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FEDRAC MIN 10-27-2009Federal Way City Council Finance/Economic nal Affairs Committee CommitFee Members in Attendance: Committee Chair Park, Committee Member Duclos and Committee Member Faison Councilmembers in Attendance: Councilmember Burbidge and Councilmember Kochmar Staff Members in Attendance: Interim City Manager Brian Wilson, Financial Services Administrator Bryant Enge, City Attorney Pat Richardson, Finance Director Tho Kraus, Economic Development Director Patrick Doherty, Communications 8� Governmental Affairs Manager Linda Farmer, Interim Police Chief Andy Hwang, Human Services Manager Lynnette Hynden, Court Administrator Rae Iwamoto and Deputy City Clerk Krystal Roe. 1. CALL TO ORDER 5:30 p.m. 2. PUBLIC COMMENT H. David Kaplan offered to answer any questions the Committee might have regarding the Fall Tourism Enhancement Grant awards. 3. COMMITTEE BUSINESS Placement Topic Title/Description Council A. Approval of Minutes: September 22, 2009 Meeting N/A Motion and second to approve the minutes as presented. Carried 2- 0(Faison recused). B. Legislative Briefing: Ms. Farmer presented the monthly reporf from Strategies 360 and provided an update on the SAFETEA-LU grant status. Ms. Farmer presented her staff report. Chair Park clarified that Mr. Levy has been the City's local lobbyist since 2001; not since 2005 as reflected in the staff report. C. State Lobbyist RFP; Approval to Award Contract: Ms. Farmer clarified that the proposed contract with Mr. Levy is for the same rate as the prior year. She also stated his contract will not exceed the budgefi amount in any given year. Motion and second to enter into a renewable contract with Outcomes by Levy for the budgeted amount and forward to the October 20, 2009 Council Consenf Agenda for approval. Carried 3- 0. D. Interlocal Agreement with the State Administrative Office of the Courts (Interpreter Services): Ms. Iwamoto presented her sfaff report to the Committee. She noted the contract no longer pays/reimburses interpreters for mileage costs. In response to a question by the Committee, Ms. Iwamoto answered that interpreting costs are higher for different language populations because fewer certified interpreters exist for them. N/A Consent 11/3/09 Consent 11/3/09 FEDRAC Meeting Summary October 27, 2009 Page 2 of 4 Chair Park noted several mathematical errors in the table (labeled "Federal Way Municipal Court Interpreter Expenses July 1, 2008 June 30, 2009") provided by Ms. Iwamoto in her staff report. Ms. Iwamoto apologized and noted the report was prepared by the State Administrative Office of the Courts (AOC). The Committee urged Ms. Iwamoto to carefully review any invoices from the AOC for mathematical errors as the City cannot afford even�a single misspent dollar in this economic climate. Motion and second to recommend approvpl. of the proposed Interlocal Agreement and forward to full Council on November, 3, 2009. Carried 3- 0. E. Human Services Electronic Joint City Grant Application: HSConnect.net: Consent Il/3/09 Ms: Hynden provided the Committee with the history on the joint grant program. She stated that other south county cities have used the joint application. Now, all the bugs appear to have been worked out. As the City prepares for a new funding cycle, this is a good opportunity to participate in the electronic application pracess as it impraves efficiency in seeking grant funding. Right now the funds exist to pay for the program through carry forward funds from the Capacity Building Project fund. However, staff will bring future/continued funding requests forward for Council approval as a"new program request" in the next budget cycle. If the Council chooses against participating in this program, the City will be required #o utilize its own application processes, thus eliminating the City from collaborative partnering with other area agencies. Committee Member Duclos voiced her support for the proposal and explained the numerous benefits she's noticed while working with it for non-profit agencies. In response to a question by the Committee, Ms. Hynden clarified the City will be a subscriber to the service, not a member city. Motion and second to authorize the City Manager to execute the subscription agreement between the City of Federal Way and eCityGov Alliance at the Adopted 2010 Fee Schedule to enhance collaboration between cities who award Human Services Grant and CDBG program fund awards. Carried 3- 0. F. RESOLUTION: Small Business Incubator Funding: Mr. Doherty presented this resolution which is a house-keeping item carrying out prior Council action of October 16, 2009. Motion and second to approve the draft resolution amending Resolution OS-460 to allow use of City Center Redevelopment Funds to provide funding to the Small Business Incubator. Carried 3- 0. Consent 11/3/09 G. Tourism Enhancement Grant (TEG) Award Recommendations Consent 11l3l09 Mr. Doherty distributed copies of the scoring matrix used by the Lodging Tax Advisory Committee (LTAC) to make their funding recommendations. He explained a higher criteria/score was given to those events encouraging overnight tourism in the City. It was also clarified that applications are scored against each other; they are not required to meet a minimum standard/benchmark. Motion and second to approve the TEG awards as recommended by the LTAC and place on the November 3, 2009 Council meeting agenda. DISCUSSION: Committee Member Faison suggested the possibility of segregating TEG funds into two categories; one for sports and one for arts events. He noted the scoring matrix may seem to favor sporting events over arts programs. FEDRAC Meeting Summary October 27, 2009 Paae 3 of 4 Mr. Doherty remarked the most important factor is to favor events bringing peopie to the City (tourism enhancement) either for the day or overnight. Committee Member Faison reiterated the Council could make a policy decision about what's important to the City by designating money for the arts and separate money for sports events. The Committee discussed whether groups should avoid becoming reliant on these grants as a predictable way to fund their events. Councilmember Burbidge remarked the LTAC goals should not be to wean groups off this funding. The goal should be to bring new events to the City which enrich the lives of tourists and local citizens. Mr. Wilson suggested bringing this issue back to Council for their thoughts on a policy direction at a future meeting (like separate funds for arts and sporfs and preference for daily tourism versus overnight tourism). The Committee concurred such a discussion should take place at the next LTAC annual retreat. VOTE: Chair Park called for a vote. The motion carried 3- 0. H. ORDINANCE: 2009 Housekeeping Budget Adjustment: Ms. Kraus highlighted key figures in her staff report. Committee Member Duclos inquired if a new five-year business plan will be created for the Federal Way Community Center (FWCC) so that the Council might better plan on future contributions to it. Mr. Wilson replied affirmatively. Ms. Kraus noted the proposed ordinance includes an assumption that Council will approve the interlocal agreement with the State Administrative Office of the Courts for Interpreter Services on November 3, 2009. The Committee was not concerned with this assumption. Motion and second to forward approval of the 2009 Housekeeping Budget Adjustment Ordinance to the full Council on November 3, 2009 for first reading and November 17, 20Q9 for second reading and adoption. Carried 3- 0. Intro Ord. 11/3/09 I. Monthly Financial Report: Consent 11/3/09 Ms. Kraus presented her staff report and noted the highest value of unfavorable variables include sales tax, criminal justice tax, public works permits and fees. Her reporf also reflects lower favorable revenues than previously reported for properfy tax, court revenue, and public safety revenue. Ms. Kraus noted general recreation continues to have positive, higher than anticipated revenues, especially with programs such as adult volleyball, gymnastics, movement, creative arts, and senior programs. Mr. Wilson stated staff is working very hard to manage and reduce expenditures which is evidenced by the numbers reflected in this report. The Committee agreed and thanked staff for the efforts they've made as shown by these results. Committee Member Duclos stated she doesn't see a value in comparing 2009 against 2008 figures for the FWCC; she likened the current report to comparing apples to oranges. Her preference would be to compare the year's budgeted numbers against actual. The Committee and staff discussed this idea and noted the Monthly Financial Report (MFR) has evolved over the years to become very cumbersome to create each month as it contains a lot of information which may not be of value to the Committee and Council. Therefore, staff will bring back to Committee various recommendations for editing the MFR to only contain the information of most interest. FEDRAC Meeting Summary October 27, 2009 Paae 4 of 4 Motion and second to approve the Monthly Financial Report and forwarded to the November 3, 2009 Consent agenda. Carried 3- 0. J. Streamline Sqles Tax Update (SST): Ms. Kraus briefed the Council on the current status of the impacts from the SST legislation as reported recently by the Department of Revenue. Ms. Kraus and her staff have been reviewing the Department of Revenue's reports. The reports contain information not pertinent to accurately determining the amount of money the City should receive or pay as a result of SST; Ms. Kraus is working with the state to remove those figures. Ms. Kraus will return to the Committee to report on the status of the SST funds as more information becomes available. K. Vouchers: Motion second and carried to approve the vouchers as presented and forward to the November 3, 2009 Consent agenda. Carried 3- 0. 4. OTHER: None discussed. 5. FUTURE AGENDA ITEMS: A. ARRA Grant Preferred Expenditures B. Utilizing the State's Small Works/Purchasing Roster C. Streamlined Sales Tax (SST) Update D. Monthly Financial Reporf; Preferred Content 8� Format 6. NEXT MEETING: Tuesday, November 24, 2009 Meeting adjourned at 7:05 p.m. Attest: COMMITTEE APPR AL: P Dini Duclos C" ittee Chair Committee Member N/A Consent 11/3/09 Committee Member