HomeMy WebLinkAboutCity Council Committees - Operations - 04/21/2015 N* T JR,
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OPERATIONS COMMITTEE MINUTES
April 21, 2015
Committee Members Present: Les Thomas, Chair, Dana Ralph, and Bill Boyce.
The meeting was called to order by L. Thomas at 4:02 p.m.
1. CHANGE TO AGENDA.
Item eight, Finance Director's Report, was added to the agenda.
2. APPROVAL OF THE CHECK SUMMARY REPORT DATED 3/16/2015 THROUGH
3/31/2015
B. Boyce moved to approve the check summary report dated 3/16/2015 through
3/31/2015. D. Ralph seconded the motion, which passed 3-0.
3. APPROVAL OF MINUTES DATED APRIL 7, 2015.
D. Ralph moved to approve the Operations Committee minutes dated April 7, 2015. B.
Boyce seconded the motion, which passed 3-0.
4. BANK SERVICES CONTRACT.
Finance Director Aaron BeMiller updated Committee members about the banking
services request for proposal that was advertised earlier this year. Four responses were
received, which were all excellent. The evaluation format consisted of four members
from the Finance Department, one member from Information Technology, and one
member from Human Resources to review the four responses.
Upon completion of the evaluation, Mr. BeMiller is making a recommendation to
continue services with the City's existing bank, U.S. Bank. The important factors that
led to the final decision are: significant annual banking services savings from the
contract will be approximately $60,000 per year based on current activity; a generous
annual earning credit bonus in which the City would receive $5,000 per year that can be
used to offset banking fees and expenses; a generous earnings credit which will be .45
percent that can be used towards the cost of banking; no transition costs would be
incurred; there would be no disruption in banking services, and; the City and U.S. Bank
can continue to maintain a long-term relationship.
B. Boyce moved to recommend Council to authorize the Mayor to sign the contract with
U.S. Bank for the City's primary banking services subject to final terms and conditions
acceptable to the Finance Director and City Attorney. D. Ralph seconded the motion,
which passed 3-0.
S. MFD FLEET MAINTENANCE CONTRACT EXTENSION.
Multimedia Manager Dea Drake asked to extend the maintenance agreement to Preferred
Copiers for the City's copier fleet of Ricoh Multifunction Copier/Printer Devices until
December 31, 2015. Preferred Copiers has been the maintenance company for the past
Operations Committee Minutes
April 21, 2015
Page: 2
18 months and their contract will expire May 2015. The company has and continues to
provide excellent service. The intent is to replace the copier fleet in the next six months.
There will be a slight increase reflective to the cost of living and the increased cost of
maintaining the older machines. It was noted that the IT Operations Budget allocations
approved as a part of the 2015-2016 biennial budget process are earmarked for this
expenditure.
D. Ralph moved to recommend Council to authorize the Mayor sign an Extension of the
Goods and Services Agreement with Preferred Copier Systems in an amount not to
exceed $100,000 through December 31, 2015 for maintenance of the city fleet of Ricoh
Multifunction Copier/Printer Devices subject to terms and conditions acceptable to the
City Attorney and Information Technology Director. B. Boyce seconded the motion, which
passed 3-0.
6. FINANCE DIRECTOR'S REPORT
Ending the meeting on an upbeat note, Finance Director Aaron BeMiller reported that
Moody's Investors Service has significantly upgraded the City's rating three spots on
their table to an A2 from a Baal. This outstanding news came on the heels of Standard
and Poor's upgrade.
The upgrade to A2 is based upon the rapid and significant improvement in the City's
financial profile. The City's available liquidity, reserves, and operating flexibility are
notably stronger now than they were in recent years. New revenues have been raised;
the City's contingent debt obligation has been incorporated as an ongoing expenditure
and is being paid in isolation from the General Fund; certain deficit fund balances will be
eliminated by surplus cash flows in fiscal year 2016, and all inter-fund indebtedness is
on course to be retired by fiscal year 2022. The upgrade acknowledges that previously
identified credit risks have been greatly reduced as a result of recent revenue increases
and budgeting decisions to strengthen the balance sheet on an accelerated basis, and
that these efforts have already yielded improved financial metrics and will likely
continue to do so.
Committee Chair Thomas congratulated Mayor Cooke, former interim Chief
Administrative Officer (CAO) Tom Brubaker, current CAO Derek Matheson, and Mr.
BeMiller for making really good choices for this positive change.
The meeting was adjourned at 4:15 p.m. by L. Thomas.
Jennifer Hays
Operations Committee Secretary