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12/04/2012 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 • 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 li 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 � I "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: I I 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. ii I "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. I 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 I � i ! i • 0 _ • _ GENERAL MEMBERSHIP I Y. • 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) I i 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% - I 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 __ 0 • __ _____ . .111 _ I 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 I i • 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 0 ' 0 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 I I 2013 Budget Expenditures • I i i ! 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 I j � I 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 I I , 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) i 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 I i 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 j - I S:IFMANCE\2013 Budget12013 BUDGET REVENUE - EXPEND EXPL more detail no gl codes.doc 9/18/2012 YVCOG 2013 BUDGET REVENUE BREAKDOWN Other ... • •-... .....-: ' ... • .. ... . •• : '. 2,400 ,A, . .: ... .. .. 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' ...... • . .' ,. • . -. .. - . . . .. . . .;.; 1; 7: ,, .' ..: . , ... . ... - • . . • .. .. . • -; ■ • . • . • • • • : S:\ FINANCE \ 201 3 Budget\Budget Expenditures I 1 - ---- --------- -------- --- --- _____ _ _ _ . _. __ . ___ _ . • - - 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