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HomeMy WebLinkAboutCity Council Committees - Operations - 10/06/2015 E„NT q� w, OPERATIONS COMMITTEE MINUTES October 6, 2015 Committee Members Present: Les Thomas, Chair, Dana Ralph and Bill Boyce. The meeting was called to order by L. Thomas at 4:06 p.m. 1. ROLL CALL. 2. CHANGE TO AGENDA. There are no changes to the agenda. 3. APPROVAL OF THE CHECK SUMMARY REPORTS DATED 8/16/2015 THROUGH 8/31/2015 AND 9/1/2015 THROUGH 9/15/2015. D. Ralph moved to approve the check summary report dated 8/16/2015 through 8/31/2015 and 9/1/2015 through 9/15/2015. B. Boyce seconded the motion, which passed 3-0. 4. APPROVAL OF MINUTES DATED SEPTEMBER 1, 2015. B. Boyce moved to approve the Operations Committee minutes dated September 1, 2015. D. Ralph seconded the motion, which passed 3-0. S. AGREEMENT WITH CDW GOVERNMENT, LLC TO PURCHASE OFF AWARDED TECHNOLOGY CONTRACT. Information Technology Director Mike Carrington and Technical Services Manager James Endicott made a request that would allow the City to take advantage of King County Directors Association's pricing for the current purchase and upgrade of 53 Mobile Device Computers for the Kent Police Department in the amount of $142,766.10. Purchases would include tablets, docking stations, and vehicle adapters. Additionally, authorization was sought for future purchases that may be needed on other City projects through the term of CDW Government, LLC (CDW) contract, if those purchases are within established budgets. If a purchase requires funds outside of an approved budget, Council approval would be required. This request's budget impact has been approved as part of the 2015-2016 biennial IT Capital Budget allocations. D. Ralph moved to recommend Council to authorize the Mayor to sign an Agreement with CDW Government, LLC to purchase 53 Mobile Data Computers in the amount of $142,766.10, and to authorize the future purchase of additional technology products through the Agreement's term if those purchases are within established budgets. B. Boyce seconded the motion, which passed 3-0. Operations Committee Minutes October 6, 2015 Page: 2 6. KING COUNTY 2016 ANIMAL SERVICES. Parks, Recreation and Community Services Director Jeff Watling updated the committee members on the recent 2016 Animal Services projected costs that King County recently provided. There is a consistent trend of county field and sheltering services increasing while city license revenue is not. That said, the City and County are collaborating on a strategic outreach and marketing agreement. King County Regional Services Manager Dr. Gene Mueller explained a successful outreach strategy that has worked in other cities for reducing net cost for animal services. The County will provide low cost, short term employees that will go door-to- door explaining the requirements and benefits to licensing a resident's pet(s). In the event the resident's pet is not licensed, county staff can provide a free, temporary license at that time. This outreach service is not an enforcement action nor is staff animal control officers. In other cities there has been a low complaint rate as this is an educational service. As a side note, when a resident purchases a license for their pet the fee is applied towards reducing the City's net expense to the County. 7. CITY INVESTMENT REPORT. Finance Director Aaron BeMiller, Accounting Manager Lavinna Brennecke and Senior Analyst Joe Bartlemay provided a quarterly update to the diversified investment strategies as prescribed by the investment policy that summarizes the portfolio's average rate of return, market value and average maturity. Per the investment policy, the City has created an advisory investment committee comprised of the Mayor (or designee), one member of the City's Operations Committee, the Public Works director, and Finance director; the committee meets quarterly. Mr. Bartlemay explained as of June 30, 2015, the City had approximately $88 million in its investment portfolio as a total. About $80 million of that is in the local government investment pool which is very safe, very liquid and can get cash in or out on any day as needed. There are a couple investments that have been on the books for a number of years with relatively high interest rates with yields of 8.8 and 8.5 percent yields. There's one CD on the books for the insurance fund and about $8 million in new government securities to increase the average yield with staggered maturities with an average rate of return of one and two-thirds percent and average days to maturity is just under three years. Members noted that this is a great team to work with and appreciates the level of detail provided. S. JULY 2015 FINANCIAL REPORT. Mr. BeMiller provided details to the July monthly forecast. Although numbers are a bit old, information does show the City being in a positive position. The general fund overview is expected to come in above revenue estimates by about $822,000 and below the expenditures budget of about $678,000. Combined, both are a positive of about Operations Committee Minutes October 6, 2015 Page: 3 $1.5 million. The City, for 2015, budgeted a $500,000 gap and will use the fund balance to pay for the ShoWare Center transfer portion including midyear adjustments that add about $368,000. The City started with a negative $868,000 and has caught up by $1.5 million creating a positive of $632,000. Using the Mayor's 2016 proposed budget, 10 percent has been achieved for available fund balance assuming numbers keep coming in as estimated which is a positive sign. Another report highlight was the sales tax portion as being very strong at seven percent above budget. 9. QUARTERLY PROCUREMENT REPORT. Chief Administrative Officer Derek Matheson updated committee members on the adopted May 2015 procurement ordinance that has a central feature that raises the Mayor's purchasing authority from $25,000 to $65,000. This feature requires staff to provide a quarterly report to their respective committee on contracts, including real- estate agreements, above $25,000 not previously approved by Council. The current report covers third quarter of 2015 and the final two weeks of the second quarter which falls between when the ordinance took effect to when the third quarter began. There are nine contracts that fall within this range. Members agreed that the report is exactly what they requested. The fourth quarter report will be presented January 2016. The meeting was adjourned at 4:37 p.m. by L. Thomas. r Jennifer Hays Operations Committee Secretary