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HomeMy WebLinkAbout09-26-2011 - Agenda Packetof ME' MEDINA, WASHINGTON MEDINA CITY COUNCIL SPECIAL MEETING AGENDA sa;raGto<+ Medina City Hall, Council Chambers 501 Evergreen Point Road, Medina MONDAY, SEPTEMBER 26,2011 6:30 PM MAYOR CITY MANAGERBRETJORDANDONNAHANSON COUNCIL MEMBERS CITY ATTORNEYPATRICKBOYDBRUCEDISENDDOUGDICHARRY JANIE LEE CITY CLERKMARKNELSONRACHELBAKER KATIE PHELPS SHAWN WHITNEY CALL TO ORDER 6:30 PM ROLL CALL DISCUSSION 1. 84 Avenue Northeast Corridor Improvement Project 2. Draft 2012 Preliminary Annual Budget ADJOURNMENT Remaining 2011 Regular Meetings: Monday, October 10 6:30 pm Monday, November 14 6:30 pm Monday, December 12 6:30 pm SIGN UP FOR MEDINA E-NOTICES. RECEIVE THE CITY UPDATES YOU WANT DELIVERED RIGHTTO YOUR EMAIL INBOX! Visit www.medina-wa.gov and click on E-Notice Program. Medina City Hall 1 501 Evergreen Point Road I PO Box 144 Medina, WA 98039 425-233-6400 I www.medina-wa.gov September 26, 2011 MEDINA CITY COUNCIL MEETING AGENDA BILL SUBJECT/TITLE: 84th Ave NE Corridor Improvement Project Vision CATEGORY: Consent Ordinance Public Hearing City Council Business Resolution Other- Discussion STAFF REPORT BY: JOE WILLIS BACKGROUND: The Public Works Director/City Engineer for Clyde Hill, Craig Olson, applied for a TIB Small Cities Grant to repair 84th Ave NE from NE 12th to NE 24th Street with a pavement overlay. The GrantApplicationrequestwasfor $462,000 with each City contributing $99,000 as matching dollars for a total project amount of$660,000. The TIB Grant provides a unique opportunity for the two Cities to not only repair the street, but to work together on conceptual improvements within the corridor that will benefit both Cities. The goal will be to improve the corridor for multiple users capitalizing on the significant green space of the corridor and connecting it with the regional SR 520 improvements. The City Council authorized an Interlocal Agreement in February of this year for participation in the project with Clyde Hill. In February, the preliminary estimate for the total project was $660,000 with Medina's share being $99,000. Clyde Hill has served as lead agency for the project with design scheduled to be accomplished in 2011 and construction in 2012 (should the Councils decide to proceed with the project). Under terms of the Interlocal Agreement, the project design concepts and final design are to be developed by KPG, Inc. in 2011. The design concepts and the final improvement project will be subject to the review and approval by both City Councils. Both Cities will pay one half of the matching dollar cost for the design and construction of the project. The Design Consultant, KPG, developed preliminary visioning documents that were jointly reviewed by the City Managers and Public Works Directors. KPG subsequent to the meeting has prepared formal visioning documents for the two City Council's consideration (see attached exhibits). The project is shown in 3 phases with street cross sections depicting implementation of the total corridor vision. While the goal was to implement the total vision, due to cost, it is more realistic to consider implementing only Phase I at this time. Phase I would consist of constructing a 10' medina down the center of the roadway with stately plantings and formal designated bike lanes. FUNDING SUMMARY: Funding to develop the vision ($20,000) will be split between Medina and Clyde Hill and paid in 2011. This element is not eligible for grant reimbursement. Phase I preliminary cost estimate is around $1 million and with grant funding of $462,000 the cost to Medina for Phase I including design costs would be about$275,000. NEXT STEPS: Per the interlocal agreement all concepts, plans, and bids for the project need to be agreed upon bybothCouncilsbeforetheprojectcanproceed. Clyde Hill Council approved the vision at their September Council meeting and authorized the project to proceed to design with bidding scheduled in early 2012. BUDGET/FISCAL IMPACT: ESTIMATED$275,000 STAFF RECOMMENDATION: Consider authorizing KPG to complete Phase I design and go tO bid in early 2012. CITY MANAGER REVIEW: PROPOSED COUNCIL MOTION: "I Move to Endorse the 84th Ave NE Corridor Vision and Authorize KPGtoProceedwiththePhaseIDesignforbidinearly2012." ctrr Of I.C1:3‘Clyde l-,vTIl T-T1i 1:\to PRELIMINARY PROJECT ESTIMATE Project Site:84th Ave NE Improvements Phase 1-Median*Basic Overlayfrom NE 12th St to Description: NE24th St(OPTION2) KPG Project Number. 11065 Calculated By:AM Date:8/26/2011 Description Quantity Unit Unit Coal '_ , Total 1 Minor Change 1 FA S 5,000.00 $ 5,000.002ConstructionSurveying1LS $ 8,000.00 $ 8,000.003Mobilization(8%)1 LS $ 58,000.00 $ 58,000.004ProjectTemporaryTrafficControl1LSS15,000.00 $ 15,000.005ClearingandGrubbing0LS $6 Remove Asphalt Concrete Pavement 3460 SY $ 12.00 $ 41,520 007RemoveCementConcretePavement&Backfill 280 SY $ 80.00 $ 22,400.008UnsuitableFoundationExcavationIncl.Haul 0 CY $ 30.00 $9 Roadway Excavation Incl.Haul 0 CY $ 20.00 $ 10 Crushed Surfacing Top Course 0 TON $ 20.00 $ 11 Crushed Surfacing Base Course 0 TON $ 18.00 $12 HMA for Pavement Repair Class 1/2"PG 64-22 1280 TON $ 75.00 $ 96,000.0013HMACI.1/2"PG 64-22 forOverlay 2770 TON $ 70.00 $ 193,900.0014HMACI.1/2"PG 64-22 0 TON $ 70 00 $15 HMA Thickened Edge 7800 LF $ 3.00 $ 23,400.0016PlaningBituminousPavement0SY $ 4.00 $ 17 Pavement Repair Excavation Incl.Haul 4070 SY $ 15.00 $ 61,050.0018CrackSealing1FA $ 25,000.00 $ 25,000.0019ErosionNYaterPollutionControl1LS $ 10.000.00 $ 10,000.0020CementConcreteCurb(Extruded) 7100 LF $ 8.00 $ 56,800.0021AdjustUtilitytoGrade31EA $ 250.00 $ 7,750.0022PermanentSigning0LS $ 23 Permanent Chanefization 1 LS $ 30.000.00 $ 30,000.0024EdgeRestoration0LF $ 1.00 $ 25 Replace Frame and Grate with Locking Vaned Grate 31 EA $ 500.00 $ 15,500.0026TrafficSignalSystem,Modify(84th&24th) 1 LS $ 6,000.00 $ 6,000.0027LandscapingComplete1LS $ 92,350.00 5 92,350.0028IrrigationSystemComplete1IS $ 30,000.00 $ 30,000.00 Subtotal Cost $ 797,670.00 5%Contingency $ 39,884.00 TOTAL CONSTRUCTION COST $ 837,554.00 Design Engineering $ 93,752.75 Construction Inspection(8%Total Construction Cost) $ 57,005.00 TOTAL ENGINEERING&ADMINISTRATION COST $ 160,757.75 TOTAL PROJECT COST $ 998,311.75NotesandAssumptions 1.Raise CL Profile 2' 2.2'OverlayClydeHill andMedina-Nopavement milling 3.Clydehillpavementsection will requireadditionalfuturerehabilitation pet geotechnrcel recommendations 4.AssumesnoADA upgrades to intersections841IV24th and84111/12th 5.Assumesno existing storm drainagemockfioabons 6.litigation meter andconnectioncosts providedby the City 7.Assumes full construction inspection services andlimited construction contractadministration serices 8.Roadway shoulders to remain-Nobike lane signagsin thisphase cepeauE tly 1\i, mom fit' E.-- N erCOMMIE MY —I 1 of 1 4 T ffi& 4 Vim+ + Y cartIlt„ v 44" L tit" h 4X, . 1 3 a• i» y,,„,. ,, .. y A H tti 4,' ZP. 0 0Pal s W u a , Y: ' 1. 3 95P ^, i II p sir q a rlRpx? 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NT r---..—.... r Ad .., . 1'— ' r- i,' 1.,;" 1.7'.f. 0".,.,, o; •.,/,' 4 , 1. 1 e' osita t • ^, • - w- INV, • oviat.,„„ 2,,,,,,,, 1.- '',". rit,•• i' 110„ 1„ ' 11111w, 4, i11Pd c..--. 0- ' t.... . ,,' • - 0' i 1 e- 4- dod r.r..-. t„.... 714 1 ...° 16 tl.1..) li. i. ta'...•1..:„....„.., A t q. 4, ' Iln 1..... 1 144 * Of-, f: Olaf _'.:- ': ' - " r.:'''.. far... 7L'f7 4"•.-,,..; '. :-:',, '' of REDJ q CITY OF MEDINA 501 Evergreen Point Road, Medina WA 98037 phone)425.233.6400(fax)425.451.81979 MEMO DATE: September 23, 2011 TO: City Council FROM: Donna Hanson, City Manager SUBJECT: Revised preliminary draft budget for 9/26/11 Study Session There was a question raised at the Regular Council meeting about the impact of the personnel expenses that were not included in the 9/12/11 draft. This revised draft budget estimate does include those expenditures and a few changes based on the 2011 forecast. Please bring the previous draft from 9/12/11. 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CO 0 y n a 0CD 0) 61 7 ' N CD cm 3 a ao m A C 7 c. 0. m N n v y 3 v m 7 x c C, o v ( c n m m co C)) CD C CD r° co N = N o C — CA CO Cn EA a ' o CO CL CD a CO CD CD V' N CD3N to 69 69 60 6O 60 69 EA 69 69 69 69 EA 69 69 69 69 69 69 69 69 EA EA V N W W 0 D CNO r. 0 O W A W -, 0) 3 V OW) 3 co V O) V N al' Co 3 Co 01 w N Cn A 0 O V W — 01 V W OA V AOCJ1 O 0001CJ1 - CO O AO 00000 D 0 0 0) 0 N O Cn CO O O C O O W O O O W N O) 01 A W CD C 0 CO C CO Ov0w00 7 000000 O CO ( n V A CD -+ CDA 7 C„) 7 2012 Comparative Summary by Fund September 26,2011 STUDY SESSION DRAFT 2012 2012 2012 2008 2009 2010 2011 2011 Preliminary $ DESCRIPTION Actual Actual Actual Budget Forecast Budget Change ChangeGENERALFUND BEGINNING FUND BALANCE $ 2,839,677 $3,163,000 $2,324,925 $ 1,535,673 $ 1,535,673 S 1,720,683 $ 185,010 12.05%REVENUES 5,556,448 4,365,285 4,482,868 5,041,334 5,012,144 5,070,445 $ 29,111 0.58%OPERATING TRANSFERS-IN 200,000 66,667 200,000)EXPENDITURES 4,533,125 4,593,360 4,725,358 4,920,371 4,648,801 5,051,934 131,563 2.67%OPERATING TRANSFERS-OUT 700,000 610,000 546,762 245,000 245,000 250,000 5,000 2.04%ENDING FUND BALANCE 3,163,000 $2,324,925 $ 1,535,673 S 1,611,636 $ 1,720,683 $ 1,489,194 $ (122,442) -7.60% EQUIPMENT FUND BEGINNING FUND BALANCE $ 71,680 $ 5,748 $ 5,748 S 10,696 $ 10,696 S 10,696 $ -0.00%REVENUES 12,285 OPERATING TRANSFERS-IN 118,762 0.00%EXPENDITURES 78,217 113,814 0.00%OPERATING TRANSFERS-OUT ENDING FUND BALANCE 5,748 $ 5,748 $ 10,696 $ 10,696 $ 10,696 $ 10,696 $ -0.00% STREET FUND BEGINNING FUND BALANCE $ 230,539 $ 79,639 $ 93,420 S 131,255 $ 131,255 S 99,841 $ (31,415) -23.93%REVENUES 67,544 139,285 64,330 133,000 111,400 62,014 $ (70,986) -53.37%OPERATING TRANSFERS-IN 200,000 280,000 328,000 245,000 245,000 250,000 $ 5,000 2.04%EXPENDITURES 418,444 405,505 354,494 411,002 387,814 352,829 (58,173) -14.15%OPERATING TRANSFERS-OUT ENDING FUNDBALANCE 79,639 $ 93,420 $ 131,255 $ 98,253 $ 99,841 $ 59.026 $ (39,228) -39.93% RESERVE FUND BEGINNING FUND BALANCE $ 1,776,380 $2,276,380 $2,276,380 $ 2,276,380 $ 2,276,380 S 2,143,046 $ (133,334) -5.86%REVENUES 0.00%OPERATING TRANSFERS-IN 500,000 0.00%EXPENDITURES OPERATING TRANSFERS-OUT 400,000 133,334 400,000) 0.00% ENDING FUND BALANCE 2,276,380 $2,276,380 $2,276,380 $ 1,876,380 $ 2,143,046 $ 2.143.046 0.00% TREE FUND BEGINNING FUND BALANCE $ 83,322 $ 16,932 $ 23,770 $ 24,674 $ 24,674 $ 10,674 $ (14,000) -56.74% REVENUES 39,678 9,700 1,082 1,000 1,000 1,000 $ -0.00% OPERATING TRANSFERS-IN EXPENDITURES 106,068 2,862 178 15,000 15,000 15,000) -100.00%OPERATING TRANSFERS-OUT ENDING FUND BALANCE 16,932 $ 23,770 $ 24,674 $ 10,674 $ 10,674 $ 11,674 $ 1,000 9.37% CAPITAL PROJECTS FUND BEGINNING FUND BALANCE $ 1,327,938 $ 1,483,060 $1,538,868 S 1,551,086 $ 1,551,086 $ 224,198 $(1,326,888) -85.55%REVENUES 414,736 494,903 438,661 905,664 984,023 641,000 (264,664) -29.22% OPERATING TRANSFERS-IN 330,000 100,000 200,000 66,667 200,000) -100.00%EXPENDITURES 259,615 769,095 526,442 2,369,825 2,377,578 663,000 (1,706,825) -72.02% OPERATING TRANSFERS-OUT ENDING FUND BALANCE 1,483,060 $ 1,538,868 $ 1,551,086 S 286,925 $ 224,198 $ 202.198 $ (84,727) -29.53% TOTAL ALL FUNDS BUDGET BEGINNING FUND BALANCE $ 6,329,536 $7,024,759 $6,263,111 $ 5,529,765 $ 5,529,765 $ 4,209,138 $(1,320,626) -23.88% REVENUES 6,090,691 5,009,173 4,986,941 6,080,998 6,108,567 5,774,459 (306,539) -5.04%OPERATING TRANSFERS-IN 700,000 610,000 546,762 645,000 378,334 250,000 (395,000) -61.24% EXPENDITURES 5,395,469 5,770,822 5,720,287 7,716,198 7,429,193 6,067,763 (1,648,435) -21.36% OPERATING TRANSFERS-OUT 700,000 610,000 546,762 645,000 378,334 250,000 (395,000) -61.24% ENDING FUND BALANCE 7,024,758 I $6,263,110 1 $5,529,765 1 $ 3,894,565 1 $ 4,209,138 1 $ 3,915,835 1 $ 21,270 1 0.55% 9/26/2011 2012 Preliminary Budget 9/26/2011 STUDY SESSION DRAFT 2008 2009 2010 2011 2011 2012 Actual Actual Actuals Budget Forecast Budget GENERAL FUND Beginning FundBalance 2,839,677 3,163,000 2,324,925 1,535,673 1,535,673 1,720,683 REVENUE Property and Sales Tax 3,873,690 3,413,988 3,312,387 3,470,864 3,526,773 3,539,832 Utility Tax&Franchise Fees 0 0 0 300,398 252,520 336,693 Licenses&Permits 682,583 258,136 354,876 486,500 443,791 456,275 Intergovernmental 405,528 352,945 504,956 409,092 358,894 359,414 Charges for Goods/Services 12,625 8,678 11,755 206,000 239,556 234,100 Fines&Forefeitures 115,334 112,635 102,746 130,000 105.000 110,000 Miscellaneous Revenue 207,420 62,403 25,458 38,480 36,696 34130 Proceeds From Sales of Capital Assets o 0 0 0 48,915 0 Pass Through Non-Revenues 259,269 156,499 170,691 0 0 TOTAL GENERAL FUND REVENUE $ 5,556,448 $ 4,365,284 $ 4,482,868 $ 5,041,334 $ 5,012,144 $ 5,070,445 Operating Transfers In 0 0 0 200.000 $ 66,667 EXPENDITURES Legislative 21,061 17,445 26,588 39,335 33,623 26,800 Municipal Court 105,816 108,151 106,250 106,500 80,000 101,500 Executive 190,957 181,359 181,858 182,725 183,285 185,320 Finance 177,599 206,956 274,158 270,185 262,700 277,093 Legal 123,040 103,399 115,490 130,000 130,000 150,000 Central Services 420,197 444,238 459,120 460,957 450,011 521,794 Police 1,694,066 1,832,353 1,758,976 1,896,104 1,706,257 1,986,987 Fire&Medical 631,334 667,309 711,636 719,999 719,999 706,369 Emergency Preparedness 102,445 95,881 92,344 78,100 77,852 79,500 Development Services 735,953 528,476 667,831 672,131 648,369 643,608 Recreational-Lifeguards 29,938 22,946 24,823 26,111 22,551 26,411 Parks 300,718 384,846 306,284 338,224 334,155 346,551 TOTAL GENERAL FUND EXPENDITURES $ 4,533,125 $ 4,593,359 $ 4,725,358 $ 4,920,371 $ 4,648,801 $ 5,051,934 Operating Transfers Out 700,000 610,000 546,762 245,000 245,000 250,000 Ending Fund Balance 3,163,000 Z324,925 1,535,673 1,611,636 1,720,683 $ 1,489,194 STREET FUND Beginning Fund Balance 230,539 79,639 93,420 131,255 131,255 99,841 REVENUE Nat'l Pollution Discharge Elim 75,000 70,000 50,000 Motor Fuel Tax(Unrestricted) 67,544 64,285 64,330 63,000 61,400 62,014 TOTAL STREET FUND REVENUE 67,544 $ 139,285 $ 64,330 $ 133,000 $ 111,400 $ 62,014 Operating Transfers In 200,000 280,000 328,000 245,000 245,000 250,000 EXPENDITURES 418,444 $ 405,505 $ 354,494 $ 411,002 387,814 352,829 Ending FundBalance 79,639 93,420 131,255 98,253 99,841 59,026 RESERVE FUND Beginning Fund Balance 1,776,380 2,276,380 2,276,380 2,276,380 2,276,380 2,143,046 Operating Transfers In 500,000 0 Operating Transfers Out 400,000 133,334 Ending Fund Balance 2,276,380 2,276,380 2,276,380 1,876,380 2,143,046 2,143,046 CAPITAL PROJECTS Beginning FundBalance 1,327,938 1,483,060 1,538,867 1,551,086 1,551,086 224,198 REVENUE REET Tax 1&2 414,736 475,353 416,824 788,580 865,000 620,000 Intergovernmental 19,550 21,837 117,084 118,663 21,000 Transportation:NE12th/LkWA Blvd 360 0 TOTAL CAPITAL REVENUE 414,736 $ 494,903 $ 438,661 $ 905,664 $ 984,023 $ 641,000 Operating Transfers In 330,000 100,000 200,000 66,667 EXPENDITURES 259,615 $ 769,095 $ 526,442 $ 2,369,825 2,377,578 663,000 Ending Fund Balance 1,483,060 1,538,868 1,551,086 286,925 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The individual policies contained herein serve as guidelines for both the financial planning and the internal financial management operations of the City. The City of Medina is accountable to its citizens for the use of public dollars. Municipal resources must be used wisely to ensure adequate funding for the services, public facilities, and infrastructure necessary to meet the community's present and future needs. These policies safeguard the fiscal stability required to achieve the City's goals and objectives. Policy Objectives: The Financial Management Policies have the following objectives for the City's fiscal performance: Guide City Council and Management Policy decisions. Establish operating principles that minimize the cost of government and financial risk. Maintain revenue policies that ensure adequate funding for desired programs, currently, as well as in the future. Promote sound financial management by providing accurate and timely reporting information on the financial condition of the City. Protect the City's credit rating and provide for adequate resources to meet the provision of any debt incurred by the City. Ensure the legal use of financial resources through an effective system of internal controls. Promote cooperation and coordination with other governments and the private sector in the financing and delivery of services with the goal of obtaining the best value for the tax dollar. 1 Budget Policies a. The annual budget will be designed in support of the Strategic Goals of the City and will focus on continual evaluation of the City's success at achieving the goals and policies it has set for itself. The operating budget is the City's comprehensive annual financial plan which provides for city services based on City priorities. b. The annual budget shall be developed consistent with state law and in a manner which encourages early involvement with the public and City Council. c. The City Council will establish municipal service levels and priorities for the ensuing year prior to and during the development of the preliminary budget. d. The City will maintain a balanced budget. A balanced budget is defined as current revenues plus fund balances are = equal to or greater than current budgeted expenditures. e. The Finance Department will maintain a system for monitoring the City's financial performance. The system will provide the City Council with monthly and/or quarterly information in a timely manner at the fund level, by revenue resources and department level expenditures. f. Under the provisions of state law and the City's operating procedures, the budget is adopted at the fund level. Adjustments or reallocations of existing appropriations within the fund level, which do not change the bottom line of the fund, may be done administratively and do not require Council action. Additions to, or reductions of fund level appropriations, which change the bottom line of the fund, require an amendment of the budget and City Council action by Ordinance. g. Supplemental budget appropriations (appropriations requested after the original budget is adopted) will be submitted in the form of a Budget Amendment and will be considered as a result of the availability of new revenues. h. The annual budget will provide for the design, construction, maintenance and replacement of the City's Capital, facilities and equipment consistent with the Capital Facilities Plan/ Comprehensive Plan/Capital Improvement Plan, including the associated cost for operating the facilities. i. The City will maintain all assets at such a level that it protects the City's capital investment and minimizes future maintenance and replacement costs. j. The City will develop an equipment replacement and maintenance needs list by department for the life cycle of the equipment and will utilize this list during the annual budget development process. k. Small and attractive assets: accurate inventory of all physical assets, their physical location, and serial numbers/asset id numbers will be maintained at the direction of the Finance Department to ensure proper stewardship of public property. I. Fixed assets: inventories of larger physical fixed assets costing more than $5,000 and having a useful life of more than one year, will be maintained on a Fixed Asset Schedule and will be updated as the property is added, retired or sold. 2 Reserve Fund Policies Adequate reserve levels are a necessary component of the City's overall financial management strategy and a key factor in external agencies' measurement of the City's financial strength. General Fund Operating Balance: 25% Fund Balance ($1.25M in 2011) The City will maintain General Fund Operating Balances at a level of 25% of the Total General Fund Budgeted Expenditures. The GFOA recommends at a minimum, that general purpose governments, regardless of size, maintain a minimum of two months of General Fund Operating Expenditures (16.6%)in their Unrestricted General Fund Balance. Historically, over the past 10 years, the lowest Balance of the General Fund was $1.3M. The General Fund Operating Balance shall be created and maintained to provide sufficient cash flow to meet the daily financial operations needs. In general, the City shall endeavor to support ongoing operations with ongoing revenues, but may use General Fund Operations Balances on a one-time basis to support City services pending the development of a longer term financial solution. The General Fund Operating Balance should not be used in a manner that puts the City in danger of being unable to sustain future operations. If the General Fund Operating Balance falls below the policy level stated above, then it is important for the City to create a long term plan to replenish the fund balance level. Budget surpluses in the General Fund Operations Balance may be used to fund one-time operations and capital expenditures dedicated to the Capital Improvement Plan, or placed into the General Fund Reserve Account if: a) There are surplus balances remaining after all current expenditure obligations are met. b) The City has made a determination that revenues for the ensuing budget year are sufficient to support budgeted General Fund Operating needs. A surplus is defined as the difference between the actual beginning fund balance and budgeted beginning fund balance. It consists of"under-expenditures"and/or"excess revenues" over and above the amounts included in the following annual budget. Capital Fund Reserve Account: 20% Account Balance ($1M in 2011) The City may elect to maintain a Reserve Account within the Capital or General Fund to sustain City services in the event of a catastrophic event such as a natural/manmade disaster (e.g. earthquake, windstorm, flood, terrorist attack) or a major downturn in the economy. All expenditures which are transferred into and out of the Reserve Account, shall either be authorized by City Council during the annual budget process, or shall require separate City Council approval. 3 Equipment Replacement Account: The City may elect to maintain an Equipment Replacement Account for the purpose of funding fleet maintenance (police and public works) or a capital equipment reserve for the purpose of capital asset replacement. Capital Fund Reserve Account: 20% Account Balance ($1M in 2011) The City may elect to maintain a Capital Reserve Account dedicated to the Capital Improvement Plan. Revenue Policies a. To the extent possible, a diversified and stable revenue system will be maintained in order to improve the City's ability to handle fluctuations in individual revenue sources. b. Revenue forecasts should be realistically estimated and based on the best information available. The City will take into consideration that revenues are subject to local and regional economic activities. c. Short-term (less than one year) economic downturns and temporary gaps in cash flow: Expense reductions and/or restrictions may be imposed. Council may approve a transfer from the General Fund Reserve Account to address a temporary downturn in City revenues. d. Long-term (greater than one year) revenue downturns: Revenue forecasts will be revised. Expenses will be reduced to help stabilize the long term impacts and/or revenue increases will be considered. e. All potential grants shall be carefully examined for matching requirements. Some grants may not be accepted if the local matching funds cannot be justified. Grants may also be rejected if programs must be continued with local resources after grant funds are exhausted. Prior to grant approval, future expenditure impacts (e.g. ongoing repairs and maintenance) should be identified and communicated to management. f. The City will set fee schedules at levels sufficient to cover the entire cost of service delivery. The City will systematically review user fees and consider adjustments as necessary to take into account the effects of additional service costs and inflation. g. The City will review contracts and leases, which result in revenues to the city on a timely basis in order to ensure approval by the Council and ongoing revenue streams. 4 Expenditure Policies a. The City budget will provide for sustainable levels of service. b. The City will propose only those operating expenditures, which can be supported from on- going operating revenues. c. The City's operating budget will not use one-time revenues to support ongoing expenditures. Before the City undertakes any agreements that would create fixed on-going expenses, the cost implications of such agreements will be fully determined for current and future years. Capital expenditures may be funded from one-time revenues, but the operating budget expenditure impacts of capital expenditures will be reviewed for compliance with this policy provision. d. Department heads are responsible for managing their budgets within the total appropriation for their department. e. The City will maintain expenditure categories according to state statute and administrative regulation. f. All compensation planning and collective bargaining will focus on the total cost of compensation, which includes direct salary, health care benefits, pension contributions, education, training allowance,and other benefits of a non-salary nature, which are a cost to the City. Purchasing Policies a. The City will follow state laws, adopted resolutions, ordinances and policies regarding procurement. b. The Director of Finance shall develop detailed procedures for purchasing, credit card usage, petty cash,expenditure authorization and/or contract management activities. c. Federal funds or Grants: When procurement involves the expenditure of federal funds or grants, the purchase shall be conducted in accordance with any applicable federal/grant laws or regulations. When purchasing items to be reimbursed by a grant, the purchaser will perform the due diligence required to ensure that the purchase meets the criteria of the specific grant prior to initiating the purchase and requesting a release of City funds for the purchase. d. Emergency Procurement: The City Manager or designee may make or authorize others to make emergency procurements of materials, supplies or equipment or services when a threat to public health, welfare or safety exists. State Laws relating to emergency declaration and emergency purchases will be followed. 5 Capital Investment Policies a. The City will make capital improvements in accordance with an adopted Capital Improvement Plan. b. It will be the policy of the City to maintain a Capital Facilities Fund to provide funding for future facilities including debt repayment. The use of any funds within the Capital Facilities Fund will be as approved by City Council. c. The Capital Improvement Plan and the base budget will be reviewed at the same time to ensure that the City's capital and operating needs are funded and that the Capital Improvement Plan is aligned with the City's other long-range plans. d. The City will identify the estimated costs and potential funding sources for each capital project proposal before it is submitted to Council for approval. e. The City will comply with state and local laws regarding use of Real Estate Excise Tax REET) Revenue. Accounting, Auditing and Financial Reporting The City will maintain a system of financial monitoring, control, and reporting for all operations and funds in order to provide effective means of ensuring that overall City goals and objectives are met. Accounting Records and Reporting: The City will maintain its accounting records in accordance with state and federal regulations. Budgeting, accounting and reporting will conform to Budgeting, Accounting and Reporting System (BARS) for Governments as prescribed by the Washington State Auditor's Office. Regular monthly and annual financial reports will present a summary of financial activity by fund type and will be provided to the City Council. Auditing: The City shall prepare and submit in a timely manner, the Annual Financial Report to the Washington State Auditor's Office in accordance with the standards established for the Annual Financial Report. The Washington State Auditor's Office will perform the City's financial and compliance audits on an annual basis. Results of the audit will be provided to the City Council in a timely manner. The Finance Department will develop, maintain, and consistently seek to improve cash management systems and processes which will ensure the accurate and timely accounting, investment and security of all cash assets. Cash received will be deposited in a timely manner and monies will be safeguarded (e.g. kept in a safe) until they are deposited. The City will establish a Petty Cash Fund in the amount of $200. The Petty Cash Fund is to be used solely for the purpose of making payment and/or small reimbursements for city related purchases. 6 Debt Policy The City will maintain adequate available debt capacity for specific priority projects. See Attachment A as an option) Investment Policy The City will use the State Investment Pool for all funds not required for cash flow. 7 Attachment A Debt Policies The objectives of the City's Debt Management Policy will be to minimize the need for debt by maintaining strong revenue sources which meet or exceed expenditures. Debt may be utilized to address short-term cash flow needs and/or to finance significant capital or other obligations. Debt will not be used to fund long-term revenue shortages. City Council approval is required to approve the issuance of debt. Current Operations will not be financed with long term debt. In the event that the need for long term debt arises, the term of the long term debt will not exceed the life of the projects financed. When evaluating the use of non-voted Councilmanic Debt and the associated debt service obligations, an analysis shall be performed to determine the City's ability to make debt service payments, taking into account revenue fluctuations associated with periodic economic cycles. Debt may be considered where the Director of Finance can demonstrate that there is sufficient projected discretionary revenue to service the debt without disrupting the City's existing service delivery or programs. Voted and non-voted Councilmanic Debt will be used prudently in a manner to avoid an adverse impact on the City's credit rating or ability to issue subsequent or additional debt. Upon the issuance of any debt, the Director of Finance will establish the appropriate procedures to assure compliance with bond/debt covenants and applicable federal, state and local laws, policies and regulations. In the event that the use of debt is required, the City will raise capital at the lowest cost, consistent with the need to borrow. This will be accomplished by keeping a high credit rating, and maintaining a good reputation in the credit markets by managing the annual budget responsibly. 8