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FEDRAC MIN 11-24-2009Federal Way City Council Finance/Economic SUMMARY ional Affairs Committee Committee Members in AtFendance: Committee Chair Park and Committee Member Faison. Chair Park excused Committee Member Duclos. Councilmembers in AtFendance: Linda Kochmar Staff Members in Attendance: Interim City Manager Brian Wilson, Financial Services Administrator Bryant Enge, City Attorney Pat Richardson, Finance Director Tho Kraus, Communications 8� Governmental Affairs Manager Linda Farmer, Interim Police Chief Andy Hwang, Deputy Public Works Director Marwan Salloum, Information Technologies Director Mehdi Sadri, Solid Waste/Recycling Coordinator Rob Van Orsow, Recycling Project Manager Jeanette Brizendine and City Clerk Carol McNeilly. 1. CALL TO ORDER: 4:01 pm 2. PUBLIC COMMENT: None. 3. COMMITTEE BUSINESS Council Topic Title/Description Meeting A Approval of Minutes: October 27, 2009 Meeting N/A Motion and second to approve minutes as presented. Motion carried 2-0. B Legislative Briefing- Report on Federal Lobbying N/A Chair Park postponed this item to 4:45 pm in an efforf to give State Lobbyist Doug Levy time to arrive. C Federal Way's fnergy Efficiency and Conservation Strategy t 2/t /09 Financial Services Administrator Bryant Enge stated the City has outlined four projects to Council fund with the Energy Efficiency Grant. The projects are: Consent Project l: Retrograde and Update Existing Municipal Facilities to Provide Energy Conservation and Cost Savings to the City. Project 2: Green Vehicle Conversion. Project 3: Implementing Energy Retrofits in Businesses and Residents. Project 4: Update Signal Coordination Timing Plans Mr. Enge outlined each of the projects. Chair Park asked staff to evaluate the actual cost savings associated with proposed purchase of the Hybrid vehicles. Councilmember Kochmar asked if project 3: Implementing Energy Retrofits in Businesses and Residents would be available to small business. Mr. Enge stated yes. Councilmember Faison inquired if there were cost efficient alternatives for police vehicles available. ICM Wilson stated there are options; however, they are not available in the US at this time. 1 COMMITfEE MEMBERS: CITY STAFF: Mike Park, Chair Bryant Enge, Financial Services Administrator Dini Duclos Carol McNeilly, City Clerk. Eric Faison 253.835.2540 d �51� �d:� ?��:��:�..^�3"<V{,� �'..fl_ Motion and second to move approval of the Energy Efficiency and Conservation Strategy and forward to the December 1, 2009 Council Meeting for approval. Motion carried 2-0. D Draft 2010 Legislative Agenda 12/ 1/09 Chair Park postponed this item to 4:45 pm in an effort to give State Lobbyist Doug Levy Council time to arrive. Consent Award Printer and Copier Maintenance and Supplies RFP 12/1 /09 Director of Information Technotogies Medhi Sadri stated the City issued a Request for Council Proposal (RFP), for printer and copier maintenance and supplies and received seven Consent (7) proposals. After reviewing the proposals, staff recommends awarding the contract to the lowest responsible bidder, which is Pacific Office Automation of Seattle and executing an agreement for services. Motion and second to forvvard item to December 1, 2009 Council Meeting for approval. Motion carried 2-0. 2010 Fleet Maintenance (Non-Police Vehicles) Contract 12/1 /09 Deputy Public Works Director Marwan Salloum stated the City issued an RFP for non- Council police vehicle maintenance and received six (6) proposals. After reviewing the gusiness proposals, staff recommends awarding the contract to Eagle Tire and Automotive and executing an agreement for services. Motion and second to approve staff recommendation and to forward item to December 1, 2009 Council Meeting for approval. Motion carried 2-0. G VoiceStream PCS III Corporation (T-Mobile) Franchise Amendment 2�� 9 Deputy Public Works Director Marwan Salloum stated this draft amendment to the Council existing Franchise Agreement with VoiceStream PCS (T-Mobile) to allow them to access Consent their equipment that is located on areas not identified in the existing Franchise Agreement. Staff recommends approving the amendment to the Franchise Agreement. Motion and second to approve staff recommendation and to forward item to December 1, 2009 Council Meeting for approval. Motion carried 2-0. H Police Vehicle Maintenance Contract 2 Interim Police Chief Andy Hwang reviewed the Request for Bid (RFB) process that the Council Police conducted. Six (6) bids were received and after review of the proposals, staff Business recommends awarding the contract to Sparks Car Care, Inc. and executing an agreement for services. Motion and second to approve staff recommendation and to forvvard item to December 1, 2009 Council Meeting for approval. Motion carried 2-0. Claims Against City Code Update 12/1 /09 City Attorney Pat Richardson stated this amendment to the Federal Way Revised Code Council (FWRC) is in response to recently approved Legislation that modified the requirements Consent to notify the City of a claim for damage. Staff recommends approving the amendment to the FWRC. Motion and second to approve staff recommendation and to forward item to December 1, 2009 Council Meeting for approval. Motion carried 2-0. J Support Joint Underwriting Association Legislation 2�� 9 City Attorney Pat Richardson stated the draft resolution is to state Federal Way's support Council to Legislation for small businesses to obtain flood insurance. There is no impact to the Consent City with this resolution. Motion and second to approve staff recommendation and to forward item to December 1, 2009 Council Meeting for approval. Motion carried 2-0. K Solid Waste and Recyciing Services Contract 12/t/o9 Deputy Public Works Director Ken Miller introduced Jeff Brown with Epicenter Services Council LLC who assisted the City with contract review and renewal. Mr. Miller also introduced Business Susan Robinson from Waste Management and Rob Van Orsow, the city's Solid Waste and Recycling Coordinator. Mr. Van Orsow stated staff has been working on this contract for the past year. He reviewed the amendments and added service included in the draft agreement. Overall rate increases are only 17%, which, compared to other cities is dramatically lower. The draft agreement would be for a 7-year period. Staff recommends approval of the draft agreement. Motion and second to forward the staff recommendation to the December 1, 2009 City Council Meeting for approval. Motion carried 2-0. King County Directors' Association Intergovernmental Cooperative Procurement 12/1/09 Agreement Council Finance Director Tho Kraus stated this is a housekeeping item to update an existing Consent purchasing agreement with King County that the City entered into in 1989. King County has modified their agreements and is replacing existing agreements with the new one. Motion and second to forvvard the staff recommendation to the December 1, 2009 City Council Meeting for approval. Motion carried 2-0. M MRSC Rosters: Resolution to Amend Purchasing Policies and Authorize Agreement with 12/1 /09 MRSC Council Finance Director Tho Kraus stated the City currently manages its own Small Works Consent Roster. Municipal Research Services Center (MRSC) manages a shared roster program the City can subscribe too. Staff recommends amending the current purchasing policies to allow the City to contract with MRSC and authorizing an agreement for services. Motion and second to forward the staff recommendation to the December 1, 2009 City Council Meeting for approval. Motion carried 2-�0. B Legislative Briefing- Report on Federal Lobbying N/A Ms. Farmer presented the staff report from the City's Legislative Lobbying firm Strategies 360. D Dra�F 2010 Legislative Agenda 2�� 9 Ms. Farmer reviewed the projects proposed in the draft agenda. Top priorities include: Council increased funding for economic development, transportation needs, stormwater Consent funding to carry out NPDES Phase II obligations, preservation of auto theft funds. Joanne Piquette, Chair of FW Coalition for the Arts was present and stated the organization has $330k allocated for the Performing Arts Center. The City also has �500k allocated for the Performing Arts Center. Motion and second to forward the draft 2010 Legislative Agenda to the December 1, 2009 Council Meeting for approvpl. Motion carried 2-0. N Monthly Financial Report 12/1 /09 Finance Director Tho Kraus stated there are no substantial changes in this month's Council financial report. Property tax revenues are showing an increase while sales tax and Consent criminal justice sales tax are decreasing. A 170k adjustment was included in the mid- biennium adjustment to cover shortfalls in sales tax ($122k) and Public Works Inspections ($48k). Revenue projections show increases in the Red-light Photo Program up to $130k. An additional $170K downward adjustment is included in the mid-biennium adjustment for sales tax ($122k) and Public Works Inspections ($48k). To offset the revenue shortfall, the police officer position will not be restored, the Public Works electricity budget will be reduced by $34K and red light photo revenue projections will increase by an additional $30K. The additional adjustments results in General Fund 2014 ending balance of $2.9M which includes $1.5M City Manager Contingency. General Recreation and FWCC continue to perform well. Based on straight line projection, Utility Tax transfer to FWCC for current year's roaintenance and operation is expected to be approximately $28K less than budgeted. However, considering 2008's interfund loan of $65K, Utility Tax transfers to FWCC operations may exceed projections by $36K. Motion and second to forward the monthly financial reporf to the December l, 2009 Council Meeting for approval. Motion carried 2-0. O Vouchers 2�� 9 Motion and second to forward vouchers to the December 1 City Council Consent Council a enda for a_roval Carried 2 0 Consent 9 _�PP_.... *Handouts/additional information may be distributed at the meeting. 4. OTHER: None discussed. 5. FUTURE AGENDA ITEMS: None discussed. 6. NEXT MEETING: Tuesday, December 22, 2009 Chair Park adjourned the meeting at 5:03 pm Attest: Carol McNeilly, CMC, ty Clerk Committee Approval: Mike Park Dini Duclos Eric aison Committee air Committee Member Committee Member