FEDRAC MIN 05-26-2009
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~ Federal Way
MEETING SUMMARY
Committee Members in Attendance: Committee Chair Park and Committee Member Duclos;
Committee Member Faison excused.
Councilmembers in Attendance: Mayor Dovey.
Staff Members in Attendance: Interim City Manager Brian Wilson, Assistant City Manager Cary Roe,
Assistant City Manager Bryant Enge, City Attorney Pat Richardson, IT Director Mehdi Sadri, Finance
Director Tho Kraus, Public Works Director Marwan Salloum, Human Resources Director Mary
McDougal, Communications & Governmental Affairs Manager Linda Farmer and Deputy City
Clerk Krystal Roe.
1. CALL TO ORDER: 5:34 P.M.
2. PUBLIC COMMENT: Chair Park requested that public comment be postponed until just prior to
item G - Long-Range Financial Plan & Budget Adjustment Ordinance.
3. COMMITTEE BUSINESS
Topic Title/Description
A. Approval of Minutes: April 28, 2009 Meeting
Motion second and carried to approve the minutes as presented (carried 2-0).
B. Legislative Briefing
1. Local Update by Doug Levy
Mr. Levy distributed his session-end report which detailed legislative activity
for this year's session. Mr. Levy spoke briefly about each major issue
important to the City.
The Committee inquired about the difference between the annexation
legislation recently passed and the existing state incentive for annexation.
Mr. Levy stated that the financial incentive offered by the state is still
available. The new legislation, SB 5808 allows cities to annex areas by
Interlocal agreement between agencies (in conjunction with other criteria)
rather than by a vote of the citizens in the area. He noted that a citizen
appears to be seeking an injunction based on their position that the bill title
did not divulge the annexation aspect of the legislation. Mr. Levy noted
that many legislators would argue that annexation was represented in the
title.
The Committee also discussed state funding for the Performing Arts Center
(P AC). Mr. Levy clarified the state requires the city to obligate (not
necessarily spend) the $5 million required by June 3D, 2011. These funds do
not have to go toward constructing the PAC building itself, but could be
used for infrastructure associated with the PAC. This could include parks, a
plaza, etc.
Forward
to Council
N/A
N/A
FEDRAC Meeting Summary
May 26, 2009 - Page 2 of 4
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The Committee also discussed the earning saving rates for the money set
aside for the project and how to best use the funds invested between now
and when they're actually spent.
The Committee thanked Mr. Levy for his efforts this session and commented
positively on the entire team - including Linda Farmer, Councilmembers
and all other staff persons. They also expressed appreciation for the 30th
District Legislators who worked hard for Federal Way during this tough
session.
2. Federal Update for May
Ms. Farmer distributed the May activity report from Strategies 360 pertaining
to key federal lobbying activities and events.
c. Use Automation Fees to Upgrade Permit, Application, and Business License
Tracking System
Mr. Sadri presented his staff report. He stated the funds for this purchase
have been received from a $6 per permit fee which went into effect
several years ago. The fund has now grown to $65,000 and is large enough
to cover this $20,000 purchase and the on-going maintenance and support
costs.
In response to Committee inquires, Mr. Sadri stated the major benefits of
this upgrade will be to streamline on-line permitting for activities such as
deck construction. This new program will eliminate the need for staff to
review basic permits (such as decks); something the current program does
not allow.
Also, this purchase will not negatively affect the budget as the funds are
existing and have been set aside for improvements of this type. The fund
will be replenished through the on-going $6 per permit assessment.
Motion second and carried approve utilizing up to $20,000 of the permit
automation fees to purchase and implement the CSDC and up to $3,000
annually for the software maintenance and support (carried 2 - 0).
D. Approval for Purchase and Installation of the Automatic License Plate
Recognition System (ALPR)
Mr. Sadri presented the staff report and highlighted the purchase proposal.
He noted staff recommends awarding the contract to the second-lowest
bidder because of their more favorable warranting and on-going product
support proposal.
Specifically, if the City did not purchase the lowest bidder's on-going
maintenance package, the program would terminate at the end of the
initial contract. The second lowest bidder will not require on-going support;
the City will still be able to fully utilize the program when the contract ends.
Motion second and carried to approve the staff recommendation to
award the project to PIPS Technology/Day Wireless Systems for an amount
not to exceed $27,648.75 and authorize the City Manager to execute all
necessary contract documents (carried 2 - 0).
E. Monthly Financial Report
Ms. Kraus presented her financial report to the Committee for consideration and
highlighted revenues, expenditures, and cash & investment performance.
6.2.2009
Consent
6.2.2009
Consent
6.2.2009
Consent
FEDRAC Meeting Summary
May 26, 2009 - Page 3 of 4
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Motion second and carried to approve Monthly Financial Report as
presented (carried 2 - 0).
F. Vouchers
Committee Member Duclos inquired about several expenditures for items
such as dance costumes, movie tickets and prison lodging. Ms. Kraus
replied that items such as dance costumes and movie tickets, when listed
under Parks are for recreational activities where the cost is initially incurred
by the City and then later reimbursed through the purchase of
class/recreation activities by customers of the parks recreational program.
The prison lodging was for inmates.
Motion and second to approve the vouchers as presented (carried 2 - 0).
G. ORDINANCE: Long-Range Financial Plan & Budget Adjustment
PUBLIC COMMENT:
Aaron Walls spoke in opposition to the proposed cut to the Law
Department staff [Deputy City Attorney 1.0 FTE]. Mr. Walls expressed
concern that the City would incur a greater expense by hiring outside legal
counsel when necessary rather than keeping legal counsel in-house.
Mr. Enge presented the staff report. The Committee inquired about the
proposal to cut the Communication/Government Affairs position by .5 FTE.
Chief Wilson stated the cut is just one option. He further stated that he's
researched the duties and responsibilities of the position and feels
confident the tasks could be accomplished with a .5 FTE or through a
contract with an outside consultant. Another option would be to fully fund
the 1.0 FTE position through one-time versus on-going. Committee Member
Duclos voiced support for keeping the position funded as 1.0 FTE versus .5
FTE or contract-based consultant.
The Committee also discussed the impacts to the Overlay Program if the
utility tax funds currently allocated for capital projects (like the overlay) are
moved to operating expenditures. Mr. Salloum addressed the Committee
and stated a one or two year reduction would not significantly harm the
City's pavement rating. However, an on-going depletion of five years
could result in an reducing the City's pavement rating to as low as 75
versus the current 85 and up. The actual number would depend on
weather conditions and other road wear factors.
Mr. Salloum also stated that when overlaying a street because of
pavement rating, the City must also bring that street into compliance with
the Americans with Disabilities Act (ADA) -a cost of roughly $500,000 per
Overlay project.
If the Overlay fund is severely reduced, the City will need to first pay the
ADA improvement costs and then fund the actual overlay with any
remaining funds. Another consideration is the cost of construction
materials. In recent years, the cost of asphalt alone has grown from to $67
per ton - almost double the cost from a just few years ago.
Mr. Enge stated he will present a report comparing the original capital plan
versus the proposed capital plan at the next meeting so that Council may
review them side-by-side before approving the budget adjustment.
6.2.2009
Consent
6.2.2009
Intro Ord.
1 st Reading
FEDRAC Meeting Summary
May 26, 2009 - Page 4 of 4
Motion second and carried to approve and forward the ordinance to
Council for first reading at the June 2, 2009 regular meeting while revising
the Government Affairs position as a 1.0 FTE one-time funded position for
2009-201 0 (carried 2 - 0) .
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4. OTHER: None
5. NEXT MEETING: Tuesday, June 23, 2009 @ 5:30 p.m.
The meeting was adjourned at 7:00 p.m.
Attest:
fJ~. tJ~~
r Dini Duclos
Committee Member
EXCUSED
Eric Faison
CommiHee Member