Document Woodburn_doc_4d44c655ad

City of Woodburn, Oregon and Woodburn Urban Renewal Agency ADOPTED BUDGET FY 2017-18 ---PAGE BREAK--- Cover artwork by Hampton Rodriguez Used with permission Woodburn Fiesta Mexicana (aka Fiesta) began in 1964 to mark the end of the harvest and thank the community's farmers and workers. Now in its 54th year, the tradition continues to celebrate the Hispanic culture with family orientated festivities which include a: Queen and Court coronation, parade, classic cars, carnival, soccer tournament, excellent food and amazing entertainment. In 2017 the annual Woodburn Fiesta Mexicana was officially named the first Hispanic Oregon Heritage Tradition by the Oregon Heritage Commission. Fiesta is held at Legion Park the first weekend in August. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 1 City of Woodburn Adopted Fiscal Year 2017-18 Budget Table of Contents Introduction GFOA Distinguished Budget Presentation Award Budget Committee Members Budget Message FTE Summary by Supervising Department 15 Property Tax Analysis 16 Major Taxpayers 18 Summary of Revenues and Expenditures – All Funds 19 Estimated Ending Fund Balances 20 Reader’s Guide 21 Reader’s Guide 23 Fund Structure 24 About Woodburn 26 City Statistics – Location and Demographics 26 City Statistics – Services 27 City of Woodburn Budget Calendar 29 Budgeting in Oregon 30 Budgeting in the City of Woodburn 32 Budget Document Columns 32 Budget Assumptions 33 Council Goals 34 Organizational Chart 36 General Services 39 Summary of Revenues and Expenditures – General Fund 001 40 General Fund Revenue Sources and Other Discussion 41 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 2 General Fund – Revenue Detail 42 Summary of General Fund Expenditures by Department 45 General Fund – Expenditures by Department 46 Council & Mayor 46 Administration 48 Economic Development 50 City Recorder 52 City 54 Finance 56 Human Resources 58 Municipal Court 61 Police 62 Library 68 Recreation 70 Aquatics 72 Retired and Senior Volunteer Program (RSVP) 75 Community Services Administration 76 Planning 78 Engineering 80 Parks and Facilities Maintenance 83 Non-Departmental 86 Contingency/Ending Fund Balance 89 Transit Fund – 110 91 Street Fund – 140 96 GO Debt Service Fund – 250 102 Utility Funds 103 Water Fund – 470 104 Sewer Fund – 472 110 Capital Construction Funds 117 General Cap Const Fund – 358 118 Street & Storm Cap Const Fund – 363 120 Sewer Cap Const Fund – 465 122 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 3 Water Cap Const Fund – 466 124 Special Revenue Funds 127 Building Inspection Fund – 123 128 Asset Forfeiture – 132 133 Housing Rehabilitation Fund – 137 134 Special Assessment Fund – 360 137 Parks SDC Fund – 364 138 Street SDC Fund – 376 140 Storm SDC Fund – 377 142 Water SDC Fund – 474 143 Sewer SDC Fund – 475 144 Internal Services Funds 145 Information Technology Fund – 568 146 Insurance Fund – 581 150 Equipment Replacement Fund – 591 152 Trust Funds 155 Library Endowment Fund – 690 156 Museum Endowment Fund – 691 157 Lavelle Black Trust Fund – 695 158 Supporting Schedules 159 Debt Overview 160 Personnel Allocation 162 FTE Detail by Supervising Department 165 Budgeted Transfers 169 Capital Construction Projects 170 Current Year Projects 171 Project Data Sheets 171 Capital Improvement Plan – FY 2018-19 to FY 2022-23 194 Appendices 195 Glossary 196 Budget Policies & Fiscal Strategy 201 Five-Year Forecast 211 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 4 Wage Scales 229 Part-Time Wage Scale 229 AFSCME Wage Scale 230 Woodburn Police Association (WPA) Wage Scale 231 Police Management Wage Scale 231 Unrepresented Wage Scale 232 Chart of Accounts 233 LB-1 Notice of Budget Hearing 241 Budget Resolution 243 Urban Renewal Agency (URA) – 720 247 UR-1 Notice of Budget Hearing 252 Urban Renewal Agency Budget Resolution 253 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 5 Introduction GFOA Distinguished Budget Presentation Award Budget Committee Members Budget Message FTE Summary by Supervising Department Property Tax Analysis Major Taxpayers Summary of Revenues and Expenditures – All Funds Estimated Ending Fund Balances ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 6 GFOA Distinguished Budget Presentation Award The Government Finance Officers Association of the United States and Canada (GFOA) presented a Distinguished Budget Presentation Award to the City of Woodburn for its annual budget for the fiscal year beginning July 1, 2016. This is the fifth year in a row the City of Woodburn has been honored with this award. In order to receive this award, a governmental unit must publish a budget document that meets program criteria as a policy document, as an operations guide, as a financial plan and as a communication device. This award is valid for a period of one year only. We believe our current budget continues to conform to program requirements, and we are submitting it to GFOA to determine its eligibility for another award. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 7 City of Woodburn, Oregon Budget Committee Members FY 2017-18 Electors Don Judson – Position I John Zobrist – Position II Matthew Geiger – Position III Elida Sifuentez – Position IV Patty Soza – Position V John Reinhardt – Position VI Councilors Juan Serratos – Ward I Lisa Ellsworth – Ward II Robert Carney – Ward III Sharon Schaub – Ward IV Frank Lonergan – Ward V Eric Morris – Ward VI Term Expires Dec. 2019 Dec. 2019 Dec. 2018 Dec. 2018 Dec. 2019 Dec. 2018 Dec. 2020 Dec. 2020 Dec. 2018 Dec. 2018 Dec. 2018 Dec. 2020 City Administrator Scott Derickson Finance Director Sandra Montoya Julie Moore Senior Management Analyst City of Woodburn 270 Montgomery St. Woodburn, OR 97071 [PHONE REDACTED] www.ci.woodburn.or.us ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 8 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 9 Budget Message 270 Montgomery Street, Woodburn OR 97071 May 3, 2017 City Councilors, Budget Committee Members and Citizens of Woodburn: For your consideration, I’m pleased to present the Proposed Fiscal Year (FY) 2017-18 Budget. The proposed budget continues to provide critical services and programs, as well as continuing to address City Council goals. The total proposed budget, including contingencies and reserves, is $82.7 million, which includes a $19.7 million General Fund budget. Overall there is a growing sense of optimism as Woodburn’s local economic indicators continue to improve from losses experienced during the last economic recession. Proposed industrial and residential annexations, lower unemployment rates and a strengthening General Fund cash position support a better outlook for FY 2017-18. Nevertheless, I’m still urging caution as significant operating costs continue to grow at an alarming rate, primarily consisting of employment-related expenses. As the City sees signs of economic recovery, it has become clear that previous General Fund reductions in both staffing and programs, combined with cost-containment strategies and adherence to the City Council’s Budget Polices, have resulted in a stronger financial and cash positions than otherwise would have occurred. The City Council and Woodburn Budget Committee members are commended for helping the City navigate difficult financial times with both sound financial management practices and a strong vision for Woodburn’s future. Some of the highlight’s for the FY 2017-18 Proposed Budget include:  Three new positions are proposed including one police officer, a senior planner and a human resources specialist. There are also increases in part-time staffing hours in Finance and Information Technology. Citywide personnel service costs will increase by 4.4 percent.  Employee benefit increases include a 23 percent PERS increase, an 11 percent increase in long-term disability insurance and a 6 percent increase in general health benefit costs.  A proposed General Fund transfer of $750,000 to the General Capital Construction Fund to address long needed repairs to City facilities. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 10 • General Fund The General Fund, which allocates the City’s only discretionary revenues and provides critical to community programs such as police, parks, library, planning, finance, etc. is central to the City’s ability to fulfill its mission. Because of the General Fund’s personnel-intensive programs, personnel costs represent a lion’s share of its annual budget. The General Fund’s primary revenue sources include property taxes, franchise fees and shared state revenues (liquor, cigarette taxes, etc.). A General Fund budget (excluding contingencies and reserves) of $14.3 million is proposed for FY 2017-18. This figure is 8.9 percent, or $1,171,098 higher than the City’s FY 2016-17 Amended Budget, primarily due to a $750,000 transfer to the General Capital Construction Fund to address critical building repair needs. Excluding this transfer, the year-over-year increase in the General Fund budget is 3.2 percent, or $421,098 higher. The General Fund is supported by budgeted revenues of $13.8 million and a $5.9 million beginning fund balance. Revenues are budgeted to increase by 8.7 percent or, $1.1 million compared to the FY 2016-17 Budget. The increase is primarily driven by improved tax revenues of $771,775, followed by increases to charges for goods and services of $196,624. The City Council’s mandated 17 percent General Fund Contingency Reserve is met for FY 2017-18 and totals $2.3 million. The City also increased the PERS reserve from $250,000 to $1.5 million in an effort to prepare for PERS rate increases anticipated to occur every biennium for the next 20 years. In FY 2017-18 the PERS rate increase was 25 percent in the General Fund, and 23 percent citywide. The 2017 Oregon Legislative Session includes bills which may result in statewide PERS reform that will either lessen the need for a PERS reserve, or provide information to allow municipalities to better manage the currently unsustainable cost increases. The General Fund’s Shortfall Management Reserve (SMR) is retained at $1,008,193, and the Reserve for Facilities has been increased by $511,768 to $611,768 in anticipation of additional facility repair needs. As has been the practice in past years, the General Fund continues to budget more expense than revenues. For FY 2017-18, the General Fund expense over revenue shortfall is budgeted to be $514,227. The shortfall is managed with the application of General Fund beginning fund balance. Typically, this difference is then recovered via savings or budget cuts that occur over the course of the year. This approach has allowed the City to maintain higher levels of services pending actual property tax revenues and finalized expenses, such as health care rates, etc. As expenses continue to outpace revenues a cautious approach to General Fund spending is recommended. While overall the financial picture is an improvement over the prior recessionary-response years, the Transit Fund will experience an operational reduction. A FY 2017-18 funding shortfall due to flat federal/state funding for operations and escalating costs, required the elimination of a full-time transit clerk position in order to balance the budget. The position will be replaced with a part-time (19 hours per week) driver. This action will improve the customer service efficiency since the driver will also be able to schedule and dispatch. The Transit Fund reduction serves as a reminder that Woodburn’s programs are vulnerable and continued prudent resource management is required. As a result the Proposed FY 2017-18 Budget addresses some, but not all, of the needs in staffing, supplies, training, and maintenance that have been postponed in prior years. We will continue to manage the City’s resources with caution for future cost increases and economic downturns, while seeking opportunities to improve efficiency or generate revenue. I would like to thank the Budget Committee members, who despite being busy members of our community have studied the volumes of material provided and are donating your time to attend the annual Budget Committee ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 11 meeting. I would also like to thank department heads and City staff for adhering to the City’s budget policies and prudent financial management throughout the years, and their participation in generating a comprehensive budget document. I am very proud to share that for the fifth year in a row the City has received a Distinguished Budget Presentation Award from the Government Finance Officers Association. From a work product standpoint, this recognition constitute a significant accomplishment. The following pages provide some financial highlights of the detail found in the budget book. • FY 2017-18 Overall Budget On March 13, 2017, the Woodburn City Council adopted its prioritized goals for FY 2017-18 (found in the “Council Goals” section on page 34), and these goals form the basis for priorities recommended in this budget. The proposed FY 2017-18 expenses budgeted for all funds (excluding transfers, contingencies and reserves) is $44.1 million. As required by state law, the proposed budget is balanced. • Revenues Woodburn relies on two major sources of revenue to fund operations: property taxes and charges for goods and services (e.g. utility charges and fees). These two revenue categories constitute more than 70 percent of the operating revenue and significantly affect the City’s ability to fulfill our mission. Property tax serves as the largest source of funding for critical General Fund programs such as police, library, parks aquatics, etc. However, in the years following the 2008 recession, property tax revenues proved to be vulnerable and required the City to reduce operations in order to keep expenditures at or below incoming resources. These secondary revenue sources are essential to the overall financial health of the City and are historically less volatile than our primary revenue sources. In the last two years property tax revenue has begun to rebound, and FY 2017-18 is budgeted 8.2 percent higher than the current year budget. The increase beyond the 3 percent statutory limit is primarily due to reduction in property tax compression, one-time adjustments to the maximum assessed value following assessed value appeals and assess value reductions experienced during the recession and new construction. FY 2017-18 Budget Highlights  $44.1M Operating Budget  $12.2M Capital Expenditures  7.7 percent Property Tax revenue increase 1.100 1.150 1.200 1.250 1.300 1.350 1.400 1.450 1.500 1.550 Billions Fiscal Year Assessed Value ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 12 Utility charges fund the City’s water and sewer operations. These programs provide clean and safe drinking water to customers and provide for the collection, treatment, and discharge of sewer and storm water. Utility charges are impacted by rates, consumption, and infrastructure needs which are driven by population growth, new construction, regulatory compliance, and repairs. In anticipation of needed sewer system improvements, rate increases were last increased July 1, 2014. There have not been any additional increases approved by the City Council, so this budget assumes sewer rates will remain relatively flat in the coming year. Water consumption has rebounded since the recession and it is anticipated to grow at a modest pace. Many of the planned water improvement projects are related to expansion of the urban growth boundary, which will put more demand on the current system. As water rates have not increased since FY 2005- 06, it is anticipated that the Water Master Plan update initiated in FY 2016-17 will result in a recommendation for a rate increase and an accelerated need for improvement projects. Other revenues supplement the City’s operations include: franchise fees (levied on utilities for use of public right- of-way), intergovernmental revenue (state shared revenue, liquor and cigarette taxes, transportation revenues) and fines (municipal court). • Expenditures Personnel services represent the majority of the City’s operating costs. The Proposed FY 2017-18 Budget increases the personnel services category by 4.4 percent, which includes three additional full-time positions, an increase to part-time hours and increases for merit/cost-of-living-adjustments. In the Proposed FY 2017-18 Budget, personnel services account for 33.6 percent of total expenditures, and 46.4 percent of non-capital expenditures. The Proposed FY 2017-18 Budget increases Materials & Services by 6.9 percent, or $738,333 over the current fiscal year. Consistent with City policy, operating departments did not increase their bottom line appropriations unless increases could be offset by revenue. Exceptions have been made for costs to advance City Council goals, or costs 4,500 5,000 5,500 6,000 6,500 7,000 7,500 8,000 8,500 9,000 Thousands Sewer Rate Revenue 3,000 3,100 3,200 3,300 3,400 3,500 3,600 3,700 Thousands Water Rate Revenue ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 13 driven by external factors outside of the control of the departments, such as utilities, building maintenance, information technology, insurance, and maintenance projects. Debt service obligations total $5.6 million, which represents 12.7 percent of expenditures. For a detailed listing of the outstanding balance and annual debt service of the City, please refer to the Debt Overview section on page 160. • Capital Construction Plan The Proposed FY 2017-18 Budget capital spending totals 27.7 percent, or $12.2 million, of total expenditures. Part of the expenditure budget is for the final payment on the City’s phone system and network upgrades. The majority of the capital budget, or $10.9 million, is for capital construction projects, which can be found in detail beginning on page 170. Each project has a specific scope and budget, and the project data sheets are included in the Proposed FY 2017-18 Budget. With the exception of projects requiring external financing, projects are budgeted for the full cost, even if the project is expected to span multiple budget periods. This ensures that budget authority is available for the project should the schedule accelerate, and prevents inadvertent over expenditures. All capital projects are individually reviewed and authorized by the Public Works Director, Finance Director and City Administrator prior to inclusion in the annual budget. The City still has a significant amount of deferred maintenance that will be an issue for years to come. Significant capital projects in this budget include:  West Hayes street improvement: $3.1 million  Fourth Street (Garfield to Harrison) storm replacement: $1.2 million  West Hayes sanitary sewer improvements: $1.3 million  Wastewater Treatment Plant – Natural Treatment Project: $1.0 million  Young Street sanitary pipeline project: $1.6 million  Facilities improvements at various city buildings: $0.75 million • Contingencies and Reserves Woodburn’s ending fund balances are comprised of contingency and reserve line items. The Proposed FY 2017- 18 Budget contains all City Council-mandated contingency balances levels for each operating fund as well as reserves including debt service, dedicated construction funds, or for other specific purposes. These balances cannot be expended without specific City Council approval. • Urban Renewal Agency Woodburn’s Urban Renewal Agency (URA) is in the process of prioritizing projects and considering new debt. This URA’s budget includes the following capital project:  Downtown public restroom: $200,000  Bungalow Theater & Museum Restoration: $100,000  Alley improvements (Phase $50,000  Alley improvements (Phase II): $72,000  North First Street Design: $400,000 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 14 • Conclusion The Proposed FY 2017-18 Budget allocates limited resources in a manner that supports the strategic goals and direction provided by the Mayor and City Council. It is my recommendation as Woodburn’s Budget Officer that the Budget Committee approve the Proposed FY 2017-18 Budget as submitted. I am proud of the progress made over the past few years. Sincerely, Scott Derickson City Administrator ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 15 FTE Summary by Supervising Department Actual Actual Budget Budget FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FTE % FTE Department FTE FTE FTE FTE Change Change City Administrator 2.35 2.35 2.35 2.35 - 0.0% Economic Development - 1.00 1.00 1.00 - 0.0% City Attorney 2.45 2.45 2.45 2.45 - 0.0% City Recorder 1.20 1.20 1.20 1.20 - 0.0% Community Development 6.00 6.50 6.75 7.75 1.00 14.8% Community Services 43.89 43.64 44.21 43.42 (0.79) -1.8% Human Resources 2.00 2.00 1.00 2.00 1.00 100.0% Finance/IT/Muni Court 13.46 12.86 12.86 13.70 0.84 6.5% Police 41.11 42.61 42.69 43.62 0.93 2.2% Public Works 40.00 37.83 38.00 38.00 - 0.0% Total FTE 152.46 152.44 152.51 155.49 2.98 2.0% Breakdown of this table is provided in FTE Detail by Supervising Department on page 165. City Administrator 1% Economic Development 1% City Attorney 2% City Recorder 1% Community Development 5% Community Services 28% Human Resources 1% Finance/IT/Muni Court 9% Police 28% Public Works 24% FTE By Supervising Department ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 16 Property Tax Analysis 4,000,000 4,500,000 5,000,000 5,500,000 6,000,000 6,500,000 7,000,000 7,500,000 8,000,000 8,500,000 2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 Property Tax Budgeted vs. Actual Collected - General Fund Budgeted Actual Collected Fiscal % Change Year Budgeted Actual Collected in Actuals 2007-08 6,821,735 6,756,640 4.5% 2008-09 7,254,000 7,063,853 4.5% 2009-10 7,252,000 7,336,823 3.9% 2010-11 7,351,000 7,330,490 -0.1% 2011-12 7,495,000 7,410,058 1.1% 2012-13 7,625,000 7,088,099 -4.3% 2013-14 7,000,000 7,138,762 0.7% 2014-15 7,200,000 7,508,936 5.2% 2015-16 7,900,000 7,915,800 5.4% 2016-17 8,058,000 8,350,000 * 5.5% 2017-18 8,720,576 General Fund * Year-end revenue projection ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 17 Property Tax Analysis - Continued 4,000,000 5,000,000 6,000,000 7,000,000 8,000,000 9,000,000 10,000,000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 $ Total Taxes for Distribution City of Woodburn (District 119) The values depicted in the graph are for total tax dollars levied for distribution to the City of Woodburn. Often this total will never be completly collected due to non payments of real property tax or the 3% discount for paying in full.*** Source: Marion County Assessor's Office The City of Woodburn’s permanent tax rate is $6.0534 per thousand, as set by Measure 50 in 1997-98. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 18 Major Taxpayers The City of Woodburn is diverse in many ways, and the businesses that have flourished here reflect that. There is world class shopping at the Woodburn Premium Outlets - one of Oregon’s most popular tourist attractions. Below is a listing of the major taxpayers for FY 2016-17: Taxpayer 2016-17 Assessed Value 2016-17 Assessed Taxes % of City Assessed Value* WINCO FOODS LLC 83,306,033 1,535,013 4.34% WOODBURN PREMIUM OUTLETS LLC 62,473,396 1,215,733 3.25% FOOD SERVICES OF AMERICA INC 30,560,850 554,928 1.59% WAL-MART REAL ESTATE BUSINESS TR 16,101,040 313,397 0.84% HARDWARE WHOLESALERS INC 15,538,050 282,106 0.81% CASCADE MEADOW LLC 13,062,910 254,262 0.68% CROWN 2 DEVELOPMENT LLC 11,678,800 227,321 0.61% NORTHWEST NATURAL GAS CO 10,453,000 189,783 0.54% PORTLAND GENERAL ELECTRIC CO 10,123,276 183,889 0.53% PACIFIC REALTY ASSOCIATES LP 9,451,290 183,491 0.49% KWDS LLC 8,826,160 165,623 0.46% ARGO WOODBURN LLC 8,937,160 163,370 0.47% STONEHEDGE PROPERTIES INC 90% & 8,131,140 150,018 0.42% WOODBURN PLAZA LLC 7,065,610 137,528 0.37% K&R HOLDINGS 6,840,370 133,144 0.36% FLEETWOOD HOMES INC 7,236,230 131,380 0.38% CAPITAL DEVELOPMENT COMPANY 6,870,000 124,730 0.36% 3099 PACIFIC LLC 6,018,830 109,277 0.31% EARL A DOMAN LLC 5,586,420 108,457 0.29% ART MORTGAGE BORROWER PROPCO 5,494,990 106,682 0.29% SPECIALTY POLYMERS INC 5,824,376 105,746 0.30% WOODBURN INVESTMENT ASSOC LTD 5,796,290 105,236 0.30% SABROSO COMPANY 5,779,570 104,933 0.30% BAKER,PAMELA RAE 4,602,370 88,244 0.24% VILLAGE BY THE GREEN LLC 4,455,900 85,611 0.23% *Total City assessed value for 2016-17 was $1,920,324,583 Source: Marion County Assessor's Office The assessed valuation of $1,920,324,583 for FY 2016-17 was $125,164,052, or 8 percent, higher than FY 2015- 16 of $1,778,119,334. This significant increase in assessed values and associated revenues is not expected to occur again next year. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 19 Summary of Revenues and Expenditures – All Funds FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 % Actual Actual Budget Budget Change Beginning Balance 38,419,916 35,999,348 35,541,807 41,959,260 18.1% Revenues Taxes 8,724,439 9,180,586 9,216,000 10,008,775 8.6% Licenses and Permits 624,483 492,106 700,889 733,326 4.6% Intergovernmental 3,460,179 2,879,624 3,681,313 3,814,789 3.6% Charges for Goods and Services 12,915,421 12,997,210 13,149,807 13,692,780 4.1% Fines and Forfeits 670,455 423,520 467,400 467,500 0.0% Franchise Fees 2,084,295 2,065,564 2,016,323 2,080,674 3.2% Miscellaneous Revenue 2,385,557 2,622,331 2,510,263 2,941,545 17.2% Other Financing Sources 16,878 80,118 20,000 20,000 0.0% Total Revenues (excluding transfers) 30,881,706 30,741,059 31,761,995 33,759,389 6.3% Total Beg. Bal. and Revenues 69,301,622 66,740,407 67,303,802 75,718,649 12.5% Expenses Personnel Services 12,872,588 12,932,991 14,178,685 14,799,951 4.4% Materials and Services 8,684,321 9,233,648 10,744,485 11,542,818 7.4% Capital Outlay 6,298,426 1,159,970 10,018,366 12,202,900 21.8% Debt Service 5,446,939 5,101,047 5,260,245 5,619,633 6.8% Total Expenses Before Contingency 33,302,274 28,427,656 40,201,781 44,165,302 9.9% Contingency & Reserves - - 27,102,021 31,553,347 16.4% Total Expenses (excluding transfers) 33,302,274 28,427,656 67,303,802 75,718,649 12.5% Net Fund Balance 35,999,348 38,312,751 - - Total Expenses and Fund Net 69,301,622 66,740,407 67,303,802 75,718,649 12.5% Transfers 1,122,949 1,458,297 4,477,755 7,025,367 56.9% Total Budget 70,424,571 68,198,704 71,781,557 82,744,016 15.3% Taxes 30% Licenses and Permits 2% Inter- governmental 11% Charges for Goods and Services 41% Fines and Forfeits 1% Franchise Fees 6% Misc Revenue 9% All Funds - Revenues by Class FY 2017-18 Personnel Services 33% Materials and Services… Capital Outlay 27% Debt Service 13% All Funds - Expenses by Class FY 2017-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 20 Estimated Ending Fund Balances Projected Balance Projected Balance July 1, 2017 Increases Decreases June 30, 2018 % Change General Services General Fund - 001 5,900,000 13,816,533 (14,330,760) 5,385,773 -8.7% Transit Fund - 110 140,000 644,445 (621,008) 163,437 16.7% Street Fund - 140 3,365,799 2,101,751 (4,222,755) 1,244,795 -63.0% GO Debt Service Fund - 250 3,100 536,070 (537,136) 2,034 -34.4% Total General Services 9,408,899 17,098,799 (19,711,659) 6,796,039 Utility Funds Water Fund - 470 2,359,924 3,642,566 (3,697,414) 2,305,076 -2.3% Sewer Fund - 472 7,889,407 8,451,113 (9,237,776) 7,102,744 -10.0% Total Utility Funds 10,249,331 12,093,679 (12,935,190) 9,407,820 Capital Construction Funds General Cap Const Fund - 358 - 780,000 (780,000) - 0.0% Street & Storm Cap Const Fund - 363 - 4,620,000 (4,620,000) - 0.0% Sewer Cap Const Fund - 465 12,085,886 1,700,530 (5,060,000) 8,726,416 -27.8% Water Cap Const Fund - 466 1,883,561 157,174 (280,000) 1,760,735 -6.5% Total Capital Construction Funds 13,969,447 7,257,704 (10,740,000) 10,487,151 Special Revenue Funds Building Inspection Fund - 123 538,587 1,318,970 (1,267,890) 589,667 9.5% Asset Forfeiture - 132 9,571 90 (9,661) - -100.0% Housing Rehab Fund - 137 251,001 23,410 (23,644) 250,767 -0.1% Special Assessment Fund - 360 4,875 5,970 - 10,845 122.5% Parks SDC Fund - 364 295,141 204,170 (162,987) 336,324 14.0% Street SDC Fund - 376 2,703,796 274,704 (2,237,495) 741,005 -72.6% Storm SDC Fund - 377 581,153 32,590 (140,000) 473,743 -18.5% Water SDC Fund - 474 1,277,486 146,170 (190,000) 1,233,656 -3.4% Sewer SDC Fund - 475 1,271,304 240,360 (580,000) 931,664 -26.7% Total Special Revenue Funds 6,932,913 2,246,434 (4,611,677) 4,567,670 Internal Services Funds Information Technology Fund - 568 180,000 1,083,119 (1,101,311) 161,808 -10.1% Insurance Fund - 581 174,458 880,446 (972,461) 82,443 -52.7% Equipment Replacement Fund - 591 974,811 123,560 (1,098,371) - -100.0% Total Internal Services Funds 1,329,269 2,087,125 (3,172,143) 244,251 Trust Funds Library Endowment Fund - 690 26,700 350 - 27,050 1.3% Museum Endowment Fund - 691 700 5 - 705 0.0% Lavelle Black Trust - 695 42,000 660 (20,000) 22,660 -46.0% Total Trust Funds 69,400 1,015 (20,000) 50,415 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 21 Reader’s Guide Reader’s Guide Fund Structure About Woodburn City Statistics – Location and Demographics City Statistics – Services City of Woodburn Budget Calendar Budgeting in Oregon Budgeting in the City of Woodburn Budget document Columns Budget Assumptions Council Goals Organizational Chart ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 22 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 23 Reader’s Guide The budget document serves two distinct purposes: The first is to present the City Council and the public with a clear picture of the services the City provides and the policies that are available. The second is to provide City management with a financial and operating plan that conforms to its accounting system. Introduction This section provides an overview of the key issues and the major areas of emphasis for the City. It also includes budget summaries that present the overview of the budget as an operating and financial plan. Budget Message. The budget message, prepared for the Budget Committee, summarizes key features and issues shaping the budget for the coming year, followed by summary schedules for revenues and expenditures, property taxes and budgeted departmental staffing levels. Changes made subsequent to the Budget Committee meeting are not reflected in the budget message. Reader’s Guide. The purpose of the reader’s guide is to outline how the budget document is presented, and to define key elements for the reader. In addition to the organization chart, there is a brief profile of the City of Woodburn, which describes the context in which our municipal government operates. Budgets. The budgets are presented in service categories, which contain various departments/divisions, in numerical order, presented with a narrative describing the department’s/division’s function and the budget for the coming year as well as prior years’ budget and actual information. Both summary tables and detail tables have been included for active funds with a significant amount of activity. Funds with limited activity have only one type of table. Governmental funds use a modified accrual basis of budgeting and reporting. Under this method revenues are budgeted if they are measurable and available within 60 days of fiscal year end. Revenues subject to accrual include property taxes, franchise fees, interest and state shared revenues. Expenditures are budgeted in the period during which the goods and services are provided. Principal and interest on general obligation bonds are budgeted in the fiscal year of payment. Compensated absences are not budgeted in governmental funds. Proprietary funds use a similar modified accrual basis except that revenues are budgeted when earned and compensated absences are accrued as an expense. Supporting Schedules The supporting schedules are intended to provide more detail for readers. The supporting schedules include Debt Overview, Personnel Allocation, full-time equivalent (FTE) Detail by Supervising Department, Budgeted Transfers and Capital Construction Projects. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 24 Fund Structure (Bold Indicates the fund was identified as a Major Fund for audit purposes as of June 30, 2016) General Services (Governmental Funds) • General Fund 001 (Major) – This fund accounts for all general operating revenues and expenditures of the City. The fund is comprised of 16 departments responsible for providing planning, recreation, community, legislative and public safety services. In addition, four of the departments (City Attorney, Finance, Human Resources and Administration) serve as internal service functions providing accounting, employee and legal services to the various departments/divisions of the City. • Street Fund 140 (Major) – This fund accounts for the state of Oregon highway apportionment (gas tax). As required by statute the proceeds are used “exclusively for the construction, reconstruction, improvement, repair, maintenance, operation and use of public highways, roads, streets and roadside rest areas in this state.” Additional revenues are from Portland General Electric (PGE) and Northwest (NW) Natural Gas privilege taxes, and .01 cent Local Gas Tax. • Transit Fund 110 (Non-Major) – This fund accounts for the City’s transit program. The primary revenue sources are a transfer from the General Fund as well as federal and state transit grants. Expenditures include: personnel, bus maintenance and operating costs, and capital outlay for bus shelters and buses as equipment needs to be replaced. • General Obligation Fund 250 (GO) Debt Service Fund (Non-Major) – This fund accounts for the principal and interest payments on the general obligation debt for the police building. Utility Funds (Proprietary Funds) • Water Fund 470 (Major) – This fund accounts for the operations of the water treatment and distributions systems. Water sales and associated fees are the major revenue sources. • Sewer Fund 472 (Major) – This fund accounts for operations of the wastewater collection and treatment system. Sewer user charges are the main revenue source. Capital Construction Funds (Governmental Funds) These funds are used to track capital projects and do not have independent, annual revenues. Funding for projects will come from the related funds as Transfers In or other funding for a specific project, such as grants. As the City expands project accounting usage in future years, some of these funds may be consolidated. • General Cap Const Fund 358 (Non-Major) – This fund accounts for capital improvement projects for general services facilities. • Water Cap Const Fund 466 (Non-Major) – This fund accounts for major repairs, extensions, alterations or other capital improvements to the water system. • Street & Storm Cap Const Fund 363 (Non-Major) – This fund accounts for capital improvements to the street and storm water systems. • Sewer Cap Const Fund 465 (Major) – This fund accounts for loan proceeds used for construction and improvements to the City’s waste water treatment plant and sewer collection system. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 25 Special Revenue Funds (Governmental Funds) • Building Inspection Fund 123 (Non-Major) – This fund accounts for revenues and the activities of the City’s building permit program. The fund was established as a legislative requirement mandating that building permit revenues not be used for any purpose other than building permit programs. • Housing Rehabilitation Fund 137 (Non-Major) – This fund accounts for Community Development Block Grants for low income housing rehabilitation. • Asset Forfeiture Fund 132 (Non-Major) – This fund accounts for the City’s share of federal proceeds from drug seizures to be used for drug enforcement and investigation. • Special Assessment Fund 360 (Non-Major) – This fund accounts for the City’s Local Improvement Districts. (LIDS) • Parks SDC Fund 364 (Non-Major) – This fund accounts for payments received from new development to fund improvements that increase capacity of the City’s parks system. • Street SDC Fund 376 (Major) – This fund accounts for street system development charges. The primary use of the proceeds is for street system improvements. • Storm SDC Fund 377 (Non-Major) – This fund accounts for system development charges received from new development to fund improvements that increase capacity of the City’s storm water collection system. Uses of the funds are restricted by ordinance and state statute. • Water SDC Fund 474 (Non-Major) – This fund accounts for system development charges received from new development to fund improvements that increase capacity of the City’s water treatment and distributions systems. Uses of the funds are restricted by City ordinance and state statute. • Sewer SDC Fund 475 (Non-Major) – This fund accounts for system development charges received from new development to fund improvements that increase capacity of the City’s waste water treatment and collections systems. Uses of the funds are restricted by City ordinance and state statute. Internal Services Funds (Proprietary Funds) • Information Technology Fund 568 (formerly named Information Services) (Non-Major) – This fund accounts for revenue and costs associated with the service provision of: network and telephone services to City departments, and information technology services to local agencies and smaller governments. • Insurance Fund 581 (Non-Major) – This fund accounts for the City’s general liability and workers’ compensation insurance premiums and serves as the risk management function for the City. The primary source of revenue is operating transfers from other funds for insurance premiums costs. • Equipment Replacement Fund 591 (Non-Major) – This Fund accounts for transfers from various funds to be reserved for vehicle and equipment replacement. Trust Funds (Governmental Funds) • Library Endowment 690 (Non-Major) – This fund accounts for proceeds donated to the Woodburn Public Library for building maintenance. • Museum Endowment 691 (Non-Major) – This fund accounts for proceeds held in trust by the City and ongoing donations received for future improvements for the World’s Berry Center Museum. • Lavelle Black Trust Fund 695 (Non-Major) – This fund facilitates the private donation of monies from Leonard Black to the Police Department for use in sustaining the K-9 Program in the name of Lavelle Black. The use of funds will be limited to ongoing costs associated with the replacement, care, training and equipping of K-9 units. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 26 About Woodburn City Statistics – Location and Demographics The City of Woodburn is located in Marion County, Oregon, 18 miles northeast of the City of Salem and 30 miles southwest of Portland along the I-5 corridor. Woodburn is located in Oregon’s Willamette Valley, which experiences a moderate climate. Woodburn has changed significantly since it was first incorporated in 1889. The City originally began as a small farming and manufacturing community. Beginning in the 1960s, Woodburn became a suburb of Salem and Portland with its proximity to I-5. Over the past 18 years, Woodburn has grown 74 percent to an area of 5.4 square miles. As of the 2010 census, there are 24,080 people residing in Woodburn, as compared to a population of 20,100 in 2000, a 20 percent increase. With 24,080 residents, Woodburn is the 21st most populated city in Oregon. Portland State University Population Research Center estimates the population in 2016 to be 24,795. Other factors: • Median income: $43,093 • Number of companies: 1,339 • High School Graduate or Higher: 68.1% • Total Housing units: 8,707 • Bachelor’s degree or higher: 13.1% • Median Age: 33.6 • Hispanic or Latino population: 57.9% ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 27 City Statistics – Services Actual Actual % FY 2014-15 FY 2015-16 Change Community Services Parks Parks/open space acreage 110 110 0% Playgrounds 9 9 0% Picnic shelters 9 9 0% Park Restrooms 4 4 0% Sports Fields 8 8 0% Library Attendance 132,575 135,317 2% Circulation 157,363 180,890 15% Volumes in Collection 110,327 116,335 5% Volumes Added 8,916 11,913 34% Computer Usage, # of Internet sessions 26,845 29,104 8% Wi-Fi Connections (new) 47,381 Program Attendance 7,866 6,619 -16% Aquatics Attendance 148,885 144,810 Lesson Enrollment 2,477 1,837 -26% Active Memberships 1,208 1,288 7% Recreation Youth Sports 4,550 1,359 -70% Adult Sports 425 28 -93% Youth Programs 375 79 -79% Adult Programs 350 244 -30% Special Events 6,500 2,100 -68% Public Transportation Fixed Route Rides 34,869 32,684 Fixed Route Mileage 48,244 45,688 Dial-A-Ride Trips 11,842 6,221 -47% Dial-A-Ride Mileage 18,951 20,989 11% Out of Town Medical Rides 2,441 1,321 -46% Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 28 Actual Actual % FY 2014-15 FY 2015-16 Change City Utilities Water Production capacity 2 mgd 2 mgd 0% Peak capacity demand 5-6 mgd 5-6 mgd 0% Storage capacity 5.45 mg 5.45 mg 0% Number of wells 9 9 0% Miles of water mains 98.56 98.76 0% Customers 6,770 6,843 1% Fire Hydrants 964 964 0% Wastewater Average daily treatment 2-3 mgd 2-3 mgd 0% Peak capacity demand 16 mgd 16 mgd 0% Miles of sewer pipeline 87 87 0% Lift stations 8 8 0% Stormwater Miles of storm sewers 59 59 0% Manholes 1,400 1,400 0% Public Safety Police Calls 17,062 14,744 -14% Authorized Staffing 32 34 6% Arrests 1,441 1,003 -30% Offenses 3,119 2,871 Crime Index (Violent Crime) 194 210 8% Crime Index (Property Crime) 970 1,448 49% Officers Per 1,000 Citizens 1.29 1.36 5% Building/Planning Total Building Permits Issued 230 226 Residential, New 45 33 -27% Multi Family 2 8 Assisted Living Facilities - - 0% Residential Additions & Alterations 28 65 132% Industrial 19 16 -16% Commercial 127 93 -27% Signs and Fences 7 6 -14% Manufactured Homes 2 5 150% mg = million gallons mgd = million gallons per day Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 29 The Budget Process City of Woodburn Budget Calendar December • As per City Charter the City Administrator is the Budget Officer • Perform mid-year review of financial position and Five-Year Forecast January • Revenue and expense estimates are gathered for beginning balance calculations • Personnel services budget drafted by Finance Department • Budget Officer delivers kickoff memo to departments with budget goals and limitations February • Departments enter budgets in accounting system • Finance enters required fund transfers and balances each fund March • Initial budget draft is compiled and distributed to departments for review • Meetings are held with department heads and City Administrator • Make final changes to budget document • Prepare the proposed budget for committee review April • Print notice of budget committee meeting and post on website • Deliver copies of budget to committee members and post on website May • Budget committee meets to discuss proposed budget and approve • Changes are made (if necessary) • Print notices of budget adoption public hearing June • Council holds public budget meeting • Council discusses any changes made by committee and proposes new changes • Council adopts budget, makes applicable appropriations and declares tax levies July • Adopted budget takes effect • Submit budget packets to County Assessor and revenue sharing certificates to state of Oregon ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 30 Budgeting in Oregon A budget is a financial plan for one fiscal year. In Oregon, local governments operate on a fiscal year that begins July 1 and ends the following June 30. A budget shows the estimated costs of items or services the local government wants to purchase, called expenditures, in the coming fiscal year. It shows other budget requirements that must be planned for, but that won’t actually be spent. It also shows the money, called resources or revenues, the local government estimates will be available to pay for these expenditures. In Oregon, a budget is necessary to justify the need for a given rate and amount of property taxes. Preparing a budget allows a local government to look at its needs in light of the money available to meet those needs. In Oregon, all local governments must plan a budget that has equal resources and requirements, in other words, a balanced budget. A local government can’t plan to purchase more items or services than it has money to pay for them. The Budget Officer will present this budget to a citizen budget committee. The committee consists of the elected officials of the City Council, along with an equal number of electors of the City. After the budget committee has reviewed and/or made adjustments, they approve the budget. Local budget law process requires that certain specific actions must happen as a local government prepares its annual budget. The process can be broken down into four phases: • Phase 1. The Budget Officer puts together a proposed budget. In larger local governments, department heads or program managers may help. The Budget Officer must prepare the proposed budget in a format, designated by the Department of Revenue, which meets the requirements set out in the statutes. • Phase 2 is when the budget committee approves the budget. Statutes spell out who can be on the budget committee. The budget committee reviews the proposed budget, listens to the comments from citizens and then approves the budget. Special public notices are required before the budget committee’s first meeting. • Phase 3 includes adopting the budget by City Council and, when appropriate, certifying property taxes to the county tax assessor. This phase includes a special hearing of the governing body and specific public notices, including a summary of the approved budget. Special forms must also be used to notify the County Assessor of the local government’s property tax levy. Adoption of the budget must occur no later than June 30. • Phase 4 occurs during the fiscal year budget period when the local government is operating under the adopted budget. This phase includes changes to the adopted budget. Changes to the adopted budget must be made before additional money is spent, or money is spent for a different purpose than described in the adopted budget. You can change the budget through resolution transfers and supplemental budgets. Resolution Transfers A Resolution Transfer is a way to move appropriations from one existing category to another, usually within the same fund, during the fiscal year. To transfer resources/appropriations the governing body must pass a resolution. The resolution must state the need, purpose and amount of the transfer. Resolution transfers are used within a fund. For example, within the General Fund you can use a resolution to transfer appropriation authority from one department to another. The total appropriations for the General Fund don’t change. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 31 Supplemental Budget A supplemental budget modifies the adopted budget, and is used to create new appropriations to spend increased resources. They can also be used to transfer resources/appropriations between funds. A supplemental budget can be created when: • An occurrence or condition that was not known at the time the adopted budget was prepared requires a change in financial planning; • A situation that was not foreseen at the time the adopted budget was prepared and requires prompt action; • Money that was not anticipated when the adopted budget was prepared is made available by another unit of federal, state or local government; • A request for services or facilities is received, the cost of which will be paid for by a private individual, corporation or another governmental unit and was not known at the time the adopted budget was prepared; • Property taxes are received in an amount much greater than the amount estimated in the adopted budget and the difference in resources will significantly affect the level of service the local government could provide. There are two processes for preparing and adopting a supplemental budget. The process depends on how big of a change the City intends to make to the adopted budget. If the plan is to adjust a current budget fund by less than 10 percent of that fund’s expenditures, then the process to adopt the supplemental budget is fairly simple. If the supplemental budget will be adjusting more than one fund, the change to each fund must be less than 10 percent to use the simpler process. If the change that needs to be made to a fund of the adopted budget is 10 percent or more of the expenditures of the fund, then a longer budgeting process must be followed. The two procedures are: Less than 10 percent • The governing body adopts the supplemental budget at a regular scheduled Council meeting. The budget committee is not required. • Notice of the regular meeting at which the supplemental budget will be adopted is published in one of the following ways: published in local newspaper, mailed to every citizen using the U. S. Postal Service or hand delivered to every citizen. At the meeting, a resolution adopting the supplemental budget and making appropriations is approved. More than 10 percent • A special hearing must be held to discuss and adopt the supplemental budget. The governing body holds the hearing. The budget committee is not required to be involved. • Five to 30 days before the hearing a notice of the hearing and summary of the supplemental budget are published using one of the publication methods previously described. • The governing body enacts a resolution to adopt and appropriate the supplemental budget after the hearing. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 32 Budgeting in the City of Woodburn In the City of Woodburn, the City Administrator serves as the Budget Officer (ORS 294.331) and has the responsibility to prepare the budget document, present the budget message to the Budget Committee and to maintain budgetary control at the approved appropriation level. Continued review of revenues and expenditures is performed by the Finance Department and the appropriate operating departments. The City prepares its budget in accordance with Oregon Revised Statues (ORS). The budget is presented in fund and department categories. The budget is established at the department level or at the major appropriation category if only one department exists in a fund. The adopted budget may be amended by budget transfers (ORS 294.450) or supplemental (ORS 294.480 to 294.283) approval. Generally, transfers consist of moving appropriations within a fund from one major appropriation category to another. Supplemental adjustments typically involve increasing the total appropriation level (as well as the resources). All adjustments to the budget are made via resolutions. Amendments after adoption do not require the approval of the Budget Committee members. Budget Document Columns Within Oregon local budget law, six columns of data are required. The first two columns are two consecutive prior years of actual data, followed by one column containing the current fiscal year budget as amended by supplemental adjustments. The next three columns on the right are all related to the progress of the budget as it moves through the various required phases. From left to right, the first column is the budget as proposed by the budget officer. The middle column is the amount approved by the budget committee. The final column is the adopted budget. FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Council & Mayor 16,609 17,700 21,000 Materials & Services 26,634 26,634 26,634 16,609 17,700 21,000 Council & Mayor Total 26,634 26,634 26,634 Account Description Example of column layout ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 33 Budget Assumptions The following assumptions were used in the development of the budget for the next fiscal year. Primary Revenue Sources • Property tax revenue is expected to increase 8.2 percent over current year budget, and compression is expected to decline further • Franchise fees were reviewed and updated as needed; no default growth rate was applied • State revenue sharing was reviewed and updated based on current year actual receipts • All other revenue sources are estimated using trend analysis Personnel Services • Position budgeting utilized actual amounts from the payroll system as much as possible • Step increases budgeted based on employee anniversary dates • A Cost of Living Adjustment (COLA) was calculated for unrepresented/management employees. These employees did not receive a COLA in FY 2016-17 due to anticipated budget shortfalls • Health insurance premiums (medical, dental, and vision) increased by 6 percent • Actual PERS employer rates (rounded) effective July 1, 2017 were used o General Service Tier 1 & 2 – 19 percent (increase of 25 percent) o General Service Oregon Public Service Retirement Plan (OPSRP) – 12 percent (increase of 30 percent) o Police Tier 1 & 2 – 24 percent (increase of 28 percent) o Police OPSRP – 17 percent (increase of 25 percent) • Pickup of employee PERS 6 percent was budgeted • Unemployment rate of 0.1 percent • Long-term disability insurance increased by 11 percent • Woodburn Police Association (WPA) and AFSCME contracts are in negotiations at the time of budget preparation Materials & Services • Departments were instructed to keep the Materials and Services category relatively flat from prior year appropriation • A few line items were allowed to increase based on external influences: building rent, information technology services, insurance and utilities Capital Outlay • Budgeted amounts in this category are estimated on the purchase cost for the entire project • Costs include all ancillary expenses needed to put the asset into operation Indirect Cost Allocations • Administrative functions are allocated to benefiting funds and departments based on an equitable activity for each function o IT costs are allocated based on the number and types of computers in service o Internal rent is allocated based on square footage of the building being serviced o Insurance Fund charges are based on the underlying drivers such as; labor costs, insurance rate for workers compensation, or vehicles in use for auto insurance o The Transit Fund is allocated the federally allowed de minimis of 10 percent of the fund’s budget ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 34 Council Goals The Woodburn City Council held a goal setting retreat on March 4, 2017, which was followed by Council adopting the following goals on March 13, 2017: • Rebuild the City’s planning and development capacity in order to successfully manage the significant and anticipated development in upcoming years • Continue the City’s economic development activities for the purpose of attracting capital investment, jobs and an improved quality of life for Woodburn residents • Community outreach with the goal of strengthening the City’s relationship with all aspects of its community • Expand the City’s efforts to build community-based public safety programming as a means of further building and maintaining good community/police relationships • Develop an assessment plan for pursuing a Community Center • Complete the design and recommendation for funding the completion of the First Street Project The Council felt these goals could be accomplished within the next 24 months. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 35 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 36 Organizational Chart City of Woodburn Pop. 24,795 City Attorney Mayor and CityCouncil City Administrator Municipal Court Judge City Recorder Finance Director Human Resources Director Community Development Director Recorder Police Chief Risk Management Finance Human Resources Communications Coordinator Information Technology Building Planning Housing Rehab Support Services Disivion Operations Division Community Response Division ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 37 Economic Development Director AssistantCity Administrator Public Works Director Community Services Economic Development Urban Renewal Special Projects Community Relations Recreation Aquatic Center Transit Library Museum Maintenance Engineering Wastewater Surface Water Drinking Water Street Maintenance Garage ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 38 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 39 General Services General Fund Revenue Sources and Expenditures – General Fund 001 General Fund Revenue Sources and Other Discussion General Fund – Revenue Detail Summary of General Fund Expenditures by Departments General Fund - Expenditures by Department Council & Mayor Administration Economic Development City Recorder City Attorney Finance Human Resources Municipal Court Police Library Recreation Aquatics RSVP Community Services Administration Planning Engineering Parks and Facilities Maintenance Non- Departmental Contingency/Ending Fund Balance Transit Fund 110 Street Fund 140 GO Debt Service Fund 250 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 40 Summary of Revenues and Expenditures – General Fund 001 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 % Actual Actual Budget Budget Change Beginning Balance 3,912,305 4,470,347 4,000,000 5,900,000 47.5% Revenues Taxes 8,099,893 8,562,396 8,594,000 9,365,775 9.0% Licenses and Permits 70,018 68,752 62,500 79,600 27.4% Intergovernmental 786,910 764,566 764,000 751,560 -1.6% Charges for Goods and Services 571,120 687,336 635,983 832,607 30.9% Fines and Forfeits 670,455 423,520 467,400 467,500 0.0% Franchise Fees 1,747,588 1,707,580 1,696,323 1,760,674 3.8% Miscellaneous Revenue 629,604 696,521 490,452 558,817 13.9% Transfers In 21,901 - - - 0.0% Total Revenues 12,597,489 12,910,671 12,710,658 13,816,533 8.7% Total Beg. Bal. and Revenues 16,509,794 17,381,018 16,710,658 19,716,533 18.0% Expenses Personnel Services 8,330,573 8,474,950 9,082,534 9,274,288 2.1% Materials and Services 3,127,635 3,406,465 3,831,579 4,054,019 5.8% Capital Outlay 164,734 60,580 35,500 - -100.0% Transfers Out 416,505 208,835 210,049 1,002,453 377.2% Total Expenses Before Contingency 12,039,447 12,150,830 13,159,662 14,330,760 8.9% Contingency & Reserves - - 3,550,996 5,385,773 51.7% Total Expenses 12,039,447 12,150,830 16,710,658 19,716,533 18.0% Fund Net 4,470,347 5,230,188 - - Total Expenses and Fund Net 16,509,794 17,381,018 16,710,658 19,716,533 18.0% Taxes 68% Licenses and Permits 1% Inter- 5% Charges for Goods and Services 6% Fines and Forfeits 3% Franchise Fees 13% Misc Revenue 4% General Fund - Revenues by Class FY 2017-18 Personnel Services 66% Materials and Services 29% Transfers Out 7% General Fund - Expenses by Class FY 2017-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 41 General Fund Revenue Sources and Other Discussion Taxes in the General Fund is inclusive of property and hotel/motel taxes. Property taxes are the largest source of revenue for the General Fund and have been volatile over the past few years. Woodburn, like other cities subject to Oregon’s unique property tax laws, struggles with the fallout of the housing bubble and compression due to assessed values falling below a property’s market value. Compression of property taxes has been a significant issue for Woodburn, but with rising market values, compression of property tax is diminishing. Woodburn property values are somewhat lower than surrounding areas and do not typically reach the 3 percent annual growth increase allowed by law, but building permits are on the rise and the Urban Growth Boundary expansion should continue building activity in the coming years. Hotel/motel tax is budgeted higher than the current year budget based on the historical trends. Licenses & Permits were increased based on current year revenue for business licenses. This category of revenue includes business license fees, taxicab permit, and other license fees that are dependent on the economy. Intergovernmental revenues include grants, shared agreements for police services, regional library services and state revenue for liquor proration/cigarette tax/revenue sharing. Charges for Goods and Services within the General Fund contain many of the parks and recreation fees, police reimbursements, planning fees, all of the aquatic center’s charges for admission and memberships and other charges. The increase in this category is attributed to the City’s management of the Fiesta Mexicana, which had been previously managed by the Chamber of Commerce. Planning fees are expected to rise due to increase in development. Franchise Fees for FY 2017-18 are projected to increase 4 percent. The right-of-way charge, which generates significant revenue for the General Fund, was to sunset at the end of FY 2017-18 but the City Council took action to continue it. Other franchise fees included in this category are right-of-way payments from PGE, NW Natural Gas, Century Link, Datavision, Wave Broadband, Allied Waste, and Woodburn Ambulance. Traditionally this revenue source has grown between 5 percent and 7 percent; however, economic factors within each business sector can cause fluctuations in the revenue. Fines & Forfeits is a category comprised mainly of court and library fines. For FY 2017-18 the revenues are expected to be flat. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 42 General Fund – Revenue Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Fund: 001 - General Fund Department: 000 - Revenue 3,912,305 4,534,978 4,000,000 3081 Beginning Fund Balance 5,900,000 5,900,000 5,900,000 7,508,936 7,915,800 8,058,000 3111 Property Tax - Current 8,720,576 8,720,576 8,720,576 24,537 211,942 230,000 3112 Property Tax - Delinquent 205,000 205,000 205,000 14,598 - - 3113 Pmt in Lieu of Taxes 34,302 34,302 34,302 334,822 434,655 306,000 3133 Hotel/Motel Tax 405,897 405,897 405,897 48,785 50,687 45,000 3211 Business License 55,000 55,000 55,000 4,897 5,091 4,000 3219 Other License 5,100 5,100 5,100 4,278 4,160 4,500 3220 Taxicab Permits 4,500 4,500 4,500 - 8,937 - 3230 Franchise Fee, LS Networks 7,200 7,200 7,200 650,652 633,229 620,000 3231 Franchise Fee, PGE 633,229 633,229 633,229 163,818 130,752 143,000 3232 Franchise Fee, NW Natural 143,000 143,000 143,000 43,360 41,858 44,000 3233 Franchise Fee, CenturyLink 42,000 42,000 42,000 201,117 212,874 200,000 3234 Franchise Fee, Republic Services 217,132 217,132 217,132 111,706 106,355 90,000 3235 Franchise Fee, Wave BB 105,000 105,000 105,000 14,483 13,192 10,500 3236 Franchise Fee, W Ambulanc 14,000 14,000 14,000 2,009 13,985 15,000 3237 Franchise Fee, Gervais Tel 15,000 15,000 15,000 74 896 - 3240 Preferred LD Franchise 1,000 1,000 1,000 157,130 164,655 171,723 3243.470 General Right of Way - Water 172,935 172,935 172,935 387,239 380,847 402,100 3243.472 General Right of Way - Sewer 410,178 410,178 410,178 351,682 353,285 350,000 3362 State Liquor Proration 359,560 359,560 359,560 32,590 32,402 30,000 3363 State Cigarette Tax 33,000 33,000 33,000 271,333 263,664 250,000 3364 State Revenue Sharing 265,000 265,000 265,000 270 245 - 3415 Sale of Documents 100 100 100 268 - - 3473.109 Recreation Trust - - - 2,981 2,704 4,500 3641 Annual Access Fee (Wave - PEG) 3,000 3,000 3,000 - 80,250 - 3691 Sale of Surplus Property 22,000 22,000 22,000 42 49 - 3692.101 Copies--Other 25 25 25 221 (63) - 3698 Cash Long and Short - - - 27,827 13,084 25,000 3699 Other Miscellaneous Income 73,000 73,000 73,000 - - 20,000 3881 Reimbursements - - - 21,901 - - 3971.591 Transfer From Equipment Replacement - - - 14,293,861 15,610,513 15,023,323 Department Total: 000 - Revenue 17,846,734 17,846,734 17,846,734 Department: 125 - Economic Development - - - 3351 Grants 10,000 10,000 10,000 - - - Department Total: 125 - Economic Development 10,000 10,000 10,000 Department: 151 - Finance 18,475 20,500 15,000 3416 Lien Search Revenue 26,000 26,000 26,000 - - - 3530 Court Fines from Other Jurisdictions 10,000 10,000 10,000 - 374,490 400,000 3531 Court Fines 390,000 390,000 390,000 22,821 32,592 19,000 3611 Interest from Investments 83,380 83,380 83,380 41,296 427,582 434,000 Department Total: 151 - Finance 509,380 509,380 509,380 Department: 181 - Municipal Court (moved to Dept 151 - Finance) 595,098 - - 3531 Court Fines - - - 595,098 - - Department Total: 181 - Municipal Court - - - Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 43 FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget Account Number Description FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 211 - Police 5,100 - 45,000 3332 Federal Grants - - - 7,621 2,763 10,000 3341 State Grants 5,000 5,000 5,000 14,083 11,644 13,000 3421 Police Reimbursements 106,000 106,000 106,000 45,000 45,000 45,000 3421.001 Reimbursements School District 75,000 75,000 75,000 17,126 7,801 10,000 3531.101 Police Training Surcharge 10,000 10,000 10,000 42,150 25,800 40,000 3532 Towing Fee 40,000 40,000 40,000 510 [PHONE REDACTED] Alarm Fee 500 500 500 1,000 1,000 1,000 3673 Donations-Police 3,500 3,500 3,500 250 51,990 - 3699 Other Miscellaneous Income 4,500 4,500 4,500 2,500 2,500 2,500 3881 Reimbursements - - - - - - 3881.001 Reimbursement--Training 3,000 3,000 3,000 135,340 149,196 166,900 Department Total: 211 - Police 247,500 247,500 247,500 Department: 311 - Library 70,759 74,483 75,000 3365 Regional Library Services 75,000 75,000 75,000 4,381 4,103 4,000 3366 Ready to Read Grant 4,000 4,000 4,000 2,923 3,347 3,000 3472 Rural Readers' Fees 3,000 3,000 3,000 15,571 14,732 17,000 3536 Library Fines 17,000 17,000 17,000 573 102 - 3672 Donations-Library - - - 6,520 7,146 7,225 3672.001 Donations-Library - Music in the Park 9,000 9,000 9,000 2,346 2,947 2,000 3695 Lost Book Revenue 2,000 2,000 2,000 - 26 - 3696 Friends of Library Sales - - - 4,906 - 3699 Other Miscellaneous Income - - - 103,073 111,792 108,225 Department Total: 311 - Library 110,000 110,000 110,000 Department: 421 - Recreation - 8,000 - 3341 State Grants - - - 47,881 52,067 43,500 3473.101 Youth Sports 52,000 52,000 52,000 21,296 14,408 14,000 3473.102 Adult Sports 14,000 14,000 14,000 3,976 4,659 6,000 3473.103 Youth Program 5,000 5,000 5,000 1 - - 3473.104 Administration - - - 5,324 12,000 10,000 3473.106 Sponsorship Revenue 10,000 10,000 10,000 4,355 6,644 6,500 3473.110 Arts & Culture 6,500 6,500 6,500 6,546 3,236 5,000 3473.111 Active Adult 3,500 3,500 3,500 - 135 1,000 3474 Event Admission - - - 24,995 84,823 75,000 3474.099 Fiesta Events 85,000 85,000 85,000 - - - 3671 Donations-Parks - - - 114,374 185,972 161,000 Department Total: 421 - Recreation 176,000 176,000 176,000 Department: 431 - Aquatics 13,013 13,069 16,000 3417 Resale of Merchandise 16,000 16,000 16,000 18,380 15,212 19,000 3418 Concession Sales 19,000 19,000 19,000 121,199 118,221 120,000 3471.101 Pool Admissions 120,000 120,000 120,000 57,094 62,686 45,000 3471.102 Pool Memberships 46,324 46,324 46,324 14,152 13,574 16,500 3471.103 Pool Rentals 16,500 16,500 16,500 48,420 51,918 55,000 3471.104 Swimming Lessons 55,000 55,000 55,000 192 1 6,000 3471.105 Sponsorships 6,000 6,000 6,000 3,378 1,545 5,000 3471.107 Towels/Misc 5,000 5,000 5,000 - - 30,000 3677 Donations-Pool - - - (13) 162 - 3698 Cash Long and Short - - - - 5,688 8,480 3699 Other Miscellaneous Income 8,480 8,480 8,480 275,815 282,076 320,980 Department Total: 431 - Aquatics 292,304 292,304 292,304 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 44 FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget Account Number Description FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 481 - RSVP 43,474 25,867 - 3332 Federal Grants - - - 43,474 25,867 - Department Total: 481 - RSVP - - - Department: 499 - Community Services Admin 5,997 8,042 6,000 3625 Facilities Rent 8,000 8,000 8,000 2,000 - - 3671 Donations-Parks - - - 663 - - 3679 Donations-Other - - - 8,660 8,042 6,000 Department Total: 499 - Community Services Admin 8,000 8,000 8,000 Department: 511 - Planning 27,349 26,166 24,000 3451 T&E Planning Develop Fee 30,000 30,000 30,000 39,668 95,450 60,000 3456 Planning Fees 100,000 100,000 100,000 67,017 121,616 84,000 Department Total: 511 - Planning 130,000 130,000 130,000 Department: 651 - Engineering 12,058 8,814 9,000 3224 R/W Construction Permits 15,000 15,000 15,000 13,679 13,106 12,000 3451 T&E Planning Develop Fee 15,000 15,000 15,000 210,289 245,427 172,000 3656 Engineering Internal Project WO Revenu 164,000 164,000 164,000 208,653 114,283 80,000 3656.140 Engineering Svcs - Street 63,000 63,000 63,000 21,414 13,871 15,000 3656.470 Engineering Svcs - Water 13,000 13,000 13,000 52,437 48,240 33,000 3656.472 Engineering Svcs - Sewer 31,000 31,000 31,000 518,530 443,741 321,000 Department Total: 651 - Engineering 301,000 301,000 301,000 Department: 711 - Maintenance 19,203 17,678 20,483 3491 Rental Income 17,683 17,683 17,683 61,083 61,574 64,747 3651 Internal Rent Revenue 67,932 67,932 67,932 80,286 79,252 85,230 Department Total: 711 - Maintenance 85,615 85,615 85,615 16,276,824 17,445,649 16,710,658 Revenues Total 19,716,533 19,716,533 19,716,533 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 45 Summary of General Fund Expenditures by Department FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 Actual Actual Budget Budget 001 General Fund 011 - Council & Mayor 16,609 17,700 21,000 26,634 121 - Administration 197,704 239,162 245,581 247,431 125 - Economic DevelopmentA - 45,628 87,092 102,396 131 - City Recorder 69,088 69,603 85,010 87,819 141 - City Attorney 169,032 176,955 195,546 199,585 151 - FinanceB 336,582 499,938 593,827 579,743 161 - Human Resources 87,748 105,175 200,663 200,734 181 - CourtB 148,772 - - - 211 - Police 6,645,638 6,598,236 7,222,364 7,523,466 311 - Library 789,583 806,208 869,871 908,117 421 - Recreation 392,101 431,427 464,435 479,616 431 - Aquatics 516,279 523,043 598,730 584,607 481 - 59,575 58,123 - - 499 - Community Services Admin 213,594 277,182 351,707 382,808 511 - Planning 275,212 332,414 387,331 497,063 651 - Engineering 686,645 660,222 504,625 359,390 711 - Parks & Facilities Maintenance 829,865 775,940 898,265 854,394 199 - Non-departmental 605,420 533,873 433,615 1,296,957 Contingency & Reserve - - 3,550,996 5,385,773 General Fund Expenditures Total 12,039,447 12,150,829 16,710,658 19,716,533 Expenditures (less contingency & reserves) 12,150,829 13,159,662 14,330,760 Year-over-Year Change 1,008,833 1,171,098 A New department created FY 2015-16 as part of City Council goals 8.3% 8.9% B Municipal Court was merged into Finance effective FY 2015-16 C Department eliminated in FY 2016-17 *Includes Council & Mayor, Administration, Economic Development, City Recorder, City Attorney, Human Resources & Non-Departmental Where The Money Goes - General Fund ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 46 General Fund – Expenditures by Department Council & Mayor Fund/Fund Number: General - 001 Department/Department Number: City Council - 011 Department Director: Scott Derickson Description of purpose/functions of department The full elected City Council is composed of a Mayor and six Councilors who represent the six wards (shown on the map), and are responsible for determining the City’s direction and priorities, and representing the City by their membership on regional forums and civic organizations. Pursuant to Section 13, Woodburn Charter of 1982, the City Council is required to hold a regular meeting at least once a month in the City at a time and place which it designates. The regular meetings are generally held on the second and fourth Monday’s of each month, at 7 p.m. in City Hall. This department budget accounts for costs incurred by the Mayor and City Council. The department costs include office space and equipment overhead, meeting expenses and community outreach. Performance Measures (new in FY 2017-18): Measures FY 2016-17 Projected FY 2017-18 Goal Council meetings 20 20 Council meetings at off site locations 1 2 Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Council & Mayor 16,609 17,700 21,000 Materials & Services 26,634 26,634 26,634 16,609 17,700 21,000 Council & Mayor Total 26,634 26,634 26,634 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 47 Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Fund: 001 - General Fund Expenditures Department: 011 - Council & Mayor (Program 1111) Materials & Services - 65 500 5315 Computer Supplies 300 300 300 340 507 1,500 5319 Office Supplies 1,500 1,500 1,500 334 411 - 5329 Other Supplies 400 400 400 386 2,562 2,500 5419 Other Professional Serv 2,500 2,500 2,500 60 611 1,000 5421 Telephone/Data 700 700 700 12,540 10,618 10,475 5428 IT Support 11,409 11,409 11,409 - 41 - 5432 Meals 1,000 1,000 1,000 184 [PHONE REDACTED] Mileage 500 500 500 - 1,046 1,000 5439 Travel 1,000 1,000 1,000 224 [PHONE REDACTED] Dues & Subscriptions 225 225 225 2,542 1,168 3,000 5492 Registrations/Training 7,000 7,000 7,000 - - 300 5493 Printing/Binding 100 100 100 16,609 17,700 21,000 Total - Materials & Services 26,634 26,634 26,634 16,609 17,700 21,000 Department Total: 011 - Council & Mayor 26,634 26,634 26,634 Account Description City Council Ward Map Visit www.ci.woodburn.or.us for more information ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 48 Administration Fund/Fund Number: General - 001 Department/Department Number: Administration - 121 Department Director: Scott Derickson Description of purpose/functions of department Section 21, Woodburn Charter of 1982, generally defines the function of the City Administrator as being the government’s administrative head. The Charter specifically defines the powers and duties as: • Advising the Council of the affairs and needs of the City • Ensuring that all ordinances are enforced and the provisions of contracts are observed • Appointing and removing of all City officers, and general control over City employees • Acting as purchasing agent for the City • Supervising of all public utilities owned/operated by the City, and of all City property • Other duties required by the Charter or City Council Description of department, including number of personnel The department consists of 2.35 FTE responsible for carrying out the duties listed above. Performance Measures (new in FY 2017-18) Measures FY 2016-17 Projected FY 2017-18 Goal # of accounts registered to receive weekly E-blasts 1,250 1,325 # of accounts registered to receive weekly Spanish E-blasts 238 285 Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Administration 165,280 205,745 202,035 Personnel Services 197,825 197,825 197,825 32,424 33,417 43,546 Materials & Services 49,606 49,606 49,606 197,704 239,162 245,581 Administration Total 247,431 247,431 247,431 2.4 2.4 2.4 Full-Time Equivalent (FTE) 2.4 2.4 2.4 Account Description Please note that the Personnel Services total reflected in this department only includes that portion of the cost associated with Administration. Please see Personnel Allocation table on page 162 for clarification. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 49 Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 121 - Administration (Program 1211) Personnel Services 109,942 136,673 133,742 5111 Regular Wages 126,944 126,944 126,944 38 43 43 5211 OR Workers' Benefit 39 39 39 7,799 8,875 8,668 5212 Social Security 8,869 8,869 8,869 19,838 21,893 21,537 5213 Med & Dent Ins 22,016 22,016 22,016 25,977 36,956 37,239 5214 Retirement 39,138 39,138 39,138 473 [PHONE REDACTED] Long Term Disability Ins 505 505 505 969 [PHONE REDACTED] Unemployment Insurance 129 129 129 244 [PHONE REDACTED] Life Insurance 185 185 185 165,280 205,745 202,035 Total - Personnel Services 197,825 197,825 197,825 Materials & Services - [PHONE REDACTED] Computer Supplies 700 700 700 685 1,434 2,000 5319 Office Supplies 2,500 2,500 2,500 1,809 1,109 1,800 5419 Other Professional Serv 2,500 2,500 2,500 940 1,269 1,100 5421 Telephone/Data 1,200 1,200 1,200 233 [PHONE REDACTED] Postage 700 700 700 19,800 20,550 20,035 5428 IT Support 21,703 21,703 21,703 160 263 - 5432 Meals 400 400 400 92 [PHONE REDACTED] Mileage 700 700 700 453 579 1,500 5439 Travel 2,000 2,000 2,000 780 1,089 1,511 5464 Workers' Comp 1,703 1,703 1,703 - - 5,000 5485 Inclusion Committee 5,000 5,000 5,000 2,761 3,230 4,000 5491 Dues & Subscriptions 4,000 4,000 4,000 4,711 2,014 5,000 5492 Registrations/Training 6,500 6,500 6,500 32,424 33,417 43,546 Total - Materials & Services 49,606 49,606 49,606 197,704 239,162 245,581 Department Total: 121 - Administration 247,431 247,431 247,431 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 50 Economic Development Fund/Fund Number: General - 001 Department/Department Number: Economic Development - 125 Department Director: Jamie Johnk Description of purpose/functions of department This department provides increased focus on business development in our community, including business retention, recruitment and expansion activities, pursuit of partnerships and the creation of a business council. The Economic Development Director also fills the role of the Urban Renewal Agency Manager. Description of department, including number of personnel The Economic Development Department is staffed by a full-time Economic Development Director. The position is allocated between the General Fund and Urban Renewal Fund. Description of FY 2016-17 accomplishments • Responded to eight traded-sector business/project leads and nine retention/expansion assistance requests and inquiries • Hosted quarterly traded-sector business roundtables • Provided three urban renewal building improvement grants and eight design assistance grants • Organized and partnered on three downtown events • Convened rapid response team and provided training • Implemented Tourism Development Plan in collaboration with Woodburn Area Chamber of Commerce • Strengthened local, state and regional partnership with service on boards and committees: Oregon Economic Development Association (OEDA), Strategic Economic Development Corporation (SEDCOR), Woodburn Downtown Association (WDA) and the Marion County Mid-Valley Rural Conference • Connected with property owners to assist with identification of businesses opportunities for development Performance Measures (new in FY 2017-18): Measures FY 2016-17 Projected FY 2017-18 Goal Business Lead Responses 8 10 Retention/Expansion Assistance 9 10 Host quarterly Industrial Business Roundtable 4 4 Urban Renewal Building Improvement Grants 3 5 Urban Renewal Design Service Grant 3 5 Downtown Events 3 5 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 51 Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Economic Development - 42,651 71,176 Personnel Services 74,972 74,972 74,972 - 2,977 15,916 Materials & Services 27,424 27,424 27,424 - 45,628 87,092 Economic Development Total 102,396 102,396 102,396 - 1.0 0.5 Full-Time Equivalent (FTE) 0.5 0.5 0.5 Account Description Please note that the Personnel Services total reflected in this department only includes that portion of the cost associated with the General Fund. Please see Personnel Allocation table on page 162 for clarification. Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 125 - Economic Development Personnel Services - 30,206 49,086 5111 Regular Wages 51,052 51,052 51,052 - 11 18 5211 OR Workers' Benefit 15 15 15 - 2,221 3,756 5212 Social Security 3,907 3,907 3,907 - 5,277 7,286 5213 Med & Dent Ins 7,449 7,449 7,449 - 4,604 10,711 5214 Retirement 12,229 12,229 12,229 - [PHONE REDACTED] Long Term Disability Ins 196 196 196 - 113 50 5216 Unemployment Insurance 51 51 51 - 59 73 5217 Life Insurance 73 73 73 - 42,651 71,176 Total - Personnel Services 74,972 74,972 74,972 Materials & Services - [PHONE REDACTED] Computer Supplies 500 500 500 - 345 1,500 5319 Office Supplies 1,500 1,500 1,500 - - 5,500 5419 Other Professional Serv 14,250 14,250 14,250 - 92 600 5421 Telephone/Data 600 600 600 - - 300 5422 Postage 300 300 300 - - 3,316 5428 IT Support 3,617 3,617 3,617 - [PHONE REDACTED] Meals 100 100 100 - - 200 5433 Mileage 200 200 200 - 1,237 1,500 5439 Travel 1,500 1,500 1,500 - - 400 5464 Workers' Comp 357 357 357 - - - 5491 Dues & Subscriptions 2,500 2,500 2,500 - 845 2,000 5492 Registrations/Training 2,000 2,000 2,000 - 2,977 15,916 Total - Materials & Services 27,424 27,424 27,424 - 45,628 87,092 Department Total: 125 - Economic Development 102,396 102,396 102,396 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 52 City Recorder Fund/Fund Number: General Fund - 001 Department/Department Number: City Recorder - 131 Department Director: Heather Pierson Description of purpose/functions of department The City Recorder is responsible for a variety of administrative activities including records management, Council meeting administration and legislative administration. In addition, the City Recorder is the City’s risk management coordinator and oversees the insurance fund and all insurance policy administration and claims management functions. Description of department, including number of personnel The City Recorder department is staffed by one full-time employee and .2 FTE Administrative Assistant. Description of FY 2016-17 accomplishments • Administered 2016 election • Worked with Finance to clear out records overdue for destruction in the downstairs vault • Organized City Council meetings at various locations around the City • Worked with Safety Committee to bring Active Shooter training for city employees • Worked with Human Resources and executive legal assistant on the annual Health and Benefits Fair for City employees Performance Measures (new in FY 2017-18): Measures FY 2016-17 Projected FY 2017-18 Goal Public records requests 65 70 City ordinance updates 14 12 City Council Meetings 20 20 Records Destruction Requests 50 65 Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted City Recorder 60,005 61,039 66,434 Personnel Services 68,708 68,708 68,708 9,083 8,564 18,576 Materials & Services 19,111 19,111 19,111 69,088 69,603 85,010 City Recorder Total 87,819 87,819 87,819 1.2 1.2 1.2 Full-Time Equivalent (FTE) 1.2 1.2 1.2 Account Description Please note that the Personnel Services total reflected in this department only includes that portion of the cost associated with the General Fund. Please see Personnel Allocation table on page 162 for clarification. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 53 Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 131 - City Recorder (Program 1531) Personnel Services 43,508 44,514 48,062 5111 Regular Wages 48,786 48,786 48,786 20 20 25 5211 OR Workers' Benefit 21 21 21 3,261 3,316 3,679 5212 Social Security 3,921 3,921 3,921 3,345 3,395 3,883 5213 Med & Dent Ins 3,976 3,976 3,976 9,199 9,349 10,476 5214 Retirement 11,690 11,690 11,690 189 [PHONE REDACTED] Long Term Disability Ins 191 191 191 383 173 49 5216 Unemployment Insurance 50 50 50 99 81 72 5217 Life Insurance 73 73 73 60,005 61,039 66,434 Total - Personnel Services 68,708 68,708 68,708 Materials & Services 2,024 1,602 2,000 5319 Office Supplies 2,000 2,000 2,000 217 668 3,000 5419 Other Professional Serv 3,000 3,000 3,000 110 [PHONE REDACTED] Telephone/Data 150 150 150 32 [PHONE REDACTED] Postage 150 150 150 3,300 3,425 6,632 5428 IT Support 7,234 7,234 7,234 80 35 150 5432 Meals 150 150 150 286 [PHONE REDACTED] Mileage 300 300 300 792 [PHONE REDACTED] Travel 750 750 750 200 [PHONE REDACTED] Workers' Comp 327 327 327 - - 1,750 5471 Equipment Repair & Maint 1,750 1,750 1,750 245 [PHONE REDACTED] Dues & Subscriptions 300 300 300 1,760 1,003 3,000 5492 Registrations/Training 3,000 3,000 3,000 36 - - 5499 Other Services (Acct Closed) - - - 9,084 8,564 18,576 Total - Materials & Services 19,111 19,111 19,111 69,088 69,603 85,010 Department Total: 131 - City Recorder 87,819 87,819 87,819 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 54 City Attorney Fund/Fund Number: General - 001 Department/Department Number: City Attorney - 141 Department Director: N. Robert Shields Description of purpose/functions of department The City Attorney provides a wide range of legal services, including legal advice to the City Council, City Administrator and departments; drafting ordinances and resolutions; reviewing and preparing agreements; negotiating with employee unions; and representing the City in state and federal courts. Description of department, including number of personnel The department consists of 2.45 FTE: the City Attorney, Assistant City Attorney and an Executive/Legal Assistant that is shared with the City Administrator. Description of FY 2016-17 accomplishments • Hired a new Assistant City Attorney in April 2016 whose work focused on land use and employment law, two of the main practice areas in the City Attorney’s Office • Actively involved in advising the City on proposals to develop property within the expanded Urban Growth Boundary (UGB) • Made progress on the Ordinance Review and Revision Project, which was endorsed by the City Council and is coordinated by the City Administrator, and impacts all City departments • Revised the Traffic Ordinance and the Peddlers and Solicitors Ordinance • Assisted the Human Resources Department with an overall revision of the Personnel Manual Description of FY 2017-18 proposed focus/goals • As lead negotiator for the City, obtain tentative agreement on new collective bargaining agreements with WPA and AFSCME, subject to approval by the City Council • Continue the Ordinance Review and Revision Project • Provide support to Planning Division for development of the property now within the expanded UGB • Continue to provide timely legal advice to the City Council, City Administrator and departments to enable them to achieve their goals and objectives Performance Measures (new in FY 2017-18) Measures FY 2016-17 Projected FY 2017-18 Goal Review and revision of major city ordinances 2 3 Legal input into agenda items submitted to Council within internal deadlines 100% 100% ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 55 Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted City Attorney 142,778 148,038 162,068 Personnel Services 163,676 163,676 163,676 26,254 28,917 33,478 Materials & Services 35,909 35,909 35,909 169,032 176,955 195,546 City Attorney Total 199,585 199,585 199,585 2.5 2.2 2.5 Full-Time Equivalent (FTE) 2.5 2.5 2.5 Account Description Please note that the Personnel Services total reflected in this department only includes that portion of the cost associated with the General Fund. Please see Personnel Allocation table on page 162 for clarification. Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 141 - City Attorney (Program 1411) Personnel Services 95,309 99,338 104,412 5111 Regular Wages 104,312 104,312 104,312 30 28 38 5211 OR Workers' Benefit 33 33 33 7,054 6,810 7,317 5212 Social Security 7,559 7,559 7,559 16,162 15,095 19,050 5213 Med & Dent Ins 18,366 18,366 18,366 22,775 25,816 30,580 5214 Retirement 32,726 32,726 32,726 399 [PHONE REDACTED] Long Term Disability Ins 418 418 418 839 [PHONE REDACTED] Unemployment Insurance 106 106 106 209 [PHONE REDACTED] Life Insurance 156 156 156 142,778 148,038 162,068 Total - Personnel Services 163,676 163,676 163,676 Materials & Services 7,515 5,954 8,000 5314 Books 6,500 6,500 6,500 670 2,354 2,000 5319 Office Supplies 2,000 2,000 2,000 - - 1,500 5412 Legal - - - 136 658 - 5419 Other Professional Serv 1,500 1,500 1,500 1,350 1,019 1,700 5421 Telephone/Data 1,700 1,700 1,700 21 - 200 5422 Postage 200 200 200 9,900 10,275 9,947 5428 IT Support 10,852 10,852 10,852 897 798 - 5433 Mileage 500 500 500 824 3,682 1,650 5439 Travel 1,650 1,650 1,650 321 [PHONE REDACTED] Workers' Comp 557 557 557 2,209 2,067 2,500 5491 Dues & Subscriptions 2,500 2,500 2,500 2,339 1,720 5,350 5492 Registrations/Training 7,850 7,850 7,850 72 - 100 5495 Court Costs 100 100 100 26,254 28,917 33,478 Total - Materials & Services 35,909 35,909 35,909 169,032 176,955 195,546 Department Total: 141 - City Attorney 199,585 199,585 199,585 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 56 Finance Fund/Fund Number: General - 001 Department/Department Number: Finance - 151 Department Director: Sandra Montoya Description of purpose/functions of department The Finance Department processes and maintains the City’s general ledger, utility billing, accounts receivable, accounts payable, fixed asset, payroll systems and Municipal Court. This includes, but is not limited to managing an effective financial accounting system, controlling the assets and financial operations of the City, providing a framework for financial planning and analysis to support the operation and management of all City departments. The Municipal Court functions include the processing of all citations and violations, including red light camera tickets issued by the Woodburn Police Department, and code violations issued by the City’s Code Enforcement section. Description of department, including number of personnel The department consists of 9.14 FTE including the Finance Director, Accounting Manager, Senior Management Analyst, Accountant I, four Clerk IIIs, Municipal Court Judge and two part-time staff. Description of FY 2016-17 accomplishments • Received GFOA Distinguished Budget Award for FY 2016-17 document • Increased amount of and quarterly reconciliations to further protect City assets • Continued to cross train staff in Municipal Court and finance functions • Reviewed procedures for opportunities to increase efficiency and improve internal controls • Reviewed the organization’s financial management software needs and initiated the implementation of highest ranked software Performance Measures (new in FY 2017-18) Measures FY 2016-17 Projected FY 2017-18 Goal Receive the Government Finance Officers Association’s Distinguished Budget Award for the prior fiscal year Yes Receipt of Award Submit the annual audit to the Government Finance Officers Association for consideration of a Certificate of Achievement for Excellence in Financial Reporting N/A Submission Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Finance 208,536 332,043 380,952 Personnel Services 342,925 342,925 342,925 128,046 167,895 212,875 Materials & Services 236,818 236,818 236,818 336,582 499,938 593,827 Finance Total 579,743 579,743 579,743 8.4 8.9 8.9 Full-Time Equivalent (FTE) 9.1 9.1 9.1 Account Description Please note that the Personnel Services total reflected in this department only includes that portion of the cost associated with the General Fund. Please see Personnel Allocation table on page 162 for clarification. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 57 Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 151 - Finance (Program 1511) Personnel Services 142,903 217,217 235,456 5111 Regular Wages 201,049 201,049 201,049 - 8,267 18,248 5112 Part-Time Wages 25,096 25,096 25,096 12 153 - 5121 Overtime - - - 67 [PHONE REDACTED] OR Workers' Benefit 112 112 112 10,930 17,245 19,417 5212 Social Security 17,363 17,363 17,363 22,768 42,043 51,640 5213 Med & Dent Ins 44,761 44,761 44,761 29,631 44,790 54,184 5214 Retirement 53,152 53,152 53,152 634 [PHONE REDACTED] Long Term Disability Ins 801 801 801 1,259 [PHONE REDACTED] Unemployment Insurance 290 290 290 332 [PHONE REDACTED] Life Insurance 301 301 301 208,536 332,043 380,952 Total - Personnel Services 342,925 342,925 342,925 Materials & Services 127 - 1,000 5315 Computer Supplies 800 800 800 12,547 6,987 12,000 5319 Office Supplies 16,000 16,000 16,000 158 352 - 5329 Other Supplies - - - 15,365 17,560 20,000 5414 Accounting/Auditing 20,000 20,000 20,000 - 150 - 5417 HR/Other Employee Expenses - - - 1,484 12,131 7,000 5419 Other Professional Serv 15,000 15,000 15,000 305 [PHONE REDACTED] Telephone/Data 500 500 500 1,726 1,824 2,100 5422 Postage 2,300 2,300 2,300 42,900 44,525 43,106 5428 IT Support 50,781 50,781 50,781 12,501 5,371 12,000 5429 Other Communication Serv 8,000 8,000 8,000 - 41,990 65,000 5430 Red Light Camera Contract 65,000 65,000 65,000 - 418 - 5432 Meals 400 400 400 - [PHONE REDACTED] Mileage 200 200 200 1,460 1,720 4,000 5439 Travel 4,000 4,000 4,000 4,367 4,367 6,000 5446 Software Licenses 7,000 7,000 7,000 938 938 1,000 5462 Employee Blanket Bond 1,100 1,100 1,100 1,890 2,427 2,669 5464 Workers' Comp 4,537 4,537 4,537 1,236 1,860 2,000 5491 Dues & Subscriptions 2,200 2,200 2,200 3,506 1,215 7,000 5492 Registrations/Training 7,000 7,000 7,000 2,282 1,580 2,300 5493 Printing/Binding 2,000 2,000 2,000 25,253 21,960 25,000 5500 Banking Fees & Charges 30,000 30,000 30,000 128,046 167,895 212,875 Total - Materials & Services 236,818 236,818 236,818 336,582 499,938 593,827 Department Total: 151 - Finance 579,743 579,743 579,743 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 58 Human Resources Fund/Fund Number: General - 001 Department/Department Number: Human Resources - 161 Department Director: Mel Gregg Description of purpose/functions of department To provide strategic, centralized and responsive human resource services in support of the employees, department heads and the City Administrator. The department is responsible for the full range of comprehensive human resources services and programs to enhance the efficiency and effectiveness of the organization including recruitment and selection, retention, classification and compensation systems, benefit administration, regulatory compliance, employee/labor relations, citywide training, personnel policy development, administration and updates, personnel records management and employee recognitions. Description of department, including number of personnel The department consists of 2 FTE: the Human Resources (HR) Director and an HR Analyst. Description of FY 2016-17 accomplishments: • Finalized time and attendance tracking system • Initialized the review and update of the HR rules and other related policies • Began a compensation and classification analysis to ensure organizational effectiveness and efficient workforce administration • Prepared for negotiations with two employee bargaining groups Performance Measures (new in FY 2017-18): Measures FY 2016-17 Projected FY 2017-18 Goal Number of recruitments and applications processed 55/600 Increase applicant pool to hire the most qualified applicants Reduction in Workers’ Compensation (WC) claims cost $68,000 $62,000 Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Human Resources 67,229 80,258 127,591 Personnel Services 112,162 112,162 112,162 20,519 24,917 73,072 Materials & Services 88,572 88,572 88,572 87,748 105,175 200,663 Human Resources Total 200,734 200,734 200,734 2.0 2.0 1.0 Full-Time Equivalent (FTE) 2.0 2.0 2.0 Account Description Please note that the Personnel Services total reflected in this department only includes that portion of the cost associated with the General Fund. Please see Personnel Allocation table on page 162 for clarification. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 59 Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 161 - Human Resources (Program 1611) Personnel Services 47,322 58,737 88,370 5111 Regular Wages 70,206 70,206 70,206 16 15 40 5211 OR Workers' Benefit 26 26 26 3,727 4,627 6,761 5212 Social Security 5,373 5,373 5,373 5,427 6,090 12,580 5213 Med & Dent Ins 17,196 17,196 17,196 10,008 10,292 19,271 5214 Retirement 19,037 19,037 19,037 205 [PHONE REDACTED] Long Term Disability Ins 183 183 183 417 232 89 5216 Unemployment Insurance 71 71 71 108 81 130 5217 Life Insurance 70 70 70 67,229 80,258 127,591 Total - Personnel Services 112,162 112,162 112,162 Materials & Services - [PHONE REDACTED] Computer Supplies 600 600 600 1,841 296 2,500 5319 Office Supplies 1,500 1,500 1,500 - - 500 5326 Safety/Medical - - - - - 40,000 5412 Legal 50,000 50,000 50,000 1,935 2,040 1,500 5417 HR/Other Employee Expenses 2,500 2,500 2,500 5,262 9,803 7,000 5419 Other Professional Serv 7,000 7,000 7,000 1,092 [PHONE REDACTED] Telephone/Data 500 500 500 - - - 5422 Postage 100 100 100 80 [PHONE REDACTED] Advertising 850 850 850 6,600 6,850 6,772 5428 IT Support 10,992 10,992 10,992 590 [PHONE REDACTED] Mileage 1,000 1,000 1,000 120 62 700 5439 Travel 1,500 1,500 1,500 532 743 1,000 5464 Workers' Comp 1,030 1,030 1,030 485 610 1,000 5491 Dues & Subscriptions 1,000 1,000 1,000 1,983 2,841 10,000 5492 Registrations/Training 10,000 10,000 10,000 20,519 24,917 73,072 Total - Materials & Services 88,572 88,572 88,572 87,748 105,175 200,663 Department Total: 161 - Human Resources 200,734 200,734 200,734 Account Description Personnel Services budget decreased due to changes in allocations for HR Director and HR Specialist. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 60 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 61 Municipal Court Fund/Fund Number: General - 001 Department/Department Number: Municipal Court - 181 Department Director: Sandra Montoya Description of purpose/functions of department This department was combined with the Finance Department in FY 2015-16 to increase efficiency. Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 181 - Municipal Court (moved to 151 - Finance) Personnel Services 47,886 - - 5111 Regular Wages - - - 13,427 - - 5112 Part-Time Wages - - - 227 - - 5121 Overtime - - - 40 - - 5211 OR Workers' Benefit - - - 5,029 - - 5212 Social Security - - - 17,181 - - 5213 Med & Dent Ins - - - 8,723 - - 5214 Retirement - - - 209 - - 5215 Long Term Disability Ins - - - 601 - - 5216 Unemployment Insurance - - - 109 - - 5217 Life Insurance - - - 93,432 - - Total - Personnel Services - - - Materials & Services 55,340 - 5419 Other Professional Serv - - - 55,340 - - Total - Materials & Services - - - 148,772 - - Department Total: 181 - Municipal Court - - - Account Description 1.1 - - Full-Time Equivalent (FTE) - - - ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 62 Police Fund/Fund Number: General - 001 Department/Department Number: Police - 211 Department Director: James C. Ferraris Description of purpose/functions of department The Police Department provides 24-hour-a-day, 7-days-per-week law enforcement coverage which includes patrol, school resource, community response, traffic, investigative, drug and gang enforcement, evidence processing and storage, police records management and police administrative services. Description of department, including number of personnel 35 Sworn Police Officers and 8.5 Civilian Support Staff Description of FY 2016-17 accomplishments • Chief of Police appointed to METCOM (regional 911 dispatch) Executive Board as Second Vice Chair • Commenced collective bargaining agreement negotiations with Woodburn Police Association (WPA) • City Administrator and Chief attended two-day workshop on “Police Legitimacy and Procedural Justice” • Department Reorganization created four divisions: Chief’s Office, Operations Division, Community Response Division, and Support Services Division with the following changes: o Eliminated the captain rank o Created the ranks/positions of deputy chief, lieutenant and support services manager o Conducted recruitments and promotional processes for vacant officer positions and new positions o Restored staffing to levels within budget authority o Added responsibility of records unit, property/evidence unit, information technology (IT) liaison, and quartermaster, to the support services manager positon • Community Engagement o Increased engagement between the community and the police department o Conducted a “Community Connections Day” with Safeway, Woodburn Fire and Boys and Girls Club o Conducted a Citizen’s Police Academy o Enhanced social media programs within the department  Launched bi-lingual “smartphone app” within the community  Enhanced use of Twitter, Facebook and YouTube to engage public • Emergency Management o Identified, trained and deployed new emergency management coordinator position o Continued development of training to exercise Emergency Operations Plan o Continued planning meetings with emergency management partners • Partnership with Legal Department o Parking Ordinance update o Solicitor and Peddler Ordinance update o Taxi Licensing Program updates • Employee Development o Developed new Awards and Recognition Policy/Program o Incorporated organizational values into all decision making o Provided peer support/critical incident training to five officers o Acquired and launched Guardian Tracking employee information database o Implemented Training Office 2000 database to track employee training and certification records ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 63 Operations Division • Entered in partnership with Marion County Sheriff and Marion County Mental Health, adding funding for a Mobile Crisis Team officer within the police department. • Partnered with Marion County Sheriff on inter-agency SWAT/Crisis Negotiation team as replacement for Tactical Services Unit • Acquired and deployed two radar speed reader trailers • Engaged in traffic safety enforcement details • Provided traffic safety at Fourth of July and Fiesta Mexicana parades Community Response Division • Engaged in “Good Neighbor” program focusing on City code compliance • Assisted Marion County Sheriff’s Office with multiple victim homicide investigation • Cleared with arrests several major vandalism and arson cases impacting Woodburn Estates and City water system • Deployed School Resource Officers (SRO) to school in uniform and in marked patrol vehicles • SROs conducted training for school staff and parents and provided presence at summer school • Facilitated GREAT summer program • Partnered with Boys and Girls Club • Hosted regional Law Enforcement Executive Development Association (LEEDA) Identity Theft training Support Services Division • Hired a part time evidence technician • Acquired bar code scanning hardware and software for property/evidence tracking • Completed aged records purging • Identified property/evidence for disposal • Began preparation for property/evidence audit and inventory • Established Quartermaster program for uniforms/equipment/supply requisitions and inventory Description of FY 2017-18 proposed focus/goals Crime Analysis and Reduction • Develop Crime Analysis Program with specific focus on property crime and auto theft • Develop Automated Case Management System to properly track reported crime and investigations to a logical conclusion Community Safety • Obtain community support to purchase and deploy Automatic External Defibrillators in all patrol vehicles • Provide training and deploy “Naloxone” opioid overdose antidote to all sworn members • Provide enhanced traffic safety, education and enforcement in community • Identify, train and deploy an officer to Marion County Mobile Crisis Response Team • Finalize, execute agreement and assign personnel to Marion County Sheriff’s SWAT team Employee Development • Work with Human Resources (HR) Department to develop and provide specialized training for supervisors on federal and state laws • Work with HR on improvements to performance evaluation system • Develop and provide training on internal affairs investigations for supervisors Community Engagement • Continue enhanced community engagement • Conduct a Citizen’s Police Academy • Provide problem-solving focus on calls for service at Oregon Liquor Control Commission (OLCC) licensed establishments ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 64 • Continue partnership with youth-based groups; GREAT summer program, Boys and Girls Club, etc. • Conduct “Community Connection Day” with community partners Emergency Management • Continue update and review of Emergency Operations Plan • Develop Emergency Management exercise Administration • Engage employees in discussions at in-service training surrounding “Report on President’s 21st Century Task Force on Policing” specifically related to police legitimacy, procedural justice and community policing • Continue staffing to full authorized strength • Develop and adopt enhancements to body worn camera program • Launch bar coded property/evidence tracking system • Attain re-accreditation through the Oregon Accreditation Alliance • Complete full inventory and audit of property/evidence unit Performance Measures (new in FY 2017-18): Measures FY 2016-17 Projected FY 2017-18 Goal Police department participation in community events 6 9 Community engagement through social media 50 subscribers 75 subscribers Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Police 5,273,773 5,167,796 5,567,458 Personnel Services 5,775,310 5,775,310 5,775,310 1,294,943 1,385,407 1,649,406 Materials & Services 1,748,156 1,748,156 1,748,156 76,922 45,033 5,500 Capital Outlay - - - 6,645,638 6,598,236 7,222,364 Police Total 7,523,466 7,523,466 7,523,466 41.1 42.6 42.7 Full-Time Equivalent (FTE) 43.6 43.6 43.6 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 65 Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 211 - Police (Program 2111) Personnel Services 3,245,685 3,204,094 3,453,898 5111 Regular Wages 3,426,125 3,426,125 3,426,125 10,207 9,612 16,395 5112 Part-Time Wages 13,040 13,040 13,040 173,264 178,545 125,546 5121 Overtime 150,007 150,007 150,007 1,199 1,153 1,507 5211 OR Workers' Benefit 1,366 1,366 1,366 258,452 249,773 271,875 5212 Social Security 273,933 273,933 273,933 756,286 755,765 821,456 5213 Med & Dent Ins 927,298 927,298 927,298 777,484 737,288 855,383 5214 Retirement 959,337 959,337 959,337 13,314 12,752 12,546 5215 Long Term Disability Ins 14,485 14,485 14,485 30,621 13,113 3,625 5216 Unemployment Insurance 4,028 4,028 4,028 7,261 5,701 5,227 5217 Life Insurance 5,691 5,691 5,691 5,273,773 5,167,796 5,567,458 Total - Personnel Services 5,775,310 5,775,310 5,775,310 Materials & Services 4,332 768 5,000 5315 Computer Supplies 5,000 5,000 5,000 4,959 4,969 7,575 5319 Office Supplies 7,575 7,575 7,575 71,717 45,777 90,000 5323 Fuel 90,000 90,000 90,000 21,353 17,602 25,000 5324 Clothing 25,000 25,000 25,000 3,412 2,611 4,000 5326 Safety/Medical 4,000 4,000 4,000 19,651 19,531 19,950 5329 Other Supplies 23,450 23,450 23,450 587 339 5,000 5337 Tires/Parts 5,000 5,000 5,000 15,051 20,521 21,500 5351 Ammunition 21,500 21,500 21,500 2,857 890 2,400 5352 Protective Clothing 2,400 2,400 2,400 3,165 3,649 20,000 5400 Code Abatement 20,000 20,000 20,000 3,769 868 2,000 5409.140 Garage Services 2,000 2,000 2,000 14,057 37,034 35,000 5415 Computer 35,000 35,000 35,000 2,221 2,751 4,000 5417 HR/Other Employee Expenses 4,000 4,000 4,000 14,194 27,191 20,000 5419 Other Professional Serv 26,280 26,280 26,280 7,500 7,500 7,500 5420 Investigation Expenses 7,500 7,500 7,500 27,862 28,025 25,000 5421 Telephone/Data 25,000 25,000 25,000 4,731 4,744 8,000 5422 Postage 8,000 8,000 8,000 186 319 1,000 5424 Advertising 1,000 1,000 1,000 17,068 29,352 13,000 5426 Contract Networks 13,000 13,000 13,000 213,568 225,052 307,801 5428 IT Support 310,498 310,498 310,498 363,396 385,959 384,950 5429 Other Communication Serv 404,198 404,198 404,198 2,838 1,841 3,500 5432 Meals 3,500 3,500 3,500 292 [PHONE REDACTED] Mileage 500 500 500 12,702 6,418 13,000 5439 Travel 13,000 13,000 13,000 2,393 3,153 2,500 5443 Office Equipment 2,500 2,500 2,500 127,171 124,515 140,100 5444 Vehicle Leases 157,000 157,000 157,000 2,421 2,073 2,489 5451 Natural Gas 2,200 2,200 2,200 547 [PHONE REDACTED] Water/Sewer 900 900 900 47,660 47,349 48,006 5453 Electricity 48,000 48,000 48,000 1,855 1,546 1,820 5454 Solid Waste Disposal - - - - - - 5461 Auto Insurance 26,439 26,439 26,439 - - - 5463 Property/Earthquake Insurance 7,094 7,094 7,094 118,316 166,178 220,450 5464 Workers' Comp 226,689 226,689 226,689 74,359 83,981 104,816 5465 General Liability Insurance 79,833 79,833 79,833 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 66 FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted 7,704 7,439 10,500 5471 Equipment Repair & Maint 45,500 45,500 45,500 22,435 29,853 23,649 5472 Buildings Repairs & Maint 23,100 23,100 23,100 33,684 26,044 42,000 5475 Vehicle Repair & Maint 42,000 42,000 42,000 7,396 5,951 7,500 5491 Dues & Subscriptions 7,500 7,500 7,500 14,686 9,751 15,000 5492 Registrations/Training 18,000 18,000 18,000 2,849 2,852 4,000 5493 Printing/Binding 4,000 4,000 4,000 1,294,943 1,385,407 1,649,406 Total - Materials & Services 1,748,156 1,748,156 1,748,156 Capital Outlay 76,922 45,033 - 5642 Passenger Vehicles - - - - - 5,500 5649 Other Equipment - 76,922 45,033 5,500 Total - Capital Outlay - - - 6,645,638 6,598,236 7,222,364 Department Total: 211 - Police 7,523,466 7,523,466 7,523,466 Account Description Police new hires and promoted staff . Photo by Jason Horton Photo caption: Back row, l-r: Sgt. Altabef, Sgt. Araiza, Deputy Chief Boyd, Chief Ferraris, Support Services Manager Eubank, Lt. Millican, Lt. Pilcher, Sgt. Hershberger; front row, l-r: Officer White, Officer Gill, Officer Ponce, Officer Vasquez, Officer Smith. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 67 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 68 Library Fund/Fund Number: General - 001 Department/Department Number: Library - 311 Department Director: Jim Row Description of purpose/functions of department The library offers materials and services to the residents of Woodburn and the surrounding rural areas. The library features a collection of more than 110,000 items in a variety of print and electronic formats, and circulates them locally and throughout Polk, Yamhill and Marion Counties via its membership in the Chemeketa Cooperative Regional Library Service. Library operations focus on two main areas: the processing, handling and circulation of books, magazines, DVDs and other library materials; and the selection of materials, provision of ready-reference and research support and the delivery of programs and other content. Description of department, including number of personnel The Library is staffed by both full-time and part-time employees (10 FTE), including the Library Manager and four full-time program leads (Adult & Teen Librarian, Children’s Librarian, Technical Services Library Associate, Circulation Library Assistant) and numerous part-time library associates, library assistants and library pages. Description of FY 2016-17 accomplishments • Provided 2,557 service hours to the public, in which a projected 124,985 users borrowed an anticipated 183,889 items • Developed and delivered a projected 436 programs, which were attended by an anticipated 6,470 patrons • Selected and added an anticipated 5,098 new books and audiovisual items to the library’s collections Performance Measures (new in FY 2017-18): Measures FY 2016-17 Projected FY 2017-18 Goal Increase library attendance 124,985 128,735 Increase library circulation 183,889 187,567 Increase meeting room reservations 435 448 Maintain library program levels 436 436 Increase library program attendance 6,470 6,664 Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Library 518,821 515,592 575,721 Personnel Services 602,613 602,613 602,613 270,762 284,039 294,150 Materials & Services 305,504 305,504 305,504 - 6,577 - Capital Outlay - - - 789,583 806,208 869,871 Library Total 908,117 908,117 908,117 10.4 10.5 10.5 Full-Time Equivalent (FTE) 10.5 10.5 10.5 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 69 Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 311 - Library (Program 3199) Personnel Services 243,394 247,378 268,717 5111 Regular Wages 288,061 288,061 288,061 140,439 139,880 147,106 5112 Part-Time Wages 151,681 151,681 151,681 738 253 - 5121 Overtime - - - 334 [PHONE REDACTED] OR Workers' Benefit 328 328 328 28,785 28,988 31,825 5212 Social Security 33,964 33,964 33,964 53,480 50,514 58,270 5213 Med & Dent Ins 55,020 55,020 55,020 46,649 45,238 67,349 5214 Retirement 71,498 71,498 71,498 1,058 1,055 1,062 5215 Long Term Disability Ins 1,112 1,112 1,112 3,390 1,[PHONE REDACTED] Unemployment Insurance 531 531 531 553 [PHONE REDACTED] Life Insurance 418 418 418 518,821 515,592 575,721 Total - Personnel Services 602,613 602,613 602,613 Materials & Services 5,943 3,774 2,500 5319 Office Supplies 4,000 4,000 4,000 4,216 4,120 4,000 5340 Print Materials - Teen 4,000 4,000 4,000 24,845 28,205 32,485 5341 Print Materials - Adult 32,485 32,485 32,485 12,025 11,296 11,500 5342 Print Materials - Child 11,500 11,500 11,500 9,779 9,994 16,000 5345 Audiovisual Materials - Adult 16,000 16,000 16,000 1,598 1,154 1,625 5345.001 Audiovisual Materials - Child 1,625 1,625 1,625 519 [PHONE REDACTED].002 Audiovisual Materials - Teen 625 625 625 6,225 6,385 7,225 5347.001 Program Supplies - Summer Concerts 9,000 9,000 9,000 1,895 855 2,035 5347.002 Program Supplies - Adult 1,835 1,835 1,835 4,376 4,126 4,516 5347.003 Program Supplies - Child 4,516 4,516 4,516 4,743 4,241 6,000 5347.004 Program Supplies - Technical Services 5,000 5,000 5,000 4,207 4,675 3,380 5349 Periodicals - Adult 3,380 3,380 3,380 - 98 2,150 5350 Periodicals - Child 850 850 850 1,796 1,399 1,415 5419 Other Professional Serv 1,415 1,415 1,415 2,828 2,753 2,000 5421 Telephone/Data 3,000 3,000 3,000 154 [PHONE REDACTED] Postage 230 230 230 250 [PHONE REDACTED] Advertising 633 633 633 108,900 113,025 109,422 5428 IT Support 112,133 112,133 112,133 187 39 300 5432 Meals 300 300 300 145 - 200 5433 Mileage 200 200 200 1,612 1,353 1,500 5439 Travel 1,500 1,500 1,500 826 1,378 2,400 5443 Office Equipment 2,400 2,400 2,400 1,587 3,744 2,300 5451 Natural Gas 3,800 3,800 3,800 27,599 26,905 34,000 5453 Electricity 29,000 29,000 29,000 1,249 1,010 1,350 5454 Solid Waste Disposal - - - - - - 5463 Property/Earthquake Insurance 8,313 8,313 8,313 1,185 1,591 2,194 5464 Workers' Comp 2,111 2,111 2,111 12,451 14,783 16,400 5465 General Liability Insur 9,186 9,186 9,186 901 - 3,850 5471 Equipment Repair & Maint 3,850 3,850 3,850 17,992 29,381 13,305 5472 Buildings Repairs & Maint 24,007 24,007 24,007 8,004 5,220 6,090 5472.001 Fixture Repair 6,090 6,090 6,090 674 [PHONE REDACTED] Dues & Subscriptions 400 400 400 698 748 1,120 5492 Registrations/Training 1,120 1,120 1,120 1,354 89 1,000 5499.001 Reg Lib Sv 1,000 1,000 1,000 - 478 - 5500 Banking Fees & Charges - - - 270,762 284,039 294,150 Total - Materials & Services 305,504 305,504 305,504 Capital Outlay - 6,577 - 5649 Other Equipment - - - - 6,577 - Total - Capital Outlay - - - 789,583 806,208 869,871 Department Total: 311 - Library 908,117 908,117 908,117 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 70 Recreation Fund/Fund Number: General - 001 Department/Department Number: Recreation - 421 Department Director: Jim Row Description of purpose/functions of department The Recreation Department offers community-wide leisure opportunities including youth and adult sports, community events, youth leadership programs, summer camps, active adult and recreation trips and community education classes. The department also oversees the operation of the Woodburn Historical Museum. Description of department, including number of personnel The department consists of a full-time Recreation Manager, a full-time Recreation Supervisor and over 10 part- time and seasonal staff that directly supervise programs, activities and sports. Description of FY 2016-17 accomplishments • Successfully transitioned to a new Recreation Services Manager • Completed heating, ventilation and air conditioning (HVAC) replacements at the museum and Bungalow Theater and began funding search for roof and seismic improvements to both facilities • Entered into cooperative agreement with Friends of the Bungalow Theater • Completed exhibit improvements at the museum • Installed outdoor exercise stations at Legion Park • Began the Community Center Feasibility Study Performance Measures (new in FY 2017-18): Measures FY 2016-17 Projected FY 2017-18 Goal Increase the number of community events 15 18 Increase the number of adult basketball teams 30 35 Increase youth soccer enrollment 550 575 Increase youth basketball enrollment 240 250 Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Recreation 147,659 146,029 191,830 Personnel Services 201,793 201,793 201,793 244,442 285,398 272,605 Materials & Services 277,823 277,823 277,823 392,101 431,427 464,435 Recreation Total 479,616 479,616 479,616 2.0 3.9 3.9 Full-Time Equivalent (FTE) 3.9 3.9 3.9 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 71 Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 421 - Recreation (Program 7429) Personnel Services 85,087 85,427 92,537 5111 Regular Wages 97,317 97,317 97,317 2,086 1,065 46,819 5112 Part-Time Wages - - - 2,679 4,268 - 5112.010 Youth Sports 19,453 19,453 19,453 6,395 944 - 5112.020 Adult Sports Wages 4,158 4,158 4,158 475 937 - 5112.040 Summer Day Camp Wages 6,099 6,099 6,099 642 10,104 - 5112.060 Arts & Culture Wages 18,450 18,450 18,450 460 608 - 5112.070 Active Adult Wages - - - 269 35 - 5121 Overtime - - - 74 82 143 5211 OR Workers' Benefit 118 118 118 7,332 7,774 10,675 5212 Social Security 11,135 11,135 11,135 24,516 17,659 19,341 5213 Med & Dent Ins 14,898 14,898 14,898 16,169 16,197 21,486 5214 Retirement 29,221 29,221 29,221 400 [PHONE REDACTED] Long Term Disability Ins 120 120 120 863 [PHONE REDACTED] Unemployment Insurance 776 776 776 212 [PHONE REDACTED] Life Insurance 48 48 48 147,659 146,029 191,830 Total - Personnel Services 201,793 201,793 201,793 Materials & Services - - - 5319 Office Supplies 200 200 200 2,527 967 - 5329 Other Supplies - - - 20,775 23,815 20,000 5329.100 Events 20,000 20,000 20,000 37,023 46,783 38,383 5329.200 Youth Sports 42,283 42,283 42,283 19,973 12,559 10,000 5329.300 Adult Sports 13,000 13,000 13,000 1,247 - - 5329.400 Summer Day Camp - - - 8,043 69,499 75,000 5329.405 Fiesta Services 75,000 75,000 75,000 33,010 11,553 10,000 5329.600 Rec Admin 10,000 10,000 10,000 603 1,238 1,000 5329.700 Arts & Culture 1,000 1,000 1,000 4,446 4,088 4,000 5329.800 Active Adult 2,000 2,000 2,000 6,425 14,761 6,000 5329.900 Museum 6,000 6,000 6,000 15,180 7,233 10,100 5409.140 Garage Services 7,000 7,000 7,000 45,000 45,000 46,000 5419.101 Contract Svcs Teen Center 45,000 45,000 45,000 - 367 - 5421 Telephone/Data - - - 17 45 - 5422 Postage - - - - 1,604 2,000 5424 Advertising 1,000 1,000 1,000 23,100 20,550 23,491 5428 IT Support 25,600 25,600 25,600 - [PHONE REDACTED] Meals 300 300 300 - [PHONE REDACTED] Travel 300 300 300 2,980 2,916 1,900 5451 Natural Gas 1,900 1,900 1,900 4,411 4,649 4,165 5453 Electricity 4,400 4,400 4,400 - - - 5461 Auto Insurance 4,855 4,855 4,855 6,570 8,755 8,232 5464 Workers' Comp 10,248 10,248 10,248 3,772 4,209 6,734 5465 General Liability Insur 2,487 2,487 2,487 4,169 505 1,500 5472 Buildings Repairs & Maint 1,750 1,750 1,750 4,373 1,954 1,500 5475 Vehicle Repair & Maint 1,500 1,500 1,500 800 - - 5491 Dues & Subscriptions - - - - 1,825 2,000 5492 Registrations/Training 2,000 2,000 2,000 244,442 285,398 272,605 Total - Materials & Services 277,823 277,823 277,823 392,101 431,427 464,435 Department Total: 421 - Recreation 479,616 479,616 479,616 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 72 Aquatics Fund/Fund Number: General - 001 Department/Department Number: Aquatics - 431 Department Director: Jim Row Description of purpose/functions of department The Woodburn Aquatic Center offers fitness, recreational and learn-to-swim programs for individuals of all ages. Facility amenities include a 10-lane swimming pool with water slide, rope swing, group exercise room, party rental room, basketball hoop, wading pool, spa, fitness equipment and saunas. Description of department, including number of personnel One full-time position leads staff of 35-50 part-time employees Description of FY 2016-17 accomplishments • Three-week shutdown with significant facility maintenance, including tile replacement/cleaning, heater servicing, plaster acid wash, caulking replacement, gutter cleanout, fitness mirror replacement • Front and rear fitness spaces remodel/enclosure with grant award for $30,000 • Black Friday Sales of $6,411 • Met 50 percent cost recovery goal, at 53.9 percent • Established new revenue stream and membership program Silver & Fit with launch on Jan. 1 Performance Measures (new in FY 2017-18): Measures FY 2016-17 Projected FY 2017-18 Goal Increase cost recovery and reduce General Fund budgetary impact 51% 55% Improve attendance numbers by marketing and increasing events 45,000 47,000 Improve water safety through increased swim lesson enrollments 900 950 Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Aquatics 260,947 270,291 326,382 Personnel Services 337,574 337,574 337,574 255,332 252,752 242,348 Materials & Services 247,033 247,033 247,033 - - 30,000 Capital Outlay - - - 516,279 523,043 598,730 Aquatics Total 584,607 584,607 584,607 13.4 11.1 11.1 Full-Time Equivalent (FTE) 11.1 11.1 11.1 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 73 Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 431 - Aquatics (Program 7419) Personnel Services 37,493 46,552 47,350 5111 Regular Wages 49,400 49,400 49,400 - 245 - 5112 Part-Time Wages - - - 22,075 23,053 30,372 5112.011 Instruction Wages 30,701 30,701 30,701 82,775 83,440 105,456 5112.012 Lifeguarding Wages 106,600 106,600 106,600 29,947 20,328 27,101 5112.014 Administration Wages 28,223 28,223 28,223 6,086 363 10,000 5112.015 Pool Operator Custodial) Wages 10,400 10,400 10,400 15,784 22,590 23,393 5112.016 Water Fitness Instructor Wages 24,440 24,440 24,440 29,837 32,573 37,251 5112.017 Head Lifeguard Wages 37,635 37,635 37,635 121 15 - 5121 Overtime - - - 342 [PHONE REDACTED] OR Workers' Benefit 328 328 328 17,107 17,566 21,498 5212 Social Security 22,182 22,182 22,182 6,679 7,711 7,619 5213 Med & Dent Ins 8,027 8,027 8,027 10,446 14,348 14,178 5214 Retirement 19,079 19,079 19,079 185 [PHONE REDACTED] Long Term Disability Ins 193 193 193 1,972 888 1,558 5216 Unemployment Insurance 291 291 291 98 86 61 5217 Life Insurance 75 75 75 260,947 270,292 326,382 Total - Personnel Services 337,574 337,574 337,574 Materials & Services 700 - - 5315 Computer Supplies - - - 689 1,[PHONE REDACTED] Office Supplies 500 500 500 603 2,[PHONE REDACTED] Safety/Medical 750 750 750 10,876 14,477 12,000 5327 Chemicals 16,000 16,000 16,000 8,396 13 5,664 5329 Other Supplies 1,414 1,414 1,414 2,098 2,707 6,000 5390 Merchandise 5,000 5,000 5,000 21,710 18,254 14,500 5391 Inventory 14,500 14,500 14,500 27,672 17,973 18,000 5419 Other Professional Serv 18,000 18,000 18,000 521 [PHONE REDACTED] Telephone/Data 700 700 700 2 1 - 5422 Postage - - - 11,011 5,992 5,000 5424 Advertising 5,000 5,000 5,000 6,600 6,850 6,632 5428 IT Support 7,234 7,234 7,234 392 [PHONE REDACTED] Mileage 500 500 500 - - 500 5439 Travel 500 500 500 47,909 35,280 44,000 5451 Natural Gas 44,000 44,000 44,000 52,219 57,325 58,000 5453 Electricity 58,000 58,000 58,000 1,100 950 1,200 5454 Solid Waste Disposal - - - - - - 5463 Property/Earthquake Insurance 6,612 6,612 6,612 8,544 9,533 13,429 5464 Workers' Comp 14,169 14,169 14,169 6,615 7,865 8,523 5465 General Liability Insur 5,254 5,254 5,254 34,430 37,304 40,000 5471 Equipment Repair & Maint 7,200 7,200 7,200 6,603 26,465 - 5472 Building Repairs & Maint 35,000 35,000 35,000 1,028 45 700 5491 Dues & Subscriptions 700 700 700 5,614 7,452 6,000 5492 Registrations/Training 6,000 6,000 6,000 255,332 252,751 242,348 Total - Materials & Services 247,033 247,033 247,033 Capital Outlay - - 30,000 5629 Buildings - - - - - 30,000 Total - Capital Outlay - - - 516,279 523,043 598,730 Department Total: 431 - Aquatics 584,607 584,607 584,607 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 74 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 75 Retired and Senior Volunteer Program (RSVP) Fund/Fund Number: General - 001 Department/Department Number: RSVP - 481 Department Director: Jim Row Description of purpose/functions of department Community Services did not renew the federal RSVP Volunteer Program when grant funding concluded at the end of March 2016. The City will replace the paper/report intensive $74,000 program with an in-house volunteer coordination program, which staff believes they provide more efficiently. Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 481 - RSVP Personnel Services 36,043 35,549 - 5111 Regular Wages - - - 16 19 - 5211 OR Workers' Benefit - - - 2,704 2,728 - 5212 Social Security - - - 7,092 5,235 - 5213 Med & Dent Ins - - - 6,984 7,765 - 5214 Retirement - - - 134 170 - 5215 Long Term Disability Ins - - - 322 138 - 5216 Unemployment Insurance - - - 70 74 - 5217 Life Insurance - - - 53,366 51,678 - Total - Personnel Services - - - Materials & Services - 283 - 5319 Office Supplies - - - 108 518 - 5329 Other Supplies - - - 161 164 - 5421 Telephone/Data - - - 618 212 - 5422 Postage - - - 3,300 3,425 - 5428 IT Support - - - 423 370 - 5433 Mileage - - - - 343 - 5439 Travel - - - 73 122 - 5464 Workers' Comp - - - 377 460 - 5465 General Liability Insur - - - 642 514 - 5469 Other Insurance Costs - - - - 10 - 5492 Registrations/Training - - - 507 24 - 5493 Printing/Binding - - - 6,209 6,445 - Total - Materials & Services - - - 59,575 58,123 - Department Total: 481 - RSVP - - - Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 76 Community Services Administration Fund/Fund Number: General - 001 Department/Department Number: Community Svc. Admin. - 499 Department Director: Jim Row Description of purpose/functions of department It is the mission of the Community Services Department to build a strong sense of community and improve the quality of life for all Woodburn residents by providing an excellent system of parks, open spaces, facilities and leisure services, a strong collection of informational materials, opportunities for lifelong learning and by promoting community-wide literacy. Description of department, including number of personnel The department oversees approximately 40 FTE, and is responsible for operating recreation programs and special events, the Aquatic Center, Public Library, Parks and Facilities Maintenance, Transit program, volunteer program, the community relations program and park planning and development. Description of FY 2016-17 accomplishments • The recently-hired Community Relations Manager significantly increased outreach activities • Continued to improve the Fiesta Mexicana after resuming operational responsibilities in 2015 • Completed the update to the Parks SDC Methodology • Significantly completed the Centennial Park Splash Pad Performance Measures (new in FY 2017-18): Measures FY 2016-17 Projected FY 2017-18 Goal Increase park shelter/field rentals 55 park / 12 field 60 park / 15 field Increase park vendor permits 5 6 Grow the urban forestry program by increasing the number of trees given away to Woodburn residents 50 75 Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Community Services Administration 151,665 207,496 272,876 Personnel Services 300,767 300,767 300,767 61,929 69,686 78,831 Materials & Services 82,041 82,041 82,041 - - Capital Outlay - - - 213,594 277,182 351,707 Community Services Admin Total 382,808 382,808 382,808 3.0 3.0 3.0 Full-Time Equivalent (FTE) 3.0 3.0 3.0 Account Description Please note that the Personnel Services total reflected in this department only includes that portion of the cost associated with the General Fund. Please see Personnel Allocation table on page 162 for clarification. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 77 Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 499 - Community Services Admin (Program 7991) Personnel Services 102,598 138,785 176,043 5111 Regular Wages 191,755 191,755 191,755 - - - 5121 Overtime - - - 34 55 79 5211 OR Workers' Benefit 79 79 79 7,916 10,532 13,253 5212 Social Security 14,541 14,541 14,541 17,265 25,733 38,738 5213 Med & Dent Ins 41,389 41,389 41,389 22,317 31,027 43,483 5214 Retirement 51,760 51,760 51,760 410 [PHONE REDACTED] Long Term Disability Ins 762 762 762 909 [PHONE REDACTED] Unemployment Insurance 194 194 194 214 [PHONE REDACTED] Life Insurance 287 287 287 151,664 207,496 272,876 Total - Personnel Services 300,767 300,767 300,767 Materials & Services 1,092 722 1,500 5319 Office Supplies 700 700 700 310 [PHONE REDACTED] Other Supplies 200 200 200 - 869 8,000 5411 Engineering & Architect 8,000 8,000 8,000 62 - 300 5417 HR/Other Employee Expenses 100 100 100 7,295 8,236 10,166 5419 Other Professional Serv 10,166 10,166 10,166 1,932 1,181 2,000 5421 Telephone/Data 1,300 1,300 1,300 7,226 7,225 7,500 5422 Postage 7,500 7,500 7,500 13,200 13,700 13,263 5428 IT Support 14,469 14,469 14,469 7 - 200 5432 Meals 200 200 200 362 [PHONE REDACTED] Mileage 500 500 500 607 [PHONE REDACTED] Travel 600 600 600 4,332 7,069 6,000 5443 Office Equipment 7,500 7,500 7,500 409 [PHONE REDACTED] Workers' Comp 1,307 1,307 1,307 2,112 2,579 3,494 5465 General Liability Insur 4,499 4,499 4,499 616 1,[PHONE REDACTED] Dues & Subscriptions 500 500 500 482 1,[PHONE REDACTED] Registrations/Training 500 500 500 21,885 23,921 22,500 5493 Printing/Binding 24,000 24,000 24,000 61,929 69,686 78,831 Total - Materials & Services 82,041 82,041 82,041 Capital Outlay 9,940 - - 5649 Other Equipment - - - 9,940 - - Total - Capital Outlay - - - 223,534 277,182 351,707 Department Total: 499 - Community Services Admin 382,808 382,808 382,808 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 78 Planning Fund/Fund Number: General - 001 Department/Department Number: Planning - 511 Department Director: Chris Kerr Description of purpose/functions of department This department administers the Woodburn Comprehensive Plan which establishes the community’s land use policies. It also administers the Woodburn Development Ordinance (WDO) which establishes standards for development including subdivision, sign and site development requirements. Both the Comprehensive Plan and the WDO conform to state of Oregon statutes. Description of department, including number of personnel The division currently consists of 2.70 FTE which include the Community Development Director, an Associate Planner and Administrative Assistant (.70 FTE). FY 2017-18 includes the recommendation to add a full-time Senior Planner in response to the anticipated increase in the number and complexity of development applications. Description of FY 2016-17 accomplishments • Processed WDO amendments implementing the recommendations of the targeted industries analysis and updated the sign code • Resolved the previously stalled Boones Crossing development • Provided detailed land use training sessions to both the City Council and Planning Commission Description of FY 2017-18 proposed focus/goals • Make changes to the development review processes to address the increase in land use proposals • Work with the Planning Commission and staff to identify ongoing WDO code issues, and if necessary process code improvement packages • Complete the Transportation System Plan update and adopt into the Comprehensive Plan Performance Measures (new in FY 2017-18) Measures FY 2016-17 Projected FY 2017-18 Goal Render decision within 120 days (unless extension is requested) 100% 100% Conduct training activities to educate stakeholders on best practices in land use planning 2 4 Make legally-sound land use decisions evidenced by the number of final decisions overturned on appeal 0 0 Improve the effectiveness of the WDO evidenced by the number of code amendments required 1 2 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 79 Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Planning 242,975 296,737 336,309 Personnel Services 445,731 445,731 445,731 32,237 35,677 51,022 Materials & Services 51,332 51,332 51,332 275,212 332,414 387,331 Planning Total 497,063 497,063 497,063 - - - Planning Total - - - 2.7 2.7 2.7 Full-Time Equivalent (FTE) 3.5 3.5 3.5 Account Description Please note that the Personnel Services total reflected in this department only includes that portion of the cost associated with the General Fund. Please see Personnel Allocation table on page 162 for clarification. Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 511 - Planning (Program 5811) Personnel Services 167,952 203,288 222,859 5111 Regular Wages 286,388 286,388 286,388 177 325 - 5121 Overtime - - - 67 79 100 5211 OR Workers' Benefit 110 110 110 12,802 15,579 17,053 5212 Social Security 22,213 22,213 22,213 27,194 33,298 40,096 5213 Med & Dent Ins 66,477 66,477 66,477 32,226 42,172 54,783 5214 Retirement 68,681 68,681 68,681 702 [PHONE REDACTED] Long Term Disability Ins 1,138 1,138 1,138 1,487 [PHONE REDACTED] Unemployment Insurance 290 290 290 368 [PHONE REDACTED] Life Insurance 434 434 434 242,975 296,737 336,309 Total - Personnel Services 445,731 445,731 445,731 Materials & Services 95 - 1,200 5315 Computer Supplies 1,200 1,200 1,200 3,514 2,382 4,400 5319 Office Supplies 4,400 4,400 4,400 149 64 500 5323 Fuel 250 250 250 101 [PHONE REDACTED].140 Garage Services 500 500 500 2,892 2,669 4,300 5419 Other Professional Serv 6,000 6,000 6,000 752 766 1,000 5421 Telephone/Data 1,000 1,000 1,000 523 727 3,000 5422 Postage 1,500 1,500 1,500 - - 1,000 5424 Advertising 1,000 1,000 1,000 157 1,[PHONE REDACTED] Publication of Legal Note 900 900 900 16,500 17,125 20,035 5428 IT Support 21,843 21,843 21,843 - - 250 5429 Other Communication Serv 250 250 250 18 - 100 5433 Mileage 100 100 100 5 - 150 5439 Travel 150 150 150 - - - 5461 Auto Insurance 417 417 417 1,737 2,364 3,117 5464 Workers' Comp 1,516 1,516 1,516 4,638 5,580 5,770 5465 General Liability Insur 5,506 5,506 5,506 - [PHONE REDACTED] Vehicle Repair & Maint 300 300 300 1,156 1,440 4,500 5492 Registrations/Training 4,500 4,500 4,500 32,237 35,676 51,022 Total - Materials & Services 51,332 51,332 51,332 275,212 332,413 387,331 Department Total: 511 - Planning 497,063 497,063 497,063 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 80 Engineering Fund/Fund Number: General - 001 Department/Department Number: Engineering - 651 Department Director: Eric Liljequist (Interim Director) Description of purpose/functions of department The Engineering Department provides comprehensive engineering and contract administration services for capital improvement projects, operations and maintenance projects. Engineering maintains survey and mapping information; reviews development projects for compliance with public works requirements; coordinates the activities of utility companies in the City right-of-way and inspects public and private construction of streets, storm drainage systems, water lines and sewer lines. The department provides internal support to Facilities and Parks, Drinking Water, Street, Storm Water Conveyance and Wastewater (both collections and treatment). The Engineering Department is responsible for administering public contracts related to capital improvement projects, the Urban Renewal Agency and operational maintenance activities. The department also provides support for development, plan and permit review for all land use applications and building permit applications and administration of the contract for street sweeping services. Description of department, including number of personnel The Engineering Division currently has 4.5 FTE Description of FY 2016-17 accomplishments • Provided support to the Urban Renewal Agency for the Library Restroom Project, and improvements to First Street and the alleyway • Provided support in securing existing and future water rights for the drinking water system • Continued to develop and enhance the GIS and mapping program available to all City departments and City customers • Initiated design and contract administration support to Wastewater Treatment with the Poplar Harvest and Replant Project Performance Measures (new in FY 2017-18) Measures FY 2016-17 Projected FY 2017-18 Goal Percentage of capital project contracts completed within estimated timeline Not previously measured 90% Percentage of capital projects administered within the project budget Not previously measured 90% Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Engineering 565,304 550,814 353,543 Personnel Services 213,585 213,585 213,585 121,341 109,408 151,082 Materials & Services 145,805 145,805 145,805 686,645 660,222 504,625 Engineering Total 359,390 359,390 359,390 8.0 7.0 4.5 Full-Time Equivalent (FTE) 4.5 4.5 4.5 Account Description Please note that the Personnel Services total reflected in this department only includes that portion of the cost associated with the General Fund. Please see Personnel Allocation table on page 162 for clarification. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 81 Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 651 - Engineering Personnel Services 378,613 374,083 210,403 5111 Regular Wages 116,850 116,850 116,850 - - 39,848 5112 Part-Time Wages 40,258 40,258 40,258 2,133 747 - 5121 Overtime - - - 151 [PHONE REDACTED] OR Workers' Benefit 61 61 61 29,100 28,952 19,148 5212 Social Security 12,370 12,370 12,370 70,049 50,588 26,848 5213 Med & Dent Ins 9,859 9,859 9,859 79,388 92,752 55,791 5214 Retirement 33,388 33,388 33,388 1,652 1,[PHONE REDACTED] Long Term Disability Ins 436 436 436 3,354 1,[PHONE REDACTED] Unemployment Insurance 161 161 161 864 [PHONE REDACTED] Life Insurance 202 202 202 565,304 550,814 353,543 Total - Personnel Services 213,585 213,585 213,585 Materials & Services - - 500 5315 Computer Supplies 500 500 500 2,881 1,396 3,500 5319 Office Supplies 3,500 3,500 3,500 1,755 940 2,000 5323 Fuel 2,000 2,000 2,000 - - 500 5324 Clothing 500 500 500 420 [PHONE REDACTED] Safety/Medical 500 500 500 716 1,118 2,500 5329 Other Supplies 2,500 2,500 2,500 3,383 7,418 5,987 5409.140 Garage Services 5,987 5,987 5,987 2,389 264 5,000 5411 Engineering & Architect 10,000 10,000 10,000 15 - 500 5417 HR/Other Employee Expenses 500 500 500 5,723 620 15,000 5419 Other Professional Serv 15,000 15,000 15,000 5,879 5,449 5,800 5421 Telephone/Data 5,800 5,800 5,800 369 [PHONE REDACTED] Postage 500 500 500 117 - 500 5424 Advertising 500 500 500 53,800 44,525 43,526 5428 IT Support 36,452 36,452 36,452 - - 500 5439 Travel 500 500 500 7,851 6,773 7,000 5446 Software Licenses 7,000 7,000 7,000 1,937 1,927 2,300 5451 Natural Gas 2,100 2,100 2,100 6,300 6,260 7,900 5453 Electricity 9,000 9,000 9,000 670 [PHONE REDACTED] Solid Waste Disposal - - - - - - 5461 Auto Insurance 2,152 2,152 2,152 - - - 5463 Property/Earthquake Insurance 1,674 1,674 1,674 10,395 12,516 17,331 5464 Workers' Comp 12,038 12,038 12,038 11,237 13,217 14,418 5465 General Liability Insur 12,502 12,502 12,502 - 111 - 5471 Equipment Repair & Maint - - - 1,293 2,141 2,300 5472 Buildings Repairs & Maint 2,300 2,300 2,300 1,505 1,072 3,100 5475 Vehicle Repair & Maint 3,100 3,100 3,100 2,564 2,133 6,000 5492 Registrations/Training 6,000 6,000 6,000 - 49 1,500 5493 Printing/Binding 1,500 1,500 1,500 66 [PHONE REDACTED] Filing/Recording 700 700 700 75 75 1,000 5498 Permits/Fees 1,000 1,000 1,000 121,341 109,408 151,082 Total - Materials & Services 145,805 145,805 145,805 686,645 660,222 504,625 Department Total: 651 - Engineering 359,390 359,390 359,390 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 82 City Parks & Facilities ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 83 Parks and Facilities Maintenance Fund/Fund Number: General - 001 Department/Department Number: Parks and Facilities Maintenance - 711 Department Director: Jim Row Description of purpose/functions of department The Parks and Facilities Maintenance Department is responsible for maintaining parks, grounds, buildings and providing custodial services for City facilities. The parks and facilities maintenance supervisor reports to the Assistant City Administrator. Direct support services are provided by City staff for custodial services only. Other facilities support services are provided by commercial contracts, which are initiated by facilities maintenance staff. Commercially-contracted facilities maintenance services include heating, ventilation, and air conditioning (HVAC); electrician services for both maintenance and improvements; fire protection equipment; elevator; locksmith; roofing; and painting. Description of department, including number of personnel This section consists of a supervisor and six parks and facilities maintenance workers. In addition, two seasonal workers provide support during the eight busiest months of the year. Description of FY 2016-17 accomplishments Established a minimal level of service to meet the budgetary reductions established in this fiscal year. No public or employee safety or hygiene deficiencies have been identified due to operating at a minimal service level for parks maintenance. Accomplishments include: • Facilitated athletic field maintenance service contracts • Provided support activities for recreation programs • Participated in Certified Playground Safety Program (CPSC) • Supported park facility rentals • Utilized Succeed Health & Safety services to provide and track employee safety training • Improved communication with customers and staff • Facilitated building maintenance service contracts • Consolidate ordering, tracking and inventory procedures • Adopted and reinforced team cleaning practices (custodial) • Continued to develop building safety program Description of FY 2017-18 proposed focus/goals Continue to provide high quality service within budgetary limitations. Closely monitor public and employee safety and hygiene to insure basic public facilities requirements are provided. Provide eight-month seven-day service to our customers in the parks. • Cross-train staff to allow for shifting emphasis in maintenance area • Participate in the Urban Forestry Program with a focus on becoming a Tree City USA designee • Standardize City signage through a newly created directive from City Council • Participate in City-sponsored/supported functions, i.e. Public Works Week and Woodburn Proud Cleanup • Facilitate building maintenance service contracts • Reinforce established team cleaning practices (custodial) • Reduce graffiti & vandalism in parks through the use of a deterrent-oriented camera system • Facilitate athletic field maintenance service contracts • Utilize available resources to efficiently provide a positive impact to the public ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 84 • Manage inventory of equipment, supplies and personnel to its fullest extent • Continue working and developing a partnership with facility managers Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Parks & Facilities Maintenance 378,805 398,741 448,159 Personnel Services 436,647 436,647 436,647 363,248 377,199 450,106 Materials & Services 417,747 417,747 417,747 87,812 - - Capital Outlay - - - 829,865 775,940 898,265 Parks & Facil Maintenance Total 854,394 854,394 854,394 8.3 8.3 8.3 Full-Time Equivalent (FTE) 8.3 8.3 8.3 Account Description Legion Park Shelter ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 85 Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 711 - Maintenance Personnel Services 221,413 239,371 253,098 5111 Regular Wages 252,327 252,327 252,327 30,969 23,182 30,325 5112 Part-Time Wages 30,814 30,814 30,814 1,827 898 - 5121 Overtime - - - 258 [PHONE REDACTED] OR Workers' Benefit 261 261 261 18,549 19,099 21,691 5212 Social Security 21,935 21,935 21,935 63,108 70,128 87,956 5213 Med & Dent Ins 71,437 71,437 71,437 38,947 43,388 52,831 5214 Retirement 58,172 58,172 58,172 977 989 1,027 5215 Long Term Disability Ins 1,024 1,024 1,024 2,240 1,[PHONE REDACTED] Unemployment Insurance 286 286 286 516 [PHONE REDACTED] Life Insurance 391 391 391 378,804 398,741 448,159 Total - Personnel Services 436,647 436,647 436,647 Materials & Services 2,296 124 2,000 5319 Office Supplies 2,000 2,000 2,000 17,010 14,527 20,000 5321 Cleaning Supplies 20,000 20,000 20,000 11,445 7,848 14,000 5323 Fuel 14,000 14,000 14,000 3,194 2,860 4,000 5325 Ag Supplies 4,000 4,000 4,000 660 865 3,600 5326 Safety/Medical 3,600 3,600 3,600 7,135 6,256 6,000 5329 Other Supplies 6,000 6,000 6,000 2,532 1,138 3,000 5331 Construction Materials 3,000 3,000 3,000 1,930 1,361 2,000 5338 Tools 2,000 2,000 2,000 3,943 1,156 2,000 5352 Protective Clothing 2,000 2,000 2,000 240 913 30,000 5363 Signs 30,000 30,000 30,000 2,370 - 4,000 5385 Fertilizer 4,000 4,000 4,000 47,078 48,837 57,012 5409.140 Garage Services 32,262 32,262 32,262 83,091 113,169 79,000 5419 Other Professional Serv 79,000 79,000 79,000 4,278 4,421 5,000 5421 Telephone/Data 5,000 5,000 5,000 3,300 10,275 9,947 5428 IT Support 10,852 10,852 10,852 6,063 748 4,000 5445 Work Equipment 4,000 4,000 4,000 2,443 2,565 3,000 5446 Software Licenses 3,000 3,000 3,000 8,043 7,912 9,000 5451 Natural Gas 9,000 9,000 9,000 45,462 47,583 45,804 5453 Electricity 45,804 45,804 45,804 13,373 14,064 13,604 5454 Solid Waste Disposal - - - - - - 5461 Auto Insurance 3,665 3,665 3,665 - - - 5463 Property/Earthquake Insurance 8,519 8,519 8,519 10,912 11,923 16,513 5464 Workers' Comp 20,693 20,693 20,693 13,878 14,379 16,626 5465 General Liability Insur 5,352 5,352 5,352 15,651 12,730 16,000 5471 Equipment Repair & Maint 16,000 16,000 16,000 44,482 39,581 50,000 5472 Buildings Repairs & Maint 50,000 50,000 50,000 10,407 6,550 5,000 5475 Vehicle Repair & Maint 5,000 5,000 5,000 701 500 3,000 5478 Playground Repair & Maint 3,000 3,000 3,000 - 3,727 22,500 5484 Urban Forestry Program 22,500 22,500 22,500 1,331 441 2,000 5492 Registrations/Training 2,000 2,000 2,000 - 746 1,500 5498 Permits/Fees 1,500 1,500 1,500 363,248 377,199 450,106 Total - Materials & Services 417,747 417,747 417,747 Capital Outlay 87,812 - - 5649 Other Equipment - - - 87,812 - - Total - Capital Outlay - - - 829,865 775,940 898,265 Department Total: 711 - Maintenance 854,394 854,394 854,394 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 86 Non-Departmental Fund/Fund Number: General - 001 Department/Department Number: Non-Departmental - 199 Department Director: Sandra Montoya Description of purpose/functions of department This budget provides for City General Fund expenses which cannot be charged to any specific department. Charges include membership in various regional organizations (Council of Governments, League of Oregon Cities, etc.) as well as the annual turnover to the local Chamber of Commerce. Department Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Non-Departmental 188,915 316,068 223,566 Materials & Services 294,504 294,504 294,504 - 8,970 - Capital Outlay - - - 416,505 208,835 210,049 Transfers Out 1,002,453 1,002,453 1,002,453 605,420 533,873 433,615 Non-Departmental Total 1,296,957 1,296,957 1,296,957 Account Description The Transfers Out of $1,002,453 includes five separate transfers: • $116,000 is to the Transit Fund, which is an annual subsidy • $750,000 to General Fund Cap Const Fund for various building repairs that have been deferred for several years and have now reached a critical repair point • $83,769 is the last of four annual payments to the Information Technology Fund for the General Fund’s portion of the new phone system and software upgrades • $52,684 is the final payment to the Street SDC Fund and Water Cap Const Fund for repayment of an inter-fund loan for a financial management system upgrade For a summary of all Transfers In and Transfers Out see Budgeted Transfers on page 169. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 87 Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 199 - Non-departmental (Program 1219) Materials & Services 1,445 - - 5315 Computer Supplies - - - 6,783 5,599 9,000 5319 Office Supplies 9,000 9,000 9,000 504 [PHONE REDACTED] Fuel 600 600 600 234 3,298 50,000 5329 Other Supplies 50,000 50,000 50,000 354 - 1,700 5409.140 Garage Services 1,700 1,700 1,700 45,669 160,724 28,000 5419 Other Professional Serv 100,000 100,000 100,000 48,000 48,000 50,000 5419.201 ToT Grants 50,000 50,000 50,000 359 669 - 5422 Postage - - - - - 2,500 5425 Publication of Legal Note 2,500 2,500 2,500 24,000 24,000 8,000 5429 Other Communication Serv 8,000 8,000 8,000 - 1,411 - 5432 Meals - - - - 3,879 - 5439 Travel - - - - - - 5463 Property/Earthquake Insurance 6,557 6,557 6,557 30,260 36,210 38,766 5465 General Liability Insur 31,147 31,147 31,147 31,307 31,906 33,000 5491 Dues & Subscriptions 33,000 33,000 33,000 - - 2,000 5492 Registrations/Training 2,000 2,000 2,000 188,915 316,068 223,566 Total - Materials & Services 294,504 294,504 294,504 Capital Outlay - 8,970 - 5649 Other Equipment - - - - 8,970 - Total - Capital Outlay - - - Transfers Out (Program 9711) 136,000 116,000 116,000 5811.110 Transfer to Transit 116,000 116,000 116,000 - - 2,596 5811.132 Transfer to Asset Forfeiture - - - 130,000 - - 5811.140 Transfer to Street - - - 74,961 12,594 - 5811.358 Transfer to General Cap Const Fund 750,000 750,000 750,000 - - 15,000 5811.360 Transfer to Special Assessment - - - 23,769 23,769 23,769 5811.568 Transfer to Info Services 83,769 83,769 83,769 25,887 28,236 26,342 5841.376 Interfund Loan Transfer 26,342 26,342 26,342 25,887 28,236 26,342 5841.466 Interfund Loan Transfer 26,342 26,342 26,342 416,504 208,835 210,049 Total - Transfers Out 1,002,453 1,002,453 1,002,453 605,420 533,873 433,615 Department Total: 199 - Non-departmental 1,296,957 1,296,957 1,296,957 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 88 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 89 Contingency/Ending Fund Balance Fund/Fund Number: General - 001 Department/Department Number: Contingency/Ending Fund Balance Department Director: Sandra Montoya Description of purpose/functions of department The City of Woodburn’s Budget Policies and Fiscal Strategy states at least 17 percent of the General Fund’s operating appropriation shall be placed into the operating contingency to be set aside for unforeseen circumstances that may arise during the fiscal year. This percentage was increased from 10 percent to be consistent with Government Finance Officers Association (GFOA) best practices, as updated in 2015. Contingency appropriations require City Council approval and/or public hearing. In addition to the contingency policy the City has established three additional reserve categories have been created over the last two years as a result of one-time budgetary savings: • Shortfall Management Reserve (SMR). The SMR is intended to subsidize future shortfalls estimated in the Five-Year Forecast • Reserve for Facilities. Since the 2008 recession and subsequent slow recovery over the last eight years, substantive facility maintenance (e.g. roof replacement/repair, HVAC replacement/repair, flooring, etc.) was deferred due to funding shortages. The prolonged deferment of facility maintenance has resulted in a substantial list of costly repairs that will require significant funding. The addition of $511,768 to this reserve sets aside funding for additional repairs in subsequent years. • Reserve for PERS. An increase of $1,250,000 to this reserve line item is recommended to preserve future funding. PERS rate increases due to unfunded liabilities for Tier 1-2 employees is projected to continue for the next 20 years. For the biennial period of FY 2017-18 and FY 2018-19 the rate will increase approximately 23 percent citywide. This double-digit increase is projected to continue for the next years, and at some point has the potential to require staff reductions to balance the budget. This reserve is recommended as the first line of defense to stave off future staffing reductions. Additionally, the 2017 Oregon Legislative session includes PERS reform which may offer new rate relief options. If legislative or administrative PERS reform develops, staff will return to Council with options. Department Detail FY 2014-15 Actual FY 2015-16 Actual FY 2016-17 Budget FY 2017-18 Proposed FY 2017-18 Approved FY 2017-18 Adopted Department: 901 - Ending Fund Balance (Program 9971) Contingencies and Unappropriated Balances - - 2,192,803 5921 Contingency 2,265,812 2,265,812 2,265,812 - - 1,008,193 5981.012 Reserve - SMR 1,008,193 1,008,193 1,008,193 - - 100,000 5981.013 Reserve for Facilities 611,768 611,768 611,768 - - 250,000 5981.101 Reserve for PERS 1,500,000 1,500,000 1,500,000 - - 3,550,996 Total - Contingencies and Unappropriated Balances 5,385,773 5,385,773 5,385,773 - - 3,550,996 Department Total: 901 - Ending Fund Balance 5,385,773 5,385,773 5,385,773 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 90 Transit Route ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 91 Transit Fund – 110 Fund/Fund Number: Transit Fund - 110 Department/Department Number: Transit - 671 Department Director: Jim Row Description of purpose/functions of department Woodburn Transit Service provides safe and reliable public transportation for Woodburn residents and those traveling within the Woodburn region. The system was built with a focus on seniors, people with disabilities and those who do not have reliable transportation options, and strives to provide customers traveling to and from Woodburn with efficient and convenient regional transportation connections. Due to funding constraints, Transit services are only provided five days a week. Description of department, including number of personnel The Transit Fund has 6.6 FTE, consisting of a full-time operations supervisor, a full-time lead dispatcher, ten part- time driver/dispatchers and a part-time vehicle custodian. Description of FY 2016-17 accomplishments • Transit manager carried increased responsibilities for managing grants and the overall transit program budget based on the 2015 Transit Study • Awarded an ADA improvement grant through ODOT which will update many of the City’s bus stops • Trained staff in defensive driving, customer service, and passenger assistance • Two out-of-town wheelchair drivers were hired to keep up with the increasing demand for the out of town medical service Description of FY 2017-18 proposed focus/goals • Work closely with Canby Area Transit (CAT) and Chemeketa Area Regional Transportation System (CARTS) transit systems to facilitate a seamless regional transportation system for Woodburn residents along the 99E/I-5 Corridor • Coordinate with the Community Relations Manager to foster relationships throughout the community and to reach those residents that need our service • Promote increased utilization of the Woodburn Memorial Transit Facility by local and regional transit providers, private shuttle operators and carpool/vanpool programs ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 92 Fund Summary Transit Fund Revenues 140,025 152,287 140,000 Fund Balance 140,000 140,000 140,000 856,973 427,284 440,000 Intergovernmental 468,765 468,765 468,765 44,807 42,747 48,500 Charges for Goods and Services 48,500 48,500 48,500 8,989 10,473 10,250 Miscellaneous Revenue 11,180 11,180 11,180 136,000 116,000 116,000 Transfers In 116,000 116,000 116,000 1,186,794 748,791 754,750 Revenues Total 784,445 784,445 784,445 Expenditures 396,272 390,920 426,614 Personnel Services 365,174 365,174 365,174 195,381 194,812 219,212 Materials & Services 224,833 224,833 224,833 439,853 - - Capital Outlay 28,000 28,000 28,000 3,001 3,001 3,001 Transfers Out 3,001 3,001 3,001 - - 105,923 Contingencies and Reserve 163,437 163,437 163,437 1,034,507 588,733 754,750 Expenditures Total 784,445 784,445 784,445 152,287 160,058 - Revenue Over (Under) Expenditures - - - 7.9 7.9 7.4 Full-Time Equivalent (FTE) 6.6 6.6 6.6 Revenue Sources and Other Discussion Transfers In is a transfer of $116,000 from the General Fund, which is an annual subsidy. For a summary of all Transfers In and Transfers Out see Budgeted Transfers on page 169. Intergovernmental contains various competitive state and federal grants received for transit operations. These are adjusted year over year according to historical analysis and limitations on the particular grant. The increase in Charges for Goods and Services is comprised of transit fares, which do not sustain the program. The total amount in the category accounts for only 4 percent of the operating revenue. Transfers Out of $3,001 is the Transit Fund’s portion of the fourth of four annual payments for the new phone system. Newest Transit bus purchased in 2015 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 93 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 110 - Transit Fund Revenues Department: 000 - Revenue 140,025 152,287 140,000 3081 Beginning Fund Balance 140,000 140,000 140,000 140,025 152,287 140,000 Total - Fund Balance 140,000 140,000 140,000 360,220 - - 3332 Federal Grants - - - 115,509 39,172 35,000 3333.601 5310 Discretionary Ops 44,401 44,401 44,401 - - - 3333.602 5310 Discretionary Cap 28,000 28,000 28,000 151,312 142,095 142,000 3333.603 5311 Formula Operation 147,364 147,364 147,364 57,308 43,517 60,500 3333.605 Veh Prev Maint 49,000 49,000 49,000 29,261 - - 3341 State Grants - - - 99,121 202,500 202,500 3341.601 STF Formula 200,000 200,000 200,000 44,242 - - 3344 New Freedom - - - 856,973 427,284 440,000 Total - Intergovernmental 468,765 468,765 468,765 8,416 9,712 8,500 3445 Dial a Ride Daily 8,500 8,500 8,500 36,391 33,002 40,000 3447 Transit System Fares 40,000 40,000 40,000 33 - 3447.101 Transit System Fares Fixed Route-SALEM - - - 44,807 42,747 48,500 Total - Charges for Goods and Services 48,500 48,500 48,500 89 [PHONE REDACTED] Interest from Investments 1,180 1,180 1,180 8,920 6,778 10,000 3676 Donations-Transit 10,000 10,000 10,000 (33) 98 - 3698 Cash Long and Short - - - 13 2,842 - 3699 Other Miscellaneous Income - - - 8,989 10,473 10,250 Total - Miscellaneous Revenue 11,180 11,180 11,180 136,000 116,000 116,000 3971.001 Transfer From General Fund 116,000 116,000 116,000 136,000 116,000 116,000 Total - Transfers In 116,000 116,000 116,000 1,186,794 748,791 754,750 Department Total: 000 - Revenue 784,445 784,445 784,445 1,186,794 748,791 754,750 Revenues Total 784,445 784,445 784,445 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 94 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Expenditures Department: 671 - Transit (Program 4711) 176,922 159,632 181,556 5111 Regular Wages 137,997 137,997 137,997 104,884 117,380 117,149 5112 Part-Time Wages 129,633 129,633 129,633 245 336 - 5121 Overtime - - - 229 [PHONE REDACTED] OR Workers' Benefit 211 211 211 21,070 20,613 22,765 5212 Social Security 20,629 20,629 20,629 48,808 48,482 53,857 5213 Med & Dent Ins 36,452 36,452 36,452 40,577 42,118 49,159 5214 Retirement 39,205 39,205 39,205 681 [PHONE REDACTED] Long Term Disability Ins 556 556 556 2,497 1,[PHONE REDACTED] Unemployment Insurance 278 278 278 359 [PHONE REDACTED] Life Insurance 213 213 213 396,272 390,920 426,614 Total - Personnel Services 365,174 365,174 365,174 457 1,338 1,300 5319 Office Supplies 1,300 1,300 1,300 36,370 22,553 30,000 5323 Fuel 26,000 26,000 26,000 1,606 1,001 2,000 5324 Clothing 2,000 2,000 2,000 907 810 1,000 5326 Safety/Medical 1,000 1,000 1,000 391 [PHONE REDACTED] Other Supplies 500 500 500 13,574 12,010 15,000 5332 Spare Parts 15,000 15,000 15,000 7,343 1,082 5,000 5337 Tires/Parts 5,000 5,000 5,000 4,372 3,388 3,000 5409.140 Garage Services 3,000 3,000 3,000 1,155 1,320 1,500 5414 Accounting/Auditing 1,500 1,500 1,500 10,659 15,685 12,000 5419 Other Professional Serv 12,000 12,000 12,000 3,601 4,719 4,000 5421 Telephone/Data 4,000 4,000 4,000 41 52 100 5422 Postage 100 100 100 - - 2,000 5424 Advertising 2,000 2,000 2,000 19,140 19,865 19,400 5428 IT Support 21,148 21,148 21,148 21 - 100 5432 Meals 100 100 100 31,239 26,806 32,000 5433 Mileage 32,000 32,000 32,000 (37) - 500 5439 Travel 1,000 1,000 1,000 5,000 5,000 6,000 5446 Software Licenses 6,000 6,000 6,000 6,272 6,132 6,478 5448 Internal Rent 6,667 6,667 6,667 1,102 974 1,038 5451 Natural Gas 1,000 1,000 1,000 3,372 3,346 3,634 5453 Electricity 4,000 4,000 4,000 261 [PHONE REDACTED] Solid Waste Disposal - - - - - - 5461 Auto Insurance 17,827 17,827 17,827 - - - 5463 Property/Earthquake Insurance 114 114 114 9,226 10,840 15,650 5464 Workers' Comp 22,703 22,703 22,703 19,518 20,552 27,132 5465 General Liability Insur 5,774 5,774 5,774 123 4,718 5,000 5471 Equipment Repair & Maint 5,000 5,000 5,000 83 12,727 1,000 5472 Buildings Repairs & Maint 1,000 1,000 1,000 16,417 15,848 20,000 5475 Vehicle Repair & Maint 20,500 20,500 20,500 1,250 - 500 5480 Accident Repair 500 500 500 - [PHONE REDACTED] Dues & Subscriptions 600 600 600 25 1,[PHONE REDACTED] Registrations/Training 3,500 3,500 3,500 1,893 1,086 2,000 5493 Printing/Binding 2,000 2,000 2,000 195,381 194,812 219,212 Total - Materials & Services 224,833 224,833 224,833 392,781 - 5642 Passenger Vehicles - - - 47,072 - 5649 Other Equipment 28,000 28,000 28,000 439,853 - - Total - Capital Outlay 28,000 28,000 28,000 1,031,506 585,732 645,826 Program Total: 4711 - Fixed Route Transit 618,007 618,007 618,007 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 95 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Program: 9711 - Operating Transfer Out 3,001 3,001 3,001 5811.568 Transfer to Info Services 3,001 3,001 3,001 3,001 3,001 3,001 Total - Transfers Out 3,001 3,001 3,001 3,001 3,001 3,001 Program Total: 9711 - Operating Transfer Out 3,001 3,001 3,001 1,034,507 588,733 648,827 Department Total: 671 - Transit 621,008 621,008 621,008 Department: 901 - Ending Fund Balance Program: 9971 - Equity - - 105,923 5921 Contingency 163,437 163,437 163,437 - - 105,923 Total - Contingencies and Unappropriated Balances 163,437 163,437 163,437 - - 105,923 Program Total: 9971 - Equity 163,437 163,437 163,437 - - 105,923 Department Total: 901 - Ending Fund Balance 163,437 163,437 163,437 1,034,507 588,733 754,750 Expenditures Total 784,445 784,445 784,445 152,287 160,058 - Fund Net Total: 110 - Transit Fund - - - ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 96 Street Fund – 140 Fund/Fund Number: Street Fund - 140 Department/Department Number: Maintenance - 631 Department Director: Eric Liljequist (Interim Director) Description of purpose/functions of department This section within the Public Works Department provides administration and operations of street maintenance and garage activities. Street maintenance activities include routine street repairs such as overlay preparation, patching, crack sealing, pothole repair, grading and dust control on gravel streets, graffiti removal, storm related clean up, leaf collection, holiday tree collection, centerline striping, pavement markings, street sign maintenance, sweeping contract supervision, weed control, mowing and other right-of-way related maintenance duties. Garage activities include service and maintenance to the Woodburn fleet (e.g. vehicles, heave/small equipment), with the exception of police and transit vehicles. Description of department, including number of personnel The section is supervised by a Street Maintenance Supervisor and is organized to provide both operations and maintenance with clerical administrative support. The street maintenance and garage sections consist of six full- time employees and 1.5 seasonal employees. Description of FY 2016-17 accomplishments • Provided routine maintenance of streets in the public rights-of-way, including grading of gravel streets • Provided a leaf collection program to Woodburn residents November-December • Provided a holiday tree disposal program to Woodburn residents in December-January • Administered a street sweeping contract for sweeping of all City streets • Maintained all regulatory traffic, pavement markings and signage • Provided assistance and support to special events • Provided landscape maintenance and refuse pick up and disposal on Front Street • Provide landscape maintenance responsibilities in conjunction with the I-5 Interchange project, • Maintained I-5 bridge lighting, maintenance and repairs Performance Measures (new in FY 2017-18): Measures FY 2016-17 Projected FY 2017-18 Goal Miles of street sweeping 2,216 2,250 Street signs replaced 60 65 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 97 Fund Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Account Description Proposed Approved Adopted Street Fund Revenues 2,760,622 2,966,044 2,689,000 Fund Balance 3,365,799 3,365,799 3,365,799 102,517 115,692 100,000 Taxes 110,000 110,000 110,000 168 369 - Licenses and Permits - - - 1,409,311 1,454,076 1,400,000 Intergovernmental 1,400,000 1,400,000 1,400,000 336,707 357,984 320,000 Franchise Fees 320,000 320,000 320,000 172,003 196,750 202,497 Miscellaneous Revenue 181,751 181,751 181,751 220,000 90,000 90,000 Transfers In 90,000 90,000 90,000 5,001,328 5,180,915 4,801,497 Revenues Total 5,467,550 5,467,550 5,467,550 Expenditures 561,516 565,071 709,127 Personnel Services 797,044 797,044 797,044 1,439,267 1,206,394 1,609,029 Materials & Services 1,587,210 1,587,210 1,587,210 - 9,150 5,500 Capital Outlay 24,000 24,000 24,000 34,501 34,501 1,174,501 Transfers Out 1,814,501 1,814,501 1,814,501 - - 1,303,340 Contingencies and Reserve 1,244,795 1,244,795 1,244,795 2,035,284 1,815,116 4,801,497 Expenditures Total 5,467,550 5,467,550 5,467,550 2,966,044 3,365,799 - Revenue Over (Under) Expenditures - - - 4.0 6.0 6.0 Full-Time Equivalent (FTE) 7.5 7.5 7.5 Revenue Sources and Other Discussion The Taxes category of revenue includes City gas tax revenue, which was historically in its own fund. The Intergovernmental category of revenue is the largest source within the Street fund. The entire $1.4 million or 39 percent is generated from the state gas tax. The Capital Outlay expenditure of $24,000 is for the purchase a Kawasaki Mule with a 60 gallon sprayer for $8,500 and a Kawasaki Mule with a hydraulic dump bed for $15,500. Transfers In of $90,000 is a transfer from the Sewer Fund for street sweeping costs. For a summary of all Transfers In and Transfers Out see Budgeted Transfers on page 169. The total Transfers Out amount of $1,814,501 includes seven separate transfers: • $1,780,000 to Street & Storm Cap Const Fund for the following capital projects o Sidewalk & ADA improvements (CIST1165) $25,000 o Settlemier/W. Lincoln intersection improvement (CIST1470) $60,000 o West Hayes Street Improvement (CIST1486) $795,000 o Fourth Street Storm (CDST1471) $200,000 o Hardcastle/Railroad Intersection realignment (CIST1443) $700,000 • $30,000 to Equipment Replacement Fund • $4,501 to the Information Technology Fund for the last of four annual payments for phone system For a summary of all Transfers In and Transfers Out see Budgeted Transfers on page 169. See the section titled Capital Construction Projects beginning on page 170 for information on all budgeted capital projects. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 98 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 140 - Street Fund Revenues Department: 000 - Revenue 2,760,622 2,966,044 2,689,000 3081 Beginning Fund Balance 3,365,799 3,365,799 3,365,799 2,760,622 2,966,044 2,689,000 Total - Fund Balance 3,365,799 3,365,799 3,365,799 102,517 115,692 100,000 3171 City Gas Tax 110,000 110,000 110,000 102,517 115,692 100,000 Total - Taxes 110,000 110,000 110,000 168 369 - 3223 Curb Cuts and Bores - - - 168 369 - Total - Licenses and Permits - - - 1,409,311 1,454,076 1,400,000 3361 State Gas Tax 1,400,000 1,400,000 1,400,000 1,409,311 1,454,076 1,400,000 Total - Intergovernmental 1,400,000 1,400,000 1,400,000 278,145 270,815 260,000 3141 Privilege Tax, PGE 260,000 260,000 260,000 58,562 87,168 60,000 3142 Privilege Tax, NW Natural 60,000 60,000 60,000 336,707 357,984 320,000 Total - Franchise Fees 320,000 320,000 320,000 14,870 21,515 14,000 3611 Interest from Investments 52,170 52,170 52,170 6,020 22,151 5,500 3699 Other Miscellaneous Income 5,500 5,500 5,500 20,890 43,666 19,500 Total - Miscellaneous Revenue 57,670 57,670 57,670 130,000 - - 3971.001 Transfer From General Fund - - - 90,000 90,000 90,000 3971.472 Transfer From Sewer 90,000 90,000 90,000 220,000 90,000 90,000 Total - Transfers In 90,000 90,000 90,000 4,850,215 5,027,831 4,618,500 Department Total: 000 - Revenue 5,343,469 5,343,469 5,343,469 Department: 661 - Garage 151,113 153,084 182,997 3654 Garage WO Revenue 124,081 124,081 124,081 151,113 153,084 182,997 Total - Miscellaneous Revenue 124,081 124,081 124,081 151,113 153,084 182,997 Department Total: 661 - Garage 124,081 124,081 124,081 5,001,328 5,180,915 4,801,497 Revenues Total 5,467,550 5,467,550 5,467,550 Garage work order (WO) Revenue, account 3654, is a direct offset to account 5409.140 Garage Services in other funds. Garage Services will be billed to other funds after services are provided. If external services are used, those payments will be charged to vehicle repairs and maintenance account 5475. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 99 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Expenditures Department: 631 - Maintenance Program: 4211 - Street Maintenance 255,076 254,370 358,316 5111 Regular Wages 396,487 396,487 396,487 - 13,450 41,496 5112 Part-Time Wages 58,407 58,407 58,407 5,322 4,937 4,842 5121 Overtime 5,135 5,135 5,135 141 [PHONE REDACTED] OR Workers' Benefit 264 264 264 19,313 19,998 30,769 5212 Social Security 35,184 35,184 35,184 56,811 70,266 111,199 5213 Med & Dent Ins 115,005 115,005 115,005 54,046 49,633 77,366 5214 Retirement 96,179 96,179 96,179 1,077 1,003 1,158 5215 Long Term Disability Ins 1,490 1,490 1,490 2,298 1,061 1,291 5216 Unemployment Insurance 939 939 939 562 [PHONE REDACTED] Life Insurance 681 681 681 394,646 415,289 627,149 Total - Personnel Services 709,771 709,771 709,771 9 [PHONE REDACTED] Office Supplies 250 250 250 25 18 300 5321 Cleaning Supplies 300 300 300 7,685 4,896 10,000 5323 Fuel 10,000 10,000 10,000 488 1,589 1,000 5324 Clothing 2,000 2,000 2,000 542 778 1,000 5326 Safety/Medical 2,000 2,000 2,000 1,325 2,769 2,500 5329 Other Supplies 2,500 2,500 2,500 1,969 1,319 1,000 5338 Tools 2,000 2,000 2,000 - 681 1,500 5339 Other Maintenance Supplies 1,500 1,500 1,500 965 1,865 1,500 5352 Protective Clothing 2,500 2,500 2,500 29,031 23,426 34,000 5361 Road Materials 40,000 40,000 40,000 173 - 500 5362 Concrete 1,000 1,000 1,000 13,914 2,016 14,000 5363 Signs 14,000 14,000 14,000 22 1,252 1,000 5369 Other Street Supplies 1,000 1,000 1,000 23,117 14,623 15,400 5419 Other Professional Serv 15,400 15,400 15,400 3,465 3,074 2,500 5421 Telephone/Data 5,000 5,000 5,000 - [PHONE REDACTED] Travel 925 925 925 486 3,527 1,500 5445 Work Equipment 1,500 1,500 1,500 2,867 2,965 3,000 5446 Software Licenses 3,000 3,000 3,000 2,482 2,668 3,500 5451 Natural Gas 3,500 3,500 3,500 7,379 6,663 10,000 5453 Electricity 10,000 10,000 10,000 3,625 2,587 3,000 5454 Solid Waste Disposal 3,000 3,000 3,000 7,943 16,187 7,000 5471 Equipment Repair & Maint 7,000 7,000 7,000 - - 1,000 5474 Structures Repair & Maint 1,000 1,000 1,000 6,214 7,536 6,000 5475 Vehicle Repair & Maint 10,000 10,000 10,000 1,691 1,644 2,000 5476 Laundry 4,000 4,000 4,000 682,312 547,528 859,326 5479 Other Repair & Maint 833,826 833,826 833,826 500 123 15,000 5482 Tree Maintenance 15,000 15,000 15,000 1,684 1,552 1,500 5492 Registrations/Training 8,000 8,000 8,000 - - 250 5498 Permits/Fees 250 250 250 799,913 652,645 1,000,451 Total - Materials & Services 1,000,451 1,000,451 1,000,451 Department: 631 - Maintenance Program: 4211 - Street Maintenance - 9,150 5,500 5649 Other Equipment 24,000 24,000 24,000 - 9,150 5,500 Total - Capital Outlay 24,000 24,000 24,000 1,194,559 1,077,084 1,633,100 Program Total: 4211 - Street Maintenance 1,734,222 1,734,222 1,734,222 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 100 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Expenditures Program: 4261 - Street Cleaning 716 593 1,000 5323 Fuel 1,000 1,000 1,000 7 - 500 5329 Other Supplies 500 500 500 75,884 83,389 110,000 5419 Other Professional Serv 105,000 105,000 105,000 667 154 1,000 5471 Equipment Repair & Maint 1,000 1,000 1,000 1,036 - 2,000 5475 Vehicle Repair & Maint 7,000 7,000 7,000 78,310 84,136 114,500 Total - Materials & Services 114,500 114,500 114,500 78,310 84,136 114,500 Program Total: 4261 - Street Cleaning 114,500 114,500 114,500 Program: 4299 - Street Admin 208,653 114,283 100,000 5411.001 Engineering Support to General Fund 63,000 63,000 63,000 4,620 5,280 6,000 5414 Accounting/Auditing 6,000 6,000 6,000 13,200 10,275 9,947 5428 IT Support 14,469 14,469 14,469 3,911 3,823 4,039 5448 Internal Rent 4,161 4,161 4,161 - - 605 5451 Natural Gas 626 626 626 2,042 2,119 2,418 5453 Electricity 2,486 2,486 2,486 149 [PHONE REDACTED] Solid Waste Disposal - - - 236,664 219,002 240,000 5456 Street Lighting 240,000 240,000 240,000 - - - 5461 Auto Insurance 6,152 6,152 6,152 - - - 5463 Property/Earthquake Insurance 7,237 7,237 7,237 12,028 17,706 24,622 5464 Workers' Comp 38,607 38,607 38,607 12,536 13,811 17,533 5465 General Liability Insur 6,253 6,253 6,253 6,023 963 5,000 5472 Buildings Repairs & Maint 2,880 2,880 2,880 1,130 625 4,000 5482 Tree Maintenance 4,000 4,000 4,000 1,233 1,161 15,000 5483 Sidewalks 15,000 15,000 15,000 - 20,865 - 5490 Refunds - - - 502,189 410,033 429,268 Total - Materials & Services 410,871 410,871 410,871 502,189 410,033 429,268 Program Total: 4299 - Street Admin 410,871 410,871 410,871 Program: 9711 - Operating Transfer Out - - 1,140,000 5811.363 Transfer to Street & Storm Cap Const Fun 1,780,000 1,780,000 1,780,000 4,501 4,501 4,501 5811.568 Transfer to Info Services 4,501 4,501 4,501 30,000 30,000 30,000 5811.591 Transfer to Equipment Replace 30,000 30,000 30,000 34,501 34,501 1,174,501 Total - Transfers Out 1,814,501 1,814,501 1,814,501 34,501 34,501 1,174,501 Program Total: 9711 - Operating Transfer Out 1,814,501 1,814,501 1,814,501 1,809,559 1,605,755 3,351,369 Department Total: 631 - Maintenance 4,074,094 4,074,094 4,074,094 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 101 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Department: 661 - Garage 105,361 95,312 51,456 5111 Regular Wages 54,551 54,551 54,551 834 3,592 - 5121 Overtime - - - 58 49 32 5211 OR Workers' Benefit 28 28 28 7,491 7,037 3,938 5212 Social Security 4,175 4,175 4,175 34,879 27,304 17,987 5213 Med & Dent Ins 18,343 18,343 18,343 16,602 15,524 8,234 5214 Retirement 9,821 9,821 9,821 466 [PHONE REDACTED] Long Term Disability Ins 218 218 218 935 390 52 5216 Unemployment Insurance 55 55 55 244 174 76 5217 Life Insurance 82 82 82 166,870 149,782 81,978 Total - Personnel Services 87,273 87,273 87,273 - - 200 5315 Computer Supplies 200 200 200 188 47 300 5319 Office Supplies 300 300 300 9,248 10,737 11,000 5322 Lubricants 10,000 10,000 10,000 1,495 1,168 2,000 5323 Fuel 2,000 2,000 2,000 689 1,024 1,000 5324 Clothing 1,000 1,000 1,000 430 [PHONE REDACTED] Safety/Medical 400 400 400 3,799 3,288 3,000 5329 Other Supplies 3,000 3,000 3,000 8,544 6,456 8,000 5337 Tires/Parts 9,000 9,000 9,000 4,935 3,294 2,900 5338 Tools 5,000 5,000 5,000 593 [PHONE REDACTED] Protective Clothing 500 500 500 - 395 1,500 5419 Other Professional Serv 1,500 1,500 1,500 669 1,[PHONE REDACTED] Telephone/Data 900 900 900 9,900 10,275 10,087 5428 IT Support 7,374 7,374 7,374 - - 100 5432 Meals 100 100 100 - - 100 5433 Mileage 100 100 100 - - 100 5439 Travel 100 100 100 5,793 5,475 6,000 5446 Software Licenses 6,000 6,000 6,000 - - 100 5454 Solid Waste Disposal 100 100 100 - - - 5461 Auto Insurance 838 838 838 - - - 5463 Property/Earthquake Insurance 230 230 230 3,627 4,560 5,877 5464 Workers' Comp 3,488 3,488 3,488 2,139 2,802 3,146 5465 General Liability Insur 1,258 1,258 1,258 2,362 1,503 2,000 5471 Equipment Repair & Maint 2,000 2,000 2,000 2,099 354 1,000 5472 Buildings Repairs & Maint 1,000 1,000 1,000 951 2,054 2,000 5475 Vehicle Repair & Maint 2,000 2,000 2,000 1,286 818 1,000 5476 Laundry 1,000 1,000 1,000 108 2,820 1,600 5492 Registrations/Training 2,000 2,000 2,000 58,855 59,579 64,810 Total - Materials & Services 61,388 61,388 61,388 225,725 209,361 146,788 Department Total: 661 - Garage 148,661 148,661 148,661 Department: 901 - Ending Fund Balance Program: 9971 - Equity - - 231,816 5921 Contingency 240,825 240,825 240,825 - - 1,071,524 5981.005 Reserve for Future Years 1,003,970 1,003,970 1,003,970 - - 1,303,340 Total - Contingencies and Unappropriated Balances 1,244,795 1,244,795 1,244,795 - - 1,303,340 Program Total: 9971 - Equity 1,244,795 1,244,795 1,244,795 - - 1,303,340 Department Total: 901 - Ending Fund Balance 1,244,795 1,244,795 1,244,795 2,035,284 1,815,116 4,801,497 Expenditures Total 5,467,550 5,467,550 5,467,550 2,966,044 3,365,799 - Fund Net Total: 140 - Street Fund - - - ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 102 GO Debt Service Fund – 250 Fund/Fund Number: GO Debt Service Fund - 250 Department Director: Sandra Montoya Description of purpose/functions of department This fund records the payment of principal and interest on the City’s General Obligation bonds. As of June 30, 2016, a single bond issue is outstanding for the Police Facility. The final year of debt service for these funds is 2025. For a detailed listing of the debt outstanding, and annual debt service of the City, please refer to Debt Overview on page 160. Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 250 - GO Debt Service Fund Revenues 55,034 50,772 32,000 3081 Beginning Fund Balance 3,100 3,100 3,100 55,034 50,772 32,000 Total - Fund Balance 3,100 3,100 3,100 521,029 486,278 521,000 3111 Property Tax - Current 523,000 523,000 523,000 1,000 16,220 1,000 3112 Property Tax - Delinquent 10,000 10,000 10,000 522,029 502,498 522,000 Total - Taxes 533,000 533,000 533,000 970 1,[PHONE REDACTED] Interest from Investments 3,070 3,070 3,070 970 1,714 450 Total - Miscellaneous Revenue 3,070 3,070 3,070 578,033 554,984 554,450 Revenues Total 539,170 539,170 539,170 Expenditures 335,000 350,000 370,000 5711 Bond Principal, Police Series 2005, Due 6/1 385,000 385,000 385,000 96,131 89,933 83,283 5721 Bond Interest, Police Series 2005, Due 12/1 76,068 76,068 76,068 96,131 89,933 83,283 5721 Bond Interest, Police Series 2005, Due 6/1 76,068 76,068 76,068 527,261 529,866 536,566 Total - Debt Service 537,136 537,136 537,136 - - 17,884 5981.007 Reserve for Debt Service 2,034 2,034 2,034 - - 17,884 Total - Contingencies and Unappropriated Balances 2,034 2,034 2,034 527,261 529,866 554,450 Expenditures Total 539,170 539,170 539,170 50,772 25,118 - Fund Net Total: 250 - GO Debt Service Fund - - - Account Description Revenue Sources and Other Discussion This Fund accounts for the debt service on the City’s 2005 General Obligation Bond. Property taxes and interest are the only sources of revenue. The amount of tax imposed for this fund is dependent on debt service levels and beginning fund balance. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 103 Utility Funds  Water Fund  Sewer Fund ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 104 Water Fund – 470 Fund/Fund Number: Water Fund - 470 Department/Department Number: Water - 611 Department Director: Eric Liljequist (Interim Director) Description of purpose/functions of section The drinking water section provides administration, meter reading, operations and maintenance of the water treatment and distribution system. The section is responsible for all activities centered at the water treatment plants and throughout the water distribution system, and administers a Cross Connection Control and Backflow Prevention Program. Description of section, including number of personnel The section is supervised by a Drinking Water Section Supervisor and is supported by clerical administrative staff. This section has 10 FTE staff. Description of FY 2016-17 accomplishments • Provided water treatment, secondary disinfection, distribution of the City water system, meeting all state and federal regulatory requirements • Prepared and provided to all customers and the Oregon Health Authority the 2015 Water Quality Report • Continued public education efforts by providing Water Treatment Plant tours to local students, River Ranger program at the local schools, participated in Earth Day at the Oregon Garden and the Public Works Week Showcase event • Flushed the entire distribution system and operated fire hydrants in the system • Continued the replacement of existing water meters with Automatic Read Meters • Began a water master plan and rate structure analysis with a FY 2017-18 targeted completion date Performance Measures (new in FY 2017-18): Measures FY 2016-17 Projected FY 2017-18 Goal Meet federal drinking water requirements (shown in the annual drinking water report for prior year) Yes ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 105 Fund Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Account Description Proposed Approved Adopted Water Fund Revenues 1,781,501 1,942,866 2,179,000 Fund Balance 2,359,924 2,359,924 2,359,924 3,277,604 3,415,661 3,529,752 Charges for Goods and Services 3,568,996 3,568,996 3,568,996 76,411 81,993 46,600 Miscellaneous Revenue 73,570 73,570 73,570 5,135,516 5,440,520 5,755,352 Revenues Total 6,002,490 6,002,490 6,002,490 Expenditures 1,168,912 1,172,688 1,276,897 Personnel Services 1,425,458 1,425,458 1,425,458 834,953 885,257 1,003,884 Materials & Services 1,083,562 1,083,562 1,083,562 1,155,698 1,156,098 1,156,097 Debt Service 1,155,439 1,155,439 1,155,439 33,087 32,391 32,955 Transfers Out 32,955 32,955 32,955 - - 2,285,519 Contingencies and Reserve 2,305,076 2,305,076 2,305,076 3,192,650 3,246,434 5,755,352 Expenditures Total 6,002,490 6,002,490 6,002,490 1,942,866 2,194,086 - Revenue Over (Under) Expenditures - - - 10.0 10.0 10.0 Full-Time Equivalent (FTE) 10.0 10.0 10.0 Revenue Sources and Other Discussion The Charges for Goods and Services amount of $3,568,996 includes the fees collected for water provided to City residents and represent the major revenue source for the Water Fund. For a detailed listing of the debt outstanding, and annual debt service of the City, please refer to Debt Overview on page 160. The Transfers Out amount of $32,955 includes four different transfers shown below. For a summary of all Transfers In and Transfers Out see Budgeted Transfers on page 169. • $10,000 to the Equipment Replacement Fund for future needs • $9,753 to the Information Technology Fund for the last of four annual payments for the phone system • $13,202 represents a payment of $6,601 to the Street SDC Fund, and an equal payment to the Water Cap Const Fund for repayment of a prior year inter-fund loan for the City’s accounting and utility billing system Water Treatment Plant at Country Club Road ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 106 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 470 - Water Fund Revenues Department: 000 - Revenue 1,781,501 1,942,866 2,179,000 3081 Beginning Fund Balance 2,359,924 2,359,924 2,359,924 1,781,501 1,942,866 2,179,000 Total - Fund Balance 2,359,924 2,359,924 2,359,924 108 1,384 - 3434 Water Revenue - - - 3,142,894 3,286,181 3,434,452 3434.101 Water Sales Revenue 3,458,696 3,458,696 3,458,696 35,371 28,658 15,000 3434.102 New Services 15,000 15,000 15,000 20,920 21,570 19,000 3434.103 Re-connection Fees 19,000 19,000 19,000 4,585 4,375 4,000 3434.104 Vacations 4,000 4,000 4,000 1,320 1,325 1,100 3434.106 NSF Check Fee 1,100 1,100 1,100 1,391 1,138 1,200 3434.108 Bulk Water Sales 1,200 1,200 1,200 - 439 - 3434.109 System Repairs - - - 65 40 - 3434.111 Collections - - - 70,950 70,551 55,000 3434.112 Late Fees 70,000 70,000 70,000 3,277,604 3,415,661 3,529,752 Total - Charges for Goods and Services 3,568,996 3,568,996 3,568,996 9,078 12,424 9,600 3611 Interest from Investments 26,570 26,570 26,570 56,641 43,072 33,000 3625 Facilities Rent 43,000 43,000 43,000 7,277 2,279 - 3691 Sale of Surplus Property - - - 3,415 24,218 4,000 3699 Other Miscellaneous Income 4,000 4,000 4,000 76,411 81,993 46,600 Total - Miscellaneous Revenue 73,570 73,570 73,570 5,135,516 5,440,520 5,755,352 Department Total: 000 - Revenue 6,002,490 6,002,490 6,002,490 5,135,516 5,440,520 5,755,352 Revenues Total 6,002,490 6,002,490 6,002,490 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 107 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Expenditures Department: 611 - Water Program: 6411 - Water Supply 762,325 763,811 802,021 5111 Regular Wages 881,797 881,797 881,797 6,032 8,795 11,375 5112 Part-Time Wages 12,485 12,485 12,485 7,068 7,577 15,819 5121 Overtime 16,357 16,357 16,357 404 [PHONE REDACTED] OR Workers' Benefit 447 447 447 56,996 56,951 62,689 5212 Social Security 69,592 69,592 69,592 182,351 171,708 200,326 5213 Med & Dent Ins 219,587 219,587 219,587 141,928 155,865 178,518 5214 Retirement 219,459 219,459 219,459 3,273 3,208 2,970 5215 Long Term Disability Ins 3,416 3,416 3,416 6,823 3,028 1,525 5216 Unemployment Insurance 923 923 923 1,712 1,361 1,155 5217 Life Insurance 1,395 1,395 1,395 1,168,912 1,172,688 1,276,897 Total - Personnel Services 1,425,458 1,425,458 1,425,458 166 - 500 5315 Computer Supplies 500 500 500 996 1,012 1,500 5319 Office Supplies 1,500 1,500 1,500 11,687 7,208 15,000 5323 Fuel 15,000 15,000 15,000 6,003 5,552 4,500 5324 Clothing 4,500 4,500 4,500 1,276 2,023 2,000 5326 Safety/Medical 2,000 2,000 2,000 60,978 66,281 54,000 5327 Chemicals 54,000 54,000 54,000 1,663 1,619 2,500 5328 Lab Supplies 2,500 2,500 2,500 1,015 236 1,300 5329 Other Supplies 1,300 1,300 1,300 3,622 4,890 3,000 5338 Tools 3,000 3,000 3,000 - 12 1,900 5339 Other Maintenance Supplies 1,900 1,900 1,900 14,920 8,636 14,000 5379 Water/Sewer Supplies 14,000 14,000 14,000 8,737 9,487 8,000 5379.001 Line Repair Supplies 8,000 8,000 8,000 16,946 16,246 17,000 5379.002 Customer Service 17,000 17,000 17,000 187 29 4,500 5379.003 Pump Supplies 4,500 4,500 4,500 12,048 16,932 10,000 5379.004 Meter Parts 10,000 10,000 10,000 316 108 2,500 5379.005 Protective Equipment 2,500 2,500 2,500 - 1,000 - 5417 HR/Other Employee Expenses - - - 14,069 18,557 10,000 5419 Other Professional Serv 10,000 10,000 10,000 13,242 12,699 15,000 5419.501 Testing/Lab 15,000 15,000 15,000 1,150 2,275 3,500 5419.707 Educ Outreach 3,500 3,500 3,500 7,028 7,442 10,000 5421 Telephone/Data 10,000 10,000 10,000 368 - 500 5422 Postage 500 500 500 - 20 - 5432 Meals - - - 2,330 300 1,500 5445 Work Equipment 1,500 1,500 1,500 8,639 8,738 10,000 5446 Software Licenses 10,000 10,000 10,000 2,854 2,880 2,800 5451 Natural Gas 2,800 2,800 2,800 216,363 218,655 213,201 5453 Electricity 213,201 213,201 213,201 2,171 1,425 1,300 5454 Solid Waste Disposal 1,300 1,300 1,300 10,157 5,350 9,300 5471 Equipment Repair & Maint 9,300 9,300 9,300 1,688 8,104 2,000 5472 Buildings Repairs & Maint 2,000 2,000 2,000 7,869 8,673 5,000 5475 Vehicle Repair & Maint 5,000 5,000 5,000 28 30 - 5476 Laundry - - - 4,919 41,717 110,000 5479 Other Repair & Maint 200,000 200,000 200,000 1,514 1,973 1,900 5491 Dues & Subscriptions 1,900 1,900 1,900 2,451 1,973 2,500 5492 Registrations/Training 2,500 2,500 2,500 225 - - 5493 Printing/Binding - - - 1,525 300 1,500 5498 Permits/Fees 1,500 1,500 1,500 439,150 482,382 542,201 Total - Materials & Services 632,201 632,201 632,201 1,608,062 1,655,070 1,819,098 Program Total: 6411 - Water Supply 2,057,659 2,057,659 2,057,659 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 108 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Program: 6421 - Water Meter Reading 4,083 3,012 5,000 5323 Fuel 5,000 5,000 5,000 3,038 2,625 2,100 5419 Other Professional Serv 2,100 2,100 2,100 17,827 18,104 20,000 5422 Postage 20,000 20,000 20,000 524 173 2,000 5471 Equipment Repair & Maint 2,000 2,000 2,000 9,245 9,639 11,000 5493 Printing/Binding 11,000 11,000 11,000 34,717 33,553 40,100 Total - Materials & Services 40,100 40,100 40,100 34,717 33,553 40,100 Program Total: 6421 - Water Meter Reading 40,100 40,100 40,100 Program: 6499 - Water Administration - - 1,600 5329 Other Supplies 1,600 1,600 1,600 27,193 27,763 36,992 5409.140 Garage Services 21,846 21,846 21,846 21,414 13,871 18,000 5411.001 Engineering Support to General Fund 13,000 13,000 13,000 6,930 7,920 9,000 5414 Accounting/Auditing 9,000 9,000 9,000 10,949 7,765 15,000 5419 Other Professional Serv 15,000 15,000 15,000 36,300 37,675 40,070 5428 IT Support 43,686 43,686 43,686 10,287 10,056 10,624 5448 Internal Rent 10,934 10,934 10,934 157,130 164,655 171,723 5450 General Right of Way Charge 172,935 172,935 172,935 - - 450 5454 Solid Waste Disposal - - - - 6,381 7,000 5460 Property Tax Expense 7,000 7,000 7,000 - - - 5461 Auto Insurance 6,418 6,418 6,418 - - - 5463 Property/Earthquake Insurance 20,840 20,840 20,840 25,030 29,658 40,065 5464 Workers' Comp 39,982 39,982 39,982 36,789 36,194 40,059 5465 General Liability Insur 12,489 12,489 12,489 5,355 3,640 5,000 5472 Buildings Repairs & Maint 5,531 5,531 5,531 - 2,000 2,000 5481 Utility Assistance Program 2,000 2,000 2,000 23,710 21,743 24,000 5500 Banking Fees & Charges 29,000 29,000 29,000 361,087 369,321 421,583 Total - Materials & Services 411,261 411,261 411,261 289,548 313,591 313,591 325,789 325,789 325,789 190,487 206,864 206,864 215,573 215,573 215,573 190,487 206,864 206,864 215,573 215,573 215,573 266,498 242,854 242,854 229,998 229,998 229,998 109,339 92,962 92,962 84,253 84,253 84,253 109,339 92,962 92,962 5711 Principal, Series 2003 Water Due 12/1 5711 Principal, 2005 Oregon EDD, Due 12/1 5711 Principal, 2005 Safe Drinking Water, Due 12/1 5721 Interest, Series 2003 Water Due 12/1 5721 Interest, 2005 Oregon EDD, Due 12/1 5721 Interest, 2005 Safe Drinking Water, Due 12/1 84,253 84,253 84,253 1,155,698 1,156,098 1,156,097 Total - Debt Service 1,155,439 1,155,439 1,155,439 1,516,785 1,525,419 1,577,680 Program Total: 6411 - Water Administration 1,566,700 1,566,700 1,566,700 Program: 9711 - Operating Transfer Out 9,753 9,753 9,753 5811.568 Transfer to Info Services 9,753 9,753 9,753 10,000 10,000 10,000 5811.591 Transfer to Equipment Replace 10,000 10,000 10,000 6,667 6,319 6,601 5841.376 Interfund Loan Transfer 6,601 6,601 6,601 6,667 6,319 6,601 5841.466 Interfund Loan Transfer 6,601 6,601 6,601 33,087 32,391 32,955 Total - Transfers Out 32,955 32,955 32,955 33,087 32,391 32,955 Program Total: 9711 - Operation Transfer Out 32,955 32,955 32,955 3,192,650 3,246,433 3,469,833 Department Total: 611 - Water 3,697,414 3,697,414 3,697,414 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 109 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Department: 901 - Ending Fund Balance Program: 9971 - Equity - - 114,039 5921 Contingency 125,451 125,451 125,451 - - 1,417,480 5981.005 Reserve for Future Years 1,425,625 1,425,625 1,425,625 - - 754,000 5981.007 Reserve for Debt Service 754,000 754,000 754,000 - - 2,285,519 Total - Contingencies and Unappropriated Balances 2,305,076 2,305,076 2,305,076 - - 2,285,519 Program Total: 9971 - Equity 2,305,076 2,305,076 2,305,076 - - 2,285,519 Department Total: 901 - Ending Fund Balance 2,305,076 2,305,076 2,305,076 3,192,650 3,246,433 5,755,352 Expenditures Total 6,002,490 6,002,490 6,002,490 1,942,866 2,194,087 - Fund Net Total: 470 - Water Fund - - - ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 110 Sewer Fund – 472 Fund/Fund Number: Sewer Fund - 472 Department/Department Number: Sewer - 621 Department Director: Eric Liljequist (Interim Director) Description of purpose/functions of department The Sewer Fund consists of the administration, operations and maintenance of the Wastewater Treatment Plant (WWTP), the collection systems for both sanitary sewer and storm water, regional detention facilities and conveyance systems of Mill Creek, Senecal Creek and numerous tributaries. Functions include the plant operations, natural treatment processes, reuse operations, biosolids operations, maintenance and operation of remote pump stations, pre-treatment program and laboratory services. The collection system functions include cleaning and maintenance of pipes, reduction of infiltration/inflow practices as required by Department of Environmental Quality (DEQ) and storm water activities. Description of department, including number of personnel There are 15 FTE within this department, including; a Wastewater Supervisor who is responsible for the overall operation of the WWTP, operation and maintenance personnel, and clerical administrative support. Description of FY 2016-17 accomplishments • Continued efforts to renew the National Pollution Discharge Elimination System (NPDES) permit, which has been on hold pending legal challenges with a regard to water quality standards • Completed and submitted the annual Biosolids, Water Reuse Report to DEQ • Completed the five-year storm water management, TMDL report and submitted to DEQ • Continued effort and implementation of best management practices per the Storm Water Management TMDL Implementation Plan • Completed poplar harvest of four management units, approximately 27 acres • Completed ground preparation and replant of poplar trees for three management units, approximately 17 acres • Completed and submitted the annual infiltration and inflow (I&I) report to DEQ • Continued public education efforts in regard to water quality by providing Wastewater Treatment Plant tours to local students, River Ranger program at the local schools, participated in Earth Day at the Oregon Gardens and the Public Works Showcase event Performance Measures (new in FY 2017-18): Measures FY 2016-17 Projected FY 2017-18 Goal Video inspect city sewer collection system, miles 12 miles 12 miles High pressure clean city collection system, miles 15 miles 15 miles Clean storm water system, lineal feet 25,000 25,000 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 111 Fund Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Account Description Proposed Approved Adopted Sewer Fund Revenues 5,152,235 5,869,126 5,788,000 Fund Balance 7,889,407 7,889,407 7,889,407 7,981,658 8,169,193 8,182,000 Charges for Goods and Services 8,363,563 8,363,563 8,363,563 27,428 39,985 32,000 Miscellaneous Revenue 87,550 87,550 87,550 13,161,321 14,078,304 14,002,000 Revenues Total 16,340,520 16,340,520 16,340,520 Expenditures 1,658,902 1,597,277 1,797,720 Personnel Services 1,937,975 1,937,975 1,937,975 1,691,977 2,082,041 2,136,028 Materials & Services 2,135,782 2,135,782 2,135,782 - - - Capital Outlay 95,000 95,000 95,000 3,727,713 3,380,063 3,533,812 Debt Service 3,889,563 3,889,563 3,889,563 213,603 177,925 526,706 Transfers Out 1,179,456 1,179,456 1,179,456 - - 6,007,734 Contingencies and Reserve 7,102,744 7,102,744 7,102,744 7,292,195 7,237,306 14,002,000 Expenditures Total 16,340,520 16,340,520 16,340,520 5,869,126 6,840,998 - Revenue Over (Under) Expenditures - - - 15.0 15.0 16.0 Full-Time Equivalent (FTE) 15.0 15.0 15.0 Aerial View of Wastewater Treatment Plant and Poplar Tree Plantation ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 112 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 472 - Sewer Fund Revenues Department: 000 - Revenue 5,152,235 5,869,126 5,788,000 3081 Beginning Fund Balance 7,889,407 7,889,407 7,889,407 5,152,235 5,869,126 5,788,000 Total - Fund Balance 7,889,407 7,889,407 7,889,407 70,950 70,551 70,000 3434.112 Late Fees 70,000 70,000 70,000 7,830,035 8,033,168 8,042,000 3435.101 Sewer System Revenue 8,203,563 8,203,563 8,203,563 80,639 65,434 70,000 3435.103 Septage Dumping 90,000 90,000 90,000 34 40 - 3435.111 Collections - - - 7,981,658 8,169,193 8,182,000 Total - Charges for Goods and Services 8,363,563 8,363,563 8,363,563 27,300 38,865 30,000 3611 Interest from Investments 85,550 85,550 85,550 128 1,120 2,000 3699 Other Miscellaneous Income 2,000 2,000 2,000 27,428 39,985 32,000 Total - Miscellaneous Revenue 87,550 87,550 87,550 13,161,321 14,078,304 14,002,000 Department Total: 000 - Revenue 16,340,520 16,340,520 16,340,520 13,161,321 14,078,304 14,002,000 Revenues Total 16,340,520 16,340,520 16,340,520 Revenue Sources and Other Discussion Charges for Goods and Services represent the major revenue source for the Sewer Fund and are fees collected for sewer services provided to City residents. For a detailed listing of the debt outstanding, and annual debt service of the City, please refer to Debt Overview on page 160. A reserve for debt service $2,892,724 must also be maintained in relation to the debt service. The Transfers Out amount of $1,179,456 includes: • $30,000 to the Equipment Replacement Fund for future needs • $90,000 to the Street Fund for street sweeping costs • $1,032,750 to the Sewer Cap Const Fund for projects not fully funded by the bond proceeds. Bond requires Sewer Fund to contribute 11 percent of capital project costs, which include: o West Hayes Sanitary Sewer upgrades (CDSW1417) $143,000 o Mill Creek Pump Station - Phase 1 (CDSW1413) $16,500 o Young Street Sanitary Sewer pipeline (CDSW1469) $176,000 o Sanitary Sewer Collection System Piping replacement (CDSW1488) $27,500 o Pump Station Upgrades (CDSW1414) $24,750 o POTW Phase 2A/Natural Treatment System (CISW1052) $110,000 Plus projects not funded by bond proceeds: o Santiam Lift Station Abandonment (CDSW1512 ) $235,000 o Mill Creek Pump Station Pump Replacement (CESW1514) $300,000 • $13,504 to the Information Technology Fund for last of four annual payments for the phone system • The remaining $13,202 represents a payment of $6,601 to the Street SDC Fund and an equal payment to the Water Cap Const Fund for repayment of an inter-fund loan for the financial system upgrade For a summary of all Transfers In and Transfers Out see Budgeted Transfers on page 169. Refer to Sewer Cap Const Fund for more information on bond requirements. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 113 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Expenditures Department: 621 - Sewer Program: 6511 - WWTP Operation 842,571 850,045 930,634 5111 Regular Wages 999,836 999,836 999,836 6,032 8,794 11,375 5112 Part-Time Wages 12,485 12,485 12,485 13,053 10,711 28,240 5121 Overtime 29,948 29,948 29,948 437 [PHONE REDACTED] OR Workers' Benefit 483 483 483 62,831 63,253 73,453 5212 Social Security 79,660 79,660 79,660 199,787 185,519 213,333 5213 Med & Dent Ins 240,313 240,313 240,313 156,249 177,490 208,804 5214 Retirement 249,728 249,728 249,728 3,732 3,631 3,608 5215 Long Term Disability Ins 3,916 3,916 3,916 7,583 3,386 1,426 5216 Unemployment Insurance 1,294 1,294 1,294 1,944 1,541 1,377 5217 Life Insurance 1,580 1,580 1,580 1,294,219 1,304,791 1,472,788 Total - Personnel Services 1,619,243 1,619,243 1,619,243 1,584 - 1,000 5315 Computer Supplies 1,000 1,000 1,000 1,970 2,356 2,000 5319 Office Supplies 2,000 2,000 2,000 330 150 1,200 5322 Lubricants 1,200 1,200 1,200 9,001 9,161 14,000 5323 Fuel 14,000 14,000 14,000 1,270 973 4,000 5324 Clothing 4,000 4,000 4,000 4,630 5,979 7,000 5326 Safety/Medical 7,000 7,000 7,000 19,580 26,596 16,000 5327 Chemicals 16,000 16,000 16,000 23,196 12,252 18,000 5328 Lab Supplies 18,000 18,000 18,000 2,028 2,919 2,000 5329 Other Supplies 2,000 2,000 2,000 8,828 17,332 10,000 5335 Electrical Supplies 10,000 10,000 10,000 14,479 10,255 11,000 5336 HVAC 11,000 11,000 11,000 645 279 1,000 5338 Tools 1,000 1,000 1,000 1,342 350 2,000 5352 Protective Clothing 2,000 2,000 2,000 6,645 5,909 12,000 5384 Trees 12,000 12,000 12,000 - - 5,000 5411 Engineering & Architect 5,000 5,000 5,000 1,743 6,914 10,000 5419 Other Professional Serv 10,000 10,000 10,000 14,618 16,180 21,000 5419.501 Testing/Lab 21,000 21,000 21,000 994 453 5,000 5419.707 Educ Outreach 5,000 5,000 5,000 13,699 13,924 16,000 5421 Telephone/Data 16,000 16,000 16,000 387 [PHONE REDACTED] Postage 800 800 800 2,392 2,325 5,000 5429 Other Communication Serv 5,000 5,000 5,000 - 52 - 5432 Meals - - - 227 28 - 5433 Mileage - - - 764 1,130 2,000 5443 Office Equipment 2,000 2,000 2,000 1,964 2,063 6,000 5446 Software Licenses 6,000 6,000 6,000 24,757 44,110 30,000 5451 Natural Gas 30,000 30,000 30,000 336,774 348,757 336,000 5453 Electricity 336,000 336,000 336,000 8,723 7,186 9,500 5454 Solid Waste Disposal 9,500 9,500 9,500 86,151 80,891 87,000 5471 Equipment Repair & Maint 87,000 87,000 87,000 664 1,167 7,000 5472 Buildings Repairs & Maint 7,000 7,000 7,000 1,862 4,657 10,000 5475 Vehicle Repair & Maint 10,000 10,000 10,000 25,776 25,798 21,500 5476 Laundry 21,500 21,500 21,500 7,258 783 5,000 5477 Instrumentation & Calibra 5,000 5,000 5,000 234,480 578,240 505,000 5479 Other Repair & Maint 505,000 505,000 505,000 4,391 4,647 5,000 5492 Registrations/Training 5,000 5,000 5,000 80 - - 5493 Printing/Binding - - - 19,262 21,009 26,000 5498 Permits/Fees 26,000 26,000 26,000 882,494 1,255,132 1,214,000 Total - Materials & Services 1,214,000 1,214,000 1,214,000 - - - 5648 Systems/Control Equip 25,000 25,000 25,000 - - - Total - Capital Outlay 25,000 25,000 25,000 2,176,713 2,559,922 2,686,788 Program Total: 6511 - WWTP Operations 2,858,243 2,858,243 2,858,243 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 114 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Program: 6599 - Sewer Administration 20,877 25,290 27,226 5409.140 Garage Services 27,086 27,086 27,086 52,437 48,240 36,000 5411.001 Engineering Support to General Fund 31,000 31,000 31,000 6,930 7,920 9,000 5414 Accounting/Auditing 9,000 9,000 9,000 3,037 2,850 3,500 5419 Other Professional Serv 3,500 3,500 3,500 10,035 14,123 9,400 5419.003 US Gauging Station Fees 9,400 9,400 9,400 15,132 14,839 20,000 5422 Postage 20,000 20,000 20,000 49,500 54,800 53,473 5428 IT Support 54,678 54,678 54,678 19,068 18,641 19,693 5448 Internal Rent 20,268 20,268 20,268 8,574 8,574 9,000 5449 Other Leases 9,000 9,000 9,000 387,239 380,847 402,100 5450 General Right of Way Charge 410,178 410,178 410,178 - - - 5461 Auto Insurance 8,590 8,590 8,590 - - - 5463 Property/Earthquake Insurance 33,124 33,124 33,124 43,152 49,648 63,145 5464 Workers' Comp 65,902 65,902 65,902 39,855 51,751 58,416 5465 General Liability Insur 19,254 19,254 19,254 473 - 400 5472 Buildings Repairs & Maint 400 400 400 - 3,000 3,000 5481 Utility Assistance Program 3,000 3,000 3,000 9,052 9,429 10,000 5493 Printing/Binding 10,000 10,000 10,000 24,420 23,302 24,000 5500 Banking Fees & Charges 29,000 29,000 29,000 689,781 713,254 748,353 Total - Materials & Services 763,380 763,380 763,380 2,755,000 2,363,686 1,885,000 3,165,000 3,165,000 3,165,000 - 115,000 830,000 - - - 486,356 445,031 409,406 362,282 362,282 362,282 486,356 456,346 409,406 5711 Bond Principal, Revenue Series 2011A, Due 2/1 5711 Bond Principal, Revenue Series 2011B, Due 2/1 5721 Bond Interest, Revenue Series 2011A, Due 8/1 5721 Bond Interest, Revenue Series 2011A, Due 2/1 362,281 362,281 362,281 3,727,713 3,380,063 3,533,812 Total - Debt Service 3,889,563 3,889,563 3,889,563 4,417,494 4,093,317 4,282,165 Program Total: 6599 - Sewer Administration 4,652,943 4,652,943 4,652,943 Program: 9711 - Operating Transfer Out 90,000 90,000 90,000 5811.140 Transfer to Street 90,000 90,000 90,000 46,765 31,783 380,000 5811.465 Transfer to Sewer Cap Const 1,032,750 1,032,750 1,032,750 13,504 13,504 13,504 5811.568 Transfer to Info Services 13,504 13,504 13,504 50,000 30,000 30,000 5811.591 Transfer to Equipment Replace 30,000 30,000 30,000 6,667 6,319 6,601 5841.376 Interfund Loan Transfer 6,601 6,601 6,601 6,667 6,319 6,601 5841.466 Interfund Loan Transfer 6,601 6,601 6,601 213,603 177,925 526,706 Total - Transfers Out 1,179,456 1,179,456 1,179,456 213,603 177,925 526,706 Total - Transfers Out 1,179,456 1,179,456 1,179,456 6,807,810 6,831,165 7,495,659 Department Total: 621 - Sewer 8,690,642 8,690,642 8,690,642 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 115 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Department: 631 - Maintenance Program: 6521 - Sewer Line Maint 120,298 103,921 111,106 5111 Regular Wages 114,712 114,712 114,712 5,413 - - 5112 Part-Time Wages - - - 2,803 1,648 - 5121 Overtime - - - 73 55 80 5211 OR Workers' Benefit 67 67 67 9,508 7,713 8,504 5212 Social Security 8,778 8,778 8,778 33,285 24,796 40,698 5213 Med & Dent Ins 27,392 27,392 27,392 20,890 18,517 17,781 5214 Retirement 20,653 20,653 20,653 532 [PHONE REDACTED] Long Term Disability Ins 448 448 448 1,131 [PHONE REDACTED] Unemployment Insurance 284 284 284 278 [PHONE REDACTED] Life Insurance 188 188 188 194,211 157,593 178,952 Total - Personnel Services 172,522 172,522 172,522 164 [PHONE REDACTED] Office Supplies 400 400 400 - - 300 5321 Cleaning Supplies 300 300 300 5,266 1,323 10,000 5323 Fuel 10,000 10,000 10,000 102 256 1,000 5324 Clothing 1,000 1,000 1,000 1,087 565 2,000 5326 Safety/Medical 2,000 2,000 2,000 5,093 2,975 5,250 5329 Other Supplies 5,250 5,250 5,250 1,157 [PHONE REDACTED] Tools 800 800 800 652 483 1,900 5352 Protective Clothing 1,900 1,900 1,900 28,317 31,198 36,780 5409.140 Garage Services 20,000 20,000 20,000 1,082 [PHONE REDACTED] Other Professional Serv 900 900 900 933 653 1,800 5421 Telephone/Data 1,800 1,800 1,800 - [PHONE REDACTED] Work Equipment 500 500 500 5,729 5,925 9,200 5446 Software Licenses 9,200 9,200 9,200 5,011 6,877 8,700 5471 Equipment Repair & Maint 8,700 8,700 8,700 4,678 7,549 2,500 5475 Vehicle Repair & Maint 2,500 2,500 2,500 2,519 1,273 3,000 5476 Laundry 3,000 3,000 3,000 33,547 28,428 50,000 5479 Other Repair & Maint 50,000 50,000 50,000 3,362 957 1,500 5492 Registrations/Training 1,500 1,500 1,500 98,698 89,946 136,530 Total - Materials & Services 119,750 119,750 119,750 - - - 5649 Other Equipment 50,000 50,000 50,000 - - - Total - Capital Outlay 50,000 50,000 50,000 292,909 247,539 315,482 Program Total: 6521 - Sewer Line Maint 342,272 342,272 342,272 292,909 247,539 315,482 Department Total: 631 - Maintenance 342,272 342,272 342,272 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 116 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Department: 641 - Surface Water/Collections Program: 6611 - Surface Water Collection 104,304 87,519 90,728 5111 Regular Wages 92,227 92,227 92,227 5,413 - - 5112 Part-Time Wages - - - 1,264 911 - 5121 Overtime - - - 62 46 67 5211 OR Workers' Benefit 57 57 57 8,156 6,328 6,814 5212 Social Security 6,981 6,981 6,981 30,836 22,608 31,780 5213 Med & Dent Ins 28,140 28,140 28,140 18,758 16,678 15,933 5214 Retirement 18,025 18,025 18,025 461 [PHONE REDACTED] Long Term Disability Ins 362 362 362 976 [PHONE REDACTED] Unemployment Insurance 262 262 262 241 [PHONE REDACTED] Life Insurance 156 156 156 170,472 134,893 145,980 Total - Personnel Services 146,210 146,210 146,210 - 524 - 5319 Office Supplies - - - 1,199 - 4,000 5323 Fuel 4,000 4,000 4,000 325 1,370 1,200 5326 Safety/Medical 1,200 1,200 1,200 1,690 3,396 2,500 5329 Other Supplies 2,500 2,500 2,500 191 [PHONE REDACTED] Tools 500 500 500 312 - 1,500 5352 Protective Clothing 1,500 1,500 1,500 570 420 1,200 5419 Other Professional Serv 1,200 1,200 1,200 873 560 1,500 5421 Telephone/Data 1,500 1,500 1,500 13,200 13,700 16,859 5428 IT Support 18,366 18,366 18,366 129 - 600 5454 Solid Waste Disposal 600 600 600 1,679 2,579 3,000 5471 Equipment Repair & Maint 3,000 3,000 3,000 - 14 1,786 5475 Vehicle Repair & Maint 1,786 1,786 1,786 471 705 1,000 5476 Laundry 1,000 1,000 1,000 365 229 1,500 5492 Registrations/Training 1,500 1,500 1,500 21,004 23,709 37,145 Total - Materials & Services 38,652 38,652 38,652 - - - 5649 Other Equipment 20,000 20,000 20,000 - - - 20,000 20,000 20,000 191,476 158,602 183,125 Program Total: 6611 - Surface Water Collection 204,862 204,862 204,862 191,476 158,602 183,125 Department Total: 641 - Surface Water/Collections 204,862 204,862 204,862 Department: 901 - Ending Fund Balance Program: 9971 - Equity - - 196,687 5921 Contingency 208,438 208,438 208,438 - - 2,918,323 5981.005 Reserve for Future Years 4,001,582 4,001,582 4,001,582 - - 2,892,724 5981.007 Reserve for Debt Service 2,892,724 2,892,724 2,892,724 - - 6,007,734 Total - Contingencies and Unappropriated Balances 7,102,744 7,102,744 7,102,744 - - 6,007,734 Program Total: 9971 - Equity 7,102,744 7,102,744 7,102,744 - - 6,007,734 Department Total: 901 - Ending Fund Balance 7,102,744 7,102,744 7,102,744 7,292,195 7,237,306 14,002,000 Expenditures Total 16,340,520 16,340,520 16,340,520 5,869,126 6,840,998 - Fund Net Total: 472 Sewer Fund - - - ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 117 Capital Construction Funds  General Cap Const Fund  Street & Storm Cap Const Fund  Sewer Cap Const Fund  Water Cap Const Fund ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 118 General Cap Const Fund – 358 Fund/Fund Number: General Cap Const Fund - 358 Department Director: Jim Row Purpose of fund The General Cap Const Fund is a construction fund for general capital projects, for which no dedicated funding source exists. It primarily supports capital improvement projects for the General Fund supported facilities. There are no personnel costs associated with this fund. While the City recognizes the risk of deferred maintenance, past funding constraints only allowed minimal improvements. In FY 2017-18, due to the availability of one-time operational savings from the prior fiscal year, a transfer of $750,000 is recommended from the General Fund for improvements to facilities. As general facility repairs were deferred during the protracted recession from 2008-2015, it is anticipated that additional funds will be needed over the next few years. Description of FY 2016-17 projects • Began design work on Centennial Park Splash Pad project Description of FY 2017-18 projects Project Name Project Number Amount First Year Budgeted Centennial Park Splash Pad GPGF1505 $30,000 FY 2016-17 Building maintenance repairs – various buildings Varies $750,000 FY 2017-18 See Capital Construction Projects beginning on page 170 for information on all budgeted capital projects. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 119 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 358 - General Cap Const Fund Revenues 23,785 - - 3081 Beginning Fund Balance - - - 23,785 - - Total - Fund Balance - - - 212,766 61,371 121,752 3341 State Grants - - - 212,766 61,371 121,752 Total - Intergovernmental - - - - - - 3611 Interest from Investments - - - - 21,000 - 3679 Donations-Other - - - - 17,569 - 3699 Other Miscellaneous Income - - - - 38,569 - Total - Miscellaneous Revenue - - - 74,961 12,594 - 3971.001 Transfer From General Fund 750,000 750,000 750,000 307,694 - 103,248 3971.364 Transfer From Parks SDC 30,000 30,000 30,000 - 3,040 - 3971.691 Transfer from Museum Endowment - - - 382,655 15,634 103,248 Total - Transfers In 780,000 780,000 780,000 619,206 115,574 225,000 Revenues Total 780,000 780,000 780,000 Expenditures 63,795 43,460 - 5629 Buildings 750,000 750,000 750,000 555,411 72,114 225,000 5637 Parks 30,000 30,000 30,000 619,206 115,574 225,000 Total - Capital Outlay 780,000 780,000 780,000 619,206 115,574 225,000 Expenditures Total 780,000 780,000 780,000 - - - Fund Net Total: 358 - General Cap Const Fund - - - Account Description Revenue Sources and Other Discussion As this is a capital construction fund, dedicated to project tracking, this fund does not have an independent revenue source. Revenues for this fund are project specific, as funding allows. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 120 Street & Storm Cap Const Fund – 363 Fund/Fund Number: Street & Storm Cap Const Fund - 363 Department Director: Eric Liljequist (Interim Director) Description of purpose/functions of department The purpose of this fund is for tracking street projects, including sidewalks or Storm Capital Improvement Projects. Statewide Transportation Improvement Program (STIP) are funds not held by the City, but can be requested from the state of Oregon needed for street improvement projects. There are no personnel services costs associated with this fund. Description of FY 2016-17 projects • ADA intersection improvements were done at various locations on Lincoln Street and Hardcastle Avenue Description of FY 2017-18 projects Project Name Project Number Amount First Year Budgeted West Hayes Street Improvement – Settlemier to Cascade CIST1486 3,075,000 FY 2016-17 Safety Sidewalk & ADA Construction CIST1165 25,000 FY 2017-18 Settlemier/Lincoln Intersection Improvement CIST1470 60,000 FY 2015-16 Hardcastle Avenue/Railroad Crossing Improvement CIST1443 1,200,000 FY 2015-16 Fourth Street Storm – Garfield to Harrison CDST1471 260,000 FY 2017-18 See Capital Construction Projects beginning on page 170 for information on all budgeted capital projects. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 121 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 363 - Street & Storm Cap Const Fund Revenues 178,152 65,438 11,000 3081 Beginning Fund Balance - - - 178,152 65,438 11,000 Total - Fund Balance - - - - - 500,000 3333.001 DoT Fund Exchange 500,000 500,000 500,000 - - 500,000 Total - Intergovermental 500,000 500,000 500,000 947 343 - 3611 Interest from Investments - - - 947 343 - Total - Miscellaneous Revenue - - - - - 1,140,000 3971.140 Transfer From Street 1,780,000 1,780,000 1,780,000 277 - 1,700,000 3971.376 Transfer From Street SDC 2,200,000 2,200,000 2,200,000 - - 155,000 3971.377 Transfer From Storm SDC 140,000 140,000 140,000 277 - 2,995,000 Total - Transfers In 4,120,000 4,120,000 4,120,000 179,376 65,781 3,506,000 Revenues Total 4,620,000 4,620,000 4,620,000 Expenditures 23,964 27,895 3,210,000 5631 Streets/Alleys/Sidewalks 4,360,000 4,360,000 4,360,000 89,974 25,682 285,000 5636 Storm Drains 260,000 260,000 260,000 113,938 53,577 3,495,000 Total - Capital Outlay 4,620,000 4,620,000 4,620,000 - - 11,000 - - - 11,000 Total - Contingencies and Unappropriated Balances - - - 113,938 53,577 3,506,000 Expenditures Total 4,620,000 4,620,000 4,620,000 65,438 12,204 - Fund Net Total: 363 - Street & Storm Cap Const Fund - - - Account Description Revenue Sources and Other Discussion As this is a capital construction fund, dedicated to project tracking, this fund does not have an independent revenue source. Revenues for this fund would be project specific transfers which will only be made as work is completed. Intergovernmental revenue from the ODOT Fund Exchange program in the amount $500,000 is for West Hayes Street improvement. Transfers In of $4,120,000 represents funding for Capital Outlay projects: • Transfer from Street SDC Fund 376 of $2,200,000 is for West Hayes Street improvement (CIST1486) and Hardcastle/Railroad crossing realignment (CIST1443) • Transfer from Storm SDC Fund 377 of $140,000 for Fourth Street Storm project (CDST1471) and West Hayes Street improvement (CIST1486) • Transfer from the Street Fund 140 of $1,780,000 is to cover the balance of the total Capital Outlay because the fund is expected to have a beginning fund balance For a summary of all Transfers In and Transfers Out see Budgeted Transfers on page 169. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 122 Sewer Cap Const Fund – 465 Fund/Fund Number: Sewer Cap Const Fund - 465 Department Director: Eric Liljequist (Interim Director) Description of purpose/functions of department The purpose of this fund is for major capital improvements to the City’s Waste Water Treatment Plant and sewer collection systems. There are no personnel costs associated with this fund. This fund holds the remaining proceeds of the 2011 Sewer bonds. Description of FY 2016-17 projects • Replaced a portion of the force main air relief valves • Prepared West Hayes Sanitary sewer project for bid and construction • Young Street Sanitary Sewer project Description of FY 2017-18 projects Project Name Project Number Amount First Year Budgeted Sanitary sewer collection system piping replacement CDSW1488 250,000 FY 2014-15 Pump station upgrades CDSW1414 225,000 FY 2013-14 Mill Creek Pump Station, Phase 1 CDSW1413 150,000 FY 2013-14 West Hayes Street sanitary sewer pipeline project CDSW1417 1,300,000 FY 2014-15 WWTP Phase 2A construction/natural treatment CISW1052 1,000,000 FY 2011-12 Young Street sewer pipeline CDSW1469 1,600,000 FY 2015-16 Mill Creek Pump Station pump replacement CESW1514 235,000 FY 2017-18 Santiam Lift Station abandonment CDSW1512 300,000 FY 2017-18 See Capital Construction Projects beginning on page 170 for information on all budgeted capital projects. In 2007 the City entered a Mutual Order Agreement (MAO) with the Department of Environmental Quality (DEQ) which established an implementation framework, interim effluent limitations and schedule for completing improvements to the wastewater facility for compliance with wintertime ammonia limits and temperature total maximum daily load (TMDL). The temperature TMDL per the MAO was to be based on the findings of a separate water quality analysis that was currently being conducted by DEQ for the Molalla-Pudding Rive Sub basin. The Molalla-Pudding River Sub basin TMDL was issued by DEQ December 2008 and was subsequently approved the U.S. Environmental Protection Agency. An evaluation report was submitted to DEQ in April 2009, which provided the framework, implementation schedule and identified the required improvements needed to meet compliance with the established limits. To fund the needed future wastewater treatment plan compliance upgrades the City sold Wastewater Revenue and Refunding Bonds November 2011. Based on the evaluation report approved by DEQ, final design plans were prepared and submitted to DEQ January 2012 to meet the compliance deadline of the MAO. In August 2013 EPA provided notice to DEQ, disapproving of Oregon Water Quality Standards; Natural Conditions Criteria for Temperature and Statewide Narrative Natural Conditions Criteria in general. Pudding River TMDL for temperature established in 2008 was established using natural criteria and could no longer be used for permitting. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 123 Staff has been working with DEQ to update the current MAO to reflect the changes, limits and timeline that have been influenced by the court’s decision, but until a water quality standard is established for the Pudding River, the City’s National Pollutant Discharge Elimination System permit will not be renewed, nor can the City move forward with upgrades at the Water Treatment Plant as related to temperature compliance. Currently an outcome and timeline for DEQ in resolving temperature limits for water bodies that cannot meet numeric criteria is not known. Though the City has issued approximately $43 million in bonds for the project, many portions of the project are stalled until a decision is made. This brings uncertainty for the Sewer Cap Const Fund and the Sewer Fund because project costs will be more than estimated due to the multi-year delay. Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 465 - Sewer Cap Const Fund Revenues 12,674,336 12,616,103 12,000,000 3081 Beginning Fund Balance 12,085,886 12,085,886 12,085,886 12,674,336 12,616,103 12,000,000 Total - Fund Balance 12,085,886 12,085,886 12,085,886 63,993 79,424 60,000 3611 Interest from Investments 167,780 167,780 167,780 63,993 79,424 60,000 Total - Miscellaneous Revenue 167,780 167,780 167,780 10,474 - - 3971.376 Transfer From Street SDC - - - 46,765 31,783 380,000 3971.472 Transfer From Sewer 1,032,750 1,032,750 1,032,750 - - 500,000 3971.475 Transfer From Sewer SDC 500,000 500,000 500,000 57,239 31,783 880,000 Total - Transfers In 1,532,750 1,532,750 1,532,750 12,795,568 12,727,310 12,940,000 Revenues Total 13,786,416 13,786,416 13,786,416 Expenditures - 785 - 5509 Misc. Expense - - - - 785 - Total - Materials & Services - - 126,465 288,940 4,825,000 5635 Sewer 5,060,000 5,060,000 5,060,000 126,465 288,940 4,825,000 Total - Capital Outlay 5,060,000 5,060,000 5,060,000 53,000 - - 5811.466 Transfer to Water Cap Const - - - 53,000 - - Total - Transfers Out - - - - - 8,115,000 5981.005 Reserve for Future Years 8,726,416 8,726,416 8,726,416 - - 8,115,000 8,726,416 8,726,416 8,726,416 179,465 289,725 12,940,000 Expenditures Total 13,786,416 13,786,416 13,786,416 12,616,103 12,437,585 - Fund Net Total: 465 - Sewer Cap Const Fund - - - Account Description Revenue Sources and Other Discussion The Transfers In of $1,532,750 is for projects not fully funded by sewer bond proceeds held in this fund: • Transfer $500,000 from the Sewer SDC Fund for capacity improvement on Young Street (CDSW1469) • Transfer of $1,032,750 from the Sewer Fund for sewer improvements not fully funded by the bond proceeds ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 124 Water Cap Const Fund – 466 Fund/Fund Number: Water Cap Const Fund - 466 Department Director: Eric Liljequist (Interim Director) Description of purpose/functions of department This fund is used for major water construction projects. There are no personnel costs associated with this fund. Description of FY 2016-17 projects • Continue to replace old meters with Automatic Read Meters • Completed the Parr Road Treatment Plant storm and pump upgrades • Completed Hwy 99E – Aztec to Tomlin waterline Description of FY 2017-18 projects Project Name Project Number Amount First Year Budgeted Automatic Read Meter replacement CDWA1060 100,000 FY 2010-11 Hwy 214: Astor Way to 1210 Newberg Hwy waterline CDWA1468 180,000 FY 2017-18 See Capital Construction Projects beginning on page 170 for information on all budgeted capital projects. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 125 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 466 Water Cap Const Fund Revenues 2,740,125 2,424,383 1,779,000 3081 Beginning Fund Balance 1,883,561 1,883,561 1,883,561 2,740,125 2,424,383 1,779,000 Total - Fund Balance 1,883,561 1,883,561 1,883,561 13,463 14,723 10,000 3611 Interest from Investments 27,630 27,630 27,630 13,463 14,723 10,000 Total - Miscellaneous Revenue 27,630 27,630 27,630 25,907 - - 3971.376 Transfer From Street SDC - - - 53,000 - - 3971.465 Transfer From Sewer Construction - - - - - - 3971.474 Transfer from Water SDC 90,000 90,000 90,000 39,221 40,874 39,544 3972 Interfund Loan Transfer 39,544 39,544 39,544 118,128 40,874 39,544 Total - Transfers In 129,544 129,544 129,544 2,871,716 2,479,980 1,828,544 Revenue Totals 2,040,735 2,040,735 2,040,735 Expenditures - 718 - 5509 Misc. Expense - - - - 718 - Total - Materials & Services - - - 447,332 443,245 375,000 5634 Water - Capital 280,000 280,000 280,000 447,332 443,245 375,000 Total - Capital Outlay 280,000 280,000 280,000 - - 1,453,544 5981.005 Reserve for Future Years 1,760,735 1,760,735 1,760,735 - - 1,453,544 Total - Contingencies and Unappropriated Balances 1,760,735 1,760,735 1,760,735 447,332 443,963 1,828,544 Expenditures Total 2,040,735 2,040,735 2,040,735 2,424,383 2,036,017 - Fund Net Total: 466 - Water Cap Const Fund - - - Account Description Revenue Sources and Other Discussion As this is a capital construction fund, dedicated to project tracking, this fund does not have an independent revenue source. Revenues for this fund would be project specific transfers, interest from the fund cash balance and proceeds of inter-fund loan repayment. Transfers In include: • $39,544 for repayments from the General Fund, Water Fund and Sewer Fund for an inter-fund loan for the City’s financial management system • $90,000 from Water SDC Fund for Hwy 214: Astor to 1210 Newberg waterline. For a summary of all Transfers In and Transfers Out see Budgeted Transfers on page 169. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 126 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 127 Special Revenue Funds  Building Inspection Fund  Asset Forfeiture  Housing Rehabilitation Fund  Special Assessment Fund  Parks SDC Fund  Street SDC Fund  Storm SDC Fund  Water SDC Fund  Sewer SDC Fund ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 128 Building Inspection Fund – 123 Fund/Fund Number: Building Inspection Fund - 123 Department/Department Number: Building - 521 Department Director: Chris Kerr Description of purpose/functions of department The Building Division provides coordination and direction of the permitting, inspection and plan review services to the community. This includes, but is not limited to; directing, monitoring and controlling an effective permitting, plan review and inspection systems, calculating permit and plan review fees and preparing reports for the state of Oregon and the City. Description of division, including number of personnel The division consists of a full-time building official, two full-time plans examiner/inspector, 0.25 FTE building inspector and 0.30 FTE of the administrative assistant position. Description of FY 2016-17 accomplishments • Maintain an inspection and plan review division while meeting customer’s expectations • Provide training for staff in the commercial and residential construction codes for the state of Oregon Performance Measures (new in FY 2017-18): Measures FY 2016-17 Projected FY 2017-18 Goal Residential plan review projects 91 100 Commercial plan review projects 94 98 Mechanical plan review projects 60 60 236 284 299 164 179 186 263 279 230 226 0 50 100 150 200 250 300 350 $5,000,000 $10,000,000 $15,000,000 $20,000,000 $25,000,000 $30,000,000 $35,000,000 $40,000,000 $45,000,000 2006-07 2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 Building Permits Issued vs. Valuation Valuation Number of Permits Issued ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 129 Fund Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Account Description Proposed Approved Adopted Building Inspection Fund Revenues 384,150 464,903 400,000 Fund Balance 538,587 538,587 538,587 554,297 422,985 638,389 Licenses and Permits 653,726 653,726 653,726 88,293 138,253 455,561 Intergovernmental 654,364 654,364 654,364 47,540 24,944 6,360 Miscellaneous Revenue 10,880 10,880 10,880 1,074,280 1,051,085 1,500,310 Revenues Total 1,857,557 1,857,557 1,857,557 Expenditures 366,799 329,171 460,068 Personnel Services 526,393 526,393 526,393 239,577 180,326 537,181 Materials & Services 738,496 738,496 738,496 3,001 3,001 3,001 Transfers Out 3,001 3,001 3,001 - - 500,060 Contingencies and Reserve 589,667 589,667 589,667 609,377 512,498 1,500,310 Expenditures Total 1,857,557 1,857,557 1,857,557 464,903 538,587 - Revenue Over (Under) Expenditures - - - 3.3 3.8 4.1 Full-Time Equivalent (FTE) 4.3 4.3 4.3 Revenue Sources and Other Discussion The Licenses and Permits category of revenue, with 50 percent of the revenue, contains amounts for the various building permits issued within the City of Woodburn, including building and mechanical permits, plan check fees, fire check fees, county excise taxes and other miscellaneous fees. This fund carries a relatively large fund balance to protect against year to year volatility in building activity. Transfers Out of $3,001 is the Building Fund’s portion of the fourth of four annual payments for the new phone system. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 130 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 123 - Building Inspection Fund Revenues 384,150 464,903 400,000 3081 Beginning Fund Balance 538,587 538,587 538,587 384,150 464,903 400,000 Total - Fund Balance 538,587 538,587 538,587 164,526 155,146 238,104 3221.101 Building Permits 240,838 240,838 240,838 43,616 46,538 30,720 3221.102 Mechanical Permits 28,800 28,800 28,800 162,335 142,274 224,588 3221.105 Plan Check Fees 232,134 232,134 232,134 63,717 58,354 119,095 3221.106 Fire Check Fees 121,731 121,731 121,731 13,131 15,928 15,360 3221.109 Plan Check--Mechanical 14,400 14,400 14,400 6,806 4,745 10,522 3221.110 CET Administrative Fee 15,823 15,823 15,823 100,167 - - 3891.359 CET Suspend - - - 554,297 422,985 638,389 Total - Licenses and Permits 653,726 653,726 653,726 63,173 113,877 394,561 3891 Construction Excise Tax 593,364 593,364 593,364 25,060 24,226 60,000 3891.159 State Surcharge 60,000 60,000 60,000 60 150 1,000 3891.259 State Manufactured Home Fee 1,000 1,000 1,000 88,293 138,253 455,561 Total - Intergovernmental 654,364 654,364 654,364 2,483 3,460 1,560 3611 Interest from Investments 7,880 7,880 7,880 45,057 21,484 4,800 3699 Other Miscellaneous Income 3,000 3,000 3,000 47,540 24,944 6,360 Total - Miscellaneous Revenue 10,880 10,880 10,880 1,074,280 1,051,085 1,500,310 Revenues Total 1,857,557 1,857,557 1,857,557 Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 131 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Expenditures (Dept. 521, Program 2241) 248,420 227,909 288,522 5111 Regular Wages 303,632 303,632 303,632 2,588 - 30,882 5112 Part-Time Wages 61,167 61,167 61,167 15,273 2,957 - 5121 Overtime - - - 88 70 142 5211 OR Workers' Benefit 139 139 139 20,024 17,393 24,398 5212 Social Security 28,218 28,218 28,218 27,786 27,135 49,559 5213 Med & Dent Ins 57,112 57,112 57,112 48,643 51,483 64,537 5214 Retirement 73,396 73,396 73,396 1,070 [PHONE REDACTED] Long Term Disability Ins 1,369 1,369 1,369 2,352 [PHONE REDACTED] Unemployment Insurance 859 859 859 556 [PHONE REDACTED] Life Insurance 501 501 501 366,799 329,171 460,068 Total - Personnel Services 526,393 526,393 526,393 95 - - 5315 Computer Supplies - - - 6,860 4,999 11,000 5319 Office Supplies 11,000 11,000 11,000 355 [PHONE REDACTED] Fuel 750 750 750 632 978 1,700 5409.140 Garage Services 1,700 1,700 1,700 7,027 185 16,000 5419 Other Professional Serv 16,000 16,000 16,000 588 [PHONE REDACTED] Telephone/Data 700 700 700 - - 55 5422 Postage 55 55 55 13,200 13,700 13,263 5428 IS Support 14,469 14,469 14,469 430 1,003 1,690 5439 Travel 1,690 1,690 1,690 6,880 7,320 7,636 5448 Internal Rent 7,363 7,363 7,363 - - - 5461 Auto Insurance 1,033 1,033 1,033 3,819 5,204 7,804 5464 Workers' Comp 9,020 9,020 9,020 3,505 4,184 5,390 5465 General Liability Insur 4,720 4,720 4,720 - 497 1,050 5475 Vehicle Repair & Maint 1,050 1,050 1,050 4,671 - 10,000 5490 Refunds 10,000 10,000 10,000 640 [PHONE REDACTED] Dues & Subscriptions 950 950 950 2,206 2,220 3,382 5492 Registrations/Training 3,382 3,382 3,382 60 [PHONE REDACTED].259 St Mfg Fee 500 500 500 25,059 24,213 60,000 5498.359 State Surc 60,000 60,000 60,000 163,340 113,877 394,561 5498.459 Construction Excise Tax 593,364 593,364 593,364 211 [PHONE REDACTED] Interest for CET 750 750 750 239,577 180,326 537,181 Total - Materials & Services 738,496 738,496 738,496 3,001 3,001 3,001 5811.568 Transfer to Info Services 3,001 3,001 3,001 3,001 3,001 3,001 Total - Transfers Out 3,001 3,001 3,001 - - 500,060 5921 Contingency 589,667 589,667 589,667 - - 500,060 Total - Contingencies and Unappropriated Balances 589,667 589,667 589,667 609,377 512,498 1,500,310 Expenditures Total 1,857,557 1,857,557 1,857,557 464,903 538,587 - Fund Net Total: 123 - Building Inspection Fund - - - Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 132 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 133 Asset Forfeiture – 132 Fund/Fund Number: Asset Forfeiture - 132 Department/Department Number: Police - 211 Department Director: James C. Ferraris Description of purpose/functions of department The Search and Seizure Fund allows for and sets the procedure for the seizure of private properties that are the product of illegal drug activity, and for the expenditure of the proceeds by the City for illegal drug activity investigations and subsequent arrests. Description of department, including number of personnel The program is managed and operated by the Criminal Investigations division of the Police Department. Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 132 - Asset Forfeiture 1,111 6,960 6,975 3081 Beginning Fund Balance 9,571 9,571 9,571 1,111 6,960 6,975 Total - Fund Balance 9,571 9,571 9,571 24 44 - 3611 Interest from Investments 90 90 90 5,825 - - 3692 Confiscated Cash - - - 5,849 44 - Total - Miscellaneous Revenue 90 90 90 - - 2,596 3971.001 Transfer From General Fund - - - - - 2,596 Total - Transfer In - - - 6,960 7,004 9,571 Revenues Total 9,661 9,661 9,661 Expenditures (Dept. 211, Program 2131) - - 9,571 5329 Other Supplies 9,661 9,661 9,661 - - 9,571 Total - Materials & Services 9,661 9,661 9,661 - - 9,571 Expenditures Total 9,661 9,661 9,661 6,960 7,004 - Fund Net Total: 132 - Asset Forfeiture - - - Account Description Revenue Sources and Other Discussion The Asset Forfeiture Fund is funded by federal grants and criminal forfeitures and varies from year to year depending on activity. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 134 Housing Rehabilitation Fund – 137 Fund/Fund Number: Housing Rehabilitation Fund - 137 Department/Department Number: Housing - 531 Department Director: Chris Kerr Description of Purpose/Functions of department Woodburn was awarded Community Development Block Grants (CDBG’s) for the Housing Rehabilitation Program for over 30 years, with the last award received in 2012. The program funds were loaned out and now the fund remains in existing to receive periodic payments and payoffs when a home is refinanced or sold. Funds will continue to accumulate until such time as they may be re-loaned or additional CDBG grant funds are received. However, as Block Grant guidelines continue to evolve in complexity, administering the program in the future will likely be more difficult. Description of department, including number of personnel The Community Development Director oversees these programs and there are labor allocations to this fund. See Personnel Allocation on page 162 for allocation details. Description of FY 2016-17 accomplishments • Administer the program by closing out old loans Description of FY 2017-18 proposed focus/goals • Continue to administer program by closing out old loans over time and re-evaluating program status periodically Fund Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Account Description Proposed Approved Adopted Housing Rehab Fund Revenues 181,726 184,944 227,000 Fund Balance 251,001 251,001 251,001 105,926 34,074 - Intergovernmental - - - 1,140 1,638 1,000 Miscellaneous Revenue 3,410 3,410 3,410 16,878 80,118 20,000 Other Financing Sources 20,000 20,000 20,000 305,670 300,774 248,000 Revenues Total 274,411 274,411 274,411 Expenditures 11,895 12,692 13,983 Personnel Services 7,644 7,644 7,644 108,831 37,070 16,000 Materials & Services 16,000 16,000 16,000 - - - Transfers Out - - - - - 218,017 Contingencies and Reserve 250,767 250,767 250,767 120,726 49,762 248,000 Expenditures Total 274,411 274,411 274,411 184,944 251,012 - Revenue Over (Under) Expenditures - - - ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 135 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 137 - Housing Rehab Fund Revenues 181,726 184,944 227,000 3081 Beginning Fund Balance 251,001 251,001 251,001 181,726 184,944 227,000 Total - Fund Balance 251,001 251,001 251,001 105,926 34,074 - 3332 Federal Grants - - - 105,926 34,074 - - - - 1,140 1,536 1,000 3611 Interest from Investments 3,410 3,410 3,410 - 102 - 3625 Facilities Rent - - - 1,140 1,638 1,000 Total - Miscellaneous Revenue 3,410 3,410 3,410 - 10,702 10,000 3824.000 Loan Payback 2000 10,000 10,000 10,000 - 19,962 - 3824.009 Loan Payback 2009 - - - 4,988 22,656 5,000 3824.010 Loan Payback 2010 5,000 5,000 5,000 - 10,978 5,000 3824.087 Loan Payback 1987 5,000 5,000 5,000 - 15,820 - 3824.089 Loan Payback 1989 - - - 11,890 - - 3824.099 Loan Payback 1999 - - - 16,878 80,118 20,000 Total - Other Financing Sources 20,000 20,000 20,000 305,670 300,774 248,000 Revenues Total 274,411 274,411 274,411 Expenditures 8,792 9,079 9,778 5111 Regular Wages 5,100 5,100 5,100 2 2 4 5211 OR Workers' Benefit 2 2 2 662 [PHONE REDACTED] Social Security 375 375 375 593 [PHONE REDACTED] Med & Dent Ins 744 744 744 1,712 2,225 2,733 5214 Retirement 1,388 1,388 1,388 38 38 38 5215 Long Term Disability Ins 20 20 20 77 35 11 5216 Unemployment Insurance 6 6 6 19 16 15 5217 Life Insurance 9 9 9 11,895 12,692 13,983 Total - Personnel Services 7,644 7,644 7,644 952 726 14,000 5419 Other Professional Services 14,000 14,000 14,000 1,953 2,114 2,000 5498 Permits/Fees 2,000 2,000 2,000 105,926 34,230 - 5499.101 Housing Rehab Loans - - - 108,831 37,070 16,000 Total - Materials & Services 16,000 16,000 16,000 - - 218,017 5921 Contingency 250,767 250,767 250,767 - - 218,017 Total - Contingencies and Unappropriated Balances 250,767 250,767 250,767 120,726 49,762 248,000 Expenditures Total 274,411 274,411 274,411 184,944 251,012 - Fund Net Total: 137 - Housing Rehab Fund - - - Account Description Revenue Sources and Other Discussion The Other Financing Sources is loan repayments from borrowers as they refinance or sell properties. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 136 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 137 Special Assessment Fund – 360 Fund/Fund Number: Special Assessment Fund - 360 Department/Department Number: PW Administration Department Director: Eric Liljequist (Interim Director) Description of purpose/functions of department This fund is used when assessments are issued against property owners for street, water, wastewater or storm improvements which benefit the adjacent property. The monies collected on individual assessments are used to pay off outstanding liens. There are no personnel costs associated with this fund. Revenue Sources and Other Discussion The fund collects repayment from various Local Improvement Districts (LID) for special projects. The budgeted amount is expected repayments, including interest, to be collected during the fiscal year. Revenue for this fund is declining, as the outstanding balance on special assessments has declined to approximately $30,000. Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 360 - Special Assessment Fund Revenues 1,041,261 1,051,658 60,000 3081 Beginning Fund Balance 4,875 4,875 4,875 1,041,261 1,051,658 60,000 Total - Fund Balance 4,875 4,875 4,875 5,306 1,528 - 3611 Interest from Investments 470 470 470 598 2,153 1,000 3614 Special Assessment-Interest 1,000 1,000 1,000 4,493 6,740 4,500 3681 Special Assessment Principal 4,500 4,500 4,500 10,397 10,421 5,500 Total - Miscellaneous Revenue 5,970 5,970 5,970 - - 15,000 3971.001 Transfer From General Fund - - - - - 15,000 Total - Transfer In - - - 1,051,658 1,062,079 80,500 Revenues Total 10,845 10,845 10,845 Expenditures - 995,602 69,294 5811.376 Transfer to Street SDC Fund - - - - 995,602 69,294 Total - Transfers Out - - - - - 11,206 5921 Contingency 10,845 10,845 10,845 - - 11,206 Total - Contingencies and Unappropriated Balances 10,845 10,845 10,845 - 995,602 80,500 Expenditures Total 10,845 10,845 10,845 1,051,658 66,477 - Fund Net Total: 360 - Special Assessment Fund - - - Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 138 Parks SDC Fund – 364 Fund/Fund Number: Parks SDC Fund - 364 Department Director: Jim Row Description of purpose/functions of department Parks System Development Charges (SDC) are assessed against residential and commercial construction projects for the expansion of the park system; inclusive of planning, and construction. There are no personnel costs associated with this fund. Description of FY 2016-17 projects • Began process to update of Park SDC Methodology Description of FY 2017-18 proposed projects • Complete Park SDC Methodology • Seek funding to initiate phase 2 of the Legion Park Rehabilitation Project Revenue Sources and Other Discussion This fund’s revenue is dependent on the collection of System Development Charges (SDC). SDC fees are dependent on development occurring. Economic downturns have a direct impact on the fund’s ability to finance capital improvements. The Materials & Services expense of $102,987 is for reimbursement of Parks SDC fees to Boones Crossing developers. Transfers Out of $60,000 include $30,000 to General Cap Const Fund for Centennial Park Splash pad and $30,000 to Water SDC Fund for SDC charges for the Splash pad. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 139 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 364 - Parks SDC Fund Revenues 428,841 234,924 275,000 3081 Beginning Fund Balance 295,141 295,141 295,141 428,841 234,924 275,000 Total - Fund Balance 295,141 295,141 295,141 111,678 71,320 90,000 3458.501 Park's SDC's 200,000 200,000 200,000 111,678 71,320 90,000 Total - Charges for Goods and Services 200,000 200,000 200,000 2,099 1,762 1,500 3611 Interest from Investments 4,170 4,170 4,170 2,099 1,762 1,500 Total - Miscellaneous Revenue 4,170 4,170 4,170 542,618 308,006 366,500 Revenues Total 499,311 499,311 499,311 Expenditures - 12,865 10,000 5419 Other Professional Services - - - - - - 5490 Refunds 42,987 42,987 102,987 - 12,865 10,000 Total - Materials & Services 42,987 42,987 102,987 307,694 - 103,248 5811.358 Transfer to General Cap Const Fund 30,000 30,000 30,000 - - - 5811.474 Transfer to Water SDC Fund 30,000 30,000 30,000 307,694 - 103,248 Total - Transfers Out 60,000 60,000 60,000 - - 253,252 5981.005 Reserve for Future Years 396,324 396,324 336,324 - - 253,252 Total - Contingencies and Unappropriated Balances 396,324 396,324 336,324 307,694 12,865 366,500 Expenditures Total 499,311 499,311 499,311 234,924 295,141 - Fund Net Total: 364 - Parks SDC Fund - - - Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 140 Street SDC Fund – 376 Fund/Fund Number: Street SDC Fund - 376 Department Director: Eric Liljequist (Interim Director) Description of purpose/functions of department Street System Development Charges (SDC) Fund reports the collection of Transportation Impact Fees (TIF) assessed against new development at the time the building permit is issued and used to fund improvements necessitated by increased demand for capacity. Revenue in this fund is used only for capacity improvements. The TIF charge is based on the number of increased automobile trips expected by any given type of development. The fee for a new single-family residence is $3,532. There are no personnel costs associated with this fund. Description of FY 2016-17 projects • There were no projects completed Description of FY 2017-18 proposed projects • Contribute to the cost of street capacity improvements for: o West Hayes Street Improvement (CIST1486) $1,700,000 o Hardcastle/Railroad Intersection Realignment (CIST1443) $500,000 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 141 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 376 - Street SDC Fund Revenues 5,203,566 36,268 2,200,000 3081 Beginning Fund Balance 2,703,796 2,703,796 2,703,796 5,203,566 36,268 2,200,000 Total - Fund Balance 2,703,796 2,703,796 2,703,796 440,595 183,698 200,000 3458.101 Transportation Impact Fees 200,000 200,000 200,000 440,595 183,698 200,000 Total - Charges for Goods and Services 200,000 200,000 200,000 27,695 15,509 1,000 3611 Interest from Investments 35,160 35,160 35,160 27,695 15,509 1,000 Total - Miscellaneous Revenue 35,160 35,160 35,160 - 995,602 69,294 3971.360 Transfer From Special Assessment Fund - - - 39,221 40,874 39,544 3972 Interfund Loan Transfer 39,544 39,544 39,544 39,221 1,036,476 108,838 Total - Transfers In 39,544 39,544 39,544 5,711,077 1,271,951 2,509,838 Revenues Total 2,978,500 2,978,500 2,978,500 Expenditures 4,293,715 1,828 - 5631 Streets/Alleys/Sidewalks - - - 4,293,715 1,828 - Total - Capital Outlay - - - 29,895 30,141 30,399 5711 Bond Principal, 1999 Oregon EDD, Due 12/1 35,675 35,675 35,675 6,373 4,879 3,371 5721 Bond Interest, 1999 Oregon EDD, Due 12/1 1,820 1,820 1,820 36,268 35,020 33,770 Total - Debt Service 37,495 37,495 37,495 277 - 1,700,000 5811.363 Transfer to Street & Storm Cap Const Fund 2,200,000 2,200,000 2,200,000 10,474 - - 5811.465 Transfer to Sewer Cap Const - - - 25,906 - 5811.466 Transfer to Water Cap Const - - - 36,657 - 1,700,000 Total - Transfers Out 2,200,000 2,200,000 2,200,000 - - 738,573 5981.005 Reserve for Future Years 741,005 741,005 741,005 - - 37,495 5981.007 Reserve for Debt Service - - - - - 776,068 Total - Contingencies and Unappropriated Balances 741,005 741,005 741,005 4,366,640 36,848 2,509,838 Expenditures Total 2,978,500 2,978,500 2,978,500 1,344,437 1,235,103 - Fund Net Total: 376 - Street SDC Fund - - - Account Description Revenue Sources and Other Discussion The Charges for Goods and Services category generate revenues in the fund. This fund’s revenue is dependent on the collection of SDCs. SDC fees are dependent on development occurring – the slowdown in the economy and the slow recovery have a direct impact on the fund’s ability to finance capital improvements. Transfers In of $39,544 represents repayment from the General Fund, Water Fund and Sewer Fund for an inter- fund loan for the City’s accounting and utility billing system. For a summary of all Transfers In and Transfers Out see Budgeted Transfers on page 169. The debt serviced by this fund matures in FY 2017-18 and the outstanding principal as of June 30, 2017 is $35,675. This was a Special Public Works Fund loan was for the roadway, waterline and sewerline extensions for South Woodland Avenue for WinCo. For a detailed listing of the debt outstanding, and annual debt service of the City, please refer to Debt Overview on page 160. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 142 Storm SDC Fund – 377 Fund/Fund Number: Storm SDC Fund - 377 Department Director: Eric Liljequist (Interim Director) Description of purpose/functions of department Storm Water System Development Charges (SDC) are generated by assessing new development for increased demands for capacity and collected at the time the building permit is issued. This revenue can only be used for increased capacity. The fee for a new single-family residence is $55 per 500 square feet (SF) of impervious surface. A new single-family residence with a 1,500 SF house, a 400 SF garage and a 400 SF driveway would be $253. There are no personnel or personnel costs associated with this fund. Description of FY 2016-17 projects • Due to lack of development and reduced revenues, no projects were funded in FY 2016-17 Description of FY 2017-18 proposed projects • Contribute to the cost of storm water system capacity improvements for the West Hayes road improvement project (CIST1486) and Fourth Street Storm project (CDST1443) with transfers to Street & Storm Cap Construction Fund estimated to be $80,000 and $60,000, respectively. Revenue Sources and Other Discussion The Charges for Goods and Services category generate revenues in the fund. This fund’s revenue is dependent on the collection of SDCs, which are dependent on development. For a summary of all Transfers In and Transfers Out see Budgeted Transfers on page 169. Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 377 - Storm SDC Fund Revenues 499,892 533,991 496,000 3081 Beginning Fund Balance 581,153 581,153 581,153 499,892 533,991 496,000 Total - Fund Balance 581,153 581,153 581,153 31,471 21,193 25,000 3458.201 Storm SDC's 25,000 25,000 25,000 31,471 21,193 25,000 Total - Charges for Goods and Services 25,000 25,000 25,000 2,628 3,670 2,500 3611 Interest from Investments 7,590 7,590 7,590 2,628 3,670 2,500 Total - Miscellaneous Revenue 7,590 7,590 7,590 533,991 558,854 523,500 Revenues Total 613,743 613,743 613,743 Expenditures - - 155,000 5811.363 Transfer to Street & Storm Cap Const Fund 140,000 140,000 140,000 - - 155,000 Total - Transfers Out 140,000 140,000 140,000 - - 368,500 5981.005 Reserve for Future Years 473,743 473,743 473,743 - - 368,500 Total - Contingencies and Unappropriated Balances 473,743 473,743 473,743 - - 523,500 Expenditures Total 613,743 613,743 613,743 533,991 558,854 - Fund Net Total: 377 - Storm SDC Fund - - - Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 143 Water SDC Fund – 474 Fund/Fund Number: Water SDC Fund - 474 Department Director: Eric Liljequist (Interim Director) Description of purpose/functions of department Water System Development Charges (SDC) are generated by assessing new development for adding increased capacity to the water system. These revenues are charged at the time the building permit is issued. Revenue is used solely for to increase capacity. The Water SDC for a new single-family residence is $2,085. Description of FY 2016-17 projects • Water Master Plan Update will move to FY 2017-18 Description of FY 2016-17 proposed projects • Water Master Plan Update estimated at $100,000 for professional services • Contribute to Hwy 214 Water line project with a transfer to Water Construction Fund 466 in the amount of $90,000 Revenue Sources and Other Discussion The Charges for Goods and Services category generate revenues in the fund. This fund’s revenue is dependent on the collection of SDCs. SDC fees are dependent on development occurring. Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 474 Water SDC Fund Revenues 906,364 1,057,880 1,062,000 3081 Beginning Fund Balance 1,277,486 1,277,486 1,277,486 906,364 1,057,880 1,062,000 Total - Fund Balance 1,277,486 1,277,486 1,277,486 146,485 108,440 100,000 3458.301 Water SDC's 100,000 100,000 100,000 146,485 108,440 100,000 Total - Charges for Goods and Services 100,000 100,000 100,000 5,031 7,116 5,000 3611 Interest from Investments 16,170 16,170 16,170 5,031 7,116 5,000 Total - Miscellaneous Revenue 16,170 16,170 16,170 - - - 3971.364 Transfer from Parks SDC 30,000 30,000 30,000 - - - Total - Transfers In 30,000 30,000 30,000 1,057,880 1,173,436 1,167,000 Revenue Totals 1,423,656 1,423,656 1,423,656 Expenditures - - 100,000 5419 Other Professional Serv 100,000 100,000 100,000 - - 100,000 Total - Materials & Services 100,000 100,000 100,000 - - - 5811.466 Transfer to Water Cap Const 90,000 90,000 90,000 - - - Total - Transfers Out 90,000 90,000 90,000 - - 1,067,000 5981.005 Reserve for Future Years 1,233,656 1,233,656 1,233,656 - - 1,067,000 Total - Contingencies and Unappropriated Balances 1,233,656 1,233,656 1,233,656 - - 1,167,000 Expenditure Totals 1,423,656 1,423,656 1,423,656 1,057,880 1,173,436 - Fund Net Total: 474 - Water SDC Fund - - - Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 144 Sewer SDC Fund – 475 Fund/Fund Number: Sewer SDC Fund - 475 Department Director: Eric Liljequist (Interim Director) Description of purpose/functions of department Sewer Systems Development Charges (SDCs) are generated by assessing new development for increased demands for capacity on the sewer system. This revenue is collected at the time the building permit is issued and can only be used for increased capacity. The fee for a new single-family residence is $2,977. Funds are used for capacity improvements for sanitary sewer projects. Description of FY 2016-17 projects • Design for Young Street pipeline project was started Description of FY 2017-18 proposed projects • Contribute to cost of sanitary sewer capacity improvements for the Young Street pipeline project (CDSW1469) with transfers to Sewer Cap Const Fund estimated to be $500,000 Revenue Sources and Other Discussion The Charges for Goods and Services category generate revenues in the fund. This fund’s revenue is dependent on the collection of SDCs. SDC fees are dependent on development occurring. For a summary of all Transfers In and Transfers Out see Budgeted Transfers on page 169. Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 475 - Sewer SDC Fund Revenues 687,934 906,465 1,060,000 3081 Beginning Fund Balance 1,271,304 1,271,304 1,271,304 687,934 906,465 1,060,000 Total - Fund Balance 1,271,304 1,271,304 1,271,304 214,407 173,376 225,000 3458.401 Sewer SDC's 225,000 225,000 225,000 214,407 173,376 225,000 Total - Charges for Goods and Services 225,000 225,000 225,000 4,124 6,464 5,000 3611 Interest from Investments 15,360 15,360 15,360 4,124 6,464 5,000 Total - Miscellaneous Revenue 15,360 15,360 15,360 906,465 1,086,305 1,290,000 Revenue Totals 1,511,664 1,511,664 1,511,664 Expenditures - - - 5635 Sewer 80,000 80,000 80,000 - - - Total - Capital Outlay 80,000 80,000 80,000 - - 500,000 5811.465 Transfer to Sewer Cap Const 500,000 500,000 500,000 - - 500,000 Total - Transfers Out 500,000 500,000 500,000 - - 790,000 5981.005 Reserve for Future Years 931,664 931,664 931,664 - - 790,000 Total - Contingencies and Unappropriated Balances 931,664 931,664 931,664 - - 1,290,000 Expenditure Totals 1,511,664 1,511,664 1,511,664 906,465 1,086,305 - Fund Net Total: 475 - Sewer SDC Fund - - - Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 145 Internal Services Funds  Information Technology Fund  Insurance Fund  Equipment Replacement Fund ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 146 Information Technology Fund – 568 Fund/Fund Number: Information Technology Fund - 568 Department/Department Number: Finance - 151 Department Director: Sandra Montoya Description of purpose/functions of department This program provides the City’s Information Technology (IT) operations, maintenance and is responsible for funding the systematic replacement of network and desktop assets. Additional IT staff provides technical assistance to all City departments for their information processing needs. To enhance technical support, training is provided on an as-needed basis. The program utilizes contractual services for part of the operation with support provided by IT. The methodology for charging out costs to the users/receivers of IT services was revised to in FY 2013-14 to include all program costs within the Information Technology program budget. Description of department, including number of personnel The department consists of four full-time employees, and a new part-time position is recommended in this budget. Description of FY 2016-17 accomplishments • Continued to migrated old physical server to new virtual servers • Improved our wireless network functionality and coverage, making sure we have a good reliable wireless that meets everyone’s needs • Upgraded our police, fire, EMS, and dispatch software from Aegis version 10 to version 11 which included the replacement of four central servers and upgrading a number of clients • Ongoing work on to secure the network, including firewall upgrades Description of FY 2017-18 proposed focus/goals • Work on record retention policies, with focus being on social media, and then implement a solution to keep in compliance with said policies • Work on our Web Content Management System to provide a consistent website look and feel, while making it easy for staff to maintain • Work to improve network security and performance. See about upgrading firewalls, better security monitoring, network traffic analyzer, and general network hardware and software • Continue to work with HR on procedures and checklists to improve new user onboarding, making sure to include security training Performance Measures (new in FY 2017-18) Measures FY 2016-17 Projected FY 2017-18 Goal Complete IT Web Help Desk tickets 600 650 Replace and/or upgrade computers 45 56 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 147 Fund Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Account Description Proposed Approved Adopted Information Technology Fund Revenues 119,713 160,392 115,000 Fund Balance 180,000 180,000 180,000 95,594 124,248 113,572 Charges for Goods and Services 129,114 129,114 129,114 709,797 715,030 798,999 Miscellaneous Revenue 836,476 836,476 836,476 57,529 57,529 57,529 Transfers In 117,529 117,529 117,529 982,633 1,057,199 1,085,100 Revenues Total 1,263,119 1,263,119 1,263,119 Expenditures 332,180 345,817 375,156 Personnel Services 418,314 418,314 418,314 396,878 436,778 474,357 Materials & Services 545,468 545,468 545,468 93,183 108,155 102,529 Capital Outlay 137,529 137,529 137,529 - - 133,058 Contingencies and Reserve 161,808 161,808 161,808 822,241 890,750 1,085,100 Expenditures Total 1,263,119 1,263,119 1,263,119 160,392 166,449 - Revenue Over (Under) Expenditures - - - 4.0 4.0 4.0 Full-Time Equivalent (FTE) 4.5 4.5 4.5 Revenue Sources and Other Discussion The Miscellaneous Revenue category in an internal service fund such as Information Technology represents the charge assessed to city departments for network support, technology maintenance and replacement support. In the case of the Information Technology Fund, this equates to $836,476. This is budgeted based on an average cost per computer in service within the department. The Transfers In of $117,529 represents payments of $57,529 from the other funds for the fourth of four annual payments due to the vendor for the phone system purchased in FY 2013-14 and $60,000 additional from the General Fund for software. Charges for Goods and Services include intergovernmental support revenue for network maintenance and support provided to area agencies. At $129,114, this revenue source provides 9 percent of the total operating revenue in the fund. Materials & Services increased because of new enterprise software agreement from Microsoft. There was also an increase for the New World maintenance agreement. Capital Outlay expenditures for this fund are equipment related, not capital projects. The line item detail report for this fund shows the types of equipment purchases planned, including $57,529 for the phone system purchased in FY 2013-14 and reflects the fourth of four annual payments. Network is budgeted at $50,000 which will capture the cost for any replacement components to maintain and expand the City’s network. These assets are typically servers, which qualify as Capital Outlay. The purchase of a new van at $30,000 will be used to transport computers, printers and other equipment and supplies to various locations including the different cities where they service software and hardware. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 148 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 568 - Information Technology Fund Revenues 119,713 160,392 115,000 3081 Beginning Fund Balance 180,000 180,000 180,000 119,713 160,392 115,000 Total - Fund Balance 180,000 180,000 180,000 11,882 11,531 - 3421.002 Reimbursements Hubbard - - - 14,367 18,392 4,000 3421.003 Reimbursements Mt Angel 4,000 4,000 4,000 31,686 33,917 5,000 3421.004 Reimbursements Silverton 6,000 6,000 6,000 - - 1,000 3421.005 Reimburse Aurora FD 1,000 1,000 1,000 1,500 131 1,000 3421.007 Reimburse Mt Angel FD 1,000 1,000 1,000 21,604 35,211 34,000 3421.008 Reimbursement METCOM (Norcom) 40,000 40,000 40,000 1,032 2,138 1,500 3421.009 Reimbursement Gervais 1,500 1,500 1,500 2,692 12,745 3,000 3421.010 Reimbursement Woodburn Fire Dist 3,000 3,000 3,000 10,831 10,183 - 3421.011 Reimbursement Stayton PD - - - - - 11,974 3422.002 Rec Mgmt (RMS) Hubbard 12,157 12,157 12,157 - - 12,401 3422.003 Rec Mgmt (RMS) Mt. Angel 12,590 12,590 12,590 - - 28,305 3422.003 Rec Mgmt (RMS) Silverton 35,333 35,333 35,333 - - 1,899 3422.010 Rec Mgmt (RMS) Woodburn Fire District 2,169 2,169 2,169 - - 7,594 3422.011 Rec Mgmt (RMS) Stayton PD 8,196 8,196 8,196 - - 1,899 3422.012 Rec Mgmt (RMS) Turner PD 2,169 2,169 2,169 95,594 124,248 113,572 Total - Charges for Goods and Services 129,114 129,114 129,114 1,675 2,467 1,500 3611 Interest from Investments 2,000 2,000 2,000 537,308 550,770 634,399 3652.001 IS Revenue - General Fund 655,669 655,669 655,669 19,140 19,865 19,400 3652.110 IS Revenue - Transit 21,148 21,148 21,148 13,200 13,700 13,263 3652.123 IS Revenue - Building Inspection 14,469 14,469 14,469 23,100 20,550 20,035 3652.140 IS Revenue - Street 21,843 21,843 21,843 36,300 37,675 40,070 3652.470 IS Revenue - Water 43,686 43,686 43,686 62,700 68,500 70,332 3652.472 IS Revenue - Sewer 73,044 73,044 73,044 - - - 3652.720 IS Revenue - Urban Renewal 3,617 3,617 3,617 16,374 1,503 - 3699 Other Miscellaneous Income 1,000 1,000 1,000 709,797 715,030 798,999 Total - Miscellaneous Revenue 836,476 836,476 836,476 23,769 23,769 23,769 3971.001 Transfer From General Fund 83,769 83,769 83,769 3,001 3,001 3,001 3971.110 Transfer From Transit 3,001 3,001 3,001 3,001 3,001 3,001 3971.123 Transfer From Building 3,001 3,001 3,001 4,501 4,501 4,501 3971.140 Transfer From Street 4,501 4,501 4,501 9,753 9,753 9,753 3971.470 Transfer From Water 9,753 9,753 9,753 13,504 13,504 13,504 3971.472 Transfer From Sewer 13,504 13,504 13,504 57,529 57,529 57,529 Total - Transfers In 117,529 117,529 117,529 982,633 1,057,199 1,085,100 Revenue Totals 1,263,119 1,263,119 1,263,119 Account Description New revenue accounts were created for better transparency. Reimbursement 3421 represents service, while the new account Rec Mgmt (RMS) 3422 represents a pass through of software costs. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 149 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted 230,583 239,697 256,074 5111 Regular Wages 261,181 261,181 261,181 - - - 5112 Part-Time Wages 21,838 21,838 21,838 610 400 - 5121 Overtime - - - 107 [PHONE REDACTED] OR Workers' Benefit 125 125 125 17,334 18,336 19,596 5212 Social Security 22,423 22,423 22,423 36,406 33,397 38,372 5213 Med & Dent Ins 40,532 40,532 40,532 43,567 51,494 59,353 5214 Retirement 70,476 70,476 70,476 1,009 1,021 1,001 5215 Long Term Disability Ins 1,056 1,056 1,056 2,036 [PHONE REDACTED] Unemployment Insurance 285 285 285 529 [PHONE REDACTED] Life Insurance 398 398 398 332,180 345,817 375,156 Total - Personnel Services 418,314 418,314 418,314 30,815 32,008 35,000 5315 Computer Supplies 40,000 40,000 40,000 3,242 1,759 1,000 5319 Office Supplies 1,000 1,000 1,000 - - - 5323 Fuel 500 500 500 - - - 5409.140 Garage Services 1,000 1,000 1,000 45,094 46,000 61,740 5415 Computer 61,800 61,800 61,800 36,340 34,154 20,000 5419 Other Professional Serv 20,000 20,000 20,000 4,789 8,949 9,000 5421 Telephone/Data 9,000 9,000 9,000 331 [PHONE REDACTED] Postage 500 500 500 9,420 9,215 11,000 5423 Internet 11,500 11,500 11,500 - 85 - 5433 Meals - - - 768 602 2,000 5433 Mileage 500 500 500 - 550 - 5439 Travel - - - 242,244 263,763 279,200 5446 Software Licenses 334,695 334,695 334,695 14,665 15,602 16,277 5448 Internal Rent 15,695 15,695 15,695 - 12,293 24,900 5449 Other Leases 27,500 27,500 27,500 - - - 5461 Auto Insurance 400 400 400 2,669 2,766 4,508 5464 Workers' Comp 3,016 3,016 3,016 3,901 4,283 5,232 5465 General Liability Insur 6,362 6,362 6,362 - - - 5471 Equipment Repair & Maint 7,000 7,000 7,000 2,600 4,596 4,000 5492 Registrations/Training 5,000 5,000 5,000 396,878 436,778 474,357 Total - Materials & Services 545,468 545,468 545,468 - - - 5642 Passenger Vehicles 30,000 30,000 30,000 - 10,672 - 5645 Computing - - - 35,667 39,954 45,000 5645.101 Network 50,000 50,000 50,000 57,516 57,529 57,529 5645.102 Telephone 57,529 57,529 57,529 93,183 108,155 102,529 Total - Capital Outlay 137,529 137,529 137,529 133,058 5921 Contingency 161,808 161,808 161,808 - - 133,058 Total - Contingencies and Unappropriated Balances 161,808 161,808 161,808 822,241 890,750 1,085,100 Expenditure Totals 1,263,119 1,263,119 1,263,119 160,392 166,449 - Fund Net Total: 568 - Information Technology Fund - - - Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 150 Insurance Fund – 581 Fund/Fund Number: Insurance Fund - 581 Department/Department Number: Risk Management - 131 Department Director: Heather Pierson Description of purpose/functions of department Management of insurance activities including workers compensation, automobile, property and liability coverage and claims. Description of department, including number of personnel Risk management is one of the functions of the city recorder. One-third of the city recorder’s position is allocated to risk management and safety committee activities. All insurance coverage, premium and claims activity is handled through this department. Description of FY 2016-17 accomplishments • Workers compensation self-audit • Worked with safety committee to provide employees with active shooter training • Assisted with the coordination of the annual health and benefits fair for employees • Completed best practices survey with CIS Description of FY 2017-18 proposed focus/goals • Prepare a risk management handbook • Work with HR and safety committee on citywide safety-related training • Create new incident reporting forms and procedures Performance Measures (new in FY 2017-18): Measures FY 2016-17 Projected FY 2017-18 Goal Increase number of safety meetings 8 10 Fund Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Account Description Proposed Approved Adopted Insurance Fund Revenues 397,011 273,014 75,000 Fund Balance 174,458 174,458 174,458 570,462 666,119 826,355 Miscellaneous Revenue 880,446 880,446 880,446 967,473 939,133 901,355 Revenues Total 1,054,904 1,054,904 1,054,904 Expenditures 45,538 44,407 36,586 Personnel Services 47,661 47,661 47,661 648,921 788,302 787,644 Materials & Services 924,800 924,800 924,800 - - 77,125 Contingencies and Reserve 82,443 82,443 82,443 694,459 832,709 901,355 Expenditures Total 1,054,904 1,054,904 1,054,904 273,014 106,424 - Revenue Over (Under) Expenditures - - - ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 151 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 581 - Insurance Fund Revenues 397,011 273,014 75,000 3081 Beginning Fund Balance 174,458 174,458 174,458 397,011 273,014 75,000 Total - Fund Balance 174,458 174,458 174,458 2,463 2,460 2,500 3611 Interest from Investments 4,470 4,470 4,470 277,942 316,840 372,455 3658.101 General Liability 390,976 390,976 390,976 261,415 338,898 450,400 3658.104 Workers Comp 480,000 480,000 480,000 28,642 7,921 1,000 3699 Other Miscellaneous Income 5,000 5,000 5,000 570,462 666,119 826,355 Total - Miscellaneous Revenue 880,446 880,446 880,446 967,473 939,133 901,355 Revenue Totals 1,054,904 1,054,904 1,054,904 Expenditures 33,935 33,982 27,665 5111 Regular Wages 34,389 34,389 34,389 14 13 14 5211 OR Workers' Benefit 14 14 14 2,573 2,596 2,118 5212 Social Security 2,710 2,710 2,710 1,316 [PHONE REDACTED] Med & Dent Ins 1,364 1,364 1,364 7,176 6,846 6,242 5214 Retirement 8,962 8,962 8,962 148 [PHONE REDACTED] Long Term Disability Ins 134 134 134 299 133 28 5216 Unemployment Insurance 36 36 36 77 56 42 5217 Life Insurance 52 52 52 45,538 44,408 36,586 Total - Personnel Services 47,661 47,661 47,661 - 25 25 5432 Meals 25 25 25 349 [PHONE REDACTED] Mileage 200 200 200 592 [PHONE REDACTED] Travel 500 500 500 60,552 68,463 82,156 5461 Auto Insurance 78,785 78,785 78,785 - - 2,000 5462 Employee Blanket Bond 2,000 2,000 2,000 82,291 87,288 104,746 5463 Bldg/Personal Prop 100,315 100,315 100,315 321,189 441,637 373,363 5464 Workers' Comp 480,000 480,000 480,000 132,749 158,662 185,554 5465 General Liability Insur 211,875 211,875 211,875 - 1,000 20,000 5468 Deductible 20,000 20,000 20,000 50,769 30,558 18,000 5469 Other Insurance Costs 30,000 30,000 30,000 - [PHONE REDACTED] Dues & Subscriptions 100 100 100 430 205 1,000 5492 Registrations/Training 1,000 1,000 1,000 648,921 788,301 787,644 Total - Materials & Services 924,800 924,800 924,800 - - 77,125 5921 Contingency 82,443 82,443 82,443 - - 77,125 Total - Contingencies and Unappropriated Balances 82,443 82,443 82,443 694,459 832,709 901,355 Expenditures Total 1,054,904 1,054,904 1,054,904 273,014 106,424 - Fund Net Total: 581 - Insurance Fund - - - Account Description Revenue Sources and Other Discussion Revenue in this fund comes from charges to other funds and is shown in Miscellaneous Revenue. These charges and interest are the only revenue for the insurance fund. The City’s workers compensation policy is a retro/self-insured policy with an annual maximum of 130 percent of base premium paid. The maximum for each year varies. A contingency target balance of $500,000 is desired, and will likely require multiple years to achieve. Claims have continued at high levels for several quarters so rates charged to the funds were increased to cover the insurance cost and minimize the risk of a fund balance shortfall. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 152 Equipment Replacement Fund – 591 Fund/Fund Number: Equip Replacement Fund - 591 Department/Department Number: Various Department Director: Eric Liljequist (Interim Director) Description of purpose/functions of department This fund is used for replacing vehicles and other equipment. Historically each department transfers one-tenth the value of its fixed asset inventory every year to ensure future replacement funding will be available. During the recessionary period, funding transfers were limited due to budgetary constraints, and a desire to maintain service levels and staffing. The Proposed FY 2017-18 Budget includes normal funding transfers. Description of department, including number of personnel No personnel costs are charged to this fund. Description of FY 2016-17 expenditures • There were no planned purchases this fiscal year Description of FY 2017-18 expenditures • Water Department plans to replace a step van used for daily operations and emergency response • Sewer Department will replace a root saw for $6,000, a camera reel and locator for $12,000, and a 4x4 gator for $15,500. Revenue Sources and Other Discussion The Transfers In category contains transfers from other Public Works divisions to cover the cost associated with replacing vehicles and equipment. This is the fund’s sole source of revenue besides a small amount from interest earned. These transfers are contingent on available funding. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 153 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 591 - Equipment Replacement Fd Revenues Department: 000 - Revenue 812,267 884,807 880,337 3081 Beginning Fund Balance 974,811 974,811 974,811 812,267 884,807 880,337 Total - Fund Balance 974,811 974,811 974,811 - - - 3332 Federal Grant 40,100 40,100 40,100 - - - Total - Intergovermental 40,100 40,100 40,100 4,441 6,026 4,500 3611 Interest from Investments 13,460 13,460 13,460 4,441 6,026 4,500 Total - Miscellaneous Revenue 13,460 13,460 13,460 30,000 30,000 30,000 3971.14 Transfer from Street 30,000 30,000 30,000 10,000 10,000 10,000 3971.470 Transfer From Water 10,000 10,000 10,000 50,000 30,000 30,000 3971.472 Transfer From Sewer 30,000 30,000 30,000 90,000 70,000 70,000 Total - Transfers In 70,000 70,000 70,000 906,708 960,833 954,837 Department Total: 000 - Revenue 1,098,371 1,098,371 1,098,371 Expenditures Department: 611 - Water Program: 9211 - Equipment Purchases - - - 5642 Passenger Vehicles 65,000 65,000 65,000 - - 331,342 5649 Other Equipment 282,761 282,761 282,761 - - 331,342 Total - Capital Outlay 347,761 347,761 347,761 - - 331,342 Department Total: 611 Water 347,761 347,761 347,761 Department: 621 - Sewer - 8,857 489,393 5649 Other Equipment 528,775 528,775 528,775 - 8,857 489,393 Total - Capital Outlay 528,775 528,775 528,775 - 8,857 489,393 Department Total: 621 - Sewer 528,775 528,775 528,775 Department: 631 - Maintenance - 70,064 103,239 5649 Other Equipment 135,162 135,162 135,162 - 70,064 103,239 Total - Capital Outlay 135,162 135,162 135,162 - 70,064 103,239 Department Total: 631 - Maintenance 135,162 135,162 135,162 Department: 671 - Transit 21,901 - - 5811.001 Transfer to General Fund - - - - - - 5811.110 Transfer to Transit - - - 21,901 - - Total - Transfers Out - - - - - - 5649 Other Equipment 55,205 55,205 55,205 - - - Program Total: 9711 - Operating Transfer Out 55,205 55,205 55,205 21,901 - - Department Total: 671 - Transit 55,205 55,205 55,205 Department: 691 - Engineering - - 30,863 5649 Other Equipment 31,468 31,468 31,468 - - 30,863 Total - Capital Outlay 31,468 31,468 31,468 - - 30,863 Department Total: 691 - Engineering 31,468 31,468 31,468 21,901 78,921 954,837 Expendures Total 1,098,371 1,098,371 1,098,371 884,807 881,912 - Fund Net Total: 591 - Equipment Replacement Fd - - - ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 154 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 155 Trust Funds  Library Endowment Fund  Museum Endowment Fund  Lavelle Black Trust Fund ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 156 Library Endowment Fund – 690 Fund/Fund Number: Library Endowment Fund - 690 Department/Department Number: Library - 311 Department Director: Jim Row Description of purpose/functions of department This program facilitates private donations of monies to the library for general purposes and major capital expenses. Interest from this fund is spent for small capital expenditures. The endowment program was used in the past for projects including roof repair, retrofitting of the heating/cooling (HVAC) system and a space needs study. The fund provides a mechanism for major bequest(s) or donation(s) in support of the library. Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 690 - Library Endowment Fund Revenues 26,261 26,394 26,495 3081 Beginning Fund Balance 26,700 26,700 26,700 26,261 26,394 26,495 Total - Fund Balance 26,700 26,700 26,700 133 [PHONE REDACTED] Interest from Investments 350 350 350 133 168 100 Total - Miscellaneous Revenue 350 350 350 26,394 26,562 26,595 Revenue Totals 27,050 27,050 27,050 Expenditures - - 26,595 5921 Contingency 27,050 27,050 27,050 - - 26,595 Total - Contingencies and Unappropreated Balances 27,050 27,050 27,050 - - 26,595 Expenditure Total 27,050 27,050 27,050 26,394 26,562 - Fund Net Total: 690 - Library Endowment Fund - - - Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 157 Museum Endowment Fund – 691 Fund/Fund Number: Museum Endowment Fund - 691 Department/Department Number: Community Services - 421 Department Director: Jim Row Description of purpose/functions of department The Museum Endowment, established in FY 2001-02, maintains and segregates monies held in savings by the World’s Berry Center Museum Board prior to assumption of the museum function by the City. The fund facilitates private donation of monies to the museum for general purposes. Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 691 - Muesum Endowment Fund Revenues 3,011 3,197 - 3081 Beginning Fund Balance 700 700 700 3,011 3,197 - Total - Fund Balance 700 700 700 16 21 - 3611 Interest from Investments 5 5 5 170 450 - 3699 Other Miscellaneous Income - - - 186 471 - Total - Miscellaneous Revenue 5 5 5 3,197 3,668 - Revenue Totals 705 705 705 Expenditures - 3,040 - 5811.358 Transfer to General Cap Const Fund - - - - 3,040 - Total -Transfers Out - - - - - - 5921 Contingency 705 705 705 - - - Total - Contingencies and Unappropriated 705 705 705 - 3,040 - Expenditures Totals 705 705 705 3,197 628 - Fund Net Total: 691 - Museum Endowment Fund - - - Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 158 Lavelle Black Trust Fund – 695 Fund/Fund Number: Lavelle Black Trust Fund - 695 Department/Department Number: Police - 211 Department Director: James C. Ferraris Description of purpose/functions of department This fund was established through a donation from Leonard Black to the Police Department for use in sustaining the K-9 Program in the name of Lavelle Black. The fund also facilitates private donation of monies. A portion of the monies will be appropriated to Materials & Services, while the majority and remainder will be held in contingency. The use of proceeds will be limited to ongoing costs associated with the replacement, care, training and equipping of K-9 units. Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 695 - Lavelle Black Trust Fund Revenues 45,763 45,092 40,000 3081 Beginning Fund Balance 42,000 42,000 42,000 45,763 45,092 40,000 Total - Fund Balance 42,000 42,000 42,000 229 [PHONE REDACTED] Interest from Investments 660 660 660 - - - 3673 Donations-Police - - - 229 279 200 Total - Miscellaneous Revenue 660 660 660 45,992 45,371 40,200 Revenue Totals 42,660 42,660 42,660 Expenditures 475 2,000 5329 Other Supplies 10,000 10,000 10,000 - 1,500 8,000 5419 Other Professional Serv 5,000 5,000 5,000 425 335 - 5492 Registrations/Training 5,000 5,000 5,000 900 1,835 10,000 Total - Materials & Services 20,000 20,000 20,000 - - 30,200 5921 Contingencies 22,660 22,660 22,660 - - 30,200 Total Contigencies and Unappropriated Balances 22,660 22,660 22,660 900 1,835 40,200 Expenditures Total 42,660 42,660 42,660 45,092 43,536 - Fund Net Total: 695 - Lavelle Black Trust Fund - - - Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 159 Supporting Schedules Debt Overview Personnel Allocation FTE Detail by Supervision Department Budgeted Transfers Capital Construction Projects Current Year Projects Project Data Sheets Capital Improvement Plan – FY 2018-19 to FY 2022-23 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 160 Debt Overview Summary of Outstanding Debt The City of Woodburn will have approximately $41.8 million in long-term debt outstanding at the beginning of this budget reporting period. The table below shows the outstanding balances by type, interest rate, outstanding principal amounts and annual debt service amount: Interest Outstanding Principal Due Interest Due Total Debt Svc Servicing Rates Principal FY 2017-18 FY 2017-18 FY 2017-18 Fund Voter Approved General Obligation Bonds Police, Series 2005 Variable 3,690,000 385,000 152,136 537,136 GO Debt Service Other Governmental Activity Debt 1999 Oregon EDD 5.01% 35,675 35,675 1,820 37,495 Street SDC Subtotal, governmental activities 3,725,675 420,675 153,956 574,631 Business Type Activity Series 2003 Water bond Variable 5,060,695 325,789 229,997 555,786 Water 2005 Oregon EDD 4.21% 2,001,262 215,573 84,253 299,826 Water 2005 Safe Drinking Water Revolving Ln 4.21% 2,001,262 215,573 84,253 299,826 Water 2011 Revenue Bonds Series A 3.0-5.0% 21,324,071 3,165,000 724,563 3,889,563 Sewer 2011 Revenue Bonds Series B (Def Int) 1.79-4.07% 7,660,000 - - - Sewer Subtotal, business type activities 38,047,290 3,921,935 1,123,066 5,045,001 Total Long Term Debt 41,772,965 4,342,610 1,277,022 5,619,632 Long-Term Debt Estimated as of June 30, 2017 Legal Debt Limits Cities in Oregon have a legal debt limit on general obligation (GO) debt equal to 3 percent of their real market value. For the City of Woodburn, this limit calculates to $61.7 million. At the beginning of this budget cycle, the City had $3.7 million in GO debt. The available amount of additional debt the City can incur would be $58.0 million. Plans for Future Debt The City does not have any active plans to incur additional debt at this time. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 161 Remaining Long Term Debt Government Activities Fiscal Year General Obligation Bond - 2005 ending June 30, Principal Interest Total Beginning Principal = $7,066,000 2018 385,000 152,136 537,136 2019 405,000 136,736 541,736 2020-2025 2,900,000 443,211 3,343,211 3,690,000 732,083 4,422,083 Fiscal Year 1999 Oregon EDD ending June 30, Principal Interest Total Beginning Principal = $450,000 FINAL PMT 2018 35,675 1,820 37,495 Total Government Activities 3,725,675 733,903 4,459,578 Business Activities Fiscal Year Series 2003 Water Bond - #G02003 ending June 30, Principal Interest Total Beginning Principal = $8,400,000 2018 325,789 229,997 555,786 2019 343,132 216,317 559,449 2020 -2029 4,391,774 1,189,162 5,580,936 5,060,695 1,635,476 6,696,171 Fiscal Year 2005 Safe Drinking Water Loan - #S02010 ending June 30, Principal Interest Total Beginning Principal = $4,000,000 2018 215,573 84,253 299,826 2019 224,649 75,178 299,827 2020-2025 1,561,040 237,916 1,798,956 2,001,262 397,347 2,398,609 Fiscal Year 2005 Oregon Econ Dev Water Loan - #Y02007 ending June 30, Principal Interest Total Beginning Principal = $4,000,000 2018 215,573 84,253 299,826 2019 224,649 75,178 299,827 2020-2025 1,561,040 237,916 1,798,956 2,001,262 397,347 2,398,609 Fiscal Year 2011 Sewer Revenue Bonds, Series A ending June 30, Principal Interest Total Beginning Principal = $34,416,557 2018 3,165,000 724,563 3,889,563 2019 3,615,000 629,613 4,244,613 2020-2031 14,544,071 3,506,298 18,050,369 21,324,071 4,860,473 26,184,544 Fiscal Year 2011 Sewer Revenue Bonds, Series B ending June 30, Principal Interest Total Deferred Interest Bond 2020 2,220,000 - 2,220,000 Beginning Principal = $8,985,000 2021 2,360,000 - 2,360,000 2023 3,080,000 - 3,080,000 7,660,000 - 7,660,000 Total Business Activities 38,047,290 7,290,643 45,337,933 Grand Total 41,772,965 8,024,546 49,797,511 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 162 Personnel Allocation The table below identifies budgeted wage and benefit allocations across departments or funds. This table shows only positions that are allocated across funds or departments. CITY COMMUN- ICATIONS ECON DEVEL EXEC LEGAL CITY HR HR CITY ASS'T CITY ADMIN'TR COORD DIRECTOR ASS'T REC'DR DIRECT ANALYST ATTORNEY ATTORNEY 001 General Fund 121 Administration 125,891 36,495 - 35,439 - - - - - 125 Economic Development - - 74,972 - - - - - - 131 City Recorder - - - 20,253 48,455 - - - - 141 City Attorney - - - 45,565 - - - 92,815 25,296 151 Finance - - - - - - - - - 161 Human Resources - - - - - 68,727 43,435 - - 211 Police - 26,070 - - - 32,730 14,481 17,685 - 421 Recreation - - - - - - - - - 431 Aquatics - - - - - - - - - 499 Commun Svcs Admin - - - - - - - - - 511 Planning - - - - - - - - 56,905 651 Engineering - - - - - - - - - 711 Parks & Facilities Maint - - - - - - - - - General Fund Wages & Ben 125,891 62,565 74,972 101,257 48,455 101,457 57,916 110,500 82,201 110 Transit Fund 4,584 - - - 975 3,280 3,865 - - 123 Building Inspection Fund 2,295 - - - - - - 2,217 2,533 137 Housing Rehab Fund 2,295 - - - - - - - - 140 Street Fund - Maint 6,872 10,428 - - 3,883 6,552 3,865 15,470 - 661 Garage - - - - - - - - - 470 Water Fund 34,338 15,644 - - 3,883 26,186 15,446 44,195 20,238 472 Sewer Fund - 621 Sewer 34,338 15,648 - - 3,883 26,184 15,456 48,640 20,238 631 Maintenance - - - - - - - - - 641 Surface Water/Collect 11,450 - - - 3,882 - - - - 568 Information Services - - - - - - - - - 581 Insurance Fund - - - - 31,983 - - - - 720 Urban Renewal Fund 6,872 - 74,973 - - - - - 1,273 Other Funds Wages & Ben 103,044 41,720 74,973 - 48,489 62,202 38,632 110,522 44,282 All Funds Wages & Ben 228,935 104,285 149,945 101,257 96,944 163,659 96,548 221,022 126,483 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 163 FINANCE CUST SVC CLERK SENIOR MGMT ACCTG IT NETWORK ADMIN ECONOMIC & DEVLP SVS ASSOCIATE DIRECT ACCT I CLERK III CLERK III CLERK III CLERK III PT ANALYST MGR ADMIN ASS'T CLERK III DIRECT PLANNER - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 50,051 41,154 33,623 16,573 24,093 47,110 6,925 39,626 60,518 - - - - - - - - - - - - - - - - - - - 20,017 - - - - - - - - 45,295 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 63,441 - 145,912 66,435 - - - - - - - - - - - 10,945 - - - - - - - - - - - - - 29,177 - - 70,068 41,154 33,623 16,573 24,093 47,110 6,925 39,626 60,518 45,295 63,441 40,122 145,912 66,435 - 3,436 3,368 - - - - - - - - - - - - - - - - - - - - - 27,191 - 26,697 22,147 - - - - - - - - - - - - 5,349 - 10,014 3,436 3,368 - - - - 5,665 6,729 - - 32,823 - - - - - - - - - - - - - - - - 40,035 10,294 13,453 33,137 28,106 15,706 13,845 28,305 33,623 - - - - - - - 40,035 10,295 13,451 33,141 28,108 15,706 13,845 28,305 33,623 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 20,017 - - - - - - 5,665 - 45,293 - - - - 10,014 - - - - - - 5,664 - - - - - - 10,034 - - - - - - - - - - - - - 130,149 27,461 33,640 66,278 56,214 31,412 27,690 73,604 73,975 45,293 27,191 32,823 32,046 22,147 200,217 68,615 67,263 82,851 80,307 78,522 34,615 113,230 134,493 90,588 90,632 72,945 177,958 88,582 Table continued on the following page. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 164 Personnel Allocation – Continued ASS'T CITY PUBLIC WORKS CITY CAD / GIS FLEET MAINT SEWER LINE MAINT UTIL WRKER UTIL WRKER UTIL WRKER ADMINSTR DIRECT ENGINEER TECH TECH TECH III II I 001 General Fund 121 Administration - - - - - - - - - 125 Economic Development - - - - - - - - - 131 City Recorder - - - - - - - - - 141 City Attorney - - - - - - - - - 151 Finance - - - - - - - - - 161 Human Resources - - - - - - - - - 211 Police - - - - - - - - - 421 Recreation - - - - - - - - - 431 Aquatics - - - - - - - - - 499 Commun Svcs Admin 130,057 - - - - - - - - 511 Planning - - - - - - - - - 651 Engineering - 17,001 17,171 14,406 - - - - - 711 Parks & Facilities Maint - - - - - - - - General Fund Wages & Ben 130,057 17,001 17,171 14,406 - - - - - 110 Transit Fund 30,017 - - - - - - - - 123 Building Inspection Fund - - - - - - - - - 137 Housing Rehab Fund - - - - - - - - - 140 Street Fund - Maint 10,011 50,994 51,499 23,999 6,574 - - - - 661 Garage - - - - 87,273 - - - - 470 Water Fund 10,011 50,994 51,499 28,797 - - - - - 472 Sewer Fund - 621 Sewer 20,011 50,994 51,499 28,797 - - - - - 631 Maintenance - - - - - 62,466 34,010 38,765 37,281 641 Surface Water/Collect - - - - - 20,824 34,009 38,765 37,280 568 Information Services - - - - - - - - - 581 Insurance Fund - - - - - - - - - 720 Urban Renewal Fund - - - - - - - - - Other Funds Wages & Ben 70,050 152,982 154,497 81,593 93,847 83,290 68,019 77,530 74,561 All Funds Wages & Ben 200,107 169,983 171,668 95,999 93,847 83,290 68,019 77,530 74,561 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 165 FTE Detail by Supervising Department This table shows detail of FTE Summary by Supervising Department on page 15. FTE counts in these tables are assigned to the department that supervises the position. For cost allocations of positions see Personnel Allocation on page 162. Since supervision and cost allocation are different methods of assigning FTE to departments, the numbers will not be equivalent. The budget for FY 2017-18 removed a Clerk II in Transit and added a Senior Planner and HR Specialist. There were some other adjustments in hours in part-time positions. Actual Actual Actual Budget Budget Department and Position FY 2013-14 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 City Administrator City Administrator 1.0 1.0 1.0 1.0 1.0 Executive Legal Assistant 0.4 0.4 0.4 0.4 0.4 Communications Coordinator 1.0 1.0 1.0 1.0 1.0 Total City Administrator 2.4 2.4 2.4 2.4 2.4 Economic Development Economic Development Director - - 1.0 1.0 1.0 Total Economic Development - - 1.0 1.0 1.0 City Attorney City Attorney 1.0 1.0 1.0 1.0 1.0 Assistant City Attorney 1.0 1.0 1.0 1.0 1.0 Executive Legal Assistant 0.5 0.5 0.5 0.5 0.5 Total City Attorney 2.5 2.5 2.5 2.5 2.5 City Recorder City Recorder 1.0 1.0 1.0 1.0 1.0 Executive Legal Assistant 0.2 0.2 0.2 0.2 0.2 Total City Recorder 1.2 1.2 1.2 1.2 1.2 Community Development Planning Administrative Assistant 0.7 0.7 0.7 0.7 0.7 Associate Planner 1.0 1.0 1.0 1.0 0.8 Senior Planner (New) - - - - 1.0 Community Development Director 1.0 1.0 1.0 1.0 1.0 Building Administrative Assistant 0.3 0.3 0.3 0.3 0.3 Associate Planner - - - - 0.3 Building Official 1.0 1.0 1.0 1.0 1.0 Plans Examiner-Bldg Inspect III 1.0 1.0 1.0 1.0 1.0 Plans Examiner-Bldg Inspect II - 1.0 1.0 1.0 1.0 Plans Examiner - Part-Time - - 0.5 0.5 0.5 Building Inspector - Part-Time - - - 0.3 0.3 Total Community Development 5.0 6.0 6.5 6.8 7.8 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 166 FTE Detail by Supervising Department – Continued Actual Actual Actual Budget Budget Department and Position FY 2013-14 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 Community Services Community Services Admin Assistant City Administrator - - 1.0 1.0 1.0 Community Services Director 1.0 1.0 - - - Special Projects Manager - - 1.0 1.0 1.0 Community Outreach Coordinator (Comm Relations) 1.0 1.0 - - - Community Relations Manager (title change) - - 1.0 1.0 1.0 Management Analyst - 1.0 - - - Library Librarian 2.0 2.0 2.0 2.0 2.0 Library Assistant 1.0 1.0 1.0 1.0 1.0 Library Manager 1.0 1.0 1.0 1.0 1.0 Library Associate 1.0 1.0 1.0 1.0 1.0 Library Program Coordinator - - - - - Part-Time Employees - Library 4.5 5.4 5.5 5.5 5.5 Recreation Recreation Manager 1.0 1.0 1.0 1.0 1.0 Recreation Supervisor - - - 1.0 1.0 Recreation Coordinator - 1.0 1.0 - - Part-Time Employees - Recreation - - 1.9 1.9 1.9 Aquatics Aquatics Manager 1.0 1.0 - - Aquatics Program Supervisor - - 1.0 1.0 1.0 Part-Time Employees - Aquatics 13.9 12.4 10.1 10.1 10.1 Transit Transit Operation Supervisor 1.0 1.0 - - - Transit Manager - - 1.0 1.0 1.0 Bus Driver Lead 1.0 1.0 1.0 1.0 1.0 Clerk II 1.0 1.0 1.0 1.0 - Bus Driver - Part-Time 2.9 3.4 3.5 3.3 3.7 Medical Transport Driver - Part-Time - - - 0.7 0.7 Vehicle Custodian - Part-Time 0.5 0.5 0.3 0.4 0.2 Parks & Facilities Maintenance Parks & Maintenance Worker 6.0 6.0 6.0 6.0 6.0 Custodian - - - - - Facilities & Grounds Maintenance Supervisor 1.0 1.0 1.0 1.0 1.0 Utility Worker I - - - - - Utility Worker II - - - - - Part-Time - Seasonal N/A 1.3 1.3 1.3 1.3 Total Community Services 40.8 43.9 43.6 44.2 43.4 Human Resources 1.0 1.0 1.0 1.0 1.0 - - - - 1.0 Human Resources Director HR Analyst (New) Assistant Human Resources Director 1.0 1.0 1.0 - - Total Human Resources 2.0 2.0 2.0 1.0 2.0 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 167 FTE Detail by Supervising Department – Continued Actual Actual Actual Budget Budget Department and Position FY 2013-14 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 Finance/Information Technology/Muni Court Accountant I 1.0 1.0 1.0 1.0 1.0 Clerk III 3.0 3.0 4.0 4.0 4.0 Finance Director 1.0 1.0 1.0 1.0 1.0 Accounting Manager 1.0 1.0 1.0 1.0 1.0 Senior Management Analyst 1.0 1.0 1.0 1.0 1.0 Budget & Finance Analyst 1.0 1.0 - - - Part-Time Employee(s) 0.4 0.4 0.8 0.8 1.1 Information Technology Manager 1.0 1.0 1.0 1.0 1.0 Information Technology Technician 1.0 1.0 - - - information Systems Administrator - - - 1.0 1.0 IT Specialist/Network Administrator 2.0 2.0 3.0 2.0 2.0 IT Technician (PT) (New) - - - - 0.5 Municipal Court Clerk 1.0 1.0 - - - Municipal Court Judge 0.1 0.1 0.1 0.1 0.1 Total Finance/Info Svcs/Muni Court 13.5 13.5 12.9 12.9 13.7 Police Code Enforcement Officer 2.0 2.0 2.0 2.0 2.0 Evidence Technician 1.0 1.0 1.0 1.0 1.0 Evidence Technician - PT - - 0.5 0.5 0.5 Executive Assistant 0.5 1.0 1.0 1.0 1.0 Police Captain 2.0 2.0 2.0 - - Police Chief 1.0 1.0 1.0 1.0 1.0 Deputy Chief - - - 1.0 1.0 Police Lieutenant (title change) - - - 2.0 2.0 Police Officer 23.0 25.0 26.0 25.0 26.0 Police Sergeant 6.0 5.0 5.0 5.0 5.0 Police Records Clerk 3.0 3.0 3.0 3.0 3.0 Police Records Supervisor 1.0 1.0 1.0 - - Support Services Manager (title change) - - - 1.0 1.0 Background Investigator 0.0 0.0 0.0 0.1 - Part-Time Employees (Bailiffs) 0.1 0.1 0.1 0.1 0.1 Total Police 39.6 41.1 42.6 42.7 43.6 Public Works Surface/Water Collections Sewer Line Maintenance Tech 1.0 1.0 1.0 1.0 1.0 Utility Worker I - - 1.0 1.0 1.0 Utility Worker II 3.0 3.0 1.0 1.0 1.0 Utility Worker III - - 1.0 1.0 1.0 Street/Sewer Line Maint Supervisor 1.0 1.0 1.0 - - Total Surface/Water Collections 5.0 5.0 5.0 4.0 4.0 Water Clerk II 1.0 1.0 - - - Clerk III - - 1.0 1.0 1.0 Utility Worker I - - 1.0 2.0 2.0 Utility Worker II 3.0 3.0 1.0 1.0 1.0 Utility Worker III 2.0 2.0 3.0 1.0 1.0 Utility Worker IV - - - 1.0 1.0 Water Operator I 1.0 1.0 1.0 1.0 1.0 Water Maintenance Tech 1.0 1.0 1.0 1.0 1.0 Drinking Water Section Supervisor 1.0 1.0 1.0 1.0 1.0 Water Treatment Supervisor/Water Operator III 1.0 1.0 1.0 1.0 1.0 Total Water 10.0 10.0 10.0 10.0 10.0 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 168 FTE Detail by Supervising Department – Continued Actual Actual Actual Budget Budget Department and Position FY 2013-14 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 Sewer Clerk II 1.0 1.0 - - - Clerk III - - 1.0 1.0 1.0 Industrial Waste Coordinator 1.0 1.0 1.0 1.0 1.0 Laboratory Technician 1.0 1.0 1.0 1.0 1.0 Utility Worker II 2.0 2.0 2.0 1.0 1.0 Utility Worker I - - - 1.0 1.0 Wastewater Maintenance Technician 2.0 2.0 2.0 2.0 2.0 Wastewater Operator I 1.0 1.0 1.0 1.0 1.0 Wastewater Operator II 1.0 1.0 1.0 1.0 1.0 Wastewater Operator III 1.0 1.0 1.0 1.0 1.0 Wastewater Treatment Section Supervisor 1.0 1.0 1.0 1.0 1.0 Total Sewer 11.0 11.0 11.0 11.0 11.0 Street Clerk III 1.0 1.0 1.0 1.0 1.0 Street Maintenance Supervisor - - - 1.0 1.0 Utility Worker I 2.0 1.0 1.0 2.0 3.0 Utility Worker II 1.0 1.0 1.0 1.0 - Utility Worker III - 1.0 1.0 1.0 1.0 Utility Worker I (Seasonal) - - - 1.3 1.5 Total Street 4.0 4.0 4.0 7.3 7.5 Garage Mechanic 1.0 1.0 - - - Fleet Maintenance Tech Lead - - 1.0 - - Fleet Maintenance Tech - - 1.0 1.0 1.0 Garage Assistant (Utility Worker II) 1.0 1.0 - - - Total Garage 2.0 2.0 2.0 1.0 1.0 Engineering Assistant City Engineer 1.0 - - - - City Engineer - 1.0 1.0 1.0 1.0 C.E. Engineering Tech III 1.0 1.0 1.0 - - C.E. Technician II 1.0 1.0 1.0 - - CAD/GIS Technician 1.0 1.0 1.0 1.0 1.0 Project Engineer 1.0 1.0 1.0 0.5 1.5 Public Works Director 1.0 1.0 1.0 1.0 1.0 Senior Engineering Technician 1.0 1.0 1.0 1.0 - Water Resource Manager 1.0 1.0 - - - Total Engineering 8.0 8.0 7.0 4.5 4.5 Total Public Works 40.0 40.0 37.8 38.0 38.0 Total FTE 146.8 152.5 152.4 152.5 155.5 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 169 Budgeted Transfers The table below shows a summary of all budgeted fund transfers. The purpose of each transfer is included in the individual fund discussions throughout this document Fund Transit Fund 110 Street Fund 140 General Cap Const Fund 358 Street & Storm Cap Const Fund 363 Street SDC Fund 376 Sewer Cap Const Fund 465 Water Cap Const Fund 466 Water SDC Fund 474 Info Tech Fund 586 Equip Replace Fund 591 Total General Fund 001 116,000 750,000 26,342 26,342 83,769 1,002,453 Transit Fund 110 3,001 3,001 Building Fund 123 3,001 3,001 Street Fund 140 1,780,000 4,501 30,000 1,814,501 Parks SDC 364 30,000 30,000 60,000 Street SDC Fund 376 2,200,000 2,200,000 Storm SDC 377 140,000 140,000 Water Fund 470 6,601 6,601 9,753 10,000 32,955 Sewer Fund 472 90,000 6,601 1,032,750 6,601 13,504 30,000 1,179,456 Water SDC Fund 474 90,000 90,000 Sewer SDC Fund 475 500,000 500,000 Total 116,000 90,000 780,000 4,120,000 39,544 1,532,750 129,544 30,000 117,529 70,000 7,025,367 Transfers In Transfers Out In addition to construction project and subsidy transfers there are some specific, ongoing transfers included in the table above. • Inter-fund loan included in the budgeted transfers. The inter-fund loan involves five different funds. The loan is a seven-year loan with an original amount of $512,000, half of which was loaned from the Street SDC Fund and the other half from the Water Cap Const Fund to finance the City’s accounting and utility billing system. The borrowing funds were the General Fund, Water Fund and the Sewer Fund. The final loan payments are due in FY 2017-18. • The transfers in to the Information Technology Fund, which total $57,529, represent the annual payment due to the vendor for the phone system purchased in FY 2013-14. The final payment is due in FY 2017-18. As mentioned in the discussion regarding capital projects, funds for capital projects will only be transferred on a reimbursement basis. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 170 Capital Construction Projects Consistent with the City’s commitment to financial transparency and accountability, an improved methodology for planning, authorizing, budgeting and reporting Capital Construction projects was implemented in FY 2014-15 and continues to FY 2017-18. All capital projects are individually reviewed and authorized by the Public Works Director, Finance Director and ultimately, the City Administrator prior to inclusion in the annual budget. Each project has a specific scope and budget and each included project has a project data sheet providing this information. Only those projects included in this budget may incur expenditures during the fiscal period. Projects added after budget authorization must be authorized by Council through a supplemental budget request or wait for the next budget cycle for authorization. Projects funded on a pay-as-you-go basis are budgeted for the full amount of the project cost, even if the project is expected to span multiple budget periods. This ensures that budget authority is available for the project should the schedule accelerate. In addition, this ensures that funds authorized are earmarked for the project, which prevents inadvertent over expenditure of limited dedicated resources. Previously authorized projects not completed in the prior fiscal year are included with the balance of unexpended funds budgeted. Projects which require financing are budgeted incrementally to ensure that available funding is used prior to incurring borrowing costs. As the year progresses, transfers to Cap Const Funds will be performed only on a reimbursement basis for each project. This will assure that funds are not transferred for projects that are delayed or cancelled. The target ending balance for Cap Const Funds will be zero, except for funds that hold debt proceeds or debt service. Each project gets assigned a project code which uniquely identifies the project’s class, purpose, fund, plus a four digit project number. The project codes are used on all transactions to track revenues and expenditures for the life of the project. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 171 Current Year Projects General Cap Street & Storm Sewer Water Parks Sewer Project Const Cap Const Cap Const Cap Const SDC SDC Project Name Number Fund 358 Fund 363 Fund 465 Fund 466 Fund 364 Fund 475 Total Centennial Park Splash Pad GPGF1505 30,000 - - - 30,000 - 60,000 City-wide Facility Improvements MBGF1520 750,000 - - - - - 750,000 West Hayes street improvement(A) CIST1486 - 3,075,000 - - - - 3,075,000 Safety Sidewalk & ADA Construction CIST1165 - 25,000 - - - - 25,000 Settlemier Avenue/W. Lincoln intersection improvement CIST1470 - 60,000 - - - - 60,000 Hardcastle Avenue/Railroad Crossing Realignment(B) CIST1443 - 1,200,000 - - - - 1,200,000 Fourth Street Storm rehabilitation(C) CDST1471 - 260,000 - - - - 260,000 West Hayes Street Sanitary Sewer Pipeline Project CDSW1417 - - 1,300,000 - - - 1,300,000 Young Street Sanitary Sewer Pipeline Project (D ) CDSW1469 - - 1,600,000 - - - 1,600,000 WWTP Phase 2A Upgrades CISW1052 - - 1,000,000 - - - 1,000,000 Mill Creek Pump Station - Phase 1 CDSW1413 - - 150,000 - - - 150,000 Pump Station Upgrades (Existing Upgrades - Reliability) CDSW1414 - - 225,000 - - - 225,000 Sanitary Sewer Collection System Piping replacement CDSW1488 - - 250,000 - - - 250,000 Mill Creek Pump Station pump replacement CESW1514 - - 235,000 - - - 235,000 Santiam Lift Station Abandonment CDSW1512 - - 300,000 - - - 300,000 Automatic Read Meter Replacement Program CDWA1060 - - - 100,000 - - 100,000 Hwy 214: Astor Way to 1210 Newberg Hwy waterline(E) CDWA1518 - - - 180,000 - - 180,000 Sanitary Sewer - Boones Crossing PUD CDSW1513 - - - - - 80,000 80,000 Total 780,000 4,620,000 5,060,000 280,000 30,000 80,000 10,850,000 CIST1486 - $2,200,000 funded from Street SDC Fund and $80,000 being funded from Storm SDC Fund CIST1443 - $500,000 funded from Street SDC Fund CDSW1471 - $60,000 funded from Storm SDC Fund CDST1471 - $500,000 funded from Sewer SDC Fund CDWA1518 - $90,000 funded from Water SDC Fund Urban Renewal Projects Urban Project Renewal Project Name Number Fund 720 Total Bungalow Theater and Museum Restoration Project CBUR1517 200,000 200,000 Alleyway Beautification, Phase II - Grant to Lincoln CIUR1516 72,000 72,000 First Street Reconstruction CIUR1423 400,000 400,000 Downtown Public Restroom CBUR1489 200,000 200,000 Alleyway Beautification, Phase I CIUR1510 50,000 50,000 Total Urban Renewal Projects 922,000 922,000 Project Data Sheets As part of the City’s improved capital project methodology, project data sheets have been included on the following pages for all proposed capital projects. These sheets summarize a project, including the budget amount, funding source and location of the project. Multi-year information is also displayed to provide a project status. Before a project data sheet is created, the project is reviewed by the City Administrator for inclusion in the proposed budget. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 172 Project Data for Centennial Park Splash Pad Project Number: GPGF1505 New Project  Project Name: Centennial Park Splash Pad Project Description: Construction of an interactive Splash Pad water park in Centennial Park. A state grant funds a portion of the project with the remaining costs from Parks SDC Fund 364. Map: Project Justification: Adding water feature to park area Operating Fund Impact: Will impact operating budget with addition of water feature - est. $5,000 Project Status: Construction Estimated Completion Date: June 2018 Estimated Project Cost: $225,000 Capital Expense Account: [PHONE REDACTED] 5637 Parks Budget History: Fiscal Year 2016-17 2017-18 Budget $225,000 $60,000 Year to Date expenses $165,000 Balance $60,000 Funding Data: Project No. Fund No. Fund Name Amount FY GPGF1505 358 General Fund Cap Construction – State Grant $121,752 FY 2016-17 GFGF1505 364 Parks SDC Fund 103,248 FY 2016-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 173 Project Data for West Hayes Street Improvement Project Number: CIST1486 New Project  Project Name: West Hayes – Settlemier to Cascade – Street Improvement Project Description: Improve intersection of Settlemier and W. Hayes Street; improve pedestrian crossing near school at Cozy Way with a pedestrian warning signal; widen and improve street between Settlemier and Cascade with sidewalks on both sides. Map: Project Justification: To improve pedestrian and vehicular safety. Nellie Muir Elementary School is located within the boundaries of this project and currently there are continuous sidewalks on the south side of the street. West Hayes is classified as a Service Collector, which should have bike lanes and sidewalks on both sides of the street. A pedestrian crossing is located at Cozy Way. The intersection of West Hayes with Settlemier Avenue splits eastbound and westbound traffic. Operating Fund Impact: Some impact to maintenance budget but will reduce long term maintenance costs - estimate $10,000 additional due to widening Project Status: Final design 2018 and construction 2019 Estimated Completion Date: June 2019 Estimated Project Cost: $3,125,000 Capital Expense Account: [PHONE REDACTED] 5631 Street/Sidewalk/Alley Budget History: Fiscal Year 2016-17 2017-18 2018-19 Budget $3,125,000 $3,072,156 Year to Date expenses $52,844 Balance $3,072,156 Funding Data: Project No. Fund No. Fund Name Amount FY CIST1486 140 Street Fund $1,345,000 FY 2016-17 CIST1486 376 Street SDC Fund $1,700,000 FY 2016-17 CIST1486 377 Storm SDC Fund $80,000 FY 2016-17 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 174 Project Data for Safety Sidewalk/ADA ramps Project Number: CIST1165 New Project  Project Name: Safety Sidewalk Construction/ADA ramps Project Description: Construction of miscellaneous sidewalks and ADA improvements. Improvements include new ADA ramps at intersection corners mostly throughout the downtown area. Map: City Wide Project Justification: Improvements for safe pedestrian movements and ADA Compliance. Operating Fund Impact: Slight decrease to operating budget - estimated decrease is negligible Project Status: Annual Estimated Completion Date: Ongoing Estimated Project Cost: $25,000 Capital Expense Account: [PHONE REDACTED] 5631 Streets/Alleys/Sidewalks Budget History Fiscal Year 2017-18 Budget $25,000 Year to Date expenses Balance Funding Data: Project No. Fund No. Fund Name Amount FY CIST1165 140 Street Fund $25,000 2017-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 175 Project Data for Settlemier/W. Lincoln Intersection Project Number: CIST1470 New Project  Project Name: Settlemier Avenue/W. Lincoln Street Intersection Improvements Project Description: Project concentrates on the Southwest corner Settlemier & W. Lincoln streets to improve the south bound transition taper on Settlemier south of W. Lincoln. Map: Project Justification: This project will allow safer transitions for southbound vehicular traffic on Settlemier Avenue south of W Lincoln intersection. Operating Fund Impact: Slight increase to operating budget - increase is negligible Project Status: Construction Estimated Completion Date: June 2018 Estimated Project Cost: $60,000 Capital Expense Account: [PHONE REDACTED] 5631 Streets/Alleys/Sidewalks Budget History: Fiscal Year 2016-17 2017-18 Budget $60,000 $59,866 Year to Date expenses $134 Balance $59,866 Funding Data: Project No. Fund No. Fund Name Amount FY CIST1470 140 Street Fund $60,000 2016-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 176 Project Data for Hardcastle Avenue/Railroad crossing realignment Project Number: CIST1443 New Project  Project Name: Hardcastle Avenue/Railroad Crossing Realignment Project Description: The project will include shifting the intersection to the north allow wider turning areas for trucks and match the existing grade with N Front Street. There will be a new 32 ft. wide street with curb and sidewalk on both sides up to and around Commerce Way, new railroad crossing signal system, and concrete grade crossing panels. Map: Project Justification: This project will allow safer turning movements for vehicular traffic Operating Fund Impact: Railroad crossing is owned by Union Pacific Railroad - no impact on City operations or maintenance budget Project Status: Design and Right of Way acquisition 2018 and construction 2019 Estimated Completion Date: June 2019 Estimated Project Cost: $1,200,000 Capital Expense Account: [PHONE REDACTED] 5631 Streets/Alleys/Sidewalks Budget History: Fiscal Year 2017-18 2018-19 Budget $1,200,000 Year to Date expenses Balance Funding Data: Project No. Fund No. Fund Name Amount FY CIST1443 140 Street Fund $700,000 FY 2017-19 CIST1443 376 Street SDC Fund $500,000 FY 2017-19 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 177 Project Data for Fourth Street Storm Project Number: CDST1471 New Project  Project Name: Fourth Street Storm Rehabilitation Project Description: Replace existing pipes with four each 48” Storm Drain Manholes, 1,270 LF PVC Storm Drain pipe and nine each Type II Catch Basins/inlets on Fourth Street between Garfield Street and Harrison Street. Map: Project Justification: The project will correct a significant ongoing storm maintenance problem and will replace deteriorated and substandard storm pipe and catch basin inlets. Operating Fund Impact: Decrease maintenance costs by correcting problems-decrease negligible Project Status: Construction Estimated Completion Date: June 2018 Estimated Project Cost: $260,000 Capital Expense Account: [PHONE REDACTED] 5636 Storm Drains Budget History: Fiscal Year 2015-16 2016-17 2017-18 Budget $260,000 $237,338 $237,338 Year to Date expenses $22,662 $251 Balance $237,338 $237,087 Funding Data: Project No. Fund No. Fund Name Amount FY CDST1471 140 Street Fund $190,000 2015-16 CDST1471 377 Storm SDC $60,000 2015-16 CDST1471 140 Street Fund $10,000 2016-17 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 178 Project Data for West Hayes Sanitary Sewer Project Number: CDSW1417 New Project  Project Name: West Hayes Sanitary Sewer Improvement – Settlemier to Cascade Project Description: Replace 454 ft. of 10” sanitary sewer main with new 12” pipe; replace 1,436 ft. of 10” sanitary sewer main with new 15” pipe; and replace 457 ft. 10” sanitary sewer main with new 15” pipe. Map: Project Justification: The larger diameter sanitary sewer pipelines will convey peak flows with adequate freeboard between the hydraulic grade and ground surface. Operating Fund Impact: Increase in maintenance cost with replacement - increase negligible Project Status: Design/Construction Estimated Completion Date: June 2018 Estimated Project Cost: $2,030,000 Capital Expense Account: [PHONE REDACTED] 5635 Sewer Budget History: Fiscal Year 2014-15 2015-16 2016-17 2017-18 Budget $2,030,000 $2,025,044 $1,500,000 $1,300,000 Year to Date expenses (estimate) $4,956 $525,044 $200,000 Balance $2,025,044 $1,500,000 $1,300,000 Funding Data: Project No. Fund No. Fund Name Amount FY CDSW1417 472 Sewer Fund $2,030,000 FY2014-17 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 179 Project Data for Young Street Sanitary Sewer Project Number: CDSW1469 New Project  Project Name: Young Street Sanitary Sewer Pipeline Project Project Description: This project has been identified for improvements as capacity deficient in the Wastewater Facilities Plan. Project includes replacing 1,840 ft. of 12” sanitary sewer main new 18” pipe on Young Street west of Gatch Street to Bryan Street. Map: Project Justification: The larger diameter sanitary sewer pipelines will convey peak flows with adequate freeboard between the hydraulic grade and ground surface. Operating Fund Impact: Slight increase in maintenance costs - increase negligible Project Status: Design/Construction Estimated Completion Date: June 2017 Estimated Project Cost: $1,773,000 Capital Expense Account: [PHONE REDACTED] 5635 Sewer Budget History: Fiscal Year 2015-16 2016-17 2017-18 Budget 1,773,000 1,700,000 $1,600,000 Year to Date expenses 73,000 $100,000 Balance 1,700,000 $1,600,000 Funding Data: Project No. Fund No. Fund Name Amount FY CDSW1469 472 Sewer Fund $1,273,000 FY 2015-17 CDSW1469 475 Sewer SDC Fund $500,000 FY 2015-17 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 180 Project Data for WWTP Phase 2A Upgrades Project Number: CISW1052 New Project  Project Name: WWTP Phase 2A and Natural Treatment System Upgrades Project Description: Compliance Wastewater System improvements upgrades include Blower upgrades, contact stabilization, generator upgrades for reliability and redundancy, constructed wetlands for effluent cooling, expansion of the poplar tree plantation and installation of a new Pudding River outfall. The final design plans for the compliance upgrades were prepared and submitted to Oregon DEQ in January 2012. The Environmental Protection Agency, based on a court decision, disapproved Oregon DEQ using National Conditions Criterion for establishing TMDL’s for Thermal Loading, which is what the City’s TMDL for is based on. The City cannot move forward until DEQ establishes the TMDL for Thermal Loading for the City’s NPDES discharge permit for Pudding River. Depending on the timing of future decisions some components not related to thermal loading may be pulled out and constructed separately. Map: Project Justification: Compliance upgrades needed to deal with new thermal loading limits on the Pudding River. Operating Fund Impact: Increases long term costs because of additional maintenance Project Status: Waiting DEQ determination on Thermal Loading for Pudding River Estimated Completion Date: Depends on Oregon DEQ Estimated Project Cost: $12,400,000 Capital Expense Account: [PHONE REDACTED] 5635 Sewer Budget History Fiscal Year 2014-15 2015-16 2016-17 2017-18 2017-18+ Budget $1,000,000 $1,000,000 $1,000,000 $1,000,000 $8,400,000 Year to Date expenses $850 $0 $0 Balance $999,150 $1,000,000 $1,000,000 Funding Data: Project No. Fund No. Fund Name Amount FY CISW1052 472 Sewer Fund $12,400,000 FY 2014-18+ ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 181 Project Data for Mill Creek Pump Station, Phase 1 Project Number: CDSW1413 New Project  Project Name: Mill Creek Pump Station Phase 1 Project Description: Project identified in Wastewater Facilities Plan. Minimum capacity of existing pumps at Mill Creek Pump Station exceeds the low flow conditions. The project installs new flow submersible pumps with variable speeds at Mill Creek Pump Station. This project is included in the POTW/Natural Treatment System upgrades project that currently is on hold pending future DEQ decisions. Depending on the timing of future decisions it may be pulled out and bid separately. Map: Project Justification: Project will improve pump and motor life, improve force main operations by providing constant flow and improve plan performance by providing a steady flow during low flow conditions. Operating Fund Impact: Increases long term costs because of additional maintenance Project Status: Currently on hold pending DEQ decisions Estimated Completion Date: June 2018 Estimated Project Cost: $150,000 Capital Expense Account: [PHONE REDACTED] 5635 Sewer Budget History: Fiscal Year 2014-15 2015-16 2016-17 2017-18 Budget $150,000 $150,000 $150,000 $150,000 Year to Date expenses $0 $0 0 Balance $150,000 $150,000 $150,000 Funding Data: Project No. Fund No. Fund Name Amount FY CDSW1413 472 Sewer Fund $150,000 2017-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 182 Project Data for Pump Station Upgrades Project Number: CDSW1414 New Project  Project Name: Pump Station Upgrades – electrical & alarms Project Description: Compliance with DEQ reliability requirements including electrical and alarm systems. Map: City Wide Project Justification: Initial condition assessment of the existing pump stations was included in the Wastewater Facilities Plan but it was recommended to do a separate Pump Station Reliability Study and modifications done that are identified to ensure continued compliance. Operating Fund Impact: Increases long term costs because of additional maintenance - $1,000 Project Status: Design Estimated Completion Date: June 2018 Estimated Project Cost: $225,000 Budget History Fiscal Year 2014-2015 2015-2016 2016-17 2017-18 Budget $225,000 $225,000 $225,000 $225,000 Year to Date expenses $0 $0 $0 Balance $225,000 $225,000 $225,000 Funding Data: Project No. Fund No. Fund Name Amount FY CISW1002 465 Sewer Capital Construction Fund $225,000 2014-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 183 Project Data for Sanitary Sewer Collection System replacement piping Project Number: CDSW1515 New Project  Project Name: Sanitary Sewer Collection System Replacement piping Project Description: Replacement of deteriorated sanitary sewer piping throughout the City. This project also includes force main air release upgrades. Map: Project Justification: Project will restore sanitary sewer infrastructure and eliminate infiltration and inflow of ground water into the sanitary sewer system. Air relief valves are failing and require regular maintenance. The improvement would increase the efficiency of the sewer force main system and lower operating costs for power to the pumps. Operating Fund Impact: Will reduce power costs for the pumps - decrease negligible Project Status: Construction Estimated Completion Date: June 2018 Estimated Project Cost: $250,000 Capital Expense Account: [PHONE REDACTED] 5635 Sewer Budget History: Fiscal Year 2017-18 Budget $250,000 Year to Date expenses Balance Funding Data: Project No. Fund No. Fund Name Amount FY CDSW1515 472 Sewer Fund $250,000 2017-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 184 Project Data for Mill Creek Pump Station pump replacement Project Number: CESW1514 New Project  Project Name: Mill Creek Pump Station Pump replacement Project Description: Pump to be replaced is discontinued and there are no parts available for it anymore Map: Project Justification: There are no parts available to repair the pump at Mill Creek Pump Station anymore. This improve force main operation and plant performance. Operating Fund Impact: Slight impact on operations & maintenance - impact negligible Project Status: Construction Estimated Completion Date: June 2018 Estimated Project Cost: $300,000 Capital Expense Account: [PHONE REDACTED] 5635 Sewer Budget History: Fiscal Year 2017-18 Budget $300,000 Year to Date expenses Balance Funding Data: Project No. Fund No. Fund Name Amount FY CESW1514 472 Sewer Fund $300,000 2017-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 185 Project Data for Santiam Lift Station Abandonment Project Number: CDSW1512 New Project  Project Name: Santiam Lift Station Abandonment Project Description: Abandonment of the lift station and realign sewer main to provide gravity sewer. New development will be occurring south of this area. Map: Project Justification: Eliminate significant costs in maintaining the existing lift station Operating Fund Impact: Will reduce maintenance costs - estimated reduction $3,000 Project Status: Demolition Estimated Completion Date: June 2018 Estimated Project Cost: $235,000 Capital Expense Account: [PHONE REDACTED] 5635 Sewer Budget History: Fiscal Year 2017-18 Budget $235,000 Year to Date expenses Balance Funding Data: Project No. Fund No. Fund Name Amount FY CDSW1512 472 Sewer Fund $235,000 2017-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 186 Project Data for Automatic Read Meter Replacements Project Number: CDWA1060 New Project  Project Name: Automatic read meter replacement program Project Description: Several year plan to replace all existing water meters with automatic read meters. Map: City wide Project Justification: As part of the recent ARRA funded water consolidation project, the city with ARRA funding, purchased the required software, reading devices and automatic read meters to be installed with the consolidation project. The cost depends on size of the meter. The replacement of all other meters within the city is planned to be done in six to seven years with about 700 to 1,000 meters purchased annually, depending on the size. There are over 7,000 meters within the city including fire services and irrigation meters. Operating Fund Impact: Slight impact on operations & maintenance - impact negligible Project Status: 95% complete with replacement of automatic read meters Estimated Completion Date: FY 2017-18 Estimated Project Cost: $1,500,000 Capital Expense Account: [PHONE REDACTED] 5634 Water - Capital Budget History Fiscal Year 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17* 2017-18 Budget $200,000 $200,000 $200,000 $200,000 $200,000 $200,000 $200,000 $100,000 Actual exp $190,290 $144,150 $197,707 $198,111 $140,108 $140,000 $119,798 Balance $9,710 $55,850 $2,293 1,889 59,892 $60,000 *Year to Date Funding Data: Project No. Fund No. Fund Name Amount FY CDWA1060 470 Water Fund $200,000 2010-11 CDWA1060 470 Water Fund $200,000 2011-12 CDWA1060 470 Water Fund $200,000 2012-13 CDWA1060 470 Water Fund $200,000 2013-14 CDWA1060 470 Water Fund $200,000 2014-15 CDWA1060 470 Water Fund $200,000 2015-16 CDWA1060 470 Water Fund $200,000 2016-17 CDWA1060 470 Water Fund $100,000 2017-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 187 Project Data for Hwy 214 Water line improvement Project Number: CDWA1518 New Project  Project Name: Hwy 214 – Astor Way to 1210 Newberg Hwy waterline improvements Project Description: Project will extend waterline from Astor way east to 1210 Newberg Highway to complete a waterline loop on the south side of Hwy. 214. Map: Project Justification: Will complete the loop on the south side of Hwy 214. The connectivity of the existing water system will provide better flows and provide better water quality. Operating Fund Impact: Slight increase in maintenance - increase negligible Project Status: Design and construction Estimated Completion Date: June 2018 Estimated Project Cost: $180,000 Capital Expense Account: [PHONE REDACTED] 5634 Water Budget History: Fiscal Year 2017-18 Budget $180,000 Year to Date expenses Balance Funding Data: Project No. Fund No. Fund Name Amount FY CDWA1518 470 Water Fund $180,000 2017-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 188 Project Data for Sanitary Sewer – Boones Crossing PUD Project Number: CDSW1513 New Project  Project Name: Sanitary Sewer – Boones Crossing PUD Project Description: Intergovernmental Agreement with Boones Crossing PUD to help fund a sanitary sewer pump station in this development. The agreement includes SDC credits of $330,447 for Phases 4 & 5 and City obligation of $80,000. Map: Project Justification: Intergovernmental Agreement with Boones Crossing PUD to help fund a sanitary sewer pump station with this development. Operating Fund Impact: There is no impact on operating fund Project Status: Design Estimated Completion Date: June 2018 Estimated Project Cost: $80,000 Capital Expense Account [PHONE REDACTED] 5635 Sewer Budget History: Fiscal Year 2017-18 Budget $80,000 Year to Date expenses Balance Funding Data: Project No. Fund No. Fund Name Amount FY CDSW1513 475 Sewer SDC Fund $80,000 2017-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 189 Urban Renewal Project Data for Bungalow Theater and Museum Project Number: CBUR1517 New Project  Project Name: Bungalow Theater and Museum Restoration Project – Phases I & II Project Description: Preserve and restore historically significant properties in downtown while providing for additional arts and cultural activities and event space. Museum and Bungalow Theater are located in the 500 block of N. Front Street. Key project elements include reroofing the buildings; restoration and repairs to the exterior of the buildings; seismic upgrades; install ADA restrooms; electrical upgrades; ingress and egress improvements; installation of fire alarm system. Map: Project Justification: The project will improve the overall appearance of downtown and support the revitalization and economic development efforts of the City, businesses and property owners. Operating Fund Impact: Slight impact in maintenance - impact negligible Project Status: Construction Estimated Completion Date: June 2018 Estimated Project Cost: $100,000 Capital Expenses Account: [PHONE REDACTED] 5639 Other Improvements Budget History: Fiscal Year 2017-18 Budget $100,000 Year to Date expenses Balance Funding Data: Project No. Fund No. Fund Name Amount FY CBUR1517 720 Urban Renewal Fund $100,000 2017-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 190 Urban Renewal Project Data for Alley Beautification, Phase II Project Number: CIUR1516 New Project  Project Name: Alleyway Beautification Phase II – Grant Street to Lincoln Street Project Description: Design and construction of a safe, clean pedestrian friendly alleyway system in Downtown Woodburn. Key elements would include installation of security lighting, enclosing trash receptacles, painting over graffiti and vandalism, and providing a visually appealing pedestrian area. Map: Project Justification: This project will improve the overall appearance of the downtown area and support the revitalization and economic development efforts of the City, businesses and property owners. Operating Fund Impact: Slight increase in maintenance costs - increase negligible Project Status: Design and construction Estimated Completion Date: June 2019 Estimated Project Cost: $72,000 Capital Expense Account: [PHONE REDACTED]-5631 Streets/Alleys/Sidewalks Budget History: Fiscal Year 2017-18 Budget 72,000 Year to Date expenses Balance Funding Data: Project No. Fund No. Fund Name Amount FY CIUR1516 720 Urban Renewal Fund $72,000 FY 2017-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 191 Urban Renewal Project Data for First Street reconstruction Project Number: CIUR1423 New Project  Project Name: First Street Reconstruction from Oak Street to Harrison Street Project Description: Urban Renewal project on First Street between Oak Street and Harrison Street that will consist of a reconstructed roadway, illumination, landscaping, irrigation, storm drainage, sanitary and water improvements, sidewalks, signing and striping. Work would also include side streets and alley. Map: Project Justification: Urban Renewal project to improve this part of the downtown area. Roadway has deteriorated and utility improvements are needed. Operating Fund Impact: Design project - no impact on operations or maintenance at this time Project Status: Design Estimated Completion Date: June 2019 Estimated Project Cost: $4,500,000 Budget History: Fiscal Year 2017-18 2018-19 Budget $400,000 $4,100,000 Year to Date expenses Balance Funding Data: Project No. Fund No. Fund Name Amount FY CIUR1423 720 Urban Renewal Fund $4,500,000 2017-19 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 192 Urban Renewal Project Data for Downtown Restroom Project Number: CBUR1489 New Project  Project Name: Downtown Restrooms – Urban Renewal Project Description: Construction of restroom facilities in the downtown area. The restroom will be located at the Woodburn Public Library near Library Park. It will have an outside entrance so it will not be affected by Library operating hours and will be available during events like Music in the Park and for events at the Plaza. Map: Project Justification: This project will provide a needed public restroom facility in the Downtown area. Operating Fund Impact: Will impact operations & maintenance - estimated increase $2,000 Project Status: Construction Estimated Completion Date: June 2018 Estimated Project Cost: $200,000 Capital Expense Account: [PHONE REDACTED] 5639 Other Improvements Budget History: Fiscal Year 2017-18 Budget $200,000 Year to Date expenses Balance Funding Data: Project No. Fund No. Fund Name Amount FY CBUR1489 720 Urban Renewal Fund $200,000 FY 2017-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 193 Urban Renewal Project Data for Alley Beautification, Phase I Project Number: CIUR1510 New Project  Project Name: Alley way Beautification, Phase I – Hayes Street to Grant Street Project Description: Design and construction of a safe, clean pedestrian friendly alleyway system in Downtown Woodburn. Key elements would include installation of security lighting, enclosing trash receptacles, painting over graffiti and vandalism, and providing a visually appealing pedestrian area. Map: Project Justification: This project will improve the overall appearance of the downtown area and support the revitalization and economic development efforts of the City, businesses and property owners. Operating Fund Impact: Slight increase to maintenance - increase negligible Project Status: Construction Estimated Completion Date: June 2018 Estimated Project Cost: $73,000 Capital Expense Account: [PHONE REDACTED] 5631 Streets/Alleys/Sidewalks Budget History: Fiscal Year 2016-17 2017-18 Budget $73,000 $50,000 Year to Date expenses $23,000 Balance $50,000 Funding Data: Project No. Fund No. Fund Name Amount FY CIUR1510 720 Urban Renewal Fund $73,000 2016-18 Project area ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 194 Capital Improvement Plan – FY 2018-19 to FY 2022-23 Project Revenue Source 2018-19 2019-20 2020-21 2021-22 2022-23 Total Street & Storm Construction Evergreen Road: Connect to Parr Road Developer/Street SDC 600,000 800,000 1,400,000 Alley: Garfield to Cleveland Street Fund 342,000 342,000 Willow Avenue extension Street Fund 40,000 1,000,000 1,040,000 Harrison Street: Street Improvement Street Fund/Street SDC 60,000 935,000 995,000 Front Street Improvements - Front St Ramp to NCL Street Fund/Street SDC 1,500,000 2,300,000 3,800,000 Safety Sidewalk Construction Street Fund 25,000 25,000 25,000 25,000 25,000 125,000 Storm Drain Construction N. Front Street - Culvert to Commerce Street Fund/Storm SDC 18,000 282,000 300,000 Settlemier Detention and Outlet Works Storm SDC/Developer 209,000 209,000 Cleveland Street at Mill Creek Culvert Rehab Street Fund 78,800 78,800 5th Street - Lincoln to Harrison St Street Fund/Storm SDC 285,000 285,000 N 2nd and 3rd - South of Yew Street Street Fund/Storm SDC 230,000 230,000 Landau/Laurel/George Storm to Pudding River Street Fund/Storm SDC 250,000 600,000 850,000 422 Tooze Street Street Fund/Storm SDC 150,000 150,000 Rehab Existing Collection System Street Fund 500,000 500,000 1,000,000 Drainage work & street modification @ High Street Street Fund/Storm SDC 30,000 30,000 Total Street and Storm Drain Construction 1,046,800 4,429,000 3,344,000 1,460,000 555,000 10,834,800 Street Resurfacing: Gravel Streets Yew Street, 2nd to 3rd Street Fund 160,000 160,000 Elm Street Street Fund 300,000 300,000 Christiansen Street Street Fund 185,000 185,000 Wilson Street Street Fund 260,000 260,000 Church Street, 1st to 2nd Street Fund 150,000 150,000 Total Gravel Streets 160,000 300,000 185,000 260,000 150,000 1,055,000 Water Systems Construction Harrison Street - Settlemier to First Street Water Fund 450,000 450,000 Lincoln St to Hardcastle loop at Washington School Water Fund/Water SDC 225,000 225,000 Legion Park waterline loop Water Fund/Water SDC 200,000 200,000 Abandon Transmission line Country Club Rd to Tower Water Fund 500,000 500,000 I-5 waterline crossing to serve SWIR Area Water Fund/Water SDC/Dev 500,000 500,000 Rehab/Capacity Improvements Existing Distribution Water Fund/Water SDC 250,000 250,000 250,000 300,000 1,050,000 Upsize main on Brown Street at Vine Street Water Fund 40,000 40,000 Total Water Systems Construction 1,240,000 250,000 475,000 500,000 500,000 2,965,000 Sewer Construction: Wastewater Treatment Plant POTW Phase 2A/Natural Treatment System Sewer Fund 4,800,000 6,000,000 400,000 11,200,000 Storm Water Treatment Final Engineering Sewer Fund 15,000 250,000 265,000 Headworks - Screening Sewer Fund 380,000 1,520,000 1,900,000 Primary Sedimentation - PEPS Sewer Fund 600,000 2,400,000 3,000,000 Poplar Tree Expansion on Additional Property Sewer Fund 350,000 350,000 364,000 364,000 1,428,000 Septage RV dump station improvements Sewer Fund 60,000 240,000 300,000 Poplar Treet Land Purchase Sewer Fund 885,000 885,000 Primary Sedimentation - Convert WW Clarifiers Sewer Fund 340,000 1,360,000 1,700,000 Filtration Sewer Fund 380,000 1,520,000 1,900,000 Sewer Construction: Sanitary Collection System Construction Collection System Piping replacements Sewer Fund 460,000 460,000 460,000 460,000 1,840,000 Rainier Lift Station - Force & Gravity sections Sewer Fund 300,000 300,000 South Brown Street Pump Station Sewer Fund/Developer 800,000 800,000 Front Street pipeline project Sewer Fund 208,000 832,000 1,040,000 Lincoln Street Sewer rehab - Bryan to Mill Creek Sewer Fund 500,000 500,000 I-5 Force Main project Sewer Fund 619,000 2,474,000 3,093,000 I-5 Pump Station Sewer Fund 261,000 1,046,000 1,307,000 Progress Way Pipeline proejct Sewer Fund 255,000 1,092,000 1,347,000 Total Sewer Construction 7,478,000 9,401,000 4,929,000 5,985,000 5,012,000 32,805,000 Parks Legion Park Improvements, Phase 2 Parks SDC - 1,500,000 - - - 1,500,000 Parks Construction Total - 1,500,000 - - - 1,500,000 The City is waiting for approval from the Department of Environmental Quality to complete POTW (WWTP) Phase 2A Construction/Natural Treatment, project (CISW1052). See the Sewer Cap Const Fund on page 122 for more information on this project. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 195 Appendices  Glossary  Budget Policies & Fiscal Strategy  Five-Year Forecast  Wage Scales Part-Time Wage Scale AFSCME Wage Scale Woodburn Police Association Sergeant Wage Scale Unrepresented Wage Scale  Chart of Accounts  LB-1 Notice of Budget Hearing  Budget Resolution ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 196 Glossary Accrual Basis: The recording of the financial transactions of a government, and other events and circumstances that have cash consequences for the government, in the periods in which those transactions, events and circumstances occur, rather than only in the period in which cash is received or paid by the government. Adopted Budget: Financial plan, approved by the governing body, which forms the basis for appropriations. Appropriation: Authorization for spending a specific amount of money for a specific purpose during a fiscal year. It is based on the adopted budget, including supplemental budgets, if any. It is presented in a resolution or ordinance adopted by the governing body. Assessed Value (AV): The value set on real and personal property as a basis for imposing taxes. Maximum Assessed Value (MAV) is the base on which a property’s property tax is calculated, and by state law MAV can’t increase by more than 3 percent each year. Audit: A review of the City's operations by an independent accounting firm to verify that the City's financial statements accurately reflect the City's financial position. Audit Report: A report in a form prescribed by the Secretary of State made by an auditor expressing an opinion about the propriety of a local government’s financial statements, and compliance with requirements, orders and regulations. Basis of Accounting: A term used to refer to when revenues, expenditures, expenses, and transfers – and the related assets and liabilities- are recognized in the accounts and reported in the financial statements. Bond: A written promise to pay a specified sum of money, called the face value or principal amount, at a specified date or dates in the future, called the maturity date(s), together with periodic interest at a specified rate. Budget: A written report showing the local government’s comprehensive financial plan. It must include a balanced statement of actual revenues and expenditures during each of the last two years, or budget periods and estimated revenues and expenditures for the current and upcoming year or budget period [ORS 294.311(4)]. Budget Committee: Fiscal advisory board of a local government, consisting of the governing body plus an equal number of registered voters appointed from within the boundaries of the local government. Budget Message: Written explanation of the budget and the local government’s financial priorities. It is prepared and presented by the executive officer or chairperson of the governing body. Budget Officer: Person appointed by the governing body to assemble budget material and information and to physically prepare the proposed budget. Budget Transfers: Amounts moved from one fund to finance activities in another fund. They are shown as expenditures in the originating fund and revenues in the receiving fund. Capital Improvement (Capital Expenditure): A permanent major addition to the City's real property assets, including the design, construction, or purchase of land, buildings or facilities or major renovations of same. Includes installation of new streets, storm drains, water and sewer lines, parks and other public facilities. Capital improvements have a cost of $5,000 or more and are budgeted in the Capital Outlay budget category. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 197 Capital Improvement Budget: A financial plan of proposed capital improvement projects and the means of financing them for a given period of time. The City annually updates the next year's Capital Improvement Budget and the six-year Capital Improvement Plan. Capital Outlay: A budget category which includes equipment having a unit cost of more than $5,000 and an estimated useful life of more than one year. Capital Projects Fund: A fund used to account for resources, such as bond sale proceeds, to be used for major capital item purchase or construction. Cash Basis: A basis of accounting recognizing transactions only when cash is received or disbursed. Community Development Block Grant (CDBG): Grants administered through the state providing funds for projects that benefit the public at large. Compression: The Oregon Constitution limits the amount of property taxes that can be collected from each property in two categories: education and general. If taxes in either category exceed the limit for that property, the taxes are reduced or “compressed” until the limit is reached. This calculation is based on real market value of the property, not the taxable assessed value. Compression creates uncertainty in property tax revenues. Contingency: Funds set aside but not appropriated or approved for use. The Council can authorized the transfer of Contingency to appropriations during the year. Such transfers are made to fund unanticipated expenditures or new programs, or to absorb unexpected revenue losses. Debt Service: Payment of principal and interest on an obligation resulting from the issuance of bonds or notes. Debt Service Fund: A fund established to account for payment of general long-term debt principal and interest. Department: The largest organizational unit of the City. Depreciation: An accounting convention used to charge the expiration in the service life of a fixed asset to the period it benefits. Designated Reserve: Funds specifically set aside for anticipated expenditure requirements in future years which are uncertain, such as employee salary adjustments that have not yet been determined. Division: An organizational subdivision of a department. Encumbrance: An obligation chargeable to an appropriation and for which part of the appropriation is reserved. Enterprise Fund: A fund that generates most of its revenue from charges for services, as opposed to taxes. Expenditure: The consumption of goods or services, commonly evidenced by the payment of cash. Fiscal Year: A 12-month period of time to which the annual budget applies. Woodburn’s fiscal year is July 1 through June 30. Fixed Assets: Long-lived tangible assets obtained or controlled as a result of past transactions, events, or circumstances. Fixed assets, also referred to as capital assets, include land, right-of-way, buildings, improvements, infrastructure and equipment costing over $5,000 with an estimated life of one year or more. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 198 FTE: Full-time Equivalent, FTE, is a staffing measure that identifies how many full-time staff are represented by a mix of part- and full-time employees. Fund: An independent fiscal and accounting entity used to set forth the financial position and results of operations related to the specific purpose for which the fund was created. Fund Balance: Net current assets (cash plus receivables less payables) at a specific point in time. The fund balance can also be defined as a measure of funds available typically at the beginning or end of a budget cycle. General Fund: The City's principal operating fund, which is supported by taxes and fees and can be used for any legal government purpose. General Obligation Bonds: Bonds that are issued to finance a variety of public projects such as streets and improvements and are generally repaid from tax revenue. GFOA: Government Finance Officers Association Governmental Fund Types: Funds used to account for the acquisition, use and balances of expendable financial resources and the related current liabilities – except those accounted for in proprietary funds and fiduciary funds. Grants: A donation or contribution in cash by one governmental unit to another unit, which may be made to support a specified purpose or function, or general purpose. Inter-fund Loans: Loans made by one fund to another and authorized by resolution or ordinance. Internal Service Fund: A fund used to account for the financing of goods and services provided by one department or agency to other departments or agencies. Levy: Amount of ad valorem tax certified by a local government for the support of governmental activities. Local Government: Any city, county, port, school district, community college, public or quasi-public corporation (including a municipal utility or dock commission) operated by a separate board or commission; a municipal corporation or municipality. Local Option Tax: Taxing authority voter-approved by a double majority that is in addition to the taxes generated by the permanent tax rate. Local option taxes can be for general operations, a specific purpose or capital projects. They are limited to five years unless they are for a capital project, then they are limited to the useful life of the project or 10 years, whichever is less. Major Fund: A fund whose revenues, expenditures/expenses, assets or liabilities are at least 10 percent of the total for their fund category (governmental or enterprise) and 5 percent of the aggregate of all governmental and enterprise funds in total. Maximum Assessed Value (MAV). The maximum taxable value limitation placed on real or personal property by the constitution. It can increase a maximum of 3 percent each year. The 3 percent limit may be exceeded if there are qualifying improvements made to the property, such as a major addition or new construction. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 199 Modified Accrual: Basis of accounting in which expenditures other than accrued interest on general long-term debt are recorded at the time liabilities are incurred and revenues are recorded when received. All governmental funds are accounted for using the modified accrual basis of accounting. Net Working Capital: The sum of the cash balance, accounts receivable expected to be realized during the ensuing year, inventories, supplies, prepaid expenses less current liabilities and, if encumbrance method of accounting is used, reserve for encumbrances. Non-Departmental: Program costs that do not relate to any one department, but represent costs of a general citywide nature. Objective: The expected result or achievement of a budget activity. Operating Budget: Annual appropriation of funds for ongoing program costs, including employee services, supplies, equipment and debt service. Operating Revenue: Revenue of a fund, excluding Beginning Fund Balance (Fund Balance). Trends in current year resources are evaluated by focusing on Operating Revenue. Ordinance: A formal legislative enactment by the City Council. It has the full force and effect of law within the City boundaries unless it is in conflict with any higher form of law, such as a state statute or constitutional provision. Performance Measure: Data collected to determine how the effectiveness or efficiency of a department, program or activity is doing in achieving its objectives. Permanent Rate Limit: The maximum rate of ad valorem property taxes that a local government can impose. Taxes generated from the permanent rate limit can be used for any purpose. No action of the local government or its voters can increase or decrease a permanent rate limit. Personnel Services: A budget category which accounts for the salaries, wages, and overtime of employees, as well as all employer-paid fringe benefits such as health and dental insurance, retirement and workers’ compensation insurance. Prior Years’ Tax Levies: Taxes levied for fiscal years preceding the current one. Program: An activity or group of activities performed for the purpose of providing a service or a support function. Property Taxes: Ad valorem tax certified to the county assessor by a local government. Proposed budget: Financial and operating plan prepared by the Budget Officer and submitted to the public and the budget committee for review. Proprietary Fund Type: Sometimes referred to as income determination or commercial-type funds, the classification used to account for a government’s ongoing organizations and activities that are similar to those often found in the private sector (i.e. enterprise and internal service funds). Publication: Public notice given by publication in a newspaper of general circulation within the boundaries of the local government; mailing through the U.S. Postal Service by first class mail to each street address within the boundaries of the local government; and hand delivery to each street address within the boundaries of the local government. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 200 Real Market Value (RMV): The amount in cash, which could reasonably be expected by an informed seller from an informed buyer in an arm’s-length transaction as of the assessment date. In most cases, the value used to test the constitutional limits. Reserve Fund: Established to accumulate money from year to year for a specific purpose, such as purchase of new equipment. Resolution: A formal order of a governing body; lower legal status than an ordinance. Resources: Total amount available for appropriation during the fiscal year, including beginning fund balances, revenues and fund transfers. Revenue: An increase in net assets, commonly arising from the receipt of taxes or charges for services. Revenue Bonds: Bonds issued to construct capital facilities, repaid from revenue produced by the operation of those facilities. SDC: A system development charge (SDC) imposed on new development to mitigate the impact of growth on City infrastructure. These fees are used to fund improvements that increase capacity of the City’s utility, park or street systems. Special Revenue Fund: A fund used to account for the proceeds of specific revenue sources (other than special assessments, expendable trusts, or major capital projects) that are legally restricted to expenditure for specific purposes. State Revenue Sharing: Fourteen percent of state liquor receipts allocated to cities on a formula basis as outlined by state statute and distributed on a quarterly basis. Supplemental Budget: A financial plan prepared to meet unexpected needs or to spend revenues not anticipated when the regular budget was adopted. It cannot be used to authorize a tax. Supplies & Services: A budget category. Examples include office supplies, minor equipment, motor vehicle expense and professional and contractual services. Tax on Property: Any tax, fee, charge or assessment imposed by any government unit upon property or upon a property owner as a direct consequence of ownership of that property. Tax Rate: The amount of tax stated in terms of a unit of tax for each $1,000 of assessed value of taxable property. Tax Roll: The official list showing the amount of taxes imposed against each taxable property. Tax Year: The fiscal year from July 1 through June 30. Trust Fund: A fund used to account for fiscal activities of assets held in trust by a local government. Unappropriated Fund Balance: Amount set aside in the budget to be used as a cash carryover to the next year’s budget. It provides the local government with cash until tax money is received from the county treasurer in November. This amount cannot be transferred by resolution or used through a supplemental budget, unless necessitated by a qualifying emergency. WWTP: Wastewater Treatment Plant ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 201 Budget Policies & Fiscal Strategy Original document was adopted by City Council on February 13, 2017 City of Woodburn FY 2017-18 Financial Plan Budget Policies, Fiscal Strategy & Five Year Forecast • SECTION 1. ANNUAL REVIEW & POLICY A. Fiscal Responsibility. It will be the policy of the City of Woodburn to return the highest level (or sustain the current levels) of service with the least amount of taxpayer investment; and to plan accordingly. B. Balanced Budget. The City’s budget shall be balanced. For each fund, ongoing costs are not to exceed ongoing revenues plus available fund balances used in accordance with reserve policies. C. Budget Process. The annual budget process is intended to weigh all competing requests for City resources within expected fiscal constraints. Levels of service will increase or decrease based on the availability of resources. Requests for new programs made outside the annual budget process are discouraged. New initiatives will be funded by reallocating existing City resources to the services with the highest priorities. D. Fiscal Recommendations. Consistent with the administrative responsibilities outlined in the Charter, the City Administrator will make fiscal recommendations to the City Council on all measures necessary to sustain current levels of service and avoid reductions in City programs, including the consideration by the City Council of new revenue sources if this is determined to be in the best interest of the community. E. Budget Policies Updated Annually. The City Council will review and adopt the Fiscal Year Budget Policies on an annual basis. F. Yearly Five-Year Forecast. The City Council will review and approve the Five-Year Forecast on an annual basis. The forecast is an estimate of future revenues and expenses and is intended to serve as an estimate and a guideline for making sound financial decisions in the current fiscal year and budget preparation. The Five-Year Forecast and the annual Budget Policies together will constitute the City’s annual Financial Plan. G. Policy Direction. Consistent with their policy making role outlined in the Woodburn City Charter, the City Council is responsible for providing policy direction to determine the City’s overall fiscal policy. In response to the fiscal recommendations made by the City Administrator, the City Council shall consider all measures necessary to sustain current levels of service. In addition, the City will avoid reductions in City programs and consideration of new revenue sources if this is determined to be in the best interest of the community. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 202 H. Budget. Under the Woodburn City Charter, the City Administrator serves as Woodburn’s Budget Officer. The Finance Director assists the City Administrator with preparation and presentation of the annual budget, budget administration and the day-to-day finance operations. The Budget Officer is responsible for the administration of the annual budget and may approve or disapprove the expenditures contained in the adopted budget if deemed in the best financial interest of the City. I. Budget Administration. As authorized by the City Charter, the City Administrator is responsible for taking actions necessary to keep expenditures within anticipated revenues, including initiating layoffs, reorganizations, downsizing, program reductions and adjustments to service levels. The City Administrator will keep the City Council informed as to any steps taken to reduce expenditures and, whenever possible, the Council will review the decisions and consider options during a mid-year budget review. • SECTION 2. DISCRETIONARY & DEDICATED RESOURCES A. Recognizing Financial Limits. Woodburn will make a distinction between two different types of services; 1) those that are funded primarily from City discretionary resources, and; 2) those that are funded primarily from dedicated resources. B. Discretionary Resources. The General Fund is the fund that collects discretionary resources to provide discretionary programs and services as recommended by the Budget Officer and approved as part of the City’s cycle. The City will continue to fund these programs primarily from General Fund discretionary resources. These include police, park and recreation, economic development, land use financial services and other programs. C. Dedicated Resources. Dedicated services fees, grants, utility revenues, etc.) are traditional City services that are provided primarily with dedicated funds. Dedicated resources are subject to restrictions via state and federal law, grant agreements and contracts, City policy and ordinances. Frequently, these resources will be state or federal programs that the City administers locally, such as public safety programs or transportation grants. The City will fund these programs (i.e. speed and safety belt enforcement, etc.) primarily from dedicated resources. • SECTION 3. GENERAL FUND BUDGET (DISCRETIONARY) A. Annual Budget Goal. The goal shall be to prepare a budget that maintains existing high priority programs supported by the General Fund while at the same time seek savings wherever possible. Funding for lower priority programs will be reduced or eliminated to ensure that expenditures remain in balance with resources. B. General Fund Emphasis. The highest priority shall be to conserve General Fund discretionary resources to fund high priority programs as defined by the City Council and City Administrator. C. Maximize City Council’s Discretion. Wherever legally possible, revenues are to be treated as discretionary resources, rather than as dedicated to a particular program or service. The goal is to give the City Council as much flexibility as possible in allocating resources to local priorities. D. New Revenues. In order to sustain current levels of service, avoid reductions in public safety programs or increase services needed to meet community demands, the City Council may consider new discretionary revenues if it is determined to be in the best interest of the community. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 203 E. Use of Dedicated Funding Sources. Whenever legally possible, funding responsibility for existing programs or activities should be transferred to appropriate dedicated funding sources, freeing up scarce discretionary resources to fund City Council priorities. F. Cost Efficiency. Staff will prepare fiscally conservative budgets and will seek savings wherever a balance between cost efficiency and the quality of public service can be achieved. G. Materials & Services. Departments are to prepare “base budgets” with a goal of holding General Fund or other discretionary resources for materials and services expenditures to no more than prior year budget levels. H. No General Fund Street Maintenance Support. No discretionary General Fund revenues will be used to support street maintenance activities. General Fund street lighting transfers are exempted from this policy. The current transfer from the General Fund for street lighting will be maintained as long as it is fiscally viable. The transfer will be reviewed as approved each fiscal year as part of the budget process. I. Revenue Estimates. Departments should budget for revenues based on the best information available during the budget process. If additional information becomes available during the budget process, it should be provided to the Finance Director’s Office. Accuracy in revenue/expenditure estimates is critical. New revenue estimates should be based on the best information available. Subsequent annual estimates should also take into consideration the actual receipts from the previous year. J. Pursuit of New Departmental Revenues. Departments shall pursue revenue sources to the fullest extent possible for all services as well as total cost identification (including indirect costs) for fee setting purposes, grants or other funding opportunities. Any new revenue sources should be used to offset the cost of existing staff and programs, rather than funding new staff or programs. Fee schedules will be reviewed annually to ensure costs are recovered. Fee schedules will be updated as part of the annual budget process. K. Expenditure Reductions. Reductions in revenues may require expenditure reductions from the “base budget” level. If reductions are required, the City Administrator will be guided by the City Council’s adopted Resource Reduction Strategy (See Section 17). L. Discretionary Programs. New discretionary programs may be included in the Proposed Budget with the prior approval by the City Administrator and if the new program is deemed a high priority activity. The impact of new or expanded programs on overhead services (information system services, financial services, building / grounds maintenance, human resource services, budget services, etc.) shall be evaluated to determine if overhead services need to be increased due to the addition of new programs. The costs of increases in overhead services attributed to additional programs shall be included in the analysis of the total cost of new programs. Should outside funding for a program expire, the program may be terminated by the City Administrator or the City Council. M. Full Cost Recovery. City staff shall make every effort to assign costs where they occur through the use of interdepartmental/interfund charges and indirect cost percentage assignments. The intent is to clearly define the actual cost of each direct service the City provides internally or externally. The first priority is the recovery of overhead costs from all funds and grant programs. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 204 N. Annual Budget Savings. To the extent General Fund supported departments experience savings during the year (due to position vacancies, etc.) that money should not be spent. Instead it should be saved to augment the beginning fund balance for the next fiscal year except as approved by the City Administrator. • SECTION 4. NON-GENERAL FUND / UTILITY BUDGETS (DEDICATED) A. Bottom-Line Emphasis. For activities or programs funded primarily from non-General Fund sources, departments are to prepare “base budgets” with a goal of holding any General Fund contribution to no more than the amount provided in the current fiscal year, subject to the availability of funds. Whenever possible, reductions in General Fund contributions should be achieved. B. No Backfilling. General Fund discretionary dollars will not be used to backfill any loss in water and/or sewer City utility revenue, state-shared or federal revenues, grants or dedicated funding programs (for further information, see the Resource Reduction Strategy). C. Revenue Estimates. Departments should budget for revenues based on the best information available at the time the budgets are prepared. If additional information becomes available during the budget process, it shall be provided to the Finance Department. New revenues should be estimated based on available information the first year. Subsequent annual estimates should also take into consideration actual receipts from the previous year. D. Overhead Cost Allocation Charges. All non-General Fund departments should budget the amount allocated to that department. E. Cost Efficiency. As with the General Fund, staff responsible for non-General Fund budgets will prepare fiscally conservative budgets and will seek savings wherever a balance between cost efficiency and the quality of public service can be achieved. F. Utility Revenue Allocations. It is the policy of the City of Woodburn that revenue generated by City owned utilities will be split between capital funds and operating expenses in a manner consistent with Woodburn’s Capital improvement plans and operating requirements. The allocation, or split, of these revenues will be approved annually as part of the budget processes. G. Utility Rates. The City will maintain utility rates at a level that ensures that all debt service, operating and capital costs are adequately recovered. Capital costs identified in approved capital improvement plan will be used as the basis for forming the capital costs recovery portion of utility rates. H. System Development Charges. As permissible under state law, the City will pursue the recovery of infrastructure-related development cost relating to water, sewer, street, storm and parks. These costs will be delineated via a defensible methodology, which will be revised from time to time to ensure accuracy. I. Street SDC Reserve. The Street SDC Fund will not be depleted below the estimated balance outstanding on the City’s contribution to the Woodburn I-5 Interchange Project. The Street SDC Fund resources will be focused on the Woodburn I-5 Interchange Project until the liability is settled with the Oregon Department of Transportation. • SECTION 5. FUND RESERVES & CONTINGENCIES A. PERS Reserve Established. Due to expected PERS rates increases over the next three legislative biennia the City Council is hereby establishing a PERS General Fund Reserve (PERS Reserve). The PERS Reserve is intended to help manage General Fund service impacts associated with any future PERS rate ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 205 increases. It is the goal of the City to hold at least $250,000 in the General Fund PERS Reserve pending future rate increases. B. General Fund Contingencies. Not including the PERS General Fund Reserve, and consistent with Government Finance Officers Association (GFOA) best practices, at least 17 percent of the General Fund’s operating appropriation shall be placed into the operating contingency to meet cash flow needs. In addition, it is the goal of the City to preserve contingences to the greatest extent possible for the purposes of rolling contingency balance into the following year’s General Fund’s Beginning Fund Balance. The City re-establishes the Shortfall Management Reserve. C. General Fund Contingency Proportionality. If possible, when contingency is expended overall reductions will be made to the General Fund in a manner to preserve a 17 percent General Fund contingency. D. Water & Sewer Fund Contingencies. The Water and Sewer Funds will maintain annual contingencies of not less than • SECTION 6. GRANT APPLICATIONS (ALL FUNDS) A. Approval to Pursue. The City Administrator’s approval is necessary before any employee pursues lobbying efforts on matters having budget implications, and before grant applications are submitted to the granting agency. Department Heads should advise the City Administrator before official positions are taken on matters that might have budget implications. B. General Fund Matching Funds. Upon approval by the City Administrator, matching fund requirements will be presented to the City Council for final approval. • SECTION 7. NEW POSITIONS, PROGRAMS AND OVERTIME (ALL FUNDS) A. Base Budget & New Positions. Departments are to prepare “base budgets” with no new regular positions unless specifically authorized by the City Administrator in advance of budget preparations. Reorganizations of departments or programs resulting in changes in staffing or positions may be considered if the change is cost neutral or a cost savings from the current costs. No position compensation or increase will be provided beyond amounts budgeted for the position. B. Considerations of New Positions/Programs. Unless otherwise authorized by the City Administrator, consideration of new programs and positions will occur only if the cost of the position or program is offset by non-General Fund sources legally tied to the new position or if the cost of the position is offset by new external revenues, reductions within existing funds and/or the position is required to generate those revenues. Cost estimates for new positions will include office facility space, equipment, rent, utilities, supplies, related increases in overhead services, etc. Additional personnel or programs shall be requested only after service needs have been thoroughly documented or after it is substantiated that the new employees will result in increased revenue or enhanced operating efficiencies. C. Annual Overtime Budgets. Departments will anticipate their annual overtime costs to be included the proposed budget. Once the budget is adopted, overtime costs are to be managed within adopted levels. No overtime costs can exceed budgeted levels without first obtaining the authorization of the City Administrator. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 206 • SECTION 8. MID-YEAR BUDGET REDUCTIONS A. Revised Revenue or Expense Estimates. If additional information concerning revenue reductions or significant expense increases becomes available after the start of the fiscal year, it may be necessary to make budget adjustments. These adjustments will be made in accordance with the City Council’s adopted Resource Reduction Strategy. • SECTION 9. MID-YEAR REQUESTS, GENERAL FUND CONTINGENCY (ALL FUNDS) A. Non-Emergency Requests. In those cases where a department is required to absorb an unanticipated cost beyond its control of a non-emergency nature, departmental resources must first be exhausted prior to a transfer from General Fund contingencies. Upon conducting a final financial review of departmental budgets towards the end of the year, a transfer from contingency will be made to cover unanticipated costs that could not be absorbed throughout the year. B. Emergency Requests. Emergency requests during the fiscal year will be submitted to the City Administrator for recommendation and forwarded to the City Council for consideration. • SECTION 10. COMPENSATION & BENEFITS (ALL FUNDS) A. Wage Policy. Historically, the biggest factors forcing budget growth are increases in employee compensation and increased benefit costs. The City will have a compensation and benefit program that: 1) reflects the value of work performed by our employees, 2) compares favorably with the compensation and benefits paid for similar work in both the private and public sectors, and considers the community’s ability to pay. Both our employees and the public must understand the mutual respect that such a policy warrants. B. Health Care & PERS Costs. Continue the City’s policy on wages and salary increases which evaluates the increased cost of health insurance and PERS contributions as part of the total compensation package. It is the goal of the City to reduce annual escalations of health insurance, and other benefit costs by getting the employees to bear an equitable portion of the annual premium increases and/or selecting lower cost benefit programs. C. Cost of Living Adjustments (COLA). The City Administrator will make a recommendation either to include, or not include, a COLA for non-represented employees in the Proposed Budget. COLAs included in the Proposed Budget are considered and approved by the Budget Committee and City Council as part of the budget process. COLAs or other compensation provided for in collective bargaining agreements will be provided for in the annual Proposed Budget. D. Step Adjustments. Budgeted personnel services expenditures will include an amount to account for annual step adjustments for all employees who are not currently at the top of their range. Annual employee step adjustments will not exceed 5 percent without the expressed permission of the City Administrator. • SECTION 11. BUDGET CONTROLS A. Legal Compliance. The City Administrator and Finance Director will continue to review and control departmental budgets at the appropriation level. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 207 B. Personnel Services & Benefits. With the exception of overtime pay and temporary help accounts, which shall be developed by Department Heads with the advice of the Finance Director and the approval of the City Administrator, personnel services and benefits cost calculations will be provided by the City Administrator and the Finance Director and will be used as provided. The City Administrator and the Finance Director will also provide estimates for insurance and internal services costs. These amounts will not be altered by Department Heads. C. Wages & Benefit Control. Positions not entitled to receive benefits will be managed in a manner that keeps them below mandatory benefit thresholds (such as PERS, health insurance, etc.). Positions will only be eligible for benefits if approved by the City Administrator and/or designated in Job Descriptions. All benefit costs must be anticipated and included in the annual Budget. D. One-Time Revenues. One-time revenues will be used only for one-time expenses. • SECTION 12. UNAPPROPRIATED ENDING FUND BALANCES (ALL FUNDS) A. Limit Unappropriated Ending Fund Balances. To provide the most budget flexibility during the year, limit the use of unappropriated ending fund balances to circumstances where they are required by law. Rather than use unappropriated fund balances, the goal should be to place any monies not needed for current expenditures in the relevant funds’ operating contingencies. • SECTION 13. CAPITAL IMPROVEMENT GUIDELINES A. Capital Improvement Program. A 6-year Capital improvement Program will be adopted as part of the annual budget process. It will include all projects anticipated to be initiated and/or delivered in the 6-year planning period. The Capital Improvement Program will be consistent with the City’s adopted Capital Improvement Master Plans. Funding availability will determine the rate at which Capital Improvement program projects are initiated or completed. B. Exceptions. The City will fund dedicated programs and services with dedicated funding sources. Exceptions may be made, on a case-by-case basis, by the Budget Committee, City Council or by the City Administrator if appropriate. One criterion will be whether the City would incur more costs elsewhere as a result of the reduction. C. Capital Planning Consideration. Recognizing that it does not necessarily make sense to fund current operations at the expense of long-term capital or planning programs, every effort will be made to continue capital and planning programs geared to the City’s long-term needs • SECTION 14. DEBT ISSUANCE (ALL FUNDS) A. Debt Issuance. The City will only issue debt in accordance with adopted Master Debt Resolutions for Sewer and Water. General Obligation debt will only be issued in compliance with state statutes. Debt will only be issued (for all fund types) when a dedicated resource is available to meet the required debt service and reserve. No debt will be issued without the approval of the City Administrator and authorization of the City Council. B. Interfund Transfers. Interfund transfers are allowed if the City Council determines the transfer to be in the best interest of the City. All interfund transfers will be managed consistent with state budget law. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 208 • SECTION 15. DEBT REFINANCING/REFUNDING A. Debt Refinancing/Refunding. From time to time, the City Council and/or the City Administrator may direct the Finance Director to determine the feasibility of refinancing/ refunding existing debt. Refinancing may include restructuring to meet unanticipated revenue expectations, achieve cost savings, mitigate irregular debt service payments, release reserve funds, or remove unduly restrictive bond covenants. B. Responsibility. The Finance Director, with the assistance of consultants as needed, shall have the sole responsibility for conducting the analysis of outstanding bond debt for refinancing/refunding opportunities that may be presented by underwriting and/or financial advisory firms and making a recommendation to the City Administrator. C. Term of Refinancing/Refunding Issues. The City may refund bonds within the term of the originally issued debt. However, the City may consider maturity extension, when necessary to achieve a desired outcome, provided that such extension is legally permissible. The City may also consider shortening the term of the originally issued debt to realize greater savings. The remaining useful life of the financed facility and the concept of inter-generational equity should guide this decision. D. Analysis and Report. The City will evaluate each refinancing/refunding candidate on a case-by-case basis. When analyzing possible refinancing/refunding opportunities: the City establishes a guideline net present value savings threshold goal of three percent (3 percent) of the refinanced/refunded bond principal amount. The net present value savings will be net of all related issuance costs. In addition, the Finance Director will make a full report on the potential saving generated and any financial risk associated with refinancing/refunding the debt. • SECTION 16. ANNUAL FINANCIAL AUDITS A. Annual Audit Required. The Oregon Municipal Audit Law (ORS 297.405 – 297.555) requires a financial audit and examination be made of the accounts and financial affairs of the City at least once a year. Consistent with State law, the City of Woodburn will conduct an annual independent audit of the preceding fiscal year. B. Audit Standards. Woodburn’s annual financial audits will be conducted in accordance with auditing standards generally accepted in the United States. Those standards require that an independent auditor plan and perform the audit to obtain reasonable assurance about whether the basic financial statements are free of material misstatement. The audit will examine, on a test basis, evidence supporting the amounts and disclosures in the basic financial statements. The audit will also assess accounting principles used and significant estimates made by management, as well as evaluating the overall basic financial statement presentation. The audit will contain an assessment of the City’s internal financial controls and procedures make any necessary recommendation for improvement. C. Finance Director and City Administrator Oversight. It will be the responsibility of the Finance Director and the City Administrator to oversee the annual audit process. D. Preparation of Financial Statements. When feasible, City staff will prepare and provide annual financial statements to the auditor’s satisfaction. If staffing levels or other barriers exist to internal preparations of financial statements, the City Administrator may authorize the auditor’s preparation of financial statements for the purposes of completing the annual audit on time. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 209 E. Audit Deadlines & Extensions. Per Section 15 the annual audit will be presented to the City Council no later than December 31. Consistent with State law, the annual audit will also be filed with the Oregon Secretary of State’s Audit Division no later than December 31. The presentation of the audit to the City Council and filing with the Secretary of State’s Office may occur later than December 31 if an audit filing extension is granted by the Secretary of State’s Office. Any and all requests for audit filing extensions must be approved by both the City Administrator and the auditor. In the event that an audit filing extension is requested and/or granted, the City Administrator will inform the City Council of the reason for the extension request and estimated time line for completing, presenting and filing the audit. F. Audit Presentation to Council. The annual audit findings will be presented to the Woodburn City Council during a regularly scheduled City Council meeting by a representative of the audit firm. All audits presented to the City Council must be complete and signed by a representative of the audit firm. G. Budget Committee Review. A copy of the annual financial report will be provided to the Woodburn Budget Committee for their review. • SECTION 17. PROGRAMS A. Discretionary Programs. To the extent additional discretionary resources are available, high priority services areas will be slated for growth in discretionary support. Lower priority service areas will receive constant or decreasing discretionary support. Based on the direction of the City Council, discretionary programs are identified, and prioritized, as follows: Discretionary Programs  Police Patrol & Public Safety  Police Support Services  Financial Services  Legal Services  Land Use Planning  Economic Development  Code Enforcement  General Administration  Library  Aquatic Center  Recreation Programming  Parks and Park/Tree Maintenance  Other General Fund Supported Non-Essential Program & Services  Computer/Network transfers (capital replacements of desktop pc’s and associated servers)  Discretionary Transfers (i.e. Transit, Streets, RSVP, etc.)  Community Services (i.e. flower baskets, TOT Grants – where permissible, etc.)  Intergovernmental Agreements that provide no direct offsetting revenues • SECTION 18. RESOURCE REDUCTION STRATEGY (ALL FUNDS) A. Goal & Reduction Approach. When faced with a potential reduction in resources, the City’s goal is to continue to provide services in a professional, effective and efficient manner. Consequently, to the extent possible, across-the-board reductions in expenditures will be avoided. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 210 B. Case-by-Case Consideration. Reductions will be made on a case-by-case basis, focusing on each individual program or service. If possible, reduction will be made proportional to the programs and services identified by the City Council. C. Moderation When Possible. If, as a result of loss of a significant amount of discretionary resources, expenditure reductions become necessary, those reductions will be made in moderate case-by-case reductions in discretionary supported programs and services. These reductions will focus first on programs funded by dedicated resources and then services funded by discretionary resources. D. Discretionary Contributions. If further reductions are required, any discretionary funding that supplements or supports services mostly supported with dedicated resources will be reduced or eliminated. This may apply to programs or activities expanded or started with discretionary resources within the last few years. Exceptions may be made on a case-by-case basis by the City Council. E. Furlough Days. If personnel budget/salary saving are required, the City will consider a reduced work week or furlough days prior to laying off staff. F. Consideration List. Discretionary funding for programs funded by discretionary resources will be reduced or eliminated as needed. Legal restrictions or the City’s ability to maintain minimal service levels will be considered. The City Administrator can determine the appropriate level of consideration at his/her sole discretion when making mid-year reductions or comprising the annual budget proposal. Based on the direction of the City Council, the order of City service areas to be considered for reductions are: Consideration List  Intergovernmental Agreements that provide no direct offsetting revenues  Community Services (i.e. flower baskets, TOT Grants – where permissible, etc.)  Discretionary Transfers (i.e. Transit, Streets, RSVP, etc.)  Computer/Network transfers (capital replacements of desktop pc’s and associated servers)  Other General Fund Supported Non-Essential Program & Services  Parks and Park/Tree Maintenance  Recreation Programming  Aquatic Center  Library  General Administration  Code Enforcement  Economic Development  Land Use Planning  Legal Services  Financial Services  Police Support Services  Police Patrol & Public Safety G. Indirect Costs. The City’s overhead programs will not be prioritized, but will be sized to the need and size of the overall organization. Generally, wherever possible, the City’s goal is to make fee-supported programs self-sufficient. This includes recovering those programs’ appropriate share of the City’s overhead costs. If reductions occur, then indirect costs will be sized to the needs and size of the rest of the organization. H. Dedicated Funding for Programs. Where legally possible, the City will consider using dedicated resources to fund high priority programs related to the purpose for which the dedicated funds are received. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 211 Five-Year Forecast The Five-Year Forecast was adopted by the City Council February 13, 2017. It is included here to add a long-term perspective to budget information. Photo Source: Google Images Finance Department February 13, 2017 Five-Year Forecast Fiscal Years 2017/18 – 2021/2022 Fiscal Years 2017/18 – 2021/2022 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 212 Introduction City of Woodburn Background The City of Woodburn is located within Marion County in the populous northern Willamette Valley, approximately halfway between the larger urban areas of Portland and Salem. The population of the region within a 30-mile drive of Woodburn is 2.1 million, according to the American Community Survey. The economy of the immediate area around Woodburn has historically been centered on agricultural and forest products, with the City serving as the manufacturing and services hub for these two sectors. Food processing and agricultural services continue to be very important parts of the local economy. Another important factor in the local economy. As nearby urban populations have grown, Woodburn has adapted by attracting a variety of new businesses ranging from metal fabricating, warehousing, regional retail and a wide range of service-providing businesses. Woodburn has changed significantly in population since it was first incorporated in 1889. The City originally began as a small farming and manufacturing community. Beginning in the 1960s Woodburn became a suburb of Salem and Portland with its proximity to I-5. As of the census of 2000, 20,100 people resided in Woodburn. As of July 1 2016, its population had risen to 24,795 — a net rise of 23.4 percent over 2000 — ranking it the 21st most- populated city in Oregon.1 The US Census’ 2015 data shows Woodburn per capita income was $17,273 (compared to $27,684 for the state), and the median income for a household was $45,110, or 12 percent less than the state median household income of $51,243.2 The population of Woodburn, as of July 2016, was 24,795. Marion County’s adopted population projections indicate Woodburn will grow to 37,216 by 2030. Purpose of the Forecast The Five-Year Financial Forecast takes a forward look at the City’s most significant fund revenues and expenditures with the purpose of identifying financial trends, shortfalls and issues so the City can proactively address them. For the purposes of the financial outlook, we strive to look at operating revenues (those revenue sources not subsidized by beginning fund balance) versus operating expenses. Future results are projected based on the City’s current service levels, policies and unavoidable future impacts. Existing fund balances will be considered available for one-time expenditures only, whenever possible. The financial forecast serves as a basis of the City’s financial plan for its primary operational funds, which influence changes to the City’s budget policy. The intent of this financial forecast is to project each operating fund’s financial position under certain assumptions. The forecast then sets the stage for the budget process, aiding both the City Administrator and City Council in establishing priorities and allocating resources appropriately. Responsible financial stewardship is imperative to provide for the current and future needs of the community. Forecasting is one of the most powerful tools the City has available to help make informed financial decisions that will ensure the City’s future vitality and economic stability. 1 Population Source: Portland State University’s Certified Annual Population Estimates 2016 2 Income Source: United States Census Bureau – Quick Facts for Oregon and Woodburn ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 213 Forecast Methodology The City of Woodburn’s approach to forecasting is to apply a conservative philosophy that neither overstates revenues nor understates expenditures. Economic forecasting is not an exact science. Rather, it is dependent upon the best professional judgment of the forecaster. To enhance the accuracy of projections, the City identifies factors that contribute to the changes in revenues and expenditures, such as development, inflation, interest rates and known future events that will affect operations. Forecasting of operating costs embraces the concept of status quo. This concept assumes that the current level of service will continue for the next five years with cost changes based on inflationary increases. This provides a baseline economic estimate from which reductions or increases in service levels can be determined. To the extent certain reductions or additions are anticipated, they are noted within the fund section of this report. Exceptions to the status quo assumption are noted at the beginning of each fund. Because capital improvements are based on available resources, a long-term forecast is not useful for budgeting purposes. Master plans governing our long-term investments in Water, Sewer, Transportation, Storm Water and Parks have been established. Projects are prioritized based on the master plans, but are scheduled based on available resources which, due to variations in growth rates, are not readily predicted. To the extent possible, operations are funded first and remaining resources are allocated to fund capital improvements. This frequently means that improvements are delayed to achieve the matching funding source. Improvements which are too expensive to be paid from net resources are assumed to be funded via bonded debt, although in practice, this is a rare occurrence. For these reasons, capital construction funds and the related special revenue funds, are not included in this forecast. Utilizing general ledger records and reports, audited financial statements, water and sewer master plans/rate studies and published City budgets, each of the funds listed below were examined to identify patterns in revenues, expenditures and cash balances that may indicate financial instability or threats to sustainability of current operations. Executive Summary This report is a combined effort of all City staff. Each department provided insight into future year operating revenues and costs. The goal in assembling this report is to reveal trends, highlight financial issues and provide suggestions and options. We look forward to feedback and input from the City Council and other interested parties on these issues. Because the fund section provides detailed information, the executive summary will focus on the most significant issues facing the City. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 214 Overview The forecast model predicts that most operating funds will have sufficient resources to meet expenses over the five-year period. A few of the fund graphs depict a declining undesignated balance of resources. While this may seem alarming, it is just an indicator. In reality, the City would not submit a proposed budget where costs exceed all available resources. The value of the forecast is that it allows us to predict where problems might occur and provides the City adequate time to take corrective action before the situation becomes a crisis. Economic and Demographic Assumptions Oregon as a whole is expected to grow with a modest annual population growth rate of 1.1 percent to 1.25 percent between 2016 and 2020. Oregon and the City of Woodburn’s economic condition heavily influence the population growth. Woodburn’s economy determines the ability to retain local workforce as well as attract job seekers. These factors will weigh heavily upon the City’s ability to continue to provide a high level service to the public. Issues in the Coming Year • Continued focus on stabilizing General Fund finances • The Urban Growth Boundary (UGB) expansion approval creates uncertainty about future development and future demands on water, sewers, streets and building activities • Expansion of the Economic Development program Issues Beyond One Year Public Employees Retirement System (PERS) The City participates in the Oregon PERS State and Local Government Rate Pool, which two years ago projected rate increases of 20 percent beginning July 1, 2017. The updated rates received in November 2016 show an average increase of 23 percent for the next two years. Additionally, another significant average rate increase of 25 percent is projected for the biennium beginning in July 1, 2019. Unfortunately this projection is not the worst case scenario as significant drops in the financial market will affect interest earnings, causing higher PERS rates than currently projected. Health Insurance Though the City has implemented a high-deductible health plan and attempted to control health insurance costs, the growth rates on some policies continue to exceed 15 percent. An assumption of 10 percent growth in insurance rates has been used here. There is a great deal of uncertainty in health care premiums and the implications of the Affordable Care Act. General Fund New demands for services will need either new resources or program cuts in other areas. In FY 2016-17 the Police Department budget represents approximately 83 percent of the anticipated property tax revenue and will continue to be a priority in budgeting. The challenge for the City will be to continue to provide a high level of service with only modest increases in revenues. Demand for park and recreation services are expected to continue to increase due to increases in population and put additional strain on the limited resources of the General Fund. In addition, the facilities funded by the General Fund, including City Hall, the library and the aquatics center still have a significant amount of deferred maintenance. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 215 The City levies a franchise fee on private utilities for the use of the City right-of-way. For the first time in FY 2013- 14, the City levied this franchise fee on its own utilities and the 5 percent general right-of-way charge was approved for a five-year period, and City Council voted in 2016 to continue the charge without an end date. Water The operational fund is in relatively good shape, but that is largely at the expense of setting aside rate revenue for future capital expansion. Demand for new services has been low, but may see significant increase in the next five years. UGB expansion is uncertain and what capacity improvements are needed is unknown. Transit Historically, the General Fund provided $151,000 annually to the Transit Fund; that support has declined to $116,000, resulting in reductions in service hours and routes in recent years. The transit operation is aggressively seeking grants to fund operations and maintain and/or increase current levels of service, but a restoration of some of the General Fund subsidy may be necessary to sustain the program in the long term. Recent capital investments in vehicles and shelters were largely grant funded. Sewer Major expansion at the Wastewater Treatment Plant (WWTP) has been on hold waiting for a decision from DEQ regarding the water quality limits for temperature. This brings uncertainty for the Sewer Fund because project costs will be more than estimated due to the multi-year delay. See the Sewer Fund for further detail. Also, the extent of needed UGB expansion capacity improvements is unknown. Streets Due to economic conditions, Street SDC revenues have remained flat and are expected to remain flat. The City paid the $4.2 million remaining balance to ODOT for the I-5 interchange project. Several street projects were delayed to maintain an adequate Street SDC balance. Now that this project is resolved existing projects will be prioritized. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 216 General Fund Variances from Status Quo Assumptions • Addition of a full-time planner position to manage anticipated development due to the Urban Growth Boundary expansion. Key Assumptions • PERS rate increase (25 percent impact to the General Fund, 23 percent impact citywide) as of July 1, 2017 • General Fund Right-of-Way charge on Water and Sewer continues Operating Position - 2,000,000 4,000,000 6,000,000 8,000,000 10,000,000 12,000,000 14,000,000 16,000,000 18,000,000 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 2021-22 Actual Actual Actual Actual Budget Forecast Forecast Forecast Forecast Forecast General Fund Transfers Capital Outlay Mat & Svcs Personnel Revenue Fund Balance Property taxes account for two-thirds (66 percent) of the annual revenues in the General Fund. Property tax revenues are no longer declining, but uncertainty surrounding the appeal award of the City’s largest taxpayer remains. Though residential values are increasing, the City has industrial and other property types that continue to lag behind. Property taxes will increase if there are significant new developments within City limits, but it takes several years to see the income increase. In the first few years of this forecast the City does not expect to receive the 3 percent increase allowed by statute. Franchise fees, the second largest revenue in this fund, are based on the gross revenues collected in Woodburn of utilities that use the City’s right-of-way. Private utilities doing business in the City of Woodburn include PGE, NW Natural Gas, Century Link, Republic Services, Wave Broadband, Woodburn Ambulance and others. The only way this source of revenue will increase is if the private utilities revenues derived from Woodburn residents also increase. Intergovernmental is the third largest type of revenue at 5 percent. This type includes state and federal grants, and state cigarette, liquor and revenue sharing. Revenues are projected to increase at a modest 2.5 percent rate beyond year one of the forecast period. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 217 Capital Projects — From Operating Revenues The City has a number of deferred maintenance projects, which continue to be postponed. In fiscal year 2014-15, budget authority was approved for funding for the most critical needs, such as city hall roof and HVAC replacement, a significant mower replacement and other facilities-related needs. However, due to necessary expenditure reductions, the City Hall Roof and HVAC replacement project were reduced to critical repairs only. Potential Impacts and Issues There are potential future demands that could increase costs in this fund; however, there are no available resources for these expansions. Potential future demands are explained below. Parks & Facilities Maintenance As demand continues to grow for the public’s use of City parks, additional burdens are being placed on the City’s General Fund to provide enhanced services. Additional staff hours are required for cleanup and maintenance of these parks. These potential cost increases are not included in the forecasts. Facilities maintenance continues to be a challenge with aging buildings requiring increasingly expensive repairs and maintenance. Police Staffing While population continues to increase, there has not been a proportional increase in development resulting in increased tax revenues. This phenomenon places an increased burden on the demand for police services without commensurate revenue increases. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 218 Building Inspection Fund Variances from Status Quo Assumptions • Permit revenues have shown significant increase in FY 2015-16 • Additional position approved in FY 2014-15 Supplemental Budget, currently unfilled Operating Position Revenues are based on permits issued for new development and redevelopment that historically ebbs and flows. Permits are collected prior to the work being done, therefore cash balances exist to pay for services to be performed in the future. Future revenues are based on estimates of when specific projects might begin. Costs reflect cuts and reductions already in place and estimated inflationary influences. Potential Impacts and Issues Delays in developers submitting plans or starting construction will impact the bottom line. The City will closely monitor the actual revenues against the forecast and will take corrective action if necessary. A return to a normal level of development necessitated a return to historic staffing levels. Revenues for the current year continue to be ahead of budget year to date, but it is uncertain whether the pattern will continue throughout the year. The revenue projection was maintained at a conservative level. The Building Fund, of course, will be significantly impacted if the UGB is not expanded, as the City is running out of residential and industrial lots. There are quite a few commercial building opportunities that could sustain revenues for several years though. Approximately 50 percent of the Woodburn School District bond allows for significant construction work to all the school buildings for repairs, additions and two new schools. The school bond passing will have a big impact on the Building Department workload and revenue over the next five years, but it may also require additional staff and vehicles. - 200,000 400,000 600,000 800,000 1,000,000 1,200,000 1,400,000 1,600,000 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 2021-22 Actual Actual Actual Actual Budget Forecast Forecast Forecast Forecast Forecast Building Inspection Fund Mat & Svcs Personnel Revenue Fund Balance ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 219 Transit Fund Variances from Status Quo Assumptions • None Key Assumptions • Ability to continue to obtain grant funding • General Fund contribution remains stable for forecast period • Fares remain consistent for forecast period Operating Position The City’s transit system provides fixed route bus operations as well as Dial-a-Ride services for disabled citizens. The transit operation is funded by a contribution of $116,000 from the General Fund, approximately $30,000 in fare revenue with the balance made up from state and federal grants. The City continues to monitor the availability of state and federal funds for this program and manages staffing and service levels to available resources. Capital Projects — From Operating Revenues Replacement of buses and vans is done as-needed and historically has occurred when grant funding is available. The spike in Capital Outlay in FY 2014-15 was for grant funded purchases. - 200,000 400,000 600,000 800,000 1,000,000 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 2021-22 Actual Actual Actual Actual Budget Forecast Forecast Forecast Forecast Forecast Transit Fund Transfers Capital Outlay Mat & Svcs Personnel Revenue Fund Balance ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 220 Potential Impacts and Issues Should a large, unanticipated curtailment of state and/or federal grant revenue occur, this program could potentially be drastically curtailed or discontinued as replacement funding is not anticipated to be available from the General Fund. In addition, the declining fund balance displayed at the end of the forecast horizon may necessitate General Fund support of the transit fund. The landscape recently installed at the new Woodburn Memorial Transit Facility will likely generate additional maintenance costs during this five-year period. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 221 Street Fund Variances from Status Quo Assumptions • None Operating Position State gas taxes are the largest source of revenue, followed by privilege taxes paid by PGE and NW Natural. Street projects that had previously been budgeted as capital projects have been reevaluated and are now funded as operational expenses in the Street Fund. These include resurfacing projects that do not significantly reconstruct the roadbed, increase lane size or capacity. Capital Projects — From Operating Revenues Projects related to, but not a part, of the I-5 Interchange project were funded in FY 2013-14 causing an increase in Transfers. In FY 2014-15 a change was made to correctly classify maintenance activities into the Materials and Services budget instead of Capital Outlay. Potential Impacts and Issues Due to the increase in the gas tax/registration/other fees, and the shifting of shared revenues (to cover street lighting expenses) to this fund, financing remains relatively stable for the forecast period. Privilege taxes are dependent not only on population growth, but can also be impacted by weather patterns. The new I-5 Interchange landscaping will likely generate additional maintenance costs during this five-year period, which would be a cost of this fund. - 500,000 1,000,000 1,500,000 2,000,000 2,500,000 3,000,000 3,500,000 4,000,000 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 2021-22 Actual Actual Actual Actual Actual Budget Forecast Forecast Forecast Forecast Forecast Street Fund Transfers Capital Outlay Mat & Svcs Personnel Revenue Fund Balance ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 222 Water Fund Variances from Status Quo Assumptions • None Operating Position Revenues and treatment costs are driven by consumption, which due to increased conservations efforts by the City should continue to decline over the forecast period. An update to the rate study and Master Plan may reveal the need for a rate adjustment. Management is monitoring these cost progressions and is working on recommendations for any revenue short falls in ensuing fiscal years. Potential Impacts and Issues As personnel, material and services costs continue to increase, levels of service will become difficult to maintain. The update of the 2001 Water Master Plan currently underway will inform future operating needs and may impact rates. Additionally, unknown capacity improvements predicated by the UGB expansion may impact future capital needs. - 500,000 1,000,000 1,500,000 2,000,000 2,500,000 3,000,000 3,500,000 4,000,000 4,500,000 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 2021-22 Actual Actual Actual Actual Budget Forecast Forecast Forecast Forecast Forecast Water Fund Debt Service Transfers Capital Outlay Mat & Svcs Personnel Revenue Fund Balance ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 223 Sewer Fund Variances from Status Quo Assumptions • None Operating Position To fund the ongoing capital projects, in FY 2014/15 the City Council approved a 9.5 percent rate increase. In FY 2014-15, a change was made to correctly classify maintenance activities, such as repairs of sewer lines, as maintenance and not capital. The City now accounts for these maintenance activities within the Materials and Services budget instead of Capital Outlay. Potential Impacts and Issues In 2007 the City entered a Mutual Order Agreement (MAO) with the Department of Environmental Quality which established an implementation framework, interim effluent limitations and schedule for completing improvements to the wastewater facility for compliance with winter-time ammonia limits and temperature total maximum daily load (TMDL). The temperature TMDL per the MAO was to be based on the findings of a separate water quality analysis that was currently being conducted by DEQ for the Mollala-Pudding River Sub-basin. The Mollala-Pudding River Sub-basin TMDL was issued by DEQ December 2008 and was subsequently approved the U.S. Environmental Protection Agency (EPA). An evaluation report was submitted to DEQ in April 2009, which provided the framework, implementation schedule and identified the required improvements needed to meet compliance with the established limits. In 2011 the City sold Wastewater Revenue and Refunding Bonds to fund the needed future wastewater treatment plan compliance upgrades. In January 2012 the final design plans were submitted to DEQ based on their previously approved evaluation report. In August 2013 EPA provided notice to DEQ disapproving of Oregon Water Quality Standards. Natural - 2,000,000 4,000,000 6,000,000 8,000,000 10,000,000 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 2021-22 Actual Actual Actual Actual Budget Forecast Forecast Forecast Forecast Forecast Sewer Fund Debt Service Transfers Capital Outlay Mat & Svcs Personnel Revenue Fund Balance ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 224 Conditions Criteria for Temperature, and Statewide Narrative Natural Conditions Criteria, in general. The Pudding River TMDL for temperature, established in 2008 using natural criteria, could no longer be used for permitting. Staff has been working with DEQ to update the current MAO to reflect the changes, limits and timeline that have been influenced by the court’s decision. Until a water quality standard is established for the Pudding River, the City’s National Pollutant Discharge Elimination System permit will not be renewed, nor can the City move forward with upgrades at the Water Treatment Plant as related to temperature compliance. Currently an outcome and timeline for DEQ in resolving temperature limits for water bodies that cannot meet numeric criteria is not known. Though the City has issued approximately $43 million in bonds for the project, many portions of the project are stalled until a decision is made. This brings uncertainty for the Sewer Fund because project costs will be more than estimated due to the multi-year delay. In addition to the uncertainty surrounding the permit and capital projects, unknown capacity improvements predicated by the UGB expansion may also impact future capital needs. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 225 Remaining Funds Capital Construction Funds Capital Construction Funds are not included in this forecast because their activity is limited by funds available. A more robust capital construction plan and reporting mechanisms were implemented for development during the 2014-15 budget cycle. Remaining Funds The remaining 22 funds have dedicated revenue sources, are for a specific purpose, or have nominal activity. These funds have not been included as part of the Five-Year Forecast. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 226 Major Assumptions – Revenues The assumptions for this forecast are based on historical trends and expected growth without the UGB expansion. Most revenues will be improved as the City’s boundary grows, but there will be pressure on staffing levels or other expenses that may generate offsetting expenses in the short run. Revenue Assumptions Property Taxes — General Fund Taxes are based on assessed value which is determined by the Marion County Assessor. Generally, assessed values grow by 3 percent per year as allowed by the state constitution, but has been impacted by compression. Reduced property tax revenue due to compression reached a peak during the recession, but has shown improvement in the last two years. There is no correlation between real market value and assessed value. The City’s tax rate is permanently set at $6.0534 per $1,000 of assessed value, but is subject to limitation under Ballot Measures 5 and 50 limitations. The City has large taxpayers with values that are not increasing at the high rates of residential properties, some values even continue to decline. As a result of these factors, the City estimates property tax growth to be below 3 percent for the first two years of the forecast. Franchise Fees — General Fund These fees are assessments on the utility companies’ gross receipts for using the City’s right-of-way. Rates vary by type of utility ranging from 3 percent to 8 percent. Franchise fees are assessed on telecommunication, cable television, natural gas, electric utilities, ambulance and garbage. These revenues are expected to grow at a slow rate (less than 2 percent) for the forecast period. Charges for Goods & Services — Utility User Charges Water: The forecast assumes a 2 percent annual increase due to typical new development. Sewer: The forecast assumes a 2 percent annual increase for growth. The last rate increase adopted by City Council was effective July 1, 2014 at 9.5 percent. Gas Taxes The State Gas Tax is estimated with a growth rate of 2 percent per year. Building, Planning and Engineering Permits Permit revenues are based on identification of specific developments with assumptions based on which fiscal year the development is likely to begin. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 227 Major Assumptions – Expenditures Personnel Services Wages are assumed to increase by 2.5 percent per year across all funds and all labor groups. This is a conservative estimate considering that several labor contracts include a 2 percent cost of living adjustment and step increases that are often 3 percent. As mentioned previously, a growth rate of 10 percent has been used for insurance costs. PERS rate assumptions vary somewhat by fund. The current average rate for each fund was determined, then a 23 percent growth rate was applied for each of the next two biennium. Material and Services Impacts of inflation are assumed to remain minor over the five years, remaining stable over the forecast period at 2 percent. Management has been aggressive in managing costs in this category to help offset growth in personnel services costs and has been successful in holding spending well under budgeted amounts. However, workers’ compensation and other insurance rates may cause this category to exceed the management targets as years pass. Capital Equipment The Public Works Fund maintains a replacement reserve for capital equipment replacement and is funded via transfers from the Water, Streets and Sewer funds. The General Fund replaces equipment on an as-needed basis or emergency basis, with emphasis on whether funding is available. Debt Service Estimates are based on amortization schedules for outstanding debt issues. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 228 Glossary Capital Projects New construction and major repairs to the City’s fixed assets Operating Position Recurring revenues and recurring expenditures Potential Impacts Refers to issues and challenges that are in addition to the status quo. The intent is to inform the reader of economic matters that might occur during the forecast period. Recurring Expenditures The expense portion of status quo, predictable and on-going costs Recurring Revenues The resource portion of status quo, predictable and ongoing revenues Revenues Includes both recurring revenues and transfers in Status Quo The current level of services Transfers In Internal charges by General Fund for services provided to other funds Urban Growth Boundary (UGB) A regional boundary around the City’s perimeter used by local governments as a guide to zoning and land use decisions to control urban expansion onto farm and forest lands. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 229 Wage Scales The City’s wage scales include the American Federation of State, County and Municipal Employees (AFSCME), the Woodburn Police Association (WPA), Sergeants, Part-Time and Unrepresented Full-Time. Part-Time Wage Scale Effective 7/1/2017 Grade Entry Mid Max 1 10.25 $ 11.36 $ 12.47 $ Library Page Rec Leader General Swim Instructor Rec Leader- After School Club Lifeguard Med. Transp Driver Vehicle Custodian Aquatics Cust 2 10.51 $ 11.56 $ 12.17 $ Rec Programmer I - Summ. Day Camp 3 10.77 $ 11.85 $ 13.03 $ Rec Programmer II-Summ. Day Camp Shift Supervisor 4 5 11.25 $ 12.46 $ 13.67 $ Customer Service Clerk Rec Specialist 6 11.81 $ 13.08 $ 14.35 $ Library Assist. Rec Coord. Lead Swim Inst 7 12.40 $ 13.74 $ 15.07 $ Evidence Tech 8 9 13.67 $ 15.14 $ 16.61 $ Bus Driver 10 14.35 $ 15.90 $ 17.44 $ 11 15.07 $ 16.69 $ 18.32 $ Library Associate 12 13 14 15 16 19.23 $ 21.31 $ 23.38 $ Librarian Pool Operator 17 20.19 $ 22.37 $ 24.55 $ Adm. Clerk-Police 18 19 20 21 22 23 27.06 $ 29.97 $ 32.89 $ Senior Planner 24 28.41 $ 31.48 $ 34.53 $ 25 29.83 $ 33.05 $ 36.26 $ Plans Examiner/Inspector 26 Set rate per day/game- DOE Court Judge BackGr Invest. Fitness Instructor Bailiff Umpire/Referee Rec Instructor Utility I Parks Seasonal - Temp PMPT 10.54 $ 11.68 $ 12.81 $ Parks & Maintenance Worker Range Position ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 230 AFSCME Wage Scale Effective 7/2/2017 as per contract that expires June 2019 Grade Position Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 A Parks & Maintenance Worker 12.76 $ 13.40 $ 14.07 $ 14.77 $ 15.51 $ 16.29 $ 17.10 $ 17.78 $ B Clerk I 12.94 $ 13.59 $ 14.27 $ 14.98 $ 15.73 $ 16.52 $ 17.34 $ 18.03 $ C 13.13 $ 13.79 $ 14.48 $ 15.20 $ 15.96 $ 16.76 $ 17.60 $ 18.30 $ D 13.36 $ 14.03 $ 14.73 $ 15.47 $ 16.24 $ 17.05 $ 17.90 $ 18.62 $ E 13.60 $ 14.28 $ 14.99 $ 15.74 $ 16.53 $ 17.36 $ 18.23 $ 18.95 $ F 13.87 $ 14.56 $ 15.29 $ 16.06 $ 16.86 $ 17.70 $ 18.59 $ 19.33 $ G Meter Reader 14.17 $ 14.88 $ 15.62 $ 16.40 $ 17.22 $ 18.08 $ 18.99 $ 19.75 $ H Bus Driver 14.49 $ 15.21 $ 15.98 $ 16.77 $ 17.61 $ 18.49 $ 19.42 $ 20.19 $ I Clerk II 14.88 $ 15.62 $ 16.41 $ 17.23 $ 18.09 $ 18.99 $ 19.94 $ 20.74 $ J Municipal Court Clerk 15.29 $ 16.05 $ 16.86 $ 17.70 $ 18.59 $ 19.51 $ 20.49 $ 21.31 $ Records Clerk K Clerk III 15.76 $ 16.55 $ 17.38 $ 18.24 $ 19.16 $ 20.11 $ 21.12 $ 21.96 $ Library Assistant L Permit Technician 16.26 $ 17.07 $ 17.93 $ 18.82 $ 19.76 $ 20.75 $ 21.79 $ 22.66 $ Water Technician I Utility Worker I M Engineering Technician I 16.92 $ 17.77 $ 18.65 $ 19.59 $ 20.57 $ 21.59 $ 22.67 $ 23.58 $ Library Associate Utility Worker II N Waste Water Operator I 17.45 $ 18.32 $ 19.24 $ 20.20 $ 21.21 $ 22.27 $ 23.38 $ 24.32 $ Water Operator I O Evidence Technician 17.78 $ 18.67 $ 19.60 $ 20.58 $ 21.61 $ 22.69 $ 23.83 $ 24.78 $ Utility Worker III P Engineering Technician II 18.14 $ 19.05 $ 20.00 $ 21.00 $ 22.05 $ 23.15 $ 24.31 $ 25.28 $ Q Building Inspector/Plans Examiner I 19.26 $ 20.22 $ 21.23 $ 22.30 $ 23.41 $ 24.58 $ 25.81 $ 26.84 $ CAD/GIS Technician Waste Water Operator II Water Technician II Utility Worker IV R Facility Maintenance Technician 19.77 $ 20.76 $ 21.80 $ 22.89 $ 24.03 $ 25.23 $ 26.49 $ 27.55 $ Water Operator II Fleet Maintenance Technician S Librarian 20.98 $ 22.03 $ 23.13 $ 24.29 $ 25.50 $ 26.78 $ 28.12 $ 29.24 $ T Associate Planner 22.04 $ 23.14 $ 24.30 $ 25.51 $ 26.79 $ 28.13 $ 29.54 $ 30.72 $ Lead Fleet Maintenance Technician Water Maintenance Technician U Building Inspector/Plans Examiner II 23.21 $ 24.37 $ 25.59 $ 26.87 $ 28.21 $ 29.62 $ 31.10 $ 32.19 $ Sewer Line Maintenance Technician Waste Water Laboratory Technician Waste Water Operator III V Industrial Waste Coordinator 24.56 $ 25.79 $ 27.08 $ 28.43 $ 29.85 $ 31.35 $ 32.91 $ 34.23 $ W Engineering Technician III 25.31 $ 26.58 $ 27.90 $ 29.30 $ 30.91 $ 32.61 $ 34.24 $ 35.61 $ Waste Water Maintenance Technician Y Building Inspector/Plans Examiner III 31.51 $ 32.61 $ 33.75 $ 34.94 $ 36.51 $ 38.15 $ 39.87 $ 41.46 $ ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 231 Woodburn Police Association (WPA) Wage Scale Effective 7/3/2016 Compensation Schedule Sworn Officer GRADE Position Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 1.0 Trainee 24.03 $ 1.1 Officer 25.29 $ 26.31 $ 27.32 $ 28.67 $ 30.02 $ 31.37 $ 33.05 $ 33.72 $ 34.73 $ 35.41 $ 1.2 Officer-Basic Language 25.93 $ 26.97 $ 28.00 $ 29.38 $ 30.77 $ 32.15 $ 33.88 $ 34.57 $ 35.61 $ 36.30 $ 1.3 Officer-Advanced Lang 27.07 $ 28.15 $ 29.23 $ 30.68 $ 32.12 $ 33.56 $ 35.36 $ 36.09 $ 37.17 $ 37.89 $ 2.1 Officer-Intermediate 26.57 $ 27.63 $ 28.69 $ 30.10 $ 31.52 $ 32.94 $ 34.71 $ 35.42 $ 36.48 $ 37.18 $ 2.2 Officer-Inter Basic Lang 27.23 $ 28.32 $ 29.41 $ 30.86 $ 32.31 $ 33.77 $ 35.58 $ 36.31 $ 37.40 $ 38.12 $ 2.3 Officer-Inter Adv Lang 28.43 $ 29.57 $ 30.70 $ 32.21 $ 33.72 $ 35.26 $ 37.14 $ 37.90 $ 39.04 $ 39.79 $ 3.1 Officer-Advanced 27.83 $ 28.94 $ 30.05 $ 31.54 $ 33.02 $ 34.51 $ 36.36 $ 37.10 $ 38.21 $ 38.95 $ 3.2 Officer-Adv Basic Lang 28.53 $ 29.67 $ 30.81 $ 32.33 $ 33.85 $ 35.37 $ 37.27 $ 38.03 $ 39.18 $ 39.93 $ 3.3 Officer-Adv Adv Lang 29.78 $ 30.98 $ 32.16 $ 33.76 $ 35.33 $ 36.93 $ 38.91 $ 39.70 $ 40.89 $ 41.69 $ Compensation Schedule NON Sworn Officer CE Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 75% 78% 81% 85% 89% 93% 98% 100% Code Enforcement 18.57 $ 19.31 $ 20.06 $ 21.05 $ 22.03 $ 23.03 $ 24.26 $ 24.75 $ Police Management Wage Scale Effective 07/02/2017 Grade Position Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Differentials 75% 78% 81% 85% 89% 93% 98% 100% 103% 105% 4.1 Intermediate Certification 29.78 $ 30.97 $ 32.17 $ 33.76 $ 35.34 $ 36.92 $ 38.91 $ 39.70 $ 40.91 $ 41.70 $ 4.2 Int. + Basic Language 30.53 $ 31.75 $ 32.98 $ 34.60 $ 36.23 $ 37.86 $ 39.89 $ 40.70 $ 41.93 $ 42.75 $ 4.3 Int. + Advanced Language 31.87 $ 33.15 $ 34.43 $ 36.12 $ 37.82 $ 39.52 $ 41.65 $ 42.49 $ 43.78 $ 44.62 $ 5.1 Advanced Certification 31.27 $ 32.52 $ 33.79 $ 35.45 $ 37.11 $ 38.79 $ 40.86 $ 41.70 $ 42.95 $ 43.79 $ 5.2 Adv. + Basic Language 32.05 $ 33.33 $ 34.63 $ 36.34 $ 38.05 $ 39.75 $ 41.89 $ 42.75 $ 44.03 $ 44.89 $ 5.3 Adv. + Advanced Language 33.47 $ 34.80 $ 36.15 $ 37.93 $ 39.71 $ 41.50 $ 43.72 $ 44.62 $ 45.96 $ 46.86 $ 6.1 Supervisory Certification 32.76 $ 34.06 $ 35.39 $ 37.13 $ 38.88 $ 40.63 $ 42.81 $ 43.68 $ 45.00 $ 45.87 $ 6.2 Super. + Basic Language 33.58 $ 34.93 $ 36.29 $ 38.07 $ 39.86 $ 41.65 $ 43.88 $ 44.77 $ 46.12 $ 47.04 $ 6.3 Super. + Advanced Language 35.05 $ 36.46 $ 37.88 $ 39.73 $ 41.60 $ 43.48 $ 45.81 $ 46.75 $ 48.15 $ 49.09 $ Open Range Starting Mid High LT Police Lieutenant 51.49 $ 52.71 $ 53.94 $ ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 232 Unrepresented Wage Scale Effective 07/02/2017 Grade Position Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 A Aquatics Coordinator 13.39 $ 13.90 $ 14.41 $ 14.92 $ 15.43 $ 15.94 $ 16.45 $ 16.95 $ Recreation Supervisor B 17.18 $ 17.84 $ 18.49 $ 19.15 $ 19.79 $ 20.45 $ 21.10 $ 21.75 $ C Accountant I 19.90 $ 20.66 $ 21.41 $ 22.17 $ 22.92 $ 23.68 $ 24.43 $ 25.17 $ Administrative Assistant Community Outreach Coordinator Information Systems Tech D 20.89 $ 21.70 $ 22.48 $ 23.28 $ 24.06 $ 24.87 $ 25.65 $ 26.45 $ E Network Administrator 21.93 $ 22.78 $ 23.59 $ 24.44 $ 25.28 $ 26.10 $ 26.94 $ 27.75 $ F 23.03 $ 23.91 $ 24.79 $ 25.65 $ 26.53 $ 27.42 $ 28.27 $ 29.12 $ G Records Supervisor 24.19 $ 25.09 $ 26.02 $ 26.94 $ 27.86 $ 28.76 $ 29.69 $ 30.61 $ Transit Operations Supervisor H Management Analyst II 25.40 $ 26.37 $ 27.34 $ 28.28 $ 29.25 $ 30.22 $ 31.19 $ 32.15 $ Executive/Legal Assistant I Budget & Finance Analyst 26.66 $ 27.68 $ 28.69 $ 29.71 $ 30.72 $ 31.74 $ 32.75 $ 33.76 $ Facilities and Grounds Maintenance Supervisor Street Maintenance Supervisor Support Services Manager (Police) Water Treatment Supervisor/Operator III J Collection System and Street Maint Supervisor 28.00 $ 29.06 $ 30.13 $ 31.19 $ 32.25 $ 33.31 $ 34.37 $ 35.43 $ Drinking Water Section Supervisor Senior Engineering Technician Urban Renewal Manager/Planner K Project Engineer 29.41 $ 30.53 $ 31.64 $ 32.76 $ 33.87 $ 34.99 $ 36.10 $ 37.22 $ Senior Management Analyst L Waste Water Treatment Section Supervisor 30.87 $ 32.05 $ 33.22 $ 34.39 $ 35.56 $ 36.74 $ 37.90 $ 39.08 $ M 32.42 $ 33.65 $ 34.88 $ 36.11 $ 37.34 $ 38.58 $ 39.81 $ 41.02 $ N 34.04 $ 35.34 $ 36.62 $ 37.91 $ 39.21 $ 40.50 $ 41.80 $ 43.08 $ O Water Resource Manager 35.74 $ 37.10 $ 38.45 $ 39.82 $ 41.18 $ 42.53 $ 43.89 $ 45.24 $ ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 233 Chart of Accounts As part of the Finance Department’s efforts to improve efficiency the chart of accounts is under review for consolidation and improved account names. There are numerous accounts that say closed or refer the user to other accounts for usage. Account # Description Notes Revenue 3081 Beginning Fund Balance 3111 Property Tax 3112 Property Taxes Delinquent 3113 Pmt in Lieu of Taxes 3133 Hotel/Motel Tax 3141 Privilege Tax, PGE 3142 Privilege Tax, NW Natural 3171 City Gas Tax 3181 911 Tax 3211 Business License 3212 Liquor License 3219 Other License 3220 Taxicab Permits 3221.101 Building Permits 3221.102 Mechanical Permits 3221.103 MC Electrial/Plumbing Per 3221.104 Bldg Permit State Surchar 3221.105 Plan Check Fees 3221.106 Fire Check Fees 3221.107 State Mfg Home Fee 3221.108 M.C. Admin Fee 3221.109 Plan Check--Mechanical 3221.110 CET Administrative Fee 3223 Curb Cuts and Bores 3224 R/W Construction Permits 3231 Franchise Fee, PGE 3232 Franchise Fee, NW Natural 3233 Franchise Fee, Qwest 3234 Franchise Fee, Allied Waste 3235 Franchise Fee, Wave BB 3236 Franchise Fee, W Ambulanc 3237 Franchise Fee, Gervais Te 3239 Franchise Fee Sprint 3240 Preferred LD Franchise 3241 Matrix 3242 Franchise 3243.470 General Right of Way - Water Right of Way charges paid to Gen Fund by Water & Sewer, established FY 2013-14. 3243.472 General Right of Way - Sewer Right of Way charges paid to Gen Fund by Water & Sewer, established FY 2013-14. 3331 Federal Grants Direct 3332 Federal Grants 3333 Federal Grants Indirect 3333.001 DoT Fund Exchange 3333.601 5310 Discretionary Ops 3333.602 5310 Discretionary Cap 3333.603 5311 Formula Operation 3333.605 Veh Prev Maint 3341 State Grants 3341.601 STF Formula 3344 New Freedom 3361 State Gas Tax 3362 State Liquor Proration 3363 State Cigarette Tax 3364 State Revenue Sharing ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 234 Chart of Accounts – Continued Account # Description Notes 3365 Regional Library Services 3366 Ready to Read Grant 3414 Accounting Services 3415 Sale of Documents 3415.001 Sale of Bid Documents 3416 Lien Search Revenue 3417 Resale of Merchandise 3418 Concession Sales 3421 Police Reimbursements 3421.### Reimbursements IT service for other cities/districts 3422.### Rec Mgmt (RMS) Cost sharing portion of Aegis software per shared city/district 3431 Weed/brush Abatement 3434 Water Revenue 3434.101 Water Sales Revenue 3434.102 New Services 3434.103 Re-connection Fees 3434.104 Vacations 3434.105 After Hours Fee 3434.106 NSF Check Fee 3434.107 System Improvements 3434.108 Bulk Water Sales 3434.109 System Repairs 3434.111 Collections 3434.112 Late Fees 3435 Sewer Revenue 3435.101 Sewer System Revenue 3435.102 Service Chg-95-6 Increase 3435.103 Septage Dumping 3435.111 Collections 3445 Dial a Ride Daily 3447 Transit System Fares 3447.101 Transit System Fares Fixed Route - SALEM 3451 T&E Planning Develop Fee 3456 Planning Fees 3458.101 Transportation Impact Fees 3458.201 Storm SDC's 3458.301 Water SDC's 3458.401 Sewer SDC's 3458.501 Park's SDC's 3471.101 Pool Admissions 3471.102 Pool Memberships 3471.103 Pool Rentals 3471.104 Swimming Lessons 3471.105 Sponsorships 3471.106 Fitness Classes 3471.107 Towels/Misc 3472 Rural Readers' Fees 3473.101 Youth Sports 3473.102 Adult Sports 3473.103 Youth Program 3473.104 Administration 3473.105 Adult Program 3473.106 Sponsorship Revenue 3473.107 Teen Program Revenue 3473.108 After School Club 3473.109 Recreation Trust 3473.110 Arts & Culture 3473.111 Active Adult 3474 Event Admission 3474.099 Fiesta Events 3475 Museum Admission 3491 Rental Income 3531 Court Fines 3531.101 Police Training Surcharge ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 235 Chart of Accounts – Continued Account # Description Notes 3532 Towing Fee 3533 Alarm Fee 3534 Rural Reader's Fines 3535 Sewer Discharge Fines 3536 Library Fines 3611 Interest from Investments 3612 Interest Fr Interfund Lns 3614 Special Assessment-Intere 3615 Interest fr Deferred Pmts 3625 Facilities Rent 3625.001 Rent-METCOM (Norcom) 3631 Insurance Recoveries 3632 Judgements & Settlements 3641 Annual Access Fee 3642.110 Small Business Loan 3644 Liquidated Damages 3651 Internal Rent Revenue See General Fund dept. Parks & Facilities Maintenance for Internal Rent discussion 3652 Interfund Stores Issues 3652.001 IS Revenue - General Fund 3652.110 IS Revenue - Transit 3652.123 IS Revenue - Building Inspection 3652.138 IS Revenue - RSVP 3652.140 IS Revenue - Street 3652.470 IS Revenue - Water 3652.472 IS Revenue - Sewer 3652.478 IS Revenue - Surface Water 3652.582 IS Revenue - Public Works Services 3652.583 IS Revenue - Facilities Maintenance 3652.901 IS Revenue - Norcom 3653 Interfund Copier Usage 3654 Garage WO Revenue 3655 IS Support 3656 Engineering Internal Project WO Revenue 3656.140 Engineering Support from Street 3656.470 Engineering Support from Water 3656.472 Engineering Support from Sewer 3657.140 PW Overhead from Street 3657.470 PW Overhead from Water 3657.472 PW Overhead from Sewer 3658.101 General Liability 3658.102 Auto/Vehicle 3658.103 Property 3658.104 Workers Comp 3658.105 Employee Blanket Bond 3658.106 Boiler & Machinery 3658.107 Admin/Legal 3661 Interfund Loan Interest 3662 Interfund Rent 3671 Donations-Parks 3671.101 Woodburn Together Grant 3671.102 Police Athletic Assoc 3671.103 Nike Go Grant 3671.104 OSU Credit Union Grant 3671.105 Land o Frost Grant 3671.109 Adopt a Park Donations 3671.999 Intergovernmental Grant 3672 Donations-Library 3672.001 Donations-Library - Music in the Park 3673 Donations-Police 3674 SRO SD Portion 3675 Donations-Museum 3676 Donations-Transit 3677 Donations-Pool 3678 Developer Contributions 3679 Donations-Other 3681 Special Assessment Princi 3681.001 LID Alley (Local Improvement District) 3681.004 LID Boones Ferry ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 236 Chart of Accounts – Continued Account # Description Notes 3681.009 LID Parr Road 3681.010 LID West Lincoln 3681.011 LID Ironwood 3691 Sale of Surplus Property 3692 Confiscated Cash 3692.101 Copies--Other 3692.311 Copies--Library 3693 Sale of Confiscated Prop 3694 Gain/Loss on Sale 3695 Lost Book Revenue 3696 Friends of Library Sales 3698 Cash Long and Short 3698.001 Deposit Difference 3699 Other Miscellaneous Income 3699.720 Urban Renewal 381 Fund Bal 3811 Interfund Loan Proceeds 3811.123 Interfund Loan From Building 3811.376 Interfund Loan from 376 3811.465 Interfund Loan 3811.466 Interfund Loan From 466 3812.001 Interfund Loan Repayment 3824.### Loan Payback - various years 3841 Interfund Loan 3841.376 Interfund Loan Receipt 3881 Reimbursements 3881.001 Reimbursement--Training 3891 Construction Excise Tax 3891.059 Marion County Permits 3891.060 Marion County Admin Fee 3891.099 Marion County State Surcharge 3891.159 State Surcharge 3891.259 State Manufactured Home Fee 3891.359 CET Suspend 3916 Note Proceeds 3918.101 State Loan-PW Program 3918.102 State Loan-Revolving Fd 3918.103 SDWA Loan 3918.104 Water/Sewer Loan 3918.105 OHCS Loan 3971.### Transfer In (Last 3 digits are offsetting fund number) 3972 Interfund Loan Transfer Expense Personnel Services 5111 Regular Wages 5112 Part-Time Wages 5112.010 Youth Sports 5112.011 Instruction Wages 5112.012 Lifeguarding Wages 5112.013 Cashiering Wages 5112.014 Administration Wages 5112.015 Pool Operator Custodial) Wages 5112.016 Water Fitness Instructor Wages 5112.017 Head Lifeguard Wages 5112.020 Adult Sports Wages 5112.040 Summer Day Camp Wages 5112.050 After School Club Wages 5112.060 Arts & Culture Wages 5112.070 Active Adult Wages 5113 Temporary 5121 Overtime 5199 Intra-governmental Servce 5211 OR Workers' Benefit 5212 Social Security 5213 Med, Den, Life Ins. 5214 Retirement 5215 Long Term Disability Ins 5216 Unemployment Insurance 5217 Life Insurance ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 237 Chart of Accounts – Continued Account # Description Notes Materials & Services 5313 Paper (Use 5319 Office Supplies) 5314 Books (Phasing out use of this account- use training or office supplies) 5315 Computer Supplies Technology items not supplies by Fund 568, may include specialized accessories or add 5319 Office Supplies 5321 Cleaning Supplies 5322 Lubricants Oil, grease, various lubricants for machinery recorded in this account 5323 Fuel Fuel costs for all City vehicles 5324 Clothing Uniforms and clothing (not specialty gear) 5325 Ag Supplies Parks & Facilities Maint (Dept 711) uses this acct, phased out for other depts 5326 Safety/Medical Safety equipment to include cones, fire extinguishers, and various equipment under $5 5327 Chemicals Chemicals for water/sewer operations and the operation of Aquatics. 5328 Lab Supplies Costs for lab supplies for water testing 5329 Other Supplies 5329.100 Events 5329.200 Youth Sports 5329.300 Adult Sports 5329.400 Summer Day Camp 5329.401 Program Supplies-Youth 5329.402 Program Supplies-Adult 5329.403 Program Supplies--Teen 5329.405 Fiesta Services 5329.410 Wbn Reads Grant 5329.600 Rec Admin 5329.700 Arts & Culture 5329.800 Active Adult 5329.900 Museum 5331 Construction Materials 5332 Spare Parts 5334 Plumbing Supplies 5335 Electrical Supplies 5336 HVAC Only used by Sewer fund, consider using Building Maintenance 5337 Tires/Parts 5338 Tools Tools that cost less than $5,000 per item 5339 Other Maintenance Supplies 5340 Print Materials - Teen 5341 Print Materials - Adult 5341.001 Fiction 5341.002 Non Fiction 5342 Print Materials - Child 5342.001 Juvenile Fiction 5342.002 Juvenile Easy 5342.003 Juvenile Non Fiction 5342.004 Parents 5342.005 Library Materials - Young Adult 5342.006 Reference 5343 Foreign Language Material 5343.001 Russian 5343.002 Spanish 5344 Large Print Materials 5344.001 Fiction 5344.002 Non Fiction 5344.003 Audiobooks 5345 Audiovisual Materials - Adult 5345.001 Audiovisual Materials - Child 5345.002 Audiovisual Materials - Teen 5346 Electronic Materials 5347 Program Supplies 5347.001 Program Supplies - Summer Concerts 5347.002 Program Supplies - Adult 5347.003 Program Supplies - Child 5347.004 Program Supplies - Technical Services 5348 Periodicals 5349 Periodicals - Adult 5350 Periodicals - Child 5351 Ammunition Used by the police to account for costs associated with firearm ammunition 5352 Protective Clothing Rain gear and other protective clothing 5353 Photographic Supplies Evidence costs for Police Department 5359 Other Police Supplies ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 238 Chart of Accounts – Continued Account # Description Notes 5361 Road Materials 5362 Concrete 5363 Signs 5364 Culvert 5365 Guardrail 5369 Other Street Supplies 5379 Water/Sewer Supplies 5379.001 Line Repair Supplies 5379.002 Customer Service 5379.003 Pump Supplies 5379.004 Meter Parts 5379.005 Protective Equipment 5379.006 Treatment/Storage Maint 5381 Turf 5384 Trees 5385 Fertilizer 5389 Other Parks Supplies 5390 Merchandise 5391 Inventory 5400 Code Abatement 5409.140 Garage Services 5411 Engineering & Architect 5411.001 Engineering Support to General Fund 5412 Legal 5414 Accounting/Auditing 5415 Computer 5417 HR/Other Employee Expenses 5418 Risk Management 5419 Other Professional Serv 5419.001 SDC Methodology 5419.002 Parks Master Plan 5419.003 US Gauging Station Fees 5419.101 Contract Svcs Teen Center 5419.201 ToT Grants 5419.401 Sponsored Programs 5419.402 Contract Services-Youth 5419.403 Contract Services--Other 5419.501 Testing/Lab 5419.707 Educ Outreach 5419.721 Downtown Grants 5419.722 Small Bus Loans 5420 Investigation Expenses 5421 Telephone/Data 5422 Postage 5423 Internet 5424 Advertising 5425 Publication of Legal Note 5426 Contract Networks 5428 IS Support An internal service charge to all the funds that use the services of IS Fund 5429 Other Communication Serv 5432 Meals 5433 Mileage 5439 Travel Airfare, car rental, hotels, any travel (typically incurred related to training) 5441 Land 5442 Buildings 5443 Office Equipment 5444 Vehicles 5445 Work Equipment 5446 Software Licenses 5446.915 NWS Upgrade 5448 Internal Rent 5449 Other Leases 5450 General Right of Way Charge Right of Way charges paid to Gen Fund by Water & Sewer, established FY 2013-14. 5451 Natural Gas 5452 Water/Sewer 5453 Electricity 5454 Solid Waste Disposal 5455 Cable TV 5456 Street Lighting 5459 Other Utilities 5462 Employee Blanket Bond 5464 Workers' Comp 5465 General Liability Insur ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 239 Chart of Accounts – Continued Account # Description Notes 5468 Deductible 5469 Other Insurance Costs 5471 Equipment Repair & Maint 5472 Buildings Repairs & Maint 5472.001 Fixture Repair 5473 Improvements Repair & Maint 5474 Structures Repair & Maint 5475 Vehicle Repair & Maint 5476 Laundry 5477 Instrumentation & Calibra 5478 Playground Repair & Maint 5479 Other Repair & Maint 5480 Accident Repair 5481 Utility Assistance Program 5482 Tree Maintenance 5483 Sidewalks 5484 Urban Forestry Program 5485 Inclusion Committee 5491 Dues & Subscriptions 5492 Registrations/Training Cost of registration/tuition for training (not travel costs assoc with training) 5493 Printing/Binding 5494 Janitorial 5495 Court Costs 5496 Filing/Recording 5497 Entertainment/Admissions 5498 Permits/Fees 5498.059 MC Permits 5498.159 MC State Surc 5498.259 St Mfg Fee 5498.359 State Surc 5498.459 Construction Excise Tax 5499.001 Reg Lib Sv 5499.005 Grounds Maintenance Services 5499.100 Literacy Grant 5499.101 Housing Rehab Loans 5499.102 Business Assistance Loans 5499.911 911 Services 5500 Banking Fees & Charges 5509 Misc. Expense 5510 Bad Debt Expense 5520 Grant Program 5530 Design Services 5540 Loan Program Capital Outlay 5622 Library - Capital 5623 Park 5624 Garage/Shop 5629 Buildings 5631 Streets/Alleys/Sidewalks 5633 Parking 5634 Water - Capital 5635 Sewer 5636 Storm Drains 5637 Parks 5639 Other Improvements 5641 Office Furniture & Equip 5642 Passenger Vehicles 5643 Heavy Equipment 5644 Communications 5645 Computing 5646 Shop Tooling 5648 Systems/Control Equip Items over $5,000 that are long term assets. The City has improved project reporting and is no longer using a separate account for each new project or item. Account numbers for capital outlay begin with 56. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 240 Chart of Accounts – Continued Account # Description Notes Debt Service 5711 Bond Principal 5712 Note Principal 5714 Interfund Loan 5719 Other Principal 5721 Bond Interest 5722 Note Interest 5724 Interfund Interest 5724.101 Interfund Loan 5729 Interest for CET 5811.### Transfer to Other Funds (Last 3 digits are offsetting fund number) 5841.357 Interfund Loan Payment 5841.358 Interfund Loan Payment 5841.376 Interfund Loan Transfer 5841.466 Interfund Loan Transfer Contingency and Reserves 5921 Contingency 5981.005 Reserve for Future Construction Excess funds reserved for projects in the future, not part of typical Contingency. 5981.007 Reserve for Debt Service Funds reserved for Debt Service, typically as part of debt agreements. 5981.012 Reserve - SMR (Shortfall ManagementReserve) 5981.013 Reserve for Facilities 5981.101 Reserve for PERS ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 241 LB-1 Notice of Budget Hearing FORM LB-1 Telephone: [PHONE REDACTED] Actual Amount Amended Budget Approved Budget 2015-16 This Year 2016-17 Next Year 2017-18 35,999,348 35,541,807 41,959,260 15,978,400 16,334,419 16,974,280 2,879,624 3,681,313 3,814,789 0 0 0 1,458,297 4,477,755 7,025,367 2,702,449 2,530,263 2,961,545 9,180,586 9,216,000 10,008,775 68,198,704 71,781,557 82,744,016 12,932,991 14,178,685 14,799,951 9,233,648 10,744,485 11,482,818 1,159,970 10,018,366 12,202,900 5,101,047 5,260,245 5,619,633 1,458,297 4,477,755 7,025,367 0 3,848,529 4,149,908 0 0 0 38,312,751 23,253,492 27,463,439 68,198,704 71,781,557 82,744,016 17,700 21,000 26,634 0.0 0.0 0.0 239,162 245,581 247,431 2.4 2.4 2.4 45,628 87,092 102,396 0.0 1.0 1.0 69,603 85,010 87,819 1.2 1.2 1.2 176,955 195,546 199,585 2.5 2.5 2.5 499,938 593,827 579,743 8.8 8.9 9.2 105,175 200,663 200,734 2.0 1.0 2.0 7,205,595 7,826,585 8,114,957 42.6 42.7 43.6 806,208 869,871 908,117 10.5 10.5 10.5 431,427 464,435 479,616 3.9 3.9 3.9 523,043 598,730 584,607 11.1 11.1 11.1 58,123 0 0 0.5 0.0 0.0 FTE RSVP FTE Human Resources FTE Police FTE Library FTE Recreation FTE Aquatics Center FTE Administration FTE City Recorder FTE City Attorney FTE Finance FTE Economic Development FTE Contingencies Special Payments Unappropriated Ending Balance and Reserved for Future Expenditure Total Requirements FINANCIAL SUMMARY - REQUIREMENTS BY ORGANIZATIONAL UNIT OR PROGRAM * Name of Organizational Unit or Program FTE for that unit or program Council & Mayor NOTICE OF BUDGET HEARING Contact: Sandra Montoya Email: [EMAIL REDACTED] FINANCIAL SUMMARY - RESOURCES TOTAL OF ALL FUNDS Beginning Fund Balance/Net Working Capital Fees, Licenses, Permits, Fines, Assessments & Other Service Charges Materials and Services Capital Outlay Debt Service Interfund Transfers Federal, State and All Other Grants, Gifts, Allocations and Donations Revenue from Bonds and Other Debt Interfund Transfers / Internal Service Reimbursements All Other Resources Except Current Year Property Taxes Current Year Property Taxes Estimated to be Received Total Resources FINANCIAL SUMMARY - REQUIREMENTS BY OBJECT CLASSIFICATION Personnel Services A public meeting of the City of Woodburn City Council will be held on June 12, 2017 at 7:00 p.m. at Woodburn City Hall, 270 Montgomery St Woodburn, Oregon. The purpose of this meeting is to discuss the budget for the fiscal year beginning July 1, 2017 as approved by the City of Woodburn Budget Committee. A summary of the budget is presented below. A copy of the budget may be inspected or obtained at Woodburn City Hall, 270 Montgomery St. between the hours of 9:00 a.m. and 4:00 p.m., or online at www.ci.woodburn.or.us. This budget is for an annual budget period. This budget was prepared on a basis of accounting that is the same as used the preceding year. Also during this public meeting will be a public hearing to declare the City's election and qualification to receive State Revenue Sharing during fiscal year 2017-18. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 242 LB-1 Notice of Budget Hearing – Continued 307,412 378,302 410,563 2.5 3.0 3.0 332,414 387,331 497,063 2.7 2.7 3.5 660,222 504,625 359,390 8.0 4.5 4.5 775,940 898,265 854,394 8.3 8.3 8.3 1,051,085 1,500,310 1,857,557 3.3 3.8 4.1 300,774 248,000 274,411 0.0 0.0 0.0 6,401,353 6,710,189 7,100,861 10.0 10.0 10.0 20,849,277 24,436,882 28,264,870 0.0 0.0 0.0 14,078,304 14,002,000 16,340,520 16.0 15.0 15.0 5,180,915 4,801,497 5,467,550 6.0 8.3 8.5 748,791 754,750 784,445 6.8 6.9 6.6 7,343,160 5,971,066 9,000,753 4.0 4.0 4.5 68,208,204 71,781,557 82,744,016 153 152 155 Prior year reductions have resulted in incremental growth in expenditures and an improved fund balance. Prior year one-time savings are primarily budgeted to meet deferred maintenance needs and continue building a PERS set-aside. Rate or Amount Imposed 2015-2016 Rate or Amount Imposed This Year 2016-17 Rate or Amount Approved Next Year 2017-2018 6.0534 6.0534 6.0534 511,000 522,000 563,723 LONG TERM DEBT General Obligation Bonds Other Bonds Other Borrowings Total $41,737,290 $0 on July 1. Not Incurred on July 1 $3,690,000 $0 $38,047,290 $0 Permanent Rate Levy (rate limit 6.0534 per $1,000) Local Option Levy Levy For General Obligation Bonds STATEMENT OF INDEBTEDNESS Estimated Debt Outstanding Estimated Debt Authorized, But $0 $0 Total Requirements Total FTE STATEMENT OF CHANGES IN ACTIVITIES and SOURCES OF FINANCING PROPERTY TAX LEVIES FTE Maintenance - Parks & Facilities FTE Transit FTE Not Allocated to Organizational Unit or Program FTE Building Inspection FTE Housing Rehabilitation FTE Water FTE Capital Improvement FTE Sewer/Surface Water/Collections Streets FTE Community Services Administration FTE Planning FTE Engineering FTE ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 243 Budget Resolution COUNCIL BILL NO. 3035 RESOLUTION NO. 2097 A RESOLUTION ADOPTING THE FISCAL YEAR (FY) 2017-2018 BUDGET; MAKING BUDGET APPROPRIATIONS; AND CATEGORIZING TAXES WHEREAS, the City Administrator, as Budget Officer for the City of Woodburn, Oregon, prepared and submitted the FY 2017-2018 Budget to the Budget Committee at its May 13, 2017 meeting; and WHEREAS, the May 13, 2017 Budget Committee meeting was noticed by publication in the Woodburn Independent newspaper on April 26, 2017; and WHEREAS, a public hearing was held at the May 13, 2017 Budget Committee meeting after which time the budget was approved; and WHEREAS, the Notice of Budget Hearing and Financial Summary were published in the Woodburn Independent newspaper on May 31, 2017 as required by ORS 294.438; and WHEREAS, a second public hearing was held before the City Council at its meeting on June 12, 2017; and NOW, THEREFORE WHEREAS, subsequent to the Notice of Budget Hearing and Financial Summary publishing a $60,000 unforeseen refund of Park System Development fees was identified; and WHERAS, the $60,000 unforeseen refund of Park System Development fees is outside of Oregon Budget Law per ORS 294.338(4)&(5) and ORS 294.338(9), and the expenditure will be appropriated in the FY 2017-18 budget with a corresponding reduction to the Park System Development Fund’s unappropriated balance; and THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. The City Council adopts the budget for FY 2017-2018 in the sum of $82,744,016. A copy of the budget document is now on file at City Hall, 270 Montgomery Street, Woodburn, Oregon. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 244 Budget Resolution – Continued Section 2. The FY 2017-2018 amounts are hereby appropriated as follows: General Fund Street Fund 011 - Council & Mayor 26,634 Personnel Services 797,044 121 - Administration 247,431 Materials & Services 1,587,210 125 - Economic Development 102,396 Capital Outlay 24,000 131 - City Recorder 87,819 Transfers Out 1,814,501 141 - City Attorney 199,585 Contingency 240,825 151 - Finance 579,743 Total 4,463,580 161 - Human Resources 200,734 211 - Police 7,523,466 GO Debt Service Fund 311 - Library 908,117 Debt Service 537,136 421 - Recreation 479,616 431 - Aquatics 584,607 Special Assessment Fund 499 - Community Services Admin 382,808 Contingency 10,845 511 - Planning 497,063 651 - Engineering 359,390 General Cap Const Fund 711 - Parks & Facilities Maintenance 854,394 Capital Outlay 780,000 199 - Non-departmental 294,504 Transfers Out 1,002,453 Street & Storm Cap Const Fund Contingency 2,265,812 Capital Outlay 4,620,000 Total 16,596,572 Parks SDC Fund Transit Fund Materials & Services 102,987 Transit 590,007 Transfers Out 60,000 Capital Outlay 28,000 Total 162,987 Transfers Out 3,001 Contingency 163,437 Street SDC Fund Total 784,445 Debt Service 37,495 Transfers Out 2,200,000 Building Inspection Fund Total 2,237,495 Building Inspection 1,264,889 Transfers Out 3,001 Storm SDC Fund Contingency 589,667 Transfers Out 140,000 Total 1,857,557 Sewer Cap Const Fund Asset Forfeiture Fund Capital Outlay 5,060,000 Asset Forfeiture 9,661 Water Cap Const Fund Housing Rehab Fund Capital Outlay 280,000 Housing Rehab 23,644 Contingency 250,767 Total 274,411 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 245 Budget Resolution – Continued Section 3. The City Council imposes the taxes provided for in the adopted budget at a permanent rate of $6.0534 per $1,000 of assessed value for operations, and in the aggregate amount of $563,723 for public safety general obligation (GO) bonds. These taxes are hereby imposed and categorized for tax year 2017-18 based upon assessed value of all taxable property within the City. General Government Excluded from Limitation Permanent Rate Limit $6.0534/$1,000 - GO Bond Levy - $563,723 Water Fund Insurance Fund Water 2,509,020 Insurance 972,461 Debt Service 1,155,439 Contingency 82,443 Transfers Out 32,955 Total 1,054,904 Contingency 125,451 Total 3,822,865 Equipment Replacement Fd Capital Outlay 1,098,371 Sewer Fund Sewer 4,073,757 Library Endowment Fund Capital Outlay 95,000 Contingency 27,050 Debt Service 3,889,563 Transfers Out 1,179,456 Museum Endowment Fund Contingency 208,438 Contingency 705 Total 9,446,214 Lavelle Black Trust Fund Water SDC Materials & Services 20,000 Materials & Services 100,000 Contingency 22,660 Transfers 90,000 Total 42,660 Total 190,000 Sewer SDC Total Appropriations, All Funds 55,340,577 Capital Outlay 80,000 Transfers Out 500,000 Reserves, All Funds 27,403,439 Total 580,000 Total Budget 82,744,016 Information Technology Information Technology 963,782 Capital Outlay 137,529 Contingency 161,808 Total 1,263,119 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 246 Budget Resolution – Continued ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 247 Urban Renewal Agency (URA) – 720 Adopted Budget FY 2017-18 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 248 Woodburn Urban Renewal District Visit www.ci.woodburn.or.us for more information ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 249 Fund/Fund Number: Urban Renewal Agency - 720 Department Director: Jamie Johnk Description of purpose/functions of department The Urban Renewal Plan was established in 2001 for the purpose of improving blighted areas of Woodburn that are poorly developed or underdeveloped. These areas may have deteriorated buildings, unimproved streets, sidewalks and utilities. The District is comprised of nearly 260 acres which includes Downtown Woodburn, portions of Highway 99E, Highway 214 and properties adjacent to I-5. The Woodburn City Council serves as the Urban Renewal Agency (URA) Board. At inception, the URA was forecasted to terminate in FY 2024-25, however the URA may remain in service longer for debt servicing purposes. Description of Department, Including Number of Personnel The program consists of a full-time Economic Development Director. This position was filled in January 2016 and is allocated between General Fund and Urban Renewal Fund Description of FY 2016-17 accomplishments • Conducted an evaluation of the URA financial forecast and capacity and prioritization of future district investment • Identified the next steps for marketing the Association Building for sale • Review and evaluated policies and procedures of the grant and loan programs and made recommendation on revisions to the DARS and URA • Prepared for the removal of the vacant structures from URA owned properties located at 137 and 175 S. First Street Description of FY 2017-18 proposed focus/goals • Promote building improvements loan/grant program and accept applications • Construct restroom facilities at Library • Installation of gateway and directional signage • Initiate and public outreach and discussion on the design of the First Street improvements • Remove vacant structures from URA owned properties located at 137 and 175 S. First Street and prepare property for future use ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 250 Fund Summary FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Account Description Proposed Approved Adopted Urban Renewal Fund Revenues 1,891,593 1,345,026 1,716,311 Fund Balance 2,137,000 2,137,000 2,137,000 600,190 558,545 615,989 Taxes 640,060 640,060 640,060 - - - Intergovernmental - - 100,000 9,593 28,353 12,768 Miscellaneous Revenue 27,000 27,000 27,000 - - - Note Proceeds - - - 2,501,376 1,931,924 2,345,068 Revenues Total 2,804,060 2,804,060 2,904,060 Expenditures 123,573 35,153 84,387 Personnel Services 93,152 93,152 93,152 805,045 105,019 84,000 Materials & Services 96,111 96,111 96,111 - 18,521 273,068 Capital Outlay 822,000 822,000 922,000 227,732 56,920 - Debt Service - - - - - 1,903,613 Contingencies and Reserve 1,792,797 1,792,797 1,792,797 1,156,350 215,613 2,345,068 Expenditures Total 2,804,060 2,804,060 2,904,060 1,345,026 1,716,311 - Revenue Over (Under) Expenditures - - - Please see Personnel Allocation table on page 162 for information on positions that are allocated to Urban Renewal. The Capital Outlay of $922,000 is for the following projects: • Downtown public restroom project (CBUR1489) $200,000 • Bungalow Theater (CBUR1517) $200,000 • Alley Phase II – Grant to Lincoln (CIUR1516) $72,000 • Alley Phase I (CIUR1510)- $50,000 • First Street URA Project – Oak to Harrison (CIUR1423) $400,000 ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 251 Fund Detail FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2017-18 Actual Actual Budget Proposed Approved Adopted Fund: 720 - Urban Renewal Fund Revenues 1,891,593 1,345,026 1,716,311 3081 Beginning Fund Balance 2,137,000 2,137,000 2,137,000 1,891,593 1,345,026 1,716,311 Total - Fund Balance 2,137,000 2,137,000 2,137,000 581,561 541,308 600,989 3111 Property Tax - Current 620,060 620,060 620,060 18,629 17,237 15,000 3112 Property Tax - Delinquent 20,000 20,000 20,000 600,190 558,545 615,989 Total - Taxes 640,060 640,060 640,060 - - - 3341 State Grants - - 100,000 - - - Total - Intergovernmental - - 100,000 9,593 10,253 7,000 3611 Interest from Investments 27,000 27,000 27,000 - 18,100 5,768 3699 Other Miscellaneous Income - - - 9,593 28,353 12,768 Total - Miscellaneous Revenue 27,000 27,000 27,000 - - - 3916 Note Proceeds - - - - - - Total - Other Financing Sources - - - 2,501,376 1,931,924 2,345,068 Revenue Totals 2,804,060 2,804,060 2,904,060 Expenditures 90,027 25,156 58,084 5111 Regular Wages 62,921 62,921 62,921 38 8 22 5211 OR Workers' Benefit 19 19 19 6,874 1,814 4,362 5212 Social Security 4,739 4,739 4,739 8,649 3,223 8,375 5213 Med & Dent Ins 9,047 9,047 9,047 16,590 4,708 13,167 5214 Retirement 16,024 16,024 16,024 394 [PHONE REDACTED] Long Term Disability Ins 244 244 244 793 97 59 5216 Unemployment Insurance 66 66 66 208 41 87 5217 Life Insurance 92 92 92 123,573 35,153 84,387 Total - Personnel Services 93,152 93,152 93,152 1,336 59,952 25,000 5419 Other Professional Serv 30,050 30,050 30,050 - - - 5428 IT Support 3,617 3,617 3,617 - - - 5448 Internal Rent 444 444 444 803,709 36,067 50,000 5520 Grant Program 50,000 50,000 50,000 - 9,000 9,000 5530 Design Services 12,000 12,000 12,000 805,045 105,019 84,000 Total - Materials & Services 96,111 96,111 96,111 - 18,521 73,068 5631 Streets/Alleys/Sidewalks 522,000 522,000 522,000 - - 200,000 5639 Other Improvements 300,000 300,000 400,000 - 18,521 273,068 Total - Capital Outlay 822,000 822,000 922,000 219,535 56,326 - 5711 Bond Principal - - - 8,198 594 - 5721 Bond Interest - - - 227,732 56,920 - Total - Debt Service - - - - - 16,838 5921 Contingency 100,000 100,000 100,000 - - 1,886,775 5981.005 Reserve for Future Years 1,692,797 1,692,797 1,692,797 - - - 5981.008 Reserve for URA Debt - - - - - 1,903,613 Total - Contingencies and Unappropriated Balances 1,792,797 1,792,797 1,792,797 1,156,350 215,613 2,345,068 Expenditures Total 2,804,060 2,804,060 2,904,060 1,345,026 1,716,311 - Fund Net Total: 720 Urban Renewal Fund - - - Account Description ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 252 UR-1 Notice of Budget Hearing FORM UR-1 Telephone: [PHONE REDACTED] Actual Amount Amended Budget Approved Budget 2015-16 This Year 2016-17 Next Year 2017-18 1,345,026 1,716,311 2,137,000 0 0 0 0 0 0 0 0 0 18,100 12,768 27,000 558,545 615,989 640,060 0 0 0 1,921,671 2,345,068 2,804,060 35,153 84,387 93,152 105,019 84,000 96,111 18,521 273,068 822,000 56,920 0 0 0 0 0 0 16,838 100,000 0 0 0 1,706,058 1,886,775 1,692,797 1,921,671 2,345,068 2,804,060 1,921,671 2,345,068 2,804,060 1.2 0.7 0.7 1,921,671 2,345,068 2,804,060 0.7 0.7 0.7 LONG TERM DEBT July 1, 2017 General Obligation Bonds Other Bonds Other Borrowings Total $0 $0 $0 $0 $0 $0 STATEMENT OF INDEBTEDNESS Estimated Debt Outstanding Estimated Debt Authorized, But Not Incurred on July 1 $0 $0 Total Requirements FINANCIAL SUMMARY - REQUIREMENTS BY ORGANIZATIONAL UNIT OR PROGRAM Name of Organizational Unit or Program FTE for that unit or program Urban Renewal FTE Total Requirements Total FTE STATEMENT OF CHANGES IN ACTIVITIES and SOURCES OF FINANCING Unappropriated Ending Fund Balance and Reserved for Future Expenditure Revenue from Division of Tax Revenue from Special Levy Total Resources FINANCIAL SUMMARY - REQUIREMENTS BY OBJECT CLASSIFICATION Personnel Services Materials and Services Capital Outlay Debt Service Interfund Transfers Contingencies Special Payments All Other Resources Except Division of Tax & Special Levy NOTICE OF BUDGET HEARING Contact: Sandra Montoya Email: [EMAIL REDACTED] FINANCIAL SUMMARY - RESOURCES TOTAL OF ALL FUNDS Beginning Fund Balance/Net Working Capital Federal, State and All Other Grants Revenue from Bonds and Other Debt Interfund Transfers A public meeting of the City of Woodburn Urban Renewal Agency Board will be held on June 12, 2017 at 6:30 p.m. at Woodburn City Hall, Oregon. The purpose of this meeting is to discuss the budget for the fiscal year beginning July 1, 2017 as approved by the Woodburn Urban Renewal Agency Budget Committee. A summary of the budget is presented below. A copy of the budget may be inspected or obtained at City Hall, 270 Montgomery St Woodburn between the hours of 9:00 a.m. and 4:00 p.m. or online at www.ci.woodburn.or.us. This budget is for an annual budget period. This budget was prepared on a basis of accounting that is the same as used the preceding year. ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 253 Urban Renewal Agency Budget Resolution WOODBURN URBAN RENEWAL AGENCY RESOLUTION NO. 2017-01 A RESOLUTION ADOPTING THE CITY OF WOODBURN URBAN RENEWAL BUDGET FOR THE FISCAL YEAR (FY) 2017-2018; MAKING BUDGET APPROPRIATIONS; AND IMPOSING THE TAXES WHEREAS, the Woodburn Urban Renewal Agency Budget Committee met and approved the Proposed Budget on May 13, 2017; and WHEREAS, the Notice of Budget Hearing and Financial Summary were published in the Woodburn Independent on May 31, 2017 as required by ORS 294.438; and WHEREAS, a public hearing was held on June 12, 2017; WHEREAS, subsequent to the Notice of Budget Hearing and Financial Summary publishing a $100,000 specific purpose grant was awarded for the museum restoration project and the grant award is outside of Oregon Budget Law per ORS 294.338(2), and the funding and expenditure will be added to the FY 2017-18 budget; NOW, THEREFORE, THE WOODBURN URBAN RENEWAL AGENCY RESOLVES AS FOLLOWS: Section 1. The Woodburn Urban Renewal Agency Board adopts the budget for the fiscal year 2017-18 in the sum of $2,904,060 ($2,804,060 approved and published budget + $100,000 special purpose grant). A copy of the budget document is now on file at City Hall, 270 Montgomery Street, Woodburn, Oregon. Section 2. The amounts for the fiscal year beginning July 1, 2017 and for the purposes shown below are hereby appropriated as follows: ---PAGE BREAK--- City of Woodburn Adopted FY 2017-18 Budget 254 Budget Resolution – Continued Section 3. Pursuant to Article IX (Finance) Section 1c (Financing Redevelopment and Urban Renewal Projects) of the Oregon Constitution and ORS Chapter 457, the Woodburn Urban Renewal District, as an "Option 1" urban renewal agency, authorizes certification to the Marion County Assessor for the Woodburn Urban Renewal Agency Plan Area a request for the maximum amount of revenue that may be raised by dividing the taxes under Article IX, Section 1c of the Oregon Constitution with none of this amount to be raised by a special levy. Urban Renewal Fund Personnel Services 93,152 $ Materials & Services 96,111 Capital Outlay 922,000 Contingency 100,000 Total Appropriations 1,211,263 $ Unappropriated & Reserves 1,692,797 $ Total Budget 2,904,060 $