HomeMy WebLinkAboutCity Council Committees - Operations - 05/05/2015 E„NT q� w,
OPERATIONS COMMITTEE MINUTES
May 5, 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.
There were no requests to change the agenda.
2. APPROVAL OF THE CHECK SUMMARY REPORT DATED 4/1/2015 THROUGH
4/15/2015
B. Boyce moved to approve the check summary report dated 4/1/2015 through
4/15/2015. D. Ralph seconded the motion, which passed 3-0.
3. APPROVAL OF MINUTES DATED APRIL 21, 2015.
D. Ralph moved to approve the Operations Committee minutes dated April 21, 2015.
B. Boyce seconded the motion, which passed 3-0.
4. CONSOLIDATING BUDGET ADJUSTMENT ORDINANCE FOR ADJUSTMENTS
BETWEEN JANUARY 1, 2015 AND MARCH 31, 2015.
Assistant Finance Director Barbara Lopez requested authorization to approve the technical
gross budget adjustment ordinance reflecting an overall budget increase of $5,865,648 for
budget adjustments made between January 1, 2015 and March 31, 2015.
The overall increase of $5,861,148 was previously approved by Council. Five million relates to
the solid waste utility tax increase adopted by Council early November 2014. Of this, $2.5
million is the monies received in the Street Operating Fund which then transfers to the Street
Capital Projects Fund account where the dollars will be spent. The remaining $2.5 million
establishes the project budget in the Street Capital Projects Fund. It was noted, the project
budget will be allocated to residential streets projects.
Also, included is $832,809 that was authorized in 2014 carryover budgets. Carryover budgets
include vehicle purchases that were not delivered by end of 2014 ($464,700), a few projects
in Economic and Community Development that were not completed and Parks contracts
combined ($367,809).
The remaining amount not yet approved by Council is an overall increase of $4,500 and is
comprised of a $1,500 Target Zero Law Enforcement Liaison Grant and a $3,000 Union Pacific
Railroad Grant.
B. Boyce moved to recommend Council to adopt the consolidating budget adjustment
ordinance for adjustments made between January 1, 2015, and March 31, 2015,
reflecting an overall budget increase of $5,865,648. D. Ralph seconded the motion,
which passed 3-0.
Operations Committee Minutes
May 5, 2015
Page: 2
5. HR ANALYST — INCREASE TO FULL-TIME.
Benefits Division Manager Becky Fowler asked committee members to increase the
current Benefit Analyst position from 0.6 FTE to 0.75 FTE. On May 15, 2015, the Benefits
Division of Human Resources will lose a 0.6 FTE position due to an employee resignation. The
Division requests that this position be increased to full-time beginning June 1, 2015; the
additional cost in 2015 is $19,064.
The existing position was originally budgeted as full-time but was under-filled as a 0.6 FTE
in 2013. Due to the Patient Protection Affordable Care Act, the position needs to be
increased to a minimum of 0.75 FTE to maintain benefits. It was also explained that it will
be much easier to attract a qualified candidate for a full-time position.
This position chairs the city-wide Wellness program, assists in compliance with the Patient
Protection Affordable Care Act, oversees leave requests for our Police employees, and
supports the Deferred Compensation Fiduciary Board.
D. Ralph moved to recommend Council authorize a full-time HR Analyst position in the
Benefits Division. B. Boyce seconded the motion, which passed 3-0.
6. ORDINANCE AMENDING CITY'S CONTRACTING AND PROCUREMENT PROCEDURES
— RECOMMEND ADOPTION.
City Attorney Tom Brubaker discussed that for some time, the Law Department has
been working on a comprehensive rewrite of the procurement and contracting
provisions set forth in Chapter 3.70 of the Kent City Code. The draft ordinance has been
discussed with Council at its Workshops on March 3, 2015, and April 21, 2015, and the
additional three revisions have been made based on those discussions.
The first revision added sub-paragraph 2 to section 3.70.110.G titled Kent Special
Events Center (ShoWare Center). This paragraph explains the uniqueness of operating
the ShoWare Center versus City operations and how efficiently management requires
flexibility to move quickly to respond to market requirements for concerts, sporting
events, and other offerings. Based on this unique venue and with the continuing
obligation that the operator always obtain the best available pricing on all purchases of
goods and services, the ShoWare Center operator is authorized to purchase goods or
services as needed so long as the operator does not exceed the established budget and
so long as purchases over $25,000 are first approved by the Chief Administrative Officer
or his or her designee.
The second revision added language to section 3.70.210.A regarding the operator of the
Kent Special Events Center (ShoWare Center) will also maintain a record of all contracts
entered into over $25,000 and report those contracts to the City Clerk.
The final, third revision added language to section 3.70.230.E.2 that states the Mayor,
Chief Administrative Officer, or appropriate department director will report to the
applicable Council committee or to full Council, at least quarterly, a record of any lease
or other agreement entered into pursuant to this subsection.
Operations Committee Minutes
May 5, 2015
Page: 3
B. Boyce moved to recommend Council adopt the proposed Ordinance that amends the
City's contracting and procurement procedures, repeals Ordinance No. 2961 and
Resolution No. 1560, and establishes a small works roster process for eligible public
works projects. D. Ralph seconded the motion, which passed 3-0.
The/meeting was adjourned at L. Thomas p.m. by 4:23.
C �J
Jennifer Hays
Operations Committee Secretary
E„NT q� w,
OPERATIONS COMMITTEE MINUTES
May 5, 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.
There were no requests to change the agenda.
2. APPROVAL OF THE CHECK SUMMARY REPORT DATED 4/1/2015 THROUGH
4/15/2015
B. Boyce moved to approve the check summary report dated 4/1/2015 through
4/15/2015. D. Ralph seconded the motion, which passed 3-0.
3. APPROVAL OF MINUTES DATED APRIL 21, 2015.
D. Ralph moved to approve the Operations Committee minutes dated April 21, 2015.
B. Boyce seconded the motion, which passed 3-0.
4. CONSOLIDATING BUDGET ADJUSTMENT ORDINANCE FOR ADJUSTMENTS
BETWEEN JANUARY 1, 2015 AND MARCH 31, 2015.
Assistant Finance Director Barbara Lopez requested authorization to approve the technical
gross budget adjustment ordinance reflecting an overall budget increase of $5,865,648 for
budget adjustments made between January 1, 2015 and March 31, 2015.
The overall increase of $5,861,148 was previously approved by Council. Five million relates to
the solid waste utility tax increase adopted by Council early November 2014. Of this, $2.5
million is the monies received in the Street Operating Fund which then transfers to the Street
Capital Projects Fund account where the dollars will be spent. The remaining $2.5 million
establishes the project budget in the Street Capital Projects Fund. It was noted, the project
budget will be allocated to residential streets projects.
Also, included is $832,809 that was authorized in 2014 carryover budgets. Carryover budgets
include vehicle purchases that were not delivered by end of 2014 ($464,700), a few projects
in Economic and Community Development that were not completed and Parks contracts
combined ($367,809).
The remaining amount not yet approved by Council is an overall increase of $4,500 and is
comprised of a $1,500 Target Zero Law Enforcement Liaison Grant and a $3,000 Union Pacific
Railroad Grant.
B. Boyce moved to recommend Council to adopt the consolidating budget adjustment
ordinance for adjustments made between January 1, 2015, and March 31, 2015,
reflecting an overall budget increase of $5,865,648. D. Ralph seconded the motion,
which passed 3-0.
Operations Committee Minutes
May 5, 2015
Page: 2
5. HR ANALYST — INCREASE TO FULL-TIME.
Benefits Division Manager Becky Fowler asked committee members to increase the
current Benefit Analyst position from 0.6 FTE to 0.75 FTE. On May 15, 2015, the Benefits
Division of Human Resources will lose a 0.6 FTE position due to an employee resignation. The
Division requests that this position be increased to full-time beginning June 1, 2015; the
additional cost in 2015 is $19,064.
The existing position was originally budgeted as full-time but was under-filled as a 0.6 FTE
in 2013. Due to the Patient Protection Affordable Care Act, the position needs to be
increased to a minimum of 0.75 FTE to maintain benefits. It was also explained that it will
be much easier to attract a qualified candidate for a full-time position.
This position chairs the city-wide Wellness program, assists in compliance with the Patient
Protection Affordable Care Act, oversees leave requests for our Police employees, and
supports the Deferred Compensation Fiduciary Board.
D. Ralph moved to recommend Council authorize a full-time HR Analyst position in the
Benefits Division. B. Boyce seconded the motion, which passed 3-0.
6. ORDINANCE AMENDING CITY'S CONTRACTING AND PROCUREMENT PROCEDURES
— RECOMMEND ADOPTION.
City Attorney Tom Brubaker discussed that for some time, the Law Department has
been working on a comprehensive rewrite of the procurement and contracting
provisions set forth in Chapter 3.70 of the Kent City Code. The draft ordinance has been
discussed with Council at its Workshops on March 3, 2015, and April 21, 2015, and the
additional three revisions have been made based on those discussions.
The first revision added sub-paragraph 2 to section 3.70.110.G titled Kent Special
Events Center (ShoWare Center). This paragraph explains the uniqueness of operating
the ShoWare Center versus City operations and how efficiently management requires
flexibility to move quickly to respond to market requirements for concerts, sporting
events, and other offerings. Based on this unique venue and with the continuing
obligation that the operator always obtain the best available pricing on all purchases of
goods and services, the ShoWare Center operator is authorized to purchase goods or
services as needed so long as the operator does not exceed the established budget and
so long as purchases over $25,000 are first approved by the Chief Administrative Officer
or his or her designee.
The second revision added language to section 3.70.210.A regarding the operator of the
Kent Special Events Center (ShoWare Center) will also maintain a record of all contracts
entered into over $25,000 and report those contracts to the City Clerk.
The final, third revision added language to section 3.70.230.E.2 that states the Mayor,
Chief Administrative Officer, or appropriate department director will report to the
applicable Council committee or to full Council, at least quarterly, a record of any lease
or other agreement entered into pursuant to this subsection.
Operations Committee Minutes
May 5, 2015
Page: 3
B. Boyce moved to recommend Council adopt the proposed Ordinance that amends the
City's contracting and procurement procedures, repeals Ordinance No. 2961 and
Resolution No. 1560, and establishes a small works roster process for eligible public
works projects. D. Ralph seconded the motion, which passed 3-0.
The/meeting was adjourned at L. Thomas p.m. by 4:23.
C �J
Jennifer Hays
Operations Committee Secretary