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Home My WebLink AboutCity Council Committees - Operations Committee - 03/20/2018 (2) 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 Ave S, Kent, WA 98032. For additional information please contact Jennifer Hays at 253-856-5700, or via email at jhays@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 1-800-833-6388. Operations Committee Agenda Councilmembers: Bill Boyce – Dennis Higgins – Les Thomas, Chair March 20, 2018 4 p.m. Item Description Action Speaker Time Page 1. Call to order Chair Thomas 1 2. Roll Call Chair Thomas 1 3. Changes to the Agenda Chair Thomas 1 4. Approval of Check Summary Reports dated 2/1/18 thru 2/15/18 and 2/16/18 thru 2/28/18 YES Chair Thomas 1 5. Approval of Minutes dated February 20, 2018 YES Chair Thomas 2 1 6. Council Administrative Assistant FTE Increase - Recommend YES Derek Matheson 5 3 7. City Investment Report – Information Only NO Aaron BeMiller Joe Bartlemay 5 5 8. Director’s Report – Information Only NO Aaron BeMiller 10 7 This page intentionally left blank Operations Committee Minutes Approval Pending Page 1 of 2 Date: February 20, 2018 Time: 4:02 p.m. Place: Chambers East Attending: Bill Boyce and Dennis Higgins Agenda: 1. Call to Order. 2. Roll Call. Chair Les Thomas had an excused absence. 3. Changes to the Agenda. There were no changes to the agenda. 4. Approval of Check Summary Reports dated 1/16/18 thru 1/31/18. D. Higgins moved to approve the check summary report dated 1/16/18 thru 1/31/18. B. Boyce seconded the motion, which passed 2-0. 5. Approval of Meeting Minutes dated February 6, 2018. D. Higgins moved to approve the Operations Committee meeting minutes dated February 6, 2018. B. Boyce seconded the motion, which passed 2-0. 6. Finance/Police Department Point of Sale Replacement Project - Recommend. Information Technology Director Mike Carrington asked to move forward the replacement of the City’s current point-of-sale (POS) system with the iNovah solution, manufactured by N. Harris Computer Corporation. The current POS system used by the City’s Finance and Police Departments is at its end of life and is no longer supported by the vendor (CLASS). City staff surveyed potential replacement options and selected the iNovah solution as its preferred system due to its open application programming interface, allowing the City to integrate the iNovah solution with other systems. On December 18, 2017, former Mayor Cooke issued a waiver under KCC 3.70.110(A)(3) authorizing the City to enter into direct negotiations with N. Harris Computer Corporation for the iNovah solution. These agreements will allow for the replacement of the current CLASS system and includes the core POS application, POS hardware, and Europay Mastercard Visa (EMV) Chip Card Readers. 1 Operations Committee Minutes Approval Pending Page 2 of 2 Funding for this system was approved in the City’s 2017 -2018 Capital Biennial Budget. Item Price Hardware $ 15,504.00 Software $ 97,500.00 Professional Services $ 108,000.00 Travel $ 16,000.00 Annual License Renewal $ 24,375.00 Subtotal $ 261,379.00 Tax $ 13,108 Total $ 274,487 Councilmember Higgins requested to have the final negotiated agreements be brought back to Committee for an update of maintenance fees. D. Higgins moved to Recommend Council to authorize the Mayor to sign software license, implementation, and support and maintenance agreements with N. Harris Computer Corporation to replace the City’s existing Point of Sale system, subject to final terms and conditions acceptable to the Information Technology Director, and the City Attorney, in a total amount not to exceed $300,000. B. Boyce seconded the motion, which passed 2-0. 7. Adjournment. The meeting was adjourned at 4:15 p.m. by B. Boyce. J. Hays Jennifer Hays Operations Committee Secretary 2 OFFICE OF THE MAYOR Derek Matheson, Chief Administrative Officer Phone: 253-856-5700 Fax: 253-856-4700 220 Fourth Avenue S. Kent, WA. 98032-5895 DATE: March 20, 2018 TO: Operations Committee FROM: Derek Matheson, CAO SUBJECT: Council Administrative Assistant FTE Increase - Recommend MOTION: Recommend Council authorize an increase in the Council Administrative Assistant position from a 0.75 to 1.00 FTE and change the allocation of costs from 100 percent Council Office to 50 percent Council Office and 50 percent Mayor’s Office. SUMMARY: Prior to 2008, the Council Administrative Assistant/Receptionist position was full time. Since that time it has been reduced to part time in one form or another and is currently at 0.75 FTE (32 hours). With reduced hours, it has been difficult to fill and retain the position with a quality long-term employee. As a result we would like to increase the position from a 0.75 to 1.00 (40 hours) and split the time between Council and Administration. We feel the level of service to council has been and will continue to be possible with 20 hours. For budget purposes, the Mayor’s office does not plan to fill the vacant communications specialist position in 2018 and will recommend reductions to the mayor’s office budget this fall and a restructuring in future years that will more than offset this 0.25 FTE increase. EXHIBITS: n/a BUDGET IMPACT: $17,860 in 2018 STRATEGIC PLAN GOAL(S): ☒ Innovative Government - Empowering responsible citizen engagement, providing outstanding customer service, leveraging technologies, and fostering new opportunities and industries that benefit our community. ☐ Authentic Connectivity and Communication - Uniting people to people, to places, and to their government through superior infrastructure, enriched community interactions, and responsive, trusting relationships. ☐ Thriving Neighborhoods and Urban Centers - Creating vibrant urban centers, welcoming neighborhoods, and green spaces for healthy growth and cultural celebration. ☒ Sustainable Funding - Maximizing long-term financial success through responsible fiscal oversight, economic growth, and community partnerships. ☐ Inclusive Community - Embracing the power of our diversity by encouraging community participation and creating a strong sense of belonging. 3 This page intentionally left blank 4 Kent Council Operations Committee FINANCE DEPARTMENT Aaron BeMiller Director Phone: 253-856-5260 Fax: 253-856-6255 220 Fourth Avenue S. Kent, WA. 98032-5895 DATE: March 20, 2018 TO: Operations Committee FROM: Aaron BeMiller, Director SUBJECT: City Investment Report – Information Only MOTION: No motion: Non-action item SUMMARY: Per City policy, once a quarter the finance director shall submit a report to the Operations Committee that summarizes the City’s investment portfolio. Exhibits: n/a Budget Impact: n/a STRATEGIC PLAN GOAL(S): ☐ Innovative Government - Empowering responsible citizen engagement, providing outstanding customer service, leveraging technologies, and fostering new opportunities and industries that benefit our community. ☐ Authentic Connectivity and Communication - Uniting people to people, to places, and to their government through superior infrastructure, enriched community interactions, and responsive, trusting relationships. ☐ Thriving Neighborhoods and Urban Centers - Creating vibrant urban centers, welcoming neighborhoods, and green spaces for healthy growth and cultural celebration. ☒ Sustainable Funding - Maximizing long-term financial success through responsible fiscal oversight, economic growth, and community partnerships. ☐ Inclusive Community - Embracing the power of our diversity by encouraging community participation and creating a strong sense of belonging. 5 This page intentionally left blank 6 Kent Council Operations Committee FINANCE DEPARTMENT Aaron BeMiller Director Phone: 253-856-5260 Fax: 253-856-6255 220 Fourth Avenue S. Kent, WA. 98032-5895 DATE: March 20, 2018 TO: Operations Committee FROM: Aaron BeMiller, Director SUBJECT: Director’s Report – Information Only MOTION: No motion: Non-action item SUMMARY: The Finance Director will report out financial or operational item(s). Exhibits: n/a Budget Impact: n/a STRATEGIC PLAN GOAL(S): ☐ Innovative Government - Empowering responsible citizen engagement, providing outstanding customer service, leveraging technologies, and fostering new opportunities and industries that benefit our community. ☐ Authentic Connectivity and Communication - Uniting people to people, to places, and to their government through superior infrastructure, enriched community interactions, and responsive, trusting relationships. ☐ Thriving Neighborhoods and Urban Centers - Creating vibrant urban centers, welcoming neighborhoods, and green spaces for healthy growth and cultural celebration. ☒ Sustainable Funding - Maximizing long-term financial success through responsible fiscal oversight, economic growth, and community partnerships. ☐ Inclusive Community - Embracing the power of our diversity by encouraging community participation and creating a strong sense of belonging. 7 This page intentionally left blank 8