HomeMy WebLinkAboutCity Council Committees - Operations Committee - 07/17/2018
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
– – Dennis Higgins
Tuesday, July 17, 2018
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 June 19, 2018
Minutes
YES Chair 05 MIN.
5. Approval of Check Summary
Reports dated 6/1/2018-
6/15/2018 and 6/16/2018-
6/30/2018
YES
6. Consultant Services Agreement
with Alliant Insurance Services,
Inc.
YES Marty Fisher 10 MIN.
7. 2018-2019 Property Insurance
Program Review - Information
Only
NO Chris Hills 05 MIN.
8. May Financial Report -
Information Only
NO Aaron BeMiller 05 MIN.
9. Asset Management System
Update - Information Only
NO Melissa Janson 10 MIN.
10. Adjournment Chair 01 MIN.
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Operations Committee
CC Ops Regular Meeting
Minutes
June 19, 2018
Date: June 19, 2018
Time: 4:00 PM
Place: Chambers East
Attending: Les Thomas, Committee Chair
Bill Boyce, Councilmember
Dennis Higgins, Councilmember
Agenda:
1. Call to Order 4:03 PM
2. Roll Call
Attendee Name Title Status Arrived
Les Thomas Committee Chair Present
Bill Boyce Councilmember Present
Dennis Higgins Councilmember Present
3. Changes to the Agenda
4. Approval of Minutes dated June 5, 2018
MOTION: Move to approve the minutes dated June 5, 2018
RESULT: APPROVED [UNANIMOUS]
MOVER: Dennis Higgins, Councilmember
SECONDER: Bill Boyce, Councilmember
AYES: Thomas, Boyce, Higgins
5. Approval of Check Summary Report dated 05/16/18 - 05/30/18
MOTION: Move to approve the check summary report dated
05/16/18 - 05/30/18
RESULT: APPROVED [UNANIMOUS]
MOVER: Bill Boyce, Councilmember
SECONDER: Dennis Higgins, Councilmember
AYES: Thomas, Boyce, Higgins
6. Backup and Recovery System Contract for Technical System Upgrade
IT Director, Mike Carrington, and IT and Enterprise Project Manager Business
Analyst, Brian Rambonga, presented a contract with SHI International Corp.
to replace the backup and recovery system. Brian explained the existing
system needs replacing because it has reached its end of life and is quickly
approaching maximum storage capacity, so a new solution is imperative. IT
has done extensive research on a solution and recommends an upgraded
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Operations Committee CC Ops Regular Meeting
Minutes
June 19, 2018
Kent, Washington
Page 2 of 3
Commvault Systems. The procurement will include a fully configured
hardware appliance with proprietary and dedicated software.
Boyce asked if this was a band-aid to the current system or a replacement.
Rambonga explained it is replacing the old system and includes hardware
and software combined.
Higgins asked if this was already in the budget completely and totally?
Carrington confirmed yes.
Higgins asked if there would be any return on the surplus equipment.
Technical Services Manager, James Endicott, explained that the current
hardware is at the end of life and has no value. The other component is
virtual and that has no value either.
Higgins wanted to know if they had looked at the cloud as a solution.
Endicott said they had looked into the cloud, but keeping the hardware on
the premises offers for faster recovery in the event of a natural disaster.
Commvault does offer a certain amount of cloud storage the city could utilize
and is covered in the cost.
Boyce asked what we were backing up Endicott said all data here at the city.
MOTION: Recommend Council authorize the Mayor to sign a
participating addendum that allows the City to purchase technology
software and equipment through a cooperative purchasing
agreement the City of Mesa, Arizona entered into with SHI
International Corp., if those purchases are within the City’s
established budgets and made during the term of the master
agreement, which is current through February 28, 2023.
RESULT: APPROVED [UNANIMOUS]
MOVER: Dennis Higgins, Councilmember
SECONDER: Bill Boyce, Councilmember
AYES: Thomas, Boyce, Higgins
7. Rimini Street Professional Services
Information Technical (IT) Director, Mike Carrington, and Systems
Integration and Development Manager, Somen Palit, presented an
agreement with Rimini Street Professional Services to replace the existing
agreements with DLT Solutions. Rimini Street will provide JD Edwards
technical support, maintenance and related professional services for our
ERP/Enterprise Resource Planning system, as well as Oracle Database
support for KIVA, the City's Permit Management system. They are
recommending this change in service providers to support a substantial
overall cost savings while at the same time increase the level of support. IT
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Operations Committee CC Ops Regular Meeting
Minutes
June 19, 2018
Kent, Washington
Page 3 of 3
is hoping to leverage the savings with additional support with Rimini for
targeted JDE Development work and return the remaining to the city.
Boyce wanted to know when the contract with DLT expires. Carrington said
the contract would renew at the end of July and is required to give them a 30
day notice to cancel. Boyce asked if DLT would still provide support.
Carrington explained Rimini street would provide both licensing support and
technical support.
Boyce asked why the switch to Rimini. Carrington said they have been
looking for a value added partner for a while. Traditionally they have relied
on staff who provided support but those folks tend to leave for a higher
paying jobs, it's a cycle and why the department is looking to partner with
Rimini. After working with HR and Finance they have decided to replace the
JDE system. This will take place over the next 2 years and IT will pivot our
support platforms to companies like Rimini.
Boyce wanted to know if KIVA has been replaced yet? Palit explained KIVA is
the only system left on an Oracle database. There is a lot of integration with
other systems to consider when replacing KIVA, but he has been looking into
it. Palit has been working with Kurt and ECD on the technical issues involved
and currently they are trying mybuildingpermit.com as a future potential
replacement. Other municipalities are using it we can learn from their
integration.
MOTION: Recommend Council to authorize the Mayor to sign all
necessary documents to enter into an agreement with Rimini Street,
Incorporated to replace the existing agreements with oracle and DLT
solutions, subject to final terms and condition acceptable to the
Information Technology Director and City Attorney, for a total
amount not to exceed $517,655
RESULT: APPROVED [UNANIMOUS]
MOVER: Bill Boyce, Councilmember
SECONDER: Dennis Higgins, Councilmember
AYES: Thomas, Boyce, Higgins
8. 1278 : Finance Director's Report for April 2018
Finance Director, Aaron BeMiller, gave his report on April 2018 report.
9. Adjournment 4:35 PM
Committee Secretary
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FINANCE DEPARTMENT
Aaron BeMiller, Finance Director
220 Fourth Avenue South
Kent, WA 98032
253-856-5264
DATE: July 17, 2018
TO: Operations Committee
SUBJECT: Approval of Check Summary Reports dated 6/1/2018-
6/15/2018 and 6/16/2018-6/30/2018
MOTION: Move to approve the check summary reports dated 6/1/2018-
6/15/2018 and 6/16/2018-6/30/2018
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HUMAN RESOURCES DEPARTMENT
Marty Fisher, Human Resources Director
220 Fourth Avenue South
Kent, WA 98032
253-856-5270
DATE: July 17, 2018
TO: Operations Committee
SUBJECT: Consultant Services Agreement with Alliant Insurance
Services, Inc.
MOTION: Recommend Council authorize the Mayor to sign a contract with
Alliant Insurance Services, Inc. to provide benefits and actuarial services
for an initial term of 3.5 years, at an approximate cost of $$85,000 per
year, with an option to renew for an additional 3 year term, subject to final
terms and conditions acceptable to the HR Director and City Attorney.
SUMMARY: Working with a consulting firm with a wide range of expert resources
is critical for the City to develop a sustainable benefits strategy that provides
excellent benefits at affordable costs for both staff and the City.
A Request for Proposal (RFP) process was held in May/June 2018. Twelve (12) firms
were invited to present proposals and four were selected to give final presentations
to representatives of the City’s Healthcare Board. The four firms were RL Evans Co.,
Alliant Employee Benefits, Mercer, and Aon Hewitt.
Based on those presentations, Alliant Employee Benefits was selected by the
Healthcare Board participants. Alliant was the clear winner for the following
reasons:
• Comprehensive, transparent, all-inclusive contract with a reasonable annual
fee
• Staff with deep expertise in all benefits areas, including contract negotiation,
legal compliance, communication, patient advocacy, online systems, and
training
• Vast experience in working with management and labor unions
BUDGET IMPACT: $85,000 per year ($7,083.33 per month), representing an
incremental cost of $25,000 per year over the current contract with RL Evans Co.
SUPPORTS STRATEGIC PLAN GOAL:
Thriving City, Evolving Infrastructure, Innovative Government, Sustainable Services
ATTACHMENTS:
1. Alliant Employee Benefits Consulting Agreement (DOCX)
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2. Alliant Additional Commission Opt-out (DOCX)
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Version 04.10.2018 1
CONSULTING SERVICES AGREEMENT
This Consulting Services Agreement (“Agreement”) is effective August 1, 2018 (“Effective
Date”) between Alliant Insurance Services, Inc., a Delaware corporation with its principal place of
business at 1301 Dove Street, Suite 200, Newport Beach, CA 92660 (“Alliant”), and the City of
Kent, a public employer with its principal place of business at 400 West Gowe Street, Kent, WA
98032 (“Client”). Alliant and Client may be referred to in this Agreement individually as a “Party”
and together as the “Parties.”
1. Services.
a. Scope of Services. Alliant shall provide the services described in Schedule I
(collectively, “Services”) for Client’s employee benefit plan(s) for which Alliant is
designated as the broker of record (“Plan(s)”).
b. Services Warranty. Alliant warrants that the Services will be performed in a
professional and workmanlike manner in accordance with industry standards and in
compliance with applicable laws and regulations.
2. Compensation. As consideration for the Services, Alliant shall receive the compensation
described in Schedule II.
3. Client Obligations.
a. Service-Specific Obligations. Client shall be responsible for all client obligations
identified in Schedule I.
b. Client-Provided Information. Client shall, promptly after the Effective Date and
thereafter upon Alliant’s request, provide all information requested by Alliant that may
be necessary for Alliant to perform the Services, including, without limitation,
information about Client, Client’s existing employee benefits plans, loss experience,
and risk exposures; provided that, Client shall not provide Alliant with any individual’s
personally identifiable information unless Alliant specifically requests such
information in order to perform the Services. Client acknowledges that Alliant relies
on such Client-provided information in order to perform the Services. Client confirms
that all information it provides to Alliant will be complete and accurate.
c. Material Changes. Client shall promptly report to Alliant in writing any significant
changes in exposures, loss-related data, Client’s operations, coverages or limits,
lines of coverage, or any other change that will change the scope or nature of
Client’s insurance plans.
d. Review. Client shall promptly review coverage documents, templates, and other
documents for the Plan(s) provided by Alliant, the insurer, or the third party
administrator (TPA), to ensure that the documents are consistent with Client’s
specifications. Client shall promptly inform Alliant of any discrepancies or required
changes.
e. Delay. Client shall perform its obligations under this Section 3, including the
obligation to provide all information requested by Alliant, as soon as practicable but
no later than the dates agreed upon by Alliant and Client. Alliant is not liable for any
delay or partial performance in performing the Services to the extent such delay or
partial performance arises from Client’s delay in performing its obligations under this
Section 3 or promptly making decisions related to the Plan(s).
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Version 04.10.2018 2
4. Disclaimers.
a. Not Legal or Tax Advice. Alliant is not responsible for Client’s compliance with any
laws, regulations, and/or statutes affecting the Plan(s). None of the services, advice,
recommendations, or communications provided by Alliant constitutes legal or tax
advice, analysis, or opinion, and Client shall not interpret or rely on any of Alliant’s
services, advice, recommendations, or communications as legal or tax advice,
analysis, or opinion.
b. No Fiduciary Relationship. Alliant will not have discretionary authority or
discretionary control with respect to the administration or management of any of the
Plan(s). Alliant also will not have authority to exercise any discretion or control with
regard to the management, use, or disposition of any assets of the Plan(s) and will
not render any investment advice with respect to the Plan(s) or any assets of the
Plan(s). Alliant’s performance of the Services will not make it a “fiduciary” for
purposes of the Employee Retirement Income Security Act of 1974 (“ERISA”), as
amended. Client shall not represent that Alliant is a fiduciary for purposes of ERISA.
c. Plan Recommendations and Funding. Any plans or plan provisions recommended
by Alliant are solely recommendations, and Client, not Alliant, has the ultimate
authority to select and modify the plans. Alliant shall have no responsibility, risk,
liability, or obligation for funding the Plan(s). All responsibility, risk, liability, and
obligation for funding the Plan(s) lies solely with the Plan(s) and the plan sponsor(s).
d. Other Brokers. Alliant is not responsible for, and hereby disclaims all liability for,
any acts, errors, and/or omissions of Client’s previous brokers, consultants, and/or
advisors. If Client has any employee benefits plan(s) for which Alliant is not the
broker of record, Alliant is not responsible for performing any services with respect to
such plan(s) and hereby disclaims all liability for any acts, errors, and/or omissions of
Client’s other brokers, consultants, and/or advisors. The exclusions provided by this
section shall not apply to any subcontractors or other agents Alliant may retain to
perform the Services under this Agreement.
5. Confidentiality.
a. Definitions. The Services and work product exchanged by the Parties under this
Agreement are to be used exclusively to carry out the terms, conditions, and
purposes set forth in this Agreement. However, as a public agency, records and
information provided to or otherwise used by the Client may be subject to a request
submitted under the Washington State Public Records Act. During the Term, the
Parties may each exchange information considered and conspicuously marked
“confidential,” “proprietary,” and/or “trade secret,” including, without limitation,
financial information, pricing information, intellectual property, ideas, concepts,
systems, designs, research and technical information, business and operational
policies, plans, processes, procedures and strategies, system design and operating
specifications, data, recommendations, proposals, reports and similar information
(collectively, “Confidential Information”). For purposes of this Section 5, the Party
disclosing Confidential Information is the “Disclosing Party” and the Party receiving
Confidential Information is the “Receiving Party.”
b. Exclusions. Confidential Information does not include information that is (i) in, or
that becomes part of, the public domain other than as a result of a breach of this
Section 5; (ii) independently developed by the Receiving Party as demonstrated by
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Version 04.10.2018 3
its records; (iii) lawfully known by the Receiving Party, without any obligation of
confidentiality or other restriction on use or disclosure, prior to disclosure of the
information by Disclosing Party; or (iv) disclosed by a third party whom the Receiving
Party has no reason to believe has any confidentiality or fiduciary obligation to such
information’s owner.
c. Legal Compulsion. A Receiving Party may disclose Confidential Information only to
the extent necessary to comply with a valid order of a court or governmental agency
with proper jurisdiction or as required by law or regulation; provided that, the
Receiving Party shall, to the extent allowed by law, make reasonable efforts to
promptly advise the Disclosing Party of the order, subpoena, or request in order to
enable the Disclosing Party to employ lawful means to avoid or limit disclosure. In the
event Alliant takes action to avoid or limit the Client’s disclosure of information Alliant
claims is Confidential Information, Alliant agrees to defend, indemnify, and hold the
Client, its officers, officials, employees, and agents harmless from any and all claims,
injuries, damages, losses or suits including all legal costs, attorney fees, and
penalties, arising out of or in connection with Alliant’s efforts to avoid or limit
disclosure of claimed Confidential Information. Either Party is also entitled to release
Confidential Information as required to prosecute or defend any claim under this
Agreement; provided however, that the Party seeking to release or use the
information shall take all reasonable steps necessary to avoid disclosing Confidential
Information, including filing documents and papers under seal.
d. Non-Disclosure; Reasonable Efforts. Except as otherwise provided in this
Agreement or as required by applicable law, a Receiving Party shall not knowingly
distribute, use, or rely upon Confidential Information without the Disclosing Party’s
permission. Additionally, except as otherwise provided in this Agreement, a
Receiving Party shall not directly or indirectly communicate, divulge, or otherwise
disclose the Confidential Information to any unauthorized person or entity. The
Parties shall employ reasonable and customary business practices to protect and
secure Confidential Information from unauthorized release or distribution and to limit
access and usage of Confidential Information to those employees, officers, directors,
agents, subcontractors, representatives, and advisors (including, without limitation,
attorneys, accountants, and financial advisors) (collectively, its “Representatives”)
who have legitimate “need to know” the information in order to perform under this
Agreement and who are bound by obligations of confidentiality no less restrictive
than this Section 5. The Receiving Party will be liable for any breach of this
Agreement by any of its Representatives.
e. Ownership of Confidential Information. Except as otherwise provided in this
Agreement, Confidential Information is and remains the absolute and exclusive
property of the Disclosing Party and its unique and variable asset.
f. Return of Confidential Information. Upon the Disclosing Party’s request at the
time of this Agreement’s termination, or earlier, the Receiving Party shall promptly
return all Confidential Information, including all copies, received in non-electronic
form and shall destroy all information received electronically. Notwithstanding
anything to the contrary in this Agreement, the Receiving Party may retain copies of
Confidential Information in order to comply with legal or regulatory requirements and
any electronic files automatically saved pursuant to its archiving and document
retention procedures and that cannot reasonably be deleted; with respect to all such
retained copies, the Receiving Party will remain subject to the confidentiality
obligations stated in this Section 5 for so long as the copies are retained.
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g. Survival. The obligations contained in this Section 5 will survive termination of this
Agreement for a period of two years or longer as required by law. Nothing in this
section limits or otherwise diminishes the protections afforded to trade secret
information or by applicable law.
h. Injunctive Relief. A breach of this Section 5 may cause irreparable injury to a
Disclosing Party. For this reason, in the event of a breach, a Disclosing Party is
entitled to seek injunctive relief or other equitable relief, without prejudice to any
other remedies that may be available.
6. Licenses and Ownership.
a. Media License. To the extent that Alliant will prepare benefit brochures, open
enrollment materials, or other benefit communications for Client’s employees
(collectively, “Benefit Materials”), and Client has or will provide photographs,
images, other media, trademarks, and/or logos (collectively, “Media”) to include in
the Benefit Materials, Client hereby grants Alliant a worldwide, perpetual, royalty-
free, non-exclusive, sublicensable right and license to use the Media in the Benefit
Materials. This license includes the right to use, reproduce, edit, crop, retouch,
distribute, and create derivative works of the Media as needed to incorporate the
Media into the Benefit Materials and to otherwise prepare and distribute the Benefit
Materials. Client represents and warrants that (i) it is the owner of the Media or has
the right to grant Alliant the licenses to use the Media, free of all liens, claims, and
encumbrances; and (ii) Alliant’s use of the Media as specified in this Agreement will
not infringe the rights, including the personal or proprietary rights, of any other party.
b. Other Client Information. Client hereby grants Alliant a worldwide, royalty-free,
non-exclusive, sublicensable, and revocable license to use all Client-provided
information as necessary to provide the Services. Client represents and warrants
that it has or will obtain the necessary consents from each individual before providing
or otherwise disclosing any of the individual’s personally identifiable information to
Alliant.
c. Ownership. Except as otherwise expressly stated in this Agreement, Client will
retain all ownership rights in the Media and other Client-provided information. Alliant
will retain all ownership rights to all information, data, benefit analysis, materials,
specifications, and products supplied by Alliant (collectively, “Work Product”),
together with all intellectual property rights in the Work Product. Work Product is
solely for use by Client and its Plan(s) and may not, without Alliant’s prior written
consent, be shared with anyone other than Client’s employees and advisors who
have a legitimate need to know, Plan participants and beneficiaries, or as required by
law.
7. Term and Termination.
a. Term. Unless terminated in accordance with this Section 7, this Agreement will have
an initial term of three and a half (3.5) years from the Effective Date (“Initial Term”),
after which the Parties agree the Agreement may be extended, at the Client’s
discretion, for one (1) additional three-year period, under the same pricing and terms,
for a total contract duration of six and a half (6.5) years. (“Renewal Term(s)”). The
Initial Term and all Renewal Term(s) are collectively the “Term.”
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b. Termination. Either Party may terminate this Agreement, with or without cause,
upon providing the other party thirty (30) days advance written notice to its address
set forth in this Agreement.
c. Final Fees. No later than 30 days after this Agreement’s termination, Alliant shall
issue a final invoice for any services performed and expenses incurred by Alliant on
or before the Agreement’s effective date of termination and that remain payable by
Client. The Client shall pay such invoice within 45 days of its receipt of the invoice.
d. Survival. Except as otherwise stated in this Agreement, the rights and obligations
contained in Sections 1, 5, 7, 8, 9, 10, and 11 of this Agreement shall survive the
termination of this Agreement.
8. Indemnification.
Alliant shall defend, indemnify and hold the Client, its officers, officials, employees, agents
and volunteers harmless from any and all claims, injuries, damages, losses or suits,
including all legal costs and attorney fees, arising out of or in connection with Alliant’s
negligent performance of this Agreement, except for that portion of the injuries and damages
caused by the Client's negligence.
The Client's inspection or acceptance of any of Alliant’s work when completed shall not be
grounds to avoid any of these covenants of indemnification.
IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE
INDEMNIFICATION PROVIDED HEREIN CONSTITUTES ALLIANT’S WAIVER OF
IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE
PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE
THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER.
In the event Alliant refuses tender of defense in any suit or any claim, if that tender was
made pursuant to this indemnification clause, and if that refusal is subsequently determined
by a court having jurisdiction (or other agreed tribunal) to have been a wrongful refusal on
Alliant’s part, then Alliant shall pay all the Client’s costs for defense, including all reasonable
expert witness fees and reasonable attorneys’ fees, plus the Client’s legal costs and fees
incurred because there was a wrongful refusal on Alliant’s part.
a.
b. Process. The Client will promptly notify Alliant in writing of any claims subject to
indemnification under this Section 8, provided that the Client’s delay in providing
such notice will not relieve Alliant of its indemnification obligations except to the
extent that Alliant is materially prejudiced by the delay. Alliant, at its sole expense,
will have the right to control the defense and settlement of the claim. Alliant may
settle or consent to the entry of any judgment with respect to any claim involving only
the payment of money, but shall not, without the Client’s prior written consent, which
shall not be unreasonably withheld, settle any other claim or consent to any judgment
that obligates the Client to take any independent action or pay money. The Client
shall reasonably cooperate with Alliant, at Alliant’s expense, in connection with the
defense of any claim subject to this Section 8 and shall, at Alliant’s expense, provide
all information reasonably requested for defense of such claim. The Client may, at its
own expense, retain separate counsel and participate in (but not control) any action
under this Section 8, unless that separate counsel is required due to any legal
conflict of interest that prohibits dual representation of both Alliant and the Client.
6.a
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Version 04.10.2018 6
9.
10. Resolution of DisputesArbitration. If the Parties are unable to resolve any dispute,
difference or claim arising from the Parties’ performance of this Agreement, the exclusive
means of resolving that dispute, difference or claim, shall only be by filing suit exclusively
under the venue, rules and jurisdiction of the King County Superior Court, King County,
Washington, unless the parties agree in writing to an alternative dispute resolution process.
In any claim or lawsuit for damages arising from the parties' performance of this Agreement,
each party shall pay all its legal costs and attorney's fees incurred in defending or bringing
such claim or lawsuit, including all appeals, in addition to any other recovery or award
provided by law; provided, however, nothing in this paragraph shall be construed to limit the
Client's right to indemnification under this Agreement.
11. Miscellaneous.
a. Independent Contractor. Alliant is an independent contractor for Client. This
Agreement does not create a partnership, joint venture, franchise, employment, or
any agency relationship between the Parties. Neither Party has any authority to act
on behalf of the other Party or bind the other Party in any respect; provided,
however, that Alliant has the authority to act as a broker on behalf of Client as
contemplated hereunder.
b. Notice. All notices given under this Agreement shall be in writing and deemed given:
(i) on the business day when delivered personally; (ii) one business day after being
sent by a reputable overnight courier services (charges prepaid); or (iii) five business
days after being sent by certified mail (charges prepaid). Notices must be sent to the
Party’s following address or any other address that the Party designates by proper
notice:
If to Client: If to Alliant:
City of Kent Alliant Insurance Services, Inc.
400 West Gowe Street 1420 5th Avenue, Suite 1500
Kent, WA 98032 Seattle, WA 98101
Attn: Marty Fischer Attn: Keith Robertson
With a copy to:
General Counsel
701 B Street, 6th Floor
San Diego, CA 92101
c. Governing Law; Venue. This Agreement will be governed by and construed in
accordance with the laws of the State of Washington without regard to its conflicts of
law principles, and the Parties each consent to the exclusive jurisdiction of the state
and federal courts in Washington.
d. Assignment. Neither Party may assign this Agreement without the prior written
consent of the other Party, except that prior written consent will not be required for a
Party to assign this Agreement to its successor in interest after a merger,
consolidation, reorganization, or sale of substantially all of that Party’s assets.
Subject to the foregoing, this Agreement shall inure to the benefit of and be binding
upon the Parties and their permitted successors and assigns.
6.a
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Version 04.10.2018 7
e. Waiver. A Party’s failure to enforce any provision of this Agreement shall not be
construed as a waiver of that provision and shall not prevent the subsequent
enforcement of each and every provision of this Agreement.
f. No Third Party Beneficiaries. Except as stated in this Agreement, this Agreement
does not create any right or cause of action in or on behalf of any person or entity
other than the Parties.
g. Entire Agreement; Amendments; Severability. This Agreement, together with its
attached schedules and incorporated documents, constitutes the entire agreement
between the Parties relating to its subject matter and supersedes all prior or
contemporaneous agreements, negotiations, representations and proposals of any
kind, whether written, oral, express or implied, related to its subject matter. Any
modification to this Agreement must be in writing and signed by authorized
representatives of both Parties. If any provision of this Agreement is declared invalid
by a court of competent jurisdiction, that provision will be severed from this
Agreement without affecting the validity or enforceability of all other provisions of this
Agreement, which will remain in full force and effect.
h. Construction. The Parties jointly negotiated the terms of this Agreement and each
Party has had an opportunity to review and discuss each provision with legal
counsel, to the extent desired. Therefore, the normal rule of construction that
construes any ambiguities against the drafting party shall not be employed in the
interpretation of this Agreement.
SO AGREED:
City of Kent
By: _________________________________
Name: Dana Ralph
Title: Mayor
Alliant Insurance Services, Inc.
By: _________________________________
Name:
Title:
6.a
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Version 04.10.2018 8
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Schedule I
Version 04.10.2018 1
SCHEDULE I
SERVICES
In accordance with the Client’s Request for Proposals for Benefits Consulting and Actuarial Services
(“RFP”), Alliant’s Response to that RFP, and any supplemental documentation and information
Alliant provided during the RFP process, all of which are incorporated herein by this reference,
Alliant shall perform the following Services during the term of this Agreement. “Standard” services as
indicated in this Schedule I are included in fees. If an additional fee applies, it is indicated below.
Except where specified, the services set forth below do not include the provision of third-party
administrator services.
A. Strategic Benefit Consulting
1. Quarter One - Annual benefit objective setting and
development of strategic plan with post-open enrollment
review, if applicable.
Standard
2. Quarter Two Meeting – Planning or Pre-renewal Standard
3. Quarter Three Meeting - Pre-renewal or Renewal Standard
4. Quarter Four Meeting – Renewal or Open Enrollment Standard
5. Agenda, meeting notes and project management Standard
6. Annual service/benefit calendar Standard
7. Introduction to new and progressive benefit innovations Standard
8. Benchmarking Standard
B. Health & Productivity Consulting
1. Development and alignment of health and productivity
strategy including incentive design in coordination with
annual benefit planning and goal setting
Standard
2. Annual review of Incentive design review in partnership with
compliance team, if needed
Standard
3. Assistance in procuring carrier dollars for wellness and
leveraging carrier solutions
Standard
4. Access to annual benchmarking reports, updates on industry
trends and proprietary health and wellness toolkits and
templates
Standard
5. Assistance in implementing wellness champion programs,
facilitating meetings and implementing culture building
policies and strategies
Standard
6. Access to health education library includes posters,
pamphlets and monthly employee facing newsletter
Standard
7. Vendor review, market assessment and project management
of implementation, as needed
Standard
C. Annual Renewal Report & Financial Analysis
1. Vendor marketing (as required) Standard
6.a
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Schedule I
Version 04.10.2018 2
a. Pre-qualify potential vendors and develop bid specs Standard
b. Detailed evaluation of plan design, cost and funding
alternatives
Standard
2. Premium rate and service fee negotiation Standard
3. Benefit analysis and plan design modeling (self-funded) Standard
4. Employee contribution strategy Standard
5. Annual cost summary Standard
6. Underwriting calculations
a. Annual Renewal Projection Standard – Self-funded
b. Annual High Claims Analysis Standard – Self-funded
c. Quarterly IBNR Standard – Self-funded
7. Experience Reports (monthly, quarterly) Standard – Quarterly/Monthly
D. Plan Implementation & Administration Support
1. Project Management of vendor relationship
a. Regular evaluation of service providers Standard
b. Resolve problems relating to vendor performance Standard
c. Network updates Standard
d. Assist in resolving claim problems or procedures,
plan design issues, billing problems, etc.
Standard
2. Create custom employee communication campaign and
materials to include:
a. Branded benefit summary Standard
b. Open enrollment memos Standard
c. Annual notices (i.e. Medicare Part D, CHIP, etc.) Standard
d. Open enrollment PPT presentations Standard
e. Ben-IQ Mobile application Standard
f. Employee portal Standard
g. Home mailings Standard
h. Wallet cards Standard
i. Total compensation statements Standard
3. Coordinate/conduct open enrollment meetings and/or
benefits fairs
a. WebEx Standard
b. Travel for meetings Standard
c. Travel for meetings in locations with less than 25
employees
Standard
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Schedule I
Version 04.10.2018 3
4. Benefit Advocate Department – Assist HR, employees and
families with benefit questions, claims issues, appeals
Standard
a. Quarterly utilization reports Standard
E. Compliance Consulting
1. Plan Administration Support
a. Integrated daily support from assigned in house
compliance professional
b. Risk analysis and recommendations for short term
and long term plan design strategies
Standard
2. Ongoing Client Education
a. Compliance Alerts
b. Compliance Updates
c. Alliant Insights (white papers)
d. Friday Fast Facts
e. Quarterly HRCI accredited webinars
f. Compliant with Alliant Podcast
Standard
3. Annual Reporting and Disclosure Support
a. Facilitate annual 5500 Preparation and Filing
b. Wrap SPD Plan Document
c. Summary Material Modification
d. Customizable Compliance Calendar and Checklist
e. Annual Notices Package
f. PCORI Fee Calculation Support
Standard
4. HIPAA Compliance Infrastructure
a. Review plan design and recommend HIPAA
compliance strategy
b. Implementation-ready HIPAA Privacy & Security
Policies and Procedures
c. HIPAA Training for Benefits Team
Standard
5. Practical Compliance Tools
a. Cadillac Tax Modeler
b. ACA Employer Reporting Guide
c. Pay or Play Risk Assessment
d. ACA Health Care Reform Review Analysis
Standard
F. Human Resources Consulting (ThinkHR) Standard
G. Benefit Administration Outsourcing
1. Vendor RFP and evaluation Standard
2. Implementation support Standard
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Schedule II
Version 04.10.2018 1
SCHEDULE II
COMPENSATION
1. Compensation. As consideration for the Services, Alliant shall receive the following
compensation:
a. Fees and Payment.
i. Fees. The fee for the standard Services will be $85,000 per year or
$7,083.33 per month.
ii. Payment. Client shall pay any fee hereunder within 45 days of its receipt of
Alliant’s invoice.
b. Changes in Services. If Client requests a change in Services or if changes in
Client’s size, operations, or organization require a change in the scope and/or nature
of the Services and/or Plans, the compensation described in this Section 1 will be
adjusted accordingly.
2. Transparency and Disclosure. Upon Client’s reasonable request, Alliant will disclose
compensation it receives, where possible, in connection with any insurance placements on
behalf of Client under Alliant’s “Transparency and Disclosure” policy, a copy of which is
made available upon request. Pursuant to its policy, Alliant will conduct business in
conformance with all applicable insurance regulations and in advancement of the best
interests of its clients. In addition, Alliant’s conflict of interest policy precludes it from
accepting any form of broker incentives that would result in business being placed with
carriers in conflict with the interests of Alliant’s clients.
3. Services Included in Cost of Premium. In addition to the compensation described in this
Schedule II, Alliant and/or its related entities may receive additional compensation for
underwriting, program administration, and other services that are (a) provided to either Client
or the insurance carrier, (b) not contracted for directly by Client, and (c) outside the scope of
Services described in Schedule I. This additional compensation, if any, will be included in the
cost of the premium Client pays to the carrier and accordingly, will create no additional cost
for Client. Notwithstanding this paragraph, any services contracted for directly by Client may
be subject to additional costs, as provided in Section 1 above.
4. Indirect Income. Alliant has provided the City of Kent with an “opt-out” form for review and
sign off. The form may also be found on Alliant’s website: http://www.alliant.com/Legal-
Notices/Pages/Disclosure-Policy.aspx. The City of Kent has elected to have the premium
associated with all policies managed by Alliant excluded from consideration in any and all
contingent and supplemental income.
6.a
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ADDITIONAL COMMISSION “OPT OUT”
Attn: General Counsel
Alliant Insurance Services, Inc.
701 B Street, 6th Floor
San Diego, CA 92101
RE: Additional Commission “Opt Out”
Please be advised that the City of Kent has elected to have the premium associated with
any and all insurance policies where Alliant is the broker of record excluded from
consideration in any and all:
✓ Contingent income agreements
✓ Supplemental income agreements
Sincerely,
Company Name
By:
Title:
Dated:
6.b
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HUMAN RESOURCES DEPARTMENT
Marty Fisher, Human Resources Director
220 Fourth Avenue South
Kent, WA 98032
253-856-5270
DATE: July 17, 2018
TO: Operations Committee
SUBJECT: 2018-2019 Property Insurance Program Review -
Information Only
SUMMARY: Property Insurance renewal was July 1. The recent premium history is
as follows:
• July 2015 to July 2016 $404,800
Premium decrease of 6.5%, includes increase in Earthquake/Flood limit from $50M
to $75M. ShoWare remains at $5M.
• July 2016 to July 2017 $370,725
Premium decrease of 10.3%, despite having negotiated a “flat” renewal for
2016-17.
• July 2017 to July 2018 $346,323
Premium decrease of 7%. Decrease based on adding another layer to EQ/Flood
coverage at a lower rate than Lexington’s rate for the $10M to $25M layer.
• July 2018 to July 2019 $362,500
Premium increase of 7%, due primarily to increased reinsurance costs
resulting from 3 hurricanes and the fires in California during 2017.
BUDGET IMPACT: Property insurance premium remains within budget projected
during the 2016 Budget process.
ATTACHMENTS:
1. Property Charts (DOCX)
7
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CITY OF KENT
$10,000,000
$25,000,000
($15M x $10M)
$10,000,000
$300M Primary
2017 / 2018 2018 / 2019
*Excludes Surplus Lines Taxes & Fees
Lexington
100.00%
All Risk
$210,000
All Risk Earthquake and Flood
Deductibles: $100,000
Earthquake: 5%/$100,000 Minimum
Flood: $250,000 except 5%/$1M at ShoWare
TIV: $302,591,943
Premium: $338,000*
Rate: .112* (-7%)
Flood -
ShoWare
Lexington
100.00%
All Risk
$217,500
$300,000,000
$75,000,000
$5,000,000
All Risk Earthquake and Flood
Deductibles: $100,000
Earthquake: 5%/$100,000 Minimum
Flood: $250,000 except 5%/$1M at ShoWare
TIV: $313,802,509
Premium: $362,500*
Rate: .116* (+3.4%)
Flood -
ShoWare
$300,000,000
$75,000,000
($50M x $25M)
$5,000,000
Empire
15%
$8,700
Lexington
$10M
General
Security
25%
$14,500
QBE
60%
$34,800
United Specialty
38.46%
$55,767
Lexington
$10M
Everest Indemnity
61.54%
$89,233
Empire
41.67%
$29,169
General
Security
25%
$29,169
Ironshore
Insurance Ltd.
16.67%
$11,669
Ironshore
Europe Ltd.
16.66%
$11,662
7.a
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FINANCE DEPARTMENT
Aaron BeMiller, Finance Director
220 Fourth Avenue South
Kent, WA 98032
253-856-5264
DATE: July 17, 2018
TO: Operations Committee
SUBJECT: May Financial Report - Information Only
SUMMARY: The Finance Director will report out the May 2018 financial report.
SUPPORTS STRATEGIC PLAN GOAL:
Sustainable Services
ATTACHMENTS:
1. May Monthly Report (PDF)
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2018
Adj Budget
2018
YTD
2018
Est Actual
Variance
Favorable
(Unfavorable)
%Variance
Favorable
(Unfavorable)
Revenues 103,130,990 45,928,811 105,843,620 2,712,630 2.6%
Expenditures 103,320,667 34,895,715 104,982,006 (1,661,339) -1.6%
Net Revenues Less Expenditures (189,677) 11,033,097 861,614 1,051,291
Beginning Fund Balance 21,595,175 21,595,175
Ending Fund Balance 21,405,498 22,456,789
Ending Fund Balance Detail:
General Fund Reserves 20,815,328 21,522,949
20.1%20.5%
Restricted for Annexation 590,170 933,840
Revenue Overview
Expenditures Overview
Required Ending Fund Balance Calculation
Estimated Expenditures for 2018 (from above)104,982,006
18.0%
18% GF Ending Fund Balance 18,896,761
May 2018 Monthly Financial Report
City of Kent, Washington
General Fund Overview
Summary
Analysis through May shows an overall positive budget variance of $1.1 million.
The budgeted use of fund balance is offset by the positive budget variance of $1.1 million, creating a net surplus of
$0.9m.
General Fund Reserves are estimated to end the year at $21.5 million, or 20.5% of estimated 2018 expenditures.
Revenues are estimated to end the year approximately $2.7 million (2.6%) higher than budgeted.
Through May, all departments are remaining fairly close to budget with an overall unfavorable budget variance of $-
1.7 million or -1.6%. This unfavorable variance is due to $2m in transfers to the Capital Resource Fund and Health
Care Fund not previously budgeted, offset by favorable department budget variances (See GF Expenditure page).
6.93
2.06 0.83 0.64
4.13
7.65
9.46 11.91
18.92
20.65 21.52
0.00
5.00
10.00
15.00
20.00
25.00
2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 Est. 2018
General Fund Ending Fund Balance 10-year History (excluding Annexation)$ in
millions
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Revenue Categories 2018
Adj Budget
2018
YTD
2018
Est Actual
Variance
Favorable
(Unfavorable)
%Variance
Favorable
(Unfavorable)
Taxes:
Property 29,532,710 15,576,486 29,677,090 144,380 0.5%
Sales & Use 21,100,310 9,293,534 21,560,670 460,360 2.2%
Utility 19,150,880 8,689,176 19,158,660 7,780 0.0%
Business & Occupation 8,890,480 1,721,544 8,860,840 (29,640) -0.3%
Other 879,260 325,441 950,440 71,180 8.1%
Licenses and Permits 5,695,870 3,093,031 6,646,530 950,660 16.7%
Intergovernmental Revenue 7,946,370 2,554,265 8,100,970 154,600 1.9%
Charges for Services 5,844,610 3,295,071 6,755,170 910,560 15.6%
Fines and Forfeitures 1,565,970 518,397 1,331,710 (234,260) -15.0%
Miscellaneous Revenue 1,574,530 861,866 1,851,540 277,010 17.6%
Transfers In 950,000 - 950,000 -
Total Revenues 103,130,990 45,928,811 105,843,620 2,712,630 2.6%
Fines & Forfeitures: $234k decrease due primarily to lower than anticipated civil penalties to date ($220k)
Miscellaneous Revenue: $277k increase due to interest income ($100k), rents & royaties ($43k), miscellaneous
revenue ($89k)
May 2018 Monthly Financial Report
City of Kent, Washington
General Fund Overview - Revenues
Variance analysis for revenues is provided for particular line items or those in which the estimated actual amount
differs from the budgeted amount by at least 10% or minimum of $500,000.
Variance Notes
Charges & Services: $910k increase over budget due to higher planning development service charges of $1m than
budgeted, offset by decreases in public safety charges of (90k).
Licenses and Permits: $950k increase due to $620k of bldg/struc permits, $210k in higher street/curb permits, &
$110k in business licenses & franchise fees
Property Taxes
28%
Sales Taxes
20%
Utility Taxes
18%
B&O Taxes
8%Other Taxes
1%
Licenses and Permits
6%
Intergovernmental
8%
Charges for Services
7%
Fines & Forfeits 2%
Misc & Transfers In
3%
Other
25%
2018 Estimated
General Fund
Revenues
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Prior Year
Revenues
Budgeted
Revenues
Actual
Revenues
January 5,578 6,021 5,721
February 5,024 5,516 5,542
March 7,586 8,148 7,432
April 17,008 16,729 18,343
May 6,492 7,431 8,891
June 6,175 6,633 0
July 7,351 6,916 0
August 5,581 5,633 0
September 6,738 7,301 0
October 15,494 16,964 0
November 6,875 6,659 0
December 11,017 9,180 0
Total 100,919 103,131 45,929
Prior Year
Revenues
Budgeted
Revenues
Actual
Revenues
January 0 11 0
February 197 224 213
March 711 966 736
April 9,768 11,775 12,768
May 1,324 2,345 1,860
June 109 160 0
July 26 56 0
August 85 107 0
September 561 665 0
October 8,610 11,300 0
November 1,361 1,668 0
December 249 256 0
Total 23,000 29,533 15,576
Prior Year
Revenues
Budgeted
Revenues
Actual
Revenues
January 1,686 1,610 1,761
February 1,986 2,056 2,045
March 1,550 1,560 1,810
April 1,547 1,553 1,604
May 1,836 1,781 2,074
June 1,587 1,456 0
July 1,739 1,724 0
August 1,964 1,918 0
September 1,693 1,771 0
October 1,783 1,765 0
November 1,841 1,916 0
December 1,898 1,992 0
Total 21,109 21,100 9,294
May 2018 Monthly Financial Report
City of Kent, Washington
General Fund Revenues ($ in Thousands)
All Revenues Sources
Property Tax
Sales Tax
$0
$20,000
$40,000
$60,000
$80,000
$100,000
$120,000
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
18 Bud 17 Act 18 Act
$0
$5,000
$10,000
$15,000
$20,000
$25,000
$30,000
$35,000
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
18 Bud 17 Act 18 Act
$0
$5,000
$10,000
$15,000
$20,000
$25,000
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
18 Bud 17 Act 18 Act
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May 2018 Monthly Financial Report
City of Kent, Washington
General Fund Revenues ($ in Thousands)
Prior Year
Revenues
Budgeted
Revenues
Actual
Revenues
January 1,842 2,052 1,860
February 1,829 1,675 1,771
March 1,739 1,606 1,719
April 1,873 1,817 1,737
May 1,566 1,486 1,602
June 1,505 1,363 0
July 1,631 1,707 0
August 1,479 1,434 0
September 1,574 1,674 0
October 1,536 1,498 0
November 1,535 1,443 0
December 1,540 1,396 0
Total 19,648 19,151 8,689
Prior Year
Revenues
Budgeted
Revenues
Actual
Revenues
January 1 6 1
February 4 24 3
March 494 265 33
April 1,945 1,888 322
May 232 338 1,688
June 153 123 0
July 1,984 1,753 0
August 185 364 0
September 8 92 0
October 1,950 1,965 0
November 578 358 0
December 2,509 2,595 0
Total 10,042 9,770 2,047
Prior Year
Revenues
Budgeted
Revenues
Actual
Revenues
January 2,049 1,697 2,099
February 1,008 948 1,510
March 3,092 2,765 3,135
April 1,876 1,597 1,912
May 1,534 1,519 1,667
June 2,820 2,980 0
July 1,969 1,610 0
August 1,868 1,467 0
September 2,902 2,758 0
October 1,615 1,931 0
November 1,561 1,195 0
December 4,821 3,110 0
Total 27,119 23,577 10,323
Utility Tax
Other Taxes
Other Revenues
(Intergovernmental, Licenses & Permits, Charges for Service, Fines & Forfeits, and Misc Revenues)
$0
$5,000
$10,000
$15,000
$20,000
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
18 Bud 17 Act 18 Act
$0
$2,000
$4,000
$6,000
$8,000
$10,000
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
18 Bud 17 Act 18 Act
$0
$5,000
$10,000
$15,000
$20,000
$25,000
$30,000
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
18 Bud 17 Act 18 Act
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Department 2018
Adj Budget
2018
YTD
2018
Est Actual
Variance
Favorable
(Unfavorable)
%Variance
Favorable
(Unfavorable)
City Council 409,150 153,385 388,100 21,050 5.1%
Mayor's Office/City Clerk 3,063,990 1,068,017 2,857,800 206,190 6.7%
Economic & Community Dev 7,305,340 2,776,010 7,140,300 165,040 2.3%
Finance 3,007,710 1,199,363 3,052,200 (44,490) -1.5%
Fire Contracted Services 3,657,530 1,493,563 3,631,407 26,123 0.7%
Human Resources 2,213,030 891,669 2,210,700 2,330 0.1%
Information Technology 519,450 212,089 513,719 5,731 1.1%
Law 1,777,920 725,850 1,790,900 (12,980) -0.7%
Municipal Court 3,405,030 1,359,164 3,387,200 17,830 0.5%
Parks, Recreation & Comm Svcs 18,488,507 6,829,460 18,240,000 248,507 1.3%
Police 38,863,160 16,318,776 39,239,500 (376,340) -1.0%
Public Works 1,318,470 477,667 1,238,800 79,670 6.0%
Non-Departmental 19,291,380 1,390,702 21,291,380 (2,000,000) -10.4%
Total Expenditures 103,320,667 34,895,715 104,982,006 (1,661,339) -1.6%
May 2018 Monthly Financial Report
City of Kent, Washington
General Fund Overview - Expenditures
Variance analysis for expenditures is provided for particular departments or those in which the estimated actual
amount differs from the budgeted amount by at least 10% or a minimum of $500,000.
Variance Notes
Non-Departmental: $2m unfavorable variance due to transfer of $750k to Health Care Fund and $1.25m to
Capital Resource Fund. Budget will be updated in June and will be included in the next supplemental budget
ordinance.
City Council
Mayor's Office/City
Clerk
3%
ECD
7%
Finance
3%
Fire Contracted
Services
4%
Human Resources
2%
Information
Technology
Law
2%
Municipal Court
3%
Parks, Recreation &
Comm Svcs
17%
Police
37%
Public Works
1%
Non-Departmental
20%
Other
9%
2018 Estimated General Fund Expenditures
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2017 2018 2018 2018
Actuals Adj Budget YTD Est Actual
Beginning Fund Balance 19,987,828 21,595,175 21,595,175 21,595,175
Revenues
Taxes:
Property 22,999,864 29,532,710 15,576,486 29,677,090
Sales & Use 21,109,277 21,100,310 9,293,534 21,560,670
Utility 19,648,349 19,150,880 8,689,176 19,158,660
Business & Occupation 9,141,800 8,890,480 1,721,544 8,860,840
Other 900,663 879,260 325,441 950,440
Licenses and Permits 6,962,130 5,695,870 3,093,031 6,646,530
Intergovernmental Revenue 8,102,414 7,946,370 2,554,265 8,100,970
Charges for Services 7,328,567 5,844,610 3,295,071 6,755,170
Fines and Forfeitures 1,549,964 1,565,970 518,397 1,331,710
Miscellaneous Revenue 2,241,585 1,574,530 861,866 1,851,540
Transfers In 934,128 950,000 - 950,000
Total Revenues 100,918,740 103,130,990 45,928,811 105,843,620
Expenditures
City Council 349,577 409,150 153,385 388,100
Mayor's Office/City Clerk 2,745,792 3,063,990 1,068,017 2,857,800
Economic & Community Dev 5,841,098 7,305,340 2,776,010 7,140,300
Finance 2,522,554 3,007,710 1,199,363 3,052,200
Fire Contracted Services 3,668,180 3,657,530 1,493,563 3,631,407
Human Resources 1,835,276 2,213,030 891,669 2,210,700
Information Technology 521,151 519,450 212,089 513,719
Law 1,600,451 1,777,920 725,850 1,790,900
Municipal Court 3,128,652 3,405,030 1,359,164 3,387,200
Parks, Recreation & Comm Svcs 16,655,356 18,488,507 6,829,460 18,240,000
Police 37,167,622 38,863,160 16,318,776 39,239,500
Public Works 1,111,563 1,318,470 477,667 1,238,800
Non-Departmental 22,164,122 19,291,380 1,390,702 21,291,380
Total Expenditures 99,311,394 103,320,667 34,895,715 104,982,006
Net Revenues less Expenditures 1,607,347 (189,677) 11,033,097 861,614
Ending Fund Balance 21,595,175 21,405,498 32,628,272 22,456,789
Ending Fund Balance Detail:
General Fund Reserves 20,654,417 20,815,328 21,522,949
based on same year actuals/budget 20.8% 20.1% 20.5%
Restricted for Annexation 940,759 590,170 933,840
May 2018 Monthly Financial Report
City of Kent, Washington
General Fund
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2016 2017 2018 % of
thru May thru May thru May Budget
Revenues
Taxes:
Property 11,772,361 11,999,861 15,576,486 3,576,626 29.8%53.1%
Sales & Use 8,319,184 8,604,214 9,293,534 689,320 8.0%51.6%
Utility 8,494,912 8,848,341 8,689,176 (159,166) -1.8%54.6%
Business & Occupation 2,013,516 2,417,766 1,721,544 (696,222) -28.8%28.8%
Other 274,000 257,856 325,441 67,584 26.2%30.6%
Licenses and Permits 2,335,570 2,539,935 3,093,031 553,095 21.8%51.9%
Intergovernmental Revenue 2,467,256 2,461,987 2,554,265 92,279 3.7%52.7%
Charges for Services 2,219,129 2,906,350 3,295,071 388,722 13.4%67.8%
Fines and Forfeitures 617,267 795,914 518,397 (277,518) -34.9%57.7%
Miscellaneous Revenue 690,172 856,768 861,866 5,098 0.6%65.7%
Transfers In - - - -
Total Revenues 39,203,366 41,688,993 45,928,811 4,239,818 10.2%44.5%
Expenditures
City Council 124,359 162,540 153,385 (9,155) -5.6%37.5%
Mayor's Office/City Clerk 987,516 986,746 1,068,017 81,272 8.2%34.9%
Economic & Community Dev 2,182,501 2,318,150 2,776,010 457,860 19.8%38.0%
Finance 1,084,313 948,734 1,199,363 250,630 26.4%39.9%
Fire Contracted Services 1,418,662 1,353,784 1,493,563 139,779 10.3%40.8%
Human Resources 629,835 731,831 891,669 159,838 21.8%40.3%
Information Technology 214,420 237,649 212,089 (25,560) -10.8%40.8%
Law 601,759 638,793 725,850 87,057 13.6%40.8%
Municipal Court 1,262,132 1,279,403 1,359,164 79,761 6.2%39.9%
Parks, Recreation & Comm Svcs 6,250,873 6,326,259 6,829,460 503,202 8.0%36.9%
Police 14,285,610 15,314,690 16,318,776 1,004,086 6.6%42.0%
Public Works 674,462 512,840 477,667 (35,174) -6.9%36.2%
Non-Departmental 484,715 1,887,638 1,390,702 (496,936) -26.3%7.2%
Total Expenditures 30,201,155 32,699,056 34,895,715 2,196,659 6.7%33.8%
*General Govt. includes City Council, Mayor/Clerk, HR, IT, & Finance
Variance
May 2018 Monthly Financial Report
City of Kent, Washington
General Fund
Year-to-Year Month Comparison
2018-17
0
2,000,000
4,000,000
6,000,000
8,000,000
10,000,000
12,000,000
14,000,000
16,000,000
18,000,000
Property
Taxes
Sales &
Use Taxes
Utility
Taxes
Other
Revenues
GF Revenues thru May
2016
2017
2018
0
2,000,000
4,000,000
6,000,000
8,000,000
10,000,000
12,000,000
14,000,000
16,000,000
18,000,000
Police Parks *General
Govt.
ECD Non-Dept
& Other
GF Expenditures thru May
2016
2017
2018
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2018 2018 2018 2018
Beginning Fund
Balance
Estimated
Revenues
Estimated
Expenditures
Ending Fund
Balance
Operating revenues and expenditures only; capital and non-capital projects are excluded.
General Fund 21,595,174 105,843,620 104,982,006 22,456,788
Street Fund 5,873,486 13,138,190 15,198,840 3,812,836
LEOFF 1 Retiree Benefits 1,296,372 1,193,480 1,196,550 1,293,302
Lodging Tax 457,557 289,110 392,750 353,917
Youth/Teen Programs 104,887 936,220 942,000 99,107
Capital Resources 15,646,334 21,664,930 23,130,430 14,180,834
Criminal Justice 7,197,004 4,545,000 4,306,560 7,435,444
ShoWare Operating 2,518,894 1,235,430 1,102,020 2,652,304
Other Operating 526,158 120,650 120,650 526,158
Councilmanic Debt Service 986,220 10,531,820 10,066,990 1,451,050
Special Assessments Debt Service 582,661 1,504,460 1,563,470 523,651
Water Utility 20,803,436 25,868,320 25,000,000 21,671,756
Sewer/Drainage Utility 24,390,396 55,536,850 53,000,000 26,927,246
Solid Waste Utility 479,431 753,000 707,330 525,101
Golf Complex (3,816,932) 8,507,550 5,980,000 (1,289,382)
Fleet Services 5,869,149 4,761,160 7,500,000 3,130,309
Central Services (3,113) 449,310 421,150 25,047
Information Technology 3,593,294 8,163,640 8,706,380 3,050,554
Facilities 2,316,961 4,904,580 5,000,000 2,221,541
Unemployment 1,424,508 121,700 171,990 1,374,218
Workers Compensation 2,374,326 1,074,800 1,442,430 2,006,696
Employee Health & Wellness 2,960,567 13,745,990 14,000,000 2,706,557
Liability Insurance 1,661,132 1,510,060 1,925,930 1,245,262
Property Insurance 652,035 565,920 526,490 691,465
Enterprise Funds
Internal Service Funds
May 2018 Monthly Financial Report
City of Kent, Washington
Fund Balances
General Fund
Special Revenue Funds
Debt Service Funds
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2016 2017 2018 2018 2018
Actual Actual Budget YTD Est Actual
Operating revenues and expenditures only; capital and non-capital projects are excluded.
In instances where expenditures exceed revenues, fund balance is being utilized.
Street Fund
Revenues 14,254,751 14,407,771 11,921,560 4,712,199 13,138,190
Expenditures 14,369,693 12,511,397 15,198,840 5,947,887 15,198,840
Net Revenues Less Expenditures (114,942)1,896,373 (3,277,280)(1,235,688)(2,060,650)
LEOFF 1 Retiree Benefits
Revenues 1,035,289 1,285,285 1,193,480 306,592 1,193,480
Expenditures 954,561 1,163,174 1,196,550 554,300 1,196,550
Net Revenues Less Expenditures 80,728 122,111 (3,070)(247,709)(3,070)
Lodging Tax
Revenues 294,859 316,975 286,610 95,312 289,110
Expenditures 219,989 328,804 392,750 135,120 392,750
Net Revenues Less Expenditures 74,870 (11,830)(106,140)(39,808)(103,640)
Youth/Teen Programs
Revenues 911,855 955,757 936,220 431,515 936,220
Expenditures 942,000 942,000 942,000 942,000
Net Revenues Less Expenditures (30,145)13,757 (5,780)431,515 (5,780)
Capital Resources
Revenues 20,751,646 19,948,247 17,356,830 6,729,118 21,664,930
Expenditures 15,248,984 15,579,639 23,130,430 1,756,608 23,130,430
Net Revenues Less Expenditures 5,502,662 4,368,607 (5,773,600)4,972,510 (1,465,500)
Criminal Justice
Revenues 4,873,770 6,032,589 4,200,900 1,988,358 4,545,000
Expenditures 3,157,680 4,533,302 4,306,560 1,764,077 4,306,560
Net Revenues Less Expenditures 1,716,090 1,499,287 (105,660)224,282 238,440
ShoWare Operating
Revenues 1,647,988 1,355,226 1,234,430 244,714 1,235,430
Expenditures 1,097,457 1,067,836 1,102,020 336,760 1,102,020
Net Revenues Less Expenditures 550,531 287,390 132,410 (92,046)133,410
Other Operating
Revenues 135,731 129,338 120,650 5,000 120,650
Expenditures 63,059 40,094 120,650 20,542 120,650
Net Revenues Less Expenditures 72,672 89,244 (15,542)
Councilmanic Debt Service
Revenues 86,581,322 10,781,229 10,531,820 807,962 10,531,820
Expenditures 85,720,181 10,316,403 10,066,990 807,962 10,066,990
Net Revenues Less Expenditures 861,141 464,826 464,830 464,830
Special Assessment Debt Service
Revenues 2,151,133 1,979,573 1,504,460 248,953 1,504,460
Expenditures 3,032,661 2,585,818 1,563,470 736,788 1,563,470
Net Revenues Less Expenditures (881,528)(606,245)(59,010)(487,836)(59,010)
Debt Service Funds
May 2018 Monthly Financial Report
City of Kent, Washington
Other Funds Overview (Revenues and Expenditures)
Special Revenue Funds
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Actual Actual Budget YTD Est Actual
Operating revenues and expenditures only; capital and non-capital projects are excluded.
In instances where expenditures exceed revenues, fund balance is being utilized.
May 2018 Monthly Financial Report
City of Kent, Washington
Other Funds Overview (Revenues and Expenditures)
Water Utility
Revenues 24,526,000 28,209,235 25,718,320 10,960,300 25,868,320
Expenditures 21,654,832 26,577,932 28,943,430 8,805,437 25,000,000
Net Revenues Less Expenditures 2,871,168 1,631,303 (3,225,110)2,154,863 868,320
Sewer/Drainage Utility
Revenues 53,289,642 54,240,288 53,455,350 23,507,774 55,536,850
Expenditures 50,599,649 49,060,469 57,617,920 17,364,879 53,000,000
Net Revenues Less Expenditures 2,689,993 5,179,819 (4,162,570)6,142,895 2,536,850
Solid Waste Utility
Revenues 774,072 754,868 749,500 268,805 753,000
Expenditures 471,180 577,964 707,330 342,791 707,330
Net Revenues Less Expenditures 302,892 176,904 42,170 (73,987)45,670
Golf Complex
Revenues 2,475,682 3,027,079 2,871,410 6,817,403 8,507,550
Expenditures 3,188,762 3,081,308 2,932,980 985,356 5,980,000
Net Revenues Less Expenditures (713,080)(54,229)(61,570)5,832,046 2,527,550
Fleet Services
Revenues 4,769,001 5,480,210 4,761,160 2,034,375 4,761,160
Expenditures 3,974,431 4,164,630 9,119,000 2,131,734 7,500,000
Net Revenues Less Expenditures 794,570 1,315,580 (4,357,840)(97,360)(2,738,840)
Central Services
Revenues 382,444 350,602 449,310 171,850 449,310
Expenditures 399,786 290,147 421,150 156,657 421,150
Net Revenues Less Expenditures (17,342)60,455 28,160 15,193 28,160
Information Technology
Revenues 7,717,834 8,173,478 8,129,885 3,483,208 8,163,640
Expenditures 6,905,076 8,175,302 8,706,380 3,476,775 8,706,380
Net Revenues Less Expenditures 812,757 (1,824)(576,495)6,433 (542,740)
Facilities
Revenues 5,556,854 4,737,520 4,904,580 2,036,672 4,904,580
Expenditures 4,881,741 4,761,950 5,142,110 1,667,952 5,000,000
Net Revenues Less Expenditures 675,113 (24,429)(237,530)368,720 (95,420)
Unemployment
Revenues 420,226 167,215 121,700 58,498 121,700
Expenditures 126,718 75,154 171,990 94,701 171,990
Net Revenues Less Expenditures 293,508 92,061 (50,290)(36,203)(50,290)
Workers Compensation
Revenues 1,200,476 1,082,091 1,074,800 420,709 1,074,800
Expenditures 1,436,775 1,013,278 1,442,430 460,115 1,442,430
Net Revenues Less Expenditures (236,299)68,813 (367,630)(39,406)(367,630)
Enterprise Funds
Internal Service Funds
Note: Golf revenues include proceeds from the sale of land of $500k in 2017 and $6m in 2018. 2018 Exp include
$3.2m transfer to Capital Projects
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Actual Actual Budget YTD Est Actual
Operating revenues and expenditures only; capital and non-capital projects are excluded.
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May 2018 Monthly Financial Report
City of Kent, Washington
Other Funds Overview (Revenues and Expenditures)
Employee Health & Wellness
Revenues 10,688,926 11,707,967 12,995,990 4,832,691 13,745,990
Expenditures 12,130,696 13,428,552 14,629,950 5,717,742 14,000,000
Net Revenues Less Expenditures (1,441,770)(1,720,584)(1,633,960)(885,051)(254,010)
Liability Insurance
Revenues 1,447,027 2,087,755 1,510,060 724,092 1,510,060
Expenditures 2,145,627 2,180,680 1,925,930 1,272,458 1,925,930
Net Revenues Less Expenditures (698,600)(92,925)(415,870)(548,366)(415,870)
2017: October budget change for $200,000 to ensure adequate budget to cover judgments and damages costs
Property Insurance
Revenues 628,105 556,770 565,920 239,606 565,920
Expenditures 445,135 436,283 526,490 220,288 526,490
Net Revenues Less Expenditures 182,970 120,487 39,430 19,318 39,430
0
10,000,000
20,000,000
30,000,000
40,000,000
50,000,000
60,000,000
70,000,000
80,000,000
90,000,000
100,000,000
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2017
Actuals
2018
Budget
2018
Est.
Actuals
Other Fund Revenues
Special
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Funds
Enterprise
Funds
Internal
Service
Funds
0
10,000,000
20,000,000
30,000,000
40,000,000
50,000,000
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General Fund Special Revenue
Funds
Enterprise Funds Internal Service
Funds
2018 Estimated Fund Balances
Beginning
Balance
Estimated
Ending Balance
0
10,000,000
20,000,000
30,000,000
40,000,000
50,000,000
60,000,000
70,000,000
80,000,000
90,000,000
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Actuals
2017
Actuals
2018
Budget
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Est.
Actuals
Other Fund Expenditures
Special
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Funds
Enterprise
Funds
Internal
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2016 2017 2018
thru May thru May thru May
Operating revenues and expenditures only; capital and non-capital projects are excluded.
Street Fund
Revenues 4,951,359 4,475,245 4,712,199 236,954 5.3%
Expenditures 4,029,032 4,187,415 5,947,887 1,760,472 42.0%
Net Revenues Less Expenditures 922,327 287,830 (1,235,688)
LEOFF 1 Retiree Benefits
Revenues 19,224 412,196 306,592 (105,604)-25.6%
Expenditures 370,080 492,165 554,300 62,136 12.6%
Net Revenues Less Expenditures (350,856)(79,969)(247,709)
2016 revenues reflect a timing difference because of revenues that were not booked until June.
Lodging Tax
Revenues 84,667 93,264 95,312 2,048 2.2%
Expenditures 66,982 68,568 135,120 66,552 97.1%
Net Revenues Less Expenditures 17,685 24,696 (39,808)
Youth/Teen Programs
Revenues 409,783 440,909 431,515 (9,394)-2.1%
Expenditures
Net Revenues Less Expenditures 409,783 440,909 431,515
Capital Resources
Revenues 5,266,887 5,805,485 6,729,118 923,633 15.9%
Expenditures 759,969 743,100 1,756,608 1,013,508
Net Revenues Less Expenditures 4,506,919 5,062,385 4,972,510
Criminal Justice
Revenues 1,951,443 1,989,437 1,988,358 (1,079)-0.1%
Expenditures 1,121,062 1,607,072 1,764,077 157,005 9.8%
Net Revenues Less Expenditures 830,381 382,365 224,282
ShoWare Operating
Revenues 350,138 108,389 244,714 136,325 125.8%
Expenditures 138,334 176,084 336,760 160,676 91.2%
Net Revenues Less Expenditures 211,804 (67,695)(92,046)
Admissions Tax revenues received quarterly (April, July, September, January)
Other Operating
Revenues 5,000 5,000
Expenditures 35,942 2,642 20,542 17,901 677.6%
Net Revenues Less Expenditures (35,942)(2,642)(15,542)
Combines several small programs, including City Art Program and Neighborhood Matching Grants
May 2018 Monthly Financial Report
City of Kent, Washington
Other Funds Overview (Revenues and Expenditures)
Year-to-Year Month Comparison
2018-17
Special Revenue Funds
Variance
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thru May thru May thru May
Operating revenues and expenditures only; capital and non-capital projects are excluded.
May 2018 Monthly Financial Report
City of Kent, Washington
Other Funds Overview (Revenues and Expenditures)
Year-to-Year Month Comparison
2018-17
Variance
Councilmanic Debt Service
Revenues 815,680 811,816 807,962 (3,854)-0.5%
Expenditures 815,680 811,816 807,962 (3,854)-0.5%
Net Revenues Less Expenditures
Debt service payments are generally due in June and December.
Special Assessments Debt Service
Revenues 388,708 345,650 248,953 (96,698)-28.0%
Expenditures 425,302 542 736,788 736,246 135726.1%
Net Revenues Less Expenditures (36,594)345,108 (487,836)
Water Utility
Revenues 8,950,934 10,453,213 10,960,300 507,086 4.9%
Expenditures 7,602,229 8,125,789 8,805,437 679,648 8.4%
Net Revenues Less Expenditures 1,348,706 2,327,424 2,154,863
Sewer/Drainage Utility
Revenues 20,007,376 21,547,866 23,507,774 1,959,909 9.1%
Expenditures 15,483,839 18,993,058 17,364,879 (1,628,178)-8.6%
Net Revenues Less Expenditures 4,523,537 2,554,808 6,142,895
Solid Waste Utility
Revenues 257,988 250,446 268,805 18,359 7.3%
Expenditures 163,107 179,892 342,791 162,900 90.6%
Net Revenues Less Expenditures 94,881 70,555 (73,987)
Golf Complex
Revenues 881,446 760,414 6,817,403 6,056,989 796.5%
Expenditures 1,138,064 1,066,343 985,356 (80,987)-7.6%
Net Revenues Less Expenditures (256,618)(305,929)5,832,046
2017 revenues down due to inclement weather conditions in Q1. 2018 includes $6m sale of land.
Fleet Services
Revenues 1,995,620 2,019,013 2,034,375 15,361 0.8%
Expenditures 1,370,375 1,442,620 2,131,734 689,115 47.8%
Net Revenues Less Expenditures 625,245 576,394 (97,360)
Central Services
Revenues 162,492 129,818 171,850 42,032 32.4%
Expenditures 182,012 95,122 156,657 61,536 64.7%
Net Revenues Less Expenditures (19,521)34,696 15,193
Debt Service Funds
Enterprise Funds
Internal Service Funds
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Operating revenues and expenditures only; capital and non-capital projects are excluded.
May 2018 Monthly Financial Report
City of Kent, Washington
Other Funds Overview (Revenues and Expenditures)
Year-to-Year Month Comparison
2018-17
Variance
Information Technology
Revenues 3,120,802 3,295,915 3,483,208 187,293 5.7%
Expenditures 2,630,670 2,139,358 3,476,775 1,337,417 62.5%
Net Revenues Less Expenditures 490,132 1,156,557 6,433
Facilities
Revenues 2,235,059 1,906,940 2,036,672 129,732 6.8%
Expenditures 1,771,058 1,638,868 1,667,952 29,084 1.8%
Net Revenues Less Expenditures 464,001 268,072 368,720
Unemployment
Revenues 155,758 81,285 58,498 (22,787)-28.0%
Expenditures 94,670 31,990 94,701 62,711 196.0%
Net Revenues Less Expenditures 61,088 49,295 (36,203)
Workers Compensation
Revenues 440,738 432,839 420,709 (12,131)-2.8%
Expenditures 440,991 444,133 460,115 15,982 3.6%
Net Revenues Less Expenditures (253)(11,293)(39,406)
Employee Health & Wellness
Revenues 3,970,816 4,539,723 4,832,691 292,967 6.5%
Expenditures 5,146,388 5,801,558 5,717,742 (83,816)-1.4%
Net Revenues Less Expenditures (1,175,572)(1,261,834)(885,051)
Liability Insurance
Revenues 475,294 535,923 724,092 188,169 35.1%
Expenditures 1,293,055 2,114,463 1,272,458 (842,006)-39.8%
Net Revenues Less Expenditures (817,762)(1,578,540)(548,366)
Property Insurance
Revenues 255,289 233,306 239,606 6,300 2.7%
Expenditures 245,771 219,073 220,288 1,215 0.6%
Net Revenues Less Expenditures 9,518 14,232 19,318
0
5,000,000
10,000,000
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20,000,000
25,000,000
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Enterprise
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Internal
Service Funds
Other Fund Revenues thru May
2016
2017
2018
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5,000,000
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15,000,000
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Other Fund Expenditures thru May
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Project Prior Years 2018 Total Balance
Budgets Actuals YTD to Date Remaining
Street Fund
Resources 11,866,835 7,192,854 (108,612) 7,084,242 4,782,593
Expenditures 11,866,835 4,384,175 176,912 4,561,087 7,305,748
Net Resources Less Expenditures 2,808,679 (285,524)2,523,155 (2,523,155)
Capital Resources
Resources 1,540,800 1,491,470 1,491,470 49,330
Expenditures 1,540,800 1,433,565 53,363 1,486,928 53,872
Net Resources Less Expenditures 57,905 (53,363)4,542 (4,542)
Criminal Justice
Resources 1,573,604 1,457,867 117,235 1,575,102 (1,498)
Expenditures 1,573,604 1,395,875 125,856 1,521,731 51,873
Net Resources Less Expenditures 61,992 (8,622)53,371 (53,371)
Housing & Community Development
Resources 3,010,536 1,345,765 1,345,765 1,664,771
Expenditures 3,010,536 1,345,765 336,245 1,682,011 1,328,525
Net Resources Less Expenditures (336,245)(336,245)336,245
ShoWare Operating
Resources 310,000 310,000 310,000
Expenditures 310,000 225,570 84,430 310,000
Net Resources Less Expenditures 84,430 (84,430)
Other Operating
Resources 713,213 1,018,022 12,750 1,030,772 (317,559)
Expenditures 713,213 868,258 13,002 881,260 (168,047)
Net Resources Less Expenditures 149,763 (252)149,512 (149,512)
Street Capital Projects
Resources 171,914,045 134,562,754 6,562,508 141,125,262 30,788,783
Expenditures 171,914,045 123,474,413 8,199,546 131,673,960 40,240,085
Net Resources Less Expenditures 11,088,341 (1,637,039)9,451,302 (9,451,302)
Parks Capital Projects
Resources 33,964,839 22,052,841 1,299,758 23,352,599 10,612,240
Expenditures 33,964,839 14,883,925 2,573,322 17,457,247 16,507,592
Net Resources Less Expenditures 7,168,916 (1,273,564)5,895,352 (5,895,352)
Technology Capital Projects
Resources 12,596,076 10,723,901 768,000 11,491,901 1,104,175
Expenditures 12,596,076 4,144,961 549,095 4,694,056 7,902,020
Net Resources Less Expenditures 6,578,941 218,905 6,797,846 (6,797,846)
Facilities Capital Projects
Resources 9,102,238 9,102,239 9,102,239 (1)
Expenditures 9,102,238 9,082,605 1,153 9,083,758 18,480
Net Resources Less Expenditures 19,634 (1,153) 18,481 (18,481)
May 2018 Monthly Financial Report
City of Kent, Washington
Capital and Non-Capital Projects
Special Revenue Funds
Capital Project Funds
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Budgets Actuals YTD to Date Remaining
May 2018 Monthly Financial Report
City of Kent, Washington
Capital and Non-Capital Projects
Other Capital Projects
Resources 1,790,820 1,428,779 20,111 1,448,890 341,930
Expenditures 1,790,820 399,034 35,438 434,473 1,356,347
Net Resources Less Expenditures 1,029,745 (15,327)1,014,417 (1,014,417)
Water Utility
Resources 39,943,201 33,158,669 669,373 33,828,042 6,115,159
Expenditures 39,943,201 12,157,318 1,818,595 13,975,913 25,967,288
Net Resources Less Expenditures 21,001,350 (1,149,222)19,852,129 (19,852,129)
Sewer/Drainage Utility
Resources 116,583,059 97,343,152 1,736,171 99,079,323 17,503,736
Expenditures 116,583,059 73,607,412 1,554,216 75,161,628 41,421,431
Net Resources Less Expenditures 23,735,740 181,955 23,917,695 (23,917,695)
Golf Complex
Resources 650,000 550,000 550,000 100,000
Expenditures 650,000 300,000 300,000 350,000
Net Resources Less Expenditures 250,000 250,000 (250,000)
Fleet Services
Resources 1,750,000 1,750 1,750 1,748,250
Expenditures 1,750,000 162 2,402 2,564 1,747,436
Net Resources Less Expenditures (162)(652)(814)814
Facilities
Resources 6,151,007 5,460,007 7,499 5,467,506 683,501
Expenditures 6,151,007 3,956,750 33,929 3,990,680 2,160,327
Net Resources Less Expenditures 1,503,257 (26,430)1,476,827 (1,476,827)
Enterprise Funds
Internal Service Funds
789,809
5%
8,199,546
53%
2,573,322
17%
3,372,811
22%
549,095
3%
72,923
0%
2018 YTD Capital & Non-Capital
Project Spending
Special Revenue
Fund Projects
Street Capital
Projects
Parks Capital
Projects
Utility Capital
Projects
Technology Capital
Projects
Other Capital &
Non-Capital
Projects
10,443,017
4%
131,673,960
49%17,457,247
7%
4,694,056
2%
89,437,541
33%
13,511,474
5%
Total Spend to Date on Open Projects
Special Revenue Fund
Projects
Street Capital Projects
Parks Capital Projects
Technology Capital
Projects
Utility Capital Projects
Other Capital & Non-
Capital Projects
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INFORMATION TECHNOLOGY DEPARTMENT
Mike Carrington
220 Fourth Avenue South
Kent, WA 98032-5895
253-856-4600
DATE: July 17, 2018
TO: Operations Committee
SUBJECT: Asset Management System Update - Information Only
SUMMARY: IT and Public Works are working together to update and replace the
current Public Works Asset Management system software, Hansen, that has been in
place since 1995 and has surpassed its useful lifecycle. The project requirements
include a system that is mobile, GIS-Centric and has the ability to integrate with
the City’s current software infrastructure while streamlining current processes,
automating workflow and eliminating non- value-added processes and procedures.
The project is on schedule, within budget and moving into contract negotiation
within the project Procurement Phase. The project team will present to the
committee a project overview, schedule and accomplishments and next steps.
The presentation will end with a question and answer open forum.
SUPPORTS STRATEGIC PLAN GOAL:
Innovative Community
ATTACHMENTS:
1. Asset Management Work Order System - PW Committee Presentation
(PPTX)
9
Packet Pg. 40
Asset Management Work Order
Syste m Replacement Project
Public Works Committee
Overview & Status Report
June 18, 2018
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Agenda
1. Project Overview
2. Schedule and Accomplishments
3. Next Steps
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Project Overview
Background: The City currently uses the Hansen asset
management system, which was implemented in 1995 and is well
past its end of life.
Goals: This project is an effort to replace the City’s current
Hansen system with a system that is mobile, GIS-centric, and can
integrate with other business systems at the City.
“How am I supposed
to find anything?”
“I can’t read this
writing!”
“This can’t be right!”
Mobile!
Map-centric!!
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Project Overview
Benefits:
Ø Central GIS database
Ø Improve efficiency through
automation
Ø Integration with City systems
Ø Improve preventative asset
maintenance planning
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Project Schedule
2018:
Ø Procurement
Ø Design / Development / Configuration
Ø Begin Implementation
2019:
Ø Complete Implementation
Ø Project Governance and Policies Adopted
Ø Project Close Out
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Project Accomplishments
RFP Ve ndor Proposal
Review
Ve ndor Proposal
Review
Ve ndor Demos
and Site Visits
Ve ndor Demos
and Site Visits
Sep 2017 –Oct 2017 Nov 2017 –Dec 2017 Jan 2018 –Apr 2018
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Procurement Round One
Ø Project specific Subject
Matter Experts (SMEs)
selected
Ø 7 total RFP submissions
Ø 4 vendors moved forward
to Round One
Ø 2 finalists selected for on-
site vendor demos
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Procurement Round Two
Ø Ve ndors presented on-site for two days each
Ø Follow up question and answer round conducted
Ø Te am went on four site visits
Ø Next phase contract negotiation
Ø To tal projected project budget of $900K (already funded)
Ø Software purchase & Configuration
Ø Implementation / Integration Support
Ø Internal resource augmentation
Ø Additional hardware
Ø Applicable taxes
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Site Visits
Ø Site Visit Overview (Vendor Provided References)
Ø Takeaways
§Other agencies have realized tremendous value in GIS-centric systems
§Staff buy-in and involvement in all phases of project is essential
§Full support from management of participating departments strengthens partnership amongst project stakeholders and staff
§Good governance processes in implementation ANDsustainment are both critical for success and continuous improvement
1Woolpert provided implementation services.
2City of Port Orchard, WA population.
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Next Steps
Upcoming Project Tasks
Start Contract
Negotiations with
Apparent
Successful Vendor
Kickoff Project
and Document
Business Process
Execute Contract
with Apparent
Successful
Ve ndor
Configure, Test,
Tr ain and
Deploy System
Questions
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