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08-15-2022 HSC Packet HUMAN SERVICES COMMISSION MEETING (Amended) August 15, 2022 3:00 p.m. Hylebos Conference Room AGENDA 1. CALL TO ORDER 2. PUBLIC COMMENT Cynthia Ricks-Maccotan Information 10 Min. 3. COMMISSIONER COMMENT Cynthia Ricks-Maccotan Information 10 Min. 4. MEETING MINUTES July 18, 2022 5. COMPREHENSIVE PLAN UPDATE AD HOC COMMITTEE 6. NONPROFIT FACILITY USAGE 7. STAFF REPORT 8. 2023-2024 HUMAN SERVICES GENERAL FUND & COMMUNITY DEVELOPMENT BLOKC GRANT APPLICATION PROCESS Cynthia Ricks-Maccotan Mary Schultz Sarah Bridgeford Sarah Bridgeford Phon Sivongxay Sarah Bridgeford Phon Sivongxay Action 5 Min. Information 10 Min. Action 10 Min. Information 10 Min. Discussion 4 Hours 9. NEXT MEETING: Special Meeting August 16, 2022 3:00 p.m. Hylebos Conference Room 10. ADJOURN *Times are estimates only. Cynthia Ricks-Maccotan Cynthia Ricks-Maccotan Notice: Meetings are held in-person. To request an accommodation to attend or provide public comments virtually, please contact Phon Sivongxay, phon.sivongxay@cityoffederalway.com, 253-835-2651 no later than close of business the day before the meeting. HUMAN SERVICES COMMISSION MEETING August 15, 2022 3:00 p.m. Hylebos Conference Room AGENDA 1. CALL TO ORDER 2. PUBLIC COMMENT Cynthia Ricks-Maccotan Information 10 Min. 3. COMMISSIONER COMMENT Cynthia Ricks-Maccotan Information 10 Min. 4. MEETING MINUTES July 18, 2022 5. 2023-2024 HUMAN SERVICES GENERAL FUND & COMMUNITY DEVELOPMENT BLOCK GRANT APPLICATION PROCESS 6. COMPREHENSIVE PLAN UPDATE AD HOC COMMITTEE 7. NONPROFIT FACILITY USAGE 8. STAFF REPORT Cynthia Ricks-Maccotan Sarah Bridgeford Phon Sivongxay Mary Schultz Sarah Bridgeford Sarah Bridgeford Phon Sivongxay Action 5 Min. Discussion 4 Hours Information 10 Min. Action 10 Min. Information 5 Min. 9. NEXT MEETING: Special Meeting August 16, 2022 3:00 p.m. Hylebos Conference Room 10. ADJOURN *Times are estimates only. Cynthia Ricks-Maccotan Cynthia Ricks-Maccotan Notice: Meetings are held in-person. To request an accommodation to attend or provide public comments virtually, please contact Phon Sivongxay, phon.sivongxay@cityoffederalway.com, 253-835-2651 no later than close of business the day before the meeting. HSC July 18, 2022 Meeting Minutes Page 1 HUMAN SERVICES COMMISSION MINUTES July 18, 2022 COMMISSION MEMBERS PRESENT: Cynthia Ricks-Maccotan (Chair) Kathryn Scanlon (Vice-Chair) Katherine Festa Ken Stark Aaron Walsh Betty Taylor Mary Schultz Vivian Alexander COMMISSION MEMBERS ABSENT: Sofia Mayo Grace Ssebugwawo STAFF PRESENT: Sarah Bridgeford (Community Services Manager) Phon Sivongxay (CDBG/Human Services Coordinator) Victoria Banks (Administrative Assistant I) CALL TO ORDER Chair Ricks-Maccotan called the meeting to order at 5:34 p.m. PUBLIC COMMENT None COMMISSIONER COMMENT Chair Ricks-Maccotan introduced Community Services new staff member, Victoria Banks, to the Commission. Commissioner Taylor expressed her gratitude of Chair Ricks-Maccotan for being there in her time of need. Commissioner Walsh mentioned the Suicide Prevention Lifeline (988) is now active in WA State. Anyone dealing with a mental health crisis that needs support may dial 988; but also, the (800) suicide number is still active. Commissioner Stark pointed out the down side to the new 988 number, is a recording stating that the calls may be recorded for quality assurance, which is mandated by the Federal Government. This could negatively impact a person’s willingness to ask for help. Commissioner Stark had a question about Federal Way closing down Steel Lake Park Annex, not the park itself. Manager Bridgeford confirmed that it is being considered for a maintenance facility and will be discussed by Council at the next meeting. Chair Ricks-Maccotan mentioned Virginia Mason Franciscan Health (VMFH) received a $2M award from the Department of Commerce Office of Firearm Safety and Violence Prevention to expand their Violence Prevention Program to South County wide. The goals of the Initiative are preventing violence, decreasing engagement with the juvenile justice system, and encouraging health and wellbeing for youth and young adults ages 12 to 24 in South King County. VMFH is seeking qualified Regional Navigators through this Request for Qualifications (RFQ) to work in South King County as part of the HSC July 18, 2022 Meeting Minutes Page 2 Initiative. VMFH will select three Regional Navigators as independent contractors to partner with community-based organizations (CBOs) for youth services programming. The $2M that must be spent by the end of year, and the fiscal year ending June 30th. Once RFQs are recreated, Coordinator Phon will receive them and send them out to Commissioners who may know qualified candidates and to circulate throughout the community. Manager Bridgeford suggested circulation through a newsletter. JUNE MEETING MINUTES Commissioner Festa moved to approve the June 27, 2022 meeting minutes. Commissioner Stark seconded the motion. Motion carried, 8-0. 2023-2024 HUMAN SERVICES GENERAL FUND AND COMMUNITY DEVELOPMENT BLOCK GRANT APPLICATION PROCESS Manager Bridgeford provided one update from last month; Alternate Grace Ssebugwawo’s scoring was taken into account for the average and it was not supposed to be included, which in turn resulted in two changes: the Federal Way Inclusion Program moved from yellow to green and Consejo moved from green to yellow. In August, the third group will be discussed independently and then all groups will be presented. If any application over the three groups shifted based on the whole, especially if they went into a different category, we will provide an opportunity for the Commission to have a discussion on it, as they see fit. Coordinator Sivongxay spoke on applications E-O; in the green there were nine applications, eight in yellow, and eight in red. The primary focus of the discussion was applied to applications in the yellow. Commissioner Stark moved to start the August 15th and 16th Commission meetings at 3 p.m. The motion was seconded by Commissioner Scanlon. Motion carried, 8-0. Coordinator Sivongxay reminded Commissioners that scores for applications P-Y are due on August 11th. COMPREHENSIVE PLAN UPDATE AD HOC COMMITTEE AD HOC Committee did not meet in July. Next Comprehensive Plan meeting will be in August. Commissioner Schultz spoke briefly about the Comprehensive Plan survey. Coordinator Sivongxay will send Commissioners a link to the survey, at www.engagefw.com. STAFF REPORT Manager Bridgeford reported on the following items: 1. American Rescue Plan Act (ARPA): while an allocation has not been made, the $3M request for social services will be included from the Council sub-committee as lost revenue. ARPA is Federally funded, and if not in lost revenue, subrecipients have to comply with a lot of regulations, making it harder for organizations and requiring more staffing. The allocation is anticipated to occur in August. Data will be compiled from different sources. The Special meeting is 7/19 at 5 p.m. and open to the public. 2. We have not received our CBDG funding agreement as the Annual Action Plan has not been approved 3. Welcome new staff member Victoria Banks (Tori). HSC July 18, 2022 Meeting Minutes Page 3 Coordinator Sivongxay reported on one item: 1) Reminded Commission to complete the Boards and Commissions form. NEXT MEETING August 15th, 2022 at 3:00 p.m. and August 16th, 2022 at 3:00 p.m. in the Hylebos Conference Room. ADJOURN The meeting adjourned at 7:29 p.m. STAFF REPORT TO THE FEDERAL WAY HUMAN SERVICES COMMISSION DATE: August 5, 2022 TO: Federal Way Human Services Commission FROM: Sarah Bridgeford, Community Services Manager SUBJECT: Nonprofit Facility Usage MEETING DATE: August 15, 2022 BACKGROUND Organizations have expressed need for space for programming, coupled with lack of current funding to pay facility rental fees. The request has been made that the City provide free access to facilities, primarily for youth programming, but including broader nonprofit programming use. It is recommended a facility use grant program be for direct programming, not fundraising or other organization functions. Scope Providing free space comes at a cost to the City and the facilities. To implement a free facility access program, there will be budget implications. The amount of time available will be dependent on budget and space availability. Cost estimates have been developed based on current rental rates and estimating between eight (8) and twenty (20) hours per week in each of up to four (4) rooms/spaces. Estimates included two rooms at the Federal Way Community Center and two spaces at the Dumas Bay Centre including the Knutzen Family Theatre. Scope of the cost for a potential program would range from $21,840 to $495,560 depending on the rooms used and the number of hours per week. The lowest estimate is based on the Maple Room at the Federal Way Community Center at eight (8) hours per week. The high estimate is based on twenty (20) hours per week in each of the four potential rental spaces. Timing of Booking • If funded, organizations could potentially book up to one year in advance. • If not funded, bookings could be made four (4) weeks in advance based on availability. • In either situation, there may be times where organizations will need to be flexible to accommodate larger scale rentals. Application: Parks Department staff and Community Development Department, Community Services staff recommends an annual application process made available to nonprofits. This allows for a clear process for making determinations if interest exceeds available funding and/or space. Eligible programs will provide direct services to low- and moderate-income persons. Eligible applicants will have nonprofit status and have a City of Federal Way endorsement on their State of Washington Business license at the time of application. It is staff’s recommendation that Parks staff and Community Services staff complete an initial eligibility review with any technical notes. Staff recommends a lottery system that prioritizes organizations that address City Council priorities for services first. Then the system would become open to other organizations, also on a lottery system. To Be Developed: • The lottery system will need to be developed including the identification of software or a process to randomize selections. • If requests exceed availability, it needs to be determined if the practice will be to fully grant a request or partially grant multiple. Staff will consult with organizations that have expressed interest so far to understand implications of either method. • Facility agreements will be required. • Staffing requirements/supervision: one (1) staff per six (6) youth. • Additionally, a process will need to be determined to resolve conflicting space requests. COMMISSION ACTION Consider the process and draft application recommended by staff to award facility usage to qualifying nonprofits and make a recommendation to City Council. A corresponding budget request will need to be made, most likely through Parks Department.