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HomeMy WebLinkAboutR-2013-150 2014 Yakima Valley Conference of Governments Budget and City's Assessment Authorization RESOLUTION NO. R 2013 -150 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. JL / ..il , Micah Cawley, MI or ATTEST: •s' '.n �" 0 aim_ 0 f t V ( _ 1 1 ' :\- eI Clerk , - � y BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT //-- Item No.(O 0 For Meeting of: 12/3/2013 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 2014 General Fund Intergovernmental budget Impact: Strategic Priority: Improve the Built Environment Insurance Required? No Mail to: Phone: APPROVED FOR SUBMITTAL: City Manager RECOMMENDATION: Pass Resolution authorizing 2014 YVCOG Assessment. ATTACHMENTS: Description Upload Date Type 0 Resolution - 2014 YVCOG Assessment 11/12/2013 Cover Memo 0 2014 YVCOG Budget 11/12/2013 Cover Memo Y ° C ° G YAKIMA VALLEY CONFERENCE OF GOVERNMENTS 311 North 4th Street, Suite 202 • Yakima, Washington 98901 509 -574 -1550 • FAX 574 -1551 website: www.yvcog.org RECEI' Et) CITY OF YAKIMA October 24, 2013 _ NOV0 oFpICE o Tony O'Rourke, City Manager CITY MANAG 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 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. Sincerely, J S A,b0 - 11--X‘ , --- _6j' J. Page Scott Executive Director JPS:CMW:th Enclosure cc: Micah Cawley, Mayor MEMBER JURISDICTIONS sAadministrationthudget\aGWAY4elf coggangunUatircoled AirsAtteneir Naches • Selah Sunnyside • Tieton • Toppenish • Union Gap • Wapato • Yakima • Yakima County • Zillah 2014 YVCOGBUDGET January 1, 2014 through December 31, 2014 ADOPTED October 17, 2013 Y V C O G 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 I . -__ _.. 1. - _ GENERAL MEMBERSHIP Y V C O G 1 YAKIMA VALLEY MPO /RTPO EXECUTIVE A YVCOG EXECUTIVE COMMITTEE AND COMMITTEE Yakima Valley Conference of Governments POLICY BOARD Organizational Chart YAKIMA VALLEY MPO /RTPO • ■ EXECUTIVE TECHNICAL ADVISORY DIRECTOR COMMITTEE (J. Page Scott) A ADMINISTRATIVE GIS ANALYST/ CTR PROGRAM SENIOR SENIOR LAND USE SYSTEMS TRANSPORTATION FINANCE OFFICER PLANNER ADMINISTRATOR COORDINATOR PLANNER (Chris Wickenhagen) (John Rohrbaugh) (Brian Curtin) (Vacant) (Shawn Conrad) OFFICE SPECIALIST OFFICE SPECIALIST CTR PROGRAM (Tamara Hayward) (Vacant) INTERN JUNIOR PLANNER (Vacant) (Joseph Calhoun) it 2014 Preliminary Budget Yakima Valley Conference of Governments PRELIMINARY Budget - Revenue GL Code & 2013 2013 2014 2013 -2014 Change Description Actual Budget Draft Prelim through 6/30/13 Budget % $ 615 100 308 000 01 Beginning Fund Balance - Designated ** 195,000 195,000 ** 615 210 333 20 205 Fed Hwy Admin -WSDOT STP 5,625 50,000 50,000 0.00% - 615 3xx 333 20 205 FHWA- DOT Metro PI Grant (PL) 124,203 320,030 350,000 9.36% 29,970 615 3xx 333 20 505 FTA - DOT Metro Plan Grant 17,759 40,242 42,658 6.00% 2,416 615 3xx 334 03 601 RTPO -RTPO LR - DOT 53,373 98,773 97,191 -1.60% (1,582) 615 4xx 334 03 606 CTR Plans & Progr - DOT 41,154 75,000 75,000 0.00% 0 615 475 333 20 205 CMAQ Grant 20,208 103,750 103,750 0.00% 0 615 500 345 89 003 Intergov Serv-Exec Boards (TA Contr) 28,282 73,000 73,000 0.00% - 615 100 368 52 001 Intergov- County/City Share -gen'1 assessm 63,054 98,400 98,900 0.51% 500 615 100 337 03 001 Intergov -Local Match WSDOT 60,092 60,093 52,574 - 12.51% (7,519) 615 100 337 07 001 Intergov -Local FTA (Yakima Transit) 3,000 3,000 3,000 0.00% 0 615 100 369 90 001 Misc Revenue - copies, posters (ESD 105) 62 500 500 0.00% 0 615 100 345 89 004 Associate Membership Fees 150 400 300 - 25.00% (100) 615 100 337 03 100 Intergovernmental Scholarship 750 1,500 1,500 0.00% 0 Total $ 417,712 $ 924,688 * $ 948,373 2.56% $ 23,685 1/1/13 Beginning Fund Balance $258,298.94 ** Designated funds; 3 months float operating funds S: \FINANCE\2014 Budget Prep \Budget Jurisdictions \Revenue Prelim 9/23/2013 YVCOG Preliminary 2014 REVENUE BUDGET BREAKDOWN Contracts, Other • Federal $73,000 x$2,300 • State , �, Loca 1 1 ...., _,..tv, - „, -. Local , r - 1 ,- i r - ' Contracts x �, , , �¢ • $154 ' 4- � � �� Other I �� �� Fe c� c k J ■ ii r I 4514 - ✓ _ O " f f s•� [Y+� r � ` � Y» '� F kh G Q" y P 3 .1�fi2Y tF `.U � , ia�s #tr - � y z t ` ) � r § y r S f - J1 .. - ! t _ 1 The Unified Planning Work Program (UPWP) is 2014 Preliminary Budget based on state and federal transportation Revenue planning requirements and regional priorities. The work program provides an estimate for the Operation Fund Balance fiscal year budget. • Designated -3 months operation fund Variance Interpretation 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 ■ 0 Based on actual 2013 authorized funds ❖ Metropolitan Transportation Planning Funds ❖ Approved UPWP estimate fiscal funds and estimated carry forward balance ❖ Requires a 13.5% non -fed match Federal Transportation Administration (FTA) – V Based on actual 2013 authorized funds Department of Transportation (DOT) Metro Plan Grant ❖ Metropolitan Planning Organization (MPO) Planning Funds and estimated carry forward balance • Approved UPWP estimate fiscal funds ❖ Requires a 13.5% non -fed match Regional Transportation Planning Organization (RTPO) Planning Grant ❖ Washington State RTPO Planning funds Based on actual 2013 -2014 authorized ❖ Approved UPWP estimate fiscal funds funds Commute Trip Reduction (CTR) Plans & Programs ❖ Washington State CTR Program funds SAFINANCE\2014 Budget Prep\Budget Executive Committee Review\2014 BUDGET REVENUE- EXPEND EXPL for Executive _L . . __L __ _. _ � _... • " MEM" 2014 Budget — Revenue Page 2 Variance Interpretation 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) 4 Based on OFM's population, April 1, ❖ Per capita $0.40 (based on Office of Financial Management [OFM] report April 1, 2013) 2013 Intergovernmental -Local Match ❖ Transportation assessment. . Based on estimated 2014 non - federal Based on: o Population rate, within Metropolitan Planning Organization (MPO) matching funds with a % based on o Regional Transportation Planning Organization (RTPO) o Surface Transportation Planning (STP) obligated funds facilitation of the STP Funds process 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 • i 2014 Budget — Revenue Page 3 Variance Interpretation Other Misc. Revenue ❖ Photocopies, posters, small miscellaneous revenue Associate Membership Fees Based on actual associate members • Associate member fees $50.00 each (contracts for services with YVCOG ) o Yakima Health District from 2013 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 i ❖ 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 _ _I -I - - - 2014 Preliminary Budget , Yakima Valley Conference of Governments PRELIMINARY Budget - Expenditures GL Code & 2013 2013 2014 Draft 2013 -2014 Change Description Actual Budget Prelim Budget to 6/30/13 % $ Salaries ` 615 110 1001 Salaries and Wages $ 229,113 $ 528,000 532,000 0.76% $ 4,000 615 1101002 Salaries- Overtime 1,705 3,000 5,000 66.67% 2,000 615 110 1003 Salaries -Extra Help - 1,500 1,500 0.00% 0 Salaries 230,818 532,500 538,500 1.13% 6,000 Personnel Benefits 615 110 2002 Benefits- Direct 70,938 171,000 178,000 4.09% 7,000 615 110 2004 Benefits -Bank Accruals - Personnel Benefits 70,938 171,000 178,000 4.09% 7,000 Supplies 615 110 3101 Office & Operating Supplies 2,255 10,700 11,500 7.48% 800 615 110 3501 Small Tools and Minor Equip 5,546 5,000 - 3,500 - 30.00% (1,500) 615 110 3502 Computer Software 108 3,500 3,000 - 14.29% (500) 615 110 3590 Small & Attractive Items 1,017 1,300 2,000 53.85% 700 Supplies 8,926 20,500 20,000 - 2.44% (500) Other Services - Charges 615 110 4101 Professional Services 14,050 57,474 47,088 - 18.07% (10,386) 615 110 4125 Prof Serv- Indirect Costs 2,603 5,206 6,761 * 29.87% 1,555 615 110 4191 Prof Serv- Purchasing Sery 1,308 2,615 - 2,454 * - 6.16% (161) 615 110 4198 Prof Serv-GIS 684 1,369 - * - 100.00% (1,369) 615 110 4201 Communications - Telephone 4,504 9,600 9,600 0.00% 0 615 110 4202 Communication- Postage 311 1,000 1,000 0.00% - 615 110 4301 Travel 12,211 32,000 - 42,000 31.25% 10,000 615 110 4401 Advertising 3,676 7,000 7,000 0.00% - 615 110 4501 Operating Rentals and Leases 27,939 57,000 59,000 3.51% 2,000 615 110 4601 Insurance 5,586 6,000 6,145 ** 2.42% 145 615 110 4701 Utility Services 62 125 125 0.00% 0 615 110 4801 Repair and Maintenance 664 2,500 - 2,500 0.00% 0 615 110 4901 Misc. (registrations, dues, 6,864 13,599 18,000 32.36% 4,401 subscriptions, bank service fees) Other Services - Charges 80,462 195,488 201,673 3.16% 6,185 Capital Outlay 615 110 6401 Capital Expenditure 0 5,000 10,000 100.00% 5,000 Capital Outlay 0 5,000 10,000 100.00% 5,000 Debt Services - Interest 615 110 8101 Interest 0 200 200 0.00% 0 Debt Service - Interest 0 200 200 i 0.00% 0 Total $ 391,144 $ 924,688 948,373 2.56% 23,685 S: \FINANCE\2014 Budget Prep \Budget Jurisdictions \Expenditures Prelim 9/23/2013 YVCOG Preliminary 2014 Expenditure Budget Breakdown Miscellaneous, ■ I Salaries & Wages 1 $10,200 0/ ■ Benefits I 1 �� � k y 7 .7 Supplies I O a f _� uses 1 �� [f *� , Op erating Expenses &Services 1 ��i G U C # ` 3 4 "1 `�YS '4 C 1 aP ` `i' :mot YS G# F " 5V � E 1 _° °. [ .' M G e"' . r. yk .3' , (y. l ri Miscellaneous I Supplies, R _ � S 20 000 Supplies,_, \--- ._Ta ° �� D f 1 • �' # 4 yh. 4 ?gy } 1 �b y � x � a ,j 1J '') ©B D " ate i l v _ I 1 • 2014 Preliminary Budget Expenditures Variance Interpretation S alaries and Wages Q Includes step increases in 2014 $532,000 Based on YVCOG approved and adopted pay plan; includes step increases Salaries — OT $5,000 comp time accrual Anticipating comp time for evening Salaries — Extra Help $1,500 Temporary employees meetings Benefits — Rates provided by Yakima County $178,000 Benefits Admin Fee - a Retirement contribution increase Workers Comp Retirement Contribution (employer) Medical premiums (employer) Unemployment Insurance Supplies $11,500 Daily office supplies Paper, pens, printing, printer cartridges � Anticipating cost of supplies to p ,p ,P g,p g CMAQ -CTR: Rideshare passes; wheel option prizes, bus passes, posters, brochures, increase based on 2013 maps, fair promotions Small Tools and Minor Equipment $3,500 Replace GIS/IT computer Anticipating purchases to be Examples: Computer hardware, office furniture categorized as Small & Attractive Assets S:\FINANCE\2014 Budget Prep\Budget Executive Committee Review\2014 BUDGET REVENUE- EXPEND EXPL for Executive C 2014 Budget — Expenditures Variance Interpretation Page 2 Computer Software $3,000 Not anticipating additional new software purchases Small & Attractive Items $2,000 Laptops Phones Calculators ► 4 New account for tracking inventory Servers Cameras Professional Services $47,088 Software maintenance and licenses 0- a Anticipating less need based on 2013 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 I � Professional Services Indirect Costs $6,761 Determined by Yakima County based Indirect Costs ( "Current Expense" for Administrative Services with ► Yakima County - Human Resources, Auditor's Office (payables /payroll/general ledger) and Treasurers Office on 2013 usage Prof Services — Purchasing $2,454 Yakima County contract — mail room, Pcard, general/direct purchasing o- .0. Determined by Yakima County based on 2013 usage S:\FINANCE\2014 Budget Prep\Budget Executive Committee Review\2014 BUDGET REVENUE- EXPEND EXPL for Executive ( 2014 Budget — Expenditures Variance Interpretation Page 3 r GIS Services ► n/a 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 Q Anticipating increase in travel for Lodging Meals Executive Committee travel conferences, meetings and training based on 2013 Advertising $7,000 Meeting notices in Spanish and English Metropolitan / Regional Transportation Improvement Plan (M/RTIP) and amendments Staffing opportunities 4 Anticipating increase based on 2013 Operating Rentals and Leases $59,000 Facility lease; office, board room, common area ► rates. Copier /Scanner lease expires Copier /Scanner lease Central Washington State Fair booth rental April Insurance $6,145 Anticipating 10% increase from 2013 Washington Cities Insurance Authority (WCIA): Liability and property insurance ► based on WCIA letter S:\FINANCE\2014 Budget Prep\Budget Executive Committee Review\2014 BUDGET REVENUE- EXPEND EXPL for Executive 1 2014 Budget — Expenditures Variance Interpretation Page 4 Utility Service $125 Recycling Repairs and Maintenance $2,500 Includes photocopier and printer maintenance, and any other necessary repairs Miscellaneous $18,000 1- Anticipating increase in registrations Subscriptions to local newspapers Dues for conferences, meetings and training Seminars, training conferences General Membership registration reimbursed based on 2013 Capital Expenditure $10,000 GIS Plotter f Update plotter for mapping 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 l -- G \\ YAKIMA VALLEY CONFERENCE OF GOVERNMENTS -.� MEMBERSHIP ASSESSMENTS FOR 2014 Members OFM General MPO/RTPO Total 2013 -2014 Change STP REGIONAL FUNDING Population Assessment* Assessment' Assessment % $ 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 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 1 1 246,000 1 247,250 1 $ 98,400 1 $ 98,900 1 $ 60,092 1 $ 52,574 1 $ 158,492 1 $ 151,474 11 -4.4 %1 (7,018)11 $ 23,134,015 I Yakima Transit Total Trans Assessment 3,000 *$0.40 per capita S: \FINANCE\2014 Budget Prep \Budget Executive Committee Review \General Membership Assessment 2014 jps