FEDRAC MINUTES 02-25-2020CITY OF
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Federal Way
City Council
Finance/Economic,Development/Regional Affairs Committee
Tuesday, February 25, 2020 Federal Way City Hall
5:00 P.M. SUMMARY MINUTES Hylebos Room
CALL TO ORDER: Council Chair Hoang Tran called the meeting to order at 5:00 p.m.
COMMITTEE MEMBERS IN ATTENDANCE: Chair Tran, Councilmember Koppang, Councilmember
Kochmar
COUNCILMEMBERS IN ATTENDANCE: Deputy Mayor Honda; Councilmember Moore arrived at 5:24
STAFF MEMBERS IN ATTENDANCE: Finance Director, Ade Ariwoola; Accounting Manager, Chase
Donnelly; City Attorney, Ryan Call; Deputy Public Works Director, Desiree Winkler; Surface Water
Division Manager, Theresa Thurlow; IT Manager, Thomas Fichtner; Administrative Assistant II, Dana
Almberg
PUBLIC COMMENT: No public comment
A. APPROVAL OF SUMMARY MINUTES —January 28, 2020 MEETING
Motion made by Councilmember Kochmar to approve the minutes from January 28, 2020 as
written; motion seconded by Councilmember Koppang and carried 3-0.
B REPLACEMENT OF POLE CAMERA: Presented by Surface Water Division Manager, Theresa
Thurlow.
Surface Water Manager Thurlow stated that Pole Camera (equipment #94584) has become
inoperable and in need of replacing. It was eligible for replacement in 2019, however staff
estimated that the pole cam would be functional for another two years so it was decided to
hold off until the 2021 budget year. Since that time however the camera has become
inoperable. There have been significant changes to the video inspection industry in recent
years, so the parts to repair the pole are no longer readily available, making repairs expensive
and lengthy. This is a piece of equipment that is used extensively by SWM for maintenance
and repair operations of the drainage infrastructure. It provides a visual inspection of the pipe
and/or catch basin condition prior to repair, which often focuses the repair needs and reduces
material, equipment and crew time necessary for repairs.
Replacement is proposed though previously collected reserves. The collected reserves are
$19,890, and the estimated surplus value of the existing pole camera is $1,000. The quote
price from the manufacturer per the Sourcewell Purchase Contract, is $18,525. There is no
direct financial impact.
Deputy Mayor Honda asked if the inoperable piece of equipment will be surplused. Surface
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Water Division Manager Thurlow stated that yes, it will be.
Motion made by Councilmember Koppang to forward Option 1, to the March 3, 2020 consent
agenda for approval; motion seconded by Councilmember Kochmar and carried 3-0.
C. CREATION OF A NEW POSITION: Sr. Construction Manager: Presented by Deputy Public Works
Director, Desiree Winkler.
Deputy Public Works Director Winkler is requesting authorization for the creation of a new
position of a Sr. Construction Administrator within Public Works Capital Projects funds. We have
traditionally used a lot of consultants for construction management. The cost of contracting this
work has slowly climbed over time and now constitutes a significant portion of capital projects
budget. After review of costs over the last several years, as well as projected costs for 2020 and
beyond, it is the recommendation of Public Works to create one employee position to perform
this work and create ongoing savings for the City.
This position will also support both the Public Works Capital Division as well as other departments
through standardization of practices; constructability reviews; liason with City contractors and the
public for City capital projects; manage construction materials compliance; prepare, review and
oversee construction pay estimates and change order documentation; and track and prepare
State and Federal audit documentation.
The cost of this position, including benefits, for 2020 is projected at $133,200. There is no impact
to the General Fund, it will be funded out of the Capital Program from both Transportation and
SWM.
Councilmember Koppang stated this sounds like a money saving move, and wants to know if we
will still need to utilize contractors. Deputy Director Winkler answered yes, occasionally.
Motion made by Councilmember Kochmar to forward Option 1, to the March 3, 2020 consent
agenda for approval; motion seconded by Councilmember Koppang and carried 3-0.
D. VOUCHERS 01/16/2020 — 02/15/2020 AND PAYROLL VOUCHERS 01/01/2020 — 01/31/2020:
Presented by Accounting Manager, Chase Donnelly.
Manager Donnelly summarized the January 16, 2020 — February 15, 2020 Vouchers. Discussion
took place regarding various expenses, including Parks, Human Services, Eagle Tire and Auto,
and Highline College. Finance Director Ariwoola stated he would follow up on the Highline
question. The other questions were addressed during the meeting.
Motion made by Councilmember Kochmar to forward the January Vouchers to the March 3,
2020 consent agenda for approval; motion seconded by Councilmember Koppang and carried 3-
0.
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E. MONTHLY FINANCIAL REPORT — FINAL DECEMBER 2019: Presented by Accounting Manager,
Chase Donnelly.
Manager Donnelly summarized the Final December 2019 Monthly Financial Report stating the year
end is still not final; however, staff is working on finalizing it. Last month he preliminary December
2019 report was presented, the difference between the two is that this one has a thirteenth period
which adds an additional month to the end of the year. This basically accrues back money to 2019
that was paid in 2020 but was actually 2019 services. Notable areas included:
• Sales Tax
® CD Permits and Fees
Admission Tax
a Utility Tax
• Real Estate Excise Tax
The Performing Arts & Event Center Operations (PAEC) year-to-date revenue is only reported
through November 2019. There was a brief discussion about the reasoning for this — that Spectra
had a major staffing issue. Chair Tran is concerned that the PAEC isn't pricing appropriately, and is
curious if they are competing with other venues. After some discussion, Council President Honda
asked if we can get someone from the PAEC to come to a FEDRAC meeting to give an update. City
Attorney Call stated that we can talk to Parks Director Hutton on getting someone to come in.
Finance Director Ariwoola stated we may need to add $180,000 to make 2019 whole.
Motion made by Councilmember Koppang to forward the December 2019 Monthly Financial
Report to the March 3, 2020 consent agenda for approval; motion seconded by Councilmember
Kochmar and carried 3-0.
OTHER:
Meeting Location — Chair Tran brought up the topic of the FEDRAC meeting location. There was
some discussion with the committee on whether the meeting should continue to be in the Hylebos
Conference Room or moved back to the Council Chambers until the Hylebos Room can be
upgraded for video. In an effort to be transparent and consistent with what the Council has
already approved, it has been decided to hold FEDRAC meetings in the Council Chambers until the
Hylebos Conference Room has been upgraded. This is expected to happen in late summer.
NEXT MEETING: March 24, 2020
MEETING ADJOURNED: The meeting was adjourned at 6:30 p.m.
Attest: Approved by Committee:
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Dana Almberg, Administrative -Assistant II Date
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