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Kent City Council Workshop Minutes
November 17, 2015
The workshop meeting was called to order at 5:05 pm by Council President Ralph.
Councilmembers present: Ralph, Berrios, Boyce, Fincher, Ranniger and Thomas.
3vd Quarter Financial Report - Aaron BeMiller, Finance Director highlighted the 3rd
Quarter Financial Report. He discussed the cash flows from 2012 to current. He
reviewed the 3rd Quarter Revenue Collections and noted that the City is doing better
than it did in the previous year. He said General Fund revenues, to include tax
collections and utility tax revenues are all trending positively.
Barbara Lopez, Assistant Finance Director communicated that the Business &
Occupation (B&O) Fund revenues are similar to last year. She reviewed program
administration costs and that about $1.2 million would be allocated to the Capital
Improvement Program (CIP). She added that there were 173 taxpayer accounts added
and $882,000 was collected for past due B&O taxes from 2013 and the ongoing
payment estimate from those accounts would be $498,000 year.
Councilmember Berrios confirmed that the $882,000 is included in some of the CIP
allocation. He also confirmed that the $498,000 would be the amount collected from
the 173 added taxpayers annually. He verified that the City has conducted 15 - 20
field audits.
Lopez continued and highlighted 4th Quarter activities. She stated that the City hired a
Tax and Compliance Officer on November 2 and reviewed the B&O timeline and desk
and field audit activities. She clarified that a field audit is when the City asks a
business to provide their receipts for their review and that a desk audit occurs when
the returns come in and are examined for completeness.
Lopez replied to Councilmember Thomas that the City has issued about 4,000 business
licenses and there are about 3,600 registered for B&O with about 38 percent not owing
because their gross receipts aren't sufficient enough to owe anything.
Councilmember Berrios recognized that the Finance Department is doing a great job at
determining what businesses qualify for the B&O out of the 400 that aren't registered
for it.
Councilmember Boyce and Councilmember Fincher thanked the team for their work.
2016 Mid-Biennium Budget - Aaron BeMiller, Finance Director noted that the
estimated actuals have been provided to the Operations Committee and at the Council
workshop. He highlighted the estimated sales tax attributed to construction projects
was 15 percent. He continued and highlighted the City positions vacancy list.
Councilmember Boyce inquired if the positions that have been vacant for a long time
are really needed. BeMiller noted that the Department Directors would be the best to
Kent City Council Workshop Meeting Minutes
answer the question and Matheson added that he does work with the Directors to
ensure the positions are needed prior to the recruitments going out.
BeMiller continued and announced the City's debt capacity. However, he noted that
when the City goes out for a bond he ensures the City has the ability to pay the debt.
BeMiller stated that a 2016 adjustment to the portion of sales tax allocated to the CIP
fund would remain in the General Fund and Council President Ralph explained that
those two revisions would cover the budget gap.
BeMiller explained that 70 percent of the sales tax goes into the General Fund and 30
percent goes to the CIP. He noted that slightly less would come out of the CIP and the
adjustment would be 75 percent to 25 percent to balance the 2016 budget.
BeMiller continued and noted that the 4 percent internal utility tax allocation based on
the Mayor's proposal would be distributed 50 percent to Streets, 25 percent to IT, and
25 percent to placemaking. He noted that the allocation can be done without revising
the ordinance. He also confirmed for Councilmember Thomas that the language in the
ordinance can't be changed, but the allocation is up to the Council.
Councilmember Boyce confirmed with BeMiller that the allocations would be $1 million,
$500,000 and $500,000. BeMiller also noted that $2 million is budgeted because there
needs to be a good operating fund balance in the CIP fund.
Councilmember Berrios felt that any excess funds should be allocated to Parks.
BeMiller communicated that when 2015 is closed the allocation can be communicated.
Council President Ralph stated that she received a request from the City of Auburn
that the City of Kent rejoin the National League of Cities (NLC).
Matheson communicated that NLC lobbies for city interests on a national level.
Councilmember Berrios added that there are also benefits for community members if
the City is a member and would like to know what membership advantages there are.
Councilmember Ranniger noted that the recession caused the City to make budget
cuts and NLC membership was discontinued. She noted that being a member of this
organization gives the City the opportunity to rub shoulders with cities in the nation
and determine what is going on nationwide. She stated that the opportunity to
network with other cities to see what they are doing would be advantageous to the
City.
Council President Ralph communicated that NLC lobbied on getting new oil train
regulations put in place.
City Hall Space Efficiency Study - Chief Administrative Officer Derek Matheson
communicated that a year ago a $34 million ballot measure for a new police
headquarters was voted down by the residents. He communicated that currently the
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Kent City Council Workshop Meeting Minutes
two options are to; 1) put it on the ballot again, or 2) reallocate space in City Hall. The
Council, he said, chose the second option and a consultant was retained. A space
efficiency study was conducted and it was determined that there was sufficient building
space to run City Hall. He reviewed the proposed revised layout and noted that there
would be a security wing and an administrative wing of the campus. He highlighted the
several advantages of the new configuration.
Rex Bond, ARC Architects reviewed the current configuration of City Hall and the
proposed configuration.
Councilmember Berrios stated that he appreciated the old and new square feet
allocations that are in the presentation.
Chief Administrative Officer Matheson communicated that the next step would be to
have ARC come up with a scope of how much this would cost and determine funding
options. He noted that completing this study sends a good message to the public that
the City studied the efficiency.
Councilmember Berrios confirmed that the space between the existing police offices
and City Hall could be made into a two-story space.
Watling noted that there is potential for further expansion and thanked the staff for
their great input and ARC for their work. He added that this exercise allowed for the
discovering of adjacencies and efficiencies. He discussed access and security
enhancements.
Council President Ralph obtained Council consensus to move forward with the next
steps of this item.
Meeting adjourned at 6:23 pm.
" Ronald F. Madre, MMC
City ClerkF' Z
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City of Kent
Vacancy Report
as of 11/12/2015
Department Position Title/Vacancy Date FTE Recruitment Status
General Fund
Human Resources-Labor Human Resources Analyst 9/13/15 1.00 interviews
Human Resources-Admin Director-Employee Services 9/15/15 1.00 in progress-Karras Consulting
Human Resources-Employment Human Resources Analyst 6/30/15 1.00 filled - start date 12/1/2015
PW Eng-Construction Engineer 3 9/30/15 1.00
PW Eng-Construction Senior Construction Inspector 1.00
PW Eng-Design Engineer 2 3/31/15 1.00 filled - start date 11/16/2015
PW Eng-Land Survey Survey Party Chief 10/6/15 1.00
PW Oper-Street Maintenance Worker 3 7/16/15 1.00
Police-Administration Administrative Assistant II 5/1/15 1.00 interviews
Police-Corrections Police Corrections Officer 10/31/15 1.00 list established - reviewing
Police-Patrol Police Patrol Officer 8/1/15 1.00 in progress
Police-Patrol Police Patrol Officer 6/20/14 1.00 in progress
Police-Patrol Police Patrol Officer 7/4/15 1.00 filled - start date 1/18/2016
Police-Patrol Police Patrol Officer 8/31/15 1.00 filled - start date 1/4/2016
Police-Records Police Records Supervisor 4/30/15 1.00 list established - reviewing
Parks-Administration Fund Development Officer 1.00
Econ &Corn Dev-Planning Srvs Economic Development Analyst 2/27/15 1.00
Econ &Corn Dev-Planning Srvs Planner 10/8/10 1.00 filled - start date 11/16/2015
Econ &Corn Dev-Administration Administrative Assistant 1 10/18/15 1.00 opened 11/5/2015
Econ & Corn Dev-Administration Administrative Assistant 1 10/15/2015 1.00 opened 11/5/2015
Econ & Corn Dev-Administration Administrative Assistant 1 11/15/12 0.75 opened 11/5/2015
Econ & Corn Dev-Building Srvs Senior Planner 1/30/15 1.00
General Fund Total 21.75
Special Revenue Fund
Police-Patrol Police Patrol Officer 8/6/15 1.00 in progress
Police-Patrol Police Patrol Officer 7/1/15 1.00 in progress
Police-Investigations Police Patrol Officer 3/15/14 1.00 in progress
Enterprise Fund
PW Eng-Environmental Engineering Technician 2 4/15/12 1.00
PW Eng-Environmental Storm/Drain Facilities Insp 10/31/15 1.00
PW Oper-Utilities Maintenance Worker 1 - new 2015 1.00
PW Oper-Water Maintenance Technician 8/6/15 1.00 filled - 11/16/2015 start date
PW Oper-Water Maintenance Worker 3 9/30/15 1.00 recruitment request created
Internal Service Fund
Info Tech-Systems Services Senior Systems Analyst 8/19/15 1.00 filled - 11/16/2015 start date
Info Tech-Administration Admin Services Supervisor 10/30/15 1.00 interviews
PW Oper-Fleet Maintenance Worker 1 - new 2015 1.00 opens week of 11/16/2015
Parks-Facilities Management Parks/Fac Planning&Dev Coord 1/12/12 1.00
Utility Clearing Fund
PW Oper-Administration Engineer 4/Supervisor 4/30/15 1.00 interviews
PW Oper-Street Maintenance Worker 3 8/16/15 1.00 reference checks
Other Funds Total 12.00
Total Vacancies 33.75
Unfunded Positions
Parks-Planning & Development Park/Fac Planning&Dev Coord 3/2/11 1.00 project based-no funding
Parks-Golf Maintenance Worker 2 2/15/14 1.00 frozen 2015-16
Parks-Golf Parks Program Assistant 9/1/11 0.75 frozen 2015-16
Unfunded Total 2.75
Kent City Council Workshop 11/17/2015