FEDRAC MINUTES 03-27-2018 CITY'0i
Federal Way
City Council
Finance/Economic Development/Regional Affairs Committee
Tuesday, March 27, 2018 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 4:30 p.m.
COMMITTEE MEMBERS IN ATTENDANCE: Councilmember Assefa-Dawson, Councilmember
Tra n
COMMITTEE MEMBER EXCUSED:
COUNCILMEMBERS IN ATTENDANCE: Councilmember Koppang
STAFF MEMBERS IN ATTENDANCE: Finance Director, Ade Ariwoola; City Attorney, Ryan
Call; IT Manager, Thomas Fichtner; Economic Development Director, Tim Johnson;
Accounting Supervisor, Chase Donnelly; Administrative Assistant, Robyn Buck
OTHERS PRESENT: Dana Hollaway
PUBLIC COMMENT:
APPROVAL OF SUMMARY MINUTES: Mr. Ariwoola clarified that the request for SCORE
presentation is to be every month, not quarterly as written in the minutes.
Motion to approve the amended minutes from February 27, 2018; motion seconded and
carried 3-0.
OCE TDS750 PLOTTER SYSTEM MAINTENANCE CONTRACT: Presented by IT Manager,
Thomas Fichtner.
Mr. Fichtner presented an amendment to a goods and services agreement for the
maintenance of the copier plotter system. ARC was cheapest of the three bids received. We
currently use ARC and would like to keep them. The contract was extended for five years
with a price lock at the 2018 rate. The 2018 rate reflects an increase from .61 cents to .70
cents per sqft. The new contract is not to exceed $50,000 total.
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Federal Way
Motion to forward Option 1 for approval to the April 3, 2018 consent agenda for
approval; motion seconded and carried 3-0.
Mr. Ariwoola distributed the 2019/20 Biennium Budget Meeting Calendar as a reminder to
Committee of the dates. This will also be provided at the April 3, 2018 Council meeting.
MONTHLY FINANCIAL REPORT - JANUARY AND FEBRUARY 2018: Presented by Finance
Director, Ade Ariwoola.
Mr. Ariwoola summarized the Monthly Financial Report. Notable areas included:
• CD Permits and Fees —Almost 13% below 2017.
• Sales Tax —Above 2017 year to date, but below 2018 year to date budget by $5k.
• Business Registration Fee — Better than last year.
• Utility Tax —Year to date is 5.5% below 2017 and below year to date actual.
• Police Overtime — First two months are holding ok compared to 2017.
• PAEC—Transfer in from Utility Tax and General Fund of $694k because the PAEC is
not expected to cover expenses for 2017. $181,317 will be the subsidy for 2018.
• REET— 2018 is staring lower than 2017.
• FWCC— Doing reasonably well.
• Cell phone utility - Going down consistently.
• Dumas Bay — Has earned 20% more than they spent. They are recovering more than
their costs.
The Committee would like a more detailed account on what needs to be done at Dumas
Bay and create a proposal to take to the Council.
The Committee requested a presentation and articles in the newspaper to show the money
that cannot be spent on general fund items. Grants, LIFT, and REET can only able to be used
for specific things.
Ms. Hollaway requested that the utility tax be explained in greater detail to the public.
Committee Chair Duclos would like a budget study session or retreat to focus on a five to
ten year plan for the City.
Motion to forward approval of the MONTHLY FINANCIAL REPORT-JANUARY AND
FEBRUARY 2018 to the April 3, 2018 consent agenda for approval; motion seconded and
carried 3-0.
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VOUCHERS— FEBRUARY 2018: Presented by Finance Director, Ade Ariwoola.
There were no questions/comments on the vouchers.
Motion to forward the Vouchers to the April 3, 2018 consent agenda for approval; motion
seconded and carried 3-0.
PAEC MONTHLY CONSTRUCTION REPORT: Presented by Finance Director, Ade Ariwoola.
Garco just submitted another invoice for $401k. There is still a final invoice out there. There
is almost $14k left for FFE.
No further action.
SCORE REPORT: Presented by Finance Director, Ade Ariwoola.
Mr. Ariwoola summarized page 128. The SCORE commitment does not end, but the bond is
for 30 years. Mr. Call commented that he thinks the ADP is as low as it is going to get. The
daily report he receives shows the ADP average in the high 50s, low 60s. In 2017, we paid
$245 per bed per day. There was a question regarding the member contract (us),
contracting cities (Everett, etc.) and unbillable. Unbillable is a prisoner that does not belong
to any of the contracting cities. The charge would be billed to the city that brings in the
prisoner— not the city that person belongs to.
No further action.
NEXT MEETING: Tuesday, April 24, 2018 @ 4:30 p.m.
MEETING ADJOURNED: 5:49 p.m.
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