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HomeMy WebLinkAboutCity Council Committees - Operations - 05/06/2008 KEN T WA9 NI NaTON OPERATIONS COMMITTEE MINUTES MAY 6, 2008 Committee Members Present: Tim Clark, Debbie Raplee, and Les Thomas The meeting was called to order by Chair Tim Clark at 4:05 p.m. 1. APPROVAL OF MINUTES DATED APRIL 15, 2008 Les Thomas moved to approve the minutes of the April 15, 2008, Operations Committee meeting. Debbie Raplee seconded the motion, which passed 3-0. 2. APPROVAL OF VOUCHERS DATED APRIL 15 AND APRIL_30, 2008 Debbie Raplee moved to approve the vouchers dated April 15 and April 30, 2008. Les Thomas seconded the motion, which passed 3-0. 3. CONSULTING SERVICE AGREEMENT FOR EAST HILL DATA CENTER DESIGN — AUTHORIZE. Information Technology Director Mike Carrington explained that in conjunction with the Public Works Department and their East Hill Shops capital facilities project, ISMS, Inc., under the direct supervision of IT will design and specify requirements for a data center occupying approximately 2000 square feet of that project's Administrative building footprint. The City's current data center is located in City Hall on the second floor. In the event of a natural or man-made disaster, and because the current data center is considered to be in a high risk location within the valley, IT has partnered with Public Works to establish a new location at the proposed East Hill Shops facility. This will enable IT to move the City's critical computer processing and business system infrastructure to a location above the existing valley floor and flood zones. This move also enables Kent to enhance its ability to operate basic life and safety functions during an emergency and/or disaster. Moving equipment and operations to higher ground improves the likelihood of maintaining seamless business continuity and disaster recovery communications Operations Committee Minutes May 6, 2008 Page 2 channels. It also improves the ability for critical business systems to remain functional or at a minimum be brought back to basic operations in the least amount of time. ISMS, Inc. will provide date center physical design services that are determined by the IT Department to be appropriate for meeting current and future needs. After Carrington answered questions from Councilmembers, Les Thomas moved to recommend that Council authorize the Mayor to sign a contract with ISMS, Inc. for design services rendered in support of the East Hill Data Center, for an amount not to exceed $49,000 plus expenses. Debbie Raplee seconded and the motion carried 3-0. 4. MICROSOFT ENTERPRISE LICENSE AGREEMENT — APPROVE. Information Technology Director Carrington explained that the City has a number of Microsoft software products deployed throughout desktops and servers and that under this proposal, the city would sign a 3-year Enterprise License Agreement with Microsoft to save 6% on software licensing which is already intended and budgeted for in the next three years. The Enterprise License Agreement would also provide the benefit of Microsoft Software Assurance, an upgrade plan that provides customers the ability to move to the next major versions of licensed products at no cost. Software Assurance allows the IT Department to continue to meet its strategic goals of providing current, supported software products at the best possible cost. Carrington explained that the cost would not exceed $650,000 over 3 years and answered questions regarding compatibility. Les Thomas moved to recommend that the Council authorize the Mayor to sign a purchase order for a Microsoft Enterprise License Agreement for 3 years not to exceed a total commitment of $#650,000. Debbie Raplee seconded and the motion carried 3-0. S. FEDERAL LEGISLATIVE CONSULTANT — AUTHORIZE. Economic Development Director Ben Wolters explained that the proposed agreement with VanNess Feldman, Attorneys at Law, will provide the City of Kent Federal representation with a particular emphasis on the Washington State Congressional delegation. The contract will not exceed $70,000, and expenses incurred will be split between Economic Development and Public Works Department. VanNess will provide representation for funding for the Operations Committee Minutes May 6, 2008 Page 3 next years reauthorization of the Federal Transportation Reauthorization bill and the yearly discretionary appropriations bills for key grade separation and other transportation projects for Kent, continued policy support for replacing the Green River levee system and a reasonable interim flood zone and flood insurance program, as well as Federal funding and regulatory policy support for the Green/Duwamish Rivers Ecosystem Restoration, restoring Human Service and Community Development Block Grant funding, and other Federal opportunities and issues as they arise. Les Thomas moved to recommend that Council authorize the Mayor to sign the Consultant Services Agreement with VanNess Feldman, Attorneys at Law, representing the City of Kent as a Federalist Lobbyist, not to exceed $70,000, subject to the terms and conditions acceptable to the City Attorney. Debbie Raplee seconded and the motion carried 3-0. 6. KENT EVENTS CENTER TRAFFIC AND PARKING MANAGEMENT PLAN — AUTHORIZE Economic Development Director Ben.Wolters explained that a proposed agreement with Heffron Transportation, Inc. is to assist the City with preparation of the traffic and parking management plans for the Kent Events Center project, which is planned to open in late 2008 or early 2009. Any parking or traffic management measures should be ready by November of 2009. Community input is still required for some elements of the plan, such as North Park residential parking permit zones and traffic control measures along 5th Avenue. He noted that other tasks include the review of directional signage for the Events Center, and monitoring opening day traffic and parking and recommending improvements. He added that the agreement will not exceed $26,000. Les Thomas moved to recommend that Council authorize the Mayor to sign the Consultant Services Agreement with Heffron Transportation, Inc., to provide consultant services to the City of Kent for preparation of the traffic and parking management plans for the Kent Events Center project, subject to terms and conditions acceptable to the City Attorney. Debbie Raplee seconded and the motion carried 3-0. 7. PUGET SOUND ENERGY EASEMENT FOR KENT EVENTS CENTER — AUTHORIZE . Puget Sound Energy requires easements for their facilities on the Events Center property, between the street and meters, in order to serve the Events Operations Committee Minutes May 6, 2008 Page 4 Center with electrical power and natural gas These facilities included underground conduits, vaults, above ground transformers, and a natural gas service line. The meters for these facilities are located at the back of the building and the electrical and gas services are in James Street right-of-way. The City will provide PSE with ten foot wide easements along the centerline of these facilities. Susan Jensen noted that when this matter goes to Council, there will be two separate easements, one for natural gas and one for electrical. Les Thomas moved to recommend that Council authorize the Mayor to grant Puget Sound Energy easements for electrical and natural gas facilities on the Events Center property, upon concurrence of the language therein by the City Attorney. Debbie Raplee seconded and the motion carried 3-0. 8. 1ST QUARTER FINANCIAL REPORT Finance Director Nachlinger gave a report on the 1st quarter financial results, noting that although revenues are coming in under budget, expenditures are coming in even further under budget, resulting in an increase to the budget of $1.9 million. He said he will continue to monitor the budget and come to Council if necessary, and agreed to provide information on recreation fees to Thomas later. The meeting adjourned at 4:40 p.m. Brenda Jacober, CM City Clerk