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HomeMy WebLinkAbout2020 09-08 CCM Joint Financial Work SessionMINUTES UPIHE PROCEEDINGS OF THE CITY COUNCIL/FINANCIAL COMMISSION OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND STATE OF MINNESOTA JOINT WORK SESSION SEPTEMBER 8, 2020 CALL TO ORDER The Brooklyn Center City Council/Financial Commission Joint Work Session was called to order by Mayor Elliott at 6:30 p.m. The meeting was conducted via Webex. ROLL CALL Mayor Mike Elliott and Councilmembers Marquita Butler, April Graves, Kris Lawrence -Anderson and Dan Ryan. Also present were Financial Commission Chair Taneshia Kragness and Commissioner Taofeek Ishola. Also present were City Manager Curt Boganey, Deputy City Manager Dr. Reggie Edwards, Finance Director Mark Ebensteiner, Fire Chief Todd Berg, and City Clerk Barb Suciu. BUDGET REVIEW BYDEPARTMENT Mr. Boganey stated this is the first of three scheduled work sessions to review departmental budgets and multi -disciplinary City Council priorities. City Council Mr. Boganey stated the City Council's base budget is consistent with budgets from recent years, and provides sufficient funding to cover travel, training and development as well as salaries and benefits. The budget includes an additional $20,000 that is a placeholder based on feedback from the City Council, providing a source of funding for policy review and analysis, which represents an increase over funding levels from previous years. Administration Mr. Boganey stated the Administration Department budget includes a new Equity and Anti -Racism Practices Office, which was established in the 2020 budget approval process. The intention is to fill that position within the current fiscal year. There is currently funding for four 10-hour per week Neighborhood Liaison positions, none of which are filled. City Staff is proposing that these N positions be expanded to 20 hours per week, and that the ideal candidates will be residents who live in the neighborhood for which they are responsible. It is hoped that 2 more Neighborhood Liaison positions can be added in 2022. Mr. Boganey stated the other City department budgets are showing decreases or have remained flat. He added City Staff understands the critical nature of ensuring that expenditures are kept to the absolute minimum amount. The overall budget for Administration and the Mayor and City Council represents a .18% increase. Mayor Elliott asked what considerations went into determining staff levels for next year. He asked whether there have been any staff furloughs or layoffs due to Covid-19. Mr. Boganey stated the fundamental consideration is whether there is sufficient staff to carry out the mission of each division. He added there were no layoffs or furloughs in this department due to Covid49. Mayor Elliott stated the work of outreach is one that he champions and values a great deal. He asked how Covid49 has impacted City Staffs ability to do outreach. Mr. Boganey stated the 4 Liaison positions are currently vacant and will not be filled unless City Staff can actively engage in neighborhoods in a productive capacity. Mayor Elliott stated he would like to consider increasing the Mayor and City Council budget for the coming year, to support increased capacity for response to Covid-19, and the unique work that the City Council is charged with, which is effectively producing policies and laws of the City, and engaging with constituents. Fiscal Services Finance Director Mark Ebensteiner stated the Fiscal Support Services Department has a mission to provide timely and accurate information to all City Departments. He added no staffing additions or changes are proposed for the Finance Department, and there have been no furloughs. Staffing will remain consistent at 5.5 FTE's. An Accounting Technician position is open, and the full-time billing position will be filled. Mr. Ebensteiner stated the Finance Department will work with a consultant to put together a program and policy supporting local and disadvantaged businesses procurement, which is a City Council strategic initiative. Mr. Ebensteiner stated a position was moved to Central Garage, which represents a 12.67%decrease in personnel. Mayor Elliott asked whether consultant services have been engaged for the procurement program. Mr. Ebensteiner stated he reached out to past colleagues who have engaged in this type of work. He added a specific dollar amount has been earmarked for this process. Mayor Elliott stated the program to support disadvantaged business owners is an incredibly important initiative. He added it is important, to the extent that such a resource is available, that a consultant who specializes in this type of work and represents the demographic of the community should be sought. He noted the City met with a consulting firm in 2019 that has the experience, insight and technical skills to do this important work. He asked Mr. Boganey if he remembers the consulting firm. Mr. Boganey stated he still has the contact information, and it would be easy to each out to them. Mayor Elliott stated he wonders whether the allocation of funding is enough. He added the consulting firm he is thinking of worked on projects for the State of Minnesota, and the City of Minneapolis. He asked whether the allocated funding is realistic, and whether that can be updated at the next meeting if there are revisions to the estimate. 09/08/2020 Page 2 Mr. Boganey stated the estimates that are being reviewed are best guess estimates, and in some cases, will change between now and December when the budget is adopted. He added it may be necessary to reduce some allocations to reduce the levy. Fire and Emergency Preparedness Fire Chief Todd Chief Berg reviewed the Fire Department's mission and goals, commitment to excellence and training, and superior customer service. He added there is not much change in staffing with the exception of the increase of 5 paid on -call firefighters each year, to reach the allotted 40 members. He noted there were no furloughs in 2020. Chief Berg stated there are a few open positions, including the paid on -call Assistant Fire Chief position which has been open since 2019, and one paid on -call Training Captain. He added the Department's plan for the next. few years is to increase training, mentorship and leadership development, as most paid on -call staff have less than 5 years of experience. Chief Berg stated the Fire Department budget increase of $15,000 is a 100%increase attributed to the Emergency Preparedness budget, for Covid-l9-related safety equipment for City employees and visitors to City. Chief Berg stated the Fire Department intends to replace a 28-year old aerial truck in 2021. He added his intention is to restructure the equipment replacement program. He noted equipment is currently being maintained for a long time, making replacement more expensive. Chief Berg stated fire prevention school visits and fire station visits typically take place in October, during Fire Prevention Week. He added staff meet with approximately 1200 elementary school children. He noted a virtual visit is being planned this year due to Covid-19, and this will not have any effect on the budget. Chief Berg stated the Fire Department budget increased by 4.99%due to the necessary purchase of emergency preparedness gear, including Covid-relate d PPE and other necessary supplies to meet OSHA standards. He added next year's budget will include 5 sets of gear and 14 pairs of boots that All expire in 2022. Mayor Elliott requested clarification regarding the capacity of PPE for people who are visiting the City. Chief Berg stated the intent is,to provide PPE to visitors of the City's buildings, not the entire City. He added, for instance, masks are being provided for customers who do not have one at both liquor stores. Mayor Elliott asked whether there are improvements in fire tr-ucic technology. Chief Berg confirmed that fire trucks are more advanced in terms of capability for rescue. He added the City is changing, and more development and new buildings require different kinds of equipment to maintain safety. He noted there is an increased potential for equipment for 3-5 story high -density housing units. Chief Berg stated fire trucks can be auctioned or sold, but there is not a big market for old fire trucks when specifications and safety features are out of date. 09/08/2020 Page 3 Councilmember Ryan stated higher density locations would necessitate the purchase of appropriate equipment. Chief Berg agreed, adding it is necessary to be prepared for every occurrence. Councilmember Ryan requested that the City Council be kept informed regarding developing issues related to fire sprinklers, construction standards, and changes to the Building Code. Chief Berg agreed. Councilmember Butler asked whether the Fire Department does any recruiting at the local high schools in the City and School district. Chief Berg stated recruiting has been done at the high school but it is difficult to recruit high school graduates for a part-time position that does not pay much. Mayor Elliott asked, in terms of emergency response, whether City Staff are considering ways to have a response that is focused in the community, and whether there would be associated costs. He added Mr. Boganey mentioned budgeting for masks for people coming into City buildings. Mr. Boganey stated City Staff discussed purchasing masks to be given out in the community at no cost, but there is no way to distribute them. He added that is not something that is being pursued. Mayor Elliott stated an effective community emergency response to the pandemic should be built into the budget for next year. Chief Berg stated the City gave out 40,000 disposable masks provided by the State of Minnesota, and the Fire Department collected homemade cloth masks in connection with the Governor's mask drive. He added all masks were distributed to residents, including residents at long-term care facilities, which have been hit the hardest by Covid4 9. He noted he has weekly conversations with facilitators at these facilities, to ensure they have the tools they need to keep everyone safe. BUDGET REVIEW BY COUNCIL PRIORITY- MULTI -DISCIPLINARY Mr. Boganey reviewed the City Council's priorities for inclusion in the General Fund supplemental budget. He added these priorities are emergency response, equitable operations, innovation and City Council leadership. Emergency Response Mr. Boganey noted the City Council expressed a desire to review the emergency response plan and make necessary updates. He added a completion date of June 30, 2021 has been identified, to ensure that the types of necessary improvements are included. He noted the plan was put together many years ago, and it is necessary to review it over a period of time. Mayor Elliott stated the timeline should be moved up and this should be a priority item. Chief Berg stated he meets regularly with the North Suburban Emergency Management Group to discuss Covid-19 updates and responses. He added a completion date of June 2021 will provide time to determine how the plan needs to be updated with a response to Covid-19. He noted there are many additional considerations. 09/08/2020 Page 4 Mayor Elliott stated the City should look at building capacity to provide heating assistance to residents in the winter. Equitable Operations Mr. Boganey stated, with regard to equitable City spending, City Staff are recommending that a consultant be hired for planning and implementation_ of equitable practices. He added a $15,000 budget is proposed for this effort. Mayor Elliott stated this is an incredibly important program to help move local small businesses upward and support the City's development and resident income levels. He added he believes $15,000 is too low. He noted this effort will help provide opportunities to local women and disadvantaged business owners, helping local businesses compete for contracts throughout the State. Councilmember Ryan stated the cost of hiring a consultant to assist the City with this initiative is a determination that is best left to the City Manager and City staff, who can get information about fees. He asked Mr. Boganey how he arrived at $15,000. Mr. Boganey stated that is an estimated fee that was determined after talking to other cities and anticipating EDA funding to support the effort. Mr. Ebensteiner stated he contacted a race and equity coordinator who is working on a purchasing policy with another City, to talk through challenges and costs. He added the consultant indicated that an estimated amount of $15,000 is reasonable, as this is a phased approach, to set performance measures moving forward. Mayor Elliott stated this is an issue that is incredibly important to him, and important to the City Council. He added he has previously invested time in visiting with people who work in this area, including a meeting last year at City Hall with local business owners, City Staff and a consultant. He noted his comments are based on his experience and knowledge, having invested time and effort on this important topic. He stressed the importance of moving this topic along, and getting it functional as soon as possible Mayor Elliott stressed the importance of helping local Brooklyn Center businesses owned by women and people of color. He added this initiative is more important now than ever before. Mr. Boganey agreed with the importance of the local aspect of this initiative. Mr. Boganey stated, with regard to equitable operations, an amount of $50,000 which was not in the preliminary budget, has been discussed to be added as resources for the Equity Officer position, to assist in their mission of working with City departments and developing policies and practices. Mr. Boganey stated $5,000 is proposed to be added to re -activate the Fire Explorer Program, Chief Berg stated the funds would support the State registration fee and wages for staff who administer the program. He added he would like to develop a program modeled after the Police Cadet program. He 09/08/2020 Page 5 noted a barrier for this program during the pandemic will be getting out into the community and into the schools to recruit participants. Mayor Elliott stated he would like to volunteer his services to do outreach with the Fire Department for Fire Explorers participation. Mr. Boganey stated the city's Conununity Engagement staff could collaborate on this program. Mr. Boganey stated, with regard to Public Works Pathways, seasonal employees, who are often Brooklyn Center residents, are encouraged to remain on staff as full-time employees. He added a pathway should also be developed for Brooklyn Center residents who are interested in a career in maintenance operations. He noted discussions continue with the Public Works union about creating this program. He noted the budgeted $25,000 would be used for outreach, licensing and training, and whatever else is required to make the Pathways program work. Mr. Boganey stated apart -time employee accrual program is proposed to provide a level of benefits for part-time employees. He added the types of benefits are yet to be determined. Mr. Boganey stated the proposed $16 an hour minimum wage has already been included in the base budget. Mr. Boganey stated the expansion of hours of operation at the Community Center is proposed to make it more accessible for residents. He added $21,000 is proposed for this initiative. Dr. Edwards stated the Community Center is proposed to be open for more hours early in the morning and later in the evening, as well as extended weekend hours, to accommodate residents during the hours that they are not at work or school. Councilmember Butler asked what is the capacity of people that can be in the Community Center, with social distancing guidelines. Dr. Edwards stated he does not have that information but agreed to provide it to Councilmember Butler. He added reservations are required for people to use the Community Center's fitness areas, and a limited number of people can be in the pool at one time. Mayor Elliott asked whether staff are cleaning equipment and rooms in between appointments. Dr. Edwards confirrrred there is an interval between appointments for cleaning. Mayor Elliott stated the challenge will be to get the word out to residents about the extended hours, which he thinks is a great idea. Dr. Edwards agreed, adding people are still finding out that the Community Center is open, and it will take some effort, time and awareness, to get people to come back and use the facilities. Councilmember Graves stated she excited to hear about all of these different initiatives, especially for the accrual of benefits for the City's part-time employees. 09/08/2020 Page 6 Councilmember Graves stated she had difficulty malting an online reservation for the Community Center. She added that may be a barrier for people who want to use the facilities. Dr. Edwards agreed to loop into that. Mr. Boganey stated City Staff are in the process of redesigning the City website. He added progress is being made on those improvements, which will hopefully solve website issues that customers are experiencing. Mr. Boganey stated the City Council has agreed on the importance of creating opportunities for local youth to be involved in the City's commissions and advisory boards. He added Brooklyn Bridge Alliance for Youth have submitted a proposal to help facilitate the process and provide instruction and support. He noted $10,000 is proposed for funding for related costs. Mayor Elliott stated there are important considerations for this program to malte it successful, based on his experience. He added it is important to have a youth voice on the City's commissions. Innovation Mr. Boganey stated the City Council has expressed a desire to support creative and innovative approaches within the organization and provide training and opportunities. He added this is a new concept in the organization. He added it will be important to get it up and running in 2021, and into 2022. Mayor Elliott requested that "risk taking" be replaced with "entrepreneurship". Councilmember Graves stated the term "strategic risk taping" might be appropriate. Mr. Boganey agreed, adding his notes were taken from City Council feedback and comments. Mr. Boganey stated the estimated costs for the General Fund do not include EDA-funded efforts that will address the City Council's priorities. He added EDA funding will not be addressed during the upcoming budget wont sessions, which are focused on General Fund activities. He noted EDA funding will be reviewed after September 28, 2020. City Council/Commission Feedback/Questions Mayor Elliott requested consideration of CARES Act funding to help people in the community who are experiencing homelessness. He added other communities are using CARES funding to address this issue, including Indianapolis where $7 million in CARES funding is being used to address homelessness, providing housing services and rental assistance. Mayor Elliott stated people who are homeless are more susceptible to Covid-19, and the economic crisis and unemployment creates a situation where people are vulnerable to conditions that lead to homelessness. He added Brooklyn Center has a homeless population, and areal effort is required to help them. He noted the City Council should tape this up as an issue, and designate CARES funding for emergency assistance for the City's homeless population. 09/08/2020 Page 7 Councilmember Butler stated she definitely sees that there is a need to address homelessness. She added there are homeless people in the parks and debris that one can assume is left by homeless people. She added she has seen people on street corners setting up tables in Brooklyn Center and Brooklyn Park. She noted she is not sure how much funding would be necessary to make an impact, but this should be considered. Councilmember Ryan stated the City has a definite role in identifying this type of need, as the closest entity to the residents who need help. He added the human suffering that has been generated by the pandemic is of great concern to him. He noted resources that can really address this issue probably have to come from other levels of government, but the City can help identify the need and determine appropriate immediate responses to homelessness, as well as sources of funding. Councilmember Graves stated she agrees with the comments of the City Council. She stressed the importance of understanding the need, while not knowing exactly how to make an impact, and recognizing that the City does not have unlimited funds, or CARES funding similar to bigger cities. She added she has been part of a homeless response through the Minneapolis Health Department, and it is a very complicated issue. She noted an outreach approach could be considered to distribute resources providing in on transportation, housing, food, and education to the homeless and people who are panhandling. Mayor Elliott stressed the importance of representing all members of the community, especially those who are unable to advocate for themselves. He added funding sources from the County and State should be explored, as the City does not have the CARES funding that other cities have. He noted the City should be intentional about finding ways to provide help and support for homeless people within the community. Mr. Boganey stated City Staff can put together an assessment of homelessness in Broolyn Center, as well as ideas of what the City might be able to do, for presentation to the City Council within a few weeks. Councilmember Graves stated it would be helpful if City Staff could provide data on evictions and transitional housing capacity. She noted the idea of a land trust might be worth looking at. Mr. Boganey stated City Staff can do some research and provide additional infor7rration within a few weeks. Mayor Elliott thanked City Staff and the City Council for working together every week in these uncertain times to engage in work that will support the community. ADJOURNMENT There was a motion by Councilmember Graves and seconded by Commissioner Ryan to adj ourn the meeting. The motion passed. The Brooklyn Center City Council/FinancialCommission adjourned at 9,05 p.m. 09/08/2020 Page 8 STATE OF MINNESOTA) COUNTY OF HENNEPIN) ss. Certification of Minutes CITY OF BROOKLYN CENTER) The undersigned, being the duly qualified and appointed City Clerk of the City of Brooklyn Center, Minnesota, certifies: l . That attached hereto is a full, true, and complete transcript of the minutes of the City Council from the City of Brooklyn Center Joint Work Session with Financial Commission held on September 8, 2020. 2. That said meeting was held pursuant to due call and notice thereof and was duly held at Brooklyn Center City Hall. 3. That the City Council adopted said minutes at its September 28, 2020, Regular Session. at��'� City Clerk 09/08/2020 Page 9 Mayor