Special City Council Meeting

City Of Prosser CITY COUNCIL SPECIAL MEETING AGENDA Council Chambers, 1002 Dudley Avenue, Prosser WA 99350 Tuesday, November 16, 2021 @ 7:00 PM Per Ordinance 21-3146, all City Council meetings will be held remotely until further notice. The City asks all members of the public that wish to comment on Council agenda items, to please contact City Clerk, Rachel Shaw via email at rshaw@ci.prosser.wa.us or by phone at (509) 786-8218, no later than 4:00 p.m., the day of the meeting. Please state your first and last name, city of residence and the agenda item you wish to comment on. To join the meeting, please click on the following link from your computer, tablet or smartphone: https://global.gotomeeting.com/join/432979149 You can also dial in using your phone: United States: +1 (571) 317-3112 Access Code: 432-979-149 New to GoToMeeting? Get the app now and be ready when the meeting starts: https://global.gotomeeting.com/install/432979149 Page 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVAL OF AGENDA 5. MAYOR AND CITY COUNCIL REPORTS AND COMMENTS 6. CITY ADMINISTRATOR REPORTS AND COMMENTS 7. COUNCIL DISCUSSION a. Community Partner's 2022 Budget Discussion. 2 - 13 Partner Reports No action. Review and discuss Community Partner's 2022 Budgets. 8. ADJOURNMENT Page 1 of 13  CITY OF PROSSER, WASHINGTON AGENDA BILL Agenda Title: Meeting Date: Community Partner's 2022 Budget November 16, 2021 Discussion. Special City Council Meeting Item Type: Discussion Department: Director: Contact Person: Phone Number: Administration Thomas Glover Thomas Glover 509-786-8217 Cost of Proposal: Fund Name and Number: Amount Budgeted: Reviewed by Finance Department: TY - 11/10/2021 Attachments to Agenda Packet Item: 1. Prosser EDA Report 2. Thrive Report 3. Boys & Girls Club Report 4. HDPA Report 5. Mid-Columbia Libraries Report Summary Statement: Per Council's request, I’ve asked our community partners to provide Council with a summary of accomplishments this past year, and another summary of plans for 2022. Some of these organizations have not yet completed their budget development process for the year. Additionally, since we are not yet through the 4th quarter, some partners have not yet had their 2022 budget planning retreats. A representative from each organization will be available to present their 2021 accomplishments as well as a brief Q & A session following each presentation. Base assumptions for all: 1. All contributions/arrangements are made by formal written agreement reviewed and recommended by City Staff, and forwarded to Council for consideration/approval. Page 2 of 13  2. What is requested each year is a contribution. City does not 100% support any of our partners, they have other/additional contributions/support systems. 3. City does not contribute cash to Prosser Thrive, but does provide costs associated with administration of the finances/grants. The City in turn charges a 8-10% administration fee. 4. All of our partners listed here provide formal, written status reports to Council throughout the year, some quarterly, some semi-annually. Community Partners, direct application to City: • Prosser EDA: City provides contribution to their budget, not entire budget. Contribution request is made directly to the City during the City’s budget process each fall. • Boys & Girls Club: City provides a direct contribution to their budget, but decreasing by $5,000 each year to encourage self-sufficiency. • HDPA: City provides contribution to their budget, not entire budget. Contribution request is made directly to City during the City’s budget process each fall. • Mid-Columbia Libraries: Separate district, provides local library services to Prosser. Consistent with Council Goal: Recommended City Council Action/Suggested Motion: No action. Review and discuss Community Partner's 2022 Budgets. Reviewed by Department Reviewed by City Attorney: Approved by City Director: Administrator: N/A Date: Date: Date: Page 3 of 13  2022 Prosser EDA Work Plan Mission Statement Core Goals Prosser, Washington is a center of excellence for agriculture and agri-tourism industries, By leading projects within the community, Prosser EDA providing a wealth of educational and experiential opportunities as well as a solid builds an environment that generates, facilitates and foundation for industry research, development, and production. These factors sustains economic development by utilizing the quality synergistically work together to create supportive environments for public endeavors and and integrity of its people, products and processes. private business, which carry the success of the Prosser Brand through generations. Long Term Goals Work Plan Initiatives Lead Committee / Group Year Increase available 1. Continue to Develop Broadband Infrastructure – Commercial, Industrial, Residential 1. BAT Committee/BRE/TRIDEC/PORT On-going development 2. Identify broadband gaps within the zip code 2. Executive Director On-going land, utility 3. Develop SR 221 Public Safety Projects 3. Transportation Committee On-going infrastructure, 4. Explore commuter’s transportation West end location with Ben Franklin Transit 4. Transportation Committee 2022 transportation access to meet long-range goals 1. BRE Committee/TRIDEC/PORT On-going 1. Explore niches for local specialty products. 2. BRE Committee/TRIDEC/PORT On-going 2. Identify additional food-processing presence. 3. BRE Committee On-going Initiate business 3. Work with food and beverage industry to determine industrial needs. 4. Executive Director On-going retention, 4. Market Port/City/County projects via social media, website, print, etc. expansion and 5. BRE Committee/PORT/CITY 2022 5. Communicate & promote collateral materials for Port & City recruitment 6. Board, WorkSource & Higher Education 2022 6. Host Career/Job Fair around focused 7. Board, PSD, WorkSource, & Higher 2022 7. Aid in expansion of industry-needed educational programs or branch campuses primary and Education 8. Explore successful Ag/Food Tourism Programs support 8. Tourism/TRIDEC/PORT 2022 9. Facilitate development for workforce training industries 9. Tourism & Workforce 2022 10. Provide leads to the Port/City/County Committee/TRIDEC/PSD/WorkSource 11. Recruit additional dining opportunities. 10. BRE Committee/Port/City/County On-going 11. BRE Committee/Executive Director 2022 1. Host annual meeting to promote Prosser EDA to local community 1. Organization Committee 2022 2. Work on annual updates and maintenance to website and social media 2. Organization Committee 2022 Strengthen 3. Conduct annual visits with existing members 3. Organization Committee & ED 2022 Prosser EDA 4. Identify potential new business members 4. Board & Executive Director 2022 organization and 5. Travel to Capital when required 5. Executive Director/Board 2022 promote Prosser 6. Evaluate Core Goals and Mission Statement every 5 years 6. Board & Committees 2022 as a place to live and do business 7. Update Annual Work Plan 7. Board & Committees 2022 8. Continue facilitating committee work 8. Board & Committees 2022 Page 4 of 13 Updated 10-8-2021 • Leadership Program – Our Leadership Prosser program seeks out individuals who wish to learn more about Prosser and make a difference in their community. They commit to monthly classes and to a group project focused on community service. The 10 person 2020/2021 class graduated August of this year. • Prosser Business Spotlight – We highlight a local business each week by email campaign, social media, and in partnership with Prosser Record Bulletin, the spotlight runs in the paper the following week. The program has been a great success. It has allowed us to both stay in contact with our businesses as well as help them advertise at no cost. The regular contact has allowed for other conversations about business health, or other assistance that may be required. • Grant Writer Program – this program facilitated by Prosser EDA, which the City is a partner in, allows for a professional grant writer’s time. The City of Prosser has made great use of this as well as the other partner agencies. Individually, a grant writer may not be affordable, the shared program remedies that problem. • Business Assistance – even through the pandemic there has been plenty of opportunity to help. Questions ranging from marketing, business plans, financing, hours of operation, expansion, demographic data, etc. We are here to help anyway we can and regularly seek out business owners and opportunities to help. • Covid-19 Business Resiliency – A lot of effort was spent here in 2021, 2020 as well. While the number of businesses may not have grown tremendously due to the pandemic, they also haven’t declined. We talked to our local businesses about funding opportunities during the pandemic. Grant opportunities, all 4 rounds of Working Washington, the Cares funds from Benton County as well as EIDL and more industry specific grants. Between Working Washington 1-4 and Benton County Cares, Prosser businesses received 62 grants for a total of $944,590.29. We had email campaigns, social media campaigns as well as talking to businesses prior and during application time to make sure these programs were taken advantage of. From the information we received, Prosser was very well represented from a small City standpoint and had more applications and recipients than many others. We were also able to assist two local businesses receive their EIDL loans, one of which had previously been rejected. • Wine Country Rd. Banner Project – this project was on the Community Assessment done by HUB. We put in a request for grant funding through the City and completed the project in October. The banners show our many community events held throughout the year and use the same color scheme as our wayfinding signage. This keeps a cohesive design element while also creating a corridor down Wine Country Rd. from Exit 80 to our downtown. • Wayfinding Signage Project – Another project done with grant funds from the City of Prosser. This in partnership with HDPA and the Chamber. We will complete phase II of our signage, including additional signage at Vintners Village (in partnership with the Port of Benton) likely mid-November. These signs will include 5 new stand-up style to match what exists as well as new matching signage at the Depot. The Depot signage will include Visitor Information signs and Public Parking signs. We intend to remove some unnecessary signage around town as well. • Ben Franklin Transit Committee to improve transit service in Prosser – Multiple meetings have been held at the Prosser EDA office with BFT and stakeholders to evaluate gaps in service, where improvements can be made, where new additions and public infrastructure will be located. These meetings continue and a transit survey is out now for the community to take. • Business Recruitment efforts, and assistance to other agencies in business recruitment to Prosser. – Our BRE committee is actively trying to attract new business to Prosser and has multiple projects it is working on. We have also assisted the Port of Benton in a recruitment effort recently which we hope will locate here. The City of Prosser is a valued partner in what we do at Prosser EDA. It’s hard to put on a page what we do in a year, so many of these interactions over the last 16 months I’ve been Executive Director have been with business owners that are tired, fearful, and wary of what comes next. We are trying to do whatever we can to assist. We have housing coming, and typically, business comes after! So, we are both looking forward and actively working towards that future. Neal Ripplinger - Prosser Economic Development Association Page 5 of 13  “To Build and Sustain a Healthy Community Through Youth Substance Use Prevention and Education, and Mental Health Promotion.” CITY COUNCIL Report November 16, 2021 The Prosser Thrive Coalition supports the Council’s goal to sustain and improve the City’s livability and quality of life for Prosser residents and visitors by increasing safety and health. Specifically, the coalitions supports Council to “work with community partners and health care providers to reduce tobacco use, substance abuse, and obesity. “ 2021 Accomplishments and 2022 Plans: - Awarded the federal Drug Free Communities grant for years 6-10 at $125,000 per year for 5 years. - Supported the following programs: Communities In Schools, Guiding Good Choices, PAX Good Behavior Game, SPORT Prevention Plus Wellness, and Second Step. Support will continue in 2022. - Promoted the following media campaigns: “Talk. They Hear You”, “It Starts With One”, and “Parents Who Host Lose the Most” through radio, theater, streaming services, and social media. Promotion will continue in 2022. - Created a Positive Community Norms campaign, “Together We Thrive”, with support from The Montana Institute. Dissemination of campaign throughout 2022. - Trained adult and youth community members at the Community Anti-drug Coalitions of America (CADCA) National Leadership Forum, Washington State Department of Behavioral Health and Recovery Leadership Institute, WA Prevention Summit, CADCA Midyear Conference, Community Resilience Initiative Trauma Informed Course 1, and Youth Mental Health First Aid. - Hosted two community townhall meetings: Hidden in Plain Sight and Gateway - How Surgery and Opioids Transform the Lives of Three Families followed by a local panel discussing opioid trends in Prosser. Will host two townhalls in 2022 including one focused on 2021 WA Healthy Youth Survey data. - Supported the Mustang Thrive clubs at Prosser High School and Housel Middle School to implement prevention activities by youth for youth. Support will continue in 2022. The City of Prosser serves as the Fiscal Agent for the Prosser Thrive Coalition. The Coalition is funded through three grants: Drug Free Communities ($125,000 per year), Community Prevention Wellness Initiative ($110,000 per year) and High Intensity Drug Trafficking Area ($25,000 per year). The City receives 8-10% of each grant to cover the administrative support provided to the coalition. The City’s Finance Department manages the financial aspects of the grant including reimbursement requests, budget monitoring, and report submittals. City Clerk Shaw oversees the programing to ensure that activities and programs are allowable and conform to grant requirements. These grant funds are administered by the City because the Coalition does not have the capacity to manage the grants independently. Page 6 of 13 November 10, 2021 Dear City of Prosser, “To empower all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens”. This is more than a mission for the staff at the Prosser Boys & Girls Club; it is what pushes us to do better for our members. With annual membership fees of just $20 per year, local youth have the opportunity to participate in engaging programs on a daily basis at a cost that makes the Club accessible to all. Since opening its doors in 2010, over 1,266 Prosser youth have had access to snacks, meals, athletic camps, academic support programs, leadership experience and so much more. Looking Back 2020 brought unimaginable changes to our community, members and our club. We learned quickly that “especially those who need us most” was more than just words of our mission, but a passion of our staff. We switched our program from after school programming to providing all day care for members of first responders and then into an academic support program. Staff became teachers, tutors, and tech support for members learning how to manage distance learning. We built food boxes for home deliveries and drive thru events providing food for those struggling in the community. Staff created and delivered weekly activities and checked in with members who were not able to attend club. Summer gave us the opportunity for more members to attend club as our COVID cases in the area decressed. Members took part in athletic camps, gardening in the club garden, weekly guest speakers introducing them to jobs in the Prosser community. Teens participated in Intramural sports, cooking competitions and visited college throughout the Pacific Northwest. Page 7 of 13 Present We finished summer off by bringing back our Family BBQ, Dunk Challenge, and reconnecting with community members and families. Our club is once again filled with laughter, fun and memories being made by members. We are so excited to see familiar faces at club along with the large amount of new members in the teen program. Staff are hard at work creating new programs suggested by members like Cheer Club and Art Club along with bringing back traditional Boys & Girls Club programs such as Torch Club and Positive Action. Looking Forward As we look forward to 2022, our program will adapt to provide the best club experience for our members. With an increase in funds from the City of Prosser, we would be able to build programs that can spark more interest in the community and our members. Starting with a focus of quality in our elementary age programs, our members will be able to have stronger building blocks for academic, social, emotional and leadership success. As our members continue their club journey as Teens, in-depth programs encompassing Diversity/Equity/Inclusion, Workforce and College Readiness will be available for them. Funds would also help us increase staff that have specialized skill sets that will introduce members to new interests. We could increase our field trips opportunities, especially for workforce and college readiness. We could continue in bringing in guest speakers to talk about mental health awarness, gang and drug prevention. Along with creating more community events such as a 5k fun run, providing leadership opportunities for members and a positive healthy experience for everyone. We would like to thank the City Council for their continued support of the Prosser Boys & Girls Club. Page 8 of 13 Historic Downtown Prosser Association 2021 Accomplishments • Downtown music system installed • New website with updated content and resources • Seuss on the Loose storywalk in partnership with library • Cash Mobs in retail and restaurants • Chocolate crawl in February • Love local social media campaign • Farmers Market transition from independent organization to within our organization • Spring clean-up downtown • Planters and baskets flower program • Tourism study with City • Red, White and Blues inaugural event on July 3rd • Place activation grant; work with partners on Scene on Sixth outdoor dining and parklets • Partnership meetings bi-weekly • Summer direct mailer sent to City residents (first time ever!) • Chalk art as part of Harvest Festival • RevitalizeWA state conference host Main Street (ended up virtual) • Annual meeting and volunteer appreciation event including board member election results • Trunks and Treats drive thru event with 14 partners and over 600 trick or treaters attending • Financially assisted 2 business owners with façade improvement grant program; currently working through 2 more applications • 1133.5 volunteer hours accumulated in 2021 thus far Page 9 of 13 Historic Downtown Prosser plans and goals for 2022 Our board retreat is set to take place Saturday, November 20th and at this meeting we will be discussing and setting our 2022 budget and work plan. There are items that we may include for 2022, but until the board has had a chance to discuss and agree, I’ll share programs and activities that will remain/continue from 2021. Ongoing projects/programs that we invest in annually; Façade Improvement Grant Program Downtown Flowers Downtown Music System Events and activities that we coordinate with partners and/or lead; Sip & Stroll Seuss on the Loose Spring Clean-up Farmers Market Red, White and Blues Festival Fall Clean-up Caren Mercer-Andreasen Street Painting Festival Pumpkin Palooza Annual Meeting/Volunteer Appreciation Event Downtown Trick-or-Treat Small Business Saturday 12 Days of Christmas Scavenger Hunt Our organization’s annual slate of events, activities and programs fall under the City’s goal #1 of Livability and Quality of Life. Page 10 of 13  2021 REPORT Katy McLaughlin, Prosser Branch ● Nov 2021 2021 Summary: Checkouts of books and materials have steadily increased since January, though still at 75% of pre-pandemic levels, similar to other Mid-Columbia Libraries branches. Prosser Library operates with 3.25 FTE, including myself as an MLS-degreed Librarian, with access to a pool of substitutes. Year-to-Date Totals: Foot Traffic: 19,631 Items Checked Out: 73,105 Computer Sessions: 1,109 Prosser Library is currently open 45 hours each week. In 2021, January – June 24 we had limited capacity following state-wide restrictions. Since then we are at full capacity with all regular services including curbside. We are looking at adjusting branch hours based upon customer feedback and data trends, adding morning hours. Changes are shown below in bold. Hours of service Monday Tuesday Wednesday Thursday Friday Saturday Current 11 am - 7 pm 11 am - 7 pm 11 am - 7 pm 11 am - 7 pm 11 am - 7 pm 10am - 3pm 2022 Proposed 11 am - 7 pm 11 am - 7 pm 11 am - 7 pm 10 am - 6 pm 10am-6pm 10am - 3pm Programs for 2021: Included a month-long “Seuss on the Loose” activity, weekly Take N Make kits, and weekly outdoor storytimes and outdoor after-school activities. Outdoor activities were suspended In November. In 2022, we anticipate a return to normal programming in the branch, including storytimes, elementary activities, adult DIY activities and a book club. School Support: • Coordinated with the schools to promote the SORA app, resulting in 376 children’s book checkouts; • Coached the High School Leadership group on performing storytimes for Keane-Riverview students; • Gave presentations on local history resources at the high school in spring and fall; • Performed storytimes for daycares and summer school classes and arranged a free book for every summer school student K-5th, from our Friends of the Mid-Columbia Libraries (FOL). MCL receives one of the lowest amounts of funding per capita across the state, with above-average checkouts per capita, especially compared with other eastern Washington libraries (in black) and larger library systems. 2020 Funding Per Capita 2020 Checkouts Per Capita Coming in 2022: MCL will conduct a Community Needs Assessment which will provide vital data for our 2022- 2032 strategic plan. MCL’s DEI Initiative which began in 2020 continues to be a vital focus for our organization. Page 11 of 13 COMMUNITY PARTNERS FUNDING SUMMARY PROSSER ECONOMIC DEVELOPMENT ASSOCIATION (PEDA) 2016 2017 2018 2019 2020 2021 $27,000 $27,000 $30,000 $30,000 $30,000 $30,000 $2,625 Event Banners CARES Funding Grant = $7,000 for online marketplaces Wayfinding Signs Grant =$14,000 (1/3 of total award of $47,000 shared with Chamber and HDPA) PROSSER THRIVE 2016 2017 2018 2019 2020 2021 - YTD $219.482.05 $256,990.30 $209,838.13 $239,696.12 $229,265.81 $219,339.50 CPWI - CPWI - CPWI - CPWI - CPWI - CPWI - $111,312.87 $138,066.11 $97,081.74 $103,148.19 $97,781.67 $119,113.16 DFC - DFC – DFC - DFC - DFC - DFC - $103,109.75 $115,270.49 $118,569.27 $96,643.44 $74,290.52 $117,844.19 Other Small Mental Health - Mental Health - Mental Health - Mental Health - Other Small Grants – $17,485.90 $17,978.66 $11,500 $4,180.83 Grants – $5,059.43 $1080.00 HIDTA – HIDTA – $23,340.70 $21,754.99 Page 12 of 13 BOYS & GIRLS CLUB 2016 2017 2018 2019 2020 2021 $75,000 $75,000 $70,000 $65,000 $65,000 $65,000 HISTORIC DOWNTOWN PROSSER (HDPA) 2016 2017 2018 2019 2020 2021 $15,000 $15,000 $60,000 $47,225 $21,414.21 $60,000 $5,123.13 Wayfinding CARES Funding Signs Grant = for Downtown $14,000 Dining (1/3 of total (Barricades) award of $47,00) shared with Chamber and PEDA) MID-COLUMBIA LIBRARY (MCL) 2016 2017 2018 2019 2020 2021 $186,662.28 $175,489.44 $182,230.68 $187,385.83 $188,966.64 $189,606.63 Page 13 of 13