HomeMy WebLinkAboutCity Council Committees - Operations Committee - 07/05/2016
OPERATIONS COMMITTEE MINUTES
July 5, 2016
Committee Members Present: Les Thomas; Bill Boyce; and Dana Ralph, Chair
The meeting was called to order by Dana Ralph at 4:01 p.m.
1. ROLL CALL.
2. CHANGES TO THE AGENDA.
Agenda item #11, 2016 Property Insurance Program Review – Information Only, was
moved to #6. Accordingly, the rest of the items moved down.
3. APPROVAL OF THE CHECK SUMMARY REPORT DATED 6/01/2016 THRU
6/15/2016.
L. Thomas moved to approve the check summary report dated 6/01/16 through
6/15/16. B. Boyce seconded the motion, which passed 3-0.
4. APPROVAL OF MINUTES DATED JUNE 21, 2016.
B. Boyce moved to approve the Operations Committee minutes dated June 21, 2016. L.
Thomas seconded the motion, which passed 3-0.
5. PROPERTY INSURANCE PROGRAM REVIEW – INFORMATION ONLY.
Risk Manager Chris Hills updated members on the City’s Property Insurance Program.
As a result of the region not having any major natural disasters, the City has locked in a
10.3 percent premium decrease, a $360,000 savings, for the remainder of 2016
through 2017; Finance will be making the appropriate adjustments.
In light of Brexit, Mr. Hill will be keeping an eye on the London insurance market which
could affect the world-wide insurance market as one the City’s insurers is a German
based company.
6. CENTURYLINK LOYAL ADVANTAGE AGREEMENT FOR TELECOMMUNICATIONS
SUPPORT AND SERVICES –RECOMMEND.
Information Technology (IT) Director Mike Carrington and Technical Services Manager
James Endicott requested authorization to consolidate multiple vendors to a single
vendor relationship with CenturyLink, an annual cost savings of $36,000. Presently, the
City has multiple vendors providing different aspects of telecommunications hardware
and services. These providers purchase services directly from CenturyLink and resell
them to the City.
Mayor Cooke granted IT’s request to waive the competitive bid requirements of Kent
City Code and authorized the department to contract directly with CenturyLink. IT
Operational funds were earmarked in the 2015 - 2016 budgets in the amount of
$141,000 for telecommunication services and $35,000 for maintenance services.
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July 5, 2016
Page: 2
L. Thomas moved to recommend Council authorize the Mayor to sign CenturyLink’s
Loyal Advantage Agreement, in the amount not to exceed $140,000.00, for
communications hardware and services, subject to final terms and conditions
acceptable to the Information Technology Director and City Attorney. B. Boyce
seconded the motion, which passed 3-0.
7. DLT – ORACLE - JDE DATABASE & ONEWORLD ERP MAINTENANCE RENEWAL -
RECOMMEND.
Mr. Carrington requested approval of maintenance agreements in the amounts of
$54,485.88 for Oracle DB Enterprise and $118,536.44 for Oracle JDE/OneWorld. IT will
use residual savings in its maintenance renewal budget to cover the difference between
these vendor price quotations and the estimates in the 2015 – 2016 biennial budget.
B. Boyce moved to recommend Council authorize the Mayor to sign DLT Oracle DB
Enterprise and Oracle JDE OneWorld Maintenance Renewal Agreements, in the amount
not to exceed $59,345.00 and $126,520.45, respectively, for existing Oracle software
and support, subject to final terms and conditions acceptable to the Information
Technology Director and City Attorney. L. Thomas seconded the motion, which passed 3-
0.
8. IT LONG-TERM STAFFING PLAN – 2016 FTE REQUEST - RECOMMEND.
Mr. Carrington’s final request is to add four full-time employees (FTE) in the 2016
calendar year as a critical component of the IT Long-term Staffing Plan. The IT
department is critically understaffed and has been since recession related cuts began in
2009 - 2010. Research shows the national average for FTE count in an IT department
within a public sector/government organization of our size to be approximately 41. The
IT department is currently staffed at 31 FTE, but six of those positions exist in the
Multimedia division. Although Multimedia is a large technology consumer, their primary
directive revolves around communications support. Removing the Multimedia head count
from the current total puts the IT department at 25 FTE.
Total estimated annual cost of the new positions is forecasted to be approximately
$545,000 which would be covered by way of the Cable Utility Tax (CUT), a budget of
$1.5 million. Per the Finance Department, approximately $850,000 is available to
support this staffing request; additionally, $650,000 is earmarked for general operating
costs.
B. Boyce moved to recommend Council add four new FTE positions within the
Information Technology Department—a Senior Systems Analyst, a Systems & Integration
Development Manager, a Project Manager/Business Analyst, and a Trainer—at the salary
range determined by each classification and the directors of Human Resources and
Information Technology; amend the budget as necessary; and authorize all acts
consistent with this motion. L. Thomas seconded the motion, which passed 3-0.
9. SCHOOL ZONE TRAFFIC SAFETY CAMERA PROGRAM FUND EXPENDITURES -
RECOMMEND.
Kent Police Chief Thomas sought approval to use excess funds from the traffic safety
cameras to cover costs of two capital improvement projects: 1) relocation and set-up of
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July 5, 2016
Page: 3
the East Hill police substation; and 2) installation of a ballistic barrier on the second and
third floors of the Centennial Center parking garage to improve the security of police
personnel. Total expenditures of $150,000 for both projects will come from revenue
received in the School Zone Traffic Safety Camera Fund.
Kent City Code requires funds derived from the use of traffic safety cameras be used to
first cover the costs of administering the program, with excess funds to be used for
criminal justice-related purposes, current balance in the fund is in excess of $1 million.
L. Thomas moved to Recommend Council authorize the expenditure of funds from the
School Zone Traffic Safety Camera Fund to (1) improve space at the Kent East Hill
Shopping Center for the relocation and set-up of the East Hill police substation, in the
approximate amount of $35,000, and (2) install a ballistic barrier on portions of the
Centennial Center Garage to improve the security of police personnel, in the approximate
amount of $115,000; amend the budget; and authorize the Mayor to sign all documents
necessary to complete these projects, subject to final terms acceptable to the Police
Chief and City Attorney. B. Boyce seconded the motion, which passed 3-0.
10. K2 POLICE SUBSTATION – RECOMMEND.
Chief Thomas’ final request is to enter into a five-year lease to secure a location to
establish a police substation. Space is currently available in the Kent East Hill Shopping
Center, located at 25635 104th Avenue SE. The area is known to have a high crime rate;
police presence would limit that as well as keep officers closer to their beat. This new
location would replace the existing substation located at the training center keeping the
current number of four total substations.
Economic and Community Development Deputy Director Kurt Hanson helped negotiate a
lease that is about $2.00 a square foot less than the current market value. The monthly
rent that will be due during years two through five of the initial five-year term will
increase on August 1 of each year by an amount equal to two percent of the previous
year’s monthly rent. The lease also allows for a second five-year term.
B. Boyce moved to recommend Council authorize the Mayor to enter into a lease
agreement with Kent Hill, LLC, for an initial 5-year term and an option to renew for an
additional 5-year term, to establish a police substation on the East Hill of Kent, subject to
final lease terms and conditions acceptable to the Police Chief and City Attorney. L.
Thomas seconded the motion, which passed 3-0.
11. DIRECTOR’S REPORT – INFORMATION ONLY.
Finance Director Aaron BeMiller updated members on:
There are no anticipated audit findings from the State Auditor’s Office
2015 Public Facilities District uncollectable debt service increased from 18.7 percent
to 21.9 percent; bonds will be at full maturity in 2037
Unfunded pension liability was adjusted to $26 million
A correction was made to the 2015 fourth quarter regarding internal loans. The
correction has no cash value.
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July 5, 2016
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The meeting was adjourned at 4:50 p.m. by D. Ralph.
J. Hays
Jennifer Hays
Operations Committee Secretary