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2004, 02-07 Special Retreat/Workshope 9 ,9 81 , Saturday, February 7, 2004 9:00 a.m. — 4:00 p.m. CITY HALL AT REDWOOD PLAZA 11707 East Sprague Avenue, First Floor Council Requests All Electronic Devices he Turned Off During Council Meeting Note: There will be a 15-minute break at 10:30 a.m., and an hour break at 12:00 p.m. 1. Review of Departmental Work Plans and Submittal Timetables: • Legislative and Executive Support (goals and objectives chart) • Public Works: Work Plan. Capital Pmjects, Key Decisions and Policy Issues • Planning and Community Development: Work Plan, Capital Projects. Key Decisions and Policy Issues • Parks and Recreation: Work Plan, Capital Projects, Key Decisions and Policy Issues • Public Safety: Work Plan. Capital Projects, Key Decisions and Policy Issues • Operations and Administrative Services: Work Plan. Capital Projects. Key Decisions and Policy Issues 2. Finance and Budget Related Issues: • First glance at a draft five -year financial forecast • Gcnc al Fund Budgeting for 2005 and beyond: Paying off the start -up costs versus funding new or expanded programs: examine othcr revenue source(s) or adjust expenditures downward to balance? • Initiation of the FY 2005 budgeting process (draft calendar) • Capital facilities funding 3. Facilities and Contracts: • CcnterPlace construction and marketing • Other Community Facilities -- Future new facilities, timing, cost to the general fund when completed. • Needed contract changes' 4. Community Involvement & Outreach —ideas include: • More "Conversations with the Community" • How to stimulate communication/interaction with other boards & commissions: local school districts, county commissioners, neighboring cities, youth council • Seeking input fn -m fellow councilmcmbers and City Manager in advance of meetings with other regional leaders Retreat Agenda 02 -O7-O4 AMENDED AGENDA SPOKANE VALLEY CITY COUNCIL RETREAT WORKSHOP Page 1 of 1 FILE COPY AGENDA SPOKANE VALLEY CITY COUNCIL RETREAT WORKSHOP Saturday, February 7, 2004 9:00 a.m. — 4:00 p.m. CITY HALL AT REDWOOD PLAZA 11707 East Sprague Avenue, First Floor Council Requests All Electronic Devices be Turned Off During Council Meeting Note: There will be a 15 minute break at 10:30 a.m., and an hour break at 12:00 p.m. 1 Review of Departmental Work Plans and Submittal Timetables: • Legislative and Executive Support (goals and objectives chart) • Public Works: Work Plan, Capital Projects, Key Decisions and Policy Issues • Planning and Community Devcloptncnt: Work Plan, Capital Projects, Key Decisions and Policy Issues • Parks and Recreation: Work Plan, Capital Projects. Key Decisions and Policy issues • Public Safety: Work Plan, Capital Projects, Key Decisions and Policy Issues • Operations and Administrative Services: Work Plan. Capital Projects, Key Decisions and Policy Issues 2. Finance and Budget Related Issues: • First glance at a draft five -year financial forecast • General Fund Budgeting for 2005 and beyond: Paying off the start -up costs versus funding new or expanded programs; examine other revenue source(s) or adjust expenditures downward to balance? • Initiation of the FY 2005 budgeting process (draft calendar) • Capital facilities funding 3. Facilities and Contracts: • CenterPlace construction and marketing • Other Community Facilities — Future new facilities, timing, cost to the general fund when completed. • Needed contract changes? 4. Community involvement & Outreach — ideas include: • More "Conversations with the Community" • How to stimulate communication/interaction with other hoards & commissions: local school districts. county commissioners, neighboring cities, youth council Retreat Agenda 02 -07-04 Page 1 of 1 ' G OALS Objectives YIN 1. Experiment with a Managed Competition 1. Examine relevant literature Program designed to identify alternative 2. Select two pilot projects service providers at more economical rates than accorded by current service providers. 3. Secure two new providers 2. Initiate the Development of the First 1. Compose 20 -Year CFP Comprehensive Plan for Spokane ValIev that 2. Meet GMA requirements will create the City's long -term vision and link. transportation system improvements to land use goals that support achieving the adopted vision. 3. Invite community involvement 3. Enhance Overall Communication with the 1. Launch and enhance new websitc public. 2. Organize opportunities for energetic public participation m the Comp Plan process 3. Produce informational brochures on city programs and procedures 4. Develop a Five -Year Strategic Financial 1. Plot anticipated financial trends Plan that forecasts revenues and 2. Recommend CIP funding strategy expenses as well as identifies funding and financial challenges and options 3. Implement initial phase of Council chosen strategy 5. Develop and Strengthen External Relations 1. Develop constructive relationships with elected and appointed officials that advance the interests of Spokane Valley through interaction and advocacy with neighboring jurisdictions, the state legislature, funding boards and commissions, the congressional delegation and statewide and national municipal organizations. 2. 3. Engage in legislative and learning activities Initiate and strengthen networking efforts 6. Develop an Approach for Long - Term L Complete an Interlocal Agreement Wastewater Services including the evaluation 2. Complete Loan Fund Agreement of a regional system option. 3. Complete DBO process City of Spokane Valley 2004 Organizational Goals and City Manager Objectives 2004 Wc..... lan Draft ProjecUActivity: Develop an Approach for Long -Term Wastewater Services (Council Goal 6) 1 asks: Jan Feb Mar Apr May June July • Complete Interlocal Agreement • Analyze Playfair Site • Complete State Revolving Fund Loan • Begin RFQ for 1)130 Firms Project/Activity: Manage County Engineering Contract Tasks: • Determine Options for Service Delivery • Recommend Options • Council Approval of 2005 Plan Project/Activity: Develop Six Year Street Funding Plan Tasks: • Determine Annual Cost of Street Maintenance • Determine Annual Cost of Preservation Improvements • Determine Annual Cost of CIP • Develop Six Year Plan Project/Activity: Update Six Year Transportation Plan Tasks: • Identify and Recommend New Projects • Conduct Public 1- scaring on Draft Plan • Council considers the Draft Plan • Submit STP. Till and other Grunt Request(s) City of Spokane Valley 2004 Work Plan Department: Public Works Jan Jan Feb Feb Mur Apr Ma Feb Mar Apr May ar June June June July July July Aug Aug Aug Aug Sep Sep Sep Sep Oct Oct Oct Oct Nov Nov Nov No Dec Dec Dec Dec 2004 Wu,., . Ian Draft Project/Activity: 2004 Capital Improvement Projects Tasks: • Evergreen Avenue. 16 Ave. to 2 Ave (Construction) • 16 Avenue, Dishman -Mica to Pines (Construction) • Park Road, 8 Ave. to Applcway (Const • 4 Ave. and Sullivan Signal (Construction) • 24 Ave. Sidewalk project (Design & Construction) • Pines/Mansfield project (Design & ROW) • Barker Road Bridge (Design & ROW) • Barker Road Widening project (Design & ROW) • Carnahan Sewer Project (Design & Construction) • Sipple Sewer Project (Design & Construction) • Vetadalc Sewer Project (Design & Construction) • WeatherwoodLOwens Sewer Prj. (Design & Consul • CenterPlace (Construction) • Small Works Projects (Design & Construction) Tasks: • Identify improvements and changes for the 2005 Contract • Identify work for private contracting • Council considers Plan for 2005• • Develop service level descriptions and specifications • Develop service level options and costs "substantial changes in the contract require notification by June 1 Project/Activity: Develop Stormwater Design Manual "Tasks: • Develop Regional Manual wJ City of Spokane & County • Develop Spokane Valley Manual" *Council consideration of plan in 2005 2004 Work Plan Department: Public Works Continued IMMO Jan Feb Project/Activity: Manage & Update County Maintenance Contract Feb Jan Feb Mar Mar Apr Apr May June May June Jul June July July Aug Aug Scp Oct txt Sep I Oct Nov Nov Dec Dec Nov Dec 2004 Work clan Draft Project/Activity: Complete Sic Year Storm,atcr Plan 'Fasks: • Identify and Recommend New Projects • Draft Six Year Plan • Council Approval of Plan Tasks: • Participate on regional committees and task forces, including: Spokane Regional Transportation Council (SRTC) SRTC - Transportation Technical Committee (TTC) Storm water regulation update (State DOE and County/City of Spokane regional plan) Utility Cut Policy (County and City of Spokane) Bridging the Valley Light Rail Technical Committee Regional Solid Waste Board Council of Engineering Companies - Washington (CEC W ) 2004 Work Plan Department: Public Works Continued Jan Jan Fob Feb Mar Mar A Project/Activity: Develop and Strengthen External Relations (Council Goal 5) May June June July Aug Sep J Oct Oct Nov Nov 2004 We Ian Draft City of Spokane Valley 2004 Work Plan Department: Planning and Community Development Project/Activity: Initiate the Development of Spokane Valley's First Comprehensive Plan (Council Goal 2 i asks: Jan Feb Mar Apr May June July Auq • Complete the initial draft of the Comp Plan, including the land use, transportation, economic development, housing. parks and recitation, utilities, capital facilities and natural environment elements. • implement a public participation program. • Integrate the State Environmental Policy Act (SEPA) into the development regulations. • Establish development regulations implementing the Comp Plan in a Uniform Land Dev. Code, to include subdivision requirements, zoning rcgs, development standards, building codes and engineering details. • Develop a strategic annexation program. Project/Activity: Continuously Improve Overall Communication (Council Goal 3) Tasks: Jan Feb Mar Ma June J • Publish all Planning Commission agendas, Comp Plan and development regulation drafts on the web • Develop informational brochures, including Everything You Wanted to Know about (vetting a Building Permit and Development 101 in Spokane Valley. • Initiate development of an interactive web - based GIS. Project/Activity: Develop and Strengthen External Relations (Council Goal 5) l asks: Jan • Participate on regional committees, such as CDI3G; Growth Management; STA'Light Rail; and 2060 Funds. Feb Mar June Jul Sep Oct Se Oct Oct Nov Nov Nov Dec Dec Dec 2004 W 'Ian Draft Tasks: • Crass trainicertify code compliance and bldg inspection staff. • Streamline permit issuance, dev. review and inspection processes w! a goal for same -day inspections and predictable (48 -96 hour) turnaround on plan review. • Enhance use of the Web to conduct business, including inspection reporting. 2904 Work Plan Department Planning and Community Development Continued Project/Activity: Review processes to improve customer service and employee productivity. Mar i Apr Ma June 2004 Wo an Draft Project/Activity: Develop a Parks and Recreation Master Plan (Comp. Plan - Council Goal 2) Tasks: • Advertise a `Request for Qualifications'. • Short list Request for Proposals. Conduct interviews_ Take selected proposal to City Council and finalize contract. • Inventory local resources and service providers. Conduct a needs assessment. Set service standards. Develop recommendations_ • Complete the first draft. • Conduct council and public reviews. • Finalize plan for council adoption Tasks: • Evaluate parks maintenance contract and identify other potential service providers. • Negotiate u contract for services in 2005 and beyond. City of Spokane Valley 2004 Work Plan Department: Parks and Recreation Jan Feb Mar Apr Project/Activity : Oversee City's Parks Maintenance Contract Jan Feb Project/Activity: Determine 2004 summer recreation options Tasks: Jan Feb Mar • Inventory of recreation options within the community and present to Council (Finalized as a component of Master Plan). • Develop and implement summer recreation project. May June May June July June July July Aug Sep Aug Aug Sep Oct Sep Oct Nov Dec Oct Nov Dec Nov Dec 2004 W 'Ian Dra Project/Activity: Design, build and operate the Mirabeau Point CcnterPlace facility tasks' Jan • Manage the consi phase of Center Place to ensure the facility meets the timeline for occupancy in 2005. • Overlook reconstruction/repair of Mirabcau Springs. • Coordinate dedication for Mirabcau Meadows Park. • Meet with ad hoc committee to determine the future operation of the Senior Center. • Hire CenterPlacc Manager and develop a work plan. 2004 Work Plan Department: Parks and Recreation Continued Feb 2004 W c.... Jan Draft Project/Activity: Oversee City's Police Contract Tasks: • Evaluate the cost effectiveness and allocation of resources in the 2003 contract. and project impacts for 2004. • Examine and assess pros cons of other agency, contracts • Develop and refine a long -term contract approach. • Evaluate benefits of grant funded positions, i.e. Grant Manager • Negotiate 2005 police contract. • Analyze and project infrastructure costs including, radio, jail, GPS monitoring and booking .1 asks: • Maintain and increase citizen involvement on the Advisory Board. SCOPE, Cadets, etc. • Increase awareness and partnership with schools on subjects such as guns, drug, and gangs. • Expand the overall agency identification. • Increase the public awareness of crime statsfUCIts,`response times through education. City of Spokane Valley 2004 Work Plan Department: Police Jan Feb Mar Apr May Project/Activity: Continuously Improve Overall Communkation (Council Goal 3) Jan Feb Mar Apr May June July Aug Sep June July _ 1 Aug Oct Sep ► Oct Project/Activity: Participate in the Law Enforcement Aspects of the Comprehensive Plan (Comp Plan - Council Goal 2 Tasks: Jan Feb Mar A•r Ma I June Jul Au• Sep Oct • Develop process for identification of measurable service level, increa cJdecrease based on factors such as population increase, business impact'traftic related issues. Nov Nov Dec Dec Nov Dec - lan Drall 2004 Work Plan Department: Police Continued Project/Activity: Develop and Strengthen External Relations (Council Goal 5) tasks: Jan • E xamine jurisdictional recognition. independence and interagency cooperation. • Achieve legislative recognition with W.S.C.J.T.C. (Washington State Criminal Justice Training Commission) and W.S.T.S.C. (Washington State T raffic Safety Commission) training. • Expand EMS planning and education to more involve the City. Feb Mar Apr May r June July Aug Sep Oct Nov Dec 2004 We -- _ _an Draft City of Spokane Valley 2004 Work Plan Department: Operations and Administrative Services Project/Activity: Experiment with a Managed Competition Program (Council Goal 1) I I . r asks: Jan Feb Mar Apr May June July Aug • Conduct research on managed competition programs. • Present draft program to Council, including initial service areas. • Implement 2004 program. Project/Activity: Continuously Improve Overall Communication (Council Coal 3) Tasks: • Further develop the City's web site to enhance citizen participation. • Codify City ordinances into a City Code_ • Move Council meetings to paperless agenda. • Develop and implement the Council Action Tracking System. • Publish !Facts and Figurer - City ofSpokane Valley, to include demographics, permit activity. City contact information. etc. Project/Activity: Develop and Evaluate options for a City Hall. 1 asks: • Identify options for consideration. • Analyze costs and benefits of options. • Solicit public input and select option. Jan Feb Mar Jan Feb Mar Apr June Ma June July July Aug Aug Sep Sep Sep Oct oct Nov Nov Oct Nov Dec Dec Dec 2004 Wi Ian Draft City of Spokane Valley 2004 Work Plan Department: Operations and Administrative Services Continued Project/Activity: Continue to develop the City's organizational framework. Tasks: • Jan Feb Mar Apr Ma June July Systematically review and revise the City's job descriptions. • Finalize the City's administrative policies, procedures, forms and reports. • Develop a disaster recovery plan for information technology, • Develop an employee recognition program, • Develop and implement an employee Commute Trip Reduction program in compliance with State law. • Improve internal controls. Project/Activity: Oversee City's service contracts Tasks: • Assess cost effectiveness of court - related contracts. • Review all City service contracts to ensure consistency on general provisions. • Negotiate renewals for contracts expiring December 2004. • Develop a long -term approach for library services. • Work with Fire Districts I & 8 to create and distribute informational materials for the fire annexation election. Jan Feb Mar Apr May June Sep Oct Sep Oct Nov Nov Dec 2004 Wf lan Draft Tasks: • Participate on Regional Animal Control Task Force., • Participate on Regional Cable Advisory Board and begin negotiations for a cable franchise. rusks: • Review Council Goals %Retreat information. • Estimate revenues • Estimate Expenditut • Identify financial issues • Identify options for consideration. • Present to Council. • incorporate Plan into 2005 Budget. City of Spokane Valley 2004 Work Plan Department: Operations and Administrative Services Continued Project / Activity: Develop and Strengthen External Relations (Council Goal 5) Project/Activity': Develop a Five -year Strategic Financial Plan (Council Goal 4) Jan Feb Mer June Ju Sep Jan Feb Mar Apr May June July Aug Sep Oct Oct Nov Dec Nov Dec I. Assumptions 11. General Fund Projections III. Street Fund Projections IV. Other Funds V. Capital Needs A. Parks & Recreation B. Streets C. Other? VI. Shortfall Summary VII. Options: A. Payoff Start-up Costs B. New, Expanded Programs? C. Reduce Expenditures? D. Other Revenue Sources? City of Spokane Valley Planning Session — February 7, 2004 Finance/Budget Related Issues Draft Five -Year Financial Forecast Discussion Outline City of Spokane Valley Draft Five -year Financial Plan Assumptions 02/03/2004 1) Maintain current service level and staffing 2) Continue to contract for services 3) Federal/State legislatures are cost neutral 4) Contract Settle & Adjust is cost neutral 5) Departmental budgets increased 6% - 7% per year 6) Contract Services increased 6% - 7% per year 7) CenterPlace calculated at a $380,000 deficit after 2004 Goneral Fund Revenues: Sales Tax Property Tax Gambling Tax Leasehold Excise Tax Franchise Fees State Shared Revenues Planning & Building Fees Fines & Forfeitures Recreation Program Fees Interfund Transfers Investment Interest Total Goneral Fund Goneral Fund Expenditures: Legislative Executive & Legislative Public Safety Deputy City Manager Finance Legal Human Resources Public Works Planning Building Library Parks Admin Recreation Aquatics Senior Center CenterPlace General Government Total General Fund 2003 8 -Month 2004' Actual Estimate $ 111.696 317 8,826, 766 125,788 211839 146,781 39,893 432,236 510,473 358,935 815,759 75,235 10,765 825,229 12,809,070 City of Spokane Valley 2005 Budget Worksheet - Goneral Fund 21312004 $ 215,372 438,482 14,093,990 267,150 411,950 200,304 38.201 631,079 924,758 819,761 2,053,250 980,262 211,433 263,074 129,371 125,640 3,477,562 25,081,639 2005 Estimate 2006 Estimate 2007 Estimate $6,625.192 $ 11,895,877 $ 12,014,836 $ 12,134,984 $ 12.256,334 9,259,446 9,452,040 9,646,561 9,843,026 340,443 690,000 090,000 690.000 690,000 4,887 5,000 5,000 5.000 5,000 309,375 640,000 646.400 652,864 659,393 463,634 882,816 904,886 927.509 950,696 888,598 939,000 939,000 939.000 939,000 450,036 400,000 600,000 600,000 600,000 120,139 229,000 229,000 229,000 229,000 122,500 42,500 42,500 42,500 21,314 18000 18,180 18,362 18545 9,223,818 25,081,639 25,541,843 26,885,779 28,233,495 $ 227,955 $ 243,088 467,724 500,335 15,077,314 16,129,454 287,231 309.782 442,769 477,355 209,667 219,996 40,765 43.647 676,010 726.450 981,877 1,045.677 665.773 718.008 2,135,380 2,220,795 953,578 1,010,690 220.549 230,299 278,858 295,589 138,030 147,542 380,000 380,000 2,863,610 2,373,220 26 090 27,071,905 $ 249.012 525,954 17.255,225 326,885 503.672 228,241 45,791 764,363 1.094,407 754,270 2,309,627 1,067,627 239,641 313.324 155,803 380,000 2,336,244 28,550,067 2008 Estimate $ 12,378,897 10,041,457 890,000 5,000 665,987 974,464 939.000 600,000 229.000 42,500 18 28,685,035 $ 255,180 553,027 18,459,782 344,940 531,518 236,882 48,055 804,411 1,145,749 792,541 2,402,012 1,127,899 249.454 332,123 164,546 380,000 2,005, 789 29,833,908 2009 Estimate $ 12,502,686 10,241,871 690,000 5,000 672,646 998,825 939,000 600,000 229,000 42,500 18,918 26,940,447 $ 261.583 581,638 19,748,640 364,064 560,978 245,941 50,447 846,717 1,199,851 832,936 2.498,092 1,191,707 259,765 352,050 173.600 380.000 1,555,785 31.103.973 • Sales tax & property tax revenues were reduced by $1,275,000 and General Government Expenditures were reduced by the same amount to reflect current estimates City of Spokane Valley 2005 Budget Worksheet - All Other Funds 2/3/2004 2003 9 -Month 2004' 2006 2006 2007 2008 2009 Actual Estimate Estimate Estimate Estimate Estimate Estknate All Other Funds Revenues: Street Fund - - Operattng Translor - Lain Repayment 875,000 675.000 875,000 875,000 500,000 Motor Fuel Tax 1,187 1 1,211,063 1,223,173 1,235,405 1247,759 7.408.387 2.062.200 2.074.072 2,086,063 2,098,173 1,735,405 1,247,759 Arterial Street Fund 381,830 542,000 547,420 552,894 558,423 504,007 569,647 Trails & Paths Fund 12,800 5,500 5,555 5,611 5,607 5,723 Hotel/Motel Fund 205273 360,000 383.800 387,638 391,514 395,430 399,384 Debt Service 1700'03 Fund 800,000 583,000 590,000 590,100 597.000 006200 Capital Proloc2s Fund 613,001 840.000 800,000 800,000 800.000 800.000 800,000 Special Capital Projects Fund 613,001 840,000 800,000 800,000 800.000 800.000 800,000 Street Capital Profecttt Fund 80,549 3.230.000 2.100,000 2,100,000 2,100.000 2,100,000 2,100,000 Parks Capital Projects Fund - - Mirabenu Pant Project Fund 7,135,477 - Street Bond Capital Protects 2,490,898 - - - Storrnwaler Management Fund 504,282 747.500 754,975 762.525 770.150 777,851 785,630 FRBR Fund 87,858 131,834 131,634 131,634 131.634 131,634 131,634 Risk Management Fund 6,378 137,500 153,000 176.000 199.000 222,000 250,000 Operating Reserve Mirabeau - - Serv+ce Level Stabilization Reserve - 150,000 100,000 100.000 100,000 100,000 Operating Reserve • Contingency 85,000 85,000 85000 85,000 85000 Total All Other Funds 19,612,938 9,723,634 6,68!,401 6 8,836,806 8,313,994 7 All Other Funds Expenditures: Street F und 1.214,329 3,773,164 4,973,257 5.205,625 5.448,155 5,699,723 5,967,085 Arlrrnal Street Fund 86,549 800,000 547,420 552.894 558,423 564,007 569.647 Trails A Paths Fund - - r iutoVMotel Fund 4894 300.000 383.000 387,038 391,514 395,430 309.384 Debt Service LTG() '03 Fund - 800,000 583,000 590,000 596,100 597,000 506.200 Capital Protects Fund 30.554 180,000 848,400 858,884 865,453 874,107 882.848 Spe Capital Projects Fund - 300.000 848,400 856,884 865,453 874,107 882.848 Street Capital Projects Fund 195.401 3.219.700 3. 920,000 4,668,000 5,134,000 4,482,000 4.569,000 Parks Capital Projects Fund - 350,000 375,000 400,000 425,000 450,000 Miraboau Pant Project Fund 165,634 9,500,000 300,000 - - Street Bond Capital Projects 48,584 2,430.000 - - . SIornrnrater Management Fund 4,141 518,700 754,975 762,525 770.150 777,851 785,630 ERRR Fund 25,404 28,500 29,172 29.755 30,350 30,957 31,570 Risk Management fund 669 137,500 153,000 176.000 199 222,000 250,000 Total All Other Funds 1,860,169 21787.684 13 14,481.706 15,268,698 14,942,153 16,394,219 Revenues for all other funds do not include rnspoclrve beginning lurid balances. which wall by used lo finance aurent year expenditures V eneral Fund Sired Fund Capital needs: City of Spokane Valley Planning Session — Februar} 7, 2004 Five -Year Projected Shortfall Summary 2005 2 006 2007 2008 2009 $ 500,000 $ 1.200,000 S 2,300,000 $ 3,200.000 $ 4,100,000 1,600,000 2,100,000 3,300.000 3,900,000 4,700,000 Parks 350,000 375,000 400,000 425,000 450,000 Streets 1,700,000 2,600,000 3,000,000 2,400,000 2,500,000 Other? 100,000 100,000 100,000 100.000 100.000 Total $,4,250,000 $ 6,37, (Q $ 9.190,00Q S10.025.001) SU.850