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4:42There you go.
4:44Good evening everybody. I'm going to go
4:45ahead and and uh call our council study
4:48session meeting to order today, Monday,
4:52June 1st, 2026 at 6:00 p.m.
4:58Um, for the record, all members of
5:01council are here
5:04um with uh councelor Dolan zooming in
5:08and um councelor or deputy mayor Hart
5:12did message Pat and I that she was going
5:15to be on Zoom, but as of now she still
5:19isn't on Jafet just confirming.
5:22Okay.
5:24Okay. Oh, she just messaged that she's
5:27coming on here soon. Um, is it okay if
5:31we move on and wait till she comes on?
5:34>> And wait, if she comes on, I'm sure she
5:35is. She just messaged, so we should see
5:38her popping up online. Um, and then also
5:41for the record, um, we got staff here.
5:44We got, um, Heath, uh, we have, um,
5:48Hector Mahia, Corey, nice to see you.
5:51Um, and we have Jafet. We have Monica
5:53Hoffsteader zooming in as well. Um,
5:56anybody else that I'm missing
5:59for staff.
6:02Okay,
6:05council. We have um a few items for
6:07discussion today. Um, we do have a
6:11presentation and we have the folks here
6:14um in the audience with us that are
6:16going to provide that presentation. On
6:17the agenda, they are listed a little
6:20later. Um but given that the finance
6:22update budget amendment
6:25um items item A might take us a little
6:29longer is there any objection with
6:31moving them up and then moving the
6:33finance update just down
6:36>> one?
6:37>> No objection.
6:38>> Okay. So with no objection we can go
6:41ahead and allow you all to approach the
6:43podium and introduce yourselves and then
6:46we can go ahead and and start your
6:48presentation to the council. Thank you
6:49for being here.
6:51>> Thank you. Can you hear me fine?
6:53>> Yes.
6:54>> My name is Rose and I am the senior
6:56officer of MRJ and Associates and I'm
6:58also the executive director of 70* 7. So
7:01MRJ and Associates is actually a
7:03for-profit agency. 70* 7 is a nonprofit
7:06agency and I'm actually going to
7:08introduce a different um entity at the
7:10at the end. Um, I believe they got my
7:15PowerPoint, but not too sure if they're
7:17in up.
7:19>> Okay,
7:20>> he's getting that up for you.
7:22>> Okay,
7:30>> thank you for allowing me to present
7:32today though.
7:55Okay, thank you. So, as I said before,
7:59um MRJ and Associates is it stands for
8:01most reliable network. We actually
8:03have I mean we do employment and housing
8:05services and I'll get more in depth in
8:07that here later but I just want to kind
8:10of um brag about my team because in 2025
8:14we actually placed uh 412 individuals
8:19212 of that is employment services and
8:22then 200 people in housing. So it's a uh
8:26I've been doing this industry for about
8:28seven uh 17 years and I never heard
8:31those numbers. Um, I'm not saying it
8:32just because it's my company, but you
8:35know, we really take pride of what we
8:37do. Um, next slide, please.
8:45So, we actually started back in 2017 and
8:48we did uh communication services with
8:51DDA and DVR with development disability
8:54administration and development
8:55vocational rehabilitation. So what that
8:57is is that we work with people with
8:59disabilities um at first to try to take
9:02him out because like a lot of them are
9:04actually isolated and don't do nothing
9:06in the in the public or the community.
9:09So we actually do like um outings or
9:12even do little clubs like we actually
9:14have a film club every Tuesday that one
9:16of our clients actually hostesses at the
9:18arcade that we're actually building and
9:20um they the clients take over. We have
9:23nothing to do with it. we just kind of
9:25support them and then they they run it
9:27as, you know, as their own. Um, so we do
9:29a lot of different clubs like that. And
9:31so we're trying to do that for the youth
9:33and I'll actually talk about that later.
9:35DVR on the other hand is more of a
9:37short-term employment program. So it
9:39we're partners with them and they're
9:41from the state and um it's just to kind
9:46of go like what the barriers and and
9:48strengths of the our of the clients that
9:50are in our program and um we have about
9:5490 days to place them and if not then
9:56they go into our long-term employment
9:58services. Um next slide please.
10:04So we are coughed. Um what that means is
10:07just that we all of our stuff is up to
10:09date that we have our paperwork and um
10:12carf accreditation actually has us at
10:14the highest standards of paperwork just
10:16put in place with documentation and
10:18things and things like that. Um next
10:21slide please.
10:24So we do a lot of employment planning.
10:26So it's um we have about three phases.
10:29Uh phase one is discovering. So we're
10:32discovering the individual of their of
10:34their bar barriers and strengths and and
10:37skills and um by that we do CA u
10:41community based assessment. So we
10:42actually partner up with a lot of
10:44employers in the community and do like
10:47an intensive training and making sure
10:49like what will be a good fit for the for
10:52the um individual. So we don't only have
10:55the individual that's in our program
10:57that's our client or our customer. Um we
11:02actually have the employers and the
11:03referral sources that are our own
11:05customers as well. So we're like the
11:06middle person of connecting everybody
11:08together. Um the job placement of course
11:11is is that we actually go into the
11:13facility or into the employer and
11:15teaching that individual and how to
11:17complete the the job task um based on
11:21the employer standards. Um job
11:24development is um developing a site for
11:27individuals to make make sure that it it
11:30it's a good fit for the employer and the
11:34individual that's in our program. Job
11:36training it um it's almost the same
11:38thing as community based assessment but
11:40it's just a longer process. And uh we
11:44it's a uh so uh community based
11:47assessment is only like two weeks and
11:49then job training can be up to six
11:51months. So um and it's not as intensive
11:55as community based assessment but it's
11:58it's um we're trying to make sure that
12:00they're that they're individuals that
12:02are in our program that are actually
12:04trying to gain the skills. So like I'll
12:06give an example. So if a person was in
12:08retail but they want to go into
12:10management. So we will do the job
12:12training to teach them how to be become
12:14a manager. So um and it it just it just
12:18depends on individual that wants to move
12:21into a different uh industry or even in
12:25a higher position. Job retention we call
12:29it is job coaching. So, um it's what I
12:33talked about a little bit earlier is um
12:36working side by side by the individual
12:38and making sure that they're that it's a
12:41good fit for I mean it's a that we're
12:44able to make sure that they're doing the
12:46task at hand with the employer and um
12:50and discovering any barriers. So, and
12:52then finding accommodations for them. So
12:55um if an individual needs like a device
12:59like a technical device then we will try
13:01to find the resources to provide that
13:03for them. Um because we work with a lot
13:05of different individuals not only with
13:06people with disabilities but with people
13:08mental illness or even substance abuse
13:11and um so um the biggest thing that we
13:14do that a lot of agencies don't do is is
13:17job carving. [sighs] So what that looks
13:20like it's um like an injinatorial
13:24position. If a lot of individuals don't
13:26know how to I mean if that person does
13:28not know how to vacuum we will we will
13:31carve that position to make sure that
13:33they're just doing the wind the window
13:35cleaning the taking out the trash clean
13:38the bathrooms but not vacuuming. Uh or
13:40we go into an employer and um we see
13:44that there's some things that are
13:46missing. So like if we go to like a
13:48Sinclair and we see that there's a lot
13:50of mess in the back. Well, we try to
13:53carve a position for that individual for
13:54an individual that's been through our
13:56program and say, "Hey, won't you give a
13:58cl one of our clients or one of our job
14:00seekers 5 hours a week just so we we can
14:04grow that relationship with them?" And
14:06there are there are individuals that
14:07would want to just work five hours a
14:09week. And so um so we're walking with
14:12them from the beginning to the end. And
14:15it's not just uh the program that like
14:18it's not just a one fitsall. It's a it's
14:22a very person- centered. Um next slide
14:25please.
14:29In our housing program, um there are
14:32times in our housing that we actually
14:34have funding. So in July and January, we
14:36actually do s we actually do have
14:39funding to
14:41um pay for first month's last months and
14:44deposit and we can also pay for renter
14:47rares. So if they're in a so if they're
14:49in a program for at least two months
14:51then um we can actually pay for if
14:55they've been behind for 2 3 months we
14:57can pay for that. um they're getting a
15:00little stricter in our funding, but uh
15:02it's just a case by case scenario as
15:04well. We don't have this final say so,
15:06but we we partner up with a lot of we
15:08partner up with a certain resource that
15:10will pay for the pass uh even utilities.
15:15So, utilities as well. Um with our
15:18sending type 7 funding though, um we
15:20actually have the goods and merit fund.
15:22Um and I can talk about that when we get
15:24to that point. Um
15:26um so housing is almost the same thing
15:29as employment. It's very person-
15:31centered. Uh we identify barriers of why
15:34they're behind um if they have to go
15:36back to treatment, if they need to learn
15:38on budgeting or even life skills things
15:41um or even just finding them a job um
15:45because you know they just certain
15:48circumstances they just couldn't do it.
15:51Uh we find those resources for them. Uh
15:54we are partnered with a lot of different
15:55landlords um within the Yakima Bent and
15:58Franklin County and um we
16:02um there's a lot of landlords that trust
16:04the name RJN because we actually sh I
16:07mean we have a close relationship with
16:09the different land landlords and we keep
16:11our clients accountable to making sure
16:13that they go through the pro go through
16:15the discovery phase before we put
16:18anybody in in that apartment complex.
16:22And it's not only like a permanent
16:24position, I mean permanent housing, it
16:25can be uh per temporary housing as well
16:28or even back to treatment.
16:30Um and yeah, next slide please.
16:36So um like I mentioned earlier,
16:37community access is just helping our the
16:39individuals with disabilities trying to
16:41find a purpose or even just some
16:45community resource here in the in the
16:47valley. There's not much in Sunnyside.
16:50So we are that you know that agency that
16:53you know if we we build it they they
16:56shall come. Um so one of the things at
16:59MRJN that we're really good at is
17:00building things and um the clubs are is
17:04one of the things that we'd like to do.
17:06Um Normagene here actually facilitates
17:08some of them. Um and so we do facilitate
17:13the film club, a coloring club, a
17:15walking club. Um, I believe in Tri
17:18Cities they uh can't remember exactly,
17:21but they have a
17:24uh a thrift club. I is what I can
17:26remember, but yeah. So, we have a lot of
17:29different groups that they can join. Um,
17:31they have to be DDA
17:34um individuals though in order to um in
17:38order to get in that program, but the um
17:40if they just want to join it, they they
17:43can. it it's not just designated to the
17:46individuals that we serve. Um but it's
17:49because we don't want to be segregated
17:51from the from the community. We want to
17:53make sure that they're joining within
17:55the community. Um next slide, please.
18:00Um this is our PIT program. So we do we
18:04actually do have contracts to go into
18:07the schools and do life skills um do
18:11self- advocacy uh self- advocacy skills
18:14work uh work based learning experience
18:18so it's pretty much like an internship
18:20with these students um they it starts at
18:23the age of 14 and we are there it's it's
18:27a group of individ I mean we have two
18:29different programs so one of them it can
18:31be individual depending on how
18:33significantly um much work they need or
18:36just in the group that they can just go
18:40they can that they're fine on their own.
18:42Um so we actually have we do that more
18:44in Tri Cities but we actually are
18:47looking to do it for this for the next
18:49coming year this uh in 2026 but for the
18:53new school year for the Sunnyside area.
18:56Um and so we place in the we place our
19:01students at um different places like at
19:05point S and things like that. So and
19:07they they're able to get experience um
19:10while in high school and then we're
19:13hoping by the time that they graduate
19:14that they have a job and it has been
19:16successful.
19:18Um and this students have to be from 14
19:21to 21 in order to be in this program.
19:24Um, next slide, please.
19:28So, our partners here are Comprehensive
19:30Neighborhood Health, Family Elijah
19:33Homes, Children's Village. Um, and the
19:35employers that we work with is um is
19:38some of them that you see here, Cle,
19:40Mom's Candy, Apple, GameStop, Walmart,
19:43Safeway, um, Ry when they're here, and
19:47um, now Sunny Type 7 and, um, and a lot
19:51of different little mom and pop shops
19:52here.
19:53Uh, next slide please.
19:57So, Emergent Associates serves the
19:59counties of Bay and Franklin County,
20:01Yakama County, and now the county of
20:03Chalan. So, we have an office in Wachi.
20:07Uh, next slide.
20:10Uh, this is the population that we
20:13serve. We serve the youth, mental
20:14health, drug and alcohol, individual
20:16disabilities, homeless populations,
20:18felons, the Latino community, the native
20:21community, and migrant workers as well.
20:23Uh, next slide.
20:26So, the reason why we actually open up
20:29the nonprofit is because you can only do
20:32so much with the for-profit. So, what we
20:35wanted to do is like a a training
20:37center. So, we started with the thrift
20:39store. And so um so we actually have our
20:43thrift store here. I believe some of you
20:45guys actually came to our our open house
20:47and I thank you for that for the support
20:50and we use the thrift store to do a lot
20:52of training to do cashiering to do
20:55customer service to do donation sorting
20:57things like that. Um it's been very
21:00successful. We get a lot of buzz about
21:02it and um yeah it just we just opened
21:05one in Richland. Um, and you know, we're
21:08just hoping that the individuals are in
21:10our employment program can that do not
21:13have any experience or they need more
21:14experience that we're trying to do that
21:16for them here. Um, next slide, please.
21:20Now, the biggest thing that I'm getting
21:22a lot of buzz about is the Infinity
21:24World arcade. Now, um, everybody's very
21:28excited about it. I've been getting a
21:29lot of positive feedback about this. The
21:31reason why we wanted to do the fitting
21:33world is because like I was raised back
21:35and forth Granger and Sunnyside and
21:38there's nothing here in the in the lower
21:39valley. So, uh we are actually opening
21:42up Infinity World. I'm hoping by like by
21:45July 19th and um we it's not just an
21:49arcade or a family fun center. We want
21:51to really make sure that there's stuff
21:53like clubs or even um just different
21:57environ or different communities in the
22:01arcade. So like my daughter, she loves
22:06um oh my gosh, I forgot the name of it.
22:09Um mang manga, I think that's what it's
22:11called. It's like comic books but the
22:13Japanese w Japanese side. So she loves
22:16to dress up in the manga outfits.
22:20She'll probably kill me if I butcher the
22:22name. I think Jutsu, I can't I can't
22:24remember the name, but but just things
22:26like that cuz these kids are very
22:29different than our generation and we
22:30want to bring that to the Infinity World
22:33and um there's a lot of gamers here. Um
22:36it's not just about, you know, just
22:38playing the arcade because we're going
22:40to have retro, we're going to have
22:41modern, but really bringing families
22:43together and bringing little communities
22:46into the arcade. Um, and that's one
22:48thing with um, MRGN and 77 that we just
22:51wanted to just build something here,
22:53especially in the lower valley because
22:54there's nothing here. And um you know
22:57it's just something that I wanted to you
22:59know announce to the city to the city
23:01council members and let the city of SA
23:04are coming here soon and um in the near
23:07future we're trying to build little
23:08communities and if you guys can just
23:10take the flyer that I sent over um to I
23:13mean we've been passing them out like
23:15crazy and you know just give your
23:17feedback and let us know like what do
23:19you want to see um at the Infinity World
23:21Arcade. Um and yeah that's it. Did
23:25anybody have any questions?
23:29>> Go ahead, councelor Dean.
23:32>> Thank you, Rose, for your presentation.
23:34How do individuals get a get a hold of
23:36you or or is it just referrals that you
23:38get from other organizations or or
23:41people can walk into your
23:42>> Yeah. So, they can walk into the
23:44building or um I can even actually send
23:46you guys a flyer. I believe I sent some
23:49flyers to Pat and they can leave them at
23:51there at the city hall and they can walk
23:53in I mean cuz we're at the Dole DC DSHS
23:57office or DCYF office right across from
24:00the work source. So um just keep in mind
24:03that they have to have Medicaid
24:05services. So, anything um health insur
24:08state health insurance and they have to
24:10have like substance abuse, mental
24:11illness or um they have to also like be
24:15in some I mean we there are times when
24:18we can actually get them qualified if um
24:22they're sick, you know, like a a strong
24:26I mean like an illness some in that
24:28type, but that's takes a little bit
24:30longer.
24:31>> Yeah.
24:32>> And what about your the thrift store?
24:34Can the community drop off? Is there a
24:36box that they drop off donations?
24:38>> Yeah, so we take donations from 11 to 6
24:42uh Monday through Friday. Well, uh
24:44Monday through Saturday.
24:51>> Yes, thank you for bringing up the
24:52website.
24:55Any other questions?
24:58Um I have a a qu a couple questions. Um
25:03for the housing you you mentioned that
25:05you provide um support financial support
25:08for um uh deposits.
25:11>> Yes.
25:11>> Um what are the requirements?
25:14>> So they have to be in our program for at
25:15least two months and so they have to be
25:18enrolled in our program for two months.
25:19Um there so that is through our our
25:23partners but we actually have I thank
25:25you for bringing that question up. Um I
25:27did forget that the so we actually have
25:29a funding inhouse called the good
25:31Samaritan and so what the good Samaritan
25:34is is that it can be anything. Um it can
25:36be like we actually helped individuals
25:38get their license um we helped them with
25:42uh school supplies um because they're
25:45going to go back to school. Um
25:48what else? Uh recently we uh we helped
25:51an individual
25:53get a month of a hotel voucher. So they
25:56were able to go in the hotel and then
25:57right after the hotel they got into a
25:59permanent to permanent housing. So it
26:02just it's a case by case because we want
26:04to make sure that that they're going to
26:07be successful and that you know they
26:09graduate from our program.
26:12Um, you know, it sounds kind of mean the
26:14way, you know, I cuz I used to be an
26:17addict about,
26:19how old is my daughter? 20 years ago.
26:21And so, you know, you can't bull crap a
26:23bullcrapper. So, I tell my I tell all
26:26the clients that I come across, you
26:28know, um
26:31I'm not trying to be mean, but I don't
26:32want to see you again. I want to make
26:34sure that you're successful, that you
26:35are um that, you know, if I can do it,
26:39you can do it. So, you know, it's just
26:42not me just like, you know, because if I
26:44can get to this point serving my
26:47community and doing good, um, you can
26:49get there, too. So, you know, and we
26:52actually on Saturdays we h we partner up
26:54with a individual who does peerto-peer
26:57and, um, once in a while I'll give um,
27:01you know, he he'll tell my story. And
27:04so, you know, it's just not a, you know,
27:06like a just to feel bad for those
27:09individuals. It's to really
27:12pick them up where they're at. And uh I
27:16I appreciate those individuals that
27:18actually help me. Uh cuz we didn't have
27:19a lot of programs like we did now. and
27:22and so um it's the individuals that
27:27emotionally supported me but helped me
27:29through that um that that darkness that
27:34I was at. And so that's what I'm here
27:36for. And um with with the Good
27:38Samaritan, it's a case by case. Uh so
27:43like I said before, we have helped
27:46people with a month voucher uh to get
27:50into a hotel. So, they're off the
27:52streets and um it just depends on how
27:56they're doing with their program.
27:59>> Um, Councelor Travis,
28:02>> I just um I've I've done a lot of
28:04referrals over to you guys. You guys
28:06have done a really good job with a lot
28:08of the people that we serve um from
28:13mental health to substance use and um
28:16you guys have helped one of our
28:17individuals um go into treatment.
28:20>> Mhm. So, um, you know, I can honestly
28:22say that you guys have done amazing
28:24work. We come, you guys always come back
28:26and give us updates on the clients that
28:28you guys that we do referrals over to.
28:30>> So, you guys, good job on on that.
28:32>> Thank you.
28:34>> Thank you for that.
28:36>> Go ahead, council.
28:38>> So, council, I was talking to Rose a
28:40little bit before the meeting in the in
28:41the lobby and um the conversation came
28:43up about the, you know, Boys and Girls
28:45Club and, you know, right now it's just
28:47too expensive, right? And and I know the
28:49discussion or the the comments before is
28:52is maybe you know the city partner up
28:54with the with the nonprofit and you know
28:56that was a question that I asked Rose is
28:58it something that you know maybe the
29:00nonprofit you know willing to to do
29:03partner up with the city and and you
29:05know
29:05>> we would love that. We would love to do
29:07something like that because that is my
29:09where my heart's at is the youth. When
29:11you can capture the youth at a young
29:13age, then you can make a huge difference
29:16is what I notice. Um, if when you catch
29:19them at my age, because I'm 40, it's
29:21really hard. [laughter]
29:23It's really hard to change their mind.
29:25But when you capture the the youth and
29:28be that inspiration, be that, you know,
29:30that good example to them, it's a it's a
29:35it's a lifecher. So that's what, you
29:38know, my heart is at is for the youth.
29:41So I guess my question is Pat is I mean
29:43is is there something that maybe Rose
29:46and their team can come up with a plan
29:49and and maybe presented the council as
29:51to you know how they could use the the
29:53community center as a as a resource for
29:55the community.
29:59We heard that from T uh from um um
30:03[clears throat]
30:04where did we go proer right? We heard
30:07from Proser the advantage that we had by
30:09already having a community center that
30:11was a big plus on our part. So I think
30:14that finding a partner was uh part of
30:17their success story is that they had a
30:20collection of partners. Of course they
30:22started small but because we have a
30:24facility we would really be jumping
30:26ahead. So, uh, George, that's something
30:29that we could definitely look into
30:31because,
30:33um, [clears throat]
30:35we got somebody that has that champion.
30:37That's what we talked about. We needed
30:39to find a comedian champion to really
30:41kind of give passion and inspiration to
30:44this project.
30:46>> Yeah. So, we uh, set up a meeting or
30:49something.
30:51>> Council Vasquez.
30:52>> Yeah. And just thank you overall, Rose,
30:53for all your work and thank you for even
30:55being willing to say yes because it
30:57takes a lot for someone to have the will
30:59to want to do something good, especially
31:01for our youth. So, thank you for that.
31:02And thank you for coming today and for
31:04giving this presentation and for just
31:06informing the community community of all
31:08of the resources and all that you do
31:09here. So, thank you for that.
31:11>> Thank you. Thank you guys for allowing
31:13me to present.
31:14>> Of course.
31:15>> Oh, go ahead, Councelor Sati.
31:17>> I just wanted to make a comment. I have
31:19a 15-year-old who's like super excited
31:21and he's like, "Mom, do you know when
31:22they're going to open? When?" So now I
31:24have a guest of fate [laughter]
31:25cuz he's already sharing with all his
31:28buddies like, "Oh my gosh, this arcade,
31:29this arcade." And so so he's really
31:32excited. And yes, again, thanks for the
31:34presentation, Ellias, this information.
31:36So it's it's amazing work. Sounds like
31:37it's a lot of amazing work.
31:39>> Yeah, it's a lot of work, especially
31:41with the arcade. This is like the
31:42biggest project I have ever worked with,
31:44but
31:46it I can see it now. Like I could just
31:49see of how much of an impact it's going
31:50to be for our youth. And so, you know,
31:53my one of my girls, she's 20 years old
31:56and she's one of the ones that's running
31:58it. She has a huge passion, especially
32:00she does our actually our social media
32:03um for Destiny Size 7 and the arcade and
32:06she does amazing. And I know that just
32:09just the things that she does, she can
32:11inspire a lot of individuals just want
32:13to go into videography or social media
32:15management, things like that. So, I
32:18mean, there's so much you can do. Um,
32:20and we just want to be that example
32:23like, hey, you know, we're little. I
32:27mean, we're people from Granger that
32:29started off, you know, the poor area and
32:32were able to get to where we're at
32:34because we grinded. we as a family
32:37rewinded and um it's not impossible.
32:40It's not impossible to do that.
32:42>> And one more thing and and you know it's
32:44amazing. It's just not the video games.
32:46It's like you wanting to form clubs, you
32:48know, where hopefully some of you know
32:52our uh teenagers or youngsters feel like
32:56a sense of belonging. So that would be
32:58that that's also amazing. A good great
33:00idea.
33:01>> Yeah.
33:02>> Go ahead, council. [clears throat] Just
33:03don't forget to invite us to the grand
33:05opening we call out and play and have
33:07some fun.
33:08>> Yes. Yes, we [laughter]
33:10>> Yeah, we um people keep asking me which
33:13games you're going to have. I'm like, of
33:14course, Pac-Man, Donkey Kong, of course.
33:17[laughter]
33:18So, that's for our the old folks like
33:20us.
33:21>> Got excited for the Fruity Ninja.
33:23>> Yeah. [laughter]
33:25Yeah.
33:26>> I have a couple questions. Um cuz I have
33:28been getting some questions myself about
33:30u actually not the date but the location
33:32for for the arcade and then second could
33:35you talk a little bit more about the
33:36pre-ETSS program I know you mentioned
33:38that you haven't worked with the sun
33:40school district but you're planning to
33:42>> um can you say a little bit more about
33:44how that works if you have already
33:47partnered with any other school
33:48district. So the way it works is that um
33:51because we have to go through DVR
33:54services in order to um get the okay,
33:57you know, so that's a little bit hard,
33:59you know, working with the state, they
34:00kind of tie your hands a little bit. Um
34:02so in order for us to get in, we have to
34:07advocate that there's a lot more
34:08individuals that are needing support.
34:10So, um, that is our next goal for the
34:12new year is to advocate that there's a
34:15lot more individuals that are needing
34:17support than the ones that already
34:18getting it now. Um, so that's one thing
34:21we actually are really good at is making
34:24noises, especially to the state. And,
34:27um, letting them know, hey, there's a
34:29lot more pe there's a lot more students
34:31that, uh, that are being left behind, so
34:35let us come in and and and do what we do
34:38best. So, and then the location of the
34:43arcade, it's right in front. So, it's
34:45the old DSHS office. It's right across
34:48um the work source. So, where Sunny Time
34:517 store is at, it's right next door.
34:53>> Oh, okay.
34:54>> Yeah. [clears throat]
34:56>> Any other questions? Go ahead, Councelor
34:57Busk.
34:58>> Yeah. So, for the DVR, that's a
34:59development vocational rehabilitation.
35:01>> Correct.
35:02>> And then, so for them to be able to
35:04enter into your program, that's all
35:05through their insurance as well.
35:07>> Yes. So, and then they have to for the
35:09priaths program, um, they have to have
35:13an IEP. So, an IEP is is a person with
35:16disability. Um, but we don't only do it
35:20with them. We actually do it with any
35:22individual that are struggling with ADD,
35:25ADHD. Um, cuz we just put them through a
35:28different program. It they're just not
35:29going to get as like the self- advocacy
35:31classes um like as a group. It's going
35:34to be more individual.
35:37Okay, thank you.
35:39>> Any other questions?
35:43>> Well, thank you Rose for the
35:44presentation and thank you Normma Jean
35:47for accompanying her. It was nice to see
35:48both of you and um yeah, thank you for
35:50being here and um we'll we'll be in
35:52touch.
35:52>> All right, thank you.
35:53>> Yeah, thank you.
35:58Okay, moving on to item uh B since we
36:02shifted the discussion items. Um it's
36:05the finance update and budget amendment.
36:09And I'll go ahead and hand that over to
36:11you, Mr. Haley.
36:17>> Uh this is this is Monica's
36:19presentation.
36:21[snorts]
36:22So, she is going to uh
36:25Monica, are you going to walk through
36:27your your handouts here or
36:30>> um Jet has the slides?
36:38>> Okay.
36:39>> Can you guys hear me? Okay.
36:42>> Yeah.
36:42>> Yes.
36:43>> Okay.
36:54Perfect. So, tonight I'm just going to
36:56go over um and cover an outline of the
36:592024 completion
37:02um 2025 completion and where things are
37:05uh the status of the ARPA
37:07grant amending 2026, what we have so far
37:12and what needs to happen next. So um if
37:15you want to start with the next slide.
37:24So um the 2024
37:28uh annual report has been submitted to
37:30the state auditors. Um there was quite a
37:34few issues with trying to get the
37:37information together.
37:39um
37:43the general the journal entries when
37:45when the information was pulled out of
37:47the current um accounting system, a
37:50Springbrook, and moved into another
37:52system and pulled back, the the
37:55information was jumbled. Um the finance
37:58committee did hear from one of our um
38:01employees when she came in during the
38:04time that happened. they tried to make
38:06people aware of it that there was a lot
38:08of duplications and things weren't
38:10correct and I guess it just kind of sat
38:12for a long time. Um, and then during the
38:17reconciliation it made it quite
38:19difficult because the the cash items
38:22didn't match the journal entry items.
38:25Um, go ahead and go to the next slide
38:27and I'll explain what that means. Um, so
38:30right here is an example and I have
38:32information spelled wrong on purpose. It
38:34was supposed to be kind of a pun because
38:36the information isn't correct,
38:38but um so if you look at the amount, so
38:42that's the cash dollar. So that's the
38:44cash amount that was spent. If you look
38:47at the two line items below, that's the
38:49journal entry side. So those two line
38:51items have to match for it to balance.
38:53So what was happening is the cash side
38:56said one thing and then the journal side
38:59said another thing. So, when I'm going
39:02in and I'm trying to reconcile, all I'm
39:05seeing is the cash side of things until
39:07I hit the button that says, "Okay, I'm
39:09done matching everything to the bank.
39:11Let's go ahead and close it." And then
39:13when I hit that button, the trial
39:15balance comes up and the trial balance
39:17has to balance, meaning that the journal
39:18entries have to match the cash side and
39:20those two things have to equal one
39:22another. If those two items don't equal
39:24one another, error signs come up and
39:25they say, "There's something wrong
39:27here." Well, there was a lot of
39:29something wrongs and so this is an
39:32example of what was wrong. So the
39:34journal entries on one side, what came
39:37across as
39:40$212, $212, but what said is being spent
39:44is only $52.
39:46And so at this point, I have to go,
39:49okay, well, was $52 spent or was $212
39:52spent? Well, on the bank side, if I can
39:55match it up, then I can know that there
39:56was only actually $52. And this wasn't
39:59spent. This was actually revenue.
40:01Luckily, the expenditures all were able
40:04to be matched. It was all the revenue
40:06coming in that had the issues. So, it
40:08was all the money that was coming in.
40:11And so, if I could match something that
40:13came in, then I was able to say, "Okay,
40:15I'm going to trust the cash side." and
40:17then change those journal entries to
40:19delete one of them and put $52.
40:23And it's just kind of a hope or a guess
40:26that the information line item is
40:29correct, meaning that was the $52
40:31actually meant to go to the pavilion
40:34park rental or was it supposed to be
40:36something else that somebody was renting
40:38or a purchase or something else? Because
40:41the information, none of it was correct.
40:43None none of it. And so I just had to go
40:46line item by line item through all the
40:48errors. And um there, like I said, there
40:51was quite a bit. There was about four
40:54months worth of transactions of revenue
40:57that came in that had either
40:59duplications or had errors. There was
41:02over $200,000 of duplications in there
41:06that I had to remove out. Um and a lot
41:10of it, for some reason, had to do with
41:12the ambulance billing. And so that was a
41:15line item that I had um spoke with
41:18uh Chief Halbrook about and luckily we
41:20have a third-party biller so I'm able to
41:23pull reports from them to see what like
41:25the revenue should be and so I could
41:28match a little more and gauge what that
41:31should look like with what they have
41:34posted as how much revenue they had
41:36collected for us. So knowing that
41:39information, I was able to determine
41:40that all the other revenue that was
41:43posted
41:44didn't belong in those sections. So if
41:47we go to the next line item,
41:50uh next uh
41:53there we go. What ended up happening is
41:56we had a bunch of money that I couldn't
42:00say it went to any one item.
42:04There was no journal entry to match it
42:06to. So, what that left us was $83,000,
42:11a little over $83,000
42:13of revenue that I couldn't allocate to
42:16any one fund.
42:18Um, so what I ended up doing was I took
42:21this information and I set it into the
42:24contingency fund as a holder. And the
42:27reason why I set it into the contingency
42:29fund is because the contingency fund can
42:31be used um
42:33throughout the city. And so unless I sit
42:37there and I start trying to go literally
42:40every single day by every single receipt
42:43with every single person, um there's no
42:45way to determine if the even those
42:47receipts were correct because the
42:49journals weren't correct and if I could
42:52allocate any of that money to any one
42:54fund. So, at this point, it's
42:58kind of a um situation where I hand it
43:01back over to the council and say it's
43:04it's up to you whether you guys would
43:06like this to be investigated further to
43:09know exactly where that revenue belongs
43:12or if we should keep it in a contingency
43:15fund as a holder to be able to use those
43:18funds for future uses within
43:22any of the fund accounts that need that
43:23contingency money.
43:26Um, one of my recommendations is if it
43:29does stay in that contingency fund,
43:31there really needs to be a policy set up
43:34for that contingency fund because
43:36currently there isn't one. And I know
43:38that the contingency fund was spent down
43:41before without the council's knowledge.
43:43And that is something that shouldn't
43:45happen. Some of the some of those funds,
43:48they call them like the rainy day funds
43:49or, you know, they have funds that are
43:53meant to be a kind of a safety net for
43:56emergency items and you don't want to
44:00spend those down without having
44:02knowledge because you have to have a way
44:04of putting that money back into that
44:05fund. So, um,
44:09again, this is this is just where I
44:11ended up putting it because I without
44:14having
44:16an idea of where the revenue came from,
44:18I I had to put it somewhere, I could put
44:20it in a suspense fund as well, but
44:23eventually it's going to have to get
44:24pulled out of a suspense fund and put
44:26somewhere. So, um, if there is any
44:29feedback regarding the $83,000
44:33revenue or any questions,
44:35>> we have questions. Monica, I don't know
44:36if you can see. Um, go ahead, councelor
44:38uh, Galan. So, I guess to Monica and and
44:41council, my feedback would be is is for
44:43the time being is is to leave it in the
44:45contingency plan and and kind of lock it
44:47in place and not not touch it until we
44:51finish the 25 reconciliation and have a
44:54a policy of some sort in place um for
44:58those funds. So, that's just my my
45:00feedback.
45:01>> Madame Mayor,
45:03>> um go ahead, councelor or deputy mayor
45:05Hart.
45:06>> Yes. So the that money that's in the
45:08contingency fund now that the 83,000
45:10that you put in to the contingency fund
45:13is that in 24 or is that in 25? Because
45:16the last reckoning that I saw it was in
45:1884.
45:20>> Right. So
45:21>> when you did the rec so when you did the
45:22reconciliation of 24 you mean
45:26>> 2024 that was that 83,000
45:31ended up in that contingency flood. Did
45:33you did you pull that forward to go into
45:362025 because I did not seen it there?
45:39>> So, yes, this is in the 24 and so it is
45:42in 25 now, but yes, the um 2024 is what
45:46had the contingency fund in there that
45:49those funds I put those in there in 2024
45:53when I was reconciling 24 and closing it
45:56out.
45:58>> So, so uh just a second question there
46:01if that's all right, Madam Mayor. Yeah,
46:02go ahead.
46:03>> U, so the second question is then that
46:07amount now which is uh something around
46:09the neighborhood of 95,000 is in our
46:122025 account since we didn't spend very
46:16much money out of the uh contingency
46:18fund last year. Does that number move
46:20forward to 2026?
46:22>> Correct.
46:23>> Has it?
46:25>> Um not yet. There is no beginning
46:27balance um that has moved. That's going
46:29to be further in the slides as soon as I
46:31get there.
46:33>> I'll hold you to that. Thank you.
46:35>> Uhhuh.
46:37>> Councelor Vasquez.
46:38>> Um, yeah. So, I too I would want to lock
46:40that that contingency fund just because
46:43we don't know where the funds are coming
46:44from and you you've just been allocating
46:47it there from whatever you've been
46:48saying, not knowing, right? If that
46:49that's what I understood. Not knowing
46:51like where where where it should go or
46:53or where it should be. Once once I took
46:56all the revenue um that it was basically
47:01you could see that it hit the bank
47:03account
47:04>> but there was nothing in our in our
47:06accounting system that that you could
47:09match it with
47:10>> and the only thing I could match it with
47:12was stuff that I knew for sure was not
47:14correct. Meaning that I knew for sure it
47:17didn't belong in the EMS fund. And that
47:19was something I had went to Chief
47:21Halbrook about and we had been pulling
47:24reports and and luckily we have a third
47:26party biller that we could pull all the
47:28records from there and that was the only
47:30thing that um that was able to say okay
47:34we know for sure it's not this fund and
47:37there's no other journal entries that
47:38match what it would go to. And so
47:41because there's nothing I can say
47:43definitively that I know that those
47:45funds came from somewhere um I don't
47:48feel comfortable just throwing it at
47:50something. And so the only place I felt
47:52comfortable throwing it was into a
47:54contingency fund where it was held for
47:55the city.
47:57>> Okay. And [clears throat] and and if I
47:59can
48:00>> go ahead.
48:00>> Yeah. And just also for clarification um
48:03you've also been finding these
48:06inaccuracies all all throughout not just
48:08like one department. Correct. This is
48:10like throughout like everything.
48:12>> Yes.
48:13>> Okay.
48:13>> Yeah. It was it it was just from the
48:16information being moved from a cash
48:18basis to an acrruelbased accounting when
48:21it was moved back. It was moved back and
48:24and so the GL numbers aren't the same
48:28>> um for the bars accounting. And so
48:32when it came back it really it really
48:34just jumbled it. It was it was it was
48:37pretty bad.
48:39>> Okay. So yeah, just I guess for that
48:41specific reason, I would I would I
48:43wouldn't feel comfortable spending those
48:44funds. I would also want to lock it in
48:46and just wait until everything is
48:48finalized and every we got like we close
48:51every year and we're kind of good and
48:53solid and then just maybe I I am very
48:56curious um if there's time or
48:59possibility to investigate and if not
49:01then just kind of like talk and discuss
49:03it as counsel.
49:04>> That'd be my preference as well.
49:07>> Yep. accounts are a good one.
49:09>> Monica, can can you attribute these
49:11errors just to to the the moving of the
49:13accounts or or Yeah.
49:15>> Who's in charge right now of of of
49:17inputting the the current stuff? Um and
49:20and do they know how to do it, I guess.
49:22>> Um well, normally that's the finance
49:25supervisor that would keep track of that
49:26stuff. And so, um
49:31I have been doing it as of lately.
49:35Madame for Mayor.
49:38>> Yes. Go ahead. Uh, deputy mayor.
49:40>> So, the money then that's we've been
49:42putting in has been being entered
49:45properly. Is that not correct? Since
49:48January since January 2026, we have been
49:52uh reconciling every month.
49:55>> It was getting done until March.
49:58>> Has it not gone forward? I understood I
50:02understood that the council had
50:03encouraged this this finance supervisor
50:06to continue uh reconciling the the
50:09accounts.
50:12>> No, it it did not go forward.
50:15>> So, we're behind again.
50:17>> Correct. May I've been
50:20working every day to try and get it
50:22caught back up.
50:23>> Wasn't that the thing that Leo was
50:25working on
50:27>> um with his staff?
50:28>> I'm not sure. Um,
50:32>> I don't want it to be re redundant. I I
50:35just want to make sure that the money is
50:37being recorded and re reconciled every
50:40month.
50:41>> It wasn't. No, nothing had been put in
50:44since March when I left.
50:46>> Oh, see, I have I have a real problem
50:48with that, Mayor.
50:49>> I I now have all the revenue caught back
50:51up. I uh spent an entire day going
50:53through every single month and catching
50:55it back up. So, um
50:59right now it should be where it it
51:02should be where everything is. Um I've
51:05been trying to get everything back on
51:07par.
51:09>> Monica, um I'm going to go to councelor
51:12Galvan and then councelor Dolan raised
51:14his hand up on Zoom.
51:15>> Okay.
51:16>> Um Deputy Mayor, um unfortunately you
51:19were you missed the finance subcommittee
51:21meeting and we did talk a little bit
51:23about you know what what had going on on
51:25on that meeting.
51:27It's it's it's something that it it's
51:31been inputed January, February,
51:32February, and March. And since uh Monica
51:35has been gone, it hasn't uh it hasn't
51:37been inputed into the system. So, and we
51:40could talk a little bit more after um
51:42after the executive.
51:43>> Thank you,
51:46Councelor Dolan. Go ahead.
51:49>> Uh I guess I haven't checked. Can you
51:51hear me?
51:52>> Yes. So Monica, I thought I heard you
51:55mention that the the re
51:59I'm not sure totally how to put it. You
52:02had mentioned that the returns from our
52:04investment that came
52:06uh due in March or came about in March,
52:11none of that money is what is in that 95
52:14or $96,000?
52:18>> No. No. All the any of the money that I
52:21know for sure where it belongs has been
52:23allocated correctly. So all of the
52:26investment money is easy to track. Those
52:28are all easy to track items. So all of
52:31that outside of even if it was jumbled,
52:33I can look at the backup. That's one of
52:35the things that auditors need to see is
52:37that you have backup items to everything
52:39that you're inputting. And so it's um
52:41it's important to be able to like
52:43specifically your your investment fund.
52:46You want to make sure that those are
52:47correct. And so the investment funds are
52:49not part of this $96,000.
52:52>> And where are those investment funds?
52:54>> They're in the investment accounts.
53:00>> Those will we'll cover those as well in
53:02a couple slides.
53:03>> Okay.
53:06>> Okay. Any other questions
53:09>> around the contingency fund? Go ahead.
53:10Councelor
53:11>> Zati.
53:14I don't know. Maybe I misunderstood at
53:16our meeting. um that one of the other
53:18employees had started uh reconciling in
53:21Spring Brook since about March
53:24and but there was a lack of
53:25communication between
53:26>> it's not reconciled. They've been
53:28inputting um the revenues.
53:31>> Okay. Thank you. [snorts]
53:36>> Okay. Uh go ahead and proceed Monica.
53:40>> Okay. Go ahead. The next slide.
53:44So, um, ending the 2024 year, the
53:47totals, um, they're in your slide, so
53:50you'll be able to see it. I also sent
53:52the council the, um, state auditor, um,
53:56annual report, so you'll have that as
53:58well. Uh, the good news is that, um,
54:022024,
54:03uh, the receivables are right on track
54:05to what was, um, budgeted and then the
54:10amount spent was not, um, as much as
54:13budgeted. So that's always a positive.
54:16Um, next slide.
54:20So, um,
54:22some notes to the 2024, uh, again, it
54:26was found that the bond that was
54:27purchased, um, in 2024 actually came
54:30directly out of the EMS fund. Um, there
54:32was some notes to it. Uh, I I had done a
54:36lot of digging to try and figure out
54:38like what was being moved and what
54:39wasn't being moved. So any of the um
54:44interest revenues that come out of that
54:45specific bond will just go right back to
54:47the EMS fund. The way the funds work
54:50with any of our investments is normally
54:52they're split out of a lot of different
54:54funds and so they get allocated back
54:56into the funds that they came out of. So
54:58there's a spreadsheet and I can share it
55:00with um the council that it shows the
55:05allocation splits. So meaning that when
55:07these bonds were purchased um that much
55:10money came th that much uh expense came
55:13out of those funds to pay for um those
55:17bond purchases.
55:19So whenever in uh investment comes back
55:22in the allocation has to equally go back
55:25into those accounts. So it's separated
55:27by quite a few different funds across
55:30the city. And um and when the revenue
55:34comes in, you'll see again the cash side
55:36of it hits our bank, but the revenue
55:38side into the GL goes into several
55:41different funds. It's not just one fund
55:43that it goes into.
55:46Um so the ending balance now has been
55:49rolled into the 2025 beginning balance.
55:52So that gives us a more accurate um
55:55reflection of what actually the budget
55:58um looks like versus the expenses and
56:00the revenues. Uh all items for 2024 has
56:05been sent to the auditors and then um
56:07again we're going to have a note
56:09probably from the auditor with regards
56:11to
56:12um the accuracy of our journals. So
56:15that's going to be expected. Um, luckily
56:18I've been in talks with uh the auditor
56:21and um they know exactly where the
56:24city's at. It's good to have a good
56:26standing with your auditors and being
56:28able to have that communication. Um
56:32the one thing I will note and it'll
56:34probably also be noted in the um
56:36auditor's report is normally if you're
56:39going to go from a cashbased accounting
56:40to an acrruelbased accounting or vice
56:42versa, you have to notify the auditors.
56:45you can't just do that. And the
56:47auditors, I guess, were never notified
56:49during that time frame. So, they were
56:50really surprised when I had given them
56:53the information that um the funds had
56:56been moved out of our system into a
56:57different system and then moved back. Uh
57:00that is something that they did not know
57:03about unfortunately.
57:07>> Um
57:09>> um if I can ask a question. So, do we
57:11have any idea when the auditor is going
57:13to have uh I guess a field trip to city
57:16hall and I think it's called the
57:17entrance uh interview or meeting?
57:19>> Yeah. So, they already um so they did
57:21start messaging us and so everything was
57:24submitted May 25th and then May 2 se 7th
57:28is when they started requesting
57:30information. So, what'll happen is um
57:32I'll send over um it's a big bulk item
57:36of like all of our journal entries and
57:39um balance sheets. And luckily, Spring
57:41Brookke is a pretty basic system and so
57:43the auditors actually can from behind
57:45the scenes pull the information um that
57:47they need. um beings that the
57:50information is not great, they're going
57:54to see that part of it and um they'll
57:58understand that there's GL issues. And
58:00so um those are the parts that we're
58:03going to just have to talk through and
58:05have um good reasoning behind
58:08>> how we allocated things the way we did
58:12>> going to finance. So
58:13>> I have a a followup to that. Can can you
58:15make sure I I guess in years past um the
58:18finance subcommittee has been there to
58:19the to the entrance uh interview. Can
58:22you make sure that to let us know when
58:24that is and and also do you have any
58:26idea you know it's just the way that the
58:28auditor works right from what I found
58:30last time
58:31>> is that they ask the city hey what do
58:34you guys want us to look into? Do we
58:36have any idea what our answer to that is
58:39going to be?
58:41>> Um
58:43everything. Yeah, I've never had them
58:45ask what they what we want them to look
58:47at. They normally pull So, normally what
58:49happens is they pull uh they pull our
58:53information and then um behind the
58:56scenes they have their own
58:59>> way to to get they do random polls and
59:04on those random polls it tells them what
59:07other items need to be pulled off of
59:09what they see.
59:13Uh, councelor Dolan, I think had his
59:15hand risen up.
59:17>> Monica,
59:19is there an officer um in the finance
59:23department that is responsible for
59:25ensuring there's contracts on file for
59:27any money taken out of those enterprise
59:29funds or maybe even any other funds that
59:35um I don't know. I just wondered if
59:37there was some kind of oversight on has
59:42that been done yet or do we still need
59:45to um put somebody on that?
59:50>> I guess I'm not understanding. No money
59:51is ever taken out of any of the funds.
59:53You only ever have an expense and so
59:56that comes through the finance committee
59:58and also through the council. Um anytime
1:00:02money is moved, uh it should be going
1:00:05through the council. it doesn't ever get
1:00:06moved in and out of any of the funds.
1:00:09Um, even with investment, that's why at
1:00:12the beginning of the year or might have
1:00:14been the end of last year, we had the
1:00:15investment policy. And that's why I'm
1:00:17recommending also there be a contingency
1:00:19fund policy and how these monies are
1:00:22spent. any of the any of the monies that
1:00:25um are investments or savings need to
1:00:29have uh policies written with guidelines
1:00:33on how these items can be spent and
1:00:36utilized.
1:00:39I had read and was it was backed up by
1:00:42uh previous council that
1:00:45um anytime any money was taken from any
1:00:48of the enterprise funds for or to be
1:00:50used out of any of the enterprise funds,
1:00:52there was to be a document on file
1:00:55stating the amount when it was taken
1:00:58out, when it was going back in, and the
1:01:00interest rate that that fund was
1:01:02charging to use their money.
1:01:08Yeah, we don't I I am not pulling any in
1:01:11funds out of the out of the enterprise
1:01:13funds.
1:01:13>> That that wasn't a statement. I'm I'm
1:01:16I'm trying to find out if there is a
1:01:18responsible party for tracking the money
1:01:22that does come out.
1:01:25Well, there would be if there was funds
1:01:28coming out, it would have to go through
1:01:29the council and then a document would
1:01:31have to be created to be approved from
1:01:35council and from the finance committee
1:01:37for it to be able to be utilized. But
1:01:39funds shouldn't be getting removed from
1:01:41enterprise funds for any I mean, if
1:01:44there's investments, that's separate
1:01:46outside of I guess I'm not understanding
1:01:48what you mean by pulled out of
1:01:49enterprise funds. Well, because I
1:01:51witnessed it being pulled out of
1:01:53enterprise funds and used for uh shoring
1:01:56up the general fund for one thing. And
1:01:58you know, this is things of the past
1:01:59that you weren't involved in. But I'm
1:02:01just curious if we have someone and is
1:02:04there I understand there's um processes
1:02:08in place that that um are supposed to be
1:02:11followed or you know there's supposed to
1:02:14be a contract
1:02:16and a uh and the information provided
1:02:20when funds are being used from those
1:02:23I mean we I witnessed
1:02:26funds being taken out without even the
1:02:28council even hearing about
1:02:31Yeah, that would have to be go through a
1:02:32budget amendment. You can't you can't
1:02:34move funds from one fund to another fund
1:02:36without actually having a a budget
1:02:38amendment. Um, a fund within uh money is
1:02:41moved within its own fund is fine. You
1:02:44don't really have to have like if we
1:02:48have $20 for supplies and $15 for
1:02:52services and I decide I want to move $5
1:02:55over to my services. We don't have to
1:02:58have permission to do something within
1:02:59the fund because that amount of money is
1:03:01allowed to be within our fund. But if I
1:03:03wanted to do anything outside of taking
1:03:05that money and and giving it off to
1:03:07somebody else, then we have to have
1:03:09permission because the budget that's
1:03:12approved is approved for that fund
1:03:13account. And so every department has
1:03:15their own amount that they're allowed to
1:03:18use. And if you are moving funds with
1:03:21through different departments or through
1:03:23an enterprise fund to a general fund,
1:03:25that would have to go through a budget
1:03:26amendment.
1:03:27>> Okay. Thank you.
1:03:29>> Council,
1:03:30>> um Monica, on the bond that was
1:03:33purchased in 2024 uh directly from the
1:03:36EMS funds. Is is there a there has to be
1:03:39a resolution for that? And if so, was
1:03:41the resolution
1:03:43stating that these funds were going to
1:03:45come out directly from the EMS one?
1:03:47>> I'm going to be honest. I haven't found
1:03:48a resolution for um a the bonds being
1:03:54pulled out and and put back in and
1:03:56pulled out and used and put I I hadn't
1:04:00found that's why I created the
1:04:02investment uh policy was because I I
1:04:05couldn't find anything that said when
1:04:07the $5 million came out of the bond
1:04:10maturity and and was spent that there
1:04:14was nothing stating that um it wasn't to
1:04:18be reinvested. And that's where my
1:04:20concern was is normally again that would
1:04:23be something that um the council would
1:04:26have to approve because it it seems to
1:04:28me like if you're going to put $5
1:04:31million back into your
1:04:34>> into your budget, then you should have a
1:04:36budget amendment for that.
1:04:41>> Um I just have a question. Is this what
1:04:43council councelor Dolan is is referring
1:04:46to? I
1:04:46>> think what council councelor Dolan is
1:04:48referring to is is when the general fund
1:04:51wants to borrow from the EMS fund, then
1:04:53there has to be some sort of a
1:04:55resolution uh there because the general
1:04:58fund would be borrowing from from a
1:05:00different uh enterprise fund.
1:05:02>> Okay. I was just trying to follow. So is
1:05:04was there councelor Dolan was there a
1:05:06specific time frame? I know you said
1:05:08that it predates Monica, but is there
1:05:09was there a specific time frame in 2024?
1:05:13>> It does it doesn't seem in the short
1:05:15time I've been a council on council that
1:05:17there's been anything brought before us
1:05:19that says and states, well, there
1:05:22there's this money's being put here and
1:05:23this money's being used here. And I keep
1:05:26I'm being asked by constituents over and
1:05:28over again, what happened to the money
1:05:30that was invested and now the
1:05:32investment's all done with? Where's the
1:05:34money at? What was it used for? So, I
1:05:36have no answers for them until I until
1:05:39we get um I guess 24 and 25 reconcile
1:05:43them.
1:05:46>> Okay.
1:05:48Think any other questions? I was just
1:05:50trying to follow.
1:05:51>> I have a question for Monica. Mhm.
1:05:53>> You do have occasions where you have an
1:05:56interfund loan and that loan is for a
1:06:00specific period of time and the interest
1:06:03that is charged
1:06:05um from that loan is at the market rate
1:06:09for whatever investment that we have if
1:06:11we pull our money with the county or
1:06:13wherever we invest it. So, it's it's all
1:06:16done by resolution and it's all done by
1:06:19a specific time frame and it has to be
1:06:23paid back. Even if it's within the same
1:06:25entity. So, if we're borrowing from one
1:06:27fund to another, it's like going to the
1:06:30bank, we have to pay that bank back at
1:06:34interest. Is that correct?
1:06:36>> Yes. And also there so it would not only
1:06:39have a a resolution, you would also need
1:06:41to amend your budget because you can't
1:06:43move funds throughout different fund
1:06:47accounts without having both items done.
1:06:51So um
1:06:54it seems like if there was money being
1:06:55moved then it would have to have had um
1:07:00a resolution and a amendment to the
1:07:03budget.
1:07:08Any other questions?
1:07:10>> Any other questions?
1:07:13There's no questions on our end. You can
1:07:15go ahead and proceed.
1:07:16>> Next slide.
1:07:20Um, and we'll go into the 2025
1:07:22reconciliations. So, um, a new account
1:07:25was added to the accounting software to
1:07:28accurately reflect the passing through
1:07:29of the bank account. So, I'll explain
1:07:31that a little bit more in detail in just
1:07:33a second. Um we have six different uh
1:07:36accounts, seven technically. What that
1:07:39means is we have a operating account and
1:07:44previously all the credit cards were
1:07:45being mixed into the operating account.
1:07:48Um
1:07:50in our recon in our in our accounting
1:07:52system but not in our bank.
1:07:56Um the court has a court account that
1:08:00keeps all the court and uh judicial
1:08:02matters separate from the fund account
1:08:04that is our operating account. The same
1:08:06thing with the jail. The jail has jail
1:08:09operations that um remain outside of our
1:08:12um operating fund. Uh we have a bond
1:08:16account that's a safekeeping account.
1:08:17It's a separate holder of the uh funds.
1:08:20The interest passes through that account
1:08:22into our bank account. Um when you have
1:08:25a trustee that um does investing for
1:08:27you, um you uh have a third party, well
1:08:33that account is kind of a buffer that
1:08:35passes our money. Um and then the LGIP,
1:08:40which is our local government investment
1:08:42pool that's held with the Washington
1:08:44State Treasurer's Office. And then we
1:08:46also have a merchant um account. We
1:08:50actually have two of them. So, all of
1:08:52our credit cards pass through um two
1:08:55merchant accounts. The Express Bill Pay
1:08:57is the majority of the um
1:09:00uh merchant account, but we also have
1:09:02Stripe, which is Open Gov, and a lot of
1:09:05that is utilized by um Corey and
1:09:08Hector's uh area. That's going to be all
1:09:12your permits and um items that they take
1:09:16care of with Open Gov. Um any questions?
1:09:21Well, let me go a little more into
1:09:23detail about the merchant account. So,
1:09:24previously to me starting um what was
1:09:27happening is when all the credit cards
1:09:30were fed into our accounting system,
1:09:32they were fed in every single credit
1:09:35card. And that's not the way it actually
1:09:37runs through our bank. What happens is
1:09:40is the merchant account has its own
1:09:42separate bank that it holds all in and
1:09:45then we go in and we push a button and
1:09:47those funds get transferred into our
1:09:49bank account. Well, what was happening
1:09:51is um it was getting really hard for
1:09:54them to reconcile because all of these
1:09:56credit cards were in there with all the
1:09:58other transactions that were happening
1:10:00daily. And so that's I think the crux of
1:10:04how the reconciliations started f
1:10:06falling behind. Um,
1:10:10I with the spring uh help of Springbrook
1:10:13went all the way back to I believe it
1:10:16was November or December of 2023 and we
1:10:20removed all the credit cards out of the
1:10:22system and then put them into its own
1:10:24account within our accounting software.
1:10:27So now when all those credit cards come
1:10:29in, they come in just like they do in
1:10:31real life into their own account and we
1:10:33do an internal move of the funds into
1:10:36our bank account so that it more
1:10:38accurately reflects how things are done.
1:10:42>> Okay. I have a question, Monica. So like
1:10:44um for that third party account, right,
1:10:46those payments are coming in and you
1:10:48said that it holds the money and you
1:10:49have to transfer that money into the
1:10:51bank account. on those. So when you get
1:10:53when you guys would transfer that money,
1:10:54would it be like a daily transfer or
1:10:56would you guys wait it off and be like a
1:10:58weekly transfer or monthly?
1:11:00>> So right now what we do is we do it
1:11:02during payroll. So we um three days
1:11:04prior to payroll being cut, we have the
1:11:07funds move over. So that way um it's
1:11:10holding enough money that it covers our
1:11:12payroll every month and and it sits in
1:11:15those accounts and and we have a we have
1:11:17a pretty good cycle in the finance team
1:11:19that um we got into when I had came
1:11:22aboard um nobody had moved any of the
1:11:25money out of the account for quite some
1:11:29time and I ended up moving over a
1:11:33million dollars out of the account which
1:11:35is a lot and it was it was pretty
1:11:38amazing that we had that much money
1:11:39sitting there and didn't realize it. So,
1:11:42um imagine everybody that pays all of
1:11:44their um
1:11:47utility bills online and comes to the
1:11:49front counter and so it was it was a
1:11:51lot.
1:11:52>> Okay. So, what is it at right now? Like
1:11:54what what what have you changed it to
1:11:57now? Three days. So right now um when
1:11:59payroll does their payroll, they
1:12:01actually go in and they push the button
1:12:03for it to cycle through and so it cycles
1:12:05through into our bank account and then
1:12:07the accountant on our side um recognizes
1:12:10it's there
1:12:11>> and so that way they input it into the
1:12:13system. So that way it's a two cycle and
1:12:15two person um operation and not just one
1:12:18person. Um that way we always make sure
1:12:21that this is a a smooth flow and that
1:12:24that we have um multiple people that can
1:12:27do it. If for one purpose or another uh
1:12:30the person that is normally doing the
1:12:33payroll isn't there or isn't there to do
1:12:35the cycle um there's a backup person.
1:12:38And so now we know that every month 10th
1:12:41and 25th is when the payroll is. So then
1:12:44we have to push the button by the sixth
1:12:46or 7th and then we have to push the
1:12:48button again by the 23rd.
1:12:51>> Go ahead and then I'll go to
1:12:54>> I guess I'm just asking just because I
1:12:55know that um we might be having some
1:12:58change here soon and I just want to make
1:12:59sure that that like you said there was a
1:13:02large amount of money just sitting
1:13:03there. It doesn't occur to happen again
1:13:05like we don't need that happening
1:13:07especially in our situation right now
1:13:09that the city is in. And my other
1:13:11question was going to be so there's six
1:13:14there's six
1:13:16um different accounts here but you said
1:13:19a new account was added and which which
1:13:21is the new account that was added?
1:13:22>> So the new account that was added was
1:13:24actually just added within our
1:13:25accounting system. So what was happening
1:13:27is all those express bill pay were
1:13:30getting shoved into the same bank
1:13:31account in our accounting system. Not in
1:13:33real life but in our accounting system.
1:13:35And so that's what was making it very
1:13:37hard for people to be able to keep up
1:13:39with reconciliations because imagine all
1:13:42the transactions that come through in a
1:13:44day on credit cards going into your bank
1:13:46account where you're also got all this
1:13:48other transactions going through and
1:13:50then you have to cipher through and try
1:13:51and click click click but then there's
1:13:53some that fall just after five o'lock
1:13:56that are going to roll to the next day
1:13:57but they're on this day and you're
1:13:59trying to move it to the next day. And
1:14:00so it was really just a very difficult
1:14:03cycle within the accounts to take care
1:14:06of. And so what we did is we um in in
1:14:09the Spring Brook software system, we
1:14:11took it and moved it to where it is now
1:14:14reflects how it is in real life where it
1:14:17is in its own merchant account and we
1:14:19just move the lump sum over and so now
1:14:22we corrected the system so that the
1:14:24reconciliations can actually run a lot
1:14:27smoother.
1:14:27>> Okay. So, just for the record, the
1:14:28merchant account is the new one.
1:14:31>> Yes, correct.
1:14:32>> Thank you.
1:14:33>> Um, councelor Galvan had a question and
1:14:35then I'll go to you. Uh, councelor
1:14:37Chavez.
1:14:37>> So, Monica, before you left, um, you
1:14:40were teaching us in the finance uh,
1:14:42subcommittee and I think, uh, you did
1:14:44mention it in front of everybody here in
1:14:45council to keep an eye on the on the
1:14:47check registry where it says the account
1:14:49number. Um and and then just just to
1:14:53confirm, the operating account is number
1:14:55one, the court account is number two,
1:14:57jail count's number three, and it just
1:14:59numbers it down, right? So,
1:15:01>> correct.
1:15:01>> We might see like a four, five or six,
1:15:04and now a seven
1:15:08>> registering or
1:15:09>> I would have to look at it and and
1:15:11you're putting me on the spot because I
1:15:12don't have it memorized. I know number
1:15:14one is for sure the the operating
1:15:16account. And then um gosh, I thought one
1:15:19of them was like I know they're not in
1:15:21sequential order. And so that's what's
1:15:23odd is I don't they might be in
1:15:25sequential order. I might be thinking of
1:15:26a different account, but I didn't I
1:15:28didn't think they were the accounts were
1:15:29in sequential order.
1:15:31>> I think the operating one and the court
1:15:33and the jail might be
1:15:35>> so you can tell. So you'll never see the
1:15:39only accounts that you're going to see
1:15:40on your claims are the operating court
1:15:43and and and jail. Um, and the reason why
1:15:46is because those are the only accounts
1:15:48that we can spend out of, so to say. We
1:15:51can write a check.
1:15:52>> Got so the ones you we wouldn't see it
1:15:54in the check.
1:15:54>> We don't ever touch those accounts for
1:15:56expenditures. So those accounts, those
1:15:59bottom three accounts, the bond, LGIP,
1:16:01and merchant accounts are not accounts
1:16:03that we can actually pull money out of.
1:16:05um the LGIP
1:16:07um per the policy that was created u we
1:16:11have to have council's permission to
1:16:13even touch those accounts.
1:16:16>> Thank you.
1:16:18>> Oh uh deputy mayor councelor Chavez had
1:16:21a question and then I'll come to you.
1:16:23>> Thank you.
1:16:24>> So Monica, we have uh we do have two uh
1:16:27merchant accounts. I see the express
1:16:29bill and the stripe. Who uh who uses
1:16:31more of the stripe? It's only used
1:16:34through Corey and uh Hector's area and
1:16:37they're the only ones that open Gov.
1:16:39Yeah.
1:16:41>> And and when they use that that account,
1:16:44it's mostly for
1:16:46>> it's permits and Hector and Corey could
1:16:49probably tell you exactly what um there
1:16:51is the revolving loans that were set up
1:16:53so that um people could make payments
1:16:56online through open gov. And so that
1:16:59also if they do make a payment online it
1:17:02goes through that system and then we are
1:17:03notified of of that payment.
1:17:07>> Get some clarification. Uh open gov we
1:17:10can pay our uh off like she said the
1:17:13permitting for building um plumbing
1:17:17water services
1:17:20uh our uh yard sale signs temporary
1:17:24vendor mobile vendors. um we have many
1:17:27of them uh that are able to be paying on
1:17:29there. So that that's where we have uh
1:17:33Stripe and I believe that was the only
1:17:35reason the only reason we were able to
1:17:37use Stripe was because it was the only
1:17:38one that could operate with Open Gov.
1:17:42>> So a lot of the commercial Yes.
1:17:45>> So I just wanted to make sure that it's
1:17:47just kind of for my food of thought is I
1:17:50just wanted to see where a lot of that
1:17:51was just coming from but I can see where
1:17:53that's at. [clears throat]
1:17:55Um,
1:17:58Deputy Mayor Hart had a question and
1:17:59then I have one.
1:18:00>> Okay.
1:18:01>> Well, I'm just looking at the, you know,
1:18:03every week when uh, Mahia and Taylor put
1:18:07in their reports and they have, you
1:18:10know, Corey's, uh, Mr. Taylor's much
1:18:13better about saying how much money is
1:18:15coming in via uh, permits per um, uh,
1:18:19for all the various things that we do
1:18:21permits for. But also it is that they
1:18:24also going into open gov when you're
1:18:27paying for things like renting the pool
1:18:29or renting the park or renting a soccer
1:18:32field. Does that money also go into that
1:18:35particular open gov account?
1:18:38>> Not that I know of. I believe that that
1:18:40is done in person and in person we could
1:18:42take the credit card and if they're at
1:18:44the counter um it just depends on what
1:18:47they're utilizing. So, okay, on Hector's
1:18:50side of the building, there's two
1:18:52different systems they can use. And
1:18:53Jafet has been working to set up the um
1:18:57credit cards for the the reservations
1:19:01and and everything. And and Lisa, who's
1:19:04joined that side of the building, will
1:19:06take all those reservations and be able
1:19:08to run it through the credit card. But
1:19:10then we also have the permit technician,
1:19:12uh Debbie, who's over there. And if you
1:19:14you meet Debbie at the counter, well,
1:19:16Debbiey's going to be utilizing the the
1:19:18Stripe program. So, it's both sides over
1:19:21there.
1:19:22>> Okay? Because I have a I have an
1:19:24actually for instance, I had a someone
1:19:26told me that they were trying to uh rent
1:19:29the pool via open gov and we're able to
1:19:33do that. So, um I'm just wanting to
1:19:37clarify that. So just for clarification,
1:19:41yes, at one time we did have it in open
1:19:44gov, but it became [clears throat] uh
1:19:48not a nuisance, but it came very
1:19:50challenging for people to maneuver it
1:19:53open gov out there. Um so that's why we
1:19:56went back to uh just coming in and
1:19:58paying in person, doing um obviously the
1:20:01application in person. Um and instead of
1:20:04open gov. Um Corey and I are working at
1:20:08it at with it um to obviously make it uh
1:20:12much easier. So when we are ready uh to
1:20:15take it back to open gov um you know
1:20:18reservations for the committee center,
1:20:21the pool, all that obviously we'll bring
1:20:24it to council so we can demonstrate it
1:20:26to you guys and then we can uh obviously
1:20:30show the public.
1:20:32>> Okay. I I just wanted a clarification on
1:20:35that because I know that people um you
1:20:37know rather than coming in sometimes
1:20:39prefer to do it online and if they can
1:20:41do it through open gov but it sounds
1:20:43like you're working out a process for
1:20:44that. So thank you for that
1:20:46clarification.
1:20:47>> Yes. And if anybody does want to rent
1:20:50the reservations for anything, um
1:20:52they're more than welcome to email
1:20:54myself or um Lisa and we can send those
1:20:57and then we can they can return it right
1:20:58back to us through um uh obviously the
1:21:02email.
1:21:03>> Thank you.
1:21:06And
1:21:06>> Monica, just just a little bit ago, you
1:21:08mentioned that you had um implemented
1:21:11some
1:21:13um guard rails, I guess, in place. you
1:21:16uh to streamline the reconciliation of
1:21:19the six seven bank accounts. Can you let
1:21:23the council know where you're at with
1:21:25the reconciliation for 2025 and if this
1:21:28is helping you move any of this along
1:21:30any faster now that we're
1:21:32>> that's that's coming up on I think the
1:21:34next slide.
1:21:37>> Okay. And um sorry I I I know we're on
1:21:40the bull topic. Um, councelor Hart um uh
1:21:46had messaged me a while ago um uh
1:21:49earlier today or actually we were on a
1:21:50call and she mentioned that somebody was
1:21:53going to be here to talk about the pool
1:21:55rates um and I I don't see that person
1:21:58here uh but um
1:22:00>> I can I can
1:22:02>> I believe it was Miss Missiri um she's
1:22:05not here but since we're on the pool
1:22:06topic can we talk about the pool rates
1:22:08and if the nonprofit
1:22:11>> um rates are on this year's rates or if
1:22:14that changed somewhere along the way uh
1:22:17um within the finance committee last
1:22:19year.
1:22:20>> So, Mr. Aguri um we did I did talk to
1:22:23her um through email and text. Um she
1:22:26wasn't able to show up today. I will be
1:22:29asking her to show up next uh next our
1:22:31next council meeting. Um that way I we
1:22:34can have a presentation to you guys and
1:22:35obviously um let you guys know what
1:22:37she's looking for. So, um, with the
1:22:41nonprofit,
1:22:42>> correct? It's it's no longer on our
1:22:44fees. Um,
1:22:46>> the nonprofit fees for, uh, pools, uh,
1:22:52were obviously never part of the pool.
1:22:56They were part of the community center.
1:22:59Um, not sure where the miscommunication
1:23:01came into play. um prior to myself and
1:23:06Miss Hoffstead working on the fees when
1:23:08we started working on it. So we
1:23:11obviously corrected that um as we moved
1:23:14forward and found out that you know
1:23:17obviously with the nonprofit sake with
1:23:20the poll being the way it is and we want
1:23:22to make sure that we're utilizing and
1:23:25using the fees up to par.
1:23:28>> Okay. Um,
1:23:30>> Deputy Mayor, you wanted to add
1:23:32something
1:23:33if we could. Um, one of the one of the
1:23:36things that I it seemed to me that we
1:23:39had had a a fee for nonprofits renting
1:23:44things. Um I think during during the
1:23:47past year most particularly whenever
1:23:50people have wanted to use say the
1:23:52community center if we called it a uh
1:23:55that we were a co-sponsor then that was
1:23:58waved the fee was waved. Um however when
1:24:01other organizations are wanting to come
1:24:04in and maybe like say with the swim team
1:24:06are want they are a nonprofit
1:24:08organization and we're charging them
1:24:10full full rate when before they were
1:24:13getting a nonprofit. I just want to know
1:24:15when the nonprofit was removed from the
1:24:18fee schedule.
1:24:22>> The last one that I had seen um so my
1:24:25understanding when Mr. Mahia and I came
1:24:27on is there had been some confusion with
1:24:30the fee schedule prior to us coming on
1:24:33>> and um what was happening was not one
1:24:36person was keeping track of the fee
1:24:39schedule. What was happening is um every
1:24:42department was saving the last one they
1:24:44had. So then when it was being brought
1:24:46to council, it was being brought to
1:24:48council with not the all the correct
1:24:50updated amounts. So then when council
1:24:52approved it, it was approved with not
1:24:55all the correct amounts. So when we had
1:24:58last brought it to council, we
1:25:00streamlined it and discussed all the
1:25:02items um in a streamlined amount and we
1:25:05took out I believe there was like an ABC
1:25:08D and we moved it to one um line item
1:25:12within I think it was the pool because
1:25:15the pool previously had did not have
1:25:17that ABCD
1:25:19scale and so um due to the cost of how
1:25:24much it is for the upkeep of the pool is
1:25:27why it was moved to a single fee instead
1:25:31of the the skewed ABC
1:25:35schedule that had been on there that was
1:25:37on there and not on there and on there
1:25:39and then not on there on previous um
1:25:43schedules.
1:25:44>> Okay. So, can just just as a followup,
1:25:47so it currently is not in our fees
1:25:50nonprofit is not one of the uh fees that
1:25:53are uh listed on our current list then.
1:25:58I was trying to find it today and I
1:25:59didn't wasn't able to locate it, but I
1:26:01understand that would be correct that
1:26:02it's not there. We don't have nonprofit
1:26:06uh scale anymore.
1:26:10Is that correct?
1:26:10>> I will look right now.
1:26:12>> I have it right here. So,
1:26:13>> okay. nonprofit is actually
1:26:17coming up to it.
1:26:20>> What title is the pool?
1:26:23[clears throat]
1:26:23>> Uh
1:26:30miss it.
1:26:32>> There it is. Swim lessons. Okay.
1:26:35>> Yes, swims.
1:26:38And so there's a um one of the things
1:26:41that was added this year, I don't know
1:26:43that it was it was not there prior. And
1:26:47so one of the things that we had added
1:26:49this year was um the refundable cleaning
1:26:51and damage deposit. That's for every
1:26:54other facility there was one except for
1:26:57the pool and damage to the pool could be
1:27:00substantial. So we wanted to make sure
1:27:01that it was consistent throughout all of
1:27:03them. And so that was one of the things
1:27:06that was added was the damage deposit.
1:27:08Um
1:27:10let's see. And I don't see anything with
1:27:17regards to um
1:27:20nonprofit.
1:27:23>> The only the only place that's on the
1:27:26fees is the
1:27:27>> uh community center rentals.
1:27:29>> You have class A, which is a city
1:27:31sponsored use. Class B is nonprofit
1:27:34recreational program use.
1:27:37>> Class C is a nonprofit event use. And
1:27:40class D is any other use. Those are the
1:27:43only classes we have for uh for the gym
1:27:47and for the kitchen for use. Yeah.
1:27:49Utilizing the community center.
1:27:52>> Okay. But we don't have those classes
1:27:54for
1:27:55>> We don't have the classes for this pool.
1:27:57Correct.
1:27:57>> Correct. And that was because what was
1:27:59going on was the community center was
1:28:02utilized by a lot more people. The pool
1:28:04is there for a short time and due to the
1:28:06cost of operating the pool. Um they felt
1:28:11like it should be one price um it
1:28:14because it's not a very substantial
1:28:16price and so it we to be able to operate
1:28:20it we we need to be able to bring in
1:28:24some revenue. Um, it's never going to be
1:28:26at what it is to actually cover the
1:28:28cost.
1:28:30>> Understood. Thank you.
1:28:35>> Any other questions before Monica goes
1:28:37on?
1:28:39>> Go ahead and proceed, Monica.
1:28:41>> Okay, next slide.
1:28:50Okay. So then the 2025
1:28:53um budget totals are on here and in
1:28:56these budget totals you're going to see
1:28:58the beginning balance and the ending
1:29:00balance has been rolled into this. Um so
1:29:03this budget total that you're seeing.
1:29:05>> Monica, did you skip a page? We're on
1:29:08what remains for 2025. Question mark.
1:29:11>> Okay. I'm not sure. Go back up.
1:29:17Maybe this is just not a board.
1:29:19>> Here it is right there. No, just
1:29:22backwards.
1:29:23>> Go down one more.
1:29:29>> Yeah, that's right.
1:29:30>> There it is.
1:29:32These might be
1:29:34>> Can you click one more text on yours?
1:29:36>> Might be out of order. Okay, there it
1:29:38is.
1:29:38>> Oh, there it Okay, [laughter]
1:29:42>> sorry. No worries. I volunte I I I I
1:29:45volunte
1:29:47and and and
1:29:49it was they were printing as I was doing
1:29:51it and I forgot a page and added it in
1:29:53there and said I think it goes between
1:29:55these two pages.
1:29:57>> Um so um kind of what remains for the
1:30:012025. So you'll see on there the
1:30:04beginning balances are now reflected in
1:30:06that 2025. Go ahead and go back up one
1:30:08more jettet. Um so I can see the the
1:30:11actual There we go. Um
1:30:14so in here if you look at the
1:30:17contingency fund it is now there with
1:30:20the amounts totaled and you'll see that
1:30:23all the amounts are um of revenue and uh
1:30:26expenses
1:30:28um are being
1:30:32accurately reflected into um the 25
1:30:34budget totals. Um the the system that we
1:30:38have um doesn't allow you to roll any of
1:30:42the beginning balances forward until
1:30:45you've actually closed to the year. You
1:30:48can try and roll them forward, but it's
1:30:50not going to give you accurate
1:30:51information. So you can't really pull in
1:30:54those beginning balances until all the
1:30:56be the balances are done and the the
1:30:59December is closed. So go ahead and go
1:31:01on to the next slide, just that please.
1:31:04So, what's left? So, all of the um bank
1:31:07accounts GL allocation, they're going to
1:31:09be done next week. Um I have like two
1:31:12months I think I'm doing of where I'm
1:31:14looking at some of the debt. Um
1:31:18and I just need to make sure the
1:31:20allocations of where funds go. And what
1:31:23I mean by allocations is when we pay for
1:31:26instance our um
1:31:29capital expense out of the fire
1:31:31department. Well, it comes out of the
1:31:32fire department fund and and that money
1:31:35gets taken out of the fire department
1:31:37fund and then allocated to that capital
1:31:40revenue. So when at the beginning of the
1:31:42year when we did our budget or at the
1:31:43end of last year when we did our budget,
1:31:45there was ins and outs that I had on
1:31:46there that showed you that this money
1:31:49has to move down to this fund line item
1:31:51because this is where for instance where
1:31:54we pay the money for um the city bonds
1:31:57that we have. And so um those are the
1:32:01things that I have to be able to make
1:32:03sure those ins and outs are done and
1:32:05that the allocations are done. One of
1:32:08the big things that the state auditor
1:32:10when I met the state auditor actually in
1:32:12person when I went to my convention that
1:32:14was the very first thing they said to
1:32:16me. The very very first thing they said
1:32:18is have you looked at your allocations?
1:32:21And the reason why is because this has
1:32:22been on a note from the state auditor
1:32:24previously and this is something that
1:32:26has been recommended and requested them
1:32:29for the city to correct. And what that
1:32:31means is um there's a formula you have
1:32:35to use when you're doing cost
1:32:37allocation. That formula is you can find
1:32:40it at the MSRC. You can find it easily.
1:32:43Um there is rules and regulations on how
1:32:45you do cost allocation. Um it has not
1:32:48been done previously that way. So, um,
1:32:52that is something that needs to get done
1:32:54before we close 2025 because what's
1:32:57going to happen is they're just going to
1:33:00flag us again and say, "You're not doing
1:33:02the cost allocations correctly." You
1:33:04can't take a person and say, "Well, I'm
1:33:07going to have them work 5% in this area,
1:33:095%." It's like, um, the people, for
1:33:12instance, Mary's utility billing. So,
1:33:15for utility billing, I can't just put
1:33:17Mary in and say, "Okay, well, I'm just
1:33:19going to charge all of Mary's payroll to
1:33:21finance." Well, Mary technically doesn't
1:33:23even work in finance. She technically
1:33:24is. If she's doing utility billing,
1:33:27she's working for those cost
1:33:28allocations. So, then you have a formula
1:33:31of how you have a weighted average on
1:33:32how you split those her payroll into
1:33:35those categories. So, she would go into
1:33:38the garbage fund, the sewer fund, the
1:33:40water fund, the uh EMS utility fund, and
1:33:45it has to be done on how many invoices
1:33:47and how much cost and how much time
1:33:49she's spending on each one of those
1:33:50things because there's updates for the
1:33:53garbage cans, there's updates for meters
1:33:55that are being done to the um water. So
1:33:58there's there's weighted averages
1:33:59amongst those um those areas that you
1:34:04allocate to and those formulas are are
1:34:08provided kind of you know you have to do
1:34:11the math so you have to understand what
1:34:13you're looking at but it you know it's
1:34:15the rules are pretty straightforward and
1:34:17and so um it's something that needs to
1:34:20be taken care of so that it's it's so
1:34:23that it's accurate. Um that is one of
1:34:26the big things I think that needs to be
1:34:28addressed. Um that also is the same
1:34:31thing with invoicing when the city gets
1:34:34invoices of items that are shared
1:34:36throughout the city. For instance,
1:34:38Jeffett knows because Jeffett asks me
1:34:42all the time how do I allocate this?
1:34:44Because when we have a shared allocation
1:34:46meaning that you know we're we're we
1:34:49have Adobe for instance and so okay well
1:34:52how many people in how many departments
1:34:54are using Adobe you have to build the
1:34:57whole bill out for users within the
1:34:59department and then if we have so many
1:35:01licenses on hold we call them on hold
1:35:04are we holding them for a specific
1:35:06department or are we just holding them
1:35:08for when the department has a new person
1:35:11that's going to use it and so you have
1:35:13to be able to um allocate these costs
1:35:18specifically and if you don't then
1:35:20you're going to get called out on not
1:35:22doing cost allocations correctly.
1:35:26>> So that's one of the big ones. Um so I
1:35:31have a question to have all this.
1:35:32>> Yeah.
1:35:34>> Um if does anybody else have a question?
1:35:36I usually like to wait. Okay. So are you
1:35:38saying that all reconciliations for 2025
1:35:41will be completed by next week? Yeah.
1:35:45>> Okay. Well, um, finance, uh, committee
1:35:49mentioned that we had just gotten we
1:35:52couldn't even get through June of 2025.
1:35:54When did things shift?
1:35:58>> I'm
1:35:59>> I mean, it's good news.
1:36:00>> I don't know who told him that that I
1:36:02haven't spoke to them for a little bit.
1:36:06>> Oh. Um, and then second, does every
1:36:09department have access to their budget?
1:36:12Yes,
1:36:14>> everybody has the ability to go in and
1:36:16look at their budget.
1:36:18>> Okay,
1:36:19>> this was discussed actually at the end
1:36:21of last year when um I think Mr.
1:36:23Hallbrook was the only one that didn't
1:36:24have the ability to go in and log in and
1:36:26look their his budget. But um JFET had
1:36:30made sure that everybody had the same
1:36:32access so that they can go in and pull
1:36:34that information and then they always
1:36:35can ask um if they don't know how to
1:36:39pull it, they can always ask for that
1:36:41information. Yeah.
1:36:44>> Anybody else?
1:36:47>> There's no questions on our
1:36:49>> Yes. Yes. I have one
1:36:51>> deputy mayor.
1:36:52>> Yes. um because um we you'd actually
1:36:56told us that that uh we hadn't got June
1:36:59and we hadn't got uh the rest of 25 not
1:37:03too long ago. I think it was the last
1:37:04time you spoke to us in finance
1:37:06committee. Uh it's been several weeks.
1:37:09Um so I'm I'm glad to hear that you
1:37:11we're all caught up on that. Um but I
1:37:14see you're also planning to uh be able
1:37:17to give us an updated annual report. I'm
1:37:20just wondering what the uh timeline on
1:37:22that is.
1:37:23>> Yeah, so everything should be done um
1:37:25hopefully next week. I just have to do
1:37:28the cost allocations. Um I've been doing
1:37:31the daily work as well. Um so it's just
1:37:35a matter of my workload. I've been
1:37:37trying to really balance things out to
1:37:39be able to make sure um I'm available
1:37:43because I've had a lot of um meetings
1:37:45with leadership to be able to also hear
1:37:48from them what their needs are. Um, and
1:37:52moving forward with making sure all of
1:37:54the items in place are in place that
1:37:56need to be um, and that revenues are
1:37:59getting recorded and things are getting
1:38:01allocated correctly so that we're not
1:38:04having to
1:38:06continue this cycle of of cleanup. Um,
1:38:10that was one of my big things is I I
1:38:12didn't want this year to begin and have
1:38:15a whole another cleanup when I'm still
1:38:18cleaning. It was kind of, you know, my
1:38:19my goal was here it, you know, move
1:38:23forward this way and let me fix what's
1:38:25back here and so that way we can get it
1:38:28all done and it will be a great package.
1:38:31And so, um, unfortunately, I'm kind of
1:38:34still li limmboing back and forth. I
1:38:38will I'm I'm hoping that I will have all
1:38:40of this done um by mid June at the
1:38:45latest and you guys should be able to be
1:38:48able to review everything. Um, after I
1:38:51get everything completed next week, I'm
1:38:53gonna um pull the information so that I
1:38:56can send it out to leadership so they
1:38:59can do one last review because each one
1:39:01of them when we um send this to the
1:39:04finance committee for review of any of
1:39:07the amended budget items, um, which
1:39:10we'll cover here in just a moment. Um,
1:39:12when we do that, they need to be able to
1:39:14also come to council and explain what
1:39:17their amended budget items are. and uh
1:39:20each department has some and so those
1:39:22are the things that need to be able to
1:39:24be covered. Um, so,
1:39:27um,
1:39:29we want to also be able to give the
1:39:32state auditors a clean report. And I
1:39:34think that's one of the big things is,
1:39:36um, I ran into quite a bit of, um,
1:39:41problems in the beginning of 2025 and
1:39:44trying to get things cleaned up. And so
1:39:46it's it it it was, you know, not as not
1:39:50as big of a task as 24 was because at
1:39:52least the information wasn't jumbled. It
1:39:55just was missing. And so, uh, I had to
1:39:59do a lot of research. I can't put in a
1:40:01$94,000 expense unless I know what that
1:40:04$94,000 expenses. And so there was items
1:40:08like that where I had $94,000 in there
1:40:11and I and and no backup and no
1:40:14information. And so you have to do some
1:40:16research and it ended up it was a bond
1:40:18payment that um was made but nobody had
1:40:22entered it. And so
1:40:25the those are simple items and it was
1:40:27probably from about June to about August
1:40:30that the information um hadn't been
1:40:33entered.
1:40:37Monica, while you're while you're
1:40:38finishing 2025, who's taking care of the
1:40:41first half of 2026?
1:40:43I did.
1:40:46>> You already have it done.
1:40:47>> I put all the revenue in and I've been
1:40:51I will tell you I'm on our
1:40:55uh now into this week over 30 hours in
1:41:00of work.
1:41:02>> This week,
1:41:03>> we enter 2026. So,
1:41:06um I have January um balanced. I just
1:41:10have to redo the uh allocations and and
1:41:15then I have the revenue in for all the
1:41:18way up until June. Um so now all the
1:41:22items that are left is making sure the
1:41:24allocations are done with the way it's
1:41:26being done now. It should be able to be
1:41:28a lot smoother.
1:41:35Didn't Excuse me. Uh, Madame Mayor.
1:41:38>> Yeah, go ahead, Deputy Mayor.
1:41:39>> Um, didn't you say earlier that only
1:41:42January through March had been entered
1:41:46for this year?
1:41:46>> Correct. Before that's all that had been
1:41:49entered. I went in and entered
1:41:50everything.
1:41:51>> So, okay. So, that was already done
1:41:53before you left, right?
1:41:56I had entered everything, but I had only
1:41:59reconciled January and then was showing
1:42:03the other um team members how to pull
1:42:07the spreadsheets to make sure the
1:42:08reconciliations were done on
1:42:10spreadsheets because what happens is two
1:42:13people can't be in the reconciliations
1:42:15at the same time
1:42:17>> and so you pull spreadsheets and then
1:42:18you do both of them so that way each
1:42:21year is getting done.
1:42:22>> Yes, I understand that. What I'm what
1:42:24I'm questioning is whether or not then
1:42:26February was done and then March was
1:42:28done before you you left um the you know
1:42:32before you you changed situations.
1:42:35>> Um
1:42:37>> that's because that's what you said just
1:42:39earlier this evening that
1:42:40>> I left so yeah I left March 8th and so
1:42:44>> um everything had been caught up prior
1:42:47to me leaving March 8th.
1:42:49>> Okay.
1:42:50I'm just trying to get clarification.
1:42:53Nothing was done after that.
1:42:54>> And is that not something that you would
1:42:56have told the uh the comm your team to
1:42:59do?
1:43:00>> I did. Yes.
1:43:03>> And why would why would they have been
1:43:04holding back on that?
1:43:07>> I'm not sure.
1:43:09>> Okay. Well, that's probably question for
1:43:12a later date. Thank you.
1:43:16>> Okay.
1:43:19>> Um, go ahead. Any other questions?
1:43:25Okay, go ahead, Monica.
1:43:27>> Next slide. I'm not sure, Tom. Do you
1:43:30have your hand up or is that just
1:43:37>> Yes.
1:43:37>> You know, I have a quick question. Oh,
1:43:39go ahead. Uh, councelor Dylan, I'm going
1:43:41to write down my question.
1:43:43>> Uh, Monica, I'm looking at the
1:43:46paperwork. We received a 2026 budget
1:43:49position and on page 12 it has the
1:43:53Sunnyside Municipal Airport
1:43:56and uh the first uh
1:44:00seven items have nothing budgeted for
1:44:03them yet. There's expenditures of
1:44:072,8158
1:44:0939255
1:44:114
1:44:12$12.15
1:44:15281.36
1:44:182692548
1:44:22$869 and $11,4.71
1:44:29which leaves us in a deficit the total
1:44:31deficit of 22,96
1:44:3364.98.
1:44:35>> Is this all
1:44:36>> Is this for 26?
1:44:38>> Is this for 26?
1:44:39>> Yes.
1:44:40>> I'll get there in just a moment.
1:44:42>> Okay, [laughter]
1:44:43I'm jumping again. Sorry,
1:44:46>> I just didn't want to um lose you before
1:44:48we got some of those questions answered.
1:44:50Thanks.
1:44:54>> Can I go back to my question very
1:44:56quickly? Um, who has over oversight um
1:44:59on making sure that the reconciliation
1:45:01is getting done? Monica, I know you just
1:45:03said you're not sure who's finished, why
1:45:06things are not getting done. Who
1:45:09how are you keeping track of this then?
1:45:11>> Um with the finance team.
1:45:14>> Yeah.
1:45:15>> Um
1:45:17right now there's better communication.
1:45:19Um there was some communication
1:45:22difficulties prior and so I I have
1:45:25weekly meetings with um the city manager
1:45:28and
1:45:30um try and touch base and kind of touch
1:45:33base with the team as well to make sure
1:45:36to see where they're at. Uh we
1:45:37communicate by email and and have
1:45:40meetings, Zoom meetings every week. And
1:45:43so normally that's where things are
1:45:47um communicated and if there's any
1:45:50concerns or anything to follow up with I
1:45:53follow up with the city manager.
1:45:58>> Go ahead comment. Um I know it had been
1:46:02well I think Amos last week's finance um
1:46:04committee meeting but there's been
1:46:07several weeks that
1:46:09um you weren't there at all. So, I mean,
1:46:11I know I asked Pat how often you were
1:46:13checking in with him, but um you know,
1:46:16at least maybe if possible, every other
1:46:18meeting to be present at a finance
1:46:20committee meeting to have the
1:46:22information directly from you. That'd be
1:46:24great.
1:46:24>> Okay. Yeah. Um, the only reason why I
1:46:27hadn't been to those meetings was
1:46:29because I was trying to encourage the um
1:46:33the new finance supervisor to um kind of
1:46:37take the lead to start processing things
1:46:40from moving forward.
1:46:49>> Okay. Any other questions?
1:46:53>> You can go ahead and proceed. Okay, next
1:46:55slide.
1:46:59Oh, go back one. I've missed something.
1:47:01Um, so some of the issues that I found.
1:47:04So there was missing revenue kind of
1:47:06like I said in um it was in the bank. It
1:47:10just wasn't in our accounting software.
1:47:11So meaning it didn't get recorded. Um
1:47:13the bond investment um none of the bond
1:47:17investment had been entered at the
1:47:19beginning of the year. So I had to um
1:47:21put all that information in. And with
1:47:24this information, you have to make sure
1:47:25there's backup documentation so that you
1:47:27can um provide it to the auditors. Um
1:47:32fund transfers haven't been done,
1:47:34meaning that again when we pay bills out
1:47:37of any of their capital accounts, you
1:47:39have to take it from your um operating
1:47:41account and move it over. Loan payments
1:47:44hadn't been entered. And then um the
1:47:46pool fund, it kind of scared me for a
1:47:49minute because there was a whole day of
1:47:51pool fund money that never made it to
1:47:52the bank and and so I had to do a little
1:47:54bit of investigating because I was like,
1:47:56why do we have $500 and some dollars
1:47:58missing? Well, it was because somebody
1:48:00had broken into the pool and um I do
1:48:03remember that when there was a breakin
1:48:06um at the beginning of last year during
1:48:10uh the beginning of the pool season. And
1:48:12I'm sure Mr. Mia can um probably
1:48:14elaborate a little more. I know there
1:48:16was a police report made and the person
1:48:18that took the money took all of the
1:48:20petty cash and took uh the deposit. And
1:48:23so um none of that was um reported to
1:48:27the state auditor's office or corrected
1:48:30in um the accounting system. So that's
1:48:33stuff like that that has to get taken
1:48:35care of. um
1:48:38if there's ever a loss or any
1:48:42theft um all that information has to
1:48:45immediately be sent to the state
1:48:46auditor's office. It's a requirement.
1:48:48And so when I had came on um last fall,
1:48:53I knew that the petty cash had been
1:48:54taken. Um that was what was in their
1:48:57drawer, the till. And so I made sure
1:49:00that report got filed with the state
1:49:02auditor's office. Um I didn't realize
1:49:04that there was a deposit in there as
1:49:06well and so that it will be reported as
1:49:10well.
1:49:11>> Correct. And uh we are uh rectifying
1:49:14that right now. Um, we will have one
1:49:18that uh is only for deposits and the
1:49:21only people that would have keys for it
1:49:23is Lisa or um um Miss O Choa uh Esme um
1:49:31because those two will be taking care of
1:49:32the direct deposit. We will also be
1:49:34having another one with petty cash
1:49:36because obviously if there it's during
1:49:39the week end and they run a dollar
1:49:41bills. So we'll have roughly about $200
1:49:45cuz that's what they need in the
1:49:47obviously in the cash register and the
1:49:49only person that will have that key is
1:49:52the manager or uh Lisa. So Lisa will
1:49:56have two. um everybody else will have
1:49:58one and that way
1:50:00they once direct deposit goes in um
1:50:03actually it slides in and you can't
1:50:05reach in there and I'm going to make
1:50:08sure that if they're going to take that
1:50:11they're going to work for it and they're
1:50:12going to be sweating. So, um I will make
1:50:14sure that it's good and held down um
1:50:18there on the on the board and um yeah,
1:50:20so that's that's the way um I had talked
1:50:23to Heath and uh obviously uh Lisa and
1:50:27Esme at the same time letting them know
1:50:29what my thought process behind it. So,
1:50:33>> councelor Garavan has a question.
1:50:35>> Yes, [clears throat] I have a question.
1:50:36I mean, this is the first time I'm
1:50:38hearing about this this stuff at the
1:50:40pool. I might I might have been gone
1:50:41when when you guys talked about it, but
1:50:44it is the money being left at the pool
1:50:48on a daily basis or shouldn't that be
1:50:50taken to city hall or or deposited?
1:50:53>> So, the reason it's the deposits because
1:50:56it's at night. Um, and then yes, the
1:51:00morning time is when they show up.
1:51:02They're supposed to be showing up
1:51:03picking up the deposits.
1:51:05So the the people at the end of night
1:51:09the lifeguards do not have access to US
1:51:12bank um because that is a city uh
1:51:15obvious city bank with their city
1:51:17number. Um so yes there was a safe there
1:51:22um obviously when that what happened
1:51:24there that night is miscommunication
1:51:27between lifeguards and that's why I said
1:51:30we will not have that anymore. The only
1:51:32person that will be in charge of it is
1:51:34the manager and whoever is helping out
1:51:37the manager which is um was the
1:51:39assistant administrator um assistant. Um
1:51:43so they only had the two and plus Esme.
1:51:46Um so that's why I I stopped all that
1:51:49for that particular reason because then
1:51:50they started saying, "Oh, he said, she
1:51:52said, I left it. He left it. I thought
1:51:54he was going to take care of it." I
1:51:55said, "No, we're not going to go through
1:51:56that game." Um because obviously it just
1:52:00leads no one to accomplishing anything.
1:52:03Um so
1:52:05>> but but there is a US bank does have a
1:52:07dropbox, right? Is is is something that
1:52:10maybe
1:52:12at the end of the night they
1:52:13>> and I believe it's it's a key one is
1:52:16>> No, you could just you could just drop
1:52:17it in.
1:52:18>> You can just open it and drop it.
1:52:19>> Yeah.
1:52:20Um if if council is um directing me to
1:52:24do that um we can definitely that's I to
1:52:29me that's a lot of money for someone to
1:52:31take sole responsible um especially
1:52:35sometimes at the middle you know at the
1:52:36end of the night they're out of there
1:52:39in the past was like 8 9:00 so I mean if
1:52:43if that's the direction the council
1:52:45would like me to go I'd be more happy to
1:52:47direct them to start going straight to
1:52:50the uh bank and depositing it.
1:52:54>> George, if I could have a comment. Um
1:52:56this is why you report those kind of
1:52:58losses
1:53:00to the state auditor because then they
1:53:02come back with a recommended procedure
1:53:04for handling cash so that you don't have
1:53:07these kind of incidences happening
1:53:09again. So there, even if Hector had a
1:53:11method in mind, it still has to pass the
1:53:13auditor test for safety and that's why
1:53:18you you're supposed to report these
1:53:19things.
1:53:19>> Yeah, let's just make sure we we're
1:53:20reporting them immediately to the state
1:53:22auditor going forward.
1:53:23>> Correct. Thank you. And I will.
1:53:28>> Okay. Um, any other questions on that?
1:53:31>> I I do have a quick question. So did you
1:53:34say so if they don't deposit it that
1:53:35night, they're holding on to it until
1:53:37the next morning?
1:53:40So yes, if that dep if the direction the
1:53:44obviously council wants to go, if they
1:53:47don't deposit that night, the safe
1:53:49that's going to be in there is holding
1:53:51the cash till the the following morning.
1:53:53Um and what happened is obviously
1:53:56at that time uh the bathrooms were left
1:53:59open. So what happened is they stayed in
1:54:02the bathrooms. PD comes and locks it at
1:54:05night. They're still in the bathroom.
1:54:07They climbed up into the uh attic which
1:54:11is connected to the pool, jumped into
1:54:13that and then took it. So that's why we
1:54:16started locking uh the bathrooms. Um and
1:54:20then we only open it through events. I
1:54:22mean that's that was I mean it was you
1:54:26know I don't know if it was wise of them
1:54:28or what but you know or how they even
1:54:31found out about that but uh that's
1:54:33that's what that's what happened. But
1:54:35now there's the safe there that
1:54:37>> there was a safe there
1:54:39>> not used
1:54:40>> but it it like I said it became someone
1:54:43thought that someone had closed it and
1:54:44locked it. Um and that's what got left
1:54:46open. Had that been locked I mean they
1:54:49they probably they wouldn't have taken
1:54:51the money.
1:54:52>> Um but that's why I want to go away from
1:54:54just allowing lifeguards to take the
1:54:58sole responsibility. That's why we have
1:55:00a manager and the helper and they've
1:55:02I've asked them are you guys sure that
1:55:05you guys want to take that
1:55:05responsibility on because this is a big
1:55:07responsibility. You have to have answers
1:55:09if something comes up missing incorrect
1:55:12balance you know so and they both said
1:55:16yes.
1:55:18>> Go ahead council
1:55:19>> Hector are are you saying that the PD is
1:55:22responsible for locking the bathrooms
1:55:23and they didn't go inside the bathrooms
1:55:26to make sure they were empty and they
1:55:27locked somebody in. That's how they got
1:55:28in.
1:55:29>> Uh what I'm saying is they help us at
1:55:32night to lock bathrooms. At times, you
1:55:34know, they are able to, sometimes
1:55:36they're not. Um because they they do get
1:55:38busy and that's why I switched it over
1:55:40to we're only going to open certain
1:55:42bathrooms for events only because we
1:55:46don't there was I mean I did it myself.
1:55:48I locked somebody in there. I pounded on
1:55:49the door. I looked in said, "Hey,
1:55:50anybody inside?" No one answered. I go
1:55:53to lock it. I'm getting a phone call
1:55:55say, "Hey, you locked somebody inside."
1:55:57I I knocked on the door. I looked
1:55:59inside. No one said hello or anything.
1:56:02So, you know, stuff stuff gets missed or
1:56:06whether they're
1:56:08sleeping or drunk. I mean, cuz more than
1:56:1299% of the time it's homeless. I'm not
1:56:15saying they're doing anything vandalism
1:56:17inside, but we just never know. And like
1:56:20I said, you know, I I walked in, pounded
1:56:23on the door, and I'm I'm not a guy
1:56:25that's pretty shy about pounding. So,
1:56:27you know, I made it sure it was loud
1:56:29enough so everybody can hear me.
1:56:31>> Councelor Chos,
1:56:33>> I think one of the things that's very
1:56:34important, I think we need to do a sweep
1:56:36before we just lock those restrooms
1:56:37because we can also hold oursel at the
1:56:39city liable for anything that happens to
1:56:41an individual in there.
1:56:42>> Correct.
1:56:43>> We have a person that overdosed and we
1:56:45locked him in there, we're going to be
1:56:46in trouble for it. So, I think we need
1:56:48to as a city, we need to make sure that
1:56:50we do a sweep to the restaurants to make
1:56:52sure that everything's good before we
1:56:53lock those. And I think that's going to
1:56:55be very important that we implement
1:56:57that.
1:56:57>> Yes. And then, like I said, that's why
1:56:59we want to make sure that we only open
1:57:01it during events um for particular this
1:57:04way. And you know, I I will make sure
1:57:06that that gets passed along to uh all
1:57:09the other employees
1:57:11>> and and the police department. Are you
1:57:13all having conversations?
1:57:15>> Yes. Yes.
1:57:17So, we'll make sure. Um, like I said,
1:57:19the only the only ones that are open
1:57:21right now um are Sunny View Park. Um,
1:57:27the ones uh actually it's easier to tell
1:57:29you who's closed. Uh, swimming pool park
1:57:31is closed. Kuanas is closed. Central
1:57:34Park is closed. Um,
1:57:39there's none at Don Hughes. There's none
1:57:41at Tina Knox. Um,
1:57:45and
1:57:46I believe the Sunny View is open. So,
1:57:51>> do you guys have times on what time you
1:57:52guys go over and close them? Because I
1:57:54know that there's a lot of practice for
1:57:55soccer and a lot of the families are
1:57:57using it. What time do you guys go out
1:57:59there and close them?
1:58:00>> Uh, we had been asking uh to when the PD
1:58:03was closing them uh that they had closed
1:58:05it at dusk. So, um once it started
1:58:08getting dark, they would go and lock it.
1:58:10Um, but obviously, you know, they're
1:58:12they're busy themselves. Obviously,
1:58:13we've seen how busy they've been. Um,
1:58:16and sometimes it just spaces it out.
1:58:20>> Lock.
1:58:21>> So, um, that's why we started locking
1:58:25them and only opening them if um,
1:58:28there's events at either place. You
1:58:31know, I understand that they're busy,
1:58:32but we can also we cannot also put
1:58:35oursel in a situation where they're too
1:58:37busy where they locked somebody else in
1:58:38there and locked somebody. We we have
1:58:40kids out there. Um we have homeless that
1:58:43are probably using, so we can't put
1:58:45oursel in a situation where they're busy
1:58:46enough to not be able to go in there and
1:58:48look. So, I think that's something
1:58:49that's going to be really important that
1:58:50we look into.
1:58:51>> Yeah, I'd be more than happy. And um I
1:58:54mean I I'm willing to come out myself
1:58:56and make sure that once the get locked
1:58:58at uh I do quick sweep through it if I
1:59:02need to. So I can do that.
1:59:07>> Any other questions
1:59:09before our Monica moves along?
1:59:14>> Go ahead. Councelor Dolan.
1:59:18>> Oh, I think he had a question.
1:59:19>> I do.
1:59:20>> Okay. Uh, couldn't could this become a
1:59:24police issue? I mean, could could there
1:59:26be a uh security guard that goes around,
1:59:29locks all the doors instead of depending
1:59:30on pool people?
1:59:35Um, it's something we can look into.
1:59:39Um
1:59:41I
1:59:43yeah I mean I can look into that and see
1:59:45what it would cost us or if uh anybody
1:59:49on the parks uh employees want some
1:59:52overtime they can come back and uh see
1:59:54if they're willing to come back and take
1:59:55a look at it and take a look at the the
1:59:58u
1:59:59bathrooms at night and lock them up.
2:00:02>> But you said the police department
2:00:04helps.
2:00:05>> Yes. Yes. Is this a who who's part of
2:00:06the safety committee subcommittee?
2:00:09>> Myself.
2:00:10>> Okay.
2:00:11>> Yeah. So,
2:00:12>> I I think this should be a police issue.
2:00:14I think it should be done by trained
2:00:17officers and not pool,
2:00:20you know, seasonal pool employees or if
2:00:23the if the um public works department is
2:00:27going to handle it, then you should have
2:00:29someone dedicated to doing that shift to
2:00:33where they go around and check all the
2:00:35doors, check all the turn everything
2:00:38off. I mean, we got even the parents got
2:00:41left with a key to lock up after swim
2:00:44meets, and it just doesn't work out very
2:00:46well. You need to have
2:00:48>> one of ours um
2:00:51in charge.
2:00:54>> I'm sorry, a parent got left with the
2:00:56key.
2:00:57>> Yeah, this is before you. Um
2:00:59>> Oh, okay. here. But we've I I did with
2:01:03Dean Borsma, we did a lot of swim meets
2:01:06um here in Sunnyside and and we were
2:01:08left with a key to lock up afterwards.
2:01:11Um sometimes it got done, sometimes it
2:01:14didn't. And depending on who was given
2:01:17the key at the time, so I don't think
2:01:19that's a a way to go. I don't think it's
2:01:20a good way to go because there's so much
2:01:23involved in those swim meets that it's
2:01:24easy to forget to check all the gates
2:01:27and all the doors. And um I just think
2:01:30the whole thing with the police
2:01:34department is those guys are pretty
2:01:36good. They um
2:01:38they probably have I mean I they've come
2:01:41over to YBT at times when there was a
2:01:43call in about a prowler or something and
2:01:46and they're very good at responding. So,
2:01:48I think that should be looked into.
2:01:51>> Okay. I can definitely talk to uh Chief
2:01:53Layman and uh see if we can make a plan
2:01:55together.
2:01:56>> Sounds good.
2:01:59>> Okay, you can you can proceed, Monica.
2:02:02>> Okay, next slide.
2:02:06>> Um okay, so the ARCA fund reporting um I
2:02:10was able to complete the um reporting
2:02:13for the 2026.
2:02:15Um, basically what I did was buy time is
2:02:19all I did. Um, I I met the compliance uh
2:02:23to date of what needed to be complied
2:02:25with. Um, and then
2:02:30now it's crunch time is what I want to
2:02:32call it. Um, we have six months to have
2:02:36all of the funds spent and accounted
2:02:38for. So what that means is we have
2:02:41established
2:02:43scopes of work or scopes of project on
2:02:45each one of these um different um
2:02:50departments. We put the funds that we we
2:02:53requested the funds for. All the
2:02:56expenditures have to be spent within the
2:02:58next six months so that we can say that
2:03:01um
2:03:03yes these all everything was spent and
2:03:05here you go otherwise we'd have to start
2:03:06paying it back. So the next steps is
2:03:09going to be making sure that we look at
2:03:12each one of these scope of projects and
2:03:15and some of them are wages, some of them
2:03:18are for the revolving loans. I mean
2:03:21there's a lot of different ones. There
2:03:23was furniture there, you know, there's a
2:03:25lot of different items that were
2:03:27allocated into these boxes and I have
2:03:30all the paperwork. So what needs to
2:03:32happen is we need to say okay this is
2:03:34what was spent in 2024 that can fall
2:03:36into these boxes. This is what was spent
2:03:38in 2025 that can fall into these boxes.
2:03:42Um
2:03:44and then we need to be able to do this
2:03:46within the next two months because then
2:03:48it'll give you four months to say this
2:03:50is what we have remaining. We have to
2:03:52spend it now so we don't have to pay it
2:03:54back. Otherwise, what's going to happen
2:03:57is if you keep prolonging this, the six
2:04:00months is going to be up and then you're
2:04:01going to be scrambling trying to find
2:04:02all the invoices for these these funds.
2:04:05Um, you don't want to have to then
2:04:07scramble and try and build a report and
2:04:10report the $2 million that we have to
2:04:12report. There's over $2 million that we
2:04:15have to report in each one of these
2:04:17categories. Um, and so it's going to be
2:04:20very important that the scope of project
2:04:24for each one of them is is
2:04:28completely spent out. And so we want to
2:04:31make sure within the next two months
2:04:32that we're able to find all of these all
2:04:35of these items and determine whether all
2:04:38of the funds were spent out. And if they
2:04:40weren't, then we need to spend them out
2:04:42within the next four months after that.
2:04:44So six months left to do it. Um I
2:04:47believe it can get done. Um the scope of
2:04:51project is pretty easily read. So um I
2:04:55you know this is something that I
2:04:57believe we can we can pull together and
2:04:59easily look at.
2:05:02>> Um madam madam madame mayor.
2:05:05>> Um yeah um deputy mayor I have uh
2:05:07councelor Garvand and councelor Vasquez
2:05:09and and I'll come to you.
2:05:11>> Thank you. Yeah,
2:05:12>> Monica. [clears throat] Um, with with
2:05:14you almost being done with the 25
2:05:16reconciliation, this is this something
2:05:18that you'll be able to assist us with
2:05:19with the with the ARPA, I would really
2:05:22feel comfortable with with you uh
2:05:25helping us out um because you do know
2:05:27the ins and outs of of the ARPA funds
2:05:29and, you know, and the expenses.
2:05:31>> It is part of my contract for helping
2:05:33the city. if you guys would like me to
2:05:35continue making sure I can pull this.
2:05:37Um,
2:05:39>> just because I've gotten to learn these
2:05:40buttons so well, I feel like it'd be
2:05:43really easy for me to open up the year
2:05:44and be able to pull as much and it what
2:05:46I can do is I can pull the information,
2:05:48provide the information to the team like
2:05:51Vanessa and Jessica. And Vanessa is
2:05:53really good because she's our accounts
2:05:54payable person. So, she is going to be
2:05:56able to really be able to be on top of
2:05:58um where to find any of those invoices.
2:06:01She just needs to make a copy of them
2:06:02and have them together. So you're
2:06:04supposed to have project folders and
2:06:06normally those project folders for all
2:06:08the scope of project is in one folder
2:06:10and so all of that information will be
2:06:12in one folder so that when you are you
2:06:14get your financial your federal audit um
2:06:17you're you're able to report it and they
2:06:18can say that you're you're completed. So
2:06:22right now we can get a federal audit
2:06:24done and it's not necessarily that the
2:06:26scope of project is done but it will
2:06:29have to be completed within the next six
2:06:31months.
2:06:32>> Yeah. with with the risk of of having to
2:06:34pay stuff back, right? I I I would
2:06:36really feel comfortable with with you
2:06:38sticking on to this if if the rest of
2:06:41council I guess and Pat agree.
2:06:44>> Go ahead, councelor Vasquez.
2:06:46>> Yeah. And then you know in that bullet
2:06:47where it says if we have any remaining
2:06:49amount so um gathering that we don't
2:06:51have any idea right now, right? If there
2:06:53is any remaining or
2:06:56>> correct. I had I had um this was one of
2:06:58the requests I had made for the team to
2:07:00start on and Um I think just it just
2:07:04hasn't hadn't gotten they hadn't gotten
2:07:06to it. So
2:07:07>> Okay.
2:07:07>> Um
2:07:09>> definitely something we need to get on
2:07:10top of sooner rather than later.
2:07:13>> Okay. And could you give me the total
2:07:15amount VARPA funds that the city
2:07:17received again?
2:07:18>> Do you have that number?
2:07:20>> The total amount
2:07:21>> 26, wasn't it?
2:07:22>> I do.
2:07:27I can even tell you every single scope
2:07:29that there is. [laughter]
2:07:31Um
2:07:32>> 2 million 226 I think.
2:07:35>> Like 4 million.
2:07:37>> Yeah, it's close. It's over 4 million.
2:07:40>> 4 million.
2:07:41>> Mhm.
2:07:43Yeah, because each one of the projects
2:07:45alone
2:07:47had quite a bit in it. Um
2:07:52where's 4,693,150?
2:07:59Can you repeat that again?
2:08:01>> 4,693,150.
2:08:10Total expenditures to date is
2:08:132,284,14368.
2:08:24>> So we have two more million
2:08:25>> and that's a counted expenditures,
2:08:27correct?
2:08:29That's the counted expenditures that
2:08:30they already reported for 2023.
2:08:34So then what we have to do is we have to
2:08:36take the information um of what's left
2:08:39over in each one of these buckets and
2:08:42and um account for what was spent out
2:08:46and see if there was anything that
2:08:48wasn't spent out so that it can be spent
2:08:50out within the next six months.
2:08:55>> We have to be able to account for it.
2:08:58which is why we need to get up to speed
2:09:00with all this at least before like by
2:09:03August.
2:09:04>> Yes,
2:09:05>> probably sooner.
2:09:06>> I would say you would want to I mean
2:09:09ideally
2:09:11um mid August at the latest so that it
2:09:13can it can be um expensed. I can give
2:09:17you um an example. Um, for instance, the
2:09:22community uh improvement was for the
2:09:26youth recreation programs, including
2:09:28pool programs and summer camps, startup
2:09:30funds for homes and businesses, physical
2:09:32asset rehabilitation, revolving loan
2:09:35program, landscaping and
2:09:36beautifification improvements, and the
2:09:38community purpose areas, accessible
2:09:40restrooms for the parks and public
2:09:42spaces. So, that was the scope of the
2:09:44project. The total that they allocated
2:09:46to the scope of this project was $1,452
2:09:5252,00029728.
2:09:56So they say that they spent $3
2:10:01total expenditures $395,8203.
2:10:06So that leaves you quite a bit left over
2:10:10to have to say how much you know you
2:10:14know what I mean like there's a lot left
2:10:15over to find to say we spent it on these
2:10:19items. Now um
2:10:22there's good news and the good news is
2:10:25that some of the staff there is very
2:10:27aware of some of these programs and what
2:10:29these programs uh were intended to be
2:10:32spent on. It's a matter of trying to
2:10:34find the invoices and making sure that
2:10:36we can
2:10:38have that backup documentation because
2:10:39it's imperative to have that backup
2:10:41documentation. If we don't have a backup
2:10:43documentation and we can't find those
2:10:45invoices, then you have to then spend
2:10:47the money again because you have to
2:10:50prove that the money was spent on the
2:10:52items that fall within the scope of the
2:10:55project.
2:10:57>> So, are are we working on that already?
2:11:00I had allocated it um previously and um
2:11:04it did not get done.
2:11:13>> Hey.
2:11:14>> Yeah. Go ahead.
2:11:15>> Um
2:11:18do the uh departments each department do
2:11:21they have the boundaries or the uh
2:11:23parameters in which those uh funds are
2:11:25available? I mean, do they know what
2:11:28they can and can't spend money on? Say
2:11:32>> streets department. Um,
2:11:34>> if they were here during the time and
2:11:36involved during the process, they would
2:11:38maybe know, but if they weren't here
2:11:40during the time or involved in the
2:11:42process, then no. Um, I could provide
2:11:44them a report of saying, "Hey, this is
2:11:47X, Y, and Z from your department. Do you
2:11:49know what it was spent on?" Um,
2:11:53Chief Layman uh was really good about
2:11:55being able to say these are the items
2:11:57that um were intended for the police
2:11:59department and so he knew right off the
2:12:01bat and um I believe department was the
2:12:04one of the only ones that I um I believe
2:12:07they had already spent everything down
2:12:09in that department and um reported it.
2:12:12So there's there there's quite a bit
2:12:15that needs to be reported obviously with
2:12:18the $2 million, but um
2:12:23there's ones that
2:12:26um
2:12:29there's there's quite a bit that can be
2:12:31found still.
2:12:34>> Is there a chance of getting all that
2:12:36information to each of the department
2:12:38heads so that we can um get them
2:12:43aware of the availability of these
2:12:45funds.
2:12:45>> That was my intent was to start putting
2:12:47the scopes of work together um as soon
2:12:49as I was able to move forward off of the
2:12:53reconciliations.
2:12:54>> I see.
2:12:55>> So that they can start their project
2:12:57while I'm trying to do the annual report
2:13:00um for the state auditors.
2:13:03>> Thank you.
2:13:05>> Deputy Mayor Hart, did did we get to
2:13:06your question?
2:13:08>> I think somewhere along the line it got
2:13:10in it. It probably did get answered, but
2:13:12I have one more because it seems to me
2:13:14that this year in the 26 uh 2026 budget
2:13:19that some of the ARPA monies were
2:13:20allocated to various uh places. I'm
2:13:24having trouble finding it in my budget
2:13:25here, but it seems to me that we did
2:13:28take some of the ARPA money that was
2:13:30left over and we added it to the budget
2:13:33so that we could get the rest of those
2:13:34projects done. Am I wrong in in in
2:13:37thinking that? No, I didn't put any of
2:13:39the ARPA funds into the budget. Um the
2:13:42only funds that I put there was $2
2:13:43million and those are the grants that
2:13:45are currently um they were obtained uh
2:13:49with Mr. Gonzalez I believe um had went
2:13:53out to lobbying and that was for the
2:13:55Tina Park, the gazebo, um the soccer
2:13:59field and then there was another one
2:14:01that was for the fire department and um
2:14:03currently Mr. Mahia and um Miss
2:14:07[laughter] Mia, it's weird to say that
2:14:09not related people um are going to be
2:14:13working together to uh
2:14:18try those funds.
2:14:21>> Monica, that's really kind of strange to
2:14:22me because I really remember when we
2:14:25were talking during the budget that you
2:14:27you indicated to us that ARPA funds were
2:14:30being used in some of the different
2:14:32budgets. So, I I want to go back and and
2:14:35look at that. Maybe I misunderstood, but
2:14:37I will be looking back through my notes
2:14:39to see whether or not that I'm mistaken
2:14:42on that, but it really that's otherwise
2:14:44I wouldn't ask the question because I
2:14:46thought I remembered that we had agreed
2:14:50to use some ARPA monies to finish off
2:14:52the projects at these different places.
2:14:54One of them being painting the senior
2:14:56citizen center, which was among the
2:14:59money that ARPA was supposed to be used
2:15:01for. Um that was that was one of our
2:15:04projects back. It had never happened. Um
2:15:07so there's I know that some money got
2:15:09put into I just know that there's money
2:15:12from the ARPA money that was put into
2:15:14this year's budget as it was last year.
2:15:17So maybe we just need to maybe just need
2:15:19to look a little closer at that
2:15:21>> because
2:15:23I know I didn't put any money in from
2:15:24the ARPA funds because I don't know what
2:15:26the balances are. So I wouldn't be able
2:15:28to do that without having balances. And
2:15:30so because I don't know the balance of
2:15:32what has been spent and what hasn't been
2:15:34spent,
2:15:34>> I can't put that money in there.
2:15:36>> Maybe it was
2:15:37>> they did discuss that it was supposed to
2:15:39be for that, but I don't know that um
2:15:41they haven't spent that money or they
2:15:43have spent that money. That's the part
2:15:44that I don't know.
2:15:46>> Okay. Maybe it was just a discussion I'm
2:15:48remembering, but u maybe we can take a
2:15:50look into that as well.
2:15:53>> Go ahead. Deputy Mayor, I think you're I
2:15:55think you're mistaken it with 2025 they
2:15:57used uh they told us they were going to
2:15:58use the ARPA remaining funds to balance
2:16:022025, not 2026
2:16:07perhaps, but I know we talked about it
2:16:09for this year's budget as well.
2:16:14>> Any case, I I will do some more checking
2:16:16in my notes.
2:16:17>> Thank you.
2:16:19>> Okay. Um, seems like no further
2:16:22questions on our end. Monica, you can go
2:16:24ahead,
2:16:24>> Madame Mayor.
2:16:26>> Oh, yes. Go ahead, Mr. Dolan.
2:16:29>> Does Monica, does the airport qualify
2:16:31for uh any of these ARPA funds?
2:16:35Um, I believe the airport had a
2:16:38different grant that was provided to it,
2:16:39but I can definitely um look at the
2:16:45scope of project and see if any of them
2:16:47can fall within the scope of project um
2:16:51to be able to cover some of the um
2:16:54projects that are at the airport. The
2:16:56airport I know had some other grants
2:16:58that were provided uh for um
2:17:03I think it was for uh pesticide spraying
2:17:06or some kind of spray or something like
2:17:08that.
2:17:09>> It was a clean up that uh was uh we got
2:17:12a grant from department of ecology um
2:17:16which we are um with the permission of
2:17:19council to go for it again to finish the
2:17:21cleanup. Um it is the last section of
2:17:24where the fencing will be happening. So
2:17:26obviously we want to try to get that
2:17:28cleaned up prior to the fence being over
2:17:30there.
2:17:31>> Um well there's seven line items on here
2:17:34that didn't get budgeted for any money
2:17:37and they're the reason we have a $22,964
2:17:42or $22,964.98
2:17:46deficit
2:17:48for
2:17:48>> Well, if I can go ahead and go to the
2:17:50next slide.
2:17:52wife. Okay,
2:17:53>> then I can maybe go I'll I'll I'm
2:17:56getting into that part right now.
2:17:59[laughter]
2:18:00>> So, uh
2:18:01>> get there.
2:18:03>> I promise I'll get there. So, couple of
2:18:07the things with um what you're seeing.
2:18:11Some of that has to do with the
2:18:12allocations that I had mentioned
2:18:13previously and requesting that the
2:18:15allocations get done and um it just
2:18:18hasn't gotten there yet. So, we don't
2:18:20have any employees that are dedicated to
2:18:23the uh
2:18:25airport and there's not supposed to be
2:18:27those wages put to the airport. Um, all
2:18:30of that will be removed when the
2:18:32allocations are done correctly. Uh, so
2:18:36that's part of the problem is things are
2:18:38getting line items to the wrong
2:18:40departments. And so, that's where uh
2:18:42review has to come in. when when things
2:18:45are getting reviewed um
2:18:48with the claims, it's not just looking
2:18:51at the amounts being also you have to
2:18:54look at uh what GL line items are
2:18:57getting um posted to. So
2:19:02I will often pull a GL line item for the
2:19:05claims so that I can see where it is.
2:19:07And um I'm sure that George I'm not sure
2:19:11if I I know that George was in meetings
2:19:13before where I've looked at line items
2:19:16and highlighted it and said, "Wait a
2:19:17minute, that doesn't look right. That's
2:19:18the wrong GL line item." And I just know
2:19:20off the top of my head when a GL is
2:19:22incorrect. And so I'll bring it back to
2:19:25um Vanessa to kind of just get her aware
2:19:28a little more so that she can call them
2:19:30out when she sees them. Um and then I
2:19:34have to go in and reallocate that line
2:19:35item. Um, I know right now there's a few
2:19:38line items. Um, I had conversations with
2:19:41some of the leadership and uh, Chief
2:19:43Layman is is currently working to get
2:19:46some of the things reallocated that were
2:19:49um, posted um, in some of the accounts.
2:19:52It's important to not only review the
2:19:55amounts that are getting spent, but it's
2:19:57also important to look at the allocation
2:20:00of what line item it's getting spent to
2:20:02so that you know that it's within the
2:20:04budget of that line item. And if it's
2:20:07not, then you have to go in and uh
2:20:10either reallocate it or ask for a budget
2:20:12amendment to that line item. So when
2:20:15these things are getting approved, those
2:20:16are the things you need to look at um
2:20:18for the claims portion. Um so looking at
2:20:22the 2026
2:20:24um budget review right now there's
2:20:25things to consider. Uh what I provided
2:20:28was to the end of May. So revenue should
2:20:30be at 42% or above. Expenses should be
2:20:33no more than 42%. Um beginning balances
2:20:36have not been entered into the 2026 year
2:20:41because I have to close 25 for it allow
2:20:43me to for it to allow me to roll over
2:20:46those amounts. So 2026 beginning
2:20:49balances are not available right now
2:20:51because they're still getting um
2:20:53updated. Uh so that being said,
2:20:58go ahead and click to the next slide.
2:21:01>> Monica, um councelor Galwan had had a
2:21:04question. Just want to get to him before
2:21:05we move move on.
2:21:06>> No, and and I just wanted to comment to
2:21:08your your comment as to the the the
2:21:11coding, right? Um, so I guess and and
2:21:14that's something that I'm keeping close
2:21:16eye on and and that's how I was able to
2:21:18catch the mistake from uh Chief Layman
2:21:20um because I did notice that there were
2:21:23some issues there and then and I was
2:21:24able to see the numbers and and the
2:21:26coding. So, I do appreciate when when
2:21:28Vanessa is there at the finance um uh
2:21:31meetings because she she is able to give
2:21:33me the in invoices that I that I asked
2:21:36for and on there I'm able to see which
2:21:39line item, you know, each department
2:21:41head is is coding it to. So,
2:21:43>> I do appreciate uh her having all that
2:21:46information in that meeting.
2:21:47>> Yeah. And and what's great is um this
2:21:50year I believe that um I believe I'm not
2:21:54positive Heath might be able to back me
2:21:56up on this, but I believe Vanessa's in
2:21:58line to be able to learn some more bars
2:22:00accounting. Um for her role
2:22:03specifically, it's really important to
2:22:04know bars accounting because she knows
2:22:06all the accounts payable stuff, meaning
2:22:08that she needs to be able to call
2:22:09somebody out when she knows that
2:22:10something is being allocated to the
2:22:12wrong line item. Um, you can't trick the
2:22:15AP person. If you if you have a if your
2:22:19budget's up to to the max and you have
2:22:22something you're trying to purchase and
2:22:23you try and sneak it into a different
2:22:25line item, you're going to get called
2:22:27out on it and said, "No, you can't do
2:22:28that." So, um, it's really important for
2:22:31her to be able to do that. So, and to
2:22:33have the confidence to know that she can
2:22:35do those things. um go ahead and switch
2:22:40to the next um
2:22:43slide. We're going to kind of toggle
2:22:45between this slide and the next slide.
2:22:47So, this slide is going to be what it
2:22:49looks like without those beginning
2:22:51balances.
2:22:52And the reason why I I wanted you to see
2:22:55both sides of it is because right now um
2:22:58what we received and what we spent don't
2:23:00have those beginning balances on them.
2:23:03meaning well the spent side wouldn't
2:23:04have them but the the received side
2:23:06would have a beginning balance that
2:23:08rolls over and so it would also be in
2:23:10that line item. So, if you look at the
2:23:13budgeted revenue and what's in that line
2:23:15item, that's without that beginning
2:23:17balance rolled over. And so, in the next
2:23:20slide, if you click one more, you're
2:23:24going to see the difference in that in
2:23:26that revenue budgeted jump up really
2:23:28big. And that's because there's an
2:23:30amount that was budgeted that says,
2:23:33okay, this is how much we're ending 2025
2:23:36with that's going to roll over into all
2:23:38these fund accounts into 2026.
2:23:41Well, those that budget is there, but
2:23:45the received part hasn't been entered
2:23:47yet because I have to close out 25 to be
2:23:50able to see those received. So, when
2:23:53you're looking at the budget, kind of
2:23:54look at both sides of it and understand
2:23:57that that the reason why you're not
2:23:59seeing um a lot of stuff in there is
2:24:02because none of those beginning balances
2:24:05are in there. Um, that being said, I've
2:24:08had a couple discussions with leadership
2:24:10because I felt like there were some
2:24:12items that were a little bit low um
2:24:16revenue-wise. Um, I had a conversation
2:24:19with Chief Halbrook because I felt like
2:24:21the um the transport uh was a bit low. I
2:24:26was kind of surprised by um it not being
2:24:30a little bit higher. it's only collected
2:24:3316% which is very odd for that fund and
2:24:37um so we had a conversation with the
2:24:39billing department and so the billing
2:24:40department's always a couple months
2:24:42behind
2:24:43to me it shouldn't make that big of a
2:24:45difference but he uh he felt like it was
2:24:48you know it's definitely something we're
2:24:50going to keep an eye on because it I'm a
2:24:53little concerned why it's so low with
2:24:55the fact that he's actually done more
2:24:58transports and so that's something that
2:25:00it might have to get re-evaluated here
2:25:03soon. Um the other one was that's low
2:25:06and it's just across the board is state
2:25:08revenue from taxes. Um the police
2:25:12department is going to be very low. All
2:25:14of the like the refunds, the the street
2:25:17funds, all the taxes that we're
2:25:19collecting right now with Washington
2:25:20state are across the board down. Um I I
2:25:24was surprised at how down uh the public
2:25:27safety tax was. and um Chief Layman
2:25:31actually reached out to a couple other
2:25:32departments and they said that they're
2:25:35feeling the crunch too and so they've
2:25:37reached out to the Treasury and the
2:25:39Treasury said that um you know they are
2:25:42behind a couple of months with the
2:25:44revenues but they are um also saying
2:25:48that the tax has dropped uh
2:25:51substantially
2:25:53um which was really kind of surprising.
2:25:56Um, go ahead and go back up to the slide
2:25:59previously. So, if you look at this
2:26:02slide, you can see that like for
2:26:03instance, the 140 uh fund is only at
2:26:0716%. And if you go back up to the
2:26:10previous slide, you can see that the 140
2:26:13funds at 38%. So, meaning that the
2:26:16beginning balance didn't transfer over
2:26:18yet. So, hopefully that will help
2:26:20cushion it a little bit. We're should be
2:26:22above 42% right now. So, being that the
2:26:26beginning balances are in there to help
2:26:28carry things, um
2:26:31I'm hoping that maybe when the beginning
2:26:34balances come over,
2:26:36uh
2:26:38yeah, the tax revenue is is pretty low
2:26:40this year. It's uh it's pretty shocking.
2:26:44Um it's definitely, you know, not
2:26:47something that you can predict
2:26:48sometimes. And so
2:26:51having those discussions and then being
2:26:53able to adjust um and kind of make sure
2:26:57that we're not overspending, especially
2:26:59when we see those kinds of things
2:27:00happening. Um any questions about these
2:27:05line items? I know that the allocations
2:27:07are need to get completed and there's a
2:27:09few items that need to be um adjusted in
2:27:11here. Um so again when we talk about
2:27:14these funds and we talk about um budgets
2:27:17within our funds. So these are your fund
2:27:20fund items.
2:27:22So you have different departments within
2:27:24the general fund and we hold everybody
2:27:26accountable within the general fund. If
2:27:28we move um let's say we're going to
2:27:32decide we have to reallocate some money
2:27:35within the general fund, we would bring
2:27:36that to council because another
2:27:38department maybe needs something. But
2:27:41for instance, the street fund has their
2:27:43own pocket of money. And so within their
2:27:45fund, they can kind of move things
2:27:48around a little bit, but they can't move
2:27:50the street fund into let's say the fire
2:27:53fund. You can't do that. But within your
2:27:56own fund, you can you can um kind of
2:28:00reallocate some things if necessary. I I
2:28:03always recommend always bringing it to
2:28:05the attention of the council. So that
2:28:08way you guys can also realize the
2:28:12the different projections moving forward
2:28:14so that when budget comes next year, you
2:28:17understand why these things have to
2:28:19change and why maybe it doesn't need to
2:28:22change again. So, if there's a one-time
2:28:25item and you're just saying, "I just got
2:28:26to buy a big purchase this year, but
2:28:28next year I'm not going to have that
2:28:30purchase, so we're just going to lessen
2:28:31the fund next year," then these are
2:28:34items that need to be brought to the
2:28:35attention of the council prior.
2:28:38>> Monica, I have a question. me. So for
2:28:41both of these sheets on the on the
2:28:43[clears throat] column on the received
2:28:45>> the difference uh there is a difference
2:28:47there of $25,000
2:28:50$100 and $12 or so. Those received funds
2:28:55are those um revenues received for what
2:28:58months?
2:29:00>> They're all the way up to the end of uh
2:29:02May.
2:29:04>> End of May.
2:29:05>> Yep.
2:29:07>> Okay. Can [clears throat] you uh she's
2:29:09>> the first [laughter]
2:29:12in in uh in at the previous uh finance
2:29:15committee they they provided us with the
2:29:17bank statements and I believe I think
2:29:19with May just uh being over can can you
2:29:22send us those the bank statements for
2:29:24May because I do have January through
2:29:26April.
2:29:27>> Okay.
2:29:29>> Thank you.
2:29:34>> Any other questions for Monica?
2:29:41Seems like there's none. Monica, you can
2:29:43go ahead.
2:29:44>> Okay, go ahead and go down a couple.
2:29:51There we go. So, next we're going to go
2:29:53to um some of the items that we're going
2:29:56to consider for um the budget amendment.
2:30:00So once I'm completely done with 2025
2:30:04and I'm able to roll these um beginning
2:30:06balances in, it's going to give us a
2:30:08more accurate uh detail description of
2:30:12what we have. Um when we get that
2:30:15accurate detailed description, we're
2:30:16going to take into account some of these
2:30:18items. Some of these items are
2:30:21uh unfortunately we don't we don't get
2:30:24the luxury of saying uh no to because um
2:30:28of CBA and uh policy. So one of the
2:30:33things that we need to discuss is going
2:30:35to be the classification and
2:30:36compensation schedule. Um right now uh
2:30:41we are out of
2:30:45we're out of the um
2:30:50policy. Uh we're we're not following our
2:30:53own policy
2:30:54>> which is not good. Um recently the um
2:30:59chiefs have joined a CBA and the CBA
2:31:02basically reiterates what our policy is.
2:31:06And so for the last two years, none of
2:31:09the none of the non-rep employees have
2:31:12seen any kind of raises or cola
2:31:15increases. Meaning for two years, the
2:31:18non-reps have received no um no increase
2:31:22at all while all the union employees are
2:31:24getting increases because it's in their
2:31:27contracts. And per the um
2:31:32policy, the minimum
2:31:35uh rate of a beginning wage for any
2:31:39supervisor
2:31:40um compared to the subordinate is 10%
2:31:43above their max base rate. So, um
2:31:48there's there's a quite a substantial
2:31:51lack of um
2:31:54that wage gap is is is quite
2:31:57substantial.
2:31:58So, across the board, every single one
2:32:01of the nonreps are going to need to be
2:32:04increased um to be able to meet that so
2:32:08that there's not this um
2:32:11compact within the person below them. So
2:32:15right now, um, some of the
2:32:18police officers make more than the
2:32:21commanders and some of the firefighters
2:32:23make more than the assistant chiefs and
2:32:26or the are the captains. And and it's
2:32:28because [clears throat] it when you're
2:32:30when you're getting your union um
2:32:34when you're getting your union
2:32:36negotiated and and your rates go up,
2:32:38then you should be seeing that reflected
2:32:40into leadership. and and I guess for the
2:32:43last couple years that just hasn't been
2:32:44able to happen. At the end of last year
2:32:46we were able to um close out some of the
2:32:49CBAs and um I know there's a lot more
2:32:52coming up. So um the wages when those
2:32:57change with those CBAs, it also needs to
2:33:00reflect the same with the um supervisors
2:33:05above them.
2:33:07Monica. Um, so I guess should it be a
2:33:10good idea going forward to to increase
2:33:13those nonreps on a yearly basis?
2:33:16>> So when we increase the other
2:33:21>> as each union gets a negotiation. So for
2:33:24instance, the clerical union is going to
2:33:25be getting negotiated soon. And when the
2:33:28clerical union renegotiates, what
2:33:31happens is is um all of their wages
2:33:34change. Well, then there's the
2:33:35supervisor's union. and the supervisor's
2:33:37union wages change based off the
2:33:39clerical unions. And then what happens
2:33:41is when those wages change, then the
2:33:44finance supervisor would change, right?
2:33:46Because now you have the or the finance
2:33:49director. So now you have the supervisor
2:33:51making this much money and they have a a
2:33:54span of roughly 25% from the minimum to
2:33:58the maximum wage range. And they have
2:34:00steps and so every year they get a step
2:34:03increase plus they get a cola. So, they
2:34:05get two different increases throughout
2:34:06the year. Well, for the last two years,
2:34:10um, none of the directors or any of the
2:34:13non-reps have received any of that and
2:34:15every employee keeps going up and up and
2:34:17up. And so, all of these steps have been
2:34:20made and all these negotiations have
2:34:22been met, but none of the non-reps, for
2:34:26instance, Heath's position, Hector's
2:34:28position, they've received nothing. And
2:34:31so those wages need to match what the
2:34:36policy says by every single time one of
2:34:39the union um
2:34:42union uh CBAs are negotiated, the
2:34:45supervisor or director role would then
2:34:48also change at the same time to reflect
2:34:52the that 10% difference.
2:34:59>> Gotcha.
2:35:00Okay. Um,
2:35:02>> and isn't it the is it the duty of of of
2:35:04the city manager and HR to get together
2:35:07to assess the the colas for for every
2:35:12year for all the non-reps?
2:35:14>> Um, so the way it's written right now,
2:35:17it's
2:35:19um
2:35:21a little funky. So, the reason why they
2:35:23got away with the last couple of years
2:35:26of not doing it was because it states in
2:35:30there that it's an average of the
2:35:31union's colas. So, every union
2:35:34negotiates what cola they get every
2:35:36year. And so, then it says, okay, well,
2:35:39the the non-reps get an average of their
2:35:41colas. Well, if there's no negotiation
2:35:43and they're not getting a cola, then
2:35:45then they just said, well, we didn't
2:35:48negotiate, so they don't have a cola, so
2:35:50you're not going to get one either.
2:35:52And so that's just kind of what's been
2:35:54happening.
2:36:01So that's um
2:36:04it needs to be fixed.
2:36:07So um right now per the policy you're
2:36:10going to see the projection with um the
2:36:13minimum 10% wage gap for the subordinate
2:36:16and a 3% cola consideration.
2:36:20Um, one of the things that we, um,
2:36:25Pat and I discussed, um, we would like
2:36:27to see an IT director role. Um, we have
2:36:32somebody in mind for that role. He's
2:36:34pretty amazing. He's received a mayor's
2:36:38coin before, but um he uh you know,
2:36:44right now the way that the
2:36:46um org chart sits um it it's
2:36:53something that we're going to bring back
2:36:54to the council for reconsideration as
2:36:56well. So that way the IT director is
2:36:58sitting um as a director role underneath
2:37:00the city manager because it has a really
2:37:04imperative role for the entire city. Um
2:37:07this you know technology is only moving
2:37:09forward. We're not standing still and so
2:37:13we need to make sure that um that person
2:37:16has the freedoms of being able to make
2:37:19executive decisions for the city. Uh and
2:37:23so it's um something that we would like
2:37:26to see maybe is that that director role
2:37:29be made and be placed directly under the
2:37:32city manager's watch. Um
2:37:36it is also requesting that um due to the
2:37:41needs of the city, they need to have
2:37:43more qualified technicians in place.
2:37:46they want to be able to add another role
2:37:48um that's a little bit higher
2:37:51qualifications than right now what kind
2:37:54of they have in place and so Jifett's
2:37:58been speaking with HR to kind of outline
2:38:02what the need um IT department is they
2:38:05lost a person in that department and so
2:38:08it's um really important that we make
2:38:11sure we keep it filled full of people
2:38:14especially with all the projects we have
2:38:16moving forward right now. Right now he
2:38:19is working on the timekeeping
2:38:21implementation because we had to change
2:38:23our timekeeping for the city. We have
2:38:25the emails um getting changed so that
2:38:28we're going to have that 365 outlook
2:38:30instead of having the um impossible
2:38:35one we have right now where um it's
2:38:40not great. Uh there's document control
2:38:43management that is very important for
2:38:45the city to move forward with because
2:38:47right now everything's on paper and if
2:38:49you lose that piece of paper then then
2:38:52the documents lost forever. Um having a
2:38:55a virtual document control will be able
2:38:58to have all your ordinances, all of your
2:39:01um public um
2:39:03requests be at your fingertips and
2:39:06pretty instantaneous.
2:39:08Um there's a few other projects in the
2:39:10works and so having the higher level IT
2:39:13is really um kind of a necessity right
2:39:15now. Another
2:39:18um
2:39:21another uh ask is that we open the HR
2:39:24manager role back up and then um under
2:39:27the HR generalist having a generalist
2:39:31benefits specialist for being able to be
2:39:34dedicated to those union negotiations
2:39:37and new hires. um right now um with
2:39:42union negotiations
2:39:44and with um the way that the finances
2:39:48are really having oversight of this is
2:39:50going to be important because it's not
2:39:52just medical dental um 401k. It's also
2:39:56looking at, you know,
2:39:59the vacation and the vacation payouts
2:40:01and the longevity payouts and um all
2:40:05these different incentives that people
2:40:06are getting and and that needs to be
2:40:09really calculated and taken into account
2:40:12when when the city is forecasting um the
2:40:16cost of an employee. And so having
2:40:18somebody that can really understand the
2:40:20benefit specialist um position
2:40:24mathematic you know equations that not
2:40:27just that HR portion but that that
2:40:30portion that really takes a whole broad
2:40:31look at what a benefit is. Um so that's
2:40:36another um kind of ask that um
2:40:40we have discussed
2:40:43um removing the communications director
2:40:46title from the city clerk. the city
2:40:48clerk normally does a lot of these
2:40:50roles. Um, and it's just a um title
2:40:54change and so it's just would be, you
2:40:57know, the city clerk role um and fall in
2:41:00line with what other cities are
2:41:02currently doing. Um, and then add three
2:41:06firefighters to total 17 fire. Um and
2:41:09the reason why um Chief Halbrook was
2:41:12discussing the three firefighters was
2:41:14because we are um looking to the future
2:41:17of taking three firefighters and moving
2:41:20them into that lieutenant position. And
2:41:23so um and it would be an internal
2:41:26internal
2:41:28move into the lieutenant position.
2:41:32>> Monica, there's a couple questions. Uh
2:41:34councelor Chavez and then councelor
2:41:36Garvan. Mhm.
2:41:38>> So, I'm looking at the items for
2:41:40consideration. How many employees are we
2:41:42looking to bring in then?
2:41:45>> Um, well, the firefighters, there's the
2:41:48three. Um, we lost one in IT, so it's
2:41:52just basically replacing the IT person,
2:41:54but in a different capacity. We need
2:41:57somebody that has a a
2:42:00um a little bit higher tech. So, it's
2:42:04kind of replacing somebody um
2:42:09an HR benefit person. So, that'd be four
2:42:14new positions and then um retitling one
2:42:21>> communications communications director.
2:42:23You're also we have to add that one too,
2:42:25correct?
2:42:26>> No, we're removing the title from that.
2:42:28So, right now, the way that the city
2:42:30clerk um the city clerk's title was uh
2:42:35communications director/c city clerk and
2:42:39so we're just we're removing the title.
2:42:42Um
2:42:44>> I think the city manager might be able
2:42:46to explain that one a little better than
2:42:49I can.
2:42:51>> No, they won't be doing the same duties.
2:42:53Uh the previous clerk's position kind of
2:42:57expanded into communications director's
2:43:01role and over [clears throat] time uh
2:43:04they took on a larger participation in
2:43:06that activity. We're throttling that
2:43:09back just as specifics to clerking
2:43:12public records requests. That's the
2:43:14focus. If we need a communication as it
2:43:18relates to a director role, we can sub
2:43:21some of that out. we don't necessarily
2:43:23need to have somebody here all the time
2:43:25specifically doing communications. It's
2:43:27really two different positions and
2:43:29previously it was rolled into one and as
2:43:32a result of that it created a workload
2:43:35for that one individual that was just
2:43:36unsustainable and a lot of stress and a
2:43:38lot of work. So now we're just dialing
2:43:41it back to what is a normal position
2:43:44just titled clerk and that that's plenty
2:43:47of work because in addition to that is
2:43:50the public records officer and that's
2:43:53you know sometimes as much as 75% of
2:43:55their workload just to handle that.
2:43:59I would like to say that we probably
2:44:01have a fifth position and that would be
2:44:04a deputy clerk because we don't want to
2:44:06get into this situation again. So that
2:44:08we have some backup in the clerk role as
2:44:12well as the public records officer role.
2:44:14You really need um some strong staffing
2:44:18in that area because if things don't get
2:44:20done in a timely fashion, you can really
2:44:22find yourself in big trouble. So that
2:44:25would if you said that we would also
2:44:27need a deputy clerk that would add six
2:44:29positions.
2:44:32>> Uh the the four the three firemen.
2:44:34>> Yes. I HR
2:44:36>> the four uh yeah if we do go with a
2:44:40benefits uh uh coordinator position.
2:44:44Yes. That's six positions.
2:44:46>> So we're not talking five. We're talking
2:44:47six positions. Correct.
2:44:49Well, I the one that I just talked
2:44:51talked about as far as the deputy clerk
2:44:53is not on here, but yes, that's
2:44:55something that I think we should pay
2:44:56attention to.
2:44:59I mean, we do have deputy clerks. We've
2:45:03had them in the past, administrative
2:45:04assistant deputy clerks. So, it's not uh
2:45:07it's just [clears throat] an unfilled
2:45:08position right now really is what it's
2:45:10been for quite a while. And I wanted to
2:45:12add to my question with adding another
2:45:14it. Would they have uh shared roles,
2:45:16shared duties, or would they have
2:45:17different roles with that? I I know
2:45:19that's probably something for Jafet.
2:45:25>> With with all the projects we have going
2:45:27on, I I need somebody in the role that's
2:45:30able to take a little more
2:45:31responsibility with u the the bigger
2:45:34thing is application support. Um but
2:45:38some for example right now um uh the the
2:45:42roll out of the time management system
2:45:44has you know taken quite a bit of time
2:45:47and and could be something that that can
2:45:49be assigned to um um just just to give
2:45:53an example right now we're spending a
2:45:55lot of time making sure everybody's able
2:45:57to log into the system and that um
2:46:00they're seeing what they need to see. Um
2:46:05um so uh I I I'm looking for someone
2:46:08that's able to take a little bit more of
2:46:11that responsibility uh to to help me uh
2:46:14focus on other things. Um
2:46:19u like Monica mentioned, we have um the
2:46:24the roll out of uh Office 365 that's
2:46:27that's about to take a lot more of my
2:46:30time as well. Um, as she's uh also
2:46:33mentioned, we need a document management
2:46:35system. That's something that's going to
2:46:36take time from um every department.
2:46:40Every department needs input into that
2:46:43um because they they it needs to be
2:46:45built uh for their needs. Um I think uh
2:46:50the the departments that currently have
2:46:52the greatest need are finance
2:46:55um
2:46:56um as as well as uh the clerk's
2:46:59department. But it's something that is
2:47:01needed across the city in every
2:47:03department.
2:47:05Um
2:47:06and um
2:47:09there's there's quite a few items on on
2:47:13the waiting list. Uh we need uh text
2:47:16message archiving. We need um
2:47:20um on top of uh what we already had in
2:47:23place, we're working on on replacing a
2:47:26lot of hardware equipment. Um uh
2:47:29Michael's been working uh very hard on
2:47:31on replacing all all our network
2:47:34acrossment uh across the city. We've
2:47:36done uh the switches on all our
2:47:39buildings. Uh now we need to um replace
2:47:44the links uh between uh like most of our
2:47:47our buildings um um for public works
2:47:53need uh antennas replaced. Um and we're
2:47:58starting that process now. So
2:48:01um
2:48:03there there's
2:48:06there's a lot going on. Um
2:48:10many times a council meeting is not the
2:48:12best way uh best place to discuss um
2:48:15stuff that you're looking to fix. you
2:48:18know, if you're working at your house,
2:48:20um, and you have a big hole in your
2:48:23backyard, uh, you probably don't want to
2:48:25announce, hey, um, I got this big hole
2:48:28in my backyard and we are, uh, working
2:48:31to fix it. Um, so
2:48:35this, um, there is work going on. This
2:48:39is not always the best place to bring up
2:48:42these projects.
2:48:45Um
2:48:47but um so I I I am looking uh uh uh for
2:48:52somebody that uh can help me take on
2:48:55some of these responsibilities and and
2:48:57give them a little bit more of a role
2:49:00and that's uh the reason for the change.
2:49:06>> Somebody with a little more bandwidth.
2:49:10>> Go ahead council.
2:49:11So, Monica, [clears throat] I I I
2:49:13appreciate the being proactive in in
2:49:15thinking of of what the city needs and
2:49:17and where we need to be at. Um, but with
2:49:20that being said, these items for
2:49:22consideration,
2:49:24um, can can you think of of of maybe
2:49:27some of them that could be uh talked
2:49:29about and maybe amended for the 2027
2:49:32budget versus the ones that we
2:49:34immediately need to to handle? Um and
2:49:37also with the with the city clerk, my
2:49:40understanding was that uh we did change
2:49:42that uh classification, right, to remove
2:49:44the communication and and the wages did
2:49:47go down for for the city clerk. So I
2:49:50think maybe we could cross that off uh
2:49:53under these items here. Um
2:49:55>> I don't think that the um classification
2:49:58schedule came to council.
2:50:00>> So we just need to change that to
2:50:03reflect. has to be on that's that's
2:50:07Jackie always said that's your Bible.
2:50:09>> Yes. No. Yeah. I I [laughter] read that
2:50:11>> schedule and the classification schedule
2:50:13and so we have to make sure that it
2:50:15reflects on that because that's what we
2:50:17have to go by and so
2:50:19>> yeah and that's one of the items that I
2:50:21could you know see that we need to pass
2:50:23you know quite
2:50:25>> it's needs to be updated. It was last
2:50:27updated in January. So, needs a
2:50:30modification.
2:50:30>> Yeah.
2:50:31>> And and with that being said, maybe, you
2:50:33know, for the 2027 budget and then once
2:50:36we know where we're at because, you
2:50:38know, right now these these items, you
2:50:40know, potentially going to increase the
2:50:42the expenditures for the city and we
2:50:44don't know where we're at right now. So,
2:50:46that, you know, you're pretty close to
2:50:47to giving us the numbers for, you know,
2:50:50>> Yeah.
2:50:50>> where we can truly make be able to have
2:50:53a really good strong midyear. um a
2:50:56review so that come July you guys have
2:51:00everything and you're moving forward and
2:51:01know what you're looking at in 27. Um
2:51:04the only other item I didn't put on here
2:51:06and I'm sorry uh Hector I I promised I
2:51:09would mention it so I'm going to if the
2:51:12public works funds are doing well um
2:51:14Hector could really use an assistant and
2:51:16so that was the other um item that was
2:51:21being considered. uh he previously had
2:51:24an executive assistant in the public
2:51:26works department and we had when we did
2:51:28the um freezes that that role was um
2:51:32kind of bonafreeze and so um when we
2:51:37evaluate where we're at midyear with
2:51:39public works because that role would
2:51:41fall under the public works department
2:51:43uh we can see where we're at there. Um
2:51:46the other items within the police fund
2:51:48was um increasing the crime lab is
2:51:50something that they need done. Um and
2:51:53then due to the um HVAC issues that
2:51:57happened earlier in the year that um
2:52:00JFET had um talked about in the server
2:52:04room in the police department. We need
2:52:06to increase the professional services
2:52:08budget.
2:52:09Um adding capital expenses is a request.
2:52:13um it's a like it's not a necessary need
2:52:16but these are the things that um we are
2:52:20projecting maybe for 27
2:52:22um and then one thing to consider is
2:52:26that when um you know I I spoke with uh
2:52:29Chief Layman and and the dispatch center
2:52:32right now budget is allocated fully for
2:52:36the entire year. Um when when the disp
2:52:40dispatch center is disbanded um we have
2:52:44to pay out the wages, pay out the
2:52:46vacation and pay everything out. And
2:52:47once all the expenses have been expensed
2:52:50out of that um fund, then that fund will
2:52:53get redistributed. And so that will be
2:52:55something that comes back to the council
2:52:57for the redistribution of those funds um
2:53:01that are no longer going to be needed in
2:53:03that department.
2:53:05Um, in the fire department, I spoke with
2:53:09Chief Halbrook and he said that right
2:53:11now he just needs to be able to increase
2:53:13the professional services um and because
2:53:15he would like to be able to split the
2:53:17professional services between the um
2:53:20funds for the third party uh
2:53:24that does the billing for the uh
2:53:26ambulance. And so, um, that 100% gets
2:53:29covered by the ambulance, um, fund,
2:53:33which is pretty healthy. And so, um, I
2:53:37think that doing that, um, would be an
2:53:41easy move. Uh, he said small tools and
2:53:44equipments just because they have some
2:53:45items that they really need over there.
2:53:47Um, he has all his capital items were
2:53:50already budgeted out for this year and
2:53:52so they're within his budget already.
2:53:55um public works right now they um have
2:53:57some capital items they need in the
2:53:59sewer and water department that need to
2:54:01come increased. Um when we did the um
2:54:04public works budget, we did it with the
2:54:07intention of not really budgeting
2:54:08anything and doing budget amendments as
2:54:10we had these projects come up because we
2:54:13knew HLA would had some things in the
2:54:15works, but we wanted to wait and see
2:54:17what grants we were going to also kind
2:54:19of try and receive or apply for during
2:54:22this timeline and also if we were going
2:54:24to need to um try and obtain another
2:54:26loan. um in the immediate uh right now
2:54:30they need to purchase uh pumps and a
2:54:32fire hydrant. And so those are the two
2:54:34asks that we'll be coming forward with
2:54:37in the public works department because
2:54:39those are necessities that need to
2:54:41happen so that we don't run into any
2:54:43issues. They're they're kind of
2:54:44emergency needs, not necessarily wants
2:54:47and so or not not requests but needs. Um
2:54:51so those are the two line items that are
2:54:54going to be really important to put on
2:54:55the next um bud budget amendment sooner
2:54:58rather than later so that they can get
2:55:00um allocated to the public works
2:55:03department. Any [clears throat]
2:55:05questions?
2:55:06>> With that being said, I also have um
2:55:10obviously a request uh for my sewer
2:55:12department. Um the AC and the heater has
2:55:15been broken for the last four years. Um
2:55:18when it gets hot, it gets really hot in
2:55:21there. They have the doors open.
2:55:22Obviously, everybody's always smelled
2:55:24sewer. Um flies
2:55:27uh are coming into our laboratory where
2:55:30it's
2:55:31not a great place to have stuff like
2:55:33that. Um but that like I stated it, you
2:55:37know, that's something that we've been
2:55:38looking into. We've all we've gotten
2:55:40quotes uh to replace that. it is a very
2:55:44high expense to replace the one we have
2:55:46in there right now. Um we've talked to
2:55:50other people about split systems. Um we
2:55:53do have a quote for that also. Um but I
2:55:57I have sent it to Miss Hoffsteader um
2:56:00for review. Um, obviously I will
2:56:03obviously send it to council and see uh
2:56:05which direction they would like to go um
2:56:08with those quotes because like I said
2:56:10they've had they haven't had anything
2:56:12for the last four years. Um, and it
2:56:16summertime is coming. Uh, they got
2:56:19little basic fans in there trying to
2:56:22keep them cool. Um, and it it takes a
2:56:27toll on guys
2:56:29>> if also I mean I don't know if this is
2:56:31doable but um we don't want it to get
2:56:35too hot and if if if it is an absolute
2:56:37necessary need because we you know it
2:56:40might be a little bit to get the AC
2:56:42fixed but portable AC units might be um
2:56:44something to look into.
2:56:47So, I guess with with fingers crossed,
2:56:50um maybe we can find some of the ARPA
2:56:53funds that we haven't used and
2:56:55[clears throat] use on some of these
2:56:56items.
2:56:57>> Yeah,
2:56:58>> that yeah, that's uh one way, you know,
2:57:00that is a possibility.
2:57:02>> Um but like I said, I just wanted to
2:57:04bring you guys attention because it is
2:57:06getting hot. And
2:57:07>> you said very expensive. What's very
2:57:09expensive? Uh I have one quote from
2:57:13uh one of the companies is the to
2:57:17replace everything. It's 96,215.
2:57:22Um another
2:57:25quote I thought I had um the split
2:57:29system um it's uh 34,204.
2:57:35>> Are these the quotes that were older
2:57:37quotes? No, these I believe this is the
2:57:40updated one that I sent.
2:57:43>> So I I know you had stated I needed to
2:57:45get an updated quote, so I reached out
2:57:47and got them.
2:57:48>> Okay, perfect.
2:57:50>> So,
2:57:52>> okay. Um I think we have about uh seven
2:57:56minutes until we have to extend uh
2:57:58today's workshop, Monica.
2:58:00>> Okay. Anything else with uh regarding
2:58:02the considerations?
2:58:05>> Hit 90.
2:58:07All right. Uh, next slide.
2:58:12So, next I will be completing the 2025.
2:58:15By the end of the week, I should be able
2:58:17to um get the reconciliations and then
2:58:20be working on the allocations and making
2:58:23sure everything is all tidied up. And
2:58:26then, um, the 26 books will be
2:58:29completed.
2:58:31um meaning that by July you'll have
2:58:35clean books and be able to really go
2:58:38into your budget workshop with solid
2:58:39numbers and then um the bond that
2:58:44matured is still sitting in our bank. So
2:58:47um one of the things is when I bring
2:58:50forward the budget um
2:58:53uh it was allocated to each fund as it
2:58:57was distributed out of so it all went
2:58:59back into the fund accounts that they
2:59:01belong into um because it's a
2:59:03distribution of several accounts and so
2:59:07with the um completion of the bank
2:59:09wrecks and everything considered um
2:59:12moving the funds for investment purposes
2:59:15is a good idea.
2:59:17and um we'll discuss that um or I can
2:59:21bring forth some ideas during that time
2:59:23so that way we can make sure we're not
2:59:26um overloading our bank and we're
2:59:28putting money back into investing.
2:59:30Um next slide.
2:59:35And so the last slide is the um July
2:59:39budget workshop. And so you'll get a
2:59:42clean 2026 amended budget and it'll be
2:59:45provided ready for you. So that way you
2:59:46have these items of importance to add to
2:59:49your 27 workshop. Um every department
2:59:52should have their five-year capital plan
2:59:55for you to be able to review. So that
2:59:57way when you're doing your budget, you
2:59:59know what to project in the future. And
3:00:02then the city together can reach its
3:00:05mission and goals. And um as Pat likes
3:00:08to say, it'll be sunny side up.
3:00:10[laughter]
3:00:13>> When is the next time we're going to be
3:00:14getting an update?
3:00:17>> Um I should be able to um meet with the
3:00:20finance committee on their next meeting
3:00:23>> and we meet every Monday.
3:00:25>> Okay.
3:00:28>> So that's Monday coming up.
3:00:30>> Yeah.
3:00:30>> Yeah.
3:00:32>> Did you have a question?
3:00:33>> No, but just some clarification. I know
3:00:35you said that we're coming up to 3-hour
3:00:37mark, but uh rules and procedures on the
3:00:39study sessions, we don't have a time
3:00:41limit on there. Just on the regular
3:00:42meetings.
3:00:45>> I I thought I I thought we did.
3:00:48>> I'm looking at the mentioned it.
3:00:49>> I know we have it on our regular council
3:00:51>> regular council meetings, but the study
3:00:52sessions.
3:00:53>> Well, then okay. No, I think somebody
3:00:54had clarified last time that we didn't
3:00:56for workshop.
3:00:57>> Yeah. Okay. I stand corrected,
3:01:00>> madame mayor.
3:01:01>> Um yes. Uh yeah, go ahead. how however
3:01:05uh having been here since six o'clock
3:01:07and some of the folks have worked um and
3:01:10of course Miss Hoffsteader is it's uh
3:01:13somewhere in the neighborhood of
3:01:14midnight where she's at. Um, so maybe is
3:01:19there any possibility that we could uh
3:01:22adjourn this meeting or recess this
3:01:25meeting to meet tomorrow night to
3:01:27continue the other items that were on
3:01:29the work study uh agenda
3:01:31and the executive session?
3:01:34>> I think we'd be fresher minds if we do
3:01:36that.
3:01:37>> Not available. I think uh you know it's
3:01:40up to the manager but if he may he could
3:01:43excuse staff um and and council could
3:01:46continue and um deputy mayor if you need
3:01:49to go you could also be excused.
3:01:51>> Um
3:01:52>> no I'm talking about all of this.
3:01:54>> I'm I'm here to work. Let's get to work.
3:01:57>> I'll stay.
3:01:59>> Um do we want to stay? Is there a
3:02:01consensus that we want to stay and
3:02:02finish and then maybe staff can be
3:02:04excused? That doesn't that doesn't ne I
3:02:06I I'm not sure what the executive
3:02:08session is about. So what you whoever
3:02:09you'll need
3:02:10>> how much time will the executive session
3:02:12take?
3:02:14>> Well, there's a short version and a long
3:02:16version. It depends on the council. Um
3:02:20uh but Heath is uh needed for the
3:02:22executive session.
3:02:24>> Okay.
3:02:24>> Hector uh you're welcome to go home and
3:02:29uh of course Jafet's got to come back
3:02:31and shut it all down.
3:02:32>> Okay. Um I don't
3:02:34>> there's two items that were left
3:02:36actually three items left to talk about.
3:02:39Uh one had to do with fire equipment
3:02:41purchased that um Cameron was going to
3:02:44talk about but he was sick today so he
3:02:46thought Monica you might have a comment
3:02:48about that. Is that correct?
3:02:50>> Um so those were the capital items that
3:02:52were already in the budget. He is
3:02:55looking to purchase the ambulance that
3:02:57um he had in the budget. Uh that was his
3:03:01capital purchase. He had Oh gosh, I
3:03:04could probably pull it up. Let me
3:03:06>> about 19,000.
3:03:09>> More 19,000.
3:03:12>> Wait, could we just make a determination
3:03:13if we're going to stay or not? I I'm I'm
3:03:15willing to just push through it tonight.
3:03:16I think we have a couple more um items
3:03:19and then we can wrap up with executive
3:03:21session. I don't think the next couple
3:03:22items will take too long. Um and if
3:03:25anybody needs to be excused, we can do
3:03:26so now before we move along.
3:03:30>> Yeah, let's push through.
3:03:31>> Okay. Uh, councelor Dolan, you had a
3:03:34question.
3:03:35>> Well, I'm glad we're pushing through.
3:03:36I'm ready to push through also, but I
3:03:38Okay. Just wanted to before Hector
3:03:41leaves, maybe uh asked for three
3:03:44different bids on the uh heating and
3:03:47cooling over there. I mean, I heard one
3:03:51and I think that one's kind of in the
3:03:53ballpark, but I think you could probably
3:03:54get lower by talking to some more of
3:03:56these contractors.
3:03:59>> Yes, sir. Um, most definitely. I know we
3:04:01reached out to quite a few companies.
3:04:03Um, but I can reach out to it. Um, I do
3:04:06ask uh for one item tonight. Uh, I have
3:04:10two pumps for under my sewer department
3:04:12that needs to be replaced. Um,
3:04:16one of them is at the Aaho uh sewer that
3:04:21is 21,343.
3:04:24Um, but the pump that's in there will be
3:04:29able to be taken out and replaced or
3:04:31rebuilt. Um, at these areas, we're
3:04:35supposed to have two pumps. Right now,
3:04:36we only have one at the Hope. Um, the
3:04:39other one is at our plant. Um,
3:04:43so this this pump is destroyed. Um, it's
3:04:46been there for since 2013,
3:04:52I want to say, give or take. Um, it is
3:04:55to keep our water clean, um, as it gets
3:04:58through the sewer. Um, so
3:05:02it's it cleans the clarifier and doesn't
3:05:04allow grime to get in there because then
3:05:06the sludge holds up and then we have to
3:05:09suck it out. Um, I know we have asked
3:05:13for two, but we can go with one um, one
3:05:18of those pumps and that is $16,322.
3:05:23Um, these are vital pumps that if they
3:05:26go out, we're going to be up a creek and
3:05:29we do not want to be up a creek. Um, so
3:05:33if I can have direction from council, if
3:05:36I'm able to uh purchase those pumps, um,
3:05:40because like I said, those are vital
3:05:43pumps that we need. Um, we've been
3:05:47holding off trying to make do with what
3:05:50we have. um obviously under under the
3:05:53understanding of budget. Um so that's
3:05:56why we did what we could to keep them
3:05:59going.
3:06:01>> 16,000 what?
3:06:02>> Uh 16 322 is for one at the plant. Um
3:06:07and then 21,343
3:06:09is the other one.
3:06:12>> Yeah. Go ahead. and then tell us.
3:06:14>> Well, I I I feel that being that it's a
3:06:16crucial piece of equipment that if it
3:06:18does fail, we we're going to be swimming
3:06:20in a lot of waste water, right? Um so, I
3:06:24mean, in in in my opinion, I think uh I
3:06:27think we we need them. So, we we need to
3:06:29get them. And then you said that some of
3:06:30these pumps can be sent out for rebuilt,
3:06:33refurbished.
3:06:33>> Correct. The the one pump we are we
3:06:36wanted to make sure that we do get the
3:06:38new one. So, um we can send that one to
3:06:41get rebuilt. Um, we're hoping we caught
3:06:43it early with it. Um, the impellers
3:06:46inside there are are pretty
3:06:49gummed up and jammed and just broken
3:06:52off. So, we're trying to limp it along.
3:06:54But, it's getting to that point where
3:06:56where either replace it and or we can
3:06:59get it catch fast enough where we can
3:07:01get it rebuilt and it's going to be a
3:07:02lot cheaper to get it rebuild than it is
3:07:04obviously to replace it with another new
3:07:07pump. So, and we don't have any backups
3:07:10for that one. That's why we need to
3:07:11purchase one
3:07:12>> to take out that one and get it rebuilt.
3:07:15>> So, are we just looking for direction?
3:07:17>> Just a direction.
3:07:19>> Okay. This this wouldn't have to come
3:07:21before a resolution or [clears throat]
3:07:22amendment.
3:07:23>> I know you're going to get three quotes
3:07:24or as many as somebody will respond to.
3:07:28>> Right.
3:07:29>> And then these are coming out utility
3:07:30funds, right? So, there's
3:07:32>> all straight utility funds.
3:07:33>> Yeah. So, it's not
3:07:34>> So, there should be money in those
3:07:37utility funds for these purchases,
3:07:39>> correct?
3:07:39>> Yeah. I just wanted to make sure you
3:07:41know.
3:07:41>> So then we'll come back with resolution
3:07:43for authorization of purchase.
3:07:45>> Bring something forward to Yep. So
3:07:47>> on Monday.
3:07:48>> Okay. I I will do that.
3:07:49>> Okay.
3:07:50>> All right. Going back to item uh B. Um
3:07:53did are are we waiting? Are we going to
3:07:55wait for Chief Hubrick on this or is
3:07:57Monica going to give an update? Uh the
3:07:59chief isn't here and uh is out sick
3:08:02today, but he sent me a text message
3:08:04that said that Monica might be able to
3:08:06provide some backup information
3:08:08>> on the uh department expense. It's about
3:08:1119,000 is what he's shown here on the
3:08:14agenda bill.
3:08:16>> Mayor,
3:08:17>> is that right, Monica?
3:08:20>> Um I'm not sure what that one is. I know
3:08:23that he and I had discussed the
3:08:29purchase of the ambulance. I'm trying to
3:08:31think of what that one would be.
3:08:34>> Go ahead, Councelor Dolan.
3:08:36>> Um, at the public safety meeting, he
3:08:40explained to us uh that these items um
3:08:44he has it covered with his budget. And
3:08:48um this was basically just a nod from
3:08:51council to go ahead and push forward
3:08:54with what he had on
3:08:56had planned. Um
3:08:58>> yes,
3:08:59>> sorry. Budget.
3:09:00>> Yeah,
3:09:01>> they were all budgeted items. I know
3:09:03that just because of the price tag um he
3:09:07needs approval from council to be able
3:09:09to purchase these items
3:09:11>> and that's why I think that um this is
3:09:14why he wanted to discuss it. it has all
3:09:16been budgeted already and he's had this
3:09:18money saved and allocated for this
3:09:20specific reason. So yeah,
3:09:22>> just wanted us to be aware of that and
3:09:24get approveful.
3:09:25>> Okay.
3:09:25>> It was more for council to just see with
3:09:27the numbers.
3:09:28>> Okay.
3:09:29>> Exactly.
3:09:30>> Right. We we have budget uh limitations
3:09:33of what is authorized for expenditures
3:09:36and and the max is mine at 10 and
3:09:38department heads are at five and so
3:09:40forth.
3:09:41>> So it is okay.
3:09:41>> So this is exceeds that. it needs to
3:09:43come back even though it is a budgeted
3:09:45item.
3:09:46>> Okay.
3:09:48>> And just to update the council on the
3:09:50water pressure. Um so we have been
3:09:53working on it. I just uh got a text from
3:09:55Hugo, my water supervisor. Um water
3:09:58tower at Grand View is
3:10:0226 ft. Um so obvious climbing. It's
3:10:07taking a little bit of time. Um I
3:10:09appreciate the council and our citizens
3:10:12being patient um and cooperating with
3:10:14us. Um so uh just to update you guys on
3:10:19the water issue. Uh we are working on
3:10:21it. Um so what happened was our SCADA
3:10:25system which is really outdated which
3:10:27I'm working to find a grant for that. Um
3:10:30was not communicating correctly. Um, and
3:10:34the alarms that we found out recently
3:10:37from the past supervisor was turned all
3:10:40off. So, it never notified us what was
3:10:44going on. So, this morning, uh,
3:10:47obviously the water department found it.
3:10:49Crucially, they started turning on, uh,
3:10:52wells manually. Um, some of the SCADA
3:10:55was telling
3:10:57the water department that some of the
3:10:59wells were on, but they weren't on. So,
3:11:02um, we're we're doing our best to get it
3:11:04caught up. And so, just to keep you guys
3:11:06informed, um, I tomorrow hopefully
3:11:08everything should be back to normal. Um,
3:11:10I will send an email out in the morning
3:11:12once I get an update from Hugo. So, you
3:11:15>> you said it's at 26 ft. What should What
3:11:17does it normally?
3:11:19>> It normally runs about 30 and then it
3:11:22kicks into Skyline. Um, since we drained
3:11:26both tanks, um, it's it's taking a
3:11:29little bit longer. Um, obviously
3:11:32in the morning everybody uses a lot of
3:11:34water. Um, that's why everybody's
3:11:36pressure has been so low. Um, where
3:11:38we're trying to get everything kicked
3:11:39on. Some some kicked on, some didn't.
3:11:42Um, we went back and or Hugo and his
3:11:45team went back and tried to get
3:11:46everything kicked on. We finally got
3:11:47everything kicked on right now. So, like
3:11:50I said, once Grammy fills up, the
3:11:52booster pump will kick on and it'll
3:11:53start filling up Skyline. So,
3:11:57>> thank you for the report. Okay.
3:12:01Yes. Okay. Thank you.
3:12:03>> Have a good night, Hector.
3:12:04>> Thank you, Hector.
3:12:06>> Okay. Does that allow us to move into D
3:12:08discussion of city manager search?
3:12:11>> Right.
3:12:16Uh
3:12:17I have a [clears throat] couple uh
3:12:19options as it relates to an executive
3:12:22search for a permanent city manager.
3:12:25It's about a four-month process to do
3:12:28that. And so the previous contract that
3:12:32we had uh in the last city manager
3:12:36search uh Colin Basinger,
3:12:39that contract was for $32,000,
3:12:43which I was like stunned because that's
3:12:46about double what the normal rate is.
3:12:50And from that they uh sounds like they
3:12:54did almost a national search. Uh they
3:12:56brought in a candidate from Florida, uh
3:13:00one from a small town in Oregon, and
3:13:03then the previous city manager.
3:13:05>> Mhm. that contract um
3:13:08uh had a a a one-year uh guarantee that
3:13:13if they that person didn't continue with
3:13:17the city, uh that person was actually
3:13:20hired for 14 months, but five of those
3:13:23months were on administrative leave. So,
3:13:25that kind of pushed it back within the
3:13:28one-year category. So, they uh has sent
3:13:31a memo saying that they will honor their
3:13:34one-year uh guarantee. However, that's
3:13:38not totally free. Uh additional
3:13:42expenses related to that will bring uh
3:13:45that search out to about $12,000.
3:13:48Um,
3:13:51the other option is a firm uh the the
3:13:55firm that I currently work for, GMP.
3:13:58And GMP is really the Northwest blue
3:14:02chip gold standard for Northwest
3:14:04[clears throat]
3:14:05searches. uh company previously known as
3:14:09Prman
3:14:10uh was uh the company that uh just about
3:14:14every city uses as it relates to
3:14:17Northwest Searches. There was a a split
3:14:20in the family and one family member got
3:14:23the company and the other family member
3:14:26had to start all over again, which is
3:14:28what GMP is. Um and their fee cost is uh
3:14:33$18,500.
3:14:36It would be my recommendation uh since
3:14:39we've already paid 32,000 and plus
3:14:41another 12 to just go ahead and utilize
3:14:45a Northwestg guided company that really
3:14:48is uh an expert in re reaching out to
3:14:53Northwest applicants. I don't believe
3:14:56that this position here, which it's my
3:14:58opinion, should call for a national
3:15:01search. Um,
3:15:04I just think that that's this is more of
3:15:06a local search, northwest search. And I
3:15:10would recommend that we uh select
3:15:11somebody that has a a mailing list, a
3:15:15contact list, a reputation,
3:15:18and um the ability to work much more
3:15:22closely by being here in the Northwest.
3:15:27So, I'm I'm guessing I'm just going out
3:15:29to for guidance as to what options you
3:15:32might want to consider for that. Um,
3:15:37>> or any questions you might have.
3:15:39>> What was the first one? That's 12,000.
3:15:41>> Colin and Colin Basinger. I did send you
3:15:44all an email um because earlier in the
3:15:46year um uh
3:15:50councelor Galvan, myself, and I forgot
3:15:52who the third person was now. Was it
3:15:55Julia?
3:15:56Councelor Hart. Yeah.
3:15:58>> Or sorry, Deputy Mayor Hart. Um we uh
3:16:00were um part of a smaller um committee
3:16:03trying to figure out our options. Um we
3:16:06didn't get to we get we didn't delve too
3:16:09far into anything else other than um
3:16:13setting ourselves up for people that we
3:16:15can or consulting firms that we could
3:16:17probably reach out to. Um and um and
3:16:21then I think during the time, correct me
3:16:23if I'm wrong, councelor Garvan,
3:16:26there was um a couple um like council
3:16:28member like membership hubs that we were
3:16:31going to try to reach out to because we
3:16:33wanted someone in quickly and they had
3:16:37like an information hub and I forgot who
3:16:39those were with. I think you reached out
3:16:41to one and counselor or deputy mayor
3:16:43Hart reached out to another. Um anyways,
3:16:46all that to say is that Prothman came
3:16:48into the picture and then we ended up
3:16:49going with um the applications that
3:16:52Brothman sent in through Julie Norton at
3:16:54the time who was our then um u attorney,
3:16:58city attorney. So um I did send over
3:17:01Colin Basinger. We didn't contact other
3:17:04than um that initial email that that I
3:17:06forwarded to all of you all. Um, just as
3:17:09an FYI, letting you all know that um, I
3:17:11had reached out and we had um, asked um,
3:17:15what they would still honor, they sent a
3:17:18very detailed email letting us know what
3:17:20that was and um, the fees and I believe
3:17:24it was somewhere around 11,000 7 to
3:17:2711,000. Correct me. I just sent it
3:17:29earlier this
3:17:31today.
3:17:33I in in my opinion I would rather start
3:17:36with them. Um I don't think I would want
3:17:41to rely on [snorts] on Prothman again if
3:17:43if we have um if this um firm has
3:17:47already been consulting and at least
3:17:50understands
3:17:51um given the last time around what we're
3:17:53searching for and I do believe it should
3:17:56be a national search. I think we've
3:17:57gotten ourselves in trouble with having
3:18:00people that have connections with other
3:18:03people. And um as you stated, Pat, it's
3:18:05it's not perceived well. And I mean, I
3:18:08also made the argument for having um I
3:18:11think it was the city clerk position and
3:18:13um and it being local and I was um um
3:18:18argued against it. So um I I'm a firm
3:18:21believer that there should be a national
3:18:22search.
3:18:24Go
3:18:25>> ahead. Um
3:18:28And not not only because they're
3:18:29cheaper, but I I also agree that we
3:18:31should go with Colin Basinger. Um, you
3:18:34know, yeah, they'll bring us candidates
3:18:36from nationwide, but just like before,
3:18:38they they could also bring us uh, you
3:18:40know, candidates from the Northwest. Um,
3:18:43I wish uh maybe we could even, I don't
3:18:45know, do it a different way. I think uh
3:18:47the the city of Oll was was handling it
3:18:50themselves. Um, you know, advertising
3:18:53and and putting it out there. Um, I'm
3:18:55guessing they were using the HR
3:18:57department, but um, with with Colin
3:19:00Basinger already, you know, knowing what
3:19:03and what what what we've had before and
3:19:05and and some of our needs. Uh I know
3:19:08that
3:19:09you know part of the part of the process
3:19:11is for them to come in and and they
3:19:13interview each of uh each of us as a
3:19:16counselor to see what you know what we
3:19:18envision in a city manager and and they
3:19:20use some of that information to to go
3:19:22out there and and and get us candidates.
3:19:25So um you know I'm I'm good with Colin
3:19:28Basinger and just you know you do more
3:19:32due diligence uh going forward. It's 7
3:19:35to 12K just just to clarify 7 to 12,000.
3:19:39>> Fingers crossed that's closer to the
3:19:42lower amount.
3:19:44[clears throat]
3:19:45>> So I guess like my only question,
3:19:48something that did stand out um to me
3:19:49from GMP was that their warranty um is
3:19:52extended an additional 6 months more
3:19:54than Colin Basinger. Um and so like for
3:19:59GMP um they were offering um a year and
3:20:02a half um in case like the city managers
3:20:05doesn't work and I know Colin that they
3:20:07offer just 12 months. So, I guess my
3:20:09question is since they will be giving us
3:20:13honoring the 12 honoring the fact that
3:20:15we don't have a city manager and giving
3:20:17us that discounted rate. Um, will the
3:20:19warranty be extended to this new city
3:20:21manager being that it's already been
3:20:23used for this for this one that we're
3:20:25about to receive?
3:20:27>> That's that's a good question for them.
3:20:28I think that we can turn around and and
3:20:30and ask them. um we this was the only
3:20:34email that we sent to them so we can uh
3:20:36pick up a just a broader conversation
3:20:38with them. So I don't know if that's
3:20:39them coming in and speaking to the
3:20:41council
3:20:42>> um and then we can have some of these
3:20:44questions answered. Um those would be
3:20:46next steps and maybe we can direct Pat
3:20:48to to initiate a conversation with them.
3:20:50Again, I haven't talked to them since
3:20:51that email that I sent to y'all. I
3:20:53forgot what date it was that I even
3:20:55sent. It was early February. And I just
3:20:58asked because um if not then that's
3:21:00going to be very telling as well.
3:21:06>> Okay.
3:21:07>> Well uh for whatever value uh GMP did
3:21:13bring you me
3:21:17and I'd like to believe that that's of
3:21:19some value. So they have a good
3:21:22candidate pool. Uh
3:21:26but that's only my personal opinion. Uh
3:21:30I had reached out to them and got their
3:21:32former contract and they sent me an
3:21:34email
3:21:36saying that they would honor that and
3:21:38included that the memo that they had
3:21:40sent to the mayor here uh previously in
3:21:43the year. So um it's up to you, you
3:21:47know, it's your city guy. It's your
3:21:49decision uh for the future. Um, I have,
3:21:54uh, a long history with this company,
3:21:56maybe two decades worth of history. So,
3:21:59I'm, you know, naturally very supportive
3:22:03of the work that they've done in other
3:22:04cities that I have, uh, worked in.
3:22:07>> Go ahead, Councelor Dolan.
3:22:09>> I'd like to, um, echo what our interim
3:22:13city manager just said. I, uh, think the
3:22:16value is in the already in the works
3:22:18there. We've got a clerk on the way.
3:22:20We've got a new attorney. I mean, I
3:22:23think he's putting the right people in
3:22:24place. I uh I would look forward to what
3:22:28they could provide and maybe do a little
3:22:31deeper dive on the vetting, but I think
3:22:33GMP might be the way to go.
3:22:37>> I'm more leaning towards the Colon
3:22:40Bener. Is that how you say it?
3:22:42>> Baser Bayer. I think that's what
3:22:45>> Yeah. Baser Bayer.
3:22:49Especially like I know that you know
3:22:51budget's almost done and stuff but you
3:22:53know doesn't mean just because we have
3:22:56the money possibly we could just go
3:22:59wild.
3:23:00>> Did Julia log off and it's not a lot of
3:23:02a difference but a little bit. Oh okay.
3:23:05>> No I I Madame Mayor
3:23:08>> I see you then.
3:23:08>> No no it's okay. I I
3:23:11>> Okay. I was just waiting my turn. Um but
3:23:15I think that uh in as much as uh we've
3:23:18worked the city has worked with the
3:23:21Colin Bayinger many times before they've
3:23:23been um I think and they've they've
3:23:27helped us in the past and they they they
3:23:29do provide a good present uh a good good
3:23:33search for us and you know it's up to us
3:23:35to choose the right one that's going to
3:23:37match what we need. But I think that in
3:23:39as much as they have offered us uh the
3:23:43the the the I'm sorry
3:23:47[clears throat]
3:23:49that year grace that if we the one
3:23:52didn't work out that they would help us
3:23:54find another one with the with the
3:23:56reduced price there. So I I'm in favor
3:23:58of going with the Colin Bay Baser group.
3:24:06Um I I am interested to just kind of um
3:24:09just get that feedback. I I would like
3:24:11to know if they will honor that um to
3:24:13the new city manager that we find. And I
3:24:16think with that information, then I'll
3:24:18have more of a idea where I'm leaning
3:24:20towards.
3:24:22>> Correct me if I'm wrong, but it seems
3:24:24like majority is is directing Pat to
3:24:26reach out to Colin Basinger
3:24:28and initiate a conversation,
3:24:32>> I would say. So
3:24:33>> yes. Okay, that's good. I can do that.
3:24:37>> Just give you options.
3:24:40>> Up there. [snorts]
3:24:42>> All right.
3:24:44Okay. Um there's nothing else around
3:24:48that discussion that brings us down to
3:24:51our last um item, which is executive
3:24:54session. You all ready?
3:24:56>> Yes. I got
3:24:57>> Okay.
3:24:57>> Okay. Um do you have the RCW?
3:25:00>> Can we take like a two-minut break? I'm
3:25:02just going to
3:25:03>> Yeah, if you all would like a two a two
3:25:05minute
3:25:06>> I need
3:25:07>> Did you need Did you put me in there?
3:25:10>> No.
3:25:10>> Okay.
3:25:11>> Um
3:25:13>> Thank you, Monica. No, you're good.
3:25:15>> No problem. I started working at 3:30
3:25:17your guys' time this morning. So, I'm
3:25:19working on 18 hours of work today.
3:25:22>> I'm gonna go to bed now.
3:25:23>> Okay. Thank you, Monica.
3:25:25>> All right. Thank you. [laughter]
3:25:27>> Have a good night, Monica. Um, we're
3:25:29going to go ahead and recess for 5
3:25:31minutes so we can go ahead and convene
3:25:32at uh 9:26.
3:25:50>> There we go. Okay.
3:25:53Okay. Okay, we're going to go ahead and
3:25:55recess into executive session citing
3:25:58RCW42.30.110
3:26:02subsection 1G to evaluate the
3:26:04qualification of an applicant for public
3:26:06employment or to review the performance
3:26:08of a public employee. We should be in
3:26:11executive session for about 15 minutes.
3:26:20>> No, nobody will miss you tonight.
3:26:24there in the parking lot.
3:26:28>> Good. Okay.
3:26:32>> Okay. We are now back from executive
3:26:34session. No action will be taken and if
3:26:37there is no objection
3:26:39from council
3:26:41>> no
3:26:41>> u I will go ahead and adjurnn. Is there
3:26:43any objection?
3:26:44>> No.
3:26:44>> No objection.
3:26:45>> Okay. We are now uh closing down the
3:26:48meeting at 10:30.

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