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Home My WebLink AboutPRHSPSC PKT 03-09-1998 City of Federal Way CITY.COUNCIL. PARKS, RECREATION, PUBLIC-SAFETY AND..:HUMAN SERVICES COMMITTEE Monday, March 9, 1998 12:00 p.m. City Hall Administration Conference Room AGENDA 1. CALL TO ORDER 2. PUBLIC FORUM 3. . COMMISSION COMMENTS 4. APPROVAL OF FEBRUARY 23, 1998 SUMMARY 5. COMMITTEE BUSINESS A. B. Human Services Commission Work Plan Use of City Council Human Services Goals and Priorities in Allocating Funding Reporting Requirements for Human Services Contractors Human Services Division Overview Public Safety Department Overview Celebration Park Memorandum of UnderstandinglExhibit "B" Project Acceptance/Steel Lake Roof Celebration Park Flag Pole Commission Ordinance c. D. E. F. G. H. I. 6. NEXT MEETING - March 23, 1998 7. ADJOURNMENT Action Guenther Action Guenther Action Guenther Information Guenther Information Wood Action Wilbrecht Action Ikerd Action Wilbrecht Information Lindstrom Committee Members: Jack Dovey, Chair Jeanne Burbidge Linda Kochmar Staff: Jennifer Schroder, Director Sue Floyd, Administrative Assistant 661-4041 .. . City of Federal Way . PARKS AND RECREATION COUNCID ..COMl\fiTI'EE . .. .. . City HalL: ..=Administration Conference Room-:: Monday, February 23, 1998.. 12:00 p.m.-:: ... .. SUMMARY In attendance: Council Committee chair Jack Dovey; committee member Linda Kochmar; Jennifer Schroder, Director of Parks, Recreation and Cultural Services; David Wilbrecht, Deputy Director; Bonnie Lindstrom, Assistant City Attorney; Ed Swan, Neighborhood Development Specialist; Sue Floyd, Administrative Assistant; Barbara Reid, Dave Kaplan, Bob Kellogg, Dean McColgan, Parks and Recreation Commission members; Jill Alverson Excused: Committee member Jeanne Burbidge Chair Dovey called the meeting to order at 12:00 p.m. PUBLIC COMMENT Jill Alverson: Ms. Alverson reported on the progress of the citizens involved in off-leash park proposal. Ms. Alverson noted that she has received numerous phone calls in support of the project, and is currently forming an advocacy group. The group will be meeting on March 19 at the regional library. A representative from Marymoor Park will be in attendance to give input on their off-leash area. Dave Kaplan spoke on behalf of Jeny Bollen (parks and Recreation Commissioner), who could not attend the meeting, regarding the off-leash parle. The three points Mr. Bollen wanted to make are 1) there has been a lot of public input and support; 2) the citizens group is being formalized; and 3) requested that this item be added to the Parks and Recreation Commission's work plan for 1998. APPROVAL OF FEBRUARY 9. 1998 SUMMARY LINDA KOCHMAR MOVED, JACK DOVEY SECONDED A MOTION TO APPROVE THE FEBRUARY 9, 1998 SUMMARY AS WRITTEN. MOTION PASSED. BUSINESS ITEMS LAKE GROVE PARK PROJECT ACCEPTANCE Staff reported that the Lake Grove ballfield renovation project is complete. The project scope included the reconstruction and upgrading of the existing sports field at Lake Grove Elementary School. The final project amount was $207,662.38; the budgeted amount was $240,000. Mr. Dovey inquired as to where the fund balance will be credited. Ms. Schroder responded that it will be part of carry-forward monies discussed at Council level during the budget review, which includes a recommendation from staff as to what the money can be used for. LINDA KOCHMAR MOVED, JACK DOVEY SECONDED A MOTION TO APPROVE ACCEPTANCE OF THE CONSTRUCTION CONTRACT WITH OHANA NURSERY FOR THE LAKE GROVE BALLFIELD RENOVATION PROJECT. MOTION PASSED. MARK TWAIN ELEMENTARY PROJECT ACCEPTANCE Staff reported that the Mark Twain field improvement project is complete as of February 13. The final project amount is $134,294.20; the budgeted amount was $144,348. This was a CDBG project originally allocated to Hany S. Truman High School ballfield renovation, but reallocated to Mark Twain in August of 1995. The project scope included installation of an underground irrigation system, installation of a retaining wall, new subsurface soil mix, and coordination of the installation of sod through comnmnity volunteers. LINDA KOCHMAR MOVED, JACK DOVEY SECONDED A MOTION TO APPROVE ACCEPTANCE OF THE CONSTRUCTION CONTRACT WITH BUCKLEY NURSERY FOR THE MARK TWAIN BALLFIELD RENOVATION PROJECT. MOTION PASSED. Parks, Recreation, Human Services & Public Safety Council Committee February 23, 1998 Summary Page Two WIRELESS TELECOMMUNICATIONS FACILITY/BPA TRAIL Staff reported that per ordinance, the BP A corridor is the number one prioritized site for locating a telecommunications system. Western Wireless has submitted a proposal for an access and utility easement within the BPA Trail Phase One section for the purpose of supporting a telecommunications facility attached to a BPA tower. Western Wireless has a master lease with BP A. They will be presenting their easement so that the Legal Deparbnent can review to determine if an easement is required versus a lease. LINDA KacHMAR MOVED, JACK DOVEY SECONDED A MOTION TO DIRECT SfAFF TO NEGOTIATE AN AGREEMENT WITH WESTERN WIRELESS. MOTION PASSED. WIRELESS TELECOMMUNICATIONS FACILITY AT LAKOTA PARK US West Communications has submitted a proposal to lease a small portion of property at Lakota Park for the purpose of a wireless telecommunications site. Two options are possible: 1) replacement of existing light standard, and 2) installation of a flag pole antenna site. US West is aware that the proposed master plan could alter the location of the light standards in the future. LINDA KOCBMAR MOVED, JACK DOVEY SECONDED A MOTION TO DIRECT STAFF TO NEGOTIATE A LEASE AGREEMENT WITH US WEST FOR A TELECOMMUNICATIONS FACILITY AT LAKOTA PARK. MOTION PASSED. CELEBRATION PARK FLAG POLE Staff reported that during the January 8 Parks and Recreation Commission meeting, they approved a motion recommending the replacement of one 35 foot flag pole at Celebration Park with a 60 foot ceremonial flag pole. The 60 foot flag pole is estimated to cost approximately $9,000. The approved park plan included four 35 foot flag poles. The Commission recommended the $9,000 be added to the Fund Raising Committee's financial goal. Increasing the height of the pole would require a variance to the current zoning code. LINDA KOCHMAR MOVED, JACK DOVEY SECONDED A MOTION TO TABLE THIS ITEM UNTIL SfAFF CAN OBTAIN WRTITEN APPROVAL THAT A 60 FOOT POLE CAN BE INSTALLED IN PLACE OF THE 3S FOOT POLE THAT IS INCLUDED IN THE CURRENT PERMIT AND REPORT TO COMMI'ITEE AT THE MARCH 9 MEETING. MOTION PASSED. YOUTH COMMISSION WORK PLAN . The Youth Commission approved their proposed work plan at their February 12 meeting. The plan includes the following: 1) Youth Forum; 2) Federal Way High School Mural; 3) used book drive; 4) Youth Recognition Night; 5) Battle of the Bands; and 6) layout/design of the web page(s). LINDA KOCHMAR MOVED, JACK DOVEY SECONDED A MOTION TO APPROVE THE 1998 YOUTH COMMISSION WORK PLAN AND FORWARD TO FULL COUNCIL. MOTION PASSED. PARKS AND RECREATION COMMISSION BY-LAWS REVISION Staff reported that at their February 5 meeting, the Parks and Recreation Commission passed a motion requesting an increase in the number of Commission members from nine to eleven plus two alternates. They additionally request that the two current alternates be appointed as full members. The Commission has determined, after reviewing their work plan, that the total work load including Celebration Park was a substantial amount of work requiring full participation of aU members, including alternates, to serve on important committees for Celebration Park. According to Ms. Reid, Celebration Park is draining the members with all of the meetings, writing of grant proposals, working with volunteers, designing the catalog, acting as liaisons with citizen committees (off-leash park, skate park and Wedgewood Neighborhood Park), etc. Ms. Kochmar suggested increasing the membership during this year's work plan and decreasing it at a later date, which would require an ordinance amendment. Additionally, this proposed change should be applied to all City commissions. It was suggested that the Commission solicit additional volunteers to assist with their work load. Mr. Wilbrecht suggested that as part of the annual work plan review, the City Council make the decision on the number of members that should serve that particular year based on the work load. LINDA KOCHMAR MOVED, JACK DOVEY SECONDED A MOTION TO DEFER THIS ITEM BACK TO STAFF IN ORDER TO REVIEW THE ORDINANCE AND DRAFT LANGUAGE TO BE CONSISTENT FOR ALL COMMISSIONS REGARDING EXP ANDING COMMISSION MEMBERSHIP ON A TEMPORARY BASIS AND REPORT BACK TO COMMITTEE ON MARCH 9 WITH THE DRAFT ORDINANCE REVISION PRESENTED AT THE MARCH 23 MEETING. MOTION PASSED. Parks, Recreation, Human Services and Public Safety Council Committee February 23, 1998 Summary Page Three PARKS AND RECREATION COMMISSION WORK PLAN The following work plan was recommended at the Parks and Recreation Commission meeting of February 5: Celebration Park, Skate Park, Wedgewood Neighborhood Park and an off-leash park. The off-leash park was added in lieu of the Adopt-a-Park program, which the Commission has completed and submitted to staff. LINDA KOCHMAR MOVED, JACK DOVEY SECONDED A MOTION TO APPROVE THE PARKS AND RECREATION COMMISSION REVISED 1998 WORK PLAN AS PROPOSED AND FORWARD TO FULL COUNCIL. MOTION PASSED. PARKS. RECREATION AND CULTURAL SERVICES DEPARTMENT OVERVIEW (previously distributed in agenda packet). Ms. Schroder announced that the only change in the department is that the Dumas Bay Centre is now assigned to the Recreation and Cultural Services Manager, Mary Faber. Regarding the upcoming budget, Ms. Schroder noted that King County will eliminate funding for the City's senior services program beginning in 1999, which is a significant funding change. Staff will request a clear understanding of whether Dumas Bay Centre should remain an enterprise fund now that the civic theatre is being added, and should the cost of the grounds be separate from the enterprise? NEIGHBORHOOD DEVELOPMENT OVERVIEW (previously distn'buteð in agenda packet). Mr. Swan is expecting 300 people at the volunteer recognition dinner scheduled for February 27. NEXT MEETING March 9, 1998 ADJOURNMENT The meeting adjourned at 1:05 p.m. 1. 2. 3. 4. 5. Item SA CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES AND PUBLIC SAFETY COMMITTEE Date: February 27,1998 Ann Guenther, Human Services Manager ~ Community Development Services Department From: Subject: 1998 Human Services Commission Work Plan Background The City of Federal Way Human Services Commission approved their proposed work plan for 1998 at their December 15, 1997 meeting. After the City Council retreat, the Commission added three projects to their work plan in response to Council direction. These projects are: review use of Council priorities in developing human services funding recommendations; review reporting requirements for agencies, including all volunteer staffed organizations and; prepare Commission information for the City's Web page. All of the planned projects are consistent with the Commission's roles and responsibilities as defined in City ordinance #90-72 and outlined below. The work plan is submitted for Committee approval. Human Services Commission Roles and Responsibilities The Human Services Commission shall make reports and recommendations to the City Council and City Manager concerning human services issues. Specific duties include: 6. Develop and assess human services in the City; Determine priorities of human services needs in the City; Evaluate and make recommendations on funding requests submitted to the City; Evaluate and review performance of individual human service agencies; Review City actions which may affect the availability and quality of human service delivery in the City and; Coordinate with other groups and human services planning agencies and organizations. 1998 Human Services Commission Work Plan The plan includes the following projects: 1. 2. 3. 4. 5. 6. Review use of Council priorities in developing human services funding recommendations Review reporting requirements for agencies, including those who are all volunteer staffed organizations Prepare Commission information for the City's Web page Host a human services panel or forum Review City progress toward meeting the strategies outlined in the Human Services Comprehensive Plan Conduct the 1999 Community Development Block Grant (CDBG) allocations process and prepare recommendations for the Council 7. Conduct the 1999-2000 Human Services Funding allocations process and prepare recommendations for the Council Review quarterly progress reports from human service agencies and progress of CDBG funded projects Participate in a training session on outcome-based evaluation Participate in a spring retreat to work on team building, decision making and consensus building skills Participate in a fall retreat to develop the Commission's 1999 work plan Tour human services agencies funded by the City 8. 9. 10. 11. 12. Committee Recommendation 2. 1. Approve the 1998 work plan as proposed by the Commission and forward to the full Council for approval on March 17, 1998. Approve the work plan as amended by the Committee and forward to full Council for approval on March 17, 1998. APPROVAL'OF COMMllTEE REPORT: Committee Chair Committee Member,. Committee Member Item 5B CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES AND PUBLIC SAFETY COMMITTEE Date: February 27,1998 From: Ann Guenther, Human Services Manager ~ Subject: Use of City Council Human Services Goals and Priorities in Allocating Funding BackQround During the January 9-10 retreat, the Council discussed the use of City Council Human Services priorities in making funding decisions. The Council asked the Commission and staff to review the issue, develop some options for use of the priorities in the future, and bring it back to Council. This memo outlines the four priorities and how they were developed; describes how the priorities have been used in the past two funding cycles; outlines some options for use of the priorities in future funding cycles and describes the recommended option for future use of the priorities. Human SerVices Goals and Priorities During their 1996 retreat, the City Council developed four goals and priorities to guide human . services funding and policy decisions. These goals were used as the foundation for the City's first Human Services Comprehensive Plan. The four goals, in priority order are: 1) Support basic human services needs through funding of emergency services. 2) Support a strong service delivery system that increases public safety. 3) Provide support that supplements federal, state and county programs designed to increase self-sufficiency and independence. Support service models that improve community-base collaborations and build strong neighborhoods. 4) How the Priorities Have Been Used in AliocatinQ Funds The Council's human services goals and priorities have been incorporated into the funding process during the past two years, as outlined below. . Application - The goals and priorities have been added to the funding application. Applicants are asked to identify which priority their program addresses and to describe how their program addresses the Council goal. . Commission Review Process - The Commission uses the priorities in reviewing the applications and in developing the recommendations. The applications are categorized into the four priority areas. The Commission reviews the applications and interviews the applicants by category. The Commission also weighs the merit of each application in regards to the following criteria: demonstrated need; fiscal evaluation; performance objectives; use of volunteers and community collaboration; and diversity issues (See Attachment 1 for the review criteria). . Written Recommendations - The Commission's funding recommendations have addressed all four of the Council funding priorities. The recommendations have funded a continuum of services, as all four priorities are important parts of the services system for low- income families. For example, a victim of domestic violence may need emergency shelter and food (priority one), domestic violence counseling and advocacy (priority two) and job training and child care (priority three). With only one of these services, she would not be able to meet the full range of needs for herself and her family, and would have many barriers to overcome to reach self-sufficiency. Generally, the human services funding allocations have been aligned with the priority areas. However, the funding level in priority two (Public Safety) has been the largest percentage of the funding recommendations (see Attachment 2). This is due to the fact the requests in this area have been consistently higher than those in the other priority areas. Options Pro: Con: 2) Pro: 1) Continue on the current track. Review all applications in regards to how they address the priorities. Allocate funds to services in all four priority areas. Funds the full range of services and addresses the full range of human services needs. Families often need access to services in more than one priority area, to meet their immediate basic needs and to move onto becoming self-sufficient. Addresses the quality and management capacity of the programs. Factors in the issues addressed in application review criteria (see attachment 1). Allows for flexibility in terms of changing needs and available services. May mean that some projects in the higher priority areas will not receive the full amount requested. Allocate funds by percentage. Assign percentages to each of the priorities, assuring that a percentage of the total human services funding available would go to each priority, (ie. 45% - Goal 1, 40% - Goal 2, 10% - Goal 3, and 5% - Goal 4.) Provides clear structure and guidelines. Funds the full range of services and address the full range of human services needs. Con: Does not allow for flexibility according to changing needs and other services available. In any given year, the City may not receive enough viable requests in a certain category, making it difficult to meet a certain predetermined percentage of funding. Encourages funding weak programs that fit the criteria in the higher priority areas and not funding strong programs with a good history of results in the lower priority areas. Could become complex when additional one-time funding is added to the human services fund after the original recommendations are funded, in maintaining the percentages in each category. 3) Allocate funds in priority order. Starting with priority one, allocate the full request level to all programs that meet the review criteria. Move onto the second, third and fourth priority areas, until the full amount of available funding is allocated. Pro: Ensures full funding of priority one and partial funding of priority two, depending on the amount of funds requested and the amount of funds available. Provides structure and clear guidelines. Could streamline the Commission review process, by funding the requests in these priority areas until the available funding is allocated. If all of the funding was expended in priorities one and two, applications in lower priority areas would not need to be reviewed. Can: Due to the amount of funding requests and the amount of funding available, it is unlikely that services in Council priority areas three and four would be funded. For example, the total amount of 1997 requests in priority areas one and two was $504,607 and in 1998 was $500,858. The total amount of human services funding was $350,000 in 1997 and $388,775 in 1998. Does not address full range of human services needs and the interrelatedness of those needs. May increase dependence of low-income individuals on human service agencies, as only their basic needs (priority 1) would be addressed, but funding for programs which help low-income individuals increase their independence and self-sufficiency (priority 3) would not be available. Encourages funding weak programs that fit the criteria in the higher priority areas and not funding strong programs with a good history of results in the lower priority areas. Does not address the issue of duplication of services. For example, if four qualified food banks applied, they would all be funded since they are all in the first priority area. Recommendation Staff recommends Option 1 - Continue on the current track of reviewing all applications in regards to how they address the priorities. Fund services in all four areas. This option is recommended due to the number of benefits -- 1) Funds the full range of services and addresses the full range of human services needs; 2) Addresses the quality of program and the management capacity of the agency; and 3) Allows for flexibility in terms of changing needs and available services. The Human Services Commission reviewed this issue at their February 23 meeting and concurred with the staff recommendation to continue on the current track of funding services in all four areas. The Commission noted that this was the best option as it addressed all four of the Council's priorities and allowed for flexibility in response to changing community needs. The Commission also discussed the idea of setting aside some of the human services fund for new programs each year. While there was general agreement among Commissioners that this idea had merit, no conclusion was reached. Committee Recommendation 1. Approve the option of continuing on the current track of reviewing applications and funding services in all four areas, as recommended by staff and reviewed by the Human Services Commission. Forward to the full Council for approval on March 17, 1998. Approve the staff recommendation as amended by the Committee and forward to full Council for approval on March 17,1998. 2. APPROVAL OF COMMITTEE REPORT: Committee Chair Committee Member Committee Member CD <í) @ì @ ATTACHMENT 1 Human Services Application Review Criteria, 1998 Demonstrated Need -- How well does the applicant demonstrate the need for this service? Does the project address the identified need? Does the applicant demonstrate the need for City funds? - Fiscal Evaluation -. Is the program cost-effective? Does the agency have a diverse funding base? What percentage of the budget does the request from Federal Way represent? Is the agency requesting funding from all local jurisdictions served (if available)? Review revenues and expenditures for 1997 and 1998. Are budget increases justified in expenses? Are any increases requested from Federal Way justified by either -- reduction in other funding sources, intent to increase level of services, documentation or reasonable increased costs? Is the request from the City at an appropriate level, given the program cost, the number of residents to be served and other agency's resources? Will the City be receiving a good level of service for the amount requested? What percentage of the agency's clients are Federal Way residents? " Performance Objectives and Outcome Measures -- Are the service projections and outcome measures realistic? How well is the agency meeting 1997 contract performance measures, if currently funded by the City? Use of Volunteers/Community Collaboration -- Does the agency utilize volunteers, (where appropriate)? Does the agency's Board have Federal Way residents as members? Does the agency coordinate with other service providers to avoid duplication of services and ensure efficient use of resources? Diversity Issues -- Is the agency's client population reflective of the City's population? What efforts does the agency make to reach the City's ethnically and culturally diverse communities? What efforts does the agency make to reach people with disabilities? 5 ATTACHMENT 2 City of Federal Way Human Services Funding 1997 Requests $633,084 Strong Neighborhoods (5.91 %) Self-Sufficiency (14.39%) Basic Needs (28.52 1998 Requests $596,578 asic Needs (32.26~ 1997 Allocations $350,000 Strong Neighborh8i8JdS (0.86%) ", Self-Sufficiency (10.91% ' Basic Needs (35.51%) Public Safety (52.71%) 1998 Allocations $388,775 Strong Neighborhoods (2.51%) Self-Sufficiency (14.43% Basic Needs (34.95%) 6 Item 5C CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES AND PUBLIC SAFETY COMMllTEE Date: February 27,1998 From: Ann Guenther, Human Services Manager ?~ Subject: Reporting Requirements for Human Services Contractors Backçround During the January 9-10 retreat, Council discussed the issue of reporting requirements of agencies and asked the Human Services Commission and staff to review the requirements and bring the issue back to Council. As part of the review, the Commission and staff considered three questions. 1) Should the reporting requirements be changed?; 2) If yes, should the reporting requirements be changed for all Federal Way-funded agencies?; 3) If yes, should the reporting requirements be changed only for volunteer-run agencies? This memo addresses: 1) Description of the reporting requirements; 2) Discussion of whether or not the reporting requirements should be changed for all City-funded agencies; 3) Discussion of whether the reporting requirements should be modified for volunteer-run agencies and; 4) Recommendation for future reporting requirements. Purpose of Human Services Contract Reportinç Requirements The purpose of the human services contract reporting requirements is accountability for City funds. The funding allocated to agencies is a contract for service. The funding allocated to Human Services by the City Council is intended to provide services for low income City residents. Having the agencies track and report on how City funding is used and what services are delivered helps ensure that City goals for Human Services funding are met. The City's human services reporting requirements are currently the same for all agencies, whether the agency is an organization with paid or volunteer staff. The City requires the same type of information required by other funders of human services programs, including Federal, State, County, and local governments, United Way and other private funders. The majority of agencies funded by the City of Federal Way (73%) have systems in place to collect this data as they are funded by more than one source that requires the same information. The City has collaborated with other South King County cities to develop common application and reporting forms. Having common forms streamlines the reporting process for agencies that contract with more than one South King County city. Fifty-five percent (55%) of the agencies funded by Federal Way also contract with South King County cities and use the common reporting forms. Timinq of Potential Chançes Any changes to the reporting requirements will be implemented in the 1999 human service agency contracts, since the 1998 contracts are already in place. The reporting requirements discussed in this memo are also reflected in the human services funding application. The 1999-2000 funding application form is already printed and will be distributed to agencies in March 1998. Though it is too late to make changes to this application form, changes could be made in how the Commission reviews the application information during the 1999-2000 allocations process this summer. Current Reportin~ Requirements Human services contractors are reimbursed quarterly. The City requires four reporting forms with the Agency's quarterly invoice in order to process payment and reimburse the agency for services delivered. Each of these forms is described below. (See attachments 1-4 for samples of the reporting forms.) 1) Quarterly Service Report (Attachment 1) Description Agencies identify the number of Federal Way clients to be served; the type of service to be provided (ie. family counseling hours); and the number of service units to be provided (ie. number of family counseling hours). These service units are based on the goals proposed in the agency's funding application. These service units are often referred to as "outputs," as opposed to "outcomes." Each quarter, the agency reports their progress toward meeting the goals agreed to during the contract negotiation. Rationale -- Service Report ./ Verifies that service was delivered ./ Documents what the City is buying 2) Quarterly Financial Report (Attachment 2) Description The quarterly financial report outlines the budget for the contract. The budget is also based on the agency's application and is agreed to during the contract negotiation process. Agencies use the financial report to document their itemized expenses for the contract. Expenses typically include personnel costs, program supplies and operating expenses and direct assistance to individuals, such as emergency assistance vouchers. Rationale -- Financial Report ./ Documents how City funding is used and verifies that the funds were expended for the use agreed upon in the contract 3) Quarterly Demographic Report (Attachment 3) Description This form is used to document information about the recipients of the services funded by this contract. Data collected includes: city of residence, income level (range), age (range), ethnicity, number of limited-English speaking residents served, number of disabled residents served, number of female-headed households served. This data is required by the Department of Housing and Urban Development (HUD) for all 2 Community Development Block Grant (CDBG) funded agencies. ./ ./ Rationale -- Demoqraphic Report ./ Ensures that the agency is serving a population that is representative of Federal Way's population. Ensures that the agency is not only serving clients who may be easier to serve, but that they are making an effort to serve generally underserved populations as well, such as cultural and ethnic minorities, people with disabilities and limited-English speaking residents. Verifies those who are served are low/moderate-income Provides the City with information that helps us better understand the human services needs in our community, the people who are in need and helps us determine trends that can help us anticipate future needs Helps Commission and Council make informed allocation decisions ./ 4) Quarterly Outcomes Report (Required quarterly only for 1998. Required annually in 1999 and beyond.) (Attachment 4) Description The objective of outcome-based evaluation is to measure the effectiveness of the service provided. Outcome-based evaluation answers this question, "What has changed in the lives of the individual, family, or community served?" Outcome-based evaluation provides us with information on the quality of the services delivered, as opposed to the quantity of services. Methods typically used to collect outcomes data are: client surveys, focus groups, and review of case management records. 1998 is the first year that the City is requiring agencies to develop and track outcomes data. The City is working with agencies, United Way and other South King County cities to implement outcomes-based evaluation. 1998 is seen as a developmental year for outcomes-based evaluation. The City will provide training and technical assistance to agencies in developing outcomes. Agencies will use the first six months of 1998 to identify what outcome they will measure and to develop the data collection method they will use. Agencies will be required to collect outcomes data for the last six months of 1998. In 1998, agencies will report quarterly on their progress in developing outcomes. In 1999 and beyond, agencies will report annually the outcomes data collected. The following chart provides an example of outcomes and outputs for a program currently funded by the City. Program: Output: Outcome: Example Volunteer Transportation for Seniors Number of trips provided for frail senior residents (# of service units) Increased ability of seniors to meet their medical needs (through a ride to the doctor - the result) A client satisfaction survey is used to collect the outcomes information Method: Rationale -- Outcomes Report ./ Increased accountability ./ Provides information about the impact of services and about the difference the City's human services funding makes in our community Evaluates the quality/effectiveness of services as opposed to quantity ./ 3 ./ ./ ./ ./ For agencies -- Agencies who have collected outcomes for several years have stated that outcomes data has helped them improve the quality of their services and market their programs to potential funders, volunteers and clients. For service recipients -- Outcomes evaluation helps ensure that appropriate and effective services will be available for the clients of human services agencies. Outcomes data will be shared with the Commission and City Council to provide you with information about the impact of the services provided to residents with City funds. Outcomes data will help the City evaluate the impact of human services funding on the community. Over the next few years, City staff will be able to develop baseline data that can be used for comparative purposes in the future. Chanqe to Reportinq Requirements Below is an outline of three options for maintaining or changing the reporting requirements for human services agencies. With each option is a list of pros and cons. Options 1) Pro: Can: 2) Maintain the current reporting requirements . Provides the City with the necessary information for processing agency requests Provides the City with valuable information for assessing human service needs and trends Maintains accountability of agencies for use of public funds Provides the City with information on the quality, quantity and cost of services Any changes to the reporting requirements could complicate the reporting process for those agencies who contract with more than one South King County city and use the common reporting forms Collecting and reporting this data is time consuming for agencies Eliminate or modify the demographic form One specific way of modifying the demographic reporting requirements was suggested by one of the agencies funded by the City, Child Care Resources. For some of their services, they collect demographic information for two weeks of the year only, one week in the spring and one week in the fall. During these periods they collect all of the demographics for their clients. Then they calculate data collected and generalize it for the rest of year. Pro: Can: Eliminating this form could simplify the reporting process for agencies Modifying this form could simplify the reporting requirements and still provide the City with necessary information Modifying the process used by agencies to collect the data (ie. sampling several times each year) could simplify the data collection process for agencies Eliminating this form would mean the City would no longer have any demographic information on clients served with City funds. The City could no longer verify that those served with City funds are low-income. The City would not have access to demographic information for assessing needs and other planning purposes. Any changes to the reporting forms could complicate the reporting process for those 4 3) Pro: agencies who contract with more than one South King County city and use the common reporting forms The disadvantage to doing a sampling method (ie. collecting demographics twice per year as opposed to daily), is that the generalized data may not be as accurate as the data collected on a daily basis Eliminate or modify outcomes reporting requirements Eliminating this form could simplify the reporting process for agencies Can: The agency and City would have no way to evaluate the effectiveness of the services supported with City funds Modifying the requirements is not really an option. The reporting requirements have already been designed to ease agencies into the process over a period of time and includes training and technical assistance for agencies to make the process as feasible as possible. Change to Reporting Requirements for Volunteer-Run Agencies For 1998, the City has 30 contracts with 20 human services providers. Of the 20 providers, three (15%) are all volunteer-run organizations (with a total of six contracts). The City's human services reporting requirements are currently the same for all agencies, whether the agency is an organization with paid or volunteer staff. One of the questions posed by the City Council is whether the City should modify the reporting requirements for volunteer-run agencies. Several options are outlined below. Options 1) Pro: Can: 2) Pro: Maintain the same requirements for volunteer-run agencies. Provide training and technical assistance as needed. Treats all agencies equally Helps agencies develop standard data collection standards which are used by a number of funding sources, both public and private Provides agencies with useful data for marketing the program to other funding sources May be viewed as too time consuming for volunteer-run programs Modify the reporting requirements for volunteer-run agencies Provides flexibility for agencies who do not currently collect the data Can: Does not treat all agencies equally Does not provide agencies will opportunity to develop the standard data collection skills, which could be used to help find additional funding sources 3) Pro: Can: Do not require volunteer-run agencies to submit any reports Reduces reporting requirements for volunteer-run agencies Does not treat all agencies equally 5 Does not encourage agencies to develop tracking systems which would be beneficial to the program, should they seek funding from other sources that requires these reports Does not provide the City with documentation that the funds were used according to the contract Does not provide city or agency with information on the effectiveness of the program Staff Recommendations 1) Reporting Requirements -- Maintain the current reporting requirements. Modify the demographic reporting form. Rationale: ./ Maintains accountability of agencies for use of public funds ./ Provides the City with documentation that services have been delivered and that agencies have used City funds as agreed in the contract Helps to ensure that the agencies are making an effort to serve all segments of the City's population Provides the City with valuable information for assessing human service needs and trends. Provides the City information on the quality, quantity and cost of services The majority of agencies funded by the City already collect this information for other funders. Training and technical assistance is provided for agencies who need assistance in completing the reports. ./ ./ ./ ./ ./ 2) Requirements of Volunteer-run Agencies -- Maintain the current reporting requirements. Rationale: ./ As indicated above, the current requirements provide the City with necessary information to verify that services have been delivered according to the contract. Obtaining this information from volunteer-run agencies is just as important as from agencies that have paid staff Treats all agencies equally Helps agencies develop standard data collection standards which are used by a number of funding sources, both public and private Provides agencies with useful data for marketing the program to other funding sources ./ ./ ./ Commission Review The Human Services Commission reviewed this issue at their February 23 meeting. The Commission concurred with staff recommendations for maintaining the same reporting requirements for all agencies, including volunteer-run agencies. The Commission also agreed with the staff recommendation to modify the demographic report form to make it easier to complete. The Commission emphasized the importance of staff providing technical assistance to agencies in understanding the reporting requirements and forms. The Commission felt it is important for agencies to provide documentation on how they use public funding to serve Federal Way residents. The Commission also emphasized the importance of treating all agencies equally. 6 Committee Recommendation 1. Approve the option of maintaining current reporting requirements and modifying the demographic form, as recommended by staff and reviewed by the Human Services Commission. Forward to the full Council for approval on March 17, 1998. Approve the staff recommendation as amended by the Committee and forward to full Council for approval on March 17, 1998. 2. APPROVAL OF COMMITTEE REPORT: Committee Chair . . Committee Member Committee Member 7 Attachment 1 QUARTERLY SERVICE REPORT I Date Submitted: _1_1- I . Agency Name: Communitv Health Centers of King County Program Name: Health Services Address: 403 E. Meeker St., Ste. 300. Kent. WA 98031 Contact Person: Tom Trompeter Phone: (425) 277-1311 Quarter: 1 2 3 (Please Circle) 4 1998 SERVICE UNITS NOTE: Un duplicated client counts must be reported both Quarterly and year-to-date. Service Unit Description Service Units Planned Total Service Units Actual Total Each Quarter Service Each Quarter Actual City of Federal Way clients zip codes Units Service 98003, 98023. 98063, and 98093 Planned Units exclusively Service Unit/Performance Measure 1 st 2nd 3rd 4th 1 st 2nd 3rd 4th Unduplicated"Number óffederal Way 'I-j Clients Served NARRA TIVE REPORT: Please include information such as current trends, program developments, special events, publicity or community education efforts, etc. Be sure to address any discrepancies between the level of services actually provided and performance goals. Attach additional pages as necessary. CITY OF FEDERAL WAY HUMAN SERVICE CONTRACT 1998 QUARTERLY FINANCIAL REPORT Attachment 2 Agency: Community Health Centers of King County Program/Project Title: Health Services .ddress: 403 E. Meeker St.. Ste. 300. Kent. WA 98031 Contact Person: Tom Trompeter Title: Associate Director Phone: (425) 277-1311 . 0 1 st Otr/Jan-Mar 0 2nd Otr/Apr-June 0 3rd Otr/July-Sept 0 4th Otr/Oct-Dec Time Period: (M/D/Y) to Expense Categories Contract Type of Previous Current Revised Contract Award Expense Y-T-D Quarter Y-T-D Balance Expenses , ;,". Personnel '.," . .'..., '. Physician 1.0 FTE $25,000 Fixed ,"... '+. ' /,.;;... m ". Total $25,000 ~mount to be Reimbursed $25,000 "'.' <¡:', "."+ ""."""'.<~" II Client Fees Collected (if applicable) Estimated Quarterly Payments: 1 st Otr. 2nd Otr. 3rd Otr. 4th Otr. $6,250.00 $6,250.00 $6,250.00 $6,250.00 Type of Expense: "Fixed" expense is defined in contract as a non-discretionary expense. Specific proof does not have to be provided with quarterly Exhibit B, C, and D. However, this is considered a reimbursement. The City should not be invoiced unless this expense has occurred. The Agency must keep records to verify this expense. "Variable" expense is defined as discretionary cost that varies with the number of units of service. No expense category item may be altered from the amounts set forth in Exhibit B without prior written approval by the City. Variable expenses will only be reimbursed upon proof to the City of actual expenditures made by the agency. This proof must be attached to this report for invoice to be approved. 9 CHCKC/Primary Health Attachment 3 City of Federal Way QUARTERLY REPORT CLIENT DEMOGRAPHIC INFORMATION . Enter data In these rows and coIUlMS for 88fV1ces to dlents residing In all ur1sdlcllons Hsled In -Client Resldenr column. - Enter øroaram specific data for dlenls . . IIðfVed In Federal Way only. II atr 4, 1997 ~ ~ atr4,1997 ij ~ YTD 1997 ~ YTD 1997 IJ Unduplicated Unduplicated Total Total Cumulative 1997 Percent (New) (New) (Duplicated) (Duplicated) Clients Cumulative Individuals this Households Individuals this Households (Unduplicated) Clients 1997 Quarter this Quarter Quarter this Quarter Dt?i,~,::I! 1,~c:~i'~(;!'C:~ .. Auburn Burien I "",', ",~"",II~ii$1iI~~:~IW~~;,~::~I<'¡':',; .. . in" n ""~ ,.; ,n ....~:.:.; :~::".:"~ ~ ,~..;f.".::~.' :.~:. ,m' l ..': .... """",," '" .' ~!. n;n .. :::';: ,;. t 44 247 183 7.43% 1 9 2 0.08% 20 56 103 4.18% 1 3 3 0.12% 335 1,621 1,669 67.79% 14 74 124 5.04% 5 9 12 0.49% 9 11 29 1.18% 16 32 49 1.99% 2 2 3 0.12% 6 63 72 2.92% 49 214 213 8.65% 0 0 0 0 0.00% Total 502 2,341 2,462 100.00% D(~~S~h~ldlncome Level.' -:~!.:.._~~.=:~~.'.~~'.'~..'_:=!~'.'.'.'.~:~:.~~.'.'.~::.. _._.n '. ~ :~1¥ ~>t~~if':'.L~~~~~==:.,=~;J.~n".::~.":.'= 50% ofSMSA or Below 327 1,592 1,599 95.81% 80% of SMSA or Below 0 0 33 1.98% Above 80% SMSA 8 29 37 2.22% Unknown 0 0 0 0.00% Total 335 1,621 1,669 100.00% ~ .-""':'~-::::~._~ _'n__._.' ", ' v' >H~~~!f'" , "," , ~~<:.:.",-der ~ _..~~.;:_.__. _.1- ._.n - -.- - . < ";."..»-~> - '~>$/,":~n~__.(. ~:...::..::>_."::._. ~.I Male 122 502 568 34.03% Female 213 1,119 1,101 65.97% II'.. IIFemale Head of Household 75 522 440 26.36% C.. "IA'o'-,...- . "._,_.'_.-;-"--'._,--,"._'-"._.'-'-",-.' ..'--"',¡,.,,," "'---.-'.-;'7"---:";:<"""--"", .; , .:. ,'. f' ", '.");.,, , .:' ..,::!.":._,-, ,- .'..__m.__n._.n._'._.._n_.n_...._nn- .;...:_...:.::. > ",,:,"'::"~i...:_.::..:.._m._......._...,~:,:..."':'..:._.n_... 0-4 yrs 34 284 224 13.42% 5.12 yrs 49 172 229 13.72% 13-17 yrs 22 47 98 5.87% 18-34 yrs 116 482 547 32.77% 35-54 yrs 84 427 420 25.16% 55-74yrs 26 199 136 8.15% 75+ yrs 4 10 15 0.90% Unknown 0 0 0 0.00% Total 335 1,621 1.669 100.00% -- - -. "'-:-:.:"""'-;'-::000:-'1.---- " . . ~~:fu ~&.414:F~i.o/;Ì'~ I'. :;".: ":-f':::'~ ,.. '~i -. ""'-'-"'__"_000_". .... n... .n""_" '- n_".'_' _n_"':- _:...-';:.:;._:'- "_"_n"'- ". _: . ";""';""':'_000""...' -. 34 184 177 10.61% 37 140 222 13.30% 56 216 182 10.90% 5 30 19 1.14% 188 949 981 58.78% 12 72 72 4.31% Des Moines Enumc/aw Federal Way Kent Renton Sea Tac Seattle Tukwila Unincorporated King County Other Unknown DEthnicity Asian/Pacific Islander Black/African American Hispanic/Latino(a) Native American/Alaskan Native White/Caucasian Other Unknown Total 3 335 17 581% 10.61% CJIOisabling Condition CJILímited English Speaking 28 30 1,621 80 196 16 1.669 97 177 0.96% 100.00% Attachment 4 City of Federal Way Human Services Agreement 1998 Outcomes ReportÎng Form ~ency: Pro~ram Title: I Contact Person: Phone: Date: 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter What change do you expect to make: (outcome) How will you know this change has occurred? (indicator) How will you gather the information you need to know the change has occurred? (tooVmethod) How are things going? Are there any changes to your expected outcome or the way you are collecting information? What information did you collect and what did you learn? Examples have been provided on the reverse to help YOlt complete this report. Use additional pages if necessary. City of Federal Way EXA MPLE Human Services Agreement EXAMPl.lE 1998 Outcomes Reporting Form Agency: Pr02ram Title: Contact Person: Phone: Date: 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter What change do you expect to make: (outcome) How will you know this change has occurred? (indicator) Number of unexcused absences will decrease. Increase bonding to school among sixth graders. How will you gather the information you need to know the change has occurred? (tooVmethod) Review school records. The school has agreed to provide a monthly total of unexcused absences for sixth graders. How are things going? Are there any changes to your expected outcome or the way you are collecting information? Because teachers pointed out that absences vary by time of the year (there are more in the spring than during the winter), we decided to compare the figures from the same months last year with each month this year. What information did you collect and what did you learn? We compared the rate of unexcused absences (number absent divided by number of students) at the start of the project (September) with last September (.45 this year, .43 last year). We found when we compared the rate for the end of the project (June) with last June, the rate had decreased (.31 this year, .52 last year). We learned that the decrease was greater for boys. We plan to interview students and teachers to find out why and how we can change the program to be just as effective with girls. Item 5D CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES AND PUBLIC SAFETY COMMllTEE Date: From: Subject: February 27, 1998 Ann Guenther, Human Services Manager ø Human Services Division Overview The purpose of this memo is to provide the Committee with an overview of the Division, including structure, staffing, mission, key responsibilities, 1997 accomplishments, and key issues for 1998. Structure, Staffinç¡ and Mission The Human Services Division is part of the Community Development Services Department. The Division has three staff members (2.5 FTE): Ann Guenther, Human Services Manager; Patricia Talton, Community Development Block Grant (CDBG) Coordinator; and Sun So, Administrative Assistant. The mission of the Human Services Division is to ensure that an effective and collaborative delivery system is in place to: assist Federal Way residents in meeting their basic needs; increase their public safety; attaining self-sufficiency and independence; and build strong neighborhoods. To achieve this, the Division will: assess and anticipate community needs; manage an efficient and user-friendly funding application process; oversee and evaluate contracts with local service providers; and coordinate with other funders, community organizations and City Departments. Key Responsibilities The Human Services Division manages the City's federal Community Development Block Grant (CDBG) funds and the City's General Human Services funds. Specific duties include: . . . . . . Manage the City's human services and CDBG allocation process Provide staffing to the City's Human Services Commission Negotiate and monitor contracts with Human Service Providers (30 in 1998) Coordinate with the King County CDBG consortium Negotiate and monitor CDBG contracts in coordination with the CDBG consortium Track regional human services issues. Participate in groups such as the South King County Human Services Planners and the South King County Human Services Council. Provide technical assistance to human service and CDBG applicants and contractors Monitor compliance of CDBG projects with the Department of Housing and Urban Development (HUD) regulations Provide information and referral services to citizens seeking human services help . . . Fundinç¡ The Human Services Division is funded by federal Community Development Block Grant (CDBG) funds and general fund dollars. CDBG funds pay for the salary of the CDBG Coordinator and capital and public service contracts with local agencies. The majority of CDBG funds are used for capital and facility projects, with a small portion going to direct human service programs. General funds pay for the salary of the Human Services Manager, part-time administrative assistant and contracts with human services providers. For examples of programs funded with CDBG and general human services funds, see Attachments 1 and 2 for the 1998 project lists. The charts below provide a history of the CDBG funding and general human services funding for agency contracts. (The CDBG chart includes the administrative costs. The Human Services fund chart includes the agency funding only.) Community Development Block Grant 1991-1998 Funding $800,000.00 $600,000.00 $400,000.00 $200,000.00 $0.00 1991 1992 . 1993 1994 1995 1996 1997 1998 General Human Services Funding 1991-1998 $400,000.00 $350,000.00 $300,000.00 1991 1992 1993 1994 1995 1996 1997 1998 $250,000.00 $200,000.00 $150,000.00 $100,000.00 1997 Accomplishments . The Human Services Commission conducted a successful 1998 Allocation Process for Community Development Block Grant (CDBG) and General Human Services funding. Commissioners reviewed over 50 applications, logging more than 145 volunteer hours. The human services recommendations addressed Council goals and priorities and funded a continuum of services. . The City Council approved a plan to implement a two-year funding process for 1999- 2000 Human Services Funding. This plan was reviewed by the Human Services Commission before going to the Council. . The Commission hosted an informational panel on the Health Care system in April and a forum on welfare reform in May. . Human Services Commissioners toured the 26 human services programs funded by the City. 2 + Began implementation of the City's Human Services Comprehensive Plan + A Combined-Giving campaign was implemented for the first time, giving City employees the opportunity to contribute to the City's Human Services Fund or to United Way. Employees donated $2,700 to the Human Services Fund. + The City of Federal Way Human Services Program brochure was developed and distributed in a number of community locations + Managed 1997 Human Services Fund of $350,000. The City had 26 contracts with human services providers. Examples of programs funded include emergency and transitional shelter, counseling for sexual assault victims, literacy services, and a community information line for residents seeking human services. + Managed 1997 Community Development Block Grant (CDBG) allocation of $700,389 in coordination with the King County CDBG Consortium. Examples of projects funded include: a first-time homebuyer's program, a home repair program, and housing for chronically mentally ill adults. 1998 Key Projects 1997 was a productive year for the Human Services Division and 1998 holds a full work plan as well. Below is a list of the key projects that the Division will address this year. + + + + + Review use of Council priorities in allocating human services funding Review reporting requirements for agencies, including volunteer-run agencies Prepare information for the City's Web page Implement outcomes-based evaluation in human services and CDBG contracts Organize training and technical assistance regarding outcomes-based evaluation for human service and CDBG contractors and for the Human Services Commission Review City progress toward meeting the strategies outlined in the Human Services Comprehensive Plan Conduct the 1999 Community Development Block Grant (CDBG) allocations process Work with the City and Federal Way Chamber's Economic Development Specialist to explore opportunities to use CDBG funds for economic development projects in the downtown area Conduct the 1999-2000 Human Services Funding allocations process (this will be the first time the two-year funding process will be implemented) Track proposals for regional finance and governance of human services and inform the Council of the proposal and implications for the City Update the City's Housing and Community Development four-year Strategies Participate in the development of the 2000-2002 King County Housing and Community Development Consolidated Plan + + + + + + + I will be at your March 9 meeting to present an overview of the Division and answer any questions you may have. Please call me at 661-4039, if you have any questions prior to the meeting. 3 ATIACHMENT 1 CITY OF FEDERAL WAY COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM 1998 PROJECTS AND PROGRAMS AgencylProgram Contract Amount City of Federal Way - PARCS Department CARES Program Dumas Bay Centre $32,941 $ 5,000 City of Federal Way - Law Department Domestic Violence Coord/Pampltlets $30,000 City of Federal Way - Public Works Department Signalized Pedestrian Crossing $44,652 City of Federal Way Planning and Administration $69,167 Community Health Centers of King County Federal Way Dental Access $10,000 Easter Seal Society of Washington . Housing Modificationfor People wlDisabilities $18,989 ElderHealth Connection Program Construction Renovation $10,000 Emergency Feeding Program Federal Way $ 5,000 Federal Way Community Caregiving Network Transitional Housingfor Homeless $50,000 HomeSight First Time Homeownersltip $75,000 King County Housing Rehabilitation Program Federal Way $170,000 King County Housing Authority Federal Way Duplexes Laurelwood Gardens Apartments Sltelcor Emergency Housing $ 8,400 $40,000 $10,000 Outreach Alive Youtlt Resource Center $20,000 Total CDBG Funds Allocated by Federal Way City Council Balance ofCDBG Funds Allocated on Contingency Total 1998 CDBG Funds Available $599,149 $ 11.259 $610,408 A IT ACHMENT 2 CITY OF FEDERAL WAY HUMAN SERVICES GENERAL FUND 1998 PROGRAMS Agency/Program Human Service Priority Contract Amount ACAP Child and Family Support A.P.P.LE. Parenting Program Subsidized Child Care Public Safety Self-Sufficiency $10,000 $ 8,000 Birth to Three Developmental Center Family Services Program Public Safety $19,000 Catholic Community Services Emergency Assistance Counseling Basic Needs Public Safety $ 5,000 $ 4,500 Center for MultiCultural Health Refugee Health Advocacy Self-Sufficiency $ 3,000 Child Care Resources Resource and Referral Services Self-Sufficiency $ 9,000 ~ommunity Health Clinics of King County Dental Services Health Services Basic Needs Basic Needs $14,095 $25,000 Crisis Clinic Telephone Services Collab. & Build. Strong Neighborhoods $ 3,090 Domestic Abuse Women's Network Crisis Intervention, Confident. Shelter, Community Advocacy Public Safety $47,000 Federal Way Boys and Girls Club Operating Support Public Safety $ 9,000 Federal Way Community Care giving Network Community Suppers Emergency Shelter Transitional Shelter Job Center Basic Needs Basic Needs Basic Needs Self-Sufficiency $ 2,000 $ 8,000 $ 2,000 $ 1,340 ~deral Way PTSA Clothes for Kids Basic Needs $ 4,500 CITY OF FEDERAL WAY HUMAN SERVICES GENERAL FUND 1998 PROGRAMS Agency/Program Human Service Priority Contract Amount Federal Way Youth and Family Services Counseling & Domestic Violence Svcs. Public Safety $65,000 King County Sexual Assault Resource Center Comprehensive Sexual Assault Svcs. Public Safety $28,000 Korean Christian Counseling Service Counseling Public Safety $ 4,500 Salvation Army After-Hours Emergency Assistance Basic Needs $ 3,000 Senior Services of Seattle/King County Meals on Wheels Volunteer Transportation for Seniors Basic Needs Basic Needs $ 8,000 $ 3,297 South King County Multi-Service Center Food and Clothing Literacy Program Shelter Basic Needs Self-Sufficiency Basic Needs $29,000 $12,273 $30,000 The Joseph Foundation Noyes Transitional Home Basic Needs $ 2,000 Washington Women's Employment and Education Computer Applications Self-Sufficiency Job Readiness Program Self-Sufficiency $17,500 $ 5,000 World Vision Relief & Development, Inc. KidREA CH CoUab. & Build Strong Neighborhoods $ 6,680 Total Human Services Funds Allocated by Federal Way City Council $388,775 Item 5E DEP ARTMENT OF PUBLIC SAFETY VISION AND VALUE STATEMENT WE ENVISION a community-based police department that represents the special qualities and features of the City of Federal Way. The police department will inspire a sense of confidence and security in our citizens through professionalism, citizen involvement and creative approaches to public safety. The police department will be distinguished as a caring, competent, firm, fair, accessible, and innovative organization that actively seeks opportunities to help citizens. The police department will be a part of rather than apart from the community, fostering an efficient citizen-police partnership to insure a safe and secure city. OUR POLICE SERVICE VALVES RELIABILITY - A consistent delivery of fundamental and professional police services. RESPONSIVENESS - A direct individual response to every inquiry and call for service. FIRMNESS - A clear resolve to directly engage crime and disorder with the full application of the law to protect our citizens. CONSIDERATION - An open, approachable attitude that demonstrates caring, understanding, and concern for people. INTEGRA TION - A neighborhood-based department that is built on and reflects a personal knowledge and involvement with the community. INNOVATION - A creative, flexible, and efficient department that anticipates and responds to the ever-changing nature of public safety. Field Operations 79 Personnel 68 Sworn: 1 Deputy Chief " WatCh Corrunanders 7 lieutenantS 56 Officers 11 Civilian: I Administrative Assistant I 8 Police Support Officers 2 Recreational Specialist Patrol Squad A Patrol Squad B Traffic Unit Prisoner Transport ,,'EEDERAL..WA YD EB~¡MENT()F ' BrmLIC, ,SAFETY """", , "" .." " , CHlEFRONALDT.WOOD Officc of thc Otief: 3 ' 2 Sworn I Civilian Total Personnel 133 96 Sworn 37 Civilian POLICE CHIEF Administrative Assistant II I.AJStaff Inspections Lieutenant Patrol Squad C Persons Crimes Patrol Squad E Patrol Squad D Patrol Squad F Northside Community Center Property Crimes Special Investigations Support Services 5 I Personnel 26 Sworn: I Deputy Chief 1 Adminisrrative Corrunander I C.LD. Commander " lieutenantS 19 Officers 25 Civilian: I ComrnulÚty Resources Manager 1 Records Manager I Victim Assistance Manager 2 Administative Assistant I 3 Police Support Officers 2 Crime Scene Technicians 2 Property & Evidence Personnel 2 Office Technicians 3 Records Lead Positions 8 Records Specialists Administrative Assistant I Office Tech. rr CommulÚty Resources Special Services Lieutenant Records Unit ** ** FEDERAL WAY POLICE DEPARTMENT 1998 WORK PLAN ** Complete preparations to comply with requirements for national and State of Washington Law Enforcement Accreditation ** Develop and implement comprehensive Victim's Assistance Program with emphasis on Domestic Violence ** Complete preparation and adoption of comprehensive written directives system ** Develop and implement false alarm reduction program ** Develop Crime analysis function ** Develop financial administration program for department. ** Increase interactive programming with Federal Way School District. ** Implement Crime follow up program for Patrol Officers Increase emphasis on traffic safety. Increase community involvement in departmental operations and planning through programs intended to create added community access, input, and participation. FEDERAL WAY POLICE DEPARTMENT SIGNIFICANT ACHIEVEMENTS FOR 1997 . Remodeled and occupied current police facility. . Reached full staffing at authorized staffmg level. . Opened police storefront - Westway. . Opened police storefront - Rainier Continental Apartments. . Developed and conducted two Citizen Police Acadenúes. . Implemented Police Explorer Program. . Implemented Volunteer Programs involving more than 35 community members in department operations with 4,529 hours worked through November. . Completed flCSt year ofSeaTac Mall contract for police services. . Developed Equal Employment Opportunity Plan meeting federal guidelines. . Crime rates down significantly, response times ver low, calls for service handled with allocated staff expected to reach 52,000 by year end. . Application for National Accreditation of Department filed. . Obtained grants totaling approximately $500,000 in addition to COPS grant. . Handled Korean Olympics, Family Fest, July 4 and other community events security at no cost to sponsors. . Initiated joint projects with Fire District, including charitable fund raiser. . City Manager recognized for Excellence by Association of Washington Cities (A WC). . Lieutenant Morgan recognized by American Red Cross. . Neighborhood Speedwatch Program recognized by Washington Traffic Safety CoffinÚssion. . Project completion of flI"st full year of service under budget. . Addressed high profile claims jointly with Law Department with no projected loss to city. . Conducted continuing negotiations with Police Officers' Guild. . Continued development and effective interactive police--community model. i:\managerlachiev97 DEPARTMENT OF PUBLIC SAFETY Memorandum DATE: February 10, 1998 TO: Kenneth E. Nyberg, City Manager FROM: Ronald T. Wood, Chief of Police SUBJECT: Police Department Operating Data for 1997 Attached are summaries ofIndex Crimes, Calls for Service, and Traffic related activities of the Police Department for 1997. While some discussion is provided relative to Index Crime rates and the Traffic statistics, the calls for service information is presented as tables as we are establishing new baselines with our first full year of service. The calls for service totaled 57,618 for the year with 53,649 handled by field response and tenned as billable calls for dispatching purposes, and 3,969 handled as advised incidents. Generally, we pay $18.50 each for billable calls dispatched for field response, while there is no dispatch fee for advised incidents as they are handled by telephone or as walk-in reports at the police station. These totals match up with approximately 37,000 calls for service handled by King County Police Department in 1995, their last full year of service to the City, with 29,655 field response calls and an estimated 7,400 handled by telephone or as walk-ins. The highest call volume categories were fairly consistent across the year with little seasonable variation. The categories of Alarms and 911 Hang-ups are important due to the potential to reduce our total call volume by reducing needless responses in these two priority response areas. Successful reduction of the need to respond in these two categories offer important financial implications as the dispatch costs alone are $78,495 and $65,989 respectively, not counting officer time, safety, and liability considerations. The response time table is very favorable and while the numbers are averages by quarter, allowing for some faster and some slower responses in each category, they are impressive even in an urban community. The Emergency category reflects all calls involving immediate threat to life and of serious injury, and while relatively fewer in number require an urgent response. The Priority 4 calls are incidents which are being reported after the fact and which nonnally have low potential for personal injury being primarily report calls. Priorities 1, 2, and 3 are categories with descending potential for personal injury and are handled accordingly. While King County allotted a separate category for 911 hang-ups, those calls are included in general categories by Federal Way based upon information received prior to the hang-up. If I can answer any questions or provide additional information, please do not hesitate to contact me. i:\chiet\98stats FEDERAL WAY INDEX CRIME RATES Crime 1991 1992 1993 1994 1995 1996 1997 Homicide - 6 2 1 3 3 2 Rape - 109 131 90 71 73 37 Robberv - 134 128 141 173 188 154 Felony Assault - 219 170 162 167 171 121 BurçJlarv - 906 804 857 881 965 643 Larceny - 3840 3844 3793 4300 4086 3901 Auto Theft - 603 552 722 843 807 746 Arson - 29 13 32 38 35 24 Total -- 5846 5644 5798 6476 6328 5628 ~ulation , I 69,1421 70,6471 71,830 I 74,290 I 75;240 ~ 75,960 I Index crime rates are reported to the FBI monthly by municipal, county, and other jurisdictions across the nation and were initiated as part of the Unifonn Crime Reporting System in the late 1920's. Eight crime categories are monitored as the Index of serious crime in judsdictions, with four categories (Homicide, Rape, Robbery, and Felony Assault) considered violent crimes, and four categories (Burglary, Theft or Larceny, Auto Theft, and Arson) considered non-violent or property crimes. Index crime rates are important as a basis for comparing with other similar jurisdictions, or with a jurisdictions own rates lùstorical1y, and are used by various publications as one of the considerations in ranking desirable places to live. As a newly incorporated city, Index crime rates were first reported separately for Federal Way in 1992, having been included in the unincorporated King County totals prior to that time. In the table above, the Index crime rates for each year since 1992 are shown, and for 1997, reflect a decrease of 11.0% overall to the lowest level since separate records were instituted. Additionally, the individual categories of Rape, Felony Assault, and Burglary reached record lows during 1997. and the combined categories of violent crime (Homicide, Rape, Robbery, and Felony Assault) decreased 27.8% fTom 1996 levels. While the reductions in all categories in 1997 are encouraging, Index crime rates are best used to identify trends over a multi year period and to use those trends as a basis for directed activities and to focus strategic planning efforts. Analysis of the Index crimes reveals two categories were not substantially reduced as shown below: % % Violent 1996 1997 Change Change Homicide 3 2 -33.3% -33.3% Rape 73 37 -49.3% -49.3% Robbery 188 154 -18.0% -18.0% Felony Assault 171 121 -29.2% -29.2% Burglary 965 643 -33.3% - Theft(Larceny} 4086 3901 -4.5% - A.uto Theft 807 746 -7.5% - Arson 35 24 -31.4% - TOTAL 6328 5628 -11.0% -27.8% The category of Theft (Larceny) is the largest crime category in all jurisdictions and is the primary factor in the overall Index crime rate. Many thefts are crimes of opportunity and preventable by reducing opportunity. In Federal Way during 1997, of the 3,901 thefts reported, 1,008 (25.8%) were shoplifting and 1,521 (38.9%) were items left in vehicles. While the general public may not assist directly in shoplifting reduction, they can significantly reduce thefts fTom vehicles by locking vehicles when parked and by removing items of value fTom view when away fTom the vehicle. Examination of the value of items stolen reveals that 2,632 incidents (46.7% of the Index crime total) involved thefts of items under $50 in value, 381 involved thefts ofitems valued at $50 to $200, and the remaining 888 theft incidents involved items valued at $200 or more. Auto theft is a separate Index crime due to the value and the seriousness of the offense. Various national studies indicate that this category is the most responsive to preventive measures of all Index crimes. Three types of Auto Theft are most common: thefts for resale, for specific parts, and for short term joyrides. As with general thefts, vehicle owners can cause significant reductions in this crime category by preventative measures such as parking in lighted or secure areas, removing vehicle keys and locking the vehicle every time it is parked, and using anti theft technology such as ignition cutoffs, vehicle alarms, or supplemental steering wheel locks. Successful crime reduction efforts in any community depend upon joint commitment by community members and their police, and continuing crime prevention and awareness programs. That partnership has been initiated and has enjoyed early success, however there is work to be done and the police department is excited about the prospects in 1998. Neighborhood Watch, community service centers in at risk areas, and active traffic enforcement are important components in crime reductions strategies and will be supplemented by efforts focused on targeted crimes as we continue to develop the department. FEDERAL WAY POLICE DEPARTMENT 1997 CALLS FOR SERVICE STATISTICS ,", "!l.&:"."." ^,'"" ,~.. ,. .,¡...,. ^. 't.'~"'" .~.' .:';~"þ:"<¡~,fj;. ¥'\Ìi;',~~!>~;~~, .,~,;."..~,.:CAt:LSFOltsERViCrf" 1997:'t'.c"'~:']W\£~~<'.(~1 ,': '.~"""W\" "',' ,~,"'¡'<'::'~.",'."".'~:"',<'(-","'~'h.""",'1" ,." ,'.~~~~',~~,M,;¡",.""",""",~'-t,'. '=" QuARTIm C-F-S Billable Calls Advised Incidents 1st Quarter 13,913 12.920 993 2nd Quarter 14.013 13,003 1,010 3rd Quarter 15,766 14,718 1,048 4th Quarter 13,926 13,008 918 1997 TOTALS 57,618 53.649 3,969 ',;,:,," :' ~. '." . ': ,. " .' < .,. . ": '..,", '. '.'*" , ,.",,'. H1GJŒST CALl. 'IYPES - 1997 ", .' .,..."'<,1,.;..... , " '.' :. ~ , " " , " . " . ' . ':",..~ '" .".."..:1,.,' QUARTER ALARMS SUSPICIOUS TIŒVr IIANCìUPS ACCI1>ENTS DOMESTICS 1st Quarter 982 967 761 992 591 665 2nd Quarter 1,053 900 870 945 652 729 3rd Quarter 1.187 1,277 1.323 976 781 537 4th Quarter 1,021 849 970 654 750 658 YR TOTALS 4,243 3,993 3,924 3,567 2,774 2,589 .,. '.';\f-,,:,""æ::"@.i.~~1ê:~' . ~~:. ~~t f'Æ1h&~i~ ~~d~:; ." \.~..:-~«r-~~""".'-:'.~"'I'~:' ^ ¡ ','.. "., '..' .<.<~~..",.<, ,."',"'4~.",',,,,; . cQ\ SOONSI1.T1MEIN MJNUTES:ít1997: '. . .~~~<;~i~:4i~ Emergency Priority 1 Priority 2 Priority 3 Priority 4 4.52 5.30 12.20. 17.16 25.82 3.89 4.33 11.90 18.22 28.10 3.95 4.06 11.77 17.96 28.18 3.18 3.76 12.45 16.83 27.63 3.89 4.36 12.08 17.54 27.43 QUARTER 1 st Quarter 2nd Quarter 3rd Quarter 4th Quarter YR AVERAGE FEDERAL WAY POLICE DEPARTMENT 1997 TRAFFIC ST A TISTI CS TIl,\ Fr:rC AC'C:IUP.I'HS' , 1:.t,Q:r. 211d Q:r ....:2~~.~tr.. "'I~I Q~I' TOl'I\' S " """", ..-.......- -.., -"---'" ---.... -- -"-"" ......_../.~:::".:~~:.:::2::... TOTAL ACCIDENTS REPORTED 591 652 781 750 2 774 Non-Injury Accidents Investigated 290 360 445 478 1,573 Injury Accidents Investigated 67 78 59 56 260 Fatality Accidents Investigated 0 0 2 1 3 ¡OTAT ACCIDFN'ffi lNVF-SllGATED 357 418 S06 535 1836 Hit and Run Accidents 102 85 90 95 372 Vehicle VS. Pedestrians 4 3 I 4 12 Vehicle vs. Bicyclist 1 4 2 0 7 " . . ,. . ".~.~ "'>' ~~~F)Ç~f':l¥.P~ç~¥pIT , ', " ",'" \,', Y <!f: ,,' ., ' .' .',< ":".,.",,~.,, ';,"». '~. ' ;..: . ; ~ ':": '" ..~. ~~~ '.~, . . '" "' v, ~ ~ '.' Þ".""'~'¿\;':."Y. ='::>,; < .". .,' Traffic Stops 2,749 3,180 3,555 3,835 13,319 Criminal Citations 381 211 252 262 1,106 Infractions 1,693 2,394 2,817 3,186 10,090 TOTAL CITATIONS ISSUED 2074 2605 3069 3448 11 196 Dill Arrests 40 48 45 68 201 Dill Arrests Involving Accidents 12 9 10 19 50 Managing the safe, expeditions flow of traffic in our community is an important component of our public safety responsibility and contributes to the perceived quality of life among residents when successfully fulfilled. Additionally, active traffic law enforcement is a proven factor in crime reduction efforts through increasing visibility of departmental officers and through increased potential that criminal violators will be stopped and identified. Efforts of departmental officers led by the Traffic Unit focused an increased awareness by the motoring public and produced encouraging results for 1997. The totals of 2,774 vehicle accidents reported, with 260 involving injuries, are both relatively low for a city of 76,000, particularly given the urban setting and the high volume of pass through traffic. The occurrence of three fatal accidents, 12 involving pedestrians, and seven involving bicycles indicates the need for increased traffic safety efforts. The total of201 DUI arrests is much lower than might be expected, however, the issuance of 11,196 traffic citations from 13,319 traffic stops indicates the officers are using opportunities for warnings in an appropriate manner. The use of our award winning Neighborhood Speed Watch Program, the radar speed awareness trailer, the regular announcement of traffic enforcement emphasis locations, the use ofDUI simulator headsets and the various other presentations in schools and to community groups all contribute to encouraging overall traffic safety numbers. A traffic school taught by officers is pending acceptance by local courts as a sentencing alternative for selected offenders, and our future efforts will continue to balance education-awareness and enforcement as we work to increase motorist satisfaction and traffic related safety in our community. 1:\chief\97qrtr Item SF CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Date: March 3, 1998 From: David Wilbrecht, Deputy Director Parks, Recreation and Cultural Services Department Subject: Celebration Park MOU/Exhibit "B" Background: The City Council approved the Memorandum of Understanding for the Celebration Park Funding Committee (CPFC) in December 1997. Under item D in the Recitals section is a requirement for the CPFC to establish partnership with approved 501C3 organizations including the Rainier Audubon Society. Exhibit B is the agreement that defines the relationship and duties of the Rainier Audubon Society. The Rainier Audubon Society is currently working on a grant application for the Bullitt Foundation, seeking additional grants and will be involved in Celebration Park after the park is completed in a variety of activities such as interpretation of habitat, bird watching and programs. The agreement is attached for your review and consideration. Committee Recommendation: 1 Recommend approval of Exhibit B to the full Council on March 17, 1998. 2. Direct staff to revise Exhibit B based on outcomes of the March 9, 1998 committee meeting. APPROVAL OF COMMITTEE REPORT: Committee Member Committee Chair Committee Member Exhibit B fjJ /jJ !¿J !? c. Memorandum of Understanding LïJ if IJJ Celebration Park Fund Raising Campaign 1997 - 1998 City of Federal Way, Celebration Park Funding Committee and Rainier Audubon Society THIS AMENDMENT TO THE MEMORANDUM OF UNDERSTANDING "(MOU"), dated effective this 24th day of February 1998 defines the respective responsibilities of the Rainier Audubon Society ("RAS") in connection with the 1998 Celebration Park Funding Raising Campaign ("Campaign"). I. RAS Responsibilities. The RAS will: 1. Serve as technical advisor to the CPFC for the purpose of fund raising and education regarding Celebration Park's natural areas, wetlands and habitat. 2. Support the fund raising effort by assisting in the preparation and signing of grant applications relative to Celebration Park's natural areas, wetlands and habitat. 3. Deposit all funds collected ftom the grants in the CPFC bank approved by the City. 4. Upon completion of the Campaign, deliver funds collected ITom the Campaign to the City for Celebration Park development. 5. The RAS agrees to indemnify and hold the City, its elected officials, officers, employees, agents and volunteers harmless from any and all claims, demands, loses, actions and liabilities (including casts and all attorney fees) to or by any and all persons or entities including without limitation, their respective agents, licensees, or representatives arising from, resulting ftorn, or connected with this MOU to the extent caused by the acts errors or omission of the RAS, its partners, officers, shareholders, agents, employees, invitees, or volunteers, or by the RAS breach of this MOD. RAS waives any immunity that may be granted to it under the Washington State Industrial Insurance Act, Title 51 RCW. RAS's indemnification shall not be limited in any way by any limitation of the amount of damages, compensation or benefits payable to or by any third party under workers' compensation acts, disability benefits acts or programs. This MOU contains the obligations of both parties for the Celebration Park Fund Raising Campaign and may not be changed or modified except by written agreement by both parties. CITY OF FEDERAL WAY CELEBRATION PARK FUNDING COM:MITTEE By: By: Bruce Harpham, President Kenneth E. Nyberg City Manager By: APPROVED AS TO FORM: Londi K. Lindell, City Attorney ATTEST: N. Christine Green, CMC, City Clerk Item 5G CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Date: March 3, 1998 From: Steve Ikerd, Property Services Manager Subject: Final Acceptance of the Steel Lake Fire Station Roof Project Backeround On October 21, 1997, the City Council awarded a re-roofing project on the old Steel Lake fire station to Meyer Brothers Roofing, Inc., in the amount of $27,734.76. This project included removing leaking roofing material and installation of a new hot mopped layered roof system with new metal, flashing and gutters. The final cost wa $27,734.76. This project was successfully completed on February 25, 1998. Committee Recommendation: Motion to approve acceptance of the construction contract with Meyer Brothers Roofing, Inc., for the Steel Lake re-roof project. APPROVAL OF COMMn-n:E REPORT: Committee Chair Committee Member Committee Member Item 5H CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Date: March 3, 1998 From: . David Wilbrecht, Deputy Director Parks, Recreation and Cultural Services Subject: Celebration Park Flag Pole Background: During the February 23, 1998 Parks, Recreation, Human Services and Public Safety Council Committee meeting, committee members reviewed the motion from the Parks Commission to consider increasing the height of one of the 35 foot flag poles at Celebration Park to 60 feet. Staff reported that the requested height may require approval or a variance. The Committee members requested staff to follow up and report back the Community Development requirements. Since that meeting, staff have requested information from Community Development and have learned that the Development Guide under section 22-1047 (2) (b) defines flagpoles as an appurtenance and permits the Director of Community Development to exceed the maximum height of 3 5 feet. Committee Recommendation: 1. Direct staff to request increasing the height of one flag pole from 35 feet to 60 feet in accordance with section 22-1047 (2) (b) of the Development Guide. Work with the architect to propose a flag pole. Recommend placement and appropriate size of flag. Upon approval from the Director of Community Development forward to the full Council for approval. Maintain flag pole heights according to the approved plan adopted by the Council. 2. APPROVAL OF COMMITIEE REPORT: Committee Chair Committee Member Committee Member ..... ~c, De~e¿ r -~~~~ $1IJJ'"artne~ ~ ~"""""""With the City of ? 0 Federal Way and ~ U Federal Way~~ ::::J ~~'"' ~C~ TO: FROM: SUBJECT: DATE: cc: I ,', ",' " , "'" .:'~ "" , " .HAI,".. f!41f "~~~ð'r:-~ ~ ,,uw~~ Memorandum MAYOR GINTZ; COUNCIL MEMBERS: BURBIDGE, DOVEY, GATES, KOCHMAR, PARK AND WATKINS DEBRA S. COATES DRAFf SCOPE OF WORK AND MARKETING PLAN MARCH 2, 1998 A. CORRIGAN, E. MANSOOR, K. NYBERG, P. KEIGHTLEY --- -- ,---------, ,., -- - ---- ----. ---, ,---- - -- ----- ------ ,-------- _._- -- - -- - .--- - ------ ---------------. ------ ------ Attached is: DRAFT Scope of Work as required under contract between the City of Federal Way and the Greater Federal Way Chamber of Commerce, 1. Downtown Revitalization Program. 1.1 Scope of Work. DRAFT Marketing Plan as required under contract between the City of Federal Way and the Greater Federal Way Chamber of Commerce, 1. Downtown Revitalization Program. 1.2 Marketing Plan. Dates may be subject to change due to extenuating circumstances. ~~c. Detre¿ ¿'~~~ 0 Federal Way and ('t t,,) Federal Way 1:1 ~ Chamber ,..... (Cammer ~C~ A. B. C. D. "'.,' ", ""',,"'" ,,' . "". GOALS CREATE AN IDENTIFIABLE CITY CENTER THAT SERVES AS THE SOCIAL AND ECONOMIC FOCUS OF THE CITY. DEFINE A CITY CENTER WITH DISTINCT BOUNDARIES, UNIQUE BUILDING TYPES, AND SPECIAL FEATURES. ATTRACT A REGIONAL MARKET FOR HIGH QUALITY OFFICE AND RETAIL USES WHICH INCREASE EMPLOYMENT OPPORTUNITIES, ADD TO THE CITY'S TAX BASE, AND ESTABLISHES FEDERAL WAY'S CITY CENTER AS AN ECONOMIC LEADER IN THE SOUTH KING OCUNTY AND NORTH PIERCE COUNTY REGIONS. PROVIDE PROGRAMS TO POSITIIVEL Y MODIFY PEOPLE'S PERCEPTION OF THE CITY CENTER. CONNECT THE CITY CENTER TO A CONVENIENT REGIONAL TRANSIT SYSTEM. PROVIDE SERVICE BETWEEN CENTERS AND NEARBY AREAS BY AN EFFICIENT, TRANSIT -ORIENTED, AND MULTI-MODAL TRANSPORTATION SYSTEM. CREATE DISTINCT DISTRICTS WITHIN THE CITY CENTER THAT ARE INVITING TO RESIDENTS AND VISITORS, DEFINING ROLES AND CHARACTERISTICS OF EACH SUCH DISTRICT, (i.e., INTERNATIONAL DISTRICT, OPEN MARKETS, PLAZAS AND RETAIL CLUSTERS). DEVELOP PEDESTRIAN FLOW AMONG AND THROUGH DISTRICTS. DEVELOP AND PRESERVE A FLOW OF ACTIVITY AND MOVEMENT FROM STEEL LAKE PARK TO CELEBRATION PARK. The primary focus of the city's initial efforts should be to improve the visual image of the city's core, promote downtown economic development, and to create an effective process to ensure maximum benefit from anticipated RTA investments. March 2, 1998 ECONOMIC DEVELOPMENT EXECUTIVE'S IMAGE & DOWNTOWN REVITALIZATION PROGRAMS CITY OF FEDERAL WAY February 17, 1998 Business Community Debra Coates :- - - -- - - - - - - - - .- - - - - - - .- .- -,- - - - - - - - - - - Public Works City Center Design Guidelines 320th & SR-99 Improvements 320th (11th to 1-5) Improvements 320th Median Improvements SR-99 (310-324th) Improvements Community Development RTA Improvements Billboard & Sign Conformance Initiative Tourist Amenities Marketing Plan -Transit Center -Park & Ride -1-5 HOV Access (to a Positive Perception) A Public-Private Partnership with: --Greater Federal Way Chamber of Commerce --City of Federal Way \ Vibrant City Center Programs ~~c. Detre¿ $~~~ ",",'\vith the City of ? 0 Federal Way and tt) U Federal Way}.! t:::1 ~~.. ~C~ ~;~i;:~:, Ii " ," . ". SCOPE OF WORK G. :c ECONOMIC DEVELOPMENT EXECUTIVE'S IMAGE AND DOWNTOWN REVITALIZATION SCOPE OF WORK ...... PRODUCTS WORK PRODUCT EXAMPLES TIMELINES GOALS > Coordinate property owners Ongoing A Coordinate with public B works and business interest input > City center design > Coordinate meetings and guidelines public input with City Staff > 320111 & SR 99 > Ensure city core/ftame is > 320111 (11111 to 1-5) visibly distinct > 320111 Medians > Implement bike and pedestrian > SR-99 (310111 to 324~ mendly areas Coordinate with RT A and > Attend R T A meetings Ongoing A City Staff > Help ensure locations ofRTA B ~ Transit Center improvements provide best C > Park n' Ride economic opportunity for City D ~ 1-5 HOV access Center > Coordinate property owners and business interest input > Work with City Staff Complete by 7/1/98 A Coordinate with City Staff D on Billboard and Sign developing program .................. .................. Incentive Program > Work with banks on financing Complete by ~ Work with property owners to 02/28/00 implement orO2Tam Tourist Amenities > Tourism kiosk Complete 06/30/99 A .............. .............. D > Pocket parks Ongoing > Connect Steel Lake and Celebration Parks ~ Plazas Marketing Plan ~ Attached B Attached City Center Programs A ~ Identify Distinct Districts Ongoing B > Encourage a mix of D compatible uses ~ Consider city-wide millennium event MArr.h '1 QQR ",. II: t.~t Greater f'. Federal Way Chamber of Commerée IMAGE & DOWNTOWN REVITALIZATION PROGRAM FEDERAL WAY CITY COUNCIL APPROVED October 7, 1997 The Federal Way City Council wishes to immediately implement the following Image and Downtown Revitalization Program ("Program"). VISION AND GOALS The Comprehensive Plan provides an excellent framework for the growth. evolution, and development of the city center. Key portions of the vision and goals identified for the Program can be summarized as follows: VISion: Federal Way is a community that is a safe place to live, work, learn and visit Goals: . Create an~ahk..Ci&¥.cem. that serves as the social and economic focus of the city. Define a City Center with distinct boundaries, unique building types, and special features. . Attract a...¿JI8MI'IIItUk...for high quality office and retail uses which ~"'In. ~~ opportunities, adds to th~81mrb8e, and establishe~ Way's City Cooter8i au. ~ Je8dePin the Søu&h King County and ~ regions. Provide programs to positively modify people's perception of the CitY Center. . Connect the City Center to a convenient~ á1IIUit.8yItIM. Provide service between centers and nearby areas by an efficient, transit-oriented, and multi-modal transportation system. . Create'ltillinct distticti ~theCity Ceat8Iothat are inviting to residents and visitors, defining roles . and characteristics.of each such district, (i.e...J,øfamaaionaIDistIict,.,... ~ kets, plazas and retail . clusters). Develop pedestrianftmhmong and through districts. Develop and preserve a flow of ~ ánd ~ -..... &801 Lake.R- m ~ÛG8.&1k. . Encourage a~.~ptltihWt:l"C to achieve a lively, friendly, visually attractive City Center capitalizing on our vistas. PROGRAM ELEMENTS The following Program elements are necessary to successfully achieve these revitalization goals: . Visual: Utilize or develop street Irl" pedestrian decorative liøllû8g, seasonal iJ8we¡s, ~, pocket parks, opeI18C8S and a~n~o;:. . Organizational: Utilize public and private organizational entities, which support and provide continuity,..tatòcredçvelop1ll8llt efforts. Useœmpotitive i.uowti~ to support good ideas for downtown clean up, or development . Functional: Provide services such as tIIItiDtauUIte, bus tt!Mf'6fbrt'l'on, policing, parks, utilities and other infrastructures which facilitate and encourage City Center redevelopment . Legal: Optimize taxes and codes effecting and facilitating City Center redevelopment. It takes all four activities for viable city center revitalization. Decorative street lighting alone is not enough if prescriptive and inflexible code requirements stall complimentary private development efforts. As such, the city must continue to make a high priority the evaluation of policies that impact these four elements. PROGRAM PRIORITIES The pri~ focus of the city's initial efforts should be to improve the visual imase of the city's co~ .promote downtown economic development, and to create an effective process to ensure maximmn bene&.. ,.. from anticipated RT A investment~ These initiatives will encourage follow-up discussions on other equally important downtown issues such as a city theme and the development of identifiable neighborhoods in the core. C:\Jennifer Mayhew's Files\EconDev\IDRProgram.doc Revised: 10/20/97 VISUal Enhancements: To ÌIIIpro\'e the downtown's visual iItl3ge, projects are identified to attack existing sip and power line c1uttor and l'!ft~ ~. attractivenelS of the downtown core by adding decorative street lighting, street trees, banners and other landscaping amenities. The following is a summary of proposed actions: A. South 320th Street & SR-99 Intersection Improvements ($312,000 capital cost plus $18,800 annual maintenance). . In 1999, construct the $1,619,100 of TIP planned intersection improvements. This includes added turn lanes with replacement sidewalks, lighting and street trees. Use the $1,461,460 of grants and pursue $157,640 of other city funds as match for the project. . Landscape the four comers of the intersection and add such features as decorative lighting, street trees, landscaping, fountains and street furniture. Improvements funds to come from Downtown utility tax monies. South 320th Street Improvements from I-S to 11th Place South ($I,S27,8OO plus $S2,2oo annual maintenance) . Place all power lines underground. Efforts should be made to obtain best possible "city franclúse rate" from Puget Power. . Install decorative streetlights. These lights should be primaIy a pedestrian amenity and be designed to accommodate banners and/or hanging flower baskets. . Trees should be planted to meet two goals. They should provide for framing/softening of the So. 320th Street corridor, provide a pedestrian buffer from traffic wlúle not significantly impacting line of sight for downtown businesses and their street signage. . Install banners on streetlights. South 320th Street Medians . South 320th Median between I-S and 23M Ave. So. ($84,400 capital costs plus $4,500 for annual maintenance). The existing asphalt median between 1-5 and approximately halfway to Gateway Center Blvd/2Sth Avenue should be planted as a landscape median. . The existing Federal Way cit6y sign should be moved to greater prominence and/or upgraded including adding seasonal flowering. The possibility of placing a welcome sign. flags or similar means of making recognition of events in the median may be explored recognizing the potential impact on existing businesses. . Small planters may be appropriate in the median of the section of320thn between 23M Ave. So. And 11th Ave. So. However, additional medians are not recommended at this time because of the possible impact on egress/ingress across and along South 320th. Billboard and sign confonnance initiative ($3S0,ooo total budget) . The City should set aside monies to be sued as a legal fund and/or a billboard buy- out program to address billboards within the city. Failure to aggressively address this issue will make enforcement of small business signs difficult if not untenable. ($IS0,Ooo budget) . A fund should be established to establish a non-billboard sign removal incentive program. The program will be limited to stand alone pole signage affronting public rights-of-way. The city-wide program should be initiated as soon as practicable, be for a clearly defined limited time, and provide an attractive incentive to encourage early compliance with the 2/2&00 datec ($200,000 budget) Tourist amenities ($50,000) . The importance of tourism to our local economy should be recognized by allocating specific monies to tourist amenities such as a pm with tourist bureau type kiosks. SR-99 from So. 310 to So. 324th Street improvements (no downtown budget dollars) . The committee felt that this project, especially SR-99 between So. 32Oth to So. 320th Street, needs to be a lúgh priority for visual enhancements. Staff is encouraged to implement this project as soon as possible and seek the necessary grants. . . '., '. B. c. D. E. F. C:\Jennifer Mayhew's Files\EconDev\IDRProgram.doc Revised: 10/20/97 '., .,' PROGRAM IMPLEMENTATION It is expected that the individual hired for the express purpose of leading the Program will ensure the successful implementation of the program. The position is funded by the City through an agreement between the City and the Chamber of Commerce. Additional Program funding is being provided by the Chamber of Commerce and the downtown business community. The initial commitment will be for a period of two years. The Program will be under the oversight and general supervision of a Downtown Revitalizat6ion Oversight Committee. RTA IMPROVEMENTS COORDINATION With the recent approval of the recent RT A initiative, it is clear that proposed RT A investment in the downtown core will have significant impact on the downtown's future. In order to ensure that these transportation dollars will be used most advantageously, the following steps will be taken: A. City staff work with RT A to develop a process for obtaining input from public, business, Chamber of Commerce, City Council and agencies to assist with shaping the implementation ofRTA improvements for the greater good of Federal Way. City staff to lead the coordination of the following downtown RT A improvements with the RT A. other agencies and businesses: B. Park & Ride lot expansion at So. 320th St. Transit Center in the downtown HOV access to 1-5 at So. 324th St. $8M $4M $24M Total: $37M An alternative analysis for the implementation ofRTA related facilities in the City Center as in the attached outline scope of services (9/11197 draft) will be implemented. Construction 1998-2000 2001-2003 2004-2006 C. SUMMARY The above enhancements and programs represent a total City utility tax fund investment of $2,479,200 in capital costs and $74,700 in annual maintenance costs as in the attached summary of costs. This is an important first step in achieving the vibrant downtown that we envision. The City should continue to identify initiatives that would justify the investment of the entire $3,000,000 that was proposed in the initial budget. Attachments: ,,",'ow ~"'I..'-"""'¿fñ~-.~ 9f ~, - " .A~ .A. I~ C:\Jennifer Mayhew's Files\EconDev\IDRProgram.doc Revised: 10/20/97 . ..' . . ' Downtown Revitalization Program Summary of Costs B. So. 320111 St Improvements (1-5 to 11111 PI. So.) i. Underground overhead wires ü. Decorative street lights üi. Banners iv. Trees in sidewalk grates Sub Total Item B C. So. 320111 St Median i. Median between 1-5 & 25111 Ave. So. ü. Welcome sign in Median D. Billboards and Signs to conform with codes by 2/28/00 a. Incentives to replace non-conforming signs b. Legal fund E. Tourist amenities (i.e. tourist bureau type kiosks) F. SR-99 from So. 310 to 234 Street Improvements Economic Development/Plan Implementation Tourist Amenities Story Boards (approve displays to be provided) Total Capital Investments Total Annual Maintenance C:\Jennifer Mayhew's Files\EconDev\IDRProgram.doc Revised: 10/20/97 Ca ¡tal Cost $312,000 Annual Maintenance $18,000 $856,300 $282,100 $21,000 $368.400 $1,527,800 $21,600 $30.600 $52,200 $74,400 $10,000 $4,500 $200,000 $150,000 $50,000 $150,000 $5,000 $2,479,200 $74,700 ~~(, De1Te¿ ~~~~ ..., "":"':"':"With the City of ? 0 Federal Way and ~ U Federal Way~~ t::1 ~ ~~... ~C~ MARKETING PLAN , ,,",' ~\.c Detre¿ ~~~~ 0 Federal Way and ~ (,,) Federal Way II t::J ~~... ~C~ . . " '.' FEDERAL WAY DOWNTOWN MARKETING PLAN ECONOMIC DEVELOPMENT EXECUTIVE DRAFT dated March 3, 1998 I. THOROUGH ANALYSIS OF FEDERAL WAY AND ITS ECONOMY Core principle: Systematic analysis and understanding of Federal Way and its economic position Timeline: March-July 1998 Define goals of process with respect to Population Labor force (by sector) Employment Unemployment Compile and/or develop data on Federal Way and economy Collect Demographic Data. Sources include City Economic Development Analysis and Plan, South King County Economic Study, previous economic studies, City Comprehensive Plan Labor market information Existing business information Transportation facilities Utilities Business costs Taxes Financing Quality of life Collect Site Information. Sources include client and lead files, GIS, state and regional economic development agencies, commercial brokers and appraisers. 1 Vacant parcel availability Vacant buildings Zoning information Contact information Land characteristics Utilities information Existing structure Financial considerations relating to property Collect Geographic data Distances and travel times Port and airport accessibility Regional transportation facilities Use SWOT (strengths-weaknesses-opportunities-threats) analysis of data to analyze Federal Way positives and negatives. Develop ideas and policies for reducing and/or eliminating negatives Assess regional competition in downtown development II. TARGETING ECONOMIC SECTORS Core principle: Target economic sectors by using a scientific approach that is rooted in a complete understanding of Federal Way's strengths and limitations. Timeline: August-December 1998 Determine sectors of the economy on which to focus our efforts, based upon strengths and limitations determined in SWOT analysis. Identify desired industries (SIC codes) Determine alignment with industries Federal Way is currently able to support Consider policies to increase Federal Way's ability to support a desired industry . Identify industries Federal Way can support Possibilities: Distribution Office and service Tourism Manufacturing and processing Retail Headquarter facilities 2 Back office services High tech sector Determine I finalize what we will market Specific sites Vacant buildings The community Geographic area SWOT analysis Identify and understand our economic region (defined by economic linkages) Federal Way and market share considerations Recruitment of firms from outside the economic regions Incubate new businesses Predict effect of efforts on secondary employment in Federal Way and elsewhere (multiplier effect) III. IDENTIFYING OUR PARTNERS Core principle: Comprehensive participation by public, private, and nonprofit organizations in the downtown marketing process. Timeline: August-December 1998 Budget component - Develop a marketing budget Identify organizations to partnership in costs of marketing Program component Locate and develop organizational partners for target marketing Private sector partners Financial and Legal organizations Utilities and Transportation organizations Labor and Educational organizations Real estate and development organizations Community organizations Hospitality organizations Quality of life organizations Media Public sector partners State government (CTED) City of Federal Way Other South King County cities 3 King County Federal Way community leaders/opinion makers, generally Other organizations Chambers of Commerce Economic Development Council South End Economic Committee Other agencies for economic development The public . Residents of Federal Way as salespeople for our community IV. DEVELOPING OUR MESSAGE Core principle: Federal Way is a great place for business and a great place to live, worl<, learn, and play. Ttmeline: Augu~-~mber1998 Federal Way is a great place for business Location Available land/spaces Educated workforce Planning/vision for downtown Business-friendly tax structure Infrastructure Quality retail Other businesses and major employers Downtown image/revitalization projects - commitment by community to downtown Celebration Park Federal Way is a great place to live Schools Housing Health care Views Parks & Recreation V. DEVELOPMENT OF COLLATERAL MATERIALS Core principle: Thorough materials that contain adequate information but are flexible to different marl<ets (e.g., current and potential businesses, our marl<eting partners, etc.) 4 Timeline: January-March 1999 Develop a flexible information/resource packet General items Material on Federal Way (Such as MPositioned for Progress. pamphlet) MPositioned for Progress" video Image/revitalization project information Individual-specific items Data on specific parcels/spaces of interest Contact information Develop a technical support package VI. IMPLEMENTING THE PLAN Core principle: Employ a flexible, comprehensive, and coordinated approach to marketing and recruiting of Federal Way which institutionalizes practices, procedures. Define the desired outcome. Timeline: April-December 1999 Predicated upon analysis of Community Strengths and weaknesses Operating characteristics of industries Delivery system takes into account People make decisions People make decisions for their reasons People make decisions that best facilitate their jobs and businesses Delivery system methods Contact people who make decisions about company locations and facilities Provide information about Federal Way We have the resources to meet requirement We can help them evaluate community Delivery system processes Develop a marketing team Educate team Provide members with tools and resources Develop a work plan Develop a follow-up plan Closing the sale Preliminary marketing ideas 5 Market more than just Federal Way-market the region Postcard mailing campaign Familiarization tour Federal Way website Use existing events for promotion Information/resource list Business assistance package Target market to specific market segments Marketing approaches Passive General advertising Direct Telephone calls Postcard mailing Other highly successful prospects Marketing trips Trade shows Special events Direct mail Evaluationlfeedback Amend program as market dictates 6