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HomeMy WebLinkAboutCity Council Committees - Operations Committee - 08/19/2008 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 This page intentionally left blank 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 11 Operations Committee Minutes August 5, 2008 Page: 2 _________________________________________________________________________________ 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. 22 3 This page intentionally left blank 44 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 1 55 This page intentionally left blank 66 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 77 This page intentionally left blank 88 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 99