HomeMy WebLinkAboutCity Council Committees - Operations Committee - 10/16/1996 OPERATIONS COMMITTEE MINUTES
OCTOBER '16, 1996
COMMITTEE MEMBERS PRESENT: Jon Johnson-Committee Chair, Christi Houser for Jim
Bennett, Leona Orr
STAFF PRESENT: Dea Drake, Laurie Evezich, Charlie Lindsey, Brent McFall, Kelli O'Donnell, Sue
Viseth
MEMBERS OF THE PUBLIC: None
The meeting was called to order at 4:34 p.m. by Chairperson Johnson.
A2proval of Vouchers: Committeemember Orr moved to approve the vouchers for October 15, 1996.
Acting Committeemember Houser seconded the motion. All claims for the period ending October 15, 1996
in the amount of$4,080,136.92 were approved for payment by a vote of 3-0.
Kent Commons Air Conditioning - Accept as Complete
Finance Division Director May Miller stated that the project is ready to accept as complete as soon as the
release of lien is received. Facilities Manager Charlie Lindsey added that everyone is happy that the air
conditioning is finally in at the Commons. Committee Chair Johnson noted that the project has been put
off for several years and he was glad it was funded this year. Committeemember Orr moved to recommend
acceptance of the Kent Commons air conditioning project and authorize release of retainage upon receipt
of the release of lien from the Department of Labor. Acting Committeemember Houser seconded the
motion which passed unanimously.
Copier Contract Approval
May Miller stated that this is the sixth year of the current copier contract and a committee had been formed
to review the city's copier needs. May brought forward Tom Vetsch, Customer Service Manager, who
chaired the committee. Vetsch reported that during a five month process a request for proposal had been
utilized with the bid selection based on looking at the equipment needs of the city. Site visits were
conducted to the companies that responded to the RFP and testing of the proposed copy machines with city
documents. He stated that the contracts were based on a cost per copy rental for three years. Two
companies are proposed; one machine will be used to meet the print shops high-end needs, with the city
fleet utilizing another companies copiers for the low-end needs. Vetsch explained that by going with two
separate companies the costs had been lowered. Tom noted that the fleet machines will increase the
technology available with stapling added. Vetsch stated that the process for converting to the new copiers
would begin after the full council approved the contract with ten to fifteen days of training and installation
of the new equipment.
Committeemember Orr questioned the costs outlined. Vetsch clarified that the cost comparison on the
second page reflected a single contractor for comparison but a combination of two contractors had been
used to reduce overall costs. Orr moved to recommend authorization for the Mayor to sign three year
contracts with Copiers Northwest for 24 fleet copiers and with Xerox for one high volume copier. Houser
seconded the motion which passed 3-0.
Review 1997 Bu&t Process Calendar
May Miller stated that as a follow up to the workshop she wanted to check to see if any revisions were
needed to the budget calendar. She noted that she hoped to dedicate the next Operations Committee to
review of the proposed budget. May asked if any additional meetings should be added or the process
should be changed from last year's process. Johnson stated that it looks good to him. Miller requested that
committee members let her know of any specific questions ahead so the appropriate information can be on
hand at the meeting. Houser asked if there would be only one public hearing. After a discussion of the two
OPERATIONS COMIMITTEE MINUTES, CONT.
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public hearings scheduled, McFall suggested that the public hearing on November 5 be continued over to
the November 19 meeting when the budget is scheduled for adoption. The Committee concurred with this
suggestion.
Reports
McFall stated that these were routine quarterly reports with no presentation and that staff would be glad
to respond to any questions. Orr stated that she appreciates receiving the information.
Added Items
Johnson asked if there were any added items, Miller stated that she had hoped to review the August
Financial Statements but they were still being copied by staff. Miller reported that the September sales tax
report had been received and while there was an overall increase in sales tax; there had been a 38% drop
in the services portion. The growth in retail and contracting had offset this shortfall. McFall added that
this is cause for concern since the growth activities are cyclical while the other activity is normally a base
revenue of the city. Erosion of the city's sales tax base is a concern he concluded. May concluded her
review of the sales tax revenue and reported that she had received a memo from Doug Levy of Everett who
is working on a mitigation agreement with the state on the manufacturing sales tax exemption. May
reported that 1/2 of the 13,000 who are eligible have been taking the exemption; although the exemption
can be taken monthly or yearly. May noted she was pleased that the growth in the Valley has offset this
revenue loss so far.
There being no further, Committee Chair Johnson adjourned the meeting at 4:50 p.m.
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