HomeMy WebLinkAboutCity Council Committees - Operations Committee - 07/16/2019
Unless otherwise noted, the Operations Committee meets at 4 p.m. on the first and third
Tuesday of each month in Kent City Hall, Council Chambers East, 220 Fourth Avenue South,
Kent, WA 98032.
For additional information please contact Cathie Everett at 253-856-5705, or via email at
CEverett@KentWA.gov.
Any person requiring a disability accommodation should contact the City Clerk’s Office at
253-856-5725 in advance. For TDD relay service call Washington Telecommunications Relay
Service at 7-1-1.
Operations Committee
Agenda
Chair - Les Thomas
Bill Boyce– Dennis Higgins
Tuesday, July 16, 2019
4:00 p.m.
Item Description Action Speaker Time
1. Call to Order Chair 01 MIN.
2. Roll Call Chair 01 MIN.
3. Changes to the Agenda Chair 01 MIN.
4. Approval of July 2, 2019 Minutes YES Chair 05 MIN.
5. Approval of Check Summary
Report Dated June 16 through
June 30, 2019
YES Chair 05 MIN.
6. Robert Half Technology
Consultant Agreement
YES IT Director Mike
Carrington and PMO
Supervisor Brian
Rambonga
10 MIN.
7. Consolidating Budget Adjustment
Ordinance for Adjustments
Between March 1, 2019 and June
30, 2019
YES Interim Finance
Director Barbara Lopez
05 MIN.
8. Debit/Credit Card Payment
Changes
NO Interim Finance
Director Barbara Lopez
05 MIN.
9. Adjournment Chair 01 MIN.
Page 1 of 2
Pending Approval
Operations Committee
CC Ops Regular Meeting
Minutes
July 2, 2019
Date: July 2, 2019
Time: 4:00 p.m.
Place: Chambers
Attending: Les Thomas, Committee Chair
Bill Boyce, Councilmember
Dennis Higgins, Councilmember
Agenda:
1. Call to Order 4:00 p.m.
2. Roll Call
Attendee Name Title Status Arrived
Les Thomas Committee Chair Present
Bill Boyce Councilmember Present
Dennis Higgins Councilmember Excused
3. Changes to the Agenda
There were two changes to the agenda. The May Financial Report will be
presented by Shane Sorenson and the Human Capital Management Project
Budget Update will be presented by Derek Matheson with support from
Somen Palit and Natalie Winecka.
4. Approval of Minutes dated June 18, 2019
MOTION: Move to approve the Minutes dated June 18, 2019
RESULT: APPROVED [UNANIMOUS]
MOVER: Bill Boyce, Councilmember
SECONDER: Les Thomas, Committee Chair
AYES: Thomas, Boyce
EXCUSED: Higgins
5. Approval of Check Summary Report Dated 6/1/19-6/15/19
MOTION: Move to approve the check summary report dated June 1 through
June 15, 2019.
RESULT: APPROVED [UNANIMOUS]
MOVER: Bill Boyce, Councilmember
SECONDER: Les Thomas, Committee Chair
AYES: Thomas, Boyce
EXCUSED: Higgins
6. May Financial Report
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Operations Committee CC Ops Regular Meeting
Minutes
July 2, 2019
Kent, Washington
Page 2 of 2
Shane Sorenson, Senior Finance Analyst presented the May finance report.
Expenditures are remaining consistent. As a result we are looking to end the
year with about a $25.4 million general fund reserve balance. Mr. Sorenson
reported that there was an error in the previous month's report regarding the
golf fund. The actual balance is -$1.1 million. The good news is that after the
Par 3 sale in 2020 we will be able to bring that fund into the positive.
7. Human Capital Management & Automation (HCMA) Project Budget
Chief Administrative Officer Derek Matheson, Interim HR Director Natalie
Winecka and Technology Innovation Manager Somen Palit presented a report
on the HCMA project budget. IT is leading a project to replace the software
that is currently being used for employee benefits, scheduling, timekeeping
and payroll. This has been referred to as the partial JDE replacement. JDE
will continue being used for financial purposes but we will shift to a new
software solution for the HR pieces. The project is expected to be completed
by the end of 2020. The estimated budget is $2.15 million which includes
$1.38 for software, $250,000 to build integrations between software
systems, $320,000 to create two limited term positions to backfill staff in HR
and Payroll to continue operations during the new software implementation
and $200,000 for contingency. Funding will come from the capital resources
fund. About $1.2 million will come from the quarter 4 sales tax mitigation
payment and the remainder will come from the fund balance in the capital
resources fund. Both the budget and the FTEs will be included on the quarter
2 supplemental budget adjustment which will come before the Operations
Committee in two weeks. A final decision on the software selection is
expected to be made in August.
8. Adjournment 4:07 p.m.
Cathie Everett
Committee Secretary
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OPERATIONS COMMITTEE
Derek Matheson, Chief Administrative Officer
220 Fourth Ave S
Kent, WA 98032
256-856-5712
DATE: July 16, 2019
TO: Operations Committee
SUBJECT: Approval of Check Summary Report Dated June 16 through
June 30, 2019
MOTION: Move to approve the check summary report dated June 16 through June
30, 2019.
SUPPORTS STRATEGIC PLAN GOAL:
Sustainable Services
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OPERATIONS COMMITTEE
Derek Matheson, Chief Administrative Officer
220 Fourth Ave S
Kent, WA 98032
256-856-5712
DATE: July 16, 2019
TO: Operations Committee
SUBJECT: Robert Half Technology Consultant Agreement
MOTION: Authorize the Mayor to sign all necessary documents to enter into
agreement with Robert Half International Inc., subject to final terms and conditions
acceptable to the Information Technology Director and the City Attorney, for a total
amount not to exceed $2,499,226.49.
SUMMARY: Robert Half International Inc. (RHT) is a staffing and recruitment
agency that specializes in placing information technology professionals in project
and contract to hire positions. The City’s Information Technology department will
leverage contractor work through Robert Half International Inc. and is currently
expected to cost no more than $2,499,226.49. through the end of 2020.
Defined in this agreement is a “Job Arrangement Letter”, that will confirm the
details of assignment of RHT’s assigned individual or contractor. The assigned
individual’s name, rate per hour and their functional role will be included within an
associated job arrangement letter. Each contractor will be assigned to execute
specific project or operational activity helping IT to better serve the technology
needs of supported City departments.
BUDGET IMPACT:
Description Cost Impact
2019 Operating Budget $1,065,936.08
2020 Operating Budget $1,206,088.00
Sub-Total $2,272,024.08
Contingency from 2019 and 2020 Operating Budget $227,202.41
Total $2,499,226.49
SUPPORTS STRATEGIC PLAN GOAL:
Innovative Government, Sustainable Services
ATTACHMENTS:
1. Exhibit A - Consultant Agreement between City of Kent and Robert Half
International Inc (PDF)
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OPERATIONS COMMITTEE
Derek Matheson, Chief Administrative Officer
220 Fourth Ave S
Kent, WA 98032
256-856-5712
DATE: July 16, 2019
TO: Operations Committee
SUBJECT: Consolidating Budget Adjustment Ordinance for Adjustments
Between March 1, 2019 and June 30, 2019
MOTION: Recommend Council approve the consolidating budget adjustment
ordinance for adjustments made between March 1, 2019 and June 30, 2019,
reflecting an overall budget increase of $15,871,920.
SUMMARY: Authorization is requested to approve the technical gross budget
adjustment ordinance reflecting an overall budget increase of $15,871,920.
Adjustments totaling $11,285,320 have previously been approved by Council and
are summarized as follows:
$6,700,000 for Sound Transit Task Order 2, including four (4) term-limited
positions: Sound Transit Liaison, Engineer 2, Administration Assistant 2, and
Planner.
$2,004,400 in grants including King County Conservation Grants for the
YMCA/Morrill Meadows project, TIB Complete Streets Grant for Meeker, KC
Waterworks Grant, Shoreline Ecology Grant, Washington UTC Grant, and a
Phlebotomy Program Grant. See attached schedule for detailed amounts.
$1,987,570 in carryforward budgets for Fleet replacement vehicles
($1,598,800), Solid Waste grants ($274,170), and Criminal Justice equipment
($114,600) that were previously authorized in 2018.
$458,100 in salary increases per the new KPOA contract.
$76,330 for two (2) new term-limited Correction Officers tied to the Federal Way
Jail Services Contract.
$58,920 of other changes: primarily the completion of Sound Transit Task Order
1.
The remaining adjustments totaling $4,586,600 have not been previously
approved by Council. Highlights include:
$2,150,000 transfer of funds from the Capital Resource Fund to the HCMA
System project plus another $2,150,000 for the use of those funds as
follows:
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o $1,880,000 for software, system integrations and contingency.
o $320,000 for two (2) term-limited positions (HR Analyst, Central
Financial Analyst) to backfill Human Resources and Payroll staff.
Two (2) new positions (Paralegal and Judicial Specialist) were added as
part of the new Body Worn Cameras program. The 2019 costs for these
positions are fully offset by salary and benefit savings derived from other
budgeted positions that have not yet been filled. As such, there is no
budget impact in 2019.
$140,000 increase to budgeted unemployment claims based on year-to-
date costs.
$146,600 in other items including a criminal justice budget correction
($84,620), HR/Finance Director search ($45,000), repayment of an inter-
fund loan ($35,000), movement of funds to the 4th & Willis Roundabout
project ($20,000), and a decrease in telephone cost allocations of
$38,770. See attached schedule for detail.
BUDGET IMPACT: These expenditures are funded by grants, existing fund
balance, or other new revenues.
SUPPORTS STRATEGIC PLAN GOAL:
Sustainable Services
ATTACHMENTS:
1. Budget Adjustment Ordinance Q2 2019 Supp (PDF)
2. Q2 2019 Exhibit A & Budget Detail (PDF)
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1 2019-2020 Budget Adjustment
March 1, 2019 to June 30, 2019
ORDINANCE NO.
AN ORDINANCE of the City Council of the
City of Kent, Washington, approving the
consolidating budget adjustments made between
March 1, 2019 and June 30, 2019, reflecting an
overall budget increase of $15,871,920.
RECITALS
A. Expenditures as classified in the final, adopted budget
constitute the city’s appropriations for that year. After adoption, there are
a variety of events that will precipitate the need to amend the adopted
budget, such as grant awards, bonds issuance, collective bargaining
agreements and additional budget requests coming through Council
committees. These modifications are periodically consolidated into a
supplemental budget adjustment ordinance amending the original adopted
budget.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF KENT,
WASHINGTON, DOES HEREBY ORDAIN AS FOLLOWS:
ORDINANCE
SECTION 1. – Budget Adjustments. The 2019-2020 biennial
budget is amended to include budget fund adjustments from March 1,
2019 to June 30, 2019, as summarized and set forth in Exhibit “A,” which
is attached and incorporated into this ordinance. Except as amended by
this ordinance, all terms and provisions of the 2019-2020 biennial budget
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2 2019-2020 Budget Adjustment
March 1, 2019 to June 30, 2019
Ordinance No. 4296, as amended by Ordinance No. 4324, shall remain
unchanged.
SECTION 2. – Severability. If any one or more section, subsection,
or sentence of this ordinance is held to be unconstitutional or invalid, such
decision shall not affect the validity of the remaining portion of this
ordinance and the same shall remain in full force and effect.
SECTION 3. – Corrections by City Clerk or Code Reviser. Upon
approval of the city attorney, the city clerk and the code reviser are
authorized to make necessary corrections to this ordinance, including the
correction of clerical errors; ordinance, section, or subsection numbering;
or references to other local, state, or federal laws, codes, rules, or
regulations.
SECTION 4. – Effective Date. This ordinance shall take effect and
be in force five days after publication, as provided by law.
DANA RALPH, MAYOR Date Approved
ATTEST:
KIMBERLEY A. KOMOTO, CITY CLERK Date Adopted
Date Published
APPROVED AS TO FORM:
ARTHUR “PAT” FITZPATRICK, CITY ATTORNEY
7.a
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Fund Title Previously
Approved
Approval
Requested
Total
Adjustment
Ordinance
General Fund 558,010 32,170 590,180
Street Fund 20,000 (1,960) 18,040
Capital Resource Fund (120,000) 2,185,000 2,065,000
Criminal Justice Fund 142,540 84,620 227,160
Street Capital Projects 6,950,000 20,000 6,970,000
Parks Capital Projects 1,445,000 750 1,445,750
Technology Capital Projects - 2,150,000 2,150,000
Other Capital Projects 166,800 (10,000) 156,800
Water Operating Fund - (2,190) (2,190)
Sewerage Operating Fund - (610) (610)
Drainage Operating Fund 250,000 (940) 249,060
Solid Waste Operating Fund 274,170 - 274,170
Golf Operating Budget - (7,570) (7,570)
Fleet Services Fund 1,598,800 (170) 1,598,630
Central Services Fund - (970) (970)
Facilities Management Fund - (400) (400)
Insurance Funds - 140,000 140,000
Utility Clearing Fund - (1,130) (1,130)
Total 11,285,320 4,586,600 15,871,920
Exhibit A
City of Kent
Budget Adjustment Ordinance
Adjustments from March 1, 2019 to June 30, 2019
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Approval
Date or
Other Fund
Previously
Approved by
Council
Not Previously
Approved by
Council
Total
Adjustment
Ordinance
General Fund
Sound Transit Task Order 2 Positions 6/18/2019 42,120 42,120
HR/Finance Director Position Search 45,000 45,000
KPOA Salary Increases 1/15/2019 439,560 439,560
Federal Way Jail Services Contract 6/18/2019 76,330 76,330
Correction to telephone cost allocation (12,830) (12,830)
Total General Fund 558,010 32,170 590,180
Street Fund
Establish Washington UTC Grant KCC 3.70 20,000 20,000
Correction to telephone cost allocation (1,960) (1,960)
Total Street Fund 20,000 (1,960) 18,040
Capital Resource Fund
Eliminate budgeted transfer to Sound Transit Task Order 1 7/18/2017 (150,000) (150,000)
Establish Shoreline Ecology Grant KCC 3.70 30,000 30,000
Transfer of funds to HCMA System project 2,150,000 2,150,000
Repayment of year-end CRF loan from YMCA project 35,000 35,000
Total Capital Resource Fund (120,000) 2,185,000 2,065,000
Criminal Justice Fund
Establish Phlebotomy Program Grant KCC 3.70 9,400 9,400
KPOA Salary Increases 1/15/2019 18,540 18,540
Budget corrections (uniforms and equipment)84,620 84,620
Carryover budget 2018 114,600 114,600
Total Criminal Justice Fund 142,540 84,620 227,160
Street Capital Projects
4th & Willis Roundabout (moved from Parks & ECD projects)20,000 20,000
Sound Transit Task Order 2 6/18/2019 6,700,000 6,700,000
Establish TIB Grant for Meeker 4/16/2019 250,000 250,000
Total Street Capital Projects Fund 6,950,000 20,000 6,970,000
Parks Capital Projects
True up and close Street Tree Replacement project 750 750
Establish King County Conservation Grants 4/2/2019 1,445,000 1,445,000
Total Parks Capital Projects 1,445,000 750 1,445,750
Technology Capital Projects
Establish HCMA Systems project budget 2,150,000 2,150,000
Total Technology Capital Projects - 2,150,000 2,150,000
Other Capital Projects
Sound Transit Task Order 1 7/18/2017 166,800 166,800
Movement of budget from Meet Me on Meeker to 4th & Willis (10,000) (10,000)
Total Other Capital Projects 166,800 (10,000) 156,800
Water Operating Fund
Correction to telephone cost allocation (2,190) (2,190)
Total Water Operating Fund - (2,190) (2,190)
Sewerage Operating Fund
Correction to telephone cost allocation (610) (610)
Total Sewerage Operating Fund - (610) (610)
Drainage Operating Fund
Establish King County Waterworks Grant 12/11/2018 250,000 250,000
Correction to telephone cost allocation (940) (940)
Total Drainage Operating Fund 250,000 (940) 249,060
Budget Adjustment Detail for Budget Changes
March 1, 2019 to June 30, 2019
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Council
Not Previously
Approved by
Council
Total
Adjustment
Ordinance
Budget Adjustment Detail for Budget Changes
March 1, 2019 to June 30, 2019
Solid Waste Operating Fund
Carryover budget 2018 274,170 274,170
Total Solid Waste Operating Fund 274,170 - 274,170
Golf Operating Budget
Correction to telephone cost allocation (7,570) (7,570)
Total Golf Operating projects - (7,570) (7,570)
Fleet Services Fund
Correction to telephone cost allocation (170) (170)
Carryover budget 2018 1,598,800 1,598,800
Total Fleet Services Fund 1,598,800 (170) 1,598,630
Central Services Fund
Correction to telephone cost allocation (970) (970)
Total Central Services Fund - (970) (970)
Facilities Management Fund
Correction to telephone cost allocation (400) (400)
Total Facilities Management Fund - (400) (400)
Insurance Funds
Increased Unemployment Claims 140,000 140,000
Total Insurance Funds - 140,000 140,000
Utility Clearing Fund
Correction to telephone cost allocation (1,130) (1,130)
Total Utility Clearing Fund - (1,130) (1,130)
Grand Total All Funds 11,285,320 4,586,600 15,871,920
7.b
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OPERATIONS COMMITTEE
Derek Matheson, Chief Administrative Officer
220 Fourth Ave S
Kent, WA 98032
256-856-5712
DATE: July 16, 2019
TO: Operations Committee
SUBJECT: Debit/Credit Card Payment Changes
SUMMARY: Over the past few months, Finance has been working with IT to
replace the cashiering and credit/debit card payment processing systems used by
Customer Service. The switch to iNovah cashiering is expected to be completed
later this year.
As part of this project, we have looked at how the City handles the fees associated
with accepting bank card payments. In 2018, the City of Kent paid $781,000 in
merchant bankcard fees for card transactions processed by Customer Service. The
fees are driven by the cards brands (Visa, MasterCard, Discover, American Express)
and are charged on every card transaction. Currently, these fees are paid out of the
General Fund. You may recall hearing about these fees during budget deliberations
last year.
With the full support of Administration, the project team has worked closely with
card processing partners Elavon and Alacriti to mitigate the merchant bankcard fees
currently being paid by the City by passing those costs onto the customer for both
on premises and web payments. Elavon is a subsidiary of US Bank that provides
on-premises chip card readers. Alacriti is an on-line (web) card payment processor.
Analysis shows that a 2.65% service fee to the customer for all card payments
taken by Customer Service and via the City of Kent Portal will cover the cost of the
merchant bankcard fees. We recommended this approach to Administration and
were given approval to implement the service fee at the Customer Service location
when the new cashiering and card processing systems come on-line later this year.
Fees will be re-evaluated annually to ensure the service fee continues to cover the
merchant bankcard fees.
Staff has developed a communication plan, which includes:
Kent Now video with Mayor Ralph
Information posted on the website and Customer Service counter
Scripts for staff to ensure consistent communication
Remote locations, such as Kent Commons, Senior Center and others, will have the
service fee implemented later as their new point of sale systems and chip card
readers are installed.
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SUPPORTS STRATEGIC PLAN GOAL:
Innovative Community
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