City Council

MURFREESBORO CITY COUNCIL AGENDA February 25, 2016 7:00 p.m. City Council Chambers PRAYER MR. RICK LALANCE PLEDGE OF ALLEGIANCE CEREMONIAL ITEMS Consent Agenda 1. A. Consider recommendations of City Manager: Emergency Salt Purchase. B. Consider recommendations of Community Development Director-Housing Rehab: a. 510 South Highland Avenue - Change Order No. 3. b. 2106 Cypress Drive - Change Order No. 1. c. 415 East Castle Street - Change Order No. 3. C. Consider recommendations of the Water & Sewer Board: a. Renewal of Dell Server Storage Area Network (SAN) Support Services. b. SRWTP Hydrogen Peroxide Addition: Change Order No. 2. c. CUD Boundary Revision Addition to Amendment No. 5. d. Replace Clarifier Collector Ring by JBS Personnel, Task Order No. 16-01 Water/ Wastewater Systems Mechanical/Electrical Services Contract. e. Replacement of Four (4) Large Meters. D. City Recorder/Finance Director: Acknowledgement of receipt of City Manager’s approved Budget Amendment for Fiscal Year 2016. Minutes 2. A. February 4, 2016 - Special Meeting. B. February 4, 2016 - Regular Meeting. C. February 11, 2016 - Special Meeting. D. February 11, 2016 - Regular Meeting. Second Readings 3. Consider for passage on second reading ORDINANCE 16-0Z-01 to rezone an area located along Gresham Lane to Residential Multi-Family Sixteen (RM-16) District [2015-429]. 4. Consider for passage on second reading ORDINANCE 16-OZ-02 to rezone an area located along Dill Lane to Residential Multi-Family Twelve (RM-12) District [2015-432]. 5. Consider for passage on second reading ORDINANCE 16-OZ-03 to rezone an area located along Franklin Road to Commercial Fringe (CF) District [2015-433]. New Business 6. Presentation from Mr. Jimmy Jobe, Jobe Hastings & Associates, with regards to the Comprehensive Annual Financial Report for Fiscal Year Ended June 30, 2015. 7. Consider recommendations of the Fire & Rescue Chief: Approve Agreement with Johnson + Bailey Architects for new Fire Station No. 4 on Medical Center Parkway. 8. Consider recommendations of City Manager: Revisions to Employee Handbook Section 1041, Employee Timekeeping. Beer Permits Board & Commission Appointments Payment of Statements Other Business from Staff or City Council Adjourn  . . . creating a better quality of life. Consent Agenda February 11, 2016 Honorable Mayor and Members of City Council: RE: Emergency Purchases As an item for the consent agenda of February 25, 2016, I am requesting your approval of an emergency purchase. Background Under Section 2-10 of the City Code, the City Manager is authorized to make emergency purchases and to report the purchase to the City Council within 2 working days. I emailed the Council within the 2 day requirement of these purchases and am now forwarding to you for approval. Emergency Salt Purchase This is a second purchase for salt following this week’s winter weather. The City received the 1000 tons at a cost of approximately $74,000 on January 29th, which filled the barn and replenished what we used on the big storm on the 22nd of January. During this week’s winter weather, the Street Department used about 500 tons of that salt. Crews worked around the clock from Monday the 8th through Wednesday the 10th responding to each wave of snow showers. Please be aware that the City has a State Maintenance contract with TDOT for salting State routes within the City limits and on average we are reimbursed about 40% to 50% of the cost back. The contract is set up for time and materials for what we do on state routes. Mr. Hillis reports that there is about 700 tons on hand but more snow is predicted for Sunday/Monday of next week. In order to ensure public safety, on February 11, I authorized the purchase of 500 tons @ $76.11 per ton for an estimated cost of $38,055. Recommendation Council approval of the emergency purchase is requested. Robert J. Lyons City Manager C: Glen Godwin Raymond Hillis Administration Department 111 West Vine Street * PO Box 1139 * Murfreesboro, Tennessee 37133-1139 Phone 615 849 2629 * Fax 615 849 2679 TDD 615 849 2689 www.murfreesborotn.gov  . . . creating a better quality of life. Melissa Wright Erin Tucker Administration Department 111 West Vine Street * PO Box 1139 * Murfreesboro, Tennessee 37133-1139 Phone 615 849 2629 * Fax 615 849 2679 TDD 615 849 2689 www.murfreesborotn.gov  . . . creating a better quality of life CONSENT AGENDA February 19, 2016 Honorable Mayor and Members of the City Council: As items for the Consent Agenda, it is recommended that the City Council approve the following from the Community Development Department: 1. Housing Rehabilitation – 510 South Highland Avenue – Change Order #3 2. Housing Rehabilitation – 2106 Cypress Drive – Change Order #1 3. Housing Rehabilitation – 415 East Castle Street – Change Order #3 1. Housing Rehabilitation – 510 South Highland Avenue – Change Order #3 Background The homeowner at the subject address has applied for and is eligible for assistance through the City’s Housing Rehabilitation Program. The most feasible approach to this project is to demolish the existing unit and reconstruct. On September 17, 2015, Council approved funding a construction contract between the homeowner and the contractor, James I. Brown, for $89,000. On November 5, 2015, City Council approved Change Order #1 for $900. On January 7, 2016, City Council approved Change Order #2 for $2,675. The Scope of Work called for underground electric service. Murfreesboro Electric Department has asked the contractor to connect the electrical service using overhead service. Additionally the Community Development Department has approved a change in the Scope of Work for some of the windows being installed to be single-hung instead of double-hung. Fiscal Impact As a result of the changes to the Scope of Work noted above, the Contractor has requested Change Order #3 to reduce the contract by $531. If approved Change Order #3 would decrease the contract to $93,794. The Community Development Budget as amended allocates $298,332 for housing rehab projects. Accepting Change Order #3 would leave a balance of approximately $184,500 available. Concurrences The city’s inspector has reviewed and approved the proposed change order. Recommendation Staff recommends approving Change Order #3 and decreasing the project contract to $93,794. Community Development 211 Bridge Avenue * P. O. Box 1139 * Murfreesboro, Tennessee 37133-1139 * Phone 615 890 4660 * Fax 615 217 2260 TDD 615 849 2689 www.murfreesborotn.gov 2. Housing Rehabilitation – 2106 Cypress Drive – Change Order #1 Background The homeowner at the subject address has applied for and is eligible for assistance through the City’s Housing Rehabilitation Program. Three bids were received and opened on January 11, 2016. On January 14, 2016, City Council approved funding a rehabilitation contract between the homeowner and the contractor, J.B. Cripps & Son, for $23,862. The Scope of Work required re-roofing the entire house. After the old shingles were stripped to the decking, significant damage was discovered not just to the existing decking, but a number of rafters, as well. In the process of inspecting the damaged areas, the City’s inspector determined that the thickness of the existing decking did not meet code and recommended replacing the entire roof deck, work that was not included in the original Scope of Work. Additionally, it was determined in view of energy-saving elements in the Scope of Work that both existing storm doors should be replaced. Fiscal Impact As a result of the changes to the Scope of Work noted above, the Contractor has requested Change Order #1 to increase the contract by $3,391.08. If approved Change Order #1 would increase the contract to $27,253.08. The Community Development Budget as amended allocates $298,332 for housing rehab projects. Accepting Change Order #1 would leave a balance of approximately $181,100 available. Concurrences The City’s inspector has reviewed and approved the proposed change order. Recommendation Staff recommends approving Change Order #1 and increasing the project contract to $27,253. 3. Housing Rehabilitation – 415 East Castle Street – Change Order #3 Background On October 14, 2014, the City Council approved a housing rehabilitation contract between the homeowner and Charles Eversole Construction for $26,825. Subsequently two change orders were approved increasing the contract amount to $31,625. The Certification of Completion and Final Payment was signed on January 16, 2015, triggering the one-year warranty for the project. As the completion anniversary neared, the homeowner brought several issues to the attention of the Community Development Department and the Contractor. On December 14, 2015, the Contractor, the City’s inspector and staff met with the homeowner to discuss these issues. All but one were adjudged to be the responsibility of the contractor and he agreed to perform the necessary work needed to satisfy the homeowner. This has since been done. One issue was not the fault of the contractor, but rather a problem caused by the project design. The Scope of Work as revised in Change Order #2 called for replacing paneling in Bedroom #3. The contractor performed the task as specified. What staff did not realize would happen was that because of the addition of an HVAC system, the concrete block walls in this particular room sweated, causing condensation behind the paneling that affected the paneling, causing it to buckle. After discussing the situation, the contractor, the inspector and staff agreed that the most workable solution would be to remove the damaged paneling, install a layer of Styrofoam paneling, then install new paneling and trim. The contractor agreed to perform this work for $1,500. Fiscal Impact As a result of the changes to the Scope of Work noted above, the Contractor has requested Change Order #3 to increase the contract by $1,500. If approved Change Order #3 would increase the contract to 2 $33,125. The Community Development Budget as amended allocates $298,332 for housing rehab projects. Accepting Change Order #3 would leave a balance of approximately $179,600 available. Concurrences The city’s inspector has reviewed and approved the proposed change order. Recommendation Staff recommends approving Change Order #3 increasing the project contract to $33,125 and authorizing payment of $1,500 to the contractor. Sincerely, John Callow Community Development Director 3  . . . creating a better quality of life CONSENT AGENDA February 25, 2016 Honorable Mayor and Members of the City Council: RE: Water and Sewer Board Recommendations to the City for the Council Consent Agenda from the Board Meeting held February 16, 2016 A. Purchase Dell Support Background Our Dell Server SAN support service will expire in March, 2016. The Dell Server Storage Area Network that we have consists of (2) units. Each with multiple servers, network switches, and disk storage combined in an enclosure. These systems run and contain the customer information system applications and data. It is critical that these systems continue to operate to support our customers with minimum downtime. This renewal will extend the support services that we currently have, which includes parts replacement, updates and technical support for the two Dell Server SANs for 1 year. The pricing is only available single sourced from Dell as the only manufacture of these systems. Concurrences The Water and Sewer Board recommended approval at its meeting of February 16, 2016. Recommendation It is recommended that City Council approve the purchase of the referenced Dell support service for 1 year in the amount of $28,034.74. Fiscal Impact Funding for the support would come from prepaid maintenance accounts. Dell issued (3) quotes to cover the servers, switches, and storage. Server support renewal costs total $14,382.43. Switch support renewal costs total $7,694.48. Storage support renewal costs total $5,957.83. Grand total cost for 1 year renewal is $28,034.74. Exhibits (3) Dell Extended Service Quotes Water and Sewer Department 300 NW Broad Street * P.O. Box 1477 * Murfreesboro, TN 37133-1477 * Office: 615 890 0862 * Fax: 615 896 4259 TTY 615 848 3214 * www.murfreesborotn.gov Council Consent Agenda Page 2 B. SRWTP Hydrogen Peroxide Addition Change Order # 2 Background The City Council and the Water and Sewer Board approved for staff to work with Smith Seckman Reid (SSR) on the development of a scope for design and construction of a hydrogen peroxide feed system based upon the results of the disinfection by-product study submitted in December 2013. SSR was approved to complete the design in February 2014 and bids were received on October 28, 2014. At the March 2015 Board Meeting, the project was awarded to W&O Construction along with Change Order # 1 to reduce the scope of the project for the Hydrogen Peroxide feed system to a total of $416,023. There have been some unforeseen conditions as explained in SSR’s recommendation letter that has necessitated additional time for construction. The contractor has requested and SSR recommends 142 additional days be added to the contract. Attached is Change Order # 2 for approval of the additional days. Concurrences The Water and Sewer Board recommended approval at its meeting of February 16, 2016. Recommendation It is recommended that City Council approve Change Order # 2 to change the contract time to add 142 days for final completion. Fiscal Impact The construction cost of the project is $416,023, $61,023 over the original budgeted amount. The Department’s original budget was $355,000 from working capital reserves. All funding was approved from working capital reserve account. This Change Order # 2 does not affect the project cost. Attachments SSR Recommendation Memo Change Order No. 2 C. CUD Boundary Revision Addition to Amendment # 5 Background For this additional revision to Amendment #5, there is only a portion of one property to consider. The property is located at 2744 Old Fort Parkway, the Prater Property. Only the frontage of this property is within Consolidated Utility District’s (CUD) water service area and the remainder is within the Department’s area. The Burger King has purchased a portion of the property along Old Fort Parkway and the current boundary splits this development. The attached exhibit shows the current boundary in relation to the proposed property lines. The Department does not have existing water mains along Old Fort Parkway at this location so it only makes sense for the frontage and this development area to be dedicated to CUD. Z:\engineering\2016\Darren\Council\ConsentAgenda02-25-16 eformat.docx Council Consent Agenda Page 3 An amendment document will be prepared, and these changes will be considered a part of Amendment #5 to the boundary. Concurrences The Water and Sewer Board recommended approval at its meeting of February 16, 2016. Recommendation It is recommended that City Council approve the revisions to the CUD/MWSD boundary and the Mayor executing an amendment to the Water Service Boundary, subject to the approval by CUD’ Board. Fiscal Impact Water connection fees for the Burger King would be approximately $1,750 based on the final number of seats. We will still receive the associated sewer connection fees in the amount of $2,750. Attachments GIS Exhibit of the Proposed Boundary Revision D. Replace Clarifier Collector Ring by JBS Personnel Task Order No. 16-01 Water/Wastewater Systems Mechanical/Electrical Services Contract Background On December 18, 2014, the MWSD accepted and opened bids for the MWSD Water/Wastewater System Mechanical/Electrical Services contract. John Bouchard & Sons Co. was awarded the bid after approval by the Water and Sewer Board and City Council. This contract has been renewed and is currently in effect. Based upon inspection by the Department’s Staff of the existing clarifier collector ring at the Sinking Creek Plant’s Final Clarifier, it was determined that repairs are beyond the Department’s ability to perform. As a result, Staff has requested John Bouchard & Sons Co. provide an estimate that would include JB&S staff’s determination as to the extent of repairs necessary to get the clarifier into full operation. The clarifier was installed in 2000 and has not received any major repairs outside of maintenance performed by MWSD maintenance personnel. Concurrences The Water and Sewer Board recommended approval at its meeting of February 16, 2016. Recommendation It is recommended that City Council approve Task Order 16-01 by John Bouchard & Sons Co. Fiscal Impact Funding used to Replace Clarifier Collector Ring is in the amount of $3,675 is from working capital reserves. Z:\engineering\2016\Darren\Council\ConsentAgenda02-25-16 eformat.docx Council Consent Agenda Page 4 Attachments Task Order 16-01 E. Immediate Need for Large Meter Replacements Due to Inaccurate Readings Background As staff has been working through the Advanced Metering Infrastructure (AMI) project, it has become apparent that four large meters, as itemized in the table below, have been registering inaccurate readings. Table 1: Large Meters Needing Replacement Due to Inaccurate Readings Account Meter Address Date Bill Code Years New Meter Installed Replacement Cost 00018935 B8982 2032 BLANTON DR 1998 Water - 4" Meter 17 $3,040.00 00006476 B6707 1927 MEMORIAL BLVD 1996 Water - 6" Meter 19 $4,335.00 00006477 B6708 1927 MEMORIAL BLVD 1996 Water - 6" Meter 19 $4,335.00 00003033 B9226B 1658 LASCASSAS PIKE 2001 Water - 3" Meter 14 $1,935.00 Total $13,645.00 The AMI project’s scope is to replace all meters two (2) inches and smaller, so these meters (sized 3” through 6”) will not be replaced as part of that project. Staff intends to perform this work outside of the United Systems and Software (USS) AMI contract; however, the meters will be equipped with the proper encoder-register-transmitter (ERT) to be read remotely through the wireless network. Concurrences The Water and Sewer Board recommended approval at its meeting of February 16, 2016. Recommendation It is recommended that City Council approve the purchase of replacement meters from working capital reserves. Fiscal Impact This was not a fiscal year 2016 budgeted item. Staff requests the cost of $13,645 to be funded from the Department’s working capital reserve account. Respectfully submitted, Darren W. Gore Director Attachments Z:\engineering\2016\Darren\Council\ConsentAgenda02-25-16 eformat.docx  Extended Services Quote Information Dell Contact Information Quote #: 1021586110624 Jareth Barahona Customer Information APOS Services Consultant Date: February 8, 2016 Company Name: MURFREESBORO WATER & SEWER Jareth_Barahona@Dell.com Dell Customer # : 3249629 Phone: 1-800-247-4618 ext. 7251041 Contract Code # : Fax: 1-866-584-8581 Dell Extended Services Details Current Equipment Information Extended Service Information Service Service Tag Service Contract New Contract Service Reinstatement Model Contract Ship Date Service Contract Expiration Total Price # Type End Date Extension Fee Type FRH5JX1 POWER EDGE M1000ES9 + GD 3/19/2013 3/19/2016 S9+PSPMC 3/19/2017 $ 2,405.59 $ - $ 2,405.59 GRH5JX1 POWEREDGE M620 S9 + GD 3/19/2013 3/19/2016 S9+PSPMC 3/19/2017 $ 1,995.04 $ - $ 1,995.04 HRH5JX1 POWEREDGE M620 S9 + GD 3/19/2013 3/19/2016 S9+PSPMC 3/19/2017 $ 1,995.04 $ - $ 1,995.04 JRH5JX1 POWEREDGE M620 S9 + GD 3/19/2013 3/19/2016 S9+PSPMC 3/19/2017 $ 2,009.82 $ - $ 2,009.82 4SH5JX1 POWER EDGE M1000ES9 + GD 3/21/2013 3/21/2016 S9+PSPMC 3/21/2017 $ 2,441.23 $ - $ 2,441.23 5SH5JX1 POWEREDGE M620 S9 + GD 3/21/2013 3/21/2016 S9+PSPMC 3/21/2017 $ 2,024.60 $ - $ 2,024.60 6SH5JX1 POWEREDGE M620 S9 + GD 3/21/2013 3/21/2016 S9+PSPMC 3/21/2017 $ 2,024.60 $ - $ 2,024.60 7SH5JX1 POWEREDGE M620 S9 + GD 3/21/2013 3/21/2016 S9+PSPMC 3/21/2017 $ 2,024.60 $ - $ 2,024.60 Contract Descriptions Extended Services Subtotal $ 16,920.51 6H ProSupport 2HR 7x24 Onsite/6HR Resolution S1/S9 ProSupport 4HR 7X24 Onsite 8H ProSupport 8HR 7x24 Onsite Reinstatement Fees $ - S4 BASIC 4HR 5x10 Onsite NO Next Business Day Onsite Resolution Parts $ - ND Next Business Day Onsite NP BASIC Next Business Day Parts Only Subtotal: $ 16,920.51 SP BASIC Same Day Parts Only AE Advanced Exchange Discounts Applied $ 2,538.08 RR Return to Depot FR Rapid Return for Repair Total: $ 14,382.43 R5 Retail Next Business Day Onsite + 5 Peripherals SR Retail 4HR 7x24 + 5 Peripherals Pricing does not include sales tax where applicable. PS ProSupport Technical Support This quotation is valid for 30 days. PSMC ProSupport Mission Critical Technical Support PSPMC ProSupport Plus Mission Critical Technical Support PSP ProSupport Plus Technical Support PY ProSupport Plus EUC Purchase Order Requirements EPS Enterprise ProSupport Technical Support Please remember to include the following information: EPSMC Enterprise ProSupport Mission Critical Technical Support RS Retail Technical Support - Billing address LT Limited Technical Support - Shipping address, including a contact name & phone number CC Accidental Damage/Complete Care - Terms stated as ‘Net 30’ KK Keep Your Hard Drive A total dollar amount Confidential - Dell Computer Corporation Page 1 0f 2  SH SATA Hard Drive Service - A total dollar amount IE IT Advisory Services Essential Package - An authorizing signature (if required) IS IT Advisory Services Strategic Package DL Optimize Please attach a copy of your Dell quote, or reference the Dell quote Software number(s) on the purchase order. Z2 Data Prog Base Z3 Data Prog Exp Z8 Enter Mgr Chargeback ZB Fast Track Base ZC Fast Track Exp ZD Live Vol Base ZE Live Vol Exp ZF Multi Controller ZG Remote In Replay Base ZH Remote In Replay Exp ZI Replay Mgr Enter License ZK Replay Mgr MS ZL Stor Ctr Core Base Bundle ZM Upgrade Replay Mgr Enter License ZO Live Volume + RIRA Base ZP Live Volume + RIRA Exp ZQ Vmware ZR Stor Ctr Core Exp Bundle ZU zNAS High Availability Cluster ZV zNAS Base ZW zNAS Exp Legacy Contracts (No longer available ) SV/GD/PL Silver/Gold/Platinum TS Client Gold Technical Support IPS IT ProSupport IPSMC IT ProSupport Mission Critical Questions about Services? Click here. Support Questions? Click here. Confidential - Dell Computer Corporation Page 2 0f 2  Extended Services Quote Information Dell Contact Information Quote #: 1018969508440 Brandon Monahan Customer Information APOS Services Consultant Date: February 9, 2016 Company Name: MURFREESBORO WATER & SEWER Brandon_Monahan@DellTeam.com Dell Customer # : 3249629 Contract Code # : Dell Extended Services Details Current Equipment Information Extended Service Information Service Service Tag Service Contract New Contract Service Reinstatement Model Contract Ship Date Service Contract Expiration Total Price # Type End Date Extension Fee Type 1SH5JX1 EQUALLOGIC PSM411 S9 + GD 3/19/2013 3/19/2016 S9+PSPMC 3/19/2017 $ 3,301.73 $ - $ 3,301.73 8SH5JX1 EQUALLOGIC PSM411 S9 + GD 3/21/2013 3/21/2016 S9+PSPMC 3/21/2017 $ 3,318.08 $ - $ 3,318.08 Contract Descriptions Extended Services Subtotal $ 6,619.81 6H ProSupport 2HR 7x24 Onsite/6HR Resolution S1/S9 ProSupport 4HR 7X24 Onsite 8H ProSupport 8HR 7x24 Onsite Reinstatement Fees $ - S4 BASIC 4HR 5x10 Onsite NO Next Business Day Onsite Resolution Parts $ - ND Next Business Day Onsite NP BASIC Next Business Day Parts Only Subtotal: $ 6,619.81 SP BASIC Same Day Parts Only AE Advanced Exchange Discounts Applied $ 661.98 RR Return to Depot FR Rapid Return for Repair Total: $ 5,957.83 R5 Retail Next Business Day Onsite + 5 Peripherals SR Retail 4HR 7x24 + 5 Peripherals Pricing does not include sales tax where applicable. PS ProSupport Technical Support This quotation is valid for 30 days. PSMC ProSupport Mission Critical Technical Support PSPMC ProSupport Plus Mission Critical Technical Support PSP ProSupport Plus Technical Support PY ProSupport Plus EUC Purchase Order Requirements EPS Enterprise ProSupport Technical Support Please remember to include the following information: EPSMC Enterprise ProSupport Mission Critical Technical Support RS Retail Technical Support - Billing address LT Limited Technical Support - Shipping address, including a contact name & phone number CC Accidental Damage/Complete Care - Terms stated as ‘Net 30’ KK Keep Your Hard Drive - A total dollar amount SH SATA Hard Drive Service IE IT Advisory Services Essential Package - An authorizing signature (if required) IS IT Advisory Services Strategic Package DL Optimize Please attach a copy of your Dell quote, or reference the Dell quote Software number(s) on the purchase order. Z2 Data Prog Base Confidential - Dell Computer Corporation Page 1 0f 2  Z3 Data Prog Exp Z8 Enter Mgr Chargeback ZB Fast Track Base ZC Fast Track Exp ZD Live Vol Base ZE Live Vol Exp ZF Multi Controller ZG Remote In Replay Base ZH Remote In Replay Exp ZI Replay Mgr Enter License ZK Replay Mgr MS ZL Stor Ctr Core Base Bundle ZM Upgrade Replay Mgr Enter License ZO Live Volume + RIRA Base ZP Live Volume + RIRA Exp ZQ Vmware ZR Stor Ctr Core Exp Bundle ZU zNAS High Availability Cluster ZV zNAS Base ZW zNAS Exp Legacy Contracts (No longer available ) SV/GD/PL Silver/Gold/Platinum TS Client Gold Technical Support IPS IT ProSupport IPSMC IT ProSupport Mission Critical Questions about Services? Click here. Support Questions? Click here. Confidential - Dell Computer Corporation Page 2 0f 2  Extended Services Quote Information Dell Contact Information Quote #: 1021508013948 Nathan Kettle Customer Information APOS Services Consultant Date: January 26, 2016 Company Name: Water & Sewer Kettle_Nathan@Dell.com Dell Customer # : 3249629 Phone: (720)625-4524 DOMS Quote # : 723403964 Dell Extended Services Details Current Equipment Information Extended Service Information Service Service Tag Service Contract New Contract Service Reinstatement Model Contract Ship Date Service Contract Expiration Total Price # Type End Date Extension Fee Type 3SH5JX1 DELL FORCE10 MXL 1 S9 + PSMC 3/19/2013 3/19/2016 S9+PSPMC 3/19/2017 $ 2,952.35 $ - $ 2,952.35 BSH5JX1 DELL FORCE10 MXL 1 S9 + PSMC 3/21/2013 3/21/2016 S9+PSPMC 3/21/2017 $ 2,966.48 $ - $ 2,966.48 2SH5JX1 DELL FORCE10 MXL 1 S9 + PSMC 3/19/2013 3/19/2016 S9+PSPMC 3/19/2017 $ 2,952.35 $ - $ 2,952.35 9SH5JX1 DELL FORCE10 MXL 1 S9 + PSMC 3/21/2013 3/21/2016 S9+PSPMC 3/21/2017 $ 2,966.48 $ - $ 2,966.48 Contract Descriptions Extended Services Subtotal $ 11,837.66 6H ProSupport 2HR 7x24 Onsite/6HR Resolution S1/S9 ProSupport 4HR 7X24 Onsite 8H ProSupport 8HR 7x24 Onsite Reinstatement Fees $ - S4 BASIC 4HR 5x10 Onsite NO Next Business Day Onsite Resolution Parts $ - ND Next Business Day Onsite NP BASIC Next Business Day Parts Only Subtotal: $ 11,837.66 SP BASIC Same Day Parts Only AE Advanced Exchange Discounts Applied $ 4,143.18 RR Return to Depot FR Rapid Return for Repair Total: $ 7,694.48 R5 Retail Next Business Day Onsite + 5 Peripherals SR Retail 4HR 7x24 + 5 Peripherals Pricing does not include sales tax where applicable. PS ProSupport Technical Support This quotation is valid for 30 days. PSMC ProSupport Mission Critical Technical Support PSPMC ProSupport Plus Mission Critical Technical Support PSP ProSupport Plus Technical Support PY ProSupport Plus EUC Purchase Order Requirements EPS Enterprise ProSupport Technical Support Please remember to include the following information: EPSMC Enterprise ProSupport Mission Critical Technical Support RS Retail Technical Support - Billing address LT Limited Technical Support - Shipping address, including a contact name & phone number CC Accidental Damage/Complete Care - Terms stated as ‘Net 30’ KK Keep Your Hard Drive - A total dollar amount SH SATA Hard Drive Service IE IT Advisory Services Essential Package - An authorizing signature (if required) IS IT Advisory Services Strategic Package DL Optimize Please attach a copy of your Dell quote, or reference the Dell quote Confidential - Dell Computer Corporation Page 1 0f 2  Software number(s) on the purchase order. Z2 Data Prog Base Z3 Data Prog Exp Z8 Enter Mgr Chargeback ZB Fast Track Base ZC Fast Track Exp ZD Live Vol Base ZE Live Vol Exp ZF Multi Controller ZG Remote In Replay Base ZH Remote In Replay Exp ZI Replay Mgr Enter License ZK Replay Mgr MS ZL Stor Ctr Core Base Bundle ZM Upgrade Replay Mgr Enter License ZO Live Volume + RIRA Base ZP Live Volume + RIRA Exp ZQ Vmware ZR Stor Ctr Core Exp Bundle ZU zNAS High Availability Cluster ZV zNAS Base ZW zNAS Exp Legacy Contracts (No longer available ) SV/GD/PL Silver/Gold/Platinum TS Client Gold Technical Support IPS IT ProSupport IPSMC IT ProSupport Mission Critical Questions about Services? Click here. Support Questions? Click here. Confidential - Dell Computer Corporation Page 2 0f 2 February 3, 2016 Valerie Smith Murfreesboro Water and Sewer Department 300 NW Broad Street Murfreesboro, TN 37130-3543 RE: Contract Extension Water Treatment Plant Hydrogen Peroxide Addition Murfreesboro Water and Sewer Department Murfreesboro, Tennessee SSR Job Number: 14-41-007.0 Dear Valerie, The original dates of substantial completion and final payment for the above-referenced project were January 30, 2016 and March 30, 2016, respectively (see attached executed Notice to Proceed). In a letter dated October 30, 2015 (see attached), Smith Seckman Reid, Inc. (SSR) advised the Murfreesboro Water and Sewer Department (MWSD) that due to unforeseen conditions related to the valve actuators, the date of substantial completion would need to be extended to April 1, 2016. In W&O Construction Company, Inc.’s (W&O) acceptance of the Notice to Proceed in a letter dated November 3, 2015 (also attached), W&O advised that additional delays were possible due to the actuators. Since the November 3, 2015 letter, additional delays related to the valve actuators have caused the completion date for the actuator-portion of the project to push further into the future. The delay has been caused namely by the need for additional design time by the valve actuator manufacturer to resolve issues related to the unforeseen conditions. Originally, the actuator manufacturer believed that universal joints would be required to connect the actuators to the valves. Such a situation, if necessary, was undesirable to both MWSD and SSR due to the long term maintenance and repair possibilities with underground universal joints. Upon further design review by the actuator manufacturer, the need for the universal joints was eliminated, making for a far better installation for MWSD which will minimize future maintenance and repairs. As a result, SSR finds the contract time extension requested in the attached January 29, 2016 letter from W&O acceptable. The proposed revised Contract deadlines from W&O are as follows: April 1, 2016 – Completion of chemical feed systems and installation of valve vaults and completion of all site asphalt paving repairs. This will allow MWSD to continue with resealing of plant site asphalt as planned. June 20, 2016 – Substantial Completion and completion of valve actuator installations. August 19, 2016 – Final Payment (60 days after substantial completion). T:\Team41\2014\14410070\Correspondence\Letters\Smith - MWSD\16-02-03 - Contract Extension.doc 2995 Sidco Dr., Nashville, TN 37204 Tel: 615.383.1113 · Fax: 615.386.8469 · www.ssr-inc.com Page 2 As discussed in the attached January 29, 2016 letter from W&O, the proposed contract time extensions are at no additional cost the City of Murfreesboro. Please advise if MWSD finds these proposed revised contract deadlines acceptable. If so, SSR will prepare the necessary change order paperwork. If not, please contact us to discuss the issue further. Please contact us should you have any questions or require additional information. Sincerely, SMITH SECKMAN REID, INC. Richard J. Chappell, P.E. BCEE Project Manager RJC/ Enc. cc: Darren Gore, Alan Cranford – City of Murfreesboro (w/ enclosures) Brian Kyffin, R. L. Oakley, Tim Huddleston – W & O Construction Company, Inc. (w/ enclosures) File T:\Team41\2014\14410070\Correspondence\Letters\Smith - MWSD\16-02-03 - Contract Extension.doc 2995 Sidco Dr., Nashville, TN 37204 Tel: 615.383.1113 · Fax: 615.386.8469 · www.ssr-inc.com  Proposed Boundary Amendment (To CUD) MWSD Water Service Area Existing Waterline LN GRESHA M CT AYLA MAK ARK AGRIP DR TO CUD OLD FORT PKWY DR ST ANDREWS AUTUMN LEAF CT Ê MURFREESBORO WATER AND SEWER DEPARTMENT February 2016 TAB Exhibit - Proposed MWSD Boundary Amendment #5 - 2744 Old Fort Pkwy SCALE : 1" = 200' Amendment 5 Exhibit-2744 Old Fort Pkwy.mxd  TASK ORDER NO. 16-01 February 11, 2016 BETWEEN JOHN BOUCHARD & SONS COMPANY AND CITY OF MURFREESBORO acting by and through the Murfreesboro Water and Sewer Department UNDER Water/Wastewater System Mechanical/Electrical Services Contract DATED January 28, 2016 thru January 28, 2017 FOR Replace Clarifier Collector Ring John Bouchard Task Orders – Mech/Elec Services Contract Page 2 TASK ORDER NO. 16-01 BACKGROUND This work will require mechanical services that are outside the scope of the department’s staff; as a result staff requested John Bouchard & Sons to provide a task order quote for these improvements. SCOPE OF WORK  Remove existing collector ring and replace with new.  Cleanup and test. FISCAL IMPACT The project will paid for based on time and materials not‐to exceed $ 3,675.00 and will be paid through the departments working capital reserves. Description Qty (hrs) Rate Extended Project Mgr (RT) 2 $75.00 $150.00 Project Mgr (OT) $110.00 Superintendent (RT) 2 $65.00 $130.00 Superintendent (OT) $100.00 Pipefitter/Welder (RT) $50.00 Pipefitter/Welder (OT) $75.00 Sprinkler Fitter (RT) $42.00 Sprinkler Fitter (OT) $63.00 Electrician (RT) 8 $50.00 $400.00 Electrician (OT) $75.00 Apprentice/Helper (RT) 8 $36.00 $288.00 Apprentice/Helper (OT) $54.00 Expediter/Delivery (RT) $28.00 Expediter/Delivery (OT) $42.00 Machine Shop Millwright (RT) $56.00 Machine Shop Millwright (OT) $88.00 HVAC/Plb Service Tech (RT) $64.00 HVAC/Plb Service Tech (OT) $96.00 Air Compressor Tech (RT) $64.00 Air Compressor Tech (OT) $96.00 Laborer ‐ Skilled (RT) $30.00 Laborer ‐ Skilled (OT) $45.00 Laborer ‐ Unskilled (RT) $21.00 Laborer ‐ Unskilled (OT) $32.00 John Bouchard Task Orders – Mech/Elec Services Contract Page 3 Equipment Qty (hrs) Rate/Hr Extended Welder $15.00 Power Threader $15.00 Mini/Midi Hammer $12.00 Variable Reach Forklift $26.00 Pickup Truck 8 $15.00 $120.00 Scissor Lift $18.00 Skid Steer $25.00 Boom Man Lift $29.00 Cat 420D Backhoe $33.00 Street Plate $7.00 185 CFM Compressor $15.00 ECM 350* N/A Air Track Drill* N/A Pipe Laser $21.00 Total Station EDM $115.00 15 ton Boom Truck* N/A 30‐50 Ton RT Crane* $225.00 80 Ton Crawler Crane* N/A 3" Submersible Pump $10.00 6" Hydraulic Pump $16.00 * = not quoted in original bid ‐ will be quoted for each individual scope of work Materials Misc Parts / Components $2,525.00 + $62.00 Freight Charges SCHEDULE Description Date Notice To Proceed Substantial Completion Final Payment Total Cost- $3,675.00 John Bouchard Task Orders – Mech/Elec Services Contract Page 4 Contractor: City: John Bouchard and Sons Company City of Murfreesboro Water and Sewer Dept. By: . By: Name: Name: Title: Title: Date: Date: Approved as to Form: __________________________________ David Ives, City Attorney CONTRACTOR NOTICE CONTACT INFORMATION CITY NOTICE CONTACT INFORMATION John Bouchard and Sons Company Murfreesboro Water and Sewer Dept. Mailing address 1024 Harrison St. Mailing address 300 NW Broad St. Nashville, TN 37203 Murfreesboro, TN 37130 Phone number 615-256-0112 Phone number 615-890-0862 Fax number 615-256-2427 Fax number 615-896-4259 Company Contact David Proctor Company Contact Darren Gore E-mail David.Proctor@jbouchard.com E-mail dgore@murfreesborotn.gov  ORDINANCE 16-OZ-01 amending the Zoning Ordinance and the Zoning Map of the City of Murfreesboro, Tennessee, as heretofore amended and as now in force and effect, to rezone approximately 2.2 acres along Gresham Lane from Single-Family Residential Fifteen (RS-15) District to Residential Multi-Family Sixteen (RM-16) District; Alcorn Properties, applicant [2015- 429]. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF MURFREESBORO, TENNESSEE, AS FOLLOWS: SECTION 1. That the same having been heretofore recommended to the City Council by the City Planning Commission, the Zoning Ordinance and the Zoning Map of the City of Murfreesboro, Tennessee, as herein referred to, adopted and made a part of this Ordinance as heretofore amended and as now in force and effect, be and the same are hereby amended so as to rezone the territory indicated on the attached map. SECTION 2. That, from and after the effective date hereof, the area depicted on the attached map shall be zoned and approved as Residential Multi-Family Sixteen (RM- 16) District, as indicated thereon, and shall be subject to all the terms and provisions of said Ordinance applicable to such districts. The City Planning Commission be and it is hereby authorized and directed to make such changes in and additions to said Zoning Map as may be necessary to show thereon that said area of the City is zoned as indicated on the attached map. This zoning change shall not affect the applicability of any overlay zone to the area. SECTION 3. That this Ordinance shall take effect fifteen (15) days after its passage upon third and final reading, the public welfare and the welfare of the City requiring it. Passed: Shane McFarland, Mayor 1st reading 2nd reading 3rd reading ATTEST: APPROVED AS TO FORM: Melissa B. Wright David A. Ives City Recorder City Attorney SEAL mjp \\puckett\legal\files\council\ordinances\2016\01 - 16-oz-01.doc 1/21/2016 9:01:03 AM #1  BRAXTON BRAGG DR PCD Ê MIRA ND A DR RM-16 Area Rezoned LN from RS-15 to RM-16 GRESHAM RS-15 AA R O N C T CH Ordinance 16-OZ-01  ORDINANCE 16-OZ-02 amending the Zoning Ordinance and the Zoning Map of the City of Murfreesboro, Tennessee, as heretofore amended and as now in force and effect, to rezone approximately 1.68 acres along Dill Lane from Single-Family Residential Fifteen (RS-15) District to Residential Multi- Family Twelve (RM-12) District; Randy Friedsam, applicant [2015-432]. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF MURFREESBORO, TENNESSEE, AS FOLLOWS: SECTION 1. That the same having been heretofore recommended to the City Council by the City Planning Commission, the Zoning Ordinance and the Zoning Map of the City of Murfreesboro, Tennessee, as herein referred to, adopted and made a part of this Ordinance as heretofore amended and as now in force and effect, be and the same are hereby amended so as to rezone the territory indicated on the attached map. SECTION 2. That, from and after the effective date hereof, the area depicted on the attached map shall be zoned and approved as Residential Multi-Family Twelve (RM- 12) District, as indicated thereon, and shall be subject to all the terms and provisions of said Ordinance applicable to such districts. The City Planning Commission be and it is hereby authorized and directed to make such changes in and additions to said Zoning Map as may be necessary to show thereon that said area of the City is zoned as indicated on the attached map. This zoning change shall not affect the applicability of any overlay zone to the area. SECTION 3. That this Ordinance shall take effect fifteen (15) days after its passage upon third and final reading, the public welfare and the welfare of the City requiring it. Passed: Shane McFarland, Mayor 1st reading 2nd reading 3rd reading ATTEST: APPROVED AS TO FORM: Melissa B. Wright David A. Ives City Recorder City Attorney SEAL mjp \\puckett\legal\files\council\ordinances\2016\02 - 16-oz-02.doc 1/21/2016 9:01:18 AM #1 Ê T RM-12 RM-16 CL E TTE S DILL L N CH A RN PCD RM- Area Rezoned 16 From RS-15 to RM-12 RS-15 HARREL RM-16 L CT 70S £ ¤ Ordinance 16-OZ-02 CH RS-10 CH PRD PCD  ORDINANCE 16-OZ-03 amending the Zoning Ordinance and the Zoning Map of the City of Murfreesboro, Tennessee, as heretofore amended and as now in force and effect, to rezone approximately 8.56 acres along Franklin Road from Single-Family Residential Fifteen (RS-15) District to Commercial Fringe (CF) District; Anthony Togrye, applicant [2015-433]. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF MURFREESBORO, TENNESSEE, AS FOLLOWS: SECTION 1. That the same having been heretofore recommended to the City Council by the City Planning Commission, the Zoning Ordinance and the Zoning Map of the City of Murfreesboro, Tennessee, as herein referred to, adopted and made a part of this Ordinance as heretofore amended and as now in force and effect, be and the same are hereby amended so as to rezone the territory indicated on the attached map. SECTION 2. That, from and after the effective date hereof, the area depicted on the attached map shall be zoned and approved as Commercial Fringe (CF) District, as indicated thereon, and shall be subject to all the terms and provisions of said Ordinance applicable to such districts. The City Planning Commission be and it is hereby authorized and directed to make such changes in and additions to said Zoning Map as may be necessary to show thereon that said area of the City is zoned as indicated on the attached map. This zoning change shall not affect the applicability of any overlay zone to the area. SECTION 3. That this Ordinance shall take effect fifteen (15) days after its passage upon third and final reading, the public welfare and the welfare of the City requiring it. Passed: Shane McFarland, Mayor 1st reading 2nd reading 3rd reading ATTEST: APPROVED AS TO FORM: Melissa B. Wright David A. Ives City Recorder City Attorney SEAL mjp \\puckett\legal\files\council\ordinances\2016\03 - 16-oz-03.doc 1/21/2016 9:01:34 AM #1 Ê Area Rezoned from RS-15 to CF RS-15 96 £ ¤ OD DR T TONWO PUD CAST RUCKER L CO LEWOOD CT BIRCHWOOD CIR N SWANHOLM MEADOWWO O D DR Ordinance 16-OZ-03 RS-10 No Digital Copy  . . . creating a better quality of life February 19, 2016 REGULAR AGENDA HONORABLE MAYOR AND MEMBERS OF MURFREESBORO CITY COUNCIL RE: Revisions to Employee Handbook Section 1041-Employee Timekeeping Background On February 8, the City launched the KRONOS® Workforce Central™ (“KRONOS”) as the City’s official employee attendance and timekeeping system. This system requires all employees to approve an electronic time card every Monday morning. In response to concerns raised by some employees, City staff has identified a need to clarify exactly what an employee is certifying as accurate when an employee approves the employee’s own time card in the KRONOS timekeeping system. To this end, I am recommending the following revision to Employee Handbook Section 1041. This revision, which appears as a new subsection (e)(4) in the attached document, provides: A non-exempt employee by approving the employee’s own time card is certifying that the clock-in and clock-out times recorded in KRONOS accurately reflect the employee’s attendance and time worked (including any paid breaks) on each day appearing on the time card. In addition, by approving a time card, an employee, whether non-exempt or exempt, is certifying that any Exception Hours recorded on the time card are true and accurate. Provided all such entries are accurate, employees will not be held accountable nor subject to discipline for the automated time calculations reflected in the daily or period columns of their time cards. This addition constitutes a clarification of, rather than a substantive change to, current policy. Administration Department 111 W. Vine St. * PO Box 1139 * Murfreesboro, Tennessee 37133-1044 Phone 615 849 2629 * Fax 615 849 2679 * TDD 615 849 2689 www.murfreesborotn.gov Fiscal Impact The proposed revision will have no fiscal impact. Concurrences The Human Resources Department and Legal Department concur with these recommended changes. Recommendation It is recommended that City Council approve the attached revision of Section 1041 of the Employee Handbook to be effective immediately upon approval. Attachments 1. Employee Handbook Section 1041, as proposed Sincerely, Robert J. Lyons City Manager  CITY OF MURFREESBORO EMPLOYEE HANDBOOK Section No: 1041 Date: xx-xx-16 Supersedes Section No: Dated: 2-4-16 Subject: Employee Timekeeping Approved: Robert J. Lyons, City Manager (a) Purpose and Scope The purpose of this policy is to provide uniform rules and guidance regarding use of the City’s employee attendance and timekeeping system. This policy applies to all City employees. (b) Policy Statement The City maintains time and leave/attendance records for non-exempt employees and leave/attendance records for exempt employees in accordance with the Fair Labor Standards Act (FLSA) and other applicable state and federal laws. To ensure that employees are paid in accordance with these laws, employee time and attendance records shall accurately reflect attendance and time worked. Employees are responsible for accurately reporting their attendance and time worked in accordance with the procedures and guidelines set forth in this policy. Misrepresentation of time worked and falsification of time records are violations of the law and City policy and will result in disciplinary action up to and including termination. For employees who are classified under the Fair Labor Standards Act (FLSA) as being “non- exempt”, compensation is determined on an “hours worked” basis, using ¼ hour as the means of measurement. For employees classified under the FLSA as being “exempt”, compensation is based on a “days worked” or “shift worked” basis. (c) Definitions (1) “Buddy punching” -- The act of clocking-in or out for another employee. (2) “Clock-In (Out)/Punch-In (Out) /Swipe-In (Out) – The act of recording in KRONOS the time when an employee starts or ends work, whether at the beginning or end of a workday, meal, or mid-shift absence from work, whether by sliding the employee’s [xx-xx-16] 1 [1041] ID badge through the slot on a time clock or by using the time stamp method on a computer or mobile application to enter such data into KRONOS. (3) “Exception Hours” – Paid or unpaid time that is outside of regular work hours and/or salary. Exception hours include, but are not limited to: paid sick and vacation leave, overtime, call-in-to duty, standby, jury duty, family medical leave, leave without pay, workers’ compensation, etc. (4) “Exempt Employees” – An employee who is exempt from minimum wage, overtime pay and certain recordkeeping requirements of the Fair Labor Standards Act. (5) “Fair Labor Standards Act (“FLSA”) – A Federal law that was enacted in 1938. It protects workers by setting standards for minimum wages, overtime pay, recordkeeping, and youth labor. (6) “Non-Exempt Employees” – An employee who is covered by the minimum wage and overtime provisions of Fair Labor Standards Act. (7) “Time Periods” -- City employees record time worked based on either a work week or a work period/tour of duty basis. (8) “Work off the Clock” - Any work performed for the City by a non- exempt employee that is not properly recorded by the employee, and, therefore, neither compensated by the City nor counted toward the employee’s hours for purposes of calculating any overtime. Employees who work off the clock may be subject to disciplinary action up to and including termination. (9) “Work period/tour of duty” - The FLSA permits work periods longer than a 40 hour work week for purposes of determining an employee’s entitlement to overtime pay. Employees of the Fire & Rescue Department assigned to a work period/tour of duty work a 28-day schedule; the schedules for the current year are on file with that Department. Employees of the Police Department assigned to a work period/tour of duty work a 21-day schedule; the schedule for the current year is on file with that Department. (10) “Work Week” – A seven (7) day work week is used as the basis for time keeping for all employees except for those firefighters and police officers who are assigned to a work period/tour of duty schedule. The work week for all City departments, other than the Water and Sewer and Police Departments, is Sunday through Saturday. The work week for the Water and Sewer Department is Thursday through Wednesday. The work week for the Police Department is Monday through Sunday. [xx-xx-16] 2 [1041]  (d) Designation of Timekeeping System; Official Records (1) The City has implemented and utilizes KRONOS® Workforce Central™ (“KRONOS”) as its official employee attendance and timekeeping system. KRONOS collects actual time entered by the employees using a time clock, computer, or mobile application. This data is subsequently transferred to the City’s payroll system. KRONOS tracks and manages employee hours, which are then transmitted to the City’s payroll system. (2) The KRONOS electronic timekeeping system and associated work records are the official basis for recording hours worked for all non-exempt City employees. Absence and leave records (e.g., vacation, sick days, FMLA leave, etc.) will also be recorded in KRONOS. (3) Data recorded in the KRONOS system shall be considered as the official record of non-exempt employees’ hours worked and all employees’ attendance. Any disputes over attendance or actual hours worked shall be resolved by referring to the official KRONOS records. (e) Responsibilities of Employees (1) Non-exempt employees must record their individual time and attendance via the KRONOS system for each day they actually work or are scheduled to work. Non-exempt employees must clock in and out at the beginning and end of each scheduled workday. Non-exempt employees must also clock in and out at the beginning and completion of meal periods, except as otherwise provided by departmental policy. In addition, non-exempt employees leaving work during the workday for personal reasons must clock out when leaving and back in when returning. Complete and accurate reporting of work time and attendance is essential to ensure employees are compensated for all time worked. (2) Exempt employees are not required to clock-in at the beginning or clock-out at the end of their scheduled workdays. (3) All employees, exempt and non-exempt, must make leave requests via KRONOS. All employees must accurately and completely report via KRONOS any period of leave, e.g., vacation, sick leave, family medical leave, etc. Because leave requests require supervisory or administrative approval, all planned leave requests must be submitted in advance via KRONOS. In addition to making a KRONOS request, employees may also be required to submit leave requests in accordance with a departmental policy approved under (f)(7). In the event of an unexpected absence from work, employees should contact their supervisors in accordance with City and departmental policies. The supervisor is then responsible for entering the employee’s leave hours in KRONOS. It is then the employee’s responsibility for verifying these hours upon returning to work. [xx-xx-16] 3 [1041]  (4) A non-exempt employee by approving the employee’s own time card is certifying that the clock-in and clock-out times recorded in KRONOS accurately reflect the employee’s attendance and time worked (including any paid breaks) on each day appearing on the time card. In addition, by approving a time card, an employee, whether non-exempt or exempt, is certifying that any Exception Hours recorded on the time card are true and accurate. Provided all such entries are accurate, employees will not be held accountable nor subject to discipline for the automated time calculations reflected in the daily or period columns of their time cards. (f) Responsibilities of Department Heads and Supervisors (1) It is the responsibility of each Department Head or the Department Head’s designee(s) to create and maintain current and accurate schedules for all non- exempt employees within the department in the KRONOS system. (2) Department Heads and Supervisors are responsible for ensuring that all employees under their supervision are educated regarding this policy and that all employees comply with the requirements of this policy. It is the responsibility of Department Heads and supervisors to ensure that this policy is administered fairly and uniformly with respect to all employees under their supervision. (3) Each Department Head may designate one or more supervisors within their department to review and approve time for department employees. In smaller departments, the Department Head may fulfill this supervisory function. (4) A department’s designated supervisor(s) must review time records on a daily basis and approve employee time and attendance on a weekly basis. A supervisor is responsible for any inaccuracy or omission of which the supervisor is aware at the time the time record was approved. (5) A department’s designated supervisors are responsible for making all necessary and appropriate corrections and adjustments to employee time records. By approving a time record, a supervisor is attesting that to the best of the supervisor’s knowledge the time record is complete and accurate. Supervisors may adjust a non- exempt employee’s clock in and/or clock out time to correct the record but shall not edit with the intent to avoid, decrease, or increase overtime compensation. (6) If a supervisor is or plans to be absent from work and is or will be unable to access the system remotely, the supervisor may delegate their authority in KRONOS to any other supervisor who has been assigned a manager license within their department. The delegation feature within KRONOS logs the ID in the audit records of both the supervisor of record and the delegatee on each transaction during this period. Supervisors shall not allow another employee to log in under their own KRONOS ID. [xx-xx-16] 4 [1041]  (7) Department Heads are authorized to create specific protocols and rules regarding time and attendance and the use of time keeping devices within that department to supplement this policy, subject to approval by the Human Resources Director and City Attorney, and provided such protocols and rules are not more generous than those contained in this policy. (g) Identification badges The Human Resources Department will issue every non-exempt employee an identification badge to be used for reporting time and attendance in KRONOS. Identification badges are the property of the City and are issued to non-exempt employees to facilitate accurate timekeeping. They are not provided for security or safety purposes. Employees are responsible for retaining their identification badges and must notify their immediate supervisor immediately if their badge is lost, stolen, or damaged. A $5 fee will be assessed by payroll deduction for each replacement badge(s) issued to an employee that is lost or stolen; the first replacement badge will be replaced at no charge. Employees will be required to return their identification badge upon termination of employment from the City. (h) KRONOS Mobile Application (1) Upon the recommendation of a Department Head and approval of the Human Resources Department, employees may be provided the option, but shall not be required, to report their time and attendance using the KRONOS Mobile application, which can be downloaded to an employee’s City-issued or personal mobile device. Among other features, this application enables employees to record time entries, request leave, review time records, and review benefit accruals. In addition, supervisors may use the mobile application to review and approve time entries of departmental employees. The KRONOS Mobile application may be downloaded by using the iTunes App Store, GooglePlay, and certain other applications. There is no fee for the application; however, employees assume full responsibility for any data charges associated with downloading the application and all terms and conditions of entering into licensing agreements upon downloading and installing the KRONOS Mobile application software on a personal mobile. (2) The KRONOS mobile application has a Global Positioning System (GPS) interface that identifies the location coordinates of an employee’s physical location when the employee clocks in or out. The GPS does not track an employee’s whereabouts before or after a time entry is made, even if the application remains open. Accordingly, the City will be able to determine an employee’s location only as of the time a time entry is made. The GPS interface does not record locational data at any other time. (3) Employees electing to use the KRONOS Workforce Mobile application will be required to sign a KRONOS Workforce Mobile User Agreement and Authorization. [xx-xx-16] 5 [1041]  (i) Time-Reporting Procedures (1) When time is to be reported. (A) Every non-exempt employee shall clock in at the employee’s work-start time and clock out and depart at the employee’s work-end time. This requirement applies to both regularly scheduled work and other work approved by an employee’s supervisor. (B) Non-exempt employees should clock in/out as close to their designated start/end time as possible. Non-exempt employees have a seven-minute grace period to clock in prior to the start of their scheduled start time. Employees may voluntarily choose to clock in up to seven minutes prior to their scheduled start time. At the end of the work day, employees should stop working and promptly clock out within seven minutes of their scheduled end time. (C) Non-exempt employees shall not begin work or clock in more than 7 minutes before their scheduled start time without authorization from a supervisor or Department Head. Non-exempt employees shall not keep working or clock out more than 7 minutes after their scheduled end time without authorization from a supervisor or Department Head. Provided, however, that nothing in this subsection authorizes an employee to work “off the clock”; all clock-in/clock-out times must be accurate. (D) Employees must not perform work activities outside of their scheduled shift or during their meal period without approval from their supervisor. Employees who perform such work without the approval from their supervisor, will be compensated for such work but may be subjected to disciplinary action up to and including termination. (2) Method of Reporting Time. Employees may clock in and out by: (A) Swiping their identification badge at a KRONOS time clock located at their assigned facility; (B) Accessing KRONOS via their computer (if a license has been assigned to the employee’s computer) or an Internet enabled workstation at their assigned facility; or (C) If authorized by a Department Head, using the KRONOS Workforce Mobile application on a mobile device. [xx-xx-16] 6 [1041] Each employee will be assigned a “home” time clock that is closest to the employee’s primary work location. Employees should always clock in and out at this location, unless their job duties require them to be away from their primary work location, in which case an employee may clock in and out at the City facility where the employee is working. (3) Rounding of Time Entries. (A) In order to maintain consistent time reporting City-wide, the KRONOS system rounds punches to the nearest 15 minutes for “in” and “out” punches. Punches for meal periods round based upon the total minutes taken for the unpaid time taken during meal periods. These practices are consistent with the FLSA and have been approved by the U.S. Department of Labor. (B) The actual punch appears on the time record, however, the Shift, Daily, and Cumulative totals are rounded. Rounding does not change the employee’s regularly scheduled work times nor does it change the early or late indicators on the employee’s electronic time record. (C) In order to round to 15 minutes, the actual rounding occurs on punches between 7 and 8 minutes. Punches at the beginning of the shift and the end of the shift round based on the actual punch time. For example, punches from 7:53 AM to 8:07 AM round to 8:00 AM, punches from 8:08 AM to 8:22 AM round to 8:15 AM. (D) Punches that occur mid-shift such as those associated with an unpaid meal break round based on the total minutes taken for the unpaid time. For example, if the lunch punch out is 12:07 PM and the lunch punch in is 12:44 PM the lunch period is 37 minutes in length, therefore the total lunch time is rounded to 30 minutes. If a lunch punch out is 12:07 PM and lunch punch in is 12:45 PM the lunch period is 38 minutes and therefore the total lunch time is rounded to 45 minutes. The following graphic represents these rounding rules. (4) Missed Punches and Adjustments. (A) Supervisors are required to review their assigned employees’ time records on a daily basis and should edit or adjust an employee’s time record only when [xx-xx-16] 7 [1041] the record contains a mistake (e.g., when incorrect leave information is entered, as a result of a “missed or double punch”) or when exception hours need to be entered or edited in the record. (B) For purposes of this policy, a “missed punch” includes failure to clock in or out at the beginning or end of a workday, meal time, or absence from work during the workday for personal reasons. Employees who miss a punch should notify their supervisor of their missed punch and under no circumstances may an employee adjust their own time record. Employees who consistently miss recording their time in the KRONOS system may be subject to disciplinary action up to and including termination. (C) Employees should work with their supervisors to correct any error in their time records as soon as is the error is detected to avoid any inaccuracies or delays in pay or leave balances. Likewise, employees should work with their supervisors to ensure that any exception hours are reflected accurately and completely on their time records. (D) Employees should first address any concerns regarding their time record to their supervisor. If the supervisor is unable to resolve a concern to an employee’s satisfaction, either the employee or the supervisor may elect to forward the concern to a higher-level supervisor or Department Head for resolution, who should consult with the Human Resources and/or Legal departments as is needed to resolve the issue. (5) Power/System failures. (A) Time clocks generally will continue to collect data during power outages or when it appears as if the clock or system is malfunctioning. In the event of a power outage or a suspected clock or system malfunction, employees should continue to record their time-in and/or time-out and immediately inform their supervisor of the system issue. Employees shall also maintain an independent paper record of hours worked and communicate such information to their supervisor by the end of the employee’s next work day. The supervisor will note the times that may need adjusting but will not make adjustments based on an employee’s independent records (or other information) until it is confirmed that the system did not collect an employee’s clock/punch/swipe ins or outs during the period in question. (B) Supervisors shall immediately notify payroll personnel in the Human Resources Department of any time clock issue and enter an IT help desk request regarding any KRONOS system problem. (j) Prohibited Conduct; Disciplinary Action (1) Falsification, misrepresentation, tampering with, or unauthorized viewing of time records is strictly prohibited. Such actions constitute theft if they result in an employee receiving compensation for time not actually worked. [xx-xx-16] 8 [1041]  (2) An employee found to have engaged in any of the following conduct shall be subject to disciplinary action, up to and including termination: (A) Working “Off the Clock”; (B) Any attempt to tamper with timekeeping hardware or software; (C) Falsification of hours actually worked; (D) Excessive missed punches without a valid excuse; (E) Clocking/punching/swiping in or out for another employee (a.k.a. “buddy punching”); (F) Asking someone, including but not limited to another employee, to clock/punch/swipe in or out on behalf of an employee; (G) Interfering with another employee’s use of KRONOS; (H) Unauthorized viewing of another employee’s time in KRONOS; (I) Any and all other attempts to defraud, steal time, or otherwise be dishonest for the benefit of oneself or any other person; and (J) Any other failure to comply with the provisions of this policy and any related procedures. (3) Any supervisor who becomes aware of any of the above by another employee is required to report such activity to either that employee’s supervisor, Department Head, the Human Resources Department, or the City Manager. [11-13-14; 02-04-16] [xx-xx-16] 9 [1041]