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HomeMy WebLinkAboutCity Council Meeting - Council - Minutes - 5/3/2016 KENT xeNT`�� WASHINGTON Kent City Council Workshop Minutes May 3, 2016 The workshop meeting was called to order at 5:05 p.m. by Council President Boyce. Councilmembers present: Berrios, Boyce, Budell, Fincher, Higgins, Ralph and Thomas. Financial Sustainability Task Force Preliminary Report — Aaron BeMiller, Finance Director introduced Task Force Chair Jerry Coupe who communicated that the group met for twenty-four meetings, lasting over 700 hours. Coupe stated that they met with the City Department Directors, the Chamber of Commerce, and the Kent School District. The group generated thirty-nine potential recommendations which were voted down to seven, he said, which made the initial cut-off and were drawn down to five. The five priorities were to increase police staffing, namely patrol, continue to focus on arterial streets and their maintenance, focus on economic development, focus on public works infrastructure (water, sewer, and surface water management), and to move forward with the Information Technology Master Plan. There were four budget scenarios considered; continue with the status quo, loss of funding by 2020, determine new revenue to continue status quo, and how to increase revenues to increase services. Coupe noted that there will be an opportunity for the public to give input with a tentative meeting scheduled for June 2, 2016 at 7 p.m. He communicated that seventeen revenue options were reviewed and there were priorities identified. Coupe noted that the group also discussed cost-saving options and that if cuts were to happen they would involve reducing staff. Council President Boyce discussed revenue generating options and stated that increasing taxes concerns him and asked for more cost-savings analysis to occur. Coupe replied that the third highest ranked option was to staff the Economic and Community Development Department to ensure they are capable of attracting businesses to the City to generate revenues. Additionally, he noted that with efficient systems in place the City can grow in the services it provides without needing to increase staff. Councilmember Ralph stated that she appreciated the comment to help the City staff work smarter, not harder through having the proper tools. Councilmember Ralph stated she would appreciate more Task Force conversation about the B&O and what their recommendation will be. Councilmember Berrios thanked the Task Force their work. He stated he is interested in the cost of doing business in Kent. He noted the cost of living per person and that it is lower than our local jurisdictions. He summarized that the overall cost of living needs to be compared, not individual rates for services when comparing jurisdictions. Councilmember Higgins thanked the Task Force for their work. He noted that the biggest line item is police and isn't willing to cut any. He noted that he would like to be a part of the comparable discussion. He communicated that if the Task Force is to continue he would like to see the revenue generating options ranked. May 3, 2016 Kent City Council Workshop Meeting Minutes Coupe stated that one of the Task Force concerns is police department overtime. He stated that there was also a concern about police morale and that a tired officer is more prone to mistakes that can cost the City more in the long run. 2017-2018 Biennial Budget Update — Aaron BeMiller, Finance Director communicated that the projections for the governmental funds will change over time. He stated that the property tax is estimated in $150,000 in new construction for 2016. He added that state sales tax (SST) mitigation of $5 million for 2017 and 2018 are continuing. He discussed the budget calendar and stated it will change as departments prepare for the next biennium. Councilmember Higgins confirmed that fiscal policies state that this is to be brought to the Council for consensus. Council, by consensus, approved the budget calendar for the 2017-2018 Biennial Budget. BeMiller noted that the formal budget kick-off is at the May 16, 2016 Council meeting and the Mayor will present her proposed budget at the September 27, 2016 Council meeting. He communicated that the final budget adoption is scheduled for December 13, 2016. Capital Project Prioritization — Charlene Anderson, Planning Manager communicated the different project plans and stated there is a limited amount of funds and generally priorities are department driven. She discussed the types of capital projects and time periods. Barbara Lopez, Assistant Finance Director added information concerning time periods and highlighted the sources of funds for capital projects what they are used for. She also discussed internal service funds and the utilities capital sources. Anderson continued and stated that based on the research, Redmond, WA had the best program for Kent to model. She highlighted that there are eight criteria and reviewed each of them. Councilmember Fincher communicated that she would like "equity" added as a criteria. Anderson communicated that the core staff team is looking at every project and applying the criteria to each of them. Additionally, she stated that Redmond noted that the discussion of the project was one of the key "ah-ha's" since implementing this process. She displayed the project prioritization matrix and said the City's input to the matrix is due to her by June 1. She reviewed the principles of this prioritization process and added that the cost of the project would be considered at the end of the process. Council President Boyce confirmed with Anderson that the completion of the project "box" is where the checks and balance occurs and that the list will be completed in 30 days. 2 May 3, 2016 Kent City Council Workshop Meeting Minutes Councilmember Ralph stated that she is excited about this and having a wish list with a plan communicates how things get done. She added that sometimes we move forward with projects based on grants and sometimes there is no grant funds. This is a very responsible tool and it holds the Council and staff to a vision. Councilmember Berrios confirmed that Redmond worked with a consultant and are sharing their lessons learned with us. Councilmember Higgins stated that he loves this plan. He confirmed that the B&O funds are only restricted by a vote of the Council. Council President Boyce confirmed that there are 30 days for the group to complete the matrix and there will be group discussion prior to it going to the Council. Anderson agreed with Council President Boyce that there should and will be a process for employees to give input. Meeting adjourned at 6:23 p.m. a Sue Hanson Acting City Clerk 3 KENO WASHINGTON Kent City Council Meeting Minutes May 3, 2016 The regular meeting of the Kent City Council was called to order at 7:01 p.m. by Mayor Cooke. Councilmembers present: Boyce, Berrios, Budell, Fincher, Higgins, Ralph, and Thomas. CHANGES TO THE AGENDA FROM COUNCIL ADMINISTRATION OR STAFF. Chief Administrative Officer Derek Matheson said item 4C is postponed until June 7, 2016. PUBLIC COMMUNICATIONS A. Historical Note from Kent's 125th Anniversary - Morris Skagen from Soos Creek Botanical Garden and Heritage Center presented the history of the Soos Creek area and the Botanical Garden and Heritage Center. He highlighted Ezra Meeker, a Kent pioneer from the 1800s who was the first owner of property on Lake Meridian. He also stated that William Scott, a black man, was the first owner of the land that is now the Kent-Meridian High School. Mayor Cooke noted that the City has the opportunity to save some of the wood from the DeVorak Barn. She noted that the entire barn can't be moved and anyone who has the means to keep the barn lumber or maybe rebuild it elsewhere should contact the City. She said any ideas should be sent to the Mayor's Office. B. Public Recognition - Councilmember Higgins recognized eight Kent elementary schools for their State awards. Councilmember Ralph stated that the robotic team from Kent did a great job at the championships but unfortunately didn't make it to the final round. C. 2015 Employee of the Year - Bryan Reil - This item was removed from agenda. D. Proclamation for National Public Works Week - Mayor Cooke read the proclamation and presented it to Public Works employees Josh Evans, Stella Collier, and Kate Fischnauer. She added that the Public Works event is on Thursday, May 19 from 10:00 am - 3:00 pm at the ShoWare Center. E. Community Events - Council President Boyce communicated that the Seattle Thunderbirds are in the Western Hockey League Championships and will play at the ShoWare on Tuesday, Wednesday, and Friday. He added that Dolly Parton will be at the ShoWare Center in September and the Seattle Mist will play Chicago on May 16 there. The Kent International Festival is on June 4 and the Heartland Tour is on June 17 at the ShoWare Center, he concluded. Kent City Council Meeting Minutes May 3, 2016 F. Economic and Community Development Report — Ben Wolters, Economic and Community Development Director highlighted that the "The Reserve" senior housing project which features 252 units will be constructed at 623 W. Meeker and the goal is to begin construction in September. He noted that another senior affordable housing project by the Legacy Affordable Retirement Communities located at 1001 1st Avenue North features 131 units will also be constructed this summer. Councilmember Budell confirmed that the sidewalk along Cloudy Street will be completed featuring improved pedestrian access. He added that safe pedestrian access along 3rd and 4th Avenues will also be implemented. Councilmember Budell added that the street that is being developed will be named West Sipe Street, after Jeannette Sipe and her grandfather who homesteaded the land. Wolters continued and noted that a Sonic Drive-In will be located on 116th Street and SE Kent-Kangley Road with an opening date of spring 2017. Wolters stated that the Chancellor's Office for Western Governor's University has relocated to Kent, in the Creekside complex. He noted that there is a 10 person office and 152 Kent residents enrolled there. Wolters stated that the Lodging Tax Advisory Committee issued a request for proposals (RFP) for tourism marketing services at their February meeting and are due May 27 with the contract being approved in July. G. Intergovernmental Reports — Council President Boyce had no report. Councilmember Budell communicated that the next meeting of the Domestic Violence Initiative Council is May 9. Councilmember Higgins noted that the Regional Transportation Committee met last Wednesday and approved the Metro Strategic Plan. He also added that this and the long range plan were discussed at the meeting and is on Metro's website. Councilmember Berrios communicated that the next meeting of the Puget Sound Economic Development Council is on June 2. Councilmember Ralph stated that the next Watershed Resource Inventory Area (WRIA- 9) meeting is next week and the Transportation Policy Board meeting was cancelled due to the viaduct closure. Councilmember Fincher communicated that the King Conservation District meeting was cancelled and the Mental Illness and Drug Dependency (MIDD) Committee met. She stated that MIDD is determining what treatment demands are and what services can be instituted. She stated that there is s $50 million deficit in the King County budget for these programs. The LEAD program was mentioned as being the top program in the nation to keep defendants out of jail and bring them to services. She highlighted 2 Kent City Council Meeting Minutes May 3, 2016 that there was discussion on what the delivery of services would look like and that there is another round of public comment to obtain community input. PUBLIC HEARING None. PUBLIC COMMENT 1. Kristy Herrick, Kent - Herrick commented that the Parks Open Space Plan looked good and hopes there are plans in the future to acquire smaller parks. She felt the plan is good for larger parks, but would like to see smaller trails and parks developed. CONSENT CALENDAR Council President Boyce moved to approve Consent Calendar items A through G, seconded by Councilmember Thomas. Motion carried 7-0. A. Approval of Bills - Approve. Bills received through March 31 and paid on March 31 after auditing by the Operations Committee on April 19, 2016. Approval of checks issued for vouchers: Date Check Numbers Amount 3/31/2016 Wire Transfers 6605 - 6625 $2,433,466.33 3/31/2016 Regular Checks 701901 - 702526 $4,667,837.58 Void Checks ($5,000.00) 3/31/2016 Use Tax Payable $2,925.42 $7,099,229.33 Approval of checks issued for payroll for March 16 through March 31 and paid on April 5, 2016: Date Check Numbers Amount 4/5/2016 Checks $0.00 Voids and Reissues 4/5/2016 Advices 364148 - 365002 $1 482,762.68 $1,482,762.68 B. 2015 Plastic Markings Project - Accept as Complete. The Mayor was authorized to accept the 2015 Plastic Markings project as complete and release retainage to Specialized Pavement Markings, Inc. upon receipt of standard releases from the state and the release of any liens. C. Business Strategy and Performance Analyst Position - Authorize. The Mayor was authorized to add a new position titled "Business Strategy and Performance Analyst". 3 Kent City Council Meeting Minutes May 3, 2016 D. Consolidating Budget Adjustment Ordinance for Adjustments between January 1, 2016 and March 31, 2016 - Adopt. Ordinance No. 4200 was adopted, approving the consolidating budget adjustments made between January 1, 2016 and March 31, 2016, reflecting an overall budget increase of $10,767,337. E. Consultant Services Agreement with MacLeod Reckord for the Morrill Meadows Park Master Plan - Authorize. The Mayor was authorized to sign a consultant services agreement with MacLeod Reckord PLLC in an amount not to exceed $78,443.50 for the Morrill Meadows Park Master Plan, subject to final terms and conditions acceptable to the Parks Director and City Attorney. F. Resolution for Grant Application to Recreation Conservation Office for Walla Property Acquisition - Adopt. Resolution No. 1926 was adopted, authorizing the submittal of grant application #16-1513 to the Recreation and Conservation Office to assist in funding the acquisition of the Walla property at Clark Lake Park. G. 2016 First Quarter Fee-in-lieu Funds - Accept. Council accepted $63,238.14 of Fee-in-Lieu funds, amend the Community Parks Reinvestment Program budget and authorize the future expenditure of these funds for capital improvements at Service Club Ballfields. OTHER BUSINESS BIDS A. 1st Avenue North Improvements - West Smith St to West James St. - Award. - Tim LaPorte, Public Works Director discussed the bid award for improvements from West Smith Street to West James Street. He communicated that the City has been working on this area for a decade and the project is fully funded. He stated that the project provides for an additional thirty-six parking spaces by Kent Station. He recommended the Council award the bid to the lowest bidder, NPM Construction. Councilmember Higgins moved to award the 1st Avenue North Improvements - West Smith Street to West James Street project to NPM Construction Co., in the amount of $368,815.36 subject to terms and conditions acceptable to the City Attorney and Public Works Director, seconded by Councilmember Ralph. Motion carried 7-0. REPORTS FROM STANDING COMMITTEES, STAFF AND SPECIAL COMMITTEES A. Council President. - Council President Boyce communicated that the Financial Sustainability Task Force Preliminary Report was presented in tonight's Council Workshop by Jerry Coupe. He stated that the Task Force consists of 18 members and highlighted the work that the group did. He also noted the 2017-2018 Biennial Budget Update was given by Aaron BeMiller, the City's Finance Director. He noted that the budget schedule was communicated. Finally, he pointed out that a presentation was given by Assistant Planning Director, Charlene Anderson on the City's Capital Project Prioritization process. He noted that a group of managers and department heads have 4 Kent City Council Meeting Minutes May 3, 2016 been meeting to work on the implementation of a program based on the process being used by the City of Redmond. B. Mayor. - Mayor Cooke discussed housing and residents having to move from Kent due to increases in rents. She said the conversations on housing, densities, and population is a hot topic because there is a projected increase in each of these categories in smaller cities leading to an increase of services needed. Mayor Cooke continued and communicated how the the increase in rents affects there being a lack of housing. She stated that there is still opportunity here as the City hasn't fully grown out. This issue of growth and managing that growth so all ranges of needs and family size to include affordability is a topic that the Council should be aware of in the future. C. Chief Administrative Officer. - Chief Administrative Officer Derek Matheson stated that his report is in the packet and there is no executive session. D. Economic & Community Development Committee. - No report. E. Operations Committee. - Councilmember Ralph noted that the March Financial Report was on the Operations Committee agenda and the City is on track to meet both revenue and expense projections for the year. She added that the Surplus Property Policy was on the agenda and is moving on to the full Council at the next meeting. F. Parks and Human Services Committee. - Councilmember Fincher stated that the proposal for the Walla Property was approved. Additionally, the Parks Open Space Plan was discussed. G. Public Safety Committee. - Councilmember Berrios stated that the next meeting is next Tuesday at 4:30 p.m. H. Public Works Committee. - Councilmember Higgins stated that the City will do a water test free of charge for all homes that were built prior to 1940. I. Regional Fire Authority. - Councilmember Thomas communicated that the next meeting is May 18, 2016 at 5:30 in Station #78. Councilmember Thomas thanked the voters for adopting the RFA Bond issue. EXECUTIVE SESSION ACTION AFTER EXECUTIVE SESSION ADJOURNMENT The meeting adjourned at 8:13 p.m. St�Atll�� Sue Hanson Acting City Clerk 5