 Fire Battalion Chief: 3.10% 1/1/08 and implement F step 7/1/08 Fire LEOFF: 0.00% 1/1/07; 5.00% 1/1/2008; 1.00% 7/1/2008 Effective 1/1/2007: Increase in minimum wage; adjustment to Municipal Court Judges salary 9/1/06; New Classification and allocation of Legal Intern, Forensic Supervisor, Purchasing Assistant and Reallocation of Deputy Director of Economic Development & Intergovernmental Affairs Effective 3/25/07: Reallocation of Water Treatment Plant Operator I & II Effective 1/1/2007: Fire Shift - Scheduled hours reduced from 220.66 to 218.66 to implement a 12th Kelly Day. Effective 9/09/07: New Classification of Design Engineer and Chief Engineer Effective 1/1/08: Increase in minimum wage to $8.07 Effective 1/1/08: Correction to the Ordinance - Subsection 2.20.100C add in 6340 - Public Safety & Education Officer, 6341 - Technical Training Supervisor, 6342 - Technical Training Lieutenant and 8111 - Park Supervisor I; Subsection 2.20.100C and Subsection 2.20.100G delete 9112 - Outside City Worker 11, 9113 - Outside City Worker III, 9123 - Office (Inside) City Worker 11 and 9124 - (Inside) City Work III; Subsection 2.20.100C and Subsection 2.20.100G changed titles: 9114 from Outside City Worker IV to City Worker (Outside) and 9125 from (Inside) City worker IV to City Worker (Inside); Subsection 2.20.110C changed title: 2105 from Computer Programmer /Operator to Computer Operator /Programmer Effective 1/1/08: New Classification of Deputy Police Chief and Deputy Director of Accounting and Budget Effective 5/18/2008: Title Changes: 8731 - Wastewater Maintenance Specialist 1, 8732 - Wastewater Maintenance Specialist 11, 8733 - Wastewater Maintenance Crew Leader, 13201 - Wastewater Maintenance Supervisor and 15104 - Pretreatment Supervisor Salary Change: 8731 - Wastewater Maintenance Specialist 1 from Pay Range 10.5 to 13.5 New Positions: 11740 - Crime and Intelligence Analyst Supervisor, 6265 - Crime and Intelligence Analyst, 8324 - Environmental Compliance Specialist and 1424 - Municipal Court Cashier ORDINANCE NO. 2008 - AN ORDINANCE relating to City personnel; adopting a classification and compensation plan for City employees to be effective May 18, 2008; amending Subsections 2.20.100A, 2.20.100B, 2.20.100C, 2.20.100D, 2.20.100E, 2.20.110A, 2.20.110B, 2.20.110C, 2.20.110D, 2.20.110E, 2.20.110F, and 2.20.11OG, all of the City of Yakima Municipal Code. BE IT ORDAINED BY THE CITY OF YAKIMA: Section . Subsection 2.20.100A of the City of Yakima Municipal Code is hereby amended to read as follows: "2.20.100 Classification Plan. A. Plan Adopted. A classification plan for city employees is hereby adopted to be effective May 18, 2008, which plan shall consist of the various following subsections of this section." Preliminary Budget • Master Pay Ordinance 1 Section Subsection 2.20.100B of the City of Yakima Municipal Code is hereby amended to read as follows: "2.20.100 Classification Plan. B. Classes Exempt From Civil Service Class No. Class Title (Pay Range) 1000 Exempt Classification Group 1100 Executive Series 1110 City Manager (Pay Code 960) 1120 City Attorney (Pay Code 964) 1130 Assistant City Manager (Pay Code 962) 1140 Director of Finance and Budget (Pay Code 964) 1150 Director of Community and Economic Development (Pay Code 964) 1160 Director of Public Works (Pay Code 964) 1180 Fire Chief (Pay Code 964) 1190 Police Chief (Pay Code 963) 1200 Management Series 1231 Human Resources Manager (Pay Code 970) 1232 Purchasing Manager (Pay Code 973) 1233 Information Systems Manager (Pay Code 968) 1234 City Clerk (Pay Code 973) 1241 Financial Services Manager (Pay Code 968) 1242 Utility Services Manager (Pay Code 972) 1243 Deputy Director of Accounting and Budgeting (Pay Code 967) 1252 Code Administration and Planning Manager (Pay Code 968) 1253 Neighborhood Development Services Manager (Pay Code 971) 1254 Planning Manager (Pay Code 971) 1255 Community Relations Manager (Pay Code 970) 1261 Street and Traffic Operations Manager (Pay Code 970) 1262 Transit Manager (Pay Code 971) 1263 Fleet Manager (Pay Code 972) 1266 Refuse and Recycling Manager (Pay Code 972) 1267 Park and Recreation Manager (Pay Code 970) 1271 City Engineer (Pay Code 965) 1272 Wastewater Manager (Pay Code 968) 1273 Water and Irrigation Manager (Pay Code 970) 1274 Public Safety Communications Manager (Pay Code 971) 1275 Deputy Director of Economic Development & Intergovernmental Affairs (Pay Code 968) 1281 Deputy Police Chief (Pay Code 965) 1300 Executive Support Series 1311 Executive Secretary (Pay Code 979) 1321 Senior Assistant City Attorney 11 (Pay Code 965) 1322 Senior Assistant City Attorney 1 (Pay Code 968) 2 Master Pay Ordinance • Preliminary Budget Class No. Class Title (Pay Range) 1323 Assistant City Attorney 11 (Pay Code 971) 1324 Assistant City Attorney I (Pay Code 973) 1325 Legal Intern (Pay Code 980) 1331 Administrative Assistant to the City Manager (Pay Code 979) 1400 Municipal Court Series 1412 Municipal Court Commissioner (Pay Code 966) 1413 Municipal Court Judge (Pay Code 1000) 1421 Court Services Manager (Pay Code 973) 1422 Municipal Court Clerk (Pay Code 987) 1423 Certified Court Interpreter (Pay Code 980) 1424 Municipal Court Cashier (Pay Code 990) 1430 Deputy Court Services Manager (Pay Code 980) 1431 Probation Services Manager (Pay Code 975) 1432 Probation Officer (Pay Code 978) 1433 Probation Services Clerk (Pay Code 987) 1434 Case Specialist (Pay Code 980)" Section Subsection 2.20.100C of the City of Yakima Municipal Code is hereby amended to read as follows: "C. Civil Service Classes Class No. Class Title (Pay Range) 2000 Administrative & Fiscal Technical Group 2100 Data Processing Series 2101 Computer Programmer (R 13.5) 2102 GIS Technician (R 16.5) 2103 Programmer Analyst (R 16.5) 2104 Senior Analyst (R 19.0) 2105 Computer Operator /Programmer (R 10.5) 2106 Computer Operations Assistant (R 9.0) 2107 Computer Operations Technician (R 11.5) 2108 Computer Client Services Technician (R 19.5) 2109 Applications Developer (R 20.5) 2110 Database Administrator (R 23.0) 2111 Lead Applications Systems Designer (R 24.0) 2112 Network Services Engineer (R 25.0) 2113 Senior Client Services Technician (R 21.5) 2114 Senior Applications Developer (R 21.5) 2115 Publications and Graphics Specialist (R 9.0) Preliminary Budget • Master Pay Ordinance 3 Class No. Class Title (Pay Range) 2200 Management Technical Series 2230 Assistant Buyer (R 12.5) 2231 Buyer (R 16.5) 2232 Central Storekeeper (R 10.5) 2233 Purchasing Assistant (R 12.5) 2251 Cable Television Coordinator (R 18.0) 2252 Community Programming Coordinator (R 13.5) 2253 Community Programming Assistant (R 9.5) 2254 Municipal Producer (R 11.0) 2262 Safety and Training Officer (R 16.5) 2300 Fiscal Series 2310 Grant Coordinator (R 15.0) 2312 Accounting Technician (R 12.5) 2314 Budget Analyst (R 20.0) 2315 Cashier (R 6.5) 2316 Financial Services Specialist (R 12.5) 3000 Engineering, Planning & Technical Group 3100 Civil Engineering Series 3112 Engineering Associate (R 19.0) 3115 Project Engineer (R 22.5) 3120 Design Engineer (R 22.5) 3130 Development Engineer (R 21.0) 3200 Electrical Engineering Series 3300 Planning Series 3310 Planning Specialist (R 10.5) 3311 Assistant Planner (R 16.5) 3320 Community Development Specialist (R 19.0) 3321 Associate Planner (R 19.0) 3322 Senior Planner (R 20.0) 3323 Economic and Community Affairs Specialist (R 20.0) 4000 Engineering, Planning & Inspection Technical Group 4100 Civil Engineering Technical Series 4111 Engineering Aid (R 9.5) 4115 Engineering Utility Specialist (R 16.0) 4121 Engineering Technician I (Design) (R 13.0) 4122 Engineering Technician I (Records) (R 13.0) 4 Master Pay Ordinance • Preliminary Budget Class No. Class Title (Pay Range) 4125 Engineering Technician II (R 16.5) 4128 Right of Way Agent (R 17.0) 4131 Engineering Technician I (Survey) (R 13.0) 4133 Engineering Technician III (Survey) (R 17.0) 4134 Engineering Technician III (Design) (R 17.0) 4135 Engineering Technician III (Development) (R 17.0) 4141 Construction Inspector (R 17.0) 4200 Electrical Technical Series 4211 Traffic Signal Aide (R 11.0) 4221 Signal Technician I (R 14.0) 4222 Signal Technician II (R 16.0) 4223 Signal Technician III (R 20.5) 4240 Instrument Technician (R 18.5) 4300 Plans Examiner Series 4310 Plans Examiner I (Residential) (R 16.0) 4315 Plans Examiner II (Commercial) (R 20.0) 4400 Code Inspection Series 4410 Code Inspection Trainee (R 12.0) 4419 Code Compliance Officer (R 15.0) 4420 Fire Code Inspector (R 19.5) 4421 Code Inspector (R 19.5) 4441 Permit Technician (13.0) 4500 Electronics Technical Series 4520 Electronics Technician I (Pay Code 547) 4521 Electronics Technician 11 (Pay Code 550) 4522 Electronics Supervisor (Pay Code 545) 4600 Traffic Technical Series 4611 Traffic Aid (R 9.5) 4621 Traffic Technician 1 (R 13.0) 4622 Traffic Technician II (R 16.5) 4632 Traffic Associate (R 19.0) 4635 Traffic Signal System Analyst (R 21.5) 5000 Human Services Group 5100 Housing Services Series 5121 Housing Rehabilitation Assistant (R 10.5) 5122 Neighborhood Development Rehabilitation Specialist 1 (R 14.0) Preliminary Budget • Master Pay Ordinance 5 Class No. Class Title (Pay Ranqe) 5123 Neighborhood Development Rehabilitation Specialist II (R 18.0) 5124 Housing Rehabilitation Specialist III (R 19.0) 5130 Home Remodeling Technician (R 14.5) 5151 Housing Loan Specialist (R 15.0) 5152 Neighborhood Development Accounting Specialist (R 14.5) 5154 Neighborhood Development Assistant (R 11.5) 5200 Recreation Series 5201 Golf Starter (R 5.5) 5202 Golf Course Attendant (R 8.5) 5234 Recreation Leader (R 6.5) 5235 Recreation Activities Specialist (R 10.5) 5254 Athletic Coordinator (R 12.5) 5255 Recreation Coordinator (R 12.5) 5256 Recreation Activities Coordinator (R 15.5) 5266 Aquatic Specialist (R 10.5) 5267 Aquatic Leader (R 7.0) 5268 Lifeguard /Instructor (R 2.0) 5271 Parks and Recreation Administrative Specialist (R 16.5) 6000 Public Protection Group 6100 Police Protection Series 6121 Police Officer (Pay Code 400) 6122 Police Officer (Lateral) (Pay Code 400) 6124 Police Sergeant (Pay Code 450) 6126 Police Lieutenant (Pay Code 968) 6127 Police Captain (Pay Code 966) 6200 Police Support Series 6210 Senior Evidence Technician (R 18.0) 6211 Evidence Technician (R 17.0) 6212 Assistant Evidence Technician (R 12.0) 6221 Corrections Officer (R 15.5) 6235 Corrections Administrative Specialist (R 16.0) 6241 Police Information Specialist (R 16.0)* 6242 Police Records Supervisor (R 14.0)* 6243 Police Department Assistant III (R 8.5)* 6251 Police Department Assistant I (R 5.5) 6252 Police Services Specialist I (R 10.0) 6253 Police Services Specialist II (R 14.0) 6260 Police Cadet (R 5.0) 6265 Crime and Intelligence Analyst (R 19.0) * Retained for Police Pension Purposes 6 Master Pay Ordinance • Preliminary Budget Class No. Class Title (Pay Range) 6300 Fire Protection Series 6321 Firefighter (Pay Code 530) 6323 Fire Lieutenant (Shift) (Pay Code 525) 6324 Fire Lieutenant (Day) (Pay Code 526) 6325 Fire Captain (Shift) (Pay Code 515) 6326 Fire Captain (Day) (Pay Code 510) 6327 Battalion Chief (Shift) (Pay Code 969) 6328 Battalion Chief (Day) (Pay Code 968) 6338 Fire Investigation and Education Officer (Pay Code 510) 6339 Fire Investigator (Pay Code 520) 6340 Public Safety & Education Officer (Pay Code 506) 6341 Technical Training Supervisor (Pay Code 506) 6342 Technical Training Lieutenant (Pay Code 526) 6343 Deputy Fire Marshal (Pay Code 506) 6344 Assistant Fire Marshal (Pay Code 527) 6351 Fire Training Supervisor (Pay Code 506) 6352 Fire Training Assistant (Pay Code 527 6380 Deputy Fire Chief (Pay Code 966) 6400 Fire Support Series 6410 911 Calltaker (Pay Code 590) 6411 Fire Dispatcher (Pay Code 575) 6412 Public Safety Dispatcher (Pay Code 575) 6415 Public Safety Lead Dispatcher (Pay Code 558) 6425 Alarm Supervisor (Pay Code 555) 6440 Secretary I (Pay Code 585) 6441 Secretary 11 (Pay Code 580) 6500 Animal Control Series 6510 Animal Control Officer (R 15.0) 6511 Animal Control Officer (Lead) (R 10.5) 6600 Parking Control Series 6610 Parking Enforcement Officer (R 13.0) 6611 Lead Parking Enforcement Officer (R 9.5) 7000 Office Support Group 7100 Clerical Series 7110 Senior Center Clerk (R 6.5) 7111 Senior Center Assistant (R 10.5) 7121 Department Assistant 1 (R 5.5) Preliminary Budget • Master Pay Ordinance 7 Class No. Class Title (Pay Range) 7122 Department Assistant II (R 6.5) 7123 Department Assistant III (R 8.5) 7124 Department Assistant IV (R 10.5) 7131 Word Processing Typist (R 8.0) 7141 Pension /Records Clerk (R 12.5) 7151 Water /Irrigation Division Administrative Specialist (R 12.0) 7161 Public Records Officer (R 19.0) 7300 Utility Service Series 7311 Water Service Specialist (R 14.5) 7315 Utility Service Representative (R 12.0) 7500 Data Processing Support Series 7511 Data Entry Operator I (R 5.5) 7512 Data Entry Operator II (R 7.0) 7600 Duplicating Series 7611 Print Shop Operator (R 11.5) 8000 Maintenance and Crafts Group 8100 Maintenance and Crafts Supervision Series 8111 Park Supervisor I (R 13.0) 8200 Mechanical Repair Series 8203 Fleet Maintenance Technician (R 14.5) 8204 Vehicle Maintenance Attendant (R 10.0) 8205 Police Fleet Specialist (R 15.5) 8211 Mechanic I (R 17.0) 8213 Automotive Storekeeper (R 15.5) 8221 Machinist (R 14.0) 8230 Maintenance Mechanic (Pay Code 560) 8241 Industrial Maintenance Mechanic (R 17.0) 8242 Preventative Maintenance Technician (R 15.0) 8251 Waterworks Device Technician (R 16.0) 8252 Water Device Crew Leader (R 18.0) 8300 Plant Operation Series 8301 Wastewater Facility Support Worker (R 8.5) 8302 Industrial Waste Operator (R 14.5) 8311 Wastewater Treatment Plant Operator I (R 10.5) 8312 Wastewater Treatment Plant Operator II (R 15.0) 8 Master Pay Ordinance • Preliminary Budget Class No. Class Title (Pay Ranqe) 8313 Wastewater Treatment Plant Operator III (R 17.0) 8320 Laboratory Assistant (R 10.5) 8321 Laboratory Technician (R 15.5) 8322 Pretreatment Technician (R 15.5) 8323 Pretreatment Crew Leader (R 17.5) 8324 Environmental Compliance Specialist (R 21.0) 8326 Laboratory Chemist (R 19.0) 8331 Water Treatment Plant Operator I (R 14.5) 8332 Water Treatment Plant Operator II (R 15.5) 8333 Water Treatment Plant Chief Operator (R 17.5) 8335 Water Quality Specialist (R 17.5) 8400 Equipment Operation Series 8421 Equipment Operator I (R 10.5) 8422 Equipment Operator II (R 12.0) 8423 Equipment Operator III (R 14.0) 8433 Solid Waste Crew Leader (R 15.5) 8500 Facilities Maintenance Series 8511 Custodian (R 4.5) 8541 Building Maintenance Specialist (R 8.5) 8542 Facility Maintenance Specialist (R 11.5) 8600 Labor and Crafts Series 8610 Labor Helper (R 2.0) 8621 Monument Setter (R 11.5) 8631 Utility Worker (R 10.5) 8641 Solid Waste Maintenance Worker (R 12.5) 8651 Concrete Specialist I (R 13.5) 8663 Traffic Sign Specialist (R 15.0) 8664 Senior Traffic Sign Specialist (R 16.5) 8671 Irrigation Specialist I (R 12.0) 8672 Irrigation Specialist II (R 13.5) 8673 Irrigation Crewleader (R 17.0) 8681 Storekeeper (R 15.5) 8700 Public Works Maintenance Series 8701 Street Inspector (R 17.0) 8710 Street Laborer (R 9.0) 8711 Street Maintenance Specialist (R 14.5) 8713 Street Maintenance Crew Leader (R 17.5) 8721 Street Cleaning Specialist I (R 10.5) 8722 Street Cleaning Specialist II (R 12.5) 8731 Wastewater Maintenance Specialist I (R 13.5) 8732 Wastewater Maintenance Specialist II (R 15.0) Preliminary Budget • Master Pay Ordinance 9 Class No. Class Title (Pay Ranqe) 8733 Wastewater Maintenance Crew Leader (R 17.0) 8741 Waterworks Specialist 1 (R 13.5) 8742 Waterworks Specialist 11 (R 15.0) 8743 Waterworks Specialist III (R 13.5) 8744 Water Distribution Crewleader (R 17.0) 8745 Waterworks Drafting /Service Representative (R 16.0) 8750 Utilities Locator (R 14.5) 8751 Utilities Locator /Safety Coordinator (R 16.5) 8755 Construction Quality Control Technician (R 17.5) 8800 Parks Maintenance Series 8810 Park Laborer (R 9.0) 8817 Parks Maintenance Technician (R 15.5) 8818 Parks Maintenance Specialist (R 12.5) 8819 Parks Maintenance Worker (R 9.0) 8820 Park Caretaker (R 6.5) 8821 Park Specialist 1 (R 9.5) 8822 Park Specialist 11 (R 10.5) 8823 Park Specialist III (R 12.5) 8825 Golf Course Maintenance Specialist (R 16.5) 8830 Cemetery Specialist (R 12.5) 8831 Cemetery Maintenance Technician (14.0) 8840 Pool Maintenance Specialist (R 12.5) 8841 Aquatic Maintenance Technician (R 16.5) 9000 Temporary Work Group 9100 City Worker Series 9114 City Worker (Outside) 9125 City Worker (Inside) 9126 Temporary Refuse Helper" Section Subsection 2.20.100 D of the City of Yakima Municipal Code is hereby amended to read as follows: "D. Union Exempt Civil Service Classes Class No. Class Title (Pay Ranqe) 10000 Union Exempt Management Support Group 10100 Human Resource Series 10101 Deputy Human Resources Manager (Pay Code 972) 10102 Chief Examiner (Pay Code 975) 10103 Human Resources Specialist (Pay Code 981) 10 Master Pay Ordinance • Preliminary Budget Class No. Class Title (Pay Range) 10104 Human Resources Assistant (Pay Code 984) 10200 Data Processing Series 10201 Senior Analyst (Pay Code 974) 10300 Fiscal Series 10301 Payroll Officer (Pay Code 975) 10302 Accountant (Pay Code 975) 10303 Financial Services Officer (Pay Code 972) 10304 Treasury Services Officer (Pay Code 972) 10305 Financial Services Technician -- Payroll (Pay Code 981) 10500 Clerical Series 10502 Deputy City Clerk (Pay Code 979) 10506 Executive Assistant (Pay Code 980) 10507 Administrative Secretary (Pay Code 983) 10510 Legal Assistant III (Pay Code (980) 10511 Legal Assistant II (Pay Code 983) 10512 Legal Assistant I (Pay Code 984) 10520 Utility and Finance Assistant (Pay Code 982) 10600 Civil Engineer Technical Support Series 10601 Engineering Contracts Specialist (Pay Code 980) 10602 Engineering Office Assistant (Pay Code 982) 11000 Union Exempt Technical Supervisory Group 11100 Civil Engineering Supervisory Series 11101 Construction Supervisor (Pay Code 973) 11102 Utility Engineer (Pay Code 971) 11103 Supervising Traffic Engineer (Pay Code 973) 11104 Senior Engineer (Pay Code 972) 11105 Water /Irrigation Engineer (Pay Code 972) 11106 Surface Water Engineer (Pay Code 973) 11107 Chief Engineer (Pay Code 970) 11200 Planning Supervisory Series 11201 Supervising Planner (Pay Code 973) 11202 Senior Project Planner (Transit) (Pay Code 972) 11250 Code Inspection Supervisory Series 11251 Supervising Code Inspector (Pay Code 973) Preliminary Budget • Master Pay Ordinance 11 Class No. Class Title (Pay Ranqe) 11300 Electrical Supervisory Series 11301 Traffic Operations Supervisor (Pay Code 974) 11400 Housing Services Supervisory Series 11401 Senior Program Supervisor (Pay Code 978) 11410 Neighborhood Development Services Operations Supervisor (Pay Code 973) 11500 Recreation Supervisory Series 11501 Recreation Program Supervisor (Pay Code 980) 11502 Aquatics Program Supervisor (Pay Code 975) 11503 Recreation Supervisor (Pay Code 976) 11600 Clerical Series 11601 Community and Economic Development Office Administrator (Pay Code 980) 11602 Code Inspection Office Supervisor (Pay Code 978) 11603 Public Works Office Assistant (Pay Code 983) 11604 Parks and Recreation Administrative Associate (Pay Code 979) 11700 Police Support Supervisory Series 11701 Administrative Assistant to the Police Chief (Pay Code 980) 11710 Police Services Supervisor (Pay Code 978) 11720 Corrections Sergeant (Pay Code 978) 11730 Forensic Supervisor (Pay Code 975) 11740 Crime and Intelligence Analyst Supervisor (Pay Code 967) 11800 Administrative Support Supervisory Series 11801 Administrative Assistant to the Director of Public Works 11900 Data Processing Series 11901 Supervising Senior Analyst (Pay Code 972) 12000 Union Exempt Mechanical Maintenance and Repair Supervisory Group 12100 Fleet Maintenance and Repair Supervisory Series 12101 Equipment Maintenance Supervisor (Pay Code 977) 12102 Mechanic II (Pay Code 979) 12103 Equipment Supervisor (Pay Code 975) 12200 Industrial Maintenance and Repair Supervisory Series 12201 Industrial Maintenance Supervisor (Pay Code 974) 12 Master Pay Ordinance • Preliminary Budget Class No. Class Title (Pay Range) 13000 Union Exempt Maintenance Supervisory Group 13100 Parks Maintenance Supervisory Series 13101 Parks Operations Supervisor (Pay Code 972) 13102 Parks Superintendent (Pay Code 974) 13103 Cemetery Supervisor (Pay Code 978) 13200 Wastewater Collections Supervisory Series 13201 Wastewater Maintenance Supervisor (Pay Code 975) 13300 Street Maintenance and Repair Supervisory Series 13301 Street Supervisor (Pay Code 975) 13302 Street Maintenance Supervisor (Pay Code 973) 13400 Irrigation Supervisory Series 13401 Irrigation Supervisor (Pay Code 976) 13500 Waterworks Supervisory Series 13501 Water Distribution Supervisor (Pay Code 975) 13600 Facilities Maintenance Supervisory Series 13601 Building Superintendent (Pay Code 978) 13700 Traffic Sign Supervisory Series 13701 Traffic Sign Supervisor (Pay Code 975) 14000 Route Operations Supervisory Group 14100 Refuse Supervisory Series 14101 Solid Waste Supervisor (Pay Code 979) 14200 Transit Supervisory Series 14201 Transit Operations Supervisor (Pay Code 975) 14202 Transit Field Operations Supervisor (Pay Code 978) 14300 Utility Service Series 14301 Utility Service Supervisor (Pay Code 978) Preliminary Budget • Master Pay Ordinance 13 Class No. Class Title (Pay Range) 15100 Wastewater Treatment Plant Supervisory Series 15101 Assistant Wastewater Manager (Pay Code 971) 15102 Wastewater Treatment Plant Process Control Supervisor (Pay Code 973) 15103 Wastewater Treatment Plant Chief Operator (Pay Code 976) 15104 Pretreatment Supervisor (Pay Code 975) 15200 Water Treatment Plant Supervisory Series 15201 Water Treatment Plant Supervisor (Pay Code 974) 15300 Wastewater Treatment Laboratory Supervisory Series 15301 Lab Coordinator (Pay Code 975) 16000 Union Exempt Fire Support Group 16101 Administrative Assistant to the Fire Chief (Pay Code 980) 17000 Union Exempt Fire Civil Service Supervisory Series 17101 Public Safety Communications Supervisor (Pay Code 975) 18000 Union Exempt Public Safety Support Group 18101 Communications Division Office Assistant (Pay Code 987)" Section Subsection 2.20.100E of the City of Yakima Municipal Code is hereby amended to read as follows: "E. Transit Civil Service Classes Class No. Class Title (Pay Range) 20000 Transit Technical Support Group 20100 Transit Technical Series 20101 Marketing and Program Administrator (Pay Code 675) 20102 Transit Project Planner (Pay Code 675) 21000 Transit Supervisory Group 21101 Transit Route Supervisor (Pay Code 665) 22000 Transit Maintenance and Operation Group 14 Master Pay Ordinance • Preliminary Budget Class No. Class Title (Pay Range) 22100 Transit Operation Series 22101 Transit Operator (Pay Code 655) 22102 Transit Dispatcher (Pay Code 660) 23000 Transit Maintenance Group 23000 Transit Maintenance Series 23101 Transit Service Worker (Pay Code 650) 23102 Transit Vehicle Cleaner (Pay Code 625) 24000 Transit Office Support Group 24101 Transit Department Assistant 11 (Pay Code 645)" Section Subsection 2.20.110A of the City of Yakima Municipal Code is hereby amended to read as follows: "2.20.110 Compensation Plan. A. Pay ranges and pay steps, set out in the schedule constituting Subsection B through G of this section, for the classes allocated to these pay ranges shall be in full force and effect as of May 18, 2008. The pay rates shall constitute full compensation for those employees with a work week of forty hours as set out in other sections of this code. Employees whose work week is less than forty hours shall be paid at the rate which is in the same proportion to the rates set out herein that their work week bears to forty hours. The hourly rate for those employees of the Fire Department whose work week exceeds forty hours shall be computed according to the provisions of Section 2.22.030 of this code The performance of employees in the series designated Subsection B shall be evaluated annually in accordance with a management performance evaluation plan. The result of the performance evaluations shall be the determination by the City Manager of the actual salary of each employee in the designated positions, and the determination by the City Council of the actual salary of the City Manager, which actual salaries shall be no less than the minimum nor no greater than the maximum set out in the pay range applicable to the position, according to the following schedule:" Preliminary Budget • Master Pay Ordinance 15 Section Subsection 2.20.110B of the City of Yakima Municipal Code is hereby amended to read as follows: "B. General and Public Safety Management, Union Exempt Supervisors and Confidential Classes Pay Class Code Code Class Title A BC DE F 960 1110 City Manager MO 1/1/2007 8709.83 9146.62 9605.95 10084.34 10587.00 HR 1/1/2007 50.25 52.77 55.42 58.18 61.08 MO 1/1/2008 9120.62 9578.22 10060.07 10561.00 11086.19 HR 1/1/2008 52.62 55.26 58.04 60.93 63.96 MO 7/1/2008 9255.82 9720.35 10209.14 10716.99 11250.85 HR 7/1/2008 53.40 56.08 58.90 61.83 64.91 961 No Allocated MO 1/1/2007 8295.57 8709.83 9146.62 9605.95 10084.34 Classification HR 1/1/2007 47.86 50.25 52.77 55.42 58.18 MO 1/1/2008 8687.30 9120.62 9578.22 10060.07 10561.00 HR 1/1/2008 50.12 52.62 55.26 58.04 60.93 MO 7/1/2008 8815.56 9255.82 9720.35 10209.14 10716.99 HR 7/1/2008 50.86 53.40 56.08 58.90 61.83 1000 1413 Municipal Court Judge MO 9/1/2006 9949.14 HR 9/1/2006 57.40 MO 9/1/2007 10626.86 HR 9/1/2007 61.31 MO 9/1/2008 11219.65 HR 9/1/2008 64.73 The compensation for Municipal Court Judge is set by YMC 1.60.040(J) at 95% of the District Court Judges' salary as set by the State Salary Commission, with any variance for rounding in favor of the judge. 962 1130 Assistant City Manager MO 1/1/2007 7896.91 8295.57 8709.83 9146.62 9605.95 HR 1/1/2007 45.56 47.86 50.25 52.77 55.42 MO 1/1/2008 8269.57 8687.30 9120.62 9578.22 10060.07 HR 1/1/2008 47.71 50.12 52.62 55.26 58.04 MO 7/1/2008 8392.64 8815.56 9255.82 9720.35 10209.14 HR 7/1/2008 48.42 50.86 53.40 56.08 58.90 963 1190 Police Chief MO 1/1/2007 7522.52 7896.91 8295.57 8709.83 9146.62 HR 1/1/2007 43.40 45.56 47.86 50.25 52.77 MO 1/1/2008 7877.85 8269.57 8687.30 9120.62 9578.22 HR 1/1/2008 45.45 47.71 50.12 52.62 55.26 MO 7/1/2008 7993.98 8392.64 8815.56 9255.82 9720.35 HR 7/1/2008 46.12 48.42 50.86 53.40 56.08 16 Master Pay Ordinance • Preliminary Budget Pay Class Code Code Class Title A BC DE F 964 1120 City Attorney MO 1/1/2007 7168.93 7522.52 7896.91 8295.57 8709.83 1150 Dir. Comm. & Econ. HR 1/1/2007 41.36 43.40 45.56 47.86 50.25 Development MO 1/1/2008 7506.92 7877.85 8269.57 8687.30 9120.62 1140 Director of Finance and HR 1/1/2008 43.31 45.45 47.71 50.12 52.62 Budget MO 7/1/2008 7617.85 7993.98 8392.64 8815.56 9255.82 1160 Director of Public Works HR 7/1/2008 43.95 46.12 48.42 50.86 53.40 1180 Fire Chief 965 1271 City Engineer MO 1/1/2007 6827.47 7168.93 7522.52 7896.91 8295.57 1281 Deputy Police Chief HR 1/1/2007 39.39 41.36 43.40 45.56 47.86 1321 Senior Assistant City MO 1/1/2008 7149.86 7506.92 7877.85 8269.57 8687.30 Atty II HR 1/1/2008 41.25 43.31 45.45 47.71 50.12 MO 7/1/2008 7255.59 7617.85 7993.98 8392.64 8815.56 HR 7/1/2008 41.86 43.95 46.12 48.42 50.86 966 6380 Deputy Fire Chief MO 1/1/2007 6503.34 6827.47 7168.93 7522.52 7896.91 1412 Municipal Court HR 1/1/2007 37.52 39.39 41.36 43.40 45.56 Commissioner MO 1/1/2008 6810.14 7149.86 7506.92 7877.85 8269.57 6127 Police Captain HR 1/1/2008 39.29 41.25 43.31 45.45 47.71 MO 7/1/2008 6910.67 7255.59 7617.85 7993.98 8392.64 HR 7/1/2008 39.87 41.86 43.95 46.12 48.42 967 11740 Crime and Intelligence MO 1/1/2007 6187.88 6503.34 6827.47 7168.93 7522.52 Analyst Supervisor HR 1/1/2007 35.70 37.52 39.39 41.36 43.40 1243 Deputy Director of MO 1/1/2008 6480.81 6810.14 7149.86 7506.92 7877.85 Accounting and Budgeting HR 1/1/2008 37.39 39.29 41.25 43.31 45.45 MO 7/1/2008 6576.14 6910.67 7255.59 7617.85 7993.98 HR 7/1/2008 37.94 39.87 41.86 43.95 46.12 968 1252 Code Admin & Planning MO 1/1/2007 5894.95 6187.88 6503.34 6827.47 7168.93 Manager HR 1/1/2007 34.01 35.70 37.52 39.39 41.36 1275 Deputy Director of MO 1/1/2008 6174.01 6480.81 6810.14 7149.86 7506.92 Economic Development & HR 1/1/2008 35.62 37.39 39.29 41.25 43.31 Intergovernmental Affairs MO 7/1/2008 6265.88 6576.14 6910.67 7255.59 7617.85 1241 Financial Services HR 7/1/2008 36.15 37.94 39.87 41.86 43.95 Manager 1233 Information Systems Manager 6126 Police Lieutenant 1322 Senior Assistant City Attorney I 1272 Wastewater Manager Preliminary Budget • Master Pay Ordinance 17 Pay Class Code Code Class Title A BC DE F 968BCD 6328 Battalion Chief (Day) MO 1/1/2007 5894.95 6187.88 6503.34 6827.47 7168.93 HR 1/1/2007 34.01 35.70 37.52 39.39 41.36 MO 1/1/2008 6076.95 6380.28 6704.40 7038.93 7390.79 HR 1/1/2008 35.06 36.81 38.68 40.61 42.64 MO 7/1/2008 6076.95 6380.28 6704.40 7038.93 7390.79 7759.98 HR 7/1/2008 35.06 36.81 38.68 40.61 42.64 44.77 969 6327 Battalion Chief Shift MO 1/1/2007 5896.04 6187.72 6494.99 6826.76 7165.20 HR 1/1/2007 26.48 27.79 29.17 30.66 32.18 MO 1/1/2008 6078.62 6379.21 6695.39 7038.28 7387.86 HR 1/1/2008 27.30 28.65 30.07 31.61 33.18 MO 7/1/2008 6078.62 6379.21 6695.39 7038.28 7387.86 7757.47 HR 7/1/2008 27.30 28.65 30.07 31.61 33.18 34.84 970 11107 Chief Engineer HR 1/1/2007 5617.63 5894.95 6187.88 6503.34 6827.47 1255 Community Relations MO 1/1/2007 32.41 34.01 35.70 37.52 39.39 Manager HR 1/1/2008 5882.82 6174.01 6480.81 6810.14 7149.86 1231 Human Resources MO 1/1/2008 33.94 35.62 37.39 39.29 41.25 Manager HR 7/1/2008 5969.49 6265.88 6576.14 6910.67 7255.59 1267 Park and Recreation MO 7/1/2008 34.44 36.15 37.94 39.87 41.86 Manager 1261 Street and Traffic Ops Mgr 1273 Water and Irrigation Mgr 971 1323 Assistant City Attorney II MO 1/1/2007 5347.23 5617.63 5894.95 6187.88 6503.34 15101 Assistant Wastewater HR 1/1/2007 30.85 32.41 34.01 35.70 37.52 Manager MO 1/1/2008 5600.29 5882.82 6174.01 6480.81 6810.14 1253 Neighborhood HR 1/1/2008 32.31 33.94 35.62 37.39 39.29 Development Services Mgr MO 7/1/2008 5683.49 5969.49 6265.88 6576.14 6910.67 1254 Planning Manager HR 7/1/2008 32.79 34.44 36.15 37.94 39.87 1274 Public Safety Communications Manager 1262 Transit Manager 11102 Utility Engineer 972 10101 Deputy Human Resource MO 1/1/2007 5092.44 5347.23 5617.63 5894.95 6187.88 Manager HR 1/1/2007 29.38 30.85 32.41 34.01 35.70 10303 Financial Services Officer MO 1/1/2008 5333.36 5600.29 5882.82 6174.01 6480.81 1263 Fleet Manager HR 1/1/2008 30.77 32.31 33.94 35.62 37.39 13101 Parks Operations MO 7/1/2008 5413.10 5683.49 5969.49 6265.88 6576.14 Supervisor HR 7/1/2008 31.23 32.79 34.44 36.15 37.94 1266 Refuse and Recycling Manager 11104 Senior Engineer 11202 Senior Project Planner (Transit) 11901 Supervising Senior Analyst 18 Master Pay Ordinance • Preliminary Budget Pay Class Code Code Class Title A BC DE F 10304 Treasury Services Officer 1242 Utility Services Manager 11105 Water /Irrigation Engineer 973 1324 Assistant City Attorney I MO 1/1/2007 4848.04 5092.44 5347.23 5617.63 5894.95 1234 City Clerk HR 1/1/2007 27.97 29.38 30.85 32.41 34.01 11101 Construction Supervisor MO 1/1/2008 5076.84 5333.36 5600.29 5882.82 6174.01 1421 Court Services Manager HR 1/1/2008 29.29 30.77 32.31 33.94 35.62 11410 Neighborhood MO 7/1/2008 5151.37 5413.10 5683.49 5969.49 6265.88 Development Services HR 7/1/2008 29.72 31.23 32.79 34.44 36.15 Operations Supervisor 1232 Purchasing Manager 13302 Street Maintenance Supervisor 11201 Supervising Associate Planner 11251 Supervising Code Inspector 11103 Supervising Traffic Engineer 11106 Surface Water Engineer 15102 Wastewater Treatment Plant Process Control Supervisor 974 12201 Industrial Maintenance MO 1/1/2007 4619.24 4848.04 5092.44 5347.23 5617.63 Supervisor HR 1/1/2007 26.65 27.97 29.38 30.85 32.41 13102 Parks Superintendent MO 1/1/2008 4837.64 5076.84 5333.36 5600.29 5882.82 10201 Senior Analyst(Exempt) HR 1/1/2008 27.91 29.29 30.77 32.31 33.94 11301 Traffic Operations MO 7/1/2008 4908.71 5151.37 5413.10 5683.49 5969.49 Supervisor HR 7/1/2008 28.32 29.72 31.23 32.79 34.44 15201 Water Treatment Plant Supervisor 975 10302 Accountant MO 1/1/2007 4399.12 4619.24 4848.04 5092.44 5347.23 11502 Aquatics Program HR 1/1/2007 25.38 26.65 27.97 29.38 30.85 Supervisor MO 1/1/2008 4607.11 4837.64 5076.84 5333.36 5600.29 10102 Chief Examiner HR 1/1/2008 26.58 27.91 29.29 30.77 32.31 12103 Equipment Supervisor MO 7/1/2008 4674.71 4908.71 5151.37 5413.10 5683.49 11730 Forensic Supervisor HR 7/1/2008 26.97 28.32 29.72 31.23 32.79 15301 Lab Coordinator 10301 Payroll Officer 15104 Pretreatment Supervisor 1431 Probation Services Manager 17101 Public Safety Communications Supervisor 13301 Street Supervisor 13701 Traffic Sign Supervisor Preliminary Budget • Master Pay Ordinance 19 Pay Class Code Code Class Title A BC DE F 14201 Transit Operations Supervisor 13201 Wastewater Maintenance Supervisor 13501 Water Distribution Supervisor 976 13401 Irrigation Supervisor MO 1/1/2007 4184.19 4399.12 4619.24 4848.04 5092.44 11503 Recreation Supervisor HR 1/1/2007 24.14 25.38 26.65 27.97 29.38 15103 WWTP Chief Operator MO 1/1/2008 4381.78 4607.11 4837.64 5076.84 5333.36 HR 1/1/2008 25.28 26.58 27.91 29.29 30.77 MO 7/1/2008 4445.91 4674.71 4908.71 5151.37 5413.10 HR 7/1/2008 25.65 26.97 28.32 29.72 31.23 977 12101 Equipment Maintenance MO 1/1/2007 3990.06 4184.19 4399.12 4619.24 4848.04 Supervisor HR 1/1/2007 23.02 24.14 25.38 26.65 27.97 MO 1/1/2008 4178.99 4381.78 4607.11 4837.64 5076.84 HR 1/1/2008 24.11 25.28 26.58 27.91 29.29 MO 7/1/2008 4241.39 4445.91 4674.71 4908.71 5151.37 HR 7/1/2008 24.47 25.65 26.97 28.32 29.72 978 13601 Building Superintendent MO 1/1/2007 3795.93 3990.06 4184.19 4399.12 4619.24 13103 Cemetery Supervisor HR 1/1/2007 21.90 23.02 24.14 25.38 26.65 11602 Code Inspections Office MO 1/1/2008 3974.46 4178.99 4381.78 4607.11 4837.64 Supervisor HR 1/1/2008 22.93 24.11 25.28 26.58 27.91 11720 Corrections Sergeant MO 7/1/2008 4033.39 4241.39 4445.91 4674.71 4908.71 11710 Police Services Supervisor HR 7/1/2008 23.27 24.47 25.65 26.97 28.32 1432 Probation Officer 11401 Senior Program Supervisor 14202 Transit Field Operations Supervisor 14301 Utility Service Supervisor 979 1331 Administrative Assistant to MO 1/1/2007 3620.86 3795.93 3990.06 4184.19 4399.12 the City Manager HR 1/1/2007 20.89 21.90 23.02 24.14 25.38 10502 Deputy City Clerk MO 1/1/2008 3792.46 3974.46 4178.99 4381.78 4607.11 1311 Executive Secretary HR 1/1/2008 21.88 22.93 24.11 25.28 26.58 12102 Mechanic II MO 7/1/2008 3847.93 4033.39 4241.39 4445.91 4674.71 11604 Parks and Recreation HR 7/1/2008 22.20 23.27 24.47 25.65 26.97 Administrative Associate 14101 Solid Waste Supervisor 980 16101 Administrative Assistant MO 1/1/2007 3447.53 3620.86 3795.93 3990.06 4184.19 to Fire Chief HR 1/1/2007 19.89 20.89 21.90 23.02 24.14 11701 Administrative Assistant to MO 1/1/2008 3610.46 3792.46 3974.46 4178.99 4381.78 to Police Chief HR 1/1/2008 20.83 21.88 22.93 24.11 25.28 1434 Case Specialist MO 7/1/2008 3664.20 3847.93 4033.39 4241.39 4445.91 1423 Certified Court Interpreter HR 7/1/2008 21.14 22.20 23.27 24.47 25.65 20 Master Pay Ordinance • Preliminary Budget Pay Class Code Code Class Title A BC DE F 11601 Community & Economic Development Office Administrator 1430 Deputy Court Services Manager 10601 Engineering Contracts Specialist 10506 Executive Assistant 10510 Legal Assistant III 1325 Legal Intern 11501 Recreation Program Supervisor 981 10305 Financial Services MO 1/1/2007 3279.40 3447.53 3620.86 3795.93 3990.06 Technician - Payroll HR 1/1/2007 18.92 19.89 20.89 21.90 23.02 10103 Human Resources MO 1/1/2008 3433.67 3610.46 3792.46 3974.46 4178.99 Specialist HR 1/1/2008 19.81 20.83 21.88 22.93 24.11 MO 7/1/2008 3483.93 3664.20 3847.93 4033.39 4241.39 HR 7/1/2008 20.10 21.14 22.20 23.27 24.47 982 10602 Engineering Office MO 1/1/2007 3130.34 3279.40 3447.53 3620.86 3795.93 Assistant HR 1/1/2007 18.06 18.92 19.89 20.89 21.90 10520 Utility and Finance MO 1/1/2008 3277.67 3433.67 3610.46 3792.46 3974.46 Assistant HR 1/1/2008 18.91 19.81 20.83 21.88 22.93 MO 7/1/2008 3326.20 3483.93 3664.20 3847.93 4033.39 HR 7/1/2008 19.19 20.10 21.14 22.20 23.27 983 10507 Administrative Secretary MO 1/1/2007 2976.08 3130.34 3279.40 3447.53 3620.86 10511 Legal Assistant II HR 1/1/2007 17.17 18.06 18.92 19.89 20.89 11603 Public Works Office MO 1/1/2008 3116.47 3277.67 3433.67 3610.46 3792.46 Assistant HR 1/1/2008 17.98 18.91 19.81 20.83 21.88 MO 7/1/2008 3163.27 3326.20 3483.93 3664.20 3847.93 HR 7/1/2008 18.25 19.19 20.10 21.14 22.20 984 10104 Human Resources MO 1/1/2007 2835.68 2976.08 3130.34 3279.40 3447.53 Assistant HR 1/1/2007 16.36 17.17 18.06 18.92 19.89 10512 Legal Assistant I MO 1/1/2008 2969.14 3116.47 3277.67 3433.67 3610.46 HR 1/1/2008 17.13 17.98 18.91 19.81 20.83 MO 7/1/2008 3012.48 3163.27 3326.20 3483.93 3664.20 HR 7/1/2008 17.38 18.25 19.19 20.10 21.14 985 No Allocated MO 1/1/2007 2702.21 2835.68 2976.08 3130.34 3279.40 Classification HR 1/1/2007 15.59 16.36 17.17 18.06 18.92 MO 1/1/2008 2830.48 2969.14 3116.47 3277.67 3433.67 HR 1/1/2008 16.33 17.13 17.98 18.91 19.81 MO 7/1/2008 2872.08 3012.48 3163.27 3326.20 3483.93 HR 7/1/2008 16.57 17.38 18.25 19.19 20.10 Preliminary Budget • Master Pay Ordinance 21 Pay Class Code Code Class Title A BC DE F 986 No Allocated MO 1/1/2007 2572.22 2702.21 2835.68 2976.08 3130.34 Classification HR 1/1/2007 14.84 15.59 16.36 17.17 18.06 MO 1/1/2008 2693.55 2830.48 2969.14 3116.47 3277.67 HR 1/1/2008 15.54 16.33 17.13 17.98 18.91 MO 7/1/2008 2733.41 2872.08 3012.48 3163.27 3326.20 HR 7/1/2008 15.77 16.57 17.38 18.25 19.19 987 18101 Communications Division MO 1/1/2007 2456.09 2572.22 2702.21 2835.68 2976.08 Office Assistant HR 1/1/2007 14.17 14.84 15.59 16.36 17.17 1422 Municipal Court Clerk MO 1/1/2008 2572.22 2693.55 2830.48 2969.14 3116.47 1433 Probation Services Clerk HR 1/1/2008 14.84 15.54 16.33 17.13 17.98 MO 7/1/2008 2610.35 2733.41 2872.08 3012.48 3163.27 HR 7/1/2008 15.06 15.77 16.57 17.38 18.25 988 No Allocated MO 5/18/2008 2449.15 2572.22 2693.55 2830.48 2969.14 Classification HR 5/18/2008 14.13 14.84 15.54 16.33 17.13 MO 7/1/2008 2485.55 2610.35 2733.41 2872.08 3012.48 HR 7/1/2008 14.34 15.06 15.77 16.57 17.38 989 No Allocated MO 5/18/2008 2333.02 2449.15 2572.22 2693.55 2830.48 Classification HR 5/18/2008 13.46 14.13 14.84 15.54 16.33 MO 7/1/2008 2367.69 2485.55 2610.35 2733.41 2872.08 HR 7/1/2008 13.66 14.34 15.06 15.77 16.57 990 1424 Municipal Court Cashier MO 5/18/2008 2222.09 2333.02 2449.15 2572.22 2693.55 HR 5/18/2008 12.82 13.46 14.13 14.84 15.54 MO 7/1/2008 2255.02 2367.69 2485.55 2610.35 2733.41 HR 7/1/2008 13.01 13.66 14.34 15.06 15.77 Section Subsection 2.20.110C of the City of Yakima Municipal Code is hereby amended to read as follows: 'C. Civil Service Classes Pay Class Range Code Class Title A BC DE F 1.0 No Allocated MO 1/1/2007 1579.04 1655.30 1724.63 1804.37 1880.63 Classification HR 1/1/2007 9.11 9.55 9.95 10.41 10.85 MO 1/1/2008 1625.84 1705.57 1776.63 1858.1 1937.83 HR 1/1/2008 9.38 9.84 10.25 10.72 11.18 1.5 No Allocated MO 1/1/2007 1620.64 1688.23 1766.23 1837.30 1918.76 Classification HR 1/1/2007 9.35 9.74 10.19 10.60 11.07 MO 1/1/2008 1669.17 1738.50 1819.97 1892.76 1975.96 HR 1/1/2008 9.63 10.03 10.50 10.92 11.40 22 Master Pay Ordinance • Preliminary Budget Pay Class Range Code Class Title A BC DE F 2.0 8610 Labor Helper MO 1/1/2007 1655.30 1724.63 1804.37 1880.63 1958.63 5268 Lifeguard /Instructor HR 1/1/2007 9.55 9.95 10.41 10.85 11.30 MO 1/1/2008 1705.57 1776.63 1858.10 1937.83 2017.56 HR 1/1/2008 9.84 10.25 10.72 11.18 11.64 2.5 No Allocated MO 1/1/2007 1688.23 1766.23 1837.30 1918.76 2000.23 Classification HR 1/1/2007 9.74 10.19 10.60 11.07 11.54 MO 1/1/2008 1738.50 1819.97 1892.76 1975.96 2060.89 HR 1/1/2008 10.03 10.50 10.92 11.40 11.89 3.0 No Allocated MO 1/1/2007 1724.63 1804.37 1880.63 1958.63 2053.96 Classification HR 1/1/2007 9.95 10.41 10.85 11.30 11.85 MO 1/1/2008 1776.63 1858.10 1937.83 2017.56 2116.36 HR 1/1/2008 10.25 10.72 11.18 11.64 12.21 3.5 No Allocated MO 1/1/2007 1766.23 1837.30 1918.76 2000.23 2097.29 Classification HR 1/1/2007 10.19 10.60 11.07 11.54 12.10 MO 1/1/2008 1819.97 1892.76 1975.96 2060.89 2159.69 HR 1/1/2008 10.50 10.92 11.40 11.89 12.46 4.0 No Allocated MO 1/1/2007 1804.37 1880.63 1958.63 2053.96 2142.36 Classification HR 1/1/2007 10.41 10.85 11.30 11.85 12.36 MO 1/1/2008 1858.10 1937.83 2017.56 2116.36 2206.49 HR 1/1/2008 10.72 11.18 11.64 12.21 12.73 4.5 8511 Custodian MO 1/1/2007 1837.30 1918.76 2000.23 2097.29 2192.62 HR 1/1/2007 10.60 11.07 11.54 12.10 12.65 MO 1/1/2008 1892.76 1975.96 2060.89 2159.69 2258.49 HR 1/1/2008 10.92 11.40 11.89 12.46 13.03 5.0 6260 Police Cadet MO 1/1/2007 1880.63 1958.63 2053.96 2142.36 2242.89 HR 1/1/2007 10.85 11.30 11.85 12.36 12.94 MO 1/1/2008 1937.83 2017.56 2116.36 2206.49 2310.49 HR 1/1/2008 11.18 11.64 12.21 12.73 13.33 5.5 7511 Data Entry Operator I MO 1/1/2007 1918.76 2000.23 2097.29 2192.62 2289.69 7121 DepartmentAssistantl HR 1/1/2007 11.07 11.54 12.10 12.65 13.21 5201 Golf Starter MO 1/1/2008 1975.96 2060.89 2159.69 2258.49 2359.02 6251 Police Department HR 1/1/2008 11.40 11.89 12.46 13.03 13.61 Assistant I 6.0 No Allocated MO 1/1/2007 1958.63 2053.96 2142.36 2242.89 2348.62 Classification HR 1/1/2007 11.30 11.85 12.36 12.94 13.55 MO 1/1/2008 2017.56 2116.36 2206.49 2310.49 2419.69 HR 1/1/2008 11.64 12.21 12.73 13.33 13.96 Preliminary Budget • Master Pay Ordinance 23 Pay Class Range Code Class Title A BC DE F 6.5 2315 Cashier MO 1/1/2007 2000.23 2097.29 2192.62 2289.69 2397.15 7122 Department Assistant II HR 1/1/2007 11.54 12.10 12.65 13.21 13.83 8820 Park Caretaker MO 1/1/2008 2060.89 2159.69 2258.49 2359.02 2468.22 5234 Recreation Leader HR 1/1/2008 11.89 12.46 13.03 13.61 14.24 7110 Senior Center Clerk 7.0 5267 Aquatic Leader MO 1/1/2007 2053.96 2142.36 2242.89 2348.62 2447.42 7512 Data Entry Operator II HR 1/1/2007 11.85 12.36 12.94 13.55 14.12 MO 1/1/2008 2116.36 2206.49 2310.49 2419.69 2520.22 HR 1/1/2008 12.21 12.73 13.33 13.96 14.54 7.5 No Allocated MO 1/1/2007 2097.29 2192.62 2289.69 2397.15 2501.15 Classification HR 1/1/2007 12.10 12.65 13.21 13.83 14.43 MO 1/1/2008 2159.69 2258.49 2359.02 2468.22 2575.68 HR 1/1/2008 12.46 13.03 13.61 14.24 14.86 8.0 7131 Word Processing Typist MO 1/1/2007 2142.36 2242.89 2348.62 2447.42 2554.88 HR 1/1/2007 12.36 12.94 13.55 14.12 14.74 MO 1/1/2008 2206.49 2310.49 2419.69 2520.22 2631.15 HR 1/1/2008 12.73 13.33 13.96 14.54 15.18 8.5 8541 Building Maintenance MO 1/1/2007 2192.62 2289.69 2397.15 2501.15 2627.68 Specialist HR 1/1/2007 12.65 13.21 13.83 14.43 15.16 7123 Department Assistant III MO 1/1/2008 2258.49 2359.02 2468.22 2575.68 2705.68 5202 Golf Course Attendant HR 1/1/2008 13.03 13.61 14.24 14.86 15.61 6243 Police Department Assistant III" 8301 Wastewater Facility Support Worker " Retained for Police Pension Purposes 9.0 2106 Computer Operations MO 1/1/2007 2242.89 2348.62 2447.42 2554.88 2688.35 Assistant HR 1/1/2007 12.94 13.55 14.12 14.74 15.51 8810 Park Laborer MO 1/1/2008 2310.49 2419.69 2520.22 2631.15 2769.81 8819 Parks Maintenance Worker HR 1/1/2008 13.33 13.96 14.54 15.18 15.98 2115 Publications and Graphics Specialist 8710 Street Laborer 9.5 2253 Community Programming MO 1/1/2007 2289.69 2397.15 2501.15 2627.68 2735.15 Assistant HR 1/1/2007 13.21 13.83 14.43 15.16 15.78 4111 Engineering Aid MO 1/1/2008 2359.02 2468.22 2575.68 2705.68 2816.61 6611 Lead Parking Enforcement HR 1/1/2008 13.61 14.24 14.86 15.61 16.25 Officer 8821 Park Specialist I 4611 Traffic Aid 24 Master Pay Ordinance • Preliminary Budget Pay Class Range Code Class Title A BC DE F 10.0 6252 Police Services Specialist I MO 1/1/2007 2348.62 2447.42 2554.88 2688.35 2792.35 8204 Vehicle Maintenance HR 1/1/2007 13.55 14.12 14.74 15.51 16.11 Attendant (Lead) MO 1/1/2008 2419.69 2520.22 2631.15 2769.81 2875.54 HR 1/1/2008 13.96 14.54 15.18 15.98 16.59 10.5 6511 Animal Control Lead MO 1/1/2007 2397.15 2501.15 2627.68 2735.15 2865.14 5266 Aquatic Specialist HR 1/1/2007 13.83 14.43 15.16 15.78 16.53 2232 Central Storekeeper MO 1/1/2008 2468.22 2575.68 2705.68 2816.61 2951.81 2105 Computer Operator/ HR 1/1/2008 14.24 14.86 15.61 16.25 17.03 Programmer 7124 Department Assistant IV 8421 Equipment Operator I 5121 Housing Rehabilitation Assistant 8320 Laboratory Assistant 8822 Park Specialist II 3310 Planning Specialist 5235 Recreation Activities Specialist 7111 Senior Center Assistant 8721 Street Cleaning Specialist I 8631 Utility Worker 8311 Wastewater Treatment Plant Operator I 11.0 2254 Municipal Producer MO 1/1/2007 2447.42 2554.88 2688.35 2792.35 2929.28 4211 Traffic Signal Aide HR 1/1/2007 14.12 14.74 15.51 16.11 16.90 MO 1/1/2008 2520.22 2631.15 2769.81 2875.54 3017.68 HR 1/1/2008 14.54 15.18 15.98 16.59 17.41 11.5 2107 Computer Operations MO 1/1/2007 2501.15 2627.68 2735.15 2865.14 3003.81 Technician HR 1/1/2007 14.43 15.16 15.78 16.53 17.33 8542 Facility Maintenance MO 1/1/2008 2575.68 2705.68 2816.61 2951.81 3093.94 Specialist HR 1/1/2008 14.86 15.61 16.25 17.03 17.85 5154 Neighborhood Development Development Assistant 8621 Monument Setter 7611 Print Shop Operator 12.0 6212 Assistant Evidence MO 1/1/2007 2554.88 2688.35 2792.35 2929.28 3064.47 Technician HR 1/1/2007 14.74 15.51 16.11 16.90 17.68 4410 Code Inspection Trainee MO 1/1/2008 2631.15 2769.81 2875.54 3017.68 3156.34 8422 Equipment Operator II HR 1/1/2008 15.18 15.98 16.59 17.41 18.21 8671 Irrigation Specialist I 7315 Utility Service Representative Preliminary Budget • Master Pay Ordinance 25 Pay Class Range Code Class Title A BC DE F 7151 Water /Irrigation Division Administrative Specialist 12.5 2312 Accounting Technician MO 1/1/2007 2627.68 2735.15 2865.14 3003.81 3137.27 2230 Assistant Buyer HR 1/1/2007 15.16 15.78 16.53 17.33 18.10 5254 Athletic Coordinator MO 1/1/2008 2705.68 2816.61 2951.81 3093.94 3230.87 8830 Cemetery Specialist HR 1/1/2008 15.61 16.25 17.03 17.85 18.64 2316 Financial Services Specialist 8818 Parks Maintenance Specialist 8823 Park Specialist III 5255 Recreation Coordinator 7141 Pension /Records Clerk 8840 Pool Maintenance Specialist 2233 Purchasing Assistant 8641 Solid Waste Maintenance Worker 8722 Street Cleaning Specialist II 13.0 4121 Engineering Technician I MO 1/1/2007 2688.35 2792.35 2929.28 3064.47 3199.67 (Design) HR 1/1/2007 15.51 16.11 16.90 17.68 18.46 4122 Engineering Technician I MO 1/1/2008 2769.81 2875.54 3017.68 3156.34 3295.00 (Records) HR 1/1/2008 15.98 16.59 17.41 18.21 19.01 4131 Engineering Technician I (Survey) 6610 Parking Enforcement Officer 8111 Park Supervisor I 4441 Permit Technician 4621 Traffic Technician I 13.5 2101 Computer Programmer MO 1/1/2007 2735.15 2865.14 3003.81 3137.27 3282.87 2252 Community Programming HR 1/1/2007 15.78 16.53 17.33 18.10 18.94 Coordinator MO 1/1/2008 2816.61 2951.81 3093.94 3230.87 3381.67 8651 Concrete Specialist I HR 1/1/2008 16.25 17.03 17.85 18.64 19.51 8672 Irrigation Specialist II 8731 Wastewater Maintenance Specialist I 8741 Waterworks Specialist I 8743 Waterworks Specialist III 26 Master Pay Ordinance • Preliminary Budget Pay Class Range Code Class Title A BC DE F 14.0 8831 Cemetery Maintenance MO 1/1/2007 2792.35 2929.28 3064.47 3199.67 3350.47 Technician HR 1/1/2007 16.11 16.90 17.68 18.46 19.33 8423 Equipment Operator III MO 1/1/2008 2875.54 3017.68 3156.34 3295.00 3451.00 5122 Neighborhood Development HR 1/1/2008 16.59 17.41 18.21 19.01 19.91 Rehabilitation Specialist I 8221 Machinist 6242 Police Records Supervisor " 6253 Police Services Specialist II 4221 Signal Technician I " Retained for Police Pension Purposes 14.5 8203 Fleet Maintenance MO 1/1/2007 2865.14 3003.81 3137.27 3282.87 3425.00 Technician HR 1/1/2007 16.53 17.33 18.10 18.94 19.76 5130 Home Remodeling MO 1/1/2008 2951.81 3093.94 3230.87 3381.67 3527.27 Technician HR 1/1/2008 17.03 17.85 18.64 19.51 20.35 5152 Neighborhood Development Accounting Specialist 8302 Industrial Waste Operator 8711 Street Maintenance Specialist 8750 Utilities Locator 7311 Water Service Specialist 8331 Water Treatment Plant Operator I 15.0 6510 Animal Control Officer MO 1/1/2007 2929.28 3064.47 3199.67 3350.47 3508.20 4419 Code Compliance Officer HR 1/1/2007 16.90 17.68 18.46 19.33 20.24 2310 Grant Coordinator MO 1/1/2008 3017.68 3156.34 3295.00 3451.00 3613.93 5151 Housing Loan Specialist HR 1/1/2008 17.41 18.21 19.01 19.91 20.85 8242 Preventative Maintenance Technician 8663 Traffic Sign Specialist 8732 Wastewater Maintenance Specialist II 8312 Wastewater Treatment Plant Operator II 8742 Waterworks Specialist II 15.5 8213 Automotive Storekeeper MO 1/1/2007 3003.81 3137.27 3282.87 3425.00 3593.13 6221 Corrections Officer HR 1/1/2007 17.33 18.10 18.94 19.76 20.73 8321 Laboratory Technician MO 1/1/2008 3093.94 3230.87 3381.67 3527.27 3700.60 8817 Parks Maintenance HR 1/1/2008 17.85 18.64 19.51 20.35 21.35 Technician 8205 Police Fleet Specialist 5256 Recreation Activities Coordinator 8322 Pretreatment Technician Preliminary Budget • Master Pay Ordinance 27 Pay Class Ranqe Code Class Title A BC DE F 8433 Solid Waste Crew Leader 8681 Storekeeper 8332 Water Treatment Plant Operator I I 16.0 6235 Corrections MO 1/1/2007 3064.47 3199.67 3350.47 3508.20 3667.66 Administrative Specialist HR 1/1/2007 17.68 18.46 19.33 20.24 21.16 4115 Engineering Utility MO 1/1/2008 3156.34 3295.00 3451.00 3613.93 3776.86 Specialist HR 1/1/2008 18.21 19.01 19.91 20.85 21.79 4310 Plans Examiner I (Residential) 6241 Police Information Specialist" 4222 Signal Technician 11 8251 Waterworks Device Technician 8745 Waterworks Drafting /Service Representative " Retained for Police Pension Purposes 16.5 8841 Aquatic Maintenance MO 1/1/2007 3137.27 3282.87 3425.00 3593.13 3764.73 Technician HR 1/1/2007 18.10 18.94 19.76 20.73 21.72 3311 Assistant Planner MO 1/1/2008 3230.87 3381.67 3527.27 3700.60 3877.39 2231 Buyer HR 1/1/2008 18.64 19.51 20.35 21.35 22.37 4125 Engineering Technician 11 2102 GIS Technician 8825 Golf Course Maintenance Specialist 5271 Parks and Recreation Administrative Specialist 2103 Programmer Analyst 2262 Safety and Training Officer 8664 Senior Traffic Sign Specialist 4622 Traffic Technician 11 8751 Utilities Locator /Safety Coordinator 17.0 4141 Construction Inspector MO 1/1/2007 3199.67 3350.47 3508.20 3667.66 3842.73 4134 Engineering Technician III HR 1/1/2007 18.46 19.33 20.24 21.16 22.17 (Design) MO 1/1/2008 3295.00 3451.00 3613.93 3776.86 3958.86 4135 Engineering Technician III HR 1/1/2008 19.01 19.91 20.85 21.79 22.84 (Development) 4133 Engineering Technician III (Survey) 28 Master Pay Ordinance • Preliminary Budget Pay Class Range Code Class Title A BC DE F 6211 Evidence Technician 8241 Industrial Maintenance Mechanic 8673 Irrigation Crew leader 8211 Mechanic I 4128 Right of Way Agent 8701 Street Inspector 8733 Wastewater Maintenance Crew Leader 8744 Water Distribution Crew leader 8313 Wastewater Treatment Plant Operator 11I 17.5 8755 Construction Quality MO 1/1/2007 3282.87 3425.00 3593.13 3764.73 3932.86 Control Technician HR 1/1/2007 18.94 19.76 20.73 21.72 22.69 8323 Pretreatment Crew Leader MO 1/1/2008 3381.67 3527.27 3700.60 3877.39 4050.72 8713 Street Maintenance Crew HR 1/1/2008 19.51 20.35 21.35 22.37 23.37 Leader 8335 Water Quality Specialist 8333 Water Treatment Plant Chief Operator 18.0 2251 Cable Television MO 1/1/2007 3350.47 3508.20 3667.66 3842.73 4022.99 Coordinator HR 1/1/2007 19.33 20.24 21.16 22.17 23.21 5123 Neighborhood MO 1/1/2008 3451.00 3613.93 3776.86 3958.86 4144.32 Development HR 1/1/2008 19.91 20.85 21.79 22.84 23.91 Rehabilitation Specialist 11 6210 Senior Evidence Technician 8252 Water Device Crew Leader 18.5 4240 Instrument Technician MO 1/1/2007 3425.00 3593.13 3764.73 3932.86 4126.99 HR 1/1/2007 19.76 20.73 21.72 22.69 23.81 MO 1/1/2008 3527.27 3700.60 3877.39 4050.72 4250.05 HR 1/1/2008 20.35 21.35 22.37 23.37 24.52 19.0 3321 Associate Planner MO 1/1/2007 3508.20 3667.66 3842.73 4022.99 4211.92 3320 Community Development HR 1/1/2007 20.24 21.16 22.17 23.21 24.30 Specialist MO 1/1/2008 3613.93 3776.86 3958.86 4144.32 4338.45 6265 Crime and Intelligence HR 1/1/2008 20.85 21.79 22.84 23.91 25.03 Analyst 3112 Engineering Associate 5124 Housing Rehabilitation Specialist III 8326 Laboratory Chemist 7161 Public Records Officer 2104 Senior Analyst 4632 Traffic Associate Preliminary Budget • Master Pay Ordinance 29 Pay Class Range Code Class Title A BC DE F 19.5 2108 Computer Client Services MO 1/1/2007 3593.13 3764.73 3932.86 4126.99 4310.72 Technician HR 1/1/2007 20.73 21.72 22.69 23.81 24.87 4421 Code Inspector MO 1/1/2008 3700.60 3877.39 4050.72 4250.05 4440.71 4420 Fire Code Inspector HR 1/1/2008 21.35 22.37 23.37 24.52 25.62 20.0 2314 Budget Analyst MO 1/1/2007 3667.66 3842.73 4022.99 4211.92 4407.78 3323 Economic and HR 1/1/2007 21.16 22.17 23.21 24.30 25.43 Community Affairs MO 1/1/2008 3776.86 3958.86 4144.32 4338.45 4539.51 Specialist HR 1/1/2008 21.79 22.84 23.91 25.03 26.19 4315 Plans Examiner II (Commercial) 3322 Senior Planner 20.5 2109 Applications Developer MO 1/1/2007 3764.73 3932.86 4126.99 4310.72 4515.25 4223 Signal Technician III HR 1/1/2007 21.72 22.69 23.81 24.87 26.05 MO 1/1/2008 3877.39 4050.72 4250.05 4440.71 4650.44 HR 1/1/2008 22.37 23.37 24.52 25.62 26.83 21.0 3130 Development Engineer MO 1/1/2007 3842.73 4022.99 4211.92 4407.78 4614.04 8324 Environmental Compliance HR 1/1/2007 22.17 23.21 24.30 25.43 26.62 Specialist MO 1/1/2008 3958.86 4144.32 4338.45 4539.51 4752.71 HR 1/1/2008 22.84 23.91 25.03 26.19 27.42 21.5 2114 Senior Applications MO 1/1/2007 3932.86 4120.05 4307.25 4515.25 4716.31 Developer HR 1/1/2007 22.69 23.77 24.85 26.05 27.21 2113 Senior Client Services MO 1/1/2008 4050.72 4243.12 4437.25 4650.44 4858.44 Technician HR 1/1/2008 23.37 24.48 25.60 26.83 28.03 4635 Traffic Signal System Analyst 22.0 No Allocated MO 1/1/2007 4022.99 4211.92 4407.78 4614.04 4832.44 Classification HR 1/1/2007 23.21 24.30 25.43 26.62 27.88 MO 1/1/2008 4144.32 4338.45 4539.51 4752.71 4978.04 HR 1/1/2008 23.91 25.03 26.19 27.42 28.72 22.5 3120 Design Engineer MO 1/1/2007 4120.05 4307.25 4515.25 4716.31 4939.91 3115 Project Engineer HR 1/1/2007 23.77 24.85 26.05 27.21 28.50 MO 1/1/2008 4243.12 4437.25 4650.44 4858.44 5088.97 HR 1/1/2008 24.48 25.60 26.83 28.03 29.36 23.0 2110 Database Administrator MO 1/1/2007 4211.92 4407.78 4614.04 4832.44 5047.37 HR 1/1/2007 24.30 25.43 26.62 27.88 29.12 MO 1/1/2008 4338.45 4539.51 4752.71 4978.04 5198.17 HR 1/1/2008 25.03 26.19 27.42 28.72 29.99 30 Master Pay Ordinance • Preliminary Budget Pay Class Range Code Class Title A BC DE F 23.5 No Allocated MO 1/1/2007 4307.25 4515.25 4716.31 4939.91 5154.83 Classification HR 1/1/2007 24.85 26.05 27.21 28.50 29.74 MO 1/1/2008 4437.25 4650.44 4858.44 5088.97 5309.10 HR 1/1/2008 25.60 26.83 28.03 29.36 30.63 24.0 2111 Lead Applications System MO 1/1/2007 4407.78 4614.04 4832.44 5047.37 5298.70 Designer HR 1/1/2007 25.43 26.62 27.88 29.12 30.57 MO 1/1/2008 4539.51 4752.71 4978.04 5198.17 5458.16 HR 1/1/2008 26.19 27.42 28.72 29.99 31.49 24.5 No Allocated MO 1/1/2007 4515.25 4716.31 4939.91 5154.83 5414.83 Classification HR 1/1/2007 26.05 27.21 28.50 29.74 31.24 MO 1/1/2008 4650.44 4858.44 5088.97 5309.10 5577.76 HR 1/1/2008 26.83 28.03 29.36 30.63 32.18 25.0 2112 Network Services Engineer MO 1/1/2007 4614.04 4832.44 5047.37 5298.70 5563.89 HR 1/1/2007 26.62 27.88 29.12 30.57 32.10 MO 1/1/2008 4752.71 4978.04 5198.17 5458.16 5730.29 HR 1/1/2008 27.42 28.72 29.99 31.49 33.06 25.5 No Allocated MO 1/1/2007 4716.31 4939.91 5154.83 5414.83 5683.49 Classification HR 1/1/2007 27.21 28.50 29.74 31.24 32.79 MO 1/1/2008 4858.44 5088.97 5309.10 5577.76 5853.35 HR 1/1/2008 28.03 29.36 30.63 32.18 33.77 26.0 No Allocated MO 1/1/2007 4832.44 5047.37 5298.70 5563.89 5842.95 Classification HR 1/1/2007 27.88 29.12 30.57 32.10 33.71 MO 1/1/2008 4978.04 5198.17 5458.16 5730.29 6018.02 HR 1/1/2008 28.72 29.99 31.49 33.06 34.72 26.5 No Allocated MO 1/1/2007 4939.91 5154.83 5414.83 5683.49 5967.75 Classification HR 1/1/2007 28.50 29.74 31.24 32.79 34.43 MO 1/1/2008 5088.97 5309.10 5577.76 5853.35 6146.28 HR 1/1/2008 29.36 30.63 32.18 33.77 35.46 27.0 No Allocated MO 1/1/2007 5047.37 5298.70 5563.89 5842.95 6132.42 Classification HR 1/1/2007 29.12 30.57 32.10 33.71 35.38 MO 1/1/2008 5198.17 5458.16 5730.29 6018.02 6316.15 HR 1/1/2008 29.99 31.49 33.06 34.72 36.44 27.5 No Allocated MO 1/1/2007 5154.83 5414.83 5683.49 5967.75 6264.15 Classification HR 1/1/2007 29.74 31.24 32.79 34.43 36.14 MO 1/1/2008 5309.10 5577.76 5853.35 6146.28 6451.34 HR 1/1/2008 30.63 32.18 33.77 35.46 37.22 Preliminary Budget • Master Pay Ordinance 31 Pay Class Range Code Class Title A BC DE F 28.0 No Allocated MO 1/1/2007 5298.70 5563.89 5842.95 6132.42 6446.14 Classification HR 1/1/2007 30.57 32.10 33.71 35.38 37.19 MO 1/1/2008 5458.16 5730.29 6018.02 6316.15 6640.27 HR 1/1/2008 31.49 33.06 34.72 36.44 38.31 28.5 No Allocated MO 1/1/2007 5414.83 5683.49 5967.75 6264.15 6579.61 Classification HR 1/1/2007 31.24 32.79 34.43 36.14 37.96 MO 1/1/2008 5577.76 5853.35 6146.28 6451.34 6777.20 HR 1/1/2008 32.18 33.77 35.46 37.22 39.10 29.0 No Allocated MO 1/1/2007 5563.89 5842.95 6132.42 6446.14 6768.54 Classification HR 1/1/2007 32.10 33.71 35.38 37.19 39.05 MO 1/1/2008 5730.29 6018.02 6316.15 6640.27 6971.33 HR 1/1/2008 33.06 34.72 36.44 38.31 40.22 29.5 No Allocated MO 1/1/2007 5628.03 5884.55 6142.82 6425.34 6711.34 Classification HR 1/1/2007 32.47 33.95 35.44 37.07 38.72 MO 1/1/2008 5796.16 6061.35 6326.55 6617.74 6912.40 HR 1/1/2008 33.44 34.97 36.50 38.18 39.88 Section Subsection 2.20.110 D of the City of Yakima Municipal Code is hereby amended to read as follows: "D. Transit Civil Service Classes Pay Class Code Code Class Title A B C D E F 625 23102 Transit Vehicle Cleaner MO 1/1/2007 1594.64 1672.63 1741.97 1821.70 1899.70 HR 1/1/2007 9.20 9.65 10.05 10.51 10.96 MO 1/1/2008 1658.77 1740.23 1811.30 1894.50 1975.96 HR 1/1/2008 9.57 10.04 10.45 10.93 11.40 645 24101 Transit Department MO 1/1/2007 2021.03 2118.09 2215.16 2312.22 2421.42 Assistant 11 HR 1/1/2007 11.66 12.22 12.78 13.34 13.97 MO 1/1/2008 2102.49 2203.02 2303.56 2404.09 2518.48 HR 1/1/2008 12.13 12.71 13.29 13.87 14.53 650 23101 Transit Service Worker MO 1/1/2007 2348.62 2452.62 2572.22 2683.15 2820.08 HR 1/1/2007 13.55 14.15 14.84 15.48 16.27 MO 1/1/2008 2442.22 2551.42 2674.48 2790.61 2932.74 HR 1/1/2008 14.09 14.72 15.43 16.10 16.92 655 22101 Transit Operator MO 1/1/2007 2572.22 2683.15 2820.08 2934.48 3073.14 HR 1/1/2007 14.84 15.48 16.27 16.93 17.73 MO 1/1/2008 2674.48 2790.61 2932.74 3052.34 3196.21 HR 1/1/2008 15.43 16.10 16.92 17.61 18.44 32 Master Pay Ordinance • Preliminary Budget Pay Class Code Code Class Title A BC DE F 660 22102 Transit Dispatcher MO 1/1/2007 2683.15 2820.08 2934.48 3073.14 3215.27 HR 1/1/2007 15.48 16.27 16.93 17.73 18.55 MO 1/1/2008 2790.61 2932.74 3052.34 3196.21 3343.54 HR 1/1/2008 16.10 16.92 17.61 18.44 19.29 665 21101 Transit Route Supervisor MO 1/1/2007 2996.88 3142.47 3282.87 3433.67 3591.40 HR 1/1/2007 17.29 18.13 18.94 19.81 20.72 MO 1/1/2008 3116.47 3269.00 3414.60 3570.60 3735.26 HR 1/1/2008 17.98 18.86 19.70 20.60 21.55 670 No Allocated MO 1/1/2007 3366.07 3518.60 3671.13 3853.13 4031.66 Classification HR 1/1/2007 19.42 20.30 21.18 22.23 23.26 MO 1/1/2008 3501.27 3659.00 3818.46 4007.39 4192.85 HR 1/1/2008 20.20 21.11 22.03 23.12 24.19 675 20101 Marketing & Program MO 1/1/2007 3818.46 4000.46 4187.65 4385.25 4588.05 Administrator HR 1/1/2007 22.03 23.08 24.16 25.30 26.47 20102 Transit Project Planner MO 1/1/2008 3970.99 4159.92 4355.78 4560.31 4771.77 HR 1/1/2008 22.91 24.00 25.13 26.31 27.53 Section Subsection 2.20.110E of the City of Yakima Municipal Code is hereby amended to read as follows: "E. Police Civil Service Classes Pay Class Code Code Class Title A BC DE F 400 6121 Police Officer MO 1/1/2007 3920.72 4237.92 4475.38 4666.04 5314.30 6122 Police Officer (Lateral) HR 1/1/2007 22.62 24.45 25.82 26.92 30.66 MO 1/1/2008 4116.59 4449.38 4698.98 4900.04 5579.49 HR 1/1/2008 23.75 25.67 27.11 28.27 32.19 MO 7/1/2008 4158.19 4494.45 4745.78 4948.57 5634.96 HR 7/1/2008 23.99 25.93 27.38 28.55 32.51 450 6124 Police Sergeant MO 1/1/2007 5825.62 6111.62 HR 1/1/2007 33.61 35.26 MO 1/1/2008 6115.08 6416.68 HR 1/1/2008 35.28 37.02 MO 7/1/2008 6177.48 6480.81 HR 7/1/2008 35.64 37.39 Preliminary Budget • Master Pay Ordinance 33 Section Subsection 2.20.110F of the City of Yakima Municipal Code is hereby amended to read as follows: "F. Fire Civil Service Classes Pay Class Code Code Class Title A BC DE F 506 6343 Deputy Fire Marshal MO 1/1/2007 5768.42 6054.42 6366.41 6687.07 6992.13 6351 Fire Training Supervisor HR 1/1/2007 33.28 34.93 36.73 38.58 40.34 6340 Public Safety & Education MO 1/1/2008 6056.15 6357.74 6685.34 7021.60 7342.26 Officer HR 1/1/2008 34.94 36.68 38.57 40.51 42.36 6341 Technical Training MO 7/1/2008 6116.82 6421.88 6752.94 7092.66 7415.06 Supervisor HR 7/1/2008 35.29 37.05 38.96 40.92 42.78 510 6326 Fire Captain Day MO 1/1/2007 5246.70 5501.49 5787.49 6078.68 6361.21 6338 Fire Investigation and HR 1/1/2007 30.27 31.74 33.39 35.07 36.70 Education Officer MO 1/1/2008 5508.43 5777.09 6076.95 6382.01 6680.14 HR 1/1/2008 31.78 33.33 35.06 36.82 38.54 MO 7/1/2008 5563.89 5834.29 6137.62 6446.14 6747.74 HR 7/1/2008 32.10 33.66 35.41 37.19 38.93 515 6325 Fire Captain Shift MO 1/1/2007 5247.84 5503.67 5787.93 6076.56 6358.63 HR 1/1/2007 24.00 25.17 26.47 27.79 29.08 MO 1/1/2008 5510.23 5779.18 6076.56 6380.50 6675.69 HR 1/1/2008 25.20 26.43 27.79 29.18 30.53 MO 7/1/2008 5564.90 5836.04 6137.79 6443.91 6743.47 HR 7/1/2008 25.45 26.69 28.07 29.47 30.84 520 6339 Fire Investigator MO 1/1/2007 4742.31 4976.30 5210.30 5480.69 5756.29 HR 1/1/2007 27.36 28.71 30.06 31.62 33.21 MO 1/1/2008 4979.77 5225.90 5470.29 5754.56 6044.02 HR 1/1/2008 28.73 30.15 31.56 33.20 34.87 MO 7/1/2008 5030.04 5277.90 5525.76 5811.75 6104.68 HR 7/1/2008 29.02 30.45 31.88 33.53 35.22 525 6323 Fire Lieutenant (Shift) MO 1/1/2007 4742.74 4976.70 5210.67 5486.18 5752.94 HR 1/1/2007 21.69 22.76 23.83 25.09 26.31 MO 1/1/2008 4978.89 5225.97 5470.87 5759.50 6041.58 HR 1/1/2008 22.77 23.90 25.02 26.34 27.63 MO 7/1/2008 5029.18 5278.45 5525.54 5816.36 6102.80 HR 7/1/2008 23.00 24.14 25.27 26.60 27.91 526 6324 Fire Lieutenant (Day) MO 1/1/2007 4742.31 4976.30 5210.30 5480.69 5756.29 6342 Technical Training HR 1/1/2007 27.36 28.71 30.06 31.62 33.21 Lieutenant MO 1/1/2008 4979.77 5225.90 5470.29 5754.56 6044.02 HR 1/1/2008 28.73 30.15 31.56 33.20 34.87 MO 7/1/2008 5030.04 5277.90 5525.76 5811.75 6104.68 HR 7/1/2008 29.02 30.45 31.88 33.53 35.22 34 Master Pay Ordinance • Preliminary Budget Pay Class Code Code Class Title A BC DE F 527 6344 Assistant Fire Marshal MO 1/1/2007 5213.77 5475.49 5733.76 6026.68 6331.74 6352 Fire Training Assistant HR 1/1/2007 30.08 31.59 33.08 34.77 36.53 MO 1/1/2008 5473.76 5749.36 6019.75 6328.28 6648.94 HR 1/1/2008 31.58 33.17 34.73 36.51 38.36 MO 7/1/2008 5529.23 5806.56 6080.42 6392.41 6714.80 HR 7/1/2008 31.90 33.50 35.08 36.88 38.74 530 6321 Firefighter MO 1/1/2007 3839.67 4141.42 4388.51 4572.18 5206.29 HR 1/1/2007 17.56 18.94 20.07 20.91 23.81 MO 1/1/2008 4032.09 4349.15 4607.17 4801.77 5466.50 HR 1/1/2008 18.44 19.89 21.07 21.96 25.00 MO 7/1/2008 4071.45 4392.88 4653.08 4849.88 5521.17 HR 7/1/2008 18.62 20.09 21.28 22.18 25.25 545 4522 Electronics Supervisor MO 1/1/2007 4260.45 4470.18 4693.78 4920.84 5172.17 HR 1/1/2007 24.58 25.79 27.08 28.39 29.84 MO 1/1/2008 4392.18 4608.84 4839.37 5073.37 5333.36 HR 1/1/2008 25.34 26.59 27.92 29.27 30.77 MO 7/1/2008 4392.18 4608.84 4839.37 5073.37 5333.36 5600.29 HR 7/1/2008 25.34 26.59 27.92 29.27 30.77 32.31 547 4520 Electronics Technician I MO 1/1/2007 3269.00 3412.87 3574.06 3738.73 3910.32 HR 1/1/2007 18.86 19.69 20.62 21.57 22.56 MO 1/1/2008 3369.54 3518.60 3685.00 3854.86 4031.66 HR 1/1/2008 19.44 20.30 21.26 22.24 23.26 MO 7/1/2008 3369.54 3518.60 3685.00 3854.86 4031.66 4232.72 HR 7/1/2008 19.44 20.30 21.26 22.24 23.26 24.42 550 4521 Electronics Technician 11 MO 1/1/2007 3698.86 3886.06 4078.45 4281.25 4497.91 HR 1/1/2007 21.34 22.42 23.53 24.70 25.95 MO 1/1/2008 3813.26 4007.39 4204.99 4414.72 4636.58 HR 1/1/2008 22.00 23.12 24.26 25.47 26.75 MO 7/1/2008 3813.26 4007.39 4204.99 4414.72 4636.58 4868.84 HR 7/1/2008 22.00 23.12 24.26 25.47 26.75 28.09 555 6425 Alarm Supervisor MO 1/1/2007 3794.19 3969.26 4147.79 4338.45 4532.58 HR 1/1/2007 21.89 22.90 23.93 25.03 26.15 MO 1/1/2008 3912.06 4092.32 4276.05 4473.65 4672.98 HR 1/1/2008 22.57 23.61 24.67 25.81 26.96 MO 7/1/2008 3912.06 4092.32 4276.05 4473.65 4672.98 4906.97 HR 7/1/2008 22.57 23.61 24.67 25.81 26.96 28.31 Preliminary Budget • Master Pay Ordinance 35 Pay Class Code Code Class Title A BC DE F 557 No Allocated MO 1/1/2007 4175.52 4362.72 4563.78 4775.24 4988.44 Classification HR 1/1/2007 24.09 25.17 26.33 27.55 28.78 MO 1/1/2008 4305.52 4497.91 4705.91 4922.57 5142.70 HR 1/1/2008 24.84 25.95 27.15 28.40 29.67 MO 7/1/2008 4305.52 4497.91 4705.91 4922.57 5142.70 5399.23 HR 7/1/2008 24.84 25.95 27.15 28.40 29.67 31.15 558 6415 Public Safety MO 1/1/2007 3643.40 6827.13 4019.52 4220.59 4430.31 Lead Dispatcher HR 1/1/2007 21.02 22.08 23.19 24.35 25.56 MO 1/1/2008 3756.06 3944.99 4144.32 4350.58 4567.25 HR 1/1/2008 21.67 22.76 23.91 25.10 26.35 MO 7/1/2008 3756.06 3944.99 4144.32 4350.58 4567.25 4796.04 HR 7/1/2008 21.67 22.76 23.91 25.10 26.35 27.67 560 8230 Maintenance Mechanic MO 1/1/2007 4092.32 4296.85 4511.78 4735.38 4976.30 HR 1/1/2007 23.61 24.79 26.03 27.32 28.71 MO 1/1/2008 4218.85 4430.31 4652.18 4882.71 5130.57 HR 1/1/2008 24.34 25.56 26.84 28.17 29.60 MO 7/1/2008 4218.85 4430.31 4652.18 4882.71 5130.57 5387.10 HR 7/1/2008 24.34 25.56 26.84 28.17 29.60 31.08 565 No Allocated MO 1/1/2007 1882.36 1969.03 2062.63 2152.76 2256.76 Classification HR 1/1/2007 10.86 11.36 11.90 12.42 13.02 MO 1/1/2008 1941.30 2029.69 2126.76 2220.36 2326.09 HR 1/1/2008 11.20 11.71 12.27 12.81 13.42 MO 7/1/2008 1941.30 2029.69 2126.76 2220.36 2326.09 2442.22 HR 7/1/2008 11.20 11.71 12.27 12.81 13.42 14.09 575 6411 Fire Dispatcher MO 1/1/2007 3012.48 3158.07 3308.87 3475.27 3846.19 6412 Public Safety Dispatcher HR 1/1/2007 17.38 18.22 19.09 20.05 22.19 MO 1/1/2008 3106.07 3255.14 3411.13 3582.73 3965.79 HR 1/1/2008 17.92 18.78 19.68 20.67 22.88 MO 7/1/2008 3106.07 3255.14 3411.13 3582.73 3965.79 4163.39 HR 7/1/2008 17.92 18.78 19.68 20.67 22.88 24.02 580 6441 Secretary II MO 1/1/2007 2716.08 2842.61 2988.21 3121.67 3288.07 HR 1/1/2007 15.67 16.40 17.24 18.01 18.97 MO 1/1/2008 2801.01 2931.01 3080.07 3218.74 3390.33 HR 1/1/2008 16.16 16.91 17.77 18.57 19.56 MO 7/1/2008 2801.01 2931.01 3080.07 3218.74 3390.33 3560.20 HR 7/1/2008 16.16 16.91 17.77 18.57 19.56 20.54 36 Master Pay Ordinance • Preliminary Budget Pay Class Code Code Class Title A BC DE F 585 6440 Secretary I MO 1/1/2007 2040.09 2157.96 2270.62 2391.95 2520.22 HR 1/1/2007 11.77 12.45 13.10 13.80 14.54 MO 1/1/2008 2102.49 2225.56 2341.69 2466.49 2598.22 HR 1/1/2008 12.13 12.84 13.51 14.23 14.99 MO 7/1/2008 2102.49 2225.56 2341.69 2466.49 2598.22 2728.21 HR 7/1/2008 12.13 12.84 13.51 14.23 14.99 15.74 590 6410 911 Calltaker MO 1/1/2007 2617.28 2749.01 2887.68 3031.54 3182.34 HR 1/1/2007 15.10 15.86 16.66 17.49 18.36 MO 1/1/2008 2698.75 2833.95 2977.81 3125.14 3281.14 HR 1/1/2008 15.57 16.35 17.18 18.03 18.93 MO 7/1/2008 2698.75 2833.95 2977.81 3125.14 3281.14 3445.80 HR 7/1/2008 15.57 16.35 17.18 18.03 18.93 19.88 Section Subsection 2.20.11OG of the City of Yakima Municipal Code is hereby amended to read as follows: G. Seasonal or Temporary Work Classes Steps Pay Class Class Title Code Code 1 2 3 914 9114 City Worker (Outside) HR 1/1/2008 8.07 8.83 9.71 914 9125 City Worker (Inside) HR 1/1/2008 8.07 8.83 9.71 915 9126 Temporary Refuse Helper HR 1/1/2006 10.01 10.94 11.95 Section This ordinance shall be in full force and effect thirty days after its passage, approval and publication as provided by law and by the City Charter. PASSED BY THE CITY COUNCIL, signed and approved this day of , 2008. Mayor ATTEST: City Clerk Publication Date Effective Date Preliminary Budget • Master Pay Ordinance 37 (This page intentionally contains no information.) 38 Master Pay Ordinance • Preliminary Budget CITY OF Yff 2007 GENERAL INFORMATION* STATISTICS: Date of Incorporation 1886 FIRE PROTECTION: Form of Government Council - Manager Commissioned Fire Fighting Personnel 85 Type of Government Charter City Number of Non - Commissioned Personnel 3 Location Central Washington Total Number of Fire Personnel 88 Land Area 27.62 sq. miles Rank in Size — State 10 POLICE PROTECTION: Rank in Size County 1 Commissioned Police Personnel 127 Population 83,731 Non - Commissioned Police Personnel 50 Assessed Valuation $4,586,923,853 Total Number of Police Personnel 177 City Employees (Full -time Equivalents) 741.53 Number of Calls for Service 158 /day Election and Voter Registration: Number of Precincts 37 Number of Registered Voters 33,614 LICENSES AND PERMITS ISSUED: Business Licenses - sliding scale starts PARKS AND RECREATION: at $42.90 for 1 - 2 employees, maximum of $1,285.20 for over eighty employees 4,825 Total Acreage 287 Regulatory Licenses - Number of Parks 32 Varies from $11.00 to $1,000 599 Number of Playgrounds 18 Major Facilities: Fisher Golf Course, two swimming pools, (one indoor, one outdoor), two water UTILITY AND FRANCHISE TAX RATES: playground areas, 13 ball fields (five lighted), Electricity, Gas, Telephone (4% Capped @ 26 tennis courts, six soccer fields, Senior Citizen $4,000 per customer per month) 6% Center, Southeast Center, Tahoma Cemetery. City Utilities — Water, Sewer 14% Refuse 9% BUS PASSES (I MONTH): TV Cable 6% Adult $17.00 Student $12.00 Senior Citizen /Disabled $5.00 UTILITY RATES (2 MONTHS): Water — Base Charge $16.26 ANIMAL LICENSE FEES: Each Unit $1.21 (Rabies Vaccination Required): Wastewater - Base Charge $26.68 1 Year License — Altered $5.00 Each Unit $2.34 Senior Citizens Lifetime - Altered $5.00 Refuse (Carry -out Available for Additional Charge): Senior Citizens Lifetime - Not Altered $30.00 Automated Collection: 1 Year License — Not Altered 35 Gallon Cart $17.22 (Renewal - $25.00) $30.00 96 Gallon Cart $29.26 Disabled / Guide Dog Free Yard Waste: Replacement License $5.00 96 Gallon Cart $22.06 Irrigation (per square foot) $.0285 SALES TAX RATES: State 6.50% PROPERTY TAX LEVY: Transit 0.30% Regular Levy $14,294,963 City of Yakima 0.85% Special Levy $294,000 Yakima County 0.15% Total 2007 Property Tax Levy $14,588,963 Criminal Justice (County) 0.40% Total Sales Tax Rate 8.20% * For information purposes only - not intended for official or legal purposes. Preliminary Budget • General Statistical Information —1 (This page intentionally contains no information.) 2 — General Statistical Information • Preliminary Budget City of Vilitrizt Washington 2009 Policy Issues ar YAKIMA VALLEY ,....„., o 1 Y4 / Mount Adams, Washington U 1 ,2 «, RROS ATev 1. CITY OF Yff , Washington CITY COUNCIL David Edler Mayor, District 2 Neil McClure Assistant, Mayor District 1 Rick Ensey District 3 Kathy Coffey District 4 Norm Johnson At Large, Position 5 Micah Cawley At Large, Position 6 Bill Lover At Large, Position 7 CITY MANAGEMENT EXECUTIVES Richard A. Zais, Jr. City Manager Dave Zabell Assistant City Manager Vacant City Attorney Rita DeBord, CPA Director of Finance Bill Cook Director of Community and Economic Development Sam Granato Police Chief Charlie Hines Fire Chief Chris Waarvick Director of Public Works 129 North Second Street Yakima, WA 98901 (509) 575 -6000 www.ci.yakima.wa.us Cover background courtesy of: USGS /Cascades Volcano Observatory ( A/ '� OFFICE OF THE CITY MANAGER .•.-, 129 North Second Street V . )' City Hall, Yakima, Washington 98901 Phone (509) 575 -6040 1 � R POYAT80 � �o TRANSMITTAL MEMORANDUM October 31, 2008 To: The Honorable Mayor and Members of the City Council From: Dick Zais, City Manager Rita M. DeBord, Finance Director Cindy Epperson, Deputy Director of Accounting and Budgeting Subject: 2009 POLICY ISSUES DOCUMENT (2009 BUDGET — VOLUME III) We are pleased to transmit to the City Council the enclosed 2009 Budget Policy Issue Document. The proposed 2009 budget is designed to meet the Council's Priorities and Strategic Issues and to achieve the City's overall Mission and Vision. The Policy Issues Document is designed to address proposed changes in policy; staffing and /or significant service levels and, thus, are of a nature that call for the Council's specific review and consideration. There are three separate documents that comprise and fully explain the proposed 2009 budget; (1) 2009 Budget Forecast, (2) 2009 Preliminary Budget Document and (3) this, 2009 Policy Issue Document. The Budget Forecast was distributed to Council on October 23, 2008. The latter two documents are being distributed simultaneously. These two documents are being mass produced as separate documents; however, both the Policy Issues and the Preliminary Budget documents have been incorporated into Council's Preliminary Budget binder for Council's reading and referral convenience. (For holders of the Preliminary Budget in a 3 ring binder, the applicable Policy Issue(s) are included at the end of each Department Tab section.) Note: Due to the size of the budget documents, a limited number of three -ring binder documents will be printed. Additional copies of the 2009 Comprehensive Preliminary Budget Report will be printed in three separate softbound covers. Volume I — Budget Forecast, dated Tuesday, October 21, 2008 Volume II — Preliminary Budget Document (detail by Operating Departments) Volume III — Policy Issues Document Copies of these documents may be obtained by contacting the City Clerk's office. Additionally, all three volumes of the 2009 proposed budget can be found on the City's web site (ci.yakima. wa.us, then select Services, click on Finance, click on Budget Information and select which budget document you would like to review.) CITY OF /� Washington 2009 POLICY ISSUE DOCUMENT TABLE OF CONTENTS SUS - SECTION Policy Issue Summary Outside Agencies, and Intergovernmental Agencies City Management (including Water /Irrigation Utilities) Municipal Court Finance Department Community and Economic Development Department Police Department Fire Department (including Public Safety Communications) Public Works Department Note: The inside of each Department's tab provides further detail of the Divisions and areas of responsibility included in that Department's budget. POLICY ISSUE SUMMARY 2009 BUDGET PREPARATION POLICY ISSUE SUMMARY (1) OUTSIDE AGENCIES -- DETERMINED BY COUNCIL POLICY COUNCIL POLICY ISSUE PROPOSED FUNDING REQUEST /JUSTIFICATION SOURCE NON- PERSONNEL COMMENTS Submitted by Council members Cawley and Varies Net savings: Lover: Cap and /or Eliminate all Outside up to $100,000 Agency Funding OUTSIDE AGENCY REQUESTS DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING REQUEST /JUSTIFICATION SOURCE NON- PERSONNEL COMMENTS Yakima County Development General Fund $20,000 Budgeted Association (New Vision) Additional $10,000 Unbudgeted Total Request $30,000 Yakima Chamber of Commerce (2) General Fund $5,900 Budgeted Hispanic Chamber of Commerce (2) General Fund $5,900 Budgeted Fourth of July Committee (2) General Fund /Fire $5,500 Budgeted Sunfair Association (2) General Fund $1,000 Budgeted Yakima Basin Storage Alliance, Black Rock (2) Water Reserves (60 %) $18,000 Budgeted General Fund (40 %) 12,000 $30,000 Yakima - Morelia Sister City Association (2) Economic Development $2,000 Budgeted Fund Additional 3,000 Unbudgeted Total Request $5,000 Committee for Downtown Yakima CBD Capital $50,000 Budgeted Improvement Fund (321) Allied Arts Arts Van General Fund $5,333 Budgeted Retired Senior Volunteer Program (RSVP) Parks & Recreation Fund $3,000 Budgeted In -kind $2,000 Seasons Music Festival (New) Parks & Recreation Fund $8,000 Unbudgeted or Hotel /Motel Tax Citizens for Safe Yakima Valley Communities: General Fund $20,000 Budgeted Existing Community Programs Blockwatch & Crime Free Rental Housing General Fund $60,000 Budgeted Support (New) Federal Byrne Grant Yakima Symphony Orchestra (New) Parks & Recreation Fund $10,000 Unbudgeted or General Fund $208,633 Total Budgeted $31,000 Total Unbudgeted (1) Policy proposal figures may be rounded. (2) These Outside Agency Requests are included in the 2009 Preliminary Budget at the same levels as approved in the 2008 budget. Policy Issues • Summary —1 INTERGOVERNMENTAL AGENCIES DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING REQUEST /JUSTIFICATION SOURCE NON- PERSONNEL COMMENTS Clean Air Authority Assessment General Fund 2008 Assessment $22,062 Budgeted Increase -1.5% 332 2009 Total $22,394 2008Assessment $57,212 Budgeted Yakima County Emergency Management General Fund Increase- 3 %(est) 1,688 Assessment 2009 Estimate $58,900 Additional $1,037 Unbudgeted 2009 Total $59,937 Yakima Valley Conference of Governments General Fund 2008Assessment $42,581 Budgeted (COG) Membership Assessment Decrease- (3.4 %) (1,456) 2009 Total $41,125 CITY MANAGEMENT WASTEWATER / PRE - TREATMENT DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Enhance Security at the Wastewater Facility $200,000 Budgeted Wastewater Treatment Plant Capital Fund STORMWATER DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Reaffirm and Update Council Stormwater Fees Add 2 Budgeted Authorized Stormwater Program Positions (continuation of 2008 Policy Issue $94,000 for mandated activities) Reallocate 0.6 • Personnel Staffing Levels for DOE Grant positions from 2009: Wastewater As Revised 9.56 FTE $30,000 Per 2008 PI 8.96 FTE Adjustment .60 FTE Full year implementation • Begin reimbursement of Stormwater Fees of 4 positions Wastewater Utility for budgeted for advanced funding of partial year in Stormwater program 2008 2 — Summary • Policy Issues WATER / IRRIGATION DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Water and Irrigation Division Water & Irrigation 1. Add 1 Water Budgeted Reorganization - Operating Rates position (OIT) 1. Add 1 "Operator in Training" Water Fund $58,700 (OIT) Position 2. Upgrade 2. Create Water Treatment Operator Operator II and III positions Positions $6,000 Transfer Treatment Plant Chief Operators into new positions 3. Upgrade as eligible Office Position 3. Upgrade Department Irrigation Fund $3 Assistant III to Water/ Irrigation Administration Net $67,700 Specialist LEGAL DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Increase Part -Time Legal Risk Management Add .50 Budgeted Assistant Position To Full -Time Fund Position $30,000 Legal Assistant Position MUNICIPAL COURT DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS None Policy Issues • Summary — 3 FINANCE FINANCIAL SERVICES / UTILITY SERVICES DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Continuation of 2008 Finance General Fund 2009: Implementation Budgeted Department Reorganization Finance ($5,900) Costs (2009 only): Policy Issue - Consolidate Utility Revenue Service Representative and Increase in Utility Utility Finance $1,300 Cashier positions Transfer for Services 13,000 Utility Services: Net Expense Services 9 Total Net Expenditure Increase Increase $7,100 Total $11,000 (including one -time costs) 2009 $22,700 2009: $18,100 2010 $26,000 Annually (ongoing): Total Net Expenditure Increase Finance ($11,800) 2010: $14,200 Utility Services 26,000 Net $14,200 INFORMATION SYSTEMS DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Implement a Records 2009 Implementation: 2009 Budgeted Management System for official Implementation: g City records maintained by the 50% General Fund - City Clerk's office Info Systems GF /IS $42,500 50% Risk Mgmt Risk Mgmt 42,500 Net $85,000 Annual Maintenance Support 2010 2010 $10,000 100% General Fund - Info Systems COMMUNITY AND ECONOMIC DEVELOPMENT PLANNING DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Upgrade Planning Specialist General Fund Net Budgeted position increase $3,500 4 — Summary • Policy Issues CODES DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Increase 2009 Service Contract General Fund 2008: $62,878 with Humane Society by 9.1% or $5,722 2009 Increase: 4.0% 2,516 Budgeted 5.1% 3,206 Unbudgeted 9.1% $68,600 ONDS (OFFICE OF NEIGHBORHOOD DEVELOPMENT) DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS ONDS Reorganization Federal Block Grant Budgeted (net savings) 1. Eliminate ONDS Manager 1. Manager position ($107,000) 2. Reallocate CED Deputy 2. Director Director 20,000 3. Special Assignment for 3. Ops. Sup. Operations Supervisor 8,000 4. Upgrade Account Specialist to 4. Upgrade Financial Services Technician 5 Net ($74,000) TOURISM PROMOTION /YAKIMA CONVENTION CENTER DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Increase annual Management Tourist Promotion $19,350 Budgeted Fee from $645,000 to $664,350 Operating Fund to adequately support Center Hotel / Motel Tax operations Event revenue Equipment Replacement and Convention Center $217,000 Budgeted System Upgrades Capital Market Analysis and Visitor Tourist Promotion $30,000 Budgeted Profile Operating Fund Hotel / Motel Tax CAPITOL THEATRE DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Increase Annual Management Fee Capitol Theatre $12,000 Budgeted from $197,000 to $209,000 Operating Fund Hotel / Motel Tax Policy Issues • Summary — 5 ENGINEERING DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Consideration of a Continued Wastewater, Citywide: Budgeted Organizational Development for Stormwater, Water, Add City the Engineering Division Irrigation and General Fund Engineer Addition of full time Division $144,000 Manager - City Engineer Eliminate Wastewater Allocated to: Lab Tech General Fund - 30% $43,200 ($67,000) Wastewater - 55% 79,200 Net $77,000 Water - 8% 11,500 Stormwater - 5 7,200 General Fund: Irrigation - 2% 2 30% City Eng. Total $144,000 $43,200 Less: 30% CED Deputy Director ($38,900) Net Increase $4,300 2009 Grind and Overlay - REET2 $550,000 Budgeted 16th Avenue from Nob Hill to Washington Avenue POLICE DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS None FIRE SUPPORT SERVICES DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Fire Station 94 Remodel Fire Capital Fund: $600,000 Budgeted REET 1 Allocation 6 — Summary • Policy Issues PUBLIC SAFETY COMMUNICATIONS DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Transfer 2 Public Safety Lead Public Safety Transfer 2 Revenue Budgeted Dispatchers from Dispatch to 911 Communications positions Increase $179,000 Fund ($179,000) (Supported by additional 911 Add Public funding from the County) Increase in County Safety wide 911 contract Dispatcher Add 2 Dispatch positions: $60,000 Public Safety Dispatcher and Add Public Public Safety Lead Dispatcher Safety Lead Dispatcher $70 Net $130,000 Net Savings to Dispatch $49,000 PUBLIC WORKS STREETS DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS 40th Avenue Corridor Traffic Street and Traffic $35,000 Budgeted Movement Improvement Study Engineering Fund - Gas Tax Eliminate Vacant Senior Sign Street and Traffic Eliminate 1 Budgeted Specialist And Upgrade Two (2) Engineering Fund Position and Part -Time (75 %) Sign Specialists Upgrade 2 To Full -Time Job Classes Savings: Net .50 FTE ($34,000) TRANSIT DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Purchase One 35 foot heavy duty, Transit Capital Fund $400,000 Budgeted low floor replacement bus - Local Sales Tax Policy Issues • Summary — 7 REFUSE DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Upgrade Solid Waste Refuse Operating Net Increase $3,000 Budgeted Maintenance Worker position to Fund Solid Waste Code Compliance Officer position Upgrade Solid Waste Refuse Operating Net Increase $3,125 Budgeted Maintenance Worker position to Fund Solid Waste Crew Leader position PARKS AND RECREATION DEPT. /DIV. POLICY ISSUE PROPOSED FUNDING PERSONNEL REQUEST /JUSTIFICATION SOURCE SALARY / BENEFITS NON- PERSONNEL COMMENTS Solicit requests for proposals Parks and (RFP's) to lease Fisher Park Recreation Fund starting in 2010 (no fiscal effect in 2009) Develop Upper Kiwanis Park — Parks Capital Parks Phase 1 Financing Capital 1. State Grant $1,225,000 2. Municipal Debt - Revenue: Line of Credit or 1. Grant $500,000 Interfund Loan 2. Debt $500,000 (repaid from 3. REET1 $225,000 REET1) Net $1,225,000 3. 2008 and 2009 REET1 Capital allocation 8 — Summary • Policy Issues CITY OF /� Washington OUTSIDE AND INTERGOVERNMENTAL AGENCIES TABLE OF CONTENTS COUNCIL POLICY ISSUE RELATED TO OUTSIDE AGENCIES Cap and /or Eliminate all Outside Agency Funding 1 OUTSIDE AGENCY REQUESTS Yakima County Development Association (New Vision) 2 Yakima Chamber of Commerce 5 Hispanic Chamber of Commerce 8 Fourth of July Committee 17 Sunfair Association 18 Yakima Basin Storage Alliance (Black Rock Reservoir) 19 Yakima - Morelia Sister City Association 20 Committee for Downtown Yakima 23 Allied ArtsVan 25 Retired Senior Volunteer Program (RSVP) 29 Seasons Music Festival 31 Citizens for Safe Yakima Valley Communities 41 Yakima Symphony Orchestra 46 INTERGOVERNMENTAL AGENCIES Clean Air Authority 55 Yakima County Emergency Management 57 Yakima Valley Conference of Governments (COG) 61 City Council Legislative Request Form No. 08- Date: c' Requested Reply Date: Requested By Council Referred To Staff /Council Committee: ❑ , Ad Hoc Arts Committee Member(s): ✓j Budget Committee ❑ I ave Edler ❑ Downtown Futures Committee reZ Micah Cawley ❑ Economic Development Committee ❑ Kathy Coffey ❑ Hearing Examiner Review Committee ❑ Rick Ensey ❑ Intergovernmental Committee ❑ Norm Johnson ❑ Labor Management Committee �' Bill Lover ❑ Neighborhood Development ❑ Neil McClure ❑ Public Safety Committee ❑ Regional Public Safety Task Force ❑ Rules and Procedures Committee ❑ Strategic Priorities/Mission and Vision ❑ Transit /Transportation Committee 5,21 Subject /Description of f: �� ptt0g c S 0 oe5CyL ` �p�r��- �J SiP E-N N�aU� S"D .2"E Ci -'i�5 Oe-T ' Fiscal Impact (if any): ' Estimated 5 E �'VCZ2- I©b ddt7 � Fundinz Source: 00 T Coh '1 1" -V36 -ice ' Please copy your response to Cally in the City Manager's Office Committee Action Taken: Completed By: Staff: Committee: Date: Policy Issues • Outside and Intergovernmental Agencies— 1 2009 MAJOR POLICY ISSUE DEPARTMENT: Outside Agency POLICY ISSUE TITLE: Yakima County Development Association (New Vision) - Budgeted / Unbudgeted 1. Proposal - This proposal is an outside agency request to provide financial support in the amount of $20,000, along with an additional $10,000 as requested in the attached letter, to the Yakima County Development Association (YCDA). In 2003 City Council entered into a 5 -year contract with YCDA to provide Economic Development services from 2004 to 2008. (Even though there is a contract in place, there is a stipulation that funding is tied to the annual budget/ allocation approval by City Council.) As this contract is expiring, YCDA would like to renew the contract at a higher level. 2. a. Fiscal Impact - Non - personnel: $20,000 Budgeted 10,000 Unbudgeted $30,000 Total Request b. Proposed Funding Source - General Fund. c. Public Impact - Economic Development Benefits per contract and attached report. d. Personnel Impact - Contract administration. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation - This is a Council policy decision. The Council Economic Development Committee endorsed this request. 2 - Outside and Intergovernmental Agencies • Policy Issues SUPPLEMENTAL INFORMATION Yakima County Development Association (New Vision) July 16, 2008 Micah Cawley City of Yakima 129 North Second Street Yakima, WA 98901 Dear Micah: New Vision, the Yakima County Development Association (YCDA), has been an effective partner with the City of Yakima for over 20 years. During this time, the development association has helped the City recruit new industry, support local company expansions, and respond to economic development opportunities that strengthen our regional economy. Our organization would like the City of Yakima to increase it financial investment in our organization. Specifically we are asking the City to raise New Vision's funding support from $20,000 to $30,000 per year. A number of factors are prompting us to make this request: New Vision has not requested or received an increase in funding support from the City in over a decade. Over this period our costs for providing services and support have increased substantially; Our organization used to receive $30,000 per year from the City and we are really just asking the City to restore our funding to this historical level; and We recognize that the City's finances are tight, but we also hope that you recognize that your support for New Vision is an investment that provides an excellent return in the form of new tax revenues, jobs for the region, and a more diverse economy. The development association has also just established a new five year plan, Blueprint Yakima Valley, which raises the bar in terms of what we will be trying to accomplish over the next few years. This new initiative is aggressive and the Board of Directors is now gearing up its fundraising efforts to increase overall financial support for the organization. We will be contacting you to follow -up on this request in the near future. In the meantime, I am attaching a more detailed report card that highlights our activities and accomplishments over the past decade. If you or your peers at City Hall have any immediate questions surrounding our request, please contact me. cerel David McFadden President C: Dick Zais Enclosure Policy Issues • Outside and Intergovernmental Agencies— 3 NEW VISION REPORT CARD (1998 -2008) — CITY OF YAKIMA NEW COMPANIES RECRUITED TO YAKIMA TubeArt 50 Jobs -- $3 million private investment -- $2 million payroll (est.) Whirlpool 225 jobs -- $500,000 private investment — 6.2 million payroll (est.) Adaptis 60 jobs - $500,000 private investment -- $1.5 million payroll (est.) Italstone 25 jobs - $700,000 private investment -- $900,000 payroll (est.) Adventurer RV 60 jobs - $3 million private investment - $1.6 million payroll (est.) Costco 75 jobs - $3 million private investment - $1.9 million payroll (est.) EXPANDING BUSINESSES SUPPORTED BY NEW VISION Seneca 25 jobs -- $4 million private investment - $550,000 payroll (est.) Printing Press 15 jobs -- $3 million private investment -- $400,000 payroll (est.) CubCrafters 80 jobs -- $3 million private investment -- $2.25 million payroll Jeld -Wen 50 jobs -- $2 million private investment -- $1.25 million payroll Total Jobs = 665 Private Investment = 22.7 million Payroll (est.) = $18.5 million FINANCIAL IMPACTS ➢ New Vision has retained economists to complete impact studies twice over the last ten years. Studies performed recently by ED Hovee and Associates and five years ago by Applied Economics show that the companies listed above generate: $ approximately $65,000 per year in property taxes for the City of Yakima from the business investments in plant and equipment; $ approximately $50,000 per year sales tax revenues from employee spending; $ approximately $150,000 per year in property taxes from new employees buying homes; and $ City utility taxes. Based on the figures above, the City receives at least $270,000 annually for its $20,000 investment in New Vision. OTHER INITIATIVES AND ACCOMPLISHMENTS ➢ New Vision's public relations activities have generated over $1,000,000 worth of positive publicity in Western Washington publications. Inserts in Washington CEO, the Puget Sound Business Journal and Seattle Business Monthly have touted Yakima redeveloping downtown, new companies expanding to the area, and the region's favorable economy; ➢ The development association produced a new promotional video series to raise the region's image as a business location. Seven topical segments stream from our website and feature happy businesses in Yakima as well as your City leaders, Dave Edler and Mike Morales; ➢ New Vision upgrades its website constantly adding new content and significant new information relevant to expanding companies. The site lists major buildings and sites available within the City of Yakima as well as pertinent demographics and statistics; ➢ Yakima County Development Association (YCDA) manages a successful business retention and expansion initiative. YCDA calls on at least 50 manufacturing companies each year to gauge their health and offer our assistance; ➢ The association continued to work cooperatively with the City of Yakima and Yakima County to organize and host a regional development review customer service committee that is focused on improving customer service and predictability at local permit counters; and ➢ New Vision has helped the City secure SIED funding for ten projects ($1.4+ million). 4 — Outside and Intergovernmental Agencies • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Outside Agency POLICY ISSUE TITLE: Yakima Chamber of Commerce - Budgeted 1. Proposal — This proposal is an outside agency request to provide financial support for Leadership Yakima, and a community -wide clean -up project. Details of these programs are described in the attached report. 2. a. Fiscal Impact — Non - personnel: $5,900. This is the same amount approved by City Council in the 2008 budget. b. Proposed Funding Source — General Fund. c. Public Impact — These efforts give stronger leadership resources for our community and help clean the City to gain citizen pride and visitor appreciation for a clean City. d. Personnel Impact — None, with the exception of those who may be in or assist with the Leadership Yakima Program or clean -up projects. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — Cut back on cleaning up the City and reducing knowledge and future leadership skills available to the City and local organizations. We may have to raise our tuition beyond the ability of those presently participating and future participants. 3. Conclusion and /or Staff Recommendation — This is a Council policy decision. Policy Issues • Outside and Intergovernmental Agencies— 5 SUPPLEMENTAL INFORMATION Yakima Chamber of Commerce { Post Office Box 1490 • www.yakima.org rR EATER YA I 10 North Ninth Street, Yakima, WA 98907 TEL: 509/248.2021 • FAX: 509/248.0601 C I i A M B E R❑ r COMMERCE EMAIL: chaiaaber @ycdcinaa.org October 2, 2008 Ms. Rita DeBord Finance Director City of Yakima 129 North Second Street Yakima, Washington 98907 -1490 Dear Ms. DeBord: The Greater Yakima Chamber of Commerce is pleased to submit this report covering the Chamber's performance pursuant to our 2008 Public Sector Professional Services Agreement with the City of Yakima. Included with this report is our request for the City to continue this agreement through 2009 under the same terms and scope of services as contained in the 2008 Professional Services Agreement. Funding from the 2008 service agreement helped underwrite two Chamber managed public service programs. They were Leadership Yakima, and the North First Street Clean -up Project. Leadership Yakima: If you agree the future success of our community is tied directly to the quality of our civic and business leadership today, you will want to support Leadership Yakima. This structured, nine month program identifies and prepares emerging leaders for service to our community. In 2007- 2008, 27 leaders graduated from this Chamber program, having spent over 101 hours participating in a structure program of instruction and personal growth. For one entire day each month, for nine months, 10 -12 presenters taught issue awareness on subjects ranging from health care, economic development, education, culture and the arts, to personal leadership development and techniques. In addition, each of the 27 participants contributed approximately 5 hours towards a community service project. . To provide this program Chamber invested 25 -30 hours of dedicated staff time per month to the organization and execution of this importantprogram. This included producing the program of work and managing logistics for each of the 9 day -long training sessions. Eight session leaders from the community assisted with facilitation of each session along with the oversight of a 9- member, Chamber organized and managed Leadership Yakima Executive Committee. The Chamber's annual operating budget for Leadership Yakima was approximately $29,000. $4,000 from the City's Professional Service Agreement funding totaling $5,900 for 2008 went towards helping underwrite this program. North First Street Clean -up Project: Community Pride Month in 2007 was replaced with a North First Street Clean -up Project in 2008. This City - Chamber program leverages volunteer and business involvement with the City's Public Works and Community Development mission to improve the infrastructure and beauty of North First Street, a gateway to Yakima. The program involved over 100 volunteers, both businesses and citizens, in cleanup projects that took place on last Spring. It was estimated that over 2 tons of garbage was picked up, countless weeds were pulled, and nearly 130 volunteers showed up for a 6 — Outside and Intergovernmental Agencies • Policy Issues G , y Post Office Box 1490 • www.yakima.org .E ATER YA I A 10 North. Ninth Street, Yakima, WA 98907 1 TEL: 509/248.2021 • FAQ': 509/248.0601 CHAMBER ❑ F C O M M E R C E EMAIL: chmaa.ber @yalcinza.org Page 2. symbolic clean -sweep of North First Street. In addition, volunteers followed on the heals of Yakima City's code enforcers to meet with merchants and business owners along the corridor to solicit their cooperation and involvement. Chamber services included the appointment of a dedicated chamber staff person to assist with the community organization, meeting management, publicity and marketing, and numerous logistical planning needs, totaling approximately 66 hours. In addition, the Chamber office served as the community focal point for meetings and assemblies adding the services of 2 additional staff. Numerous one hour meetings involving various support team members and stakeholders were held at the Chamber in preparation for the project. The Chamber's contributions to the City - Chamber North First Street project included approximately $1,900 in logistical and staff support from the city - chamber Public Sector Professional Services agreement in 2008 This concludes our report on Chamber services rendered the City in 2008 pursuant to our Professional Services Agreement. Given the importance of sustaining Leadership Yakima and promoting business & citizen involvement in Community Pride, the Chamber respectfully requests the City to renew our Public Sector Professional Services Agreement for 2009. Our records indicate the Greater Yakima Chamber of Commerce and the City of Yakima have now executed six annual professional service agreements with the Chamber performing these services starting in 2002, with the City's investment remaining at $5,900.00 per year. Should you, our City Manager or City Counsel have questions with regard to this agreement and /or require further explanation of the services provided, we would greatly welcome an opportunity to answer any inquiries. On behalf of our membership, Board of Directors and staff, thank you for your continued support of these important public service projects. Sincerely Michael P. Morrisette President & CEO Cc: Brad Christianson, Chairman of the Board Policy Issues • Outside and Intergovernmental Agencies— 7 2009 MAJOR POLICY ISSUE DEPARTMENT: Outside Agency POLICY ISSUE TITLE: Hispanic Chamber of Commerce — Budgeted 1. Proposal — This proposal is an outside agency request to provide $5,900 to the Hispanic Chamber of Commerce (HCC) in 2008. See the attached application for additional program detail. Excerpts describing HCC programs for 2009 follow: This year the HCC went through a strategic planning session. Part of the strategy was to revise the by laws to allow others to be able to join as members and to be able to participate on the board of directors. The plan also emphasized the need to work hand in hand with the other economic development groups and Yakima chamber to be able to keep the members abreast of changes taking place in the community. The plan also emphasizes the need to work with universities and colleges in gathering data to determine the needs. Fraud detection, regulation compliance and tax reporting were also emphasized this year.. The Cinco de Mayo Fiesta Grande was a big success and is being accepted as the premier event for downtown Yakima. The 2009 plans include the following objectives: ➢ Four informational workshops on foreclosure information and the options that are available. Will be conducted in partnership with legal experts. ➢ Two informational workshops on the economic issues related to the financial situation and its impact on consumers and small businesses. ➢ Making the 2009 Cinco de Mayo Fiesta Grande the premier event for Downtown Yakima in partnership and support from other agencies. ➢ Two informal lunch meetings with the Greater Yakima Chamber in planning activities for small businesses. ➢ Ten monthly Networking Luncheons for Latino Business Professionals. ➢ Four first time home buyer sessions, one per quarter, on a Saturday for prospective home buyers. Language and culture continue to be deterrents for more participation by Hispanic business owners and their families. That is why training in Spanish / English and the development of a training program that is culturally relevant is critical to their successes. The partnership with corporations and universities will allow the formal development of the training program and may be a source of funding in the future but another primary goal is to bridge the divide between the corporation in the West with our businesses in this area for increased procurement opportunities. 8 — Outside and Intergovernmental Agencies • Policy Issues 2. a. Fiscal Impact — Non - personnel: $5,900. This is the same amount approved by City Council in the 2008 budget. b. Proposed Funding Source — General Fund. c. Public Impact — The Hispanic Chamber's primary mission is to provide information, referral and business assistance to Latino /Hispanic owned businesses in regard to business services, access to capital and technical assistance, as well as partner with corporate businesses to promote education and training for small businesses. These businesses provide goods and services for the Latino Community and create jobs within that community. d. Personnel Impact — None. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — This is a Council policy decision. Policy Issues • Outside and Intergovernmental Agencies— 9 SUPPLEMENTAL INFORMATION Hispanic Chamber of Commerce CITY OF YAKIMA 2009 Budget Requests For Agencies Requesting Funding Through General Funds General Background 1. Requesting Agency: Name Hispanic Chamber of Commerce Address P.O. Box 11146, Yakima, WA 98909 Contact Person Nestor Hernandez; President 2. Agency's Primary Service: The ecomomic development activities are crucial to small business to help them grow and prosper. The HCC works in partnership with different agencies and institutions to provide information and assistance to Hispanic owned businesses, as well as larger non Hispanic businesses who target the Hispanic business sector. The HCC keeps the businesses informed in regard to business regulations and ordinances, as well as provides forums and educational workshops. The small businesses are the lifeblood and tend to survive economic downturns, so they are of primary importance. The small businesses provide self employment opportunties and provide goods and services for the entire community with particular emphasis on the Latino community. 3. Is Applicant organization a governmental agency created by statute, by Yakima County or City legislation? Yes No X If answer is "yes ", cite the applicable RCW Section or Chapter, or enclose with this application for a copy of the County or City legislation which created the agency. If answer to #3 above is "no ", answer questions #4 and #5 below: 10 — Outside and Intergovernmental Agencies • Policy Issues 4. Describe the legal organization of applicant, such as nonprofit corporation, etc. The organization is a registered corporation with the Secretary of State in Washington State and federally certified as a 501 C (3) with the IRS. 5. Has applicant entered into a contract with the State of Washington, Yakima County or the City of Yakima, pursuant to which applicant performs a function on behalf of the state, county or city? Yes X No _ If answer is "yes ", enclose with this application a copy of that contract. 6. Has applicant previously received a grant or other financing from the State of Washington, Yakima County, or the City of Yakima to finance applicant's operation? Yes X No If answer is "yes ", indicate the source of funds and the fiscal period for which such grant or other financing was or is applicable. City of Yakima Budget 2008 for $5,900 7. Geographical area served: The geographical area served per bylaws is Yakima County; however, over 80% of the membership is within the City of Yakima and the offices are located within the City of Yakima. 8. Total number of citizens served by your agency: Actual Projected 2005 2006 2008 2009 Within Yakima 125 140 160 250 Outside Yakima 45 45 40 40 Total 170 185 200 290 Requesting Funding Information 9. Specific program or project you are requesting to be funded through general funds: The Hispanic community and Hispanic businesses in particular are a big part of the revitalization of the City of Yakima. Business management and support services continue to be an important part of the success of all businesses. Language and culture barriers Policy Issues • Outside and Intergovernmental Agencies— 11 continue to be issues that need to be addressed when working with Hispanic business owners that only the organization such as the HCC can tackle. 10. Description of above program or project: Please address these areas of concern in detail: A. Program or project objective B. Program or project scope C. Justification - necessity of program D. Program or project activities E. Results expected from programs or projects F. Rank projects in order of priority. This year the HCC went through a strategic planning session. Part of the strategy was to revise the by laws to allow others to be able to join as members and to be able to participate on the board of directors. The plan also emphasized the need to work hand in hand with the other economic development groups and Yakima Chamber to be able to keep the members abreast of changes taking place in the community. The plan also emphasizes the need to work with universities and colleges in gathering data to determine the needs. Fraud detection, regulation compliance and tax reporting were also emphasized this year. The Cinco de Mayo Fiesta Grande was a bit success and is being accepted as the premier event for downtown Yakima. The 2009 plans include following objectives: 1. Four informational workshops on foreclosure information and the options that are available. Will be conducted in partnership with legal experts. 2. Two informational workshops on the economic issues related to the financial situation and its impact on consumers and small businesses. 3. Making the 2009 Cinco de Mayo Fiesta Grande the premier event for Downtown Yakima in partnership and support from other agencies. 4. Two informal lunch meetings with the Greater Yakima Chamber in plannning activities for small businesses. 5. Ten monthly Networking Luncheons for Latino Business Professionals. 6. Four first time homebuyer session, one per quarter, on a Saturday for prospective home buyers. Language and culture continue to be deterrents for more participation by Hispanic business owners and their families. That is why training in Spanish /English and the 12 — Outside and Intergovernmental Agencies • Policy Issues development of a training program that is culturally relevant is critical to their successes. The partnership with the corporate and university will allow the formal development of the training program and may be a source of funding in the future but another primary goal is bridge the divide between the corporation in the West with our businesses in this area for increased procurment opportunities. 11. Number of citizens served in the above program(s): One hundred businesses and two hundred residents and their families plus the entier City of Yakima will benefit from these activities. Actual Projected 2006 2007 2008 2009 Within Yakima 140 150 320 Outside Yakima 40 40 60 Total 180 190 380 12. Is this program: _ New Continuation from 2008 . 13. Specific allocation requested for 2009: $ 5,900 . ...... ..(If this . is a. multiple year request, please identify the following: Total Amount of City: Other Sources of Funds for Project: Year Project Cost Funds Request Source Amount 2009 $35,000 $ 5,900 Corporate $ 25,000 20 Inkind $ 4,000 20 20 Total $ 35,000 $ 5,900 $ 29,100 We would like to get yearly funding like the Greater Yakima Chamber without applying every year. 14. If your request should be approved for 2009, how would you operate your program in 2010 without it? Policy Issues • Outside and Intergovernmental Agencies— 13 The grant dollars will the continous growth of the HCC and more participation within the City of Yakima of Latino residents. The businesses will continue to become more "sophisticated" and increase sales tax revenues for the City of Yakima and property taxes in that commercial building are being purchased. The HCC will now allow web site participation by corporate members to help supplement the above programs. 15. Detail the total expense budget for the program(s) projects in 2006, or calendar period of request as follows: I. Operating & Maintenance Expenses Amount Salaries and Wages (Contract) $ 8,320 Personnel Benefits Supplies 1,500 Capital Outlay Other Service 4,400 Total $ 14,220 Operating Revenue Identify Primary Source: Amount 1. Membership Dues $ 8,000 2. 3. 4. Total $ 8,000 14 — Outside and Intergovernmental Agencies • Policy Issues II. Capital Improvement Expenses Identify each individual project and cost: Amount 1. $ 2. 3. 4. Total $ 0 III. Resources /Grants Identify source of all existing and proposed primary sources, matching funds available, etc: Amount 1. Membership Dues $ $3,000 2. 3. 4. Total $ 3,000 16. What other agencies (to your knowledge) are providing similar services: None 17. If your funding request is not approved, what alternative programs and /or funding have been considered: If our funding is not approved the HCC it will be a loss to the city to maintain an important advocacy and business group. We will seek for other funds from banks and other financial institutions to be able to have our project running. Policy Issues • Outside and Intergovernmental Agencies— 15 18. What other agencies or programs might be affected if your request is not approved and in what manner would they be affected. How do you coordinate your programs with other agencies: Loss of sales tax revenue, small business failures. We will partner with corporate sponsors as well as Yakima Chamber. Quest, is providing technical support to update the web page. 19. Please attach any additional information you feel would be helpful in reviewing your request. 20. Please submit this form, together with any attachments to: Rita M. DeBord Director of Finance City of Yakima 129 No. 2nd Street Yakima, WA 98901 21. Deadline for Submission: October 3, 2008 I certify the above information to be true and factual to the best of my knowledge. Signed: / L Title: President Date: 10 -3 -08 If your funding is approved, a quarterly on -site audit and inspection of your financial records may be made by the City of Yakima Finance Department. 16 — Outside and Intergovernmental Agencies • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Outside Agency POLICY ISSUE TITLE: Fourth of July Committee — Budgeted 1. Proposal — This proposal is an outside agency request to provide financial support in the amount of $5,500 to the Fourth of July Committee. Each year the Yakima Fourth of July Committee creates a family- oriented event at the Central Washington State Fairgrounds. The event attracts tens of thousands of people to a safe and controlled celebration. The Fourth of July fireworks and the festivities at the fairgrounds continue to grow each year. This event is free to the public, and gives people a safe and sane alternative to "backyard fireworks displays." 2. a. Fiscal Impact — Non - personnel. $5,500 Budgeted (same as 2008) The City of Yakima will see a reduction in the number of fire department calls related to fireworks. It's logical to assume that fewer people will be using fireworks because they will be attending the Fourth of July event. In addition, local businesses will see an increase in store traffic. This event draws from other communities that don't offer such a celebration. When the people from those other areas travel into Yakima, they purchase goods and service from our local businesses. b. Proposed Funding Source — General Fund. c. Public Impact — The Fourth of July Celebration builds a sense of community and civic pride. It does so by bringing a large number of our neighbors together to celebrate in a safe and controlled fashion. It presents positive activities focused on families. d. Personnel Impact — None. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — This is a Council policy decision. Policy Issues • Outside and Intergovernmental Agencies— 17 2009 MAJOR POLICY ISSUE DEPARTMENT: Outside Agency POLICY ISSUE TITLE: Sunfair Association - Budgeted 1. Proposal - This proposal is an outside agency request to provide $1,000 to the Sunfair Association in 2009, to support the Sunfair parade held on the first Saturday of the Central Washington State Fair. 2. a. Fiscal Impact - Non - personnel: $1,000. This is the same amount approved by City Council in the 2008 budget. b. Proposed Funding Source — General Fund. c. Public Impact — None. d. Personnel Impact — None. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — This is a Council policy decision. 18 - Outside and Intergovernmental Agencies • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Outside Agency POLICY ISSUE TITLE: Yakima Basin Storage Alliance (Black Rock Reservoir) - Budgeted 1. Proposal - Financial contribution to promote Black Rock Reservoir. 2. a. Fiscal Impact - Water Reserves, 60% $18,000 General Fund, 40% 12,000 Budgeted (Same as approved in 2008) $30,000 b. Proposed Funding Source - Water and General Operating Funds. c. Public Impact - Impacts cash reserves in General Fund and Water Operating Fund. d. Personnel Impact - Contract administration. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — This is a Council policy decision. Policy Issues • Outside and Intergovernmental Agencies- 19 2009 MAJOR POLICY ISSUE DEPARTMENT: Outside Agency POLICY ISSUE TITLE: Yakima - Morelia Sister City Association — Budgeted 1. Proposal — This proposal is to provide financial support to the Yakima - Morelia Sister City Association in 2009. (See attached for additional information.) 2. a. Fiscal Impact — Non - personnel: $2,000 Budgeted (same as approved in the 2008 budget) 3,000 Unbudgeted (additional) $5,000 Total request b. Proposed Funding Source — Economic Development Fund. c. Public Impact — The primary service and mission of the Yakima - Morelia Sister City Association is to promote trade, economic development, education, cultural exchanges, and tourism between the Cities of Yakima and the City of Morelia, State of Michoacan, Mexico. d. Personnel Impact — None. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — This is a Council policy decision. 20 — Outside and Intergovernmental Agencies • Policy Issues SUPPLEMENTAL INFORMATION Yakima- Morelia Sister City Association Yakima- Morelia Sister City Association P.O. Box 1048, Yakima, WA 98907 Y Sept. 27, 2007 Yakima City Council Yakima City Hall 129 North 2nd Street Yakima, WA 98901 RE: 2009 Funding Request: $5,000.00 Yakima- Morelia Sister City Association The Yakima - Morelia Sister City Association requests your consideration of our application for funding in the amount of $5000 for 2009. We previously submitted requests for funding each year, from 2006 thru 2008. This letter is to ask for continuation of the grant to assist us in covering costs associated with official activities of the Yakima Morelia Sister City Association, including: the Day of the Dead altar exhibit, which has been a success in the past and delegation visits from groups or individuals or culture exchanges from Morelia, Michoacan, Mexico that have been duly recognized by the Yakima- Morelia Sister City Association. The Board of Directors approves and monitors all activities and funding provided by the City of Yakima. Funds are also requested to provide honorary gifts for delegation members, to cover the cost of lodging, meals, and incidental expenses, such as postage and phone expenses when arranging for incoming delegations from Morelia, and when arranging to send an official delegation to visit Morelia. Funds are also requested in expenses associated with the 2009 Convention of the Washington State Sister City Association. We are making a proposal to have the annual meeting in Yakima in 2009. The meeting attracts 100 -150 members from around the State of Washington. The City of Yakima, businesses within the city limits, and in the downtown area and individuals of the City of Yakima will benefit from these mutual exchanges. These exchanges will enable the citizens of Yakima to broaden their artistic skills and cultural knowledge as artists, musicians, and educators from Mexico share their talents with us. The local economy, such as the hotel industry, the restaurant industry, and wine industry will benefit from the money that the delegation spends here locally. The City of Yakima itself will benefit as city leaders from Morelia and Yakima share their expertise in social services and also in how they have brought new life to their downtown areas. The City of Yakima provided $2,000.00 for fiscal year 2008 and these funds were utilized to help defray the costs of delegates recognized and invited by the Mayor of Yakima and the Yakima- Morelia Sister City Association Board of Directors. Policy Issues • Outside and Intergovernmental Agencies— 21 We have a full schedule of events for these dates, and also expect that there may be some other individual exchanges throughout 2009 as discussions are underway for an Artist in Residency program. In addition we will be celebrating our 10 anniversary. We are excited to see what can be accomplished for Yakima and Morelia in 2009! Thank you for your continued support of the Yakima - Morelia Sister City Association. Together, we can enhance mutual interests and collaborative projects in the fields of economic development, trade, tourism, educational programs and cultural exchanges. Thank you again for your consideration of our current request. If you have any questions, feel free to call me (Juven) at 952 -1688. Sincerely, uve i Garcia, Air Juven Garcia President Yakima- Morelia Sister City Association Cc: File Citizen Diplomacy: Building, Crossing & Maintaining Bridges Community to Community . . . Person to Person! 22 — Outside and Intergovernmental Agencies • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Outside Agency POLICY ISSUE TITLE: Committee for Downtown Yakima - Budgeted 1. Proposal - Because of budget constraints, the $50,000 contribution made by Parks and Recreation to the Committee for Downtown Yakima (CDY) in 2009 to help support downtown maintenance was eliminated. When CDY was informed of this action, they requested that the City continue to support the program at the same level in 2008. Council approved that request and the attached letter is requesting that the $50,000 Professional Services Contract be extended for the next 3 years. In reviewing options for funding, the possibility of funding it out of the Central Business District (CBD) Capital Improvement fund was identified, as the revenue consists of monthly parking permits in the downtown lots. Even though this is a possible solution in the 2008 and 2009 budget cycle, this funding source may not be sustainable into the future because of competing needs in the downtown, including continuation of improvements (Phase 3) and parking program changes. 2. a. Fiscal Impact - $50,000. b. Proposed Funding Source - CBD Capital Improvement Fund - #321. c. Public Impact - An attractive, inviting downtown. d. Personnel Impact - Contract administration. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives - Pursue private funding of enhanced downtown maintenance. 3. Conclusion and /or Staff Recommendation - This is a Council policy decision. Policy Issues • Outside and Intergovernmental Agencies- 23 SUPPLEMENTAL INFORMATION Committee for Downtown Yakima ` 5 t I <; Committee For Downtown Yakima PO Box 881 Yakima, WA 98907 September 29, 2008 Rita DeBord Finance Manager City of Yakima 129 South 2nd Street Yakima, Wa 98901 Re: Committee For Downtown Yakima 2009 Budget Request Rita, I am writing on behalf of the Committee For Downtown Yakima Board of Directors to request the inclusion of $50,000 into the 2009 City of Yakima budget to aid in our efforts to provide a Clean and safe environment throughout downtown Yakima. As you may know, over 60% of the downtown property and business owners approved a Business Improvement District plan in early August 2008 that create a $210,000 annual fund to provide maintenance services throughout all of downtown. It was expected, through conversations with elected officials and city staff, that the City of Yakima would consider placing a $50,000 per year line item into their budget each year of the Business Improvement District's three year term to provide an adequate budget to make our new improvements shine. We thank you for the opportunity to submit our request and can be available at short notice to discuss our progress and details for the 2009 request. Sincerely, Jamie Stickel President, Committee For Downtown Yakima 24 — Outside and Intergovernmental Agencies • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Outside Agency POLICY ISSUE TITLE: Allied ArtsVan - Budgeted 1. Proposal - This proposal is an outside agency request to provide financial support in the amount of $5,333 to the Allied Arts ArtsVan in 2009. See the attached letter for additional information. 2. a. Fiscal Impact - Non - personnel: $5,333. This is the same amount approved by Council in the 2008 budget. b. Proposed Funding Source - General Fund. c. Public Impact - Encourages children to enlarge their ability to visualize, create and communicate through the arts. d. Personnel Impact - Contract administration. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — This is a Council policy decision. Policy Issues • Outside and Intergovernmental Agencies- 25 SUPPLEMENTAL INFORMATION Allied ArtsVan allied arts OF YAIKIMA VALLEY entertaining your imagination t Department of Finance Et Budget ATTN: Rita DeBord 129 N..2n St Yakima, WA 98901 October 1, 2008 Dear City Council The Allied Arts ArtsVan needs your help again this year. I believe the ArtsVan has been funded in part by the City almost every year since its inception in 1985, when it was funded by a federal block grant. Your municipal support is crucial to ArtsVan's lasting city -wide impact. We request $5,333 for the 2009 Summer ArtsVan program. ArtsVan is a vehicle (a literal Et figurative one) that encourages creativity among Yakima Valley youth ages 5 -12. During the summer it brings FREE participatory art to children in our public parks for six weeks, with a new project theme each year. ArtsVan has been recognized by the Kennedy Center as an innovative and integral program that creates access to the arts for all children and families in all . areas of our community. ArtsVan Family Night adds a visual arts component to the FREE summer concert series held - in - Franklin Park. It is-an opportunity for parents and family — members to share in the creativity of their children by completing a project together. All projects can be replicated at home, using common and inexpensive materials, as activities for families to share in together. Almost half of the 4,163 children Et adults we serve are Hispanic, representing our efforts to reach out to this growing part of our community. Summer of 2008, the Van visited Miller Park, Franklin Park (twice), Randall Park, SE Community Center, Kissel Park, West Valley Park, La Casa Hogar, and Milroy Park in Yakima. Each park is visited six times by the Van, at a cost of $1,700 per park for teachers, supplies and the ArtsVan. The city funding requested covers less than 1/3 of our costs. Program -wide sponsors, supporters and partners this year included Yakima Parks Et Rec, Southwest Rotary, the John Gordon Monoiari Memorial Foundation, United Way of Yakima County and Bank of the West. We also have high Et frequent attendance from many summer programs which have a need for activities, including Learning Center, 50,00 West Lincoln Avenue Y akima WA98908 (509) 966 0930 ?(509) 966 0934 `www a Iliedartsya kima org 26 — Outside and Intergovernmental Agencies • Policy Issues Selah Gym kids, Wapato Day Care, Miller Day Care, Country Kids, Learning Tree Kids, Salvation Army Day Camp, and YPal. The ArtsVan is successful, on an annual basis, in meeting three important needs in Yakima. 1. THE NEED FOR ARTS: The ArtsVan gives children in Yakima a way to learn the lifelong skills that the arts teach: fine motor skills, problem solving skills, persistence, tolerance for ambiguity, critical thinking, self - reflection, and self - confidence. ArtsVan may be the ONLY source of art for these children. Also, city parks are utilized for positive art activities that improve academic success in reading, math and language proficiency. Next year we plan to explore project themes like Sea creatures, Jungle Animals, Healthy Foods, Superheroes, Creepy creatures, Art history, and Safari. ArtsVan reaches children who are least likely to participate in creative projects, and then impacts their lives by enlarging their ability to visualize, create, and communicate. Plus, the arts are an integral part of preventative It intervention strategies for high -risk kids. An investment in the arts is an investment in the future of our community. 2. THE NEED FOR POSITIVE ADULT INTERACTION: ArtsVan teachers model creativity, enthusiasm Et productivity. They are adults who are there to say "I believe in you! You can do it!" This may be the only time in a child's day that they hear those supportive words. 3. THE NEED FOR PARENTAL INVOLVEMENT: ArtsVan is not only involves parents who attend with their children, but the projects -- are designed to be replicated -at -home. The - projects are relatively- simple -and use.. common household items; ArtsVan projects from are something families can do together to teach concepts like color, contrast, and observation. Please see further attached information. Thank you for your consideration during this year's budget cycle. Cordially, Jessica Moskwa executive Director, Allied Arts Allied Arts of Yakima Valley • 5000 W. Lincoln Ave., Yakima, WA 98908 (P) 509.966.0930 • (W) www.alliedartsyakima.org Policy Issues • Outside and Intergovernmental Agencies— 27 9 i l r - 1 , A• cry f, +;: � J J � � �•'� c }� � 'Years � S " 1 � � � d � 4 �' f d � v u � � , rats an fi , S �erar�s i Y 3 f S a too dYak �aM � { y lu 4 '� t3 ; t 1 p P ;� n 4 $ r { „ " 'r '��t :-r∎A 4 1 ..y Vii; sr. � c ^J3 What is ArtsVan? • ArtsVan was created in 1985 with money from a federal block �� grant requested by SE neighborhoods who wanted to have their g q y g families Et children become engaged with professional artists `Mi ,'` �, ;r °i' , This desire still exists today. 03:4 � # WHY ARTSVAN? Many neighborhoods still do not have ,V ", 4k4. access to the arts WHYARTSVAN? Children need interaction with adults who 'hrK x3 ' i 1 t , model creativity, enthusiasm Et productivity, helping to f *� improve their self - esteem and motivation OVUM '` • ArtsVan brings FREE art lessons to children in our public parks for six weeks, with a new project theme each year. (8 sites in r' ; p „ E+ j Yakima: East to West, North to South!, plus 3 sites throughout e T the valley) WHY ARTSVAN ?City parks are utilized for positive art activities that improve rates of academic success in reading, math and language proficiency "The Congress finds that the arts are forms of understanding and ways of knowing that are fundamentally important to education." (1994) • ArtsVan has been recognized by the Kennedy Center as an innovative and integral program that creates access to the arts for ALL children and families. WHY ARTSVAN? It reaches children who are least likely to participate in creative projects, and then impacts their lives by enlarging their ability to visualize, create, and communicate "The arts teach children that problems can have more than one solution " -- Stanford University •Family Night adds a visual arts component to the FREE summer concert series held in Franklin Park WHY ARTS.VAN ?To_prepare students to become lifelong learners and creative problem solvers, building advanced workforce skills "The arts develop skills and habits of mind that are important for workers in the new `Economy of Ideas "' - -Alan Greenspan • ArtsVan has a far reaching impact throughout Yakima. It is an integral part of preventative Et intervention strategies for high -risk kids. And IT'S FUN.... How? Your funding Who? 4,163 children Summer 2008 Received from the City $5,333 2008 ArtsVan in the Parks Participants Funds Raised by Allied Arts of Yakima Valley 49% Southwest Rotary $6,700 47/ Hispanic 47/ Caucasian United Way $5,000 John G. Monoian Memorial Found. $2,500 3% African American Bank of the West $500 1% Native American Leveraged total $14,700 Employed Total for Summer ArtsVan in Yakima Ten teachers part -time $20,033 (additional funds benefit lower valley Three aides part -time (teens) communities) 28 — Outside and Intergovernmental Agencies • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Outside Agency POLICY ISSUE TITLE: Retired Senior Volunteer Program (RSVP) - Budgeted 1. Proposal - This proposal is an outside agency request to provide financial support in the amount of $3,000 in funding and $2,000 of in -kind assistance to RSVP in 2009. See the attached letter for additional program information. 2. a. Fiscal Impact - Non - personnel: $3,000. This is the same amount approved by Council in the 2008 budget. b. Proposed Funding Source - Parks and Recreation Fund, Senior Center. c. Public Impact - Supports volunteers in the community. d. Personnel Impact - Contract administration. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — This is a Council policy decision. Policy Issues • Outside and Intergovernmental Agencies- 29 SUPPLEMENTAL INFORMATION Retired Senior Volunteer Program (RSVP) . ■/ a a l lie inn y a way t .4 s Community Colleges , x% Getting Things Done. 120 S. 3rd Street, Suite 200B Yakima WA 98901 Phone: (509) 574 -1933 Fax: (509) 574 -4943 October 7, 2008 Rita DeBoard City of Yakima Department of Finance & Budget 129 North Second Street Yakima WA 98901 Dear Ms. DeBoard: Please consider this letter a request on behalf of RSVP to be considered for funding in the 2009 City of Yakima budget. RSVP (the Retired and Senior Volunteer Program) of Yakima County has been in Yakima for over 30 years. Our mission is to activate seniors age 55 and over to serve in nonprofits, schools, government agencies and proprietary health care organizations throughout Yakima County. Last year 650 RSVP volunteers served over 122,700 hours in Yakima County, and approximately 100,000 of those hours were served in the City of Yakima! We are also aware that the need to recruit Baby Boomers is of great concern to all local agencies that depend on volunteer hours to provide services to the community. RSVP is actively recruiting this challenging group, and currently has over 90 Boomers who have contributed over 17,600 volunteer hours! In accordance with our federal funding sources, the Corporation for National and Community Service, we are now tracking our impact in the community. Did you know that in 2007 in Yakima County, almost 50,000 meals were served at congregate meal sites; that over 48,700 meals were delivered to homebound seniors; that 9 food banks distributed over 3 million pounds of food; that over 4,500 individuals received hand - knitted warm hats, mittens, scarves, lap robes and baby items? Did you realize that volunteers are responsible for all this activity? RSVP is a unique program designed to capture the experience and knowledge of seniors to assist in solving community problems, a win -win situation if ever there was one The City of Yakima has provided $3,000 in funding, and $2,000 of in kind to RSVP of Yakima County every year since I have been director, (10 years) and for many years before that. We request that the City continue with this funding, which is minimal to the City, but HUGE to RSVP of Yakima County. If you have any questions, or need additional information, please do not hesitate to contact me. Of course I will be happy to provide an in person presentation to the City Council should one be desired. Sincerely, Deborah F. Wilson, Director RSVP of Yakima County Grandview Campus Ellensburg Learning Center Toppenish Learning Center 500 West Main Street 401 East Mountain View 5I6 West First Avenue Grandview, WA 98930 -1284 Ellensburg, WA 98926 Toppenish, WA 98948 -1564 30 — Outside and Intergovernmental Agencies • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Outside Agency POLICY ISSUE TITLE: Seasons Music Festival - Unbudgeted 1. Proposal - This proposal is an outside agency request to provide financial support in the amount of $8,000 in funding in 2009. As this is the first request for this activity, an initial application is attached to provide additional program information. The proposed project is to develop and implement a targeted promotional campaign to draw tourists to the Seasons annual ten day Fall festival, to be held during the wine crush period. 2. a. Fiscal Impact - Non - personnel: $8,000. b. Proposed Funding Source - Parks and Recreation Fund (may be eligible for Hotel /Motel tax with the approval of the newly appointed lodging tax advisory committee). c. Public Impact - Economic benefit of related tourism. d. Personnel Impact — None. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — This is a Council policy decision. Policy Issues • Outside and Intergovernmental Agencies- 31 SUPPLEMENTAL INFORMATION Seasons Music Festival THE SEASONS PERFORMANCE HALL Please find enclosed Seasons Music Festival's request for $8,000 to fund a targeted promotional campaign for a Music, Wine, and Art Festival in the Fall of 2009 during the wine crush period. The project, Celebrate Yakima, will use Seasons annual Fall Festival to recruit out of area visitors into Yakima City, mostly people who are in position to invest in Yakima, make decisions on where to hold conventions, and wine tourist. In other words, the Festival will be used as a community development tool that showcase downtown Yakima and Yakima's assets. Just one note on the budget. We explained the use of the funds In the attachment explaining program goals, scope, etc, as the budget form did not seem to fit the project. If any questions please advice George Finch 509 728 2643 101 N. NACHES, YAKIMA WA, 98901 www.seasonsmusicfestival.com 453 -1888 32 — Outside and Intergovernmental Agencies • Policy Issues CITY OF YAKIMA 2008 BUDGET REQUESTS For Agencies Requesting Funding Through General Funds GENERAL BACKGROUND REQUESTING AGENCY Name: Seasons Music festival Address: 101 N. Naches Ave, Yakima Contact Person: George Finch AGENCY'S PRIMARY SERVICE Provide quality music, music education programs, and cultural events that will improve the quality of life in Yakima IS APPLICANT ORGANIZATION A GOVERNMENTAL AGENCY CREATED BY STATUTE, BY YAKIMA COUNTY OR CITY LEGISLATION? Yes 0 No g If answer is "yes", cite the applicable RCW Section or Chapter, or enclose with this application for a copy of the County or City legislation which created the agency. • • If answer to #3 above is "no ", answer questions #1 and #2 below: 1. Describe the legal organization of applicant, such as nonprofit corporation, etc. 501c3 2. Has applicant entered into a contract with the State of Washington, yakima county or the city of yakima, pursuant to which applicant performs a function on behalf of the state, county or city? Yes Et, No Q If answer is "yes", enclose with this application a copy of that contract. HAS APPLICANT PREVIOUSLY RECEIVED A GRANT OR OTHER FINANCING FROM THE STATE OF WASHINGTON,YAKIMA COUNTY, OR THE CITY OF YAKIMA To FINANCE APPLICANT'S OPERATION? Yes ® No LI If answer is "yes", indicate the source of funds and the fiscal period for which such grant or other financing was or is applicable. Source of Funds: set aside for corn. org. Fiscal Period: Jan -Dec 2008 Policy Issues • Outside and Intergovernmental Agencies— 33 GEOGRAPHICAL AREA SERVED City of Yakima TOTAL NUMBER OF CITIZENS SERVED BY YOUR AGENCY ACTUAL PROJECTED 2006 2007 2008 2009 Within Yakima 1800 2700 3500 4000 Outside Yakima 150 175 220 600 Total INFORMATION ON PROGRAM TO BE FUNDED SPECIFIC PROGRAM OR PROJECT You ARE REQUESTING To BE FUNDED THROUGH GENERAL FUNDS see attachment DESCRIPTION OF PROGRAM OR PROJECT Please address these areas of concern in detail: • Program or project objective • Program or project activities • Program or project scope • Results expected from programs or projects • Justification - necessity of program • Rank projects in order of priority see attachment (Attach additional sheets of same size if more space is necessary) 34 — Outside and Intergovernmental Agencies • Policy Issues NUMBER OF CITIZENS SERVED IN THE PROGRAM ACTUAL PROJECTED 2006 2007 2008 2009 Within Yakima Outside Yakima Total PROGRAM IS: New © Current 0 SPECIFIC ALLOCATION REQUESTED: For 2009: $ 8000, If this is a multiple year request, please identify the following: TOTAL AMOUNT OF CITY FUNDS OTHER SOURCES OF FUNDS FOR PROJECT YEAR PROJECT COST REQUESTED SOURCE AMOUNT $ $ $ $ $ $ $ $ $ Total $ $ $ IF YOUR REQUEST SHOULD BE APPROVED FOR 2009, How WOULD You OPERATE YOUR PROGRAM IN 2010 WITHOUT IT? If the project is successful, Seasons is confident that it can obtain either foundation - monies or donations from local businesses. DETAIL THE TOTAL EXPENSE BUDGET FOR THE PROGRAM(S) PROJECTS IN 2008, OR CALENDAR PERIOD OF REQUEST As FOLLOWS: OPERATING & MAINTENANCE EXPENSES AMOUNT Salaries and Wages $ Personnel Benefits Supplies 5000 Capital Outlay Debt Service Total $ OPERATING REVENUE — IDENTIFY PRIMARY SOURCE(S) 1. $ 2. 3. 4. Total $ Policy Issues • Outside and Intergovernmental Agencies— 35 CAPITAL IMPROVEMENT EXPENSES - IDENTIFY EACH INDIVIDUAL PROJECT AND COST: 1. web site construction /operation $ 3000 2. 3. 4. Total $ RESOURCES /GRANTS - IDENTIFY SOURCE OF ALL EXISTING AND PROPOSED PRIMARY SOURCES, MATCHING FUNDS AVAILABLE, ETC: 1. $ 2. 3. 4. Total $ OTHER AGENCIES PROVIDING SIMILAR SERVICES (To YOUR KNOWLEDGE) -No other agencies providing this service IF THIS FUNDING REQUEST IS NOT APPROVED, WHAT ALTERNATIVE PROGRAMS AND /OR FUNDING HAVE BEEN CONSIDERED? The alternative is private donations, but this source is difficult beacause of economy and . other funding/fundraising demands WHAT OTHER AGENCIES OR PROGRAMS MIGHT BE AFFECTED IF THIS REQUEST IS NOT APPROVED AND IN WHAT MANNER WOULD THEY BE AFFECTED? Affected agencies would be Yakima Valley Convention Bureau, Wine Yakima Valley, and. Partnership for Downtown Yakima in that it deny them the opportunity to show case downtown Yakima (PDY), provide experiences to keep wine tourist in city(WYV), and ' have the opportunity to recruit potenial convention goers (YVVCB) How Do YOU COORDINATE PROGRAMS WITH OTHER AGENCIES? Seasons has developed working relationships with Wine Yakima Valley, Partnership for Downtown Yakima, and Yakima Valley Visitors and Convention Bureau. Seasons has consulted with agencies for the project, and they agreed to network with Seasons and .provide input. 36 — Outside and Intergovernmental Agencies • Policy Issues Please attach any additional information you feel would be helpful in reviewing your request, and submit this form, together with any attachments by September 12, 2008 to: Cindy Epperson Deputy Director of Accounting and Budgeting City of Yakima 129 No. 2nd Street Yakima, WA 98901 CERTIFICATION I certify the above information to be true and factual to the best of my knowledge. Signed: c_ Title: Prog Developer Date: F'7/f/ e e If your funding is approved, a quarterly on -site audit and inspection of your financial records may be made by the City of Yakima Finance Department. Policy Issues • Outside and Intergovernmental Agencies— 37 Specific program requested for funding The funding request is for a targeted promotional program to attract visitors to Yakima for Seasons annual Fall Festival, which in 2009 will expand in 2009 to also include wine and art events and displays. The Festival will take place during the crush period, and would be an added incentive for wine tourist to visit Yakima and return in the downtown district rather then venturing elsewhere. For the past three years the Festival has been building a local audience, but now that it has established a strong music tradition, it will conduct a concerted promotional campaign to catch the attention of outsiders, primarily on the Westside, a strategy that will not only build audiences but will be a community development tool. That is, the aim is to also will lure potential investors and convention goers to experience some of Yakima's assets, its downtown, local wineries, and emerging art community, as provide experiences that will give them a positive image of Yakima. By next fall many of the downtown projects will be completed, and the Festival will be a magnet to lure visitors to the renaissance that is downtown Yakima. Accordingly, the campaign will be developed and implement in consultation with Wine Yakima Valley, Yakima Valley Convention Center, and paternership for Downtown Yakima. Project Objective: The main idea of the project is implement a targeted promotional campaign aim primarily at business, civic, and cultural organizations, mostly from the Westside, to Seasons annual ten day Fall Festival with the objective of shinning the spotlight on Downtown Yakima ,area wineries and other assets to outside people (and local residents), creating the possibility of more outside investment coming into the area, further promoting wine tourism and the convention trade, and providing experiences that will change and /or enhance Yakima's image. Project Scope: Starting in March, 2009, an extensive campaign promoting the Festival and other Yakima assets will be conducted through a dedicated web site and targeted promotional work that will focus on business, civic and cultural organizations. Instead of a shot gun approach to the general public, the campaign will target those organizations that could make an impact on Yakima. The Festival, which will be conducted during the wine crush season, will be a one of a kind event. It will be one of the few music festivals in the Northwest featuring jazz, Latin jazz, classical, and world music musicians. It will consist of 10 days (two weekends) of music programming featuring national and regional musicians and singers, which will also include educational programs for youth and a space for musicians to create new music. It will be one of the few such festivals in the Northwest. Side by side with the 2009 festival will be wine tasting exhibits hosted by Yakima Valley wineries, as well as displays by local artist. It is expected that most of the visitors will be attracted to the (two) weekend programs. Justification -Need for Project: Downtown Yakima has gone through a remarkable transition in the last couple of years, and more is occurring. Valley wineries are creating award winning wines. A growing art community is emerging, and culture is becoming more a part of everyday life. But many people outside of Yakima (and even in Yakima) hold outdated images of Yakima or do not have any real image of the Valley. There is a need to change these images. Mere trips to cities by promotional teams and media stories are not enough to change deeply engrained images. Often it takes people to directly experience an area to discover its true image. One of the strategies used by other cities to lure people into their communities and discover its assets is music and cultural festivals. The timing is now right for Yakima to use this strategy. First, Yakima now has such a venue with Seasons annual Fall Festival, which will be expanded next year to include wine and art. Secondly, many projects in downtown Yakima that are now underway will 38 — Outside and Intergovernmental Agencies • Policy Issues be completed by then, giving the district an even more attractive face. Finally, Seasons has working relations with organizations such as Wine Yakima Valley, Convention Bureau, and Partnerships for Downtown Yakima that will allow it to organize a more comprehensive Festival. This project is predicated on the belief that a targeted promotional campaign in the less expensive but more effective way of attracting visitors to the city. Project Activities: The major task will be developing promotional materials, including a dedicated website, and a system that will allow Seasons to target special audiences such as Westside business, civic, tourist, and cultural organizations. Seasons will solicit the input and assistance from local organizations, specifically, Wine Yakima Valley, Partnership for Downtown Yakima, and Yakima Convention Bureau. The major activities and timelines are as follows: 0. Selection of performers (and themes) for the Festival by the end of January, Development of wine and art activities event plan with input from Wine Yakima Valley, Partnership for Downtown Yakima, and Yakima Convention Bureau by the end of January. Possible events /activities could be wine tasting and art exhibits and events or displays that will entice people about investing or holding conventions in Yakima, and displays and /or exhibits that would entice investment in downtown Yakima. . Development of promotional materials and creation of web site by the end of February. Web site goes on line first week in March. Website will also have links to various city assets. 0. Identification of business, tourist, civic, and cultural organizations to send materials and promote Festival. By end of February. Convention Bureau and Partnership for Downtown Yakima starts promoting festival on their webs site by end of February. 0. Mailing of promotional materials to targeted organizations starts first of March with follow up by Seasons staff with assistance of local organizations (Yakima Valley Convention Bureau, Wine Yakima Valley, and Partnership for Downtown Yakima). . Once materials are disseminated, follow up activities will include phone calls, visits to key organizational people, and attending organizational \al meetings to promote the Festival. Results expected from project: The overall effects of the project will be a) to bring more wine tourist into the downtown district, b) attract business people that could be potential investors and /or convention goers, c) to help change and /or enhance Yakima's image, and d) putting Yakima on the map as a major music and cultural hub. It is expected that with a concerted promotion campaign the Festival will attract a significant number of visitors to Yakima during the time frame of the Festival that will have positive experiences. Since it is a targeted promotion campaign to help improve Yakima's image, it is expected that many visitors would be people who are in a position to make investment decisions or holding conventions in the city. Accordingly, there are objective methods and measures to document the success of the project, namely: 0. Responses from targeted organizations as to whether their members will visit Yakima for Festival, as measured by request for tickets 0. Increased attendance at concerts from previous years , and survey of audience to determine whether they are residents or visitors 0. Survey of hotels and local wineries to determine occupancy and traffic patterns from previous year 0. Survey of visitors to determine whether they had positive experiences and whether trip Policy Issues • Outside and Intergovernmental Agencies— 39 changed their image of Yakima, including whether they plan to return to Yakima, invest in the city, or would like their organization's convention be in the city. Further Budget Information Project funds will be used for web site construction for Festival and maintenance ($3000), materials for brochures and promotion materials, including printing and mailing ($5,000) 40 — Outside and Intergovernmental Agencies • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Outside Agency POLICY ISSUE TITLE: Citizens for Safe Yakima Valley Communities — Budgeted 1. Proposal — This proposal is an outside agency request to provide financial support in the amount of $20,000 to the Citizens for Safe Yakima Valley Communities (CSC). See the attached supplemental information for program information. 2. a. Fiscal Impact — Non - personnel: $20,000. b. Proposed Funding Source — General Fund. c. Public Impact — CSC works to focus and coordinate the efforts of various groups in a collaborative manner and to execute projects and activities directed solely at making Yakima a safe place to work, run a business and raise a family. d. Personnel Impact — None. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — This is a Council policy decision. Policy Issues • Outside and Intergovernmental Agencies— 41 SUPPLEMENTAL INFORMATION Citizens for Safe Yakima Valley Communities ' /- ' 8APE ", / YAKIMA Citizens for . VALLEY (COMMUMITIB6! surer i \ {qto a i, afe Yakima Valley 10 N. 9th Street P.O. Box 1490 C ommunities Yakima, WA 98907 Phone: (509) 248 -2021 Building safer communities citizen by citizen Fax: (509) 248 -0601 I 1 October 3, 2008 Rita DeBord, Finance Director City of Yakima Department of Finance & Budget • 129 N. Second Street Yakima, WA 98901 Subject: 2008 Report and 2009 Request for Funding - Citizens for Safe Yakima Valley Communities (CSC) is pleased to submit this report covering our organization's performance pursuant to our 2008 service contract for $20,000 with the City of Yakima. We are also requesting continued support in the amount of $20,000 from the City for CSC programs and outreach for 2009. During our first year of funding from the City of Yakima, 2008, we had extensive results for our programs. We respectfully submit the attached schedules and PowerPoint presentation as information in addition to what is reported in this letter. REPORT National Night Out - We supported an assembly of Neighborhood Block Watch program leaders on a monthly basis aimed at reinforcing the Neighborhood Block Watch program and expansion of the number of neighborhoods within the City with organized Block Watch Programs. We also planned and held the annual National Night Out Kick -Off Party (NNOKOP) that promotes public participation in Block Watch and public safety in general (see attached report). One challenge CSC faced was the lack of direct access to the names of City Block Watch participants. To work around this challenge, YPD personnel in charge of the Block Watch Program were requested to invite current Block Watch program participants to the regular meetings. Some block captains participated on an irregular basis, but CSC believes this restriction may have reduced potential Block Watch program participant participation in the planning of NNOKOP. In order to promote more participation at all levels, CSC recommends information sharing for the benefit of growing the number of Block Watch groups in the City. • Summer Jobs for Disadvantages Youth — CSC, in partnership with Yakima's South East Community Center and citizen volunteers, worked with local businesses to create over 100 jobs for 100 youth in the summer of 2008. We held a career fair and employment training day that served over 200 youth. Many local businesses and educational institutions were available on -site to answer questions from students and some employers CSC is supported by grants from Yakima County, City of Yakima, Yakima Valley Community Foundation as well as individuals and businesses in our community. We thank them for their dedicated service and support. CSC's fiduciary agent is the Yakima Chamber Foundation which is a 501(c)(3) organization as defined by the IRS, Federal Tax ID #91- 1692873. 42— Outside and Intergovernmental Agencies • Policy Issues recruited at the event. Every youth participant enjoyed receiving help preparing their resume and job applications. They also received group training on what to expect on their first job, at least one personalized interview experience, and an opportunity for peer - to -peer review of the experience. These benefits are of course in addition to their paid four week part-time work experience. Campaign to Reduce the Use of Methamphetamine — Our team of professionals and volunteers worked together to plan and develop an aggressive educational and media campaign directed at reducing addition to Methamphetamine and the causes of addiction associated with the use of all illegal drugs. The process was slowed by the lack of funding for our original plan. The plan has since been modified with the support of the Team and the leadership of CSC. We feel we are on target and should launch a product in the first quarter of 2009. Regional Youth Forum — We organized and conducted three youth forums within the County of Yakima; Yakima Juvenile Detention Center (YJDC), Eisenhower High School, and Toppenish area. Our goals including engaging youth in self - initiated projects aimed at reducing juvenile crimes, gang membership, and the causes of crimes in their respective communities. What we learned from our local youth was amazing. We have included a document that was created with direct input from youth detained at the YJDC. Toppenish youth planned, organized, and held a community carnival at Lincoln Park in Toppenish (see attached). This group of youth would like to continue planning events that engage youth and adults in healthy activities. We look forward working with them in the future. Benchmarking Results — CSC staff supported neighborhood policing (Emphasis Patrols) by providing independent and separate labor and time to mail and collate public perception survey responses. CSC worked through an established City Memorandum of Understanding, and used an approved survey system maintained and operated, with Yakima Valley Community College. Reports generated from the responses received represented a fair, valid, and diverse cross section of Yakima. Survey results have been delivered to the appropriate YPD personnel. CSC Operations and Staffing — CSC operations were effectively and efficiently maintained through multiple funding streams of which the City is a major contributor. We believe significant strides have been made in our community toward empowering citizens, improving public safety and reducing crime in both the systemic and systematic realms. CSC is a connecting organization that engages citizens in discussions about important public safety issues and programs. We then act accordingly for the benefit of public safety. We will stay diligent in our efforts. REQUEST Funding from the City of Yakima was instrumental in our success and will be in the future. We look forward to our continued service to the citizens of Yakima Valley and look forward to the support and participation of the City of Yakima. Policy Issues • Outside and Intergovernmental Agencies— 43 In 2009 our goals include the continuance of the following programs and services and potentially the start of others: National Night Out — Support an assembly of Neighborhood Block Watch Program leaders aimed at reinforcing the Neighborhood Block Watch initiative and expanding the number of neighborhoods in the City that have organized Block Watch programs. Summer Jobs for Kids program - Work with businesses and the South East Community Center to create 100 part-time summer jobs for youth and conduct a career fair to introduce youth employment opportunities. Campaign to Reduce the Use of Methamphetarine — Develop and launch and aggressive educational media campaign directed at reducing addition to methamphetamine and the causes of addiction associated with the use of all illegal drugs. Benchmarking Results — CSC proposes to continue to work with YPD on their survey needs for specific neighborhoods in support of neighborhood policing efforts if such services are needed. CSC Operations and Staffing — Support the cost of operations, staffing and logical expense associated with sustaining the CSC volunteer organization. CSC submits a request for program and operational support in the modest amount of $20,000. Should you have any questions regarding this submission, please contact myself or the CSC Chairman of the Board, Mike Leita at 574 -1500. Sincer- i , arol A. Holden Executive Director Cc: Mike Leita, Chairman of the Board Mike Morrisette, Secretary /Treasurer Attachments: Printed CSC PowerPoint presentation Board of Directors Listing CSC Brochure Other reports as noted in the letter 44 — Outside and Intergovernmental Agencies • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Outside Agency POLICY ISSUE TITLE: Citizens for Safe Yakima Valley Communities / Blockwatch & Crime Free Rental Housing Support— Budgeted 1. Proposal — As authorized in the Byrne Memorial Grant, an agreement with Citizens of Safe Yakima County Communities (CSC) is underway. It is expected that CSC will operate the Second Chance Yakima project. The primary objective of the Second Chance Yakima Project is to develop Community based problem solving and civilian centered crime prevention in higher crime neighborhoods. Block Watch and Crime Free Rental Housing programs will play the pivotal role in obtaining those objectives. Rather than hire an officer to coordinate those efforts, we plan to contract those services, for at least the first two years of the project. The grant contemplated spending $60,000 per year for 2 years on this program. We expect CSC will qualify as a provider as they have been instrumental in developing neighborhood programs in other locations. In the event that CSC does not wish to oversee the project, the oversight will be offered to the Yakima Police Athletic League. 2. a. Fiscal Impact — Non - personnel: $60,000 — 2009 60,000 — 2010 $120,000 — Total grant proposal b. Proposed Funding Source — General Fund / Federal Grant. c. Public Impact — Promotes Crime Prevention d. Personnel Impact — Contract Administration. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — Program delivery in accordance with grant application. g. Viable Alternatives — Pursue other agencies, such as Yakima Police Athletic League, to run this program. 3. Conclusion and /or Staff Recommendation — This is a Council policy decision. Policy Issues • Outside and Intergovernmental Agencies— 45 2009 MAJOR POLICY ISSUE DEPARTMENT: Outside Agency POLICY ISSUE TITLE: Yakima Symphony Orchestra - Unbudgeted 1. Proposal - This proposal is an outside agency request to provide financial support in the amount of $10,000 to the Yakima Symphony Orchestra. See the attached supplemental information for program information. 2. a. Fiscal Impact - $10,000. b. Proposed Funding Source - General Fund or Parks and Recreation Fund. c. Public Impact - Provide entertainment and education for the community. d. Personnel Impact — None. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — This is a Council policy decision. 46 - Outside and Intergovernmental Agencies • Policy Issues SUPPLEMENTAL INFORMATION Yakima Symphony Orchestra CITY OF YAKIMA 2008 BUDGET REQUESTS For Agencies Requesting Funding Through General Funds GENERAL BACKGROUND REQUESTING AGENCY A J Name: ` Ct l� , 77 (9 t Address: -3c2-- ! )t g g? /> / Contact Person: f7 • 07 0 Le • AGENCY'S PRIMARY SERVICE die-A eskQ. y 0 ' 5 /C-- j ; -°cry -/,g / fr - 2vs / ; e, 4-- IS APPLICANT ORGANIZATION A GOVERNMENTAL AGENCY CREATED BY STATUTE, BY YAKIMA COUNTY OR CITY LEGISLATION? Yes Q No C� If answer is "yes'; cite the applicable RCW Section or Chapter, or enclose with this application for a copy of the County or City legislation which created the agency. If answer to #3 above is "no ", answer questions #1 and #2 below: 1. Describe the legal organization of applicant, such as nonprofit corporation, etc. 2. Has applicant entered into a contract with the State of Washington, yakima county or the city of yakima, pursuant to which applicant performs a function on behalf of the state, county or city? Yes 0 No 'L If answer is "yes", enclose with this application a copy of that contract. HAS. APPLICANT PREVIOUSLY RECEIVED A GRANT OR OTHER FINANCING FROM THE STATE OF WASHINGTON,YAKIMA COUNTY, OR THE CITY OF YAKIMA To FINANCE APPLICANT'S OPERATION? Yes No If answer is "yes'; indicate the source of funds and the fiscal period for which such grant or other financing was or is applicable. / Source of Funds: 0-4 (07 4', 7S 4/77 Fiscal Period: 17 / g' /�Q, 9 Policy Issues • Outside and Intergovernmental Agencies— 47 GEOGRAPHICAL AREA SERVED ,7 , r' Cir) LC p1,-/ C7✓ `�(aU%� / /Q c./r TOTAL NUMBER OF CITIZENS SERVED BY YOUR AGENCY ACTUAL PROJECTED 2006 2007 2008 2009 Within Yakima o 3 / g 05 l q / 0D ? Outside Yakima Total INFORMATION ON PROGRAM TO BE FUNDED SPECIFIC PROGRAM OR PROJECT You ARE REQUESTING To BE FUNDED THROUGH GENERAL FUNDS DESCRIPTION OF PROGRAM OR PROJECT Please address these areas of concern in detail: • Program or project objective • Program or project activities • Program or project scope • Results expected from programs or projects • Justification - necessity of program • Rank projects in order of priority (Attach additional sheets of same size if more space is necessary) 48 — Outside and Intergovernmental Agencies • Policy Issues CAPITAL IMPROVEMENT EXPENSES - IDENTIFY EACH INDIVIDUAL PROJECT AND COST: 1. ,V/ $ 2. 3. 4. Total $ RESOURCES /GRANTS - IDENTIFY SOURCE OF ALL EXISTING AND PROPOSED PRIMARY SOURCES, MATCHING FUNDS AVAILABLE, ETC: 1. $ 2. 3. 4. Total $ OTHER AGENCIES PROVIDING SIMILAR SERVICES (TO YOUR KNOWLEDGE) // hn IF THIS FUNDING REQUEST ` IS NOTT - APPROVED, WHAT ALTERNATIVE PROGRAMS AND/OR FUNDING HAVE BEEN CONSIDERED? ir e,['_ ��,1 / 5 S c V 7� 4.--!! %, <z' j9 / ./e 7-- � C/ � �c� /mil /1 / 2 �-� L.. U / z-Le____./ 419/ (� f9(1 •✓- ii�-- WHAT OTHER AGENCIES OR PROGRAMS MIGHT BE AFFECTED IF THIS REQUEST IS NOT APPROVED AND IN WHAT MANNER WOULD THEY BE AFFECTED? /97/ 2 7 ,2---9- -- 5 a__/. rc 7:;;& a 2 6 2 6.) k-e- %/s-i_.-- , ) , 1 ,/./.' How Do You COORDINATE PROGRAMS WITH OTHER AGENCIES? a� e.,(1 ©7- / _- mil // -e-a - )1 / / GU ��'l�/ ` 1� /a 5- 15 4-,--/ S G9 (- 4- k 1 ( �C.i 1�7Gxi •5 r /7D - e.-� 4S>i f 1 p /7 LL7 ..L Policy Issues • Outside and Intergovernmental Agencies— 49 NUMBER OF CITIZENS SERVED IN THE PROGRAM ACTUAL PROJECTED 2006 2007 2008 2009 Within Yakima 425-7) 6 ; Outside Yakima Total PROGRAM IS: New Current a SPECIFIC ALLOCATION REQUESTED: For 2009: $10, O O D . If this is a multiple year request, please identify the following: TOTAL AMOUNT OF CITY FUNDS OTHER SOURCES OF FUNDS FOR PROJECT YEAR PROJECT COST REQUESTED SOURCE AMOUNT $ $ $ $ $ $ $ $ $ Total $ $ $ IF YOUR EQUEST SHOULD BE APPROVED FOR 2009, How WOULD You OPERATE YOUR PROGRAM IN 2010 WITHOUT IT? DETAIL THE TOTAL EXPENSE BUDGET FOR THE PROGRAM(S) PROJECTS IN 2008, OR CALENDAR PERIOD OF REQUEST As FOLLOWS: OPERATING & MAINTENANCE EXPENSES AMOUNT Salaries and Wages $ Personnel Benefits Supplies Capital Outlay Debt Service Total $ OPERATING REVENUE - IDENTIFY PRIMARY SOURCE(S) 1. $ 2. 3. 4. Total $ 50 — Outside and Intergovernmental Agencies • Policy Issues Please attach any additional information you feel would be helpful in reviewing your request, and submit this form, together with any attachments by September 12, 2008 to: Cindy Epperson Deputy Director of Accounting and Budgeting City of Yakima 129 No. 2nd Street Yakima, WA 98901 CERTIFICATION Policy Issues • Outside and Intergovernmental Agencies— 51 The Yakima Symphony Orchestra has been a jewel of our community for over 40 years. It has provided entertainment and education for many over the years. Although we have many projects for the youth of our community, this request is primarily for funds for our general operating budget because without the orchestra fully functional in the valley we would not have the projects to support our youth. In our current state of sagging economy, sinking U.S. dollar and global competition, leaders in business, government and education are realizing more than ever to fuel creativity and innovation, we must support the arts. The applied skills that support innovation, such as critical thinking, communication skills and problem solving are considered more important than the traditional skills of basic reading, writing and math. The applied skills are commonly acquired through quality arts education. (Are They Ready to Work prepared by The Conference Board for the Fortune 1000 Business Constituency) American for the Arts and the American Association of School Administrators are studying this issue. The first product of this collaboration is a study that makes clear that both business and school leaders are virtually unanimous in rating creativity as increasingly important in U.S. workplaces. 52 — Outside and Intergovernmental Agencies • Policy Issues Despite these findings that the arts play a key role in developing creativity, most high schools offer arts classes on an elective basis only. Also, it has been found that it is some of these same business leaders who lean on schools to cut the arts in order to balance their budgets. It is at this juncture that local arts organizations can fill some of the gap. The Yakima Symphony Orchestra provides many opportunities for our students. Three ensembles, brass, string and woodwinds travel to our valley schools to play for our fourth grade students so they are familiar with the instruments the year before they may choose one to study in band and orchestra in fifth grade. In May every year the YSO brings 3000 students into the Capitol Theatre to hear all those families of instruments play together in a 45 minute concert designed especially for 4th and 5th graders. At every opportunity, the YSO brings our guest artists into up close and personal contact with our students in the form of recitals and master classes. Our partnership with Seattle Opera affords us the opportunity to bring an opera written and adapted just for elementary school children to a school in our valley every year. The orchestra offers student ticket prices to all concerts in order to make the experience available to as many students as possible. We have patrons who buy student tickets and ask that we give them away to students who are interested. We publish a list of musicians from the orchestra who teach privately in the community....and on and on. Policy Issues • Outside and Intergovernmental Agencies— 53 So - it is for all of the above reasons that the Yakima Symphony Orchestra is requesting $10,000 from the City of Yakima to support our orchestra so our orchestra can continue to support our students. The Yakima Symphony is the only professional orchestra in the state of Washington that is not supported to some extent by the city and county in which it performs. Lets change that and support the orchestra that supports our kids. YAKIMA SYMPHONY ORCHESTRA 3udge Education Budget 2008 -2009 2008 -2009 Description Amount Status Income Yakima School District $ 5,000.00 Confirmed ESD105 $ 5,000.00 Confirmed Washington Mutual $ 3,500.00 Pending USBank $ 2,500.00 Confirmed Weyerhaeuser $ 3,500.00 Pending Quest Foundation $ 3,500.00 Confirmed Zirlke Fruit $3,000.00 $ 26,000.00 Expenses String Ensemble $ 3,131.00 Woodwind Ensemble $ 3,416.00 Brass Ensemble $ 3,467.00 Student Concert p/r $ 9,509.00 Student Conc - production $ 2,365.00 $ 21, 888.00 Subtotal, Education Activities $ 4,112.00 Other Income Fund Raiser Paddle Raise $ 3,000.00 Profit Center Income / (Loss) $ 7,112.00 54 — Outside and Intergovernmental Agencies • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Intergovernmental Agency POLICY ISSUE TITLE: Yakima Regional Clean Air Agency - Budgeted 1. Proposal - This proposal is an outside agency request to provide financial support in the amount of $22,394 to the Yakima Regional Clean Air Agency. 2. a. Fiscal Impact - Non - personnel: $22,394 - Intergovernmental Program. b. Proposed Funding Source — General Fund. c. Public Impact — See Attached. d. Personnel Impact — None. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — This is a Council policy decision. Policy Issues • Outside and Intergovernmental Agencies- 55 SUPPLEMENTAL INFORMATION Yakima Regional Clean Air Authority a/� / /(Ka I�{ a ��/Il r u JIF dal. /CI81n Air Authority Phone: (509) 834 -2050, Fax: (509) 834 -2060 http://www.co.yakima.wa,usicleanalr January 2, 2009 Invoice #2009 -14 GL #614 - 33831001 City of Yakima Dick Zais, City Manager Accounts Payable 129 N 2 Street Yakima, WA 98901 Supplemental Income for 2009 $22,394.00 (2000 Census Corrected 10 -3 -2003, estimated 4 -1 -2007 at 82,940 x $27 = $22,393.80 rounded = $22,394,00) Total; $22,394.00 Please make check(s) payable to YRCAA. Assessment is due and payable upon 'receipt. Payment may be paid quarterly not later than January 15, March 15, June 15, and September 15, 2009, Please call to make payment arrangements. NOTE: Please refer to the above invoice number and GL# when submitting payment. For further- information and payment- arrangements- call Lyne_Monroe_(509) 83.4.2050- ext 104. 56 - Outside and Intergovernmental Agencies • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Intergovernmental Agency POLICY ISSUE TITLE: Yakima County Emergency Management - Budgeted / Unbudgeted 1. Proposal - This proposal is an outside agency request to provide financial support in the amount of $59,937 to the Yakima Valley Office of Emergency Management. For 2009, the per capita assessment is $.7110 compared to $0.6898 in 2008. This results in an increase of $2,725 or 4.8% from the 2008 assessment of $57,212. 2. a. Fiscal Impact - Non - personnel: $58,900 - Budgeted (preliminary estimate) 1,037 - Unbudgeted $59,937 - Total 2009 assessment The preliminary budget was finalized before the City received the 2009 assessment information, and included a 3% rate increase over the prior year. The population increase caused the additional assessment of $1,037. b. Proposed Funding Source - General Fund. c. Public Impact - Coordinated regional Emergency Management services. d. Personnel Impact — Unknown. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — This is a Council policy decision. Policy Issues • Outside and Intergovernmental Agencies- 57 SUPPLEMENTAL INFORMATION Office of Emergency Management Yakima Valley Office of Emergency Management ROOM B - COUNTY COURTHOUSE YAKIMA WASHINGTON 98901 PHONE: (509) 574 -1900 FAX: (509) 574 -1901 DATE: October 20, 2008 TO: Mr. Dick Zais City Manager City of Yakima r ,� FROM: Jim Hall, Directo4 Yakima Valley Office of Emergency Management SUBJECT: 2008 Preliminary Budget and Yakima County Emergency Services Council Meeting Notice Yakima Valley Office of Emergency Management's preliminary budget reviewed and tentatively approved by the Emergency Services Executive Board (ESEB) is attached. The tentatively approved annual assessment for 2008 is $.7110 per person or a 3% increase of the 2008 assessment. The City of Yakima's assessment for 2009 is $59937. This is an increase of $2725 for a population of 84300. This is a per capita assessment. Some jurisdictions have a greater overall increase because of an increase in population from people moving in or annexation. The City of Yakima's population increased by 1360 for 2009. The Yakima Valley Office of Emergency Management is working on or completed several major projects this year, they include: The Yakima Valley Emergency Management system is one of five county systems in the state meeting preparedness criteria set by state Emergency Management. We continue to development the Community Emergency Management System. This system is a series of checklists for local and regional Emergency Coordination Centers and others who have responsibility in an emergency or disaster. In 2008 an overhaul of the Operational area EOC Systems was undertaken and completed. Incident Management Team Development continues with team training and an interim operational status. The team is ready to help. Health Department Planning, A partnership with the Yakima Health District Updating the response plan, training, and exercising both locally and regionally. 58 — Outside and Intergovernmental Agencies • Policy Issues We participated in the regional Radiological Emergency Planning Ingestion Pathway Dress Rehearsal and FEMA Evaluated Exercise for the Columbia Generating Station at Hanford. We continue to receive Homeland Security funding through state EMD. Most of the funding is passed through to local jurisdictions for preparedness equipment etc. "You will always receive complaints about how you respond to an event and they create discomfort. Mishandle an event and it and it can be carrier ending" Jim Hall 2008 -- — — -- Our mission is one, to have the plans in place to deal with a major event or disaster. We keep each of our jurisdictions compliant with the requirements set out in RCW and WAC. Two, to maintain at the ready systems to assist communities in the Yakima Valley when they become overwhelmed by an unforeseen event either natural or man made. Meeting Notice The Emergency Services Executive Board has asked for the annual meeting of the Yakima County Emergency Services Council. The council, by agreement, consists of the mayor from each jurisdiction and the three county Commissioners. The council meeting agenda will include the final approval of the 2009 Budget by resolution, a briefing on office activities, and the election of members to the Executive Board. If you are receiving this as a city administrator please forward to the mayor he /she needs to attend, provide impute, and vote on your emergency management system. The meeting will take place at the normal monthly meeting of Mayors and Commissioners November 20, 2008 at the Pioneer Kitchen in Toppenish. The Mayors meeting will start at 6:00PM. The Council Meeting will be part of the Mayor's agenda. We are available to present the 2009 Emergency Management Budget or. any .other issue. or . project to your staff or governing body upon request. If you have other questions or require additional information please contact me at 574 -1904 or e -mail jim.haII co.vakima.wa.us Thank you for your continued support. Attachments: 2009 Preliminary Budget Policy Issues • Outside and Intergovernmental Agencies— 59 i This is our local assessment funding. It funds the largest portions of three positions in OEM. The are the Financial Tech, St Program Analyst, and the Manager. At the present time we us EMPG, CGS, and Health District funding to pay a portion of cost for these positions What is budgeted is the remaining after the other, funds are applied. I 1 1 Account # 110 Local Jurisdiction Assessments Account # 110 Revenue 2006 2007 2008 2009 City/ 1 Town 2005 Pop Share 2006 Pop Share 2007 Pop Share 2008 Pop; Share 0.5315 0.6697 0.6898 1 0.7110 Change 3.50% 26% 3% 3% Grandview 8,705 4,6'7 8840 $5,920 9,150 $6,312 9,335 $6,637 Granger 2,835 1,507 2880 $1,929 2,955 $2,038 3,050 $2,169 Harrah 630 335 630 $422 630 $435 63 $448 Mabton 2,065 1,098 2075 $1,390 2,080 $1,435 2,085 $1,482 Moxee 1,310 696 1800 $1,205 2,065 $1,424 2,415 $1,717 Naches 755 401 761 $510 805 $555 756 $538 Selah 6,740 3,582 6840 $4,581 6,935 $4,784 7,100 $5,048 Sunnyside 14,710 7,818 14930 $9,999 15,130 $10,437 15,210 $10,814 Tieton 1,185 630 1195 $800 1,200 $828 1,195 $850 Toppenish 9,000 4,784 9015 $6,037 9,105 $6,281 9,140 $6,499 Union Gap 5,695 3,027 5685 $3,807 5,700 $3,932 5,745 $4,085 Wapato 4,535 2,41,0 4540 $3,040 4,540 $3,132 4,555 $3,239 Yakima 79,480 42,244 81710 $54,721 82,940 $57,212 84,300 $59,937 Yakima Coui 89,060 47,335 88264 $59,110 88,305 $60,913 87,664 $62,329 Zillah 2,595 1,379 2635 $1,765 2,660 $1,835 2,720 $1,934 Pop /Revenue 229,300 $121,873 231,800 $155,236 234,200 $161,551 235,900 $167,725 Pop change I 2,500 2,400 1,700 $ change 1 $33,364 $6,315 1 1 $6,174 60 - Outside and Intergovernmental Agencies • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Intergovernmental Agency POLICY ISSUE TITLE: Yakima Valley Conference of Governments - Budgeted 1. Proposal — This proposal is an outside agency request to provide financial support in the amount of $41,125 to the Yakima Valley Conference of Governments (COG) membership assessment. The General Assessment went from $32,347 in 2008 to $32,877 in 2009, an increase of $530 or 1.6 %. The Metropolitan /Regional Transportation Planning portion decreased by $1,986, which is used to provide local match for regional planning grants. 2. a. Fiscal Impact — Non - personnel, $41,125; Intergovernmental Program. b. Proposed Funding Source — General Fund. c. Public Impact — Regional Transportation Planning coordination (necessary to be eligible for certain transportation grants). d. Personnel Impact — Unknown. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — This is a Council policy decision. Policy Issues • Outside and Intergovernmental Agencies– 61 SUPPLEMENTAL INFORMATION Yakima Valley Conference of Governments v c o G YAKIMA VALLEY CONFERENCE OF GOVERNMENTS 311 North 4th Street, Suite 202 • Yakima, "'ashington 98901 / 509 - 574 -1550 • FAX 574 -1551 website: wwwyvcog.org October 16, 2008 Mayor Dave Edler • City of Yakima 129 North 2nd St. Yakima, WA 98901 Dear Mayor Edler: The Yakima Valley Conference of Governments ( YVCOG) General Membership adopted the 2009 YVCOG Budget on October 15, 2008 (Resolution 2008 -4), by a unanimous vote. The City ofYakima's voting members did not attend the meeting. The 2009 YVCOG budget maintains the membership general assessment rate at 50.39 that has been in place since our 2003 budget. Changes in individual membership assessments are attributable to population changes as well as changes in transportation rant funding. . The City of Yakima's total membership assessment for 2009 is 541,125. Article VIII of the YVCOG Articles of Association, provides in part that: "...each member jurisdiction shall notify the Conference in- writing by December 31 of their intent to continue participation in the Conference at the specified assessment or to terminate their participation." in accordance with Article VIII, please notify the YVCOG in writing by December 31, 2008 of your jurisdiction's intent to continue participation as a member of the Yakima Valley Conference of Governments at the specified assessment rate. Please call if you have any questions. • - =rely, 1'. 7 e Scott Eutive Director JPS:NLS:sah Enclosure cc: Richard A. Zais, Jr., City Manager 62 - Outside and Intergovernmental Agencies • Policy Issues Y V C O G • . YAKEVIA VALLEY CONFERENCE OF GOVERNMENTS MEMBERSHIP ASSESSMENTS FOR 2009 Members OFM General MPO/RTPO Total 2008 -2009 Change Population Assessment* Assessment' Assessment % $ ' 2007 2008 2008 2009' 2008 2009 2008 2009 GRANDVIEW 9,150 9,335 3,568 3,641 1,000 1,000 4,568 4,641 1.6% 73 o GRANGER 2,955 3,050 1,152 1,189 500 500 1,652 1,689 2.2% 37 n HARRAH 630 630 246 246 500 500 746 746 0.0% - MABTON 2,080 2,085 811 813 500 500 1,311 1,313 0.1% 2 m MOXEE 2,065 2,415 805 942 1,000 1,000 1,805 1,942 7.6% 137 NACHES 805 756 314 295 500 500 814 795 -2.3% (19) SELAH • 6,935 7,100 2,705 2,769 2,000 2,000 4,705 4,769 1.4% 64 • 0 SUNNYSIDE 15,130 15,210 5,901 5,932 6,489 8,462 12,390 14,394 16.2% 2,004 TIETON 1,200 1,195 468 466 500 500 968 966 -0.2% (2) '4' TOPPENISH 9,105 9,140 3,551 3,565 1,000 1,000 4,551 4,565 0.3% 14 UNION GAP 5,700 5,745 2,223 2,240 2,000 2,000 4,223 4,240 0.4% 17 co A WAPATO 4,540 4,555 1,771 1,776 500 500 2,271 2,276 0.3% 6 ;).., YAKIMA 82,940 84,300 32,347 32,877 10,234 8,248 42,581 41,125 -3.4% (1,456) YAKIMA CO. 88,305 87,664 34,439 34,189 15,723 9,997 50,162 44,186 -11.9% (5,976) ko ZILLAH 2,660 2,720 1,037 1,061 7. 500 500 1,537 1,561 1.5% 23 oq TOTALS 234,200 235,900 91,338 92,001 42,946 37,207 134,284 129,208 -3.8% (5,076) o Yakima Tansit Total Trans Assessment 3 000 co .. • c *$0.39 pet capita �o 2009 General Assessment A OK co c1 co m I U: \soulesn \Data12009 Budget \2009 Membership Assessments W 64 — Outside and Intergovernmental Agencies • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: City Management DIVISION: Wastewater POLICY ISSUE TITLE: Enhance Security at the Wastewater Treatment Plant (WWTP) - Budgeted 1. Proposal - Enhance security to the WWTP by upgrading the entrance gate and outside lighting. The proposed upgrade is necessary to control unauthorized access into the facility. The public frequently gets lost and enters the plant without knowing where they are. We have had cars, bicyclists and even pedestrians wandering around the plant that we have had to escort out of the facility. The proposed improvements include automated operation of the gate, illumination of areas currently having little or no lighting, signing and fencing to direct visitors or vendors to the Administration building. The result will enhance safety to the public and lessen liability to the City. 2. a. Fiscal Impact - 2009 budget of $200,000. b. Proposed Funding Source - Wastewater Facility Capital Improvement Fund. c. Public Impact - Increase safety to the public by limiting unintentional access into a hazardous area. d. Personnel Impact - Safer working conditions. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives - 1) Maintain a locked gate and staff to open for vendors, service calls, deliveries and other official business at the WWTP. 2) Maintain current situation and leave the City exposed to unnecessary liability and the public exposed to a potential hazard. 3. Conclusion and /or Staff Recommendation - Staff recommends approval of the requested $200,000 security upgrades to the entrance and area lighting. Policy Issues • City Management -1 2009 MAJOR POLICY ISSUE DEPARTMENT: City Management DIVISION: Stormwater POLICY ISSUE TITLE: Reaffirm Council Authorized Stormwater Personnel Staffing Levels For 2009 - Budgeted 1. Proposal - Continued implementation of City's Stormwater Program per previous Council directive through adoption of the 2008 Major Policy Issue regarding establishment of a Stormwater Operating and Capital Improvement Program funded by stormwater utility fees. The 2008 policy issue was approved by Council on November 20, 2007. The level of activity identified in the 2008 policy issue will meet mandates within the City's National Pollutant Discharge Elimination System Permit (WAR04 -6013) as issued by Ecology effective February 16, 2007. At the July 15, 2008, meeting, City Council was provided an update on the program accomplishments and progress in meeting mandated permit requirements. At that time there was additional discussion detailing the need to step up efforts of our field activities in order to meet the mandated timelines. While City Council supported an increase of staffing to meet stormwater obligations, staff was directed to weigh in at major milestones. The additional staff planned for 2009 represents a necessary, yet significant, milestone. The crews continue to find major deficiencies in the condition of the City's storm drainage system. In addition, citizens are contacting the city requesting that localized drainage problems be remedied now that they are paying specific fees related to stormwater. Wastewater will assign their utility repair crew to address minor operational and safety concerns for approximately 1200 hours or 2 crew months during 2009. Utility repair work is NOT required by the Department of Ecology Permits. However, it appears that the City may want to consider continued funding of minor utility repair work by the Wastewater crew. However, this will reduce the amount of time focused on wastewater and directly affects the crew's ability to deal with wastewater infrastructure issues. Until the stormwater program and operational priorities are analyzed for future utility fee rates, this approach will allow Council to determine funding and staffing levels for the work unit. 2. a. Fiscal Impact - Labor and Benefits: $94,000 - 2 additional positions 30,000 - 0.6 positions temporarily transferred from Wastewater (funded by DOE grant) $124,000 - Total b. Proposed Funding Source - City Council approved Stormwater Utility fees in November 2007, setting the rate for 2009 at $35 per ERU (equivalent residential unit). In addition, Department of Ecology (DOE) awarded a Stormwater Implementation Grant to the City of Yakima. The purpose of the Grant is to provide funds to assist with the unfunded costs associated with mandated map implementation. The creation and maintenance of a map that indicates the 2 - City Management • Policy Issues location, depth, type and direction of flow, and outflow location is required both by the Underground Injection Control Regulations and the Eastern Washington Phase II Municipal Stormwater Permit. The Grant will provide $120,000 for work tasks related to the creation of the City of Yakima's stormwater infrastructure map in 2009. Revenues collected for 2009 are estimated at $1,820,000 ($1,700,000 from utility fee and $120,000 DOE Grant). c. Public Impact - Compliance with Department of Ecology requirements provides the citizens of Yakima with cleaner and safer water for recreational and domestic use and eliminates fines resulting from non - compliance. d. Personnel Impact - The Table below compares the original staffing levels proposed in the 2007 Public Hearings for the Stormwater Utility Package and staff's recommended staffing levels for 2009 based on actual crew activity in collecting data mandated by the Underground Injection Control Guidelines and National Pollutant Discharge Elimination System Permit issued by Department of Ecology. In the future a minimum of two full -time collection crews will be required to perform best management practice housekeeping, such as cleaning of the catch basins and storm drain lines on the system. The collection crew borrowed from wastewater will return to cleaning and maintaining the wastewater system and the Illicit Detection Program will begin in 2010. CITY OF YAKIMA STORMWATER PROGRAM 2008/2009 Increase 2007 0) 2008 (2) 2009 (3) 2009 (4) (Decrease) Employee FTE FTE FTE FTE FTE Division Manager 0.05 0.12 0.12 0.10 (0.02) Department Assistant III 0.20 0.20 0.20 0.20 0.00 Operator II 0.05 0.02 0.02 0.00 (0.02) Operator III 0.00 0.02 0.02 0.02 0.00 Laboratory Technician 0.10 0.10 0.10 0.10 0.00 Pretreat Crew (Illicit Detection) 0.00 1.00 1.00 0.00 (1.00) Pretreat Leader (Illicit Detection) 0.00 1.00 1.00 0.00 (1.00) Sewer Maintenance II 0.75 1.30 2.30 5.00 3.70 Sewer Maintenance Lead 0.75 1.10 2.10 2.25 1.15 Utility Engineer 0.20 0.55 0.55 0.50 (0.05) Sewer Maintenance Supervisor 0.15 0.15 0.15 0.15 0.00 Operating Chief 0.10 0.00 0.00 0.00 0.00 Pretreatment Supervisor 0.00 0.05 0.05 0.02 (0.03) Chemist 0.00 0.10 0.10 0.05 (0.05) Environmental Specialist 0.00 0.00 0.00 0.05 0.05 Surface Water Engineer 1.00 1.00 1.00 1.00 0.00 Engineering Support 0.00 0.25 0.25 0.12 (0.13) Total 3.35 6.96 8.96 9.56 2.60 (1) Values are from November 2007 Report, Table 3. (2) The 2008 budget includes funding for 5.46 because the new positions were scheduled to have staggered starting dates. (3) Original proposed staffing levels for 2009 as presented in the 2007 report to Council. (4) Budgeted - includes .60 FTE's funded by a grant from Department of Ecology temporarily reallocated from Wastewater for the duration of the grant. Policy Issues • City Management - 3 e. Required Changes in City Regulations or Policies - None. f. Legal Constraints, if applicable - None. g. Viable Alternatives - None, if the City is to complete inventory, mapping and assessment requirements under National Pollutant Discharge Elimination System (NPDES) and UIC Regulation timelines. 3. Conclusion and /or Staff Recommendation - The implementation of this program was authorized by City Council during the Public Hearings held November 20, 2007, and with the adoption of the 2008 Policy Issue initiating the Stormwater Operating and Capital Improvement Program /User Fee. Staff recommends the hiring of an additional stormwater crew to meet the timelines set by the Department of Ecology for completing an inventory and assessment of the city's stormwater infrastructure and the use of Wastewater Collection Crew as necessary to complete the inventory. In addition, the wastewater division will assign the utility crew to make a limited number of minor repairs during an approximate 21/2 month time period. The Stormwater program also has certain milestones and decision points requiring Council Action throughout 2009. The following supplemental report identifies these program requirements. 4 — City Management • Policy Issues SUPPLEMENTAL REPORT Stormwater To: Mayor Edler and Council Members Dick Zais, City Manager From: Dave Zabell, Assistant City Manager Scott Schafer, Acting Wastewater & Stormwater Division Manager Date: October 21, 2008 Subject: Stormwater - 2009 Council Actions and Progress Report The purpose of this report is to inform City Council members of items that will require their action during the calendar year of 2009 and to update Council of the progress made to date on stormwater issues. The list below notes the three key items for 2009 and each is briefly covered in this report. Additional information and meetings will be scheduled in 2009 to address each of these items in detail. 2009 COUNCIL ACTION ITEMS ➢ Adopt Ordinance for Illicit Discharge and Detection by August 16, 2009 ➢ Determine whether the Regional Stormwater approach will continue through years 4 and 5 of the permit by May 15, 2009. ➢ Adopt 2010 Stormwater Utility Rate. ILLICIT DISCHARGE AND DETECTION Section 5.B.3 (b) of the National Pollutant Discharge and Elimination System (NPDES) for Small Municipal Separate Storm Sewers in Eastern Washington requires the development, implementation and enforcement of a stormwater management program designed to eliminate all non - stormwater discharges into the storm sewers. The entire section is provided as an attachment to this report. The Illicit Detection Program has 7 minimum performance measures: 1. Develop a map showing connections and outfalls 2. Prohibit through ordinance or other regulatory measure non -storm water discharges 3. Program to detect and address illicit discharges 4. Public information regarding hazards associated with illicit discharges 5. Program evaluation and assessment 6. Provide training to all staff responsible for illicit detection 7. Training to field staff to recognize illicit discharges The Regional Stormwater Lead will provide a model ordinance that will meet the requirements set forth in the regulations. The City must adopt an ordinance and perform revisions to existing codes that may be in conflict with the new ordinance. The City is also responsible for enforcement of the Illicit Discharge and Detection program within the City limits. Policy Issues • City Management — 5 Examples of illicit discharge include discharges from lawn watering, irrigation runoff, swimming pool cleaning water or pool discharges, street and sidewalk wash water, and illegal dumping of waste products such as oil or anti - freeze The permit does allow educational measures to address illicit discharge for lawn watering and irrigation runoff during the first permit. REGIONAL STORMWATER APPROACH FOR YEARS 4 AND 5 OF PERMIT. The City of Yakima joined Yakima County, City of Union Gap and City of Sunnyside to form a Regional Stormwater Management Group in July 2007 through an Inter -local Agreement (ILA). Section 12 of the Agreement states: This Agreement is for the first three (3) years of the Permit (through February 15, 2010) and will be reviewed by all Parties at the end of the second year (February 15, 2009) for consideration of continuing the Agreement to end of the five (5) year permit cycle, and for the potential amendment of responsibilities. A decision and written commitment to amend and /or extend the Agreement for two (2) additional years is required from all Parties within the first three (3) months of the third permit year (May 15, 2009) or the Agreement terminates at the end of year three (February 15, 2010). The following tasks are noted by Yakima County as Permit requirements that are in Years 4 and 5 • Two Annual Reports • Evaluation of the effectiveness of Stormwater Management Plan • Fully develop and implement outreach or public education • Conducting field surveys to verify outfalls, etc • Prioritization of areas likely to have illicit discharges • Field assess three high priority water bodies to verify outfall locations and detect illicit discharges • Distribute information regarding illicit discharge to target audiences • Enforcement strategy and implementation of Construction Site Stormwater ordinance • Adopt /implement procedures for site plan review for Water Quality impacts • Review SWPPPs for all construction 1 acre or more, less if part of larger development • Provide adequate training for all staff involved in permitting, planning and review • Adopt and implement procedures for site inspection and enforcement • Adopt procedure for keeping records and enforcement actions by staff • Provide adequate training for all staff involved in plan review, field inspection and enforcement • All new construction to be inspected at least once by qualified personnel • Record keeping of all sites with Erosivity Waiver and complaint response • Post - Construction — Adopt /implement procedure for site plan review considering Water Quality impacts • Adopt /implement procedures for site inspection and enforcement (post- construction) • Inspect BMPs once during installation • Inspect BMPs once every 5 years after installation • Provide adequate training for staff for post- construction inspection, review & enforcement • Record keeping for 5 years or until construction complete • Keep training records • Implement practices established in operation and maintenance plans • Minimum 95% of stormwater facilities inspected twice — Permit Years 3 and 5 • Conduct spot checks after greater then 10 year storm event 6 — City Management • Policy Issues • Identify 3 outfalls for monitoring • Identify at least two monitoring questions • Develop a monitoring plan for questions noted above • Identify 2 BMPs at 2 sites each for effectiveness monitoring ADOPT 2010 STORMWATER UTILITY RATE The City Council adopted a two -year utility rate schedule for the Stormwater Utility in 2007. Rates were set at $22 per equivalent residential unit (ERU) for 2008 and $35 for ERU for 2009. Stormwater rates for 2010 will require Council adoption. Rate levels are related to the cost of completing tasks mandated by the NPDES Phase II Stormwater Permit and Underground Injection Control Requirements, the level of maintenance and repair work authorized by Council, capital projects and whether the City and other agencies continue their participation in the Regional Stormwater Group. 2008 Stormwater Program Status, Challenges and Requests Inventory and Mapping — Through the end of August, 763 catch basins were cleaned and field data was collected. This information has been entered into the City's maintenance management system (AIMMS). The Department of Ecology requires a latitude and longitude for each catch basin and approximately 90% of these catch basins have been "located" in the field with a global positioning system. This process has turned out to be very time consuming work due to the condition of some of the catch basins. Many appear to not have been cleaned since the eruption of Mount St Helens. Trees, roots, packed debris require extensive time for removal, so that the crew can collect the inventory data for each basin. As catch basins have been cleaned, new piped systems have been discovered and will require additional work to "chase to the end" in order to determine outfalls or connections to other systems. Office personnel have been researching historical drawings /records to aid in inventory work. It appears that we are locating 2 new catch basins for every ten that we knew existed. Each of the catch basins must be registered through the Department of Ecology at their web site and a complete map of the system and outfalls must be provided to Ecology by February 2012. During the 2009 Budget Hearing staff will be asking Council to consider delaying the hiring of two employees that were to address the Illicit Detection requirements of the Permit until 2010 and transfer an additional wastewater collection crew (two employees) to the inventory crew for 2009. This will boost inventory and cleaning activities in the field, giving us a better chance of meeting the deadlines set by the Permit. In addition, staff recommends approximately 1,200 hours of time be dedicated toward minor repairs to address safety issues. (This topic is discussed in more detail below) The table below shows the proposed staffing levels that was presented to City Council in November 2007 and indicates the recommended revisions in staffing positions in 2009. A grant was awarded to the City by Ecology to assist with the mapping efforts and will reimburse 75% of 1/3 of the work completed by the field inventory crews (estimated at $120,000 for 2009). Policy Issues • City Management —7 CITY OF YAKIMA STORMWATER PROGRAM Values are from Nov. 2007 Report Table 3 Recommended Increase 2007 2008 2009 2009 (Decrease) Employee FTE FTE FTE FTE FTE Division Manager 0.05 0.12 0.12 0.10 (0.02) DA III 0.20 0.20 0.20 0.20 0.00 Operator II 0.05 0.02 0.02 0 (0.02) Operator III 0 0.02 0.02 0.02 0.00 Lab Tech 0.1 0.10 0.11 0.10 0.00 Pretreat Crew (illicit detection) 0 0.50 1.00 0 (1.00) Pretreat ldr (illicit detection) 0 0.50 1.00 0 (1.00) Sewer Maint II 0.75 1.05 2.30 5.00 2.70 Sewer Maint Lead 0.75 0.85 2.10 2.25 0.15 Utility Engineer 0.20 0.55 0.55 0.50 (0.05) Sewer Maint Super 0.15 0.15 0.15 0.15 0.00 Operating Chief 0.10 0 0 0 0.00 Pretreatment Super 0 0.05 0.05 0.02 (0.03) Chemist 0 0.10 0.10 0.05 (0.05) Environ Spec 0 0 0 0.05 0.05 Surface Water Engineer 1.00 1.00 1.00 1.00 0.00 Engineering Support 0 0.25 0.25 0.12 (0.13) Total 3.35 5.46 8.96 9.56 0.60 Minor Repairs And Localized Flooding - The field crews have noted several catch basins, manholes, grate covers and pipe segments that are in need of repair. Many of these are safety hazards for pedestrians, bicyclists and motorists. In addition, we have received requests from citizens to address areas of localized flooding and pooling. Citizens believe that their stormwater utility fees should be used to address neighborhood issues. However, the Permit does not address flooding but rather focuses on "Water Quality" The picture below is typical of rain water pooling on a neighborhood street due to broken curb sections and raised pavement areas preventing runoff from reaching the catch basin and storm drain system. A maintenance program and funding mechanism is recommended to repair existing infrastructure. Projects too large or complex for City personnel and equipment may need to be completed by private contractors. wyJ}+. o r , x ,-4, ,, ,,' ; . ✓ I f ;1 d yl 1 I 1 r !1 y elf! , lav - # 8 - City Management • Policy Issues Filters, Pre- treatment and Treatment — The magnitude of the "what" and the "how" of addressing water quality issues associated with surface water are still virtually unknown at this time. The Permit and UIC Regulations both require best management practices (BMPs) to reduce or remove target pollutants to levels that will comply with state ground water quality standards by the time the surface runoff reaches the water table, an aquifer or water of the state. The financial impact of this one BMP could be substantial. Additional research is necessary before staff can determine which options are applicable to our climate and will be readily fabricated to fit the various catch basin openings in the City. Attachment: Illicit Discharge Section 5.B.3 Eastern Washington Phase II Municipal Stormwater Permit. DOE Publication 08 -10 -061 Policy Issues • City Management — 9 EASTERN WASHIINGTON PHASE II MUNICIPAL STORMWATER PERMIT Issuance Date: January 17, 2007 Effective Date: February 16, 2007 (January 17, 2007 Pages 12 to 15 of 56 Eastern Washington Phase II Municipal Stormwater Permit) 3. Illicit Discharge Detection and Elimination Each Permittee shall develop, implement and enforce a program to detect and eliminate illicit discharges (as defined at 40 CFR 122.26(b)(2)) into the MS4. The minimum performance measures are: a. Each Permittee shall develop a map of the MS4, showing the location of all known and new connections to the MS4 authorized or approved by the Permittee; all known outfalls; the names and locations of all waters of the state that receive discharges from those outfalls; and areas served by discharges to ground. i. The map shall be: at least approximately one -third complete no later than three years from the effective date of this permit; at least approximately two - thirds complete no later than four years from the effective date of this permit; and complete before the expiration date of this permit. ii. Field surveys shall be conducted pursuant to the requirements of S5.B.3.c.ii. no later than 180 days prior to the expiration date of this permit to verify outfall locations and identify previously unknown outfalls on priority water bodies. iii. Permittees shall, upon request and to the extent appropriate, provide maps and mapping information to Ecology and /or other entities covered under this permit. iv. The preferred, but not required, format of submission is an electronic format with fully described mapping standards. An example description is provided on Ecology's website. v. The Permittee shall maintain documentation of the information included in the map, and the map shall be updated periodically. b. Each Permittee shall effectively prohibit, through ordinance or other regulatory mechanism, non - stormwater discharges into the MS4. i. An ordinance or other regulatory mechanism that prohibits illicit discharges and authorizes enforcement actions, including on private property, shall be adopted no later than 30 months from the effective date of this permit. ii. Non - stormwater discharges covered by another NPDES permit and discharges from emergency fire fighting activities are allowed in the MS4 in accordance with S2 Authorized Discharges. iii. The ordinance or other regulatory mechanism does not need to prohibit the following categories of non - stormwater discharges: • Diverted stream flows; • Rising ground waters; • Uncontaminated ground water infiltration (as defined at 40 CFR 35.2005(20)); • Uncontaminated pumped ground water; • Foundation drains; • Air conditioning condensation; • Irrigation water from agricultural sources that is commingled with urban stormwater; • Springs; • Water from crawl space pumps; • Footing drains; and • Flows from riparian habitats and wetlands. iv. The ordinance or other regulatory mechanism shall prohibit the following categories of non- stormwater discharges unless the stated conditions are met: • Discharges from potable water sources, including water line flushing, hyperchlorinated water line 10 — City Management • Policy Issues flushing, fire hydrant system flushing, and pipeline hydrostatic test water. Planned discharges shall be de- chlorinated to a concentration of 0.1 ppm or less, pH- adjusted if necessary, and volumetrically and velocity controlled to prevent resuspension of sediments in the MS4; • Discharges from lawn watering and other irrigation runoff. These discharges shall be minimized through, at a minimum, public education activities (see S5.B.1.) and water conservation efforts. • Dechlorinated swimming pool discharges. The discharges shall be dechlorinated to a concentration of 0.1 ppm or less, pH- adjusted and reoxygenated if necessary, and volumetrically and velocity controlled to prevent resuspension of sediments in the MS4. Swimming pool cleaning wastewater and filter backwash shall not be discharged to the MS4. • Street and sidewalk wash water, water used to control dust, and routine external building wash down that does not use detergents. The Permittee shall reduce these discharges through, at a minimum, public education activities (see 55.B.1.) and /or water conservation efforts. To avoid washing pollutants into the MS4, Permittees shall minimize the amount of street wash and dust control water used. At active construction sites, street sweeping shall be performed prior to washing the street. • Other non - stormwater discharges. Other non - stormwater discharges shall be in compliance with the requirements of a stormwater pollution prevention plan reviewed by the Permittee which addresses control of such discharges. v. The SWMP shall, at a minimum, address each category in (iv) above in accordance with the conditions stated therein. vi. The SWMP shall further address any category of discharges in (iii) or (iv) above if the discharge is identified as a significant source of pollutants to waters of the state. vii. The ordinance or other regulatory mechanism shall include, escalating enforcement procedures and actions. viii. The Permittee shall develop an enforcement strategy and implement the enforcement provisions of the ordinance or other regulatory mechanism. c. All Permittees shall develop and implement an ongoing program to detect and address non- stormwater discharges to the MS4, including spills, illicit connections and illegal dumping. The plan shall be fully implemented no later than 180 days prior to the expiration date of this permit and shall include: i. Procedures for locating priority areas likely to have illicit discharges, including at a minimum: evaluating land uses and associated business /industrial activities present; areas where complaints have been registered in the past; and areas with storage of large quantities of materials that could result in spills. ii. Field assessment activities, including visual inspection of outfalls or facilities serving priority areas identified in (i), above, during dry weather and for the purposes of verifying outfall locations and detecting illicit discharges. • Compliance with this provision shall be achieved by: prioritizing receiving waters for visual inspection to identify previously unknown outfalls no later than three years from the effective date of this permit; field assessing at least three high priority water bodies or other priority areas to verify outfall locations and detect illicit discharges no later than four years from the effective date of this permit, and field assessing at least one high priority water body or other high priority area each year thereafter. iii. Procedures for characterizing the nature of, and potential public or environmental threat posed by, any illicit discharges found by or reported to the Permittee. Procedures shall include detailed instructions for evaluating whether the discharge shall be immediately contained and steps to be taken for containment of the discharge. Compliance with this provision will be achieved by: investigating (or referring to the appropriate agency) within 7 days, on average, any complaints, reports or monitoring information that indicates Policy Issues • City Management —11 a potential illicit discharge, spill, or illegal dumping; and immediately investigating (or referring) problems and violations determined to be emergencies or otherwise judged by the Permittee's staff or other Qualified Personnel to be urgent or severe. iv. Procedures for tracing the source of an illicit discharge; including visual inspections, and when necessary, opening manholes, using mobile cameras, collecting and analyzing water samples, and/ or other detailed inspection procedures. v. Procedures for ending the discharge, including notification of appropriate authorities; notification of the property owner; technical assistance for removing the source of the discharge or otherwise eliminating the discharge; follow -up inspections; and escalating enforcement and legal actions if the discharge is not eliminated. • For illicit connections and illicit discharges of hazardous materials, compliance with this provision will be achieved by: initiating an investigation, within 21 days of report or discovery of a suspected illicit connection or discharge, to determine the source of the discharge, the nature and volume of discharge through the connection, and the party responsible for the discharge; and, upon confirmation of the illicit nature of a storm drain connection or discharge, ensuring termination of the connection within 180 days, using enforcement authority as needed. • For other illicit discharges, compliance with this provision shall be achieved by implementing appropriate enforcement provisions according to the strategy developed pursuant to S5.B.3.b.viii. d. Permittees shall inform public employees, businesses, and the general public of hazards associated with illegal discharges and improper disposal of waste. i. No later than 180 days prior to the expiration date of this permit, distribute appropriate information to target audiences identified pursuant to S5.B.1.a., and ii. No later than two years from the effective date of this permit, publicly list and publicize a hotline or other local telephone number for public reporting of spills and other illicit discharges. Keep a record of all calls received and of all follow -up actions taken in accordance with S5.B.3.c.ii. through iv above; include a summary in the annual report. e. Permittees shall adopt and implement procedures for program evaluation and assessment, including tracking the number and type of spills or illicit discharges identified; inspections made; and any feedback received from public education efforts. A summary of this information shall be included in the Permittees' annual reports. f. Permittees shall provide adequate training to all those staff responsible for identification, investigation, termination, cleanup, and reporting of illicit discharges including spills, improper disposal, and illicit connections. g. Permittees shall provide training to all municipal field staff that as part of their normal job responsibilities might come into contact with or otherwise observe an illicit discharge or illicit connection to the MS4. Permittees shall also train office personnel who might receive initial reports of illicit discharges. Training shall include how to identify a spill, an improper disposal, or an illicit connection to the MS4 and proper procedures for reporting the illicit discharge. 12 — City Management • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: City Management DIVISION: Water /Irrigation POLICY ISSUE TITLE: Water /Irrigation Division Reorganization — Budgeted 1. Proposal — This proposal relates to a minor reorganization within the Water /Irrigation Division. The Division is proposing to modify certain duties, responsibilities and certification requirements of the Water Treatment Plant Chief Operators, review the salary to reflect expanded duties and higher certification requirements; change a Department Assistant III position to the existing Water /Irrigation Administration Specialist; and create a new grade of entry level Water Treatment Plant Operator, which will result in the addition of one full time employee. Over the past several years there have been many changes in water quality and environmental rules (specific to salmon, steelhead and bull trout), the public mandated addition of fluoride to the drinking water and changes as a result of the Municipal Water Law related to water use efficiency. These changes have impacted several of the technical positions within the division in such a way as to require more of them, particularly those associated with water treatment. In addition there have been difficulties recruiting viable candidates for open positions. These changes have resulted in the need to add duties and responsibilities to certain staff and create new positions such as Operator in Training (OIT) at the Water Plant. If approved, the WTPO OIT, the proposed WTPO II and III positions, which replace the existing Water Treatment Plant Chief Operator Positions, would be reviewed through the Civil Service process and subsequently brought to City Council for final action. 2. a. Fiscal Impact — $58,000 — Add 1 position 6,000 — Replace Chief Operators 3,000 — Upgrade office position $67,000 — Total b. Proposed Funding Source — Water Operating Fund. It is anticipated that the existing utility rate revenues will be sufficient to accommodate the minimal fiscal impact of any change. c. Public Impact — Improved reliability of water service, overtime savings, cross - training, and greater control over maintenance activities. d. Personnel Impact — Changes to, and creation of, new job classifications: Water Treatment Plant Operator OIT — This is a new job classification based on entry level criteria for a water plant operator, with final job description, requirements and salary level to be developed through the Civil Service Process. Policy Issues • City Management —13 Replace the six (6) existing Water Treatment Plant Chief Operators with Water Treatment Operator II and Water Treatment Operator III (total number of operators does not increase) - Recognize the additional duties and responsibilities added over the last several years and improve the marketability of this position for future replacements. Final job description, requirements and salary level are to be developed through the Civil Service Process. Change the Division's DA III to a Water /Irrigation Administration Specialist -The Water / Irrigation Administration Specialist is an existing job classification. Over time the needs of the division have shifted in such a manner as to require the additional functions included in the Administrative Specialist position in order to adequately support operations. e. Required Changes in City Regulations or Policies - An amendment to the job classification, Civil Service approval, and pay ordinance. f. Legal Constraints, if applicable - None. g. Viable Alternatives - Leave as is or do a portion of the reorganization. No action would result in continued difficulties in recruiting viable candidates of open positions, increased overtime and not having sufficient certified staff to operate the Water Treatment Plant and elevated overtime levels. Failure to fill the Administrative Specialist position would result in the need for special assignment pay at roughly the same cost, or paying Operators to perform some of the work at a higher rate of pay and at the expense of pulling them off higher order functions, or important documentation not being completed in a timely manner. 3. Conclusion and /or Staff Recommendation - Staff recommends approval of the reorganization as proposed. 14 - City Management • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: City Management DIVISION: Legal POLICY ISSUE TITLE: Increase Part -Time Legal Assistant Position To Full -Time Legal Assistant — Budgeted 1. Proposal — Increase 50% Part -time Legal Assistant II Position to Full -time (100 %) Legal Assistant II Position. The Legal Department handles an increasing amount of land use hearings and code enforcement matters, police litigation, employment cases, union grievances and unfair labor practice complaints, and assistance with public records act requests that have been brought in recent years, some of which have been a result of increased public process, statutory and court - ordered procedures. A full -time Legal Assistant II position will assist with bringing additional legal work in -house and assist with the overall goal of reducing outside counsel expenditures where possible. 2. a. Fiscal Impact — Personnel: Legal Assistant II Increase from Part -time (50 %) to Full -time (100 %) — Salary and Benefits $30,000. Non - personnel: Related supplies, training, etc. (no fiscal impact as these non - personnel impacts are already budgeted for the part -time position): $0 b. Proposed Funding Source — The 50% increase in this position to a full -time position will be funded 100% from the Risk Management Fund. The current part -time (50 %) position has been funded 75% from the Risk Management Fund, and 25% from the Legal Department Legal Counsel budget. Therefore, for a full -time Legal Assistant II position, the budget allocation will be as follows: 87.5% from the Risk Management Fund and 12.5% from the Legal Department Legal Counsel budget. c. Public Impact — The public would benefit as the Legal Department brings additional work in -house to assist with the overall goal of reducing outside counsel expenditures where possible. d. Personnel Impact — Legal Assistant II: Will provide necessary support for City attorneys and City departments in the significant and complex volume of land use hearings, litigation cases, personnel claims, and public record act requests. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. Policy Issues • City Management —15 g. Viable Alternatives — An alternative to converting this position to a full -time position would be to hire contract personnel who may be able to do minimal work such as filing on a limited basis. Another alternative could be to request assistance from legal assistants in private law firms; however, this would be at a much higher hourly rate, typically from approximately $75 to $80 per hour, as compared to an hourly rate of about $30 per hour. 3. Conclusion and /or Staff Recommendation — Staff recommends approval of this policy issue. 16 — City Management • Policy Issues The Municipal Court is not proposing any individual policy issues for the 2009 budget. Policy Issues • Municipal Court —1 2 — Municipal Court • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Finance DIVISION: Finance, Information Systems & Utility Services Divisions POLICY ISSUE TITLE: Continuation of 2008 Finance Department Reorganization - Budgeted 1. Proposal - During the 2008 Budget process, Council approved the Finance Departments' Policy Issue regarding Re- organization. The reorganization contained four major components - 3 of which were included in the 2008 budget, these consisted of personnel changes within the Utility Customer Services, Finance and Information Systems divisions; implementation of these 3 components have all been completed. The fourth component approved by Council as part of the 2008 Policy Issue, authorized staff to study the benefits of consolidating the Cashier positions in Finance with the Utility Services Representative positions in the Utility Services Division and to follow up as deemed appropriate based on the results of the study. A study of the impacts of consolidation of the Cashier and Utility Service Representative positions was performed in 2008 and resulted in a recommendation to combine the two positions. There are currently 2 FTE Cashier positions in Finance and 5.75 FTE Utility Service Representative (USR) positions in Utility Services. The recommendation is to combine the duties of these two positions into the USR position, eliminate the 2 cashier positions in Finance and add 2 USR positions in Utility Services division - for no net change in total FTE's. The primary benefit to this consolidation is improving service to our citizens and to our utility customers (see below for further explanation of benefits). 2. a. Fiscal Impact — 2009 (Ist Year) Full Year (Ongoing) Utility Utility Operating Costs Finance Services Total Finance Services Total Eliminate Cashier positions (2) ($37,700) ($37,700) ($75,400) ($75,400) Add Utility Services Rep positions (2) 31,800 $13,000 44,800 $63,600 $26,000 89,600 Net change in personnel cost, by division ($5,900) $13,000 $7,100 ($11,800) $26,000 $14,200 One Time Facility/ Equipment Costs Filing System $1,300 $1,300 Office Furniture $5,700 5,700 Misc. & Contingency 4,000 4,000 Total by Division $1,300 $9,700 $11,000 Total Costs By Division ($4,600) $22,700 $18,100 ($11,800) $26,000 $14,200 Policy Issues • Finance -1 The implementation of this position consolidation will complete all four components of the 2008 Reorganization Policy Issue. While the annual, ongoing net cost increase to implement this position consolidation is $14,200, as noted above, the 2008 Policy Issue Reorganization taken as a whole nets to a total savings of approximately $14,000 (i.e. combining this position consolidation with the 3 components of the reorganization implemented in 2008 results in an overall cost reduction of approximately $14,000 annually). All of the one time costs noted above would be incurred in 2009. The first year personnel costs would be approximately $7,100 as the consolidation is budgeted to occur July 1, 2009. However, this date is tentative and the actual effective date will be dependent on the final implementation plan for the position consolidation as well as on the implementation date of the new Utility Management System that is currently in progress. Many details of the position consolidation plan are yet to be worked out. b. Proposed Funding Source — General Fund: Funded by an increase in Customer Service charges (revenues) transferred from Utilities: $22,700 — 2009 $26,000 — 2010 c. Public Impact — A major benefit — and primary goal — to this consolidation is improved customer service. Customer service will be improved in several ways, including: ➢ Eliminate necessity for customers to go to one window to obtain information about their account and to a second window to make a payment on their account; ➢ Allows for better allocation of existing staff to the highest priority — which changes from day to day; resulting in shorter wait times at the windows and on the phones for customers. (Example: we often experience long lines at the cashier window at the beginning of the month after social security and other checks are received; however, there may be a greater need for employees to answer phones at other times of the month when there are changes in field operations, such as start -up of irrigation accounts). ➢ Provides additional backup support for both positions, thus providing better support to our customers, (Example: with only 2 cashiers, providing backup for an employee who is sick or on vacation is very challenging and often does not result in the best service to the customer). ➢ Provides better communication and coordination of activity on a customer's account when one employee can handle all parts of a single transaction. (Example: when a customer's account is flagged for shut off due to non - payment, it is not uncommon for that customer to pay their bill at the cashier window and not alert the cashier that their account is subject to shut -off; thus the Utility Services office is not advised of the customers' payment — and the customer's service is shut -off. With one person handling all account issues for the customer, shutting off water service in error should be significantly reduced or eliminated.) Note: The improvements in customer service would be achieved with no change in the total number of employees (FTE's). 2 — Finance • Policy Issues d. Personnel Impact — As with any change in a position, there will be impacts to front line employees and their supervisors. Some of these impacts include: Cashiers and USR's will need to learn new tasks — additional training will be required; the 2 employees holding the cashier positions may be at some risk of not qualifying for the USR position; employees work area will be modified to take down the partition that separates these employees today and to re- arrange existing furniture and equipment; staff may be rotated more frequently between the various "functions" within the division; managers will have more flexibility in assigning staff to highest priority work, which will require closer attention to these various tasks by management; some employees will experience a change in supervisor. e. Required Changes in City Regulations or Policies — None identified. However, this will require review and update of existing operating procedures in the two Divisions, with a focus on coordination, communication and internal control issues. f. Legal Constraints, if applicable — Non identified to date, However, since this position consolidation will have an impact on union represented employees, issues that may need to be bargained could still be identified. g. Viable Alternatives — Leave staff as is, and miss opportunity to improve customer service and enhance employee efficiencies. 3. Conclusion and /or Staff Recommendation — Staff recommends implementation of this Policy Issue. Policy Issues • Finance — 3 2009 MAJOR POLICY ISSUE DEPARTMENT: Finance /City Mgmt DIVISION: Information Systems and City Clerks Office POLICY ISSUE TITLE: Implement a Records Management System — Budgeted 1. Proposal — Implement a Document & Records Management software program for use by the City Clerk's office. The City does not have a centralized records management system. Each department has been responsible for maintaining their own records. The documents are usually paper or unstructured electronic records. As a result, records management has been inconsistent, inefficient, and in some instances, out of compliance with record retention requirements. In addition to the inefficient use of resources, a potentially more serious problem is the inability to locate records when necessary for public disclosure or legal discovery. The 2008 E -Mail Archiving Policy Issue approved by Council addressed one major class of unstructured electronic communications records. This Policy Issue directly addresses another class of records that includes the City's "official" records managed by the City Clerk's office. These records are made up of all ordinances, resolutions, contracts, and any correspondence and other documents related to official City Council business. Once implemented, this system will serve as a proof -of- concept and model for incorporating other classes of City records into a centralized records management structure. 2. a. Fiscal Impact — Software $37,000 Implementation Services 20,000 Client Hardware 8,000 Central Servers & Storage 10,000 Total Implementation Costs $75,000 Software Maintenance $7,500 Hardware Maintenance 2,500 Total Ongoing Annual Costs $10,000 Total $85,000 b. Proposed Funding Source — Implementation 2009: 50% General Fund ($42,500, 50% Risk Management ($42,500) Ongoing Annual Maintenance Cost (2010 and beyond): General Fund - Information Systems ($10,000) 4— Finance • Policy Issues c. Public Impact — More efficient use of tax dollars and employee resources, more accurate and timely response to public records and discovery requests and will meet mandated legal record retention requirements. d. Personnel Impact — Improved personnel utilization. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — Continue with current ineffective and inefficient records management within multiple departments. 3. Conclusion and /or Staff Recommendation -- Adopt Policy Issue. Policy Issues • Finance — 5 6 — Finance • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Community & Economic DIVISION: Planning Development POLICY ISSUE TITLE: Upgrade Planning Specialist Position - Budgeted 1. Proposal - Modify the job description of the incumbent Planning Specialist to reflect the increase in the range of duties and the growing complexity of the position. Since the current Planning Specialist position was created in 1998 the city has grown larger, there are more planners to support, the sheer volume of applications has expanded at least three fold, and an increasing number of our projects involve highly technical issues. One substantive indicator of this is the extensive project packets which are prepared by this individual for Council review and action. In addition, the incumbent is playing a key role in the development of the city's new Paladin permit tracking system and will continue to be instrumental in its implementation and maintenance. These increases, coupled with Washington State's substantial and ever increasing regulatory reform requirements, mean that the incumbent's responsibilities have changed significantly from what they were previously. 2. a. Fiscal Impact - Annual cost of upgrading position estimated at $3,500. Existing position is pay range 10.5. The proposal is to establish the modified position at pay range 13, equivalent to a Permit Technician. b. Proposed Funding Source - General Fund. c. Public Impact - Encourage retention of significant support personnel. d. Personnel Impact —None. e. Required Changes in City Regulations or Policies — An amendment to the job classification, approval by Civil Service, and an amendment to the pay ordinance. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation - Staff's conclusion is that the responsibilities of the Planning Specialist's position have increased significantly over the last ten years. Currently, the compensation package offered for this work makes it difficult to retain a trained and motivated person in this job. Our recommendation is that the incumbent in this position be upgraded to the pay level of a Permit Technician. Policy Issues • Community and Economic Development -1 2009 MAJOR POLICY ISSUE DEPARTMENT: Community & Economic DIVISION: Code Administration Development POLICY ISSUE TITLE: Increase 2009 Service Contract with the Humane Society by 9.1% - Budgeted / Unbudgeted 1. Proposal -The Humane Society of Central Washington has requested a 9.1% increase in their annual contract for 2009 with the City of Yakima for the following reasons: ➢ Provide better and consistent animal control and animal care services. ➢ An increase is needed in order to more appropriately reflect the true cost of caring for the number of animals delivered to the Shelter from the City of Yakima Animal Control officers and residents. In addition, the Humane Society has requested the City consider a two or three year contract, with an increase of not more than 7% per year, rather than the current annual contract. Please note that this comes at a time when dog license revenue has declined substantially due to a reduction in licensing fees in 2007. Revenue in 2008 for the period January 1, 2008 thru June 30, 2008 is 61% below the same period in 2007. 2. a. Fiscal Impact - $5,722 increase for a total 2009 contract amount of $68,600: Budgeted $2,516 4.0% Increase Unbudgeted 3,206 5.1% Increase $5,722 9.1% b. Proposed Funding Source — General Fund. c. Public Impact — None. d. Personnel Impact — None. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — Option #1 - Reconsider the issue of dog licensing fees in order to reduce the amount the Animal Control program is subsidized by the General Fund. Option #2 - Consider a reduction in one or more areas such as: a. Reduction in services performed by the Humane Society. b. Reduction in Animal Control staffing. 3. Conclusion and /or Staff Recommendation - This is a Council policy decision. 2 - Community and Economic Development • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Community & Economic DIVISION: ONDS Development POLICY ISSUE TITLE: ONDS Reorganization - Budgeted 1. Proposal - Given the consistent, annual decline of federal Community Development Block Grant (CDBG) and HOME Investment Partnership funds, management determined that the performance and accountability of the division could be maintained by reorganizing the existing staff to reduce overhead expenses. In addition to the Deputy Director's fiscal and administrative oversight role, the Operations Supervisor will continue to supervise day to day operations on site at the ONDS office. The Neighborhood Development Assistant retired in April 2008, and the administrative support duties of that position have been redistributed throughout the division. Given the uncertainty of the 2009 entitlement levels, the future workload, and the requirements of potential new HUD directives or opportunities, such as the Neighborhood Stabilization Initiative, this position will remain budgeted, but vacant at this time. ONDS has also funded an Accountant position in the Finance Department. This position provides oversight for ONDS internal management of records, represents the division during state and federal audits and program reviews, and maintains the Federal Integrated Disbursement Information System (IDIS), which is the system through which the city is reimbursed for ONDS expenses. ONDS funding for this Accountant position has been consistently reduced from 100% to 80% in 2006, 75% in 2007, and 20% in 2008. The reduction of ONDS' financial contribution has correlated to a transition of duties and responsibilities from Finance to the Neighborhood Development Accounting Specialist. The incumbent in this finance department Accountant position will retire in 2009, and the full responsibility for fulfilling their duties for ONDS will fall upon the Neighborhood Development Accounting Specialist. For this reason, management proposes to upgrade the ONDS Accounting Specialist to Financial Services Technician, which is still a step below the Accountant position. ONDS' contribution to the finance department Accountant position will be eliminated when the incumbent retires, resulting in an administrative cost savings. This is a comparison of 2008 vs. 2009 positions managed /supervised within the Neighborhood Development Services division, represented as FTE's within the organization (not for budget purposes): Background - In March of 2008, the Neighborhood Development Services (ONDS) Manager resigned. The resignation of the ONDS Manager came during the time of year when program operations begin to peak; including the Single Family Rehabilitation program, Graffiti Paint - Out, Marvin Gardens project, as well as the First Time Homebuyers and Down Payment Policy Issues • Community and Economic Development - 3 Assistance programs. All of these projects operate under tight budgets, and the division faced the prospect of going through the 2009 budget cycle without a manager. For these reasons, the Deputy Director of Community and Economic Development was assigned to provide fiscal, programmatic and administrative oversight of the division during this period for 2008. Unlike the other department divisions, ONDS is not located within City Hall. For this reason, the Operations Supervisor has been provided special assignment pay (7 %) to handle the day to day operations at the ONDS office that were part of the ONDS Manager's responsibilities. Part of the ONDS policy issue calls for continuation of this management approach into the future. 2008 2009 Deputy Director of Community & Economic Development* 1 1 ONDS Manager 1 0 Operations Supervisor 1 1 Financial Services Technician 0 1 ONDS Accounting Specialist 1 0 Senior Program Supervisor 1 1 Housing Loan Specialist 1 1 Neighborhood Development Assistant 1 1 Rehabilitation Specialist 2 2 Department Assistant III 1 1 Code Compliance Officer 1 1 Total Personnel — Budgeted 11 10 * Partially funded by other department budgets. Note: ONDS also funds a portion of an Accountant, an Associate Planner and a Permit Technician. Cost Shifting Process — Removing the ONDS manager position from the budget in 2009 will provide funds to pay for the CED Deputy Director salary allocation, and upgrade the accounting position. This cost shift will result in administrative cost savings within the overall 2009 ONDS budget. 2. a. Fiscal Impact — The reorganization proposes to change the allocation of positions among affected operating funds. The net effect of these reallocations on salary and benefit accounts are as follows: Estimated Savings I. Elimination of ONDS Manager position ($107,000) II. Redirection of CED Deputy Director ONDS salary allocation: additional 15% = estimated cost $20,000 III. Continued 7% special assignment pay for Operations Supervisor $8,000 IV. Upgrade ONDS Accounting Specialist to Financial Services Technician $5,000 V. Total estimated savings to the city's federal grant programs: ($74,000) b. Proposed Funding Source — No additional funding required. The proposal results in a net savings to the Federal Block Grant administrative expenses. c. Public Impact — The administrative cost savings will allow for more program funding. d. Personnel Impact — Overall staffing levels will be reduced by one position. 4 — Community and Economic Development • Policy Issues e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives - Retain the current organizational structure and recruit new ONDS Manager. 3. Conclusion and /or Staff Recommendation - Staff respectfully requests the following:. a. Retain the ONDS manager position in the city's pay ordinance, but not budget the position for 2009 to provide flexibility for future changes, if needed. b. Approve the reassignment and proportional salary contribution from ONDS for the deputy director of CED to provide fiscal, administrative and organizational management of the Neighborhood Development Services Division. c. Upgrade the Neighborhood Development Accounting Specialist to the Financial Services Technician position Policy Issues • Community and Economic Development - 5 2009 MAJOR POLICY ISSUE DEPARTMENT: Community & Economic DIVISION: Yakima Convention Center Development POLICY ISSUE TITLE: Increase Annual Management Fee - Budgeted 1. Proposal - This proposal requests a $19,350 (3 %) increase to the management fee. This line item includes wages for the Convention Center staff from $482,400 to $498,350 and the management fee to the Visitors and Convention Bureau from $162,600 to $166,000. These increases will assist in covering the costs of wages, insurance, L &I and taxes. Below you will see the Convention Center operates at a staffing level much lower than our competition not only statewide but nationally as well, according to PriceWaterhouse Coopers. In addition to operating with less staff than other facilities, the Center does it with professionalism and service that can't be beat. During the recent feasibility study, meeting planners were asked many questions about the center, the location, and the staff. John Gordon, Consultant for GVA Kidders Mathews who recently conducted the feasibility study, stated unequivocally, the staff ranked very high in planners' minds. In addition, the retention of employees that the Center has accomplished adds tremendously to the overall success of the building. The average number of years of service for the FTE's is 7.75 years. That is almost unheard of in this industry. It is because of this stability, knowledge and service that groups keep coming back to Yakima and the Convention Center, adding to the Economic Impact for the community. The following chart compares staffing to the size of the facility for several Convention Centers around the state: FTE PT SQ. FT. Yakima 8 11 41,000 Tri- Cities 19 44 47,474 Meydenbauer 23 30 55,720 Lynnwood 13 32 34,448 National 35 75 Under 100,000 sq. ft. 2. a. Fiscal Impact - $19,350: b. Proposed Funding Source - Convention Center Operating Account, Fund #170; Hotel /Motel tax and event revenue. c. Public Impact - Continue to provide exceptional service. d. Personnel Impact - Allow adequate staffing resources to maintain the Convention Center facility and provide a high level of service /support to clients and patrons. 6 - Community and Economic Development • Policy Issues e. Required Changes in City Regulations or Policies - None. f. Legal Constraints, if applicable - None. g. Viable Alternatives - None. 3. Conclusion and /or Staff Recommendation — Staff and the Public Facility District Board of Directors recommends approval of this policy issue. Policy Issues • Community and Economic Development — 7 2009 MAJOR POLICY ISSUE DEPARTMENT: Community & Economic DIVISION: Yakima Convention Center Development POLICY ISSUE TITLE: Equipment Replacement and System Upgrades — Budgeted 1. Proposal — The Center has hosted over 2,800 Event days and 740,000 people since the 2002/2003 Expansion. Since the expansion, minimal amounts have been spent on equipment replacement and /or system upgrades. Currently, some of the equipment is worn and tattered, and in other instances the parts are obsolete. Therefore, in an effort to remain competitive, these upgrades are necessary. This request would cover: ➢ Purchase 500 chairs — ($120,000). The replacement seats and backs are no longer available in our current style. This order would be enough chairs to set the South Ballroom in a maximum set. The existing chairs used in the South Ballroom will be moved to the large Ballroom. This will give us parts to maintain the existing chairs for a couple more years of use. ➢ Replace 10 Backdrops — ($20,000). These units are essential to the professional set up of a meeting room. The backdrops scheduled for replacements are approximately 20 years old. They are at the end of their useful lifespan. ➢ Upgrade HVAC Systems — ($34,000). This system is in three segments. Operationally, it is difficult to maintain. This would tie all three systems together and upgrade many components necessary for efficiency. ➢ Upgrade and replace lighting controls — ($28,000). This is an area where the parts are completely obsolete. These controls that will be replaced were installed in 1997. While this does not seem like that long ago, this particular style was being deleted from store inventories at the time of installation. We recently had to have a switch built to replace a broken one, at a cost of $600. The only way to get replacement parts for our system is from buildings that are being renovated or demolished. In addition, this system is run by a master processor. The processor has crashed 5 times over the years, and while we have so far been able to get the system to come back up, it is running on borrowed time. Due to the extensive use of the facility, this must be a priority. ➢ Electric access door — ($5,000) Due to high traffic volume on the West side of the building from the Red Lion, the entry doors need to be upgraded for handicap accessibility. ➢ Service Hall — ($10,000). The hallway on the West side of Room "A" needs to be widened to allow staff to move carts of equipment down it. Currently if large equipment needs to go in the South end of the Grand Hall it is hauled outside and around. This is very difficult to do in the winter months and in inclement weather. 8 — Community and Economic Development • Policy Issues 2. a. Fiscal Impact — $217,000. b. Proposed Funding Source — Capital Fund #370, including a projected increase in hotel/ motel tax revenue and a larger PFD allocation. c. Public Impact — None. d. Personnel Impact — None. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — Staff and the Public Facility District Board of Directors recommends approval of this policy issue. Policy Issues • Community and Economic Development — 9 2009 MAJOR POLICY ISSUE DEPARTMENT: Community & Economic DIVISION: Yakima Convention Center Development POLICY ISSUE TITLE: Market Analysis and Visitor Profile — Budgeted 1. Proposal — Yakima lacks current data on the major leisure segments of our visitor industry. Outside of anecdotal and incomplete information assembled from a few industry partners, we know little about our visitors in terms of their demographic information (where they reside, age, income, education level), what is described in the industry as their "psycho- graphic" data (their perceptions of the destination and motivational factors), how they plan their trip and their travel details while in the area. We propose commissioning a professional firm that is experienced in surveying visitors and compiling and analyzing the data to build a profile of travelers to the region and provide a complete report. The firm would be responsible for building the data collection methodology, preparing necessary collection instruments and training staff or volunteers in research collection. Typically the data collection occurs over a six month period at key locations to give a representative sample of the visitors to the region. Locations could include visitor centers, major festivals that attract visitors, hotel lobbies, downtown, museums, wineries, etc. The survey tool used would collect data on the visitor including: ➢ Their perceptions of the destination ➢ Preference of activities and services ➢ Frequency of travel to the region ➢ What information sources they used to plan the trip ➢ Are they day visitors or overnight visitors and how long they will be staying ➢ Purpose of trip (leisure, business, convention, sports) ➢ Party size ➢ Specific activities they plan to do on the trip ➢ Other communities they plan to visit on this trip ➢ Rating of the destination (best to worse) for a number of important factors (i.e. dining, entertainment, safety, signing, friendliness of people, etc) ➢ Key spending data and demographic information The final product is an extensive market analysis that will help guide the marketing efforts of the bureau. It will provide reliable information to assist in targeting key market segments, describe and substantiate the extent of the visitor market, plus identify strengths and weaknesses of community services and products. The findings will be available to any business, organization, or individual in Yakima to assist them in targeting their visitor marketing efforts. This will result in greater effectiveness of marketing efforts and thereby should increase visitor spending. 10 — Community and Economic Development • Policy Issues 2. a. Fiscal Impact — Fiscal Impact -- $30,000. b. Proposed Funding Source — Fund #170 Operating Account - $30,000. c. Public Impact — None. b. Personnel Impact — None. c. Required Changes in City Regulations or Policies — None. d. Legal Constraints, if applicable — None. e. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — Staff recommends approval of this policy issue. Policy Issues • Community and Economic Development —11 2009 MAJOR POLICY ISSUE DEPARTMENT: Community & Economic DIVISION: Capitol Theatre Development POLICY ISSUE TITLE: Increase Management Fee — Budgeted 1. Proposal — The Capitol Theatre facility is owned by the City of Yakima. For the past 30- years, the facility has been managed by the Capitol Theatre Committee (CTC), a separate non - profit corporation administered by a professional staff under the stewardship of a community based volunteer board of directors. The City and CTC have a management agreement that is renewed every five years. Under the terms of the agreement, the CTC is responsible for, "the enhancement of the economic and cultural climate of the City and its environs. This includes ... the promotion, operation and /or use of such facility for assembly purposes ". The CTC has taken these covenants and expanded them into three core values that guide the organization: Maintain the facility on behalf of its owner, the City of Yakima; facilitate access to the facility for both clients and consumers; and present performing arts events that would not otherwise be available to our community. This partnership has built and sustained a foundation of quality -of -life and economic vitality by drawing 100,000 visitations annually to the downtown core for nearly three decades. During this time, the CTC has been able to grow the organization to meet the ever evolving demands of the business that is the performing arts. It has done so through a community based investment formula that has fostered growth within the realistic boundaries of available resources. We have been careful not to overly rely on any one revenue stream. At the same time, each resource is critical to the financial solvency of the organizations. For example, currently the CTC generates 16% of its revenue through community contributions and support, and 75% through ticket sales, rental fees and other earned sources. The remaining 9% is received as a City management fee. With a break even budget of approximately $2.2 million, any small change in the makeup of our support matrix dramatically affects the CTC's financial stability. 2. a. Fiscal Impact — $12,000 increase in the management fee (from $197,000 to $209,000). This represents 10% of the CTC's 2008 operating budget. b. Proposed Funding Source — Hotel /motel room tax and the Capitol Theatre's dedicated revenues from the Cable TV franchise fee. c. Public Impact — None. d. Personnel Impact — None. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — The requested increase is within the parameters of the revenue streams for both Hotel /Motel Tax and the dedicated portion of the Cable TV Franchise Fee. 12 — Community and Economic Development • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Community & Economic DIVISION: Engineering Development POLICY ISSUE TITLE: Engineering Division Reorganization - Budgeted 1. Proposal - Management requests that the City Engineer position be budgeted and filled by the incumbent Wastewater Manager on a permanent basis. The Chief Engineer position will remain, with a primary responsibility for technical supervision of transportation elements. While the Engineering Division has strong capacity in the design and construction of roads, the utility design functions have largely fallen upon one staff member (who is nearing retirement). However, this is a time that the City should be increasing efforts to plan and design for the future needs of the utility, in addition to reviewing private development utility alignments and supporting the creation of Local Improvement Districts. For this reason, the wastewater division will contribute a total of 55% to the City Engineer salary, and Stormwater will contribute 5 %. The water division will also contribute to a portion of the salary. As the City Engineer will provide more fiscal and administrative oversight to the division, the engineering portion of the deputy director's salary will be reduced from 50% to 20 %, with the balance redistributed among the other CED divisions proportionate to oversight responsibilities. Total positions managed /supervised within the engineering division, represented as FTE's within the organization (not for budget purposes): Background - The City Council approved a multi -year reorganization plan for the engineering division as part of the 2007 budget that assigned the Deputy Director of Community and Economic Development to provide fiscal, programmatic and administrative oversight of the division during this period, upgraded two Design Engineer positions, and created a Chief Engineer to provide technical supervision and project management. The creation of the Chief Engineer also served an organization goal to increase the number of Licensed Professional Engineers within the division. This organizational structure remained in effect for 2008. Two other goals of the reorganization are to improve coordination with city utilities and within the development review process; and to decrease our reliance on outside consultants for the design and construction management of capital improvement projects. The result has been cost savings and /or the ability to build more for several public projects, including Phases 2 and 3 of the Downtown Futures Initiative, grind and overlay and pedestrian crossing improvements. This has also required a more intensive, hands -on approach on the part of the Chief Engineer, and more involvement with the wastewater division at the management level for utility planning, design, and coordination. The necessity for this heightened level of coordination is especially important to the city's growth opportunities, where sewer construction dictates the path of development. Filling the vacant City Engineer position will free up the deputy director of CED to provide additional management assistance and oversight in ONDS, Planning and Codes. Policy Issues • Community and Economic Development -13 All of the above circumstances are converging at a time when the reorganization is nearing the end of its initially proposed timeline. In response, a senior management team (Zabell, Cook, Morales) has developed an organizational format that serves to strengthen our current technical capacity, improve utility coordination, and does not result in increased salary expense. In August of 2008, the Wastewater Manager was placed on special assignment to the engineering division to help determine the feasibility of this organizational change. 2008 2009 Deputy Director of Community & Economic Development 1 1 City Engineer 0 1 Chief Engineer 1 1 Senior Engineer 1 1 Design Engineer 4 4 Development Engineer 1 1 Surface Water Engineer 1 1 Construction Supervisor 1 1 Construction Inspector 2 2 Street Inspector (1) 1 1 Engineering Contracts Specialist 1 1 Engineering Office Assistant 1 1 Total Personnel - Budgeted 16 17 Cost Shifting Process - The deputy director salary allocation from 041- General Fund Engineering will be reduced from 50% to 20 %, with the 30% going back into the City Engineer salary. The City Engineer allocations from Wastewater will also be increased to 60 %, in order to more accurately reflect the higher level of involvement with and service to the Wastewater Division. The 60% Wastewater contribution is spread among Wastewater Treatment 40 %, Wastewater Collections 15 %, and Stormwater is 5 %. In order to fund the addition to wastewater, that division also reviewed its staffing configuration, and determined that a Lab Tech could be eliminated. 2. a. Fiscal Impact - The total Engineering Division budget, General Fund will remain approximately the same as 2008. The following table summarizes the effect on all impacted funds: Citywide: Add City Engineer $144,000 Eliminate Wastewater Lab Tech (67,000) Net increase Citywide $77,000 By Fund: General Fund - 30% City Engineer $43,200 Less transfer 30% of CED Deputy Director (38,900) Net increase General Fund $4,300 Wastewater Fund - 55 % City Engineer $79,200 Less elimination of WW Lab Tech (67,000) Net increase Wastewater Fund $12,200 Water Fund - 8% City Engineer $11,500 Stormwater Fund - 5% City Engineer $7,200 Irrigation Fund - 2% City Engineer $2,900 14 - Community and Economic Development • Policy Issues b. Proposed Funding Source - Wastewater, Stormwater, Water and Irrigation for a portion of the City Engineer salary. c. Public Impact - The reorganization will improve customer service and division productivity by maintaining the technical supervision of the Chief Engineer, and providing better coordination for the development community and capital projects management. d. Personnel Impact - Overall staffing levels will remain the same. The division will now have three Licensed Professional Engineers on staff, compared to just one in 2006, with a net increase of 1 FTE e. Required Changes in City Regulations or Policies - None. f. Legal Constraints, if applicable - None. g. Viable Alternatives - This was considered the most viable alternative if customer service levels, productivity, performance management, and cost containment are to be improved. 3. Conclusion and /or Staff Recommendation - Staff respectfully requests the following: Budget and fill the City Engineer position for 2009. Policy Issues • Community and Economic Development -15 2009 MAJOR POLICY ISSUE DEPARTMENT: Community & Economic DIVISION: Engineering Development POLICY ISSUE TITLE: 2009 Grind and Overlay / 16th Ave from Nob Hill to Washington Ave. - Budgeted 1. Proposal - Repair of the Nob Hill Overpass remains a priority for the City. REET 2 funds have previously been budgeted for this project. The 2008 budget included an Council approved Policy Issue to make these necessary repairs, with the assumption that the repairs would cost $1 million, funded 50/50 by a Federal Grant and REET 2. In June 2008, the City submitted an application in response to the call for projects by the 2008 Federal Highway Bridge Program. We have received favorable responses regarding our application, If we are successful with this application, the Nob Hill project will be fully funded from a Federal grant. However, a final decision on which projects will receive this 100% funding will not be made until January 2009, although the 2009 budget is built assuming the full grant funding. This policy issue, if approved by Council, would budget available REET 2 funds for a grind and overlay project on 16th Avenue from Nob Hill Boulevard to Washington Avenue for 2009, with the caveat that, should these REET 2 dollars ultimately be needed for the Nob Hill Overpass, the 16th Avenue Grind Overlay would not happen in 2009. 2. a. Fiscal Impact - $550,000. b. Proposed Funding Source - Second Quarter percent Real Estate Excise Tax (REET2). c. Public Impact - Systematic street maintenance. d. Personnel Impact - Manage the design, bidding and construction phases. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation - Staff recommends approval of this policy issue. 16 - Community and Economic Development • Policy Issues The Police Department is not proposing any individual policy issues for the 2009 budget. Policy Issues • Police —1 2 — Police • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Fire DIVISION: Support Services POLICY ISSUE TITLE: Fire Station 94 Remodel - Budgeted 1. Proposal - Fire Station 94 remodel. Will add 1,200 square ft. to include separate sleeping quarters and adequate female restroom facilities to accommodate co -ed crews and comply with federal regulations (29 CFR 1910.141- c -1 -i), asbestos abatement in crew kitchen, dining and training areas, relocation of heating ventilation and air conditioning (HVAC) system to eliminate intake of aircraft exhaust into the station, and removal and replacement of failed concrete pavement. 2. a. Fiscal Impact - Total estimated cost is $600,000. PROPOSED PROJECT BUDGET Construction Budget $435,000 Construction Contingency @ 8% 34,800 Sub Total $469,800 Architectural /Engineering Fees $52,200 Civil Engineering Fees - Estimated 7,500 Landscape Fees - Estimated 3,000 Sales Tax @ 8.2% 38,524 Plan Review and Permit 4,455 Misc. Expenses (Doc. Printing, etc.) 5,000 Sub Total $110,679 Estimated Total $580,479 Other Costs: Utility Connection Fees $0 *Data /Communications Allowance 7,500 *Appliances and Furnishings Allowance 7,500 *Other 2,500 Estimated Total Other Costs $17,500 Project Grand Total $597,979 Note: " *" Indicates Owner budgeted Items Owner's Budget $600,000 Difference $2,021 Policy Issues • Fire -1 b. Proposed Funding Source — Fire Capital Fund / 1st quarter percent Real Estate Excise Tax (REET 1). In addition staff recommends that the Council work with the Yakima Air Terminal Board to explore the possibility of partnering with them to use a portion their annual FAA entitlement to fund a portion of the cost. As a reminder this facility houses the AARF rig and dedicated crew required for Air Operations at an approximate annual cost of $228,600. This cost is supported entirely out of the City's General Fund. c. Public Impact — The request changes will allow crews to continue to occupy the fire station and provide coverage in South West Yakima. Fire Station 94 is designated to be utilized as a "safe house" for dignitaries (President Fox from Mexico, Governor Gregoire, etc.) for meetings and training sessions. Because of its size, it is inadequate to accommodate these needs. In addition, as evidenced during FAA mandated drills, Station 94 is too small to establish an Emergency Operations Center (EOC) should we experience an aircraft disaster. d. Personnel Impact — There are a significant number of problems involving health, liability and functionality that require immediate attention: ➢ Lack of Adequate Separation for Co -ed Crews: The station lacks adequate facilities compliant with current laws requiring separate sleeping quarters, restroom and locker rooms. Note: The City has acted to address these concerns on a temporary basis with the construction of a restroom inside of the bunker gear room. However, due to inadequate ventilation (the room reaches temperatures over 100 degrees in the summer) and location. An additional complication is that the restroom is located in the bunker room, as such, noxious and potentially toxic fumes may be "off- gassing" from contaminated bunker gear in violation of WAC 305 standards (see attached photo). Note: The addition of the restroom facility was intended as a temporary measure until a legislative determination was made with respect to replacement of the facility and /or budgetary approval from Council could be obtained to fund the necessary improvements. ➢ Exposed and deteriorating asbestos insulation on pipes are located in the kitchen, training and dining room areas. Asbestos is a known carcinogen and presents an unacceptable health risk to the crews working there and members of the public visiting the facility. ➢ The HVAC system is located on the east side of the station making it susceptible to exhaust from nearly every commercial flight to accessing the terminal. Aircraft exhaust is routinely pulled into the HVAC system and circulated within the station. Crews stationed at 94 have experienced headaches and other symptoms of exhaust inhalation. ➢ The concrete apron servicing the station is failing in two critical areas; as well as the sidewalk on the south side of the station. These failures present a safety hazard to the crews and public. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None available. This proposal consists of four major elements, none of which can be delayed. 2 — Fire • Policy Issues 3. Conclusion and /or Staff Recommendation — Staff recommends approval of this project with implementation at the earliest possible date. There is no financially realistic possibility of constructing a new facility in the next several years. Further delay in addressing these items will lead to further deterioration of Fire Station 94, risk exposure to the crews assigned to the station, serve to compromise the operational effectiveness of the station and potentially subject the City to avoidable risk. There have been several airports, similar in size to Yakima that have faced this challenge. Each one understood the importance that the ARFF station and crew played in the success of the Airport. They placed safety for their employees, customers and teammates as their #1 priority. Policy Issues • Fire — 3 Inadequate Female Facilities • Current facilities do not meet federal regulations ,_ - It M. 7 .te - I . F �� ., \ --1,--r-e:,,,,.. 1 1 _ ‘ iN, \ 2 4 HVAC S •Exhaust from aircraft enters the station through the existing HVAC system. -� ' -- - 4 — Fire • Policy Issues iiIILIIIIIIII glillab illiriL I _ I 1� ._._ I i i I - -I I I I I I I I — — a \ \ I / ■ PIMA. STORhSE I II i i VI W , 4 " \ ! I I I I I i ._I T a e ; I _ E � / I \ 11 I i • Q -1 _ _— __J \O - 2 \ t N . \ I W q t __. \ — — — l �.rrr«A,us,eooH / I ` \ \ ' r i \ I 1IIII } t YY n I i i I j Po ■ / � \ I 1 l I I I - ,C�r t 1 I / \ 4 I • r.b i 1 .4,....4,4,44444r.4 .4,....4,4,44444r.4 / J \ I — — — — I 111 n I I 31433930Y I 31433930Y 1 P6eYX � pi " I I seaA 'mom f } 3� t II 1 -- _ C_ 611.17F NEIL I IIn -- (e ) APPARATUS S IGX*1 O - --- r 1 — --1 0 q Q —--- 77--- -17 - - -7 ,raarlcee I I �3 • H H DAY ROOK • GI P I Z I I I I I `—'— • Ig 0�1 i i < • I IL i I OUTLINE OF _.1 EXISTING caMrk"t reserved. NI p•te a this drawing a. the .eomwo property e and Owl not be used et rePrOd000d In prey way enMut the •vpnUM .nn.n nnieuon a MOCKWAY UPFCR w UAAB NICNRECTURE OPTION 5- PHASE II PROJECT NO. 0401 FILE No. 0401 -PLAN ® DESIGNED BY DRAWN BY CHECKED BY NORTH DATE 06/01/04 REVISION SCALE I/8" .1 SHEET N0. - A101 Policy Issues • Fire — 5 2009 MAJOR POLICY ISSUE DEPARTMENT: Fire DIVISION: Public Safety Communications POLICY ISSUE TITLE: Transfer funding of two Public Safety Dispatchers from Dispatch to 911— Budgeted 1. Proposal — In 1998, with Council's approval we took four of our Public Safety Dispatcher positions and changed them into Lead Public Safety Dispatcher, a line level supervisor position. The intent was that these positions would, along with their dispatching duties, provide an immediate level of supervision for day to day operations for both the calltaker and dispatch staff. The problem up to the recent increase in staff was that the dispatch workload left very little opportunity to actually perform the supervisory functions. Now we are reaching the staffing level that allows for these positions to exercise more of the responsibilities and duties of a supervisor. Given that, we have proposed, and it has been accepted by the 911 Boards, to have two of these positions (one -half the total cost) funded through the 911 budget. This proposal is to take those funds freed up by 911 absorbing these costs and applying them one additional Public Safety Dispatcher and one additional Public Safety Lead Dispatcher. This Lead Dispatcher position will become the Training Coordinator, MSAG Maintainer (911 addressing verification) and fill in for long term Lead Dispatcher leaves (reducing acting and overtime). 2. a. Fiscal Impact — 911 share of supervisors (additional revenue) $179,000 New dispatch positions 130,000 Net gain to 124 (tax supported) Budget $49,000 b. Proposed Funding Source — Public Safety Communications Fund: Additional contribution from the Countywide 911 excise tax of $179,000. c. Public Impact — Less direct impact to the Public other than increased diligence in dispatch operations. d. Personnel Impact — Increase by two positions. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — A very positive step for the Communications Center by increasing supervision and staffing. Recommend approval. 6 — Fire • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Public Works DIVISION: Streets POLICY ISSUE TITLE: 40th Avenue Corridor Traffic Movement Improvement Study - Budgeted 1. Proposal - Corridor study of North 40th Avenue between River Road and Englewood Avenue to identify preliminary conceptual designs and alternatives for safety and capacity improvements. 2. a. Fiscal Impact - $35,000. b. Proposed Funding Source - Streets and Traffic Engineering Fund - Gas Tax. c. Public Impact - North 40th Avenue is the highest volume street corridor in the Yakima Urban Area. Preserving the integrity of traffic movement through the corridor, with respect to congestion and safety are vital to the entire Yakima Urban Area. Improvements will be conducted in segments, as funding becomes available. A corridor study will assist project implementation in a phased approach. d. Personnel Impact - Will be contracted to an outside professional engineering firm. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives - The limits of the study could be modified. If the study is delayed, cost estimates and preliminary design for necessary improvements will not be available. 3. Conclusion and /or Staff Recommendation - Corridor studies are identified as priority projects in the Yakima Urban Area Transportation Plan 2025 for 40th Avenue, 16th Avenue, Nob Hill Boulevard and South 1st Street. The Council Transportation Committee approved submitting this proposal to the entire Council. Policy Issues • Public Works -1 2009 MAJOR POLICY ISSUE DEPARTMENT: Public Works DIVISION: Streets and Traffic Engineering POLICY ISSUE TITLE: Eliminate Vacant Senior Sign Specialist And Upgrade Two (2) Part -Time (75 %) Sign Specialists To Full -Time - Budgeted 1. Proposal - Eliminate the vacant Senior Sign Specialist position (Job 8664) and upgrade two (2) existing Traffic Sign Specialists (Job 8663) from 0.75 percent time to full time. 2. a. Fiscal Impact - A net savings of .5 FTE and $34,000. b. Proposed Funding Source - Street and Traffic Engineering Operating Fund: The increase of two positions to full time are more than covered by elimination of one FTE identified above. c. Public Impact - The inventory of signs, now at over 18,000, will receive additional attention in winter months. d. Personnel Impact - Will convert two existing part -time employees to full -time employees and eliminate one full time vacancy. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives - No other alternative reduces expenditures and increases winter month sign maintenance capacity. 3. Conclusion and /or Staff Recommendation -Staff recommends approval of this policy issue. 2 - Public Works • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Public Works DIVISION: Transit POLICY ISSUE TITLE: Purchase One 35 Foot Bus — Budgeted 1. Proposal — This Transit Capital request provides the funding required for the purchase of 1 35- foot heavy -duty replacement bus. The purchase price of this bus is $400,000. This plan calls for replacing one 17- year -old bus with a heavy -duty low floor one. The Transit Council Committee reviewed this plan during the 2008 budget season. The approved plan called for the replacement of 4 buses in 2008. However, escalation in the price of the buses required a reduction in the the number of buses replaced in 2008 (from 4 to 3), and this purchase will complete the original proposal. 2. a. Fiscal Impact — $400,000 (all local funds). b. Proposed Funding Source — Transit Capital Reserve Fund / local sales tax. c. Public Impact — Preserve the ability to adequately carry current and projected passengers on busiest routes. d. Personnel Impact — None. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — Procure smaller, less costly coaches and reduce ridership - handling capability on busiest routes. 3. Conclusion and /or Staff Recommendation — Staff recommends replacing 1 older 35 - foot coaches with the new coach. Staff further recommends the replacement coaches be adequately suited to handle passenger load on busy routes. One Bus at or past its FTA approved 12 year life would be retired and surplussed — As new buses are purchased, Transit continues to implement the plan to reduce /move towards appropriate bus "spare ratio" desired by FTA. Newer fleet would reduce maintenance demand / expense compared to the older 17 -year old coaches. Policy Issues • Public Works — 3 2009 MAJOR POLICY ISSUE DEPARTMENT: Public Works DIVISION: Refuse POLICY ISSUE TITLE: Upgrade Solid Waste Maintenance Worker position to Solid Waste Code Compliance Officer position — Budgeted 1. Proposal — This proposal is to upgrade one permanent Solid Waste Maintenance Worker position to a Solid Waste Code Compliance Officer position. The change from manual collection to automated collection has allowed the Refuse Division to utilize staff more efficiently. We have seen results from our efforts to enforce Refuse Division ordinances concerning scattered litter, illegal dumping and other matters. The Solid Waste Code Compliance Officer position will be responsible for identifying sites where violations occur. They will determine the responsible party and /or property owner and notify them regarding the cleanup requirements. The Solid Waste Code Compliance Officer will monitor the property and on occasions where no compliance occurs, they will clean up the debris. The Solid Waste Code Compliance Officer will be responsible for properly billing the responsible party for the cleanup. This position will need to maintain a commercial driver's license and must be available to fill in for Solid Waste Crew Leaders, when needed. 2. a. Fiscal Impact — Solid Waste Code Compliance Officer salary and benefits $56,500 Solid Waste Maintenance Worker salary and benefits (53,500) Net Increase $ 3,000 b. Proposed Funding Source — Refuse Division Operating Fund. c. Public Impact — The Refuse Division will have staff dedicated for the purpose of addressing violations of ordinances regarding litter in alleys and illegally dumped debris. d. Personnel Impact — Eliminate a Solid Waste Maintenance Worker position and add a Solid Waste Code Compliance Officer. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — Staff recommends approval of this policy issue. 4 — Public Works • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Public Works DIVISION: Refuse POLICY ISSUE TITLE: Upgrade Solid Waste Maintenance Worker position to Solid Waste Crew Leader position— Budgeted 1. Proposal — This proposal is to upgrade one permanent Solid Waste Maintenance Worker position to a Solid Waste Crew Leader position. Many changes have taken place due to the automation of refuse collection. One employee is able to collect approximately 600 residential services, compared to an average of 475 services ten years ago when it took two employees to manually collect garbage cans. In January 2009 the Refuse Division will begin servicing approximately 2,600 new accounts within the 72nd Avenue Annexation area. This area consists of single and multi - family residence. A Crew Leader position will be necessary to provide automated cart service and bin service for these new accounts. 2. a. Fiscal Impact — Solid Waste Crew Leader salary and benefits $63,437 Solid Waste Maintenance Worker salary and benefits (60,312) Net Increase $3,125 b. Proposed Funding Source — Refuse Division Operating Fund. c. Public Impact — Refuse collection will be performed consistently by a Crew Leader assigned to the route. d. Personnel Impact — Eliminate a Solid Waste Maintenance Worker position and add a Solid Waste Crew Leader position. e. Required Changes in City Regulations or Policies — None. f. Legal Constraints, if applicable — None. g. Viable Alternatives — None. 3. Conclusion and /or Staff Recommendation — Staff recommends approval of this policy issue. Policy Issues • Public Works — 5 2009 MAJOR POLICY ISSUE DEPARTMENT: Public Works DIVISION: Parks & Recreation POLICY ISSUE TITLE: Request for RFP to Lease Fisher Golf Course in 2010 1. Proposal - Staff proposes that Requests for Proposals (RFP's) be solicited in 2009, for Council consideration, for the turn key operation and maintenance of Fisher Golf Course. If authorized by Council, the start date for this lease operation would be in 2010. If implemented, there would be no further Parks City subsidy of the operation and maintenance of this facility in 2010. As part of this proposal the Golf Course Maintenance Specialist would transfer over to an upgraded Park Maintenance Crew Leader position within Park Maintenance. This new position is in reality simply an upgraded current Park Maintenance Specialist vacancy at a cost of $6,000 /year. The two remaining permanent three - quarter time employees are being counseled to look for other work within the City in positions that they may be qualified to perform. 2. a. Fiscal Impact - A net decrease of approximately $100,000 in the Parks and Recreation subsidy of Fisher Golf Course. City Council could reallocate these revenues within the General Government, including Parks. b. Proposed Funding Source — None. c. Public Impact — The implementation of this request is intended to prevent the closure of this small executive golf course which many in the community have expressed a desire to remain open. d. Personnel Impact - The permanent employees covered under the AFSCME bargaining agreement are to be found comparable employment within the City. As noted above, the 100% full time employee would have an option of moving to the upgraded position at no loss of salary or benefits. e. Required Changes in City Regulations or Policies - None. f. Legal Constraints, if applicable - The AFSCME Bargaining Agreement concerning contracting out would need to be followed. g. Viable Alternatives - While perhaps not viable, the following alternatives exist: (1) Continue current operation and financial subsidy of Fisher Golf Course; (2) Close Fisher Golf Course and save all its attendant net costs. 3. Conclusion and /or Staff Recommendation - Staff recommends approval of this two -part policy issue: (1) prepare and consider /deliberate /award the RFP's for operation of the Golf Course in 2010; and (2) preparation of an upgraded, currently vacant position for the Golf Course Maintenance Specialist to move into Parks Maintenance at no loss in pay or benefits. 6 - Public Works • Policy Issues 2009 MAJOR POLICY ISSUE DEPARTMENT: Public Works DIVISION: Parks & Recreation POLICY ISSUE TITLE: Develop Upper Kiwanis Park, Phase 1 Financing - Budgeted 1. Proposal - In order to accomplish Upper Kiwanis Phase 1 development as submitted in the City's successful Recreation and Conservation Office (RCO) Grant, approximately $1.225 million is necessary. $600,000 is currently secured through a State RCO Grant of $500,000 and $100,000 in Parks Capital. The remaining need of $625,000 is proposed to come from short -term (5 -year) financing and additional contributions from Capital Reserves. Sun LC (Service Club Trust) has purchased and transferred title to five parcels on the northwest corner of Kiwanis Park. The value of this donation is $560,000 and is part of the local match in the RCO Grant. 2. a. Fiscal Impact - Total project budget: $1,225,000 Parks Capital $1,225,000 Revenue: Grant $500,000 Line of Credit or Interfund Loan $500,000 2008 & 2009 REET1 Allocation $225,000 Net $1,225,000 The remaining $625,000 is proposed to come from a $500,000 five -year line of credit from the Parks allocation of REET 1 dollars and an additional $125,000 contributed towards this project from Parks Capital (which in reality is REET 1 dollars contributed annually to the Parks Capital fund). With the recent turmoil in the credit markets, staff will monitor the least expensive way to accomplish the short -term borrowing. Options include 1) a draw on the line of credit (currently budgeted, but probably least desirable from a market perspective or 2) an Interfund loan. This will be decided based on market conditions when the cash flow is needed. b. Proposed Funding Source - The proposed funding source is Parks Capital consisting of $500,000 in a RCO Grant, and $225,000 in REET 1 Parks Capital allocation, and $500,000 from short term borrowing repaid from REET 1. c. Public Impact - The citizens of East Yakima will see a number of new amenities in Upper Kiwanis Phase 1 development, including, but not limited to, volleyball, playground, certain Title 12 improvements, new restroom facilities, and one of the proposed three to four new Little League baseball fields envisioned for Upper Kiwanis. More fields cannot be built at this time due to lack of funding and the disposition of Kiwanis Pond currently undergoing wetland review and mitigation analysis. Policy Issues • Public Works - 7 d. Personnel Impact - None. e. Required Changes in City Regulations or Policies - None. f. Legal Constraints, if applicable - None. g. Viable Alternatives — Staff considered complete infusion of REET 1 dollars ($725,000), but this option was not implemented so that a larger level of remaining REET 1 resources would be available for other purposes. A second alternative was to bond the $725,000 needed for this project over a 10 -15 year period. It was determined that the 5 -year line of credit was the better option to recommend to Council. After that recommendation was made the Financial markets have been in turmoil; any borrowing will be more expensive than previously estimated. 3. Conclusion and /or Staff Recommendation — Staff respectfully requests approval of the policy issue as defined above for the five -year line of credit proposal. 8 — Public Works • Policy Issues