Regional Business License and Permits Program

AGENDA

Regional Business License and Permits Program Oversight Group Quarterly Meeting

June 5, 2018 – 2:30 PM

Washoe County Administrative Complex 1001 E. Ninth Street, Reno

Caucus Room, Second Floor, Building A Washoe County, NV

Oversight Group

Reno City Manager – Sabra Newby Sparks City Manager – Steve Driscoll

Washoe County Manager – John Slaughter District Health Officer – Kevin Dick

Douglas County Community Development Director – Mimi Moss

Public Notice: This agenda has been physically posted in compliance with NRS 241.020(3) (notice of meetings) at Reno City Hall, One East 1st Street, Reno, NV; Washoe County Administrative Office, 1001 E. Ninth Street, Reno, NV; Sparks City Hall, 431 Prater Way, Sparks, NV; Washoe County Health District, 1001 E. Ninth Street, Reno, NV; Washoe County Downtown Reno Library, 301 South Center Street, Reno, NV; Evelyn Mount Northeast Community Center, 1301 Valley Road, Reno, NV; McKinley Arts and Culture Center, 925 Riverside Drive, Reno, NV; Reno Municipal Court, One South Sierra Street, Reno, NV; and Reno-Sparks Convention and Visitors Authority, 4001 South Virginia Street, Suite G, Reno, NV. Douglas County Administration Building 1616 8th Street, Minden, NV; Douglas County Public Library, Minden, NV; Minden Inn Administration Building, 1594 Esmeralda, Minden, NV; US Post Office-Minden, 1640 U.S. Hwy. 395, Minden, NV; Judicial & Law Enforcement Center, 1038 Buckeye Rd., Minden, NV. In addition, this agenda has been electronically posted in compliance with NRS 241.020(3) at the following websites: www.washoecounty.us/technology; www.reno.gov; www.cityofsparks.us, www.douglascountynv.gov and https://notice.nv.gov/ per NRS 232.2175. Accommodations: Reasonable efforts will be made to assist and accommodate physically disabled persons attending the meeting. Please contact the Washoe County Technology Services Dept. at 775-328-2352 in advance so that arrangements can be made. Supporting Material: Support materials are posted on the respective websites when they are provided to the governing body; or, if provided during a meeting, support materials will be posted on the websites within 24 hours after the conclusion of the meeting. Support materials are also available at Washoe County Technology Services and at the scheduled meeting location on meeting day. The designated contact to obtain support materials is Sara DeLozier in Technology Services, 775-328-2352, 1001 E. Ninth St., Reno, NV, Bldg. C, 2nd Floor and on the following websites: www.washoecounty.us/technology; www.reno.gov; www.cityofsparks.us. Pursuant to NRS 241.020(6), supporting material is made available to the general public at the same time it is provided to the Oversight Group. Order of Business: Discussion may be delayed on any item on this agenda, and items on this agenda may be taken out of order, combined with other items and discussed as a block, or removed from the agenda. Items scheduled to be heard at a specific time will be heard no earlier than the stated time, but may be heard later. Public Comment: A person wishing to address the Oversight Group shall submit a “Request to Speak” form to the recording secretary. Public comment, whether on action items or general public comment, is limited to three (3) minutes per person. Unused time may not be reserved by the speaker, nor allocated to another speaker. No action may be taken on a matter raised under general public comment until the matter is included on an agenda as an item on which action may be taken. The presiding officer may prohibit comment if the content is willfully disruptive of the meeting by being repetitious, slanderous, offensive, inflammatory, irrational or amounting to personal attacks or interfering with the rights of other speakers. Any person making willfully disruptive remarks while addressing the Oversight Group or while attending the Oversight Group meeting may be removed from the room by the presiding officer, and the person may be barred from further audience before the Oversight Group during that session of the Oversight Group meeting. See NRS 241.030(4)(a); RMC §§8.12.024, 8.12.027; Nevada Attorney OMLO 2001-22/AG File No. 00-047. (April 27, 2001); Nevada Open Meeting Law Manual, §7.06. Examples of disruptive conduct include, without limitation, yelling, stamping of feet, whistles, applause, heckling, name calling, use of profanity, personal attacks, physical intimidation, threatening use of physical force, assault, battery, or any other acts intended to impede the meeting or infringe on the rights of the Oversight Group, staff, or meeting participants.

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A. Roll Call

B. Public Comment – Comments heard under this item will be limited to three (3) minutes per person and may pertain to matters both on and off the agenda. Each person addressing the Oversight Group shall give his name and shall limit the time of their presentation to three (3) minutes per NRS 241.020(2)(d)(7).

C. Approval of Agenda – June 5, 2018 (For Possible Action)

D. Announcement and Congratulations to Douglas County, NV on their Accela go-live;

Monday, May 7, 2018.

E. Presentation, discussion and possible direction to the Fiscal Manager (Washoe County) based on the Fiscal Manager’s June 5th financial report to include the Outstanding Accela contractual item: Administrative Enforcement and final payment of the holdback not to exceed $129,811.00. (For Possible Action)

F. Update of the December Oversight FY18-19 Accela Subscription fees approval amount

of the not to exceed $460,000 to compare to the actual Accela Trueup Report dated May 31, 2018.

G. Update regarding the interface agreement between the Nevada Secretary of State’s Nevada Business Portal (Silverflume) and the Oversight Group Members

I. Updates from the Accela Regional Coordinating team:

1. Accela use and regional on-line payment statistics; 2. Washoe County Assessor’s new system (GSA); 3. Legal confidentiality of data as reflected in Accela, 4. E-Payments through Accela Citizen Access (ACA); and 5. Regional coordination efforts for July 1 Fee schedules:

a) Washoe County Health District’s fees in Accela; and b) Regional Road Impact Fees Increase.

J. Announcements/Reports/Updates - Oversight Group member announcements/

reports/updates from members concerning the regional business license and permits project. Requests for information and any ideas and suggestions for the project.

K. Identification of future agenda items for the next quarterly meeting of the Oversight Group on September 4, 2018, at 2:30 p.m.

L. Public Comment – Comments heard under this item will be limited to three (3) minutes per

person and may pertain to matters both on and off the agenda. Each person addressing the Oversight Group shall give his name and shall limit the time of their presentation to three (3) minutes per NRS 241.020(2)(d)(7).

M. Adjournment (For Possible Action)

1

Regional License and Permits Program

Quarterly Meeting of the

Oversight Group Meeting

June 5, 2018

2

▪ Congratulations to Douglas County, NV on their go live Monday May 7. 2018!

– Next steps are for ACA public searching and ACA use in the Fall.

▪ Fiscal Manager’s June 5th Financial report

– The project implementation has now been fully paid

▪ Contingency of $87,369.66 has not been used

▪ Contract withholding was released as all Contractual items were completed

Oversight Agenda Item D & E

3

▪ Update of the FY 18-19 Accela Annual Subscription Fees– Oversight Group approved $460,000 as not to exceed amount

for FY 18-19 combined subscription (all agencies); included the following for licenses:

▪ 427 Accela Automation

▪ 159 Accela Mobile Licenses

– As compared to the Trueup report dated 5/31/18: Final invoice will be under budget and is estimated at $399,778.32.Final license count is estimated at:

▪ 407 Accela Automation

▪ 119 Accela Mobile Licenses

– Payment expected by July 10, 2018 to Accela

Oversight Agenda Item F

4

Oversight Agenda Item F (cont.,)▪ FY 18-19 Subscription Fees details:

– Contract (base) payment of $365,362.32▪ 381 AA licenses & 113 AMO licenses

– Additional AA license cost = $30,888.00▪ 26 AA licenses @ 99.00 each per month

– Additional AMO license cost = $3,528.00 ▪ 6 AMO licenses @ 49.00 each per month

▪ TOTAL FY1819 Invoice anticipated: – $399,778.32 (407 AA/119 AMO)

▪ Looking ahead to FY1920– 3% increase per contract next fiscal– Renegotiations with Accela to a potential Enterprise license– Less tedious annual ‘Trueup’ Subscription count process

5

Oversight Agenda Item F (cont.,)

▪ FY 18-19 Subscription Fees details:

–Agency Breakdowns

▪ TOTAL: $399,778.32 (407 AA/119 AMO)

6

▪ Silverflume State Business License update

–Accela and Truepoint assisted with final interface

–ARC and tech team currently testing and working with the State to set a move to Production date

–Anticipated for July, 2018

Oversight Agenda Item G (cont.,)

7

1. Accela Use and Regional Online Payment Statistics:

▪ 2nd quarter 2018 stats 3/1/18-5/30/18:

Item I: Updates from the Accela Regional Coordinating Team

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2. Washoe County Assessor’s new system GSA

3. Legal Confidentiality of data as reflected in Accela– Request to redact Peace Officer’s information in Accela Citizen Site

(ACA). Initial request has been met.

– Washoe has created a policy and is collaborating with the agencies on a business process for confidential information display.

4. E-Payments through ACA; (May 2019 Contract renewal or expiration)

5. Regional Coordination efforts for July 1 Fee schedules

- Washoe District Health

- Regional Road Impact Fees - Involves the Building departments at Washoe, Reno, Sparks

Item I: Updates from the Accela Regional Coordinating Team

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▪ Any Announcements/Reports/Updates?

▪ Next Quarterly Meeting date of the Oversight Group

– Tues. September 4, 2018 - 2:30 pm Washoe County

– Future agenda items and ongoing meeting schedule

Item J & K: Announcement/Reports/Updates & Future Agenda Items

10

L. Public Comment

M. Adjournment

Accela Government Software Contract (includes all agencies)

Year 1 Subscription 281,964.72$

Year 2 Subscription 281,964.72

Year 3 Subscription 281,964.72

Year 4 Subscription 351,145.76

Year 4 Subscription - Douglas 10,692.00

Consulting/Implementation 1,298,109.93

Contingency* 87,369.66

Change Request 148,000.00

Accela Total Contract Obligation 2,741,211.51$

Accela Government Software Invoices - Paid

Year 1 Subscription 281,964.72$

Year 2 Subscription 281,964.72

Year 3 Subscription 281,964.72

Year 4 Subscription 351,145.76

Year 4 Subscription - Douglas 10,692.00

Consulting/Implementation Fees 1,298,109.93

Progress Payments: #1 through #8 133,200.00

Change Request Final 10% 14,800.00

Total (Excluding Contingency) 2,653,841.85$

*Note: Consulting & Implementation Fees paid to Accela do not include contingency

Downtime Credit - December 2016 (3,524.56)

Washoe County & Health District

Year 1 Subscription 129,492.71$

Year 2 Subscription 129,492.71

Year 3 Subscription 129,492.71

Year 4 Subscription 149,947.36

Consulting & Implementation Fees Paid 514,145.81

Change Request 67,636.00

Total 1,120,207.30$

City of Sparks - Invoiced by Washoe County

Year 1 Subscription 37,030.86$

Year 2 Subscription 37,030.86

Year 3 Subscription 37,030.86

Year 4 Subscription 73,766.52

Consulting/Implementation/Contingency Fees Paid 411,511.66

Change Request 44,104.00

Total Invoiced 640,474.76$

Total Paid to Washoe 640,474.76$

-$

City of Reno - Invoiced by Washoe County

Year 1 Subscription 115,441.15$

Year 2 Subscription 115,441.15

Year 3 Subscription 115,441.15

Year 4 Subscription 127,193.24

Consulting/Implementation/Contingency Fees Paid 363,020.00

Change Request 36,260.00

Total Invoiced (Includes Interest) 872,796.69$

Total Paid to Washoe 698,001.26$

174,795.43$

Douglas County

Year 4 Subscription 10,692.00

Total Invoiced (Includes Interest) 10,692.00$

Total Paid to Washoe 10,692.00$

-$

Regional Business License and Permits Program

June 2014 - June 5, 2018

Balance Due to Washoe utilizing Loan Option

Balance Due to Washoe - Not invoiced to the City of Sparks

Balance Due to Washoe utilizing Loan Option

Prepared by: Crystal Varnum

Comptroller's Office

775-328-2564

cvarnum@washoecounty.us

Agency

Accela Trueup

License Report

Count for FY1819:

Discrepancies/Planned

Additions

Agency Final

Trueup Report

Count for

FY1819

AA: 132 minus 2 Admin accts 130

Mobile: 50 Minus 1 49

AA: 158 8 placeholders minus 4 admin accts 162

Mobile: 39 Minus 9 30

AA: 80 Minus 1 admin acct 79

Mobile: 31 Minus 1 30

AA: 38 Minus 2 admin 36

Mobile: 10 10

AA: 2 Minus 2 Admin Accts 0

Mobile: 0

Totals: AA 410 407

Totals: Mobile 130 119

Accela Trueup Report for FY1819 Subscriptions May 31, 2018