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HomeMy WebLinkAboutCity Council Committees - Operations Committee - 05/02/2017Operations Committee Minutes Approved June 6, 2017 Page 1 of 4 Date: May 2, 2017 Time: 4:02 p.m. Place: Chambers East Attending: Bill Boyce, Les Thomas and Dana Ralph, Chair Agenda: 1. Call to Order. 2. Roll Call. 3. Changes to the Agenda. There were no changes to the agenda. 4. Approval of Check Summary Reports dated 4/1/2017 thru 4/15/2017. L. Thomas moved to approve the check summary report dated 4/01/2017 thru 4/15/2017. B. Boyce seconded the motion, which passed 3-0. 5. Approval of Minutes dated April 18, 2017. B. Boyce moved to approve the Operations Committee minutes dated April 18, 2017. L. Thomas seconded the motion, which passed 3-0. 6. South 212th Way Overlay – Recommend. Public Works Pavement Management Engineer Joe Araucto asked members to approve another $300,000 to the already approved $1,000,000 for the much needed street repair at the 212th Street and 72nd Avenue intersection. The past winter’s inclement weather accelerated pavement deterioration on the South 212th Way and South 208th Street corridor and has had more than 100 pothole repairs. Members commented that since the James Street repairs this corridor has created more resident complaints and is much needed. L. Thomas move to recommend Operations Committee authorize the addition of $1.4 million out of 2017 B&O revenues for the 212th Street and 72nd Avenue Intersection repair and the South 212th Way Overlay Project easterly of SR 167 to be utilized this year. B. Boyce seconded the motion, which passed 3-0. Operations Committee Minutes Approved June 6, 2017 Page 2 of 4 7. Replacement of End-of-Life Imaging and Records System - Recommend. Information Technology (IT) Director Mike Carrington and Systems Manager Curt Ryser asked for approval to move forward the request to replace the City’s outdated imaging equipment. The current imaging system manages over 2.1 million records with an associated 14.4 million pages and is utilized by all city departments, therefore due to the age of the system all of the servers supporting the system are no longer supported operating systems. Funding for this request has been previously approved in the City’s 2013, 2014, 2015, and 2016 capital budget. B. Boyce move to recommend Council authorize the Mayor to sign all necessary documents to enter into agreements with Compulink Management Center Inc., Cities Digital, Inc., and Microsoft thru SoftwareOne to replace the existing Oracle IPM and Captivation system with Laserfiche, subject to final terms and conditions acceptable to the Information Technology Director and the City Attorney, for a total amount not to exceed $838,100 . L. Thomas seconded the motion, which passed 3-0. 8. Hyper-Converged Infrastructure contract for technical hardware upgrade - Recommend. Mr. Carrington and Technical Services Manager James Endicott asked members to approve the purchase of a system manufactured by Nutanix to replace the City’s existing end-of-life virtualization infrastructure. Carahsoft Technology Corporation, the parent company to Nutanix, will provide all necessary hardware, software, training, and three years of maintenance and support. The cost is fully funded and budgeted for in IT’s existing project budget. L. Thomas move to recommend the city council authorize the mayor to sign a contract with Carahsoft Technology Corporation to purchase a hyper- convergence infrastructure system at a total cost not to exceed $436,284.80, subject to final contract terms and conditions acceptable to the IT Director and City Attorney. B. Boyce seconded the motion, which passed 3-0. 9. Consolidating Budget Adjustment Ordinance for Adjustments between January 1, 2017 and March 31, 2017 - Recommend. Finance Deputy Director Barbara Lopez asked to approve the technical gross budget adjustment ordinance reflecting an overall budget increase of $24,995,150. Of that number, Council has previously approved $19,996,700 in grants and interlocal agreements and $2,219,840 in carryforward budgets. Adjustments totaling $2,778,610 that have not yet been approved are: Operations Committee Minutes Approved June 6, 2017 Page 3 of 4  $1,490,000 - budget use of $745,000 of accumulated transportation impact fees as partial funding for the 72nd Avenue project. ($745,000 records transfer of the funding to the project and an additional $745,000 establishes the project budget to complete the work.)  $652,730 - establishes Parks capital project budgets for levy and donation revenues received in 2016.  $320,000 - budget use of Facilities fund balance for several department tenant improvement projects. ($160,000 records transfer of the funding to the project and an additional $160,000 establishes the project budget to complete the work.)  $199,110 to appropriately budget the copier lease and usage budget for departments. Furthermore, the general fund portion increased by $264,910 for the City’s liability insurance which was adjusted to better reflect department usage based on employee hours and five year experience rating for each department. These expenditures are funded by grants, existing fund balance, or other new revenues. L. Thomas moved to recommend Council approve the consolidating budget adjustment ordinance for adjustments made between January 1, 2017 and March 31, 2017, reflecting an overall budget increase of $24,995,150 . B. Boyce seconded the motion, which passed 3-0. 10. Director’s Report – Information Only. Finance Director Aaron BeMiller updated members on the proposed debt management financial policy. Staff is creating a more robust and higher quality policy from the one previously adopted in 2014, it will be brought to a council workshop in July. Some significant changes include:  Debt Issuance: allows for the issuance of general obligation debt of up to 7.5 percent of the City’s assessed property valuation; all city projects proposed must have a full analysis; the City will comply with arbitrage rules; and the capital project under consideration must be included in the City’s Capital Improvement Plan.  Short-term Debt: defined as a period not to exceed three years; the City will not issue short-term debt for current operations; may issue interfund loans rather than issuing outside debt to meet short-term cash flow needs; all interfund borrowing will bear interest; an ordinance to adjust Kent City Code 3.40.040 will be brought back to the Operations committee.  Long-term Debt: defined as great than three years; acceptable uses of bond proceeds are one-time capital projects that can be capitalized and depreciated, refunding is also acceptable. Operations Committee Minutes Approved June 6, 2017 Page 4 of 4  Professional Services: the finance department shall be responsible for the solicitation and selection of professional services.  Refunding Debt: is typically done to take advantage of lower interest rates.  Debt Issuance Process: the finance director, city attorney and bond counsel shall coordinate their activities and review all debt issuance to ensure all securities are issued in compliance with legal and regulatory requirements.  Periodic Review: the policy shall be reviewed periodically by the finance department and modifications shall be submitted to and approved by the Council. 13. Adjournment. The meeting was adjourned at 4:56 p.m. by D. Ralph. J. Hays Jennifer Hays Operations Committee Secretary