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05-08-24 City Council Budget Work Session MinutesCITY COUNCIL "n°F BUDGET WORK SESSION KALISPELL MINUTES WEDNESDAY, MAY 89 2024, at 6:00 p.m. City Hall Council Chambers, 201 First Avenue East Video of this meeting with time stamped minutes can be found at: https://www.kalispell.com/480/Meeting-Videos. The budget work sessions began on Tuesday, May 7, 2024. Please see the minutes and video for the May 7, 2024, meeting for a review and discussion of - General Fund Administrative Departments Development Services Department, and the first half of the Public Works budget review. A. CALL TO ORDER MAY 8, MEETING Mayor Johnson called the meeting to order at 6 p.m. B. ROLL CALL Mayor - Mark Johnson: Present Council Member - Karl Gabriel: Present Council Member - Sandv Carlson: Present via video conference Council Member - Sam Nunnally: Present Council Chair - Chad Graham: Absent Council Member - Jed Fisher: Absent Council Member - Sid Daoud: Present Council Member - Jessica Dahlman: Present Council Member - Ryan Hunter: Present City staff present included City Manager Doug Russell, Finance Director Aimee Cooke, Assistant Finance Director Julie Hawes, Public Works Director Susie Turner, Parks and Recreation Director Chad Fincher, Public Works Budget Resource Manager Terri Loudermilk, Information Technology Director Erika Billiet, Fire Chief Dan Pearce, and Police Chief Jordan Venezio. C. DISCUSSION 1. Fiscal Year 2024-2025 Budget Review (link to preliminary budget) Public Works - Storm Sewer City Manager Doug Russell began the staff presentation beginning with a review of Public Works - Storm Sewer. He explained this budget is similar to last year's budget. A facility plan is included. 00:01:04 Public Works Director Turner continued speaking on this fund explaining a storage container will be purchased that will be split with sewer. Page 1 of 7 Kalispell City Council Minutes May 8, 2024 Sewer Fund Public Works Director Turner spoke regarding smaller conveyance projects and spoke regarding a decant facility. 00:04:20 Council Member Hunter asked about filter requirements. 00:05:00 Director Turner explained SLIPA funds will partially pay for a Meridian Court Road and drainage improvement project that will be bid in August. 00:05:24 Council Member Hunter asked about location of the project and the reasoning for the project. 00:06.09 Machinery and Equipment Director Turner reviewed minor equipment purchases within the fund. 00:06:51 Mayor Johnson swore in Council Members Kari Gabriel and Sam Nunnally who were re-elected since the prior meeting. 00:08:19 Solid Waste Fund Manager Russell provided a history of the previous work sessions had on this fund and mentioned that the business plan and reassessment are currently in the process of coming before Council. 00:09:42 Machinery and Equipment Director Turner explained that the front loader, back up replacement loader and service vehicle in the budget are contingent upon passage of the solid waste assessment increase. 00:10:05 The solid waste assessment will come before council on May 20, for a resolution of intent, with a public hearing on June 17, 2024. 00: 9 ➢ :20 ARPA Funds Director Turner reported on the two remaining projects — Fermenter which has not been started, and the Wastewater Treatment Plant Influent Pipe and Diversion Structure which is currently in progress. 00:12:12 Central Garage Manager Russell explained this is a cost -based fund. An under -carriage wash is included in this budget. 00:13:58 Information Technology Manager Russell explained IT is an internal service fund. 00:14:24 IT Director Erika Billiet talked about a substantial increase in the maintenance line item for integrating data related to electronic time sheets for Police and Fire. She also spoke regarding licensing costs through Microsoft. She then spoke regarding a Cloud Service to deploy print drivers. She spoke regarding increases in costs for the virtual server platform. She talked about Office 365 and email licensing and adding off -site backup. Line Item 359 will add internet service to Depot Park. She talked about acquiring a service provider for phone service. Page 2 of 7 Kalispell City Council Minutes May 8, 2024 00:18:27 Council Member Daoud asked about other possibilities for the phone service. Director Billiet explained Web -ex flex calling was selected for the phone service through a Request for Proposals process. 00:19:10 Director Billiet provided further details regarding the electronic time sheet integration in response to a question from Council Member Daoud. 00:20:17 Council and Mayor discussed the type of devices they would like to use moving forward. Police and Fire 00:22:12 Emergency Responder Dedicated Levy Manager Russell presented information in a spreadsheet regarding first year start-up costs related to utilization of the Emergency Responder Dedicated Levy. He provided additional information about costs for new employees, and related vehicles, etc. for Police and Fire. Monies from the dedicated levy will be kept in a separate fund. 00:25:29 Manager Russell explained at this time, an ambulance every other year is anticipated. A fire engine previously ordered that has a 2 % year order/build time should arrive at the end of fiscal year 2025. The next engine will be ordered and anticipated a 3-year build time. He spoke regarding initial costs, impact fee spending, etc. He presented long-term forecast models. 00:27:51 Permissive Levy Manager Russell explained that health insurance costs for emergency responders will be .removed from the permissive levy as it will be covered -with the dedicated emergency responder levy. 00.29:51 Mayor Johnson asked whether there are policy needs related to the permissive levy. 00:32:16 Manager Russell explained hiring is moving forward already for additional emergency responders. 00:32:50 Police Chief Jordan Venezio explained the first job offer for levy hires was made yesterday, with three more possibly by July 1. 00:33:02 Fire Chief Dan Pearce explained Firefighter/EMT applications close June 15, with interviews in July, and tentative academy start will be in August for thirteen members. 00:33:25 City Manager Russell spoke further on the hiring process. 00:34:13 Police Police Chief Venezio spoke regarding the current body -camera company no longer servicing the model used and switching to a 5-year lease program. A different program was looked into and would provide much more software integration into other areas, including electronic storage. He provided further information about this switch and the benefits. Page 3 of 7 Kalispell City Council Minutes May 8, 2024 00-38:00 Council Member Daoud asked about storage costs for video. Chief Venezio spoke regarding video storage costs and changes to unlimited Cloud Service planned through Axon. He responded to questions related to storage retention times. 00:40:13 IT Director Billiet and Chief Venezio spoke further regarding IT replacement costs in the Police budget, and video storage responding to further questions from Council Member Daoud. 00:44:17 Chief Venezio responded to questions from Council Member Nunnally about a reduction in safety equipment costs. He also spoke regarding ammunition costs. 00:45:0E Chief Venezio answered a question regarding line item 237. 00:45:34 Chief Venezio answered a question from Council Member Dahlman about crisis negotiation costs. 00:46:46 Chief Venezio answered a question from Council Member Dahlman about the asterisk associated with medical expenses. 00:48:59 Special Revenue Funds Public Safety Impact Fees Manager Russell spoke regarding usage of impact fees for the Police Department shop complex remodel, and evidence room remodel. 00:50:39 Chief Venezio answered a question from Council Member Dahlman about increased space for the Police Department due to the -shifting of Parks to the Depot building. 00:51:29 Emergency Responder Levy Fund Manager Russell referred to the information provided earlier in the meeting and spoke regarding vehicles. 00:52:28 Manager Russell answered a question from Council Member Dahlman about Police Department parking. 00:53:30 Manager Russell answered a question from Council Member Daoud related to 829 transfer to block grant 2919 which is the match for bullet proof vests. 00:54:07 Law Enforcement Grants Manager Russell and Chief Venezio reviewed law enforcement grants including the DUI Grant which funds a full-time employee for DUI enforcement. They then spoke regarding the details of the Stonegarden Grant. 00:58:15 Manager Russell and Chief Venezio mentioned a new grant applied for related to body - worn cameras with grant notification expected in August. 00:58:33 Opioid Settlement Manager Russell reviewed this item related to the need to possibly amend the memorandum of Page 4 of 7 Kalispell City Council Minutes May 8, 2024 understanding with the County adding additional settlements. They then talked about a new hire within the co -responder program. 00:59:57 Chief Venezio answered questions from Council Member Daoud about drug testing related to Driving under the Influence of Cannabis. 01:02:42 Fire Manager Russell reviewed capital expenditures within the Fire Fund. 01:03:36 Fire Chief Pearce spoke regarding budgeting for exterior paint and other exterior repairs to Station 62. The doors are also budgeted to be repaired at Station 61. He explained minor increases to line items related to additional personnel being hired through the emergency responder levy and other levy adjustments. 01.06:44 Fire Chief Pearce talked about training overtime. Ambulance 01:08:03 Fire Chief Pearce talked about a decrease in transfer to the ambulance fund and an increase in the transfer from the County. 01:08.27 Manager Russell spoke regarding ambulance debt. Fire Grants Fire Chief Pearce spoke regarding the possibility of a grant that will reimburse money for portable radios. He provided details on the grant application. He then spoke regarding -analog and digital usage. 01: 10:36 Fire Chief Pearce spoke regarding the doubling of the hazmat sustainment grant and the need to use that for new firefighting foam and to dispose of the old foam. 01:12:05 Fire Impact Fees Manager Russell spoke regarding the use of fire impact fees towards the new station. 01:13:25 Fire — Emergency Responder Levy Manager Russell spoke regarding applying for grants for firefighters through the Safer Grant process. He further reviewed the Chief Pearce spoke regarding expecting receipt of a new ambulance that was previously ordered in August of 2024, and after receipt sending the old ambulance to get refurbished with a new chassis. 01:15:24 Manager Russell spoke regarding the order of a new ambulance. Chief Pearce then spoke regarding the rebuilding of an apparatus with a new chassis and cost savings. Manager Russell spoke regarding the implementation of the elements within the emergency responder levy. Page 5 of 7 Kalispell City Council Minutes May 8, 2024 01:18:44 Parks and Recreation Parks and Recreation Director Chad Fincher spoke regarding facility improvements and replacements including a boiler and cooling tower, and exterior revitalization to the flower bed area at the public safety building as well as roof replacement at city hall, and fire hall garage doors. He then spoke regarding increased janitorial needs with the increase in footage at the Depot building, and deep cleaning needed in other buildings utilizing contract services. 01:22:35 Council Member Hunter asked about efficiencies related to heating and cooling. 01:24:34 Parks In Lieu Director Fincher talked about leveraging funding to build the north maintenance facility to serve north end parks, and to playground equipment at Lions Park. 01:27:02 City Manager continued reviewing the parks budget explaining the addition of two personnel including an Assistant Director position and a Recreation Programmer. He spoke regarding Highway 93 trail planning with KLJ and the Parks Master Plan that was carried over from last year. 01:28:48 Director Fincher reviewed the progress and answered questions on the Highway 93 trail planning with KLJ. 01.33.04 Director Fincher spoke regarding expenses related to moving into a new facility. He then spoke regarding repainting the interior, air movement devices, and replacement sinks for the camp center. 01:35:47 Director Fincher spoke regarding line 941 related to the grant to- update one of the parks vehicles and answered related questions. 01:38:28 Athletic Complex Director Fincher spoke on the athletic complex budget. 01:39:19 Recreation Director Fincher spoke to the reasoning for the need for a third programmer. He then spoke on additional costs related to the addition of background checks for coaches. He touched on online registration efficiencies. 01:42:03 Youth Camps Director Fincher spoke regarding a new fee related to bus services. He also answered questions related to online registration credit card fees. 01:46:53 Aquatics Facility Director Fincher talked about a LWCF reimbursement after pool coating is completed. He explained the proposals they are looking at for completion of these items to maximize longevity. He talked regarding the last items needed to revitalize the water park. 01:51:07 Manager Russell and Director Fincher answered questions from Mayor Johnson about wage adjustments and retention within the aquatics department and youth programs. Page 6 of 7 Kalispell City Council Minutes May 8, 2024 01:53:54 Parkline Trail Director Fincher talked about issues hiring seasonals for the Parkline Trail. He reported that 25 to 30 trees and 90 plants were replaced with the landscaping warranty and landscaping will be replaced around the Silo project by the developer. 01:56.00 Forestry Director Fincher reported an increase in the software package utilized. He explained why a mini lift is also included in the budget. Manager Russell spoke regarding the budget review process and the time spent in previous work sessions to concentrate on specific initiatives. He then thanked Finance Director Aimee Cooke, and Assistant Finance Director Julie Hawes for the tremendous amount of work they put into the budget. D. PUBLIC COMMENT No public were present. E. CITY MANAGER, COUNCIL, AND MAYOR REPORTS No reports. F. ADJOURNMENT Mayor Johnson adjourned the meeting at 8 p.m. Ainfee Brunckhorst, CMC City Clerk Minutes approved on June 3, 2024 UPCOMING SCHEDULE Next Work Session Meeting — May 13, 2024, at 7:00 p.m. — Council Chambers Next Regular Meeting — May 20, 2024, at 7:00 p.m. — Council Chambers PARTICIPATION Watch City Council sessions live with the agenda and supporting documents or later with documents and time stamped minutes at: https://www.kalispell.com/480Meeting-Videos. Watch City Council sessions live or later on Charter Cable Ch. 190 or via the City YouTube page at: https:�iwww.,,outube.corn/(a';cityofkalispellmontana9632 streams. The City does not discriminate on the basis of disability in its programs, services, activities, and employment practices. Auxiliary aids are available. For questions about disability accommodation please contact the City Clerk at 406-758-7756. Page 7 of 7