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Ordinance No. 2021-15 Relating to 1st Qtr Budget & CIP-Approved 052521Page 1 of 2 ORDINANCE NO. 2021-15 AN ORDINANCE of the City of Bainbridge Island, Washington, amending the 2021-2022 biennial budget and associated provisions of the 2021-2026 Capital Improvement Plan and providing for uses not foreseen at the time the budget was adopted. WHEREAS, on November 24, 2020, the City Council adopted the 2021-2022 biennial budget via Ordinance No. 2020-31; and WHEREAS, on February 23, 2021, the City Council adopted funding for carryover items for work funded in 2020 but to be performed in 2021 via Ordinance No. 2021-08; and WHEREAS, a number of situations have occurred during 2021 which require the City to expend money on items, projects, and categories not included in the 2021 budget and to adjust the 2021-2026 Capital Improvement Plan accordingly. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BAINBRIDGE ISLAND, WASHINGTON, DOES ORDAIN AS FOLLOWS: Section 1. Ordinance No. 2020-31 and the 2021 budget, as modified by Ordinance No. 2021-08, are amended as shown in the attached Exhibit A. Section 2. In that some of the budget expenditures that are the subject of this ordinance directly relate to the City’s 2021-2026 Capital Improvement Plan, the 2021-2026 Capital Improvement Plan is hereby correspondingly amended as to the related expenditures that are the subject of this ordinance, as described and shown in the attached Exhibit A. Section 3. The City’s Finance Director is authorized and directed by this ordinance to make the necessary changes to the 2021-2022 biennial budget and the 2021-2026 Capital Improvement Plan. The Finance Director is further directed to make sufficient interfund equity transfers from the appropriate funds to cover the added amounts authorized by this ordinance. Section 4. Severability. Should any section, paragraph, sentence, clause, or phrase of this ordinance, or its application to any person or circumstance, be declared unconstitutional or otherwise invalid for any reason, or should any portion of this ordinance be preempted by state or federal law or regulation, such decision or preemption shall not affect the validity of the remaining portions of this ordinance or its application to other persons or circumstances. Section 5. This ordinance shall take effect and be in force five (5) days from its passage and publication as required by law. PASSED by the City Council this 25th day of May, 2021. APPROVED by the Mayor this 25th day of May, 2021. Page 2 of 2 Rasham Nassar, Mayor ATTEST / AUTHENTICATE: FILED WITH THE CITY CLERK: April 30, 2021 PASSED BY THE CITY COUNCIL: May 25, 2021 PUBLISHED: May 28, 2021 EFFECTIVE DATE: June 2, 2021 ORDINANCE NO: 2021-15 Attached: Exhibit A 2021 BUDGET AMENDMENTS Presented to City Council Approved on May _____, 2021 SUBJECT DESCRIPTION FUND / Department Change amount requested Change to Appropriation On-going Business grants This item increases appropriation authority and amends the 2021 budget for local business grants approved by Council on February 23, 2021. General Fund / Finance 210,000$ Increase No Council salary Increase This item increases appropriation authority and amends the 2021 budget for Salary Commission determination to increase Council salaries as stated in a letter from the Salary Commission to City Council dated April 19, 2021. General fund / City Council 200,000$ Increase Yes City Hall Repairs This item increases appropriation authority and amends the 2021 budget for professional design services and additional car decking, plywood, and insulation for City Hall Repair project as approved by Council on April 13, 2021. General Fund / Public Works 90,602$ Increase No Council Chamber broadcasting upgrades This item increases appropriation authority and amends the 2021 budget for activities related to the City's computer equipment and various other IT related needs for Council Chamber programming. This project is eligible for PEG funding. General Fund / Information Tech 25,000$ Increase No Interlocal agreement for trail maintenance This item increases appropriation authority and amends the 2021 revised budget for City of Bainbridge Island and BI Metropolitan Parks & Recreation Distict for trail construction, maintenance and other activities related to the ILA approved by Council on January 26, 2021. General Fund / Executive 20,000$ Increase No Electric Car Charging Station This item reduces the General Fund support for the purchase and installation of an electric car charging station. Overall project spending does not change. General Fund / Public Works (25,000)$ Decrease No TOTAL GENERAL FUND EXPENDITURE INCREASE 520,602$ Sustainable Transportation Plan This item increases appropriation authority and amends the 2021 budget for amendment No.2 to the Nelson Nygaard design services contract as approved by Council on April 27, 2021. Streets Fund / Public Works 38,500$ Increase No Electric Car Charging Station This item increases appropriation authority and amends the 2021 budget for the purchase and installation of an electric car charging station. This item was approved as a carry over request from 2020. Finance team has determined the operating expense more appropriately fits in the Streets Fund as opposed to the General Fund where the item was originally budgeted. Streets Fund / Public Works 25,000$ Increase No Exhibit A to Ordinance No. 2021-15 Ord_2021-15_Attachment_A_-_Q1_Budget_Amendments 1 of 3 SUBJECT DESCRIPTION FUND / Department Change amount requested Change to Appropriation On-going Safe Routes to School This item increases appropriation authority and amends the 2021 budget for the safer routes to school implementation as approved by Council on January 26, 2021. Project spending is in the Street Fund and project funding is from Council contingency budget. Streets Fund / Public Works 7,500$ Increase No TOTAL STREET FUND EXPENDITURE INCREASE 71,000$ Traffic calming solar powered speed signs This item increases appropriation authority and amends the 2021 budget for the purchase of eleven (11) solar powered radar speed signs as approved by Council on March 9, 2021. Transportation Benefit Fund / Public Works 70,000$ Increase No Grow Avenue design and traffiic calming handbook This item increases appropriation authority and amends the 2021 budget for the development of a City traffic calming policy handbook and an associated preliminary design for calming and safety projects on Grow Ave as approved by Council on March 23, 2021. Transportation Benefit Fund / Public Works 35,000$ Increase No Madison Avenue Non-Motorized / Utility project This item increases appropriation authority and amends the 2021 budget for the concept design options and cost estimates for combining the Madison Ave non-motorized and utility projects as approved by Council on March 23, 2021. Transportation Benefit Fund / Public Works 25,000$ Increase No TOTAL TRANSPORTATION BENEFIT FUND EXPENDITURE INCREASE 130,000$ Dry Fire Sprinkler Replacement This item increases appropriation authority and amends the 2021-2026 CIP for the replacement of the dry fire sprinkler at the Public Works Yard. Capital Construction Fund / Public Works 25,000$ Increase No Country Club Bulkhead Reconstruction This item increases appropriation authority and amends the 2021-2026 CIP for the permit fee associated with the Country Club Bulkhead Reconstruction project that was postponed to 2023. Capital Construction Fund / Public Works 15,000$ Increase No TOTAL CAPITAL CONSTRUCTION FUND EXPENDITURE INCREASE 40,000$ Winslow Fire Flow Improvements This item increases appropriation authority and amends the 2021-2026 Capital Improvement Plan for the Winslow Fire Flow Improvement capital project. This request moves project spending forward from 2022 to 2021. This request does not increase project spending in total. Water Fund / Public Works 110,000$ Increase No TOTAL WATER FUND EXPENDITURE INCREASE 110,000$ Ord_2021-15_Attachment_A_-_Q1_Budget_Amendments 2 of 3 SUBJECT DESCRIPTION FUND / Department Change amount requested Change to Appropriation On-going Yeomalt Emergency Repair This item increases appropriation authority and amends the 2021 budget for the drainage pipe repair required on NE Yeomalt Point Drive. Resolution 2021- 06 Proclaiming and Declaring an Emergency at NE Yeomalt Point Drive and Approving Emergency Work was approved by Council on February 9, 2021. Stormwater Fund / Public Works 35,000$ Increase No TOTAL STORMWATER FUND EXPENDITURE INCREASE 35,000$ TOTAL BUDGET AMENDMENTS 906,602$ Ord_2021-15_Attachment_A_-_Q1_Budget_Amendments 3 of 3 Date: May 11, 2021 To: City Council Ellen Schroer, Interim City Manager From: Kim Dunscombe, Budget Manager Subject: 1st Quarter Budget Amendments The Finance and Administrative Services Department brings budget adjustments to Council for consideration on a regular basis. Attached for Council’s consideration is an ordinance with first quarter budget amendments. The proposed ordinance also includes an amendment to the 2021 – 2026 Capital Improvement Plan. The following 15 budget amendments are proposed: Capital Requests – 3 items, Total of $150,000 • Dry Fire Sprinkler Replacement – In December 2020, a leak developed in the dry fire protection sprinkler piping system for the vehicle storage area at the Public Works O&M Facility. An investigation revealed the piping system was beyond repair and in need of total replacement. Total project cost is $60,000. Funding for part of this project will come from the deferral of City Hall HVAC repair which is $35,000. This request is for the remaining $25,000. • Country Club Bulkhead Reconstruction Project – In the 2019-2020 Revised Budget this operating project was planned for construction in 2020. As work progressed , it became clear this qualified as a capital project. Through the 2021-2026 Capital Improvement Plan development, Council made a motion to postpone this project until 2023. Therefore, this project has no funding in 2021. However, since the project started in 2019, staff has spent a considerable amount of time and professional services for project design required to continue for the application of Army Corps of engineer permit. This $15,000 request would allow design work that is almost complete to continue and be completed in 2021. • Winslow Fire Flow Improvements – As part of the street and utility work planned for the east side of Wyatt Way in conjunction with the Wyatt Way Reconstruction Project and the Annual Drainage Projects, the staff have identified a critical water main replacement/upgrade that could be efficiently added to the scope of work. Construction funding for this project is included in the CIP, but staff is requesting shifting budget of $110,000 from 2022 to fund the project in the current year. Total project cost does not change. Operating Request –11 items, $756,602 • Business Grants – On February 23, 2021 Council authorized a budget amendment for a total of $210,000 for the following items: o Establish a Bainbridge Island Small Business Relief Program in the amount of $200,000. o An agreement with Kitsap Economic Development Alliance to administer the Bainbridge Island Small Business Relief Program in the amount of $5,000. o An additional $5,000 for outdoor venue purchases. • Council Salary – In a letter from the Salary Commission to City Council dated April 19, 2021 the Salary Commission legally determined, effective immediately, all Members of City Council salary should be $36,000 per year and each Council-elected Mayor shall receive $48,000 per year. A budget amendment in the amount of $200,000 is required to cover additional salaries and associated benefits. • City Hall Repairs – On April 13, 2021 Council approved a budget amendment in the amount of $20,602 for needed additional services related to roof repair design, submittal review, engineers’ estimate, change order evaluation, and inspection. Also, on April 13th, Council approved a budget amendment in the amount of $70,000 for additional car decking, plywood, and insulation in the lower roof area which was found to have water damage due to a leaking mid-roof gutter and flashing. • Council Chamber Broadcasting Upgrades – In the process of upgrading the audio-visual control room in the Chambers, staff discovered required upgrades to Extron equipment, which is a piece of hardware that tells the system what information is to feed the broadcasts. Staff also identified the need for new monitors on the dais. In a ddition, we added a new “Zoom hybrid” capability to the Chambers. This $25,000 adjustment allows meeting participants to attend meetings from in the Chambers, or remotely via Zoom, with both types of attendees appearing on the meeting broadcasts/recordings. These upgrades are funded with Public, Education & Government (PEG) restricted cable fee revenue. • BI Parks Interlocal Agreement – On January 26, 2021 Council authorized a budget amendment in the amount of $20,000 to support activities associated with execution of the Interlocal Agreement (ILA) between the City and Bainbridge Island Parks District. The ILA is a partnership intended to share resources and create efficiencies in performing certain trail construction and maintenance, native planting and shor eline restoration, landscaping, mowing, weeding, and other similar operations and functions. • Sustainable Transportation Plan – On April 27, 2021 Council authorized a budget amendment in the amount of $38,500 for the design professional services agreement associated with the City’s sustainable transportation plan. The amendment is needed for additional meetings with the Task Force and the Technical Advisory Committee, and to extend the timeframe of the contract through September 2021. • Safer Routes to School – On January 26, 2021 Council approved a budget amendment in the amount of $7,500 for a proposed plan that would ease congestion associated with the return-to-school plan. The proposed spending was from the Council Contingency budget within the General Fund. Spending for this project is transportation related, and therefore spent out of the Street Fund. This request increases Street Fund budget and reduction of the Council Contingency budget by $7,500. • Traffic Calming Solar Powered Speed Signs – On March 9, 2021 Council approved a budget amendment in the amount of $70,000 for the purchase of 11 solar powered radar speed signs to reduce vehicle speeds in locations where speeding has been identified as a concern and there is a high presence of pedestrians and bicyclists. • Grow Avenue Traffic Calming Design and Traffic Calming Handbook – On March 23, 2021 Council authorized a budget amendment in the amount of $35,000 for the following three items; o $15,000 for the development of an Island-specific traffic calming handbook for reference in the development of neighborhood traffic calming projects. o $10,000 for community engagement and a preliminary analysis of traffic calming options for Grow Avenue. o $10,000 for a preliminary analysis of traffic calming and safety enhancements at the Grand Forest Miller Road crossing o And formal solicitation of traffic calming requests from the community for evaluation later in the year. • Madison Ave Non-motorized and Utility Project – On March 23, 2021 Council authorized a budget amendment in the amount $25,000 for the evaluation of combining three priority projects (Madison Sidewalk, Village Basin Sewer Improvements, and Madison Reconstruction) into one project for cost efficiencies and to mitigate limitations on staff resources by focusing on a series of improvements along one corridor in a single project. • Yeomalt Emergency Stormwater Repair – Resolution 2021-06 Proclaiming and Declaring an Emergency at NE Yeomalt Point Drive was approved by Council on February 9, 2021 for $35,000. Winter storms accelerated the deterioration of existing drainage facilities in NE Yeomalt Point Drive and caused local flooding of the public road and adjacent property and homes. O&M crews provided 24-hour pumping operations. Technical Request – 1 item, zero budget impact • Electric Car Charging Station – This item was originally approved for funding during the 2020 Modified Budget process fall of 2019 and was recently approved to continue the project through the 2020 carryforward ordinance. Funding for this project was planned in the General Fund. After further discussion, Finance has determined the Street Fund is more appropriate for this type of project. This request moves spending authority from the General Fund to the Street Fund and does not increase over-all spending. Thank you for your consideration of these requests.