FEDRAC MIN 07-28-2009
MEETING SUMMARY
Committee Members in Attendance: Committee Chair Park and Committee Member Duclos; Committee
Member Faison excused.
Councilmembers in Attendance: Mayor Dovey, Councilmember Burbidge, Councilmember Kochmar and
Councilmember Ferrell (arrived at 6:43 pm).
Staff Members in Attendance: Interim City Manager Brian Wilson, Financial Services Administrator Bryant Enge, City
A ttorney Pat Richardson, IT Director Mehdi Sadri, Finance Director Tho Kraus, Human Resources Director Mary
McDougal, Public Works Director Marwan Salloum, Deputy Public Works Director Ken Miller, Senior Transportation
Planning Engineer Sarady Long, SWR Coordinator Rob Van Orsow, Senior Traffic Engineer Jesse Hannahs, Parks
Director Cary Roe, Recreation Supervisor Doug Nelson, Economic Development Director Patrick Doherty,
Communications & Governmental Affairs Manager Linda Farmer and Deputy City Clerk Krystal Roe.
1. CALL TO ORDER: 5:30 p.m.
2. PUBLIC COMMENT: None.
3. COMMITTEE BUSINESS:
Topic Title/Description
A. Presentation by Hometown Diplomat Phuong Thao Hong
Ms. Hong discussed her travels and experiences abroad while working as a U.S. Diplomat for
the Department of State. She encouraged citizens to apply to the foreign service and
described her responsibilities and role in this capacity.
B. Approval of Minutes: June 23, 2009 Meeting
Motion second and carried to approve the minutes as presented. Carried 2 - O.
C. Legislative Briefing
Ms. Farmer distributed the federal lobbyist's July report and highlighted the key activities and
issues contained in the report.
D. Approval for Purchase and Certification of City's Electronic Records Management System
Mr. Sadri presented his staff report. The Committee raised concerns that electronic records
may not be accessible in the future due to technology changes. Mr. Sadri responded the state
requires all certified programs be easily converted to updated software. The data will not
become inaccessible; it will be updated as new technology becomes available.
Motion second and carried to approve the use of $52,000 from the timesheet program
replacement reserve savings to purchase and implement a certified records management
system (option 1) and forwarded to the August 4, 2009 Consent agenda. Carried 2 - O.
E. RESOLUTION: In support of Valley Cities' Fiber Initiative and the Broadband Technology
Opportunities Program (BTOP / ARRA) for Grant Application
Mr. Sadri presented the staff report. He noted the quick turnaround for this grant application is
because the application period opened July 15 and closes August 15. Also, the draft resolution
was replaced with a new version which Mr. Sadri distributed and reviewed. The
attachments/exhibits to the resolution are in draft form and continue to be revised as necessary
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Council Date/
PI~cement
N/A
N/A
N/A
Consent
08/04/09
Consent
08/04/09
FEDRAC Meeting Summary
July 28,2009 - Page 2 of 3
document and to make all necessary changes in order to submit a strong proposal. The final
version will be completed by the August 15 deadline.
Motion second and carried to forward the resolution with endorsement to the full Council
pending the final and complete resolution. Carried 2 - O.
F. ORCA Card Purchase
Mr. Long presented his staff report. The Committee expressed concern about the number of
passes purchased versus the number of staff who use them for commuting to their workplace or
for work-related travel. Mr. Long noted the State requires the City to provide a commute
incentive in order to comply with the Commute Trip Reduction program. The purchase of these
cards is less expensive than offering employees a monthly voucher incentive.
Motion second and carried to approve the purchase of 126 ORCA cards with a total cost of
$13,134.24 for full-time, CTR-affected employees at City Hall and forward to the August 4, 2009
Consent agenda. Carried 2 - O.
G. 2010 Fleet Maintenance Contract - Authorization to Bid
Mr. Salloum presented the staff report.
Motion second and carried to authorize staff to solicit proposals for the 2010 Fleet Maintenance
Service Contract and return to FEDRAC and Council for award of contract, further reports, and
authorization. Carried 2 - O.
DISCUSSION: The Committee discussed components of the bid requirements. The Committee
debated the merits of requiring bidders to obtain a bond ensuring they would fulfill the term of
the contract (one, two or three years) regardless of whether or not the bidder remains in
business. It was also discussed whether or not a bond would be applicable in this type of
scenario as it could be difficult to show how the City would be financially impacted by early
termination of the contract.
The Committee also discussed the possibility of separating the contract into two contracts; one
for Police fleet vehicles and one for the remainder of the City's fleet. One possibility is the bid
documents could specify that a single bidder may not be awarded both "phases" of the
contract. The Committee also discussed whether the bid should only be awarded to a
company legally doing business within Federal Way.
After listening to the Committee's concerns and debate, Mr. Salloum will include the following
in the bid documents:
The company must be located and legally doing business in Federal Way
· Separate bids will be sought for Police fleet vehicles and the remaining fleet.
· Staff will look at language and work with Law to protect against early termination of
the contract.
Consent
08/04/09
H. RESOLUTION: Solid Waste and Recycling 2010-2011 Grant Approvals
Mr. Van Orsow presented his staff report. Committee Member Duclos commended him on his
efforts to improve hazardous waste collection in Federal Way.
Motion second and carried to approve the draft resolution and enter into grant-related
agreements with related agencies and forward to the August 4, 2009 Consent agenda.
Carried 2 - O.
I. Traffic Counter Replacement
Mr. Salloum presented his staff report and noted the City's current equipment is too old to
refurbish or continue using. The cost of replacing the equipment is less than the amount in
replacement reserves.
Motion second and carried to authorize staff to utilize replacement reserves, solicit quotes,
purchase six new traffic counters and forward to the August 4, 2009 Consent agenda. Carried
2-0.
Consent
08/04/09
Consent
08/04/09
Consent
08/04/09
J. RESOLUTION: Setting the Tax Rate for the State's Portion of the Use and Sales Tax in the LIFT Area
Ms. Richardson presented the staff report. She noted the City must pass the resolution at the
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Consent
08/04/09
FEDRAC Meeting Summary
July 28, 2009 - Page 3 of 3
the LIFT requirements.
Motion second and carried to approve the proposed resolution and forward to the August 4,
2009 Consent agenda. Carried 2 - O.
K. ORDINANCE: Creating a Local Revitalization Area N/ A
Mr. Doherty presented the staff report. The Committee inquired why the Federal Way Village
project was the only one included as part of the proposal. Mr. Doherty answered the deadline
to apply is September 1, 2009 and awards will be granted on a first-come, first-served basis. In
order to apply the City may only include developments in process. Federal Way Village is the
only project which meets the criteria.
Committee Member Duclos stated she would recuse herself from participating in a vote or
motion on the issue due to a conflict of interest. Staff noted the issue did not require a motion
from the Committee as it is already scheduled for the August 4, 2009 Council Agenda as a
public hearing and introduction of ordinance. Therefore, the Committee did not take action.
L. Monthly financial Report
Ms. Kraus presented the staff report to the Committee and highlighted/reviewed the following:
· The long-range plan budget adjustments Council approved in June included in this
report
Consent
08/04/09
· Major variances
· FWCC financials and marketing plan
Ms. Kraus stated the budget would be adjusted for July's report to reflect the current decrease
in mandatory pension contributions; funds will be set aside for future increases.
The Committee moved approval of the monthly financial report and forwarded to the August
4, 2009 Consent agenda. Carried 2 - O.
M. Vouchers
The Committee moved approval of the vouchers and forwarded to the August 4, 2009 Consent
agenda. Carried 2 - O.
N. Utility Tax Rebate Program - End of Program Summary
Ms. Roe presented the staff report and highlighted differences between this year's program
versus prior years and next steps in researching ways to better implement the program.
Consent
08/04/09
N/A
4. OTHER: Mr. Roe briefed the Council on a current emergency situation at a local park. It was not related to
Committee business; no action taken.
5. FUTURE AGENDA ITEMS
6. NEXT MEETING: Tuesday, August 25,2009
c
U4~~
Dinl Duclos
Committee Member
Meeting adjourned at 7:07 p.m.
Attest:
EXCUSED
Eric Faison
Committee Member