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2020-08-25 FEDRAC MinutesN%L . Fed( -eai Way 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 Ade 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%). Tuesday, August 25, 2020 ----------- - -�___ -- --- _ --- — -- - Page 1 Fe di --al Wav 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 Tuesday, August 25, 2020 Page 2 Urrui -4k Federal Way 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 Ade Ariwoola. Finance Director Ariwoola summarized the July 2020 Monthly Financial Report. Notable areas include: ® Sales tax • Property tax • Court revenue a Admissions tax • Business License fees • Federal Way Community Center • REET Tuesday, August 25, 2020 Page 3 CITY lit • Federal Way 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 grant 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 Ade 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. Tuesday, August 25, 2020 Page 4 Federal Way 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: I �f"YT�l I Allu Autumn oressett, Contract Administrator .1 Approved by Committee: Date V-tlC iI IV/I ,/ oIZ1 +'� v i n -7106iY1 Tuesday, August 25, 2020 Page 5