HomeMy WebLinkAboutCity Council Committees - Operations Committee - 09/18/2018 (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 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, September 18, 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 September 4, 2018
Minutes
YES Chair 05 MIN.
5. Approval of Check Summary
Report dated 8/16/2018 -
8/31/2018
YES Aaron BeMiller 05 MIN.
6. Write-offs of Uncollectable
Accounts
YES Aaron BeMiller 05 MIN.
7. Director's Report - Info Only NO Aaron BeMiller 05 MIN.
8. Puget Sound Regional Fire
Authority Interlocal Agreement
Update - Info Only
NO Derek Matheson 15 MIN.
9. Adjournment Chair 01 MIN.
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Pending Approval
Operations Committee
CC Ops Regular Meeting
Minutes
September 4, 2018
Date: September 4, 2018
Time: 4:00 PM
Place: Chambers East
Attending: Les Thomas, Committee Chair
Bill Boyce, Councilmember
Dennis Higgins, Councilmember
Toni Troutner, Councilmember
Agenda:
1. Call to Order 4:00 PM
2. Roll Call
Attendee Name Title Status Arrived
Les Thomas Committee Chair Excused
Bill Boyce Councilmember Present
Dennis Higgins Councilmember Present
Toni Troutner Councilmember Present
3. Changes to the Agenda
None
4. Approval of Minutes dated August 7, 2018
MOTION: Move to approve the Minutes dated August 7, 2018
RESULT: APPROVED [UNANIMOUS]
MOVER: Toni Troutner, Councilmember
SECONDER: Dennis Higgins, Councilmember
AYES: Boyce, Higgins, Troutner
EXCUSED: Thomas
5. Approval of Check Summary Reports dated 07/16/2018 -
07/31/2018 & 08/01/2018 - 08/15/2018
MOTION: Move to approve the check summary reports dated
07/16/2018-07/31/2018 & 08/01/2018-08/15/2018
RESULT: APPROVED [UNANIMOUS]
MOVER: Dennis Higgins, Councilmember
SECONDER: Toni Troutner, Councilmember
AYES: Boyce, Higgins, Troutner
EXCUSED: Thomas
6. Investment Presentation - Info Only
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Operations Committee CC Ops Regular Meeting
Minutes
September 4, 2018
Kent, Washington
Page 2 of 2
Lavina Brennecke and Joe Bartlemay presented the 2nd quarter investment
report and a presentation regarding the City investment policy. PFM, the
City's investment advisor, initiated 12 investment trades in the 2nd quarter
of 2018. Portfolio allocations for the 2nd quarter were in compliance with the
City's investment policy. Interest revenue was $706,522.08 and year-to-date
interest revenue is $1,270,397.19, which is more interest revenue than was
earned in all of 2017.
7. July Financial Report - Info Only
Deputy Finance Director Barbara Lopez presented an overall positive budget
variance of $3.5 million. General fund reserves are estimated to end the year
at $21.9 million and revenues are estimated to end the year approximately
$4.2 million higher than budgeted. Through July all departments are
remaining fairly close to budget with an overall budget variance of $-741,000
due to $1.25m in transfers to other funds. The budget will be updated in
August to account for those transfers.
8. Director's Report - Info Only
Kelly Peterson provided an update on the recent change to LED street lights
and related electricity savings. The conversion of approximately 2600 city-
owned street lights was partially paid for by a portion of a Department of
Energy and Efficiency grant. The project cost was $2.6m. The DOC grant
funded $375,000, a rebate from Puget Sound Energy funded $445,000 and
an inter-fund loan of $1.8m, to be paid back in less than 10 years, is funding
the remainder. Due to some anomalies with billing, all of the data needed to
provide a full report regarding cost savings isn't available at this time.
Peterson would like to report this data back to Council after the first of the
year once all of 2017 has been billed. The expectation, if everything to date
holds true, is to have very favorable data.
9. Adjournment
The meeting was adjourned at 4:26 by Council President Boyce.
Committee Secretary
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FINANCE DEPARTMENT
Aaron BeMiller, Finance Director
220 Fourth Avenue South
Kent, WA 98032
253-856-5264
DATE: September 18, 2018
TO: Operations Committee
SUBJECT: Approval of Check Summary Report dated 8/16/2018 -
8/31/2018
MOTION: Move to approve the check summary report dated 8/16/2018 -
8/31/2018
SUPPORTS STRATEGIC PLAN GOAL:
Sustainable Services
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FINANCE DEPARTMENT
Aaron BeMiller, Finance Director
220 Fourth Avenue South
Kent, WA 98032
253-856-5264
DATE: September 18, 2018
TO: Operations Committee
SUBJECT: Write-offs of Uncollectable Accounts
MOTION: Recommend Council authorize the Mayor to write-off
uncollectable accounts owed to the City in the amount of $181,686.86,
subject to final approval of the Finance Director and City Attorney.
SUMMARY: Authorization is requested to write-off $181,686.86 in uncollectable
accounts receivable and utility billing receivables. The requested accounts
receivable write-off of $107,881.17 represents 9.8% of the receivables balance and
the requested utility billing write-off of $73,805.69 represents .96% of the utility
receivables balance. The requested write-off also includes $1,352.50 in interest
and finance charges.
Of the $181,686.86: $9,500 represents unpaid violations and fines; $7,628.61 is
for miscellaneous permits, taxes and fees; $28,320.11 is for Parks fees and golf
operations tenant debt and $62,432.45 is comprised of miscellaneous Public Works
repairs and services. $73,805.69 is Utility Billing accounts in bankruptcy and
unfiled utility liens. All write-offs range from 2003 through 2018.
Finance has adopted a procedure to write-off all delinquent accounts receivable
invoices older than 3 years, not including current year, unless requested by the
department. The write-off does not forgive the debt. Accounts may stay in
collections if the billing department ensures all backup documents are retained
while the accounts remain with the collection agency.
BUDGET IMPACT: There are no expected budget impacts as a result of this
motion.
SUPPORTS STRATEGIC PLAN GOAL:
Sustainable Services
ATTACHMENTS:
1. 2018 Write-Offs Summary (PDF)
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Accounts Receivable and Utility Billing Write-offs:
Year:Summary:Amount:Services, Fines & Fees:
Accounts Receivable Write-offs:
2014 Code Violations & Fines - In Collections 9,500.00 Code Violaitons
2014 Fire Permits & Fees - In Collections 775.49 FPS, FUFC Permits & False Alarm fees
2014 Gambling Taxes - In Collections 3,132.88 Taxes due by prior owner, out of business
2008-2017 Vendor payments - In Collections 3,720.24 Vendor payment errors
2016-2017 Parks/Golf Operations - In Collections 27,622.87 Tenant Rent, Penalties, Disposal fees
2012-2015 Park Programs - Uncollectable 697.24 Miscellaneous Program fees
2012-2013 Public Works - In Collections 14,147.30 Damage Repairs & miscellaneous Services
2010 & 2017 Public Works - Uncollectable 48,285.15 Disputed liability & Attorney's recommendation
Total Accounts Receivable Write-offs:107,881.17
Utility Billing Write-offs:
2013 & 2018 Utility Billing Accounts - Uncollectable 2,452.32 Utility Liens not filed timely
2003 to 2016 Utility Billing Accounts - Uncollectable 71,353.37 Multiple bankruptcy accounts
Total Utility Billing Write-offs:73,805.69
2018 WRITE-OFFS:$181,686.86
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FINANCE DEPARTMENT
Aaron BeMiller, Finance Director
220 Fourth Avenue South
Kent, WA 98032
253-856-5264
DATE: September 18, 2018
TO: Operations Committee
SUBJECT: Director's Report - Info Only
SUMMARY: Finance Director Aaron BeMiller will report out financial or
operating items.
SUPPORTS STRATEGIC PLAN GOAL:
Sustainable Services
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OFFICE OF THE MAYOR
Derek Matheson, Chief Administrative Officer
220 Fourth Avenue South
Kent, WA 98032
253-856-5710
DATE: September 18, 2018
TO: Operations Committee
SUBJECT: Puget Sound Regional Fire Authority Interlocal Agreement
Update - Info Only
SUMMARY: Chief Administrative Officer Derek Matheson will update
council on the City of Kent/Puget Sound Regional Fire Authority Interlocal
Agreement.
SUPPORTS STRATEGIC PLAN GOAL:
Thriving City, Sustainable Services
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