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Home My WebLink AboutFS 2014-11-04 COMPLETE AGENDA PACKETCity of Tukwila Finance and Safety Committee O Verna Seal, Chair O Joe Duffie O Kathy Hougardy AGENDA Distribution: V. Seal 7. Duffie K. Hougardy D. Quinn D. Robertson Mayor Haggerton D. Cline P. McCarthy C. O'Flaherty R. Turpin L. Humphrey M. Grisham R. Eaton V. Carlsen TUESDAY, NOVEMBER 4, 2014 — 5:30 PM HAZELNUT CONFERENCE ROOM (formerly known as CR #3) at east entrance of City Hall Item Recommended Action Page 1. PRESENTATION(S) 2. BUSINESS AGENDA a. Acceptance of the 2014 Emergency Management a. Forward to 11/17 Consent Pg.1 Performance Grant (EMPG). Agenda. Marty Grisham, Emergency Management b. Transition update and agreements for the Tukwila Pool b. Forward to 11/10 C.O.W. Pg.5 Metropolitan Park District (TPMPD). and 11/17 Regular Mtg. Rachel Turpin, City Attorney, and Robert Eaton, Parks Superintendent c. A resolution relating to streamlined sales tax mitigation. c. Forward to 11/17 Consent Pg.15 Laurel Humphrey, Council Analyst Agenda. d. Tax levy legislation: d. Forward to 11/10 for Pg.19 (1) Levying general taxes. public hearing and (2) Tax levy increase. discussion, and 12/1 Vicky Carlsen, Deputy Finance Director Regular Mtg. e. Budget legislation: e. Forward to 11/10 for Pg.27 (1) An ordinance amending the 2013 -2014 Budget. public hearing and Pg,41 (2) A resolution adopting the 2015 -2020 Capital discussion, and 12/1 Improvement Program (CIP). Regular Mtg. (3) An ordinance adopting the 2015 -2016 Budget. Peggy McCarthy, Finance Director f. Commitment letter to extend animal control contract f. Forward to 11/10 C.O.W. for an additional two years. and 11/17 Regular Mtg. Pg•49 Peggy McCarthy, Finance Director 3. ANNOUNCEMENTS 4. MISCELLANEOUS Next Scheduled Meeting: Tuesday, November 18, 2014 6 The City of Tukwila strives to accommodate individuals with disabilities. Please contact the City Clerk's Office at 206 - 433 -1800 (TukwilaCityClerkTukwilaWA.gov) for assistance. City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Haggerton and Finance & Safety Committee FROM: Martin F. Grisham, Emergency Manager DATE: October 27, 2014 SUBJECT: Emergency Management Performance Grant (EMPG) Acceptance ISSUE The City of Tukwila Emergency Management Division has again been awarded an "Emergency Management Performance Grant" (EMPG) # E15-166, in the amount of $58,652.00. BACKGROUND This is the fourth year the city has been awarded this grant. The grant comes from the Washington State Military Department and US Department of Homeland Security. DISCUSSION • The grant is a 50/50 matching grant. We have met and exceeded the match requirement. • The grant period runs from June 1, 2014 to August 31, 2015 • This is an annual grant that we apply for every year. • This grant award is approximately the same as last year, but is projected to decrease in 2015 and beyond. FINANCIAL IMPACT • The grant will have no negative impact on the city finances. The 50/50 match is met through wages and the current Emergency Management General Ledger budget. RECOMMENDATION The Finance and Safety Committee is being asked to forward this item to the November 17, 2014 consent agenda. ATTACHMENTS "Face Sheet" of Washington State Military Department, Homeland Security Grant Agreement # E15-166 1 2 Washington State Military Department HOMELAND SECURITY GRANT AGREEMENT FACE SHEET 1 Sub-grantee Name and Address: City of Tukwila 6200 Southcenter Blvd Tukwila, WA 98188-2544 2. Grant Agreement Amount: o58.652 3. Grant Agreement Number: E15466 4 Sub-grantee Contact, phone/email: Martin Grisham (206) ' Marty.grisham@tukwilawa.gov 5 Grant Agreement Start Date June 1, 2014 6. Grant Agreement End Date: August 31, 2015 7. Department Program Manager, phone/email Kristin Ramos, (253) 512-7083 krisdn.ramos@mi|.wa.0ov O. Data Universal Numbering System (DUNS): 010207504 S. UBI # (state revenue): 179'000'208 10. Funding Authority: Washington State Military Department (the "DEPARTMENT") and the U.S. Department of Homeland Security (DHS) 11 Funding Source Agreement# E[NVV'3014-EP'00033'S01 12 Program Index # & OBJ/SUB-OJ 743PT NZ 13 CFDA# & Title: 97.042 EMPG (14) 14. TIN: 91'6001519 15. Service Districts (BY LEGISLATIVE DISTRICT) 11, 33, 37 (BY CONGRESSIONAL DISTRICT) 7, 9 16. Service Area by County(ies): King County 17 Women/Minority-Owned, State Certified? X N/A [] NO [] YES, OMVVBE# 18. Agreement Classification [] Personal Services LI Client Services X Public/Local Gov't [] Collaborative Research [] A/E [] Other 19 Contract Type check all that apply): [] Contract X Grant X Agreement [] Intergovernmental (RCW 39.34) [] Interagency 20. Sub-Grantee Selection Process: X "To all who apply & qualify" [] Competitive Bidding [] Sole Source [] A/E RCW [] N/A Cl Filed w/OFM? [] Advertised? El YES []NO 21 Sub-Grantee Type (check all that apply) [] Private Organization/Individual [] For-Profit X Public Organization/Jurisdiction [] Non-Profit [] VENDOR X SUBRECIPIENT [] OTHER 22. PURPOSE: Provide U.S. Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA) Emergency Management Performance Grant (EMPG) funds to local jurisdictions and tribes with emergency management programs to sustain and enhance those programs as described in the Work Plan. IN WITNESS WHEREOF, the Department and Sub-Grantee acknowledge and accept the terms of this Grant Agreement, including all referenced Exhibits and Attachments which are hereby incorporated in and made a part hereof, and have executed this Grant Agreement as of the date and year written below. This Grant Agreement Face Gheot, Special Terms & Conditions (Exhibit A), General Terms and Conditions (Exhibit B), Work Plan (Exhibit C); Milestone Timeline (Exhibit D); Budget (Exhibit E), and all other documents, exhibits and attachments expressly referenced and incorporated herein contain all the terms and conditions agreed upon by the parties and govern the rights and obligations of the parties to this Grant Agreement. No other understandings, oral or otherwise, regarding the subject matter of this Grant Agreement shall be deemed to exist or to bind any of the parties hereto. In the event of an inconsistency in this Grant Agreoment, unless otherwise provided henein, the inconsistency shall be resolved by giving precedence in the following order: 1. Applicable Federal and State Statutes and Regulations 2. Work Plan 3. Special Terms and Conditions 4. General Terms and Conditions, and, 5. Other provisions of the grant agreement incorporated by ref n,nce. VVHEREAS, the parties hereto have executed this Grant Agreement on the day and year last specified below. FOR THE DEPARTMENT: FOR THE APPLICANT: Signature Date Signature Date Richard A. VVoodruff, Contracts Administrator Jim Haggerton, Mayor Washington State Military Department APPROVED AS TO FORM (if applicable): BOILERPLATE APPROVED AS TO FORM: Brian E. Buchholz (signature on file) 9'27'2014 Applicant's Legal Review Date Assistant Attorney General Form 10/27/00 kdb DHS-FEMA-EMPG-FFY 14 Page 1 of 32 City of Tukwila, E15-166 4 TO: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Mayor Haggerton Finance and Safety Committee FROM: Rachel Turpin, City Attorney DATE: October 28, 2014 SUBJECT: Inter local Agreement between the City of Tukwila and the Tukwila Pool Metropolitan Park District (TPMPD) ISSUE Staff requests Council input on and subsequent approval of an Inter local Agreement with the TPMPD to outline the parties' continuing obligations after the City ceases providing support services to the TPMPD. BACKGROUND Since its formation in 2011, the TPMPD has contracted with the City of Tukwila for support services. In September 2014, the City provided the TPMPD with notice of its intent to terminate the parties' Inter local Agreement for support services effective December 31, 2014. The purpose of this new Inter local Agreement is to address issues that may come up in 2015 and beyond. DISCUSSION While most of the work needed to complete the City's transition out of providing support services to the TPMPD can be accomplished prior to December 31, 2014, there are several areas in which the City may need to continue supporting the TPMPD. The purpose of this new Inter local Agreement between the City and the TPMPD is to set forth and clarify the roles and responsibilities of both parties for any work completed after termination of the parties' original Interlocal Agreement for support services. This Inter local Agreement addresses four primary areas: (1) management of TPMPD email records that will continue to be held by the City; (2) financial work that will need to be done by the City Finance Department in 2015, such as the 2014 End of Year Audit (EOY Audit) and closure of the TPMPD's financial books for 2014; (3) use of City policies, procedures, template, and lessons programs by the TPMPD; and (4) transfer of property from the City to the TPMPD. The Inter local Agreement also addresses legal obligations, such as the TPMPD's continuing obligation to indemnify and hold the City harmless for any subsequent violations of the Public Records Act or any action that arises out of the TPMPD's continuing use of City policies, procedures, or lessons programs. RECOMMENDATION The Council is being asked to consider the draft Inter local Agreement at the November 10, 2014 Committee of the Whole meeting and subsequent November 17, 2014 Regular Meeting. ATTACHMENTS Draft Inter local Agreement Draft Asset Inventory 5 6 INTERLOCAL AGREEMENT by and between CITY OF TUKWILA and TUKWIIA POOL METROPOLITAN PARK DISTRICT This Agreement, dated as of , 2014, is entered into by and between the City of Tukwila, Washington (the "City"), a code city organized under the laws of the State of Washington, and the Tukwila Pool Metropolitan Park District ("TPMPD"), a municipal corporation organized under the authority of Chapter 35.61 RCW (collectively, the "Parties"). This agreement is entered into under the authority of RCW 35.61.290, .300 and 67.20.010. NOW, TFIEREFORE, the Parties agree as follows: Section I. Recitals — Purpose of Agreement. 1.1. The City of Tukwila is a code city operating under chapter 35A RCW and other applicable state law, and the Tukwila Pool Metropolitan Park District is a municipal corporation created pursuant to a vote of the people held on August 16, 2011 under chapter 35.61 RCW with responsibility for ownership and operation of the Tukwila Pool. 1.2. services. Since its creation in 2011, the TPMPD has contracted with the City for support 1.3 In September 2014, the City provided the TPMPD with notice of its intent to terminate the Parties' interlocal agreement for support services (the "Support Services ILA") as of December 31, 2014. 1.4 The Parties acknowledge that there may be continuing obligations on the part of both the City and TPMPD after termination of the Support Services ILA. 1.5 The purpose of this Agreement is to set forth and clarify the roles and responsibilities of the Parties after termination of the Support Services ILA. Section 2. TPMPD Records. 2.1. The Parties acknowledge that TPMPD emails for the period August 16, 2011, through December 31, 2014 cannot be extracted from the City's email archive and will continue to exist in the City's email archive. The City agrees that in the event TPMPD receives a public records request for records that may be contained in the City's email archives, the City shall, upon written request of the TPMPD, search for and provide such records to the TPMPD. The City agrees to provide these records expeditiously; provided, the records may be provided in installments. The TPMPD shall he responsible for processing any public records request for such records, including all correspondence with the requesters. 2.2. The TPMPD agrees to pay the City for providing these records based on the hourly wages and benefits of City staff and their time spent searching for and producing these records. 7 2.3 The City shall transfer all non-email records belonging to the TPMPD to the TPMPD on or before December 31, 2014, at which time the TPMPD shall become the designated custodian of said records. As the designated custodian of TPMPD records, the TPMPD shall be responsible for compliance with all legal requirements relating to public records, including, but not limited to, records retention and destruction. The TPMPD agrees to retain and destroy all public records pursuant to this agreement consistent with the applicable provisions of Chapter 40.14 RCW, the applicable rules and regulations of the Secretary of State, Division of Archives and Records Management. Section 3. TPMPD Finances. 3.1. The Parties acknowledge that the City Finance Director has acted as Treasurer for the TPMPD since 201 1. The City Finance Director shall transition out of this role on or before December 31, 2014; however, the City Finance Department's expertise and records will be needed to complete the 2014 End of Year Audit (EOY Audit) and to close the TPMPD's financial books for 2014, which will not occur until early 2015. 3.2. The TPMPD agrees to pay the City for providing the services set forth in Section 3.1 above based on the hourly wages and benefits of City staff and their time spent providing these services. 3.3. On or before December 31, 2014, the City will transfer excess TPMPD funds to the TPMPD. For purposes of this Section, "excess" shall mean any funds not needed for known expenses that have not been paid yet. However, the exact amount of TPMPD funds will not be known until all 2014 deposits have cleared and all invoices have been paid. The City will conduct a second transfer of all outstanding funds to the TPMPD as soon as all 2014 deposits have cleared and all 2014 invoices have been paid. 3.4. Any 2014 invoices received by the City after December 31, 2014, shall be transferred to the TPMPD for payment and payment of such invoices shall be the responsibility of the TPMPD. Section 4. City Policies, Procedures, Templates, and Lessons Programs. 4.1. The City agrees that the TPMPD may adapt and/or utilize any City policies, procedures, templates, or lessons programs created by the City. Section 5. Property. 5.1. In consideration of and pursuant to RCW 39.33.010, the Parties agree to transfer to the TPMPD the assets set forth in Exhibit A hereto. Section 6. Miscellaneous. 6.1 Term of Agreement. This Agreement shall take effect as of the date 'first written above and shall continue until terminated by mutual agreement of the Parties. 8 6.2 Binding Effect:, Assignment; Third Party Beneficiaries. Neither Party may assign its interest or obligation under this Agreement without the prior written consent of the other Party. This Agreement shall inure to the benefit of and shall bind the respective assignees. There are no other third party beneficiaries of this Agreement, and its terms are not intended to establish nor to create any rights in any persons or entities other than the City, TPMPD, and the respective successors and assigns of each. 6.3 Amendments. No amendment of any provision of this Agreement is valid unless set forth in a written amendment signed by the Parties. 6.4 Waiver. No provision of this Agreement may be waived except if expressly given in writing, and no implied or oral waiver may be used to materially impair the force and effect of any substantive provision of this Agreement. Any waiver of a Party's right with respect to a default under this Agreement, or with respect to any other matter arising in connection therewith, shall not be deemed a waiver with respect to any subsequent default or matter. 6.5 Severability. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision hereof. 6.6 Applicable Law and Venue. This Agreement shall be governed by the laws of the State of Washington. The venue for any legal action arising from a dispute under this Agreement is the Superior Court for King County. 6.7 Entire Agreement. This Agreement constitutes the entire and exclusive agreement between the Parties relating to the specific matters covered in this Agreement. All prior or contemporaneous oral or written agreements, understandings, representations or practices relative to the foregoing are superseded, revoked and rendered ineffective for any purpose. No oral agreement or implied covenant may be held to vary the terms of this Agreement, any statute, law or custom to the contrary notwithstanding. 6.8 Time of the Essence. Time and all terms and conditions shall be of the essence of this Agreement. 6.9 Notices. All notices required to be in writing shall be given using the notice addresses in this section. A Party may designate a different notice address by providing written notice to the other Party. If to TPMPD: Tukwila Pool Metropolitan Park District ADDRESS ADDRESS Attn: Telephone: E-mail: 9 If to the City: The City of Tukwila City Clerk 6200 Southcenter Blvd. Tukwila, WA 98188 Telephone: 206-433-1800 E-mail: christy.oflahertygTukwilaWA.gov 6.10 Execution in Counterparts. This Agreement may be executed in one or more counterparts. The Parties agree to execute a release or other appropriate instruments as shall be necessary to certify compliance with the terms of this Agreement upon full and complete satisfaction of the terms of this Agreement. 6.11 Indemnification of the City. The TPMPD shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or in connection with the performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the TPMPD and the City, its officers, officials, employees, and volunteers, the TPMPD's liability hereunder shall be only to the extent of the TPMPD's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the TPMPD's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. The provisions of this section are expressly intended to apply to any claim brought under the Washington State Public Records Act that relate to provision of TPMPD records held by the City, as well as to any claims arising out of the TPMPD's use of City policies, procedures, templates, or lesson programs. 6.12 Interlocal Cooperation Act Provisions. It is not intended that a separate legal entity be established to conduct this cooperative undertaking. No special budget or funds are anticipated, nor shall any be created. The parties are each responsible for their own finances in connection with this Agreement, and nothing in this Agreement shall be deemed or construed otherwise. The parties do not intend to acquire, hold, or dispose of any real or personal property pursuant to this Agreement. 10 IN WITNESS WHEREOF, the Parties have executed this Agreement by their duly authorized officers and representatives as of the date indicated above. THE CITY OF TUKWILA TUKWILA METROPOLITAN PARK DISTRICT By: By: Jim Haggerton, Mayor De' Sean Quinn, Board President Approved as to Form: Approved as to Form: Rachel B. Turpin, Brian Snure, City Attorney TPMPD Attorney 11 12 Tukwila Pool AssetNN��N�� U� Inventory � "Current" $ Value City of Tukwila Items Being Transferred to the MPD � 680 Lifeguard Chair � 40 Life Jackets � 40 Mats � 10 Noodles � 70 Barbells � I00 Kickboards � 25 Gloves � 5 Skimmer Net � 5 Hook � 25 Poles � 225 Backboards (x3) � 5 Ring Bouy � 145 Fire Extinguishers � 340 Pool Vacuum � 20 Pool Vacuum Head $ 25 Pool Vacuum Hose � 5 Battery Charger (for pool vacuum) � 5 Snow Shovel � 275 Garbage Cans (Int. & Ext.) � 25 Recycle Bins � 40 Staff Mailbox � 50 White Boards (x3) � 20 Bulletin Boards (x4) � 20 Office Desk (maintenance office) � 15 Office Chair (maintenance office) � 5 Folding Chairs (xS) � 815 Electric Pressure Washer � 25 Pressure Washer Hoses (lOOft?) $ 3,060 Total ��-��-�^�� =�=�.� 14 TO: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Mayor Haggerton Finance and Safety Committee FROM: Laurel Humphrey, Council Analyst DATE: October 29, 2014 SUBJECT: Resolution regarding Streamlined Sales Tax mitigation payments ISSUE The City of Tukwila is part of a coalition of cities, counties and transit agencies that have issued a letter to Governor Ins lee and the Legislature urging the preservation of full Streamlined Sales Tax (SST) mitigation payments in the 2015-2017 Operating Budget. Adoption of this proposed resolution will affirm the City Council's commitment to this issue. BACKGROUND In 2007 the State of Washington entered into the Streamlined Sales Tax (SST) compact that changed the credit for local sales taxes from point of origin to point of destination. This resulted in enormous sales tax revenue losses to the City of Tukwila which is home to numerous manufacturing, distribution and warehousing centers. The State made a commitment to jurisdictions like ours through implementation of a mitigation payment program, and it is crucial that this program be fully funded in the 2015-2017 Budget. DISCUSSION The proposed resolution urges the Governor and the Legislature to preserve the full SST mitigation distribution in the 2015-2017 Budget. RECOMMENDATION The Committee is asked to approve the draft resolution and forward it to the November 17, 2014 Regular Consent Agenda. ATTACHMENTS Draft resolution 15 16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, URGING GOVERNOR INSLEE AND THE LEGISLATURE OF THE STATE OF WASHINGTON TO PRESERVE THE STREAMLINED SALES TAX MITIGATION DISTRIBUTION IN THE 2015-2017 BIENNIAL BUDGET. WHEREAS, in 2007 the State of Washington entered into the Streamlined Sales Tax (SST) Compact that changed the credit for local sales taxes from point of origin to point of destination; and WHEREAS, this change to sales tax sourcing had significant negative fiscal impact on numerous local jurisdictions in Washington, including the City of Tukwila, whose taxing structures are highly dependent on sales tax receipts; and WHEREAS, in 2007 the State of Washington committed to easing this impact to jurisdictions through implementation of the SST mitigation program; and WHEREAS, the City of Tukwila is home to regionally vital warehousing, manufacturing, and retail complexes and expends significant resources toward the infrastructure and services necessitated by these enterprises; and WHEREAS, the City of Tukwila's sales tax revenues have been significantly impacted by SST implementation and the City relies upon the ongoing commitment of SST mitigation payments toward the provision of essential services and infrastructure; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: The City Council urges Governor Ins lee to retain streamlined sales tax mitigation payments to local jurisdictions at current levels in his proposed 2015-2017 Budget, and further urges the Legislature of the State of Washington to adopt said SST mitigation payments. W \Word Processing \Resolutions\Streamlined sales tax mitigation distribution 10-23-14 Lftbjs Page 1 of 2 17 PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of , 2014. ATTEST/AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk De'Sean Quinn, Council President APPROVED AS TO FORM BY: Filed with the City Clerk: Passed by the City Council: Resolution Number: Rachel Turpin, City Attorney W:\Word Processing\Resolutions\Streamlined sales tax mitigation distribution 10-23-14 LH:bjs 18 Page 2 of 2 T{]: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL U��U��U� nn�u��u�um�n nv�*n�� xmx��mmov��n��n��n�u Mayor Haggerton Finance and Safety Committee FROM: Peggy McCarthy, Finance Director BY: Vicky Carlsen, Deputy Finance Director DATE: October 29, 2014 SUBJECT: 2015 Property Tax Levy ISSUE Approval of ordinances increasing the regular levy from the previous year and adopting the general property tax levy for 2015 by December 5, 2014. BACKGROUND A Public Hearing for adoption of the 2015 property tax levy is required by RCW 84.55.120. The Hearing is scheduled for November 10, 2014. The Ci notified on October 7, 2014 that the assessed value for Tukwila for 2015 is p j8Ched to be $5,017.108.101. The allowable levy projected by King County and documented on the Preliminary Levy Limit Worksheet-2015 Tax Roll is $14,293,219 representing the maximum 1% increase allowed by law. DISCUSSION Levy Amount The assessed value and the allowable levy are subject to change until final levy rate determination. A levy amount of $14,600,000 will be used for the ordinance. If the final allowable levy is less than the ordinance amount, King County Department of Assessments will adjust the ordinance amount to the final allowable levy amount and no further action by the Council will be required. If the final allowable levy is more than the ordinance amount, a revised ordinance will be presented to Council at the Regular Meeting on December 1, 2014 for approval. Levy Limit RCW 27.12.390 allows for a maximum statutory levy rate for cities at $3.60 less the actual regular levy made by a library district. RCW 41.10.060 also allows for an increase in levy capacity of $0.225 if a city has a firemen's pension fund. Prior to 2014, even though the City has had a firemen's pension fund for many years, this additional levy limit has not been reflected in the City's Levy Limit Worksheet. The County is now aware that the City does have a firemen's pension fund and will adjust the City's maximum statutory levy rate to 03.37758 (City levy rate $3.80 less library district levy $0.44742 plus firemen's pension fund $0.225). The current levy rate gives the City additional capacity for future growth or levy lid lifts. The Levy Limit Worksheet received from King County estimates the City's preliminary levy rate for 2015 at $2.84890. 20 INFORMATIONAL MEMO Page 2 RECOMMENDATION The Council is being asked to approve the ordinance adopting the General Tax Levy and the ordinance adopting the Regular Tax Levy at the November 10, 2014 Committee of the Whole meeting and subsequent November 17, 2014 Regular Meeting. ATTACHMENTS Draft Ordinances Preliminary Levy Limit Worksheet-2015 Tax Roll CAUsers\melissa-MAppDatalocal\Microsoft\Windows\Temporary Internet Files\Content.Outlook\117SNOS9\2015 Info Memo Property Taxes.docx RFT AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, LEVYING THE GENERAL TAXES FOR THE CITY OF TUKWILA IN KING COUNTY FOR THE FISCAL YEAR COMMENCING JANUARY 1, 2015, ON ALL PROPERTY, BOTH REAL AND PERSONAL, IN SAID CITY, WHICH IS SUBJECT TO TAXATION FOR THE PURPOSE OF PAYING SUFFICIENT REVENUE TO CARRY ON THE SERVICES OF THE SEVERAL DEPARTMENTS OF SAID CITY FOR THE ENSUING YEAR, AS REQUIRED BY LAW; PROVIDING FOR SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, the City Council of the City of Tukwila has considered the City's anticipated financial requirements for 2015 and the amounts necessary and available to be raised by ad valorem taxes on real, personal and utility property; and WHEREAS, the final assessment valuation calculation has been determined; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY ORDAINS AS FOLLOWS: Section 1. Regular Tax Levy. A. There shall be and hereby is levied on all real, personal and utility property in the City of Tukwila, in King County, whose estimated assessed valuation is $5,017,106,101, current taxes for the ensuing year commencing January 2015, in the amount (including $47,874 in refunds) and at the rates specified below: Amount Regular Tax Levy $14,600,000 B. The said taxes herein provided for are levied for the purpose of payment upon the general bonded indebtedness of the City of Tukwila, the General Fund, and for the maintenance of the departments of the municipal government of the City of Tukwila for the fiscal year beginning January 1, 2015. W. Word Processing \Ordinances \General Tax Levy 10 -23 -14 doc VC:bjs Page 1 of 2 21 Section 2. Collection. This ordinance shall be certified to the proper County officials, as provided by law, and taxes here levied shall be collected to pay to the Finance Director of the City of Tukwila at the time and in the manner provided by the laws of the State of Washington for the collection of taxes for non - chartered code cities. Section 3. Corrections by City Clerk or Code Reviser. Upon approval of the City Attorney, the City Clerk and the code reviser are authorized to make necessary corrections to this ordinance, including the correction of clerical errors; references to other local, state or federal laws, codes, rules, or regulations; or ordinance numbering and section /subsection numbering. Section 4. Severability. If any section, subsection, paragraph, sentence, clause or phrase of this ordinance or its application to any person or situation should be held to be invalid or unconstitutional for any reason by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of the remaining portions of this ordinance or its application to any other person or situation. Section 5. Effective Date. This ordinance or a summary thereof shall be published in the official newspaper of the City, and shall take effect and be in full force and effect January 1, 2015. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of , 2014. ATTEST /AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk APPROVED AS TO FORM BY: Rachel Turpin, City Attorney W. Word Processing \Ordinances \General Tax Levy 10 -23 -14 doc VC.bjs 22 Jim Haggerton, Mayor Filed with the City Clerk: Passed by the City Council: Published: Effective Date: Ordinance Number: Page 2 of 2 R FT AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, INCREASING THE CITY OF TUKWILA REGULAR LEVY FROM THE PREVIOUS YEAR, COMMENCING JANUARY 1, 2015, ON ALL PROPERTY, BOTH REAL AND PERSONAL, IN COMPLIANCE WITH RCW 84.55.120; PROVIDING FOR SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, the City of Tukwila has properly given notice of a public hearing held on November 10, 2014, pursuant to RCW 84.55.120; and WHEREAS, after hearing and duly considering all relevant evidence and testimony presented, the City Council has determined that in order to discharge its expected expenses and obligations the City requires an increase in property tax revenue from the previous year, in addition to the increase resulting from the addition of new construction and improvements to property and any increase in the value of State - assessed property; and WHEREAS, the City Council has determined it is in the City's best interest and necessary to meet its expenses and obligations for the property tax revenue to be increased for 2015, and the final assessed valuation calculation has been determined; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY ORDAINS AS FOLLOWS: Section 1. An increase in the regular property tax levy, in addition to any amount resulting from the addition of new construction and improvements to property and any increase in the value of State - assessed property, is hereby authorized for the 2015 levy in the amount of $101,311, which is a percentage increase of 1.0% from the previous year. This increase is exclusive of additional revenue resulting from new construction, improvements to property, any increase in the value of State - assessed property, any annexations that have occurred and refunds made. W. Word Processing \Ordinances \Regular Tax Levy Increase 10 -23 -14 VC:bjs Page 1 of 2 23 Section 2. Corrections by City Clerk or Code Reviser. Upon approval of the City Attorney, the City Clerk and the code reviser are authorized to make necessary corrections to this ordinance, including the correction of clerical errors; references to other local, state or federal laws, codes, rules, or regulations; or ordinance numbering and section /subsection numbering. Section 3. Severability. If any section, subsection, paragraph, sentence, clause or phrase of this ordinance or its application to any person or situation should be held to be invalid or unconstitutional for any reason by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of the remaining portions of this ordinance or its application to any other person or situation. Section 4. Effective Date. This ordinance or a summary thereof shall be published in the official newspaper of the City, and shall take effect and be in full force and effect January 1, 2015. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of , 2014. ATTEST /AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk APPROVED AS TO FORM BY: Rachel Turpin, City Attorney Jim Haggerton, Mayor Filed with the City Clerk: Passed by the City Council: Published: Effective Date: Ordinance Number: W- Word Processing \Ordinances \Regular Tax Levy Increase 10 -23 -14 VC:bjs 24 Page 2 of 2 ��N N��N�� m m"��~a�mm�omm"�m^�� m LEVY LIMIT WORKSHEET — 2015 Tax Roll TAXING DISTRICT: City of Tukwila The following determination of your regular levy limit fin- 2015 property taxes is provided by the King County Assessor pursuant to RCW 84.55.100. Annexed to Library District Using Limit Factor For District 14,060,574 1.0100 14,201,180 14,830,323 0 14,830,323 2 97799 44,165 14,245,345 (Note |) Estimated Library rate: 0.44742 Calculation of Limit Factor Levy Levy basis for calculation: (2014 Limit Factor) (Note 2) x Limit Factor = Levy Local new construction + Increase in utility value (Note 3) = Total new construction x Last year's regular levy rate New construction levy Total Limit Factor Levy Using Implicit Price Deflator 14,060,574 1.0159 14,284,278 14,830,323 0 14,830,323 2 97799 44,165 14,328,443 O 14,245,345 5.017.100.101 2.83935 0 � Annexation Levy Omitted assessment levy (Note 4) Total Limit Factor Levy + new lid lifts � Regular levy assessed value less annexations = Annexation rate (cannot exceed statutory maximum rate) x Annexation assessed value = Annexation Levy 8 14,328,443 5.017.106.101 2 85592 0 U 0 14,245,345 14,245,345 47,874 14,293,219 Lid lifts, Refunds and Total + First year lid lifts + Limit Factor Levy = Total ROW 84.55 levy + Relevy for prior year refunds (Note 5) = Total ROW 84.55 levy + refunds Levy Oorrection: Year of Error (+or-) 0 14,328,443 14,328,443 47,874 14,376,317 14,293,219 2 84890 14,099,869 101,311 0 72% ALLOWABLE LEVY (Note 6) Increase Information (Note 7) Levy rate based on allowable levy Last year's ACTUAL regular levy Dollar increase over last year other than N/C – Annex Percent increase over last year other than N/C – Annex 14,376,317 2.86546 14,099,869 184,409 1.31% Calculation of statutory levy Regular levy assessed value (Note 8) x Maximum statutory rate = Maximum statutory levy +Omitted assessments levy =Maximum statutory levy Limit factor needed for statutory levy 5.017.100.101 3 15258 15,816,828 0 15,816,828 Not usable ALL YEARS SHOWN ON THIS FORM ARE THE YEARS IN WHICH THE TAX IS PAYABLE. I'/ease read carefulLy the notes on the reverse side. 10/29/14 l2:07 PM LevyLimitWS.doc Notes: 1) Rates for fire districts and the library district are estimated at the time this worksheet is produced. Fire district and library district rates affect the maximum allowable rate for cities annexed to them. These rates will change, mainly in response to the actual levy requests fr/rnthclirc and library districts. Hence, affected cities may have a higher or lower allowable levy rate than is shown here when final levy rates are calculated. 2) This figure shows the maximum allowable levy, which may differ from any actual prior ]cYy if a district has levied less than its maximum in prior years. The maximum allowable levy excludes any allowable refund levy if the maximum was based on a limit factor. The maximum allowable levy excludes omitted assessments if the maximum was determined by your district's statutory rate liruiL If your district passed a limit factor ordinance in the year indicated, that limit factor would help determine the highest allowable levy. However, if the statutory rate limit was more restrictive than your stated limit fa iOr, the statutory rate limit is controlling. 3) Any increase in value in state-assessed property is considered to be new construction vo}uc for purposes of calculating the respective limits. State-assessed property is property belonging to inter-county utility and transportation companies (telephone, railroad, airline companies and the like). 4) An omitted assessment is property value that should have been included on a prior year's roll but will be included on the tax roll for which this worksheet has been prepared. Omits arc assessed and taxed at the rate in effect for the year omitted (RCW 04.40.080-085). Omitted assessments tax is deducted from the levy maximum before calculating the levy rate for current assessments and added back in as a current year's receivable. 5) Administrative refunds under RCW 84.69.020 were removed from the levy lid by the 1481 legislature. 6) A district is entitled to the lesser of the maximum levies determined by application of the limit under RCW 84.55 and the statutory rate limit. Levies may be subject to further proration if aggregate rate limits set in Article VII of the state constitution and in RCW 84.52.043 are exceeded. 7) This section is provided for your information, and to assist in preparing any Increase Ordinance that may be required by RCW 84.55.120. The increase information compares the allowable levy for the next tax year with your ACTUAL levy being collected this year. The actual levy excludes any refund levy and expired temporary lid lifts, if applicable. New construction, annexation and refund levies, as well as temporary lid lifts in their initial year, are subtracted from this year's allowable levy before the comparison is made. 8) Assessed valuations shown are subject to change from error corrections and appeal board decisions recorded be/n'een1he date of this worksheet and final levy rate determination. 1029Y14 12:07 PM LcvyLimitVVS.doc 26 TD: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL �� ou�x»��r�n�u��v x»��m�� o�n��v�uw�vx�x~�o��u�u Mayor Haggerton Finance and Safety Committee FROM: Peggy McCarthy, Finance Director DATE: October 29, 2014 SUBJECT: 2014 Year-End Budget Amendments ISSUE Approve the 2014 Year-End budget amendments to the 2013-2014 biennial budget before December 31.2O14. BACKGROUND Budget amendments are proposed for the following situations and reasons: • Approve new proposals for software and technology equipment purchases. • Approve annual funding for the Leoff 1 Retiree Healthcare Plan. • Approve additional budget for unreimbursed firefighter Oso deployment costs. • Approve additional revenue and expenditure budget for revenue backed expenditures. • Approve additional budget for retail sales tax revenue. • Approve budget transfers among departments to align with the transfer of staff and for other situations. DISCUSSION The proposed amendments have been categorized by type as follows: 1. New Proposals 2. Unbudgeted Expenditures 3. Revenue Backed Expenditures 4. Revenue Increases 5. Transfers Among Departments The proposed amendments are documented in two attachments. The Budget Amendment Summary (narrative) describes the amendments in narrative format and organizes them by amendment type. The Budget Amendment Detail (spreadsheet) lists the amendments in line item fVrnnat, by fund and department. The majority of the budget amendments represent matters that have been previously discussed with Council or that are administrative in nature. RECOMMENDATION The Finance and Safety Committee is being asked to approve the 2014 Year-End budget amendments to the 2013-2014 biennial budget. This item is scheduled for the November 10. 2014 Committee of the Whole, and December 1, 2014 Regular Council Meeting. ATTACHMENTS Draft Ordinance Draft Ordinance Detail 2O14YearEndAnnendmenttV2O13-2O14Biennia|Budget(narnative) 2014 Year End Amendment to 2013-2014 Biennial Budget (spreadsheet) Informational Memorandum — Information Technology equipment proposal Informational Memorandum — Court software proposal 28 RFT AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, AMENDING ORDINANCE NO. 2389, WHICH ADOPTED THE CITY OF TUKWILA'S BIENNIAL BUDGET FOR THE 2013 -2014 BIENNIUM, TO ADOPT AN AMENDED YEAR -END BUDGET; PROVIDING FOR SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, on December 3, 2012, the City Council of the City of Tukwila adopted Ordinance No. 2389, which adopted the 2013 -2014 biennial budget of the City of Tukwila; and WHEREAS, on November 10, 2014, following required public notification, the City Council conducted a public hearing on the proposed 2014 Year -End Amendment to the 2013 -2014 Biennial Budget; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY ORDAINS AS FOLLOWS: Section 1. Ordinance Amended. Tukwila Ordinance No. 2389 is hereby amended with the City Council's adoption of the document entitled "2014 Year -End Amendment to the 2013 -2014 Biennial Budget," attached hereto and incorporated by this reference as if fully set forth herein, in accordance with RCW 35A.34.200. Section 2. Estimated Revenues and Appropriations. The totals of the estimated revenues and appropriations for each separate fund amended and the aggregate budget totals are as follows: FUND EXPENDITURES REVENUES 000 General $124,188,819 $124,188,819 503 LEOFF 1 Retiree Health Care 2,170,680 2,170,680 Aggregate budget totals $284,924,011 $284,924,0111 W: Word Processing \Ordinances \Budget amendment - 2013 -2014 year -end 10 -30 -14 PM:bjs Page 1 of 2 29 Section 3. Copies on File. A complete copy of the final budget for 2013 -2014, as adopted, together with a copy of this amending ordinance, shall be kept on file in the City Clerk's Office, and a copy shall be transmitted by the City Clerk to the Division of Municipal Corporations of the Office of the State Auditor and to the Association of Washington Cities. Section 4. Corrections by City Clerk or Code Reviser. Upon approval of the City Attorney, the City Clerk and the code reviser are authorized to make necessary corrections to this ordinance, including the correction of clerical errors; references to other local, state or federal laws, codes, rules, or regulations; or ordinance numbering and section /subsection numbering. Section 5. Severability. If any section, subsection, paragraph, sentence, clause or phrase of this ordinance or its application to any person or situation should be held to be invalid or unconstitutional for any reason by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of the remaining portions of this ordinance or its application to any other person or situation. Section 6. Effective Date. This ordinance or a summary thereof shall be published in the official newspaper of the City, and shall take effect and be in full force and effect five days after passage and publication as provided by law. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of , 2014. ATTEST /AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk APPROVED AS TO FORM BY: Rachel Turpin, City Attorney Jim Haggerton, Mayor Filed with the City Clerk: Passed by the City Council: Published: Effective Date: Ordinance Number: Attachment: 2014 Year -End Amendment to the 2013 -2014 Biennial Budget WV Word Processing \Ordinances \Budget amendment - 2013 -2014 year -end 10 -30 -14 PM:bjs 30 Page 2 of 2 2014 Year -End Amendments to the 2013 -2014 Biennial Budget GENERAL FUND 000 New proposals Information Technology (IT). An additional $70K in capital is budgeted for the purchase of two SAN servers; one as a replacement and another as a backup. Capacity and functionality of the existing server has diminished creating this need, purchasing a backup server will support continuity of operations should functionality of the main server be compromised A separate informational memorandum from the Information Technology Director has been included as an attachment. Court (CRT). An additional $50K in capital has been budgeted to fund an electronic court document and case integration system This system will provide electronic case scheduling, a calendaring wizard, as well as an electronic forms dashboard A separate informational memorandum from the presiding Municipal Court Judge has been included as an attachment. Unbudgeted Expenditures Fire (FIRE). Additional $224K of budget has been added to fund the LEOFF 1 Retiree Healthcare plan should sufficient funds be available at the end of the year to do so. The plan has experienced high claims in 2013 and in 2014; this funding infusion would bolster the plan fund balance. Police (POL) Additional $340K of budget has been added to fund the LEOFF 1 Retiree Healthcare plan should sufficient funds be available at the end of the year to do so. The plan has experienced high claims in 2013 and in 2014; this funding infusion would bolster the plan fund balance. Fire (FIRE). Additional $89K of budget has been added to fire suppression overtime and benefits for the unreimbursed costs of the Oso landslide deployment. Revenue Backed Expenditures Fire (FIRE). Additional budget of $170K has been added to general fund revenue and to Fire department overtime and benefits for funds received from Pierce County and the Washington State Task Force 1 in reimbursement for the department's assistance and deployment to the Oso landslide. Fire (FIRE). Additional budget of $335K has been added to general fund revenue and to Fire equipment to reflect the funds received from Homeland Security for 54 Motorola radios and related equipment. Fire (FIRE). Additional budget of $20K has been added to general fund revenue and to Fire department supplies to reflect a change in the hazardous material supplies and insurance reimbursement arrangements with EF Recovery. Formerly, EF Recovery credited the Fire Department account with insurance proceeds collected, then reduced the account balance for supplies purchased. Under the current arrangement, all insurance proceeds are remitted to the City and the City directly pays for the purchase of hazardous material supplies Revenue Increases Grant Revenue. The budget for grant revenue is increased by $133K to reflect funding for the Auto Theft Task Force police sergeant position. Retail Sales Tax Revenue. The budget is increased by $600K to reflect estimated tax collections for 2014 The estimate is based on the revenue trend through August 2014 and on the seasonal nature of the receipts, with a higher percentage received in November and December for non - construction sales tax. The 2014 revenue collected through August is approximately $500K more than budget. A 31 year over year comparison indicates that construction sales tax is down 36% but non - construction sales tax is up 3 %. Should this trend continue through the end of the year, retail sales tax will exceed $15,600,000 or $600K more than the current budget. Retails sales tax for 2013 exceeded $15,888,000. Transfers Amonq Departments Mayor /Economic Development Division (MAY) and Department of Community Development (DCD). Early in 2014, one staff was transferred to the Economic Development division of the Mayor's Office from the Community Development department. Budget of approximately $98K representing the salaries and benefits of the transferred staff has been added to the Economic Development division and removed from the Community Development department. Mayor /Communications Division (MAY) and Information Technology department (IT). Early in 2014, two staff were transferred to the newly established Communications division of the Mayor's Office from the Information Technology department. Budget of approximately $150K for the salaries and benefits of the transferred staff has been added to the Communications division and removed from the Information Technology department. Additionally, $24K of budget has been transferred from the Information Technology department to the Communications division for the purchase of Channel 21 communications equipment. Public Works (PW) and Arterial Street Fund (104). Salary and benefits for certain Public Works department staff was budgeted in the Public Works department but has been charged to the Arterial Street fund through the project accounting system for work associated with capital projects. Budget of $260K is transferred to Fund 104 from the Public Works department to cover the salary and benefit costs. ARTERIAL STREET FUND 104 Transfers Amonq Departments Public Works (PVV) and Arterial Street Fund (104) Salary and benefits for certain Public Works department staff was budgeted in the Public Works department but has been charged to the Arterial Street fund through the project accounting system for work associated with capital projects. Budget of $260K is transferred to Fund 104 from the Public Works department to cover the salary and benefit costs. EMPLOYEE HEALTHCARE FUND 502 Unbudgeted Expenditures Healthcare costs are 88% over budget through September 30, 2014. Additional expenditure budget of $800K is added to the fund to cover these costs. The offset is a reduction of Fund 502 fund balance LEOFF 1 RETIREE HEALTHCARE FUND 503 Unbudgeted Expenditures Healthcare costs are 102% over budget through September 30, 2014. Additional $564K of revenue budget and $300K of expenditure budget is added to the fund to cover these costs and build up the ending fund balance. (See Unbudgeted Expenditures under General Fund, above). 32 2014 Year End Amendment to 2013 -2014 Biennial Budget 2014 Increase (Decrease) 2013 -2014 Increase (Decrease) Dept NOIR New Proposals Explanation rigiulloulog III Acct Desc Fund Revenue Expense Revenue Expense ; Ending Fund I Balance f III I 1111111 11101110111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111 I�IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII. 111111 1 IT purchase two SANS servers - one for °Capital equipment °000 replacement and one for technology backup ll 2 CRT purchase Code Smart software to cr eate .Software �I 000 electronic, fillable forms; online calendar, and other case management efficiencies 70,000 70,000 I $ (70,000) 50,000 50,000 (50,000) Unbudgeted Expenditures 3 POL Fund the Leoff 1 Retiree healthcare plan for 2014 Retiree healthcare X000 premiums 4 FIRE Fund the Leoff 1 Retiree healthcare p lan for °Retiree healthcare 11000 2014 premiums 5 FIRE Oso deployment overtime costs in excess of (Fire suppression overtime II 000 reimbursement 6 FIRE Oso deployment overtime costs in excess of Fire suppression benefits 0000 reimbursement Revenue Backed Expenditures 224,000 224,000 (224,000) 340,000 " 340,000 ; (340,000) 80,100 9,500 80,100 (80,100) 9,500 : (9,500) 7 Reimbursement for Oso landslide assistance .Revenue: X000 from Pierce County and Washington State Task ,Intergovernmental Force 1 8 FIRE Fire Department overtime for Oso landslide °Fir 0 ep e suppression overtime 00 9 FIRE Fire Department overtime for Oso landslide „Fire suppression benefits s 00 0 10 Radio grant Revenue: Grant Dept of �000 I III Homeland Security 11 FIRE Radio grant- reimbursement for purchase of 54 .Capital equipmant �000 radios 12 Revenue from MVA hazardous material supplies 'Revenue: Hazard material ..000 cost recovery 13 FIRE MVA hazardous material supplies Operating supplies 1000 Revenue Increases 14 Auto Theft Task Force grant (Grant revenue 1000 15 Increase budget based on 2014 experience .Revenue: Local Retail I . 000 0 through August II ..Ales & Use tax ll Transfers Among Departments and Funds 16 MAY Transfer budget to the Economic Development 'Salaries 000 Division of the Mayor's budget for 1 Community Development FTE 11 11 17 MAY Transfer budget to the Economic Development °Benefits I000 Division of the Mayor's budget for 1 Community Development FTE 11 11 18 DCD Trans fer budget from the Community °Salaries 0000 Development department to the Economic Development Division of the Mayor's budget for 1 FTE 19 DCD Transfer budget from the Community 'Benefits '000 Development department to the Economic Development Division of the Mayor's budget for 1 FTE ll ll ) 1.70,000 ■ I I 170,000 - 170,000 127,000 (127,000) 43,000 ' (43,000) 335,000 335,000 (335,000) .... I.mm ,,,.. 20,000 - 20,000 20,000 (20,000) 1.27000 43,000 335,000 335,000 :335,000 20,000 20,000 133,000 600,000 133,000 600,000 133,000 600,000 73,000 78,000 (78,000) , ( 000) 20 000 �� 000 20 ) I 0)1 (75000 ) (78,000) 78,000 (20 000) L J20,000)1„„„,_ 29,000 f 2 2014 Year End Amendment to 2013 -2014 Biennial Budget 2014 Increase (Decrease) 2013 -2014 Increase (Decrease) Dept 1111111r amianomill X11 Explanation Acct Desc Fund Revenue Expense Revenue Expense � Ending Fund Balance pu um mpumpipuuupuumpuumpumpipuuupuumpuumpumpi uuum uumpuumpuumpumpipuuupuumpuumpumpipuuupuumpuuuquuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuml g )1 101111111111 111111IIII I11111111111111111IIII I11111111111111111IIII I IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII I � 0000 0 0000 0 00� 0 0 0000 0 0000 0 I_ _ _ 1 20 MAY Transfer budget to the Communications Division IlSalaries 0000 of the Mayor's budget for 2 Information Technology FTE's 21 MAY Transfer budget to the Communications Division IIBenefits 0000 of the Mayor's budget for 2 Information Technology FTE's ll 22 M AY nsfer Information Technology budget to 'Equipment ment 00 ll 0 Communications Division for purchase of Channel 21 hardware and other equipment. o I il 23 IT Transfer budget to the Communications Division Salaries 11000 of the Mayor's budget for 2 Information Technology FTE's II II 24 IT To transfer budget to the Communications Benefits 0000 Division of the Mayor's budget for 2 IT FTE ll transferred ll 25 IT Transfer Information Technology budget to Miscellaneous 000 ll Communications Division for purchase of Channel 21 hardware and other equipment. II ll 26 PW Transfer budget to the Arterial Street fund from Salaries & benefits 100 0 Public Works to cover payroll costs charged to II the projects in the fund 110,000 40,000 24,000 (1.1.0,000) (40,000) (24,000) (260,000) 110,000 (110,000) 40,000 (40,000) 24,0001 (24,000) (110,000): 110,000 ( 000) 40,000 (24,000). 24,000 (260,000): 260,000 GENERAL FUND TOTALS 1,2 8,000 ! 1,038,600 1,258,000 1,038,600 ! 219,400 suni- 000 Imf I m uuuuuuuuuuum uuu uuu mm l I uuu uuu 101 ii 11111111 II Transfers Among Departments and Funds 27 104 Transfer budget from the Public Works Salaries 104 department to the Arterial Street department for salaries charged to the Arterial Street fund but budgeted in the Public Works department 28 104 Transfer budget from the Public Works Benefits department to the Arterial Street department for benefits charged to the Arterial Street fund but budgeted in the Public Works department 104 199,000 61,000 ARTERIAL STREET FUND TOTALS 260,000 Ills 199,000 (199,000) 61,000 ; (61,000) 260,000 (260,000) m ®u olvoi uu II o o 1111111 oil Unbudgeted Expenditures iii maillill01111111111111.1111 Ho luuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuutlluuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuumul 1111 4h 29 502 Increase expenditure budget to cover high claim ^ Ihealthcare costs 0502 costs. 800,000 EMPLOYEE HEALTHCARE PLAN TOTALS 1111111 {fl 800,000 (800,000) 800,000 (800,000) rm ■ 1 I� t ■ Unbudgeted Expenditures 1111111111111111111111111 11111111111111111111111111111111111111111 luuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuulmuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuluuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu 1 1111 II 30 503 Increase funding to cover high claim costs and 11healthcare costs 11'03 bolster fund balance 31 503 Increase expenditure budget to cover high claim healthcare costs 1503 costs. LEOFF 1 RETIREE HEALTHCARE PLAN TOTALS 564,000 300,000 564,000 1111 III 1111 564,000 564,000 300,000 (300,000) 564,000 300,000 264,000 YEAR -END BUDGET AMENDMENT TO 2013 -2014 BIENNIAL BUDGET 22,000 ; $ 1,2 600 $ 1,822,000 $ 2,398,600 f $ (576,600) 34 2 of 2 City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Finance and Safety Committee FROM: Mary Miotke, IT Director DATE: October 29, 2014 SUBJECT: Information Technology Equipment Proposal ISSUE Several items need to be purchased in order to complete the recovery from the recent IT equipment failure and have a reliable and redundant system in place. A budget amendment of $70K is proposed. BACKGROUND An additional $70K in capital is needed for the purchase of two SAN servers; one as a replacement server and another as a backup mirrored device. Diminished capacity and functionality of our current temporary configuration has created this need. Purchasing a backup server and related items will support continuity of operations should functionality of the main server be compromised. DISCUSSION Since the recent failure of a major network component, the City has been operating under a temporary configuration. We are currently running up against storage space issues due to this temporary state. Monitoring available free space is a daily task and some projects are on hold until additional space is available. One SAN device to replace the failed equipment has already been ordered. Another identical SAN will be needed in order to provide the mirrored off-site backup services the City desires. In addition, two rack-mounted UPS units are required to protect the new equipment. Because we experienced a serious lack of customer support from the vendor of the failed equipment, we believe it is prudent to replace the remaining item from this same vendor purchased at the same time as the failed SAN. FINANCIAL IMPACT The total costs for this equipment are $68,664.30, as follows: ITEM 1st SAN (already purchased) 2nd SAN Replace Falconstore CDP Rackmount UPS QTY Amount 1 $ 25,832.15 1 $ 25,832.15 1 $ 15,500.00 2 $ 750.00 Total needed: Extended Total $ 25,832.15 $ 25,832.15 $ 15,500.00 $ 1,500.00 68,664,30 RECOMMENDATION The Council is being asked to approve the budget amendment required to purchase these items in order to further City's effort towards a more robust network, supporting of continuity of City operations. 35 36 T[>: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL �� uu�v ^��m`�u�m��m x��u��_ n�n��n�nv��n��o��o�u Mayor Haggerton Finance & Safety Committee FROM: Kimberly Walden, Presiding Judge BY: La Tricia Kin low, Court Administrator DATE: October 22, 2014 SUBJECT: Court Technology Improvements ISSUE Tukwila Municipal Court has an opportunity to collaborate with Renton and SeaTac Municipal Courts to enhance court services and streamline processes by implementing technology improvements. BACKGROUND During the economic decline the court participated in the city-wide effort to reduce expenses by keeping a court position vacant. As you recall from Judge Walden's state of the court address, Our case filings have remained pretty steady for the last few years, averaging about 4500 cases each year. With a clerical staff of 5 plus a half time filing clerk and two staff in probation, we are processing an enormous amount of paperwork each year, each month, each week and each day. We have to manually set each hearing, giving each party to each hearing a summons or a paper notice. We have to write out each time pay aQreement, each appointment of the public defende[, each judgment and Sentence, each guilty p|e@, each prohibition on possession of firearms Order, each no contact order, each infraction disposition, the list goes on and on. With each piece of paper that we manually fill Out, there is room for human error. While we are incredibly careful and efficient, we are dealing with people's freedoms and their rights, and liability if we make an error. Every staff receives a great deal of training and each paper that we process goes by more than one person, so if a mistake is made we are likely to catch it. But the more automated we can be, the more efficient we can be, the more safeguards we can employ, the less likely mistakes will be made. The other benefit of efficiency is fewer resources are used to complete each task. Code Smart is a software developer that has been able to interface case information through the state court system for municipal and district courts (WS) with other vendors and systems to automate processes and reduce workload for staff. Code Smart is the only vendor who has been able to work with our state court administrative office (AOC) to obtain the authorization to access information through JIS. Through Code Smart, we have automated our collection payments. Each time a payment is made through the collection agency, it is automatically uploaded into our system. This saves the delay associated with manually printing out payment infOrrnation, sending reports to the oOurt, and the clerks manually entering each payment into each case in the state system. Code Smart has a track record of success with both the courts, and AOC. Renton Municipal Court and SeaTac Municipal Court got together with Code Smart to explore the possibility of an electronic case scheduling and calendaring wizard, as well as an electronic forms dashboard. Because both courts have been looking to automate their processes to increase efficiency, reduce liability and operational CootS, they began working together to pool their resources. INFORMATIONAL MEMO Page 2 Each city is dedicating money for the provision of an automated system for their court. Each city has a separate contract agreement with Code Smart for the provision of the automated system. But the cities are working together to combine their efforts to make the system the same for both, so that their resources go further and they are not spending money to create separate systems. We joined them in their meetings because we are interested in this project and our goals are the same. Our goals are to automate, reduce liability, reduce costs, enable clerks to do more work with greater efficiency and accuracy. The initial discussion about automation began years ago in relation to becoming more efficient when working with SCORE video hearings. But the great thing about this project is that its application extends beyond just working with SCORE to each of our daily hearings and processes. Code Smart, is the only vendor approved by AOC to work with JIS in an effort to connect the information through JIS with our other vendors such as Alliance, and now to collect and distribute the information for calendar management, schedule hearings, and auto-populate our forms. So, I am here today to provide some information on the system we are looking at and to see if the council will approve funding to move this project forward along with Renton and SeaTac. The project is a Court Document and Case Integration System, we call it CHAD for short. The objective of CHAD is to provide a case processing system to efficiently manage court hearing schedules, update JIS from a Hearings manager, maintain a library of court forms/templates, manage daily court cases, auto populate case forms based on case types and JIS records, route forms electronically to all parties for signature, export signed case forms to a storage system, and export and update JIS case records. It is a lot to complete, but it is achievable through the use of Code Smart's system. Renton and SeaTac are a little ahead of us in implementation of the project. Renton has already been utilizing the case hearing wizard, and Sea Tac anticipates implementation soon. We are also seeking additional funding through the state court commissions such as the Gender & Justice, Minority & Justice and others to provide funding for additional services with this project in the future. We will be updating you as we get closer to our presentation to those committees. Our goal is to pool together our resources to obtain one product that we can all use. Currently, each court has their own forms they use. For instance, the judgment and sentence form used in SeaTac is different from the form used in Renton, which is also different from the one used in Tukwila. To pool our resources so that we are not each paying for development of different forms, we have drafted standardized forms for each court to use. The idea is to have one judgment and sentence form that will service each of the three courts, one order of commitment that we all use; one time pay form that we all use, etc. -- to consolidate, simplify, and be efficient. We are also consolidating some of our forms to reduce the number of forms we use. So how does this work? Right now we use paper calendars (or dockets), we use paper forms in triplicate (at a minimum) in court, and each party (Court, prosecutor, defense attorney, defendant, probation, and jail) has to receive a copy of the form. The goal is that once we have the project in place, the only forms we will need to generate in a paper format would be for the defendant. The rest of the parties will receive the form in electronic format. The court's version of the completed form would be sent to the electronic case file, and that would be stored in a file folder in a secure server. Then the next time the defendant comes to court, all of the information previously associated with the case will be available to view in electronic format. I have handed out forms to show what it would look like. 38 INFORMATIONAL MEMO Page 3 A number of the forms we use have been consolidated, and the idea is that when certain boxes are checked, the non-checked boxes would disappear, so that when the final form is generated for storage, signature, and sending, only the relevant checked boxes will appear on the final form. This is so much better for the defendants, because the judgment and sentence we currently use has a lot of additional, non-pertinent information, that drowns out the information they need to focus on to comply. We have kept Guy Bollinger, the court's IT designee, in the loop, and have also had the benefit of input from SeaTac's IT director and Renton's IT director. The Statement of work, Master Services Agreement, and Service Level Agreement has been reviewed by not only Guy, but also the legal department, Renton's legal department, Renton's Risk Management Department, SeaTac's legal department and again by Renton's IT director and SeaTac's IT director, so this project has been reviewed by many! Renton's SOW is the same as Sea Tac's. Again, Renton is ahead of us in the project, and they are actually working out all of the minor glitches. They are already using the case scheduling wizard, which is great. When you schedule a case for a future hearing, it will give you a pop up warning if you are scheduling the case outside of the defendant's speedy trial time period, or if you are scheduling the case on a docket that has reached its case limit, or on a holiday or a weekend. Those may seem like obvious things, but mistakes do happen occasionally when cases are scheduled manually. Again the idea is to minimize errors, work more efficiently and automate processes. FINANCIAL IMPACT Tukwila's initial cost for participating in these improvements in technology is $50,000, plus $2500 per year. The court has already included the annual fee in the 2015-2016 budget. RECOMMENDATION We are requesting a budget amendment of $50,000 for 2014. 39 40 TO: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Mayor Haggerton Finance and Safety Committee FROM: Peggy McCarthy, Finance Director BY: Vicky Carlsen, Deputy Finance Director DATE: October 29, 2014 SUBJECT: 2015-2016 Biennial Budget Ordinance 2015-2020 Financial Planning Model and Capital Improvement Program ISSUE Adopt the 2015-2016 biennial budget and 2015-2020 Capital Improvement Plan (CIP) by the end of December. This typically happens at the first Regular meeting in December. BACKGROUND The proposed budget for 2015-2016 and draft 2015-2020 CIP were presented to Council on October 6, 2014. Council held budget workshops on October 13, 20, 27, and 30, 2014, to discuss both the budget and CIP. DISCUSSION The preliminary 2015-2016 biennial budget reflects the priorities adopted by Council in June of 2014. Six priorities were identified, that align with the Strategic Plan, and have been incorporated into the preliminary budget. At the conclusion of the budget workshops, no changes to the budget, as presented, were requested. At this time, the preliminary 2015-2016 biennial budget is being presented to Finance & Safety Committee for final review and discussion. RECOMMENDATION The Finance and Safety Committee is being asked to approve the 2015-2016 biennial budget ordinance and the 2015-2020 Financial Planning Model and Capital Improvement Plan resolution and forward to the Committee of the Whole. This item is scheduled for the November 10, 2014 Committee of the Whole, and December 1, 2014 Regular Council Meeting. ATTACHMENTS Draft Budget Ordinance Reconciliation of 2015-2016 Budget Summary to Ordinance Draft CIP Resolution 41 42 FT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, ADOPTING THE 2015- 2020 FINANCIAL PLANNING MODEL AND THE CAPITAL IMPROVEMENT PROGRAM FOR GENERAL GOVERNMENT AND THE CITY'S ENTERPRISE FUNDS. WHEREAS, when used in conjunction with the biennial City budget, the Capital Improvement Program (CIP) and the Financial Planning Model for the period of 2015- 2020 are resource documents to help plan directions the City will consider for the future; and WHEREAS, the Financial Planning Model and Capital Improvement Program are not permanent fixed plans, but are guidelines or tools to help reflect future goals and future resources at the time budgets are being planned; and WHEREAS, the commitment of funds and resources can only be made through the budget process; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. The City Council hereby adopts the 2015 -2020 Financial Planning Model and accompanying Capital Improvement Program, incorporated by this reference as if fully set forth herein. Section 2. A copy of the 2015 -2020 Financial Planning Model and accompanying Capital Improvement Program shall be kept on file in the City Clerk's Office. Section 3. The assumptions, revenues and expenditures will be reviewed and updated biennially, or as necessary, by the City Council. Section 4. The detail of Capital Improvement Program projects will be reflected in the published Financial Planning Model and Capital Improvement Program 2015 -2020. W- \Word Processing \Resolutions \Financial Planning Model & CIP 10 -23 -14 VC:bjs Page 1 of 2 43 PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of , 2014. ATTEST /AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk De'Sean Quinn, Council President APPROVED AS TO FORM BY: Filed with the City Clerk: Passed by the City Council: Resolution Number: Rachel Turpin, City Attorney W \Word Processing \Resolutions \Financial Planning Model & CIP 10 -23 -14 VC:bjs 44 Page 2 of 2 RAFT AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, ADOPTING THE BIENNIAL BUDGET OF THE CITY OF TUKWILA FOR THE 2015 -2016 BIENNIUM; PROVIDING FOR SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, the preliminary budget of the City of Tukwila for the 2015 -2016 biennium was submitted to the City Council in a timely manner for their review; and WHEREAS, a Public Hearing on the proposed budget was advertised and held on November 10, 2014; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY ORDAINS AS FOLLOWS: Section 1. The City Council hereby adopts the document entitled "City of Tukwila 2015 -2016 Budget," incorporated by this reference as if fully set forth herein, in accordance with RCW 35A.34.120. Section 2. The totals of the estimated revenues and appropriations for each separate fund and the aggregate totals are as follows: W Word Processing \Ordinances\Adopt 2015 -2016 Biennial Budget 10 -28 -14 VC:bjs Page 1 of 3 45 Total Total Fund Expenditures Revenues 000 General $125,817,778 $125,817,778 105 Contingency 5,703,632 5,703,632 101 Hotel /Motel 2,597,316 2,597,316 103 City Street 11,081,721 11,081,721 104 Arterial Street 35,906,080 35,906,080 109 Drug Seizure Fund 180,000 180,000 200 LTGO Bonds 1,415,333 1,415,333 211 Limited Tax G.O. Refunding Bonds, 2008 1,623,400 1,623,400 212 Limited Tax G.O. Bonds, 2009A 866,315 866,315 214 Limited Tax G O Bonds, 2010A 1,172,100 1,172,100 216 Limited Tax G 0. Refunding Bonds, ValleyComm 229,800 229,800 217 2011 Refunding Bonds 1,095,500 1,095,500 218 2014 Facility 226,260 226,260 206 LID Guaranty 669,000 669,000 233 2013 LID 2,400,813 2,400,813 301 Land Acquisition, Recreation & Park Devi. 3,902,000 3,902,000 302 Facility Replacement 10,582,204 10,582,204 303 General Government Improvements 901,000 901,000 304 Fire Improvements 550,200 550,200 401 Water 18,422,000 18,422,000 402 Sewer 19,986,000 19,986,000 411 Foster Golf Course 4,181,494 4,181,494 412 Surface Water 20,429,000 20,429,000 501 Equipment Rental 11,567,136 11,567,136 502 Insurance Fund 14,280,958 14,280,958 503 Insurance — LEOFF1 Fund 1,772,191 1,772,191 611 Firemen's Pension 1,617,300 1,617,300 Total All Funds Combined $299,176.531 $299 176,531 Section 3. A complete copy of the final budget for 2015 -2016, as adopted, together with a copy of this adopting ordinance, shall be kept on file in the City Clerk's Office, and a copy shall be transmitted by the City Clerk to the Division of Municipal Corporations of the Office of the State Auditor and to the Association of Washington Cities. W: Word Processing \Ordinances\Adopt 2015 -2016 Biennial Budget 10 -28 -14 VC:bjs Page 2 of 3 '46 Section 4. Corrections by City Clerk or Code Reviser. Upon approval of the City Attorney, the City Clerk and the code reviser are authorized to make necessary corrections to this ordinance, including the correction of clerical errors; references to other local, state or federal laws, codes, rules, or regulations; or ordinance numbering and section /subsection numbering. Section 5. Severability. If any section, subsection, paragraph, sentence, clause or phrase of this ordinance or its application to any person or situation should be held to be invalid or unconstitutional for any reason by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of the remaining portions of this ordinance or its application to any other person or situation. Section 6. Effective Date. This ordinance or a summary thereof shall be published in the official newspaper of the City, and shall take effect and be in full force five days after passage and publication as provided by law. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of , 2014. ATTEST /AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk APPROVED AS TO FORM BY: Rachel Turpin, City Attorney Jim Haggerton, Mayor Filed with the City Clerk: Passed by the City Council: Published: Effective Date: Ordinance Number: W. Word Processing \Ordinances\Adopt 2015 -2016 Biennial Budget 10 -28 -14 VC:bjs Page 3 of 3 47 Reconciliation of 2015 -2016 Budget Summary to Ordinance EXPENDITURES 2015 Expenditures 2016 Expenditures 2016 Ending Fund Balance Total Expenditures 000 General $ 56,528,833 $ 59,761,699 $ 9,527,247 $ 125,817,778 101 Hotel /Motel 1,577,642 427,500 592,174 2,597,316 103 City Street 1,868,000 8,823,000 390,721 11,081,721 104 Arterial Street 21,557,511 14,200,217 148,353 35,906,080 105 Contingency - - 5,703,632 5,703,632 109 Drug Seizure Fund 55,000 45,000 80,000 180,000 200 LTGO Bonds 537,000 878,333 - 1,415,333 211 Limited Tax G.O. Refunding Bonds, 2008 811,300 811,100 1,000 1,623,400 212 Limited Tax G.O. Bonds, 2009A 437,355 427,960 1,000 866,315 214 Limited Tax G.O. Bonds, 2010A 585,649 585,451 1,000 1,172,100 216 Limited Tax G.O. Refunding Bonds, ValleyComm 228,800 - 1,000 229,800 217 2011 Refunding Bonds 545,825 548,675 1,000 1,095,500 218 2014 Facility 113,130 113,130 - 226,260 206 LID Guaranty - - 669,000 669,000 233 2013 LID 794,284 736,005 870,524 2,400,813 301 Land Acquisition, Recreation & Park Devl. 3,273,000 292,000 337,000 3,902,000 302 Facility Replacement 4,380,000 4,415,000 1,787,204 10,582,204 303 General Government Improvements 320,550 330,641 249,809 901,000 304 Fire Improvements - - 550,200 550,200 401 Water 7,448,185 8,298,949 2,674,866 18,422,000 402 Sewer 8,636,400 9,796,006 1,553,594 19,986,000 411 Foster Golf Course 1,768,017 1,812,394 601,083 4,181,494 412 Surface Water 11,070,311 6,591,228 2,767,461 20,429,000 501 Equipment Rental 3,555,343 2,409,952 5,601,841 11,567,136 502 Insurance Fund 6,342,002 6,344,241 1,594,715 14,280,958 503 Insurance - LEOFF 1 Fund 948,819 617,391 205,981 1,772,191 611 Firemen's Pension 132,727 132,727 1,351,846 1,617,300 Total $ 133,515,682 $ 128,398,599 $ 37,262,250 $ 299,176,531 REVENUES 2015 Beginning Fund Balance 2015 Revenues 2016 Revenues Total Revenues 000 General $ 9,500,000 $ 56,731,999 $ 59,585,779 $ 125,817,778 101 Hotel /Motel 500,000 1,467,316 630,000 2,597,316 103 City Street 1,400,000 524,842 9,156,878 11,081,721 104 Arterial Street 600,000 21,302,000 14,004,080 35,906,080 105 Contingency 5,700,000 1,816 1,816 5,703,632 109 Drug Seizure Fund 60,000 60,000 60,000 180,000 200 LTGO Bonds - 537,000 878,333 1,415,333 211 Limited Tax G.O. Refunding Bonds, 2008 1,000 811,300 811,100 1,623,400 212 Limited Tax G.O. Bonds, 2009A 1,000 437,355 427,960 866,315 214 Limited Tax G.O. Bonds, 2010A 1,000 585,649 585,451 1,172,100 216 Limited Tax G.O. Refunding Bonds, ValleyComm 1,000 228,800 - 229,800 217 2011 Refunding Bonds 1,000 545,825 548,675 1,095,500 218 2014 Facility - 113,130 113,130 226,260 206 LID Guaranty 668,000 500 500 669,000 233 2013 LID 805,000 810,140 785,673 2,400,813 301 Land Acquisition, Recreation & Park Devl. 1,100,000 2,491,000 311,000 3,902,000 302 Facility Replacement 1,800,000 4,453,602 4,328,602 10,582,204 303 General Government Improvements 500,000 200,500 200,500 901,000 304 Fire Improvements 450,000 50,100 50,100 550,200 401 Water 6,500,000 5,829,000 6,093,000 18,422,000 402 Sewer 3,400,000 8,262,000 8,324,000 19,986,000 411 Foster Golf Course 600,000 1,769,747 1,811,747 4,181,494 412 Surface Water 2,200,000 11,261,000 6,968,000 20,429,000 501 Equipment Rental 4,500,000 3,613,043 3,454,093 11,567,136 502 Insurance Fund 3,500,000 5,186,929 5,594,029 14,280,958 503 Insurance - LEOFF 1 Fund 500,000 703,851 568,340 1,772,191 611 Firemen's Pension 1,500,000 58,650 58,650 1,617,300 Total $ 45,788,000 $ 128,037,095 $ 125,351,436 $ 299,176,531 48 TO: FROM: BY: DATE: City Tukwila Jim Haggerton, Mayor INFORMATIONAL �� mu�u��o�u�no u��x�� n�n��o�u��m��o��o�n Mayor Haggerton Finance & Safety Committee Peggy McCarthy, Finance Director Vicky Carlsen, Deputy Finance Director October 29, 2014 SUBJECT: Agreement to Extend Animal Services Inter local Agreement through December 31, 2017 ISSUE Approve agreement to extend the current Animal Services Inter local Agreement for King County to continue to provide animal services for unincorporated King County and 25 contract cities through December 31.2017. BACKGROUND King County has been providing regional animal control services for several years. In 2010, the County created a partnership with 26 cities. In 2012. 25 cities contracted with King County for a 3 year term, ending December 31, 2015. In June, 2012. the City approved and signed this Agreement that remains in effect through the end of next year. The agreement allows for 8n extension for an additional two-year term, ending December 31, 2017. The program and services are supported by pet licensing and fees/fines as well as the general fund of King County and many of the contracting cities. In 2013. program generated revenues supported 49% of program expenses. The remaining 51 % of operating expenses were supported by contributions from the County's general fund and payments from contract cities. The cost allocation model assigns 8096 of program expenses based on use (responses to calls, She|te[iDtgh8S,e\c.) 8nd2O96basedOnpOpu|adVOtOp[Ovide a correlation between the costs of the program and the use of the program. Tukwila data compared to all contract cities and unincorporated King County is as foliows: Tukwila 2014 population 2013 calls 2013 shelter intakes 2013 license count 19,210 186 210 1,180 All Entities 1.92% oftotal population 3.4O96of total calls 4,92% of total shelter intakes 1.2O96of total licenses DISCUSSION At the July 2014 Joint City County Collaboration (JC4) meeting, discussion was held as to whether to extend the current contract by two years or begin the process to negotiate a new contract. The County Executive supports the extension under the same terms and conditions and the cities that were in attendance at the meeting expressed the desire to extend the contract as well. INFORMATIONAL MEMO Page 2 At the October, 2014, meeting, cost estimates for all contracting cities were presented. Estimated costs for the City of Tukwila are as follows: 2015 $74,114 2016 93,109 2017 99,415 Timeline for extending the agreement is as follows: November 15, 2014 December 14, 2014 January 15, 2015 January 30, 2015 Non-binding indication of interest to extend agreement for 2 years, signed by Mayor or City Administrator Final estimate of 2015 payment calculation to RASKS City partners JC4 meeting: ILA extension/negotiation discussion Execution of 2 year extension of ILA All 25 contract cities must agree to the extension or RASKC will initiate the negotiations process. It is anticipated that it could take up to 18 months to negotiate a new agreement. RECOMMENDATION Council is being asked to authorize a two-year extension to the current Animal Control Inter local Agreement and consider this item at the November 10, 2014 Committee of the Whole meeting and subsequent November 17, 2014 Regular Meeting. ATTACHMENTS Draft Agreement to Extend Animal Control Services Inter local Agreement through December 31, 2017. Draft Estimated Payments 2014 - 2017 50 Regional Animal Services of King County Estimated Payments 2014 - 2017 Jurisdiction 2014 Load Factor 2014 Final Estimated Net Final Cost 2015 Load Factor 2015 Preliminary Estimated Net Final Cost 2013 -2015 New 2016 ■ Transition Program 1' Funding Load Factor i � (Annual) 2013 - 2015 Shelter Credits (Annual) Estimated' 2016 Revenue from Estimated from Net Final Licensing 1 Support Cost 2017 Estimated Net Final Cost Load Factor Change 2015 to 2016 Carnation , 0.1771% 1 0.6431% 1.2871% - $3,242 0.1772 %i $3,262 - $8,839 0.2062% $552 $0 $0 $0 - $5,118 - $5,476 0.0290% Duvall - $10,271 0.6433% 0.5227% $0 - $3,427 - $4,335 - 0.1206% Kenmore - 5,832 $0 $4,791 - $4,805 ° 1.2875 ° - $5,786 1.1527% $0 - $0 - - -- - $0, $0 $0 $0 -$684 - -- - $2,687 - 0.1348% Kirkland Lake Forest Park Redmond 4.8320% 0.8323 %� 2.4832% 2.1805% 4.8337 %1 - $0 $1,080 - $11,144 -- 4.4598% _ $0 $11,645 $3,897 - 0.3739% 0.8326 %= 2.4843 %' 0.6352 %; 2.9478%1 $0 $0 $0, $10,311 $0 - $40,230 $9,208 - $45,351 - $2,389 -0.1974% 0.4635% - 0.0052% Sammamish $8,744 2.1815% $4,755 2.1763% $0 $0 $0' $1,392 Shoreline 3.1717% ° 0.5096% - $13,214 $4,604 $412 $66,574 $662 3.1728% 0.5098 %: - $22,081 $2,859 2.9692% $0 $0 $0_ $0 - $16,424 - $21,582 - 0.2036% Woodinville 0.5133 %�. $0 $0! $0 $0 $1,819 $928 0.0035% Beaux Arts 0.0099% i 7.7708% 0.0099% 7.7734% $593 - $72,707 0.0095% $0, $0 $594 $578 - 0.0003% Bellevue (10) 6.9867 %' $0 $0 $0 - $66,307 - $78,445 - 0.7868% Clyde Hill ; 0.1393% 0.1393% $682 ° : 0.12081° $0! $1,449 $1,239 -0.0186% Issaquah 2.2882% - $57,296 $6,518 2.2888% - $57,783 2.3364% $0 $0 $0', - $64,163 - $68,222 0.0476% Mercer Island 0.8954% 0.8958%1 $6,232 1.1342 %• $0, $0 $0' $0 $586 $0! - $8,089 $0 - $24,304 - $10,059 0.2384% Newcastle 1 0.6669% 1 0.7270% - $13,125 - $12,226 0.6671 ° % - $14,433 0.8298 %!; - $25,745 0.1628% North Bend 0.7272% - $18,261 0.7892 %1 $1,376 $0 - $22,810 - $24,181 0.0620% Snoqualmie 0.6053% 0.0392% - $2,646 $905 0.6055 %, 0.0392 %' - $1,690 $1,070 0.7212% $0 $0 $0 - $8,926 - $10,179 0.1157% Yarrow Point 0.0569% $01 $0 $0 $55 -$44 0.0177% Black Diamond 0.5058 %, - $9,718 0.5059 % - $5,990 0.5143 %; $1,209 $3,263 $0 - $7,289 - $8,182 0.0084% Covington 2.8950 ° %, - $53,993 - $33,472 2.8954 %I 2.0619% - $56,198 3.8827% $5,070 $36,4091 $28,407 $0 - $114151 - $120,896 0.9873% Enumclaw T 2.0616% - $41,157 1.8439 %1 $11,188 $0' - $32,873 - $36,077 - 0.2180% Kent Maple Valley 22.4358% 2.4860% - $271,193 $49,310 22.4382 % 2.4865 %1 - $303,803 -$54,018 20.7743 %, 3.1164 °% $110,495 $6,027 $495,870 $6,867 $116,611', $61,9871 $750,000. $0; - $251,743 $01 - $92,062 $0$122,943 $0 - $93,109 $0 - $839,305 - $287,834 - $97,476 - $132,439 - 1.6640% 0.6299% - 0.0216% SeaTac 5.4870 %!, - $107,508 5.4876 %1 - $114,943 5.4660% $7,442 Tukwila ± 3.3815 %1 - $69,849 3.3819% - $74,114 3.6299% $5,255 - $99,415 - $895,254 0.2481% 0.7311% KC Unincorporated 1 31.4888% - $735,903 31.4736 %' - $747,414 32.2047 %1 $148,614 1The Program Load Factor is to be Reset based on 2014 usage and 2015 population for 2016 per the 2013 -15 ILA. For the draft 2016 estimate, 2013 usage and 2014 population was used. General Note: 2013 Pet Licensing Revenue has been used for 2015, 2016 and 2017. Non - Licensing revenue ($334,000) has been assumed for purposes of this estimate for 2015 -2017. Draft Regional Animal Services of King County September 4, 2014 Budgeted Allocable Cost 2013 -2017 (Estimated) 1 The Budget Inflator Cap for 2014 is final The Budget Inflator Cap for 2015 is a preliminary estimate The Budget Inflator Cap for 2016 and 2017 are based on a 1% annual population growth estimate and the estimated CPI -U for 2015 and 2016 (King County Office of Economic and Financial Analysis - August 2014 Forecast ) 2 New Base Year - The 2013 -15 ILA established 2013 and 2016 as base years, whereby the allocated cost is updated for actual usage and population and a new Program Load Factor is set In 2014 and 2015, as well as 2017, costs are allocated based on the Program Load Factor established in the base year unless adjustments to the Program Load Factor are made due to annexations and/or the addition of a "Latecomer City" as defined in the ILA. DRAFT Regional Animal Services of King County September 3, 2014 Budget Inflator Cap applied to Budgeted Total Allocable Cost Budget Inflator Cap applied to Service Categories (for purposes of creating a 2016 Cost Estimate Only) Actual/ Estimated Control Shelter Licensing Total Budget Control Shelter Licensing Total Inflator Cap' 2013 Budgeted Total Allocable Cost (Base) 1,770,487 1 2,819,960 673,640 5,264,087 1,770,487 2,819,960 673,640 5,264,087 Base 2013 Budgeted Non- Licensing Revenue 90,574 119,678 j 13,265 223,517 Year 2013 Budgeted New Regional Revenue (50 %) 1 i - 2013 Budgeted Net Allocable Costs 1,679,913 2,700,282 1 660,375 1 5,040,570 2014 Budgeted Total Allocable 5,383,056 1,810,500 1 2,883,691 688,864. 5,383,056 2014 Budgeted Non - Licensing Revenue 279,000 2 26% 279,000 2014 Budgeted New Regional Revenue (50 %) - 2013 Budgeted Net Allocable Costs 5,104,056 1 5,104,056 1 i i 2015 Budgeted Total Allocable (Preliminary) 5,547,778 1,865,901 2,971,933 i 709,944: 5,547,778 2015 Budgeted Non - Licensing Revenue 334,400 o 334,400 2015 Budgeted New Regional Revenue (50 %) 3.06/ 2015 Budgeted Net Allocable Costs 5,213,378 5,213,378 New 2016 Budgeted Total Allocable (Preliminary) 1,922,065 1 3,061,388 731,313 1 5,714,766 1,922,065 1 3,061,388 1 731,313 5,714,766 Base 2016 Budgeted Non - Licensing Revenue 131,000 ; 123,400 80,000 334,400 3.01% 131,000 123,400 80,000 334,400 2 2016 Budgeted New Regional Revenue (50 %) - - 1 - - - - I Year 2016 Budgeted Net Allocable Costs 1,791,065 1 2,937,988 1 651,313 1 5,380,366 1,791,065 2,937,988 1 651,313 5,380,366 2017 Budgeted Total Allocable (Preliminary) 5,888,495 5,888,495 2017 Budgeted Non - Licensing Revenue 334,400 3.04% 334,400 2017 Budgeted New Regional Revenue (50 %) - 2017 Budgeted Net Allocable Costs 5,554,095 _ _ 5,554,095 1 The Budget Inflator Cap for 2014 is final The Budget Inflator Cap for 2015 is a preliminary estimate The Budget Inflator Cap for 2016 and 2017 are based on a 1% annual population growth estimate and the estimated CPI -U for 2015 and 2016 (King County Office of Economic and Financial Analysis - August 2014 Forecast ) 2 New Base Year - The 2013 -15 ILA established 2013 and 2016 as base years, whereby the allocated cost is updated for actual usage and population and a new Program Load Factor is set In 2014 and 2015, as well as 2017, costs are allocated based on the Program Load Factor established in the base year unless adjustments to the Program Load Factor are made due to annexations and/or the addition of a "Latecomer City" as defined in the ILA. DRAFT Regional Animal Services of King County September 3, 2014 AGREEMENT TO EXTEND ANIMAL SERVICES INTERLOCAL AGREEMENT THROUGH DECEMBER 31, 2017 This AGREEMENT is made and entered into by and between KING COUNTY, a Washington municipal corporation and legal subdivision of the State of Washington (the "County") and the undersigned Cities ("Contracting Cities"). WHEREAS, the County and each Contracting City entered into an Inter local Agreement regarding the provision of animal control, sheltering and licensing services for the period of 2013 through 2015 ("Inter local Agreement"); and WI IEREAS, the Inter local Agreement took effect on July 1, 2012 and remains in effect through December 31, 2015, unless otherwise extended through December 31, 2017; and WHEREAS, the County and Contracting Cities ("the Parties") wish to extend the Inter local Agreement through December 31, 2017, as contemplated within Section 4 of the Inter local Agreement; NOW THEREFORE, in consideration of the promises, covenants and agreements contained in the Interlocal Agreement, as extended, the Parties agree as follows: 1 The Interlocal Agreement shall remain in effect through December 31, 2017 under the same terms and conditions and may not be terminated for convenience. 2. The County may sign an agreement with additional cities for provision of animal services prior to the expiration of the Interlocal Agreement, but only if the later agreement will not cause an increase in the Contracting Cities' costs payable to the County under this Agreement. 3. The Parties agree that, in light of their decision to now extend the Interlocal Agreement for an additional two year term as provided herein, procedures set forth in Section 4 of the Interlocal Agreement for meeting to discuss the prospect of an extension, for proposing amendments to the Interlocal Agreement during the extended term and for providing notice of intent to extend the Interlocal Agreement are superfluous. The Parties accordingly waive their rights to such procedures. 4. This Agreement to extend the Interlocal Agreement may be executed in counterparts by each Contracting City and each such counterpart shall be deemed to be an original instrument, but all such counterparts together shall constitute one instrument. IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed effective this day of , 2014. 53 King County Dow Constantine King County Executive City of Name Title (Mayor /City Manager) Date Date Approved as to form: King County City Al Deputy Prosecuting Attorney orney Date 54