Live. Life Lincoln  Live Life Lincoln. Live - LifeLincoln - Liver Life Lincoln - Live Life Lipcoin.  MINUTES  CITY OF LINCOLN CITY COUNCIL & LINCOLN REDEVELOPMENT SUCCESSOR AGENCY SPECIAL MEETING MINUTES Councii Work Session September 4, 2018  3:00PM - 5:00PM -First Floor Conference Room Mayor Nader called the meeting to order at 4:00PM.  1.  ROLL CALL Councilmembers present: Peter Gilbert  Paul Joiner Dan Karleskint Stan Nader  Mayor Pro Tem: Mayor: Staff members present:  Gabriel Hydriçk (delayed, arrived at 4:15PM) Bob Adams, Interim City Manager Kristine Mollenkopf, City Attorney Steve Ambrose, Support Services Director Jennifer Hanson, Public Services Director Ray Leftwich, City Engineer Gwen Scanlon, City Clerk Matt Wheeler, Community Development Director  Various City employees, consultants and members oft the public were also present. FLAG SALUTE led by Roger Ueltzen, Park & Recreation Committee member.  2. 4.  3. PUBLIC COMMENT- none STAFF REPORT  4.A. Information Technology (IT) Manager & IT Services Receive City Council input on: (1) the need for an IT Manager (2) whether to do an external recruitment or revise the existing classification into an IT/GIS manager position and intérnally recruit and (3) determining whether IT Services should be performed by in-house staff, contract staff, shared services or a hybrid of Ray Leftwich, City Engineer, and Jennifer Brown, GIS Analyst II, gave a brief staff report and powerpoint presentation, made a part of these minutes by mention thereof. Ms. Brown stated the current contract for IT Services with Matson & Isom Technology Consultants (MITC) will expire in November, 2018. She continued MITC has been averaging 167 hours per month but only charging the City for 125 and when their contract expires they will begin charging a higher rate with increase estimated at $4,550 per month. Councilman Gilbert clarified the additional $4,550 was included in the current year budget. Ms. Brown detailed the different options before the Council. Al brief Council discussion ensued regarding staffing of the proposed GIS/IT department, extending the MITC contract or doing a Request for Proposal (RFP) for IT Services and having multiple companies on hand to perform varying functions of IT. Mayor Nader opened and closed the public discussion oft this item at 3:23PM with no comments. Councilman Gilbert stated that he and the City Treasurer had discussed at a recent Fiscal & Investment Oversight Committee meeting the need to evaluate contract terms and going out for RFP. Councilman Joiner asked and received Council consensus on Option A, extend MITC contract for 6 months, decrease MITC service hours, create an IT or IT/GIS Manager position, hire an IT Tech and begin the process of bringing IT in-house. Bob Adams, City Manager, stated the decision on whether to do an external recruitment for an IT Manager or an internal recruitment for an IT/GIS Manager could be handled  these options.  administratively and City Council agreed.  6005 Sixrh Strect Lincoln, CA 95648 . www.d.lincoln.ca-us 916-434 2400    ve Lite Lincoln Live Page: 2of4  City Council, Public Finance Authority and Redevelopment Successor Agency Work Session Meeting Minutes September 4, 2018  4.B. PCWA Phase 3 Reimbursement Agreement and Discussion Following a presentation and discussion of the PCWA Phase 3 Agreement, staff is requesting that City Council provide general direction for negotiating an Amendment to the Agreement with regards to the manner and Ray Leftwich, City Engineer, gave al brief staff report and powerpoint presentation detailing the Placer County' Water Agency (PCWA) Phase 3 Reimbursement. Agreement and Facilities Agreement No. 2521 for design and construction of Phase 3 Lincoln/Penryn Pipeline and Metering Station. Mr. Leftwich stated Agreement No. 2521 provided that the City would receive the balance of 404,455 gallons per day (gpd) of unregulated water deliveries (valued int the amount of $4 million in December 2006) upon completion of the Phase 3 project and if purchased at current connection fee rates would cost $6,635,523. Mr. Leftwich continued the pipeline size increase created by Amendment No. 1 caused a construction cost increase to the Phase 3 pipeline and metering station of approximately $2.7 million and the current estimate for completion oft the Phase 3 project, including all project expenses, is $10.6 million. Mr. Leftwich stated any project costs in excess oft the initial $4 million are to be reimbursed to the City of Lincoln as additional water connection capacity to be issued upon completion of the Phase 3 project. Mr. Leftwich stated at the time of Amendment No. 1, the fixed charge on the PCWA wholesale water rates made up approximately 0.3% oft the monthly wholesale water bill but that now constitutes over 42% of the total monthly bill and this fixed charge is applied to all purchased water capacity, regardless of whether or noti it is being used. Mr. Leftwich concluded by recommending the City continue the original contract amount of 404,455 gpd of unregulated flow; assign additional project expenses as account credits (approximately $6.6 million) for future water purchases; account credits accrue interest at the Local Agency Investment Fund (LAIF)rate; and purchase water as needed at the capacity fee in place at that time and requested Council direction on manner and timing of reimbursements in order to negotiate an Amendment. Jennifer Hanson, Public Services Director, stated one equivalent dwelling unit is really 650 gpd not the Al brief Council discussion ensued regarding Fund 725, Ophir project and the second pipeline resolving capacity issues and providing redundancy. Mayor Nader opened the discussion to the a) Gerald Harner, City Treasurer, stated the reduction in water tank from 10 million gallons to b) Jessica Booth, a Lincoln resident, asked if unregulated water would be eliminated when the project was complete and her concern that if the booster pump was eliminated there Ms. Hanson stated the unregulated is water on demand rather than a steady flow on demand and the City pays to use PCWA storage and there would not be an adverse effect on the water c) Albert Scheiber, residing on Moore Road, questioned whether the 12 and 27 year timeframes listed on page 3 of the staff report were used for Village 5. Mr. Leftwich stated those timeframes were used as. an example of timeframes for the City to absorb excess capacity and were in general not specific to Village 5 although it could happen.  timing of reimbursement to the City by PCWA.  1,150 gpd the City currently uses.  public at 4:00PM with the following comments:  5million gallons should also be part oft the equation. would be an adverse effect on water pressure.  pressure.  600 Sixth Strect Lincoln, CA 95648 vasuimcohn.s.ux 916-434-2400    Live Life Lincoin I ve Lite inc o1 n.  Page 3 of4  City Council, Public Finance Authority and Redevelopment Successor Agency Work: Session Meeting Minutes September 4, 2018  Councilman Gilbert made a motion to support staff recommendations: Continue original contract amount of 404,455 gpd of unregulated flow Assign additional project expenses as account credits (approximately $6.6 million) for Account credits accrue interest at the Local Agency Investment Fund (LAIF) rate Purchase water in future as needed at the capacity fee in place at that time. Councilman Joiner seconded but asked if PCWA was in agreement with the recommendations. Mr. Leftwich stated PCWA is in general agreement, although an interest rate had not been finalized but a contract amendment with PCWA would go before City Council and PCWA Board for approval. He concluded with the direction given today he could move forward with construction of Phase 3 Lincoln/Penryn Pipeline and Metering Station. Mayor Nader stated he needed time with staff to thoroughly discuss to make sure the City was not buying a Trojan horse but he supports staff recommendations. Mr. Leftwich and Ms. Hanson both stated they would be bringing the water system as a whole back for discussion ata a future work session meeting and thanked City Council for their consensus on staff recommendations. Councilman Joiner asked if he needed to recuse himself from the next item as he resides in Lincoln Crossing and Kristine Mollenkopf, City Attorney, stated iti is information only sO no need 4.C. Joint Use Agreement between the City of Lincoin and the Western Placer Unified Jennifer Hanson, Public Services Director, gave a brief staff report and powerpoint presentation and stated Western Placer Unified School District (WPUSD) would be contributing $1million toward design and environmental impact report (EIR). Ms. Hanson continued the City would  future water purchases  torecuse.  School District for the Lincoln Crossing South Park.  contributed the remaining $2.2million of construction costs.  Councilman Hydrick arrived at 4:15PM.  Ms. Hanson concluded by stating the ongoing maintenance is included in zone 5 of the Lighting & Landscaping District with a small contribution from the general fund and the next step would be to take the project to the Park & Recreation Committee and bring back a formal proposal to City Council. AI brief Council discussion ensued regarding general fund portion of maintenance, park is long overdue and success of previous joint use agreements with WPUSD. Mayor Nader opened the discussion to the public at 4:20PM with the following comments: a) Lena Labosky, a Lincoln resident, questioned the approximate $4million cost and asked Ms. Hanson stated they would also contribute to the EIR as there is a wetland in the area. b) Scott Leaman, Superintendent of WPUSD, stated he would work closely with the City to Roger Ueltzen, a Park & Recreation (P &R) committee member, stated it was positive and that the P&R Committee would need to see the details as they have to also consider the  what else WPUSD would contribute besides design.  make the park positive for the neighborhood.  Jimenez Park amenities.  600 Sixth Street Lincoln, CA 95648 WWN w.cilincoln.c ca.us 916-4 34 2400    Live.Liteoin LIVE Page 4of4  City Council, Publici Finance Authority and Redevelopment Successor Agency Work Session Meeting Minutes September 4, 2018  Mayor Nader stated the City is short on playing fields and Steve. Ambrose, Support Services Director, stated the Council had recently approved a Lincoln Crossing Bond Refund and an upcoming Inside Lincoln would have the final numbers and funding fori this area.  5. COUNCIL INITIATED BUSINESS  Mayor Nader asked the City Attorney to provide an update on the City Manager recruitment. Ms. Mollenkopf stated 27 applications have been received, the closing date is September 14, 2018 and typically the last week a lot of applications are received. Ms. Mollekopf stated a Closed Session Meeting is scheduled for October 2nd for the City Council to vet the applications and  tentative dates are reserved for interviews.  6. ADJOURNMENT adjourned by Mayor Nader at 4:25PM.  Submitted by Gwen Scanlon, City Clerk dwen &al  600 Sixth Street Lincoln, CA 95648 Nww-st-lncol.cau16-4342400    CITYOFLINCOEN  WORK SESSION  SEPTEMBER 4, 2018    RECOMMENDATIONS  Staff is seeking input from City Council to determine: 1) Whether IT Services should be performed by  in-house staff contract staff shared services hybrid of these options  2) If there is a need for an IT Manager  3) If an IT Manager is needed; decide if an external or internal recruitment  should be conducted for  utilizing the City's existing IT Manager classification creating a new IT/GIS Manager classification    OBLIGATION AND ANALYSIS  The current IT services contract will expire in November 2018; and the Request for Proposals (RFP) for a new contract will need to be put out for  solicitation to meet the contract deadline.  The following options are proposed solutions to bridge the gap and provide for a sustainable solution moving forward with respect to IT Services.    Current Outsourced IT Agreement  Contract Hours Per Month: Total Cost Per Month:  125 $12,000.00  Current Needs and Rates  Average Hours Per Month: Average Discounted Rate*: Actual Hourly Rate:  167.02 $71.86 $145-$165  2018/2019 Contract IT Service Budget  Current Budget  $198,600.00 $4,550.00 $99.11  Proposed Monthly Service Cost Increase New Average Discounted Rate*: *Confrac! monthly cost divided by average hours per month    MITC SERVICE HOURS  Hours by Month  300 250 200 150 100 50  z..L  2015-  2016-  2017-  2018-    PROPOSED OPTIONS  OPTION A  Extend MITC contract 6 months, decrease service hours, create IT/GIS Manager  position, hire IT Tech and begin process of bringing IT in-house.  Proposed Options  Description and Assumptions  FY 18/19 (6Mo Period)  FY1 19/20 (6N Mo Period)  MITC Service Hours Decreased to 75; Add IT/GIS Manager ; and Full Time IT Tech II  External Recruitment External Recruitment Internal Recruitment Internal Recruitment  Option A  $180,240 $111,294  $150,540 $81,594  Hired @ Step A  AVAILABLE SERVICE HOURS 18/19:248  19/20:203    PROPOSED OPTIONS  OPTION B  Extend MITC contract 6 months, use increase budget hours to fund IT/GIS manager  position and begin RFP process keeping services outsourced.  Proposed Options  Description and Assumptions  FY 18/19 (6Mo Period)  FY19/20 (61 Mo Period)  Extend MITC 6 Months Add IT/GIS Manager Begin RFP (Outsourced Rate  External Recruitment External Recruitment Internal Recruitment Internal Recruitment  Option B  $152,334 $83,388  $230,844 $161,898  $145/Hour)  AVAILABLE SERVICE HOURS 18/19:125  19/20:173    PROPOSED OPTIONS  OPTION C  Extend MITC contract 6 months and use increased budget hours to fund IT/GIS Manager position, leaving re-organization decision to be delayed until permanent  City Manager is hired.  Proposed Options  Description and Assumptions  FY 18/19 (6Mo Period)  FY 19/20 (6Mo Period)  Extend MITC 6 Months; Add IT Manager External Recruitment External Recruitment  Option C  Await Permanent CM for further  $152,334 $83,388  N/A N/A  direction  Internal Recruitment Internal Recruitment  AVAILABLE SERVICE HOURS 18/19:125  19/20:N/A    PROPOSED OPTIONS  OPTION D  Extend MITC contract 6 months and use increased budget hours to fund IT/GIS Manager posifion, explore shared services option with Rocklin and begin RFP  process for additional necessary consulfing hours.  Proposed Options  Description and Assumptions  FY 18/19 (6Mo Period)  FY 19/20 (6Mo Period)  MITC Service Hours Decreased to 100; Add IT Manager; , and Part Time (20 hours) IT Tech IF Rocklin Shared Service  External Recruitment External Recruitment Internal Recruitment Internal Recruitment  Option D  $174,879 $105,933  $195,879 $126,933  AVAILABLE SERVICE HOURS 18/19:1 186.5  19/20:1 186.5    Assumptions for FY 18/19  External Recruitment IT Manager*  Internal Recruitment IT/GIS Manager*  MITC ITTECH I* ITA Manager Per Month Per 6 Month IT/GIS  Per Month Per 6 Month  Total  Total Manager B  Option A $8 8,250.00** $8 8,401.00  13,389.00 $ 30,040.00 $180,240.00 $1,898.00 $1 18,549.00 $111,294.00  Option B $12,000.00 Option C $12,000.00  1 13,389.00 $2 25,389.00 $152,334.00 $1,898.00 $13,898.00 1 13,389.00 $ 25,389.00 $152,334.00 $1,898.00 $13,898.00  83,388.00 83,388.00  Option D $11,000.00** $4,757.50 $ 13,389.00 $ 29,146.50 $174,879.00 $1,898.00 $17,655.50 $105,933.00  *All internal staffing levels are using fully burdened rates at Step G "*Option. A and D use $110/hourt for MITCI hourly rate    Assumptions for FY 19/20  Exfernal Recruitment IT Manager"  Internal Recruitment IT/GIS Manager*  MITC ITTECH I* ITManager Per Month Per 6 Month IT/GIS  Per Month Per 6 Month  Total  Total  Manager  Option A $3 3,300.00** $8 8,401.00 $ 13,389.00 $ 25,090.00 $150,540.00 $1,898.00 $18,549.00 $111,294.00  Option B $12,000.00  13,389.00 $ 38,474.00 $230,844.00 $1,898.00 $1 13,898.00 3 * 83,388.00  Option C  N/A  Option D $14,500.00** $4,757.50  13,389.00 32,646.50 $195,879.00 $1,898.00 $21,155.50 $126,933.00  "All internal staffing levels are using fully burdened rates at Step G **Option A and D use $110/ /hour for MITC hourly rate    CONCLUSION  Sustainable Service Costs Increased Service Support  Consultant Oversight and Accountability  Staff Recommends Option A  Increase Project Efficiencies Infrastructure Cost Savings    Thoughts?  Questions?  Recommendation