HomeMy WebLinkAboutPackets - Council Packets (777) AGENDA
ORO VALLEY TOWN COUNCIL
BUDGET WORK SESSION
MAY 29, 2008
ORO VALLEY TOWN COUNCIL CHAMBERS
11000 N. LA CANADA DRIVE
BUDGET WORK SESSION - AT OR AFTER 5:30 p.m.
CALL TO ORDER
ROLL CALL
1. Follow-up Discussion
and Items from May 28, 2008 Budget Work Session
2. Discussion of the recommended 5 new positions
• Safety and Risk Manager in Human Resources
• Court Clerk in Magistrate Court
• Assistant
Planning & Zoning Director in Planning & Zoning
• Part-time Office Assistant in Planning & Zoning
• Planner in Planning & Zoning
• Meter Reader Supervisor in Water Utility
3. Community Funding
Discussion - Subcommittee Recommendations
Discussion
4. Discussion regarding the FY 2008/09 Town Manager's Recommended
tainabilit Forecast for the General Fund and the
Budget and 10-Year Sus y
Highway Fund
ADJOURNMENT
POSTED: 05/21/08
12:30 p.m.
cp
The Town of complies Oro Valley with the Americans with Disabilities Act (ADA). If any person
with a disability needs type
anyt e of accommodation, please notify the Town Clerk's Office at
(520)229-4700.
MEMORANDUM
DATE: May 29, 2008
TO: Honorable Mayor and Council
FROM: David Andrews, Town Manager
Stacey Lemos, Finance Director
RE: Follow-up Issues from May 12th and 28th Budget Review Sessions
A number of issues were raised during the Mayor and Council's Budget Review
Sessions on May 12th and May 28t". This memorandum serves as staff follow-up to
these issues.
May 12th Budget Review Session:
1.) Issue: For what amount and Administrative services does Water Utility
reimburse the General Fund.
Response:
Office Lease $65,600
Accounting Services 36,600
GIS Services 73,241
Total $175,441
Water Utility also makes an annual contribution to the Municipal Debt Service
Fund for payment on debt related to the Municipal Operations Center site
($492k). Water Utility as well participates in the cost sharing of Reverse 911
($30k), improvements pertaining to the Municipal Operations Center ($25k),
Town-wide annual insurance premiums ($117k), and trustee expenses as they
relate to bonds ($10k).
2.) Issue: What amount does Water Utility contribute towards the $97,000 FY 08/09
budget for the Oro Valley Vista newsletter.
Response: Water Utility will contribute $7,500 for the inclusion of"Water Ways"
into the Vista.
May 28th Budget Review Session:
1.) Issue: Additional information on the Library is requested regarding the following
items:
1
• A cost/benefit analysis on use of the RFID tags
• An inventory of technology at the Library
• The
Town's Librarynetwork and Pima County's Library network
Response: Please reference Attachment A.
2.) Issue. Information was requested on a year-to-date comparison of sales tax
revenues for FY 06/07 and FY 07/08.
Response:
April 2007 April 200l' firS,16
Ff 4`f
YTD YTD
[
General Fund $20,722,837 $23,437,503 13.1%
Retail Sales Tax:
Core Businesses 2,446,423 2,599,497 6.3%
New Commercial 192,873 363,299 88.4%
Overall 12.3%
Restaurant/Bars:
Core Businesses 459,917 444,390 -3.4%
New Commercial 60,173 112,250 86.5%
Overall 7.0%
I Construction Sales I Tax5,352,895 ( 5,635,965 I 5.3% 1
[ Bed Tax
805,761 1 851,910 I 5.7% I
• budgeted for the 4' x 8' public notice signs in Planning
3.) Issue. What amount is g
and Zoning's FY 08/09 budget.
Response:onse: Staff will follow up at a future budget meeting.
• annual cost in personnel growth of a 1.5% and 2.5%
4.) Issue. What is the
adjustment in cost of living for all employees over the next two years.
Response:
Cost of Living Adjustment
FY 2010 FY 2011
1.5% k" 348,360 360,745
2 5:%0 580,600 607,166
2
/t1Q
Stacey Lemos
Finance Director
(,21wd
David Andrews
Town Manager
cc: All Department Heads
3
ATTACHMENT A
ACTION REQUEST: TO PROVIDE A COST-BENEFIT ANALYSIS ON THE
RFID BOOK CIRCULATION SERVICE. IT SHOULD INCLUDE A HISTORY OF
WHY IT WAS INSTALLED AND THEN NO LONGER SUPPORTED BY PCPL.
COMPARE OUR COST TO WHAT THE LOSS RATE IS FROM PCPL.
INCLUDE THE COST OF MAN POWER TO INSTALL THE RFID.
RESPONSE: In 2005, Tucson-Pima Public Library (TPPL) implemented the
RFID system to handle book circulation. As an affiliate, we were the third library
to install the system as instructed by TPPL'S technical staff and spent $330,000
of the $1.1 million bond to install the system during our-expansion. Volunteers
installed the tags into the collection.
In Spring 2006 after the Tucson libraries were folded into the Pima County Public
Library (PCPL) system, a decision was made by PCPL to no longer support the
RFID system and the Town would have to pay around $100,000 to convert to
their new system. This was a point of unsuccessful negotiation during our IGA
renewal.
Staff Time Costs: The current system takes less than 1/2 minute of staff time to
install a tag. Each tag is 60 cents. Tagging is done at the Call Center when not
answering the telephones. Staff time cost would be nearly non-existent since the
individual at the Call Center stays there whether the phone rings or not. If we
moved back to a manual system of checking out books, the staff productivity
would decrease as more of their time would be spent checking out books for the
public instead of the public being able to check out their own books.
Public Convenience Cost: This is an easy system for the public to use and saves
staff involvement. A 2006 survey of self-check-out users gave the system a 92%
approval rating. This is a cost savings that cannot be measured.
Life Expectancy of RFID: The anticipated life-span of the RFID system is 10
years. Replacement before this time is not planned unless the manufacturer no
longer supports/provides parts for the system, or the maintenance costs become
too high to keep the system running.
Cost/Benefit: $100,000 (new system implementation) divided by $23,000
(annual fixed cost to operate current RFID) = 4.35 years to break even cost of
new system.
LOGY AT
ACTION REQUEST: OVIDE BETWEEN RY THOF E TOWN NETWORKANDANDS
LIBRARY AND THE DIFFERENCE
COUNTY NETWORK.
RESPONSE:
Assets
PCPL Pct. TOV Pct. Totals
Computers 40 61% 26 39% 66
Servers 2 67% 1 33% 3
Network Components (switches, etc) 14 58% 8 33% 24
Routers 3 75% 1 25% 4
Laptops s 0 0% 17 100% 17
of three different networks, PCPL, TOV Internal, TOV
The library consists
Due to PCPL securityconcerns and practices, PCPL and TOV
wireless.
networks rp
emain separate in order to control access to data and systems.
The
Library's Outside Professional Services covers the shared cost of PCPL network.
Town of Oro Valley
FY 2008/09 Budget
Council Line Item Changes
Through May 29, 2008
Department/Division
Line Item Increase/(Decrease)
:GENER PUN '.`'Y ,-✓orb 1 c
Recurring
Library_ 146,402
Capture full cost of Collections Processing charges $ _
�-„
Increase in PCLD Reimbursement revenue (109,533)
Library 10 500
Reallocate Minor Outside Funding Requests (10,500)
Council
General Admn Reallocate Minor Outside Funding Requests 10,500
Subtotal Recurring $ 36,869
Non-Recurring 500,000
General Admn Contribution to Capital Asset Replacement Fund $
Subtotal Non-Recurring $ 500,000
Total Council Adjustments $ 536,869
Contingency Per Manager's Recommended $ 13,666,898 Total Council Adjustments (536,869)
Contingency Per Tentative Budget $ 13,130,029
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1WATER UTILITY
Recurring
Subtotal Recurring
l
Non-Recurring 350,000
R&M Repairs on Big Wash Reservoir and security wall $
Equipment p 170,000
Revised costs for completing capital projects ( )
Wells
Booster Stations Revised costs for completing capital projects 10,000
Mains Revised costs for completing capital projects 268,000
Transmission/Distribution M
Reservoirs Revised costs for completing capital projects 50,000
Structures .
Revised costs for completing capital projects (10,000)
$ 498,000
Subtotal Non-Recurring
Total Council Adjustments $ 498,000
Contingency Per Manager's Recommended $ 6,943,534 Total Council Adjustments (498,000)
Contingency Per Tentative Budget $ 6,445,534
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RESQI R* ND A tv`
Non Recurring' $ 30,000
Booster Stations Revised costs for completing capital projects80 000
Transmission/Distribution Mains Revised costs for completing capital projects
es FY 08_09 $ 114,000
Total Council Adjustments
5/29/2008
G:\BUDGET\FY 08-09\Council Line Item Chan 9
De artmentlDivision Line Item Increase/(Decrease)
Department/Division
Contingency Per Manager's Recommended $ 385,342
Total Council Adjustments (114,000)
Contingency Per Tentative Budget $ 271,342
D Evi,lM i ixr f E ei Fk'.:ff.,N r&6w. y1y,:
Non Recurring ,.
Arterial Roadways Project assessment of Shannon Rd (Lambert/Tangerin $ 50,000
Arterial Roadways PDAF Funding for Shannon Road project (50,000)
Total Council Adjustments
Contingency Per Manager's Recommended $ 907,777
Total Council Adjustments -
Contingency Per Tentative Budget $ 907,777
G.\BUDGET\F
Y 08-09\Council Line Item Changes FY 08_09 5/29/2008
,yew Hire Expenses ATTACHMENT A
. ' FY 2008/09
r
TOTAL SUPPORT -w
BUDGETED TOTAL TOTAL NV1l
POSITION FTE GRADE PERSONNEL RELATED
SALARY BENEFITS fauifigtitCCSTS COSTS
, fitlPF:Tig:IiMil
4,1:,x
.11
luman Resources 5R
3afet & Risk Manager 1.00 601 1 $ 76,502 21,119 ! $ 97,622 3,500 10'i;" 22
J
$ 76,502 i 21,119 $ 97,622 3,500 :;;10'1;,122
Yf� i�^`>A �+�`f ri i
Blwilki
ttoileithipts
'fanning &Zoning --------,'.iiiiiiiiiiil, ,...
• -. 1.00 1 $ 88,194 I 26,050 $ 114,244 6,000 :120,244.
assistant P&Z Director 721 ! �
ffice Assistant (existingcsition 0.50 281 1 $ 14,878 1 7,892 $ 22,770 70
'Tanner 1.00 I 55 1 $ 57,961 20,918 $ 78,879 6,000 :84,879'X
$ 161,033 j 54,860 $ 215,893 12,000 AL;227,893
tiliiitteitiliti''.,,'.cy�e0 f 'fir'.'. '!Via,
offir
1 cerylC c .;f�'!' st wj��fy
,ourt Clerk ��'�
1.00 361 $ 36,256 17,267 $ 53,523 � �53,523
Td>i ft yp/1#641:51RMI
1.,4'•x`K>'> d / i
o>n tiF" :
S'. 9 >.i4.S:i
N 'c,Ctx'tii �f.G rA't
;ENERAL FUND
4.50. $
382• ,537
Vater
Teter Reader Supervisor 1.00 1 471 $ 32,817 I 17,142 $ 49,958 23,64073,598 r
1 1 1 1 $ 32,817 1 17,142 $ 49,958 I 23,640 73,598
Viiii:***.: 0;?'.1
1.00 3
VATER:UTILITY FUND ?3,598
........
' OTAL NEW HIRE EXPENSES 5.50 $
416,996 39,140 ,.:,• 11'. :1,,,...-..•,..:"q
X5 ,1,3
/
5/19/2008
G:\BUDGET\FY 08-09\Personnel\Personnel Model FY 08_09_T.M.Recommended
n
TOWN OF ORO VALLEY 3
Page 1 of 2
COUNCIL COMMUNICATION MEETING DATE: 05/29/08
TO: HONORABLE MAYOR AND COUNCIL
FROM: DAVID ANDREWS, TOWN MANAGER
SUBJECT: DISCUSSION OF COMMUNITY FUNDING SUBCOMMITTEE
RECOMMEDNATIONS
SUMMARY:
2007, the Town Council adopted policy guidelines and procedures for the funding of
On September 19, p
Community Agencies
who requested support and financial aid from the Town. The application process was
opened in January of this year and the Town received applications for 15 projects from 13 organizations by the
deadline for submission.
on April 16, 2008 to appoint Vice Mayor Kunisch and Council Member Carter to join
The Town Council voted ppp
three members of
staff to create a Community Funding Subcommittee. On April 28, 2008, the subcommittee
agencies togive a thirtyminute presentation explaining their agency and application. The
invited all 13
subcommittee was also able to ask the applicants in depth questions about their organizational needs. All but
one agency elected top patein presentation the day. After hearing each agency, the subcommittee rated the
applicants based on criteriaadoptedas part of the Community Funding process. The table below indicates the
amount each agency requested,
the amount of fundingthat was included in the Town Manager's Recommended
Budget and the subcommittee's recommendation.
Town Manager Subcommittee
Organization Requested Recommended Recommendation
Community Food Bank $ 15,000 $ 5,000 $ 5,000
Com ty
Project Graduation $ 10,000 $ 10,000 $ 10,000
Tucson Regionalpp
Economic Opportunities $ 75,000 $ 50,000 $ 50,000
ArizonaChapterParalyzed of Paral zed Veterans of America $ 7,500 $ 6,000 $ 6,000
na Distance Classic $ 7,500 $ 6,000 $ 6,000
Arizona
Santa Cruz Valley Heritage Alliance $ 4,000 $ 4,000 $ 4,000
PerimeterBicycling Bic clin -El Tour de Tucson $ 12,000 $ 12,000 $ 11,600
Valley Historical Society $ 16,000 $ 5,000 $ 6,000
Oro Va y
Pima Council of Aging: Mature Worker Connection $ 16,000 $ - $ -
The Critical Path Institute $ 25,000 $ 25,000 $ 25,000
Metropolitan Tucson Convention and Visitors Bureau $ 160,000 $ 160,000 $ 120,000
Greater
Oro ValleyArts Council $ 207,340 $ 111,000 $ 105,000
Northern Pima County Chamber of Commerce $ 27,500 $ 27,500 $ 27,500
Oro Valley Community Foundation $ 10,000 $ 7,500 $ 7,000
TOTAL -
$ 592,840 $ 429,000 $ 383,100
S i
TOWN OF ORO VALLEY
Page 2 of 2
COUNCIL COMMUNICATION MEETING DATE: 05/29/08
As you can see, the subcommittee's total recommendation is almost $46,000 less than the Town Manager's
Recommended Budget and represents either no growth over the current year or a reduction of this fiscal year's
contribution. This evening, the Council may wish to discuss or ask questions of the subcommittee as to their
recommendations or may chose to accept or change the recommendation as they see fit.
Once the Town Council has determined the funding amount for each agency and adopted the final budget, the
Town Manager's Office and Legal staff will work with each agency to develop a financial participation
agreement that clearly outlines the performance measures, frequency of payment, and explains the criteria upon
which each agency will be evaluated.
FISCAL IMPACT:
As noted at the time the policy was adopted, funding for these requests will be placed in the General
Administration budget with an amount to be determined by the recommendation of the subcommittee and the
vote of the Town Council. Funding for agencies like the Northern Pima County Chamber of Commerce, TREO
and others that are funded through the Economic Development budget will continue to be funded using
Economic Development dollars.
DA A iz
David Andrews, Town Manager
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TOWN OF ORO VALLEY
COUNCIL COMMUNICATION
STUDY SESSION DATE: May 29, 2008
TO: HONORABLE MAYOR & COUNCIL
FROM: David L. Andrews, Town Manager
Stacey Lemos, Finance Director
SUBJECT: Discussion Regarding
the FY 2008/09 Town Manager's Recommended Budget and 10-
Year Sustainability
Forecast for the General Fund and the Highway Fund
SUMMARY:
An important element in the
Town Council's consideration of the annual budget is financial
g
sustainability. A financially
sustainable budget refers to the Town's ability to maintain its service
he projected future availability of revenues. To arrive at the totals
levels into the future balanced with t
included in the Recommended Budget, management et worked with the department heads to pare down
Fund budget deficit. In order to accomplish this, operations and
an initial $4.5 million Generalg
maintenance (O&M) budgets were flat-lined, several additional staffing requests were eliminated, the
was reduced, contributions to the Capital Asset Replacement Fund were
capital improvement budget
eliminated, and travel and training budgets bud ets were flat-lined. Because of these actions, it is anticipated
that the Town will be able to avoidlayoffs, hiring
staff freezes and significant service level declines
next budget year.
As new construction activity
within the existingTown boundaries is expected to taper off in the years
ated revenue is
to come, this loss in growth rel expected to be somewhat offset by the anticipated
the new commercial centers to be completed. Another potential loss in
retail sales tax increases from o
beginning in April of 2009 is the sunset of the 2% utility tax, which
recurring General Fund revenue g g p
results in a loss of approximately $1.3 o million in actual annual collections, or 10/o of total General
Fund local sales tax collections. As you recall, this additional revenue source was adopted by the
Town Council to be effectiveApril A ril 1, 2007 to fund 18.5 new positions in the General Fund.
Town's future financial sustainability given this anticipated shift in revenues,
In order to maintain the Funds, are projected to be relatively flat
the General and
expenditure budgets, particularly inHighway
r forecast was prepared using the set of assumptions as outlined in
in the forecast. The 10 yea Attachment A for the General Fund and Attachment B for the Highway Fund. For the projection of
future revenues, staff
separatelyevaluated the main revenue categories of local sales taxes, state
shared revenues and building permit revenue in order to discern which are projected to increase and
which are projected to decline over the 10-year timeframe. Overall, the projections indicate growth-
related revenues from construction n sales taxes and commercial building permit revenues are on the
taxes and restaurant/bar sales taxes are projected to increase. Also
decline, while retail sales
projected to increase are state
shared revenues due to the next decennial census planned for 2010.
In each fund projection, no new personnel are included in the projections. Inflation has been factored
projections at 2.5%, and employee benefit increases are assumed
into the revenue and expenditure p �
to increase 15% per year. Employee
Em to ee raises are projected at a combined total of 5% per year
between merit, step and annual adjustment increases.
G:\STACEY\Council Communic\Budget Work Session 5-29-08 Sustainability.DOC
—..>. v*Mgdl
L
TOWN OF ORO VALLEY
COUNCIL COMMUNICATION PAGE 2 OF 3
The projections show anticipated declines in the General Fund balance in the near term (FY 2010
and 2011), but slightly improving in the later years (2012 and beyond) as a result of increased sales
tax revenues and the effects of the decennial census on our state shared revenues. Over the 10-year
forecast timeframe, however, adequate contingencies (ending fund balances) are maintained each
year in the General Fund demonstrating compliance with our adopted financial policy requiring a
minimum of 25% of the General Fund's expenditure budget set aside as contingency reserves.
In the Highway Fund, the projections indicate recurring declines in the fund balance due to
anticipated declines in construction sales tax revenue and minimal increases in HURF gas tax
revenues. However, the fund balance at the end of the 10-year forecast period is estimated at $1.3
million.
Staff will present this item in more detail at the May 29th study session following the set of
assumptions shown in Attachments A and B.
In summary, it is important to note that these forecasts demonstrate long-term financial sustainability
1 assuming no major service level changes or added programs. Should there be a desire to increase
service levels or expand programs, new revenue sources would need to be explored to fund such
expansions.
ATTACHMENTS:
1. Attachment A - General Fund 10-Year Sustainability Plan Forecast and Assumptions
2. Attachment B - Highway Fund 10-Year Sustainability Plan Forecast and Assumptions
;id , z,r),,,,..y.
Stacey Lemo
Finance Dir or
Z.),44,41/,4 Ce)-444,-..--
David L. Andrews
Town Manager
G:\STACEY\Council Communic\Budget Work Session 5-29-08 Sustainability.DOC
Attachment A
General Fund Assumptions
1) Oro Valley Marketplace is fully operational by September 2009
2) Cannibalization on base retail businesses factored in from FY 2010-2011 as
new commercial developments come on-line
Retail 3) Base business begins to recover in FY 2012
4) An average of 35,000 square
feet of new commercial added each year
5)
Includes the addition of three new hotels(1 in FY 2011; 2 in FY 2013)
ai 1) Existing base businesses growth rate is flat
Local Sales Tax Restaurants/Bars
CID -, -',-,.,,,..-;.--1.4,-...:-,...„,,, ,-,41 2) Increased revenue due to new commercial development
E.3s x, Utility Sales 1)_Sunsets in April 2009 1) Major r commercial development begins to subside in FY 2009
-7',:,'-'-;::- 2) Includes the construction of three new hotels (2 in FY 2010; 1 in FY 2011)
(.1) : - :::„::: Sales commercial added each year
Construction3) An average of 35,000 square feet of new
1 ) i
4) Miscellaneous commercial & residential improvements remain flat
1) Assumes a per capita income of$258.32 until FY 2010; modest growth after
State Shared the decennial census in 2010
Elle ' ,, „,,--,..,7,1--, -. 1) 250 single family residential (SFR) permits issued for FY 2009&2010; 300 SFR
• e
i Residential Building permits issued each year from FY 2011 on forwardPermits h 4? 2) Average value per permit is$3,200
3) Miscellaneous residential improvements remains flat
1 1) $200,000 factored in per year for sales tax audits
Other Revenue 2) Fines and miscellaneous revenue remain flat
1 1) FY 2010 on forward does not include expenses relating to Arroyo Grande
Administration 2) $140,000 for cost of elections factored in every other year beginning in FY 2010
1) Departmental budget for 10 year forecast remains flat to FY 2009 level resulting
1 r in the below ratios for police officers per 1,000 residents:
_ a : ,,,.„ : ,,, ,,_ „. z� FY 2009&2010: 2.3
o '2ublic Safety .i FY 2011 -2013: 2.2
Ziri:P.t.,"f-11:::,:,4-,44ir'; FY 2014-2016: 2.1
E3 , m,. ,..;,, : FY2017-2016: 2.0
1) FY 2010 on forward does not include expenses relating to Arroyo Grande,
11/.i Planning&Zoning ESLO, or historic inventory
1 Departmental budget for 10 year forecast remains flat to FY 2009 level an
d
ion ) does not contain costs for Naranja Town Site
IICIS Parks&Recreat
E1 FY 2009 includes a$360k rebate to sanofi-aventis
3 1 Sales Tax Rebates 2) Rebates reflect increase and growth in retail activity
<Pi” a Municipal Operations 1) Debt service payments for construction remain flat to FY 2009 levels
K1 'Center
2) O&M costs factored in beginning mid FY 2010
t� 1) Subsidy to Transit division remains flat to FY 2009 level
1 uj i Fund Transfers
o
1) Assumes a benefit escalation rate of 15% each year
-A, 2) A 2.5% cost of living adjustment is factored in for each year
Employee Costs 3) A 2.5% Merit is factored in for each year
4) Assumes no new personnel from FY 2010 on forward
Attachment A
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Attachment B
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HighwayFund Assumptions
p�.. - - 1) Oro ValleyMarketplace is fully constructed in FY 2009
l �. completed in FY 2009
, 2) Construction of Sanofi-aventis facility
-g-3 1
� � „:„..,4,,,,,.-,,,,,,, ,. � �� _-_,„,:-.3:,-‘:-,,,,,- .
'� '� �� of new commercial added each year
Construction Sales 3) An average of 35,000 square feet
� Tax 4) Includes expansion of Ventana Medical System facility in FY 2010 &
2011
� 5) Includes the construction of three new hotels (2 in FY 2010; 1 in FY 2011)
6) Miscellaneous
commercial & residential improvements remain flat
Highway User F 2) Reflects a modest growth rate
1) FY 2010 revenue remains flat
Fees of 2% as a result of decennial census
. Departmental budget for 10 year forecast remains flat to FY 2009 level
=I� Operations 1) g
aimp Annual maintenance remains flat to FY 2009 levels
a � Roadwa �. �Y`��� 1) � e as roadwayprojects are kept minimal
a �� z; index will continue to decline
Maintenance ). remain flat to FY 2009 levels
� = Municipal Operations_: 1) Debt service payments for construction
°O p� ;�a X O&M costs factored in beginning mid FY 2010
V �' y z 2)
=Center , £� ;�4�������,Yx �.�..
,., Assumes a benefit escalation rate of 15% each year
� .�� � ��..� � ,;:-.,,..---:,---,‘,-----i.-, � 1)
° '`y` 2 A 2.5% cost of living adjustment is factored in for eachyear
Q gmploye Cos -� °
f��� 3) A 2.5/° Merit is factored in for each year
-H!Y Assumes no new personnel from FY 2010 on forward
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