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FEDRAC MINUTES 9-22-2015CITY UI Federal Way City Council Finance /Economic Development /Regional Affairs Committee Tuesday, September 22, 2015 Federal Way City Hall 4:30 p.m. Hylebos Conference Room SUMMARY MINUTES CALL TO ORDER: Committee Chair Duclos called the meeting to order at 4:30 p.m. COMMITTEE MEMBERS IN ATTENDANCE: Councilmember Duclos, Councilmember Moore COMMITTEE MEMBER EXCUSED: Councilmember Celski COUNCILMEMBERS IN ATTENDANCE: Deputy Mayor Burbidge and Councilmember Honda STAFF MEMBERS IN ATTENDANCE: Finance Director, Ade Ariwoola; Chief of Staff, Brian Wilson; City Attorney, Amy Jo Pearsall; CDBG Coordinator, Denise Catalano; IT Manager, Thomas Fichtner; Accounting Supervisor, Chase Donnelly; Administrative Assistant, Robyn Buck. OTHERS PRESENT: Reverend James Kubal- Komoto from the Day Shelter Coalition /Sound Alliance, Greg Vicars from City Vision /St. Vincent's, Rick Nichols representing the homeless population, Bill Hellermann CEO of Catholic Community Services, and Jackie Blair from the Day Shelter Coalition /FWCCN. AGENDA APPROVAL: Motion to amend the Agenda to add City Website Redesign. Update as Item C, moving each of the remaining agenda items down respectively. Councilmember Moore requested the addition of Engaging Our Citizens in Fiscal Matters Proposal. Update as Item F. Motion to approve the Agenda as amended; motion seconded and carried 2 -0. APPROVAL OF SUMMARY MINUTES: Motion to approve the August 25, 2015 minutes as presented; motion seconded and carried 2 -0. Wednesday, August 26, 2015 Page 1 3 CITY OF Federal Way Federal Way Day Shelter Coalition Pilot Project: Presented by Chief of Staff, Brian Wilson Chief Wilson introduced the representatives of the Federal Way Day Shelter Coalition and asked them to speak regarding an interim day shelter in Federal Way. In November 2014, at a Veteran's Day celebration, a group of citizens expressed a need for day shelter services in Federal Way and the region. The Reverend James Kubol - Kumoto showed a PowerPoint presentation which outlined those entities involved in the organization, including Sound Alliance. There are more poor people in Federal Way than in Seattle. There are very limited day services for homeless in Federal Way. The goal is that a day shelter would allow people to shower, do laundry, have a P.O. Box, a warm place to rest, and have the opportunity for services referrals. So far, the Coalition has met with other service providers, Mayor and City Council, other community organizations, and has created a detailed business plan. There is a location available near Pacific Highway South and 336th street. Staffing will come from Catholic Community Services. Medical and dental care, mental health, employment, and veterans' services referrals will be available. Funding will come from the city, county, state, and private funding sources. There is a three year time frame to gather data and test items. The City of Kent gave grants of $15K in 2015 and $25K in 2016 to Catholic Community Services. Councilmember Duclos commented that young adults from Federal Way go to Auburn for services. Reverend Kubal - Komoto said that Auburn has a plan as well, but it is as not as far along as this is. The Federal Way Day Shelter will not provide services that are provided elsewhere. The current plan is to serve adult men and women. Councilmember Duclos wanted to know if children with their mother would be served. Mr. Hellermann said that those families will be provided a referral to a multi- service center. Hours would be 10am to 3pm, five days a week according to the proposal. Councilmember Duclos asked what the total funding for the project? Operating budget for a year is $153K capital cost is $75 -80K to get started. The requested amount from the City is $50K for the next 2 years. Chief of Staff Wilson said there is interest in a lease space available near 13 Place South, which is near Public Health, Valley Cities, Health Point and the Multi- Service Center Services. The owner is agreeable to the use of this space. Councilmember Moore asked what the total cost to the City is (page 22 of handout). The Reverend said $75k is for startup in 2015 with operating costs of $50K per year. Councilmember Moore asked if there is room for modification. He was wondering about washing pets. Ms. Blair said there is not at the moment. Deputy Mayor Burbidge suggested that local businesses Wednesday, August 26, 2015 Page 2 4 A CITY OF .Z�4.L Federal Way donate vouchers so people could take their dogs to a pet washing facility in Federal Way. Councilmember Duclos suggested that perhaps pet grooming businesses would be willing to sell discounted vouchers to the City of Federal Way, which would then be given to those with pet washing needs. Deputy Mayor Burbidge wanted to know the anticipated number of volunteers that will be needed. Mr. Hellermann said volunteers from the churches will provide the meals, one volunteer needed to welcome, and a couple at lunch time to help. Volunteers are needed to clean out restrooms and showers; meals will be limited at first. The paid staff member will be responsible for service referrals. Deputy Mayor Burbidge is concerned about only one staff member being too busy to handle the influx of homeless at certain times of the day. Mr. Hellermann wants this to be a hub so other service providers can meet there, veterans' services for example. Councilmember Duclos asked Mr. Ariwoola where the City will get the funding. Mr. Ariwoola said that right now, it will come from the General Fund. Councilmember Duclos asked if the neighbors are aware. The Reverend said that public health is next door, the shelter will use a rear entrance, so the Kinder Care across the street will not see people entering the shelter. Councilmember Moore asked if other cities are doing this. Mr. Hellermann said Bellevue has one downtown, Kent is working on it, Tacoma has one. Deputy Mayor Burbidge said she would like more information on Tacoma's Nativity House program. All councilmembers expressed appreciation to those involved with the pilot program. Motion to amend the Agenda Bill to approve and forward the Federal Way Day Shelter Coalition Pilot Project to the October 20, 2015 business agenda for approval; motion seconded and carried 2 -0. City Website Redesign Update: Presented by IT Manager, Thomas Fichtner The goal is to make the site more intuitive. Currently, the website is not responsive to modern technologies, ie. cell phones, tablets. The carousel style banner is very popular globally and can highlight the big things the City is doing. A customizable design on the site will allow us to make changes. For example, the Mayor requested to have the 25th anniversary logo on the website. That cost was $500 to the contracted company to make that change. The new site is nonproprietary, so we can make our own changes. The content management systems and analytics will continue to be through Google. The site would be launched and hosted here in our facility. It can be outsourced later if needed. We chose a firm from the Washington State Recommended Web Development Firms list. We executed a professional services agreement with that firm. We are currently in the Wednesday, August 26, 2015 Page 3 CITY OF ,t Federal Way "de -bug" phase. Mr. Fichtner showed a comparison of what is now and what is currently in test. Our site is currently hosted off shore, which slows down internet speed. Each Councilmember will each have his or her own page. Councilmember Moore wanted the ability to edit his own page and is happy that this will allow him to do that. Councilmember Duclos thinks that there needs to be someone who can edit pages for Council. Mr. Fichtner suggested Jeri -Lynn Clark, Executive Assistant to Council. Deputy Mayor Burbidge said there would have to be guidelines as to what can be put on the site. City Attorney Pearsall said we do have social media guidelines that staff is trained on. Councilmember Duclos would like a procedure in place to have things put on the site. Mr. Fichtner said we can have more control and flexibility using this content management system. Councilmember Moore asked about the colors on the site. Mr. Fichtner said the Mayor signed off on the current color scheme. It is possible to change this in the future. The colors are more appealing to "techies" and companies as per the project's graphic designer. Councilmember Moore wants to make sure people can access and understand the items on the site. Currently, the minutes and agendas page are in house and will stay as they are, but with the new color scheme. To change that would cost money. Councilmember Moore inquired about the time line. The project is done. They are now fixing the bugs. Once they are done with that, we engage our intranet web committee to bring content from old site to new site. From start of the de- bugging process to content out will take about 1.5 months. SCORE — August 2015: Presented by Finance Director, Ade Ariwoola Mr. Ariwoola reviewed the SCORE Financial Summary for August 2015. Councilmember Celski asked (via email) if there is already a careful review process or review from the SCORE Finance Committee. He recommended removing SCORE vouchers from the FEDRAC packet if legal. Mr. Ariwoola said that the Administrative Board already reviews and approves this information. In terms of their operation: • July looks good • Operating revenue is still holding up • Expenditures are stable Councilmember Celski (via email) wanted to know about transfers out on the Financial Summary Operating Fund on page 69. Mr. Ariwoola said they are transferring out $2.8M into the Reserve Fund Balance and into Debt Service to build up the Reserve Fund Wednesday, August 26, 2015 Page 4 !: CITY Of Federal Way Balance and also to be able to service their debt. They are still working on managing the ADP. The SCORE packet includes the report from the State Auditor's office. The opinion on the financial position for SCORE as of 12/31/2014 is that it "presents fairly in all material respects ". That is the best you can have for a qualified opinion. The Management Report is mentioned on page 109. Page 125 is the Exit Conference Report. There is some disagreement between SCORE and the State Auditor's office. Mr. Ariwoola attended a meeting with South King County Finance Director Group and the State Auditor to discuss how the Auditor's office is dealing with the Exit Conference. Budget cuts in the Auditor's Office led to cutting training and focusing more on the technical aspect. Chief of Staff Wilson said that at the SCORE Administrative Board meeting, when the auditor presented their suggestions that were raised in the Exit Conference, the auditor had not discussed that with the staff prior. The second item had to do with purchasing policies and interpretation of the RCW. Whichever city has the lowest common denominator in a policy, the auditor wants to apply that same standard to the rest of the consortium, even though it is much larger. This has a huge impact on how business is done. Deputy Mayor Burbidge understands Councilmember Celski's idea, but thinks that since there are concerns about the audits, the vouchers should not be removed at this time. No further action necessary. MONTHLY FINANCIAL REPORT — August 2015: Presented by Finance Director, Ade Ariwoola Mr. Ariwoola summarized the Monthly Financial Report for August 2015. Notable areas include: • City Still doing reasonably well • REET is doing well • Some properties were sold in August where the sales prices were 42% higher than the County Assessor's value • Property and sales tax are great • Community and economic development fee is doing reasonably well • Court revenue has some issues, but we are working with them • Park and recreational fee doing reasonable well • Utility is down because of weather • FWCC, based on where we are going, may beat what they did last year Wednesday, August 26, 2015 Page 5 7 CITY ill ��..,. Federal Way • Dumas Bay is doing well. Part of what will be brought to Council is that the 500k Fund Balance Reserve will be gradually built up and money set aside for the turf for the soccer field reserve. Ending Fund Balance (page 181) comparing what policy says and what we have, this is a good measure. Dumas Bay, Risk management, Mail and Duplication reserves need to be gradually built up. In some areas the City is doing reasonably well according to plan. Councilmember Duclos commented that the red light photo cameras were to be put into place to educate people on traffic safety. Has this worked or are we using this as a revenue stream? Chief Wilson said that from onset, the program goal was zero revenue. He can come back to Committee with the information from police. There are red light cameras at three major intersections and in three school zones. Blocking intersections has almost been eliminated as a complaint. Deputy Mayor Burbidge commented that, for some intersections, there has been a decrease in revenue, with others, not so much. Councilmember Duclos would like an update on the results to see if they have changed behaviors. Chief Wilson commented that those school zones that do not have camera, but do have a sign, violations have dropped. Motion to approve and forward the August 2015 Monthly Financial Report to the October 6, 2015 consent agenda for approval; motion seconded and carried 2 -0. VOUCHERS - August 2015: Presented by Finance Director, Ade Ariwoola There were no comments regarding vouchers. Motion to approve and forward the Vouchers to the October 6, 2015 consent agenda for approval; motion seconded and carried 2 -0. The Engagement of our Citizens in Fiscal Matters Proposal: Presented by Councilmember, Martin Moore The purpose of speaking about this now was to start a dialogue and add to the FEDRAC agenda in October. People have a hard time reading the budget. Opengov is a site where documents can be posted to help the individual understand the budget. The presentation of the information can be changed by the user. This will reduce the amount of staff time spent on the budget. Initially, it will take sixteen hours to relay the information to Opengov. Staff would be able to upload information that will go directly into the reports. One city said they saved nearly $10K. Councilmember Moore thinks this Wednesday, August 26, 2015 Page 6 N CITY UI Federal Way will reduce /eliminate public requests. He thinks this is the next level of information presentation to the public. Opengov is available to come here and have a discussion with us. Councilmember Duclos asked if this is another organization we would go through. Ms. Pearsall said, yes and the cost is $11K annually. Councilmember Duclos wants to check with IT people since we are in the middle of changing our website. Deputy Mayor Burbidge asked several questions: How much staff time is needed to provide the data in a format the company needs to enter it? What is the value? What is the benefit in a general sense? Is it the intent by Opengov to have people available to answer specific questions? Councilmember Duclos would like to see, what staff has to say about it and have the Mayor involved. Councilmember Moore realizes there will be lots of questions of Opengov and welcomes that. He has had a brief conversation with the Mayor. Chief Wilson would like to be able to research this more and work with our Finance Director on the logistics. This is a "For Profit company ", so what types of things can our IT do instead of Opengov. Mr. Ariwoola has spoken to Opengov as well as entities using it. It is live information, real time dashboard. If someone calls and you cannot get back to them right away, by the time you do, you will be looking at different numbers. What we pay vendors is not on Opengov. Deputy Mayor Burbidge suggested that we look at other cities websites that have this service and see what they have to offer. Councilmember Duclos would like this on the next FEDRAC agenda so that IT can be here to speak to it. OTHER: Rebranding: Presented by Councilmember, Dini Duclos She said that she is not the person heading up the rebranding so she is unable to speak to it. Has the mayor hired anyone? Chief Wilson commented that there will be a study session on October 20, 2015. The hope is to launch a bid process following that meeting. Deputy Mayor Burbidge commented that we have allocated $100k, but it looks like rebranding will cost more than that. Chief Wilson said the estimate is $85 -130k for a five phase approach. During the study session, they can identify priorities from each councilmember and incorporate that in to the bid. Councilmember Duclos said that Council can set up parameters and assign them to staff. Chief Wilson wants to be sure that what Council wants is achieved. Rebranding is really about image. NEXT MEETING: Tuesday, October 27, 2015 @ 4:30 pm MEETING ADJOURNED: 6:40 p.m. Wednesday, August 26, 2015 Page 7 A