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E1. 05-07-25 Budget Work Session Minutes Page 1 of 8 CITY COUNCIL BUDGET WORK SESSION DRAFT MINUTES WEDNESDAY, MAY 7, 2025, at 6:00 p.m. City Hall Council Chambers, 201 First Avenue East See the bottom of the agenda to learn how to provide public comment and watch meetings live or later. Video of this meeting with time stamped minutes can be found at: https://www.kalispell.com/MeetingVideos. This is the second night of budget work sessions. See video and minutes from May 6, 2025, for the first half of discussions. A. CALL TO ORDER WEDNESDAY, MAY 7, MEETING AT 6:00 PM B. ROLL CALL Mayor - Mark Johnson: Present Council Member - Kari Gabriel: Present Council Member - Sandy Carlson: Present Council Member - Sam Nunnally: Present Council Chair - Chad Graham: Present Council Member - Jed Fisher: Present Council Member - Sid Daoud: Present Council Member - Jessica Dahlman: Present Council Member - Ryan Hunter: Present Staff present included City Manager Doug Russell, Deputy City Clerk Judi Funk, Finance Director Aimee Cooke, Public Works Director Susie Turner, Public Works Budget Resource Manager Terri Loudermilk, and Assistant Finance Director Julie Hawes. C. DISCUSSION 1. Fiscal Year 2025-2026 Budget Review (Preliminary Budget Linked) Manager Russell explained the Tourism Business Improvement District, Downtown Business Improvement District, and the Flathead City-County Health Department budgets will be presented in June. a. Information Technology City Manager Russell spoke regarding the fluctuations related to service contracts. He talked about the phone transfer that has been ongoing. 00:02:59 Information Technology Director Erika Billiet explained intended outcomes of the budget are reflective of the projects happening this year. She provided details regarding in place Kalispell City Council Minutes, May 7, 2025 Page 2 of 8 upgrades planned that include CityWorks. She then talked about preparing for the end of support for Windows 10 and implementation of devices that need additional upgrades to handle Windows 11. She talked about cleaning up and replacing servers. Council Member Daoud asked further questions about Windows 11 implementation. 00:04:57 Council Member Hunter asked whether problems are occurring with Microsoft Office updates. Director Billiet spoke to Microsoft Office updates. 00:06:25 Council Member Daoud asked about San updates, and related cost analyses. Director Billiet spoke to Daoud’s questions. b. Police Department Manager Russell referred to how the emergency responder levy dictated much of this budget. 00:08:49 Police Chief Jordan Venezio said the biggest change relates to items laid out in the levy. He spoke to gains being made with the new Crime Analyst. He then talked about vehicle replacements, radio replacements and updates. 00:10:27 Mayor Johnson asked about the radio updates needed. 00:11:01 Manager Russell spoke regarding the levy fund line items, and the process of balancing items between the general and levy fund. 00:11:40 Council Member Hunter asked how the levy mill will work moving forward. Manager Russell spoke to management of the emergency responder levy funds. 00:13:32 Police Impact Fees Manager Russell spoke to having discussions next Monday regarding impact fee studies. 00:14:04 Grants Director Venezio spoke to what the police grants fund and other related details. 00:17:04 Director Venezio provided an update on the creation-remodel of the evidence building, the benefits that will be achieved once that is accomplished, and other changes and related benefits that will follow completion of that additional space. 00:18:02 Council Member Fisher asked about evidence building costs. 00:18:21 Council Member Nunnally asked about the jurisdiction of services related to the Stone Garden grant. c. Fire/Emergency Medical Services Kalispell City Council Minutes, May 7, 2025 Page 3 of 8 Manager Russell introduced and welcomed new Fire Chief Jay Hagen. 00:19:15 Manager Russell spoke to the focus of ordering equipment in advance with two engines on order with arrival of one expected around September or October, and an ambulance on order as they have a two year + lead time. Design for the third station should occur this fiscal year. 00:20:16 Maintenance and Operation Manager Russell explained that interior painting will be delayed due to funds needed for improvements in garage heating. 00:21:09 Non-Capital Equipment Assistant Fire Chief Jessica Kinzer talked about replacing outdated extrication tools. 00:21:49 Manager Russell spoke to a transfer from the general fund to the ambulance fund. He then spoke to an ambulance on order. 00:22:42 Emergency Responder Levy - Fire Manager Russell talked about capital components including rehab of an old engine and a new engine ordered and related equipment needs. 00:23:41 Station 63 Manager Russell talked about dedications to station 63, and where the money originated. He then spoke to staffing adjustments that were made in training the newly hired recruits, how well that training went, and the overtime that was needed by staff to accommodate training. 00:25:10 Council Member Ryan Hunter welcomed Chief Hagen. 00:25:24 Mayor Johnson asked about the general fund transfer to the ambulance fund and previous related discussions into options, and the commitment to a related level of service. 00:27:11 Council Member Daoud asked questions about the levy fund. Manager Russell explained how levy funds will be managed separately from the general fund. 00:28:05 Impact Fees Manager Russell spoke to the new fire station within this fund. 00:29:13 Haz-Mat Grant Assistant Fire Chief Kinzer explained Kalispell Fire has the Northwest Regional Haz-Mat team which provides support throughout Montana, and this grant supports related training and equipment. 00:30:12 Council Member Nunnally asked about the frequency of Haz-Mat team response outside of Kalispell, learning it occurs approximately once or twice a year. 00:30:19 Council Member Hunter asked whether the Hazard Mitigation Plan was related, learning this is separate. Kalispell City Council Minutes, May 7, 2025 Page 4 of 8 00:31:04 Fire Chief Hagen said it was a pleasure to be here, and he looks forward to serving Kalispell. He spoke to starting work on the Request for Proposals (RFP) for the new station and continuing levy implementation. 00:31:53 Council Member Daoud asked about the opioid settlement learning the money goes to the County to help with the co-responder program. He then asked for an update to the program. d. Parks and Recreation 00:33:07 Facilities Manager Russell talked about building improvements including the Station 61 bay heater. He talked about other building improvement projects. 00:33:50 Parks and Recreation Director Chad Fincher spoke regarding improvements planned to complete the Depot Park Building, the Station 61 heat improvements, and roof replacements at the public safety complex. 00:35:21 Contracted Services Director Fincher talked about the addition of deep cleaning and deferred maintenance at the facilities this year that had not been done in the past. 00:36:38 Council Member Hunter asked about the possibility of security cameras at the parking lot at 18th and Airport. 00:36:56 City Manager Russell referred to the recommendations being made by staff at the upcoming work session discussion regarding the parking lot at 18th and Airport. 00:39:00 Council Member Hunter asked further questions about the parking lot. 00:39:46 Parks-in-Lieu Manager Russell referred to previous discussions on this item. 00:40:14 Director Fincher talked about plans for a north shop at the KYAC facility. He talked about funds available for park projects and leveraging them in the future when grants come in. 00:41:22 Council Member Daoud asked about Lawrence Park improvements, line 936. 00:41:39 Director Fincher explained this is a carry-over to leverage for playground equipment or benches in the future. 00:42:17 Revenue Expenditure Summary 00:42:49 Director Fincher explained the Master Plan process has started. He then spoke regarding playground replacements that have met their life expectancy and have had failures. 00:45:35 Director Fincher explained the camp center needs painted and cleaned up and talked about why an aerator and brush hog is in the budget. Kalispell City Council Minutes, May 7, 2025 Page 5 of 8 00:47:41 Director Turner spoke regarding the line item for paving at the Lakers Field parking lot. 00:48:21 Council Member Hunter asked about drainage issues at the dog park. Director Fincher spoke to Hunter’s questions about the dog park. 00:49:41 Council Member Fisher asked questions about community fundraising at playgrounds. 00:50:24 Director Fincher talked about the disbandment of Friends of Lawrence Park, and explained that Friends of Thompson Park, Kidsports, and Paws to Play are the only ones left. He spoke further to fundraising components. 00:51:44 Council Member Fisher talked about the ability for neighborhoods to fundraise for replacement of playground equipment as it is very expensive to replace. 00:52:13 Director Fincher confirmed that they are welcome to help from partners and talked further about community groups that they have worked with in the past. He mentioned an individual is attempting to put together a 501(c)3 for playground equipment replacement. 00:53:17 Council Member Nunnally asked about Fish and Game partnering regarding the pond at Woodland Park. Director Fincher talked about formulating a plan for the pond within the Parks and Recreation Master Plan currently being worked on. 00:54:23 Council Member Daoud asked about the status of domestic ducks in Woodland Park. Director Fincher answered questions from Daoud. 00:55:40 Council Member Fisher asked about trail maintenance within the budget. 00:56:03 Director Fincher spoke regarding the line item for trail maintenance. 00:56:19 Council Member Fisher provided discussion on the importance of trail maintenance and the lack of funds for taking care of the trail infrastructure. Manager Russell provided information about trail maintenance. 00:58:29 Council Member Fisher provided discussion about trails that need maintenance. 00:59:12 Manager Russell spoke regarding discussions that can happen to alter the budget after revenue numbers are received. 00:59:39 Council Member Hunter provided discussion about past sidewalk and trail levy discussions and would still like to look at the topic next spring. 01:01:01 Council Member Fisher asked about inclusion of trail maintenance within the Master Plan being completed and provided related discussion. Mayor Johnson provided discussion about the budget process and prioritization. Kalispell City Council Minutes, May 7, 2025 Page 6 of 8 01:03:16 Council Member Graham asked about the cost of attending congressional and national league conferences. 01:04:14 KYAC Athletic Complex Director Fincher explained inflationary costs. He said working with Kidsports, they have been able to online both wells and with the new electronics they are seeing efficiencies with staff time and increase field time. 01:06:08 Recreation Sporting Events Director Fincher talked about looking at efficiencies within programs and software to streamline the onboarding and payment of seasonals. A new line item has been added for facility rentals from the School District. 01:08:03 Council Member Hunter asked further questions about rental facility costs. Council provided discussion about the rental costs. 01:09:37 Youth Camps Director Fincher talked about the same new costs in youth camps that were mentioned in recreation. 01:10:21 Aquatics Director Fincher spoke regarding a structural change made to manage personnel at the aquatics facility. He then mentioned inflationary costs related to the chemicals. The lap pool liner is being replaced. LWCF grant funding was amended to increase the grant to continue the capital improvements started several years ago at the facility. 01:12:57 Parkline Director Fincher mentioned an increase in contractor services related to changes needed in some of the planting beds. 01:14:17 Council Member Hunter provided discussion about the usage of the Parkline Trail. 01:15:10 Council Member Daoud provided additional discussion about the Parkline. 01:15:35 Forestry Manager Russell spoke to the importance of the Forestry District. 01:16:11 Director Fincher spoke to the pruning goals when the district was increased and the completion of a full round of pruning per the established time frame. He spoke to the reasoning for the purchase of a chip truck in the budget and then asked questions about the truck being replaced. 01:20:13 Council Member Fisher provided discussion about truck replacement. 01:20:45 Council Member Fisher asked about contracted work versus internal employee forestry work. Kalispell City Council Minutes, May 7, 2025 Page 7 of 8 Director Fincher answered questions about workload division and the reasons when contract labor is utilized. 01:22:21 Council Member Daoud provided discussion about the vast difference in urban trees since the founding of the City, and appreciation for the way forestry is funded. Mayor Johnson asked about the current Arborist. 01:23:26 Director Fincher answered questions. 01:24:04 Developer Trees Manager Russell explained this fund. 01:25:25 City Manager Russell spoke to the incredible work that staff has done within the departments and then at the Finance Department level in putting together the preliminary budget. 01:26:11 Council Member Fisher spoke to how impressed he is with staff and the reports received to Council. 01:26:46 City Manager Russell spoke to more budget sessions with the impact fee discussions, and other items, and further work once the final budget numbers are received in August. 01:27:22 Mayor Johnson provided an overview of the budget and explained the budget does include pass through grants. He then provided discussion on inflationary factors involved, and the maintenance of current levels of service, and the maintenance of reserve funds. He talked about the large focus on planning and other factors that are in play throughout the year that have an incredible positive impact on the budget process. 01:31:02 Council Member Daoud asked about adjustments to the mill. He then provided discussion about his appreciation for the current finance team. D. PUBLIC COMMENT No public were present. E. CITY MANAGER, COUNCIL, AND MAYOR REPORTS – None. F. ADJOURNMENT Mayor Johnson adjourned the meeting at 7:32 p.m. ______________________________ Aimee Brunckhorst, City Clerk Minutes approved on Kalispell City Council Minutes, May 7, 2025 Page 8 of 8 UPCOMING SCHEDULE Next Work Session – May 12, 2025, at 7:00 p.m. – Council Chambers Next Regular Meeting – May 19, 2025, at 7:00 p.m. – Council Chambers PARTICIPATION Watch council sessions live with the agenda and supporting documents or later with documents and time stamped minutes at: https://www.kalispell.com/MeetingVideos or live or later on YouTube at: www.kalispell.com/YouTube. 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.