HomeMy WebLinkAboutCity Council Committees - Operations Committee - 06/20/2017Operations Committee
Minutes
Approved July 5, 2017
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Date: June 20, 2017
Time: 4:00 p.m.
Place: Chambers East
Attending: Les Thomas and Dana Ralph, Chair; Bill Boyce had an excused absence
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 5/16/2017 thru
5/31/2017.
L. Thomas moved to approve the check summary report dated 5/16/2017
thru 5/31/2017. D. Ralph seconded the motion, which passed 2-0.
5. Approval of Meeting Minutes dated June 6, 2017.
L. Thomas moved to approve the Operations Committee meeting minutes
dated June 6, 2017. D. Ralph seconded the motion, which passed 2-0.
6. ShoWare Point of Sale Replacement Project - Recommend.
Information Technology (IT) Director Mike Carrington and IT Business and
Occupation Project Manager/Business Analyst Annette Pape made a request to
replace existing micros equipment with a new Point of Sale (POS) system that
will improve the ability to process purchases onsite and over the internet for
the ShoWare Event Center Arena. SMG is contracted to manage and operate
the city-owned arena.
On behalf of the City and after vetting all potential vendors, SMG selected
Accesso Siriusware as the preferred vendor. SMG made the choice for several
features including quality and reliability of software program, ease of use for
operator and purchaser, interoperability with the online ticketing system, and
cost. Updates to the event center that patrons can look forward to consist of:
the main level will stay as is with the exception of upgrading current
relocatable kiosks to have wireless mobile devises that will be connected
to the City’s wireless network, and
second level suites will have POS hand-held mobile devises for food and
beverage quick orders to pre-order and pick-up.
Operations Committee
Minutes
Approved July 5, 2017
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Funding for this system has been approved in the City’s 2017 capital budget
and will exclusively come from SMG’s capital loan facility and/or combined with
ShoWare’s operating lifecycle fund to cover the $400,000 cost. Mr. Carrington
also stated that if there are any future adjustments to be made, those
requests would come back to committee.
L. Thomas moved to recommend Council to authorize the Mayor to sign all
necessary documents to enter into an agreement with Siriusware/Accesso to
replace the existing Point of Sale system, subject to final terms and
conditions acceptable to the Information Technology Director, and the City
Attorney, for a total amount not to exceed $455,000. D. Ralph seconded the
motion, which passed 2-0.
7. Community Engagement Coordinator Position – Information Only.
Communications and Public Affairs Manager Michelle Wilmot provided an
update to this new position that will supplement the City’s communication and
outreach efforts. Last year’s survey findings shows that 44 percent of those
polled believe the City is doing a good to excellent job of keeping the public
informed but diverse audiences require additional efforts.
The candidate will work with all city departments’ existing programs to fill-in
gaps, overlaps, and to leverage other programs to provide superior services to
our diverse communities. Job responsibilities include but are not limited to:
build upon existing social media strategies,
serve on the City’s Communications team,
assist with diversity engagement with the Neighborhood Programs
Coordinator as well as the 32 existing Neighborhood Councils,
staff the Cultural Communities Board,
support the Public Works grant for the Metro Transit Alternative Services
Demonstration Program,
city representative to the Kent Sister Cities Association,
assist HR with employment outreach, job fairs, and internship
opportunities, and
provide information/training to city employees as well as the community
to improve cultural understanding.
The job announcement was released to several outlets mid-June; if all goes as
planned the new hire will start mid-August 2017. This position was previously
approved in the 2017-2018 biennium adopted budget.
8. City Investment Report – Information Only.
Finance Director Aaron BeMiller and Senior Financial Analyst Joe Bartlemay
supplied information to the City’s first quarter investment report ending March
Operations Committee
Minutes
Approved July 5, 2017
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2017. This new format is unique to past reports as there are two investment
firms the City advises with, they are PFM and TVI. Each firm handles different
portfolios and supply separate reports, which are:
PFM managed portfolio: the City’s total investments were $24,881,448
with a market value of $24,879,643; the average yield is 1.570 percent,
and; the average days to maturity is 1002 days.
TVI managed portfolio: the City’s total investments were $10,000,143
with a market value of $9,979,551; the average yield is 1.480 percent,
and; the average days to maturity is 967 days.
Per policy, once a quarter the finance director shall submit a report to the
Committee that summarizes the City’s investment portfolio.
9. Director’s Report – Information Only.
Mr. BeMiller and Accounting and Reporting Manager Lavina Brennecke walked
members through the newly created 2017 Debt Manual. The comprehensive
manual was created as a central location of information that finance staff,
councilmembers and the public ca n utilize easily and will be updated every
year. The team that compiled the manual is Senior Accountant Dan Leahy,
Senior Financial Analyst Cheryl Lopez, and Financial Analyst Angella Fealy.
Committee members thanked all involved and noted how important and useful
the manual will be.
10. Adjournment.
The meeting was adjourned at 4:34 p.m. by D. Ralph.
J. Hays
Jennifer Hays
Operations Committee Secretary