FEDRAC MINUTES 05-22-2018 CITY'0i
Federal Allay
City Council
Finance/Economic Development/Regional Affairs Committee
Tuesday, May 22, 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 Tran
COMMITTEE MEMBER EXCUSED: Councilmember Assefa-Dawson
COUNCILMEMBERS IN ATTENDANCE: Deputy Mayor Honda, Councilmember Moore,
Councilmember Koppang, Councilmember Johnson (arrived at 5:33)
STAFF MEMBERS IN ATTENDANCE: Finance Director, Ade Ariwoola; City Attorney, Ryan
Call; Economic Development Director, Tim Johnson; Information Technology Manager,
Thomas Fichtner; Parks and Recreation Director, John Hutton; Dumas Bay Manager, Rob
Ettinger; Accounting Supervisor, Chase Donnelly; Administrative Assistant, Robyn Buck
OTHERS PRESENT: Dana Hollaway, Federal Way citizen
Chair Duclos made a motion to amend the agenda to include a Sound Transit update and
a multifamily code update under "Other"' carried 2-0.
PUBLIC COMMENT: Ms. Hollaway commented on properties that do not pay property tax.
She also expressed concern about developers that build low income housing are exempt
from property tax for 12+ yrs.
APPROVAL OF SUMMARY MINUTES:
The Minutes were amended to replace the word "May" with "March" in the Voucher
section.
Motion to approve the minutes as amended from April 24, 2018; motion seconded and
carried 2-0.
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DUMAS BAY CENTRE POTENTIAL UPGRADES AND IMPROVEMENTS: Presented by Parks
and Recreation Director, John Hutton.
Mr. Hutton summarized the needs of the Dumas Bay Centre. Immediate needs include a
water system upgrade and an upgrade in guest comfort, i.e. climate control. Other future
needs include a full electrical upgrade, convert rooms to include a bathroom, install an
elevator. Mr. Hutton is seeking authorization from the Committee to hire a consultant to
determine what upgrades are possible, the order in which they should be completed and
accurate cost estimates. Councilmember Koppang suggested that Mr. Hutton issue an RFP
for consultant services, which does not require Committee authorization. Once the bids
from the RFP are received, Mr. Hutton can return to FEDRAC for budget appropriation.
Information only.
SPECIAL OLYMPICS 2018 USA GAMES AGREEMENT: Presented by Economic Development
Director, Tim Johnson.
Mr. Johnson reported that $25k will be used to hire Special Olympics staff, particularly
swimming and softball. An additional $25k will be used pay for the use of our venues.
Motion to forward the proposed Tourism Sponsorship Agreement for Special Olympics
2018 USA Games to the lune 5, 2018 City Council consent agenda for approval; motion
seconded and carried 2-0.
TEG AWARDS JULY— DECEMBER 2018: Presented by Economic Development Director, Tim
Johnson.
Five organizations submitted applications. Pepsi Northwest Women's Golf Tournament
submitted two applications. LTAC decided that the number of visitors is less than what it
should be, however Pepsi NW Women's Golf Tournament received $2k this year.
Powellswood visitors stay in Air B&Bs and not in Federal Way hotels. Powellswood did not
receive a grant. Women's Fast pitch Championship draws 175 teams into Federal Way and
is another grant award recipient. Knights Baseball Tournament will receive funds. The
Desna Cup had a significant reduction in participants. The amount they will receive is
minimal.
Motion to forward the approval of the Tourism Enhancement Grants for July-December to
the lune 5, 2018 City Council consent agenda for approval; motion seconded and carried
2-0.
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SAFE CITY CAMERA EQUIPMENT UPGRADE RFQ AWARD: Presented by Information
Technology Manager, Thomas Fichtner.
Mr. Fichtner said Federal Way received a $250k grant to be used to replace ageing Safe City
cameras and purchase two additional cameras. The requests were separated into 2 RFQs
because new technology will be coming out soon. The first RFQ was advertised and Security
Solutions was the apparent low bidder with an amount not to exceed $109,919.70. The old
cameras will be surplused.
Motion to forward the approval of the purchase of Safe City equipment to the lune 5,
2018 consent agenda for approval; motion seconded and carried 2-0.
RESOLUTION: 2018 FEE SCHEDULE AMENDMENT: Presented by Finance Director, Ade
Ariwoola.
Storage Facility fees have been added to the 2018 Fee Schedule. Councilmember Moore
asked why Air B&Bs are not included in the Fee Schedule. Mr. Call said it is a matter of
enforcement and staffing. It has not been determined that it will be cost effective to go
after Air B&Bs for business registrations.
Motion to forward the proposed resolution to the lune 5, 2018 consent agenda for
approval; motion seconded and carried 2-0.
MONTHLY FINANCIAL REPORT - APRIL 2018: Presented by Finance Director, Ade Ariwoola.
Mr. Ariwoola summarized the Monthly Financial Report. There was a discussion regarding
Police and overtime and the definition of billable and non-billable hours. Contract and
grants are billable. The others are not. The Monthly Financial Report provides this
information on a monthly basis. Committee Member Tran has asked for a report on non-
billable overtime for police for the last five years. Notable areas included:
• Sales Tax— $33k below the 2018 year to date budget, but above the 2017 actual.
More than 20% of sales tax comes at the end of the year
• Property Tax— Collected in May and October
Motion to forward approval of the MONTHLY FINANCIAL REPORT—APRIL 2018
to the lune 5, 2018 consent agenda for approval; motion seconded and carried 2-0.
VOUCHERS —APRIL 2018: Presented by Finance Director, Ade Ariwoola.
Committee Member Tran had a question regarding a refund to Planned Parenthood. It was
a damage deposit refund for renting space at Dumas Bay.
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Motion to forward the Vouchers to the lune 5, 2018 consent agenda for approval; motion
seconded and carried 2-0.
SCORE REPORT: Presented by Finance Director, Ade Ariwoola.
So far this year we have done reasonably well. We have driven down the ADP a great deal
and the current number is most likely the lowest it will be. 2019 costs may be the same or a
little bit lower based on this year's ADP. The ADP has been lowered without sacrificing
public safety.
Information only.
PAEC MONTHLY CONSTRUCTION REPORT: Presented by Finance Director, Ade Ariwoola.
The interfund loan budget is $9.17m even though the Council authorized $13m. We have
recognized $8.1m out of the $9.17m. The repayment timeframe started at the first draw.
We have three years to pay it back.
Information only.
• Deputy Mayor Honda would like EJ Walsh, Deputy Public Works Director to give a
Sound Transit update as it relates to the City at the June FEDRAC meeting.
• Deputy Mayor Honda would like Brian Davis, Community Development Director, to
give an update at the next FEDRAC meeting on the multi-family zoning as it relates to
Sound Transit property acquisition.
• Deputy Mayor Honda and Committee Chair Duclos would like to add another
monthly FEDRAC meeting to focus on strategic planning and vision. Jeri Lynn Clark
will send out an email asking for availability.
• Deputy Mayor Honda suggested revising the agenda bill to add a comments section
for the Finance Director to add any information. Any FEDRAC agenda item that would
require a request for funds would go through the Finance Director, prior to going to
the Mayor, so that it can be determined if there will be a financial impact on the
budget. The Committee agreed that they would like this on the next FEDRAC agenda
for further discussion.
NEXT MEETING: Tuesday, June 26, 2018 @ 4:30 p.m.
MEETING ADJOURNED: 6:48 p.m.
Tuesday, May 22, 2018 Page 4