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Home My WebLink AboutFS 2016-03-22 Item 2B - Budget - 2016 Budget Amendments: Revenue Backed and Carryover�yz City of Tukwila TO: INFORMATIONAL MEMORANDUM Mayor Ekberg Finance and Safety Committee FROM: Peggy McCarthy, Finance Director DATE: March 16, 2016 SUBJECT: 2016 Budget Amendments — Revenue Backed and Carryover Allan Ekberg, Mayor ISSUE Approve revenue backed and carryover budget amendments for inclusion in the year -end budget amendment ordinance that will be presented to Council in November 2016. BACKGROUD Revenue Backed Amendments. The August 2015 budget amendment added expenditure budget for two Police officers and added corresponding revenue budget for the salary and benefit reimbursement to the City for these officers. One officer is dedicated to the Auto Theft Task Force and the other officer is dedicated to the Criminal Justice Training Center for the Basic Law Enforcement Academy. The officers continue to serve in this capacity in 2016; additional revenue and expenditure budget is needed to reflect this arrangement. Budget for the 2015 COPs grant was included in the November 2015, mid - biennial budget amendment. However, the amendment inadvertently applied the revenue against the expenditure budget, thus understating both the revenue and expenditure budget for this item. To correct this, revenue budget and expenditure budget is added through this proposed budget amendment. Because these are revenue backed amendments, there is no effect on the ending fund balance. Carryover Amendment. At the December 8, 2015 Finance and Safety Committee meeting a contract for $93,179.24 to upgrade the Laserfiche digital records system was presented and subsequently approved. The funding source for the software upgrade was identified as anticipated 2015 City Attorney's budgetary savings. The budgetary savings were realized in 2015 (the City Attorney's budget was underspent by $106,978) but the Laserfiche upgrade, Laserfiche Rio, was not purchased until 2016. The budget carryover for the Laserfiche Rio purchase is thus proposed through this amendment. DISCUSSION The Council is being asked to approve these amendments so the adjustments can be recorded in the accounting records and reflected in future financial reports. The amendments will be formally adopted during the year -end budget amendment process in November. RECOMMENDATION The Council is being asked to approve the proposed 2016 budget amendments and consider this item at the March 28, 2016 Committee of the Whole, and April 4, 2016 Regular Council Meeting. The amendments will be included in the year -end budget amendment ordinance. ATTACHMENTS 2016 Budget Amendment Detail Finance and Safety December 1, 2015 Informational Memorandum (without attachments) Finance and Safety Committee December 8, 2015 meeting minutes City Attorney 2015 Financial Report 9 10 (93,179) 1 2016 Budget Amendment Detail -- Spreadsheet Ref I Explanation Acct Desc . Acct # 2016 Increase (Decrease) Expense Revenue Effect on EFB GENERAL FUND POLICE DEPARTMENT Category 2 - Revenue Backed 1 , Reimbursement from the Washington Auto Theft Prevention 'WATPA grant (Authority (WATPA) grant for salary for an detective assigned !revenue — las a Auto Theft Task Force (ATTF) Detective. Begins July 1 Salaries 000.10.521.220.11.00 «FICA .000.10.521.220.21.00 LEOFF 000.10.521.220.22.00 Industrial — X000.10.521.220.24.00 !insurance_ _I _ _ _ _ ! — !Medical, Dental, 1000.10.521.220.25.00 .Life, Optical 1— e_— _— _— _— _------ -TSelf- insured 1000.10.521.220.25.97 --- -( - - --- . ,000.334.069.00.00 'medical & dental' 2 Reimbursement of Salary for an Officer assigned as a trainer WSCJTC BLEA 000.342.100.00.00 (at the Washington State Criminal Justice Training Center 'reimbursement 1 (WSCJTC) for the Basic Law Enforcement Academy (BLEA), 'begins June 1. Three year agreement. .Salaries •000.10.521.220.11.00 - FICA — 000.10.521.220.21.00 - TLEOFF X000.10.521.220.22.00 !Industrial '000.10.521.220.24.00 insurance MacZ Dental, '000.10.521.220.25.00 !Life, Optical _ !Self- insured !000.10.521.220.25.97 !medical & dental' 3 ;COPS grant; add revenue and corresponding additional ;Grant revenue ;000.3xx.xxx.xx.xx ! I Salaries 000.10.521.220.11.00 Social Security '0000.10.521.220.21.0( 'Medicare '0000.10.521.220.21.0( Health Insurance 000.10.521.220.24.97 ! I !Retirement 1000.10.521.220.23.00 Workers Comp 000.10.521.220.24.00 ' Holiday pay 000.10.521.220.15.00 'expenditure budget 6 . Police Department Total 289,800 84,300 6,500 4,500 2,800 100 13,900 90,000 6,900 4,800 2,800 100 21,600 27,100 1,500 400 10,400 1,300 800 10,000 289,800 112,100 126,200 51,500 289,800 289,800 MAYOR Category 3 - Carryovers 4 I La erfiche Rio digital records software upgrade Mayor Total 1software 1000.03.594.143.64.00 93,179 93,179 93,179 (93,179) 3/16/2016 1 of 3 City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Finance and Safety Committee FROM: Christy O'Flaherty, City Clerk, LaTricia Kinlow, Court Administrator, and Tami Eberle- Harris, Database Systems Administrator DATE: December 1, 2015 SUBJECT: Enterprise Document Management Solution: Laserfiche Rio ISSUE There is a critical need for governmental agencies and judicial branches to provide resources toward advances in records management - to answer the public's call in responding to public records requests and open government. BACKGROUND The City Clerk's Office acquired a basic Laserfiche system in 2001 which has been used to develop a Digital Records Center (DRC) for online access by staff and the public. The system is used daily by staff City -wide and allows for digital delivery of documents to the public, with 24 hour access. DISCUSSION Laserfiche Rio is the upgrade to the basic product and is a robust enterprise content, document and Records Management system that provides a centralized records storage system for the entire City. The Rio system offers separate repositories to allow full security for departments such as the Court, Police, and Human Resources. The upgrade will also provide unlimited public portal retrieval licenses through a web browser. In the 14 years since the initial acquisition, few improvements have been made City -wide to automate records processes to increase efficiency and to facilitate timely and thorough responses to public records requests. Upgrading to the Rio solution will add vital new features to the basic system, to include workflow functions that will send automatic reminders regarding critical deadlines and allow for electronic approvals. The enhanced system will also include Records Management capabilities for life cycle management of records from creation to final disposition helping to ensure compliance with State retention laws. The Laserfiche system is utilized both nationally and regionally as an effective tool in developing records solutions for Police, Fire, DCD, Public Works, Human Resources, Finance and Court records. Expertise developed in the Clerk's Office using the system for the past 14 years can be leveraged to assist the advancement of other City departments. Washington agencies using Laserfiche include and are not limited to Auburn, Renton, Edmonds, Port Angeles, Tumwater, Port Angeles, Walla Walla, Spokane Valley, Longview, Bremerton, Thurston County, Cowlitz County, and Skagit County. As the Court staff explored requirements for the new OCourt System, they became aware that the Renton Municipal Court uses the Laserfiche System. However, the Renton system has the advanced features being requested in this proposal. The Renton Court staff manage and access their court records electronically, creating time - saving efficiencies throughout the various judicial processes. This presents an incredible opportunity for Tukwila, as Renton has already completed the labor intensive steps to create workflow processes for court functions. They are INFORMATIONAL MEMO Page 2 willing to share the scripts, programming, and instructions they have developed with Tukwila. This collaborative relationship with Renton could move the Court forward quickly into effective implementation, if upgrades to our system are acquired. Moreover, with the implementation of GR31.1 as it relates to the administrative records of the courts, the upgrade to the Laserfiche System will ease the impact of court records requests. The new efficiencies provided by the Laserfiche upgrade will create more streamlined and accurate processes in supporting both court case and administrative records. The Technology Services (TS) Database Systems Administrator has been a key player in reviewing the Laserfiche system upgrade and providing valuable input (see attached email). Additionally, the City's Technology Council approved the acquisition of this upgrade at their November 16, 2015 meeting. The City Attorney has reviewed the proposal and composed the attached Resolution authorizing sole source purchase of the upgrade. FINANCIAL IMPACT Estimated Cost: $93,179.24 for Laserfiche Rio Upgrade to be part of the 2016 budget amendment. PRIORITIES ADDRESSED BY PROPOSAL • Create and implement policies that support continued financial stability and sustainability • Implement new methods to streamline processes creating alignment with Strategic Plan • Continue to Create a More Effective Organization (Implement new methods to streamline processes creating alignment with Strategic Plan Goal #4) RECOMMENDATION The Council is being asked to consider this item at the December 14, 2015 Committee of the Whole meeting for discussion and the Special Meeting Consent Agenda that same evening. ATTACHMENTS - Email from Database Systems Administrator - Proposal for Laserfiche Rio Upgrade - Resolution authorizing sole source purchase W:12015 Info Memos\LaserficheRio.doc 12 City of Tukwila Finance and Safety Committee FINANCE AND SAFETY COMMITTEE Meeting Minutes December 8, 2015 — 5:30 p.m.; Hazelnut Conference Room PRESENT Councilmembers: Kathy Hougardy, Chair; Joe Duffie, De'Sean Quinn Staff: David Cline, Peggy McCarthy, Bob Giberson, Kim Gilman, Stephanie Brown, Mike Villa, Todd Rossi, Brent Frank, Christy O'Flaherty, Kim Walden, Gail Labanara, Tami - Eberle- Harris, Laurel Humphrey CALL TO ORDER: The meeting was called to order at 5:30 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Lease Amendment: Sound Cities Association Staff is seeking Council approval to amend the lease with Sound Cities Association (SCA) for space in the 6300 Building. The amendment would extend the lease until December 31, 2018, with rent at $1,885.83/month for 2016, $2,007.50 /month for 2017, and $2,068.33 /month for 2018. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 SPECIAL CONSENT AGENDA. B. Resolution: Laserfiche Records System Upgrade Staff is seeking Council approval of a sole- source resolution to purchase the Rio upgrade, estimated at $93,179.24, to the basic Laserfiche product currently owned by the City. Laserfiche Rio is a robust enterprise content, document and records management system that provides a centralized records storage system for the city. The upgrade will provide separate repositories for departmental use, unlimited public portal retrieval licenses, and enhanced workflow and life cycle management capabilities. In addition, the Municipal Court's transition to electronic forms via the CodeSmart project requires this upgrade in order to integrate with the City's document management system. Funds for this purchase are available from the current 2015 budget and no amendment is required. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 SPECIAL CONSENT AGENDA. C. Resolution: Non - Represented Employee Compensation Staff is seeking Council approval of a resolution to adopt the non - represented salary schedule and benefits summary effective January 1, 2016. The proposal includes a 1% pay increase for all non - represented employees, changes to the salary. structure line of regression phased in over two years, and a commitment to review the compensation policy in the first quarter of 2016. Bands D61 -F102 will receive an additional increase of 3.35% in 2016 and Bands D62, D63, and F102 will receive an additional increase of 2.7% in 2017. Councilmembers and staff discussed the proposals, which included comments from staff speaking from their perspective as non - represented employees affected by the proposal. Human Resources staff stated that while this resolution is silent on 2017 compensation for bands B21 -C43, the compensation policy outlined in Resolution 1769 still applies and there may be a cost -of- living adjustment based upon 90% of CPI. Chair Hougardy requested a report 15 Finance & Safety Committee Minutes December 8, 2015 - Page 2 reflecting all of the non - represented compensation increases since the recession. Staff indicated this report already exists and it can be shared with Council. The Committee requested that the policy review promised in 2016 include considerations of internal equity between non - reps and union and working conditions around expectations after - hours. They also stated that Council review of this policy has been and will continue to be welcoming to comments from non - represented staff. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 COMMITTEE OF THE WHOLE. D. Contract: Health Care Broker Services Staff is seeking Council approval of a contract with R.L. Evans in the amount of $48,750 for healthcare brokerage services regarding active employee and retiree plans in 2016. R.L. Evans has been the City's broker since 1990, providing consistent high quality service. The contract covers cost management and negotiation of competitive prices on Life, Long -term Disability, Stop -Loss Insurance and IRS Section 125 Plan services. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 SPECIAL CONSENT AGENDA. E. Contract Amendment: Public Financial Manaqement Staff is seeking Council approval of a contract amendment with Public Financial Management, Inc. for municipal advisor services. The amendment will extend the expiration date from June 1, 2016 to December 31, 2017, and increase the not -to- exceed amount from $40,000 to $130,000. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 14, 2015 SPECIAL CONSENT AGENDA. F. Police Department Updates 1. Police Uniforms The duty belt that is part of traditional police uniforms can be very heavy and contributes to lower back stress and injuries. A better option is the external vest carrier, which distributes the weight more equally across the shoulders and back. The City does not currently have funding to make these part of standard uniforms, but some officers are choosing to purchase them with their own funds. INFORMATION ONLY. 2. 2015 3rd Quarter Police Department Report Chief Villa updated the Committee on items of significance that occurred in the Police Department during the third quarter of 2015. The information included highlights, staffing information, crime statistics, crime reduction strategies, and an overview of efforts at the light rail station from 2013 - present. A map of residential burglary locations was distributed to the Committee. INFORMATION ONLY. 3. Police Vehicles The Police Department wishes to purchase two detective vehicles for $63,000 instead of the specially outfitted "Detective Sniper" vehicle listed in the 2015 -2016 Biennial Budget. The Major Crimes Division is now fully staffed but does not have an adequate number of vehicles. COMMITTEE APPROVAL. III. MISCELLANEOUS Meeting adjourned at 7:33 p.m. Next meeting: TBD 16 Committee Chair Approval Minutes by LH CITY OF TUKWILA General Fund Expenditures - By Department As of December 31 2015 % of year expired 100% % of Annual Annual Prorated Budget 06 - CITY ATTORNEY Budget Budget Actual Spent Variance Spent 00 UNALLOCATED BUDGET REDUCTION (80,000) (80,000) 80,000 12 EXTRA LABOR 2,358 2,358 0% 21 FICA - 180 180 0% 24 INDUSTRIAL INSURANCE - - 29 29 0% 31 OFFICE & OPERATING SUPPLIES 3,100 3,100 5,527 2,427 178% 41 PROFESSIONAL SERVICES 768,818 768,818 583,288 (185,530) 76% 41 -00 Professional services 92,000 92,000 27,651 (64,349) 30% 41 -01 Contracted Attorney services 350,406 350,406 324,210 (26,196) 93% 41 -02 Contracted prosecution service 121,412 121,412 150,876 29,464 124% 41 -03 Special matters 205,000 205,000 80,551 (124,449) 39% 42 COMMUNICATION 2,000 2,000 (2,000) 0% 45 OPERATING RENTALS & LEASES 2,100 2,100 (2,100) 0% 48 REPAIRS & MAINTENANCE 1,400 1,400 (1,400) 0% 49 MISCELLANEOUS 1,000 1,000 57 (943) 6% CITY ATTORNEY 698,418 698,418 591,440 (106,978) 85% Fund 000 Depts w No Divisions 17