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