HomeMy WebLinkAboutCity Council Committees - Operations Committee - 10/04/2016 (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: Bill Boyce – Les Thomas – Dana Ralph, Chair
October 4, 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 9/01/2016 thru 9/15/2016
YES Chair Ralph 2
5. Approval of Meeting Minutes Dated
September 20, 2016
YES Chair Ralph 2 1
6. Ordinance amending exemption section
of KCC 3.10.030 – Surplus of real
property - Recommend
YES Tom Brubaker 5 5
7. Request for Proposal – Linen and
Uniform Services - Recommend
YES Aaron BeMiller 5 9
8. Strategic Plan Resolution - Recommend YES Todd Babcock 5 89
9. Emergency Replacement of the
ShoWare Center Zamboni Hot Water
Tanks - Recommend
YES Ben Wolters 5 95
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OPERATIONS COMMITTEE MINUTES
September 20, 2016
Committee Members Present: Chair Dana Ralph and Bill Boyce.
The meeting was called to order by Dana Ralph at 4:00 p.m.
1. ROLL CALL.
Committee member Les Thomas had an excused absence.
2. CHANGES TO THE AGENDA.
There were no changes to the agenda.
3. APPROVAL OF THE CHECK SUMMARY REPORT DATED 8/16/2016 THRU
8/31/2016.
B. Boyce moved to approve the check summary report dated 8/16/2016 thru
8/31/2016. D. Ralph seconded the motion, which passed 2-0.
4. APPROVAL OF MINUTES DATED SEPTEMBER 6, 2016.
B. Boyce moved to approve the Operations Committee minutes dated September 6, 2016.
D. Ralph seconded the motion, which passed 2-0.
5. PORT OF SEATTLE PARTNERSHIP PROGRAM – CITY APPLICATION – RESOLUTION
– RECOMMEND.
Economic Development Analyst William Ellis made a request to support an application to
partner with the Port of Seattle’s Economic Development Partnership Program; a brand
new pilot program that the City was chosen to be a project incubator. If this resolution is
approved by full Council, the City will apply for $65,000 in Port partnership funds and will
contract out to Food Innovation Network (FIN), the pilot would last a year with utilization
of other resources going forward from there.
FIN will provide commercial kitchen access for a reduced cost for six to ten entrepreneurs
ready to launch their businesses at a new commercial kitchen in downtown’s Titusville
Station. In addition to a sliding scale rental fee, entrepreneurs at the new kitchen and
international café would receive a small grant to cover license and permit costs. The
program is to help home based food businesses, many owned and operated by
immigrants and refugees, to professionally scale up and graduate into "brick and mortar"
locations.
Through the Port partnership funds, the City will be joining other FIN contributors
including: Jewish Family Service, Global to Local, the Human Services Managers of SeaTac
and Tukwila, the YMCA of Tukwila, small business advisory group Ventures, and StartZone
at Highline College. The FIN organization is currently funded by the Center for Disease
Control and Prevention, the Seattle Foundation (Communities of Opportunity), and the
Public Health Departments of both Seattle & King County. Non-profit social venture
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Operations Committee Minutes
September 6, 2016
Page: 2
Project Feast, a FIN member, will provide 50 hours per entrepreneur for commercial
kitchen orientation, mentorship and weekly workshops on topics like recipe development,
and networking with successful food entrepreneurs. The City proposes to utilize its
existing contract with the Green River College Small Business Development Center as
matching funds by making the time of the small business advisor available to
entrepreneurs at the kitchen and international café.
B. Boyce moved to recommend Council adopt a resolution declaring support for the city’s
application to the Port of Seattle’s Economic Development Partnership Program. The city
proposes to contract with the Food Innovation Network to establish a commercial
kitchen in Kent for incubation of small businesses. The Mayor is authorized to make a
formal cooperative agreement with the Port of Seattle to receive funding and to execute
a contract with the Food Innovation Network. D. Ralph seconded the motion, which
passed 2-0.
6. WRITE-OFFS OF UNCOLLECTABLE ACCOUNTS - RECOMMEND.
Finance Director Aaron BeMiller asked for authorization to write-off $59,429.20 in
uncollectable accounts receivable. As of the end of August, the accounts receivable
balance was $2,665,142.37 and the requested write-off represents 2.2 percent of the
balance. Write-offs relating to the $59,429.20 are:
Interest and finance charges - $1,448.28,
Unpaid fire permits for businesses that have closed - $3,765.07,
Violations and fines - $24,080.69,
Damage caused to City property - $26,935.05,
Miscellaneous city services - $4648.39.
These accounts in collections are from 2008 to 2012. Accounts outside of collections
consist of Park’s department programs additional fees from 2001 to 2009 and one account
from 2015, which have been deemed uncollectable. There is no budget impact of this
motion as these accounts have already been reserved as doubtful accounts and are not
included in the net accounts receivable amount.
B. Boyce moved to recommend Council authorize the Mayor to write-off uncollectable
accounts owed to the City in the amount of $59,429.20, subject to final approval of the
Finance Director and City Attorney. D. Ralph seconded the motion, which passed 2-0.
7. JULY FINANCIAL REPORT – INFORMATION ONLY.
Mr. BeMiller reported overall the City is in line with what was reported for the June report.
Analysis through July show general fund revenues and expenditures ending the year
favorable compared to budget; creating an overall positive variance amount of nearly $4.3
million. The current estimated ending fund balance reserves for 2016 calculates to 17.6
percent of estimated 2016 expenses. The following highlights were reported:
General fund revenues are estimated to end the year at nearly $3.3 million or 3.8 percent
higher than budgeted. Most of the City’s major revenue sources show positive variances
compared to budget, including sales tax ($600,000), licenses and permits ($323,000),
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Operations Committee Minutes
September 6, 2016
Page: 3
and B&O ($1.2 million). This is offset by unfavorable variances compared to budget for
other taxes ($165,000) and forfeitures ($32,000).
Expenditures through July reflect all departments are remaining fairly close to budget. A
major highlight to point out is at this time last year, the Non-Departmental fund was at
$118,447 in expenses, while this year the fund is right around $1.8 million. That
difference is due to the internal utility tax that comes into the general fund then
transferred out.
8. DIRECTOR’S REPORT – INFORMATION ONLY.
Mr. BeMiller supplied information to members regarding:
2015 State Auditor’s Report: the audit has concluded which covered
comprehensive annual financial statements, federal awards, and accountability.
The City received a clean audit, there were no findings. However, a management
letter, lower than a finding, was issued due to a misclassification of construction
work in progress. That classification has since been corrected and there was no
impact to the City’s financial statements.
Municipal Continuing Disclosure Cooperative (MCDC) Initiative Update: an SEC rule
asks underwriters and municipalities to self-report if they have not been in line
with continuing disclosures when doing a bond offering. The SEC has filed action
against 72 municipal underwriting firms, which represents about 96 percent of the
market share for municipal underwriters. Just recently, the SEC issued action
against 71 municipal issuers; the City is not one of those.
The meeting was adjourned at 4:33 p.m. by D. Ralph.
J. Hays
Jennifer Hays
Operations Committee Secretary
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Office of the City Attorney
Tom Brubaker, City Attorney
Phone: 253-856-5770
Fax: 253-856-6770
Address: 220 Fourth Avenue S.
Kent, WA. 98032
DATE: October 4, 2016
TO: Operations Committee
FROM: Tom Brubaker, City Attorney
SUBJECT: Ordinance amending exemption section of KCC 3.10.030 – Surplus
of real property - Recommend
MOTION: Recommend Council adopt an ordinance that amends section
3.10.030, by adding an exemption to real property surplus procedures when
transferring property to another public entity.
SUMMARY: On May 17, 2016, the city council adopted Ordinance No. 42303, that
enacted a new chapter 3.12 to the Kent City Code entitled “Surplus of real property,”
to establish a public participation process before deciding to sell, transfer, or exchange
city-owned real property.
Since enacting Ordinance No. 4203, Kent has determined there is a need to amend the
code to provide for an exemption for the sale, transfer, or exchange of real property to
another public agency.
Exhibits: Ordinance
Budget Impact: None
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ORDINANCE NO.
AN ORDINANCE of the City Council of the
city of Kent, Washington, amending section
3.12.030 of the Kent City Code entitled “Exempt
properties and property interests,” to add an
exemption to real property surplus procedures
when transferring property to another public entity.
RECITALS
A. On May 17, 2016, the city council adopted Ordinance No.
4203, that enacted a new chapter 3.12 to the Kent City Code entitled
“Surplus of Real Property,” to establish a public participation process
before deciding to sell, transfer, or exchange city-owned real property.
B. Since enacting Ordinance No. 4203, Kent has determined
there is a need to amend the code to provide for an exemption for the
sale, transfer, or exchange of real property to another public agency.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF KENT,
WASHINGTON, DOES HEREBY ORDAIN AS FOLLOWS:
ORDINANCE
SECTION 1. - Amendment. Section 3.12.030 of the Kent City
Code, entitled “Exempt properties and property interests,” is hereby
amended as follows:
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3.12.030 Exempt properties and property interests. Because
of their size, configuration, or character, these properties are exempt from
this process:
A. Property owned by any of the city’s utilities, to any statutory street
or alley vacation, or to other surplus process when state law provides a
separate process to surplus those properties; or
B. Partial or remnant properties, such as strips purchased for road
widening purposes, areas conveyed as a result of lot line adjustments or
boundary disputes, or partial or full lots remaining and unused after
project completion; or
C. Easements, licenses, and other subordinate interests in real
property.; or
D. Properties sold, transferred or exchanged to a local, state, or federal
agency.
SECTION 2. – Severability. If any one or more section, subsection,
or sentence of this ordinance is held to be unconstitutional or invalid, such
decision shall not affect the validity of the remaining portion of this
ordinance and the same shall remain in full force and effect.
SECTION 3. – Corrections by City Clerk or Code Reviser. Upon
approval of the city attorney, the city clerk and the code reviser are
authorized to make necessary corrections to this ordinance, including the
correction of clerical errors; ordinance, section, or subsection numbering;
or references to other local, state, or federal laws, codes, rules, or
regulations.
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SECTION 4. – Effective Date. This ordinance shall take effect and
be in force 30 days from and after its passage, as provided by law.
SUZETTE COOKE, MAYOR
ATTEST:
SUE HANSON, INTERIM CITY CLERK
APPROVED AS TO FORM:
TOM BRUBAKER, CITY ATTORNEY
PASSED: day of , 2016.
APPROVED: day of , 2016.
PUBLISHED: day of , 2016.
I hereby certify that this is a true copy of Ordinance No.
passed by the City Council of the City of Kent, Washington, and approved
by the Mayor of the City of Kent as hereon indicated.
(SEAL)
SUE HANSON, INTERIM CITY CLERK
P:\Civil\Ordinance\Surplus Property Amend Title 3.docx
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Kent Council Operations Committee Uniform and Linen Services Contract
FINANCE
Aaron BeMiller Director
Phone: 253-856-5260
Fax: 253-856-6255
Address: 220 Fourth Avenue S.
Kent, WA. 98032-5895
DATE: October 4, 2016
TO: Operations Committee
FROM: Aaron BeMiller, Director
SUBJECT: Request for Proposal – Linen and Uniform Services -
Recommend
MOTION: Recommend Council authorize the Mayor to sign a three year
agreement with Cintas Corporation for the rental and laundering of
uniforms and linens in an amount not to exceed $220,000, with terms and
conditions acceptable to the Finance Director and City Attorney.
SUMMARY: The city is required to provide rental and laundering of uniforms for
approximately 10 employees and the purchase of parkas, Carhartt jackets and
raingear for approximately 239 employees. Additionally, the contract will provide
linen services for the use of mats, towels, and mops.
Cintas was selected from a response to a Request for Proposal (“RFP”). Two
vendors responded to the City’s RFP, and Cintas was selected as the preferred
vendor for the following reasons:
1. Reduction in setup fees since we are currently using Cintas.
2. On hand inventory will be rolled over.
3. The quality of merchandise provided by Cintas meets our requirements.
4. The service provided by Cintas meets our requirements.
The other vendor also failed to provide pricing on certain required Carhartt
garments.
This agreement is for an initial three year term. After September 30, 2019, and
upon mutual agreement, the agreement may continue on a month-to-month basis
up to one additional year.
EXHIBIT: A detailed analysis of the projected cost of the proposal, the committee
recommendation, the proposed contract and RFP documents are attached.
BUDGET IMPACT: The Uniform and Linen contract is valued at approximately
$200,500 over a period of three years. This represents a seven percent increase
over the previous three years. The additional $19,500 will be held and only used as
contingency for staffing and uniform need increases.
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Human Resources
Marty Fisher, Director
Phone: 253-856-5276
Fax: 253-856-6270
Address: 400 West Gowe St.
Kent, WA. 98032-5895
DATE: October 4, 2016
TO: Operations Committee
FROM: Todd Babcock, Business Strategy and Performance Analyst
SUBJECT: Strategic Plan Resolution - Recommend
MOTION: Recommend Council adopt the Strategic Plan Resolution.
SUMMARY: The Mayor, City Council and city staff worked to realign the city’s
strategic plan to add detail and structure to the plan. The resolution will officially
incorporate and adopt the vision, mission, goals and values developed by council and
staff. The strategic plan will provide direction and continuity in guiding elected officials
and city employees throughout their daily work.
Exhibits: Strategic Plan Resolution
Budget Impact: Adoption of the Resolution will not impact the budget.
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RESOLUTION NO. ___________
A RESOLUTION of the City Council of the
City of Kent, Washington, adopting the City’s
Strategic Plan.
RECITALS
A. The city of Kent city council and staff have, in the past, each
prepared separate visions, missions, goals and values. In some instances
these elements overlapped but in other ways they did not.
B. In 2016, the mayor and city council determined to revisit and
align these two approaches into a unified single Strategic Plan for use by
all.
C. The purpose of this realigned Strategic Plan is to add detail
and structure to the plan so that the mayor, city council and staff can work
collectively to achieve the City’s vision, mission, goals, and values.
D. The purpose of this resolution is to officially incorporate and
adopt the vision, mission, goals, and values to provide continuity,
direction, and guidance to all elected and appointed city employees as they
prioritize, schedule, and complete their daily work.
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NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF KENT,
WASHINGTON, DOES HEREBY RESOLVE AS FOLLOWS:
RESOLUTION
SECTION 1. – Recitals Incorporated. The foregoing recitals are
incorporated into the body of this resolution and will act as the findings of
the Kent City Council on this matter.
SECTION 2. – Vision. The Kent City Council adopts the following
Strategic Plan Vision:
Kent is a safe, connected, and beautiful city, culturally vibrant,
with diverse urban centers.
SECTION 3. – Mission. The Kent City council adopts the following
Strategic Plan Mission:
The city of Kent is dedicated to building a thriving, sustainable,
and inclusive community through innovative leadership, inspired
teamwork, and unwavering devotion to responsibly advancing
our quality of life.
SECTION 4. – Goals. The Kent City Council adopts the following
Strategic Plan Goals:
• Innovative Government—Empowering responsible citizen
engagement, providing outstanding customer service,
leveraging technologies, and fostering new opportunities and
industries that benefit our community.
• Authentic Connectivity and Communication—Uniting people
to people, to places, and to their government through
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superior infrastructure, enriched community interactions, and
responsive, trusting relationships.
• Thriving Neighborhoods and Urban Centers—Creating vibrant
urban centers, welcoming neighborhoods, and green spaces
for healthy growth and cultural celebration.
• Sustainable Funding—Maximizing long-term financial success
through responsible fiscal oversight, economic growth, and
community partnerships.
• Inclusive Community—Embracing the power of our diversity
by encouraging community participation and creating a
strong sense of belonging.
SECTION 5.—Guiding Values. The Kent City Council adopts the
following Strategic Plan Guiding Values:
• Integrity—Do the Right Thing.
• Caring—Care to Serve.
• Communication—Connect to Understand.
• Teamwork—Include Others.
• Innovation—Find a Better Way.
• Achievement—Be the Difference.
SECTION 6. – Severability. If any one or more section, subsection,
or sentence of this resolution is held to be unconstitutional or invalid, such
decision shall not affect the validity of the remaining portion of this
resolution and the same shall remain in full force and effect.
SECTION 7. – Corrections by City Clerk. Upon approval of the city
attorney, the city clerk is authorized to make necessary corrections to this
resolution, including the correction of clerical errors; resolution, section, or
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subsection numbering; or references to other local, state, or federal laws,
codes, rules, or regulations.
SECTION 8. – Effective Date. This resolution shall take effect and
be in force immediately upon its passage.
PASSED at a regular open public meeting by the City Council of the
City of Kent, Washington, this _______ day of _________________, 2016.
CONCURRED in by the Mayor of the City of Kent this ______ day of
__________________, 2016.
SUZETTE COOKE, MAYOR
ATTEST:
SUE HANSON, INTERIM CITY CLERK
APPROVED AS TO FORM:
TOM BRUBAKER, CITY ATTORNEY
I hereby certify that this is a true and correct copy of Resolution No.
______ passed by the City Council of the City of Kent, Washington, the
________ day of _________________, 2016.
SUE HANSON, INTERIM CITY CLERK
P:\Civil\Resolution\Strategic Plan.docx
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Economic & Community Development
Ben Wolters, Director
Phone: 253-856-5454
Fax: 253-856-6454
Address: 220 Fourth Avenue S.
Kent, WA. 98032-5895
DATE: October 4, 2016
TO: Operations Committee
FROM: Ben Wolters, Director
SUBJECT: Emergency Replacement of the ShoWare Center Zamboni Hot
Water Tanks - Recommend
MOTION: Recommend Council authorize the Mayor to sign an agreement for
$78,000 with Hermanson Company LLP for ShoWare Center Zamboni Hot
Water Tank Replacements and add this item as an emergency walk on to the
October 4, 2016 Council meeting under other business for a vote by the Full
Council of the agreement to move forward immediately.
SUMMARY: The Hot Water boiler servicing the Zamboni fill tanks has failed and ShoWare
Center is in an emergency situation requiring immediate replacement of these tanks. The
hot water tank system removes impurities from the water used to provide a clear, smooth
ice sheet before, during, and after the ice is used for skating by the hockey team or other
ice show performers. These hot water tanks are needed to maintain a quality sheet of ice
for both the player’s safety and the professional quality of the game.
Tim Higgins, General Manager of ShoWare Center is strongly recommending this
replacement happens immediately due to the above concerns for safety and quality of the
ice used for hockey games and coming ice show performances.
Exhibits: Agreement
Budget Impact: Yes
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Exhibit A106
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EXHIBIT B INSURANCE REQUIREMENTS FOR SERVICE CONTRACTS
Insurance
The Contractor shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which
may arise from or in connection with the performance of the work hereunder
by the Contractor, their agents, representatives, employees or
subcontractors.
A. Minimum Scope of Insurance
Contractor shall obtain insurance of the types described below:
1. Automobile Liability insurance covering all owned, non-owned, hired
and leased vehicles. Coverage shall be written on Insurance Services
Office (ISO) form CA 00 01 or a substitute form providing equivalent
liability coverage. If necessary, the policy shall be endorsed to provide
contractual liability coverage.
2. Commercial General Liability insurance shall be written on ISO
occurrence form CG 00 01 and shall cover liability arising from
premises, operations, independent contractors, products-completed
operations, personal injury and advertising injury, and liability
assumed under an insured contract. The Commercial General Liability
insurance shall be endorsed to provide the Aggregate Per Project
Endorsement ISO form CG 25 03 11 85. The City shall be named as
an insured under the Contractor’s Commercial General Liability
insurance policy with respect to the work performed for the City using
ISO additional insured endorsement CG 20 10 11 85 or a substitute
endorsement providing equivalent coverage.
3. Workers’ Compensation coverage as required by the Industrial
Insurance laws of the State of Washington.
B. Minimum Amounts of Insurance
Contractor shall maintain the following insurance limits:
1. Automobile Liability insurance with a minimum combined
single limit for bodily injury and property damage of
$1,000,000 per accident.
2. Commercial General Liability insurance shall be written with
limits no less than $2,000,000 each occurrence, $2,000,000
general aggregate and a $2,000,000 products-completed
operations aggregate limit.
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EXHIBIT B (Continued )
C. Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following
provisions for Automobile Liability and Commercial General Liability
insurance:
1. The Contractor’s insurance coverage shall be primary insurance as respect
the City. Any Insurance, self-insurance, or insurance pool coverage
maintained by the City shall be excess of the Contractor’s insurance and
shall not contribute with it.
2. The Contractor’s insurance shall be endorsed to state that coverage shall
not be cancelled by either party, except after thirty (30) days prior
written notice by certified mail, return receipt requested, has been given
to the City.
3. The City of Kent shall be named as an additional insured on all policies
(except Professional Liability) as respects work performed by or on behalf
of the contractor and a copy of the endorsement naming the City as
additional insured shall be attached to the Certificate of Insurance. The
City reserves the right to receive a certified copy of all required insurance
policies. The Contractor’s Commercial General Liability insurance shall
also contain a clause stating that coverage shall apply separately to each
insured against whom claim is made or suit is brought, except with
respects to the limits of the insurer’s liability.
D. Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of not
less than A:VII.
E. Verification of Coverage
Contractor shall furnish the City with original certificates and a copy of the
amendatory endorsements, including but not necessarily limited to the
additional insured endorsement, evidencing the insurance requirements of
the Contractor before commencement of the work.
F. Subcontractors
Contractor shall include all subcontractors as insureds under its policies or
shall furnish separate certificates and endorsements for each subcontractor.
All coverages for subcontractors shall be subject to all of the same insurance
requirements as stated herein for the Contractor.
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