HomeMy WebLinkAboutCity Council Committees - Operations Committee - 08/19/2008 (2)
Operations Committee Agenda
Councilmembers: Debbie Raplee*Les Thomas*Tim Clark, Chair
Unless otherwise noted, the Operations Committee meets at 4:00 p.m. on the 1st and 3rd
Tuesdays of each month. Council Chambers East, Kent City Hall, 220 4th Avenue South,
Kent, 98032-5895. Dates and times are subject to change. For information please contact
Nancy Clary 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 the Washington Telecommunications Relay Service at 1-
800-833-6388.
August 19, 2008
4:00 p.m.
ItemDescription Action Speaker Time Page
1. Approval of minutes YES 1
dated August 5, 2008
2. Approval of vouchers dated YES Bob Nachlinger
August 15, 2008
3. Advanced Broadcast Solutions in YES Mike Carrington 10 Min. 5
Support of IT Multimedia Digital
Upgrade project at cost of $32,125.50
4. Bridge Consulting in support of YES Mike Carrington 10 Min 7
IT Multimedia Digital Upgrade
Project at cost of $40,000
5. Receipt of goods from Avanti YES Mike Carrington 10 Min 9
Computer Systems in support of
IT Multimedia Workflow Management
Information System at cost of
$44,348.90
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OPERATIONS COMMITTEE MINUTES
AUGUST 5, 2008
Committee Members Present: Ron Harmon, Tim Clark, and Les Thomas
The meeting was called to order by Tim Clark at 4:04 p.m.
1. APPROVAL OF MINUTES DATED JULY 15, 2008
Thomas moved to approve the minutes of the July 15, 2008, Operation
Committee meeting. Harmon seconded the motion, which passed 3-0.
2. APPROVAL OF VOUCHERS DATED JULY 15, 2008 AND JULY 31, 2008
Finance Director Bob Nachlinger presented the vouchers for July 15, 2008, and July 31,
2008 for approval.
Thomas moved to approve the vouchers dated July 15, 2008 and July 31, 2008.
Harmon seconded the motion, which passed 3-0.
3. APPROVAL OF THE ISSUANCE OF $24 MILLION IN LTGO BONDS
Finance Director Bob Nachlinger presented the memo for approval of the issuance of $24
million in LTGO bonds. Nachlinger advised that the City’s authorized 2008 budget
contains the plan to issue $20 million in LTGO debt for the East Hill Shops, the
Technology Plan and Downtown Sidewalks. Other projects have surfaced and need
funding during this year. Nachlinger noted that in an effort to be conservative in the
amount of the total increase requested, a reduction was made to the original request
amounts needed for the next two years on the planned projects. The completion of the
Events Center and the required renovations to the Municipal Court, with the reduction in
the existing projects result in a request for the $24 million. Concerns were raised
regarding the need of additional funding of capital projects. Chief Administrative Officer
John Hodgson noted that the Long Term Capital 20 Year Plan will be presented at the
August 19, 2008 City Council Workshop. Deputy Public Works Director Tim Laporte
addressed Levee replacement concerns. The City is working funding issues with
Lobbyist. Questions were raised regarding certification from FEMA and whether it
requires a 100% replacement, or if the project can be split into 2 segments over the
next 10 years. Nachlinger further advised that the 2008 budget impact of these bonds
will result in interest payments of approximately $330,000. The total cost of these
bonds over their 18 year life is anticipated to be $36.97 million, consisting of the $24
million in principal and $12.97 million in interest. Questions were raised by the
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Operations Committee Minutes
August 5, 2008
Page: 2
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committee which both Nachlinger and Hodgson responded to. Clark opposed and stated
that he feels we are putting the cart before the horse in terms of reaching back on the
Kent Events Center and going beyond the contingency funding to basically try and deal
with some of the issues. Clark also noted that he has a problem with the uncertainty of
some of the other capital needs we have. Another issue is the uncertainty in terms of
the funding of the levee. Harmon stated it is imperative that we go ahead and finish the
Kent Events Center and that we finish it in a first class manner to be able to go ahead
and derive the maximum amount of revenue for our investment, so he supports the
motion.
Thomas moved to recommend that the City Council authorize the issuance of
$24 million in Limited Tax General Obligation Bonds. Harmon seconded the
motion, which passed 2-1. Clark opposed.
4. CONSOLIDATING BUDGET ADJUSTMENT ORDINANCE FOR ADJUSTMENTS
BETWEEN JANUARY 1, 2008 AND JUNE 30, 2008
Finance Director Bob Nachlinger presented the Consolidating Budget Adjustment
Ordinance for Adjustments Between January 1, 2008 and June 30, 2008. Nachlinger
advised that authorization is requested to approve the technical gross budget
adjustment ordinance totaling $12,213,824 for budget adjustments made between
January 1, 2008 and June 30, 2008. The net amount, excluding transfers and internal
service charges, is $12,143,324. Please note that $11,236,463 was previously approved
by Council. These were primarily for projects. The revenues budget will increase by
$12,428,970 or $215,146 more than the adjustment to the expenditure budget. The
budget impact is $977,361. The net amount of $977,361 not yet approved by Council,
is for the allocation of dedicated revenues and authorizing expenditures. The most
significant change is $250,000 for increased fuel costs. Questions were raised by the
Committee which Nachlinger responded to.
Thomas moved to recommend Council approve the consolidating budget
adjustment ordinance for adjustments made between January 1, 2008 and
June 30, 2008 totaling $12,213,824. Harmon seconded the motion, which
passed 3-0.
4. 2ND QUARTER 2008 FINANCIAL SUMMARY
Finance Director Robert Nachlinger presented a brief review of the 2nd Quarter 2008
Financial Summary Report for informational purposes only.
The meeting adjourned at 4:47 p.m.
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INFORMATION TECHNOLOGY DEPARTMENT
Mike Carrington, Director
Phone: 253-856-4607
Fax: 253-856-4700
220 Fourth Avenue S.
Kent, WA. 98032-5895
August 19, 2008
TO: Kent City Council – Operations Committee
FROM: Mike Carrington, Information Technology Director
THROUGH: n/a
SUBJECT: Goods & services ratification – Advanced Broadcast Solutions
MOTION: Move to recommend that Council ratify the receipt and completion of
goods and services from Advanced Broadcast Solutions in support of the IT
Multimedia Digital Upgrade project at a cost of $32,125.50.
SUMMARY
In support of the digital upgrade project, the following list of integrations, installations,
and furniture acquisitions were completed:
1. Multimedia System Integration
Coupling and integration of new digital systems for video capture, broadcast, non-
linear editing, and video bookmarking. This functionality allows for the continued
capture, editing, and broadcast of channel 21 council meetings, special programs,
and public education and government programming.
2. Capture, Editing, and Broadcast Furniture
Evaluation, selection and installation of complimentary equipment racks, cabling and
multimedia programming/production furniture.
DETAIL
The primary function of this project was to secure a vendor who could install and
integrate the digital upgrade products that were selected to support multiple multimedia
systems being deployed. This work included the need to utilize components of the
existing system throughout the installation. Ancillary tasks also included physical clean-
up and reorganization of the original installation. These activities provide for the
establishment of a safe, ergonomic and efficient video and audio production
workspace/environment for City staff.
BUDGET IMPACT
Funding for these efforts fell within the scope of the 2007 Interim Tech Plan, adopted as
part of the City of Kent 2007 Final Budget.
Kent City Council - Operations Committee Digital upgrade integration,
February 5, 2008 installation, and furniture ratification
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INFORMATION TECHNOLOGY DEPARTMENT
Mike Carrington, Director
Phone: 253-856-4607
Fax: 253-856-4700
220 Fourth Avenue S.
Kent, WA. 98032-5895
August 19, 2008
TO: Kent City Council – Operations Committee
FROM: Mike Carrington, Information Technology Director
THROUGH: n/a
SUBJECT: Consulting services ratification – Bridge Consulting
MOTION: Move to recommend that Council ratify the completion of professional
services by Bridge Consulting in support of the IT Multimedia Digital Upgrade
project at a cost of $40,000.
SUMMARY
In support of the digital upgrade project, the following services were rendered:
1. Project Management
Project management oversight, risk mitigation and schedule coordination, milestone
tracking, and project status reporting.
2. Business Requirements Gathering
Capture, evaluation, and prioritization of business and software requirements.
3. Business Process Reengineering
Customer workflow gap analysis coupled with business process efficiency
assessments. Business process change suggestions based on time, budget,
management and staff priorities.
4. Contract Management
Vendor contract outlines, drafts and negotiation support.
DETAIL
In our efforts to transition the Multimedia Division from outdated and failing analog
equipment to more modern digital video and audio infrastructure, effective and efficient
project management became a critical project success factor. Bridge Consulting
Services successfully provided this discipline throughout the duration of several phases
of the digital upgrades. Services have since been rendered and we are looking for
Council’s ratification of those services based on staff recommendation and successful
project completion.
BUDGET IMPACT
Funding for these services fell within the scope of the 2007 Interim Tech Plan, adopted
as part of the City of Kent 2007 Final Budget.
Kent City Council - Operations Committee Digital Upgrade & MM Workflow Management
February 5, 2008 1
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INFORMATION TECHNOLOGY DEPARTMENT
Mike Carrington, Director
Phone: 253-856-4607
Fax: 253-856-4700
220 Fourth Avenue S.
Kent, WA. 98032-5895
August 19, 2008
TO: Kent City Council – Operations Committee
FROM: Mike Carrington, Information Technology Director
THROUGH: n/a
SUBJECT: Goods receipt ratification – Avanti Computer Systems
MOTION: Move to recommend that Council ratify the receipt of goods from
Avanti Computer Systems in support of the IT Multimedia Workflow
Management Information System at a cost of $44,348.90.
SUMMARY
In support of the Multimedia workflow management project, the following goods were
received:
1. Avanti Workflow Management Software
Graphic design, print and video recording customer request fulfillment software.
Feature set includes: Accounting, real-time budget tracking, time tracking,
performance measures, cost accounting, staging/workload estimates, web orders,
web approvals, fulfillment/job status, job cost estimating and reporting.
DETAIL
In support of Multimedia’s ability to fulfill staff requests for graphic design, print and
video recording services we’ve deployed the first phase/components of the Avanti
Workflow Management system. The strategic goal behind this project is to enable
efficient and effective use of multimedia resources while improving customer service.
The Avanti software will allow multimedia to efficiently receive staff orders for graphic
design, printing and video recordings through a web based interface, estimate the cost
of those requests, evaluate alternative solutions that might save staff time, cut delivery
time and/or save money, track the progress and cost of a request’s fulfillment process
and then proactively notify the customer of job completion.
Return on investment (ROI) analysis during the planning stage of the project forecasted
a 2-3 year payoff for the total overall cost of the project (software & consulting) and a
staff time dollar savings of approximately $56,000 annually after break even.
Note: Ten year cumulative ROI = ~$442,800.
BUDGET IMPACT
Funding for this project fell within the scope of the 2007 Interim Tech Plan, adopted as
part of the City of Kent 2007 Final Budget.
Kent City Council - Operations Committee Digital Upgrade & MM Workflow Management
February 5, 2008 1
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