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HomeMy WebLinkAboutCity Council Meeting - Council Workshop - Minutes - 10/06/2020 Approved City Council Workshop Workshop Regular Meeting Minutes October 6, 2020 Date: October 6, 2020 Time: 5:02 p.m. Place: THIS IS A REMOTE MEETING I. CALL TO ORDER Council President Troutner, Mayor Ralph, Councilmembers Boyce, Fincher, Larimer, Michaud, Kaur and Thomas were in attendance. II. PRESENTATIONS 1 2021/2022 Biennial Budget Paula Painter 90 MIN. Finance Director, Paula Painter spoke about the Mayor's 2021 - 2022 proposed budget. Painter began by reviewing the history of the number of full-time employees since 2019 for each City department. She reviewed some positions that were shifted around from one department to another. As of the end of this year we will see balances of 716.66 FTE's. Painter went over the proposed general fund expenditures for the 2021 - 2022 biennial budget. She reviewed some of the increases in more detail such as the Information Technology allocations. Councilmember Boyce inquired about rationale behind the supplies funds. Painter indicated that this item really boils down to the Parks Department and the reduction in Parks Programs. However, the programs are anticipated to start up again in 2021 so there is a need to have these funds available. Painter reviewed the special revenue funds which include Street Operating, LEOFF 1 Retiree Benefits, Lodging Tax, Youth/Teen, Capital Resource, Criminal Justice, Housing and Community Development, City Art Program and ShoWare Operating Funds. Painter paid special attention to the major change revenues. She also discussed in detail the major expenditure changes including the car per officer program as well as the body worn camera expenses that will be paid out of the Criminal Justice Fund. Councilmember Michaud inquired about increasing the budgeted amount for the Youth/Teen fund. Painter indicated it can be done, but will affect other items in the revenue stream. Painter discussed the declining lodging tax funds which are a result of the City Council Workshop Workshop Regular Meeting Minutes October 6, 2020 Kent, Washington Page 2 of 2 COVID-19 pandemic, and the Mayor's proposed budget takes this into account. Painter discussed the Capital Resources Fund revenues and expenditures in detail. Painter discussed in further detail the real estate excise tax revenue. Painter reviewed the enterprise funds for the proposed budget and spoke in detail about any major increases or decreases on these line items. Painter discussed the Internal Services Funds. She clarified that the budgeted amount for fleet services does not include the car per officer program, that is in the Criminal Justice Fund and Red-Light Camera Fund. Painter also discussed the increase in unemployment claims that were due to the COVID- 19 pandemic. Councilmember Michaud inquired about the Central Stores Fund and Painter advised that it is a fund used to allocate out city-wide expenses to each department that include printing, mailing, and other costs associated with the operation and employee support that goes along with it. Painter reviewed questions posed by Council regarding a co-response model/program in the City and data technology around policing, and their concerns over approving a budget that doesn't address the important measure that the community is asking for. Painter indicated that the City will need to find a source of revenue to pay for those programs or may need to go through another budget reduction exercise. She also indicated that the funds need to be coming from a funding source that is ongoing, not something that is a one-time funding source in order to sustain it financially. Painter reviewed the timeline moving forward for the biennial budget as well as next steps. Painter reviewed the 10.8% increase in expenditures and indicated that 4% of the increase is the Economic Opportunity Development Fund, 3.2% is for maintenance and subscription costs for the Amanda system, 0.8% was a one-time cut for 2020 during the COVID-19 crisis and will need to be added back for the 2021 - 2022 budget and roughly 1% for GIS allocation, which leaves less than 2% increase for salaries, benefits supplies and services. Meeting ended at 6:26 p.m. Kimberley A. Komoto City Clerk COUNCIL WORKSHOP –October 6, 2020 AGENDA Questions from previous meeting Special Revenue Funds Enterprise Funds Internal Service Funds Next Steps POSITIONS HISTORY 2019 -2020 2019 Adopted 2019 Council Approved 2020 Budget Request 2020 Adopted Budget 2020 Mid- Biennium 2020 Amended Budget City Council 0.50 0.50 0.50 Administration 12.50 2.00 (1.00)13.50 13.50 Economic & Comm Dev 47.00 (1.00)46.00 46.00 Finance 37.00 1.00 38.00 38.00 Human Resources 15.60 1.00 (0.60)16.00 16.00 Information Technology 37.00 37.00 37.00 Law 17.80 1.00 18.80 18.80 Municipal Court 19.75 1.00 20.75 20.75 Parks, Rec & Comm Svcs 114.66 0.00 114.66 114.66 Police 219.28 5.00 3.00 227.28 2.00 229.28 Public Works 199.50 199.50 199.50 Total FTEs by Dept 720.59 10.00 1.40 731.99 2.00 733.99 POSITIONS HISTORY 2020-2022 2020 Amended Budget 2020 Council / Reorg 2020 COVID Reductions 2020 as of 12/31/20 2021 Request 2021 Proposed 2022 Request 2022 Proposed City Council 0.50 (0.25)0.25 0.25 0.25 Administration 13.50 7.00 (0.75)19.75 1.00 20.75 20.75 Economic & Comm Dev 46.00 1.00 (3.00)44.00 44.00 44.00 Finance 38.00 1.00 (3.00)36.00 36.00 36.00 Human Resources 16.00 (1.00)(1.00)14.00 14.00 14.00 Information Technology 37.00 (4.00)33.00 2.00 35.00 (1.00)34.00 Law 18.80 (1.80)17.00 17.00 17.00 Municipal Court 20.75 20.75 20.75 20.75 Parks, Rec & Comm Svcs 114.66 2.00 (5.53)111.13 111.13 111.13 Police 229.28 (4.00)225.28 225.28 225.28 Public Works 199.50 (2.00)(2.00)195.50 195.50 2.00 197.50 Total FTEs by Dept 733.99 4.00 (21.33)716.66 3.00 719.66 1.00 720.66 GENERAL FUND EXPENDITURES 2020 Adj. Budget 2021 GF Proposed 2022 GF Proposed Salaries & Benefits 59,277,180$ 60,505,760$ 2.1 %62,598,570$ 3.5 % Supplies 2,436,470 2,989,330 22.7 3,045,000 1.9 Fleet Allocations 2,367,810 2,466,000 4.1 2,515,290 2.0 IT Allocations 2,892,220 3,851,330 33.2 4,350,410 13.0 Multimedia & Printshop Allocations 934,540 989,480 5.9 1,016,080 2.7 Liability Insurance 1,629,050 1,966,930 20.7 2,006,290 2.0 Facilities Allocation 3,810,560 4,035,280 5.9 4,084,070 1.2 GIS Allocation 206,870 242,950 17.4 254,020 4.6 Property Insurance 43,180 47,210 9.3 48,160 2.0 Other Services 24,355,720 17,436,870 (28.4)17,908,480 2.7 Allocations (11,595,110) (4,653,020) (59.9)(4,004,290) (13.9) Transfer Out 20,116,900 16,907,750 (16.0)16,883,370 (0.1) Total Expenditures 106,475,390$ 106,785,870$ 0.3 %110,705,450$ 3.7 % % Increase % Increase SPECIAL REVENUE FUNDS 2020 2021 2022 Adj Budget Proposed Proposed Street Operating 17,879,290$ 17,473,500$ 18,222,020$ LEOFF 1 Retiree Benefits 1,546,320 1,541,980 1,572,840 Lodging Tax 349,780 229,190 265,340 Youth/Teen 963,100 924,390 926,180 Capital Resources 28,295,780 17,226,140 13,175,430 Criminal Justice 8,375,980 8,463,060 8,508,870 Housing & Comm Dev 1,139,866 1,334,750 1,334,750 City Art Program 108,770 109,320 105,360 ShoWare Operating 1,267,340$ 1,101,050$ 1,116,330$ SPECIAL REVENUE FUND –MAJOR REVENUE CHANGES Street Operating General Fund Subsidy Adjustment 8,740$ Transfer In from GF for B&O Landscape Maintenance Crew 85,000 Capital Resources Fund Utility Tax Adjustment - 2%(1,585,290) (1,611,480) Utility Tax Adjustment - 4%3,171,610 3,224,000 Reduce Transfer in from GF - 4% Utility Tax (3,171,610) (3,224,000) Transfer In New B&O Outdoor Tax to CRF 1,800,000 1,800,000 Total Revenues 214,710$ 282,260$ 2021 Proposed 2022 Proposed Changes Changes SPECIAL REVENUE FUND –MAJOR EXPENDITURE CHANGES Page 1 FTE FTE Street Operating National Bridges Load Rating Study (B&O Lifecycle)100,000$ Bridge Repair & Maintenance (B&O Lifecycle)150,000 100,000$ Landscape Maintenance Crew 2.0 285,000 IT Allocation Adjustment 14,600 Engineering Allocation Adjustment (5,860) Criminal Justice Fund Car per Officer Program 864,000 864,000 Body Worn Cameras 53,380 105,260 IT Allocation Adjustment 4,860 2021 Proposed 2022 Proposed Changes Changes Amount Amount SPECIAL REVENUE FUND –MAJOR EXPENDITURE CHANGES Page 2 FTE FTE Capital Resources Fund Transfers Out from General Capital: City-wide Training Room Remodel 200,000 East Hill Operations Feasibility Study 12,600 East Hill Operations Improvements 367,500 262,500 IT Capital Projects 3,310,000 2,105,000 Jail Improvements 50,000 Parks Capital Projects 1,000,000 2,000,000 Police Firing Range Upgrades 600,000 Senior Center Reroof 525,000 Total Expenditures (includes amounts from page 1)0.0 7,232,480$ 2.0 5,735,360$ 2021 Proposed 2022 Proposed Changes Changes Amount Amount CAPITAL RESOURCES FUND REVENUES 2020 2021 2022 Budget Proposed Proposed Revenues Taxes: Sales & Use Tax 4,460,310 4,734,420 4,888,280 Utility Tax - 2% int util tax 1,570,870 Utility Tax - 4% int util tax 3,171,610 3,224,000 Real Estate Excise Tax 3,400,000 3,500,000 3,500,000 Streamlined Sales Tax 3,850,000 Miscellaneous Revenue 279,690 413,360 393,330 Transfers In - GF B&O 3,000,000 4,629,680 4,307,180 Transfers In - GF 3,267,090 25,000 25,000 Transfers In - Other Sources 778,260 Total Revenues 20,606,220 16,474,070 16,337,790 CAPITAL RESOURCES FUND EXPENDITURES 2020 2021 2022 Budget Proposed Proposed Expenditures Transfer to Debt Service 8,208,000 5,004,720 4,669,200 General Capital Internal Allocations 158,300 176,640 151,550 Transfer to ShoWare Lifecycle 300,000 300,000 300,000 Transfer to Capital Projects 13,782,710 6,090,100 4,392,500 Parks Capital Parks Capital Projects 4,980,000 5,179,680 3,187,180 Parks Lifecycle Maintenance 891,770 500,000 500,000 Total Expenditures 28,320,780 17,251,140 13,200,430 ENTERPRISE FUNDS 2020 2021 2022 Adj Budget Proposed Proposed Water Utility 28,127,260$ 29,899,880$ 29,302,080$ Sewer Utility 32,353,140 33,076,910 33,770,020 Drainage Utility 22,776,280 23,339,610 30,615,160 Solid Waste Utility 733,430 765,560 792,420 Golf Complex 4,309,880$ 4,657,560$ 2,996,090$ ENTERPRISE FUNDS –MAJOR EXPENDITURE CHANGES Page 1 FTE Amount FTE Amount Water Utility Utility Vehicle and Trailer 45,000$ -$ Off-Road Forklift 45,000 Water Service Trucks (2)250,000 East Hill Feasibility Study 18,110 IT Allocation Adjustment 7,200 Engineering & Utility Clearing Allocation Adjustments 5,120 Utility Billing Releases 63,340 63,340 Sewer Utility East Hill Feasibility Study 8,660 Utility Billing Releases 63,330 63,330 Equipment Trailer 40,000 Forklift 17,500 IT Allocation Adjustment 2,460 Engineering & Utility Clearing Allocation Adjustments 3,210 2021 Proposed 2022 Proposed Changes Changes ENTERPRISE FUNDS –MAJOR EXPENDITURE CHANGES Page 2 FTE Amount FTE Amount Drainage Utility Illegal Encampment Clean-up 200,000 200,000 Off-Road Forklift 45,000 Forklift 17,500 Equipment Trailer 40,000 Utility Billing Releases 63,330 63,330 East Hill Feasibility Study 13,130 IT Allocation Adjustment 10,880 Engineering & Utility Clearing Allocation Adjustments 3,610 2021 Proposed 2022 Proposed Changes Changes ENTERPRISE FUNDS –MAJOR EXPENDITURE CHANGES Page 3 FTE Amount FTE Amount Solid Waste Utility IT Allocation Adjustment 1,180 Utility Clearing IT Allocation Adjustment 10,670 Clearing Allocation (10,670) Golf Complex IT Allocation Adjustment 1,400 Transfers to Golf Projects 1,742,000 Total Expenditures (includes amounts from pages 1 & 2)0.00 2,671,900$ 0.00 425,060$ 2021 Proposed 2022 Proposed Changes Changes INTERNAL SERVICE FUNDS 2020 2021 2022 Adj Budget Proposed Proposed Fleet Services 7,200,570$ 6,027,700$ 6,114,060$ Central Stores 396,590 404,190 412,220 Information Technology 10,544,980 9,595,110 10,120,490 Multimedia 1,195,630 1,135,120 1,165,630 Facilities 7,056,200 6,845,340 6,874,110 Unemployment 177,480 238,140 218,450 Workers Compensation 1,516,600 1,545,260 1,574,640 Health & Employee Wellness 16,688,790 15,771,030 16,075,690 Liability Insurance 2,091,380 2,331,560 2,406,120 Property Insurance 572,240$ 583,920$ 594,590$ INTERNAL SERVICE FUNDS –MAJOR REVENUE CHANGES 2021 Proposed 2022 Proposed Changes Changes Information Techonology Fund Adjust Revenues from Departments -$ 130,300$ Total Revenues -$ 130,300$ INTERNAL SERVICE FUNDS –MAJOR EXPENDITURE CHANGES Page 1 FTE Amount FTE Amount Fleet IT Allocation Adjustment $ - 1,850$ Engineering Adjustment 260 Information Technology Contract Specialist (Term-Limited)1.0 110,000 113,140 Technology Innovation Architect (Term-Limited)1.0 77,000 (1.0)- Professional Services (187,000)(113,140) Technical Support Specialist (Contractor) 130,000 130,000 Allocation Adjustments 300 2021 Proposed 2022 Proposed Changes Changes INTERNAL SERVICE FUNDS –MAJOR EXPENDITURE CHANGES Page 2 FTE Amount FTE Amount Facilities IT Allocation Adjustment 3,830 Unemployment, Workers Comp, Liability & Property Insurance Increase Unemployment Claims 20,000 Total Expenditures (includes amounts from page 1)2.0 150,000$ (1.0)136,240$ 2021 Proposed 2022 Proposed Changes Changes COUNCIL QUESTIONS 9 Should the state fail to provide funding for co-response models, could this be a source of funding to provide our own co-response program? In other words, could the remodel be postponed until we know if we need that money for co- response programming? 12 If the state doesn't provide funding for co-response models, what is our plan B? How do we plan to fund these programs ourselves? I'm concerned about approving a budget that doesn't address this important measure the community is asking for. (Repeat question asked during meeting). 26 Page 36 - If the state fails to fund policing data technology, could the cars per officer purchases be staggered differently to provide funding for a KPD data collection FTE and/or the requisite software to enable full, transparent (and easy to provide/use) data reporting? Again, our residents are demanding this information and I'm concerned we don't have a plan to provide this ourselves should the state fail to fund this ask. TIMELINE COUNCIL WORKSHOP 6-Oct Other funds baseline discussion; significant changes COUNCIL WORKSHOP (Special Meeting)10-Oct Department presentations and capital requests COUNCIL WORKSHOP 20-Oct Requests/questions COUNCIL MEETING 20-Oct Public Hearing – 2021 Property Tax Levy 2nd Public Hearing – 2021-22 Biennial Budget and 2021-2026 CIP COUNCIL WORKSHOP (Special Meeting)27-Oct Final Decisions PREPARE BUDGET ADOPTION AND RELATED DOCUMENTS Oct 27-Nov 4 COMMITTEE OF THE WHOLE 10-Nov Budget Recommendation COUNCIL MEETING 17-Nov Adoption of the 2021 Property Tax Levy Adoption of the 2021-22 Biennial Budget Amend Comp Plan for 2021-2026 Capital Improvement Plan NEXT STEPS Please send questions you have our way We will be providing answers to questions at the next Workshop