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City Council Committees - Committee of the Whole - 03/19/2024 (2)
KENT CITY COUNCIL • COMMITTEE OF THE WHOLE KENT Tuesday, March 19, 2024 W A S H IN G T O N 4:00 PM Chambers A live broadcast is available on Kent TV21, www.facebook.com/CitvofKent, and www.youtube.com/user/KentTV21 To listen to this meeting, dial 253-215-8782 or 253-205-0468 Enter Meeting ID: 87459075269 Join the meeting Mayor Dana Ralph Council President Satwinder Kaur Councilmember Bill Boyce Councilmember Marli Larimer Councilmember John Boyd Councilmember Zandria Michaud Councilmember Brenda Fincher Councilmember Toni Troutner ************************************************************** Item Description Action Speaker Time 1. CALL TO ORDER 2. ROLL CALL 3. AGENDA APPROVAL Changes from Council, Administration, or Staff. 4. DEPARTMENT PRESENTATIONS Operations-Council President Kaur, Subject Matter Chair A. Approval of Minutes YES i. Committee of the Whole - Committee of the Whole - Regular Meeting - Mar 5, 2024 4:00 PM B. Payment of Bills - Approve YES Paula Painter 01 MIN. C. Office of the Washington State YES Megan Marks 05 MIN. Auditor Engagement Letter for the 2023 Audit - Authorize D. INFO ONLY: Fourth Quarter 2023 NO Joe Bartlemay 10 MIN. Investment Report Committee of the Whole Committee of the Whole - March 19, 2024 Regular Meeting Economic and Community Development-Councilmember Larimer, Subject Matter Chair E. Info Only: Introduction of NO Lindsay Walker 15 MIN. Behavioral Health Facilities Code Update Project Parks-Councilmember Michaud, Subject Matter Chair F. King County Veterans, Seniors YES Cindy Robinson 10 MIN. and Human Services Levy 2021- 2023 Extension - Authorize Public Works-Councilmember Fincher, Subject Matter Chair G. INFO ONLY: 2025-2030 NO David Paine 10 MIN. Transportation Improvement Program S. ADJOURNMENT Unless otherwise noted, Council will hold Committee of the Whole at 4 p.m. on the first and third Tuesday of each month. Public Comment may be submitted in writing to the City Clerk at the meeting,which will be distributed to each councilmember and admitted into the record, but will not be read aloud at the meeting. In order to be admitted into the record,written comments shall be submitted not less than three hours prior to the start of the Committee of the Whole meeting to Cityclerk@kentwa.gov, unless a person appears in-person, in which case, the written comments will be handed to the City Clerk and will be admitted into the record of the Committee of the Whole meeting. For additional information, please contact Kimberley A. Komoto, City Clerk at 253-856-5725, or email CityClerk@kentwa.gov. Any person requiring a disability accommodation should contact the City Clerk at 253-856-5725 in advance of the meeting. For TDD relay service, call Washington Telecommunications Relay Services at 7-1-1. 4.A.1 Pending Approval Kent City Council - Committee • of the Whole KENT Committee of the Whole - WAS M IN G 7 0 N Regular Meeting Minutes March 5, 2024 Date: March 5, 2024 Time: 4:00 p.m. Place: Chambers N 1. CALL TO ORDER c Council President Kaur called the meeting to order. o 2. ROLL CALL 0 0. Attendee Name =Title Status Arrived a Satwinder Kaur Council President Present Bill Boyce Councilmember Excused a 0 John Boyd Councilmember Present Brenda Fincher Councilmember Present N Marli Larimer Councilmember Excused N Zandria Michaud Councilmember Present L Toni Troutner Councilmember Present 0 3. AGENDA APPROVAL 0 A. I move to approve the agenda as presented. RESULT: MOTION PASSES [UNANIMOUS] MOVER: Zandria Michaud, Councilmember a SECONDER: John Boyd, Councilmember AYES: Kaur, Boyd, Fincher, Michaud, Troutner a N N r 7 C 4. DEPARTMENT PRESENTATIONS A. Approval of Minutes YES Committee of the Whole - Committee of the Whole - Regular Meeting - Feb 20, 2024 4:00 PM Packet Pg. 3 4.A.1 Kent City Council - Committee of the Whole March 5, 2024 Committee of the Whole - Regular Meeting Kent, Washington Minutes ......................................................................................................................................................................................................................................................................................................._............................................................................................................................................................................................................... RESULT: APPROVED [UNANIMOUS] MOVER: Zandria Michaud, Councilmember SECONDER: John Boyd, Toni Troutner AYES: Kaur, Boyd, Fincher, Michaud, Troutner B. Payment of Bills - Approve MOTION: I move to approve the payment of bills. RESULT: MOTION PASSES [UNANIMOUS] Next: 3/19/2024 7:00 PM MOVER: Zandria Michaud, Councilmember g SECONDER: Toni Troutner, Councilmember 0 AYES: Kaur, Boyd, Fincher, Michaud, Troutner > 0 L Q C. City of Kent Federal Agenda — Direct Appropriation Requests - Q Approve Chief Administrative Officer Pat Fitzpatrick introduced the presentation on the o City of Kent Federal Agenda - Direct Appropriation Requests. v N Fitzpatrick provided details on the availability of funding and the City's N utilization of Ben McMakin, a federal lobbyist with Crossroads Strategies. L 0 The three areas for direct or partner requests in 2025 are: - 1. Infrastructure 2. Education 3. Public Safety The federal delegation puts out requests for funding applications, known as "direct appropriation requests," annually - approximately in the Spring. The a lobbyist advises the City on federal strategies for direct appropriations and federal grants in addition to communicating with the delegation staff on City Q needs and supports aligned partner requests. r c Target areas for advocacy include City civic and physical infrastructure and regional economic development issues, like Air + Space 2030 recommendations advocacy. Chief Economic Development Officer Bill Ellis advised the City is seeking support for education requests - more details will be provided during the special joint meeting with the Kent School District on March 261n Ellis advised the City is focusing: 1. Support for funding: Improving Mill Creek Middle School's Athletic Fields 2. City Public Safety Request - One-time capital funding for emergency ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Page 2 of 7 Packet Pg. 4 4.A.1 Kent City Council - Committee of the Whole March 5, 2024 Committee of the Whole - Regular Meeting Kent, Washington Minutes technology equipment - a mobile command unit MOTION: I move to approve the public safety, infrastructure, and educational federal funding requests summarized by staff and direct staff to apply for or assist in the application for such federal funding. RESULT: MOTION PASSES [UNANIMOUS] Next: 3/19/2024 7:00 PM MOVER: Satwinder Kaur, Council President SECONDER: John Boyd, Councilmember AYES: Kaur, Boyd, Fincher, Michaud, Troutner 4- D. 2024-2028 Art Plan - Approve 0 Parks Program Manager Ronda Billerbeck presented information on the 2024 L City Art Plan. a Q Billerbeck detailed the account balance as of January 1, 2024, annual per capita funding and administrative expenses. o 0 v Billerbeck provided an overview of projects that include: N • Capital Park Artwork - Garrison Creek Park Renovation N • Capital Project Artwork - East Hill North Community Park L • Traffic signal Control Box Art Wraps • Kent-Kherson Park/Digital Artwork 4- • Summer Art Exhibit Purchase Program • Kent Valley Loop Trail ; • Capital Project Artwork - Springwood Park Reimagining • Sculpture Maintenance and Programming • Opportunity Fund r a 2025-2028 City Art Plan overview: 2025 Projected Projects (Estimated Beginning Account Balance: $307,461) Q Willis Street Greenways Sculpture Exhibition Program ($35,000), Downtown Rotating Mural Program ($40,000), Kherson Park Digital Artwork ($5,000), Portable Collection Purchases ($15,000), Opportunity Fund/future projects ($207,461), Collection Maintenance and Programming ($40,000) 2026 Projected Projects (Estimated Beginning Account Balance: $282,461) Campus Park artwork ($50,000), North Meridian Park artwork ($75,000), Traffic Signal Control Box Art Wraps ($35,000), Kherson Park Digital Artwork ($5,000), Portable Collection Purchases ($15,000), Opportunity Fund/future projects ($82,461), Collection Maintenance and Programming ($20,000) 2027 Projected Projects (Estimated Beginning Account Balance: $172,461) Uplands Playfield Spray Park Artwork ($50,000), Mill Creek Canyon Trails ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Page 3 of 7 Packet Pg. 5 4.A.1 Kent City Council - Committee of the Whole March 5, 2024 Committee of the Whole - Regular Meeting Kent, Washington Minutes artwork ($25,000), Willis Street Greenways Sculpture Exhibition Program ($35,000), Downtown Rotating Mural Project ($40,000), Kherson Park Digital Artwork ($5,000), Portable Collection Purchases ($10,000), Opportunity Fund/Future Projects ($0), Collection Maintenance and Programming ($7,461) 2028 Projected Projects (Estimated Beginning Account Balance: $88,000) Traffic Signal Control Box Art Wraps ($35,000), Kherson Park Digital Art ($5,000), Capital Project TBD ($30,000), Portable Collection Purchases ($11,000), Opportunity Fund/Future Projects ($0), Collection Maintenance and Programming ($7,000) c MOTION: I move to approve the 2024-2028 City Art Plan and — authorize the Mayor to sign all contracts to implement the Art Plan within established budgets, subject to contract terms and L conditions acceptable to the Parks Director and City Attorney. a Q RESULT: MOTION PASSES [UNANIMOUS] Next: 3/19/2024 7:00 PM MOVER: Zandria Michaud, Councilmember o 0 SECONDER: John Boyd, Councilmember v AYES: Kaur, Boyd, Fincher, Michaud, Troutner o N E. Land and Water Conservation Fund Outdoor Recreation Legacy Partnership — Resolution - Adopt 4- Parks Planner Bryan Higgins informed the Council on the Uplands Playfield and Spray Park project and the authorizing resolution with the Land and Water Conservation Fund (LWCF) Outdoor Legacy Program. ai The City is applying for a 3 million LWCF grant. • Federal Grant from the National Park Service and is administered by a Washington State Recreation and conservation office • Required part of Grant Application Q • Pre- submission review with RCO in early February • Grant submission is due March 27 MOTION: I move to adopt Resolution No. 2070, authorizing the signing and submittal of a grant application to the Recreation and Conservation Office to assist with the Uplands Playfield and Spray Park improvements. ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Page 4 of 7 Packet Pg. 6 4.A.1 Kent City Council - Committee of the Whole March 5, 2024 Committee of the Whole - Regular Meeting Kent, Washington Minutes ......................................................................................................................................................................................................................................................................................................._............................................................................................................................................................................................................... RESULT: MOTION PASSES [UNANIMOUS] Next: 3/19/2024 7:00 PM MOVER: Zandria Michaud, Councilmember SECONDER: John Boyd, Councilmember AYES: Kaur, Boyd, Fincher, Michaud, Troutner F. Agreement with Adamson Police Products - Authorize Commander Philip Johnson provided details on the Agreement with Adamson Police Products. N a� Adamson Police Products will supply the Kent Police Department with various equipment to include firearms, firearm parts and accessories, firearm — holsters, holster parts and firearm optics. The Agreement provides for a term of two years, commencing on March 15, 2024, and expiring on March 15, L 2026, and a compensation amount currently not expected to exceed a $175,000 within that two-year term. Q MOTION: I move to authorize the Mayor to sign an agreement a with Adamson Police Products to purchase police equipment o through March 15, 2026, within budgets previously approved and established by Council and subject to final terms and o conditions acceptable to the City Attorney and Police Chief. N L RESULT: MOTION PASSES [UNANIMOUS] Next: 3/5/2024 7:00 PM MOVER: Toni Troutner, Councilmember c U) SECONDER: Zandria Michaud, Councilmember 2 AYES: Kaur, Boyd, Fincher, Michaud, Troutner ai G. Consultant Services Agreement with JECB for Mill Creek at 76th Avenue South - Authorize a a� Capital Projects manager Jason Bryant provided details on the Consultant Services Agreement with JECB for Mill Creek at 76th Avenue South project. N a� MOTION: I move to authorize the Mayor to sign a Consultant Services Agreement with JECB, LLC, subject to final terms acceptable to the Public Works Director and City Attorney. RESULT: MOTION PASSES [UNANIMOUS] Next: 3/19/2024 7:00 PM MOVER: Brenda Fincher, Councilmember SECONDER: John Boyd, Councilmember AYES: Kaur, Boyd, Fincher, Michaud, Troutner H. Consultant Services Agreement with GeoEngineers, Inc for Mill Creek at 76th Avenue South - Authorize ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Page 5 of 7 Packet Pg. 7 4.A.1 Kent City Council - Committee of the Whole March 5, 2024 Committee of the Whole - Regular Meeting Kent, Washington Minutes ................................................................................................................................................................................................................................................................................................ _............................................................................................................................................................................................................ Capital Projects Manager Jason Bryant provided details on the Consultant Services Agreement with GeoEngineers, Inc for Mill Creek at 76th Avenue South project. MOTION: I move to authorize the Mayor to sign the Consultant Services Agreement with GeoEngineers, Inc., subject to final terms and conditions acceptable to the Public Works Director and City Attorney. RESULT: MOTION PASSES [UNANIMOUS] Next: 3/19/2024 7:00 PM MOVER: Brenda Fincher, Councilmember SECONDER: Toni Troutner, Councilmember g AYES: Kaur, Boyd, Fincher, Michaud, Troutner o I. Grant Acceptance - 2023 National Highway Safety Asset a Management Program - 64th Avenue South & West Q Design Engineering Manager Carla Maloney provided details on the grant acceptance for the 2023 National Highway Safety Asset Management o Program - 64th Avenue South & West v N Maloney advised WSDOT awarded $3,070,000. N L Maloney provided an overview of the National Highway Safety routes grant M funds and purpose of the funds. — MOTION: I move to accept grant funds from the Washington State Department of Transportation National Highway System Asset Management Program for the 64th Avenue South and West James Street Project, amend the budget, authorize the expenditure of the grant funds, and authorize the Mayor to sign all necessary documents subject to final terms acceptable to the City Attorney and Public Works Director. Q R SE ULT: MOTION PASSES [UNANIMOUS] Next: 3/19/2024 7:00 PM 2 MOVER: Brenda Fincher, Councilmember =_ SECONDER: Toni Troutner, Councilmember AYES: Kaur, Boyd, Fincher, Michaud, Troutner 5. ADJOURNMENT Council President Kaur adjourned the meeting. Meeting ended at 4:41 p.m. ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Page 6 of 7 Packet Pg. 8 4.A.1 Kent City Council - Committee of the Whole March 5, 2024 Committee of the Whole - Regular Meeting Kent, Washington Minutes ......................................................................................................................................................................................................................................................................................................._............................................................................................................................................................................................................... KLv�Zey A. K&mt tc- City Clerk N d r 7 C O O L 0. a a 0 0 N O N L C� G O Cam_ G d V 0. V V a N N r 7 C ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Page 7 of 7 Packet Pg. 9 4.B FINANCE DEPARTMENT Paula Painter, CPA 220 Fourth Avenue South \117KENT Kent, WA 98032 WASHINGTON 253-856-5264 DATE: March 19, 2024 TO: Kent City Council - Committee of the Whole SUBJECT: Payment of Bills - Approve MOTION: I move to approve the payment of bills. SUMMARY: Packet Pg. 10 4.0 FINANCE DEPARTMENT Paula Painter, CPA 220 Fourth Avenue South KENT Kent, WA 98032 WASHINGTON 253-856-5264 DATE: March 19, 2024 TO: Kent City Council - Committee of the Whole SUBJECT: Office of the Washington State Auditor Engagement Letter for the 2023 Audit — Authorize MOTION: I move to authorize the Mayor and Finance Director to sign the Engagement Letter with the Office of the Washington State Auditor for the 2023 audit, amend the budget to cover the audit costs, and authorize the expenditure of funds accordingly. SUMMARY: This Engagement Letter confirms the nature and limitations of the audit, as well as responsibilities of the parties and other engagement terms. The letter also confirms the audits will be performed for the City of Kent by the Office of the Washington State Auditor in accordance with the provisions of Chapter 43.09 of the Revised Code of Washington. The following audits for the fiscal year ended December 31, 2023, will be performed: • Financial Statement Audit • Federal Single Audit • Accountability Audit BUDGET IMPACT: The Office of the Washington State Auditor estimates the cost of the audit to be $206,000 plus travel costs, and other expenses, if any. A budget increase of $30,000 is needed in addition to the current budget to cover the cost of the audit. SUPPORTS STRATEGIC PLAN GOAL: Innovative Government - Delivering outstanding customer service, developing leaders, and fostering innovation. Sustainable Services - Providing quality services through responsible financial management, economic growth, and partnerships. ATTACHMENTS: 1. City of Kent Fiscal Year 2023 Engagement Letter (PDF) Packet Pg. 11 4.C.a a�es � M N VOV tt,taag N d t r Office of the Washington State Auditor L Pat McCarthy J r C d E d February 27, 2024 t cc Mayor and City Council w City of Kent ° 220 4th Ave. S. Q Kent, WA 98023 ; c 0 We are pleased to confirm the audits to be performed by the Office of the Washington State Auditor, o, in accordance with the provisions of Chapter 43.09 RCW, for the City of Kent. This letter confirms the nature and limitations of the audits, as well as responsibilities of the parties and other engagement terms. a� Office of the Washington State Auditor Responsibilities o Financial Statement Audit We will perform an audit of the comprehensive financial report and basic financial statements of the p City of Kent as of and for the fiscal years ended December 31, 2023, prepared in accordance with accounting principles generally accepted in the United States of America (GAAP). The objective of o our audit will be to express our opinion on these financial statements. L We will perform our audit in accordance with auditing standards generally accepted in the United -J States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we E plan and perform the audit to obtain reasonable, rather than absolute, assurance about whether the cc financial statements are free from material misstatement. Since we do not review every transaction, tM our audit cannot be relied upon to identify every potential misstatement. Because of the inherent M limitations of an audit, together with the inherent limitations of internal control, an unavoidable risk o cm exists that some material misstatements may not be detected,even though the audit is properly planned and performed in accordance with the standards identified above. A financial statement audit involves performing procedures to obtain audit evidence about the amounts y and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements,whether due Y to fraud or error. In making those risk assessments, the auditor considers relevant internal controls in c order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of internal control. Accordingly, we will express no such v opinion. as E s Although our audit is not designed to provide an opinion on the effectiveness of internal control over financial reporting, we are required to report any identified significant deficiencies and material Q Insurance Building, P.O. Box 40021 •Olympia,Washington 98504-0021 • (564)999-0950• Pat.McCarthy@sao.wa. Packet Pg. 12 4.C.a weaknesses in controls. We are also required to report instances of fraud and noncompliance with provisions of laws, regulations, contracts, and grant agreements that could have a direct and material N effect on the accuracy of financial statements. N a) z A financial statement audit also includes evaluating the appropriateness of accounting policies used `o and the reasonableness of significant accounting estimates made by management,as well as evaluating the overall presentation of the financial statements. J r All misstatements identified by the audit will be discussed with management. Material misstatements corrected by management and all uncorrected misstatements will be communicated at the exit conference, as required by professional auditing standards. a, c w Our responsibility is to express in a written report an opinion on the financial statements based on the `o results of our audit. We cannot guarantee an unmodified opinion. We may modify or disclaim an opinion on the financial statements if we are unable to complete the audit or obtain sufficient and appropriate audit evidence supporting the financial statements. If our opinion is other than unmodified, we will fully discuss the reason with you prior to issuing our report. Further, in accordance with in professional standards, we may add emphasis-of-matter or other-matter paragraphs to our report to describe information that, in our judgment, is relevant to understanding the financial statements or our audit. N We will also issue a written report (that does not include an opinion) on issues identified during the audit related to internal control over financial reporting and on compliance with the provisions of laws, c regulations, contracts, and grant agreements, noncompliance with which could have a material effect a) on the financial statements as required by Government Auditing Standards. 0 The City prepares supplementary information that accompanies the financial statements, which is M required by Generally Accepted Accounting Principles. We agree to perform auditing procedures on M this information, with the objective of expressing an opinion as to whether it is fairly stated, in all material respects, in relation to the financial statements taken as a whole.> J r The City also prepares other information to accompany the financial statements, which is required by accounting standards or is done at its discretion. We will perform limited procedures on this information for the purpose of identifying inconsistencies with the financial statements. However,we a, will not express an opinion on its fair presentation. w M N Federal Single Audit N We will also perform a federal single audit on compliance with, and report on internal control over compliance for, each major program for the fiscal year ended December 31, 2023, in accordance with auditing standards generally accepted in the United States of America; the standards applicable to y financial audits contained in Government Auditing Standards, issued by the Comptroller General of ii the United States; and Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance). Y Those standards and the Uniform Guidance require that we plan and perform the audit to obtain ° reasonable assurance about whether noncompliance with the types of compliance requirements that v could have a direct and material effect on a major federal program occurred. An audit includes examining, on a test basis, evidence about compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. Because of the inherent limitations of an audit, together with the inherent limitations of internal control, an unavoidable risk exists that 2 Q Packet Pg. 13 4.C.a some material noncompliance may not be detected, even though the audit is properly planned and performed in accordance with these standards and the Uniform Guidance. N 0 N In planning and performing the compliance audit, we will consider internal control over compliance in order to determine the appropriate auditing procedures necessary for opining on compliance with `o each major program, and for testing and reporting on internal control over compliance in accordance with Uniform Guidance, but not for the purpose of expressing an opinion on the effectiveness of internal control over compliance. Accordingly, we will express no such opinion. Although our audit is not designed to provide an opinion on the effectiveness of internal control over compliance, we are E required to report any identified significant deficiencies and material weaknesses in controls. 0 We will express an opinion as to whether the Schedule of Expenditures of Federal Awards is fairly w stated, in all material respects, in relation to the financial statements taken as a whole for the fiscal `o year ended December 31, 2023. We estimate the federal single audit will cover two federal grant programs,which will be identified at cc the audit entrance conference. If additional grant programs are audited to satisfy the requirements of in the Uniform Guidance, the audit budget discussed below will increase by approximately $9,000 per additional major program. N Upon completion of our audit we will issue a written report containing our opinion on compliance for each major program and a written report on internal control over compliance. We cannot provide assurance that an unmodified opinion will be expressed. Circumstances may arise in which it is c necessary for us to modify our opinion, issue a disclaimer of opinion, or add an emphasis-of-matter or a) other-matter paragraph(s)to the report. 0 Accountability Audit M We will perform an accountability audit of compliance with applicable state laws, regulations, and M policies, and of controls over the safeguarding of public resources for the fiscal year ended December 31, 2023. The audit will be conducted in accordance with provisions of RCW 43.09.260 and the Office's audit policies, which include policies specific to these types of audits and general audit policies. Our general audit policies apply to all our engagements and incorporate the requirements of Government Auditing Standards, as applicable, on topics such as communications with auditees, independence, audit evidence and documentation, and reporting. a, c w An accountability audit involves performing procedures to obtain audit evidence about compliance N and controls in areas selected for audit. In keeping with general auditing practices,we do not examine N every transaction, activity, policy, internal control, or area. The areas examined and procedures selected depend on the auditor's judgment, including the assessment of the risks of fraud, loss, abuse, >_ or noncompliance. 0 LL Upon completion of our audit, we will issue a written report describing the overall results and conclusions for the areas we examined. Y 0 Data Security j Our Office is committed to appropriately safeguarding the information we obtain during the course of the audit. We have entered into a data sharing agreement with the City to ensure compliance with legal requirements and Executive Directives(Executive Order 16-01,RCW 42.56 and OCIO Standard 141.10) in the handling of information considered confidential. Q Packet Pg. 14 4.C.a Responsibilities specific to this engagement N Additionally, we will: N • Provide management with advanced notification if we identify issues that require further audit work and increase audit costs. `o • Participate in weekly progress meetings to discuss the status of the audit plans for future weeks. At those meetings, we will provide information on the departments we will work in and the audit objectives we will be addressing. • Conduct a formal entrance conference on the financial and single audits after we have completed financial and single audit planning. The entrance conference on the accountability audit may be conducted at a later date if we have not completed planning for that audit. a, • Conduct a formal exit conference to discuss results of the financial audit on or before w September 30, 2024. The exit conference on the accountability audit may be conducted at a `o later date since our audit work may not be completed by the end of September. • Provide our financial statement opinion(ACFR letter)by June 30, 2024 provided the financial statements we receive for audit are free of significant or numerous errors and the City fulfills its requirements listed in the succeeding Client's Responsibilities section. in • Provide our Single Audit opinions by September 30, 2024. • Interact with staff professionally and respectfully and communicate needs and issues in a timely manner. We will notify the City the previous day, if we know that audit staff will not y be onsite the subsequent day(s). • Provide written correspondence during the course of the audit through email to the audit liaison, Jim Lin, Accounting Supervisor. 4- • Provide advance notice when a scheduled meeting is to be cancelled. a°, • Allow the City seven days to provide a written response to any findings. 0 Reporting levels for audit issues r, Issues identified through the auditing process will be communicated as follows. Failure to M appropriately address audit issues may result in escalated reporting levels. • Findings formally address issues in an audit report. Findings report significant results of the audit, such as significant deficiencies and material weaknesses in internal controls; misappropriation; and material abuse or non-compliance with laws, regulations, contracts or grant agreements. You will be given the opportunity to respond to a finding, and this response, or a synopsis of it, will be published in the audit report. Professional auditing standards define a, the issues we must report as findings with regard to non-compliance with a financial statement w effect and internal controls over financial reporting. The Uniform Guidance defines the issues N CD we must report as findings with regard to non-compliance and internal controls over N compliance with federal grants. • Management letters communicate control deficiencies, non-compliance, misappropriation, abuse, or errors with a less-than-material effect on audit objectives. Management letters are y referenced, but not included, in the audit report. LL • Exit items address control deficiencies, non-compliance, abuse, or errors that have an insignificant effect on audit objectives. These issues are informally communicated to Y management and are not referenced in the audit report. ° Client's Responsibilities Management is responsible for the accuracy and completeness of information provided to the auditor and will provide the Office of the Washington State Auditor with: • Unrestricted access to people with whom the auditor wishes to speak. • All information that is requested or relevant to auditor requests. Q Packet Pg. 15 4.C.a • Notification when any documents,records, files, or data contain information that is covered by confidentiality or privacy laws. N • Adequate workspace and conditions, including interacting with auditors professionally and N respectfully and promptly communicating about any issues and concerns. L Moreover, our audit does not relieve management or the governing body of their responsibilities. Management's responsibilities, with oversight from the governing body, include: • Selecting and applying appropriate administrative and accounting policies. • Establishing and maintaining effective internal controls over financial reporting, compliance, and safeguarding of public resources. a • Designing and following effective controls to prevent and detect fraud, theft, and loss. a, • Promptly reporting to us knowledge of any fraud, allegations of fraud or suspected fraud w involving management, employees or others, in accordance with RCW 43.09.185. `o • Ensuring compliance with laws,regulations and provisions of contracts and grant agreements. Q Financial audits—Additional Responsibilities: • Preparation and fair presentation of these financial statements in accordance with accounting v0 principles generally accepted in the United States of America(GAAP). c Supplementary Information—Additional Responsibilities: y • Preparing the following supplementary information: o Schedule of Expenditures of Federal Awards (including notes and noncash assistance received) that includes all expenditures from federal agencies and pass-through — agencies in the form of grants, contracts, loans, loan guarantees,property, cooperative °a' agreements, interest subsidies, insurance, food commodities, direct appropriations, and other assistance in accordance with Uniform Guidance 2 CFR § 200.510 0 requirements. M o Combining Statements in accordance with Generally Accepted Accounting Principles M • Including the auditor's report on the supplementary information in any document that both contains the supplementary information and indicates that the auditor reported on the supplementary information. • Either presenting the supplementary information with the audited financial statements or, if the supplementary information will not be presented, making the audited financial statements readily available to users of the supplementary information no later than the date a, the supplementary information and auditor's report thereon are issued. w M N • Federal Single Audits—Additional Responsibilities: N L. • Identifying all federal awards received. • Understanding and complying with the provisions of laws, regulations, contracts, and grant agreements, including applicable program compliance requirements. y • Establishing and maintaining internal control over compliance, including establishing and ii maintaining effective controls that provide reasonable assurance that the City administers government programs in compliance with the compliance requirements. Y • Evaluating and monitoring compliance with federal award requirements. 0, • Informing us of the City's relationships with significant vendors who are responsible for v program compliance. • Submitting the reporting package and data collection form through the Federal Audit Clearinghouse. Responsibilities at the conclusion of the audit Q Packet Pg. 16 4.C.a At the conclusion of our audit, the City will provide us with a letter to confirm in writing certain express and implied representations made during the course of the audit. This letter includes N representations regarding legal matters.A separate letter may be needed from the City's legal counsel. N a) z Management and the governing body are also responsible for following up and taking corrective action `o on all audit findings,including,when applicable,preparing a summary schedule of prior audit findings and a corrective action plan on the City's own letterhead. J r Responsibilities specific to this engagement Additionally, the City will: • Provide final financial statements for audit to our Office by May 1, 2024. • Provide the final Schedule of Expenditures of Federal Awards for audit to our Office by May w 1, 2024. `o • Provide our Office with documentation of the financial statement review and approval before 13 they were submitted for audit. • Obtain a clear understanding of accounting standards applied in your financial statements and W fully understand any adjusting journal entries recommended by the Office of the Washington in State Auditor before approving the entries. • Revise financial statements and schedules only if agreed to in writing by our Office. • Interact with auditors professionally and respectfully and promptly communicate issues and y concerns. as Estimated Audit Costs and Timeline 4- We estimate the cost of the audit work to be $206,000, plus travel costs, and other expenses, if any. a) Invoices for these services will be prepared and presented each month as our audit work progresses. 0 We anticipate our reports will be published on our website www.sao.wa.gov and be available to you M and the public as outlined below. These estimates are based on timely access to financial information M and no significant audit reporting issues. The estimated cost and completion date may change if unforeseen issues arise or if significant audit issues are identified necessitating additional audit work. Currently we estimate an additional $3,000 per significant audit reporting issue. We will promptly notify you if this is the case. a� Report Date* Independent Auditor's Report on Financial Statements June 30, 2024 w Independent Auditor's Report on Internal Control over Financial Reporting June 30, 2024 c and on Compliance and Other Matters Based on an Audit of Financial cm Statements Performed in Accordance with Government,4uditing Standards Independent Auditor's Report on Compliance for Each Major Program and on September 30, 2024 Internal Control over Compliance in Accordance with Uniform Guidance n Independent Auditor's Report on Accountability December 31, 2024 *Report Issuance Dates Are Estimates Only Y 0 The audit documentation for this engagement, which may contain confidential or sensitive information,is the property of SAO and constitutes a public record under Chapter 42.56 RCW. Subject v to applicable laws and regulations, appropriate individuals, as well as audit documentation, will be made available upon request and in a timely manner to appropriate auditors and reviewers, City's s management and governing body, and federal agencies, for purposes of a public records request, a quality review of the audit, to resolve audit findings, or to carry out oversight responsibilities. Q Packet Pg. 17 4.C.a The audit documentation for this engagement will be retained for a minimum of five years after the N report release (publish) date in accordance with the public records retention schedule established by N the Washington Secretary of State. L Expected Communications During the course of the audit, we will communicate with the City's selected audit liaison, Jim Lin, Accounting Supervisor , on the audit status, any significant changes in our planned audit scope or schedule and preliminary results or recommendations as they are developed. The audit liaison is E responsible for regularly updating management and the governing body on these matters. We may also provide direct communication of these matters to management and the governing body as needed or upon request. w L Please contact us if any events or concerns come to your attention of which we should be aware. We will expect the audit liaison to keep us informed of any such matters. Q as Audit Dispute Process v� Please contact the Audit Manager or Assistant Director to discuss any unresolved disagreements or concerns you have during the performance of our audit. At the conclusion of the audit, we will summarize the results at the exit conference. We will also discuss any significant y difficulties or disagreements encountered during the audit and their resolution. a� By signing and returning this letter, you acknowledge that the foregoing is in accordance with 4- your understanding. Please contact us with any questions. a) We appreciate the opportunity to be of service to you and look forward to working with you and your 0 staff. M M Sincerely, as 2/27/24 a� Ngan Kim-Hoang Nguyen, CPA, CFE, Audit Manager Date Office of the Washington State Auditor w M N O N City Response: This letter correctly sets forth our understanding. ii c m Y 0 U Dana Ralph, Mayor Date Paula Painter, Finance Director Date as E s 0 Q Packet Pg. 18 4.D FINANCE DEPARTMENT Paula Painter, CPA 220 Fourth Avenue South KENT Kent, WA 98032 WASHINGTON 253-856-5264 DATE: March 19, 2024 TO: Kent City Council - Committee of the Whole SUBJECT: INFO ONLY: Fourth Quarter 2023 Investment Report SUMMARY: Cash and Investment Officer Joe Bartlemay will present the 2023 Investment Report. SUPPORTS STRATEGIC PLAN GOAL: Sustainable Services - Providing quality services through responsible financial management, economic growth, and partnerships. ATTACHMENTS: 1. Q4 2023 Investment Report Investment (PPTX) Packet Pg. 19 4.D.a r c a� E r N N C M N O N d 3 CY t 3 O LL J Z O City O of z N M CD M Investment Portfolio (D E N d Q4 - 2023 0 CL N d C CO) N O N C N E L V Q Packet Pg. 20 4.D.a r c a� E a� c CITY OF KENT INVESTMENT PORTFOLIO PORTFOLIO M December 31, 2023 N 0 N L Purchase Market Value Investment � Date Investment Description Yield Maturity 12 31 2023 Total � R 12/31123 Cash - US Bank 5.500°1.3 C•Yernight i1,829,018 11,829,018 12/31/23 WA State LGIP 5,429En C',;ernight _55,707,296 155,707,296 t 12/31/23 PFM Mana ed Portfolio 2.1701"5 -- }ays 207 651 464 2 13982030 L 375 187 77-9 361,516,344 13 0 LL J Kent Portfolio Q 0 LL Z N M O ■Cash ■WA State LGIP m ..U.S. Treasuries N ■Supra National Bands > ■Municipal Bands c r GoVt. Agencies 0 ■Corporate Notes Q- d ■Comm ercial Paper .Bank Notes = d E N d > C M N O N CY C d E t V R a Packet Pg. 21 4.D.a r c m E N N C M CITY OF KENT N CASH AND INVESTMENTS BY TYPE N QUARTER ENDING BALANCES d 2022 Q4 AND 2023 Q1-Q4 � 45Q 000,000 3 C'1 400,000,000 • O t LL 35Q000,000 t-- ---- J Z O 300,000,000 0 LL Z 250,000,000 `CV G) M .---Tatai C&I V 200,000,000 _ Otherinvestments W 150,000,000 ----- T LGIP y T Gash = 100,000,000 O iZ d 50.000.000 = d CD E - N 4th Quarter 2022 ist Quarter 2023 2nd Quarter 2023 3rd Quarter 2023 4th Quarter 2023 j C M N O N 14 cy C N E L V Q Packet Pg. 22 4.D.a r c a� E r N N C M N CASH AND INVESTMENTS ci MONTH ENDING BALANCES � 20211 2022 / 2023 Cl 450,000,000 1= O LL 400,000,000 J Z 350,000,000 Ar O LL z 300,000,000 + 250,000,000 - 2023 �. 2022 = d 200,000,000 ---r---2021 E - N 150,000,000 _ O Q 100,000,000 d r+ 50,000,000 E N d _ O JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC CO) N O *In June 2021 and in June 2022, the City received one-time funds of$14.1M of ARPA grant funding. 14 In addition, the City received $3.6M of SST Mitigation for the period of July 1, 2020 - June 30,2021 CY in June of 2021. a� E c� Q Packet Pg. 23 4.D.a r c a� E r N N > C M Quarterly Interest Earnings N 4, 2022 and Q 1- 4, 2023 cC 3,00 0,0 00 CY 2,539,024 3 2,500,000 2,349,267 LL 2,211,243 J z 2,00 0,0 00 O O LL z 1,457,825 1,50 0,0 00 N M 1,189,070 O� M 1,00 0,0 00 C 626,673 691,356 750,736 £ 495,631 m 500,000 434 099 c t O Q d Q4 2022 Q1 2023 Q2 2023 Q3 2023 Q4 2023 = m E ■General Fund Other Funds d > C CO) N O N 14 CY C N E L V Q Packet Pg. 24 4.D.a r c a� E r N N Total Cash and Investments By Fund 5 December 31, 2023 N 0 N 1000 General Fund 61,075,908 1100 Street Fund 15,686,262 1200 PS Retiree Healthcare Fund 1,260,111 1300 Lodging Tax Fund 404,722 CJ 1400 Youth/Teen Fund 1,439,553 1500 Capital Resources Fund 27,665,715 1600 Criminal Justice Fund 9,992,430 Li 1800 Housing & Comm Dev Fund 6,989,242 1900 Other Operating Projects Fund 14,849,870 1950 Kent Events Center Operating Fund 365,801 Z 2200 Non-Voted Debt Service Fund 638,946 O 2500 Spec Assess Debt Service Fund 1,011,878 O LL 3100 Street Capital Projects Fund 29,640,490 Z 3200 Parks Capital Projects Fund 17,836,821 3300 Other Capital Projects Fund 2,193,408 C4 3400 Technology Capital Projects Fund 11,007,935 CD 3500 Facilities Capital Projects Fund 22,615,192 M 4100 Water Fund 42,785,918 _ 4300 Severer Fund 15,587,187 d 4400 Drainage Fund 43,717,803 £ 4700 Solid Waste Fund 594,142 y 4800 Golf Fund 2,932,227 C 5100 Fleet Service Fund 6,769,821 5200 Central Services Fund 2,328,931 5400 Facilities Management Fund 7,766,492 d 5600 Insurance Fund 29,432,935 5900 Deferred Compensation Fund 191,540 = 6200 Firefighters Pension Fund 2,198,835 d 6400 Deferred Comp Fund - E 6500 Payroll Clearing Fund 379,093CD N 6600 Subsystem Clearing Fund - 6700 Utility Clearing Fund 649,494 E 6800 Agency Clearing Fund 1,457,238 CO) 7100 Special Events Center-PFD 52,401 N Total: 381 518 344 14 CI c a� E c� a Packet Pg. 25 4.D.a r c a2 E r fn N pfmlasset ` management N Portfolio Summary and S dstics For the Mortth Endng December 31,1023 N L C[TY OF KENT-48820000 � cc QE6[riptdn Par Value Market Value Percent CY U.S.treasury Sam 1 WE! 124,28B,UBQ00 117,417,209.88 56.55 Cie Note � Supra-National Agency fiond 1 Nate M7504000.00 10,387,403-74 5.00 25.56% j Muniapal Bond)Note 4,400,000.00 4,303,509.10 2.07 LL Federal Agency Bond I Nate 23,5OO,OOO.b3 22,270,349.95 10.72 Corporate Note 5s,0I5,O00-00 53,272,99E.77 2SA6 >- Managed Account Sub-Total 217,945,000.00 207,553,464A4 10Q.00% J ,Awed Interest 968,178.01 Z Total Portfolla 217,945,000.04E 208,629,642.45 Fed Agy Bxid J Q "�It. O 110.72% LL Muni Bond!flue Z unsettled Trades 0.00 0.00 2.07% Sups-National g y B-d 1 note CV US TSY Bond 1 None s.0096 4'9 sc.ss% Os M C zo.�a Veld M Matwity at Cost 2.17% tv E ze.s�n Yreld to Maturity at Market 4.S7% y d .sow Weighted Average Days to MaLurny 744 > rs es�. C ra.ww Q Q d o-noeb C d 0-6 M— 6-.2M rra. 1-2 Y— 2-3 Veen 3-4 Veen 4-3 Veen Over 5Y— E UN d PFM Asset Management LLC RCCwrx 48524000 Paget C CO) N O N C N E L V Q Packet Pg. 26 4.D.a r c a� E r to N > For the Quarter Ended December 31,2023 C CI TY OF KEAIT Account Summary M N O N L Sector Allocation Analytics c� Cl U.S.Treasury-$117,833,237 31.3% O ILL Federal Agency-$22,356,901 5.9% J Z Supranational-$10,420,787 2.8°/0� 0 !I � LL Z Municipal-$4,323,778 F N M O� M Corporate-$53,684,939 WI3% V J d E Local Government Investment Pool-$155,707,296 41.4% C Bank Deposits-$11,829,018 3.1% 0 CL d 0.0% 20.0% 40.0% 60.0% 80.0% 100.0% C Q Sector Limit for Analysis' ■Portfolio Allocation d E N d Forinformetionatfanaiyticet purposes only and is net providedlor cnmpfiarrceessurance.Includes accrued Ndaresl. > -Secfw Limo!fw Ana(Vms rs as derived from air intarpmtar� ofyour mostrecent fnvestmeni Policy as promfod. C CO) ®PFM Asset Management LLC ptmam.00m N O N C N E L V Q Packet Pg. 27 4.D.a r c a� E rn a� c For the Quarter Ended December 31,2023 M CITY OF KENT Portfolio Characlerrsbcs N O N L d Sector Allocation Review -CITY OF KENT c� Cl Security Type Mar-23 %of Total Jun-23 %of Total Sep-23 %of Total Dec,23 %of Total U.S-Treasury $1071 58296 $106.6 562% $1142 57.1% $117.4 56.5% Federal Agency $21.9 11.5% $21.7 11.4% $21.8 10.9% $22.3 10.7% 0 Supranatlonal $102 5.3% $102 5.4% $102 5.1% $10.4 5.0% LL Municipal $4.2 22% $4.2 22% $42 2.1% $4.3 2.1% } Cote $47A 24.6% $47.1 24.8% $49.6 24.8% $53.3 25.7% J Total $1912 100.0% $189.8 100.0% $200.0 100.0% $207.7 100J11% Z O O LL Z N U.S.Treasury FederalAgency =Supranalional Municipal Corporate M O� M $210 0 C dd $188.0 N w $126 0 > `a M Sa4.0 O Q d $42.0 i d March2023 June2023 September2023 December2023 N d > C Markel values.excludng acon d fnieresr.0My incfudas feed-income mewifies hsid wilhin The separately managed ac nt(s)arfd LGIPs managed by PFMAM.Oefal may rmtadd 10 Tawa7due to rounding- CO) N ©PFM Asset Management LLC pTmam.com O N C Q) E L V Q Packet Pg. 28 4.E ECONOMIC AND COMMUNITY DEVELOPMENT DEPARTMENT Kurt Hanson, AICP, EDFP 220 Fourth Avenue South KENT Kent, WA 98032 WASHINGTON 253-856-5454 DATE: March 19, 2024 TO: Kent City Council - Committee of the Whole SUBJECT: Info Only: Introduction of Behavioral Health Facilities Code Update Project SUMMARY: Planning staff will provide an introduction to Behavioral Health Facilities, including definitions and siting considerations in order to discuss future code amendments. 2023 Code Amendments In June 2023, the City amended Title 15 to address SB 5536 (commonly referred to as the "Blake Fix"). SB 5536 updated state statutes concerning controlled substances, including how local governments regulate opioid treatment programs and harm reduction programs. Due to the tight effective deadline, Economic and Community Development (ECD) staff prioritized changes necessary to comply with the ordinance. However, staff anticipated further discussions would be needed because the nature of behavioral health facilities has evolved. ECD committed to further evaluation and fine-tuning of potential code amendments in 2024. Since then, Planning staff have researched several behavioral health facilities and best practices for their siting and are kicking off the process for code amendments. Background In 2018, Governor Jay Inslee announced that he was pursuing a 5-year plan to modernize the state's mental health system. The current strategy is to expedite efforts to support smaller community-based health facilities. The goal is to transition patients out of large state-run hospitals into smaller, more specialized categories of facilities to better integrate them into the community appropriate for patients' level of care needs. RCW Chapter 71.24 <https://app.leg.wa.gov/rcw/defauIt.aspx?cite=71.24> is the enacting legislation known as the Community Behavioral Health Services Act. RCW 71.24.015 states that "It is the intent of the legislature to establish a community behavioral health system which shall help people experiencing mental illness or a substance use disorder to retain a respected and productive position in the community." To help develop a statewide behavioral health infrastructure, the Department of Commerce created a model ordinance, which provides guidance and best practices for local communities in siting and permitting these facilities. Staff will provide an overview of the project scope and introduce the breadth of behavioral health facilities, including definitions, typical siting considerations, and Packet Pg. 29 4.E an overview of considerations. Next Steps After this presentation, staff will conduct further research. Future meetings with LUPB and Council will be scheduled to discuss proposed code amendments, including revisions to where facilities are allowed and development standards. SUPPORTS STRATEGIC PLAN GOAL: Innovative Government - Delivering outstanding customer service, developing leaders, and fostering innovation. Thriving City - Creating safe neighborhoods, healthy people, vibrant commercial districts, and inviting parks and recreation. Inclusive Community - Embracing our diversity and advancing equity through genuine community engagement. Packet Pg. 30 4.F PARKS, RECREATION AND COMMUNITY SERVICES DEPARTMENT Julie Parascondola, CPPO, Director • KENT 220 Fourth Avenue South WASHINGTON Kent, WA 98032 253-856-5100 DATE: March 19, 2024 TO: Kent City Council - Committee of the Whole SUBJECT: King County Veterans, Seniors and Human Services Levy 2021-2023 Extension - Authorize MOTION: I move to authorize the Mayor to accept grant funds from King County through the Veterans Seniors, and Human Services Levy, amend the budget, authorize expenditure of the grant funds, and authorize the Mayor to sign all documents, subject to final terms and conditions acceptable to the Parks Director and City Attorney. SUMMARY: King County has proposed an amendment to the City's Veterans, Seniors and Human Services (VSHS) agreement that will extend the contract end date for the VSHS Levy for funding from 12/31/23 to the earlier of: 12/31/24 or 60 days following written notice from King County. King County is currently adding $309,007 of additional funding for calendar year 2024 through this amendment King County is currently taking VSHS Levy Funding applications for new contracts that will be issued later in 2024. If awarded, King County will cancel the remaining funding under this agreement and work with the City to sign a new agreement incorporating the new funding for 2024 and beyond. These funds are primarily used to support the Kent Senior Activity Center in providing outreach and senior services to the senior population that are served including many marginalized and isolated members of our community. BUDGET IMPACT: $309,007 for 2024 Levy Extension for the Kent Senior Activity Center. SUPPORTS STRATEGIC PLAN GOAL: Thriving City - Creating safe neighborhoods, healthy people, vibrant commercial districts, and inviting parks and recreation. ATTACHMENTS: 1. VSHS Levy 2021-Amendment5-Exhibit(PDF) Packet Pg. 31 4.F.a Department of Community and Human Services , L-9 Adult Services Division c (n King County x w CONTRACT AMENDMENT N 0 N DCHS / Adult Services Division Contract No. 6206089 N 0 Project/Program Name City of Kent Senior Activity N, Center- Support Senior > a) Centers - SE1 -VSHSL (2024 J N Ext CD Contractor Kent Senior Activity Center Amendment No. 5 rn Address 600 East Smith St, Kent, WA 98030, United States E x 0a PURPOSE OF AMENDMENT In 0 .E The purpose of this amendment is to: in Change the terms and conditions of the Contract following the renewal of the VSHSL in August 2023, v; and the procurement or re-procurement of community services implementing the strategies outlined in i the renewed VSHSL Implementation Plan. 1) Extend contract end date from December 31, 2023 to the earlier of: December 31, 2024, or 60 calendar days following King County providing written notice. o 2) Add $309,007 in 2024 funding. v 3) Add specific 2024 milestones and reporting requirements. c 4) Amend the payment model. Y M A. FUNDING SOURCE/TABLE CHANGES M FUNDING SOURCES FUNDING FUNDING LEVELS EFFECTIVE DATES -2 NAME SOURCES TYPE w Veterans, Seniors and County $309,007.00 01/01/2024 - 12/31/2024 Human Services Levy c B. CONTRACT CHANGES E a 1) The termination date for the Contract is amended to be the earlier of(a) 12/31/2024, or (b) o upon termination of all exhibits appended to this Contract. If this Contract expires pursuant N to subsection (b), then all services, reporting, expenditure, and payment obligations of the parties shall be prorated through the expiration date and final payment shall be calculated J as set forth in the Exhibit. _ rn C. EXHIBIT CHANGES r c as 1) Exhibit I, Exhibit Period end date is amended to be the earlier of(a) 12/31/2024, or (b) sixty (60) calendar days following King County providing written notice that the re-procurement c process for the renewed VSHSL strategy SE1: Support Senior Centers has completed. If Q Kent Senior Activity Center Page 1 of 5 Contract Amendme Packet Pg. 32 4.F.a this Exhibit expires pursuant to subsection (b), then all services, reporting, expenditure, , and payment obligations of the parties shall be prorated through the expiration date and c final payment shall be calculated as set forth in the Exhibit. c as r 2) Add funding in Exhibit I by $309,007 and amend the second sentence in Section I., WORK w STATEMENT to read: M N O N The total amount of reimbursement pursuant to this Exhibit shall not exceed N $1,208,390 for the Exhibit Period noted above as shown in the funding table below. N as J 3) Exhibit I, Section I., WORK STATEMENT, remove and replace the funding table as follows: a as rn ASD Result Area Funding Period Fund Source Funding Alignment Allocation E 01/01/2021 — 2021 VSHSL Fund - $228,998 = 12/31/2021 Seniors Ga v; L 2022 VSHSL Fund - 301 944 '0 01/01/2022— Seniors N 12/31/2022 2020 VSHSL Fund - 52 968 i Seniors r a� Up to $6,466 for Social Engagement 12/1/2022 - (Reallocated Funds) use toward 11/30/2023 VSHSL Fund — Seniors transportation- o Transportation related expenses c 01/01/2023— 2023 VSHSL Fund - 309 007 Y 12/31/2023 Seniors M a� M 01/01/2024— 2024 VSHSL Fund - 309 007 12/31/2024 Seniors x w A portion of these funds shall be used to fund equipment and capital improvements not to exceed 52 968 E Not to Exceed $1,208,390 E a 4) Exhibit I, Section II.D, Contract Milestones, a new subsection 4 is added as follows: N N 4. 2024 Milestones > a. By March 31, 2024, develop a 2024 workplan with King County. U) x 5) Exhibit I, Section IV.B, Reporting Activities, subsection 3 is amended as follows: > r c The Contractor shall submit an annual narrative progress report to King County on January 15 following each program year. The report shall cover the activities of the previous year (January— December). For 2024, the Contractor shall provide its final annual progress report (a) if the Contract ends on December 31, 2024, by January 15, Q Kent Senior Activity Center Page 2 of 5 Contract Amendme Packet Pg. 33 4.F.a 2025, or (b) if the Contract ends on any date prior to December 31, 2024, within thirty , (30) calendar days of such end date. The format and questions for the annual narrative c progress report shall be provided by King County. c a� r 6) Exhibit I, Section V., COMPENSATION AND METHOD OF PAYMENT, add new subsections w B and C as follows: N 0 N B. 2024 Billing Invoice Package N 0 N The Contractor shall submit a Billing Invoice Package (BIP) quarterly that consists of a > signed invoice statement and other reporting requirements as stated in Section IV., PARTNERSHIP AND REPORTING REQUIREMENTS of this Exhibit in a format approved by King County. Cn as Every quarter and upon the termination or expiration of this Contract: As outlined in the 2024 Payment Table below, the Contractor shall submit actual expenditures for allowable expenses from the previous quarter pursuant to services described in this = Exhibit (Actual Expenditures) as part of the BIP. These actual expenditures shall be Ga transmitted in the form of a detailed general ledger report from Contractor's financial In system, including a budget to actuals reconciliation related to activities outlined in this 2 Exhibit (General Ledger). in The BIP is due within ten (10) business days following the end of each payment period. The total amount of payments to the Contractor for each year of this Exhibit shall not exceed the yearly funding allocation as noted in the funding table in Section I., WORK STATEMENT, unless otherwise approved by King County in writing. The Contractor shall advise King County quarterly of any material changes in revenues L) from sources other than the County that are used to provide the services funded under this Exhibit. The Contractor agrees to re-negotiate, as needed, if the County Y determines that such changes are substantial. M C. Quarterly Budget to Actuals Reconciliation and Payment Process 1. The County shall review, on a quarterly basis, Actual Expenditures compared to the actual payments made to the Contractor and scheduled payments (see 2024 w Payment Table below) for such quarter (Quarterly Aggregate Payment). LO c a� 2. If the County determines that Actual Expenditures equal or exceed the Quarterly Aggregate Payment, then the County shall pay the full amount listed in the 2024 Payment Table that are then currently due and owing (Current Payment). E 3. If the County determines that Actual Expenditures are (a) less than the Quarterly N Aggregate Payment and (b) that difference is less than or equal to the next scheduled payment to be made by the County (the Next Payment), then the Next J Payment shall be reduced by such difference. U) x rn 4. If Actual Expenditures are (a) less than the Quarterly Aggregate Payment and (b) > that difference is more than the Next Payment, then the County shall be relieved from its obligation to make the Next Payment, and may: (c) lower the amount of E future payments by the remaining difference (such as reducing, pausing or skipping payment) and/or (d) require that the Contractor submit a plan stating how excess Q Kent Senior Activity Center Page 3 of 5 Contract Amendme Packet Pg. 34 4.F.a payments will be applied to future program purposes as described in this , Agreement (the plan must be approved in writing by the County).The County, in its c sole discretion, will determine whether the Contractor's actual reported expenditures are allowable.The County's decisions regarding how excess a payments by the County will be treated under this Section are final. The County w reserves the right to recapture unspent funds. N 0 N 5. If there is no Next Payment as a result of the expiration or termination of this N Contract, then the Contractor shall return any difference between Actual N Expenditures and the final Quarterly Aggregate Payment within ten (10) calendar days of King County's review and analysis of the final BIP. Payment instructions will be provided in writing by the County within three (3) business days of such final BIP a analysis. as 6. As mutually agreed to in writing by the parties, the aggregate amount of any and all c reduced or withheld Next Payments described in Subsections 3 and 4 above may E be carried forward into future Payment Periods to reimburse Contractor for Actual = Expenditures in excess of the Quarterly Aggregate Payment. Unless otherwise Ga agreed to by the parties, such reimbursement will be made with the Next Payment. L 0 7) Exhibit I, Section V., COMPENSATION AND METHOD OF PAYMENT, add the following payment table: N N C 2024 Payment Table ; Date Due Payment Payment/ Fund Source Deliverable >% Period April 12, January— On-time completion / submission o 2024 March 2024 $77,251 VSHSL Fund -of: Seniors 1. Accurate invoice c 2. Individual-level and/or Y $77,251 Total aggregate level data M 3. Summary of progress M towards 2024 workplan and/or milestones as applicable w 4. General Ledger& Updated Ly Budget reflecting Quarterly Expenditures due April 19, E 2024 July 15, April —June $77,251 VSHSL Fund -On-time completion / submission E 2024 2024 Seniors of: a 1. Accurate invoice N $77,251 Total 2. Individual-level and/or N aggregate level data 3. Summary of progress towards 2024 workplan = and/or milestones as > applicable r 4. General Ledger& Updated E Budget reflecting Quarterly Expenditures, due July 22, c 2024 Q Kent Senior Activity Center Page 4 of 5 Contract Amendme Packet Pg. 35 4.F.a October 15,July— $77,251 VSHSL Fund -On-time completion / submission c 2024 September Seniors of: 2024 1. Accurate invoice $77,251 Total 2. Individual-level and/or w aggregate level data N 3. Summary of progress N towards 2024 workplan N and/or milestones as N applicable 4. General Ledger& Updated Budget reflecting Quarterly a Expenditures, due October 22, 2024Cn a, January 15,October— $77,254 VSHSL Fund -On-time completion or submission 2025 December Seniors of: 2024 1. Accurate invoice = $77,254Total 2. Individual-level and/or Ga aggregate level data In 3. Summary of progress 2 towards 2024 workplan in and/or milestones as applicable 4. General Ledger& Updated , Budget reflecting Quarterly Expenditures, due January 23, 2025 5. Annual narrative progress v report Y All other terms and conditions of this Contract and the attached Exhibit(s) remain unchanged and in full force and effect. All capitalized terms not otherwise defined in this Amendment have the meaning N ascribed to them in the Contract or Exhibit. IN WITNESS HEREOF, the parties hereto have caused this amendment to be executed and instituted x on the date first above written. w KING COUNTY Kent Senior Activity Center c m E a N For King County Executive Signature N as J 2 Date NAME (Please type or print) rn r c as Date a Kent Senior Activity Center Page 5 of 5 Contract Amendme Packet Pg. 36 4.G PUBLIC WORKS DEPARTMENT Chad Bieren, P.E. 220 Fourth Avenue South KENT Kent, WA 98032 WASHINGTON 253-856-5600 DATE: March 19, 2024 TO: Kent City Council - Committee of the Whole SUBJECT: INFO ONLY: 2025-2030 Transportation Improvement Program SUMMARY: The Kent Transportation Improvement Program (TIP) represents the City's proposed transportation improvement work program for the next six years. Updated annually as required by State code, the six-year plan includes capital projects and programs for inclusion in the TIP and Statewide Transportation Improvement Program (STIP). The TIP is required to be consistent with the Kent Transportation Master Plan (TMP), with projects nominated from the TMP or included by other agencies. Including projects in the TIP allows the City to coordinate with other agencies, seek input from the public, search for funding partners, and apply for grants. Most state and federal agencies require that projects being submitted for grants be included in the City's adopted TIP. Staff will give an overview of the TIP and its latest update. Included below is a link to the City's TIP Storymap outreach tool. The TIP Storymap <https://storymaps.arcgis.com/stories/38f7ff964eeb48bl9288e2l74af24014>: State law requires that the City hold a public hearing before adopting the TIP. This public hearing will be held on May 21st at the regularly scheduled City Council meeting. SUPPORTS STRATEGIC PLAN GOAL: Evolving Infrastructure - Connecting people and places through strategic investments in physical and technological infrastructure. Inclusive Community - Embracing our diversity and advancing equity through genuine community engagement. Packet Pg. 37