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FEDRAC MINS 10-22-2013Finance Federal Way City Council SUMMARY ional Affairs Committee 1. CALL TO ORDER Chair Duclos called the meeting to order at 5:31 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, Councilmember Diana Noble - Gulliford. Staff Members in Attendance: Interim Finance Director Bob Noland, City Attorney Pat Richardson, Public Works Director Cary Roe, Police Chief Brian Wilson, Human Services Manager Jay Bennett, Financial Analyst Chase Donnelly, and Executive Assistant Kathy Arndt 2. PUBLIC COMMENT: None. 3. COMMITTEE BUSINESS: Council Topic Title /Description Placement A. Approval of Minutes: September 24, 2013 N/A Committee Motion to approve as presented. Motion seconded and carried 3 - 0. Action Only B. Fall 2013 Tourism Enhancement Grant (TEG) Applications CONSENT 11/5/" -'013 Mr. Bennett explained that the Lodging Tax Advisory committee has screened and identified applicants who it recommends receive a total of $18,500 of Tourism Enhancement Grant funds. He introduced Jenny Vasquez of the Lodging Tax Advisory Committee who gave an overview of the application and awarding process, as well as the rational used by the committee to determine which applicants they recommend be awarded. Discussion ensued regarding the various applicants, the funding rational and funds available and allocated. The committee commented on the possibility of some of the events discussed moving to the proposed Performing Arts and Conference Center, should that project come to fruition. A motion was made to forward approval of the Fall 2013 TEG awards, as recommended by LTAC, to the November 5, 2013, City Council consent agenda. Motion seconded and carried 3 - 0. C. Community Center Splash Cafe Operations CONSENT 1 1 15 /"2'013 Mr. Nelson gave a brief history of the cafe operations and the center's proposal to operate the cafe internally instead of contracting with a vendor, as has been done in the past. Discussion took place regarding the potential of the cafe, its previous financial performance and various best practices for success. The committee voiced support for the idea of managing the operations internally and commented on the City's positive history with similar scenarios such as the Dumas Bay Center. A motion was made to forward the approval to authorize the Community Center staff to operate the Splash Cafe internally with proposed business plan and forward to the full Council November 5, 2013 consent agenda for approval. Motion seconded and carried 3 - 0. FEDRAC SUMMARY October 22, 2013, Page 2 of 3 D. 31d Quarter Activity Report From Cascadia Velocity N/A Discussion Only Mr. Bennett introduced Mr. Graham Evans with Cascadia Velocity who gave a report on Cascadia Velocity, including some background information and the various challenges it has faced. The committee asked about the status of Cascadia Med Tech. Mr. Evans explained that Cascadia Med Tech and Cascadia Velocity are now two separate entities. The committee expressed concern regarding the performance of Cascadia Velocity and the financial investment the City has made. Discussion took place regarding the difficulties Cascadia Velocity is experiencing and the future of the organization. Jack Dovey with Cascadia Med Tech offered some additional perspective on the history, challenges and outlook discussed. E. 3rd Quarter Activity Report from the Highline Community College Small Business N/A Development Center Discussion Only Mr. Bennett gave his staff report, indicating that the SBDC continues to work with Federal Way residents and businesses to pursue entrepreneurial opportunities. Since Rick Shockley of the SBDC was unable to attend the meeting, Mr. Bennett agreed to request a brief report from him that he would share with the committee. F. Amend the NSP3 Grant for Acquisition and Repair of Greater West Way Homes ACTION Mr. Bennett gave his staff report. He explained the rationale behind amending the 11 /5 Council Consent grant agreement and how it would allow the City to be financially responsible while meeting the grant requirements. The committee expressed support for the City's development partner Habitat for Humanity of Seattle /So. King Co. and interest in funding additional projects in the future. A motion was made to forward Amendment A to the NSP3 Grant Agreement with the Washington State Department of Commerce to the November 5, 2013 Consent Agenda for approval. Motion seconded and carried 3 - 0. G. SCORE Update N/A Discussion Only Mr. Noland presented his staff report to the committee and indicated that the City is maintaining roughly the same average daily population (ADP). He suggested that the total ADP has reached a level that raises the question of potentially opening a new pod. Discussion took place regarding the number of pods currently open and considerations of planning and opening a new pod. Mr. Noland reported on the information he received at a SCORE meeting the week prior, including key points addressed in the cost of service study recently conducted and the final long -range plan, which he agreed to forward to the committee. The committee requested that a representative of SCORE make a presentation at the next FEDRAC meeting. Additional discussion took place regarding the financial structure of SCORE, specific challenges and needs. H. Monthly Financial Report - September 2013 CONSENT Mr. Noland presented and highlighted key figures in his report. He stated that 11/5/21,13 General and Street Fund revenues are above the year -to -date (YTD) budget by 8.7% and that expenditures are below YTD budget by 6.8 %. Designated Operating Fund revenues are above the YTD budget by 7.7% and expenditures are below YTD budget by 15.6 %. The Utility Tax revenue is 4% below YTD 2012, due in part to changes in phone use patterns. Discussion regarding this topic briefly ensued. FEDRAC SUMMARY October 22, 2013, Page 3 of 3 Real Estate Excise Tax revenues exceed YTD 2012 by 51% and YTD budget by 26 %. Discussion briefly ensued regarding the Real Estate Excise Tax, Gabling Tax and General Street Fund. The committee inquired for further detail regarding various expenditure and revenue areas, which Mr. Noland provided or agreed to follow up on. Motion to forward approval of the September 2013 Monthly Financial Report to the November 5, 2013 consent agenda for approval. Motion seconded and carried 3 -0. I. Vouchers CONSENT The committee inquired regarding the bulk q g g purchasing of paper products and sizois supplies for City events. Discussion ensued regarding this topic. The committee inquired regarding the efforts of the City's lobbyists. Ms. Richardson indicated that staff are meeting with them to go over potential issues that should be brought to Council for the legislative agenda. The committee also requested that information be shared 4 -6 months from now regarding the fuel cost savings experienced by purchasing fuel from the school district. Discussion took place regarding the format and content of the budget reports. Chair Duclos requested that ideas or suggestions be sent to her for compilation. Motion to approve the vouchers as presented and forward to the November 5, 2013 Council meeting for approval. Motion seconded and carried 3 - 0. J. December FEDRAC Meeting N/A Brief discussion took place regarding the cancellation of the December FEDRAC Committee Action Only meeting. Motion to approve as presented. Motion seconded and carried 3 - 0. 4. OTHER: None. 5. FUTURE AGENDA ITEMS 6. NEXT MEETING: Tuesday, November 26, 2013 Chair Duclos adjourned the meeting at 7:08 p.m. CQ- KMITTEE AP OVAL: r n Councilmember Din! Duclos Committee Chair Attest: achy Councilmember Bob Celski Committee Member Executive Assistant to the Mayor T, 1/0�-, 4� I Councilmember Susan Honda Committee Member