Budget & Finance Committee

TUMWATER BUDGET & FINANCE COMMITTEE MINUTES OFVIRTUAL MEETING October 19,2022Page1 CONVENE: 1:30p.m. PRESENT: MayorDebbie Sullivan andCouncilmembers Michael Althauser, Leatta Dahlhoff, andEileen Swarthout. Staff: CityAdministrator John Doan, Finance Director TroyNiemeyer, Police Commander JayMason, andHanna Miles, Executive Assistant/DeputyCityClerk. APPROVAL OF MINUTES: BUDGET FINANCE COMMITTEE, OCTOBER 25,2021, NOVEMBER 23,2021 FEBRUARY 15, 2022: MOTION: Councilmember Dahlhoff moved, seconded byCouncilmember Swarthout, toapprove theminutes ofOctober 25,2021, November 23,2011, andFebruary 15,2022aspublished. Avoicevoteapproved themotion. 2023COMMUNITY Executive Assistant Milesreported theCommunity Human Services HUMAN SERVICES Program 2023budget is $15,000. TheCityreceived funding applications PROGRAM fromsixapplicants totaling $28,500. Theapplicant, Family Education FUNDING: andSupport Services, notified theCityofitsintent towithdraw its application astheorganization secured funding fromanother source. However, theapplicant planstoprovide anupdate ontheactivities ofthe organization. GARDEN RAISED ClareFollmann, Grants Coordinator, presented thefunding request to BOUNTY ÎGRUB: support theGRuB GardenProject. Garden Raised BountyorGRuB isa 501(c) (3)non-profitorganization. GRuB worksattheintersection of food, education, andhealth systems togrowhealthy food, people, and communities. GRuB began in1993 withthecreation oftheKitchen Garden Project providing gardens tolow-income households. The Kitchen Garden project evolved intotheGRuB Garden Project serving low-income andfoodinsecure individuals andfamilies byproviding custom-madehomegardens torecipients andongoing support toensure successful gardening overthelongterm. Gardens provide anabundance ofbenefits extending beyond foodgrown inthegardens. Since1993, the GRuBGarden Project hasbuiltnearly 3,200gardens forlow-income households. Funds fromtheCityofTumwater thisyearsupported staff efforts toreview garden applications, workwith applicants oncustom garden builds, coordinate garden builds, andprovide classes, training, and TUMWATER BUDGET & FINANCE COMMITTEE MINUTES OFVIRTUAL MEETING October 19,2022Page2 workshops ongardening. Sixcustom gardens were completed in Tumwater offering garden recipients vegetable starts, seeds, soil, and tools. Staffconnects withallgardeners onaregularbasis following the garden buildtohelpaddress anyconcerns andanswer questions. Staff alsoconducts evaluations following theendofthegrowing season to measure success. Overthecourse ofthe2022garden buildseason beginning inAprilthrough June, staffandmilitary veterans built45 gardens forlow-incomehouseholds throughout theregion. TheGRuB Garden Project alsohelpstosupport avariety ofcommunity gardens. GRuB hosted manyworkshops andclassesteaching gardening tipsfor gardening success. BeauGromley, amilitary veteranandGRuB employee/volunteer, spoke tothehealing benefits oftheGRuB Garden Project asitliterally saved hislife. Heshared information onaTumwater community memberÓs successful garden. Mayor andChairSullivan joined themeeting at1:37p.m. Councilmember Swarthout questioned thepotential outcome ofgarden projects shouldtheorganization notreceive fullfunding. Ms.Follmann saidtheorganization continually seeksother sources forfunding garden projects. Eachyear, GRuB applies toover20different grant sources. It islikely GRuBwould continue theGRuBGarden Project iftheCityof Tumwater didnotprovide funds; however, thenumber ofgardens could bereduced inTumwater. DISPUTE Elizabeth Drake, Facilitation andGrants Contract Manager, introduced RESOLUTION JodySuhrbier, Executive Director. Ms.Drakereported theorganization CENTER OF offersconflict prevention services toinclude largegroup facilitation and THURSTON training, conflict resolution through theresource lineoffering COUNTY: reconciliation, negotiations, andreferral formediation services, andother special services, suchasyouthservices andrestorative justice dialogues. In2021, theDispute Resolution Center (DRC) served 6,500people in Thurston County andsouthMason County through mediation, conflict coaching, andinformation andreferral. Most ofthecallswerereceived bytheresource line. DRCserved approximately 700eviction resolution casesaffecting 1,600peopleinThurston County. DRCservices helpsave localcourts andtaxpayers frommoreexpensive costsaspeople through thecourtsystem. TheDRChostsacommunity of160volunteers to include 100certified mediators whodonated 7,000hours ofservice last year. Theconflict resource lineisavailable tothepublic from9a.m.to 4p.m.eachweekday. Conciliators areabletocoach people through a conflict atnocosttotheparties. DRCservices areoffered onasliding scalebased ontheability topay. Mediation occurs whenaconflict has notbeenresolved. DRCoperates fromadiversified source offundsfrom TUMWATER BUDGET & FINANCE COMMITTEE MINUTES OFVIRTUAL MEETING October 19,2022Page3 grants andcontracts, donations fromindividuals andorganizations, state andcounty courtfunding, andfeesfromservices. DRCiscurrently conducting acapacity building campaign toimprove andenhance equity andaccess toservices. Ms.Drake invited questions. Councilmember Dahlhoff conveyed hersupport ofDRChaving utilized theservices herself. Councilmember Swarthout askedwhether DRC wouldbeimpacted ifthe Citywasunable tofundtheentirerequest. Ms.Drake advised thatDRC receives funding fromothersources thatinclude theCityofLacey, Thurston County, aswellastheCityofTumwater. DRCwould beable tomove forward astheorganization hasstrived todiversify itssource of fundsthrough thecapacity building initiative toavoidthose issuesinthe future. BIGBROTHERS BIG JeffEngle, Executive Director, reported lastyear, theorganization SISTERS OF experienced someissuesandwasunable tosubmit itsapplication before SOUTHWEST theCityÓs deadline. WASHINGTON: Mr.Engleshared aslide presentation andexplained howBigBrothers BigSistersofSouthwest Washington isamentoring organization serving oneyouth atatimebycreating andsupporting one-to-onementoring relationships thatignitethepower andpromise ofyouth. Thevision of theorganization istoensureallyouthachieve theirfullpotential. Asa BigBrother forover12years, Mr.Engle described hisexperience with theprogram. Hecurrently mentors a10-yearoldboy. Theorganization offersavariety ofprograms toinclude asite-basedprogram operated fromtheTumwater Boys andGirlsClub. Highschool mentors (Bigs) meetwith Littlesattheclub. Theprogram willbeoffered atPeter G. Schmidt Elementary School forsite-basedmentoring. Participants meet forapproximately onehoureach weektoengage indifferent activities. Thecommunity-basedprogram enables mentors andLittles tomeetand access community activities orvisitsites. ASTEAM labisalsoavailable attheTumwater BoysandGirlsClub offering educational activities to BigsandLittles. Anewprogram isthecareer exploration mentoring program. Theprogram wasoffered lastyearwithTSArchitects. TS Architects provided thementors. Thisyear, theprogram isworking with Naked Prosthetics. Thecompany develops prosthetics fordifferent body partsthrough 3Dprinting. Theorganization isworking withTumwater HighSchool torecruit students fortheprogram. Participants meet monthly forapproximately 90minutes exploring allfacets ofthe business. Theprogram provides industry mentors. Threeoftheyouths participating intheprogram lastyearexpressed aninterest inpursuing an architecture career andthree ofthementors intheprogram continued to serveasmentors inthecommunity-based program. TumwaterÓs TUMWATER BUDGET & FINANCE COMMITTEE MINUTES OFVIRTUAL MEETING October 19,2022Page4 community-based program goalthisyearistoachieve sixmatches serving sixyouths intheTumwater area. Thesite-basedprogram works withtheTumwater Youth Coalition with10youths participating. The coalition connects with other students toincrease diversity and community toprevent youthsubstance abuse. Together, theprograms are anticipated toserve25ormoreTumwater youths. Thefunding request of $5,000would fund10site-based matches forthe2022-2023school year. Thefundsareusedtocomplete background checks, trainmentors, complete matchpaperwork, andmeetwithBigs, Littles, andtheirparents onceamonth toensure thematch isasafeandconstructive match. He invited questions fromthecommittee. Councilmember Dahlhoff saidshehasbeenafanofthementoring programs. Shespoke totheimportance ofyouthshaving access tothe programs astheprograms provide apositive pathway foryouth. She askedaboutrecruitment efforts expanding toinclude firstresponders, trades, orevenpersonnel attheLOTT CleanWater Alliance toexpand thedemographics ofBigs. Mr.Engleexplained thatfirstresponders have servedasBigsinthepastbutbecause oftimeconstraints ofmanyfirst responders, theorganization hasexpanded efforts withbusinesses. The careerexploration program resulted in10staffmembers fromTS Architects serving asmentors. Theorganization isworking closely with thebusiness community torecruit adultmentors. Males arethemost difficult mentors torecruit. Councilmember Swarthout asked whether theorganization would be impacted should theCitynotfullyfundtherequest. Mr.Englesaidthe organization wouldcontinue toprovide programs astheorganization is growing andexpanding programs inTumwater. Fournewstaffmembers recently joined theorganization following thepandemic. Fundswould assistinfunding personnel because resources arenecessary tobuildand expand mentoring programs toensure youthsaresafeandthematches are appropriate andbeneficial toparticipants. FAMILY Shelly Willis, Executive Director, reported theorganization withdrew its EDUCATION AND funding application afterreceiving notification fromtheHealth Care SUPPORT Authority ofmorefunding thananticipated. Sincemoving toTumwater SERVICES: overfiveyearsago, theorganization doubled itservice population from 7,500people toover16,000peopleeachyear. Future activities include a two-dayvirtual Strengthening Families Conference onNovember 3-4, 2022forfamilies. Asliding feeforregistration includes ano-feeoption. Itisimportant foranyadultwhoinfluences youth toattend the conference. Freesuicide prevention classes areoffered twiceeachmonth inpartnership withChoice Regional Health Network. Monthly COVID vaccinations willbeoffered inaddition tofluvaccinations onOctober 29, 2022attheHeritage Distilling Company inTumwater. Ahealth and TUMWATER BUDGET & FINANCE COMMITTEE MINUTES OFVIRTUAL MEETING October 19,2022Page5 resource fairwillbefeatured toprovide health information forfamilies. Theorganization offersafreeparental compass, apodcast offered each month withexperts fromaroundtheworld. Thepodcast isratedinthe topfiveinHolland. Theorganization hassubmitted alegislative funding request of $2.2 milliontoassisttheorganization inremaining atits current location inTumwater. Theregional resource facilityhasbecome ahubformanyfamilies. Theorganization isco-located withmanyother stateandlocal partners. Councilmember Dahlhoff advised thatsheisamember oftheBoard of Director forFamily Education andSupport Services. Councilmember Althauser notedthatalthough thelegislative funding request isbeyond thescopeoftheapplication forfunding, hequestioned theoutcome iftheLegislature doesnotapprove thecapitalrequest of $2.2 million forfacilities. Ms.Willis saidshouldthatscenario occur, the organization would strivetosecure funding through otherresources. The location inTumwater isimportant asitprovides quickandeasyaccess to otherresources forfamilies. Toremain atthecurrent location, the organization isrequired topayfora10-yearlease. Eventually, the organization planstopursue acapital campaign tobuildafacility; however, thelegislative request would notcoverthecostofanewfacility. Itisimportant fortheorganization belocated incloseproximity tothe Department ofSocial andHealth Service. Tumwater isanideal location foraccessing othercommunities. SAFEPLACE: Esmeralda Triplett, Program Director introduced Diane Barbee, Development Director. Ms.Triplett reported SafePlace isanon-profitorganization working with survivors ofdomestic violence andsexualassault. SafePlace hasbeenin existence formorethan40yearsandoffers several programs, suchasthe domestic violence shelter foranyone whoisactively fleeing domestic violence. SafePlace employs ascreening process. Staysarelimited to60 dayswithmoretimepossible depending upontheneedsofthesurvivor. Theshelter hostsindividuals aswellasfamilies ofallgenders. The organizationÓs 24-hourhospital response program assists sexual assault victims atthehospital. SafePlace alsooffers aprogram forany incarcerated survivors whoarereceiving anexamatthehospital. Another program isthedomestic violence non-fatalstrangulation response tothe hospital foranyperson whowasstrangled inadomestic violence situation andwhowantsanexam. SafePlace offersa24-hourhelpline of confidential services forcrisisintervention, safety planning, enrollment inthehousing program, legal assistance, andreferral tosupport groups. TUMWATER BUDGET & FINANCE COMMITTEE MINUTES OFVIRTUAL MEETING October 19,2022Page6 SafePlace community services include thehousing program offering relocation services forsurvivors whowanttoleavethecounty. Oftenit mayinvolveplacing survivors inhotelsforaspecific timeuntiltheycan relocate fromthecounty. Otherprograms include rapidrehousing and domestic violence andsexual assault support groups atconfidential locations withchildcare provided forthesurvivors whenrequired, drop- inservices tohelp thosewithresources, crisisintervention, safety planning, andgrocery andgasassistance. During August2022, thedrop- inservice served 90individuals. SafePlace offers referral services to different therapy services. Outreach within theprevention program includes visiting schools inThurston County andoffering healthy relationship workshops tailored todifferent agegroups. Previous funding fromtheCityofTumwater provided service to15 clients withinthehousing program forrelocation, hotels, andapplication fees. Recently, funding wasreceived fromthestateÓs right-of-way relocation program tooutreach homeless encampments inThurston County. Some survivors fromtheencampments received hotel accommodations toassist insecuring permanent housing. Another program benefitting from Tumwater fundsisthelegalprogram enabling moreoutreach totheTumwater community. TheTumwater Police Department outreached toSafePlace several timeswhen interactions occurred withsurvivors ofdomestic violence toassistsurvivors in obtaining resources orreferral tothelegaladvocate program. SafePlace alsoprovides training tocrisisresponse unitsonhowtoworkwithin a trauma-informed waywhenapproaching asurvivor. Funding from Tumwater would assistSafePlace inproviding hotelservices andother resources. Councilmember Dahlhoff thanked Ms.Triplett andstafffortheirefforts tosupport survivors. Sheaskedwhether SafePlace hasconnected with Homes Firstforpotential rehousing ofsurvivors. Ms.Triplett advised thatstaffhasmetwithrepresentatives fromHomes First. Thehomes staff toured didnotmeettheneedsofsurvivors. FAMILY SUPPORT Maija Glasier-Lawson, Development Director, reported theFamily CENTER OFSOUTH Support Center ofSouthSound offersfiveprograms servingtheneedsof SOUND: families andsurvivors offamily violence inThurston County. The funding proposal isfortheFamily Resource Services Program (FRS), which serves astheoldest andcoreprogram oftheorganization. The FRSprogram isaneviction prevention program designed foranyfamily thatisnothomeless butencountering struggles toremain housed. The program serves manyneedsandoverthelastseveral yearshasfocused oneviction prevention. Each year, theFRSprogram serves approximately 350households. Anaverage household includes parents andachild. Approximately 10%ofparticipants arefromTumwater. TUMWATER BUDGET & FINANCE COMMITTEE MINUTES OFVIRTUAL MEETING October 19,2022Page7 Overthelastseveralyearsofthepandemic, ithasbeendifficult formany inthecommunity because ofsharpincreases inrentalrates, costofliving increases, andhousing costs9%higher thaninother areas. Beginning in 2021, therentforatwo-bedroom apartment increased from $1288to 1585representing nearlya23%increase. Wages arekeeping pacewith thecostofhousing creating adisconnect between average wage and rentalcosts. Consequently, morefamilies arenotabletopaytheirrent. Arecent studyreflects thatbetween 2016and2020, nearly 31.8%of Tumwater households werepayingmore than30%oftheirincome for housing costs. Approximately 14%ofTumwater households werepaying nearly50%oftheirincome forhousing. TheFRSisdesigned tohelpany family struggling topayrentortoassist inbudgeting tohelpthem overcome acrisis. Thecurrent housing vacancy rateinThurston County is .5%limiting options forfamilies toseeklower housing costsand causing moreevictions. TheFRS supports families through problem solving totheextent possible, aswellasproviding funding support to prevent eviction. Theorganization receives pass-through funding from othercommunity organizations. The FRSprogram receives approximately 25callsoremaileachdayforassistance. Theorganization recently received eviction prevention funding from Thurston County toenable thehiringofanadditional FRSnavigator. Tumwater funding would helpsupport staffing costsfortheFRSprogram andanexisting navigator. Ms.Glasier-Lawson reported thecenter recently reopened onSeptember 7,2022 offering achildcare center andanewaffordable development currently inconstruction. Sheinvited members totourthefacility. Councilmember Dahlhoff reported sheservesontheBoard ofthe Directors fortheFamilySupport CenterofSouthSoundandwillabstain fromthediscussion andvoting. Councilmember Swarthout askedwhether theorganization would be impacted ifitdidnotreceive fullfunding. Ms. Glasier-Lawson advised thattheorganization isadaptable iffunding wasnotavailable. Funding would beutilized fromanother program withefforts focused onfilling thefunding gap. COMMITTEE CityAdministrator Doan displayed aspreadsheet ofthefunding requests DISCUSSION: byeachorganization. Thebudget is $15,000with funding requests exceeding thebudget by $8,500. TUMWATER BUDGET & FINANCE COMMITTEE MINUTES OFVIRTUAL MEETING October 19,2022Page8 Thecommittee discussed thepossibility ofincreasing thebudget forthe program forfuturefunding rounds. Executive Assistant Miles described theadministrative process organizations mustsatisfy toreceive thefunds. Committee members shared theirrespective recommendations forthe allocation offunds andagreed toforward thefollowing funding recommendation totheCityCouncil: GardenRaised BountyÎGRuB - $2,500 Dispute Resolution Center ofThurston County - $2,500 BigBrothers BigSisters ofSouthwest Washington - $3,000 SafePlace - $4,000 Family Support Center ofSouthSound - $3,000 MOTION: Chair Sullivan moved, seconded byCouncilmember Swarthout, to recommend theCityCouncil approve thefollowing Community Human Service Program funding allocations: Garden Raised Bounty ÎGRuB - $2,500 Dispute Resolution Center ofThurston County - $2,500 BigBrothers BigSisters ofSouthwest Washington - $3,000 SafePlace - $4,000 Family Support Center ofSouth Sound - $3,000 Avoice voteapproved themotion. Councilmember Dahlhoff abstained from voting onthefunding allocation fortheFamily Support Center ofSouth Sound. 2021-2022BUDGET Director Niemeyer reported theproposed budget amendment isthefinal 3RDAMENDMENT: amendment forthecurrent biennium budget adopted inDecember 2020. Thebudget wasdeveloped during thepandemic whentheCityreduced staffing because ofuncertainties surrounding taxrevenues andthe economy during thepandemic. Staff conducted ananalysis ofbudgeted 2021-2022revenues andexpenditures andidentified anincrease in revenues beyond expectations, which resulted inthefirstbudget amendment restoring someCitypositions andproviding aCOLA increase forCityemployees. Salescontinued tooutpace forecasts andthe Citycontinued toexperience record levels ofnewconstruction. Additionally, theCityreceived federal CARES funding assisting theCity during2020 and2021. Thepriorbudget amendment lastyearafforded theopportunity fortheCity tofilladditional positions, complete additional projects, andprovide police reform training. TheCity subsequently received federal ARPA funds. TUMWATER BUDGET & FINANCE COMMITTEE MINUTES OFVIRTUAL MEETING October 19,2022Page9 In2022, theCitycontinues toexperience strong newconstruction and salestaxenabling anoverall goodfinancial standing thanpreviously anticipated during thepandemic. Additionally, manyofthedepartments have reduced expenses, assomeofthevacant positions havebeen difficult tofillbecause ofthecurrent labormarket. TheCitycontinues to dealwithsupply chainissues andcompeting withthehighdemand for contractors. Theproposed amendment islessthan $1million andserves asaself- correcting amendment based onapproved actions bytheCity. Amendment 3includes: Totalallfunds: $973,343; Total General Fund: $533,282 Police Compensation - $325,101ÎLabornegotiations resulted in higherpayroll andbenefit costs Water Resources Manager - $140,279 AddDepartment Assistant II;Engineer II &Engineer III - 208,859 AddCommunity Engagement Specialist - $60,630 AddRecreation Coordinator fromMetropolitan ParkDistrict - 51,223 Capitol Lake-Deschutes Estuary Long-TermManagement - 13,220 Staffrecommends forwarding arecommendation totheCityCouncil to approve theamendment andschedule apublic hearing attheNovember 15,2022Council meeting. Councilmember Althauser questioned howtheincreased inthegeneral fundwould befunded. Director Niemeyer saidtheamount would be covered fromfundbalance andsalestaxrevenue exceeding theforecast. Amajority oftheincrease isattributed tothepolice compensation contract. Councilmember Althauser asked whether theamendment affects the ending fundbalance forthenextbiennium budget. Director Niemeyer replied thatthedraftbudget forthenextbiennium hasfactored the proposed budget amendment. Forexample, police compensation was included intheforecasted 2022 ending fundbalance. MOTION: Councilmember Dahlhoff moved, seconded byCouncilmember Swarthout, toapprove budget amendment #3asacommittee and moveittoapublic hearing onNovember 15, 2022attheCouncil meeting. Avoicevoteapproved themotion unanimously. TUMWATER BUDGET & FINANCE COMMITTEE MINUTES OFVIRTUAL MEETING October 19,2022Page10 OTHER BUSINESS: Director Niemeyer referred totheEquipment, Rental, & Replacement ER&R)fundestablished inthe1980stocollect payments onequipment andvehicles toprovide funds forreplacement equipment andvehicles. Currently, thefund includes computers andperipherals. Ascosts for computers, servers, andlaptops comprise amajorcomponent ofthefund, staffproposes separating those costsfromtheER&Rforeasier management, tracking, andbudgeting andcreating anewfunddesignated asER&RInformation Technology. Director Niemeyer referred totheLawEnforcement Records Management Systems (LERMS), asystem forpolicerecords. TheCity collaborates withthecitiesofLacey, Olympia, Tenino, andYelmthrough acontract withThurston County. TheCityofOlympia isthedesignated leadorganization foroperation andmanagement ofthesystem. Because ofthelossofstaffresources, theCityofOlympia nolonger hasthe capability tooperate thesystem. TheCityÓs PoliceDepartment includes staffwiththeability andexpertise tooperate thesystem. ThePolice Department hasagreed toassume theresponsibility tomanage thesystem beginning in2023. TheCityproposes including funding forsystem operation inaseparate fundtovoidco-mingling withCityfunds. Staff proposes placing therequest ontheCouncilÓs December 6,2022consent calendar. Councilmember Dahlhoff askedwhether T-COMM 911playsanyrolein thesystem, astherehavebeensomediscussions andconcerns about public safety communications using different databases. Police Commander Masonexplained thatinaperfect world, thesystems would becombined with911dispatch; however, anewrecords management system currently inthebidding process includes theaddition ofthe Thurston County SheriffÓs Office. Thecurrent versionofLERMS does notinclude Thurston County SheriffÓs Office, which iswhydispatch was notincluded. T-COMM 911houses hardware forthesystem, hassome backbone support, andcanaccess partsofthesystem. AtthistimeT- COMM doesnothaveadirectinfluence overpolicerecords. LERMS 2.0 would include Thurston County SheriffÓs Office. MOTION: Chair Sullivan moved, seconded byCouncilmember Dahlhoff, to recommend placement ofbothfunding resolutions (ER&R Information Technology & LERMS) ontheDecember 6,2022City Council consent calendar forconsideration. Avoice voteapproved themotion unanimously. ADJOURNMENT: Councilmember Dahlhoff moved, seconded byCouncilmember Swarthout, toadjourn themeeting at2:53p.m. Prepared byPuget Sound Meeting Services, psmsoly@earthlink.net