2026-10-13 - Committee of the Whole

04:18Oops.

04:45>> [laughter]

05:27>> Just let me know when you're live.

05:43I'm calling this meeting to order. This

05:44is a meeting of the Finance,

05:46Administration, and Communications

05:47Committee of the Hall of the Redmond

05:49City Council on Tuesday, October 13th,

05:52commencing at 4:30 p.m. All council

05:55members are in attendance. There are

05:57nine items on our agenda. Seven items uh

06:01will be covered in this meeting and two

06:03are read only. Um and uh members of the

06:06public as well as council members can

06:07review those. Um and I'll I'll make a

06:09brief note at the very end of the

06:10meeting about those those two items. The

06:13first item on our agenda is on call and

06:15continuing legal services contract with

06:16Foster and Garvey. Um and uh we have our

06:20uh our um city attorney here to present

06:23the item. Go ahead.

06:26>> Good evening council. Thank you for your

06:28time tonight. Rebecca Mueller, city

06:30attorney. I am here to present on the

06:32proposed on call and continuing legal

06:34services contract with Foster and

06:35Garvey. I'm asking council to provide

06:38direction tonight and to set the item to

06:40consent for November 2nd.

06:44The items in your packet will um include

06:47a an engagement letter, which also

06:50referred to as the contract for Foster

06:52and Garvey's legal uh services. They're

06:54focused on continued representation in

06:57to superior court matters and any

06:59tangential items related to plausible

07:01products and expanding the scope to

07:03allow for continuing on call services. I

07:06thought it would be helpful tonight to

07:08just share an overview of the ordinance

07:11on point here and the purchasing

07:13policies to um explain why this is

07:15coming to council. Um, recently over the

07:19last, well, don't quote me on this, but

07:22about a year and a half or so ago, the

07:24municipal chapter on city attorney came

07:26before council to adopt changes that

07:28allowed it to come in house. This is the

07:30Redmond Municipal Code 2.36. There is

07:33still an ordinance in there, the

07:352.36.050,

07:37050, which provides that city council

07:39may employ additional counsel to assist

07:41the city attorney in superior court

07:44matters, financial arrangements, or

07:45other proceedings that the compensation

07:48for these services shall be set by

07:49council um at the employment of

07:52additional counsel. As you have likely

07:55seen over um the time on council, there

07:57are niche cases and niche areas of

08:00expertise that do require outside

08:02council assistance and representation.

08:05The city has historically treated

08:07outside council contracts as

08:09professional services, which we have a

08:11policy on point for that is um that has

08:15been generated subsequent to resolutions

08:18from council on purchasing policies

08:22here. the uh statutory I'm sorry the

08:25purchasing policy requirement for

08:27professional services um generally

08:29requires that caps that are exceeding

08:3250,000 would go to council for approval

08:35and that's why we're coming before you

08:37for that um we had um we have Mr. Bob

08:42Sturbank on uh on representation in the

08:45plausible products matters that was done

08:48which I'll share through soul source

08:50justification process. Part of the

08:52justification for that um was not only

08:55Mr. Sturbank's extensive expertise on

08:58the legal issues related to this case um

09:02but also his experience with the city um

09:04the need to have um brought on somebody

09:07with experience and to act quickly to

09:10navigate upcoming deadlines.

09:12We um are asking the council to expand

09:15the scope to allow for an additional on

09:18call attorney services should we need it

09:21um to be able to act swiftly on any

09:24matters that might require outside

09:26assistance.

09:30the um the engagement letter would

09:33essent is essentially as I mentioned the

09:35contract and that is what we are asking

09:37council to approve on November 2nd for

09:40signature.

09:42>> Thank you. Other questions from the

09:44council. Council member Foresight.

09:45>> Thank you. Uh thank you for the uh

09:47explanation. When I looked at the budget

09:50um impact, it didn't have any of the

09:52information about the 50,000. I wasn't

09:54sure if that was the case. Um, so I'm

09:57supportive of this, but I definitely

09:59want to see a budget impact for it in

10:02the memo when it comes back to us. Um,

10:05maybe setting setting a cap on that. I

10:07know you're going to work within your

10:09budget and I trust that, but it is our

10:10job to be fiduciary responsible for that

10:12money. So, I definitely want to see some

10:14sort of um cap for what you're thinking

10:17that will be.

10:18>> Okay. Um, I can certainly provide a cap.

10:22I know the city has historically

10:24sometimes not provided caps and

10:25sometimes have. Um I think that if there

10:29are pointed questions about the

10:31plausible products case itself, I'd like

10:34to be able to answer those in executive

10:36session just so we don't carry into any

10:38attorney client privilege on the needs

10:40there. Um we can absolutely explore a

10:44cap. I I just want to be transparent

10:46that sometimes it is difficult to

10:48anticipate full costs of a case or

10:51potential needs down the line. Um we

10:53would be managing this ask within our

10:56budget administratively and the

10:57allowances within that budget.

10:59>> Sure. Even if it's just whatever that

11:02budget is, we just have no insights into

11:04that. So it would be helpful for us to

11:05see that and

11:07>> um that that is our responsibility. So

11:10appreciate it.

11:10>> Okay. Council member Sony.

11:14>> Thank you. Uh actually council member

11:16for that's the question that I had it

11:18and I had another follow-up question on

11:20that. It's like you know for the on call

11:23portion of this contract will council be

11:26notified when um you know they'll be

11:29working on another project like you know

11:31outside our current litigation scope.

11:35>> How are we going to get the visibility?

11:37how the council is going to get the

11:38visibility on which other other projects

11:40they'll be working or the

11:42>> so the um contract itself would be

11:44managed administratively through our

11:46team and dependent on what we see might

11:48needs might be if there were litigation

11:51matters that um

11:54if there were litigation matters that um

11:57were which we typically present right in

12:00executive session then we would look to

12:02bring in that attorney to assist with

12:04the rep the presentation of that but

12:06Short of those matters, it would likely

12:08be not the day-to-day questions of

12:12nuanced issues, for example, that might

12:15warrant an on call service call or

12:18something like that would not be

12:19something that council is generally

12:21apprised of.

12:25>> Thank you. Did you have a follow-up

12:26question?

12:26>> Uh but just in case if there is a bigger

12:29litigation scope and uh you know they

12:32will be working on that. Will is that

12:35going to be the case where we will be

12:37notified?

12:39>> So notification we can certainly provide

12:42notification on outside council

12:44representation um on litigation matters

12:47here. The the hope of what we're trying

12:51to accomplish with council approving

12:53this engagement letter is that um you

12:56are are delegating to my expertise when

13:00we might want to use Mr. Sturbank to

13:02come in on a litigation matter. Um, and

13:05part of that is to allow for um,

13:08representation to proceed timely so that

13:12we don't have to do an RFP, for example,

13:15or waste time where we've been served

13:17with a a lawsuit to respond accordingly,

13:20but that we feel confident in Mr.

13:22Sturbank's ability, for example, to take

13:24on a future case.

13:26President Stewart,

13:28>> thank you so much, Rebecca, and I um

13:30appreciate the work on this and also the

13:32clarity of the letter that is in front

13:33of us. Um I noticed that a an agreement

13:36with another lawyer was actually easier

13:38to read than some of the other documents

13:40that we evaluate uh for clarity. So, I

13:43very much appreciate that and I do app

13:45um support moving this along today. I'm

13:48also kind of just hearing a little bit

13:50of interest as you continue to establish

13:52the office of the city attorney. um that

13:55may be a great like informational

13:57session in this committee in 2027 could

13:59actually be um an update on which

14:02services you've been able to establish,

14:04what are maybe some of the on call

14:05contract areas of expertise that you

14:07might still be looking to round out for

14:08your team because we do know that you

14:10are still establishing the office. Um so

14:12that is something I would welcome back

14:13to this committee in 2027. Thanks.

14:16>> Thank you, Council President. Um I

14:17appreciate that. I will share that what

14:20we've been working on over the last year

14:22internally is um and one of the top

14:24priorities is to put responsible

14:27governance around the in-house services

14:30costs. Um and part of that has been

14:32navigating and understanding what all of

14:34the on call services are with current

14:37attorneys and what our future needs may

14:39be. Um I can share that um we have

14:43already flagged that there will likely

14:45be additional contracts that could

14:47exceed $50,000 within budget um but that

14:51need to be cleaned up so that we are

14:52appropriately tracking those costs that

14:54we have council approval and we are um

14:57like I said putting some um governance

14:59around how we manage all of that and

15:01making sure that we're tracking it in

15:03one spot.

15:04>> Thank you so much. Um, council member

15:06Pakria,

15:08>> I was just wondering if you could speak

15:10to what our current um, on call services

15:12are and just a few uh, instances of

15:14where we have used them.

15:22Um,

15:24I I can share what our on call services

15:28are. I would like to speak generally to

15:30when we've used them. So, not to breach

15:32any attorney attorney client privilege.

15:34Um we have on call service with um with

15:39Ogden Murphy Wallace which was part of

15:42the transition to in-house. They were

15:44previously our um the city's outside

15:48city attorney. So we have on call

15:50services with them ongoing. We have um

15:54outside council uh representation

15:57through summit law for employment uh

15:59matters. Um

16:02we have um

16:06we have uh Mr. Bob Christie and his firm

16:09that was recently went through council

16:11um for police related matters that's on

16:14call with Baker Stury. Um

16:18trying to think if I'm missing anything

16:20else. I am likely missing one or two.

16:22Some of those are a little more niche,

16:24but um we can provide that to council

16:26perhaps in the next year with the

16:29updates.

16:30>> Yeah. Or if you wanted to follow up with

16:32any sort of written information for

16:33council, I can do that, too.

16:35>> Did Did you have a quick followup?

16:36>> I did have a just a quick quick

16:38followup, which is maybe just speak to

16:40possible examples. There was a lot of

16:42language in this document, but I would

16:43just love to know what kinds of

16:45situations in which we would use them,

16:47particularly if it's non uh law

16:49enforcement related situations. Sure. I

16:52can also follow up an email with that.

16:54Does that work? Okay.

16:56>> So, council members, um it has been

16:58proposed um that we put this onto the

17:00consent agenda for the 2nd of November,

17:02which as a reminder um that's going to

17:04be a Monday meeting. It'll be a special

17:06business meeting. Um uh since Tuesday uh

17:09the 3rd, we'll we'll have moved it to to

17:11Monday. So, um, uh, if we are able to

17:15get the information that council members

17:17requested around that what sounds like

17:19kind of a not to exceed cost, um, or or,

17:22uh, budget number as well as, um, some

17:24follow up on the other questions or is

17:26it, uh, the council good with going to

17:28consent.

17:30Okay, I see approval there. Um, so we

17:32will put that on consent and if we can

17:35get that followup in advance, that would

17:36be great. And if anything's not

17:38answered, as a reminder, council

17:39members, you can feel free to pull the

17:41item. Great. Thank you so much.

17:42>> Thank you.

17:44>> Um the next item on our agenda is the

17:46approval of the Lucidity Enterprise

17:49Asset Management Cloud Contract in the

17:51amount of $390,816

17:55to support the modernization of the

17:57city's enterprise asset management

17:59system. And we have our TIS director,

18:02Mike Marshand, here to introduce the

18:04item.

18:07>> Thank you, council. Um Mike Marshian,

18:09chief information officer. I'm here to

18:10introduce Jeremy Mikola, our Baw

18:13manager, who will uh discuss this item.

18:16>> Good afternoon, council members, and

18:17thank you for your time. I'm Jeremy

18:19Mikola, TIS business solutions manager.

18:22We're here today to request your

18:23approval to add a contract to the

18:25October 20th business meeting consent

18:27agenda. Originally approved as a 2526

18:30BTIP item and slated for implementation

18:32in quarter 1 of 2027, this contract

18:35allows us to migrate Lucidity from an

18:38on- premises implementation to the

18:39vendor's cloud platform. As a reminder,

18:42Lucidity is a leading enterprise asset

18:44management solution that has been used

18:46by the city to track and maintain our

18:48physical assets for the last 13 years.

18:51The Lucidity Enterprise Asset Management

18:53Cloud Contract totals $390,816

18:58over a 5-year term. By negotiating a

19:015-year agreement, the city is saving

19:03approximately 103,000 over an annual

19:05agreement. During the 2728 bienium, the

19:09contract cost is funded by both TIS

19:12operational budget and a Lucidity Cloud

19:15migration BTIP allocation. Ongoing costs

19:18will continue to be funded through the

19:20TIS operational budget for software as

19:22they are now. Benefits of migrating

19:25Lucidity to the cloud include reducing

19:26physical IT infrastructure costs as well

19:29as freeing up or redirecting roughly 240

19:33hours of annual staff capacity spent on

19:36technical maintenance and upgrades to

19:38higher value efforts such as enhancing

19:40the usability of the application itself.

19:43The overall monetary ROI of making this

19:46transition is estimated at $36,230

19:50annually. And that figure weighs the new

19:53contract cost against the technical

19:54labor and the infrastructure cost

19:57reduction. By continuing our partnership

19:59with this vendor, we can ensure a smooth

20:02project execution, on-time delivery, and

20:04a seamless transition for the 20 act 208

20:08active staff users who utilize Luc City

20:11to manage critical citywide

20:13infrastructure. Supporting the vital

20:15services our community expects and

20:16depends upon every day. Proceeding with

20:19this scope supports our broader our

20:21broader effort to modernize the city

20:23technology platforms and the gradual

20:25process of reducing our on premises

20:28footprint.

20:32>> Thank you. Other questions from the

20:33council? I see a couple. Uh council vice

20:36president.

20:36>> Thank you. Thanks for bringing this

20:38forward and great lookout for the

20:39incentives. My question is on um I'm

20:42curious as if we have been or if it's a

20:45concern to be a future proofing since

20:48this is a five-year contract and

20:50technology is changing very rapidly. Um

20:53what what is um what is our fail safe

20:57there?

21:02>> Great question. Um so I mean this is a

21:04platform we've used for a number of

21:05years and there's been extensive

21:06investment in building it up and

21:07developing it. we have a staff member

21:09who's on staff that that works almost ex

21:11exclusively in this platform. Um we

21:14don't anticipate that being something

21:16that we'd migrate away from. It's

21:17something that we've looked at in the

21:18past. We've looked at had a couple of

21:20times where we've looked at different

21:21options u for moving off of this to

21:23different platforms and this one is one

21:24that's come up as being um exceptional

21:27and and well regarded in the area. So,

21:29um, I mean, c certainly a concern. I

21:32think 5 years, given the fact that it

21:34buys us the insurance of of not having

21:36to deal with contract increases each one

21:38of those years, um, I think the benefit

21:41outweighs the risk in this particular

21:42case.

21:45Council member Pria,

21:47>> just so I can get a better understanding

21:49of what this is doing, um I remember on

21:51my MOC tour, uh we were looking at u

21:55computer graphics that that analyzed the

21:57state of Redmond's wells in real time.

21:59Is that the kind of asset management uh

22:01that this software provides or or what

22:03exactly which which assets are we um

22:06going to be managing with this software?

22:08Yeah. The so these are things like

22:09roads, bridges, traffic signals, uh

22:12crosswalks, water pipes, water wells,

22:14wastewater lift stations, and the

22:15maintenance of those items.

22:18>> Okay. And it it's just purely a software

22:21platform. We're not um like we're not

22:24building any technical infrastructure to

22:26actually like analyze a road quality in

22:29better time. It's just just the software

22:31component. Is that right?

22:32>> Just the tracking and maintenance of

22:34those items.

22:34>> Okay, great. Thank you. Um, yeah, I'm

22:37more than happy to to help move this

22:39forward. I do think um if if there's

22:41agreement from or interest from council

22:44in the future for items like this, I

22:45would just love to see like someone from

22:47public works or from a different

22:49department up here kind of explaining

22:51how these things are used, especially if

22:53they are used by like 220 uh city of

22:56employees. That's that's a good chunk of

22:57the city right there. So, I would I

22:59would love to see that in the future.

23:01>> Thank you. Um, and I will just note uh

23:04later on this agenda, we do have a

23:05discussion of the BTIP, which this is an

23:07item that will show up in there. Um, but

23:09perhaps in advance of the budget uh in

23:12particular since this is an item that

23:13we'll want to budget for. If there is

23:15information that can be shared with the

23:17council about um the use of of this

23:20system um so we can go forward with

23:23confidence, that would be great as well.

23:25Um, council vice president.

23:26>> Um, I know that we're short on time. Um,

23:28but we do have uh acting uh director

23:31from public works here in Chambers if we

23:33wanted to hear from them.

23:35>> I Yes. And I I do think we are a little

23:37short on time unless it it seems

23:40critical, but I would say it would be

23:41great to get the followup in advance of

23:43the budget process and in advance of

23:45this vote if we can. Um, go ahead,

23:48Council Member Parcy.

23:51>> Thank you. So, I see that this software

23:53contract is one that includes a section

23:56about AI features. So, I think as we um

24:00come across more contracts with um AI

24:03capabilities, I think it's really

24:05important for this council to put

24:06forward policies that protect um the

24:09public, the data, and um the ways that

24:13we make decisions. Especially with AI,

24:16decision- making can be um um hard to

24:19justify and it's really important for us

24:21to have um fair and clear ways to make

24:25those decisions and have some AI

24:26policies in place. This is just an

24:28example. I'm I know that this doesn't

24:30have um this is not a consumerf facing

24:32necessarily application that has um

24:36public's data, but I think this is a

24:38good reminder for us to um invest in um

24:41putting forward AI policies.

24:44Thank you, Council Member Percy.

24:47Council member Sony.

24:49>> Um it it mentions that um for first year

24:52we are going to continue paying for our

24:54on premises maintenance while

24:56transitioning. So this dual uh payment

24:59window like you know is there a have we

25:01noted down in terms of like you know how

25:03much it is going to cost us uh while we

25:05are maintaining this dual payment

25:07mechanism.

25:09>> Um there's just a short period during

25:11the transition. So, the figures I gave

25:13are the are the total costs.

25:19>> Thank you. Um, are there any concerns

25:22about putting this item on to consent on

25:25October 20th?

25:29All right. seeing no concerns and a

25:31couple thumbs. We'll um put this to

25:33consent and um and hopefully we can get

25:36that followup of some of um a little

25:38more detail in the future on the use I

25:40think or potentially we could look at a

25:42future um item where we could learn a

25:45little bit more about the uses of of the

25:47lucidity system.

25:48>> Okay. Yeah, that was just a question I

25:49wanted to follow up with this is

25:50specifically how staff are using it. Is

25:53that what council was looking for? Yeah,

25:56I think it sounded like and and council

25:59member Pria can speak to it, but it

26:01sounded like um just having some more um

26:04examples of the ways in which we're

26:05using it and some of the benefits that

26:07that we've been getting from it would be

26:09helpful. Is that is that correct,

26:10Council Pria? Go ahead.

26:13>> Yeah, just just pretty much uh examples

26:15of um ways in which city employees will

26:18use the software to the benefit of the

26:20city and the public. Pretty much.

26:22>> Okay. and council would like this in a

26:23separate session. Just aformational

26:25update.

26:26>> I think that that would be useful or um

26:28or can be written.

26:30>> Okay, perfect.

26:32>> Um and council can we can identify that.

26:34Did you have a comment, council

26:36president? Okay, great. Uh then we'll

26:38move forward. Thank you so much.

26:40>> Thank you.

26:41>> The next item on the agenda is the

26:42adoption of a resolution to accept

26:44membership in the Washington city's

26:46insurance authority through an

26:48interlocal agreement. Um and our finance

26:52director, Kelly Cochran, is presenting

26:53this item. Go ahead.

26:55>> Good afternoon. This is a follow-up item

26:57from um our July FIC uh meeting where

27:01you provided us with um approval to move

27:04forward with what is called a

27:06pre-membership

27:08um status that has given us then access

27:11to the tools, the resources, sort of the

27:14specialized guidance that WCIA has

27:17available for our cities. We have not

27:19yet move. They are they are not

27:21providing our insurance coverage. So we

27:23don't have any feedback as far as how um

27:26that service or customer service is

27:29provided. But the experience that we've

27:31had has been really positive not only

27:33within the finance department but also

27:35from other departments. Legal um has

27:38been able to access some of the

27:40resources. um we have found um resources

27:44when it comes to um policies for drones,

27:48policies for payroll, policies for a lot

27:50of the things that are top of mind right

27:53now. And so, um, not only are we seeing

27:56just a really kind of positive

27:58experience with what we're moving

28:00forward, but there was also some items

28:01that were identified in the early, um,

28:04budget request, specifically a safety

28:07person, um, for out at the MOC. We found

28:11through the initial, um, look at these

28:13resources that we can, um, use them to

28:17develop a program and that position has

28:19not moved forward in the budget yet. So

28:22um at this point we are recommending um

28:25to move forward with moving our

28:27insurance coverage from CI AW to WCIA.

28:33Um it does save us money but most

28:36importantly it it allows us to improve.

28:39We are fine the way that we are and if

28:40council is comfortable where we are and

28:43wants to stay where we are we we can we

28:45have a very good provider. They give us

28:49um a lot of support when needed, but

28:52hasn't really allowed us the opportunity

28:53to lift a lot of the programs um that we

28:56want to um easily and proactively. So,

29:00um request is to put the interlocal

29:02agreement on consent um for next week.

29:07>> Questions from the council?

29:10>> Council member Forsight.

29:12>> Thank you. Um thanks for the information

29:13in the memo. provided a lot of good

29:15examples of how much better this process

29:17is working. Are there any downsides that

29:20you can anticipate or see or we just

29:23don't have that information yet?

29:24>> Um the one downside I could see is um a

29:28lot of eagerness to do too much. It's

29:30exciting once you get out there and you

29:32start seeing sort of all of the things

29:35that you have um hoped to get some

29:37guidance on in in writing um in

29:40digestible

29:42um formats. Um, so it's just exciting.

29:44So I I I think it's just um

29:48a lot of opportunity to prioritize. Um I

29:51don't see any risk to um our financials

29:55um or our coverage um anything like

29:57that.

29:58>> Great. Thanks,

30:01>> Council President Stewart.

30:03>> Uh thank you, Director Cochran. I

30:05appreciate you bringing this back um

30:07after the brief membership period. I for

30:11me personally I believe that the council

30:13kind of gave direction for this outcome

30:15um when we set out with the

30:16premembership. So I um hearing no reason

30:20to veer from the course um I support

30:24moving along. Thank you.

30:25>> Thank you.

30:26>> Yes. And as a reminder for the listening

30:28public um we did have a robust

30:30conversation on July 14th about this

30:33topic when we were looking at the

30:34pre-membership. Any other questions? All

30:37right. Um, so I guess I will ask, um,

30:39it's being proposed to put on consent

30:41for next week. Um, is there any concern

30:43with putting this on consent? All right,

30:45I'm seeing thumbs, so we'll move this to

30:47consent. Thank you so much.

30:49>> Um, the next item on the agenda is a

30:52resolution to sell surplus real estate.

30:55Um, and I believe that director Cochran

30:58is going to be introducing this item as

31:00well.

31:00>> Correct. This is a request to approve a

31:02resolution that allows us to surplus um,

31:06some property. This is um a piece of

31:08property that was purchased earlier this

31:10year um to support the MOC project and

31:14since that time um it's been determined

31:16that this property is not needed to move

31:19that project forward. Um, so we're

31:21asking for your approval um via the

31:25resolution and the next step would be

31:28for us to bring back to council um a

31:30purchase and sale agreement that um

31:35ensures that the city is breaking even

31:38on this transaction. So we will not

31:40bring um a uh offer forward until we

31:44ensure that we've recouped um all of the

31:46dollars that we invested in this

31:48property. At this point, we don't

31:50anticipate any issues um with getting

31:54the asking price that we're looking for.

31:56We're hoping to have the transaction

31:57completed by the end of the year. Um but

32:01I will keep you posted.

32:02>> Thank you. And as a reminder, council

32:05members, if we uh if there are questions

32:07about kind of the negotiation piece of

32:09that, we might do that in executive

32:11session.

32:11>> Correct.

32:12>> Um Council Member Foresight.

32:13>> Thank you. Um, are there any

32:15implications to the 2728 budget if we

32:18don't sell this?

32:20>> And then, um, why would we not consider

32:23keeping this parcel?

32:24>> Um, it is the I think the risk of

32:27maintaining, um, that property and

32:30having no real plan for what we may

32:33utilize it for. Um, that we haven't

32:36identifi it's a it's a somewhat small

32:38parcel. It is occupied with a building.

32:41um we have not found a use for the

32:43building and so it's just the ongoing

32:45cost of maintaining and and sort of I

32:47don't think the city wants to be in um

32:50the business of property management or

32:53you know owning um a lot it's

32:55>> and it's only zoned for light industrial

32:57is that correct

32:58>> thank you

32:59>> welcome council member Patria

33:02>> uh how much did we buy this property for

33:04is it the 3.6 6 million that's that's

33:07managed. Um, and I I totally agree that,

33:10you know, the city does not want to be

33:12in the business of being a property

33:14management firm. My my one concern is

33:17that I know as far as residential homes

33:19go in Redmond. This is quite possibly

33:21the worst time to sell when you look at

33:23interest rates. Um, when you look at

33:25what's happening with many people who

33:26are on Visas driving down demand. um

33:30what does the market look like um for uh

33:33light industrial zone properties and

33:36could we theoretically be better off

33:37just waiting for for a year? I'm not

33:39sure.

33:39>> I would say in terms of kind of

33:41discussing the selling of the real

33:42estate, I think that's best done in

33:43executive session.

33:46>> Council President Stewart,

33:48>> thank you and I agree with the ruling

33:50from the chair. Um I uh Dr. Cochran

33:54support moving this along and putting

33:56this um on the consent agenda.

33:58Additionally, there has been some

34:00confusion and um related to another

34:03piece of property that's also related to

34:05the MOC and um we were informed that the

34:09video feed of that our conversation of

34:10that actually um uh was disconnected

34:15during the public discussion of that.

34:17So, I do uh support putting this on

34:19consent. I just do want to um also flag

34:21that I will pull this from consent um in

34:24order to be able to speak to the story

34:26of the pieces of property involved in

34:28the MOC um and to be able to put that on

34:31the public record um for the viewing

34:33public. Thank you.

34:34>> Thank you.

34:36>> Thank you. Any questions, Council Member

34:38Sony? Um

34:40I don't know if they will be applicable

34:42here for the executive sessions because

34:44the questions were uh

34:48it's like you know we got this thing for

34:493.6 and we are putting it for 3.6 no

34:52less than 3.6 but there must have been

34:54some um some transactions or uh like you

34:59know the holding cost or uh the agency's

35:02cost or any of those things. So, I just

35:04don't know if they if I can still ask

35:06this in this session or in that

35:07executive, but I

35:08>> I will I can answer that. Um, we will be

35:10listing it for more than we paid for it

35:13in order to cover the transactional

35:15costs that we need to cover. So, we are

35:17looking to um sell it for a little bit

35:20more than we um purchased it in order to

35:22cover REIT and things like that.

35:26>> Thank you. Um, council members, this is

35:28being proposed to put on the consent

35:30agenda for next week's meeting, October

35:3220th. Is there a concern about putting

35:33this on consent?

35:35All right, great. Seeing thumbs. Um,

35:37we'll put that on consent. Thank you so

35:39much, Director Cochran. Um, the next

35:41item on our agenda is the respect,

35:43equity, diversity, inclusion program

35:45update. This is going to be uh just a a

35:47brief update. Um, but wanted to make

35:50sure that that we had a little time to

35:52hear about the really great work that uh

35:54our um ready uh program administrator

35:57Theresa Lee has been doing. Uh Teresa,

35:59are you going to be introducing this

36:00item? Great. Go ahead.

36:02Okay, good evening council. I'll begin

36:04with an update on the shared respect

36:07strong culture ready training. As of

36:09September 28th, we've held 17 training

36:11sessions. Approximately 66% of the

36:14workforce has either participated in a

36:16session or registered to attend, meaning

36:19nearly 2third of the workforce has

36:21either participated or registered. And

36:23for a breakdown of training

36:25participation by department, please

36:27refer to uh table the department table

36:30in attachment A. Um I wanted to also

36:32note that the director's ready training

36:34which was originally scheduled for

36:36September has been rescheduled for

36:38November to accommodate facilitator

36:40availability.

36:42Uh since my last update to council,

36:43there has been no significant changes in

36:45our overall KPI results. The current

36:48report continues to highlight strengths

36:49and staff connection and workplace

36:51safety alongside opportunities to

36:53strengthen leadership accountability and

36:56follow through. Uh for more detailed

36:58breakdown, please refer to attachment C.

37:01I'm also wanted to provide some brief

37:03updates on recent and upcoming ready

37:05program activities. In celebration of

37:07welcoming week, the city partnered with

37:09several community- based organizations

37:11to host stories we share courage to

37:13connect at the together center. The

37:16event featured a performance by Maya

37:17Mems Saab, a community sing from

37:19Columbia Choirs, and a panel

37:21conversation with Mayor Bernie, and

37:23community based organization leaders.

37:25Approximately 27 committee members

37:27attended and participated in a

37:29collective activity exploring what it

37:31means to feel welcome in Redmond. As

37:33shared in attachment A, following the

37:35event, I met with partnered CBOS to

37:38reflect on lessons learned and continue

37:40the conversation about what welcoming in

37:42Redmond looks like. I'm going to

37:44continue to build these relationships

37:45and understandings to help strengthen to

37:48help strengthen a more welcoming and

37:50inclusive city. On September 17 and

37:5218th, I attended the People's Institute

37:54Northwest's 2-day undoing racism

37:57workshop with Zack Huvener, deputy

37:59director of equity and strategic

38:00services. The workshop focused on

38:02understanding the history and impacts of

38:04racism and systemic racism as well as

38:07approaches to addressing systemic

38:08inequities in advancing social and

38:10racial equity.

38:12As well as looking ahead, the city will

38:15participate in United Against Hate Week

38:17October 18th through 24th. This week of

38:20action brings communities together to

38:22stand against hate, bias, and

38:24discrimination and promote belonging for

38:26all. As part of this effort, the city is

38:29partnering with Redmond Library and the

38:31Disability Empowerment Center to host a

38:33film screening at 6 PM on Tuesday,

38:36October 20th at the Redmond Library. The

38:38film screening will feature the film The

38:40Rword, which explores the history and

38:43lasting impact of derogatory language

38:45toward people with intellectual and

38:47developmental disabilities. This event

38:49is an opportunity to raise awareness,

38:51encourage reflection, and reaffirm our

38:53shared commitment to creating a

38:55community where everyone feels respected

38:57and concluded and included. So, that

39:00concludes my ready updates and I'm happy

39:01to answer any questions that you might

39:03have. And

39:04>> thank you, Coun. Thank you so much. And

39:05and council members, um does anyone have

39:08any comments? Well, I'm going to limit

39:11it to two comments if anyone has any.

39:13Council member Sony, go ahead.

39:16So you know this is one of the areas

39:18where I always feel very passionate too.

39:20It's like you know when it comes to um

39:23celebrating and you know welcoming and

39:25in making it an inclusive environment in

39:28the off uh in in our work environment.

39:30My question is like you know

39:31specifically when I'm saying like you

39:33know administrative and planning

39:34departments they had a high

39:35participation rates in all the trainings

39:37where versus when we have our

39:39operational departments like fire they

39:41had a lower what could be the reason and

39:44then why I'm asking specifically this

39:46thing is because we also see that there

39:48is an accountability and structural

39:50implementation lag is there a connection

39:53between both of these for the numbers to

39:56go down um and then you know now that we

39:59are also talking about a major

40:01restructure with our departments like

40:04you know how is this everything going to

40:06be impacted and is this numbers going to

40:08go lower or you know do we have a plan

40:11to make it higher

40:13>> great um I can speak about um fire and

40:17police um I believe that perhaps the

40:19schedule might be the reasoning for the

40:20lower participation rates uh we've we've

40:23had conversations with um both police

40:25and fire um and we're going to be

40:27holding evening sessions that are coming

40:28later this month as well in November and

40:30I think that enrollment will increase um

40:33those numbers um and that participation.

40:35So we'll see that uh reflected uh in the

40:38future.

40:41>> Oh, Council Vice President Nova Camina.

40:45>> Thank you. Um a quick followup to that.

40:47Uh just pointing out because the slide

40:50isn't up there for that's in table the

40:53attachment one. Um, we're talking about

40:55a difference between an average of 64%

40:58and fire is only reporting 9%

41:00participation. Um, to my question, uh,

41:03on welcoming week, um, wondering if we

41:07are welcoming city certified. This way

41:09we've got some standards to be held

41:12accountable to so we're not just saying

41:14and and I I started looking to see if we

41:16are welcoming city certified and if we

41:20are in conversation about becoming

41:22accredited. Yes. Uh we are not currently

41:25um certified but that is an avenue that

41:27I am exploring currently.

41:29>> Wonderful. Um and second is that the

41:33director's training isn't until

41:34November. And typically the way that DEI

41:37is worked best is top down. So we're

41:40talking about our second line that has

41:42yet to to have this. So curious as to um

41:46how we got to November. I understand

41:48that there was a scheduling for

41:49facilitation, but even being scheduled

41:52in September seems late. So, I'm curious

41:55as to how that that decision came to be.

41:59>> I can help but answer that. Uh, Zach

42:00Kubner, deputy of equity and strategic

42:02services. So, yes, it was it ultimately

42:03came down to a scheduling um scenario

42:06with the director's team. I will say

42:08that although they have not um the

42:10director's team as a whole has not taken

42:11it together, I have given them uh plenty

42:13of updates in the director's team

42:14meetings about the progress of the ready

42:16training and whatnot. So it ultimately

42:18came down to a scheduling um decision

42:22>> and who directs that.

42:24>> It it came from it came from me and the

42:26ready facilitators about who was able to

42:29give the the training itself.

42:33>> Great. Thank you.

42:37Well, thank you, uh, council members,

42:38and thank you, um, to you both for for

42:41the update and the the work on this. Um,

42:44as this is anformational item, I'll ask

42:45if there's any other questions just to

42:47to follow up with with Teresa and Vizac.

42:49Um, and thank you so much. We'll move on

42:50to the next item on the agenda. Um,

42:52which is our budget process update,

42:54preparations for our budget

42:56deliberations,

42:57um, and community engagement summary. Um

43:01since we have a a media item following

43:02this, we just wanted to make sure we had

43:04a touch point um before we begin um our

43:08budget deliberations uh in the upcoming

43:10time. Um so uh and as a reminder uh

43:14we'll we'll go over this but um for the

43:17listening public we'll begin our uh

43:19deliberations next Thursday at 6 o'clock

43:23um and uh in a special meeting and we'll

43:27be having meetings on both Tuesdays and

43:28Thursdays throughout the budget process.

43:30So for the listening public make sure to

43:32tune in and see um what that schedule

43:34looks like. Um and I will turn it over

43:36to Director Cochran to give us the

43:38updates on this. Thank you and happy

43:40budget everyone. We do kick off um our

43:43discussion um next week and so what we

43:45wanted to do is make sure that you um

43:48are familiar with the places where the

43:50resources um that you can pull from are

43:53available. So we've provided you with a

43:56couple of attachments. The first is one

43:59that will provide you with the dates um

44:01and information that was shared for

44:03previous touches. Um, and we've also we

44:06are saving um those presentations in the

44:09council SharePoint site for um easier

44:12finding. But you'll be able to go back

44:15and um look at the department overviews,

44:17the CIP um presentations, revenue

44:20forecast, and we will put the BTIP

44:22review um slides out there once we are

44:25through with today's conversation. We're

44:28also working on um some additional

44:30resources that you should hear from us

44:32um shortly are ready for your review.

44:35One is a interactive line item database

44:38where you can go in and utilize an Excel

44:42tool to try to narrow down not try to

44:45narrow down on um some of your more

44:47specific questions. We're also providing

44:50um some detailed information on each of

44:53the FTEEs that have been um added to the

44:55budget so that you'll have one source to

44:57go and see all of them. But if there's

45:00anything else that you are interested

45:02in, just let us know and we'll get um

45:04that uh made available. Um we've also

45:09attached the ground rules that council

45:11has reviewed and approved um just as a

45:13reminder of sort of what's expected when

45:15you show up um next Thursday. The agenda

45:19um will kick off with an update um on

45:23any of the information that we had

45:25shared with you previously. So any

45:27changes or updates on revenues, the CIP

45:31um or uh BTIP um and then we will move

45:35into a discussion about the new

45:37department and then we'll start going

45:39through service enhancements getting as

45:41far as we can hoping to wrap up um by

45:45the second night. We have about five

45:47less service enhancements than we did

45:49last year as far as packages and a lot

45:52less um items, but I still want to make

45:55sure that we have enough time to walk

45:57through everything. Um the other thing

46:01that we have um made available to you

46:04since uh November 22nd is the summary of

46:08the community engagement efforts. and

46:10really just wanted to make sure if

46:12council had any questions at this time

46:14or were needing any um additional

46:17information.

46:20>> Thank you. Um and one thing that I'll

46:22note um for council members, you can see

46:24in the attachment the timing um and that

46:26Thursday um November 5th is currently

46:29listed as a hold. Uh I would I would

46:32expect I just want to make sure that

46:34everybody is planning to have that time

46:36on your calendar and be available um as

46:40uh I think we have some meaty

46:41discussions ahead and just want to make

46:43sure that we have that time. So that way

46:45hopefully we can still stay on time uh

46:47on our overall schedule. Um but I do

46:50want to make sure that that that is um

46:52noted as a hold. Um, I will also note um

46:55just in terms of um reminder on the

46:58ground rules as we go into this as

47:00council members are are reading through

47:02the budget, a lot of the things that we

47:04discussed at our council retreat as well

47:06as kind of throughout this year. Um

47:07you'll see those things noted um in the

47:10budget. A lot of those those items will

47:12be in the draft budget. If you see

47:14something isn't in there um or you have

47:15a new idea, just as a reminder, you'll

47:18see it outlined in the ground rules. But

47:20um what you'll want to do if you have

47:22something to bring up would be to bring

47:24it up on the night that we that we first

47:26talk about um the relevant area of the

47:29budget. So for example, if you had an

47:32enhancement proposal that's not in the

47:33budget related to environmental

47:36sustainability, you would want to bring

47:38it up on Thursday the 22nd dur after

47:41during the healthy and sustainable

47:42discussion. And we'll allocate time

47:44during each of these after having some

47:46presentation to be able to also have

47:49council members raise anything. Um, and

47:52as a reminder on that process, you can

47:54you uh would raise it um recommended if

47:57if you have a proposal to write

47:59something and send it to the council in

48:00advance so your colleagues can read what

48:02your proposal would be. And then also um

48:04and then we'll have a brief discussion

48:06about it and then I'll pull the council

48:08to say is this something we want to

48:10explore further within this budget

48:12process and if there are items then we

48:14would look at those probably that

48:16council member would work with finance

48:18on coming back to the council in the

48:20later parts of of the budget process and

48:22then we can deliberate further on that.

48:24So that's some of the deliberations that

48:25will happen later. Also, if you have

48:27questions about existing things in the

48:29budget or changes that you would want to

48:30propose, um you can bring those up on

48:33those nights. But the ask would be um

48:35when we first see these different um

48:38priorities come up on the 22nd and the

48:4027th would be the time to raise any

48:42additional ideas, questions, etc. Um and

48:45then we'll be kind of resolving those

48:47during the 29th and the 5th.

48:52>> Council President Stewart.

48:53>> Yeah. Thank you so much. um both the

48:55chair and the director and your teams

48:57and all the work on this. Um I I want to

49:00plus one to everything that's been said

49:02and also um I've been on the phone with

49:04many of the especially our colleagues

49:06who haven't experienced the budget

49:07before, but just want to also reiterate

49:08that um this is this is really fun

49:11because um if when you get your chance

49:13to read through the budget, you'll see

49:15all of the plans that we've built with

49:17community over the last several years

49:19are part of the funding cycle here. And

49:21so, um, absolutely, if something got

49:24left on the cutting room floor, I look

49:25forward to hearing what's on everyone's

49:27mind as we go through the individual

49:29budget priorities, um, night by night.

49:31But overall, we're starting in such a

49:33privileged place. And, um, I'm really

49:36excited to dig in. I also just wanted to

49:38flag, um, that in addition to the the

49:41rules, um, that we all already agreed to

49:43for just kind of how to navigate the

49:45budget process, um, the Open Public

49:47Meetings Act still absolutely exists.

49:49So, um there may be occasion for someone

49:52to for a council member to be

49:53workshopping an idea. Please make sure

49:55that you are not workshopping that idea

49:57in a way that would um constitute a

50:00quorum of the council having a

50:01discussion or a serial meeting regarding

50:03your ideas uh so we can keep the

50:05conversation out here in the public. And

50:07the answer to your question, Director

50:09Cochran, about in uh community comments

50:11and things like that, I'm really looking

50:13forward to our 2027 conversation about

50:15how to how to reset the table on our

50:17engagement. And I wanted to thank your

50:19team for including the individual

50:21community comments. My family had the

50:23joy of listening to me read them out

50:24loud um for nearly an hour the other

50:27night. But I really do want the public

50:29to know when we get comments like that,

50:31when we get the actual exactly how you

50:33typed it into the form and it comes to

50:35us, it matters a lot. So, thank you for

50:37including that. Thank you.

50:40>> Thank you. Um all right. Well, um,

50:44seeing no other questions, um, we will

50:46all continue to read our big budget

50:48binders and get ready for that. Um, do

50:50you have any final comments? Otherwise,

50:51we'll move on to the the next item on

50:53the agenda, which we are now a bit um,

50:57uh, behind on, as as I might have

50:58anticipated when looking at this agenda,

51:01but we will um do as much as we can on

51:04intro to the BTIP um, now and then if we

51:07need to, we can also cover some of that

51:08as well on the Thursday night. Um, I'll

51:10turn it over to you. So, the next item

51:12on our agenda is um is the business

51:16technology improvement program. Um and

51:19we'll bring up uh the other folks who

51:21are going to u be presenting and turn it

51:23over to director Cochran to intro this.

51:25>> Thank you very much. Um I'm going to

51:27actually be turning this item over to um

51:29Hara. She works very closely um with our

51:32TIS staff to develop um this program and

51:35it's been really fun to watch them um do

51:38more and more um each bienium. The one

51:42thing I just want to mention as we kick

51:44things off is that um as you may recall

51:48we added um BTIP as a strategy within

51:51the long range financial strategy. And

51:54so um we are working with director

51:57Marshand and his staff to really um

52:00develop a long range strategy for our

52:02technology to ensure that we are sort of

52:05prepared for um the financial impacts of

52:08what we may be looking at as a city. And

52:10so, um, one of the things that we did,

52:13um, to kind of kickstart that effort is

52:16to put all of our technology

52:19infrastructure investments under one

52:21umbrella, similar to what you see with

52:24the CIP. So, there is no longer any

52:27technology um, types of expenses or

52:29activities occurring in departmental

52:32budgets. it's all been centralized um

52:34under the TIS umbrella so that we can

52:37see all of those investments whether

52:38they're ongoing one-time um or sort of

52:42hardware um or system needs. So I will

52:45hand it over to Hara um and then we will

52:49get to TIS.

52:52>> Good evening. I think Kelly has stated

52:54everything that I wanted to kick off

52:56this uh meeting. Uh one important change

52:59as Kelly said that we have centralized

53:01in 2526 we actually have centralized our

53:04software um uh into TIS. Before it used

53:10to be all departments that that was our

53:12first phase or first uh step where we

53:15have uh centralized the purchase and the

53:17management of our software citywide uh

53:20into TIS. And now we wanted to kind of

53:23show the full technology

53:25um uh investments in one portfolio. So

53:28that's what we're going to see. So in

53:30this presentation you'll see not only

53:31the BT which are more one-time in nature

53:34but also um um what follows that is an

53:39ongoing investment or ongoing uh cost

53:42which is related to subscriptions uh

53:44licensing and just the maintenance of

53:46the software. So um I will hand it over

53:50to Mike I'm sorry CIO uh Maran and

53:54Carmen Hall um to go through the rest of

53:57the presentation.

53:59>> Great. Thank you. Um Mike Marshan, chief

54:01information officer. Again, um before we

54:03get started, I just wanted to make an

54:04offer to council given the amount of

54:06time that's left and we have about 23

54:08slides. Um if council's already reviewed

54:10the slides, we could go straight perhaps

54:12to questions or we could just drive

54:14right through the slides and see how far

54:16we get.

54:16>> Let's let's go through um and uh if you

54:20can just uh keep it

54:22>> and talk fast

54:22>> high level, that'd be great.

54:23>> All right. Great. Well, thank you. Um so

54:26here's a brief agenda. So essentially

54:27we're going to talk a little bit about

54:28uh what the BTIP is. We'll go through um

54:30some of the completed projects, the

54:32projects that are continuing, new

54:34projects and future projects that are

54:35scheduled for future bieniums. Um and

54:37then we'll go into as Kelly had

54:39mentioned or director Cochran had

54:40mentioned the extended portfolio, talk

54:42about some of those existing the

54:43existing technology investments we're

54:45making uh some of the new investments,

54:47future projects. Uh then we'll hand it

54:49back to Hara to talk about funding and

54:52uh attached to the presentation is

54:53supplemental materials with extra

54:55details.

55:01So the BTIP is essentially the the IT

55:04version of the CIP. It's a tool that

55:06lets us plan um plan our larger projects

55:10in a in a methodical method. Um it lets

55:12us align with the city's priorities and

55:14the business objectives of the different

55:16departments across the city. Um and it

55:18really serves as sort of the common

55:19source of truth for for planning

55:21technology initiatives. The end result

55:23is we're making we're making smarter

55:24investments um and making sure that TIS

55:27time is is is allocated in the most

55:29effective manner possible.

55:33And I will turn this over to Carmen

55:35Hall, our PMO manager to talk about some

55:37of the work that we've done.

55:40>> Thank you.

55:43Thanks everyone for your time. I could

55:44spend the next 15 minutes talking about

55:46completed projects, but I won't. Um,

55:48what I do want to call out is is just a

55:51bit of where we landed in the last BIP

55:54in the 2025 and 2026 projects. Um, we

55:58completed some very impactful projects

56:00for the city. For example, the credit

56:02card fees project um let us cut some of

56:05the spend we'd had and recoup some cost

56:07by passing along um passing along

56:11processing fees to people using credit

56:13cards while still offering them walk-in

56:15opportunities and ways to get around

56:17those fees. um our community health

56:19program um put out a public-f facing

56:23dashboard that showed the work that that

56:26the city is doing to support um the

56:29constituents out in the neighborhoods

56:31and um and how we're supporting those

56:34communities and and that's a you know

56:36it's great to be able to support getting

56:38those kinds of messaging out. Um, we

56:42also made an investment in this last

56:44bianium to do upgrades in fire stations

56:4711 and 12 for station tones and improve

56:49some of the first responder experience

56:52by making sure they're not woken up in

56:53the middle of the night if they don't

56:54need to be or in the middle of the day

56:56when they don't need to be. So, we're

56:58excited to be able to contribute to

56:59these kinds of processes and these kind

57:01of programs that are out in the

57:03community. Um, we we are carrying some

57:07things from this bianium forward. So, um

57:10I'm happy to come back and talk more

57:11about completed projects in a future

57:13session. That probably isn't um where

57:16you want to spend our time. So, if there

57:18isn't any questions around this, we'll

57:20move to projects that we're bringing

57:22forward into the 27.

57:25When you do this kind of planning, you

57:26get a little bit weird with your dates,

57:28the 2728 planning period.

57:32So, yeah, if we can go to the next I

57:33want to do that slideshow thing from our

57:36boop when we were all kids. Um so we're

57:39pulling forward six projects from the

57:42bianium last bianium and um and a couple

57:46of these are pretty big hitters which is

57:48something that we kept in mind as we

57:50planned what we could take on um in the

57:53next two years. Um our Dynamics 365

57:56phase 2 project continues. We've made

58:00some small um it's kind of a

58:02long-standing program. We're about ready

58:04to launch um a couple of significant

58:06things helping with budgeting um and

58:09helping with some automation of payments

58:11before the end of the year. Um our next

58:14big tackle will be the fixed assets

58:16module. This is still a cleanup of work

58:18that was originally scoped when the

58:20system was launched a couple of years

58:22ago. Um anything new comes in as a new

58:25roadmap item and is suggested that way.

58:27So, this is a a finite program of finite

58:30scope that we're we're focused on

58:32completing.

58:33Um, workforce management phase 2, our

58:36UKG program that's extending into next

58:39year. Um, you guys will hear a little

58:42more about that in probably next month

58:44as we come with a little more update.

58:46Um, but um, yeah, that has extended into

58:50next year.

58:52Um a couple other notables from this. Um

58:55this data integration and

58:57centralization. I know that data is a um

59:00and the management of that is a very uh

59:02sensitive um and important thing for the

59:04city. This is a joint project between

59:06TIS and public works to understand some

59:09of the orphaned data that's sitting

59:11around things in spreadsheets and access

59:13databases that don't have a way to get

59:15into the data governance process and

59:18don't have a way to make it into our

59:19PowerBI platforms and be used for

59:21analytics. So, we're continuing to

59:23explore the best way to manage that. Is

59:25it a program for a better data

59:27management um tool down the road or um

59:32is it something that we can incorporate

59:34into existing tools? So we'll continue

59:36that work with public works and then

59:39model what we ch what we are able to

59:40solve there into other departments

59:42across the city.

59:45our CIP management software um

59:47deployment we did deploy uh it's on both

59:50the completed projects and continuing

59:52projects lists that was launched in

59:55support of project management in our CIP

59:58um public workspaces.

1:00:01Um so the system the platform is up

1:00:04being used it's been up for about a year

1:00:06and is in use with um with those teams.

1:00:09We have a couple of integrations to do

1:00:11with our financial systems. So, we're

1:00:13carrying a bit of that forward.

1:00:16Um, our police drone program, um, the

1:00:19teams continue to work with the vendor

1:00:21to find the way to make this, um, the

1:00:25delivery of the product that they need.

1:00:27So, um, the the work that TIS and police

1:00:31are doing together to make sure that

1:00:33this is a good program, again, carrying

1:00:35that. And then our Energ development

1:00:38platform modernization is again a tale

1:00:40of two successes. We did the six the

1:00:43move into a SAS platform moving it to

1:00:46the cloud. Um our next piece here is to

1:00:50go through and do the second half um

1:00:53which is the sorry my coffee ran out and

1:00:56my mind just went blank which is process

1:00:58improvements and standardization across

1:01:00the city. So uh that's been slightly

1:01:03delayed by the um creation of the new

1:01:06department. We want to make sure

1:01:07everyone's in place before coming back

1:01:09and revisiting that. But that's that

1:01:10target.

1:01:12>> Thank you. It looks like there's a quick

1:01:14question here. Um, council member Parcy,

1:01:16>> thank you. For the police drone program,

1:01:19I um reading through the budget

1:01:21document, it was called out that u

1:01:23police drone program that we have

1:01:24existing is considered as a foreign

1:01:27surveillance uh tool and that it was

1:01:30called out as a risk that we should move

1:01:32towards domestic um usage. So I wanted

1:01:35to see in the meantime um how are we

1:01:38planning to manage that risk? Um feel

1:01:40free to share that information now or

1:01:42later. Um

1:01:44>> yeah um I think the best looking to see

1:01:48if Chief is still on on camera. Um if we

1:01:51can come back if I can provide that

1:01:52after that might be that might be the

1:01:54best use of our time.

1:01:56>> Yeah we can we can definitely note a

1:01:59discussion about the the drone program I

1:02:01think for um future question. Although I

1:02:03do see the chief uh came off mute in

1:02:05case uh the chief wants to give us a

1:02:06quick answer on that.

1:02:08>> Uh yeah, quick [clears throat] answer.

1:02:10Uh both of the drone platforms that we

1:02:12use are uh NDAA compliant. They are uh

1:02:14Americanmade. Uh so u I'm not sure uh

1:02:18that uh I'll say how that information

1:02:21got in there, but that is uh not

1:02:22correct. They are Americanmade. We do

1:02:24not have a foreign platform that we

1:02:26operate.

1:02:28>> Great. Thank you. if you could follow up

1:02:30with information on that to the council

1:02:32um just to confirm that and and to

1:02:34address if there is I have not read that

1:02:37particular page of the budget. So if

1:02:39that is in there um that we get that

1:02:41correct it would be helpful. Um council

1:02:43member Pria

1:02:44>> uh thank you. I also just wanted to say

1:02:46I had my agenda setting for PSHs next

1:02:48week and we have a 20-minut section um

1:02:50anformational section from Chief Low on

1:02:53uh the office of air and space

1:02:54management. Um so maybe this discussion

1:02:56can be moved to then.

1:02:57>> That would be great. Thank you so much.

1:02:59Um, one question, uh, on the drone

1:03:01program. Can you just clarify because it

1:03:03shows zero dollars, um, estimated spend

1:03:06through 2026, but obviously we've been

1:03:08investing in it. Is that, um, just on

1:03:10what was an anticipated investment?

1:03:12>> Um, yeah, that was specifically out of

1:03:14this budget. There's been other budget

1:03:16spends, but we haven't tapped into the

1:03:19BTIP allocated budget yet.

1:03:21>> All right. Well, why don't you continue?

1:03:23Um, and actually Oh. Oh, go ahead,

1:03:26Council Member Pary.

1:03:28>> Thank you. I do want to make sure that

1:03:30for the record on the budget document on

1:03:32page 402, it is called out that um we

1:03:35currently have uh foreignade equipment.

1:03:41>> Foreign made equipment. Great. Thank

1:03:42you. Um so, yeah, Chief Lo, if you could

1:03:46address that if we don't have foreign

1:03:48made equipment, um and make sure that

1:03:49that gets corrected. Um be helpful.

1:03:54We'll do

1:03:56>> um we are actually at time for committee

1:03:59and I know uh we there's a lot more

1:04:01presentation here. Council would we like

1:04:03to go 10 more minutes to get a little

1:04:04bit more ahead. I know we do have a

1:04:06meeting at um 6:15. Um so I do want to

1:04:09be aware of of the time and we can spend

1:04:11some more time on this um during our

1:04:14budget deliberations on Thursday. Um

1:04:16would everyone be good if we go 10 more

1:04:18minutes and then after that we'll use

1:04:20the rest of the time. We'll we'll begin

1:04:22the rest of the conversation um at our

1:04:24meeting on Thursday. Next Thursday.

1:04:27>> Great. Okay. Um why don't you proceed?

1:04:29>> All right. Thank you. So if we go to the

1:04:31next slide, um there were some projects

1:04:34that were um approved during our last

1:04:37budget cycle. Um so those have been

1:04:40added to the portfolio.

1:04:42Um in the interest of time, I'll call

1:04:44out a couple here that are I think most

1:04:46impactful. Um the cashiering system

1:04:48update. uh we need to choose a new

1:04:50cashiering system for the city and to

1:04:52get everyone on the same cashiering

1:04:54system. Um not only is that an

1:04:56improvement for uh our our constituency,

1:05:00but it also um is an improvement

1:05:03technologically. There's um just some

1:05:06upgrades that need to happen there. So,

1:05:08we're excited to get that one kicked

1:05:09off. Um, another fairly um or another

1:05:13big big project for us coming up is the

1:05:15enterprise content management system

1:05:17implementation. Um, we did complete um

1:05:21our analysis of sort of situation this

1:05:23year. We're currently going through an

1:05:25RFP to choose the vendor. This is going

1:05:28to put us all into a much better

1:05:32organized um document management system.

1:05:35It's going to make public records

1:05:37requests and retention policies much

1:05:39easier. Um, and it's a a fairly it's

1:05:42going to be a big impact across the

1:05:44city, not only to implement the system,

1:05:45but also to get us all in compliance

1:05:47with it and move documents. So, we're

1:05:50excited about that and looking forward

1:05:51to the RFPs that are coming back.

1:05:56Um, and then we've added for given that

1:05:59we have large projects that we're

1:06:00continuing and um and were pre-approved,

1:06:04we've added four new projects to our

1:06:05portfolio this year.

1:06:07um a fire timekeeping scheduling

1:06:09evaluation, some bidding

1:06:12security updates, um replacing our

1:06:16utility billing payment system, not

1:06:18Spring Brook, the utility billing

1:06:20system, but the some underlying pieces

1:06:22there, and then some council chambers

1:06:24broadcast software. And each of these

1:06:26has a slide, so I will move forward to

1:06:28the first for some highlights about

1:06:30each.

1:06:32For fire timekeeping and scheduling

1:06:34evaluation, we currently use teles staff

1:06:37and um this has been a large pain point

1:06:40for fire in terms of the processes

1:06:43involved in the efficiency of the

1:06:45system. Up until now there's been some

1:06:48targeted technical review of the system

1:06:50to see how it works. We want to be a

1:06:52little more comprehensive and really

1:06:54understand what the challenges are. So

1:06:56we want to partner with uh technology

1:06:59and process experts to really look at

1:07:02our system and identify whether we are a

1:07:04process problem or a technology problem

1:07:06and come up with a solution. Um

1:07:09I'm going to guess it's a little bit of

1:07:11both. It rarely is one or the other. So

1:07:14um this um invests money in to make us

1:07:17more efficient in both processes and

1:07:20technology.

1:07:23The city building security updates. This

1:07:25is replacing our existing security

1:07:27system. So, the card readers, um we

1:07:30won't do cameras. We've already done

1:07:31those, but things like card readers and

1:07:33door locks across all city buildings. We

1:07:36um currently are at a system that is um

1:07:40not at end of life, but is hard to

1:07:42maintain is um has a heavy lift every

1:07:46time we do upgrades. So the purpose and

1:07:49the plan is to move to a cloud-based

1:07:52system um where we can offload some of

1:07:55that work um and it makes it easier to

1:07:57control as well as putting everything in

1:07:59one place. Um we are the approach here

1:08:03is that we're going to do a proof of

1:08:04concept in the RCCMV. Um it's a great uh

1:08:09location because it not only has all of

1:08:11the use cases that we're going to see

1:08:12across the city, but it needs to be

1:08:14brought into city security anyway. So

1:08:17using that as the test case and then

1:08:19from there looking at a full city plan.

1:08:24The next the utility billing payment

1:08:26system replacement. Um the payment

1:08:29vendor that we use uh with Springbrook

1:08:32is no longer being updated. It's no

1:08:34longer preferred. Um so we're going to

1:08:36swap it out. Um something that's a

1:08:38little more industry standard. They've

1:08:40given us um a few partners that they

1:08:43work with. Of course, we'll go through

1:08:44and vet them and find the right one, but

1:08:46this just gets us into um a more

1:08:49supported payment platform for here. Um

1:08:53we'll do this project um uh in

1:08:58conjunction um with the city cashiering

1:09:00to make sure that we're not working at

1:09:02cross purposes. Um so they they do wrap

1:09:04in together, but we've specifically

1:09:06called out that this one needs a solve.

1:09:10And then last but certainly not least is

1:09:12the council chamber broadcast software.

1:09:15Um uh this will bring in

1:09:19uh an external platform that will help

1:09:22us remote control broadcast and control

1:09:24of meetings like this. Um it helps us

1:09:26focus our staff time into the places

1:09:28that they're needed. Um and outsources

1:09:31and automates some things that that

1:09:33don't need to be done by someone here in

1:09:34in house. Um currently we're in vendor

1:09:38selection. And I think you're supposed

1:09:39to hear about that in the next few

1:09:40weeks.

1:09:47We've also looked ahead. So in the um so

1:09:50those are the 2728 projects that we've

1:09:53added to the portfolio. Um as we look

1:09:55forward into 29 through 32, we have

1:10:00pieces in here that help with our

1:10:02financials. Alo the gravity budget

1:10:04projects. I'm sorry again the uh

1:10:07encumbrance reporting both help us be

1:10:09more efficient in reporting and in

1:10:10budget processes. Um continuing our

1:10:13investments into masterworks that's the

1:10:15CIP project management software. So

1:10:17getting that integrated with our asset

1:10:19management systems. Um uh the policy

1:10:23manager tool will help us um help us

1:10:27control and track as city policies

1:10:30change for staff having a place like we

1:10:33do with our learning management systems

1:10:34to make sure that everyone's looked at

1:10:36those, understand them, and has signed

1:10:37off. Um looking at expanding or giving

1:10:41some outdoor Wi-Fi space and then our

1:10:43customer service system needs replacing.

1:10:46And so there's a road map to replace and

1:10:48modify that over the next um few years.

1:10:51You'll see in the gant you probably saw

1:10:52in the Gant chart later.

1:10:56Additionally in that future roadmap

1:10:58airspace management just we just

1:11:00mentioned that's a um upcoming project

1:11:03to talk about um support for public

1:11:05works and their advanced metering

1:11:07implementation. They have a plan to go

1:11:09out and do um advanced metering for

1:11:11things like uh water meters. So, we are

1:11:14positioning ourselves to support that

1:11:16program. Um, continuing the data

1:11:19collection and centralization program.

1:11:21We we touched on that about finding

1:11:23places for orphan data to be used. Um,

1:11:26we're taking a look at our fiber

1:11:28management processes right now. Um, so

1:11:30it's the maintenance and um tracking and

1:11:34management of all of the city fiber. Um,

1:11:38putting that all in one place that's

1:11:39easy for us to understand and make plans

1:11:41for.

1:11:43uh fiber expansion um that helps us uh

1:11:48own some of those pieces instead of

1:11:50paying other people to own them. It

1:11:52helps with with resiliency and

1:11:53redundancy. And then we are tracking

1:11:56that at some point we have to upgrade

1:11:57from the current Windows environment

1:11:59that we're on. We did that a few years

1:12:00ago. This is tracking the Windows 11.

1:12:09And I see there are some hands. I think

1:12:11we'll we'll uh hold the questions if you

1:12:13can write them down um and we can we can

1:12:15bring them um uh for the next discussion

1:12:18or everyone we can do a rapid fire

1:12:20goaround if you want to add them at the

1:12:21end. Let's let's do uh just a few more

1:12:24slides so we get through um your

1:12:26upcoming say four slides and then before

1:12:28the gant chart and then we'll we'll

1:12:30close there.

1:12:31>> You bet. Um this these next ones as as

1:12:35um was mentioned earlier, these next

1:12:37couple slides are the new technology

1:12:39investments which are improvements that

1:12:42aren't one-time. These are our new

1:12:43technology investments added to the

1:12:45portfolio this year. Um there's

1:12:47summaries of each of these in the the

1:12:50supplemental part of this, so I'm not

1:12:52going to go into them. Um I am going to

1:12:54say they fall into some major

1:12:56categories. So this fall into staff

1:12:58efficiency. So improvements in processes

1:13:01that will make us more efficient. They

1:13:03found they fall into um improvements in

1:13:07technology and keeping things um keeping

1:13:10things equal. So it's things like the

1:13:12team's updates and the the um technology

1:13:15upgrades in the RCCMV and they fall into

1:13:19community support. Things like the

1:13:20surface water rescue drone um are things

1:13:23directly impacting the community.

1:13:27The second page are the TIS focused

1:13:30ones. These fall into really two two

1:13:33categories. Security. So making sure

1:13:36that we have a secure technology

1:13:39environment here. And then efficiencies.

1:13:42Um so things like the data governance

1:13:43tool giving us a place to all be on the

1:13:45same page and um and making us more

1:13:47efficient in general.

1:13:53And then I think again all of these have

1:13:55summaries after so um there any

1:13:57questions but then here's our Gant chart

1:13:59view that just takes a look at what we

1:14:01have in focus for the next couple of

1:14:03years um and what's coming up on the

1:14:06road map after that. Um

1:14:10yeah, this is just it's all on the

1:14:12calendar this way. So you can kind of

1:14:13see um how we're trying to build out

1:14:15that future roadmap um and leaving space

1:14:17for uh for evolution as we look forward

1:14:20to out to 2032

1:14:23if I have done the math correctly.

1:14:25>> Great. Thank you. And I I know we um did

1:14:27a pretty quick flyby on some of the new

1:14:30technology investments. So um as there

1:14:32are questions and we want to hear more

1:14:34detail specifically on any of those

1:14:36ones, let's plan to have that at our

1:14:38next touch on this um in the budget

1:14:40deliberations. Um, I will go around and

1:14:43ask council members, do you have any

1:14:44questions that have come up for you now

1:14:45that you want to share with the staff

1:14:47that we they can bring back answers on

1:14:49um in our next session? Council member

1:14:51Foresight.

1:14:52>> Thank you. Uh, real quick, just I like

1:14:54that you said this is in relation to the

1:14:56CIP. Um, I was getting that vibe when I

1:14:59was reviewing this and I was hoping that

1:15:01we could see this information more laid

1:15:02out like we see the CIP where we know if

1:15:04it's on budget, on time, all of that

1:15:07because this has been years in the

1:15:09making and it would be nice to be able

1:15:11to see that progress um more easily like

1:15:13we do with the CIP reports. And then the

1:15:16only other two things um we just

1:15:19switched to that spring box system so I

1:15:21was interested in knowing if we knew

1:15:23this was something that we were going to

1:15:25have to do. This can come back later. We

1:15:27don't have to talk about it right now.

1:15:28Um, and then when we talk about the

1:15:30conversion on the council chambers, I

1:15:32want to be very careful in how we frame

1:15:34that conversation because we are talking

1:15:36about someone's job and I don't want to

1:15:38frame it as we're

1:15:40not going to have that person here

1:15:41anymore. I know they're going to be

1:15:43moving into other areas. So, I just want

1:15:44to be careful on that.

1:15:46>> Council member Patria.

1:15:50>> Thank you. I I second the comment um by

1:15:53council member for on organization. Um

1:15:55and one particular item that I wanted to

1:15:57see in this organizational matrix was

1:16:00maybe a sentence or two for each project

1:16:02on what we intend to do in-house and

1:16:04what is being contracted out um just so

1:16:07that I personally can can better

1:16:09understand the projects. I'd really

1:16:10appreciate that. Thank you.

1:16:11>> Council member Percy, did you have your

1:16:13hand up? Oh. Um Council President

1:16:15Stewart.

1:16:16>> Uh thank you. Lots of lots of good

1:16:18stuff. I'm so excited about the

1:16:20cashiering system update. Um when we

1:16:23come back to this, I I do want to um

1:16:26spend a little time on the office of

1:16:27airspace management. Again, uh council

1:16:30leadership had been told that there

1:16:32would be no mention of that in the

1:16:34current budget. And so just again, here

1:16:36it is. Council slated to have a touch

1:16:38point in committee and then a study

1:16:40session later. So want to make sure

1:16:41we're um uh just caught up on on that

1:16:45conversation. Additionally, I would love

1:16:48to have a a moment to discuss the

1:16:51continuing implementation of Dynamics

1:16:53365 and how many more phases of

1:16:56implementation we are looking at because

1:16:57this is a long-term project. Um,

1:17:01and I also share uh the questions

1:17:04regarding the council chambers um

1:17:07broadcast software and where that's

1:17:08headed and looking forward to learning

1:17:10more. Thank you,

1:17:13>> Council Member Sony.

1:17:16Um I don't know if how if it is going to

1:17:18be possible here but I would love to see

1:17:20how we are quantifying our return on

1:17:23investments with all these projects if

1:17:26there is a way for us to start listing

1:17:28down like you know what's the savings

1:17:29and in terms of our productivity.

1:17:36I wanted to echo uh the uh comment from

1:17:39council president on airspace management

1:17:41and I think uh there's another element

1:17:43that I had been thinking about and that

1:17:45this item was presented before to the

1:17:47council. So preparation had already

1:17:49taken place. There has already been

1:17:52money [clears throat] spent and time

1:17:53spent from both council and staff. Um

1:17:55but it is not listed as funded on the

1:17:57budget in any way and I do anticipate

1:17:59that some planning may occur between now

1:18:02and 2029 that's listed. So, I do want to

1:18:05I am very curious how that kind of time

1:18:07is being spent and how we're funding

1:18:09that right now.

1:18:12>> Thank you. Um and as councilor Pakria

1:18:15mentioned, we'll have the touch uh in

1:18:16his committee in addition to being able

1:18:18to then uh follow up um in the budget

1:18:21deliberation. So, thank you. Thank you

1:18:23all for the the questions. And um I will

1:18:25note one question, one quick question

1:18:27that I have um for the new utility

1:18:29payment system. Is that going to

1:18:32anticipated to make autopay easier? Um I

1:18:35know we've heard a lot of feedback from

1:18:37residents on the challenge especially

1:18:38since we switched um uh from the the

1:18:42credit card system um for those who

1:18:44wanted to be able to do autopay um

1:18:46direct deposit. Um so would be great to

1:18:49to know that as well. Um and uh if I

1:18:53will say council members, we will come

1:18:55back and if there are other if there are

1:18:57items in particular that you would like

1:18:59um when we come back to this to have a

1:19:01deeper dive on or to be able to have um

1:19:05uh the staff spend time that shows up in

1:19:06in the supplemental slides. um please

1:19:09just reach out and let them know. So

1:19:11that way we can prepare for the

1:19:13follow-up presentation on this as well

1:19:15as if other questions come up, just send

1:19:16those in and hopefully we can get some

1:19:18of those answers in advance in a matrix

1:19:20um and follow up on those uh as we begin

1:19:23our budget deliberations.

1:19:26And with that, that brings us to the end

1:19:27of our agenda. Um, as a reminder, there

1:19:30are two readonly items, a grants

1:19:32management update for Q1 and Q2, as well

1:19:35as a 2024 impact fee collection and

1:19:38distribution report. Um, uh, and so, uh,

1:19:42council members, if you have questions,

1:19:44uh, reach out to the, uh, relevant

1:19:46departments, um, as are listed in the

1:19:48agenda memo on those. Um, and, uh, with

1:19:51that, um, if there's no objection, I

1:19:54will bring this meeting to a close. This

1:19:56meeting is adjourned.