HomeMy WebLinkAboutCOW 2014-11-10 Item 5B.1 - Ordinance - 2013-2014 Biennial Budget Amendment,41,11$00.40""
COUNCIL AGENDA SYNOPSIS
Initials
Meeting Date
Prepared by
Mayo ' • review
Connell review
11/10/14
PMC
El Resolution
Alts Date
r4 Ordinance
11/17/14
PMC
E] Other
Mtg Date
AI tg Date 11/17/14
Mg Date 11/10/14
SPONSOR Council E] Mayor E HR E DCD E Finance — e IT El P &R Police
SPONSOR'S The City Council is being asked to approve an ordinance amending the 2013-2014 biennial
SUMMARY budget for unanticipated costs or projected departmental deficits for fiscal year 2013.
This item is scheduled for Council consideration at the 11/10/14 C.O.W. and 11/17/14
Regular Council meeting.
RINI IMED BY LI COW Mtg. [1] CA&P Cmte Z F&S Cmte Transportation Cmte
E] Utilities Cmte L Arts Comm. Li Parks Comm. LI Planning Comm.
DATE: 11/04/14 COMMITTEE CHAIR: SEAL
RECOMMENDATIONS:
SPoNsoR/ADmIN.
Commn-rEE
Finance Department
Unanimous Approval; Forward to Committee of the Whole
COST IMPACT / FUND SOURCE
ITEM INFORMATION
ITEM No.
4B.1 &
5B.1
13
STAFF SPONSOR: PEGGY MCCARTHY
ORIGINAL AGENDA DATE: 11/10/14
AGENDA trim TITLE An Ordinance amending the 2013-2014 biennial budget.
CAVOEGORY Discussion
Mtg Date 11/10/14
El Motion
/1///g Date
El Resolution
Alts Date
r4 Ordinance
El Bid Award
Mfg Date
11 Public Hearing
E] Other
Mtg Date
AI tg Date 11/17/14
Mg Date 11/10/14
SPONSOR Council E] Mayor E HR E DCD E Finance — e IT El P &R Police
SPONSOR'S The City Council is being asked to approve an ordinance amending the 2013-2014 biennial
SUMMARY budget for unanticipated costs or projected departmental deficits for fiscal year 2013.
This item is scheduled for Council consideration at the 11/10/14 C.O.W. and 11/17/14
Regular Council meeting.
RINI IMED BY LI COW Mtg. [1] CA&P Cmte Z F&S Cmte Transportation Cmte
E] Utilities Cmte L Arts Comm. Li Parks Comm. LI Planning Comm.
DATE: 11/04/14 COMMITTEE CHAIR: SEAL
RECOMMENDATIONS:
SPoNsoR/ADmIN.
Commn-rEE
Finance Department
Unanimous Approval; Forward to Committee of the Whole
COST IMPACT / FUND SOURCE
Expl:NDITURF: R1 ;(.),U IRI ,;1.3 AMOUNT BUDGETED APPROPRIATION REQUIRED
$ $
Fund Source: MISCELLANEOUS FUNDING SOURCES, SEE DETAIL
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
11/10/14
MTG. DATE
ATTACHMENTS
11/10/14
Informational Memorandum dated 10/29/14
Draft Ordinance
City of Tukwila, 2013-2014 Budget Amendment Summary (narrative)
City of Tukwila, 2013-2014 Budget Amendment Detail (spreadsheet)
Minutes from the Finance & Safety Committee Meeting of 11/04/14
11/17/14
13
14
TO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Finance and Safety Committee
FROM: Peggy McCarthy, Finance Director
DATE: October 29, 2014
SUBJECT: 2014 Year-End Budget Amendments
ISSUE
Approve the 2014 Year-End budget amendments to the 2015'2014 biennial budget before
December 31, 2014.
BACKGROUND
Budget amendments are proposed for the following situations and reasons:
• Approve new proposals for software and technology equipment purchases.
• Approve annual funding for the Leoff 1 Retiree Healthcare Plan.
• Approve additional budget for unreimbursed firefighter Oso deployment costs.
• Approve additional revenue and expenditure budget for revenue backed expenditures.
• Approve additional budget for retail sales tax revenue.
• Approve budget transfers among departments to align with the transfer of staff and for other
situations.
DISCUSSION
The proposed amendments have been categorized by type as follows:
1. New Proposals
2. Unbudgeted Expenditures
3. Revenue Backed Expenditures
4. Revenue Increases
6. Transfers Among Departments
The proposed amendments are documented in two attachments. The Budget Amendment Summary
(narrative) describes the amendments in narrative format and organizes them by amendment type.
The Budget Amendment Detail (spreadsheet) lists the amendments in line item fornnnt, by fund and
department.
The majority of the budget amendments represent matters that have been previously discussed with
Council or that are administrative in nature.
RECOMMENDATION
The Finance and Safety Committee is being asked to approve the 2014 Year-End budget
amendments to the 2013-2014 biennial budget. This item is scheduled for the November 10. 2014
Committee of the Whole, and December 1, 2014 Regular Council Meeting.
ATTACHMENTS
Draft Ordinance
Draft Ordinance Detail
2014 Year End Amendment to 2013-2014 Biennial Budget (narrative)
2014 Year End Amendment to 2013-2014 Biennial Budget (spreadsheet)
Informational Memorandum — Information Technology equipment proposal
Informational Memorandum — Court software proposal
16
RAFT
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF TUKWILA, WASHINGTON, AMENDING ORDINANCE
NO. 2389, WHICH ADOPTED THE CITY OF TUKWILA'S
BIENNIAL BUDGET FOR THE 2013 -2014 BIENNIUM, TO
ADOPT AN AMENDED YEAR -END BUDGET;
PROVIDING FOR SEVERABILITY; AND ESTABLISHING
AN EFFECTIVE DATE.
WHEREAS, on December 3, 2012, the City Council of the City of Tukwila adopted
Ordinance No. 2389, which adopted the 2013 -2014 biennial budget of the City of
Tukwila; and
WHEREAS, on November 10, 2014, following required public notification, the City
Council conducted a public hearing on the proposed 2014 Year -End Amendment to the
2013 -2014 Biennial Budget;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY ORDAINS AS FOLLOWS:
Section 1. Ordinance Amended. Tukwila Ordinance No. 2389 is hereby
amended with the City Council's adoption of the document entitled "2014 Year -End
Amendment to the 2013 -2014 Biennial Budget," attached hereto and incorporated by
this reference as if fully set forth herein, in accordance with RCW 35A.34.200.
Section 2. Estimated Revenues and Appropriations. The totals of the estimated
revenues and appropriations for each separate fund amended and the aggregate
budget totals are as follows:
FUND
EXPENDITURES
REVENUES
000 General
$124,188,819
$124,188,819
503 LEOFF 1 Retiree Health Care
2,170,680
2,170,680
Aggregate budget totals
$284,924,011
1 $284,924,0111
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Section 3. Copies on File. A complete copy of the final budget for 2013 -2014, as
adopted, together with a copy of this amending ordinance, shall be kept on file in the
City Clerk's Office, and a copy shall be transmitted by the City Clerk to the Division of
Municipal Corporations of the Office of the State Auditor and to the Association of
Washington Cities.
Section 4. 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; references to
other local, state or federal laws, codes, rules, or regulations; or ordinance numbering
and section /subsection numbering.
Section 5. Severability. If any section, subsection, paragraph, sentence, clause
or phrase of this ordinance or its application to any person or situation should be held to
be invalid or unconstitutional for any reason by a court of competent jurisdiction, such
invalidity or unconstitutionality shall not affect the validity or constitutionality of the
remaining portions of this ordinance or its application to any other person or situation.
Section 6. Effective Date. This ordinance or a summary thereof shall be
published in the official newspaper of the City, and shall take effect and be in full force
and effect five days after passage and publication as provided by law.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON,
at a Regular Meeting thereof this day of , 2014.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk
APPROVED AS TO FORM BY:
Rachel Turpin, City Attorney
Jim Haggerton, Mayor
Filed with the City Clerk:
Passed by the City Council:
Published:
Effective Date:
Ordinance Number:
Attachment: 2014 Year -End Amendment to the 2013 -2014 Biennial Budget
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City of Tukwila
2014 Year-End Amendment to 2013-2014 Biennial Budget
Ordinance Detail
A
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*
A+C+D
Fund 41
Fund Description
2013-2014 BUDGET
as Adopted and Amendeu~
AMENDMENTS
2013-2014 AMENDED BUDGET
Total
Revenues
Total
Expenditures
Revenue
Beginning 2014
Balance Revenues
Total
2014
Expenses
Expenditures
Ending
Balance
Total
Total
Revenues
Total
Expenditures
000
General
m1ou.ouo.mo
*1ue.000.u1e
$1.258.000
$ 1.258.000
$ 1.038.600
$ 219,400
$ 1,258,000
$,o*.1uu.u/y
$ 12*.188.819
101
Hotel/Motel
3,532,082
3,532,082
3'532.082
3,532,082
103
City Street
2,600,000
2,600,000
2.600.000
2,600,000
104
Arterial Street
*1.577.820
41,577,820
260,000
(260,000)
*1,577.820
41,577,820
105
Contingency
5,278,632
5,278,632
-
5.278.632
5,278.632
107
Fire Equipment
1.030.000
1.030.000
1,030,000
1.030.000
Cumulative Reserve
109
Drug Seizure Fund
472.000
472,000
'
472.000
*72.000
206
LID 33 bonds 2013
680,000
680,000
-
680,000
680,000
mu
Limited Tax oo.
3,379,788
3,379,788
3,379,788
3,379,788
Bonds 2003
210
Limited Tax GO. Ret
979,750
979,750
-
979,750
979,750
Bonds, 2003
211
LimitedTax GO. Ref
1.550.000
1.550.000
'
1,550,000
1'550.000
Bonds, 2008
212
Limited Tax GO.
865,000
865,000
-
865,000
865,000
Bonds, 2009 - SCORE
m4
Limited Tax uo.
1.172.11*
1.172.114
-
1.172.114
1.172.114
Bonds, 2010
216
Limited Tax GO. Ref
472,00
472,00
472,000
472,000
Bonds, 2010-Valley
Comm
217
2011 Ref Bonds
717.000
717.000
-
717,000
717.000
233
2013 LID
1.707.400
1.707.400
1,707,400
1,707,400
301
Land Acquisition u
5.607.000
a.607.000
-
5,607,000
5,607,000
Pammevl.
302
Facility Replacement
6.366.204
6.366.204
6,366,204
6.366.204
303
General Government
2,623,684
2,623,684
'
2.623.684
2,623,684
Improvements
304
Fire Improvements
400,200
400,200
-
400,200
400,200
*01
Water
18,814,000
18,814,000
-
18,814,000
18,814,000
402
Sewer
15.*01.000
15,401,000
-
15,40 1,000
15.401,00
411
Foster Golf Course
4,033,594
4,033e94
-
*,033,5e*
*,033,5e*
412
Surface Water
13.288.800
13,288,800
-
-
13,28 8,800
13,288,800
501
Equipment Renta
10,660,3e
10,660,360
10,660,36
10,660,36
502
Insurance Fun
13,81878
13,818J8
'
800,000
(800,000)
'
13,818,784
13,818,784
503
Insurance - LEOFF 1
1�6,680
1,606,680
564,000
564,000
300,000
264,000
564,000
2,170,680
2,170,680
Fund
611
Firemen's Pension
1.e7.300
1,537,300
-
-
1,537,300
1,537,300
Total All Funds
~mm*ienm"m budget amendments were adopted on December 2, 2013.
2014 Year-End Amendments to the 2013-2014 Biennial Budget
GENERAL FUND 000
New proposals
Information Technology (IT). An additional $70K in capital is budgeted for the purchase of two SAN
servers; one as a replacement and another as a backup. Capacity and functionality of the existing
Server has diminished creating this need; purchasing a backup server will support continuity of
operations should functionality of the main server be compromised. A separate informational
memorandum from the Information Technology Director has been included as an attachment.
Court (CRT). AnaddiUona|$50Kin capital has been budgeted to fund an electronic oou�doounnent
and case integration system. This system will provide electronic case scheduling, a calendaring
vvizard, as well as an electronic forms dashboard. A separate informational memorandum from the
presiding Munii a/CDVdJVdoehaobe*n/ndudedmo8n@Umohnnen1
Unbudqeted Expenditures
Fire (FIRE). Additional $224K of budget has been added to fund the LEOFF 1 Retiree Healthcare
' should sufficient funds be available at the end of the year to do so. The plan has experienced
high claims in 2013 and in 2014; this funding infusion would bolster the plan fund balance.
Police (PD/J. Additional $340K of budget has been added to fund the LEOFF 1 Retiree Healthcare
plan shouN'mu0Dcient funds be available at the end of the year to do so. The plan has experienced
high claims in 2013 and in 2014; this funding infusion would bolster the plan fund balance.
Fire (FIRE). Additional $89K of budget has been added to fire suppression overtime and benefits for
the unreimbursed costs of the Oso landslide deployment.
Revenue Backed Expenditures
Fire (FIRE). Additional budget of $170K has been added to general fund revenue and to Fire
department ` overtirne and benefits for funds received from Pierce County and the Washington State
Task Force 1 in reimbursement for the department's assistance and deployment to the Oso
landslide.
Fe FRB. Addionm|b��o $33K as ben ade o 0enm|ud eemsad to Fe
equipment to refect thn fund- received from Homeland Security for 54 Motorola radios and related
equipment.
Fire (FIRE). Additional budget of $20K has been added to general fund revenue and to Fire
�en' supplies to reflect a change in the hazardous material supplies and insurance
reimbursement arrangements with EF Recovery. Former|y, EF Recovery credited the Fire
Department account with insurance proceeds collected; then reduced the account balance for
eupp|»s ' urchaaed. Under the current arrangement, all insurance proceeds are remitted to the City
and the City direct|ypeysforthepurchaaeofhozondouemate/ia|aupp|ies.
Revenue Increases
Grant Revenue. The budget for grant revenue is increased by $133K to reflect funding for the Auto
Theft Task Force police sergeant position.
Retail Sales Tax Revenue. The budget is increased by $600K to reflect estimated tax collections for
2014. The entinnoteis based mn the revenue trend through August 2O14 and on the seasonal nature
of the reoeipts, with a higher percentage received in November and December for non-construction
sales tax. The 2014 revenue collected through August is approximately $500K more than budget. A
20
year over year comparison indicates that construction sales tax is down 36% but non-construction
sales tax is up 596. Should this trend continue through the end of the year, retail sales tax will
exceed $15.600.000 or $600K more than the current budget. Retails sales tax for 2013 exceeded
$15.889.000.
Transfers Among Departments
Mayor/Economic De ent Division (MAY) and Department ofCo/nmundvDe t (DCD).
Early in 2014. one staff was transferred to the Economic Development division of the Mayor's Office
from the Community Development department. Budget of approximately $98K representing the
salaries and benefits of the transferred staff has been added to the Economic Development division
and removed from the Community Development department.
munications Division (MAY) and Information Technology department (IT). Early in 2014,
two staff were transferred to the newly established Communications division of the Mayor's Office
from the Information Technology department. Budget of approximately $150K for the salaries and
benefits of the transferred staff has been added to the Communications division and removed from
the Information Technology department. Additionally, $24K of budget has been transferred from the
Information Technology department to the Communications division for the purchase of Channel 21
communications equipment.
Public Works /PIM and Arterial Street Fund (104). Salary and benefits for certain Public Works
department staff was budgeted in the Public Works department but has been charged to the Arterial
Street fund through the project accounting system for work associated with capital projects. Budget
of $260K is transferred to Fund 104 from the Public Works department to cover the salary and
benefit costs.
ARTERIAL STREET FUND 104
Transfers Among Departments
Public Works 0oNN and Arterial Street Fund (104). Salary and benefits for certain Public Works
department staff was budgeted in the Public Works department but has been charged to the Arterial
Street fund through the project accounting system for work associated with capital projects. Budget
of $260K is transferred to Fund 104 from the Public Works department to cover the salary and
benefit costs.
EMPLOYEE HEALTHCARE FUND 502
Unbudgted Expenditures
Healthcare costs are 88% over budget through September 30, 2014. Additional expenditure budget
of $800K is added to the fund to cover these costs. The offset is a reduction of Fund 502 fund
balance.
LEOFF 1 RETIREE HEALTHCARE FUND 503
UnbudgetedExpenddores
Healthcare costs are 102% over budget through September 30, 2014. Additional $564K of revenue
budget and $300K of expenditure budget is added to the fund to cover these costs and build up the
ending fund balance. (See Unbudgeted Expenditures under General Fund, above).
22
2014 Year End Amendment to 2013-2014 Bienn ial Budget :
2014
1 ncrease ( Decrease ,
013-2014 1
,
Increase (Decrease)
Dept : Explanation Acct Desc :Fund I
r
Revenue Expense I,
Revenue Expense ; Ending Fund ,
I Balance
...
"r„ , ' .'„,";47,,,,,:silNi .',''' 40,5,0,1„:
vp.... ,0 r r. ,,A,Aft :44,s, .• '' .." 4'."? 4 ,e' : ' 'al "*4 /:',,*
,,,„$ 0, 7 7'4
,',"!. ,',4.' :
,,
4010 '" 4.47'
.,,,,A,ii,,' ,,,,, '
I r
,r, *'' ,,,
4, ' xe, 41 ,,r
"1 ,:l "
I
New Proposals F
1 IT purchase two SANS servers - one for !Capital equipment 1,000
replacement and one for technology backup I I
2 CRT purchase Code Smart software to create Software 000
electronic, fillable forms; online calendar, and I, I
other case management efficiencies I 1
- $ 70,000 1$ (70,000)
$ 70,000 $ I
i I
50,000 - 50,000 I (50,000)
74,4
Unbudgeted Expenditures
„ I '
3 POL
4 FIRE
Fund the Leoff 1 Retiree healthcare plan for
2014
Fund the Leoff 1 Retiree healthcare plan for
2014
5 FIRE Oso deployment overtime costs in excess of
reimbursement
6 FIRE Oso deployment overtime costs in excess of
reimbursement
'Retiree healthcare ,000
premiums
!Retiree healthcare 7,000
!premiums
1
Fire suppression overtime 000
'Fire suppression benefits 1000
224,000
340,000
80 100
9,500
Revenue Backed Expenditures
7 Reimbursement for Oso landslide assistance 'Revenue: ,000
from Pierce County and Washington State Task !Intergovernmental
Force 1 1 1
8 FIRE Fire Department overtime for Oso landslide ,Fire suppression overtime boo
I I
-1-
9 FIRE Fire Department overtime for Oso landslide Fire suppression benefits 1000
1 I
My _
10 Radio grant
Revenue: Grant Dept of ,000
!Homeland Security 1
11 FIRE Radio grant-reimbursement for purchase of 54 Capital equipmant 000
I 1
radios
12 Revenue from MVA hazardous material supplies 'Revenue: Hazard material 000
1 1
cost recovery
13 FIRE MVA hazardous material supplies Operating supplies '000
I I
Revenue Increases
14 Auto Theft Task Force grant !Grant revenue 1000
--------------
15 Increase budget based on 2014 experience Revenue: Local Retail 000
I I
through August Sales & Use tax
Transfers Among Departments and Funds
170,000
127,000
43,000
„
335,000
335,000
20,000
20,000
133,000
600,000
224,000 (224,000).
340,000 , (340,000).
- 80,100L (80,100)
9,500 ; (9,500)
1
170,000 - 170,000
127,000 I (127,000)
43,000 ' (43,000)
335,000
335,000
335,000 i (335,000)
20,000 - 20,000
20,000 (20,000)
133,000
600,000
133,000
600,000
16 MAY Transfer budget to the Economic Development Salaries
Division of the Mayor's budget for 1 Community
Development FTE
17 MAY Transfer budget to the Economic Development 'Benefits
Division of the Mayor's budget for 1 Community
Development FTE
18 DCD Transfer budget from the Community 'Salaries
Development department to the Economic
Development Division of the Mayor's budget for
1 FTE
19 DCD Transfer budget from the Community 'Benefits '000
1 1
Development department to the Economic
Development Division of the Mayor's budget for ! 1
1 FTE
•
Imo
'000
000
78,000
20,000
(78,000)
(20,000)
78,000 1 (78,000)
20,000 ! (20,000)
(78,000)1 78,000
(2.0,000)i 20,000
123
3'
2014 Year End Amendment to 2013-2014 Biennial Budge
bilf417,Wrt'All7W,P1:; ,
20 MAY Transfer budget to the Communications Division [Salaries 1000
of the Mayor's budget for 2 Information 1 1
Technology FTE's
1 1 110,000
21 MAY Transfer budget to the Communications Division ;Benefits 1000
of the Mayor's budget for 2 Information
Technology FTE's 40,000 ... , 40,000
22 MAY Transfer Information Technology budget to Equipment
I :000
I :
Communications Division for purchase of
I 1
Channel 21 hardware and other equipment.
- 110,000 (110,000)
23 IT Transfer budget to the Communications Division 'Salaries
of the Mayor's budget for 2 Information
Technology FTE's
0
1°
(40,000)
24,000 24,000 I (24,000)
-
!
I
1 1 (110,000) (110,000): 110,000
24 IT To transfer budget to the Communications 'Benefits 1000
Division of the Mayor's budget for 2 IT FTE
1 1 I
transferred ,
._1 _1_ .. , (40,000) _ (40,000). 40,000
25 IT Transfer Information Technology budget to ;Miscellaneous
1'000
Communications Division for purchase of i
I i
Channel 21 hardware and other equipment. ,
I 1 (24,000)
_ .
26 PW Transfer budget to the- ArieTiaI Streetfurtd Trorni-Salaries8, benefits --- - —1000-
Public Works to cover payroll costs charged to I 1
the projects in the fund 1 1
GENERAL FUND TOTALS
(260,000)
(24,000) 24,000
(260,000); 260,000
,258,000 0 ,038,600 1,258,000 1,038,600 ! 219,400
Transfers Among Departments and Funds
27 104 Transfer budget from the Public Works Salaries '104
1
department to the Arterial Street department
for salaries charged to the Arterial Street fund
but budgeted in the Public Works department 1 I
1 1
28 104 Transfer budget from the Public Works Benefits ---1164-
department to the Arterial Street department I 1
for benefits charged to the Arterial Street fund I
I
but budgeted in the Public Works department '
199,000
61,000
ARTERIAL STREET FUND TOTALS
260,000
199,000 (199,000)
61,000 ; (61,000)
260,000 I (260,000)
1147637art4V4Kitill:°071r114 ,
Unbudgeted Expenditures
AvC
a,
29 502 Increase expenditure budget to cover high claim 'healthcare costs
costs.
EMPLOYEE HEALTHCARE PLAN TOTALS
1502
800,000
800,000
800,000
(800,000)
(800,000)
Mo:"1010L,
Unbudgeted Expenditures
44.044-Ato
vitiZre
30 503 Increase funding to cover high claim costs and ;healthcare costs 5(H
bolster fund balance
31 503 Increase expenditure budget to cover high claim :healthcare costs 503
Cogs.
LEOFF 1 RETIREE HEALTHCARE PLAN TOTALS
YEAR-END BUDGET AMENDMENT TO 2013-2014 BIENNIAL BUDGET
24
564,000
564,000
SE'S ,000
564,000
300,000
300,000
564,000
00,000)
264,000
1,822,000 $ 2,398,600 $ (576,600)
2 of 2
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Finance and Safety Committee
FROM: Mary Miotke, IT Director
DATE: October 29, 2014
SUBJECT: Information Technology Equipment Proposal
ISSUE
Several items need to be purchased in order to complete the recovery from the recent IT
equipment failure and have a reliable and redundant system in place. A budget amendment of
$70K is proposed.
BACKGROUND
An additional $70K in capital is needed for the purchase of two SAN servers; one as a
replacement server and another as a backup mirrored device. Diminished capacity and
functionality of our current temporary configuration has created this need. Purchasing a backup
server and related items will support continuity of operations should functionality of the main
server be compromised.
DISCUSSION
Since the recent failure of a major network component, the City has been operating under a
temporary configuration. We are currently running up against storage space issues due to this
temporary state. Monitoring available free space is a daily task and some projects are on hold
until additional space is available. One SAN device to replace the failed equipment has already
been ordered. Another identical SAN will be needed in order to provide the mirrored off-site
backup services the City desires. In addition, two rack-mounted UPS units are required to
protect the new equipment. Because we experienced a serious lack of customer support from
the vendor of the failed equipment, we believe it is prudent to replace the remaining item from
this same vendor purchased at the same time as the failed SAN.
FINANCIAL IMPACT
The total costs for this equipment are $68,664.30, as follows:
ITEM QTY Amount Extended Total
1st SAN (already
purchased) 1 $ 25,832.15 $ 25,832.15
2nd SAN 1 $ 25,832.15 $ 25,832.15
Replace Falconstore CDP 1 $ 15,500.00 $ 15,500.00
Rackmount UPS 2 $ 750.00 $ 1,500.00
Total needed: $ 68,664,30
RECOMMENDATION
The Council is being asked to approve the budget amendment required to purchase these items
in order to further City's effort towards a more robust network, supporting of continuity of City
operations.
25
T{]:
of K�it����x Tukwila
Jim Haggerton, Mayor
INFORMATIONAL U��U���������U�
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Mayor Haggerton
Finance & Safety Committee
FROM: Kimberly Walden, Presiding Judge
BY: La Tricia Kin low, Court Administrator
DATE: October 22, 2014
SUBJECT: Court Technology Improvements
ISSUE
Tukwila Municipal Court has an opportunity to collaborate with Renton and SeaTac Municipal
Courts to enhance court services and streamline processes by implementing technology
improvements.
BACKGROUND
During the economic decline the court participated in the city-wide effort to reduce expenses by
keeping a court position vacant. As you recall from Judge Walden's state of the court addreon,
our case filings have remained pretty steady for the last few yeors, averaging about 4500 cases
each year. With a clerical staff of 5 plus a half time filing clerk and two staff in probaUon, we are
processing an enormous amount of paperwork each yeor, each nlonth, each week and each
day. We have to manually set each hearing, giving each party to each hearing a summons or a
paper notice. We have to write out each time pay agreennent, each appointment of the public
dehander, each judgment and sentence, each guilty p|eo, each prohibition on possession of
firearms order, each no contact order, each infraction disposition, the list goes on and on. With
each piece of paper that we manually fill out, there is room for human error. While we are
incredibly careful and efficient, we are dealing with people's freedoms and their rights, and
liability if we make an error. Every staff receives a great deal of training and each paper that we
process goes by more than one peroon, so if a mistake is made we are likely to catch it. But the
more automated we can be, the more efficient we can be, the more safeguards we can employ,
the less likely mistakes will be made. The other benefit of efficiency is fewer resources are used
to complete each task.
Code Smart is a software developer that has been able to interface case information through the
state court system for municipal and district courts (JIS) with other vendors and systems to
automate processes and reduce workload for staff. Code Smart is the only vendor who has
been able to work with our state court administrative office (AOC) to obtain the authorization to
access information through JIS. Through Code8mart, we have automated our collection
payments. Each time a payment is made through the collection ogenoy, it is automatically
uploaded into our system. This saves the delay associated with manually printing out payment
inforrnahon, sending reports to the court, and the clerks manually entering each payment into
each case in the state system.
Code Smart has a track record of success with both the courts, and /\OC. Renton Municipal
Court and SeaTac Municipal Court got together with Code Smart to explore the possibility of an
electronic case scheduling and calendaring wizard, as well as an electronic forms dashboard.
Because both courts have been looking to automate their processes to increase efficiency,
reduce liability and operational costs, they began working together to pool their resources.
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INFORMATIONAL MEMO
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Each city is dedicating money for the provision of an automated system for their court. Each
city has a separate contract agreement with Code Smart for the provision of the automated
system. But the cities are working together to combine their efforts to make the system the
same for both, so that their resources go further and they are not spending money to create
separate systems. We joined them in their meetings because we are interested in this project
and our goals are the same. Our goals are to automate, reduce |iobi|ity, reduce oosts, enable
clerks to do more work with greater efficiency and accuracy. The initial discussion about
automation began years ago in relation to becoming more efficient when working with SCORE
video hearings. But the great thing about this project is that its application extends beyond just
working with SCORE to each of our daily hearings and processes.
Code Smart, is the only vendor approved by AOC to work with JIS in an effort to connect the
information through JIS with our other vendors such as Alliance, and now to collect and
distribute the information for calendar maOagerDeDt, schedule hearings, and auto-populate our
forms. So, I am here today to provide some information on the system we are looking at and to
see if the council will approve funding to move this project forward along with Renton and
SeaTac.
The project is a Court Document and Case Integration Svatenn, we call it CHAD for short. The
objective of CHAD is to provide a case processing system to efficiently manage court hearing
schedules, update JIS from a Hearings nnanmger, maintain a library of court fonns/tenlp|otae,
manage daily court coses, auto populate case forms based on case types and JIS recorda,
route forms electronically to all parties for signature, export signed case forms to a storage
oyatenn, and export and update JIS case records. It is a lot to connp|ete, but it is achievable
through the use of Code Smart's system. Renton and Sea Tac are a little ahead of us in
implementation of the project. Renton has already been utilizing the case hearing wizard, and
SeaTac anticipates implementation soon. We are also seeking additional funding through the
state court commissions such as the Gender & Justice, Minority & Justice and others to provide
funding for additional services with this project in the future. We will be updating you as we get
closer to our presentation to those committees. Our goal is to pool together our resources to
obtain one product that we can all use.
Currently, each court has their own forms they use. For instance, the judgment and sentence
form used in Sea Tac is different from the form used in Renton, which is also different from the
one used in Tukwila. To pool our resources so that we are not each paying for development of
different forms, we have drafted standardized forms for each court to use. The idea is to have
one judgment and sentence form that will service each of the three courts, one order of
commitment that we all use; one time pay form that we all use, etc. -- to COOSO|idate. simplify,
and be efficient. We are also consolidating some of our forms to reduce the number of forms
we use.
So how does this work? Right now we use paper calendars (or dockets), we use paper forms in
triplicate (at a minimum) in court, and each party (Court, pn}oacutor, defense attorney,
defendant, probadon, and jail) has to receive a copy of the form. The goal is that once we have
the project in p|ooe, the only forms we will need to generate in a paper format would be for the
defendant. The rest of the parties will receive the form in electronic format. The court's version
of the completed form would be sent to the electronic case fi|e, and that would be stored in a file
folder in a secure server. Then the next time the defendant comes to court, all of the
information previously associated with the case will be available to view in electronic format. I
have handed out forms to show what it would look like.
INFORMATIONAL MEMO
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A number of the forms we use have been consolidated, and the idea is that when certain boxes
are checked, the non-checked boxes would disappear, so that when the final form is generated
for storage, signature, and sending, only the relevant checked boxes will appear on the final
form. This is so much better for the defendants, because the judgment and sentence we
currently use has a lot of additional, non-pertinent information, that drowns out the information
they need to focus on to comply.
We have kept Guy Bollinger, the court's IT designee, in the loop, and have also had the benefit
of input from Sea Tac's IT director and Renton's IT director. The Statement of work, Master
Services Agreement, and Service Level Agreement has been reviewed by not only Guy, but
also the legal department, Renton's legal department, Renton's Risk Management Department,
SeaTac's legal department and again by Renton's IT director and SeaTac's IT director, so this
project has been reviewed by many! Renton's SOW is the same as SeaTac's. Again, Renton is
ahead of us in the project, and they are actually working out all of the minor glitches. They are
already using the case scheduling wizard, which is great. When you schedule a case for a
future hearing, it will give you a pop up warning if you are scheduling the case outside of the
defendant's speedy trial time period, or if you are scheduling the case on a docket that has
reached its case limit, or on a holiday or a weekend. Those may seem like obvious things, but
mistakes do happen occasionally when cases are scheduled manually. Again the idea is to
minimize errors, work more efficiently and automate processes.
FINANCIAL IMPACT
Tukwila's initial cost for participating in these improvements in technology is $50,000, plus
$2500 per year. The court has already included the annual fee in the 2015-2016 budget.
RECOMMENDATION
We are requesting a budget amendment of $50,000 for 2014.
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Finance & Safety Committee Minutes November 4, 2014 — Page 2
C. Resolution: Streamlined Sales Tax Mitigation
Staff is seeking Council approval of a resolution urging Governor Ins lee and the Washington
State Legislature to preserve full streamlined sales tax mitigation in the 2015-2017 budget.
Councilmember Hougardy mentioned that she would be speaking on this topic before legislators
at a forthcoming joint legislative meeting of Soundside Alliance and High line Forum.
UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 17, 2014 REGULAR CONSENT
AGENDA.
D. Ordinances: Property Tax Levy
Staff is seeking Council approval of two ordinances: one that would increase the City's Regular
Property Tax Levy from 2014, and one that would levy General Taxes. These ordinances are
presented to the Council on an annual basis. According to the King County Assessor, the
projected assessed value for Tukwila is $5,017,106,101.00. The allowable levy projected by
King County is $14,293,219.00, representing the maximum 1% increase allowed by law. This is
subject to change until the final rate is determined by the County. A levy amount of
$14,600,000.00 is proposed in the draft ordinance and may be adjusted based on that
determination. A public hearing is scheduled for November 10, 2014. UNANIMOUS
APPROVAL. FORWARD TO NOVEMBER 10, 2014 COMMITTEE OF THE WHOLE FOR
PUBLIC HEARING AND DISCUSSION.
E. Budget Legislation
*
1) Staff is seeking Council approval of an ordinance to amend the 2013-2014 Biennial Budget.
Staff provided an overview of the proposed changes, including new proposals for software and
technology, annual funding for the LEOFFI Retiree Healthcare Plan, unreimbursed firefighter
Oso deployment, previous Council approvals, retail sales tax revenue, revenue backed
expenditures, and budget transfers across departments. A public hearing is scheduled for
November 10, 2014.
2) Staff is seeking Council approval of a resolution to adopt the 2015-2020 Financial Planning
Model and Capital Improvement Program (CIP).
3) Staff is seeking Council approval of a resolution to adopt the 2015-2016 Biennial Budget.
Council review of the Capital Improvement Program and proposed Biennial Budget occurred
during the October 13, 2014 Committee of the Whole and three subsequent work sessions.
UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 10, 2014 COMMITTEE OF THE
WHOLE FOR PUBLIC HEARING AND DISCUSSION.
F. Interlocal Agreement: Animal Services
Staff is seeking Council approval for the Mayor to sign a non-binding Indication of Interest to
extend the current Regional Animal Services interlocal agreement for two years, ending
December 31, 2017. This agreement covers animal services for unincorporated King County
and 25 contract cities, and the current term ends December 31, 2015. All contract cities must
support the extension for it to take effect, or a new contract must be negotiated. If the extension
is approved, a new contract will be negotiated following December 31, 2017. UNANIMOUS
APPROVAL. FORWARD TO NOVEMBER 10, 2014 COMMITTEE OF THE WHOLE.
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