The URL can be used to link to this page

Home My WebLink AboutCity Council Committees - Operations Committee - 10/16/2018 (2) Page 1 of 4 Approved Operations Committee CC Ops Regular Meeting Minutes October 16, 2018 Date: October 16, 2018 Time: 4:00 p.m. Place: Chambers East Attending: Les Thomas, Committee Chair Bill Boyce, Councilmember Dennis Higgins, Councilmember Cathie Everett, Committee Secretary Agenda: 1. Call to Order 4:04 p.m. 2. Roll Call Attendee Name Title Status Arrived Les Thomas Committee Chair Present Bill Boyce Councilmember Present Dennis Higgins Councilmember Present Cathie Everett Committee Secretary Present 3. Changes to the Agenda Added check summary report dated 9/1/18 to 9/15/18 to be approved with item 5 on the agenda. 4. Approval of Minutes dated September 18, 2018 MOTION: Move to approve the Minutes dated September 18, 2018 RESULT: APPROVED [UNANIMOUS] MOVER: Dennis Higgins, Councilmember SECONDER: Bill Boyce, Councilmember AYES: Thomas, Boyce, Higgins 5. Approval of Check Summary Reports dated 9/1/18 to 9/15/18 and 9/16/2018 to 9/30/2018 Motion: Move to approve check summary reports dated 9/1/18 to 9/15/18 and 9/16/18 to 9/30/18. Operations Committee CC Ops Regular Meeting Minutes October 16, 2018 Kent, Washington Page 2 of 4 RESULT: APPROVED [UNANIMOUS] MOVER: Bill Boyce, Councilmember SECONDER: Dennis Higgins, Councilmember AYES: Thomas, Boyce, Higgins 6. 2018 Court Commissioner - Temporary Limited Term Position Judge Glenn Phillips and Court Administrator Margaret Yetter requested authorization to establish a temporary, limited-term position of Court Commissioner for Mike Franz for November and December 2018 to help with his transition to judge. The position will be funded out of the Municipal Court's current budget. MOTION: Establish a temporary limited term position of Court Commissioner, to be funded out of the Municipal Court budget, with an end date of December 31, 2018. RESULT: RECOMMENDED TO COUNCIL [UNANIMOUS] MOVER: Dennis Higgins, Councilmember SECONDER: Bill Boyce, Councilmember AYES: Thomas, Boyce, Higgins 7. Asset Management System Contract with Azteca Systems & Woolpert - Recommend IT Project Manager Melissa Jansen, Public Works Systems Analyst Levin Conway and Systems Integration Development Manager Somen Palit presented a request to approve the contracts for the asset management replacement project. The new platform replaces the current platform which is at its useful end of life and is no longer supported by the vendor. The new system will automate many manual processes and streamline workflow processes. Council President Boyce asked how many systems this will replace. It will currently only replace the one system but has the ability to replace others as they reach end of life. There will be about an 18 month configuration and testing process prior to final roll-out. Chair Thomas asked about the $200,000 difference in the previously approved budget amount. The additional $200,000 is a contingency budget due to the need for two phased "go-lives" as well as for the replacement of hardware that has seen an increase in cost since the original budget was approved in 2015. Councilmember Higgins requested that updates be presented as major milestones are reached during the 18 month replacement process. MOTION: Recommend Council authorize the Mayor to sign all necessary documents to enter into agreements with Azteca Systems, LLC and Woolpert Consultants Inc. to purchase, install, and configure the Cityworks software in a total amount not to exceed $883,000, Operations Committee CC Ops Regular Meeting Minutes October 16, 2018 Kent, Washington Page 3 of 4 subject to final terms and conditions acceptable to the Information Technology Director and the City Attorney. RESULT: RECOMMENDED TO COUNCIL [UNANIMOUS] MOVER: Bill Boyce, Councilmember SECONDER: Dennis Higgins, Councilmember AYES: Thomas, Boyce, Higgins 8. Ordinance Amending Kent City Code 5.01 Relating to Business Licenses – Recommend Customer Service Manager Patty Roseto presented an ordinance to amend city code 5.01 relating to business licenses in order to comply with state legislation passed in 2017. These ordinance provisions must be adopted by the end of 2018. MOTION: Recommend Council adopt an ordinance amending Section 5.01.020 of the Kent City Code, entitled “Definitions” to add a definition of “engaging in business,” and amending Section 5.01.040, entitled “General business license required,” to add a new section, “Threshold exemption,” to exempt certain persons and businesses from general business registration and licensing requirements as presented by staff. RESULT: RECOMMENDED TO COUNCIL [UNANIMOUS] MOVER: Dennis Higgins, Councilmember SECONDER: Bill Boyce, Councilmember AYES: Thomas, Boyce, Higgins 9. Director's Report Finance Director Aaron BeMiller reported that the formal exit conference with SAO has been held, which ended the 2017 audit. We had a very successful audit with no findings or management letter items. There were four housekeeping items identified that have already been addressed. BeMiller also presented the August 2018 financial report. We currently have $22.6 million in unreserved general fund balance. Over the next month Finance will be looking closely at the revenue and expenditure numbers compared to 2017 to determine if there are reasons for the variances that are currently showing or whether it is just a matter of timing with expenditures and revenues coming in at different times than in the previous year. Next month we plan to have stronger projections of where we will end the year as well as answers to the questions regarding the yearly revenue and expenditure variances. 10. Adjournment 4:30 p.m. Committee Chair Thomas adjourned the meeting at 4:30 PM. Operations Committee CC Ops Regular Meeting Minutes October 16, 2018 Kent, Washington Page 4 of 4 Cathie Everett Committee Secretary