2020-08-25 FEDRAC Packet - RegularFINANCE/ECONOMIC DEVELOPMENT/REGIONAL AFFAIRS COMMITTEE
[FEDRAC]
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TUESDAY – August 25, 2020
5:00 P.M. AGENDA
1.CALL TO ORDER
2.PUBLIC COMMENT
3.COMMITTEE BUSINESS
Topic Title/Description
Page # Presenter/
Time Allotted
Action or
Discussion
A.APPROVAL OF SUMMARY MINUTES – JULY 28, 2020 3 A.GRESSETT
5 MINUTES
ACTION
8/25 Committee
B.SURPLUS OF PUBLIC WORKS AND PARKS VEHICLES 7 E.WALSH
5 MINUTES
ACTION
9/1 Council Consent
C. PURCHASE OF TOW-BEHIND TRUCK LOADER – LEAF
VACUUM 9 D.WINKLER
5 MINUTES
ACTION
9/1 Council Consent
D. AMENDMENT NO. 1 TO GOODS AND SERVICES
AGREEMENT FOR ABATEMENT OF UNFIT PREMISES 11 B.DAVIS
5 MINUTES
ACTION
9/1 Council Consent
E.VOUCHERS – JULY 2020 17 A.ARIWOOLA
5 MINUTES
ACTION
9/1 Council Consent
F.MONTHLY FINANCIAL REPORT – JULY 2020 59 A.ARIWOOLA
5 MINUTES
ACTION
9/1 Council Consent
G.ADVANCED TRAVEL ORDINANCE 75 A.ARIWOOLA
5 MINUTES
ACTION
9/1 1st Reading Ordinance
4.OTHER Utility Tax Update
5.FUTURE AGENDA ITEMS
NEXT MEETING: SEPTEMBER 22, 2020 @ 5:00 P.M. City Staff:
Hoang Tran, Chair Adé Ariwoola, Finance Director
Mark Koppang Autumn Gressett, Contract Administrator
Linda Kochmar 253-835-2527 1
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Tuesday, July 28, 2020 Page 1
City Council
Finance/Economic Development/Regional Affairs Committee
Tuesday, July 28, 2020 5:00 p.m.
SUMMARY MINUTES
Meeting held remotely via Zoom
CALL TO ORDER: Council Chair Hoang Tran called the meeting to order at 5:00 p.m.
COMMITTEE MEMBERS VIA ZOOM: Chair Tran, Councilmember Koppang, and Councilmember
Kochmar.
COUNCILMEMBERS VIA ZOOM: Council President Honda; Councilmember Baruso; and Councilmember
Assefa – Dawson.
STAFF MEMBERS VIA ZOOM: Finance Director Adé Ariwoola; City Attorney Ryan Call; IT Director
Thomas Fichtner; Executive Assistant to the Council Jeri-Lynn Clark; and Administrative Assistant II
Dana Almberg.
PUBLIC COMMENT: No public comment
A.Approval of Summary Minutes – June 23, 2020 Meeting
Motion made by Councilmember Kochmar to approve the minutes from June 23, 2020 as
written; motion seconded by Councilmember Koppang and carried 3-0.
B.Civic Plus – SeeClickFix for Eyes on Federal Way: Presented by IT Director Thomas Fichtner.
IT Director Fichtner stated that at the 2020 State of the City Address, the Mayor announced
the Eyes of Federal Way initiative which consisted of a smart phone app that allows residents
and visitors to report any issues to the City in a simple, easy to use interface.
The IT Department After touring cities surrounding Federal Way the City narrowed the search
for the app down to two platforms. After thorough examination of the features, capabilities,
integrations and price of the two systems, the SeeClickFix platform by Civic Plus was the
recommended platform to move with. There are several neighboring Cities currently using
this program.
The cost to the City will be $48,400 for the Year 1, this amount is included in the proposed
2020 Budget Amendment. After Year 1, the initial renewal term will have a base amount of
$41,000 with the annual percentage increase along with any applicable taxes, which will be
included as part of the IT Department’s proposed budget for the 2021/2022 Budget.
The Council asked various question on how the app will work. IT Director Fichtner said a lot of
how the app will work still needs to be worked out. He also stated that there is still the option
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Tuesday, July 28, 2020 Page 2
for people to make a report online, and of course directly calling the city. The software has
the capability to know your location.
Motion made by Councilmember Koppang to forward Option 1, to the August 11, 2020 consent
agenda for approval; motion seconded by Councilmember Kochmar and carried 3-0.
C.Microsoft Enterprise Agreement: Presented by IT Director Thomas Fichtner.
IT Director Fichtner gave an overview of the proposed request to approve the 3-year Microsoft
Enterprise Agreement with Insight Public Sector, Inc. He stated that the City has maintained an
Enterprise Agreement (EA) with Microsoft since 2008. The EA provides licensing for all of the City’s
Microsoft software ranging from the Windows desktop operating system, Office productivity suite,
Exchange/Outlook email system, SQL database and Windows Server platforms. The EA also
provides many benefits to the City such as technical support and Software Assurance for licensed
products which includes version upgrades to the latest release of the software, staff training
resources for Windows, Office and other products.
The EA renewal is split into three payments. The three payments are taken from 2020, 2021 and
2022 budgets respectively. The total cost to the City for the entire agreement is $389,168.99
inclusive of a 10% tax. The IT Department has budgeted a total amount of $109,045 for the
Microsoft Enterprise Agreement. Included in the proposed 2020 Budget Amendment is an
additional $20,000 to cover the Windows 7 Extended Security, which brings a total budgeted
amount of $129,045. The additional $4,814 will be absorbed by savings within the IT fund. For
years 2 and 3, the additional $18,610.44 will be included as part of the IT Department’s proposed
budget for 2021/2022 Budget.
Microsoft is pushing adoption of their Microsoft 365 cloud platforms, which include many
additional features and licensing advantages over traditional on-premise licensing models,
therefore we will be moving towards a hybrid approach that blends both on-premise as well as
Microsoft 365 that allows the City to reduce the amount of licenses it needs due to the Microsoft
365 platform licensing up to 5 devises per user. This will allow the City to pilot the Microsoft 365
cloud and figure out the best way to deploy it to users City-wide.
Motion made by Councilmember Kochmar to forward Option 1, to the August 11, 2020 consent
agenda for approval; motion seconded by Councilmember Koppang and carried 3-0.
D.VOUCHERS 06/16/2020-07/15/2020 AND PAYROLL VOUCHERS 06/01/2020-06/30/2020:
Presented by Ade Ariwoola, Finance Director.
Finance Director Ariwoola summarized the June vouchers, and there were no questions. Council
President Honda sent some questions through email earlier to the Finance Director and the
questions were answered and sent back to all Councilmembers.
To clarify, each time we buy a new police car, we need to equip them with computers, etc. In
addition to buying new cars, we are also replacing some of old patrol cars. We replace laptops
faster than we do vehicles.
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Regarding consultants, most of them are engineers we contract with that we uti lize in Public
Works, these are typically for design or right-of-way inspections.
Chair Tran thanked Council President Honda and Councilmember Baruso for asking great
questions and he thanked Finance Director Ariwoola for his quick response.
Motion made by Councilmember Koppang to forward the May Vouchers to the August 11, 2020
consent agenda for approval; motion seconded by Councilmember Kochmar and carried 3-0.
E.MONTHLY FINANCIAL REPORT – June 2020: Presented by Finance Director Adé Ariwoola.
Finance Director Ariwoola summarized the June 2020 Monthly Financial Report. Notable areas
include:
•Sales tax
•CD Permits & Fees
•Utility tax
•Business License Fees
Finance Director Ariwoola gave a Utility Tax update as part of this report. We received a check
from Lakehaven on Friday, July 24, 2020 in the amount of $1.6 Million, which was deposited into
our account. We are working with them to recoup the March, April and May 2018 amount.
Motion made by Councilmember Kochmar to forward the June 2020 Monthly Financial Report
to the August 11, 2020 consent agenda for approval; motion seconded by Councilmember
Koppang and carried 3-0.
OTHER: Finance Director Ariwoola announced that this will be Councilmember Koppang ’s last
Committee meeting. He relayed how much he has enjoyed working with Councilmember
Koppang and he will be strongly missed. He also announced that this evening will be
Administrative Assistant Almberg’s last meeting as well.
Chair Tran also expressed his gratitude and well wishes for Councilmember Koppang.
NEXT MEETING: August 25, 2020
MEETING ADJOURNED: The meeting was adjourned at 5:47 p.m.
Attest: Approved by Committee:
Dana Almberg, Administrative Assistant II Date
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