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HomeMy WebLinkAboutCity Council Meeting - Council Workshop - Minutes - 05/19/2015 w T t®ra�v Kent City Council Workshop Minutes May 19, 2015 The workshop meeting was called to order at 5:04 by Council President Ralph. Councilmembers present: Ralph, Berrios, Boyce, Fincher, Higgins, and Thomas. Ss` Quarter 2015 Financial Status Report — Aaron BeMiller, Finance Director reviewed the 1st Quarter 2015 financial status. He discussed the general fund current ratio, operating margin, fund balance sufficiency, cash flow, and ending fund balances. He noted that the current operating margin has been over 1.0 since 2009 and was up to 8.7 percent at the end of 2014. He explained that if the operating margin is positive the funding received in the current year was sufficient enough to cover the City's spending on operating as well as contributions to capital and any transfers in. BeMiller explained for Councilmember Boyce that the operating margin being positive means that it allows the City to bring the fund balance up to the 10 percent level. It is a positive number, but it doesn't reflect upon the general fund balance. BeMiller stated that the general fund balance sufficiency reflects how many days the general fund can function on its own and that a measure of 60 days assigned sufficiency is determined to be a good number by the auditor's office. He pointed out that at the end of 2014 the City's assigned sufficiency was at 65 days. BeMiller continued and discussed the governmental funds change in net position and discussed Governmental Accounting Standards Board (GASB). GASB establishes and improves standards of state and local governmental accounting and financial reporting that results in useful information for users of financial reports and guide and educate the public, including issuers, auditors, and users of those financial reports. GASB releases statements that allow public entities to be able to be compared with one another financially, he said. He noted that GASB 70 was implemented in 2014 and if it wasn't, then the City's governmental funds change in net position would be a positive 2 percent. He further clarified that the numbers should be positive next year and there should be a 2 to 2.5 percent increase this year. Councilmember Berrios confirmed that there isn't a balloon payment for the ShoWare. Council President Ralph added that there is an increase over time, but it isn't as dramatic as it seems when the figures are reviewed. Councilmember Fincher confirmed that this should not affect the City's current bond rating. BeMiller reviewed the general fund cash flow and he stated that this chart reflects that the City's cash situation is at a healthy level. I Kent City Council Workshop Minutes BeMiller continued and discussed the general fund ending balance as a percent of ending expenditures and that the percentage for 2015 is 14.7 percent. He continued and discussed revenues by classification and that taxes make up the majority of those revenues. Continuing, he discussed the general fund revenue collections in the first quarter of 2015. He stated that the City is right were it needs to be and the numbers look good. He reviewed the general fund revenues by classification and highlighted that the revenues through March are where the City thought they would be. BeMiller discussed the B&O revenue collections. He noted that in 2014 there were 2,483 taxpayers that filed returns and 1,463 of them filed and paid B&O taxes, with 1,020 filing and not paying. He stated that as of 2015 there were 29 new taxpayers and $487,000 was collected in delinquent taxes. He noted that in 2015 costs to operate the program are estimated to be $550,000, which is $157,000 less than budgeted. Councilmember Berrios confirmed the different ways the B&O team are identifying taxpayers in the City. He heard from Barbara Lopez who informed him that the City isn't utilizing the state licensing service. Lopez noted that when the City's compliance officer is hired there will be more investigations done concerning businesses without City business licenses. Mid-Biennial Budget Adjustment Update — Lopez highlighted the 2016 Mid- Biennium Budget Calendar. She noted that the kickoff is May 21 when the Mayor, Chief Administrative Officer, and Finance provide instructions to departments. She reviewed the proposed Council budget meeting schedule. Budget Addition Status Report — BeMiller communicated the 2015 Regular/Benefited Positions Status document and the 2015 Budget Additions. He noted that the positions equate to an additional 25.115 FfEs and the total expenditures are $2,062,134 to the general fund and $1,232,998 in other funds. Councilmember Boyce inquired about the tax compliance officer position and BeMiller responded what was going on with the position to include what citing authority the position will have. He replied that the position should be announced by the end of summer and Councilmember Boyce verified with BeMiller that there isn't an equivalent job description in any local jurisdiction that matches what this position is. Councilmember Boyce discussed the process of determining the salary of the position. Councilmember Fincher inquired about public defender costs and Jeff Watling, Parks, Recreation, and Community Services Director responded that they are executed through contract and it is an area of financial concern for the City. Councilmember Higgins asked about the well at Riverbend and Watling communicated that the City has been working with the engineer who completed the initial drilling to explore solutions. He announced that a full rehabilitation can be done to the existing well starting the first week of June. He noted that the work will cost far less than the estimated $400,000 that the Council authorized for this. Councilmember Berrios discussed the three police officers that are going through interviews and Assistant Chief Kammerzell replied that there are six current openings 2 Kent City Council Workshop Minutes and two candidates that are in the background phase. Thus, there are four vacancies. He added that there are three officers in the police academy, seven in field training, three officers that are doing pre-academy, and one lateral wait. He added that the goal is to have all of those positions filled by August. Meeting adjourned at 5:54 pm. 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E Q saaal19b T 33031 3 0 halls o 0 0 0 0 0 0 O to O m O 0 O M M N N cl rl o 0 0 0 0 0 0 0 0 O Ln O Lp O In O lf) O d' M M N N r-I ci rn 0 LO N zr-I O O L N Y U O U T WU O Y CY 2015 Approved Regular/Benefited Positions Status As of May 18, 2015 Position a o aFT� Status Date Council Administrative Assistant 1 General Fund 0.225 Filled 4/20/2015 Finance Desk Auditor B&O 1.00 Filled 5/18/2015 Tax Compliance Officer B&O 1.00 Job Description Customer Service Representative B&O 1.00 Filled 2/17/2015 Customer Service Representative Utility Billing 0.22 Filled 1/1/2015 Meter Reader 2 Utility Billing 0.47 Filled 1/1/2015 Information Technology Project Manager/Business Analyst B&O 1.00 Filled 5/18/2015 Technical Lead/Software Engineer IT Technology Fees 1.00 Job Description Project Manager/Business Analyst IT Technology Fees 1.00 Filled 7/16/2015 Parks Planning Specialist General Fund 0.475 Filled 1/1/2015 Capital Projects Coordinator Facilities 1.00 Job Description Administrative Secretary 1 Block Grant 0.475 Filled 1/1/2015 Police Parking Enforcement Officer General Fund 0.25 Filled 1/1/2015 Patrol Officer General Fund 1.00 Interviews thru 5/22 Patrol Officer General Fund 1.00 Interviews thru 5/22 Patrol Officer General Fund 1.00 Interviews thru 5/22 Public Works Operations Maintenance Worker 1 Utilities 1.00 Reference Checks May Maintenance Worker 1 Utilities 1.00 Reference Checks May Maintenance Worker 1 Utilities 1.00 Reference Checks May Maintenance Worker 1 Utilities 1.00 Open in-house June Maintenance Worker 1 Utilities 1.00 Open in-house June Maintenance Worker 1 Fleet 1.00 In Process Maintenance Worker 2 Utilities 1.00 Filled 2/17/2015 Maintenance Worker 2 Utilities 1.00 Filled 2/17/2015 Maintenance Worker 2 Utilities 1.00 Filled 2/17/2015 Maintenance Worker 2 Utilities 1.00 Filled 3/2/2015 Maintenance Worker 2 Utilities 1.00 Filled 4/1/2015 Maintenance Worker 2 Utilities 1.00 Filled 1/1/2015 Fleet Mechanic Fleet 1.00 In Process June Total FTEs 25.115 Kent City Council Workshop 5-19-2015 Page 1 2015 Budget Additions (excludes positions) As of May 18, 2015 General Othr-sr Fund Funds status Administration Neighborhood Council Matching Grants 25,000 funding available Finance Transfer to Utilities - Repayment 506,526 to be transferred by year end Transfer to CIP Fund - Reduce Deficit 1,617,740 to be transferred by year end Human Resources Dues & Membership Increase 1,200 completed Supported Employment - temp staff 44,728 agencies will receive req for candidates within 2 weeks Equity/Social Justice Training 40,000 Police completed; MLT&selected mgr training in Sept Information Technology Subscription Svc- clip art, photo library 2,500 completed Parks, Rec &Comm Svcs Public Defender Costs 250,000 as services are billed Historical Society 10,000 completed Riverbend - irrigation well 400,000 exploring options Riverbend - operating budget reductions (355,025) incorporated into adopted budget Police Move existing GF costs to Criminal Justice (33,060) 33,060 incorporated into adopted budget School Zone Camera Fund Forensic Investigation Hardware 20,000 completed Marked Patrol Vehicle 59,000 in progress Criminal Justice Fund Bullistic Vest Replacement 22,600 in progress Taser Replacements 36,450 completed Pursuit Equipment &Training 12,000 in progress Professional Services 6,913 as services are billed Public Works PW Allocation for B&O Project Costs (400,000) as B&O project work is done WRIA 9 & USGS-KC regional svc increase 53,000 as services are billed Tacoma Water Supply-contract increase 455,000 as services are billed Vactor truck/Chase truck 487,500 in progress Total Expenditures 2,062,134 1,232,998 Kent City Council Workshop 5-19-2015 Page 2