FEDRAC MINUTES 11-27-2018 CITY OF
. . Federal Way
Centered on Opportunity
City Council
Finance/Economic Development/Regional Affairs Committee
Tuesday, November 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: Chair Dini Duclos, Councilmember Hoang Tran
(joined the meeting at 4:34), Councilmember Lydia Assefa-Dawson
COMMITTEE MEMBER EXCUSED:
COUNCILMEMBERS IN ATTENDANCE: Deputy Mayor Susan Honda, Councilmember Mark
Koppang
STAFF MEMBERS IN ATTENDANCE: City Attorney Ryan Call; Finance Director Ade Ariwoola
(participated via phone); Parks and Recreation Director John Hutton; Public Works Director EJ
Walsh; IT Manager Thomas Fichtner; Accounting Manager Kristen Trivelas; Financial Analyst
Hardeep Goraya; IT Supervisor Brian Pearson; Mayor's Office Manager Kathy Arndt
PUBLIC COMMENT: None
COMMITTEE BUSINESS:
A. APPROVAL OF SUMMARY MINUTES — OCTOBER 23, 2018
Motion to approve the minutes from October 23, 2018 with changes below; motion
seconded and carried 3-0.
• Page 3: "Kristen" changed to "Kristin"
• Page 5: "General Fund —As of the end of September we will have about $5.6m"
changed to "$7.4m"
Tuesday, November 27, 2018 Page 1
B. APPROVAL OF SUMMARY MINUTES— OCTOBER 29, 2018 SPECIAL MEETING
Motion to approve the minutes from the October 29, 2018 Special FEDRAC meeting
with the chang%larification below; motion seconded and carried 3-0.
• Page 8: "can be done by council vote ??" under "LID Lift" in Revenue Generating
Ideas matrix. City Attorney Ryan Call clarified that there was a question as to
whether this can be done by council vote. It cannot be.
C. HYLEBOS HARMONICS PUBLIC ART FOR THE PAEC-PROJECT ACCEPTANCE: Presented
by Public Works Director EJ Walsh.
Public Works Director EJ Walsh provided background detail on the Hylebos Harmonics 2% for
the Arts Public Art Project at the Federal Way Performing Arts & Event Center. Discussion took
place regarding the appearance of the final project as compared to the artist renderings.
Director Walsh answered questions regarding the funding of the project. Discussion took
place regarding how the area at the base of the installation should appear, what has been
done to date, how it will be maintained and plans for the future.
Motion to forward the acceptance to the December 4, 2018 City Council consent agenda for
approval; motion seconded and carried 3-0.
D. WASHINGTON STATE SAFE CITY GRANT AWARD: Presented by Information Technology
Manager Thomas Fichtner
Manager Fichtner shared background information pertaining to the proposed acceptance of
the Washington State Department of Commerce grant to be used for the replacement of aging
Safe City cameras and associated hardware. He indicated that the funds will expand the
cameras to two additional locations, including 288th and Military and 336th and 21St SW.
Discussion took place regarding the types of cameras being purchased, the timeline for the
project, the establishment of the Safe City program and its associated funds.
Motion to forward the acceptance to the December 4, 2018 City Council consent agenda for
approval; motion seconded and carried 3-0.
E. APC UPS REPLACEMENT RFP AWARD: Presented by IT Manager Thomas Fichtner.
Manager Fichtner provided a summary of the City's UPS system, installed in 2005. He
explained the capacity the City plans to purchase and why and discussion took place regarding
Tuesday, November 27, 2018 Page 2
the bid amount, the city's power usage and the associated technology, configuration options
and life expectancy.
Motion to forward the purchase to the December 4, 2018 City Council consent agenda for
approval; motion seconded and carried 3-0.
F. SAFE CITY EQUIPMENT UPGRADE PHASE 2 RFQ AWARD: Presented by IT Manager
Thomas Fichtner.
Manager Fichtner explained that this award represents the second phase of ordering for the
previously discussed Safe City Cameras Project. Councilmembers inquired and discussion took
place regarding the camera models and features, IT staffing and plans for installation and
maintenance and the associated budget.
Motion to forward the purchase to the December 4, 2018 City Council consent agenda for
approval; motion seconded and carried 3-0.
G. TRAFFIC SIGNAL COMMUNICATIONS UPGRADE EQUIPMENT: Presented by IT Manager
Thomas Fichtner.
Manager Fichtner explained that the Information Technology Department is partnering with
the Public Works Department on the Adaptive Signal Project, previously approved by Council.
This purchase will assist in establishing system communication over the fiber optic network.
Public Works Director Walsh further explained that the hardware purchased will allow for
interconnection of all of the traffic signals, allowing for real-time signal adjustments. Funding
has been secured through phase four of the project.
Motion to forward the purchase to the December 4, 2018 City Council consent agenda for
approval; motion seconded and carried 3-0.
H. COMMUNITY CENTER AV SYSTEM: Presented by IT Manager Thomas Fichtner.
Manager Fichtner provided background information on the proposed purchase of AV
equipment to be installed in the Federal Way Community Center Senior Lounge and
community multipurpose rooms. He and Parks & Recreation Director John Hutton explained
that the facility has been losing rentals recently due to lack of proper AV equipment and that
this purchase will likely increase revenue. Councilmembers inquired and discussion took place
regarding bids received, staffing needs, maintenance plans and a software replacement
project that will enhance Community Center processes. Councilmembers expressed their
appreciation to the IT Department for their efforts.
Tuesday, November 27, 2018 Page 3
Motion to forward the purchase to the December 4, 2018 City Council consent agenda for
approval; motion seconded and carried 3-0.
I. 2019 FEE SCHEDULE (DISCUSSION ONLY): Presented (via phone) by Finance Director
Ade Ariwoola
Director Ariwoola joined the meeting via phone and explained that there are two 2019 Fee
Schedule items on the agenda because one contains the storage unit and apartment fees (for
discussion only) and one does not (includes a resolution). Approval of the latter will allow the
fee schedule to move forward for 2019 and allow the school district to receive their funds
without interruption. Discussion took place regarding the fee schedule and associated
options.
J. RESOLUTION: 2019 FEE SCHEDULE: Presented by Accounting Manager Kristen Trivelas
Accounting Manager Kristen Trivelas provided summary information regarding the 2019
proposed Fee Schedule and reiterated that it does not include the proposed storage or
apartment unit fees. Discussion took place regarding the structure of the fee schedule and its
implications on development and taxes within the City, practices of other nearby cities and
counties, as well as impacts of new multi-family complexes on the school district.
Motion to forward the fee schedule to the December 4, 2018 City Council consent agenda for
approval; motion seconded and carried 3-0.
K. VOUCHERS— OCTOBER 2018: Presented by Accounting Manager Kristen Trivelas
Accounting Manager Kristen Trivelas presented the October 2018 vouchers, totaling
$4,271,543.78.
Motion to forward the vouchers to the December 4, 2018 City Council consent agenda for
approval; motion seconded and carried 3-0.
L. MONTHLY FINANCIAL REPORT - OCTOBER 2018: Presented by Accounting Manager
Kristen Trivelas
Accounting Manager Kristen Trivelas presented the October 2018 Monthly Financial Report
and provided a summary of highlights in the report, as outlined below:
Tuesday, November 27, 2018 Page 4
• Sales Tax: while nominal for year-to-date over budget, is $429K above 2017 year-to-
date actuals.
• Property Taxes: as expected, a large share of property taxes were received in October,
$2M or 26.2% above 2018 year-to-date budget.
• State Shared Revenue: $247K or 12% above 2018 year-to-date budget
• Admissions Taxes: $139K or 25.2% above 2018 year-to-date budget
• General Fund: is now above reserve amounts at $9.67M as compared to September's
$7.4M. Much of this is attributed to the receiving of property taxes.
Councilmembers inquired and discussion took place regarding the non-profit exemption for
the admissions tax.
Motion to forward approval of the October 2018 Monthly Financial Report to the December
4, 2018 City Council consent agenda for approval; motion seconded and carried 3-0.
NEXT MEETING: Tuesday,January 22, 2019 @ 4:30 p.m.
MEETING ADJOURNED: 5:59 p.m.
Tuesday, November 27, 2018 Page 5