Document Woodburn_doc_ffc8108658

2011-12 Adopted Budget 1 The City of Woodburn and the Woodburn Urban Renewal Agency 2011-12 Adopted Budget ---PAGE BREAK--- 2011-12 Adopted Budget 2 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 3 City of Woodburn, Oregon Fiscal Year 2011-12 City Manager Scott Derickson Finance Director Ignacio Palacios City of Woodburn 270 Montgomery St. Woodburn, OR 97071 [PHONE REDACTED] www.ci.woodburn.or.us Budget Committee Members Term Expires Electors Eric Swenson - Position I Dec. 2013 Dagmar Kinne - Position II Dec. 2013 Horst Raustien - Position III Dec. 2012 Stanley Milne - Position IV Dec. 2012 Don Judson - Position V Dec. 2013 John Reinhardt - Position VI Dec. 2011 Councilors Richard Pugh - Ward I Dec. 2012 J. Melvin Schmidt - Ward II Dec. 2012 Pete McCallum - Ward III Dec. 2014 Jim Cox - Ward IV Dec. 2014 Frank Lonergan - Ward V Dec. 2014 Eric Morris - Ward VI Dec. 2012 ---PAGE BREAK--- 2011-12 Adopted Budget 4 City of Woodburn, Oregon Fiscal Year 2011-12 Table of Contents INTRODUCTION Budget Message 7 Readers Guide 13 Organizational Chart 21 SUMMARY INFORMATION Staffing Summary 23 Property Tax Summary 24 All Funds/General Fund Summary 25 GENERAL SERVICES General Services Summary 27 General Fund Revenue Summary 28 City Council 31 Administrative 33 City Recorder 37 City Attorney 40 42 Human 45 Municipal Court 47 Police 49 Library 59 Recreation 64 Swim Center 70 Community Services 74 Planning 76 Parks Maintenance 78 Non-Departmental 82 Contingency 84 General Operating Reserve 85 General Fund Capital Improvement 87 SPECIAL SERVICES Special Services Summary 91 Transit 93 Building 99 Search & Seizure 103 Weed & Seed 105 ---PAGE BREAK--- 2011-12 Adopted Budget 5 State Revenue Sharing 111 Housing Rehabilitation 115 119 Cable Franchise 123 Bonded Debt 125 Bancroft Redemption 127 Special Assessments 129 Economic Development 133 Streets 135 City Gas Tax 141 Transportation Impact Fee 145 Street/Storm Capital 149 Park SDC 155 UTILITIES SERVICES Utilities Services 159 Water 161 Water Well/Distribution Construction 167 Water SDC 171 Sewer 175 Sewer Capital Improvement 182 WWTP Construction 185 Sewer SDC 189 Surfacewater 193 Stormwater SDC 199 MISCELLANEOUS SERVICES Miscellaneous Services Summary 203 Information 205 Central Stores 209 Self Insurance 211 Technical & Environmental Services 215 Building Maintenance 225 Police Construction 231 Public Works Facility Construction 233 Equipment Replacement 235 Library Endowment 239 Museum Endowment 241 APPENDICES Salary Schedules 243 Glossary of Budget Terms 255 Personnel Allocations and Budgeted Transfers 250 URBAN RENEWAL Budget Message 263 Urban Renewal 265 ---PAGE BREAK--- 2011-12 Adopted Budget 6 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 7 FY 2011/12 BUDGET MESSAGE Budget Committee Members: Presented for your review is the Recommended Budget for fiscal year (FY) 2011/12. It is a balanced budget and maintains current levels of services given the available resources. • Total Budget Overall, the total Proposed FY 2011/12 Budget reflects a 9.6% decrease in overall spending from the current year 2011 Budget. The decrease can be attributed to the completion of significant capital projects, such as the Young Street Overlay Project, completion of the Water Line Extension Project, the Water Disinfection Project and the depletion of the Wastewater Construction Fund. It is also reflective of the overall uncertain economic climate and a more conservative approach with City resources. A total budget, all funds of $49,199,466 is recommended for FY 2011/12. Major decreases are in the Street/Storm Capital Improvement ($562,185), Transportation Impact Fee ($519,614), Water System Construction ($4,324,485), Parks System Development ($564,729), and Information Services ($325,924). Two large projects continuing in FY 2011/12 are the Fifth Street Improvement Project and Phase II of the Compliance Upgrade Design & Construction ($3,262,715). In FY 2011/12, fund balances are budgeted to decrease $3,195,998 (15.3%) to $17,727,093. The decrease in FY 2011/12 is the result of continued capital projects scheduled for the upcoming fiscal year, combined with a significant drop in interest earnings (prior rates have been approximately 3.0% while in FY 2010/11 those rates have remained well below • General Fund Most City operations are budgeted in the General fund. A General fund budget of $13,430,545 is recommended for FY 201/12. This is a $550,751 increase from FY 2010/11. The increase is due to the $151,000 and $235,000 previously recorded in the Transit and Revenue Sharing funds, respectively. These revenues are now being recorded in the General fund and shown as transfers to the Transit and Revenue Sharing funds for accounting purposes. When these amounts are removed from the increase the actual increase over the prior year is $164,751 Significantly, the General Fund budget has been balanced without resorting to lay-offs as nearly every other jurisdiction in the area is facing. This is important to the City’s recovery when the economy rebounds. At that time, employers will be hiring. Governments will be competing for talent, not just with other public sector employers, but with the private sector as well. Those employers that have kept their work forces intact will be positioned to take full advantage of the recovering economy. It is vitally important to preserve the City’s human capital. The General Fund Budget includes a Reserve for PERS ($95,000), a reserve for buildings ($187,000), Contingency of $1,072,649, and Unreserved Balance of $185,000. A Reserve PERS Fund was established in each operating fund, when PERS was eliminating its unfunded liability by increasing charges to employers – the reserves are continued to be maintained for the unanticipated rate increases. The reserve for buildings was ---PAGE BREAK--- 2011-12 Adopted Budget 8 established with proceeds from the sale of city property and will help finance future construction of a new community center. Budget policy requires a contingency and reserves of ten (10) percent of the operating budget, and the Recommended Budget sets contingency and reserves at that level. This budget also provides $185,000 in Unreserved Fund Balance, which is intended as a hedge against the budgetary impacts if the economic downturn continues. The General fund is supported by $11,002,691 in estimated revenues, and $2,427,854 in Working Capital Carryover. The increase in estimated revenues over the prior year is due to modest increases in property tax revenues and the continued allocation of administration overhead. The proposed FY 2011/12 Budget includes a 3% COLA for non-represented and management employees as well as funding the 6% PERS pick-up per the AFSCME contract. • Revenues The Property tax estimate for FY 2011/12 is increased $295,000 over FY 2010/11 projected revenue. Property taxes can grow in two ways: increase in value of existing property and/or the permanent tax rate applied to new construction. Increases in the value of existing property are limited by statute to 3.0% per year. Marion County provided an estimate of 2.5% to be used in calculating property tax revenue – at this rate property tax revenue would be estimated at $7,534,775 ($7.351 million x 102.5%) but the estimated revenue is proposed at $7,495,000 (a more conservative estimate at 1.9%) to allow for increase delinquencies due to the current economic conditions, decrease in housing values and slow down in new building. It should be noted the $151,000 budgeted directly in prior years in the Transit Fund are now being recorded in the General Fund with a transfer occurring – to more accurately reflect the nature of the revenue. Franchise fees for FY 2011/12 are decreased by $21,000 and include payments from Portland General Electric (PGE), Northwest Natural Gas, Qwest, Datavision, Wave Broadband, United Disposal, and Woodburn Ambulance for use of the City’s rights-of-way. The decrease overall is mainly from the changes in customer usages of utilities (i.e. natural gas) and cable – which has a direct impact of the amount of franchise fees the city receives. • Expenses Personnel expenses represent the majority of General Fund costs. Of the recommended General Fund operating budgets for FY 2011/12, Personnel accounts for 57.0% of total expenses. General Fund Personnel costs for FY 2011/12 total $7,815,873. Total supplies and services in the General Fund FY 2011/12 increase 12.2% over the current fiscal year and total $3,635,400. Consistent with budget policy, departments could not increase bottom line appropriations in these areas of their budgets; monies could be moved between accounts to address anticipated costs, but could not exceed the prior year’s appropriations. Exceptions were for internal service charges: building maintenance, information services, insurance (workers compensation insurance increased 43% over the current fiscal year), and utilities. Increases in these charges are outside the consuming departments’ control, but where possible kept to a minimum where charges are within a providing department’s control as well as those expenditures that had a direct offsetting revenue source as provided for by grants, etc. The single largest General Fund reduction has occurred in the operation of the Aquatic Center. Operating under a new business model, the Aquatic Center Budget has been reduced by $167,450. When adding in ---PAGE BREAK--- 2011-12 Adopted Budget 9 anticipated increases in revenue, the overall Aquatic Center related General Fund savings are $229,000. The single largest General Fund departmental increase will occur in the Police Department, which is up This increase is mostly related to increased benefit costs. • Other Notable Topics The City’s Building Fund has seen a dramatic decrease in activity and is currently staffed by 1.3 FTE. Due to ongoing changes in FY 2009/10 and the current fiscal year the fund has been sustainable and is beginning to see modest increases in activity, which accounts for the 20.8% increase in proposed revenues for FY 2011/12. Staff continues to work hard to ensure adequate levels of service. The Weed & Seed Fund grant will expire in November 2011 and no alternative sources of revenue are readily available nor does it appear that the grant will be ‘renewed’ at the federal level. If no funding is made available the program will cease in November 2011. The General CIP Fund budget includes amounts for the pool plaster project as well as the Wyfels Park playground equipment project. The Street Fund budget increases $269,770 (23.7%) over the current fiscal year. This is due to the following: an increase in the state’s gas tax rate that will net the City an estimated additional gas tax revenue of $70,000 and the recording of stated shared revenues in this fund to pay for street lighting (see funds consolidation discussion). The Street/Storm CIP Fund’s is proposed at $705,800 for FY 2011/12, a 44.3% decrease from the current fiscal year. Minor projects for sidewalk and storm drain projects are planned for the FY 2011/12. The Parks SDC Fund decreases 61.5% from the current fiscal year with a proposed budget $353,000. This is due to the completion of the Centennial Park and Greenway projects. The Street SDC Fund (formerly known as the Transportation Impact Fee Fund) decreases 7.9% over the current fiscal year. The continued economic slow-down has had a direct impact on the fund’s ability to generate revenue and the City’s ability to carry out needed street projects. The Water Fund is budgeted for $2,545,725 in FY 2011/12, which is a 5.8% increase. It should be noted that as part of the chlorination project completion additional licensed staffing is required to maintain compliance with federal and state regulations – in November 2010 a supplemental budget was approved by the City Council to allow for the additional FTE (approximately $80k total cost for the additional FTE) to be hired by Public Works. The proposed budget continues that policy and includes the additional staffing needed to properly carry out the chlorination functions within the water program. The shift in these resources will have an impact on the City’s ability to reserve available dollars for future projects and system upgrade and expansion. The Water Construction Fund is budgeted for $4,390,783 in FY 2011/12, a 49.3% decrease from the current fiscal year. This is due to the completion of significant projects in the current fiscal year – the chlorination project and the Mill Creek North Loop project. The proposed FY 2011/12 budget includes a $1.17 million reserve – which provides for $754k in required debt service reserves. See comments above. The Water SDC Fund budget is $386,200, which is a 23.0% decrease from the current fiscal year. This is a direct result of the continued slow-down in local (as well as national) development. This is expected to continue in FY 2011/12. ---PAGE BREAK--- 2011-12 Adopted Budget 10 The Sewer Fund budget for 2011/12 is $3,437,348 which is a 7.7% increase over the prior year. The Wastewater Treatment Plant Construction Fund increases 19.2% over the current fiscal year to a proposed $6,831,721 for fiscal year 2011/12. This is a continuation of the Compliance Upgrade Design and Construction project. The Storm/Surface Water Fund continue the City’s goal to implement a full storm water utility program and serves to meet the City’s obligations for surface water environmental impacts and compliance. The proposed FY 2011/2012 budget is $337,915 and is a transfer from the Sewer Fund. $1,515,307 is budgeted in the Technical and Environmental Fund, a decrease of $57,743 from the current fiscal year. • Funds Consolidation Plan In an effort to improve accounting efficiencies the Finance Department is proposing to consolidate seven funds into other ‘like’ funds. Those six funds are noted below and are no longer being utilized, have minimal activity and/or are redundant to the fund structure. The funds being proposed for consolidation are as follows: General Reserve – The balance is being transferred to General Capital Improvement Fund to be reserved for future capital needs. State Revenue Sharing – This fund is being consolidated into the Street Fund and the Local Gas Tax Fund. Historically, state shared revenues have been recorded in the State Revenue Sharing fund – those revenues will now be recorded in the General Fund and transferred to the Street Fund to pay for local street lighting. The remaining State Revenue Sharing Fund revenues will be transferred to the Local Gas Tax Fund to be used for local street projects. Bancroft Bond Redemption – The remaining balance of $6,500 will be transferred to the Housing Rehabilitation Fund and will be held in reserve for any future redemption. Economic Development – Debt service for the HWI intersection improvements are carried here and the remaining balance will be transferred to the Street SDC fund. Public Works Facility Construction – Balance is being transferred to the Technical and Environmental Services Fund and will be used to pay for leases of Public Works storage and right-of-way leases to the railroad. Sewer Capital Improvement – The remaining balance after the debt is retired in FY 2011/12 will be transferred to the Sewer Fund. Central Stores – The balance carried forward will be transferred to the General Fund and utilized to provide for the City Hall copier lease and paper supplies. • Conclusion The recommended budget for FY 2011/12 continues to allocate limited resources in a manner that supports the strategic direction of the Mayor and City Council. It determines the level of City services provided to ---PAGE BREAK--- 2011-12 Adopted Budget 11 residents and supports programs to meet the needs of the community. This budget also includes the six-year Capital Improvement Plan that directs the delivery of construction projects in each area of the City’s capital needs (historically, the Capital Improvement Plan is presented to the Budget Committee during the budget process). The programs recommended in this budget support a coordinated effort to improve the safety, appearance, economic well-being, and livability of the community. For all of these reasons your approval of this budget is recommended. I appreciate the time each of you has contributed to the budget process, in studying the volumes of material you are provided and in donating time to attend workshop sessions. City staff values your input at these sessions, and your help in guiding the City in a positive direction, and on their behalf I say thank you. I would also like to thank the department heads and city staff, again, for adhering to the budget guidance, for working together for the good of the organization, and for the able management of their budgets during the fiscal year. And, lastly, thanks to my staff, Finance Director and his staff, for all their assistance in producing and compiling the budget. Sincerely, Scott Derickson City Administrator ---PAGE BREAK--- 2011-12 Adopted Budget 12 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 13 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 policy alternatives that are available. The second is to provide City management with a financial and operating plan that conforms to the City’s accounting system. The introduction provides an overview of the key issues, policy issues and programs in the budget and the major areas of emphasis for the City in 2011-12. It also includes budget summaries that present the overview of the budget as an operating and financial plan. Budget Message. The Budget Message summarizes key features and issues shaping the 2011-12 Budget. 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. Summary Information. The Summary Information section begins with the Budget Policies adopted by the Budget Committee to guide 2011-12 budget development and provides a functional organization chart for the City. Following the organization chart is a brief profile of the City of Woodburn, which describes the context in which our municipal government operates. Following the profile is: summary schedules for revenues and expenditures, property taxes and budgeted departmental staffing levels. Adopted Budgets. The budgets are presented in service level categories: General, Special, Utility and Miscellaneous services. Each service category contains various departments/divisions presented with a narrative describing the department’s/division’s function and the adopted 2011-12 budget as well as prior years’ budget and actual information. General Services • General Fund – This fund accounts for all general operating revenues and expenditures of the City. The fund is comprised of 14 departments responsible for providing planning, recreation, community, legislative and public safety services to the public. 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. • General Operating Reserve – This fund accounts for reserves set aside for future needs. As part of the funds consolidation proposal – this fund is being collapsed into the city’s General Fund Construction Fund. • General Fund CIP – Fund accounts for capital improvement projects for general services facilities. Special Services • Transit – 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 cost and capital outlay for busses as the busses need replacement. • Building – This fund accounts for building permit 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. ---PAGE BREAK--- 2011-12 Adopted Budget 14 • Search & Seizure – Fund accounts for City’s share of federal proceeds from drug seizures to be used for drug enforcement and investigation. • Weed & Seed – This fund accounts for the juvenile gang prevention grant. Primary revenue is a federal grant through the Justice Department. The program uses the grant to fund community programs for gang prevention. • State Revenue Sharing – Fund accounts for state shared revenues and capital outlay for various street improvement projects and street lighting. As part of the funds consolidation proposal, this fund is being collapsed into the City’s Local Gas and Street Funds. • Housing Rehabilitation – This fund accounts for Community Development Block Grants for low income housing rehabilitation and small business loan programs. • Retired and Senior Volunteer Program (RSVP) – This fund accounts for the City’s grant and 30% local match to fund its senior volunteer program. • Cable Franchise – A portion of the cable franchise fees are transferred to this fund and distributed to Woodburn Cable Access Television as required by the franchise agreement to support local community access programming. • Bonded Debt – This fund accounts for the principal and interest payments on the general obligation debt for the police building and aquatics center. • Bancroft Bond – Reserve held for Bancroft Bonds. As part of the funds consolidation proposal – this fund is being collapsed into the Housing Rehabilitation Fund. • Special Assessments – This fund accounts for the City’s Local Improvement Districts. (LIDS) • Economic development – This fund accounts for the principal and interest payments for the Special Public Works loan for the Waremart intersection improvements. • Streets – 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.” • City Gas Tax – Fund accounts for the proceeds from the City’s gas tax used for street resurfacing projects. • Transportation Impact Fee (TIF) – This fund accounts for Street SDCs. The primary use of the proceeds is for street system improvements. • Street/Storm Capital Improvement – Fund accounts for capital improvements to the Street and Stormwater systems – primary revenues are from PGE and NW Natural Gas privilege taxes. • Parks SDC – Fund accounts for payments received from new development to fund improvements that increase capacity of the City’s parks system. Utilities Services • Water – This fund accounts for the operations of the water treatment and distributions systems. Water sales and associated fees are the major revenue sources. • Water Well/Distribution Construction – Fund was established to accumulate resources for major repairs, extensions, alterations or other capital improvements to the water system. Revenue is received through user fees and loan proceeds (as the need arises). ---PAGE BREAK--- 2011-12 Adopted Budget 15 • Water SDC – 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 – This fund accounts for operations of the wastewater collection and treatment system. User charges are the main revenue source. • Sewer Capital Improvement – Fund accounts for the loan proceeds for the sewer pump project and the resulting debt payments. The remaining balance after the debt is retired in FY 2011/12 will be transferred to the Sewer Fund • Waste Water Treatment Plant Construction – Fund accounts for loan proceeds used for construction and improvements to the City’s waste water treatment plant. • Sewer SDC – 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. • Surface Water/Collections – Fund was established fiscal year 2009-10 to provide a City stormwater program and operations. The main source of revenue is a transfer from the waste water fund. • Stormwater SDC – This fund accounts for system development charges received from new development to fund improvements that increase capacity of the City’s stormwater collection system. Uses of the funds are restricted by ordinance and state statute. Miscellaneous Services • Information Services (IS) – Fund accounts for City’s network maintenance and services. In addition, the IS department contracts with local agencies and smaller governments to provide network and information services. The primary source of revenue is operating transfers from other city departments that use network and information services. • Central Stores – Fund accounts for the central purchase of high volume supplies (such as paper, toner, etc.). Primary source of revenue is the cost reimbursement to the fund for these purchases. As a part of the Fund Consolidation Plan, this fund’s balance will be transferred to the General Fund to provide City Hall continued copier lease payments and paper supplies. • Insurance – 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 from other funds for insurance premiums costs. • Technical and Environmental Services – This fund accounts for the engineering, public fleet and administrative services of the public works funds. The primary source of revenue is operating transfers from the public works funds for those services. • Building Maintenance – This fund accounts for operation, maintenance and repair of city owned facilities. The primary source of revenue consists of charges to operating departments based on the relative square footage of occupancy. • Police Construction – This fund accounts for the proceeds from the general obligation bonds issued and to be used for the construction of the new police building. The remaining funds are being used to ‘wrap up’ remaining items to be completed; upon completion, the fund will be closed. ---PAGE BREAK--- 2011-12 Adopted Budget 16 • Public Works Facility Construction – Fund is used to account for lease payments to Union Pacific Railroad for public works storage. The balance is being transferred to the Technical and Environmental Services Fund as a part of the Fund Consolidation Plan • Equipment Replacement – Fund accounts for transfers from various funds to be reserved for vehicle and equipment replacement. • Library Endowment – Fund accounts for proceeds donated to the Woodburn Public Library for building maintenance. • Museum Endowment – 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. Capital Improvement Program. The capital improvements Program is a financial planning, budgeting, and management tool that identifies public facility and equipment requirements, places these requirements in order of priority, and schedules them for funding and implementation. The CIP has two components: a capital improvement budget, detailing the spending plan for FY 2010-11, and a capital improvement plan, describing priorities and expected funding sources for indentified projects for the next six years. Appendices: The final section in the budget document includes the Appendices, which contain: the Staffing Schedule, describing the allocation of staffing resources to departments; the Salary Schedule, detailing anticipated salaries for occupied positions in FY 2011-12; and the Glossary, defining relevant budget terms. ---PAGE BREAK--- 2011-12 Adopted Budget 17 About Woodburn City Statistics – Demographics The City of Woodburn is located in Marion County, Oregon, 18 miles northeast of the City of Salem along the I- 5 corridor. Woodburn is located in Oregon’s Willamette Valley which experiences a moderate climate 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 1960’s, Woodburn became a suburb of Salem and Portland with its proximity to I-5. Over the past 18 years, Woodburn has grown 74%. As of the census of 2010, there are 24,080 people residing in Woodburn, as compared to the population in 2000 of 20,100. The percent increase in those 10 years is 20%. With 24,080, Woodburn is the 21st most populated city in Oregon. In 2000, the median income for a household in the city was $33,722, and the median income for a family was $36,730. Males had a median income of $21,702 versus $22,606 for females. Incorporated 1889 Income - Households: Area in square miles 5.2 Less than $25,000 33% Government Council/Manager $25,000 to $49,999 39% Population 2010 Census 24,080 $50,000 to $74,999 18% From 2000 Census 20,100 $75,000 to $99,999 6% Adult education level: $100,000 or more 4% High school or higher 58% Bachelor's degree or higher 11% Race Housing: White 47% 1-unit 67% Hispanic 50% 2 to 4 units 8% Asian 1% 5 to 9 units 4% Black or African American 1% 10 or more units 11% Other 2% Mobile Home 10% Age Other 1% 0 to 9 Years 34% 20 to 44 Years 34% 45 to 64 Years 15% 65 years and over 18% Median age (years) 30.3 ---PAGE BREAK--- 2011-12 Adopted Budget 18 The Budget Process City of Woodburn Budget Calendar December 2010 • Appoint budget officer • Perform mid-year review of financial position • Create department forms and distribute January 2011 • Departments complete and turn in budget forms • Narratives and budget requests are reviewed • Revenue and expense estimates are gathered February 2011 • Initial budget draft is compiled and distributed to departments for review • Meetings are held with department heads & City Manager March 2011 • Make final changes to budget document • Prepare the proposed budget for committee review April 2011 • Print notices of budget committee meeting • Deliver copies of budget to committee members May 2011 • Budget committee meets to discuss proposed budget • Changes are made, if necessary • Print notices of budget adoption public hearing June 2011 • Council holds meeting with public about approval of the budget • Council discusses any changes made by committee and proposes new changes • Council adopts budget, makes applicable appropriations and declares tax levies ---PAGE BREAK--- 2011-12 Adopted Budget 19 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 in the coming fiscal year. These are called “expenditures.” It shows other budget requirements that must be planned for, but that won’t actually be spent. It also shows the money, called “resources,” that 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 made adjustments, if any, they approve the budget. The approved budget is forwarded to the City Council for adoption. Adoption of the budget must occur no later than June 30. Budgeting in the City of Woodburn In the City of Woodburn, the City Manager 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 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). 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, five columns of data are required. The City of Woodburn provides seven columns. 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 transfers and supplemental adjustments. The four 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 proposed by department heads in charge of the fund, the following column is the budget as proposed by the Budget Officer. The third column over is the amount approved by the budget committee. The final column is the adopted budget. ---PAGE BREAK--- 2011-12 Adopted Budget 20 Council Goals 2011-12 Prudent Fiscal Policies. The City will strive to return the highest level (or sustain the current levels of service) with the least amount of taxpayer investment – and plan accordingly. Economic Development. The City will continue to promote activities designed to attract investment including, but not limited to, business attraction, retention and sustainability. As part of this effort: 1. The Urban Renewal Agency will identify and undertake a new project 2. It is a high priority to get the long-vacant Salud Building put to a use that will benefit the Downtown District and the City as a whole. This may be accomplished through the sale or long-term lease of the building, or through a joint venture between the City and private investors, with any fiscal commitment by the City to be financed with Urban Renewal funds, without significant cost to the City’s General Fund. Increase Downtown Parking Opportunities. The City Council will review options for developing additional Downtown Parking and take appropriate action. Community Communication/Outreach. The City of Woodburn will continue its current community outreach and communication efforts, but will strive to make better use of technology – such as social media and other web-based communication opportunities. I-5 Interchange Project. The City will continue to consider the I-5 Interchange Project as one of the community’s highest priorities. 99E Corridor Study. Completing the 99E Corridor Study and pursuing opportunities to improve 99E is a high priority for the City of Woodburn. ---PAGE BREAK--- 2011-12 Adopted Budget 21 Organizational Chart City of Woodburn Population: 24,080 Mayor and City Council City Attorney Municipal Court Judge City Administrator City Recorder Recorder Risk Management Finance Director Finance Municipal Court Information Services Human Resources Director Human Resources Economic & Development Director Building Planning Housing Rehab Police Department Public Works Director Transit Maintenance Public Works Administration Engineering Water Wastewater Surface Water Streets Community Services Director Community Relations Recreation Aquatic Center Library Museum RSVP ---PAGE BREAK--- 2011-12 Adopted Budget 22 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 23 Staffing Summary 2007-08 2008-09 2009-10 2010-11 2011-12 FTE % FTE Department FTE FTE FTE FTE FTE Change Change City Administrator 4.00 4.00 4.00 1.40 1.40 - 0.0% City Attorney 2.00 2.00 2.00 2.60 2.60 - 0.0% City Recorder 1.25 1.65 1.65 1.25 1.25 - 0.0% Community Development 8.40 8.40 8.40 4.00 4.00 - 0.0% Community Services 39.55 40.85 40.85 39.85 36.81 (3.04) -7.6% Human Resources - - - 2.00 2.00 - 0.0% Finance/IS 8.00 9.00 9.00 9.50 9.50 - 0.0% Municipal Court 2.85 2.85 2.85 2.00 2.10 0.10 5.0% Police 41.00 41.00 41.00 40.50 40.52 0.02 0.0% Public Works 64.67 63.59 64.59 65.59 63.73 (1.86) -2.8% Total FTEs 171.72 173.34 174.34 168.69 163.91 (4.78) -5.4% City Administrator 0.9% City Attorney 1.6% City Recorder 0.8% Community Development 2.4% Community Services 22.5% Human Resources 1.2% Finance/IS 5.8% Municipal Court 1.3% Police 24.7% Public Works 38.9% ---PAGE BREAK--- 2011-12 Adopted Budget 24 City Fiscal Permanent General Fund Year Rate Budgeted Actual Budgeted Actual Expenses 2000-01 6.0534 4,541,425 4,547,257 115,000 117,132 6,433,371 2001-02 6.0534 4,661,979 4,616,002 163,500 117,933 7,235,040 2002-03 6.0534 4,967,278 5,063,363 170,000 169,751 7,603,014 2003-04 6.0534 5,489,729 5,316,710 166,000 164,025 7,221,447 2004-05 6.0534 5,561,900 5,769,396 147,000 153,402 7,747,568 2005-06 6.0534 6,081,250 6,073,707 651,000 651,900 8,791,856 2006-07 6.0534 6,500,500 6,464,834 651,000 647,195 9,035,190 2007-08 6.0534 6,821,735 6,756,640 665,000 647,897 9,534,401 2008-09 6.0534 7,254,000 7,063,853 665,000 677,356 10,420,201 2009-10 6.0534 7,252,000 7,336,823 490,000 495,805 9,846,485 2010-11** 6.0534 7,351,000 7,352,510 515,000 500,000 10,809,829 *Includes amounts allocated to Transit Fund **Projected Actual General Fund* Bond City of Woodburn Budgeted Property Tax 4,000,000 4,500,000 5,000,000 5,500,000 6,000,000 6,500,000 7,000,000 7,500,000 Property Tax Budgeted vs. Collected Budgeted Actual 3,500,000 4,500,000 5,500,000 6,500,000 7,500,000 8,500,000 9,500,000 10,500,000 General Fund Property Tax vs. Expenditures Property Taxes Expenditures ---PAGE BREAK--- 2011-12 Adopted Budget 25 Actual 2008-09 Actual 2009-10 Budget 2010-11 Budget 2011-12 Beginning Balance 25,887,290 25,504,574 20,923,091 17,727,093 Revenues Taxes 8,216,943 8,305,561 8,326,000 8,485,000 Licenses and Permits 498,928 468,849 605,116 639,193 Franchise Fees 1,015,997 1,060,617 1,061,000 1,035,800 Intergovernmental 2,256,772 2,681,577 3,555,398 2,544,434 Fines and Forfeits 563,395 744,280 508,500 588,250 Charges for goods and services 10,231,202 9,871,203 10,424,664 10,733,055 Other Financing Sources 577,749 706,176 5,206,864 3,445,441 Misc 3,847,864 2,419,930 2,067,077 2,067,523 Transfers In 1,992,742 1,373,259 1,741,109 1,933,677 Total Revenues 29,201,592 27,631,453 33,495,728 31,472,373 Beg. Bal. and Revenues 55,088,882 53,136,027 54,418,819 49,199,466 Expenses Labor and Benefits 12,119,880 11,607,108 13,360,475 13,713,244 Supplies and Services 7,120,701 8,156,299 10,759,086 10,702,753 Capital Outlay 4,190,888 5,574,537 14,380,573 8,333,951 Transfers Out 1,992,743 1,373,259 2,320,109 1,934,177 Debt Service 4,294,219 4,117,709 4,257,356 4,248,068 Conting'y & Unapprop - - 9,341,220 10,267,273 Total Expenses 29,718,431 30,828,912 54,418,819 49,199,466 Ending Balance 25,370,451 22,307,115 - - Expenses and End. Bal. 55,088,882 53,136,027 54,418,819 49,199,466 Summary of Revenues and Expenditures (All Funds Combined) Taxes 27% Licenses and Permits 2% Franchise Fees 3% Intergovt'l 7% Fines and Forfeits 2% Charges for goods and services 34% Other Financing Sources 11% Misc 7% Transfers In 6% All Funds - Resources by Type of Revenue: 2011-12 Labor and Benefits 26% Supplies and Services 21% Capital Outlay 19% Transfers Out 4% Debt Service 8% Conting'y & Unapprop 21% All Funds - Requirements by Category of Expense: 2011-12 ---PAGE BREAK--- 2011-12 Adopted Budget 26 Actual 2008-09 Actual 2009-10 Budget 2010-11 Budget 2011-12 Beginning Balance 2,574,080 2,290,557 2,293,127 2,427,854 Revenues Taxes 6,912,899 7,180,954 7,200,000 7,495,000 Licenses and Permits 338,803 294,310 293,000 291,000 Franchise Fees 1,015,997 1,060,617 1,061,000 1,035,800 Intergovernmental 523,550 369,680 492,500 853,960 Fines and Forfeits 563,395 743,980 508,000 588,000 Charges for goods and services 462,186 432,854 454,041 521,631 Other Financing Sources 9,576 12,287 419,386 75,000 Misc 179,719 197,314 158,740 140,500 Transfers In - - - 1,800 Total Revenues 10,006,125 10,291,995 10,586,667 11,002,691 Beg. Bal. and Revenues 12,580,205 12,582,552 12,879,794 13,430,545 Expenses Labor and Benefits 7,204,389 6,912,263 7,685,551 7,815,873 Supplies and Services 2,578,746 2,809,717 3,239,415 3,635,400 Capital Outlay 7,235 1,246 39,200 13,364 Transfers Out 629,832 123,259 454,725 426,259 Conting'y & Unapprop - - 1,460,903 1,539,649 Total Expenses 10,420,202 9,846,485 12,879,794 13,430,545 Ending Balance 2,160,003 2,736,068 - - Expenses and End. Bal. 12,580,205 12,582,552 12,879,794 13,430,545 Summary of Revenues and Expenditures (General Fund) Taxes 69% Licenses and Permits 3% Franchise Fees 9% Intergovt'l 7% Fines and Forfeits 5% Charges for goods and services 5% Other Financing Sources 1% Misc 1% General Fund - Resources by Type of Revenue - 2011-2012 Labor and Benefits 57% Supplies and Services 27% Transfers Out 4% Conting'y & Unapprop 12% General Fund - Requirements by Category of Expense - 2011-2012 ---PAGE BREAK--- 2011-12 Adopted Budget 27 Actual 2008-09 Actual 2009-10 Budget 2010-11 Budget 2011-12 001 General Fund 011 - Council & Mayor 39,971 40,892 42,395 44,926 121 - Administration 304,282 271,348 179,457 170,522 131 - City Recorder 83,033 107,675 52,601 53,964 141 - City Attorney 150,872 160,799 156,333 140,333 151 - Finance 262,243 330,101 322,251 320,166 161 - Human Resources - - 47,158 49,668 181 - Court 213,869 192,644 204,931 215,359 211 - Police 5,241,355 5,269,211 5,884,807 6,414,967 311 - Library 1,038,220 1,001,761 1,156,582 1,233,480 421 - Recreation 333,167 347,515 510,522 512,575 431 - Swimming Pool 629,001 628,449 672,182 509,603 499 - Community Services Admin 334,082 324,516 483,501 424,888 511 - Planning 479,450 387,640 365,850 386,507 631 - Maintenance 543,902 546,719 603,096 625,952 199 - Non-departmental 766,756 237,214 737,225 787,986 Contingency & Reserve - - 1,460,903 1,539,649 General Fund Total 10,420,202 9,846,485 12,879,794 13,430,545 092 - General Operating Reserve - - 74,500 73,000 358 - General Fund Capital Improvement 1,014,100 562,240 526,000 332,500 City of Woodburn General Services Budget Summary ---PAGE BREAK--- 2011-12 Adopted Budget 28 General Fund – Revenue Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED General Fund Revenue 2,574,080 2,290,557 2,293,127 Fund Balance 2,461,183 2,427,854 2,427,854 2,427,854 6,912,899 7,180,954 7,200,000 Taxes 7,344,000 7,495,000 7,495,000 7,495,000 338,803 294,310 293,000 Licenses and Permits 291,000 291,000 291,000 291,000 523,550 369,680 492,500 Intergovernmental 428,110 776,710 776,710 853,960 563,395 743,980 508,000 Fines and Forfeits 588,000 588,000 588,000 588,000 462,186 432,854 454,041 Charges for goods and services 535,631 521,631 521,631 521,631 179,719 197,314 158,740 Misc 133,500 140,500 140,500 140,500 - - - Transfers In - 1,800 1,800 1,800 1,015,997 1,060,617 1,061,000 Franchise Fees 1,040,000 1,035,800 1,035,800 1,035,800 9,576 12,287 419,386 Other Financing Sources 75,000 75,000 75,000 75,000 12,580,205 12,582,552 12,879,794 Total Revenues 12,896,424 13,353,295 13,353,295 13,430,545 ACCOUNT DESCRIPTION Revenue Sources and Other Discussion The Property Tax estimate for FY 2011/12 is increased $295,000 over FY 2010/11 projected revenue. Property taxes can grow in two ways: increase in value of existing property and/or the permanent tax rate applied to new construction. Increases in the value of existing property are limited by statute to 3.0% per year. Franchise fees for FY 2011/12 are decreased by $21,000 and include payments from Portland General Electric (PGE), Northwest Natural Gas, Qwest, Datavision, Wave Broadband, United Disposal, and Woodburn Ambulance for use of the City’s rights-of-way. The decrease overall is mainly from the changes in customer usages of utilities (i.e. natural gas) and cable – which has a direct impact of the amount of franchise fees the city receives. Licenses & Permits for FY 2011/12 have decreased just by $2,000. This form of revenue includes Payments in Lieu of Taxes, the local Hotel/Motel Tax, Business License fees, and other license fees. The Fines & Forfeits category consists of $500,000 in court fines collected through the Municipal Court. We have consistently under-budgeted actual income derived from this source. For fiscal year 2011-12 we increased this amount by $80,000 over last FY budget. The remaining amounts include police training surcharge, various towing fees and library fines. Charges for goods and services within the General Fund contain many of the Parks and Recreation fees, all of the Aquatic Center’s charges for admission and memberships, and other charges. ---PAGE BREAK--- 2011-12 Adopted Budget 29 General Fund – Revenue Detail 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED General Fund Department 000 Revenue 2,574,080 2,290,557 2,293,127 Beginning Fund Balance 2,461,183 2,427,854 2,427,854 2,427,854 6,912,899 7,180,954 7,200,000 Property Tax 7,344,000 7,495,000 7,495,000 7,495,000 30,835 26,979 30,000 PILOT 28,000 28,000 28,000 28,000 270,987 214,782 220,000 Hotel/Motel Tax 220,000 220,000 220,000 220,000 - - - 911 Tax - 118,600 118,600 118,600 30,165 47,795 38,000 Business License 38,000 38,000 38,000 38,000 6,815 4,754 2,500 Other License 2,500 2,500 2,500 2,500 - - 2,500 Taxicab Permits 2,500 2,500 2,500 2,500 1,000 - - Filming Permits - - - - 568,945 621,269 600,000 Franchise Fee, PGE 600,000 600,000 600,000 600,000 169,120 145,722 180,000 Franchise Fee, NW Natural 160,000 160,000 160,000 160,000 84,041 84,058 85,000 Franchise Fee, Qwest 84,000 84,000 84,000 84,000 106,651 100,199 105,000 Franchise Fee, United Disposal 105,000 105,000 105,000 105,000 53,101 75,616 65,000 Franchise Fee, Willamette Broadband 65,000 60,800 60,800 60,800 14,354 8,613 10,000 Franchise Fee, Woodburn Ambulance 10,000 10,000 10,000 10,000 19,033 24,698 16,000 Franchise Fee, Gervais Telephone 16,000 16,000 16,000 16,000 179 - - Franchise Fee, Sprint - - - - 572 442 - Preferred LD Franchise - - - - - 46,945 - Federal Grants Indirect - - - - 18,104 8,810 12,000 State Grants 10,000 10,000 10,000 10,000 - - - State Revenue Sharing - 230,000 230,000 230,000 279,176 197,203 270,000 State Liquor Proration 250,000 250,000 250,000 250,000 36,349 28,235 35,000 State Cigarette Tax 33,000 33,000 33,000 33,000 2,272 2,032 2,000 Sale of Documents 1,000 1,000 1,000 1,000 - 1,150 - Sale of Bid Documents - - - - 1,413 12,628 - Recreation Trust - - - - 21,000 22,537 23,500 Rent - Norcom 22,000 22,000 22,000 22,000 - 250 - Adopt a Park Donations - - - - 4,187 - - Sale of Surplus Property - - - - (950) (10,658) - Cash Long and Short - - - - 5,853 109 - Deposit Difference - - - - 22,067 81,048 26,740 Other Miscellaneous Income 25,000 25,000 25,000 25,000 (8,704) - - Fraud Loss - - - - 2,650 - 6,500 Urban Renewal 6,500 6,500 6,500 6,500 - - 340,966 Interfund Loan Proceeds - - - - 9,576 12,287 78,420 Reimbursements 75,000 75,000 75,000 75,000 10,388 13,350 9,000 Lien Search 9,000 9,000 9,000 9,000 52,969 52,575 45,000 Interest from Investments 25,000 25,000 25,000 25,000 487,459 689,258 420,000 Court Fine 500,000 500,000 500,000 500,000 - 6 - Cash Long and Short - - - - 50,172 51,000 Federal Grants 36,610 36,610 36,610 36,610 Federal Grants Indirect 77,250 48,360 9,405 45,000 State Grants 20,000 20,000 20,000 20,000 - - 2,631 Police Reimbursements 2,631 2,631 2,631 2,631 63,908 536 45,000 Reimbursements SD 45,000 45,000 45,000 45,000 12,079 (4,143) 23,000 Police Training Surcharge 23,000 23,000 23,000 23,000 51,656 45,048 52,000 Towing Fee 52,000 52,000 52,000 52,000 330 - 1,000 Alarm Fee 1,000 1,000 1,000 1,000 25,533 100 5,000 Donations Police 5,000 5,000 5,000 5,000 1,665 - - Sale of Surplus Property - - - - 5,507 2,178 - Other Miscellaneous Income - - - - - - 17,000 Reimbursements 17,000 17,000 17,000 17,000 - 2,400 5,000 Reimbursements - Training 5,000 5,000 5,000 5,000 87,044 75,060 75,000 Regional Library Services 75,000 75,000 75,000 75,000 4,346 4,021 4,500 Ready to Read Grant 3,500 3,500 3,500 3,500 3,561 3,381 4,000 Rural Readers' Fees 4,000 4,000 4,000 4,000 60 - - Museum Admission - - - - 11,871 13,817 12,000 Library Fines 12,000 12,000 12,000 12,000 20,052 166 - Donations - Library - - - - 150 - - Donations - Museum - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 30 General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 1,718 3,834 2,000 Lost Book Revenue 2,000 2,000 2,000 2,000 16,519 18,711 21,000 Youth Sports 24,000 24,000 24,000 24,000 18,449 24,375 26,000 Adult Sports 35,000 35,000 35,000 35,000 25,081 28,191 25,000 Youth Program 23,000 23,000 23,000 23,000 5,500 3,229 1,000 Administration 1,000 1,000 1,000 1,000 9,205 1,056 - Adult Program - - - - 1,475 7,711 9,000 Sponsorship Revenue 5,000 5,000 5,000 5,000 258 1,438 200 Teen Program Revenue - - - - 61,553 42,688 49,000 After School Club 50,000 50,000 50,000 50,000 - 23,500 500 Arts & Culture Revenue - - - - (600) 6,297 6,820 Active Adult 12,000 13,000 13,000 13,000 700 3,130 - Event Admission - - - - - 1,000 30,000 Fiesta Events - - - - - 2,050 - Events - Parks - - - - 4,656 - - Police Athletic Association - - - - 6,600 - - Land o Frost Grant - - - - - - 22,000 PAL - Teen Program Grant 23,000 30,000 30,000 30,000 7,214 6,465 7,500 Resale of Merchandise 15,000 13,000 13,000 13,000 15,823 14,219 15,000 Concession Sales 20,000 17,000 17,000 17,000 83,208 79,705 82,000 Pool Admission 102,000 97,000 97,000 97,000 30,632 31,502 29,000 Pool Memberships 47,000 45,000 45,000 45,000 10,055 10,029 10,000 Pool Rentals 15,000 15,000 15,000 15,000 52,640 48,855 50,000 Swim Lessons 50,000 47,000 47,000 47,000 - - - Sponsorships 7,000 7,000 7,000 7,000 - - - Fitness Classes 10,000 10,000 10,000 10,000 - - - Towels/Misc 4,000 4,000 4,000 4,000 10 37 - Cash Long and Short - - - - 10,071 24,250 4,000 Facility Rental 2,000 2,000 2,000 2,000 - 624 - Donations - Parks - - - - 10,518 10,924 7,905 T&E Planning Development Fee 13,000 13,000 13,000 13,000 36,040 52,563 23,485 Planning Fees 42,000 42,000 42,000 42,000 - - - Transfer - Central Stores - 1,800 1,800 1,800 12,580,205 12,582,552 12,879,794 REVENUE TOTAL 12,896,424 13,353,295 13,353,295 13,430,545 ---PAGE BREAK--- 2011-12 Adopted Budget 31 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General - 001 DEPARTMENT/DEPARTMENT NUMBER: City Council - 011 DEPARTMENT DIRECTOR: Scott Derickson DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Ignacio Palacios DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This department budget is to account for the various costs incurred by the Mayor and city Council. Among those costs are the following: office space and equipment overhead for Mayor and Council, meeting expenses, community outreach and Mayor and Council payroll expenses. Primary duties of the Council include: • Pursuant to Section 6, Woodburn Charter of 1982 “except as this charter provides otherwise, all powers of the city shall be vested in the council;” • The City council is responsible for determining the direction and priorities of City government. The full Council is composed of an elected Mayor and six elected City Councilors; • Pursuant to Section 13, Woodburn Charter of 1982, the City Council is required to “hold a regular meeting at least once each month in the city at a time and place which it designates.” The regular meetings are generally held on the second and fourth Monday of each month in the City Hall at 7:00 pm; • The Mayor and City Council individually represent the City by their membership on regional forums and civic organizations. Department Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Council & Mayor 2,591 2,524 2,637 Labor and Benefits 2,627 2,629 2,629 2,629 37,380 38,369 39,758 Supplies and Services 41,910 42,297 42,297 42,297 39,971 40,892 42,395 Council & Mayor Total 44,537 44,926 44,926 44,926 ACCOUNT DESCRIPTION No significant changes over the prior year. Stipends for the City Council and Mayor are budgeted here and related council expenditures. ---PAGE BREAK--- 2011-12 Adopted Budget 32 Department Detail General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 011 - Council & Mayor Program 1111 - Legislative Labor and Benefits 2,400 2,350 2,400 Regular Salaries 2,400 2,400 2,400 2,400 6 2 6 Workers' Comp 5 7 7 7 184 169 184 Social Security 184 184 184 184 - - 40 Retirement 30 30 30 30 1 3 7 Unemployment Insurance 8 8 8 8 2,591 2,524 2,637 Total Legislative Labor and Benefits 2,627 2,629 2,629 2,629 Supplies and Services - 58 1,000 Computer Supplies 800 800 800 800 354 12 1,000 Other Office Supplies 800 800 800 800 - - 1,000 Flowering Plants 1,000 1,000 1,000 1,000 - 20 500 Other Professional Services 500 500 500 500 56 59 100 Telephone 100 100 100 100 18 - 50 Postage 60 60 60 60 21,173 23,104 22,102 IS Support 23,500 20,960 20,960 20,960 718 669 500 Lodging 500 500 500 500 63 47 100 Meals 100 100 100 100 - 120 200 Mileage 100 100 100 100 360 1,000 - Airfare - - - - 10,138 11,574 12,256 Internal Rent 13,500 16,427 16,427 16,427 139 - 150 Dues & Subscriptions 150 150 150 150 4,361 - 700 Registrations 700 700 700 700 - 470 100 Printing & Binding 100 100 100 100 37,380 37,134 39,758 Total Legislative Supplies & Serv 41,910 42,297 42,297 42,297 39,971 39,658 42,395 Total Legislative Program 44,537 44,926 44,926 44,926 Program 1112 - Livability Supplies & Services - - - Other Office Supplies - - - - - - - Other Operating Supplies - - - - - 1,235 - Flowering Plants - - - - - 1,235 - Total Livability Program - - - - 37,380 38,369 39,758 Total Supplies & Services 41,910 42,297 42,297 42,297 39,971 40,893 42,395 Total Council & Mayor Department 44,537 44,926 44,926 44,926 ---PAGE BREAK--- 2011-12 Adopted Budget 33 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General - 001 DEPARTMENT/DEPARTMENT NUMBER: City Administrator - 121 DEPARTMENT DIRECTOR: Scott Derickson DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Ignacio Palacios DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: Section 21, Woodburn Charter of 1982, generally defines the function of the City Administrator as being “the administrative head of the government of the city.” The Charter specifically defines the powers and duties as: • Advising the Council of the “affairs and needs of the city;” • Ensuring that “all ordinance are enforced and that the provisions of franchises, leases, contracts, permits and privileges granted by the city are observed;” • Appointment and removal of “all city officers and employees” and general supervision and control over them and their work;” • Acting as “purchasing agent for…the city;” • “Supervision…of all public utilities owned and operated by the city, and…general supervision over all city property;” and • “Other duties” required the Charter or City Council DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The department consists of 1.4 FTE responsible for carrying the duties listed above. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Continue to work to improve community relations • Completion of Woodburn Police Department facility • DEQ loan secured for sewer improvements • Continue to improve and enhance management team for improved efficiencies in city services and community relations • Encourage public/civic participation with various community organizations by department heads • Successful small loan to Fleet West Sales • Deliver quality services under current economic conditions and declining/flat revenues • Encourage ‘team’ approach to city management amongst department head staff • Open communication and transparency with community groups • Overhaul of Finance Department and financial policies and procedures DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Continued community outreach and improvement of community relations • Continued support of management team and assisting departments as needed • Completion of Water Chlorination project • Implementation of 5th Street Opening project • Close monitoring of city finances to ensure accountability over limited city resources • Continued support for I-5 Interchange Project and implementation ---PAGE BREAK--- 2011-12 Adopted Budget 34 • Work closely with Finance Director in ensuring stable financing of city services as possible DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: No significant differences – City goals continue to be evaluated and enhanced to ensure efficient and quality delivery of city services. Department Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Administration 225,754 212,155 143,932 Labor and Benefits 126,287 125,125 125,125 125,125 78,528 59,193 35,525 Supplies and Services 39,550 45,397 45,397 45,397 304,282 271,348 179,457 Administration Total 165,837 170,522 170,522 170,522 ACCOUNT DESCRIPTION The Finance department continues to evaluate the allocation of overhead cost for City Administrative staff (including the City Administrator). The reduction in personnel costs is the continued evaluation of those charges and on-going changes made to the allocation in the current fiscal year. Increases in Materials and Services (28.0%) are due to increases to Building Maintenance and IS support charges. ---PAGE BREAK--- 2011-12 Adopted Budget 35 Department Detail General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 121 Administration Program 1211 Executive Labor and Benefits 222,193 268,177 102,755 Regular Salaries 90,516 89,774 89,774 89,774 647 60 300 Overtime - - - - (165,857) (173,348) - Intra-governmental - - - - 960 311 31 Workers' Comp 28 28 28 28 17,432 19,099 7,861 Social Security 6,924 6,868 6,868 6,868 24,832 26,484 15,416 Medical & Dental Insurance 6,833 6,656 6,656 6,656 39,740 41,024 16,589 Retirement 21,122 20,943 20,943 20,943 850 1,024 413 Long Term Disability Insurance 364 361 361 361 446 507 308 Unemployment Insurance 272 269 269 269 990 837 259 Life Insurance 228 226 226 226 142,233 184,174 143,932 Total Executive Labor & Benefits 126,287 125,125 125,125 125,125 114 114 100 Books 100 100 100 100 80 37 100 Computer Supplies 100 100 100 100 3,505 2,981 2,000 Other Office Supplies 3,000 3,000 3,000 3,000 278 308 - Other Operating Supplies - - - - - 2,133 - Management - - - - - - - Medical - - - - - - - Human Resources - - - - 2,963 1,350 3,000 Other Professional Services 2,000 2,000 2,000 2,000 341 248 250 Telephone 250 250 250 250 412 398 400 Postage 300 300 300 300 20 84 150 Advertising 150 150 150 150 7,724 9,994 9,670 IS Support 10,800 15,720 15,720 15,720 - 1,059 600 Lodging 1,000 1,000 1,000 1,000 322 351 400 Meals 300 300 300 300 36 353 500 Mileage 400 400 400 400 - 1,413 800 Airfare 400 400 400 400 - 24 - Other Travel - - - - 15,207 17,362 13,555 Internal Rent 15,500 16,427 16,427 16,427 - - - Workers' Comp - - - - - - - General Liability Insurance - - - - 2,445 2,106 2,000 Dues & Subscriptions 3,500 3,500 3,500 3,500 2,037 1,861 1,500 Registrations 1,500 1,500 1,500 1,500 - 3,727 500 Printing & Binding 250 250 250 250 25,111 - - Other Services - - - - - - - Computing - - - - 60,595 45,902 35,525 Total Executive Supplies & Serv 39,550 45,397 45,397 45,397 202,828 230,076 179,457 Total Executive Program 165,837 170,522 170,522 170,522 ---PAGE BREAK--- 2011-12 Adopted Budget 36 General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Program 1214 - Community Relations Labor and Benefits 59,676 22,527 - Regular Salaries - - - - 244 2 - Workers' Comp - - - - 4,338 1,692 - Social Security - - - - 12,282 2,086 - Medical & Dental Insurance - - - - 6,439 1,557 - Retirement - - - - 191 41 - Long Term Disability Insurance - - - - 119 39 - Unemployment Insurance - - - - 231 37 - Life Insurance - - - - 83,520 27,982 - Total Comm Rel Labor & Benefits - - - - Supplies & Services 3,000 1,824 - Postage - - - - 2,530 2,466 - IS Support - - - - 12,404 9,001 - Printing & Binding - - - - 17,934 13,291 - Total Comm Rel Supplies & Serv - - - - 101,454 41,272 - Total Comm Rel Program - - - - 304,282 271,348 179,457 Total Administration Department 165,837 170,522 170,522 170,522 ---PAGE BREAK--- 2011-12 Adopted Budget 37 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General Fund - 001 DEPARTMENT/DEPARTMENT NUMBER: City Recorder - 131 DEPARTMENT DIRECTOR: Christina Shearer DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Christina Shearer DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The City Recorders office is responsible for a variety of administrative activities including records management, Council meeting administration, and legislation 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. Finally, the City Recorder performs a variety of special project activities in areas such as payroll, finance, and personnel. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The City Reorders office is staffed by one full time employee – the City Recorder. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Completed retroactive correction of PERS records for FY2009, FY2010 • Established electronic PERS upload capability • Established contract tracking system DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Continue review of archived records for destruction • Explore expanded use of electronic records. DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: Change time allocation to: 45% Recorder, 30% Risk Management, and 25% Special Projects Department Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED City Recorder 63,066 83,499 34,467 Labor and Benefits 39,642 31,524 31,524 31,821 18,567 22,930 18,134 Supplies and Services 20,534 22,143 22,143 22,143 1,400 1,246 - Capital Outlay - - - - 83,033 107,675 52,601 City Recorder Total 60,176 53,667 53,667 53,964 ACCOUNT DESCRIPTION The Finance department continues to evaluate the allocation of overhead cost for City Administrative staff (including the City Recorder). The reduction in personnel costs is the continued evaluation of those charges and on-going changes made to the allocation in the current fiscal year. Increases in Materials and Services (22.0%) are due to increases to Building Maintenance charges. ---PAGE BREAK--- 2011-12 Adopted Budget 38 Department Detail General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Dept 131 - City Recorder Program 1311 - Personnel Labor and Benefits 12,952 45,815 - Regular Salaries - - - - - (53,661) - Intra-governmental - - - - 37 48 - Workers' Comp - - - - 980 3,102 - Social Security - - - - 1,946 6,138 - Medical & Dental Insurance - - - - 1,471 3,044 - Retirement - - - - 41 207 - Long Term Disability Insurance - - - - 26 82 - Unemployment Insurance - - - - 50 158 - Life Insurance - - - - 17,503 4,933 - Total City Recorder Labor & Benefits - - - - Supplies & Services 477 2,998 - Other Office Supplies - - - - - 230 - Advertising - - - - 34 44 - Mileage - - - - 6,336 7,234 - Internal Rent - - - - 90 - - Equipment Repair - - - - 70 420 - Registrations - - - - 7,007 10,926 - Total City Recorder Supplies & Serv - - - - Capital Outlay 1,400 1,246 - Computing - - - - 1,400 1,246 - Total City Recorder Capital Outlay - - - - 25,910 17,105 - Total City Recorder Program - - - - Program 1531 - Records Labor and Benefits 100,330 154,315 22,405 Regular Salaries 25,534 20,368 20,368 20,665 (94,213) (120,978) - Intra-governmental - - - - 218 101 12 Workers' Comp 13 12 12 12 7,848 8,396 1,714 Social Security 1,953 1,558 1,558 1,558 8,602 16,614 7,196 Medical & Dental Insurance 6,218 4,982 4,982 4,982 21,868 19,378 2,826 Retirement 5,462 4,410 4,410 4,410 322 265 90 Long Term Disability Insurance 103 82 82 82 201 260 67 Unemployment Insurance 77 61 61 61 387 214 157 Life Insurance 282 51 51 51 45,563 78,565 34,467 Total Records Labor & Benefits 39,642 31,524 31,524 31,821 ---PAGE BREAK--- 2011-12 Adopted Budget 39 General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 1,669 1,744 5,250 Other Office Supplies 4,250 4,250 4,250 4,250 - 167 - Other Supplies - - - - 102 109 200 Telephone 200 200 200 200 152 112 200 Postage 200 200 200 200 8,957 7,528 4,144 IS Support 4,144 4,144 4,144 4,144 - 450 810 Lodging 810 500 500 500 147 226 700 Mileage 100 100 100 100 - - 3,830 Internal Rent 3,830 5,749 5,749 5,749 170 - 2,000 Equipment Repair 2,000 2,000 2,000 2,000 50 - - Dues & Subscriptions - - - - - 775 - Registrations 1,500 1,500 1,500 1,500 313 894 1,000 Other Services 3,500 3,500 3,500 3,500 11,560 12,004 18,134 Total Records Supplies & Serv 20,534 22,143 22,143 22,143 57,123 90,570 52,601 Total Records Program 60,176 53,667 53,667 53,964 83,033 107,675 52,601 Total City Recorder Department 60,176 53,667 53,667 53,964 ---PAGE BREAK--- 2011-12 Adopted Budget 40 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General Fund - 001 DEPARTMENT/DEPARTMENT NUMBER: City Attorney - 141 DEPARTMENT DIRECTOR: N. Robert Shields DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: N. Robert Shields DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The City Attorney provides to the City a wide range of professional legal services with emphasis on the specialized field of municipal law. This includes: giving 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 the City Attorney, Assistant City Attorney, and an Executive/Legal Assistant, a position that is shared with the City Administrator. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • The City’s Urban Growth Boundary expansion case was remanded back to the Land Conservation and Development Commission (LCDC) by the Oregon Court of Appeals. In January, LCDC voted to again approve the City’s expansion. Another appeal of this decision is likely. • Access to city ordinances was significantly improved and amendments are now incorporated on an ongoing basis. • As part of the Human Resources Working Group, a formal and centralized HR Department with policies and procedures was developed. • A new sign ordinance was adopted. • The Photo Red Light agreement was finalized and is awaiting implementation by the vendor. • Timely legal advice and services to the City Council and departments to enable them to achieve their goals and objectives. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Defend the City’s Urban Growth Boundary expansion in the Oregon Court of Appeals. • Negotiate a new Collective Bargaining Agreement with the Woodburn Police Association. • Continue legal support to the Economic and Community Development Department for amendment of the Woodburn Zoning Ordinance (WDO). • Assist in the recruitment of a new Human Resources Director and provide support to the Human Resources Department. • Continue to provide timely legal advice and services to the City Council and departments to enable them to achieve their goals and objectives. DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • The recent departure of the Human Resources Director presents a challenge and will significantly impact establishing this new department and negotiating with the police union. ---PAGE BREAK--- 2011-12 Adopted Budget 41 • On the positive side, the possibility that the Urban Growth Boundary expansion could be completed has the potential of providing a substantial economic stimulus to the local economy. Department Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED City Attorney 121,892 128,045 115,752 Labor and Benefits 97,287 97,974 97,974 97,974 28,981 32,754 40,581 Supplies and Services 40,581 42,359 42,359 42,359 150,872 160,799 156,333 City Attorney Total 137,868 140,333 140,333 140,333 ACCOUNT DESCRIPTION The Finance department continues to evaluate the allocation of overhead cost for City Administrative staff (including the City Attorney). The reduction in personnel costs is the continued evaluation of those charges and on-going changes made to the allocation in the current fiscal year. Increases in Materials and Services are due to increases to Building Maintenance charges. Department Detail General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 141 - City Attorney Program 1411 - Legislative Labor and Benefits 182,066 182,002 77,800 Regular Salaries 67,514 68,032 68,032 68,032 (144,769) (130,639) - Intra-governmental - - - - 378 145 33 Workers' Comp 30 30 30 30 13,413 13,554 5,952 Social Security 5,165 5,204 5,204 5,204 22,465 23,990 17,940 Medical & Dental Insurance 6,815 6,815 6,815 6,815 46,689 37,377 13,233 Retirement 17,054 17,180 17,180 17,180 585 698 313 Long Term Disability Insurance 271 273 273 273 364 347 233 Unemployment Insurance 203 204 204 204 702 572 248 Life Insurance 235 236 236 236 121,893 128,045 115,752 Total Legislative Labor & Benefits 97,287 97,974 97,974 97,974 Supplies & Services 5,713 7,632 8,600 Books 8,500 8,500 8,500 8,500 519 485 850 Other Office Supplies 550 500 500 500 4 164 - Other Supplies - - - - - 72 2,000 Legal 2,000 3,000 3,000 3,000 1,220 1,206 2,400 Telephone 2,400 1,500 1,500 1,500 24 2 200 Postage 200 200 200 200 7,724 7,528 8,288 IS Support 8,288 7,860 7,860 7,860 822 1,964 1,650 Lodging 1,650 1,500 1,500 1,500 15 41 700 Meals 400 600 600 600 120 182 500 Mileage 1,200 1,000 1,000 1,000 485 238 600 Airfare 600 500 500 500 7,604 8,681 9,193 Internal Rent 9,193 11,499 11,499 11,499 15 - 200 Equipment Repair 200 200 200 200 2,269 2,089 2,400 Dues & Subscriptions 2,400 2,500 2,500 2,500 2,330 2,090 2,500 Registrations 2,500 2,500 2,500 2,500 116 381 500 Court Costs 500 500 500 500 28,980 32,754 40,581 Total Legislative Supplies & Serv 40,581 42,359 42,359 42,359 150,873 160,799 156,333 141 - City Attorney Totals 137,868 140,333 140,333 140,333 ---PAGE BREAK--- 2011-12 Adopted Budget 42 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General - 001 DEPARTMENT/DEPARTMENT NUMBER: Finance - 151 DEPARTMENT DIRECTOR: Ignacio Palacios DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Ignacio Palacios DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The Finance Department provides coordination and direction of the accounting and financial management services of the City. This includes, but is not limited to, directing, monitoring and controlling an effective financial accounting system, controlling the assets and financial operations of the City and providing a framework for financial planning and analysis to support the operation and management of all City departments. The Finance Department also processes and maintains the City’s general ledger, utility billing, accounts receivable, accounts payable, fixed assets and payroll systems. In addition, the Finance Department functions as a ‘financial services’ provider to the City’s departments as needed (for example assisting in procuring new financing packages, project accounting, etc.) DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The department consists of five staff members including one director who are responsible for carrying the duties listed above. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Hire new Senior Accountant Position • DEQ loan secured for sewer improvements • Improved communication and dissemination of financial information to city departments and interested parties • Improvements to budget forms and requests process • Centralization of cash receipting function • Deposit city funds on a daily basis • Improved cash handling procedures • Improved communication between finance and various city departments • Cross training of various finance functions across all finance staff • Payroll processing • Taxicab permitting implementation DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Continuation of review, update and implement improved internal controls across city departments • Implement/upgrade current accounting system (scheduled to be completed by March 2012) • Department remodel for increased workflow efficiencies and staff security • Restructuring of City’s long term debt for improved accounting efficiencies and savings • Simplify budget forms and requests process ---PAGE BREAK--- 2011-12 Adopted Budget 43 • Continued staff training for improvements in workflow, customer service and internal control • Draft 2011-2012 Financial Report in-house • Form Budget Advisory Committee (from public members of Budget Committee) to provide input and policy direction for city budget • Implement mid-year review for Budget Advisory Committee • Provide timely and useful financial reporting to city departments and the public • Eliminate the usage of ‘programs’ for accounting simplification • Review of existing fund structure to eliminate and/or consolidate unneeded funds • Staff cross-training of various finance functions to improve efficiency DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • Seek to centralize accounting function of city finances • Upgrade to City’s current accounting system • Improvements to special assessments accounting and timely billing • Improved customer service to external and internal customers • Improved understanding of Woodburn’s finance structure • Successful implementation of payroll processing back in-house • Submit City’s 2011-12 budget and CAFR for review by the GFOA • Implementation of desk manuals for key finance processes Department Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Finance 167,593 163,903 126,998 Labor and Benefits 104,710 104,696 104,696 105,608 94,649 166,199 195,253 Supplies and Services 200,950 214,558 214,558 214,558 262,243 330,101 322,251 Finance Total 305,660 319,254 319,254 320,166 ACCOUNT DESCRIPTION The Finance department continues to evaluate the allocation of overhead cost for City Administrative staff (including the City Attorney). The reduction in personnel costs is the continued evaluation of those charges and on-going changes made to the allocation in the current fiscal year. Increases in Materials and Services (10.0%) are due to increases to Building Maintenance and IS Support charges. ---PAGE BREAK--- 2011-12 Adopted Budget 44 Department Detail General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 151 - Finance Program 1511 - Finance Labor and Benefits 266,025 275,871 83,848 Regular Salaries 73,586 73,735 73,735 74,647 367 - - Part-Time Salaries - - - - 1,063 664 1,000 Overtime 500 500 500 500 (199,208) (198,432) - Intra-governmental - - - - 785 289 43 Workers' Comp 35 35 35 35 19,897 18,936 6,414 Social Security 5,668 5,679 5,679 5,679 43,044 42,589 25,057 Medical & Dental Insurance 9,084 8,908 8,908 8,908 33,234 22,030 9,836 Retirement 15,130 15,131 15,131 15,131 855 824 337 Long Term Disability Insurance 298 298 298 298 535 487 252 Unemployment Insurance 222 223 223 223 995 647 211 Life Insurance 187 187 187 187 167,592 163,903 126,998 Total Finance Labor & Benefits 104,710 104,696 104,696 105,608 Supplies & Services 875 44 2,000 Computer Supplies 2,000 2,000 2,000 2,000 6,519 7,636 10,000 Other Office Supplies 10,000 10,000 10,000 10,000 16,119 11,514 34,000 Accounting/Audit Services 34,000 34,000 34,000 34,000 - 69 - Medical - - - - - 210 - Human Resources - - - - 1,647 24,169 9,000 Other Professional Services 12,000 12,000 12,000 12,000 173 184 500 Telephone 500 500 500 500 354 588 1,000 Postage 800 800 800 800 405 - - Advertising - - - - - - 2,000 Training 2,500 4,000 4,000 4,000 33,290 35,044 38,679 IS Support 42,000 44,540 44,540 44,540 4,610 5,460 7,500 Other Communication Services 7,000 7,500 7,500 7,500 147 255 - Mileage - - - - - - 1,500 Other Travel 1,500 2,000 2,000 2,000 26,613 30,383 32,174 Internal Rent 35,000 41,068 41,068 41,068 303 155 500 Solid Waste 500 500 500 500 387 283 500 Auto 500 500 500 500 375 375 400 Employee Blanket Bond 400 400 400 400 614 100 500 Dues & Subscriptions 750 750 750 750 100 142 - Registrations - - - - 1,121 2,815 3,000 Printing & Binding 2,500 3,000 3,000 3,000 999 807 - Other Services 1,000 1,000 1,000 1,000 - 45,967 52,000 Bank Fees 48,000 50,000 50,000 50,000 94,651 166,199 195,253 Total Finance Supplies & Serv 200,950 214,558 214,558 214,558 262,243 330,101 322,251 Total Finance Department 305,660 319,254 319,254 320,166 ---PAGE BREAK--- 2011-12 Adopted Budget 45 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General Fund - 001 DEPARTMENT/DEPARTMENT NUMBER: Human Resources - 161 DEPARTMENT DIRECTOR: Vacant DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Sarah Jo Chaplen DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: To provide centralized human resources services and responsive customer service in support of the employees, department heads and city administrator. The department is responsible for a full range of comprehensive human resources services and programs to enhance the efficiency and effectiveness of the organization including: recruitment and selection, classification and compensation systems, benefit administration, ADA compliance, employee/labor relations, citywide training, personnel policy development and administration, personnel record management, and recognition. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: 2 employees: 1-HR Director 1-HR Assistant (Actual classification: Administrative Assistant) DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Complete development and implementation of HR Department and programs. • Revision of Employee Manual. • Focus on containment of healthcare costs DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: Department formed as part of organizational changes in fiscal year 2010-2011. Department Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Human Resources - - 10,661 Labor and Benefits 11,990 11,990 11,990 11,990 - - 36,497 Supplies and Services 35,500 37,678 37,678 37,678 - - 47,158 Human Resources Total 47,490 49,668 49,668 49,668 ACCOUNT DESCRIPTION The Human Resources department was created in FY 2010-2011 to centralize the function and address human resources management needs. The department is comprised of a Director and an assistant. There are no significant changes to the department over the prior year. ---PAGE BREAK--- 2011-12 Adopted Budget 46 Department Detail General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 161 - Human Resources Program 1611 Labor and Benefits - - 7,115 Regular Salaries 7,665 7,665 7,665 7,665 - - 3 Workers' Comp 4 4 4 4 - - 544 Social Security 586 586 586 586 - - 1,765 Medical & Dental Insurance 1,805 1,805 1,805 1,805 - - 1,166 Retirement 1,857 1,857 1,857 1,857 - - 29 Long Term Disability Insurance 31 31 31 31 - - 21 Unemployment Insurance 23 23 23 23 - - 18 Life Insurance 19 19 19 19 - - 10,661 Total Human Resources Labor & Benefits 11,990 11,990 11,990 11,990 Supplies & Services - - 75 Forms - - - - - - 50 Books 50 50 50 50 - - 100 Comp Sup - - - - - - 4,500 Other Office Supplies 6,700 6,700 6,700 6,700 - - 2,166 Other Operating Supplies - - - - - - 1,500 Management 1,500 1,500 1,500 1,500 - - 2,000 Human Resources 2,000 2,000 2,000 2,000 - - 3,740 Other Professional Services 2,000 2,000 2,000 2,000 - - 266 Telephone 200 200 200 200 - - 300 Postage 200 200 200 200 - - 200 Advertising 300 300 300 300 - - 8,288 IS Support 9,350 9,350 9,350 9,350 - - 510 Lodging 500 500 500 500 - - 50 Meals 100 100 100 100 - - 250 Mileage 200 200 200 200 - - 242 Airfare 400 400 400 400 - - 7,660 Internal Rent 8,500 10,678 10,678 10,678 - - 200 Equipment Repair - - - - - - 1,000 Dues & Subscriptions 1,000 1,000 1,000 1,000 - - 1,400 Registrations 1,000 1,000 1,000 1,000 - - 500 Printing & Binding 500 500 500 500 - - 1,500 Other Services 1,000 1,000 1,000 1,000 - - 36,497 Total Human Res. Supplies & Serv 35,500 37,678 37,678 37,678 - - 47,158 Total Human Resource Department 47,490 49,668 49,668 49,668 ---PAGE BREAK--- 2011-12 Adopted Budget 47 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General - 001 DEPARTMENT/DEPARTMENT NUMBER: Municipal Court - 181 DEPARTMENT DIRECTOR: Ignacio Palacios DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Ignacio Palacios DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The City’s Municipal Court provides for the adjudication of minor traffic violations, is responsible for processing all citations and violations issued by the Woodburn Police Department and is responsible for processing code violations issued by the City’s Code Enforcement Department. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The Municipal Court is staffed by two court clerks, a part-time Judge, and is overseen by the Finance Director DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Hire municipal court clerk • Improved security with addition of new cameras • Streamlining of collections processes • Addition of court bailiffs during court sessions DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Implementation of new court software • Cross-training of key personnel – including provisions for backup coverage by Finance staff DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: The court has had a complete turnover in personnel during FY 2010-2011. The turnover in personnel was used it as an opportunity to improve court security, internal controls and improve the court’s cross-training with back up provided by the Finance Department. Department Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Municipal Court 179,975 152,160 154,495 Labor and Benefits 163,818 169,543 169,543 169,953 33,895 40,484 44,436 Supplies and Services 44,770 45,406 45,406 45,406 - - 6,000 Capital Outlay - - - - 213,869 192,644 204,931 Court Total 208,588 214,949 214,949 215,359 ACCOUNT DESCRIPTION Changes in personnel over the prior year (10.0%) are due to the additional of part-time bailiffs to the court and a part-time position to assist with coverage during a scheduled full-time employee absence. ---PAGE BREAK--- 2011-12 Adopted Budget 48 Department Detail General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 181 - Court Program 1811 - Judicial Labor and Benefits 112,244 105,653 87,428 Regular Salaries 87,420 87,420 87,420 87,830 10,718 4,418 15,600 Part-Time Salaries 15,600 20,914 20,914 20,914 928 1,005 1,500 Overtime 1,000 1,000 1,000 1,000 3,140 4,334 - Intra-governmental - - - - 352 124 77 Workers' Comp 115 119 119 119 8,914 7,973 7,882 Social Security 7,957 8,364 8,364 8,364 29,078 21,499 31,640 Medical & Dental Insurance 33,365 33,365 33,365 33,365 13,616 6,368 9,349 Retirement 17,338 17,338 17,338 17,338 337 317 414 Long Term Disability Insurance 418 418 418 418 248 209 309 Unemployment Insurance 312 312 312 312 398 261 296 Life Insurance 293 293 293 293 179,973 152,160 154,495 Total Court Labor & Benefits 163,818 169,543 169,543 169,953 Supplies & Services 5,449 6,659 7,300 Other Office Supplies 7,200 7,200 7,200 7,200 - 69 - Human Resources - - - - - 205 3,000 Other Professional Services - 1,500 1,500 1,500 112 119 200 Telephone 170 170 170 170 2,524 2,772 2,000 Postage 2,000 2,000 2,000 2,000 - 726 500 Advertising 300 300 300 300 10,119 9,864 11,051 IS Support 13,000 10,480 10,480 10,480 3,773 4,959 4,100 Other Communication Services 5,000 5,000 5,000 5,000 - 930 1,000 Lodging - - - - - 18 - Meals - - - - - 199 - Mileage - - - - - - - Other Travel 1,000 1,000 1,000 1,000 4,800 5,900 7,000 Software 7,200 7,200 7,200 7,200 6,336 7,234 7,660 Internal Rent 8,200 9,856 9,856 9,856 - 125 125 Dues & Subscriptions 200 200 200 200 621 475 500 Registrations 500 500 500 500 162 231 - Other Services - - - - 33,896 40,484 44,436 Total Court Supplies & Serv 44,770 45,406 45,406 45,406 Capital Outlay - - 6,000 Computing - - - - - - 6,000 Total Capital Outlay - - - - 213,869 192,644 204,931 Total Municipal Court Department 208,588 214,949 214,949 215,359 ---PAGE BREAK--- 2011-12 Adopted Budget 49 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General Fund - 001 DEPARTMENT/DEPARTMENT NUMBER: Police - 211 DEPARTMENT DIRECTOR: Scott D. Russell DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: Woodburn Police Facility PERSON PREPARING THIS FORM: Scott D. Russell DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The police program provides 24-hour-a-day, 7-days-per-week law enforcement coverage, and 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: 32 Sworn Police Officers 8 Civilian Support Staff DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Administration - Maintained high levels of service and community protection - Provided strong leadership increasing overall support, morale, and general health of the members of the department following an officer involved shooting and the Bombing Trial - Towing RFP Completed and enacted with contracts to be awarded in March 2011and includes significant requirements and regulation of firms wishing to enter into a contract with the City for police tows and City Tows. It seeks to gain the best service and value possible for public and the City when either are in need towing services - Obtained USDOJ Byrne Grant to rehabilitate our aging evidence gathering/tactical negotiations trailer and update it with communication gear to assist in emergency management and be used along with the mobile command post - Assisted Finance & Legal Departments with implementation and enforcement of Taxi Ordinance - Department Annual Awards presented - Filled all vacant officer positions with qualified lateral candidates - Police Chief returned to full time duty - Leadership training for all ranks beginning with Corporal - Completed emergency procedure packets establishing their wishes in the event of an injury or death, named liaison officer for each family, and scheduled required CISM training for liaison officers - Scheduled training for family members in dealing with stress of police family life and trauma • Patrol Division - Any available officers were assigned to District 2 (Downtown) patrols in summer months - Began utilizing Information Based Policing program at patrol level with daily assignments based on real time crime analysis and mapping - Assisted Traffic Unit with neighborhood traffic enforcement details ---PAGE BREAK--- 2011-12 Adopted Budget 50 - Continued holding District Meetings and increased Neighborhood Watch programs and community events including National Night Out and participation in the Historic Downtown Neighborhood Association - Conducted targeted gang enforcement details with Juvenile Probation tracker program and assisted Metro Gang Strike Force in operations - Numerous major cases resolved through field contacts conducted by patrol officers - Three Officers recognized for efforts to rescue victim of a major traffic crash that had crawled away from scene in life threatening condition - Participated with the public in obtaining a greater than 30% reduction in index crimes during 2010 • Tactical Unit - Served numerous search warrants obtained by both Divisions - Responded to several barricaded subject calls and resolved them all peacefully - Conducted training with OSP SWAT - Developed resources from local agencies to assist team - Advanced training for perimeter unit, and tactical medics - Trained and deployed Crisis Negotiation Unit Tactical Unit: - Prepared and conducted a 40 hour Basic Tactical Operator Course for over 25 tactical officers from the area. - Tactical Team deployment with a K-9 training and implementation. - Perimeter Team definition and deployment began - Crisis Negotiation Unit vehicle / Negotiation Operations Center vehicle developed and implemented - Training and growth for both CNU and Patrol by training of new CNU members and NORCOM Tactical Dispatch personnel • Support Division - Completed prescription drug turn in event with Salud medical center at health fair event - GREAT-Gang Resistance Education And Training camp completed with 50 students served, twice last year’s total - Code Enforcement/Community Service unit completed: - Enhanced sign enforcement removing 80 signs per weekend at outset and educating the public in the code - Numerous foreclosed/abandoned houses abated and neighborhood issues resolved by CSO’s using creative measures - Records unit began implementing new software system - Planned and is executing Citywide Neighborhood/Community Group Development through Community Networking Meeting and ongoing follow-up - Continued work with Downtown Latino Businesses and “Main Street” program - Held first Police Business Academy in Spanish • Criminal Investigations Unit (Detectives) - Maintained a 54% clearance rate on violent crime matching national standard and exceeding west coast standards - Completed training of new detective replacing officer promoted to corporal - CIU dismantles several Drug Trafficking Organizations - Members were called out to assist the Marion County Homicide/Assault Response Team for multiple major crimes around the County - CIU Continues to work several serious Federal and State Cases ---PAGE BREAK--- 2011-12 Adopted Budget 51 - Close working/mentoring partnership with the South Metro Gang Task Force. • Traffic Unit - Obtained two separate grants from ODOT Traffic Safety Division for over $15,000 in traffic enforcement equipment - Developing Traffic Safety Projects/Details - Participated in Numerous Traffic Safety projects all over the City, increasing traffic enforcement community-wide - Deployed personally worn video cameras for traffic enforcement evidence and community relations quality control - Worked with Municipal Court to implement Fix-It ticket program to get minor violations repaired verses fined - Assisted Marion County Major Traffic Accident Team in investigating several major fatal traffic accidents • Training Unit - Staff conducted mandatory maintenance training for officers due to State budget reductions and elimination of regional training - Two instructors complete training in emergency vehicle operations - Two instructors completed training as firearms instructors - Staff provided leadership in setting up regional training for all local agencies in emergency vehicle operations. Over 200 officers trained during course of weeklong event - New officer in Field Training and Evaluation Program (FTEP) currently DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Enhanced Patrol in District 2 (Downtown) - Locate & Furnish Storefront Office location in core area - Provide meaningful staffing for Storefront Office - Summer Bike Patrols - Assist City Departments with “Main Street” program - Engage downtown business owners - Conduct second “Business Police Academy” in D2 • Patrol District Review - Conduct statistical analysis of patrol districts - Identify possible changes to district boundaries - Review options and make recommendations • Develop Local CIT (Crisis Intervention Team) to respond to mental health crisis’ - Identify team members (beginning with CNU negotiators) with goal of each patrol team having at least one member - Recruit Dispatchers & EMT’s to participate on team - Obtain best possible training for team members - Obtain equipment as needed - Identify local professional support for team • IBP (Information Based Policing) deployed to District Officer Level ---PAGE BREAK--- 2011-12 Adopted Budget 52 - Create Real Time Crime Analysis Products - Create Information Sharing Products - Provide District Officer Training - Manage RMS System Upgrade Integration & Training • Elevate “District Meetings” to accepted community forum - Encourage Neighborhood/Community Group Development - Work with Neighborhood/Community to Support District Meetings - Conduct ongoing training and dialogue • Employee Development Program Phase 2 - Identify Position Prerequisites (Education/Assignment/Experience) - Preparation for Position Succession - Staff Development - Honor Guard Development - CISM cohort for buddy officers • Gang Reduction Program - Support MGSF Mission - Conduct Routine Local Gang Enforcement - Provide training for Officers / Partner Agencies / Schools / Parents - Monitor Weed & Seed Program Transition - Operate GREAT program • Traffic Safety Projects - Obtain training for accident reconstruction - Truck Inspections - Neighborhood Safety - Targeted Accident Reduction Details - Special Enforcement Details • Emergency Management Exercise - Training - Emergency Operations Center Exercise - City of Woodburn Staff Development - Strike Team Exercise • Police Related Ordinance Review and Proposals - Alarms - Chronic Nuisance Property - Ordinance 1900 Violations - Abandoned/Foreclosed Property DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: FY 2010-2011 was a year of training and retooling in which all vacant staff positions that had been filled in late FY 09-10 were trained to their potential, the Chief returned to full-time status and the department once again moved forward with a slate of progressive and focused goals. FY 2011-2012 goals call for the Department to ---PAGE BREAK--- 2011-12 Adopted Budget 53 build on its previous goals (in the areas of employee development, IBP, emergency management, gang reduction, and traffic safety) and to explore ways to meet new challenges in several areas (Crisis Intervention Team, partnering in downtown development, attaining a new level in public involvement). Department Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Police 4,086,631 4,009,285 4,525,500 Labor and Benefits 4,713,008 4,703,118 4,703,118 4,837,990 1,148,889 1,259,926 1,326,107 Supplies and Services 1,336,513 1,563,613 1,563,613 1,563,613 5,835 - 33,200 Capital Outlay 13,364 13,364 13,364 13,364 5,241,355 5,269,211 5,884,807 Police Total 6,062,885 6,280,095 6,280,095 6,414,967 ACCOUNT DESCRIPTION Changes in personnel are due to increase in employee benefit costs, COLA increase as well as the addition of overtime budget for increased downtown patrols. Increases in Materials and Services (18.0%) are due to increases in fuel and vehicle maintenance costs, increases to Building Maintenance and IS Support charges and Worker Compensation insurance. ---PAGE BREAK--- 2011-12 Adopted Budget 54 Department Detail General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 211 - Police Program 2111 - Patrol Labor and Benefits 1,125,322 1,188,655 - Regular Salaries - (Admin) 43,337 49,749 49,749 49,749 - - 448,805 Regular Salaries AD 410,124 410,124 410,124 410,124 - - 1,969,632 Regular Salaries - Field Services 2,044,422 2,005,782 2,005,782 2,100,705 - - 251,415 Regular Salaries - Support 240,227 240,227 240,227 240,227 116,867 135,127 296,500 Overtime 296,500 321,500 321,500 321,500 50,858 16,710 8,880 Workers' Comp 8,971 8,961 8,961 11,193 95,716 101,974 220,785 Social Security 232,148 231,594 231,594 239,371 235,739 256,583 704,253 Medical & Dental Insurance 704,368 703,838 703,838 714,142 214,539 249,684 597,064 Retirement 703,398 702,460 702,460 721,193 4,062 3,975 11,602 Long Term Disability Insurance 12,141 12,171 12,171 12,551 2,505 2,569 8,658 Unemployment Insurance 9,104 9,083 9,083 9,367 4,469 3,350 7,906 Life Insurance 8,268 7,629 7,629 7,868 1,850,077 1,958,627 4,525,500 Total Patrol Labor & Benefits 4,713,008 4,703,118 4,703,118 4,837,990 Supplies & Services - - 800 Forms 800 800 800 800 - - 2,000 Paper 2,000 2,000 2,000 2,000 - - 1,500 Books 1,500 1,500 1,500 1,500 - - 8,000 Computer Supplies 8,000 8,000 8,000 8,000 - - 7,000 Other Office Supplies 7,000 7,000 7,000 7,000 52,390 38,035 88,000 Fuel 95,000 97,500 97,500 97,500 13,200 14,326 32,000 Clothing 32,000 32,000 32,000 32,000 8,930 4,794 15,858 Other Operating Supplies 15,000 15,000 15,000 15,000 5,643 6,000 14,000 Tires/Part 14,000 14,000 14,000 14,000 19,000 20,952 23,206 Ammunition 21,000 21,000 21,000 21,000 4,194 4,794 3,500 Protective Clothing 4,000 4,000 4,000 4,000 - - 1,500 Photographic Supplies 1,500 1,500 1,500 1,500 1,209 1,648 5,359 Other Parks Supplies 5,329 5,329 5,329 5,329 983 985 3,500 Other Supplies 3,500 3,500 3,500 3,500 - - 12,000 Computer 12,000 12,000 12,000 12,000 - - 4,000 Medical 4,000 4,000 4,000 4,000 - - 6,000 Human Resources 6,000 6,000 6,000 6,000 - - 8,000 Other Professional Services 8,000 8,000 8,000 8,000 5,372 5,000 28,000 Telephone 28,000 28,000 28,000 28,000 - - 11,300 Postage 11,300 11,300 11,300 11,300 - - 1,000 Advertising 1,000 1,000 1,000 1,000 9,118 9,453 13,000 Contract Networks 13,000 13,000 13,000 13,000 2,600 - 192,920 IS Support 192,920 222,857 222,857 222,857 1,573 908 343,637 Other Communication Services 340,637 340,637 340,637 340,637 - - 8,000 Lodging 8,000 8,000 8,000 8,000 - - 4,800 Meals 4,800 4,800 4,800 4,800 - - 500 Mileage 500 500 500 500 - - 4,200 Airfare 4,200 4,200 4,200 4,200 - - 2,000 Other Travel 2,000 2,000 2,000 2,000 - - 5,000 Office Equipment 5,000 5,000 5,000 5,000 60,604 73,625 126,900 Vehicles 135,900 135,900 135,900 135,900 - - 154,854 Internal Rent 154,854 189,609 189,609 189,609 832 827 900 Water/Sewer 900 900 900 900 - - 13,750 Auto 13,750 14,000 14,000 14,000 - - 22,200 Bldg/Property 22,200 23,000 23,000 23,000 - - - Workers' Comp - 125,569 125,569 125,569 - - 49,000 General Liability 49,000 82,289 82,289 82,289 ---PAGE BREAK--- 2011-12 Adopted Budget 55 General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 3,759 2,860 8,000 Equipment Repair 8,000 8,000 8,000 8,000 14,925 17,817 55,425 Vehicle Repair 55,425 55,425 55,425 55,425 - - 3,000 Dues & Subscriptions 3,000 3,000 3,000 3,000 - - 19,498 Registrations 19,498 19,498 19,498 19,498 - - 6,000 Printing & Binding 6,000 6,000 6,000 6,000 - - 5,000 Janitorial 5,000 5,000 5,000 5,000 - - 11,000 Other Services 11,000 11,000 11,000 11,000 204,332 202,024 1,326,107 Total Patrol Supplies & Serv 1,336,513 1,563,613 1,563,613 1,563,613 Capital Outlay - - 33,200 Other Equipment 13,364 13,364 13,364 13,364 - - 33,200 Total Patrol Capital Outlay 13,364 13,364 13,364 13,364 2,054,409 2,160,651 5,884,807 Total Patrol Program 6,062,885 6,280,095 6,280,095 6,414,967 Program 2121 - Traffic Labor and Benefits 193,472 208,893 - Regular Salaries - - - - 18,806 18,675 - Overtime - - - - 11,615 3,441 - Workers' Comp - - - - 16,081 17,206 - Social Security - - - - 37,199 35,536 - Medical & Dental Insurance - - - - 35,218 40,418 - Retirement - - - - 621 492 - Long Term Disability Insurance - - - - 425 437 - Unemployment Insurance - - - - 739 423 - Life Insurance - - - - 314,176 325,521 - Total Traffic Labor & Benefits - - - - Supplies & Services 702 700 - Forms - - - - - 478 - Paper - - - - 3,990 3,500 - Fuel - - - - 4,414 3,049 - Clothing - - - - 187 998 - Other Operating Supplies - - - - 1,917 1,200 - Tires/Part - - - - 699 699 - Protective Clothing - - - - - 510 - Other Supplies - - - - 1,500 1,500 - Telephone - - - - 2,749 2,999 - Contract Networks - - - - 1,896 26,126 - Vehicles - - - - 1,152 904 - Equipment Repair - - - - 9,610 6,645 - Vehicle Repair - - - - 28,816 49,308 - Total Traffic Supplies & Serv - - - - 342,992 374,829 - Total Traffic Program - - - - Program 2131 - Detectives Labor & Benefits 358,359 251,151 - Regular Salaries - - - - 76,698 57,345 - Overtime - - - - 16,763 3,453 - Workers' Comp - - - - 33,634 23,803 - Social Security - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 56 General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 71,527 56,735 - Medical & Dental Insurance - - - - 77,110 60,165 - Retirement - - - - 1,381 1,530 - Long Term Disability Insurance - - - - 898 596 - Unemployment Insurance - - - - 1,314 1,271 - Life Insurance - - - - 637,684 456,050 - Total Detectives Labor & Benefits - - - - Supplies & Services 9,000 9,500 - Fuel - - - - 3,984 3,947 - Clothing - - - - 415 1,272 - Other Operating Supplies - - - - 963 1,000 - Tires/Part - - - - - 1,398 - Protective Clothing - - - - 1,040 1,431 - Other Parks Supplies - - - - 300 474 - Other Supplies - - - - 61 40 - Medical - - - - 4,000 4,000 - Telephone - - - - 1,151 1,200 - Contract Networks - - - - 8,677 23,914 - Vehicles - - - - 238 65 - Equipment Repair - - - - 2,794 5,708 - Vehicle Repair - - - - 32,623 53,950 - Total Detectives Supplies & Serv - - - - 670,307 509,999 - Total Detectives Program - - - - Program 2151 Evidence Labor and Benefits 45,596 45,602 - Regular Salaries - - - - - 82 - Part-Time Salaries - - - - 624 262 - Overtime - - - - 178 603 - Workers' Comp - - - - 3,388 3,361 - Social Security - - - - 10,287 11,394 - Medical & Dental Insurance - - - - 4,987 2,849 - Retirement - - - - 142 176 - Long Term Disability Insurance - - - - 92 94 - Unemployment Insurance - - - - 170 144 - Life Insurance - - - - 65,464 64,567 - Total Evidence Labor & Benefits - - - - Supplies & Services 1,481 2,295 - Other Operating Supplies - - - - 2,351 2,000 - Photographic Supplies - - - - 931 894 - Other Supplies - - - - 1,000 983 - Other Services - - - - 5,763 6,171 - Total Evidence Supplies & Serv - - - - Capital Outlay 3,736 - - Other Equipment - - - - 3,736 - - Total Capital Outlay - - - - 74,963 70,738 - Total Evidence Program - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 57 General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Program 2171 Neighborhood Response Labor and Benefits 215,600 209,386 - Regular Salaries - - - - 19,929 23,167 - Overtime - - - - 8,493 2,331 - Workers' Comp - - - - 17,594 17,468 - Social Security - - - - 51,984 46,856 - Medical & Dental Insurance - - - - 32,847 32,925 - Retirement - - - - 696 998 - Long Term Disability Insurance - - - - 473 443 - Unemployment Insurance - - - - 851 825 - Life Insurance - - - - 348,467 334,400 - Total Neighborhood Resp Labor & Benefits - - - - Supplies & Services 10,000 8,500 - Fuel - - - - 2,217 4,822 - Clothing - - - - 737 1,105 - Other Operating Supplies - - - - 1,719 1,000 - Tires/Part - - - - - 699 - Protective Clothing - - - - 388 460 - Other Supplies - - - - 144 89 - Medical - - - - 4,569 2,000 - Telephone - - - - 4,913 - - Vehicles - - - - 800 888 - Equipment Repair - - - - 5,000 5,000 - Vehicle Repair - - - - 30,487 24,563 - Total Neighborhood Resp Sup & Serv - - - - 378,954 358,963 - Total Neighborhood Resp Program - - - - Program 2191 - Records Labor and Benefits 162,027 171,284 - Regular Salaries - - - - 2,946 1,487 - Overtime - - - - 445 203 - Workers' Comp - - - - 12,346 12,800 - Social Security - - - - 28,063 46,543 - Medical & Dental Insurance - - - - 19,164 13,951 - Retirement - - - - 524 649 - Long Term Disability Insurance - - - - 330 326 - Unemployment Insurance - - - - 625 530 - Life Insurance - - - - 226,470 247,773 - Total Records Labor & Benefits - - - - Supplies & Services 1,200 1,097 - Paper - - - - 8 - - Fuel - - - - 684 91 - Other Communication Services - - - - 4,427 4,732 - Office Equipment - - - - 6,319 5,919 - Total Records Supplies & Serv - - - - 232,789 253,692 - Total Records Program - - - - Program 2199 - Police Admin Labor and Benefits 378,400 373,986 - Regular Salaries - - - - - - - Part-Time Salaries - - - - 9,025 2,691 - Overtime - - - - 91,330 88,096 - Intra-governmental - - - - 16,409 5,527 - Workers' Comp - - - - 25,923 28,034 - Social Security - - - - 42,501 44,034 - Medical & Dental Insurance - - - - 77,350 77,352 - Retirement - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 58 General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 1,213 986 - Long Term Disability Insurance - - - - 775 731 - Unemployment Insurance - - - - 1,370 911 - Life Insurance - - - - 644,296 622,348 - Total Police Admin Labor & Benefits - - - - Supplies & Services 22 35 - Forms - - - - 103 100 - Paper - - - - 1,538 1,283 - Books - - - - 5,038 7,150 - Computer Supplies - - - - 7,263 6,984 - Other Office Supplies - - - - 6,000 5,000 - Fuel - - - - 1,050 1,922 - Clothing - - - - 24,821 1,567 - Other Operating Supplies - - - - - 800 - Tires/Part - - - - - 555 - Protective Clothing - - - - - 1,125 - Legal - - - - 10,354 12,500 - Computer - - - - 3,500 3,500 - Medical - - - - 3,936 4,460 - Human Resources - - - - 13,300 6,903 - Other Professional Services - - - - 13,398 10,630 - Telephone - - - - 10,751 10,274 - Postage - - - - 331 750 - Advertising - - - - 802 2,707 - Contract Networks - - - - 171,852 175,386 - IS Support - - - - 328,122 387,184 - Other Communication Services - - - - 1,760 7,369 - Lodging - - - - 3,094 3,942 - Meals - - - - 600 297 - Mileage - - - - 876 5,700 - Airfare - - - - 1,390 1,500 - Other Travel - - - - 8,420 12,045 - Vehicles - - - - 128,696 146,236 - Internal Rent - - - - 8,761 - - Auto - - - - 3,655 20,145 - Building/Personal Property - - - - 39,938 44,207 - General Liability - - - - 151 130 - Equipment Repair - - - - 1,000 1,000 - Vehicle Repair - - - - 967 3,778 - Dues & Subscriptions - - - - 10,451 16,585 - Registrations - - - - 5,058 5,338 - Printing & Binding - - - - 3,800 3,900 - Janitorial - - - - 19,746 5,003 - Other Services - - - - 840,544 917,991 - Total Police Admin Supplies & Serv - - - - Capital Outlay 600 - - Computing - - - - 1,500 - - Other Equipment - - - - 2,100 - - Total Capital Outlay - - - - 1,486,940 1,540,339 - Total Police Admin Program - - - - 5,241,354 5,269,211 5,884,807 Total Police Department 6,062,885 6,280,095 6,280,095 6,414,967 ---PAGE BREAK--- 2011-12 Adopted Budget 59 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General Fund – 001 DEPARTMENT/DEPARTMENT NUMBER: Library – 311 DEPARTMENT DIRECTOR: Jim Row, Community Services DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] PERSON PREPARING THIS FORM: John Hunter, Library Manager DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT FUNCTIONS: The Library delivers materials and services to the residents of Woodburn and the surrounding rural areas that promote literacy, lifelong learning, and the enjoyment of reading and culture. The Library offers a collection of roughly 75,000 volumes 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. The Library division is led by the Library Manager. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The Library is staffed by 24 employees (12.575 FTE), including 7 full-time employees, including the Library Manager, Adult Services Librarian, Youth Services Librarian, Circulation Library Associate, Technical Services Library Associate, Library Assistant (supporting Circulation), Library Assistant (supporting Youth Services); and 17 part time Librarians, Library Assistants, and 3 Library Pages (5.575 FTE). DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: In the first half of fiscal year 2010-11, 91,762 patrons visited the library. Those patrons checked out 78,646 physical items. Program attendance included 3,009 adults and 3,347 children. Patrons booked 27,584 sessions on library computers, and spent thousands more hours using the library’s free wireless Internet and subscription databases. The library added 2,588 new items to its collection. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Actively encourage use of library materials and services through targeted outreach to youth, seniors, and Latinos. • Continually evaluate and improve basic library operations, including delivery of services and circulation of materials. • Develop and implement agency-specific policies and procedures manual. • Develop and implement cash-handling procedures that incorporate a cash register at the circulation desk. • Implement content-management-system-based website. Utilize new system to expand woodburnlibrary.org to a full-service information portal and interactive social media tool. • Adapt facilities to enhance accessibility according to a long-term strategy developed by Public Works. • Expand adult summer reading program and attempt to host a virtual book group other months of the year. • Develop annual program calendar to facilitate planning and collaboration with other community organizations. ---PAGE BREAK--- 2011-12 Adopted Budget 60 • Leverage purchase of Spanish-language materials at the International Book Fair in Guadalajara by offering programs that encourage library use by the Latino community and promote the Spanish- language collection to the community as a whole. Department Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Library 659,123 621,389 753,872 Labor and Benefits 834,294 834,736 834,736 834,736 379,097 380,372 402,710 Supplies and Services 433,329 398,744 398,744 398,744 1,038,220 1,001,761 1,156,582 Library Total 1,267,623 1,233,480 1,233,480 1,233,480 ACCOUNT DESCRIPTION Increases in personnel (11.0%) are due employee benefit costs and regularly budgeted step increases. There are no significant changes to Materials & Services over the prior year. ---PAGE BREAK--- 2011-12 Adopted Budget 61 Department Detail General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 311 Library Program 3111 - Children's Services Labor and Benefits 121,883 113,586 - Regular Salaries - - - - 15,050 5,916 - Part-Time Salaries - - - - 338 156 - Workers' Comp - - - - 10,218 8,944 - Social Security - - - - 13,813 11,632 - Medical & Dental Insurance - - - - 14,807 7,044 - Retirement - - - - 379 405 - Long Term Disability Insurance - - - - 271 232 - Unemployment Insurance - - - - 449 318 - Life Insurance - - - - 177,208 148,235 - Total Child's Labor & Benefits - - - - Supplies & Services 2,018 - - Child Materials - - - - 5,347 4,702 3,000 Juvenile Fiction 3,000 3,000 3,000 3,000 7,000 5,904 6,300 Juvenile Easy 6,300 6,300 6,300 6,300 2,131 2,000 2,700 Juvenile Non Fiction 2,700 2,700 2,700 2,700 137 389 - Parents - - - - 2,291 2,290 4,000 Young Adult 4,000 4,000 4,000 4,000 - 154 - Reference - - - - - - 2,500 Foreign Language 2,500 2,500 2,500 2,500 - 377 - Russian - - - - 2,276 1,977 - Spanish - - - - 677 675 675 Audio 675 675 675 675 572 558 950 Visual 950 950 950 950 1,787 1,838 4,516 Program Supplies 4,516 4,516 4,516 4,516 1,109 2,122 2,150 Periodicals 2,150 2,150 2,150 2,150 2,686 2,655 - Other Supplies - - - - 28,031 25,641 26,791 Total Child's Serv Supplies & Serv 26,791 26,791 26,791 26,791 205,239 173,876 26,791 Total Child's Serv Program 26,791 26,791 26,791 26,791 Program 3121 Adult Services Labor and Benefits 106,820 227,095 - Regular Salaries - - - - 109,859 28,592 - Part-Time Salaries - - - - - 17 - Overtime - - - - 560 343 - Workers' Comp - - - - 15,875 19,075 - Social Security - - - - 22,702 29,723 - Medical & Dental Insurance - - - - 20,117 13,618 - Retirement - - - - 350 517 - Long Term Disability Insurance - - - - 433 443 - Unemployment Insurance - - - - 418 434 - Life Insurance - - - - 277,134 319,858 - Total Adult Labor & Benefits - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 62 General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Supplies & Services 15,583 12,588 11,095 Fiction 11,095 11,095 11,095 11,095 16,281 15,282 9,790 Non Fiction 13,790 13,790 13,790 13,790 - - 6,100 Foreign Language 6,100 6,100 6,100 6,100 989 498 - Russian - - - - 6,096 5,606 - Spanish - - - - 6,498 5,992 9,000 Large Print 9,000 9,000 9,000 9,000 4,302 3,294 3,300 Audio books 3,300 3,300 3,300 3,300 5,658 4,625 4,625 Audio/Video Materials 7,825 7,825 7,825 7,825 - - 3,200 Databases - - - - 2,297 2,974 4,210 Program Supplies 4,210 4,210 4,210 4,210 4,880 4,880 4,880 Periodicals 4,880 4,880 4,880 4,880 1,905 1,226 - Other Library Supplies - - - - 64,489 56,966 56,200 Total Adult Supplies & Serv 60,200 60,200 60,200 60,200 341,623 376,825 56,200 Total Adult Services Program 60,200 60,200 60,200 60,200 Program 3131 - Technical Services Labor and Benefits 37,722 50,863 - Regular Salaries - - - - 21,924 4,112 - Part-Time Salaries - - - - 164 76 - Workers' Comp - - - - 4,518 3,801 - Social Security - - - - 3,461 5,642 - Medical & Dental Insurance - - - - 6,718 3,484 - Retirement - - - - 118 188 - Long Term Disability Insurance - - - - 119 145 - Unemployment Insurance - - - - 140 145 - Life Insurance - - - - 74,884 68,456 - Total Technical Labor & Benefits - - - - Supplies & Services 7,352 7,569 - Other Library - - - - 2,522 2,490 13,000 Other Supplies 9,000 9,000 9,000 9,000 5,499 5,644 - Contract Networks - - - - 15,373 15,702 13,000 Total Technical Supplies & Services 9,000 9,000 9,000 9,000 90,257 84,158 13,000 Total Technical Services Program 9,000 9,000 9,000 9,000 Program 3199 - Library Admin Labor and Benefits 72,741 41,743 364,763 Regular Salaries 343,673 344,436 344,436 344,436 - - 180,851 Part-Time Salaries 234,792 234,792 234,792 234,792 28,575 33,875 - Intra-governmental - - - - 165 56 416 Workers' Comp 473 472 472 472 5,444 3,164 34,721 Social Security 75,506 75,731 75,731 75,731 12,897 3,163 124,851 Medical & Dental Insurance 70,851 70,321 70,321 70,321 9,391 2,602 44,403 Retirement 105,147 105,144 105,144 105,144 251 91 1,241 Long Term Disability Insurance 1,168 1,159 1,159 1,159 145 83 1,637 Unemployment Insurance 1,735 1,738 1,738 1,738 284 64 989 Life Insurance 949 943 943 943 129,893 84,840 753,872 Total Library Admin Labor & Benefits 834,294 834,736 834,736 834,736 ---PAGE BREAK--- 2011-12 Adopted Budget 63 General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Supplies & Services 76 200 - Forms - - - - 393 267 - Paper - - - - 2,896 1,534 - Computer Supplies - - - - 5,973 5,130 - Other Office Supplies - - - - 1,503 1,043 - Other Operating Supplies - - - - 10 460 - Other Library Supplies - - - - 2,506 1,574 7,500 Other Supplies 9,500 9,500 9,500 9,500 1,484 1,685 - Accounting/Audit Services - - - - 191 450 1,415 Other Professional Services 1,415 1,415 1,415 1,415 2,611 3,946 3,090 Telephone 2,090 2,090 2,090 2,090 3,517 3,230 3,230 Postage 1,230 1,230 1,230 1,230 270 633 633 Advertising 633 633 633 633 80,958 81,378 91,171 IS Support 108,000 94,321 94,321 94,321 500 - - Lodging - - - - 467 282 300 Meals 300 300 300 300 174 259 200 Mileage 200 200 200 200 550 - - Airfare - - - - - - 1,500 Other Travel 1,500 1,500 1,500 1,500 1,047 1,666 1,900 Office Equipment 1,900 1,900 1,900 1,900 152,126 161,304 170,810 Internal Rent 190,000 145,026 145,026 145,026 5,898 5,414 5,500 Building/Personal Property - - - - - - - Workers' Comp - 12,683 12,683 12,683 2,958 3,518 4,500 General Liability 4,600 15,985 15,985 15,985 1,499 3,787 3,850 Equipment Repair 3,850 3,850 3,850 3,850 414 1,371 2,100 Building Repair 2,100 2,100 2,100 2,100 - - 2,500 Fixture Repair 3,500 3,500 3,500 3,500 466 500 500 Dues & Subscriptions 500 500 500 500 765 455 1,020 Registrations 1,020 1,020 1,020 1,020 366 400 - Printing & Binding - - - - 1,590 1,576 - Other Services - - - - - - 5,000 Regional Library Services 5,000 5,000 5,000 5,000 271,208 282,062 306,719 Total Library Admin Supplies & Serv 337,338 302,753 302,753 302,753 401,101 366,902 1,060,591 Total Library Admin Program 1,171,632 1,137,489 1,137,489 1,137,489 1,038,220 1,001,761 1,156,582 Total Library Department 1,267,623 1,233,480 1,233,480 1,233,480 ---PAGE BREAK--- 2011-12 Adopted Budget 64 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General - 001 DEPARTMENT/DEPARTMENT NUMBER: Recreation - 421 DEPARTMENT DIRECTOR: Jim Row DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Stu Spence DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The division consists of 1 full time Recreation Manager and over 30 part time and seasonal staff that directly supervise programs, activities, and sports. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Developed sponsorship program to help fund the 4th of July event generating over $6,000.00 in sponsorship and in-kind contributions • Successfully partnered with the Boys & Girls Club of Salem, Marion, and Polk Counties in establishing a sustainability partnership for the After School Club’s future operation - over $30,000.00 in pledges have been received to date • Negotiated an agreement with the Boys & Girls Club, in which they assume the role of operating the Teen Center in Settlemier Park • Received over $32,000.00 from National Police Activities League Grants to support Mentoring and Youth Leadership programs DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Explore opportunities to expand program development staffing with the objective of continue the recreation program expansion • Increase community Downtown Plaza events by establishing partnerships and generating sponsorship revenue • Continue to be involved in after school program sustainability projects with the school district and Boys & Girls Club • Develop state-wide partnerships within ORPA, SPRINT, and ORASK • Expand family programming i.e. Father/Daughter and Mother/Son events, family outings, etc. Department Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Recreation 226,477 216,944 313,279 Labor and Benefits 319,838 334,801 334,801 334,801 106,690 130,571 197,243 Supplies and Services 171,792 177,774 177,774 177,774 333,167 347,515 510,522 Recreation Total 491,630 512,575 512,575 512,575 ACCOUNT DESCRIPTION Personnel increases are due to employee benefit costs and planned minimum wage increases. The decrease in Materials & Services is due to decreases in offsetting grant revenue. ---PAGE BREAK--- 2011-12 Adopted Budget 65 Department Detail General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 421 - Recreation Program 7311 Events Supplies & Services 25 - - Other Office Supplies - - - - 717 1,876 - Other Operating Supplies - - - - 7,485 12,597 - Other Supplies - - - - 5,096 5,500 - Other Professional Services - - - - - 1,184 - Fiesta Ser - - - - 35 - - Advertising - - - - 56 963 - Other Services - - - - 13,414 22,120 - Total Events Supplies & Serv - - - - 13,414 22,120 - Total Events Program - - - - Program 7421 Youth Sports Labor and Benefits - 503 - Regular Salaries - - - - 5,351 4,245 - Part-Time Salaries - - - - 12,248 16,244 - Intra-governmental - - - - 1,516 106 - Workers' Comp - - - - 410 363 - Social Security - - - - 422 187 - Retirement - - - - 11 9 - Unemployment Insurance - - - - 19,958 21,656 - Total Youth Labor & Benefits - - - - Supplies & Services 156 92 - Other Office Supplies - - - - 6,979 7,372 - Clothing - - - - 289 103 - Safety/Medicine - - - - 8,878 - Other Operating Supplies - - - - 10,058 9,184 - Youth Supplies - - - - 10 - - Other Parks Supplies - - - - 1,533 1,715 - Youth Services - - - - 397 - - Other Services - - - - - 395 - Equipment Repair - - - - 28,300 18,861 - Total Youth Supplies & Serv - - - - 48,258 40,517 - Total Youth Sports Program - - - - Program 7422 - Adult Sports Labor and Benefits - 2,784 - Regular Salaries - - - - 12,619 21,226 - Part-Time Salaries - - - - 810 209 - Workers' Comp - - - - 933 1,837 - Social Security - - - - 1,175 638 - Retirement - - - - 24 47 - Unemployment Insurance - - - - 15,561 26,741 - Total Adult Labor & Benefits - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 66 General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Supplies & Services 3,496 2,832 - Adult Supplies - - - - 12,099 6,967 - Contract Services - Other - - - - 2,490 1,164 - Other Services - - - - 18,085 10,963 - Total Adult Supplies & Serv - - - - 33,646 37,704 - Total Adult Sports Program - - - - Program 7423 - Teen Programs Labor and Benefits - 467 - Regular Salaries - - - - 8,206 8,824 - Part-Time Salaries - - - - 2 450 - Workers' Comp - - - - 628 1,030 - Social Security - - - - 910 555 - Retirement - - - - 17 27 - Unemployment Insurance - - - - 9,763 11,353 - Total Teen Prog Labor & Benefits - - - - Supplies & Services - 6,340 - Youth Supp - - - - - 1,137 - PAL Grant - - - - - 7,477 - Total Teen Prog Supplies & Serv - - - - 9,763 18,830 - Total Teen Program - - - - Program 7424 - Summer Day Camp Labor and Benefits 22,409 23,921 - Part-Time Salaries - - - - 1,793 736 - Workers' Comp - - - - 1,642 1,830 - Social Security - - - - 2,313 1,315 - Retirement - - - - 43 48 - Unemployment Insurance - - - - 28,200 27,850 - Total Summer Camp Labor & Benefits - - - - Supplies & Services 134 515 - Clothing - - - - 11 - - Other Operating Supplies - - - - 3,605 3,221 - Youth Supp - - - - 916 1,281 - Other Professional Services - - - - 3,104 7,007 - Youth Services - - - - 377 - - Other Services - - - - 360 - - Vehicle Repair - - - - 8,507 12,024 - Total Summer Camp Supplies & Serv - - - - 36,707 39,874 - Total Summer Camp Program - - - - Program 7425 - After School Club Labor and Benefits - 7,723 - Regular Salaries - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 67 General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 51,583 27,116 - Part-Time Salaries - - - - 3,717 1,399 - Workers' Comp - - - - 3,931 2,665 - Social Security - - - - 3,661 1,571 - Retirement - - - - 103 66 - Unemployment Insurance - - - - 62,995 40,541 - Total After School Labor & Benefits - - - - Supplies & Services 49 - - Other Office Supplies - - - - 3,403 5,408 - Youth Supplies - - - - 2,622 - - Other Professional Services - - - - 6,074 5,408 - Total After School Supplies & Serv - - - - 69,069 45,949 - Total After School Program - - - - Program 7429 - Rec Administration Labor and Benefits 58,865 64,295 75,805 Regular Salaries 73,123 73,123 73,123 73,123 800 353 - Part-Time Salaries - 14,562 14,562 14,562 - - 16,121 Youth Sports 16,605 14,030 14,030 14,030 - - 14,508 Adult Sports 14,943 21,428 21,428 21,428 - - 49,396 Summer Day Camp 50,878 47,788 47,788 47,788 - - 86,705 After School Club 89,306 89,306 89,306 89,306 - - 773 Arts & Culture 796 - - - - - 889 Active Adult 916 916 916 916 - 79 - Overtime - - - - 2,524 1,096 7,800 Workers' Comp 1,526 647 647 647 4,555 4,464 18,681 Social Security 18,862 19,978 19,978 19,978 13,913 12,554 19,720 Medical & Dental Insurance 20,212 20,212 20,212 20,212 8,532 4,964 21,652 Retirement 31,453 31,455 31,455 31,455 184 233 305 Long Term Disability Insurance 294 352 352 352 119 115 733 Unemployment Insurance 740 783 783 783 225 189 191 Life Insurance 184 221 221 221 89,717 88,342 313,279 Total Rec Admin Labor & Benefits 319,838 334,801 334,801 334,801 Supplies & Services 496 959 - Other Office Supplies - - - - 2,052 2,217 - Fuel - - - - - - 18,788 Events 17,500 17,500 17,500 17,500 - - 19,852 Youth Sports 16,992 16,992 16,992 16,992 - - 10,000 Adult Sports 10,000 10,000 10,000 10,000 - - 14,098 Summer Day Camp 5,000 5,000 5,000 5,000 - - 30,000 Fiesta Services - - - - - - - Reads Grant - - - - - - 5,413 After School Club 1,500 1,500 1,500 1,500 - - 20,600 Recreation Administration 23,000 23,000 23,000 23,000 - - 300 Arts & Culture - - - - - - 6,000 Active Adult 11,000 11,000 11,000 11,000 - - 4,917 Museum 4,517 4,517 4,517 4,517 2,329 2,075 - Other Professional Services - - - - - - 34,224 Teen Program - Temporary Help 47,183 47,183 47,183 47,183 ---PAGE BREAK--- 2011-12 Adopted Budget 68 General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED - - 22,000 PAL Grant 23,000 14,171 14,171 14,171 2,474 2,630 - Telephone - - - - 298 624 - Postage - - - - 12,650 9,864 11,051 IS Support 12,100 15,720 15,720 15,720 - 443 - Airfare - - - - 1,372 823 - Auto - - - - 229 235 - Building/Personal Property - - - - - - - Workers' Comp - 4,903 4,903 4,903 3,954 7,010 - General Liability - 6,288 6,288 6,288 - 954 - Vehicle Repair - - - - 25,854 27,834 197,243 Total Recreation Admin Supplies & Serv 171,792 177,774 177,774 177,774 115,571 116,176 510,522 Total Recreation Admin Program 491,630 512,575 512,575 512,575 Program 7431 - Arts & Culture Labor and Benefits - 229 - Part-Time Salaries - - - - - 11 - Workers' Comp - - - - - 18 - Social Security - - - - - 27 - Retirement - - - - - 285 - Total Arts & Culture Labor & Benefits - - - - Supplies & Services - 10,032 - Books - - - - - 4,225 - Other Office Supplies - - - - 170 4,124 - Other Operating Supplies - - - - 203 - - Other Professional Services - - - - 373 18,381 - Total Arts & Cult. Supplies & Serv - - - - 373 18,666 - Total Arts & Culture Program - - - - Program 7441 - Active Adult Labor and Benefits 217 139 - Part-Time Salaries - - - - 4 15 - Workers' Comp - - - - 45 11 - Social Security - - - - 18 10 - Retirement - - - - 2 - - Unemployment Insurance - - - - 286 175 - Total Active Adult Labor & Benefits - - - - Supplies & Services 4,862 6,369 - Admission - - - - 4,862 6,369 - Total Active Adult Supplies & Serv - - - - 5,148 6,544 - Total Active Adult Program - - - - Program 7511 - Museum Supplies & Services 75 - - Forms - - - - 42 46 - Other Office Supplies - - - - 351 239 - Other Professional Services - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 69 General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 527 484 - Telephone - - - - 223 366 - Other Services - - - - 1,218 1,135 - Total Museum Supplies & Serv - - - - 1,218 1,135 - Total Museum Program - - - - 333,167 347,514 510,522 Total Recreation Department 491,630 512,575 512,575 512,575 ---PAGE BREAK--- 2011-12 Adopted Budget 70 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General - 001 DEPARTMENT/DEPARTMENT NUMBER: Aquatic Center - 431 DEPARTMENT DIRECTOR: Jim Row DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Oak Street PERSON PREPARING THIS FORM: Jim Row DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The Aquatic Center serves the greater Woodburn area. The multipurpose facility offers fitness, recreational, and learn to swim programs for individuals of all ages. Facility amenities include a ten lane swimming pool with water slide, rope swing, and basketball hoop, a small wading pool, spa, fitness equipment, and saunas. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: Two full-time personnel lead a large temporary staff of 30-40. Total staffing is 7.19 FTE. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Completed repairs to the facility caused by years of poor indoor air quality DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Successfully complete Aquatic Center Turnaround Project, which is designed to improve safety, marketing, customer service, attendance, program and special event quality, and financial viability • Achieve a 50% cost recovery rate • Develop funding to complete the re-plastering project & other necessary facility repairs DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: The proposed 2011-2012 budget reflects significant changes arising out of the Turnaround Project. Significantly increased revenues and reduced expenditures are anticipated. Department Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Swimming Pool 387,511 361,657 394,801 Labor and Benefits 226,916 226,915 226,915 227,351 241,490 266,792 277,381 Supplies and Services 277,400 282,252 282,252 282,252 629,001 628,449 672,182 Swimming Pool Total 504,316 509,167 509,167 509,603 ACCOUNT DESCRIPTION Changes to personnel are due to the restructuring of the swim center management and reductions in total staffing. Materials & Services increases are due primarily to the direct paying of department utilities and maintenance and the on-going restructuring of the swim center. ---PAGE BREAK--- 2011-12 Adopted Budget 71 Department Detail General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 431 - Swimming Pool Program 7411 Water Safety Labor and Benefits - 1,118 - Part-Time Salaries - - - - 7,723 - - Intra-governmental - - - - - 24 - Workers' Comp - - - - - 86 - Social Security - - - - - 59 - Retirement - - - - - 2 - Unemployment Insurance - - - - 7,723 1,289 - Total Water Safety Labor & Benefits - - - - 7,723 1,289 - Total Water Safety Program - - - - Program 7412 - Water Fitness Labor and Benefits - - - Regular Salaries - - - - 4,858 4,927 - Part-Time Salaries - - - - 329 117 - Workers' Comp - - - - 372 377 - Social Security - - - - 68 107 - Retirement - - - - 9 9 - Unemployment Insurance - - - - 5,636 5,538 - Total Water Fitness Labor & Benefits - - - - 5,636 5,538 - Total Water Fitness Program - - - - Program 7413 - Swim Lessons Labor and Benefits 23,858 33,555 - Part-Time Salaries - - - - 1,137 521 - Workers' Comp - - - - 1,801 2,567 - Social Security - - - - 1,797 1,854 - Retirement - - - - 48 66 - Unemployment Insurance - - - - 28,641 38,562 - Total Swim Lessons Labor & Benefits - - - - 28,641 38,562 - Total Swim Lessons Program - - - - Program 7414 - Lifeguarding Labor and Benefits 90,588 103,318 - Part-Time Salaries - - - - 2,341 979 - Workers' Comp - - - - 6,911 7,904 - Social Security - - - - 5,443 4,879 - Retirement - - - - 156 - - Long Term Disability Insurance - - - - 181 200 - Unemployment Insurance - - - - 105,620 117,281 - Total Lifeguarding Personal Services - - - - 105,620 117,281 - Total Lifeguarding Program - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 72 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Program 7415 - Rentals Labor and Benefits 612 773 - Part-Time Salaries - - - - 43 16 - Workers' Comp - - - - 47 61 - Social Security - - - - 38 36 - Retirement - - - - 1 1 - Unemployment Insurance - - - - 741 887 - Total Rentals Labor & Benefits - - - - 741 887 - Total Rentals Program - - - - Program 7416 - Concessions Labor and Benefits 38,252 40,779 - Part-Time Salaries - - - - 1,491 521 - Workers' Comp - - - - 2,929 3,121 - Social Security - - - - 2,234 2,163 - Retirement - - - - 77 79 - Unemployment Insurance - - - - 44,983 46,662 - Total Concessions Labor & Benefits - - - - Supplies & Services 15,671 12,067 - Inventory Stock - - - - 15,671 12,067 - Total Concessions Supplies & Serv - - - - 60,654 58,729 - Total Concessions Program - - - - Program 7419 - Pool Administration Labor and Benefits 119,391 87,532 100,960 Regular Salaries 57,865 57,865 57,865 58,301 9,890 6,476 - Part-Time Salaries - - - - - 56,510 Instruction 33,000 33,000 33,000 33,000 - - 82,020 Lifeguarding 72,000 72,000 72,000 72,000 - - 47,168 Cashiering - - - - - - 10,890 Administration - - - - - - - Custodial 10,800 10,800 10,800 10,800 10,488 24,050 - Intra-governmental - - - - 5,356 1,270 6,779 Workers' Comp 470 469 469 469 9,965 7,135 22,762 Social Security 13,285 13,285 13,285 13,285 17,668 15,327 35,810 Medical & Dental Insurance 20,035 20,035 20,035 20,035 20,334 8,856 30,349 Retirement 18,561 18,561 18,561 18,561 367 337 406 Long Term Disability Insurance 233 233 233 233 260 177 893 Unemployment Insurance 521 521 521 521 451 279 254 Life Insurance 146 146 146 146 194,170 151,439 394,801 Total Pool Admin Labor & Benefits 226,916 226,915 226,915 227,351 Supplies & Services 290 214 - Paper - - - - 468 32 - Books - - - - 414 469 - Other Office Supplies - - - - 2,000 500 - Clothing - - - - 1,843 1,105 3,500 Safety/Medicine 2,400 2,400 2,400 2,400 11,782 14,177 12,000 Chemicals 12,000 12,000 12,000 12,000 5,467 5,500 7,250 Other Operating Supplies 12,000 12,000 12,000 12,000 379 249 - Tools - - - - 4,968 3,500 17,825 Inventory Stock 24,000 24,000 24,000 24,000 1,200 207 6,050 Other Supplies 12,000 12,000 12,000 12,000 239 217 - Other Professional Services 54,600 54,600 54,600 54,600 810 718 - Postage - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 73 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 4,499 5,354 6,000 Advertising 11,200 11,200 11,200 11,200 1,527 946 3,250 Training 3,000 3,000 3,000 3,000 10,119 9,864 11,051 IS Support 14,000 5,540 5,540 5,540 340 400 - Lodging - - - - 69 40 - Meals - - - - 500 - - Mileage - - - - 205 342 - Other Travel - - - - 1,500 1,500 - Office Equipment - - - - 423 483 - Work Equipment - - - - 167,354 197,576 209,220 Internal Rent - - - - 491 500 - Other Leases - - - - - - - Natural Gas 41,000 41,000 41,000 41,000 - - - Electric 67,000 67,000 67,000 67,000 - - - Solid Waste 3,000 3,000 3,000 3,000 4,008 3,467 - Building/Personal Property - - - - - - - Workers' Comp - 3,843 3,843 3,843 2,150 2,473 - General Liability - 9,469 9,469 9,469 - - - Equipment Repair 20,000 20,000 20,000 20,000 272 995 - Improvements Repair & Maintenance - - - - 360 80 1,235 Dues & Subscriptions 1,200 1,200 1,200 1,200 416 275 - Registrations - - - - 724 998 - Permits - - - - 1,000 2,545 - Other Services - - - - 225,817 254,725 277,381 Total Pool Admin Supplies & Serv 277,400 282,252 282,252 282,252 419,987 406,164 672,182 Total Pool Admin Program 504,316 509,167 509,167 509,603 629,002 628,449 672,182 Total Aquatics Center Department 504,316 509,167 509,167 509,603 ---PAGE BREAK--- 2011-12 Adopted Budget 74 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General - 001 DEPARTMENT/DEPARTMENT NUMBER: Community Services Administration - 499 DEPARTMENT DIRECTOR: Jim Row DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Jim Row DIRECT PHONE NUMBER: [PHONE REDACTED] 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, and 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 consists of 37 FTE, and is responsible for operating Recreation programs and special events, the Woodburn Memorial Aquatic Center, Woodburn Public Library, Retired and Senior Volunteer Program, the Weed & Seed federal grant program, the community relations program, and park planning and development. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Completed the majority of Mill Creek Greenway Phase 1 Trail Project • Completed construction of the final phase of Centennial Park • Assumed responsibility for and successfully managed the 2010 Mexican Fiesta at no direct cost to the general fund • Executed a 3-year agreement with the Chamber of Commerce designating them as the lead organizer of the Mexican Fiesta through 2013 DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Complete construction of Mill Creek Greenway Phase 1 Project • Replace playground at Wyffels Park • Update Park SDC Methodology Department Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Community Services Admin 258,286 233,549 366,506 Labor and Benefits 291,725 291,725 291,725 291,833 75,796 90,968 116,995 Supplies and Services 123,116 135,055 135,055 133,055 334,082 324,516 483,501 Community Services Admin Total 414,841 426,780 426,780 424,888 ACCOUNT DESCRIPTION Personnel decrease (26.0%) is due primarily to the shifting of 1.0 FTE to the Planning department. Materials and Services increase (14.0%) is due to Building Maintenance charges and a minor project planned. ---PAGE BREAK--- 2011-12 Adopted Budget 75 Department Detail General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 499 - Community Services Admin Program 7991 - Community Service Admin Labor and Benefits 165,840 154,391 243,858 Regular Salaries 195,698 195,698 195,698 195,806 - 55 - Overtime - - - - 24,412 22,609 - Intra-governmental - - - - (1,274) 166 114 Workers' Comp 86 86 86 86 12,426 11,855 18,655 Social Security 14,971 14,971 14,971 14,971 32,366 28,431 65,871 Medical & Dental Insurance 34,845 34,845 34,845 34,845 22,995 14,722 35,651 Retirement 44,224 44,224 44,224 44,224 554 556 980 Long Term Disability Insurance 787 787 787 787 329 293 732 Unemployment Insurance 587 587 587 587 638 470 645 Life Insurance 527 527 527 527 258,286 233,549 366,506 Total Comm Admin Labor & Benefits 291,725 291,725 291,725 291,833 Supplies & Services 50 66 50 Forms - - - - 304 729 800 Paper 850 850 850 850 593 850 700 Computer Supplies 1,000 1,000 1,000 1,000 1,797 1,934 1,500 Other Office Supplies 2,000 2,000 2,000 2,000 - 877 - Engineering/Architecture 10,000 10,000 10,000 10,000 2,176 2,471 - Accounting/Audit Services - - - - 53 282 200 Human Resources 300 300 300 300 3,371 13,207 14,516 Other Professional Services 12,216 12,216 12,216 12,216 1,624 1,553 1,500 Telephone 2,000 2,000 2,000 2,000 6,179 5,262 10,100 Postage 8,000 8,000 8,000 8,000 - - - Advertising - - - - 7,590 9,994 16,577 IS Support 19,000 13,100 13,100 13,100 641 818 750 Lodging 750 750 750 750 81 86 202 Meals 200 200 200 200 900 877 900 Mileage 900 900 900 900 - 453 - Airfare - - - - 4,600 4,600 4,600 Office Equipment 5,500 5,500 5,500 5,500 34,640 36,170 39,302 Internal Rent 43,000 51,666 51,666 51,666 - - - Workers' Comp - 4,201 4,201 4,201 - - - General Liability - 2,972 2,972 2,972 55 5 100 Equipment Repair - - - - 395 268 600 Dues & Subscriptions 400 400 400 400 1,185 925 1,300 Registrations 1,000 1,000 1,000 1,000 9,422 9,540 23,150 Printing & Binding 16,000 16,000 16,000 16,000 140 - 148 Other Services - 2,000 2,000 - 75,796 90,968 116,995 Total Comm Admin Supplies & Serv 123,116 135,055 135,055 133,055 334,082 324,516 483,501 Total C.S. Admin Department 414,841 426,780 426,780 424,888 ---PAGE BREAK--- 2011-12 Adopted Budget 76 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Planning Services - 001 DEPARTMENT/DEPARTMENT NUMBER: Planning - 511 DEPARTMENT DIRECTOR: Jim DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Jim DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This program administers the Woodburn Comprehensive Plan and the Woodburn Development Ordinance. The Comprehensive Plan establishes the long-term land use vision for the community while the Development Ordinance implements the community’s vision through land use standards. Both the Comprehensive Plan and Development Ordinance conform to State Statutes. The Woodburn Comprehensive Plan establishes the community’s land use policies, while the Development Code establishes standards for development, including subdivision, sign, site development requirements, etc. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The division consists of 2.7 staff members, which includes the Economic and Development Services Director, Associate Planner & Administrative Assistant FTE). The Building Division is responsible for the remainder of the Administrative Assistant’s time. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Continued comprehensive review and update of the Woodburn Development Ordinance, including initiating public hearings before the Planning Commission and City Council • Completed update of sign standards • Completed and adopted the Woodburn Economic Development Plan • Initiated Business Assistance Loan Program • Applied for and received Enterprise Zone designation • Initiated Hwy 99E corridor study, conducting several public meetings and open houses • Evaluated and initiated Oregon Main Street Program for downtown Woodburn DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Complete review and update of the Woodburn Development Ordinance • Complete Hwy 99E corridor study, including adoption of amendments to the Woodburn Comprehensive Plan and Woodburn Development Ordinance • Continue to implement Economic Development Program • Continue to administer Enterprise Zone Program • Continue the Business Assistance Loan Program • Continue to support Oregon Main Street Program for Downtown Woodburn DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: No changes proposed ---PAGE BREAK--- 2011-12 Adopted Budget 77 Department Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Planning 437,458 342,448 311,402 Labor and Benefits 302,650 306,139 306,139 306,139 41,993 45,192 54,448 Supplies and Services 71,150 80,368 80,368 80,368 479,450 387,640 365,850 Planning Total 373,800 386,507 386,507 386,507 ACCOUNT DESCRIPTION No significant change to personnel. Materials and Services increases (48.0%) are due to in professional services for planning services utilized through the local COG and Building and Maintenance charges. Department Detail General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 511 - Planning Program 5811 - Planning Labor and Benefits 265,675 207,577 213,017 Regular Salaries 201,125 202,289 202,289 202,289 7 - - Overtime - - - - 87,938 64,983 - Intra-governmental - - - - 912 242 92 Workers' Comp 86 87 87 87 20,340 15,659 16,296 Social Security 15,386 15,475 15,475 15,475 26,653 32,353 49,211 Medical & Dental Insurance 38,411 38,411 38,411 38,411 33,685 19,829 30,703 Retirement 45,628 47,852 47,852 47,852 775 769 856 Long Term Disability Insurance 809 813 813 813 531 395 639 Unemployment Insurance 603 607 607 607 942 641 588 Life Insurance 602 605 605 605 437,458 342,448 311,402 Total Planning Labor & Benefits 302,650 306,139 306,139 306,139 Supplies & Services 3,013 4,310 5,400 Other Office Supplies 5,400 5,400 5,400 5,400 291 46 500 Fuel 500 500 500 500 - 69 100 Medical 100 100 100 100 220 3,080 5,000 Other Professional Services 15,000 15,000 15,000 15,000 700 744 1,000 Telephone 1,000 1,000 1,000 1,000 2,303 1,548 2,000 Postage 4,000 4,000 4,000 4,000 617 350 350 Advertising 1,000 1,000 1,000 1,000 - 677 950 Publications 900 900 900 900 16,955 14,926 16,577 IS Support 18,500 16,577 16,577 16,577 140 - 250 Other Communication Services 250 250 250 250 100 65 200 Mileage 200 200 200 200 290 - 250 Other Travel 250 250 250 250 12,673 14,468 15,321 Internal Rent 17,500 21,356 21,356 21,356 192 264 300 Auto 300 300 300 300 - - - Workers' Comp - 4,596 4,596 4,596 1,390 1,675 2,150 General Liability 2,150 4,839 4,839 4,839 106 207 300 Vehicle Repair 300 300 300 300 1,995 1,953 2,500 Registrations 2,500 2,500 2,500 2,500 247 - 300 Printing & Binding 300 300 300 300 760 810 1,000 Other Services 1,000 1,000 1,000 1,000 41,992 45,192 54,448 Total Planning Supplies & Services 71,150 80,368 80,368 80,368 479,450 387,640 365,850 Total Planning Department 373,800 386,507 386,507 386,507 ---PAGE BREAK--- 2011-12 Adopted Budget 78 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General Fund - 001 DEPARTMENT/DEPARTMENT NUMBER: Maintenance (Parks) - 611 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 202 Young Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The Parks & Grounds Maintenance Section is responsible for the maintenance of parks, grounds, and improved right of ways totaling 57 sites and 135 acres in Woodburn. This Maintenance section is the major support for the many recreation and special event programs. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The Parks Maintenance Section’s heavy season begins in April and ends in November. During the summer season, staff is scheduled 7 days a week. The Parks & Grounds section maintains park benches, tables, shelters, and trails for a safe, clean, and graffiti-free environment. Park restrooms are cleaned and sanitized daily. This section maintains all landscaping and lawns including class A sports fields. This section maintains modern playgrounds with NPSI certified playground safety inspection. Programs include Irrigation System Maintenance, Turf Management, Graffiti Removal, and Community Service Labor. There is a growing involvement with Community and school service projects and a fledgling Adopt – A – Park Program. There are 5.62 FTE’s and seasonal Limited Term help. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Day of Child, Flower Baskets, 4th of July, Mexican Fiesta, Walt's Run Mexican Independence Day, and Mother’s Day are some of the special events the Parks Maintenance crew supports during the year. • The Maintenance crew helped organize the Gazebo Installation in cooperation with the Chamber of Commerce and finished the project by installing the roof and anchor supports. • The task of benchmarking the parks and grounds was initiated this year. • This section is very adept at providing excellent support for multi-cultural events and leisure services encouraging community pride. • The Parks and Grounds crew support SOLV clean up events and expanded community support projects. • The Parks and Grounds crew worked on Best Management Practices and increased safety emphasis. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Facilitate Annual Sports Fields Renovation • Benchmark Grounds Facilities for Analysis of Maintenance Services • Develop Urban Forestry Program including completion of Inventory • Develop Schedules for Routine Services • Formalize Playground Safety Program • Provide Quality Support for Recreation Programs • Continue to Provide Support for Special Events ---PAGE BREAK--- 2011-12 Adopted Budget 79 • Assist in the further development of Adopt-A Parks • Support The Greenway Trail Development, Phase 1 completed • Centennial Park, Phase 4 completed DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • Focus on Community • Training in safety & management • Adopt-A-Park Program • Urban Forestry Emphasis Department Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Maintenance 388,034 384,706 431,249 Labor and Benefits 453,999 437,923 437,923 437,923 155,868 162,014 171,847 Supplies and Services 173,972 188,029 188,029 188,029 543,902 546,719 603,096 Maintenance Total 627,971 625,952 625,952 625,952 ACCOUNT DESCRIPTION No significant changes to personnel costs. The increase to Materials and Services is due to increases in utility costs, fuel and materials costs. ---PAGE BREAK--- 2011-12 Adopted Budget 80 Department Detail General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 631 - Maintenance Program 7611 - Park Maintenance Labor and Benefits 232,941 257,270 266,205 Regular Salaries 262,894 274,980 274,980 274,980 32,980 15,653 10,000 Part-Time Salaries 45,604 10,000 10,000 10,000 9,328 6,401 9,000 Overtime - 7,500 7,500 7,500 7,483 9,911 - Intra-governmental - - - - 10,698 3,574 259 Workers' Comp 226 235 235 235 20,469 20,730 21,895 Social Security 23,600 22,375 22,375 22,375 44,117 51,434 97,653 Medical & Dental Insurance 63,305 65,387 65,387 65,387 27,833 17,470 23,506 Retirement 55,428 54,656 54,656 54,656 745 955 1,151 Long Term Disability Insurance 1,240 1,176 1,176 1,176 547 526 859 Unemployment Insurance 925 877 877 877 893 781 721 Life Insurance 777 737 737 737 388,034 384,706 431,249 Total Park Maint Labor & Benefits 453,999 437,923 437,923 437,923 Supplies & Services 187 120 225 Computer Supplies 225 225 225 225 478 485 500 Other Office Supplies 500 500 500 500 722 1,852 2,500 Cleaning Supplies 2,000 2,000 2,000 2,000 8,600 10,600 9,000 Fuel 9,000 11,000 11,000 11,000 948 1,423 1,500 Clothing 1,500 1,150 1,150 1,150 1,582 4,151 2,000 Ag Supplies 2,000 2,000 2,000 2,000 871 1,136 1,500 Safety/Medicine 1,500 1,500 1,500 1,500 994 477 500 Other Operating Supplies 500 500 500 500 800 4,729 5,200 Construction Materials 5,200 5,200 5,200 5,200 985 - - Paint - - - - 1,855 - - Plumbing Supplies - - - - 941 - - Electrical Supplies - - - - - - 500 Tires/Part 500 500 500 500 1,509 874 1,500 Tools 1,500 1,500 1,500 1,500 2,614 2,193 2,000 Other Maintenance Supplies 2,000 2,000 2,000 2,000 1,478 1,491 1,500 Protective Clothing 1,500 1,500 1,500 1,500 - 412 500 Road Materials 500 500 500 500 5,135 5,000 5,000 Turf 5,000 5,000 5,000 5,000 469 - 500 Flowering Plants 500 500 500 500 87 - 500 Shrubs 500 500 500 500 - 1,204 1,000 Trees 11,000 11,000 11,000 11,000 3,168 4,000 4,000 Fertilizer 4,000 4,000 4,000 4,000 1,108 3,463 1,500 Other Parks Supplies 1,500 1,500 1,500 1,500 485 488 1,000 Security Supplies 1,000 700 700 700 109 381 300 Medical 300 300 300 300 53,293 46,655 50,000 Other Professional Services 40,000 40,000 40,000 40,000 2,462 2,350 3,000 Telephone 3,000 2,800 2,800 2,800 - 2,074 2,500 Training 2,500 2,200 2,200 2,200 5,060 4,932 8,288 IS Support 8,288 8,288 8,288 8,288 2,805 2,695 2,700 Work Equipment 2,500 2,500 2,500 2,500 - - - Software 2,125 2,125 2,125 2,125 1,515 1,500 1,500 Natural Gas 1,500 1,500 1,500 1,500 14,904 13,849 15,000 Electric 15,000 15,000 15,000 15,000 11,747 8,515 10,964 Solid Waste 11,000 11,000 11,000 11,000 1,907 2,224 2,300 Auto 2,300 2,300 2,300 2,300 4,289 4,581 4,720 Building/Personal Property 4,720 - - - - - - Workers' Comp - 9,005 9,005 9,005 2,997 1,632 3,200 General Liability 3,200 12,736 12,736 12,736 10,170 11,972 10,700 Equipment Repair 11,000 11,000 11,000 11,000 ---PAGE BREAK--- 2011-12 Adopted Budget 81 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 392 1,570 2,000 Building Repair 2,000 2,000 2,000 2,000 2,460 2,447 2,500 Improvements Repair & Maintenance 2,500 2,500 2,500 2,500 754 1,000 1,000 Street Repair 1,000 1,000 1,000 1,000 4,232 3,956 4,500 Vehicle Repair 4,000 4,000 4,000 4,000 - 3,000 3,000 Playground 3,000 3,000 3,000 3,000 1,339 1,500 750 Registrations 1,000 800 800 800 416 1,084 500 Other Services 1,114 700 700 700 155,867 162,014 171,847 Total Park Maint Supplies & Services 173,972 188,029 188,029 188,029 543,901 546,719 603,096 Total Maintenance Department 627,971 625,952 625,952 625,952 ---PAGE BREAK--- 2011-12 Adopted Budget 82 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General - 001 DEPARTMENT/DEPARTMENT NUMBER: Non-Departmental - 199 DEPARTMENT DIRECTOR: Ignacio Palacios DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Ignacio Palacios DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This provides for City General Fund expenses which cannot be charged to any specific department. Charges include general liability insurance charged to the City, 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 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Non-departmental 136,924 113,955 282,500 Supplies and Services 191,000 309,955 309,955 361,727 629,832 123,259 454,725 Transfers Out 95,331 476,331 476,331 426,259 766,756 237,214 737,225 Non-departmental Total 286,331 786,286 786,286 787,986 ACCOUNT DESCRIPTION Material and Services increases (28.0%) are due primarily to the centralizing of copier costs for the General Fund, additionally the inter-fund loan payment for the accounting and police records system upgrade and the pass through payment of 911 turnovers to NORCOM is budgeted in this department. ---PAGE BREAK--- 2011-12 Adopted Budget 83 Department Detail General Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 199 - Nondepartmental Program 1219 - Other Administration Supplies & Services - - - Paper - 7,500 7,500 7,500 - - - Fuel - 750 750 750 34,766 14,635 - Accounting/Audit Services - - - - - 2,439 - Human Resources - - - - 1,169 9,497 10,000 Other Professional Services 12,000 12,000 12,000 12,000 44,000 48,000 48,000 ToT Grants 48,000 48,000 48,000 48,000 94 991 1,500 Advertising 1,500 1,500 1,500 1,500 3,968 2,360 1,500 Publications 2,000 2,000 2,000 2,000 406 468 500 Employee Blanket Bond 500 500 500 500 9,067 7,533 8,000 Building/Personal Property 8,000 8,000 8,000 8,000 6,733 - 36,000 General Liability 38,000 35,105 35,105 35,105 15,602 8,373 48,000 Dues & Subscriptions 45,000 50,000 50,000 50,000 - 16,926 129,000 Registrations 30,000 20,000 20,000 20,000 21,119 - - Other Services 6,000 6,000 6,000 6,000 - - - IF Loan TIF - - - 25,886 - - - IF Loan Fund Water Construction - - - 25,886 - - - 911 Services - 118,600 118,600 118,600 - 2,734 - Call Accounting - - - - 136,924 113,955 282,500 Total Other Admin Supplies & Serv 191,000 309,955 309,955 361,727 Program 9711 - Transfers Out - - - To Transit - 151,000 151,000 151,000 - To Revenue Sharing - 230,000 230,000 230,000 28,259 28,259 28,259 To RSVP 28,559 28,559 28,559 30,259 80,000 80,000 - To Street - - - - 495,573 - 25,000 To General CIP - - - - - - 22,750 To TIF 25,886 25,886 25,886 - - - 22,750 To Water Construction 25,886 25,886 25,886 - 15,000 15,000 15,000 To Water 15,000 15,000 15,000 15,000 - - 340,966 To IS - - - - 1,000 - - To Building Maintenance - - - - 10,000 - - To Equipment Replacement - - - - 629,832 123,259 454,725 Total Transfers Out 95,331 476,331 476,331 426,259 766,756 237,214 737,225 Total Nondepartmental 286,331 786,286 786,286 787,986 ---PAGE BREAK--- 2011-12 Adopted Budget 84 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General - 001 DEPARTMENT/DEPARTMENT NUMBER: Contingency/Ending Fund Balance DEPARTMENT DIRECTOR: Ignacio Palacios DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Ignacio Palacios DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The of Woodburn’s Financial Policy calls for an overall 10% (ten percent) contingency and reserve of the total fund appropriation in the General Fund. Contingencies are set aside for unforeseen circumstances that may arise during the fiscal year. Contingency appropriations cannot be made without City Council approval and/or public hearing. Department Detail Department 901 - Ending Fund Balance Program 9971 - Equity - - 993,903 Contingency 1,429,871 1,132,134 1,132,134 1,072,649 - - 187,000 Reserve Buildings 187,000 187,000 187,000 187,000 - - 95,000 Reserve PERS 95,000 95,000 95,000 95,000 - - 185,000 Unappropriated Balance 185,000 185,000 185,000 185,000 - - 1,460,903 Total Contingency/Ending Fund Balance 1,896,871 1,599,134 1,599,134 1,539,649 10,420,203 9,846,484 12,879,794 EXPENDITURE TOTAL 12,896,424 13,353,295 13,353,295 13,430,545 2,160,002 2,736,068 - Revenue Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 85 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General Operating Reserve - 092 DEPARTMENT/DEPARTMENT NUMBER: Finance - 151 DEPARTMENT DIRECTOR: Ignacio Palacios DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Anne Ross DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This fund is a reserve, in addition to the Fund Balance budget for unforeseen circumstances and/or future needs as overseen by the Finance Director and City Administrator. Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED General Operating Reserve Revenue 30,746 73,386 74,000 Fund Balance 73,000 73,000 73,000 73,000 729 358 500 Misc - - - - 41,911 - - Transfers In - - - - 73,386 73,744 74,500 Total Revenues 73,000 73,000 73,000 73,000 Expense - - 500 Transfers Out 500 73,000 73,000 73,000 - - 74,000 Conting'y & Unapprop 72,500 - - - - - 74,500 Total Expenses 73,000 73,000 73,000 73,000 73,386 73,744 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION As part of the funds consolidation proposal – this fund is being collapsed into the city’s General Fund Construction Fund. ---PAGE BREAK--- 2011-12 Adopted Budget 86 Fund Detail Fund 092 - General Operating Reserve 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 30,746 - 74,000 Beginning Fund Balance 73,000 73,000 73,000 73,000 729 358 500 Interest from Investments - - - - 41,911 - - Transfer from General CIP - - - - 73,386 358 74,500 REVENUE TOTAL 73,000 73,000 73,000 73,000 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 121 - Admin Program 9711 Operating Transfer Out - - 500 Transfer Out 500 500 500 500 - - - Transfer To Gen CIP - 72,500 72,500 72,500 - - 500 Total Admin Department 500 73,000 73,000 73,000 Department 901 - Ending Fund Balance Program 9971 - Equity - - 74,000 Contingency 72,500 - - - - - 74,000 Total Contingency/Ending Fund Balance 72,500 - - - - - 74,500 EXPENDITURE TOTAL 73,000 73,000 73,000 73,000 73,386 358 - Revenue Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 87 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: General Fund CIP - 358 DEPARTMENT/DEPARTMENT NUMBER: Administration - 121 DEPARTMENT DIRECTOR: Jim Row DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Jim Row DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The General Fund Capital Improvement Fund (CIP) is a construction fund for general capital projects, for which no dedicated funding source exists. It primarily supports capital improvement projects for general fund supported facilities. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Develop funding source for Aquatic Center re-plastering DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Complete construction of Centennial Park Project • Complete construction of Mill Creek Greenway Project • Update Park SDC Methodology Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED General Fund Capital Improvement Revenue 547,317 104,379 155,000 Fund Balance 220,000 220,000 220,000 220,000 62,210 49,987 345,000 Intergovernmental - 40,000 40,000 40,000 13,379 75,051 1,000 Misc 300,000 - - - 495,573 - 25,000 Transfers In - 72,500 72,500 72,500 1,118,479 229,417 526,000 Total Revenue 520,000 332,500 332,500 332,500 Expense 751,189 562,240 410,000 Capital Outlay 475,000 320,000 320,000 320,000 262,911 - 20,000 Transfers Out - - - - - - 96,000 Conting'y & Unapprop 45,000 12,500 12,500 12,500 1,014,100 562,240 526,000 Total Expense 520,000 332,500 332,500 332,500 104,379 (332,823) - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION ---PAGE BREAK--- 2011-12 Adopted Budget 88 Revenue Sources and Other Discussion The Intergovernmental category consists of a $40,000 state grant continuation to complete the Mill Creek Project. Transfers In of $72,500 refers to the above mentioned collapse of the General Operating Fund into this fund. This is a one-time transfer as a part of the Fund Consolidation Plan. Fund Detail Fund 358- General Fund Capital Improvement 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 547,317 104,379 155,000 Beginning Fund Balance 220,000 220,000 220,000 220,000 62,210 49,987 345,000 State Grant - 40,000 40,000 40,000 Miscellaneous 13,379 362 1,000 Interest from Investments - - - - - 74,689 - Other Miscellaneous Income 300,000 - - - 13,379 75,051 1,000 Total Miscellaneous 300,000 - - - Transfers In 495,573 - 25,000 Transfer from General Fund - - - - - - - Transfer from General Operating Res. - 72,500 72,500 72,500 495,573 - 25,000 Total Transfers In - 72,500 72,500 72,500 1,118,479 229,416 526,000 REVENUE TOTAL 520,000 332,500 332,500 332,500 ---PAGE BREAK--- 2011-12 Adopted Budget 89 Fund 358- General Fund Capital Improvement 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 121 - Admin Program 9511 - Design Engineering Capital Outlay 84,067 - - Centennial - - - - Program 9531 - Construction Capital Outlay - 9,663 10,000 Administration - - - - - - - City Hall Security 475,000 - - - 2,226 - 25,000 Remodel Of - - - - 32,500 - - Library Carpet - - - - 490,453 30,016 - Engineering HVAC Pool - - - - - 8,652 100,000 Pool Roof - - - - - - - Pool Plaster - 200,000 200,000 200,000 - - - Pool Projects - 80,000 80,000 80,000 26,277 - - Museum Exterior - - - - 15,304 - - Legion Rd - - - - - - - Parks - Wyfels - 40,000 40,000 40,000 25,070 166,220 75,000 Greenway - - - - 13,661 - - Parks Comprehensive Plan - - - - - 347,689 200,000 Centennial - - - - 50,283 - - Plaza - - - - 1,995 - - Security Suite - - - - 2,500 - - 24 PORT Switch - - - - 6,853 - - Generator - - - - 751,189 562,239 410,000 Total Capital Outlay 475,000 320,000 320,000 320,000 Program 9711 - Transfer Out 41,911 - - To General Operating Reserve - - - - 74,488 - - To Police Construction - - - - 146,512 - 20,000 To Parks SDC - - - - 262,911 - 20,000 Total Transfer Out - - - - 1,014,100 562,239 430,000 Total Admin Department 475,000 320,000 320,000 320,000 Department 901 - Ending Fund Balance Program 9971 - Equity - - 20,000 Contingency 45,000 12,500 12,500 12,500 - - 66,000 Reserve - Police - - - - - - 10,000 Reserve - - - - - - - 96,000 Total Contingency/Ending Fund Balance 45,000 12,500 12,500 12,500 1,014,100 562,239 526,000 EXPENDITURE TOTAL 520,000 332,500 332,500 332,500 104,379 (332,823) - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 90 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 91 Actual 2008-09 Actual 2009-10 Budget 2010-11 Budget 2011-12 110 - Transit 359,949 447,116 661,753 619,180 123 - Building Inspection 263,554 215,010 460,095 381,096 132 - Search & Seizure 3,400 35,825 43,600 24,000 134 - Weed & Seed 160,368 116,327 164,353 187,990 135 - State Revenue Sharing 133,366 455,125 424,600 75,000 137 - Housing Rehab 24,891 333,017 451,500 128,270 138 - RSVP 85,939 82,753 94,515 87,862 139 - Cable Franchise 21,371 23,693 24,250 29,800 250 - Bonded Debt 671,208 504,893 609,000 650,200 252 - Bancroft Bond Redemption - - 6,600 6,520 360 - Special Assessment 1,580 65,483 887,432 969,000 336 - Economic Development 37,469 36,519 107,650 71,600 140 - Street 1,445,559 1,330,506 1,140,572 1,410,342 169 - City Gas Tax 514,682 9,255 116,300 390,408 376 - Trans Impact Fee 205,360 862,644 6,545,736 6,026,122 363 - Street/Storm Cap Imp 2,120,336 1,856,126 1,267,985 705,800 364 - Parks SDC - 549,897 917,729 353,000 City of Woodburn Special Services Budget Summary ---PAGE BREAK--- 2011-12 Adopted Budget 92 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 93 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Transit Fund - 110 DEPARTMENT/DEPARTMENT NUMBER: Transit - 671 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 202 Young Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The purpose of the Woodburn Transportation Services Department is to provide the community of Woodburn with safe, reliable, affordable, dependable transportation for the general public, elderly and disabled population. A one-hour fixed route bus is available Monday through Friday, 9 am to 5 pm. A para-transit (shopper) van is available Monday through Friday, 9 am to 5 pm. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: A detailed overview of existing transit services in Woodburn is presented in Chapter 4. The City of Woodburn currently operates several types of transit services: • Fixed route bus. This service operates a single, hourly fixed route with 55 stops throughout the city. Service is available to the general public Monday through Friday from 9:00 AM – 5:00 PM. One-way fares are $1.00. • Dial-A-Ride. This service is provides curb-to-curb ADA Complimentary Para-transit Service for certified seniors and people with disabilities who are unable to use the fixed route service. Dial-A-Ride is available Monday through Friday from approximately 9:00 AM – 5:00 PM. One-way fares are $1.50. The Dial-A- Ride demand response program also arranges for volunteer drivers to provide transportation to seniors and people with disabilities outside of Woodburn1. The fixed route service provides about 28,000 passenger trips per year, while Dial-A-Ride provides about 6,800 passenger trips per year. Ridership over the past few years has remained stable on Dial-A-Ride but has declined somewhat on the fixed route bus, likely a result of the economic downturn. Despite the recent decline, ridership figures on the fixed route bus appear to be recovering. The transit department has eight employees. A Supervisor, two FTE, five PTE. The Transit office is located at 202 Young Street. All transit vehicles are in a secured locked fence located in the rear of 202 Young Street. The Transit Department has 4 mid-size buses; a 23-passenger 2002 Eldorado bus, a 23 passenger 2001 Blue Bird Bus, a 35 passenger 2006 Champion bus and a 35 passenger 2009 Champion Bus. Transit also has two cutaway para-transit vans and two mini vans for the Dial-A-Ride program make up the rest of the Transit Fleet. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: 1 Through the Marion County Retired Senior Volunteer Program (RSVP), senior volunteer drivers are utilized to provide trips for elderly and people with disabilities to medical appointments throughout the region (Salem and Portland). The program is also used to deliver meals throughout Marion County. ---PAGE BREAK--- 2011-12 Adopted Budget 94 • The Transit Plan Update was completed and it will serve as a valuable management tool for directing the future of public transportation in Woodburn. • Program has been more successful in competing for federal and state grant dollars based upon the information generated in the preparation of the Transit Plan Update. • Completed participation in the Complimentary Para-Transit Plan. • Completed installation of narrow band VHF radios in all Transit System vehicular assets. Significant improvement in the efficiency of dispatching Para-transit vehicles. • Acquired two new vehicular assets by utilization of federal grants. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: Goal 1: Enhance local mobility for primary user groups and potential new user groups in Woodburn. This goal relates to the need to serve those in the community who have few other transportation options. Based on the on-board passenger survey, about 87% of existing passengers do not have a vehicle available to them, and thus transit serves a critical role in mobility for many of these people. The objectives below focus on improving the needs of existing passengers first, but also make transit more appealing for people who do not currently use the service. Goal 2: Provide the most efficient transit service to existing markets while also focusing on serving new markets. This goal focuses on the need to make the most efficient use of existing resources by maximizing the use of the fixed route service which can most efficiently move people around Woodburn. It was discovered from the Dial-a-Ride on-board passenger survey that about 28% of the people do not have a disability that prevents them from using the fixed route bus. While some of these individuals could use the fixed route bus, other obstacles prevent them from using the fixed route bus, such as how far they live from a stop and the ability to navigate the steps of the bus. This goal also relates to the need to offer efficient boarding and alighting times on both services and to maintain existing vehicles. Goal 3: Increase the visibility and elevate the image of transit in Woodburn. Stakeholders and existing passengers identified the need for improved information about Woodburn Transit as a top priority. Similarly, stakeholders made it clear that it was important to improve the image of transit in Woodburn and help promote transit as a key piece of the multimodal transportation network. Goal 4: Provide a transit service that is cost-effective and sustainable; identify a stable source of funding for transit. Data from Chapter 4 indicates that the farebox recovery ratio on the fixed route bus is about 12% and about 4% on the Dial-a-Ride. The overall farebox recovery ratio for Woodburn Transit is about This goal focuses on improving the overall farebox recovery ratio and other measures intended to make transit more cost- effective. This goal also has to do with identifying a stable, dedicated source of funding for transit in Woodburn. Goal 5: Improve coordination with regional transit providers, explore the feasibility of new regional transit service, and explore other transportation options like carpool and vanpool. The need to travel regionally was identified as a priority. This need will be more prevalent as Woodburn and the rest of northern Marion County and southern Clackamas County grow. As such, this goal is to better ---PAGE BREAK--- 2011-12 Adopted Budget 95 coordinate services with existing regional transit providers, as well as to provide more direct service to Salem and the Portland Metro area via I-5. DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: The Woodburn Transit System has the information needed to address level of service needs of the community. Fare schedule increase and improved level service based upon knowledge gained from completion of the Transit Plan Update. Hiring of additional part-time drivers will allow a higher level of service with regard to Para-Transit riders. Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Transit Revenue 150,201 60,960 135,173 Fund Balance 87,745 61,000 61,000 61,000 150,954 155,869 151,000 Taxes 151,000 - - - 79,214 257,565 338,080 Intergovernmental 358,980 358,980 358,980 358,980 27,913 23,893 28,000 Charges for goods and services 39,000 39,000 39,000 39,000 12,566 15,894 9,500 Misc 9,300 9,200 9,200 9,200 - - - Transfers In - 151,000 151,000 151,000 420,848 514,181 661,753 Total Revenues 646,025 619,180 619,180 619,180 Expense 262,922 280,405 382,463 Labor and Benefits 312,997 329,977 329,977 330,338 88,027 124,813 149,346 Supplies and Services 238,033 261,343 261,343 261,343 - 41,898 120,000 Capital Outlay 8,025 8,025 8,025 8,025 9,000 - - Transfers Out - - - - - - 9,944 Conting'y & Unapprop 86,970 19,835 19,835 19,474 359,949 447,116 661,753 Total Expenses 646,025 619,180 619,180 619,180 60,899 67,065 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion The Transfers In category now accounts for the Property Taxes that are recorded in the General Fund and transferred to the Transit Fund. The Transit Fund cannot levy property taxes and this allows for better accounting of the revenue source. Intergovernmental contains various competitive state and federal grants received for transit operations. The increase in Charges for goods and services (or Fares) is due to transit fare increases, as well as additional bus operating hours. Operations Change in personnel costs (14.0%) is to the drop of part-time hours and reallocation of the Transit Manager’s costs. The 75.0% increase in Materials and Services is for budgeted grant awards to enhance transit services. The decrease in capital outlay is due to a one-time grant award in the prior fiscal year for a bus purchase and transit center enhancements. ---PAGE BREAK--- 2011-12 Adopted Budget 96 Fund Detail Fund 110 - Transit 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 150,201 60,960 135,173 Beginning Fund Balance 87,745 61,000 61,000 61,000 150,954 155,869 151,000 Property Tax 151,000 - - - Intergovernmental 66,734 - - Federal Grants Indirect - - - - - 16,652 - 5310 Discretionary Ops 65,438 65,438 65,438 65,438 - - 114,972 5310 Discretionary Cap 6,426 6,426 6,426 6,426 - 196,481 135,000 5311 Formula 120,132 120,132 120,132 120,132 - 25,742 25,000 ARRA Stimulus - - - - - - - 5310 Veh Preventative Maintenance 57,911 57,911 57,911 57,911 12,480 - - State Grant - - - - - 18,690 28,000 STF Formula 28,000 28,000 28,000 28,000 - - 35,108 Grant #26378 - - - - - - - JARC Job Access Reverse Commute 58,628 58,628 58,628 58,628 - - - New Freedom 22,445 22,445 22,445 22,445 79,214 257,565 338,080 Total Intergovernmental 358,980 358,980 358,980 358,980 Charges for goods and services 6,850 6,502 7,000 DAR Daily 12,000 12,000 12,000 12,000 21,063 17,391 21,000 Transit System Fares 27,000 27,000 27,000 27,000 27,913 23,893 28,000 Total Charges for goods and services 39,000 39,000 39,000 39,000 Miscellaneous 2,715 569 500 Interest from Investments 300 200 200 200 - 3,859 - Donations-Transit - - - - - 1 - Cash Long & Short - - - - 9,851 11,465 9,000 Other Miscellaneous Income 9,000 9,000 9,000 9,000 12,566 15,894 9,500 Total Miscellaneous 9,300 9,200 9,200 9,200 - - - Transfer from General - 151,000 151,000 151,000 420,848 514,181 661,753 REVENUE TOTAL 646,025 619,180 619,180 619,180 ---PAGE BREAK--- 2011-12 Adopted Budget 97 Fund 110 - Transit 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 671 - Transit Program 4711 - Fixed Route Transit Labor and Benefits 40,446 126,617 202,751 Regular Salaries 153,334 165,420 165,420 165,781 39,391 56,423 55,127 Part-Time Salaries 55,316 55,316 55,316 55,316 1,229 4,217 1,000 Overtime - - - - 22,774 29,952 - Intra-governmental - - - - 3,221 3,059 223 Workers' Comp 187 178 178 178 6,019 13,715 19,262 Social Security 15,962 16,886 16,886 16,886 10,186 34,125 81,972 Medical & Dental Insurance 49,642 51,723 51,723 51,723 7,715 11,000 20,015 Retirement 36,855 38,710 38,710 38,710 124 589 774 Long Term Disability Insurance 616 665 665 665 162 354 755 Unemployment Insurance 626 662 662 662 159 353 584 Life Insurance 459 417 417 417 131,426 280,404 382,463 Total Fixed Route Labor and Benefits 312,997 329,977 329,977 330,338 Supplies & Services 500 501 550 Other Office Supplies 550 550 550 550 195 26 50 Cleaning Supplies 65 65 65 65 14,620 18,956 17,000 Fuel 41,566 41,566 41,566 41,566 - 155 200 Clothing 400 400 400 400 - - - Safety/Medicine 2,500 2,500 2,500 2,500 57 102 50 Other Operating Supplies 100 100 100 100 2,653 - 2,500 Tires/Part 3,700 3,700 3,700 3,700 256 345 1,300 Medical 1,300 1,300 1,300 1,300 22 29,594 28,845 Other Professional Services 54,189 54,189 54,189 54,189 444 371 500 Telephone 500 500 500 500 31 109 25 Postage 45 45 45 45 177 25 100 Advertising 3,000 3,000 3,000 3,000 - 1,971 2,000 Training 4,000 4,000 4,000 4,000 5,188 4,932 5,526 IS Support 5,526 7,860 7,860 7,860 537 - - Lodging - - - - - - - Meals 150 150 150 150 - - - Mileage 300 300 300 300 - - 2,400 Software 5,200 5,200 5,200 5,200 2,313 5,006 3,057 Auto 8,357 - - - - - 2,254 Workers' Comp 2,254 8,966 8,966 8,966 460 511 1,153 General Liability 1,153 9,270 9,270 9,270 3 - 100 Equipment Repair 100 100 100 100 14,157 15,079 20,550 Vehicle Repair 25,000 25,000 25,000 25,000 100 91 100 Registrations 150 150 150 150 219 228 150 Printing & Binding 1,000 1,000 1,000 1,000 100 246 250 Other Services 250 250 250 250 - - - Bank Fees - 608 608 608 42,032 78,248 88,660 Total Fixed Route Supplies & Services 161,355 170,769 170,769 170,769 Capital Outlay - 41,898 120,000 Other Equipment 8,025 8,025 8,025 8,025 - 41,898 120,000 Total Capital Outlay 8,025 8,025 8,025 8,025 173,458 400,550 591,123 Total Fixed Route Program 482,377 508,771 508,771 509,132 ---PAGE BREAK--- 2011-12 Adopted Budget 98 Fund 110 - Transit 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Program 4712 - Dial-A-Ride Labor and Benefits 76,755 - - Regular Salaries - - - - 9,162 - - Part-Time Salaries - - - - 1,875 - - Overtime - - - - 6,355 - - Intra-governmental - - - - 4,577 - - Workers' Comp - - - - 6,403 - - Social Security - - - - 17,183 - - Medical & Dental Insurance - - - - 8,467 - - Retirement - - - - 247 - - Long Term Disability Insurance - - - - 176 - - Unemployment Insurance - - - - 296 - - Life Insurance - - - - 131,496 - - Total Dial-A-Ride Labor and Benefits - - - - Supplies & Services 455 543 800 Other Office Supplies 800 800 800 800 192 70 50 Cleaning Supplies 75 75 75 75 9,800 11,400 13,000 Fuel 21,100 21,100 21,100 21,100 - 80 250 Clothing 450 450 450 450 1,794 - 1,800 Tires/Part 2,000 2,000 2,000 2,000 641 - - Other Supplies - - - - 153 - - Accounting/Audit Services - - - - - 146 200 Medical 400 400 400 400 3,169 3,189 1,200 Other Professional Services 3,000 3,000 3,000 3,000 1,253 1,177 1,300 Telephone 1,300 1,300 1,300 1,300 - 50 - Postage - - - - - 144 100 Advertising 500 500 500 500 - 943 750 Training 1,500 1,500 1,500 1,500 - - - IS Support - 8,253 8,253 8,253 - 50 - Other Communication Services - - - - 123 - - Lodging - - - - - - - Meals 100 100 100 100 19,244 20,821 20,723 Mileage 25,000 25,000 25,000 25,000 - - - Internal Rent - 8,632 8,632 8,632 1,716 1,473 3,057 Auto 3,057 - - - - - 2,254 Workers' Comp 2,254 1,708 1,708 1,708 608 638 1,152 General Liability 1,152 1,766 1,766 1,766 - 10 - Equipment Repair - - - - 6,508 5,500 13,500 Vehicle Repair 13,000 13,000 13,000 13,000 200 47 200 Registrations 300 300 300 300 44 187 100 Printing & Binding 440 440 440 440 95 98 250 Other Services 250 250 250 250 45,995 46,566 60,686 Total Dial-A-Ride Supplies & Services 76,678 90,574 90,574 90,574 177,491 46,566 60,686 Total Dial-A-Ride Program 76,678 90,574 90,574 90,574 Program 9711 - Transfer Out 9,000 - - To Equip - - - - 359,949 447,116 651,809 Total Transit Department 559,055 599,345 599,345 599,706 - Department 901 - Ending Fund Balance - Program 9971 - Equity - - 5,985 Contingency 86,970 15,835 15,835 15,474 - - 3,959 Reserve PERS - 4,000 4,000 4,000 - - 9,944 Total Contingency/Ending Fund Balance 86,970 19,835 19,835 19,474 359,949 447,116 661,753 EXPENDITURE TOTAL 646,025 619,180 619,180 619,180 60,899 67,065 - Revenue Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 99 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Building Inspection Fund - 123 DEPARTMENT/DEPARTMENT NUMBER: Building - 521 DEPARTMENT DIRECTOR: Jim DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Steve Krieg DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The Building Division provides coordination and direction of the permitting, inspection and plan review services of the City. 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, preparing and quarterly reports for the State of Oregon and the City. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The division consists of one staff member under the direction of the Economic and Development Services Director. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Maintain an inspection and plan review division while meeting customer’s expectations with reduced staffing levels. • Provide training for staff in the new commercial construction codes for the State of Oregon. • Implemented the IGA’s with the City of Silverton and Dallas for assistance with plan review and inspection services to cut down on the amount of extra time the one staff person puts in on weekends and holidays. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Maintain an inspection and plan review division while meeting customer’s expectations with reduced staffing levels. • Provide training for staff in the new residential construction codes for the State of Oregon. DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • Implement the new State of Oregon residential building, energy, and mechanical codes. ---PAGE BREAK--- 2011-12 Adopted Budget 100 Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Building Inspection Revenue 310,540 143,482 42,596 Fund Balance 17,030 15,000 15,000 15,000 89,764 135,357 239,616 Licenses and Permits 271,246 271,246 271,246 271,246 - (26) - Charges for goods and services - - - - 6,732 22,859 4,950 Misc 14,850 14,850 14,850 14,850 - - 172,933 Other Financing Sources 13,003 80,000 80,000 80,000 407,036 301,672 460,095 Total Revenues 316,129 381,096 381,096 381,096 Expense 231,367 179,140 210,611 Labor and Benefits 210,535 208,815 208,815 208,815 32,187 35,870 160,258 Supplies and Services 83,764 88,826 88,826 88,826 - - 89,226 Conting'y & Unapprop 21,830 83,455 83,455 83,455 263,554 215,010 460,095 Total Expenses 316,129 381,096 381,096 381,096 143,482 86,662 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion The Licenses and Permits is the main source of revenue within this fund. This category contains revenue amounts for the various building permits issued within the City of Woodburn. These include Building and Mechanical permits, Plan Check Fees, Fire Check Fees, County Excise Taxes, and other miscellaneous fees. This category is planning to increase by 14%. This is due to the eventual and gradual economic recovery that most cities in the area are planning on. Other Financing Sources Includes an inter-fund loan from the Water Well/Distribution Construction fund in the amount of $80,000 to provide for operations if needed (this is due to the slowdown building activity). Operations Significant change is in materials in services (a 44% reduction) a direct result of the drop off in building activity. ---PAGE BREAK--- 2011-12 Adopted Budget 101 Fund Detail Fund 123 - Building 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 310,540 143,482 42,596 Beginning Fund Balance 17,030 15,000 15,000 15,000 Licenses & Permits 42,894 59,554 57,771 Building Permts 67,978 67,978 67,978 67,978 10,845 16,411 10,260 Mechanical Permts 13,050 13,050 13,050 13,050 - - - MC Electrical/Plumbing Permits - - - - (73) (1,741) - State Surcharge - - - - 26,944 38,603 37,551 Plan Check Fees 44,186 44,186 44,186 44,186 7,044 16,529 18,289 Fire Check Fees 24,011 24,011 24,011 24,011 240 90 - State Mfg Home Fee - - - - 331 20 50 MC Admin Fee 50 50 50 50 1,539 5,892 3,335 Plan Check - Mechanical 4,241 4,241 4,241 4,241 - - 500 MC Permits 380 380 380 380 - - 8,200 MC State Surcharge 20,000 20,000 20,000 20,000 - - 360 St Mfg Fee 500 500 500 500 - - 103,300 CET Suspend 96,850 96,850 96,850 96,850 89,764 135,357 239,616 Total Licenses & Permits 271,246 271,246 271,246 271,246 Charges for goods and services - (26) - T&E Planning Develop Fee - - - - Miscellaneous 4,646 527 150 Interest from Investments 150 150 150 150 2,086 22,332 4,800 Other Miscellaneous Income 14,700 14,700 14,700 14,700 6,732 22,860 4,950 Total Miscellaneous 14,850 14,850 14,850 14,850 Other Financing Sources - - 172,933 Interfund Loan from Wtr Dist. Const 13,003 80,000 80,000 80,000 407,036 301,673 460,095 REVENUE TOTAL 316,129 381,096 381,096 381,096 ---PAGE BREAK--- 2011-12 Adopted Budget 102 Fund 123 - Building 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 521 - Building Program 2241 Bldg Inspection Labor & Benefits 135,326 101,489 148,682 Regular Salaries 142,604 142,681 142,681 142,681 50,239 50,890 - Intra-governmental - - - - 2,330 632 50 Workers' Comp 48 48 48 48 10,534 7,958 11,374 Social Security 10,909 10,915 10,915 10,915 11,694 5,998 29,814 Medical & Dental Insurance 21,542 19,193 19,193 19,193 20,011 11,280 19,152 Retirement 33,949 34,494 34,494 34,494 437 384 598 Long Term Disability Insurance 573 574 574 574 271 193 446 Unemployment Insurance 428 428 428 428 525 316 495 Life Insurance 482 482 482 482 231,367 179,140 210,611 Total Bldg Inspection Labor & Benefits 210,535 208,815 208,815 208,815 Supplies & Services 1,881 3,463 2,800 Other Office Supplies 2,800 2,800 2,800 2,800 713 508 800 Fuel 800 800 800 800 - - 100 Other Operating Supplies 100 100 100 100 - 2,113 8,835 Other Professional Services 8,835 8,835 8,835 8,835 969 675 750 Telephone 600 600 600 600 4 21 100 Postage 55 55 55 55 12,968 12,330 13,814 IS Support 10,480 10,480 10,480 10,480 366 496 520 Lodging 575 575 575 575 15 66 100 Meals 90 90 90 90 217 155 250 Mileage 250 250 250 250 10,138 11,574 12,256 Internal Rent 12,256 16,427 16,427 16,427 633 849 801 Auto 801 - - - - 2,203 Workers' Comp 2,203 2,405 2,405 2,405 888 1,063 1,419 General Liability Insurance 1,419 2,909 2,909 2,909 635 549 550 Vehicle Repair 550 550 550 550 475 475 600 Dues & Subscriptions 750 750 750 750 1,425 810 1,500 Registrations 1,350 1,350 1,350 1,350 - - 500 MC Permits 500 500 500 500 - - 8,200 MC State Surcharge 8,200 8,200 8,200 8,200 - - 360 St Mfg Fee 500 500 500 500 - - 103,300 State Surcharge 30,000 30,000 30,000 30,000 860 723 500 Other Services 650 650 650 650 32,187 35,869 160,258 Total Bldg Inspection Supplies & Serv 83,764 88,826 88,826 88,826 263,554 215,009 370,869 Building Department Total 294,299 297,641 297,641 297,641 Department 901 - Ending Fund Balance Program 9971 - Equity - - 42,596 Contingency - 61,625 61,625 61,625 - - 24,800 Reserve for Equipment - - - - - - 21,830 Reserve PERS 21,830 21,830 21,830 21,830 - - 89,226 Total Contingency/Ending Fund Balance 21,830 83,455 83,455 83,455 263,554 215,009 460,095 EXPENDITURE TOTAL 316,129 381,096 381,096 381,096 143,482 86,664 - Revenue Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 103 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Search & Seizure - 132 DEPARTMENT/DEPARTMENT NUMBER: Police - 211 DEPARTMENT DIRECTOR: Scott Russell DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: Woodburn Police Facility PERSON PREPARING THIS FORM: Ignacio Palacios DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The Search and Seizure program 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 Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Search & Seizure Revenue 2,161 3,305 3,350 Fund Balance - - - - 2,000 12,382 40,000 Intergovernmental 24,000 24,000 24,000 24,000 2,544 1,515 250 Misc - - - - 6,705 17,202 43,600 Total Revenues 24,000 24,000 24,000 24,000 Expense 3,400 35,825 43,600 Supplies and Services 24,000 24,000 24,000 24,000 3,400 35,825 43,600 Total Expense 24,000 24,000 24,000 24,000 3,305 (18,623) - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion The Search and Seizure fund is completely funded by federal grants and vary from year to year depending on funding availability. The grant proceeds are used to continue police investigations directly related to gang and drug activity. ---PAGE BREAK--- 2011-12 Adopted Budget 104 Fund Detail Fund 132 - Search & Seizure Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 2,161 3,305 3,350 Beginning Fund Balance - - - - Intergovernmental 2,000 12,382 40,000 Federal Grants 24,000 24,000 24,000 24,000 Miscellaneous 91 13 250 Interest from Investments - - - - 2,453 - Confiscated Cash - - - - 1,502 - Other Miscellaneous Income - - - - 2,544 1,515 250 Total Miscellaneous - - - - 6,705 17,202 43,600 REVENUE TOTAL 24,000 24,000 24,000 24,000 Fund 132 - Search & Seizure Fund 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 211 - Police Admin Program 2131 - Detectives Supplies & Services - 35,825 43,600 Other Operating Supplies 24,000 24,000 24,000 24,000 Program 2199 - Police Admin 3,400 - - Other Services - - - - 3,400 35,825 43,600 Total Police Administration 24,000 24,000 24,000 24,000 3,400 35,825 43,600 EXPENDITURE TOTAL 24,000 24,000 24,000 24,000 3,305 (18,623) - Revenue Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 105 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Weed & Seed - 134 DEPARTMENT/DEPARTMENT NUMBER: Community Services Admin. - 491 DEPARTMENT DIRECTOR: Jim Row DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Jim Row DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: Operation Weed and Seed is a strategy within the U.S. Department of Justice's Office of Justice Programs that incorporates community-based initiatives. It is an innovative and comprehensive multi-agency approach to law enforcement, crime prevention, and community revitalization. Operation Weed and Seed initiative "weeds out" undesirable elements such as violent crime, gang activity, drug use, and drug trafficking in a targeted area of the community. The program then "seeds" the area by restoring those neighborhoods through a variety of social and economic revitalization activities. Through the Weed and Seed Strategy, the community of Woodburn hopes to: Identify gaps in services that are essential to successful re-entry to the community after incarceration. More effectively identify the children and youth who have the highest level of risk factors that push them into gangs; including but not limited to: Family Factors Peer Groups Social Deficits Lack of Family Opportunities School Problems Juvenile Delinquency Enhance the capacity of the community to provide preventative programming for children and youth. Enhance the economic viability of the community through sustainable employment. Enhance the law enforcement capabilities in regard to violent gang and drug activities. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: This department has one full-time employee and is managed by the Community Services Director. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Continue the partnership with the Marion County Juvenile Department and the Woodburn Police Department to implement the Tracker Program. • Hold at least one family education night at each school in the Woodburn School District about drugs and/or gangs. ---PAGE BREAK--- 2011-12 Adopted Budget 106 • Provide break dancing lessons as well as Positive Action curriculum for the children at our Safe Haven, Nuevo Amanacer. • Managed a graffiti removal check-out kit for community members to use for private property graffiti removal. • Fund police overtime at a level to allow extra investigation time in drug trafficking organization cases. • Provide Drug and Gang education to Boys and Girls Club Teen Center. • Provide Drug and Gang education to all elementary and middle school after school clubs. • Secure continued federal funding for the Weed & Seed Program. • Investigate solutions for developing Weed & Seed program sustainability. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Seek to find a formal evaluation system for our grant program • Ensure ongoing sustainability of all programs • Fund two Strengthening Family Workshops • Fund tutors for Chemeketa Community College GED program • Continue with all other regular activities Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Weed & Seed Revenue (55,197) (105,588) - Fund Balance 24,630 26,429 26,429 26,429 111,603 153,847 164,353 Intergovernmental 161,561 161,561 161,561 161,561 (1,626) (473) - Misc - - - - 54,780 47,786 164,353 Revenue Total 186,191 187,990 187,990 187,990 Expense 122,810 95,582 108,087 Labor and Benefits 129,445 129,445 129,445 129,445 37,558 20,745 56,266 Supplies and Services 56,746 58,545 58,545 58,545 160,368 116,327 164,353 Expense Total 186,191 187,990 187,990 187,990 (105,588) (68,541) - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion The Weed & Seed program is completely funded by a federal grant. The grant will expire in November 2011 and no alternative sources of revenue are readily available nor does it appear that the grant will be renewed at the federal level. ---PAGE BREAK--- 2011-12 Adopted Budget 107 Fund Detail Fund 134 - Weed & Seed 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED (55,197) (105,588) - Beginning Fund Balance 24,630 26,429 26,429 26,429 111,603 153,847 164,353 Fed Grants 161,561 161,561 161,561 161,561 (1,626) (473) - Interest from Investments - - - - 54,780 47,785 164,353 REVENUE TOTAL 186,191 187,990 187,990 187,990 ---PAGE BREAK--- 2011-12 Adopted Budget 108 Fund 134 - Weed & Seed 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 211 - Police Program 2711 - Weed & Seed Labor & Benefits 25,445 - - Overtime - - - - 3,800 - - Work Equipment - - - - 29,245 - - 211 - Police Totals - - - - Department 421 - Recreation Program 2711 - Weed & Seed Labor & Benefits 37,172 36,670 - Regular Salaries - - - - 654 - - Part-Time Salaries - - - - 125 - - Overtime - - - - 167 599 - Workers' Comp - - - - 2,989 2,567 - Social Security - - - - 2,650 1,617 - Retirement - - - - 78 70 - Unemployment Insurance - - - - 43,835 41,523 - Total Recreation Labor & Benefits - - - - Supplies & Services 3,028 118 - Youth Supplies - - - - 46,863 41,641 - 421 - Recreation Totals - - - - Department 491 - Parks Admin Program 2711 - Weed & Seed Labor & Benefits 43,000 43,001 65,173 Regular Salaries 78,851 78,851 78,851 78,851 - - 21,936 Overtime 22,698 22,698 22,698 22,698 125 68 155 Workers' Comp 171 171 171 171 3,213 3,457 6,664 Social Security 7,768 7,768 7,768 7,768 4,330 4,480 7,500 Medical & Dental Insurance 6,437 6,437 6,437 6,437 2,468 2,663 4,909 Retirement 12,244 12,244 12,244 12,244 138 168 450 Long Term Disability Insurance 178 178 178 178 86 82 800 Unemployment Insurance 986 986 986 986 170 140 500 Life Insurance 112 112 112 112 53,530 54,058 108,087 Total Parks Admin Labor & Benefits 129,445 129,445 129,445 129,445 Supplies & Services - 127 100 Paper 200 200 200 200 462 989 2,385 Other Office Supplies 4,658 4,658 4,658 4,658 3,320 - - Other Operating Supplies - - - - 16,587 15,291 43,510 Other Professional Services 46,064 46,064 46,064 46,064 192 241 312 Telephone 130 130 130 130 49 26 134 Postage 200 570 570 570 495 - - Advertising - - - - 2,698 2,466 5,186 IS Support 2,161 2,161 2,161 2,161 3,287 919 2,400 Lodging 1,200 1,200 1,200 1,200 632 230 700 Meals 350 350 350 350 160 338 433 Mileage 583 583 583 583 1,898 - 1,000 Airfare 1,000 1,000 1,000 1,000 - - - Workers Comp - 1,429 1,429 1,429 ---PAGE BREAK--- 2011-12 Adopted Budget 109 Fund 134 - Weed & Seed 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 950 - - Registrations - - - - - - 106 Printing & Binding 200 200 200 200 30,730 20,628 56,266 Total Parks Admin Supplies & Services 56,746 58,545 58,545 58,545 84,260 74,686 164,353 Total Parks Administration Department 186,191 187,990 187,990 187,990 160,368 116,327 164,353 EXPENDITURE TOTAL 186,191 187,990 187,990 187,990 (105,588) (68,541) - Revenue Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 110 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 111 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: State Revenue Sharing - 135 DEPARTMENT/DEPARTMENT NUMBER: PW Administration - 691 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Garfield Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This purpose of this fund is to be used for Capital Improvement Projects including transportation projects, ADA improvements, and Sidewalks. The final loan payment has been made of $47,043 for a portion of a sewer extension project for HWI, Inc had been made in December 1, 2010. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: There are no personnel paid out of this fund. State Revenue Sharing is calculated using a formula that compares the City’s property tax rate, per capita income, and population against statewide averages. State Revenue Sharing is 14% of the net revenue from the OLCC account as authorized for distribution under the State Revenue Sharing Program. This program is paid quarterly. As part of the funds consolidation proposal, this fund is being collapsed into the City’s Local Gas and Street Funds. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Completion of the Hwy. 214 Phase 3 Sidewalk • Completion of the Downtown Transit Facility in Annex parking Lot Annual • Payment of Loan #B91002 • Annual Transfer to Street Fund (140) DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • ADA compliance upgrades to sidewalks • Continuation of safety sidewalk improvements • Street lighting costs and repairs • Final payment of Loan B91002 – December 2010 DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • Loan will be paid off ---PAGE BREAK--- 2011-12 Adopted Budget 112 Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED State Revenue Sharing Revenue 355,059 461,879 198,000 Fund Balance 77,945 75,000 75,000 75,000 232,831 170,076 225,000 Intergovernmental 230,000 - - - 7,355 1,556 1,600 Misc 500 - - - 595,245 633,511 424,600 Total Revenue 308,445 75,000 75,000 75,000 Expense 1,566 8,868 240,000 Supplies and Services 246,500 - - - 47,043 47,043 47,044 Debt Service - - - - 64,757 379,214 97,556 Capital Outlay 48,945 - - - 20,000 20,000 - Transfers Out - 75,000 75,000 75,000 - - 40,000 Conting'y & Unapprop 13,000 - - - 133,366 455,125 424,600 Total Expense 308,445 75,000 75,000 75,000 461,879 178,386 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion As a part of the Fund Consolidation Plan, the remaining balance in this fund is being transferred to the Street Fund and the Local Gas Tax Fund. All future revenues will now be recorded in the General Fund and transferred to the Street Fund to pay for local street lighting. The other portion of future revenues will be transferred from the General Fund to the Local Gas Tax fund to be used for local street projects. ---PAGE BREAK--- 2011-12 Adopted Budget 113 Fund Detail Fund 135 - State Revenue Sharing 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 355,059 461,879 198,000 Beginning Fund Balance 77,945 75,000 75,000 75,000 232,831 170,076 225,000 Revenue Sharing 230,000 - - - 7,355 1,556 1,600 Interest from Investments 500 - - - 595,245 633,511 424,600 REVENUE TOTAL 308,445 75,000 75,000 75,000 Fund 135 - State Revenue Sharing 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 691 - PW Admin Program 9111 - Debt Service 47,043 47,043 47,044 Bond Principal - - - - Program 9511 - Design Engineering Supplies & Services 1,566 2,811 5,000 Engineering/Architecture 2,200 - - - Program 9512 - Construction Engineering Supplies & Services - 4,000 5,000 Engineering/Architecture 2,300 - - - Program 9531 - Construction Supplies & Services - 2,057 3,500 Other Professional Services 2,000 - - - - 226,500 Street Lighting 240,000 - - - 1,566 8,867 240,000 Total Supplies & Services 246,500 - - - Capital Outlay 64,757 379,214 97,556 Streets/Alleys/Sidewalks 48,945 - - - 64,757 379,214 97,556 Total Capital Outlay 48,945 - - - 113,366 435,124 384,600 Total Construction Program 295,445 - - - Program 9711 - Operating Transfer Out 20,000 20,000 - To Street - 17,942 17,942 17,942 - - - To Local Gas Tax - 57,058 57,058 57,058 20,000 20,000 - Total Operating Transfer Out Program - 75,000 75,000 75,000 133,366 455,124 384,600 Total PW Admin Department 295,445 75,000 75,000 75,000 Department 901 - Ending Fund Balance Program 9971 - Equity - - 40,000 Contingency 13,000 - - - - - 40,000 Total Contingency/Ending Fund Balance 13,000 - - - 133,366 455,124 424,600 EXPENDITURE TOTAL 308,445 75,000 75,000 75,000 461,879 178,387 - Revenue Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 114 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 115 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Housing Rehabilitation - 137 DEPARTMENT/DEPARTMENT NUMBER: Housing - 531 DEPARTMENT DIRECTOR: Jim DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Jim DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: In the late 80’s, Woodburn had an active Housing Rehabilitation Program, offering low or no-interest loans to residents of the City with incomes below the median income level of the County. Funding for the program came from the Community Development Block Grant (CDBG), and the program ended in 1999 when all monies were loaned out. In 2009, through loan payoffs, the Housing Rehabilitation Program had approximately $674,585. This income is divided into two categories, restricted (program income) and unrestricted income, based on contract requirements when the grants were originally awarded. Restricted income ($453,305) is income received from grant years 1993 or later, and the City is required to use it to continue the Housing Rehabilitation Program. Unrestricted income is income from principal and interest on loans made using CDBG funds prior to the grant year 1993. There is approximately $170,000 of unrestricted income. With the restricted income ($453,305) Council re-established the Housing Rehabilitation Program in 2009. The City contracted with the Mid-Willamette Valley Council of Governments (COG) to manage Woodburn’s Housing Rehabilitation Program. The program once again provides simple interest loans to low and moderate- income households to rehabilitate their homes. The maximum loan amount per household is $12,500, excepting additional costs for necessary accessibility improvements. A total of 29 loans have been completed. Remaining funds will be used for emergency housing rehabilitation assistance and/or CDBG grant matching requirements. Separately, the City Council (2009) established the Woodburn Business Assistance Loan Program with unrestricted funds ($221,280), to be loaned out at low-interest rates to new or existing businesses located in Woodburn. The COG is also contracted to manage this program. One business loan has been completed. Remaining funds are available for additional business assistance loans. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: There are direct and indirect personnel costs associated with this program. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Mid Willamette Valley Council of Governments has administered twenty- nine individual Housing Rehabilitation Program loans. • Remaining funds ($60,000) have been retained for emergency housing rehabilitation assistance. • We continue to respond to inquiries about the business assistance loan program. ---PAGE BREAK--- 2011-12 Adopted Budget 116 • One business assistance loan has been approved. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Housing Rehabilitation Loan Program - Remaining funds retained for emergency housing rehabilitation assistance and/or CDBG match requirements. - Apply for additional federal (CDBG) funds to continue the program. • Business Assistance Loan Program - Administer loan program DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: The Housing Rehabilitation Loan Program was re-established and will continue to function, depending upon funding. The Business Assistance Loan Program is also dependent upon limited funding. Loan activity will determine whether funds are available to continue the program. Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Housing Rehab Revenue 674,584 676,701 428,000 Fund Balance 99,000 99,000 99,000 99,000 20,879 15,801 8,500 Misc 7,750 7,750 7,750 7,750 - - - Transfers In 6,520 6,520 6,520 6,520 6,128 13,967 15,000 Other Financing Sources 15,000 15,000 15,000 15,000 701,591 706,469 451,500 Total Revenue 128,270 128,270 128,270 128,270 Expense 9,580 10,097 10,840 Labor and Benefits 10,708 10,708 10,708 10,708 15,311 322,920 383,180 Supplies and Services 80,200 89,340 89,340 89,340 - - 57,480 Conting'y & Unapprop 37,362 28,222 28,222 28,222 24,891 333,017 451,500 Total Expense 128,270 128,270 128,270 128,270 676,700 373,452 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion Income Derived from repayments of Housing Rehabilitation loans and limited to when liened homes are sold or refinanced. Other Financing Sources category, include $15,000 in loan repayments scheduled for FY 2011- 12. Facilities Rent in the amount of $7,750 is included in the Miscellaneous category. Supplies and Services Housing Rehabilitation funds available to lend out for low income housing improvements and local small business loans. ---PAGE BREAK--- 2011-12 Adopted Budget 117 Fund Detail Fund 137 - Housing Rehab 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 674,584 676,701 428,000 Beginning Fund Balance 99,000 99,000 99,000 99,000 Miscellaneous 13,444 3,165 1,000 Interest from Investments 250 250 250 250 7,435 11,400 7,500 Facilities Rent 7,500 7,500 7,500 7,500 20,879 14,565 8,500 Total Miscellaneous 7,750 7,750 7,750 7,750 Transfers In - - - Transfer - Bancroft 6,520 6,520 6,520 6,520 Other Financing Sources - 486 - Small Business Loan - - - - - 750 - Other Miscellaneous Income - - - - - - - Loan Payback 2000 - - - - - - - Loan Payback 1987 - - - - - 13,967 5,000 Loan Payback 1989 5,000 5,000 5,000 5,000 - - 5,000 Loan Payback 1996 5,000 5,000 5,000 5,000 - - 5,000 Loan Payback 1997 5,000 5,000 5,000 5,000 - - - Loan Payback 1998 - - - - 6,128 - - Loan Payback 1999 - - - - 6,128 15,203 15,000 Total Other Financing Sources 15,000 15,000 15,000 15,000 701,591 706,469 451,500 REVENUE TOTAL 128,270 128,270 128,270 128,270 ---PAGE BREAK--- 2011-12 Adopted Budget 118 Fund 137 - Housing Rehab 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 531 - Housing Rehab Program 5911 - Housing Labor & Benefits - - 7,861 Regular Salaries 7,347 7,347 7,347 7,347 9,580 10,097 - Intra-governmental - - - - - - 3 Workers' Comp 3 3 3 3 - - 601 Social Security 562 562 562 562 - - 932 Medical & Dental Insurance 846 846 846 846 - - 1,367 Retirement 1,879 1,879 1,879 1,879 - - 32 Long Term Disability Insurance 30 30 30 30 - - 24 Unemployment Insurance 22 22 22 22 - - 20 Life Insurance 19 19 19 19 9,580 10,097 10,840 Total Housing Labor & Benefits 10,708 10,708 10,708 10,708 Supplies & Services 191 426 100 Other Operating Supplies 100 100 100 100 128 - - Other Professional Services - - - - 72 15 100 Natural Gas 100 100 100 100 10,302 10,672 11,500 Dues & Subscriptions 2,000 11,000 11,000 11,000 - - 2,000 Registrations 1,000 1,000 1,000 1,000 1,892 1,906 2,000 Permits 1,000 1,000 1,000 1,000 2,726 309,901 2,000 Other Services 1,000 1,000 1,000 1,000 - - - Bank Fees - 140 140 140 - - 146,800 Housing Rehab Loan 25,000 25,000 25,000 25,000 - - 218,680 Business Loans 50,000 50,000 50,000 50,000 - - - Other Buildings - - - - 15,311 322,920 383,180 Total Housing Supplies & Services 80,200 89,340 89,340 89,340 24,891 333,017 394,020 Total Housing Rehab Department 90,908 100,048 100,048 100,048 Department 901 - Ending Fund Balance Program 9971 - Equity - - 57,480 Contingency 37,362 28,222 28,222 28,222 - - 57,480 Total Contingency/Ending Fund Balance 37,362 28,222 28,222 28,222 24,891 333,017 451,500 EXPENDITURE TOTAL 128,270 128,270 128,270 128,270 676,700 373,452 - Revenue Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 119 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: RSVP - 138 DEPARTMENT/DEPARTMENT NUMBER: RSVP - 481 DEPARTMENT DIRECTOR: Susan Fofana-Dura DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: Community Services PERSON PREPARING THIS FORM: Susan Fofana-Dura DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This program creates meaningful volunteer opportunities for persons 55 and older to contribute their skills and experience in their community through volunteer service. The Retired and Senior Volunteer Program recruits program participants, develops volunteer worksites, and orients volunteers. The RSVP program is funded with a grant from the Corporation for National and Community Service and requires a 30% match from the City’s General Fund. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The department consists of one full time Project Director. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • 31 new volunteers recruited. • Completely gleaned old records, reviewed worksites. • Celebrated National Volunteer week, sponsored by Country Meadows. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Increase number of active volunteers from 269 to 300. • Work with volunteer worksites to increase the use of volunteers. Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED RSVP Revenue 2,206 5,663 8,500 Fund Balance 7,700 8,900 8,900 11,670 59,721 59,721 57,736 Intergovernmental 57,736 57,736 57,736 45,933 1,416 25 20 Misc - - - - 28,259 28,259 28,259 Transfers In 28,259 28,259 28,259 30,259 91,602 93,668 94,515 Total Revenue 93,695 94,895 94,895 87,862 Expense 75,148 73,215 81,246 Labor and Benefits 82,222 82,222 82,222 82,222 10,791 9,538 11,338 Supplies and Services 11,368 12,673 12,673 5,640 - - 1,931 Conting'y & Unapprop 105 - - - 85,939 82,753 94,515 Total Expense 93,695 94,895 94,895 87,862 5,663 10,915 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION ---PAGE BREAK--- 2011-12 Adopted Budget 120 Revenue Sources and Other Discussion The RSVP program is funded via federal grant with $30,000 match from the General fund. The program provides opportunities for retirees in the Marion County area to volunteer in various capacities. Fund Detail Fund 138 - RSVP 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 2,206 5,663 8,500 Beginning Fund Balance 7,700 8,900 8,900 11,670 Intergovernmental 56,054 56,054 57,736 Federal Grants 57,736 57,736 57,736 45,933 3,667 3,667 - State Grants - - - - 59,721 59,721 57,736 Total Intergovernmental 57,736 57,736 57,736 45,933 Miscellaneous 232 20 20 Interest from Investments - - - - - 5 - Donations-Other - - - - 1,184 - - Other Miscellaneous Income - - - - 1,416 25 20 Total Miscellaneous - - - - Transfers In 28,259 28,259 28,259 Transfer from General Fund 28,259 28,259 28,259 30,259 91,602 93,668 94,515 REVENUE TOTAL 93,695 94,895 94,895 87,862 ---PAGE BREAK--- 2011-12 Adopted Budget 121 Fund 138 - RSVP 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 481 - RSVP Program 5711 - RSVP Labor & Benefits 50,292 50,292 57,786 Regular Salaries 56,821 56,821 56,821 56,821 7,759 8,228 - Intra-governmental - - - - 121 55 85 Workers' Comp 37 37 37 37 3,978 3,980 4,421 Social Security 4,347 4,347 4,347 4,347 4,327 4,420 11,713 Medical & Dental Insurance 6,822 6,822 6,822 6,822 8,212 5,788 6,581 Retirement 13,543 13,543 13,543 13,543 161 195 232 Long Term Disability Insurance 228 228 228 228 101 96 174 Unemployment Insurance 170 170 170 170 197 161 254 Life Insurance 254 254 254 254 75,148 73,215 81,246 Total RSVP Labor & Benefits 82,222 82,222 82,222 82,222 Supplies & Services 466 775 670 Other Operating Supplies 650 650 650 - 16 - - Other Professional Services - - - - 150 159 240 Telephone 240 242 242 242 1,137 1,200 1,200 Postage 1,200 1,200 1,200 - 2,593 2,466 2,763 IS Support 2,763 2,763 2,763 2,763 568 - - Lodging - - - - 113 - - Meals - - - - 1,182 1,039 1,000 Mileage 1,000 1,000 1,000 - 279 - - Airfare - - - - - - - Workers' Comp - 716 716 716 210 250 355 General Liability Insurance 355 942 942 942 3,082 1,159 1,160 Other Insurance Costs 1,160 1,160 1,160 977 375 362 450 Registrations 500 500 500 - 620 2,128 3,500 Printing & Binding 3,500 3,500 3,500 - 10,791 9,538 11,338 Total RSVP Supplies & Services 11,368 12,673 12,673 5,640 85,939 82,753 92,584 Total RSVP Department 93,590 94,895 94,895 87,862 Department 901 - Ending Fund Balance Program 9971 - Equity - - 1,931 Contingency 105 - - - - - 1,931 Total Contingency/Ending Fund Balance 105 - - - 85,939 82,753 94,515 EXPENDITURE TOTAL 93,695 94,895 94,895 87,862 5,663 10,914 - Revenue Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 122 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 123 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Cable Franchise - 139 DEPARTMENT/DEPARTMENT NUMBER: Finance - 151 DEPARTMENT DIRECTOR: Ignacio Palacios DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Ignacio Palacios DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This program administers the City’s cable television franchise and supports community access programming provided by Woodburn Cable Access Television (WCAT). Seven and one half percent of revenues derived from cable television franchise fees are set aside for administration of the franchise. Twelve and one half (12.5%) percent of the franchise fees are provided to WCAT to support community access programming. Franchise administration includes coordinating with the cable provider regarding programming choices and service issues and compliance with the franchise agreement. Support to WCAT allows the television audience to view public meetings and programming developed in and pertinent to the community. Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Cable Franchise Revenue 11,078 7,447 4,000 Fund Balance 5,553 5,553 5,553 5,553 13,275 18,904 16,000 Licenses and Permits 16,000 20,147 20,147 20,147 4,465 3,275 4,250 Misc 4,100 4,100 4,100 4,100 28,818 29,626 24,250 Total Revenue 25,653 29,800 29,800 29,800 Expense 21,371 21,193 21,000 Supplies and Services 22,000 28,800 28,800 28,800 - 2,500 - Capital Outlay - - - - - - 3,250 Conting'y & Unapprop 3,653 1,000 1,000 1,000 21,371 23,693 24,250 Total Expense 25,653 29,800 29,800 29,800 7,447 5,933 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion The Licenses and Permits category of revenue totaling $20,147 includes franchise fees collected by Wave Broadband and passed through to the local cable access company (WCAT). Those turnovers and management fees provided by the City are used to fund WCAT operations and provide for capital purchases. ---PAGE BREAK--- 2011-12 Adopted Budget 124 Fund Detail Fund 139 - Cable Franchise 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 11,078 7,447 4,000 Beginning Fund Balance 5,553 5,553 5,553 5,553 Licenses & Permits 13,275 18,904 16,000 Franchise Fee, Willamette Broadband 16,000 20,147 20,147 20,147 Miscellaneous 141 30 250 Interest from Investments 100 100 100 100 4,324 3,245 4,000 Annual Access Fee 4,000 4,000 4,000 4,000 - - - Transfer from General Fund - - - - 4,465 3,276 4,250 Total Miscellaneous 4,100 4,100 4,100 4,100 28,818 29,627 24,250 REVENUE TOTAL 25,653 29,800 29,800 29,800 Fund 139 - Cable Franchise 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 121 - Admin Program 7811 - Cable TV Supplies & Services - 133 - Other Operating Supplies - - - - 6,000 6,000 6,000 Other Communication Services 6,000 12,800 12,800 12,800 15,371 15,060 15,000 Other Services 16,000 16,000 16,000 16,000 21,371 21,193 21,000 Total Supplies & Services 22,000 28,800 28,800 28,800 Capital Outlay - 2,500 - Other Equipment - - - - - 2,500 - Capital Outlay Total - - - - 21,371 23,693 21,000 Total Admin Department 22,000 28,800 28,800 28,800 Department 901 - Ending Fund Balance Program 9971 - Equity - - 3,250 Contingency 3,653 1,000 1,000 1,000 21,371 23,693 24,250 EXPENDITURE TOTAL 25,653 29,800 29,800 29,800 7,447 5,934 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 125 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Bonded Debt - 250 DEPARTMENT/DEPARTMENT NUMBER: Finance - 151 DEPARTMENT DIRECTOR: Ignacio Palacios DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Ignacio Palacios DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The Bonded Debt fund records the payment of principal and interest on the City’s General Obligation bonds. As of June 30, 2011 the outstanding bonds total $5,655,000 for the Police Facility. General property taxes are the primary source of revenue to retire the outstanding debt. Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Bonded Debt Revenue 95,280 109,694 93,000 Fund Balance 120,000 120,000 120,000 120,000 677,356 495,805 515,000 Taxes 530,000 530,000 530,000 530,000 4,930 1,100 1,000 Misc 200 200 200 200 777,566 606,599 609,000 Total Revenue 650,200 650,200 650,200 650,200 Expense 1,352 1,737 615 Labor and Benefits - - - - - - - Supplies and Services - 639 639 639 669,856 503,156 509,060 Debt Service 514,431 514,431 514,431 514,431 - - 99,325 Conting'y & Unapprop 135,769 135,130 135,130 135,130 671,208 504,893 609,000 Total Expense 650,200 650,200 650,200 650,200 106,358 101,706 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION ---PAGE BREAK--- 2011-12 Adopted Budget 126 Fund Detail Fund 250 - Bonded Debt 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 95,280 109,694 93,000 Beginning Fund Balance 120,000 120,000 120,000 120,000 677,356 495,805 515,000 Property Tax 530,000 530,000 530,000 530,000 4,930 1,100 1,000 Interest from Investments 200 200 200 200 777,566 606,599 609,000 REVENUE TOTAL 650,200 650,200 650,200 650,200 Fund 250 - Bonded Debt 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 151 - Finance Program 9111 - Debt Service Labor & Benefits 1,352 1,737 615 Intra-governmental - - - - Supplies & Services - - - Bank Fees - 639 639 639 Debt Service 410,000 260,000 275,000 Bond Principal 290,000 290,000 290,000 290,000 259,856 243,156 234,060 Bond Interest 224,431 224,431 224,431 224,431 671,208 504,894 509,675 Debt Service Total 514,431 515,070 515,070 515,070 Department 901 - Ending Fund Balance Program 9971 - Equity - - 99,325 Contingency 135,769 135,130 135,130 135,130 - - 99,325 Total Contingency/Ending Fund Balance 135,769 135,130 135,130 135,130 671,208 504,894 609,000 EXPENDITURE TOTAL 650,200 650,200 650,200 650,200 106,358 101,705 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 127 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Bancroft Bond - 252 DEPARTMENT/DEPARTMENT NUMBER: Finance - 151 DEPARTMENT DIRECTOR: Ignacio Palacios DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Ignacio Palacios DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This program provides for the payment of principal and interest on Bancroft Bonded Debt. Bancroft bonds are authorized by statute to finance local improvements that benefit the owners of property in the vicinity of the project. Those property owners pay annual assessment to cover the debt service on the bonds. Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Bancroft Bond Redemption Revenue 6,401 6,550 6,500 Fund Balance 6,520 6,520 6,520 6,520 148 36 100 Misc - - - - 6,549 6,586 6,600 Total Revenue 6,520 6,520 6,520 6,520 Expense - - - Transfers Out 6,520 6,520 6,520 6,520 - - 6,600 Conting'y & Unapprop - - - - - - 6,600 Total Expense 6,520 6,520 6,520 6,520 6,549 6,586 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION As part of the funds consolidation proposal – this fund is being collapsed into the Housing Rehabilitation Fund. ---PAGE BREAK--- 2011-12 Adopted Budget 128 Fund Detail Fund 252 - Bancroft Bond Redemption 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 6,401 6,550 6,500 Beginning Fund Balance 6,520 6,520 6,520 6,520 148 36 100 Interest from Investments - - - - 6,549 6,586 6,600 REVENUE TOTAL 6,520 6,520 6,520 6,520 Fund 252 - Bancroft Bond Redemption 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 151 - Finance Program 9111 - Transfers Out - - - Transfer - Housing Rehab 6,520 6,520 6,520 6,520 Department 901 - Ending Fund Balance Program 9971 - Equity - - 6,600 Contingency - - - - - - 6,600 Total Contingency/Ending Fund Balance - - - - - - 6,600 EXPENDITURE TOTAL 6,520 6,520 6,520 6,520 6,549 6,586 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 129 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Special Assessment Fund - 360 DEPARTMENT/DEPARTMENT NUMBER: PW Administration - 691 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Garfield Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This fund is used when assessments are issued against property owners when street, water, wastewater, or storm improvements are made which benefit the adjacent property and without the assessment the project may not have been done. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: There are no personnel costs associated with this fund. The monies collected on individual assessments are used to pay off outstanding liens. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Alexandra Avenue was completed. The Armory was assessed one-half the cost of the street improvement and paid that assessment before construction began. Once construction was completed and final costs were tallied, the Armory was returned some of the money they had originally paid – about 20% was returned DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • There are no proposed projects for 2011-2012. DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • There are no proposed assessment projects for 2011-2012. ---PAGE BREAK--- 2011-12 Adopted Budget 130 Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Special Assessment Revenue 499,387 771,989 809,932 Fund Balance 987,449 925,000 925,000 925,000 274,181 277,346 77,500 Misc 44,500 44,000 44,000 44,000 773,568 1,049,335 887,432 Total Revenue 1,031,949 969,000 969,000 969,000 Expense 1,580 2,665 5,338 Supplies and Services 3,900 4,852 4,852 4,852 - 62,818 200,000 Capital Outlay 200,000 200,000 200,000 200,000 - - 682,094 Conting'y & Unapprop 828,049 764,148 764,148 764,148 1,580 65,483 887,432 Total Expense 1,031,949 969,000 969,000 969,000 771,988 983,852 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion The Special Assessment fund collects repayment from various Local Improvement Districts (LIDs). The $44,000 budgeted is the amount of expected repayments to be collected during the fiscal year (including interest). Proceeds are used to fund various minor street and sidewalk projects throughout the City. ---PAGE BREAK--- 2011-12 Adopted Budget 131 Fund Detail Fund 360 - Special Assessments 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 499,387 771,989 809,932 Beginning Fund Balance 987,449 925,000 925,000 925,000 Miscellaneous 14,603 3,887 5,000 Interest from Investments 3,000 2,500 2,500 2,500 12,041 14,864 12,000 Special Assessments Interest 8,000 8,000 8,000 8,000 - 99,931 - Developer Contributions - - - - 5,445 4,958 - Special Assessments Principal - - - - 1,311 1,930 1,000 LID - Alley 500 500 500 500 203,852 88,810 20,000 LID - Bferry 7,000 7,000 7,000 7,000 16,504 6,504 - LID - C Club 5,000 5,000 5,000 5,000 5,252 3,737 5,000 LID - Tout 5,000 5,000 5,000 5,000 2,276 1,561 2,000 LID - 2,000 2,000 2,000 2,000 10,592 10,592 10,500 LID - Parr 10,500 10,500 10,500 10,500 - 2,445 2,000 LID - W Lincoln 1,000 1,000 1,000 1,000 - 38,127 20,000 LID - Ironwd 2,500 2,500 2,500 2,500 2,305 - - Other Miscellaneous Income - - - - 274,181 277,347 77,500 Total Miscellaneous 44,500 44,000 44,000 44,000 773,568 1,049,336 887,432 REVENUE TOTAL 1,031,949 969,000 969,000 969,000 ---PAGE BREAK--- 2011-12 Adopted Budget 132 Fund 360 - Special Assessments 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 691 - Admin Program 6999 - Public Works Admin Supplies & Services 170 93 1,000 Filing/Record 1,000 1,000 1,000 1,000 - - - Bank Fees - 952 952 952 Program 9511 - Engineering - - 900 Other Professional Services 900 900 900 900 284 738 738 Postage 500 500 500 500 1,126 - - Publications - - - - Program 9531 - Construction - 4 700 Postage 500 500 500 500 - 1,830 2,000 Advertising 1,000 1,000 1,000 1,000 1,580 2,664 5,338 Total Supplies and Services 3,900 4,852 4,852 4,852 Capital Outlay - 62,818 200,000 Streets/Alleys/Sidewalks 200,000 200,000 200,000 200,000 - 62,818 200,000 Total Capital Outlay 200,000 200,000 200,000 200,000 1,580 65,482 205,338 Total Administration Department 203,900 204,852 204,852 204,852 Department 901 - Ending Fund Balance Program 9971 - Equity - - 682,094 Contingency 828,049 764,148 764,148 764,148 - - 682,094 Total Contingency/Ending Fund Balance 828,049 764,148 764,148 764,148 1,580 65,482 887,432 EXPENDITURE TOTAL 1,031,949 969,000 969,000 969,000 771,988 983,854 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 133 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Econ Development Fund - 336 DEPARTMENT/DEPARTMENT NUMBER: PW Administration - 691 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Garfield Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This fund is solely used to retire an existing Special Public Works Fund loan #B97002. The loan was acquired to make improvements at Woodland Avenue intersection with Hwy. 219 for the Waremart development. There is no revenue generated in this fund except interest from investments. The fund will run out monies in 2013- 14 and then the loan payment will need to be shifted to another fund. Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Economic Development Revenue 177,200 142,886 107,000 Fund Balance 71,756 71,600 71,600 71,600 3,155 610 650 Misc 300 - - - 180,355 143,496 107,650 Total Revenue 72,056 71,600 71,600 71,600 Expense 37,469 36,519 35,520 Debt Service 34,519 - - - - - - Transfers Out - 71,600 71,600 71,600 72,130 Conting'y & Unapprop 37,537 - - - 37,469 36,519 107,650 Total Expense 72,056 71,600 71,600 71,600 142,886 106,977 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION As part of the funds consolidation proposal – this fund is being collapsed into the city’s Transportation SDC Fund. ---PAGE BREAK--- 2011-12 Adopted Budget 134 Fund Detail Fund 336 - Economic Development 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 177,200 142,886 107,000 Beginning Fund Balance 71,756 71,600 71,600 71,600 3,155 610 650 Interest from Investments 300 - - - 180,355 143,496 107,650 REVENUE TOTAL 72,056 71,600 71,600 71,600 Fund 336 - Economic Development 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 151 - Finance Program 9111 - Debt Service 37,469 36,519 35,520 Bond Principal 34,519 - - - 37,469 36,519 35,520 Debt Service Total 34,519 - - - Transfers Out - - - Transfer to St. SDC - 71,600 71,600 71,600 - - - Transfers Out Total - 71,600 71,600 71,600 Department 901 - Ending Fund Balance Program 9971 - Equity - - 72,130 Contingency 37,537 - - - - - 72,130 Total Contingency/Ending Fund Balance 37,537 - - - 37,469 36,519 107,650 EXPENDITURE TOTAL 72,056 71,600 71,600 71,600 142,886 106,977 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 135 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Street Fund - 140 DEPARTMENT/DEPARTMENT NUMBER: Maintenance - 631 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 202 Young Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The Street Maintenance Section provides routine street repair such as overlay preparation, patching, crack sealing, pothole repair, grading parts of 22 gravel streets, leaf collection, centerline striping, other pavement markings, street sign maintenance, sweeping contract supervision, weed control, mowing, and other right-of-way maintenance duties. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: • This section of the Maintenance and Support Services Division consists of Street Maintenance and Street Cleaning. • This section is monitoring the contracted services for routine sweeping of each side of all city streets every month. • Street Maintenance is responsible for routine maintenance of all streets in the public right-of-ways including gravel streets. • This includes the crack sealing program (2 mi.) in 2009, grading 1.9 miles of gravel streets. • The leaf collection program from November through January ending with Christmas tree collection. • This section facilitates the centerline striping contract with Marion County • Other traffic markings are renewed once a year. • Maintaining all regulatory traffic and street name signs • Weed control • Assists with special events. • Street Maintenance is responsible for cleanup of spills or removal of dead animals within the city limits. • The Street Maintenance section consists of 5.62 FTE. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Completed scheduled crack sealing for 2010 • Completed second year of contracted sweeping services • Overhauled leaf collection program • Completed an auction for the disposal surplus vehicles and equipment • Initiated a benchmarking project of Woodburn street name and Regulatory signs DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Emphasize Urban Forestry program • Facilitate Annual Crack Sealing Program • Complete Leaf Removal Analysis and formalize removal program • Benchmarking Traffic and Street sign infrastructure • Develop Sign Replacement Program ---PAGE BREAK--- 2011-12 Adopted Budget 136 • Develop annual planning calendar • Develop Schedules for Routine services • Continue to provide Support for Special Events DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • Initiation of Urban Forestry Program • Safety Program emphasis • Increase in staff training • Disaster Preparedness Training • Preventative Maintenance Program development • Community Outreach Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Street Revenue 801,078 393,536 93,909 Fund Balance 140,176 6,000 6,000 6,000 447 1,167 500 Licenses and Permits 1,000 1,000 1,000 1,000 890,793 811,216 950,000 Intergovernmental 1,060,000 1,060,000 1,060,000 1,060,000 16,777 13,207 6,163 Misc 5,300 5,400 5,400 5,400 130,000 165,000 90,000 Transfers In 90,000 337,942 337,942 337,942 1,839,095 1,384,126 1,140,572 Total Revenue 1,296,476 1,410,342 1,410,342 1,410,342 Expense 538,662 439,922 525,038 Labor and Benefits 458,422 458,627 458,627 458,627 633,397 601,584 419,256 Supplies and Services 440,643 677,935 677,935 677,935 4,500 - - Capital Outlay 8,025 8,025 8,025 8,025 269,000 289,000 195,000 Transfers Out 225,000 225,000 225,000 225,000 - - 1,278 Conting'y & Unapprop 164,386 40,755 40,755 40,755 1,445,559 1,330,506 1,140,572 Total Expense 1,296,476 1,410,342 1,410,342 1,410,342 393,536 53,620 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion The Intergovernmental category of revenue is the largest source within the Street fund. The entire $1,060,000 is income generated from the State Gas Tax. Taxes peaked in FY 2005-06 and have been in decline since. The 2009 Legislative Session approved increases in vehicle title and registration fees which became effective in 2010 and an increase in tax of 6 cents per gallon of gasoline became effective January 2011. A referendum petition to repeal the new law failed to collect enough signatures. Revenues should increase for several years due to the phase-in of title, registration and weight fees. Transfers In account for the Revenue Sharing Fund that is being collapsed into the Street and Local Gas Tax Funds (the construction portion of the Revenue Sharing Fund was transferred to the Local Gas Tax Fund). Street lights are now being paid for out of the Street Fund beginning in FY 2011-12. Operations Increases in Materials and Services is a direct of the funds consolidation. The increase is the costs of street lighting now carried in this fund. ---PAGE BREAK--- 2011-12 Adopted Budget 137 Fund Detail Fund 140 - Streets 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 801,078 393,536 93,909 Beginning Fund Balance 140,176 6,000 6,000 6,000 890,793 811,216 950,000 State Gas Tax 1,060,000 1,060,000 1,060,000 1,060,000 Licenses & Permits 447 1,167 500 Curb Cuts and Bores 1,000 1,000 1,000 1,000 Miscellaneous 12,811 917 1,163 Interest from Investments 300 400 400 400 3,966 12,290 5,000 Other Miscellaneous Income 5,000 5,000 5,000 5,000 16,777 13,207 6,163 Total Miscellaneous 5,300 5,400 5,400 5,400 Transfers In 80,000 80,000 - Transfer From General - 230,000 230,000 230,000 20,000 20,000 - Transfer From Rev Shr - 17,942 17,942 17,942 30,000 65,000 90,000 Transfer From Sewer 90,000 90,000 90,000 90,000 130,000 165,000 90,000 Total Transfers In 90,000 337,942 337,942 337,942 1,839,095 1,384,126 1,140,572 REVENUE TOTAL 1,296,476 1,410,342 1,410,342 1,410,342 ---PAGE BREAK--- 2011-12 Adopted Budget 138 Fund 140 - Streets 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 631 - Maintenance Program 4211 - Street Maintenance Labor & Benefits 205,644 264,887 320,808 Regular Salaries 294,464 294,623 294,623 294,623 5,376 8,292 10,000 Part-Time Salaries 10,000 10,000 10,000 10,000 9,351 8,364 5,000 Overtime 5,000 5,000 5,000 5,000 58,919 52,104 - Intra-governmental - - - - 16,005 8,601 190 Workers' Comp 236 236 236 236 16,350 20,821 23,798 Social Security 23,674 23,686 23,686 23,686 38,654 56,200 110,678 Medical & Dental Insurance 67,786 67,786 67,786 67,786 24,710 18,364 51,479 Retirement 54,193 54,225 54,225 54,225 645 979 1,251 Long Term Disability Insurance 1,244 1,245 1,245 1,245 434 533 933 Unemployment Insurance 928 929 929 929 775 777 901 Life Insurance 897 897 897 897 376,863 439,922 525,038 Total Street Maint Labor & Benefits 458,422 458,627 458,627 458,627 Supplies & Services 207 132 200 Computer Supplies 200 200 200 200 467 447 450 Other Office Supplies 450 450 450 450 127 176 300 Cleaning Supplies 300 300 300 300 12,351 13,144 12,000 Fuel 12,500 15,000 15,000 15,000 1,462 1,457 1,500 Clothing 1,500 1,500 1,500 1,500 1,000 524 1,000 Ag Supplies 1,000 1,000 1,000 1,000 1,222 1,102 1,200 Safety/Medicine 3,700 3,700 3,700 3,700 2,118 2,041 3,000 Other Operating Supplies 3,000 3,000 3,000 3,000 482 1,484 1,200 Paint 1,200 1,200 1,200 1,200 1,119 1,185 1,000 Tools 1,200 1,200 1,200 1,200 726 2,342 3,000 Other Maintenance Supplies 3,000 3,000 3,000 3,000 1,498 1,444 1,500 Protective Clothing 1,500 1,500 1,500 1,500 49,310 31,058 40,000 Road Materials 40,000 40,000 40,000 40,000 388 400 1,500 Concrete 1,500 1,500 1,500 1,500 9,987 9,119 10,000 Signs 14,000 14,000 14,000 14,000 1,486 332 2,600 Other Street Supplies 2,600 2,600 2,600 2,600 759 343 1,500 Security Supplies 1,500 1,500 1,500 1,500 685 46 500 Other Supplies 500 500 500 500 69 363 500 Medical 500 500 500 500 122 - 250 Human Resources 250 250 250 250 11,443 11,879 10,000 Other Professional Services 13,500 13,500 13,500 13,500 4,104 4,154 4,500 Telephone 4,500 4,500 4,500 4,500 152 199 300 Postage 300 300 300 300 59 25 100 Advertising 2,000 2,000 2,000 2,000 - 4,902 2,000 Training 2,700 2,700 2,700 2,700 582 600 350 Lodging 700 700 700 700 224 106 125 Meals 175 175 175 175 - - 50 Mileage 50 50 50 50 2,212 6,293 5,000 Work Equipment 5,000 5,000 5,000 5,000 - - - Software 3,000 3,000 3,000 3,000 - - - Internal Rent - - - - 3,133 3,976 4,500 Natural Gas 6,000 6,000 6,000 6,000 6,988 6,839 7,500 Electric 8,500 8,500 8,500 8,500 2,791 5,700 5,700 Solid Waste 15,000 15,000 15,000 15,000 229,539 226,500 - Street Lighting - - - - 7,499 11,096 7,000 Equipment Repair 12,000 12,000 12,000 12,000 - 1,155 1,000 Street Repair 1,000 1,000 1,000 1,000 14,573 16,951 10,000 Vehicle Repair 13,000 13,000 13,000 13,000 ---PAGE BREAK--- 2011-12 Adopted Budget 139 Fund 140 - Streets 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 126 188 200 Laundry 300 300 300 300 60,000 38,736 25,000 Other Repair & Maintenance 25,000 25,000 25,000 25,000 7,932 7,097 15,000 Tree Maintenance 15,000 15,000 15,000 15,000 - - - Dues & Subscriptions - - - - 2,031 906 1,000 Registrations 1,000 1,000 1,000 1,000 - 163 - Print/Binding - - - - 518 1,631 250 Permits 250 250 250 250 - - 3,044 Other Services 3,044 3,044 3,044 3,044 439,491 416,236 185,819 Total Street Maint Supplies & Services 222,419 224,919 224,919 224,919 Capital Outlay 4,500 - - Equip 8,025 8,025 8,025 8,025 4,500 - - Total Capital Outlay 8,025 8,025 8,025 8,025 820,854 856,158 710,857 Total Street Maint Program 688,866 691,571 691,571 691,571 Program 4261 - Street Cleaning Labor & Benefits 54,479 - - Regular Salaries - - - - 1,188 - - Overtime - - - - 3,435 - - Workers' Comp - - - - 4,187 - - Social Security - - - - 6,276 - - Medical & Dental Insurance - - - - 6,338 - - Retirement - - - - 174 - - Long Term Disability Insurance - - - - 111 - - Unemployment Insurance - - - - 210 - - Life Insurance - - - - 76,398 - - Total Street Cleaning Labor & Benefits - - - - Supplies & Services 1,161 978 1,000 Fuel 1,000 1,000 1,000 1,000 762 614 1,000 Other Operating Supplies 1,000 1,000 1,000 1,000 110,684 111,658 120,000 Other Professional Services 115,000 115,000 115,000 115,000 4,324 - 500 Solid Waste 500 500 500 500 - 222 850 Equipment Repair 850 850 850 850 1,118 1,441 2,400 Vehicle Repair 2,400 2,400 2,400 2,400 118,049 114,913 125,750 Total Street Cleaning Supplies & Serv 120,750 120,750 120,750 120,750 194,447 114,913 125,750 Total Street Cleaning Program 120,750 120,750 120,750 120,750 Program 4299 - Street Admin Labor & Benefits 55,231 - - Regular Salaries - - - - 3,844 - - Overtime - - - - 4,560 - - Workers' Comp - - - - 4,585 - - Social Security - - - - 7,230 - - Medical & Dental Insurance - - - - 9,434 - - Retirement - - - - 181 - - Long Term Disability Insurance - - - - 118 - - Unemployment Insurance - - - - 218 - - Life Insurance - - - - 85,401 - - Total Street Admin Labor & Benefits - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 140 Fund 140 - Streets 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Supplies & Services 4,449 5,055 5,000 Accounting/Audit Services 5,000 5,000 5,000 5,000 23,753 12,440 12,440 IS Support 13,100 13,755 13,755 13,755 25,429 29,406 31,139 Internal Rent 31,139 29,523 29,523 29,523 - - - Street Lighting - 240,000 240,000 240,000 6,563 7,902 7,456 Auto 7,456 - - - 5,783 7,171 3,207 Building/Personal Property 3,207 - - - - - 15,051 Workers' Comp 4,992 6,902 6,902 6,902 5,525 6,303 14,394 General Liability 13,580 14,602 14,602 14,602 1,500 875 4,000 Tree Maintenance 4,000 4,000 4,000 4,000 2,855 1,284 15,000 Sidewalks 15,000 15,000 15,000 15,000 - - - Bank Fees - 1,385 1,385 1,385 75,857 70,435 107,687 Total Street Admin Supplies & Services 97,474 330,167 330,167 330,167 161,258 70,435 107,687 Total Street Admin Program 97,474 330,167 330,167 330,167 Program 9711 - Transfer Out 239,000 239,000 195,000 T & E 195,000 195,000 195,000 195,000 30,000 50,000 - Transfer To Equip 30,000 30,000 30,000 30,000 269,000 289,000 195,000 Transfer Out Total 225,000 225,000 225,000 225,000 1,445,559 1,330,506 1,139,294 Total Maintenance Department 1,132,090 1,367,488 1,367,488 1,367,488 Department 901 - Ending Fund Balance Program 9971 - Equity - - 1,278 Contingency 164,386 42,854 42,854 42,854 - - 1,278 Total Contingency/Ending Fund Balance 164,386 42,854 42,854 42,854 1,445,559 1,330,506 1,140,572 EXPENDITURE TOTAL 1,296,476 1,410,342 1,410,342 1,410,342 393,536 53,619 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 141 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: City Gas Tax Fund - 169 DEPARTMENT/DEPARTMENT NUMBER: Maintenance - 631 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Garfield Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: City Gas Tax Fund uses money generated from the local 1 cent gas tax for street maintenance projects mostly resurfacing projects. This program generates about $120,000 a year. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: There are no direct personnel costs associated with this fund. This fund is for capital improvement projects. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Resurfacing of additional streets beyond what ARRA monies were received for Young Street primarily and then, due to lower bids, extended to other streets in the downtown core area. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Resurfacing of Second Street from Oak to Harrison and Walton Way are planned for 2011-12 DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • ARRA money used in 2010-11 for resurfacing which allowed monies to carry over to 2011-12. • Two city streets will be resurfaced. ---PAGE BREAK--- 2011-12 Adopted Budget 142 Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED City Gas Tax Revenue 421,414 28,830 1,000 Fund Balance 214,011 213,000 213,000 213,000 118,670 108,681 115,000 Taxes 125,000 120,000 120,000 120,000 3,428 355 300 Misc 300 350 350 350 - - - Transfers In - 57,058 57,058 57,058 543,512 137,866 116,300 Total Revenue 339,311 390,408 390,408 390,408 Expense 3,756 - 4,000 Supplies and Services 59,000 65,884 65,884 65,884 510,926 9,255 101,429 Capital Outlay 260,311 309,256 309,256 309,256 - - 10,871 Conting'y & Unapprop 20,000 15,268 15,268 15,268 514,682 9,255 116,300 Total Expense 339,311 390,408 390,408 390,408 28,830 128,611 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion The Taxes category includes the majority of revenues collected into this fund. In 1996 the City Council adopted a local gas tax for all fuels sold within the City of Woodburn of 1 cent per gallon. As revenues are collected – the revenues are reserved until such time there are sufficient funds available to carry a local street improvement project. Transfers In include the above mentioned transfer from the Revenue Sharing Fund. The construction portion of the Revenue Sharing Fund was collapsed into this fund to be used for future projects. Operations Revenues collected are reserved until such time as there is sufficient funding available to pay for a local street improvement. Two street overlays are planned for fiscal year representing the significant change in Capital Outlay over the prior year. ---PAGE BREAK--- 2011-12 Adopted Budget 143 Fund Detail Fund 169 - City Gas Tax 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 421,414 28,830 1,000 Beginning Fund Balance 214,011 213,000 213,000 213,000 118,670 108,681 115,000 City Gas Tax 125,000 120,000 120,000 120,000 3,428 355 300 Interest from Investments 300 350 350 350 - - - Transfer - Revenue Sharing - 57,058 57,058 57,058 543,512 137,866 116,300 REVENUE TOTAL 339,311 390,408 390,408 390,408 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 631 - Maintenance Program 4211 - Street Maintenance Supplies & Services 3,756 - - Engineering/Architecture - - - - - - - Bank Fees - 384 384 384 Program 9511 - Design Engineering Supplies & Services - - - Engineering/Architecture 34,000 36,200 36,200 36,200 Program 9531 - Construction Supplies & Services - - - Construction Engineering - 2,300 2,300 2,300 - - - Other Professional Services 20,000 22,000 22,000 22,000 - - 4,000 Testing/Lab 5,000 5,000 5,000 5,000 3,756 - 4,000 Supplies & Services Total 59,000 65,884 65,884 65,884 Capital Outlay 510,926 9,255 101,429 Streets/Alleys/Sidewalks 260,311 309,256 309,256 309,256 510,926 9,255 101,429 Capital Outlay Total 260,311 309,256 309,256 309,256 514,682 9,255 105,429 Total Maintenance Department 319,311 375,140 375,140 375,140 Department 901 - Ending Fund Balance Program 9971 - Equity - - 10,871 Contingency 20,000 15,268 15,268 15,268 - - 10,871 Total Contingency/Ending Fund Balance 20,000 15,268 15,268 15,268 514,682 9,255 116,300 EXPENDITURE TOTAL 339,311 390,408 390,408 390,408 28,830 128,611 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 144 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 145 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Trans SDC Fund - 376 DEPARTMENT/DEPARTMENT NUMBER: Maintenance - 631 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Garfield Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This fund is for the collection of Transportation System Development Charge (SDC) 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. SDC 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. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • A portion of the North Front Street Improvement costs were paid out of TIFs • Hwy 214 Phase 3 Sidewalk construction has been completed • Support of ODOT project for Hwy. 214 Environmental Assessment for widening of 214 between Broughton Way and Park Avenue • Design of the Fifth Street Improvement project DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Construction of the Fifth Street Improvement • Design completion of the Front Street Improvement north of OR 214 • Commitment of remaining $5.5 million for City’s share of I-5 Interchange project. DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • Completion of North Front Street Improvement Project • Completion of the OR 214 Sidewalk Phase 3 and Pedestrian Crossing • I-5 Interchange project delivery schedule change ---PAGE BREAK--- 2011-12 Adopted Budget 146 Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Trans SDC Revenue 7,426,113 7,549,656 6,310,736 Fund Balance 5,252,825 5,750,000 5,750,000 5,750,000 153,404 206,610 200,000 Charges for goods and services 150,000 150,000 150,000 150,000 175,499 34,979 35,000 Misc 18,000 15,300 15,300 15,300 - - - Transfers In - 71,600 71,600 71,600 - - - Other Financing Sources 39,222 39,222 39,222 39,222 7,755,016 7,791,245 6,545,736 Total Revenue 5,460,047 6,026,122 6,026,122 6,026,122 Expense 2,551 255,972 356,611 Supplies and Services 800,000 805,850 805,850 805,850 - - - Debt Service - 34,519 34,519 34,519 202,809 606,672 2,950,000 Capital Outlay 1,660,047 1,185,753 1,185,753 1,185,753 - - 256,500 Transfers Out - - - - - - 2,982,625 Conting'y & Unapprop 3,000,000 4,000,000 4,000,000 4,000,000 205,360 862,644 6,545,736 Total Expense 5,460,047 6,026,122 6,026,122 6,026,122 7,549,656 6,928,601 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion The Charges for goods and services category are where the fees mentioned above are collected for new system development charges. This fund is 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. Operations No significant capital improvements are planned for the fiscal year. Amount budgeted for Capital Outlay represents the continuation and completion of the Fifth Street improvement project. ---PAGE BREAK--- 2011-12 Adopted Budget 147 Fund Detail Fund 376 - Transportation SDC 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 7,426,113 7,549,656 6,310,736 Beginning Fund Balance 5,252,825 5,750,000 5,750,000 5,750,000 153,404 206,610 200,000 TIF's 150,000 150,000 150,000 150,000 Miscellaneous 153,330 34,901 35,000 Interest from Investments 18,000 15,300 15,300 15,300 - 78 - Interest from Deferred Payments - - - - 22,169 - - Other Miscellaneous Income - - - - - - - Interfund Loan Repayment 39,222 39,222 39,222 39,222 - - - Transfer from Economic Development - 71,600 71,600 71,600 175,499 34,979 35,000 Total Miscellaneous 57,222 126,122 126,122 126,122 7,755,016 7,791,245 6,545,736 REVENUE TOTAL 5,460,047 6,026,122 6,026,122 6,026,122 ---PAGE BREAK--- 2011-12 Adopted Budget 148 Fund 376 - Transportation SDC 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 151 - Finance Program 9111 - Engineering Debt Service - - - Bond Payment - 34,519 34,519 34,519 - - - Total Debt Service - 34,519 34,519 34,519 Department 631 - Maintenance Program 9511 - Engineering Supplies and Services 2,429 255,972 216,611 Other Professional Services 450,000 450,000 450,000 450,000 - - - Bank Fees - 5,850 5,850 5,850 Program 9521 - Right of Way Capital Outlay - - 100,000 Land 400,000 400,000 400,000 400,000 Program 9531 - Construction Supplies and Services 122 - 140,000 Other Professional Services 350,000 350,000 350,000 350,000 2,551 255,972 356,611 Supplies and Services Total 800,000 805,850 805,850 805,850 Capital Outlay 202,809 606,672 2,850,000 Streets/Alleys/Sidewalks 1,260,047 785,753 785,753 785,753 202,809 606,672 2,950,000 Capital Outlay Total 1,660,047 1,185,753 1,185,753 1,185,753 202,931 606,672 2,990,000 Total Construction Program 1,610,047 1,135,753 1,135,753 1,135,753 Program 9711 - Transfer Out - - 256,500 Transfer Out - - - - 205,360 862,644 3,563,111 631 - Maintenance Total 2,460,047 1,991,603 1,991,603 1,991,603 Department 901 - Ending Fund Balance Program 9971 - Equity - - 300,000 Contingency - - - - - - 2,682,625 Reserve Capacity 3,000,000 4,000,000 4,000,000 4,000,000 - - 2,982,625 Total Contingency/Ending Fund Balance 3,000,000 4,000,000 4,000,000 4,000,000 205,360 862,644 6,545,736 EXPENDITURE TOTAL 5,460,047 6,026,122 6,026,122 6,026,122 7,549,656 6,928,601 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 149 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Street/Storm Capital Improvement Fund - 363 DEPARTMENT/DEPARTMENT NUMBER: Maintenance - 631 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Garfield Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The purpose of this fund is for Street, including sidewalks, or Storm Capital Improvement Projects. Revenues are generated from PGE and NW Natural privilege taxes and are supplemented with state proceeds when those projects occur. There are also some State monies are used when the project is in State ROW. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Major project was the completion of North Front Street Project from Cleveland to Hwy. 214. • Design work on Hwy. 214 sidewalk Phase 3 from Front Street ramp to Progress Way • Marshall Street Culvert was completed • Willow Avenue storm drain from Street was re-routed and completed • Several ADA ramps and crosswalks were installed for increased pedestrian safety. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Front Street north of OR 214 is identified as the next street improvement project. DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • OR 214 sidewalk Phase 3 improvements have been completed, including pedestrian crossing at Park Avenue and OR 214. ---PAGE BREAK--- 2011-12 Adopted Budget 150 Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Street/Storm Cap Imp Revenue 517,611 664,430 329,485 Fund Balance 395,702 365,000 365,000 365,000 357,064 364,252 345,000 Taxes 350,000 340,000 340,000 340,000 240,250 797,103 590,000 Intergovernmental - - - - 1,669,840 436,935 3,500 Misc 800 800 800 800 2,784,765 2,262,720 1,267,985 Total Revenue 746,502 705,800 705,800 705,800 Expense 14,608 - - Labor and Benefits - - - - 274,631 250,866 161,500 Supplies and Services 118,500 119,193 119,193 119,193 1,831,097 1,605,260 997,485 Capital Outlay 558,002 558,002 558,002 558,002 - - 109,000 Conting'y & Unapprop 70,000 28,605 28,605 28,605 2,120,336 1,856,126 1,267,985 Total Expense 746,502 705,800 705,800 705,800 664,429 406,594 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion The Taxes category is the Privilege Tax assessed on PGE and NW Natural Gas. Amounts collected are restricted to capital improvement projects only. Operations Minor projects are planned for the fiscal year as noted in the drop in budget amounts for Capital Outlay. ---PAGE BREAK--- 2011-12 Adopted Budget 151 Fund Detail Fund 363 - Street/Storm Cap Imp 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 517,611 664,430 329,485 Beginning Fund Balance 395,702 365,000 365,000 365,000 Taxes (Franchise Fees) 243,834 267,104 240,000 Privilege Tax PGE 250,000 240,000 240,000 240,000 113,230 97,148 105,000 Privilege Tax NW Natural 100,000 100,000 100,000 100,000 357,064 364,252 345,000 Total Franchise Fees 350,000 340,000 340,000 340,000 240,250 547,103 590,000 DoT Fund Exchange - - - - Miscellaneous - 250,000 - State Grant - - - - 10,957 3,380 3,500 Interest from Investments 800 800 800 800 2,806 39,632 - Other Miscellaneous Income - - - - 1,656,077 393,923 - Reimbursements - - - - 1,669,840 686,935 3,500 Total Miscellaneous 800 800 800 800 2,784,765 2,262,720 1,267,985 REVENUE TOTAL 746,502 705,800 705,800 705,800 ---PAGE BREAK--- 2011-12 Adopted Budget 152 Fund 363 - Street/Storm Cap Imp 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 631 - Maintenance Program 9511 - Engineering Supplies & Services 88,961 30,552 50,000 Engineering/Architecture 50,000 50,000 50,000 50,000 - - 2,000 Other Professional Services 2,000 2,000 2,000 2,000 - - 3,000 Printing/Binding 3,000 3,000 3,000 3,000 - - 500 Permits 500 500 500 500 88,961 30,552 55,500 Total Engineering Supplies & Services 55,500 55,500 55,500 55,500 Program 9512 - Construction Engineering Labor & Benefits 10,528 - - Regular Salaries - - - - 780 - - Social Security - - - - 2,068 - - Medical & Dental Insurance - - - - 1,136 - - Retirement - - - - 34 - - Long Term Disability Insurance - - - - 21 - - Unemployment Insurance - - - - 41 - - Life Insurance - - - - 14,608 - - Total Construction Eng. Labor & Benefits - - - - Supplies & Services 172,149 207,893 50,000 Engineering/Architecture 50,000 50,000 50,000 50,000 186,757 207,893 50,000 Total Construction Engineering Program 50,000 50,000 50,000 50,000 Program 9521 - Right of Way Capital Outlay 1,000 - - Land - - - - - - 1,000 Filing/Recording 1,000 1,000 1,000 1,000 1,000 - 1,000 Total Right of Way Program 1,000 1,000 1,000 1,000 Program 9531 - Construction Supplies & Services 13,521 12,421 50,000 Other Professional Services 7,000 7,000 7,000 7,000 - - - Bank Fees - 693 693 693 - - 5,000 Testing/Lab 5,000 5,000 5,000 5,000 13,521 12,421 55,000 Total Construction Supplies & Services 12,000 12,693 12,693 12,693 Capital Outlay 1,820,702 1,605,260 779,485 Streets/Alleys/Sidewalks 408,002 408,002 408,002 408,002 9,395 - 218,000 Storm Drains 150,000 150,000 150,000 150,000 1,830,097 1,605,260 997,485 Total Construction Capital Outlay 558,002 558,002 558,002 558,002 1,843,618 1,617,681 1,052,485 Total Construction Program 570,002 570,695 570,695 570,695 2,120,336 1,856,126 1,158,985 631 - Maintenance Total 676,502 677,195 677,195 677,195 ---PAGE BREAK--- 2011-12 Adopted Budget 153 Fund 363 - Street/Storm Cap Imp 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 901 - Ending Fund Balance Program 9971 - Equity - - 109,000 Contingency 70,000 28,605 28,605 28,605 - - 109,000 Total Contingency/Ending Fund Balance 70,000 28,605 28,605 28,605 2,120,336 1,856,126 1,267,985 EXPENDITURE TOTAL 746,502 705,800 705,800 705,800 664,429 406,594 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 154 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 155 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Parks SDC - 364 DEPARTMENT/DEPARTMENT NUMBER: Parks Administration - 491 DEPARTMENT DIRECTOR: Jim Row DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Jim Row DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The Parks SDC Fund collects system development charges assessed against residential and commercial construction projects. Parks SDC funds can only be utilized by the City to support park planning and development projects that add capacity to the City’s parks system. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The Community Services Department manages the Parks SDC Fund. The Department consists of 37 FTE, and is responsible for operating Recreation programs and special events, the Woodburn Memorial Aquatic Center, Woodburn Public Library, Retired and Senior Volunteer Program, the Weed & Seed federal grant program, the community relations program, and park planning and development. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Completed construction of the final phase of Centennial Park • Completed the majority of work on the Mill Creek Greenway Trail Project DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Complete construction of Mill Creek Greenway Project • Update Park SDC Methodology ---PAGE BREAK--- 2011-12 Adopted Budget 156 Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Parks SDC Revenue 783,726 1,172,010 540,000 Fund Balance 393,500 350,000 350,000 350,000 - - 352,729 Intergovernmental - - - - 223,695 18,825 20,000 Charges for goods and services 2,000 2,000 2,000 2,000 18,077 5,933 5,000 Misc - 1,000 1,000 1,000 146,512 - - Transfers In - - - - 1,172,010 1,196,768 917,729 Total Revenue 395,500 353,000 353,000 353,000 Expense - - 25,000 Supplies and Services 20,000 20,347 20,347 20,347 - 549,897 758,100 Capital Outlay 80,000 80,000 80,000 80,000 - - 134,629 Conting'y & Unapprop 295,500 252,653 252,653 252,653 - 549,897 917,729 Total Expense 395,500 353,000 353,000 353,000 1,172,010 646,871 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion This funds revenue is dependent on the collection of System Development Charges (SDCs). SDCs continue to decline as direct result of the slowdown in the economy. Park SDCs can only be used to increase the ‘capacity’ of City parks. No significant capital projects are planned for the fiscal year. ---PAGE BREAK--- 2011-12 Adopted Budget 157 Fund Detail Fund 364 - Parks SDC 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 783,726 1,172,010 540,000 Beginning Fund Balance 393,500 350,000 350,000 350,000 - - 352,729 State Grant - - - - Charges for goods and services 223,695 18,825 20,000 Parks SDC 2,000 2,000 2,000 2,000 Miscellaneous 18,077 5,283 5,000 Interest from Investments - 1,000 1,000 1,000 - 650 - Other Miscellaneous Income - - - - 146,512 - - Transfer from General CIP - - - - 1,172,010 1,196,767 917,729 REVENUE TOTAL 395,500 353,000 353,000 353,000 Fund 364 - Parks SDC 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 691 - Administration Program 9511 - Engineering Supplies & Services - - 25,000 Other Professional Services 20,000 20,000 20,000 20,000 - - - Bank Fees - 347 347 347 - - 25,000 Total Supplies & Services 20,000 20,347 20,347 20,347 Program 9531 - Construction Capital Outlay - 50,739 165,000 Greenway 80,000 80,000 80,000 80,000 - 499,158 200,000 Centennial - - - - - - 393,100 Wyfells Park - - - - - 549,898 758,100 Total Construction Capital Outlay 80,000 80,000 80,000 80,000 - 549,898 783,100 691 - Admin Total 100,000 100,347 100,347 100,347 Department 901 - Ending Fund Balance Program 9971 - Equity - - 134,629 Contingency 295,500 252,653 252,653 252,653 - - 134,629 Total Contingency/Ending Fund Balance 295,500 252,653 252,653 252,653 - 549,898 917,729 EXPENDITURE TOTAL 395,500 353,000 353,000 353,000 1,172,010 646,870 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 158 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 159 Actual 2008-09 Actual 2009-10 Budget 2010-11 Budget 2011-12 470 - Water 1,935,818 1,783,586 2,407,053 2,545,725 466 - Wtr Well/Dist Const 779,478 2,068,128 8,715,268 4,390,783 474 - Water SDC 405,824 405,474 501,741 386,200 472 - Sewer 2,338,115 2,576,266 3,190,705 3,437,248 461 - Sewer Capital Improvement 29,102 29,102 67,485 37,100 465 - WWTP Construction 2,809,933 2,752,196 5,733,471 6,831,721 475 - Sewer SDC 587,813 585,848 219,418 107,263 478 - Surface Water/Collections - 152,073 281,100 337,915 377 - Storm Water Sys Dev 33,593 206,152 433,580 381,500 City of Woodburn Utility Services Budget Summary ---PAGE BREAK--- 2011-12 Adopted Budget 160 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 161 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Water Fund - 470 DEPARTMENT/DEPARTMENT NUMBER: Water - 611 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 202 Young Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This department provides administration, operations and maintenance of the water treatment and distribution system. The department also provides billing and meter reading program for all customer accountants. The department is responsible for all activities centered at the water treatment plants and throughout the water distribution system. The department also administers a Cross Connection Control and Backflow Prevention Program. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The department under the direction of the Water Resources Division Manager is supervised by the Drinking Water Section Supervisor. The department is organized to provide both operations and maintenance with clerical administrative support. The department currently has 12 full time positions. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Expanded Public Outreach and Education; Oregon Garden Earth Day, River Ranger Program, House Hold Waste Collection Event, Public Works Week Event, Tours at both Wastewater Treatment Plant and Drinking Water Plants. • Water Quality Maintenance Flushing and Fire Hydrant Maintenance operated/exercised 1,430 Fire Hydrant using 10,245,030 gallons of water. • Fire Hydrant replacement program, replaced older fire Hydrants, 9 Hydrants repaired of replaced. • Continue efforts to analyze secondary, distribution system disinfection. Prepared request for proposals and awarded contract for consultant services to assist in this effort. • Cross Connection Control and Backflow Prevention Program inspected 933 Devices, 1125 assemblies on file. Renewed effort has been given to this program, greatly increasing the commercial accounts, city owned going from 21 to 81 and doubling the amount of residential assemble on file. • Was awarded and administered the $2.8 Million ARRA Stimulus loan for Water Consolidation Project to Shalimar, Driftwood and Chateau facilities. Upon completion of these projects, the stimulus loans will be forgiven (converted to a 100% grant). • Prepared Water Management and Conservation Plan as required by the Water Resources Division, The plan has been submitted for review and approval • Responded to approximately 900 requests for underground locates received and processed. • Continue to install new services and maintain, operate and paint Fire Hydrants. • Bacteriological Water samples gathered, second round of EPA required Unregulated Contaminant Monitoring Regulation sample where taken, Source Water Sampling for Nitrates and Arsenic. • Cleaned and sanitized four Drinking Water Reservoirs. ---PAGE BREAK--- 2011-12 Adopted Budget 162 • Read water meters and coordinate with finance, for billing 6,731 Water Meter Services each month, includes shut off and turn on. • Prepared, mailed to customers and Department of Human Services, 2008 Water Quality Report. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Expand Public Outreach effort for and target issues, such as conservation as required by the Water Management and Conservation Plan • Initiate update of the Water Master Plan. • Continue operations and maintenance activities of the water treatment and distribution system for compliance with the water quality standards. • Increase level of effort and staff resources to the Cross Connection and Backflow Prevention Program • Complete implementation secondary disinfection system and monitor drinking water quality DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • Public Outreach and Education will be expanded to address targeted issues, such as secondary disinfection • Expand Website for Public Education for targeted issues • The city will need to practice and measure results of best management practices to conserve and management Drinking Water as required by the Water Management and Conservation Plan. This is required by the Oregon Department of Water Resources. • Produce and distribute the 2011 Water Quality Report • Per Council direction, monitor drinking water quality by analyzing and implementing a secondary disinfection system for the distribution system Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Water Revenue 639,986 643,983 515,000 Fund Balance 306,271 306,271 306,271 306,271 1,799,021 1,697,371 1,691,111 Charges for goods and services 2,124,554 2,123,954 2,123,954 2,123,954 55,658 51,709 30,500 Misc 34,500 30,500 30,500 30,500 85,000 85,000 85,000 Transfers In 85,000 85,000 85,000 85,000 - - 85,442 Other Financing Sources - - - - 2,579,665 2,478,063 2,407,053 Total Revenue 2,550,325 2,545,725 2,545,725 2,545,725 Expense 1,017,361 885,597 1,131,631 Labor and Benefits 1,198,901 1,279,863 1,279,863 1,280,389 535,122 542,777 673,836 Supplies and Services 729,196 721,890 721,890 721,890 37,335 9,212 40,000 Capital Outlay 40,025 40,025 40,025 40,025 346,000 346,000 431,442 Transfers Out 336,000 336,000 336,000 336,000 - - 130,144 Conting'y & Unapprop 246,203 167,947 167,947 167,421 1,935,818 1,783,586 2,407,053 Total Expense 2,550,325 2,545,725 2,545,725 2,545,725 643,847 694,477 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION ---PAGE BREAK--- 2011-12 Adopted Budget 163 Revenue Sources and Other Discussion Charges for goods and services represent the major revenue source for the Water fund and are fees collected for water provided to City residents. Transfers in represents the Wastewater Fund’s share of billing expenses for the fiscal year. Operations Increases in Personnel costs (13.1%) are due to the addition of 1.0 FTE to provide for a Water Quality Technician for the City’s new Chlorination Project and increases in employee benefit costs. Materials and Services increase by 7.0% which are a direct result of supply cost increases and the addition of the City’s new Chlorination Program. Fund Detail Fund 470 - Water 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 639,986 643,983 515,000 Beginning Fund Balance 306,271 306,271 306,271 306,271 Charges for goods and services 1,637,140 1,587,199 1,613,261 Water Sales 2,039,304 2,039,304 2,039,304 2,039,304 17,251 21,542 15,000 New Service 20,000 20,000 20,000 20,000 19,735 19,988 19,000 Reconnections 19,000 19,000 19,000 19,000 - - 50 Vacations 50 50 50 50 70 245 200 After Hrs 200 100 100 100 555 1,640 1,500 NSF Check Fee 2,000 2,000 2,000 2,000 583 1,593 100 Bulk Water 2,000 1,500 1,500 1,500 41 - - Collections - - - - 123,646 65,164 42,000 Late Fees 42,000 42,000 42,000 42,000 1,799,021 1,697,372 1,691,111 Total Charges for goods and services 2,124,554 2,123,954 2,123,954 2,123,954 Miscellaneous 14,708 3,376 3,500 Interest from Investments 1,500 1,500 1,500 1,500 38,381 37,102 25,000 Facilities Rent 29,000 25,000 25,000 25,000 - 361 - Sale of Surplus Property - - - - 2,569 10,870 2,000 Other Miscellaneous Income 4,000 4,000 4,000 4,000 55,658 51,709 30,500 Total Miscellaneous 34,500 30,500 30,500 30,500 Transfers In 15,000 15,000 15,000 Transfer from General 15,000 15,000 15,000 15,000 70,000 70,000 70,000 Transfer from Sewer 70,000 70,000 70,000 70,000 85,000 85,000 85,000 Total Transfers In 85,000 85,000 85,000 85,000 Other Financing Sources - - 85,442 Interfund Loan - - - - 2,579,665 2,478,063 2,407,053 REVENUE TOTAL 2,550,325 2,545,725 2,545,725 2,545,725 ---PAGE BREAK--- 2011-12 Adopted Budget 164 Fund 470 - Water 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 611 - Water Program 6411 - Water Supply Labor & Benefits 505,242 491,713 724,130 Regular Salaries 741,234 792,750 792,750 793,276 - - 7,500 Part-Time Salaries 7,000 7,000 7,000 7,000 28,949 14,682 30,000 Overtime 15,000 15,000 15,000 15,000 54,705 63,758 - Intra-governmental - - - - 22,715 9,201 415 Workers' Comp 496 523 523 523 39,460 37,413 55,396 Social Security 58,387 62,328 62,328 62,328 118,780 120,862 242,007 Medical & Dental Insurance 222,014 239,143 239,143 239,143 64,880 36,308 65,163 Retirement 147,445 155,303 155,303 155,303 1,550 1,794 2,911 Long Term Disability Insurance 3,040 3,247 3,247 3,247 1,068 955 2,172 Unemployment Insurance 2,290 2,444 2,444 2,444 1,857 1,499 1,937 Life Insurance 1,995 2,125 2,125 2,125 839,206 778,185 1,131,631 Total Water Supply Labor & Benefits 1,198,901 1,279,863 1,279,863 1,280,389 Supplies & Services 928 918 - Books - - - - 1,480 1,475 2,000 Computer Supplies 2,000 2,000 2,000 2,000 - - 2,000 Other Office Supplies 2,000 2,000 2,000 2,000 13,996 17,175 20,000 Fuel 20,000 20,000 20,000 20,000 2,168 2,340 3,000 Clothing 3,000 3,000 3,000 3,000 - - - Safety/Medicines 2,500 2,500 2,500 2,500 29,560 40,242 40,000 Chemicals 50,000 50,000 50,000 50,000 844 202 1,000 Lab Supplies 2,500 2,500 2,500 2,500 364 707 1,000 Other Operating Supplies 1,000 1,000 1,000 1,000 3,212 2,891 4,000 Tools 4,000 4,000 4,000 4,000 1,954 42 2,000 Other Supplies 2,000 2,000 2,000 2,000 20,445 8,605 20,000 Other Water/Sewer Supplies 20,000 20,000 20,000 20,000 9,260 4,932 10,000 Line Supplies 10,000 10,000 10,000 10,000 33,927 32,951 29,000 Customer Service 34,000 34,000 34,000 34,000 6,816 1,746 5,000 Pump Supplies 10,000 10,000 10,000 10,000 15,413 12,176 16,000 Meter Parts 16,000 16,000 16,000 16,000 2,170 1,829 3,000 Protective Equipment 3,000 3,000 3,000 3,000 1,233 3,962 4,000 Security Supplies 4,000 4,000 4,000 4,000 3,933 732 3,000 Other Supplies 3,000 3,000 3,000 3,000 42 249 500 Medical 500 500 500 500 18 195 500 Human Resources 500 500 500 500 23,185 17,438 14,000 Other Professional Services 10,000 10,000 10,000 10,000 - 15,469 15,000 Educational Outreach 15,000 15,000 15,000 15,000 - - 20,000 Testing/Lab 15,000 15,000 15,000 15,000 6,201 6,723 7,000 Telephone 7,000 7,000 7,000 7,000 112 1,023 1,000 Postage 1,000 1,000 1,000 1,000 - 3,169 10,000 Training 10,000 10,000 10,000 10,000 333 922 1,000 Work Equipment 1,000 1,000 1,000 1,000 - - - Software 4,500 4,500 4,500 4,500 2,450 4,072 6,000 Natural Gas 6,000 6,000 6,000 6,000 180,981 176,692 200,000 Electric 225,000 225,000 225,000 225,000 1,665 1,994 2,000 Solid Waste 2,000 2,000 2,000 2,000 6,834 6,854 7,000 Equipment Repair 7,000 7,000 7,000 7,000 4,545 3,840 4,000 Building Repair 4,000 4,000 4,000 4,000 8,913 11,675 10,000 Vehicle Repair 10,000 10,000 10,000 10,000 849 1,537 1,500 Laundry 1,500 1,500 1,500 1,500 2,919 2,366 2,500 Dues & Subscriptions 2,500 2,500 2,500 2,500 2,791 2,049 3,500 Registrations 3,500 3,500 3,500 3,500 380 1,108 1,500 Permits 1,500 1,500 1,500 1,500 98 162 250 Other Services 250 250 250 250 390,019 390,462 472,250 Total Water Supply Supplies & Services 516,750 516,750 516,750 516,750 ---PAGE BREAK--- 2011-12 Adopted Budget 165 Fund 470 - Water 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Capital Outlay - 9,212 40,000 Water 30,000 30,000 30,000 30,000 - - - Communication Equipment 2,000 2,000 2,000 2,000 2,918 - - Computing - - - - 34,417 - - Other Equipment 8,025 8,025 8,025 8,025 37,335 9,212 40,000 Total Capital Outlay 40,025 40,025 40,025 40,025 1,266,560 1,177,859 1,643,881 Total Water Supply Program 1,755,676 1,836,638 1,836,638 1,837,164 - Program 6421 - Water Meter Reading Labor & Benefits 51,960 6,117 - Regular Salaries - - - - 3,254 261 - Overtime - - - - 101,319 98,338 - Intra-governmental - - - - 3,536 5 - Workers' Comp - - - - 4,153 458 - Social Security - - - - 7,119 2,192 - Medical & Dental Insurance - - - - 6,353 - - Retirement - - - - 160 23 - Long Term Disability Insurance - - - - 110 12 - Unemployment Insurance - - - - 191 6 - Life Insurance - - - - 178,155 107,414 - Total Wtr Meter Reading Labor & Benefits - - - - Supplies & Services 58 5 - Other Office Supplies - - - - 2,237 3,175 5,000 Fuel 5,000 5,000 5,000 5,000 700 - 400 Other Professional Services 400 400 400 400 - - 700 Telephone 700 700 700 700 40,008 37,457 40,000 Postage 40,000 40,000 40,000 40,000 556 799 800 Mileage 800 800 800 800 2,040 2,040 2,500 Equipment Repair 2,500 2,500 2,500 2,500 13,940 17,119 23,000 Print/Binding 23,000 23,000 23,000 23,000 59,539 60,595 72,400 Total Wtr Meter Reading Supplies & Serv 72,400 72,400 72,400 72,400 237,694 168,009 72,400 Total Water Meter Reading Program 72,400 72,400 72,400 72,400 Program 6499 - Water Admin Supplies & Services 12 49 150 Other Office Supplies 150 150 150 150 - - 2,500 Other Operating Supplies 2,500 2,500 2,500 2,500 - - - Interfund Loan 13,335 13,335 13,335 13,335 2,967 3,370 8,000 Accounting/Audit Services 8,000 8,000 8,000 8,000 26,210 27,516 30,268 IS Support 26,200 27,510 27,510 27,510 25,651 27,770 29,407 Internal Rent 31,000 16,832 16,832 16,832 ---PAGE BREAK--- 2011-12 Adopted Budget 166 Fund 470 - Water 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 4,197 4,886 4,610 Auto 4,610 - - - 17,243 17,749 5,081 Building/Personal Property 5,081 - - - - - 18,670 Workers' Comp 18,670 23,447 23,447 23,447 9,284 10,332 30,000 General Liability 30,000 33,366 33,366 33,366 - - - Bank Fees - 7,100 7,100 7,100 - 48 500 Bad Debt 500 500 500 500 85,564 91,720 129,186 Total Water Admin Supplies & Services 140,046 132,740 132,740 132,740 85,564 91,720 129,186 Total Water Admin Program 140,046 132,740 132,740 132,740 Program 9711 - Operating Transfer Out - - 85,442 To IS - - - - 311,000 311,000 311,000 To T & E 311,000 311,000 311,000 311,000 35,000 35,000 35,000 Equip 25,000 25,000 25,000 25,000 346,000 346,000 431,442 Total Operating Transfer Out 336,000 336,000 336,000 336,000 1,935,818 1,783,587 2,276,909 Total Water Department 2,304,122 2,377,778 2,377,778 2,378,304 Department 901 - Ending Fund Balance Program 9971 - Equity - - 69,344 Contingency 185,403 107,147 107,147 106,621 - - 60,800 Reserve PERS 60,800 60,800 60,800 60,800 - - 130,144 Total Contingency/Ending Fund Balance 246,203 167,947 167,947 167,421 1,935,818 1,783,587 2,407,053 EXPENDITURE TOTAL 2,550,325 2,545,725 2,545,725 2,545,725 643,847 694,476 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 167 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Water Well/Distribution Construction Fund - 466 DEPARTMENT/DEPARTMENT NUMBER: Water - 611 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Garfield Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This fund is used for major water construction projects. Funds supporting these projects are from 40% of the water revenues received from utility billing. Besides construction projects there are annual loan payments which are made for the completed construction of three water treatment plants. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: There are no direct personnel costs associated with this fund. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Design for addition of secondary disinfection process at water treatment plants • Easements for water line extension from Parr Road water treatment plant to Evergreen Road extension • Completion of emergency fuel storage facility at Water/Maintenance Shops • Receipt of $2 million ARRA funds for extension of city water lines to Shalimar Estates Mobile Home Park, Driftwood Mobile Home Park and Chateau Estates • Annual Loan payments for water treatment plant construction DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Final implementation of the secondary disinfection program • Bore of water line under Hwy. 214 near Mill Creek Pump Station to complete a loop north. DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • Implementation of secondary disinfection program • Reduction in water revenue contribution from 50% to 40% to offset higher water supply system operation costs and a 5% reduction in municipal water usage • First year of inter-fund loan repayment for the upgrade of New World Accounting System ---PAGE BREAK--- 2011-12 Adopted Budget 168 Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Wtr Well/Dist Const Revenue 4,602,187 5,792,564 4,547,846 Fund Balance 3,149,564 3,149,564 3,149,564 3,149,564 1,643,012 1,580,368 1,613,261 Charges for goods and services 1,098,087 1,095,000 1,095,000 1,095,000 94,791 27,867 25,500 Misc 10,000 10,000 10,000 10,000 - 324,339 2,528,661 Other Financing Sources 92,222 136,219 136,219 136,219 6,339,990 7,725,138 8,715,268 Total Revenue 4,349,873 4,390,783 4,390,783 4,390,783 Expense 12,400 250,567 1,102,681 Supplies and Services 140,000 220,000 220,000 220,000 753,673 753,023 1,157,349 Debt Service 1,155,417 1,155,417 1,155,417 1,155,417 13,405 1,064,538 5,161,486 Capital Outlay 1,847,456 1,847,456 1,847,456 1,847,456 - - 256,500 Transfers Out - - - - - - 1,037,252 Conting'y & Unapprop 1,207,000 1,167,910 1,167,910 1,167,910 779,478 2,068,128 8,715,268 Total Expense 4,349,873 4,390,783 4,390,783 4,390,783 5,560,512 5,657,010 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion Charges for goods and services represent the major revenue source for the Water Well/Distribution Construction fund and are fees collected for water provided to City residents. Other Financing Sources are remaining ARRA funds to be received for the water extension projects to Driftwood, Shalimar and Chateau Mobile Home parks. Operations This funds primary function is to provide for debt service payments for the water system improvement projects completed in 2005. Additionally, user fees collected are reserved for future capital needs. ---PAGE BREAK--- 2011-12 Adopted Budget 169 Fund Detail Fund 466 - Water Well/Dist Construction 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 4,602,187 5,792,564 4,547,846 Beginning Fund Balance 3,149,564 3,149,564 3,149,564 3,149,564 1,643,012 1,580,368 1,613,261 Water Sales 1,098,087 1,095,000 1,095,000 1,095,000 Miscellaneous 94,791 26,595 25,000 Interest from Investments 10,000 10,000 10,000 10,000 - 1,272 500 Other Miscellaneous Income - - - - 94,791 27,867 25,500 Total Miscellaneous 10,000 10,000 10,000 10,000 Other Financing Sources - - - Interfund Loan 39,222 39,222 39,222 39,222 - - 53,000 Interfund Loan 53,000 96,997 96,997 96,997 - 324,339 2,475,661 Loan Proceeds - - - - - 324,339 2,528,661 Total Other Financing Sources 92,222 136,219 136,219 136,219 6,339,990 7,725,138 8,715,268 REVENUE TOTAL 4,349,873 4,390,783 4,390,783 4,390,783 ---PAGE BREAK--- 2011-12 Adopted Budget 170 Fund 466 - Water Well/Dist Construction 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 631 - Maintenance Program 9111 - Debt Service 349,739 361,921 576,106 Bond Principal 596,127 596,127 596,127 596,127 403,934 391,102 581,243 Note Principal 559,290 559,290 559,290 559,290 753,673 753,023 1,157,349 Total Maintenance Debt Service 1,155,417 1,155,417 1,155,417 1,155,417 Supplies and Services - - 172,933 Interfund Loan - 80,000 80,000 80,000 Program 9511 - Design Engineering Supplies and Services 11,033 76,327 390,000 Engineering/Architecture 80,000 80,000 80,000 80,000 Program 9512 - Construction Engineering Supplies and Services - - 6,248 Other Operating Supplies - - - - 742 165,190 390,000 Engineering/Architecture 30,000 30,000 30,000 30,000 Program 9521 - Right of Way Supplies and Services - 20 500 Filing/Recording - - - - Program 9531 - Construction Supplies and Services 625 9,030 123,000 Other Professional Services 30,000 30,000 30,000 30,000 - - 20,000 Permits - - - - 12,400 250,566 1,102,681 Total Maintenance Supplies and Services 140,000 220,000 220,000 220,000 Capital Outlay 13,405 1,064,538 5,161,486 Water 1,847,456 1,847,456 1,847,456 1,847,456 13,405 1,064,538 5,161,486 Total Maintenance Capital Outlay 1,847,456 1,847,456 1,847,456 1,847,456 - Program 9711 - Transfer Out - - 256,500 Transfer Out - - - - 779,478 2,068,127 7,678,016 Total Maintenance Department 3,142,873 3,222,873 3,222,873 3,222,873 Department 901 - Ending Fund Balance Program 9971 - Equity - - 283,252 Contingency 453,000 413,910 413,910 413,910 - - 754,000 Reserve for DEQ Loan 754,000 754,000 754,000 754,000 - - 1,037,252 Total Contingency/Ending Fund Balance 1,207,000 1,167,910 1,167,910 1,167,910 779,478 2,068,127 8,715,268 EXPENDITURE TOTAL 4,349,873 4,390,783 4,390,783 4,390,783 5,560,512 5,657,011 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 171 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Water SDC Fund - 474 DEPARTMENT/DEPARTMENT NUMBER: Water - 611 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Garfield Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: Water System Development Charges (SDCs) 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 2010-11 ACCOMPLISHMENTS: • Parr Road to Evergreen – water line extension completed • Grant Street between Alley & Second and 3rd to 5th water line DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Annual Loan payment for water treatment plant construction • Bore under 214 near Mill Creek • Bore under Hwy. 99E near Laurel Avenue • Waterline loop at Hwy. 214 near Leasure Street Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Water SDC Revenue 1,048,886 934,215 412,741 Fund Balance 382,607 360,000 360,000 360,000 270,533 85,223 85,000 Charges for goods and services 25,000 25,000 25,000 25,000 20,620 3,783 4,000 Misc 1,600 1,200 1,200 1,200 1,340,039 1,023,221 501,741 Total Revenue 409,207 386,200 386,200 386,200 Expense - - 30,000 Supplies and Services 35,000 35,000 35,000 35,000 405,824 405,474 - Debt Service - - - - - - 410,741 Capital Outlay 313,207 313,207 313,207 313,207 - - 61,000 Conting'y & Unapprop 61,000 37,993 37,993 37,993 405,824 405,474 501,741 Total Expense 409,207 386,200 386,200 386,200 934,215 617,747 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION ---PAGE BREAK--- 2011-12 Adopted Budget 172 Revenue Sources and Other Discussion Fund’s revenue is dependent on the collection of System Development Charges (SDCs). SDCs continue to decline as direct result of the slowdown in the economy. Water SDCs can only be used to increase the ‘capacity’ of the City’s water system. No significant capital projects are planned for the fiscal year. Fund Detail Fund 474 - Water SDC 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 1,048,886 934,215 412,741 Beginning Fund Balance 382,607 360,000 360,000 360,000 270,533 85,223 85,000 Water SDCs 25,000 25,000 25,000 25,000 20,620 3,783 4,000 Interest from Investments 1,600 1,200 1,200 1,200 1,340,039 1,023,222 501,741 REVENUE TOTAL 409,207 386,200 386,200 386,200.0 ---PAGE BREAK--- 2011-12 Adopted Budget 173 Fund 474 - Water SDC 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 631 - Maintenance Program 9111 - Debt Service Debt Service 188,321 194,880 - Bond Principal - - - - 217,503 210,594 - Bond Interest - - - - 405,824 405,474 - Debt Service Total - - - - Program 9511 - Design Engineering Supplies and Services - - 10,000 Engineering/Architecture 10,000 10,000 10,000 10,000 Program 9512 - Construction Engineering Supplies and Services - - 10,000 Engineering/Architecture 10,000 10,000 10,000 10,000 Program 9531 - Construction Supplies and Services - - 8,000 Engineering/Architecture 10,000 10,000 10,000 10,000 - - 2,000 Other Professional Services 5,000 5,000 5,000 5,000 - - 30,000 Supplies and Services Total 35,000 35,000 35,000 35,000 Capital Outlay - - 410,741 Water 313,207 313,207 313,207 313,207 - - 410,741 Capital Outlay Total 313,207 313,207 313,207 313,207 405,824 405,474 440,741 Total Maintenance Department 348,207 348,207 348,207 348,207 Department 901 - Ending Fund Balance Program 9971 - Equity - - 41,000 Contingency - - - - - - 20,000 Reserve 61,000 37,993 37,993 37,993 - - 61,000 Total Contingency/Ending Fund Balance 61,000 37,993 37,993 37,993 405,824 405,474 501,741 EXPENDITURE TOTAL 409,207 386,200 386,200 386,200 934,215 617,748 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 174 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 175 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Sewer Fund – 472 DEPARTMENT/DEPARTMENT NUMBER: Sewer/Maintenance – 621/631 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 2815 Molalla Road PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] Sewer Treatment – 621 DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This department provides administration, operations and maintenance of the Sanitary, Storm & Surface Water Collection Section. The department is responsible for sanitary sewer main collection activities, infiltration/inflow practices as required by Department of Environmental Quality. The department is responsible for maintenance of approximately 60 miles of various size sanitary sewer mains, nine remote pump stations. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The department under the direction of the Water Resources Division Manager is supervised by the Sanitary, Storm & Surface Water Collection Section Supervisor. The department is organized to provide both operations and maintenance with clerical administrative support. The department currently has 5 full time employees DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Expanded Public Outreach and Education; Oregon Garden Earth Day, River Ranger Program, Household Hazardous Waste Collection Event, Public Works Week Event, Tours at both Wastewater Treatment Plant and Drinking Water Plants. • Relocated Sanitary Storm and Surface Water Collection Section personnel and equipment to Wastewater Treatment Plant to better coordinate maintenance activities. • Video inspect 12 miles of collection system. • Clean, high pressure of 14 miles of Collection System. • I/I Program: eliminated, repaired and identify needed miscellaneous I/I improvements. • Responded to approximately 900 requests for underground locates received and processed for storm sewer and sanitary sewer collection system. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Expand Public Outreach effort for targeted issues. • Implement Wastewater Facility Plan for collection systems • Continue operation and maintenance activities of the sanitary sewer collection system for compliance with the NPDES Wastewater Discharge Permit. • Per the Wastewater Facility Plan, increase level of activities for sanitary sewer collection system rehabilitation and I&I removal. ---PAGE BREAK--- 2011-12 Adopted Budget 176 DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • Public Outreach and Education will be expanded to address targeted issues • Expand Website for Public Education of targeted issues • Per the Wastewater Facility Plan, the level of funding and activity for sanitary sewer collection system rehabilitation and I&I removal will be increased. Sewer Maintenance – 631 DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This department provides administration, operations and maintenance of the Sanitary, Storm & Surface Water Collection Section. The department is responsible for sanitary sewer main collection activities, infiltration/inflow practices as required by Department of Environmental Quality. The department is responsible for maintenance of approximately 60 miles of various size sanitary sewer mains, nine remote pump stations. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The department under the direction of the Water Resources Division Manager is supervised by the Sanitary, Storm & Surface Water Collection Section Supervisor. The department is organized to provide both operations and maintenance with clerical administrative support. The department currently has 5 full time employees DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Expanded Public Outreach and Education; Oregon Garden Earth Day, River Ranger Program, Household Hazardous Waste Collection Event, Public Works Week Event, Tours at both Wastewater Treatment Plant and Drinking Water Plants. • Relocated Sanitary Storm and Surface Water Collection Section personnel and equipment to Wastewater Treatment Plant to better coordinate maintenance activities. • Video inspect 12 miles of collection system. • Clean, high pressure of 14 miles of Collection System. • I/I Program: eliminated, repaired and identify needed miscellaneous I/I improvements. • Responded to approximately 900 requests for underground locates received and processed for storm sewer and sanitary sewer collection system. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Expand Public Outreach effort for targeted issues. • Implement Wastewater Facility Plan for collection systems • Continue operation and maintenance activities of the sanitary sewer collection system for compliance with the NPDES Wastewater Discharge Permit. • Per the Wastewater Facility Plan, increase level of activities for sanitary sewer collection system rehabilitation and I&I removal. DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • Public Outreach and Education will be expanded to address targeted issues • Expand Website for Public Education of targeted issues ---PAGE BREAK--- 2011-12 Adopted Budget 177 • Per the Wastewater Facility Plan, the level of funding and activity for sanitary sewer collection system rehabilitation and I&I removal will be increased. Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Sewer Revenue 403,160 530,387 346,500 Fund Balance 398,045 390,000 390,000 390,000 - 300 500 Fines and Forfeits 500 250 250 250 2,446,713 2,533,257 2,745,763 Charges for goods and services 3,035,022 3,035,000 3,035,000 3,035,000 18,654 20,040 12,500 Misc 11,500 4,000 4,000 4,000 - - - Transfers In - 7,998 7,998 7,998 - - 85,442 Other Financing Sources - - - - 2,868,527 3,083,984 3,190,705 Total Revenue 3,445,067 3,437,248 3,437,248 3,437,248 Expense 1,035,979 1,028,961 1,214,839 Labor and Benefits 1,282,680 1,287,114 1,287,114 1,287,474 850,721 838,730 1,027,370 Supplies and Services 1,007,593 1,038,917 1,038,917 1,038,917 415 118,575 118,500 Capital Outlay 126,019 126,019 126,019 126,019 451,000 590,000 700,442 Transfers Out 695,000 695,000 695,000 695,000 - - 129,554 Conting'y & Unapprop 333,775 290,198 290,198 289,838 2,338,115 2,576,266 3,190,705 Total Expense 3,445,067 3,437,248 3,437,248 3,437,248 530,412 507,718 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION 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. Operations Increases in Personnel costs are due to increases in employee benefit costs. Materials and Services increase by 1.0% which is due to incremental increases in fuel and chemical costs. Transfers Out are transfers for future equipment replacement and to fund the city’s storm water program. ---PAGE BREAK--- 2011-12 Adopted Budget 178 Fund Detail Fund 472 - Sewer 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 403,160 530,387 346,500 Beginning Fund Balance 398,045 390,000 390,000 390,000 Charges for goods and services - 56,732 78,000 Late Fees 78,000 78,000 78,000 78,000 2,216,822 2,358,312 2,567,663 Sewer System Revenue 2,857,022 2,857,000 2,857,000 2,857,000 229,839 118,213 100,000 Septage 100,000 100,000 100,000 100,000 52 - 100 Collection - - - - 2,446,713 2,533,257 2,745,763 Total Charges for goods and services 3,035,022 3,035,000 3,035,000 3,035,000 - 300 500 Sewer Discharge Fine 500 250 250 250 Miscellaneous 9,602 2,270 2,500 Interest from Investments 1,500 1,500 1,500 1,500 9,052 17,770 10,000 Other Miscellaneous Income 10,000 2,500 2,500 2,500 18,654 20,040 12,500 Total Miscellaneous 11,500 4,000 4,000 4,000 - - 85,442 IF Loan - - - - - - - Transfer - Sewer Capital Improvement - 7,998 7,998 7,998 2,868,527 3,083,984 3,190,705 REVENUE TOTAL 3,445,067 3,437,248 3,437,248 3,437,248 ---PAGE BREAK--- 2011-12 Adopted Budget 179 Fund 472 - Sewer 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 621 - Sewer Program 6511 - WWTP Ops Labor & Benefits 520,843 574,992 651,890 Regular Salaries 819,062 692,795 692,795 693,155 4,893 7,721 5,000 Part-Time Salaries 5,000 5,000 5,000 5,000 42,104 17,736 20,750 Overtime 21,000 21,000 21,000 21,000 58,334 67,499 - Intra-governmental - - - - 23,437 5,534 1,275 Workers' Comp 524 443 443 443 41,623 44,153 49,870 Social Security 64,647 54,988 54,988 54,988 91,847 109,907 214,479 Medical & Dental Insurance 190,911 156,886 156,886 156,886 62,981 38,255 59,602 Retirement 173,385 145,941 145,941 145,941 1,638 2,042 2,609 Long Term Disability Insurance 3,397 2,890 2,890 2,890 1,124 1,134 1,941 Unemployment Insurance 2,535 2,156 2,156 2,156 1,981 1,653 1,750 Life Insurance 2,219 1,901 1,901 1,901 850,805 870,626 1,009,166 Total WWTP Ops Labor & Benefits 1,282,680 1,084,000 1,084,000 1,084,360 Supplies & Services 4,098 980 3,000 Computer Supplies 3,000 3,000 3,000 3,000 3,700 2,755 4,500 Other Office Supplies 4,500 4,500 4,500 4,500 - 295 2,000 Lubricants 2,000 2,000 2,000 2,000 3,369 6,113 7,900 Fuel 7,900 7,900 7,900 7,900 2,866 161 4,000 Clothing 4,000 4,000 4,000 4,000 4,368 5,181 6,000 Safety/Medicine 8,500 8,500 8,500 8,500 21,898 21,452 22,000 Chemicals 22,000 22,000 22,000 22,000 16,652 13,567 21,000 Lab Supplies 21,000 21,000 21,000 21,000 1,200 3,131 3,000 Other Operating Supplies 3,000 3,000 3,000 3,000 6,714 1,180 2,500 Construction Materials 2,500 2,500 2,500 2,500 - 11,742 10,000 Electrical Supplies 10,000 10,000 10,000 10,000 - - - HVAC 7,000 7,000 7,000 7,000 - 375 1,200 Tools 1,200 1,200 1,200 1,200 8,475 5,082 9,000 Trees 9,000 9,000 9,000 9,000 697 4,980 5,000 Security Supplies 5,000 5,000 5,000 5,000 - - 10,000 Engineering/Architecture 10,000 10,000 10,000 10,000 84 - 2,000 Medical 2,000 2,000 2,000 2,000 335 - 1,000 Human Resources 1,000 1,000 1,000 1,000 15,325 23,489 34,500 Other Professional Services 34,500 34,500 34,500 34,500 - - 15,000 Pub Outreach 15,000 15,000 15,000 15,000 16,523 16,008 20,000 Telephone 20,000 20,000 20,000 20,000 1,078 961 1,200 Postage 1,200 1,200 1,200 1,200 1,462 5,061 9,600 Training 9,600 9,600 9,600 9,600 4,430 7,455 8,000 Other Communication Services 8,000 8,000 8,000 8,000 426 1,362 2,500 Lodging 2,500 2,500 2,500 2,500 191 162 700 Meals 700 700 700 700 10 65 675 Mleage 675 675 675 675 2,210 218 3,600 Office Equipment 3,600 3,600 3,600 3,600 - 1,116 2,500 Software 4,500 4,500 4,500 4,500 34,632 35,860 37,973 Internal Rent - - - - 24,437 19,427 38,000 Natural Gas 38,000 38,000 38,000 38,000 324,640 326,227 336,000 Electric 336,000 336,000 336,000 336,000 9,330 9,700 10,500 Solid Waste 10,500 10,500 10,500 10,500 111,757 71,061 85,000 Equipment Repair 85,000 85,000 85,000 85,000 5,610 6,396 7,200 Building Repair 4,200 4,200 4,200 4,200 8,019 5,339 11,000 Vehicle Repair 11,000 11,000 11,000 11,000 15,091 18,851 19,000 Laundry 19,000 19,000 19,000 19,000 ---PAGE BREAK--- 2011-12 Adopted Budget 180 Fund 472 - Sewer 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED - 2,158 7,600 In & Calib 7,600 7,600 7,600 7,600 - 13,051 15,000 Oth Repair 11,000 11,000 11,000 11,000 1,568 2,663 5,000 Registrations 5,000 5,000 5,000 5,000 21,088 30,864 31,700 Permits 31,700 31,700 31,700 31,700 31,382 28,569 20,000 Other Services 20,000 20,000 20,000 20,000 703,665 703,054 836,348 Total WWTP Ops Supplies & Services 802,875 802,875 802,875 802,875 Capital Outlay - - - Communication Equipment 2,000 2,000 2,000 2,000 415 - 50,000 Other Equipment 54,013 54,013 54,013 54,013 415 - 50,000 Total WWTP Ops Capital Outlay 56,013 56,013 56,013 56,013 1,554,885 1,573,680 1,895,514 Total WWTP Ops Program 2,141,568 1,942,888 1,942,888 1,943,248 Program 6599 Sewer Admin Labor & Benefits 4 - - Long Term Disability Insurance - - - - 6 - - Life Insurance - - - - 10 - - Total Sewer Admin Labor & Benefits - - - - Supplies & Services - - - Interfund Loan 13,335 13,335 13,335 13,335 3,189 3,623 8,000 Accounting/Audit Services 6,000 8,000 8,000 8,000 - - 3,500 Other Professional Services 3,500 3,500 3,500 3,500 31,670 32,578 35,510 IS Support 35,510 37,447 37,447 37,447 - - - Internal Rent 38,000 32,004 32,004 32,004 1,381 2,231 2,105 Auto - - - - 16,627 17,372 8,069 Building/Personal Property - - - - - 15,556 Workers' Comp 10,175 30,476 30,476 30,476 31,160 36,076 52,861 General Liability 30,577 33,624 33,624 33,624 7,000 - - Other Insurance Costs - - - - - - - Bank Fees - 10,035 10,035 10,035 - 48 - Bad Debt - - - - 91,027 91,928 125,601 Total Sewer Admin Supplies & Services 137,097 168,421 168,421 168,421 91,037 91,928 125,601 Total Sewer Admin Program 137,097 168,421 168,421 168,421 Program 9711 - Operating Transfer Out Transfers Out 30,000 65,000 90,000 To Street 90,000 90,000 90,000 90,000 70,000 70,000 70,000 To Water 70,000 70,000 70,000 70,000 - 235,000 235,000 To Sur Wtr 235,000 235,000 235,000 235,000 - - 85,442 To IS - - - - 311,000 150,000 150,000 To T & E 150,000 150,000 150,000 150,000 40,000 70,000 70,000 To Equip 150,000 150,000 150,000 150,000 451,000 590,000 700,442 Total Operating Transfer Out Program 695,000 695,000 695,000 695,000 2,096,922 2,255,609 2,721,557 Total Sewer Department 2,973,665 2,806,309 2,806,309 2,806,669 ---PAGE BREAK--- 2011-12 Adopted Budget 181 Fund 472 - Sewer 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 631 - Maintenance Program 6521 - Sewer Line Maint Labor & Benefits 123,163 116,359 133,520 Regular Salaries - 125,732 125,732 125,732 6,341 4,169 4,250 Overtime - 4,250 4,250 4,250 9,528 3,344 261 Workers' Comp - 108 108 108 9,692 9,183 10,214 Social Security - 9,944 9,944 9,944 20,033 14,685 43,929 Medical & Dental Insurance - 33,671 33,671 33,671 15,286 9,613 12,208 Retirement - 28,168 28,168 28,168 391 420 534 Long Term Disability Insurance - 523 523 523 259 228 398 Unemployment Insurance - 390 390 390 471 334 359 Life Insurance - 328 328 328 185,164 158,335 205,673 Total Maintenance Labor & Benefits - 203,114 203,114 203,114 Supplies & Services 190 356 500 Other Office Supplies 500 500 500 500 23 100 200 Cleaning Supplies 200 200 200 200 6,222 5,970 6,400 Fuel 7,400 7,400 7,400 7,400 3,425 2,684 3,000 Clothing 1,000 1,000 1,000 1,000 719 1,363 1,500 Safety/Medicine 1,500 1,500 1,500 1,500 6,030 3,865 5,000 Other Operating Supplies 5,000 5,000 5,000 5,000 52 69 100 Construction Materials - - - - 337 396 400 Paint 500 500 500 500 543 500 500 Tools 1,000 1,000 1,000 1,000 672 552 2,000 Protective Clothing 2,000 2,000 2,000 2,000 250 229 250 Oth W/S Sp 150 150 150 150 388 - 400 Other Supplies - - - - - 33 400 Medical 1,000 1,000 1,000 1,000 1,987 329 2,050 Other Professional Services 2,050 2,050 2,050 2,050 2,085 1,670 1,500 Telephone 1,500 1,500 1,500 1,500 96 177 300 Postage 300 300 300 300 - 1,182 3,100 Training 3,100 3,100 3,100 3,100 148 - 400 Work Equipment 400 400 400 400 1,400 4,500 6,500 Software 9,200 9,200 9,200 9,200 - - - Solid Waste 1,000 1,000 1,000 1,000 23,198 11,843 22,000 Equipment Repair 20,000 20,000 20,000 20,000 4,735 5,063 5,000 Vehicle Repair 5,000 5,000 5,000 5,000 - - - Laundry 2,000 2,000 2,000 2,000 1,739 495 1,500 Registrations 1,000 1,000 1,000 1,000 1,790 2,369 2,421 Other Services 1,821 1,821 1,821 1,821 56,029 43,743 65,421 Total Maintenance Supplies & Serv 67,621 67,621 67,621 67,621 Capital Outlay - 45,575 50,000 Sewer 50,000 50,000 50,000 50,000 - - Communication Equipment 2,000 2,000 2,000 2,000 - 73,000 18,500 Other Equipment 18,006 18,006 18,006 18,006 - 118,575 68,500 Total Capital Outlay 70,006 70,006 70,006 70,006 241,193 320,653 339,594 Total Maintenance Department 137,627 340,741 340,741 340,741 Department 901 - Ending Fund Balance Program 9971 - Equity - - 50,205 Contingency 254,426 210,849 210,849 210,489 - - 79,349 Reserve PERS 79,349 79,349 79,349 79,349 - - 129,554 Total Contingency/Ending Fund Balance 333,775 290,198 290,198 289,838 2,338,115 2,576,262 3,190,705 EXPENDITURE TOTAL 3,445,067 3,437,248 3,437,248 3,437,248 530,412 507,722 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 182 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 183 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Sewer Capital Improvement Fund - 461 DEPARTMENT/DEPARTMENT NUMBER: Sewer - 621 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Garfield Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This fund was established to receive loan monies for the sanitary sewer improvement project west of I-5 for HWI, Inc. development which was funded by Oregon Economic & Community Development Department Loan #B91202. The project involved boring under I-5 and building a sewer pump station located by Wal-mart. This allowed properties on both sides of I-5 to develop since there was no sanitary sewer system to accommodate growth in this area. The fund’s expenditure is an annual loan payment of $29,102 (including interest); which will retire the debt in December 2011. DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • The last loan payment will be made December, 2011. The fund will then be closed out. Revenues for other sewer construction projects are received in the Sewer Construction Fund (465) Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Sewer Capital Improvement Revenue 122,394 95,435 67,110 Fund Balance 38,105 37,000 37,000 37,000 2,143 396 375 Misc 100 100 100 100 124,537 95,831 67,485 Total Revenue 38,205 37,100 37,100 37,100 Expense 29,102 29,102 29,102 Debt Service 29,102 29,102 29,102 29,102 - - - Transfers Out - 7,998 7,998 7,998 - - 38,383 Conting'y & Unapprop 9,103 - - - 29,102 29,102 67,485 Total Expense 38,205 37,100 37,100 37,100 95,435 66,729 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION As part of the funds consolidation proposal – this fund is being collapsed into the city’s Sewer Fund. ---PAGE BREAK--- 2011-12 Adopted Budget 184 Fund Detail Fund 461 - Sewer Capital Improvement 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 122,394 95,435 67,110 Beginning Fund Balance 38,105 37,000 37,000 37,000 2,143 396 375 Interest from Investments 100 100 100 100 124,537 95,831 67,485 REVENUE TOTAL 38,205 37,100 37,100 37,100 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 621 - Sewer Program 9111 - Debt Service 29,102 29,102 29,102 Bond Principal 29,102 29,102 29,102 29,102 Program 9711 - Transfer Out - - - Transfer Out To Sewer - 7,998 7,998 7,998 29,102 29,102 29,102 Total Sewer Department 29,102 37,100 37,100 37,100 Department 901 - Ending Fund Balance Program 9971 - Equity - - 38,383 Contingency 9,103 - - - - - 38,383 Total Contingency/Ending Fund Balance 9,103 - - - 29,102 29,102 67,485 EXPENDITURE TOTAL 38,205 37,100 37,100 37,100 95,435 66,729 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 185 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: WWTP Construction Fund - 465 DEPARTMENT/DEPARTMENT NUMBER: Sewer - 621 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Garfield Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The purpose of this fund is for major capital improvements to the City’s WWTP and sewer collection systems. This fund is also used for annual loan payments to DEQ. There are annual payments of $2,426,281 made to DEQ each year and as a requirement of these loans, a reserve of $ 1,185,452 must be maintained. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Facilities plan update completed • Pilot studies for High Rate Irrigation, Wetland (Temperature) and Rock Filter (ammonia) • Approval of $5 Million loan for Wastewater Treatment system improvements • Awarded contract for design of plant treatment, natural treatment system and related facilities required for compliance with the MAO. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Implement Wastewater Facilities Plan • Complete design of Phase 1 of the Wastewater Facility improvements DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • DEQ approval of the preliminary design has been obtained allowing final design to proceed and preparation of construction contract documents ---PAGE BREAK--- 2011-12 Adopted Budget 186 Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED WWTP Construction Revenue 588,620 145,804 1,262,545 Fund Balance 924,825 720,000 720,000 720,000 2,028,697 2,337,362 2,567,663 Charges for goods and services 3,010,721 3,010,721 3,010,721 3,010,721 8,375 2,828 3,263 Misc 1,000 1,000 1,000 1,000 562,045 355,583 1,900,000 Other Financing Sources 3,100,000 3,100,000 3,100,000 3,100,000 3,187,737 2,841,577 5,733,471 Total Revenue 7,036,546 6,831,721 6,831,721 6,831,721 Expense 729,391 890,226 551,930 Supplies and Services 1,210,000 1,210,000 1,210,000 1,210,000 1,763,439 1,757,544 2,479,281 Debt Service 2,470,602 2,514,599 2,514,599 2,514,599 317,103 104,426 1,375,088 Capital Outlay 2,120,492 2,076,495 2,076,495 2,076,495 - - 1,327,172 Conting'y & Unapprop 1,235,452 1,030,627 1,030,627 1,030,627 2,809,933 2,752,196 5,733,471 Total Expense 7,036,546 6,831,721 6,831,721 6,831,721 377,804 89,381 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion Charges for goods and services represent the major revenue source for the Sewer fund and are fees collected for on-going debt retirement for sewer system and treatment plant improvements. Operations This fund’s purpose is to provide for the improvements to the city’s sewer treatment plant and offsetting debt requirements. Fund Detail Fund 465 - WWTP Construction 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 588,620 145,804 1,262,545 Beginning Fund Balance 924,825 720,000 720,000 720,000 2,028,697 2,337,362 2,567,663 Service charge 95-6 Increase 3,010,721 3,010,721 3,010,721 3,010,721 Miscellaneous 8,375 2,578 3,263 Interest from Investments 1,000 1,000 1,000 1,000 - 250 - Other Miscellaneous Income - - - - 8,375 2,828 3,263 Total Miscellaneous 1,000 1,000 1,000 1,000 562,045 355,583 1,900,000 State Loan-Revolving Fd 3,100,000 3,100,000 3,100,000 3,100,000 3,187,737 2,841,578 5,733,471 REVENUE TOTAL 7,036,546 6,831,721 6,831,721 6,831,721 ---PAGE BREAK--- 2011-12 Adopted Budget 187 Fund 465 - WWTP Construction 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 631 - Maintenance Program 9111 - Debt Service 1,125,391 1,094,602 1,677,196 Bond Principal 1,727,826 1,727,826 1,727,826 1,727,826 638,048 662,942 749,085 Note Principal 689,776 689,776 689,776 689,776 - - 53,000 Interfund Loan 53,000 96,997 96,997 96,997 1,763,439 1,757,544 2,479,281 Total Debt Service Program 2,470,602 2,514,599 2,514,599 2,514,599 Program 9511 - Engineering Supplies and Services 717,179 871,747 500,000 Engineering/Architecture 880,000 880,000 880,000 880,000 - - 10,280 Other Professional Services - - - - 45 - 150 Other Communication Services - - - - 717,224 871,747 510,430 Total Engineering Program 880,000 880,000 880,000 880,000 Program 9512 - Construction Engineering Supplies and Services 2,578 12,090 25,000 Engineering/Architecture 330,000 330,000 330,000 330,000 2,578 12,090 25,000 Total Construction Engineering Program 330,000 330,000 330,000 330,000 Program 9521 - Right of Way - 17,560 8,780 Land 8,780 8,780 8,780 8,780 - - - Easements 15,000 15,000 15,000 15,000 - 17,560 8,780 Total Right of Way Program 23,780 23,780 23,780 23,780 Program 9531 - Construction Supplies and Services 9,589 6,389 10,000 Other Professional Services - - - - - - 5,000 Testing/Lab - - - - - - 1,500 Permits - - - - Capital Outlay 317,103 86,866 1,366,308 Sewer 2,096,712 2,052,715 2,052,715 2,052,715 326,692 93,255 1,382,808 Total Construction Program 2,096,712 2,052,715 2,052,715 2,052,715 729,391 890,226 551,930 Total Supplies & Services 1,210,000 1,210,000 1,210,000 1,210,000 317,103 104,426 1,375,088 Total Capital Outlay 2,120,492 2,076,495 2,076,495 2,076,495 2,809,933 2,752,197 4,406,299 Total Maintenance Department 5,801,094 5,801,094 5,801,094 5,801,094 Department 901 - Ending Fund Balance Program 9971 - Equity - - 147,000 Contingency 50,000 - - - - - 1,180,172 Reserve for DEQ Loan 1,185,452 1,030,627 1,030,627 1,030,627 - - 1,327,172 Total Contingency/Ending Fund Balance 1,235,452 1,030,627 1,030,627 1,030,627 2,809,933 2,752,197 5,733,471 EXPENDITURE TOTAL 7,036,546 6,831,721 6,831,721 6,831,721 377,804 89,381 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 188 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 189 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Sewer SDC Fund - 475 DEPARTMENT/DEPARTMENT NUMBER: Sewer - 621 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Garfield Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] 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. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Portion of Annual loan payment for Wastewater Construction Loan for Phase 1 Expansion of WWTP DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Portion of Annual Loan payment to DEQ for Wastewater Construction Loan for Phase 1 Expansion of WWTP DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • Same as 2010-2011 Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Sewer SDC Revenue 742,068 558,289 93,418 Fund Balance 103,963 91,963 91,963 91,963 387,433 119,700 125,000 Charges for goods and services 15,000 15,000 15,000 15,000 16,601 1,522 1,000 Misc 300 300 300 300 1,146,102 679,511 219,418 Total Revenue 119,263 107,263 107,263 107,263 Expense - - 12,000 Supplies and Services 12,000 12,000 12,000 12,000 587,813 585,848 - Debt Service - - - - - - 191,418 Capital Outlay 95,263 95,263 95,263 95,263 - - 16,000 Conting'y & Unapprop 12,000 - - - 587,813 585,848 219,418 Total Expense 119,263 107,263 107,263 107,263 558,289 93,663 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION ---PAGE BREAK--- 2011-12 Adopted Budget 190 Revenue Sources and Other Discussion Fund’s revenue is dependent on the collection of System Development Charges (SDCs). SDCs continue to decline as direct result of the slowdown in the economy. Sewer SDCs can only be used to increase the ‘capacity’ of the City’s sewer system. No significant capital projects are planned for the fiscal year. Fund Detail Fund 475 - Sewer SDC 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 742,068 558,289 93,418 Beginning Fund Balance 103,963 91,963 91,963 91,963 387,433 119,700 125,000 Sewer SDCs 15,000 15,000 15,000 15,000 16,601 1,522 1,000 Interest from Investments 300 300 300 300 1,146,102 679,511 219,418 REVENUE TOTAL 119,263 107,263 107,263 107,263 ---PAGE BREAK--- 2011-12 Adopted Budget 191 Fund 475 - Sewer SDC 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 631 - Maintenance Program 9111 - Debt Service 375,131 362,297 - Bond Principal - - - - 212,682 223,551 - Bond Interest - - - - 587,813 585,848 - Debt Service Total - - - - Program 9511 - Design Engineering Supplies and Services - - 5,000 Engineering/Architecture 5,000 5,000 5,000 5,000 Program 9531 - Construction Supplies and Services - - 5,000 Engineering/Architecture 5,000 5,000 5,000 5,000 - - 2,000 Other Professional Services 2,000 2,000 2,000 2,000 - - 12,000 Supplies and Services Total 12,000 12,000 12,000 12,000 Capital Outlay - - 191,418 Sewer 95,263 95,263 95,263 95,263 - - 191,418 Capital Outlay Total 95,263 95,263 95,263 95,263 587,813 585,848 203,418 Total Maintenance Department 107,263 107,263 107,263 107,263 Department 901 - Ending Fund Balance Program 9971 - Equity - - 16,000 Contingency 12,000 - - - - - 16,000 Total Contingency/Ending Fund Balance 12,000 - - - 587,813 585,848 219,418 EXPENDITURE TOTAL 119,263 107,263 107,263 107,263 558,289 93,664 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 192 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 193 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Surface Water/Collections Fund - 478 DEPARTMENT/DEPARTMENT NUMBER: Surface Water/Collections - 641 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 2815 Molalla Road PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This section of the Water Resources Division within the Public Works Department provides administration, operations and maintenance of the Sanitary, Storm & Surface Water Collection Section. The section is responsible for storm water activities, best management practices as required by Total Maximum Daily Load Implementation Plan, Storm and Surface Water Management Plan. The section is responsible for maintenance of approximately 59 miles of various size storm sewer mains, three regional detention facilities and the surface conveyance system of Mill Creek and Senecal and there numerous tributaries. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The section under the direction of the Water Resources Division Manager is supervised by the Sanitary, Storm & Surface Water Collection Section Supervisor. The department is organized to provide both operations and maintenance with clerical administrative support. The department currently has 5 full time employees DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Expanded Public Outreach and Education; Oregon Garden Earth Day, River Ranger Program, House Hold Waste Collection Event, Public Works Week Event, Tours at both Wastewater Treatment Plant and Drinking Water Plants. • Relocated Sanitary Storm Collection and Surface Water Conveyance Section personnel and equipment to Wastewater Treatment Plant to better coordinate maintenance activities. • Video Inspect 12 miles of collection system. • Clean, high pressure of 14 miles of collection System. • Developed the Total Maximum Daily Load Implementation Plan, Storm and Surface Water Management Plan as required by the Department of Environmental Quality (DEQ). The plan has been submitted to DEQ for review and approval. • Responded to approximately 900 requests for underground locates received and processed for storm sewer and sanitary sewer collection system. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Expand Public Outreach and Education, through Newsletter, Storm inlet Marking • Expand Website for Public Education for targeted pollutants • Clean 15% of the Storm Collection System, including inlets. • Conduct internal training of BMP to reduce pollutants, Bacteria, Mercury and Temperature DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • Public Outreach and Education will be expanded to address targeted pollutants • Expand Website for Public Education for targeted pollutants ---PAGE BREAK--- 2011-12 Adopted Budget 194 • The city will need to practice and measure results of best management practices to reduce levels of pollutants contributions to surface waters indentified in the TMDL Implementation Plan. This is required by the Department of Environmental Quality • Increase maintenance activities of the Storm Water Collection and Conveyance System. Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Surface Water/Collections Revenue - - 46,000 Fund Balance 63,243 102,815 102,815 102,815 - 155 100 Misc 100 100 100 100 - 235,000 235,000 Transfers In 235,000 235,000 235,000 235,000 - 235,155 281,100 Total Revenue 298,343 337,915 337,915 337,915 Expense - 134,929 200,825 Labor and Benefits 227,231 227,354 227,354 227,354 - 17,144 36,615 Supplies and Services 41,901 47,561 47,561 47,561 - - 17,500 Capital Outlay 9,506 9,506 9,506 9,506 - - 26,160 Conting'y & Unapprop 19,705 53,494 53,494 53,494 - 152,073 281,100 Total Expense 298,343 337,915 337,915 337,915 - 83,082 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion Transfers In from the Sewer fund represent the major revenue source for the Storm Water fund. Operations Increases in Personnel costs (12.0%) are due to increases in employee benefit costs and reclassification of positions between the Wastewater and Storm Water funds. Materials and Services increase by 30.0% which is due the expansion of the new Storm Water program. This should level out as the program is implemented. It should be noted that no additional fees have been assessed on residents to fund the program. ---PAGE BREAK--- 2011-12 Adopted Budget 195 Fund Detail Fund 478- Surface Water 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED - - 46,000 Beginning Fund Balance 63,243 102,815 102,815 102,815 - 155 100 Interest from Investments 100 100 100 100 - 235,000 235,000 Transfer from Sewer 235,000 235,000 235,000 235,000 - 235,155 281,100 REVENUE TOTAL 298,343 337,915 337,915 337,915 ---PAGE BREAK--- 2011-12 Adopted Budget 196 Fund 478- Surface Water 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 641 - Surface Water Program 6611 - Surface Water Collection Labor & Benefits - 85,606 129,879 Regular Salaries 143,050 143,146 143,146 143,146 - 3,287 2,000 Overtime 2,000 2,000 2,000 2,000 - 18,086 - Intra-governmental - - - - - 195 78 Workers' Comp 111 109 109 109 - 6,793 9,935 Social Security 11,096 11,104 11,104 11,104 - 12,395 43,479 Medical & Dental Insurance 38,700 38,700 38,700 38,700 - 7,855 14,102 Retirement 30,771 30,791 30,791 30,791 - 289 507 Long Term Disability Insurance 583 583 583 583 - 169 373 Unemployment Insurance 435 435 435 435 - 254 472 Life Insurance 485 486 486 486 - 134,928 200,825 Total Surface Water labor & Benefits 227,231 227,354 227,354 227,354 Supplies & Services - 170 500 Other Office Supplies 500 500 500 500 - 44 150 Cleaning Supplies 150 150 150 150 - - 2,000 Fuel 2,000 2,000 2,000 2,000 - 164 1,000 Clothing 500 500 500 500 - - - Ag Supplies 1,000 1,000 1,000 1,000 - 261 500 Safety/Medicine 1,500 1,500 1,500 1,500 - 500 1,000 Other Operating Supplies 2,000 2,000 2,000 2,000 - - 100 Paint 100 100 100 100 - 498 500 Tools 500 500 500 500 - 306 1,000 Protective Clothing 1,000 1,000 1,000 1,000 - 210 250 Other Water/Sewer Supplies 250 250 250 250 - - 100 Medical 100 100 100 100 - - 2,500 Other Professional Services 2,500 2,500 2,500 2,500 - 694 1,000 Telephone 1,000 1,000 1,000 1,000 - - 100 Postage 100 100 100 100 - 495 1,600 Training 1,600 1,600 1,600 1,600 - 12,590 13,814 IS Support 13,100 13,755 13,755 13,755 - 100 100 Work Equipment 100 100 100 100 - - - Solid Waste 1,000 1,000 1,000 1,000 - - 500 Auto 500 - - - - - 239 Workers Comp 239 5,961 5,961 5,961 - - 4,862 General Liability Insurance 4,862 3,938 3,938 3,938 - - - Equip Repair 2,000 2,000 2,000 2,000 - 728 1,500 Vehicle Repair 1,500 1,500 1,500 1,500 - - - Laundry 500 500 500 500 - - 500 Registrations 500 500 500 500 - 384 2,800 Other Services 2,800 2,800 2,800 2,800 - - - Bank Fees - 707 707 707 - 17,143 36,615 Total Surface Water Supplies & Services 41,901 47,561 47,561 47,561 Capital Outlay - - 17,500 Equipment 9,506 9,506 9,506 9,506 - - 17,500 Total Capital Outlay 9,506 9,506 9,506 9,506 - 152,071 254,940 Total Surface Water Department 278,638 284,421 284,421 284,421 ---PAGE BREAK--- 2011-12 Adopted Budget 197 Fund 478- Surface Water 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 901 - Ending Fund Balance Program 9971 - Equity - - 26,160 Contingency 19,705 53,494 53,494 53,494 - - - Reserve PERS - - - - - - 26,160 Total Contingency/Ending Fund Balance 19,705 53,494 53,494 53,494 - 152,071 281,100 EXPENDITURE TOTAL 298,343 337,915 337,915 337,915 - 83,083 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 198 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 199 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Storm Water System Development Fund - 377 DEPARTMENT/DEPARTMENT NUMBER: Maintenance - 631 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Garfield Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: Storm Water System Development Charges 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 1500 SF house, a 400 SF garage and a 400 SF driveway would be $253. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Hardcastle culvert • Marshall street culvert • Storm water portion of N. Front Street Improvement • Willow Avenue storm drain re-alignment near street DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • Implementation of projects identified for meeting non-point source goals of the Total Maximum Daily Limit (TMDL) for the Molalla-Pudding Watershed for bacterial and heavy metals. Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Storm Water Sys Dev Revenue 706,095 705,581 425,580 Fund Balance 399,031 375,000 375,000 375,000 19,025 3,351 5,000 Charges for goods and services 5,000 5,000 5,000 5,000 14,053 2,950 3,000 Misc 1,500 1,500 1,500 1,500 739,173 711,882 433,580 Total Revenue 405,531 381,500 381,500 381,500 Expense - 9,513 30,000 Supplies and Services 27,000 30,000 30,000 30,000 33,593 196,639 337,580 Capital Outlay 316,531 316,531 316,531 316,531 - - 66,000 Conting'y & Unapprop 62,000 34,969 34,969 34,969 33,593 206,152 433,580 Total Expense 405,531 381,500 381,500 381,500 705,580 505,730 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION ---PAGE BREAK--- 2011-12 Adopted Budget 200 Revenue Sources and Other Discussion Fund’s revenue is dependent on the collection of System Development Charges (SDCs). SDCs continue to decline as direct result of the slowdown in the economy. Storm Water SDCs can only be used to increase the ‘capacity’ of the City’s storm water system. No significant capital projects are planned for the fiscal year. Fund Detail Fund 377 - Stormwater SDC 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 706,095 705,581 425,580 Beginning Fund Balance 399,031 375,000 375,000 375,000 19,025 3,351 5,000 Storm SDCs 5,000 5,000 5,000 5,000 14,053 2,950 3,000 Interest from Investments 1,500 1,500 1,500 1,500 739,173 711,883 433,580 REVENUE TOTAL 405,531 381,500 381,500 381,500 ---PAGE BREAK--- 2011-12 Adopted Budget 201 Fund 377 - Stormwater SDC 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 631 - Maintenance Program 9511 - Engineering Supplies & Services - - 10,000 Engineering/Architecture 10,000 10,000 10,000 10,000 - - 3,000 Other Professional Services - 3,000 3,000 3,000 - - 13,000 Total Engineering Program 10,000 13,000 13,000 13,000 Program 9512 - Construction Engineering Supplies & Services - 6,437 10,000 Engineering/Architecture 10,000 10,000 10,000 10,000 Program 9531 - Construction Supplies and Services - 3,076 7,000 Other Professional Services 7,000 7,000 7,000 7,000 Capital Outlay 33,593 196,639 337,580 Storm Drains 316,531 316,531 316,531 316,531 33,593 199,715 344,580 Total Construction Program 323,531 323,531 323,531 323,531 33,593 206,152 367,580 Total Maintenance Department 343,531 346,531 346,531 346,531 Department 901 - Ending Fund Balance Program 9971 - Equity - - 44,000 Contingency - - - - - - 22,000 Reserve Capacity 62,000 34,969 34,969 34,969 - - 66,000 Total Contingency/Ending Fund Balance 62,000 34,969 34,969 34,969 33,593 206,152 433,580 EXPENDITURE TOTAL 405,531 381,500 381,500 381,500 705,580 505,731 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 202 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 203 Actual 2008-09 Actual 2009-10 Budget 2010-11 Budget 2011-12 568 - Information Services 555,792 565,265 1,185,598 859,674 580 - Central Stores 10,031 5,600 10,200 1,800 581 - Insurance 546,924 370,946 817,781 889,378 582 - Technical & Environmental Servic 1,178,305 1,093,079 1,573,050 1,515,307 583 - Building Maintenance 728,697 730,566 869,012 778,975 357 - Police Construction 174,467 71,792 390,500 51,300 378 - PW Facility Const 3,800 3,914 16,496 11,000 591 - Equipment Replacement 117,404 96,011 573,620 655,474 690 - Library Endowment - - 26,002 26,084 691 - Museum Endowment - - 2,775 2,784 City of Woodburn Miscellaneous Services Budget Summary ---PAGE BREAK--- 2011-12 Adopted Budget 204 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 205 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Information Services - 568 DEPARTMENT/DEPARTMENT NUMBER: Finance - 151 DEPARTMENT DIRECTOR: Ignacio Palacios DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Anne Ross DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This program provides the City’s Information Services operations and maintenance. The program is also responsible for funding the systematic replacement of network and desktop assets. Costs are distributed based on the number of personal computers (PC’s) and printers used by each program. The methodology for charging out costs is revised to include labor costs in 2008-2009 and to account for all program costs within the Information Services program budget. The Program provides professional and 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 and support requirements of the City’s Information Services. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The department consists of three staff members. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Continued support of department network needs • Completed an Intergovernmental Agreement with the Santiam 911 Center. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Replacement of the City Hall generator • Continuation of upgrades of personal computers and software • Implementation and completion of New World Accounting and Police Records Systems upgrade. ---PAGE BREAK--- 2011-12 Adopted Budget 206 Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Information Services Revenue (15,978) 18,249 22,000 Fund Balance 146,850 155,000 155,000 155,000 40,057 31,924 45,563 Charges for goods and services 47,692 45,304 45,304 45,304 549,961 544,346 606,185 Misc 645,851 659,370 659,370 659,370 - - 511,850 Transfers In - - - - 574,040 594,519 1,185,598 Total Revenue 840,393 859,674 859,674 859,674 Expense 269,995 280,110 323,758 Labor and Benefits 338,480 339,027 339,027 339,027 180,368 202,900 737,570 Supplies and Services 355,974 364,405 364,405 364,405 105,429 82,255 87,270 Capital Outlay 97,300 120,300 120,300 120,300 - - 37,000 Conting'y & Unapprop 48,639 35,942 35,942 35,942 555,792 565,265 1,185,598 Total Expense 840,393 859,674 859,674 859,674 18,248 29,254 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion Charges for goods and services Intergovernmental support revenue for network maintenance and support provided to area agencies. Miscellaneous Overhead charges assessed on city departments for network support and technology maintenance and replacement support. Operations Increase in personnel is due to employee benefit costs. The drop in Materials and Services is due to significant completion of the Accounting and Police Records system upgrades completed in the prior fiscal year, a small portion of that project has been carried forward – approximately 20.0% – to the current fiscal year. Capital Outlay increases due to scheduled computer replacements. ---PAGE BREAK--- 2011-12 Adopted Budget 207 Fund Detail Fund 568 - Information Services 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED (15,978) 18,249 22,000 Beginning Fund Balance 146,850 155,000 155,000 155,000 Charges for goods and services 8,208 - 10,641 Reimbursement Hubbard 11,173 10,352 10,352 10,352 9,264 12,077 10,641 Reimbursement Mt Angel 11,173 13,579 13,579 13,579 18,685 19,847 24,281 Reimbursement Silverton 25,346 21,373 21,373 21,373 3,900 - - Reimbursement Norcom - - - - 40,057 31,923 45,563 Total Charges for goods and services 47,692 45,304 45,304 45,304 Miscellaneous (1,561) (291) - Interest from Investments - - - - 399,301 401,872 447,094 IS Revenue 478,876 478,876 478,876 478,876 5,188 4,932 5,526 IS Revenue 7,918 8,646 8,646 8,646 12,968 12,330 13,814 IS Revenue 10,558 10,480 10,480 10,480 2,593 2,466 2,763 IS Revenue 2,639 2,639 2,639 2,639 2,593 2,466 2,763 IS Revenue 2,639 2,639 2,639 2,639 23,753 12,440 8,288 IS Revenue 13,197 14,410 14,410 14,410 26,210 27,516 27,628 IS Revenue 26,394 28,820 28,820 28,820 31,670 32,578 33,153 IS Revenue 34,312 37,466 37,466 37,466 - 12,590 13,814 IS REVENUE 13,197 14,410 14,410 14,410 42,264 35,318 44,442 IS Revenue 48,869 53,394 53,394 53,394 4,982 - 6,900 IS Norcom 7,252 7,590 7,590 7,590 - 129 - Other Miscellaneous Income - - - - 549,961 544,346 606,185 Total Miscellaneous 645,851 659,370 659,370 659,370 - - 511,850 Transfer In (NWS) - - - - 574,040 594,519 1,185,598 REVENUE TOTAL 840,393 859,674 859,674 859,674 ---PAGE BREAK--- 2011-12 Adopted Budget 208 Fund 568 - Information Services 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 151 - Finance Program 1921 - Information Services Labor & Benefits 173,508 177,639 226,868 Regular Salaries 219,937 220,351 220,351 220,351 352 56 1,000 Overtime 1,000 1,000 1,000 1,000 24,373 36,276 - Intra-governmental - - - - 1,602 534 136 Workers' Comp 135 135 135 135 13,076 13,328 17,432 Social Security 16,902 16,933 16,933 16,933 31,853 34,714 49,759 Medical & Dental Insurance 51,954 51,954 51,954 51,954 23,661 15,988 26,389 Retirement 46,444 46,542 46,542 46,542 555 682 916 Long Term Disability Insurance 888 890 890 890 348 336 684 Unemployment Insurance 663 664 664 664 667 557 574 Life Insurance 557 558 558 558 269,995 280,108 323,758 Total IS Labor & Benefits 338,480 339,027 339,027 339,027 Supplies & Services - - - Books - - - - 23,475 34,192 35,000 Computer Supplies 38,000 38,000 38,000 38,000 2,970 3,061 3,200 Other Office Supplies 3,500 3,500 3,500 3,500 13,492 15,514 20,000 Computer 22,000 22,000 22,000 22,000 7,338 9,110 10,500 Telephone 11,000 11,000 11,000 11,000 409 287 400 Postage 500 500 500 500 7,698 7,672 9,000 Internet 9,000 9,000 9,000 9,000 306 - - Lodging - - - - 200 474 700 Mileage 650 650 650 650 119,900 125,683 139,500 Software 147,000 152,000 152,000 152,000 - - 511,850 NWS Upgrade 111,850 111,850 111,850 111,850 - - 720 Workers' Comp 2,711 4,988 4,988 4,988 - - - General Liability Insurance 3,563 3,990 3,990 3,990 1,486 1,500 1,500 Equipment Repair 1,000 1,000 1,000 1,000 54 204 200 Dues & Subscriptions 200 200 200 200 3,040 5,203 5,000 Registrations 5,000 5,000 5,000 5,000 - - Bank Fees - 727 727 727 180,368 202,900 737,570 Total IS Supplies & Services 355,974 364,405 364,405 364,405 Capital Outlay 70,422 42,850 44,000 Computing 57,000 80,000 80,000 80,000 35,007 39,405 43,000 Network 40,000 40,000 40,000 40,000 - - 270 Other Equipment 300 300 300 300 105,429 82,255 87,270 Total Capital Outlay 97,300 120,300 120,300 120,300 555,792 565,264 1,148,598 Total Finance/IS Department 791,754 823,732 823,732 823,732 Department 901 - Ending Fund Balance Program 9971 - Equity - - 28,000 Contingency 36,639 23,942 23,942 23,942 - - 9,000 Reserve for Plotters 12,000 12,000 12,000 12,000 - - 37,000 Total Contingency/Ending Fund Balance 48,639 35,942 35,942 35,942 555,792 565,264 1,185,598 EXPENDITURE TOTAL 840,393 859,674 859,674 859,674 18,248 29,255 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 209 GENERAL INFORMATION FORM 1 - FY 2011-12 FUND/FUND NUMBER: Central Stores - 580 DEPARTMENT/DEPARTMENT NUMBER: Finance - 151 DEPARTMENT DIRECTOR: Ignacio Palacios DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Anne Ross DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This program procures high-volume supplies such as paper for City departments. Supplies are purchased in bulk to take advantage of quantity discounts, warehoused and issued to users as needed and in a timely manner. User departments reimburse the program for items purchased. This program is also responsible for the maintenance of the copy machine. User departments reimburse the program based on usage. Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Central Stores Revenue 12,008 9,664 5,200 Fund Balance 1,800 1,800 1,800 1,800 7,688 6,683 5,000 Misc - - - - 19,696 16,347 10,200 Total Revenue 1,800 1,800 1,800 1,800 Expense 10,031 5,600 10,000 Supplies and Services - - - - - - - Transfers Out 1,800 1,800 1,800 1,800 - - 200 Conting'y & Unapprop - - - - 10,031 5,600 10,200 Total Expense 1,800 1,800 1,800 1,800 9,665 10,747 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION As part of the funds consolidation proposal – this fund is being collapsed into the City’s General Fund. The cost will be funded from Department 199 (Non-departmental). ---PAGE BREAK--- 2011-12 Adopted Budget 210 Fund Detail Fund 580 - Central Stores 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 12,008 9,664 5,200 Beginning Fund Balance 1,800 1,800 1,800 1,800 Miscellaneous (55) - Interest from Investments - - - - 6,542 4,214 5,000 Interfund Stores Issues - - - - 329 2,477 - Interfund Copier Usage - - - - 872 - - Other Miscellaneous Income - - - - 7,688 6,683 5,000 Total Miscellaneous - - - - 19,696 16,347 10,200 REVENUE TOTAL 1,800 1,800 1,800 1,800 Fund 580 - Central Stores 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 151 - Finance Program 1931 - Central Stores Supplies & Services 7,105 2,920 7,000 Other Office Supplies - - - - 530 - - Other Operating Supplies - - - - 2,396 2,680 3,000 Equipment Repair - - - - - - - Transfer to General Fund 1,800 1,800 1,800 1,800 10,031 5,600 10,000 Total Central Stores Program 1,800 1,800 1,800 1,800 Department 901 - Ending Fund Balance Program 9971 - Equity - - 200 Contingency - - - - - - 200 Total Contingency/Ending Fund Balance - - - - 10,031 5,600 10,200 EXPENDITURE TOTAL 1,800 1,800 1,800 1,800 9,665 10,748 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 211 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Insurance Fund - 581 DEPARTMENT/DEPARTMENT NUMBER: Risk Management - 131 DEPARTMENT DIRECTOR: Christina Shearer DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Christina Shearer DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: Management of insurance activities including Workers Comp, Automobile, Property and Liability coverages and claims. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: Risk Management is one of the functions of the City Recorder. 1/3 of the City Recorders position is allocated to Risk Management activities (including Safety Committee). All insurance coverage, premium, and claims activity is handled through this department. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Restructure of Insurance Fund funding (inter-fund allocation) DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Implementation of Safety & Loss Prevention policy • Development of new incident tracking system • Development of new incident reporting forms and procedures DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • None NOTE: Detailed fund projections and allocation methodology available from City Recorder. ---PAGE BREAK--- 2011-12 Adopted Budget 212 Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Insurance Revenue 256,524 186,474 320,000 Fund Balance 309,069 300,000 300,000 300,000 476,874 342,141 497,781 Misc 478,348 589,378 589,378 589,378 733,398 528,615 817,781 Total Revenue 787,417 889,378 889,378 889,378 Expense 21,174 27,616 34,748 Labor and Benefits 33,618 56,030 56,030 58,099 525,750 343,330 519,000 Supplies and Services 493,100 493,865 493,865 493,865 - - 264,033 Conting'y & Unapprop 260,699 339,483 339,483 337,414 546,924 370,946 817,781 Total Expense 787,417 889,378 889,378 889,378 186,474 157,669 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion Miscellaneous Overhead charges assessed on city departments for the city’s insurance coverage – worker’s compensation, general liability, automobile and equipment coverage, public official bonding, etc. Operations Increase in personnel (67.0%) is due to increases in employee benefit costs and reallocation of the City’s Recorder’s time associated to risk management. The combined change in Materials and Services and Contingency is due to the city’s attempt to ‘shore up’ reserves for unanticipated events and in an effort to reduce insurance premiums by maintaining a larger reserve. Fund Detail Fund 581 - Insurance 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 256,524 186,474 320,000 Beginning Fund Balance 309,069 300,000 300,000 300,000 Miscellaneous 303 220 250 Interest from Investments 100 100 100 100 98,305 120,249 290,139 General Liability Insurance 270,690 298,705 298,705 298,705 31,950 41,214 - Auto/Vehicle - - - - 67,856 66,617 - Property - - - - 261,485 86,523 207,392 Workers' Comp 207,558 290,573 290,573 290,573 1,560 1,639 - Emple Blanket Bond - - - - 4,874 - - Boiler & Machinery - - - - 10,457 12,172 - Admin/Legal - - - - 84 13,507 - Other Miscellaneous Income - - - - 476,874 342,140 497,781 Total Miscellaneous 478,348 589,378 589,378 589,378 733,398 528,614 817,781 REVENUE TOTAL 787,417 889,378 889,378 889,378 ---PAGE BREAK--- 2011-12 Adopted Budget 213 Fund 581 - Insurance 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 131 - City Recorder Program 1611 - Risk Management Labor & Benefits - - 22,994 Regular Salaries 22,248 37,080 37,080 39,149 21,174 27,616 - Intra-governmental - - - - - - 10 Workers' Comp 9 15 15 15 - - 1,759 Social Security 1,702 2,837 2,837 2,837 - - 5,601 Medical & Dental Insurance 5,298 8,829 8,829 8,829 - - 4,165 Retirement 4,149 6,915 6,915 6,915 - - 92 Long Term Disability Insurance 89 149 149 149 - - 69 Unemployment Insurance 67 111 111 111 - 58 Life Insurance 56 94 94 94 21,174 27,616 34,748 Total Risk Management Labor & Benefits 33,618 56,030 56,030 58,099 Supplies & Services 415 232 300 Other Office Supplies 300 300 300 300 133 - 1,000 Safety/Medicine 2,000 2,000 2,000 2,000 - - - Other Supplies - - - - 11,083 12,172 13,000 Risk Management 13,000 13,000 13,000 13,000 - - 2,500 Other Professional Services - - - - 276 - 400 Lodging 400 400 400 400 7 - 50 Meals 50 50 50 50 323 - 400 Mileage 400 400 400 400 34,729 37,482 41,000 Auto 41,000 41,000 41,000 41,000 1,935 2,202 2,000 Employee Blanket Bond 2,000 2,000 2,000 2,000 58,740 60,563 60,000 Building/Personal Property 60,000 60,000 60,000 60,000 266,540 97,042 232,000 Workers' Comp 232,000 232,000 232,000 232,000 104,915 109,405 110,000 General Liability 100,000 100,000 100,000 100,000 4,755 - 4,750 Boiler/Machinery - - - - - - 10,000 Inland Marine - - - - 39,732 20,871 30,000 Deductible 30,000 30,000 30,000 30,000 1,623 2,691 10,000 Other Insurance Costs 10,000 10,000 10,000 10,000 414 415 600 Dues & Subscriptions 750 750 750 750 130 255 800 Registrations 1,000 1,000 1,000 1,000 - - 200 Other Services 200 200 200 200 - - - Bank Fees - 765 765 765 525,750 343,329 519,000 Total Risk Management Supplies & Serv 493,100 493,865 493,865 493,865 546,924 370,945 553,748 Total City Recorder Department 526,718 549,895 549,895 551,964 Department 901 - Ending Fund Balance Program 9971 - Equity - - 77,500 Contingency 260,699 339,483 339,483 337,414 - - 186,533 Reserves - - - - - - 264,033 Total Contingency/Ending Fund Balance 260,699 339,483 339,483 337,414 546,924 370,945 817,781 EXPENDITURE TOTAL 787,417 889,378 889,378 889,378 186,474 157,669 - Revenues Over (Under) Expenditures - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 214 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 215 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Tech & Environmental Services Fund - 582 DEPARTMENT/DEPARTMENT NUMBER: Engineering/Garage/PW Admin – 651/661/691 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Garfield Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] Engineering – 651 DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The Engineering Division provides comprehensive engineering and surveying services, and capital project administration. Engineering Division staff maintains database, 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; reviews county and state projects that occur in the City limits; analyzes traffic studies and street lighting proposals; and inspects public and private construction of streets, storm drainage systems, water lines, and sewer lines. In addition, the Engineering Division is responsible for administering public contracts, including the City’s street resurfacing program. This entails ensuring that construction contractors comply with project plans and specifications, safety regulations, and proper construction techniques. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The Engineering Division currently has seven full-time employees. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Completed North Front Street Improvements Project (Phases 1 and 2) • Young St. ARRA Stimulus Project • N. Trunk Sewer Line Rehabilitation Design • Updating Census Records • Natural Hazards Mitigation Maps • Salem 911 and Norcom Maps • Emergency Fuel Storage Project @ Broadway • City Hall Office Remodel • Police Station Punch List Items • Boones/Settlemier/214 Intersection Project • Aquatic Center HVAC Project • 2009 I & I Removal project • W. Lincoln/N. Cascade Sanitary Sewer Rehabilitation Project • Mill Creek Pedestrian Path • Rainier Lift Station Report • 5Th Street improvements Project Design • Parr-Evergreen Road Water Main Extension Project • Mill Creek Pump Station Controls ---PAGE BREAK--- 2011-12 Adopted Budget 216 • Mini Downtown Transit Facility Project • OR 214: Front Street Ramp to Progress Way Sidewalk Project • ARRA Funding Water Consolidation Project (Shalimar-Driftwood-Chateau) • Hardcastle Culvert Replacement Project • Sidewalk/ADA Construction • Settlemier Park Tree Maintenance (Phase 3) DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Completion of Fifth Street Improvements Project • Design and Right-of-way/easements for North Front Street Phase 3 from Hwy. 214 to North City Limits • Completion of Engineering Division Design Specifications • Transfer From City Construction Standards and Specifications to ODOT Construction Standards and Specifications with City Special Provisions • Pursue Approval for Capital Improvement Project on Front Street between OR 214 Ramp and the Northerly City Limits • Continue to define and implement the Urban Forest Renewal Program • Continue to Train Staff on Safety Issues • Assist the Water Resources Division by Delivering Water, Storm Collection, Sanitary Sewer Collection and Wastewater Facility Capital Improvement Projects • Streamline the Review of Development Projects DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • Streamlined Processes, Including Switch Over to ODOT Construction Standards and Specifications • Increased Focus on Job Site Safety Garage - 661 DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The Central Garage is responsible for providing service and maintenance to the Woodburn Fleet with the exception of the police department vehicles. All heavy equipment and small equipment is maintained by the garage. The Garage is responsible for maintaining accurate records for each vehicle including transit busses, service vehicles, passenger vehicles, pickups, dump trucks, backhoes, loaders, mowers, and ATV’s owned by the City. The Garage is also responsible for safety equipment and winter gear for the fleet. The vehicle rolling stock including trailers is 90 units. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The Garage is located at 105 A St.; it is complete with a vehicle lift, a pit, welding shop, mechanic tools, fabricating tools, diagnostic equipment, and office. There are 1.3 FTEs in this division. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • The Maintenance Garage helped facilitate an auction that disposed of out of service equipment and vehicles. • The fleet maintenance program was upgraded providing vehicles with emergency lights, snow chains, back up alarms, first aid kits, fire extinguishers, and blood borne pathogen kits. • The Maintenance Tech. worked to upgrade safety equipment and standardize safety practices for city vehicles, enabling City forces to be better prepared for emergencies. • The PW garage was cleaned up, organized and missing tools replaced. ---PAGE BREAK--- 2011-12 Adopted Budget 217 • Record files were updated. Commercial fleet service was introduced w/Les Schwab. A master service technician plan was set up with Napa for parts and filters. • Routine vehicle maintenance was upgraded with a high life lubricating oil for better longevity to reduce maintenance costs over time. • The Fleet Maintenance tech. brought the Woodburn transit fleet to a professional operating level. • Participated in the Public Works Showcase during National Public Works week assisting maintenance division staff showing equipment & interacting with the community sharing with the public on the many facets of maintenance and provided the best snow cones on that hot day. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Benchmark City Fleet • Develop Formal Vehicle Maintenance Program • Further develop CartéGraph software to record maintenance activities for city maintained vehicles and equipment. Also use this data for more accurate cost recovery of maintenance services • Upgrade Vehicle Diagnostic Software • Develop Vehicle & Equipment Replacement Program • Facilitate City Vehicle Safety Program DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • We will be moving to the next level of maintenance by initiating Best Maintenance Practices. There will be focus on organization and management of the fleet. • Installation of CartéGraph software for all maintenance activities will provide more accurate cost accounting for these activities. PW Administration – 691 DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The Public Works (PW) Administration division provides management and project management of the public works function of the City. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: The PW Administration division currently has three full time personnel. ---PAGE BREAK--- 2011-12 Adopted Budget 218 Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Technical & Environmental Services Revenue 491,874 394,853 300,000 Fund Balance 260,587 260,587 260,587 260,587 56,639 19,111 56,000 Licenses and Permits 55,800 55,800 55,800 55,800 20,513 8,409 5,500 Charges for goods and services 6,500 6,500 6,500 6,500 143,129 302,015 555,550 Misc 535,650 525,420 525,420 525,420 861,000 700,000 656,000 Transfers In 656,000 667,000 667,000 667,000 1,573,155 1,424,388 1,573,050 Total Revenue 1,514,537 1,515,307 1,515,307 1,515,307 Expense 976,185 906,444 1,086,653 Labor and Benefits 1,056,436 1,096,566 1,096,566 1,111,366 181,696 175,460 252,143 Supplies and Services 279,803 299,503 299,503 299,503 15,424 6,175 4,000 Capital Outlay - - - - 5,000 5,000 5,000 Transfers Out 5,000 5,000 5,000 5,000 - - 225,254 Conting'y & Unapprop 173,298 114,238 114,238 99,438 1,178,305 1,093,079 1,573,050 Total Expense 1,514,537 1,515,307 1,515,307 1,515,307 394,850 331,309 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion Miscellaneous Overhead charges assessed on city departments for actual engineering and construction management costs associated with specific construction projects. Transfers In Overhead charges assessed on public works departments for administrative services provided. Operations Increase in personnel is due to increases in employee benefit costs. The change in Materials and Services (19.0%) is due the change in cost recovery method for fleet charges (Public Works) from estimated to actual costs incurred. ---PAGE BREAK--- 2011-12 Adopted Budget 219 Fund Detail Fund 582 - Technical & Services 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 491,874 394,853 300,000 Beginning Fund Balance 260,587 260,587 260,587 260,587 Licenses & Permits 5,915 1,657 2,000 R/W Construction Permits 2,000 2,000 2,000 2,000 33,866 1 35,000 Franchise Fee, PGE 35,000 35,000 35,000 35,000 11,261 10,120 12,000 Franchise Fee, NW Natural 12,000 12,000 12,000 12,000 2,831 3,395 3,500 Franchise Fee, Qwest 3,000 3,000 3,000 3,000 - - - Franchise Fee, United Disposal - - - - 2,766 3,938 3,500 Franchise Fee, Willamette Broadband 3,800 3,800 3,800 3,800 56,639 19,112 56,000 Total Licenses & Permits 55,800 55,800 55,800 55,800 Charges for goods and services 5,575 40 - Sale of Documents - - - - 4,957 2,935 2,000 Sale of Bid Documents 3,000 3,000 3,000 3,000 9,981 5,434 3,500 T&E Planning Develop Fee 3,500 3,500 3,500 3,500 20,513 8,409 5,500 Total Charges for goods and services 6,500 6,500 6,500 6,500 Miscellaneous 1,728 1,775 1,800 Interest from Investments 400 420 420 420 2,337 8,743 5,000 Interfund Stores Issues 15,000 5,000 5,000 5,000 137,150 - 4,000 Interfund Labor from WO 120,000 120,000 120,000 120,000 - 290,635 544,000 Engineering Support 400,000 400,000 400,000 400,000 1,914 862 750 Other Miscellaneous Income 250 - - - 143,129 302,015 555,550 Total Miscellaneous 535,650 525,420 525,420 525,420 Transfers In 239,000 239,000 195,000 Transfer from Street 195,000 195,000 195,000 195,000 - - - Transfer from PW Facility Construction - 11,000 11,000 11,000 311,000 150,000 311,000 Transfer from Water 311,000 311,000 311,000 311,000 311,000 311,000 150,000 Transfer from Sewer 150,000 150,000 150,000 150,000 861,000 700,000 656,000 Total Transfers In 656,000 667,000 667,000 667,000 1,573,155 1,424,388 1,573,050 REVENUE TOTAL 1,514,537 1,515,307 1,515,307 1,515,307 ---PAGE BREAK--- 2011-12 Adopted Budget 220 Fund 582 - Technical & Services 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 651 - Engineering Program 6991 - Customer Service Labor & Benefits 26,041 - - Regular Salaries - - - - 75 - - Overtime - - - - 386 - - Workers' Comp - - - - 1,938 - - Social Security - - - - 2,014 - - Medical & Dental Insurance - - - - 2,818 - - Retirement - - - - 76 - - Long Term Disability Insurance - - - - 52 - - Unemployment Insurance - - - - 91 - - Life Insurance - - - - 33,491 - - Total Customer Service Program - - - - Program 6992 - Developmental Services Labor & Benefits 36,494 - - Regular Salaries - - - - 19 - - Overtime - - - - 505 - - Workers' Comp - - - - 2,805 - - Social Security - - - - 6,108 - - Medical & Dental Insurance - - - - 5,471 - - Retirement - - - - 107 - - Long Term Disability Insurance - - - - 73 - - Unemployment Insurance - - - - 130 - - Life Insurance - - - - 51,712 - - Total Developmental Services Program - - - - Program 6994 - Management Assistance Labor & Benefits 109,386 - - Regular Salaries - - - - 75 - - Overtime - - - - 2,046 - - Workers' Comp - - - - 8,422 - - Social Security - - - - 13,179 - - Medical & Dental Insurance - - - - 15,557 - - Retirement - - - - 307 - - Long Term Disability Insurance - - - - 219 - - Unemployment Insurance - - - - 369 - - Life Insurance - - - - 149,560 - - Total Management Assistance Program - - - - Program 9511 - Design Engineering Labor & Benefits 135,497 408,724 448,294 Regular Salaries 397,126 397,126 397,126 397,126 - - - Part-Time Salaries - 17,622 17,622 17,622 128 5,393 6,000 Overtime 6,000 6,000 6,000 6,000 (31,604) 15,931 - Intra-governmental - - - - 1,595 3,587 209 Workers' Comp 210 226 226 226 10,411 30,872 34,295 Social Security 30,839 32,187 32,187 32,187 27,216 73,934 122,567 Medical & Dental Insurance 87,710 87,710 87,710 87,710 15,340 31,804 39,324 Retirement 82,314 85,702 85,702 85,702 ---PAGE BREAK--- 2011-12 Adopted Budget 221 Fund 582 - Technical & Services 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 419 1,536 1,802 Long Term Disability Insurance 1,621 1,691 1,691 1,691 278 781 1,345 Unemployment Insurance 1,209 1,262 1,262 1,262 503 1,250 1,130 Life Insurance 1,016 1,060 1,060 1,060 159,783 573,810 654,966 Total Design Eng. Labor & Benefits 608,045 630,586 630,586 630,586 Supplies & Services 599 800 Books 800 800 800 800 2,647 788 2,900 Computer Supplies 2,900 2,900 2,900 2,900 3,674 2,992 3,150 Other Office Supplies 3,150 3,150 3,150 3,150 1,045 1,126 1,600 Fuel 1,600 1,600 1,600 1,600 - - - Clothing 3,500 3,500 3,500 3,500 - - - Safety/Medicines 2,500 2,500 2,500 2,500 4,594 4,242 4,500 Other Operating Supplies 4,500 4,500 4,500 4,500 798 492 1,200 Other Supplies 1,200 1,200 1,200 1,200 18,785 16,925 23,000 Engineering/Architecture 23,000 23,000 23,000 23,000 11,444 4,911 11,000 Other Professional Services 11,000 11,000 11,000 11,000 1,489 2,365 4,200 Telephone 4,200 4,200 4,200 4,200 1,692 1,400 1,400 Postage 1,400 1,400 1,400 1,400 231 - 400 Advertising 400 400 400 400 - 3,170 10,000 Training 10,000 10,000 10,000 10,000 29,296 20,392 27,865 IS Support 27,865 33,128 33,128 33,128 73 75 100 Mileage 100 100 100 100 334 - 100 Work Equipment 100 100 100 100 2,897 3,300 4,000 Software 4,000 4,000 4,000 4,000 2,244 1,757 1,658 Auto 1,658 - - - - - - Building/Personal Property - - - - - - 1,750 Workers' Comp 1,750 - - - 1,946 2,382 4,636 General Liability 4,636 - - - 292 199 500 Equipment Repair 500 500 500 500 2,742 259 900 Vehicle Repair 2,000 2,000 2,000 2,000 2,781 1,130 3,000 Registrations 3,000 3,000 3,000 3,000 1,532 1,129 2,000 Printing/Binding 2,000 2,000 2,000 2,000 646 122 700 Filing/Record 700 700 700 700 - 147 500 Permits 500 500 500 500 1,256 1,108 1,633 Other Services 1,633 1,633 1,633 1,633 93,037 70,412 113,492 Total Design Eng. Supplies & Services 120,592 117,811 117,811 117,811 Capital Outlay 4,234 - - Other Improvements - - - - 11,190 6,175 - Other Equipment - - - - 15,424 6,175 - Total Design Eng. Capital Outlay - - - - Transfers Out 5,000 5,000 5,000 Transfer To Equipment Replacement 5,000 5,000 5,000 5,000 273,244 655,397 773,458 Total Design Engineering Program 733,637 753,397 753,397 753,397 Program 9512 - Construction Engineering - Labor & Benefits 268,083 - - Regular Salaries - - - - - - - Part-Time Salaries - - - - 54 - - Overtime - - - - 3,261 - - Workers' Comp - - - - 20,730 - - Social Security - - - - 37,101 - - Medical & Dental Insurance - - - - 37,665 - - Retirement - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 222 Fund 582 - Technical & Services 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 807 - - Long Term Disability Insurance - - - - 536 - - Unemployment Insurance - - - - 972 - - Life Insurance - - - - 369,209 - - Total Construction Engineering Program - - - - 877,216 655,397 773,458 Total Engineering Department 733,637 753,397 753,397 753,397 Department 661 - Garage Program 1941 - Garage Labor & Benefits 52,097 46,682 55,280 Regular Salaries 48,082 60,534 60,534 60,534 - 277 - Part-Time Salaries - - - - 4,688 3,425 3,000 Overtime 2,000 2,000 2,000 2,000 2,073 504 39 Workers' Comp 58 67 67 67 4,145 3,638 3,422 Social Security 3,831 4,784 4,784 4,784 12,966 16,027 22,742 Medical & Dental Insurance 18,053 20,198 20,198 20,198 4,532 3,343 3,930 Retirement 7,688 9,599 9,599 9,599 161 175 222 Long Term Disability Insurance 201 251 251 251 114 95 166 Unemployment Insurance 150 188 188 188 194 140 139 Life Insurance 127 158 158 158 80,970 74,306 88,940 Total Garage Labor & Benefits 80,190 97,779 97,779 97,779 Supplies & Services - - - Computer Supplies 400 400 400 400 90 98 250 Other Office Supplies 250 250 250 250 - - - Lubricants 12,000 12,000 12,000 12,000 552 768 1,000 Fuel 1,000 1,000 1,000 1,000 286 1,171 700 Clothing 700 700 700 700 532 158 2,150 Safety/Medicine 4,000 4,000 4,000 4,000 1,060 4,335 2,300 Other Operating Supplies 2,300 2,300 2,300 2,300 1,625 2,478 2,500 Tools 3,800 3,800 3,800 3,800 4,304 6,570 6,600 Inventory Stock 6,600 6,600 6,600 6,600 380 310 500 Other Supplies 1,000 1,000 1,000 1,000 - 28 - Medical - - - - 69 - 1,000 Other Professional Services 2,000 2,000 2,000 2,000 378 558 500 Telephone 500 500 500 500 - 418 1,500 Training 1,500 1,500 1,500 1,500 - - 2,500 Software 5,500 5,500 5,500 5,500 - 326 600 Solid Waste 100 100 100 100 - - - Workers' Comp 1,110 1,472 1,472 1,472 - - - General Liability Insurance - 1,810 1,810 1,810 681 887 1,000 Equipment Repair 1,800 1,800 1,800 1,800 210 688 750 Building Repair 750 750 750 750 538 397 500 Vehicle Repair 500 500 500 500 321 - 250 Laundry 250 250 250 250 165 375 400 Registrations 400 400 400 400 11,191 19,566 25,000 Total Garage Supplies & Services 46,460 48,632 48,632 48,632 Capital Outlay - - 4,000 Other Equipment - - - - 92,161 93,872 113,940 Total Garage Department 126,650 146,411 146,411 146,411 ---PAGE BREAK--- 2011-12 Adopted Budget 223 Fund 582 - Technical & Services 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 691 - PW Admin Program 6999 - PW Admin Labor & Benefits 147,595 261,240 232,109 Regular Salaries 253,496 253,496 253,496 253,496 1,220 3,156 1,000 Overtime 1,000 1,000 1,000 1,000 (64,841) (77,182) - Intra-governmental - - - - 2,128 1,198 99 Workers' Comp 135 135 135 135 11,572 20,060 17,756 Social Security 19,469 19,469 19,469 19,469 10,325 23,967 57,554 Medical & Dental Insurance 32,364 32,364 32,364 47,164 22,037 23,648 31,919 Retirement 58,845 58,845 58,845 58,845 575 885 933 Long Term Disability Insurance 1,023 1,023 1,023 1,023 304 503 696 Unemployment Insurance 763 763 763 763 545 851 681 Life Insurance 706 706 706 706 131,460 258,327 342,747 Total PW Admin Labor & Benefits 367,801 367,801 367,801 382,601 Supplies & Services 55 - 500 Books 500 500 500 500 - 160 200 Computer Supplies 400 400 400 400 1,947 2,948 3,000 Other Office Supplies 3,000 3,000 3,000 3,000 220 217 400 Fuel 300 300 300 300 - - - Safety/Medicines 2,500 2,500 2,500 2,500 448 494 500 Other Supplies 500 500 500 500 4,639 3,417 4,000 Management 6,000 6,000 6,000 6,000 1,595 2,285 2,500 Human Resources 1,500 1,500 1,500 1,500 - - 1,600 Other Professional Services 1,600 1,600 1,600 1,600 904 960 1,500 Telephone 1,500 1,500 1,500 1,500 143 38 300 Postage 300 300 300 300 20 277 300 Advertising 300 300 300 300 2,729 1,803 3,700 Publication 3,000 3,000 3,000 3,000 - 3,899 4,500 Training 4,500 4,500 4,500 4,500 12,968 14,926 16,577 IS Support 16,577 19,257 19,257 19,257 10 76 50 Mileage 50 50 50 50 - - 1,200 Software 1,200 1,200 1,200 1,200 45,708 49,251 52,153 Internal Rent 52,153 36,167 36,167 36,167 335 364 344 Auto 344 - - - 770 856 890 Building/Personal Property 890 - - - - - 9,474 Workers' Comp 9,474 22,639 22,639 22,639 1,596 1,102 1,250 General Liability 1,250 19,930 19,930 19,930 - - 2,000 Equipment Repair 1,000 1,000 1,000 1,000 1,210 387 750 Vehicle Repair 750 750 750 750 405 830 850 Dues & Subscriptions 850 850 850 850 1,294 902 1,500 Registrations 1,500 1,500 1,500 1,500 75 144 400 Printing/Binding 400 400 400 400 241 - 400 Filing/Record 400 400 400 400 - - 2,600 Permits 200 200 200 200 156 148 213 Other Services 213 213 213 213 - - - Bank Fees - 3,004 3,004 3,004 77,468 85,485 113,651 Total PW Admin Supplies & Services 113,151 133,460 133,460 133,460 208,928 343,812 456,398 Total PW Admin Department 480,952 501,261 501,261 516,061 ---PAGE BREAK--- 2011-12 Adopted Budget 224 Fund 582 - Technical & Services 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 901 - Ending Fund Balance Program 9971 - Equity - - 151,113 Contingency 136,227 77,167 77,167 62,367 - - 74,141 Reserve PERS 37,071 37,071 37,071 37,071 - - 225,254 Total Contingency/Ending Fund Balance 173,298 114,238 114,238 99,438 1,178,305 1,093,081 1,569,050 EXPENDITURE TOTAL 1,514,537 1,515,307 1,515,307 1,515,307 394,850 331,307 4,000 Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 225 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Building Maintenance Fund - 583 DEPARTMENT/DEPARTMENT NUMBER: Maintenance - 631 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 202 Young Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This section of the Maintenance and Support Services Division within the Public Works Department is responsible for providing routine maintenance and custodial services for City of Woodburn facilities. Maintenance provided can be defined as preventive, corrective, and non-recurring preservation. Non- recurring preservation maintenance is generally performed by contract with the Building Maintenance Section providing project identification and scope of work information for budgeting purposes. DESCRIPTION OF DEPARTMENT, INCLUDING NUMBER OF PERSONNEL: This section consists of a total of 5.62 FTE that includes a supervisor, maintenance tech (certified Limited Maintenance Electrician), and 3 custodians. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • The custodial staff was moved to a day shift to better facilitate the service provided. • The process of benchmarking the Woodburn facilities was initiated. The buildings were measured and categorized into area types for janitorial assessment. • Comparisons were made with commercial standards to determine activity based costing to allow the standardization of cleaning practices. • The Building Maintenance section helped with the Aquatic Center HVAC replacement by helping prepare the concrete pad and fencing around it. • While the Aquatic Center was closed, strip drains were repaired and general maintenance was preformed. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Support transfer of Aquatic Center routine maintenance and custodial services to private contractors per the Aquatic Center Revitalization business plan • Implement the CartéGraph Maintenance Management System to better track building maintenance services and costs • Continue to utilize building maintenance service contracts where there are cost savings recognized • Establish an Equipment Replacement Program • Refine the Custodial Cleaning Program • Continue to develop Building Safety Program • Utilize Succeed Health & Safety Services ---PAGE BREAK--- 2011-12 Adopted Budget 226 DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: Removing the Aquatic Center from inventory of City facilities maintained by the Building Maintenance section will result in approximate $50,000 reduction to internal rent received for providing Building Maintenance to all City owned facilities. Due to the minimal staffing currently available for Building Maintenance services, a reduction in staff to offset the reduction in internal rents received was not done. Rather increase in internal rents for other facilities and adjustments to service contracts, materials, and supplies were made to offset the loss revenue from the Aquatic Center. Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Building Maintenance Revenue 27,124 14,588 30,000 Fund Balance 123,259 120,000 120,000 120,000 709,000 792,083 838,762 Charges for goods and services 880,700 658,945 658,945 658,945 6,161 5,276 250 Misc 30 30 30 30 999 - - Transfers In - - - - 743,284 811,947 869,012 Total Revenue 1,003,989 778,975 778,975 778,975 Expense 338,348 351,090 363,570 Labor and Benefits 381,171 373,507 373,507 373,507 390,349 379,476 484,437 Supplies and Services 483,987 342,968 342,968 342,968 - - 21,005 Conting'y & Unapprop 138,831 62,500 62,500 62,500 728,697 730,566 869,012 Total Expense 1,003,989 778,975 778,975 778,975 14,587 81,381 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION Revenue Sources and Other Discussion Charges for goods and services Overhead charges assessed on city departments for facilities maintenance and custodial services. Operations Increase in personnel is due to increases in employee benefit costs. The change in Materials and Services (19.0% decrease) is due the change in cost recovery for the City’s Aquatic Center – the center is now tracking and paying for those maintenance services from within the department to more accurately track costs. ---PAGE BREAK--- 2011-12 Adopted Budget 227 Fund Detail Fund 583 - Building Maintenance 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 27,124 14,588 30,000 Beginning Fund Balance 123,259 120,000 120,000 120,000 709,000 792,083 838,762 Internal Rent 880,700 658,945 658,945 658,945 Miscellaneous 1,608 290 250 Interest from Investments 30 30 30 30 4,553 4,986 - Other Miscellaneous Income - - - - 6,161 5,275 250 Total Miscellaneous 30 30 30 30 999 - - Transfer from General Fund - - - - 743,284 811,946 869,012 REVENUE TOTAL 1,003,989 778,975 778,975 778,975 ---PAGE BREAK--- 2011-12 Adopted Budget 228 Fund 583 - Building Maintenance 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 631 - Maintenance Program 1911 Building Maintenance Labor & Benefits 222,107 244,456 243,110 Regular Salaries 247,796 241,944 241,944 241,944 6,427 6,225 7,000 Overtime 7,000 7,000 7,000 7,000 10,273 9,897 - Intra-governmental - - - - 7,190 2,549 193 Workers' Comp 195 194 194 194 17,019 18,682 20,204 Social Security 19,492 19,044 19,044 19,044 46,701 46,856 68,964 Medical & Dental Insurance 56,206 55,796 55,796 55,796 26,624 20,270 21,579 Retirement 48,052 47,154 47,154 47,154 705 920 666 Long Term Disability Insurance 1,024 1,001 1,001 1,001 457 474 792 Unemployment Insurance 764 747 747 747 845 761 1,062 Life Insurance 642 627 627 627 338,348 351,090 363,570 Total Bldg Maintenance Labor & Benefits 381,171 373,507 373,507 373,507 Supplies & Services 390 324 400 Computer Supplies 400 400 400 400 478 576 750 Other Office Supplies 750 750 750 750 13,909 14,301 16,000 Cleaning Supplies 16,000 16,000 16,000 16,000 3,952 4,000 4,000 Fuel 4,200 4,200 4,200 4,200 1,727 1,794 1,800 Clothing 1,800 1,800 1,800 1,800 417 296 300 Safety/Medicine 3,000 3,000 3,000 3,000 1,912 3,005 2,400 Other Operating Supplies 1,400 1,400 1,400 1,400 123 1,396 1,500 Construction Materials 1,500 1,500 1,500 1,500 404 - - Paint - - - - 222 - - Plumbing Supplies - - - - 1,047 1,430 1,500 Tools 3,000 3,000 3,000 3,000 938 2,000 4,000 Other Maintenance Supplies 2,500 2,500 2,500 2,500 581 999 1,000 Protective Clothing 1,500 1,500 1,500 1,500 - 600 Inventory Stock 1,500 1,500 1,500 1,500 - - 500 Security Supplies 500 500 500 500 113 519 - Other Supplies - - - - 219 200 200 Medical 250 250 250 250 24,560 37,056 83,700 Other Professional Services 100,000 73,530 73,530 73,530 3,579 3,216 4,000 Telephone 4,000 4,000 4,000 4,000 - 1,335 3,000 Training 3,000 3,000 3,000 3,000 - - - IS Support - - - - 3,717 4,264 4,500 Work Equipment 4,500 4,500 4,500 4,500 96,252 70,765 80,000 Natural Gas 68,000 23,000 23,000 23,000 190,195 181,505 210,000 Electric 200,000 133,000 133,000 133,000 9,286 9,369 10,000 Solid Waste 10,000 6,500 6,500 6,500 635 840 1,594 Auto 1,594 - - - 286 348 360 Building/Personal Property 360 - - - - - 10,551 Workers' Comp 10,551 9,902 9,902 9,902 1,677 2,025 4,082 General Liability 4,082 7,636 7,636 7,636 10,940 11,592 10,000 Equipment Repair 10,000 10,000 10,000 10,000 10,756 11,205 14,500 Building Repair 14,500 14,500 14,500 14,500 4,537 4,970 3,000 Improvements Repair & Maint. 3,000 3,000 3,000 3,000 1,109 1,391 2,100 Vehicle Repair 4,000 4,000 4,000 4,000 3,793 4,990 4,000 Other Repair 4,000 4,000 4,000 4,000 752 1,579 1,600 Registrations 1,600 1,600 1,600 1,600 1,079 1,495 1,500 Janitorial 1,500 1,500 1,500 1,500 267 403 500 Permits 500 500 500 500 497 288 500 Other Services 500 500 500 500 - - - Other Equipment - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 229 Fund 583 - Building Maintenance 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 390,349 379,476 484,437 Total Bldg Maintenance Supplies & Serv 483,987 342,968 342,968 342,968 728,697 730,567 848,007 Total Maintenance Department 865,158 716,475 716,475 716,475 Department 901 - Ending Fund Balance Program 9971 - Equity - - 3,505 Contingency 121,331 45,000 45,000 45,000 - - 17,500 Reserve PERS 17,500 17,500 17,500 17,500 - - 21,005 Total Contingency/Ending Fund Balance 138,831 62,500 62,500 62,500 728,697 730,567 869,012 EXPENDITURE TOTAL 1,003,989 778,975 778,975 778,975 14,587 81,380 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 230 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 231 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Police Construction - 357 DEPARTMENT/DEPARTMENT NUMBER: Administration - 121 DEPARTMENT DIRECTOR: Scott Derickson DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Ignacio Palacios DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This fund accounts for the revenues and expenditures related to the construction of the Woodburn Police Department facility. There are several small projects left to be completed. Upon completion the fund will be retired (scheduled to occur in FY 2011-2012) Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Police Construction Revenue 600,633 511,902 389,000 Fund Balance 51,300 51,300 51,300 51,300 11,247 2,374 1,500 Misc - - - - 74,488 - - Transfers In - - - - 686,368 514,276 390,500 Total Revenue 51,300 51,300 51,300 51,300 Expense - - 5,000 Supplies and Services - 50 50 50 174,467 71,792 385,500 Capital Outlay 51,300 51,250 51,250 51,250 174,467 71,792 390,500 Total Expense 51,300 51,300 51,300 51,300 511,901 442,484 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION ---PAGE BREAK--- 2011-12 Adopted Budget 232 Fund Detail Fund 357 - Police Construction 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 600,633 511,902 389,000 Beginning Fund Balance 51,300 51,300 51,300 51,300 11,247 2,374 1,500 Interest from Investments - - - - 74,488 - - Transfer from General CIP - - - - 686,368 514,276 390,500 REVENUE TOTAL 51,300 51,300 51,300 51,300 Fund 357 - Police Construction 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 121 - Admin Program 9511 - Design Engineering Supplies & Services - - 5,000 Engineering/Architecture - - - - - - - Bank Fees - 50 50 50 Program 9531 - Construction Capital Outlay 174,467 71,792 50,000 Administration - - - - - - 335,500 Construction 51,300 51,250 51,250 51,250 174,467 71,792 385,500 Total Capital Outlay 51,300 51,250 51,250 51,250 174,467 71,792 390,500 Total Administration Department 51,300 51,300 51,300 51,300 Department 901 - Ending Fund Balance Program 9971 - Equity - - - Contingency - - - - - - - Total Contingency/Ending Fund Balance - - - - 174,467 71,792 390,500 EXPENDITURE TOTAL 51,300 51,300 51,300 51,300 511,901 442,483 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 233 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Public Works Facility Const Fund - 378 DEPARTMENT/DEPARTMENT NUMBER: Public Works Administration - 691 DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Garfield Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This fund was originally set up to make improvements to public works facilities and be funded from rent paid for lease agreements for antennae installed on the water tower for various cell phones, etc. This was changed and no revenue is received into this fund except interest on investments. It is used to pay lease of land to Union Pacific Railroad. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Payment of annual lease ($3,914) of land to Union Pacific Railroad for land at the Public Works Storage Facility (Old Ladder Factory) DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Payment of annual lease ($3,914) of land to Union Pacific Railroad for land at the Public Works Storage Facility (Old Ladder Factory) DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • No difference Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED PW Facility Const Revenue 23,527 20,153 16,421 Fund Balance 12,420 11,000 11,000 11,000 426 85 75 Misc 20 - - - 23,953 20,238 16,496 Total Revenue 12,440 11,000 11,000 11,000 Expense - - 10,396 Supplies and Services 6,940 - - - 3,800 3,914 4,100 Capital Outlay 4,500 - - - - - - Transfers Out - 11,000 11,000 11,000 - - 2,000 Conting'y & Unapprop 1,000 - - - 3,800 3,914 16,496 Total Expense 12,440 11,000 11,000 11,000 20,153 16,324 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION As part of the funds consolidation proposal – this fund is being collapsed into the City’s Technical and Environmental Services Fund. ---PAGE BREAK--- 2011-12 Adopted Budget 234 Fund Detail Fund 378 - PW Facility Construction 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 23,527 20,153 16,421 Beginning Fund Balance 12,420 11,000 11,000 11,000 426 85 75 Interest from Investments 20 - - - 23,953 20,238 16,496 REVENUE TOTAL 12,440 11,000 11,000 11,000 Fund 378 - PW Facility Construction 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 691 - Administration Program 9521 - Right of Way Capital Outlay 3,800 3,914 4,100 Land 4,500 - - - Program 9531 - Construction Supplies and Services - - 10,396 Other Professional Services 6,940 - - - Program 9711 - Transfer Out - - - Transfer To T&E - 11,000 11,000 11,000 3,800 3,914 14,496 Total Administration Department 11,440 11,000 11,000 11,000 Department 901 - Ending Fund Balance Program 9971 - Equity - - 2,000 Contingency 1,000 - - - - - 2,000 Total Contingency/Ending Fund Balance 1,000 - - - 3,800 3,914 16,496 EXPENDITURE TOTAL 12,440 11,000 11,000 11,000 20,153 16,324 - Revenue Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 235 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Equipment Replacement Fund - 591 DEPARTMENT/DEPARTMENT NUMBER: Various DEPARTMENT DIRECTOR: Dan Brown DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: 190 Garfield Street PERSON PREPARING THIS FORM: Julie Moore DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This fund is used for replacing vehicles and other equipment when useful life is done. Each Public Works Division transfers an amount about equal to 1/10th of the value of their fixed asset inventory every year. Some equipment is very expensive to replace. DESCRIPTION OF FY 2010-11 ACCOMPLISHMENTS: • Water (611), Sewer (621), Maintenance (631), Transit (671), Parks Maintenance (681) and PW Administration (691) –No major pieces of equipment were replaced this fiscal year. DESCRIPTION OF FY 2011-12 PROPOSED FOCUS/GOALS: • Street Maintenance – replacement of Backhoe • Sewer, Water, Transit, Parks Maintenance and PW Administration – There is no plan to replace equipment unless an emergency arises. DESCRIPTION OF MAJOR DIFFERENCE(S) BETWEEN FY 2010-11 AND FY 2011-12: • Each Public Works division will continue to transfer money, as available, to this fund to cover costs of replacing vehicles and equipment. • Only one major purchase is planned in 2011-2012 Fund Summary 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Equipment Replacement Revenue 279,317 352,239 461,820 Fund Balance 444,474 444,474 444,474 444,474 54,600 - - Intergovernmental - - - - 6,727 1,946 1,800 Misc 1,000 1,000 1,000 1,000 129,000 160,000 110,000 Transfers In 210,000 210,000 210,000 210,000 469,644 514,185 573,620 Total Revenue 655,474 655,474 655,474 655,474 Expense 117,404 96,011 573,620 Capital Outlay 655,474 655,474 655,474 655,474 117,404 96,011 573,620 Total Expense 655,474 655,474 655,474 655,474 352,240 418,174 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION ---PAGE BREAK--- 2011-12 Adopted Budget 236 Fund Detail Fund 591 - Equipment Replacement 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 279,317 352,239 461,820 Beginning Fund Balance 444,474 444,474 444,474 444,474 Intergovernmental 54,600 - - Federal Grants - - - - - 1,946 - State Grants - - - - 54,600 1,946 - Total Intergovernmental - - - - 6,727 - 1,800 Interest from Investments 1,000 1,000 1,000 1,000 Transfers In 10,000 - - Transfer from General - - - - 9,000 - - Transfer from Transit - - - - 30,000 50,000 - Transfer from Street 30,000 30,000 30,000 30,000 35,000 35,000 35,000 Transfer from Water 25,000 25,000 25,000 25,000 40,000 70,000 70,000 Transfer from Sewer 150,000 150,000 150,000 150,000 5,000 5,000 5,000 Transfer from T & E 5,000 5,000 5,000 5,000 129,000 160,000 110,000 Total Transfers In 210,000 210,000 210,000 210,000 469,644 514,185 573,620 REVENUE TOTAL 655,474 655,474 655,474 655,474 ---PAGE BREAK--- 2011-12 Adopted Budget 237 Fund 591 - Equipment Replacement 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 611 - Water Program 9211 - Equipment Purchases 5,233 23,720 230,980 Other Equipment 235,228 235,228 235,228 235,228 5,233 23,720 230,980 Total Water Department 235,228 235,228 235,228 235,228 Department 621 - Sewer Program 9211 - Equipment Purchases 34,293 63,991 184,254 Other Equipment 249,390 249,390 249,390 249,390 34,293 63,991 184,254 Total Sewer Department 249,390 249,390 249,390 249,390 Department 631 - Maintenance Program 9211 - Equipment Purchases 16,749 7,525 105,210 Other Equipment 110,977 110,977 110,977 110,977 16,749 7,525 105,210 Total Maintenance Department 110,977 110,977 110,977 110,977 Department 671 - Transit Program 9211 - Equipment Purchases 61,129 - 17,906 Other Equipment 18,259 18,259 18,259 18,259 61,129 - 17,906 Total Transit Department 18,259 18,259 18,259 18,259 Department 681 - Park Maint Program 9211 - Equipment Purchases - 775 20,163 Other Equipment 21,527 21,527 21,527 21,527 - 775 20,163 Total Park Maintenance Department 21,527 21,527 21,527 21,527 Department 691 - PW Admin Program 9211 - Equipment Purchases - - 15,107 Other Equipment 20,093 20,093 20,093 20,093 - - 15,107 Total PW Admin Department 20,093 20,093 20,093 20,093 117,404 96,011 573,620 EXPENDITURE TOTAL 655,474 655,474 655,474 655,474 352,240 418,175 - Revenues Over (Under) Expenses - - - - ---PAGE BREAK--- 2011-12 Adopted Budget 238 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 239 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Library Endowment - 690 DEPARTMENT/DEPARTMENT NUMBER: Community Services - 421 DEPARTMENT DIRECTOR: Jim Row DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Ignacio Palacios DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This program facilitates private donations of monies to the library for general purposes. Interest from this fund is spent for small capital expenditures and the principal is reserved primarily for major capital expenses. 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. Growth in this fund comes primarily from interest earnings and small donation, although the fund provides a mechanism for major bequest(s) or donation(s) in support of the Library. No projects are planned in the 2011-2012 fiscal year. Fund Detail 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Library Endowment Revenue 25,194 25,702 25,852 Fund Balance 25,934 25,934 25,934 25,934 509 125 150 Misc 150 150 150 150 25,703 25,827 26,002 Total Revenue 26,084 26,084 26,084 26,084 Expense - - 26,002 Conting'y & Unapprop 26,084 26,084 26,084 26,084 - - 26,002 Total Expense 26,084 26,084 26,084 26,084 25,703 25,827 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION ---PAGE BREAK--- 2011-12 Adopted Budget 240 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 241 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: Museum Endowment - 691 DEPARTMENT/DEPARTMENT NUMBER: Community Services - 421 DEPARTMENT DIRECTOR: Jim Row DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Ignacio Palacios DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: The Museum Endowment maintains and segregates from the General Fund monies held in savings by the World’s Berry Center Museum Board prior to assumption of the Museum function by the City. The endowment preserves those savings and facilitates private donation of monies to the Museum for general purposes. This program was established in 2001-2002. No projects are planned for the 2010-2011 fiscal year. Fund Detail 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED Museum Endowment Revenue 2,686 2,740 2,750 Fund Balance 2,759 2,759 2,759 2,759 54 13 25 Misc 25 25 25 25 2,740 2,753 2,775 Total Revenue 2,784 2,784 2,784 2,784 Expense - - 2,775 Conting'y & Unapprop 2,784 2,784 2,784 2,784 - - 2,775 Total Expense 2,784 2,784 2,784 2,784 2,740 2,753 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION ---PAGE BREAK--- 2011-12 Adopted Budget 242 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 243 PERSONNEL AND SALARY SCHEDULE Management/General Service/Confidential FTE - POSITION GROUP RANGE Minimum Hourly Maximum Hourly Minimum Maximum 1 - Acquatics Coordinator G1 12.75 15.13 2,210 2,622 1 - Accouting Clerk III G1.1 17.18 20.88 2,978 3,619 2 - Admin Assistant 1 - IS Technician G2 18.94 22.47 3,283 3,895 Asst. Aquatics Manager 2 - Executive/Legal Assistant Recreation Coord I G3 19.88 23.60 3,446 4,091 Recreation Coord. II 1 - RSVP Program Coordinator 2 - IS Specialist G4 20.88 24.78 3,619 4,295 G5 21.93 26.02 3,801 4,510 1 - Records Supervisor 1- Transit Supervisor 1 - Facilites & Maint Supervisor Water System Supervisor 2 - Street/Swr Line Maint Supervisor G6 23.03 27.32 3,991 4,736 2 - Management Analyst II 1 - Community Relations Officer G7 24.18 28.69 4,191 4,973 1 - Ass't WWTP Superintendent Street/Maint Superintendent Senior Planner G8 25.39 30.13 4,400 5,222 1 - Budget Analyst 1 - Senior Engineering Technician 1 - Wastewater Supervisor 1 - Water Superintendent 1 - Maint Services Manager G9 26.66 31.63 4,621 5,483 1 - Superviosry Engineer'g Tech G10 27.99 33.21 4,851 5,757 WWTP Superintendent G11 29.39 34.88 5,094 6,045 G12 30.86 36.62 5,349 6,348 1 - Water System Manager Project Engineer G13 32.41 38.46 5,617 6,666 Assistant City Engineer G14 34.03 40.38 5,898 6,999 ---PAGE BREAK--- 2011-12 Adopted Budget 244 PERSONNEL AND SALARY SCHEDULE Management/General Service/Confidential, cont'd FTE - POSITION GROUP RANGE Minimum Hourly Maximum Hourly Minimum Maximum 1 - City Administrator 1 - Chief of Police 2 - Captain 1 - Human Resources Director 1 - City Attorney 1 - Assistant City Attorney 1 - City Recorder 1 - Finance Director 0.4 - Municipal Court Judge 1 - Comm Services Director 1 - Comm Services Officer 1 - Library Manager 1 - Recreation Services Manager 1 - Aquatics Manager 1 - Economic & Dev Services Dir 1 - Building Official 1 - IS Manager 1 - Public Works Director 1 - Assistant City Engineer Contract Employees ---PAGE BREAK--- 2011-12 Adopted Budget 245 PERSONNEL AND SALARY SCHEDULE AFSCME Represented FTE - POSITION GROUP RANGE Minimum Hourly Maximum Hourly Minimum Maximum R1 12.65 15.38 2,193 2,665 Clerk I R2 12.84 15.61 2,226 2,706 Library Page R3 13.05 15.86 2,262 2,749 R4 13.29 16.16 2,304 2,801 R5 13.54 16.46 2,347 2,853 R6 13.83 16.81 2,397 2,913 Meter Reader R7 14.14 17.19 2,451 2,980 4 - Custodian 2 - Bus Driver R8 14.49 17.61 2,511 3,052 3 - Clerk II R9 14.89 18.10 2,581 3,137 4 - Records Clerk 2 - Municipal Court Clerk R10 15.33 18.63 2,657 3,230 2 - Clerk III 2 - Library Assistant 1 - Accounting Clerk II 6 - Utility Worker I R11 15.82 19.23 2,742 3,333 12 - Utility Worker II Acounting Clerk III Water Technician I Permit Technician R12 16.36 19.88 2,835 3,445 Library Assistant/ Security Monitor Administrative Assistant IS Technician 0.5 - Engineering Technician I R13 16.94 20.59 2,937 3,569 Transportation Coordinatior Municipal Court Coordinator R13.1 18.52 22.51 3,210 3,901 1 - Wastewater Operator I 2 - Utility Worker IIII 1 - Water Operator I R14 17.60 21.39 3,050 3,707 1 - Evidence Technician R14.1 17.95 21.81 3,111 3,781 1 - Engineering Technician II 2 - Code Enforcement Officer 2 - Lib Prog Coord/Sec Monitor R15 18.33 22.28 3,177 3,861 ---PAGE BREAK--- 2011-12 Adopted Budget 246 PERSONNEL AND SALARY SCHEDULE AFSCME Represented, cont'd FTE - POSITION GROUP RANGE Minimum Hourly Maximum Hourly Minimum Maximum 1 - CAD/GIS Technician 1 - Mechanic R15.1 19.25 23.39 3,336 4,054 Wastewater Operator II Water Technician II Building Inspector/Plans Examiner II R16 19.15 23.27 3,319 4,034 1 - Water Operator II Sewer Line Maint Technician R16.1 20.01 24.32 3,468 4,216 1 - Wastewater Lab Technician 1 - Wastewater Operator III 1 - Facility Maintenance Tech R17 20.04 24.36 3,474 4,223 Foreman Build'g Insp/Plans Examiner III 2 - Librarian R18 21.05 25.58 3,648 4,434 2 - WWTP Maint Tech 1 - Water Plant Maint Technician 1 - Associate Planner 1 - Industrial Waste Coordinator R19 22.17 26.94 3,842 4,670 R20 23.41 28.45 4,057 4,932 1 - Engineering Technician III Const Inspector/Engineer'g Tech R20.1 25.63 31.16 4,442 5,401 ---PAGE BREAK--- 2011-12 Adopted Budget 247 PERSONNEL AND SALARY SCHEDULE Woodburn Police Management FTE - POSITION GROUP RANGE Minimum Hourly Maximum Hourly Minimum Maximum Sergeant Intermediate Cert 29.12 34.56 5,048 5,989 w/Language - 2.5% 29.85 35.42 5,174 6,139 1 - w/Language - 7% 31.16 36.97 5,401 6,409 Sergeant Advanced Cert 30.58 36.28 5,300 6,289 w/Language - 2.5% 31.34 37.19 5,433 6,446 w/Longevity 31.50 37.37 5,459 6,478 1 - w/Language - 7% 32.72 38.82 5,671 6,729 w/Long/Lang. - 2.5% 32.26 38.28 5,592 6,635 1 - w/Long/Lang. - 7% 33.64 39.91 5,830 6,918 Sergeant Supervisory Cert 32.04 38.01 5,553 6,589 1 - w/Long. 33.00 39.15 5,719 6,787 w/Lang - 2.5% 32.84 38.96 5,692 6,754 w/Lang. - 7% 34.28 40.67 5,941 7,050 1 - w/Long/Lang. - 2.5% 33.80 40.10 5,858 6,951 w/Long/Lang. - 7% 35.24 41.82 6,108 7,248 Woodburn Police Association FTE - POSITION GROUP RANGE Minimum Hourly Maximum Hourly Minimum Maximum 0 - Trainee WPA 21.92 21.92 3,800 3,800 3 - Police Officer WPA 22.97 27.90 3,982 4,836 1 - w/Language - 2.5% WPA 23.55 28.60 4,082 4,957 2 - w/Language - 7% WPA 24.58 29.85 4,261 5,174 0 - Intermediate Certification WPA - - - - 8 - w/Intermediate WPA 24.12 29.30 4,181 5,078 1 - Intermediate/Lang. - 2.5% WPA 24.72 30.03 4,285 5,205 0- Intermediate/Lang - 7% WPA 25.81 31.35 4,473 5,433 0- Advanced Certifiaction WPA - - - - 3 - w/Advanced WPA 25.27 30.69 4,381 5,319 0 - Adv w/Lang. - 2.5% WPA 25.90 31.45 4,490 5,452 3 - Adv w/Longevity WPA 26.03 31.61 4,512 5,478 0 - Adv/Long/Lang - 2.5% WPA 26.66 32.37 4,622 5,611 2 - Advanced/Lang - 7% WPA 27.04 32.83 4,687 5,691 1 - Adv/Long/Lang - 7% WPA 27.80 33.76 4,819 5,851 ---PAGE BREAK--- 2011-12 Adopted Budget 248 PERSONNEL AND SALARY SCHEDULE Part-Time/Seasonal FTE - POSITION GROUP RANGE Minimum Hourly Maximum Hourly Minimum Maximum 0.10 - Bailiffs PT/PS 30.86 30.86 - - 8.15 - Library Assistant/Paige PT/PS 8.40 23.28 1,456 4,035 0.50 - PAL Coordinator PT/PS 14.00 14.00 2,427 2,427 0.50 - Weed & Seed Prog Coord PT/PS 14.00 14.00 - - 0.67 - Youth PT/PS 10.00 10.00 - 1.04 - Adult PT/PS 10.00 10.00 - - 2.30 - Summer Day Camp PT/PS 10.00 10.00 - - 4.30 - After School Club PT/PS 10.00 10.00 - - 0.05 - Active Adult PT/PS 10.00 10.00 - - 1.60 - Instruction PT/PS 10.00 10.00 - - 3.46 - Lifeguarding PT/PS 10.00 10.00 - - 0.53 - Custodial PT/PS 10.00 10.00 - - 1.89 - Busdriver PT/PS 13.03 15.83 2,258 2,744 0.44 - Streets Utility Worker PT/PS 9.00 11.00 - - 0.28 - Water Utility Worker PT/PS 9.00 12.00 - - 0.20 - Wastewater Utility Worker PT/PS 9.00 12.00 - - Summary General Services/Confidential 26.00 Contract 20.40 AFSCME 62.50 Police Management (Sergeants) 5.00 Woodburn Police Association 24.00 PT/Seasonal 26.01 Total FTE 163.91 ---PAGE BREAK--- 2011-12 Adopted Budget 249 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 250 City of Woodburn Personnel Allocations by Position FY 2011-2012 City Executive City City Ass't City HR HR Finance Senior Fund Admin'tr Assistant Recorder Attorney Attorney Director Analyst Director Accountant 001 - Gen Fund 121 - Administration 97,041 26,923 1,162 - - - - - - 131 - Recorder - - 9,296 36,587 - 740 442 - - 141 - City Attorney - 32,905 1,162 5,488 22,459 2,961 1,835 - - 151 - Finance - - - - - 2,961 1,835 44,374 31,325 161 - Human Resources - - - - - 7,402 4,587 - - 181 - Municipal Court - - - - - 1,480 917 15,848 - 211 - Police - - 5,810 14,635 - 13,324 8,257 7,924 3,481 311 - Library - - 5,810 3,659 - 5,922 3,670 - - 421 - Recreation - - 2,324 - - 7,402 4,587 - - 431 - Swim Center - - 1,162 - - 7,402 4,587 - - 499 - Comm Serv Admin - - 1,162 12,806 - 4,441 2,752 - - 511 - Planning - - 2,324 18,294 50,532 2,961 1,835 - 1,392 631 - Parks Maint - - 2,324 - - 5,922 3,670 - - Total Gen Fund 97,041 59,828 32,536 91,469 72,991 62,918 38,974 68,146 36,198 110 - Transit - - 1,162 - - 6,662 4,128 - - 123 - Building 1,941 - - 1,829 3,369 740 459 - - 140 - Streets 5,822 - 3,486 5,488 - 7,402 4,587 7,924 3,481 137 - Hous'g Rehab 1,941 - - - - - - - - 138 - RSVP - - 1,162 - - - - - - 250 - Bonded Debt - - - - - - - - - 470 - Water 38,816 - 8,134 21,952 17,967 22,207 13,769 28,527 13,922 472 - Wastewater 38,816 - 8,134 21,952 17,967 22,207 13,769 28,527 13,922 478 - Surface Water 9,705 - 3,486 3,659 - 5,922 3,670 4,754 2,088 568 - Information Services - - - - - 1,480 917 20,602 - 581 - Self Insurance - - 58,099 - - - - - - 582 - Tech & Environmental - - - 36,587 - 18,512 11,468 - - 583 - Building Maintenance - - - - - - - - - Total Other Funds 97,041 - 83,663 91,467 39,303 85,132 52,767 90,334 33,413 Total Salaries/Benefits 194,082 59,828 116,199 182,936 112,294 148,050 91,741 158,480 69,611 ---PAGE BREAK--- 2011-12 Adopted Budget 251 City of Woodburn Personnel Allocations by Position (Continued) FY 2011-2012 Acct'g Acct'g Acct'g Comm Serv Comm Dev Assoc Admin PW Transit Clerk III Clerk II Clerk II Clerk I Director Clerk III Director Planner Assistant Director Manager Total - - - - - - - - - - - - 125,126 - - - - - 15,854 - - - - - 62,919 - - - - - - - - - - - 66,810 12,542 - 8,620 3,312 - - - - - - - 104,969 - - - - - - - - - - - 11,989 - - - - - - - - - - - 18,245 5,453 - 3,448 - - - - - - - - 62,332 2,727 - 2,873 - - - - - - - - 24,661 - - 2,873 - - - - - - - - 17,186 - - - - - - - - - - - 13,151 2,727 - - - 144,814 47,614 - - - - - 216,316 2,727 - 575 - - - 108,345 83,345 46,363 - - 318,693 - - - - - - - - - - - 11,916 26,176 - 18,389 3,312 144,814 63,468 108,345 83,345 46,363 - - 1,054,313 2,727 - 2,873 - - - - - - - 32,288 49,840 - - - - - - 27,446 6,273 19,870 - - 61,927 2,181 - 1,724 - - - - - - 18,851 - 60,946 - - - - - - 8,667 - - - - 10,608 - - - - 7,535 - - - - - - 8,697 - - - - - - - - - - - - 8,180 70,350 11,493 62,930 - - - - - 25,135 - 343,382 8,180 - 14,366 - - - - - - 25,135 - 212,975 1,636 - 2,873 - - - - - - 6,284 - 44,077 5,454 - - - - - - - - - - 28,453 - - - - - - - - - - - 58,099 - - 5,746 - - - - - - 81,688 75,338 229,339 - - - - - - - - - - - - 28,358 70,350 39,075 62,930 7,535 - 36,113 6,273 19,870 157,093 107,626 1,108,343 54,534 70,350 57,464 66,242 152,349 63,468 144,458 89,618 66,233 157,093 107,626 2,162,656 ---PAGE BREAK--- 2011-12 Adopted Budget 252 Fund General Transit Housing Rehab RSVP Street City Gas Tax General Fund Const General - $ 151,000 $ - $ 30,259 $ 230,000 $ - $ - $ General Operating - - - - - - 73,000 State Revenue Sharing - - - - 17,942 57,058 - Street - - - - - - - Bancroft Bond - - 6,520 - - - - Economic Develop. - - - - - - - PW Facility Const - - - - - - - Sewer Capital Improv. - - - - - - - Water - - - - - - - Sewer - - - - 90,000 - - Central Stores 1,800 - - - - - - Tech & Environ - - - - - - - Total 1,800 $ 151,000 $ 6,520 $ 30,259 $ 337,942 $ 57,058 $ 73,000 $ Transfers Out Transfers In City of Woodburn Budgeted Transfers Fiscal Year 2011-2012 ---PAGE BREAK--- 2011-12 Adopted Budget 253 Street SDC Water Well/Dist Const Water Sewer Storm Water Tech & Envrion Equip Replace. Total 25,886 $ 25,886 $ 15,000 $ - $ - $ - $ - $ 478,031 $ - - - - - - - 73,000 - - - - - - - 75,000 - - - - - 195,000 30,000 225,000 - - - - - - - 6,520 71,600 - - - - - - 71,600 - - - - - 11,000 - 11,000 - - - 7,998 - - - 7,998 - - - - - 311,000 25,000 336,000 - - 70,000 - 235,000 150,000 150,000 695,000 - - - - - - - 1,800 - - - - - - 5,000 5,000 97,486 $ 25,886 $ 85,000 $ 7,998 $ 235,000 $ 667,000 $ 210,000 $ Transfers Out City of Woodburn Budgeted Transfers (Continued) Fiscal Year 2011-2012 Transfers In ---PAGE BREAK--- 2011-12 Adopted Budget 254 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 255 Glossary of Budget Terms Adopted Budget: Financial plan that forms the basis for appropriations. Adopted by the governing body. Annualized Cost: A full year's cost of an item or position. This information is often provided when the budget funds only a partial year. 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: The value set on real and personal property as a basis for imposing taxes. It is the lesser of the property’s minimum assessed value or real market value. 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. 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. ---PAGE BREAK--- 2011-12 Adopted Budget 256 Capital Improvement: 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 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. Community Development Block Grant (CDBG): Grants administered through the state providing funds for projects that benefit the public at large. 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. Department Mission Statement: Brief description of the purpose and major responsibilities of a City department. 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. ---PAGE BREAK--- 2011-12 Adopted Budget 257 Fiscal Year: A twelve-month period of time to which the Annual Budget applies. Woodburn’s fiscal year is July 1 through June 30. 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 which 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. 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. Interfund Loans: Loans made by one fund to another and authorized by resolution or ordinance Labor and Benefits: 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. 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. 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--- 2011-12 Adopted Budget 258 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 City-wide 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. 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. Payroll expenses: Expenses related to the compensation of salaried employees, such as, health and accident insurance premiums, Social Security and retirement contributions, civil service assessments. 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. 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. It is submitted to the public and the budget committee for review. 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. 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. ---PAGE BREAK--- 2011-12 Adopted Budget 259 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. 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. 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. ---PAGE BREAK--- 2011-12 Adopted Budget 260 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 261 Woodburn Urban Renewal Agency Adopted Budget FY 2011-12 ---PAGE BREAK--- 2011-12 Adopted Budget 262 (Page Intentionally Left Blank) ---PAGE BREAK--- 2011-12 Adopted Budget 263 FY 2011/12 BUDGET MESSAGE – URBAN RENEWAL Budget Committee Members: Presented for your approval and recommendation to the Woodburn Urban renewal Agency is the proposed Urban Renewal budget for FY 2011/12. The recommended budget of $1,742,000 represents a decrease of $53,000 from the adopted budget for the current fiscal year. The budget also supports debt service payments for the borrowing that occurred in FY 2005/06, maintains a required reserve for debt service, reimburses the Cit y for administrative costs, and includes a contingency. Statute requires the Agency to expend funds for debt service. The budget is comprised of debt service appropriations, Contingency, and a Reserve for Debt Service (which is required by the loan agreement). Because the tax increment received on an annual basis was insufficient to fund projects on a pay-as-you-go basis, the Agency borrowed $1.85 million in FY 2005/06 to complete the Front Street Project. A debt service payment of $228,000 is included in this budget. $342,000 more is set aside as a debt service reserve, pursuant to the borrowing agreement. The FY 2011/12 Proposed Budget includes the continuation of Downtown Grant Loan Program created by the Agency Board in FY 2010/11 and an amount of $240,000 is included in the proposed program. In addition, a 0.5 FTE Economic Development Manager is being proposed to assist with economic development projects. The Urban Renewal Plan represented a snapshot of renewal need at a point in time and is not controlling on a project-by-project basis. The Agency can dedicate funds to projects that are not in the Plan if those projects fit in the expenditure categories outlined in the Plan, and the Agency can dedicate more or less funding to projects identified in the plan than was originally estimated based on changing needs and priorities It’s important to remember that the urban renewal is an incremental process. Changes occur one at a time, over time. Urban renewal requires time to build momentum, and it builds momentum in two ways. First, tax increment increases gradually, until a borrowing can be supported. Then work is done. While that work is being done and that debt is being serviced, funding increases to build capacity to borrow again so more work can be done, It is important that agencies select projects carefully, to have the greatest positive influence on private investment. Our Agency has done this, thus far. Second, private investment must take root, and grow. Urban renewal will not succeed if the Public is the only actor. The Public’s role is to invest in projects that foster private investment. This means providing infrastructure: streets, utilities, and open spaces – the things public agencies do best; and the creation of incentives to entice private investors who would otherwise look elsewhere to generate returns on their investments, until such time as those incentives are no longer necessary because increasing property values and enhanced economic vitality are investment incentive enough. The projects the Agency undertakes and the programs it implements must generate the maximum private investment in the urban renewal area. This is why a thoughtful and thorough development strategy, in the form of a downtown plan, is so important, Staff is making a concerted effort to work with the consulting team and the community to prepare a practical plan that addresses all of the factors that influence private investment in, and the vitality of, a downtown. ---PAGE BREAK--- 2011-12 Adopted Budget 264 I am pleased to present this budget to you, and look forward to answering any questions you may have regarding it. Sincerely, Scott Derickson City Administrator ---PAGE BREAK--- 2011-12 Adopted Budget 265 GENERAL INFORMATION FORM 1 – FY 2011-12 FUND/FUND NUMBER: URA Debt Service - 720 DEPARTMENT/DEPARTMENT NUMBER: Finance - 151 DEPARTMENT DIRECTOR: Ignacio Palacios DIRECTOR DIRECT PHONE NUMBER: [PHONE REDACTED] DEPARTMENT LOCATION: City Hall PERSON PREPARING THIS FORM: Anne Ross DIRECT PHONE NUMBER: [PHONE REDACTED] DESCRIPTION OF PURPOSE/FUNCTIONS OF DEPARTMENT: This program repays the Urban Renewal Agency’s debt obligations. Statute requires that urban renewal funds be expended to support debt service. Revenues derived from property tax increment support the fund. Urban renewal agencies do not have permanent tax rates; they obtain funding through tax increment financing. Tax increment financing allocates revenues to an agency based on the amount of the urban renewal area’s excess or “incremental” value, the amount of assessed value above a base value that was frozen at a specific point in time. Woodburn’s Urban Renewal frozen base value is based on the 2001 tax year. Urban renewal does not place an additional burden on taxpayers. Rather, it shifts existing tax growth to the Agency from the taxing entities that would have otherwise continued to receive it had the Agency not formed. Debt obligations for 2010-11 are established in two ways: by contractual arrangement with the City of Woodburn, for charge associated with audit, legal, and consulting services and for the Front Street project; and for debt service of a $1,850,000, ten-year obligation entered into with Bank of America during 2005-06. The Urban Renewal Board created the Downtown Grant and Loan Program in 2011-12, funding physical improvements to downtown properties. The Grant and Loan Program initially stated with $240,000 which is available for downtown property owners and businesses. 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET REQUESTED PROPOSED APPROVED ADOPTED URA Debt Service Revenue 2,447,797 1,115,078 1,000,000 Fund Balance 1,200,000 1,200,000 1,200,000 1,200,000 514,615 567,785 540,000 Taxes 540,000 540,000 540,000 540,000 43,445 5,362 255,000 Misc 2,000 2,000 2,000 2,000 3,005,857 1,688,225 1,795,000 Total Revenue 1,742,000 1,742,000 1,742,000 1,742,000 Expense - - - Labor and Benefits - 44,964 44,964 44,964 - - 287,420 Supplies and Services 90,000 355,000 355,000 355,000 1,886,459 621,655 477,750 Debt Service 227,732 227,732 227,732 227,732 - - 1,029,830 Conting'y & Unapprop 1,424,268 1,114,304 1,114,304 1,114,304 1,886,459 621,655 1,795,000 Total Expense 1,742,000 1,742,000 1,742,000 1,742,000 1,119,398 1,066,570 - Revenue Over (Under) Expenses - - - - ACCOUNT DESCRIPTION ---PAGE BREAK--- 2011-12 Adopted Budget 266 Fund 720 URA Debt Service 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED 2,447,797 1,115,078 1,000,000 Beginning Fund Balance 1,200,000 1,200,000 1,200,000 1,200,000 514,615 567,785 540,000 Property Tax 540,000 540,000 540,000 540,000 Miscellaneous 43,445 5,362 5,000 Interest from Investments 2,000 2,000 2,000 2,000 250,000 Other Miscellaneous Income - 43,445 5,362 255,000 Total Miscellaneous 2,000 2,000 2,000 2,000 3,005,857 1,688,225 1,795,000 REVENUE TOTAL 1,742,000 1,742,000 1,742,000 1,742,000 ---PAGE BREAK--- 2011-12 Adopted Budget 267 Fund 720 URA Debt Service 2008-09 2009-10 2010-11 2011-12 2011-12 2011-12 2011-12 ACTUAL ACTUAL BUDGET ACCOUNT DESCRIPTION REQUESTED PROPOSED APPROVED ADOPTED Department 151 - Finance Program 1511 - Finance Labor & Benefits - - - Regular Salaries - 27,192 27,192 27,192 - - - Workers' Comp - 14 14 14 - - - Social Security - 2,080 2,080 2,080 - - - Medical & Dental Insurance - 8,829 8,829 8,829 - - - Retirement - 6,589 6,589 6,589 - - - Long Term Disability Insurance - 109 109 109 - - - Unemployment Insurance - 82 82 82 - - - Life Insurance - 69 69 69 - - - Total Finance Labor & Benefits - 44,964 44,964 44,964 Supplies & Services - - 47,420 Other Professional Services 50,000 55,000 55,000 55,000 - - 90,000 Grant Program 15,000 115,000 115,000 115,000 - - 150,000 Loan Program 25,000 185,000 185,000 185,000 - - 287,420 Total Finance Supplies & Services 90,000 355,000 355,000 355,000 Program 9111 - Debt Service Debt Service 170,653 177,970 185,600 Bond Principal 193,557 193,557 193,557 193,557 1,658,727 393,923 250,000 Other Principal - - - - 57,079 49,762 42,150 Bond Interest 34,175 34,175 34,175 34,175 1,886,459 621,655 477,750 Total Debt Service 227,732 227,732 227,732 227,732 1,886,459 621,655 765,170 Total Finance Department 317,732 627,696 627,696 627,696 Department 901 - Ending Fund Balance Program 9971 - Equity - - 687,830 Contingency 1,082,268 772,304 772,304 772,304 - - 342,000 Reserve - URA 342,000 342,000 342,000 342,000 - - 1,029,830 Total Contingency/Ending Fund Balance 1,424,268 1,114,304 1,114,304 1,114,304 1,886,459 621,655 1,795,000 EXPENDITURE TOTAL 1,742,000 1,742,000 1,742,000 1,742,000 1,119,398 1,066,570 - Revenue Over (Under) Expenses - - - -