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HomeMy WebLinkAbout11-10-2008 - Supplemental Materialsr-lbw�o<<ae., =ooep.�c,DB AWC 2009 Emerging Top Legislative Priorities On September 26, the AWC Board of Directors adopted five emerging top legislative priorities for the 2009 session. J��h '� k0 A., . ", I ASSOCIATION OF WASHINGTON CMES iES © Expand Infrastructure Funding °�� r� tape executive sessions and keep the recordings for two State Infrastructure Funding �a'Cp`r �Qiv years.The recordings would be public records not subject Increase the Transportation Improvement Board and to public inspection or copying under the public records • act, except by court order and under judicial review. Public Works Trust Fund funding. Permanently fund the Community Economic Le islation is also expected to be reintroduced this year • Revitalization Board for urban and rural projects. • Reauthorize the Local Infrastructure Financing Tool and give it flexibility. • Support urban brownfield redevelopment. • Enhance funding for parks, open space, trails and ball fields. Local Infrastructure Options & Flexibility • Allow design build authority for projects under $10M • Update bid limit authority. • Expand uses of the Real Estate ExciseTax. • Authorize a street utility. g that limits a public agency's attorney -client privilege to only communications related to an actual lawsuit, and only while the lawsuit is pending in court.This drastically narrows the privilege and restricts records that can be claimed as an attorney work product. Oppose Diversion from the Public Works Trust Fund Board More funding is needed for infrastructure and economic development —not the redirecting of existing funds. r-> b9len1n9 Seri Ke Gp,r; C ir7E� n4 Mitigate edical Costs for Offenders • Remove the two-year sunset provision that clarifies the charging entity is responsible for offender medical costs. • Modify the Transportation Improvement Board legislation. Municipal Stormwater Funding Fund stormwater permits at levels greater than the state's 2007-2009 biennial budget. I tR4+, 6f 5. dOUbI'✓ -%he- Cuhding }0 50Mi{, Oppose Taping of Executive Session and Limiting Public Agencies Attorney -Client Privilege • Oppose the anticipated reintroduction of legislation requiring the taping of executive sessions. In 2008, legislation was introduced, requiring all public agencies to • Pass legislation expanding how the extraordinary criminal justice account can be used for extraordinary offender medical costs. Nearl Aff C S&t/ di o F • Support additional funding for offen er medical costs. a Ca ASfroDhic, costs. )Provide Fiscal Aid for Of [n5vra ce co 51� . Distressed Cities and Counties . • Increase the City -County Assistance Account for low tax base cities and counties, but not at the expense of the Public Works Trust Fund. Funded by the Real , Ai15o c�lanq. in VC 5eYlf8r`iU11continued dYD ffbny ch&W-S t�vtdetlne5 Tra�S�rh turd -� jmL4)deunyi ham, F 6,V,(.tJ)i', IIwChhGjaj1oh ithd pl�o�rruhbv� q,vtd tInCQ YC1tYA bVkA -to CLheS. Association of Washington Cities • 1076 Franklin St SE • Olympia,WA 98501 • www.awcnet.org Estate Excise Tax, the account provides some assistance to jurisdictions that still feel the impacts of 1-695 and declining state backfill. • Establish a floor to prevent distributions to qualifying cities from dropping below a certain amount. The Board will continue to look at the other components of our legislative agenda and will adopt the final package at their meeting on November 21.This package will include "other priority issues" and "issues to endorse." "Other priority issues" are important issues for cities; however, they do not raise to the level of importance of the top priority issues."Issues to endorse" are issues that would be good for cities (or at least for some cities) if they passed; however,AWC staff should not divert energy away from higher priorities to work on these issues. The Legislative Committee and its various subcommittees continue to meet and will have final recommendations to advance to the Board by November 21. If you have specific legislative proposals for the Legislative Committee to consider, please email them to Jim Justin at jimj@awcnet.org with a copy to Sheri Sawyer at sheris@awcnet.org. Thank you in advance for your contribution to AWC's policy development process. • 5ale� Tx uull5ahotn hAd Q,V C receiytd of jeatyf 76% of *e, 5ta& aN"Mel. W at) eltV01V16rkd h K 4,kie Mofor Uekiic(e., Tax, Co�J �, Coin u- Jgx �AV t 00W Polled bacL be;L5 1076 Franklin St SE ` Olympia,WA 98501 ASSOCIATION www.awcnet.org OF WASHINGTON CMES 11 to play (ar September 2008 ;L5 2008 Tax and User Fee Survey pi ", ASSOCIATION Results Released C WASHIi i iES E S The Tax and User Fee Survey is conducted by AWC every two years and is an important resource for cities and towns in comparing tax rate and fee information. It is also used by AWC for our legislative and member services efforts. An executive summary of the 2008 Tax and User Fee Survey results was recently mailed to city officials. In addition, detailed tax and fee information by entity can be found online. The survey compiles data in four areas: • Municipal tax rates and fees • Land use fees • Parks and recreation fees • Utility rates Each section of the survey was sent to all 281 cities and towns. Response rates for each section vary, ranging from 67 percent to 88 percent. Survey Response Rates for Cities Part I Part II Part III Part IV ■ Percent of cities completing Percent of incorporated all or part of survey population represented The parks and recreation fees portion of the survey was also sent to park districts and the utility rates portion of the survey was sent to water/sewer districts. Access Tax and User Fee Survey Data Online Beginning in 2006 these data were available only online. It is available to all AWC members (city elected officials and staff) and associate members free of charge. It is also available to non-members for a fee. How to access survey results: 1. Visit www.awcnet.org/tufs. 2. At the bottom of the page follow the link for AWC members and associate members. 3. At the "AWC Members Only Login" page enter your login and password. If you do not have a login account or have forgotten your password, follow the directions provided. 4. Choose the option"Click here to access other AWC Members Only applications and documents". 5. Click "Tax and User Fee 2008". If you cannot see the option for the 2008 Tax and User Fee Survey contact AWC technical support at awctechsupport@awcnet.org for access. �hno�a,ho�h I examp It : Lae. �0,5t -Purl CYeatcd a 'rvar 5po�JAM O N-c-A"cl 0 6 va (a y old �26 +aW Ftic/ pey Association of Washington Cities • 1076 Franklin St SE * Olympia,WA 98501 • www.awcnet.org 281 cLhe6 in W,4 Reh�nsey �rom eu'� Survey �2�10 aF reS�oNdth� cities Dorf �G1a reve�tVe5 ar� No�- ktepn� up WO-h yq % or ct es repo r4- .4416q are in a r -%htq ave. t n wor6e- 940 shape, 33 jo l to 2ocA G.na wiosf e,Ipe&-- 2ooq -1-o b6 WO C, Tln� woVr�f bvdo O W?,m'tW5 axe A . Publso 56[ Glv r� l� a 1200 lb C�ori,L( a M oe& avrt, Pok oAly u np bje -Lo aJdrPsS �W, Q,,�O��✓Lf 155vcs e nod AW6 iv coves bp,« -�W L O VI? I� 616 uer) Wtil, jL6t 0, t)llp 6n *e green. wbY�k up fo In njh (� cis bc� 9 w� 4� o� 08 501 EVERGREEN POINT ROAD . P.O. BOX 144 • MEDINA, WA 98039-0144 TELEPHONE 425-233-6400 • FAX 425-454-8490 • www.medina-wa..gov November 10, 2008 TO: Mayor and City Council FM: Rachel Baker, City Clerk RE: Follow up to Questions Concerning Central Services Budget The following list outlines questions and responses resulting from discussion of the 2009 preliminary budget during the October 27 special meeting. Central Services: 1. Public records software: What money was spent in 2008? A total of $8,333 will be spent in 2008 for iCompass services. (Compass Technologies provides the File Pro site (linked to the city's website) which offers the public access to city forms, notices, and public records in electronic format. In addition, the service offers an agenda packet module and public records request tracking module. The amount spent in 2008 includes $4000 set up fee, $4000 2008 annual service fee, (December 2007 to November 2008) and $333 service fee for December 1 to January 1. Medina will owe $4000 for 2009 annual fee (January to December). 2. What are projected year-end expenses for office and operating supplies? Projected amount increased to $17,000. Amount increased to include costs for employee work station and chair, central services printer, scanner, and general office supplies for remainder of year. 3. Why did proposed budget for expenses for travel and training increase? Funds included for attendance at training and seminars related to professions of city clerk, human resources, and information technology. Subsistence, travel and training expenses included for three staff in central services. Amount increased to account for human resources conferences and training. 4. Are costs for human resources included, or were duties just expanded? Duties were expanded. Costs were included in travel and training line item and under miscellaneous line item. Miscellaneous item includes dues to the AWC retro program, wellness program and supplies. November 10, 2008 Page Two 5. Will staff be overburdened performing human resources, especially in addition to public records requests and general administrative work that needs to be done? Is a part-time assistant needed? Adding human resources responsibilities to central services will increase the volume of duties that staff must be carry out in the department. The human resources element will be a team effort with the city manager. It is too early to determine if additional staffing will be needed. (Central Services continued) 6. Is enough funding included for ARCH? The proposed amount was based on 2008 expenditure. As a member of ARCH, Medina pays annual dues of approximately $3,000, and $10,000 should be budgeted for ARCH projects that will be proposed to the city. The proposed amount should be increased to reflect these costs. Information Technology: 1. Is it reasonable to assume repairs and maintenance will decrease for next year? New hardware was installed this year to improve information systems. The city is relying less on consultant, which decreases costs. 2. Are there no plans to obtain new information technology equipment during 2009? Purchases to improve systems have been made during 2008. ITEM OB- CITY OF MEDINA 501 Evergreen Point Road, Medina WA 98039 425.233.6400 (phone) 425.454.8490 (fax) www.medina­wa._g TO: CITY COUNCIL FROM: ROBERT J. GRUMBACH, AICP DATE: NOVEMBER 10, 2008 SUBJECT: QUESTIONS AND ANSWERS DEVELOPMENT SERVICES BUDGET The following is intended to provide additional information regarding some of the questions asked about the proposed budget for Development Services. Is the revenue from Clyde Hill for building official services reflected in the projected revenues? ANSWER: $25,600 has been added to the projected revenue. This is per the expenditure budget entry. How does the Clyde Hill agreement for building official services affect the city's budget? ANSWER: The revenue earned from Clyde Hill will offset a portion of the compensation the city pays to the building official. However, the amount of offset is dependent on the number of hours the building official works. When permitting activity is at normal levels, the building official is anticipated to work 35 hours in Medina and 20 hours in Clyde Hill for a total of 55 hours a week. The city will compensate the building official for the extra work based on those hours worked in Clyde Hill that exceeds a base work week of 40 hours. The $23,300 expenditure is a place holder while the details of the additional compensation are being worked out. The cost of new permitting software seems expensive while permit revenues are down. RESPONSE: The existing permit software was purchased in 2000. Due to a variety or reasons, the software never operated as expected and is now out-of-date. One of the reasons to make the request now is because of the slowdown in permit activity. A considerable amount of staff time is needed for this project and with the slowdown there is more staff time available to match up the processes and software before permit activity picks up again. Is a fee schedule going to be presented during the budget schedule? ANSWER: Staff has not reviewed the fee schedule for modifications at this time due to time constraints and changes in the city manager. Why is the hearing examiner expenditures projected to be so much lower? ANSWER: After looking at this more closely, a $20,000 expenditure may be more appropriate. ITEM PH -1 CITY OF MEDINA Evergreen Point Road, Medina, WA 98039 (425) 233-6400 www.medina-wa.gov MEMORANDUM November 10, 2008 TO: MAYOR AND CITY COUNCIL FROM: Director of Public Works SUBJECT: 2009 Budget Information BACKGROUND Council members during the October 27t" meeting asked about the Park Department Salaries and Wages line item, the Medina Park Par Course, the machinery and equipment line item, and discussed capital projects. DISCUSSION 1. The Parks Department Salaries & Wages (001-576-80-11-00) needs to be refined to reflect one half of the 2008 department's staff salaries plus 6.5% for cost of living increases or $ 197,209 as shown for the Street Fund. 2. Line item 001-576-80-63-00 Other Improvements Parks at $ 50,000 is for improvement of the pathway access to Viewpoint Park lower picnic and viewing pier area, replacement of the overlook sidewalk and Medina Park pathway resurfacing. This work is included in the Park Budget as a maintenance item rather than as a capital project in the CIP. The Viewpoint Park stairs and irrigation projects currently shown in the 2008 Parks Budget will be carried over to 2009 to be accomplished in concert with the park improvements. 3. Line item 001-576-80-64-00 Machinery and Equipment at $ 34,000 is for replacement of a riding lawn mower that has increased maintenance and breakdowns. 4. The 2008 Capital Projects Fund for year 2009 are as follows: (307-595-30-63-01) Evergreen Point Road (SR 520 to Fairweather Lane) storm drainage and all-weather pathway construction project. Estimated expenditure in 2008 of $ 93,000; 2009 expenditure $ 200,000. (307-595-30-63-02) Storm Sewer Construction. Estimated 2008 expenditure of $ 65,000 to replace cross culvert in the 7900 block of NE 32"d Street. (307-595-30-63-10) 2008 sidewalk repairs recommended to carryover to year 2009 include sidewalk repairs in front of the post office, along 2000 block of 79cn Ave NE, 2500 block of 84tn Ave NE, the upper Viewpoint Park overlook walkway with a total estimated cost of $ 55,000 (currently not included in the Budget as a carryover project); an all weather pathway along the south side of NE 281n from Evergreen Point Road to 78tn Ave NE; estimated $ 18,647 with a grant from King County Prop 2 Levy funds of $ 18,647; for a total line item amount of $73,647. (307-595-30-63-11) Facility Improvements for City Hall $ 1,500,000. (307-595-30-63-13) Public Safety Enhancement Camera System Phase estimated at $ 350,000. (307-595-30-63-14) Viewpoint Park Dock Repair. Estimated 2008 expenditure $ 20,000; 2009 expenditure $ 55,000. (307-595-30-63-16) Medina Park Pond Stormwater Treatment. Estimated 2008 expenditure $ 20,000; 2009 expenditure $ 20,000 plus additional pond level weir outlet control modifications $ 20,516 for a total cost of $ 60,516 (with grant from King County Flood Control of $ 60,516). 5. Proposed projects for year 2009 of the 6-Year CIP/TIP Plan that are not included in the proposed 2009 budget are as follows: I — 1 80t" Ave NE (NE 24tn to NE 28tn Street) overlay and storm drainage repairs is a preservation asphalt street overlay project proposed to restore the deteriorating surface condition of the road surface and to address drainage problems. Estimated at $ 250,000 1-2 77t" Ave NE (NE 22"d to 500 feet south of NE 22"d) overlay and storm drainage improvements is a preservation asphalt street overlay. Estimated a $ 75,000 1-3 Evergreen Point Road (Overlake Drive West to NE 8t" Street) overlay and all-weather pathway construction project is a preservation asphalt street overlay coupled with pathway reconstruction. Estimated at $ 74,000 IV — 2 Public Safety Enhancement Camera System Phase 11 is the completion of the camera system installations at NE 10tn, Lake Washington Blvd East, and the Park & Ride lot. Estimated at $100, 000 V — 2 Medina Park irrigation system replacement and pathway improvements to be incorporated into the City Hall Project. N Donna Hanson From: Joe Willis Sent: Monday, November 10, 2008 2:18 PM To: Jim Lawrence Cc: Donna Hanson Subject: Medina Capital Projects Jim, I understand you have questions about the excel spread sheet dated 10/23/2008 that was provided to Council for the 10/27/08 meeting. The first seven projects on the "Projects For Consideration" at the bottom of the first page of that document are included in the 2009 budget document for Council consideration tonight. The last four projects are not and will be reevaluated in 2009 during the CIP/TIP 6-year plan discussions in May/June for July adoption. ITEM OB-1 CITY OF MEDINA Memorandum DATE: November 10, 2008 TO: Mayor and City Council FROM: Jan Burdue, CPFA RE: 2009 Budget Questions from 10/27/08 Council Meeting Is there anything that shows up in the 2009 Budget for the new Accounting Software as far as getting the software operational? No, the $25,000 will be included in the 2008 expenditures. The software package should be installed by the end of 2008, which includes employee training, for the 2009 reports. An annual 2009 maintenance fee is included in Information Technology. What information were you given to program the salary increases into the budget? The information was given by the Interim City Manager, Michael Caldwell, utilizing different rates for unsettled contracts. Why is the WCIA Insurance rate for 2009 higher than 2008? The actual rate for 2009 Insurance is unknown at this time, therefore, the 2009 budget is estimated utilizing the same budgeted amount as 2008. Donna Hanson From: Jeff Chen Sent: Wednesday, November 05, 2008 7:44 AM To: Donna Hanson Subject: Fw: Police Budget question Attachments: BTW Police Operating Supplies 09rev.doc Donna, Both the Mayor and councilmember Jordan responded they understood. Jeff -----Original Message ----- From: Jeff Chen To: Bret Jordan; Bret Jordan CC: Drew Blazey; Jim Lawrence; Bob Rudolph; Shawn W 1; Nelso 1; Mark Nelson; Michael Caldwell; Lucius Biglow; 'Lucious Biglow (looshb@earthlink.net)' Sent: Tue Oct 28 08:56:36 2008 Subject: Police Budget question Councilmember Jordan, Last night you raised a question with regard to the Police operating supply line item (521 20 31 40). I apologize that I was unprepared to answer it. Please find the attached justification paperwork which details the equipment requested for 2009. The reason this line item now shows a 35% increase from 2008 is; this equipment was originally requested in the capital improvement project (CIP) or equipment replacement fund. This is the same manner in previous years how we sought to replace a patrol car or purchase such equipment. This year, Interim City Manager Mike Caldwell has changed/improved the manner in which we purchase and depreciate equipment, such as patrol cars and equipment. Thus the increase to this line item reflects the move from the old CIP line item and incorporating it into the police operating budget line item. I hope this answers your question on this matter. 1 2009 Budget Tracking Worksheet ACCOUNT NUMBER: 001-521-20-3140 ACCOUNT DESCRIPTION (TITLE): Police Operating Supplies DEPARTMENT NAME: Police PREPARED BY: Jeff Chen Print Name DATE: 09/30/08 Budget Appropriations: 2004 4,000.00 2005 5,600.00 2006 5,600.00 2007 5,000.00 2008 9,950.00 2009 Specific Request: (See justification below) Amount: Amount: $13,492.00 Amount: Amount: Amount: Amount: Amount: Amount: Amount: Calculation for FY 2008 [end of year projection based on first 7 months] Wa,AM� x ;i s s r ,tee "'^ v`` ��a ''A� 1 ti v. 'ry 3 3� a .,,,,r.� .._ �. .. . ��'�-.� Calculation for FY 2009: 2008 Appropriation: $ 9,950 PLUS 27% ( 3 542 ) = $ 13, 492.00 2009 Request: $13,492.00 Justification Based on anticipated 2008 expenditures and similar expenditures in 2009. Taser Cartridges (20) & 4 Batteries (4) —Training. Taser X-26. Impres Smart NIMH 2O00 MAH (1800 Min) Batteries (10). 9 Ear Pieces for Portable Radios. Replace two Computer Workstations that are out of date. C:\Users\dhanson\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\EPSAI9LR\BTW Police Operating Supplies 09rev.doc Admin-orange; City Mgr -green; Dev Serv-purple; Finance -pink; Police -blue; Pub Works -yellow CITY OF MEDINA FY 2009 OPERATING BUDGET LIFEGUARD PROGRAM FUND: 001 DEPARTMENT: 674 GENERAL OBJECTIVES: Assure safety and drowning prevention for the children and their families swimming the Medina Beach. Provide excellent customer service at Medina beach by 1) offering swimming lessons unique to beach waters, 2) assure beach cleanliness by checking water quality, monitor restrooms, and assure picnic area is free from debris, 3) offer activities other than swimming at the picnic areas such as "Movies at the Beach" and various games involving children, 4) continue involvement in Medina Days, 5) increase safety awareness during Blue Angel observation days, 6) be available for emergency first aid and CPR services for patrons of the beach as well as boaters that seek aid. FY 2009 PROGRAM OBJECTIVES: (1) Advertise to encourage qualified Lifeguards that are certified in Lifesaving, First Aid, CPR and Emergency Rescue, (2) Assure current certification and meet the requirements for Medina Lifeguards by meeting required training; (3) Continue provide Lake Lessons for swimmers ages 6 to 13 years of age; (3) Offer Junior Lifeguard classes for swimmers 14 to 15 years of age; (4) Host "Movies at the Beach" each Wednesday evening for months of July and August; (5) Provide boat rides utilizing the Police Boat to instruct patrons proper boat handling and provide variety to further enjoyment at the Beach; (6) Continue to monitor the beach area for cleanliness and safety; (7) Continue to represent the City by professionalism by appearance and excellent customer service. HIGHLIGHTS: Item 1100: To encourage experienced Lifeguards that meet all job requirements to apply. Standard competitive hourly wage for seasonal lifeguard. Item 1200: Include Overtime to support the "Movies at the Beach" programs citizens requested; increase number of guards to assure public safety during Blue Angel observation days; and participate in Medina Days. Item 2100: Increase benefits to correlate with salary and overtime. Item 2200: Increase to provide uniforms for new Guards each year. Item 3100: Increase to provide fresh medical supplies; replace chairs; canopy; swim lesson supplies; Movie at the Beach supplies Item 4300: No to minimal change from 2008. Item 4400: No to minimal change from 2008. Item 4900: No to minimal change from 2008. CITY OF MEDINA FY 2009 OPERATING BUDGET POLICE FUND: 001 DEPARTMENT: 521 GENERAL OBJECTIVES: To protect life and property, maintain order, enforce the laws of the State of Washington without prejudice, and work cooperatively with the public to provide a safe community to all. Provide a full suite of public safety services to Medina and the contract Town of Hunts Point including, but not limited to; proactive and reactive police patrols, in-depth case investigations, School Resource Officer, issuance of concealed weapons permits, fingerprinting for employment, professional licensing or governmental requirements, City code enforcement, animal control and house watch. FY 2009 PROGRAM OBJECTIVES: (1) Improve Police dispatching services through membership in the NORCOM — Eastside Communications/dispatch center; (2) Continue to recruit and hire the finest Police Officers in the nation; (3) Continue targeted traffic enforcement measures to increase motorist and pedestrian safety; (4) Present traffic safety classes to the public; (5) Continue to pursue federal, state and local grants to offset department funding needs, as well as use grant funds that will encourage interagency cooperation; (6) Re-establish a School Resource Officer presence at our 3 elementary schools; (7) Establish a legitimate Emergency Operations Center/Disaster Preparedness center; (8) Fulfill all mandatory and professional training requirements for each employee per accreditation standards; (9) Achieve re -accreditation status; (10) Initiate full usage of the Public Safety Surveillance Camera System; (11) Manage the seasonal Lifeguard program; and (12) Create a Volunteers in Policing and Reserve Officer program. HIGHLIGHTS: Item 1200: OT is due largely to workload and negotiated salary increases. Item 3200: Increase due to rise in fuel prices. Item 4100: Provides for professional consulting services to assist the Police Chief in such areas as expert witnesses, personnel management, civil service, health, budget, performance and labor negotiations. Item 4120: Increase to Public Defender costs due to court order by Judge requiring public defender to be present at first appearances and arraignments with the prosecutors. Item 4200: Provides for monthly communications for all officers so they can be summoned on or off duty for emergencies. Item 4300: Provides for attendance at the annual IACP, FBI and WASPC Police Conferences, as well as miscellaneous area -wide meetings. Item 4920: Provides for one replacement mountain bicycle and associated equipment for the popular Bicycle Patrol. Item 4940: Provides for professional association membership dues, professional journals and newsletters. Item 6116: Provides for transition and startup costs associated NORCOM.