The URL can be used to link to this page

Home My WebLink AboutCity Council Committees - Kent City Council - 10/27/2020 Approved Kent City Council - Committee of the Whole Committee of the Whole - Regular Meeting Minutes October 27, 2020 Date: October 27, 2020 Time: 4:00 p.m. Place: THIS IS A REMOTE MEETING 1. CALL TO ORDER Council President Troutner called the meeting to order. 2. ROLL CALL Attendee Name Title Status Arrived Toni Troutner Council President Present Bill Boyce Councilmember Present Brenda Fincher Councilmember Present Satwinder Kaur Councilmember Present Marli Larimer Councilmember Present Zandria Michaud Councilmember Present Les Thomas Councilmember Present Dana Ralph Mayor Present 3. AGENDA APPROVAL No changes to the agenda. 4. DEPARTMENT PRESENTATIONS A. INFO ONLY: Federal Way Link Extension - Right-of-Way Dedications and Street Vacations Link Light Rail Liaison, Kelly Peterson provided a presentation on the Federal Way Link Extension right-of-way vacations and dedications. He reviewed the design build project which is over 7 miles in length. Peterson indicated that two street vacations near Star Lake Station are required for both Star Lake Station and a stormwater pond. Peterson discussed the process for both vacations and right-of-way dedications, to include application, public hearing and the requirement of Council action. B. Payment of Bills - Authorize MOTION: Approve the payment of bills received through 10/15/20 and paid on 10/15/20 and approve the checks issued for payroll 10/1/20-10/15/20 and paid on 10/20/20, all audited by the Committee of the Whole on 10/27/20. Kent City Council - Committee of the Whole Committee of the Whole - Regular Meeting Minutes October 27, 2020 Kent, Washington Page 2 of 5 RESULT: RECOMMENDED TO COUNCIL BY CONSENSUS Next: 11/3/2020 5:00 PM C. INFO ONLY: August and September Financial Reports Financial Planning Manager, Michelle Ferguson provided the September Financial Report. She reviewed the general fund revenues as well as other fund revenues with a year-to-year monthly comparison chart. The City has received $69.3 million in revenues through September, with taxes making up about 82% of those revenues. At this point last year, taxes made up about 75% of the revenues, the increase is not a tax increase but it is due to a decrease in other revenues in licenses and permits, intergovernmental revenue, charges for services, fines and forfeitures and miscellaneous revenues. Councilmember Boyce inquired about the Sales and Use Tax being lowered. Ferguson indicated it is due to losing the annexation sales tax credit and a portion of the Criminal Justice Sales Tax moving back to criminal justice fund. D. INFO ONLY: Workday Update Project Manager, Annette Pape and Business Process Analyst, Kari Endicott provided an update on the Workday Project. This project will systematically resolve the City's human capital management and automation "pay" related issues and needs with a focus on HR, Finance, IT and the enterprise timekeeping function. The target deployment for this project is December 16, 2020. The project is on budget and no additional budget requests of Council are expected. Pape reviewed milestones and next steps for this project including ongoing all user training. Councilmembers Boyce and Larimer gave kudos to the team for a job well done on this project. E. West Hill Reservoir - Kronisch Property Lot Line Elimination - Authorize Public Works Design Engineer, Drew Holcomb discussed briefly the Sumner grade fire in Sumner and Bonney Lake. He noted that Kent is not immune from a similar major fire event, which only solidifies the importance of the West Hill Reservoir on the Kronisch Property. Holcomb indicated that the West Hill reservoir is only one portion of many projects in the West Hill to improve the reliability of the West Hill water system. Kent City Council - Committee of the Whole Committee of the Whole - Regular Meeting Minutes October 27, 2020 Kent, Washington Page 3 of 5 Holcomb spoke about the lot line adjustments on the Kronisch property necessary to construct the West Hill reservoir. The property is currently split into three parcels and what is being requested is to consolidate all of them into one parcel. Councilmember Boyce inquired about a communication plan for nearby residents. Holcomb indicated that the Communications team is working on that and information will be coming out shortly. MOTION: Authorize the Mayor to sign the Lot Line Elimination necessary to construct the West Hill Reservoir on the Kronisch Property, in a form acceptable to the Interim Public Works Director and City Attorney. RESULT: RECOMMENDED TO COUNCIL BY CONSENSUS Next: 11/3/2020 5:00 PM F. Restrictive Covenant for the South 224th Street Projects Wetland Mitigation - Authorize Public Works Environmental Specialist, Meara Heubach spoke about a covenant to protect one of the last natural areas in the valley. The wetland mitigation project for South 224th Street will enhance 4.91 acres of degraded wetland by removing invasive weeds, grading to improve hydrologic function, and planting a mix of native shrubs, trees, and wetland plants. The restrictive covenant will prevent future development on the site, ensure that the site will always be retained in a natural scenic condition, and prevent any use of the site that would impair or interfere with the ecological services it provides. MOTION: Authorize the Mayor to sign a restrictive covenant on parcel 3830000055, which will guarantee the property’s permanent use as a wetland mitigation site free from development subject to final terms and conditions acceptable to the Interim Public Works Director and City Attorney. RESULT: RECOMMENDED TO COUNCIL BY CONSENSUS Next: 11/3/2020 5:00 PM G. INFO ONLY: Fourth and Willis Gateway Signs Interim Public Works Director, Chad Bieren provided information on the Fourth and Willis roundabout project and gateway signage. The two electronic reader boards will feature text-only and will provide information to people traveling both east and westbound on Willis Street. Boyce inquired about the cost of the signs, to which Bieren indicated is roughly $145,000 for both. Kent City Council - Committee of the Whole Committee of the Whole - Regular Meeting Minutes October 27, 2020 Kent, Washington Page 4 of 5 H. Beyond Trust Elevated Privilege Manager - Authorize IT Technical Services Manager, James Endicott spoke about Beyond Trust Elevated Privilege Management which is a solution to support IT's protection of all City computers. MOTION: Authorize the IT Director to purchase software through the cooperative purchasing agreement the state Department of Enterprise Services has with Insight Public Sector, Inc., a value-added reseller, if those purchases are within the City’s established budgets and made during the term of the state contract, which is in effect through April 7, 2021, or any later contract extension the state may authorize, subject to final terms and conditions acceptable to the IT Director and City Attorney. RESULT: RECOMMENDED TO COUNCIL BY CONSENSUS Next: 11/3/2020 5:00 PM I. Canon Solutions of America - New MFD - Authorize IT Technical Services Manager, James Endicott discussed a purchase agreement with Canon to replace 62 multifunction devices citywide. The current MFD's are over four years old, and replacing these will lower the overall monthly lease by about $2,000 a month. MOTION: Authorize the Mayor to sign a purchase agreement with Canon Solutions of America, Inc. to replace the City’s existing print, scan, and copy devices, subject to the terms of a cooperative purchasing agreement entered into between Canon and DuPage County, Illinois through “Omnia Partners, Public Agencies,” and to maintain those new devices through September 30, 2023, or such later contract term as the parties to the master cooperative purchasing agreement may agree, subject to final terms and conditions acceptable to the IT Director and City Attorney. RESULT: RECOMMENDED TO COUNCIL BY CONSENSUS Next: 11/3/2020 5:00 PM 5. ADJOURNMENT Council President Troutner adjourned the meeting at 4:59 PM. Meeting ended at 4:59 p.m. Kimberley A. Komoto Kent City Council - Committee of the Whole Committee of the Whole - Regular Meeting Minutes October 27, 2020 Kent, Washington Page 5 of 5 City Clerk Federal Way Link Extension Right of Way Vacations and Dedications Committee of the Whole October 27, 2020 FWLE Design Build Project •FWLE over 7 miles in length •ST is acquiring 80 parcels/portions in Kent •Vacations and Dedications will be required •Application / Hearing for Vacations •Dedications require council action •Consolidate to same council meeting for efficiency •Design Build Project •Development Agreement •Transit Way Agreement •Two Near Star Lake Station •Stormwater ponds •Bus loop accommodation •S. 259th St. possible vacation Street Vacations 26 th Av e . S King County WSDOT WSDOT WSDOT WSDOT WSDOT STAR LAKE STATION Legend To be vacated WSDOT Property needed for FWLE Street Vacation Dedication Existing Right-of-Way Proposed Right-of-Way 30th Ave. South Pacific HWYN Dedications –Kent Des Moines Station Dedication New roads: -S. 234th St. -S. 236th St. -S. 238th St. Existing Roads -Widened 30th Ave. S. -S. 272nd St. City of Kent, WA September 2020 Monthly Financial Report Committee of the Whole October 27, 2020 Prepared by: Michelle Ferguson, Financial Planning Manager Shane Sorenson, Senior Financial Analyst General Fund : General Fund Revenues (page 2) General Fund Revenues ($ in Thousands) (page 3) General Fund Revenues ($ in Thousands) (page 4) General Fund Year-to -Year Monthly Comparison (page 7) Other Funds Revenue Funds –Year -to-Year Month Comparison (page 12) Other Funds Revenue Funds –Year -to-Year Month Comparison (page 13) Other Funds Revenue Funds –Year -to-Year Month Comparison (page 14) •Workday Project •Project Budget •Milestones •OC&T •Next Steps •Q&A •Back up Slides Agenda •Target Deployment: December 16, 2020 The Workday project will systematically resolve the City’s human capital management and automation “pay” related issues and needs with a focus on HR, Finance, IT and the Enterprise Timekeeping Function.Supporting this work will include the deployment of a new business system technology platform on or before EOY (End of Year) 2020, at a cost not to exceed the current authorized budget of $4.385 m. Workday Project Project Budget The project is well within the approved budget ($4.385M).Professional services are time and materials, expenses for the remainder of the project have yet to be finalized, projections are on target. Use of Remaining Funds (approximately $200K was set aside for Post Go-Live) •Post -Production Support •Advanced Learning credits for Staff in HR, Payroll, and Liaison roles •Custom Report Development The project is on budget and with approximately 2 months left before go-live, NO additional budget request of Council is expected. Plan/Architect & Configuration of: •HCM (Human Capital Management), Recruitment, Onboarding, Benefits, Time Tracking, Compensation, Absence, Perform, Pay, Integrations, OC&T (Organizational Communication & Training) *Leverage of Best Practices @ 90% •30 Integrations •40 Custom Reports •Data Conversion 203,028 Records at 99.72% accuracy End to End Testing •3800+ Test Cases Parallel Pay Cycles •2 of 3 completed UES (User Experience Sessions) •Department Liaison (formerly Timekeeper)/Manager Sessions Milestones Impacts: •Employees will enter, submit, and certify their time •Managers will approve employee time entered •Moving towards paperless processes •Mobile -Access from any device OC&T (Organization Communication & Training) Visit: https://cok.sharepoint.com/sites/Workday •UAT (User Access Training)Target 11/30 •Gold Build Target 11/30 Next Steps •Go/No Go Target 12/7 •Go Live! Target 12/16 •Start 1/5/20 •Target End 12/16/20 Workday Project Back up Slide Process Improvements Pre -Payroll Steps Reduced •Current: 143 Workday: 55 Payroll Processing Steps Reduced •Current: 128 Workday: 50 Onboarding •Integration with MS Azure for AD/SSO Authentication •Auto generated ticketing from WD to ITSM (IT Service Management) The risk of error has been diminished remarkably due to the configuration & automation of Business Processes and near elimination of paper processes and manual entries. JDE HCM/PAY •Target Deployment: December 16, 2020 Telestaff Project This project will replace the Police Department's legacy JDE scheduling system with Kronos Workforce Telestaff allowing for enhanced schedule and bid management functionality. Milestones-Telestaff Plan/Architect & Configuration of: •Advanced Calendars and Schedules •Rosters •Dynamic Leave •Assignment Templates •Bidding End to End Testing •1500+ Test Cases Parallel Pay Cycles with Workday •2 of 3 completed In Progress Verified Kronos Tests 8%92% CoK Setup 1%99% West Hill Reservoir Committee of the Whole October 27, 2020 Lot Line Adjustment and Fire Update 2020 Sumner Grade Fire Sumner and Bonney Lake •Started along SR 410 •500 acres burned •2 homes, 6 outbuildings, 1 vehicle destroyed •2,500 homes evacuated 2020 Sumner Grade Fire Fire Flow Requirements 0 1,000 2,000 3,000 4,000 Residential/Multi-Family Commercial Industrial Gallons Per Minute 1988 2018 2018 2016 2017 2017 August 29, 2017 Brush Fire August 6, 2019 Car and Brush Fire Kronisch Property Parcel #1253200015 Parcel #1253200075 Parcel #1253200070 West Hill Reservoir Rendering West Hill Reservoir Rendering S 224th St Projects Wetland Mitigation Mark Klass, Kent Reporter, Feb. 21, 2019 S 224th St Projects Wetland Mitigation