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Home My WebLink About10/22/2024 04.A. City Administration Budget Presentation - City Council, City Manager, Economic Development, City Clerks, and Information Technology Services i4 �e+ i,i • 1.:4'" 5'�J; ,,J, BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 4.A. For Meeting of: October 22, 2024 ITEM TITLE: City Administration Budget Presentation - City Council, City Manager, Economic Development, City Clerks, and Information Technology Services SUBMITTED BY: Vicki Baker, City Manager SUMMARY EXPLANATION: Staff will present the Administration budgets. ITEM BUDGETED: STRATEGIC PRIORITY 24-25: RECOMMENDATION: ATTACHMENTS: Administration Budget Presentation 25-26 Budget.pptx 53 Mow City Council 25 - 26 Priority- Based Budget Vicki Baker, City Manager 2025 Priority-Based Biennial Budget Priorit 0 Level Pro.ram Name Justification of Priority Level _ A Resilient Yakima An Engaged Yakima Membership in the Association of WA Cities is not mandatory, however, every city in the state is a member of AWC. AWC provides training opportunities, assistance with legislative matters, salary and benefit survey results, and Yakima hosts the annual Labor AWC Dues Relations Institute generating economic impact for Yakima.This conference generated $85,000 $14,000 in revenue for the Convention Center, and a projected $194,750 in economic impact to local businesses supporting the 475 statewide attendees. The City has hosted 2 the AWC conference for over 20 years. The City contracts with two state lobbyists. The lobbyists monitor the City's legislative State lobbying priorities, attend hearings and testify on behalf of the City, schedule and attend meetings, $72,000 2 and keep staff informed of legislative issues that could potentially impact the City. Council Stipend City Councilmember monthly stipends $95 100 1 Training/Travel Cell Phones Councilmember training on parliamentary procedures,AWC trainings and certifications, $30,000 2 travel to Olympia, cell phones and technology 2 55 110111111 • Quesoons • 56 „„„„„ Mow City Manager 's Office 25 - 26 Priority- Based Budget Vicki Baker, City Manager 2025 Priority-Based Biennial Budget Priorit 0 Level Pro.ram Name Justification of Priority Level A Resilient Yakima An Engaged Yakima City Management Day to day operations of the City, including all approvals, oversight of directors, $209,000 $209,000 administration staff and all programs. Management of staff based on City Council 1 direction. Financial stability and long term planning of the City of Yakima. Special Project ' N Professional $34,000 Services Contracted assistance for special projects. 2 <.,. 5 58 110111111 • Quesoons • 59 11111111. MOW 44\s, Economic Development 25 - 26 Priority- Based Budget Vicki Baker, City Manager 2025 Priority-Based Biennial Budget Priority 0 W Level Program Name Justification of Priority Level A Resilient Yakima An Engaged Yakima Windows Included in the economic development budget is $10,000 for the Arts Commission. Alive/Arts Expenses incurred in this line item include the Windows Alive spring and fall series and $10,000 3 Commission utility box wraps. _ Flowers and Included in the economic development budget is $44,300 for potting flowers and flower I flower baskets baskets for the downtown. DAY stores and repurposes the baskets every year saving $44,300 3 the city from purchasing new baskets each year. YCDA The City contracts with YCDA for Economic Development in the City of Yakima since the $50,000 2 City doesn't have a staff member working on economic development projects. Fireworks The City partners with the Central Washington State Fair and Yakima County to provide $15,000 3 funding for the annual 4th of July celebration at State Fair Park. The City contracts with a federal lobbyist. The lobbyist researches federal funding Federal Lobbying opportunities and makes the City aware of funding opportunities for various projects. $60,000 2 The lobbyist meets with staff on a weekly basis to discuss strategies and City projects. 8 f_ f �A 61 110111111 • Quesoons • 62 1111111 1.11101 City Clerk' s Division 25-26 Priority- Based Budget Vicki Baker, City Manager Rosalinda Ibarra, City Clerk Brandy Bradford, Records Administrator / Deputy City Clerk 63 MISSION STATEMENT The mission of the City Clerk's Office is to provide quality support and assistance to the City Council, City Administration and the citizens of Yakima in an efficient, professional and courteous manner. We are committed to open government, and we facilitate communication, information sharing and participation by citizens. City Clerk (General Fund) R•salinda Ibarra* Records Administrator (General Fund) Brandy Bradford Records Assistant Public Records Officer Public Records Officer (General Fund) (Gen Fund & Risk Mgmt) (Risk Management) Silvia Corona* Ta my Regimbal *Bilingual Staff(English/Spanish) 64 2025 Priority-Based Biennial Budget , Priority 0 W Level Program Name Justification of Priority Level I A Resilient Yakima An Engaged Yakima Mandated by RCW 42.56,the PRA requires that all public records maintained by state Public Records and local agencies be made available to all members of the public, with very narrow $198,316 Act (PRA) statutory exemptions. With the exception of judicial records, public disclosure statutory 1 laws apply equally to all Washington governments. Washington RCW 42.30 requires that all meetings of governing bodies of public Open Public agencies, including cities, be open to the public. Council actions must be adopted at Meetings Act meetings conducted in compliance with the OPMA.Agencies are required to provide $198,316 (OPMA) sufficient public notice (agenda) of their meetings and minutes must be taken at all 1 regular and special meetings. l State and local government agencies are required by RCW 40.14 to retain records for Records different lengths of time depending on the content, function, and purpose of the record. $175,000 Management Retention schedules establish the time frames for records retention, archiving and 1 destruction. The manner and method of holding and calling municipal elections is according to RCW Elections Title 29A. Municipal elections are conducted and administered by the Yakima County $230,000 Auditors Office. Elections are general, primary, or special.The auditor invoices each 1 jurisdiction its share of the expense of such primaries and elections. State law requires cities to establish a board: RCW 41.20 creates the police officer's LEOFF1 -Police I pension board currently consisting of 37 retired members. Expenses include disability, $712 800 Board retirement, pension and medical,dental and vision claims and reimbursements for out-of- 1 pocket expenses. State law requires cities to establish a board: RCW 41.16 and 41.18 creates the LEOFFI -Fire firefighters pension board currently consisting of 49 retired members. Expenses $1,074,763 Board include disability, retirement, pension and medical, dental and vision claims and 1 reimbursements for out-of-pocket expenses. 12 1p�` %f 65 2026 Priority-Based Biennial Budget , Priority 0 W Level Program Name Justification of Priority Level I A Resilient Yakima An Engaged Yakima Mandated by RCW 42.56,the PRA requires that all public records maintained by state Public Records and local agencies be made available to all members of the public, with very narrow $220,263 Act (PRA) statutory exemptions. With the exception of judicial records, public disclosure statutory 1 laws apply equally to all Washington governments. Washington RCW 42.30 requires that all meetings of governing bodies of public Open Public agencies, including cities, be open to the public. Council actions must be adopted at Meetings Act meetings conducted in compliance with the OPMA.Agencies are required to provide $220,263 (OPMA) sufficient public notice (agenda) of their meetings and minutes must be taken at all 1 regular and special meetings. l State and local government agencies are required by RCW 40.14 to retain records for Records different lengths of time depending on the content, function, and purpose of the record. $175,000 Management Retention schedules establish the time frames for records retention, archiving and 1 destruction. The manner and method of holding and calling municipal elections is according to RCW Elections Title 29A. Municipal elections are conducted and administered by the Yakima County $195,000 Auditors Office. Elections are general, primary, or special.The auditor invoices each 1 jurisdiction its share of the expense of such primaries and elections. State law requires cities to establish a board: RCW 41.20 creates the police officer's LEOFF1 -Police I pension board currently consisting of 37 retired members. Expenses include disability, $675,130 Board retirement, pension and medical,dental and vision claims and reimbursements for out-of- 1 pocket expenses. State law requires cities to establish a board: RCW 41.16 and 41.18 creates the LEOFFI -Fire firefighters pension board currently consisting of 49 retired members. Expenses $1,073,126 Board include disability, retirement, pension and medical, dental and vision claims and 1 reimbursements for out-of-pocket expenses. 13 1p %f 66 2025-2026 Priority- Based Biennial Budget Program Name 1Nomoetiz :1 services provided by the department that appear critical but are not budgeted: Staff liaison to the Council Nominating Committee - prepare agendas, minutes, coordinate & schedule interviews, Boards and Commissions recommendations for appointments to Council. Maintain boards and commissions membership rosters and track term expirations, and applications for fifteen City boards/commissions. Facilitate advertisements for vacancies, update boards and commission information on website. Participate in administrative safety committee. Administer oaths of office to elected officials, judges, commissioned Administrative Functions and officers, and limited commission employees. Accept bid submittals and attend bid openings in conjunction with Support Purchasing guidelines. Distribute incoming mail to all City departments. Receive damage claims and lawsuits and route for processing. Support City Manager and City Council functions. Maintain archival records of Council legislative actions, including public hearing notices. Policy Development and Involved in creating and updating administrative policies related to public records, records management, and other Training City directives. Participate in the development of training for staff on information about the Public Records Act, Records Management and Open Public Meetin•s Act. _ Provide internal and external customer service in person, by phone, and e-mail for all related City activities and functions. Update website and bulletin board postings. Provide public notarial services for City business related City-wide Customer Service documents. Conduct necessary research of information in response to citizen and staff requests. Assistance to the public with handouts, general and voter registration forms. Provide information to English and Spanish speaking 'members of the public. 14 67 2025 - 2026 Biennial Budget 2025 Budget 20 .•, ;dget $2,589,195 $2,558,782 2025 Projected 2026 Projected Expenditures Expenditures Records $468,744 $452,505 Clerks $332,904 $358,021 LEOFF1 — Police Pension $712,800 $675,130 LEOFF1 — *Fire Pension $1 ,074,763 $1,073,126 *Funded by dedicated revenues from property taxes, an allocation of fire insurance premium taxes and fund reserves Item 2025 Projected Revenue 1 026 Projected Revenue LEOFF1 — *Fire Pension $977,088 $1,002,088 15 68 City Clerk's Functions Chart Records LEOFF 1 Public Records Public Meetings Management Pension Elections Boards and Administrative RCW 42.56 RCW 42.30 RCW 40.14 RCW 41.26 Commissions Council Agenda &Packet Storage & Police Ballot Measures Municipal Code — Tracking Preparation Retrieval Pension Board — to County Nominating — (General Code (RecordsApp) ttee (Granicus Peak) (Laserfiche) RCW 41.20 Elections Co Liaison Publishing) J Retention Firefighters Manage Administer Oaths — Processing Official Minutes Schedules Pension Board Petitions Membership — of Office RCW41.18 Terms Archival Records Voter Facilitate mil — Exemptions Ordinances Secretary of Processing Registration Appointments — Bid Openings Enactment State Medical Claims Information to B/C's I. — ' Production & Resolutions Inventory and Disclosure Adopted Destruction — Vehicle Titles l L City-Wide Staff _ Legal Notices&1 Contracts— Accept Service Support Publications — Distribution & for Claims and 1 Tracking Lawsuits Timestamping Policy City-Wide Video Development& Customer Recordings Training Service vJ 16 _ 1a 69 City Clerk / Records Legislative Statistics 2020* 2021 2022 2023 2024 Est. 344 350 323 305 284 205 171 177 182 149 46 48 49 50 44 41 44 40 33 36 Council Meetings Ordinances Enacted Resolutions Passed Contracts Processed *COVID-impacted year �:Y,�J 17p�` iAS 70 Public Records Act Requests* 4000 3500 3314 3382 3350 3395 3250 3000 2702 2500 2000 1500 1000 - — 500 0 2019 2020 2021 2022 2023 2024 Est. *This chart cannot adequately reflect the increased complexity of the requests received nor the volume of responsive records produced. Complexity is evaluated based on a list of criteria defined in the City of Yakima's Public Records Act Procedures. 18 p` b' A 71 City Clerk' s Division 2025 & 2026 Budget Requests Priority 2025 2026 Level Description Request Fund Request Request Strategic Priority High Records Assistant 1 FTE GF $ 81,482 $ 85,861 A Resilient Yakima 19 _ 4A 72 110111111 • Quesoons • 73 Information Technology Services Division Victoria Baker City Manager John Carney IT Services Manager 74 Supported Services Offered • Cyber Security • Physical Security — Access Control, Cameras, and Intercoms • Networking • Land Mobile Radio (LMR) • Public Safety — YPD, YFD, and SunComm 911 • Public Works — Transit, Streets, and Water • End Point — Desktop and Mobile Support • Desktops, Laptops, Tablets, In-Car Mobile computer environments • GIS — Geographical Information Systems • Public Safety, Public Works, Codes, and most other Departments • Application Development • Enterprise Application Support 22 V.�J.O %f 75 Our Customers • City of Yakima • Public Safety — YPD, YFD, Legal, Courts and SunComm 911 = 57% • Public Works — Transit, Refuse, Streets, Parks, Water, etc. = 19% • Administration — City Manager's Office, Council, Finance, Engineering, HR, Clerks, etc. = 23% • Other Agencies Supported: • City of Selah • City of Union Gap • Yakima Training Center • Various Fire Districts 23 p` b' A 76 2025 - 2026 Biennial Budget 2025 Budget 2026 Budget $5,097,675 $5,035,967 24 g, %f 77 2025 Finance Priority- Based Biennial Budget Priority Level Program Name Justification of Priority Level A Safe&Healthy Yakima A Resilient Yakima A Thriving Yakima An Engaged Yakima Cyber Security-infrastructure services include maintaining servers,storage systems,networking devices,video canferencing&telephone operations.Infrastructure ensures the city is able to share and move data in an efficient way.If the infrastructure fails business functions are not able to be 1 infrastructure/Security performed. $ 2,012,939 Provides mapping for city departments.GiS ensures first responders are in the right place during a crisis.GIS is used to Geographic Information create,manage,analyze and map all types of data.This data is 1 Systems(GIS) needed by departments such as streets,water,police and fire. $ 378,067 Build and run custom applications that support the city.Ensure applications can adapt as the city grows.Provide real and meaningful value to users,by solving problems,simplifying 1 Application Development tasks. $ 569,733 install hardware and software for businesses,maintain computer systems and equipment,and diagnose,troubleshoot, and repair issues that may interfere with the daily functions of a business.They also provide support to any members of an organization who needs computer-related technical 1 Computer Operations assistance. $ 1,039,246 is a vital role that helps the organizaion run smoothly and enables users to complete their work successfully and conduct daily business.This area troubleshoots,performs background upkeep&maintenance on systems,provides technical support, communicates with vendor and organization,documents and maintains procedures.,writes and maintains records and 1 Application Support improves current processes. $ 934,533 b' �A 78 Workload Breakdown of IT Services Requests Increasing Demands • Estimated over 8000 IT Work Administration,23% Requests for 2024 • Up 29% from the previous year • New Application Requests are up 41% from the previous year • Security — 2023 saw a 72% Public Safety,57% increase globally in data Public Works,19% breaches since 2021 79 ITS 2025 & 2026 Budget Requests Priority Level Description Fund 2025 Additional Request 2026 Additional Request Priority High Server Warranties GF $ 45,,000 $ - A Resilient Yakima High Firewall Replacement GF $ - $ 75,.000 A Resilient Yakima High Unitrends Backup Solution GF $ - $ 275,000 A Resilient Yakima High PC Replacement GF $ 75,000 $ 75,000 A Resilient Yakima High M365 GF $ - $ 350,,000 A Resilient Yakima High Public Safety Radio Infrastructure GF $ 100,000 $ 100,000 A Resilient Yakima High TextJSMS Archiving Solution GF $ 48,000 $ 48,000 A Resilient Yakima 27 p. b' IN 80 110111111 • Quesoons • 81