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HomeMy WebLinkAboutCity Council Meeting - Council Workshop - Minutes - 10/20/2020 Approved City Council Workshop Workshop Regular Meeting Minutes October 20, 2020 Date: October 20, 2020 Time: 5:05 p.m. Place: THIS IS A REMOTE MEETING I. CALL TO ORDER Attendee Name Title Status Arrived Toni Troutner Council President Present Bill Boyce Councilmember Present Brenda Fincher Councilmember Present Satwinder Kaur Councilmember Present Marli Larimer Councilmember Present Zandria Michaud Councilmember Present Les Thomas Councilmember Present Dana Ralph Mayor Present II. PRESENTATIONS 1 2021-2022 Biennial Budget Paula Painter 90 MIN. Finance Director, Paula Painter provided responses to the Councilmember's questions as follows: Question #20 - Please explain all increases over 5% - Administration, Finance and Court. Painter detailed the Administration Department, Finance Department and the Court's salaries and benefits, supplies, service charges, expenditures and allocations. Question #64 - On page 4 I see the Capital Resources will have a $13.3M fund balance with is $2.3M above previous biennium fund balance. Is there any restriction on the use of capital resources fund balance? Painter reviewed the sources of revenue, if they are restricted, and what capital funds receive those funds. Some are restricted by ordinance and state law. Question #65 - Are there programmatic restrictions on the youth/teen fund? How have these funds been spent in the past? How are they planned to be spent this biennium? Painter advised that, by ordinance, the City sets aside a portion of utility funds that are to be used for youth-teen activities. At the end of the year, a transfer is made to the general fund to replace the funds that were already City Council Workshop Workshop Regular Meeting Minutes October 20, 2020 Kent, Washington Page 2 of 5 expended. Parks Director, Julie Parascondola advised that the funds support staffing and program materials, in addition to the meal program, school and summer day camps, the Kent teen center, youth enrichment programs, recreation scholarship programs and fee assistance for programs. The funds are maxed out every year and the general fund supplements the fund. Question #92 - What is the difference between capital and operating expenses as far as where the money comes from? How do we know or decide that IT gets $X for operating and $X for Capital? Painter detailed the revenue streams that go into each bucket and that 10% of operating revenue in the IT fund comes from cable utility tax that is restricted by ordinance. Technology fees are restricted by ordinance Capital HLC/SLC is restricted by ordinance Painter advised that staff has already answered some of Council’s questions via email. Councilmember Proposals Painter advised that discussing proposals 2, 5 and question 95 since they are related. Proposal #2, submitted by Councilmember Kaur - Fund data & responder positions vs. car-per-officer Proposal #5, submitted by Councilmember Boyce - Use $50K of fund balance to hire a consultant to evaluate best practices on police-related data, including technology platforms, data points, data collection, and public accessibility, and make recommendations to the City Council in early 2021. If the legislature don't fund a data collections system then the council will make adjustments during the bi-annual budget process. #95, submitted by Councilmember Fincher - What is the total cost for everything needed (person, licensing, hardware, applications, maintenance, etc.) to have data and is there a reason we could not collaborate with other cities to build a system and decrease cost per city? Larimer, Fincher, Michaud, and Thomas support Councilmember Boyce's Proposal #5. Painter indicated the following three proposals relate to funding a co- responder program: City Council Workshop Workshop Regular Meeting Minutes October 20, 2020 Kent, Washington Page 3 of 5 Proposal #2, submitted by Councilmember Kaur - Fund data & responder positions vs. cars-per-officer Proposal #6, submitted by Councilmember Boyce - Use $100K in funds from the newly-enacted 1/10th of 1% of 1% sales tax for affordable housing and mental health to research and develop a mental health co-responder program in concert with other interested South King County cities and make recommendations to the City Council in early 2021. (Note: HB1590 provides that up to 40% of moneys collected must be used for the operation, delivery, or evaluation of mental and behavioral health treatment programs and services or housing-related services). Proposal #10, submitted by Councilmember Larimer - Alternatively, this $380,000 capital should be diverted to capital projects related to mental health co-response. While Bill's solution will cover operations, I anticipate there will be some capital/equipment needs as the program is stood up. IT Training Room - Councilmember Larimer rescinded this portion of her request. Remove MMAM ($100K), remove Sprout ($30K), CMS reduction ($50K) - NE Painter advised that the funds from the sales tax will come into the City in March of 2021. Boyce asked if there is the possibility of doing a interfund transfer from the reserve and then pay the money back when the sales tax comes in. Matheson advised that interfund transfers and very common practice because funds come in after the dollars have been spent. #80 - Co-responder model: could that be funded thru red-light camera funds? It is related to public safety. Painter indicated it could be, but the fund supports the program in addition to other programs, including the body-worn camera program and indigent defense counsel. Larimer, Michaud, Fincher, Kaur, and Thomas support Bill Boyce's proposal #6 Proposal #11, submitted by Councilmember Larimer - Human Service Opportunity Fund. We need to make a commitment to innovation and Human Services equal to innovation in Economic Development, therefore please increase the Human Services Opportunity Fund to $300,000. This additional funding should be covered by the one-time General Fund give-back by Parks. City Council Workshop Workshop Regular Meeting Minutes October 20, 2020 Kent, Washington Page 4 of 5 Human Services manager, Merina Hanson indicated in 2022, there is $100K allocated for Human Services for a pilot program, that would support more of grass roots, community-based programs that percolate up from the community. Hanson is concerned that if $300K is allocated, she may not have staffing capacity to administer the program. Boyce, Michaud, Kaur, Fincher and Thomas support leaving at $100K Larimer would like more. Parascondola suggested testing the program and adjust more conservatively for 2023-2024. Councilmembers had extensive discussion and heard details on the MMAM and Sprout programs from Multimedia Manager, Patti Belle, regarding Proposals #8, #9 and #12 and decided to continue the discussion during the next workshop. Proposal #12 - Larimer - Youth Programming and Outreach - Please use remaining unallocated Parks give-back to fund expansion of youth programming and outreach in Kent including evaluation of these programs for equity, audience reach and opportunities to improve outcomes. Several of us have expressed concern about whether our youth programs are reaching the kids at most risk and in most need of support. I support the Parks give- back being used to fund a limited term position in the Human Services department specific to youth programs to execute on the recommendations of the recent Park consultant recommendations and to work with the Equity Manager to assess and reimagine any youth and teen programs that are reaching our most underserved communities. Proposal #8, submitted by Councilmember Larimer While it hurts my digital communicator’s heart to say this, the capital expenses for the MMAM and Sprout systems are “nice to haves” not necessities. I suggest investigating the tagging and organizing capabilities within a shared O365 drive and Teams channels to enable departments to pull their own assets and eliminate the back and forth ticketing issues. Please remove these two line items and lets revisit when we have a more robust budget. (Budget reduction = $130,000 capital) Proposal #9, submitted by Councilmember Larimer Next, I think we all recognize that the website needs improvement, but now is probably not the time to do a full CMS replatform. Please advise how we might improve navigation and UX on current CMS for a cost closer to $50,000 and/or we hold and reevaluate full $100,000 at mid-biennium adjustment. (Budget reduction = $50,000). City Council Workshop Workshop Regular Meeting Minutes October 20, 2020 Kent, Washington Page 5 of 5 Meeting ended at 6:53 p.m. Kimberley A. Komoto City Clerk COUNCIL WORKSHOP –October 20, 2020 #20 –P 28 -PLEASE EXPLAIN ALL INCREASES OVER 5% - ADMINISTRATION Expenditures 2020 2021 20-21 $ Change % Change Salaries & Benefits 1,627,500$ 1,864,310$ 236,810$ 14.6% Supplies 59,890 146,000 86,110 143.8% Services & Charges 1,407,400 1,970,550 563,150 40.0% Allocations (1,158,280) (1,185,680) (27,400) 2.4% Total 1,936,510$ 2,795,180$ 858,670$ 44.3% Supplies One Time COVID cuts restored 7,500$ Equity Manager Supplies 25,000 2% Increase 1,350 Net Zero Changes 52,260 Total 86,110$ Services One Time COVID cuts restored 52,380$ Equity Consultant 50,000 IT Allocation 327,960 Multimedia Allocation 50,820 Printshop Allocation 80,620 2% Increases 28,160 Other Internal Svc Charges 25,470 Net Zero Changes (52,260) Total 563,150$ Salaries & Benefits Move Position from HR 71,160$ COVID Position Reduction (65,520) Equity Manager 168,790 One Time Shifts 62,380 Total 236,810$ Allocations Increase in 2019 actuals (27,400)$ Total (27,400)$ #20 –P 28 -PLEASE EXPLAIN ALL INCREASES OVER 5% - COURT Expenditures 2020 2021 20-21 $ Change % Change Salaries & Benefits 2,734,610$ 2,893,800$ 159,190$ 5.8% Supplies 9,080 22,640 13,560 149.3% Services & Charges 734,500 861,210 126,710 17.3% Allocations - - - Total 3,478,190$ 3,777,650$ 299,460$ 8.6% Changes One Time S&B COVID cuts 120,560$ S&B Increases 31,810 One Time COVID cuts Supplies 11,700 One Time COVID cuts Services 67,850 2% Increases 14,870 IT Allocation 52,670 Total 299,460$ #20 –P 28 -PLEASE EXPLAIN ALL INCREASES OVER 5% - FINANCE Expenditures 2020 2021 20-21 $ Change % Change Salaries & Benefits 3,446,610$ 3,461,290$ 14,680$ 0.4% Supplies 56,720 55,710 (1,010) -1.8% Services & Charges 744,150 830,950 86,800 11.7% Allocations (1,644,160) (1,558,850) 85,310 -5.2% Total 2,603,320$ 2,789,100$ 185,780$ 7.1% Changes S&B Increases 14,680 Reduce Office Supplies (1,010) IT Allocation 67,780 Decrease in 2019 actuals 85,310 2% Increase 19,020 Total 185,780$ #64 –P 4 –I SEE THE CAPITAL RESOURCES WILL HAVE A $13.3M FUND BALANCE WHICH IS $2.3M ABOVE PREVIOUS BIENNIUM FUND BALANCE. IS THERE ANY RESTRICTION ON THE USE OF CAPITAL RESOURCES FUND BALANCE? Revenues General Capital Parks Capital Restricted Sales Tax X Utility Tax X By Ordinance REET (Real Estate Excise Tax)X X By RCW Miscellaneous X X Transfers In from GF (B&O)X X By Ordinance Minimum Fund Balance = $1.5m #65 –YOUTH/TEEN Are there programmatic restrictions on the youth/teen fund? How have these funds been spent in the past? How are they planned to be spent this biennium? #92 –WHAT IS THE DIFFERENCE BETWEEN CAPITAL AND OPERATING EXPENSES AS FAR AS WHERE THE MONEY COMES FROM? HOW DO WE KNOW OR DECIDE THAT IT GETS $X FOR OPERATING AND $X FOR CAPITAL? Operating Capital Restricted Cable Utility Tax 18.0%By Ordinance Technology Fees 6.3%By Ordinance IT Internal Contributions 69.7% GIS Internal Contributions 4.8% Miscellaneous 1.2% Capital –HLC/SLC $1.6m By Ordinance Capital -Other Varies year to year PARKS ANSWERED QUESTIONS Question Name Question 23 Larimer Page 31 -I very much support the Human Services Opportunity Fund but would like to see this funding significantly increased. Especially knowing we have yet to see the worst of the human need coming from COVID impacts on local workers and families. I would also like to see this fund seed some new innovative thinking around homeless response in our downtown core. According to businesses and residents, things are not getting better. It's time to try (and fund) something new. 69 Larimer Also 46, does Other Funding Sources include grants? What are the Campus Park Improvements for $100k in 2022? Lastly, what's the difference between Park Lifecycle, Park Planning Operating and Parks Plan? 96 Fincher Regarding the funds going to community groups, I believe some needs to go to BIPOC communities for obvious reasons. There are other underrepresented communities too such as those with special needs, those in lower socio-economic levels, and other. We need to assure some of this will go to BIPOC communities. What is the best way to do that? 97 Michaud If the council were to add funds to the proposed Human Services Opportunity Fund, would Kent human service agencies have organizational capacity to use it? PROPOSALS PROPOSAL #5 -$50K FOR POLICE RELATED DATA CONSULTANT Use $50K of fund balance to hire a consultant to evaluate best practices on police-related data, including technology platforms, data points, data collection, and public accessibility, and make recommendations to the City Council in early 2021. If the legislature don’t fund a data collections system then the council will make adjustments during the bi-annual budget process. PROPOSAL #6 -$100K FOR CO-RESPONDER PROGRAM RESEARCH Use $100K in funds from the newly-enacted 1/10 of 1% sales tax for affordable housing and mental health to research and develop a mental health co-responder program in concert with other interested South King County cities and make recommendations to the City Council in early 2021.(Note:HB 1590 provides that that up to 40% of the moneys collected must be used for the operation, delivery, or evaluation of mental and behavioral health treatment programs and services or housing-related services.) PROPOSAL –FUNDING POLICE RELATED DATA COLLECTION Proposal Name Proposal/Request 2 Kaur Fund data & responder positions vs cars-per-officer 5 Boyce Use $50K of fund balance to hire a consultant to evaluate best practices on police- related data, including technology platforms, data points, data collection, and public accessibility, and make recommendations to the City Council in early 2021. If the legislature don’t fund a data collections system then the council will make adjustments during the bi-annual budget process. #95 –what is the total cost for everything needed (person, licensing, hardware, applications, maintenance, etc) to have data and is there a reason we could not collaborate with other cities to build a system and decrease cost per city? PROPOSAL –FUNDING CO-RESPONDER PROGRAM Proposal Name Proposal/Request 2 Kaur Fund data & responder positions vs cars-per-officer 6 Boyce Use $100K in funds from the newly-enacted 1/10 of 1% sales tax for affordable housing and mental health to research and develop a mental health co-responder program in concert with other interested South King County cities and make recommendations to the City Council in early 2021.(Note:HB 1590 provides that that up to 40% of the moneys collected must be used for the operation, delivery, or evaluation of mental and behavioral health treatment programs and services or housing-related services.) 10 Larimer Alternatively, this $380,000 capital should be diverted to capital projects related to mental health co-response. While Bill’s solution will cover operations, I anticipate there will be some capital/equipment needs as the program is stood up. IT Training Room -Rescinded Remove MMAM –($100k),Remove Sprout –($30k),CMS Reduction ($50k) -NE #80 –co-responder model: could that be funded thru red-light camera funds? It is related to public safety. PROPOSAL #11 –HUMAN SERVICE OPPORTUNITY FUND We need to make a commitment to innovation in Human Services equal to innovation in Economic Development, therefore please increase the Human Services Opportunity Fund to $300,000.This additional funding should be covered by the one-time General Fund give-back by Parks. PROPOSAL #12 –YOUTH PROGRAMMING AND OUTREACH Please use remaining unallocated Parks give-back to fund expansion of youth programming and outreach in Kent including evaluation of these programs for equity, audience reach and opportunities to improve outcomes.Several of us have expressed concern about whether our youth programs are reaching the kids at most risk and in most need of support. I support the Parks give-back being used to fund a Limited Term position in the Human Services department specific to youth programs to execute on the recommendations of the recent Park consultant recommendations and to work with the Equity Manager to assess and reimagine any youth and teen programs that are reaching our most underserved communities.