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FEDRAC Packet 09-26-2023COMMITTEE MEMBERS CITY STAFF Hoang Tran, Chair Steve Groom, Finance Director Jack Dovey, Member Thuch Mam, Administrative Assistant Paul McDaniel, Member Finance/Economic Development/Regional Affairs (FEDRAC) Council Committee Meeting Agenda Federal Way City Hall – Council Chambers Tuesday, September 26, 2023 at 5:00 PM To watch meetings online, review agenda materials, and sign-up for public comments, please visit City Council at https://www.cityoffederalway.com. Webinar Link: https://zoom.us/join meeting code: 422 053 447 and passcode: 452084 The City Council may amend meeting agenda and act on items not currently listed. 1.Call to Order 2.Public Comment 3.Committee Business TOPIC/TITLE PAGE # PRESENTER ACTION / DISCUSSION A. Approval of Summary Minutes – July 2023 3 T. Mam ACTION 9/26 - Committee B. Replacement of Vandalized VMS Sign 9 D. Winkler ACTION 10/03 - Council Consent C. Purchase of Replacement Copiers 11 T. Fichtner ACTION 10/03 - Council Consent D. Purchase of Replacement Computers 17 T. Fichtner ACTION 10/03 - Council Consent E. Reclassification of Parks Maintenance Worker I 31 J. Hutton ACTION 10/03 - Council Consent F. Interfund Loan for Community Development Block Grant 35 S. Bridgeford ACTION 10/03 - Council Consent G. American Rescue Plan Act Grant Projects 41 T. Carter ACTION 10/03 - Council Consent H. AP Vouchers 07/15/2023 – 08/16/2023 Payroll Vouchers 07/01/2023 – 07/31/2023 47 C. Donnelly ACTION 10/03 - Council Consent I. AP Vouchers 08/17/2023 – 09/15/2023 Payroll Vouchers 08/01/2023 – 08/31/2023 115 C. Donnelly ACTION 10/03 - Council Consent J. Monthly Financial Report – July 2023 173 S. Groom ACTION 10/03 - Council Consent K. Monthly Financial Report – August 2023 199 S. Groom ACTION 10/03 - Council Consent 4.Other 5.Future Agenda Items: Next meeting is October 24, 2023 at 5 PM. Business Business This page was intentionally left blank. July 25, 2023, FEDRAC Minutes Page 1 Finance / Economic Development / Regional Affairs Committee Tuesday, July 25, 2023 5:00 p.m. – City Hall Council Chambers SUMMARY MINUTES CALL TO ORDER: Chair Tran called the meeting to order at 5:01 pm. COMMITTEE MEMBERS IN ATTENDANCE: Councilmember Dovey, Councilmember Paul McDaniel COUNCIL MEMBERS IN ATTENDANCE: Council President Kochmar, Deputy Mayor Honda, and Councilmember Jack Walsh in person; Councilmember Assefa-Dawson via Zoom. STAFF MEMBERS IN ATTENDANCE: Finance Director Steve Groom; Deputy Finance Director Chase Donnelly; City Attorney Ryan Call; Deputy Police Chief Kyle Sumpter; Director of Economic Development Tanja Carter; Director of Community Development Keith Niven; Senior Planner Evan Lewis; Public Works Director EJ Walsh; IT Director Thomas Fichtner; Parks Director John Hutton; Parks Deputy Director Jason Gerwen; and Community Development Office Manager Samantha Homan. PUBLIC COMMENT: Ben Taylor with the Master Builders Association of King and Snohomish Counties provided written comment. A. Approval of Summary Minutes – June 27, 2023 Meeting Motion to approve the June 27, 2023 minutes as written. •Moved: Dovey •Seconded: McDaniel •Passed: 3-0 B. ORDINANCE-Residential Open Space Subdivision & Zoning Code Amendments: Presented by Senior Planner Evan Lewis Evan Lewis presented on proposed code amendments to Title 18 and 19 of the Federal Way Revised Code. The proposed amendments are intended to improve the consistency of open space definitions and requirements between and among housing types and zones; clarify aspects of Federal Way’s residential open space requirements, implement Housing Action Plan; and update the method for calculating open space for subdivisions. There are no costs to the city for adopting the proposed code amendments. Motion to forward the proposed request to the August 8, 2023 consent agenda for approval. •Moved: McDaniel •Seconded: Dovey •Passed: 3-0 Page 3 of 219 July 25, 2023, FEDRAC Minutes Page 2 C. ORDINANCE- Residential Open Space Comprehensive Plan Amendments: Presented by Senior Planner Evan Lewis. Evan Lewis presented on proposed code amendments to the Federal Way Parks, Recreation and Open Space (PROS) plan. Proposed code amendments include removing language that requires subdivisions to prosed open space for 15% of the gross land area and updating the method of calculating residential open space for single family subdivisions. Motion to forward the proposed request to the August 8, 2023 consent agenda for approval. • Moved: Dovey • Seconded: McDaniel • Passed: 3-0 D. New Position Code Compliance Supervisor: Presented by Community Development Director Keith Niven Community Development Director Keith Niven requested addition of a new 1.0 FTE Code Compliance Supervision position. The new position would serve as a supervision with the intent increasing proactiveness in the Code Compliance Department. Financial impacts would include General Fund encumbrances of $44,490 in 2023 (assuming September- December employment) and $138,128 in 2024. Motion to forward the proposed request to the August 8, 2023 consent agenda for approval. • Moved: McDaniel • Seconded: Dovey • Passed: 3-0 E. Converting two part-time records specialist positions to quartermaster: Presented by Deputy Chief of Police Kyle Sumpter Deputy Chief of Police Kyle Sumpter requested converting two vacant part-time records specialist positions to one quartermaster position, creating a quartermaster coordinator position. Financial impact would be $16,020 per year to convert an entry-level records specialist position to an entry level quartermaster position, and $11,592 to convert the senior quartermaster position to a coordinator position, funded by current year’s police department salary savings. Motion to forward the proposed request to the August 8, 2023 consent agenda for approval. • Moved: Dovey • Seconded: McDaniel • Passed: 3-0 Page 4 of 219 July 25, 2023, FEDRAC Minutes Page 3 F. Economic Development Quarterly Update Q2: Presented by Economic Development Director Tanja Carter Economic Development Director Tanja Carter briefed councilmembers on construction permits, business licenses, new business openings, Federal Way’s Sister Cities relationship, status on creating “Federal Way’s most unique,” and effort with Highline to support the Small Business Development Center. Miguel Maestas from El Centro de la Raza presented on their proposed development. • Discussion only G. Grant Writer Position: Presented by Economic Development Director Tanja Carter Economic Development Director Tanja Carter presented on a new contract-based Grant Writer position. The position is anticipated to start in Q3 2023 through December 31, 2024, coinciding with ARPA grant requirements. • Discussion only H. Pacific Raceways TEG Grant: Presented by Economic Development Director Tanja Carter Economic Development Director Tanja Carter presented on the Pacific Raceways Tourism Enhancement Grant. $50,000 was given to Pacific Raceways to host the annual NHRA Northwest Nationals. The event sold over 25,000 tickets and the City of Federal Way benefitted from their advertising/marketing package worth $200,000. • Discussion Only I. Surface Water CCTV Equipment Replacement: Presented by Public Works Director EJ Walsh Public Works director EJ Walsh requested replacement of the Surface Water CCTV Equipment system purchased in 2010. The 2024 budget approved $270,941 for the SWM CCTV equipment replacement. Bids were sent and the lowest price was quoted at $314,458. SWM is requesting $50,000 be transferred from the 401 SWM operations fund to the Fleet fund to offset the increased cost. Motion to forward the proposed request to the August 8, 2023 consent agenda for approval. • Moved: Dovey • Seconded: McDaniel • Passed: 3-0 Page 5 of 219 July 25, 2023, FEDRAC Minutes Page 4 J. Parks Department Vehicle Purchase: Presented by Deputy Parks Director Jason Gerwen Deputy Parks Director Jason Gerwen requested purchase of a new Ford Maverick for the Parks Department. The 2023-2024 budget funded three new maintenance workers but only two vehicles for the new staff. Parks is requesting a budget increase of $35,000 to be transferred from the King County Levy account to the Fleet Fund to fund the remaining 3rd truck. Motion to forward the proposed request to the August 8, 2023 consent agenda for approval. • Moved: McDaniel • Seconded: Dovey • Passed: 3-0 K. HVAC Control Upgrades and Performance Management Services: Presented by Deputy Parks Director Jason Gerwen Deputy Parks director Jason Gerwen requested approval for bides on HVAC upgrades and integrations for City Hall, Federal Way Community Center, and the Performing Arts and Events Center. The upgrades are to be funded with ARPA funds. Motion to forward the proposed request to the August 8, 2023 consent agenda for approval. • Moved: Dovey • Seconded: McDaniel • Passed: 3-0 L. Purchase of 14 RR Getac Laptops for the Police Department: Presented by IT Director Thomas Fichtner IT Director Thomas Fichtner requested purchase of 14 replacement police vehicle laptops. The current laptops are on a five-year replacement cycle and at the end of their life cycle. Using the Omnia Partners Intergovernmental Purchasing Agreement, IT is requesting $70,000 to purchase these laptops. Motion to forward the proposed request to the August 8, 2023 consent agenda for approval. • Moved: McDaniel • Seconded: Dovey • Passed: 3-0 M. Purchase of 11 Getac Laptops for the Police Department: Presented by IT Director Thomas Fichtner IT Director Thomas Fichtner requested purchase of 11 laptops. Council authorized the purchase of 11 marked police vehicles with additional associated equipment for the 2023- 2024 budget. Using the Omnia Partners Intergovernmental Purchasing Agreement, IT is Page 6 of 219 July 25, 2023, FEDRAC Minutes Page 5 requesting $51,000 to purchase these laptops. Motion to forward the proposed request to the August 8, 2023 consent agenda for approval. • Moved: Dovey • Seconded: McDaniel • Passed: 3-0 N. Broadband Planning Study Final Report for Presentation to August Council: Presented by IT Director Thomas Fichtner This item was moved to a Council Special Session and not presented at FEDRAC. O. Ordinance 2023-2024 Budget Amendment: Presented by Finance Director Steve Groom Finance Director Steve Groom presented on amending the 2023-24 Budget recognizing additional revenues and authorizing additional expenditures. A funding package for field turf at Celebration Park was considered, combining General Fund revenues with lodging tax, Parks CIP and Path & Trails Fund, against alternative options. Also proposed, from various restricted funds, were funding for labor market rate study adjustments for non-represented employees, PEG fund AV improvements for Council Chambers, Steel Lake Master Plan, permitting software upgrade, PSERN police radio upgrades, bomb disposal equipment and an EOC grant increase. Motion to forward the proposed ordinance modified to fund roof replacement at City Hall, AC replacement for the server room at city hall, and roof replacement at Brooklake Park, to a public hearing and first reading on August 8, 2023. • Moved: Dovey • Seconded: McDaniel • Passed: 3-0 P. AP Vouchers 06/15/2023-07/15/2023 & Payroll Vouchers 06/01/2023-06/30/2023: Presented by Deputy Finance Director Chase Donnelly Deputy Finance Director Chase Donnelly presented a summary of the monthly disbursements. Motion to forward the proposed request to the August 8, 2023 consent agenda for approval. • Moved: McDaniel • Seconded: Dovey • Passed: 3-0 Q. Monthly Financial Report- June 2023: Presented by Deputy Finance Director Chase Donnelly Deputy Finance Director Chase Donnelly summarized the June 2023 financial results with summary and graphical information on revenues, expenses, cash position, debt and Page 7 of 219 July 25, 2023, FEDRAC Minutes Page 6 investments. Motion to forward the proposed request to the August 8, 2023 consent agenda for approval. • Moved: McDaniel • Seconded: Dovey • Passed: 3-0 Other: No FEDRAC in August. NEXT MEETING: Sept 26, 2023 at 5pm Council Chambers. MEETING ADJOURNED: The meeting was adjourned at 8:19pm. Attest: Approved by Committee: _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Samantha Homan, CD Office Manager Date Page 8 of 219 Page 9 of 219 Page 10 of 219 Page 11 of 219 Page 12 of 219 Page 13 of 219 Page 14 of 219 Page 15 of 219 This page was intentionally left blank. 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