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FEDRAC PKT 4-25-2017 -NCITY OF � Federal Way FINANCE/ECONOMIC DEVELOPMENT/REGIONAL AFFAIRS COMMITTEE [FEDRACI TUESDAY—April 25, 2017 FEDERAL WAY CITY HALL 4:30 P.M. AGENDA HYLEBOS ROOM 1. CALL TO ORDER 2. PUBLIC COMMENT 3. COMMITTEE BUSINESS Page Presenter/ Action or Topic Title/Description # Time Allotted Discussion A. APPROVAL OF SUMMARY MINUTES -MARCH 28,2017 3 R.BUCK ACTION5 MINUTES 4/25 Committee B. SUSTAINABLE REVENUE MEETING WITH CHAMBERS 9 D.DUCLOS DISCUSSION 10 MINUTES AUTHORIZE FOOD AND BEVERAGE MANAGEMENT AGREEMENT T.YVONNE ACTION C 11 WITH SMG FOOD AND BEVERAGE 5 MINUTES 5/02 Council Consent D. PAEC AUTHORIZATION TO BID:STAGE DRAPERIES 13 T.YVONNE ACTION 5 MINUTES 5/02 Council Consent PAEC AUTHORIZATION TO BID:AUDIO VIDEO AND T.YVONNE ACTION E 1S COMMUNICATIONS EQUIPMENT 5 MINUTES 5/02 Council Consent F. PAEC AUTHORIZATION TO BID:PRODUCTION LIGHTING 17 T.YVONNE ACTION EQUIPMENT 5 MINUTES 5/02 Council Consent G. PAEC AUTHORIZATION TO BID:FACILITY SIGNAGE PACKAGE 19 T.YVONNE ACTION 5 MINUTES 5/02 Council Consent PAEC AUTHORIZATION TO BID:ORCHESTRA CHAIRS, MUSIC 21 T.YVONNE ACTION H. STANDS,AND EQUIPMENT 5 MINUTES 5/02 Council Consent PAEC AUTHORIZATION TO BID:PLATFORMS AND RISER 23 T.YVONNE ACTION EQUIPMENT 5 MINUTES 5/02 Council Consent J. PAEC AUTHORIZATION TO BID:FURNITURE 25 T.YVONNE ACTION 5 MINUTES 5/02 Council Consent K. PAEC AUTHORIZATION TO BID:SMALL TOOLS AND EQUIPMENT 27 T.YVONNE ACTION 5 MINUTES 5/02 Council Consent L. PAEC QUARTERLY REPORT 29 A.ARIWOOLA DISCUSSION 10 MINUTES M. SCORE QUARTERLY REPORT 31 A.ARIWOOLA DISCUSSION 10 MINUTES N. MONTHLY FINANCIAL REPORT- MARCH 2017 81 A.ARIWOOLA ACTION 10 MINUTES 5/02 Council Consent O. VOUCHERS—MARCH 2017 97 A.ARIWOOLA ACTION 5 MINUTES 5/02 Council Consent OTHER: Tim Johnson - updates 4. FUTURE AGENDA ITEMS NEXT MEETING: Tuesday, May 23,2017 @ 4:30 City Staff. Dini Duclos, Chair Ade Ariwoola, Finance Director Susan Honda Robyn Buck,Administrative Assistant Martin Moore 253-835-2527 CITY OF Federal Way This page was intentionally left blank. 2 City Council Finance/Economic Development/Regional Affairs Committee Tuesday, March 28, 2017 Federal Way City Hall 4:30 p.m. SUMMARY MINUTES Hylebos Conference Room CALL TO ORDER: Committee Chair Duclos called the meeting to order at 4:33 p.m. COMMITTEE MEMBERS IN ATTENDANCE: Councilmember Honda, Councilmember Moore COMMITTEE MEMBER EXCUSED: COUNCILMEMBERS IN ATTENDANCE: Deputy Mayor Burbidge, Councilmember Assefa- Dawson. STAFF MEMBERS IN ATTENDANCE: Finance Director, Ade Ariwoola; City Attorney, Ryan Call; Public Works Director, Marwan Salloum; Community Development Director, Brian Davis; City Traffic Engineer, Rick Perez; Recreation Manager, Doug Nelson; Community Center Supervisor, Kimberly Shelton; IT Manager, Thomas Fichtner; Parks Director, John Hutton; Parks Deputy Director, Steve Ikerd; PAEC Executive Director, Theresa Yvonne; PAEC Operations Manager, Marlette Buchannon; Accounting Supervisor, Chase Donnelly; Administrative Assistant, Robyn Buck. OTHERS PRESENT: Dianna Noble-Gulliford, Federal Way Historical Society; Dave Berger, Parks Commission PUBLIC COMMENT: Ms. Noble-Gulliford spoke regarding Impact Fees for parks and open spaces. She would like Council to consider collecting Park Impact Fees for the City of Federal Way. Ms. Noble-Gulliford distributed the City of Bothell's Parks and Transportation Fee Schedules. Motion to amend the agenda to add item 1, Savor Food and Beverage Providers, and item K, Impact of the State Proposed Budget on the City of Federal Way; motion seconded and carried 3-0. APPROVAL OF SUMMARY MINUTES: Motion to approve the February 28, 2017 minutes as presented; motion seconded and carried 3-0. 3 DEVELOPMENT IMPACT FEES REPORT: Presented by Public Works Director, Marwan Salloum and Community Development Director, Brian Davis. Mr. Salloum commented that the only fee collected is the Traffic Impact Fee, which pays for future development. There is a Capital Improvement Plan for transportation that identifies our projects. The Traffic Impact Fee was established by Council in October 2009 and took effect on July 1, 2010. The travel demand estimated need in 2009 was established at $9,800 per trip, but it was negotiated to $2,729 per trip so as not to increase the burden on development. Per Code this can be adjusted annually based on WSDOT's Construction Cost Index plus a 3% administrative fee. A Traffic Impact Fee comparison of surrounding cities was distributed. We are right about the average state-wide, a little less than the average county-wide. A "trip" is any motor vehicle entering or leaving a development site during the evening peak hours, typically between four and six pm; this is applied to commercial, not residential. Residential has a set fee per dwelling of $3,575. This is a one- time fee at the time of permitting. Another fee can be charged only if there is a change of use. An analysis can be done to change the rates. An analysis will cost approximately $70K and takes six to nine months. Sound Transit is exempt from paying Impact Fees. A proposal will need to go to Council for authorization for the study and funding. Motion for Committee to direct the Finance Director to work with both Public Works and Community Development to find an avenue to fund a rate study; motion seconded and carried 3-0. TURF CONDITION AND RENOVATION PLAN: Presented by Parks Director, John Hutton and Deputy Parks Director, Steve Ikerd. Mr. Hutton spoke regarding the ongoing failure of the natural grass turfs in Federal Way. All of the grass fields are failing. This is a serious problem because the loss of the Department's revenue and the economic development dollars that come in with the large events will be detrimental. Mr. Hutton reviewed the four available options. The best option is to invest in specialized equipment. The fields at Celebration Park, Steel Lake, Saghalie, Lakota, and Sacajawea all need to be replaced. Mr. Ikerd presented a power point showing the different machinery. Some of the $750K in reserve can be used to purchase the equipment. The cost for all the necessary equipment is $115k. Sand for the eight fields at Celebration Park will cost $70k and become part of the operations budget next year. Funding can come from the Parks Reserve Fund. It will take six to eight weeks to get the equipment. Motion to take a detailed proposal to purchase the necessary equipment and sand for turf renovation to the April 4, 2017 Council business agenda; motion seconded and carried 3-0. 4 COMMUNITY CENTER MEMBERSHIP PASSES AND REVENUE FOLLOW-UP REPORT: Presented by Recreation Manager, Doug Nelson and Community Center Supervisor, Kimberly Shelton. Ms. Shelton distributed a handout detailing the Community Center's actual and projected revenues from 2007 to present. She explained the reason for the difference in actual and projected since 2015. The cost recovery for the Community Center is 90-95% compared to other fitness facilities at 30%. The Community Center still anticipates continued support from the City. No further action. EXTENSION OF CONTRACT WITH KING COUNTY INSTITUTIONAL NETWORK (I-NET) SERVICES: Presented by IT Manager, Thomas Fichtner. King County I-Net is our internet service provider. Mr. Fichtner proposes to increase payment to $1,087 per month which will double our band width. I-Net is used for our Police Department to connect to the State Intergovernmental Network. King County also manages all Federal Way domain names. Mr. Fichtner proposes to extend the contract for another three years at 200meg. Motion to forward approval of the proposed Agreement to the April 4, 2017 consent agenda for approval; motion seconded and carried 3-0. SPILLMAN SERVER MIGRATION: Presented by IT Manager, Thomas Fichtner. Spillman is a software server product that Police uses to keep all their records. It has always been on a separate physical server. This migration will convert from a physical server to a virtual server. Motion to forward the proposed Spillman Server Migration Agreement to the April 4, 2017 consent agenda for approval; motion seconded and carried 3-0. MONTHLY FINANCIAL REPORT - FEBRUARY 2017: Presented by Finance Director, Ade Ariwoola. Mr. Ariwoola summarized the Monthly Financial Report for February 2017. Notable areas include: • Dumas Bay — Doing well • Sales Tax — Looking good • CD Development and Fees - $66K above 2017 ytd budget 5 • Parks Reserve Fund — Must be replenished within three years • REET— Below 2016 • Utility Tax — $245K above 2017 ytd budget • FWCC— Need to keep an eye on the revenue • Property Tax — Will probably jump in May after people pay taxes • Should start seeing revenue from the Admissions Tax Motion to forward approval of the February 2017 Monthly Financial Report to the April 4, 2017 consent agenda for approval; motion seconded and carried 3-0. VOUCHERS—JANUARY 2017: Presented by Finance Director, Ade Ariwoola. Mr. Ariwoola will let the Committee Members know if the $720 for MAAS360 is per month or per year. Motion to forward the Vouchers to the April 4, 2017 consent agenda for approval; motion seconded and carried 3-0. VOUCHERS— FEBRUARY 2017: Presented by Finance Director, Ade Ariwoola. There were no questions regarding February Vouchers. Motion to forward the Vouchers to the April 4, 2017 consent agenda for approval; motion seconded and carried 3-0. FOOD AND BEVERAGE SERVICE FOR THE PAEC: Presented by Marlette Buchannon. Savor Food and Beverage Providers was selected as the provider of those services to the PAEC. The proposed revenue to the City, based on rentals, food and beverage service, is estimated to be $80k for the first year. The original revenue estimate only included revenue for the rooms, not food and beverages. IMPACT OF STATE PROPOSED BUDGET ON THE CITY OF FEDERAL WAY: Presented by Ade Ariwoola, Finance Director. Mr. Ariwoola presented a power point presentation summarizing current and proposed pension plan. The State is proposing to remove their 20% contribution to LEOFF 2, leaving the burden on the cities to make up the difference. Mr. Ariwoola, in conjunction with the AWC, will be traveling to Olympia on April 3, 2017 to speak with legislators about the financial impact this will have on Federal Way and other AWC cities. Councilmember Duclos and the other Committee Members would like a presentation to the Council on April 4, 2017. 6 OTHER: • Sustainable Revenue — Councilmember Duclos is working on it. • Utility Tax— Mr. Ariwoola. Continuing to follow up with Lakehaven. NEXT MEETING: Tuesday, April 25, 2017 @ 4:30 p.m. MEETING ADJOURNED: 6:54 p.m. 7 CITY OF Federal Way This page was intentionally left blank. 8 COUNCIL MEETING DATE:N/A Information Only ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT:DISCUSSION ON SUSTAINABLE REVENUE MEETING WITH CHAMBERS POLICY QUESTION:N/A Information only COMMITTEE: FEDRAC MEETING DATE: April 25, 2017 CATEGORY: ❑ Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ® Other STAFF REPORT BY: DEPT: Added to the agenda per Chair Duclos. Options Considered: N/A Information only MAYOR'S RECOMMENDATION: MAYOR APPROVAL: N/A N/A DIRECTOR APPROVAL: N/A Committee Council InitialMate InitiaUDate InitlaMate COMMITTEE RECOMMENDATION:Information only N/A N/A N/A Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL# ❑ DENIED 1ST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED—11/2016 RESOLUTION# 9 CITY OF Federal Way This page was intentionally left blank. 10 COUNCIL MEETING DATE: May 2,2017 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: PERFORMING ARTS&EVENT CENTER—AUTHORIZE FOOD AND BEVERAGE MANAGEMENT AGREEMENT WITH SMG FOOD AND BEVERAGE,LLC D/B/A SAVOR POLICY QUESTION: Should City Council authorize the award the contract of the Food and Beverage Management to the lowest responsive,responsible bidder? COMMITTEE: Finance,Economic Development and Regional Affairs Committee VIEETING DATE: April 25, 2017 (FEDRAC) CATEGORY: ® Consent ❑ Ordinance [] Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Theresa Yvonne, PAEC Executive Director DEPT: PAEC Attachments: FEDRAC Committee Memorandum dated April 18,2017 Options Considered: 1. Award the Performing Arts & Event Center Food and Beverage Management contract to SAVOR, the lowest responsive responsible bidder in the amount 5% of gross revenues or $50,000 whichever is greater and authorize the Mayor to execute the agreement. 2. Reject all bids for the Performing Arts & Event Center and direct staff to rebid the Food and Beverage Management agreement. MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to the May 2, 2017 City Council agenda for approval. y MAYOR APPROVAL: - � ,�� f�DIRECTOR APPROVAL: f C'ardmi��ec C ncil / ilial 1 COMMITTEE RECOMMENDATION:I move to forward Option 1 to the May 2, 2017 consent agenda for approval. Dini Duclos, Martin Moore, Susan Honda, Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move to authorize staff to award the Food and Beverage management agreement to the lowest responsive, responsible bidder in the amount of S%of gross sales, or$50,000 annually whichever is greater and authorize the Mayor to execute contract." (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL# ❑ DENIED IST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED—08/12/2010 RESOLUTION# 11 ` CITY OF .& Federal Way DATE: April 18, 2017 TO: Finance, Economic Development and Regional Affairs Committee VIA: Jim Ferrell, Mayor FROM: Theresa Yvonne, Executive Director SUBJECT: Performing Arts & Event Center Foo an Beverage Agreement—Authorization to award Food and Beverage Agreement to SMG Food and Beverage, LLC d/b/a SAVOR BACKGROUND: The Performing Arts & Event Center is currently under construction and scheduled to open at the end of this summer in August 2017. As part of the operations to the Center,there is a full kitchen to provide food and beverage service to the patrons that attend performance and for rental clients hosting an event. An RFP was issued February 10, 2017 with a deadline of Proposal Submittals on March 3, 2017. Two proposals were received -SMG Food and Beverage, LLC d/b/a SAVOR and Spectra Food Services and Hospitality. Interviews were conducted by staff on March 10, 2017. SAVOR Food and Beverage was selected for the following reasons: • The management fee is offered at a % of sales rather than a straight flat fee, giving them incentives to work on our behalf. • On site manager that will meet with our rental clients directly on our behalf to provide menu selection and guidance as needed for their events. • Use of local food distribution companies and "green initiatives" (composting and use of environmentally preferable products). • Quality of service, reputation and reference checks concurred (currently at McCaw Hall- Seattle, Showare Center-Kent, Lynnwood Convention Center). • Capital Contribution of necessary equipment for operations of the kitchen and banquet hall food service. • Proposed revenues for the food and beverage after the management fee for the first full operating year are estimated at $48,202.00 growing to $122,725 by year five. It is staff's recommendation to award the agreement to SMG Food and Beverage, LLC to provide food and beverage service for the Performing Arts and Event Center. 12 COUNCIL MEETING DATE: May 2,2017 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: PERFORMING ARTS&EVENT CENTER—AUTHORIZATION TO BID STAGE DRAPERIES POLICY QUESTION: Should City Council authorize staff to bid the Performing Arts and Event Center Stage Draperies and return to Council for Bid award, further reports and authorization? COMMITTEE: Finance,Economic Development and Regional Affairs Committee MEETING DATE: April 25,2017 (FEDRAC) CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Theresa Yvonne,PAEC Executive Direct DEPT: PAEC Attachments: FEDRAC Committee Memorandum dated April 17, 2017 Options Considered: 1. Authorize staff to bid the Performing Arts & Event Center Stage Draperies and return to Council for award of the project to the lowest responsive,responsible bidder. 2. Do not authorize staff to bid the Performing Arts & Event Center and direct staff to rebid the stage draperies. MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to the May 2, 2017 City Council agenda for approval. MAYOR APPROVAL: {RECTOR APPROVAL: Ca illtr flu>xi �'� n ial COMMITTEE RECOMMENDATION:I move to forward Option 1 to the May 2, 2017 consent agenda for approval. Dini Duclos, Martin Moore, Susan Honda, Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move to authorize staff to bid the Performing Arts & Event Center Stage Draperies and return to Council to award the project to the lowest responsive, responsible bidder". BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL# ❑ DENIED 1ST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED—08/12/2010 RESOLUTION# 13 'kCITY OF VASVFederal Way DATE: April 14, 2017 TO: Finance, Economic Development and Regional Affairs Committee VIA: Jim Ferrell, Mayor FROM: Theresa Yvonne, Executive DirectI , SUBJECT: Performing Arts & Event Center Stage Draperies—Authorization to Bid the Stage Draperies BACKGROUND: The Performing Arts & Event Center is currently under construction and scheduled to open at the end of this summer in August 2017. The Stage Draperies were included as owner procured equipment as part of the Furniture, Fixtures & Equipment (FF& E). The original estimate from the theatrical consultant 3 years ago was $66,512.00 for the stage draperies. Stage Draperies are an integral part of the stage and the lead time for manufacturing can be 10 -12 weeks. Therefore, in order to have the stage draperies by the opening of the building we are proposing to start the Request for Bid process so that the selected manufacturer can commence fabrication. It is staffs recommendation to move forward with the bid process for the Stage Draperies as they are necessary equipment for the operations of the theatre. 14 COUNCIL MEETING DATE: May 2,2017 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: PERFORMING ARTS&EVENT CENTER—AUTHORIZATION TO BID AUDIO VIDEO AND COMMUNICATIONS EQUIPMENT POLICY QUESTION: Should City Council authorize staff to bid the Performing Arts and Event Center Audio Video and Communications Equipment and return to Council for Bid award, further reports and authorization? COMMITTEE: Finance,Economic Development and Regional Affairs Committee VIEETING DATE: April 25, 2017 (FEDRAC) CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Theresa Yvonne, PAEC Executive Director DEPT: PAEC Attachments: FEDRAC Committee Memorandum dated April 14, 2017 Options Considered: 1. Authorize staff to bid the Performing Arts&Event Center Audio Video and Communications Equipment and return to Council for the award of the project to the lowest responsive,responsible bidder. 2. Do not authorize staff to bid the Performing Arts & Event Center audio, video and communications equipment and provide direction to staff. MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to the May 2, 2017 City Council agenda for approval. MAYOR APPROVAL: "� IRECTOR APPROVAL: t Cn }i�tce U . 4/,)7" ia1 I� COMMITTEE RECOMMENDATION:I move to forward Option I to the May 2, 2017 consent agenda for approval. Dini Duclos, Martin Moore, Susan Honda, Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move to authorize staff to bid the Performing Arts & Event Center audio video and communications equipment and return to Council to award the project to the lowest responsive, responsible bidder". (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) _ COUNCIL ACTION: ❑ APPROVED COUNCIL BILL# ❑ DENIED 1ST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED—08/12/2010 RESOLUTION# 15 ` CITY OF Federal Way DATE: April 14, 2017 TO: Finance, Economic Development and Regional Affairs Committee VIA: Jim Ferrell, Mayor FROM: Theresa Yvonne, Executive Directa.r'�Jn, SUBJECT: Performing Arts & Event Center Audio,��ideo and communications equipment —Authorization to Bid the audio, video and communications equipment BACKGROUND: The Performing Arts & Event Center is currently under construction and scheduled to open at the end of this summer in August 2017. The audio, video and communications equipment are necessary equipment and were included as owner procured equipment as part of the Furniture, Fixtures & Equipment (FF& E). The audio, video and communications equipment are an integral part of the operations to both the event rooms and the theatre. The equipment typically requires a 8-10 weeks lead-time depending on individual equipment. Therefore, in order to have the AV equipment by the opening of the building we are proposing to start the Request for Bid process so that the equipment will arrive in time for installation and testing. It is staff's recommendation to move forward with the bid process for the audio, video and communications equipment necessary for the theatre and event space. 16 COUNCIL MEETING DATE: May 2,2017 ITEM#: CITY OF FEI)ERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: PERFORMING ARTS&EVENT CENTER—AUTHORIZATION TO BID PRODUCTION LIGHTING EQUIPMENT POLICY QUESTION: Should City Council authorize staff to bid the Performing Arts and Event Center Production Lighting Equipment and return to Council for Bid award, further reports and authorization? COMMITTEE: Finance,Economic Development and Regional Affairs Committee MEETING DATE: April 25,2017 (FEDRAC) CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Theresa Yvonne,PAEC Executive Director DEPT: PAEC Attachments: FEDRAC Committee Memorandum dated April 14,2017 Options Considered: 1. Authorize staff to bid the Performing Arts & Event Center production lighting equipment and return to Council for the award of the project to the lowest responsive,responsible bidder. 2. Do not authorize staff to bid the Performing Arts & Event Center production lighting equipment and provide direction to staff. MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to the May 2, 2017 City Council agenda for approval. MAYOR APPROVAL: DIRECTOR APPROVAL: Coati tied uu cil ''�—7 h Tial COMMITTEE RECOMMENDATION:I move to forward Option 1 to the May 2, 2017 consent agenda for approval. Dini Duclos, Martin Moore, Susan Honda, Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move to authorize staff to bid the Performing Arts & Event Center production lighting equipment and return to Council to award the project to the lowest responsive, responsible bidder". (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL# ❑ DENIED 1ST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED—08/12/2010 RESOLUTION# 17 ` CITY OF Federal Way DATE: April 14, 2017 TO: Finance, Economic Development and Regional Affairs Committee VIA: Jim Ferrell, Mayor FROM: Theresa Yvonne, Executive Director SUBJECT: Performing Arts & Event Center Production Lighting Equipment—Authorization to Bid the Production Lighting Equipment BACKGROUND: The Performing Arts & Event Center is currently under construction and scheduled to open at the end of this summer in August 2017. The production lighting equipment was included as owner procured equipment as part of the Furniture, Fixtures & Equipment (FF& E). The production lighting equipment is estimated at $101,584.00 and it was budgeted three years ago at $95,000.00. With bid alternates the updated estimate is$170,579.00. The production lighting equipment is an integral part of the stage and the lead time can be 8- 10 weeks depending on the vendor chosen for the project. Therefore, in order to have the production lighting equipment by the opening of the building we are proposing to start the Request for Bid process so that the equipment will arrive in time for installation and testing. It is staff's recommendation to move forward with the bid process for the production lighting equipment necessary for the stage and event space. 18 COUNCIL MEETING DATE: May 2,2017 ITEM#: CITY OF FE I)E RAL WAY CITY COUNCIL AGENDA BILL SUBJECT: PERFORMING ARTS&EVENT CENTER—AUTHORIZATION TO BID FACILITY SIGNAGE PACKAGE POLICY QUESTION: Should City Council authorize staff to bid the Performing Arts and Event Center facility signage package and return to Council for Bid award, further reports and authorization? COMMITTEE: Finance,Economic Development and Regional Affairs Committee VIEETING DATE: April 25, 2017 (FEDRAC) CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Theresa Yvonne,PAEC Executive Director DEPT: PAEC Attachments: FEDRAC Committee Memorandum dated April 14, 2017 Options Considered: 1. Authorize staff to bid the Performing Arts&Event Center facility signage package and return to Council for the award of the project to the lowest responsive,responsible bidder. 2. Do not authorize staff to bid the Performing Arts & Event Center facility signage package and provide direction to staff. MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to the May 2, 2017 City Council agenda for approval. MAYOR APPROVAL: - • 1RECTOR APPROVAL: ��-- Co litts bwcil g�7 ilia! COMMITTEE RECOMMENDATION:I move to forward Option I to the May 2, 2017 consent agenda for approval. Dini Duclos, Martin Moore, Susan Honda, Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move to authorize staff to bid the Performing Arts &Event Center facility signage package and return to Council to award the project to the lowest responsive, responsible bidder". BELOW TO BE COMPLETED BY CITY CLERKS OFFICE COUNCIL ACTION: ❑ APPROVED COUNCIL BILL# ❑ DENIED IST reading _ ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED—08/12/2010 RESOLUTION# 19 ` CITY OF Federal Way DATE: April 14, 2017 TO: Finance, Economic Development and Regional Affairs Committee VIA: Jim Ferrell, Mayor FROM: Theresa Yvonne, Executive Direct SUBJECT: Performing Arts & Event Center facility signage package—Authorization to Bid the facility signage package BACKGROUND: The Performing Arts & Event Center is currently under construction and scheduled to open at the end of this summer in August 2017. The facility signage package was included as owner procured as part of the Furniture, Fixtures & Equipment (FF& E). The facility signage is estimated at $59,000.00. The facility signage is an integral part of the facility as well as required for egress and ingress of the building for patrons. The lead time can be 8-10 weeks depending on the vendor chosen for the project. Therefore, in order to have the signage by the opening of the building we are proposing to start the Request for Bid process so that the signs will arrive in time for installation. It is staff's recommendation to move forward with the bid process for the facility signage package. 20 COUNCIL MEETING DATE: May 2,2017 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: PERFORMING ARTS&EVENT CENTER—AUTHORIZATION TO BID ORCHESTRA CHAIRS,MUSIC STANDS,AND EQUIPMENT POLICY QUESTION: Should City Council authorize staff to bid the Performing Arts and Event Center Orchestra Chairs,Music Stands and equipment and return to Council for Bid award, further reports and authorization? COMMITTEE: Finance,Economic Development and Regional Affairs Committee MEETING DATE: April 25,2017 (FEDRAC) CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution D Other STAFFREPORT BY: Theresa Yvonne,PAEC Executive Director DEPT: PAEC Attachments: FEDRAC Committee Memorandum dated April 14, 2017 Options Considered: 1. Authorize staff to bid the Performing Arts & Event Center orchestra chairs, music stands and equipment and return to Council for the award of the project to the lowest responsive,responsible bidder. 2. Do not authorize staff to bid the Performing Arts & Event Center orchestra chairs, music stands, and equipment and provide direction to staff. MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to the May 2, 2017 City Council agenda for approval. MAYOR APPROVAL: 0 -1 Ql DIRECTOR APPROVAL: 1� Cn " e until 7/7 Initial �'l COMMITTEE RECOMMENDATION:I move to forward Option Ito the May 2, 2017 consent agenda for approval. Dini Duclos, Martin Moore, Susan Honda, Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move to authorize staff to bid the Performing Arts & Event Center orchestra chairs, music stands and equipment and return to Council to award the project to the lowest responsive, responsible bidder". (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL# ❑ DENIED 1ST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED—08/12/2010 RESOLUTION# 21 ` CITY OF Federal Way DATE: April 14, 2017 TO: Finance, Economic Development and Regional Affairs Committee VIA: Jim Ferrell, Mayor FROM: Theresa Yvonne, Executive Director ' SUBJECT: Performing Arts & Event Center Orchestra Chairs, Music Stands and equipment -Authorization to Bid the Orchestra Chairs, Music Stands and equipment BACKGROUND: The Performing Arts & Event Center is currently under construction and scheduled to open at the end of this summer in August 2017. The Orchestra Chairs, Music Stands and equipment were included as owner procured equipment as part of the Furniture, Fixtures & Equipment (FF& E). The 52 chairs, music stands, music stand lights and necessary carts are estimated at$21,000.00. The orchestra chairs, music stands, music stand lights are necessary equipment for musicians to be able to play from the orchestra or from the stage and the lead time can be 8-10 weeks depending on the vendor chosen for the project. Therefore, in order to have the orchestra chairs, music stands, music stand lights and rolling carts by the opening of the building we are proposing to start the Request for Bid process so that the equipment will arrive in time for installation prior to opening. It is staff's recommendation to move forward with the bid process for the orchestra chairs, music stands and equipment necessary for the musicians playing in the orchestra. 22 COUNCIL MEETING DATE: May 2,2017 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA HILL SUBJECT: PERFORMING ARTS&EVENT CENTER—AUTHORIZATION TO BID PLATFORMS AND RISER EQUIPMENT POLICY QUESTION: Should City Council authorize staff to bid the Performing Arts and Event Center platforms and risers and return to Council for Bid award, further reports and authorization? COMMITTEE: Finance,Economic Development and Regional Affairs Committee VIEETING DATE: April 25,2017 (FEDRAC) CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Theresa Yvonne,PAEC Executive Director DEPT: PAEC Attachments: F.EDRAC Committee Memorandum dated April 14,2017 Options Considered: 1. Authorize staff to bid the Performing Arts & Event Center platforms and risers and return to Council for the award of the project to the lowest responsive, responsible bidder. 2. Do not authorize staff to bid the Performing Arts & Event Center platforms and risers and provide direction to staff. MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to the May 2,2017 City Council agenda for approval. I MAYOR APPROVAL: Canaiir� �q ACTOR APPROVAL: I r COMMITTEE RECOMMENDATION:I move to forward Option 1 to the May 2, 2017 consent agenda for approval. Dini Duclos, Martin Moore, Susan Honda, Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move to authorize staff to bid the Performing Arts & Event Center platforms and risers and return to Council to award the project to the lowest responsive, responsible bidder". (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL# ❑ DENIED IST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED—08/12/2010 RESOLUTION# 23 ` CITY OF Federal Way DATE: April 14, 2017 TO: Finance, Economic Development and Regional Affairs Committee VIA: Jim Ferrell, Mayor FROM: Theresa Yvonne, Executive Director SUBJECT: Performing Arts & Event Center Production Platforms and risers-Authorization to Bid the Production platforms and risers BACKGROUND: The Performing Arts & Event Center is currently under construction and scheduled to open at the end of this summer in August 2017. The production platforms and risers were included as owner procured equipment as part of the Furniture, Fixtures & Equipment (FF& E). The production platforms and risers an integral part of the staging for any performance inside the theatre and the lead time can be 8-10 weeks depending on the vendor chosen for the project. Therefore, in order to have the production platforms and risers by the opening of the building we are proposing to start the Request for Bid process so that the equipment will arrive in time for installation prior to opening. It is staff's recommendation to move forward with the bid process for the production platforms and risers necessary for the stage. 24 COUNCIL MEETING DATE: May 2,2017 ITEM#:_ CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: PERFORMING ARTS&EVENT CENTER—AUTHORIZATION TO BID THE FURNITURE POLICY QUESTION: Should City Council authorize staff to bid the Performing Arts and Event Center Orchestra Chairs,Music Stands and equipment and return to Council for Bid award, further reports and authorization? COMMITTEE: Finance,Economic Development and Regional Affairs Committee MEETING DATE: April 25,2017 (FEDRAC) CATEGORY: ® Consent ❑ Ordinance {`f Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Theresa Yvonne,PAEC Executive Director DEPT: PAEC Attachments: FEDRAC Committee Memorandum dated April 14, 2017 Options Considered: 1. Authorize staff to bid the Performing Arts & Event Center furniture and return to Council for the award of the project to the lowest responsive,responsible bidder. 2. Do not authorize staff to bid the Performing Arts&Event Center furniture and provide direction to staff. MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to the May 2, 2017 City Council agenda for approval. � MAYOR APPROVAL: . r/ -1 7 `/ j 1J DIRECTOR APPROVAL: lh/ Cu ittc ounci 17 'tial 1 COMMITTEE RECOMMENDATION:I move to forward Option 1 to the May 2, 2017 consent agenda for approval. Dini Duclos, Martin Moore, Susan Honda, Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move to authorize staff to bid the Performing Arts&Event Center furniture and return to Council to award the project to the lowest responsive, responsible bidder". (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL# ❑ DENIED 1ST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED—08/12/2010 RESOLUTION# 25 ` CITY OF VA Federal Way DATE: April 17, 2017 TO: Finance, Economic Development and Regional Affairs Committee VIA: Jim Ferrell, Mayor FROM: Theresa Yvonne, Executive Director SUBJECT: Performing Arts & Event Center furniture -Authorization to Bid the Furniture BACKGROUND: The Performing Arts & Event Center is currently under construction and scheduled to open at the end of this summer in August 2017. The furniture is included as owner procured equipment as part of the Furniture, Fixtures & Equipment (FF& E). This includes all workspaces, chairs, tables and green room, dressing rooms and lobby area. The furniture is necessary equipment for the operating of the facility and the lead time can be 6 -8 weeks depending on the vendor. Therefore, in order to have the furniture in the building and set up for operations by the opening of the building we are proposing to start the Request for Bid process so that the furniture will arrive in time for installation prior to opening to the public. It is staffs recommendation to move forward with the bid process for the furniture for the facility. 26 COUNCIL MEETING DATE: May 2,2017 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: PERFORMING ARTS&EVENT CENTER—AUTHORIZATION TO BID THE SMALL TOOLS AND EQUIPMENT POLICY QUESTION: Should City Council authorize staff to bid the Performing Arts and Event Center Orchestra Small Tools and miscellaneous equipment and return to Council for Bid award, further reports and authorization? COMMITTEE: Finance,Economic Development and Regional Affairs Committee MEETING DATE: April 25, 2017 (FEDRAC) CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Theresa Yvonne,PAEC Executive Director DEPT: PAEC Attachments: FEDRAC Committee Memorandum dated April 14, 2017 Options Considered: 1. Authorize staff to bid the Performing Arts & Event Center small tools and miscellaneous equipment and return to Council for the award of the project to the lowest responsive,responsible bidder. 2. Do not authorize staff to bid the Performing Arts & Event Center small tools and misc. equipment and provide direction to staff. MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to the May 2,2017 City Council agenda for approval. MAYOR APPROVAL: DIRECTOR APPROVAL: 4'nt uucc C.' .roil /���� i�inl COMMITTEE RECOMMENDATION:I move to forward Option 1 to the May 2, 2017 consent agenda for approval. Dini Duclos, Martin Moore, Susan Honda, Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move to authorize staff to bid the Performing Arts & Event Center small tools and miscellaneous equipment and return to Council to award the project to the lowest responsive, responsible bidder". (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL# ❑ DENIED 1sT reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED—08/12/2010 RESOLUTION# 27 A CITY OF Federal Way DATE: April 17, 2017 TO: Finance, Economic Development and Regional Affairs Committee VIA: Jim Ferrell, Mayor FROM: Theresa Yvonne, Executive Director SUBJECT: Performing Arts & Event Center furniture—Small Tools and Miscellaneous Equipment—Authorization to bid Small Tools and Miscellaneous equipment BACKGROUND: The Performing Arts & Event Center is currently under construction and scheduled to open at the end of this summer in August 2017. The small tools and equipment are included as owner procured equipment as part of the Furniture, Fixtures & Equipment (FF& E). This includes all The small tools and equipment are necessary equipment for the operating of the facility and the lead time can be 3-4 weeks depending on the vendor. Therefore, in order to have the small tools and equipment in the building and set up for operations by the opening of the building we are proposing to start the Request for Bid process so that we can have them on board prior to installation. It is staff's recommendation to move forward with the bid process for the small tools and equipment for the facility. 28 COUNCIL MEETING DATE: May 2,2017 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT:PAEC QUARTERLY REPORT POLICY QUESTION:N/A Information only. COMMITTEE: FEDRAC MEETING DATE: April 25, 2017 CATEGORY: ❑ Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ® Other STAFF REPORT BY: Ade Ariwoola, Finance Director DEPT: Finance Attachments: 1. PAEC Quarterly Report Options Considered: N/A MAYOR'S RECOMMENDATION: N/A MAYOR APPROVAL:A�— ! DIRECTOR APPROVAL: I' 1 Co 111111ee LOi1pE 1 IISStkAllitJilSC Initial/Date Initial/Date COMMITTEE RECOMMENDATION: N/A N/A N/A Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION:N/A BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILI.# ❑ DENIED IST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED—1/2015 RESOLUTION# 29 PAEC Project Report 03/31/2017 PAEC Project Budget/Report Sources&Expendiutres Project To Date Total Budget thru March DT % Revenues: City's Funds $ 11,530,896 $ 11,508,945 99.81% Hotel Site 1,500,000 - 0.00% 4 Culture 2,000,000 2,000,000 100.00% State 4,000,000 3,900,000 97.50% CDBG Section 108 3,000,000 3,030,000 101.00% 90.00% Other Grants(Bldg 4 Arts, Comm.,4Culture) 369,102 359,102 97.29% Private Company 1,000,000 985,395 98.54% 80.00% Naming Rights 3,500,000 - 0.00% 70.00% Subtotal Sources $ 26,899,998 $ 21,783,442 80.98% 60.00% Interest - 39,672 n/a Interfund/New Market/Bonding 6,278,902 - 0.00% 50.00% Total Sources $ 33,178,900 $ 21,823,114 65.77% 40.00% Expenditures. 30.00% Planning, Desi n, & Design Management 5,220,913 5,326,929 102.03% 20.00% Construction Management 589,000 364,120 61.82% 10.00% Specialty Consultant 75,942 25,942 34.16% Garco Construction Contract 24,158,160 14,821,576 61.35% 0.00% Time Amount Construction Contigency/FFE 1,780,370 99,839 5.61% Geotech/Testing 213,645 168,599 78.92% Miscellaneous 711,070 711,073 100.00% Subtotal Expenditures $ 32,749,100 $ 21,518,079 65.7151. 2%for Arts $ 429,800 $ 8,525 $ 33,178,900 Project Balance $ - $ 296,510 Budget To Date Used Construction Time (months) 20 17 85.00% Construction Budget $ 24,158,160 $ 14,821,576 61.35% * Due to admin fees charged by the State they have deducted $100,000 as admin fees. * Out of$11.36 million left to raise, we have New Market, Naming Rights, and Hotel Pad. * The City will access the Inter Fund loan in April. The Inter Fund loan is due 3 years from the first draw or the loan can be refinanced. * The overage in the "Planning, Design, & Design Management" will come from "Construction Contigency/FFE" budget. 30 1 COUNCIL MEETING DATE: May 2,2017 ITEM#:_ CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: SCORE REPORT POLICY QUESTION: N/A Information Only COMMITTEE: FEDRAC MEETING DATE: April 25, 2017 CATEGORY: ❑ Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ® Other STAFF REPORT BY: Ade Ariwoola,Finance Director DEPT: Finance Attachments: 1. 2/14/17 Finance Committee Minutes 2. Vouchers 3. Inmate Trust Account Quarterly Report 4. March 2017 SCORE and SCORE PDA Financials 5. Jail Statistics Options Considered: N/A Information Only MAYOR'S RECOMMENDATION: N/A Information Only MAYOR APPROVAy/ f 1IRECTOR APPROVAL: Civ titrcc st�i cil f�l hulial117rrte Iuillallnttre t�ilial/Date COMMITTEE RECOMMENDATION:N/A Information Only N/A N/A N/A Dini Duclos, Martin Moore, Susan Honda, Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION:N/A Information Only (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL# ❑ DENIED IST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED—1/2015 RESOLUTION# 31 SOUTH CORRECTIONAL ENTITY S C 0 R E Serving the Oties of Auburn,Burien,Des Moines.Federal Way,Renton,NOW,and Tukwila FINANCE COMMITTEE MEETING MINUTES February 14, 2017 SCORE Facility 9:03 a.m. Des Moines, WA MEMBERS PRESENT Shelley Coleman, Finance Director, Auburn Dunyele Mason, Finance Director, Des Moines Ade Ariwoola, Finance Director, Federal Way Jan Hawn,Administrative Services Administrator, Renton Peggy McCarthy, Finance Director,Tukwila, Chair MEMBERS ABSENT Gwen Pilo, Assistant Finance Director, SeaTac Kim Krause, Finance Director, Burien SCORE STAFF Penny Bartley, Executive Director Jim Kelly, Deputy Executive Director Lucinda Gibbon, Human Resources Director Marilynn Montenegro, Communications Manager Jacqueline Lyons, Administrative Coordinator Chandra Reiter, Recorder, Public Records Specialist 1. ADDITIONS OR CHANGES TO THE AGENDA Bartley requested that the topic of video court replacement be added to the agenda as Item No.7. 2. VOUCHERS ARIWOOLA moved to approve the February 7, 2017 Voucher List of Bills in the amount of$542,328.74; the January 2017 Salaries and Benefits in the amount of$1,447,606.27. COLEMAN seconded. Motion carried. 3. DECEMBER 2016 SCORE AND SCORE PDA FINANCIALS 1 ii!Aey presented the SCORE Financial Summary for the Operating, Reserve, Debt Service, and Capital funds as of December 31, 2016 and the SCORE PDA (Public Development Authority) Financials as of December 31, 2016. 32 Finance Committee Meeting Minutes February 14,2017 Page 2 of 3 Bartley discussed the December 2016 year-end financial summary balance noting contract revenues finished short. She stated savings in salaries and operating accounts should make up most of the difference. Bartley also noted the increased overtime expenditures were due to the number of Corrections Officer vacancies. She stated SCORE had an average of 12 Corrections Officer vacancies last year and currently has only 2 vacancies. Bartley updated the Committee on the Administrative Board's motion to authorize debt service payments in the event that there is a delay in the receipt of the federal interest subsidy and a discussion ensued. A Committee Member inquired about the ending fund balance not being brought forward to the 2017 budget. Bartley stated the 2016 financials have not been finalized and shared there will be a 2017 budget adjustment done to bring forward the balance. HAWN inquired about SCORE's reserve fund policy and a discussion ensued. 4. JANUARY 2017 SCORE and SCORE PDA FINANCIAL Bartley presented the SCORE Financial Summary for the Operating, Reserve, Debt Service, and Capital funds as of January 31, 2017 and the SCORE PDA (Public Development Authority) Financials as of January 31, 2017. Bartle stated as of the end of January we should be at about 8%. She noted that we are over the 8% level in expenditures for insurance and maintenance contracts which are paid at the beginning of the year. Bartley shared insurance premiums came in approximately$10,000 higher than what was budgeted. ARIWOOLA inquired about adjusting the beginning fund balance. Bartley stated there will be a budget amendment forthcoming and a discussion ensued. Bartley answered follow up questions regarding expenses and a Committee Member inquired about SCORE's reserve fund policy. Bartley_stated she will provide answers in a follow up email to Committee Members. MCCARTHY asked if all expenses are included in the 2016 draft document. Badley stated the December 2016 Financials provided are a draft and that the month is not closed out.The Committee discussed the next meeting date and confirmed the March meeting will be by email. S. OUTSIDE MEDICAL Bartley provided the Committee the 2016 Outside Medical Allocation of Budget report. She stated the medical reserves going into 2017 budget have been reduced. She shared, as of December 2016, there is a healthy medical reserve and stated she estimates there are approximately$200,000 in outstanding medical bills. ARIWOOLA asked a question about the use of the medical reserve and a discussion ensued. 6. JAIL STATISTICS The Committee was provided with the January 2017 Jail Statistics report which includes a variety of statistical information. Ear Eley_stated January and February are often predictive of the year. She explained the statistics chart on page 2 and noted page 2b is a new chart that shows the daily billable population. Bartley highlighted the significant spikes from last year and stated the median for 2016 was 550 and in 2017 the median is 559. Bartley discussed the total bookings for Member and contract agencies stating contracts are up by 10% and Member City bookings are consistent with 2016. She noted February numbers may dip due to the shorter month. Bartley updated the Committee on contract revenue stating January is currently off to a good start based on one month's data. Bartley estimates$11.1 million in contract revenues not including summer increases. COLEMAN asked about the Redmond housing contract. Bartley explained Redmond's housing contract increased to twenty guaranteed beds and will soon start video court services. She also noted the addition of the Fife housing contract guaranteeing twelve beds. She stated that SCORE continues its marketing efforts and watches regional issues for opportunities. 33 Finance Committee Meeting Minutes February 14,2017 Page 3 of 3 7. VIDEO COURT REPLACEMENT l3artley informed the Committee that SCORE has met with Polycom, SCORE's video court service provider, regarding the replacement of SCORE video court system. Bartley stated the current system, purchased 6 years ago, is at the end of its life and is scheduled for replacement in 2018. Bartley noted the cost to replace the current court system is estimated at$155,000. Bartley stated SCORE is considering a cloud based subscription service. MASON inquired about the difference in cost for purchasing versus a subscription service. Bartle explained that moving to a cloud based service would reduce SCORE's maintenance obligation. SCORE would actually save costs due to the elimination of the capital expense and noted a date for the new video court system has not yet been determined.The Committee recommended the replacement of the current video court system with a cloud-based system. 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U W U N VJ N Q .1.1 z w L � s v w F LU z o z LU � w � 9 n n n � 3 M Chi C O LO T LI V1 til O O O r 45 SCORE Salaries Marchi-31,2017 Pay Date FTE Checks Direct Deposit_ _ Taxes Ben/Deds Total 3/24/2017 154 2,032.50 369,084.70 74,352.44 360,901.05 $ 806,370.69 4/10/2017 153 375,640.43 77,427.85 157,759.04 $ 610,827.32 Total $ 2,032.50 $ 744,725.13 $ 151,780.29 $ 518,660.09 $ 1,417,198.01 46 00 OO LO O Z till d 0) M lO O a-1 IV 0) O O O lD N d; (i 00 lD .-1 l i Q Ln O W m w 411 C r� 00 w O d' r1 M h i--1 n -1 ID r, LD r\ O) 00 M n 00 LD d- LD N M ;$ 0) r-i 0 00 Ln M c-1 IPI r- Lr�V M06 lD M rrl 0) 0) N n N rl rq 'tN M IO r } i!} VF i/F i/► N N S O N W M n f\ W N N N 00 O 01 Cl N lO m lD O0 O O r'1 00 Vl m A N O N l0 m m m LD 11 o LLI In LI) r-I rq r, O O ID m Ln et M 00 ` w O 0) O 00 11 I�r N 0) W 1* LO LD to On fin O a--I' m nLdi- - C N H � m M 4A 00 OD 00 N N LQ Li 14 M m m co In N Lvl eI O ` U M in- i/)- 44 h N O NO Lfl I� O) O) 00 N 0) Vi O O -j 0) lD n c-I M O 0) O UJr•1 l0 00 Ln m Ln m m m tin 00 0) h OCO LO 0) Ln V N N O 0) C* O 00 r-1 Ln LO O r, N r-1 � Ln N 001 N 00 M N U LnN 00 V V M OV ^ c-I �• i11i11. i/? if1 h 00 a•-I LF! 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Summary - Operating Fund 2016 Actual As 2017 Adjusted 2017 Actual As Of 3/31/2016 2016 Actual %of Total Budget Of 3/31/2017 %Used Resources Beginning Fund Balance $ 11,736,458 $ 11,736,458 100.00% $ 10,063,889 $ 9,724,059 96.62% Operating Revenue Member Service Payments 4,363,301 17,453,205 25.00% 18,024,538 4,506,135 25.00% Federal Grant - 60,951 0.00% State Other Revenue - 125,302 29,032 Revenue from Contracting Cities 1,514,535 9,223,123 16.42% 11,900,000 1,759,521 14.79% Revenue from Contracting Cities-Health 21,119 174,117 12.13% 50,000 8,900 17.80% Intergovernmental Revenue 9,400 24,200 38.84% 30,000 4,000 13.33% Charges for Services 44,743 269,127 16,63% 250,000 32,961 13,18% Miscellaneous 797 3,815 20,90% - 1,051 Interest Earnings 8,021 37,141 21.59% 6,000 12,320 205.33% Total Operating Revenue 5,961,915 27,370,980 21.78% 30,260,538 6,353,919 21.00% Transfers In Transfer-In 78,200 0.00% 326,700 846,653 259.15% Total Transfers In - 78,200 0.00% 326,700 846,653 259.15% Total Resources 17,698,373 39,185,638 45.17% 40,651,127 16,924,631 41.63% Expenditures Operating Expenditures Salaries&Wages 2,429,169 10,491,709 23.15% 12,153,321 2,868,588 23.60% Personnel Benefits 989,494 4,230,683 23.39% 5,283,750 1,199,937 22.71% Overtime 209,619 912,877 22.969/. 695,000 257,460 37.04% Operating Supplies 87,892 384,889 22.84% 493,445 102,366 20.75% Consumables 267,721 1,177,998 22.73% 1,266,350 310,141 24.49% Professional Services 43,666 228,621 19.10% 331,180 32,692 9.87% Medical Services 768,842 3,296,949 23.32% 3,600,000 834,699 23.19% Outside Medical Services 25,845 261,002 9.90% 275,000 29,726 10.81% Other Services&Charges 212,972 459,972 46,30% 623,823 225,051 36.08% Insurance 174,333 175,690 99.23% 200,000 210,155 105.08% Utilities 148,479 598,107 24.82% 700,000 156,668 22.38% Maintenance 36,310 147,204 24.67% 176,100 35,080 19.92% Intergovernmental 16,750 44,754 37.43% 56,000 26,878 48.00% Capital Outlays 106,544 0.00% 314,200 117,545 37.41% Transfers Out 1,129,632 6,937,156 16.28% 6,350,661 1,597,779 25.16% Total Operating Expenditures 6,540,725 29,454,155 22.21% 32,518,830 8,004,765 24.62% Tota!Expenditures 6,540,725 29,454,155 22.21% 32,518,830 8,004,765 24,62% Ending Fund Balance $ 11,157,648 $ 9,731,482 114.66% $ 8,132,297 $ 8,919,866 109.68% 48 Financial Summary - Reserve Fund 2017 Actual 2017 Adjusted As Of 2016 Actual Budget 3/31/2017 Resources Beginning Fund Balance-.ERR $ 3,011,766 $ 3,728,974 $ 3,742,611 Beginning Fund Balance-Contingency $ 2,223,715 $ 2,562,938 $ 2,572,397 Operating Revenue Intergovernmental Revenue Miscellaneous Interest Earnings 28,095 5,000 10,114 Total Operating Revenue 28,095 5,000 10,114 Transfers In Transfer-In-Equipment Reserve 792,409 788,868 788,868 Transfer-In-Contingency Reserve 337,223 53,879 53,879 Total Transfers In 1,129,632 842,747 842,747 Total Resources 6,393,208 7,139,659 7,167,869 Expenditures Operating Expenditures Intergovernmental Transfers Out 78,200 326,700 91,622 Total Operating Expenditures 78,200 326,700 91,622 Total Expenditures 78,200 326,700 91,622 Ending Fund Balance-ERR $ 3,011,521 4,194,142 $ 4,445,705 Ending Fund Balance-Contingency $ 2,223,959 $ 2,618,817 $ 2,630,542 Total Ending Fund Balance $ 5,235,480 $ 6,812,959 $ 7,076,247 49 Financial Summary - Debt Service Fund 2017 Adjusted 2017 Actual As 2016 Actual Budget 00/31/2017 Resources Beginning Fund Balance $ 3,781,756 $ 3,824,221 $ 3,824,221 Debt Service Revenue Intergovernmental Revenue - - 755,032 Interest Earnings - Bond Proceeds Total Debt Service Revenue - 755,032 Transfers In Transfer-in 5,507,524 5,507,914 755,032 Total Transfers In 5,507,524 5,507,914 755,032 Total Resources 9,289,280 9,332,135 5,334,284 Expenditures Debt Service Expenditures Debt Service 5,465,060 5,461,177 4,579,252 Total Debt Service Expenditures 5,465,060 5,461,177 4,579,252 Transfers Out Transfer Outs - 755,032 Total Transfers Out - - 755,032 Total Expenditures 5,465,060 5,461,177 5,334,284 Ending Fund Balance $ 3,824,220 $ 3,870;958 $ 0 50 Financial Summary - Capital fund 2017 Adjusted 2017 Actual As 2016 Actual Budget Of 3/31/2017 Resources Beginning Fund Balance $ 202,212 $ 302,212 $ 502,212 Capital Revenue Member Payments - Revenue from Contracting Cities - - Intergovernmental-State - - Miscellaneous - - - Interest Earnings Inusrance Recoveries Total Capital Revenue - Transfers In Transfer-In 300,000 - Total Transfers In 300,000 Total Resources 502,212 302,212 502,212 Expenditures Capital Expenditures Operating Supplies - - - Professional Services Capital Outlays 302,212 Total Capital Expenditures 302,212 - Transfers Out Transfer Outs - Total Transfers Out Total Expenditures 302,212 Ending Fund Balance $ 502,212 $ - $ 502,212 51 rYr 2017 SCORE PDA Financialls 2017 Adjusted 2017 Actual As 2016 Actual Budget Of 3/31/2017 %Used Beginning Fund Balance $ 760,879 $ 755,031 $ 0.00% Revenue: Receipt from Federal Rebate 755,843 1,510,064 755,032 50.00% Transfer-In from SCORE for Debt Service Payment 5,465,060 5,461,177 4,579,252 83.85% Total Revenue and Other Sources $ 6,220,902 $ 6,971,241 $ 5,334,284 76.52% Total Resources $ 6,981,781 $ 7,726,272 $ 5,334,284 69.04% Expendltures: Professional Services $ 4,895 $ 6,000 $ - 0.00% Debt Service Principal 2,065,000 2,145,000 2,145,000 100.00% Debt Service Interest 4,911,886 4,820,241 2,434,252 50.50% Transfer Out to SCORE - - 755,032 Total Expenditures $ 6,981,781 $ 6,971,241 $ 5,334,284 76.52% Ending Fund Balance $ - $ 755,031 $ - 0.00% 52 pq co O tjo L1 � ryry N ��T�.x-I r�•I [� � LLoo N en C - 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