HomeMy WebLinkAboutCity Council Committees - Operations - 08/18/2015 (3) Operations Committee Agenda
Councilmembers: Bill Boyce - Dana Ralph - Les Thomas, Chair
August 18, 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 Reports dated YES Chair Thomas 2
7/1/2015thru 7/15/2015 and 7/16/2015
thru 7/31/2015
5. Approval of Minutes dated July 21, 2015 YES Chair Thomas 2 1
6. New Position for the City of Kent YES Aaron BeMiller 5 3
Classification/Position List
7. 2008A Bond Proceeds NO Aaron BeMiller 5 9
8. LID Fund NO Aaron BeMiller 5 11
9. WASPC Accreditation and Evidence Room NO Chief Ken 10 N/A
(verbal only item) 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 41h 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.
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OPERATIONS COMMITTEE MINUTES
July 21, 2015
Committee Members Present: Dana Ralph and Bill Boyce. Les Thomas, Chair, excused
absence.
The meeting was called to order by Dana Ralph at 4:02 p.m.
1. ROLL CALL
2. CHANGE TO AGENDA.
No Changes to agenda.
3. APPROVAL OF THE CHECK SUMMARY REPORTS DATED 6/1/2015 THROUGH
6/15/2015 AND 6/16/2015 THROUGH 6/30/2015.
B. Boyce moved to approve the check summary report dated 6/1/2015 through
6/15/2015. D. Ralph seconded the motion, which passed 2-0.
B. Boyce moved to approve the check summary report dated 6/16/2015 through
6/30/2015. D. Ralph seconded the motion, which passed 2-0.
4. APPROVAL OF MINUTES DATED JUNE 16, 2015.
B. Boyce moved to approve the Operations Committee minutes dated June 16, 2015.
D. Ralph seconded the motion, which passed 2-0.
S. 2015 PROPERTY INSURANCE PROGRAM REVIEW.
Risk Manager Chris Hills provided a summary of the City's property premiums for the
past couple of years and going forward to 2017. Without any regional natural disasters
the past couple of years, the City will be getting an 8.3 percent premium decrease.
Additionally, he was able to negotiate an increase in earthquake and flood damage
coverage from $50M to an astounding $75M for all city buildings with the exception of
the ShoWare Center on which coverage remains at $5M. As the levees continue to be
improved, it is the City's hope the property ShoWare sits on can be rezoned to a higher
rating for better earthquake and flooding coverage purposes. The property insurance
premium Mr. Hills negotiated includes a fixed cost for the 2016 — 2017 budgets.
6. RESOLUTION FOR A GRANT APPLICATION TO THE RECREATION AND
CONSERVATION OFFICE FOR TURF RENOVATION AT HOGAN PARK FIELD —
RECOMMEND ADOPTION.
Parks and Recreation Director Jeff Watling requested authorization to submit a $250K
grant application to the Recreation and Conservation Office (RCO) Youth Athletic
Facilities program to fund the conversion of Hogan Park Baseball Field #1 to a synthetic
turf, multi-use field. The year-round field would support baseball, softball, soccer,
lacrosse, and flag football. It would make Hogan Park the second city park to have
synthetic turf fields, and will provide greater insurance against inclement weather, thus
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Operations Committee Minutes
July 21, 2015
Page: 2
improving Kent's ability to attract tournaments that provide an economic boost to Kent.
Mr. Watling explained that although Wilson playfield's turf product has performed great,
Parks staff will review other products that are available at this time.
Through the State budget process the City was awarded $500K for three separate park
reinvestments. As a significant reinvestment for Hogan Park field, the total cost of the
project will be approximately $2M. The two other projects that fall under the State
grant are dock replacement at Lake Meridian, and Morrill Meadows Park expansion for a
possible future recreational facility.
B. Boyce moved to recommend council adopt the resolution authorizing the submittal of a
grant application to the Recreation and Conservation Office, to assist in funding the
conversion of Hogan Park baseball field number one to a synthetic turf, multi-use field.
D. Ralph seconded the motion,which passed 2-0.
7. 2015 LTGO REFUNDING BONDS
Finance Director Aaron BeMiller reported that staff has been working with the City's
financial advisor, Piper ]affray & Co, and Bond Counsel, Pacifica Law Group, on
refunding the 2006 and 2008A General Obligations bonds. For maximum flexibility, the
City has included the 2008A series in this refunding ordinance, however, it is unlikely
that market conditions will exist in which the City will refund the 2008A series in 2015.
Though included in this refunding Ordinance, the City is in no way obligated to refund
these bonds if it is not deemed desirable to do so. The principal balance remaining on
the 2006 bonds is $9.4M and $19.995M on the 2008A bonds.
Although this passed unanimously by Committee, a request was made that this be
placed on the next Council agenda under "Other Business".
B. Boyce moved to recommend Council adopt an Ordinance providing for the issuance of
one or more series of limited tax general obligation refunding bonds of the City in the
aggregate principal amount of not to exceed $30,000,000 to refund certain outstanding
limited tax general obligation bonds of the City and to pay costs of issuing the bonds;
providing the form and terms of the bonds; and delegating the authority to approve the
final terms of the bonds. D. Ralph seconded the motion, which passed 2-0.
S. MAY FINANCIAL REPORT
Mr. BeMiller informed members that May's numbers look good which align with how April's
numbers looked.
The meeting was adjourned at 4:32 p.m. by D. Ralph.
Jennifer Hays
Operations Committee Secretary
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FINANCE
� Aaron BeMiller, Director
�^ Phone: 253-856-5260
Fax 253-856-6255
Address: 220 Fourth Avenue S.
Kent,WA. 98032-5895
DATE: August 18, 2015
TO: Kent City Council Operations Committee
FROM: Aaron BeMiller, Finance Director
SUBJECT: New Accountant Position Title for City of Kent
MOTION: Authorize the Mayor to create an Accountant position title and
add such position to the City's approved classification/position list at the
salary range of AF34.
SUMMARY: The City's Finance Department and Human Resources Department
have worked together to create a new position for the City of Kent. The Finance
Department currently has a Senior Accountant position whom is responsible for a
significant body of work including, but not limited to, the production of the City's
Comprehensive Annual Financial Report (CAFR), coordinates the City's year-end
process, serves as the liaison with the State Auditor's Office, and interprets and
implements new GASB (Governmental Accounting Standards Board)
pronouncements.
To better organize work and improve efficiency, the Finance Department is
requesting a new Accountant position which will work closely with the Senior
Accountant. The result of the new position will be that some duties of the Senior
Accountant will be able to be shifted to this new position creating better workflow
and fewer bottlenecks especially during year-end and CAFR preparation.
Additionally, by working closely with our Senior Accountant, this position will gain
complex governmental accounting knowledge and experience necessary for the
continuation of services during any vacancy in the Senior Accountant position.
BUDGET IMPACT: There is no change in total FTE for the department; we have
converted an AF30, Finance Analyst, to this Accountant position at AF34. The
budgetary impact of this change, using the mid-range between an AF30 and AF34,
is $6,260 annually.
BACKGROUND: The job description of the requested position is included.
Kent Council Operations Committee Consolidating Budget Adjustment
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CITY OF KENT
POSITION DESCRIPTION
Position Inventory Number: 10071
Classification Specification: Accountant
Salary Range: AF 34
Position Description (Working Title): Accountant
Incumbent: Vacant
Location: Finance Department
GENERAL PURPOSE:
Under the direction of the Accounting & Reporting Manager or designee, incumbent
is responsible for performing professional accounting work requiring the application
of generally accepted accounting principles (GAAP) to a wide variety of difficult and
moderately complex accounting problems in accordance with established principles,
theories, concepts, and practices.
Work is characterized by senior professional analysis and technical accounting
duties and responsibilities requiring a significant level of accuracy while maintaining
critical timelines. Duties include, but are not limited to facilitation of the month-end
and assisting with year-end closing process, preparation of complex financial
reports, review and analysis of accounting systems; and providing technical
assistance to staff and customers.
Work is performed under limited supervision. Supervisor or designee sets the
overall objectives and resources available. Supervisor or designee work together
with incumbent to develop deadlines for project work to be completed. Incumbent
is frequently required to work under pressure to meet deadlines. Supervisor or
designee assists employee with unusual situations, which do not have clear
objectives or precedents. Work is evaluated for technical soundness, accuracy and
conformity to practice and policy.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Assist Senior Accountant with preparation of Comprehensive Annual Financial
Report (CAFR). Prepares statements, notes, statistical information, and
schedules for the CAFR) Coordinates with Senior Accountant in the year end
closing process, including the preparation, tracking, monitoring and
coordination of year end journal entries.
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Assure compliance with Generally Accepted Accounting Principles for
municipal enterprises and governments, city ordinances and policies, local,
state and federal laws.)
Facilitate the month end closing process. This will include review,
preparation and posting of month end journal entries, as well as tracking,
monitoring and coordinating other department's month end processes.
Maintain and track City-wide capital assets through the financial system and
Capital Asset system. This includes regular updates to the systems as assets
are purchased and disposed of.
Prepare and/or audit various financial reports for the City.
Perform a variety of professional accounting duties such as account analysis
and reconciliation.
Under the direction of Accounting & Reporting Manager and/or Senior
Accountant, assist in Debt portfolio maintenance.
Analyze accounting systems and make recommendations for the
development and modification of existing systems to improve procedures and
ensure conformity to policy and accounting principles.
Maintain a variety of accounts; prepare financial reports and statements in
accordance with federal, state, and local requirements.
Provides technical assistance and training to departments in accounting
related matters including GAAP and in the use of the City's financial system).
Train employees as required.
Actively support the vision, mission, values and behavior statements of the
department and the City.
PERIPHERAL DUTIES:
Perform a variety of related accounting and administrative support functions
as required.
Perform related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
KNOWLEDGE OF:
Generally Accepted Accounting Principles (GAAP)
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• Generally Accepted Audit Standards (GAAS)
• Government Accounting Standard Board Statements (GASB)
• Budgeting, Accounting and Reporting System (BARS)
• Municipal government policies, procedures, structure, applicable local, state
and federal laws, codes, regulations and ordinances.
• Internal & operational control concepts, techniques and relationships
• Principles and practices of governmental budgeting and accounting
procedures and practices.
• Current office practices, including PC and related software (Excel and Word in
Windows environment)(.
• Correct usage of English grammar, spelling, punctuation and vocabulary
• Research and analysis methods and techniques.
SKILLED IN:
• The use of systems software, spreadsheet software and computers to
develop complex spreadsheets to conduct financial analysis.
• Analyzing and understanding complex financial and related data;
identifying and describing current and emerging trends.
• Communicating effectively both orally and in writing
• Using effective interpersonal skills in a tactful, patient and courteous
manner.
• Speaking effectively and presenting financial information before groups of
outside individuals and City employees, managers or officials.
ABILITY TO:
• Work effectively on several projects concurrently
• Perform a wide variety of professional accounting duties
• Establish and maintain trust, confidence and effective working
relationships with co-workers, supervisors, and employees
• Work confidentially with discretion
• Meet schedules and time lines
• Work independently with little direction
• Define problems, collect data, establish facts and draw valid conclusions;
apply common sense understanding to solve practical and complex
problems; and deal with a variety of variables in situations where only
limited standardization exists.
• Read, interpret, apply and explain codes, rules, regulations, policies and
procedures
• Plan and organize work to meet schedule and timelines
EDUCATION AND EXPERIENCE REQUIRED:
Education: Bachelor's degree in Finance, Accounting, Economics or closely related
field; and
Experience: Two (2) years of professional level accounting experience in municipal
or government accounting, including analysis of complex financial
data. Professional level municipal accounting highly desired.
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Or: In place of the above requirements, the incumbent may possess any
combination of relevant education and experience which would
demonstrate the individual's knowledge, skill and ability to perform the
essential duties and responsibilities listed above.
LICENSES AND OTHER REQUIREMENTS:
Certified Public Accountant (CPA) or Certified Management Accountant (CMA),
preferred
Must have experience in complex financial accounting
MACHINES, TOOLS AND EQUIPMENT USED:
Typical business office machinery and equipment used include, but are not limited
to, personal computer including spreadsheet, database, and word processing
software, printers, telephone, fax machine, copy machine, calculator, and
typewriter.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met
by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit;
use hands to finger, handle, or feel; and talk and hear. The employee is frequently
required to type on a keyboard. The employee is occasionally required to stand;
walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or
crawl. The employee must occasionally lift and/or move up to 30 pounds.
Specific vision abilities required by this job include close, distance, color, and
peripheral vision; depth perception; and ability to adjust focus.
WORKING CONDITIONS:
Work is performed in a typical office environment, subject to multiple interruptions
by other employees, phones and interoffice activities. While performing the duties
of this job, the employee may be exposed to individuals who are difficult, irate or
hostile. The noise level in the work environment is usually moderate.
SIGNATURES:
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Incumbent's Signature Date Supervisor's Signature Date
Approval:
Department Director/Designee Date Human Resources Director/Designee Date
"Note: This document will be reviewed and updated annually at the time of
the employee's performance appraisal; when this position becomes
vacant; or, if the duties of this position are changed significantly.
Revised: 6/19/2015
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FINANCE
Aaron BeMiller, Director
• Phone: 253-856-5260
'�✓" T �4 Fax 253-856-6255
WxLril < Yl u
Address: 220 Fourth Avenue S.
Kent,WA. 98032-5895
DATE: August 18, 2015
TO: Kent City Council Operations Committee
FROM: Aaron BeMiller, Finance Director
SUBJECT: 2008A Bond Proceeds
MOTION: NO MOTION REQUIRED; DISCUSSION ONLY.
SUMMARY: The City sold bonds in the amount of $24,000,000 in 2008 to fund a
variety of projects. Those projects include improvements at the ShoWare Center,
the IT Technology Plan, upgrades to the Municipal Court, sidewalk renovations,
street improvements, and the East Hill Operations Center.
Finance will be discussing the remaining balance available from those bonds and
our recommendation of the best course of action moving forward.
BUDGET IMPACT: There is no expected budget impact.
BACKGROUND: N/A
Kent Council Operations Committee Consolidating Budget Adjustment
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FINANCE
Aaron BeMiller, Director
Phone: 253-856-5260
�rri0' - T �.rNt,yaa Fax 253-856-6255
Wnftw� �lnY I r
Address: 220 Fourth Avenue S.
Kent,WA. 98032-5895
DATE: August 18, 2015
TO: Kent City Council Operations Committee
FROM: Aaron BeMiller, Finance Director
SUBJECT: LID (Local Improvement District) Fund
MOTION: NO MOTION REQUIRED; DISCUSSION ONLY.
SUMMARY: The City's LID (Local Improvement District) Fund is used to record
any special assessments resulting from the formation of an LID for a specific
project. Finance will discuss the City's current accounting practice related to LID
projects and bond payments.
BUDGET IMPACT: Finance will include a budget increase for the LID fund in the
3rd quarter supplemental budget adjustment. This increase is necessary for the City
to move the Street Operating monies back into the Street Operating Fund.
BACKGROUND: N/A
Kent Council Operations Committee Consolidating Budget Adjustment