HomeMy WebLinkAboutCity Council Committees - Operations Committee - 05/17/2016 (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.
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Operations Committee Agenda
Councilmembers: Bill Boyce – Les Thomas – Dana Ralph, Chair
May 17, 2016
4 p.m.
Item Description Action Speaker Time Page
1. Call to order Chair Ralph 1
2. Roll Call Chair Ralph 1
3. Changes to the Agenda Chair Ralph 1
4. Approval of Check Summary Report dated
4/16/2016 thru 4/30/2016
YES Chair Ralph 2
5. Approval of Meeting Minutes Dated
May 3, 2016
YES Chair Ralph 2 1
6. Woodmont Police Substation - Second
Amendment to Lease Agreement –
Recommend
YES Chief Thomas 5 5
7. Term Limited Employees in the Public Works
Department - Recommend
YES Tim LaPorte 10 21
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OPERATIONS COMMITTEE MINUTES
May 3, 2016
Committee Members Present: Les Thomas; Bill Boyce; Dana Ralph, Chair
The meeting was called to order by Dana Ralph at 4:03 p.m.
1. ROLL CALL.
2. CHANGES TO THE AGENDA.
City Attorney Tom Brubaker will be presenting item nine, Real Property Surplus Policy –
Information Only, with Chief Administrative Officer Derek Matheson joining him and
depending how the conversation goes there may be action taken afterwards. Public
comment will be available with a limit of three minutes.
3. APPROVAL OF THE CHECK SUMMARY REPORT DATED 4/01/2016 THRU
4/15/2016.
L. Thomas moved to approve the check summary report dated 4/01/16 through
4/15/16. B. Boyce seconded the motion, which passed 3-0.
4. APPROVAL OF MINUTES DATED APRIL 19, 2016.
B. Boyce moved to approve the Operations Committee minutes dated April 19, 2016. L.
Thomas seconded the motion, which passed 3-0.
5. ICMA-RC THREE-YEAR ADMINISTRATIVE SERVICES AGREEMENT -
RECOMMEND.
Human Resources Benefits Manager Becky Fowler asked to have the service agreement
amended for a term of three years beginning June 1, 2016; the current agreement ends
June 30. The City contracts with ICMA as the sole third party administrator for the City’s
deferred compensation (457) program and has been the City’s deferred compensation
provider for over 20 years.
Highlights from the requested amended agreement are:
A decrease in record keeping fees from .10 business points to .08 with a small
fee with their funds,
This is set-up in a trust with approximately $58 million in this fund, and
Plan expenses are paid by the employees who contribute funds.
L. Thomas moved to recommend the Council authorize the Mayor to sign the ICMA-RC
Deferred Compensation Program Administrative Services Agreement, which is
amended to include a three year contract term and includes recordkeeping revenue of
0.08 percent and investment advisory fee for the VT Plus Fund of 0.21 percent, subject
to final terms and conditions acceptable to the Human Resource Director and City
Attorney. B. Boyce seconded the motion, which passed 3-0.
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Operations Committee Minutes
May 3, 2016
Page: 2
6. MARCH FINANCIAL REPORT – INFORMATION ONLY.
Finance Director Aaron BeMiller reported analysis through March show both revenues
and expenditures likely to end the year favorable compared to budget, creating an
overall favorable variance amount of $1.7 million. The current estimated ending fund
balance reserves for 2016 calculates to 15.7 percent of estimated 2016 expenses.
7. DIRECTOR’S REPORT – INFORMATION ONLY.
Finance Director Aaron BeMiller updated members on the 2016 refunding effort for the
2008A series bonds as well as the Public Facilities District sales tax bonds. The schedule
previously presented was to price the bonds today, May 3, but have shifted the schedule
to Wednesday, May 11, in order to work out some language details and to make some
adjustments in the reporting system. The changes will make for a stronger Preliminary
Official Statement which prospective investors read about the City.
8. Real Property Surplus Policy – Information Only.
City Attorney Tom Brubaker and Chief Administrative Officer Derek Matheson reviewed
details in the draft policy that will apply to all proposed sales or disposal of real property
moving forward. Administration developed the outline in an attempt to give maximum
flexibility, a stepping off point for discussion, consideration of other concepts or
approaches, and further direction to staff.
The Committee’s changes to the draft policy include:
Committee would like items 2.b and 2.c to be consistent in the amount of time that
notices are posted and mailed. The preferred timeline is fifteen days.
Committee added language for public notices in a newspaper(s) and are open to
discuss further once the City’s community survey is complete. Results will include
how residents prefer to receive city information.
Mr. Brubaker amended item 8 to read: “This policy will not apply to property owned
by any of the City’s utilities, to any statutory street vacations or to other surplus
processes when state law provides a separate process for those properties.”
Mr. Matheson added that Council has already gone through a lengthy public process
regarding the Par 3 property at the Riverbend Golf Complex. He suggested adding
language to the ordinance to make the Par 3 parcel exempt from going through the new
process, Committee members agreed. Mr. Brubaker said he will add it to the policy.
Chair Ralph allowed public comment:
Sandi Lynden of 20302 102nd Ave SE: Ms. Lynden commented on items 4.1, 4.2,
7.3, 7.4 & 7.5 of Renton's Surplus Policy missing in the City’s draft outline.
Councilmember Jim Berrios: Mr. Berrios made a request to add public notice to the
Kent Reporter and to look at the other jurisdictions’ policies.
L. Thomas moved to move the draft surplus policy under Other Business for discussion
with full Council during the May 17 Council meeting. B. Boyce seconded the motion,
which passed 3-0.
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Operations Committee Minutes
May 3, 2016
Page: 3
The meeting was adjourned at 4:56 p.m. by D. Ralph.
J. Hays
Jennifer Hays
Operations Committee Secretary
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POLICE DEPARTMENT
Ken Thomas, Chief of Police
Phone: 253-856-5800
Fax: 253-856-6802
Address: 220 Fourth Avenue S.
Kent, WA. 98032-5895
DATE: May 17, 2016
TO: Operations Committee
FROM: Chief Thomas
SUBJECT: Woodmont Police Substation - Second Amendment to Lease
Agreement – Recommend
MOTION: Recommend authorizing the Mayor to sign the Second
Amendment to Lease Agreement with Woodmont Investments, LLC for a
police substation on the West Hill of Kent, and ratify all acts consistent
with the terms of the Second Amendment that occurred after the term of
the current lease and prior to the parties’ execution of the Second
Amendment.
SUMMARY: This is a second renewal of a lease initiated on May 1, 2008. The
purpose of this lease is to provide a West Hill substation for the Kent Police
Department at the Woodmont Shopping Center, located at 26226 Pacific Highway
South in the city of Kent. If approved, this second renewal will extend the City’s
lease for an additional five years—through April 30, 2021.
Under the current lease, the City pays only a portion of the shopping center’s
operating costs—$541 per month. No monthly rent is currently charged. Under this
second renewal, the City will begin to pay monthly rent at a rate of $1.00 per
square foot. The West Hill substation occupies 1,174 square feet, which will now
result in monthly rent of $1,174 for 2016-2017, plus a proportional share of the
operating costs, which is currently estimated to be $801 per month, for a total rate
of $1,975 per month. These operating costs are referred to as “CAM (Triple Net
Charges)” in the second renewal.
Each year thereafter, rent will increase on the May 1st anniversary date by 3
percent. As such, the monthly rent due under the term of this second renewal will
be:
Months Monthly Payments
05/01/16 – 04/30/17 $ 1,174.00 + Est CAM (Triple Net Charges)
05/01/17 – 04/30/18 $ 1,209.00 + Est CAM (Triple Net Charges)
05/01/18 – 04/30/19 $ 1,246.00 + Est CAM (Triple Net Charges)
05/01/19 – 04/30/20 $ 1,283.00 + Est CAM (Triple Net Charges)
05/01/20 – 04/30/21 $ 1,321.00 + Est CAM (Triple Net Charges)
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Because this second renewal will commence on May 1, 2016, a date prior to formal
Council approval, ratification language has been added to the motion that will ratify
all acts taken after the expiration of the lease’s current term on April 30, 2016, and
prior to the City’s execution of the second renewal.
EXHIBITS: Second Amendment to Lease Agreement
First Amendment to Lease Agreement dated 5/1/11.
Lease Agreement dated 5/1/08
Budget Impact: Budgeted for 2016
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Public Works
Tim LaPorte, P.E. Director
Phone: 253-856-5500
Fax: 253-856-5600
Address: 220 Fourth Avenue S.
Kent, WA. 98032-5895
DATE: May 11, 2016
TO: Operations Committee
FROM: Tim LaPorte, P.E. Director
SUBJECT: Term Limited Employees in the Public Works Department -
Recommend
MOTION: Recommend council authorize the Mayor to Authorize the Public
Works Department to replace the internship program the Department has
maintained with 10 term limited temporary employees, to be paid out of
capital project funds.
SUMMARY: For the past 20 years the Public Works Department has maintained an
internship program. The program has been very successful for both the city and the
individuals employed, nearly all who have gone on to pursue successful careers. Several
of our former interns, including Kelly Peterson and Toby Hallock were later hired for
benefited positions in the city and have been excellent employees.
With this program the department has hired college students, generally in their junior
year or above to work with engineers and other professional staff to accomplish tasks
necessary for completion of a capital project. Generally these tasks have included
research, preparing estimates and other fundamental work. Interns have also worked in
our survey and construction management divisions. As a part of our business plan,
utilization of these student interns has provided the city with willing help which has helped
accomplish our capital program and has provided the students with good experience. We
have expanded the program to include “midtermships” aimed at providing direct work
experience to our immigrant population and others who may be changing careers paths.
We have interviewed several excellent candidates in this regard.
In the past we have utilized these individuals as “eight-month temporary” employees.
With the implementation of the Affordable Health Care Act this is no longer an option.
These temporary positions also do not fit in the definition of seasonal employees.
A construction management student from Renton Vocational Technical College for
example would be hired for the duration of a capital project such as James Street which
exceeds the hour limit for a temporary part time employee and does not fit in to our
defined “seasonal employee definition”. It is also likely that college students would be
brought back during their extended breaks or for a second year.
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Creating the term limited positions with benefits provides a solution to enable us to
continue the internship program and to expand the program which is beneficial to the city.
The alternative would be to hire outside consultants to perform more of our capital
program, at double or perhaps triple the cost.
This also provides the city the opportunity to develop our own staff talent which helps
immensely with succession planning in this very competitive market.
Exhibits: N/A
Budget Impact: Timesheets would be required for these individuals and all labor
costs would be charged to assigned capital projects already approved by Council.
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