staff report 4-16-03 parts 1 thru 2
City of Yelm
Staff Report
To: Yelm C c' embers
From: Mayor Ri a d Shelly Badger, CityAdministr to J'L4~ IxJ
Date: April 16, 2 3 for Apnl 23, 2003 City Council Meeting
Re: City Hall Remodel update and additional funding request
Background
During the 2003 Budget worksession discussion related to the Municipal Building Fund and
the 2003 City Hall Remodel Project, it was determined that with the annual transfer amount
of $100,000 from the Current Fund (the usual amount) and an added transfer of $26,500
from the Water Fund, that the available preliminary budget forthe project would be $141,000.
This preliminary budget was based solely on historic transfer amounts (and the new Water
transfer) to the Municipal Building Fund and was not based on any specific cost estimates of
the proposal. From the beginning of our search for an architectural firm we were told that this
available amount of funding was low for the work effort involved.
In February 2003, BCRA (the selected Architectural firm), started work on the schematic
design based on the conceptual plan that the City had provided to them. As per their
approved scope of work they have completed the following work:
1. Review of space planning needs with affected departments.
2. Developed a schematic floor plan, including an alternate layout for the Administration/City
Clerk's office area that provides more space and a better traffic pattern for our customers
and staff.
3. Incorporated value engineering elements.
4. Prepared a cost of construction estimate.
Current Situation
This brings us to today... as expected (but not desired), our Municipal Building Fund amount
is not adequate to complete the remodel project. The cost estimate from the schematic
design for construction completion of the remodel is $250,000 (includes 8.4% WSST and
15% contingency amount). To address this, options were discussed, including:
1. Phasing of the project between years 2004 and 2005, however, this only increases the
cost due to inflation, 2 bid/construction processes and two times the inconvenience to our
customers and staff.
Page 1 of 6
2. Reducing the cost a the project. As you can see by the schematic design', this is a
basic project. We have not added any structural components, we have attempted to
change walls as little as possible, we are re-using doors, windows wherever possible and
we are not proposing the use of hi-end finishing materials. However, with this said, the
revision of office spaces and moving departments around to obtain needed efficiencies,
creates many smaller work items that simply add up.
`Based on meetings with the department heads on April 15" , minor modifications were made
to the schematic design. These changes are being incorporated into a new design by BCRA
and will be available prior to the Council Meeting on April 23rd. They will be hand-delivered
as soon as received.
Recommendation
After review of the Municipal Building Fund Cash Flow Analysis (attached as Exhibit 1) and
of the Current Fund Revenue status, it is recommended Council consider increasing the
Current Fund transfer amount from $100,000 to $218,500 to allow the project to move
forward in its entirety and be completed this year. This provides for an
architectural/construction/permitting budget of $267,000.
This additional transfer amount can be done out of the Current Fund without reducing the
Reserve and Contingency amounts that were established as part of the 2003 Budget
adoption. As you will see in Exhibit 2, the estimated year 2003 Beginning Net Cash was
$1,271,500, the actual Beginning Net Cash was $1,435,939. This is because of conservative
year-end expenditure and revenue projections and the fact that we have the "2003 Clerk of
the Year" on staff.
Page 2 of 6
Municipal Building Fund Exhibit 1
Cash Flow Analysis
Carryover of cash for year 2003 $100,100.00
Plus Annual Transfer $245,000.00 find 218,500 current fund & 26,500 water fund transfers)
Less 2003 land payment $ 21,600.00
Less 2003 bond payment $ 52,843.00
Less 2003 Construction Costs $267,000.00 find constr, architectural, bid document printing & permit fees)
Carryover of cash for year 2004 $ 3,657.00
Plus Annual Transfer $126,500.00
Less 2004 land payment $ 21,600.00
Less 2004 bond payment $ 51,555.00
Carryover of cash for year 2005 $ 57,002.00
Plus Annual Transfer $126,500.00
Less 2005 land payment $ 21,600.00
Less 2005 bond payment $ 50,243.00
Carryover of cash for year 2006 $111,659.00
Plus Annual Transfer $126,500.00
Less 2006 land payment $ 21,600.00
Less 2006 bond payment $ 53,893.00
Carryover of cash for year 2007 $162,666.00
Plus Annual Transfer $126,500.00
Less 2007 land payment' $ 1,948.00 ' Land paid in full Year 2007
Less 2007 bond payment $ 52,258.00
Carryover of cash for year 2008 $ 234,960.00
Plus Annual Transfer $126,500.00
Less 2008 bond payment $ 50,608.00
Carryover of cash for year 2009 $310,852.00
Plus Annual Transfer $126,500.00
Less 2009 bond payment $ 53,943.00
Carryover of cash for year 2010 $ 383,409.00
Plus Annual Transfer $126,500.00
Less 2010 bond payment $ 51,983.00
Carryover of cash for year 2011 $457,926.00
Plus Annual Transfer $126,500.00
Less 2011 bond payment $ 50,005.00
Carryover of cash for year 2012 $ 534,421.00
Plus Annual Transfer $126,500.00
Less 2012 bond payment $ 52,993.00
Carryover of cash for year 2013 $ 607,928.00
Plus Annual Transfer $126,500.00
Less 2013 bond payment $ 50,673.00
Carryover of cash for year 2014 $ 683,755.00
Plus Annual Transfer $126,500.00
Less 2014 band payment $ 53,333.00
Carryover of cash for year 2015 $756,922.00
Plus Annual Transfer $126,500.00
Less 2015 band payment $ 50,678.00
Carryover of cash for year 2016 $832,744.00
Plus Annual Transfer $126,500.00
Less 2016 bond payment" $ 53,000.00 "Bond paid in full Year 2016
Carryover of cash for year 2017 $906,244.00
Page 3 of 6
Exhibit 2
CITY OF YELM
1204 PnGE _
M, i. D, Y.T.O. " CF REMAINING
ACCCOIJT NLIMorF pE6CP.IPIIO!; RECEIPTS RECEIPTS ESTIMATED TOTAL E?PEC'719!''.
P.CRRENT REVENUE
0'. 000 O^" 2^3 00 0 ^C EST. BEGINNING NET CASH/INVEST 09 1,435,939.31 l 271 500.0 12.91 IG4,439.31-
T^_TPL EST. BEGIMM:PC NET CAEI! .00 1,435,939.31 1, 271,500.N !12.93 164,439.31-
TAXES
3I1 1V C') 09 REAL & PERSONAL PROPERTY TAX 8,221.67 15,932.66 648,530.00 2.46 632,597.34
'hl 000 000 313 10 00 00 LOCAL SALES & USE TAX 49,793.76 193,559.59 735,000.OC 25.33 541,440.41
OOI (".'0 000 '13 70 (C 00 SALES TAX 1/10TH OF 1%-CRIM JS .00 .00 .00 .00 ,oe
001 000 000 313 71 00 LOCAL CRIMINAL JUSTICE 3,305.84 11,920.43 30,000.00 39.73 18,079.`?
001 09 ''0O 316 10 00 00 BUSINESS & OCCUPATION TAX 144.46 69,094.89 267,000.00 25.88 ;97,905.11
901 000 000 316 30 00 00 FRNCHSE FEE-99 USE 321 91 .00 .00 .00 .00 .DO
Cpl 000 000 316 41 00 00 ELECTRIC UTILITY TAX .00 29,612.33 93,830.00 31.56 64,217.67
001 000 000 316 43 00 00 NATURAL GAS UTILITY TAX .00 8,291.97 .00 .00 8,291.97-
001 000 000 315 45 .^.C 09 GARBAGE/SOLID WASTE UTILITY TX .00 92.49 400.00 23.12 307.51
00! 000 COO 316 46 00 00 TELEVISION/CABLE TAX 292.77 4,787.53 58,000.00 8.25 53,212.47
OC1 OCO 009 315 47 00 00 TELEPHONE/TELEGRAPH TAX 916.04 17,428.24 139,000.00 1254 121,571.76
001 000 0'?0 317 31 00 00 .".EPL ESTATE EXCISE - CO TREAD .00 .00 .00 .00 .00
001 9CO 000 317 34 CO 00 LOCAL REAL ESTATE EXCISE TAX 6,690.95 17,582.59 60,000.00 29,30 42,417.4;
001 000 000 317 51 00 00 PUNCH BOARD AND FULL TPDS ,"0 5,083.39 17,650.00 28.80 12,5GG.E1
Cj1 C00 000 317 52 CO 00 BINGO 9 RAFFLE TAX RECEIPTS .00 177.05 800.00 22.13 622.95
001 000 000 317 53 00 00 AMUSEM IT GAMES RECEIPTS .00 210.35 2,200.0) 9.56 1,999.65
001 "!0^ ')CO 318 34 00 % 1/4S REET Y2M USE 317.34 .00 .00 .00 .00 @n
001 000 006 318 50 DO 00 GAMBLING EXCISE TAX .00 .00 .00 .OC
TOTAL ?AXES 69,355.49 373,773.51 2,052,410.0^ 12.2; , 72,536.49
LICENSES & PEIMIT5
ncl non mm 321 PUSINESS LICENSEE PERMITS SEE. 00 4,755.00 6,7(`0.00 70.97 ;,945.00
^Ul 000 0)O 321 91 00 0C FRANCHISE FEES .00 5,269.80 30,v0^.O(, lA 57 24,73^.2u
f7,'1 900 322 . M ..SLDING PERMITS L ?,7SCTICNS 5,981.72 23,995.57 120, 000.OP 20'0 9E,^^'.. 4.
0,1 )00 0^" 322 1^ 0n OO ANIMAL LICENSES 51.00 59200 1,200.00 49.33 C08. 01
.
^Ql 000 000 32' 2^ 0n ON c:NES/PENALTIES BLDG pr"T .01! .DO .CO .o^ .00
^1 000 0'"i 3_^2 '30 CO GAAASE SAL E9 .00 .00 ."0 .00
TOTAL LICENSES & PERMITS 6,287.72 34,E12.37 157,900.00 2!.92 .22,?97.53
IN'TERCCVEF,NMEN'AL REVENUES
(,01 00 :;r4 33! 15 60 n^ US DEFT OF JUSTICE-011) PROGRAM .00 .01 ,90 Of, c(
0i'! Nrr, x'09 371 16 7!1 An DEPT OF n19TICE-COPS FAST (SD) .OO .00 .00 OO
.n0 nn
UPl 000 mu: 333 1E On 4,, 19PI)EA-CUTTINE EDGE PROGRAM. ,00
000 COO 333 15 51 DEPT OF :USTICE-DOMESTIC VIOL .UO CO
.n9 ,rn
090 0") 313 IE 57 9(: I/D FED PIA WASPC CFDA ;S.E7' .00 00 Of,
000 900 333 2^ 5C ^9 PC FED VIA WASPS CFDP 20.609 .O^ O9 On OD
COJ 333 Bi 50 0" cEMP A9 .00 OO ,0f.
OCI )D 33'. "3 50 ')0 WASH TRAFFIC SAFETY C9MM:9910N .00 .00 .00
CO, r^r 334 50 00 COMMUTE TRIP REDUCTION REPEM9E .00 A0 .Or Page 4 Of 6
'1 0nr, ~ro 324 ^ 2. GMA PANT (FROM 'TFD) .00 .04 .00
Page 5 of 6
EXPENDITURE REPORT
03X31 B3 :03 A A 6 E 1i
A.F.D. Y.T.D. N 0F UNE XP E PD 10
ACCOUNT HUMBER OE SC RIP110B EXPENWORE S EX P EN D I IU R ES APP R OP R I AI ED T 0 1 A I BALANCE
IOTAt PARKS MA1011 HA ACE COSTS 1,651.24 3,022.14 18,450.06 16 30 IS,427 06
101AL PARKS 0EPABTMENI 9,64$14 31,058.82 121,837.00 25.49 90,118,1B
TOTAL C U I TUN E I R E C R E A T ION 9,712.92 38,212.04 158,019.00 24.11 119,866 96
NON - E K P I ND II UB ES
001 000 000 $84 00 00 00 INVESTMENT PURCHASES .00 .00 .00 00 .00
001 000 000 586 00 00 00 CRIME VICTIMS COMPENSATION 139.66 262.75 .00 .09 262 15-
001 000 000 506 05 00 00 SURE TY PERFORMANCE BOND REFUND of .00 .00 .BB 00
001 000 000 587 00 00 00 REPLACE LONGMIRE PK CASH FLON .00 .00 .DO BO .00
001 000 000 $87 00 $A 02 SEED MONEY STOEKWTR PROGRAM .00 .60 00 of Be
.001 000 000 589 00 00 00 PUBLIC SAFETY 6 EDUCATION 2,120.61 5,444.21 .00 .00 5,444.21-
OPI 000 000 589 O1 00 BO P 0 B L I r SAFETY b 10UI. 86 ASSES 5,767.0b 30,362.18 .00 00 10,362.78-
001 000 000 S89 02 00 00 BUILDING CODE Fff 21.00 49.50 .00 of 49.50-
001 000 000 S89 A3 00 00 11S FUIIDS 1D STATE 892.81 7,167.32 00 OB 2,167,32-
001 000 000 S89 04 00 00 SCNORL ZONE SAFETY .00 of .00 00 .00
001 000 000 S09 05 00 00 WIEN CONTROL of ea of 04 OK
001 000 000 589 06 00 00 TRAUMA CARE 304.66 752.26 .00 .00 7FC 25-
001 000 000 509 12 S2 00 BREATH TE ST 1I0/[RIAE INVESIA6 36 64 200.29 00 00 CAB.29-
TOTAL NON-EXPEND ITURES 1,280.43 19,319.10 00 of 19,319,10-
CAPITAL IMPROVEMENTS
001 000 DOD 592 3S 85 Bi STATE REV 1OAN - INTEREST PYMT of .00 .00 .00 of
TOTAL CAPITAL EXPENDITURES of .00 .00 .00 .00
001 000 000 596 00 00 0 CAPITAL RE SERVE ILLUNA-T .00 _61 00 72P,013.00
001 000 000 596 DO 61 00 81065 ISTRUCTORESIGROUNOS .00 .00 15,000.00 00 15,000.00
001 000 000 596 14 62 Of CITY NA11CAPITAL of of .00 MB .00
001 000 000 596 21 62 00 PUBLIC SAFETY BIOG. CAPITAL .00 .00 .00 .00 .00
007 000 000 596 56 64 B0 BUS PURCRASEICOSTS .00 238.80 to 00 238.00-
001 880 GOO 596 76 62 OD CITY PARK INSURANCE RECOVERY .00 .00 .00 of 00
TOTAL CAPITAI IMPROVEMENTS .00 238.60 744,013.of .03 743,776.00
FINER FINANCING USES
001 BOB 000 597 00 00 00 TRANS-OUT STREET 101 19,539.30 58,617.90 195,393 00 30.00 336,775,30
001 000 000 597 00 03 00 TRAITS-91IT BARE 109 .00 4,000.00 20,000.00 20,00 16,000 00
001 000 000 597 00 OS DO TRANS-OUT TREE FUND 116 of 13,409.00 13,409 00 100 00 OF
pp~ ,9 ~
CITY 0F Y E L A
EXPENDITURE REPORT
03131103 12'.03 ~Vn~VA yO'BE 12
0.1.0. Y.T.D. s OF ~ UNECPEN0E0
ACCOUNT NUNBER DE S CR I P I ION EXPENDITURES EXPENDITURES /PROPRIIATED TO TAI BA IA NCE
001 000 000 597 00 06 OB TRANS-OUT FIVE CORNERS 112 .00 .00 .00 .00 .00
001 000 000 591 00 01 00 TA t -0 OS 9T. OD .00 1 160 .00
001 000 000 697 10 00 0 TRANS 302 ` 10,000.00 20,000.00 100,000.00 20.00 80,000 00
001 000 000 597 19 10 D0 ANF-OUT CONTINGENCY 108 15,800.60 31, 681.20 58 06.08 20.00 126,404.80
001 000 000 S97 31 63 00 RANS-OUT YELA CREEK 31 at 4,839.00 4,839.00 100.00 .00
001 000 000 597 40 09 00 IRANS-OUT Y-2/Y-3 114 00 .00 .AB .00 .00
001 000 000 697 72 00 00 TRANS-OOT '93 FARA GO 202 .00 7,555.00 15,110.00 50.00 1,555.00
RDI 000 000 591 76 AT OO TRANS-OUT S16RAGE SNARE 420 .00 .00 OR OO .00
001 000 ODO S91 80 00 00 TRAITS-OUT S CORNERS 10AA 112 .00 8,625.00 34'"o 00 25.00 25,875.00
001 000 000 591 9S 63 04 TRANS-OUT VANCII RD 304 .00 .00 .00 00 .00
001 000 000 $97 95 63 05 TRAMS-OUT CLARK RD 306 .00 .00 .00 .00 OR
001 000 000 591 95 63 O6 TRANS4UT YELN EIVANCIL 1308 .00 .00 it .00 .00
TOTAL OTHER FINANCING USES 45,339.90 148,647.10 $41,257.00 27.46 392,609.90
001 000 000 598 50 S2 00 VAN PURCHASE COSTS - M MOT) OR .00 .00 .00 OB
TOTAL SPEf TAU USES AB of .00 of .00
TOTAL USES CURRENT EXPENSE 224,808.19 850,997.38 3,117,185. D0 22.99 2,866,187.62
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