Council MIN 10-18-2016 SpecialCITY OF
Federal Way
CITY COUNCIL
SPECIAL MEETING MINUTES
Council Chambers - City Hall
October 18, 2016 — 5:00 p.m.
www cityoffederalwa y. com
1. CALL MEETING TO ORDER
Mayor Ferrell called the meeting to order at 5:01 p.m.
City officials in attendance: Mayor Jim Ferrell, Deputy Mayor Jeanne Burbidge, Councilmember Lydia
Assefa- Dawson, Councilmember Kelly Maloney, Councilmember Susan Honda, Councilmember Mark
Koppang, Councilmember Martin Moore, and Councilmember Dini Duclos.
City staff in attendance: Acting City Attorney Mark Orthmann and City Clerk Stephanie Courtney.
2. PLEDGE OF ALLEGIANCE
Mayor Ferrell led the flag salute.
3. 2017 -2018 BIENNIAL BUDGET WORKSHOP
a. DEPARTMENT PRESENTATIONS (Continued from October 4th, 2016 Meeting)
• Information Technology
Information Technology Manager Thomas Fichtner gave a brief presentation to Council regarding his
proposed 2017 -2018 budget. Mr. Fichtner noted they have regional representation at Valley
Communications; SCORE; C3 (Community Connectivity Consortium) and Safe City.
He reviewed the divisions organizational chart and current staffing levels; and highlighted the
accomplishments of 2015 and 2016 which include the JustWare Court Case Management System
Implementation. He thanked Analyst Jason Danielle, for the lead on this very large and time
consuming conversion which coordinates multiple different users. Other accomplishments include
• AMANDA Permit System upgrade
• City Website Refresh;
• Implement two - factor authentication for Police equipment inside police vehicles
• Enhance system /network security
• City phone system /voicemail upgrade
• Assisting Code Enforcement efforts via encampments website /tracking
• Community Center camera upgrade
• Relocation and design of office space for IT Department and City Council Offices
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October 18, 2016
• Fiber Connectivity improvements both local and regional
• Equipment Surplus
• Regular Server and application software upgrades
• Emergency Operations Center equipment replacement
• Comcast Franchise
• Public Disclosure Requests
• FWTV 21 — Government Access Channel
• Geographical Information Systems (GIS) upgrades and projects for the Comp Plan
and Economic Development
Mr. Fichtner reviewed the funded new program requests for 2017 -2018 and challenges in the future
with programs and personnel which were not funded within this budget proposal. Among other
programs and upgrades needed, staffing levels are also needed which include a Help Desk
Technician; IT Application Specialist; IT Network Specialist; Temporary Help and a part -time
Administrative Assistant.
Councilmember thanked Mr. Fichtner for his work and his presentation. Council asked various
questions regarding connectivity to Police Vehicles (i.e. dead zones in the city); staffing school board
meetings; police body and /dash cameras; wi -fi connectivity at parks and areas around the city; and
programs or services needed for the new Performing Arts and Event Center.
• City Council
Finance Director Ade Ariwoola introduced Executive Assistant Jeri -Lynn Clark who is the support staff
for the Council. Mr. Ariwoola reviewed the organizational chart for the City Council which includes the
Council Committees, Citizen Commissions, and Advisory Boards. He also briefly reviewed key
accomplishments of the Council and highlighted the broad representation both locally and regionally.
Councilmembers thanked Mr. Ariwoola for the presentation. They discussed membership dues and
receiving more information and possibly a presentation from the National League of Cities and the
South Sound Chamber. Council also discussed increasing training budgets or having individual
budgets for training and the option for city cell phones for city business.
Mr. Ariwoola restated the Council needs to prioritize which programs they want to be funded and
where the funds will be allocated from.
• Finance Department
Finance Director Ade Ariwoola reviewed the organizational chart for the Finance Department and
noted although they are a small department, they accomplish a lot.
He highlighted the accomplishments for 2015/2016 which include receiving the Government Finance
Officers Association (GFOA) Award for Excellence in Financial Reporting. The city has also received
the GFOA Award for Distinguished Budget Presentation which is a very high standard over the years.
He noted in 2015 the city again received a clean unqualified audit opinion. Mr. Ariwoola noted they
have a new accounting standard for pension reporting and improved communication and presentation
of the city's financial information.
Ongoing Goals and Objectives include:
• Paying city employees and vendors accurately and on time
• submit the 2016 and 2017 CAFR to the GFOA Excellence in Financial Reporting
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October 18, 2016
Award program
• Submit the 2017 -2018 Biennial Budget to the GFOA Distinguished Budget
Presentation Award Program
• Active participation on the SCORE Jail Finance Committee
• Participation in MEBT
• Maintain the Aa3 Bond Rating
• Continue to monitor for proper controls and procedures
• Provide timely and accurate financial information and services to citizens, Council and
staff
• Compliance with purchasing laws and regulations
Finance Director Ariwoola also reviewed the Department's performance measures; position inventory;
and the changes in this budget from 2016. These changes incorporate slight increase of operating
budget; benefits increase and annual step increases and salary adjustments.
Council thanked Mr. Ariwoola for his presentation
b. BUDGET AMENDMENT — REVENUE OPTIONS
Mayor Ferrell thanked the Finance Department for a great job on the budget document and also
thanked each department director for their thoughtful detail and analysis in each presentation. He
stated he has amended his proposed budget to include nine additional police officers and
suggestions for funding.
He reviewed the list of budget factors including:
• Council Policy /Responsible Government — Fund Balance
• Personnel Costs and Health Insurance Increases
• Economic Growth (Performing Arts and Event Center and Maintaining Staffing Levels
throughout all departments)
• Infrastructure needs
Mayor Ferrell highlighted key areas of need in Public Safety, Police Department, Parks Department,
Community Development, and Human Services. He described the current job market and salary
reviews; needed equipment reserves and contract negotiations with bargaining units.
Evaluation of Funding Options Include: Property Tax (not recommended); Sales Tax (not
recommended); B &O Tax (not recommended); Admissions Fees (not recommended); Transportation
Benefit District (not recommended); adjustment to Business Registration Fees; equal application of
current utility tax; and permit fees. He reviewed each of these options and his recommendation to
pursue each option further.
He noted implementation of funding 9 new Police Officers in the 2017/2018 Budget include the
following proposal:
• 4 Officers in 2017
• 5 Officers in 2018, via COPS Grant
• 2 Police cars in 2017
• 3 Police cars in 2018
• 1 Record Specialist in 2018
• 1.5 FTE in 2017 for IT
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October 18, 2016
A chart providing the expected revenues and expenditures in 2017 and 2018 were reviewed and
discussed.
Councilmembers feel they need additional time and have various questions which due to the time,
cannot be done now. There will be additional budget meetings scheduled for Council deliberations
prior to the budget ordinance enactment.
c. COUNCIL DELIBERATIONS /QUESTIONS — postponed to 10/18/2016
Regular Meeting under Council Business.
4. CITIZEN COMMENT
No citizen comment given.
5. EXECUTIVE SESSION
• Property Acquisition Pursuant to RCW 42.30.110(1)(b) canceled
• Potential Litigation Pursuant to ' - • . - ! . ! canceled
6. ADJOURNMENT
There being nothing further on the agenda; Mayor Ferrell adjourned the Special Meeting at 6:56 pm.
Attest:
St : h. nie Courtney j -
City Clerk
Approved by Council: to /2i Ue
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October 18, 2016