HomeMy WebLinkAboutCity Council Committees - Operations Committee - 11/05/2013
OPERATIONS COMMITTEE MINUTES
November 5, 2013
Committee Members Present: Les Thomas, Chair, Dennis Higgins with concurrence from
Jamie Perry.
The meeting was called to order by L. Thomas at 4:00 p.m.
1. APPROVAL OF MINUTES DATED OCTOBER 15, 2013.
D. Higgins moved to approve the Operations Committee minutes dated
October 15, 2013. L. Thomas seconded the motion with concurrence from J. Perry, which
passed 3-0.
2. APPROVAL OF CHECK SUMMARY REPORTS DATED 10/1/2013 THROUGH
10/15/2013.
D. Higgins moved to approve the check summary reports dated 10/1/2013 through
10/15/2013. L. Thomas seconded the motion with concurrence from J. Perry and it passed
3-0.
3. PREFERRED COPIER SYSTEMS | MAINTENANCE CONTRACT FOR CITY
MULTIFUNCTION COPIER/PRINTER DEVICES - AUTHORIZE.
D. Drake presented the contract with Preferred Copier Systems for maintenance of the City fleet of
Ricoh Multifunction Copier/Printer Devices. The city had a five year lease to own Agreement with
ABS Ricoh, which is now expired. An RFP was issued and three vendors responded. Preferred
Copier Systems was selected as the best option based on the costs and services analysis. Preferred
Copier systems is a local Kent Company and is highly qualified for the job. This item was already
allocated in the budget so it will not be an additional cost.
D. Higgins moved to recommend the council authorize the Mayor to sign a Goods
and Services Agreement with Preferred Copier Systems in an amount not to exceed
$150,000 over 12 months for maintenance of the city fleet of Ricoh Multifunction
Copier/Printer Devices (MFDs) subject to terms and conditions acceptable to the
City Attorney and Information Technology Director.
4. RESOLUTION AUTHORIZING THE WRITE-OFF OF UNCOLLECTABLE ACCOUNTS.
B. Nachlinger requested that the committee members authorize the write-off of uncollectable
accounts. These accounts have already been fully reserved as doubtful accounts so there is no
budget impact. The accounts include a 1979 water charge in lieu of assessment and damages to
city owned vehicles.
D. Higgins moved to recommend the council approve the ordinance authorizing the
write-off of collectable accounts in the amount of $34,492.29.
Operations Committee Minutes
November 5, 2013
Page: 2
5. SEPTEMBER FINANCIAL SUMMARY PACKET.
B. Nachlinger presented the September Financial Summary packet. He informed the committee
members that ending fund balance will grow by $3.9 million. Sales tax collection is up 3.6% from
the same period in 2012. Utility tax is estimated to end the year slightly under budget whereas
property tax is projected to end the year very close to budget.
The meeting was adjourned at 4:21 p.m. by L. Thomas.
___________________
Satwinder Kaur
Operations Committee Secretary