HomeMy WebLinkAbout12/04/2012 04D 2013 Yakima Valley Conference of Goverments Budget •
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 7
For Meeting of: December 4, 2012
ITEM TITLE: Resolution accepting and authorizing the City of Yakima's
2013 assessment from the Yakima Valley Conference of
Governments.
SUBMITTED BY: City Manager and the Finance Division
CONTACT Cindy Epperson, Director of Finance and Budget (509-576 -
PERSON /TELEPHONE: 6771)
SUMMARY EXPLANATION:
Attached is the Yakima Valley Conference of Governments' 2013 Budget. The proposed
• budget was reviewed and approved by the Executive Committee at their October 17th
meeting for distribution to the YVCOG membership jurisdictions.
YVCOG is responsible for distributing the federal transportation funds dedicated to our
region. As a member, the City is eligible to be a recipient of a share of these funds. The
programs for which they are responsible include: Surface Transportation Program (STP) -
approximately $3.4 million annually; Congestion Mitigation Air Quality (CMAQ) -
approximately $400,000 annually; and, Transportation Enhancement - amounts vary on a
year to year basis.
The City of Yakima's assessment for 2013 will be $63,983. This reflects an increase of
$20,720 over last year; due to the following:
(a) Population: from 91,630 to 91,930; Rates are $0.40 per capita unchanged from prior
year; an increase of $120 from $36,652 to $36,772
(b) MPO /RTPO (Regional Transportation Planning Organization) were authorized as part of
the 1990 Growth Management Act to ensure local and regional coordination of long -range
transportation plans. This assessment is based on the percentage share of Regional STP
funds that the City receives. Since the City received an additional $5.5 million for the MLK
Grade Separation project, this assessment increased from $6,611 to $27,211.
A copy of the letter sent to the City Manager, dated October 19, 2012, and a copy of the
2013 YVCOG Budget adopted by the YVCOG Board on October 17, 2012 is attached for
your information.
II 1 1
Resolution X Ordinance Other
(specify)
Contract: Mail to:
Contract Term: Amount: Expiration Date:
Insurance Required? No
Funding
Source: Phone:
APPROVED FOR
SUBMITTAL: City Manager
STAFF RECOMMENDATION: .
Authorize 2013 Assessment
BOARD /COMMISSION RECOMMENDATION:
ATTACHMENTS:
Click to download
❑ Resolution 2013 YVCOG Budget
❑ 2013 YVCOG Budget
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RESOLUTION NO. R 2012 -
A RESOLUTION accepting the 2013 Yakima Valley Conference of Governments
Budget and authorizing the City of Yakima's 2013 assessment.
WHEREAS, the Yakima Valley Conference of Governments concerns itself with
the orderly growth and development of Yakima County and its cities, towns and
communities, serving as a liaison to develop and promote communication,
understanding and cooperation among the_conference participants; and
WHEREAS, the Yakima Valley Conference of Governments is responsible for
distributing the federal transportation funds dedicated to our region; and
WHEREAS, the City is required by state and federal rules and regulations to be
a member of a Metropolitan Planning Organization / Regional Transportation Planning
Organization (MPO /RTPO) and Yakima Valley Conference of Governments functions
as the MPO /RTPO for Yakima County; and
WHEREAS, the City Council deems it to be in the best interest of the citizens of
• Yakima to continue to participate in the conference; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Council hereby accepts the attached 2013 Yakima Valley Conference of
Governments Budget and authorizes payment of the City of Yakima's share of the
2013 assessment of $63,983.
ADOPTED BY THE CITY COUNCIL this 4th day of December, 2012.
Micah Cawley Mayor
ATTEST:
City Clerk
Y v c o c YAKIMA VALLEY
1111 CONFERENCE OF GOVERNMENTS
3 11 North 4th Stree Suite 20 • Yakima, Washington 9 89 01
509 -574 -1550 • FAX 574 -1551
/ website: www.yvcog.org
October 19, 2012
Tony O'Rourke, City Manager
City of Yakima
129 North 2nd St.
Yakima, WA 98901
Dear Mr. O'Rourke:
The Yakima Valley Conference of Governments (YVCOG) General Membership adopted the
2013 YVCOG Budget on October 17, 2012 (Resolution 2012 -03), by a unanimous vote. The
City of Yakima's voting member was not in attendance.
The General Assessment rate for 2013 remains $0.40 per capita. YVCOG's total budget for
2013 is approximately 2.3% higher than in 2012. Increases in membership assessments are
attributable to population increases as well as a member jurisdictions' share of federal
• transportation project funding.
The City of Yakima's total membership assessment for 2013 is $63,983.00.
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, 2012 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.
Sincerely,
Z
J. Page Scott ( J
Executive Director
JPS:CMW:th
Enclosure
cc: Mayor Micah Cawley
MEMBER JURISDICTIONS
• Grandview. •Granger • Harrah • Mabton • Moxee • Naches • Selah
Sunnyside • Tieton • Toppenish • Union Gap • Wapato • Yakima • Yakima County •Zillah
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2013
YVCOG BUDGET
January 1, 2013 through December 31, 2013
ADOPTED
October 17, 2012
YVCOG
Prepared by
Yakima Valley Conference of Governments
A Metropolitan and Regional Planning
Organization
On behalf of Member Jurisdictions:
City of Grandview
City of Granger
Town of Harrah
City of Mabton
City ofMoxee
Town of Naches
City of Selah
City of Sunnyside
City of Tieton
City of Toppenish
City Union Gap
City of Wapato
City of Yakima
Yakima County
City of Zillah
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"Excerpted from Articles of Association of the Yakima Valley Conference of Governments
Revised September 15, 2010"
111 ARTICLE II
Purnose
The Conference shall generally concern itself with the orderly growth and development of Yakima County
and the cities, towns, communities and other governmental subdivisions within Yakima County, and shall serve as a
liaison committee to develop and promote communication, understanding, and cooperation among the Conference
participants on matters common to, and affecting the public served by the participants in the Conference so as to
assure the coordination of plans and programs of participants in the Conference. In addition, the Conference will
provide technical services to aid the administration of grants and programs and to provide other services to enable
the coordination of multi jurisdictional programs in a manner that provides greater expertise and lower costs to the
member jurisdictions.
Among other things, the Conference shall specifically serve its participants with respect to the following subjects:
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a. To suggest and assist in establishing long range planning goals for Yakima County, the urbanizing area in
and around the City of Yakima, and for other cities, towns, communities and other governmental
subdivisions within Yakima County, and to engage in a continuing and cooperative planning effort and
program in order to serve the best interests of the people of Yakima County.
b. To assist in the preparation of plans relating to land use, transportation, sewer and water, parks and
recreation, human services, housing and other community development activities in the urbanizing
area in and around the City of Yakima, and for other cities, towns, communities and other
governmental subdivisions within Yakima County.
c. To assist in the planning and coordination of proposed projects, which may involve Federal or State
financial participation, and to assist in the review of such project plans so as to assure compliance with
areawide comprehensive plans.
d. To contract or hire technical and administrative staff to perform the work program of the Conference,
including planning, grant administration, and other services whereby the Conference as a whole or the
individual members can receive increased expertise or reduced costs.
The Conference shall further consider other specific subjects of mutual concern to the various participants
in the Conference when requested to do so from time to time by participants in the Conference or when, in the
opinion of the representatives of the Conference, it appears that other plans and programs should be developed as
being in the best interests of the public served by the participants in the Conference.
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"Excerpted from Articles of Association of the Yakima Valley Conference of Governments
Revised September 15, 2010"
1 .
ARTICLE VIII
1 Finances
1 The sources of funding for operation of the Conference shall be the following:
1 • Annual assessment to member agencies.
• Contracted fees.
• Grants, donations, or other sources.
The Executive Committee shall annually, prior to October 1, prepare a recommended balanced budget for the
ensuing calendar year in the form provided for County budgets. The budget shall include income from
I reconunended assessment of member agencies, anticipated contract fees, grants, donations and other sources.
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1 The budget shall be submitted to each representative of the member jurisdictions within seven days of the
Executive Committee's action for the purpose of preliminary review.
1 ,
At the October General Membership meeting a balanced budget will be adopted, by Resolution, by the Conference
and recommended back to the member jurisdictions within seven days. After reviewing the work program and the
assessments, each member jurisdiction shall notify the Conference in writing by December 31 of their intent to I
continue participation in the Conference at the specified assessment or to.terrninate their participation.
Yakima County, through its Auditor and Treasurer, shall act as the fiscal agent for the Conference. All funds shall
be deposited with the Treasurer and disbursed by warrants issued by the Auditor pursuant to vouchers approved by
the Conference. The financial operation of the Conference shall be subject to all applicable State statutes governing
budgeting and auditing procedures.
(i t
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GENERAL
MEMBERSHIP
I Y.
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YAKIMA VALLEY
' MPOIRTPO I YVCOG
EXECUTIVE I 1111 • i EXECUTIVE
I COMMITTEE AND I COMMITTEE Yakima Valley Conference Of Governments
I POLICY BOARD
1 Organizational Chart
YAKIMA VALLEY -
1 MPO /RTPO I i EXECUTIVE I
TECHNICAL ► DIRECTOR
I ADVISORY i (J. Palm Scott)
I COMMITTEE
`
' GIS ANALYST/ SENIOR '
ADMINISTRATIVE I CTR PROGRAM ! SYSTEMS I TRANSPORTATION SENIOR LAND USE
FINANCE OFFICER COORDINATOR I PLANNER
(Chris• H r (Brien Curtin/ ckenhagenJ 1 ADMINISTRATOR PLANNER
(Shown Conrad) I
�` _ (John Rohrbangh) L (Deb GoEomhe)
I . �_ _ , 1 , I =—IP- i
— —
OFFICE SPECIALIST 1 1 OFFICE SPECIALIST
(Tamara Hayward) J 1 (Sarah Hynduran) 1 PLANNER
(Vacant)
I — _ J
Approved 1 by
YVCOGExeartivt Committee
Revised 9/19/12
_. . __._._.___ - - - -._ __ _-- _ -__.- -.. .______. ._ - ._ _._____- .
2013
Yakima Valley Conference of Governments
Adopted Budget - Revenue
2012 2012 2013 2012 -2013 Variance
Description , Actual Budget Prelim Budget
through 6/30/12 % $
Designated Operation Fund Balance ** 195,000 195,000 **
Fed Hwy Admin -WSDOT STP - 50,000 50,000 0.00% -
FHWA- DOT Metro Pl Grant (PL) - 116,616 294,085 320,030 8.82% 25,945.00
FTA - DOT Metro Plan Grant 28,986 49,510 : ; 40,242 - 18.72% (9,268.00)
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RTPO- WSDOT 60,906 96,885 , 98,773 1.95% 1,888.00
CTR Plans & Progr - WSDOT 21,754 74,305 . 75,000 0.94% 695.00
C:13t CMAQ Grant 29,906 103,750 ' 103,750 0.00% -
Intergov Serv-Exec Boards (TA Contr) 9,169 90,000 ' 73,000 - 18.89% (17,000.00)
Intergov- County/City Share-gen'l assessor 62,694 97,880 98,400 0.53% 520.00
Intergov -Local Match 40,869 40,869 60,093 47.04% 19,224.00
Intergov -Local Transportation (Yakima Transit) 3,000 3,000 1 ' 3,000 0.00%
Misc Revenue- copies, posters - 500 ` 500 0.00% -
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Associate Membership Fees - 200 400 ; 400 0.00% -
YC Home Facilitation 2,250 2,500 ,
Govemmental Scholarship 1,107 - 1,500 1,500.00
Total 377,458 903,684 . 924,688 2.32 21.004.00
1/1/12 Beginning Cash Balance $216,947.06
** Designated funds; 3 months operation funds __
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2013 Budget
Revenue
.410
The Unified Planning Work Program (UPWP) is
based on state and federal transportation
REVENUE planning requirements and regional priorities.
The work program provides an estimate -for the
fiscal year budget.
Operation Fund Balance
❖ Designated - 3 months operation fund
Surface Transportation Planning (STP)
❖ Federal Grant Funds
• Regional Transportation Planning Projects
❖ Approved UPWP estimate fiscal funds
• Requires a 13.5% non -fed match
Federal Highway Administration (FHWA) Grant
❖ Metropolitan Transportation Planning Funds
• Approved UPWP estimate fiscal funds
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• Requires a 13.5% non - fed match
Federal Transportation Administration (FTA) – Department of Transportation (DOT)
Metro Plan Grant
❖ Metropolitan Planning Organization (MPO) Planning Funds
• Approved UPWP estimate fiscal funds
❖ Requires a 13.5% non -fed match
Regional Transportation Planning Organization (RTPO) Planning Grant
❖ Washington State RTPO Planning funds
• Approved UPWP estimate fiscal funds
Commute Trip Reduction (CTR) Plans & Programs
❖ Washington State CTR Program funds
Congestion Mitigation and Air Quality (CMAQ) Grant
4. Federal Grant Funds
❖ Requires 13.5% non -fed match
Intergovernmental Service - Executive Boards Contracts
• Technical Assistance (TA)
❖ Professional Service (PS)
✓ Revenue we receive from our local jurisdictions for TA or PS contracts
• S:IFINANCE12013 Budget12013 BUDGET REVENUE- EXPEND EXPL more detail no gl codes.doc 9/18/2012
2013 Budget — Revenue
Page 2
Intergovernmental/County /City Share (General Assessments)
• Per capita $0.40 (based on Office of Financial Management [OFM] report April 1, 2012)
Intergovernmental -Local Match
• Transportation assessment.
❖ Based on population rate, within Metropolitan Planning Organization (MPO) and/or
Regional Transportation Planning Organization (RTPO) and Surface Transportation
Planning (STP) allocated funds
Intergovernmental Local Public Transportation Match
+ Flat Fee — Yakima Transit
Other Miscellaneous Revenue
+ Photocopies, posters, small miscellaneous revenue
Associate Membership Fees
❖ $50 associate member fees (contracts for services with YVCOG)
Governmental Scholarships
Reimbursement of conference /workshop fees received from other governmental entities
for attending specific trainings or workshops
S :IFINANCE12013 Budget12013 BUDGET REVENUE - EXPEND EXPL more detail no g l codes.doc 9/18/2012 41Ik
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2013
Yakima Valley Conference of Governments
Adopted Budget - Expenses
2012 2012 2013 2012 -2013 Change
Description Actual Budget ; PRELIM Budget
to 6/30/12 % $
Salaries
Salaries and Wages 223,648.71 498,000.00 $ 526,000 5.62% $ 28,000
' Salaries - Overtime 653.06 3,000.00 $ 3,000 0.00% $ -
Salaries-Extra Help 3,543.84 20,000.00 $ 5,500 - 72.50% $ (14,500)
Total Salaries 227,845.61 521,000.00 1 $ 534,500 2.59% $ 13,500
Personnel Benefits
Benefits- Direct 70,442.12 152,000.00 . $ 169,000 11.18% $ 17,000
Benefits Bank Accruals (20.55) - , $ - $ -
Total Personnel Benefits 70,421.57 152,000.00 ' $ 169,000 11.18% $ 17,000
Supplies
Office & Operating Supplies 2,867.36 12,000.00 : $ 12,000 0.00% $ -
Small Tools and Minor Equip 1,368.07 5,000.00 , $ 5,000 0.00% $ -
Computer Software 535.59 8,500.00 $ 3,500 - 58.82% $ (5,000)
Total Supplies 4,771.02 25,500.00 20,500 - 19.61% $ (5,000)
Other Services- Charges
Professional Services 12,895.32 77,000.00 ; ; $ 57,474 - 25.36% $ (19,526)
Prof Serv- Indirect Costs 2,718.00 5,436.00 $ 5,206 -4.23% $ (230)
Prof Serv- Purchasing Sery 1,551.48 3,103.00 $ 2,583 - 16.76% $ (520)
Prof Serv-Tech Svc 280.50 625.00 , $ - - 100.00% $ (625)
Communications- Telephone 957.08 5,560.00 ; $ 9,600 72.66% $ 4,040
Communication- Postage 407.93 1,000.00 ; $ 1,000 0.00% $
Phone Charges - Allocated 2,220.00 4,440.00 $ - - 100.00 %, $ (4,440)
Travel 15,022.46 25,000.00 ' $ 32,000 28.00% $ 7,000
Advertising 4,448.11 5,000.00 ' $ 7,000 40.00% $ 2,000
Operating Rentals and Leases 26,326.47 55,000.00 $ 57,000 3.64% $ 2,000
Insurance 5,586.00 5,000.00 , $ 6,000 20.00% $ 1,000
Utility Services 61.74 120.00 ! , $ 125 4.17% $ 5
Repair and Maintenance 991.56 2,500.00 : $ 2,500 0.00% $
Misc. (registrations, dues, subscriptions) 7,118.89 10,000.00 ; $ 15,000 50.00% $ 5,000
Total Other Services - Charges 80,585.54 199,784.00 ! $ 195,488 -2.15% $ (4,296)
Capital Outlay
Capital Expenditure - 5,000.00 ' $ 5,000 0.00% $ -
Total Capital Outlay - 5,000.00 5,000 0.00% $ -
Deht Services- Interest
' Interest - 400.00 ; $ 200 - 50.00% $ (200)
Total Debt Service - Interest - 400.00 200 - 50.00% $ (200)
Total 383,623.74 903,684.00 * $ 924,688 2.32% $ 21,004
S:IFINANCE\2013 Budget\Adopted 10- 17- 121Revenue and Expenditures 2013 10/19/2012
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2013 Budget
Expenditures
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Salaries and Wages
Based on YVCOG approved and adopted pay plan; includes step increases
1 I Includes additional Junior Planner
Benefits — Rates provided by Yakima County
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Personnel Benefits per salaried employee:
Benefits Admin Fee
Workers Comp
Retirement Contribution (employer)
Medical premiums (employer)
Unemployment Insurance
Supplies $12,000
Daily office supplies
Paper, pens, printing, printer cartridges
CMAQ -CTR: Rideshare passes; wheel option prizes, bus passes, posters, brochures, maps
Small Tools and Minor Equipment $5,000
Replace two computers
Computer hardware upgrades
Examples. Computer hardware, calculator, chairs, file cabinet; PC's, keyboard trays
Computer Software $3,500
Professional Services $57,474
Software maintenance and licenses
o PTV America VISUM license (modeling software)
o ESRI renewal licenses (geographic information system [GIS])
o Trend Micro AntiVirus Renewal
o ESRI — Online subscription to Census Data (Partner with Yakima County)
o Sonicwall Firewall Support
o Symantec — backup software
o Tandem CMS — webpage software
Translation services
Graf Investment - janitorial service
Professional training for staff
CMAO -CTR: Vanpool subsidy, bike maps printing/folding
3 -year Audit — 2010 to 2012
Bob Shull — Modeling services
Printing
S : \FINANCE\2013 Budget\2013 BUDGET REVENUE- EXPEND EXPL more detail no gl codes.doc 9/18/2012
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2013 Budget — Expenditures
Page 2
Professional Services Indirect Costs $5,206
Indirect Costs ( "Current Expense" for Administrative Services with Yakima County - Human
Resources, - Financial System and Treasurer's Office)
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Professional Services — Purchasing $2,583
I F Yakima County contract
Technology Services $0.00
Yakima County Technical Services - NA
Communications $9,600
Integra— phone system allocation (local & long distance) and interne service
(1) Cell phone monthly service fee
Communication — Postage $1,000
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Travel $32,000
Conferences, meetings, trainings
Executive Committee travel
Advertising $7,000
Meeting notices in Spanish and English
Metropolitan / Regional Transportation Improvement Plan (M /RTIP) and amendments
Operating Rentals and Leases $57,000
Facility lease; office, board room, common area
Photocopier lease
Central Washington State Fair booth rental
Insurance $6,000
Washington Cities Insurance Authority (WCIA): Liability and property insurance
Utility Service $125
Recycling
I • S:\FINANCE\2013 Budget12013 BUDGET REVENUE - EXPEND EXPL more detail no gi codes.doc 9/18/2012
2013 Budget — Expenditures
Page 3
Repairs and Maintenance $2,500
Includes photocopier and printer maintenance, and any other unforeseen repairs
Miscellaneous $15,000
Subscriptions to local newspapers
Dues
Seminars, training conferences,
General Membership registration reimbursed
Capital Expenditure $5,000
Emergency capital expenditures
Debt Services — Interest $200
A safeguard in case the cash balance drops and we need to borrow money to cover warrants; we
would be required to pay interest
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S:IFMANCE\2013 Budget12013 BUDGET REVENUE - EXPEND EXPL more detail no gl codes.doc 9/18/2012
YVCOG 2013 BUDGET REVENUE BREAKDOWN
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v YAKIMA VALLEY CONFERENCE OF GOVERNMENTS
MEMBERSHIP ASSESSMENTS FOR 2013
Members OFM General MPO/RTPO Total I 2012-2013 Change STP REGIONAL
FUNDING
Population Assessment* Assessment' ,Assessment % $ AWARDED
2011 2012 2012 2013 2012 2013 2012 2013
GRANDVIEW 10,920 11,000 $ 4,368 $ 4,400 $ 2,821 $ 6,280 $ 7,189 $ 10,680 48.6% 3,491 $ 1,204,177
GRANGER 3,270 3,285 $ 1,308 $ 1,314 500 $ 500 1,808 1,814 0.3% 6
HARRAH 630 - 650 $ 252 $ 260 500 $ 500 752 760 1.1% 8
MABTON 2,290 2,290 $ 916 $ 916 500 $ 500 1,416 1,416 0.0% -
MOXEE 3,415 3,505 $ 1,366 $ 1,402 4,515 $ 2,096 5,881 3,498 -403% (2,383) $ 250,000
NACRES - 805 805 $ 322 $ 322 3,164 $ 685 3,486 1,007 -71.1% (2,479) $ 42,200
SELAH 7,205 7,290 $ 2,882 $ 2,916 2,000 $ 2,527 4,882 5,443 11.5% 561 $ 120,235
SUNNYSIDE 16,010 16,130 $ 6,404 $ 6,452 1,000 $ 2,096 7,404 8,548 15.5% 1,144 $ 250,000
TIETON 1,195 1,195 $ 478 $ 478 500 $ 500 978 978 0.0% -
TOPPENISH 8,950 8,950 $ 3,580 $ 3,580 3,213 $ 1,872 6,793 5,452 -19.7% (1,341) $ 198,900
UNION GAP 6,055 6,105 $ 2 $ 2,442 2,000 $ 2,789 4,422 5,231 18.3% 809 $ 179,928
WAPATO 5,025 5,030 $ 2,010 $ 2,012 1,000 $ ' 1,000 3,010 3,012 0.1% 2
YAKIMA 91,630 91,930 $ 36,652 $ 36,772 6,611 $ 27,211 43,263 63,983 47.9% 20,720 $ 5,750,000
YAKIMA CO. 84,300 84,800 $ 33,720 $ 33,920 11,042 $ 10,510 44,762 44,430 -0.7% (332) $ 1,941,000
ZILLAH 3,000 3,035 $ 1,200 $ 1,214 1,503 _ $ - 1,026 .2,703 2,240 -17.1% (463) $ 120,000
TOTALS i 1 244,700 I 246,000 1 $ 97,880 1 $ 98,400 1 $ 40,869 1 $ 60,093 1 $ 138,749 1 $ 158,493 11 14.2%I 19,744 II $10,056,440
1 Yakima Transit Total Trans Assessment 3,000
*$0.40 per capita
** M/R assessment assumes 13.5% non-federal match
SAFINANCEIBudget preparationlMembership Assessments 2012
4101 ----AV - . 1111