HomeMy WebLinkAboutCity Council Committees - Operations Committee - 01/19/2016 (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 4th Ave S, Kent, 98032.
For additional information please contact Jennifer Hays at 253-856-5700.
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 1-800-833-6388.
Operations Committee Agenda
Councilmembers: Dana Ralph – Les Thomas – Bill Boyce, Chair
January 19, 2015
4 p.m.
Item Description Action Speaker Time Page
1. Call to order Chair Boyce 1
2. Roll Call Chair Boyce 1
3. Changes to the Agenda Chair Boyce 1
4. Approval of Check Summary Report
dated 12/16/2015 thru 12/31/2015
YES Chair Boyce 2
5. Approval of Meeting Minutes Dated
January 5, 2016
YES Chair Boyce 2 1
6. Assistant City Attorney – Limited Term -
Recommend
YES Pat Fitzpatrick 10 3
7. Interlocal Agreement with King County
Directors Association for Cooperative
Purchasing - Recommend
YES Pat Fitzpatrick 5 5
8. Reappointments of Barbara Smith and
Andrew Hutchison to the Lodging Tax
Advisory Committee - Recommend
YES Ben Wolters 5 11
9. 2016 Insurance Program NO Chris Hills 5 13
10. Halogen eLearning NO Chris Hills 5 21
11. Quarterly Procurement Report NO Derek Matheson 5 23
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OPERATIONS COMMITTEE MINUTES
January 5, 2016
Committee Members Present: Les Thomas, Chair, Dana Ralph and Bill Boyce.
The meeting was called to order by Les Thomas at 4:00 p.m.
1. ROLL CALL.
2. CHANGE TO AGENDA.
There were no changes to the agenda.
3. APPROVAL OF THE CHECK SUMMARY REPORT DATED 11/16/2015 THRU
11/30/2015 AND 12/1/2015 THRU 12/15/2015.
B. Boyce moved to approve the check summary report dated 11/16/2015 through
11/30/2015 and 12/1/15 through 12/15/15. D. Ralph seconded the motion, which
passed 3-0.
4. APPROVAL OF MINUTES DATED DECEMBER 1, 2015.
D. Ralph moved to approve the Operations Committee minutes dated December 1,
2015. B. Boyce seconded the motion, which passed 3-0.
5. RIVERBEND RESTAURANT UPDATE.
Parks, Recreation and Community Services Director Jeff Watling provided updates to
the tenant recruitment and selection process, changes to the interior and exterior, as
well as the type of business that will be a perfect match for the new restaurant at the
Riverbend Golf Complex.
Updates highlighted by Mr. Watling include:
The Restaurant Group Inc., consultant, performed extensive marketing and
outreach for the restaurant’s new tenant recruitment process during this past fall.
The successful joint effort between the consultant and the City were able to
narrow the list down to three candidates and is presently working on a lease
agreement with the strongest, final candidate, Des Moines’ Scotch and Vine.
Lease agreement negotiations between the City Attorney’s Office and Scotch and
Vine will include updated and defined information to: the basis of fees for rent,
utilities, and triple net which is often a charge that tenants have; and hours of
operation including cart service, especially city expectations during peak season.
Extensive work is being done to the interior to promote an inviting, more modern
open floor plan and, through a state grant, updates to the HVAC system.
Exterior changes will include a texture and color change to make it more visible
to passing traffic.
The target date to open the restaurant is early April 2016.
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Operations Committee Minutes
January 5, 2016
Page: 2
6. NOVEMBER FINANCIAL REPORT.
Finance Director Aaron BeMiller informed members that, as in previous months, the
City’s finances are in line with what has been discussed in earlier reports. General fund
revenues are coming in above budget at about 4.1 percent while general fund
expenditures are coming in slightly under budget by about $315,000. That results in a
2015 ending fund balance of about $10,880,000 or about 12.5 percent of expenditures,
which puts the City well above the 10 percent goal.
The 2015 revenues are on the same path as what previous months have shown. Sales
tax is 9 percent higher than the budgeted amount, coming in at $1.5 million, and
increases in miscellaneous revenue at about 26 percent higher, which is mostly due to
some interest revenues as well as the difference of the school resource officer.
7. DIRECTOR’S REPORT.
Mr. BeMiller reported about the overage in the non-departmental expenses of the
general fund overview of the previously discussed November report. The overage is not
impacting the overall general fund but the estimate includes planned, one-time
strategic transfers of available monies out of the general fund. The transfer is in
preparation to the much discussed fiscal cliff that is nearing mid-2020.
The final topic Mr. BeMiller talked about was members at the last Public Works
Committee approved the use of $410,000 of street funds that will be returned from the
LID funds. The transferred funds will be a match to grant monies for the Kent Kangley
improvements project.
The meeting was adjourned at 4:24 p.m. by Les Thomas.
J. Hays
Jennifer Hays
Operations Committee Secretary
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LAW DEPARTMENT
Tom Brubaker, City Attorney
Phone: 253-856-5770
Fax: 253-856-6770
Address: 220 Fourth Avenue S.
Kent, WA. 98032-5895
January 19, 2016
To: Operations Committee
From: Law Department
Subject: Assistant City Attorney – Limited Term - Recommend
SUMMARY: Over the past year, Assistant City Attorney, Michele Walker, has taken
on a heavier workload of criminal forfeiture proceedings. The forfeiture work
occupies approximately 30-40 percent of Ms. Walker’s time, affects the amount of
prosecution work she is able to perform, and puts additional stress on the
remaining prosecutors trying to cover for her. Recent police department emphasis
in certain crime areas has resulted in an increase in the seizure of money and
personal assets. Specifically, a recent police action resulted in a sizeable and
complicated asset seizure, and we expect that forfeiture litigation will take up a
significant portion of Ms. Walker’s time through the first quarter of 2016.
Additionally, the prosecution division likely will suffer the loss of an assistant city
attorney for an extended period starting sometime in April, 2016, due to anticipated
FMLA leave.
Over the past few months, the Law Department has benefitted from an attorney,
Ifeoma Monu, who is admitted to practice in Washington State and has been
volunteering for the prosecution division. This has allowed the prosecution division
to have adequate coverage for court and trials that Ms. Walker has not been able to
handle.
The Law Department asks for council approval to hire Ms. Monu for a limited-term,
full-time, benefitted assistant city attorney positon. The term will expire at the end
of 2016.
BUDGET IMPACT: Approximately $45,000 from the forfeiture fund (which
currently has a balance of roughly $500,000). The remaining costs would come
from the Law Department’s existing 2016 budget.
P:\Civil\Motions-BlueSheets\MotionSheet-Operations - Assistant City Attorney.docx
MOTION: Recommend council authorize the hiring of a limited-term, full-
time, benefitted assistant city attorney position.
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LAW DEPARTMENT
Tom Brubaker, City Attorney
Phone: 253-856-5770
Fax: 253-856-6770
Address: 220 Fourth Avenue S.
Kent, WA. 98032-5895
January 19, 2015
To: Operations Committee
From: Tammy White, Assistant City Attorney
Subject: Interlocal Agreement with King County Directors Association for
Cooperative Purchasing
SUMMARY: The city of Kent has contracted with the King County Directors’
Association (“KCDA”) since 1982 to allow the City to benefit from KCDA’s
cooperative purchasing and procurement efforts. The 1982 interlocal agreement
was signed by the City’s then-administrator, Richard Cushing. Through this
interlocal agreement, the city of Kent became a member agency of the KCDA,
allowing it to benefit from all contracts awarded by KCDA. It does not appear,
however, that this 1982 interlocal agreement was approved by that City Council
prior to it having been signed by Mr. Gushing.
The Law Department recommends that Council and the Mayor consider authorizing
a new interlocal agreement with KCDA to clarify the record, affirm Council’s
authorization of the interlocal agreement, update the agreement’s provisions and
staff contact information, and ratify all acts consistent with the interlocal agreement
and prior to its effective date.
If authorized by Council and signed by the Mayor, this interlocal agreement will
continue in force until terminated by either the City of the KCDA with 30 days
advance written notice.
While the interlocal agreement allows the City to benefit from KCDA’s cooperative
purchasing efforts as a member agency, it does not require the City to use the bid
and contracting process utilized by KCDA. The City may continue to conduct its
own bidding and contract award process. However, in some instances, the City
may be able to obtain a better price for a purchase, or more beneficial contract
terms, given the large purchasing power the KCDA has through its several member
agencies.
BUDGET IMPACT: None.
MOTION: Recommend Council authorize the Mayor to sign an interlocal
agreement with the King County Directors’ Association to cooperatively
purchase and procure supplies, equipment, and other goods and services,
and ratify all acts consistent with the interlocal agreement and prior to its
effective date.
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ECONOMIC and COMMUNITY DEVELOPMENT
Ben Wolters, Director
Phone: 253-856-5454
Fax: 253-856-6454
220 Fourth Avenue S.
Kent, WA 98032-5895
January 19, 2016
TO: Operations Committee Members
FROM: Ben Wolters, Economic & Community Development Director
SUBJECT: Reappointments of Barbara Smith and Andrew Hutchison to the
Lodging Tax Advisory Committee
MOTION: Recommend Council approve the re-appointments of Barbara
Smith and Andrew Hutchison to the Lodging Tax Advisory Committee.
SUMMARY: Lodging Tax Advisory Committee consists of eight members who are
made up of four representatives from businesses required to collect lodging tax and
four representatives who are representing activities funded by lodging tax, and
Chaired by a representative from the Operations Committee.
The Lodging Tax Advisory Committee is recommending the reappointments of
Barbara Smith and Andrew Hutchison each to a new three-year term on the
Lodging Tax Advisory Committee.
Ms. Smith, the Executive Director of the Kent Downtown Partnership has asked to
be considered for reappointment to an additional three-year term. She has been
serving on the Lodging Tax Advisory Committee and her term expired December
31, 2015. This position is filled with by representative whose activities are funded
by lodging tax.
Mr. Hutchison, the General Manager of the Best Western Plaza by the Green has
asked to be considered for reappointment to an additional three-year term. He is
currently serving on the Lodging Tax Advisory Committee and his term expired
December 31, 2015. This position is required to be filled by a representative whose
business collects lodging tax.
If you have any questions prior to the meeting, please call Ben Wolters, 856-5703.
BUDGET IMPACT: None
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City of Kent Human Resources Department
Chris Hills, Interim Director
HUMAN RESOURCES
Chris Hills, ARM-P, CRM
Interim HR Director
OFFICE: 253 856-5285
Fax: 253 856-6270
400 West Gowe
Kent, WA 98032
January 19, 2016
TO: Operations Committee
FROM: Chris Hills, Interim HR Director/Risk Manager
SUBJECT: 2016 Insurance Program Review
Motion: Information Only
SUMMARY: Briefing on the City’s 2016 Insurance Programs.
BUDGET IMPACT: All programs (Liability, Worker Compensation and Property)
remain within budgets projected during the 2016 Budget process.
BACKGROUND:
Liability – For 2016 the City’s Self-Insured Retention (SIR) remains at $250,000
per loss. The Liability insurance market has flattened in slight contrast to the softer
market we enjoyed a year ago. Premium for 2016 remains the same as 2015.
Additional information is provided in the accompanying packet for discussion at the
briefing.
Worker Compensation – Our current Excess Worker Compensation insurer,
Safety National Casualty, has increased the minimum premium to $65,000. We
were able to convince them that an interim approach would be preferable for
budget softening reasons. The 2015 premium is $60,876 (10.5 percent increase).
The 2016 premium will be $65,000. Premium cost is still below the 2003 rate.
Additional information is provided in the accompanying packet for discussion at
briefing.
Property – Renewal is July 1, 2015. The 2014/2015 premiums were 9 percent
lower than 2013/2014. Barring severe losses in first and early second quarters of
2015, rates should remain flat.
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2016 Insurance Program
Review and Update
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Liability
•Market continues a bit soft
•Outstanding results - next 2 slides
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Historical Liability Premiums
Year Premium % Change
2007 $803,000 12.5%
2008 $910,000 13.3%
2009 $1,057,000 16.2%
2010 $1,164,000 10.1%
2011 $812,375
(changed from WCIA to Alliant)
-30.2%
2012 $648,500* -20.2%
2013 $671,981 3.6%
2014 $699,240 4.0%
2015 $663,768 -5.3%
2016 $664,278 0.07%
*SIR raised from $100,000 to $250,000
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Liability Claims History
Year Number of Claims Cost
2015 94 $221,547
2014 117 $313,758
2013 72 $526,154
2012 95 $645,381
2011 96 $608,019
2010 84 $148,744
2009 100 $342,597
Cost as of 1/1/2016
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Excess Worker Comp
•Continue with Safety National
•Changes in program for all Public Entities
•Minimum premium requirement
•To $65,000
•We got an interim premium for 2015
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Excess Worker Comp
YEAR RATE WORKER
HOURS PREMIUM SIR
2008 .0391 1,821,007 $71,201 $500K Police/Fire $400K All Other
2009 .045 1,788,922 $81,812 $500K Police/Fire $400K All Other
2010 .045 1,820,500 $73,730 $500K Police/Fire $400K All Other
2011 .045 1,529,500 $68,828 $500K Police/Fire $400K All Other
2012 .0298 1,454,000 $43,329 $500K Police $400K All Other
2013 .0341 1,467,000 $50,025 $500K All
2014 .0375 1,468,000 $55,050 $500K All
2015 .04275 1,424,000 $60,876 $500K All
2016 .0456 1,424,000 $64,934 $500K All
Increase gets us to minimum premium requirement
Rate is still below the 2003 rate
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Excess Worker Comp
Claims History
Year Number of Claims Cost
2015 87 $455,881
2014 63 $386,353
2013 63 $517,086
2012 65 $315,462
2011 71 $384,782
2010 86 $858,944
2009 81 $485,299
2008 105 $998,715
2007 103 $857,542
As of 12/31/2015
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City of Kent Human Resources Department
Chris Hills, Interim Director
HUMAN RESOURCES
Chris Hills, ARM-P, CRM
Interim HR Director
OFFICE: 253 856-5285
Fax: 253 856-6270
400 West Gowe
Kent, WA 98032
January 19, 2016
TO: Operations Committee
FROM: Chris Hills, Interim HR Director/Risk Manager
SUBJECT: Halogen eLearning
Motion: Information Only
SUMMARY: Briefing on the City’s purchase of the Halogen eLearning Learning
Management System.
BUDGET IMPACT: For 2016, cost of system and courses will be $36,140.18
($18,440 for system and $17,700 for learning content). This cost is well within the
budget established for Citywide training for 2016. For 2017, system cost of budget
will revert to IT where current system will serve as backup during 2016. Cost of
learning content will continue within HR training budget.
BACKGROUND: The City’s current Learning Management System (LMS) is
outdated and was never capable of functioning in concert with our Payroll/Personnel
system. This has always been a roadblock to keeping accurate training records of
employees. For 2016 we have purchased a new LMS from Halogen (provider of our
recently purchased Performance Management system which continues to be rolled
out to departments) called eLearning. This purchase is being made after extensive
evaluation of several LMS and cooperation of departments who are key users of our
LMS, specifically Police and Public Works. Evaluation included our IT Project
Manager/Business Analyst, Annette Pape, who has been very helpful managing this
project.
The fact that eLearning is an add-on to Halogen Performance system is a key
reason for this purchase. Some key elements of functionality eLearning adds for
managers, supervisors and staff, includes:
Staff will always be current, since connection to the Payroll/Personnel system
already functions for Halogen Performance,
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Managers and supervisors will develop training/development plans for and
with their employees in conjunction with Halogen Performance.
Training plans to ensure compliance with City policies will be established for
all new employees,
Some existing instructor-led training will evolve to online training, thereby
improving timely delivery,
Departments will have flexibility to customize training plans specific to
ongoing education and development in specific fields.
This new LMS will roll out to employees over the course of 2016. Training on its
use will be provided by HR and in conjunction with training on Halogen
Performance.
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MAYOR’S OFFICE
Derek Matheson, Chief Administrative Officer
Phone: 253-856-5700
Fax: 253-856-6050
Address: 220 Fourth Avenue S.
Kent, WA. 98032-5895
TO: Operations Committee
DATE: January 19, 2015
FROM: Derek Matheson, Chief Administrative Officer
SUBJECT: Quarterly Procurement Report
MOTION: Informational only.
SUMMARY: The city council adopted a new procurement policy in 2015 that
requires staff to provide a quarterly report to council on new procurements over
specified dollar amounts and not previously approved by the city council,
specifically all contracts/agreements over $25,000 and all leases/agreements that
convey an interest in real property. The attached report is for the fourth quarter of
2015.
EXHIBITS: Report is attached
BUDGET IMPACT: N/A
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CONTRACTS GREATER THAN $25,000 NOT APPROVED BY COUNCIL
QTR CONTRACT NO.CONTRACTOR'S NAME PROJECT NAME TERM
CONTRACT
AMOUNT
APPROVAL
AUTHORITY DEPARTMENT
Q4 PK15-352 Robinson-Noble Inc Riverbend Golf Complex New Irrigation Well 10/30/2015-10/30/2016 $49,550.00 Mayor Parks
Q4 PK15-361 Empirical Inc.Kent Arts DIY 8/21/2015-6/1/2016 $59,000.00 Mayor Parks
Q4 PW15-375 HB Jager Co Upgrade Reservoir Flow Control Vault 11/18/2015-12/31/2015 $49,114.88 Mayor Public Works
Q4 EC14-339-002 Theresa R. Dusek Amendment No 1
City of Kent Critical Areas Review
11/1/2014-10/31/2016 $40,000.00 Mayor Economic &
Community
Development
Q4 EC15-401 Kent Downtown Partnership (KDP)Kent Downtown Partnership 12/31/2015-12/31/2016 $33,600.00 Mayor
Economic &
Community
Development
Q4 PW15-402 Cascade Columbia Distribution Co.Water Treatment Chemicals for 2016 12/22/2015-12/31/2016 $39,764.82 Mayor Public Works
Q4 PW15-405 SH&H Valuation LLC S 228th St. UPRR Grade Separation 12/29/2015-12/31/2016 $32,250.00 Mayor Public Works
Q4 EC15-412 Bird Busters Meeker Street Underpass Pigeon Control 12/31/2015-12/31/2016 $44,700.00 Mayor Public Works
Q4 SH15-413 NCSI Concessions Menu Reader Boards 11/1/2015-2/29/2016 $37,047.24 CAO Showare
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