11/25/2002 - Work Study - Minutes-Study SessionPort Orchard, Washington
November 25, 2002
Council of the City of Port Orchard, Washington, called to order for a Study Session by Mayor Pro-tem Don
Morrison at 9:50PM at City Hall, 216 Prospect Street.
Council members present: John Clauson, Don Morrison, Rick Wyatt, Robert Geiger, Ron Rider, and Todd
Cramer. Councilwoman Carolyn Powers excused.
Staff present: Police Chief Townsend, City Treasurer Tompkins, City Engineer Curies, Court Administrator
Hunt, City Attorney Amann, and City Clerk Parks.
Mayor Pro-tem Morrison announced the purpose of this Study Session is to review and discuss the City's
Preliminary 2003 Budget.
Mayor Pro-tem Morrison requested City Treasurer Kristine Tompkins review the Preliminary 2003 Budget.
During her presentation she highlighted the following proposed expenditure and revenue changes for the
2003 budget.
EXPENDITURE CHANGES:
CURRENT EXPENSE
Library (Decrease due to mill rate approx. $.47/AV)
Library Repairs
Maintenance of Public Restrooms (Hotel/Motel)
Tripp Property
City Clerk's Salary (overlap)
City Clerk's Benefits
Salary in Negotiation
Computer Software Springbrook Report Writer
Web Page Annual Hosting Fee
Operating Transfer Out (Police Car 303}
Laser Radar
Refurbish Crime Scene Van
Court Filing Cabinet
Court TV & VCR
City Hall Reserve
CE EXPENDITURES
STREET
Red Barn Clean Up & Demolition
Transfer to CE for Red Barn Clean Up Expenses
Red Barn Closing Costs
KRCC Federal Highway Funding Project
MVET Excess -Street Paving Program
Alley Paving
STREET EXPENDITURES
CE & STREET EXPENDITURES
001
001
001
001
001
001
001
001
001
001
001
001
001
001
001
001
101
101
101
101
101
101
101
001/101
(10,362.00)
10,362.00
2,500.00
65,000.00
13,41.0.00
4,290.00
4,140.00
5,000.00
500.00
36,000.00
1,000.00
1,742.00
1,800.00
350.00
6,115.00
130,000.00
10,711.00
2,000.00
1,500.00
3,265.00
10,000.00
$141,847.00
$157,476.00
$299,323.00
November 25, 2002
Page 2 of 5
REVENUE CHANGES:
CJ Violent Crime/Population Carryover 001 2,742.00
Property Tax Increase 001 29,655.00
Sales Tax Increase 001 33,150.00
Bingo & Raffles 001 1,000.00
Liquor Control Board Profits 001 3,000.00
Adult Probation Service Increase 001 2,000.00
Public Defense Cost 001 1,500.00
Transfer In from Street Red Barn Clean Up Expenses 001 10,711.00
Transfer In from Cum Res. Mun. Facilities (Tripp Prop) 001 65,000.00
Transfer In from Hotel/Motel Tax 001 2,500.00
Transfer In from Computer Reserve 001 5,000.00
Reimbursement of Red Barn Demolition Costs 101 20,000.00
Sale of Asset (Mitchell Property) 101 159,000.00
Motor Vehicle Excise Tax Excess-Street Purposes 101 3,265.00
Cash Carryover Decrease (Red Barn Costs 2002) 101 (39,200.00)
CE & STREET REVENUE 001/101 $299,323.00
OVER/SHORT REVENUE 001/101 $0.00
.sJ.1L
REVENUE-Confiscated & Forfeited Property 104 200.00
EXPENSE -Pay State 1 0% of Confiscated Property 104 (200.00)
TOTAL 104 $0.00
CUM RES EQB EQUI~ BE~L8CE
REVENUE -Operating Transfer In (001) 303 36,000.00
EXPENSE -Police Cars 303 (36,000.00)
TOTAL 303 $0.00
W8TEB-SEWEB
REVENUE-Cash Carryover Increase 401 34,702.00
REVENUE-Sewer Service Charges (6mos @+$2.00) 401 48,924.00
EXPENSE -Increase to WWTF City Share (562,626) 401 (83,626.00)
TOTAL 401 $0.00
W8SIEW8IEB IBE8IME~I E8CILIIY
REVENUE-Loan Proceeds 404 2,280,000.00
EXPENSE -Pre-purchase Membrane 404 (2, 1 00,000.00)
EXPENSE-Design (1, 176,338 total) 404 (180,000.00)
TOTAL 404 $0.00
PROJECTS TO BE CARRIED OVER TO 2003
Police Range Design -Cum Res. Mun. Facilities
Mitchell Point Property-Cum Res Mun Facilities
Backhoe
(Trade-In $6,000, $30,000 Equip. Reserve, $42,000)
Cash Carryover
Treasurer Estimate
Mayor
Red Barn Adjust
Grim Justice
MVET
Backhoe
Committee
ULID Reserve
Total Cash Carryover
Treasurer
Mayor
Committee
Total
2003 Budget
Departments
Mayor
Committee
Carried Over
001
500,000.00
100,000.00
2,742.00
$602,742.00
Property Tax
881,312.00
29,655.00
$910,967.00
001
4,589,848.00
(45,850.00)
141,847.00
90,000.00
101
100,000.00
(39,200.00)
3,265.00
$64,065.00
101
875,800.00
(8,296.00)
157,476.00
001
001
401
401
220,000.00
42,000.00
34,702.00
50,000.00
$346,702.00
Sales Tax
1,900,000.00
100,000.00
33,150.00
$2,033,150.00
401
3,192,370.00
83,626.00
78,000.00
10,000.00
80,000.00
78,000.00
November 25, 2002
Page 3 of 5
Total 2003 Budget
2002 Budget
$4,775,845.00 $1,024,980.00 $3,353,996.00
$5,131,842.00 $906,580.00 $3,294,500.00
% Increase/Decrease -6.937% 13.060% 1.806%
001/101 Combine Decrease of 3.935% over 2002
Red Barn Mitchell Revenue Expenses
Sale of Asset 159,000.00 001 1 0, 711.00 Actual (St to reimb C E)
Reimb Demolition 20,000.00 101 39,200.00 Actual
101 130,000.00 Engineer's Estimate
101 2,000.00 Closing Costs Estimate
Total $179,000.00 $181,911.00
November 25, 2002
Page 4 of 5
Finance Committee Chair Geiger confirmed that the combined proposed budgets for the 2003 Current
Expense and Street Funds represent a decrease of 3.935% from the 2002 Budget. He reviewed the
Committee's analysis process of how Supplemental Budget requests were prioritized.
Mayor Pro-tem Morrison opened floor for Council discussion.
Councilman Clauson presented an additional item under the Community Events Fund 107 for consideration.
At the August 12, 2002 City Council meeting, Councilman Clauson had reported on meetings he and the
Mayor attended with Port Orchard Farmers' Market representatives to address two issues: the applicability of
the City's Business License Program to Farmer's Market Vendors and the Public Event Permit fees for the
Farmers' Market:
*Business l jcense Program: Farmers' Market representatives had reported that the implementation of
Business License Fees was causing seasonal and hobby vendors to leave the Market. This reduction
of vendors had put the Saturday Market in jeopardy. After discussion, Council determined that
Vendors participating in the Port Orchard Farmers' Market are subject to the Business License
Program unless specifically exempted by state or city statutes. At the August meeting, Council
members expressed their desire to help preserve the Market as a viable community event and tourist
attraction.
Mr. Clauson stated he believed the Council had made a commitment to the Farmers' Market
organization that during budget development the City would provide funding to pay the Farmers'
Market organization an amount equivalent to the total that market vendors pay in Business License
Fees. This funding would be dedicated to advertising and promoting the Saturday downtown Port
Orchard Farmers' Market. In August, it was suggested that the revenue source for this funding could
either be from Lodging Tax (Hotel/Motel) Revenue or from business license revenue received in
excess of business license program expenses.
At the request of Council members Clauson and Wyatt, the Council by consensus directed the City
Treasurer to include a 2003 funding allocation in the amount $1,020 from the Lodging Tax
(Hotel/Motel) Special Projects Account for the Port Orchard Saturday Farmer's Market.
* Public Event Permit fees: By Council action in August the annual Farmers' Market application was
recognized as one event instead of each Saturday Market being a separate event with the
understanding permit fees that the Market had paid for each Saturdays after the August 12th meeting
would be reimbursed to the Market. City Attorney Combs generously offered and has made a donation
to the Port Orchard Farmers' Market in the amount of $150 in lieu of the City reimbursing the permit
fees for the remainder of the 2002 Market season.
Note for the record: During the regular City Council meeting held just prior to this Study Session
(November 25, 2002) the City Council authorized that an additional $21,253.00 STP(N) funds be allocated
to the Bay Street/Frederick Avenue Intersection Improvement Project. This allocation will be carried
forward and included in the 2003 Budget Ordinance, along with the City match.
Councilman Rider presented a request from Gil Michael, Chair of the Port Orchard Planning Commission
seeking funding in the amount of $500 for training, hosting meetings, city research tours, and miscellaneous
expenses to carry out Planning Commission duties.
Councilman Geiger, Finance Committee Chair, reported that the Committee had previously discussed this
request and it had been reviewed along with other supplemental budget requests. Unfortunately, with the
November 25, 2002
Page 5 of 5
decease in revenues that have been experienced and additional decreases that are expected, there are not
sufficient anticipated revenues to fund all requests. The Mayor and Finance Committee had the difficult
responsibility of prioritizing supplemental requests and could not recommend implementing funding a new
budget item for training, travel and administrative costs for the Planning Commission. It was noted that a few
Planning Commissioners have attended training and citywide tours have been facilitated under the Public
Works Department.
Mayor Pro-tem and council members thanked the City Treasurer for her presentation and job well done in
shepherding city staff and elected officials through the budget development process.
By consensus from the full Council, the City Council directed the City Treasurer to prepare a draft budget
ordinance for consideration at the 2003 Budget Public Hearing scheduled for 7:30 pm on December 2, 2002.
The draft budget ordinance is to include all items presented by the City Treasurer, funds carried forward for
Bay Street/Frederick Avenue Intersection Improvement Project, and the $1,020 allocation to Farmers'
Market organization from the Community Events (Lodging Tax revenue) Fund.
As no further discussion on the proposed 2003 city budget as presented, Mayor Pro-tem Morrison closed the
Study Session and adjourned the Council at 10:30 p.m.
a£__of!4
Patricia Parks, City Clerk M¥r~ Don Morrison, Mayor Pro-tem