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2024, 06-11 Special Meeting - Budget WorkshopMINUTES City of Spokane Valley City Council Special Meeting — Budget Workshop Tuesday, June 11, 2024 Mayor Haley called the meeting to order at 8:30 a.m. The meeting was held in person by Council and staff, and also remotely via Zoom meeting. Attendance: Councilmembers Pam Haley, Mayor Rod Higgins, Deputy Mayor Tim Hattenburg, Councilmember Laura Padden, Councilmember Jessica Yaeger, Councilmember Ben Wick, Councilmember Staff John Hohman, City Manager Erik Lamb, Deputy City Manager Chelsie Taylor, Finance Director Kelly Konkright, City Attorney John Bottelli, Parks, Rec. & Facilities Dir. Bill Helbig, Public Works Director Al Merkel, Councihnember Gloria Mantz, City Services Coordinator Tony Beattie, Sr. Deputy City Attorney Mike Basinger, Economic Dev. Director Morgan Koudelka, Sr. Admin Analyst Chaz Bates, Planning Manager Jenny Nickerson, Building Official Dave Ellis, Police Chief Sean Walter, Assistant Police Chief John Whitehead, Human Resources Director Adam Jackson, Engineering Manager Sarah Farr, Accounting & Finance Program Mngr Chad Knodel, IT Manager Marci Patterson, City Clerk WELCOME: Mayor Haley welcomed everyone to the meeting. ROLL CALL: City Clerk Patterson called the roll; all Councilmembers were present. Worksheet Overview --- John Hohman Chelsie Taylor City Manager Hohman gave a brief overview of the materials for today's workshop, which include the list of potential projects, and a review of the fund balance. Finance Director Taylor then went through the pre - tab materials which ends with the spreadsheet showing our full-time equivalents employees (FTEs) over the last ten years. 1. Economic Forecast & Projections — Chelsie Taylor Finance Director Taylor reviewed the information concerning the economic forecast and projections; said we only have three months of activity so there are some inconsistent trends; that at this point she anticipates little to no growth in sales tax. Director Taylor then discussed the telephone utility taxes, motor vehicle fuel taxes, lodging taxes, real estate excise taxes (REST), permitting revenues and noted that Council can expect more discussion on this in the next few months. 2. Council Goals — Priority Project Ranking Results -- John Hohman City Manager Hohman reviewed the list of goals that were discussed and approved at previous meetings. 3. Staffing Overview — John Whitehead Council Special Meeting Workshop: 06-11-2024 Page 1 of Approved by Council: 06-25-2024 Mr. Whitehead gave a brief overview of our staffing processes compared with other cities our size and smaller; and he mentioned the various classifications in addition to full time employees, such as temps or seasonal. 4. City Council — John Hohman After Finance Director Taylor gave a quick overview of the document formatting, Mr. Hohman said this budget is mostly status quo with some reductions to a few categories such as travel and registrations. Mr. Hohman also noted that this was the budget for the council and if they wanted to make changes, it would be up to them to bring those changes forward. 5. City Manager — John Hohman Mr. Hohman explained the changes in his budget and there were multiple line items that he reduced in an effort to keep his budget down. 6. Deputy City Manager — Erik Lamb Mr. Lamb briefly went over the material under this section, which he indicated is mostly status quo. 7. City Attorney — Kelly Konkright City Attorney Konkright said that this is mostly also status quo and that most of the line items directly related to the cost of each membership or registration. There was an increase in the fee line item as costs for filing and recording documents had increased at the county level. S. Public Safety — Dave Ellis, Morgan Koudelka, Erik Lamb Deputy City Manager Lamb, Chief EIlis and Senior Administrative Analyst Koudelka provided details on the staffing levels, the vehicle purchases, detention services, animal control, public defender, district court and pre-trial services. Mr. Hohman added that a further presentation on some of the additional expenses would follow at a future council meeting as there was a lot of information that could be reviewed in more detail. 9. City Services — Gloria Mantz Ms. Mantz noted that as the department was newly created, there would be a significant change from the 2023 actuals as it was only for a portion of the year. She reviewed who was included in her departments and what expenses were listed for each area of her departments. 10. Facilities — Gloria Mantz Ms. Mantz explained that Facilities is now separate, with five FTEs and each location has specific line items in the budget tailored to those locations needs such as the janitorial services, utility services and building/grounds repairs. 11. Finance — Chelsie Taylor Finance Director Taylor said the biggest change in her department is payroll costs with an overall 9.75 FTEs and a raise in postage as costs have gone up. 12. General Government — Chelsie Taylor, Chad Knodel Under the General Government tab, Director Taylor said there have been some changes in IT costs to better track some of our hardware/software costs. Mr. Knodel provided details on some of the software costs and what the increase in cost was for those programs. Ms. Taylor also pointed out that within the general fund, there were reductions to specific line items that included the Outside Agencies — social services and economic development, the transfer to pavement preservation, transfer to park capital and transfer to public safety equipment replacement program. 13. Information Technology — Chad Knodel Council Special Meeting Workshop: 06-11-2024 Page 2 of 4 Approved by Council: 06-25-2024 Mr. Knodel said his fund is also mostly status quo with a reduction due to replacing an FTE. 14. Human Resources — John Whitehead Mr. Whitehead said much of his budget was status quo, but reductions could be possible with reducing advertising, registrations and memberships. 15. Public Works: Administration — Bill Helbig Director Helbig said his department is also mostly status quo, with the only increase in payroll. 16. En ing eering —Bill Helbig Mr. Helbig explained that his department includes CIP (capital improvement) and that he reviewed his budget thoroughly to maintain less than a 3% increase to the overall budget. 17. Building Jenny Nickerson Building Official Nickerson said her budget includes 15 FTEs, which includes the front counter staff and code enforcement; she noted that most of her increase was payroll. 18. Planning — Chaz Bates Mr. Bates said the planning division is also mostly status quo; includes five FTEs; and increases were payroll related. Mayor Haley called for a recess for lunch at 11:59 a.m. The meeting reconvened at 1:00 p.m. 19. Economic Development - Mike Basinger Mr. Basinger went over the information on the Economic Development spreadsheet; noting that his increases in the budget were payroll related. 20. Parks & Recreation — John Bottelli Director Bottelli briefly discussed the various divisions including administration, recreation, aquatics, senior center, and CenterPlace. He also discussed the potential need to reduce the aquatics budget to zero in order to assist with an overall reduction to the city budget and would close the pools for 2025. 21. Street Operations & Maintenance Fund — Bill Helbig, Adam Jackson Director Helbig and Engineering Manager Jackson provided details on the street fiend, maintenance shop, winter operations, bridge fund, traffic operations, local access streets fund. Mr. Helbig noted that the local access street funds were reduced to zero in an effort to assist with a reduction to the overall city budget. This reduction would eliminate the local streets projects for 2025. 22. Stormwater Fund — Adam Jackson Engineering Manager Jackson explained that the figures reflect the increase for the stormwater fee, and he briefly went over the data on the spreadsheets. 23. Supplemental Budget Requests -- Chelsie Taylor, John Hohman After Finance Director Taylor gave a brief overview of the summary page, cacb director provided an overview of the request for their department/budget. Requests included replacement of an in -ground lift for facilities at the precinct, recarpeting multiple rooms at CenterPlace, replacing wallpaper in the Great Room at CenterPlace, replacing various high ticket assets at CenterPlace and establishing a replacement fund for those items, audio system refresh in the Great Room at CenterPlace, stormwater utilities interns to assist with field documenting, and the replacement of a 1997 snow plow truck. 25. Potential &Pending Ca ital Projects — John Hohman Chelsie Ta for Council Special Meeting Workshop: 06-11-2024 Page 3 of Approved by Council: 06-25-2024 Finance Director Taylor reviewed the spreadsheet of projects and detailed the funding element for the projects. 25. I"iscal Policies — John Hohnian Mr. Holitnan briefly went over the information; said we are not advocating for any chaiiges, and this is just a discussion oil the fiscal policies and financial objectives. J.'he Council briefly discussed the overall budget and What they would like to see more information on. Each COUncilmember took. a inoment to reflect on sonic of the information that was presented and what they felt was important to them in the future with the overall budget. It was move(1 by Deputy Alloyor Higgins, seconded and ununimously agi-ecd to ucljotwn. The meeting adjourned at 2:32 p.m. ATTEST: Marci tterson City CleI rk , Parr Haley, MaY6r Council Special Meeting Workshop: 06-11-2024 Approved by Council: Page 4 ofet P:ICity Serviceslbudget120251Copy of City Services budget worksheets 2025 amended General Fund Communications - Detail P1557200 P1557200-510000 ',Salaries & Wages - Communications Manager, Communications Specialist P1557200-5200OX Payroll Taxes and Benefits -:FICA, Medicare, L&1, PERS P1557200-531001 ';Office & Operating Supplies - ribbon cutting supplies -.postcards, notecards -bannerpaper P1557200-541005 Professional Services - :, graphic design - on call support - videography - city marketing, State of the City Photography - professional photo shoots - Printing services - newsletter(2-3x) & misc P1557200-541017 Advertising/Public Information -', social media ads, print advertisement, digitial advertisement P1557200-542002 Postage -' Mailing misc postcards and mailing for reinstated printed newsletter 2-3x per year P1557200-542003 Cell Phones cell phones, !pads for P10, graphic designer P1557200-543001 'Travel/Mileage -.ribbon cuttings, local events - 3CMA Conference ($900x 2) P1557200-549002 Memberships - 3CMA City -County Communication and Marketing Association - Graphics Artists Association P1557200-548031 Software Licenses & Maintenance -,Adobe ($1100), Grammarly ($400), Canva ($300), GovOelivery ($9900), Survey Monkey ($300) P1557200-549004 Registrations -' 3CMA Conference x 2 Total : 272,100. 94,342. 1,000. 65,000 10, 000 25, 000 : 5, 000 25, 000 12,000 12, 000 40,000 1,200` 2,000. 200. 1,800 1,200 500. 700; 12,000 2,000. 502,842 Page 1 of 1 N 0 0 O O O O O O P d Q N {T III C O r M 00 _E N r tl' N .m._- V V 06 cAw N 0 0 O O O O O O D O O N N G1 O cl' V' M V' O o O © O O O O O O O Q Q Q O N P Q N 'C? 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