FEDRAC MINUTES 06-28-2016CITY OF
Federal Way
City Council
Finance /Economic Development /Regional Affairs Committee
Tuesday, June 28, 2016
4:30 p.m.
SUMMARY MINUTES
Federal Way City Hall
Hylebos Conference Room
CALL TO ORDER: Committee Chair Duclos called the meeting to order at 4:30 p.m.
COMMITTEE MEMBERS IN ATTENDANCE: Councilmember Honda and Councilmember
Moore
COMMITTEE MEMBER EXCUSED:
COUNCILMEMBERS IN ATTENDANCE: Deputy Mayor Burbidge, Councilmember Aseffa-
Dawson
STAFF MEMBERS IN ATTENDANCE: Finance Director, Ade Ariwoola; City Attorney, Amy Jo
Pearsall; Recreation Coordinator, Craig Feldman; Economic Development Director, Tim
Johnson; Accounting Supervisor, Chase Donnelly; Payroll Analyst, Toni Bradshaw
OTHERS PRESENT: Mike Dunwitty
APPROVAL OF SUMMARY MINUTES: Motion to approve the May 24, 2016 minutes as
presented; motion seconded and carried 3 -0.
PUBLIC COMMENT:
COMMUNITY CENTER POOL FILTER MEDIA REPLACEMENT PROJECT: Presented by
Recreation Coordinator, Craig Feldman.
It was identified in 2014 that the pool filter media was reaching the end of its life span. Bids
for removal and replacement were secured to identify a dollar amount to be included in
the 2015 -16 Capital Replacement Fund. $20,000 was approved and in 2016 the bids were
verified for accuracy. The filters have not been replaced since they were first installed in
2006. Councilmember Honda asked about the "sand trap" type filter. That type of filter is
less expensive than glass. The life span of sand and glass are comparable. Glass is
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recyclable; sand becomes hazardous waste when it reaches the end of life. The cost
difference between glass and sand is $2,500, but is not within the budget. There is a
contingency that is slightly over 10% and is due to unforeseen issues when the filters are
opened. This cannot be done unless the pool is empty. $25,000 will be transferred from the
Community Center Fund to help cover this. The only way to purchase the glass filter is to
take more money from what is allocated for interior painting. Mr. Feldman does not
recommend doing this as the interior is in great need of paint. Mr. Ariwoola suggests
waiting until Council sorts through the Capital Replacement Plan list because there is so
much need already. Councilmember Honda would like Mr. Ariwoola to look into finding the
$2,500 from another fund outside of the Community Center budget. The bid was
specifically for sand and therefore, would need to be re -bid. Closure is the first week of
September and that is when the 3 day project would be done. Mr. Feldman stepped out to
call the company that bid on the glass filter project in 2014 to see what the cost would be
in 2016. Ms. Pearsall suggested an option that if Mr. Feldman was able to obtain more glass
quotes, this could be put on the business agenda instead of having this tabled until the next
FEDRAC.
The meeting moved onto the next item until Mr. Feldman was finished with the phone call.
Mr. Feldman returned and said that the difference in price is approximately $2,000. If we
have to go back out to bid, we would not meet the deadline for the contractor to order the
materials for work in September. Ms. Pearsall suggested that we attempt to contact the
three vendors and get updated quotes for glass before the next Council meeting. If Council
is okay with that, Council can award the bid. Mr. Feldman will try to get those updated
quotes before the next Council meeting on July 5, 2016.
Motion to forward this contract without recommendation to the business agenda for the
Council meeting on July 5, 2016; motion seconded and carried 3 -0.
MONTHLY FINANCIAL REPORT - MAY 2016: Presented by Finance Director, Ade Ariwoola.
Mr. Ariwoola summarized the Monthly Financial Report for May 2016. Notable areas
include:
• General and Street Funds — Brief discussion on Economic Development budget.
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• FWCC - Is doing well, but not as well as 2015. City is subsidizing, but less than the
budget. Mr. Ariwoola mentioned that he has opened a new bank account to allow
FWCC to receive funding to support senior citizen programs.
• Park and General Recreation fees are up by $59k.
• UTax Rebate - Is doing reasonably well, 7% over last year.
• REET - Is higher than previous year by about $452K.
• Sales Tax- Is doing reasonably well.
• Dumas Bay - Is doing well (16% above).
• Property Tax - Is slightly above 2015.
• Sales Tax on Construction - Is up, but we must be cautious because it is not
sustainable.
• Jail Service - SCORE is expecting our 2017 fee to increase.
• Fund Balance — We have not spent over our fund balance.
Motion to approve and forward the May 2016 Monthly Financial Report to the July 5,
2016 consent agenda for approval; motion seconded and carried 3 -0.
VOUCHERS — MAY 2016: Presented by Finance Director, Ade Ariwoola.
Councilmember Honda inquired about whether or not a ProCard is a staff credit card.
ProCards are for staff use related to City business and can be checked out.
Motion to approve and forward the May 2016 Vouchers to the July 5, 2016 consent
agenda for approval; motion seconded and carried 3 -0.
US OLYMPIC TRIALS — DIVING 2020: Presented by Economic Director, Tim Johnson.
Mr. Johnson presented a PowerPoint outlining the Olympic Trials 2016 in Indiana, narrated
by Mike Dunwitty. In regards to safety at our facility and in addition to our own Police
Department, Port Authority, King County and surrounding jurisdictions will have SWAT
teams available for the event in 2020. Mr. Dunwitty and Mr. Johnson compared the pros
and cons of the Trials in Indiana compared to what they were in Federal Way in 2012 and
could be in 2016. The NCAA Men's and Women's diving and swimming championships may
be here in 2019 and 2020.
No further action taken.
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Other Items:
• Bank account for Section 108: The account will be a separate account at Key Bank
just for Section 108 funds and FWCC.
• Goal Setting: A consolidated summary of the goal setting meeting. Any comments
or updates by Council should be addressed to Mr. Ariwoola directly.
• SCORE: Addressed in the MFR section.
• State Audit: Mr. Ariwoola just received the Financial Audit Report. It will be
published by 6:30 on June 30, 2016. It was a clean audit with recommendations,
but no findings. The DOR Audit for retirement was finished last week. They have
some recommendations, but there were no findings.
NEXT MEETING: Tuesday, July 26, 2016 @ 4:30 p.m.
MEETING ADJOURNED: 5:45 p.m.
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