HomeMy WebLinkAboutCity Council Committees - Operations Committee - 01/02/2013
Operations Committee Agenda
Councilmembers: Dennis Higgins * Jamie Perry * Les Thomas, Chair
Unless otherwise noted, the Operations Committee meets at 4:00 p.m. on the first and third Tuesday 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 Satwinder Kaur 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.
January 2nd, 2013
4:00 p.m.
Item Description Action Speaker Time Page
1. Approval of Minutes YES 1
Dated December 4th, 2012.
2. Approval of Check Summary YES
Report dated 12/1/2012 through
12/15/2012.
3. Integra Telecommunications YES Mike Carrington 10 Mins 5
Contract- Authorize.
4. Worksite Wellness agreement to YES Becky Fowler 5 Mins 13
administer City's wellness program-
Authorize
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OPERATIONS COMMITTEE MINUTES
December 4, 2012
Committee Members Present: Les Thomas, Chair, Dennis Higgins and Jamie Perry
The meeting was called to order by L. Thomas at 4:03 p.m.
1. APPROVAL OF MINUTES DATED NOVEMBER 20, 2012.
J. Perry moved to approve the Operations Committee minutes dated
November 20, 2012. D. Higgins seconded the motion, which passed 3-0.
2. APPROVAL OF CHECK SUMMARY REPORT DATED NOVEMBER 1, 2012 THROUGH
NOVEMBER 15, 2012.
D. Higgins moved to recommend that the City Council approve the Check Summary
Report dated November 1st, 2012 thru November 15th, 2012. J. Perry seconded the
motion, which passed 3-0.
3. 2012 4CULTURE SITE SPECIFIC KING COUNTY PERFORMANCE NETWORK GRANT-
ACCEPT.
R. Billerbeck presented the grant for the City Council to accept. The grant is funded by 4Culture arts
based on the projects. The Kent Arts commission was awarded $6,500 in Site Specific King County
Performance Network Funding. This funding supported the development and presentation of artists as
part of the Earthworks Tour Inaugural Ride in June 2012.
J. Perry moved to recommend accepting the Site Specific King County Performance Network
grant from 4Culture in the amount of $6,500, amend the budget, and authorize expenditure
of funds in accordance with the grant agreement. D. Higgins seconded the motion, which
passed 3-0.
4. FEDERAL LOBBYIST 2013 CONSULTANT SERVICES AGREEMENT-AUTHORIZE.
B. Wolters presented the renewal of annual agreement for Federal Lobbyist consultant with VanNess
Feldman, Attorneys at law. The firm understands the city’s financial position so decided to cut down
the cost to $56,000. The firm will provide representation to secure Congressional and Executive
Branch support to replace, repair, certify and accredit the Green River Levee system in the city.
J. Perry wants to get a report of what could be done with the money they are getting. B. Wolters
replied that B. McMakin and answer any questions when he comes back from DC. L. Thomas pointed
out the error in amount on page 20 and correction was made.
D. Higgins moved to recommend Council to authorize the Mayor to sign the Consultant
Services Agreement with VanNess Feldman, Attorneys at Law representing the City of Kent
as our Federal Lobbyist, not to exceed $56,000, subject to final terms and conditions
acceptation to the City Attorney. J. Perry seconded the motion, which passed 3-0.
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Operations Committee Minutes
December 4, 2012
Page: 2
5. KENT DOWNTOWN PARTNERSHIP 2013 CONSULTANT SERVICES AGREEMENT-
AUTHORIZE.
B. Wolters presented the annual contract between City of Kent and Kent Downtown Partnership. The
amount of the contract is the same as last year. The City of Kent is a stable source of funding for the
KDP. The 2013 contract amount will be $33,600. The services will include increase participation in the
Main Street B&O tax Incentive, Historical downtown vibrancy, sustain the downtown businesses, grow
membership and promote downtown as a destination.
J. Perry wanted to know if there is a way to measure results of the agreement. B. Wolters said that
the city can look at the work progress and see what was done for the year for the $33,600.
J. Perry moved to recommend the City Council to authorize the Mayor to sign an Agre ement
for the 2013 Consultant Services Agreement with Kent Downtown Partnership in the
amount not to exceed $33,600, subject to final terms and conditions acceptable to the
Economic and Community Development Director and the City Attorney. D. Higgins secon ded
the motion, which passed 3-0.
6. HAZARDOUS SUBSTANCE AND PETROLEUM BROWNSFIELDS ASSESSMENT
CONSULTANT SERVICES AGREEMENT- AUTHORIZE
B. Wolters explained that City of Kent was awarded two individual EPA grants worth $200,000 each.
The total amount of the contract with Stantec Consultant would be $385,000. The company was
selected from six other consultant firms who submitted through our RFQ process. Stantec is a well
respected engineering firm and has experience in Brownfield clean up. The same firm was also
selected by 3 other cities.
Stantec would implement our community wide Brownfield assessment and it will take approximately
three years to complete. The firm will help in the redevelopment and clean up of the site.
D. Higgins moved to recommend that the Mayor be authorized to enter into a contract with
Stantec Consultant Services, not to exceed $385,000, for the purpose of conducti ng a
community-wide assessment for Hazardous Substance and Petroleum Brownfields with
terms and conditions acceptable to both the Economic And Community Development
Director and the City Attorney. J. Perry seconded the motion, which passed 3-0.
7. GROUP HEALTH COOPERATIVE 2013 AGREEMENT- AUTHORIZE.
B. Fowler presented the annual contract for Group Health Cooperative with City of Kent. There are 43
families on the plan currently.
D. Higgins added that the Council will be working on control ling the healthcare cost at the retreat in
the spring of 2013.
J. Perry moved to recommend the City council to authorize the mayor to sign the 2013
group health cooperative contract for the city’s insured HMO plan an amount not to exceed
$453,541, subject to terms and conditions acceptable to the Human Resources Director and
the City Attorney. D. Higgins seconded the motion, which passed 3-0.
8. STOP LOSS COVERAGE-INFORMATION ONLY.
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Operations Committee Minutes
December 4, 2012
Page: 3
B. Fowler said that the city uses third party administrator for individual and agreegate stop loss
coverage, Lifewise Assurance Company. Lifewise’s preliminary renewal increase came in at 26.9% for
2013. So the city will be going out to bid for the 2013 contract. The contract will not be authorized by
council until after the first of the year.
9. OCTOBER SUMMARY FINANCIAL REPORT-INFORMATION ONLY.
B. Nachlinger reviewed the financial summary report for the month of October. He reported that there
is an increase in the Fund Balance. As for the General fund, the revenues are two-tenth of 1% under
the budget and expenditures are 1.6% under the budget. At the end of the year, 950,000 can be
expected to be added to the fund balance. Sales tax was declining in June and July but has been on
budget lately. The utility funds are doing pretty well.
The meeting was adjourned at 4:45 p.m. by L. Thomas.
___________________
Satwinder Kaur
Operations Committee Secretary
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INFORMATION TECHNOLOGY
Mike Carrington, Director
Phone: 253-856-4600
Fax: 253-856-4700
220 4th Avenue South
Kent, WA. 98032
City of Kent Information Technology
DATE: January 2, 2013
TO: Operations Committee
FROM: Mike Carrington, IT Director
SUBJECT: Integra Telecommunications Contract
SUMMARY: Beginning in June, 2012, the Information Technology (IT) Department
started working with the Cenergi Corporation to identify ways to consolidate Kent’s
telecom service costs, providers and/or services. Complementing that goal was our
desire to reduce the associated overhead time and cost spent on voice, wireless and
data service billing activities in the IT department on behalf of the entire city.
As a potential value proposition for Cenergi (including no assessment cost born by the
City) they would be reimbursed by any telecom service provider that could successfully
petition for and ultimately secure our new or prospective business. Cenergi petitioned
multiple telecom vendors on our behalf for cost quotes/estimates, existing service
provisions for current facilities located throughout the city, and the potential for brining
under-serviced or new installations on-line.
Contracting for these core services will save the City approximately $22,000 per year
over the previous contract for a total three-year contract savings of approximately
$66,000. In addition, associated overhead time and cost savings through
consolidating related paperwork processing being performed by internal staff will free
those folks up to do other high priority activities that have thus far been neglected.
Based on the associated analysis performed and the anticipated cost savings, IT is
requesting to move forward with securing a contact with Integra Telecom for our
future telecom services.
BUDGET IMPACT: Funding for telecommunications services was approved as a part of
the 2013-2014 biennial budget.
MOTION: Recommend authorizing the Mayor to enter into a three-year
contract with Integra Telecommunications for telecommunication services in an
amount not to exceed $303,050.67.
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BENEFITS DIVISION
Becky Fowler, Manager
Phone: 253-856-5290
Fax: 253-856-6270
400 West Gowe
Kent, WA 98032
City of Kent Employee Services Department
Sue Viseth, Director
DATE: January 2, 2013
TO: Operations Committee
FROM: Becky Fowler, Benefits Manager
THRU: Lorraine Patterson, Human Resources Director
SUBJECT: Worksite Wellness 2013/14 Contract
MOTION: To recommend that the Mayor be authorized to enter into the
2013-14 Worksite Wellness contract for the city’s wellness program, subject
to approval of final terms and conditions by the City Attorney.
SUMMARY: The City completed a Request for Proposal (RFP) for a consultant to
provide professional services and support for the purpose of designing, implementing
and maintaining an innovative and engaging wellness program. The Health Care
Committee comprised of union officials and a representative from the non-represented
group recommended Worksite Wellness to Administration as the consultant for the
employee’s wellness program. Worksite Wellness was approved by Administration for
Council authorization. The wellness program is budgeted in the health and wellness
fund.
BUDGET IMPACT: $40,000.
BACKGROUND: There were five companies who responded to the City’s Request for
Proposal (RFP) for a wellness consultant. The vision for the city’s program was to
increase the level of employee health awareness and engagement and to help them
understand the effect that certain behaviors have on personal health and overall
wellness (physical, mental, financial, and emotional, etc.). The committee also
required the consultants to be able to measure the return on investment for the city
and were open to suggestions and methods on how best to measure Return on
Investment (ROI) to save money overall.
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