HomeMy WebLinkAbout12/03/2013 06D 2014 Yakima Valley Conference of Governments Budget and City's Assessment AuthorizationBUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No.
For Meeting of: 12/3/2013
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ITEM TITLE:
Resolution accepting and authorizing the City of Yakima's
2014 assessment from the Yakima Valley Conference of
Governments.
SUBMITTED BY: Cindy Epperson, Director of Finance & Budget
SUMMARY EXPLANATION:
Attached is the Yakima Valley Conference of Governments' 2014 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 2014 will be $43,345. This reflects a decrease of
$20,638 from last year. The YVCOG assessment is based on the following:
• Population: from 91,930 to 92,620; Rates are $0.40 per capita unchanged from prior year;
an increase of $120 from $36,772 to $37,048
• MPO/RTPO (Metropolitan Planning Organization/Regional Transportation Planning
Organization) assessment. MPO/RTPOs 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. This assessment decreased from $27,211 to $6,297, due to the
percentage share of the overall federal funding -- the City had a significant allocation of
STP funds for the Martin Luther King Jr. Ave. railroad underpass in the prior year.
A copy of the letter sent to the City Manager, dated October 24, 2013, and a copy of the 2014
YVCOG Budget adopted by the YVCOG Board on October 17, 2013 is attached for your
information.
Resolution: X Ordinance:
Other (Specify):
Contract: Contract Term:
Start Date: End Date:
Item Budgeted: Yes Amount: $43,345
Funding Source/Fiscal
Impact:
Strategic Priority: Improve the Built Environment
2014 General Fund Intergovernmental budget
Insurance Required? No
Mail to:
Phone:
APPROVED FOR
SUBMITTAL:
RECOMMENDATION:
City Manager
Pass Resolution authorizing 2014 YVCOG Assessment.
ATTACHMENTS:
Description
Resolution - 2014 YVCOG Assessment
2014 YVCOG Budget
Upload Date
11/12/2013
11/12/2013
Type
Cover Memo
Cover Memo
RESOLUTION NO. R 2013-
A RESOLUTION accepting the 2014 Yakima Valley Conference of Governments
Budget and authorizing the City of Yakima's 2014 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 2014 Yakima Valley Conference of
Governments Budget and authorizes payment of the City of Yakima's share of the
2014 assessment of $43,345.
ADOPTED BY THE CITY COUNCIL this 3rd day of December, 2013.
Micah Cawley, Mayor
ATTEST:
City Clerk
YAKIMA VALLEY
CONFERENCE OF GOVERNMENTS
311 North 4th Street, Suite 202 • Yakima, Washington 98901
509-574-1550 • FAX 574-1551
website: www.yvcog.org
October 24, 2013
Tony O'Rourke, City Manager
City of Yakima
129 North 2nd St.
Yakima, WA 98901
Dear Mr. O'Rourke:
CEIVED
CITY OF YAKIMA
NOV 052013
OFFICE of CITY MANAGE
The Yakima Valley Conference of Governments (YVCOG) General Membership adopted the
2014 YVCOG Budget on October 17, 2013 (Resolution 2013-5), 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
2014 is approximately 2.56% higher than in 2013. Increases in membership assessments are
attributable to population increases as well as member jurisdictions' share of federal
transportation project funding.
The City of Yakima's total membership assessment for 2014 is $43,345.00.
Article VIII of the YVCOG Articles of Association, provides in part that: "...each member
jurisdiction shall notify the Conference in writing by December 31 of their intent to continue
participation in the Conference at the specified assessment or to terminate their participation."
In accordance with Article VIII, please notify the YVCOG in writing by December 31, 2013 of
your jurisdiction's intent to continue participation as a member of the Yakima Valley Conference
of Governments at the specified assessment rate.
Please call if you have any questions.
JPS:CMW:th
Enclosure
cc: Micah Cawley, Mayor
(14 —
Sincerely,
CC( J. Page Scott
Executive Director
MEMBER JURISDICTIONS
s:\administration\budget\aGYtzIf CoCa$ilgff2UUa d t AltEM• l r . e Naches • Selah
Sunnyside • Tieton • Toppenish • Union Gap • Wapato • Yakima • Yakima County • Zillah
2014
YVCOG BUDGET
January 1, 2014 through December 31, 2014
ADOPTED
October 17, 2013
Y V COG
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 of Moxee
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
YAKIMA VALLEY
MPO/RTPO
EXECUTIVE
COMMITTEE AND
POLICY BOARD
GENERAL
MEMBERSHIP
YAKIMA VALLEY
MPO/RTPO
TECHNICAL
ADVISORY
COMMITTEE
YVCOG
EXECUTIVE
COMMITTEE
EXECUTIVE
DIRECTOR
(J. Page Scott)
YVCOG
Yakima Valley Conference of Governments
Organizational Chart
ADMINISTRATIVE
FINANCE OFFICER
(Chris Wickenhagen)
OFFICE SPECIALIST
(Tamara Hayward)
GIS ANALYST/
SYSTEMS
ADMINISTRATOR
(John Rohrbaugh)
OFFICE SPECIALIST
(Vacant)
CTR PROGRAM
COORDINATOR
(Brian Curtin)
CTR PROGRAM
INTERN
(Vacant)
SENIOR
TRANSPORTATION
PLANNER
(Vacant)
SENIOR LAND USE
PLANNER
(Shawn Conrad)
;7
JUNIOR PLANNER
(Joseph Calhoun)
2014 Preliminary Budget
Yakima Valley Conference of Governments
PRELIMINARY Budget - Revenue
GL Code & 2013 2013 2014
Description Actual Budget Draft Prelim
through 6/30/13 Budget
2013-2014 Change
615 100 308 000 01 Beginning Fund Balance - Designated ** 195,000
615 210 333 20 205 Fed Hwy Admin-WSDOT STP 5,625 50,000
615 3xx 333 20 205 FHWA- DOT Metro P1 Grant (PL) 124,203 320,030
615 3xx 333 20 505 FTA - DOT Metro Plan Grant 17,759 40,242
615 3xx 334 03 601 RTPO-RTPO LR - DOT 53,373 98,773
615 4xx 334 03 606 CTR Plans & Progr - DOT 41,154 75,000
615 475 333 20 205 CMAQ Grant 20,208 103,750
615 500 345 89 003 Intergov Serv-Exec Boards (TA Contr) 28,282 73,000
615 100 368 52 001 Intergov-County/City Share-gen'1 assessm 63,054 98,400
615 100 337 03 001 Intergov-Local Match WSDOT 60,092 60,093
615 100 337 07 001 Intergov -Local FTA (Yakima Transit) 3,000 3,000
615 100 369 90 001 Misc Revenue -copies, posters (ESD 105) 62 500
615 100 345 89 004 Associate Membership Fees 150 400
615 100 337 03 100 Intergovernmental Scholarship 750 1,500
1/1/13 Beginning Fund Balance $258,298.94
** Designated funds; 3 months float operating funds
Total $ 417,712 $ 924,688
S:\FINANCE\2014 Budget Prep\Budget Jurisdictions\Revenue Prelim 9/23/2013
195,000 **
50,000
350,000
42,658
97,191
75,000
103,750
73,000
98,900
52,574
3,000
500
300
1,500
0.00%
9.36% 29,970
6.00% 2,416
-1.60% (1,582)
0.00% 0
0.00% 0
0.00%
0.51% 500
-12.51% (7,519)
0.00% 0
0.00% 0
-25.00% (100)
0.00% 0
948,373
2.56% $ 23,685
YVCOG Preliminary2014 REVENUE BUDGET BREAKDOWN
Contracts, Other
$73,000 N_$2,300
• Federal
■ State
-' Local
ri Contracts
n Other
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
❖ Requires a 13.5% non -fed match
Federal Transportation Administration (FTA) –
2014 Preliminary Budget
Revenue
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
S:\FINANCE\2014 Budget Prep\Budget Executive Committee Review\2014 BUDGET REVENUE -EXPEND EXPL for Executive
The Unified Planning Work Program (UPWP) is
based on state and federal transportation
planning requirements and regional priorities.
The work program provides an estimate for the
fiscal year budget.
Variance Interpretation
4 Based on actual 2013 authorized funds
and estimated carry forward balance
fi Based on actual 2013 authorized funds
and estimated carry forward balance
Based on actual 2013-2014 authorized
funds
2014 Budget — Revenue
Page 2
Congestion Mitigation and Air Quality (CMAQ) Grant
❖ Federal Grant Funds
❖ Requires 13.5% non -fed match
Intergovernmental Service -Exec Boards Contracts
❖ Technical Assistance (TA)
❖ Professional Service (PS)
DUI Cost Recovery
❖ Cost Retrieval Professional Services DUI
Intergovernmental/County/City Share (General Assessments)
❖ Per capita $0.40 (based on Office of Financial Management [OFM] report April 1, 2013)
Intergovernmental -Local Match
••• Transportation assessment.
❖ Based on:
o Population rate, within Metropolitan Planning Organization (MPO)
o Regional Transportation Planning Organization (RTPO)
o Surface Transportation Planning (STP) obligated funds
Intergovernmental Local Public Transportation Share
❖ Flat Fee — Yakima Transit
S:\FINANCE\2014 Budget Prep\Budget Executive Committee Review\2014 BUDGET REVENUE -EXPEND EXPL for Executive
Variance Interpretation
4 Based on OFM's population, April 1,
2013
-4 Based on estimated 2014 non-federal
matching funds with a % based on
facilitation of the STP Funds process
2014 Budget — Revenue
Page 3
Other Misc. Revenue
❖ Photocopies, posters, small miscellaneous revenue
Associate Membership Fees
❖ Associate member fees $50.00 each (contracts for services with YVCOG )
o Yakima Health District
o Yakima County Fire District #4
o Port of Sunnyside
o Port of Grandview
o Yakima Regional Clean Air Authorities
o Office of Rural & Farm Worker Housing
Governmental Scholarships
❖ Reimbursement of conference/workshop fees received from other governmental entities
for attending specific trainings or workshops
S:\FINANCE\2014 Budget Prep\Budget Executive Committee Review\2014 BUDGET REVENUE -EXPEND EXPL for Executive
Variance Interpretation
D. Based on actual associate members
from 2013
2014 Preliminary Budget
Yakima Valley Conference of Governments
PRELIMINARY Budget - Expenditures
GL Code & 2013
Description Actual
to 6/30/13
2013 2014 Draft
Budget rt` Prelim Budget
Salaries
615 110 1001 Salaries and Wages $ 229,113 $ 528,000
615 1101002 Salaries -Overtime 1,705 3,000
615 110 1003 Salaries -Extra Help - 1,500
Salaries
Personnel Benefits
615 110 2002
615 110 2004
Supplies
615 110 3101
615 110 3501
615 110 3502
615 110 3590
Personnel Benefits
Supplies
Benefits -Direct
Benefits -Bank Accruals
230,818 532,500
70,938 171,000
70,938 171,000
Office & Operating Supplies 2,255 10,700
Small Tools and Minor Equip 5,546 5,000
Computer Software 108 3,500
Small & Attractive Items 1,017 1,300
8,926 20,500
Other Services -Charges
615 110 4101 Professional Services 14,050 57,474
615 110 4125 Prof Serv-Indirect Costs 2,603 5,206
615 110 4191 Prof Serv-Purchasing Sery 1,308 2,615
615 110 4198 Prof Serv-GIS 684 1,369
615 110 4201 Communications -Telephone 4,504 9,600
615 110 4202 Communication -Postage 311 1,000
615 110 4301 Travel 12,211 32,000
615 110 4401 Advertising 3,676 7,000
615 110 4501 Operating Rentals and Leases 27,939 57,000
615 110 4601 Insurance 5,586 6,000
615 110 4701 Utility Services 62 125
615 110 4801 Repair and Maintenance 664 2,500
615 110 4901 Misc. (registrations, dues, 6,864 13,599
subscriptions, bank service fees)
Other Services - Charges 80,462 195,488
Capital Outlay
615 110 6401
Capital Outlay
Capital Expenditure
0 5,000
0 5,000
Debt Services -Interest
615 110 8101 Interest 0 200
Debt Service - Interest 0 200
Total $ 391,144 $ 924,688
532,000
5,000
1,500
2013-2014 Change
0.76% $ 4,000
66.67% 2,000
0.00% 0
538,500
178,000
1.13% 6,000
4.09% 7,000
178,000
11,500
3,500
3,000
2,000
20,000
47,088
6,761 *
2,454 *
9,600
1,000
42,000
7,000
59,000
6,145 **
125
2,500
18,000
4.09% 7,000
7.48% 800
-30.00% (1,500)
-14.29% (500)
53.85% 700
-2.44% (500)
-18.07% (10,386)
29.87% 1,555
-6.16% (161)
-100.00% (1,369)
0.00% 0
0.00% -
31.25% 10,000
0.00%
3.51% 2,000
2.42% 145
0.00% 0
0.00% 0
32.36% 4,401
201,673
10,000
3.16% 6,185
100.00% 5,000
10,000
200
100.00% 5,000
0.00% 0
200 0.00% 0
948,373
2.56% 23,685
S:\FINANCE\2014 Budget Prep\Budget Jurisdictions\Expenditures Prelim 9/23/2013
YVCOG Preliminary 2014 Expenditure Budget Breakdown
Supplies,
20,000
2%
Miscellaneous,
$10,200
1%
■ Salaries & Wages
■ Benefits
Supplies
r Operating Expenses & Services
r Miscellaneous
Salaries and Wages
2014 Preliminary Budget
Expenditures
$532,000 Based on YVCOG approved and adopted pay plan; includes step increases
Salaries — OT
$5,000 comp time accrual
Salaries — Extra Help
$1,500 Temporary employees
Benefits — Rates provided by Yakima County $178,000
Benefits Admin Fee
Workers Comp
Retirement Contribution (employer)
Medical premiums (employer)
Unemployment Insurance
Supplies $11,500
Daily office supplies
Paper, pens, printing, printer cartridges
CMAQ-CTR: Rideshare passes; wheel option prizes, bus passes, posters, brochures,
maps, fair promotions
Small Tools and Minor Equipment $3,500
Replace GIS/IT computer
Examples: Computer hardware, office furniture
S:\FINANCE\2014 Budget Prep\Budget Executive Committee Review\2014 BUDGET REVENUE -EXPEND EXPL for Executive C
Variance Interpretation
f Includes step increases in 2014
IT Anticipating comp time for evening
meetings
Retirement contribution increase
1' Anticipating cost of supplies to
increase based on 2013
al Anticipating purchases to be
categorized as Small & Attractive
Assets
L_ L
2014 Budget — Expenditures
Page 2
Computer Software $3,000
Small & Attractive Items $2,000
Laptops Phones Calculators
Servers Cameras
Professional Services $47,088
Software maintenance and licenses
o PTV America VISUM license (modeling software)
o ESRI renewal licenses (geographic information system [GIS])
o Symantec — backup software
o Trend Micro AntiVirus Renewal
o Sonicwall Firewall Support
Translation services
Graf Investment -janitorial service
Professional training for staff
CMAQ-CTR: Vanpool subsidy
Bob Shull — Modeling services
Printing
Professional Services Indirect Costs $6,761
Indirect Costs ("Current Expense" for Administrative Services with
Yakima County - Human Resources, Auditor's Office (payables/payroll/general ledger)
and Treasurer's Office
Prof Services — Purchasing $2,454
Yakima County contract — mail room, Pcard, general/direct purchasing
S:\FINANCE\2014 Budget Prep\Budget Executive Committee Review\2014 BUDGET REVENUE -EXPEND EXPL for Executive (
Variance Interpretation
.. Not anticipating additional new
software purchases
4 New account for tracking inventory
a Anticipating less need based on 2013
Determined by Yakima County based
on 2013 usage
.U- Determined by Yakima County based
on 2013 usage
2014 Budget — Expenditures
Page 3
GIS Services
ESRI on-line subscription/census data (1/3 cost; shared: Yakima County GIS & Human Services)
Communications $9,600
Integra — phone system allocation (local & long distance) and internet service
(1) Cell phone monthly service fee
Communication — Postage $1,000
Travel $42,000
Airfare, mileage, car rental
Lodging
Meals
Executive Committee travel
Advertising $7,000
Meeting notices in Spanish and English
Metropolitan / Regional Transportation Improvement Plan (M/RTIP) and amendments
Staffing opportunities
Operating Rentals and Leases $59,000
Facility lease; office, board room, common area
Copier/Scanner lease
Central Washington State Fair booth rental
Insurance $6,145
Washington Cities Insurance Authority (WCIA): Liability and property insurance
S:\FINANCE\2014 Budget Prep\Budget Executive Committee Review\2014 BUDGET REVENUE -EXPEND EXPL for Executive
Variance Interpretation
n/a
11. Anticipating increase in travel for
conferences, meetings and training
based on 2013
' Anticipating increase based on 2013
rates. Copier/Scanner lease expires
April
- Anticipating 10% increase from 2013
based on WCIA letter
2014 Budget — Expenditures
Page 4
Utility Service $125
Recycling
Repairs and Maintenance $2,500
Includes photocopier and printer maintenance, and any other necessary repairs
Miscellaneous $18,000
Subscriptions to local newspapers
Dues
Seminars, training conferences
General Membership registration reimbursed
Capital Expenditure $10,000
GIS Plotter
Debt Services — Interest $200
A safeguard in case the cash balance drops and we need to borrow money from
Treasurer to cover warrants; we would be required to pay interest
S:\FINANCE\2014 Budget Prep\Budget Executive Committee Review\2014 BUDGET REVENUE -EXPEND EXPL for Executive 01
Variance Interpretation
if Anticipating increase in registrations
for conferences, meetings and training
based on 2013
II Update plotter for mapping
l C U G
YAKIMA VALLEY CONFERENCE OF GOVERNMENTS
MEMBERSHIP ASSESSMENTS FOR 2014
Members
OFM
General ';
MPO/RTPO "
Total
2013-2014 Change
STP REGIONAL
Population
Assessment*
Assessment'
Assessment
%
$
FUNDING
AWARDED
2012
2013
2013
2014
2013
2014
2013
2014
GRANDVIEW
11,000
11,010
$ 4,400
$ 4,404
'$ 6,280
$ 2,616
$ 10,680
$ 7,020
-34.3%
(3,660)
$ 1,022,257
GRANGER
3,285
3,315
$ 1,314
$ 1,326
$ 500
$ 500
1,814
1,826
0.7%
12
$ -
HARRAH
650
645
$ 260
$ 258
$ 500
$ 500
760
758
-0.3%
(2)
$ -
MABTON
2,290
2,305
$ 916
$ 922
$ 500
$ 500
1,416
1,422
0.4%
6
$ -
MOXEE
3,505
3,655
$ 1,402
$ 1,462
$ 2,096
$ 8,260
3,498
9,722
177.9%
6,224
$ 4,591,840
NACHES
805
805
$ 322
$ 322
$ 685
$ 1,087
1,007
1,409
39.9%
402
$ 371,100
SELAH
7,290
7,340
$ 2,916
$ 2,936
$ 2,527
$ 3,942
5,443
6,878
I 26.4%
1,435
$ 1,228,127
SUNNYSIDE
16,130
16,200
$ 6,452
$ 6,480
$ 2,096
$ 5,034
8,548
11,514
34.7%
2,966
$ 2,551,750
TIETON
1,195
1,235
$ 478
$ 494
$ 500
$ 500
978
994
1.6%
16
$ -
TOPPENISH
8,950
8,950
$ 3,580
$ 3,580
$ 1,872
$ 4,640
5,452
8,220
50.8%
2,768
$ 2,302,471
UNION GAP
6,105
6,110
$ 2,442
$ ;' 2,444
$ 2,789
$ 5,433
5,231
7,877
50.6%
2,646
$ . 2,171,505
WAPATO
5,030
5,035
$ 2,012
$ 2,014
$ 1,000
$ 1,000
3,012
3,014
0.1%
2
$ -
YAKIMA
91,930
92,620
$ 36,772
$ 37,048
$ 27,211
$ 6,297
63,983
43,345
-32.3%
(20,638)
$ 2,718,000
YAKIMA CO.
84,800
84,910
$ 33,920
$ 33,964
$ 10,510
$ 10,137
44,430
44,101
-0.7%
(329)
$ 5,146,750
ZILLAH
3,035
3,115
$ 1,214
$ ' ' 1,246
$ 1,026
$ 2,129
2,240
3,375
50.7%
1,135
$ 1,030,215
TOTALS 246,000 247,250 $ 98,400 $ 98,900 $ 60,092 $ 52,574 $ 158,492 $ 151,474 L -4.4% (7,018) $ 23,134,015
*$0.40 per capita
Yakima Transit Total Trans Assessment
3,000
S:\FINANCE\2014 Budget Prep\Budget Executive Committee Review\General Membership Assessment 2014 jps