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HomeMy WebLinkAbout2009-11-17 Finance and Safety MinutesFINANCE AND SAFETY COMMITTEE Meeting Minutes November 17, 2009 5:00 p.m.; Conference Room #3 City of Tukwila Finance and Safety Committee PRESENT Councilmembers: Pam Linder, Chair; Joe Duffie and De' Sean Quinn Staff: Shawn Hunstock, Gail Labanara, Nick Olivas, Derek Speck, Mary Miotke, Katherine Kertzman, Ashley Comar, Jack Pace, Rhonda Berry and Kimberly Matej CALL TO ORDER: Chair Linder called the meeting to order at 5:05 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Seattle Southside Visitors Services Website Redesign Staff is seeking full Council approval to enter into a contract with PJKH, LLC (Philip Hallstrom) in the amount of $50,400 plus expenses in an amount not to exceed 5% of the contract total for the web redevelopment (coding and language) of seattlesouthside.com website. PJKH will work in cooperation with Exclaim, LLC in redesign of Seattle Southside's website in order to increase the site's functionality and usability. The contract with Exclaim, for the creative development of the site is within the limits of the Mayor's signing authority and does not require Council approval. This item is included in the Tourism program budget which is funded with lodging tax monies, not the City's General Fund. Committee members requested an updated memo from staff to the COW, providing clarification on specific contract cost breakdowns and justification of bidder selection. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 23 COW FOR DISCUSSION. B. Seattle Southside Visitors Services Vacation Planner Redesign Staff is seeking full Council approval to enter into a contract with Lunar Cow in the amount of $48,484 plus expenses in an amount not to exceed 5% of the contract total for the new design and printing of the 2010 Vacation Planner. The Vacation Planner is the official visitors' guide of Seattle Southside which is produced in cooperation with the Seattle Southside Cities Tukwila, SeaTac, Kent and Des Moines. The proposal calls for complete redesign of the guide including new data incorporation and an online guide. The guide redesign has been approved and supported by each city's Lodging Tax Advisory Committee. Although Lunar Cow is the highest proposal that was received, total expenses are offset by ad sales and the costs may end up reducing costs. This item is included in the Tourism program budget which is funded with lodging tax monies, not the City's General Fund. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 23 COW FOR DISCUSSION. Finance Safety Committee Minutes November 17. 2009 Page 2 C. Contract Amendment for Commercial Development Solutions Administration is seeking full Council approval for a contract amendment for Commercial Development Solutions (Lisa Verner, Tukwila South Project Manager). Due to Commercial Development Solutions in -depth and on -going involvement in the project, as well as efforts to keep the continuity of work moving forward, Administration is requesting Council approval of a contract amendment that will extend the current Commercial Development Solutions contract through December 31, 2010 (see Finance Safety Committee minutes dated, October 6, 2009). Activities relative to this project have increased, requiring Ms. Verner to spend additional time (billable hours) working on project management; therefore, the contract amendment calls for increase in the monthly billing limit from $8,000 to $11,000. In response to Committee member questions regarding other alternatives for management of this project (due to the current financial situation of the City), staff replied that a major information exchange would need to take place prior to the end of the year and a staff person would need to be indentified to take over the project. The Committee acknowledges the priority of managing this project prior to construction, as well as the City's current budgetary concerns, and made special note of the contract's 30 -day termination clause. The termination clause could allow the City to revisit priorities and take appropriate action if necessary. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 23 COW FOR DISCUSSION. D. 2010 Property Tax Lew Staff is seeking full Council approval of an ordinance increasing the City's Regular Property Tax Levy from the previous year; an ordinance levying the General Taxes and a resolution declaring a finding of substantial need relating to the Property Tax Levy. Shawn Hunstock reported that assessed values have decreased by over 4 however, several neighboring communities have experienced decreases as high as 10 Staff is recommending levying full 1% increase to property taxes due to a negative Implicit Price Deflator and a decline in assessed values which would result in levy rate that would result in a decline of property tax revenue to the City of approximately $250,000. This will be the first increase in the levy rate since 2005. Due to increased values over the past 4 or 5 years, no increase was necessary. The proposed levy rate for 2010 is $2.52 per $1,000 of assessed value as compared to $2.39 in 2009. In order to levy the full 1 Council will need to pass a resolution declaring a finding of substantial need relating to the property tax levy. A public hearing is scheduled for November 23, 2009. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 23 COW FOR DISCUSSION. E. A Resolution Adootina the 2010 -2015 CIP Staff is seeking full Council approval of a resolution adopting the 2010 -2015 CIP. Based on information that was requested at the November 5 Council Budget Update and CIP Review, staff has provided Council with three versions of Attachment A of the CIP: Scenario #1 Current Draft Attachment A which reflects two consecutive years with Accumulated Totals below $3 million. Scenario #2 Draft Attachment A with additional revenues and /or expenditure reductions of approximately $3 million each year and refunds to the Utility Enterprise Funds. Scenario #3 Draft Attachment A with additional revenues and /or expenditure reductions of approximately $5 million each year with a CIP that returns levels of service to the pre- existing level prior to recent budget cuts. Finance Safety Committee Minutes November 17, 2009 Pam 3 Council will need to determine which of the above scenario's to adopt as Attachment A. For informational purposes, staff reminded the Committee that there is a Financial Planning Model Policy (Policy FP -7) that indicates the Accumulated Totals within the 6 -Year Financial Planning Model may not recede below $3 million in Attachment A, Total Revenues and Expenditures. The draft CIP, as presented with Scenario #1, does not comply with the document's policy objectives. NO COMMITTEE RECCOMENDATION. FORWARD TO NOVEMBER 23 COW FOR DISCUSSION. B. 2009 3 Ouarter Reports The Committee had no questions regarding the status of program goals as outlined in the 2009 3` Quarter Report. INFORMATION ONLY. III. MISCELLANEOUS Meeting adjourned at 5:55 p.m. Next meeting: Tuesday, October 20, 2009 5:00 p.m. Conference Room #3 FSL- Committee Chair Approval Minutes by KAM. Reviewed by RB and SH.