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HomeMy WebLinkAbout2012-05-22 Finance and Safety MinutesCity of Tukwila Finance and Safety Committee FINANCE AND SAFETY COMMITTEE Meeting Minutes Mczl^ 22, 2012 S:151).n7.; C'onfer-enee Roon7 *3 PRESENT Councilmembers: De' Sean Quinn, Chair; Dennis Robertson and Kate Kruller Staff: Peggy McCarthy, Derek Speck, David Cline, Maio Miotke, Gail Labanam, Kim Gilman, Craig Zellerhoff and Kimberly Guests: Chuck Parrish, resident CALL TO ORDER: Chair Quinn called the meeting to order at 5:18 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Fireworks Permit: Family 4 at the Fort Staff is seeking Council approval of a Fireworks Permit Application submitted by Western Display Fireworks, Ltd. for the fireworks display at the City's annual 4th of July celebration at Fort Dent. This year, the City has selected a different vendor, Western Display Fire-,vorks Ltd., and will be relocating the launch site in order to protect and reduce the likelihood of damage to the turf sports fields located at Starfire. Additionally, this relocation is expected to reduce clean -up time due to increased accessibility. Committee Members had several questions regarding the change in vendor, costs associated with the contract and event (i.e.: overtime), and other event specifics, which are most appropriately answered by Parks Recreation staff. Since this item is addressing the permit only portion, the Committee would like to forward on the permit to the June 4 consent agenda. However, they have requested that Parks Recreation staff return to the next Finance Safety Committee meeting to provide an update on the new vendor and other specifics of the Family 4 at the Fort events. UNANIMOUS APPROVAL. FORWARD TO JUNE 4 CONSENT AGENDA FOR PERMIT. RETURN TO COMMITTEE AS INFORMATION ONLY TO REVIEW VENDOR CONTRACT. B. Contract: Managed Print Services Staff is seeking Council approval to enter into a contract with the Xerox Company for managed print services which will provide printer and copier supplies, repairs, maintenance, replacements as needed. This five -year contract will cost a minimum $3,420 quarterly for a pre estimated number of copies, but will be evaluated and adjusted based on actual print numbers as appropriate. Based on staff research and a printer fleet analysis performed by several vendors, Xerox -,vas the lowest cost provider and has been identified as the best vendor to provide these services to the City. Since the Xerox Company is an approved State contract there is no requirement to proceed through the RFP process. The anticipated annual savings on the purchase of toners alone is $4,500 and another $8,000 for repairs. Additional savings will also be seen in replacement costs, staff time and processing. This contract can be cancelled at any time by written notice to end the contract within 90 days. UNANIMOUS APPROVAL. FORWARD TO JUNE 4 CONSENT AGENDA. C. Reserve Policv Revisions Staff is seeking Committee approval of draft revisions to City's Reserve Policy 300 -15. The current reserve policy was adopted in December 2009, and was revised this past April to include Self- Insured Healthcare plan contingency reserve levels. Finance Safety Committee Minutes Mav 22, 2012 Paae 2 The current suggested revisions sitnplifi administration of reserves, address and clan funding processes, and provide improved Tukwila Municipal Code interpretation. There was lengthy discussion surrounding the suggested changes, and although the Committee was supportive of the suggestions, they requested more detail be provided. This detail should include benchmarking, examples from other cities, and providing practical application to the changes. Committee Members also suggested talking with Emergency Management and consider projected funding that could be needed under the most severe and probably emergency conditions. RETURN TO COMMITTEE WITH ADDITIONAL INFORMATION. D. New Position: Mavor's Office Staff is seeking Council approval to reinstate a position in the Mayor's Office which was relinquished during the Citv's budget reduction process during the 2009 -10 biennium. The specific position being referred to is in the management analyst classification. Currently, two administrative support positions exist in the Mavor's Office, an executive secretary and an administrative secretary /civil service examiner. The administrative secretary /civil service examiner position has been vacant for over a year, and the position's administrative and civil service responsibilities have been redirected within the Mavor's Office and Human Resources, respectively. With this significant reduction of administrative support lost through budget cuts and attrition, and added projects that are complex in nature, the Mayor's Office requested Human Resources conducted a review and analysis of worldoad and functions. This was done to assist in determining the best use and identification of the positions that would meet the needs of Administration, while increasing better utilization of current resources and personnel. Staff would like to reinstate the management analyst classification position in place of the currently vacant administrative secretary /civil service examiner position. The salary difference between the top steps of these two positions is approximately $23,000. For 2012, the cost difference will be covered through salary savings in the Mayor's Office. In subsequent years, the difference will be addressed through the regular budget process. Council approval of this change is needed due to the nature of replacing one title classification with another. It is anticipated that the management analyst position will provide a higher level of support to the Mayor's Office through cross department communications, leading projects, and implementation of organizational development and improvement (i.e.: strategic plan). The Committee had a significant amount of discussion regarding the specific title of this position, which is being referred to as a project analyst. Committee Chair Quinn reminded everyone, that it is Council responsibility to consider job classifications which are based on the skill levels of and decisions made by a particular position. As far as actual working job titles, the operational responsibility of determining those should be left to the highest level supervisor, which in this case is the Mayor. UNANIMOUS APPROVAL. FORWARD TO MAY 29 COW FOR DISCUSSION. III. MISCELLANEOUS Meeting adjoumed at 6:35 p.m. Next meeting: Tuesday_ June 5, 2012 5:15 p.m. Conference Room 4' X Chair Approval Minutes by KAM.