HomeMy WebLinkAboutCommittee of the Whole - 13 Aug 2018 - Agenda - Pdf
AGENDA
Committee of the Whole Meeting
5:00 PM - Monday, August 13, 2018
Conferencing Center, 7th Floor, City Hall – 1055 S. Grady Way
1. Inclusion in Purchasing Presentation
a) Presentation
2. Public Records Act - JLARC Report
a) Presentation
3. Sunset Neighborhood Plan
a) Presentation
ASD Inclusion Tactical PlanImproving Access to City Purchasing and Contracting ServicesJamie Thomas, Fiscal Services Director1AGENDA ITEM #1. a)
BACKGROUND2018:Bring city-wide staff together to help develop tools and culture of inclusionNov. 2017: Coordination with Benita and Preeti to put the tactical plan into action via the Renton Equity Lens ProcessOct. 2017: Finalized the first version of the ASD Inclusion Tactical PlanSept. 2017: City-wide discussion and brainstorming session on how to incorporate inclusion into the City’s Purchasing, Bidding, and Contracting Policy (250-02)Mid-2017: ASD began conversations about ways to promote inclusion through the services we provide – focus on contracting and procurement 2AGENDA ITEM #1. a)
ASD TACTICAL PLAN STRATEGIES –DATA COLLECTION• Update vendor form to include ability for vendors/contractors to self-identify as WMBE, send to current vendors, begin tracking the data in EDEN• Ask new vendors to complete the new vendor formTrack WMBE data among current A/P vendors (Underway)• Update business license form to include ability for vendors/contractors to self-identify, begin tracking in business license databaseTrack WMBE data among business license holders (Short Term)• Develop a city-wide process for collecting and storing this dataCollect WMBE/DBE data as part of future RFP/SOQ/RFQ processes (Short-Long Term)3AGENDA ITEM #1. a)
ASD TACTICAL PLAN STRATEGIES –VENDOR OUTREACH•What has worked/not worked for them?•Piggybacking on tools they have already created (policies, vendor lists, contacts, etc.)1. Partnering and learning from other agencies•Work with Communications Division to enhance marketing for access to City’s purchasing/contracting processes•Advertise business opportunities in WMBE trade newspapers and State’s OMWBE website•Partner with Renton Chamber of Commerce to identify local WMBEs2. Outreach to WMBE/DBE businesses•Inclusion training•Vendor lists•Meet and greets3. Provide training/tools to City staff to reduce implicit bias in vendor selection•How we solicit vendors and process for evaluating RFPs/responses•Hurdles vendors face working with the City4. Educate businesses on the City’s contract/vendor selection processes •Remove barriers•Emphasize City’s commitment to inclusion5. Update Purchasing and Contracting Policy 250-02•Set minimum goals to help push the conscience decision to consider inclusion vs. operating the same way as always6. Goals for a minimum percentage of WMBE/DBE contractors4AGENDA ITEM #1. a)
CURRENT STATUS•Advertising opportunities for City business on State’s OMWBE website•Modifying Policy & Procedure 250‐02▫Imbed our goal into the policy: “Priority of the City is to build an inclusive city that promotes equitable opportunities and access to contracting for all businesses…important to the City’s economic and social vitality”•Create a core group of influencers •Identify and provide the tools city staff need in order to adopt inclusivity in their purchasing habits5AGENDA ITEM #1. a)
HURDLES•Currently, we have very little data▫How many of our vendors are WMBE/DBE?▫What kind of services does each department utilize?•Tracking vendor status for each procurement is time intensive•Creating the tools necessary for easy adoption by city staff•Does having a WMBE/DBE status from the State really reflective of a businesses work force? Are we being short‐sighted by measuring our inclusivity goals only to WMBE/DBE certification?•How else can we measure inclusivity?6AGENDA ITEM #1. a)
LOOKING FORWARD•Update tactical plan (it’s ready for revisions and it’s only 6 months old!)•Modifying Policy & Procedure 250‐02•Vendor outreach/meet and greet▫What are the barriers from them doing service with the city?•Refine how we measure inclusivity•Begin data collection•Begin creating tools for staff▫Applicable WMBE/DBE business lists▫Framework for incorporating inclusivity into RFP selection processes7AGENDA ITEM #1. a)
WRAP UP•Have ideas? Interested in being a part of this process?? Contact us!▫Jamie Thomas x6929▫Jason Seth x6502▫Kari Roller x6931•Questions?8AGENDA ITEM #1. a)
2018 JOINT LEGISLATIVE AUDIT &
REVIEW COMMITTEE (JLARC) REPORT Jason Seth, City Clerk/PRO
Melissa McCain, Assistant PRO AGENDA ITEM #2. a)
SHORT HISTORY OF THE PUBLIC RECORDS ACT
Passed in 1972 –Initiative 276
RCW 42.56 (formerly RCW 42.17)
Most recent amendments –
Legislative work group met in summer and fall of 2016
Passed two bills in 2017; effective July 23, 2017
ESHB 1594 (Chap. 303, 2017 Laws)
EHB 1595 (Chap. 304, 2017 Laws)
AGO Model Rules were updated to reflect these changes AGENDA ITEM #2. a)
SHORT HISTORY OF THE PUBLIC RECORDS ACT
New law established:
Agencies with $100,000 or more in annual PRA related costs required to report 18 metrics to JLARC
Previous year’s data due by July 1 each year (Renton data submitted June 28, 2018)
Reporting period for 2018 report is only July 23, 2017 –December 31, 2017 AGENDA ITEM #2. a)
BASELINE DATA
Total number of open public records requests at the beginning of the reporting period:
67
Total number of public records requests received during the reporting period:
1,517
Total number of public records requests closed during the reporting period:
1,493 AGENDA ITEM #2. a)
METRIC 1 –BEST PRACTICES
Responsibility Assigned:
1.Agency has assigned overall responsibility for managing and retaining records to
someone (records officer) –Yes
2.Agency has told Washington State Archives who their assigned person is –Yes
3.Assigned person has the ability to influence the agencies policies, procedures, and
compliance –Yes
4.Assigned person is part of the agency’s information governance team –Yes AGENDA ITEM #2. a)
METRIC 1 –BEST PRACTICES (CONT.)
Polices and Procedures Exist:
1.Agency has policies or procedures governing the management of records -Yes
2.Policies and procedures are applicable to all record formats (including emerging
technologies such as social media) -Yes
3.Policies and procedures are part of a larger information governance framework -
Yes
AGENDA ITEM #2. a)
METRIC 1 –BEST PRACTICES (CONT.)
Tools Available:
1.Agency has appropriate software/systems to manage and retain: email,
social media, Word documents, spreadsheets, PowerPoints, text messages,
website, etc. -No
2.Software/systems include retention management functionality -Yes
3.Agency has implemented or is in the process of implementing an enterprise
content management system -Yes AGENDA ITEM #2. a)
METRIC 1 –BEST PRACTICES (CONT.)
Staff Trained:
1.Elected officials have completed open government training -Yes
2.Records officers have completed open government training -Yes
3.All other staff have been trained to manage the records they create or
receive -Yes
4.Records and information management training is part of new employee
orientation -No
5.Agency offers internal records and information training on a regular basis -
Yes AGENDA ITEM #2. a)
METRIC 1 –BEST PRACTICES (CONT.)
Retention Requirements Understood:
1.Key staff know how to locate all records retention schedules which are
applicable to the agency, how to apply retention, and what records can be
considered transitory -Yes
2.All staff know how to apply retention to the records they create or receive
and which records can be considered transitory -Yes
AGENDA ITEM #2. a)
METRIC 1 –BEST PRACTICES (CONT.)
Records are Inventoried:
1.Paper records have been inventoried at least once within the last 10 years
-Yes
2.Electronic records have been inventoried at least once within the last 10
years -Yes
3.Records are inventoried on a regular, systematic basis -Yes
AGENDA ITEM #2. a)
METRIC 1 –BEST PRACTICES (CONT.)
Records are Organized:
1.Some coordination at the work group level regarding where records are
stored and the naming conventions used -Yes
2.Records are organized through agency-wide file plans and/or file naming
conventions -No
3.Other –Working on records organization Department by Department, it is
a work in progress AGENDA ITEM #2. a)
METRIC 1 –BEST PRACTICES (CONT.)
Records are Kept for Required Time Period:
1.Electronic records are retained in electronic format -Yes
2.Paper Records are either retained in paper format or scanned and
retained in electronic format according to Washington State Archives’ scan
& toss requirements -Yes
3.Records remain accessible throughout the entirety of their retention periods
-Yes
4.Electronic records are migrated to new formats as needed -Yes
5.Safeguards are in place to protect against accidental or deliberate
destruction of records -Yes AGENDA ITEM #2. a)
METRIC 1 –BEST PRACTICES (CONT.)
Records are Destroyed or Transferred:
1.Records are destroyed or transferred to the Washington State Archives at
the end of their retention periods -Yes
2.Records are destroyed or transferred as part of a planned and systematic
process -Yes
AGENDA ITEM #2. a)
METRIC 1 –BEST PRACTICES (CONT.)
Disaster Preparedness:
1.Essential records are identified -Yes
2.Agency creates back-ups of essential records on a routine, systematic basis
-Yes
3.Ability to restore from back-up files is tested/checked regularly -No
AGENDA ITEM #2. a)
METRIC 2 –AVERAGE TIME TO RESPOND
1.Total number of business days to respond to all requests –6,350
2.Total number of requests for which a five-day acknowledgment letter was
sent out after the five-day period expired –0
3.Average response time in days (calculated) –4.0 AGENDA ITEM #2. a)
METRIC 3 –PERCENT OF REQUESTS COMPLETED
WITHIN 5 DAYS
1.Number of requests closed within 5 days of request –1,265
2.Number of requests where an estimated response time beyond 5 days was
provided –1,001
3.Number of requests fulfilled within 5 days but had insufficient delivery info
–210
4.Percentage of requests completed within 5 days (calculated) –97%
5.Percentage of requests for estimates greater than 5 days (calculated) –
66% AGENDA ITEM #2. a)
METRIC 4 –AVERAGE NUMBER OF DAYS FROM
RECEIPT TO FINAL DISPOSITION
1.Number of requests with final disposition –1,493
2.Number of days to final disposition –18,546
3.Average number of days to final disposition (calculated) –12.4 AGENDA ITEM #2. a)
METRIC 5 –AVERAGE TIME ESTIMATE PROVIDED
COMPARED TO AVERAGE ACTUAL TIME
1.Number of requests where the agency’s initial response time provided an
estimate of when full disclosure would be provided –281
2.Average days estimated for full disclosure –54
3.Average actual days to provide full disclosure –49 AGENDA ITEM #2. a)
METRIC 6 –NUMBER OF REQUESTS FOR WHICH
ADDITIONAL CLARIFICATION WAS SOUGHT
1.Number of requests with additional clarification sought –153 AGENDA ITEM #2. a)
METRIC 7 –NUMBER OF REQUESTS DENIED
1.Number of closed requests that were denied in full –2
2.Number of closed reports that were partially denied or redacted –822
3.Most common reasons for denying (redacting) requests for this report:
1.Active Investigations
2.Attorney Client Communication/Work Product
3.Driver’s License Number
4.Social Security Number
5.Victim Information
6.Banking Information (bank account number, credit card number)
7.Employee Performance Evaluation AGENDA ITEM #2. a)
METRIC 8 –NUMBER OF ABANDONED REQUESTS
1.Number of requests abandoned by requestors –13 AGENDA ITEM #2. a)
METRIC 9 –NUMBER OF REQUESTS BY TYPE OF
REQUESTOR
Anonymous –35
Individuals –803
Law Firms –163
Organizations –242
Insurers –12
Governments –188
Media –51
Current of Former Employees –5
Other (Only first name provided) -18 AGENDA ITEM #2. a)
METRIC 10 –NUMBER OF REQUESTS FULFILLED
ELECTRONICALLY COMPARED TO PHYSICALLY
1.Number of requests fulfilled electronically –1,009
2.Number of requests fulfilled by physical records –93
3.Number of requests fulfilled by electronic and physical records –100
4.Number of requests closed with no responsive records –291
5.Percent of requests fulfilled electronically (calculated) –68%
6.Percent of requests fulfilled by physical records (calculated) –6%
7.Percent of requests fulfilled by electronic and physical records (calculated) –7%
8.Percent of requests closed with no responsive records (calculated) –19% AGENDA ITEM #2. a)
METRIC 12 –AVERAGE STAFF TIME SPENT ON
EACH REQUEST
1.Estimated total staff time in hours –2,794
2.Average staff time in hours per request (calculated) –2 AGENDA ITEM #2. a)
METRIC 13 –ESTIMATED TOTAL COSTS INCURRED
STAFF AND LEGAL EXPENSES
1.Estimated total cost –$157,891
2.Average estimated cost per request (calculated) -$99.68
AGENDA ITEM #2. a)
METRIC 14 –NUMBER OF CLAIMS FILED
ALLEGING A VIOLATION OF RCW 42.56
1.Zero for this reporting period
AGENDA ITEM #2. a)
METRIC 15 –TOTAL LITIGATION COSTS
1.Zero for this reporting period
AGENDA ITEM #2. a)
METRIC 16 –ESTIMATED COSTS MANAGING AND
RETAINING RECORDS
1.Cost of agency staff who manage/retain records -$104,962
2.Cost of systems that manage/retain records -$47,089
3.Cost of services purchased for managing/retaining records -$3,467
4.Cost of systems/services for fulfillment of records systems -$19,500
5.Total estimated cost for managing and retaining records (calculated) -$175,018 AGENDA ITEM #2. a)
METRIC 17 –EXPENSES RECOVERED FROM
REQUESTORS
1.Total expenses recovered -$92
We can charge:
.15 cents for photocopies or printed copies of electronic records, per page
.10 cents for scanning of paper records, per page
.05 cents for electronic files or attachments uploaded for electronic delivery, for each set of
four (4) files
.10 cents for the transmission of records in an electronic format, per gigabyte (GB)
We are allowed to combine the charges as they apply in response to a particular request AGENDA ITEM #2. a)
METRIC 18 –REQUESTER SATISFACTION
1.No complaints received for this reporting period
AGENDA ITEM #2. a)
ANECDOTAL INFORMATION
1.Top Ten Requesters
1.Sharron Manley, CBRE
2.Diane Dobson, Dobson & Davidson
3.Rae Cho, PSY Contractors, LLC
4.Natalie Baker, Terracon, Inc.
5.Taylor Blackbourn, Terracon, Inc.
6.Eli Bracken, AEI Consultants
7.Max Martinez, AEI Consultants
8.Daniel Kim, PSR Mechanical
9.Rachel Robbins, Legal Research Marketing, LLC
10.Ellen Pyatt, EMG Corp.
2.Greatest number of records provided for one request: 38,697 (emails)
3.Greatest number of records provided in one request this reporting period: 1,934
4.Longest timeframe a request has been open: 12/4/2017 -Present AGENDA ITEM #2. a)
2018 JLARC REPORT
Questions?AGENDA ITEM #2. a)
Greater Hi-Lands Shopping Center
Redevelopment
AGENDA ITEM #3. a)
Solera Mixed Use Master Plan
•521 apartment units in two mixed use buildings.
•152 fee simple townhomes.
•39,000 square feet of ground floor commercial.
•Net residential density of approximately 78 dwelling per acre.AGENDA ITEM #3. a)
•6-story mixed use buildings.
•Ground floor commercial
along Sunset Blvd.
•Two story townhomes on
back of north building.
•Child care facility on south
end of southern building.
•Structured parking.
Mixed Use
AGENDA ITEM #3. a)
Townhomes
•3 story townhomes.
•Alley access.
•Front doors orient street or
pedestrian court.
•Garage parking.AGENDA ITEM #3. a)
•New public internal street system mimics
Sunset Lane improvements.
•Frontage lane along Sunset Blvd provides
on-street parking and buffer from arterial.
•Pedestrian oriented streets.
•Most of the parking will be
enclosed.
Solera Neighborhood
AGENDA ITEM #3. a)
Frontage Road
AGENDA ITEM #3. a)
Phased Plan
•Phase I –Break ground Spring 2019
•Phase V –Break ground Spring 2021
•Anticipated completion –End of 2022 AGENDA ITEM #3. a)
What’s Happening Nearby?
Sunset Terrace Mixed Use
•Density transfer fee of $764,460
paid.
•Civil Construction permit issued
in July.
•Building permit to be issued no
later than October 1, 2018.AGENDA ITEM #3. a)
AGENDA ITEM #3. a)
What’s Already Happened?AGENDA ITEM #3. a)