FEDRAC MINUTES 01-28-2020CITY or -
Federal Way
City Council
Finance/Economic Development/Regional Affairs Committee
Tuesday, January 28, 2020 Federal Way City Hall
4:30 p.m. SUMMARY MINUTES Hylebos Room
CALL TO ORDER: Councilmember Linda Kochmar called the meeting to order at 4:34 p.m.
COMMITTEE MEMBERS IN ATTENDANCE: Councilmember Koppang, Councilmember Kochmar and
Committee Chair Tran via phone
COUNCILMEMBERS IN ATTENDANCE: Deputy Mayor Honda and Councilmember Lydia Assefa-Dawson
STAFF MEMBERS IN ATTENDANCE: Finance Director, Ade Ariwoola; Accounting Manager, Chase
Donnelly; City Attorney, Ryan Call; Human Resources Manager, Jean Stanley; Public Works Director, EJ
Walsh; Community Development Director, Brian Davis; Community Services Manager, Sarah
Bridgeford; Deputy Chief of Police, Stephan Neal; IT Manager, Thomas Fichtner; Administrative
Assistant II, Dana Almberg
OTHERS PRESENT: Rebecca Martin, Chamber of Commerce; Haley Donwerth, Federal Way Mirror;
Bob Roegner, Federal Way Mirror; Tirrah Idahosa, Federal Way citizen
PUBLIC COMMENT: No public comment
A. APPROVAL OF SUMMARY MINUTES —November 26, 2019 MEETING
Motion made by Chair Tran to approve the minutes from November 26, 2019 as written; motion
seconded by Councilmember Kochmar and carried 3-0.
B REPLACEMENT OF BUCKET TRUCK: Presented by Public Works Director, EJ Walsh.
Public Works Director Walsh stated that the city only has one bucket truck. Replacement of
the bucket truck was reviewed in preparation of the 2019-2020 budget and based on the
condition and maintenance history at that time it was decided to wait and include it in the
budget for replacement in 2021. However, since that time additional major maintenance
needs have emerged related to the boom and control system. Based on the overall current
condition, it is not prudent to invest in major maintenance to continue to keep the truck
operational.
This truck is used extensively by Public Works, Parks and IT for daily operations such as
installations and maintenance of banners, flower baskets, and holiday lights. It is also used for
maintenance activities including vegetation trimming, painting, light replacements etc. IT uses
it extensively to install and maintain the Safe City Cameras.
January
Tuesday, Y I Y 28, 2020 Page 1
CITY W
'�►�... Federal Ways
The quote price from the manufacturer is $118,613. There is no direct financial impact. But in
order to get this specific vehicle before it is taken by someone else, we need to move quickly
on purchasing. We can have it in 15-30 days of council approval, but if the truck is no longer
available it could take 90-120 days to get it.
Motion made by Councilmember Koppang to forward Option 1, to the February 4, 2020 consent agenda
for approval; motion seconded by Councilmember Kochmar and carried 3-0.
C. ORDINANCE CREATING AN INFORMATION TECHNOLOGY DEPARTMENT: Presented by City Attorney,
Ryan Call.
City Attorney Call stated Title 2 of the Federal Way Revised Code sets forth the departments and
appointive officers that require Council confirmation. The proposed ordinance amends Title 2 of
the code to create a new department known as the Information Technology Department. The
Mayor intends to appoint Thomas Fichtner, the current IT Manager, as director of the new
department, with Council approval.
Several Councilmembers expressed the importance of our Information Technology Department
and how it touches and helps every department throughout the City and that they fully support
this ordinance.
Motion made by Councilmember Koppang to forward the proposed ordinance to First Reading
on February 4, 2020; motion seconded by Councilmember Kochmar and carried 3-0.
D. T-Mobile West LLC, Site Lease Agreement: Presented by City Attorney, Ryan Call.
City Attorney Call stated T-Mobile seeks to lease property from the City for a portion of
property located along the BPA trail near 141h Way SW to allow installation and operation of
certain equipment for use in connection with its wireless communication services. The site lease
agreement is for a five-year term that includes three additional five-year terms upon notice to
the City. An agreement for this specific site has been in place since 2003 under the name
Voicestream PCS III Corporation. Since the 2003 agreement has been in place, the contractor
has changed ownership and is currently operating under the name T-Mobile West, LLC. That
agreement expired in 2018 and that is why T-Mobile is requesting a new site lease agreement.
Councilmember Koppang ask about the CPI, City Attorney Call said it is similar to other site lease
agreements currently in effect for other companies.
Motion made by Councilmember Koppang to forward the proposed Agreement to the February
4, 2020 consent agenda for approval; motion seconded by Councilmember Kochmar and carried
3-0.
Tuesday, January 28, 2020 Page 2
CITY Of
Federal Way
E. RESOLUTION — INTERFUND-LOAN FOR CDBG: Presented by Community Services Manager, Sarah
Bridgeford.
Community Services Manager Bridgeford stated the Community Development Block Grant (CDBG)
Fund has a timing difference between the time the grant is reimbursed and the spending of grant
funds. The CDBG Fund will need up to $40,000 to fund the difference between grant spending and
grant reimbursement ensuring the ability to administer the CDBG program and complete projects.
This item was included within the approved budget for the CDBG Fund. As proposed, the loan will
ensure sufficient funds are available for the CDBG Fund when there is a timing difference between
the spending of grant funds and grant reimbursements.
Councilmember Kochmar asked Community Services Manager Bridgeford if there is a list of Human
Services Providers for the City. Manager Bridgeford stated yes, she would provide one to
Councilmember Kochmar.
Motion made by Councilmember Koppang to forward the proposed resolution to the February
4, 2020 consent agenda for approval; motion seconded by Councilmember Kochmar and carried
3-0.
F. VOUCHERS 11/16/2019—12/15/2019 AND PAYROLL VOUCHERS 11/1/2019—11/30/2019:
Presented by Finance Director, Ade Ariwoola.
Finance Director Ariwoola summarized the November 2019 Vouchers, prior to the meeting
Deputy Mayor Honda had sent an email with some questions, which Director Ariwoola
responded to.
Motion made by Councilmember Koppang to forward the November Vouchers to the February
4, 2020 consent agenda for approval; motion seconded by Chair Tran and carried 3-0.
G. VOUCHERS 12/16/2019—1/15/2020 AND PAYROLL VOUCHERS 12/1/2019—12/31/2019:
Presented by Finance Director, Ade Ariwoola.
Finance Director Ariwoola summarized the December 2019 Vouchers, and there were no questions
from the Committee.
Motion made by Councilmember Koppang to forward the December Vouchers to the February 4,
2020 consent agenda for approval; motion seconded by Chair Tran and carried 3-0.
H. MONTHLY FINANCIAL REPORT — NOVEMBER 2019: Presented by Finance Director, Ade Ariwoola.
Finance Director Ariwoola gave an overview on the November 2019 Monthly Financial Report.
Deputy Mayor Honda inquired about the utility tax rebate program. She commented that in 2017
we helped 115 people, in 2018 we helped 87, and in 2019 we helped 74. She was wondering why
that number is going down. Finance Director Ariwoola stated possibly things have improved for
Tuesday, January 28, 2020 Page 3
,ACITY OF
� Federal Way
people? We have posted information on the program in more places than usual. We will make
sure it is posted on the City's website, and possibly the Mirror can advertise it.
Motion made by Councilmember Koppang to forward the November 2019 Monthly Financial
Report to the February 4, 2019 consent agenda for approval; motion seconded by Chair Tran
and carried 3-0.
I. MONTHLY FINANCIAL REPORT — PRELIMINARY DECEMBER 2019: Presented by Finance Director,
Ade Ariwoola.
Finance Director Ariwoola explained that December is still being processed through the end of
January, next month we will bring forth the December final. We are looking good if you compare
from last year. We will have final results once we close the books.
Motion made by Councilmember Koppang to forward the Preliminary December 2019 Monthly
Financial Report to the February 4, 2019 consent agenda for approval; motion seconded by
Chair Tran and carried 3-0.
J. SALARY STUDY UPDATE: Presented by Human Resources Manager Jean Stanley
Human Resources Manager Stanley gave an overview stating that the City engaged with Cabot
Dow & Associates in June to conduct a Classification/Compensation Workload Study for non -
represented, Teamsters and Police Support Services Association members. In July 2019, Cabot
Dow and Associates held meeting with Management Team and conducted two Employee Kick -Off
meetings that covered the scope of the study, the expectations, timeline and to answer questions
regarding the process. Staff was tasked with completing a Position Analysis Questionnaire (PAQ)
for their position. The Consultant used the completed PAQ's to recommend changes to our
current job descriptions; this was completed the end of November and Human resources is
working on finalizing all job descriptions.
Management Team met with the Consultants today, and comparable Cities we identified as:
Auburn, Burien, Kent, Kirkland, Lakewood, Puyallup, and Renton. We will also look at King and
Pierce County for specialty positions, as well as Lakehaven and Sound Transit since those are
places that tend to recruit staff. They will start the compensation study and hope to have
something in March.
Deputy Mayor Honda asked if any surprises, and Director Stanley stated no there wasn't.
Councilmember Assefa-Dawson asked that if adjustments will be made, will it be out of 2021
budget. Director Ariwoola stated no, it would be 2020, this was in support of the council.
This item was for information/discussion purposes only. No action was taken.
Tuesday, January 28, 2020 Page 4
cirr 0w
Federal Way
K. JAIL UPDATE: Presented by Deputy Chief of Police, Stephan Neal
Deputy Chief Neal gave an update on jail services program. All misdemeanor inmates were
removed from the SCORE facility as of 12/31/19 and transferred to other contracted jail facilities:
➢ King County Jail —Unlimited (only special circumstances and felonies)
➢ Kent City Jail — 5 beds guaranteed
➢ Puyallup Jail — 3 beds guaranteed —1 female
➢ Issaquah Jail —5 beds guaranteed —1 female
➢ Yakima Jail - Unlimited (sentenced inmates)
➢ Kittitas Jail — Unlimited (sentenced inmates)
Our current ADP is maintaining at around 40, which is under our projected number.
This item was for information/discussion purposes only. No action was taken.
L. CHAMBER OF COMMERCE UPDATE: — Presented by Rebecca Martin
Ms. Martin, CEO for Greater Federal Way Chamber made a PowerPoint presentation and had
handouts giving a Strategic Economic Opportunity overview (Economic Inflow -Outflow). This
information is from the U.S. Census Bureau. 4,700 people live & work in Federal Way, 33,000
leave and 25,000 come in.
Notable areas included:
❖ Aerospace $16,042,299760
❖ Agribusiness $39,899,699
❖ Forest Products $19,581,776
❖ ICT $1,084,222,617
❖ Life Sciences $80,117,451
❖ Maritime $30,655,272
What are the businesses that might want to expand into this area?
❖ Retail and Accommodations $287,760,297
❖ Business Services $ 568,693,628
❖ Healthcare $405,333,206
❖ Construction $99,024,975
Tourism: Restaurants, Lodging, Retail and Attractions. This is zip code based so it's hard to give
an actual breakdown since it covers parts of Milton and Auburn. But it is telling us where the
opportunities are.
Federal Way Economic Inflow -Outflow
❖ 84.30% of Workers Live Outside the City
❖ 87.7% of Residents Work Outside the City
❖ 4,726 Workers Living and Working in Federal Way
❖ $33,026 is the Average (Annual) Wage of Workers Employed in Federal Way
This item was for information/discussion purposes only. No action was taken.
Tuesday, January 28, 2020 Page 5
CITY OF
Federal' ay
M. SCHOOL IMPACT FEES UPDATE: - Presented by Community Development Director Brian Davis
Community Development Director Davis said there is not a lot to report since the last report to
Council. Due to staffing issues there hasn't been any further progress. There has been a meeting
with the School District twice to discuss their methodology. We have asked for their formulas,
and we are running numbers. We are looking at ways to come up with fees that meets everyone
needs.
Deputy Mayor Honda asked if we will complete it by March, Director Davis said he doesn't think
so, we need more staff. Permitting has been their priority.
Councilmember Koppang stated School Impact fees is to fund new students as they come in and
that it is a council priority.
This item was for information/discussion purposes only. No action was taken-
N. FEDRAC MEETING SCHEDULE: - Presented by Finance Director Ade Ariwoola
Director Ariwoola stated that Councilmember Tran is the new Chair for FEDRAC and we are
proposing a new start time of 5:00 pm. Attached to the packet is a proposal of possible date changes
based on months that have a Fifth Tuesday. After some discussion it was decided to keep the
current meeting schedule of Fourth Tuesday for the meetings.
The question of location is also being brought up. Should we keep FEDRAC meetings in Hylebos or
move it into the Council Chambers. The question was asked to IT Manager Fichtner if it is possible
for Hylebos to be upgraded for audio and visual. Manager Fichtner responded that it can be done,
however an RFP will need to be done for audio and camera placement might be tricky but that it can
be done. The question was also asked if there is a budget for it, which Manager Fichtner answered
that there is money in the budget for it. It is a large project and probably won't be done until the
end of August.
This item was for information/discussion purposes only. No action was taken.
OTHER:
NEXT MEETING: February 25, 2020
MEETING ADJOURNED: The meeting was adjourned at 6:32 p.m.
Attest:
. OPticA,_. 1V��..r
- Dana Almberg, Administrative AssisUnt II
Approved by Committee:
C2- .25 - O
Date
Tuesday, January 28, 2020 Page 6