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Home My WebLink About07-23-2012 - Agenda PacketMEDINA, WASHINGTON MEDINA CITY COUNCIL SPECIAL MEETING AGENDA Medina City Hall, Council Chambers 501 Evergreen Point Road, Medina MONDAY, JULY 23, 2012 6:00 PM MAYOR MICHAEL LUIS DEPUTY MAYOR KATIE PHELPS COUNCIL MEMBERS PATRICK BOYD JAY DECKER DOUG DICHARRY DAVID LEE JANIE LEE CITY MANAGER DONNA HANSON CITY ATTORNEY BRUCE DISEND CITY CLERK RACHEL BAKER SPECIAL MEETING 6:00 PM ROLL CALL DISCUSSION 1. 2013 Budget Discussion ADJOURNMENT Next Regular Meeting: Monday, August 13, 2012; 6:30 pm Medina City Hall | 501 Evergreen Point Road | PO Box 144 | Medina, WA 98039 425-233-6400 | www.medina-wa.gov Budget 2013 2013 Budget Calendar City of Medina, Washington Statutory Planned/Actual Dates Dates 2012 Budget Process No legal requirement March 26, 2012 Council Retreat to update 2012 Strategic Goals July 31, 2012 June 11, 2012 Council holds Public Hearing on Capital Improvement Plan July 31, 2012 July 9, 2012 Council approves Capital Improvement Plan No legal requirement July 23, 2012 Council holds Study Session to analyze 2012 Expenditures and Revenues to provide direction for 2013 budget preparation Sept.10, 2012 Aug. 1, 2012 Department Directors begin preparing 2013 Budget Requests. No legal requirement Aug. 13, 2012 Council holds Preliminary Public Hearing to gather input on 2013 Budget Oct. 1, 2012 Aug. 20, 2012 Department Directors 2013 Budget requests submitted to Finance Director and City Manager. Oct.1, 2012 Sept. 10, 2012 City Manager provides the 2013 draft Preliminary budget to the City Council including yearend 2012 Revenue and Expenditure projections No legal requirement Sept. 24, 2012 Council holds a study session on 2013 Preliminary Budget Nov. 2, 2012 Oct. 8, 2012 City Manager files 2013 Updated Preliminary Budget & Budget Message with the City Clerk and the City Council. Prior to November 30, 2012 Oct. 8, 2012 Council holds Public Hearing on Preliminary Budget No legal requirement Oct. 22, 2012 Council holds a work session on 2013 Final Budget No later than Nov 2, though Nov. 15, 2011 Nov. 2 through Nov. 15, 2012 City Clerk publishes notice of filing of 2013 Preliminary Budget with the City Clerk and publishes notice of public hearing on final budget once a week for two consecutive weeks Nov. 19, 2012 Nov. 13, 2012 Copies of proposed final budget are made available to the public at the Regular City Council meeting Dec. 3, 2012 Nov. 13, 2012 Council holds final public hearing and sets the 2013 Property Tax Levy to certify property tax levy to King County Assessor's Office Dec. 31, 2012 Nov. 13, 2012 Council adopts Final 2013 Budget at the Regular Monthly City Council meeting. After Adoption As soon as final document is printed. Copies of 2013 Budget are available to the public and filed with the Washington State Auditor’s Office, MRSC, AWC, and Bellevue Library. 2013 Preliminary Budget Discussion Study Session July 23, 2012 General & Street Fund Employee Labor:2012 2013 Estimated Labor Increase for 2013 Employee Salary, Taxes, Benefits (excluding Medical) 2012: Labor increased 2.9% 2013: Labor will increase 2.6% (plus DRS, L&I rates inceased)2,492,343$ 2,561,000$ 68,657$ AWC Medical Benefits 2013: Medical Benefits will increase by 10%397,501$ 434,351$ 36,850$ Total Labor related increases for 2013:2,889,844$ 2,995,351$ 105,507$ Current 2012 General Fund Budget:2012 Beginning Fund Balance:1,771,945$ Revenues:5,198,627$ Expenses: (5,056,868)$ Transfers to Street Fund:(90,000)$ Ending Fund Balance: 1,823,704$ General Fund Financial Policies:2012 2012 Ending Fund Balance:1,823,704$ Required mininum of 25% (of expense) for ending fund balance:1,264,217$ 2012 amount that exceeds the 25% minimum ending balance:559,487$ 2012 Items that impact the Ending Fund Balance: 2012 Revenue (ie Sales Tax shortfalls) 2012 Expenditures (We have 2012 Labor savings) CITY OF MEDINA 501 EVERGREEN POINT ROAD | PO BOX 144 | MEDINA WA 98039-0144 TELEPHONE 425-233-6400 | www.medina-wa.gov July 23, 2012 City Council Study Session: 2013 Preliminary Budget Discussion FINANCE 1. Mandated Services being provided in 2012 a. Washington Cities Insurance Authority (WCIA) Insurance Liability Fees, Property Schedules Annual Insurance Audit b. Financial Reporting Internal: Council, Finance Committee, Department Directors External: AWC, WCIA, WA DOT Quarterly Filings (State and Federal) c. Payroll Employee payroll processing, changes, support, tax filing, W2’s Payroll benefits processing, rate changes, updates, filing d. AP Vendor Payments, 1099 Reporting e. Cash Receipts process, systems Revenue Invoicing/Tracking: Hunts Point, WA DOT, REET, Sales Tax Cash flow Management Cash Reconciliations f. Month End, Year End Close Processes g. Annual Report: Financial Notes and Schedules to Auditor h. Annual Audit: 3 weeks i. Annual Budget: 4-5 months 3-4 Public Hearings 3 City Council Meetings 3 City Council Study Sessions j. Banking/Merchant Credit Card Fees k. Public Records Requests l. Financial Policies, Fixed Asset Management m. Optional Services being provided in 2012 - None 2. Staffing Levels required a. 1.5 FTE (Includes .25 FTE loaned from Central for AP and .25 FTE loaned from PD for payroll) 3. Services recommended to Start/Stop - None CITY OF MEDINA 501 EVERGREEN POINT ROAD | PO BOX 144 | MEDINA WA 98039-0144 TELEPHONE 425-233-6400 | www.medina-wa.gov July 23, 2012 2013 Preliminary Budget Discussion, 07/23/2012 Study Session, Central Services Department 1. Mandated Services Provided in 2012 a. Animal licensing b. Annual budget preparation c. Cash receipts, online cash deposits d. Claims for damages acceptance e. Collection of fees and payments f. Customer service, phone support and administrative staffing during business hours g. Human resources management h. Invoice processing for department i. King County Elections liaison j. Legal notices, postings, publications k. Pass-through billing l. Public meeting preparation, attendance, and follow up actions m. Public Records Act obligations n. Records management, archival, and destruction o. Volunteer recruitment support 2. Optional Services Provided in 2012 a. Accounts payable support (.25 ee hours) b. Administrative back up and support services to City departments, boards, council c. City website d. Communication program (GovDelivery) e. Desktop support, information systems support f. Employee wellness and recognition program g. Monthly postcard h. Notary Public i. Office supplies and equipment maintenance, monitoring j. Online records repository (File Pro) k. Passport application acceptance l. US mail retrieval and distribution 3. Staffing levels to Provide Services a. Administrative assistant (admin support, customer service, outreach, records & cash mgmt) b. Information systems coordinator (website, desktop/info system support, outreach, .25 A/P) c. Department director (city clerk, public records, human resources, outreach, records mgmt) 4. Services recommended to Start/Stop a. Implement live audio streaming on website b. Increase IT budget to comply with WCIA audit recommendation 1. Consider RFP during 2012 for 2013 budgeting and compliance requirements 2. Concerns include security, infrastructure administration c. Increase social media outreach d. Limit postcard delivery to online only e. Limit public records staff time by policy or ordinance CITY OF MEDINA 501 EVERGREEN POINT ROAD PO BOX 144 MEDINA WA 98039 0144 TELEPHONE 425 233 6400 www.medina wa.gov DEVELOPMENT SERVICES 1. Mandated Services that we provide in 2012 a. Permits Processing: Intake/ pre-application – project discussion Plan review Permit issuance Permit coordination Noticing – planning, CMP, tree and SEPA permits Inspections Permit software implementation b. Planning Shoreline master program update Comprehensive Plan – monitoring c. Building Reporting – state requirements/ local reporting is optional d. Code enforcement – method of implementation is optional e. Budgeting f. Permit Fees Monitoring for full cost recovery Management of advanced deposits/ pass-through g. Records management – files h. Management of consultants – optional RFQs every three years i. Planning Commission 2. Optional Services provided in 2012: a. Customer service (front counter) b. Extra public participation efforts c. Clyde Hill Interlocal Building Services Agreement d. SR 520 Coordination e. On-going update of department administrative procedures f. Updates to various development regulations Comprehensive Plan Amendment – Comprehensive Park Plan Zoning Code Update Tree Code Update Other items on the Planning Commission work program g. Training and education 3. Staffing levels to provide services a. Building Official, Director, Permit Coordinator b. 5 consultants – inspections, engineering, CMP, planning, tree and geotechnical engineer c. Hearing Examiner d. Shoreline master program consultant e. Various professionals for third party review and building plan review help 4. Services recommended to start/ stop a. Shoreline master program update - stop b. Permit software implementation – stop c. Building plan review help – stop d. Public participation with code updates - start CITY OF MEDINA 501 EVERGREEN POINT ROAD | PO BOX144 | MEDINA WA 98039-0144 TELEPHONE 425-233-6400 | www.medina-wa.gov July 23, 2012 City Council Study Session MEDINA POLICE DEPARTMENT The Medina Police Department serves the City of Medina and the Town of Hunts Point. All commissioned officers are assigned to Patrol with additional duties spread among officers. All officers participate in the investigations function as there are no assigned detectives. 1. Mandated Services Provided in 2012 a. Patrol (Response to calls for service, Housewatch, Traffic, Routine and Targeted Patrols) b. Investigations c. Animal Control d. Harbor Patrol (Contracted ) e. Emergency Management (Contracted Coordinator) f. Support Services (Police Records, Evidence, Public Disclosure) 2. Optional Services Provided in 2012 a. Command Vehicle b. Lifeguards c. Public Safety Camera System 3. Staffing Level to Provide Services a. 9 Commissioned Positions (Chief, Lieutenant, Sergeant, 6 Officers) 1. Daytime staffing is covered by two officers working opposite schedules of 4 days on followed by four days off (6 am to 6 pm). This provides one officer per shift assuming no training or days off. The sergeant and lieutenant position provide the second officer coverage during the dayshift. 2. Night shift staffing is covered by four officers assigned to the 6 pm to 6 am shift. Officers work 12 hour shifts, 4 days on followed by 4 days off. If there was no training or days of this staffing level would provide 2 officers every night. With the one current officer position vacant, 3 officers are assigned to the night shift b. 2 Support Positions (Records Manager, Administrative Specialist). 4. Services Recommended to Start/Stop a. START – We do not plan to start new programs or activities in 2013. We plan to continue to build on our current goals and strategies to fight crime and strengthen partnerships with the community. b. STOP – Mobile Command Vehicle - The City of Bellevue has indicated their willingness to take over responsibility for the operations and maintenance of the Mobile Command Vehicle. I recommend approving the transfer of this regional asset to another city in King County presumably the City of Bellevue). The savings to Medina in staff time has not been quantified but is significant for maintenance and deployments. Over the last two years the cost to maintain and operate the vehicle has been approximately $23,000 per year (more than half paid by grants that could have been used for other purposes by the city). SEE ATTACHMENT ATTACHMENT – MOBILE COMMAND VEHICLE COST TO THE CITY OF MEDINA 2012 Budget - $9500 – Maintenance, Equipment and Service Fees Actual Expenditures: 2012 - $1,576 2011 - $10,850 + $2,756 (Grant Funded) = $13,606 2010 – $16,304 + $16,002 (Grant Funded) = $32,306 Not included in the expenditures listed above is the significant cost to the city for staff time associated with deployments and maintaining the vehicle. A Medina officer typically stays with the vehicle when it is deployed resulting in either decreased staffing in the city or overtime paid by the City of Medina. Expenses for the command vehicle are expected to rise in the coming years with the age of the vehicle. Homeland Security and EMPG grants are expected to decrease significantly in coming years. BENEFIT 2012 – Deployed 4 times Bellevue PD SWAT Exercise Bellevue PD for President Obama Visit Medina PD to provide support to Kent PD and WSP for Trooper’s funeral Bellevue PD for 4th of July Fireworks 2011 – Deployed 9 times 2 - Medina PD in support of the King County EOC at training and exercises 6 - Bellevue PD for events and investigations Pacific PD for event command RECOMMENDATION Transfer the vehicle to another city in King County. (Presumably the City of Bellevue) The vehicle was purchased and equipped primarily with federal grant money and would remain a regional resource. Medina could still use the vehicle if needed. Bellevue has agreed to take responsibility for the vehicle and its expenses. Medina has not used the vehicle operationally for several year and has only used it three times in the last 18 months in support of other agencies The vehicle is 8 years old and only has 5500 miles on it. It is a valuable piece of equipment that is not being fully utilized. Bellevue has a need for the vehicle which will be shared between their Fire (provides service to Medina), Police, and Emergency Management departments. Bellevue has been the largest user of the vehicle in the past and they intend to use it significantly more with the improved access they will have if it is transferred. Transferring the vehicle will provide badly needed space at the city shop, and allow for more equipment to be kept under cover. The command vehicle’s value to the City of Medina has diminished over the last couple of years. The vehicle was intended to be used during major disasters. At the time the vehicle was obtained, there was concern that the old City Hall would not withstand an earthquake and did not provide emergency power generation. Improvements to City Hall and the City Shop have made those two locations the preferred command posts should the city have a major disaster. CITY OF MEDINA 501 EVERGREEN POINT ROAD | PO BOX 144 | MEDINA WA 98039-0144 TELEPHONE 425-233-6400 | www.medina-wa.gov City Council Study Session July 23, 2012 PUBLIC WORKS SERVICES 1. Mandated Services a. Budgeting b. Stormwater Management (NPDES II Permit) i. System cleaning ii. Monitoring and inspection iii. Reporting iv. Training & education c. Street Maintenance i. 6-year TIP ii. Traffic signs iii. Street lights iv. Pavement markings v. Sidewalks vi. Utility locates vii. Overgrowth vegetation d. Parks i. Grass and irrigation system maintenance ii. Building maintenance iii. Playground maintenance iv. Garbage removal 2. Optional Services a. Frequency of mowing b. Landscape maintenance c. New Plantings and watering d. Bench & table installation e. Special services (support to other departments, archived records, postings, special events) 3. Staffing Levels required for core services is 4 maintenance workers 1 director 4. Services to consider to curtail a. Special services b. Bench & Table installation c. Optional CIP Projects