02/20/2024 - PacketPort Orchard
Council Finance Committee
February 20, 2024
4:30 pm-5:30 Zoom Link
Council Conference Room
https://us02web.zoom. us/j/88963914993
US: +12532158782„ 88963914993# or +12532050468„ 88963914993#
1) Finance Committee Overview (5 mins) Finance Director, Noah Crocker
a. Schedule
b. Expectations
c. Committee Chair Selection
2) Finance Department (15 mins) Finance Director, Noah Crocker
a. Sales Tax & REET Revenue Report
b. Preliminary Treasurers Report — Funds, accounts
c. Monthly budget Report
3) Transportation Rev Funding ioi (15 mins) Finance Director, Noah Crocker
4) TIP 1.15 Pottery Project Update (lo mins)
5) ER&R Police Vehicles Update (5 mins)
6) Right of Way (ROW) Employee (10 mins)
Other Items to come before the Committee.
Schedule Next Meeting Date
Role of the Finance Committee
Finance Director, Noah Crocker
Finance Director, Noah Crocker
DCD Director, Nick Bond
The finance committee provides oversight of city budgeting, financial planning, and financial reporting. The committee recommends long-range
financial goals along with funding strategies for the operating and capital budgets. Human resource issues requiring policy direction are brought
before the committee. The committee serves as the advisory forum for transportation and street maintenance funding, and funding relating to the
transportation benefit district.
Sales Tax Collections
Population
Summary of Budget to
Actuals
2022
2023
2024
Biennial
Budget
Actual
5,340,000
6,865,000
6,895,000
13,760,000
7,783,763
7,719,461
631,079
8,350,540
Over/Under
$ 2,443,763
$ 854,461
$ (6,263,921)
$ (5,409,460)
Actuals
2022
2023
2024
Biennial
January
February
March
April
May
June
July
August
September
October
November
December
$ 543,145
626,678
524,545
548,118
665,944
682,922
668,890
742,304
707,709
693,521
730,655
649,332
$ 656,711 $
684,990
572,419
539,880
606,994
616,122
689,627
725,037
663,517
653,847
684,362
625,956
631,079
$ 1,287,789
$ 684,990
$ 572,419
$ 539,880
$ 606,994
$ 616,122
$ 689,627
$ 725,037
$ 663,517
$ 653,847
$ 684,362
$ 625,956
Total
$ 7,783,763
$ 7,719,461 $
631,079
$ 8,350,540
Percentage of Biennial
Budget Received
61%
Actuals
Year over Year
%
Change
Change
$ (25,632)
-3.90%
$ (25,632)
Real Estate Excise Tax (REET) Collections
Summary of Budget to
Actuals
2022
2023
2024
Biennial
Budget
Actual
$ 1,808,000
1,945,903
$ 1,800,000
2,112,110
$ 1,600,000
107,320
$ 3,400,000
$ 2,219,431
Over/Under
$ 137,903
$ 312,110
$ (1,492,680)
$ (1,180,569)
108%
Actuals
2022
2023
2024
Biennial
January
February
March
April
May
June
July
August
September
October
November
December
$ 82,213
166,226
204,469
126,410
151,824
190,761
249,922
172,743
181,406
151,035
121,635
147,258
$ 81,265 $
137,211
158,612
150,287
189,577
237,539
233,708
172,573
280,056
154,352
140,293
1 176,638
107,320
$ 188,585
$ 137,211
$ 158,612
$ 150,287
$ 189,577
$ 237,539
$ 233,708
$ 172,573
$ 280,056
$ 154,352
$ 140,293
$ 176,638
Total
$ 1,945,903
$ 2,112,110 $
107,320
$ 2,219,431
Percentage of Biennial
Budget Received
65%
Actuals
Year over Year
Change
%
Change
$ 26,055
32.06%
$ 26,055 32.06%
Budget
2024 estimated
Budget vs Actual
%
based on 5yr avg
(Over/Under)
Over/Under
$ 516,190
$ 114,889
22.3%
$ 620,872
#VALUE!
$ 479,509
#VALUE!
$ 461,296
#VALUE!
$ 570,567
#VALUE!
$ 566,524
#VALUE!
$ 611,506
#VALUE!
$ 642,161
#VALUE!
$ 617,092
#VALUE!
$ 606,655
#VALUE!
$ 630,537
#VALUE!
572,093
#VALUE!
N$
$ 6,895,000
1 $ 114,8891
22.26%
Budget
2024 estimated
Budget vs Actual
%
based on 5yr avg
(Over/Under)
Over/Under
$ 80,407
$ 26,913
33.5%
$ 122,603
#VALUE!
$ 134,793
#VALUE!
$ 118,291
#VALUE!
$ 108,281
#VALUE!
$ 139,665
#VALUE!
$ 231,669
#VALUE!
$ 133,480
#VALUE!
$ 155,823
#VALUE!
$ 128,521
#VALUE!
$ 94,003
#VALUE!
$ 152,465
#VALUE!
$ 1,600,000
$ 26,913
339/.
-5%
Detail Report
Fund
Beginning Balance
Total Activity
Ending Balance
001- Current Expense
17,340,466.27
654,192.97
17,994,659.24
002 - City Street Fund
3,973,262.66
62,769.15
4,036,031.81
003 - Stabilization Fund
3,071,749.84
14,031.15
3,085,780.99
103 - Criminal Justice
752,330.57
53,763.84
806,094.41
104 - Special Investigative Unit
100,905.54
316.85
101,222.39
107 - Community Events
393,879.33
10,960.22
404,839.55
108 - Paths & Trails
15,810.93
169.47
15,980.40
109 - Real Estate Excise Tax
6,065,090.10
124,060.03
6,189,150.13
111- Impact Mitigation Fee
8,124,687.21
608,964.12
8,733,651.33
206 - Bond Redemption Fund
100,014.85
460.58
100,475.43
302 - Capital Construction
7,950,685.54
36,472.79
7,987,158.33
304 - Street Capital Projects
2,154,009.24
158,836.08
2,312,845.32
401- Water -Sewer Utilities
0.00
0.00
0.00
403 - Water -Sewer Cumulative Reserve
0.00
0.00
0.00
411- Water Operating
4,444,997.90
166,566.03
4,611,563.93
412 - Water Stabilization
1,016,948.71
4,683.03
1,021,631.74
413 - Water Capital
8,258,227.27
101,081.86
8,359,309.13
414 - Water Debt Service
0.00
0.00
0.00
421- Storm Drainage Utility
1,784,151.08
115,095.30
1,899,246.38
422 - Storm Drainage Stabilization
571,363.28
2,631.12
573,994.40
423 - Storm Drainage Capital Facil
201,866.02
929.59
202,795.61
424 - Storm Drainage Debt Service
0.00
0.00
0.00
431- Sewer Operating
7,766,166.23
224,218.74
7,990,384.97
432 - Sewer Stabilization
1,521,908.99
7,008.37
1,528,917.36
433 - Sewer Capital
7,446,695.94
386,341.40
7,833,037.34
434 - Sewer Debt Service
863,148.28
3,974.78
867,123.06
500 - Equipment Rental and Revolving
3,784,187.48
38,625.91
3,822,813.39
631- Trust and Agency
27.00
7,418.41
7,445.41
632 - Wastewater Treatment Facil Fee
6,411,758.15
178,685.94
6,590,444.09
Grand Total:
94,114,338.41
2,962,257.73
97,076,596.14
2/20/2024 1:00:58 PM
Date Range: 01/01/2024 - 01/31/2024
Fund Summary
Page 5 of 5
O R
ORCHARD
MONTHLY BUDGET FINANCIAL STATUS UPDATE
To: Mayor and Council members
From: Noah Crocker, Finance Director
Period: January 2024
OVERVIEW:
The Finance Department is committed to providing clear information to the Mayor, Council, and staff regarding
the budget status of the city. We have prepared the following reports to keep you up to date on the current
budget status of the city.
1) Budget Report
2) Detail Fund Summary Report
BUDGET REPORT:
The Budget report will first provide Operational Funds and follow up with Capital Projects Funds. This report does
not include beginning fund balance. This report is designed to provide a high-level view of each fund reviewing
total revenues and expenses. The report does provide expense information by department. The goal of the city is
to pay all current budget year expenses with current budget year revenues. We are not quite there yet, and this
will show in the Surplus (Deficit) line at the end of each fund. We expect that future budget cycles will smooth out
revenues and expenditures.
The Budget Report provides information on current revenues and expenditures by fund including the following:
• The original budgeted amount.
• Current budget which would reflect any amendments that have been made.
• Period activity which details the revenue and expense activity for the period in which the report was run.
• Fiscal activity will provide the year-to-date expense and revenue amounts.
• Variance Shows the difference between budgeted and actual.
• The percentage remaining is the amount still needed to reach the budgeted amount.
CASH AND INVESTMENT FUND SUMMARY
The Cash and Investment Fund Summary provides information on current total cash & investment balances by
Fund.
POINTS OF INTEREST:
Current Expense Fund 001 - The Current Expense Fund is used for the general governmental functions of the City.
As of January 31, 2024, 11% of budgeted revenues were received.
The table provides budget versus actual (YTD) data by source of revenue.
024
% of
Received
2024 Current
Revenue Source
Original
Budget
2024 YTD
Budget
Property Tax
2,245,000
2,407,886
7,291
Received
0.30%
PeriodBudget
7,291
Sales Tax
6,895,000
6,895,000
631,079
9.15%
631,079
Other Taxes
2,156,000
2,156,000
403,780
18.73%
403,780
Total Taxes
11,296,000
11,458,886
1,042,150
9.09%
1,042,150
Licenses & Permits
601,200
601,200
222,270
36.97%
222,270
Intergovernmental Revenue
291,700
488,200
49,886
10.22%
49,886
Charges for Goods & Services
448,600
398,600
58,184
14.60%
58,184
Fines & Penalties
128,000
128,000
7,320
5.72%
7,320
Misc Revenues
121,500
46,500
92,541
199.01%
92,541
Non -Revenues
-
-
5,835
#DIV/0!
5,835
Other Financing
Pr #DIV/0!
Capital Contributions
-
-
8,871
8,871
1,487,057
REVENUE TOTALS 12,887,000
13,121,386 1,487,057 11.33%
SALES TAX REVENUES SUMMARY
• Total 2024 Budget: $6,895,000
• Total 2024 YTD Actuals: $631,079
• Year -to -Date Actual revenue collected is 3.90% lower when compared to Prior Year -to Date Actuals
• Year -to -Date Actual revenue collected is 22.26% higher when compared to Year -to Date Budgeted
The following tables provide additional sales tax information:
Table 1: shows revenue received by month over a three-year period.
Monthly Sales Tax -Three Year Comparison
800,000
700,000
600,000
500,000
400,000
300,000
200,000
100,000
0
q
Table 2: provides current
data for sales tax revenue
collected Year-to-date.
1 a0 , °e
J
0
1
1
■ 2022 Aaual
I 1 _ ■ 2023 Actual
■ 2024 YT�Ac[ual
1
1
■�
■
■
■
■1
del
oft
oec
o�e�
sec
z�e�
$700,000 Sales Tax Revenues
$600,000
$saa,00o
$400,000
mammiActuak2024 Budget 2024
$300,000
$200,000 —
$100,000
met met
Real Estate Excise Tax (REET) Fund 109 and Impact Mitigation Fee Fund 111
The City's Real Estate Excise Tax receipts fluctuate monthly. January 2024 receipts are higher than January 2023
by 32%. Total Real estate Excise Tax revenues have a YTD growth rate of 32%. The table below shows balances
through January for REET 1 & 2 and Impact fees. These restricted funds are used as a local funding source for
capital projects that have been documented in the City's comprehensive plans. REET funds are also used for debt
payments.
The table above shows 2024 beginning fund balances, biennial revenue received to date, expenses budgeted for
the biennium and expenses which are obligated for future projects but have not yet been officially budgeted. The
intent of this table is to snapshot and illustrate available balances and what is projected for the end of the
biennium.
Impact Fees received for January 2024 are as follows:
o Parks $287,582
o Transportation $215,327
o School District Impact $80,996
REET revenues received in January:
o REET 1 $53,660
o REET 2 $53,660
Capital Construction Fund 302 —The City Hall construction was started in January with the Roof and interior
remodeling of the Police Department. The Police are expected to be moving back into their remodeled space by
the end of March to early April. The 2nd floor renovations will begin mid -late March.
Street Capital Construction Fund 304 —Bay Street Pedestrian Path right of way efforts continue. The City has
contracted with Skilling's Inc for Design and Right of Way Services for the Bethel -Lincoln Round -About project.
Design for the project is in progress.
ENTERPRISE/UTILITY FUNDS:
Water operation - Water operations budgeted revenue in the amount of $3,949,000 for 2024. Through January,
the city has received $296,200 or —8% of the 2024 budgeted revenues. Revenues for the water utility, in winter
and spring, are typically lower with larger monthly revenues received during the warmer summer and fall months.
Water Operations expended $127,516 through January representing ^3.28% of the 2024 budget. In addition, the
water operational budget includes transfers which occur throughout the year. The City manages its transfers
according to policy goals, cashflow needs, and realized expenses for water capital projects, stabilization targets,
and debt service payments. The 2024 budget includes $1,578,445 for transfers. A total of $2,117.39 was
transferred out to fund 413 for Well 11 expenses.
700,000
600,000
500,000
400,000
300,000
200,000
100,000
Water Service Payments
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov ❑ec
■ 2022
■ 2023
■ 2024
Sewer operation — Sewer operations budgeted revenue in the amount of $5,701,000 is budgeted for 2024.
Through January, the city has received $500,392 or —9% of the 2024 budgeted revenues. Sewer Operations
expended $274,443 through January representing —5% of the 2024 budget. The sewer operational expense
budget includes transfers which occur throughout the year. The City manages its transfers according to policy
goals, cashflow needs, and realized expenses for sewer capital projects, stabilization targets, and debt service
payments. The 2024 budget includes $1,154,720 for transfers. A total of $1,730 was transferred out to fund 433
for Marina Pump Station expenses.
Sewer Service Payments
700,000.00
600,000.00
500,000.00
400,000.00 ■ 2022
300,000.00
■ 2023
■ 2024
200,000.00
100,000.00
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Storm Drainage operations- Storm Operations budgeted revenue in the amount of $1,745,000 for 2024. Through
January, the city has received $184,657 or —11% over its annual budgeted revenue. Storm Drainage Operations
expended $61,300 through January representing —3.3% of the 2024 operating budget. The storm drainage
operational budget includes transfers which occur throughout the year. The City manages its transfers according
to policy goals, cashflow needs, and realized expenses for storm capital projects, stabilization targets, and debt
service payments. The 2024 budget includes $320,150 for transfers. A total of $8,263 was transferred out to
fund 424 debt service payments for the Decant Facility.
Storm Drainage Payments
180,000
160,000
140,000
120,000
100,000
80,000
60,000
40,000
20,000
r
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
Dec
■ 2022
■ 2023
■ 2024
Budget Report OPERATIONS BUDGET For Fiscal: 2024 Period Ending: 01/31/2024
Group Summary
Variance
Original
Current
Period
Fiscal
Favorable
Percent
Departmen...
Total Budget
Total Budget
Activity
Activity
(Unfavorable) Remaining
Fund: 001- Current Expense
Revenue
00 - Revenues
12,887,000.00
13,121,386.00
1,487,057.33
1,487,057.33
-11,634,328.67
88.67%
Revenue Total:
12,887,000.00
13,121,386.00
1,487,057.33
1,487,057.33
-11,634,328.67
88.67%
Expense
01- Finance
1,107,300.00
1,409,300.00
60,344.46
60,344.46
1,348,955.54
95.72%
02 - Court
797,000.00
797,000.00
38,813.20
38,813.20
758,186.80
95.13%
03 - Law Enforcement
6,017,120.00
6,793,080.00
356,572.91
356,572.91
6,436,507.09
94.75%
04 - Community Development
2,395,850.00
2,966,370.00
154,222.62
154,222.62
2,812,147.38
94.80%
05 - Public Works
2,216,887.00
2,593,257.00
62,042.05
62,042.05
2,531,214.95
97.61%
06 - Miscellaneous
0.00
2,000,000.00
3,104.86
3,104.86
1,996,895.14
99.84%
07 - Administration
1,888,531.00
1,961,531.00
157,764.26
157,764.26
1,803,766.74
91.96%
Expense Total:
14,422,688.00
18,520,538.00
832,864.36
832,864.36
17,687,673.64
95.50%
Fund: 001- Current Expense Surplus (Deficit):
-1,535,688.00
-5,399,152.00
654,192.97
654,192.97
6,053,344.97
112.12%
Fund: 002 - City Street Fund
Revenue
00 - Revenues
1,731,004.00
1,830,547.00
133,347.13
133,347.13
-1,697,199.87
92.72%
Revenue Total:
1,731,004.00
1,830,547.00
133,347.13
133,347.13
-1,697,199.87
92.72%
Expense
05 - Public Works
2,665,396.00
2,823,666.00
70,577.98
70,577.98
2,753,088.02
97.50%
Expense Total:
2,665,396.00
2,823,666.00
70,577.98
70,577.98
2,753,088.02
97.50%
Fund: 002 - City Street Fund Surplus (Deficit):
-934,392.00
-993,119.00
62,769.15
62,769.15
1,055,888.15
106.32%
Fund: 003 - Stabilization Fund
Revenue
00 - Revenues
0.00
0.00
14,031.15
14,031.15
14,031.15
0.00%
Fund: 103 - Criminal Justice
Revenue
00 - Revenues
Revenue Total
Fund: 003 - Stabilization Fund Total
0.00 0.00 14,031.15 14,031.15 14,031.15 0.00%
0.00 0.00 14,031.15 14,031.15 14,031.15 0.00%
384,000.00 384,000.00 56,284.61 56,284.61-327,715.39 85.34%
Revenue Total: 384,000.00 384,000.00 56,284.61 56,284.61-327,715.39 85.34%
Expense
03 - Law Enforcement
495,100.00
637,100.00
2,520.77
2,520.77
634,579.23
99.60%
Expense Total:
495,100.00
637,100.00
2,520.77
2,520.77
634,579.23
99.60%
Fund: 103 - Criminal Justice Surplus (Deficit):
-111,100.00
-253,100.00
53,763.84
53,763.84
306,863.84
121.24%
Fund: 104 - Special Investigative Unit
Revenue
00 - Revenues
4,000.00
4,000.00
316.85
316.85
-3,683.15
92.08%
Revenue Total:
4,000.00
4,000.00
316.85
316.85
-3,683.15
92.08%
Expense
03 - Law Enforcement
4,000.00
4,000.00
0.00
0.00
4,000.00
100.00%
Expense Total:
4,000.00
4,000.00
0.00
0.00
4,000.00
100.00%
Fund: 104 - Special Investigative Unit Surplus (Deficit):
0.00
0.00
316.85
316.85
316.85
0.00%
Fund: 107 - Community Events
Revenue
00 - Revenues
102,200.00
102,200.00
11,645.47
11,645.47
-90,554.53
88.61%
Revenue Total:
102,200.00
102,200.00
11,645.47
11,645.47
-90,554.53
88.61%
Expense
07 - Administration
102,200.00
127,200.00
685.25
685.25
126,514.75
99.46%
Expense Total:
102,200.00
127,200.00
685.25
685.25
126,514.75
99.46%
Fund: 107 - Community Events Surplus (Deficit):
0.00
-25,000.00
10,960.22
10,960.22
35,960.22
143.84%
2/20/2024 1:38:12 PM
Page 13 of 17
Budget Report
For Fiscal: 2024 Period Ending: 01/31/2024
Variance
Original
Current
Period
Fiscal
Favorable
Percent
Departmen...
Total Budget
Total Budget
Activity
Activity
(Unfavorable) Remaining
Fund: 108 - Paths & Trails
Revenue
00 - Revenues
1,000.00
1,000.00
169.47
169.47
-830.53
83.05%
Revenue Total:
1,000.00
1,000.00
169.47
169.47
-830.53
83.05%
Fund: 108 - Paths & Trails Total:
1,000.00
1,000.00
169.47
169.47
-830.53
83.05%
Fund: 109 - Real Estate Excise Tax
Revenue
00 - Revenues
800,000.00
1,600,000.00
124,060.03
124,060.03
-1,475,939.97
92.25%
Revenue Total:
800,000.00
1,600,000.00
124,060.03
124,060.03
-1,475,939.97
92.25%
Expense
06 - Miscellaneous
298,000.00
1,397,000.00
0.00
0.00
1,397,000.00
100.00%
Expense Total:
298,000.00
1,397,000.00
0.00
0.00
1,397,000.00
100.00%
Fund: 109 - Real Estate Excise Tax Surplus (Deficit):
502,000.00
203,000.00
124,060.03
124,060.03
-78,939.97
38.89%
Fund: 111- Impact Mitigation Fee
Revenue
00 - Revenues
5,207,900.00
5,207,900.00
616,863.87
616,863.87
-4,591,036.13
88.16%
Revenue Total:
5,207,900.00
5,207,900.00
616,863.87
616,863.87
-4,591,036.13
88.16%
Expense
06 - Miscellaneous
Expense Total
Fund: 111- Impact Mitigation Fee Surplus (Deficit)
Fund: 206 - Bond Redemption Fund
Revenue
00 - Revenues 298,000.00 1,397,000.00 460.58 460.58-1,396,539.42 99.97%
Revenue Total: 298,000.00 1,397,000.00 460.58 460.58-1,396,539.42 99.97%
1,103,300.00 2,495,300.00 7,899.75 7,899.75 2,487,400.25 99.68%
1,103,300.00 2,495,300.00 7,899.75 7,899.75 2,487,400.25 99.68%
4,104,600.00 2,712,600.00 608,964.12 608,964.12-2,103,635.88 77.55%
Expense
06 - Miscellaneous
298,000.00
995,410.00
0.00
0.00
995,410.00
100.00%
Expense Total:
298,000.00
995,410.00
0.00
0.00
995,410.00
100.00%
Fund: 206 - Bond Redemption Fund Surplus (Deficit):
0.00
401,590.00
460.58
460.58
-401,129.42
99.89%
Fund: 411- Water Operating
Revenue
00 - Revenues
3,949,000.00
3,949,000.00
296,199.59
296,199.59
-3,652,800.41
92.50%
Revenue Total:
3,949,000.00
3,949,000.00
296,199.59
296,199.59
-3,652,800.41
92.50%
Expense
05 - Public Works
3,138,532.00
3,891,412.00
127,516.17
127,516.17
3,763,895.83
96.72%
06 - Miscellaneous
555,800.00
1,578,445.00
2,117.39
2,117.39
1,576,327.61
99.87%
Expense Total:
3,694,332.00
5,469,857.00
129,633.56
129,633.56
5,340,223.44
97.63%
Fund: 411- Water Operating Surplus (Deficit):
254,668.00
-1,520,857.00
166,566.03
166,566.03
1,687,423.03
110.95%
Fund: 412 - Water Stabilization
Revenue
00 - Revenues
0.00
100,000.00
4,683.03
4,683.03
-95,316.97
95.32%
Revenue Total:
0.00
100,000.00
4,683.03
4,683.03
-95,316.97
95.32%
Fund: 412 - Water Stabilization Total: 0.00 100,000.00 4,683.03 4,683.03-95,316.97 95.32%
Fund: 414 - Water Debt Service
Revenue
00 - Revenues 939,200.00 2,400,670.00 0.00 0.00-2,400,670.00 100.00%
Revenue Total: 939,200.00 2,400,670.00 0.00 0.00-2,400,670.00 100.00%
Expense
06 - Miscellaneous 939,200.00 1,144,970.00 0.00 0.00 1,144,970.00 100.00%
Expense Total: 939,200.00 1,144,970.00 0.00 0.00 1,144,970.00 100.00%
Fund: 414 - Water Debt Service Surplus (Deficit): 0.00 1,255,700.00 0.00 0.00-1,255,700.00 100.00%
2/20/2024 1:38:12 PM
Page 14 of 17
Budget Report
For Fiscal: 2024 Period Ending: 01/31/2024
Variance
Original
Current
Period
Fiscal
Favorable
Percent
Departmen...
Total Budget
Total Budget
Activity
Activity
(Unfavorable) Remaining
Fund: 421- Storm Drainage Utility
Revenue
00 - Revenues
1,745,000.00
1,745,000.00
184,657.88
184,657.88
-1,560,342.12
89.42%
Revenue Total:
1,745,000.00
1,745,000.00
184,657.88
184,657.88
-1,560,342.12
89.42%
Expense
05 - Public Works
1,819,352.00
1,850,002.00
61,299.92
61,299.92
1,788,702.08
96.69%
06 - Miscellaneous
277,100.00
320,150.00
8,262.66
8,262.66
311,887.34
97.42%
Expense Total:
2,096,452.00
2,170,152.00
69,562.58
69,562.58
2,100,589.42
96.79%
Fund: 421- Storm Drainage Utility Surplus (Deficit):
-351,452.00
-425,152.00
115,095.30
115,095.30
540,247.30
127.07%
Fund: 422 - Storm Drainage Stabilization
Revenue
00 - Revenues
0.00
0.00
2,631.12
2,631.12
2,631.12
0.00%
Revenue Total:
0.00
0.00
2,631.12
2,631.12
2,631.12
0.00%
Fund: 422 - Storm Drainage Stabilization Total:
0.00
0.00
2,631.12
2,631.12
2,631.12
0.00%
Fund: 424 - Storm Drainage Debt Service
Revenue
00 - Revenues
177,100.00
220,150.00
8,262.66
8,262.66
-211,887.34
96.25%
Revenue Total:
177,100.00
220,150.00
8,262.66
8,262.66
-211,887.34
96.25%
Expense
06 - Miscellaneous
177,100.00
220,150.00
8,262.66
8,262.66
211,887.34
96.25%
Expense Total:
177,100.00
220,150.00
8,262.66
8,262.66
211,887.34
96.25%
Fund: 424 - Storm Drainage Debt Service Surplus (Deficit):
0.00
0.00
0.00
0.00
0.00
0.00%
Fund: 431- Sewer Operating
Revenue
00 - Revenues
5,701,000.00
5,701,000.00
500,392.76
500,392.76
-5,200,607.24
91.22%
Revenue Total:
5,701,000.00
5,701,000.00
500,392.76
500,392.76
-5,200,607.24
91.22%
Expense
05 - Public Works
4,889,732.00
5,389,012.00
274,443.22
274,443.22
5,114,568.78
94.91%
06 - Miscellaneous
709,900.00
1,154,720.00
1,730.80
1,730.80
1,152,989.20
99.85%
Expense Total:
5,599,632.00
6,543,732.00
276,174.02
276,174.02
6,267,557.98
95.78%
Fund: 431- Sewer Operating Surplus (Deficit):
101,368.00
-842,732.00
224,218.74
224,218.74
1,066,950.74
126.61%
Fund: 432 - Sewer Stabilization
Revenue
00 - Revenues
0.00
100,000.00
7,008.37
7,008.37
-92,991.63
92.99%
Revenue Total:
0.00
100,000.00
7,008.37
7,008.37
-92,991.63
92.99%
Fund: 432 - Sewer Stabilization Total:
0.00
100,000.00
7,008.37
7,008.37
-92,991.63
92.99%
Fund: 434 - Sewer Debt Service
Revenue
00 - Revenues
678,900.00
1,067,720.00
3,974.78
3,974.78
-1,063,745.22
99.63%
Revenue Total:
678,900.00
1,067,720.00
3,974.78
3,974.78
-1,063,745.22
99.63%
Expense
06 - Miscellaneous
403,900.00
465,970.00
0.00
0.00
465,970.00
100.00%
Expense Total:
403,900.00
465,970.00
0.00
0.00
465,970.00
100.00%
Fund: 434 - Sewer Debt Service Surplus (Deficit):
275,000.00
601,750.00
3,974.78
3,974.78
-597,775.22
99.34%
Fund: 500 - Equipment Rental and Revolving
Revenue
00 - Revenues
1,309,800.00
3,378,200.00
68,133.64
68,133.64
-3,310,066.36
97.98%
Revenue Total:
1,309,800.00
3,378,200.00
68,133.64
68,133.64
-3,310,066.36
97.98%
Expense
10 - ER&R
801,600.00
1,165,100.00
29,507.73
29,507.73
1,135,592.27
97.47%
2/20/2024 1:38:12 PM
Page 15 of 17
Budget Report
For Fiscal: 2024 Period Ending: 01/31/2024
Variance
Original
Current
Period
Fiscal
Favorable Percent
Departmen... Total Budget
Total Budget
Activity
Activity
(Unfavorable) Remaining
Expense Total: 801,600.00
1,165,100.00
29,507.73
29,507.73
1,135,592.27 97.47%
Fund: 500 - Equipment Rental and Revolving Surplus (Deficit): 508,200.00
2,213,100.00
38,625.91
38,625.91
-2,174,474.09 98.25%
Report Surplus (Deficit): 2,814,204.00
-1,870,372.00
2,092,491.66
2,092,491.66
3,962,863.66 211.88%
2/20/2024 1:38:12 PM Page 16 of 17
CAPITAL BUDGET
Account Typ...
Fund: 302 - Capital Construction
Revenue
Expense
Fund: 302 - Capital Construction Surplus (Deficit)
Fund: 304 - Street Capital Projects
Original Current
Total Budget Total Budget
Budget Report
Group Summary
For Fiscal: 2024 Period Ending: 01/31/2024
Variance
Period Fiscal Favorable Percent
Activity Activity (Unfavorable) Remaining
370,000.00 2,650,000.00 41,097.64 41,097.64-2,608,902.36 98.45%
370,000.00 2,650,000.00 4,624.85 4,624.85 2,645,375.15 99.83%
0.00 0.00 36,472.79 36,472.79 36,472.79 0.00%
Revenue
220,000.00
2,867,000.00
165,818.26
165,818.26
-2,701,181.74
94.22%
Expense
290,000.00
2,592,500.00
6,982.18
6,982.18
2,585,517.82
99.73%
Fund: 304 - Street Capital Projects Surplus (Deficit):
-70,000.00
274,500.00
158,836.08
158,836.08
-115,663.92
42.14%
Fund: 413 - Water Capital
Revenue
2,232,700.00
2,195,700.00
105,234.28
105,234.28
-2,090,465.72
95.21%
Expense
883,400.00
2,122,225.00
4,152.42
4,152.42
2,118,072.58
99.80%
Fund: 413 - Water Capital Surplus (Deficit):
1,349,300.00
73,475.00
101,081.86
101,081.86
27,606.86
-37.57%
Fund: 423 - Storm Drainage Capital Facil
Revenue
100,000.00
100,000.00
929.59
929.59
-99,070.41
99.07%
Expense
100,000.00
100,000.00
0.00
0.00
100,000.00
100.00%
Fund: 423 - Storm Drainage Capital Facil Surplus (Deficit):
0.00
0.00
929.59
929.59
929.59
0.00%
Fund: 433 - Sewer Capital
Revenue 3,491,500.00 4,491,500.00 389,803.00 389,803.00-4,101,697.00 91.32%
Expense 369,000.00 2,265,000.00 3,461.60 3,461.60 2,261,538.40 99.85%
Fund: 433 - Sewer Capital Surplus (Deficit): 3,122,500.00 2,226,500.00 386,341.40 386,341.40-1,840,158.60 82.65%
Report Surplus (Deficit): 4,401,800.00 2,574,475.00 683,661.72 683,661.72-1,890,813.28 73.44%
2/20/2024 1:48:00 PM Page 1 of 2
Detail Report CASH & INVESTMENT Date Range: 01/01/2024 - 01/31/2024
Fund Summary
Fund
Beginning Balance
Total Activity
Ending Balance
001- Current Expense
17,340,466.27
654,192.97
17,994,659.24
002 - City Street Fund
3,973,262.66
62,769.15
4,036,031.81
003 - Stabilization Fund
3,071,749.84
14,031.15
3,085,780.99
103 - Criminal Justice
752,330.57
53,763.84
806,094.41
104 - Special Investigative Unit
100,905.54
316.85
101,222.39
107 - Community Events
393,879.33
10,960.22
404,839.55
108 - Paths & Trails
15,810.93
169.47
15,980.40
109 - Real Estate Excise Tax
6,065,090.10
124,060.03
6,189,150.13
111- Impact Mitigation Fee
8,124,687.21
608,964.12
8,733,651.33
206 - Bond Redemption Fund
100,014.85
460.58
100,475.43
302 - Capital Construction
7,950,685.54
36,472.79
7,987,158.33
304 - Street Capital Projects
2,154,009.24
158,836.08
2,312,845.32
401- Water -Sewer Utilities
0.00
0.00
0.00
403 - Water -Sewer Cumulative Reserve
0.00
0.00
0.00
411- Water Operating
4,444,997.90
166,566.03
4,611,563.93
412 - Water Stabilization
1,016,948.71
4,683.03
1,021,631.74
413 - Water Capital
8,258,227.27
101,081.86
8,359,309.13
414 - Water Debt Service
0.00
0.00
0.00
421- Storm Drainage Utility
1,784,151.08
115,095.30
1,899,246.38
422 - Storm Drainage Stabilization
571,363.28
2,631.12
573,994.40
423 - Storm Drainage Capital Facil
201,866.02
929.59
202,795.61
424 - Storm Drainage Debt Service
0.00
0.00
0.00
431- Sewer Operating
7,766,166.23
224,218.74
7,990,384.97
432 - Sewer Stabilization
1,521,908.99
7,008.37
1,528,917.36
433 - Sewer Capital
7,446,695.94
386,341.40
7,833,037.34
434 - Sewer Debt Service
863,148.28
3,974.78
867,123.06
500 - Equipment Rental and Revolving
3,784,187.48
38,625.91
3,822,813.39
631- Trust and Agency
27.00
7,418.41
7,445.41
632 - Wastewater Treatment Facil Fee
6,411,758.15
178,685.94
6,590,444.09
Grand Total:
94,114,338.41
2,962,257.73
97,076,596.14
2/20/2024 1:00:58 PM
Page 5 of 5
ORCHARD
........... ..... . .. . .........
Finance Co itte
Transportation Funding 101
0202002
Note: This is intended to illustrate the project estimates and potential fur
Discussion Overview
Cities 101- Streets Et the City Transportation System
https://youtu.be/bo,otGEBWNf8
Local Transportation Funding Options
Motor Vehicle Fuel Tax
Transportation Benefit District Fee
Transportation Benefit District Sales Tax I
Transportation Impact Fee's
Real Estate Excise Tax (REET)
Other Sources (Property Tax, Sales Tax)
Motor Vehicle Fuel Tax TIMM
Gas taxes in Washington are assessed in cents per gallon,
which means that MVFT distributions depend on the number of
gallons sold, not the price per gallon
Quick Summary
Distrlbuted to all cities and towns on a per capita basis_
Total distributions depend on arnount of gas tares collected statewide.
Revenues are restrlcted and must be used far Street.5, roads and highways_
Citles must use at Jeast D.42 for pedestrian, equestrian, or bicycle trails, unless such amount would
be 500 or less per year_
RCW: 46,68.080, 4a6.68.110
Budget Amount 2023: $285,000
• Budget Amount 2024: $285,000
• Pavement Preservation (O&M)
Actual: $302,390 '
Actual YTD): $22y916
Transportation Benefit District Fee ($20) Et Tax (0.001%) if"
Any city or town may form a transportation benefit district (TBD) under chapter 36.73 RCW to
raise revenues for transportation purposes.
The TBD vehicle license fee may be imposed in addition to the TBD sales tax if desire ,
several jurisdictions have imposed both concurrently. It is worth noting that these tw
options are imposed upon different sources - TBD vehicle license fees are paid solely
residents who own vehicles, while TBD sales taxes are paid by anyone who makes reta 1
purchases within the city. The amount of revenue a city can generate with each option
vary depending on the rates imposed, the local economy, and the number of registered
Ouick Summary
Any city that has establlshed a transportailan benefit district (TBD) may Irnpose a non -gated vehicle
Ilcense fee up to $5D or a voted vehicle license fee up to $100.
Revenues must be used for specified trans po rtatlon projects_
RCW: 82.BD.140
• Budget Amount 2023: $225,000
• Budget Amount 2024: $248,294
0 Pavement Preservation (OEM)
Actual: $248,294
Actual (YTD): $18,008
and
revenue
i city
will also
vehicles
Transportation Benefit District (TBD) Sales Tax:
A tax on all sales within the jurisdiction's boundaries dedicated for
transportation purposes
Example
1:
$10
purchase
the
TBD
Sales
Tax would
be
$0.01
Example
2:
$100
purchase the TBD
Sales Tax would
be
$0.10
• New legislation: Effective July 1, 2022, Sec. 406-407 of ESSB 5974 increases thf
maximum transportation benefit district (TBD) sales tax authority from 0.2% tc
and authorizes indefinite renewals of up to 10 years with voter approval. In ad
for TBDs that include all of the territory within the boundaries of the jurisdictic
that established the TBD, the legislation authorizes the governing board to imp
0.1% of the sales tax councilmanically (without voter approval) up to 10 years
time.
• 2023 Target: $830,763
2024 Target: $830,763
Actual: $748,940
Actual(YTD): $74,031
• Capital Project: Bethel Road Phase 1
Phasing Strategy
Phase 1: Bethel Road-Salmonberry Rd to Blueberry Rd
• Construct two roundabouts on Bethel Road at both Salmonberry Road
and Blueberry Road. While right of -way should be acquired to
accommodate the full build -out roundabout design for the 2040 horizon
year volumes, the design and number of circulating lanes required to
support opening day volumes will be determined during the design
phase. At Salmonberry Road, our analysis identified a single -lane
roundabout as an interim design. However, a two-lane roundabout with
two-lane approaches southbound and northbound on Bethel Road is
expected to be required to meet LOS standards in 2040. At Blueberry
Road, our analysis did not identify an interim design and a single -lane
roundabout is expected to meet LOS standards in 2040.
• Construct the Bethel Road segment between Salmonberry Road and
Blueberry to the Bethel Road - Typical Section A specifications including
sidewalk, bioretention swale, curb and gutter, bike lane, one travel
lane in each direction, and a raised center median.
• In order to adequately accommodate detour traffic during
construction, Ramsey Road between Sedgwick Road and Salmonberry
Road will need to be improved to meet City standards prior to
implementation of Phase 1, including resolving some existing right-of-
way issues. A preliminary cost for this improvement has been included
in the estimate for Phase 1.
Figure 10: Phasing Strategy Diagram
4
,9
• Transportation Impact Fee's
Impact fees are one-time charges assessed by a local government
against real estate developers to help pay for new or expanded pul
facilities and infrastructure that will directly address the increases
demand for services created by new development.
Quick Summery
Fee charged to developers to rnitig ate the Impacts on Infrastructure and capital facilities because of
Increased demand resulting from new development_
Revenues are restricted and may only be used for transportatlen_
May be imposed by any city, but typically Impact fees are assessed under the Growth Management
Act rather than LTA.
Does not require voter approval.
RCW*. Chapter 39.92 RCW
Budget Amount 2023: $2,052,400 Actual: $2Y 11 5Y700
Budget Amount 2024: $2,283,100 Actual(YTD): $255,960
• Capital Projects
Real Estate Excise Tax (REET)
The two main REET options for cities and towns are:
• REET 1 ("first quarter percent") - Any city or town may levy a J5% real
estate excise tax primarily for capital projects and limited main enance.
• REET 2 ("second quarter percent") - Additional 0.25% real
tax primarily for capital projects and limited maintenance,
be imposed by cities that are fully planning under GMA.
REET 1 Budget Amount 2023: $900,000 Actual: $1,056,055
REET 2 Budget Amount 2023: $900, 000 Actual: $1, 056, 055
REET 1 Budget Amount 2024: $800,000 Actual(YTD): $53,660
REET 2 Budget Amount 2024: $800,000 Actual(YTD): $53,660
Capital Projects
estat excise
but m y only
Other Sources
Property Tax: Fund 002-35% Budgeted Operations, Main ten ance, Preser ation
Sales Tax: One-time Transfers to support O,M Et P
Grants
State Transportation Funding Options (Grant)
• iransportation improvement isoara 11 ins): Overview or i irs Grant Programs — Includes urban pr gr
small city programs, and "other opportunities" that may have specialized eligibility requiremen s.
also conduct funding workshops throughout the state.
• WSDOT: Support for Local Programs — Includes state grant programs as well as federal pass-thro g
programs and federal managed programs, plus guidance, training, and technical assistance
Federal Funding
At the federal level, the Federal Highway Administration (FHWA) implements transportation
programs and offers policy guidance. For more information, see:
• WSuui: Support for Local Programs — Includes federal pass -through programs and federal managec
programs.
• FHWA: Legislation, Regulations and Guidance — Information on federal transportation fundi g bills.
Fund 002 City Street- Operations
2023-2024 Amended
Fund: 002 -City Street Fund
Biennial Budget
Beginning Fund Balance $ 2,771,168
Revenue $ 5,610,532
Expense $ 6,148,192
Ending Fund Balance $ 2,233,508
Road Way (Preservation)
Street Lighting
Traffic Control Devices
Roadside
Snow Et Ice Control
Fund 304 Street Capital Construction
TIP 1.1 Bay Street Pathway ROW $1,152,285
TIP 1.13 Lippert -Sidewalk Improvements
TIP 1.14 Sidney Safe Route to School
TIP 1.15 Pottery Non -Motorized
TIP 1.16 SR166 -Street
TIP 1.18 Tremont Phase 2 Et 3
TIP 1.19 SB 160 2A
TIP 1.2 Bay Street Pathway
TIP 1.3 Bay Street Situational Study
TIP 1.5A Old Clifton Road
TIP 1.7 Bethel Lincoln RAB
TIP 1.8 Et 1.9 Salmon Et Blueberry
Golden Street
Highway Safety Street Light Improvements
On Call ROW Surveying Et Service
Salary Et Benefits
304-Total Expenses
$2541400
$235,000
$825, 000
$1,300,000
$7321000
$600, 000
$ 5, 000, 000
$562,000
$150, 000
$2,552,400
$712,135
$7, 500
$220, 000
$95,000
$41,990
$14,639,710
Questions
TIP 1.15 Pottery Ave Non -Motorized Improvements - $2.188 million:
Project is addressing the sidewalk gap from Sunset to Clay near Tremont. Road diet and road widening to provide bikeable shoulders and
sidewalk improvements. Safety enhancement at Pottery Lippert Intersection and School Crossing.
ROW -Consulting Services
ROW -Purchases
Design (Sal Et Ben)
Construction (Sidewalk Et Pavement) Sched A
Construction (Storm Drainage) Sched A
Construction (Water Main) Sched B
Construction (Sewer) Sched B
Total
$55,000
$80, 000
$40, 000
$1,017,000
dra6im
$51,200
$0
$28, 500
$0
$50,000
$0
$237,000
$0
$709,000
$0
$ 2,188, 000
$ 79, 700
$2,108,300
Funding Sources
Current
Project Budget
Available
Budget New Project
Amendment Budget
Fund 001 /002 to 304
$0
$0
$136, 000 $136, 000
Fund 304-WSDOT TIB Grant
$650,000
$6501000
$0 $650,000
Fund 111-Transportation
Impact (TIF)
144,050
$641350
$271,950 $416,000
Fund 304-Street Construction
Balance
$407000
$401000
$0
$40,000
Fund 411 to 413 -Water
Capital
$100, 000
$100, 000
$137, 000
$237, 000
Fund 433-Sewer Capital
1 $500,000
1 $500,000
1 $209,000 1
$709,000
Total 1 $1,434,050 1 $1,354,350 1 $753,950 1 $2,188,000
ORCHARD
........... ..... . .. . .........
r D D rapital Purchases
02*20e2024 4
Note: This is intended to illustrate the project estimates and potential fundin
Discussion Overview
EREtR Budget and Purchase for Police Vehicles
2023-2024 Biennial Budget
Original budget 9 Vehicles
$6031000
Amendment 2 additional vehicles $142,000
Total for Budget
Updated cost
Budget Shortfall
$745YO00
$8469847
$101)847
ER&tR Fund Police Criminal Justice
2023 Budgeted Revenue:
Budgeted
Fund 103 -Criminal Justice $391,074
2024 Ending Fund Balance:
Budgeted
Fund 103 -Criminal Justice $155,800
Use about $10k from Fund Balance
Activity
$485,899
Over/under
+, $94825
COMMONSTREET
February 12, 2024
K. Chris Hammer, PE, PMP
City Engineer
216 Prospect Street
Port Orchard, WA 98366
539 Broadway Oo
Tacoma, WA 98402
503 747 9961
206 714 9041
info@csrow.com
www.csrow.com
Re: Scope and Fee Proposal —TASK ORDER Bethel Corridor Plan: Sedgewick Rd SR160 Parcel 1-028 Remnant
Thank you for the opportunity to prepare this scope and budget estimate for the City. It is our understanding
that Commonstreet is providing turn -key right of way services for the acquisition of a remnant of parcel 1-028.
Scope Summary and Project Understanding
The figures provided herein are based upon the email dated January 17, 2024. It is assumed that one partial
acquisition of a remnant of Parcel 1-028 abutting Sedgewick/SR 160 is needed.
At this stage, it also assumed no personal property relocations or displacements will be required and that no
design changes will occur after the initial appraisal assignment. Work shall be completed within the guidelines
of the Federal Uniform RelocationAssistance and Real Property Acquisitions Policies Act (URA), Washington
State Department of7ransportation (WSDOT) Local Agency Guideline Manual, the City's approved Right of Way
Procedures and all applicable state laws. It is further assumed no WSDOT ROW Certification will be required
and that all ROW activities will be conducted so that aspects of the project remain eligible for federal funding,
to include:
• Use of Administrative Offer Summaries or appraisal or appraisal review services, LAG 25.5.
• Offers to be made under threat of eminent domain, LAG 25.44-.45, LAG 25.93.
It is assumed that subconsultant survey services will be required to describe the partial acquisition and that the
value of the acquisition exceeds $25,000 and/or presents a complex valuation problem.
Scope of Services
Task 1.0 — Project Management
• Prepare for and lead monthly Right of Way Task Force Meetings;
• Respond to inquiries and needs identified by your Agency and/or Project Stakeholders;
• Provide written and oral status updates on parcel acquisitions and relocations;
• Provide oversight to all aspects of the right of way program including title, negotiations, relocations, closing
preparations and certification tasks;
• Review Agency's approved Right of Way Procedures;
• Develop and execute the Right of Way program in compliance with Uniform Act and WSDOT requirements;
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COMMONSTREET
CONSULTING
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• Maintain quality control/quality assurance protocols in the execution of the right of way task;
• Substitute Commonstreet staff with different classifications with same or lower rate where appropriate;
• Management of Title, Escrow, Survey and Appraisal sub -consultants; and
• Coordinate appraisal and appraisal review tasks/prepare Appraisal Waivers -Administrative Offer Summaries (AOS) as
needed.
Task 2.0 - Title Review and Conveyance Documents Drafts
• Create state and federal compliant project files for each parcel;
• Review title reports for each parcel and recommend clearance/acceptance of each exception;
• Request the City order new and/or updates to existing title commitments;
• Once a parcel's title interest has been reviewed, identify method of clearance per Agency direction;
Prepare documents needed to clear liens or encumbrances;
Prepare Determinations of Just Compensation, Purchase and Sale Agreements, offer letters and all documents
needed to convey temporary and/or permanent property interests;
Review City -prepared templates for State and Federal compliance.
Task 3.0 - Appraisal and Appraisal Review Coordination
• Prepare Appraisal Waivers -Administrative Offer Summaries (AOS) where allowable, or
• Coordinate appraisal task with any subconsultants as necessary. Provide all documentation required to complete
appraisal reports and integrate findings into offer packages;
• Review appraisal/valuation and appraisal review reports for each affected parcel;
• Review design elements with City's design team.
Task 4.0 - Negotiations, Administrative Settlements and QA/QC
• Review appraisal/valuation reports for each affected parcel, review design elements with City's design team;
• Contact property owners, present offers, negotiation compensation and settlement terms.
• As needed, prepare Administrative Justifications compliant with Agency and WSDOT requirements;
• Facilitate execution of offer package/conveyance documents, deliver executed offer package to Agency for payment
processing and recording.
• As needed, prepare Administrative Justifications compliant with Agency and WSDOT requirements;
• Facilitate execution of offer package/conveyance documents, deliver executed offer package to Agency for payment
processing and recording.
Task 5.0 — Escrow/Payment Processing and Recording
• Where escrow is utilized, provide escrow instructions as to payment and closing terms;
• Provide City with property owner executed payment vouchers;
• Facilitate recording of all conveyance documents;
• Secure proof of payment.
Task 6.0 - File Close Out.
• Prepare finalzed acquisition files (electronic and/or hard copy) to the agency.
SCOPE AND FEE PROPOSAL 1124th Ave SE and Gleason ST
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SCOPE AND FEE TABLE SUMMARY
Task 1.0 - Project Management
Project Manager @ $185.00 @ 35 hrs $6,475
Tasks include client and stakeholder communications; leading
Senior Project Manager @ $208.00 @ 5 hrs $1,040
of task force meetings, risk management tasks affecting the
right of way program and schedule and budget controls.
Sub -consultant survey legal descriptions $5,100
Manage sub -consultant survey process.
Task 2.0 - Title Review and Conveyance Documents Drafts*
Senior Right of Way Agent @ $155.00/hr @ $930
Tasks include requesting City order reports, reviewing title
12 hrs
reports and supplementals for all affected parcels,
establishing ownership data, identifying clearance items,
Senior Project Support Specialist @
drafting all conveyance documents and vouchers, and
$155/hr@ 6 hrs $930
clearing title encumbrances, as needed.
Task 3.0 - Appraisal and Appraisal Review Coordination**
One (1) Narrative Appraisal $6,000
Tasks include preparing Administrative Offer Summary (AOS)
or coordinating appraisal task and any subconsultants, as
One (1) Review Appraisal $1,500
necessary; providing all documentation required to complete
appraisal reports and integrating findings into offer packages.
Task 4.0 - Negotiations, Administrative Settlements, QA/QC
Senior Right of Way Agent @ $155.00/hr @ $12,710
Includes project file set-up, reviewing of all appraisal and
82 hrs
compensation data, delivering offer package and negotiating
Senior Project Support Specialist @
settlements.
$155/hr@ 6 hrs $930
Task 5.0 — Escrow/Payment Processing and Recording
Senior Right of Way Agent @ $155.00/hr @ $620
Includes either setting up client escrow account or facilitating
4 hrs
execution of all conveyance documents, payment vouchers
and closing data along with recording of conveyance
documents and closing of acquisition file.
Task 6.0-File Close Out
Senior Right of Way Agent @ $155.00/hr @ $440
Includes either setting up client escrow account or facilitating
estimated 8 hrs
execution of all conveyance documents, payment vouchers
and closing data along with recording of conveyance
documents and closing of acquisition file.
Sub Total
$36,675
Other Direct Costs (ODC's)
Mailing, Copying, Printing
$120
Mileage at Allowed Rate
$460
Grand Total - Services and ODC's
$36,855
* Assumes all title reports and escrow fees will be born directly by the City and no design changes will affect the
appraisal assignment. **Appraisal fees would be based on fee schedule of available appraisers at the time of the
assignment.
SCOPE AND FEE PROPOSAL 1124th Ave SE and Gleason ST
CITY OF PORT ORCHARD
aw,; Department of Community Development
auk,; 216 Prospect Street
Port Orchard, WA 98366
Phone (360) 874-5533 'Fax (360) 876-498o
Memorandum
To: Mayor Putaansuu and Members of the City Council
From: Nicholas Bond and Denis Ryan
Date: January 26, 2024
Re: Need for a Real Estate Specialist Position with the City
At Issue: The City has historically relied on consultants to perform real estate acquisition
services on an as needed basis. Due to growth in the city and a pipeline of infrastructure
projects that will require real estate acquisition services, the city should evaluate whether a
full-time real estate acquisition specialist is needed rather than relying solely on consultants.
The case for such a position should be evaluated by looking at historic expenditures on real
estate acquisition consultants, looking at the pipeline of projects for which real estate
services will be required, and by evaluating other synergies that would be created by having
this position in house.
Historic Expenditures: The city has recently been using 2 firms to provide real estate
services. Tierra ROW has been contracted to perform work on the Bay Street Pedestrian
Pathway project and has been working on this project for several years. Common Street
was more recently hired as an on -call ROW consultant to hire more minor acquisition
projects as they emerge.
In 2023, the City's expenditures for Tierra ROW Services and Common Street ROW
Services were as follows:
Tierra: $116,487
Common Street: $50,836
Pipeline Projects: The city has significant ROW consulting needs beginning in 2024, in
addition to ongoing work carrying over from previous years. Projects are as follows:
The Bethel Sedgwick Corridor projects: Bethel Phase 1 design work is under way
and later in 2024, the city will begin work on ROW acquisition. There are at least 44
properties that will need to be acquired for this project to be constructed. Recently
city staff learned that construction for this project will likely be delayed until 2027 due
the amount of time that it will take to fully acquired the ROW needed for this project.
The City's design contract for this project includes $133,328 in budget for a ROW
agent. This contract could be revised such that this acquisition be handled in-house
by a new Real Estate Specialist.
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In addition, The Home Depot project on Bethel is at risk because they don't want to
build a store until Bethel Phase 1 has been completed. Hiring an in-house ROW
agent would potentially accelerate these acquisitions compared to relying on
consultants who are perpetually understaffed. Looking beyond the acquisitions for
phase 1 to be completed in 2024 and 2025, phases 2-5 of this project will require the
acquisition of at least 127 additional properties. There are 5 of these future phase
properties in the budget for acquisition in 2024. This work could be performed in-
house if we had the personnel.
Old Clifton Road Projects: The City has projects planned on Old Clifton Road and
has contractual commitments in the McCormick Woods Transportation agreement to
acquire ROW for mitigation projects to be constructed by McCormick Communities.
This work will be subbed to a consultant in the absence of an in-house position for
this work.
Pottery Avenue Project: The city has a grant to improve Pottery between Tremont
and SR-16. The City's consultant is currently working to acquire the ROW needed
for this project. This work could have otherwise been performed in house.
Bay Street Pedestrian Pathway: The City's consultant continues to work to wrap
up ROW acquisition on this project. Due to this project being in progress, the city
would not want to assign this work to someone new, but in the future projects like
this could be handled in-house.
Bay Street Sewer Lift Station (Bay Ford): The City needs assistance to acquire
the needed property or easement for replacement of this sewer lift station.
Parks: The City's Parks plan calls for the acquisition of dozens of properties for
parks, recreation, and conservation purposes in the coming years. Moreover, there
are numerous grants to acquire parks properties, but the staff resources that would
be needed to manage real estate consultants mean that the City isn't able to go after
these projects at this time.
Waterfront Redevelopment: As Port Orchard continues to implement the
downtown master plan, additional real estate negotiations and transactions will be
required.
Acquisitions for future facilities: The City is currently negotiating the purchase of
730 Prospect Street. This agreement is being handled by the City Attorney but could
easily be handled by a real estate specialist at less cost.
Other Functions:
Development Agreements for Infrastructure: The City has around 20 contracts
with developers whereby the developer is to construct infrastructure and provide
easements or deeds. These tasks are currently handled by city staff with assistance
from the City Attorney. Going forward, a real estate specialist could handle these
tasks.
DNR Leases: The City holds numerous leases with DNR along the waterfront.
Currently, the city attorney is tasked with negotiating changes to these leases
including extensions every 5 years. This work could be handled by a real estate
specialist.
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Street Vacations: Street vacations are currently handled by the City Clerk's office.
A Real Estate Specialist could potentially assist with street vacations in the future.
Surplus Properties: The City has numerous surplus properties that have not been
disposed of due to staffing issues in the Clerk's office. A Real Estate Specialist
could take the lead in selling city properties that are surplus to the city's needs.
Conclusion: The City's Public Works and Community Development Directors agree that
there is sufficient real estate work in the City to justify the creation of a Real Estate
Specialist Position. It is expected that annual use of the on -call consultant will continue in
future years at around $50,000 per year and the city will likely save money and get greater
output by relying on in-house personnel as described above. We believe that contract
C083-22 could also be revised to remove $133,328 in expenditure on a ROW consultant
and instead hire someone to perform this task. There will be sufficient work in the coming
years that would normally be sent to a consultant that would keep an in-house real estate
specialist busy.
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