Council MIN 11-04-2014 SpecialCITY OF
.'� Federal Way
CITY COUNCIL
SPECIAL MEETING MINTUES
Council Chambers - City Hall
November 4, 2014 — 6:00 p.m.
1. CALL MEETING TO ORDER
Mayor Ferrell called the Special Meeting to order at the hour of 6:02 pm
City officials in attendance: Mayor Jim Ferrell, Deputy Mayor Jeanne Burbidge, Councilmember Lydia
Assefa- Dawson, Councilmember Kelly Maloney, Councilmember Susan Honda, Councilmember Bob
Celski, and Councilmember Dini Duclos.
City staff in attendance: Chief of Staff Brian Wilson, City Attorney Amy Jo Pearsall and City Clerk
Stephanie Courtney.
2. PLEDGE OF ALLEGIANCE
Chief of Staff Brian Wilson led the flag salute.
3. 2015 -2016 BIENNIAL BUDGET
a. Department Presentations:
Mayor's Office - Administration /Economic Development
Chief of Staff Brian Wilson reviewed a brief PowerPoint presentation with the Departments
Organizational chart and highlighted the current Projects in the Mayor's Office along with the
Highlights from the last year.
Anticipated Key Projects are to expand Economic Development in the downtown using innovative
approaches; explore and development of small businesses and enhance staff development, training
and customer service. Among changes the proposed budget includes adding 1.0 FTE Administrative
Assistant to the Department to increase customer service in the Mayor's Office as current staff multi-
task with other large projects including CDBG assistance and New Day FW filming.
Councilmembers asked clarifying questions regarding the city's re- branding efforts, Lakota Park
funding, and the addition of an Administrative Assistant position.
Human Resources
Human Resources Manager Jean Stanley briefly reviewed the organizational chart and division of
responsibilities in the Human Resources Department with a total staff of 3.25 FTE. She was pleased
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to highlight key accomplishments in the division including transitioning from fully insured to self -
insured; continually monitoring temporary hours to ensure compliance with the Affordable Care Act;
and managing the online Wellness Your Way program, which has increased in participation by 300 %.
She further noted they have been busy with recruitment and labor relations over 2013 -2014 where
they have coordinated 133 recruitments; welcomed 52 regular full- time /part -time employees; hired
360 temporary/seasonal employees; and have negotiated and reached agreement with three of five
bargaining units.
Councilmembers thanks Ms. Stanley for her presentation and asked questions regarding the
Wellness Your Way Program.
City Clerk's Office
City Clerk Stephanie Courtney gave a brief presentation to Council regarding the City Clerk's Office
budget for 2015 -2016. She highlighted the core responsibilities including staff and preparing City
Council meeting materials and minutes; maintain and publish the official city weekly meeting calendar
in compliance of the Open Public Meetings Act; track and respond to Public Records Requests;
process city contracts, Ordinances, and Resolutions; and facilitate codification services of the Federal
Way Revised Code.
She noted the Clerk's Office now tracks Public Records Requests (which have increased 26 %)
electronically through an online module; have trained staff on a new "scan and toss" program aimed
to contain costs for offsite records storage; and are in compliance with the new Open Government
Trainings Act for volunteer Board, Committee and Commission volunteers. Changes in this budget
include increasing the Deputy City Clerk position from .88 FTE to 1.5FTE; elimination of temporary
help for document scanning; and elimination of a portion of election services for 2015.
Councilmembers asked for clarification regarding a previous public records policy.
Information Technology
Information Technology Manager Thomas Fichtner highlighted the photos of actual projects which
were used for this presentation. He further reviewed the organizational chart for the IT Department
and the change of a one -time funded position transitioning into a fully funded GIS Technician in the
2015 -2016 budget. He reviewed a long list of accomplishments for 2013/2014 such as Core Network
and WiFi Upgrade; Safe City Upgrade and Expansion; Police Car Rocket/ALPR Deployment; and
Channel 21 /New Day Federal Way.
Ongoing and New Projects for 2015 -2016 are expansive and include New Dawn Case Management
System; AMANDA System Upgrade; Eden Cashiering Upgrade; GIS Service and Aerial Imagery
Update; Recreation System Replacement; and a much needed Phone System Upgrade. Mr. Fichtner
restated the major change in his department is the reduction of one -time IT Analyst and addition of
1.0 FTE GIS Technician.
Council thanked Mr. Fichtner for his report and all his department does to assist the Council and staff.
They asked additional questions regarding the capabilities of the safe city cameras.
Emergency Management
Emergency Manager Ray Gross stated Emergency Management mission is to prepare for, respond to
and recovery from disasters and mitigate their effect. He stated this division is currently 1.OFTE and a
.50 FTE temporary admin which is grant funded. Highlights and Accomplishments for 2013 -2014
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include CERT (Community Emergency Response Team) training of 125 residents; closed out FEMA
Reimbursement
Councilmembers asked questions regarding the possibility of returning to Emmitsburg, Maryland for
FEMA training. Mr. Gross said the city along with EOC partners will apply mid - December, if accepted
the training would occur in 2016 which would be reimbursed by FEMA.
City Council
Finance Director Ade Ariwoola presented the City Council budget. Mr. Ariwoola noted the City Council
who represent the people of Federal Way, adopt ordinances and resolutions; grant franchises; levy
taxes and appropriate fund; and establish policy guidelines. The Councilmembers oversee Volunteer
Boards and Commissions and participate on Council Committees including Finance, Economic
Development, Regional Affairs Committee (FEDRAC); Land Use and Transportation Committee
(LUTC); and Parks, Recreation, Human Services, Public Safety Committee (PRHSPS).
He further highlighted the Councils goals for 2015 -2016 which includes establishing Federal Way as
an economic leader and job center in South King County by attracting high quality businesses. To
create multi -use urban city center that is pedestrian friendly, linked to neighborhoods and parks and
services as the social and economic hub of the city. Changes in this budget will include additional
funds for travel and training
Deputy Mayor Burbidge thanked Mr. Ariwoola for the presentation on the Council's budget and further
noted the various Regional Agencies and Boards the Councilmembers represent not only benefiting
the city, but the South County region.
Community Development Department
Interim Community Development Director Larry Frazier noted the department is divided into three
main groups consisting of the Planning Division, Building Division, and the Community Services
Division.
Planning Divisions 2013 -2014 Key Accomplishments include three moratoriums and other code
amendments; annual comprehensive plan amendments and critical areas code update. Land Use
Reviews of: Performing Arts and Conference Center (PACC); Park Multifamily housing; Highpoint
mixed use process and appeal; Celebration Senior Housing and the Federal Way High School re-
build. Projects for 2015 -2015 include regulatory support to PACC, Town Square Park site and City
Center development; as well as process code amendments with focus on economic development.
Mr. Frazier noted the Building Division; which includes permit center; building construction plan review
and inspection; and code compliance, has the following key accomplishments including multiple new
and renovated businesses in the city such as: Kohl's; Dick's Sporting Goods; Children's Hospital;
Celebration Senior; and Single Family Projects. Construction inspections are nearing 1000 for the
month of October. He further noted Code Compliance complaints have significantly increased due in
part to an increased awareness and availability of compliance officers. Key projects will include
adoption of 2015 International Construction Codes; expand on -line permitting and review capabilities;
and improvements to the AMANDA permit tracking system.
He stated the Community Services Division funds various programs via the Human Services General
Fund (HSGF) Grants and the Community Development Block Grant (CDBG) Program supports
services such as: Food Pantries; Crisis Help; Short term housing; and medical /dental programs.
Accomplishments are partnering with Habitat for Humanity
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Councilmembers asked clarifying questions regarding the increase in compliance complaints; and the
length of time to receive an inspection. Mayor Ferrell also noted an increase in the general awareness
and responsiveness.
b. Council Deliberations
4. CITIZEN COMMENT
No Citizen Comment was given.
5. ADJOURNMENT
There being nothing further on the agenda; Mayor Ferrell adjourned the regular meeting at
7:10pm.
Attest:
yhdnie D. Courtney,
Clerk
Approved by Council: 11/18/2714
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November 4, 2014