HomeMy WebLinkAbout07/19/2011 09 2012 YAKCORPS Budget; Acceptance and Authorization of City of Yakima's Portion •
BUSINESS OF THE CITY COUNCIL
411 YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. -
- For Meeting Of July 19, 2011
ITEM TITLE: ITEM TITLE: Consideration of a Resolution accepting the proposed 2012
YAKCORPS Budget and authorizing the City of Yakima's portion thereof.
SUBMITTED BY: Rita DeBord, Finance and Technology Director
CONTACT PERSON /TELEPHONE: Rita DeBord, 576 -677 1
Tara Lewis, 576 -663•
SUMMARY EXPLANATION: YAKCORPS 2012 Proposed Budget
After several years in planning, development and implementation, the county -wide Integrated
Public Safety System (IPSS) project is nearly completed. IPSS has served to establish
comprehensive information and technology systems throughout the region that enable
coordinated effort among member agencies in law enforcement, firefighting, and emergency
services. These new systems include Computer Aided Dispatch (CAD), Mobile Data in Police
and Fire vehicles, Law Enforcement Records, Jail /DOC Records and a Prosecuting Attorney
System. (Note: these systems are currently in various stages of implementation throughout all
member agencies; all are anticipated to be fully implemented by end of 2011.)
® On July 6, 2010 Council adopted an Interlocal Agreement (ILA) for the establishment of the
Yakima Consortium for Regional Public Safety (YAKCORPS). YAKCORPS is responsible for
the operation of the systems implemented under the IPSS project. The ILA provides for the
structure, governance, operations and funding of the Consortium and its activities. The stated
purpose of YAKCORPS is set forth in Article 1 of the ILA. Briefly, those purposes include:
• provide public safety services so that member agencies may improve their ability to serve /protect
• serve as a liaison for improved communication, understanding and cooperation among members
• providing technical and professional support of greater expertise at a lower cost
• providing technical and professional assistance on public safety matters as appropriate
(Continued on next page)
Resolution X Ordinance Other (Specify)
Contract Mail to (name and address): Phone:
Funding Source General Fund — 2012 Revenues
APPROVED FOR SUBMITTAL: City Manager
STAFF RECOMMENDATION: Approve 2012 Proposed YAKCORPS Budget.
BOARD /COMMISSION /COMMITTEE RECOMMENDATION: YAKCORPS Executive Board
recommended approval of the 2012 Proposed Budget at their June 20, 2011 meeting.
COUNCIL ACTION:
•
The ILA, which has been adopted by all member agencies, sets out the' budget guidelines and
timelines for establishing the Consortium's annual budget; requires that any agency that desires
•
to challenge or request changes to the proposed budget for the subsequent year to make such
request known by providing written notice of such request to the Consortium's Executive Board
prior to July 31 of the current year. (Note: this timeline was established to provide each Consortium
member agency with their prorated portion of the Consortiums budget in sufficient time to allow each
agency to include this amount in their annual budget process and to allow time for the Consortium to
address any issues /concerns that may be identified by a member agency, update the budget if
appropriate and forward the final budget to all agencies before they complete their respective budget
processes for the upcoming year.)
Therefore, to meet the budget timeline included in the Interlocal Agreement, Council is being
asked at this time to consider the YAKCORPS Budget package as presented to all member
agencies (see attachment for details on the entire budget) and to approve the City of Yakima's
portion of that budget ($96,696 *), as outlined below:
City of Yakima — YAKCORPS Allocated Costs
General Government Dept. Costs: Police Fire Prosecutors Total
Totals $ 77,023 $ 5,440 $ 14,233 $ 96,696
•
* Note: The City of Yakima's portion of the Consortium's 2011 Budget is $42,220. The 2011
budget included no vendor support costs as these systems were not yet implemented; support
costs are based on purchase and implementation dates. The 2012 budget includes a full year
of support costs for both vendor systems; these systems are anticipated to be in full production
411
by the end of 2011
For more information refer to following attachments:
• Memorandum that was sent to all Member Agencies providing an explanation of the
YAKCORPS budget procedure including action currently required by the City Council.
• Interlocal Agreement (ILA), Article 12 — Annual Budget
• List of YAKCORPS Executive and Operations Board Members
• YAKCORPS 2012 Proposed Budget including Member Agency Assessments
•
•
•
0 RESOLUTION NO. R -2011-
A RESOLUTION approving the YAKCORPS 2012 Proposed Budget and authorizing the
inclusion of the City of Yakima's prorated assessment of the Consortium's
budget in the City's 2012 Adopted Budget.
WHEREAS, the Yakima Consortium for Regional Public Safety ( YAKCORPS). has
proved to be beneficial to the safety and well -being of the citizens of its member jurisdictions;
and
WHEREAS, the approval of the YAKCORPS 2012 Budget is necessary for the
continuing operation of YAKCORPS; and
WHEREAS, the City Council of the City of Yakima approved and adopted the YAKIMA
CONSORTIUM FOR - REGIONAL PUBLIC SAFETY (YAKCORPS) INTER -LOCAL
AGREEMENT on July 6, 2010; and
WHEREAS, the City Council holds that it is advantageous and appropriate for the City to
continue to participate as a member agency in YAKCORPS, now THEREFORE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The Council approves the YAKCORPS 2012 Proposed 'Budget and authorizes the
0 inclusion of the City of Yakima's prorated assessment of the Consortium's 2012 budget in the
City's 2012 Adopted Budget. Council directs the City Manager of the City of Yakima to include
the applicable City share of the YAKCORPS 2012 Proposed Budget costs in the City's 2012
Budget.
ADOPTED BY THE CITY COUNCIL this 19 day of July, 2011.
Micah Cawley, Mayor
ATTEST:
City Clerk
O
• 2012
Agency
x��v� �
911 Call Ctr. / Dispatch:
1 Yaicima Comm Center $ 16 818
Additional funding fror1-1911 $ 21 555 $ 38 373
County Family totlirt $
Superior Court $
Prosecutor $ 72,913
Sheriff Office $ 50,453
—
Cities:
- 5 Harrah Police Dept (Contract) $
- Police Dept $ 2,713
Sub-Total $ 12,156
14 Union Gap - Fire Dept $ 1 636
Sub-Total $ 14 165
Allocation of Estimated Annual Support Costs
2012 •
Agency
15 Wapato Fire Debt 40
Police Dept $ 12,066
Sub -Total 12 468
16 Yakima - Fire Dept $ 5,440
- Police Dept $ 77,023
City . .. , Prosecutors 4 $ 14
r x o�� 17 Zillah ` Fire Dept w :. 4� y� �
m Police Dept $ 4,965
'Sub, Total $ 4,965:
Fire Districts:
f ' �18 Broadway Fire Dist #11 $
19 Cowiche Fire Dist #1 $ 402
20 East Valley Fire Dist #4 $ 2,813
21 Fruitva Fire Dist # $
23:RGIeecl FireyDr #6 ' . , $ 4 = P;
..�. ., ,ye .�eY'a Aim. . _w.ro . .. e. ., wv. ._.,. < ,,,,._,,',1„,, � �M �� � 4i,
24 Naches Fire Dist #3$
25 Naches Heights Fire Dist #9 $ - •
26 Nile Fire Dist #14
27 West Valley Fire Dist #12 $ 2,411
District Sub -Total $ 14,189
Other Agencies:
29 ATF $ 861
30 Prosser- Hospital /Amb $
a 31! US Probatjorx 1
.076
t
�r
� ��,� 3 bAd anc " System s�I�MB � $ �'
-.,. t ..
Sub Total $ 15,292
(Grand. 'otal .,$... .526 7.5.6 r. -.
Spillrnan Grand total E $ 37,59;
Justware Grand Total ii. $ - 76
Crossmatc11 $ 12,350
Checksun; 1 526,756
•
•
410 . , Allocation o f Estimated lnnual O upport Co Be in ninp in 201 F
` �. , , w n - ¢ �' fi I':cs ' ''
r ,
tIll CAD /Disp _ Mobile Data Spl l l marl Deskto Jail /DOC ` > A Ilocatron ofAnnuaISupportCosts
0 4tem Mo bile ys em Sys,em Ys em u.- o a
S illman y Support Rer:rv+es ��
ch S illman Admi S illman Admire- S illman Admin S illman t
Login p Admm oaded iri P P P P & s epretrafrbr
Agency
SuPP ° rt Support ist rat i on Login Support ist ration Login I Suppo istrat ?on Support ( 4
Istration Vehicle l ,,
911 Call Ctr. / Dispatch: o - ,,
1 Yakima Comm Center 34 $6,180 ----1,-6,6531
6,653 0 5 5 0 0
Additional funding from 911 $21,5.55 t r0 0 $ $0 $ 22,854 ' y7 J
g - 1 -�.-- ` 5 21,55 $ z eo
County: - c t
2 Yakima County: $ 34,38) 3,9: _
County Family Court 0 $ 0 $ D 0 5 $ 0 1 $ 118 I $ 47 0 $ $0 $ 164 ,
District Court Probation 0 $0 $0 0 $ $0 3 $ 353 a1 <l0 0 $ $0 $ 4 r,,
Superior Court 0 $0 $ 0 0 $0 1 5 118 $47 0 $ 50 $ 164 $`
"
DOC 0' 50 $0 0 $ t 0 0 < $0 223 $ 35, 45 558,071 $ „ 524 $ 2,9.0.1k.." , :
Prosecutor 0 8
50 $0 0 , 36 $ 4,23 $1, 0 $ 60 $ 5,914 $ 1 $301` a
Sheriff Office 18 $3;272 53,522 54 $ 11,234 $5,3c2,„08,,
28 84 $ 9,875 . $3,923 0 $ $ $ _37,155 $ 11,5311
Sub - Total $ 137,413 $ : 42,659 j80073
Cities:
3 Grandview -Fire Dept 0 $0 $ 0 $ � 1,
Police Dept 5 $909 ;. $97$ 8 $ 1,664
$0 $ $789 24 $ , - , 2,822 $1,121 1 $ IS9 $ 26D $ R ?07 $ 2,702 ? .
Sub-Total $ 8,703 $ 2,702 4 2 t
4 Granger - Fire Dept 0 $0 $0 0 , $ $0 0 $ " - $0 0 $ , $ t$ <- . .
Police Dept 0 $0 $0 4 $ 832
Sub -Total $395 9 $ . ' - '''$ 0 $ - '0 $ 2;, $ 8 40 3,54
a :706 ? 840
$ �354�
5 Harrah Police Dept (Contract) 0 $0 $0 0 $ - $0 0 $
g ( ) $ $ 0 0 $ - 60 0 $D 0 $
6 Highland See Cowiche FD #1 0 F .51) iJ 0 $ $0 $ $ l am' i - ,
7 Mabton -Fire Dept - 0 - $0 $0 0 -$ 50 0 $ 50 0 $ $0
Police Dept o $0 60 a $ 624 $2�6 7 823 $327 0 $ 60 2..,070 >` sad $ 2, 1 ,'-
Sub -Total $ 7 ,$ 643 $ . 271$
8 Moxee Police Dept 0 $0 $ 0 1 83 $3351 10 5 1,176 $467 0 $ $0 'e4.','": 869 1 �'` 439 s
9 Neches Police Dept (Contract) 0 $D $0 0 $ 30 0 $ $p 0 $ 50 � ;
10 Selah -Fire (Dist. #2) o $D 50 3 $ 024 $296 0 5 $ 0 $ $0 $ 92D �
Selah - Police Dept 2 " „ . $364 $391 13 $ 2,704 - $1,283 22 $ 2 $1,027 0 $ $0 $ 8 6 as ,� , -
Sub -Total $ 9,276 , � � .
11 Sunnyside Fire Dept 0m" $0 60 0 $ $898°971 0 $0 0 $ $o $ $
Police Dept 12 ` $2;1$1 $2,348 14 $ , 2,912 $1,3 402-
2 ;$ 4,938 51'5988627 10 1,5 $2,60 $
$ 19;41`> ,$7,'', .t, ' ' , . , .. - :;:z.,;;;;;:, 7 11.,1' 461' xk. u�a 4.,.
Sub - Total $.$ 1 r7 n u,>• e P
12 Tieton Police Dept 0 $0 $ 0 3 $ 624 $296 6 $ 705 $280 0 $ $ 0 9 06 '
13 Toppenish -Fire Dept 0 $0 $ 0 2 5 416 $1 D $ $0 0 $_, _ $0 $ 613 i
Police Dept 6 $1,091 $1,174 8 $ 1,6 $7 13 $ 2, -
9 S 4 $16 10,3 6 $ 3 215 ., ;
Sub - Total 10,969 ����
Gap- $D 3' $ 624 $296 2 $ 23. $93 3 S $0 S 1 e. , :r.-
14 Union Ga Fire Dept 0 , 91
Police Dept X364 6391 18 $ 3,745 $1,776 20 $ 2,35;r $9 0 $ $D $ 9,56 "$ 2968 X2,575'
Sub -Total `t
7/13/2011
Council YAKCORPS 2012 budget.xls Spillman
YAKCORPS
Allocation of Estimated Annual Support Costs w Ede innin i; :::!', , ,
Spi#ia
__ CAD /Dispatch Mobile Data Spillman Desktop T Jail /DOC Allocation t tll�f Support Costs
System
5 i!lman y Systena Mobile S y em System "`S- uHTot:li Support, Reserves
Login
Agency P Adrnin loaded i Spillman Admin- Spillman Ad Sp Ad Spiltlman & Depreciation Totalsupport
i Support Suort Support istration m Lo istration L Sin Support ' Support Cost
istration Veh pp
cle` g PP ort istration m PP ort 3 Saebeiow }
15 Wapato - Fire Dept 0 $0 $0 1 $ 208 $99 0 $ - 90 0 $ $0 $ 307 $ 9 5 $ 3()2.
- Police Dept 0 90 90 11 $ 2,288 $1,085 12, $ ; 1,411 $560 6 $ 954 $1,562 $ 7,861 $ 0 , $ ' 10,302
Sub -Total -` --
Dept ) $ 8,168 $ 2 ,44 ,536 ,,$ 1
16 Yakima -Fire De
P $0
$0 13 '$ 2 $1,283 1 $ 118 $47 0 $ $0'$ 4,151 $ 1,289 $ , 5 ,440
- Police Dept 21 $3,817 $4 54 9 11,234 $5,328 175 $ 20,575 $8,173 10 $ 1,590 92,604 $ 57,430 $ 17,829 . 75,258
- City Prosecutors 0 ` 90 90 0 $ 90 12 $ 1,431 9560 0 $ - $0 $ i 971
$56, $ 6_2 $ [ 2,583
Sub - Total
17 Zillah - Fire Dept 0 $0 $0 0' $ $0 0 $ $O 0 63,552 $ 19,729 $ ,.,',83,282
Police Dept 2 : 9364 - - $ - $0 S $ S
p 93 $391 4 $ 832 $395 1 $ 1,293 9514 0 $ - $0 9 3,789 S 1,176 $ 4,965
Sub - Total
Fire Districts: �$ 3 $ 1,176 4,965
18 Broadway Fire Dist #11 0 $0 $0 0 5 $0 0 $ $O 0 $ 90 $ $ $
19 Cowiche Fire Dist #1 0 $0 90 1 $ 208 $99 0
20 East Valley Fire Dist #4 0 $
21 Fruitvale Fire Dist #10 0 0 $0 1,456 $ 50 0 $ $0 $ 307 $ 666 $ 2,813
` $691 0 $ $0 0 $ $0 $ 2,147 $ 666 , $ 2,81?'
$o $o o $o o $ So 0 $ - $0 5 - $ - ,
22 Glade Fire Dist #7 0 $0 $0 0 $ - $0 0 $ - $0 0 $ $0 $ $ - $ -
23 Gleed Fire Dist #6 0 $0 90 1 $ 208 $99 0
So 0 $ 90 $ 307 $ 95 $ 402
24 Naches Fire Dist #3 0 90 90 0 $ - 90 0 $ $0 0 $ 90
$
25 Naches Heights Fire Dist #9 0 90 $0 0 $
26 Nile Fire Dist #14 0 $0 $0 0 $ $0 0 $ $0 0 $ $0 $ S 4
27 West Valley Fire Dist #12 0 $0 90 6 $ 1,248 $592 0 $ - 90 0 $ - $0, $ 1 $ 571 $ 2,41
28 Yakima Fire Dist #5 12 92,181 $2,348 5 $ 1,040 $493 $ 11
1 $47 0 $ $0 < 6,227 $ _1,933 $ 8,161
Sub - Total 5 10,828 $ 3,361 $ 14,1819
Other Agencies:
29 ATF 0 $0 $0 0 $ $0 4 $ 4 9187 0 $ $ 0$ 657 $ 704 $ - 061
30 Prosser - Hospital /Amb 0 $0 $0 0 $ $0 0 $ 90 0 $ $0 $ $ t
31 US Probation 0 $0 $0 0 $ - $0 5 $, 588 $234 0 $ - 821 2S
$0 $ 8�1 ;, 255 $ i 1,076
32 WA State DOC 0 $0
$0 0 $ $0 0 $ - $0 18 $ 2,862 $4 $ 7,540 > 2,344 $`. 9,893'
' 33 Advanced LifeSystems /AMB 7 $1,272 $1,370 0 $ $0 0
Sub - Total $ 11,670 $ 3,623 - 15,202
[Grand Total a•, a.�J, 12 -:: 4 $0 ' $23,678 240 $ 49,928 $23,678 807 $ 59,608 $ 23,678 274 $ 43,560 $ 71,352 ;'$ 339,033 $ 98,559 $ 437,592
Personnel Other Support Depreciation
Yearly Spillman Support by Spillman Spillman S P and C ou ite glace F7271,
Module Charges to Adm C in- „ f, c�u t n GIS,
Ree serve '
Y
YAKCORPS istration! I 3 funds 1 Fund,ng
CAD Support $ 43,550 $196,646 Everything else $ 82,529 1 $ 16,030
Mobile Support $ , 49,928 $ 71,035
Records Management System $ , 59,608 Jail Module only Other support and depreciation $ 98,559
Jail /DOC $ 43,560 $ 71,352 I Total funding from 911 for Spillman CAD support $ 21,555
Spillman Total $ 196,646 Law Enforcement login in the fire departments is a desk i nstallat i on that saves fire money.
Includes taxes
Council YAKCORPS 20 fik et.xls Spillman III • 7/13/2011
• • •
YAKCORPS
Allocation o f Estimated Annual Support Costs - Beginning in 2012
Justware
tiii Licenses w%APl Rears C7niy � /�i� View I € riaging --� System Addo Totats
T I _ - -- Sub -Total —
Veddar i Vendor Vendor Vendor: Justware I Operations and
Agency Logins Support togins Support Iogins Support Logins I Support Support Maintenance 1
County: $ - . $ _ 5 5 $ $ $ -
2 Yakima County: $ $ $ $ $ S
County Family Court $ 5 5 5 5 5
District Court Probation $ 5 $ $ 4
r
Superior Court $ 5 $ 5 - 5
DOC $ 5 $ _
Prosecutor 62 $ 33,822 3 5 691 17 $ 6,898 t1 r - $ 41,411 5 2.1, 752 $ Z ,103 5 Cities: 5
16 Yakima - Fire Dept $ 5 5 55 $
- Police Dept $ r $
City Prosecutors 9 $ 4,310 0 $ 3 `-- 1. 1 5 1,271 $ 7,404 $ 4,247 $ ,11,650 1
Grandotal _~ 71 $., .. 38 731 ,., 3 $ 691 20 $ 8,115 4 1 $ 1,277 $ 48,814 $ 27,999 $ 76,8131
System Opel atio:ris Maintenance
Yearly Justware
Support by Module _ With Taxes Base 10% of Michael McKenzie a 8,440
Full Licenses $ 35,648 $ 32,946 Server Depreciation for 4 servers $ 8,000
Read Only Licenses $ . 691 5 639 Backup tapes $ 500
Imaging $ 1 277 $ 1,180 Image Storage 5 360
API $ 3,084 $ 2,850 MS & Syrnantec Software support $ 10,699
Webview $ 8,115 $ 7,500 27,999
Justware total $ 48,814 $ 45,115
Includes taxer
YAKCORPS
Allocation of. Est Annual Support Costs ;Beg in 2012
Crossmatch
Maintena -:
Vendo r <"
Agency Logins Support
,tAf 911 CaII Ctr. / Dispatch:
1 Yakima Comm Center $';
Additional funding from 911 $; s.
County: $
2 Yakima County: $ -
County Family Court $ *I
District Court Probation $
Superior Court $
DOC 1. $ A6
Prosecutor $'
Sheriff Office 1 $ 1,75
Sub -Total $
Cities:
3 Grandview - Fire Dept $
- Police Dept 1 $ 1 764,E
Sub -Total
• ',I*, 4 Granger - Fire Dept $
- Police Dept $
Sub -Total $
5 Harrah Police Dept (Contract) $
6 Highland (see Cowiche FD #1) $
7 Mabton - Fire Dept y '0%x
- Police Dept $
$ -
8 Moxee Police Dept $ -
9 Naches Police Dept (Contract) $ -
10 Selah - Fire (Dist. #2) $
Selah - Police Dept $
Sub -Total $ -
11 Sunnyside - Fire Dept $
- Police Dept 1 $ 1,764
Sub -Total $
12 Tieton Police Dept 1 $ 1.,764
13 Toppenish - Fire Dept $
Police Dept $ -
Sub-Total , .. �....
•
YAKCORPS
Allocation of Estimated Annual Support Costs - Beginning in 2012
• ECrossmatch
Maintenance
Vendor
Agency Logins support
14 Union Gap - Fire Dept $ -
- Police Dept $ -
Sub -Total $ -
15 Wapato - Fire Dept $
Police Dept 1 $
Sub -Total $
16 Yakima - Fire Dept $
- Police Dept 1 $. 1,764
- City Prosecutors $
Sub -Total $
17 Zillah - Fire Dept $ :�
Police Dept $ pp
Sub -Total $
Fire Districts: $
18 Broadway Fire Dist #11 $
19 Highland Fire Dist #1 $
• 20 East Valley Fire Dist #4 $ -
21 Fruitvale Fire Dist #10 $ -
22 Glade Fire Dist #7 $
23 Gleed Fire Dist #6 8
24 Naches Fire Dist #3 $
25 Naches Heights Fire Dist #9 $
26 Nile Fire Dist #14 $
27 West Valley Fire Dist #12 S
28 Yakima Fire Dist #5 $
Sub -Total $' -
Other Agencies: $
29 ATF $
30 Prosser - Hospital /Amb -
31 US Probation $
32 WA State DOC $
33 Advanced Life Systems /AMB $
Sub -Total $
'Grand Total 7 $ 12,350
• Yearly Crossmatch
Support With Taxes
Full Licenses $ 12,350
June 28, 2011
•
To: Governing Bodies - Yakima Consortium for Regional Public Safety (YAKCORPS)
Member Agencies:
Board of County Commissioners, Chair
City Mayors
Fire District Commissioners, Chair (via US Mail)
Cc: YAKCORPS Executive Board Members
City Managers and Administrators
Fire Districts, Fire Chiefs
From: IPSS Project Stewards — on behalf of the Consortium's Executive Board:
Rita DeBord, City of Yakima, Finance & Technology Director
George Helton, Yakima County, Technology Services Director
Subject: YAKCORPS 2012 Proposed Budget — for Review / Approval by Governing
Bodies of each YAKCORPS Member Agency
On June 20, 2011, the Executive Board voted to approve and distribute, to the governing bodies •
of all YAKCORPS members for their review and approval, the proposed 2012 YAKCORPS
budget and related member allocations. Per the Interlocal Agreement (ILA) that established the
Consortium and that was approved by all member agencies, the Executive Board is charged with
the responsibility of authorizing and distributing the subsequent year's annual expenditure
budget to all member agencies for review and consideration no later than June 30 of the current
year.
The enclosed 2012 proposed budget was prepared by a collaboration of the Executive Board,
Operations Board, Operations Committee members, the Technology Services Provider, the
Fiscal Agent and members of the Integrated Public Safety Systems (IPSS) Project team. The
member allocations, included in the 2012 budget, represent that portion of the various
components of the Consortium's 2012 budget that is assessed to each member agency, based on
their relative percentage utilization of each component, as per the ILA. (Attached you'll find a
copy of (a) Article 12 — Annual Budget of the Interlocal Agreement, which explains the
Consortiums budget process / schedule and (b) the 2012 proposed Budget and Member
Allocations.)
The 2012 budget includes: (1) annual vendor software operation and maintenance support costs,
(2) technology service provider costs, (3) system hardware replacement costs fund, (4) backup
tapes and other misc. supplies, and (5) $5,000 for reserves.
The 2011 budget did not include vendor support/maintenance costs as these costs generally begin
in the year following system implementation, which is occurring in 2011; thus, the 2012 total •
budget is significantly higher than that of 2011 — as anticipated and so noted in the ILA.
Annual . vendor support/maintenance costs in the 2012 budget include contracted costs for the
Spillman and CrossMatch law systems and the JustWare prosecuting attorney system. (System
costs are allocated to member agencies based on their percentage utilization, as per the ILA).
Action Required: the Governing Body of each Member Agency is requested to take one of the
following actions: (Refer to Article 12 of the Interlocal Agreement for further details regarding the
Annual Budget process, guidelines and time - lines; copy attached.)
1. Provide written notice to the Executive Board no later than July 31st of any objections,
concerns and/or change requests regarding the proposed budget, if any.
• The governing body of any member jurisdiction may request a special meeting of the
Executive Board to further discuss and /or refine the proposed budget. Such request
shall be in writing and submitted to the Chairman of the Executive Board (County
Commissioner Rand Elliott) no later than July 31
or
2. Approve the 2012 Budget as proposed and advise the Executive Board of such approval.
If the Executive Board receives no written notice of objection to or request for a special
meeting regarding the proposed annual budget by July 31 the Executive Board may
assume that the governing bodies of the member jurisdictions do not object to — and will
411 approve and support - the proposed budget.
• The Executive board shall approve the 2012 annual budget no later than
September 15, 2011.
Questions: Should you have any questions regarding the content of the budget proposal or of the
budget process, please feel free to contact Rita DeBord (576 -6771) or George Helton (574 -2005)
for clarification.
Note - Please Forward this Information: We have made a concerted effort to update our
distribution lists for correct names and contact information; however, we're aware that there's a
good chance our list is not 100% accurate. Therefore, we ask that you forward this information
to anyone we've inadvertently left off the list or for whom we've provided an inaccurate address
— please advise us of any such errors as well so that we can continue to improve our distribution
lists.
Attachments: (you should find all of the following items attached to this memo)
a. Interlocal Agreement (ILA), Article 12 — Annual Budget
b. 2012 Proposed YAKCORPS Budget; including Member. Agency Assessments
c. List of YAKCORPS Executive and Operations Board Members
ARTICLE 12 — Annual Budget
Under the direction of the Operations Board
A. Under the direction of the Operations Board, an annual budget shall be prepared and
presented to the Executive Board and to the General Membership Board. The Consortium's
fiscal year shall be the calendar year, and shall end on December 31 of each year. An annual
budget shall be prepared for each fiscal year and shall include:
1. Revenues - A detailed list of projected revenue from each revenue source,
including: recommended assessments of each member agency, a detailed list of
each budgeted contract for service from the Consortium and related revenues; a
detailed list of each budgeted contract for services to the Consortium; a detailed list
of individual budgeted grants, donations and any /all other revenue sources.
The annual assessment may include: (1) annual vendor software operation and
maintenance support costs, (2) authorized technology service provider costs, (3)
authorized system hardware replacement costs, (4) Consortium liability premium
costs and (5) other costs that may be authorized by the Executive Board from time
to time.
2. Expenditures - A detailed list of all anticipated expenditures; including, but not
limited to; planned software and /or hardware purchases or replacements; 3rd party
(vendor) support service costs; internal consortium support costs; annual
consortium insurance costs, and detailed list of any /all other expenditures greater
than $5,000; other items less than $5,000 may be aggregated so long as the sum
of all aggregated amounts does not exceed $10,000.
3. The proposed budget shall also include the work plan for the budget year,
including: an explanation of . planned / projected and budgeted expenditures;
replacement cycles for major hardware devices and software, if . applicable;
changes in costs of vendor maintenance agreements; new, or modifications to,
existing external service agreements; overview of Consortium provided service
agreements and details of any significant planned changes in the operations of the
Consortium's public safety systems and /or operations.
4. Any and all other data or information that the Operations Board believes may be of
significant interest or benefit to the General Membership Board or the Executive
Board in their review and consideration of the annual budget recommendation.
B. May 31s Deadline: The Operations Board will present their proposed annual budget to the
Executive Board no later than May 31st of each year for the subsequent calendar year.
C. June. 30 Deadline: The Executive Board shall forward the proposed budget and related
work plan, including their proposed adjustments or modifications thereto, if any, to each member
of the General Membership Board for their review no later than June 30
D. July 31 Deadline: Each member jurisdiction shall submit, in writing, any objections,
concerns and /or change requests regarding the proposed budget, if any, to the. Executive Board
no later than July 31st.
• 1. The governing body of any member jurisdiction may request a special meeting of
the Executive Board to further discuss and /or refine the proposed budget. Such
request shall be in writing and submitted to the Chairman of the Executive Board,
no later than July 31st.
E. August 31 Deadline: The Executive Board shall address concerns or objections
submitted by member agencies, if any, and shall hold a special meeting to discuss the budget,
as they deem appropriate or if requested in writing by a member agency. If a special meeting is
to be held, the Chairman of the Executive Board shall schedule, and provide proper notice of
such special meeting, which shall be held no later than August 31
F. If the Executive Board receives no written notice of objection to or request for a meeting
regarding the proposed annual budget by July 31st, the Executive Board may assume that the
governing bodies of the member jurisdictions do not object to the proposed revenue and
expenditure budget or to the related work plan.
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G. September 15 Deadline: The Executive Board shall approve the annual budget for a
given year no later than September 15th of the year prior to the budget year.
H. Once authorized by the Executive Board, and within five (5) days of such authorization,
the budget shall be submitted to the governing body of each Consortium member and to the
Chairman of the General Membership and Operations Boards and to the Chairman of each
Operating Committee. The chairman of each Board / Committee shall distribute a copy of the
budget to each member of his /her Board /Committee.
0 I. If agreement between a member agency and the Executive Board regarding the
subsequent year's annual budget is not reached, the member agency may choose to terminate
their participation in the Consortium by stating so in writing. Such notice of termination shall be
provided in writing, signed by the highest elected official of the member agency, and submitted
to the Chairman of the Executive Board within fifteen (15) business days of receipt of the
Executive Board's approved annual budget.
Not withstanding the above, termination by a member agency shall not relieve that member, or
any other member, of responsibility for meeting financial and other obligations outstanding at
the time of termination.
J. Once the annual budget is approved by the Executive Board, the member assessments
included in the approved budget shall become a legally binding debt of each member agency,
owing to the Consortium.
K. • Each member agency shall pay their annual assessment to the Consortium's Fiscal
Agent in two equal semi- annual installments. Payments are to be made on or before February
1 and August 1 of each calendar year for that year's assessment.
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YAKCORPS
Executive Board
(as of 4- 27 -11)
1. Yakima County Commissioner Rand Elliott - Chair
2. City of Yakima Mayor Micah Cawley — Vice -Chair
3. Upper Valley City Mayor Stanley Hall (Tieton)
4. City of Sunnyside Mayor Jim Restucci (Sunnyside)
5. Lower Valley City Mayor Jesse Farias (Wapato)
6. Upper Valley Fire Commissioner Brad Helms — Appointed Delegate
7. Lower Valley Fire Commissioner Ernest Charvet — Appointed Delegate
Operations Board
1. Yakima County Sheriff Ken Irwin S
2. City of Yakima Police Chief Greg Copeland
3. Upper Valley Police Chief Stacy Dwarshuis
(City /Town excluding City of Yakima)
4. Lower Valley Police Chief Dave Simmons
(City /Town)
5. City of Yakima Fire Chief Dave Willson
6. Fire Dist. 5 Representative Brian Vogel
7. Upper Valley Fire Representative Jerry Davis
8. Lower Valley Fire Representative Tim Smith
9. Director of Yakima County DOC Ed Campbell
10. Rep. Prosecutors Office (COY or Co.) Susan Arb
11. 911 Director Wayne Wantland
40
Rd Structure — Boards 4 -27 -11
Budget Surmmar 'Ex lanation....
Y. p
am leased � h t h
, p y y ou wit t , e YAKCORP$ 2D12 budget. • There have been a few.changes to the format, >:
to rovide
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and: presentation' but with the:exception of a. few' significant changes, the budget remains about'the same as
2011::
The first significant c h a nge is :the in of t h e Jail module's system ad'mmistration. costs :Since; this "
• module will-be started up rn2011, it is appropriate that we include al of those costs in this budget and recover,
them•.i the'same manner as we do:all ers of the Oth Thi • •essentially a,passthrough'..backto Yakima •
County DOC and the otherJail module users;ut in an effort to,accurately reflect.alt of our public safety costs, • have elected.to move it mto'this budget
The second significant change wa s •to reallocate the system adrnm ; :charges forthe Jail.module to; 'the system
administrator (Sal) who will do'the work, This reallocated costs forthe primary Spillman administrator
(Richard to those using the CAD, Law, a modules The change was real minor, but I wanted t o.-
be as clear`as possible..
The;third,change was the inclusion of our new: •Prosecutorial system into.this budget You will "note that this,
year's'budget has'four tabs and that J is one of them This cfange not have': effect on those ,
who do not .use this particular system. It did increase.the overall b ottom line, • h o w ever: ;
Fourth, "I have created a tab'that rolls all of the;'detailed costs•into.a total for each agency. If you consultthe
totals.:tab you will findth,e estimated• cost by agency along with system totals
Finally, we have made every 'effort to try . ..t0 get the login counts as accurate as possible Every year.we need .
Alliq:rii6ke....adjusteriehts.bee of changes in agencies Please review your counts and let me know if >I need'to
`h ake a ny a dju s tment s . Changes in counts can really effect your.budget amount so we want them to be
correct •
One :last reminder isth'at we did not, pay for •Spillman software support in, 2011 so agency amounts were • reduced by that m if we' had paid: •support, th'e total budget for the Spillman s a nd operations would • •
have been' $360 W i t h th add of Jail admnistration, which:is paid;by users, the 2012 budget is
$436 The m ath is .$360,275 + (the jail •administr.ator) $435,627 leaving an' increase of $1,011
forthe Spillman system :which is •a salary increase <Spillm:an vendor support did not increase m,2012. . •
If 1 m answ a qu y ou h ave: co please fe free t g ive met c My di is (5090 •
• 5:74 -2005
Thank you; George;Helton, Director .of Technology.Servicesfor Yakima County
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