FEDRAC MIN 01-25-2011A Federal Way
City Council
SUMMARY
1. CALL TO ORDER: Chair Mike Park called the meeting to order a15:32 PM
Committee Members In Attendance: Committee Chair Pork and Committee Members Burbidge and Davey
Joined at 5:38 PM).
Councllmembers In Attendance: Deputy Mayor Duclos and Councilmember Kochmor
Staff Members In Attendance: ASD Bryant Enge, Finance Director Tho Kraus, Assistant City Attorney Peter
Beckwith, Community & Economic Development Director Patrick Doherty, Deputy Director Morwan
Salloum, Court Administrator Sue White, IT Manager Thomas Fichlner, and Executive Assistant Brook
Lindquist
2. PUBLIC COMMENT: None.
3. COMMITTEE BUSINESS
Topic Title /Description eouncll
MOTION: Chair Pork moved to amend the agenda to include the following:
• Walk on item for Civic Center Performing Arts /Conference Center Funding
• Item C was reordered io item B
Committee Member Burbidge second. Motion carried 2-0
A. Approval of Minutes: November 23, 2010 NIA
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Committee Member Burbidge moved to approve as presented. Chair Park second.
Motion Carried 2 - 0.
B. Legislative Report for January 2011 - N /A
oKw�, onn
State Lobbyist Levy joined FEDRAC of 5:36 PM via phone. State Lobbyist Levy updated
the committee on the City's legislative priorities including metal theft, Triangle project
funding, repurposing of King County funds, and auto theft funding.
State Lobbyist Levy stated there was a meeting with Senator Elde and Rep. Asay to
discuss metal theft. The City has a substitute bill that is being worked on that discusses
second hand dealers and it has support from pawnbrokers. Chief Wilson will be speaking
on behalf of the City at a hearing on Friday. Language was finalized far the cost savings
from the Triangle Project, which will go towards the Weyerhaeuser Way ramp. State
Lobbyist Levy stated the City has support for vehicle prowling legislation that had a good
hearing today (SB 5154). Youth intervention and gang prevention initiative (HB 1126) had
a hearing and will be out of committee next week. State Lobbyist Levy said that a bill is
being worked on for the repurposing of King County funds that could provide funding for
the Civic Center - Performing Arts /Conference Center and King County Aquatic Center.
Committee members asked clarifying questions of staff regarding auto theft funding, REST
legislation, and extending grant accounts for fresh water algae removal.
C. Work Crew Update _.. _..
Court Administrator White reviewed the work crew program for the committee. The City
Council approved this program in 07/2010 and the first group of defendants started in
09/2010. DOC runs the work crews and Providence Probation Services monitors the
FEDRAC SUMMARY
January 25 2011
defendants. As of 12/31/10,63 defendants have gone through the program in lieu of lad
Court Administrator White said the program is working well and the attorneys for both
sides seem to be happy with the results. The Court uses this program to reduce jail costs
and other programs such as day reporting, home monitoring, and GPS monitoring are
alternatives to custody as well.
The Committee reviewed the chart presented. The average daily population (ADP) has
dropped since starimg this program. There were questions in regards to how much
money this program was actually saving. as there was a range of savings presented.
There was a discussion on SCORE and how this program fits into the overall plan.
Committee members asked clarifying questions of staff regarding rental income at
SCORE, open beds, ADP numbers, and where rental income from SCORE goes.
The Committee would like to see more calculations done in regards to open beds /rental
rates at SCORE, and ADP populations. This will be brought back to the February 2011
FEDRAC.
D. Lodging Tax Advisory Committee Budget Recommendation
Consent
r OM11
Community and Economic Development Director Doherty passed out the supplemental
LTAC budget as it had been finalized on Monday. January 24, 2011. LTAC revenue was
slightly up from the projections and next year looks to be higher as well. Hampton Inn has
conhlbuled to some of the increase in revenue. Community and Economic
Development Director Doherty reviewed the budget in detail and discussed where the
cuts /additions were including marketing, advertising, and administrative line items. There
was a discussion on funding levels for festivals, including Buds & Blooms, Sand Sculpture
Contest, Triathlon, and Her Woo -Ri. The current festivals also met to discuss possibly
combining efforts for common items (advertising, administrative work, website, design
work, etc.). Money has been set aside to build up the aquatic bid fund. Community and
Economic Development Director Doherty stated the LTAC Committee discussed TEG and
whether or not the fund could be used for capital (brochures, etc.).
The Committee asked about creating a community tree lighting ceremony. LTAC will be
discussing this in the future.
Committee Member Davey moved to approve option 1, which approves the LTAC
budget and work plan. Chair Park second. Motion carried 3 -0.
E. Renewal of Mlcrosoft Enterprise Agreement
IT Manager Fichtner stated the contract covers all the Microsoft products from operating
systems and server software to the Office platform. The contract was purchased off the
State contract. With these licenses, the City gets training and technical support as part of
the agreement. Without the agreement, we cannot upgrade to any newer versions of
the technology. This agreement would be for a three -year term and would lock prices for
the entire term. There will be a small corryfonvard adjustment with this contract.
The Committee asked about what would happen if the City wanted to switch systems. IT
Manager Fichiner stated Microsoft is an industry standard and is tied into all our systems.
IT will evaluate the contract in 2013/14 to make sure it is still the right fit for the City.
Consent
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Committee Member Davey moved approval to forward the proposed agreement and
carryforward authorization to the 2/1/11 City Council Meeting. Committee Member
Burbidge second. Motion carried 3 -0.
F. Amendments to the Fiber Consortium Inferlocal Agreement Consent
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In 2009, the City Of Federal Way joined a regional fiber consortium to share fiber usage
throughout the region. These amendments are housekeeping items as the City of Tukwila,
Valley Com, and City of Pacific have been added to the agreement. This also allows the
Mayor to sign any future housekeeping items that do not have substantial changes to the
intedocal.
The Committee asked if Federal Way Public Schools was on this interlocal agreement. IT
FEDRAC SUMMARY
Jammry 95 2011
Manager Fichtner stated they are not current members but could join in the future.
Committee Member Burbidge moved to approve option 1, which approves the Mayor's
recommendation to authorize the Mayor to sign Amendments 49. 52. and 55 and any
future housekeeping amendments for Intedocal Agreement tf 10 -059. This will be added
to the 2/1/11 Council consent agenda. Committee Member Davey second. Motion
carried 3-0.
G. Purchase of Police Vehicle laptops Consent
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IT Manager Fichtner stated the Police Department is replacing 14 cars and will need to
purchase laptops for the new cars. IT usually orders replacement laptops in phases but
this time multiple cars are being replaced at once.
The Committee inquired to why we are not using the existing laptops from the old cars
and wondered if the old ones are broken. IT Manager Fichtner stated the] 4laptops have
reached their 7 -year Iifecycle and are due to be replaced. The warranties do not last the
entire 7 years. Police car laptops tend to have more wear and tear than other city
computers. Some of the old laptops are still functioning but are used for spare parts.
The Committee asked what happens to the older laptops after replacement. They
wondered If these could be donated to a non -prcilt organization. IT Manager Fichtner
stated the laptops are recycled because the laptop has been beaten up and the
technology Is old. City staff has asked non - profits if they would like the older equipment
and have been turned down because the non - profits have better equipment.
Committee Member Burbidge moved to approve option 1. which approves the Mayor's
recommendation to authorize the purchase of (141 Itronix laptops and docking stations
from the lowest quote from WAT, Inc. This will be added to the 211/11 Council consent
agenda. Committee Member Davey second. Motion tarred 3-0.
H. Purchase of Police Vehicle Radios Consent
WQIMII
IT Manager Fichtner passed out the bid worksheet, as the information was not available
until today. With the new Police cars, the mobile radios need to be replaced. Motorola
tied for the lowest bid. The contract was purchased off the State contract.
The Committee inquired to whether or not the ones in the cars are broken or could be
used again. IT Manager Fichtner stated there are similar issues to the laptops. There are
some issues with phasing out and being repaired often, as they get older. These have a
set Iifecycle of 10 years. IT does push the Recycle out if the radio is in good working
order. The Committee wanted to make sure all departments look at the Iifecycle of
equipment.
The Committee inquired about the installation costs for each radio. IT Manager Fichtner
stated the Police Department actually pays for the installation in their budget and IT
orders the equipment. The Committee would like to see who] the Irue costs of the radios
are with parts and installation costs. They would also like to see if the current radios could
be reused. The Committee inquired about stock kept on hand and ordering times.
Committee Member Davey moved to forward this item to the 2/1/11 Council meeting
with questions to be answered. Committee Member Burbidge second. Motion carried 3-
0.
1. Council Rules Amendment on Rule 2.2(8) Veto Timeline Action
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Assistant City Attorney Beckwith brought an amendment to the rules for the Mayor's veto
process. Currenhy, if the Mayor decides to veto a Council action, he has to present those
objections at that Council meeting. This amendment incorporates what State law states,
which gives the Mayor 10 days after the Council action to submit written objections.
The Committee inquired whether this gives the Moyor and Council enough time to work
together on the issue. Assistant City Attorney Beckwith stated this information comes
straight out of State law.
Committee Member Burbidge moved . to forward option I, which approves the proposed
FEDRAC SUMMARY
Jan ary 1 5,2011
modification to City Council Rules of Procedures 2.2(8) establishing a timeline for the
Mayor's veto and publication of the enacted ordinance. Committee Member Davey
second. Motion carried 3-0.
J. Ordinance: Clarlfiring gRlity Tax Administrative Processes INTRO
Attorn ORDINANCE
Assistant City y presented this ordnance, which would amend the Utility Tax Code. @M= AN
Currently, if someone disagrees with decision of Finance Director, the appeal process
used is a Land Use appeal, which requires a notice to the public and a public hearing.
This is not appropriate for an appeal of tax issues. This would set up the framework for
appealing of decisions the designated official and then onto Superior Court.
Committee Member Burbidge moved to forward the proposed ordinance to first reading
at the 2/1 /11 Council meeting. Committee Member Davey second. Motion carried 3 -0.
K.
Vehicle Repair i Maintenance Status
N/A
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ASD Enge stated this information is follow up from the November 2010 FEDRAC. ASD Enge
reviewed the report on the current fleet maintenance contracts. The 2010 costs were
roughly the same as 2009.
The Committee inquired about costs to move the vehicles to the shops and if we have a
staff person who does this. Moving cars to and from the shops is part of the contract. We
do have a Y: -time person that helps coordinate vendors and vehicles for non - Police
vehicles. Volunteers move police vehicles.
L.
Vouchers _. _......
..Consent
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Committee Member Davey moved adoption. Committee Member Burbidge second.
Motion carried 3 -0.
The monthly financial report and 2010/11 corryforword budget adjustment will be
presented at the February 2011 FEDRAC.
There was some optimism from the Economic Forecast Breakfast with 2 -4% possible
growth. Sales tax will be slightly up from projections.
M.
ER-5 Report
N/A
pewacn Onry
Chair Park gave a status Teport on Federal way's EB -5 designation. The Committee
reviewed a 2010 EB -5 status report. In 2010, the total number of EB -5 visas issued was
1,885, which are down from 4,218 in 2009. There has been a 55% decline in applications.
A small percentage of applicants actually get permanent residence. The applicants who
are declined can reapply. There are multiple reasons for applications to be declined (ex.
project not following EB -5 criteria, etc.). The Committee asked If a project fails, does the
EB -5 designation go away. Chair Park stated the regional center stays Intact. The
Committee discussed the City's role in potential co- management of the regional center
for future development.
There are 125 regional centers. In 2010, 110 groups applied for the designation. Only 36
were approved. The Committee discussed that this designation is an asset for our
community.
N.
Civic Center - Performing Ads /Conference Center Funding
Consent
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ASD Enge walked this item on. This item is staff's recommendation in regards Civic
Center - Performing Arts /Conference Center Funding.
Planning for the center has happened since the late 1990's. As part of a comprehensive
study, a hotel and conference center was added to the project. Staff believes that we
now have enough information to start planning the center. This item is asking for $250,000
to be transferred from the downtown redevelopment fund to the City's facilities fund to
begin the planning process.
The Committee inquired if this is enough money to start the planning process. There was
a discussion on what would be the right amount to authorize for the planning work.
FEDRAC SUMMARY
January 25. 2011
The Committee asked if there was street work that could happen during the design
phase. There will be some street improvements in summer 2011.
Committee Member Davey moved to approve $750k for design and planning. This will be
forwarded to consent but will be pulled for a briefing to Council by ASD Enge.
Committee Member Burbldge second. Motion carried M.
4. OTHER:
S. FUTURE AGENDA ITEMS: CarryForward Budget Adjustments, Year -end Financial Report, Jail
Cost Analysts, Finalized LTAC Budget (February or March 2011)
6. NEXT MEETING: Tuesday, February 22, 2011
Meeting adjourned at 7:36 p.m.
COMMITTEE APPROVAL:
Park
Committee Chair
Attest:
Jeanne Burbidge
Committee Member
Brook
Davey
e Member