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FEDRAC MINUTES 04-28-2015FINANCE/ECONOMIC DEVELOPMENT/REGIONAL AFFAIRS COUNCIL COMMITTEE SUMMARY MINUTES CALL TO ORDER: Committee Chair Duclos called the meeting to order at 4:35 p.m. COMMITTEE MEMBERS IN ATTENDANCE: Councilmember Duclos, Councilmember Moore. COMMITTEE MEMBER ABSENT /EXCUSED: Councilmember Celski. COUNCILMEMBERS IN ATTENDANCE: Deputy Mayor Burbidge and Councilmember Maloney. STAFF MEMBERS IN ATTENDANCE: Chief of Staff Brian Wilson; Finance Director Ade Ariwoola; City Attorney Amy Jo Pearsall; IT Manager Thomas Fichtner; Parks, Recreation & Cultural Services Director John Hutton; Community Development Director Michael Morales; Planner Manager Isaac Conlen; City Traffic Engineer Rick Perez; Administrative Assistant Trudy Crozier. OTHERS PRESENT: Laura Moser, Waste Management; and Chelsea Levy, Sound Transit Representative. PUBLIC COMMENT: None. AGENDA APPROVAL: Motion to amend and approve the Agenda and add Item K. Parks Equipment to be Purchased with Replacement Reserves; motion seconded and carried 2 -0. APPROVAL OF SUMMARY MINUTES: Motion to approve the April 28, 2015 minutes as presented; motion seconded and carried 2 -0. RESOLUTION: AUTHORIZING THE PURCHASE OF EQUIPMENT, SUPPLIES, MATERIALS, SERVICES, AND /OR OTHER PROPERTY FROM OR THROUGH THE UNITED STATES GOVERNMENT: Mr. Fichtner presented the proposed resolution and explained that it would allow the City to make purchases from the United States Government (USG), including the General Services Administration (GSA). Mr. Ariwoola noted that the USG & GSA have negotiated down the lowest possible costs; this in turn, will save the City the exercise of going through the bidding process. Chair Duclos commented that this resolution would reduce costs all the way around. Motion to approve and forward the proposed Resolution to the May 5, 2015 consent agenda for approval; motion seconded and carried 2 -0. FEDRAC Summary Minutes — April 28, 2015 Page 1 of 4 ORDINANCE: AMENDING FWRC 1.15.060 APPEAL HEARING TO EXAMINER: Ms. Pearsall presented the proposed ordinance amending FWRC 1.15.060, appeal to hearing examiner. She explained that amending the proposed ordinance would remove the specific reference to the dollar amount the City charges for an appeal fee in favor of charging fees per the fee schedule. Motion to approve and forward the proposed ordinance as a First Reading on May 5, 2015; motion seconded and carried 2 -0. ORDINANCE: LAKEHAVEN UTILITY DISTRICT FRANCHISE EXTENSION: Ms. Pearsall summarized the proposed ordinance extending the term for the current franchise with Lakehaven Utility District until December 31, 2015 to allow for further negotiations of a new franchise agreement. Councilmembers asked questions of staff to which Ms. Pearsall responded that the parties are continuing to negotiate the terms and length of the new franchise. Motion to approve and forward the proposed ordinance as a First Reading on May 5, 2015; motion seconded and carried 2 -0. RESOLUTION: SOUND TRANSIT ALIGNMENT: Ms. Pearsall provided Committee and Councilmembers with the proposed resolution regarding the Sound Transit Alignment: Identifying and making a recommendation for a preferred alignment and station location for the Federal Way Link. She noted the proposed resolution in its current form gives background information on Sound Transit, and then gets into the facts of alternative alignment options and comparisons. Chief Wilson remarked that the school district is interested in following our process, because they plan to address the issue as well. They expressed concern about their investment in the new Federal Way High School and what impact the Highway 99 alignment may have on the project. They have not taken an official position yet. Discussion ensued among councilmembers and staff regarding an 1 -5 alignment vs. Highway 99, and the parking structure required. Sound Transit is scheduled to make a presentation at the Special Council Meeting on May 5, 2015. Motion to approve and forward the proposed resolution to the May 5, 2015 Special Meeting for further consideration; motion seconded and carried 2 -0. RESOLUTION: AUTHORIZING AND DIRECTING THE OPENING OF A SAFEKEEPING ACCOUNT WITH U.S. BANK N.A. (USBNA): Mr. Ariwoola explained the necessity of the proposed resolution authorizing and directing the opening of a safekeeping account with USBNA. This proposed resolution creates a public record in that the assets of the City shall be secured through a third party custodian, in the form of a Safekeeping Agreement. The resolution authorizes the finance director to open a safekeeping account on behalf of the City with USBNA as described in the Safekeeping Agreement. Motion to approve and forward the proposed resolution to the May 5, 2015 consent agenda for approval; motion seconded and carried 2 -0. FEDRAC Summary Minutes — April 28, 2015 Page 2 of 4 RESOLUTION: AMENDING RESOLUTION 14 -664 FUND BALANCE RESERVE POLICY: Mr. Ariwoola presented the proposed resolution amending the Fund Balance Reserve Policy, approved by Resolution No. 14 -664. The proposed resolution would include a Park Equipment and Infrastructure Reserve Fund. He explained that these funds would be used for major upgrades to the City's park system. Motion to approve and forward the proposed resolution to the May 5, 2015 consent agenda for approval; motion seconded and carried 2 -0. SCORE — MARCH 2015: Mr. Ariwoola discussed the SCORE report for March 2015 and stated that if SCORE has additional revenue it will be applied to the 2016 debt service. Mr. Ariwoola reiterated that this money will not be used to expand the detention center's office space. No further action necessary. MONTHLY FINANCIAL REPORT - MARCH 2015: Mr. Ariwoola presented the Monthly Financial Report for March 2015. Chair Duclos noted that the revenues are looking very good, and requested clarification on the expenditures and the projected year end budget, to which Mr. Ariwoola responded. Discussion ensued regarding the red light photo /school zone cameras and whether they will be temporary or permanent part. Councilmembers asked questions of staff. Councilmembers requested staff to prepare a detailed report of the red light photo /school zone camera enforcement for further review. Continuing, Councilmembers responded favorably to the increase of signage, notifications, and visibility in the school zones; which Ms. Pearsall noted was funded by the red light enforcement revenues. Motion to approve and forward the March 2015 Monthly Financial Report to the May 5, 2015 consent agenda for approval; motion seconded and carried 2 -0. VOUCHERS -MARCH 2015: Mr. Ariwoola presented the Vouchers for March 2015. Councilmembers asked staff about the necessity to travel for police personnel background investigations and the expense it is to the City. Chief Wilson responded that a site visit has been policy since 1996; and is an essential piece in the hiring process. He stated that police departments who use the Best Practice Hiring Standards do make that personal visit. Councilmembers and staff discussed in great detail why site visits are necessary and how they benefit the City. On another topic, Councilmembers discussed the current formatting of the Voucher report. Councilmembers would prefer a one line item, per check, Voucher report. Chair Duclos requested that Mr. Ariwoola proceed with the preferred formatting starting in May. Motion to approve and forward the Vouchers to the May 5, 2015 consent agenda for approval; motion seconded and carried 2 -0. PARKS EQUIPMENT TO BE PURCHASED WITH REPLACEMENT RESERVES: Mr. Hutton provided the Agenda Bill and supporting documents for Item K, as added to the meeting agenda by Chair Duclos. He explained that the equipment, which is essential to operations, has outlived its useful life span and was getting into very expensive and frequent repairs. FEDRAC Summary Minutes — April 28, 2015 Page 3 of 4 Mr. Ariwoola mentioned that if approved, this item would be included on the next budget amendment. Councilmembers asked staff questions, and requested staff to look into possible cost savings through the use of the GSA contract. Motion to approve and forward the purchase of new equipment utilizing replacement reserve funds not to exceed $110,000.00, and include in the next budget amendment, to the May 5, 2015 consent agenda for approval; motion seconded and carried 2 -0. NEXT MEETING: Tuesday, May 26, 2015 @ 4:30 pm MEETING ADJOURNED: 5:32 p.m. COMMITTEE APPROVAL: vL�c .Cc �--- Councilmember Dini Duclos Committee Chair Councilmember Bob Celski Committee Member Attest: Trudy Crozi Administrative Assistant Councilmember Martin Moore Committee Member FEDRAC Summary Minutes — April 28, 2015 Page 4 of 4