Finance & Admin Minutes 09/16/2002FINANCE & ADMINISTRATION
TRANSITION COMMITTEE MEETING
MINUTES FOR MONDAY, SEPTEMBER 16, 2002
Location: Fire District #I-Spokane Valley, Training Room, 2411 N Pioneer Lane
The meeting was called to order at 7:10p.m.
Diana Wilhite, Committee Chairperson, announced we would be reviewing what each of
the sub-committees had been working on and what their status was,
Robin Palachuk, Facilities & MIS (Management Information Systems) Sub-committee
Chairperson, announced they had been working on several items. They had just received a
lower copier machine quote. They have received quotes on computer hardware based on
40 employees coming from the study done. They were looking towards at least two
methods for hardware. One method would require two separate components purchased
separately and the other method purchased as a whole. They have also looked at sofhvare
and have been doing research with the county, Association of WA Cities and Municipal
Research & Services Center. They have also been working with several vendors on
software systems and pricing. They have taken a look at the study done regarding 40
employees and have looked at what information Systems staffing level our city might
need. They felt we could see a cost savings in this area. Robin also announced that they
continue'to research buildings and furniture needed. They have acquired some free
furniture. They continue to get quotes on items like photocopiers.
Suggestions for Council meeting sites were mentioned along with what requirements
would be needed. This included accommodations for citizens under the ADA, number of
attendees, audio & recording equipment and heating/air conditioning. Suggestions were
also made for building facilities such as power requirements for computer equipment and
phones.
Robin mentioned they would continue to look at things like pricing on software and
hardware along with specifics for facilities.
The committee members were thanked for their efforts in researching these needs.
Debra Tong, Administration/Human Resources/Risk Management/Legal Sub-committee
Chairperson, announced they had been working on a packet to give the council- This
would include an organizational chart showing the current structure (including the
committee contacts), a suggested structure for November and approximately six months
down the road. They will present this to the council along with information on wages and
benefits, job descriptions, handbooks, code of ethics, risk management, civil service or not
and ordinances needed immediately. Debra talked about researching banks for the city
needs. Committee members mentioned the size of the bank, funding, fees, warrants versus
checks and mentioned several banks being researched. Joining the State Retirement
System and Social Security were also mentioned. 401 k(etc) benefits were mentioned as
well.
:Richard Munson, Finance Sub-committee Chairperson was unable to attend. Committee
members said they have done a lot of research on the revenue budget and would hopefully
have the spending budgets wrapped up soon. The individual assignments were almost
completed also.
:Diana Wilhite said each committee should have their information put together by mid-
October. The committees agreed we would simplify software versions for compiling
information using MS Word, 12 point font and Times New Roman wherever possible. We
have a volunteer to compile all materials into one file.
Diana mentioned that the next Chairs meeting will be held Thursday, September 26th at
Vera Water & Power, 601 N Evergreen. The Chairperson from each committee will be
there and the community is welcone to attend. This will be at 6:00p.m. due to a Public
Safety meeting being held at 7:00p.m. at the Valley Library.
The meeting adjourned at 7:40p.m. and each sub-committee met afterwards.
Carey Butler
Assumptions for City of Spokane Valley Incorporation Study
Population of unincorporated portion of Spokane County 2000 census
Population of City of Spokane 2000 census
Population Growth 0.96% per year- 2001 population estimate 82,100
Annual increase in assessed valuation
Annual increase in assessed valuation from commercial construction
Annual increase in assessed valuation from residential construction
Sales tax growth 2002-2005
Utility tax growth 2002-2005
199,135
195,629
3%
$47,000,000
$27,000,000
4%
4%
Utility tax calculations base on City of Spokane Valley population as a % of City of
Spokane population applied to City of Spokane utility tax revenues
Salaries determined from 90% of average of salaries paid by the cities of .Kennewick,
Richland, Pasco, Yakima, Spokane and Spokane County as reported in the Washington
City & County Employee 2000 Salary & Benefit Survey using high end of formal salary
range.
Benefits are estimated at 28% of salary for full time employees
Temporary employee benefits estimated at 10% of wages
Supply costs as a percent of salaries 5%
Annual telephone cost per employee $1,000
Annual computer costs per employee $500
Facilities cost 15,000 sq. ft. Class B office space gross lease Q $12/sq. ft. $180,000
use $100,000 as base facility cost based on Steering Committee recommendation
Copier costs - 2 copiers on 5 yr. Lease 30,000 copies per month each includes fax and on
line printer $8,000 annual cost
Debt Capacity based on 2001 Assessed Valuation estimate of 54,450,000,000
Non voted 1 '/2% of assessed valuation $66,750,000
Voted General Purpose 2 '/2% of A.V. $111,250,000
Note: Combination of non-voted and voted general purpose debt cannot exceed 2
a.v.
Voted Utilities 2 '/2% of A.V.
Voted Parks & Open Space 2 '/z% of A. V.
$111,250,000
$111,250,000
Insurance Public Officials and General Liability $14 million first dollar coverage also
includes liability administration. Annual premium based on total number of employee
hours ( $1.30 per employee hour) first year $106,000.