FEDRAC MINS 08-27-2013Federal Way
City Council
ional Affairs Committee
SUMMARY
1. CALL TO ORDER Chair Duclos called the meeting to order at 5:30 p.m.
Committee Members in Attendance: Committee Chair Dini Duclos, Committee Member Bob Celski and
Committee Member Susan Honda.
Elected Officials in Attendance: Councilmember Jeanne Burbidge and Councilmember Kelly Maloney.
Staff Members in Attendance: Finance Director Tho Kraus, Deputy City Attorney AmyJo Pearsall, Human
Services Manager Jay Bennett, Deputy Public Works Director Ken Miller, Solid Waste/ Recycling Coordinator
Rob Van Orsow; Executive Assistant Kathy Arndt, and Deputy City Clerk Krystal Roe
2. PUBLIC COMMENT: None.
3. COMMITTEE BUSINESS:
Council
Topic Title ................................. escri Lion Placement
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A. Approval of Minutes: July 23, 2013 N/A
Committee
Motion to approve as presented. Motion second and carried 3 - 0. Action Only
B. 2012 Annual State Audit Exit Conference
Ms. Kraus introduced Anna Swart, Audit Lead and Tammy Bigelow, Audit Supervisor
with the State Auditor's Office. Ms. Swart distributed exit conference materials,
highlighted the contents and announced there were no findings against the City. Ms.
Swart and Ms. Bigelow commented on their positive interaction with the City, their
pleasure with responsiveness from Ms. Kraus and her staff and with the strong state of
the City's finance practices.
An exit recommendation was made to visit how /when Athletic League Fees are
collected. Ms. Kraus replied the issue has already been addressed and existing
practices were examined, strengthened and suggested improvements were
broadened to encompass all areas of fee collection (Dumas Bay, FWCC, etc.) to
ensure the City is collecting fees promptly and accurately. Ms. Kraus clarified the City
has at no time failed to collect fees.
The auditors will be filing their final report in Olympia to be finalized within the next
week to week- and -a -half. The September 30, 2013 deadline will be met.
C. Authorization of an Amendment of a CDBG Emergency Housing Repair Program
Contract - Connelly Roofing, LLC
Mr. Bennett distributed a handout summarizing the status and participants of the
Emergency Housing Repair Program and presented his staff report. The Committee
inquired about the reason for the increase in projects in 2013 versus 2012. Mr. Bennett
stated the program's processes and forms weren't finalized until the fall of 2012;
therefore, applications /projects were only accepted for two months. In 2013,
applications have been processed each month beginning in January.
The Committee noted the handout depicted far more Caucasian participants than
other ethnic groups. Mr. Bennett explained the program has been advertised equally
in several languages. However, much of the program's growth has come from word -
of -mouth recommendations which may explain why one group is more represented
than others.
N/A
Discussion Only
CONSENT
09/03/2013
A
FEDRAC SUMMARY .
August 27, 2013, Page 2 of 3
In order to ensure a broader outreach, the next advertising campaigns will more
aggressively target minority communities.
Motion to authorize an agreement amendment with Connelly Roofing LLC for an
additional $46,000 for a total agreement amount of $60,000. Motion second and
carried 3 - 0.
D. Authorization of an Amendment of a CDGB Emergency Housing Repair Program
CONSENT
Contract - TPJ, Inc., DBA The Plumbing Joint, LLC
09/03/2013
Mr. Bennett presented his staff report. Committee members inquired about the types
of improvements made under this program and about the feedback received.
Mr. Bennett replied bathrooms, kitchens and re- plumbing make up the majority of
projects under this program. He stated the feedback has been very positive and
emotional. However, there has been some dissatisfaction because the program only
covers emergency repairs. A number of homeowners have been disappointed their
non - emergency improvement projects were not eligible.
Motion to authorize an agreement amendment with TPJ, Inc., DBA The Plumbing Joint,
LLC for an additional $40,500 for a total agreement amount of $60,000. Motion
second and carried 3 - 0.
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E. 2013 -2015 Solid Waste & Recycling Grant Resolution Funding Update
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CONSENT
09/03/2013
Mr. Van Orsow presented his staff report and remarked the draft resolution is
housekeeping in nature by only updating the amount of additional funding available.
The Committee inquired how the City was made aware of the additional funds. Mr.
Van Orsow remarked the Department of Ecology (DOE) was motivated to spend all
funds made available by the state legislature. Therefore, the DOE notified the City
additional funds were available.
Motion to approve the draft resolution to authorize acceptance of grant funds,
entering into an agreement with grant funding sources, and implementing projects
that support solid waste and recycling objectives. Motion second and carried 3 - 0.
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F. 2013/14 Mid - Biennium Budget Adjustment Calendar
BUSINESS
09/03/2013
Ms. Kraus distributed the mid - biennium budget calendar and reviewed the dates it
contained.
Motion to forward approval of the proposed 2013/14 mid- biennium budget
adjustment calendar to the September 3, 2013 Council meeting. Motion second and
carried 3 - 0.
G. SCORE Update N/A
Ms. Kraus distributed a handout describing SCORE jail booking types and presented Discussion Only
her staff report to the Committee. Ms. Kraus described non - billable fees. Discussion
centered on rates from various scenarios and calculations. Councilmembers inquired
about the possibility of utilizing unused portions of the SCORE facility for mental health
housing /care and remarked it is a good idea if feasible.
Ms. Kraus committed to providing a more in -depth analysis of the idea.
Discussion next addressed booking fees for inmates who are held for very short periods
of time before being transferred to the facility they'll be housed long -term. As an
example, these inmates might be arrested in Federal Way for a warrant /violation in a
non - member jurisdiction. They must be booked into SCORE before transfer to the
jurisdiction in which they're wanted. It was clarified there is no way to avoid the
booking process and associated fees. The Committee also discussed booking rates
and the ongoing efforts to market the facility to other jurisdictions.
FEDRAC SUMMARY
August 27, 2013, Page 3 of 3
H. Monthly Financial Report - July 2013
Ms. Kraus presented and highlighted key figures in her report. She stated sales tax
revenues are strong and noted the property tax rate is not at the top end of the City's
cap. At this point, it is unclear what effect assessed valuation will have; Ms. Kraus will
be reporting back on this topic.
The Utility Tax revenue, when adjusted for timing, is beyond target but at a more
reasonable amount than represented in the report. Photo enforcement is in line with
2012 figures and more importantly the cameras are meeting the intended safety
goals.
The ending fund balance is up due to expenditure savings and higher revenues. Best
practices and policies are to retain a two -month reserve to cover expenses.
Motion to forward approval of the July 2013 Monthly Financial Report to the
September 3, 2013 consent agenda for approval. Motion second and carried 3 - 0.
I. Vouchers
Motion to approve the vouchers as presented and forward to the September 2, 2013
Council meeting for approval. Motion second and carried 3 - 0.
4. OTHER: None.
5. FUTURE AGENDA ITEMS
6. NEXT MEETING: Tuesday, September 24, 2013
Chair Duclos adjourned the meeting at 6:23 p.m.
Attest:
CO ITTEE APPR AL:
Councilmember Dini Duclos Councilmember Bob Celski
Committee Chair Committee Member
CONSENT
09/03/2013
CONSENT
09/03/2013
City Clerk
Councilmember Susan Honda
Committee Member