2020-09-22 FEDRAC Packet - RegularFINANCE/ECONOMIC DEVELOPMENT/REGIONAL AFFAIRS COMMITTEE
[FEDRAC]
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TUESDAY – September 22, 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 – AUGUST 25, 2020 3 A.GRESSETT
5 MINUTES
ACTION
9/22 Committee
B. PROFESSIONAL SERVICES AGREEMENT FOR COST
ANALYSIS OF ARCHITECHTURE AND ENGINEERING 9 S.BRIDGEFORD
5 MINUTES
ACTION
10/6 Council Consent
RESOLUTION AMENDING THE FUND BALANCE RESERVE
POLICY
19 A.ARIWOOLA
5 MINUTES
ACTION
10/6 Council Consent
D.VOUCHERS – AUGUST 2020 27 A.ARIWOOLA
5 MINUTES
ACTION
10/6 Council Consent
E.MONTHLY FINANCIAL REPORT – AUGUST 2020 83 A.ARIWOOLA
5 MINUTES
ACTION
10/6 Council Consent
F. RESOLUTION TO CLOSE A COMPROMISED BANK
ACCOUNT 99 A.ARIWOOLA
5 MINUTES
ACTION
10/6 Council Consent
4.OTHER Utility Tax Update
5.FUTURE AGENDA ITEMS
NEXT MEETING: OCTOBER 27, 2020 @ 5:00 P.M. City Staff:
Hoang Tran, Chair Adé Ariwoola, Finance Director
Linda Kochmar Autumn Gressett, Contract Administrator
253-835-6914
C.
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City Council
Finance/Economic Development/Regional Affairs Committee
Tuesday, August 25, 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 5:01 p.m.
COMMITTEE MEMBERS VIA ZOOM: Chair Tran; Council President Honda in place of Councilmember
Kochmar.
COUNCILMEMBERS VIA ZOOM: Councilmember Baruso and Councilmember Assefa – Dawson.
STAFF MEMBERS VIA ZOOM: Finance Director Adé Ariwoola; City Attorney Ryan Call; IT Staff Xiao
Guo; Executive Assistant to the Council Jeri-Lynn Clark; Public Works Director EJ Walsh; Public Works
Deputy Director Desiree Winkler; Community Development Director Brian Davis; and Contract
Administrator Autumn Gressett.
PUBLIC COMMENT: No public comment
EXCUSED COMMITTEE MEMBERS: Chair Tran excused Councilmember Kochmar
A. Approval of Summary Minutes – July 25, 2020 Meeting
Motion made by Council President Honda to approve the minutes from July 25, 2020 as written;
motion seconded by Chair Tran and carried 2-0.
B. Surplus of Public Works and Parks Vehicles: Presented by Public Works Director EJ Walsh.
PW Director Walsh stated that PW is requesting permission to surplus alternate vehicles,
similar to what has been done in prior years. PW Director listed the various trucks that have
fulfilled their lifecycle cost and have already been approved for replacement. In lieu of
surplusage of these listed vehicles, PW is requesting to surplus vehicles in worse condition.
Additional reserves will not be collected on the vehicles requesting to be kept, when vehicles
have reached their lifecycle, PW will return to committee with a similar request as today. This
type of program has been done in previous two years as well.
Council President Honda asked if staff will have enough vehicles to utilize if the city surpluses
the four vehicles. PW Director Walsh stated that the City is short on vehicles, but PW is not
currently asking to expand the fleet.
Council President Honda asked what will be done to the vehicles; PW Director Walsh stated
that the City uses Department of Enterprise Services, DES will pick up the vehicles to auction
during the State Surplus Vehicle auction. State gives proceeds to the City (minus 3%).
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Council President Honda asked how much the City should expect to receive; PW Director
Walsh stated last year the City saw between $800-$2500, expects these vehicles to sell for
about the same.
Finance Director Ariwoola asked for clarification of the vehicles listed on the presentation. PW
Director Walsh clarified that 82441 was part of the 2020 budget for vehicle replacement, this
vehicle was replacement with 82442. The City still owns 82441, as part of the 2020 budget this
vehicle was approved to be surplus once 82442 was purchased and fitted out. In lieu of surplus
82441, PW is asking to surplus 81170 instead and keep 82441. Then 82441 will be transferred
to the Parks Department to replace a 1997 Chevy.
Council President Honda asked if we have other vehicles in similar situations. PW Director
Walsh confirmed that the City does; approximately 2/3 of Parks Department.
Chair Tran agreed with PW Director Walsh that it makes sense to surplus the older, more
expensive vehicles.
Motion made by Council President Honda to forward Option 1, to the September 1, 2020
consent agenda for approval; motion seconded by Chair Tran and carried 2-0.
C. Purchase of Tow-Behind Truck Loader – Leaf Vacuum - Presented by Public Works Deputy
Director Desiree Winkler.
PW Deputy Director Winkler showed a picture of the Tow-Behind Truck Loader – Leaf Vacuum
being utilized by a worked. In 2018, PW started performing right-of-way landscape maintenance in
house. Staff determined that great efficiencies would be obtained via use of a tow-behind truck
loader/leaf vacuum. PW already has sufficient existing budget and is not asking for additional
funds to purchase this equipment. In addition, this equipment will be able to be utilized by the
Parks Department for increased efficiency as well.
Financial impact to the existing Public Works Streets Operation Budget (101 Fund) will be
$13,179.19. Pricing is based on State Contract Pricing.
Council President Honda asked if the Parks department will share in the cost. PW Deputy Director
Winkler stated that equipment is shared across departments and that Parks will not be asked to
share in cost.
Council President Honda asked what the life span of the equipment will be? PW Deputy Director
Winkler stated that she is not exactly sure, as it depends on total use but that she can get back to
CP Honda with an answer.
Councilmember Baruso asked why this particular model was chosen. PW Deputy Director Winkler
stated that after research of many models, all were comparable. This one was chosen based on
having the best price on state contract.
Chair Tran stated that he has always been in favor of using automation and technology to help
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staff with efficiency and agrees with this purchase.
Motion made by Council President Honda to forward Option 1, to the September 1, 2020
consent agenda for approval; motion seconded by Chair Tran and carried 2-0.
D. Amendment No.1 to Goods and Services Agreement for Abatement of Unfit Premises –
Presented by Community Development Director Brian Davis
Community Development Director Davis stated that the Code Enforcement division deals with
properties in which there is no response after complaints are received. Once this point is reached,
Code Enforcement has to perform the abatement of the nuisance property. The property in
question had no response from owners or tenants. This work is hired out to a professional
abatement company, the original contract was just under $20,000. However, after the cleanup
took place, the squatters inside the house threw all of the contents from the inside of the home
to the outside. This led to additional cleanup that was unforeseen by the City and the Contractor
during their initial bid, but the City does not want to leave this for the neighbors or community to
look at. The additional cleanup will push the contract pricing over $20,000. Community
Development is seeking approval for the additional cleanup.
Councilmember Assefa-Dawson asked how we will recoup the cost of the abatement. The City will
place a lien on the property and when the property sells there will be potential for recouping the
cost.
Motion made by Council President Honda to forward Option 1, to the September 1, 2020
consent agenda for approval; motion seconded by Chair Tran and carried 2-0.
E. VOUCHERS – July 2020: Presented by Ade Ariwoola, Finance Director.
Finance Director Ariwoola summarized the July 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.
Motion made by Council President Honda to forward the July Vouchers to the September 1,
2020 consent agenda for approval; motion seconded by Chair Tran and carried 2-0.
F. MONTHLY FINANCIAL REPORT – July 2020: Presented by Finance Director Adé Ariwoola.
Finance Director Ariwoola summarized the July 2020 Monthly Financial Report. Notable areas
include:
• Sales tax
• Property tax
• Court revenue
• Admissions tax
• Business License fees
• Federal Way Community Center
• REET
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• Traffic Light Fund
Chair Tran asked what we can do to enforce business licensing. Finance Director Ariwoola stated
that we send them letters. In addition, now that the City has access to the State system, we are
able to see if a business is registered in City of Federal Way. If they are, but have no City license,
then they are sent a notice.
Council President Honda asked if the City is seeing commercial buildings selling as well as
residential market. Finance Director Ariwoola stated that he is seeing refinancing of properties
but a decline in actual sales.
Chair Tran asked if the Federal Way Community Center will be extending memberships for the
patrons who purchased a year long membership but were unable to utilize their membership due
to COVID. Finance Director stated that FWCC suspended monthly charges during the closure,
most patrons pay a monthly fee not annual all at once. However, if there is a patron that did, then
FWCC would be happy to make it right for them
Chair Tran asked why the police department total overtime budget is projecting 22.4% above
2020 YTD budget. Finance Director Ariwoola stated that he asked Chief Huang this question as
well. This is due our involvement with the Sound Cities Coordinated Response in other cities such
as Seattle and Bellevue.
Council President Honda in the event we would need assistance from another city one day, how
do we go about asking for assistance, do we just put a call out to other cities. Finance Director
Ariwoola stated that this was his understanding of the process.
Council President Honda asked for a list of businesses who were given a gra nt during phase 1 and
how many businesses applied for grants during phase 2. Finance Director will have a special check
run for these grants. As for Phase 1, finance has been working through verifying business
information and eligibility.
Council President Honda asked if any busineses have closed in Federal Way due to the shutdown.
Finance Director Ariwoola confirmed that a couple have closed. Names of businesses can be
confirmed with Economic Development Director Tim Johnson.
Motion made by Council President Honda to forward the July 2020 Monthly Financial Report to
the September 1, 2020 consent agenda for approval; motion seconded by Chair Tran and carried
2-0.
G. Advanced Travel Ordinance: Presented by Finance Director Adé Ariwoola.
Finance Director Ariwoola summarized the history of the Advanced Travel Ordinance. This
account has been left open, but due to utilizing a City card for travel, this account can now be
closed to ensure it does not get forgotten.
Council President Honda asked to confirm that this account has not been used since 2015.
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Finance Director Ariwoola confirmed this.
Motion made by Council President Honda to forward Option 1 to the September 1, 2020 consent
agenda for approval; motion seconded by Chair Tran and carried 2-0.
OTHER: Finance Director Ariwoola gave a Utility Tax update. We are working with
Lakehaven to recoup the March, April and May 2018 amount. This may end up
being a settlement. Finance Director Ariwoola reminded the committee that by
receiving the Utility Tax we are losing the franchise fee.
Council President Honda also asked when the budget will be delivered to council.
Finance Director Ariwoola confirmed that it will be delivered September 15, 2020.
The budget will become public record at that time as well.
NEXT MEETING: September 22, 2020
MEETING ADJOURNED: The meeting was adjourned at 6:10 p.m.
Attest: Approved by Committee:
Autumn Gressett, Contract Administrator Date
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