FEDRAC MINUTES 08-23-2016CITY OF
Federal Way
City Council
Finance /Economic Development /Regional Affairs Committee
Tuesday, August 23, 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 Moore
COMMITTEE MEMBER EXCUSED: Councilmember Honda
COUNCILMEMBERS IN ATTENDANCE: Deputy Mayor Burbidge
STAFF MEMBERS IN ATTENDANCE: Finance Director, Ade Ariwoola; Assistant City
Attorney, Ryan Call; Dumas Bay Manager, Rob Ettinger; Parks Director, John Hutton; IT
Manager, Thomas Fichtner; Accounting Supervisor, Chase Donnelly; Administrative
Assistant, Robyn Buck,
OTHERS PRESENT: IT Intern, Brian Nguyen
PUBLIC COMMENT: None
APPROVAL OF SUMMARY MINUTES: Motion to approve the July 26, 2016 minutes as
presented; motion seconded and carried 2 -0.
KNUTZEN FAMILY THEATER HVAC REPLACEMENT: Presented by Dumas Bay Manager, Rob
Ettinger.
The HVAC unit has not been replaced since the theater was built in 1998. The failed heat
exchange is not repairable. Two bids were received with Air Tech Heating and Cooling as
the apparent low bidder. This replacement is part of capital replacement for 2017.
Motion to forward the authorization of a bid award to Air Tech Heating and Cooling to
the September 6, 2016 City Council consent agenda for approval; motion seconded and
carried 2 -0.
Tuesday, August 23, 2016 Page 1
CITY OF
Federal Warr
PHONE SYSTEM REPLACEMENT: Presented by IT Manager, Thomas Fichtner.
The City's 25 year old phone system has gone far beyond its useful life. We will be
separated from South King Fire with the new phone system. Staff recommends going with
Cisco phone system. This will be on a state contract. This will run over our data network
with CentryLink as our vendor. There is a chance we may be able to sell the old system. The
appropriated budget is $448,000 and the cost will be coming from the equipment
replacement reserve.
Motion to approve and forward the proposed City Phone System Replacement to the
September 6, 2016 City Council consent agenda for approval; motion seconded and
carried 2 -0.
COMMUNITY CENTER SURVEILLANCE SYSTEM REPLACEMENT: Presented by IT Manager,
Thomas Fichtner.
Technology has changed substantially since the current system was installed in 2008. There
are several cameras currently not working. IT has $30,122 in reserves for a server that will
store images and for the cameras. This project will cost $39,122. The additional $9,000 will
come out of the Community Center Operational Budget.
Motion to approve and forward the proposed cameras and accessories for the
Community Center Surveillance System Replacement to the September 6, 2016 City
Council consent agenda for approval; motion seconded and carried 2 -0.
VOUCHERS —JULY 2016: Presented by Finance Director, Ade Ariwoola.
There were no questions or comments on the vouchers.
Motion to approve and forward the July 2016 Vouchers to the September 6, 2016 consent
agenda for approval; motion seconded and carried 2 -0.
Tuesday, August 23, 2016 Page 2
CITY OF
Federal Way
MONTHLY FINANCIAL REPORT - JULY 2016: Presented by Finance Director, Ade Ariwoola.
Mr. Ariwoola summarized the Monthly Financial Report for July 2016. Notable areas
include:
• Property Tax - Revenue is less than the year to date budget. Second wave will be
coming in October.
• FWCC — Operating revenue is below what is expected. There is a plan to increase the
fee schedule for 2017.
• Health Insurance — Is in the negative year to date fund balance because of a major
claim this year.
• Police Service — short by $19K or 3 %.
• Construction permit fees —We are down. The permit money for most of the
construction happening now was received last year.
• Sales Tax- 7.3% above the 2015 actual.
• Dumas Bay — Revenue is $181K higher than last year.
• Probation Revenue — Bringing in a little more revenue than the cost of providing the
service — It is paying for itself.
• Court Revenue — Short by $70K. Compared to last year, they are doing a little better.
*Total revenue is up by about 2% compared to the year to date budget. Most of our
funds are within where they are supposed to be.
Motion to approve and forward the July 2016 Monthly Financial Report to the September
6, 2016 consent agenda for approval; motion seconded and carried 2 -0.
OTHER:
• Council Budget — It is a department issue and the changes should be discussed with
the Deputy Mayor.
• CAFR — Clean audit. The CAFR will be presented to the Council after the Exit
Conference.
• PAFR — Is a breakdown of the CAFR for the citizens' better understanding.
• SAO Exit Conference — Proposed date is September 8, 2016.
NEXT MEETING: Tuesday, September 27, 2016 @ 4:30 p.m.
MEETING ADJOURNED: 5:38p.m.
Tuesday, August 23, 2016 Page 3