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HomeMy WebLinkAboutCity Council Committees - Operations - 06/16/2015 (3) Operations Committee Agenda Councilmembers: Bill Boyce - Dana Ralph - Les Thomas, Chair June 16, 2015 4 p.m. Item Description Action Speaker Time Page 1. Call to order Chair Thomas 1 2. Roll Call Chair Thomas 1 3. Changes to the Agenda Chair Thomas 1 4. Approval of Check Summary Report dated YES Chair Thomas 2 5/16/2015 thru 5/31/2015 5. Approval of Minutes dated June 2, 2015 YES Chair Thomas 2 1 6. School Zone Traffic Safety Camera Program YES Police Chief 5 3 Fund Expenditures - Recommend Ken Thomas Unless otherwise noted, the Operations Committee meets at 4 p.m. on the first and third Tuesday of each month in Kent City Hall, Council Chambers East, 220 4ch Ave S, Kent, 98032. For additional information please contact Jennifer Hays 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 Washington Telecommunications Relay Service at 1-800-833-6388. This page intentionally left blank 0KEN7 � w, q OPERATIONS COMMITTEE MINUTES June 2, 2015 Committee Members Present: Les Thomas, Chair, Dana Ralph and Bill Boyce. The meeting was called to order by Les Thomas at 4:00 p.m. 1. ROLL CALL 2. CHANGE TO AGENDA. There were no changes to the agenda. 3. APPROVAL OF THE CHECK SUMMARY REPORT DATED 5/1/2015 THROUGH 5/15/2015 D. Ralph moved to approve the check summary report dated 5/1/2015 through 5/15/2015. B. Boyce seconded the motion, which passed 3-0. 4. APPROVAL OF MINUTES DATED MAY 19, 2015. B. Boyce moved to approve the Operations Committee minutes dated May 19, 2015. D. Ralph seconded the motion, which passed 3-0. S. APRIL MONTHLY REPORTS. Finance Director Aaron BeMiller provided details to members about the April financial report. The new format adds information in a more concise fashion than past reports. Numbers through April are favorable for the City. 6. RFA SUMMARY ANALYSIS FOR KENT AND AUBURN. From an earlier resident request this year, Mr. BeMiller provided an update on the City's contract with the Kent Fire Department Regional Fire Authority (RFA) and the City of Auburn's contract with the Valley Regional Fire Authority (VRFA). The chart, page 17 of the agenda packet, reflects a high level comparison of the two contracts and services provided. However, it does not take into account the level of service or related costs and was said it's like comparing apples to oranges. Some cost differences, in terms of governance, are: Kent has six members while Auburn has nine; the City makes payments to RFA for emergency management, fire prevention and fire investigation services, while Auburn does not pay the VRFA except for pass-through purposes. The resident that requested this information attended the last RFA meeting. It was said that the resident had some understanding but was going to meet with Captain Rabel for further clarification if needed. 2 Operations Committee Minutes June 2, 2015 Page: 2 7. HYAS GROUP, LLC CONSULTANT SERVICES AGREEMENT RENEWAL Benefits Manager Becky Fowler and Human Resources Analyst Patrice Gillum requested that the Hyas Group, LLC be allowed to extend their consulting services agreement for the next three years for the City's deferred compensation (457) plan. The Hyas Group agrees to serve as a co-fiduciary, providing investment performance monitoring, plan administration, education and training and ongoing support to the City's fiduciary committee. In addition, they will be performing a Request for Proposal (RFP) for the City's third-party administrator deferred compensation plan in 2015/16. The City's fiduciary committee recommends continuing the consultant services agreement with the Hyas Group. They are an independent investment consulting firm that provides services largely to institutional investors including defined contribution and defined benefit retirement plan clients along with endowments and foundations. The Hyas Group's fee of $157k break down is a $117k three year contract and $40k going towards the RFP. It was said that there is no impact to the general fund and there is a deferred compensation fund that provides payment to the Hyas Group's costs. ICMA gives back a percentage of the investments of employees which is over $50k a year. For 2014, there is a $123k balance, a portion of which will be paid back to employees as there is too much in the fund at this time. D. Ralph moved to recommend Council authorize the three year consultant services agreement with the Hyas Group subject to approval of final terms and conditions by the City Attorney. B. Boyce seconded the motion, which passed 3-0. The meeting was adjourned at 4:26 p.m. by L. Thomas. <'J Jennifer Hays Operations Committee Secretary 3 POLICE DEPARTMENT \ � Ken Thomas, Chief of Police v KtNT Phone: 253-856-5800 . . ..... Fax: 253-856-6802 Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 DATE: June 16, 2015 TO: Operations Committee SUBJECT: School Zone Traffic Safety Camera Program Fund Expenditures - Recommend MOTION: Recommend the Mayor authorize the expenditure of School Zone Traffic Safety Camera Program funds in an amount not to exceed $845,000, for corrections facility renovations, traffic safety equipment, a use of force training simulator, police overtime, and power DMS, for the years 2015 and 2016, amend the budget, and authorize the Mayor to sign documents necessary with final terms and conditions acceptable to the city attorney and police chief. SUMMARY: School speed zones are located in areas occupied by a high number of pedestrians, especially before, during and after school, and driver inattention and speeding can have devastating consequences. The strategic placement of automated traffic safety cameras at school zones has been shown to reduce vehicle speeds, thereby reducing the risks to pedestrians. RCW 46.63.170 authorizes local jurisdictions to use cameras to enforce speed limits in school speed zones. Pursuant to RCW 46.63.170, this ordinance establishes the City's use of the cameras in school speed zones, and sets forth the restrictions, public notice, and signage requirements, as well as the processing and procedural requirements for use of the cameras. The ordinance also establishes the fines for violations of school speed zones that are detected with cameras. Camera systems were installed at the school speed zones for Sunrise Elementary and Neeley O'Brien Elementary. Funds derived from the use of the cameras are to be used to cover the costs of administering the program. Excess funds will be used for criminal justice-related purposes. The current balance in fund is in excess of $1,018,000. The police department has researched and determined five items that they wish to spend funds on. See the attached Exhibits. Exhibits: Police Priority items 1 through 5 Budget Impact: Expenditure of up to $845,000 from School Zone Traffic Safety Camera Fund. 4 SCHOOL ZONE CAMERA FUND CAPITAL PROJECT REQUEST PRIORITY ITEM DESCRIPTION COST TIMELINE 1 Corrections Facility Renovation $400,000 2015-2016 2 Traffic Safety Equipment $34,000 Summer 2015 3 Use of Force Training Simulator $100,000 Summer 2015 4 Police Overtime Budget Supplement $300,000 January 2016 5 Power DMS $11,000 Summer 2015 TOTAL $845,000 i I 5 Police Priority #1 Description: Corrections Facility Renovation $400,000 Plumbing System Replacement, estimated at $250,000 Control Panel Replacement, estimated at $50,000 Security Camera and Digital Recording System Replacement, estimated at $55,000 Electrical and CAT 5/6 wiring replacement, estimated at $45,000 Justification: Built in 1986, the City of Kent Corrections Facility is in need of infrastructure updates. Based on consultations with City Facilities Department and Information Technology personnel, the four projects outlined above have been identified as needing immediate attention. Currently the plumbing fails almost monthly, which results in flooding in various areas of the jail resulting in damage to carpeting or flooring. When this occurs inmates must be temporarily moved to other parts of the facility until repairs can be completed. When inmate population is at capacity, this causes challenges for Corrections staff in finding adequate bed space and dealing with the issues that come with overcrowding. Power outages due to outdated electrical wiring are also common. As we looked to update technology at the facility we were advised that we would need to update the computer network wiring (CAT 5/6) in order to support the updated control panel, video cameras and recording system. The Control Panel is used by Corrections staff to open and close all jail doors, monitor security cameras and communicating via intercom. The current Control Panel is ten years old and fails routinely. When this happens, all doors and security cameras in the facility have to be manually operated. Not only does this create additional work, but it presents security and safety issues for both Corrections staff and inmates. The sole vendor for the current Control Panel was consulted to determine if there were feasible upgrades to the current hardware and software. The vendor advised that the system is so old that it can no longer support hardware and software updates. The vendor recommended that we completely replace our current system. Our Security Cameras and Digital Recording System are antiquated and produce poor video quality. The recording system was not designed with the functionality needed to consistently capture and retain video recordings. This makes it difficult to comply with the numerous Public Disclosure Requests for jail video. To obtain the requested video, Corrections staff is pulled from their routine duties to manually review and reproduce video recordings. This often takes hours for each request. Due to the unreliability of the current recording system, we were not able to locate video for two Public Disclosure Requests in 2014. Impact: The proposed Corrections Facility Renovations will extend the life cycle of the facility by decades and will allow the facility to operate without significant interruptions in service. If the renovations were delayed or not approved, the Corrections staff will continue to manage the day-to-day disruptions to operations as they are currently. It is predictable that at some point there will be a catastrophic failure of the Corrections Facility infrastructure that will significantly impact or suspend the operability of the facility. This may result in a potential security breach and high risk to the public's safety. 6 Police Priority #2 Description: Traffic Safety Equipment $34,000 To provide enhanced traffic and child safety to our schools and communities. • Traffic radar trailer: 1 for $7000 • Permanent radar signs: 4 for a total of $14,000 • Radar sign install: Total for 4 by Public Works $2000 • Portable radar signs: 4 for a total of $8400 • Estimated Tax/Shipping: $2600 Justification: Permanent radar signs that will display "Your Speed" will be placed at two schools (Springbrook Elementary on S 200th Street at 98th and 100th, and Meadowridge Elementary on 108th Ave SE at 274th and 279th) that were under consideration for school zone cameras due to safety concerns but not selected as the next two schools for the program. This will reinvest money from the school zone camera program back into child safety in school zones. The mobile radar trailer and portable radar signs (that can be temporarily attached to existing signs and poles around the city) can be placed at additional schools, neighborhoods and traffic complaint areas as traffic calming devices around the city to bring awareness through warnings to slow drivers and to help solve traffic safety problems in our communities. Impact: Two schools that made the top list of elementary schools with safety concerns will not have any mechanism or resource to mitigate the safety issues caused by speeding vehicles. With our current radar trailer out of service and beyond repair, we have no means outside of limited man hour resources to address traffic and safety concerns. Without the additional traffic safety equipment, this will limit our ability to protect and serve our residents' needs.