HomeMy WebLinkAboutCity Council Committees - Operations - 05/20/2014 •
KEN T
WASH NOTON
Operations Committee Agenda
Councilmembers: Bill Boyce * Dana Ralph * Les Thomas, Chair
May 20, 2014
4:00 p.m.
Item Description Action Speaker Time Page
1. Approval of Minutes YES 1
dated May 6, 2014.
2. Approval of Check Summary YES
Reports 4/16/2014 through 4/30/2014.
3. Budget Request for B&O Tax System YES P. Barry 5 Min 3
Analysis
4. Unpaid Holiday Resolution — Recommend YES P. Gillum 5 Min 5
Unless otherwise noted, the Operations Committee meets at 4:00 p.m. on the first and third Tuesday of each
month. Council Chambers East, Kent City Hall, 220 4th Avenue South, Kent, 98032-5895. Dates and times are
subject to change. For information please contact Satwinder Kaur at (253) 856-5705.
Any person requiring a disability accommodation should contact the City Clerk's Office at (253) 856-
5725 in advance.
For TDD relay service call the Washington Telecommunications Relay Service at
1-800-833-6388.
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KENT
WASHINGTON
OPERATIONS COMMITTEE MINUTES
May 6, 2014
Committee Members Present: Les Thomas, Chair, Bill Boyce and Dana Ralph.
The meeting was called to order by L. Thomas at 4:01 p.m.
1. APPROVAL OF MINUTES DATED APRIL 15, 2014.
D. Ralph moved to approve the Operations Committee minutes dated April 15, 2014.B.
Boyce seconded the motion, which passed 3-0.
2. APPROVAL OF CHECK SUMMARY REPORTS DATED 4/1/2014 THROUGH
4/15/2014.
B. Boyce moved to approve the check summary reports dated 4/1/2014 through
4/15/2014. B. Boyce seconded the motion and it passed 3-0.
3. RESOLUTION DECLARING EMERGENCY AND WAIVING BID REQUIREMENTS FOR
ICE PLANT EQUIPMENT REPAIR AT SHOWARE CENTER-RECOMMEND.
B. Wolters requested that the council approve resolution declaring an emergency and waiving bid
requirements for ice plant equipment repair at the ShoWare Center. All repairs must be completed
by August 1, 2014, so that the system can be brought back online and ready when the
Thunderbirds Hockey School begins. An emergency exists due to unforeseen circumstances beyond
the City's control and present a real, immediate threat to the proper performance of essential
functions.
D. Ralph moved to recommend Council adopt a resolution declaring an emergency
and waiving the advertisement bid requirement for repair of the ice plant
equipment at the ShoWare Center. B. Boyce seconded the motion, which passed
3-0.
4. CONTRACT WITH PERMACOLD ENGINEERING, INC. FOR ICE PLANT EQUIPMENT
REPAIR AT SHOWARE CENTER - AUTHORIZE.
B. Wolters presented the contract with Permacold Engineering, Inc. The company was hired to
inspect the ice plant equipment after the hockey season ended this spring. After inspection and
consultation with staff, the company provided the City with its recommendations and a preliminary
cost estimate. B. Wolters mentioned that the actual cost will not be known until the system is fully
opened and inspected.
L. Thomas questioned if the expense would be coming out of the ShoWare Budget. B. Wolters
replied that it will be coming out of ShoWare Operating budget. L. Thomas further inquired if the
budget for ShoWare will need to be increased based on this expense. B. Wolters replied that this
expense is already budgeted so the city will not be increasing the Budget for ShoWare.
D. Ralph expressed her concern about additional expenses as we have not diagnosed the problem
yet. B. Wolters responded that he is not anticipating the cost to be too high. But in case it is
substantial, he will discuss with the Mayor and CAO.
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Operations Committee Minutes
May 6, 2014
Page: 2
B. Boyce moved to recommend council authorize the Mayor to sign a contract
with PermaCold Engineering, Inc. to repair and recommision the ice plant
equipment at the ShoWare Center, in an amount not to exceed $95,000 unless
authorized by the Economic Community Development Director and the Mayor and
within the established ShoWare Center budget, and in accordance with those
final terms and conditions acceptable to the City Attorney. D. Ralph seconded
them motion and it passed 3-0.
S. CONSOLIDATING BUDGET ADJUSTMENT ORDINANCE FOR ADJUSTMENTS
BETWEEN JANUARY 1, 2014 AND MARCH 31, 2014.
P. Barry presented the consolidated budget adjustment ordinance for adjustments between January
1, 2014 and March 31, 2014. She said she plans on presenting the adjustments quarterly to make
it easier for everyone involved to go through. The adjustment includes an increase of $7,317,726,
all of which was approved by Council previously. The amount not yet approved by Council is a
decrease of $26,000 to correct the fuel budget in the Golf Complex Fund. L. Thomas asked the
reason for the adjustment. P. Barry responded it was because the adopted budget had not been
adjusted to address projected 2014 usage.
D. Ralph moved to recommend Council approve the consolidating budget
adjustment ordinance for adjustments made between January 1, 2014 and March
31, 2014 reflecting an overall budget increase of $7,286,726. B. Boyce seconded
the motion and it passed 3-0
6. MARCH FINANCIAL SUMMARY — INFORMATION ONLY.
P. Barry informed that the ending fund balance is estimated to increase by 1.3 million and end the
year at nearly $10.4 million. Sales Tax and Utility Tax is trending .5% above budget. Building
Permits and Plan Check Fees are 3.3% above budget. Expenditures are $200,000 below budget
and Revenues are .6% above budget.
The meeting was adjourned at 4:40 p.m. by L. Thomas.
Satwinder Kaur
Operations Committee Secretary
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FINANCE
440 Paula Barry, Interim Director
Phone: 253-856-5265
KENT Fax 253-856-6255
WA s N IN G-o N Address: 220 Fourth Avenue S.
Kent,WA. 98032-5895
DATE: May 20, 2014
TO: Kent City Council Operations Committee
FROM: Paula Barry, Interim Finance Director
THROUGH: Tom Brubaker, Interim Chief Administrative Officer
SUBJECT: Budget Request for B&O Tax System Analysis
MOTION: To approve an amount not to exceed $25,000 for consultant
services to gather requirements and evaluate options for a B&O tax
administration system, and adjust the budget accordingly.
SUMMARY: Since adoption of the Business & Occupation tax in October 2012,
Finance and IT staff have worked diligently to provide taxpayers with on-line tools
to file and pay their B&O taxes. We have made great progress in this endeavor,
streamlining the process over the past few quarters.
Now that this time-sensitive, critical task has been accomplished, we need to focus
on the backend systems and processes that are the foundation of any B&O tax
program administration, including:
• Create a consolidated taxpayer profile, linking business licensing with B&O
tax filing.
• Create an on-line mechanism for taxpayers to file an amended return and for
staff to process the related refund or assessment.
• Generate and store taxpayer correspondence, including delinquency and
collection letters.
Finance staff has begun working with IT to define the specific requirements for a
B&O tax system. The next step will be to research available options to meet those
requirements, such as an off-the-shelf software package or developing a solution in
JDE (our current financial system).
At the recommendation of Mike Carrington, IT Director, we would like to acquire the
services of a Project Manager/Business Analyst to assist us with this work. IT has
estimated this scope of work at an amount not to exceed $25,000. This request is
to obtain approval to establish a budget for the work.
BUDGET IMPACT: $25,000 from available fund balance in the IT Fund.
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HUMAN RESOURCES DEPARTMENT
440 Lorraine Patterson, Director
Phone: 253-856-5270
N.147KEN T Fax: 253-856-6270
WASHING-ON
Address: 220 Fourth Avenue S.
Kent, WA. 98032-5895
Date: May 20, 2014
To: Operations Committee
Via: Lorraine Patterson, Human Resources Director
From: Patrice Gillum, Interim Labor Relations Manager
Re: Unpaid Holiday Resolution — Recommend
Motion: Recommend adoption of the resolution implementing SSB 5173
relating two unpaid holidays for city employees for a reason of faith or
conscience or an organized activity conducted under the auspices of a
religious denomination, church, or religious organization.
SUMMARY: On March 31, 2014, the State Legislature approved, and Washington's
Governor signed, Substitute Senate Bill 5173, which becomes effective on June 12,
2014. SSB 5173 provides that in all Washington cities, employees shall be "entitled
to two unpaid holidays per calendar year for a reason of faith or conscience or an
organized activity conducted under the auspices of a religious denomination,
church, or religious organization."
SSB 5173 further provides "the employee may select the days on which the
employee desires to take the two unpaid holidays after consultation with the
employer pursuant to guidelines to be promulgated . . . by ordinance or resolution
of the legislative authority" of the city. SSB 5173 also provides that the employer
must allow the employee to take the holidays on days specified by the employee
"unless the employee's absence would impose an undue hardship on the employer
or the employee is necessary to maintain public safety."
As required by SSB 5173, the City Council adopts this resolution implementing the
requirements of SSB 5173 as applied to employees of the city of Kent, and requests
that Administration take the steps necessary to ensure the proper implementation
of SSB 5173.
BUDGET IMPACT:
EXHIBITS: Resolution
P:\Ciyil\Motions-13luesheet\Motion Unpaid Holiday Reoolution HR.DoI
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RESOLUTION NO.
A RESOLUTION of the City Council of the
City of Kent, Washington, implementing SSB 5173
relating to two unpaid holidays for city employees
for a reason of faith or conscience or an organized
activity conducted under the auspices of.a religious
denomination, church, or religious organization.
RECITALS
A. On March 31, 2014, the State Legislature approved, and
Washington's Governor signed, Substitute Senate Bill 5173, which becomes
effective on June 12, 2014. SSB 5173 provides that in all Washington
cities, employees shall be "entitled to two unpaid holidays per calendar
year for a reason of;faith or conscience or an organized activity conducted
under the auspices of a religious denomination, church, or religious
organization."
B. SSB 5173 further provides "the employee may select the days
on which the employee desires to take the two unpaid holidays after
consultation with the employer pursuant to guidelines to be promulgated . .
. by ordinance or resolution of the legislative authority" of the city. SSB
5173 also provides that the employer must allow the employee to take the
holidays on days specified by the employee "unless the employee's
absence would impose an undue hardship on the employer or the
employee is necessary to maintain public safety."
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Resolution
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C. As required by SSB 5173, the City Council adopts this
resolution implementing the requirements of SSB 5173 as applied to
employees of the city of Kent, and requests that Administration take the
steps necessary to ensure the proper implementation of SSB 5173.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF KENT,
WASHINGTON, DOES HEREBY RESOLVE AS FOLLOWS:
RESOLUTION
SECTION 1, — Adopt. By this Resolution, the City Council hereby
implements the requirements of SSB 5173 relating to the provision of city
employees of two unpaid holidays per calendar year, which unpaid holidays
may be taken for the purposes of faith or conscience or an organized
activity conducted under the auspices of a religious denomination, church,
or religious organization. Such unpaid holidays may be taken on a day
selected by the employee after consultation with the employee's managers;
provided, the unpaid holiday may not be taken on the day specified by the
employee if to do so would impose: an undue hardship on the city or the
employee is necessary to maintain public safety.
SECTION 2 — Request. The City Council requests that
Administration take the steps necessary to ensure the proper
implementation of SSB 5173, such that the purpose of this resolution may
be implemented on June 12, 2014.
SECTION 3, — Severabilitv. If any section, subsection, paragraph,
sentence, clause or phrase of this resolution is declared unconstitutional or
invalid for any reason, such decision shall not affect the validity of the
remaining portions of this resolution.
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Resolution
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SECTION 4, — Ratification. Any act consistent with the authority
and prior to the effective date of this resolution is hereby ratified and
affirmed.
SECTION 5, — Effective Date. This resolution shall take effect
immediately upon its passage.
PASSED at a regular open public meeting by the City Council of the
City of Kent, Washington, this day of 12014.
CONCURRED in by the Mayor of the City of Kent this day of
12014.
SUZETTE COOKE, MAYOR
ATTEST:
RONALD F. MOORE, CITY CLERK
APPROVED AS TO FORM:
PAT FITZPATRICK, ACTING CITY ATTORNEY
P\av,1\R,=o1uaon\Ho1,dane..ad On Fa,moo-
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Resolution